Safety on site and roads
DRIVERS HANDBOOK 2024
Keltbray is a specialist construction engineering and infrastructure solutions group
Our purpose is to redefine the way sustainable development is delivered. Based on our collective experience, we collaborate at the earliest stage to design and self-deliver innovative customer solutions across technically demanding built environment and infrastructure sectors. Working in partnership with our stakeholders, we are actively contributing to economic growth, social advancement and environmental protection.
Group overview
A SUSTAINABLE BUSINESS MODEL
We are focusing our integrated services on solving customers’ engineering challenges in a rapidly changing world.
The resilience of the Keltbray model and the commitment of everyone in the business has shown the resourcefulness, agility and above all else, the dedication to the customers we serve and the communities in which we operate.
SCAN TO WATCH OUR FILM
Watch our corporate film to find out what we do and how we are redefining the way sustainable development is delivered
WHO WE ARE
Keltbray is a UK-leading specialist engineering and construction business, offering a range of self-delivered solutions for blue-chip public and private sector customers.
WHAT WE DO
Operating in highly-regulated sectors, we are a key player in developing and maintaining Britain’s economic infrastructure and built environment, and in selective overseas markets. Our customers trust us to deliver certainty on their projects – to specification, safely, on programme, within budget and with care for the environment and the communities that host us. Our integrated delivery approach is underpinned by the significant investments we are making in the development of our people, our specialist delivery capabilities and our research and development agenda. It focuses our business on engineering innovation and delivery excellence to provide greater value for all our stakeholders.
WHY WE DO IT
Our purpose is to redefine the way sustainable development is delivered. Our deep expertise means that we offer standalone and holistic services, to meet our clients’ complex and changing engineering demands to enhance, upgrade and decarbonise their capital assets.
HOW WE DO IT
Keltbray’s distinctive delivery model is based around a set of complementary capabilities that together constitute the way we go to work to deliver certainty through the smart solutions we provide for our customers.
Our progressive approach seeks to break down the barriers to success inherent in traditional contracting models. Clients need to feel confident entrusting their investments with a delivery partner capable of turning vision into reality. They need to be certain the end result will meet their expectations – and will be completed to the agreed programme, budget and specifications.
We believe that our unique delivery model has the potential to address these challenges – and the key to unlocking its benefits lies in deep and trusting client relationships that allow us to engage early on projects as a prerequisite to delivering greater value. It is only when clients and delivery partners – along with designers and others with vested interests – collaborate from the outset, as part of an integrated team, that opportunities for innovation in engineering can be fully exploited.
STRATEGIC CUSTOMER RELATIONSHIP MANAGEMENT
Inherent in the way we go to work is a different kind of client/delivery partner relationship management approach – one based on establishing and maintaining long-term strategic relationships where both parties’ interests are aligned to deliver mutual benefit.
INNOVATIVE ENGINEERING EXCELLENCE
“Our sustainable business model provides progressive, long-term environmental, social and economic value to the stakeholders we serve”
We work collaboratively with our clients, supply chain and industry partners to de-risk project delivery and engineer solutions with a high degree of outcome certainty. Our multi-disciplined network of professional engineers can design, contract and supervise sustainable, high performance engineering and construction services in the public and private sectors.
INTEGRATED SELFDELIVERY MODEL
By drawing on our specialist in-house delivery businesses and directly employed workforce, we have greater control over quality and productivity. It enables us to be more responsive, rectify issues and interface clashes quicker and achieve greater integration across the project phases. This brings an operational focus and intensity to project delivery that is very different to the traditional subcontracting model.
Industry-leading business services
Keltbray operates an integrated construction engineering and infrastructure services business model. This is proving highly effective in diversifying our income streams across targeted sectors, locations and different phases of the value chain, helping to deliver a sustainable performance over the longer term.
SPECIALIST ENGINEERING AND ENVIRONMENTAL SERVICES
– Demolition and remodelling
– Geotechnical engineering and deconstruction
– Environment
– Contaminated soil / ground water
– Asbestos removal
– Site remediation
– Decommissioning and hazardous waste management
INFRASTRUCTURE SERVICES
– Rail systems design –Wentworth House Rail Systems
– Rail civil engineering
– Rail overhead line electrification and distribution
– Power transmission
– Energy network distribution
– Renewables
– Highways civil engineering
– Energy storage
– Primary and distribution substations and telemetry
CONSTRUCTION SERVICES
– Engineering design –Wentworth House Partnership
– Civil engineering
– Piling
–
Sub and super structures
– Transport piling
– Transport structures
SUPPORT SERVICES
– Preconstruction and commercial management
– BIM and digital engineering
– Civil engineering plant, lifting and haulage equipment
– Project delivery support services:
– Recruitment
– Operational safety training
– Occupational health and wellbeing
Dynamic growth sectors
Through our UK business network, Keltbray has a strong and growing presence in built environment and infrastructure sectors. Our business activities are shaped by the product innovation and delivery certainty of the services we provide to meet clients’ sustainable development challenges.
Drivers Handbook
1. Introduction
Keltbray is committed to providing vehicles for company business which are legal and fit-for-purpose. Please remember that you are responsible for abiding by the rules of the road, and for being alert to other drivers and any dangers around you. Please remember that the condition and cleanliness of your vehicle is reflective of yourself and represents the company.
Please familiarise yourself with this handbook and other relevant materials issued to you. Keltbray has a duty of care to all operatives carrying out work related driving, in their own, or company issued vehicles. When commuting please observe the guidance in this book.
As part of our Big Six campaign, we have produced a set of 'back to basics' driving guidelines to help keep our employees safe.
BACK TO BASICS – DRIVING
Planning your journey
Research tells us that most mistakes, accidents and incidents happen when people become complacent or their perception of risk is reduced. To avoid these scenarios, follow the back to basics guidelines to ensure you and others around you are safe, well and the job is completed to a high standard.
If you are unable to follow the guidance, you feel something is unsafe, or affecting people’s wellbeing, please report it to your supervisor or management team.
REMEMBER:
Planning your journey means more than just a quick look at a map. There are many other factors you should consider before venturing out on the roads. Make enough time to prepare yourself, the vehicle and any luggage or loads that you will be carrying; this includes be prepared for the unexpected.
