Staff Car Park Management Policy

Staff Car Park Management Policy Contents 1.0 Staff Car Parking Management Policy 2.0 Permits 2.1. Staff Permits 2.2. Temporary Disabled Permits 2.3. Disabled Blue Badge Holders 2.4. Exceptional Circumstances 2.5. Agency Worker Permits 2.6. Chief Officer Permits 2.7. Car Sharing 2.8. Pool Permits 3.0 Car Park Operation 3.1. Civic Centre Car Park - Working Hrs Mon to Fri 06:45 17:30 3.2. Civic Centre Car Park - Out of Hrs 17:30 06:45 and weekends 3.3. Entering & Exiting the site 3.4. Queuing / Tail Back on Lampton Road 4.0 Schedule of Charges 5.0 Conditions of Use 6.0 How to apply 7.0 Contact Details 7.1 Security Contact Details 7.2 Facilities Management Contact Details 8.0 Employee Parking Policy - Terms & Conditions 9.0 Appendices Appendix 1 Appendix 2 Appendix 3 Staff Car Park Application Form Significant Ailment Form Car Share Application

1.0 Staff Car Parking Management Policy The Staff Parking Policy has been designed to inform all users of the procedure for usage. The Staff Parking Policy has been designed to manage the use of the Car Park in an efficient and responsible manner. This includes; Civic Centre Car Park and 88 Lampton Road. This policy is applicable from Monday to Friday. Usage of the Civic Centre Car Park over the weekend needs to be requested with the Facilities Team. See Section 7.0. 2.0 Permits Any one wishing to use the Civic Centre or other Staff Car Parks must display a valid permit, excluding motorbike and bicycle users. Permits are non transferable and must only be displayed in the authorised vehicle. Permits fall into the following categories: Staff Permits Temporary Disabled Permits Blue Badge Holder Permits Agency Worker Permits External Applicants Permits will be colour coded, according to the category. Permits are not required for anyone using a motorbike or bicycle. Bicycle users must register with Security to obtain the entry code for the bicycle secure compounds. Bicycle users, prior to having access to the facilities need to take a Familiarisation Test. Motorbikes or bicycles must be Parked in the designated bays. Motorbikes cannot occupy a Car Parking space. NOTE:- It should also be noted that allocation of a Permit does not guarantee a Parking space. Provision of Parking is not contractual. Where Parking is not available staff should make alternative arrangements. 2

2.1 Staff Permits: Staff are required to complete the Staff Car Park Application Form, which can be downloaded from the corporate intranet. If you do not have access to the intranet, email staff.parking@hounslow.gov.uk to request an application form. See section 6.0. The criteria for eligibility to use the Car Park are below: Business Needs Staff can qualify in one of two ways: 1. Critical business use: or a) for staff whom Directors determine require a 5 days permit because they do over 1100 business miles per annum b) as critical business users they are required to use their car 5 days a week 2. Occasional business use: As determined by their Director, the staff member will be granted a permit depending on the business need. To apply, see appendix 1. Care of Dependents For those members of staff who have to Care for a dependent person being a direct family member who lives with them or a child up to their 11 th birthday and who undertakes these duties on at least a weekly basis. To apply see appendix 1. Early or Late Working For those members of staff who are regularly required to work before 7.00 am or after 8.00 pm - as part of their contractual duties. To apply, see appendix 1. Excessive Travel Time For those members of staff who require the use of their vehicle because any alternative transport arrangements would in normal circumstances take over three hours total daily travel time. To apply, see appendix 1 to apply. 2.2 Temporary Disabled Permits: Staff are required to consult with their Authorising Manager and produce a medical certificate and complete both the Staff Car Park Application Form 3

and the Temporary Significant Ailment/Medical Condition form, indicating their wish to be allocated a permit. The applicant is to obtain supporting documentation from their GP confirming that they have a chronic medical condition, which significantly impairs their ability to walk and/or use public transport. The documentation should then be submitted to Occupational Health, where it will be filed in the applicant s Occupational Health record. When the Occupational Health and Safety Unit have approved the application form, it must be returned to the Authorising Manager. Thereafter, the same procedure applies in terms of processing the application (see point 6.0: How to apply). To apply, see appendix 1 and 2. NOTE:- The Temporary Disabled permit will have an expiration date. If the permit needs renewal, users will need to re-apply. 2.3 Disabled Blue Badge Holders: Any vehicle user, who personally holds a Disabled Blue Badge, may use the Staff Car Parks. In respect to the Civic Centre Car Park, they will need to approach the left hand barrier at the entrance and the Security Officer, upon sight of the Blue Badge, will raise the barrier to allow them entry. The badge needs to be displayed face up so that Security can verify ownership. To apply, see appendix 1. 2.4 Exceptional Circumstances: Facilities Management reserve the right to allocate a Parking permit in exceptional circumstances. 2.5 Agency Worker Permits: Staff who are working for the London Borough of Hounslow but employed via an agency can apply for a permit however they have to meet the same criteria as Council staff. To apply, see appendix 1. 2.6 Chief Officer Permits: All designated Chief Officers within the Civic Centre are authorised to use the Civic Centre Staff Car Park. 2.7 Car Sharing: Only one car from the car sharing group, is permitted to park at any given time in the Car Park. To apply see appendix 1 and 4. 4

2.8 Divisions will be given the opportunity to request a Pool Permit/s. These are to be used by staff on an ad-hoc basis. Staff members to apply to their administrator on a daily basis for use of these permits. 3.0 Car Park Operation: The Civic Centre Staff Car Park operates on a barrier, which opens when an authorised ID Card is used on the reader, at the entrance and at the exit barrier of the Car Park. Security can also allow vehicles entry or exit by raising the barrier from within the Car Park Security Lodge. If you have swiped the barrier once, do not swipe again. If you have not swiped in, you cannot swipe out. 3.1 Civic Centre Car Park: Working hrs Monday to Friday 06:30 17:30 There is a security officer in the Civic Centre Car Park Security Lodge between the above hours. Their duties are to manage the multi storey Car Park and the delivery tunnel. During the times above, anyone with an authorised ID Card, may gain entry to the Car Park when there are spaces available. Users are required to drive up to the right hand barrier and place their Card on the grey Card reader, on the yellow pedestal. Disabled drivers are required to drive up to the left hand barrier where the security officer will raise the barrier on sight of their valid disabled permit. 3.2 Civic Centre Car Park: Between the hrs of 17:30 06:30 and Weekends There is no security presence in the Car Park Security Lodge between the hours above. Authorised permit holders are permitted to use the Car Park during these times. Anyone wishing to leave their vehicle overnight are required to obtain permission from the Security Supervisor or Facilities Team. Cars must not be left in the Car Park over the weekend. Vehicles are left at owners risk. The Car Park may be used for functions and other events by prior arrangement with the Events Manager or Facilities Management. Any requests to book the Car Park for events should be made to the Events Manager at least 10 days in advance. A condition of booking is that the Car Park be cleaned after any event. Area Offices i.e: 88 Lampton Road. Arrangements at these sites will be agreed locally, depending on circumstances. 5

3.3 Entering and Exiting the site: Under no circumstances are users of the Civic Centre Car Park to form queues on Lampton Road whilst trying to obtain access into the Car Park. Entering from A4, only 2 cars to wait in Central Lane. Entering from Town Centre, cars may not go beyond the bus stop. Do not block the bus lane section. 3.4 Queuing / Tail back on Lampton Road: 3.4 (a) Both on entering and exiting the barrier have your window down & your swipe Card ready. Do not keep people waiting, be ready to swipe. 3.4 (b) When leaving the site there is no need to wait for the barrier to fully come down prior to swiping the barrier. 4.0 Conditions of Use: A valid permit is to be displayed on the vehicle windscreens at all times. Permits are not to be defaced or altered in any way. Vehicles must be Parked in the designated bays only, within the bay markings. Those who park badly will receive a warning and, if the unauthorised parking is repeated, will have their access withdrawn. Civic Centre Car Park: under no circumstances are staff to park unless authorised, in the following areas: Visitor's Car Park Member s area. 88 Lampton Road Reserved spaces Disabled Parking Bays. Yellow Box or Hatched areas. Area offices: staff are not authorised to Park in disabled bays and yellow box or hatched areas. Ground floor fire exits are not to be obstructed. All signs are obligatory and directional signs are to be observed. The speed limit is 5 mph or lower and overtaking is strictly prohibited. This must be observed by all vehicles. 6

