GREENING THE FLEET STAFF TRAVEL OPTIONS

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1 ITEM NO: 5 Report To: ENERGY PANEL Date: 3 September 2009 Reporting Officer: Robin Monk - Assistant Executive Director Technical and Property Services Paul Jennings Engineering Operations Manager Subject: Report Summary: Recommendations: GREENING THE FLEET STAFF TRAVEL OPTIONS The report identifies options to help reduce fuel, improve carbon emissions and reduce staff travel costs across the Authority. 1. That the Panel endorses the options outlined in the report, and requests that the Director of Economy and Environment brings a further report to a future meeting of this Energy Panel, detailing the cost benefit analysis and feasibility of option 2.1(2), with a view to specific trials being set up by January That a capital bid is prepared and submitted to support the recommendation above, with a view to the Borough Treasurer considering how funding might be provided early to meet the January 2010 target deadline set. 3. In order to obtain more accurate travel data for future analysis, (and to support NI 185, CO2 reductions from Authority Operations), it is recommended that all staff who claim mileage should only do so through the on-line system. Submission of manual forms will only be allowed where staff do not have access to the Staff Portal). 4. That a further analysis of staff private car mileage claimed be undertaken with a view to proposing target mileage reductions for each Service Area. 5. A revised Travel Plan is brought to a future meeting of the Energy Panel for consideration before approval by the Cabinet Deputy for Technical Services. Links to Community Strategy: Policy Implications: Financial Implications: (Authorised by the Borough Treasurer) Energy reduction initiatives supports the Community Strategy and helps mitigate the effects of climate change at a local level. Energy reduction initiatives are undertaken in accordance with Council policy. All initiatives must be undertaken within existing budgets and/or through agreed capital allocated spending.

2 Legal Implications: (Authorised by the Borough Solicitor) Risk Management: Access to Information : The Council has a statutory duty to deliver services efficiently and effectively to ensure value for money is achieved. How well the Council is performing is measured in part by the Use of Resources Assessment undertaken by the Audit Commission. One of the key lines of enquiry is how well the Council uses it resources, in particular its use of normal resources. Risk management is in line with Engineering Service and Council policy. Any background papers or further information can be obtained from the report author, Paul Jennings, Engineering Operations Manager, who can be contacted on:- phone: paul.jennings@tameside.gov.uk

3 1.0 GREEN FLEET MANAGEMENT 1.1 To help understand the overall impact travel has on the Council, an Energy Savings Trust - Fleet Health Check was undertaken in 2007 (reported to the Energy Panel August 2007), with the following objectives:- review of the Council s green fleet management practices to increase fleet efficiency to reduce both fleet costs and the impact on the environment to promote best practice including cleaner fleet management to provide guidance on health & safety practices 1.2 The overall findings were very encouraging with many of the recommendations being either already implemented or planned for implementation. The Energy Saving Trust prepared their own recommended action plan based on a 3 year ( realistic ) target for estimated CO2 reductions, (see fig 1. below). They did, however, accept that many of the recommendations and targets could be met much earlier with the initiatives already underway within Tameside. 1.3 However, there has been limited effort made to reduce costs of staff travel which now amounts to in excess of approximately 800,000 per annum (in excess of 2 million miles have been claimed by staff, April to March 2009). It should also be noted that time spent travelling is largely unproductive and therefore any mileage reductions would potentially return further benefits to service areas, other than the direct travel costs and carbon emission reductions. Fig. 1 Priority Report ref. Recommendation Purpose & benefits Encouraging cleaner vehicles and fuels MEDIUM 3.1 Continued adoption of cleaner vehicles for the fleet MEDIUM 3.2 Introduction of hybrid cars onto fleet MEDIUM 3.4 Introduce controls for standard of private cars used Reducing fuel HIGH 4.1 Improve fuel data and undertake individual vehicle Reduce fuel and emissions Reduce fuel and emissions. Underline environmental commitment and lead by example. Encourage employees to use cleaner cars Fuel can be Estimated CO 2 reduction Value in CO 2 kg 5% (8 g/km) reduction 21,286 in bunker fuel (including normal improvements in engine technology) Included within above - 7.5% reduction in grey fleet emissions (including normal improvements in engine technology) 5% reduction in bunkered fuel 87,150 21,286

4 monitoring MEDIUM 4.2 Introduction of training and guidance for employees on fuel efficient driving and adopt SAFED training managed effectively including targets for reduction Fuel reduced Included in 4.1 above - Reducing the number of miles travelled MEDIUM 5.1 Monitor grey fleet mileage and identify opportunities for reduction Vehicle mileage reduced 2.5% reduction in grey fleet emissions 29, In respect of the grey fleet mileages (staff travel through use of private cars), it recommended in the above table of actions that staff should be encouraged to use cleaner vehicles (item 3.4), fuel s are managed more effectively(item 4.1), guidance on fuel efficient driving is provided (item 4.2) and that vehicle mileages are reduced (item 5.1). 1.5 It was reported at the last Energy Panel that although many Greening the Fleet initiatives were underway for the authority s fleet, (including the use of fuel additives etc), the options to help reduce fuel bills for staff travel has not been fully adopted by the Council. The Energy Savings Trust report identified that Green fleet has to be a part of the corporate culture to run both private cars and the fleet efficiently and cost-effectively. 1.6 Such issues include:- Managing fuel ; Providing journey planning advice; Promotion of environmentally friendly vehicles; and Evaluating alternative fuels. 1.7 The report goes on to say that a green fleet is one that does its best to minimise fuel and hence CO2 emissions and other exhaust emissions. It will also seek to minimise the amount of traffic it generates, by utilising vehicles efficiently, by using alternatives to the car wherever possible and by conducting its business so as to minimise the need for travel. A green fleet will also be a safe fleet; its drivers will be encouraged to drive safely and efficiently and not put under pressure to do excessive hours behind the wheel. It will choose vehicles with safety in mind not just that of the occupant but also of other road users. 1.8 The Council would benefit from improved green fleet management by:- Reduced traffic levels; Improved road safety; Reduced emissions of air pollutants and less noise;

5 Cost-effective reductions in greenhouse gas emissions; and Less stress for Council staff whilst driving. 1.9 These initiatives and objectives contained within this report support and compliment the Council s Travel Plan which is currently in the process of being updated. 2.0 TAMESIDE MBC OPTIONS FOR STAFF TRAVEL 2.1 In view of the above, a number of options to meet these objectives could be considered by the Council. This report suggests further studies should be made, to investigate the following:- Use of leased cars for high mileage staff. (Greener low emission cars only, to be made available by the Council to high mileage users). Provision of small greener cars for daily hire by Council staff. (A small fleet of green vehicles to be purchased by the Council (operated as pool cars) which can be booked by staff for hire on a hourly / daily basis. Vehicles to be fuelled and maintained by existing in-house provisions at Tame Street depot, Stalybridge). Increased use of existing Community Transport buses to provide a staff mini bus service between our town centres. (These buses currently have high down time from 10.00am to 2.00pm and could be used to provide a travel service to staff). Increased usage of video (web cam conference style) technology to avoid unnecessary travel to meetings. (Staff encouraged to avoid car travel, where possible). Increased use of cycling facilities. (The Council has recently launched the Bike to Work scheme, and this could be further extended to encourage cycling for work purposes). Flexible working/working differently. (Encourage staff to work from home, reducing peak time congestion and potentially discouraging addition travel within their daily business. Note: initiatives are already underway in respect of these objectives). 2.2 These options still need further detailed exploration with a cost benefit analysis produced, however, some staff are claiming in excess of 6,000 miles per year whilst undertaking council business, and therefore there is a strong case to pilot the use of council provided vehicles, as identified at item 2.1 (2) above. The vehicles provided, would be small, low carbon and fuel efficient to help reduce costs and emissions. Should this option be considered by the Panel, a further report would need to be produced detailing the invest to save capital investment strategy with the costs and expected benefits together with the management arrangements necessary to ensure that the pilot is given full attention. 2.3 To help progress these matters, it is further suggested that any trials should be undertaken initially within the Economy and Environment Directorate, who already have staff expertise within the Energy Unit, Transport Services and a wide range of grey fleet users from both Engineering and Environmental Services, whose staff regularly need to visit various sites across the Borough on an extensive basis, and therefore currently incur high private car mileages.

6 3.0 RECOMMENDATIONS 3.1 That the panel endorses the options outlined in the report, and requests that the Director of Economy and Environment brings a further report to a future meeting of this Energy Panel, detailing the cost benefit analysis and feasibility of option 2.1(2), with a view to specific trials being set up by January That a capital bid is prepared and submitted to support the recommendation above, with a view to the Borough Treasurer considering how funding might be provided early to meet the January 2010 target deadline set. 3.3 In order to obtain more accurate travel data for future analysis, (and to support NI 185, CO2 reductions from Authority Operations), it is recommended that all staff who claim mileage should only do so through the on-line system. Submission of manual forms will only be allowed where staff do not have access to the Staff Portal). 3.4 That a further analysis of staff private car mileage claimed be undertaken with a view to proposing target mileage reductions for each Service Area. 3.5 A revised Travel Plan is brought to a future meeting of the Energy Panel for consideration before approval by the Cabinet Deputy for Technical Services.