Cardiff Council Travel Planning Resources Pool Bike Guide. A Guide to Setting up a Bike Pool

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1 A Guide to Setting up a Bike Pool

2 Guide to setting up a pool bike scheme PUBLISHED BY SEACTION Contents: Introduction 1. What is a bike pool? 2. The benefits of a bike pool 3. Potential barriers to the success of a bike pool 4. Setting up a bike pool - ten easy steps 5. Ongoing management Appendices: Annex 1 Working example of pool bike process Annex 2 Pool bike booking form Annex 3 Cycle Check form Annex 4 Cycle to work schemes Tables: Table 1 Mode of transport CO2 emissions (kgco2/pkm) Table 2 Indicative costs of setting up a bike pool Table 3 Indicative cycle training costs Table 4 Indicative numbers of bikes needed Table 5 Frequency of maintenance 6. Additional help and relevant organisations Acknowledgement: This document is based on Pool Bikes for Business by Transport for London. Photo credits J Bewley, Sustrans

3 Introduction Organisations are becoming increasingly keen to improve the transport options available for their employees. Changes in how employees commute to work and how they travel during the working day can save time and money for them and their employer, as well bringing social, environmental and health benefits. Increased levels of physical activity can promote healthy lifestyles and wellbeing for employees and contribute to reduced absenteeism. Cycling is the fastest, cheapest, most healthy and sustainable mode of travel. It is an ideal form of transport for journeys under 3 miles, which will take around 30 minutes by bike (Sustrans 2008). Employers can encourage their employees to cycle in several ways, including installing high quality facilities, offering interest free loans to buy bikes and providing a bike pool for employees to use for work related journeys. This booklet is designed to set out the benefits of operating a bike pool and to provide practical advice for organisations considering doing so

4 1.0 What is a bike pool? A bike pool is a bank of bicycles provided by an organisation for use by their employees in the course of the working day. Bikes can also be taken home for weekend use if an organisation is willing to provide this extra access. Pool bikes can be used in many different types of organisation, in combination with other sustainable transport initiatives or as a standalone measure. A workplace bike pool provides well-maintained bikes and safety equipment for employees to use. Pool bikes can be offered to employees for any kind of journey, but are typically used for work related trips, such as local meetings, travel between sites and visiting clients. Generally pool bikes are kept in a central location and can be booked out by any staff member who is competent to cycle safely on public roads. 1.1 Who is this guide for? Many different kinds of organisation can benefit from introducing a bike pool for employees, including private businesses, public sector bodies, primary care trusts and universities. This guide is designed to help any organisation interested in setting up a workplace bike pool. (Any costs and references to health and safety issues are correct at the time of going to print.) In order to judge whether a bike pool will be a suitable provision for employees, an organisation should decide what they would like it to achieve. These objectives might include: Saving time and money on work journeys Encouraging more employees to try active commuting Presenting a positive public image Improving staff travel options and morale Improving fitness levels of staff Relieving car parking problems To determine how useful a bike pool would be in achieving those objectives, an assessment should be made firstly of the number of work related journeys that are made and by whom, then of how many of those journeys could be made by bike. Typical things to consider when deciding if your organisation should provide a bike pool might include: (J. Bewley Sustrans) How many journeys employees make, e.g. whether employees attend regular meetings

5 How far employees travel on work related journeys, e.g. whether regular journeys are made to destinations within 5 miles of the office What employees need to take with them, e.g. whether journeys are made that do not require transport of bulky or heavy goods How the journeys are currently made, e.g. whether a high proportion of journeys which could reasonably be made by bike are currently made by car, taxi or public transport Where the organisation is located, e.g. whether there is limited accessibility by public transport and/or private car If the cycling infrastructure is suitable, e.g. whether there are good bike routes to and from the workplace, and space for bike storage on site Whether employees are able and willing to cycle, e.g. employees already know how to cycle, or would be interested in learning If employees were willing to cycle, would they use the pool bikes, e.g. would they use the pool bike regularly, or do they already bring their own bikes to work. 1.2 Pool Bikes and Travel Planning A Travel Plan involves the development of a set of mechanisms, initiatives and targets that together can enable an organisation to reduce the impact of travel and transport on the environment, whilst also bringing a number of other benefits to employers and to staff. A workplace Travel Plan can be undertaken by an individual organisation or a local Travel Plan group, comprising a number of organisations. Developing a Travel Plan usually involves the stages illustrated below: 1 Organisation decides to develop and implement travel plan 2 Senior management commits to travel plans 3 Staff survey is carried out to inform travel plan 4 Measures, objectives and targets identified 5 Travel Plan reviewed 6 Action plan, with responsibilities, timetable and funding, set out 7 Travel planning tools implemented 8 Ongoing monitoring of modal shift carried out

6 There are several things that can be undertaken during the travel planning process to help establish a bike pool: The Travel Plan survey could be used to identify the number of employees who would be willing to try cycling If targets are set to reduce single occupancy car journeys, or trips by taxi or public transport, the bike pool could be promoted as an alternative, helping to meet Travel Plan targets Monitoring of modal shift through the before and after survey could be used to monitor use of the pool bikes, while information on the pool bike booking forms could also be a useful input to Travel Plan monitoring. Ideally a bike pool would be set up as part of the travel planning process, and complements other aspects of the Travel Plan. However, bikes may still be introduced with good results if an organization lacks the resources to develop and implement a full Travel Plan

7 2.0 The benefits of a bike pool By implementing a bike pool, organisations can benefit from: Reduced travel expenses Direct financial benefits associated with the use of pool bikes include direct savings on taxi and public transport fares and business mileage for personal cars and costs associated with running company cars. Indirect savings potentially may be made, for instance, where the use of pool bikes makes car-parking spaces redundant; up to ten bikes can be securely stored in the one car parking space. Savings will vary from one organisation to another, depending on how many journeys are made, the level of use of the bikes and what modes of transport employees had used previously. For instance, if someone is cycling instead of walking they may not save money but could be saving a great deal of time. Financial benefits can be offered to employees, too. Employers can pay up to 20p per mile tax free for using their bikes for business travel, or staff can claim the balance as a reduction from their tax (more information is available from the HM Revenue and Customs website: Time savings and convenience One of the greatest assets of cycling is the speed and convenience with which short journeys can be made. Even when cycling at a moderate pace a journey of three miles can be made in an average of just 30 minutes, depending on the local terrain and the individual. Pool bikes allow employees to go from door to door with the maximum efficiency, without having to find parking for a car, sit in a traffic jam, or walk to and wait for public transport. For many employees and employers, time is an expensive commodity and the value of time saving should not be underestimated. F Health and fitness improvements The Government s Chief Medical Officer has recommended that adults take 30 minutes of moderate exercise, five times per week. Cycling is an excellent means of promoting the habitual, everyday physical activity we all need to remain healthy. Regular physical activity can reduce the risk of heart disease, strokes and diabetes, reduce stress and lead to fewer absences due to ill health. Improved accessibility While public transport is constantly improving there are still some short journeys where a convenient, quick public transport link is not available. Pool bikes can efficiently fill this gap in preference to employees bringing their own car to work or taking a taxi. Environmental benefits The environmental benefit of reducing the use of motor vehicles is increasingly recognised. By cycling, employees will reduce their greenhouse gas emissions, contribute to improvements in air quality, reduce congestion and improve their local environment by reducing the amount of space needed for car parking. In 2003, road transport was responsible for 25% of UK emissions of carbon dioxide (CO2), 43% of nitrogen oxides

8 (NOx) and 28% of particulate matter (PM), based on recent figures from the Department for Transport (DfT) and the Department of Environment, Food and Rural Affairs (Defra) 1. Table 1 compares average CO2 emissions from different modes of transport, in terms of kilograms of CO2 produced per passenger per kilometre travelled (kgco2/pkm). Employees cycling instead of using these modes of transport will assist an organisation in reducing their fuel use and emissions. relationships with employees, customers, investors, and other stakeholders such as local authorities. FITS OF Table 1: Mode of transport CO2 emissions (kgco2/pkm) 2 Car (fleet weighted average) 109 Motorcycle 94 Moped 75 Bus 76 Passenger rail (UK average 49 for electric and diesel) HE BENE Enhanced reputation Corporate social responsibility and environmental policy are increasingly seen as making good business sense. Running a bike pool demonstrates commitment to positive social and environmental management. This can lead to improved (J. Bewley Sustrans) 1 Energy Saving Trust, Frequently Asked Questions, 2 Pool Bikes for Business by Transport for London

9 3.0 Potential barriers to the success of a bike pool To succeed, a bike pool needs both interest from employees and the support of senior management. Personal resistance or institutional barriers should be addressed in order to ensure the lasting success of the bike pool. Personal concerns that may arise include: Fears over safety Lack of interest in cycling Insufficient ability or confidence to ride a bike A reluctance to change long established travel habits Poor health and fitness, or hilly terrain, making cycling difficult or strenuous Worries about personal appearance when arriving at the office or a meeting, even though cycling can be as low intensity a form of exercise as walking Concerns that work clothes are unsuitable for cycling and will get damaged Inconvenience of carrying accessories, such as helmets and lights and other equipment needed for work. Every opportunity should be taken to understand and address the resistance and institutional barriers to pool bikes in an organisation. With careful planning they can be overcome. The following section, Setting up a bike pool, explains how this can be achieved. Institutional barriers that may need to be overcome might include: Lack of funds for the scheme, or unwillingness to allocate a budget Insufficient space on or near the site for bike storage and other facilities Concerns over insurance cover and potential liabilities

