Summary

This policy provides information relating to all aspects of operation of the Force fleet and its use by Police Officers and Police Staff.  In addition, the key role of our Joint Venture Fleet Management company, ESFM (Humberside) Limited, is also highlighted throughout.

 

Aims

The aim of this policy is to ensure the safety of Humberside Police and Police staff whilst driving on Humberside Police business; that the safety of other road users and members of the public are not compromised by those driving on Humberside Police business; that all staff are appropriately qualified and trained.  As such, the requirements of this policy are that:   •           Vehicles are suitable for use. •           Drivers are medically fit and competent to drive. •           Those with duties under this policy are clearly identified and provided with clearly defined roles and responsibilities.      •           Statutory requirements applicable to use of vehicles in general and at work are met.   The Code of Ethics published in 2014 by the College of Policing requires us all to do the right thing in the right way. It also recognises that the use of discretion in Policing is necessary but in using discretion, states that you should, "take into account any relevant policing codes, guidance, policies and procedures into consideration."

 

Scope

This policy applies to anyone driving/using vehicles on Humberside Police business.

 

Chapter 1 – Driving at Work

 

1. Driving at Work

Introduction

 

1.1        Humberside Police recognises that it has a responsibility not only for the health and safety of staff engaged in driving at work but also to other road users and members of the public. Humberside Police will therefore comply with all driving related legislation and endeavour to adopt best practice where practicable for those driving on Humberside Police business. In addition to the above Humberside Police also accepts that sustainability (see glossary) is an important consideration and that this should be included in the assessment for any journey undertaken.

 

Application

1.2        This policy recognises that there are two categories of staff that drive as part of their work; the contents of this policy, therefore, apply to both categories as detailed below:

 

• Category 1. Staff who are required to have additional licences and medical approvals as set out by the DVLA (e.g., Lorries and minibuses).
• Category 2. All other staff that drive at work.

 

Roles and Responsibilities

1.3        The responsibilities and organisational arrangements for this Driving at Work Policy lie with a variety of personnel within Humberside Police as detailed below.

1.4        Occupational Health are responsible for:

• Assessing all category 1 drivers for fitness to drive.
• Assessing all drivers who self-refer under the DVLA medical rules for driving.

 

1.5        The Joint Health and Safety Service are responsible for:

• The provision of advice and guidance to Humberside Police on the safe use of vehicles.
• Monitoring and auditing the management systems for use of vehicles on Humberside Police business.
• Liaising with enforcement authorities in the event of a collision or incident.

 

1.6        Supervisors are responsible for:

• Ensuring that staff are aware of and follow this policy and associated procedures.
• Ensuring that an ‘assessment of all-risks’ is undertaken in relation to vehicle use including those in relation driver fatigue.
• Ensuring that an assessment on the sustainability of journeys using vehicles on Humberside Police business is undertaken.
• Ensuring that Category 1 drivers are referred to Occupational Health for fitness to drive assessment.
• Authorising vehicle travel expenses for approved drivers only.
• Ensuring that Staff are appropriately trained.

 

1.7        ESFM (Humberside) Ltd (ESFM) are responsible for the procurement, conversion, maintenance, and disposal of Humberside Police owned vehicles and ensure that:

 

• Vehicles are only purchased from a recognised and approved national procurement framework, and that all such vehicles are supplied in a safe and legally compliant condition being fit for the purpose intended.
• Vehicles are roadworthy and regularly maintained.
• Vehicles have the necessary licences and insurance.
• Relevant vehicle information is provided to the driver.
• Roadside emergency assistance is provided.
• Police fuel sites and associated infrastructure are maintained.

 

1.8       Driver Training are responsible for the provision of appropriate training for officers and staff and the maintenance of that training to ensure currency.

