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									                                  HARROW COUNCIL



                                  Occupational Driving

                                  Policy and Procedure

                                          For

                                     Harrow Council.




                       ISSUE NO                  HSP 12-00

                       DATE                     February 2008

                       REVIEW DATE                30/01/09




Harrow Council                                                  Page 1 of 5

Review Date 30/01/09                                            HSP 12-00
Introduction
Driving is the most dangerous work activity that most people do. One third of driver
fatalities on the roads involve people who are driving for work.

Health and safety law places a duty of care on Harrow Council, as an employer, to
identify and control the risks to which our staff who are driving in the course of their
duties are exposed.

Harrow Council has developed this policy and procedures for the purpose of
ensuring that this duty of care is discharged.

Policy Statement
Harrow Council recognises it’s duty of care to staff who drive as part of their duties at
work. The Council acknowledges that those driving on the organisation’s business
may be at increased occupational risks related to fatigue, stress, working alone or
unforeseen events. The Council is committed to reducing the risks which our staff
face and create when driving or riding for work.

Harrow Council will:
       implement processes and procedures to assess, avoid, reduce and manage
        the risks involved in driving on Council business
       ensure as far as is reasonably practicable that all those driving on Council
        business are competent and fit to do so
       ensure as far as is reasonably practicable that Council vehicles are suitable
        for their purpose
       ensure as far as is reasonably practicable that employees own vehicles used
        on Council business are safe, roadworthy and comply with the law.
       observe requirements to monitor and regulate driver hours and performance
       provide sufficient information and guidance for management to enable them to
        understand the additional occupational risks involved in driving
       ensure all relevant staff are aware of their duties under health and safety and
        road traffic legislation and provide training in the additional issues and
        occupational risks of driving on Council business
       encourage a sensible and mature attitude towards motor vehicles and driving
        in all employees




Harrow Council                                                                   Page 4 of 5

Review Date 30/01/09                                                             HSP 12-00
Responsibilities
Senior Managers must:
  o Follow this policy and lead by personal example, both in the way they drive
      themselves and by not tolerating poor driving practice among colleagues
      including:
       never making or receiving a call on a mobile phone while driving
       ensuring that they never drive if affected by alcohol, drugs or medicines
       ensuring that their own vehicle is always in a safe condition when used on
          Council business
  o Ensure line managers and staff understand this policy and their
      responsibilities under it

Line Managers and Supervisors must:
   o Lead by example in following this policy
   o Ensure that staff who drive for work understand this policy and their
      responsibilities under it by providing staff with information, guidance and
      training on:
       the guidelines for mobile phone use
       the need for daily / pre-use vehicle checks
       safe journey planning
   o Not expect staff to answer their mobile phone whilst driving
   o Carry out a risk assessment on the provision of hands free phone kits to staff
   o Ensure work is planned and objectives set which do not create pressure on
      staff to drive unsafely or break the speed limit
   o Periodically monitor and review the suitability and acceptability of staff to drive
      on company business (eg. license checks)
   o Give consideration to the driving records of prospective employees as part of
      the recruitment process (eg. license checks – see Appendix A)
   o Investigate vehicle incidents involving staff, whether there is injury or not

Fleet Managers and Supervisors of Council vehicles must:
   o Make arrangements for annual drivers licence checks on all staff who drive
      Council fleet vehicles
   o Carry out ad-hoc license checks if felt necessary
   o Ensure that an up to date risk assessment of the use of fleet vehicles has
      been carried out
   o Inform drivers of any unusual risks relating to vehicles they are expected to
      drive and how to minimise them
   o Ensure that daily / pre-use checks are carried out for Council fleet vehicles,
      including pool vehicles
    o Ensure that Council fleet vehicles are maintained according to legislative and
      manufacturers requirements

Staff who drive for work must:
   o Ensure they hold the relevant license for the vehicle they will be driving
   o Not drive at any time while their judgment and/or physical ability are impaired
       by illness, the use of alcohol, drugs, medicine, or tiredness.
   o Know the maximum speed limit for the vehicle they are driving
   o Drive in a safe and lawful manner keeping within the speed limit
Harrow Council                                                                 Page 4 of 5

Review Date 30/01/09                                                           HSP 12-00
    o   Not use a hand-held mobile phone whilst driving
    o   Avoid pro-longed hands-free calls
    o   Carry out daily / pre-use checks prior to driving any vehicle for work purposes
    o   Report any incidents (accidents, convictions, fixed penalty notices or
        prosecutions) to their line manager
    o   Present their license and other documents (vehicle registration, insurance,
        mot, tax) for inspection when requested
    o   Pay any fines incurred relating to speeding and parking offences whilst at
        work
    o   Drive in a safe and appropriate manner on Council sites, observing any speed
        limits, one-way systems and pedestrian crossings, etc.
    o   Ensure that they and any passengers they are carrying wear seatbelts
    o   Report all incidents by using an incident report form
    o   Co-operate with monitoring and investigations
    o   Ensure their eyesight is tested and eyes examined regularly. If glasses /
        contact lenses are prescribed for driving, these must be worn

    If using their own vehicle for work staff must also:
    o Read and sign the declaration in HSCOP 26-00 Driving - Staff using their own
        vehicles for work
    o Ensure their vehicle is in a safe and roadworthy condition with valid MoT, Tax,
        and insurance for business use.


Monitoring of this Policy
The Health and Safety Service will monitor the implementation of this policy as part
of their arrangements for monitoring the health and safety compliance of the
organisation.


Related Harrow Council Documents
HSCOP 26-00 Driving - Staff using their own vehicle at work
HSG 13-00 Driving - Safe Journey Planning
HSG 10-00 Mobile phones and Driving


Signed by:

Chief Executive:

Date:

Leader of the Council:

Date:




Harrow Council                                                                Page 4 of 5

Review Date 30/01/09                                                          HSP 12-00
Appendix A - How to inspect a driving licence

If you have any doubt about any aspects of inspecting driving licences, please contact the
Health and Safety Service.
Further information is available           from    the   DVLA     on    0870     240    0009      or
http://www.dvla.gov.uk/drivers.aspx.
There is useful information in the Department of Transport / Energy Saving Trust publication
Procedure for checking employees’ driving licences. This includes a pictorial guide to
checking licences and explanations about what each endorsement code means.
   Only inspect the original licence, never accept a photocopy. Licences from EU countries
    should be in the same format as UK.

   Holders of photocards must produce both the photocard and the paper counterpart. The
    details on the photocard and paper counterpart must match.

   The style of print should be the same for all the driver’s details and entitlements. If the
    licence has been tampered with, the font may be different.

   Hold the (paper) licence up to the light. There should be a “DVLA” Watermark repeated
    in rows throughout.

   Signature If the licence is a paper one it should be signed in ink by the holder. On a
    photocard licence and its counterpart the holder’s signature and photograph are copied
    on electronically.

   The holders name and address should be correct

   The licence normally remains valid until the day before the holder’s 70th birthday.
    Photocards must be renewed every 10 years.

   The entitlement must be correct for the type of vehicle to be driven. For example,
    Category D1 = Minibuses. Note the full entitlements shown on the back of the card
    licence. Changes from 1st January 1997 mean that drivers passing a car test are
    restricted to vehicles with up to 8 seats and a maximum weight of 3.5 tonnes, until they
    pass extra driving tests to get entitlement for larger vehicles.

   Check how many penalty points are on the licence and record this. Consider
    whether it is relevant to the driver's job. Check your local risk assessments and
    procedures.




Harrow Council                                                                           Page 4 of 5

Review Date 30/01/09                                                                     HSP 12-00

								
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