Cycling guidelines

1. Introduction

These guidelines have been produced by Essex County Council’s (ECC) Sustainable Travel Planning Team (STPT) as part of the Employee Travel Plan.

The council’s strategies on transport, travel and the environment aim to encourage sustainable travel patterns and modal shift (away from the use of the private car) by promoting alternative methods of transport such as walking, cycling, public transport and car sharing.

We would like to promote the use of cycles for short journeys on council business, as well as cycling to and from work, and this guidance provides some help and advice about cycling for business and personal use.

ECC recognises its legal and moral duties and will do all that is reasonably practicable to ensure high standards of health, safety and welfare are achieved and maintained for all of its employees who use bicycles as part of their work.

2. Safety

While cycling is beneficial for both the environment and personal health, the council considers the safety of its employees to be of prime importance.

Employees who use ECC pool bikes will be required to inform the Sustainable Travel Planning Team of any maintenance or repairs that are necessary, when they return the pool bike at the end of each hire period. These repairs will be carried out under the cycle maintenance contract (see section 3). Any concerns or defects should be reported to the Sustainable Travel Planning Team as soon as they have been identified.

ECC strongly recommends the wearing of appropriate safety items such as, a safety helmet (US Snell B90/B95 standard or European standard CE mark) and a reflective sash, armbands or waistcoat. These items are available from the Sustainable Travel Planning Team at travelplanteam@essex.gov.uk.

Front and rear lights must be used whenever light or visibility is poor. Employees must check that both front and rear lights are working, even if they set off in conditions of good visibility.

Consideration must be made to their personal safety when cycling in extreme weather conditions, for example, ice or snow.

Employees are strongly recommended to take out their own liability cover (see section 6).

All employees must adhere to the Highway Code.

3. Maintenance

ECC pool bikes are fully serviced regularly by a local cycle outlet. Checks are also undertaken each time a bike is borrowed.

A track pump is available for use in the cycle compound located under SEAX House.

4. Short journeys on council business

Short business journeys are usually defined as journeys not normally more than 10 miles for a return trip, however trips should be discussed and agreed with your manager. They should be reasonable in terms of time spent away from the office travelling to and from destinations.

5. Cycle mileage rate and reimbursement for business journeys

Employees who use their bike for travel on council business shall be eligible to claim business cycle mileage. The mileage reimbursement rate may be subject to change in line with other mileage rates. For further details refer to the expenses function on My Oracle, choosing 'mileage bicycle' as the type of journey.

6. Insurance

The insurance arranged by ECC jointly indemnifies employees, whilst acting in the course of their official duties, and provides cover against all sums that are legally liable to be paid, by the authority, as a result of an employee using their own or a pool bike during the course of their work. This would include the council’s liability to employees using bikes on county business and the liability of employees whilst cycling on official duties.

It is conceivable, however, that the acts of an employee using a bike on county business may be considered personal and not the responsibility of the authority. In such circumstances the employee could be personally liable for any injury, loss; including theft, or damage caused and it is therefore strongly recommended that employees take out their own liability cover, which could form an extension to their household insurance. It may also be possible to take out a specific pedal bike policy. Employees are advised to check the position with their insurers.

Any cover provided by the authority would not be operative whilst employees are travelling to and from their normal place of work, unless they were deemed to be using the bike in accordance with their official duties.

ECC's Sustainable Travel Planning Team encourage the use of pool bikes during the day for lunch time errands or leisure use, but employees would be personally responsible for their movements and therefore would require their own liability cover in these cases.

7. Training

Employees who use their bike for council business will not normally be required to undertake cycle training, unless requested by the individual. However, in exceptional circumstances, for example where an individual is involved in an accident whilst on county business, the manager of the individual will be responsible to ensure the incident is discussed and recommendations made to prevent future occurrences.

For information on road safety and cycle training for new and returning cyclists, see the cycling information section of the Safer, Greener, Healthier site.

8. Facilities for cyclists

Cycle parking facilities at County Hall are located under SEAX House. This facility has secure parking with a drying room, lockers and a track pump. Showers and changing facilities are available in the Triangle Club, located off the car park under C block. If you wish to access the Triangle Club an ECC staff ID card will be required. Facilities can differ across the other ECC hub offices.

For more details about a specific site, or further information regarding the facilities at County Hall, email the travelplanteam@essex.gov.uk.

Contact the Travel Plan team

You can contact the Travel Plan team by:

• email: travelplanteam@essex.gov.uk
• phone: 0845 603 7631