Debach Enterprises Ltd
Drivers Operations Manual
Version 5 REF: MP05 Last Reviewed: Jan 2024 Approved By: S Davis
Contents 1. Scope …………………………………………………………………………………………………………………….……….4 2. Drivers Responsibilities 2.1 Health & Safety……………………………………………………………..……………………………………………………………..............4 2.2 Health & Safety at Work Act …………………………………………………………………………………………………………………4-5 2.3 Implementation of Risk Assessments ………………………………………………………………………………………………………5 2.4 Responsibilities of LGV Drivers (3.5T and over)……………….……………………………………………………………………5-6 2.5 Reporting of Accidents / Incidents / Near Misses…………….………………………………………………………………..…6-7 2.6 Driver Fatigue……………….…………………………………………………………………………………………………………………………8 2.7 Fitness to Drive……………………………………………………………………………………………….…………………………………….…8 2.8 Alcohol, Drugs & Driving………………………………………………..………………………………..………………………………………8 2.9 Mobile Phone Use……………………………………………………………………………………………..…………………………………….9 2.10 Smoking in Vehicles……..…………………………………………………………………………………..……………………………….9 2.11 Lone Working……………………………………………………………………………………………………………………………………9
3. Professionalism 3.1 Attitude……………………………………………………………………………………………………………..………………………….……9-10 3.2 Driver & Vehicle Appearance..…………………………………………………………………………..…………………………….………10 3.2.1 Uniform……………………………………………………………………………………………………..………………………..…………10
4. Operations 4.1 Start of Shift / Daily Vehicle Checks…………………………………………………………………………………………………………10 4.2 Defect Reporting ………………………………………………………………………………………………….……………………………....11 4.3 Tyre Pressure Checks ……………………………………………………………………………………………………………………………..12 4.4 Tachographs .…………………………………………………………………………………………………………..…………………………12-13 4.5 Drivers Hours Regulations / Working Time Directive ……………………………………………..………………………..….…13 4.6 Time Recording …………………………………………………………………………………………………………………………………13-14 4.7 Vehicle Safety & Security ………………………………………………………………………………………..……………………..…14-15 4.8 Safe Parking ……………………………………………………………………………………………………………..……………………...16-17 4.9 Traffic offences…………………………………………………………………………………………………………..…………………….……17 4.9.1 Speed Limits………………………………………………………………………………………………………………………………….18 4.9.2 Congestion Charge……………………………………………………………………………………………………………………..…18 4.9.3 London LEZ / ULEZ……………………………………………………………………………………………..…………………………18 4.9.4 Graduated Fixed Penalties (FPN)………………………………………………………………………..…………………………19 4.10 Driving in Adverse Weather Conditions………………………………………………………………………..…………………..19-20 4.11 Carriage of Passengers…………………………………………………………………………………………………………………………20 4.12 Breakdown Guidelines…………………………………………………………………………………………………………………..……..20 4.13 Site Rules & Facilities………………………………………………………………………………………………………………….………..20 4.14 Loading & Unloading……………………………………………………………………………………………………….………….……….22 4.14.1 Load Securing Requirements for Palletised Goods…………………………………………..……..……….………..23 4.14.2 Marking up pallets for delivery ………………………………………………………………………………………………….23 4.15 Overloading……………………………………………………………………………………………………………..……………….……23-24 4.16 Proof of Deliveries – Delivery & Collection Documents ………………..…………………………………………….………24 4.17 Vulnerable Road Users……………………………………………………..……………………………………………………….……24-25
5. Communication 5.1 General…………………………………………………………………………………………………………………………………………………..25 5.2 Customer Complaints……………………………………………………………………………………………………………………………..25 5.3 Confidential Reporting System ……………………………………………………………………………………………………………….25
6. Driving Licences / DQC 6.1 Licence Checking……………………………………………………………………………………………………………………………….25-27 6.2 Driver CPC Training.……………………………………………………………………………………………………………………..…..…….27 Page | 2 Version 5 -REF MP05
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7. Accreditations 7.1 BRC Transportation Compliance……………………………………………………………………………….………………………27-28 7.1.1 Transportation of food stuffs ………………………………………………………………………………………………….28-29
8. Other Information 8.1 Fuel & Ad-Blue……………………………………………………………………………………………………………………………………..29 8.2 Airlines…………………………………………………………………………………………………………………………………………………29 8.3 Personal Property & Vehicles……………………………………………………………………………………………………………….29 8.4 Records………………………………………………………………………………………………………………………………………………..29
Sign Off …………………………………………………………………………………………………………………………..30
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1. Scope The aim of this handbook is to inform drivers of our Company requirements, rules and regulations with regard to the operation of vehicles and provide operational information and procedures.
2. Drivers Responsibilities 2.1 Health & Safety Health & Safety Regulations place the following duty on each and every employee while at work. • • •
To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work To cooperate with their employer so far is necessary, to enable any requirement or duty imposed on them to be complied with. Not to intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare in pursuance of any of the relevant statutory provisions.
In addition to your general duty of care, described above, you have particular duties and responsibilities arising out of your employment with Debach Enterprises Ltd. • • • • •
You must maintain an awareness of the length, width and height of your vehicle and an appreciation of speed and distance. When manoeuvring your vehicle, you must be aware of the space into which you are moving, the safety of others and property or equipment in the vicinity. If in doubt, stop, get and of your vehicle and look! You are responsible for the securing of your load, whether you loaded it or not. You must avoid being on duty when unduly fatigued or when ill or unfit for any other reason. You must carefully follow the correct safety procedures described during all of your operations
Drivers must at all times when operating outside of their unit wear the safety equipment issued by the company, anyone found not wearing the relevant clothing/equipment could find themselves facing disciplinary action. Please ensure that PPE is checked daily via the vehicle check sheet procedure, ensure missing PPE is reported immediately to the transport office or Health and Safety Officer. All drivers must take care when dismounting from their unit or trailer. Please be advised that all drivers must use the necessary handrails, safety rails, & steps to mount/dismount safely, maintaining the 3 points of contact. If there is an instance when you are unable to use the necessary safety rails, handrails or steps, we advise that you lower yourself carefully to the ground from your vehicle or trailer & take extreme care when carrying out this procedure. Please be aware that injury can occur all too easily by landing incorrectly, especially when working on uneven ground/surfaces. Drivers must never jump from units or trailers they must use trailer steps to help mount or dismount.
Safe System of Work 10 NEVER USE TRAILER STRAPS TO MOUNT OR DISMOUNT
2.2 Health and Safety at Work Act 1974 All staff will ensure compliance of the information contained within the warehouse manual and in line with the Health and Safety at Work Act 1974. If employees have any concerns, they must report them immediately to their line manager, and if necessary escalate it to the Health & Safety Officer or the Managing Director. Page | 4 Version 5 -REF MP05
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Health Safety & Welfare Policy
2.3 Implementation of Risk Assessments The overall responsibility for policy implementation is the Health and Safety Officer. Day to day activities rest with the Line Manager to ensure that activities have been adequately risk assessed and that safe systems of work are in operation. However, all employees are responsible for complying with and supporting the policy. All risk assessments and safe systems of work are available on the Sage HR system. Relevant Transport & BRC risk assessments are referenced throughout this document.
