The Sustainable Travel Group

Welcome to:

Bus Operators’ Forum

21st May 2013

Bus Forum

Introductions

Mark Watters (Chair)

Team Leader – Business Development & Support

Peter Haines – Quality Team

Ashley Holland

Team Leader – Contracts Team

Bus Forum

Agenda

• Housekeeping– Please turn mobiles off, no fire drills expected

– Please hold all questions until the very end

• Review of the year• Presentations from myself, Peter and Ash• Questions and Answers / Your Views session

Bus Forum

Review of 2012/13 (with the help of the Working Group)

• Extension of BB2 Framework until at least May 2014• EMSS Go Live• CRB / DBS changes• Roll out of Academy Agenda• Home to School Policy • Review of Local Bus Services • Changes in the market / Operators ceasing operation

Bus Forum

School transport update• No change in Mainstream Policy for September 2013• There will be a slight increase in farepayer, 16+ and denominational

charges • Consultation out now until 30th June on proposals for 16+ &

denominational school transport from Sept 2014• City Council changing transport policy from this September (16+ &

Denominational) – will affect contracts let by County.• Schools changed or changing to Academies

– providing commercial opportunities – Council not recognising new ‘catchment’ areas in respect of transport

• Increasing number of schools using their own passes• New colour of passes for 2013/14 = pink

Bus Forum

Local Bus Service policy changes

• Policy Changes still to be agreed

• Significant impact on current local bus service network

• Proposal to replace some bus services with Demand Responsive Transport services

• Other bus services could also affected• Details: www.leics.gov.uk/transportconsultation

• BSOG update

Bus Forum

eAuctions

• Last summer and December 2012• Many contracts coming up to 5 year life expiry

and therefore more eAuctions to come this summer

• Reminder for operators to submit sensible and sustainable prices and not get carried away with the bidding process

• First eAuction this summer likely to be Tuesday 18th June

Bus Forum

DBS (previously CRB) Update • DBS propose to introduce an ‘updating’ service in the

‘summer’.

• This will enable applicants, for the payment of an annual fee likely to be £10, to have their next disclosure certificate monitored for any changes – thus avoiding the need for any further disclosure checks (unless their status changes).

• LCC recommend that drivers be encouraged to sign up to this facility when completing their next disclosure application as not only is this a saving of £14 (over the 3 year period that a disclosure is currently renewed but it saves processing any further disclosures if there is no change.

Bus Forum

Training Update

• STG will run more ‘Helping Hands’ courses during the year, both during school terms and in school holidays

• The content of these courses is constantly being refreshed to keep abreast of changes affecting contract operation

• The courses continue to be free of charge for all• STG continue to promote ‘Safer Travel’ through school

bus assemblies

Bus Forum

Compliance – Issues of the moment 1

• Ensuring that you will have sufficient drivers with a CPC to carry out all contracts by September 2013 when the requirement for a driver CPC for PCVs comes into force

• Any accident involving injury or suspected injury should be reported to the emergency services

• Please report poor student behaviour to Safer Travel so this may be addressed quickly

• Please be aware of taking private hire bookings that may make you late for afternoon school contract runs

• Induction days – letter to follow, but no obligation on bus companies to provide different arrangements

Bus Forum

Compliance – Issues of the moment 2

• Please ensure that any drivers that you use on contract services are registered with the Council – and for home to school contract drivers they have an up to date DBS disclosure certificate which passes the Council’s standards.

• School bus pass forgeries – please be vigilant and be aware of the security features.

Bus Forum

Bus pass security measures

Bus Forum

Compliance – Issues of the moment 3

• Safeguarding

– Facebook™ and the internet

– Mobile phones

– Ensure drivers do not place themselves in a position that will encourage allegations being made

• Previously issued Guide note is still on our website:http://www.leics.gov.uk/guidance_is_safe_working_practice_for_the_protection_of_children_and_staff

Bus Forum

Invoicing – The EMSS project

Leicestershire County Council and Nottingham City Council have entered into a partnership - East Midlands Shared Services (EMSS) - to provide finance and HR/Payroll transactional services to their respective councils.

• One aspect of this partnership is an improved, streamlined process for ordering and paying for goods and services.

• Cheque payments being phased out, new payments will be made by BACS

• All invoice queries should be directed to the EMSS in the first instance on 0300 30 30 222

Bus Forum

Invoicing

Mainstream, SEN and Social Care Invoices should be sent to:

InvoicesBusiness Development & Support TeamSustainable Travel GroupEnvironment & Transport Department

Leicestershire County CouncilCounty HallGlenfieldLeicester LE3 8RJ

Do NOT use our PO Box 1151 address (This PO Box address no longer exists)Do NOT email invoices

Bus Forum

Invoicing

Local Bus Service invoices should be sent to:

Leicestershire County Council

PO Box 507

Sale

M33 0EJ

• These invoices should clearly display the purchase order number• Monitoring forms can continue to be posted, emailed or faxed to the

Sustainable Travel Group• Invoices will not be paid without corresponding monitoring forms

Bus Forum

Invoicing

• Template and instructions are on our website• Reminder that contract payment terms are 30 days (unless you want to

join the 1% discount scheme).• Please note that we also expect operators to bill in good time – very

late invoices won’t be paid (12+ months)• Audits across all services

– Contacting schools/parents/carers to confirm travel– Spot checks on site (also for quality compliance)– Returning incorrect invoices (thus delaying payment)

• If your contract changes – please tell us!• Note that August (1 or 2 days only) school transport invoices should be

added to September’s bill.

Bus ForumInvoicingNo apologies for covering this again – so please help us to help you!

The following are the main problems with invoices:• No Invoice number!• Incorrectly addressed – even more important now• Wrong prices quoted• Addition errors• Wrong VAT amounts• Not quoting Contract or I-Proc (Order) numbers • No reference to dates of operation (or even which month)• Not declaring journeys not operated/varied• Handwritten is still acceptable but must be clear and hold all the details

needed.

• We take ‘false declarations’ very seriously – can lead to barring from tender list and we will seek to recover over claimed monies.

Bus Forum

1% Scheme details

• Started in June 2012 • Only for schools (mainstream and SEN) and

social care services• Will pay within 14 days of invoice receipt in

exchange for 1% discount• Operators can withdraw with 1 month’s

notice

Bus Forum

Concessionary Travel

• At the moment no change in policy but a consultation out now for potential change from this September

• Current vouchers expire 31st August• Operators have 2 weeks after that to reimburse

them with us.

Bus Forum

Working Group nominations

• Remit of the working group:– For both the Authority and bus companies to gain an insight and understanding of the aspects of contract work that are important to them and work together to address any general issues that may arise

– For LCC to pass on information on relevant policy or legislative changes, duty of care issues and general information affecting the bus market

– To discuss new ways of working and to work in partnership

– To look at all aspects of LCC contract work for mutual benefit

– To share the discussion with all in the market via the published minutes

• Please contact Dave, Mark or Ash in the STG with your nomination. • We are looking for 1-2 people from up to 10 companies to form the

2013/14 working group to meet 3 times between now and April 2014.

Bus Forum

Q & A SessionPlease keep questions to a “general

interest” for all here today.

Bus Forum

Working group nominations and further information

See us at the end of this meeting or make an appointment By phone: 0116 305 0002 and ask for Dave, Ash or Mark By email: STG@leics.gov.uk In writing:

Sustainable Travel Group

Environment & Transport Department

Leicestershire County Council

County Hall

Glenfield

Leicester LE3 8RJ

Our website:

www.leics.gov.uk/highways/passenger_transport