Wonford House and the Cedars Car Parking Procedure

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1 Wonford House and the Cedars Car Parking Procedure Car parking arrangements for staff who use our services and staff at Wonford House and The Cedars Sites. Do you need this document in a different format? Contact PALS or dpn-tr.pals@nhs.net Document Control Policy Ref No & Title: Version: 2 Replaces / dated: Author(s) Names / Job Title responsible / Ratifying committee: Director / Sponsor: Primary Readers: Additional Readers Date ratified: Wonford/Cedars Car Parking Not applicable Anna Chapple / Premises Co-ordinator / anna.chapple@nhs.net Senior Management Board Director of Finance All staff All staff in 3 rd party organisations using Trust sites Date issued: Date for review: Date archived: March 2017 January 2018 N/A

2 Contents 1. Introduction Purpose of the Document Car Park Lay Out Eligibility to Park on the Site - the Points System Types of Permits Priority User Permit Standard User Permit Car Share Permit Visitor Parking Motorcycles Visiting Other DPT Managed Sites Applying for a Permit Appeals Process Travel Options Car Parking Regulation Leaving the Trust Car Parking Enforcement Parking at No Cost Appendix A Car Parking Plan Appendix B Staff charges Appendix C Car Share Parking Permit Scheme Terms and Conditions Appendix D Car Parking Tariff for Wonford House and the Cedars Appendix E Local Travel discount tickets Appendix G Alternate Travel Arrangements

3 1. Introduction This document sets out the Car Parking Procedure for Wonford House and Cedars site the Trust Car Parking Policy can be found here under selection C. It is strongly recommended that you read this Policy to understand the context of the new arrangements. The Policy has been drawn up to reflect the current best practice requirements form the Department of Health and to ensure that the car parking arrangements are as robust as possible due to the changes in the way Wonford House and the Cedars will work. This means that Priority Parking on the site has now been given to: a) People who use our services b) Staff who travel regularly on behalf of the Trust and need their car to carry out these duties c) Staff who work shifts d) Staff who elect to car share with colleagues who work at these sites As these are significantly different car parking arrangements to those that operated previously, they will be kept under constant review to ensure the arrangements continue to meet the needs of the Trust and demands of the site. Operational hours of the car parking enforcement are between 08.30am and 8.30pm, seven days a week. 2. Purpose of the Document The purpose of this document is to: a) Ensure staff are aware of the new car parking arrangements for Wonford House and the Cedars site. b) Enable staff to apply for a Trust approved Car Parking Permit to park on the site. c) Encourage staff to use alternative ways of getting to work and to acquaint staff with any support the Trust can provide. d) Ensure staff are aware of their responsibilities in respect of the new car parking arrangements. 3. Car Park Lay Out There are significant differences to the way the car park is laid out. A plan showing these areas can be found in Appendix A: Car Park Plan. There are designated parking areas for the following: a) Pay and display parking is available to people who use the Trust services and visitors. The Yellow areas marked on the plan are Pay and Display Only. (Pay and Display Visitor Parking) b) Staff who travel regularly on behalf of the Trust marked Green on the plan (Priority Parking) c) Staff who car share marked Blue on the plan (Car Share Parking) d) Standard parking for other permit holders marked Pink on the plan (Standard Parking) 3

4 e) People working on behalf of the Trust can only park within the Pink areas but must liaise with reception to register their car, failure to do this will result in a Parking Charge Notice (PCN) being issued, which will be payable by the individual. f) Yellow marked areas (Yellow dotted areas) are for paying visitors and people using Trust services only. DPT staff from any site are not permitted to park in this area. These areas and their capacity will be kept under constant review to ensure the areas meet the needs of the people who use our services. If spaces are not available on site you will need to find alternative parking off site. Reception will be able to give you a list of local parking areas. Please allow extra time to get to Wonford House and the Cedars to park. 4. Eligibility to Park on the Site - the Points System To determine whether staff met certain criteria to park on these sites a Points System has been introduced which ensures fair and equitable access for all staff. The details of the Points System are set out below. All staff can apply for a Parking Permit but only staff users who earn 4 points or more will be entitled to receiving a parking permit for their appropriate area, please note that this does not guarantee a parking space. This process is the same for staff from other organisations working on behalf of the Trust and bank workers. Their payment of 120 for the year will be made upfront via cash or cheque to the Car Parking Department on collection of their permit. Trust Assigned Students will receive a free permit for their duration of work; maximum of 12 weeks, this will need to be renewed every 12 weeks. Applications should identified that a Student is applying for a Parking Permit, they must comply with the points criteria, as indicated in Section 7 of this Policy and the application will need to be approved by line management. If you have any queries please contact dpn-tr.carparking@nhs.net. All trainees must comply with the points criteria as indicated in Section 7 above to receive a Parking Permit for their site; this will be charged at the minimum Banding (i.e Band 2, scale point x) or 5 per month whichever is cheapest; on application of this permit you must provide full salary details and authorisation given by your line manager. If you have any queries please contact dpn-tr.carparking@nhs.net. DPT Staff Priority User Permit 4 Points: Where a user requires the use of their vehicle for offsite work commitments on average two days per week or spends at least 50% of their time on such travel. Part time personnel will be assessed on a pro rata basis. For nonclinical staff who have a frequent but non-regular requirement from the Trust to travel for work should be considered on a per case basis by individual line 4

5 managers. The expectation is that where this equates to less than 50% of a role on a regular basis then pool or hire cars should be used instead of awarding 4 points. Standard User Permit 2 Points: Staff who live in excess of 1.5 miles from the site. 2 Points: Staff who are in a regular Devon Partnership Car Share arrangement. 2 Points: Personnel who are deemed to have dependent or family concerns that require them to park on site. This must be supported by their Manager along with a declaration that the individual s hours of work cannot be flexibly adjusted to fit for example public transport timings. 2 Points: Staff who regularly work shifts that start or finish during the core operational hours pm Monday to Friday. Other Organisations and Bank workers Priority User Permit 4 Points: Where a user requires the use of their vehicle for offsite work commitments on average two days per week or spends at least 50% of their time on such travel. Part time personnel will be assessed on a pro rata basis. For nonclinical staff who have a frequent but non-regular requirement from the Trust to travel for work should be considered on a per case basis by individual line managers. The expectation is that where this equates to less than 50% of a role on a regular basis then pool or hire cars should be used instead of awarding 4 points. Standard User Permit 2 Points: Staff who live in excess of 1.5 miles from the site. 2 Points: Personnel who are deemed to have dependent or family concerns that require them to park on site. This must be supported by their Manager along with a declaration that the individual s hours of work cannot be flexibly adjusted to fit for example public transport timings. 2 Points: Staff who regularly work shifts that start or finish during the core operational hours pm Monday to Friday. Your manager will have to sign of your application confirming the points you have stated in your application. 5. Types of Permits There are four types of permit available at Wonford House and the Cedars sites: Priority User Permit Standard User Permit (including Volunteer / Temporary) Car Share Permit Other Inc. patients 5

6 5.1. Priority User Permit For staff who travel regularly on behalf of the Trust this means as a minimum you need to use your own car to travel at least two times a week or spend at least 50% of your time on travel. Part time personnel will be assessed on a pro rata basis. Your Manager will have to authorise your application for your permit and sign off the necessity of your travel on behalf of the Trust. Travel patterns and mileage will be checked on the staff expenses system. You are allowed to register only two cars on this type of permit. Any Changes to the permit need to be requested through dpn-tr.carparking@nhs.net and there will be a charge. There is a charge for this type of permit at which will increase over the years, refer to Appendix B: Staff Charges for full information; part time staff will be worked out accordingly; staff working for the NHS on a different banding will be charged the appropriate amount as per the Agenda for Change (AfC) (e.g. if your salary is 30,000 for the year you will be charged the same as AfC Point 24). If you are not directly employed by the Trust there will be a charge of 120 per year. This permit will entitle the holder to park on the Priority Parking area marked Green on the plan Standard User Permit This type of permit is for all other staff who earn 4 points from the Standard User Permit section as indicated above in Section 4. Eligibility to park on the Site the Points System. You are allowed to register only two cars on this type of permit. Any Changes to the permit need to be requested through dpn-tr.carparking@nhs.net and there will be a charge. There is a charge for this type of permit at which will increase over the years, refer to Appendix B: Staff Charges for full information; part time staff will be worked out accordingly; staff working for the NHS on a different banding will be charged the appropriate amount as per the Agenda for Change (AfC) (e.g. if your salary is 30,000 for the year you will be charged the same as AfC Point 24). If you are not directly employed by the Trust there will be a charge of 120 per year. They will be entitled to park in the areas marked Pink on the plan Car Share Permit A Car Share Permit is available for staff who work at Wonford House and the Cedars site. Car sharing is when two or more Devon Partnership colleagues travel together instead of in separate cars. All partners must qualify for a permit as set out in the points system. They may choose to: Pool their cars and alternate between them, or Regularly use a single car and contribute to the costs. Two cars per partner can be registered on this scheme. 6