2.4 Responsibilities of LGV Drivers (3.5T and over) The company’s driver is responsible for observing all parts of this procedure as well as all legal & legislative requirements, all drivers are required to keep up to date with changes in the highway code www.gov.uk/guidance/the-highway-code/updates. As an external representative of the company the driver has a responsibility to observe all aspects of his duties, which affect quality. In addition to this, the following responsibilities should be observed: • Risk Assess access and egress of all vehicles and plant cabs, 3 points of contact to be maintained at all times (Risk Assessment: TR01) (RA21) • All drivers must produce a copy of their driving licence stating the correct categories and a copy held at head office. • All drivers must attend the Debach Enterprises induction process to obtain permission to drive the vehicle (toolbox talk to be given in interim period). • All Drivers must have Debach permission to drive and the ‘Driver’s Acceptance Form’ must be signed. • Driver CPC to be held and maintained through regular attendance on DVSA approved training courses. • All drivers must hold a digital tachograph driver’s card. • Abide with working hours – refer to ‘Working Time Directive’. • Hours to be checked on digital tachograph driver’s card from previous employment or previous twenty-eight days’ worth of analogue tachographs to be produced. • Complete the VCS APP this will be recorded directly to our IT System or complete a daily vehicle defect sheet and hand to the Transport Department before leaving yard – all ‘Nil’ defects must be reported. • Driver to report any vehicle damage immediately to the transport Department. • All drivers must have a working knowledge of what they can / cannot tow. It is the driver’s responsibility not to exceed the maximum weight. All loads should be secure. Each vehicle’s gross weight is displayed on vehicle’s identity plate. • Vehicles must be made available for PMI checks and routine maintenance. • All breakdowns must be reported to Transport Department during office hours, out of hours please use the contact numbers supplied on the bottom of your time sheet for Fleet Services. • Any traffic offences must be reported to your Line Manager. • Operator’s licence rules must be abided with – especially overnight parking in yards. • Parking: ensure vehicle is parked safely and securely. Never leave the vehicle unlocked or with the keys in the ignition. Vehicles over 3.5T must be parked in accordance with Operating Centre rules. • Accidents: drivers to report accident to the Transport Department. Driver to complete Accident Report Form on site and issue any third-party information as required. • Behaviour: you and your vehicle are high profile representatives of the company. Please drive courteously and safely at all times. Page | 5 Version 5 -REF MP05
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Any costs from wilful damage to vehicles or as a result of driver’s neglect may be recovered from the driver.
Workplace Safety Procedure
2.5 Reporting of Accidents / Incidents / Near Misses There are many factors which contribute to road accidents, most of which can be controlled to some extent. They include: • Vehicle condition and roadworthiness. • Driver conditions and fitness. • Weather conditions. • Driver condition. If a driver is involved in an accident or road incident whilst using any company vehicle, the following should be observed: • Do not admit liability • Ascertain whether anyone is injured or requires medical assistance if so, telephone for help immediately. • Make notes of the number of passengers, names, addresses and contact numbers of all in associated vehicles. • Call for the police if there is any dispute or if you suspect the other party has been drinking. • Obtain name, address & details of insurance company from other parties involved. • Note the number of any police officer/s present to whom details have been given. • Give your name, the company name & address & the details of company’s insurers to other parties involved. The company is insured by AXA, policy number is NH FLE 6818711 • If possible, obtain name & addresses of any independent witnesses. • Note down precisely the accident damage (frequently repair claims include damage sustained before or after the accident in question). • Use your mobile phone camera to record any photographic evidence, whilst in situ, to gather exact evidence of the vehicles, position in the road, actual damage etc… giving a true representation of what had happened. • Report the accident immediately to the traffic office, an accident report form (RC-58 a copy of which is at the back of this manual) will be filled out by the staff member taking the call. An AXA insurance form (RC-43) will need to be filled out in the office as soon as possible. • Do not enter into any dialogue or correspondence with other parties involved & pass any correspondence directly to the traffic office. Failure to stop after an accident or failure to report an accident are among those driving offences which may carry the maximum level 5 unlimited fine. No matter how minor, all accidents must be reported to the company immediately followed by a written report giving full details. The report must be completed on the Particulars of Motor Accident Form (see below). In the event of a claim against the company, if an accident hasn’t been properly recorded, the claim may ultimately be made against the driver personally. It must also be remembered that any accident damage caused may result in defect notices being issued, by the Vehicle Inspectorate, if later stopped. Any injury to people, certain animals, or street furniture must be reported to the Police. Failure to do so is a criminal offence. Page | 6 Version 5 -REF MP05
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What is an accident? • If anyone is injured. • If animals are involved: horse, farmyard animals (excluding poultry), dog. • If street furniture (lamp post, bollard) is damaged. You must report the incident to the Police within 24 hours. If you are involved in an accident you must give the following information: • your name and address. • company name and address. • registration number of vehicle(s). • make note of driver’s name, the vehicle owner’s name, other driver’s company, • date/time, weather conditions. • take pictures of your vehicle, other vehicle. • make sure you notify our insurance department as soon after the accident as possible (not at the end of the working day). Accident report details: • weather conditions at time of accident. • condition of road surface and amount of traffic. • time and exact location. • presence of street lighting and if it was lit. • names and contact details of witnesses. How to complete the Particulars of Motor Accident Form If your vehicle is involved in a road accident – even if the police aren’t involved or it wasn’t your fault, you must record the following details on the form. • The date of the accident. • The vehicle details. • The driver’s details. • The incident details. • Are there any injuries – record these for you and your passengers. • How many passengers in the vehicle? • Make a note of any vehicle damages. • Are there any additional details? • Get the names of any other parties and witnesses and record these on the third page of the form. Remember to say if they were a witness, another driver or a passenger. • If any other vehicles are damaged or persons injured, fill in the Third Party form. tear out the duplicate sheet and give it to the other person. • When you have collected your thoughts fill in the circumstances of the accident and add a sketch. Try and fill in as much as you can at the scene of the accident when your memory is fresh. Even so, you can return to the scene later if you need to collect more details. • When you are happy the form is complete, sign and hand the booklet in to the Transport Office. Making a sketch of a road traffic accident • Doesn’t need to be to scale. • Record as much information as possible. • Clearly mark all relevant details of incident. • Clearly mark all road markings, lines and street furniture. • Clearly mark all vehicle positions and their direction of travel. • Clearly mark all road names.
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2.6 Driver Fatigue Worldwide, it is estimated that between 10% and 20% of road traffic accidents are fatigue related. Regular breaks are to be taken to avoid risk of accident due to tiredness. Over 20% of road accidents involving our drivers are caused by tiredness, far more than drink driving. So, take regular breaks. Make sure you are rested the night before a long journey. (Risk Assessment: TR01) If night-time driving, increase your rests and be aware of glare from other road users’ lights.
2.7 Fitness to Drive Every driver is responsible for ensuring they are physically fit enough to drive before getting behind the wheel. This does not just mean legally competent to drive (free of intoxicating drugs or alcohol) but also: • • • • •
Medically fit – free from illness which may cause a problem whilst driving. Where medication has been prescribed for any ailment, ensure this does not cause drowsiness. Mentally fit and alert – free from undue stress or anxiety which may prove a distraction. Good eyesight – using corrective appliances where needed. Remember that the residual effects of alcohol may still affect the speed of your reaction, your judgement or co-ordination, even if you are legally within the drink drive limit. Your mood, physical wellbeing and the amount you have eaten can all affect your ability to handle alcohol. Remember that keeping to the legal limit for drink driving is no guarantee of fitness to drive or safety when driving.
A daily fit to drive declaration will be completed by each driver through the Fleetcheck app before carrying out their 15-minute daily vehicle check.
2.8 Alcohol, Drugs & Driving If you have a dependency problem Debach will help you, BUT only if you admit to it before it is too late. You are in control of machinery and there is no room for misjudgement. Serious injury will affect you for the rest of your life — whether injury to you or someone else. The company observes a zero-tolerance policy on the use of illegal drugs or the consumption of alcohol when on duty. It is considered a gross misconduct offence to be found to be under the influence of drugs and alcohol whilst at work. The Company extends this zero-tolerance policy to any sub-contractors. Any sub-contractors found to be under the influence of drugs or alcohol whilst working for the Company will have their contracts terminated. Remember that a drug does not only mean illegal substances. If you are taking legal drugs that say ‘No working with machines’, inform your Line Manager. Please be aware that this includes over-the-counter medicine as well as prescribed drugs. An outside agency will be conducting random tests for alcohol and drugs on behalf of the company. This is to ensure compliance and to uncover violations of policy. Drinking is prohibited if spending the night in a sleeper-cab, you are at risk of being breath tested whilst in the vehicle. If you are over the limit you may face prosecution, for being in charge of a vehicle while under the influence of drink. Similarly, if you make an early morning start after drinking the night before, you may still be over the legal limit & again risk prosecution. The Company has a zero-tolerance approach to drink driving. Refer to the Company Drugs and Alcohol Policy, for further information.
