This report is exempt as it contains staffing implications and budgetary information relating to the tendering of contracts.

The Committee was presented with three options for the future of the Community Transport service in Runnymede.  This was following a comprehensive review in the light of the Council’s financial position and an assessment of demand for and viability of the service since the Covid Pandemic in 2019.

The Committee recalled that Community Transport had been provided in the borough for over 20 years.  Among the service objectives were to connect communities and reduce isolation.  Latterly, the service was provided across Runnymede and Surrey Heath.

Members were apprised of the economic and environmental effects of the service coupled with a reduction in demand which meant the service was under-utilised and heavily subsidised.  Furthermore, the County Council’s plans to roll out a two year pilot of a Demand Responsive Transport Service would potentially further reduce demand for other Community Transport services.  The Committee agreed that all these factors had implications for future viability unless costs could be reduced and income generated.

Members noted the scope and process of the review and agreed Officers had been both thorough and fair in their approach and the conclusions drawn, discounting the ‘do nothing’ option and withdrawal of the service altogether.  Members’ attention was drawn to the full options appraisal and SWOT analysis appended to the report.  The legal implications were noted and that a full Equalities Impact Assessment had been undertaken.  The Committee was also advised of the risks of pursuing the preferred option but agreed that these were outweighed by the potential positive outcomes as presented.  These were in particular, the significant financial saving, the procurement of an accessible electric fleet of minibuses in partnership with the County Council and the resulting reduction in carbon emissions and revenue cost.

Officers highlighted a revised charging structure for the 2025/26 fees and charges and that a further full service review would take place in 2026/27.

It was agreed to provide one Member a table of estimated savings associated with the fuelling of the electric Meals at Home vehicles in relation to fuel spend as it was acknowledged that Hydrotreated Vegetable Oil (HVO) was more expensive than diesel.  It was agreed this would help evidence how fast a transition could be made from HVO to electric vehicles.

As a result of a full consideration of the report, the Committee agreed that the most sensible and cost effective option was ‘Social Value Transport with identified contract capacity’.  Members were particularly pleased that arrangements to procure vehicles in partnership with the County Council were progressing, the details of which were noted, including the projected annual savings and grant funding option should this be necessary.  In addition, it was pleasing that the chosen option also aligned with the Corporate Climate Change Strategy and action plan, the Electric Vehicle and the Sustainable Fleet Management Strategies.  This option also had the least impact on staffing resources whilst maintaining an effective and supportive service to some of the most vulnerable members of the Community, as well as helping the day centres to remain open to all.

In order to take advantage of potential contract opportunities which were often time limited and presented themselves at relatively short notice, it was agreed to recommend to Corporate Management Committee that delegated authority be given to the Corporate Head of Community Services to move such projects forward in a timely manner.

Officers would keep the Chair of the Committee updated on the funding bid to the County Council and whether the failsafe option to apply to the Climate Change Pump Prime Fund would be needed.  Officers would also share the marketing plan with the Committee when it was available.

Officers were thanked for their report and the Committee was pleased to make the following recommendations to Corporate Management Committee accordingly.

Recommendation to Corporate Management Committee that –

i)          a rationalisation of the Community Transport Service as set out in Option 3 of the Officer’s report be approved;

ii)         entering into an agreement with Surrey County Council for the procurement of electric vehicles in the terms described in the Officer’s report be approved;

iii)        subject to proceeding with the procurement of electric vehicles, in the manner specified in the Officer's report, the drawdown of a capital estimate in the sum reported for this purpose be approved, to be funded from the equipment replacement reserve within the Financial Years 2024 and 2025;

iv)        the procurement of electrical vehicle charging infrastructure, to be funded from the Climate Change Pump Prime Fund, to a maximum value as reported, be approved; and

v)         the delegation of authority to the Corporate Head of Community Services be approved to submit tenders to deliver contract transport opportunities up until 31 March 2027 and to the maximum sum as reported per contract tender