Minibus Operation – Code of Practice - Sunderland …sunderlandschools.org.uk/index.php/dropfilesfiles/535/...Council Health and Safety Policy Part 3.27 – Procedural Arrangements

Council Health and Safety Policy

SPM

Minibus Operation – Code of Practice Minibus Operation – Code of Practice Distribution: For the attention of all Directors, Heads of Service, Managers, Supervisors

and Employees, including Trade Union Representatives

Introduction The Council has a range of minibus operations, with some drivers specifically employed as minibus drivers, and others who drive occasionally, as a consequence of their work. In some circumstances, volunteers who are not employees, may be asked to drive. The Council’s aim is to ensure that all drivers are competent to drive a minibus under the range of conditions that may be expected of them. This is to ensure the safety of passengers and other road users, and enables the Council as an employer to comply with its wider duties under health and safety law. Regardless of circumstances, all drivers are doing so, out of or in connection with the work of the Council, regardless of whether they are employed specifically to drive a minibus. All must comply with the requirements of this Code of Practice. Specifically, regarding license arrangements, in the absence of a Court interpretation, the arrangements in this Policy are based on the advice of City Legal Services, last revised in October 2006. Contents

Drivers and Escorts Page 8 Driver ResponsibilitiesPage 9 Journey PlanningPage 9 Drivers HoursPage 11 During the journey,

motorwaysPage 12 AccidentsPage 12/14 EscortsPage 15 Pre-Drive ChecksPage 16 Endorsement codesPage 18 Use of Passenger lifts and

ramps

Managers and Supervisors Page 2 Risk assessment for

minibus operationsPage 2 The MinibusPage 3 Maintenance Operations,

MOT, and documentationPage 4/5 Drivers, age, licensing

arrangements and medicals, Accident Reporting

Page 5/6 Driver competency, assessment and training

Page 6/8 Passenger lifts and rampsMaintenance, examination and testing

underland City Council art 3.27 – Procedural Arrangements March 2007 1 inibus Operation – Code of Practice


Part 3.27 – Procedural Arrangements (06th March 2007) 2 Minibus Operation – Code of Practice

Section 1 – Managers and Supervisors Risk Assessment This section gives advice on control measures relevant to significant and foreseeable risks associated with minibus operation. Managers and supervisors must use it to develop local recorded procedures, and service specific risk assessments. These must be communicated to drivers, escorts and others involved in minibus operation. Journey planning is an inherent part of your risk assessment. Risk assessments for journeys must take account of travel distances, driving hours and the number of drivers required. For longer journey’s (more than 60 miles/2hrs) firstly consider if use of the minibus is most appropriate form of transport. In these cases, serious consideration must be given to the use of a professional coach operator. Where a decision is taken to use a minibus, additional drivers must be provided and rest breaks calculated as part of your risk assessment. Your risk assessment needs to take into account the type of journeys made by your minibus. However, it’s unnecessary to carry out a written risk assessment for every journey; for example; A minibus makes regular trips between Adult Services premises around the City. A generic risk assessment is adequate for this sort of activity, where nothing much changes in terms of the hazards encountered and level of risk. The driver and escorts carry out dynamic risk assessment and act accordingly, without having to record the process. A minibus is taking a group of pupils to the Lake District. The group contains 2 pupils with special needs. A generic assessment can be carried out, for this trip, but must be supplemented by a specific risk assessment to take account of factors such as the time of year, weather conditions, procedures in the event of breakdown etc. These would be very different in winter months with dark evenings and colder weather than in the summer. The risk assessment must be approved by the person who has overall responsibility for the passengers and communicated to all supervisory staff. The Minibus The minibus may be owned, leased, or hired. Managers and supervisors are advised to contact City Procurement Services who can advise on sourcing a suitable vehicle at the best price. If not specified as standard items, the following should be carried at all times:

• Fire extinguisher – 1Kg dry powder* (1 as a minimum) • Warning triangle • First aid kit • High visibility vest for driver and escort to EN471 – Class 3 • Seat belt cutter



*Advice from the Council’s Fire Safety Advisers is that drivers should not attempt to tackle vehicle engine fires, due to the high level of carcinogenic products given off. Employees must only use an extinguisher for a fire that does not involve the engine, or for personal safety, if trapped in a burning vehicle. Evacuating the passengers and driver to a place of safety must always take priority over fire fighting. Minibus Maintenance Managers must either co-ordinate maintenance or servicing operations themselves, or nominate an individual to take responsibility for ensuring that regular servicing is carried out. This must be in accordance with the Manufacturer’s recommendations, ensuring that daily and weekly service checks are carried out. Servicing must extend to tail lifts etc. which have additional statutory service requirements regarding 6 monthly inspection, examination and testing under the LOLER Regulations. See the relevant section later in this Code of Practice and Council Health & Safety Policy on LOLER. MOT Test & Documentation Every minibus requires an annual MOT test from the first anniversary of its registration date. A minibus with 13 or more passenger seats requires a Class V test which can only be conducted at designated testing stations or LGV testing stations. A minibus with 12 or less passenger seats only requires a normal car (Class IV) MOT Certificate and can be tested at any garage with MOT test facilities. Vehicle records must be kept for the life of the vehicle. The records below must be kept as long as employees are with the Directorate or Service.