1
Plan your route in advance, taking into consideration any potential road closures, traffic congestion, or construction zones that may affect travel time
6
Check your brakes and ensure they are in good working condition. Faults can significantly increase stopping distances and pose a serious risks to all road users
2
Weather conditions can significantly impact driving safety. Check forecasts before setting off and adjust your journey plans accordingly
7
Adjust your driving speed to the weather. Wet or icy roads can increase stopping distances, so drivers should reduce their speed and allow for extra time to stop safely
3
Allow yourself sufficient response time, stay focused on the road, be prepared to react to unexpected situations and avoid distractions such as mobile phones
8
Be mindful of the traffic flow around you. If other vehicles are driving too closely or aggressively, allow more space and exercise caution
4
Be aware of the vehicle’s capacity and adjust your driving style accordingly. Changes in weight can affect vehicle performance, especially those carrying heavy loads
9
When driving in heavy traffic or congested areas, try to anticipate sudden stops or slowdowns and maintain a safe distance from other vehicles
The actions we take demonstrate our values. Good behaviour is a combination of ’can-do’ and ’stop and think’ while never compromising on safety or quality. Every behaviour has a consequence, make it positive.
If you need further support or guidance contact Mark Kenny (mark.kenny@keltbray.com) from our Big Six Driving Group who can provide further specialist advice.
5
Maintain a safe stopping distance. The basic rule is a minimum twosecond gap between vehicles. This must be increased for adverse weather and heavier vehicles
10
Be prepared, stay alert, scan the road, and anticipate potential hazards or obstacles that may require sudden braking or evasive manoeuvres
2. Procedural requirements
2.1
ROAD TRAFFIC INCIDENTS
In the event of an incident you should stop at the scene and gather evidence, if safe to do so. You must report the incident to your line managers, as soon as possible. Incident report cards should be filled in, and instructions followed. The insurance company documents should be completed and returned to the fleet department within 24 hours of the incident.
A percentage of the insurance excess charges for incidents may have to be reimbursed to the company, if you are found to be at fault.
2.2
AUTHORISED DRIVERS
Commercial vehicles are only to be driven by the allocated driver. You can only drive a Keltbray owned/rented vehicle if you are on Keltbray business and hold a full valid driving licence.
The licence must hold the entitlements needed for the type of vehicle allocated. Company cars can only be driven by an allocated driver or a spouse for whom Keltbray holds full licence details.
2.3
NEW STARTER
As a new starter, if you are allocated a vehicle for driving you must supply your licence details, state if you have any medical conditions that affect your driving, and allow access to your licence endorsements by filling in a Licence Mandate Form. You also must fill in a Tax on Company Van Form and return all to your Transport Coordinator.
2.4
VEHICLE USE RESTRICTIONS
All commercial vehicles should only be used for company business unless authorized by Ops Director, and not for any racing, hire and reward or learner driver tuition. If authorised you will sign a tax on company vehicle form to declare private use. False declarations could result in a fine and corrective action.
2.5
CONTROL
An operative allocated a company vehicle is the nominated driver until the vehicle is surrendered, and is responsible for the vehicle and for any driving offences and fines incurred.
You must maintain control of your vehicle and not allow yourself to become distracted. Do not consume food or drink whilst driving. You must not make any alterations to the vehicle, or use it for unlawful purposes. Failure to comply will result in corrective action.
2.6
FUEL CARD
The fuel card will show the drivers name or vehicle registration number. Multi driver vehicles will have a named responsible person, and be used for obtaining fuel and lubricants. To use the card, present to the cashier – You should then sign the sales voucher and retain in case of discrepancies. In addition, you must check that the registration, mileage and charge made for the fuel are correct. The fuel card must be kept in a safe place at all times.
If the card is lost or stolen, contact your line manager as soon as possible, so they can stop the card and prevent fraudulent activity.
Any misuse of company fuel cards will result in operatives being subject to company corrective action.
The company reserves the right to supply a fuel card to an operative.
Commercial company vehicle drivers are required to have a fuel card to purchase fuel for company vehicles. Upon receipt of your new card, please pay attention to the following guidelines for use of the fuel card and fuel network you are able to use.
– Upon receipt of your fuel card, please sign the declaration
– Please sign the back of the card immediately upon receipt unless the vehicle is allocated only
– Do not write the pin number on the card
– Please treat the fuel card as you would a personal credit card
– Do not leave it unattended in the vehicle at any time
When purchasing fuel, please ensure the cashier enters the correct registration number and vehicle mileage, every time. This is a mandatory requirement of having a company fuel card so we monitor transactions to ensure all company vehicle drivers do this correctly. This allows us to monitor mileage, fuel consumption and correct vehicle use. If you lose your card, or it is stolen, you must report it immediately to your line manager or the Transport Coordinator in division.
Failure to do so may mean that you could be liable for any fraudulent transactions. A replacement card will be sent to you within seven working days. If you leave the company you must return your fuel card as requested.
The EuroShell Card is only for use at Shell or Partner sites. To help find your nearest location, please use the smartphone app for iPhone/ Android users or the online site locator at: www.shell.co.uk/gbr/productsservices/on-the-road/onlinestationlocator.html
2.7 WITHDRAWAL OF COMPANY VEHICLES
The vehicle allocated to an operative, may be withdrawn or substituted under circumstances which the company considers justifiable at any time.
2.8
USE OF VEHICLES OUTSIDE UK
The use of vehicles outside the UK must be reported to the fleet department, sanctioned by a business director and authority given by the insurance company.
2.9
COMPANY VEHICLE TAXATION
The taxation of company vehicles and fuel given to an operative for private use is considered by HMRC to be a benefit in kind. The benefit is calculated on a percentage of the vehicles P11D value, graduated to the level of CO2 emissions and fuel type. The fuel benefit is calculated as the same percentage applied to a flat-rate amount.
Individuals should consider whether or not it is cost effective to opt out of the fuel card benefit.
Ultimately you are responsible to check that your tax code is correct and should inform the Human Resources department of any changes.
2.10
CAR ALLOWANCE
Any individual that receives a car allowance must ensure that their vehicle insurance is fully comprehensive.
All drivers receiving a car allowance are required to present a valid insurance certificate every 12 months to the Human Resources department.
