ROAD TRAFFIC INCIDENT MANAGEMENT POLICY

Purpose

The purpose of this policy statement is to ensure the consistent reporting and management of road traffic collisions, incidents and near misses to enable actions that reduce both ‘driver at fault’ and ‘driver not at fault’ road collisions.

Scope

Managing risks associated with driving is the joint responsibility of senior management, operations, fleet management and driving staff. This policy applies to all staff responsible for any aspect of the post-collision, incident or near miss process including training staff and all driving staff.

Policy Statement

Road traffic collisions have the potential to cause death or serious injury and can affect the operating costs and reputation of our organisation significantly. It is therefore the responsibility of this organisation to understand the direct and underlying causes of collisions and implement measures to prevent their reoccurrence.

We expect all our drivers to maintain high driving standards on the road. This means operating within the law, driving with consideration for others and ensuring our vehicles are safe and roadworthy at all times.

Our policy is to ensure that all road traffic collisions, incidents and near misses are reported, documented, investigated and managed in a consistent way. This enables us to better understand the risks our drivers face in order that we can reduce the number and severity of all vehicle collisions.

When a driver is involved in a road traffic collision, incident or near miss it is essential that the investigation process is followed to ensure: ▪ Collisions are managed safely, legally and reported to the relevant authorities promptly ▪ Incident facts are collated accurately and recorded correctly (including people involved and property damaged)
▪ Drivers involved are assessed for wellbeing and competency to ensure they are fit and able to return to driving duties

▪ Vehicles involved in collisions are repaired to a safe and legal state prior to being returned to the road
▪ Incidents are fully investigated to determine both primary and contributory factors
▪ Incident facts are analysed to determine and implement any remedial actions that may prevent similar incidents occurring in the future

Management responsibilities for incident management have been documented. We have appointed a Road Risk Champion as the person responsible for the maintenance of this policy, its communication and implementation.

Roles and responsibilities

Road Risk Champion

Glen Parnell is our Road Risk Champion is responsible for ensuring that:
▪ The road traffic incident policies, procedures and responsibilities are developed and communicated effectively across the organisation ▪ Ensure the policy is reviewed at least every 12 months and more frequently if necessary
▪ All staff are conversant with all procedures and documentation outlined in this policy and that the policy is fully implemented
▪ Operational, management and driving staff are resourced, trained and empowered to conduct the duties
▪ Any related policies, driver performance management and disciplinary procedures are consistent with this policy
▪ All incidents, investigation findings and lessons learned are recorded accurately
▪ Evidence of the investigation is filed securely for future reference
▪ Investigation findings are monitored to identify trends and used to develop, communicate and evaluate in-company road safety campaigns, driver training and other safety interventions
▪ Relevant professionals are consulted over the implementation of remedial action (e.g. disciplinary proceedings, driver assessment and training)
▪ Periodic incident reports are prepared to inform senior management and clients requiring contractual collision reporting

Incident Investigator

Incident Investigators must ensure that they:
▪ Conduct a post-incident investigation, immediately after the event and complete the Post Investigation Report
▪ Gather all relevant information and conduct interviews with the driver and any witnesses
▪ Determine the direct and underlying causes of the collision, incident or near miss through causal analysis
▪ Make recommendations based on the findings of the investigation, to help prevent re-occurrence of this type of incident
▪ Check that a driver that has been involved in a road traffic collision is fully fit and competent for duty prior to any subsequent task ▪ Verify that a vehicle that has been involved in a road traffic collision is legal and roadworthy prior to any subsequent task

Fatigue Management Policy Statement

As part of our overall health and safety policy, RJC recognises that fatigue is a major health and safety risk that we must control effectively. We are fully committed to managing and mitigating fatigue risks, ensure staff receive enough rest to perform their duties safely.

To achieve this, we will

• ❖  Develop and implement a robust fatigue risk management system (FRMS) which will form part of our Safety Management System
• ❖  Commit the necessary resources to develop and sustain the FRMS on an ongoing basis
• ❖  To ensure that fatigue issues are formally raised to the senior management team for discussion and resolution as appropriate
• ❖  Introduce effective controls at individual, job and organisational levels.
• ❖  Ensure all staff representative groups are included during fatigue discussions.
• ❖  Have in place processes to manage and mitigate the risks of the workforce

  becoming fatigued

• ❖  Monitor and review current fatigue controls for continued effectiveness
• ❖  Collect and use the necessary data and it effects, including the fatigue

  reporting system for reporting errors, adverse events and concerns which

  could have a fatigue element.

• ❖  Identify arrangements for training, communication, and information for all staff

  on fatigue issues.

  It is essential that management show commitment to monitoring and managing fatigue and the whole Company co-operates. Managing fatigue will only be realised with the full involvement and commitment of leadership and staff alike at every stage of the process including the creation of an organisational culture in relation to fatigue, where staff and managers feel encouraged to honestly share, discuss and process fatigue issues.

  This Fatigue Management Policy will form part of the company induction with copies being given to every member of staff during the induction.

MOBILE DEVICE POLICY

As part of our overall health and safety policy, RJC is committed to reducing both the risks to our employees when driving Company plant/vehicles and the risks to other road users.

This Policy includes all staff whether they are operating Company vehicles/plant or use their own. Employees using vehicles for work must never make or receive calls or program a mobile device (for example: sat nav units, iPads, iPods, MP3 players, mobile phones, tablets and laptops), whether hand-held or hands-free, whilst driving. This includes sending or reading text messages, notifications or emails from any hand held or portable device.