• All documents relating to the vehicle; • Operating log; • Accident/incident records; • List of authorised drivers and license checks; • Training records; • Medical check records; • Maintenance/Safety Checks.

Insurance “The Council’s Insurance Policy covers minibuses owned by, or leased, or hired, to the Council, but only whilst used on Council business. To ensure insurance is valid, Managers must operate a list of authorised drivers for their work activities. Authorised drivers are those who fall within the criteria of this Code of Practice in terms of age, licensing, health (fitness to drive) and competence. Where appropriate, managers must check that the insurance policy covers unusual situations such as travel outside of the United Kingdom or towing a trailer.

http://cityweb/directorates/corporate-services/personnel/docs/Corporate H&S Policy/Part 3.29.pdf




For details about the specific cover contact the Council’s Insurance and Risk Management Service 0191-553-5090. Drivers and Licensing All drivers must;

• be 21 years of age, or over and hold an appropriate license, relevant for the size of the minibus.

• have 2 years post test experience, (in a car) before they are eligible for minibus driver assessment or training

• have a Medical from the Occupational Health Unit, and, thereafter every 3 years, as per your directorate procedure;

City Legal Services have confirmed that, because of the contractual arrangements of their contracts of employment, there are no Council employees classed as a volunteer drivers, under existing DVLA license arrangements, or Section 19 Permits. If you operate a minibus, “for hire or reward”, City Legal Services can advise on an application for a Section 19 Permit. Operation of a Section 19 Permit does not affect licensing requirements for volunteers described below. Car Driving Test Passed Before 1st January 1997 If a driver passed their driving test before 1st January 1997 and have D1, not for hire or reward category, they can drive minibuses of between 9 -16 passenger seats (where necessary with a trailer up to 750kg) in the UK, but not in mainland Europe. If a driver has D1 + E on their license they can drive combinations of minibus and trailer, where the minibus has between 9 -16 passenger seats, and its trailer has a Maximum Authorised Mass (MAM) of over 750kg. This is provided that the MAM of the minibus and trailer does not exceed 12,000kg, and the MAM of the trailer does not exceed the un-laden mass of the minibus. The Maximum Authorised Mass is the total weight of the vehicle plus the maximum load it can carry. This is sometimes known as gross weight and is shown on a plate on the vehicle.

Drivers must undergo a formal system of driver assessment. This may be carried out by the Council’s Driver Assessor who can be contacted in the Insurance & Risk Management Section, or a competent training provider identified by a Directorate. This re-training/assessment must be refreshed periodically, or where there is reason to believe a driver needs retraining/assessment. Car Driving Test Passed From 1st January 1997 If a driver passed their car driving test (category B license) from 1st January 1997;

• they can drive vehicles with up to 8 passenger seats, on their existing license;



• to drive a minibus with between 9 and 16 passenger seats a driver must pass a

Driving Standards Agency (DSA) theory and practical driving test. Obtaining a Medical Medicals can be arranged by telephoning the Council’s Occupational Health Service on 0191-553 2970. As well as being reviewed every 3 years a medical must also be reviewed more frequently, where identified by clinical need. It can be carried out in the Occupational Health Service in Sunderland, or at your premises using the mobile health unit. Drivers who develop, or have medical conditions, which may affect their entitlement to drive a minibus, must inform their manager and be withdrawn from driving duties, on full pay, until medical approval to resume driving is approved by the Occupational Health Service. These arrangements are best managed by nominating one person within a Directorate or establishment to co-ordinate this, where necessary, with managers of premises where minibuses are operated. Obtaining a Minibus Driver Licence Where drivers are required to do so under licensing arrangements, they must apply to the DVLA for a provisional license to drive a PCV. Once they have this provisional license, if they wish to gain experience in a vehicle, they can drive an empty minibus, but must be accompanied an employee holding the equivalent, Full Minibus License (PCV D1). To obtain a provisional license, obtain an application form D1, Medical Form D4 and information sheet D100 from main Post Offices. The D4 medical form should be signed by a member of staff from the Council’s Occupational Health Physician. The PCV Minibus theory test costs £20.50. The PCV minibus practical driving test lasts 90 minutes and costs £76 on a weekday, or £94 on a Saturday, or an evening. Check the Driver Standards Agency Website for changes. http://www.dvla.gov.uk . In the Event of an Accident Managers and Supervisors must ensure that all accidents and near misses, are reported, in accordance with their Directorate Procedures. If a minibus is involved in an accident, the driver must complete the Council’s IR1 Incident Report Form, regardless of whether the vehicle was damaged or people were injured. Drivers must not admit any liability. Send the original to the Corporate Health & Safety Team at the Civic Centre. If anyone is seriously injured (taken to hospital) the Corporate Health & Safety Team and Insurance Services must be notified by telephone as soon as practicable. Out of office hours telephone the Civic Centre Emergency Control Room on 0191-5531998. They will contact the Duty Health & Safety Adviser. Driver Assessment For Adult & Childrens’ Residential Services, (excluding education based services) managers should arrange driver training via Transport Services, on 0191-566-1705.