10 4.0 Setting up a bike pool - 10 easy steps This chapter provides a step-by-step guide to setting up a bike pool. Large organisations, such as local authorities, may find it useful to introduce a pilot scheme for one department or site before setting up a full bike pool for all employees to use. Whether you are setting up a pilot scheme or a full bike pool, the approach outlined here is recommended, although you may find you want to revisit some of the steps, or your organisational structure requires you to approach them in a different order. 1 Survey employees to establish potential use and scope of bike pool 2 Review costs and develop the business case 3 Secure senior management commitment 4 Decide how many bikes are needed and assess actual costs 5 Address health and safety requirements, provide training and organise insurance 6 Organise bike supplier, order bikes and equipment 7 Organise cycle parking 8 Set up systems for managing the bike pool 9 Publicise the scheme 10 Periodically monitor use (J Bewley, Sustrans) Step 1: Survey employees to establish potential use and scope of bike pool Once senior management has agreed there may be a case for setting up a bike pool, the first step should be to survey employees to assess its potential use and scope. An employee survey may include the following questions: i. How often do you make work-related trips? ii. What forms of transport do you currently use? iii. What proportion of these trips could reasonably be made by bike? iv. How much money do you spend on current trips? And how much of this do you claim back as travel expenses? v. Do you think a bike pool is a good idea? vi. Would you be willing to use a pool bike? Why? vii. Would you use a pool bike for any other reasons e.g. commuting to and from work or for lunchtime rides? viii. Would you like training on how to use pool bikes?

11 ix. Would you prefer particular bikes, e.g. ladies or folding bikes? Why? x. Is there anything else that would encourage you to use a pool bike, for instance, assistance with route planning? Advice box: If a Travel Plan is already being prepared, these questions can be incorporated into the travel plan survey. Otherwise, a version of the questions listed above could be ed to staff, posted on the intranet, or asked during regular team or one-to-one meetings. At this stage it may also be helpful to check the site for existing facilities such as cycle parking, and consider what additional facilities will be needed. Step 2: Review costs and develop the business case The exact costs of providing a bike pool will depend on the number and type of bikes, and how often they are maintained. However, it is possible to determine an approximate initial figure. Once costs have been predicted it will be easier for senior management to decide on the viability of the scheme, and it will also provide a basis for researching external sources of funding, for example, through the Sports Council for Wales or Local Authority Sports Development Departments. While these organisations are not likely to fund every aspect of a bike pool, they may be able to assist with provision of bikes, cycle parking or another aspect. The items listed in the table below should be considered when estimating the costs of setting up a bike pool: figures assume a standard full size city bike with basic accessories such as mudguards, or a mid-price folding bike, both/either of which should be sufficient for a bike pool. Costs are likely to vary with supplier, location and bike type, so these are only indicative. Also, not all of the items listed will be required in all situations. A business case should be developed, setting out anticipated costs against the potential benefits for the organisation, and including some salient points from the survey (see Step 1)

12 Item Buying bike outright - one off cost Hiring bike - per annum including call out for repairs (Price shown is for midrange bikes and may include essential equipment) Essential equipment if not included with bike lights, lock Other equipment helmet, high-visibility vest, panniers, cycleometer Maintenance Per bike Theft insurance (per annum) if not included in own premium or added as excess Public liability insurance, if not covered by existing policy Launch event, incentives or extra publicity Optional theft contingency Cost per bike (ex. VAT) Full size 225+ Folding 345+ Full size 200+ Folding Annual Service labour cost 26 Pair of brake blocks 10 Set of inner cables 7 3 Spare inner tubes 13 From 40 Variable 150+ Replacement cost of bike Parts contingency 50 Cycle parking (per Sheffield 150 stand. N.B. Depending on location, this element may require planning consent.) Cycle shed (for 32 bikes) 7000 Cycle parking (per Sheffield 150 stand). N.B. Depending on location, planning consent may be required. Table 2: Indicative costs of setting up a bike pool (2008 Figures)

13 Training costs 1/2 day (3.5 hours) Full day (7 hours) Quick basic maintenance course Dr Bike (3 hours with 2 qualified mechanics) Table 3: Indicative cycle training costs (provided by Cycle Training Wales Cycle training for Pool Bike Users at County Hall, Cardiff

14 Step 3: Secure senior management commitment Delivering a well-developed business case will help to achieve the support of senior management. It may be helpful to talk to senior staff individually, present the bike pool proposal at meetings, show how pool bikes fit in with the organisation s policies and/or find a cycling champion from the management team to help put the argument across. Step 4: Decide how many bikes are needed and assess actual costs Table 4: Indicative numbers of bikes needed (Source: Pool Bikes for Business, Transport for London, 2007) Number of employees < Number of bikes Generally the number of bikes should reflect not just the number of employees, but also the proportion of employees who think they would use the bikes, and the likely level of usage. For example, a smaller organisation may have more staff making journeys during the working day than larger organisations, and so may find a larger pool of bikes is required. This information should be sought through a staff survey, as discussed in stage 1. In some cases it may be more economical to provide individual staff members with their own bikes for work purposes if they are making a large number of trips. The length and duration of trips being made may also influence this decision. Alternatively, the Cycle to Work scheme allows employers to purchase new bikes for staff use the cost of which is deducted from employees pay via a salary sacrifice scheme. The employer can reclaim VAT on the bikes (if VAT registered) and capital allowances against Corporation Tax

