DRIVING ON COUNCIL BUSINESS

Final Version

RHONDDA CYNON TAF COUNCIL

POLICY

Council Owned, Leased and Hired

Vehicles

(Managing Work-Related Road Safety)

Final Version

CONTENTS

Introduction ................................................................................................................ 1

Policy Statement ........................................................................................................ 1

General Principles ...................................................................................................... 2

What are the Council’s Main Requirements? ............................................................. 3

Personal and Business Use ....................................................................................... 4

Council Responsibilities ............................................................................................. 5

Managers’ Responsibilities ......................................................................................... 6

Employees' Responsibilities ....................................................................................... 7

Garaging and Storage of Council Vehicles ................................................................. 9

Tracking Devices – Use and Purpose ...................................................................... 10

Driver Training .......................................................................................................... 11

Vehicle Reversing and the use of Reversing Assistants (Banksmen) ...................... 11

Fuelling of Council Vehicles ..................................................................................... 12

Health and Safety Guidance for Drivers ............................................................... 14

Driving and Mobile Phones ............................................................................... 14

Exemptions to a ban ......................................................................................... 14

Hands-Free Phones .......................................................................................... 15

Rest Breaks and Driving Hours ......................................................................... 15

Smoking in the Workplace and Alcohol and Substance Misuse Policies .......... 15

Involved in a Vehicle Incident or Accident ......................................................... 15

Guidance for Managers: Licence and Insurance Documents ............................... 17

Driving Licence.................................................................................................. 17

Types of licence ................................................................................................ 18

Driving Licence Categories ................................................................................... 19

Motorcycles ....................................................................................................... 19

Three or four wheeled light vehicles .................................................................. 19

Cars with and without trailers ............................................................................ 20

Medium sized vehicles with or without trailers .................................................. 20

Large vehicles with or without trailers ............................................................... 21

Minibuses with or without trailers ...................................................................... 21

Buses with or without trailers ............................................................................ 22

Other categories ................................................................................................ 22

Driving licence information codes...................................................................... 23

Managers’ Licence Checklist ................................................................................ 24

Seat Belt Legislation ............................................................................................. 27

RCT Driver ID Key Fob Protocol and Declaration ................................................. 29

Overview ........................................................................................................... 29

Fleet Vehicle Use .............................................................................................. 29

Health and Safety .............................................................................................. 29

Immobiliser/Buzzer Use .................................................................................... 29

Driver ID Key Fobs ............................................................................................ 30

Compliance ....................................................................................................... 30

Driving Licence Checks and Control ................................................................. 30

Operating Procedures and Protocols ................................................................ 30

Driver ID Key Fob Request ............................................................................... 31

Licence Categories ........................................................................................... 32

Control of Generic Driver ID Key Fobs for Pool Vehicles .................................. 32

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Section 172 Requirements and Declaration ...................................................... 32

Change Requests ............................................................................................. 33

Driver Id Key Fob Request Form .......................................................................... 34

Pool Vehicle Controller Section 172 Declaration .................................................. 35

Driver Id Key Fob Responsibilities ........................................................................ 37

Vehicle Reversing and Reversing Assistant Signals............................................. 38

Council Fuel Site Addresses ................................................................................. 40

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1. INTRODUCTION

1.1 Driving for work is the most dangerous work activity that most people

do. Around 25% of UK road collision fatalities involve vehicles being

driven for work purposes.

The Council and its recognised Trade Unions are committed to

reducing the risks that our employees face and create when driving for

work. The aim is to reduce the numbers and severity of collisions in line

with Government targets.

1.2 Health and safety law applies to all vehicles driven for work purposes.

The aim of this policy is to establish arrangements to manage the risks

of this work activity, to ensure that:

• Employees who ‘drive in work’ are qualified, insured and fit to

drive

• All Council owned, leased and hired vehicles that are used for

RCT Council business conform to law, are safe and properly

maintained

• Managers assess and reduce the risks from driving

1.3 In these assessments, managers need to consider how the amount of

driving can be reduced. This reduces our risks from driving, saves our

resources, and is consistent with the Council’s commitment to Climate

Change.

2. POLICY STATEMENT

2.1 Rhondda Cynon Taf Council (the Council) and its recognised Trade

Unions are committed to reducing the risk of work-related road traffic

accidents. As an employer, the Council recognises its duty under the

Road Traffic Act 1988 and the Health and Safety at Work etc. Act 1974

to ensure, as far as reasonably practicable, the health and safety of all

employees while at work and to safeguard others who may be put at

risk from its work activities. This duty extends to include work-related

driving activities. The Management of Health and Safety at Work

Regulations 1999 require employers to assess the risks to employees

and others who may be affected by driving at work, and to put in place

control measures to minimise such risks.

2.2 This policy applies to all Council employees who drive a Council

owned, leased or hired vehicle to carry out Council business.

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3. GENERAL PRINCIPLES

3.1 What is the purpose of this policy?

Implementation of this policy will ensure that risks associated with

driving on Council business are properly managed.

3.2 Why does the Council have requirements relating to driving at

work?

3.2.1 The Council has legal duties under the various Acts to ensure

the safety of employees, the service users that we transport and

other road users by ensuring that employees involved in driving

on Council business meet their legal obligations.

3.2.2 The Council has a duty of care to all employees who are driving

in work to undertake a business related activity. The vehicle

used is regarded as a place of work.

3.2.3 If an employee drives negligently or drives a defective vehicle

whilst on Council business, then the Council could be liable for

criminal or civil action.

3.3 What the law says about driving for work

3.3.1 It is an offence to cause or permit anyone to drive a vehicle

other than in accordance with a driving licence for that class of

vehicle (Section 87 of the Road Traffic Act 1988). The Council

could therefore be breaching this law if it fails to make

reasonable checks that anybody driving on its behalf has a valid

licence.

3.3.2 The Department of Transport explains this responsibility:

“In the event of a worst-case scenario, where a fatal incident has

occurred involving an employee without a valid licence, the

employer would be required to provide evidence of the policies

and procedures that are in place to try and prevent such an

occurrence.

A poor policy or substandard implementation could lead to

an element of responsibility falling on the company or its

relevant managers/directors under Duty of Care

obligations”.

3.3.3 The best defence is, therefore, a robust and well-managed

policy, which checks that all employees hold a valid licence and

are eligible to drive the vehicles being used for Council

business. Case law makes it clear that the employer’s liability

can be minimised where they can demonstrate robust policies

regarding driving at work are in place.

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3.3.4 The Road Traffic Act 1991 also requires employers to not cause

or permit their employees to break any road traffic laws. For

example, an employer could be liable if it can be proved that an

unrealistic deadline had contributed to an employee breaking

the speed limit when on Council business.

3.3.5 Employees driving on Council business are legally obliged under

the Road Traffic Act to comply with the legal speed limits.

3.3.6 Whilst driving or in charge of a Council owned/leased/hired

vehicle, you are reminded that:

If you are told by a Police Officer or any other authorised person

that you have committed a traffic offence (including a parking

offence) you must report the matter to your line manager

immediately.

