1. Policy Statement Introduction Authorised Users Vehicle Use Organisation Responsibilities 5. 7.

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1 Vehicle Policy CONTENT Page 1. Policy Statement 2 2. Introduction 2 3. Authorised Users 3 4. Vehicle Use 3 5. Organisation 4 6. Responsibilities 5 7. Insurance 6 8. Accident Procedure 8 9. Vehicle Maintenance / Inspections Health & Safety Vehicle Procurement Vehicle Disposal Hire Vehicles Fuel Cards Register of Vehicles Climate Change Monitoring 17 Appendices: Appendix i Vehicle Checklist Document Ref.003/Pro/Issue 1/April 08 Appendix ii Authorised Driver Registration Form Ref.003/Pro/Issue 1 Document Ref.004/Pro/Issue 1/April 08 Appendix iii Hire Vehicle Pre/After Use check List Document Ref. 005/Pro/Issue 1/ April

2 Vehicle Policy 1. POLICY STATEMENT 1.1 Allerdale Borough Council is committed to providing an effective method of controlling the administration and procurement of corporate vehicles. 1.2 This policy will include all aspects of corporate vehicles and driving, and will cover all authorised drivers. This policy will also encompass users own vehicles whilst on council business. 1.3 The importance of Health & Safety in respect of vehicles and driving is included to emphasise the individual responsibilities of both the Council and Employees. 1.4 Allerdale Borough Council recognises its responsibilities to provide, as far as practical, for the Health, Safety and Welfare of employees and others who may be affected by its activities. 1.5 The council notes that driving is a necessary part of its activities, which also represents a hazardous activity, and will act to reduce identifiable risks as far as possible. In order to assist the council in meeting its responsibilities, and in order to promote and ensure the welfare of employees and members of the public, the council must rely on each employee to adopt and maintain a responsible attitude in regard to the well being of others. 1.6 Employees are not only responsible for their own safety; they are also responsible for the safety of others who may be affected by their actions. Employees are, therefore, required to operate vehicles at all times, in a manner that is safe and responsible and to uphold the conditions of road-worthiness required by law. 2. INTRODUCTION 2.1 The objective of this policy is to provide a framework for improved management of all vehicles used on Allerdale Borough Council business, whether owned, hire or leased. 2.2 The aim is to reduce the legal and financial liability, and to help control the operational costs to Allerdale Borough Council. The safety of all personnel concerned is also of equal importance to the council. 2.3 Allerdale Borough Council further recognises the need to help address climate change, in future all vehicle procurement, whether by purchasing, leasing or through car loans, will take into account the carbon emissions of the proposed acquisition. 2

3 3. AUTHORISED USERS. Any Person Who: Who holds a relevant licence to drive a vehicle, and is not disqualified or prohibited by law from holding or obtaining a licence and is driving on the Councils order or with permission as authorised by a manager. Private use of Council owned / operated vehicles by officers is considered a taxable employee benefit by HMRC except for limited defined circumstances which are different for vans and cars. Current Council policy restricts such use to commuting only which in simplified terms does not incur a benefit charge for private use. Service Managers should identify and notify Payroll should the following changes occur: If the extent of private use of a council owned / operated vehicle by an employee is for more than commuting. If council owned / operated cars are regularly taken home and parked at an employee s residence overnight or is normally used by only one individual to the exclusion of others. They should then confirm with Payroll what information regarding the private use is required by HMRC and ensure that this is recorded and provided to Payroll for reporting to HMRC. 4 VEHICLE USE. 4.1 Council Owned / Operated Vehicles. Driving of vehicles owned by or on contract / long term hire to the council, is restricted to use by authorised drivers on authorised council business only. 4.2 Vehicles on Short Term Hire. Vehicles on short term hire are only to be driven by an authorised user on council business. Business use includes driving the vehicle on a test drive to get to know the vehicle. All short term hire will be arranged through the council car hire contract If vehicles have to be hired outside the council hire contract, the hire must be from hirers as approved by corporate procurement. Note. Under the Motor Insurance Directive the Council is required to: 1) Submit details of temporary vehicles that are on cover for more than 14 Days to the national Motor Insurers Database. 2) Maintain a record of all vehicles for less than 15 days and to retain these records for a period of at least seven years after the expiry of the relevant insurance contract. 3