15 Information on the cycle to work scheme is available on the Department for Transport (DfT) website: Annex 3). Table 4 provides an indication of what might be appropriate as a starting point for a new bike pool based on employee numbers. Alternatively, the number of bikes could be calculated from the number of journeys being made by all employees, for instance, one bike could be provided for every 15 trips made per week. Once the bike pool is established adjustments based on usage may be necessary. Regular cyclists typically enjoy a fitness level equivalent of being 10 years younger than the rest of the population. (www.cobr.co.uk, National Forum for Coronary Heart Disease Foundation, Walking and Cycling: An Action Plan, DfT, 2004) Step 5: Fulfil health & safety requirements, provide training and organise insurance Cycling need not be any more risky than other activities carried out during the working day. However, employers still have a responsibility to provide public liability insurance and safe equipment, and make sure their employees know how to use it. The relevant regulations include the Health and Safety at Work Act (1974), Management of Health and Safety at Work Regulations (1999), Provision and Use of Work Equipment Regulations (1998), and Employers Liability (Compulsory Insurance) Act The legal requirements include the following: Bikes must be safe to ride Riders must be competent to ride the bikes Appropriate safety equipment must be provided and maintained The employer, riders and bikes should have the correct insurance cover. Legal requirements may change, so it is important to check with the organisation s legal department or the Health and Safety Executive to ensure that this information is up to date and that the proposed bike pool arrangements are appropriate. The organisation s insurance provider or the supplier of the bikes may also be able to give advice on these issues

16 i) Keeping the bikes safe to ride Bikes need to be maintained regularly to ensure they are safe to ride. A maintenance schedule should be set up, in consultation with the supplier of the bikes and the maintenance service, to reflect the anticipated level of use of the bikes. It may be worth having the bikes serviced more regularly in the summer months when use is likely to be higher, and revising the maintenance schedule after a set period once a pattern of use has been established. Some suggestions are provided in the following table. Table 5: Frequency of maintenance Level of use (miles cycled Frequency of maintenance per month) < 50 Every 3 months* Every 2 months Monthly * Even with little use tyres will go down and moving parts may need lubrication It is also important to ensure that all users of the bikes carry out a basic visual safety check (e.g. that the brakes work, tyres are not flat and there are no other obvious problems with the bikes) before use. If the bike does have any mechanical problems it should not be ridden and all problems should be reported to a designated contact person within the organisation so they can be recorded and dealt with quickly. The bike should not then be used until it is safe to do so, and it is important that it is fixed promptly as people will quickly dismiss the bike pool as an option if the bikes are regularly out of order. Ideally there should be someone in the organisation able to check the bikes between services to see that they are roadworthy, or report any problems. ii) Safe and competent riders People who use the pool bikes must be capable of riding safely. A sample Pool Bike User form is provided in Annex 1. It is recommended that organisations provide adult cycle training free of charge and at a convenient time to anyone who cannot ride already, is out of practice, or lacking in confidence. Cycle training providers are listed in the Relevant Organisations chapter. iii) Safety equipment All bikes should have the correct reflectors and front (white) and rear (red) lights. It is a legal requirement that lights are used when cycling at night. For more information on the legal requirements, see the cycling section in the Highway Code (www.highwaycode.gov.uk). In addition, when sold all bikes should be equipped with a bell which shouldn t be removed. At the time of publication, there is no legal requirement for cyclists to wear special safety equipment (for example helmets or high visibility vests) while riding a bike in the UK. If an employer is providing a helmet they must make sure that it is in not damaged and each user should ensure a good fit. Ideally, adjustable helmets of different sizes should be provided so that employees can choose one that fits properly with only minor adjustment. The material inside helmets is designed to crush on impact, so damage to a helmet may not be visible externally. After any impact, including dropping, a helmet should be replaced

17 Helmets should also be inspected when the bikes are checked to look for signs of damage, that they are clean, and remain hygienic. Some organisations choose not to provide helmets or insist that they are worn, instead suggesting to employees that they provide their own if they prefer to wear one. BMA strongly recommends that they are worn however and health and safety guidance will consider them to be Personal Protective Equipment in many instances. Others have offered to buy helmets for individual employees to use on request. However, other accessories such as waterproofs and cycle clips for trousers could also be provided, to make cycling as convenient as possible. iv) Insurance Public liability insurance It is important that organisations provide public liability (third party) cover for users of pool bikes. This is normally provided through the organisation s general public liability cover and is the same as provided for walking while on work business. The level of cover provided should be checked prior to setting up a bike pool, and any exclusions, for instance regarding use of the bikes outside of working hours, should be discussed. In some cases it may be necessary to arrange further cover. Pool bike policies are available with the following elements: 5 million indemnity cover Protection for employers against claims from employees and third parties, and for employees against claims from third parties Cover for cycling to, from and between workplaces, including regular commuting Cover for non-work use of the bikes by employees, e.g. leisure rides at evenings and weekends (J Bewley, Sustrans) Individual organisations should check with their own insurers that these elements are covered. The CTC website (www.ctc.org.uk) offers useful advice about insurance for individuals, especially for those intend to use pool bikes for leisure cycling during breaks/lunch times, which an organisation s insurance policy may not cover. In such instances, individuals should be made aware that use of the pool bikes is at their own risk

18 Personal accident insurance Personal accident insurance can be taken out on an individual basis by employees to cover them if they are injured and no one else is at fault. This will compensate employees, providing some contingency for medical fees or loss of earnings if unable to work after an accident. Theft insurance Many insurance providers will add theft cover for pool bikes to the organisation s existing policy. This should be checked prior to setting up a bike pool. If the existing insurance does not cover the bike pool it may be possible to insure bikes through a separate policy. In some cases it will be more economical to put aside a contingency fund and write off any losses. The organisation may decide to only write off a loss if the bike is used for work purposes, making it clear that it will be the responsibility of the employee to replace bikes stolen when used for leisure or commuting. It is important that bikes are locked securely when not in use. Bikes should always be locked through the frame to a secure, immovable object. Ideally wheels should also be secured. It should be made clear to employees that if bikes are not locked correctly then the user will be responsible for replacing the bike. Advice box If buying bikes, there are a number of options, for example: Bikes bought through a local bike shop will often come with a year of free maintenance and a full warranty. It may also be easier to arrange ongoing maintenance through a local bike shop, and it will be convenient to visit if there are problems. Bikes can often be bought cheaply through online providers. If buying a large number of bikes it may be possible to negotiate with a local bike shop to assemble and regularly service them, at an agreed price. However, bikes bought on-line, even when assembled through a bike shop, may no longer be covered under the manufacturer s warranty. Step 6: Organise bike supplier, order bikes and equipment To hire or to buy: If bikes are hired, a package including regular maintenance, call-out for repairs, periodic replacement with new bikes, and even third party and theft insurance can be negotiated. This may be the simplest solution, as the bikes will be regularly checked, so the organisation can be confident it will fulfil health and safety requirements, and the bikes will not sit unused for long periods due to punctures or other problems. Buying bikes could be cost effective if the organisation keeps them for a couple of years with moderate levels of use, though as bikes get older maintenance costs can increase

19 Cardiff Council Travel Planning Resources The costs of maintaining bikes and keeping them in good condition given in the previous sections on Developing a Business Case, and Health and Safety Requirements should be useful. If an organisation buys bikes for a bike pool they should be able to reclaim VAT and make use of capital allowances. It is important to consider where the bikes will be stored, the needs of users and what trips will be made. There are many bikes on the market, but broadly speaking there are four general categories most suited to a bike pool: Step 7: Install cycling facilities Bike theft can be a big issue, and being able to store bikes securely is important to the long-term success of a bike pool. Bikes should always be locked to a secure immovable object when not in use. Appropriate arrangements should therefore be made for cycle parking and other facilities should also be considered to make it easier for employees to make use of the pool bikes. A hybrid or town bike, with an upright sitting position for improved sightlines. These normally come with a rack on the back and mudguards and are ideal for getting around in the city. A women s bike has a slanted cross bar which can make mounting and dismounting easier, especially when wearing a skirt. A folding bike may be very convenient to store and transport, and can be taken on all forms of public transport and stored inside. Other models such as mountain or all-terrain bikes and racing bikes are intended for specific conditions. Good quality brands tend to be more expensive and can be over-designed for city riding. If there are no overwhelming reasons to choose one over the other (such as storage constraints) then it may be best to ask staff to vote for their preferred model, choosing a selection to suit as many people as possible. It is also worth discussing options with the chosen supplier. 19 Pool Bike Guide Cycle storage at UWIC s Western Avenue campus 2009

20 i) Indoor cycle parking Storing bikes inside at night, at weekends and when not used for long periods will help prolong their life and reduce the likelihood of theft. In some cases it may be possible to store a pool bike inside the office. A folding bike may be chosen for this reason where there is limited space or other storage areas are not secure. ii) Outdoor cycle parking A number of inexpensive cycle parking stands are available, the most common being the Sheffield stand (an inverted U shape see photo below) which may be bolted or laid in concrete into the ground. These stands are simple in design, easy to install, space efficient and are convenient for locking bike frames to. If they are installed with the correct spacing two bikes can be locked to each stand. Sheffield stands can generally be bought and installed for around 150 per stand. A staff survey could also be used to canvas opinion about how cyclists prefer to store their bikes. If there is insufficient space for off-street parking on the site of the organisation, then on-street cycle parking may be an option. Contact the local authority to find out whether this will be possible. If neither is possible, it may be that folding bikes could still be accommodated, as they can be stored inside with a minimal requirement for space. Sheffield stands, Queen Street, Cardiff Other facilities for cyclists Other facilities could include lockers for storing cycling accessories or a change of clothes, showers, a changing room, or an iron and ironing board. These will help cyclists who commute to work on their own bicycles as well as those using pool bikes. The scope of facilities that can be provided will be limited by the space and budget available, but it is worth considering such measures if requested by employees. i) Showers A shower room will help any cyclists travelling longer journeys, whether commuting to work or during working hours. If installing a shower room isn t feasible, it may be possible to arrange with a local gym for employees to use their facilities

21 Facilities in County Hall, Cardiff, funded by the Sports Council for Wales ii) Drying room/lockers A room to store wet outdoor clothes and get changed in is also useful. Lockers to store helmets, jackets and panniers away from the main working area may prove popular. (J. Bewley Sustrans) iii) Tools A communal toolkit can also be a helpful addition

22 Step 8: Establish systems for managing the bike pool i) Pool bike administrator It may be easiest if one person is nominated to manage and promote the pool bike system. This could be the same person who undertakes basic regular checks on the pool bikes, handles bookings, and is the main contact for any problems with the bikes and equipment. To make sure that people using the bikes are capable of riding safely, all users should be required either to undertake training or to sign a declaration stating that they are competent to ride a bike on public roads with other traffic, understand the Highway Code and will abide with the company rules for borrowing a cycle. A sample form is provided in Annex 1. An opportunity to undergo refresher cycle training is also a useful addition to the facilities. An incident report form should also be provided in case of accident. A sample process for borrowing pool bikes is included in Annex 1 of this booklet. This process is operated by Cardiff Council and is a best practice example. ii) Booking system The booking system can be very simple a form with spaces for the date, the name of the person borrowing the bike, a signature for when the bike is returned, and any problems that have arisen with the bike or equipment during use should be part of the process. This should include whether the helmet has been dropped or damaged during use, or the user has been involved in an accident. A sample form is provided in Annex 2. This form could also record information that might help the organisation assess the success of the scheme, and improve it in the future. This could include the purpose of the journey, an estimation of distance (or destination address), and suggestions for improvements. Cycle Maintenance Training for Pool Bike Administrators at County Hall, Cardiff

23 Step 9: Publicise the scheme Publicising the scheme is important to help raise awareness of the bikes and encourage people to use them. This could include a launch event to promote the bike pool, such as a lunchtime how to session. The organisation might also choose to run other events that generally encourage cycling, such as a cyclists breakfast (which can now be offered tax free as part of a cycle to work day), open to everyone arriving at work by bike, or a Dr. Bike maintenance session. Setting up a Bicycle User Group is also a positive way to support cycling within an organisation, for example, new or potential cyclists can go to regular cyclists for advice and support. If there is sufficient interest, lunchtime or after work cycle rides could be organised these could have a local history or fitness focus. UWIC UWIC has put a number of measures into place to support Active Travel (i.e. walking, cycling and running) and this is supported by ongoing promotional work. National events (e.g Bike Week) as well as related UWIC campaigns (e.g. the Health & Well Being Programme) are used as an opportunity to promote cycling, with Free breakfasts for cyclists now being offered to staff four weeks a year. Over 12% of all UWIC staff are also members of the very proactive BUG (Bicycle Users Group) which offers support to individual cyclists and a forum for promoting the interests of cyclists within the organisation

24 Providing maps and leaflets about the local area can also be helpful, and these may be available from local authorities (e.g. or through Sustrans, the sustainable transport charity (www.sustrans.org.uk). Other promotions could include the organisation making a donation to charity for every trip employees make on a pool bike (to make this a little more inclusive it could also include trips made on foot or on employees own bikes). Regular reminders will help to maintain use of the bikes, such as promotions, items on the intranet, articles in staff newsletters, and placing the pool bikes on the agenda for staff or team meetings. Frequent publicity may help to encourage even those aren t regular cyclists to keep the bikes in mind. National events such as Bike Week are good opportunities to highlight how the work your individual organisation is doing fits into a bigger picture. Active Travel information provided to new employees at Cardiff Council

25 Step 10: Monitoring Monitoring the bike pool will help identify potential improvements to the scheme. The simplest monitoring tool will be the pool bike booking records. These should show the level of use and how the bikes are being used. Depending on the requirements of the booking system it could also show destinations or distance travelled, from which financial, time and emissions savings can be calculated. If the organisation is preparing a Travel Plan, ongoing monitoring of the bike pool could be incorporated into the monitoring of the Travel Plan. A survey could be carried out to find out how successful the bike pool is. Results from this survey can then be used to help decide whether additional bikes are needed, what type of further publicity is required, and whether there are other factors that would help to encourage greater use. These results will also allow the organisation to calculate and promote the ongoing benefits. Indoor cycle parking at County Hall, Cardiff (J. Bewley Sustrans)

26 5.0 Ongoing management Requirements for managing a bike pool once it has been established will include: overseeing the maintenance schedule checking bikes between services ensuring all users complete bike user forms maintaining a booking system regular publicity periodic monitoring of usage Once systems are in place to cover these issues and people are familiar with the scheme, it should take very little time to administer. Depending on the level of use and quality of the bikes they may need replacing periodically. It is best to discuss the need to replace the bikes with the party responsible for servicing the bikes

27 6.0 Sources of additional help and guidance More information and advice about setting up a bike pool, or about promoting active travel generally, is available from the below contacts. Cardiff Council Travel Plan Officer t: e: Cardiff Council Cycling Officer t: e: Sustrans Cymru Active Communities Coordinator t: e: Sewta (South East Wales Transport Alliance) Travel Plan Coordinators t: e: A number of organisations promote Travel Plan solutions andmay be able to offer advice or financial incentives, or provide links to other organisations that are setting up bike pools. ACT TravelWise provides support to organisations that need to reduce the number of employees and visitors driving their cars onto site, through the introduction of a travel plan. It provides a network for all organisations who are working together to promote healthy and sustainable transport. Bikeforall.net is a joint initiative of the Bicycle Association and the Department for Transport via the National Cycling Strategy Board, providing listings of interesting and useful bike information on the Internet. Bike Week is the UK s only annual celebration of cycling, and incorporates Bike2Work, providing a great opportunity for employers to encourage more staff to cycle to work. An independent company working with organisations to take advantage of the Government s tax exemption scheme for bikes. CTC The UK National Cyclists Organisation is the country s largest cycling organisation, working to make cycling enjoyable, safe and welcoming for all. Cyclescheme is an independent company working with organisations to take advantage of the Government s tax exemption scheme for bikes

28 Cycle Solutions is an independent company working with organisations to take advantage of the Government s tax exemption scheme for bikes. Cycle Training Wales offers lessons for individual cyclists as well as training programmes for organizations and schools. Training can be tailored to everyone from complete beginners through to everyday commuters. T: M: Department for Transport provides information and resources on all aspects of transport in the UK. Including a wide range of cycling and travel planning information. The ETA provide a theft insurance policy which can be used for bikes within a bike pool. Organisations can take advantage of the UK Government s tax exemption scheme for bikes through Halfords. Sustrans is the UK's leading sustainable transport charity, working on practical projects so people can choose to travel in ways that benefit their health and the environment

29 Annex 1: Working example of pool bike process Cardiff Council Pool Bike Scheme Pool Bike Guidance Notes All employees who wish to use a Pool Bike on Council business must sign the declaration below confirming that they are fit, able and competent, to ride a bicycle and have read these Guidance Notes. Loan conditions Bikes are provided for use on Council business during working hours. Overnight or weekend use will also be considered. Failure to adhere to the conditions may result in loan privileges being withdrawn. Longer Term Loans Long term Evaluation Loans can be arranged for employees to assess various types of bike prior to a personal purchase. The long term Evaluation Loan period is limited to two calendar months, or ten separate short term loan periods. Health and Safety All pool bike users must have undertaken the Cardiff Road Safety Centre Cyclist Training Course within the last 3 years. It is a requirement of the Council that its employees comply with both health and safety legislation and the Road Traffic Act at all times. It is compulsory for staff using either Council owned bicycles, or their own bicycles for Council duties, to wear a cycle helmet and high visibility clothing. Council duties include travelling to/from meetings and carrying out site visits, surveys etc. These items are also available on loan. All users should read the Cycling section of the Highway Code Users should consider their personal safety at all times when cycling, please refer to the insurance information section of this document. All users must read the Pool Bike Scheme Risk Assessment prior to borrowing a pool cycle. All users must follow maintenance procedures. Maintenance and Use Users should ensure that any maintenance, repairs, concerns or defects to the cycle are reported to the Cycling Officer immediately (using the Cycle Check form). Cycles will be subjected to regular servicing by a contracted qualified bike mechanic. Users must carry out a series of maintenance checks before using the bicycle each time it is taken out. This is covered in the Cyclist Training Course provided by Cardiff Road Safety Centre. Users must follow the guidance on the correct adjustment for cycle helmets. (Fitting a Cycle Helmet) Front and rear lights MUST be used whenever light or visibility is poor. Users are reminded to check that both FRONT and REAR lights are fitted and working, even if they set off in conditions of good visibility

30 Health Advice Staff should be fit to ride a cycle. An employee with concerns over their fitness to ride a bike should seek their doctor s advice before first using the pool bike. Any employee who experiences chest pains and / or breathing difficulties, or any other symptoms of illness whilst using a Council bike should stop and seek medical advice immediately. Insurance Damage to the bike, a third party or Council theft incurred when a bike is not on long term evaluation loan or used on official business is the responsibility of the individual borrowing the bike. Leisure cycling falls into this category. Cardiff Council requires employees borrowing cycles for use on non-council business to ensure that they, the cycles and associated equipment are adequately insured. Cardiff Council indemnity is limited to work related use only. Cycle insurance can be obtained from the Cyclist Tourist Club (www.ctc.org.uk ) When leaving a bike use the lock provided and ensure that the bike is parked in a safe place. Always lock the frame and the front wheel (if it is quick release) to a solid object preferably a bike rack in an area of high visibility. Staff should never try to prevent someone attempting theft

31 Cardiff Council Pool Bike Scheme Declaration I confirm that I have read and understood the Pool Bike Guidance Notes and will follow the training and procedures of the scheme. I confirm that to the best of my knowledge I am fit and competent 3 to safely ride a bicycle. I confirm that I have undertaken training within the last 3 years. I confirm that I will report any concerns or defects relevant to the cycle to the site Pool Bike Administrator immediately before use or on its return, using the Cycle Check form. If such defect is such as to render the cycle unsafe or unroadworthy the cycle should not be used. Signed: Date: Print name: Job title: Service Area: Work Phone no: Home Phone no: This form should be handed to the appropriate Pool Bike Administrator before a cycle can be issued. 3 i.e. Have undertaken a recognised Cycle Training course within the last 3 years

32 Annex 2: Pool bike booking form Bike identification number Name Telephone Date and time taken Purpose/destination Date and time returned Problems/damage to bike/helmet

33 Annex 3: Cycle check DATE: CYCLE NO.: I have received instruction on how to undertake the checks below and will undertake the checks as indicated below. SIGNED (by borrower): NAME: Helmet and Hi Visibility Gear OUT State below ALL DEFECTS noted if none enter nil These items must be checked each time the bike is on loan. Repeat if any unexpected handing is noticed and at the start of each day on longer loans. IN OUT date / / Steering (Alignment and no play*) Saddle (Alignment, height and secure) Bell and Lights Brakes (function and effective*) Mudguards and stays (no loose parts) Frame (no corrosion* or damage*) Wheels (Not buckled* or noisy) Tyres (Condition and pressure*) Folding and Clamps (If applicable and state type of cycle NA/Brompton/Dahon) COMMENTS/DEFECTS: * if in doubt do not use IN date / / ALL DEFECTS MUST BE REPORTED TO THE CYCLING OFFICER AS SOON AS POSSIBLE ON APPROPRIATE CLOTHING MUST BE WORN

34 Annex 4: Cycle to work schemes (Source: DfT To encourage employees to cycle to work and allow employers to reap the benefits of a healthier workforce, employers are able to loan cycles and cyclists' safety equipment to employees as a tax-free benefit (1999 Finance Act). It enables employers to offer their employees the use of a bike and biking accessories, to the value of 1,000, tax free and spread the payments over 18 months. Employers of all sizes across the public, private and voluntary sectors can implement a tax exempt loan scheme for their employees. To qualify for the tax exemption, the cycles and cyclists' safety equipment loaned by the employer under the scheme must be available to all employees generally and not be offered to any group of employees on more favourable terms. The tax exemption refers to cycles and cyclists' safety equipment loaned to employees by employers. However, where salary sacrifice 4 arrangements are used, Cycle to Work schemes must be regulated hire agreements between the employer and the employee. The bike and goods remain the property of the employer until the hire period finishes, unless an external company is used, in which case the company will own the bikes during the hire period and not the employer. At the end of the hire period you may be given the opportunity to buy the bikes for a fair market value (plus VAT). The exemption removes the tax charge that would otherwise apply to cycles and cyclists' safety equipment loaned to employees provided the following conditions are met: Ownership of the equipment is not transferred to the employee during the loan period; Employees use the equipment mainly for qualifying journeys; i.e. for journeys made between the employees home and workplace, or part of those journeys (for example, to the station), or for journeys between one workplace and another The Cycle to Work scheme is made available generally to employees. The tax exemption only applies when an employee mainly uses the cycle and cyclists' safety equipment for qualifying journeys. A qualifying journey for an employee means a journey, or part of a journey, between his or her home and workplace, or between one workplace and another, in connection with the performance of their duties of employment. So, for example, cycling to and from the station to get to work would qualify. [In this case, 'mainly' means that more than 50% of time using the cycle and safety equipment must involve a qualifying journey. 4 Where an employee gives up the right to receive part of their cash pay due under their contract of employment

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