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Fleet Safety Procedure
DC&SDC Procedure
Document Number
Responsible Officer
Contact Officer
Approval
Effective Date
Modifications
Superseded Documents
Review Date
File Number
Associated Documents
A unique identifier will be assigned to an approved
procedure.
Property and Fleet Manager
Fleet Manager
e-mail: [email protected]
Tel:
02871-355990 (Ext 8014)
Mob: 07736213146
Date this approved version of the procedure comes into
effect.
Record of all amendments and modifications to this
procedure, including dates that amendments were
approved and /or came into effect.
Fleet Safety Procedure (2006)
October 2016
To be formally reviewed every 2 years. However
amendments can be issued prior to, in the event of one or
more of the following:• Failure or weakness of any area of the procedure be
identified
• Legislative change
• Change in fiscal/corporate directives as required
All documents relating to the development,
communication, implementation and review of a
procedure must be held on a registered file.
List any supporting documents (guidelines, procedures
etc) and other Council documents which may be a useful
reference for procedure users.
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Table of Contents
Section
1.0
1.1
1.2
1.3
Title
Preamble
Purpose
Background
Operator Licence Criteria
Page
4
4
4
4
2.0
Scope
5
3.0
Definitions
5
4.0
4.10
4.1.1
4.1.2
4.1.3
4.1.4
4.1.5
4.1.6
Procedure Statement
Roles and Responsibilities
Directors
Managers/Supervisors
Health and Safety Section
Risk Management
Fleet Manager
Drivers
7
7
8
8
8
8
8
9
5.0
Legal and Procedure Framework
11
6.0
Linkage to Corporate Plan
11
7.0
7.1
7.2
7.3
7.4
Impact Assessment
Screening and Equality Impact Assessment
Impact on Staff Resources
Impact on Financial Resources
Sustainable Development
12
12
12
12
12
8.0
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
Implementation
Vehicle Selection/Operation
Grey Fleet
Driving Licenses
Renewal Payments
Driver’s Declaration
Driver Evaluation
Vehicle Documentation
Speed & Route Planning
13
13
14
15
15
15
16
16
17
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8.9
8.10
8.11
8.12
8.13
8.14
8.15
8.16
8.17
8.18
8.19
8.20
8.21
8.22
8.23
8.24
8.25
8.26
8.26.1
8.26.2
8.27
8.28
Driver Fatigue
Passenger Behaviour on Journey
Limitation of Vehicle Use
Unauthorised Passengers
Vehicle Maintenance
Corporate Vehicles
Reversing of LGV Vehicles
Vehicle Condition Checks (Corporate Vehicles)
Auditing of Vehicle Condition Reports
Use of Trailers
Transportation of Petrol in Vehicles
Vehicle Cleanliness
Vehicle Tracking and Telematics
Vehicle Familiarisation
Vehicle Security
Vehicle Contents Security
Corporate Fleet Insurance Cover
Road Traffic Collision
RTC Reporting Procedures (Corporate)
RTC Reporting Procedures (Grey-Fleet)
Incident/Accident Investigation
Load Security
18
19
19
19
19
19
20
20
22
22
23
23
24
24
24
25
25
25
26
27
27
27
9.0
Support and Advice
27
10.0 Training
27
11.0 Communication Strategy
28
12.0 Risk management
28
13.0 Monitoring, review and evaluation
28
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1.0 Preamble
1.1 Purpose
The Fleet Safety Procedure documents Council’s commitment to ensuring that
all Fleet related activity will be managed and controlled in accordance with
current and future legislation and in the interests of the safety and wellbeing
of personnel and members of the public.
1.2 Background
This Procedure effectively replaces any previous version.
In 2010 legislation in the form of ‘The Goods Vehicle Licensing of Operators
Act’ (NI) 2010 was passed in Parliament.
This new legislation was introduced by the Department of the Environment
(DOE) at the request of the Freight Industry, Public Representatives and
Consumer organisations to address the low rate of compliance by Northern
Ireland Large Goods Vehicles (LGV). From 01 July 2012 this law came into
force and the Transport Regulation Unit (TRU) became the body responsible
for enforcing all areas of non-compliance.
Previously local authorities within Northern Ireland were exempt from holding
an Operator’s Licence (hereafter known as an ‘O’ Licence) and as a direct
consequence standards had declined.
In order to drive improvement in the industry it became mandatory that all
operators of vehicles with a Maximum Authorised Mass (MAM) exceeding
3500 Kg hold an ‘O’ licence irrespective of whether the operator was hauling
under ‘own account’ or for ‘hire and reward’.
1.3 Operator’s Licence Criteria
Achieving ‘O’ Licence compliance requires fulfilling the following criteria:A Registered Operating Centre
The operating centre shall have the capacity to hold the number of vehicles
listed on the ‘O’ Licence in a safe and secure manner without detriment to the
surrounding environment or residents.
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Financial Standing
The organisation must show proof of financial reserves as determined by the
TRU as proof of their capability to run and maintain all listed vehicles in a
compliant fashion.
Good Repute
All directors nominated on the ‘O’ Licence application shall be vetted to
ensure they have not been declared bankrupt or convicted of a criminal
offence within the previous 5 years.
Maintenance Programme
The applicant shall demonstrate that a sound maintenance regime is in place
which requires that routine and documented safety inspections are in place at
frequencies for vehicles at frequencies appropriate to the nature of work
being performed and the number of miles travelled.
Fleet maintenance inspections and tasks can be conducted by directly
employed personnel or by third-parties. However, irrespective of the option
the operator retains responsibility for all aspects of roadworthiness.
Certificate of Professional Competence
It is mandatory that the organisation employs a Transport Manager who
possesses a Certificate of Professional Competence [CPC] in Road Haulage
operations.
The Transport Manager is the named holder of the ‘O’ Licence and is
responsible for ensuring that the list of specified undertakings stipulated are
strictly adhered to.
2.0 Scope
This procedure applies to all personnel who drive, maintain or operate
vehicles on behalf of Council together with the corresponding management
structures.
It should be considered alongside existing policies and guidelines such as ‘No
Smoking’, ‘Use of Mobile Phones’ and ‘Drugs and Alcohol’.
