Statement of Community Involvement

Home , Headington Hill Park, Pullens Lane

Communications Management April 2021

STATEMENT OF COMMUNITY INVOLVEMENT FOR CLIVE BOOTH STUDENT VILLAGE, OXFORD BROOKES UNIVERSITY April 2021

1: PURPOSE

This document represents a formal ‘Statement of Community Involvement’ (SCI) that provides evidence of how Oxford Brookes University has proactively and extensively engaged with the local community to encourage and to respond to their views, comments and ideas in relation to the latest proposals for the University’s Clive Booth Student Village (CBSV), at John Garne Way, in the Headington Hill and Northway ward of Oxford.

This document supports a full planning application submitted to Oxford City Council for the following:

Demolition of twelve buildings (including main accommodation Blocks C, F, G, H, J, K, L and M) and erection of twelve buildings to provide student accommodation, with ancillary communal and social facilities and associated administrative building (Class C2). Erection of children’s nursery (Class E).

Alterations to car parking, installation of cycle parking structures and associated landscaping works, including reorganisation of existing footpaths and cycle ways, drainage features and ancillary development. Installation of a waste compactor unit and alterations to an existing road to enable access.

2: HISTORY

It should be noted that Oxford Brookes University was previously unsuccessful in its submission to Oxford City Council for planning permission for a quite different set of proposals to redevelop the CBSV, which were considered by the East Area Planning Committee on Wednesday 5 June 2019.

During our more recent community engagement programme (to support the newly evolved and much- changed application) we specifically held in mind the reasons for the Committee’s rejection in 2019 - including: the impact on the Headington Hill Conservation Area and on the neighbouring allotments, the loss of trees, and the perception that the case for public benefit had not been sufficiently proven at that time.

3: THE SITE

CBSV is located on Oxford Brookes University owned land (of approximately 4.8 hectares) located within the Headington area of Oxford and just north of Headington Hill Hall and the Headington Road / London Road. CBSV is close to the Headington campus of Oxford Brookes University and is within

easy access of the Headington Hill Hall area of teaching and learning space. The CBSV site is (immediately) surrounded by John Garne Way, Marston Road, Headington Hill Park, Cuckoo Lane and Pullens Lane.

4: THE PROJECT PURPOSE

The purpose of the proposed scheme is to redevelop a large part of the CBSV (excluding the Postgraduate Centre) in order to provide more modern accommodation for undergraduate students, to create more shared communal space for students, provide more sustainable and efficient buildings, and to accommodate more students at CBSV in line with the objectives of the Oxford City Council Local Plan (to make more efficient use of the land and to limit our student numbers in private rented homes in Oxford thereby opening up access to these homes for citizens and contributing to longer term homelessness). A statement of the public benefits of this project are presented separately in Section 8 of the Planning Statement that accompanies the application.

5: COMMUNITY INVOLVEMENT - OXFORD CITY COUNCIL’s POLICY GUIDANCE

In preparing for our own programme of community engagement about the future of the CBSV, we have taken account of Oxford City Council’s professional standards and guidance provided in its own Statement of Community Involvement in Planning (as produced in July 2015, and as updated in the Statement of Community Involvement Addendum of June 2020 to conform with social distancing requirements during the COVID-19 pandemic). We note the underlying drivers in this guidance as working towards greater inclusivity, openness, two-way communications, sustained engagement and ensuring that there is formally recorded capture of the community response.

6: COMMUNITY INVOLVEMENT - OXFORD BROOKES UNIVERSITY’s STRATEGY

Oxford Brookes University is an embedded member of the Oxford community and regards itself as a highly active partner, especially in the Headington community.

In its latest University strategy, Oxford Brookes makes significant provision for ‘Partnerships and Place’ and has set the objective that “we will contribute to the economic prosperity, health and wellbeing, and the social and cultural vitality of our local communities to support recovery from COVID-19 and in the times beyond”. The University has donated to, and works very closely with, Oxford Hub as a local charity offering practical volunteering, skills placements, projects, and events to help shape a better world and community in Oxford.

The University fully understands that it may not always be able to meet the specific needs and concerns of its neighbours, and of local citizens, but it is committed to understanding their issues and to working hard together to address these wherever possible and practicable.

For the CBSV project, the University created (from the start) a comprehensive community engagement programme. This was designed as an integral part of the application process and with a timetable that would enable members of the local community to comment at the earliest possible stages and throughout the design process. This ensures that their views could be captured, understood and responded to, and that community members have influenced the design and content of the final application.

