GREEN TRAVEL PLANNING FOR AN OFFICE MOVE: PUTTING THEORY INTO PRACTICE - THE HALCROW CITY PARK TRAVEL PLAN. Jonathan Plant Halcrow Group Limited

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1 GREEN TRAVEL PLANNING FOR AN OFFICE MOVE: PUTTING THEORY INTO PRACTICE - THE HALCROW CITY PARK TRAVEL PLAN Jnathan Plant Halcrw Grup Limited 1. INTRODUCTION This paper utlines the apprach undertaken by Halcrw s Glasgw ffice in develping a Travel Plan as an integral part f a mve t new premises at City Park in Nvember Green Travel Plans tend t leave the cntentius issue f car parking space allcatin t the medium/lng term. Hwever, due t the ffice mve, the pprtunity was taken t address this issue at the utset. Based n the results f a staff travel survey the allcatin f car parking spaces was split between peratinal need and cmmuters. Car parking spaces fr cmmuters were allcated using a weighted scring system based n car sharing, public transprt accessibility and jurney time t wrk. Staff with allcated cmmuter car parking spaces pay a mnthly charge that is ring-fenced fr the purpses f a Green Travel Fund. The fund is administered by a Staff Travel Plan Frum and is cntributing t initiatives aimed at encuraging sustainable mdes f travel t wrk and thus twards verall Travel Plan bjectives. The paper highlights the prcess adpted, lessns learnt and current prgress in meeting the targets set ut in the Travel Plan. 2. Backgrund Halcrw Grup Limited s Glasgw ffice was based at the Octagn, Baird Street, Glasgw fr ver 10 years, hwever sustained grwth prmpted the decisin in late 2005 t mve t new premises within City Park, Alexandra Parade, a distance f 1.5kms frm the Octagn. A key requirement was fr single flr, pen plan ffice accmmdatin and City Park met this requirement. City Park is a new ffice develpment in the Dennistun area f Glasgw t the east f Glasgw City Centre, with a cmbined ttal f just under 2,000 staff currently based at the develpment. Halcrw is cmmitted t minimising envirnmental impact, bth in delivery f clients' prjects, and in the running f the business. The cmpany has ISO accreditatin fr envirnmental management and is registered under the EU's Ec Management and Audit Scheme EMAS. Acrss business grups and sectrs envirnmental services and skills are prvided t clients. Hence in additin t the cmmitment t minimise envirnmental impact f the ffice mve and t prmte travel chice fr all staff there is als the fundamental issue f trying t practice what is preached with regard t the develpment and implementatin f the Travel Plan.

2 A Travel Plan was develped fr the Octagn site and accrdingly a number f initiatives were already in place t encurage and facilitate mre sustainable frms f travel. Thrugh its cmmitment t Envirnmental Imprvement and Sustainability, Halcrw already ffer a number f incentives fr sustainable travel, including: Interest free lans fr public transprt seasn tickets and bicycles; Flexi-time; Hme-wrking; Tele-cnferencing; Vide-cnferencing; and, Travel allwances fr cycle travel n business. The key bjectives f the Octagn Travel Plan were as fllws: t encurage and enable greater use f sustainable transprt mdes fr staff and visitrs travelling t and frm the Octagn; t effectively manage and reduce the use f the private car, particularly single car ccupancy; t create a healthier and safer envirnment fr all users f the Octagn; t intrduce an effective and efficient car park management system; increase awareness f the different mdes f travel t all thse accessing the Octagn; and, in partnership with Glasgw City Cuncil, SPT and thers as apprpriate, investigate further pprtunities t imprve facilities fr walking, cycling and public transprt users. Fllwing the decisin t relcate there was increased fcus and supprt t develp the Travel Plan t ensure that its aims and bjectives were integral t the ffice mve prcess. Figure 1: Lcatin Plan

3 3. PROCESS T ensure staff wnership and input int the develpment f the Travel Plan a Staff Travel Frum was frmed within the Glasgw ffice t c-rdinate the implementatin f measures t encurage sustainable transprt t the new ffice. The Travel Frum cmprises members f staff frm all business grups within the Halcrw Glasgw Office and is attended and supprted by the Reginal Directr. In additin t representatives frm each business grup within Halcrw, the Frum ensures that at each meeting there is at least ne representative present wh has the perspective f travelling t wrk by car, bus, train, cycle r walk. The Frum hlds meetings n a 6 weekly basis with the chair f the meeting rtating between members. The cmpsitin f the Frum ensures that all sustainable travel matters are cmmunicated by staff t their representatives prir t the meeting and that staff are infrmed as t any decisins taken at each meeting. T ensure that the aims and bjectives f the Travel Plan were enshrined int planning fr the ffice mve, the prcess cmmenced in March 2006 with a Travel Survey. The subsequent sectins utline the key elements f the prcess in mre detail. i) Staff Travel Surveys T cmmence the prcess f ensuring that the aims and bjectives f the Travel Plan were enshrined int the ffice mve prcess, a travel survey was issued t staff by in March The survey aimed t elicit frm staff the fllwing infrmatin: the likely chice f travel mde t the new ffice; whether staff currently car share r wuld wish t jin a car sharing scheme; suggested measures that wuld serve t encurage use f public transprt, walking r cycling; and, pinins as t the pririty that shuld be adpted fr the allcatin f car parking spaces in the new ffice. T encurage respnses prizes were ffered including a ne mnth SPT Znecard, a ne mnth FirstCard (bth kindly dnated by SPT and First respectively) and bk tkens. Imprtantly, the survey intrduced the cncept f charging staff fr car parking t raise revenue fr a Green Travel Fund, with the funds t be administered by the Travel Frum. The cncept f a Green Travel Fund and its ptential rle in develping the travel plan had been discussed and agreed by the Travel Frum and imprtantly had senir management buy-in. At the utset it was agreed that: any funds generated thrugh parking charges shuld be ring-fenced fr the purpse f funding measures that wuld encurage staff t use mre sustainable mdes f transprt t wrk;

4 charges fr staff parking wuld be deducted n a mnthly basis frm salary; and, there shuld be a clear decisin making prcess and staff cnsultatin in the use f the Fund. T gauge staff pinin n this ptentially cntentius measure the travel survey ascertained whether staff agreed with parking revenue being ring-fenced fr the purpses f a Green Travel Fund and als as t the level f any charge. A ttal f 196 staff respnded t the March 2006 survey representing a respnse rate f 75%. In respect f the Green Travel fund: 74% f staff stated that a charge fr car parking was reasnable; 65% f staff wh intended t drive t the new ffice stated that a car parking charge was reasnable; and mst significantly; 61% f staff wh wanted a parking space at the new ffice als stated that a car parking charge was reasnable. With regard t the level f the weekly car parking charge, 40% f all staff stated that the weekly cntributin shuld be upt 5 and 35% stated ver 5, whereas f thse staff wh stated that they wuld require a car parking space 43% thught that the weekly cntributin shuld be upt 5, with 18% stating ver 5. Staff were als asked t rank ptential criteria that shuld be adpted t allcate car parking spaces at the new ffice if demand shuld exceed supply. Respndents t the staff travel survey ranked the fllwing in rder f imprtance: peratinal need; staff wh have pr public transprt prvisin frm hme t wrk; car sharers; and, staff whse jurney time t wrk was lngest. Fllwing analysis f the results f the survey, the Travel Frum agreed t fix the level f Green Travel Fund parking charge at 5 per car parking space per week and that the criteria fr the allcatin f car parking spaces shuld be in line with the abve pririties agreed by the majrity f staff. A car parking applicatin frm was issued in July 2006 in which the level f Green Travel Fund parking charge was cnfirmed and als that in the likelihd that shuld demand exceed supply, the car parking spaces wuld be allcated as determined by the respnses t the travel surveys in rder t prvide a fair and equitable allcatin. ii) Staff travel clinics and persnalised travel planning T ensure that staff were as well-infrmed as pssible f the ptential travel ptins t the new ffice, a series f travel clinics were held in the mnths leading up t the ffice mve at 3 key stages in the prcess: i) whilst staff were cmpleting their travel questinnaires;