2.11
BUSINESS MILEAGE CLAIMS
The company will reimburse you if you have to use your own or a company car on company business and do not have a company fuel card.
Conditions
– You must be the registered owner (or a named driver) of the vehicle or a nominated driver of a company car
– The vehicle must have fully comprehensive insurance
– The rates will only be paid for authorised business journeys, i.e. the journey from home to normal place of work should always be excluded – Claims for business journeys should be made on the staff expenses claim form with the accompanying mileage log
Rates
The mileage rates may change from time to time, please contact the Human Resources Department for the latest mileage rates.
2.12
INCIDENT PREVENTION
Speed prevention
You are required to view the speed limit as a limit, and not a target. You should drive at the safest speed for the road conditions. The legal limit will not always be the safest speed.
Always keep your speed down around schools and residential areas, where pedestrians could be at greater risk. Journeys should be planned with safety in mind, allowing sufficient time to enable
compliance with speed limits, the weather and taking rest breaks. Repeated incidents for which the driver is responsible may result in corrective action.
Fatigue
Research suggests that 20% of accidents, 40% of which occur in commercial vehicles on major roads, are caused by tiredness. Don't start a long trip if you are already tired. If you become sleepy on a long journey, you should find somewhere safe to pull over and rest – not the motorway hard shoulder. It is recommended to rest for a minimum of 15 minutes before resuming your journey. There is no excuse for falling asleep at the wheel.
Distraction
Drivers should not allow themselves to become distracted whilst driving. Distraction can be Visual, Cognitive, Biomechanical and Auditory leading to drivers underestimating hazards. Incidents caused by distraction could find the driver being charged with Dangerous Driving or failure to maintain proper control of a motor vehicle.
Drivers should find a safe place to pull over to carry out something distracting.
Driver competence
Company vehicle drivers must be competent to drive the vehicles that feature as part of their job. You should ensure that vehicles are checked and serviced at the correct intervals as scheduled according to the manufacturer's handbook.
Personal safety
Personal welfare should be maintained not only whilst actually driving, but also when not behind the wheel by adopting a set of standard security procedures:
– Keep valuables out of sight, especially bags, laptops and briefcases
– Have a mobile phone in the vehicle, which can be used for emergencies
– Take care when exiting the vehicle, particularly when parked on busy roads
Should a breakdown occur on the motorway or high-speed road, get out of the car and wait a safe distance away from the vehicle. Changing tyres or other emergency repairs should only be undertaken when it is safe to do so.
Bridge strikes
Please take the time to size up your vehicle, pay attention and adhere to bridge height prohibition and warning signs. Do not pass the sign if your vehicle is higher than the dimension. Report any Rail bridge strikes to the Rail authority immediately using telephone number on identification plate on the bridge and then to your supervisor. For Non rail bridge strikes report to the police using 999 and then to your supervisor.
2.13
VEHICLE CARE AND CLEANLINESS
Vehicles should be kept clean and tidy, as far as possible. The condition is a reflection on you, as well as the company. Interior condition of driver cabs can become a safety concern. If allowed to become untidy objects can affect foot pedal controls.
2.14
BREAKDOWNS
Vehicles that are rented/leased will have a telephone number supplied on the windscreen or handbook in the event of a breakdown.
Keltbray owned vehicles will be covered by the company's AA cover which will be recovered to the nearest repair centre.
AA Recovery contact telephone number is 0800 420 420
2.15
VEHICLE DELIVERY AND COLLECTION
Upon delivery/collection of a rental vehicle, a check sheet is completed by the delivery or collection driver, confirming the condition of the vehicle at the time. You must sign the check sheet to confirm the present condition of the vehicle. When receiving a vehicle the delivery driver will demonstrate the controls, safety and security features of the vehicle. A vehicle should not be accepted or taken onto the public highway before complete familiarisation or without seeking clarification from the Transport Coordinator. Any damage not noted on the delivery sheet subsequently picked up on the collection note will be charged to Keltbray, subject to fair wear-and-tear agreement.
It is your responsibility to agree the condition of the vehicle, as all damage thereafter will be attributable to you. Once signed for, you are responsible for the vehicle in terms of: – Damage and defects – Parking tickets – Traffic violations – Incidents – Ancillary equipment
As the nominated driver, it is your responsibility to keep a log of who drives the vehicle. If one of the penalties indicated above is incurred, you must inform the Transport Coordinator who was in charge of the vehicle at the time of the offence – Otherwise you will be liable.
2.16
THEFTS, INCIDENTS AND DAMAGE
Stolen vehicles
In the event of a vehicle being stolen or vandalised, the police should be contacted immediately to obtain an incident/crime reference number. They will need the following information:
– Registration number – Time and date of incident
– Type of vehicle
– Your name and contact telephone number
You MUST obtain the police crime reference number during the call. The keys to the stolen vehicle should be returned immediately to your line manager or Transport Coordinator.
If you cannot produce the keys to the stolen vehicle because it was left unattended with the keys inside, this will be deemed as gross
misconduct and you will be subject to company corrective action.
Incidents
Should there be an incident involving injury or damage to the vehicle or third party property, you must report the incident to your line manager.
If anyone is injured in an incident, the police must be called immediately.
Details of the officer(s) attending the incident should be obtained, including their name, number and the telephone number of the police station to which they are attached, along with an incident reference number.
Under no circumstances should liability be accepted or any declaration signed.
It is essential to obtain the names and addresses of any other parties involved, the registration number of other vehicles, contact details of any witnesses and details of third parties' insurance policies, wherever possible.
A note of how many people were in the third party vehicle at the time of the incident should also be taken.
You should give your name and address together with the company's name and head office address, specific company location and registration number of the vehicle to any person having reasonable grounds for requiring such information. If this information is not passed on, the incident must be reported to the police as soon as possible and within a maximum of 24 hours.
In the event of an incident occurring on a motorway it is best to use a roadside emergency telephone so that the emergency services know your exact location. If using a mobile phone, the location can be noted from the numbers on the marker posts on the side of the hard shoulder.
Any correspondence received from a third party involved in an incident should be forwarded unanswered at once, to the Fleet Department.
Incidents are analysed regularly, and persistent offenders will be reviewed. Corrective action may be taken, if required, or further training could be recommended.
