The up-dated policy is under review and awaiting approval, in the meantime please refer to the following policy. Colleague Car Parking Permit Policy, Procedures and Guidelines -Effective 1st April 2011 Introduction First Great Western (FGW) operate station car parks as a service to customers travelling by rail. Car parking is provided for some Colleagues that work shifts or are on call as part of their duties. At some locations, car park capacity means that we must ensure that provision for Colleagues does not result in customers being unable to park. Although car park space may not be limited at all locations, to ensure fairness, parking for all Colleagues in First Great Western is subject to the same procedures set out in this policy document. Car parking permits are issued to colleagues based on locations where there is capacity to do so, and unless specifically noted in a local agreement or in a contract of employment, free car parking is not a committed right. FGW encompasses all Colleagues and stations formerly known as Great Western Trains Company Limited, First Great Western Link Limited and Wales & West Passenger Trains Limited. These regulations supersede all previous arrangements for all Colleagues in FGW at all FGW stations. This policy will go live from April 1st 2011. Definitions This document applies to all FGW employees This document applies to all FGW station car parks. This document does not apply to London Paddington Station car park. Parking enquires for this station should be raised with the Local Management/Network Rail. This documents does not apply to car parks at stations where another Train Operator is Station Facility Owner. Car Park Permit Entitlement The following are entitled to Car Park Permits: Employees who work shifts - at their home station (and one other designated station to ease congestion at home station). Employees who carry out on-call duties - ‘all-stations’ permit. Employees with a contractual entitlement. Other Persons may be allocated Car Park Permits: As requested by the board of directors. As requested specifically by the Customer Service & Commercial Director or Head of Stations. Conditions of Use Permits are for work use only and will not be used for any other purposes or at times when the employee is not at work. All permits must be displayed clearly in the vehicle at all times. The permit is only to be used on the vehicle(s) registered for that employee. The permit is only to be used in the car park(s) registered for that employee. Cars parked in FGW station car parks must adhere to / are subject to local conditions of parking (i.e. non use of disabled, short stay bays, premium or reserved bays). Car Park spaces are provided on a first come first served basis and the issue of a permit does not provide the user with dedicated parking rights. Permits are issued free of charge. Employees who are entitled to and clearly display the international ‘Blue Permit’ in their vehicle for disabled parking is entitled to park free of charge in the disabled bays at any stations. Parking is not otherwise permitted in marked disabled bays. Any vehicles or persons in breach of the above will be subject to penalty charge, and potentially removal of the car parking permit. Cars are parked at the owners risk. Issue of and changes to car park permits Permits are renewed annually on the 1 April and will run until the 31 March the year following. Permits can be issued during the year when an employee becomes eligible. Any changes to vehicle details must be forwarded to Apcoa Customer Service Centre by the Colleague concerned, quoting the original permit number, the first occasion of change will be free of charge, after which an admin fee of £10 shall be applicable per occasion of permit re-issue (this does not apply to pool/company cars) On termination of employment with First Great Western, car-parking permits must be surrendered to line management and forwarded to Apcoa Authorisation Car parking permits for station Colleague grades should be authorised by the responsible Station Manager/Team Support Car parking permits for Drivers, Train Manager and On-Board Service Colleague grades should be authorised by the responsible Regional Manager/Team Support. Car parking permits for Control Centre Colleague should be authorised by the relevant CIC Manager, Control Manager, Fleet Support Manager, Performance Manager and/or relevant Team Support Car parking for permits for Technical Riding Inspectors (TRI) should be authorised by either the Engineering Director or Fleet Performance Engineer. Car parking permits for applicable Milford House and other applicable non- frontline colleagues should be authorised by the Station Contracts Manager. Car parking permits for all other members of Colleague must be authorised by either the Head of Stations or the Customer Service & Commercial Director. Applications for parking off individual Colleagues will not be accepted. Contacting APCOA for Colleague permit issues, general enquiries and changes Designated Requestors may submit Colleague permit requests to APCOA via email, the email address is: [email protected] (for all permits except Reading MSCP) PERMIT REQUESTS FOR READING MSCP (applying the entitlement criteria) should be sent to: [email protected] ALWAYS REMEMBER TO INCLUDE YOUR FULL POSTAL ADDRESS TO ENSURE THE PERMITS ARE DELIVERED IN A TIMELY FASHION! All other requests (other than Penalty Notice queries), including for individual Colleagues who wish to change any details of the permit should call the APCOA Customer Service Centre on: 0845 165 2030 Please note that permit requests (for applicable staff) for Reading MSCP are dealt with through the local APCOA Manager at Reading, the email address is [email protected] Dealing with Penalty Notice Issues When a Penalty Notice is issued, the Appeal process is documented on the notice issued. All appeals are dealt with in writing, due to their potential legal nature. Photographs are always taken in connection with a Penalty Notice issue to indicate why the penalty has been issued. Designated Requestors should contact the FGW Station Contracts Manager to obtain any photographic evidence and discuss the matter should they feel there is a genuine reason. “Benefit of Doubt” will be exercised in extreme and exceptional circumstances. Car Park Permit Request Process A list of Team Administrators who manage car park permit details will be supplied to APCOA by the Station Contracts Manager so they know who is empowered to request Car Park Permits. Employee Requiring Parking Permit Relevant Details Authorised Requestor Permit Request Queries resolved APCOA with Contract Administrator Manager Issue Permit Local Conditions London Paddington This document does not apply to London Paddington Station car park. Parking enquires for this station should be raised locally with Paddington Station Management (FGW or Network Rail). Reading Multi-Storey Car Park Reading Station is currently the only barrier-entry controlled car park and is at capacity. As a result, the following conditions are in place. o All Station Colleagues based at Reading shall be entitled to free Colleague parking at Reading MSCP o Traincrew and Revenue Protections with a historical right (ie those already with a permit) shall continue to be entitled to free colleague parking at Reading MSCP. This included permits issued to Paddington, Reading and Oxford depots. New Requests for those not already holding permits shall NOT be entitled to a permit in Reading MSCP, but instead shall be entitled to free parking in Holly Brook Court (see briefing sheet dated 24/02/10) o On-Call managers are entitled to a premium bay permit to be used for on-call and work purposes. o MSCP pass cards are only valid for use in the long-stay areas of the car park – levels 1-9. All other Colleagues based at other FGW Stations and Depots are not entitled to free parking at Reading MSCP. REVISED CONDITION: Drivers based at Oxford and Paddington currently entitled to permits at Reading MSCP continue to do so. Also those based at Paddington station with a permit for Reading MSCP are also entitled. NEW REQUESTS ARE NOT PERMITTED, this revised condition applies only to those already with entitlement. Bath Spa Station and Southgate Car Parks In connection with the Southgate Development at Bath, changes to current parking arrangements and the subsequent loss of capacity shall mean that only those who are employed at Bath Spa station shall continue to be issued with free parking. Colleague employed at other stations or depots shall not be entitled to free Colleague parking at Bath Spa. REVISED CONDITION: Drivers based at Bristol Temple Meads currently entitled to permits at Bath Spa continue to do so. Also Colleagues Managed by the Senior Station Manager for the Bath Area (ie those employed to work at Chippenham and cover Bath Spa) also are entitled free parking at Bath Spa. FOR BRISTOL BASED TRAINCREW, NEW REQUESTS ARE NOT PERMITTED. This revised condition applies only to those already with entitlement. Those who do not satisfy the condition above ARE NOT entitled to free permits at Bath Spa. Bristol Temple Meads A dedicated section of the car park is provided for all HSS Drivers based at Bristol Temple Meads. All other applicable Colleagues shall be issued with a permit to park in Outside car park. Colleague permits will not be valid in the Short Stay, Undercover, CrossCountry or Network Rail car parks or any Disabled Bays (unless a Disabled Badge holder). Didcot Parkway Unless otherwise agreed, all Colleague Parking Permits issued for Didcot Parkway shall be for Foxhall Car Park only. Exeter St David’s A Network Rail owned car park exists at Exeter St.Davids. FGW Colleagues are allowed to park there on an informal basis and therefore APCOA do not issue parking permits for Colleague at Exeter.