Drivers Company Handbook

Drivers Company Handbook

Contents General Handbook 1) Foreword 2) General Introduction and Driver Responsibilities 3) Statutory Regulations 4) Private Use 5) Business Use 6) Personal Vehicle Management 7) General Service and Maintenance 8) Tyres 9) Windscreens 10) Mobile Phones 11) Vehicle Security 12) Return of Vehicle 13) Insurance Policy and Cover 14) Accidents 15) Drink Driving 16) Motoring/Parking Offences Drivers Hour Regulations Commercial Vehicle Attachment 18) Unauthorised Use 19) Unauthorised Passengers 20) General Site Requirements at External Locations 21) Seatbelts Concrete Mixer Attachment 22) Vehicle Maintenance 23) Loading 24) Hazards 25) First Aid Measures Tipper Attachment 26) Loading and Tipping Vehicle Mounted Loading Aid Attachment 27) Loading and Offloading

General Handbook 1) Foreword Driving for business is one of the riskiest activities that you can undertake in the workplace. On average, 2 in 3 company cars and nearly all company owned commercial vehicles will be involved in an accident over the next 12 months. Government statistics suggest that this translates into over 20 fatalities and 250 serious injuries every week. The company vehicle allocated to you represents a substantial investment by the company in you and your job. In entrusting this asset to your safekeeping you have a responsibility to yourself, your family and the company to drive safely. Part of that responsibility should, as a matter or course, include looking after your vehicle as if it were your own. This handbook details the company s requirement on the use, servicing, running and many other aspects of the company vehicle operation. Please read it carefully and make sure you understand the content fully. If you have any queries please contact your fleet manager in the first instance. This handbook is to be used in conjunction with the companies transport policy. The company reserves the right to vary any of the procedures and/or rules at any time. Any variation(s) will be notified to you by circular or by means of amended pages to this handbook. All policies are updated, at minimum, on a yearly basis. We wish you trouble-free and safe motoring in your company vehicle. 2) General Introduction and Driver Responsibilities Manufacturer s Handbook The manufacturer s handbook supplied with the vehicle should be read carefully even if you have driven a similar model before. Vehicle modifications are often introduced which may have slightly different operating procedures. Be aware of any additional modifications and ask your fleet manager if you are unsure. The handbook, transport policy and procedures should be kept in the vehicle at all times as a point of reference, for technical data (e.g. tyre pressure) or in the event of an emergency. Driving Licence You and all other persons authorised to drive the vehicle must hold a full current and valid driving licence, which must be made available for examination when required by the company. You must report to your manager any event (e.g. endorsements, medical conditions etc) that could invalidate your driving licence.

In the event of you being diagnosed with a medical condition that may affect your ability to drive safely, you must report this to the DVLA. Your GP can give you guidance on this or you can look on the DVLA website (www.dvla.gov.uk/drivers/dmed1.hm). It is your responsibility to ensure that your licence remains in force and valid for the type of vehicle that you drive. Own Vehicles Used on Company Business As your employer, we remain responsible for you whilst on company business, even if you are driving your own vehicle. The company s policy in relation to licence checking applies equally to those members of staff who habitually use their own vehicle on company business. We also reserve the right to request a copy of a current valid test certificate on those vehicles for which one is required. You must ensure that your vehicle insurance policy covers you to drive your vehicle on business and we will ask to see evidence that you have cover for business use at each renewal of your policy. Permission to Drive You are responsible for your company vehicle and for conforming with and carrying out the instructions explained in this handbook. You are also responsible for ensuring that no unauthorised person drives the vehicle whilst it is in your care. The company s insurers reserve the right to refuse insurance if the risk is considered to be unacceptable. Learner drivers are never allowed to drive company vehicles. If an unauthorised person drives your vehicle, neither the vehicle nor the driver is covered by the company motor insurance. You should note that any person driving an uninsured vehicle is liable to police prosecution, as well as for any damage caused in the event of an accident. 3) Statutory Regulations Use of a vehicle at work is governed by a variety of regulations including the Highway Code, the Health & Safety at Work Act, the Road Traffic Act 1988 and various amendments. It is your responsibility to comply with these regulations whilst using a vehicle at work. All incidents that may result in prosecution under any of these Acts must be reported to the company. You are responsible for any fines that you may incur when breach of any Acts or Regulations is your fault. 4) Private Use The vehicle may only be used for normal road travel. It must not be used for: Racing

