Issue - meetings

*RESOLVED –

1.  That the existing post of Operational Services Division (OSD) Fleet and Facilities Officer be deleted from the establishment, and a new post of Corporate Fleet and Facilities Manager be established.

2.  That a new post of Corporate Fleet and Facilities Assistant be established.

3.  That corporate fleet management be based at Housing Services – Operational Services Division (OSD) under the overall responsibility of the OSD Manager.

4.  That corporate budgets for fleet management are made the responsibility of the Corporate Fleet and Facilities Manager and the OSD Manager.

5.  That the OSD Manager be authorised to make appointments to the vacant posts of Corporate Fleet and Facilities Manager and Corporate Fleet and Facilities Assistant.

The Housing Services Manager – Operational Services Division submitted a report seeking approval to centralise the management of the Council’s vehicle fleet, and to appoint a Fleet and Facilities Manager and Assistant who would be responsible for the corporate management of the Council’s vehicle fleet.

A review of the working arrangements at the Operational Services Division (OSD) had been undertaken following the retirement of the OSD Fleet and Facilities Officer.  The number of vehicles managed by the OSD, and by other Council staff, had been quantified. An updated database for all Council vehicles had been produced and would be useful to other Council staff, including insurance specialists.

To streamline processes and provide a more efficient vehicle management service, it had been suggested that all vehicles leased or owned by the Council be managed by a full-time Fleet and Facilities Manager, who, with a full-time assistant, would also be responsible for managing the OSD depot at Stonegravels. 

The relocation of Environmental Services to the OSD depot would bring all the vehicles this service used to this central location.

Centralised vehicle and facilities management would enable high standards for health and safety, security and vehicle maintenance to be achieved.

Savings could be made through procurement of new vehicles, fuel purchase and short-term vehicle hire. It was also expected that centralising vehicles would enable Council vehicles to be used instead of hired vehicles when a vehicle was needed at short notice, resulting in further savings.

The Fleet and Facilities Manager would be required to develop a Fleet and Facilities Management Strategy and Action Plan, to deliver further savings. Efficiency savings were expected to cover the increased costs of employing two staff instead of one.

A Code of Practice for vehicle management had been developed by the Transport Working Group that had overseen the preparation to centralise all Council vehicles at the OSD depot.

*RESOLVED –

1.  That the existing post of Operational Services Division (OSD) Fleet and Facilities Officer be deleted from the establishment, and a new post of Corporate Fleet and Facilities Manager be established.

2.  That a new post of Corporate Fleet and Facilities Assistant be established.

3.  That corporate fleet management be based at Housing Services – Operational Services Division (OSD) under the overall responsibility of the OSD Manager.

4.  That corporate budgets for fleet management are made the responsibility of the Corporate Fleet and Facilities Manager and the OSD Manager.

5.  That the OSD Manager be authorised to make appointments to the vacant posts of Corporate Fleet and Facilities Manager and Corporate Fleet and Facilities Assistant.

REASON FOR DECISION

The fleet will be fully compliant with all health and safety requirements and managed from an improved central base under the direction of a professionally qualified fleet manager and assistant.