7: IDENTIFYING THE LOCAL COMMUNITY FOR THE CLIVE BOOTH STUDENT VILLAGE

In preparing for a comprehensive programme of community engagement (in relation to plans for the CBSV) Oxford Brookes University has undertaken detailed analysis of the local community constituents.

This ‘community mapping exercise’ is based on Oxford Brookes University’s own community liaison experience and ongoing relationship management, the input of locally-based planning advisers, and specific tailored stakeholder research undertaken by a community engagement specialist agency.

Through this process we have identified the local community (with relevance to the planning submission) as being made up of the following:-

Immediate local residents - all those in residential accommodation in the boundary neighbourhood that covers: John Garne Way; Pullens Lane; Pullens Field; Marston Road.

Extended area local residents - all those in residential accommodation in the extended neighbourhood that covers: William Street; Harberton Mead; Feilden Grove: Moody Road; Peacock Road; Pritchard Road; Holmes Park; Mary Price Close; McCabe Place; Rolfe Place; Jack Straws Lane; Doris Field Close; and Staunton Road (between Jack Straws Lane and Headley Way).

We also contacted several local estate agents (including Chancellors, Penny and Sinclair, and Scott Fraser) who operate in the above area so that we could work with them in engaging with prospective home-buyers in this specific neighbourhood.

Organisations with properties and premises in this area (20): St Michael’s Church of England Primary School; EF Academy; EF International School of English; Rye St Antony Independent School; Jack Straws Lane Day Nursery (Bright Horizons for the University of Oxford); Headington School; Oxford Centre for Islamic Studies; Sant Nirankari Satsang Bhawan universal brotherhood mission; Londis store (at the junction of William Street and Marston Road); Marston Court care home (Order of St John Care Trust); Crossroads Centre care centre (Cross Roads Care); St Michael and All Angels Church of England Church; St Clements Church; The Vines - SCIO (Scholarship in Christianity); New Marston Scout Hall; 150 Squadron of the Air Cadets, Marston Road; Magdalen College (with regard to its cricket ground off Marston Road); Trinity College (with regard to its sport ground off Marston Road); and the Up in Arms public house.

Local residents’ associations (8): Pullens Lane Residents’ Association; Feilden Grove Residents’ Association; Jack Straws Lane Residents’ Association; New Marston (South) Residents’ Association; New Marston Association; Harberton Heights Residents’ Association; Headington Hill Residents’ Association; Granville Court Residents’ Association.

Allotment holder associations (2): John Garne Way Allotments; St Clements Pullens Lane Allotments - and the Morrell Trust (owners of the Pullens Lane allotments).

Local interest groups (10): Oxford Preservation Trust; Oxford Civic Society; Headington Action; Headington and Marston Community Forum; Friends of Headington Hill Park; Cyclox (Oxford’s cycling interest group); Greening Lamborn Trust; Oxfordshire Futures; Oxford Safer Communities Partnership; Oxfordshire Community Land Trust.

Natural environment and wildlife organisations (8): Campaign for the Protection of Rural England - Oxfordshire; Wild Oxfordshire; Berks, Bucks and Oxon Wildlife Trust; Oxford Conservation Volunteers; Oxfordshire Mammal Group; Oxfordshire Woodland Group; Oxfordshire Trees for the Future; Trust for Oxfordshire Environment.

Statutory and formal bodies (5): Oxfordshire County Council; Thames Water; Environment Agency; Natural England; Historic England; Thames Valley Police.

Policy-makers and officers (43): Two local MPs (the Member for Oxford East and the Member for Oxford West); Local ward councillors for the Headington Hill and Northway ward of Oxford City Council; OxLEP (the Oxfordshire Local Enterprise Partnership); various executives, officers and

members with relevant policy and local interests for Oxford City Council and Oxfordshire County Council.

In addition, Oxford Brookes University has also engaged with its own 2,500 staff members and its 18,000 current students in the Student Village proposals - mainly through use of the University’s established communications methods and channels, and also through open invitation to join community webinars and online meetings.

8: OUR TWO-STAGE COMMUNITY ENGAGEMENT PROCESS - OVERVIEW

The community engagement process has been designed and managed by a specialist team of communications and community engagement professionals. Oxford Brookes University appointed Communications Management, which has 30 years’ experience of working with universities, to improve their community engagement and to support engagement programmes related to campus estates projects, to provide expert advice on, guidance for, and implementation of a detailed local engagement programme. This team worked with the Head of Public Affairs of Oxford Brookes University to create, plan and execute a comprehensive community engagement and communications programme.

It should be noted this community engagement programme took place during the highly unusual phases of tiered local and England-wide lockdowns (due to the Coronavirus pandemic) between November 2020 and March 2021. This has led to significant restrictions on the University’s ability to stage open (physical) public exhibitions and to undertake face-to-face in-person meetings and events in relation to this planning submission.