While there is no specific law that states a driver can’t have headphones on, audio devices can detract from your ability to drive safely. This is because headphones can block out traffic sounds, emergency sirens, level crossing signals and even noise made by pedestrians or cyclists, making you a potential hazard for other road users.

Even when not driving and engaged in other work activity you may, whilst wearing audio devices be:

• Oblivious to other risks around you.
• Unaware of colleagues who require assistance.
• Miss an important safety critical direction.
• Appear unprofessional.Persistent failure to follow this Policy will be regarded as a serious disciplinary matter.

  Senior Managers must lead by example, both in the way they themselves drive and by not tolerating poor mobile device practice amongst colleagues.

  All Drivers must ensure:

• They do not to answer calls, send text messages or emails whilst they are driving.
• They understand their responsibilities not to use a hand-held or hands-free mobiledevice whilst driving and that either:
  • phones are diverted to voicemail.
  • phones are switched them off.
  • passengers are asked to answer calls.
• Journeys are planned to include driving breaks which provide opportunities to check messages and return calls.
• Do not program or use any interactive feature on a sat nav whilst driving – if a route needs to be re-planned whilst driving then employees must pull over at a safe designated location and switch off the engine before re-programming the route; alternatively, a passenger may reprogram the route
• Employees must not wear headphones/Audio Devices whilst driving or engaging in other work activity’s this includes walking around site.All Managers must ensure:

• Ensure that drivers of HGV vehicles use navigation devices which take into account

height and weight restrictions when planning a route, if any other system is used then sufficient prior route planning must be conducted to ensure that the vehicle is compliant with all height and weight restrictions along its intended route

Drivers Working Hours Policy Statement Road Haulage Services (Rail and Non Rail)

All vehicles over 3.5 tonnes with a basic speed more than 30kph (generally) and new vehicles in this category, will be fitted with tachographs as standard.

When responsible for driving a vehicle for which a tachograph is required:

• The working week commences at 00:00 on Monday, ending 23:59 Sunday.
• Daily driving limit of 9hrs (can increase to 10hrs twice per week).
• Maximum of 56 hours driving in any one week.
• Breaks of 45 minutes must be taken prior to completing 4.5 hours of continuous driving(this may be split but only into periods of 15 and 30 minutes.
• No work may be undertaken during a break.
• No more than 90 hours in any two consecutive week periods.
• In every 24 hour period, 11 hours of rest (consecutive) must be taken – this may bereduced to 9 consecutive hours on no more than 3 occasions in any one week.
• Breaks and rest may be taken in the driver cab, if suitable sleeping facilities areinstalled.
• Daily rest may be split (no less than periods of 3 hours and 9 hours)
• Weekly rest periods of at least 45 hours after each 6 consecutive 24 hour periods.
• Weekly rest periods may be reduced to 24 hours but must include 45 hours in any twoconsecutive week period.
• Double Manning – both drivers must have taken a daily rest period of at least 9 hourswithin 30 hours of finishing a daily/weekly rest period.
• When a driver is transported by ferry, the daily rest period may be interrupted not morethan twice, for not more than one hour in total.

  This Working Hours Policy will form part of the company induction with copies being given to every member of staff during the induction.

  PTS Certified staff who are engaged on rail projects in work activities that fall outside of the EU and UK Drivers Hours legislation, shall be managed under the RJC fatigue risk management system as detailed in our Fatigue Management Policy Statement.

DRIVING AT WORK POLICY

RJC Low Loaders Ltd has a moral duty to protect employees engaged in driving duties, but also has a duty of care for other road users and members of the public who could be at risk by work related activities, under the Health & Safety at Work Act and various UK Road Traffic Acts.

The provision and use of road vehicles is absolutely necessary for the survival and success of the company’s business. These vehicles are ‘tools of the trade’ and must be managed, maintained, and used so that the company complies with all health and safety laws. These laws apply to ‘on the road’ work activities as much as they do to all other work activities.

Serious or fatal consequences can be caused to members of the public, the employee or the company due to human error or misuse of a company vehicle.

The results of improper or careless vehicle use include increased costs and inefficiency, imprisonment or serious or fatal injury. By carefully managing the vehicles and the users of them, it is possible to increase safety, avoid injury or fatality, increase efficiency and also profitability.

Driving fatigue and tiredness

Many road traffic accidents are caused by tiredness. Avoid driving directly after a heavy meal or particularly strenuous work and stop in a safe place for regular breaks before fatigue sets in.

Fitness and health

You must inform the company of any health conditions that may affect your ability to drive safely.

Driving whilst under the influence of drugs or alcohol is strictly prohibited and subject to disciplinary action, including possible termination of employment. Before driving, seek medical advice if in doubt as to the effect of any prescribed medication that you are taking.

If glasses or other corrective devices are necessary for driving, these must be worn.

Driving position

Ensure the vehicle seat height, lumbar and head restraint, etc, are correctly adjusted, along with the steering wheel and mirrors so that you are in a comfortable position whilst driving. Posture is important in avoiding injuries such as back and neck strains.

In adverse weather conditions, such as fog or icy roads, it is recommended that you either delay your journey or cancel the travelling.

Safety belts must be worn at all times.

You should be fully conversant with the Highway Code; a copy is available from the office. Attention must be paid regularly, preferably weekly, to check oil, lights, tyre condition and tyre pressures, steering, brakes, windscreen washers and wipers, and the condition of the vehicle generally. Always ensure your load is secure before leaving site.