Risk Management Guide for Funeral Directors Motor Fleet

Introduction

The intention of this document is to support you in enhancing your road risk management procedures and provide guidance aimed at helping to introduce simple, robust measures enabling the safe and successful operation of your fleet - allowing more time for you to focus on running and developing your core business.

Motor fleets that are managed proactively perform significantly better than those that are managed reactively.

The effect of taking a proactive stance will vary depending on the start point in terms of existing performance.

Your duty of care

You have a duty of care for the health, welfare and safety of all employees, including whilst they are driving in the course of their work.

Hazards

Drivers

Drivers/bearers for many companies are shift workers or casual part time employees (e.g. firemen and ambulance drivers) who may have come off a night shift and drive the following day. You may also employ mature/experienced drivers who are embarking on a second or third career on a part time or casual basis.

Vehicles

The turning circle on hearses and limousines is often large and can cause difficulties for new or inexperienced drivers in tight cemeteries that were designed for smaller vehicles.

Third parties

Attempting to keep a cortège together in city centres can encourage drivers to jump lights and pull out of junctions in front of oncoming vehicles to keep up. Because you are slow moving, impatient drivers who are not part of the funeral procession often pull out quickly in front of you at junctions, side roads, carriageways and motorways.

Passengers

If you are carrying mourners in a limousine and there is an accident that leads to a claim, you could find that any injury sustained by the passengers will be higher than a standard size vehicle due to the increased number of passengers being transported.

Simple steps for risk management

Fatigue

It has been clearly established that physical and mental tiredness is a major cause of serious accidents. In an industry where many of the personnel are either mature or work on a part time basis (e.g. as a second job) you should be mindful that this is a significant cause of incidents and collisions. There have been prosecutions of company directors for manslaughter as well as the driver, where the monitoring of drivers’ hours was inadequate.

To comply, employers should introduce controls for all employees who drive on business by monitoring and recording their working hours, rest periods and implementing guidelines for:

• fitness to drive

• avoidance of long journeys after periods without adequate sleep or after a full day’s work

• journeys being planned to allow sufficient breaks e.g. at least 15 minutes every 2 hours

• drivers feeling sleepy to stop in a safe place and take a suitable nap and /or refreshments

• overnight accommodation where appropriate to enable the driver to remain unaffected by tiredness

Further information and advice can be obtained from:

• https://www.rospa.com/road-safety/advice/drivers/driver-health

• https://www.think.gov.uk/road-safety-laws/

• https://www.brake.org.uk/get-involved/take-action/mybrake/knowledge-centre/driver-fatigue

Authorisation to drive

Your driver will be responsible for the vehicle and for conforming with and carrying out the instructions explained in this handbook. They are also responsible for ensuring that no unauthorised person drives the vehicle whilst it is in their care.

The only persons who are normally permitted to drive the vehicle are those named and authorised, so make sure that all drivers are aware under the terms and conditions of your insurance policy who can legally drive the vehicle.

• They must fill in a Driver Application form, which is held by you

• They must have a full and valid driving licence with the relevant categories for the vehicle to be driven

• They must not use the vehicle for their own business purposes

• Do not ignore employees’ own cars that are used on company business, If the vehicle is being used on company business, you are responsible for ensuring that it is legal and roadworthy. You need to arrange for your motor fleet policy to cover occasional business use for employees using their own vehicles as it is not automatically covered

If an authorised person drives a vehicle on company business, then 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.

Driver assessment

You must fully understand the skills and experience of your drivers and ensure their safety by carrying out more in-depth assessments in order to identify driver training and education needs.

Risk assessments for work-related driving follow the same principles as any other work activity. However, assessing occupational driver risk exposures is complex due to a combination of factors which broadly speaking are covered under two headings.

• Situational (e.g. age, miles driven, collision record, points on licence etc.)

• Behavioural (e.g. tiredness, thrill seeking, distraction, etc.)

Driver Metrics www.drivermetrics.com provides expert driver assessment through Driver Metrics Profiling. This can be used to identify individual driver risk in your fleet accurately, quickly and efficiently with a scientifically validated online risk assessment tool. Please contact us on 01708 850 000 or email info@seib. co.uk if you’re interested in finding out more about using this service at discounted rates.

DVLA licence checks

Ensure that all your drivers are subject to regular DVLA licence checks. The most basic driver risk assessment is the completion of a licence check. These checks should be carried out at recruitment and at least once a year for all drivers. For businesses with relatively low driver numbers you may wish to complete this work in-house by getting your drivers’ permission and using the DVLA website www.gov.uk/view-driving-licence to obtain this information.

Larger organisations may benefit from using the services of third party licence checking specialists who will be able to carry out this work on your behalf. ‘The Licence Bureau’ www.licencebureau.co.uk can carry out these checks on your behalf and if you are an SEIB customer, you will be able to access this service at a discounted rate.

Licence checks have been included in the application forms and declaration below:

• See appendix 1. Application form for new drivers

• See appendix 2. Driver employment application

• See appendix 3. Driver’s yearly declaration

Alcohol & drugs policy

Around 18% of people killed in road crashes have traces of illegal drugs in their blood, with cannabis being the most common. Drugs can also include some prescribed medications, not only recreational drugs.

Drink drivers on UK roads kill 11 people every week. Alcohol is a depressant drug and even small amounts affect drivers’ reaction times, judgement and co-ordination, including the morning after drinking. Alcohol also makes it impossible for drivers to assess their own impairment because it creates a false sense of confidence and means drivers are more inclined to take risks and believe they are in control when they are not. For these reasons, the only way for drivers to be safe is to not drink anything at all before driving.

• See appendix 4. Driving - alcohol & drugs

Mobile communications policy

It is illegal to use a hand held mobile phone whilst driving, even when you’re stopped at traffic lights or in a queue of traffic. It is also an offence to cause or permit a driver to use a held mobile phone while driving, or use a hand-held mobile while supervising a driver who only has a provisional licence.

A person is deemed to be driving if the vehicle is stationary but the engine is running.

• See appendix 5. Use of mobile phones when driving

Training

Training should be based on the completion of a needs analysis (a meaningful driver assessment). It is likely that a range of different training options will be appropriate for your drivers. In simple terms, training falls under 3 main headings:

• On-road coaching

• Workshop/classroom

• E-Learning

Driver Metrics www.drivermetrics.com and E-Training World www.e-trainingworld.com both offer tailored driver training solutions, including in-vehicle coaching, classroom-based driver workshops, and e-learning programmes. Please contact us on 01708 850 000 or email info@seib.co.uk if you’d like to find out more about using these services at discounted rates.

Recruitment procedures

Establish a formal policy setting standards for acceptance and recruitment procedures including the company’s policy or health screening. For those who drive for the company, identifying variations applicable to different groupings is also important, for example:

• Professional or full time drivers

• Drivers supplied with a vehicle as a personal benefit

• Other employees who may occasionally drive

• Casual, temporary and, if used, agency drivers

Driver eyesight policy

You should request all drivers have eyesight checks before you authorise them to drive and periodically thereafter (at least every 2 years).

As a minimum they will need to be able to read a number plate from a distance of 20.5 metres for vehicles with an old-style number plate.

Vehicle maintenance

Introduce a system for drivers to confirm the completion of daily/regular checks.

In our view the implementation of basic safety checks should not be regarded as an excessive or unnecessary control for the safety of drivers and vehicle reliability. The manufacturers provide details of recommended checks, but dependant on use, we suggest daily and/or weekly checks are established as a minimum for:

• Tyre wear or damage, tyre pressures when cold, including the spare

• Screen wipers and washers

• Lights and indicators

• First aid for minor stone chips and damage to windscreen

Spot checks should be undertaken to confirm the satisfactory condition of vehicles.

• See appendix 6. Driver preventive maintenance form

• See appendix 7. Maintenance of vehicles

• See appendix 8. Motor vehicle report

Devise a driver handbook and review it periodically to ensure that it reflects the current needs. We recommend that drivers should sign for the handbook and any updates to acknowledge that they have received, read and understood it, together with contact details of the person(s) responsible for fleet management in the event of any concerns or issues.

Incident management

What to do in the event of an incident/collision

In order to minimise costs, claims notification needs to be made as quickly as possible. You should aim to report all incidents to your insurance broker within 24 hours of occurrence. Beyond this time the likelihood of claims inflation increases on a daily basis due to the likely involvement of third party organisations (solicitors, credit hire, accident management companies).

• See appendix 9. Traffic accident procedure

Follow up and investigate all incidents and collisions

Ideally all incidents and collisions should be thoroughly investigated. However, you may wish to instigate an approach whereby all accidents are formally followed up and any serious accidents are subject to a thorough investigation. You will need to decide what is serious but at the very least any accident resulting in bodily injury to any party must be included in this definition.

It is fundamental to reducing costs that drivers do not operate within a culture which encourages them to shrug off accidents without identifying that they share accountability for them. All accidents should be investigated.

An investigation of this nature should be non-recriminatory and never seek to blame any individual. If driver error is believed to be a significant cause, the reasons for this must be investigated. Lack of knowledge, training or unsuitability for the job may be part of the problem. However, these are management and not driver failings. Only when these have been considered, together with the possibility of genuine mistakes, can the conclusion of wilful and intentional acts or omissions be reached.

• See appendix 10. Accident report

• See appendix 11. Accident assessment

Technology

Using In-vehicle CCTV and black box technology

Consider introducing technology into your vehicles. In simple terms we are talking about either ‘black box’ telematics, CCTV cameras or a combination of the two. These can be installed discreetly so they do not intrude on the very special needs of you customers. At the same time they provide information to assist you and your drivers to drive better, and provide enhanced customer service.

Also, on the rare occasion when a more serious incident occurs, the data from the cameras will be able to assist in the claims investigation process which could save you time and money proving who is at fault.

Appendices

Please note:

You do NOT need to return these forms to us, just keep them on file should they be required for future reference. Once the initial bulk of forms are completed, keeping them up to date should be an easy task.

Application form for new drivers

FleetActive Application form for new drivers

Company: Location:

Vehicle: Reg Number:

Driver to whom vehicle allocated:

Applicant’s name:

Relationship to allocated driver:

Date of birth:

Home address:

Occupation:

Driving licence type: Full: Provisional:

Date passed test

Categories for which it is valid

Photocopy appended to this application: Yes: No

Motor accidents within the last three years:

Has your licence ever been suspended or subject to penalty? Yes No If ‘Yes’ give details

Have you ever been convicted of any offence in connection with a motor vehicle or is any such prosecution pending?

Has any insurance company declined, refused to renew or required additional premium or imposed any special terms?

Do you have any health problem, infirmity, or medication that may affect driving ability?

Signature of applicant:

Application approved:

Name:

Date: Yes No Position:

Signature: Date:

Driver employment application

FleetActive Driver employment application

Surname:

Forenames:

Present address:

Postcode: Tel No:

Previous addresses within last 12 months:

Date of birth:

Driving licence number:

Date test passed:

Single Married Categories valid: Photocopy attached: Yes No

Address: Tel No:

Person(s) to contact in case of emergency:

Do you suffer from any medical conditions or disabilities?

Name your three previous employers:

Motor accidents within the last three years: Place

Date

Has your licence ever been suspended or subject to penalty?

Have you ever been convicted of any offence in connection with a motor vehicle or is any such prosecution pending?

Has any insurance company declined, refused to renew or required additional premium or imposed any special terms?

Signature of applicant:

Date:

Interviewed by:

Driver’s yearly declaration

FleetActive Driver’s Yearly Declaration

Name:

Date of Birth:

Home Address:

Occupation:

Location:

Is vehicle allocated to you: Yes - as the main driver Yes - as a specified driver No

If Yes: Vehicle details:

Reg No:

Main Driver if other than yourself:

Any motor accidents within the last three years involving any vehicle?

Has your licence ever been suspended or subject to penalty?

Have you ever been convicted of any offence in connection with a motor vehicle or is any such prosecution pending?

Has any insurance Company declined, refused to renew or required additional premium or imposed any special terms?

Do you have any medical conditions, disabilities or are currently taking any medication that may affect your driving ability?

Photocopy of current driver’s licence attached:

*If ‘Yes’ give details here or overleaf:

Yes* No

NB. Any future accidents, convictions or medical conditions are to be advised immediately

Date: Driver’s Signature:

Driving - alcohol & drugs

You should also be aware of duties under the Road Traffic Act 1988 and the Transport and Works Act 1992. Drivers of road vehicles must not be under the influence of alcohol or drugs while driving, attempting to drive or when they are in charge of a vehicle.

It is also an offence to be unfit to drive through drink, even if below the legal limit, or drugs. The penalties are same as for the ‘over the limit’ drink offence.

Drug driving - enforcement

Drugs and driving: the law

The police can stop and make drivers do a ‘field impairment assessment’ if believe the driver has taken drugs. This is a series of tests, for example asking you to walk in a straight line. They can also use a roadside drug kit to screen for cannabis and cocaine.

If the police think the driver is unfit to drive because of taking drugs, they will be arrested and will have to take a blood or urine test at a police station.

The driver could be charged with a crime if the test shows drug use.

Your drivers at risk

The minimum punishment for a drink/drug drive offence is a 12-month ban from driving all motor vehicles.

Many medicines that are readily available at your pharmacy, although not illegal to drive on, can also put your drivers at risk by causing drowsiness.

Your business at risk

Not only does the driver lose their licence, you lose a driver; and should your limousine(s) be used for private hire to carry paying passengers, then you potentially risk losing your Operator’s Licence too. With the right information and the right policies in place you can protect your drivers and in doing so ensure that your business remains compliant.

Introducing an alcohol and drug policy

A policy is a general statement or plan about how an organisation intends to address an issue. Common policies include health and safety, sickness absence management and discipline. An alcohol and drug policy is the same – it’s about how the organisation aims to prevent such problems in the workplace and, if they occur, how it expects the organisation to treat an employee who may have an alcohol or drug problem.

The first step in implementing an alcohol and drug policy is assessing whether there is a problem. Records on sickness absence, productivity, accident records and disciplinary problems could all be looked at. Organisations, large and small, will benefit from having a formal alcohol and drug policy, even if there is no evidence of current misuse.

A policy, which is in place, will enable any future problems that may arise to be dealt with. The second stage is deciding what to do. Consultation with employees is vital here as any change in company rules is made easier if staff feel they have been consulted beforehand.

The next step is to take action. This requires the support of other managers and employees. A programme of awareness could be set up for staff and a programme of training for managers and supervisors. Everyone needs to be clear about company rules and what to do if they suspect alcohol or drug misuse. A written policy has the advantage of leaving less room for misunderstanding.

Driving - alcohol & drugs

What should an alcohol and drug policy include?

Aims: Why does the policy exist and whom does it apply to?

Responsibility: Who is responsible for carrying out the policy?

Definition: A definition of alcohol/drug misuse.

The rules: How your organisation expects employees to behave to ensure that alcohol/drug misuse does not have a detrimental effect on their work.

Safeguards: Statements to clarify discrepancies.

Confidentiality: Assurance to employees of confidentiality at all times.

Help: A description of what help is available to employees.

Information: A commitment to provide employees with information.

Disciplinary action: List the circumstances in which disciplinary action will be taken.

Finally, check what has been done. This should be done regularly and changes made as and when necessary.

Screening

As part of your alcohol and drug policy, you may wish to introduce screening and testing. This can be used either as part of your recruitment selection process, to test all employees either routinely, occasionally or randomly, or in specific circumstances such as after an accident.

Screening involves testing samples of blood, urine or breath to detect alcohol or drug misuse by employees. It is a very sensitive issue because of the many employment implications, e.g. issues of industrial relations and civil liberties. Securing the agreement of the workforce to the principle of screening is essential, partly because of the practical and legal issues involved. Screening is only likely to be acceptable if it can be seen to be part of a company’s occupational health policy and is clearly designed to prevent risks to others. Cost is another consideration because of the need to ensure the accuracy and validity of test results.

Screening by itself will never be the complete answer to problems caused by alcohol misuse and its results must always be supplemented by a professional assessment of the employee.

Driving - alcohol & drugs

Further information

Brake – the road safety charity

PO Box 548, Huddersfield HD1 2XZ, UK

Tel: 01484 559909

Website: www.brake.org.uk

Logistics UK

Hermes House, St Johns Road, Tunbridge Wells, Kent TN4 9UZ

Tel: 01892 526171

Fax: 01892 534989

Website: www.logistics.org.uk

Alcohol Change UK

Alcohol Change UK, 27 Swinton Street, London WC1X 9NW

Tel: 020 3907 8480

E-mail: contact@alcoholchange.org.uk

Website: www.alcoholchange.org.uk

talktofrank

Tel: 020 3907 8480

Website: www.talktofrank.com

Use of mobile phones when driving

What is a hand held mobile phone?

The regulation includes any device, other than a two-way radio, which performs an interactive communication function by transmitting and receiving data.

A mobile phone or other device is to be treated as hand held if it is, or must be, held at some point during the course of making or receiving a call or performing any other interactive communication function, including:

Drug driving - enforcement

• sending or receiving oral or written messages

• sending or receiving facsimile documents

• providing access to the internet

• sending or receiving still or moving images

Use of mobile phones when driving

There are two exemptions:

(1) 2- way “press to talk” radios – as used by taxi drivers and the emergency services.

(2) Using a hand held phone in an emergency to call 999 or 112 if it would be unsafe for the driver to stop.

Commercial vehicles

If you operate commercial vehicles and use a CB Radio system it is important to keep conversations with drivers to a minimum. Lengthy discussions should only take place (at the drivers instigation) when they have parked their vehicle somewhere safe (not on the hard shoulder).

Guidelines for 2 way/CB radios should be included in your mobile phone policy.

Hands-free equipment

Providing a phone can be operated without holding it, then hands free equipment is not prohibited by the new regulation. Pushing buttons on a phone whilst it is in a cradle or on the steering wheel or handlebars of a motorbike is not covered by the new offence, provided you don’t hold the phone.

However, hands free phones are also distracting and you still risk prosecution for failing to have proper control of a vehicle under regulation 104 of the Road Vehicles (Construction and Use) Regulations 1986.

Mobile phone policy

Mobile phones should never be used unless the vehicle is off the road, stationary or properly parked with the engine off.

Drivers must exercise proper control at all times.

The use of hands free equipment is also likely to distract attention from the road. The evidence is overwhelming that driving speed drops and concentration reduces significantly when dealing with conversations when driving.

Talking to a passenger in the vehicle is also distracting. However, it’s not as distracting as talking on a mobile phone.

Many drivers who suddenly face difficult driving conditions would stop a conversation with a passenger (he/she can appreciate what is happening) but a driver may continue talking on a mobile as the person on the end of the phone can’t appreciate what is happening on the road.

Therefore, it is safer not to use any communication whilst driving.

A formal policy is appropriate for the use of mobile communications together with guidance advising drivers to find a safe place to stop and to avoid other causes of distraction.

Use of mobile phones when driving

Common causes of distraction

• Loud music masking other sounds

• Conversations (or arguments) with passengers or other road users

• Map reading whilst moving

• Inserting cassettes and CDs or tuning radios

Further information:

• Operating route guidance, navigation or traffic congestion warning systems

• Using PDA’s (Personal Digital Assistants) and other equipment that sends or receives data

• Lighting cigarettes, eating and drinking

Royal Society for the Prevention of accidents (RoSPA) – Advice and training for motorists

Website: www.rospa.com

Telephone: 0121 2482000

Brake – The road safety charity

Website: www.brake.org.uk

Telephone: 01484 559983

Health & Safety Executive – providing driving guidance and advice for businesses

Website: www.hse.gov.uk

Telephone: 08701 545500

Department for Transport

Website: www.gov.uk/government/organisations/department-for-transport

Driver preventative maintenance

Where an application has been made for an Operator’s Licence the statement of intent commits the applicant to make proper arrangements to ensure that:

• vehicles (and trailers) will be maintained in a fit and serviceable condition including vehicles or trailers hired in,

• a vehicle defect reporting system will be used and acted upon, and

• records of safety inspections and maintenance etc., will be retained for at least 15 months.

All those who manage vehicles and transport operations have a duty to sustain similar forms of control. Drivers should be required to undertake a daily pre-start check prior to commencing their daily duties, and this should relate to and highlight both defects and damage.

We recommend that a document be produced for identifying any defects or damage found on the vehicle. There should also be a strict reporting regime that instigates prompt action to ensure that the defect and/or damage be repaired as fast as is necessary.

The same document should also be signed on return to report any new defects/damage or annotated ‘NIL’ if no defects/damage are found. This will enhance control over defective equipment and will also assist with the integration of driver accountability.

Driver preventative maintenance

Risk Management Guidelines

Driver's daily vehicle defect report

Vehicle Number:

Odometer reading:

Driver’s name:

Trailer / fleet serial number:

Fuel added: Place: Mileage point:

Daily or shift check ( tick or cross below )

Daily check: Shift check: Time: am / pm

Fuel/oil leaks

Battery security

Tyres & wheel fixings

Spray suppression

Steering

Security of load

Lights

Reflectors

Indicators

Wipers

Washers

Horn

*items refer to tractor, lorry and trailer combinations

Report defects here:

Brake hoses *

Coupling security *

Electrical connections*

Brakes

Security of body/wings

Markers

Write ‘None’ if no defects found: Driver’s signature:

Action taken by: Date:

Maintenance of vehicles

Introduction

Failure to maintain vehicles in a safe condition is an extremely serious oversight. Poorly maintained vehicles inevitably lead to companies sustaining considerable additional expenditure due to accidents, loss of business, and a reputation for being unreliable. For some operators it can also lead to the loss of their operator’s licence.

Maintenance – control

Ideally one person should have overall responsibility for the administration, control and continuity of the systems implementing maintenance, repair, tests, safety inspections, maintenance, contracts, servicing, documentation and records.

The use of year planners, wall charts and simple spreadsheets will assist in the planning and implementation process.

Drug driving - enforcement

The purpose of this section is to offer advice on managing maintenance procedures, which should minimise the company’s exposure to costs resulting from poor maintenance and possible prosecution.

Maintenance programme – assessment

All vehicles, trailers, plant and equipment including mobile plant and forklift trucks should be assessed to identify the scope and frequency of maintenance, service, and inspection work. The regime for assessment should take account of:

• The manufacturer’s recommendations including warranty terms.

• The DETR Guide to Maintaining Roadworthiness: Commercial Goods and Passenger Carrying Vehicles – which provides guidance and benchmark standards on vehicle maintenance for transport operators. This document is available as a free download from the VOSA website.

• The Heavy Goods Vehicle Inspection manual.

• Varying patterns of the work for particular vehicles in respect of the loads carried, the type of terrain and journeys undertaken.

Maintenance agreements with third party suppliers

Many companies outsource the maintenance of their vehicles to recognised third party specialists. However, the company remains fully responsible to ensure vehicles etc., are fit, serviceable and safe when on the road and to comply with the law and we strongly recommend:

• Formal agreements with external maintenance, service and inspection providers.

A model agreement is set out in The Guide to Maintaining Roadworthiness: Commercial Goods and Passenger Carrying Vehicles.

• Audits are undertaken to physically confirm that the work claimed has been carried out.

Maintenance of vehicles

This is thought necessary due to the severity of the implications in the event of non compliance with the regulations regarding the company’s responsibility both for the condition of vehicles etc., and for the arrangements made.

Daily checks and defect reporting - goods vehicles

Drivers should complete a daily pre-start check before commencing their duties and this should relate to both defects and damage. A nil defect reporting system for every workday or shift should be supported by a clear reporting regime with prompt action given to repairs as quickly as is necessary.

Fork lift truck checks should also be undertaken daily under this or a separate system of control.

In order for a robust system to be established It is important that spot checks be completed by someone independent of the driver teams to check that reports are being satisfactorily completed and submitted without delay. Where a driver ignores warnings about failure to comply with completing daily checks and reports in adequate manner disciplinary procedures should be instigated.

Driver checks – cars and vans used on company business - including own, hired and “cash alternative cars”.

Drivers should confirm the completion of checks for these vehicles at regular intervals where a Drivers Daily Check and Defect Report system is not in place. Most drivers (e.g. Tool-of-Trade drivers, drivers working from home and those for whom the car is provided as a personal benefit) may be under less direct supervision than is the case for professional drivers.

A significant proportion are likely to cover a high mileage with infrequent service or inspection intervals, and often driving at high speeds or on long journeys, and some with many short trips in high-density traffic conditions. In our view the implementation of basic safety checks should not be regarded as an excessive or unnecessary control for the safety of drivers and vehicle reliability.

The manufacturers provide details of recommended checks, but dependent on use we suggest daily and/or weekly checks are established as a minimum for:

• Tyre wear or damage, tyre pressures when cold, including the spare

• Screen wipers and washers

• Lights and indicators

• First-aid for minor stone chips and damage, and windscreen damage

Maintenance of vehicles

For efficient record keeping full vehicle history files should be maintained, including copies of the full documentation in respect of work undertaken by outside garages or contractors. The retention of documentation is required and must be available on demand, in respect of all vehicles and plant etc. for example:

• Full vehicle specification and details

• Test and plating certificates

• Inspection notices and prohibitions

• Written reports

• All safety inspections

• Drivers written reports

• All maintenance, servicing and repairs including defect repairs

• Tachograph test and calibration certificates

Audit and review

The maintenance programme should be regularly audited against specific criteria to monitor performance standards are being met and to enable corrective action to be fed into the review process.

Spot checks should be undertaken from time to time to confirm the satisfactory condition of vehicles. This can easily be completed at locations where several vehicles have congregated e.g. offices, training sessions and sales conferences.

Where an application has been made for an operator’s licence the statement of intent commits the applicant to make proper arrangements to ensure that:

• vehicles (and trailers) will be maintained in a fit and serviceable condition including vehicles or trailers hired in

• that a vehicle defect reporting system will be used and acted upon, and that

• records of safety inspections and maintenance etc. will be retained for at least 15 months.

All those who manage vehicles and transport operations have a duty to sustain similar forms of control. Drivers should be required to undertake a daily pre-start check prior to commencing their daily duties, and this should relate to and highlight both defects and damage.

We recommend that a document be produced for identifying any defects or damage found on the vehicle. There should also be a strict reporting regime that instigates prompt action to ensure that the defect and/or damage be repaired as fast as is necessary.

The same document should also be signed on return to report any new defects/damage or annotated ‘NIL’ if no defects/damage are found. This will enhance control over defective equipment and will also assist with the integration of driver accountability.

Appendix 8

Motor vehicle report

FleetActive Motor vehicle report

Date inspection undertaken:

Post delivery

At 24 months:

To: From: Post accident At 36 months: End of warranty: For Sale / Buy-back

To be disposed of to:

Make / model: Date acquired:

Engine size: Reg. Number:

Supplied by: Main user:

Current mileage: Location:

Department/division: Anticipated replacement date:

Good condition

General condition: Unsatisfactory

Bodywork

Paintwork

Tyres: Tread (mm)

Mechanical condition: Unsatisfactory

Suspension

Steering

Engine and clutch

Gearbox

Transmission

Brakes

Electrical equipment

Safety equipment present and in order:

First aid box

Warning triangle

Detail matters to be rectified:

Good condition

Fire extinguisher

Safety spectacles

Hi-v wai is stcoat

Date: Signature:

Accident procedure and investigation

The prompt reporting of all incidents to insurers should be second nature, but just as important is your investigation into the cause and circumstances of each incident.

The purpose of the discussion with the driver is to agree how preventable the accident should have been if the driver had acted sensibly and what the driver has learned from the experience.

The meeting should last no more than 15 minutes and should begin by asking the driver for an explanation. The driver should also be asked at some stage of his/her level of concentration at the time of the accident to verify if distraction was a factor.

The majority of accidents are classed as follows:-

• Non fault

• Collisions at junctions

• Reversing

• Hit parked/property

• Hit third party in rear

• Head on collision

• Hit whilst parked

• Theft of vehicle

• Theft from vehicle

• Objects thrown up

• Fire

• Vandalism

• Windscreen

Interviews often reveal circumstances that contributed to the accident that would not have appeared on a claim form. The employee may not have considered the rights of other road users or a lack of judgement, fatigue, vehicle defect or even an unrealistic workload that is impossible to complete without taking risks.

The interviewer should consider in advance how to conduct the investigation with particular reference to the actions that could have been taken by the driver to avoid the accident. This is to promote a defensive driving attitude amongst drivers. Speed, correct use of lights, horn, brakes, positioning, use of alarms and security systems should all be assessed.

In the event of an accident the procedures laid down in the policy must be observed. All accidents should be reported to a supervisor as soon as possible, but in any event within 24 hours.

Accident report form - Part 1

FleetActive Accident report - should you be involved in an accident

Do not make any statement indicating liability

The immediate information required as a minimum is:

Pleasecontinuetothenextpagewhichoncecompletedshouldbegiventotheotherpartyorparties

Accident report form - Part 2

FleetActive Accident report - should you be involved in an accident

Complete and give to the other party *

Name of company:

Vehicle reg number:

And the driver:

Policy number:

Insured: Address: Postcode:

is the property of the above company is an employee of the company *

Date: *delete asappropriate

Name of company:

Complete and give to the other party *

Vehicle Reg number:

And the driver:

Policy number:

is the property of the above company is an employee of the company *

Insured: Address: Postcode: Date: * deleteasappropriate

Accident assessment

FleetActive Accident assessment

An accident is preventable if the driver could have done something to avoid it. Drivers are expected to drive defensively. Which driver was primarily at fault, or who received a conviction, or whether a claim was paid has absolutely no bearing on prevention. If there was anything the driver could have done to avoid the collision, then the accident was preventable.

An accident is non-preventable when the vehicle was legally and properly parked, or when properly stopped because of a police patrol officer, a signal, stop sign, or traffic conditions.

Please review the circumstances of the accident and agree a definition of preventable or non-preventable with the driver involved.

Reg. number: Date of accident:

Driver: Time of day: Business Pleasure

Weather / visibility: Place of accident:

Preventable accidents

Backing

Speed too fast for

conditions

Passing Disregard of traffic signs

Driving in wrong lane

Speed in mph:

Non-preventable accidents

Hit by another vehicle

Hit in rear

Struck by debris

Hit whilst parked

Towing

Vandalism

Assuming right of way

Turning Parking

Starting and stopping

Driving under the

Following distance influence

Misjudging clearance

Failure to signal intentions

Condition of vehicle

Diverted attention

Other:

Windscreen

Fire

Weather

Theft

Remedy (what action you have taken or do you propose taking to prevent a repeat accident?)

Previous accidents:

Driver’s signature: date: Assessor’s signature: date: