The Environment Directorate - Corporate Director & Executive Member for Managing our Environment are scheduled to hold a private meeting to discuss and make decisions on council matters. The main item on the agenda is the vehicle replacement programme for 2025-2026, including the procurement of new vehicles and considerations for decarbonisation. The meeting will be held via Microsoft Teams.

Vehicle Replacement Programme 2025-2026

The main item for discussion is the vehicle replacement programme for 2025-2026. The Corporate Director - Environment, in consultation with Councillor Richard Foster, Executive Member for Managing our Environment, will be asked to approve the commencement of a procurement process for vehicle replacements and short-term hire for all services.

The council's current vehicle fleet consists of 1200 vehicles, including cars, vans, refuse collection vehicles, trucks, tippers, minibuses and agricultural vehicles. These vehicles are procured through a mix of contract hire, lease, purchase and spot hire.

The priorities for vehicle replacement are listed as:

• Enabling services
• Maintaining safety and compliance
• Reducing fleet emissions
• Focusing on the customer
• Achieving best value

The report pack states that directorates must provide a clear indication of funding and need for new vehicles. For replacement vehicles, the directorate must identify a continuing need for the asset and proof of budget funding.

When replacing or providing a new vehicle, several factors are scheduled to be considered:

• Condition of vehicle
• Mileage of vehicle
• Requirement of the user department
• Age of vehicle
• Whole life costs incurred to date
• Projected maintenance occurrences and costs
• Existing fleet utilisation
• Type of fuel of existing vehicle
• Alternative fuels available and viable

North Yorkshire Council plans to reach carbon neutrality by 2030, and the fleet management section will always consider the use of ultra-low emission alternatives that are practicable and available. The report pack states that the council aims to ensure the entire fleet meets Euro 6 standards¹ where applicable.

The Fleet Management Service is seeking to replace the following types and numbers of vehicles:

The estimated cost for this procurement is:

The report pack notes that short-term hire of vehicles may be necessary to cover maintenance downtime or urgent operational requirements, and that contracts for contract hire vehicles may be extended to facilitate an orderly replacement programme or cover extended replacement lead times.

Alternative Options

The report pack notes that one alternative option would be to continue to operate the existing vehicles, but that this may lead to issues due to the age of the vehicles leading to service disruption, and additional maintenance costs.

Climate Change Implications

A climate change impact assessment is included in Appendix B - CCIA Form. The assessment notes that the default choice of vehicle will be battery electric where practicable, possible and offers good value.

Equalities Implications

An equality impact screening form is included as Appendix A - EIA Form. The report pack notes that passenger vehicles used on registered local bus services will be replaced with vehicles that support the enhancement of wheelchair accessibility on North Yorkshire Council services.