Oxford City Council meeting agenda

Title: Oxford City Council Logo - Description: Oxford City Council Logo Agenda

East Area Planning Committee

This meeting will be held on:

Date: Wednesday 3 March 2021

Time: 3.00 pm

Place: Zoom - Remote meeting

For further information please contact:

Jennifer Thompson, Committee and Member Services Officer, Committee Services Officer

) 01865 252275 * democraticservices@oxford.gov.uk

Members of the public can attend to observe this meeting and.

· may register in advance to speak to the committee in accordance with the committee’s rules

· may record all or part of the meeting in accordance with the Council’s protocol

Information about speaking and recording is set out in the agenda and on the website

Please contact the Committee Services Officer to register to speak; to discuss recording the meeting; or with any other queries.

Committee Membership

Councillors: Membership 9: Quorum 5: substitutes are permitted.

Councillor Sian Taylor (Chair)

Northfield Brook;

Councillor John Tanner (Vice-Chair)	Littlemore;
Councillor Mohammed Altaf-Khan	Headington;
Councillor Shaista Aziz	Rose Hill and Iffley;
Councillor Nigel Chapman	Headington Hill and Northway;
Councillor Mary Clarkson	Marston;
Councillor Ben Lloyd-Shogbesan	Lye Valley;
Councillor Christine Simm	Cowley;
Councillor Roz Smith	Quarry and Risinghurst;

Apologies and notification of substitutes received before the publication are shown under Apologies for absence in the agenda. Those sent after publication will be reported at the meeting. Substitutes for the Chair and Vice-chair do not take on these roles.

Agenda

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Planning applications - background papers and additional information

To see representations, full plans, and supplementary information relating to applications on the agenda, please click here and enter the relevant Planning Reference number in the search box.

Any additional information received following the publication of this agenda will be reported and summarised at the meeting.

Public access and speaking

This meeting will be held remotely on Zoom and can be watched on YouTube. For details about public access and speaking at the meeting, please see the information towards the end of the agenda frontsheet.

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Apologies for absence and substitutions

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Declarations of interest

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20/02983/FUL: John Radcliffe Hospital, Headley Way, Oxford, OX3 9DU

13 - 34

Proposal: Demolition of existing Barnes Unit and link corridor and relocation of tissue building; erection of new Adult Intensive Care Unit over 5 floors to connect to the existing Trauma Building across 4 floors; new replacement link corridor within the AICU building connecting the Trauma Building with the main hospital entrance; ancillary works; and erection of new substation in Car Park 1 at the John Radcliffe Hospital, Oxford (part retrospective).

Site address: John Radcliffe Hospital, Headley Way, Oxford.

The East Area Planning Committee is recommended to:

1. approve the application for the reasons given in the report, subject to the receipt of a satisfactory drainage report and construction environment management and subject to the required planning conditions set out in section 12 of the report and grant planning permission; and

2. delegate authority to the Head of Planning Services to review the final drainage strategy and construction environment management plan and finalise the recommended conditions as set out in the report including such refinements, amendments, additions and/or deletions as the Head of Planning Services considers reasonably necessary.

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20/03198/FUL: Land To The Rear Of 4 Lime Walk, Oxford, OX3 7AE

35 - 52

Proposal: Erection of part four, part three storey building to create 4 x 1-bed flats and 3 x 2-bed flats (Use Class C3). Erection of single storey building to create 1 x 2-bed flat (Use Class C3). Provision of private amenity space, bin and cycle stores, alterations to landscaping and formation of 1 disabled parking space.

Site address: Land to the Rear of 4 Lime Walk, Oxford, OX3 7AE.

The East Area Planning Committee is recommended to:

1. approve the application for the reasons given in the report and subject to the receipt of a satisfactory energy statement and the required planning conditions set out in section 12 of the report and grant planning permission.

2. delegate authority to the Head of Planning Services to review the submitted energy statement, and finalise the recommended conditions as set out in the report including such refinements, amendments, additions and/or deletions as the Head of Planning Services considers reasonably necessary.

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19/02003/FUL: Plot 16, Oxford Science Park, Robert Robinson Avenue, Oxford,OX4 4GA

53 - 140

Proposal: Proposed erection of two linked Class B1 office buildings with associated landscaping, car parking, infrastructure and related works.

Site address: Plot 16, Oxford Science Park, Robert Robinson Avenue, Oxford, OX4 4GA.

Reason at Committee: The proposals are for a major development which was previously considered by the East Area Planning Committee on the 4th December 2019, when the Committee resolved to delegate the approval of the application to the Head of Planning Services subject to the prior completion of a legal agreement. Material amendments to the approved plans have subsequently been proposed, namely the phased construction of the development to prioritise the development of Building A. The application has been brought back before the committee to consider these changes.

The East Area Planning Committee is recommended to:

1. approve the application for the reasons given in the report and subject to the required planning conditions set out in section 12 of the report and grant planning permission subject to:

· the satisfactory completion of a legal agreement under section.106 of the Town and Country Planning Act 1990 and other enabling powers to secure the planning obligations set out in the recommended heads of terms which are set out in the report; and

2. delegate authority to the Head of Planning Services to:

· Finalise the recommended conditions as set out in the report including such refinements, amendments, additions and/or deletions as the Head of Planning Services considers reasonably necessary; and

· Finalise the recommended legal agreement under section 106 of the Town and Country Planning Act 1990 and other enabling powers as set out in the report, including refining, adding to, amending and/or deleting the obligations detailed in the heads of terms set out in this report (including to dovetail with and where appropriate, reinforce the final conditions and informatives to be attached to the planning permission) as the Head of Planning Services considers reasonably necessary; and

· Complete the section 106 legal agreement referred to in the report and issue the planning permission.

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Minutes

141 - 144

Recommendation: to approve the minutes of the meeting held on 3 February 2021as a true and accurate record.

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Forthcoming applications

Items currently expected to be considered by the committee at future meetings are listed for information. This is not a definitive list and applications may be added or removed at any point. These are not for discussion at this meeting.

18/03405/FUL: Holy Family Church , 1 Cuddesdon Way, Oxford, OX4 6JH	Committee level decision
20/00934/FUL: Land To The Rear Of The George Inn, 5 Sandford Road, Littlemore, Oxford, OX4 4PU	Committee level decision
20/01535/FUL: McDonalds, 298 London Road, Headington OX3 8DJ	Called in
20/02450/FUL & 20/02455/LBC: Meadow Larkins, Larkins Lane, Oxford, OX3 9DW	Committee level decision
20/02672/FUL: SAE Institute Oxford, Littlemore Park, Armstrong Road, Oxford, OX4 4FY	Committee level decision
20/03034/FUL: Hill View Farm, Mill Lane, Marston, Oxford OX3 0QG	Committee level decision
20/03218/FUL: 244 Barns Road, Oxford, OX4 3RW	Committee level decision
20/03272/FUL: 142 London Road, Oxford, OX3 9ED	Called in
21/00203/FUL: 40 And 42 Dene Road, Oxford, OX3 7EE	Committee level decision

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Dates of future meetings

Future meetings of the Committee are scheduled on Wednesdays at times shown. These will start at 3.00pm while the committee is meeting remotely.

2021

7 April

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Information for those attending regulatory committees - Remote meetings guidelines

Regulations passed in April 2020 enable the Council to hold meetings without some or all Members being physically present together in a room. To ensure the smooth running of remote meetings the Council has agreed a Protocol for Remote Meetings and everyone is asked to follow these guidelines which are based on that Protocol.

Attendance at remote meetings

Members (councillors) are “in attendance” provided that they can hear and be heard by the other participants. Any loss of visual connection does not give rise to non-attendance but a loss of audio connection does.

Should you lose connection to the meeting try to reconnect immediately. If you cannot immediately re-join the meeting by video link, please dial in to the meeting using the telephone number provided in the joining instructions.

If a Councillor loses connectivity to this meeting they will be prohibited from participating in the debate and voting on that agenda item unless the discussion is paused for the period of their non-attendance.

If other participants lose connection, this does not affect the debate or vote.

Remote meetings etiquette

All participants are asked to:

· Stay visible on camera while your video feed is on. Turn the camera off if you stand up or leave your seat.

· Keep your microphone muted unless speaking. Un-mute / mute your own microphone before and after speaking.

· Use the “raise hand” icon to indicate a wish to speak. This is located in the “Participants” tab. Please be patient, the Chair will call you to speak and has absolute discretion to determine the order in which participants speak. Please lower your virtual hand after speaking.

· Not speak over other participants.

· Keep contributions relevant and concise.

· Councillors and officers must use the Chat function only to assist with the smooth administration of the meeting, e.g. to alert officers to a loss of audio connectivity.

Voting at remote meetings

When determining an application the voting will be by a roll call.

When called by the Clerk, Councillors are asked to state how they are voting on the proposal (e.g. “for”, “against” or “abstain”). Any Member who has not been in attendance to hear the full presentation and debate on an agenda item will be required to abstain from voting on that matter.

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Information for those attending

Recording and reporting on meetings held in public

Members of public and press can record, or report in other ways, the parts of the meeting open to the public. You are not required to indicate in advance but it helps if you notify the Committee Services Officer prior to the meeting so that they can inform the Chair and direct you to the best place to record.

The Council asks those recording the meeting:

· To follow the protocol which can be found on the Council’s website

· Not to disturb or disrupt the meeting

· Not to edit the recording in a way that could lead to misinterpretation of the proceedings. This includes not editing an image or views expressed in a way that may ridicule or show a lack of respect towards those being recorded.

· To avoid recording members of the public present, even inadvertently, unless they are addressing the meeting.

Please be aware that you may be recorded during your speech and any follow-up. If you are attending please be aware that recording may take place and that you may be inadvertently included in these.

The Chair of the meeting has absolute discretion to suspend or terminate any activities that in his or her opinion are disruptive.

Councillors declaring interests

General duty

You must declare any disclosable pecuniary interests when the meeting reaches the item on the agenda headed “Declarations of Interest” or as soon as it becomes apparent to you.

What is a disclosable pecuniary interest?

Disclosable pecuniary interests relate to your* employment; sponsorship (ie payment for expenses incurred by you in carrying out your duties as a councillor or towards your election expenses); contracts; land in the Council’s area; licenses for land in the Council’s area; corporate tenancies; and securities. These declarations must be recorded in each councillor’s Register of Interests which is publicly available on the Council’s website.

Declaring an interest

Where any matter disclosed in your Register of Interests is being considered at a meeting, you must declare that you have an interest. You should also disclose the nature as well as the existence of the interest. If you have a disclosable pecuniary interest, after having declared it at the meeting you must not participate in discussion or voting on the item and must withdraw from the meeting whilst the matter is discussed.

Members’ Code of Conduct and public perception

Even if you do not have a disclosable pecuniary interest in a matter, the Members’ Code of Conduct says that a member “must serve only the public interest and must never improperly confer an advantage or disadvantage on any person including yourself” and that “you must not place yourself in situations where your honesty and integrity may be questioned”. The matter of interests must be viewed within the context of the Code as a whole and regard should continue to be paid to the perception of the public.

*Disclosable pecuniary interests that must be declared are not only those of the member her or himself but also those member’s spouse, civil partner or person they are living with as husband or wife or as if they were civil partners.

Procedure for dealing with planning applications at Area Planning Committees and Planning Review Committee

Planning controls the development and use of land in the public interest. Applications must be determined in accordance with the Council’s adopted policies, unless material planning considerations indicate otherwise. The Committee must be conducted in an orderly, fair and impartial manner. Advice on bias, predetermination and declarations of interests is available from the Monitoring Officer.

The following minimum standards of practice will be followed:

1. All members of the Committee will have pre-read the officers’ report. Committee members are also encouraged to view any supporting material and to visit the site if they feel that would be helpful. (In accordance with the guidance at 24.15 (Planning Code of Practice) in the Council’s Constitution).

2. At the meeting the Chair may draw attention to this procedure. The Chair may also explain who is entitled to vote.

3. The sequence for each application discussed at Committee shall be as follows:

(a) the planning officer will introduce it with a short presentation;

(b) any objectors may speak for up to 5 minutes in total;

(d) speaking times may be extended by the Chair, provided that equal time is given to both sides. Any non-voting City Councillors and/or Parish and County Councillors who may wish to speak for or against the application will have to do so as part of the two 5-minute slots mentioned above;

(e) voting members of the Committee may raise questions (which shall be directed via the Chair to the lead officer presenting the application, who may pass them to other relevant officers and/or other speakers); and

(f) voting members will debate and determine the application.

4. In determining an application Committee members should not:

(a) rely on considerations which are not material planning considerations in law;

(b) question the personal integrity or professionalism of officers in public;

(c) proceed to a vote if minded to determine an application against officer’s recommendation until the reasons for overturning the officer’s recommendation have been formulated including the reasons for refusal or the wording of any planning conditions; or

(d) seek to re-design, or negotiate amendments to, an application. The Committee must determine applications as they stand and may impose appropriate conditions.

Public requests to speak

Members of the public wishing to speak must notify the Committee Services Officer by noon on the working day before the meeting, giving their name, the application/agenda item they wish to speak on and whether they are objecting to or supporting the application. Notifications can be made via e-mail or telephone, to the Committee Services Officer (details are on the front of the Committee agenda).

Written statements from the public

Any written statement that members of the public or Councillors wish to be considered should be sent to the planning officer by noon two working days before the day of the meeting. The planning officer will report these at the meeting. Material received from the public at the meeting will not be accepted or circulated, as Councillors are unable to give proper consideration to the new information and officers may not be able to check for accuracy or provide considered advice on any material consideration arising. Any such material will not be displayed or shown at the meeting.

Exhibiting model and displays at the meeting

Applicants or members of the public can exhibit models or displays at the meeting as long as they notify the Committee Services Officer of their intention by noon two working days before the start of the meeting so that members can be notified.

Recording meetings

This is covered in the general information above.

Meeting Etiquette

All representations should be heard in silence and without interruption. The Chair will not permit disruptive behaviour. Members of the public are reminded that if the meeting is not allowed to proceed in an orderly manner then the Chair will withdraw the opportunity to address the Committee. The Committee is a meeting held in public, not a public meeting.

This procedure is detailed in the Annex to part 24 of the Council’s Constitution as agreed at Council in January 2020.

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