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2.12
Mobile Phone Use
Mobile phones and electronic devices including E-Pods and tablets must not be used whilst driving. A driver found guilty of using their mobile phone whilst driving will receive a £200 fine from the authorities and 6 points on their licence. It is also possible that their licence will be revoked for such offence and the driver prosecuted for careless, inconsiderate, and dangerous driving if an accident occurs as a result of mobile phone use. If you need to make or receive calls whilst driving, you may only do so through the use of handsfree phones and only when it is safe to do so. Handsfree mobile phones can still cause distraction, so it is imperative that care is taken to ensure you are safe to make or receive the call before doing so. Please refer to the Company Mobile Phone Policy for more information. (Risk Assessment: TR01)
Mobile Phone Policy
In Vehicle Communication Policy
2.13
Smoking in Vehicles
Smoking is prohibited by law in all company vehicles whether driven, stopped or parked. All company vehicles must display a No Smoking sticker on the dashboard. The driver will be liable for any penalties incurred. Refer to the Company Smoking Policy for further information.
2.14
Lone Working
This policy sets out the Company’s provisions on lone working. The Company discourages lone working and will avoid the need for employees to work alone where reasonably practicable. Where lone working is necessary, whether on a regular or occasional basis, the Company will take all reasonable steps to ensure the health, safety and welfare of employees working alone. (Risk Assessment: TR11). The Company will also ensure that a formal health and safety risk assessment is carried out to identify the hazards and risks of lone working and to devise and implement safe working arrangements so that the risks are eliminated or adequately controlled, thus enabling lone workers to carry out their work in a safe environment. Further details of the procedure on working alone can be found in the Company Employee Handbook on the Sage HR app.
Lone Working Policy.
3 Professionalism 3.1 Attitude Drivers operating Debach vehicles are responsible for all aspects of their vehicle and driving manner. Although company vehicles can be driven by any authorised employee or sub-contractor, the employee or sub-contractor will not be protected by the company for any driver-controlled breach of regulations. It is Page | 9 Version 5 -REF MP05
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compulsory for the company to provide all details to the authorities, including the Police, of drivers and vehicles following any incident resulting in a breach of law. Remember, stay calm in any incident. Do not have face-to-face arguments. Be wary of public attacks or attempts of theft or vehicle hijacking. (Risk Assessment: TR13)
Counter Terrorism Prevention of Terrorism/Hijacking Policy
3.2 Driver & Vehicle Appearance As a driver of Debach, you are an ambassador for the company due to being the most visible aspect of the company to the public. Vehicles must be kept in a clean and tidy condition at all times for both your own safety and in portraying an excellent company image. The attitude of the driver & the presentation of their vehicle are of paramount importance because they are seen & noticed by the general public, & most importantly – by the customer.
3.2.1 Uniform Company branded uniform is issued to all employees and must be worn at all times. As a Company ambassador it is essential that drivers maintain a professional image, especially when in the public eye. Non-branded hoodies, sweatshirts, t-shirts etc are not permitted. Any employee in breach of this will be dealt with in accordance with the Company Disciplinary Procedure.
Driving Standards at Work Policy
4 Operations 4.1 Start of Shift / Daily Vehicle Checks Under the Road Traffic Act 1988 (RTA) the driver is responsible for ensuring that the vehicle is in a roadworthy condition. This means on any occasion you take a vehicle onto the road you are: • responsible for the vehicle. • responsible for checking the vehicle for any defects before commencing any journey. • breaking the law if you take an unroadworthy vehicle onto the public highway. • liable for prosecution if there is a fault which could result in a criminal record. It is the driver’s responsibility to ensure their vehicle is safe. A daily visual check of their vehicle and trailer should be carried out by the driver every morning, taking 15 minutes before starting off. This will be checked daily using the Fleetcheck app. The driver’s time sheet (RC-39) is completed daily but handed into the office on a weekly basis. Failure to carry out checks, falsify check sheets or not sign them, will lead to disciplinary action. This check should also include confirmation that the ‘O’ licence displayed are valid. Agency staff are issued with a Paper Vehicle check sheet to complete.
4.2 Defect Reporting If a driver notes any defects an email is generated from the Fleetcheck APP and automatically sent to the office. If a manual Vehicle Defect Report (RC-112) is raised, it should be completed & handed to the Transport Office or telephoned to the office for the defect repair to be scheduled and rectified. Page | 10 Version 5 -REF MP05
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Daily vehicle defect report Drivers of Large Goods Vehicles (3.5t or over) must make a routine check before the start of any shift and must complete a daily Defect Report. If ‘no defects’ are found this is captured in the Fleetcheck app on the daily checklist and held in the ‘back office’ of Fleetcheck for audit purposes. Any defect found on the vehicle will be reported immediately via the Fleetcheck system to the Transport Department. The vehicle must not be driven until corrected if the fault reported affects the roadworthiness of the vehicle. Trailers are subject to the same conditions for roadworthiness as other vehicles and must be included on the same defect report when carrying out vehicle checks. The daily vehicle check includes inspection of loading carrying areas to ensure no damage has occurred such as rips/tears in curtains or roof that could result in contamination of product during transportation (Risk Assessment: BRC13). Checks while driving During the first 10 to 15 minutes of driving an assessment can be made whether a vehicle is operating satisfactorily. If a driver considers the vehicle not to be operating correctly the fault is to be reported to the transport department as soon as is practicable. The main faults to look out for whilst driving are: • Accelerator pedal – operational and not too heavy or light. • All instruments – clear, operational and lit when vehicle lights are on. • Clutch (If applicable) and brake pedal – normal feel, not too much travel and operational. • Gearbox – operational, easy and smooth operation. • Mirrors – good view of rear position, not vibrating whilst on the move and glass not cracked. • Headlights – operational and visible alignment. • Flashers – operational including emergency use. • Temperature – gauge not rising above normal. • Fuel gauge – operational and accurate. • Oil pressure gauge – operational and not rising above or below normal. • Steering – no evidence of heavy steering; no excessive free play; quiet operation; vehicle does not wander from straight ahead position; wheel does not have unequal number of turns from centre to right and left-hand locks. • Cab security warning light – out when driving. • Brakes – no snatching, smooth operation, no drag, no overheating, no change of feel of pedal and no skidding of single wheel when braking. • Warning lights or alarms – none indicating danger. If any faults develop during a journey making the vehicle unroadworthy the vehicle must be parked in a safe place and the fault reported immediately to the transport department. The vehicle must not be driven under any circumstances until the fault has been assessed and rectified by a competent person. Critical defects • Steering. • Brakes. • Suspension linkages. • Trailer couplings. • Wheels & hubs. • Tyres. • Near side warning sensors. Page | 11 Version 5 -REF MP05
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If an incident occurs during the day it may be necessary to complete another vehicle check, please note on your daily sheet, the time of the additional vehicle check & any action taken/defect noted. The defect will be reported to the relevant workshop and a copy of the defect is sent over. Once completed, the paperwork is stamped, signed and dated and returned to Debach and matched up with the relevant paperwork (defect note, rectification sheet and workshop invoice) to maintain an audit trail.
4.3 Tyre Pressure Checks Tyre pressure checks are carried out monthly by our supplier TrucTyre. A visual inspection is carried out as part of the daily vehicle check by the driver. Any concerns should be reported to the Transport Office to relay to TrucTyre if necessary.
4.4 Tachographs An abridged summary of Drivers Hours Rules and Tachograph information is contained in the Drivers Manual as a separate document, with full versions of “Rules on Drivers Hours & Tachographs” by DVSA available online or hard copies held in the Transport Department, Business Development Department, and by the Company CPC holder. All drivers must be aware of these rules and attend refresher training as required by the Company. Tampering with Tachograph seals is illegal, so too is the removal of the fuses in the instrument’s electrical circuit to interrupt recordings, or any other attempt at producing fraudulent recordings, including using other drivers digicards – not only would this result in disciplinary action, but heavy penalties can be imposed on conviction. All legislative requirements must be obeyed, always. For further information refer to a copy of ‘A Guide to Goods Vehicle Drivers Hours, Tachograph & Record’. Digital tachographs Drivers using older vehicles with a digital tachograph must bring their card in each Friday for downloading. Access to their vehicle will be required monthly to download their digiheads. All information recorded on the digicards and digiheads is uploaded to Novadata for analysis. To drive a vehicle fitted with a Digital Tachograph the driver must have their own Driver Card. These must be obtained from DVLA. Tachograph records must be kept 24/7 and will include the use of manual entries. It is the Transport Compliance Officers responsibility to ensure that the card is downloaded within the regulations. If the driver does not have a card they are not permitted to drive. This includes leaving your card at home. • • • • •
If there is a fault with the Digital Tachograph Driver Card a manual record must be kept. This fault must be rectified within 15 days. After this, the vehicle or driver cannot be used. You must also keep a significant supply of print roll, to enable vehicle printouts to be made on the request of enforcement officers. Debach will supply 3 rolls. If the Tachograph is unserviceable the driver must make a written temporary record. The temporary sheet shall be handed in to the Transport Compliance Officer. Manual records must be kept. These manual entries are only permitted until the vehicle is back at the base, at which time the fault must be rectified.
