Agenda item

(A report by James Gilbert, Assistant Director – Corporate)

Portfolio Holder: Councillor Sandeep Ghosh

The Assistant Director – Corporate presented a report which proposed a refresh of the Council’s Pool Car fleet, which was now 13 years old and was becoming costly to maintain.  This involved replacing the existing five cars with three electric cars and one petrol van. 

Members noted that it was possible to reduce the fleet due to changes in working practices over recent years and a reduction in journeys. The move to electric would also support the Councils environmental agenda.  The petrol van had been selected for longer journeys, as might be required from time to time, whilst also providing increased capacity for those services that were required to transport larger pieces of operational equipment.

The Assistant Director – Corporate explained that the pool car fleet was used by officers when undertaking Council business and remained a cost effective way for officers to travel and that it was cheaper than using their own vehicles and claiming expenses. He advised that procurement would be carried out alongside the purchases being made with East Lindsey to try and maximise the potential of joint procurement between the Councils. The Cabinet had been requested to add £68,000 to its capital programme to fund the vehicles, which would be funded from the Minimum Revenue Provision.

Councillor Callum Butler raised concerns in respect of moving to fully electric vehicles, and also that the proposed vehicles had been discontinued. The Assistant Director – Corporate advised that the vehicles would be under warranty and also added that the Council was receiving a significant discount on their purchase of 42%. Members noted that the approved Environment Policy also gave support to the proposal.

Members requested clarity in respect of the operation of the vehicle and the booking system. The Assistant Director – Corporate advised there was no requirement for any type of mechanical security pass and that manual logs continue to be maintained, in addition to the online booking system. Members noted the importance of ensuring staff safety when using the vehicles, for example, if one should run out of power. The Assistant Director – Corporate clarified that use of the booking system would ensure that officers’ whereabouts were known and that there would be someone on hand to assist if required.

Councillor Sarah Sharpe queried whether the utility contracts were being reviewed in light of requiring electrical charging points. The Assistant Director – Corporate advised that the utility contract was currently being reviewed. He added that the Council already had some charging points in the car park for staff with electric vehicles.

Councillor John Baxter queried whether the purchase of a hybrid van had been investigated. The Assistant Director – Corporate confirmed that the hybrid model was considerably more expensive, but would be looked into further if requested. He added that a vehicle running solely on fuel would have more capacity for longer journeys.

Following members requests to purchase the vehicles from local suppliers if possible, the Assistant Director – Corporate agreed to liaise with local suppliers to enquire as to whether the Council could get a better deal than the 42% currently on offer.

The recommendations were moved by Councillor Anne Dorrian and seconded by Councillor Callum Butler.

RESOLVED:

That the Cabinet:

1.     Approve the addition of £68,000 to the Capital Programme to enable the purchase of pool car vehicles; and

2.     Note that the capital expenditure would be financed through MRP (Minimum Revenue Provision) over the 7 year anticipated life of the assets; also facilitating future replacement in accordance with asset-life.