5 ii) during the applicatin perid fr a car parking space at the new ffice; and, iii) nce the allcatin f car parking spaces had been annunced. The travel clinics, attended by ver 60 staff, invlved the prvisin f a persnalised jurney planning service by Halcrw transprt planning staff utilising Transprt Direct 1, public transprt jurney and ticketing advice frm a representative f First Grup plc and the prvisin f walking and cycle rute infrmatin. Mapping t illustrate the lcatins f staff wh expressed an interest in car sharing was als displayed, with the clinics ffering an pprtunity fr staff t meet and t discuss ptential car sharing ptins. iii) Infrmatin Prvisin The prvisin f clear, unambiguus transprt infrmatin is fundamental twards achieving mdal shift targets cntained in a Travel Plan. In additin t the prvisin f public transprt timetables, fare/rute infrmatin and Glasgw City Cuncil Cycle Maps bth at the travel clinics and n staff nticebards, additinal infrmatin t assist staff was als prduced. The aim was t prvide clear and unambiguus infrmatin as t the lcatin f bus stps, the cycle parking area, walking rutes t the ffice frm the City Centre, Buchanan Street Bus Statins and the nearby Bellgrve and Alexandra Parade rail statins. Furthermre, infrmatin as t the lcatin f nearby car parking areas was als prvided, with the intentin f encuraging staff t walk the last leg f their jurney t gain the assciated health benefits f walking even a mile a day. Figure 2: Clear infrmatin as t where t catch a bus t City Park frm Glasgw City Centre using phtgraphs and mapping. Bus Stps: Central Statin t City Park 38a, 213 utside Tby Jug 2004 Micrsft Crpratin First Glasgw a utside News Express Jurney Time: 15 mins Fare: 1.15

6 Figure 3: Detailed mapping highlighting lcatin f dedicated Halcrw cycle/mtrcycle area Figure 4: Alternative car parking lcatins with walking rutes and ptential weekly mileages Alternative Parking Spts Stay healthy with a walk t wrk Alternative parking is available at: - On street lcatins arund The Octagn (1 mile / 15 mins t City Park => 10 miles per week) - The Glasgw Ryal Infirmary car park (0.5 mile / 8 mins t City Park => 5 miles per week) Parking charges at the Glasgw Ryal Infirmary: 3 day cncurrent ticket day cncurrent ticket mnthly ticket Micrsft Crpratin

7 Figure 5: Clear infrmatin n bus rutes serving City Park Bus Rutes t City Park Timetables are available frm receptin n request Visit and chse Greater Glasgw fr latest service infrmatin The abve infrmatin was als cntained in a City Park Welcme Pack that was placed n each staff member s desk n their first day at wrk in the new ffice. 4. CAR PARKING SPACE ALLOCATION METHODOLOGY As expected the demand fr car parking spaces exceeded supply with a ttal f 130 members f staff (ut f a pssible 285) applying fr a car parking space at City Park. The allcatin f car parking spaces is an emtive, cntentius and difficult issue. Whilst the applicatins were being cllated there was a perceptin detected that there culd be ful play during the allcatin prcess. Hence, t ensure cmplete independence and t help alleviate these cncerns, assistance was sught frm the Energy Savings Trust t prvide supprt in the develpment f the scring system and subsequent pstcde analysis f results. As such an independent transprt cnsultant was appinted in this regard. Car parking spaces were allcated by utilising a scring system, reflecting the pririties suggested by staff in the staff travel survey as fllws: Pints were allcated n the basis f public transprt accessibility. Pints were awarded fr jurney time (in bands f 15 minutes, up t 60 pints) and the number f changes required (up t 10 pints). This element was given a 40% weighting; Pints were allcated n the basis f willingness t car share and car parking space share (up t 70 pints) with reference t the March 2006 staff travel survey. This element was given a 35% weighting; and,

