Vehicle Fleet Management Team Minutes


1.APOLOGIES- Barnfield, Nicola (NB) – Operational HR Partner
  Anderson, Steve (SA) – Fleet Manager, Bodyshop


ATTENDEES -  Gilding, Sarah (SG) – Business Manager for VFM and PSD
  Day, Dave (DD) – Senior Fleet Manager, Support Service
  Buckley, Jo (JB) – Driver Services Manager Kelly,
  Kelly, Nikki (NK) – Operational Management Accountant
  Stockham, Andy (AS) - Fleet Manager, Doncaster
  Stiles, Mandy (MS) - Administrator, (minutes)



3.1 Minutes of previous meeting and actions    
There were no minutes or action schedule from the previous meeting.

 3.2 Matters arising from the Open Session of previous minutes   

3.3 Declarations of Any Other Business
•Service Schedules
•Vauxhall Warranty

3.4 Feedback from Corporate Health Check
SG informed Mr Dyson that we are not overcharging the rest of the Force with the recharges we make to District and Departments.  We were £200,000 over spent last year due to the reduction of the Fleet.  SG explained that we were doing work on the labour rate. It was noted by the Management Team that if we cannot get more income in, overheads must be reduced.

JB asked if we are charging enough for the rental of our office space and that we were still in the position of providing driving services for the Fire Service but as a Department we are not getting anything back for this.

A discussion took place about labour rates of our workshops and in other parts of the Region. Humberside, say that they can get bodywork done by an external company for £25 per hour.

West Yorkshire Police have cut their vehicle commissioning times dramatically by benchmarking themselves against external supplier conversion contracts.  This has helped to reduce their costs on jobs.  We need to review our times in the same way to ensure we are competitive. 

 SG asked if she could have industry standard times for repair work and service times.  AS said they varied from one make of vehicle to another but suggested looking at the service times we currently use as they were revised about 2 years ago.  

Action 1 - 22.06.12:  Andy Stockham to pull together a document on service times.   

3.5 Finance
NK reported a £100,000 under spend projection on the staff budget but the P/T Finance Officer and Finance Assistant posts have not been taken out yet.  Once they are, it will reduce the under spend to around £40,000, which is made up primarily of the vacant Business Manager post.

Issues around the hosting costs are delaying the progress of getting the new Tranman system in place.  So although the capital element is in place for our part in this, it is taking longer than expected.
3.5.1 Trading Accounts 
NK reported that taking out the capital element of the trading accounts, we are overspent - our costs are outstripping the income so this will be looked at further. Year to date we are slightly over but as far as year end goes we are on budget. NK said she had reset the budget taking into account the current level of vehicles through out the force.  The labour rate is coming out about £35 per hour but she is still waiting to find out the utility rate for Rotherham Bodyshop. 

3.6  Business Planning        
3.6.1 Risk Register
Not discussed.

3.6.2 Business Continuity
Not discussed.

3.7 Human Resources        
JB reported that it had been agreed to request a 12 month contract for a full time band A and the same for a band B.  Our current full time band A leaves before the end of July and another band A temporary member of staff’s contract runs until December 2012.  The temporary band B post will be to cover for the Fuel Clerk role as the current Fuel Clerk is due to go on maternity leave later this year.

3.8 Performance         
Not discussed.

3.9 Stock Control         
Not discussed.
3.10  Regionalisation / Collaboration Update      
Sally Collins from Humberside Police has been pulling together a report on a joint Fleet and Facilities Department.  They now have Police Authority approval to have a new workshop built in Hull, which will take them from two workshops to one.  This might mean they want some work done by Doncaster Workshop as it will be closer to move some of their vehicles to Doncaster than their new site.

We currently have a quote from Tranman to have a joint fleet system between SYP and Humberside.  This means a new system for Humberside (as they don’t have Tranman) and an upgraded system for us with touch screens etc.  We have agreement for this but the quote obtained is for both and we are now waiting for Humberside to get the agreement from their side.  This stops us placing an order for the new system at the moment.

4.1 Service Schedules

Current service schedules are at 10,000 and 15,000 miles over 12 months . AS reported that the Regional technical meeting is currently pushing for 20,000 miles. AS asked for agreement to move up to this, which was agreed.  A discussion took place about what intervals Humberside operate on. 

4.2  Vauxhall Warranty
AS has completed a Vauxhall warranty courses on line but this was not what he really needed.  However, he has spoken to Brian West at Vauxhall who has agreed to find a time  in July when both Andy Stockham and Dawn Dobson can meet with Vauxhall’s warranty expert and get some practical training in this area.

4.3 Training
AS asked if further Bronze training could take place.  This was agreed.  AS requested other essential training for staff.  This was agreed as it is essential for their role and should come out of the training budget.  AS to progress this with Nicola Barnfield and Julie Sherburn.

Date and time of next meeting
Tuesday 21 August 2012, PSD Conference Room 3, Unit 20, Churchill Way.   


Friday, 22 June, 2012 - 13:30