http://www.dvla.gov.uk/



For all other Directorates and Schools, managers should arrange driver assessment through the Insurance and Risk Management Section on 0191- 553-5185. However, in some circumstances, Directorates may wish to identify other competent training/assessment providers. Driver assessment includes:

• Vehicle familiarisation;

• Vehicle checks;

• Emergency procedures;

• Reporting defects;

• Passenger care including disability awareness;

• Procedure for reporting accidents/vehicle damage;

• Use of lifts and ramps (where relevant);

• Loading, unloading and securing passengers travelling in wheel chairs and stowing wheelchairs not in use (if relevant);

• Proper use of seatbelts, harnesses and other passenger safety equipment;

• On road assessment on the types of road likely to be used;

• Journey planning;

• Dealing with luggage and equipment.

Passenger Lifts and Ramps This guidance is for managers on the specification of lifts and ramps for minibus use and day to day operational standards. This includes, user training, maintenance and Statutory Inspection, Examination and Testing. It summarises the requirements for power operated lifts and for ramps are described in the Medical Devices Agency Bulletin MDA DB2003(03). Lifts should comply with BS6109. Lift controls must be clearly marked and accessible from inside and outside of the minibus. Instructions must be clearly displayed. On low floor minibuses, ramps may be a safer alternative to hydraulic lifts.



Driver and Escort Training Anyone required to use a lift, must have undergone appropriate training. Directorate managers and supervisors must develop clear procedures, outlining who is responsible for training operators and ensure that training, and refresher training, is provided by a competent person. Training should cover the following areas:

• Drivers and escorts must be fully trained in all aspects of the correct procedures for the safe use of vehicle lifts;

• Evacuating passengers when the lift has ceased to operate correctly due to

damage or parts/system/power failure;

• Entry and exit during normal procedures and in emergencies;

• Reporting adverse incidents;

• The need to respect each passenger as an individual and ask them what assistance they require;

• Be aware of the specific needs of blind or deaf people or those with communication

difficulties;

• The need to be patient and to move at the individuals pace.

• Explaining to the wheelchair user the sequence of movements that will occur;

• How the attendant should accompany the passenger on the lift if possible, but not overload the lift and never leave someone unattended on the lift.

• Generic and individual wheelchair procedures.

The lift must only be operated when the minibus is stationary and the brakes are on. It must be capable of carrying the heaviest wheelchair, wheelchair user and helper. Any wheelchair with brakes must have them applied when on the lift. Hydraulic testing should be to BS6109 part 2:1989. The passenger should know what the helper is going to do. Electric wheelchairs should be in manual mode and full assistance given to the passenger, especially when the wheelchair has to be reversed off the vehicle. Passengers in wheelchairs should be facing the vehicle while the lift is in operation to reduce the feeling of insecurity. Maintenance It is essential that maintenance is carried out in accordance with the Manufacturer’s recommendations and timescales. Written records must be kept with the vehicle maintenance records. Where a fault develops, the lift must be taken out of use until repairs have been carried out.



6 Monthly Inspection, Examination and Testing This is in addition to routine maintenance. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) require that tail lifts must be subject to inspection, examination and test by a competent person, every 6 months. Thorough and certificated examination of the mounting and operation of the lift and its guards should be carried out at intervals of no more than 6 months. For further information see the Council’s Health & Safety Policy on LOLER. SECTION 2 – DRIVERS Driver Responsibilities Every driver is responsible for ensuring that their vehicle is roadworthy before they take it out on to the road. It is the driver’s license which will suffer if the vehicle is found to be defective and they will be liable to personal prosecution. It is also the driver’s responsibility to ensure the safety (including the use of seat belts) of young passengers. Before every journey, and every time a minibus is used the driver must;

• Plan the journey so that it can be completed safely and comfortably in accordance with passengers’ needs;

• Ensure the minibus is suitable for those being carried;

• Conduct a pre-vehicle safety check;

• Be fit and able to drive;

• Conduct a brake test with the vehicle stationary, testing for pressure on the pedal;

• Conduct a slow speed (5MPH) moving brake test;

• Drivers must never drink alcohol and drive and be aware that it can remain in the

blood stream for up to 24hours;

• Drivers must not drive under the influence of illicit drugs. Drivers must not drive if they are taking prescription medication which adversely affects their driving ability. If in doubt, check with your GP, or Pharmacy;

• Drivers must never use a mobile phone, or other communication device while

driving. The Council's Health & Safety Policy on the Use of Mobile Phones gives detailed advice;

• Drivers must not eat, drink or smoke while in the vehicle;

• Drivers must keep the interior clean and ensure that gangways are kept clear of

cans, rubbish and anything else which could move around and/or cause passengers to trip.


http://cityweb/directorates/corporate-services/personnel/docs/Corporate H&S Policy/Part_3.36.pdf



Journey Planning Journey planning is an inherent part of your risk assessment and for other than short, routine journeys, should be discussed with your manager or supervisor. Risk assessments for journeys must take account of travel distances, driving hours and the number of drivers required. For longer journey’s, (more than 60 miles/2hrs) firstly consider if use of the minibus is most appropriate form of transport. In these cases, serious consideration must be given to the use of a professional coach operator. Where a decision is taken to use a minibus, additional drivers must be provided and rest breaks calculated as part of your risk assessment. A planned journey reduces the risk of drowsiness and falling asleep at the wheel and is more efficient, saving time, money and improving passenger comfort. Inappropriate use of speed is the major cause of road traffic accidents in the UK. Journey planning must allow adequate time for a trip, including rest breaks and foreseeable delays. Crashes caused by tired drivers are most likely to happen;

• On long journeys and monotonous roads, such as motorways;

• Between 2.00 a.m. and 6.00 a.m;

• Between 2.00 p.m. and 4.00 p.m. (especially after eating);

• After having less sleep than normal;

• After drinking alcohol;

• If taking medicines that cause drowsiness; Drivers who drive more than 2 hours after a days work are significantly more likely to be involved in an accident. Drivers Hours With all drivers, there is a presumption that if they are tired or unwell they will not have adequate control of the vehicle and therefore they will pose a risk to other road users and/or your passengers. This presumption is even higher in the case of minibus drivers and those that have a legal obligation to ensure the duty of care and welfare of passengers is maintained. There is both UK and European legislation in place to limit the number of driving hours and work undertaken by minibus drivers in order to reduce the risk to the public.



Which Rules are Applicable?

The UK Domestic Drivers Hours Rules apply at all times when driving a minibus in the UK and Eire.

The EC Drivers Hours Rules apply to drivers of passenger vehicles, which carry 16 or more passengers (excluding the driver) in the United Kingdom. They also apply where you have more than 8 passenger seats and the passenger vehicle is being driven abroad.

UK DOMESTIC HOURS Rest break – Any period that a driver is freely able to dispose of his/her time, when not working during employment, or carrying out other work, for a period of at least 1 hour.

Daily driving limits - not to exceed 10 hours (and applies to time spent at the wheel actually driving).

Daily duty limit - of 16 hours (including rest breaks).

Maximum continuous driving time - of either 5.5 hours followed by a break of 30 minutes; or 8.5 hours (to include a break of 45 minutes) followed by a 30 minutes break.

Minimum rest period - of 10 hours between working days, which can be reduced to 8.5 on not more than 3 days per week.

Minimum period of 24 hours rest is required between any two consecutive weeks.

EU DRIVERS HOURS

Daily driving limit - of 9 hours (NB this may be extended up to 10 hours twice a week) taken between two consecutive daily rest periods or between a daily rest period and a weekly rest period.

There is no weekly driving limit but in practice can be up to 56 hours. (NB; a driver must take a weekly rest after a period of 6 consecutive driving periods.

There is a maximum fortnightly driving limit of 90 hours. (fortnight being any two week period commencing from midnight Sun or Mon for two weeks) i.e. driver drives for 40 hours in week one and therefore can drive for 50 hours in week two. In week three the driver is limited once again to 40 hours as the two week period will begin with the commencement of week two (to which the driver drove for 50 hours).

Maximum continuous driving time of 4.5 hours followed by at least 45 minutes rest break (or followed by a daily or weekly rest period) the rest break can be split into 2 or 3 periods as long as the 45 minute break is taken within the 4.5 hour driving time. The minimum break for a split, that can be taken is 15 minutes.

Daily rest period of 11 hours in a period of 24 hours commencing at the end of the last daily or weekly rest. (NB if the driver wishes to split the daily rest period the daily rest



period is extended to a minimum of 12 hours to which at least one part is an hour and the last part is a period of at least 8 hours).