Do not leave rubbish or empty your ashtrays in the Car Park. The Car Park is a No smoking zone. Parking or driving in an unlawful manner may result in your permit being revoked. Failure to observe these warnings will result in the removal of the Car Park permit and the right to use the Car Park being withdrawn. Urgent concerns regarding the Car Park are to be notified to the duty Security Officer in the Car Park front security lodge, or to Facilities Management. The possession of a Car Park permit does not guarantee a Parking space will be available. All swipe Cards and permits must be returned to Security when a permit holder leaves the authority. All Car Park users are expected to act in accordance with the Council s Code of Conduct Policy. Failure to do so may result in disciplinary action being taken. Facilities Management may authorise Parking areas to be cordoned off for specific and temporary operational purposes. Anyone Parking in a Staff Car Park does so at his or her own risk. The authority accepts no responsibility or liability for damage or loss to any vehicle, or its contents whilst parked on the premises. During wet or icy conditions drivers are requested to take extra care. Queries or concerns regarding the Car Park use and Parking should be directed to either Security or Facilities Management. Cars are left in the Car Park at drivers own risk. Drivers must ensure hand break is engaged before leaving the vehicle. Maintenance contractors carrying out authorised work for the London Borough of Hounslow, will be allowed to park free of charge but this must be authorised by Security / Facilities Management. Anyone wanting to park e.g VIPs or in exceptional circumstances, should contact Security / Facilities Management. It is the responsibility of staff members to notify staff.parking@hounslow.gov.uk of any changes of circumstances, including, change in hours worked. A request to increase the hours 7

Parked will not automatically be granted, as it will depend on Managers discretion & space availability. Any staff member who has a temporary incapacity or illness may apply for a temporary Car Park space on the ground floor. This will need to be authorised by Occupational Health and Facilities Management. All allocations are time limited. Agency staff may be in the scheme. Any members of staff who are participating in Car Sharing, must notify staff.parking@hounslow.gov.uk of any changes in circumstances i.e when the 2 Cars sharing happen to be Parked at the same time, on the same day. Civic Centre Car Park: any member of staff that is not in the scheme can load/unload, for a maximum of 20 minutes. No extension can be given and anyone found to be Parking for longer than 20 minutes, will not be allowed in the Car Park in the future. Other sites: loading/unloading to be managed locally. The Council reserves the right to refuse any application under the scheme and to withdraw or vary the authority to Park under the scheme. The above conditions apply during week days. Monday to Friday. To use the Car Park at weekends contact Security. 5.0 How to apply: A Staff Car Park Application Form can be downloaded from the intranet. For staff who do not have access to the intranet, please email staff.parking@hounslow.gov.uk, requesting an application form. Fill out form & pass to Line Manager for approval Line Manager to authorise and give to Assistant Director or Head of Service Assistant Director or Head of Service to authorise and pass to Department Parking Coordinator Department Parking Coordinator to log & pass to Facilities Management Facilities Management will issue permit and advise Finance to process 8

Department Parking Co-ordinators: Corporate Services: Cheryl McBain: Chief Executive s Office: Chelsea Thorne CSLL: Sheena Poley Environment: David Palmer Finance: Christine Holland Community Services: Martin Elliott 6.0 Contact Details: Security: Steve Taylor-Nicoll Security Supervisor Tel: 020 8583 2490 E-mail: steve.taylor-nicoll@hounslow.gov.uk Facilities Management: Andrea Allen Facilities Manager Tel: 020 8583 4110 E-mail: andrea.allen@hounslow.gov.uk Jacky Lawrence Assistant Facilities Manager Tel: 020 8583 2487 E-mail: jacky.lawrence@hounslow.gov.uk 9