pace making, trials, hill climbing, sprinting any competition Rallies Speed Testing Unauthorised passengers Pets / Animals Carriage for passengers for hire or reward We do not allow driving tuition in company cars. The vehicle must not be over laden or used for a purpose for which it was not designed. 5) Business Use Only employees of the company are allowed to use company vehicles for business purposes. Company vehicles are provided for business use and staff must ensure that the vehicle is available for that purpose. 6) Personal Vehicle Management It is your responsibility to ensure that the vehicle allocated to you is kept in good working order at all times. Your Manager may undertake spot checks of vehicle condition periodically. The following sections detail the main elements of personal vehicle management. Daily/Weekly checks For your own safety and to ensure that the best reliability is obtained from your company vehicle, get into the habit of making the following checks detailed below: Daily: a) Tyres for tread depth, pressure and cuts. b) Ensure that all lights are operating correctly. It is an offence to drive if your lights are not functioning properly. c) Oil, fuel and water levels d) Clean the windscreen, all windows, mirrors, headlamps and all other lenses. e) Brakes f) Ensure wheel nuts are tight, and g) Where fitted check i. Fifth wheel couplings are functioning ii. Air line connections iii. The load area is free of potential contaminants

The company vehicle daily check sheets are to be completed and a copy sent to ML head office on a regular basis. Weekly: a) Check and correct the tyre pressure and tread wear, including the spare wheel. Keep to the pressure recommended in the maker s handbook. It is an offence to have defective tyres. b) Check the engine oil level weekly and/or before setting out on a long journey. c) Check the battery. Keep the terminals clean and ensure that all connections are secure. d) Check the radiator water-anti freeze mixture level weekly and/or before setting out on a long journey. e) Top up the windscreen washer reservoir at least once a week. Check the action of the windscreen wipers and the condition of the wiper blades at the same time. It is an offence if your windscreen washer is inoperative for any reason. f) Check the clutch fluid and brake fluid reservoirs (where fitted). g) Clean the interior and exterior The company vehicle daily check sheets are to be completed and a copy sent to ML head office on a regular basis. All defects revealed by these checks should be reported to your fleet manager. In the event of a defect in your vehicle becoming apparent in the course of your journey the defect must be reported immediately on completion of your journey, unless it affects the roadworthiness/safety of your vehicle. In these circumstances you must bring your vehicle to a halt and park it as safely as possible, contacting your fleet manager. Under no circumstances will the company permit or condone the use of the vehicle where any defect might render it unroadworthy. The vehicle is not to be used until the defect has been rectified and the vehicle issued roadworthy. Modifications: You may not alter or modify your company vehicle in any way without first seeking the written approval of your manager. 7) General Service and maintenance 8) Tyres Preventative maintenance through inspection and regular servicing can reduce breakdowns through defects and help improve reliability. It is therefore important that your company vehicle is properly maintained in accordance with the manufacturer's recommendations. The life of tyres depends to a large extent on the manner in which the vehicle is driven. Excessive speed, braking or acceleration will cause tyres to deteriorate. If they are repeatedly driven against kerbs or large stones the walls of the tyre

will weaken. Similarly, if the tyres are not maintained at the manufacturer's recommended pressures, accelerated wear will occur. You are required to pay particular attention to these points. Research indicates that, once the tread falls below 3mm, the grip starts to deteriorate and that, at 1.6mm (the legal limit) the tyre is 40% less effective at stopping that when the tread is 3mm or more. Tyres should be replaced in line with company policy but if your tyres are defective or have insufficient tread this constitutes an offence for which the police could prosecute you. You should check tyres daily and, if there is doubt, any authorised tyre depot will check your tyres and advise on replacement as necessary. 9) Windscreens The company has arrangements for the fixing and replacement of windscreens. In the event of a windscreen breaking or a chip has accrued on the window, please contact your Fleet Manager. 10) Mobile Phones The following rules strictly apply for the use of mobile phones whilst in a company vehicle: a) No mobile phone should be used by a driver unless it is securely fixed or positioned. b) Mobile phones should only be used by a driver on a hands-free basis. c) You should not make calls from your mobile phone unless your vehicle is stationary with the engine off and parked in a safe place. d) Should any conversation necessarily take longer than one minute, or should reception be poor, the driver should disconnect the call and park the vehicle before reconnecting the call. e) Text messages must only be sent or read when the vehicle is stationary with the engine off and parked in a safe place. 11) Vehicle Security Always activate the security device fitted to your vehicle (as applicable) as instructed by management / vehicle manual when the vehicle is left unattended. You should be careful when you keep your keys at home. It is common for keys to be left in hallways where they can be easily fished through the letterbox. Where possible, drive with your doors locked. In the unlikely event that a person forces you to hand over the keys to your vehicle, do not resist. You are more important than the vehicle. Phone the police and try to give a clear description of the thief. Night parking

