The Corporate Lead Officer – People and Organisation reported that the development of these two new policies by People & Organisation Service had been in collaboration with Highways and Environmental. Both polices had been subject to consultation with the relevant Trade Unions and their amendments had been incorporated where appropriate.

The purpose of all staff policies and procedures was to clearly set out the behaviours, processes and procedures required of staff, how they can gain advice or support and, where applicable, the consequences of not adhering to the policy and/or procedure.

In relation to the Driving at Work- Council Fleet Policy it was reported that

A Fleet and Driver Risk Management review was undertaken by a consultant on behalf of Zurich, the Council’s insurance company. Its main purpose was to review the Council’s policies and arrangements against best practice standards and to provide recommendations that assist with ensuring compliance, protecting our workforce from harm, and reducing the risk of incidents.

A key recommendation of the Review was the introduction of a Driving at Work Policy with embedded Driver Agreement which provides “clear unambiguous expectation as to driving standards”. The Driving at Work – Council Fleet Policy was one of a suite of initiatives aimed at standardising recording and compliance across the vehicle fleet and achieving driving standards which improve driver and passenger safety, the number of fleet related incidents and accidents. Other initiatives include the introduction of a driver training e-learning module and robust checking systems for vehicles and licences.

It was stated that the Driving at Work – Council Fleet Policy introduced the following:-

•Driver/Plant Operator Agreement to be signed on an annual basis;

•The requirement to inform their manager of any change in health or physical/sensory impairments and an annual health assessment

•With cause drug and alcohol screening

•Employee paying up to £250 contribution to insurance excess costs, following a disciplinary procedure, if the damage is caused as a result of their negligence or driving without due care and attention

In relation to the Driving at Work - Use of Private Vehicle (Grey Fleet) Policy, it was reported that the Policy sets out the expectations of those employees who use their private vehicle for Council business purposes. An e- learning module would also be developed to complement the policy.

The Driving at Work – Use of Private Vehicle (Grey Fleet) Policy introduced the following:-

•Private Vehicle user Declaration to be signed on an annual basis;

•The requirement to inform their manager of any change in circumstances which may affect the use of a private vehicle for work purposes

•With cause drug and alcohol screening

•Employee confirming that their vehicle is roadworthy, is MOT certificated (where appropriate) and correctly insured for business purposes.

Following discussion and questions from the floor, it was AGREED to

DEFER the recommendation of approval of the policy to Cabinet; in order to consider the points raised by the Councillors at the meeting to include the following :-

•           In relation to the stipulation that “Drivers must ensure that they, and all passengers, are wearing seatbelts as required by law and Council policy”- Members were of the opinion that this should not be the responsibility of the driver, it should be the responsibility of the individual to wear a seatbelt; and that the policy should be amended accordingly;

•           That further consideration should be given to the stipulation that “Employees who are found to have caused damage to either an item of the Council Fleet, third party vehicle or property through negligence or driving without due care and attention may be liable, following a disciplinary hearing, for an amount of up to £250 as a contribution to insurance excess costs” . In members opinion the employee should not be liable to contribute the £250.00 but rather be provided training, a written warning and disciplinary action if employee was not suitable for the position in question. It was a matter for the Magistrates Court to determine if the employee was guilty of the offence and not the Council;

•           That employees who carry clients as passengers especially during the night in their private cars be also included within the scope of the policy (point 3);

•           Consideration be given to the fleet drivers being given advanced driving training by RoSPA, as this could reduce the insurance premium for the authority, it was agreed that this recommendation would be passed on the CLO –Highways and Environmental Service who had responsibility for the Council’s vehicle fleet;

•           That following the amendments stated and subject to possible further Trade Union input, that the Policy would represented to Committee for further consideration