FOI 279_Sustainable Travel

Request:

1. Over the past five years, broken down by year:
   1. How many staff members used the Cycle to Work Scheme?
   2. What percentage of staff was this?
   3. What was the average value of the vouchers claimed on the scheme?
   4. What was the number of those who took up the scheme, who then failed to complete, leaving the organisation with costs?
2. What tools does the organisation use to encourage cycling for their staff:
   1. On a work basis?
   2. On a leisure / health basis?
3. With regards to staff, does the organisation:
   1. Have any monitoring for what modes of transport staff use?
   2. For their journey to work
   3. For journeys during work time
   4. And if this data is recorded, request a copy of such data as detailed as it can be reasonably given, while still protecting personal data rights
4. How many of the following does the organisation have available for staff use
   1. Pedal cycles
   2. Electric bikes
   3. Motorbikes
   4. Internal combustion cars
   5. Electric or hybrid cars
   6. Internal combustion vans
   7. Electric or hybrid vans
   8. Heavy trucks
5. Does the organisation mileage scheme clearly state the claim rate for cycling?
6. How many cycling miles have been claimed by the organisation’s staff in the past five years?
7. Regarding your current cycle to work scheme:
   1. What scheme is currently in place?
   2. What is the maximum limit on the cost of a bike, if a limit is currently in place?

Response:

1.  Over the past five years, broken down by year:

2. What tools does the organisation use to encourage cycling for their staff:

   1. On a work basis? 

      Crown Estate Scotland recently relocated our office back in 2020, and as part of the office premise decision making, the criteria of being located closely to active travel routes and active travel (provision for cycle parking, showering and changing facilities, equipment storage and drying facilities) was essential.

      Our Glenlivet office has cycle parking facilities.

      Our Business Expense Policy supports staff to claim mileage for business travel using their own bicycles. Staff can also claim for the initial registration fee and on-going charges for the use of any cycle through a city cycle scheme if they intend to use this for business purposes.

   2. On a leisure / health basis?

      Crown Estate Scotland utilise internal communication systems for wellbeing hubs; posting notices on health and wellbeing, open discussions, and a space where staff can share experiences. 

      Crown Estate Scotland participated in Love to Ride’s Bike Month Challenge in May 2023 to encourage staff to get their bikes and cycle for work, and leisure. We placed 1st in Edinburgh for our category of ‘Government and Public Services’ and 4th in Edinburgh and 19th overall in Scotland for our staff category of 50-199 employees.

3.  With regards to staff, does the organisation:

   1. Have any monitoring for what modes of transport staff use?

      Earlier this year a survey was conducted by the Quarter Mile 2 Building Manager (office space we are currently leasing). The survey was focused on cycling to work. It was designed to better understand what would help people cycle into the office (e.g., better cycling facilities).

      Other than the ad hoc survey, such as the one mentioned above, which only focused on cycling; we don’t monitor modes of transportation staff use.

   2. For their journey to work?

      We don’t monitor staff’s journey to work.

   3. For journey's during work time?

      We don’t monitor staff journey’s during worktime, unless it has been claimed through our expense claim policy which includes cycle miles, taxi charges, bus fares, and car mileage. But this is only if someone makes a claim.

   4. And if this data is recorded, request a copy of such data as detailed as it can be reasonably given, while still protecting personal data rights?

      Enclosed is a document of the information collected from the survey that was mentioned above in 3.a. Below is a summary table of the results:

4. How many of the following doe the organisation have available for staff use:
   1. Pedal cycles: 1
   2. Electric bikes: 1
   3. Motorbikes: 0
   4. Internal combustion cars: 0
   5. Electric or hybrid cars: 1 (hybrid)
   6. Internal combustion vans: 1
   7. Electric or hybrid vans: 0
   8. Heavy trucks: 3 (pickup trucks – Mitsubishi, Toyota Hilux & Ford Ranger)

5. Does the organisation mileage scheme clearly state the claim rate for cycling?

   Yes, Crown Estate Scotland’s Business Expense Policy provides rates for using your Bike; staff cannot claim mileage for use of their own bike for journeys to and from the office, but from the office to a business meeting. 

   The policy also allows claims made for the initial registration fee and on-going charges for use of any cycle through a city cycle scheme if intended to use for business purposes.

6. How many cycling miles have been claimed by the organisation’s staff in the past five years?

   6 miles have been claimed.

7. Regarding your current cycle to work scheme:

   1. Cycle to Work Scheme through Evans Cycle
   2. Currently the limit is: £1000. A new limit is in the process of being available- of £3,500 per bike.