Infringements It is a legal requirement that drivers sign the Tachograph records to signify their acknowledgement of any infringement. All reports containing infringements are held online once signed on Smartanalysis. These are controlled by the Transport Compliance Officer or Company CPC holder, and will be discussed directly with the driver, and signed off by both parties. Page | 12 Version 5 -REF MP05
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Repeated infringements or serious infringements will be dealt with in accordance with the Company disciplinary procedure.
4.5 Drivers Hours Regulations / Working Time Directive The company expects that as professional drivers, duties will be carried out within the provisions of the driver’s hours regulations. Driver’s hours and records: Summary of EU Hours rule • Breaks from driving: 45-minute break after no more than 4.5 hours driving. Break can be divided into 2 periods, the first at least 15 minutes long, the second at least 30 minutes long. • Daily driving Maximum of 9 hours, extendable to 10 hours no more than twice a week. • Weekly driving Maximum 56 hours. • Fortnightly driving Maximum of 90 hours in any 2 consecutive weeks. • Daily rest minimum of 11 hours, which can be reduced to a minimum of 9 hours no more than three times a week. Alternatively, a split rest period may be taken. The first rest being a minimum of 3 hours and the second a minimum of 9 hours. Weekly rest period minimum of 45 hours can be reduced to 24 hours provided at least one full rest is taken in any 2 consecutive weeks. Fines to deter drivers from not resting properly As well as giving fines to drivers for recent offences, DVSA traffic examiners have started issuing fines to deal with drivers who don’t properly rest. Lorry drivers must take a 45-hour rest break at least every fortnight. Since 1 November 2017, DVSA started to fine drivers up to £300 if they spend their full weekly rest break in their vehicle in places where it causes a problem. For example, if a lorry driver spends their full break in the cab of their lorry in a layby. Working Time Directive All drivers are required to complete & total all columns on their time sheet, which includes Date, Vehicle Registration, Start/Finish times, ODO Reading, Audit trail of deliveries each day, Expenses, Night Out Locations, Fuel and AdBlue drawn including location and recorded mileage at the point of filling and total hours worked without exceptions, please refer to sample timesheet in Manual. Mobile workers must declare in writing, if at any time they work for another employer. As this affects working hours under the working time directive. If a mobile worker is found to be working for another source, & has not declared it, they will face serious disciplinary action.
4.6 Time recording Drivers should record their time weekly on the weekly timesheet [RC39]. Their time records submitted on their weekly timesheet should match their tachograph records. Audits of drivers hours (tachograph against timesheet) will be carried out from time to time as the Company see necessary. Clocking in/out Drivers are also required to clock in and out when entering and leaving site. This is mainly due to Health & Safety precautions in relation to fire risk. If there is an emergency evacuation and drivers are on site, this is the process for accounting for people present at the evacuation point. Failure to clock in could mean we don’t send emergency services to look for you and failure to clock out when you leave site could mean risking emergency services lives looking for you when you are not on site. Page | 13 Version 5 -REF MP05
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If you forget your clocking number, please see HR.
4.7 Vehicle Safety & Security All drivers are required to drive defensively in order to both protect themselves & their vehicle, & to project a satisfactory public image. We view our drivers to be professional & expect their driving ability to reflect: • Maintaining utmost concentration at all times (even more so in adverse conditions). This includes not wearing headphones whilst operating any vehicle. • Careful observations of speed limits, road signs & lane discipline, especially on motorways. • Keeping a close watch on the rear-view mirrors. • Signalling intentions clearly & well in advance. • Leaving plenty of space between yourself & the vehicle in front, particularly in fog & other poor visibility conditions. • Taking special care when reversing. • Taking special care when overtaking. • When parking leave your vehicle in a safe position where it does not cause obstruction or danger to other road users or pedestrians. • Always be aware of your surroundings – ensure that there are no obstructions in your way before performing a manoeuvre. Defensive and green driving Defensive driving means safe driving. It is the art of driving to avoid preventable accidents and avoid contributing to others being involved in accidents. A preventable accident is one that you as a professional driver can avoid by doing everything you reasonably can. This means always being alert to what other road users are doing and taking appropriate action to prevent an accident. A defensive driving style is also a fuel-efficient driving style. Smooth driving increases the number of miles your vehicle does for every litre of fuel it uses, and therefore reduces your carbon footprint. By adopting a defensive and green driving style you can save both life and the planet. Concentrate — Observe — Anticipate You must maintain constant concentration to observe any illegal behaviour and driving errors by other drivers. You must be ready to adjust your own driving in good time, to prevent yourself being involved in any incident resulting from illegal acts or errors by other road users. The most important element of concentration is watching. Constantly search the traffic scene around you and most importantly, what is happening as far ahead of your vehicle as you can see. Only in this way can you give yourself as much time as possible to assess hazards as they develop and decide on appropriate action. Eliminate distractions. Never use your phone, keep the radio at a sensible volume and always observe the rule of no headphones. The most serious accidents are caused by vehicles driving too fast or too close to the vehicle in front but many minor accidents are due to the driver not being aware of the presence of another vehicle, or what it was doing at the time. Examples of this include a vehicle running into the back of another vehicle at traffic lights or a roundabout. Even if you aware of the presence of another vehicle, do not trust the other driver to avoid mistakes. Be alert, always. Defensive drivers try to control situations to prevent accidents.
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Top tips for defensive and green driving • Plan your journey before setting off – utilise radio, website and SatNav information to plan the best route avoiding, where possible, congestion and roadworks. • Be aware of vehicle heights. • Remove any unnecessary loads – the extra weight increases fuel consumption. • Check tyre pressures regularly – under-inflated tyres are dangerous, wear out more quickly and increase fuel consumption. • Do not idle the engine excessively. • Drive calmly – avoid harsh braking and acceleration. Pulling away too fast can use up to 6 per cent more fuel. • Concentrate, observe, anticipate – maintaining a smooth driving style avoids accidents and saves fuel. • Don’t pump the accelerator or rev the engine unnecessarily. • Watch your speed – always travel at a safe speed according to the conditions. Remember the speed limit is a maximum, not a target. • Keep your distance – keep at least a two second distance between you and the vehicle in front. • If you’re being tailgated, increase your stopping distance for safety. • Monitor your vehicle for roadworthiness – particularly tyres, brakes, steering and emissions. Drive skilfully Defensive driving means you must adjust your driving to the special hazards presented by abnormal or changing weather conditions, visibility, traffic conditions, mechanical state of your vehicle, road surface, your physical fitness and state of mind. Having seen a hazardous situation developing it will be your driving skills that help you decide on the best course of action. Decisions have to be taken quickly. The level of your driving skills will dictate how effective you are in avoiding accidents. Keep a good distance from the vehicle in front and make sure you understand the rules of the road contained in the Highway Code. Remember – ‘read the road’ as far ahead as possible. Plenty of forward planning and observation in your driving will avoid you getting into difficult situations. Driving safely while manoeuvring Manoeuvring your truck is a difficult and skilled operation. It is important to be aware of the hazards and obstacles that may be in your way. You should always observe your surroundings before carrying out any manoeuvre and use your mirrors. There are blind spots around the sides of the vehicle, which makes it more important to be aware of other road users both to either side and at the rear of your vehicle before they enter these blind spots. Steering Your vehicle is at its most stable when travelling in a straight line. Sudden steering movements can cause: • a loss of control. • displacement of the load, which in turn can cause a shift in balance of your load and cause the vehicle to become unstable. • Always plan and be aware of other road users before making a manoeuvre, and make sure the movement is smooth and controlled. Overtaking When overtaking you need to plan the manoeuvre. You should look well ahead for hazards and adjust the manoeuvre appropriately. Some potential hazards to be aware of are: • Oncoming traffic, • Bends, Page | 15 Version 5 -REF MP05
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Junctions, Hills, other vehicles overtaking.