4 4.3 Officer s, Councillor s and Employee s Vehicles. Private vehicles are only to be used on council business if: 001/Pro/Issue 1/April 2008 The driver has a valid driving licence. The vehicle is insured for use by the driver whilst on council business (see7.6). The vehicle has a current MOT certificate, if required. The vehicle is maintained in a road worthy condition. It is recommended that owners arrange their own breakdown cover for their vehicle. Note. All claims for a Mileage Allowance for Travel in employee owned vehicles must be supported by a VAT receipt to cover the cost of fuel used. 4.4 Motoring Offences / Fines. The driver of a council vehicle must drive within the law at all times, including:- Ensuring that a valid Road Fund licence is displayed Ensuring that traffic signs and statutory speed limits are observed. Ensuring that the vehicle is legally parked and not in breach of any regulations. Authorised users must notify their departmental manager in writing if they have been charged or convicted of any motoring offence. The council will not accept responsibility for payment of any penalties imposed upon the vehicle user, e.g. parking or speeding fines. For any fines charged to the council the employee will be expected to reimburse the council. Any fines imposed for parking are the responsibility of the hirer, in this case the Council, however the Council will pass liability for payment to the employee. In respect of any fines being received whilst driving a hire car, the driver will be responsible for any administration fees imposed by the hire company. 5 ORGANISATION. The Council s Structure is such that all employees who drive council vehicles on business are responsible to the manager of the service which they are based. It is the employees and their line manager s responsibility to ensure compliance with this policy. 4

5 6 RESPONSIBILITIES. 001/Pro/Issue 1/April 2008 Service Managers should ensure that vehicles selected for use as part of a department s operations are fit for purpose, incorporating safety features as appropriate. These vehicles should be maintained in a safe condition with daily and weekly checks in accordance with appendix i. Vehicles will be subject to planned maintenance programmes with clear standards and minimum periods between servicing. Service managers are required to keep these records for a minimum of 12 months. 6.1 Service Managers In the case of council owned and long term hire vehicles, Service Managers are responsible for ensuring that: All Vehicles purchased or acquired on long term hire will be arranged through the council s corporate vehicle contract. Maintenance arrangements are in accordance with manufacture s recommendations and the councils MOT and servicing contract. Reversing alarms must be fitted to all commercial vehicles. They should be kept in working order. The alarm should be loud and distinct enough to make sure that it does not become part of the background noise. The councils Insurance Officer is provided with details of vehicle acquisitions and sales within 5 working days, for updating the Motor Insurer s Database. The Technical Administrator is similarly notified, for updating the Council s Vehicle Register (See section 15). Vehicle inspections are properly carried out and recorded in accordance with section 9 of this policy. Reported vehicle defects, which will be recorded on the checklist, are dealt with promptly. Any significant alteration or modification, made to a council owned vehicle must be reported to the Insurance Officer, as the alteration may affect or invalidate the vehicle s insurance. Carrying out risk assessments with special attention to potential risks from driving, getting in and out of vehicles and putting equipment in and out of vehicles. Identifying and addressing staff training needs e.g. manual handling. Implementing guide lines to minimise risk. 6.2 All Officers, Councillors and Employees. 1) All Officers, Councillors and Employees have a responsibility to co-operate in promoting Health & Safety. Quite apart from a specific duty to observe health & safety rules applying to their position, they also have a responsibility for the safety of others, who may be affected by their actions, particularly road and driver safety. 2) It should be remembered that, despite its familiarity, driving on the road is by far the most hazardous activity that most people undertake. The following precautions should be taken to minimise risk: 5