2.17
MILEAGE RECORDING
You are required to confirm mileage on the weekly inspection sheet, for commercial vehicles. Mileage should also be supplied to the fuel attendant when purchasing fuel.
2.18
TELEMATICS
Keltbray owned and rented vehicles are fitted with telematics to protect their security and monitor the effect the business has on the environment.
Telematics systems also monitor driver behaviour on a minute by minute basis; reporting on speeding, harsh steering, cornering and braking.
2.19
VEHICLE REQUIREMENTS AND DEFECT REPORTING
The vehicles are allocated to a nominated driver, who is responsible for reporting any defects to the Transport Coordinator as soon as they become known. The vehicle should be serviced in accordance with the manufacturer's recommendations. The Vehicle should adhere to all Keltbray processes and schemes. All defects should be recorded on the daily/weekly defect sheet and returned to the Transport Coordinator to be actioned. Only ancillary items supplied by the company should be used in the vehicle, unless the operative is authorised otherwise by the Operational head.
Failure to comply may result in you being subject to company corrective action.
3. Legal requirements
3.1
LICENCE ENTITLEMENTS
You must hold legal entitlement to drive vehicles issued to you. It is an offence to drive on public highways without valid entitlements. The table below outlines the maximum size of vehicle that can be driven on the stated driving licence entitlements.
B Rigid vehicle not exceeding 3,500kg
CI Rigid vehicle exceeding 3,500kg but not exceeding 7,500kg
C Rigid vehicle exceeding 7,500kg
B+E Category B towing a trailer
CI.E Category Cl. Vehicle towing a trailer Above 750kg but trailer must not exceed unladen weight of vehicle
C+E Category C vehicle towing a trailer
3.2
SMOKING
Smoking is banned in all work vehicles and enclosed workplaces. It is also illegal to smoke in vehicles provided by the company.
Drivers and passengers caught smoking in company vehicles are liable to a fixed penalty of £50 or being taken to court and fined £200 if prosecuted or convicted.
Anybody seen smoking in Keltbray vehicles should be reported to their line manager or operational heads. No smoking signs must be displayed in each vehicle and removal of these may result in corrective action.
3.3
DRUGS AND DRINKING
Driving whilst under the influence of drink or drugs will affect your ability to drive safely.
Keltbray operates a zero tolerance to drink driving or driving whilst under the influence of drugs. Please consult your doctor whilst driving under the influence of medicine. Drink or drug related driving convictions may result in the driver being suspended and corrective action being taken.
3.4
MOBILE PHONE USE
Reaction times are 50% reduced whilst talking on the phone, and so drivers are four times more likely to have a crash whilst talking on a mobile phone.
Keltbray operatives are permitted to use hands free devices unless otherwise stated by management.
Any Keltbray operatives working under rail regulations must adhere to Network Rail policy, and in particular the lifesaving rule, which prevents operatives from using phones (including hands free devices) whilst driving.
Drivers can receive £200 fine or 6 penalty points on their licence with a maximum of £1,000 if convicted
at court for inappropriate use of mobile phones whilst driving. This may also result in corrective action.
3.5
MOT
Company vehicles must have a valid MOT, as it is an offence to drive on public roads without this. An MOT is required annually, from when the vehicle is three years old from the date of registration.
3.6
CARRYING PASSENGERS
Passengers must not be carried in vehicles unless the driver has authorisation and passenger seats and seatbelts are used to ensure the safety of all passengers.
3.7
FIXED PENALTIES
Fixed penalties are received at head office, and then issued to the line managers to relay onto the recorded driver. Once agreed, an agreement will be signed to deduct two instalments from the wages for weekly paid staff, and one for monthly. You have the right to appeal the fine, but this must be stated on the form so as not to incur increased fines. You will be expected to inform the company of the outcome.
Corrective action may be taken against drivers who regularly incur charges for traffic offences.
3.8
INSURANCE COVER
Keltbray's insurance policy covers commercial vehicles and cars driven by people on business. You must be on Keltbray "Driver road safety list" and have a driver's number issued by your local Transport Coordinator.
3.9
DRIVER'S LICENCE CHECKS
All Keltbray drivers will have a copy of their licence held for records. You must complete the licence check form.
Keltbray has a legal obligation to make sure all drivers hold a valid
licence whilst driving on company business.
The licence check form allows Keltbray to check the licence at regular intervals, and comply with the DVI.A requirements and Data Protection Act.
Reporting
The licence check returns the following information:
– Driver's name and licence number
– Licence categories held
– Current endorsements
Renewal and expiry dates
It is an absolute requirement for you to inform Keltbray straightaway if you are convicted of any of the following:
– A driving offence connected with alcohol or drugs
– A driving offence linked to dangerous or reckless driving
– Any other offence relating to speeding or driving without due care and attention
– If there is a medical problem which relates to the holding of a driving licence
– If you had your licence restricted or revoked or been disqualified.
Or any other problem relating to you driving a company vehicle which relates to your licence. The signing of the licence check form allows Keltbray to check the licence, but there is a time lapse in receiving conviction therefore please inform Keltbray as soon as your driving licence entitlements or endorsements change.
Failure to inform the company in a timely manner (48 hours) may result in suspension from driving and corrective action being taken.
3.10
HEALTH & SAFETY
Keltbray requires all drivers to:
– Hold a full and valid driving licence
– Be competent to drive the vehicles they are issued with
–
Be aware of all processes and schemes relating to driving on company business
– Not exceed speed limits. The speed must be safe for the conditions
– Be aware of the speed limit related to the class of vehicle
– Obey all road traffic laws
– Always drive in a courteous manner that will reflect well on yourself, and on Keltbray for members of the public and clients alike
–
Understand the company and divisional policy on mobile phone use and handsfree devices
–
–
–
Follow the stated incident reporting procedures
Report all damage as soon as practicable to your line manager
Use all safety equipment provided
– Inform your line manager of any changes or endorsements to your licence immediately
–
Ensure the vehicle is used only as recommended by the manufacturer in accordance with set limitations
–
–
Comply with the companies no smoking policy
Inform the DVLA of any medical condition which may impair the ability to drive
–
Be aware of and adhere to current laws regarding medicinal drug use whilst driving
–
Comply with the company's zero tolerance to driving under the influence of alcohol
–
Wear eyewear, if prescribed, whilst driving and undergo an eye test at least every three years.