During the Journey

• Do not allow noisy or boisterous behaviour or passengers to trail flags or other items from the vehicle. If necessary stop at a safe place to deal with behavioural problems, rather than allowing them to escalate and distract you;

• Enforce the no smoking and no alcohol rule;

• In wet/cold weather, use the vehicle’s heating and ventilation system to minimise

the effect of condensation restricting vision;

• If the minibus breaks down, the driver must move the vehicle off the carriageway (onto the hard shoulder on a motorway) and switch on the hazard warning lights. If this is not possible, it should be moved as far away from moving traffic as possible;

• If a warning triangle is used it should be placed on the same side of the road, at

least 45 meters from the vehicle. Always take great care when placing and retrieving a warning triangle and never use them on a motorway. Wear a high visibility waistcoat;

• Passengers should be moved out of the nearside of the vehicle and as far away

from it and other traffic as possible. Nobody should stand between the vehicle and on coming traffic;

• If there is an accident, give clear instructions to the passengers and see that

children remain together and supervised; their safety is paramount. You will need to assess at the time, dependent on circumstances whether it is safer for passengers to remain in the vehicle or get out and well away from the carriageway to place of safety;

• Children must never be left unaccompanied in the minibus;

• If there is a risk of fire, however small, evacuate the vehicle and move the

passengers to a place of safety. Motorways

• If the minibus develops a mechanical fault on a Motorway, which prevents driving, leave at the next exit, or pull into a service area. If you cannot do so, you should pull on to the hard shoulder and stop as far to the left as possible, with your wheels turned fully to the left;

• Try to stop near an emergency telephone. These are situated at approximately one

mile intervals along the hard shoulder;



• Leave the minibus by the left hand door and ensure that your passengers do the

same;

• Do not attempt even simple repairs;

• Ensure that passengers keep away from the carriageway and hard shoulder and that children are kept under control with everyone as far back behind the crash barrier as possible;

• Staying behind the crash barrier, walk to an emergency telephone on your side of

the carriageway (follow the arrows on the posts at the back of the hard shoulder) – the telephone is free of charge and connects directly to the police;

• Use these in preference to a mobile phone as this allows the Emergency Services

to pin point your position faster. Wear a high visibility vest;

• Give full details to the Police; also inform them of the number of passengers and anyone with special needs;

• If the minibus is repaired, before you rejoin the carriageway after a breakdown,

build up speed on the hard shoulder and watch for a safe gap in the traffic. Be aware that other vehicles may be stationary on the hard shoulder;

• If anything falls from a minibus on the motorway, do not try to retrieve it yourself.

Stop at the next emergency telephone and inform the police. At the End of Journey

• Always park so that passengers step on to the footway and not on to the carriageway;

• Ensure that children, or people with special needs are supervised when leaving the

vehicle;

• Do not leave children alone if nobody has arrived to collect them. Plan for what to do if nobody has arrived to collect a child.

In the Event of an Accident Managers and supervisors must ensure that all accidents and near misses, are reported, in accordance with their Directorate Procedures. If a minibus is involved in an accident, the driver must complete the Council’s IR1 Incident Report Form, regardless of whether the vehicle was damaged or people were injured. Drivers must not admit any liability. Send the original to the Corporate Health & Safety Team at the Civic Centre. Advice for Escorts The role of the Escort is to support the driver with supervision. Start on the assumption that an escort will be provided. Your risk assessment will lead you to a decision about



whether it is necessary to provide one. If you decide otherwise, your risk assessment must just justify why. Factors to take into account are;

• Where you are going (place, distance, number of stops, purpose of visit); • Passengers (age, levels of responsibility, special educational needs).

Escorts must be provided where your risk assessment determines they are necessary to;

• Supervise passengers when boarding or leaving the vehicle, taking particular care if they are leaving by the rear exit. If driving abroad in a country that drives on the right, be aware that some doors may open on to the road side;

• Check that no passenger boards, or leaves, the vehicle until it is at a complete

standstill, and safely parked by a pavement or other traffic-free area;

• Ensure the driver does not move off until everyone is safely seated, facing the front and wearing a properly positioned and adjusted seatbelt;

• Check that ambulant disabled passengers are seated safely, passengers travelling

in wheelchairs are safely secured and wheel chairs not in use are safely stored;

• Ensure that passengers behave in an acceptable manner during the journey and do not distract the driver in anyway. Boisterous play must not be allowed, neither must smoking or drinking alcohol. Passengers must remain seated and wearing their seatbelts throughout the journey;

• Ensure that all luggage is securely stored and that all gangways and exits are kept

clear;

• Ensure that when passengers are dropped off, they leave the vehicle safely; that no parts of their clothing are caught in the vehicles doors; that there is someone to meet them (a parent, guardian or carer in the cases of children and/or, where necessary, people with special needs;

• Ensure that children are never left unsupervised in the minibus, or if the vehicle

breaks down;

• Only operate the passenger lift and other specialist equipment if trained and assessed to do so;

• Keep a complete list of passengers, including details of any special needs, and

ensure that all passengers have returned to the vehicle after any rest stops;

• In the event of a breakdown or accident, support the driver to ensure that children remain closely supervised, are given clear and firm instructions and if necessary, help in evacuating the minibus;

• Help to direct the vehicle if the driver needs to reverse, but do not stand directly

behind the vehicle out of the driver’s sight. Be very aware of your surroundings and that other vehicles may be moving at speed in the area;



• Passengers must never direct a reversing vehicle.

Before Setting Off

• Passengers must only carry the number of passengers for which they are built or designed, one person, per seat;

• Reserve the most appropriate seat for yourself to allow you to supervise

passengers;

• Supervise children, especially if they are using the rear door;

• Only allow boarding at a safe position with the vehicle at a standstill;

• Have passenger list with details of special medical or other needs;

• Check that all luggage is secured. During the Journey

• Do not allow noisy or boisterous behaviour;

• Do not allow passengers to operate the doors;

• If there is any serious delay in a journey notify relevant people;

• Children must not be left unaccompanied in a minibus;

• If there is a breakdown or accident give clear instructions to the passengers and see that children remain supervised. You will need to make a decision with the driver about whether it is safer for passengers to remain in the vehicle or get out of it to a place of safety. For example; on a motorway, this would be exit via the nearside door and get as far up the embankment behind the crash barrier as possible;

• If there is a risk of fire, no matter how small, evacuate the vehicle immediately.

Your safety and supervision of your passengers is the priority. Get them to a place of safety well away from the vehicle and contact the emergency services.



Appendix 1 Sunderland City Council – Minibus Pre-Drive Safety Check

Pre-drive safety checks can be divided into those which are carried out at the beginning of each working day and those which are carried out before each use of the vehicle by a new driver. The vehicle must not be used if any safety critical defects are found. Non safety critical items should be reported to the relevant person so that repairs can be carried out. At the Start of the Working Day Exterior/Engine OK Engine oil level Engine coolant level Windscreen washer fluid level Brake fluid level Tyre tread is within legal limit at least 2mm across centre three quarters of tyres and no damage

Wheel brace and Jack with vehicle Fire extinguisher and first aid kit present Checked by (Print Name)

Date/Time/Location

Driver Safety Check – by law responsibility rests with each driver to ensure the vehicle is safe to take onto the road. Drivers are advised to systematically check for faults on the areas below, that are appropriate. There is no need to record unless there is a defect). Exterior Notes Roof rack and load secure (where fitted/loaded) Wiper blades undamaged Windows are clean inside and out and functioning Indicators and lights functioning Doors open and close freely Ramp working (if fitted) Lift working (if fitted) Trailer is secure, lights functioning, load secure (where fitted/loaded) Visual inspection of tyres for pressures and condition, free from cuts, bulges

Interior Luggage stowed safely Mirrors correctly adjusted, clean Wipers and washers working Fuel level adequate Stationary brake pressure check Brake pressure checked through low speed test

Report of any maintenance issues * any non safety critical issues which need addressing Driver_____________________________ Date_____________



Endorsement and Offence Codes The following is a guide to the number of penalty points that a Court may impose for particular offences. It does not reflect the fact that some offences may incur disqualification. When someone receives 6 points they are automatically required by law to attend Court. 12 points results in a ban from driving. Managers should use their discretion when reviewing licenses and suitability to drive, in relation to endorsements and penalty points. Managers should take into account the type, frequency and severity of offence and the implications and the relevance this may have for the employee’s driving duties. If necessary, seek advice from the Council’s Insurance & Risk Management Section, telephone 0191-553-5090. Where an employee is prosecuted for a driving offence at work, normal disciplinary procedures apply for serious, or repeat offences. Directorate Personnel Advisers should be consulted for advice. Accident Offences Code Offence Penalty Points AC10 Failing to stop after an accident 5-10 AC20 Failing to give particulars or report an accident within 24hrs 5-10 AC30 Undefined accident offences 4-9 Careless Driving Code Offence Penalty Points CD10 Driving without due care and attention 3-9 CD20 Driving without reasonable consideration for other road users 3-9 CD30 Driving without due care and attention or without reasonable

consideration for other road users 3-9

CD40 Causing death through reckless driving when unfit through drink

3-11

CD50 Causing death by careless driving when unfit through drugs 3-11 CD60 Causing death by reckless driving with alcohol level above the

limit 3-11

CD70 Causing death by reckless driving then failing to supply a specimen for analysis

3-11

Construction Offences Code Offence Penalty Points CU10 Using a vehicle with defective brakes 3 CU20 Causing or likely to cause danger by reason of use of

unsuitable vehicle or using a vehicle with dangerous parts or accessories (excluding brakes, steering or tyres) in a dangerous condition

3

CU30 Using a vehicle with defective tyres 3 CU40 Using a vehicle with defective steering 3 CU50 Causing or likely to cause danger by reason of load or

passengers 3

Reckless/Dangerous Driving Code Offence Penalty Points DD40 Dangerous Driving 3-11 DD60 Manslaughter or culpable homicide while driving a vehicle 3-11 DD80 Causing death by dangerous driving 3-11



Drink or Drugs Code Offence Penalty Points DR10 Driving or attempting to drive with alcohol above the limit 3-11 DR20 Driving or attempting to drive while unfit through drink 3-11 DR30 Driving or attempting to drive then failing to supply a specimen

for analysis 3-11

DR40 In charge of a vehicle while alcohol level above the limit 10 DR50 In charge of a vehicle while unfit through drink 10 DR60 Failure to provide a specimen for analysis in circumstances

other than driving or attempting to drive 10

DR70 Failing to provide a specimen for a breath test 4 DR80 Driving or attempting to drive while unfit through drugs 3-11 DR90 In charge of a vehicle while unfit through drugs 10 Insurance Offences IN10 Using a vehicle uninsured against 3rd party risks 6-8 License Offences Code Offence Penalty Points LC20 Driving otherwise than in accordance with a license 3-6 LC30 Driving after making a false declaration about fitness when

applying for a license 3-6

LC40 Driving a vehicle having failed to notify a disability 3-6 LC50 Driving after a license has been revoked or refused on medical

grounds 3-6

Miscellaneous Offences Code Offence Penalty Points MS10 Leaving a vehicle in a dangerous position 3 MS20 Unlawful pillion riding 3 MS30 Play street offences 2 MS40 Driving with uncorrected defective eyesight or refusing to

submit to a test 3

MS50 Motor racing on the highway 3-11 MS60 Offences not covered by other codes As appropriate MS70 Driving with uncorrected defective eyesight 3 MS80 Refusing to submit to an eyesight test 3 MS90 Failure to give information as to the identity of the driver 3 Motorway Offences Code Offence Penalty Points MW10 Contravention of Special Roads Regulations (excluding speed

limits) 3

Pedestrian Crossings Code Offence Penalty Points PC10 Undefined contravention of Pedestrian Crossing Regulations 3 PC20 Contravention of Pedestrian Crossing Regulations with a

moving vehicle 3

PC30 Contravention of Pedestrian Crossing Regulations with a stationary vehicle

3

Speed Limits Code Offence Penalty Points SP10 Exceeding goods vehicle speed limit 3-6 SP20 Exceeding speed limit for type of vehicle (excluding goods or

passenger vehicles) 3-6



SP30 Exceeding statutory speed limit on a public road 3-6 SP40 Exceeding passenger vehicle speed limit 3-6 SP50 Exceeding speed limit on a motorway 3-6 SP50 Undefined speed limit offence 3-6 Traffic and Direction Signs Code Offence Penalty Points TS10 Failing to comply with traffic light signals 3 TS20 Failure to comply with double white lines 3 TS30 Failure to comply with “Stop” sign 3 TS40 Failure to comply with the direction of a Constable/Warden 3 TS50 Failure to comply with traffic sign (excluding stop signs, traffic

lights or double white lines) 3

TS60 Failure to comply with a school crossing patrol sign 3 Use of Passenger Lifts & Ramps You must only use a passenger lift and ramp if you have been trained how to use it. If you need training, speak to your Manager or Supervisor. If a passenger lift develops a fault, report this to your Driver, and/or Manager or Supervisor. Do not use it, until it is repaired. Parking the Minibus

• Ensure that the minibus is parked on firm level ground with the parking brake applied;

• If the ground close to the wheelchair users pickup point is not firm or level then a

suitable nearby site should be sought;

• If there is no suitable alternative nearby and a lift has to be used whilst the vehicle is parked on a gentle gradient, ensure the platform slopes towards the vehicle interior;

• Ensure that there is sufficient clear space to allow the lift to fully deploy, including

adequate access space for wheelchair movement to and from the platform at ground level;

• Do not use a lift platform that is tilted at an angle of more than 5 degrees from the

horizontal in any direction;

• Protect the platform surfaces and vehicle doorways from rain if possible and take extra care when the lift platform and vehicle floors are damp, wet or slippery.

Drivers and Escorts - Operating the Lift Procedures and written instructions should be available for entering and exiting the vehicle, covering the following as a minimum.