Guidance was sought from the planning officers of Oxford City Council (and, through them, the communications professionals at the Council) on appropriate (more remote and virtual) methods of engagement - such as use of the University’s own website, hosted webinars, tailored online meetings, community email inbox facilities, telephone hotlines, and distribution of (COVID-19 safety compliant delivered) leaflets to local residents through letterboxes.

The University organised a two-stage programme in order to maximise the level of community engagement and to enable community responses from the first stage to inform much of the ongoing design and content of the scheme.

The overall process has involved:

• Two stages of full and open engagement during the periods of (1) November and December 2020 (in order to encourage and capture community feedback with regard to the initial intentions and outline proposals to redevelop the CBSV) (2) January and February 2021 (in order to present

refined and more detail plans for the Village’s redevelopment - with particular emphasis on demonstrating how the voice of the community has been reflected in our amended designs - and to gather further input to details of the scheme). • A total period of five weeks of formal community engagement and an additional period of three weeks for meetings with specific interest groups and individuals who we wanted to work closely with, based on their previous input to the 2019 application and/or to their particular strength of feeling that arose in relation to the current proposals. • Community-wide distribution of leaflets (over the two stages of engagement - a period of 5 weeks) to local residents - and stimulating questions and comments that could be addressed openly through scheduled webinars and online meetings. • Targeted invitations to community leaders and to interest groups (allowing for each contact and representative group to have at least two opportunities to meet with the University to explore and input to the proposals). • Constant guidance and professional input during six separate (monthly) pre-applications meetings with the planning officers for Oxford City Council (occasionally drawing in other specialist officers in areas such as trees and highways) and through a formal review by the Oxford Design Review Panel members.

9: THE SPECIFIC STAGES OF COMMUNITY ENGAGEMENT AND OUR RESPONSE

9A: PHASE 1: NOVEMBER AND DECEMBER 2020

Pro-activity:

Leaflets (explaining the outline of the project and the ways in which people could engage and respond) were hand delivered to approximately 800 local residents. A copy of the leaflet is provided as Appendix A.

Invitations (via email) were issued to 104 local interest groups and community leaders in order to encourage and to request individual/group online meetings.

A special section of the Oxford Brookes University website was created in order to provide an outline of the Student Village, explain why the redevelopment scheme is being proposed, and to invite visitors to complete an online survey (via a website link) about the project.

An email inbox and telephone hotline were established and managed by the University’s Community Liaison Office team - and the contact details for these were promoted through the leaflet, website, emails, social media posts and local media coverage.

Two open invitation webinars (with allowance for community questions and University responses) were held during the evenings of Wednesday 2nd December and Wednesday 9th December 2020.

Advanced registration for these was promoted through the leaflets, emails, website, social media and media coverage. These sessions were also recorded and made publicly-available.

Social media posts (and reminder posts) encouraging questions and feedback were set up on the University’s main Twitter account @oxford_brookes.

Two pitches about the proposals (and encouraging community response via the webinars, the website and other methods) were made to the Oxford Mail leading to the publication of two articles. A half- page hard-copy advertisement and digital adverts were also placed in the Oxford Mail and its website.

All staff emails about the scheme and about the opportunities to raise questions and to respond were issued (to 2,500 staff members) and two subsequent reminders were also sent.

All student emails about the project and encouraging questions and comments were issued (to 18,000 students) and these were also followed up with two further email reminders.

Response:

• 60 people completed the formal feedback survey (mostly through the website link - but also hard copies were provided on request and collected in when completed). • 33 community members participated in the two webinars. • 104 contact discussions took place with community leaders and interest groups. • 667 engagements took places through social media. • 23 responses were captured from the two online articles in the Oxford Mail. • 3,375 page views were logged in accessing the relevant section of the website. • 10,000 impressions were captured in response to the media adverts.

9B: PHASE 2: JANUARY AND FEBRUARY 2021

Pro-activity:

A second set of leaflets, containing far more detailed explanations of the plans and the amendments informed as a result of the first phase of community engagement, were posted (and delivered by Royal Mail - due to the more advanced pandemic guidelines at the time) to approximately 800 local residents. A copy of this second leaflet is provided as Appendix B.

A second round of invitations (via email) were issued to the main local interest groups and to other community leaders so that we could highlight the revised plans and the specific elements of the scheme and arrange further meetings to discuss how this affected their interests as well as encourage fresh ideas on the details.

An updated section of the Oxford Brookes University website (with a link to a fresh feedback form) was produced and this explained the “you said, we did” approach that highlighted how we had listened to community concerns and made modifications in response.