3.11
CARRIAGE OF DANGEROUS GOODS (ADR)
The carriage of dangerous goods, such as toxic, corrosive, explosive, or flammable materials creates additional risks arising from the nature of the goods themselves.
Drivers of dangerous goods
vehicles are required to stow and secure their cargoes properly, whether they are carried in tanks or packaging. If the containers leak or become damaged, the materials may escape and create immediate hazards for people in the nearby vicinity, and/or damage to the environment.
You should receive training before carrying hazardous goods.
3.12 SERVICE AND MAINTENANCE
Vehicles will be serviced in accordance with manufacturer's recommendations. Your transport coordinator will book a service for your vehicle before they reach service mileage readings, using weekly inspection sheets for accurate mileage readings.
Minor defects reported on inspection sheets should be closed out within a short period of time. Major defects should see the vehicle being parked up, and replacement vehicles supplied, with turnaround times kept to a minimum.
Rental vehicles will be serviced by the hire companies' approved service centres. The vehicle's defects sheets will be used to report any defects to rental companies. Worn and defective tyres will be replaced before the minimum of 1.6mm of thread at approved supplier locations. Details of renters' approved suppliers will be held by the Transport and Fleet departments.
TOWING TRAILERS
Vehicles will only be allowed to tow trailers if they are adequately equipped and the driver holds the correct entitlements.
As soon as a trailer is coupled to a vehicle it is the responsibility of the driver. When towing, the trailer becomes part of the vehicle combination.
Vehicles or combinations of vehicles with a maximum permissible mass not exceeding 7500kg that are used for carrying materials, equipment or machinery for use in the course of your work, and used only within 100km radius of the base of the undertaking, and on condition that driving the vehicle does not constitute as your main activity, are exempt from EU drivers, hours rules.
Please follow this procedure when towing trailers:
– Check the trailer weight does not exceed the manufacturer's recommendations as confirmed in the handbook relevant to your vehicle
– Check the trailer braking mechanism for correct operation
– Check the wheel nuts for security – check for wheel damage where nuts have been loose in the past, and the general condition of the trailer
– Reverse the vehicle up to the trailer to be attached, remembering to always use a banksman when reversing
– Switch off the vehicle engine and remove the keys from the vehicle
– Release the trailer handbrake mechanism (trailer must be on a level surface) –
Connect the towing eye/hitch of the trailer to the ball/pin on the towing attachment of the vehicle –
Connect the electrical plug of the trailer or trailer board to the socket on the towing attachment of vehicle
– Raise and secure the jockey wheel of the trailer
– Check the condition of the breakaway cable and the coupling, then attach the breakaway cable on the trailer handbrake mechanism to the towing attachment of the vehicle (but not to the ball/pin) – always check which type of coupling is being used
– Secure the trailer board to the rear of the trailer or ensure that the number plate is visible if the trailer has integral lights fitted
–
Check that the number plate is displayed showing the correct registration number of the towing vehicle
–
Check all tail lights, brake lights, fog lights, reversing lights and indicators (individually) for damage and correct operation. This applies to the trailer board if the trailer electrics are not used
– Check that the plant weight is evenly distributed between the vehicle's axles to avoid an overload – check the plate for axle weights
–
Drive off slowly – always engage first gear when moving off
–
Continue to monitor trailer security during driving and be aware of any unusual feedback from the trailer and/or the towing vehicle
– Observe all speed limits. Motorway speed limit with trailer attached is 60 mph
– Remember that a vehicle will require greater stopping distance when towing a trailer – keep a safe distance from the vehicle in front
– Great care should be taken when reversing not to jack-knife to such an extent that the trailer comes into contact with the towing vehicle thus causing damage
– Drive very slowly over speed humps – speed humps can cause major damage to both the vehicle and the trailer
3.14
DRIVER HEALTH STATUS
Keltbray should be informed of all medical conditions that could affect driving, at the same time as reporting to the DVLA. Failure to report conditions may result in corrective action being taken. www.gov.uk/health-conditionsand-driving
You can be fined up to £1,000 if you do not tell the DVLA about a medical condition that affects your driving. You may be prosecuted if you are involved in an accident as a result. The DVLA should be informed of any medical conditions that can affect the safety of driving. SL1 form should be used for reporting medical conditions such as narcolepsy, cataplexy, sleepiness and driving, sleep apnoea and obstructive sleep apnoea syndrome.
3.15
VEHICLE USE NEAR RAILWAYS
Vehicles should never venture onto Network Rail Managed Infrastructure (NRMI) unless during the course of work under the required controls.
You should not park in the vicinity of a level crossing. Parking
your vehicle inappropriately at crossings can obscure signs and warning signals and/or create a distraction or obstruction for others by forcing them into the path of oncoming traffic or causing them to stop on the crossing. This can increase risk and lead to an accident or Incident with tragic consequences. When parking at level crossings:
– Use nearby car parks, lay-bys, side roads and rail compounds whenever possible – If dropping heavy and/or cumbersome equipment off, consider all potential risks and keep dwell time to an absolute minimum
In exceptional circumstances such as during level crossing failures or emergencies, use common sense and professional judgement
You should always be conscious of the effect your parking may have on the safe use and operation of level crossings.
3.16
AGE LIMIT AND DRIVING EXPERIENCE
Keltbray's minimum age for driving company vehicles is 21 years old, with a full valid licence.
A minimum of six months of driving experience is necessary.
3.17
GREY FLEET
Drivers using private vehicles for business trips are under Keltbray duty of care. All vehicles must be fully insured with valid tax, MOT, regularly identify hazards. Drivers will be risk assessed on the type of work they carry out, shift patterns and distances travelled. Driver behaviour will also be monitored with telematics fitted to the vehicle, which will rank drivers on speeding events, idling times, harsh braking and turning.
Drivers who show persistent poor driving behaviour may be invited to a meeting with their line manager. If you attend such a meeting you will be presented with a form at the end detailing the reason for the meeting and the agreed outcomes which you must sign and return to your line manager. The diagram below displays an example of one of the systems we use.