• Observe the Manufacturer’s instructions for use at all times;



• Ensure the wheelchair has no defects;

• Ensure that vehicle doors are secured in the open position before raising the lift, if

there is sufficient space to open them safely when the platform is raised;

• Do not exceed the lift manufacturer’s recommended safe working load (SWL) and load distribution guidance;

• Ensure that the lift platform and area around the lift are free from obstruction;

• Ensure that the lift operator has a clear view of the platform before the wheelchair

moves onto it;

• Ensure that the lift platform is in the correct position for use before moving the wheelchair onto it;

• Ensure that the platform guards and handrails are in the correct position before

using the lift;

• Where space is restricted and there is an attendant and it is difficult for a powered wheelchair user to manoeuvre the wheelchair safely under its own power, put powered wheelchairs into free wheel mode to allow the attendant to manoeuvre it onto or off the platform;

• Ensure that the wheelchair brakes are applied and/or appropriate blocking of the

wheels is in position before and during the lift operation;

• Ensure that control systems on powered wheelchairs are turned off before the lift is operated;

• Ensure that any person on or near the lift is clear of all moving parts;

• Ensure that any person or equipment on the lift does not overhang the platform;

• Ensure that any other passengers in the vehicle are safe before leaving them

unattended or leaving the doors open;

• Do not operate the lift without first warning all concerned that you are about to do so;

• Ensure all suitable external lighting is available if the lift is to be used in low light

conditions;

• When the lift is not in use, ensure that the lift controls are deactivated. If the controls are a remote unit ensure that the unit and any trailing leads are stowed correctly;

• Do not move the vehicle unless the vehicle occupants are safely positioned, the

doors are closed and the lift is stowed in the locked position.



Safety Guards and Handrails These must be provided for the wheelchair user and for any attendant or operator.

• The platform should have sufficiently high guards, a minimum 100mm above platform level, to restrict the wheelchair rolling off as the platform lifts;

• 100mm guards attached to the platform are appropriate for most wheelchairs, but

some larger wheels and powered wheelchairs may require guards or barriers higher than 100mm;

Where manually operated guards or handrails are fitted, drivers and escorts must be trained to use them correctly and informed that they must always be used. The guards must be regularly maintained along with other parts of the lift. Handrails must be provided to aid escort and passenger stability and security. Where automatic guards or handrails are fitted they should be maintained as specified by the manufacturer. Escorts should be trained to regularly check their operation, when to take a vehicle lift out of use and who to report repairs too. Ramps Ramps should have a non-slip material and raised edges to prevent the loader slipping or falling, and to reduce the risk of wheelchairs slipping off the side. Gradients should not exceed 1:12 except where unavoidable. They must be securely stowed in the minibus when not in use, without obstructing doors or gangways. Accessibility It is vital that passengers can easily board and leave the vehicle during normal use, and in an emergency. Every passenger must have easy access to the doors which should be kept unlocked. Gangways must be kept clear of luggage at all times. Good accessibility also means that passengers should be able to enter and exit the vehicle comfortably. Managers purchasing or leasing minibuses should consider the passengers who use the minibus and specify a vehicle design that is suitable for their needs. The following should be considered;

• Seat widths;

• The size of steps;

• The location and number of handrails;

• The ease at which doors can be opened and closed;

• Adequate lighting;

• The legibility of instructions and passenger notice;



• Wheelchair location;

• Roof height.

Wheelchair Types Drivers and escorts may encounter a number of types of wheelchair;

• Manual wheelchairs – either propelled by the user or pushed by the attendant;

• Powered wheelchairs – either controlled by the user or by an attendant;

• Buggies for the disabled;

• Wheelchairs (manual or powered) with supportive seating units; The following design features of wheelchairs could affect the way in which a lift is used and should be included in your risk assessment and management system.

• Kerb climbing capability on powered vehicles;

• Large wheels, front or rear;

• Accessories and attachments;

• Weight and weight distribution;

• Freewheel capabilities on powered vehicles;

• Parking brake operation. Powered Wheelchairs Incorrectly used powered wheelchairs pose a significant risk of injury to the user when on a raised platform and it is important that the risks are removed or minimised to an acceptable level to reduce the likelihood of accidents occurring. The following guidance will assist with preparation of risk assessments Some risks that have been identified are as follows:

• Difficulty in easily manoeuvring some wheelchairs in the confined space of some platforms;

• Uncoupling the drive systems to put the wheelchair into free wheel mode allows

attendants to manoeuvre a powered wheelchair more easily in confined spaces, but in some cases it can leave wheelchairs without an effective parking brake. The secondary brake must be used;

• If power is not turned off when the wheelchair is positioned correctly there is a risk

of operating the drive control inadvertently;



• Kerb climbing devices or the power of the wheelchair could assist the wheelchair to

climb over low guards during manoeuvring under power;

• Risk of overloading the platform due to the combined weight of a large wheelchair, occupant and attendant or the wheelchair being incorrectly positioned on the lift;

• Parking brakes must always be applied in line with the wheelchair manufacturer’s

instructions to keep it stationary on the platform. However, some wheelchairs are not fitted with brakes and therefore other measures need to be provided, such as blocks for wheels.

Additional Information For further information contact the Corporate Health & Safety Team on 0191 553 1738

Documents

Minibus Operation – Code of Practice - Sunderland …sunderlandschools.org.uk/index.php/dropfilesfiles/535/...Council Health and Safety Policy Part 3.27 – Procedural Arrangements