 

1.9        Officers and Staff are responsible for:

• Ensuring that when used on Humberside Police business private vehicles are correctly insured, roadworthy, and maintained in accordance with manufacturer’s instructions.
• Reporting any medical condition in accordance with the DVLA medical rules for driving to Occupational Health Service.
• Carrying out daily checks of the vehicle they intend to drive.
• Complying with the Humberside Police Smoking at Work policy.
• Timely reporting of any collisions or incidents.

 

Sustainability

1.10      In relation to non-operational travel (not patrol and response) an assessment of both the need for travel and the choice of a particular mode of travel for all work-related journeys should be undertaken considering the objectives to be achieved. The practicality of using public transport, electronic communication or group travel should always be considered first, before the decision to drive which should usually be considered the last resort.

 

Risk assessment on driving on Humberside Police business

1.11       An assessment of all the risks associated with using a vehicle on Humberside Police business including those risks that are not associated with driving, e.g., manual handling, lone working, etc. should be undertaken by Supervisors in advance.

 

Driving at work

1.12      Staff are classified as driving at work if they are driving on Humberside Police business. This includes all journeys to places of work, seminars, conferences, placements, etc. This does not include driving to or from your normal (designated) place of work.

 

 

Chapter 2 – Pool Vehicle/Hire Vehicle – Ad Hoc Provision

 

2. Pool Vehicle/Hire Vehicle – Ad Hoc Provision

Introduction

2.1        This section relates to the provision of vehicles to be used for an ad hoc requirement (such as attending meetings) when there is no suitable vehicle allocated to your work area available.

 

Provision of Vehicle

2.2       Requests for vehicles will be made to Business Support using eform 0176 (which can be found Word, File-New, Templates on My Computer, Forms – 0176) or by e-mail giving hire details and cost codes (where appropriate).

2.3       In Circumstances approved by your supervisor, vehicles may be taken home to facilitate an early start/late finish. In these circumstances the vehicle may only be used for an authorised Humberside Police purpose (Excluding any Private Use). There may be a personal tax implication in doing this. All staff are advised to check before using this facility.

 

Business Support Action

2.5       In considering the request, Business Support will seek to source a vehicle in the following priority order: -

• Force Internal Pool Vehicle
• Other Force Vehicle
• External Hire Vehicle

2.6       ESFM maintain a shared system for short-term booking of Force Pool Vehicles as part of the Tranman web-portal.

2.7       Business Support maintain systems which will be able to track and illustrate demand for external hire vehicles.

 

External hire vehicles

2.8       Upon delivery/collection of an external hire vehicle, the person receiving the vehicle will ensure: -

• That the hire vehicle is checked and the delivery/collection note is endorsed with any damage or faults found at the time of delivery and collection.
• The vehicle is full of fuel at the start and end of hire.
• The odometer reading is entered on the delivery/collection note
• That the delivery/collection note is retained by the user until the end of the hire period when it will be forwarded to Business Support.

2.9       Any defect found during the hire period is reported to Business Support.

2.10   For any damage that is deemed as accident damage an incident report must be raised through the Tranman web-portal.

 

 

Chapter 3 – Police Vehicle Recovery & Tyres

3. Police Vehicle Recovery & Tyres

Introduction

3.1        The purpose of this section is to provide information on the Recovery of Police vehicles and the repair or replacement of tyres.

3.2       Vehicle recovery firms used by the Police should be on the vehicle recovery scheme list.

3.3       There is a national framework agreement for the supply of tyres to the Police service and only authorised tyre distributors appointed to service this framework agreement are to be used the details of which will be refreshed from time to time by ESFM.

 

Vehicle Recovery

3.4       During normal office hours the Workshop Supervisor will arrange the vehicle recovery.

3.5       Vehicle recovery requests outside of the Humberside Police area and for out of office hours will be authorised by the Force Control Room (FCR).  If the in-house call out procedure fails, the Duty Inspector is authorised to implement the vehicle recovery scheme.

3.6       It is the responsibility of the person requesting the vehicle recovery to ensure the information passed to the recovery operator is correct.

3.7       Every effort should be made by the Duty Inspector and Fleet Management to recover covert vehicles with Police personnel and equipment quickly and discretely where possible to reduce the risk to any live operations.

3.8       It is the responsibility of the Duty Inspector to inform ESFM of all Police vehicle recoveries by an outside agency by means of the internal e-mail system on [email protected]

 

TYRE REPLACEMENT

3.9       Users of vehicles are responsible for taking and collecting the vehicle (or wheel) to an authorised tyre dealer for tyre replacement or repair.

3.10     Users should only replace a wheel themselves subject to the following:

• Inform FCR/supervisor of the situation and current location, this will allow them to check if there is a mobile technician available.
• If there is no mobile technician available and the driver feels that they are confident in spare wheel replacement then the situation should be risk assessed. This should consider the vehicle position (i.e., the side of a busy road is unsuitable, but in a quiet car park with good visibility could be suitable), the surface the vehicle is standing on should also be assessed to ensure it is level and whether all the tools required to carry this out are present and operational.
• Only use the manufacturers recommended jacking points and equipment, these will be detailed in the vehicle handbook.
• When fitting spare wheels with directional tyres the correct combination must be selected.

 

3.11      Officers and staff driving vehicles that are supplied with a puncture repair system must ensure: -

• That a visual check of the punctured tyre is carried out. Cuts or piercings in the tyre larger than approximately 4mm constitutes a high safety risk and a temporary repair must not be attempted. 
• If the vehicle has been run with a flat or deflated tyre, emergency repairs must not be attempted.
• A vehicle defect report is sent to ESFM to ensure the tyre is replaced or repaired properly and a sealing agent replacement is issued to the vehicle.

 

Out of Hours Tyre Call Out Procedure

3.12      Out-of-Hours tyre replacement and repairs are to be arranged through the FCR if the spare wheel cannot be fitted.

3.13   ESFM will ensure all paperwork relating to vehicle recovery and tyre replacements or repair has been obtained and recorded in accordance with their Administration Manual.

 

Chapter 4 – Vehicle Maintenance and Servicing

4. Vehicle Maintenance and Servicing

Introduction

4.1       The purpose of this section is to provide information on vehicle inspection and servicing and the reporting of defects on vehicles, trailers, and equipment.

4.2       Service intervals are based on manufacturers recommended service intervals, Police usage, time, mileage, experience, and parts life.  These are agreed to a common standard by all four forces in the Yorkshire and Humber region.

 

Authority Levels

4.5       Authorisation for services will be by the Fleet Maintenance Manager or a person nominated by him/her.

4.3       Where a driver is in doubt as to whether a vehicle can be safely used the Workshop Supervisor should be consulted. There may be minor defects that can be safely left and rectified later.

4.4      Where a vehicle is said to be unroadworthy by a Workshop Supervisor, that vehicle will not be used for any purposes until the repairs are completed and the vehicle released to Police duties by a Workshop Supervisor.

 

Restrictions

4.5       All servicing will be carried out through the vehicle workshop, or such other service provider as appointed by ESFM.

4.6       Where available, a service replacement vehicle is only provided for servicing. If there is additional work required which could take considerable time, the service replacement vehicle is to be surrendered for use by the next customer.

 

Responsibility

4.7       Each week a list of vehicles requiring servicing/MOT will be produced by ESFM in accordance with their Fleet Procedures.

4.8      Vehicle users will organise a suitable service date to minimise vehicle down-time.

4.9       The user Command/Branch is responsible for ensuring the vehicle is available on the appointed date/time. Whenever possible a service replacement vehicle will be provided.

 

Other Information  

4.10     If a user Command/Branch collects a vehicle after office hours, the user should decide with the Workshop Supervisor as to a suitable location to collect the vehicle keys.

4.11      Vehicles still under repair will not be available for use unless authorised by the Fleet Workshops.

 

Chapter 5 – Fuel

 

5. Fuel

Introduction

5.1        This chapter provides guidance for Police personnel using and operating the Force refuelling system.

 

Responsibilities

5.2       It is the responsibility of the Division/Branch accepting a delivery to make sure that all Health and Safety Petroleum Regulations and internal procedures are strictly adhered to in accordance with the training provided.