4. Behavioural requirements
DRIVER BEHAVIOUR
Keltbray has a duty of care to look after the welfare of all its operatives whilst driving on behalf of the company. Risk assessments are required for all operatives who drive for business to identify hazards. Drivers will be risk assessed on the type of work they carry out, shift patterns and distances travelled. Driver behaviour will also be monitored with telematics fitted to the vehicle, which will rank drivers on speeding events, idling times, harsh braking and turning. Drivers who show persistent poor driving behaviour may be invited to a meeting with their line manager. If you attend such a meeting you will be presented with a form at the end detailing the reason for the meeting and the agreed outcomes which you must sign and return to your line manager. The diagram below displays an example of one of the systems we use.
Evaluating the risks
In order to ascertain which individuals are at greatest risk, Keltbray needs to consider both existing and potential future risk factors. There are a number of elements that need to be considered as part of the risk analysis:
– Driving experience
– Licence details
– Incident record
– Age
– Mileage
– Medical history
– Behavioural types
– Attitude to driving
If a driver's job role or personal circumstances change (including pregnancy), this may result in a new risk assessment being undertaken.
OptiDrive indicator
4.2
CYCLISTS
The number of cyclists seriously injured has increased faster than the increase in cyclists out on the road.
– Look out for cyclists, especially when turning – make eye contact, if possible, so they know you've seen them
– Use your indicators – signal your intentions so that cyclists can react
– Give cyclists plenty of space when over taking them, leaving as much room as you would give a car. If there isn't sufficient space to pass, hold back. Remember that cyclists may need to manoeuvre suddenly if the road is poor, it's windy or if a car door is opened
– Always check for cyclists when you open your car door
– Advanced stop lines allow cyclists to get to the front and increase their visibility. You must stop at the first white line reached if the lights are amber or red and allow cyclists time and space to move off when the
green signal shows
– Follow the Highway Code including 'stop' and 'give way' signs and traffic lights
– You must stay out of fully and semi segregated cycle superhighways
4.3
HOURS OF DARKNESS
The hours of darkness are defined as the period between half an hour after sunset and half an hour before sunrise. You must be aware of the reduced visibility and increased fatigue due to levels of concentration. You must ensure all your sidelights and rear registration plate lights are lit between sunset and sunrise. You must not use any lights in a way which would dazzle or cause discomfort to other road users, including pedestrians, cyclists and horse riders. You must not use front or rear fog lights unless visibility is seriously reduced. You MUST switch them off when visibility improves to avoid dazzling other road users.
Use the vehicles horn only while your vehicle is moving and you need to warn other road users of your presence.
Never sound your horn aggressively. You MUST NOT use your horn while stationary on the road when driving in a built-up area between the hours of 11.30 pm and 7.00 am except when another road user poses a danger.
4.4
WEATHER CONDITIONS
– Before you set off check the windscreen and windows are completely clear
When driving in icy or snowy weather, drive with care, even if the roads have been treated
Keep well back from the road user in front, as stopping distances can be ten times greater than on dry roads
Drive extremely carefully when the roads are icy. Avoid sudden actions as these could cause loss of control
– You should reduce your speed when visibility is reduced due to fog, heavy rain, bright sunshine and snow
4. Behavioural requirements cont.
4.5
FUEL-SAVING TIPS
1.
Drive smoothly. Aggressive driving and braking suddenly can increase your fuel consumption by as much as 40% and produce five times more toxic emissions. Hard acceleration, sharp breaking and aggressive driving all use more fuel as well as being more dangerous
Anticipate traffic situations by looking and thinking ahead, as this will:
– Help maintain a steady fuelefficient speed
– Reduce the need for heavy braking and acceleration
– Enhance a relaxed driving style and reduce stress
– Enable a co-operative and safer driving style
For those with manual vehicles use the correct gear. The higher gear you drive in, the lower your engine speed is, which can improve fuel efficiency. So change up a gear whenever you can, without stressing the engine. Do not drive fast in lower gears and use 6th gear if you have it, where possible, and especially on the motorway.
2.
Keep your tyres at the right pressure – Correctly inflated tyres are safer and last longer. A tyre that is under inflated by just 1psi can reduce fuel efficiency by as much as 3%. An under or over inflated tyre will wear more quickly and is also more susceptible to failing. The best time to check your tyre pressure is when it is cool outside or in the morning after your car has been sitting for several hours without driving.
3.
Avoid carrying excess weight –For every extra 100lbs (45 kg) you carry your fuel efficiency can drop by 1-2%. So keep your boot or back seat clear of unnecessary items that just add weight to your vehicle.
4.
Plan your trips and driving routes to avoid traffic congestion. Backedup traffic and redundant trips cause you to be on the roads for a longer time, burning more fuel. Restarting your engine uses less energy than ten seconds of idling, so switch off if you are in a long queue. Avoid rush-hour traffic if possible. When planning your trip use a route finder such as the AA Route Finder or Google if you do not have the benefit of a 'satellite navigation' device or similar.
5.
Keep an eye on your fuel consumption – the more aware you are of the amount of fuel that you use, the more you can do to try to reduce your fuel consumption. If you notice that your fuel efficiency is decreasing it could indicate a problem.
Drive off straight away rather than leaving the engine idling to warm up. Keep in mind that you will be using at least 20 percent more fuel when you are travelling at 70mph than you would driving at 55mph. Minimum emissions occur between 40-60mph and increase with higher speeds.
6.
Avoid using the air conditioning when you first get into your hot vehicle. Try to drive with the windows open to let out the hot air and let in a fresh breeze. Air conditioning reduces fuel economy by 10-20% so use it in moderation. Keep the windows closed when you are using the air conditioning. Use a sunshade to keep your car cool or park in the shade when it's warm. Shut off the air conditioning and other power accessories before turning off your engine – power consuming accessories such as this can increase the load on your engine upon starting, which in turn increases the fuel consumption.
Keltbray vehicle inspections
5. Inspections
5.1
DAILY VISUAL CHECKS
5.1.1 Fuel/oil leaks
Check for signs of leaks on the road, before starting the vehicle and check the engine bay for any evidence of leaks.
5.1.2 Windscreen and wipers (daily visual)
Your vehicle windscreen is far more than just a piece of glass to keep the wind and rain out. A clean, clear windscreen is essential for good vision but a bonded windscreen is also an integral part of the vehicle body shell and contributes towards overall strength and stiffness. You can improve vision a lot, particularly when the sun is low in the sky, by making sure that the windscreen is clean on the inside and outside. Keep the screen wash topped up using a good quality screen-wash additive to help clean the screen all year round as well as reduce freezing in cold weather.
5.1.3 Cab controls
Check that all controls are intact and easy to reach.
5.1.4 Coolant level
Check the coolant level in the reservoir tank when the engine is cold. If the coolant level is below the 'MIN', add coolant up to the 'MAX' level.
If the reservoir tank is empty, check the coolant level in the radiator when the engine is cold. If the coolant level is not at the top of the radiator, fill with undiluted coolant up to the filler opening and also add it to the reservoir tank up to the 'MAX' level.
5.1.5 Doors/door locks
All vehicle doors should be secure and close properly. All door locks should be operational.
5.1.6 Bodywork
All body panels should be secure and not liable to fall off. The bodywork should have no sharp edges and be undamaged.
5. Inspections
cont.
5.1.7 AdBlue® check
Check the AdBlue® level if fitted to your vehicle. The AdBlue® solution is stored in a tank positioned near the vehicles conventional fuel tank, accessed through a cap usually found at the rear of the car; its location will depend on the model. The system works by injecting minute amounts of the solution into the exhaust system when the engine is running. The chemicals in AdBlue® break down the polluting NOx emissions into harmless water vapour and nitrogen gas.
AdBlue® belongs to the lowest water pollution hazard category but is a skin irritant and a corrosive liquid that can cause injury if it touches the skin, eyes or respiratory organs. Please refer to your vehicles handbook for further information.
5.1.8
Windscreen wash
Make sure the washer bottle has enough fluid. Fill the bottle to the neck using windscreen washer fluid or water. During winter months water is likely to freeze so make sure 50% windscreen washer fluid is added.
5.1.9
Speedometer
Check the speedometer is operating and can be seen from the driving position. The law requires motor vehicles to have a functional speedometer.
5.1.10
Warning lights
Report all illuminated warning lights on your dashboard.
5.1.11
Tyres (daily visual)
Tyre tread depth must be greater than 1.6mm across the central width, throughout the entire circumference of each tyre for vehicles up to 3,500kg. The illustration below graphically illustrates where to measure the thread depth.
Tyres must be checked for damage, sufficient inflation and that no cord is visible anywhere on the tyre. All wheel nuts must be checked that none are missing or insecure. Unsafe or illegal tyres can result in three penalty points per tyre.
– It is important to visually check the condition of tyres on a regular basis
– Lumps and bulges may indicate the tyre has been damaged internally. If there is any doubt as to the tyres condition then the tyre should be immediately removed from service until it has been checked by a suitably qualified tyre expert
– Any cut to the tyre, which is deep enough to reach the internal structure renders the tyre unsafe. It should be replaced or where appropriate repaired
– Tyres deteriorate with age and if cracking or crazing is present it may indicate that the rubber is perished and the structural integrity cannot be assured. The tyre should be immediately removed from service until it has been checked by a suitably qualified tyre expert and if there is any doubt replaced
How to measure the thread depth
3/4 of
5.1.12 Checking tyre pressure
The recommended tyre pressures for your vehicle will be found in the vehicle handbook or on a placard mounted on the vehicle e.g. behind the petrol filler cap or on the driver's door pillar.
Always check pressures when the tyres are cold, never adjust tyre pressures during or immediately following a journey.
Check tyre pressures every two weeks and adjust when necessary.
Low tyre pressures reduce the tyre's performance and increase fuel consumption.
5.1.13 Steering and horn
Check horn control is accessible from driver seat and is fully operational. Check that steering has no excessive play.
5.1.14 Exhaust/Catalyst
Exhaust must be checked for excessive smoke, noise and that it is secure.
5.1.15 Brake Fluid level
Check that brake fluid levels are between minimum and maximum levels. If the fluid is added frequently, the system should be thoroughly checked by a competent mechanic because the system may have developed a leak.
5.1.16 Lights/Indicators
Check all required lights are fitted and working. It will be quicker, if you have a colleague to help, with this or you could have a fixed mirror in your yard so that lights can be checked from the cab?
5.1.17 Mirrors and glass (daily visual)
All mirrors that should be there are properly aligned and secure, that the view of the road is not obscured in all directions by damaged glass or obstructions such as stickers.
Depending on size and position a chip on your windscreen can be a distraction or even impair vision. Damage of up to 40mm across can sometimes be repaired, depending on where in the screen it is situated. If the damage is right in front of the driver – in the
area known as the 'A zone' – only damage up to 10mm can be repaired. This is slightly less than the size of a five pence coin. If ignored, small chips can grow and become irreparable.
Depending on where it is located, some windscreen damage will result in an MOT failure if not attended to. The screen is divided into two areas for the purposes of the MOT.
Immediately In front of the driver (The 'A-zone' – a 290mm wide band centred on the steering column and bounded top and bottom by the wiper swept area) – damage larger than 10mm across will normally result in a failure.
Elsewhere on the windscreen –damage larger than 40mm across will normally result in failure.
5.1.18 Seat Belts
Seats must be secured and seatbelts operate correctly and free from damage and cuts. Seat belts must be worn at all times in the front and rear of the vehicle, whether you are driving or a passenger.
In a crash you're twice as likely to die if you don't wear a seatbelt. Drivers caught without a seatbelt face on-the spot fines of £100. If prosecuted, the maximum fine is £500.
5.1.19 Battery
– Check the battery for cracks and bulges in the casing. This is indicative of a failing battery
– Check the battery terminals for corrosion. This will appear as white or rust coloured material on the battery terminals/connectors
5.1.20 Engine Oil level
You should check your vehicle's oil at least once a week to make sure that there's enough oil and that it isn't contaminated. Oil reduces the friction in your engine and keeps it running smoothly. When you check your oil, if it is dirty or smells of gasoline, it should be changed. If your oil looks clean enough but only reaches the Add level on the dipstick, you need to add oil.
5.1.21 Steering Fluid level
It's best to check your power steering fluid when the engine is cold, but some cars have markings for checking it hot or cold.
5.1.22 Work lamps/beacons
Check that Lights and amber beacons are secure and in working order.
5. Inspections
cont.
5.1.23 Vehicle loading
You must ensure your vehicle is not overloaded. Overloading puts massive strain on vehicle tyres and makes the vehicle less stable, difficult to steer and take longer to stop. It is also illegal. Be careful not to mix up Gross Vehicle Weight (GVW) with Gross Train weight (GTW). The GVW is the maximum permitted weight of the vehicle (plus any load it is carrying), while the GTW is the maximum permitted weight of the vehicle plus any trailer being towed (plus any load being carried in the vehicle and trailer).
Sufficient load anchorage points should be provided. The sum of the capacity of the anchorage points on both sides of the vehicle (assuming that they are evenly distributed) should not be less than the maximum rated load of the vehicle. There should be a minimum of three on each side. Thus a 3.0 tonne rated load would require at least three per side each of 0.5 tonne capacity.
5.1.24 Brake check (visual)
Check the brake pedal is free from damage and there is adequate anti-slip provision.
5.1.25 Brake check (operational)
With the engine started check the brake operates. Check that the foot and parking brake works and does not have excessive travel.
5.1.26 Park Brake (operational)
– Apply the foot brake; this will stop the vehicle from rolling forwards or backwards
– Release the hand brake and then reapply it
– Remove your foot from the foot brake; if the vehicle remains stationary and the handbrake hasn't travelled too far upwards then everything is OK
– If the car starts to roll or the hand brake is at an angle of more than 70% then you should report it as a defect to get the problem corrected
5.1.27
Tow Bar / Tail Lifts
Tow bars must be secured and any trailer is correctly and securely attached with all electrical connections working correctly. Tail lifts must be secure and must be thoroughly examined every six months.
5.1.28
Fire Extinguishers
– Mounted in an easily accessible place, no debris or material stacked in front of it
– Safety pin is in place and intact. Nothing else should be used in place of the pin
– Label is clear and extinguisher type and instructions can be read easily
– Handle is intact and not bent or broken
– Pressure gauge is in the green and is not damaged or showing 'recharge'
– Discharge hoses/nozzle is in good shape and not clogged, cracked, or broken
– Extinguisher was turned upside down at least three times (shaken) monthly
– Ensure that the fire extinguisher is in date and tested annually
– Under ADR and COG Regulations – a minimum of a 2kg dry powder extinguisher must be in place
5.1.29 First Aid Kit
Check your First Aid kit is adequate, complete and readily available for use in an emergency.
5.1.30 Waste Box seal
Please inspect the waste box seal for damage and to ensure integrity of rubber. To ensure compartment is air tight.
5.2 WEEKLY CHECKS
5.2.1 Reverse Alarm
Check that the reverse alarm is operational and checks are not to be completed during antisocial hours. The device must be audible and spoken words understood.
5.2.2 Cameras
Check that the all cameras are operational and clear of anything obstructing vision.
5.2.3 Reverse Sensors
Vehicles sensors should be checked to be sounding when reversing, and to be in good condition.
5.2.4 Reverse Beeper
Test the reverse bleeper to be sounding when selecting reverse gear on vehicle and checks are not to be completed during antisocial hours.
5.2.5 Jack/Wheel Brace
Check the vehicle has been supplied with a jack and brace, and they are in good working order.
5.2.6 Cables
Inspect under body of vehicle that no cables are hanging down.
5.2.7 Exterior clean
Vehicles exteriors should be kept clean as much as possible. The condition of the vehicle reflects on the Company and yourself.
5.2.8 Heater | Air Con
Test heater and air con for temperatures emitted along with any unusual noises.
5.2.9 Hoses (visual)
Inspect hoses for corrosion and leaks.
5.2.10 Hazchem Plate
Whilst carrying hazardous substances display a Hazchem
plate at all times. They should be displayed at the front and rear of the vehicle.
5.2.11 Drive
Shaft/Gaiter
Visually inspect drive shaft for cracks and the gaiter for splits and leaks.
5.2.12 Interior Condition
No objects should be stowed in the vehicle cab in such a way that could prevent view ahead, or to the right or left sides, or to the rear. Objects must not obstruct the free movement of your arms or legs, and which could prevent access and use, of controls required for emergency situations, or exit of any person from the vehicle cab.
Keep the interior clean for the safety and comfort of you and your passengers.
5.2.13 Clutch
–
Make sure you try all the gears (including reverse) and there's no 'crunching'
– Check the clutch biting point – if it's near the top this may indicate that a new clutch is needed soon
–
With an automatic car, make sure the gear changes are smooth, immediate and almost silent. And check that if you put your foot down on the accelerator – for example when overtaking – the gear box is forced to change gear.
5.2.14 Spare wheel
Check the vehicle has been supplied with a spare tyre or run flat. Check the condition and ensure it is secure.
5.2.15
Tremcard
A Tremcard or a Transport Emergency Card, as it is also known as, is a document that is used when transporting dangerous goods. The Tremcard contains important safety information about the vehicles load. In an emergency scenario, the driver of the vehicle or rescue personnel can refer to the Tremcard to determine what
dangerous goods are being transported and how the load should be treated. If there are different types of dangerous goods being transport on the same vehicle, then a Tremcard will be required for each type of dangerous item.
5.2.16 Engine noise
You should report any abnormal and excessive noise in the engine bay.
5.2.17 Air Test
Vehicles carrying and working with asbestos must have the compartments air tested once a month.
5.2.18 Spare registration plate
Vehicles frequently carrying trailers should hold a spare registration for use on trailer during towing.
5.2.19 ADR Kit
Under ADR regulations – Vehicles carrying dangerous goods should be equipped with:
– Gloves
– Eyewash x 2
– Goggles
– Hazard warning triangles x 2
– Hi-vis waistcoat
– Neoprene drain seal/cover
– Two-part anti-static shovel
– Safety torch including batteries
– 20L oil and fuel spill kit
– First aid kit
– Fire extinguishers
– Wheel chock suited to the size of the vehicle
– Number/Marker plates: – Check that number plates are fitted in the correct position and all digits are clearly visible
– Where trailers are used the trailer must display the number of the Vehicle at the rear
– When carrying dangerous goods marker plates must be shown