8 Pints were allcated n the basis n the difference between car and public transprt jurney time (in bands f 10 minutes, up t 50 pints). This element was given a 25% weighting. The pstcdes f staff wh requested a car parking space in July 2006 were matched with respnses t the March 2006 survey. T ensure cnsistency Transprt Direct 1 was interrgated t prvide details f public transprt jurney times and estimated car jurney times t the new ffice. Frm the analysis a priritised list f staff pstcdes was prduced, with the final stage being the matching f names t pstcdes nce the analysis was cmplete. This matching f names t pstcdes was nly undertaken nce the data had been checked fr errrs. 5. CAR PARKING MANAGEMENT Fllwing the car parking allcatin analysis, staff were infrmed as t whether they had been successful in their applicatin r whether they had been placed n a priritised waiting list. Staff were given an pprtunity t examine their wn scre and t query their individual pints allcatin if necessary. Hwever, t prtect the annymity f respnses t the staff travel survey, a league table f scres was nt published, rather a waiting list cntaining names nly. Spaces in the car park were split as fllws: a ttal f 30 cmmuter car parking spaces that were allcated n the basis f the analysis utlined in sectin 4 abve; and, business (peratinal) need spaces f which there are 45 spaces. i) Cmmuter car parking spaces The 30 cmmuter car parking spaces are wned by individual members f staff fr a perid f 1 year fr which the 5 a week Green Travel Fund charge applies. Owners f the spaces agree t infrm their relevant business grup administratin supprt staff when they will nt be using their space in rder that the next persn n the priritised waiting list is ffered the pprtunity f using the space. Hwever, the parking charge applies t the wner f the space nly. ii) Business Grup Operatinal need spaces The Travel Plan recgnises that the car is essential fr sme jurneys. A ttal f 45 car parking spaces are apprtined between and managed by Halcrw s six business grups. These spaces are pre-bkable and are allcated n the basis f business need. The definitin f business need is ne f the mst prblematic aspects f the car parking management system, but pririty fr these spaces is given t: cmpany car wners wh allw their car t be used as a pl car fr use by any member f staff; and, staff wh are attending client meetings r wh require a car fr site visits.

9 If spaces are unallcated then pririty is given t staff n the priritised waiting list described belw. iii) Priritised waiting list Staff wh were unsuccessful in their applicatin are placed n a priritised waiting list. Staff n the list are ffered the pprtunity f a cmmuter r peratinal need space if ne becmes available. If a member f staff changes their travel habits change during the year (fr example if they cmmence car sharing) then, at present, they wuld nly mve up the pririty list r be ffered a car parking space fllwing the annual review f the allcatin f car parking spaces in each year. The system is mnitred t ensure that the spaces are being used crrectly and will be reviewed n an annual basis, r sner if deemed necessary. A review f the car parking space methdlgy will cmmence in April 2007, during which staff will be fully cnsulted n bth the methdlgy and timetable prir t the cmmencement f the car parking applicatin prcess in August/September MEASURES INTRODUCED TO ENCOURAGE CYCLING AND WALKING Fllwing analysis f the staff travel surveys and thrugh discussin at the Travel Frum, it was decided that 2 f Halcrw s car parking spaces wuld be used fr a dedicated cycle/mtrcycle parking area fr Halcrw staff and visitrs. Hence, in Nvember 2006, prir t the ffice mve, 10 Sheffield Stands were installed in a dedicated area that als allws the ptin fr increased parking in the future. The area chsen benefits frm CCTV cverage, is under cver in the basement car park and is adjacent t the lifts. Futhermre, t benefit staff wh cycle r walk t wrk, shwers and changing areas were installed in the ffice alng with lckers fr the strage f clthes and equipment. 7. MEASURES INTRODUCED UTILISING THE GREEN TRAVEL FUND A key cncern amngst staff was the additinal minutes walk time t the new ffices frm the main City Centre rail statins, Argyll Street and Central Statin and Buchanan Street Bus Statin. Staff expressed the cncern that the additinal walk time frm these transprt hubs as a result f the ffice mve wuld be a disincentive t public transprt use and serve t increase levels f cmmuting t the new ffice by private car.

10 Dell are a majr emplyer based at City Park and ffer a 20 minute frequency mrning and evening dedicated peak hur shuttle bus service frm Central Statin t City Park fr their staff. Hence, an agreement was reached with Dell t ffer the service t Halcrw staff frm day ne in the new ffice fr a trial perid in the run up t Christmas The service was prmted t staff thrugh , nticebards and in the City Park welcme packs referred t in sectin 3 f this paper. Fllwing mnitring f the use f the Dell Shuttle bus by Halcrw staff, the cst per head was excessive, significantly utweighing the benefits, hence the Travel Frum were tasked with examining further ptins. Trial bus tken scheme City Park benefits frm a 5 minute bus frequency frm the City Centre and t further encurage bus use, the Halcrw City Park Travel Frum agreed t intrduce a trial bus tken scheme t benefit all Halcrw emplyees wh are based at City Park. The primary aim f the bus tken scheme is t prvide discunted bus travel n buses perated by First Grup plc t staff fr jurneys t City Park t/frm Glasgw City Centre. In particular, the use f bus tkens by staff remves the requirement t having the exact fare. Bus tkens are purchased frm First Grup and ffered t staff at a discunted rate thrugh use f the Green Travel Fund. The key cnditins fr use f the tkens are that staff cannt utilise a car parking space n the day n which they plan t use the bus tken and that upt a maximum f 10 tkens may be purchased per persn per week. The staff travel survey undertaken in February 2007 indicated that an verwhelming majrity f staff (79%) thught that the subsidised bus tken scheme was a gd use f the Green Travel Fund. Hwever, the main criticism f the scheme was that it ffers n benefit t mnthly travel pass hlders; staff wh chse this ptin are able t benefit frm interest free annual public transprt seasn ticket lans as part f the wider Halcrw staff benefit package. The bus tken scheme is being mnitred t ascertain whether it is encuraging increased bus use r if it is prviding subsidised travel fr existing bus users. Fllwing cmpletin f the trial a decisin will be taken by the Green Travel Frum as t whether the scheme shuld be cntinued. 8. MODAL SPLIT T mnitr prgress f the Travel Plan, staff travel surveys have and will cntinue t be undertaken. Table 1 illustrates the mdal split data that has been gained frm travel surveys undertaken in July 2005, July 2006 and February Mdal split targets that were set whilst the Glasgw Halcrw ffice was based in the Octagn are als presented.

11 Table 1: Staff Travel Survey Mdal Split Data % mdal split % mdal split travel surveys targets (based n frmer ffice) Date July February July Mde Anticipated Actual Actual mde f mde f Target Target travel t travel t City travel t Octagn Park City Park Walk Cycle Bus Train Mtrcycle Car Passenger Car Driver with Passenger Car Driver Alne Subway Ttal Sample size There were fears amngst staff that mving further away frm the City Centre wuld result in increased number f drive alne cmmuting car trips t the new ffice, hwever, frm the abve table it is clear that the mve t City Park has nt increased the number f these trips, which represents a real achievement fr the Travel Plan. There has been a discernable increase in the level f 2+ ccupancy car trips, with the number f trips by cycle t the new ffice als increasing. The level f trips by train has decreased, which is smewhat expected due t the greater distance frm the City Centre. The February 2007 staff travel survey will be utilised t refine and establish mdal split targets and t priritise and fcus effrts upn achieving these targets. 10. FUTURE WORK A Travel Plan is an evlving dcument and imprtantly a prcess t achieve sustainable transprt bjectives. Wrk will cntinue with the aim f encuraging sustainable transprt and sustainable mdes f transprt t the jurney t wrk with emphasis n the fllwing: A key fcus will be t engage with ther emplyers based at the City Park ffice develpment, with the aim f develping a City Park wide travel frum. There are excellent pprtunities fr jint wrking particularly with regard t car sharing

12 initiatives, ecnmies f scale fr funding green travel measures and jint prmtinal activities. The car parking management measures will cntinue t be mnitred t ensure their effectiveness. In particular, awareness f the Travel Plan will be maintained thrugh the annual review f the cmmuter car parking space allcatin and the wider car parking management strategy. A prgramme fr the reallcatin f cmmuter car parking spaces will be devised, drawing upn key lessns learnt frm the prcess prir t the ffice mve. Targets fr the Travel Plan will be revised with prgress against these targets cntinually mnitred thrugh bi-annual staff travel surveys. Opprtunities will be taken t take part in natin-wide sustainable transprt initiatives such as Natinal Bike Week, Eurpean Mbility Week and In Twn Withut My Car Day. The table belw summarises the develpment f the Travel Plan frm March 2006, t the date f the mve f the Glasgw ffice t City Park in Nvember 2006 and develpments subsequent t the ffice mve t the present day. Figure 6: Develping Travel Plan aims and bjectives fr an ffice mve timeline March 2006: Staff travel survey issued Travel clinics and persnalised jurney planning Deadline fr submissin f staff travel survey April 2006: Analysis f staff travel survey Presentatin f staff travel survey results t Green Travel Cmmittee May/June 2006: Green Travel Cmmittee agree n level f Green Travel Fund parking charge and rder f pririty fr Car Parking space allcatin shuld demand exceed supply July 2006: City Park Car parking applicatin frm issued t staff August 2006: Travel clinics and persnalised jurney planning Deadline fr submissin f car parking applicatin frm Octber 2006: Independent analysis f car parking applicatins with assistance frm Energy Savings Trust Agreement t remve 2 car parking spaces t allw fr installatin f cycle/mtrcycle area Nvember 2006: Installatin f shwers/changing area and lckers at new premises Finalise peratinal need/cmmuter car parking space split Annunce car parking space allcatin and priritised waiting list Transprt infrmatin issued t all staff December 2006: December Cmmence 2006 trial f AM/PM peak Dell City Park Shuttle bus First payments int Green Travel Fund January 2007: End Nvember 2006: Mve t new premises at City Park. Cmmence First Bus Tken trial using Green Travel Fund February 2007: Staff travel survey issued including referendum n First Bus Tken Trial Analysis f survey The future March 2007 Decisin as t whether t prceed with First Bus Tken initiative Devise prgramme fr re-assessment f Cmmuter Car Parking spaces Revise Green Travel Plan targets August Car parking applicatin and staff travel survey Cntinue t mnitr prgress against targets thrugh 6 mnthly travel surveys Take part in natin-wide initiatives such as Natinal Bike Week and Eurpean Mbility week Supprt Cuncil led sustainable transprt initiatives Investigate and implement ther measures using Green Travel Fund including ptential applicatin t SPT Green Travel Fund.

13 11. KEY CONCLUSIONS The ring-fencing f parking revenue fr sustainable travel measures can be accepted by a majrity f thse wh pay the charge if the use f the revenue generated remains clear and equitable. It is advisable t survey staff pinin prir t the intrductin f any measures that utilise the revenue raised r t intrduce any measures n a trial basis in rder that their effectiveness can be fully appraised. Cmmunicatin thrughut the prcess is crucial, thugh it has t be recgnised that fr many peple any car parking space allcatin methdlgy nly tends t be questined nce the prcess has been cmpleted. Transparency in the car parking space allcatin prcess is fundamental and this will be built upn in future annual reviews. The use f travel clinics and persnalised travel planning serves t prmte travel awareness and allws a fully infrmed chice t be made prir t a car parking allcatin prcess. A vibrant and practive staff travel frum, in additin t senir management supprt and representatin at meetings where key decisins are taken increases the ptential fr a successful travel plan. Withut widespread staff r management supprt, there is little chance f prgress twards Travel Plan targets and the Travel Plan will swiftly becme a dcument gathering dust n a shelf. Furthermre, an annual review f car parking space allcatin based n green travel principles ensures that a Travel Plan remains in the cnsciusness f bth staff and an rganisatin. Fr example, car sharing has increased since the mve t City Park due t the high pririty being seen t be given t car sharers, yet this highlights a ptential failing in the current strategy in that staff wh cmmence car sharing during the year have t wait fr this t be reflected in the car parking allcatin analysis. T avid any perceptin f bias in the car parking space allcatin prcess, it is essential that any analysis is undertaken independently t the rganisatin. Whilst nt making the issue any less emtive, independent advice and supprt des assist in prmting a feeling f fairness. The issue f car parking space allcatin remains a cntentius issue fr any Travel Plan, hwever it is pssible fr Green Travel bjectives and principles t be applied t an ffice car parking management strategy within a Travel Plan. It shuld als be appreciated that the issue f car parking is ften a minrity issue, in the case f the ffice mve t City Park fr example, less than 50% f staff applied fr a car parking space and in future years, with encuragement given t car sharing, public transprt, walking and cycling, it is hped that this number will further decrease.

14 Ntes 1. Transprt Direct (