GUIDANCE DOCUMENT FOR SINGLE USE DEVELOPMENTS

GUIDANCE DOCUMENT FOR SINGLE USE DEVELOPMENTS Director for Development

Contents GUIDANCE DOCUMENT FOR SINGLE USE DEVELOPMENTS 1.0 Introduction pg...2 2.0 Travel Plan Document Structure pg.2 3.0 Travel Plan Content pg..3 4.0 Marketing the Travel Plan pg..10 5.0 Monitoring the Travel Plan pg..11 Appendices pg..13 Appendix A Example of a Staff Survey Appendix B Resources for Further Information Appendix C Suggested Objectives for the Travel Plan Appendix D Benefits of a Travel Plan pg..14 pg..17 pg..17 pg..17 Business Travel Plan Guidance, Single Development v2.1 2

1.0 Introduction This document is intended to act as a guide for: Full planning applications that have been submitted, where the end user is known (i.e. extension to an existing building, or a business moving to new premises) Full planning applications where the end user is unknown, but the development is for a single unit only. This guidance therefore sets out what a Travel Plan Document is, and what it should include. It is envisioned that where possible, the Travel Plan should be written in collaboration with the occupiers of the development. Where this is not possible, the Travel Plan should be written in such a way that the occupiers of the development will be able to read the Travel Plan document and understand the aims, objectives, and purpose of the Travel Plan. The Travel Plan is a document that should be aimed at the occupiers of the development. It should not be written just to please the local authority and fulfil a planning obligation. A Travel Plan is a package of measures aimed at increasing the use of sustainable modes of transport. 2.0 Travel Plan Document Structure Travel Plans for single use developments are a straight forward process, and should adhere or cover all of the points outlined below (suggested content for the Travel Plan will be outlined in Section 3.0 below): I) Introduction II) III) IV) Resources Site Audit Staff Survey V) Action Plan VI) VII) Monitoring Appendices Business Travel Plan Guidance, Single Development v2.1 3

3.0 Travel Plan Content The points below expand on the structure in point 2.0 3.1 Introduction Outline the purpose of a Travel Plan. That is: To seek to ensure that staff and visitors use more environmentally friendly alternatives than driving alone A brief explanation of the policy context this should have references to the Policy guidance as set out in PPG13, and any relevant policies as set by the County Council Details of the proposed development this should include expected numbers of employees (if possible) and a general description of the proposed development. 3.2 Resources 3.2.1 In order that the Travel Plan is a success, some dedicated resources will need to be assigned. A Travel Plan co-ordinator should be appointed (full or part time). Their role would be to: To oversee the development and implementation of the Travel Plan To obtain and maintain commitment and support from senior managers, staff, union representatives, etc. To design and implement effective marketing and awareness raising campaigns that promote the Travel Plan To set up and co-ordinate steering groups, working groups, etc. To co-ordinate the necessary data collection exercise required to develop the Travel Plan To act as a point of contact for all staff requiring information To liaise with different departments, e.g. personnel, estates, facilities, etc. and external organisations, e.g. local authorities, transport operators, etc. To co-ordinate the monitoring programme for the Travel Plan To prepare a business case to secure a budget for Travel Plan development and ensuring its efficient and effective use. 3.2.2 A Travel Plan Steering Group should also be considered with the remit of: Allocate staff to implement the schemes Set dates for action Ensure that the Travel Plan makes progress by holding regular review meetings. Develop future initiatives Expand objectives and targets, and monitoring strategies as initiatives are developed and agreed. Business Travel Plan Guidance, Single Development v2.1 4