3.3.7 If you are convicted of a driving offence you must report this to

your line manager immediately.

3.3.8 If you are instructed by the police to produce vehicle documents

for a Council vehicle, you must inform your line manager in

order for copies to be obtained. You are responsible for

producing these documents for police inspection.

3.3.9 A valid tax disc (road fund licence) must be displayed in the

windscreen of your vehicle at all times.

3.3.10 If there is any loss of such a licence, or it is out of date, this must

be reported immediately to your line manager.

3.3.11 The Council will not pay any fines incurred whilst driving on

Council business.

4. WHAT ARE THE COUNCIL’S MAIN REQUIREMENTS?

4.1 In order to meet the requirements of the law (section 3 above), the

Council has to ensure that employees who drive on Council business

are competent, appropriately licensed and insured: ‘It is an offence to

cause or permit anyone to drive a motor vehicle unless that

person holds a licence to drive such a vehicle’.

4.2 Employees are required to provide information upon request to their

employer about their driving licence (Section 172 of the Road Traffic

Act). The term ‘vehicle’ in the context of this policy refers generally to

cars, but may also include vans, minibuses, lorries, ride-on mowers,

motorcycles, etc. This list is not exhaustive.

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• Employees who drive specialist vehicles shall be competent by

holding the relevant licence and/or qualification for that type of

vehicle. Where specific nationally recognised standards are

available, these will be adopted by the Council.

• Use of any vehicle when driven in relation to Council business is

to be risk assessed by the manager in control of the activity.

5. PERSONAL AND BUSINESS USE

5.1 Personal use will be considered as any journey that is not undertaken

to carry out Council duties.

5.2 The use of a Council vehicle for driving to/from an employee’s normal

place of work at the start/end of their shift, i.e. commuting, may also be

considered personal use by HMRC.

However, this use will not be considered to be personal use by the

Council where authorisation has been given for the employee to take

the vehicle home in line with paragraphs 9.1 and 9.2 of this policy.

5.3 Personal use of any organisation’s vehicle is generally a taxable

benefit in kind and would be subject to tax contributions. The taxable

value of a benefit depends on its type, although in usual circumstances

the taxable and National Insurance Contribution value of a Council

vehicle is based on the vehicle’s list price and CO2 emissions.

5.4 To avoid any tax complications around benefits in kind and additional

personal insurance costs, no Council owned vehicle is permitted to

be used for personal use.

5.5 Business use IS:

• Driving any vehicle owned, hired or leased by the Council

• Driving any vehicle to attend a training course away from your

normal place of work

• Driving any vehicle to and from other offices, depots and sites

away from your normal base for work purposes

• Carrying service users

• Any journey for which you would normally be able to claim a

mileage allowance if using your own vehicle, including standby

and callout from home.

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5.6 Failure to comply with the managerial/employee requirements of this

policy could result in the Council taking disciplinary action against the

individual.

6. COUNCIL RESPONSIBILITIES

6.1 The Council will:

Assess the risks involved in their employees’ use of the road for work,

and put in place all reasonably practicable measures to manage those

risks.

6.2 Assessing the risk

6.2.1 As with any other work activity, driving for work needs to be risk

assessed. If the risks are significant, then measures are needed

to reduce these risks.

6.2.2 Managers should satisfy themselves that:

• Drivers are sufficiently fit and healthy to drive safely and

not put others at risk

• Vehicles are fit for the purpose for which they are being

used

• Vehicles are maintained in a safe and roadworthy condition

• Journey routes are planned thoroughly to ensure the safest

route appropriate for the type of vehicle undertaking the

journey

• Work schedules are realistic

• Sufficient time is allowed to complete journeys safely

• Employees will not be put at risk from fatigue caused by

excessive driving distances without taking appropriate

breaks

6.3 Driving less is a key way to reduce risks. It will also save Council

resources and reduce our impact upon the environment. It is also

consistent with our commitment to significantly reduce greenhouse gas

emissions from our own authority’s operations. Managers should

encourage employees to reduce the amount of driving for work

purposes as far as is practicable.

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7. MANAGERS’ RESPONSIBILITIES

7.1 Ensure that a system for assessing the risks for all employees who

drive for work is implemented and that all employees who drive for

work understand their responsibilities as explained in this policy

document.

7.2 Remind employees that they have a duty to comply with the Highway

Code, and that they must never break speed limits.

7.3 Driving for work is often a ‘lone working’ activity. However, this need

not be a problem, as long as the employee takes sensible precautions.

Have you considered emergency situations? It may be appropriate for

them to have first aid equipment and/or a mobile phone. Additionally,

ensure that all Council owned vehicles are fitted with tracking devices.

7.4 Ensure that employees comply with the legal prohibition on using a

hand-held telephone whilst driving.

See Appendix 1 – Health and Safety Guidance for Drivers.

7.5 Observe requirements to monitor and regulate driver hours and

performance. Advice for employees can be obtained from Fleet

Management on 01443 827700.

7.6 Periodically monitor and review the suitability and ability of employees

to drive on Council business. Driving assessments can be carried out

by the Fleet Management Driver/Training Co-ordinator. Please contact

01443 827700.

7.7 Managers are responsible for implementing this procedure in their

areas of control and MUST:

• Raise any concerns about an employee’s ability to drive, for

example because of accident or illness, and refer to the

Occupational Health Unit for advice. In the meantime, the

employee should be taken off driving activities until you are

satisfied as to their fitness to drive

• Ensure that appropriate risk assessments are undertaken prior

to transporting service users or carers

• Ensure that work schedules include realistic times for travelling

and necessary breaks

• Ensure that the employee holds an appropriate current driving

licence. See Appendix 2 – Guidance for Managers: Licence

and Insurance Documents and Appendix 3 – Driving

Licence Categories

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• Check periodically (at least once per annum or in accordance

with the frequency table in Appendix 4 – Managers’ Licence

Checklist) that employees who drive on Council business have

a current valid driving licence

• Retain the Licence Checklist for review by the Council’s Fleet

Manager if necessary

• Ensure those employees who drive minibuses or other specialist

vehicles are competent (appropriately trained and qualified)

• Keep records of specialist training or qualifications

• Be able to produce on request by the Fleet Manager evidence

that the necessary checks have been made and associated

records are being maintained appropriately

• Communicate all relevant corporate Health and Safety Policies

e.g. Alcohol and Substance Misuse Policy, Smoking in the

Workplace Policy, etc.

7.8 These standards should be applied to all employees who drive,

whether they are full or part-time, temporary, agency, contract workers

or volunteers.

8. EMPLOYEES' RESPONSIBILITIES

8.1 ‘Employees’ in this instance will include all RCT Council staff, agency

workers, elected Members, volunteers, temporary and casual staff, and

should also be applied to individuals contracted to undertake Council

business.

8.2 Employees have a responsibility not to put themselves and others at

risk and to co-operate with the Council to ensure their own and others

safety and to consider how their actions affect others.