We continued with the promotion of our email inbox and telephone hotline (with relevant contact details for these again promoted through the leaflet, website, emails, social media posts and local media coverage).

Further social media posts (and reminder posts) encouraging questions and feedback (with updated links to new website content) were set up on the University’s main Twitter account @oxford_brookes.

Two presentation-style webinars were staged (with encouragement of more detailed community questions and University responses) during the afternoon of Tuesday 2 February and the evening of Wednesday 3rd February 2021. As before, registration for these was promoted through the leaflets, emails, website, social media and media coverage. Again, these sessions were also recorded and made publicly-available.

A pitch about the latest proposals, with changes made as a result of community feedback and highlighting the webinars and further opportunities for community response, was made to the Oxford Mail leading to the publication of a further article.

An updated email - with latest news on the progression of the designs and the community input were issued to all staff and students - with encouragement for further comments and questions.

Response:

• 44 community members completed the latest feedback form - either directly via the link on our website or by email responses - during this second round of community engagement. We also recorded 2,377 page views of this website section over the ten-day period of open engagement. • 43 people attended our second series of webinars - and we recorded and responded to 39 questions during these two webinars.

• 100+ emails were issued to community interest groups, community leaders and those that we identified as having a high level of interest in our plans (based on activity during the first round of engagement and ongoing conversations) in order to arrange further meetings. • 20+ individual meetings were held to discuss the finer details of our plans. • 2,423 engagements took place in response to our social media posts via Twitter about the latest proposals for CBSV. • 800 leaflets were distributed to local residents via Royal Mail in order to update those in designated neighbouring streets about the more detailed plans and designs - and to encourage further response via the website, webinars, emails and telephone calls. • 2,500 Oxford Brookes University staff and 18,000 students were sent emails with the latest details and inviting their further comments.

10: OVERALL COMMUNITY RESPONSE AND THE IMPACT FROM OUR ENGAGEMENT

As a direct result of our extensive programme of community engagement we have constantly listened to all the feedback, reflected and made many amendments - where this is practical and realistic. We have taken extensive steps to embrace the views and opinions of community members and of special interest groups and to work alongside them during this process.

Below are specific questions and points of concern that have been raised through the community engagement programme and the associated steps that we have taken in response:

Can you limit the impact on views across the site both locally and across from the city centre? We have: . Redesigned our originally proposed Building 4 into two smaller and separate buildings, in order to create more space and light in this area of the site’s landscape. This will also protect two additional category A trees and one category B tree. . Redesigned our original plans, to include a new two-storey welcome pavilion, to provide a focal point for entry into the site and set the building further into the Site. . Reduced heights across many of the residential buildings, generally keeping them below 18m, with three six-storey buildings and the remainder now having lower numbers of storeys. . Designed low-rise townhouses at the upper level of the site to limit the height and massing of these buildings and to respond positively to the local topography. These townhouses will also provide accommodation for continuing students, mirroring the feeling of a house of multiple occu- pation and increasing the desirability of accommodation on University land. . Used specialist software to re-assess any impact on long-range views across the landscape towards the city centre and the surrounding hills by residents and allotment-holders. This will continue to provide us with rigorous and accurate evidence on any likely impact to views.

Can you ensure that there is limited removal of trees and habitats and respect for the nature and wildlife that already exists on this site? We have: . Adjusted the positioning of several proposed buildings to allow for more daylight, to mitigate against increased intrusion from buildings, and to protect trees and habitats. . Undertaken more detailed analysis on tree preservation and of natural habitats. . Identified opportunities to make better use of rainwater through potential enlarging of the onsite pond and thus improving the biodiversity habitat in this area. . Begun exploring re-use of rain water supply to the neighbouring allotments. The design of the buildings are also being re-examined to assess the possibility of an integrated rainwater attenua- tion system to manage the flow of storm water from the site. . Made changes which we believe will allow us to retain additional existing trees, with a particular focus on the Category A and B higher quality trees with life expectancy of 20 to 40 years or more.

Can you reduce the impact of any new buildings on neighbouring land, including local allotments? We have: . Relocated and re-shaped the proposed Building 5 in order to create more space between the site and the John Garne Way allotments which will cast no additional shadow beyond that currently cast by the existing Morals building. . Moved the north end of the proposed Building 3 to help to reduce further shadowing to allotments, with more analysis being undertaken to make additional improvements. . Moved proposed Buildings 10 and 12 to create more boundary space between the site and the Pullen’s Field residences to reduce any possibility of overlooking or overshadowing. . Undertaken detailed shadow studies of the site including assessing the impact on the allotments at different times of the year and of the day.