In the interest of health & safety drivers must make sure windscreens are kept clear as to not obscure vision whilst driving (i.e. misted up, iced up, stickers or hanging mascots). Reversing Reversing your vehicle can potentially create a dangerous situation. You need to be aware of pedestrians, cyclists and other vehicles in the area and make sure they are aware you are reversing. There are audible devices that signal your vehicle is reversing; however, you always need to observe your surroundings before and during a reversing manoeuvre. Use assistance or a banksman if available. Lane discipline Always keep to the left-hand lane unless overtaking slower vehicles. Trucks are not allowed in the extreme right-hand lane on a three-lane or four-lane motorway. Remember to use the mirror, signal and manoeuvre routine before moving out. When driving on the motorway watch out for any vehicle in the right-hand lane moving back into the left, as most vehicles will be travelling faster than you. Security Loaded trailers should be left in either the secure compound at Ransomes Europark site, the Clopton site yard or the Bentwaters Compound. However, valuable loads should NEVER be left overnight at the Clopton or Bentwaters Compound & only at the Ipswich site with prior approval from Executive Management Team, where the trailer can be parked in the centrally alarmed yard. Drivers are urged not to leave their loaded vehicles unattended for longer than necessary. When leaving the vehicle, it is suggested that the cab curtains be left closed, making it difficult to ascertain whether the driver is inside. When a vehicle arrives at a destination & is too late to tip, then every effort should be made to find secure parking, or to obtain permission to park within the customer’s premises. Call the Transport Office/out of hours mobile for instructions. Where seals are applied, these must be checked for integrity, seal numbers noted on the delivery documentation, before unloading commences. Vehicle Tracking All vehicles are fitted with vehicle tracking systems; each vehicle is tracked via a satellite. The Transport Office has the facility on their computer system to view the location of all the vehicles at a glance in real time. The facility also produces reports for checking routing, driver’s breaks, and that driving rules and regulations are being adhered to
4.8 Safe Parking Drivers must, at all times, park their vehicles in compliance with legislation and with due care and consideration for other road users. Any parking ticket will be forwarded to the designated driver for attention. The company will not pay for any parking ticket whatever the situation. Don’t stop unless you have to. You should be aware of where you can park according to the Highway Code and local restrictions. The vehicle must be locked at all times and all keys must be removed when the vehicle is unattended and kept within sight if possible. It may affect our insurance cover if you don’t lock the vehicle. Page | 16 Version 5 -REF MP05
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Debach enterprises do not accept any liability for personal possessions stolen from the vehicle. It is important that you know the length, width, and height of your vehicle when attempting a parking manoeuvre. You should be aware of your surroundings and identify any potential hazards. When connecting or disconnecting a trailer, make sure that the parking brakes are engaged on both your truck and the trailer. This will prevent your vehicle rolling away when connecting the air pipes or disconnecting the coupling. For your safety and the safety of your load make sure your vehicle is secure at all times, to avoid theft and vandalism. Whenever the vehicle is parked it should be locked securely. Potential thieves slash trailer curtains to see what load is being carried; therefore, when parked empty it is suggested that the back doors are left open. When parking loaded overnight try to park beside well-known livery trailers & units – not in isolation or next to un-badged vehicles. Vehicles must not be parked in any place on the company premises, other than that which has been allocated for the purpose & must not be parked in a way, which could cause inconvenience. Local Industrial Estates Please be advised that due to private ownership, some industrial estates levy heavy fines for waiting on double yellow lines, we currently know that Ransomes Europark and the Port of Felixstowe currently fine individuals a minimum of £180 for illegally parking. If we become aware of other locations, we will advise you. As per your contract of employment, all fines are personal liability Overnight parking Vehicles over 3.5t must be parked overnight at the yard relevant to its Operator’s Licence. If a vehicle cannot be parked within an operating site, then Vehicles must be parked in secure parking sites. When travelling to delivery destinations & an overnight stop is necessary, drivers should park in a secure lorry park only and under good light. All goods vehicles must have their lights on when parked on the road at night and when parked in a lay-by as they are close to the road. However, if you are parked in a lorry park that is clearly lit vehicle lights can be switched off.
4.9 Traffic Offences Whilst driving, the driver must obey all traffic & highway signs & restrictions. When in a vehicle, seat belts must be worn at all times by drivers and passengers. Failure to do so is a chargeable offence and may invalidate an accident insurance claim. Powers to stop vehicles If a driver is stopped it is likely to be by a uniformed Police or Traffic Officer. Although they both have the authority to stop and inspect a vehicle it is likely that if you are driving a Large Goods Vehicle this will be done by an Inspector from DVSA. Inspectors from DVSA also have the authority to make random inspections. A driver cannot refuse to have their vehicle inspected and must not obstruct the Inspector or Police from doing so. Any defects found will be pointed out to the driver by the Inspector who can bring charges. They may also be pointed out to the Officer who could also bring charges for driving the vehicle with the defects. Some defects carry fixed penalties, others will require the driver to attend a court of law. Either way the driver’s licence could be endorsed with points. Page | 17 Version 5 -REF MP05
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Significant vehicle defects or repeat offences may result in the company’s Operating Licence being suspended or withdrawn. Roadworthiness enforcement Debach Enterprises employees and sub-contractors are required to comply with authorities, uniformed Police, Traffic Officers or DVSA Inspectors. Drivers should comply and not obstruct the inspections. Any defects in the vehicle will be pointed out and listed under the ‘Categorisation of Defects’. Categorisation of defects Prohibition Notices can be issued on a number of forms, the most common of which is the PG9. You must inform the transport department if you are stopped, even if a notice is not issued. Type Action PG9A Issued to alter a prohibition. (e.g. when an immediate prohibition is subsequently deferred). PG9B Allows the vehicle to be moved under prescribed conditions. PG9C Explains why a prohibition has not been moved. PG10 Used to remove a prohibition. PGDN35 The vehicle is free of defects or has a list of advisory non-prohibitable defects. PG35EC Issued by a mobile compliance device. The PG9 has a number of versions (as well as the bands outlined above)..
4.9.1 Speed Limits Speeding offences which are traced to a company vehicle will be directed to the designated driver. The penalties may include a fine and points added to the driver’s licence. The company may also take action against drivers who commit speeding or traffic offences verified by observation or vehicle tracker systems. All vehicles are fitted with speed limiter equipment – tampering with this equipment will result in disciplinary action and possible prosecution.
4.9.2 Congestion Charge Before entering any UK congestion charge zone the driver must ensure that the vehicle is correctly registered.
4.9.3 London LEZ/ULEZ & London Lorry Control Zone It is the Transport Department’s responsibility to ensure the appropriate registration is in place before commencement of the journey. All breaches will be borne by the operating department. (In April 2019 the new ULEZ came into force; all drivers and the Transport Department are reminded of the relating regulations and extended enforcement zone) London Lorry Control Zone Restrictions are in place in London on the use of heavy goods vehicles to help minimise noise pollution in residential areas during unsocial hours through restricted use of these roads. The Lorry Control Scheme takes the form of controls on the movement of any heavy goods vehicles over 18 tonnes maximum gross weight at night and weekends. All drivers are to be aware of the road restrictions. Contact the transport department who will advise you of the routes to take. Page | 18 Version 5 -REF MP05
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Times of Restriction Monday – Friday: 9pm – 7am (including 9pm Friday night to 7am Saturday morning). Saturday: 1pm – 7am Monday morning.
4.9.4 Graduated fixed penalties (FPN) The Graduated Fixed Penalties Scheme was revised in March 2018. It extends the previous fixed penalty scheme used by police forces and DVSA in the UK which now gives them greater flexibility when dealing with less serious driving offences. You must follow rules on how many hours you can drive and the breaks you need to take. The Driver and Vehicle Standards Agency (DVSA) can fine drivers up to £300 per offence if they’re caught breaking the rules. They can also be prosecuted or have their vehicle immobilized.