3.2.3 The key to the success and implementation of a Travel Plan is to involve staff as much as possible. This consultation can be achieved by the formation of staff user groups to develop proposals for implementation. The user groups that are formed will depend on the actions agreed by the Travel Plan steering group. Look to form partnerships with: supporting organisations, e.g. Lincolnshire C.C., Lincoln Business Improvement Group, Sustrans, Association of Commuter Transport, Cycle Touring Campaign, Pedestrians Association, Environmental Transport Association and Public Transport organisations. local organisations, e.g. other employers, local retailers (for discounts) Seek to ensure that links are established with other relevant strategies, e.g. Work-life balance, Recruitment and Retention strategy, Financial strategies. 3.3 Site Access This section should be an assessment of the site s accessibility, therefore provision should be considered for (depending on the development, some of these questions will not be able to be answered): 3.3.1 Car parking What is the total number of car parking spaces? What is the allocation of spaces (if any) for the disabled, staff and visitors? 3.3.2 Car Sharing Are there any car parking spaces allocated to car sharing? 3.3.3 Rail How far away is the train station? What are the main services and who are they operated by? 3.3.4 Bus How far away is the bus station? How many bus stops in the vicinity? How regular are these services? 3.3.5 Cycling Is the site linked to a cycle network? Is there provision for cycle storage and if so, how many cycles can you accommodate at any one time? What is the demand for cycle storage? Is there any provision for showers/drying facilities and secure lockers? Can cyclists claim business mileage? Is there any provision for pool bikes? And if so how often are they used? Are cyclists provided with any protective gear? Business Travel Plan Guidance, Single Development v2.1 5

3.3.6 Information What information will/does the occupier provide to all members of staff regarding the Travel Plan? 3.3.7 Visitors How many visitors does the site generate during an average week? By what mode to visitors travel to your site (e.g. % by car, % by rail etc)? 3.5 Measures to Fulfil Targets/Action Plan An Action Plan is most applicable when the end user for the development is known, and when there can be some dialogue with the existing management and staff. However, where the end user is unknown putting together an Action Plan can be more difficult. Therefore the Travel Plan can only commit to exploring possible actions. For an idea of what to include in the Action Plan see the following advice: 3.6 Measures to increase walking 3.6.1 Mark a segregated pedestrian route around the building and through the car park with green paint. 3.6.2 Put up signs showing the direction and distance or time it takes to walk to the site on key walking routes (e.g. town centre/ train station). 3.6.3 Provide/improve shower facilities, changing rooms with hairdryers, hooks, mirror, lockers and drying facilities for wet clothes. 3.6.4 On going promotion of walking, e.g. internal newsletters promoting health/ environmental benefits. 3.6.5 Promote walking on special days, e.g. car free day. 3.6.6 Set up a site walkers group which can hold twice yearly meetings and set up a buddy scheme (confident walkers agree to assist less confident walkers on their route). 3.6.7 Provide incentives for people to walk e.g. free fluorescent gear, pedometers, umbrellas, discounts at walking/shoe shops, prize draws. 3.7 Measures to increase cycling 3.7.1 Mark a cycle route on the route from the entrance and through the car park to the cycle parking with red paint. 3.7.2 Put up signs showing the direction and distance or time it takes to cycle to the site on key cycling routes (e.g. town centre/train station). Business Travel Plan Guidance, Single Development v2.1 6

3.7.3 Provide covered, secure cycle stands close to the main entrance for staff and visitors. 3.7.4 Provide/improve shower facilities, changing rooms with hairdryers, hooks, mirror, lockers and drying facilities for wet clothes. 3.7.5 Provide incentives for people to cycle e.g. free fluorescent gear, cyclometers, wet weather gear, discounts at cycle shops, prize draws, panniers. 3.7.6 On going promotion of cycling e.g. internal newsletters promoting health/environmental benefits. 3.7.7 Promote cycling on special days e.g. bike2work day, car free day. 3.7.8 Set up a site cyclists group which can hold twice yearly meetings and set up a buddy scheme (confident cyclists agree to assist less confident cyclists on their route). 3.7.9 Provide free cycle training for staff. 3.7.10 Purchase pool bikes for business and lunch time trips, ensuring that a regular maintenance programme is established. Also ensure: extra equipment is provided e.g. helmet, lock, lights, puncture repair kit an emergency service for stranded pool bike users is established a questionnaire to monitor pool bike usage is established a pool bike pack containing guidelines for use and maps is established small rewards are provided. 3.8 Measures to increase motorcycling 3.8.1 Put a sign in the car park directing motorcyclists to the motorcycle parking. 3.8.2 Provide secure motorcycle stands close to main entrance for staff and visitors. 3.8.3 Provide incentives for people to motorcycle e.g. free fluorescent gear, prize draws, advanced motorcycle training. 3.8.4 Set up a site motorcyclists group which can hold twice yearly meetings. 3.9 Measures to increase public transport usage 3.9.1 Interest free loans for season tickets. 3.9.2 Investigate subsidies for bus/train tickets or free trial tickets for staff to try the bus/train (for details on tax incentives see Appendix B). Business Travel Plan Guidance, Single Development v2.1 7