6 Investigating and reporting of incidents and accidents. Maintaining Good Housekeeping of vehicles Plan work to minimise driving requirements. For council vehicles, undertake and record all required pre-use daily and weekly vehicle checks in accordance with appendix i For council vehicles, report any defects immediately to the relevant manager. Ensure that vehicles are maintained in accordance with manufacture s instructions including seasonal precautions. For short term hire vehicles, report any defects immediately to the corporate car hire supplier. Take sensible breaks and seek to avoid overlong days of work and driving. Do not use mobile phones whilst on the move. Do not eat or drink while driving Follow the personal safety precautions outlined in the Lone Workers arrangements. Report the development of any health problem, which may limit or prevent driving. Report any driving convictions / endorsements or disqualifications from driving. 7. INSURANCE 7.1 Own Vehicles used on Council Business. Officers, Councillors and Employees are responsible for business use cover for their own vehicles if they are used on council business. This is especially important for members of staff who do not normally have to use their vehicles in the course of their duties. 7.2 Council Owned / Controlled Vehicles: The Council maintains insurance cover in respect of all vehicles in its custody or control or for which it is legally responsible, whilst being driven by authorised drivers on council business. Officers, Councillors and Employees, have a duty to ensure that council vehicles are only used in accordance with the cover under this Policy. Short term hire vehicles are covered under this Policy. Council Vehicles may not be used for: Any unauthorised private purpose or driving tuition of any nature. Any business purpose other than those undertaken on behalf of the council. Towing Trailers etc. where the vehicle manufacturer s specified maximum tow load is exceeded. Council vehicles must only be used as stated in the council s motor insurance policy: 6

7 7.3 Driving Licences. Managers are responsible for ensuring that drivers have a current driving licence and are competent (see HSE link for definition). They must check that for all drivers of council vehicles and drivers who drive as part of their employment:- A Full Driving Licence is held, and a copy is made and passed to the Personnel Department to be held on file with the employee s personal records. The licence will cover the classification of vehicle being driven. Drivers sign a declaration confirming their licence status (Appendix ii). 7.4 Frequency of Checks. The Council policy requires that drivers of council vehicles and drivers who drive as part of their employment (excluding commute to work) will have their licence s checked and complete the declaration form. Driver records will be maintained and held on file, to show that the following periodical checks are being made in line with approved procedures. Initially, a declaration will be signed with a copy licence submitted, then the onus will be on the individual to notify any changes. There is a requirement to notify immediately any changes to the licence with verbal confirmation being given as part of the appraisal process. The recording of this confirmation will be by completion of a tick box on the appraisal Form Note It is a requirement, that any driver of council vehicles, whether owned, leased or hired, who receives a restriction on their licence either due to a medical condition or with the awarding of any points or endorsement, must notify their service manager. This is essential in order that records can be amended and the Insurance Officer notified. 7.5 Licence. Licences can be checked at any time, at the discretion of their manager. 7.6 Business Use Insurance. Mangers must check annually that staff, who drive or may drive their own vehicles on council business, have business use cover on their current insurance certificate. As insurance policies may be due for renewal at any of the year it is not possible to state when this check should be done. It may therefore be necessary to check this on a random basis to ensure that business use coverage is included on any policy. 7

8 8 ACCIDENT PROCEDURE. Do not admit responsibility Duty of Drivers to stop, Report Accidents and give Information or Documentation. If you are involved in a collision which causes damage or injury to any person, vehicle, animal or property, you Must: Stop Give your own and the vehicle s owner s name and address, and the registration number of the vehicle, to anyone having reasonable grounds for requiring them If you do not give your name and address at the time of the collision, report it to the police as soon as reasonably practicable, and in any case within 24 hours. Obtain third party and witness details. If another person is injured and you do not produce your insurance certificate at the time of the crash to a police officer or to anyone having reasonable grounds to request it, you Must: Report it to the police as soon as possible and in any case within 24 hours. Produce your insurance certificate for the police within 7 days. All incidents and accidents, regardless of the amount of damage, and including incidents not involving a third party, must be reported to the relevant manager as soon as possible. All accidents must be recorded in the accident book held by the Personnel Department, and an incident report, available on the Health & Safety intranet site, must be completed. A completed insurance report should be forwarded to the Insurance Officer as soon as possible after any incident / accident to any council owned, leased or hired vehicles and definitely within seven days. 8.1 Breakdowns and Incidents. If your vehicle breaks down, think first of all other road users: Get your vehicle off the road if possible. Warn other traffic by using your hazard warning lights if your vehicle is causing an obstruction. Help other road users see you by wearing light-coloured or fluorescent clothing in daylight and reflective clothing at night or in poor visibility. If possible, keep your sidelights on if it is dark or visibility is poor. Do not stand (or let anybody else stand) between your vehicle and oncoming traffic. At night or in poor visibility do not stand where you will prevent other road users seeing your lights. 8