You MUST

• Be familiar with and comply with the Highway Code and this

Driving on Council Business Policy

• Hold the appropriate driving licence classification for the

vehicle(s) being driven

• Present your driving licence on request

• Ensure that both yourself and any vehicles driven are compliant

with legal requirements before driving on the public highway

• Carry out a ‘walk around safety check’ of the vehicle prior to

use. Instruction/training in regard to this can be provided by

Fleet Management

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• Following the ‘walk around safety check’, complete the

appropriate vehicle defect reporting form. If there is a defect on

the vehicle, inform the supervisor so that appropriate action can

be taken. If there is no defect, a signed ‘nil defect’ sheet should

be returned. Instruction/training in regard to vehicle checks and

defect reporting can be provided by Fleet Management

• Not drive an unsafe vehicle

• Ensure a current vehicle excise duty (road fund licence (RFL)) is

displayed on the vehicle and report any lost or out of date RFL

to your line manager

• Plan journeys and check weather forecasts to ensure adequate

opportunity for rest breaks, if applicable, and/or extra time for

poor conditions, such as bad weather

• Avoid driving continuously for more than 2 hours, after which a

15 minute break should be taken, except where covered by the

EC Driver Hours Rules and UK Domestic Driver Hours Rules

• Fill out a log book/tachograph correctly for the journey.

Instruction/training in regard to this can be provided by Fleet

Management

• Ensure the safe loading of your vehicle (if applicable)

• Keep the vehicle clean and tidy at all times and ensure that

number plates can be read, windows and mirrors are clean for

employees’ visibility and that the dashboard/windscreen area is

kept free of all loose objects

• Refrain from eating or drinking whilst driving the vehicle

• Only use the vehicle on Council business and ensure that any

passengers carried are also on Council business. Note that

personal use of a Council vehicle and carrying persons that are

not on Council business will not be covered by the Council’s

insurance. The vehicle must not be used for private purposes at

any time

• Attend any specialist training identified as necessary for your

role or type of vehicle being driven

• Follow the corporate policies designed for increasing safety

whilst driving, such as those on alcohol and substance misuse

and smoking, etc. See Appendix 1 – Health and Safety

Guidance for Drivers

• Ensure that yourself and any passengers wear seat belts

See Appendix 5 – Seat Belt Legislation

• Report to your manager any medical condition that could affect

your ability to drive or hold a licence

• Drive in a safe manner and within legal speed limits or to the

speed dictated by conditions, or the speed dictated by the

vehicle if it is fitted with a speed limiter, either of which might be

less than the maximum limit

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• Report to your manager all driving related penalties or

convictions you receive. Payment of any fine is the

responsibility of the driver

• Ensure that you are physically fit to drive

• Not drive whilst under the influence of alcohol or illegal

substances. (Some over the counter medication can affect the

ability to drive and you should check with the pharmacist or

doctor if any medication being taken will affect your ability to

drive safely). See Appendix 1 – Health and Safety Guidance

for Drivers

• Have eye tests regularly and make sure that any corrective

eyewear is worn

• Report any driving accidents while at work using the Council’s

incident/accident reporting form. See Appendix 1 – Health and

Safety Guidance for Drivers

• Be aware that fatigue will be more of a problem at certain times

– there is an increased likelihood of falling asleep at the wheel in

the early hours of the morning or in the afternoon (refer to LA

Reyner and JA Horne study of 1998 – Falling asleep whilst

driving: are drivers aware of prior sleepiness?)

• Stay calm and relaxed while driving and try to avoid situations

that could lead to stress or road rage

8.3 A failure to comply with this guide could lead to disciplinary procedures

being instigated against employees.

9. GARAGING AND STORAGE OF COUNCIL VEHICLES

9.1 All RCT Council vehicles must be garaged or parked overnight in

Council premises or depots, except where authorisation has been

given to do otherwise by the Fleet Manager or Head of Service.

9.2 Consideration for authorisation should only be given where one or

more of the following criteria are met:

• The employee is on call/stand by

• The employee has to carry tools and/or equipment for use in

their work

• The employee has to carry chemicals for use in their work

• It is more economically/operationally efficient for the service for

the vehicle to be taken home e.g. the employee is not reporting

to their usual base but attending an alternative site direct from or

to their home.

9.3 Vehicles parked overnight must be legally parked where they will not

inconvenience the public or other road users. Parking problems should

be reported to the line manager or Fleet Manager.

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10. TRACKING DEVICES – USE AND PURPOSE

10.1 The Council has fitted GPS Tracking Devices in all its vehicles. It is

anticipated that vehicle tracking will lead to considerable benefits and

efficiencies, as outlined below.

10.2 The purpose of GPS tracking systems is to monitor all use of Council

vehicles and to make fleet management more efficient and cost

effective. This supports the Council in its duty of care to its employees

and in its responsibility to manage the fleet of vehicles efficiently. This

can be done by maximising fuel usage and providing safety and

security for employees, especially in areas such as lone working.

10.3 The system allows a journey history to be recorded and stored for

future analysis and review. For certain services within the Council, real

time information regarding the location of both the employees and the

vehicle is essential to effectively respond to service demands. This

information can be viewed at any time and used to monitor locations,

working times and distances covered.

10.4 Fleet tracking devices will enable the manager to effectively configure

employees to provide an efficient and responsive service, which is

often more critical when working outside of normal hours.

Fleet tracking devices will also support the manager in fulfilling their

responsibilities to safeguard employees that may be vulnerable or at

risk due to lone working issues.

10.5 Vehicle tracking systems can help reduce running costs by specifically

targeting those who speed and waste fuel, and also reduce accidents

through targeted driver training. This system is enhanced by the use of

the Driver ID Key Fob.

See Appendix 6 – Driver ID Key Fob Protocol and Declaration.

10.6 Vehicle tracking systems can ensure that employees and the Council

are protected from false claims made by the public or other road users,

leading to reduced 3

party claims and lower insurance premiums for

the Council.

10.7 Vehicle tracking can also reduce wear and tear on the vehicles, thus

reducing maintenance costs.

10.8 Security of the vehicles will be enhanced as the whereabouts of the

vehicle will be known at all times. Each vehicle will clearly display that

a tracker has been fitted to deter against theft, but also to act as a

reminder to employees that their driving performance, periods of

inactivity and unauthorised private use outside of permitted hours and

geographical boundaries can be monitored and recorded.

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10.9 In cases where the employee has breached this Driving on Council

Business Policy, the tracking device could be used as evidence to

support additional driver training, or in serious cases or with continued

non compliance, the initiation of disciplinary proceedings.

10.10 Real time information can be accessed by managers that require the

support of tracking devices to respond to service demands. As such

where a serious breach of this policy has occurred, the information

from the tracking device may be used as supporting evidence if

disciplinary action is considered necessary.

11. DRIVER TRAINING

11.1 Under this Driving on Council Business Policy, it is mandatory for

anyone that meets the following criteria to be referred to the Driver

Training Co-ordinator with a view to attending driver development

training:

• Has 2 or more blameworthy collisions on Council business in a

period of 12 months

• Has 6 or more current valid points on their license

• Is returning to driving duties following a period of disqualification

• Has been shown to persistently speed or drive inefficiently

11.2 All training and assessments will support the individual’s personal

development and raise driving standards.

11.3 It is intended through the Driver Training Co-ordinator to develop initial

induction training and assessment for all employees that drive Council

Fleet vehicles (including non specialist vehicles). Specific driving plans

and on-going training for specialist vehicles, as part of employees’

continued professional development needs, will be identified, including

the use of Reversing Assistants (Banksmen).

12. VEHICLE REVERSING AND THE USE OF REVERSING ASSISTANTS

(BANKSMEN)

12.1 Nearly a quarter of all deaths involving vehicles at work occur while the

vehicle is reversing. Many more accidents do not result in injury but

cause costly damage to vehicles, equipment and premises. Most of

these accidents happen at low speeds and could be prevented by

taking some simple safety precautions.

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12.2 Managers should look critically at how people can be put at risk and

implement reasonable and practicable measures to reduce the risk of

injury. Managers should consider where reversing can be avoided

and, where this is not possible, how it can be done safely to reduce

possible harm.

12.3 A Reversing Assistant should be used when needed to ensure safe

reversing. The Reversing Assistant should be a designated person

whose tasks are to keep the reversing area free of pedestrians and to

support a safe vehicle manoeuvre.

12.4 Using Reversing Assistants to control reversing operations can put the

Reversing Assistant in the potential danger area of a reversing vehicle.

There must be a safe system of work that ensures the Reversing

Assistant and driver are using standard signals, so that they are easily

understood, and that the driver knows to stop the vehicle immediately if

the Reversing Assistant disappears from view.

12.5 Both the Reversing Assistant and the driver should understand what

signals are going to be used. A recommended system of signalling is

given in Appendix 7 – Vehicle Reversing and Reversing Assistant

Signals.

12.6 Reversing Assistants should be visible to drivers of reversing vehicles

at all times and should stand in a safe position from which the

reversing area can be seen clearly.

12.7 Reversing Assistants should wear high visibility clothing and ensure

that their signals are seen clearly. If the driver loses sight of the person

guiding the vehicle, they should stop immediately.

12.8 Managers should make sure all employees are adequately trained:

identify all the people who are involved with the reversing of vehicles

and take into account their capabilities when allocating tasks and

deciding what training they should be given.

12.9 Employees should be trained and competent to operate their vehicles

safely. They may need different types of licences and training and

special training may be required to deal with specific hazards, such as

vision problems with particular vehicles.

13. FUELLING OF COUNCIL VEHICLES

13.1 All Council owned/hired/leased vehicles should be provided with a

vehicle fuel key and, whenever possible, fuel should be obtained from

Council fuel sites. See Appendix 8 – Fuel Site Addresses.

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13.2 If an employee is unable to fuel at a Council fuel site, then fuel should

be purchased using a Corporate Purchasing card (P-card, available

from Corporate Procurement Department, Ty Bronwydd, Porth). The

use of these cards should be kept to a minimum and only used in

exceptional circumstances.

13.3 Payments against any purchasing card should be authorised by the

line manager. Employees should not use petty cash accounts or claim

fuel costs on the Council’s e-expenses form.

13.4 If you have any vehicles in your service that do not have a vehicle fuel

key allocated, please contact Fleet Management on 01443 827756/7 to

make the necessary arrangements.

13.5 All employees who use fuel in your services should also be issued with

a personal fuel key and this must be used in conjunction with the

vehicle fuel key whenever they draw fuel. Please contact Fleet

Management to arrange for personal or vehicle fuel keys where

appropriate.

13.6 Master fuel keys may be held by the users’ service manager/supervisor

for emergency use. These could be of a personal or vehicle type. Use

of a master key should be for exceptional circumstances only and a log

of each occasion it is used must be kept by the manager/supervisor

authorising the use of the master key. A pro-forma has previously been

supplied for this purpose.

13.7 Any lost/stolen keys of any type must be reported to Fleet Management

immediately.

13.8 Any obsolete/unwanted keys of any type should be returned to Fleet

Management immediately for cancellation.

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Appendix 1

HEALTH AND SAFETY GUIDANCE FOR DRIVERS

Driving and Mobile Phones

As from 1 December 2003, under the Road Vehicle (Construction and Use)

Regulations1986 (as amended), the use of hand held mobile phones whilst driving is

banned.

Therefore whilst driving on a public highway:

• You must not use a hand held mobile phone

• If you receive a call on your hand held mobile phone you must not

answer it, but park in a safe place and switch the engine off before

using it – a hard shoulder is not a safe place and must only be used in

an emergency

Employees who use hand held mobile phones whilst driving could be subject to the

following punishment:

• If you accept a fixed penalty: 3 points and a £60 fine

• If you go to court: 3 points, a maximum fine of £1000 for car drivers or

£2500 for lorry or bus drivers. Disqualification is also a discretionary

option available to the courts

• If the offence takes you to 12 points under the totting up rules: you

face disqualification (the points remain valid for totting up purposes for

3 years, staying on your licence and record for 4 years)

• If you get 6 points on your licence within two years of passing your first

qualification test: your licence will be revoked and you will need to re-

sit your test

• If you are involved in an accident whilst using a mobile phone: you

may face more serious charges, such as dangerous or careless

driving

Employees should also note that penalty points mean higher insurance.

Exemptions to a ban

These include:

• Hands-free phones, which use fixed speakers and are either wired into

the vehicle or plugged into a unit, such as a cradle

• Two way radio microphones, e.g. those used in the refuse fleet

• Microphones used by coach and bus drivers to make emergency

announcements

• Receiving data from a hand held phone that is switched on as long as

the driver is not holding the phone

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Hands-Free Phones

Although the use of hands-free phones is exempt from the ban, they can still distract

a driver’s attention. Therefore:

• If you receive a call, tell the caller you are driving and keep the

conversation brief

• If the call needs to be continued, find a safe place to stop

At all times the responsibility for the safe control of the vehicle rests with the driver.

Therefore even with hands-free phones, if convicted of careless or dangerous

driving, penalties include unlimited fines, disqualification and up to two years

imprisonment.

Rest Breaks and Driving Hours

All employees who are covered by the EC Driver Hours Rules and UK Domestic

Driver Hours Rules must adhere to them at all times.

For other employees, the following guidelines are considered to be good practice:

• A maximum of 8 hours driving in any working day

• A maximum of 2 hours continuous driving without a break or 100 miles,

whichever comes first, after which at least a 15 minute break should be

taken

• A maximum of a 12 hour working day, including breaks, when it

involves up to 8 hours of driving

Smoking in the Workplace and Alcohol and Substance Misuse Policies

All employees are reminded of their obligations in respect of the above Council

Policies when driving on Council business, in particular:

• Smoking in the Workplace Policy HS18 – paragraph 2

• Alcohol and Substance Misuse Policy HS17 – paragraph 1.6

For further information on Council health and safety issues, please contact the

Health and Safety Adviser, Human Resources, Tŷ Elai, Dinas Isaf Industrial Estate,

Williamstown, CF40 1NY (Tel No. 01443 425536).

Involved in a Vehicle Incident or Accident

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These steps should be followed if you are involved in an accident:

• You must stop and exchange details with any third parties involved.

This is a legal requirement

• If you think you were deliberately hit, don’t stop, don't go home, keep

calm and continue driving until you come to a busy place (a police, fire

or ambulance station or garage forecourt) and ask for assistance. If

you are afraid to get out of your vehicle on arrival, simply sound your

horn and flash your lights repeatedly, you will quickly draw attention to

yourself

• If you are involved in an incident resulting in someone being injured, or

if you are unable to exchange particulars with the third party, you must

inform the police within 24 hours

• Give your name, and the name and address of the Council department

for which you work, the registration number of the vehicle and

insurance details to anyone having reasonable grounds to require

them

• No statements admitting fault or liability should be made to third parties

• The police should be given all reasonable assistance

• You should obtain the name and address of the owner/driver of the

other vehicle(s) involved, along with the registration number(s), and the

name(s) of their insurers

• You should obtain the names and addresses of any independent

witnesses

• If the police are involved, you should obtain the Police Officer’s name,

number and station

• Inform your manager and complete the Council’s incident/accident

form. Try to show in a sketch, details of width of road, position of

vehicles involved and of any traffic, skid marks, positions of road signs,

traffic islands, turnings, etc.

Final Version

Appendix 2

GUIDANCE FOR MANAGERS: LICENCE AND INSURANCE DOCUMENTS

Driving Licence

What to look for on a driving licence?

Useful information about driving licence categories and codes can be found in

Appendix 3, or on the Internet at the DVLA drivers’ homepage www.dvla.gov.uk.

The checks to make:

1. Only inspect the original licence, never accept a photocopy. Licences from

EU countries should be in the same format as the UK. If the licence is from

outside the EU or you are unsure, refer to the Road Safety Unit for help.

2. Holders of photo cards must produce both the photo card and the paper

counterpart. The details on the photo card and paper counterpart must

match.

3. 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.

4. Hold the (paper) licence up to the light to check for the “DVLA” watermark

repeated in rows throughout.

5. A paper licence must be signed in ink by the holder. On a photo card licence

and its counterpart the holder’s signature and photograph are copied on

electronically.

6. The licence must show the holder’s correct name and address. The licence

normally remains valid until the day before the holder’s 70th birthday. Photo

cards must be renewed every 10 years.

7. The second digit of the holder’s unique driver number must be 0 or 1 for a

man and 5 or 6 for a woman. The driver number is shown in the following

format:

A B C D

DRIVE 512185 YT 9ME

A = First 5 characters of surname. If the surname is less than 5 characters the

figure 9 will be added to the gaps (e.g. MAN99).

B = First and last numbers are the year of birth. Second and third numbers

are the month of birth. (Note: in the case of female licence holders, ‘5’ is

added to the second digit, meaning that the second digit will be 5 or 6). The

fourth and fifth digits are the day of the month of birth.

Final Version

C = The first two initials of forenames. If the holder has only one initial then

the second character will be a ‘9’.

D = Computer check digits.

The Driver number is followed by an Issue number. It changes each time a

licence is issued to the holder. This is to help prevent fraud, such as trying to

conceal an endorsement or disqualification. If the issue number has changed

since the last check was made, the employee should be asked why it has

changed, e.g. a change of address.

8. Make sure the entitlement is 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.

Refer to Appendix 3 for the table of vehicle licences categories.

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.

Types of licence

Four formats of driving licence issued in this country are valid:

1. Photo cards with a paper counterpart. All licences issued since July 1999

by DVLA are in this format. Provisional licence photo cards are green. Full

licences issued after passing a driving test have a pink photo card. Both

have a pink and green paper counterpart. Full entitlements are shown on

the back of the pink photo card; provisional entitlements and endorsements

appear on the paper counterpart.

2. Pink and green EC model format full paper licences were issued from June

1990 to June 1999. Of these, the early ones had text descriptions of vehicle

categories; later ones had small drawings to represent them. Full entitlements

appear in the pink section; endorsements and provisional entitlements are in

the green section.

3. All - Pink EC model format full paper licences were issued from January 1986

to June 1990. Entitlements are shown as Groups.

4. All - Green paper licences were issued from the mid - 1970’s until January

1986, but continued to be issued to provisional- only holders until photo cards

were introduced.

The licence must be signed by the holder to be valid (Refer to Appendix 4 –

Managers’ Licence Checklist).

Final Version

Appendix 3

DRIVING LICENCE CATEGORIES

Motorcycles

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Mopeds with an engine capacity not

exceeding 50cc and a maximum

design speed not exceeding 50km/h

Light motorcycles with a cubic capacity

not exceeding 125cc and a power

output not exceeding 11kW (14.6bhp)

Motorcycles up to 25kW(33bhp) and a

power to weight ratio not exceeding

0.16kW/kg. Motorcycle combination

with a power to weight ratio not

exceeding 0.16kW/kg

Any size motorcycle with or without a

sidecar

21*

*Age 21 if the rider passed the test for large motorcycles as part of the Direct

Access scheme, or two years from the date of test pass if the rider passed the

test on a standard A motorcycle (power output up to 25 kW (33bhp) or a

power to weight ratio not exceeding 0.16kW/kg.)

Three or four wheeled light vehicles

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Motor tricycles/quadricycles, three or

four wheeled vehicles with an unladen

weight not exceeding 550kg.

C&J

17*

* Age 16 if you are currently getting Disability Living Allowance at the higher

rate (mobility component).

Final Version

Cars with and without trailers

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Motor vehicles with a MAM (maximum

authorised mass) not exceeding

3500kg having not more than eight

passenger seats with a trailer up to

750kg. Combinations of towing

vehicles in category B and a trailer,

where the MAM of the combination

does not exceed 3500kg and the MAM

of the trailer does not exceed the

unladen mass of the towing vehicle

17*

As cars, but with automatic

transmission.

17*

Combinations of vehicles consisting of

a vehicle in category B and a trailer,

where the combination does not come

within category B.

B&E

*Age16 if you are currently getting Disability Living Allowance at the higher

rate (mobility component).

Medium sized vehicles with or without trailers

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Vehicles between 3500kg and 7500kg

with a trailer up to 750kg

18*

Combinations of vehicles where the

towing vehicle is in subcategory C1

and its trailer has a MAM of over

750kg, provided that the MAM of the

combination thus formed does not

exceed 12000kg and the MAM of the

trailer does not exceed the unladen

mass of the towing vehicle. (If you

passed your category B test prior to

01.01.1997, you will be restricted to a

total weight not more than 8250kg)

C1+E

21*

*Age 18 if combination weight is under 7500kg.

Final Version

Large vehicles with or without trailers

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Vehicles over 3500kg with a trailer up

to 750kg

HGV 2 or 3

21*

Vehicles over 3500kg with a trailer over

750kg

C+E

HGV 1

21*

*Age 17 if member of armed forces

*Age 18 if member of the young drivers scheme

Minibuses with or without trailers

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Vehicles with between nine and sixteen

passenger seats with a trailer up to

750kg

21*

Combinations of vehicles where the

towing vehicle is in subcategory D1

and its trailer has a MAM of over

750kg, provided that the MAM of the

combination thus formed does not

exceed 12000kg, and the MAM of the

trailer does not exceed the unladen

mass of the towing vehicle

D1+E

21*

* Age 17 if a member of the armed forces

* Age 18

a) while learning to drive or taking a passenger carrying vehicle (PCV) test

b) after passing a PCV test when:

 driving on a regular service where the route does not exceed 50km

 driving a PCV constructed to carry no more than 16 passengers

 the vehicle is operated under a public service vehicle (PSV) operator’s

licence or permit

c) not engaged in the carriage of passengers

Final Version

Buses with or without trailers

Description

Category

(1990-)

Old Group

or Class

(pre-1990)

Minimum

Age

Any bus with more than eight

passenger seats with a trailer up to

750kg

PSV 3

21*

Any bus with more than eight

passenger seats with a trailer over

750kg

D+E

PSV 1 or 2

*Age 17 if member of armed forces

*Age 18

a) while learning to drive or taking a passenger carrying vehicle (PCV) test

b) after passing a PCV test when:

• driving on a regular service where the route does not exceed 50km

• driving a PCV constructed to carry no more than 16 passengers

• the vehicle is operated under a public service vehicle (PSV) operator's

licence or permit

c) not engaged in the carriage of passengers

Other categories

Description

Category

(1990 -)

Old Group or

Class (pre-age

1990)

Minimum

Age

Agricultural

tractors

17*

Road-rollers

21**

Tracked vehicles

Mowing machine

or vehicle

controlled by a

pedestrian

Mopeds

*Age 16 for tractors less than 2.45m wide – they must only pull trailers less

than 2.45m wide with two wheels, or four close-coupled

**Age 17 for small road-rollers with metal or hard rollers – they must not be

steam powered, weigh more than 11.69 tonnes or be made for carrying loads

Final Version

Driving licence information codes

The licence may include information codes which indicate what (if any) restrictions

your driving entitlement is subject to.

A list of the full descriptions of the information codes which appear on your driving

licence can be found below.

Code Description

01 eyesight correction

02 hearing/communication aid

10 modified transmission

15 modified clutch

20 modified braking systems

25 modified accelerator systems

30 combined braking and accelerator systems

35 modified control layouts

40 modified steering

42 modified rear - view mirror(s)

43 modified driving seats

44 modifications to motorcycles

45 motorcycle only with sidecar

70 exchange of licence

71 duplicate of licence

78 restricted to vehicles with automatic transmission

79 restricted to vehicles in conformity with the specifications stated in

brackets

101 not for hire or reward

102 drawbar trailers only

103 subject to certificate of competence

105 not more than 5.5m long

106 restricted to vehicles with automatic transmission

107 not more than 8250kg

108 subject to minimum age requirements

110 limited to invalid carriages

111 limited to 16 passenger seats

113 limited to 16 passenger seats except for automatics

114 with any special controls required for safe driving

115 organ donor

118 start date is for earliest entitlement

119 weight limit does not apply

120 complies with health standard for category D1

121 restricted to conditions specified in the Secretary of State's notice

122 valid on successful completion: Basic Moped Training Course

Final Version

Appendix 4

MANAGERS’ LICENCE CHECKLIST

CONFIDENTIAL

Rhondda Cynon Taf Council Driving Licence Inspection

(Checklist to be completed for each licence inspected)

In completing this form and supplying the documents requested, you are consenting

to checks being made by the Council to ensure that its employees are carrying out

their duties safely and lawfully. You will be asked to complete this form at least every

12 months. However, any changes to either your driving licence, MOT or motor

insurance in between must be reported immediately to your line manager and a new

form completed.

Driver’s name _________________________________

Date of check _________________________________

Establishment/School _________________________________

Pay Number _________________________________

(Refer to Appendix 2 for guidance)  as appropriate

1. Original licence seen, not a photocopy. □

(If licence is from outside EU, refer to the Fleet Management Officer)

2. If photo card, must see paper counterpart too, details must match. □

3. ‘Basic’ style of print consistent for all of driver’s details. □

4. Serial number and DVLA watermark repeated throughout document. □

5. Licence signed in ink by holder (paper-only licences). □

6. Name and address details correct. □

7. Note Driver number here. □

8. Current full entitlement held for type of vehicle to be driven □

Note FULL entitlements shown on back of (photo card) licence.

9. Endorsements: note total of penalty points currently in force.  □

Final Version

Refer to the Fleet Manager if driver has 7 or more penalty points or

disqualification.

DECLARATION

I certify that I have read and understand this Driving on Council Business Policy and

agree to comply with the terms of the policy and understand that serious breaches

may lead to disciplinary action being taken.

I also confirm that the information that I have provided (driving licence) is correct and

I understand that failure to provide accurate information may lead to disciplinary

action being taken.

Your full name: …………………………………………

Your signature: …………………………………………

Date: ……/……../……….

For completion by your line manager

I have seen the employee’s driving licence.

Signature of line manager: …………………………………………

Date: ……./……../………

Full name: …………………………………………

Post title: …………………………………………

When completed this form is to be retained by your line manager and a copy

forwarded to the Council’s Fleet Manager.

Penalty Points

Action Required

0 to 6

Annual Licence Inspection

7 to 11

Minimum 6 monthly inspections,

formal notification to Council’s Fleet

Manager for risk assessments

regarding competency to drive on

Council business. (This may include

the need for an independent Driver

Assessment.)

Final Version

Appendix 5

SEAT BELT LEGISLATION

From 18 September 2006 in cars, vans and goods vehicles

Front seat

Rear seat

Who is

responsible?

Driver

Seat belt MUST be worn if

available.

Driver

Child up to 3 years*

Correct child restraint MUST be

used*.

Correct child restraint MUST be used*. If one is not

available in a taxi, may travel unrestrained.

Driver

Child from 3rd birthday

up to 1.35 metres in

height (approx 4ft 5ins)

or 12th birthday,

whichever they reach

first

Correct child restraint MUST be

used*.

Where seat belts fitted, correct child restraint MUST

be used*. Must use adult belt if the correct child

restraint is not available:

- in a licensed taxi/private hire vehicle; or

- for a short distance for reason of unexpected

necessity; or

- two occupied child restraints prevent fitment of a

third.

A child 3 and over may travel unrestrained in the

rear seat of a vehicle if seat belts are not available.

Driver

Child over 1.35 metres

in height (approx 4ft

5ins) or 12 or 13 years

Seat belt MUST be worn if

available.

Seat belt MUST be worn if available.

Driver

Adult passengers (i.e. 14

years and over)

Seat belt MUST be worn if

available.

Seat belt MUST be worn if available.

Passenger

Final Version

In addition, the revised regulations also say that rear-facing baby seats

MUST NOT be used in a seat protected by a frontal air-bag unless the

air-bag has been deactivated manually or automatically.

* Children under 3 years MUST use the child restraint appropriate for their

weight in all cars, vans and other goods vehicles, with the single exception for

the rear of taxis. They cannot travel otherwise. This means for example that

they may not travel in cars, vans or goods vehicles which do not have seat

belts installed.

Child's weight and approximate age:

Group 0 and Group 0+: up to 10 kgs or 13kgs respectively (birth to 9-12

months)

A rearward-facing seat which can be used in the front or rear of the car. You

MUST NOT use a rear-facing baby seat in a passenger seat fitted with an

active front airbag.

Group I: 9 - 18kgs (9 months to 4 years)

A forward-facing seat which can be used in the front or rear of the car. These

sometimes have a choice of upright and reclined positions. DO NOT use on a

passenger seat fitted with an active front airbag unless your vehicle

manufacturer confirms it is safe. Check the vehicle handbook.

Group II: 15 - 25kgs (4 to 6 years) or 15 kgs and upwards (to 36 kgs)

A forward-facing seat or booster which can be used in the front or rear of the

car. The booster seat lifts the child and positions the adult lap and diagonal

seatbelt correctly. DO NOT use on a passenger seat fitted with an active

front airbag unless your vehicle manufacturer confirms it is safe. Check

the vehicle handbook.

Group III: 22 - 36kgs (6 years and up)

A forward-facing seat or booster which can be used in the front or rear of the

car. The booster seat lifts the child and positions the adult lap and diagonal

seatbelt correctly. DO NOT use on a passenger seat fitted with an active

front airbag unless your vehicle manufacturer confirms it is safe. Check

the vehicle handbook.

Final Version

Appendix 6

RCT DRIVER ID KEY FOB PROTOCOL AND DECLARATION

1. Overview

1.1 The purpose of utilising vehicle tracking technology is to improve

efficiency and service delivery to our customers through the

effective use of technological developments. Tracking our

vehicles will enable Fleet to demonstrate a responsible attitude

to the management of assets and resources, and reduce carbon

emissions and cost by reducing vehicle journeys.

1.2 Fleet will contribute to the Council’s environmental policy by

using tracking to reduce travelling by identifying unnecessary

journeys or wasteful practices, such as vehicle idling, thereby

reducing fuel usage and exhaust emissions.

2. Fleet Vehicle Use

2.1 For the purpose of probity, vehicles must not be used for any

other reason other than in the execution of Council business.

2.2 The vehicle cannot and must not be used for private business.

Use of a vehicle for personal use could be deemed as gross

misconduct and as such will be classed as misuse of Council

vehicles.

2.3 Further guidance on vehicle use is provided elsewhere in this

policy.

3. Health and Safety

3.1 Vehicles fitted with panic alarms can be used to give increased

protection to a lone worker in that it will respond to potential

emergency situations by allowing the lone worker to press one

button (panic button) to call for help.

3.2 We will develop systems that allow us to pinpoint any incident to

relay to the emergency services.

3.3 Management are aware that the fitting of a tracking device may

cause stress or concern to some and every effort will be made

to overcome their fears of the new technology through training.

4. Immobiliser/Buzzer Use

4.1 All tracked vehicles will have engine immobilisers fitted. These

should only be deactivated by the use of the Driver ID key fob.

Final Version

4.2 Unauthorised ‘jump-starting’ of a vehicle is prohibited (the

tracker system records usage data irrespective of how the

vehicle starts).

5. Driver ID Key Fobs

5.1 Vehicles fitted with a Driver ID key fob can only be started by

using that key fob. The ID key fob is personalised to each

employee and must not be shared with other employees. It will

be the employee’s responsibility to prove that they were not the

driver of a vehicle in the event of any traffic violations or traffic

incident if their Driver ID key fob is in use at that time.

5.2 The Driver ID key fob will also only allow vehicles that the

employee has been authorised to drive to be started, e.g. the

employee must have had Council clearance and hold a LGV

licence in order to drive a LGV.

5.3 Tampering with the Driver ID key fob will be clearly identifiable

both in the cab and on the screen. The Driver ID key fob

continues to record even when attempts have been made to

deactivate the system. Deliberate attempts to disable the Driver

ID key fob or the tracking device will lead to disciplinary action.

6. Compliance

6.1 Aid the authority in compliance with its duties under Section 172

of the Road Traffic Act 1988 in being able to demonstrate the

ability to record who is driving any particular vehicle at any given

time.

6.2 Under Section 172 of the Road Traffic Act 1988, we have a duty

to provide information that leads to the identification of an

employee who has allegedly committed a road traffic offence

(speeding etc).

7. Driving Licence Checks and Control

7.1 The functionality contained within the vehicle tracking system

enables the current driver register to be underpinned by

recording licence categories of employees within the calibration

of the individual driver identification key, which will assist in

ensuring that drivers can only start vehicles for which they have

the appropriate licence category.

8. Operating Procedures and Protocols

8.1 Operating procedures and, where appropriate, protocols for the

use of the vehicle ‘Tracker’ system will be produced and made

available under following categories:

Final Version

• Driver ID Key Fob Request

• Licence Categories

• Controls of Driver ID Key Fobs for Pool Vehicle Use

• Issue of Driver ID Key Fobs

• Section 172 Requirements and Declaration

• Vehicle Immobiliser/Buzzer use

• Tracker Panic Button Use

• Emergency Protocol

• Out of Hours protocol

• Request for Information

• Request for Change

9. Driver ID Key Fob Request

9.1 Requests for the issue of a Driver’s ID key fob must be made to

the respective issuing officer, using the attached Request Form

(Appendix 6A1), and must include:

• The employee’s name and pay number

• The employee’s valid driving licence categories

• A copy of the employee’s driving licence (both parts)

• Emergency contact details for 2 of the employee’s

daytime line management

• Authorisation by a 4

tier manager or above

• The user section financial code to charge the key cost

9.2 Generic Driver ID key fobs for pool vehicle use can be issued

where drivers of tracked vehicles are occasional users. For the

purposes of the protocol, occasional user is defined as less than

once a week.

9.3 Generic ID key fobs for pool vehicle use must be requested

using the same Request Form and will be issued to the user

section’s nominated transport controller, under generic

descriptions (e.g. “Refuse HGV Driver ID Pool key fob”).

9.4 This nominated transport controller will be required to sign the

Section 172 Declaration (Appendix 6B1).

9.5 Generic Driver ID key fobs issued to approved Fleet Vehicle

Repair sub-contractors will be subject to the same controls and

requirements.

9.6 It is the user section’s responsibility to immediately advise the

issuing officer if there are any changes to the driver’s line

management contacts.

Final Version

9.7 The initial supply of a Driver ID key fob or Generic Driver ID key

fob for pool vehicle use requires the driver or nominated

transport controller to sign their acceptance of the relevant key

fob and associated responsibilities with regards to its use

(Appendix 6C1).

10. Licence Categories

10.1 The Driver ID key fob Request Form requires the valid driving

licence categories. A key benefit of the tracker system is the

reduction of risk by restricting employees from starting vehicles

they are not entitled to drive.

10.2 Individual Driver ID key fobs will be encrypted with the

individual’s licence categories.

10.3 For Generic Driver ID key fobs for pool vehicles the category

encryption will be determined by the issuing officer in

consideration of the user’s fleet requirements.