Although the terms and conditions of ‘O’ Licensing refer only to vehicles with
a MAM greater than 3500 Kg, this procedure applies to all Derry City &
Strabane District Council Fleet assets whether owned, leased or hired and all
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drivers whether full-time, part-time or agency workers. Grey Fleet users (staff
who use their own vehicle on Council business) must also adhere to certain
aspects of this procedure.
3.0 Definitions
Carriage of Dangerous Goods by Road
Current legislation governing the method and quantity of flammable liquids
such as Petrol that can be carried on-board a vehicle
CPC
Certificate of Professional Competence – In road haulage
DCPC
Not to be confused with DCPC – Drivers Certificate of Professional
Competence.
DOE
Department of the Environment
Grey Fleet
Employees who use their private vehicle whilst on council business
ISO 18001
EU Standard for management of Occupational Health and Safety
LGV
Vehicles with a MAM greater than 3500Kg
LOLER
Lifting Operations and Lifting Equipment Regulations
MAM
Maximum Authorised Mass – Previously known as GVW or Gross Vehicle
Weight.
OHSAS 18001
Occupational Health and Safety Management System‘O’ Licensing
Operator’s Licensing
PUWER
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Provision and Use of Work Equipment Regulations
Petroleum Spirit (Plastic Containers) Regulations 1982
Current legislation governing the type of containers that Petrol may be stored
in
Reasonably Practicable
The Health and Safety at Work Act 1974 states
“It shall be the duty of every employer to ensure, so far as is reasonably
practicable, the health, safety and welfare at work of all employees.”
It is down to the individual organisation to assess the risks in each case and to
make a judgement on what is ‘reasonably practicable’, or what actions it is
reasonable to take to manage the risks in the specific circumstances.
RPC
Reduced Pollution Certificate – Awarded to vehicles running Euro-5 engines
RTC
Road Traffic Collision
‘The Goods Vehicle Licensing of Operators Act’ (Northern Ireland) 2010
The current legislation under which Derry City & Strabane District Council
must manage and control all aspects of Fleet activity
TM
Transport Manager
TRU
Transport Regulation Unit – The body responsible for all aspects of ‘O’ Licence
compliance
UN1203
The EU identification code for Petrol
4.0 Statement of Intent
General Principles
Derry City & Strabane District Council is committed to optimising the safety of
both operatives and members of the general public through stringent vehicle
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selection methods and delivery of sound maintenance and driver/operative
training.
The organisation reinforces its commitment to ‘Carbon Reduction’ by
selecting vehicles which meet or exceed EU emission requirements at time of
purchase.
Council requires that all staff members engaged in the operation or
management of Fleet related activity, comply in full with the terms and
conditions laid out in this procedure document without exception.
Failure to do so may jeopardise the retention of Council’s ‘O’ Licence and
consequently its legitimacy to operate its Fleet functions in-house.
Failure to comply with the terms and conditions of this Procedure may result
in disciplinary action.
Communicating the key messages of this procedure shall be key to ensuring
that employees and managers are aware of their responsibilities and have
sufficient understanding to deliver their roles effectively.
In order for the objectives of this procedure to be achieved an all
encompassing strategic perspective and unfailing commitment from all Fleet
users must be endorsed. This will be achieved through the following roles
and responsibilities being carried out.
4.1 Roles and Responsibilities
4.1.1 Strategic Directors / Heads of Service shall:
• Embrace the importance of managing and controlling the Fleet in a
safe and compliant fashion which ensures retention of Councils ‘O’
Licence.
•
Ensure that the organisation maintains and updates this procedure as
and when required.
•
Ensure that adequate resources are provided to allow for the effective
and compliant management of Fleet issues.
•
Monitor Fleet performance and champion a ’top-down’ strategy of
continuous improvement with regard to Fleet Management.
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•
Ensure that all staff under their remit are aware of and embrace their
responsibilities under the terms and conditions of this procedure.
4.1.2 Managers/Supervisors shall:
• Recognise and embrace their role within the management of Fleet
whilst ensuring staff under their control are aware of and adhere to
procedure guidelines.
•
Work closely with Fleet Management to ensure all staff under their
remit is aware of and conform to the terms and conditions of this
procedure.
4.1.3 Health & Safety Section shall:
•
Advise Senior Management and their staff on matters pertaining to
driving safety and assist, where appropriate, in implementing this
Procedure with regard to their duties under it.
•
Liaise with Fleet Management to monitor and audit this Procedure, its
systems and procedures across all service areas on a regular basis.
•
Provide advice, guidance and training in order to rectify any nonconformances identified during monitoring/audits.
•
Assist in the investigation, reporting and analysis of Road Traffic
Collisions (RTC) and develop appropriate remedial action.
•
Correlate statistics and perform trend analysis – Feed results back to
Line Management and contribute to prevention controls. Assist in the
development of driver specific risk assessments.
4.1.4 Risk Management section shall:
•
Record and report drivers endorsements to Councils insurance
company.
•
Ensure that driver’s declarations are completed annually.
•
Coordinate the management and control of ‘Grey-Fleet’ activities to
include auditing of MOT, Insurance and Road Tax.
•
Analyse data pertaining to fleet related incidents/accidents and
communicate information to Fleet and Health & Safety managers.
4.1.5 Fleet Manager
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The Fleet Manager and CPC holder becomes the nominated TM and
holder of the Councils ‘O’ Licence and is responsible for all aspects of
Fleet compliance.
In the event that the TM decides to terminate employment with Council
the organisation is permitted a period of 9 weeks to find a suitable
replacement.
During this window the TM shall notify the TRU in writing and continue to
operate thefleet in-house. However beyond this period a qualified CPC
holder must be engaged.
Fleet Manager’s responsibilities include:•
Acquiring vehicles that meet an appropriate specification that includes
safety features which optimise the safety of drivers, operatives and
members of the general public.
•
Ensuring all council operated vehicles are as a minimum standard
suitably maintained and inspected in accordance with ‘The Road Traffic
Act’ (1988) and at frequencies specified in the ‘O’ Licence undertakings.
•
Ensuring all council owned or managed vehicles have suitable and valid
licenses.
•
Providing training to vehicle users to ensure they are licensed and
competent to drive and operate any associated equipment safely
without risk to themselves or others.
•
Ensuring all relevant council vehicles are listed on the ‘O’ Licence and
Motor Insurance Database.
•
Monitoring the effectiveness of the systems in place to examine driver
behaviour and vehicle performance.
•
Ensuring that all fleet related accidents/incidents are recorded on the
‘Team-Solutions’ management system.
•
Ensuring that driver licence checks are completed annually with the –
requires permission from the drivers.
Monitoring the completion and effectiveness of driver pre-use vehicle
checks.
•
•
Ensuring all staff is aware of their specific role regarding Fleet
operations and ensuring all legislative change and requirement are
communicated to relevant staff in an effective manner.
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•
Managing and operating the in-house Transport Workshop in a
compliant fashion.
•
Ensuring the professional development of Transport Workshop staff
and drivers to ensure compliance.
•
Manage and maintain the OHSAS 18001 Health and Safety
Management system requirements.
4.1.6 Drivers shall:
• Record and report driving licence endorsements to Fleet Manager
promptly.
• Ensure that drivers declarations and mandates are completed on
request.
• Complete a thorough daily ‘pre-use’ check of the vehicle they are
assigned to drive and complete and file the pre-use inspection record
accurately.
• Recognise and report defects identified through driver daily vehicle
checks and report information to the Transport Workshop Supervisor.
•
Comply with all aspects of ‘The Road Traffic Act’ (1988) to include
speed limits, driver’s hours, etc and all relevant Council policies
applicable to their field of responsibility.
•
Never answer mobile phones when in control of a vehicle. Where
‘Bluetooth’ connectivity is available, drivers can answer calls however, it
is strongly recommended that the vehicle is brought to a halt in a safe
area before doing so.
•
Never engage in two-way radio communication when driving. This
should be left to a crew member or wait until the the vehicle has been
brought safely to a halt.
•
Never use personal earphones or audio headphones whilst driving.
•
Never smoke cigarettes or use E-cigarettes within the confines of a
vehicle cab irrespective of whether there are other occupants or not.
Any fixed penalties/fines issued as a result of such action shall be the
responsibility of the individual and disciplinary action may also result.
•
Never drive council vehicles with alcohol or drugs in their system to
include residual levels from previous days. At time of print primary
legislation was passed through Stormont (May 2014) to reduce the
permitted legal alcohol levels bringing Northern Ireland into line with
the rest of the UK. When secondary legislation is passed in Northern
Ireland the new levels will be 50mg per 100ml for private motorists and
20mg per 100ml for professional drivers. Derry City & Strabane
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District Council subsequently adopted a ‘Zero Tolerance’ to alcohol in
the work environment. If a driver is suspected to have alcohol in their
system, they have a duty to report this to the driver’s Line Manager
who in-turn has the power to perform a ‘Breath-Test’ on the person or
suspend them from operational duty pending an investigation. Failure
to provide a ‘Breath-Test’ may result in instant suspension from duties
pending further investigation.
•
Undertake instruction & training as required by management or
external training providers, to include DCPC periodic training.
•
Take ownership of council vehicles and exercise due care and attention
at all times.
•
Not place themselves or others affected by their actions at risk during a
journey or driving related activities.
•
Report motor vehicle incidents, injuries and near misses to their
supervisor. Complete bump card together with accident report and cooperate fully with accident/incident investigation.
•
Comply with all procedures developed and implemented by Derry City
& Strabane District Council under the terms and conditions of this and
all other policies.
•
Provide supporting documentation to include licence, MOT, business
insurance, etc as required under Council’s ‘Grey Fleet’ monitoring
arrangements.
•
Ensure seat-belts are worn in all vehicles.
•
In vehicles fitted with ‘Maple Drive Lock System’ ensure that the
transponder is attached to the driver’s person at all times. Failure to
adhere to this request will render the device inoperative and may result
in disciplinary action.
•
Ensure that the contents (body and hopper) of both Refuse Collection
Vehicles (RCVs) and mechanical Road Sweepers are emptied before the
vehicle is parked up at the end of shift to eliminate possibility of
spontaneous combustion occurring.
•
Never carry unauthorised passengers in council vehicles. (see section
8.12 - page 20).
•
Complete health surveillance or driving assessments based upon risk
assessment findings and trend analysis when requested to do so.
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•
Comply with information, instruction and training in relation to
Council’s Fleet procedures. Compliance with these procedures will be
monitored by Line Management.
•
Notify Line Manager/Fleet Manager of any change in their personal
circumstances that may affect their suitability to drive e.g. health,
medication, licence validity.
•
Wear eyesight correction such as glasses or contact lenses, if required,
at all times when driving, to meet the required standard.
Please Note: Drivers are required by law to have a basic eyesight standard
whereby they can read (wearing glasses or contact lenses if required) in good
light, a registration mark attached to a vehicle and containing digits that are
79.4 mm high at a distance of 20.5 metres. If this standard cannot be
achieved, advice should be sought from a GP or Optician.
5.0 Legal & Procedure Framework
The key pieces of legislation which govern this procedure are as follows:
Road Traffic Regulations (Northern Ireland) Order 1997
Road Vehicle (Construction and Use) Regulations 1986
Health and Safety at Work (Northern Ireland) 1978
Management of Health and Safety at Work (NI) Regulations 2000
Provision and Use of Work Equipment Regulations (Northern Ireland)
1999
Working Time Regulations (1998) and subsequent amendments
Corporate Manslaughter and Corporate Homicide (2007 Act)
(Commencement )Order (Northern Ireland) 2012
The Goods Vehicle Licensing of Operators Act’ (Northern Ireland) 2010
Carriage of Dangerous Goods by Road
6.0 Linkage to Corporate Plan
This procedure is consistent with Council’s mission, values and principles as
documented in the Corporate Plan. It contributes to the theme of
“Organisational and Personal Development” and its strategic aim to create
‘an innovative organisation and safe work environment’.
7.0 Impact Assessment
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7.1
Screening and Equality Impact Assessment
While there is no reason to believe that the implementation of this
procedure will result in any adverse differential impact on any of the nine
equality categories identified by Section 75 of the Northern Ireland Act
1998, it is considered likely that individuals within some of those nine
equality categories, namely non English speaking foreign nationals, the
young, the elderly, pregnant women and persons with a disability, are
recognised as being among those particularly vulnerable to certain
elements of this procedure.
Where necessary, Council will make any reasonable adjustments to the
working arrangements to ensure that individuals from the vulnerable
categories stated above will not be adversely impacted upon.
7.2
Impact on Staff Resources
Best practice dictates that health and safety in the workplace is integrated
into the normal operation of departments, rather than being ‘bolted on’ as
an additional function. It is not anticipated at this stage, therefore, that
any additional personnel will be required for the implementation of this
Fleet Safety Procedure. However, it is recognised that there will be an
associated need for staff to attend training and for some to perform a
variety of tasks which may impact on the time available for them to carry
out their normal duties.
7.3
Impact on Financial Resources
The financial implications of work-related road safety can be significant.
The implementation of an effective Fleet Safety Procedure will assist with
offsetting these costs by reducing on the frequency of vehicle accidents
and corresponding claims, sickness leave for injured operatives – together
with avoidance of costs associated with vehicle down time and repairs.
7.4
Sustainable development
The implementation of the Fleet Safety Procedure will promote good
driving habits within the group of Councils drivers which will potentially
will improve their driving behavior whilst in their private cars
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8.0 Implementation
The responsibility for the implementation of this procedure lies with the
Strategic Director for Environment. However, the Property and Fleet
Manager will coordinate the roll-out and bedding in of the procedure.
Simultaneously the Fleet Manager will provide advice and guidance on
how the procedure impinges on existing operations and any necessary
amendments required to operating procedures or maintenance schedules.
8.1 Vehicle Selection/Operation
Derry City & Strabane District Council have established robust procedures
in relation to the selection, use and maintenance of its Fleet Assets. These
procedures aim to ensure that Council owned vehicles are safe to use, fit
for purpose and project a positive image to the general public.
•
•
Fleet management ensure that all purchased vehicles and plant meets
stringent specification and are fitted with appropriate safety features to
mitigate road and operational risk as far as is reasonably practicable.
Vehicles have been fitted with audible reversing alarms, reversing
cameras and on-board recordable CCTV systems, etc following
identification of relevant risk.
•
All vehicles are fitted with Telematic Transmitter to optimise the safety
of driver and crew.
•
All vehicles are subject to a programme of planned preventative
maintenance including safety inspections every 42 days for high risk
vehicles such as refuse collection vehicles and mechanical road
sweepers.
•
All operators are required to complete and sign-off daily pre-use
inspection checksheets. The accuracy of these pre-use inspections will
be audited quarterly by the Freight Transport Association (FTA) and
periodically by Line Mangement.
•
Vehicle defects identified are reported to the Transport Workshop
charge-hand and must be “signed off” by a mechanic and the chargehand before being closed out. The mechanic must also annotate the
remedial action carried out on the defect report.
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8.2
•
Hired plant and vehicles are subjected to the same stringent pre-use
checks prior to being used by Council operatives. Any hired equipment
with apparent defects shall not be used within the Council’s Services.
•
Vehicles are parked up in their designated spaces at Council’s
registered Operating Centre at Skeoge when not in use. Vehicles
should be empty of contents, washed/cleaned, reverse parked, secured
and keys deposited in the security office on completion of each shift.
Grey Fleet
Grey Fleet travel refers employees using their vehicles, whilst at work,to
travel to other locations in line with their duties.
Derry City & Strabane District Council recognise that a significant number
of journeys are completed by employees using their own private vehicles
whilst on Council business. This activity must be managed under the
terms and conditions laid out in ‘Grey Fleet Best Practice’.
Fleet Management have considered the risks arising from this activity and
shall, in conjunction with Risk Management continue to evolve the
controls and procdures required to mitigate the level of risk so far as is
reasonably practicable.
Employees, Contractors and Agents of Derry City & Strabane District
Council who use their own vehicle for "at work" journeys must ensure that
their vehicle is maintained in accordance with manufacturer’s
recommendations, and that regular checks are completed to ensure that
the vehicle is maintained in a roadworthy condition at all times. Under the
terms and conditions of ‘Grey Fleet Best Practice’, employees may be
required to present their vehicle to Transport Workshop for periodic roadworthiness inspections.
Employees, contractors and agents that use non-Derry City & Strabane
District Council vehicles must ensure that annual MOT/PSV test is current
and that their insurance procedure has ‘Business Use’ annotated on the
procedure document.
Original Copies of the following documentation must be presented to Risk
Management/Finance department for verification:-
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• Current certificate of insurance to include ‘Business’ use
• Current MOT/PSV certificate
PLEASE NOTE: If a driver repeatedly fails to ensure that their assigned
vehicle is maintained correctly or fails to produce the relevant
documentation, Derry City & Strabane District Council will suspend
authority to use their vehicle on Council business. As a consequence, any
claims submitted for personal mileage allowance will also be refuted.
Insurance policies where a partner or spouse is the named holder of the
procedure may not cover both partner or spouse for ‘Business’ use unless
specifically requested.
Under no circumstances shall Derry City & Strabane District Council
accept liability for claims which are not covered by the driver’s personal
insurance procedure.
8.3 Driving Licences
It is the responsibility of all drivers to ensure that their driving licence is
current and includes the relevant categories required to an assigned
vehicle. If in doubt seek advice from Fleet Manager.
All driving licenses shall be checked annually to ensure they are current,
possess the relevant categories and monitor recorded penalty points or
convictions. Upon request from Fleet/Line Manager drivers must
complete a DVA driver’s mandate which will authorise Derry City &
Strabane District Council to check their licence at source.
8.4 Renewal Payments
Where an LGV licence is the requirement for a post, the licence renewal
fee will not be reimbursed, however the medical fee (where appropriate)
will be repaid upon submission of an official receipt from a GP.
Where an employee is required by Council to obtain a licence the licence
fee shall be paid on the first application and thereafter by the employee.
Employee’s fee reimbursements are as follows:
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Renewal fees for HGV licences £20 (at time of print)
Medical fees range from £20 - £50 per report.
8.5
Drivers Declaration
All drivers of Council-owned vehicles shall be required to complete an
annual ‘Driver Declaration’. This forms part of the integral driver risk
assessment carried by Derry City & Strabane District Council.
Please note. If a driver’s Mandate or Declaration is not submitted by the
required date, Derry City & Strabane District Council has the right to
suspend authority to drive any vehicle in connection with employment
within Council until the request has been complied with. This may also be
treated as a disciplinary matter.
8.6
Driver Evaluation
Derry City & Strabane District Council may require drivers to undergo driver
evaluation for a number of reasons. These would include, but not be limited
to:
•
As a result of a risk assessment
•
Involvement in an RTC or numerous RTC’s or vehicle related incidents
•
Prosecution for a motoring offence
•
Driving licence endorsement
•
Revocation of driving licence
•
Ongoing Health & Safety refresher training following report of unsafe
driving
•
Changes in vehicle specification or operating procedures
The training may consist of one or a mixture of the following;•
Classroom tuition
•
Computer or driving simulation
•
In-cab assessment
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Note: The purpose of this evaluation is to identify areas in need of development
and assist with formulation of the necessary course of remedial action.
In addition, Grey Fleet Drivers shall be required to:•
Produce both parts of their driving licence for review on an annual basis.
•
Produce a copy of the appropriate insurance (stating ‘Business’ use) and a
valid vehicle MoT certificate if appropriate.
•
Drivers are required to ensure that their vehicle is maintained in
roadworthy condition and in accordance with the terms and conditions of
The Road Traffic Act (1988).
•
Notify Line/Fleet Manager of any change in their driving status, including
endorsements, loss of licence or relevant health issues.
8.7 Vehicle Documentation
The Fleet Management section is responsible for ensuring that every council
operated vehicle has:• Current tax disc or a ‘Statutory Off Road Notification’ (SORN) has been
completed.
•
Is recorded on the Motor Insurance schedule.
•
Is maintained in accordance with manufacturer’s recommendations and
‘O’ Licence regulations and undertakings
•
Current MoT/PSV certificate
•
Current Tachograph calibration certificate
•
Current Freight Licence (where applicable)
•
Current LOLER certificate (where applicable)
•
Current reduced pollution certificate (RPC) (where applicable)
Please Note: Once issued, it is the responsibility of the driver to ensure all
licence discs are displayed in an orderly and secure fashion on the bottom
left hand corner of the vehicle windscreen. Adhesive disc holders are
available from Transport stores and Fleet Manager.
If a vehicle holds the appropriate licence but the driver fails to ensure the
relevant disc is displayed, they can be prosecuted for ‘Failure to Display’.
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This can result in Penalty Points on their personal licence together with a
fine which the individual will have to pay. It is therefore critical that the
driver ensures all relevant licence discs are displayed on the vehicle prior to
exiting the operating centre.
If in doubt seek clarification from Transport Charge-hand or Fleet
Manager.
Each vehicle is provided with an admin folder, the contents of which are listed
below:•
Pre-use Inspection/Defect reporting book
•
Vehicle Fuel logbook
•
Driver’s bump-card
•
Fleet safety procedure
•
Driver’s hand-book
•
Accident report form
•
Current certificate of insurance
It is essential that Drivers ensure the admin folder is present and complete as
part of their pre-use inspection and replaced from the Transport Stores when
required.
8.8 Speed & Route Planning
Derry City & Strabane District Council expects that all employees, contractors
and agents will observe relevant road speed limits at all times. All journeys will
be planned to allow adequate time to be completed safely and legally. Speed
limit signs only serve to inform drivers of the maximum permissible speed on
any particular section of road. They do not mean that it is safe to drive at the
indicated speed irrespective of local conditions. Drivers identified exceeding
speed limits may be subject to disciplinary action. Reports generated via
telematics may be used to monitor driver’s behavior or erratic driving style.
Please Note: Any driver convicted of speeding or any other ‘Fixed Penalty’ or
‘endorsable’ road traffic offence, will incur points on their private driving
licence and must personally pay any financial penalty awarded.
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Penalty points remain valid for 3 years whilst endorsable offences remain valid
for 4 years. When expired, drivers must submit a request together with
appropriate fee to DVLNI, County Hall, Coleraine to have the record physically
removed from their licence.
The following table contains National Speed Limits (outside built-up areas)
(MPH)
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Type of Vehicle
Cars, motorcycles and car
derived vans up to 2000Kg
MAM
Cars (inc car derived vans and
motorcycles towing trailers or
caravans
Buses, Coaches and Mini-buses
(not exceeding 12 metres in
length
Goods Vehicles not exceeding
7500 Kg MAM
Goods Vehicle exceeding 7500
Kg MAM
Single
Carriageway
60
Dual
Carriageway
70
Motorway
70
50
60
60
50
60
70
50
60
70 *
40
50
60
Note: * If articulated or towing a trailer the maximum speed is 60 MPH
8.9
Driver Fatigue
Driving can induce premature fatigue therefore drivers should refer to the
recommended driver/working hour’s directive before commencing a long
journey. During the journey drivers should ensure:•
They have given consideration to the possibility of fatigue being caused
by the previous day’s work or personal activities and that the journey
can be completed safely and legally within the allocated time-frame.
•
Consideration has been given to using other modes of transport to
reach their destination (Public Transport, Journey Sharing, etc).
•
The journey is planned thoroughly without need for speeding.
•
That fresh air is allowed to circulate in the vehicle during the journey.
•
Adequate daily rest is taken.
•
A relief driver is available if necessary.
•
Maximum working/driving hours are not exceeded.
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Note: Derry City & Strabane District Council terms and conditions of
employment include the following statement:“You shall devote your whole-time service to the work of Council and
shall not engage in any other business or take up any additional
appointment without the express consent of Council. You shall not
subordinate your role within Council to your private interests or put
yourself in a position where your duty and private interests conflict”.
8.10
Passenger Behaviour during a Journey
If at any time during a journey a passenger’s behaviour causes unacceptable
distraction, the driver must stop the vehicle in an appropriate place to resolve
the situation.
8.11 Limitations on Vehicle Use
Derry City & Strabane District Council vehicles are protected by
comprehensive insurance that covers business and personal use where
applicable. It does not however cover Council vehicles for off-road use except
where official Council business requires such activity ..
8.12 Unauthorised Passengers
Council vehicles shall not to be used for any private purposes without first
receiving explicit written approval from Line Management. Approval may only
be granted in exceptional circumstances and excludes transposting family
members to/from school/work on a daily basis.
8.13 Vehicle Maintenance
The scheduling of vehicle maintenance is the responsibility of Fleet
Management. In this regard each council owned vehicle is subject to an
annual programme of planned preventative maintenance and regular safety
inspections. All employees who drive for work have a responsibility to inspect
their vehicle, report defects identified and ensure that the vehicle is
roadworthy prior to undertaking a journey.
8.14
Council Vehicles
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In order to minimise the risk of un-roadworthy vehicles being used on Council
business, it is essential that vehicles are serviced regularly and in accordance
with manufacturer’s recommendations. Due to operational pressures that
exist within Derry City & Strabane District Council, it may not always be
possible for vehicles to be serviced at their exact mileage intervals.
Accordingly, Derry City & Strabane District Council has introduced a mileage
tolerance of +/- 500 miles of the manufacturer’s recommended service
intervals within which all scheduled services must be achieved. Additionally,
Derry City & Strabane District Council shall monitor council vehicle costs to
detect abnormal wear on items such as tyres, brakes and clutches, in an effort
to identify aggressive driving patterns.
8.15 Reversing LGV Vehicles
Whilst reverse cameras are fitted to all LGV vehicles within the Fleet, the use of
a ‘Reverse Assistant’ or ‘Banksman’ is compulsory where performing reversing
maneuvers. All operational personnel (to include crew members) deployed in
the use of LGV vehicles shall be trained in Reverse Assistant techniques and
should exit the vehicle to guide the driver using the common system of
signaling developed. It is critical that the Reverse Assistant position them self
so as to be clearly visible to the driver at all times. Should the driver lose sight
of the Reverse Assistant at any time whilst reversing, they must stop the
vehicle immediately.
8.16 Vehicle Condition Checks
A thorough visual safety check must be undertaken on each vehicle by the
driver prior to use. This is known as a "daily vehicle walk-round" and is
necessary irrespective of vehicle size or type. The driver is required to record
the findings of the pre-use inspection section in the vehicle’s ‘Daily Check’
book and file completed blue copy in the security hut before exiting the
operating centre, or retained in the vehicle if operating remotely.
If zero defects have been recorded, the primary or white copy remains in the
book. However, if a defect has been identified, the bottom section of the
page (Defect Report) should be completed and the white copy presented to
the workshop charge-hand who will task a mechanic to make the necessary
repairs.
Vehicle components which drivers should have regard to when carrying out
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Brakes
The vehicle brakes and those of any towed trailer must operate efficiently.
Should the driver suspect a defect vehicle then it must be reported
immediately to Transport Workshop charge-hand and the vehicle booked
‘Off-the-run’.
Tyres
Tyres must: a.
Be correctly inflated. Most vehicles have the tyre pressure displayed on
the wheel-arch above the wheel.
b. Have sufficient tread; the legal minimum requirement for cars and vans
is 1.6mm of tread across 3/4 of the tyre breadth and around the entire
circumference with 1.0 mm required for vehicles over 3500 Kgs.
c.
Not have a bulge or cut showing anywhere on the tyre walls.
d.
Meet the size and performance standards recommended by the
vehicle’s manufacturer.
Indicators
Indicators must be fully functional on the front, rear and side of the vehicle.
Windscreen wipers and washers
It is a legal requirement that washer bottles must be kept full. This is the
driver’s responsibility. Windscreen wipers must be in good condition and
capable of cleaning the screen effectively.
Exhaust
Exhaust systems must be secure and free from any obvious faults. Drivers
must report excessive smoke emissions.
Lights
All vehicle lights must be secure, clean and operational even if the vehicle is to
be used during daylight hours. Lenses must be of the correct colour and free
from cracks or defects.
Emergency lights
If the vehicle is fitted with amber flashing lamps and are only be used when
the vehicle is carrying out its operational duties.
Horn
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The vehicle horn must be fully functional.
Mirrors
Vehicles must be fitted with full complement of mirrors that provide a clear
view. One mirror must be fitted externally on the offside and another either
internally or if visibility to the rear is obscured, on the nearside externally. LGV
vehicles will require a close proximity kerb mirror and forward facing mirror.
Engine Oil Level
Although most LGV vehicles are fitted with electronic oil-level monitors, it is
recommended that the conventional ‘dipstick’ method is checked at least
weekly.
Engine Coolant
The engine coolant level should be checked daily by observing the level on
the transparent header tank. Exercise caution if removing the header tank cap
to ‘top-up’ as this is a pressurised system. Always check with engine cold.
Fuel
Drivers should ensure they have sufficient fuel and ensure the correct type is
added to the vehicle. All fuel transactions must be recorded accurately in
both the vehicle and driver’s log books. Completed sheets must be deposited
in the ‘post-box’ located outside the facilities area at Skeoge Operating
Centre. These are collated weekly and audited for accuracy.
8.17 Auditing of Vehicle Condition checks – Council Vehicles
Derry City & Strabane District Council shall audit a percentage of recently
completed driver pre-use inspections and mechanics safety inspections as
recommended in ‘Fleet best Practice Guidelines’. These audits will be carried
out by Line Managers and periodically by the FTA.
Please note: Failure by an employee, to ensure that pre-use checks are
completed properly and filed accordingly may result in disciplinary action.
This task is key to running a compliant Fleet and should any vehicle become
involved in an RTC, the investigating officers will require this report on which
to base their investigation. For vehicles listed on ‘O’ Licence (those over 3500
Kg) it is critical that the Blue or secondary copy is placed in the corresponding
file located in the security office each day and not retained in the vehicle.
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8.18 Use of Trailers
When towing trailers drivers must:a.
Check the MAM of the trailer, the maximum train weight of the vehicle
and that operator’s driving licence permits them to use the
combination legally.
b.
Ensure that they have regard to the weight of the trailer and how it will
affect the handling characteristics of the towing vehicle. As a general
‘rule of thumb’ the MAM of the trailer should be less than the unladen
weight of the towing vehicle.
c.
As with a motor vehicle, perform a thorough pre-use inspection of the
unit. Particular attention should be paid to the condition and
functionality of the towing hitch on both the trailer and vehicle. Any
defects identified should be entered in the pre-use inspection book
assigned to the towing vehicle and reported to the workshop chargehand promptly. Under no circumstances should a defective trailer be
used on the public highway.
d.
Check visually and physically towing and braking connections as well as
any safety devices such as ‘Break-away cables’ are functional on both
vehicle and trailer.
e.
Check if there are any other legal implications, for example you may
need to use a tachograph or operate under ‘O’ Licence regulations
whilst towing the trailer. If unsure contact Fleet Manager for
clarification.
f.
Feel competent to tow and reverse a trailer. A risk assessment must be
completed and if necessary training carried out. If required contact
Fleet Manager for details.
g.
After connecting tow-hitch, breakaway cable and electrical connection,
retract jockey wheel and ensure all lights are functioning properly.
h.
Ensure the registration plate on the trailer matches the towing vehicle.
i.
When finished with trailer thoroughly wash out, apply mechanical brake
and park up in an appropriate fashion. Always chock wheels to prevent
trailer running away in the event of mechanical failure.
8.19 Transportation of Petrol in Vehicles
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For some Council related activities such as refuelling of Grounds
Maintenance/Street Cleansing equipment, it may be necessary to carry Petrol
(UN1203) on-board corporate vehicles.
The ‘Carriage of Dangerous Goods by Road’ regulations require that Petrol
should be carried in UN approved containers (Petroleum Spirit (Plastic
Containers) Regulations 1982), which are properly stowed in the vehicle. The
containers should be clearly marked with the ‘Flammable’ diamond and the
UN identification number for Petrol ‘UN1203’.
The regulations also impose a limit of 2 X 5 Litre Plastic containers of the
approved design and no more than 2 X 10 Litre metal containers which should
be marked with the words ‘PETROLEUM SPIRIT – HIGHLY INFLAMMIBLE’. This
brings the maximum quantity of Petrol that can be carried on-board a
corporate vehicle to 30 litres.
8.20 Vehicle Cleanliness
Drivers are responsible for the general cleanliness of their vehicles. The inside
of the vehicle cab must be kept clean, tidy and free from any loose objects
which may hinder the driver’s vision or vehicle control. The exterior of the
vehicle must be washed thoroughly on return to the operating centre each
day.
On Refuse Collection Vehicles the hopper/body will be decontaminated
between ‘Blue’ and Black’ cycles by a third party contractor. A DCC LGV driver
will be required to ferry vehicles to and from the wash area and to open the
rear door to facilitate the cleansing operation. This does not however remove
the responsibility of vehicle cleanliness from the driver.
Remember, corporate vehicles are much more than modes of transport they
are woven into the very fabric of Council culture and as such project an image
of how Council is being run. It is mandatory that vehicles are kept in a clean
and tidy state at all times which in turns projects a positive image of Council
to our citizens.
Please Note: If a fault manifests on a vehicle during a period of use that
would make it illegal or unsafe to use, Transport Workshop must be contacted
immediately. A mechanic will travel to the locus and assess the vehicle’s
roadworthiness. The mechanic will either repair the fault at the roadside or
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arrange for a spare vehicle to be made available. Council does not expect any
driver to use an unsafe or illegal vehicle on the public road at any time.
8.21 Vehicle Tracking and Telematics
All vehicles within the Fleet will be fitted with Tracker devices. These will be
used to identify the driver, protect the safety of the driver and crew, facilitate
accurate maintenance scheduling and identify the exact location of a vehicle
at any point in time. Activities such as whether the sweep-gear is engaged or
bin-lifts are active can also be monitored remotely through the vehicle
‘CANBUS’ system.
Interference or tampering with the tracking equipment will be clearly
identifiable via e-mail or SMS alerts sent to Senior Management. The unit
continues to record even when attempts have been made to deactivate the
mobile collection unit and information will be accessed once the unit has been
reinstated. Deliberate attempts to disable the tracker unit or any ancillary
components will be investigated under the terms and conditions of the
Disciplinary Procedure and may be treated as ‘Gross Misconduct’.
8.22 Vehicle Familiarisation
Prior to commencing a journey, drivers should be confident that they are
familiar with the assigned vehicle's controls, all mirrors are properly adjusted
and that they can obtain a comfortable and safe driving position. This is
particularly important when not using the vehicle they normally drive.
If the driver is unsure or inexperienced on a particular vehicle, their Line
Manager will arrange ‘Driver Familiarisation’ training prior to setting off on
operational duties.
8.23 Vehicle Security
It is the responsibility of the driver to ensure that all reasonable security
arrangements are made when a vehicle is left unattended. Vehicles must
always be locked and the keys removed, the windows should also be fully
closed. These conditions apply even when the vehicle is left unattended for
short periods of time for example at a fuel station.
When operational commitments dictate that the driver must exit the cab to
assist with loading of bins, every effort must be made to immobilise the
vehicle whilst the cab has been vacated. This usually involves the fitting of a
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‘Drive-Lock’ device which operates through a transponder attached to the
driver’s belt. When they travel a set distance from the unit, the handbrake is
locked in the ‘ON’ position and should the engine be stopped, it will not
restart. The functionality of this unit depends totally on the driver’s
commitment to ensuring the transponder is attached to their person and
under no circumstances should this be temporarily attached to the seat-belt
harness. In doing so, the ‘Drive-Lock’ system becomes inoperative and the
driver may be subject to disciplinary action.
8.24 Vehicle Contents Security
All personal articles of value must be removed from the vehicle at end of shift.
All Council equipment including, but not limited to, computers,
communication equipment, tools etc, must, if possible, be locked out of sight
(in the boot for cars or load-area for vans). If these actions are not taken and
a loss occurs, the driver may be held responsible for the replacement cost.
8.24 Corporate Fleet Insurance Cover
Derry City & Strabane District Council provides comprehensive insurance for
all council vehicles and authorised drivers. The insurance includes all hired
vehicles operated by authorised employees. The excess on the Fleet
Procedure is £500 for third-party claims and zero for Council vehicles.
If any driver accumulates 6 or more penalty points on their Driving Licence,
the insurance company must be informed and they will weight that specific
driver accordingly. It is therefore critical that individuals inform Fleet Manager
who in-turn will inform Risk Manager of points awarded between annual
licence checks.
There is no longer a need to inform the insurance company of temporary
vehicle additions. However, Risk Management still requires this information to
ensure their schedule is current. Consequently a Temporary Fleet Acquisition
record must be completed each time a demonstration vehicle or hired vehicle
enters the Fleet. If applicable it must also be recorded on the ‘O’ Licence.
8.26 Road Traffic Collision
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If unfortunate enough to be involved in an Road Traffic Collision with another
vehicle, person or property, the driver must stop immediately and where
possible, exchange the following details:• Names
• Addresses
• Vehicle registration numbers and descriptions
• Insurance procedure details
• Date and time
• Witnesses
• Road names / numbers
• Position of vehicles
• Name and number of any attending Police Officer
Derry City & Strabane District Council will provide drivers with a “bump card”,
accident report form and copy of the current Fleet insurance procedure. The
perforated section of the Bump Card should be completed and given to the
third party. Completion of the Bump Card comprehensively at the scene is the
foundation of an accurate investigation. As time lapses details can become
cloudy or details omitted.
Although cameras are not supplied by Council, digital images taken with
personal camera-phones can prove effective at determining root cause of an
accident. These should be taken to Fleet Manager’s office where they can be
printed and filed as evidence.
Current evaluation of on-board CCTV camera systems providing live streaming
via an internet connection is being carried out. If installed, this footage too
may be used for accident/incident investigation purposes.
It is a legal requirement in the case of an accident involving personal injury to
any party involved, including animals, road fixtures or fittings or to other third
party property that the incident must be reported to the PSNI promptly and in
any case within 24 hours. Should the PSNI decline to take note of the report,
the driver should note the time, date and place of the accident, and also the
name/number of the officer concerned on the Bump Card or Accident Report
form.
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Please Note: Liability should never be admitted at the scent of the accident!
8.26.1 Road Traffic Collision reporting procedure (Corporate vehicles)
(a) Driver’s must report the damage and details of the accident to Line
Manager/Fleet Manager promptly and within 24 hours of the incident.
(b) Driver will be given an Accident Report form, which must be filled in and
signed by the driver and their Line Manager. The completed form should
then be returned to the Fleet Manager who will complete the ‘Vehicle’
section.
(c) Fleet Manager will print and attach copy of Fleet Inventory record, current
Driver’s Licence check together with any digital images of the incident or
damage inflicted.
(d) Fleet Manager will also attach estimated repair costs for all damaged
vehicles and forward to Risk Manager for processing.
Please Note: No repairs can be authorised prior to investigation being
completed and approval received from Insurance Broker.
8.26.2 Road Traffic Collision reporting procedure (Grey Fleet vehicles)
If an employee, contractor or agent of Derry City & Strabane District Council
has an accident as a result of an "at work" journey when on Derry City &
Strabane District Council business, in their private vehicle, they should also
complete an accident report form and send it to the Fleet Manager. This is
purely for statistical analysis and ‘Road Risk’ management purposes.
8.27
Incident/Accident Investigation.
All incidents/accidents involving Derry City & Strabane District Councils Fleet
will be subject to investigation by the Fleet Management, Line Management
and Health & Safety Sections as appropriate. Investigations may involve
inspections of the accident locus, photographic evidence, interviewing of
drivers and witnesses and obtaining PSNI reports or CCTV footage.
Incident/accident analysis will be used to identify trends and establish relevant
programmes of remedial action to prevent recurrence and mitigate road-risk
and financial costs to both employees of Derry City & Strabane District
Council and other road users.
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Contractors and Agents of Derry City & Strabane District Council must submit
completed Motor Insurance questionnaire certified by Insurers to Fleet or Risk
manager on an annual basis.
8.28 Load Security
The driver is responsible for the safety and security of any load carried. Before
commencing the journey the driver must ensure the load is evenly distributed
in relation to axle position and secured. The MAM of the vehicle should never
be exceeded. Most Council LGV vehicles are fitted with on-board weighing
systems which display axle loading and MAM through a cab-mounted digital
monitor. An audible warning device will also inform the driver prior to MAM
being reached.
9.0 Support and Advice
Further information or clarity of any issue documented can be obtained from
the Fleet Manager
10.0 Training
The Fleet Manager in collaboration with Human Resources and Health and
Safety will organise ‘O’ licence awareness courses for section heads to ensure
they are aware of their statutory responsibilities under current legislation.
11.0 Communication Strategy
The Fleet Manager in conjunction with Human Resources and Health and
Safety will develop a program and effective communication channels required
to convey the procedure contents and the specific roles of individuals, to all
staff members.
12.0 Risk Management
Failure to implement the contents of this procedure in full may result in
Council failing to meet its legal obligations under ‘The Goods Vehicle
Licensing of Operators Act’ (Northern Ireland) 2010. Fleet Manager will work
closely with Corporate Risk Manager in an attempt to mitigate all Fleet
associated risk as far as is reasonably practicable. Full advantage will be made
of technological advancement and telematics to provide real-time information
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on vehicle location and driver behaviour in an attempt to optimise operator
safety and Fleet compliance.
13.0 Monitoring, review and evaluation
This procedure will be subject to review on a bi-annual basis or in response to
a legislative shift, change in operational procedures or identification of
enhanced methodology.
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