9 9 VEHICLE MAINTENANCE / INSPECTIONS. 9.1 The provisions of the Transport Act 1968 require a driver to: See that the vehicle that they drive is in a fit and serviceable condition. Comply with the Road Traffic Act 1988 governing the use of vehicles with regard to Loading and Unloading. 9.2 Whereas the law requires all users of motor vehicles, whether the owner or driver, to maintain the vehicles, used, to specified standards for the benefit of road users and public safety. 9.3 The council is also responsible for seeing that these requirements are properly carried out, and infringements of any of the regulations can result in a fine and endorsement or disqualification of a driver s licence (with the possible loss of employment for the individual concerned). 9.4 The requirements also cover inspections, tests, checks and the keeping of records to support such action. 9.5 To protect the council s position, before using a vehicle on council business, whether council owned / operated or hired, the relevant pre-use, daily and weekly checks must be undertaken by the driver: and Weekly for drivers allocated a particular council vehicle on a long term basis, and Officers, Councillors on council business, in accordance with appendix i Pre-Hire. For short term temporary hired vehicles, in accordance with appendix iii 9.6 These procedures will:- Include a checklist for regular vehicle inspections (See Appendix i and iii) inspections to be carried out and recorded at specified intervals. Provide evidence of inspections, best practice compliance with Health & Safety Risk Management. 9.7 Servicing & MOT s for council owned vehicles A corporate contract is in place for MOT s and servicing of all council owned vehicles. Vehicles outside the scope of this contact include leased or hired vehicles usually serviced by the leasing company and vehicles covered by their manufacturers normal warranty period (please see the Intranet for further information about the contract). 9

10 10 HEALTH & SAFETY. The Health & Safety at Work etc Act 1974 requires employers to ensure so far as reasonably practicable the health, safety and welfare of all employees and to safeguard others who may be put at risk from their work activities. This includes when they are undertaking work related driving activities Risk Assessment. Employers are required to record the significant findings of their risk assessments. Any assessed risk, will need to be monitored and reviewed to ensure that the risks to those who drive and others, are suitably controlled. If this is to be effective, there is a need to gather, record and analysis any information gathered. A review of risk assessments may be necessary to take into account changing circumstances e.g. the servicing of new venues, new equipment carried / used, or a change in vehicle specification Drugs & Alcohol. Do not drink and drive as it will seriously affect your judgement and abilities. You Must Not drive with a breath alcohol level higher than 35 microgrammes / 100 millilitres of breath or a blood alcohol level of more than 80 milligrammes / 100 millilitres of blood. Road Traffic Act 1988 sects 4, 5 & 11(2). You Must Not drive under the influence of drugs or medicine. Check the instructions or ask your doctor or pharmacist. Using illegal drugs is highly dangerous. Never take them if you intend to drive; the effects are unpredictable, but can be even more severe than alcohol and may result in fatal or serious road crashes. Road Traffic Act 1988 sect 4. Under the council s disciplinary policy and procedures, being under the influence of alcohol or drugs at work is classed as gross misconduct, which, may lead to an employee s summary dismissal. If an individual is prescribed medicine or has suffered an illness or injury which prevents them from driving, then their manager must be informed Eye Sight. Employees must ensure that they are fit to drive and comply with the law on eye sight requirements for driving. (Road traffic Act 1988 Section 96 - Source Highway Code) Seat Belts. Employees must comply with the current laws regarding the use of seat belts (as defined under Section 2 of the Road Traffic Act 1988). Drivers must ensure that their passengers use their seat belts Mobile Phones / Hand Held Radios / PDA S / Blackberry s The council recognises that mobile phones can be of benefit in an emergency situation and offer additional security to lone workers needing to summon help should a hostile situation arise. 10

11 11 001/Pro/Issue 1/April 2008 It is an offence to use a non hands free mobile phone whilst driving a vehicle. This includes using a mobile phone when stationary, whilst the engine is running. The offence carries a minimum fixed penalty, plus 3 points on the individuals licence. The Councils Policy is: The use of hand held and hands free mobiles whilst driving on council business is strictly prohibited. Mobile phones must be switched off when the vehicle is being driven and the answer facility used, any missed calls to be responded to when the driver reaches their destination. The only exception being for emergency use where the driver s personal safety is compromised. If a call has to be made, it must only be made once you have parked in a safe place with the ignition switched off. Before making a call to a mobile phone consider; Does the call need to be made? ask colleagues to take messages on your behalf Never look up numbers or try to take notes while driving. Never use PDA s or any mobile receiving equipment for viewing s or text messages etc. When calling another mobile phone or radio user, always ask whether it is safe to speak. For security, the phone should be removed from the vehicle when it is unoccupied. Note. It is an offence for a manager to require an employee to make or receive calls from a mobile phone whilst driving, as they are being asked to drive while not in proper control of the vehicle Laptop or Similar Computers. The council recognises that more and more officers are having to use laptop computers or similar, whilst out and about. Before using your laptop or similar in your vehicle, to avoid stressful working positions for your arms and neck, follow these simple guidelines: Do not use your laptop while sitting in the driver s seat, either with it on your lap or with it on the passenger s seat. Never use your laptop while driving. Before using your laptop, push the seat right back to give yourself plenty of leg room. If you have a flat stable item like a briefcase, place it under your laptop to raise it slightly.

12 Before you use your laptop for the first time in the vehicle, you should inform the Safety Advisor, so that a full Display Screen Equipment (DSE) workplace assessment can be carried out. Note. It is a Road Traffic Offence to use a laptop or similar whilst driving, or having it in a position that can be read whilst driving Satellite Navigation. Do not be distracted by Screen Based Information, such as Satellite Navigation whilst driving, if necessary find a safe place to stop. Note. For security purposes never leave a mobile phone, laptop, satellite navigation system or similar equipment in an unoccupied vehicle, if necessary lock the equipment in the boot out of sight Smoking. Vehicles used as a workplace by more than one person (whether or not they are in the vehicle at the same time) are to be Smoke Free at all times. This applies to all Allerdale Borough Council vehicles, regardless of whether it is a delivery or service vehicle. The vehicles used as a workplace must carry and display a No Smoking sign. It is an offence to either fail to show a sign or smoke in one of these vehicles Manual Handling. If you have to load items in your vehicle as part of your job, a risk assessment should have been undertaken and you should have received manual handling training in line with the Manual Handling Operations Regulations If you have to transport goods in your vehicle: Ensure that items are stable and secure prior to driving off, so that loads do not slide towards the front of the vehicle, causing reach and stretch problems later. Consider storing items on the front or back seats (ensuring that they are adequately secured). Access to loads stored on seats is usually easier, as the handler gets closer to the loads. Never twist round from the front seat to remove an item from the back. Get out and remove it from a standing position. Park (legally) as close to the drop off point as possible. Park so that the doors can be opened fully and loads can be handled with a good posture. When leaving your vehicle, move slowly and avoid twisting and straining your back, particularly after a long drive. 12

13 Before lifting, stand up, place your hands in the small of your back and arch backwards a few times. This will reset your back after driving. In very cold conditions, beware of the temptation to rush loading and unloading as this can increase the risk of back injury. On long journeys take a break every 2 hours. 11. VEHICLE PROCUREMENT. All corporate vehicles will be procured as required, by financial regulations E64 and against this policy: Any new vehicles required by purchase or lease must be acquired through the council s central procurement arrangements. Details can be found on the council s intranet site (to be confirmed, these will be available during 2008). Consideration will be given to Value for Money. Consideration will be given to vehicle standardisation to achieve economies of scale. The Carbon Emission rating will be an important factor in the selection of any new vehicle. All vehicles procured either by a leasing agreement or purchase will conform to the new vehicle emission guidelines, and only those vehicles which are in the VED Bands A to C - (CO.2 Range <100 to <150 g/km) may be procured, with the exception of specialised vehicles which are necessary for council business. The council has arrangements in place for vehicle livery and signage (to be confirmed, these will be available during 2008). 12. VEHICLE DISPOSAL When procuring vehicles, consideration must be given to the means of disposal that will be employed for the vehicle being replaced, if applicable. The disposal may be by any one of the following means:- Lease or hire vehicles being returned to the supplier at the end of the contract period. Internal transfer between departments. Sale by auction. Sale by private treaty. A vehicle being scrapped. 13

14 Note. Which ever means is being used for disposal, the Insurance Officer and the Technical Administrator must be informed immediately to ensure that the necessary declaration is made to the Driver and Vehicle Licensing Centre (DVLA). If the vehicle is being scrapped, the disposal must be made in strict compliance with the current Vehicle Disposal Regulations. 13. HIRE VEHICLES. It will be the responsibility of each Service to make their own arrangements for the car hire. The car hire pre-use check-list (Appendix iii) and hire order forms can all be obtained from the document store under Administration. Essential car users are not eligible for car hire. In order to ensure that the request for the hire of cars is controlled and authorised effectively, the following procedure will apply: A budget holders authorisation is required for all car hire transactions All orders are to be placed using the IDeA: Marketplace. N.B. Officers should not approve orders for car hire which is for their own use. Hire to be from the agreed corporate suppliers currently Cumbria Vehicle Rentals (CVR) Inchcape. Please note Fill in all the contact and destination details on screen and then print off the car hire form (ref.002/pro/issue 1/April 08) for signature by the appropriate authority. These details must be placed on the purchase order to enable the supplier to contact you should there be a problem. This may be done by attaching the saved copy of the car hire form to the purchase order. Print off a Hire Vehicle Check List (ref.005/pro/issue 1/April 08) which must be completed on the day of the journey and retained. The pre-use checklist form should be stapled to the hire form and retained. Once the journey has been completed the order must be receipted in the system Please note: for Training and Development purposes all car hire forms must be sent to the Training & Development Officer in Human Resources for signing. The carbon emission of the vehicle should be taken into account when specifying the type of vehicle to be hired 14

15 Cars / Vehicles should be returned with a full tank of fuel and receipts claimed back through an expenses claim. 14 FUEL CARDS. The council operates a fuel card scheme for council owned and leased vehicles through BP. Fuel to be obtained at BP garages only, when using the fuel card. BP garages are situated in all major towns throughout the Borough. The correct procedure for using Fuel Cards is essential to allow reconciliation of the fuel used against fuel invoiced. The council is responsible for the safekeeping of Fuel Cards and the PIN numbers and for their correct usage in accordance with the fuel card provider s agreement. The PIN number must not be disclosed to any person other than the Authorised User and must not be written on the card or anything normally kept with the card. The management of this account and the reconciliation of usage against invoicing will be the responsibility of the Technical Administrator, who is also the designated contact with the fuel card provider (BP) regarding the operation of the Fuel Card Agreement. As the designated contact, the Technical Administrator will have access to the BP e- service, which allows authorised users to make use of the following online management information / facilities: Access accounts online 365 days a year. Stop Cards. Order new cards. View transactional data. Receive invoices and statements via . Operational Instructions: Fuel Cards relate to a specific vehicle and must be stored in a secure place at all times. A receipt must be obtained each time a fuel card is used. When the card is presented at the BP outlet, the vehicle s mileage and registration number must be provided to the outlet for inclusion on the receipt (if this is not possible at this point, then the mileage should be written on the back of the receipt by the vehicle driver). The fuel purchase must be recorded to the Vehicle Usage record Book and the receipt kept with it. On the last working day of each month the completed sheets from the Vehicle Usage Book, and all receipts, must be forwarded to the Service Manager for approval. The PIN number for the card must be provided if requested by the BP outlet. The PIN number must not be kept with the card (failure to adhere to this may result in the council being held liable to pay for fuel gained fraudulently by a third party). 15

16 A copy of the Operational Instructions will be kept in each vehicle on a laminated card. This card will also detail the instructions which are shown below in relation to forgotten PIN number, lost or stolen cards and replacement cards. Forgotten PIN Numbers. After three failed PIN attempts the fuel card will be blocked. The PIN resets after 24 hours when the card can be used again. The Technical Administrator can be contacted to remind you of the PIN number. She can allocate a new PIN number but this also requires 24 hours to take effect. Lost or Stolen Cards. If any card is lost or stolen, this must be notified immediately to the Technical Administrator (Marlene Tomlinson) on or by to marlene.tomlinson@allerdale.gov.uk The Technical Administrator will then send a Card Stop Form to the fuel card provider to record the card as lost or stolen or that the PIN number has become known to an unauthorised person. New or Replacement Cards. Replacement or new cards will only be ordered by the Technical Administrator upon request by a Service Manager and recorded. Recording. Fuel card receipts and mileage logs are to be recorded in a Vehicle Usage Record Book (which were available from 1 st November 2007), and monthly records sent to the Technical Assistant by the 5 th of the following month. Service Managers should validate vehicle mileage each month to Vehicle Usage Record Books and submit to the Technical Assistant by 5 th of the following month. New or replacement cards issued and the registering of fuel cards returned from employees who have terminated their employment, must be reported and recorded by the Technical Administrator. Lost or stolen cards must be reported and recorded on the system. Users who do not return records and receipts will be notified to Heads of Service on a quarterly basis. This above information will be recorded on a spread sheet, with access available to all interested parties. This would allow the monitoring of mileage and fuel consumption. 15 REGISTER OF CORPORATE VEHICLES. A Register of all the council s vehicles will be kept and maintained for the purpose of central procurement, fuel cards and insurance. 16

17 This will be maintained by the Technical Administrator, Managers are to provide details of any vehicle changes / acquisitions to the Technical Administrator and the Insurance Officer. 16 CLIMATE CHANGE. On 10 th October 2007, Allerdale Borough Council demonstrated its commitment to tackling Climate Change by signing the Nottingham Declaration. By this action the Council have publicly declared within the above declaration, the commitment to achieve a significant reduction of Greenhouse Gas Emissions from our own authority s operations, including travel and transport and the procurement of goods and services. We, as a Council, recognise that our actions, no matter how great or small. All have an impact on the climate. Therefore, careful consideration has been given to this impact, when determining this policy in relation to vehicle usage and procurement. As part of the larger picture Allerdale Borough Council have developed a Climate Change Plan which will, in itself address areas in which the Council can make carbon savings. The Action Plan includes baseline data for various carbon emitting areas of the Council, allowing targets to be set and results to be monitored. The procurement of all new vehicles (including those procured by lease) will be controlled for carbon emission ratings (See Section 11). By planning trips carefully in order to minimise travel and by driving sensibly we will be more fuel efficient. 17 MONITORING. Monitoring of this policy, will ensure that the work related road safety elements of this policy are effective, in addition to setting standards for the approved systems of recording management control information. The areas where monitoring will be necessary will include: Organised maintenance schedules to reduce the risk of vehicle failure, ensuring that the vehicle is safe for the driver and general public. That any defects shown in any inspection or risk assessment are acted upon. (See Sections 9 & 10). That information, regarding the change of vehicles is suitably recorded. (See Section 15). That employees who purchase fuel whilst on council business, who are not fuel card holders, will support their request for reimbursement with the production of a VAT receipt. This will allow the council to reclaim the VAT. (See Section 5.3). 17

18 That all the requirements for recording fuel card usage are maintained. (See Section 14.4). Note: Failure to comply with this policy may result in disciplinary action being taken Allerdale Borough Council Appendix i Drivers Pre-Use Check List / Vehicle Usage Record. For Council Vehicles. Before using a vehicle the following checks must be carried out and recorded by the first driver of the day. Print Drivers Name: Signature of Driver: Date: / / Department: Vehicle: Reg. No: Week ending: / / Final Mileage: Item Frequency of Checks Details of Defect / Comment or Problem Tyre Condition ** Wheel Nut Security Mirrors Wing & Rear View Front & Rear Lights / Number Plates Indicators / Alarms Exhaust Smoke Wipers / Washers Seat Belts Instruments / Electrics Horn Brakes Steering / Clutch Engine Oil / Coolant / Brakes / Clutch Fuel Tank Levels. First Aid Box / Fire Extinguisher Visual Interior / Exterior Clean & Tidy Weekly Tyre Pressures Weekly Battery Weekly Accident Damage / Scrapes Weekly All other Defects ** Must have a 1.6mm tread depth over ¾ of tyre and around the entire circumference. No cuts more than 25mm or 10% of section width tyre, whichever is greater, which exposes the plies or cords. Inflated to correct pressure, with no lumps, bulges, tread separation or side wall cracking. Are the Road Tax /MOT current? Vehicle Usage Record Date Driver Start Mileage End Mileage Purpose / Places Visited Vehicle Checked / Comments 18

19 For any fine charged to the council the employee will be expected to reimburse the council Checklist submitted to Vehicle Controller ( ) On / / 004/Pro/Issue 1/April 2008 Authorised Driver Registration Form. Appendix ii Title Mr / Mrs/Ms etc: First Name: Last Name: Job Title: Department: Date Full Driving Licence Obtained: Car / HGV / PCV (please date) / / DVLA Driving Licence number: Have you driven regularly during the last 12 months? Vehicles that you have driven (please tick) : Cars Light Vans People Carriers Minibuses Others: Motoring Convictions: Details of any drink driving convictions, including: Date of Offence Length of ban / fine Result of accident / spot check Blood / Alcohol level Details of any other motoring convictions in the last 5 years including: Date of offence Conviction code Fine / Points Length of any ban If none, please state none Details of any Accidents in the past 3 years. If none, please state none Do you consider yourself to disabled? under the Disability Discrimination Act Is so please give details. DVLA informed and accepted? Have you ever been refused motor insurance on normal terms? If so please state reason. Do you have any prosecution pending? Please attach copy driving licence. In the case of a photo card licence, please attach copies of both parts and both sides of the photo card. For any fine charged to the council the employee will be expected to reimburse the council. I agree that for failure to do so the fine could be deducted from my salary. Declaration: I understand that any vehicle supplied to me by Allerdale Borough Council must only be used for Work purposes and travel from Home to Work. 19

20 I confirm that I have read and understood the Vehicle Policy and undertake to comply with my responsibilities regarding licence, insurance and vehicle road worthiness. I declare that the above statements are, to my knowledge and belief, true. Date. Signature Drivers Pre- Use Check List for Car Hire Appendix iii Before using a hired vehicle ensure that you are familiar with all controls, light switches and the type of vehicle e.g. petrol / diesel. If you are not sure Ask. If necessary go for a drive to get used to the vehicle But make sure the Hire Company are aware you are doing so. You are only insured for the actual hire time. Check details of arrangements in case of breakdown. PRIOR TO USING THE VEHICLE PLEASE: Check fuel tank level Ensure that if you refuel the vehicle the correct fuel is used. Road fund licence MOT Certificate ( if applicable) Tyre Pressures Tyre Condition Wheel nut security Vehicle for accidental damage Defects or damage must be reported to the hirer immediately. Any defects must be rectified before the vehicle is used. At the end of the hire period before the vehicle is left for collection, please check round the vehicle for any damage. Any damage should be reported to the hirer. On return, please do not lock the keys in the car, either leave on reception or make arrangements with hire company where keys are to be left. Fill car with fuel to the level recorded upon receipt of vehicle. Car Model & Registration. Car: Reg: Pre-use check undertaken No Yes Any damage to vehicle found in preuse No Yes check Who was damage reported to N/a Name: Fuel tank level No Yes Level at: Start: End: Mileage reading at start / end of journey Start: End: Any problems during journey with No Yes vehicle Vehicle checked for damage after No Yes use Any damage found to vehicle No Yes All completed forms MUST be given back to the department authorising the hire, after your journey. For any fine charged to the council the employee will be expected to reimburse the council 20

21 Signed: Print Name: Date of Travel: Useful telephone numbers: CVR Car Acknowledgements. Edinburgh University The Highway Code Road Transport Act 1968 Road Transport Act 1988 Health & Safety at Work etc Act Transport & Works Act 1992 Driving at Work document Health and Safety Executive (Section 3.3 Competency) Follow link to