4.10 Driving in Adverse Weather Conditions It is more important to check your vehicle is well maintained during the winter weather. Bad weather can strike suddenly so the best advice when severe weather conditions are encountered is to avoid driving if at all possible. If driving is a necessity, adequate preparation is necessary. During wintry weather conditions determine if the journey is absolutely essential. Check local and national forecasts. Make sure you have warm clothes, food, boots and torch. In snowy conditions take a spade. It is the responsibility of the professional driver to assess the road conditions ahead of them and make a sensible decision on how to proceed. Support can be obtained from contacting the transport office, however, the ultimate responsibility sits with the individual in their capacity of a professional driver. If you get in trouble do not use a mobile phone while driving. Stop somewhere safe before making a call. Manoeuvre gently, avoid harsh braking and acceleration. To brake on ice and snow without locking your wheels, get into a low gear earlier than normal, allow your speed to fall and use brake pedal gently. In wet weather, stopping distances will be at least double those required for stopping in dry weather. This is because tyres have less grip on the road. You should keep well back from the vehicle in front. This will increase your ability to plan and see ahead. You must adjust your driving to the weather and visibility. Night, fog, snow and heavy rain reduce your ability to control your vehicle. Bright sunlight can reduce your ability to see and, rain and high temperatures can affect the road surface. You must adjust your driving, accordingly, paying attention to the distance from the vehicle in front. In bad conditions, particularly on fast roads, increase the distance between yourself and the vehicle in front. Traffic conditions can vary from hour to hour, day to day and week to week. The defensive and green driver must be considerate, even to inconsiderate drivers who persist in trying to force their way into the stream of traffic. This requires a calm temperament. If lateral high winds mean driving is dangerous, drivers should pull over and advise the office of the situation. Drivers must never drive their unit and trailer with curtains pulled back and back doors open. Noise When parking, loading or unloading, have respect for others. Excessive noise can lead to complaints from neighbours and actions for nuisance from the authorities, particularly at depots used outside normal hours. Page | 19 Version 5 -REF MP05
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More and more people in the UK are being affected by traffic noise. Your style of driving can affect noise levels. Driving aggressively with high engine speeds not only causes more noise and higher fuel consumption, but when compared to driving passively with low engine speeds it produces very little time savings.
4.11 Carriage of Passengers No unauthorised passengers or animals are allowed in company vehicles. Passengers can only be carried with the prior authorisation of a company director. In the interest of safety, no passenger of any vehicle visiting a Company site will be allowed to alight from the vehicle. Any passenger carried in a Company Vehicle who is not directly employed by the Company, must have permission to be there by a company director, and will remain in the vehicle whilst on any customers site or premises.
Passenger Safety Policy
4.12 Breakdown Guidelines If a break down occurs when the driver is away from the depot, they should call the Transport Office. If the driver’s only option is to pull over on the hard shoulder, they are advised to contact the police in the first instance and then the Transport Office. The Transport Office will ascertain the problem and advise which course of action to take. Where a driver is carrying food stuffs there should be no undue delay of recovery to ensure degradation does not occur (Risk Assessment: BRC13). The emergency contact numbers the driver’s may require during a breakdown can be found on the bottom left-hand side of their timesheet. Tructyre are our nominated supplier of tyres, and main dealers for our vehicles.
4.13 Site Rules & Facilities Vehicles must be driven with great care on the company premises, & due regard must be paid to notices/signs/speed restriction displayed in respect of & to other traffic & pedestrians. (Risk Assessment: TR01). Barrier, no entry signs & 5mph speed limit on site. Please be advised that we have a barrier operating in the Devan area. This barrier will be down when the Kalmar driver is working. Please do not enter via the Besana gates. For safety reasons we must insist on no access for all vehicles from that end. Drivers must enter by the main gate at the office block end at all times. This is a one-way area only, for dropping off containers & should not be used as a thoroughfare or short cut at any time. This will be monitored & any driver not adhering to this instruction will be dealt with in accordance with the Company Disciplinary Procedure. Visitors & Contractors on site Anyone visiting site will be signed in at reception and issued a Debach branded Hi-Viz. Visitors will be accompanied by a member of Debach staff. All employees are encouraged to stop and ask any persons who are not known to them and not wearing a Debach Hi-Viz/are not accompanied. (Risk Assessment: TR10).
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Speeding: Observe speed limits. No one benefits from speeding: • • • • • •
You don’t so why risk being caught by the police? Speeding increases stress/and you have enough to worry about. Your vehicle doesn’t. It increases wear and tear and therefore leads to a shorter life and increased risk of breakdown or accident. Debach doesn’t. We suffer increased fuel and repair bills and vehicle replacement costs. The industry doesn’t. We all have to work hard to improve the image of our industry. Your environment doesn’t. Speeding and aggressive driving causes pollution. A defensive driver is a ‘green’ driver.
Please ensure the following guidelines are adhered to: After advice from our Company Solicitors, it is becoming more apparent that the Courts & Traffic Commissioners are becoming less tolerant of speeding offences, please ensure care is taken & speeding limits adhered to at all times. The following examples identify how tougher actions have been taken: • At over 30 mph above any limit, particularly lower limits through road works or in built up areas, assume that Magistrates will disqualify for a short time. • Speeding convictions will attract between 3 & 6 penalty points. It is very easy for driver s to ‘tot up’ twelve penalty points in three years. • It is worth bearing that in mind that it seems professional drivers will be hit harder. The company views speeding as a very serious offence & will if necessary, take disciplinary action against a member of staff breaching road traffic regulations. If as a professional driver regular breaches of road traffic regulations occur, you should be aware that this could result in dismissal. Designated Walkways It is the responsibility of all staff to ensure that when entering our sites that they adhere to the site rules. Designated walkways are adopted to reduce the risk by segregating as far as is reasonably practicable ‘man and machine’ in busy work areas. Designated walkways must be adhered to at all times. Drivers are reminded to be vigilant when on site and to take care when walking around moving vehicles (Risk Assessment TR01). Washrooms on Site at Ipswich: The canteen on site at Ipswich will be locked at approximately 18.30hrs, Monday – Friday. Drivers wishing to have a wash/shower after these times can use the washroom/toilets under the canopy. For more information on the location of the washrooms, please speak to the Ipswich Site Manager. Pressure Washer Please be advised that when using the Pressure washer, for you own personal welfare you should wear eye protection. If you have not been issued with goggles/glasses, please contact your manager who will supply you with a pair. Site Security All night drivers/trampers are supplied with the security code to deactivate the alarms on site out of hours. Before the driver unlocks the gate, they must call RVR CCTV Chubb Alarms on 0844 879 1911 and give them the security code. This will deactivate the alarms whilst the driver is on site. This must be done before unlocking the gates. Failure to call results in the Business Executive Development Manager and the Ipswich Operations Manager receiving a call to inform them of suspicious activity on site. These calls are most likely Page | 21 Version 5 -REF MP05
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in the middle of the night and all drivers entering site outside of normal working hours must ensure this process is followed to avoid unnecessary waking up of key holders during unsociable hours. Issuing of keys A key register is held centrally for all key holders and they are signed for and individually marked. At no time should an employees give their keys to another person for access to site. All issuing of keys is strictly by the Business Executive Development Manager or Managing Director. (Risk Assessment: TR10). Perimeter security of fencing and gates For any damages to perimeter fencing or gates, an emergency repair Company are to be called for immediate repair. Anyone who notices damage should report this immediately to the Ipswich Operations Manager, Business Executive Development Manager or Managing Director for immediate organisation of the repair. (Risk Assessment: TR10).
4.14 Loading & Unloading To minimise the risks, drivers are asked to adhere to the instructions on their paperwork and ensure loading and unloading takes place as specified and that loads are properly secured. Always adhere to local site rules, regarding vehicle security/safety. The loading and unloading area should be: • Clear of traffic and people not involved in the activity, • On level ground, to maintain stability, • Segregated from other work areas, • Clear of overhead cables, pipes or other obstructions, • Protected from adverse weather conditions where possible, • Always check the floor and deck of the loading area to make sure it is safe. Look out for debris and broken boarding – if required sweep the deck before loading commences (Risk Assessment: BRC13), • Before unloading, check that it has not shifted during transit, to ensure that it is not likely to move or fall when restraints are removed, • Loads should be suitably packaged. When pallets are used, the driver needs to check, they are in good condition, that the loads are properly secured to them, and when loading is completed, that they are secured safely in the vehicle, • All parts of the load must always be secured to the deck of the trailer using the appropriate strapping, • External curtains must not be used in any way to secure a load, they are to protect from weather only, • See copy of Department of Transport Code of Practice “Safety of Loads on Vehicles” if you require more information – copy held in Transport Department. Ensure vehicles and trailers have their brakes applied and all stabilisers are in the correct position before loading and unloading. Throughout loading and unloading there should be a safe place where drivers can wait. Drivers should not remain in their cabs if this can be avoided. When waiting in the safe area please ensure that vehicles are turned off and the vehicle keys remain in the custody of the driver until the procedure has been completed, this safeguards against drivers accidentally driving away too early. When loading / unloading via rear doors, the site staff may take keys and return them when loading finished to indicate pull off to close doors, but it is the driver’s responsibility to check this loading protocol at every point of load / unloading with the depot in advance of operations starting. If they have retained keys and paperwork issued to them, it is still their responsibility to check loading / unloading has finished before moving off.
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Special Safety Equipment should be used i.e. guards or skirting plates, where it is deemed there is a risk of anything being caught in machinery (i.e dock leveller and tail lifts). As far as practicably possible, items identified as organic or containing an allergen should be separated in the load. Where this is not possible, for example where there is a full load, please refer to the Ipswich Operations Manager for assistance. Drivers are reminded to ensure their curtains are secured correctly and their load is double checked before their departure. (Risk Assessment: TR04).
Loading a double deck trailer safely guidance
4.14.1 Load Securing Requirements for Palletised Goods Anything transported on or in a road-going vehicle or trailer must be secured so that it does not slide, tip, or bounce off the vehicle or move around inside it so that it affects the vehicle handling. It is very important to minimise the risk of load movement during the journey to protect the driver and site workers during the unloading process as well as other road users during the journey. • Palletised goods should be securely attached to the pallet using shrink wrap or banding and must be stable on it before they are loaded onto the vehicle or trailer and secured for transport. A load that is fundamentally unstable can never be secured correctly. • Where pallets are stacked, the stack must be without lashings. • Buckle straps or internal nets hanging from roof rails inside a curtainsider can only be used to secure individual pallets or stacks that weigh less than 400kg. Heavier stacks or pallets must be secured by alternative means such as extra restraint using span sets to deck to be used for heavier pallets over 400kgs and in excess 1mtr (Risk Assessment TR01). • The gap between the front of the load and the headboard must be no more than 30cm. • Pallets that weigh more than 400kg must not be loaded on the upper deck of a curtain-sided doubledeck trailer. Heavy pallets must be on the main deck or swan neck.
4.14.2 Marking up pallets for delivery When marking up pallets for delivery, employees must be aware of forklift movements in the area during loading/unloading. Care must be taken to ensure risk of an incident occurs where man and machine cannot be segregated. (Risk Assessment: TR09). When scanning pallets on and off the trunks, forklift drivers are instructed not to operate their trucks to reduce the risk of injury occurring. Drivers should be aware of their surroundings when scanning pallets to ensure their safety (Risk Assessment: TR09). Staff are NEVER to stand on forklift trucks to be lifted up to scan pallets on the top deck of a double decker trailer.
4.15 Overloading It is the driver’s responsibility to ensure that the vehicle is not overloaded. All our vehicles have a plate attached to the chassis identifying the maximum weight limits for that type of vehicle. Both the driver and Debach are liable to prosecution for overloading, which could result in a fine and driver’s and operator’s licence endorsements. If for any reason a driver is in doubt about loads or loading, they are required to take the following actions: • Never assume that the paperwork is accurate or that the load accords with it. If you are in any doubt double check it or ask a third party to check it. If this is not possible contact the Transport Office for further advice. • Supervise the loading of the vehicle whenever possible. Page | 23 Version 5 -REF MP05
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If warehouse staff refuse to redistribute loads, or if there is any doubt about the weight or distribution of the load, contact the office for advice Ask the office for details of the nearest weighbridge to check weight if in any doubt. Wherever there is a free dynamic axle weighbridge available, for example at some ports, use it.
Overloading & insecure load offences are also offences, which carry the maximum level 5 fine of £5000. Not only do drivers risk prosecution for these offences but also the company & its ‘O’ Licence are subject to prosecution. Definitions • Unladen weight — weight of vehicle without load. • Axle weight — weight transmitted to the road by all wheels on one axle. • Gross laden weight — total weight of vehicle and load. • Train weight — total weight of vehicle, its trailer and load. • Plated weight — either the design weight limit given on the manufacturers plate or the legal weight limit given on the Department of Transport plate. If you are uncertain, a yard weighbridge (where installed) should be used. When a weighbridge is not installed in the yard an appropriate local weighbridge should be used. Please ensure that you are booked into any weighbridge that you are going to. Weighbridge tickets must be handed into the site office for filing with the vehicle records and for the cost to be reimbursed. The carrying of unsecured loads is prohibited, a breach of which is also punishable by law. Carrying goods, tools, spare fuel and equipment in the drivers’ cab is illegal; these must be secured in the appropriate storage areas. If Debach has a bad reputation with DVSA, the authorities will make sure Debach vehicles are checked more regularly.
4.16 Proof of Delivery – Delivery & Collection Documents Those drivers commencing from base will be issued with appropriate collection or delivery documents, those who receive telephone instructions away from base will record the details on a Transport Order (RC-12) or be sent an electronic Proof of Delivery (POD) via the Alliance APP. Delivery of the goods should be evidenced by the recipient’s signature upon the POD, which may be either a company or customer supplied document and also be captured on an electronic hand-held device. All documents, including POD’s must be handed to the transport office at the first opportunity. Drivers carrying high value loads must never stop on route. If indicated to pull over only do so if it is by the police. Even then ask to see the police officers warrant card before opening your door. If in any doubt dial 999 & check the details. If carrying a high value load, a sign will be kept in the cab to show authorities that the driver can hold up to show they are unable to stop and instruct the relevant authority to follow them to the nearest police station or secure depot. Deliveries must only be made to the address specified on your paperwork. If a third party tells you that the delivery destination has been altered, you must first check with the Transport Office. Under no circumstances should you deliver to an alternative destination without it being verified. If you are ever unsure of delivery instructions, your first point of contact must be with the transport office during working hours, or one of the out of office hours phone numbers. Any instructions given must be noted on your paperwork, with the name of the traffic operator & time. (Risk Assessment: TR10). Page | 24 Version 5 -REF MP05
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4.17 Vulnerable Road Users Cyclists Expect sudden movement by cyclists, especially in windy weather and in bad road surfaces. Watch for cyclists on the inside when you turn left. Always look for cyclists before opening your vehicle doors. Give cyclists turning right extra consideration and don’t squeeze past any cyclist – give them space and plenty of it. Do not get annoyed when cyclists ride away from the kerb – they need to avoid drains and potholes and be seen as they come to junctions with side roads. We must be vigilant at all times regarding vulnerable road users.
5 Communication 5.1 General Communication To enable the Company to provide a first-class service to its customers it is essential that communication channels are laid out and clearly understood by all employees. Where drivers are unable to commence their duties at the agreed start time due to illness, they must inform the transport office. It is essential that this call is made as early as possible to allow workloads to be rescheduled. Only in exceptional circumstances will other forms of communication be accepted. Please refer to the Company absence procedure for more information. All collisions and incidents must be reported to the traffic office as quickly as possible. Drivers must clearly show on their worksheet if they have been involved in such an event. Drivers are part of WhatsApp groups where they can share information between the group instantly. Such communications should be used in a professional manner.
5.2 Customer Complaints If, for any reason, a driver is so delayed that he will not arrive at their destination on schedule, they must contact the transport office or call the duty phone number, as soon as this is evident. The transport office can then advise the customer to minimise the risk of complaint. Any driver receiving a complaint from a customer should record the details of the complaint, including the date, time, location, name of person lodging the complaint, etc. They should pass the information to the transport office as soon as is reasonably practical, either in writing or over the phone & copied to the Quality Manager and recorded into the incident reporting register. The Transport Manager or Executive Business Development Manager will then investigate & decide on appropriate & effective action.
5.3 Confidential Reporting System The Company recognises the importance of providing all employees with a system to make confidential reports to the management team and the significance this has on continuous improvement and employee voice. A system is in place to enable employees to complete a form in either the area of Operations, Health & Safety or HR which they can submit into a locked box which is checked regularly by the HR Department. Employees are encouraged to submit any suggestions or concerns that do not require immediate attention and are reminded that the HR option is not for submitting formal issues and they should follow the Company Grievance Procedure which can be found in the employee handbook on the Sage HR app.
