UNIVERSITY OF ESSEX
BUDGET SUB-COMMITTEE
TRANSPORT POLICY SUB-COMMITTEE
4th December 2008
UNAPPROVED MINUTES
Chair
Present
Apologies
Secretary
Professor Temple, Pro-Vice-Chancellor (Resources)
Mr Blackshaw, , Mr Barnard, Mr Budd, Mrs Leyland, Mr Ma, Mr Merrett, Mr
Nightingale, Dr Sellens, Mrs Totman, Mr Wakeman, Mrs Williams,
Dr Rich
Mrs Leyland, Transport Policy Coordinator
CORRESPONDENCE AND ANNOUNCEMENTS
The Chair welcomed Mr Merrett the representative of the Car User Group who
was an observer at the meeting.
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STARRING OF AGENDA ITEMS
No additional agenda items were starred.
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Minutes of the 9th July 2008 meeting.
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MINUTES
Approved
MATTERS ARISING
Noted
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A point of information was added that it is not a legal requirement for it to be 30
minutes and the agreement was signed for 15 minutes.
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It was noted that the Committee had agreed on the need for clear information to
be made available about the wheel clamping scheme.
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The comment on what happened to the interest accruing from monies so far spent
had not yet been followed up. Ms Leyland to action.
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The Students’ Union reported that they had met with Richard Monk and there
were a number of actions now arising.
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CAR PARKING POLICY
Noted
Mr Nightingale introduced the paper. He highlighted that there are more
registrations at this point in time but less than at the end of last year and
suggested that the enhanced regime has compelled people to register earlier.
There are more ‘other’ users this year which is indicative of there being greater
controls now over ‘other’ users and the indication was of a significant reduction
in student registrations. He drew attention to the very much improved situation
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under podia with a significant enhancement to safety. However, the report of
increased vehicle movements has questioned the scheme worked up for the
barrier under podia as the current proposed location will be too much of a
pinchpoint. Estate Management is reconsidering how to control under podia
access.
He recognised that unreliability of pay & display machines had been an issue at
the start of the academic year, particularly with the recalibration of machines to
make the system even more sophisticated. Problems have substantially reduced
although it was raised that the University Quays machine is still not working and
one Sports Centre car park machine has been problematic.
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Action
Ms Leyland to follow up with the Pay & Display machine service engineer.
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Noted
Mr Nightingale acknowledged the very positive approach from the Car User
Group (CUG), sympathetic to the University’s aims but taking issue with some of
the aspects of the implementation of the management system. He stated that the
absence of such a group had been a significant omission from the transport
groups on campus. He hoped that Committee will agree his recommendation that
a Car User Group representative be appointed to the Committee.
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Committee discussed the appeals procedure for wheel clamping. It was noted
that appeals are determined by the Security Manager strictly on compliance with
the existing regulations. Where the University is in error e.g. in providing wrong
advice, reimbursement is made from the car parking income. Where Woodlund
Services are in error then reimbursement is made by them.
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Agreed
Committee agreed that whilst the volume of appeals was quite high it was not
appropriate to introduce any charge for lodging an appeal at the present time.
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Noted
It was suggested that it would be fairer if 2 or 3 people heard the appeals, or a
sub-committee were set up for that purpose. However, the Chair noted the
significant task required for that, and that a balance needs to be struck between
being fair and realistic, and having a quick and efficient system. It was also
noted that the appeal is against whether someone complied with a set of
regulations which is objective, not subjective.
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Mr Merrett noted that a major issue among members of the Car User Group was
the sense of confusion about what regulations apply, where they apply and to
whom. He anticipated the level of appeals to diminish because people were
becoming more aware.
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Other issues arising, related to signage, communication etc were agreed to be
included with the Car User Group paper covered under agenda item 8.
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Mrs Totman noted that with respect to the categories of car parkers, she had a
major concern with car parking outside Wivenhoe House and the Constable
Building.
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UPDATE ON Projects 2008/9 FUNDED FROM CAR PARKING INCOME
Noted
Ms Leyland highlighted the additional project request (converting four Pay &
Display machines to mains power) and increased budget item request
(motorcycle shelter) and that there are additional funds available in the current
year.
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It was noted that the costs of converting the Pay & Display machines to mains
power is comparatively high and reasons for the original choice of solar power
were highlighted.
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Agreed
Committee agreed to support both requests but that improvement options to solar
power be checked first before implementing works to convert the machines to
mains power.
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Noted
Committee reviewed the project list update.
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Action
Mr Nightingale committed to expedite the installation of the bus shelter at
University Quays.
Noted
The bus turnaround project is awaiting a response from First and is likely to cost
considerably more than would be funded from Transport Funds. Ms Leyland
explained that some projects require to be implemented during less busy holiday
periods whereas others can be installed whenever procured.
