Making Car Sharing and Car Clubs Work - Case ... - The Civil Service

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MAKING CAR SHARING AND CAR CLUBS WORKCASE STUDY SUMMARIES23 CITY OF EDINBURGH COUNCIL (PART OF EDINBURGH CITY CAR CLUB)Use of ECCC cars as pool cars – original unmonitored system23.1 When Edinburgh City Car Club (ECCC) was re-launched in October 2001, operated bySmart Moves Ltd., City of Edinburgh Council (CEC) City Development Department agreed toblock-book 5 ECCC cars during working hours Monday to Friday to substitute for someleased pool cars. This cost CEC no more than the cost of the old leases (previously, whenBudget Rent-a-Car was operating ECCC up to 2000, CEC did not have any arrangement forusing ECCC cars). CEC's City Development Department, which covers Transport, Planningand related functions, has a number of leased pool cars, and the 5 block-booked cars areonly a small proportion of this. Other departments' pool car arrangements were unchanged.23.2 The ECCC cars that were block-booked are parked at the ECCC bays in Cockburn Streetand Market Street, adjacent to the City Development Department offices. This is as close toCEC's offices as the normal pool car garage. On occasions, other CEC departments' staffalso used these block-booked cars under special arrangements with the City DevelopmentDepartment.23.3 Although cars were block-booked on an internet based system, the scheme used by CECwhen they allocated the cars to staff users was entirely paper-based. There was onesmartcard per ECCC car which was kept at City Development Department reception andcollected by any City Development Department staff member when they had booked a carusing the Department's pool car procedures. However, this meant that there was no reliablerecord of which staff members had booked and used which car, and where they had gone,and staff record-keeping could be of an inconsistent standard. For the hours the ECCC carswere block-booked by CEC they were treated as CEC pool cars for insurance purposes.New automated individualised system for booking of ECCC cars for CEC use23.4 From Monday 23rd August 2004 the old system has been replaced with a new 3-yearagreement which has been drawn up by Smart Moves Head Office and CEC CityDevelopment Department and which utilises the Drive-IT electronic booking system used fornormal Car Club bookings. It is aimed at providing an overall cost-reduction in CEC fleet /pool cars by providing better data and enabling higher utilisation, thereby requiring a smallerpool of vehicles and hence a lower overall cost.23.5 The City Development Department started by block-booking 5 ECCC vehicles per workingday. This will rise to 9 (intended to be 8 fully-dedicated and one ‘floating’) within the first sixmonths of the 3-year period, though the exact phasing has still to be agreed and isdependent on demand rising and on parking availability.23.6 Under the new scheme, CEC City Development Department staff wishing to use the blockbookedECCC cars book the cars on the Smart Moves City Car Clubs Bookings Systemaccessed through the Council’s Intranet and have registered with ECCC as CEC users inorder to do this. Like ECCC members they will have a member ID and a pin number /password. Usage of ECCC cars by CEC City Development Department staff is documentedFinal V1.1, Dec. 2004 - 136 -
MAKING CAR SHARING AND CAR CLUBS WORKCASE STUDY SUMMARIESin the monthly invoices provided by Smart Moves who have agreed during the 3 –Yearagreement to develop the reporting system to allow it to meet the needs of CEC. Byensuring that use is closely monitored it is possible that in the longer term CEC could moveover to a system whereby staff could book some cars in the ECCC fleet during workinghours without them having been block-booked by CEC. The new system provides betterinformation both for CEC and for the Car Club and therefore will enable better utilisation ofECCC cars by the City Council in the future, to the benefit of both parties. By 2006 whenCEC expect staff to move into new offices the greater efficiencies possible with this systemmay allow for a substantial part of the current CEC pool to be provided by ECCC and for theoverall size of the CEC car pool requirement to have been reduced from its 2002 baseline.23.7 In order to use the new system, City Development Department staff have had to register withECCC: all staff that had previously used the cars under the old system were invited toexpress interest and of these staff 100 did so and were supplied with an introductory pack.Of these 100, 75 staff had registered by mid August 2004 and all by 1st October 2004:ECCC expects that about 200 staff will have registered by the end of the financial year asthe new system becomes better known. This is the number of staff that have used ECCCcars under the old system at least once. In order to register, staff had to have theirapplication approved by both their line manager and for insurance purposes by Smart Moveshead office, supplying the former with their driving licence to certify a photocopy for SmartMoves. For insurance purposes registered users are treated as ECCC members, ratherthan as CEC pool car users as they were under the old system.23.8 ECCC has given induction training to at least one staff member from all groups of CityDevelopment Department staff where some or all staff members have registered. ECCCstaff are expected to be on hand to sort out parking and problems experienced by noviceusers if the City Car Club’s Help Desk operated centrally by Smart Moves cannot resolvethem.Promotion of ECCC membership amongst CEC staff23.9 Under the old system, ECCC had no details of CEC staff that were using the ECCC carsblock-booked by City Development Department as they were insured by CEC, so targetedmarketing of Car Club membership to individual staff members was not possible.23.10 Now ECCC is taking advantage of the new opportunity to promote (normal) Car Clubmembership amongst City Development Department staff: only 2 of the 75 staff that hadregistered by mid August were already Car Club members. The introductory pack suppliedto staff that had expressed interest in using the new scheme offers membership at one thirdoff the normal price. Further marketing initiatives are possible in the future.Final V1.1, Dec. 2004 - 137 -
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Making Car Sharing and Car Clubs Work - Case ... - The Civil Service

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