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6 Driving Licences / DQC 6.1 Licence Checking Before a driver is allowed to use a company vehicle, they must present an original licence which the Company will take a copy of to use as evidence that the driver has the appropriate qualifications for the vehicle they are driving. The photo driving licence cannot be more than 10 years old. The driver will sign a declaration (D906) upon commencement of employment with the Company and on every three years thereafter which enables the Company to automatically check the employee’s licence in accordance with the time frames below: Company licence checked are carried out: • 0-3pts will be checked 6 monthly; • 4-6pts will be checked 3 monthly; • Over 6 points monthly Drivers must report any convictions involving licence endorsement or disqualification immediately to their Line Manager. Failure to do so could result in disciplinary action. Debach Enterprises will check with the DLVA to confirm your licence corresponds to the licence submitted. You must inform us about: • change of address • endorsements • bans • medical conditions • any incident, accidents or near misses in Debach vehicles
Drivers are reminded to carry their Driving licence, Rhides Cards, ADR, DQC Card and Tacho Card with them at all times. Failure to produce cards on request by the Police or DVSA examiner may result in a £50 fixed penalty issued to the driver. Following a request by the Police or DVSA examiner, a driver can: • nominate a Police station at which they must produce the cards within 7 days or • produce the cards to a DVSA office or specified traffic office within 10 days It is the driver’s responsibility to ensure that licences & qualifications do not lapse. They should also send a copy of any newly issued, or newly amended, licences or qualifications to their Line Manager or the Quality Manager. All DQC cards are checked on offer of employment, then periodically, to ensure training is scheduled in line with the DQC renewal date. If a driver is at risk of losing their licence, they must inform their Line Manager &/or HR Department. Should the driver as a consequence be unable to fulfil their duties of employment to the satisfaction of the company, this may result in the termination of their employment. If you lose your driving licence, it will affect your job. If there’s any fine, you pay. Responsibilities of LGV drivers (3.5T and over) • Risk Assess access and egress of all vehicles and plant cabs, 3 points of contact to be maintained at all times (RA21) • All drivers must produce a copy of their driving licence stating the correct categories and a copy held at head office. • All drivers must attend the Debach Enterprises induction process to obtain permission to drive the vehicle (toolbox talk to be given in interim period). • All Drivers must have Debach permission to drive and the ‘Driver’s Acceptance Form’ must be signed. Page | 26 Version 5 -REF MP05
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Driver CPC to be held and maintained through regular attendance on DVSA approved training courses. All Drivers will complete E-Modules and FORS Modules in line with induction procedure/process. All drivers must hold a digital tachograph driver’s card. Abide with working hours – refer to ‘Working Time Directive’. Hours to be checked on digital tachograph driver’s card from previous employment or previous twenty-eight days’ worth of analogue tachographs to be produced. Complete the VCS APP this will be recorded directly to our IT System or complete a daily vehicle defect sheet and hand to the Transport Department before leaving yard – all ‘Nil’ defects must be reported. Driver to report any vehicle damage immediately to the transport Department. All drivers must have a working knowledge of what they can / cannot tow. It is the driver’s responsibility not to exceed the maximum weight. All loads should be secure. Each vehicle’s gross weight is displayed on vehicle’s identity plate. Vehicles must be made available for PMI checks and routine maintenance. All breakdowns must be reported to Transport Department during office hours, out of hours please use the contact numbers supplied on the bottom of your time sheet for Fleet Services. Any traffic offences must be reported to your Line Manager. Operator’s licence rules must be abided with – especially overnight parking in yards. Parking: ensure vehicle is parked safely and securely. Never leave the vehicle unlocked or with the keys in the ignition. Vehicles over 3.5T must be parked in accordance with Operating Centre rules. Accidents: drivers to report accident to the Transport Department. Driver to complete Accident Report Form on site and issue any third-party information as required. Behaviour: you and your vehicle are high profile representatives of the company. Please drive courteously and safely at all times. Any costs from wilful damage to vehicles or as a result of driver’s neglect may be recovered from the driver.
6.2 Driver CPC Training Drivers must carry their CPC driver qualification card (DQC) while driving a large goods vehicle or passengercarrying vehicle professionally. You can get a £50 fixed penalty for not carrying your card and a £1000 penalty for not having a valid card at all. CPC training is arranged by the Company at least once a year. If drivers are unable to attend on the date set by the Company without good reason, they are expected to arrange their own training at their own cost and in their own time.
7. Accreditations 7.1 BRC Transportation Compliance The objective is to ensure that the quality and safety of products are maintained during their storage and distribution (and where subject to other activities such as wholesale, contracted services, etc.), and that customer confidence is upheld through audit and certification. We undertake to comply with the scope for storage and distribution of all products from our supplier to point of delivery within the supply chain facilitating the audit requirement of our certificated activities. The distribution of the products out of store will also be defined by the customers’ specification, especially in the case of stacking, securing, load restrictions or mixed loads.
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All equipment used in the transportation of products or pallets, shall be suitable, adequately maintained and used in a way which reduces the risk of damage to the products. Procedures will be adopted for handling damages, waste product and returns. All products found to be out of the customers specification, will be held in a segregated area and placed ‘on hold’. All staff are trained to ensure best practice procedures are adopted including awareness of personal hygiene. Signed training records will be held on employee personnel files.
7.1.1 Transportation of food stuffs Loading & Unloading Product Drivers should be vigilant in the loading/unloading process to ensure any damages that occur when product is being loaded/unloaded are reported to the transport office. It is the responsibility of the driver to ensure their load is safe to travel, including minimising the risk of cross contamination from damage to product. Delivering Product in a timely manner Drivers are to deliver goods in a timely manner without undue delay to ensure production degradation does not occur as per the risk assessment BRC13. If a breakdown occurs, follow the guidance in section 4.10. Water Damage in Transit Drivers are to carry out their daily check as per the instruction in 4.1 to ensure there are no damages to their vehicle/trailer/rigid which would allow water to enter the load carrying area. Should water contamination occur during transportation, photographs should be taken BEFORE the load is taken off the trailer bed to ensure there is clear evidence in the event of an insurance claim (Risk Assessment BRC13). Allergens & Organic product: Drivers to segregate allergenic products when loading using suitable segregation padding or spacing as per the risk assessment BRC06. When transporting returns or collections from other pick-up points, drivers are to ensure segregation materials are used to safeguard against cross contamination to product as per the risk assessment BRC11. Should damages occur in transit, segregation of product is essential to protect against cross contamination. Drivers should also report any damages in transit to the transport office so information can be passed on to the customer for instructions on how to proceed (Risk Assessment BRC13).
Allergen Policy
Spillage Policy
Glass Policy Drivers to segregate organic products when loading away from non-organic as per the risk assessment BRC07. Product Authenticity and Food Fraud Drivers are instructed to bring product back to the depot for assessment where in transit interference occurs as detailed in risk assessment BRC08 & BRC13. It is important to ensure that load security procedures are followed including in the event of breakdown, hijack or passengers accessing trailers (Risk Assessment: BRC13).
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Passenger Safety Policy
Load Safety Policy
Operational Security Policy
8. Other Information 8.1 Fuel & AdBlue Company Vehicles must only be filled with diesel. Each vehicle is allocated a fuel card which the driver should use when needing to fill their vehicle. When sharing a vehicle or approaching a period of annual leave, we ask all drivers to ensure the vehicle is filled up ready for the next driver to use. AdBlue should be added when necessary and can be done from the Ipswich site. The company views it as a ‘Gross Misconduct’ offence if vehicles are filled with red diesel or gas oil.
8.2 Airlines Drivers must ensure that all connections both the airlines and three electrical lines are connected when loading/shunting around our sites.
FOR SAFETY REASONS ALL AVAILABLE AIR & ELECTRICAL LINES MUST BE CONNECTED AT ALL TIMES WHEN SHUNTING.
8.3 Personal Property & Vehicles Whilst the company will take all reasonable precautions, it regrets that it is unable to accept responsibility for personal property, including vehicles, brought onto site. Valuables should not be brought to work, & drivers are urged, that if it is necessary to bring valuables to work, these items should be kept with them at all times. Lost & Found property should be reported immediate to the Executive Business Development Manager.
8.4 Records RC-01 Vehicle Check Sheet RC-12 Transport Order RC-39 Drivers Time Sheet RC-43 AXA Insurance Form RC-58 Accident Report Form RC-66 Customer Damage Report RC-112 Vehicle Defect Report
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Sign off I acknowledge receipt of a complete copy of the Debach Enterprises Ltd Driver Handbook and agree to comply with the procedures therein. Drivers Name Signature Date
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