5.3       It is the vehicle user's responsibility to: -

• Report to ESFM any vehicle unable to refuel using the in-house refuelling system.
• Ensure that vehicles are presented to the pumps at least once per week to ensure that accurate mileage data can be down-loaded to the Fleet Management system as vehicle service scheduling is reliant on this being done OR send mileage data through to [email protected] at the start of each week for vehicles that are fuelled using a Fuel Card.
• Ensure the vehicle is not left unattended during refuelling, that refuelling equipment is correctly replaced after use and that the correct vehicle mileage is entered when requested during the refuelling procedure.
• Ensure the vehicles dedicated fuel tag is not used to re-fuel any other vehicle.

 

Alternative means of fuelling

5.4       In the event of fuel site systems failure: -

• Local administration should in the first instance arrange for a competent person re-boot the system. If the system still fails to function ESFM must be informed at the earliest opportunity.
• To enable fuel to be replenished a supervisor will authorise fuel to be purchased at an outside agency by means of the 'Allstar System' and a list of Allstar fuel distributors is available from ESFM.

 

Authority Levels

5.5       The Joint Fleet Manager or person nominated by him/her to ensure, via Trading Standards, that Petroleum Licence Regulations are complied with for the installation of fuel storage and dispensing equipment.

5.6       The Joint Fleet Manager or a person nominated by him/her will authorise all repairs to the Fuel Management System.

 

 Fuel Site Inspections

5.7       Fuel site inspections will be carried out twice yearly by a competent person from ESFM to update and publish risk assessments for the site.

 

Fuel Delivery

5.8       Requests for fuel are to be made through ESFM. The Joint Fleet Manager or person nominated by him/her will authorise bulk fuel purchases.

5.9       Only staff who have attended a competent person’s training course for Police fuel sites will accept deliveries.  A full list of instructions and guidance for accepting bulk fuel deliveries is held at each licence fuel site’s administration office in the Fuel Site Register and Record Book. Further advice is available from the Fleet Management Office at ESFM.

 

Fuel Site Maintenance

5.10     All fuel sites must maintain a record book for deliveries, tank dips, routine checks, and maintenance.

5.11      Sites must ensure that fire-fighting equipment is in place and functional and shall ensure that dry sand is available for small leaks and spills or other absorbent material.

5.12      All enquiries regarding maintenance requirements in relation to the fuel dispensing equipment are to be directed to ESFM.

 

 

Chapter 6 – Vehicle Replacement, Specifications and Disposal

6. Vehicle Replacement, Specifications and Disposal

 

Introduction

6.1        This chapter provides information relating to the procurement of Police vehicles, vehicle specifications and vehicle disposals.

6.2       Vehicle replacement policy is based on whole-life costs and takes account of mileage, condition, and use of the vehicle to ensure replacement at the optimum time.

6.3       For each vehicle model and use a detailed specification is produced covering the equipment fitted and conversion details.

 

Authority Levels

6.4       The Head of Police Finance will authorise the Fleet Capital budget.

6.5       The Joint Fleet Manager will authorise the purchase of new vehicles using an established national framework agreement for Police vehicle procurement.

6.6       The Joint Fleet Manager will authorise the purchase of second-hand vehicles by auction or other means for specific covert applications only.

6.7       Changes to Vehicle Specifications can only be authorised by the Joint Fleet Manager, after operational implications have been considered and consultation with the users has taken place.

6.8       Vehicle disposals will be authorised by the Joint Fleet Manager, or a person nominated by him/her.

 

Restrictions

6.9       Vehicle body conversions will be undertaken by service providers appointed by the Joint Fleet Manager.

6.10     All vehicles will be disposed of through contracted motor auctions to ensure competitiveness and value for money. Where collaborative disposal arrangements are available these will be the primary disposal option.

 

Responsibilities

6.11      The Joint Fleet Manager will be responsible for the Vehicle Replacement Policy including the annual preparation of the fleet capital budget and will agree a list of vehicles requiring to be replaced in advance with vehicle users.

6.12      The Joint Fleet Manager will be responsible for the procurement of vehicles in accordance with agreed Vehicle Specifications. They will also ensure that all modifications and conversions undertaken meet the specification and conform to current and pending legislation and testing for Police use.

6.13      The Joint Fleet Manager will nominate staff to ensure that all paperwork relating to vehicle procurement is obtained and entered in the vehicle file and computer records. A full and comprehensive list of all vehicle specifications is to be maintained and will include a copy of each conversion specification and drawings.

6.14     The Police Communications Manager or a person nominated by him/her will be responsible for providing the Police radios, telephones and associated equipment required for vehicle installations.

6.15      It is the responsibility of users to ensure that when a vehicle is returned to the Fleet Management section, the vehicle is clean both internally and externally and all loose equipment has been removed.

6.16     The Joint Fleet Manager or a person nominated by him/her will authorise the decommissioning of police vehicles.

6.17      The Joint Fleet Manager or a person nominated by him/her will be responsible for completing auction documentation and arranging for the collection of vehicles by the contracted auction company.

.

 

Chapter 7 – Assessment of Vehicles for Policing Purposes

7. Assessment of Vehicles for Policing Purposes

 

Introduction

7.1       By exception the Joint Fleet Manager will arrange for various vehicle makes and models to be available for evaluation by users where a need has been identified for vehicles other than those standardised for use in Police roles.  Where standardised vehicle options exist then only these shall be used.

 

Responsibilities

7.2       The Joint Fleet Manager or a person nominated by him/her will be responsible for the distribution of vehicles for evaluation using Forms 191 and 191A ‘Vehicle Assessment Forms’

7.3       The person nominated by the Joint Fleet Manager will ensure all associated paperwork is collated and filed by make and model.

7.4       The evaluators will be responsible for reporting vehicle defects and completing Form 191 ‘Vehicle Evaluation Report’.

7.5       The Joint Fleet Manager will be responsible for the overall assessment of each vehicle.

 

 

Chapter 8 – Vehicle Telematics

8. Vehicle Telematics

 

Introduction

8.1       The chapter provides information regarding the vehicle telematics installed in force vehicles and the software used to provide the data that is produced.

 

Authority Levels

8.2       Access to the telematics software must authorised by a Chief Inspector/Branch manager or above and are to be in written/e-mail format to ESFM.

8.3       Access will then be granted to the vehicles that fall within the area of responsibility of the Sgt/Insp/Supervisor (unless authorised otherwise by their Ch. Insp/Branch manager).

 

Overview

8.4      Vehicle telematics provides a record of a vehicle’s activity, including location, speed, use of warning equipment, harsh braking/cornering, vehicle computer display warnings and driver ID. 

8.5       A driver feedback display using a traffic light system is used to give immediate feedback to the driver on their driving style.  This is to encourage a ‘greener’ driving style when not response driving.

8.6       Under no circumstances should the telematics device fitted to a force vehicle be interfered with, any problems should be fault reported using the Tranman Web Portal.

8.7       Supervisors can use the telematics data for (but not limited to) identifying drivers of a given journey, managing the utilisation of their vehicles, reducing engine idling, improving officer safety.

8.8      Supervisors are to inform ESFM when vehicles are permanently moved, and the vehicle is no longer in the correct telematics grouping.

 

 

Chapter 9 – Daily Vehicle Checks and Logbooks

9. Daily Vehicle Checks and Logbooks

9.1        The purpose of this section is to provide a summary of guidance for Officers and Staff in relation to their responsibilities for the roadworthiness of the police vehicles they intend to drive.  It also provides guidance and information on how the availability of Police vehicles can be maintained at the highest possible level and guidance on the use of the logbooks.

9.2       Any individual using a motor vehicle on a public road has a legal responsibility to ensure it is in a roadworthy condition.