3.9.3 Publicise public transport routes, timetables, travel information lines for staff and visitors by link to public transport information from inter and intra net and maintaining up to date bus timetables in the main reception area. 3.9.4 Investigate demand and feasibility for a site work bus. This could be done in conjunction with other employers in the area. 3.9.5 Encourage staff to use public transport for business travel. 3.9.6 Set up corporate account with train companies for ticket purchase. 3.10 Measures to increase car sharers 3.10.1 Mark spaces close to entrance for those who car share. To ensure these spaces are not abused, consider employing a car park attendant or simply sign the area to inform users that it will be spot checked. Alternatively car sharers could be issued with special permits, with 2 permits being visible when parked in car share spaces. If spaces not used by sharers by a certain time, then they can be opened up to all users. 3.10.2 Provide a car share database for staff, where employees can view offers and requests for lifts from their colleagues. 3.10.3 Car share posters to be put up on all notice boards and displays in main reception. 3.10.4 Offer incentives to car share, e.g. free car wash, free MOT, prize draws etc. 3.10.5 Guaranteed ride home for car sharers in case of an emergency. 3.11 Measures to manage/reduce car use 3.11.1 Introduce car parking charges. By ring fencing the money gained organisations can cover costs of other TP initiatives. Car parking charges can either be daily, by charging for parking permit or by using a smart card with a cash value, each time the smart card is used to enter the car park, the cash value diminishes. Any cash left on the card at the end of the year could be reimbursed or carried over. 3.11.2 Provide training or offer leaflets on safer and economical driving techniques. Offer course free or at a subsidised rate to all employees. 3.11.3 Have a pool of cars available for employee use. Investigate the costs and possible savings through providing LPG or electric pool cars. 3.11.4 Review mileage allowance (if you have one). Business Travel Plan Guidance, Single Development v2.1 8

3.11.5 Ensure that those who drive more energy efficient cars receive the same/or better mileage rate than those with less efficient cars. 3.11.6 Offer interest free loans to staff for conversion of their private car to cleaner fuel (e.g. LPG). A survey of potential take-up could be carried out annually and an assessment of which cars would be eligible for loans. 3.11.7 Introduce flexi-time so that: staff do not have to start and finish at set times (thus making it easier to travel by alternative modes) staff are encouraged to take full days rather than a half day off (thus reducing the need to travel to the site) Managers may need training to help assess productivity for staff working from home. 3.11.8 Introduce compressed working hours e.g., work 9 days per fortnight. 3.11.9 Introduce remote working: Develop terms and conditions for appropriate posts to formalise opportunities for remote-working Provide equipment and facilities for remote-workers e.g. drop in centres at different locations Inform staff of the remote-working opportunities to encourage staff to join the scheme (where appropriate) 3.11.10 Offer on site facilities so that staff do not have to make an extra journey to use such facilities: day nursery for employees children cash point canteen Undertake viability study for each facility (include a question in the next staff travel survey). These could also be a valuable staff recruitment feature. 3.11.11 Invest in video-conferencing facilities to reduce the need for business travel: Provide a video-conferencing suite within the site Set up training sessions for staff Arrange publicity sessions and an instruction pamphlet If video-conferencing suite is too costly - look into net-conferencing options with web-cams. 3.11.12 Strongly encourage the use of public transport for business use (particularly meetings): Encourage managers and staff to routinely discuss travel expense claims. Why was the journey not taken by public transport? Produce official guidance on which journeys are appropriate by car, and which should be taken where ever possible by public transport Business Travel Plan Guidance, Single Development v2.1 9