You should take all sensible precautions regarding parking. At night, garage the vehicle if possible, do not leave property in the vehicle overnight, always lock it when there is no one in the vehicle (even at fuel stations). Do not park it in vulnerable positions in car parks. 12) Return of Vehicle When returning your vehicle you must ensure that it is clean inside and out, serviced up to date and has no damage beyond normal wear and tear. Please note that the company will rectify undue wear and tear, and any costs incurred in rectifying unreasonable damage may be passed on to the driver. 13) Insurance Policy and Cover The company has arranged insurance for the vehicle. However, the insurers may decline claims if the vehicle: a) Has defective tyres; and b) Is not in a roadworthy condition. Insurance will also be invalidated if the vehicle is driven by a person who is not authorised, or not qualified to drive, the vehicle. If you have not declared any additional information regarding penalty points etc this could also lead to your not being covered by the insurers. The insurers will deal with all claims made by the third parties, but under no circumstances are you to admit any liability or to make any arrangements for payment to or by a third party. In the event of an accident any accounts, any third party communications, notice of intended prosecution or summons arising from the accident must be passed to your Manager, unanswered, immediately. Our insurers have the sole right to conduct any correspondence with the third parties or their representatives. They will deal with any legal proceedings arising out of an accident and, if appropriate, may undertake your defence in any prosecution or represent you at any inquest. Personal belongings are insured against loss or theft, but for a minimal amount only. We recommend you take out separate or additional cover for your belongings. We would also recommend that you adopt the following as good practice: a) Where possible do not leave any items in unattended vehicles. b) If items must be left in the vehicle they should be securely locked in a proper covered luggage compartment. c) Property should not be left in the vehicle overnight. 14) Accidents

To comply with the requirements of the motor insurance policy it is essential that the accident report procedure described below are strictly observed in any of the following events: a) Any accidental or malicious damage to the vehicle. b) Any actual or attempted theft from the vehicle. c) Fire. d) Accidents of any kind. Action must be taken to protect you, the company and our insurers following an accident. Drivers involved in road accidents must arrange to contact their manager immediately and complete and return an accident report form promptly. Disciplinary action, leading to the withdrawal of vehicle entitlement or even dismissal, may be taken against employees with a bad own fault accident record. If, because of the late supply or inaccurate nature of information being given of an accident, the company is involved in additional costs, the employee responsible maybe subject to disciplinary action. Accident Report Procedure Accidents involving injury must be reported to the local police within 24 hours. All damage resulting from accidents, theft, fire, vandalism etc, however minor, involving a company vehicle must be reported to your manager immediately after the event. The following action must be taken at the scene of the accident and subsequently: The company provide Accident Packs with each vehicle. These should be used at the scene of the accident to record the information set out below. Once used, return the pack to your manager and a replacement will be provided. a) Obtain names, addresses and, if possible, motor insurance details from each third party driver involved in the accident. Make a note of the make, description, e.g. van, car or bus, and registration details of every vehicle involved. If any vehicle is, or appears to be, owned by a company or business, obtain the name and address of the owner. If your accident pack includes a camera, (if not use your mobile) to take pictures of the damage that has occurred to each vehicle. b) Give your name and address and company name and head office address to all third parties, stating that the necessary insurance details will be provided by the management, a sheet at the back of the drivers manual has the relevant details to give to the person. c) At no stage admit liability. Make no comment or statement on the accident (except to a police officer). d) Notify the police if personal injury has been sustained by anyone in the accident, or if the third party did not stop or drove off before giving you personal details and in cases of theft. e) Obtain the names and addresses of as many independent witnesses as possible.

