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Derbyshire Constabulary
USE AND MAINTENANCE OF POLICE VEHICLES GUIDANCE
POLICY REFERENCE 08/225
This guidance is suitable for Public Disclosure
Owner of Doc:
Head of Department, Finance and Administration
Date Approved:
Former Standing Order
Review Date:
September 2014
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INDEX
Heading
Page No
1.
Policy Identification Page ................................................................................3
2.
Legislative Compliance....................................................................................4
3.
Use of Police Vehicles .....................................................................................4
4.
Hire Vehicles .....................................................................................................5
5.
Police Vehicle Maintenance.............................................................................5
6.
Periodic Inspection of Police Vehicles ...........................................................8
7.
Vehicle Log Books ...........................................................................................9
8.
Monthly Returns ...............................................................................................9
9.
Replacement Police Vehicles ..........................................................................9
10.
Police Vehicle Collisions ...............................................................................10
11.
Incident Data Recorders ................................................................................10
12.
Criminal Damage to Police Vehicle...............................................................11
13.
Supply of Fuel and Oil....................................................................................11
14.
Driving Standards...........................................................................................12
15.
Parking and Security of Vehicles ..................................................................13
16.
Monitoring and Review ..................................................................................13
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1. Guidance Identification Page
Guidance title:
Use and Maintenance of Police Vehicles
Registry Reference number:
08/225
Guidance implementation date:
Former Standing Order
Guidance review date:
September 2014
Department / Division responsible:
Finance and Administration
Guidance owner:
Head of Department
Last reviewed by:
Terry Hitchcock
Date last reviewed:
Impacts on other policies / guidance / documents (list):
None
Security Classification:
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Disclosable under FOI Act: YES
Guidance to be published on Intranet YES
Guidance to be published on Force Website YES
Guidance disclosable to public via FOI request YES
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September
2013
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2. Legislative Compliance
This document has been drafted to comply with the principles of the Human Rights Act.
Proportionality has been identified as the key to Human Rights compliance, this means
striking a fair balance between the rights of the individual and those of the rest of the
community. There must be a reasonable relationship between the aim to be achieved and
the means used.
Equality and Diversity issues have also been considered to ensure compliance with the
Equality Act 2010 and meet our legal obligation in relation to the equality duty. In addition,
Data Protection, Freedom of Information and Health and Safety Issues have been
considered. Adherence to this policy or procedure will therefore ensure compliance with all
relevant legislation and internal policies.
3. Use of Police Vehicles
Vehicles operated on behalf of Derbyshire Constabulary shall only be used for official,
authorised duties in execution of policing activities and business driven by police officers,
police staff, special constables or other drivers duly authorised by a Chief Officer. The only
exemption to this is where a vehicle is allocated as part of any employee’s terms and
conditions of employment.
Authorisation to Drive
Police officers, police staff or special constables who receive driver training are advised of
the vehicle classification appropriate to their driver qualification and issued a copy of their
driving assessment report, Derbyshire Constabulary Authorisation to Drive (Form 2658). A
copy of the Form 2658 is also supplied to Human Resources for entry on the individual’s
personal record, where details of their DVLA Driving Licence will also be recorded.
Form 2658 does not absolve the holder from the necessity of possessing a current DVLA
Driving Licence for the class of vehicle being driven. Driving licences will be checked by
Driver Training at all assessments and training courses and by supervisors on an annual
basis.
Reference should be made to the force Driving Policy which covers in detail driver
authorisations and responsibilities.
Passengers
Members of the Force acting in the execution of their duty may carry passengers in police
owned vehicles, this may be other police officers, police staff, prisoners, witnesses, injured
persons where necessary to save life, or other colleagues/members of the public with
specific connection to official police business.
Under no circumstances should police vehicles be used to provide any unauthorised
transport of passengers.
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Completion of Log Books
All journeys completed in police vehicles must be recorded in the vehicle log book and
drivers must satisfy themselves that the vehicle is in order before making any journey.
4. Hire Vehicles
Hire vehicles shall only be used if there is no suitable fleet vehicle available, supervisors
must ensure that the force Travel Policy is followed and assess the financial benefits of
using a hire vehicle against the use of either public transport or the employee’s private
vehicle, they must also ensure the driver has a valid and appropriate DVLA Driving Licence.
In the interests of economy and efficiency, vehicle hire will generally be restricted to a Group
B hire car through the force’s approved supplier. Where a larger vehicle, minibus or
commercial vehicle is necessary to meet an essential operational need then the line
manager must be in a position to justify approval of the rental and the driver must hold the
appropriate DVLA licence and force driver authorisation for that category of vehicle.
Hire Vehicle Bookings
Requests for all hire vehicles should be made through completing a Hire Vehicle Booking
(Form 88), this should be e-mailed via the driver’s supervisors to ‘Business Services’.
Booking confirmations will be issued to the driver who must check that this is in accordance
with their requirements.
Checking of Vehicles
It is the responsibility of the driver to check the condition of hire vehicles prior to
commencement of any journey and report any damage or defects to Business Services.
Return of Vehicle
On return, the vehicle must be left at an agreed place and the person using the vehicle must
ensure that all personal belongings are removed and make any special arrangements for
collection of keys with the rental company. The vehicle must also be inspected by the driver
for damage prior to collection. Any damage to the vehicle must be notified to the hire
company and reported to Business Services by completing a Police Vehicle
Collision/Incident/Damage Report (Form 2595).
5. Police Vehicle Maintenance
The maintenance, service and repair of all police vehicles will only be carried out at official
workshops and by qualified personnel. This service is currently contracted to Derbyshire
County Council (DCC), County Transport Department.
Due to the exigencies of police use the frequency, scope and priority of maintenance carried
out is determined by vehicle category, a detailed service guide in respect of vehicle
maintenance is available on the Force Intranet at Assistance>Fleet Management.
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All defects identified on any police vehicle should be reported direct to the force’s
maintenance contractor and details of this recorded in the vehicle log book for information of
other drivers. The workshops will advise on the course of action required to have the defect
rectified or if the defect is not safety related it may be deferred until the next scheduled visit.
Vehicle Workshops
Vehicle Workshops are operated by the force maintenance contractor at the following
locations: 
Ambergate Workshops, Ripley Road, Ambergate

Dove Holes

Brimingtom Workshops

Liversage Street, Derby
Vehicle Servicing
All vehicles are issued with service stickers which indicate the mileage or date when the
vehicle is next due for servicing. These should be checked as part of the routine vehicle
check prior to any journey. Inspections will also be carried out on a time only basis, at
minimum every six months and the force’s maintenance contractor will contact relevant
sections to schedule these. Supervisors must ensure compliance with any requests made
for vehicles to be taken for inspection on a timely basis.
All police vehicles will receive an interior and exterior clean by the force’s vehicle
maintenance contractor following all service and inspection visits.
Delivery of Vehicle to Workshops
Officers are to arrange servicing of vehicles by contacting their local workshops
approximately 500 miles or 5 working days before the service mileage/date is reached.
Vehicles are to be delivered to the appropriate workshops no later than 0830 hours on the
appointed day, a job sheet completed and the ignition keys handed to the workshops
reception or supervisor. The service scheme will be strictly adhered to and changes made
only in exceptional circumstances by prior arrangements with the Facilities Manager (Fleet).
Workshop Opening Hours
The normal working hours at DCC County Transport workshops are as follows: 
Ambergate Workshops, Ripley Road, Ambergate – 0600 hours to 1700 hours,
Monday to Thursday and 0600 hours to 1630 hours, Friday.

Dove Holes – 0730 hours to 1700 hours, Monday to Thursday and 0730 to 1630
hours, Friday.

Brimington Workshops – 0600 hours to 1700 hours, Monday to Thursday and 0800
hours to 1630 hours, Friday. This workshop is also open 0600 – 1330, Saturday.
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Liversage Street, Derby – 0730 hours to 1700 hours, Monday to Thursday and 0800
hours to 1630 hours, Friday.
Defects outside Workshop Opening Hours
A 24/7 call-out scheme providing a recovery and repair service is operated by the force’s
vehicle maintenance contractor outside normal working hours. All requests for this service
should be directed through the Force Control Room at Headquarters. Outside garages will
only be allowed to attend a police owned vehicle if: (a) Vehicle maintenance contractors are unable to attend or;
(b) Vehicle maintenance contractors are unable to attend in an acceptable time or;
(c) The vehicle is causing a serious hazard to other road users and requires immediate
transportation which the vehicle maintenance contractors cannot supply.
The decision to allow any outside rota garage to attend will be made by the Force Control
Room Supervisor.
Replacement Tyres
All replacement tyres for police vehicles will be supplied through the force’s approved
contractor, this may be via a DCC authorised workshop or direct with a local service
provider. Detailed guidance on the force’s technical tyre fitment requirements are issued
direct to suppliers and DCC workshops.
All police fleet vehicle tyres should be replaced when the tread depth is reduced to 3mm
across the centre three quarters of the tyre, shoulders to have visible tread as per the
current legal requirement. The only exception to this is for motorcycles that should be
changed as per the vehicle manufacturer’s recommendations.
Tyre punctures can be repaired on all vehicles with the exception of high performance cars
and motorcycles; these include Roads Policing, Armed Response, Advanced Driver Training
and certain plain cars with Y or above rated tyres.
When winter tyres have been fitted to a vehicle a spare will also have been allocated and a
back up stock of these tyres is held by DCC County Transport Workshops. Under no
circumstances should these tyres be fitted or changed for standard summer tyres without
this has been authorised as part of any winter tyre programme arranged by the Facilities
Manager (Fleet).
A roadside call out service is provided by the force’s contractor and this can be requested
via Force Control Room, the target response time for attendance at roadside is 2hrs.
Condition of Vehicles
Supervisors will ensure that before vehicles are delivered to workshops for any reason, they
are in a reasonably clean condition inside and out and that any restricted or confidential
material is removed from the vehicle. The vehicle should also have sufficient fuel for a road
test and any deficiencies to the inventory equipment reported to workshop supervision.
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Driver Responsibilities
The efficient maintenance of police owned vehicles is essential and before using a vehicle,
drivers must ensure that it is in a clean condition and mechanically efficient by completing
the following checks before making a journey: (i)
the fuel tank contains sufficient fuel.
(ii)
the engine sump contains sufficient oil.
(iii)
the coolant system is filled to correct level.
(iv)
tyres have a minimum tread depth of 3mm across centre three quarters of tyre and
are correctly inflated (motorcycles tread depths to be checked as per vehicle
manufacturer’s recommendations in the handbook).
(v)
there is an adequate supply of windscreen washer fluid.
(vi)
the lighting and electrical accessories are in working order.
(vii)
the service sticker is checked, if the vehicles mileage is within 500 miles of the due
mileage or within two weeks of the due date check that arrangements have been
made for the work to be completed and record this in the vehicle log book for the
information of other drivers.
(viii)
check the vehicle for damage and ensure any found has been recorded in the
vehicle log book or report via supervisor by completing a Vehicle
Collision/Incident/Damage Report (Form 2595).
Weekly Vehicle Inspection and Inventory Check
Supervisors will ensure that a weekly inspection and inventory check is completed on all
vehicles and this should be recorded on Vehicle Safety Inspection and Check List (Form
439), copies of these forms must be maintained at the vehicle location, a check that these
are being completed will form part of local health and safety inspections.
A form Vehicle Equipment Requisition (Form 453) should be completed to replace any
missing or defective items of vehicle inventory equipment.
6. Periodic Inspection of Police Vehicles
Quality Enforcement Officers from DCC County Transport will carry out quality inspections of
police vehicles on a periodic basis. These inspections will be undertaken on site at section
stations and a Vehicle Examination Report produced.
Any defects identified at the time of inspection will be recorded on a Vehicle Defect Notice.
A copy of this will be given to the supervisor on duty or an available member of staff for the
supervisor’s attention.
Defects will be categorised as follows: -
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Advisory Defects – Defects or damage found on a vehicle that require attention but
do not render the vehicle unserviceable. Arrangements for repair of these defects
must be organised immediately.
Defects Occasioning Prohibition – Defects that render the vehicle unserviceable. The
vehicle must not be used until these defects have been rectified.
It will be the responsibility of the section supervisors to arrange any repairs to be completed
with their local police workshop. The DCC Quality Enforcement Officer who completes the
inspections will only complete minor repairs on site.
All defect notices issued will be monitored centrally to measure the quality of driver
maintenance, effectiveness of the maintenance contract arrangements and the general
condition of police vehicles.
7. Vehicle Log Books
A separate log book is to be kept in each police vehicle and completed for all journeys in
accordance with the instructions contained within the log book. The exception to this is log
books for motor cycles which can be kept at police sites.
Replacement log books can be obtained by e-mailing Business Services with details of the
vehicle, location and contact. Old log books should be sent to Business Services at Force
Headquarters and these will be retained on the vehicle file.
8. Monthly Returns
It is essential that on the first day of each month fuel receipts are removed from each police
vehicle and placed in a Monthly Fuel Transit Envelopes (Form 449), the vehicle details and
end of month mileage recorded on the form and then forwarded in despatch to Business
Services at Force Headquarters.
9. Replacement Police Vehicles
The scheduling for the replacement of police vehicles is based on both age and mileage but
can also be influenced by other factors such as early termination of a vehicle due to
collision, a major component failure and funding priorities.
New Vehicle Collections
When a replacement police vehicle is ready for collection, the section being allocated the
vehicle will be notified of the vehicle details and place of collection by Business Services.
The driver collecting the vehicle must check the condition and operation of equipment on
the vehicle with a member of workshops prior to accepting custody of the vehicle.
Return of Old Vehicles
The vehicle being replaced must be returned to Workshops with the fuel agency card, spare
keys and log book, failure to return the vehicle requested may result in the new vehicle not
being released.
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It is the responsibility of the driver leaving the old vehicle to ensure that no equipment or
personal belongings are left in the vehicle and that the vehicle inventory is transferred to the
new vehicle. Any requests for additional/replacement inventory items can be requested by
completing a Vehicle Equipment Requisition (Form 453).
10. Police Vehicle Collisions
All collisions involving police vehicles plus other damage or where a police vehicle has
been a contributory factor in any collision (even if there is no damage in such cases) must
be reported within 24 hrs by completing a Police Vehicle Collision/Incident/Damage Report
(Form 2595). This must be checked and signed by the driver’s line manager and copies
then forwarded by email to Business Services and the Chief Inspector, Roads Policing,
Operational Support who is the force’s nominated Collision Manager.
The prompt submission of these forms is essential to progress repairs to the police vehicle,
undertake any further internal enquiries or actions and meet our mandatory requirements to
inform the force’s motor insurance provider of all claims.
Checking for Damage
Drivers will check for signs of damage at the commencement and at the end of a tour of
duty or journey and reporting any damage found, or damage that has occurred whilst using
the vehicle. Details of damage should also be recorded in the vehicle log book for the
information of other drivers.
Damage Repairs
All damage repairs will be completed and co-ordinated through the force’s vehicle
maintenance contractor who will also act on behalf of the force to call in vehicles with
outstanding damage to be repaired, certain minor damage may also be deferred to coincide
with any scheduled maintenance visit or to balance workshop loading. Supervisors are
required to ensure compliance with any planned arrangements for such repairs.
Force Insurance
The motor vehicle insurance for the majority of force vehicles is on a third party cover only
basis, however there are separate policies for certain vehicles therefore any driver or
supervisor requiring policy details should contact Business Services to check the details for
any specific vehicle.
11. Incident Data Recorders
Information on the force’s policy in relation to Incident Data Recorders (Black Boxes) can
be found under Policies on the Force Intranet. This policy governs the way in which Incident
Data Recorders are installed, operated and used. An audible and visual warning will be
activated when an IDR fitted to a vehicle has been triggered, this must be reported
immediately to Road Policing Collision Investigation Unit to download and reset the IDR.
Damaged vehicles will be recovered to a workshop for repair and inspection. Where there is
no visible damage, arrangements must always be made for the vehicle to be inspected by a
workshop to ensure the vehicle is in a safe and roadworthy condition.
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12. Criminal Damage to Police Vehicles
Where damage is caused of a criminal nature to any police vehicle and the offender is
known a claim should be pursued for recovery of any costs incurred to complete repairs.
Witness Statements for Criminal Damage
Where criminal damage has been caused to a police vehicle a witness statement regarding
the extent and cost of the damage will be prepared by a member of County Transport staff
at the respective workshop where the damaged vehicle is taken for repair. The officer
dealing with the criminal damage must therefore ensure the statement is requested at the
time the vehicle is delivered for repair to avoid any delay in the preparation of the witness
statement and ensure the timescales of any fast track cases are achieved.
Statements or estimates on the repair costs will not be completed until the vehicle has been
inspected.
Compensation Forms
Business Services will arrange for the completion of compensation forms for criminal
damage to police vehicles when requested by the officer dealing.
Professional Cleaning of Contaminated Police Vehicles
Where professional cleaning of a police vehicle is required to remove body fluids or other
contamination, Business Services can arrange for completion of any witness statements
and compensation forms required in respect of this when requested by the officer dealing
with the incident.
13. Supply of Fuel and Oil
All fuel and oil for police vehicles should be purchased through approved contract
arrangements. Supervisors should ensure that where there are multiple fuel sites within
their local area drivers use the site with the most competitive price in accordance with any
force guidance circulated in respect of this.
Purchase of Fuel – Fuel Cards
Every police vehicle on allocation will be issued with a fuel card; these cards are valid for
fuel and oil only and should only be used for the vehicle as identified on the card. These
fuel cards can be used at any service stations displaying the logo on the card. The
attendant will require the registration of the vehicle and the mileage, a receipt will be
produced showing the date, location, registration number, quantity and type of fuel and
value of transaction. This information must be checked by the officer re-fuelling the police
vehicle before signing the receipt.
Lost Fuel Cards
In the event of a fuel card being lost it is essential that a local search and enquiries are
made before a replacement is requested. Business Services should then be contacted (via
e-mail) with details of the vehicle, location and provided with a lost property number. The
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lost card will then be cancelled and if subsequently found must not be used as transactions
will be rejected at all filling stations.
Replacement fuel cards are ordered from the force’s contractor and are generally received
within 4 working days. To obtain fuel during this interim period, local arrangements should
be made to obtain petty cash to cover the purchase costs.
Fuel cards from other fleet vehicles must not be used to try to obtain fuel.
Engine Oil
Engine Oil for topping up purposes should be obtained from DCC County Transport
Workshops, this both more economic and ensures that the correct grade of oil is supplied.
Oil should only be purchased using a fuel card if absolutely essential. Oil used should be
recorded in the vehicle log book.
14. Driving Standards
It is essential that all police drivers maintain a high standard of driving and ensure the
careful use of vehicles at all times. Drivers should remember that their driver behaviour is
always under observation by the public.
The force Driving Policy covers driving standards in detail.
Road Safety – Speed Limits
No police duty is so urgent as to justify jeopardising the safety of the police vehicle, crew or
other road users and however urgent the occasion, drivers must drive within the vehicles
and their own standard of capabilities as authorised by Driver Training.
Drivers not authorised or not engaged in any emergency response must drive in strict
observance of speed limits.
Use of Vehicles Confined to Proper Roads
Unless there are exceptional circumstances i.e. to save life, the use of police vehicles for
normal patrol work should be confined to properly made up roads at all times. Vehicles
should not be driven along rough tracks, on to open ground, into parks or into the confines
of factory/industrial premises and wherever it is necessary to make an examination of
premises/property, the vehicle will be correctly parked on the road and the examination
carried out on foot.
Inclement Weather – Hazardous Conditions
During inclement weather, particularly ice, snow, fog, floods and strong winds, extreme
caution must be taken by drivers of police vehicles. When road and weather conditions
become hazardous, a senior officer on duty should assess the situation and decide whether
to park vehicles at strategic points or withdraw patrols. When such an instruction is issued,
Force Control Room and Business Continuity Planning should be informed.
In the Force area severe weather conditions are often localised and consequently a general
instruction for police vehicles is not practical.
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15. Parking and Security of Vehicles
Members of the Force who drive police vehicles should not park their vehicles in areas
where waiting is prohibited or where its presence is likely to cause danger or obstruction to
other road users. Compliance with this requirement avoids public and media criticism. The
only exceptions to this would be where the police are in attendance at the scene of an
incident and it is essential to park the police vehicle in such locations to provide safety and
protection for officers and members of the public at the scene.
Parking at Police Premises
Operational police vehicles which are left unattended in police station yards will be secured
and reversed into a parking bay. Whenever practicable, such reversing will be carried out
with assistance. Drivers must ensure all electrical equipment on the vehicle is switched off
to avoid the vehicles battery discharging.
Security of Vehicles
Police Vehicles when left unattended in public places will be secured with all doors and the
boot locked. The keys to the vehicle will be retained in the possession of the driver or
person in charge of the vehicle. Where it is necessary to leave the engine on a vehicle
running to operate emergency equipment at the scene of an incident the engine run lock
system should be operated allowing the keys to be removed from the ignition.
16. Monitoring and Review
The monitoring and review of this guidance is the responsibility of the Head of Department,
Finance and Administration.
The guidance will be reviewed annually.
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