Time meetings to facilitate travelling by public transport, provide information to enable delegates to car share Promote the advance booking of cheaper tickets. Introduce 1 st class train travel for senior staff so that they can work on the train Promote the use of public transport for business use (particularly meetings) and make it easier for staff to use alternative modes Provide information on timetables, tickets, prices, routes of public transport services to common meeting destinations Publish cost comparison table for staff to be included in the Induction handbook showing the cost by car and the cost by public transport to common destinations To facilitate the above points, keep clear records on business mileage to monitor change Mileage can then be broken down to car users for each group within the site. 3.11.13 Encourage car sharing for business travel: Develop a formal system to encourage staff attending the same meeting to travel together Provide delegate lists for those attending meetings to facilitate car sharing. 3.12 Measures to ensure staff/visitors awareness of organisation s commitment to its Travel Plan 3.12.1 To inform new staff, produce an induction manual which includes Travel Plan information (which needs to regularly updated). 3.12.2 Travel to Work display at induction training. 3.12.3 Travel Awareness Campaign targeting all staff at site Regular updates to go to staff via the Intranet Use of staff notice board to promote initiatives Articles on alternative modes of travel for internal magazine. 3.12.4 Participate in Bike to Work Day and any such national initiatives. 3.12.5 Produce maps which are designed to give clear and concise information to visitors on travelling to Site on foot, by bicycle and on public transport. 3.12.6 Publish a How to get to the Site leaflet and ensure that it is updated with the latest information on public transport, walking and cycling. 3.12.7 Alternative transport Information to be updated on the Internet. 3.12.8 Distinct and prominent travel information leaflet holder to be sited in main reception. Business Travel Plan Guidance, Single Development v2.1 10

3.13 Monitoring and Promotion of the Travel Plan Once the Travel Plan is in place, it should be monitored by an annual staff survey and these results submitted to LCC. A staff survey is important because it establishes a baseline of information by which the Travel Plan can be judged. It also informs which measures will be successful in implementing a modal shift away from single occupancy car travel. The staff survey should therefore ask these questions (for an example of a survey see Appendix A): How do employees currently travel to work? Why do they choose to travel this way? Where are they travelling from? What measures would be most effective in implementing a modal shift? If it has not been possible to conduct a staff survey at the point of writing the Travel Plan, then the Travel Plan should commit to surveying all employees within the first 6 months of the development being occupied. 4.0 Marketing the Travel Plan The target audience for the Travel Plan is all staff, and visitors. It is essential that all aspects of the Travel Plan are effectively communicated to all based at the site. A vital part of the success of the Plan will also be in letting people know how the TP is proceeding. The following are suggestions as to how this can be achieved: 4.1 Posters Posters on notice boards around the building can be used to highlight transport information and to keep staff informed of special days and events that are being organised. 4.2 Email Emails can be used to highlight special events and can also be sent from the various user/steering groups. 4.3 Staff Induction Manual Update the Staff Induction Manual so that all new staff are informed of the key aspects of the Travel Plan. This is especially useful, as research indicates that the best time for people to change travel habits is when they are changing jobs or moving house. Travel to Work information can also be included during Induction Training sessions. Business Travel Plan Guidance, Single Development v2.1 11

4.4 The Launch Event The Travel Plan will need to be launched to all employees, customers and the media to promote the work that you as a business have carried out, and to inform people of their new travel choices. Following this, aim to send regular media releases of how the Travel Plan is progressing to help raise awareness with general public. 4.5 Recruitment information Provide alternative travel details regarding how to get to the site via public transport. Walking and cycling can be sent out either with application forms or with information about coming to interviews. 4.6 The Intranet The intranet can be used to outline specific promotional activities (such as Bike 2 Work day/week) and to provide staff with key information. Information can include relevant and up to date bus and train information, the cost of bus passes, maps of walking and cycling routes, information about getting to other destinations for meetings by train or bus, details of the cycle business mileage allowance, guidance on home-working and flexible working and regular updates of the Travel Plan progress. 4.7 The Website Public transport information and a map of walking and cycling links can be included in more detail and feature prominently on the company website. 4.8 Internal Publications/ Newsletters Press releases with regular updates on Travel Plan measures that have been implemented can be supplied to internal publications and newsletters. This method of communication can also be used for general transport information and to promote any internal transport related activities. 5.0 Monitoring the Travel Plan 5.1 The occupier/business will need to carry out monitoring within six months of the development being occupied. This will need to be followed up with further monitoring on the first, second, third and fourth anniversaries of the Travel Plan being active. Monitoring (in the form of a staff survey) enables the Travel Plan co-ordinator to establish a benchmark for the success of the initiative. It will also demonstrate whether the Travel Plan is a success or not, and help inform further initiatives for continuing success. Business Travel Plan Guidance, Single Development v2.1 12

See Appendix A for an example of a questionnaire that can be used for monitoring. If you do not wish to adhere to this format, please ensure that the survey asks questions that establish: Where people come from What mode of transport they use to get to work How long their journey takes them If they drop partners / children off on the way How often they need their own car for work purposes Suggestions to improve facilities/ initiatives at the site Awareness of the Travel Plan 5.2 The occupier/business needs to ensure that the results of these survey s are fed back to Lincolnshire County Council so that it can gain an overall picture of the success of Travel Plans regionally. 5.3 In order for the survey to be a true and accurate reflection of staff travel habits, ensure that there is a 70% response rate. Business Travel Plan Guidance, Single Development v2.1 13

Appendices Can Include the following information: Summary of progress to date Evidence of initiatives carried out e.g. Car share database, improved cycle storage/showering facilities etc Plan of the site Post code analysis of catchment area Copies of surveys circulated. Minutes of any meetings relating to the Travel Plan Copies of any internal communications/newsletters regarding the Travel Plan Promotional material Related policies Business Car Usage, HR strategies for new staff etc Business Travel Plan Guidance, Single Development v2.1 14

Appendix A Sample Staff Travel Survey 2006 This is your chance to have your say about the journeys you make to work. The feedback that Thanks! we get from this survey will inform future policies and schemes. The survey should only take a few minutes of your time to complete. Section A About You 1.1 Name (optional): 1.2 Job Grade: (tick) S1-6 SO1/2 PO Above PO 1.3 Gender: (please tick box) Male Female 1.4 Home post code: 1.5 Where are you based?(tick) 1.6 Do you work: (please tick box) County Offices Complex Full time Part time Witham Park City Hall Beech House Witham House Other (in Lincoln) Other (outside Lincoln) 1.7 How far do you travel to work? (please tick box) Up to 1 mile Over 5 miles and up to 10 miles Over 1 mile and up to 2 miles Over 10 miles and up to 20 miles Over 2 miles and up to 5 miles Over 20 miles Section B The way you normally get to and from work 2.1 How would you normally travel to work? Please put a number in the box to represent the number of days travelled by that method, making a total of 5 e.g. (if you work part time ensure that the numbers add up to the amount of days you work) Drive Alone 4 Cycle 1 Drive Alone Walk Drive with passengers Bus Get a lift with an LCC colleague Rail Get a lift with someone else Motorcycle/moped Cycle Other (please state) Business Travel Plan Guidance, Single Development v2.1 15

2.2 If you bring a car to work, where do you park? (please tick box) LCC pass for County Council Car Park LCC pass for public car park Pay at public car park On street Other (please state) 2.3 When choosing the way you travel to work, how important are the following statements? (please tick the most appropriate column) It s cheap It s convenient \ flexible It s quick Its fits in with childcare arrangements I need my car for work It keeps me fit It s better for the environment I need to feel safe I need to carry heavy items Other (state) Very Important Fairly Important Not Important Not Applicable 2.4 Do you receive: Essential car user allowance Casual car user allowance Not applicable Section C Possible Alternatives 3.1 If you currently drive to work, please indicate how likely it would be for you to consider the alternatives if the following measures were in place? (Please tick the appropriate option) Very Likely Unlikely Likely Car Share A guaranteed parking space A council administered scheme A scheme with a large pool of people to be matched with A guaranteed ride home if stranded Public Transport A season ticket loan from the Council More information on schedules Improved service Discounted / flexible tickets Cycle Low interest cycle loan Discounts from cycle shops Secure cycle parking Showers, lockers and changing facilities Cycle training scheme Business Travel Plan Guidance, Single Development v2.1 16

3.2 Would you use a pool bike (if provided) for: Intra-site transport Yes No General work duties Yes No 3.3 If you could change one thing in the Council regarding travel and transport, what would it be? 3.4 Are there any other comments or suggestions you would like to make? Thank you for taking the time to complete this survey. The results will inform the future direction of Lincs2work (The Council Travel Plan). Business Travel Plan Guidance, Single Development v2.1 17

Appendix B Resources for further information For information on the Government s tax incentive schemes see: http://www.hmrc.gov.uk/green-transport/travel-plans.htm For information on companies that provide the bike tax incentive (often called Bikes 4 Work) scheme see: http://www.booost.uk.com/ http://www.halfordsb2b.com/bikes4work-schemes.asp Appendix C Suggested Objectives for the Travel Plan Travel Plan s generally contain four objectives: to enhance the organisations corporate social responsibility and environmental image to encourage the use of more sustainable modes of transport to reduce unnecessary travel and to ensure that all members of staff are aware of the Travel Plan. Appendix D Benefits of a Travel Plan Corporate responsibility: A Travel Plan aims to make significant changes to the way people travel to work. This will result in a better local environment for pedestrians and cyclists and result in cleaner air and less congested local streets. Positive Publicity: Producing a TP will generate positive publicity and improve the environmental image of the company concerned. Increased travel choice: A wider range of travel options, savings and benefits will enhance the recruitment and retention of staff working for the business. The Travel Plan will lead to greater social inclusion enabling those who do not have access to a car to travel to work or visit the site more easily. Health Benefits: Many alternative forms of travel include an element of exercise that will lead to a healthier workforce, possibly leading to improved morale and a reduction in health related absences. A more accessible site: A decrease in the number of cars arriving at the workplace will reduce congestion both at the site itself and on the approach roads to the site. The site will become more accessible and conducive to sustainable forms of transport for all Business Travel Plan Guidance, Single Development v2.1 18

staff, and visitors. It will also become a more attractive place for staff to work and nearby residents to live. Financial Savings: A Travel Plan can reduce corporate transport overheads by minimising business mileage and the number of parking spaces needed. Better Time Management: The automatic use of the car for business travel is not always the most cost effective or efficient option. Alternatives can be cheaper, faster (particularly for long journeys) and provide additional time for work that would not be possible when sat at the wheel of a car. An example of an alternative measure which would save time would be Video Conferencing this would eliminate unproductive time spent in the car and enable more to be done within the working day. Business Travel Plan Guidance, Single Development v2.1 19

FOR FURTHER INFORMATION OR HELP PLEASE CONTACT: Dave Pennington (Senior Accessibility Projects Officer) Lincolnshire County Council, Development Directorate City Hall Lincoln LN1 1DN Tel: 01522 553153 email: AccessibilityandPolicy@lincolnshire.gov.uk website: www.lincolnshire.gov.uk/businesstravelplans