7 The aim is to reduce the number of cars on the road being used to transport a single person. In this way car sharing can help to reduce congestion and consequently improve traffic flow and journey times during peak travel hours. A minimum of two members of DPT staff sharing is necessary for this type of permit to be issued. To aid you in finding a DPT car share partner the Trust has set up on Daisy a Car Share area where staff can register their details and be linked up with potential car share partners. The link to this site can be found here Staff with this type of permit will be entitled to park in the designated car share area marked Blue on the plan. Any Changes to the permit need to be requested through dpntr.carparking@nhs.net and there will be a charge. To encourage this form of travel a discount of 50% on the permit charge will be made. The charge will be based on the lowest salary of the members of staff in the Car Share arrangement with the deductions being shared equally between the participants in the Car Share. Details of how the Car Share scheme will operate and an example of charges and savings are set in Appendix C: Car Share Parking Scheme Terms and Conditions Visitor Parking Trust Employees This is available for trust employees who are NOT based at Wonford House and the Cedars. Car Registration, ID and work base must be produced at Wonford House Reception and the Cedars Reception before a Visitor Permit is issued. Staff are reminded that incorrect use of permits is fraudulent and may result in investigation and disciplinary action. Staff with this type of permit will be entitled to park in the Standard Parking marked Pink only on the plan. If you park in the visitor Pay and Display bays, marked Yellow on the plan and not display a parking ticket you will receive a PCN. If staff decide to park on the Pay and Display bays they will not be able to claim the money back through expenses. These will be available from the reception at both Wonford House and the Cedars. Visitors All visitors to the site are to Pay and Display; there are three machines, one on the Cedars site and two in front of Wonford House Motorcycles Motorcyclists are not required to purchase either a parking permit or a pay and display ticket. Motorcycle parking areas are located around the sites within the main car parks if there are any issues with these areas please contact the Car Parking Team via dpn-tr.carparking@nhs.net 7

8 Motorcyclists are not allowed to park in car parking spaces, this will result in the issuing of a Parking Charge Notice (PCN). Motorcyclists must not cause any obstruction for other site users. Motorcyclists causing an obstruction will be subject to a Parking Charge Notice (PCN) Visiting Other DPT Managed Sites Staff who have been issued with a Trust approved Parking Permit will be able to park on any other Trust managed site at no extra cost, those sites under a Car Parking Management System will be listed on the Trust Car Parking Policy under Appendix A: Car Parking Procedures. NB: this only applies to sites which are listed on the Trust Car Parking Policy, if they are not listed and you park without abiding to that sites rules you may be liable to receiving a PCN. This does not guarantee a parking space. Other site which are not Trust operated operate their own parking system, these permits will not be valid at any Trust site Applying for a Permit Applications for car parking permits can be made online via: Alternatively please contact the Car Parking Department on dpn-tr.carparking@nhs.net for an application form. Please ensure that you complete all the respective boxes on the form and provide a reasonable amount of detail about your circumstances if you are applying for a permit on the basis of your dependants or family responsibilities. If you are applying for a permit based on your use of your car on Trust business the details you submit will be verified on the Trust s travel system. All applications have to be approved by your manager on line, this will be automatically checked by the Car Parking Team, any application forms filled in will need to be approved by your manager and then forwarded to The Car Parking Office. Detailed guidance on this can be found on the application form. If you have not heard anything about your application within 14 days please liaise with your manager or contact the Car Parking Team via dpntr.carparking@nhs.net It is the applicant s responsibility to complete the application with the correct details, this includes your address, name, assignment number, the correct salary paid (PT Salary) and the correct points marked including the appropriate requested detail. Forms will not be processed or returned if details are not filled in correctly. Appeals will be held fortnightly from February

9 6. Appeals Process If your application for a car parking permit is unsuccessful then you are able to appeal the decision. All appeals are heard anonymously; fortnightly from February You will need to set out the reasons for your appeal in writing giving full and specific details of the reasons for the appeal. The Car Parking Appeals Panel will consult with your manager and any other sources as necessary to ensure there is sufficient information in relation to the appeal. This appeal needs to be sent to the Car Parking Department via dpn-tr.carparking@nhs.net. Meetings can be held as frequently as necessary depending on the availability of participants see the Trust Car Parking Policy. If the appeal is unsuccessful you can make a second and final appeal. This must be supported in writing by your Managing Partner or equivalent to the Car Parking Department. If you are unsuccessful at this stage then there is no other appeal mechanism. Details of how the Appeals Panel works are contained in Appendix E in the Trust Car Parking Policy which can be found here under selection C. 7. Travel Options The Trust is aware that the new car parking arrangements mean that some staff will not be eligible for a car parking permit. Also consistent with the Trust s Sustainability Management Plan the Trust wishes to encourage staff to consider alternative travel options even if they are eligible for a car parking permit. For further details please refer to Appendix G: Alternative Travel Arrangements. The resources include: a) Travel Line South West ( which will allow you to plan your journey from home to work and return using public transport including all travel times timetables etc. b) Discounted tickets on local bus services. For those staff wishing to do so the Trust will make this facility available as a salary sacrifice scheme further reducing the cost of travel. Please see Appendix E for further details. c) Enhanced bicycle facilities onsite including upgraded bike shelters and shower and change facilities. d) Onsite pool cars available for staff who have occasional travel requirements on behalf of the Trust and access to the Trust arranged car hire scheme for longer business journeys. e) Information on the Park and Ride schemes in the City. 9

10 f) Availability of a dedicated Trust Car Share Register on Daisy together with access to The Devon Car Share Scheme for those staff who wish to explore wider options, refer to Section Car Parking Regulation Please ensure you have read and understood this section if you are going to be using the car parks on Wonford House and the Cedars site. The Pay and Display facilities must not be used as an overspill car park by permit holders. It is acknowledged that the vast majority of staff use valid permits and have no intention of abusing the system. The statements below are intended to protect these staff and to ensure the sites are able to operate with priority to people who use our services and staff who travel on behalf of the Trust. a) Under no circumstances are members of staff to use patient permits. Staff found using these permits will be issued with a Parking Charge Notice (PCN). Where appropriate disciplinary action may be taken and abuses reported to NHS Protect (Counter Fraud Service) for investigation. b) Permits are only valid for use within areas indicated in the document and on the site plan. c) Permits are also only valid for the cars they are registered to; if your car registration changes dpn-tr.carparking@nhs.net. d) Vehicles parked in a designated staff parking area without displaying the appropriate permit or no contact with reception to register your car will be subject to a Parking Charge Notice (PCN). e) Abuse of the permit system may result in that individual having their parking permit withdrawn and may lead to disciplinary action. Abuse of the permit system will be reported to NHS Protect (Counter Fraud Service) for investigation. f) All instances where a member of staff has allowed another person to use their permit will report in the incident being reported as fraud and permit entitlement will be withdrawn. g) Any abuse of the Blue Badge scheme will be reported to the relevant authorities. h) Permits must not be altered, copied or reproduced in any way. Anyone found contravening this instruction will be issued with a Parking Charge Notice (PCN), and disciplinary action will be taken. All incidents of alteration or reproduction will be reported to NHS Protect (Counter Fraud Service) for investigation. i) Staff car parking permits are not transferable to other Trust members of staff, family members or the public. If you allow another person to use your permit the Trust will take steps to recover any losses and may cancel your permit/render your fob inactive. j) The correct permit must be displayed for Wonford House and the Cedars. No other permits are valid. 10

11 k) If you are a visiting member of Devon Partnership staff a temporary parking permit can be obtained from reception upon production of a DPT identity badge l) If you are a registered DPT Volunteer a temporary parking permit can be obtained from reception on production of a DPT identity badge 9. Leaving the Trust When leaving the Trust you are required to hand in your car parking permit as part of the leaving process. The Trust will notify the Car Park Management Company of all leavers and their permit details to avoid misuse of permits. Special arrangements apply to those who have been issued with a Car Share Permit. These are set out in Appendix C: Car Share Permit Scheme: Terms and Conditions. 10. Car Parking Enforcement The Trust is committed to the British Parking Associations Hospital Parking Charter. The basis of enforcement on the site is fairness and equity. There will be no exclusions, irrespective of grade, influence and status. All vehicles entering the site are subject to the parking restrictions. Trust sites are private land and as such any vehicle s driver or keeper who enters the site agrees to abide by the Trust Parking Regulations which are clearly displayed at the entrances and prominently around the sites. The enforcement regime is designed to ensure the site is clear of obstruction allowing free flow of traffic and emergency vehicles and that those people permitted to park are able to do so. The following contraventions will result in the issue of a Parking Charge Notice (PCN). a) Parking in hatched areas which denote no parking at any time. b) Parking where there are double yellow lines or other markings indicating no parking, waiting or stopping. c) Parking in a disabled space without a blue badge d) Failing to fully display in the windscreen area (it must be readable from outside the vehicle) a valid permit for the area your car is parked in a warning notice will be issued on the first occasion. If you are waiting for a permit to be issued (for a new starter or late renewal for example) you must not park on the site until you have been issued with the appropriate permit. e) Parking over or blocking pedestrian walkways. f) Parking outside of the designated parking spaces; this includes parking on grassed areas. 11

12 g) Failing to display a pay and display ticket. h) For pay and display where the time paid for is exceeded. i) Motorcycles in a car parking space (outside designated motorcycle parking area) j) Failing to display the correct Pay and Display ticket. Early payment of the Parking Charge Notice (PCN) will mean a reduced charge the details of which will be on the Parking Charge Notice (PCN). Any appeal made against the issuing of a Parking Charge Notice (PCN) must be made directly to the Car Parking Management Company as set out on the rear of the Parking Charge Notice (PCN) not directly to the Trust. All appeals against Parking Charge Notices (PCN) will be reviewed and determined by the Car Parking Appeal Panel the details of which can be found in Appendix E of the Trust Car Parking Policy this can be found at under section C. 11. Parking at No Cost The following categories of people will not be required to pay for parking their car on site: Category of Person Where to Obtain Permit Type of Permit Parking Area(s) People with disability Not necessary if you hold a valid blue badge Not required display Blue Badge Disabled spaces/visitor Parking Frequent attendee at outpatients (1) Car Park Managing Group Temporary permit Visitor Parking Visitor whose relative is gravely ill Ward Manager via Car Parking Group Temporary permit Visitor Parking Visitor to extended inpatient stay (2) Ward Manager via Car Parking Group Temporary permit Visitor Parking Volunteers Car Parking Group via permit application form Standard Permit Standard Permit area only Trust Assigned Students Car Parking Group via permit application from Temporary permit (12 week max) Depending on points met Trust contractors Main Reception Wonford House Temporary permit Standard Permit area only Motorcyclists Not necessary Not required Designated motorcycle spaces 1. People who use our services who are required to attend the sites to access Trust services at least 3 times in a week or more than 6 times in a four week period.. The appropriateness of issuing a permit will be determined by the Car Park Manager who will hold a supply of temporary permits. 2. Visitors to a person using our Trust services who have an extended stay of at least 8 weeks and the visiting is likely to be at least once per week. The appropriateness of issuing a permit will be determined by the Ward Manager who will need to contact the Car Parking Group via dpn-tr.carparking@nhs.net with the correct details to arrange for a temporary permit.. 12

13 Appendix A Car Parking Plan NB: Car Park plan will be monitored on a monthly basis and may be subject to change please see updated versions on Daisy. 13

14 Annual Cost Montly cost Annual Cost Montly cost Annual Cost Montly cost Annual Cost Montly cost Annual Cost Montly cost Appendix B Staff charges Any salary which falls between identified scale points on the Agenda for Change will be charged at the lower cost, for example if you are paid 38,000 per year you will be making a contribution which is the same as Scale point 31. NB; Costs may vary after any increase Banding Point Salary Band 2 Point 2 15, Point 3 15, Point 4 15, Point 5 16, Band 2/3 Point 6 16, Point 7 17, Point 8 17, Band 3 Point 9 18, Point 10 18, Band 3/4 Point 11 19, Point 12 19, Band 4 Point 13 20, Point 14 21, Point 15 21, Band 4/5 Point 16 21, Point 17 22, Band 5 Point 18 23, Point 19 24, Point 20 25, Band 5/6 Point 21 26, Point 22 27, Point 23 28, Band 6 Point 24 29, Point 25 30, Band 6/7 Point 26 31, Point 27 32, Point 28 33, Point 29 35, Band 7 Point 30 36, Point 31 37, Point 32 38, Band 7/8a Point 33 40, Point 34 41, Band 8a Point 35 43, Point 36 44, Band 8a/8b Point 37 46, Point 38 48, Band 8b Point 39 50, Point 40 53, Band 8b/8c Point 41 56, Point 42 57, Band 8c Point 43 59, Point 44 62, Band 8c/8d Point 45 66, Point 46 68, Band 8d Point 47 71, Point 48 74, Band 8d/9 Point 49 78, Point 50 82, Band 9 Point 51 86, Point 52 90, Point 53 94, Point 54 99,

15 Appendix C Car Share Parking Permit Scheme Terms and Conditions The following terms and conditions apply to the Car Share Parking Permit Scheme: a) All partners must qualify for a permit as set out in the Points System. b) Car Share Parking Permits will be issued to each driver but only one can be used at any one time. We will issue the same number to everyone in a car share group (to enable only one car in a group to park on site at any one time for example all four will have number 42). All vehicles identified on site with the same permit number will receive Parking Charge Notice (PCN). c) Partnerships must be for a minimum of two and normally a maximum of four members of DPT staff. d) One of the partners may use the Car Share Permit for the remaining day of the week and still park in the Car Share designated area. e) In the event of exceptional circumstances for example urgent childcare/dependant illness; personal injury/illness to a driver, the Car Parking Department will ensure arrangements are made to get you home where appropriate. f) Should your car sharing partner leave, or their circumstances change making them ineligible then the remaining partner must notify the Car Parking Department. Staff left without a partner will have two months to find a suitable replacement or leave the scheme. g) Contravention of the scheme requirements will lead to exclusion from the scheme. h) The scheme will be regularly audited and partnerships will be required to confirm continuing compliance at regular intervals. i) The scheme will be monitored by our Car Parking Management Company. j) Everyone who has a car and who wishes to use it as part of this scheme must register with the full details of their car sharers. A discount for this scheme is 50% of your normal parking charge per month, only those who drive will be charged and this will be at the lesser amount. 15

16 Appendix D Car Parking Tariff for Wonford House and the Cedars Car Parking Tariffs The scale of charges is clearly displayed on boards adjacent to each ticket machine and is as follows. Drop off and pick up 20 minute free period Free Up to 2 hours parking 2.50 Up to 4 hours parking 4.50 All day parking 8.50 Weekly parking visitors Parking Charge Notice 100 Discount for payment within 14 days 40 Charging hours hours daily Payment by card will incur an administration charge per transaction. RingGo telephone / online payments location number is

17 Appendix E Local Travel discount tickets Discounted staff travel with Stagecoach We have an agreement with local bus operators Stagecoach whereby staff can purchase discounted Megarider tickets through monthly deductions from their salary. Stagecoach have recently revised their prices as follows: Exeter: 10% discount on the normal cost of an Exeter Megarider ticket, 504 per 52 weeks. Monthly deduction from salary of 42. Normal price before discount is 560. Devon-wide: Devon Megarider Gold ticket, 882 per 52 weeks. Monthly deduction from salary of Normal price before discount is 980. North Devon: North Devon Megarider ticket, per 52 weeks. Monthly deduction from salary of Normal price before discount is Torbay: Torbay Megarider Gold ticket, 585 per 52 weeks. Monthly deduction from salary of Normal price before discount is 650. Exmouth: Exmouth Megarider Gold ticket, per 52 weeks. Monthly deduction from salary of Normal price before discount is 452. Newton Abbot: Newton Abbot Megarider Gold ticket, per 52 weeks. Monthly deduction from salary of Normal price before discount is 452. To apply for any of these Megarider tickets please complete the application form which can be found under Forms/guidance on the right hand side of the Travel and Expenses page on DAISY. Further enquiries about this scheme can be made to Car Parking Administration on or by dpn-tr.carparking@nhs.net 17

18 Appendix G Alternate Travel Arrangements 18

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