 

Vehicle Logbooks

9.3       A vehicle logbook (Humberside Police Form 188) will be issued and maintained in respect of all Humberside Police owned and/or used vehicles.

9.4       Responsibility for issuing vehicle Logbooks (form 188) lies with the Command to whom the vehicle is allocated.

9.5       It is the responsibility of the driver of the vehicle to complete the Logbook for the period of the time they have control of/responsibility for the vehicle.

9.6       It is the responsibility of every driver that at the commencement of the period of control, the driver of the vehicle will record the time, date, and mileage of the vehicle.  They will also sign the logbook at this time to endorse the fact that they have control of the vehicle and that they have carried out the necessary pre-driving, roadworthiness and equipment checks.

9.7       At the end of a period of control of a vehicle the driver will record the time, date, and mileage of the vehicle.  They will also endorse the logbook with details of any equipment used; any damage sustained, or defect experienced; and what action has been instigated to recover/replace the equipment or report/repair damage/defect.

9.8       Completed (full) logbooks should be returned to the business centre

 

Pre-Driving Roadworthiness and Equipment Checks

9.9       Before any vehicle is driven on the road it must be subject of a roadworthiness and equipment check.

9.10     It is the responsibility of the intended driver of the vehicle to carry out the checks described in the logbook and/or on the vehicle check list card (retained in the glovebox).

9.11      The exterior and interior of the vehicle should be kept clean by the vehicle user to ensure a professional image is always presented.

9.12      A check should be made to ensure all vehicle and safety equipment is present and in good working order (please note – the level of equipment carried depends on the role of the vehicle).  Details are recorded in the vehicle logbook and on the on-line form.

9.13      It is the responsibility of the Command to whom the vehicle is allocated to provide appropriate vehicle and safety equipment.

9.14     A search of the interior of the vehicle for any article which may injure vehicle occupants, or which may be property/evidence left by previous occupants (A SPRAIN risk assessment) should be completed before and during the search and appropriate control measures adopted.

9.15      Subject to below, where a vehicle is found to be defective it must not be used.  A vehicle defect must be raised using the Tranman web portal which is found under ‘Applications’ on the Force intranet site.

9.16     Where the defect is considered to be of a minor nature and no offence would be committed by using the vehicle, the driver may use the vehicle, or a workshop supervisor may be consulted.  The workshop supervisor has the authority to defer the repair so that the vehicle may be used.  In these circumstances the driver must endorse the vehicle logbook detailing the fault and the identity of the workshop supervisor giving authorisation.  A vehicle defect must be completed and submitted as detailed in 9.14.

9.17     For any damage that is deemed as collision damage an incident report must be completed using Tranman web portal which is found under ‘Applications’ on the Force intranet site.

 

Brake Test

9.18     Before starting the vehicle, the driver should check the operation of both the handbrake and footbrake for adequate pressure.

9.19     When the vehicle is driven, a further moving brake test, should be carried out.  The brake test should be carried out at 20mph.  Drivers should ensure the brakes pull firmly and evenly on all 4 wheels.

9.20     If due to following traffic or other hazards if is not practical to carry out a moving brake test then an early application of the brakes is required when road conditions permit.

9.21      If there are any concerns regarding the operation of the braking systems the vehicle must not be used, it must be recorded in the vehicle logbook and a defect report must be submitted.  The vehicle must be identified as unsafe to use.

 

Vehicle Checks by Supervisor

9.22     Weekly vehicle checks will be carried out by a supervisor to ensure daily checks are being done and the vehicle is roadworthy and fit for its intended use.

9.23     The supervisor should also check the logbook to ensure it has been completed correctly at the same time as carrying out the above. 

 

Compliance

This policy complies with the following legislation, policy, and guidance:   Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 1999 The Provision and Use of Work Equipment Regulations 1998 The Road Vehicles (Construction and Use) Regulations 1996 Road Traffic Acts (supported by the Highway Code)