FLEET ROAD RISK POLICY
SGPilliner
U:\PolicieandProcedures\FleetRoadRiskPolicy\FleetRoadRiskPolicy040903
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Fleet Road Risk Policy.
1.0 Introduction.
Carmarthenshire County Council is committed to manage the risk associated with the
operation of road and passenger transport. The County Council is intent on improving
road safety through the responsible use of transport associated with the delivery of
services to the people of Carmarthenshire.
The Fleet Road Risk Policy promotes the safe use of vehicles through programmes
that will enable all transport users to integrate transport into the service
delivery/business process.
2.0 Policy Scope.
2.1 The Policy covers all operational vehicles (to include pool cars) and drivers
(employed and voluntary) utilised in service delivery by and for the Council. It
excludes employee leased and owned cars.
2.2 This document should be read in conjunction with associated transport documents
:
The policy for the provision and maintenance of vehicles within the Council.
The agreement for the provision and hire of vehicles of Vehicles.
Carmarthenshire County Council Driver Development Manual.
Procedures for the safe loading and maintenance of vehicles.
The Disciplinary Rules.
3.0 The Important Legal Requirements.
3.1 Transport users are often unaware that they operate in one of the most regulated
industries within the UK today. Legislation governs the way we build, operate and
manage our transport.
3.2 The Traffic Commissioner licenses our Goods Vehicles and in effect has control
over every vehicle operated by the Council. He in conjunction with the Police and the
Health and Safety Executive have wide powers that include prosecution through the
Courts, disciplinary action against the Council and its Transport Manager, suspension
of our licence to operate goods and passenger vehicles and more recently impounding
and confiscation of vehicles.
3.3 The Council is therefore required to operate all plant and vehicles safely and to
have suitable management procedures in place to comply with all legal obligations.
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4.0 The Key Objective.
4.1 Carmarthenshire County Council is committed to providing a safe environment
relating to the use and operation of its vehicles and plant. The County Council will
ensure its operational transport is properly administered, operated safely in
accordance with all legal obligations and road risk is proactively managed.
The County Council will deliver its commitment through four key tools :
Vehicles & Plant
Management &
Ownership
Community
Safety
Journeys
Employees
5.0 Management and Ownership.
5.1 The Head of Transport has responsibility for the Fleet Road Risk Policy and will
implement the policy through Heads of Service and Service Managers.
5.2 The Policy seeks to improve safety of the operational use of transport within the
Council. Operational Heads of Service, Managers and Supervisors have day to day
responsibility to ensure their departments comply with the content of the Fleet Safe
Use Policy, the Fleet Maintenance Policy, terms of the Hire Agreements and all
procedures issued relative to the operation of vehicles and plant.
5.3 Drivers have responsibility for ensuring vehicles and plant are used in accordance
with the law at all times.
5.4 All vehicles and plant will be subject to corporate , centralised ownership and
operated in accordance with this and supporting policies and procedures.
5.5 The County Council will keep up to date with
best practise relative to
management of road risk, by a process of learning through membership of appropriate
transport, safety organisations and through training. We will implement best practise
and continually develop our management arrangements for reducing road risk.
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5.6 Risk assessments of each transport operation will be undertaken at two yearly
intervals. The frequency will be increased if necessary e.g through information
obtained from monitoring accidents and incidents or through changes in transport
related legislation.
6.0 Vehicles and Plant.
6.1 Plant/Vehicle Selection.
The Council will ensure that vehicles and plant purchased by the Council are selected
to be fit for purpose, comply with the latest legislative requirements and contribute to
safety improvements to meet the objectives of the Fleet Road Risk Policy.
Plant and vehicles will only be selected following an analysis and risk assessment of
the operational requirements of the service.
All vehicles must be in high visibility colours (white or yellow) and where practicable
be equipped with high visibility, conspicuous tape. Vehicles and Plant will also be
liveried in accordance with Corporate Policy and agreed by the Head of Customer
Relations.
6.2 Licensing.
The Council will ensure all plant and vehicles are properly licensed to comply with
legislation.
6.3 Maintenance.
The Council will ensure the plant and vehicle fleet is in a fit and serviceable condition
through the implementation of
rigorous and
effective maintenance procedures that
must include :
Pre use safety inspection for vehicles procured / hired for use within the
Authority.
A written daily defect checking and reporting system for all drivers, (through
the use of the County Council official vehicle log book); defects are repaired
in accordance with our maintenance policy.
Pre-planned, scheduled safety inspections and servicing in accordance with all
Statutory, Department for Transport and Manufacturers recommendations.
Independent checks on the Council’s maintenance procedures will be
undertaken on a periodical basis by an accredited trade organisation.
6.4 Legal Obligations.
Vehicles and plant will be used in accordance with all legal obligations and the
Council will meet the commitments provided to the Traffic Commissioner i.e.
Vehicles and trailers , including those hired are kept fit and serviceable.
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The rules on drivers hours and tachographs are observed and proper
records kept.
Motor Vehicles and trailers are not overloaded.
Vehicles operate within speed limits.
Drivers report promptly any defects that could prevent the safe operation
of vehicles and that any defects are promptly recorded in writing.
Records are kept for 15 months of all driver defect reports , all safety
inspections , routine maintenance and repairs to vehicles and trailers.
In respect of each operating centre specified, that the number of
authorised vehicles kept there will not exceed the maximum numbers
registered with the Traffic Commissioner.
6.6 Performance Monitoring.
The Council will utilise a computerised Fleet Management system to monitor
performance of the fleet to include , safety, maintenance, safe loading, cost and
operational performance. Information will be produced and passed to the appropriate
Heads of Service who will be responsible for implementing corrective action to
improve performance to protect the “good repute” of Carmarthenshire County
Council .
Performance will be measured through a suite of Performance Indicators.
Technology will be exploited to ensure a safe environment is created for the operation
of vehicles and plant. Vehicle telematics integrated to GPS systems will be utilised to
improve vehicle performance and the safety of our employees..
The County Council will encourage community feedback on the effectiveness and
safety of its vehicle fleet through the membership of the “well driven” scheme that
enables members of the public to phone a central call centre to comment on both the
positive and negative aspects of vehicle performance. The Council will utilise the
information to deliver improvement in vehicle and driver performance.
6.7 Security.
Carmarthenshire County Council has a significant amount of resource invested in
vehicles and plant. The safe and secure storage and parking of vehicles is essential to
minimising the risk of theft. Vehicles/plant must be properly secured when left
unattended , all doors locked and keys removed.
Vehicles may only be taken home by an employee with the written permission of the
Department Head of Service under the following circumstances :
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Stand by Duty for emergency call out.
To enable an employee to report direct to site.
On no account is any private mileage permitted in an authority operated vehicle. The
carriage of unauthorised goods is not permitted nor will any private business be
transacted in the course of a journey on council business.
On authorised journeys, vehicles equipped with suitable seating may only carry
classes of persons whom the driver has been authorised to carry as passengers by the
Heads of service or a person acting with their authority.
6.8 Vehicle Brokerage/Loan to Third Parties. Vehicles loaned or hired to non council organisations may only be loaned with the
approval of the Councils insurers, lease company and in accordance with the Fleet
Road Risk Policy. All loan/hire agreements must be thoroughly documented and
supported by a sub letting/loan agreement signed by both parties. The agreement must
provide an assurance from the third parties that they will comply with the terms of all
transport related policies, procedures and agreements.
6.9 Insurance and Accident Analysis.
Vehicles and plant will be insured through the County Council’s Risk Management
Department. The Risk Management Department will decide on the most appropriate
level of indemnity for the fleet.
All accidents must be reported promptly via an official claim form and in accordance
with the insurance reporting procedures.
Accident/incident reports will be analysed and monitored to develop accident
prevention programmes to reduce risk. Such analysis will include departmental,
vehicle , driver and accident data. The data will be benchmarked against the
performance of other local authorities and best practise within the transport sector.
Accident Investigation – accidents involving injuries to any individual , damage to
property or significant vehicle damage will be investigated thoroughly and reviewed
by the
Fleet Road Risk Group. The Head of Transport or Head of Operational
Service may suspend 1. Any individual from driving or 2. Any vehicle from
operating, following any accident where there is a future risk to the safety of
employees or the public.
Specialist forensic accident investigators may be
utilised whenever a Council vehicle
has been involved in a serious accident.
The Group will have the responsibility for developing and implementing corrective
action programmes. Any programme will be consistent with County council Policies
and procedures.
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The Fleet Road Risk Group will report to the Risk Management Group and Employee
Relations Group on performance on a periodical basis.
Insurance premiums and claims excess will be based on fleet safety and claims
experience over the previous 12 months performance, with effect from 1st April 2004.
7.0 Routeing and Scheduling
7.1 Operational managers and supervisors will be responsible for organising work
schedules to realistic timescales that ensure road related risks are minimised and
compliance with the law and operators licence commitments are achieved at all times.
Safety is paramount.
7.2 Drivers/operatives are responsible for ensuring compliance with the legal and
operators license responsibilities when utilising vehicles and plant during the course
of their work.
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8.0 Employees
Drivers and operatives have the greatest influence on their own and vehicle safety on
a day to day basis. It is therefore critical that they are equipped with the right skills
and knowledge to ensure compliance with the law and to ensure the safe performance
of Carmarthenshire Council vehicles/plant at all times.
The County Council will support employees through correct recruitment, training and
procedures that assist them with legal compliance at all times. Drivers must comply
with such legal requirement at all times.
8.1 Recruitment.
All job profiles relating to posts which require an employee to drive as a requirement
for the job must ensure the job advert/job profile states :
The correct driving license requirement.
All applicants must provide details of their driving record to include accidents
and infringements.
Applicants driving records will be checked with previous employers.
Questions relating to the applicants attitude to safety should be asked at the interview.
Managers must ensure that any potential employee must produce their original driving
licence at interview and the licence must be checked to ensure compliance with the
requirements of the post.
Where the post involves a significant amount of driving no job offer should be made
until the applicant has undertaken a driver assessment check through the County
Transport Division. Should the applicant fail the assessment then if the person meets
all other criteria for the post a formal training programme must be agreed before
engagement.
All new employees must undergo an induction programme for transport before they
are required to drive at any time.
All Employees
8.3 Training. Existing employees will be required to undertake training / development and
refresher courses every two years or at a period determined by the Fleet Road Risk
Group or appropriate Head of Service.
The County council will train drivers and operatives on the use of vehicles where any
new vehicle or item of plant enters service. Such training will be documented.
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8.4 Return Following Disqualification from Driving.
Any employee who has been disqualified from driving and returns to work, following
a conviction will not be allowed to return to driving duties for the Authority until they
have appeared before the Fleet Road Risk Group and undertaken a formal driver
development training programme , agreed with the County Transport Division. The
driver may then return to driving subject to the results of the development training
programme and review. The Fleet Road Risk Group will decide on an appropriate
period of probation and review.
8.5 Licences.
Managers, Supervisors and driver must ensure that people have the correct category
of licence for the vehicles being driven and licenses are current and up to date.
Operational Service Managers must ensure six monthly checks are undertaken on
licences and drivers must cooperate with these checks. Such checks will be
undertaken in conjunction with the County Transport Department through two
methods :
Driver Vehicle Licensing Agency – if supported by an employee agreement.
Inspection of employees original driver licence.
Drivers / employees will be required to sign a consent form enabling the Authority to
undertake a licence check with the DVLA in order to minimise disruption and
inconvenience for the employee.
Drivers / employees who receive endorsements or licence disqualification must notify
the County Transport Division immediately. Failure to comply to could invalidate
insurance.
8.6 Fitness to Drive.
It is the responsibility of the driver, supervisor and manager to ensure that a driver is
fit to drive and that he/she satisfies any medical certification or other legal
documentary requirements.
A driver must not be in charge of a vehicle/item of plant if he or she is not fit and able
to drive under any legal restraint, or under the influence of any alcoholic drink or drug
as outlined in Section C5 of the Disciplinary Rules.
8.7 Legal Obligations.
Every driver will ensure that vehicles and plant will be used in accordance with all
legal obligations and that the Council will meet the commitments it has provided to
the Traffic Commissioner i.e.
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Vehicles and trailers , including those hired are kept fit and serviceable by
undertaking daily defect checks and completing the vehicle defect log.
The rules on drivers hours and tachographs are observed and proper records
kept through the completion of the drivers log book.
Motor Vehicles and trailers are not overloaded, drivers will comply with the
guidelines on safe loading.
Vehicles operate within speed limits. Drivers will comply with speed limits at
all times.
Drivers report promptly any defects that could prevent the safe operation of
vehicles and that any defects are promptly recorded in writing.
9.0 Notice of Intended Prosecutions.
Every employee must notify their Line Manager of any intended prosecution relating
to Road Traffic Offences, immediately. The Line Manager must inform the County
Transport Department
immediately.
10.0 Compliance
All managers, supervisors and drivers are required to follow this policy and
supporting documents and to meet all legal requirements when using vehicles/plant.
Failure to do so may result in disciplinary action in accordance with the Council’s
disciplinary procedures.
11.0 Policy Review
The Head of Transport will undertake an annual review of the Fleet Road Risk Policy
to measure performance and to update the Policy in accordance with emerging
legislation.
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