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Action
Once the cycle storage on top of the boiler house roof is installed, cycles along
the North Towers causeway should be removed from the railings. Ms Leyland to
follow up.
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Noted
There is a sustained commitment to improve the passage of cyclists at the barrier
on Boundary road this academic year and to implement measures as soon as
feasible, taking account of the Sustrans cycle access report. Progress on cycle
storage cctv surveillance will be presented next meeting.
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Action
Committee agreed the need to identify projects related to transport being funded
by the University, such as the provision of bike lockers at University Quays, so
that members are aware, even if the measures are not funded from car parking
income. Ms Leyland to include in future project updates. Ms Totman pointed
out that if she had known of the bike lockers, they might have procured
additional ones for Wivenhoe House.
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Action
Ms Leyland to follow up on procurement of seats for Boundary Road bus stands.
It was noted also that there were issues related to the siting of cycle storage at
Loughton.
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Action
Committee discussed the communication of completed work funded from car
parking income. A list of completed projects should be available on the
University website and an article prepared for the Wyvern next term. The list
should also be forwarded to the Car User Group for use on their website.
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Action
Committee agreed that the list should be updated for presentation at the next
meeting. Completed projects should be transferred to the web list. Ms Leyland
to follow-up.
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Action
Dr Sellens noted that with recabling works scheduled for North Towers car park,
thought should be given to providing power points for electric cars. Committee
noted that it is something to be explored with the Car User Group.
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Noted
Ms Leyland noted that this year, with the process of developing projects and
having them costed up for approval at the February Transport Policy Subcommittee (TPSC) meeting, the requirements this year for funding to be rolled
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over should be ameliorated.
It was reported that the Network Centre Cage is no longer available for storage of
cycles as it is required for robotics work by a PhD student. It was only intended
as a temporary cycle storage.
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CYCLING STRATEGY FOR UNIVERSITY OF ESSEX
Noted
Mrs Leyland highlighted key points from the paper including the specific
objective to have cycle storage adjacent to residential accommodation equivalent
to one cycle for every two resident students by 2013 and from the report from
Sustrans, suggesting that overall provision should increase to storage for around
3000 cycles. Current provision is for around 900. Cost per cycle storage
depends on whether it is secure, covered storage or simple Sheffield stands.
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Whilst the document was commended, it was noted that there was a need to
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integrate the cycling strategy within other ongoing University strategies, such as
that for the Research Park. The document requires more statistics to underpin
what is being requested, particularly regarding actual demand and costs.
Committee noted that the volume of storage proposed seemed excessive although
in the context of the Cycling Town infrastructure and the construction of the
upper Wivenhoe to University cycle route, a substantial increase in cycling and
need for secure, convenient storage was anticipated. It was suggested that
provision of residential cycle storage may not be appropriate for funding from car
parking income where the remit is to reduce car journeys to campus. However,
the remit of the TPSC in relation to the University’s Sustainable Transport
Strategy is broader than recommending on the expenditure of car parking income.
Action
Action
Committee agreed that a small group composed of Mr Nightingale, Ms Leyland,
a union representative and two cyclists should modify the draft strategy to one
appropriate for the University and for subsequent presentation to the TPSC. It
was noted that the broad suggestions and expertise in the draft strategy needs to
be complemented with the knowledge of how it impacts on the operations and
plans of the University.
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Ms Leyland also highlighted that one of the projects proposed for 2009/10
includes cycle storage to address the needs of both commuters and residents.
Secondly, the Sustrans report addendum regarding traffic calming at the
Boundary Road barrier is an urgent issue for the cyclists and the Cycling England
recommendations of installing bollards should be feasible. It was noted that
when the barrier was first installed, motorcyclists circumvented the barrier and
hence the motorcycle hoops, good practice at the time, were installed.
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Committee agreed that the measure to improve the passage of cyclists at the
Boundary Road barrier will be done as a matter of urgency.
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LIST OF POTENTIAL PROJECTS FOR 2009/10
Noted
The Chair noted that at the next meeting, Committee will be considering approval
for funding those projects prioritised for detailed costing at this meeting. The
budget notionally will be in the order of £150,000 which will be known more
precisely next meeting. Projects were agreed to be prioritised according to A=
vital, B= desirable, C= not necessary. The assessment of the Committee is
appended to the minutes.
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With regard to the existing overflow car parking areas, the legal position is
complex and experience elsewhere at the University of using plastic mesh grid
has been unsatisfactory and potentially dangerous.
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Action
Estate Management to give consideration to infilling large ruts/holes on the grass
area and to exploring the option of expediting the Research Park car parking
allocation for University use in the first instance.
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Action
Committee agreed that a number of cycling projects in the list be considered by
the small group already delegated to work on the cycling strategy. The group
should check the projects fit with agreed University strategy and rank and order
them.
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Noted
It was proposed that the contribution to bus turnaround on campus be taken off
the list as it was still being explored and not yet ready for costing.
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Action
Committee agreed that the funding of hoardings at Hythe Station advertising the
University of Essex was not something to be funded from car parking income.
However, the project should be referred to External Relations who may or may
not be in a position to fund it.
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CAR USER GROUP PAPER
Noted
Committee discussed the proposed ideas covered in the paper.
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On signage, the first two ideas have been covered in previous items. On the
third, Committee agreed that it was more positive to show people where they can
park, rather than where they can’t, particularly given the campus historic
parkland status. Improving the package of signage is an ongoing process and has
not been helped this term by limited signwriting capacity at the University. It
was noted that it is difficult to see the parking bay lines outside Constable
Building and some people consequently park poorly. The visitors parking area
was noted as needing improvement and the need to burn off redundant marking
was highlighted. The Car User Group representative stated that as long as it was
clarified, they would be satisfied. It was further clarified that the University does
do some yellow lining where Health & Safety e.g. fire access is an issue, but not
in other places.
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Agreed
Committee agreed to forward spend monies on signage up to £20,000.
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Noted
On clamping, the £5 credit card charge was still being investigated although it
was reported that Woodlund Services are likely in breach of their merchant
agreement.
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It was clarified that the agreement with Woodlund Services includes the £50
wheel clamping fee but no requirement to release vehicles between 8.30pm and
9.00am (except where payment is made between 6.15pm and 8.30pm in which
case the release must be done within two hours.) Woodlund, of their own accord,
chose to provide the option of release during the overnight period for a charge of
£25 which was only stated on their clamping notice affixed to clamped cars.
There is now University signage that clearly says there is a £25 charge for release
after 8.30pm. It was acknowledged that the definition of the clamping day,
commencing at 12.01 am should be reviewed for the next year so that cars left
overnight would not automatically be liable for two days clamping charges.
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Committee agreed to review at next meeting the criteria for the contract with
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Action
Woodlund Services, assuming that the University wishes to renew the contract in
September. Criteria would include the clamping day and that it would be
expected that there would be no charge for credit card payments.
Action
A clarification of the £75 fee should be made on the website. With regard to the
£5 credit card charge, it was suggested that there should be some University
collective involvement, including speaking again to Woodlund Services about the
contravention of their merchant agreement. It was agreed that it would be
unhelpful if the approach resulted in Woodlund Services removing the credit card
facility.
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Agreed
Given that University signage is now up regarding the £25 charge, and that there
are only a small number of students and staff who have paid £75 in wheel
clamping fees, a majority of the Committee voted to authorise repayment from
car parking income of £25 to those who paid £75, subject to discussion between
Woodlund and the Director of Estate Management regarding any relevant details
in the Agreement.
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Agreed
Committee also voted that a representative of the Car User Group be appointed to
the Committee.
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Noted
It was agreed that an email be sent out, clarifying the changes, probably linked
with updating the Frequently Asked Questions on the wheel clamping service.
Committee was also sympathetic to the proposal to extend the time, currently 15
minutes, between a parking violation being noted and before the vehicle is
clamped.
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The elaboration of the car-sharing scheme was reported as being part of an
ongoing process. The issue of courtesy cars was agreed to be deferred to the next
meeting.
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The proposed ideas/views of the Car User Group with regard to future projects
(installation of drop kerbs and expansion of cycle storage) were agreed to be
deferred to next meeting as part of a broader discussion on using car parking
income for a range of transport projects. Mr Blackshaw made the comment that
it was entirely inappropriate of the Car User Group to discuss whether or not
money be used to benefit cyclists or other transport users on site and that it is not
the business of the Car User Group which has become the lobbying group on
behalf of other issues. He stated that the Transport Policy Sub-committee has a
clear remit to reduce the number of cars coming on to campus and that the group
represents different interest groups including cyclists.
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Committee agreed that the appeals process should continue, noting that the Car
User Group is not happy but that with improvements in signage and information,
the volume of appeals should diminish. The issue could be returned to if there is
sustained discontent regarding the processing of appeals.
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CAR PARKING STRATEGY ON LOUGHTON CAMPUS
Noted
This agenda item is deferred to next meeting.
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ANY OTHER BUSINESS
None
Being his last meeting, the Chair thanked Mr Blackshaw very much for his
valued contribution to the Committee’s discussions and his perspective and
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wished him all the best in his new post.
Ms Totman noted that her urgent issue of concern regarding parking at Constable
Building/Wivenhoe House had not been addressed. The Chair agreed that it
could be taken forward through her.
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DATE OF NEXT MEETING
Noted
Tuesday 24th February 2009, 10am.
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