10.4 Exceptions to these category restrictions must be justified in

writing to the Fleet Manager.

10.5 Key fobs will not be issued without prior receipt of the valid

information on the individual’s permitted licence categories.

11. Control of Generic Driver ID Key Fobs for Pool Vehicles

11.1 Nominated transport controllers must maintain an Issue Log for

each instance of Generic Driver ID key fob use, and proactively

manage the key fob(s).

11.2 Users of a Generic Driver ID key fob must sign the Log on issue

and return of the Generic Driver ID key fob.

12. Section 172 Requirements and Declaration

12.1 Section 172 of the Road Traffic Act 1988 establishes a duty on

the authority to provide information that leads to the

identification of a driver who has allegedly committed a road

traffic offence.

12.2 The issue, and acceptance, of Drivers’ ID and Generic Driver ID

key fobs imposes responsibilities and conditions of use on

users. The activities recorded by the tracker system and/or

Issue Logs may be used if the authority is required to discharge

its duty under Section 172.

Final Version

Subsection (2) states

“Where the driver of a vehicle is alleged to be guilty of an

offence to whom this section applies –

• (a) the person keeping the vehicle shall give such

information as to the identity of the driver as he may be

required to give by or on behalf of a chief officer of police,

and

• (b) any other person shall if required as stated above give

any information which it is in his power to give and may

lead to identification of the driver”

Failure to provide this information is covered by Subsections 3 and 4.

• The breach of this duty may lead to 6 penalty points for the

employee concerned and the courts are likely to take into account

‘reasonable diligence’ in identifying the driver

• This clearly has implications and is a clear benefit of the tracker

system in particular

13. Change Requests

13.1 Changes to information held on the vehicle tracking system,

whether it relates to details on the Driver ID key fob or the

vehicle itself, will only be undertaken upon authorisation of a

Request for Change form.

13.2 Change requests will be given a unique reference number for

audit purposes and to verify that appropriate authorisation has

been received.

13.3 All change requests must be submitted to the Fleet Manager

and authorised by the appropriate Senior User/3

Tier Manager

in the relevant service unit.

13.4 The use of change requests will help to ensure that the integrity

of the system information is maintained.

Final Version

Appendix 6A1

CORPORATE TRACKING SYSTEM

DRIVER ID KEY FOB REQUEST FORM

To Be Completed by Requesting Employee:

DRIVER’S NAME

DRIVER’S PAY NUMBER

DRIVER’S DEPT/SECTION

DRIVER’S DRIVING LICENCE CATEGORIES

EMERGENCY CONTACT DETAILS 1

NAME :

PHONE NO. :

EMERGENCY CONTACT DETAILS 2

NAME :

PHONE NO. :

SECTION GL CODE FOR

KEY CHARGE

AUTHORISED BY ( 4

TIER + )

NAME :

For Office Use Only:

KEY FOB NUMBER

DATE

Final Version

Appendix 6B1

CORPORATE TRACKING SYSTEM

POOL VEHICLE CONTROLLER SECTION 172 DECLARATION

To be completed by nominated transport controllers prior to issue of Generic Driver ID

Key Fobs for pool vehicle use or issue of a sub-contractor’s Driver ID Key Fob.

DRIVER ID KEY FOB NUMBER

USER DEPT/SECTION/COMPANY

NAME OF NOMINATED

CONTROLLER

Section 172 Road Traffic Act 1988

(1) This section applies —

(a) to any offence under the preceding provisions of this Act except —

(i) an offence under Part V, or

(ii) an offence under section 13, 16, 51(2), 61(4), 67(9), 68(4), 96 or 117,

and to an offence under section 178 of this Act,



(b) to any offence under sections 25, 26, 27 and 45 of the [1988 c. 53.] Road Traffic

Offenders Act 1988, and



roads.

(2) Where the driver of a vehicle is alleged to be guilty of an offence to which this section

applies —



(a) the person keeping the vehicle shall give such information as to the identity of the

driver as he may be required to give by or on behalf of a chief officer of police, and



(b) any other person shall if required as stated above give any information which it is

in his power to give and may lead to identification of the driver.

In this subsection references to the driver of a vehicle include references to the

person riding a cycle.

(3) A person who fails to comply with the requirement of subsection (2)(a) above is guilty of

an offence unless he shows to the satisfaction of the court that he did not know and could not

with reasonable diligence have ascertained who the driver of the vehicle or, as the case may

be, the rider of the cycle was.

(4) A person who fails to comply with the requirement of subsection (2)(b) above is guilty of

an offence.

Final Version

DECLARATION :

I, the undersigned, have read and understand Section 172 of the Road

Traffic Act 1988 and undertake to maintain records of the users of the

Generic Driver ID Key Fob for pool vehicle use and/or sub-contractor

Driver ID Key Fob issued to me.

SIGNED : DATE :

Final Version

Appendix 6C1

CORPORATE TRACKING SYSTEM

DRIVER ID KEY FOB RESPONSIBILITIES

To be completed by driver or nominated transport controller prior to

issue of Driver ID Key Fob.

1. THE ISSUED DRIVER ID KEY FOB IS THE SOLE RESPONSIBILITY OF

THE DESIGNATED USER.

2. THE DRIVER ID KEY FOB IS NOT TO BE LEFT WITH ANY VEHICLE OR

LENT TO ANYONE ELSE AS THE ACTIVITIES RECORDED AGAINST ITS

USE WILL BE DEEMED TO BE THE DESIGNATED USER’S.

3. IF THE DRIVER ID KEY FOB IS LOST OR STOLEN, IT MUST BE

REPORTED IMMEDIATELY TO LINE MANAGEMENT AND THE

RESPECTIVE ISSUING OFFICER.

4. REPLACEMENT KEY FOBS WILL BE CHARGED TO THE SECTION AT

£15 EACH.

5. IF THE DESIGNATED USER LEAVES THE AUTHORITY OR CHANGES

SECTION, THE KEY FOB MUST BE RETURNED TO LINE MANAGEMENT.

6. VEHICLE TRACKER EQUIPMENT IS NOT BE INTERFERED WITH UNDER

ANY CIRCUMSTANCES.

DECLARATION:

I, the undersigned, have read, understand and accept the

responsibilities attached to the use of the Driver ID Key Fob.

DRIVER ID KEY FOB NUMBER

DRIVER NAME

DRIVER SIGNATURE

DATE

Final Version

Appendix 7

VEHICLE REVERSING AND REVERSING ASSISTANT SIGNALS

B. Vertical Movements

Final Version

Appendix 8

COUNCIL FUEL SITE ADDRESSES

Unit B23, Taff Falls Road, Treforest Industrial Estate, Treforest, Pontypridd,

CF37 5TT

Highways Depot, The Basin, Abercynon, CF45 4RR

Unit H3/H4, Coedcae Lane Ind. Est., Pontyclun, CF72 8HL

Dinas Depot, Cymer Road, Dinas, Porth, CF39 9BT

Tir Ergyd Yard, Merthyr Road, Llwydcoed, Aberdare, CF44 0BX