Can you address any potential increase in traffic to the site and the use of cars by students? We have: . Undertaken a further study of the number of car parking spaces on the site and explored ways of reducing visits by private vehicles. This is in addition to the existing policy of students within halls of residence not being allowed to bring a car to the city. . Explored suggestions to provide more dedicated drop-off spaces for delivery vehicles so that there is less traffic both across the site and along John Garne Way.

Can you improve opportunities for cyclists? We have: . Engaged the views of Cyclox, the local group representing cycling interests in Oxford, to identify the needs for cyclists and cycle routes. . Designed as many of the cycle parking spaces as possible to be indoor spaces integrated within buildings in order to provide safe, dry and secure bicycle parking with tool stations and charging points for e-bikes and scooters.

. Interfaced with Oxford County Council to ensure that their emerging plans for local cycle route improvements are integrated within our designs.

Can we ensure that the nursery is carefully orientated away from neighbours? We have: . Adapted the proposed new building for the nursery so that this has an enclosed courtyard which protects the play areas from overlooking and ensures the privacy of the staff and children.

Can we ensure that any new buildings respect the need for carbon reduction and environmental impact? We have: . Instructed our planning advisers to ensure that we at least meet our carbon reduction and other environmental targets associated with the buildings and construction process and exceed this wherever possible. . Ensured we are taking a “fabric first” approach, ensuring that the building envelopes have high levels of non-combustible insulation and suitable air tightness, with a heat recovery mechanical air supply and extract system to ensure that the energy demands are low. . Ensured the site will be all electric using air source heat pumps, with no gas supply, allowing it to function completely without fossil fuels. . Ensured the buildings are being designed with careful consideration of the embodied carbon of the structures, meaning that robust materials are used efficiently to ensure the smallest possible environmental impact. . Ensured the scheme will only be undertaken after full analysis of the existing buildings and the capacity to carry out a deep energy retrofit to bring them up to contemporary insulation and energy performance standards.

11: RESPONSE FROM A SELECTION OF LOCAL INTEREST GROUPS AND THE IMPACT FROM OUR ENGAGEMENT

As part of our community engagement programme about the future of the CBSV, we have arranged a series of meetings with specifically-identified community, resident and local interest groups. In addition, we have hosted a meeting with all the representatives of the local residents’ associations in the neighbourhood and for local ward council members. We have not provided information on the content of all these discussions in this report but (below) we share a summary of some of the key community group discussions.

The John Garne Way Allotments Association: We have held four meetings with members of this Association during the period from December 2020 and the middle of March 2021. These meetings mainly explored issues such as: the impact from buildings on the shadowing of allotments; the potential impact of the developed nursery presence on the allotments; access routes to allotments; the need for protection of the natural environment; and sustaining biodiversity. A significant feature of these discussions has related to the likely shadowing of

allotments by the proposed new buildings. We have been working closely with the Association’s members to address the impact from this shadowing - drawing on predictive shadow modelling at different times of the year. As a result, we have made changes to the proposed Buildings 3 and 5 in our plans. Building 3 has been lowered in height and we have relocated Building 5. There was further concern about potential shadows caused by Building 6 and we made further changes to this building, including the relocation of the nursery to the ground floor of Building 7, and the provision of a basement to Building 6, thus reducing the height of Building 6 by one storey. This change to the design significantly reduces the early winter morning shadow cast on the allotments, and additionally improves sunlight to the nursery play area. The predicted shadow area was notably reduced across the south east corner of the site, although (because the main elevation of Building 6 remains unchanged) early morning winter shadowing is still likely to be present, but the shadow is expected to clear the zone by circa 9am (according to our modelling).

St Clements, Pullens Lane Allotments Association: Our early correspondence with the lead contact for the St Clements, Pullens Lane Allotments indicated there was a particular interest in the development focussed “around the roadway and parking immediately outside and next to the gated entrance”. It was agreed to await until further details on these particular issues are more fully formed before convening a more comprehensive discussion with the Association’s members.

The Feilden Grove Residents’ Association: We have been in ongoing contact with the Secretary and we have met with members of the Association to explore their questions and their concerns in detail. These covered issues such as: the rationale for the redevelopment; the proposed density on the site; trees and biodiversity; maintenance of the grounds; and the protection of wildlife and of the Conservation Area. We discussed our intentions to improve the biodiversity of the site and we highlighted that the proposed trees for removal were generally of poor quality and that our plan is to plant 170 new trees. We also talked about our proposed improvements in the design and engineering of the buildings and of the landscape. We explained that floor-to-floor heights have been lowered, and that improvements have been made to the landscaping and biodiversity, with far better social and environmental benefits. We also shared our proposals to undertake a further Heritage Impact Assessment, with regard to addressing their concerns about the impact to the Conservation Area.

Jack Straws Lane Residents Association: Our meeting with this Association covered a wider range of issues - including trees, biodiversity, the designs for the buildings and the broader vision for the Village landscape. The Chair of the Association raised particular interest in the ecology for the site and, as a direct result, we have agreed to explore the introduction of a specialist species of plant (called Cotoneaster franchetti) within the Student Village as this is estimated to capture 20% more carbon emissions than most other hedge species. Our landscape specialists at LDA have been investigating the introduction of this plant as a

way of further improving the environmental impact. The scheme also demonstrates an overall biodiversity net gain of more than 11%.

Headington Action, Headington Neighbourhood Forum and Headington Forward: The University has hosted three meetings involving both the Chairs of Headington Action and of the Headington Neighbourhood Forum (at the same time) between December 2020 and February 2021. Both of these individuals also serve as community representatives for Headington Forward. The issues that were raised have included: the numbers and nature of students that would live in the proposed Village development in the future (and the associated links with reducing private rental space in Oxford); the sustainability of new buildings (with regard to hearting and carbon emissions); biodiversity, trees, wildlife and green spaces; the pathway between the Village and the Headington Hill Hall campus; the potential for the University to be involved in wider tree planting and ‘greening’ schemes across Headington and in support of the creation of Tiny Forests; the importance of ongoing open communications by the University with local community members during the construction phase. As a consequence, the University is now continuing to identify how it can be more involved in the various community greening projects raised during these meetings and to address the connections between the Village and Headington Hill Park. Our Head of Community Engagement is working on further opportunities to strengthen engagement in Headington and to plan for effective communications with community members during any future construction periods.

Friends of Headington Hill Park: The University has met with the Treasurer of the Friends of Headington Hill Park and we discussed the idea of opening up the adjacent area of the Park (to the Village) at Cuckoo Lane in order to provide more open access into the Park. We also discussed the enhancement of existing trees in the arboretum and creating a tree trail.

Oxford Civic Society: We have held two meetings with members of the Oxford Civic Society. The issues raised by the Society have included: the nature of the accommodation (with particular interest in serving the needs of graduate students with families); travel and transport to and from the Village; car parking; cycle routes (including the lighting of these and on-site safe storage for bikes); access to the Headington Hill campus from Cuckoo Lane; sustainable forms of energy use by the proposed new buildings; the nature of the communal and social space in the Village; the species of plants intended for the site; landscape maintenance; the University’s future plans for student numbers; and car use associated with the on-site nursery. We responded to all the questions raised during our sessions and presented details of the proposed designs at our second meeting. We have particular adapted the proposals to take account of the movement of students to and from the Village into the University (especially via Cuckoo Lane), the secure storage of bicycles within buildings, the provision of communal space for students, and sustainable energy use of the buildings. We have also been examining student parking in other parts of Headington as a result of related concerns that were raised by the Society.

Oxford Preservation Trust: We presented our initial plans to the Oxford Preservation Trust (with particular feedback from its Director). Most of the questions and issues that have arisen in our discussions have been about the impact of the proposed buildings on views both towards and outwards from Oxford city centre. The Trust’s Director raised: the visual impact from the (specially-prepared mapping of) views of the proposed buildings - looking outward from the top of the University Church of St Mary’s; the impact of trees (when fully grown) on the edge of the Village with regard to views across into Oxford centre from both of the nearby allotments; and the colour and nature of building materials. In response to these discussions, we have carried our further work on predicted visual impacts across various zones in Oxford and from the allotments - both short term and longer term (when trees are more mature). We are also in discussions with a number of community groups in the Headington area, including the Greening of Headington initiative, about the potential for planting trees outside of the Student Village as part of the wider benefits that this will provide, and further helping to offset the interim effects of trees lost within the Site boundary whilst new landscape becomes established.

Cyclox: We have met twice with the members of Cyclox (Oxford’s action group to encourage more, and safer, cycling across the city). We have explored topics such as: the ratio of bike racks per bedroom as part of the Village development; the nature of bike storage facilities and bike security and protection; providing bike racks for visitors; the potential for students to use hired e-scooters; and cycle routes and lanes. We have an ongoing dialogue with Cyclox on all the issues and ideas that have been raised and the need for an ‘active travel’ scheme as part of the future ethos of the Village. Alongside this, we have commissioned Key Transport Consultants (KTC) to undertake a detailed review to inform the design and provision of bicycle parking facilities for our plans for the CBSV.

Oxford Brookes University Students’ Union: Throughout our programme of community engagement, we have also been mindful of the sizeable community of students at the University and what our students would like to see in any such future development of the CBSV. Apart from inviting our students to contribute their individual responses through the many engagement channels, we have also been working with the Brookes Students’ Union and their elected officers to identify representative views. Three common issues have been raised in discussions with these officers: ensuring that there is strong availability of common space for students to work together in (with citation of the use of space within our Clerici Building as a model of success); making sure that bedrooms provide value-for-money and that rents are appropriately affordable; allowing for measures of security and protection for students living within the Village. All of these issues have been considered as we work on our precise designs to accommodate the needs of students of the future.

12: A SUMMARY OF HOW WE HAVE EVOLVED OUR PROPOSALS DIRECTLY FROM COMMUNITY INVOLVEMENT

The most significant changes that we have made to our proposals as a result of our comprehensive programme of community involvement are:

COMMUNITY CONCERN OUR PRACTICAL RESPONSE The scale of buildings We have adjusted building heights in order to reduce the impact on the wider city setting. This has been achieved by re- examining the internal dimensions of buildings and reducing the floor-to-floor heights down to a lesser scale. Shadowing of the John Garne We have reduced the massing, form, and location of Buildings 3, Way allotments 5 and 6/7, in response the concerns raised by the JGW Allotment Committee regarding overshadowing. This has been achieved through direct dialogue with the Committee and has involved extensive testing of the effects from different options to lead to the proposals as tabled. Building 6/7 was originally proposed as having two parallel wings and we have rotated one of these by 90 degrees in order to reduce the shadowing effects (and, as such, form the now L- shaped building in the application). Tree loss We have responded to requests to preserve more of the existing higher quality trees on the site and this has been achieved by moving and adjusting the designs of various buildings to facilitate this. This is most noticeable with regard to Building 4 - which was adjusted to the extent that it has become two buildings (Buildings 4A and 4B). Encroachment to adjacent Following the first round of our community engagement, the areas to Pullen’s Field design of the townhouses (in this area of the plot) has been rationalised in order to reduce their numbers and to draw them further South and away from the boundary with Pullen’s Field. This has also provided a visual and acoustic ‘barrier’ between the landscape spaces of the townhouses and the residents of Pullen’s Field. The move has also allowed additional existing trees to be retained along this boundary of the site. Native species and the need for The plant species selected will all be appropriate to the site and increasing biodiversity will increase the biodiversity of the setting. Following our own

18 local engagement, the selection of proposed planting was re- examined and minor adjustments made to the proposals. Connections with Headington The junction with Cuckoo Lane was always a key part of the Hill Park scheme but, following our local engagement programme, this work has been extended to look more closely at the entry point into Headington Hill Park and to make this area a more significant circulation point. The work to improve the connectivity within the Headington Hill Hall site will also reflect this in a separate application to be submitted shortly.

PRODUCTION OF THIS STATEMENT

This Statement of Community Involvement has been produced by Jerry Woods, Director of Estates, Oxford Brookes University, and Matthew Butler, Head of Public Affairs, Oxford Brookes University.

The Statement has been informed by the community engagement support of Justin Shaw, Chief Consultant, Communications Management, Paul Barnes, Community and Planning Consultant, Communications Management and Paul Smith, Associate Consultant (Public Engagement), Communications Management.

19 Appendix A

HOW TO PROVIDE YOUR FEEDBACK: TIMESCALES The University is keen to hear your initial thoughts on plans 23 November to 11 December 2020: to redevelop parts of Clive Booth Student Village from Feedback invited on Oxford Brookes’ Monday 23 November to Friday 11 December 2020. intention to submit a new planning application. The simplest way of doing so is by filling in the short online form which is available on our dedicated webpages at January - February 2021: Sharing HAVE YOUR SAY... www.brookes.ac.uk/clivebooth of more detailed plans for the site following initial feedback and further If you cannot access our website and would prefer to respond local engagement. by completion of a hard paper survey form please email ...about our plans to redevelop [email protected] or call 01865 484451 and we will Early March 2021: Submission date of arrange to safely deliver this to you. If you would like to speak revised planning application to Oxford with someone from the University about the plans, please also parts of Clive Booth Student Village City Council following feedback from do let us know. the local community. Summer 2021: Expected date at which planning application will be determined HOW ELSE CAN I HAVE MY SAY? Location of Clive Booth Student Village with parts of the following a further period of public site proposed for redevelopment marked in pink. consultation led by Oxford City Council. Due to the impact of Covid-19, many of the ways in which we September 2023: If the planning will be gathering feedback will need to take place virtually. As the application is successful, the University University is unable to hold public events, online webinars with hopes that the first students will be opportunities to ask questions will also take place. living in the redeveloped Clive Booth The first two webinars will take place from 6.00pm to 7.00pm Student Village accommodation for the on Wednesday 2 December 2020 and from 6.00pm to 7.00pm start of the 2023/24 academic year. on Wednesday 9 December 2020. Please visit our dedicated webpages to register your attendance.

Deadline: Friday 11 December 2020 The current The current proposed Clive Booth site redevelopment of parts of the site with new blocks in blue. A comparison WHAT ARE WE PROPOSING? with the previous planning THE STORY SO FAR.. application can be viewed on the website, see Modernise the site by removing 11 existing blocks details below. Oxford Brookes University is engaging with the local community on revised and building 12 improved blocks. plans for the development of parts of This will help to ensure a positive student experience by providing Clive Booth Student Village. This is an high-quality rooms, enhanced indoor social spaces and an existing student accommodation site, improved range of accommodation options. WHAT CHANGES ARE WE owned and managed by the University, PROPOSING TO MAKE TO and located close to Marston Road in Provide a net increase of approximately 600 rooms East Oxford. THE PREVIOUS PLANNING for our students. SUBMISSION? A large number of the buildings are now 30 years old. There is a need to This will help to reduce pressure on local housing supply as • A decrease in the height of accommodation blocks to redevelop so that living arrangements overall student numbers at the University have over a number of open up local views and long-range views from the city. continue to be of a high quality and so years remained, and are projected to remain, relatively static. The we can improve and modernise the site. redevelopment will allow for greater numbers of students to live • A reduction in both the height and footprint of Block Three to Oxford Brookes remains committed within student accommodation on existing University land as an meet concerns around the building casting shade over the to meeting the council’s threshold for alternative to private rental properties in the community. John Garne Way allotments. the number of students living outside • Re-alignment of blocks to preserve more of the site’s existing of University accommodation and Replace the existing nursery space with a modern trees and improvements to the central landscape to improve redevelopment of parts of the site will building and playground. natural light and allow for additional new tree planting. help to achieve this. This will improve facilities for children of students, staff and the • Re-alignment of blocks to make improvements to the central A previous planning application in local community. landscape to improve natural light, enhance existing tree 2019 was unsuccessful and over the planting and public walking routes, and allow for additional past 18 months, the University has Reduce car parking spaces on the site to a new tree planting. carefully considered its next steps and reflected on how it can help to maximum of 83 and maintain no cars in Oxford • Improved landscape character between buildings, within the address the concerns previously raised. policy for students in halls. wider woodland setting and across the site. The University is now keen to engage Alongside this reduction in spaces for staff and visitors, the • Remove the existing nursery building and replace this with a Further information can be found on with the local community to further University will continue its policy of not allowing students who purpose designed facility for use by children of students, staff our dedicated webpages at understand the range of perspectives live in halls of residence to bring a car into Oxford. This will help and the local community. and ensure these inform the new plans to increase walking or cycling to the nearby Headington Campus www.brookes.ac.uk/clivebooth • Improved thermal performance of the buildings to meet being developed. and reduce road traffic, including student use of the community BROOKESbus service. more stringent carbon reduction targets. Appendix B

Update on plans to redevelop part of Clive Booth Student Village

Oxford Brookes University is continuing to engage with • the potential shadowing of nearby plots on the local community on its proposed improvements for allotments. Clive Booth Student Village. Information on the updated proposals is provided in this The development of the existing student accommodation leaflet and further detail is available at site, located on University land close to Marston Road in www.brookes.ac.uk/clivebooth East Oxford, is recognised in the Oxford Local Plan 2036. The city’s plan also recognises that “accommodating How can I give my feedback? university students in purpose-built halls and other university-provided accommodation can help to reduce We are now inviting further questions and comments the demand from students on the general housing about the specific proposed designs by Friday 5 stock.” February 2021. Oxford Brookes is seeking to create space to These can be sent to us by emailing community@ accommodate an additional 560 to 600 students at brookes.ac.uk, calling 01865 484451 or sharing them Clive Booth Student Village from September 2023. at one of our Zoom webinars. Go to our dedicated webpages to register your attendance for one of the two What has happened so far? webinar sessions taking place on: • Tuesday 2 February 2021 (2.00pm to 3.00pm) Following an initial period of community engagement in late 2020 exploring its broad proposals, the University • Wednesday 3 February 2021 (6.00pm to 7.00pm) has listened to comments, concerns and suggestions for improvements. This community feedback has We look forward to hearing your views. shaped the evolution of the latest plans, including • the impact of buildings on views • the replacement of trees and protection of habitats Latest plans including changes from community responses