f) If safe to do so, pace out (measure) the position of vehicles on the road and take pictures of the scene. g) Do not remove your vehicle under its own power if this could cause further damage. Contact the company who will make arrangements for the removal of the vehicle. h) Complete the accident report form supplied by the management to show the location, third party details, details of witnesses, police action and the circumstances. i) Note down if any of the parties to the accident complain of injuries. Accidents Miscellaneous If a third party who was involved in the accident admits liability and is willing to sign a statement to that effect, it will obviously assist our insurers in dealing with the claim, but such a statement must be given entirely voluntarily. Do not offer a similar statement yourself to any third party. The following types of accident must be reported: Accidents involving street furniture (e.g. lamp posts or crash barriers etc.) These must also be reported to the police either at the scene of the accident or at the nearest police station. Accidents involving private fences, walls, gateposts etc, must be reported to the owner of the property. If they are not available notify the incident to the police. This action applies to accidents involving any unattended third party vehicles. Remember that if you fail to stop after an accident or fail to report to the other party or to the police you may be prosecuted. Accidents involving animals must also be reported to the police. 15) Drink Driving Drivers must not consume alcohol whilst on duty. Drivers should always remember that it is still possible to be over the limit from alcohol consumed the previous night. Disciplinary action will be taken against an employee convicted of a drink driving offence. 16) Motoring/Parking Offences The company does not condone the commission of any traffic offence, including speeding. Any traffic offence, endorsement, imposition of penalty points etc, must be reported to your manager who will consider the insurance implications. Failure to notify your manager immediately may lead to subsequent disciplinary action. Drivers of commercial vehicles are reminded that they are liable for prosecution, which can lead to either the revocation or suspension of their licence.

You are responsible for any fines resulting from the above. If you are convicted of a driving offence and consequently lose your driving licence it may mean your suspension and subsequent loss of employment. 17) Drivers Hours Regulations All drivers must comply with the Department of Transport Regulations for driving hours. Should any driver have any query concerning driving hour regulations, the query should be referred to their Fleet Manager. Commercial Vehicle Specific Issues The following items are specific rules for the use of commercial vehicles on the company fleet: 18) Unauthorised Use a) Vehicles should not be used for any other purpose than that in connection with the business of the company. b) Drivers must not allow any person, other than authorised users, to drive their vehicle for any reason at any time. c) Vehicles owned by any other person should not be driven. If another vehicle is, for example, blocking an entry/exit, please find the owner and ask them to move it out of the way. 19) Unauthorised Passengers To help the control of possible third party injury claims against our insurance policy, the carrying of non-authorised passengers in any company vehicle is forbidden. Under no circumstances should children be carried in the cabs of vehicles, on plant items or any other mechanical equipment. 20) General Site Requirements a) Follow traffic directions. b) Obey all signs as directed. c) Switch off two-way/cb radios and mobile phones where prohibited. d) Before proceeding/manoeuvring, check for sufficient space, soft/uneven ground, slopes, etc. Use a Banksman where possible. e) Look out for physical hazards such as overhead cables, raised ironwork, manhole covers, debris, excavations, formwork on overhead structures, etc. f) Drive with due regard to site conditions, other site users and their property. g) Stay in your vehicle as much as possible. This is the safest place to be. h) Bring problems to the attention of site management or supervisors. i) Wear/use safety equipment and protective clothing as required by regulations or local management rules. j) Always be extremely vigilant when you are working on foot away from your vehicle. Ensure that you are seen by other drivers.

k) NEVER leave your vehicle unattended with the engine running. l) NEVER overload a vehicle even if it is not travelling on a public highway. Always refer to the FORS regulations. m) NEVER stand on any part of the vehicle when being loaded. n) Beware of slip hazards particularly in the loading area and when getting out of the cab. 21) Seat Belts It is a legal requirement to wear a seat belt at all times regardless of the age of the vehicle. If the engineer is switched on then you should have your belt buckled. Accident Sheet Company Name Contact Name Maylim Limited Paul Dato-Pitula Company Head Office Address (Correspondence Address) 50 52 Wharf Road G-04 The Wenlock Islington London N1 7EU Registered Office Address Chart House 2 Effingham Road Reigate Surrey RH2 7JN Telephone Number +44 (0) 20 7785 6996 Fax Number +44 (0) 20 7785 6957 Website Address www.maylim.co.uk Vehicle Reg: Drivers Name: