Policy Statement

The Health and Safety Executive has recognised that driving for work is one of the most dangerous activities many workers undertake. It is estimated that up to a third of all road traffic incidents involve someone who is ‘driving for work’ at the time. This may account for around 12 fatalities and 150 serious injuries every week. Each year in Great Britain, there are over 35,000 injury collisions involving someone who was driving for work at the time.

St Thomas Church PCC is committed to managing its road risk and fulfilling its legal and moral obligations regarding staff and volunteers driving for work, to ensure they return home safe and well at the end of each day. Driving for work refers to any work-related driving, whether paid or unpaid, carried out on behalf of St Thomas Church PCC, involving a member of staff or volunteer driving a vehicle, and covers all journeys other than travel to and from their normal place of work or home.

Many vehicles used for work journeys are supplied by the employer, but there are also vehicles used for work that are owned, leased, or hired by individual members of staff or volunteers. These are referred to as “grey fleet” vehicles and drivers. St Thomas Church PCC owes the same duty of care under health and safety law to grey fleet drivers as it does to staff and volunteers who drive company-owned, leased, or hired vehicles.

St Thomas Church PCC requires all employees and volunteers who drive for work to comply with safe driving guidance and always follow the Highway Code. There is no requirement or expectation that any employee or volunteer, regardless of their position, will break any road traffic law while driving on work journeys. No business activity justifies placing a member of staff, volunteer, or others at risk of a road collision.

All staff and volunteers who drive for St Thomas Church PCC have a legal duty, under the Health and Safety at Work Act 1974, to comply with this driving for work policy while doing so.

Non Compliance

Staff and volunteers who drive for work will be responsible and accountable for their own actions while driving for work purposes. Should St Thomas Church PCC receive information that a member of staff or volunteer may have breached this policy, an internal investigation will be conducted. This investigation may result in disciplinary action being taken, which could include the possibility of termination of employment or voluntary engagement.

Policy Monitoring

This policy was last reviewed on 23/08/2024 by Zenon Rush-Morgan, Operations Manager.

St Thomas Church PCC reserves the right to amend the policy requirements relating to staff and volunteers who drive and the vehicles used for work purposes.

This policy will be formally reviewed and updated at least on an annual basis, or sooner if deemed appropriate, or upon reasonable request.

Driving Licence Checks

The Road Traffic Act 1988 states that, in addition to being an offence for a driver to drive without a valid licence, it is also an offence for a person or organisation to permit a driver to drive without a valid licence. All staff and volunteers engaged in work-related driving must:

– Hold a full current driving licence, valid in the UK, for the category of vehicle they are driving (including automatic or manual).
– Notify the Church manager immediately if their licence has expired, been suspended, revoked, or cancelled, or if any limitations have been placed upon it.
– Inform St Thomas Church PCC immediately of any driving endorsements or prosecutions, including those accrued while driving a private vehicle, as this could affect any relevant insurance policies in place.
– Notify the DVLA immediately of any changes to their name or address.
– Allow their licence to be checked on a regular basis.

St Thomas Church PCC will carry out checks of driving licences for all staff and volunteers required to drive on company business. Staff and volunteers are required to provide the necessary details to facilitate the checking of their driving licence against the DVLA database.

Fitness To Drive

A person’s fitness to drive can be affected by medical conditions, temporary illnesses, and the environment in which they work, drive, and live. Health impairments—including stress, sleep disturbance, migraines, flu, severe colds, and hay fever—can lead to unsafe driving. Additionally, the treatment for these conditions can also impair driving ability.

All staff and volunteers must ensure they are fit to drive before embarking on any work journey. It is their responsibility to assess their health and wellbeing to ensure they can drive safely while carrying out their duties.

Eyesight

Staff and volunteers driving for work are required to meet the minimum eyesight standards, which involve being able to read an unfamiliar number plate from a distance of 20 metres (approximately 5 car lengths). If an employee or volunteer fails to meet this standard, they will be prohibited from driving on company business until they can demonstrate that they meet the required minimum eyesight standard. It is their responsibility to ensure their eyesight is adequate for safe driving.

Medical Conditions

Staff and volunteers should only drive when they are fit to do so. They must report to their manager any new condition or change in their health and wellbeing that may affect their ability to drive safely. It is also essential for employees to familiarise themselves with Notifiable Conditions that must be reported to the DVLA. Ensuring that health and wellbeing are monitored is crucial for maintaining safety on the roads while driving for work.

Impairment

Driving under the influence of alcohol or drugs is against the law and extremely dangerous, as it can severely impair judgement and reactions, leading to an increased risk of incidents and vehicle collisions.

No staff member or volunteer should attempt to drive while impaired, nor should they consume alcohol or any unlawful drugs in the workplace during work hours or during a period prior to work when they may still be under the influence, which could affect their ability to drive safely.

Employees and volunteers must also be aware that many prescription medications can cause drowsiness and impact their ability to drive. If you are prescribed any medication, you should inform your doctor that your role involves driving and ensure you understand any restrictions on driving associated with that medication. It is important to read any accompanying notes carefully and to inform your manager if you believe your driving may be affected.

A staff member or volunteer found to be over the drink-drive limit and/or driving while impaired by drugs may face serious consequences, including a criminal record, an unlimited fine, imprisonment, and an automatic driving ban. Driving while impaired by alcohol or drugs will be treated as gross misconduct and addressed through the normal disciplinary process, which could include termination of employment or voluntary engagement.

Fatigue

It is estimated that 20% of road collisions result from driver fatigue. Lack of sleep or poor-quality sleep can impair performance to the same extent as being over the legal alcohol limit. Staff and volunteers should only drive when they are fit and healthy to do so, which includes having had adequate sleep. Employees are expected to take sufficient rest breaks during a journey—typically a 15-minute rest for every two hours of driving.

While it is not an offence to drive when tired, if fatigue is suspected to be the cause of a collision, the police can investigate all aspects related to the driver of the vehicle. In a fatal incident, the driver could be charged with death by dangerous driving or death by careless driving, with a maximum penalty of 14 years in prison. It is essential for all staff and volunteers to prioritise their wellbeing and ensure they are alert and capable of driving safely.

Wellbeing

All kinds of personal stresses can affect your ability to concentrate and drive safely. Financial worries, health issues, relationship problems, and family situations, such as the arrival of a new baby, can understandably have a significant distracting effect. If a personal situation is impacting your ability to focus while driving, it is important to talk to your manager. Both staff and volunteers are encouraged to seek support to ensure their wellbeing and safety on the road.

Driver Competence

In addition to holding a valid licence, staff and volunteers must also be deemed competent to drive and possess the necessary skills to operate a vehicle safely and securely, taking into account the potential range of vehicle types they may drive and the activities they may conduct. This is particularly important for tasks involving the use of commercial vehicles, towing, and for individuals who drive long distances on company business.

St Thomas Church PCC may occasionally require drivers to undertake additional training or refresher training to ensure their driving skills remain up to date and that they can carry out their duties safely.

Vehicle Roadworthiness

A roadworthy vehicle is one that is safe to drive, with all safety-critical and other important elements in good condition and working order.

Drivers are required to conduct a walk-around check of their vehicle to ensure there are no safety defects. A helpful aide for this is the acronym POWDER:

– **Petrol (fuel)**
– **Oil**
– **Water**
– **Damage**
– **Electrics**
– **Rubber**

When checking tyres, ensure they are at the correct pressure and free from cuts, bulges, or other damage, such as nails or screws. Additionally, tyres must have sufficient tread depth, with the legal minimum for cars, vans, and other light commercial vehicles set at 1.6mm across 75% (three-quarters) of the width of the tyre. Tyres should be replaced **before** they reach the legal limit.

Drivers should also check the windscreen for any damage. While many chips can be repaired, if there is damage larger than 10mm directly in front of the driver, the law typically requires the windscreen to be replaced.

Any defects and/or damage should be reported immediately. If safety-critical defects are found, the vehicle must not be used until those faults have been rectified. Non-safety-critical defects should be addressed at the earliest possible opportunity.

Driving a vehicle with major defects is a serious offence and can result in severe penalties. The penalties a driver may face for operating a defective vehicle will vary depending on the type and severity of the offence, and any such penalties are the responsibility of the driver. If the condition of the vehicle contributes to a collision, the driver may also face additional charges and penalties.

Safe Loads

Insecure loads pose a significant risk to other road users, and incidents involving insecure loads can easily result in loss of life or life-changing injuries. The Driver and Vehicle Standards Agency (DVSA) and the police have the authority to issue fines to any driver in charge of a vehicle that is overloaded or if the load is insecure.

The load on a vehicle is not limited to goods being carried; it includes anything being transported on or in the vehicle, such as tools, equipment, machinery, load restraint equipment, signage, raw materials, samples, and baggage. All of these items are classified as part of the load and must be safely and securely fixed to and/or in the vehicle.

Staff and volunteers required to drive for work are responsible for checking that their load is within load limits and securely fastened before commencing a journey, and then again during the journey if any part of the load has been moved or removed. Any incidents or near misses involving the safety and security of their load should be reported to their manager immediately.

Vehicle Cleanliness

It is the responsibility of the driver to maintain the vehicle being used for work in a high standard of cleanliness, both internally and externally. The dashboard must be kept free of loose items, including paperwork, food, litter, and tools or equipment. Additionally, the rear of the vehicle should be kept clear of debris and maintained in a clean, organised, and presentable state.

Vehicle Security

When driving a company-supplied vehicle for work purposes, staff and volunteers are responsible for the vehicle’s keys and security. Vehicle keys should never be left unattended in public areas and, when at home, must be kept out of sight and reach.

Vehicles must always be locked when not in use, and any security devices fitted to or supplied with the vehicle must be activated. When parking, vehicles should be placed in well-lit areas, and where possible, the use of security-patrolled car parks or those covered by CCTV is preferred. Maintaining vehicle security is essential for protecting both the vehicle and its contents.

Engine Idling

St Thomas Church PCC is committed to protecting air quality by reducing the environmental impact of operations related to engine idling by both staff and volunteers in company vehicles or private vehicles used for company business. Vehicle exhaust emissions from idling vehicles contribute significantly to air pollution, which impacts health, economic growth, and quality of life.

The driver of any vehicle being used for company business will:

– Turn off the engine when the vehicle is stationary for more than one minute, restarting it only when ready to drive away.
– Not use the engine to pre-heat the vehicle unless necessary due to safety considerations or adverse weather conditions.
– Always turn off the engine during breaks, while loading, or unloading.

Engines may remain switched on to perform a pre-use walk-around check, for the safety of the vehicle occupants, or in unforeseen emergency circumstances. Reducing engine idling is essential for improving air quality and minimising environmental impact.

Private Use Of Company Vehicles

No Church-supplied vehicle may be raced, rallied, or otherwise used in a non-business- related, off-road environment.

Towing

Staff and volunteers who are asked to tow a trailer or equipment must ensure that their driving licence permits them to do so legally.

Drivers should be competent in correctly hitching the trailer, conducting pre-use checks—including tyres, electrical and brake connections—and ensuring that loads are safe and secure. They should also be proficient in manoeuvring and reversing the trailer. If a driver lacks this competence, they must seek additional training from the operations manager before towing on behalf of the organisation.

Both staff and volunteers towing a trailer or equipment should familiarise themselves with any relevant changes in speed limits and permitted motorway lanes while towing, as well as the weight limits for their vehicle/trailer combination. Additionally, they should allow extra time for slowing down and manoeuvring their vehicle when towing to ensure safety on the road.

Journey Planning

Any journey should be reviewed, and a decision made regarding whether the journey by road is necessary.

Where road journeys are required, driving during the higher-risk periods of 02:00–06:00 and 14:00–16:00 should be minimised. Journey routes should be planned to use the highest quality roads, such as motorways and dual carriageways, wherever possible.

No staff or volunteers should be required to drive continuously for more than two hours without at least a 15-minute break. Breaks and break locations should be planned in advance. If staff or volunteers are scheduled to travel a long distance to a work location at the beginning or end of the day, or if travel time risks making the working day unreasonably long, they can discuss with their manager the option of arranging overnight accommodation to avoid driving while tired.

Safe Driving

It is important that all drivers of vehicles, including both staff and volunteers, are aware of the requirements and any updates to The Highway Code. They must be considerate to other road users and understand their responsibility for the safety of themselves and others on the road.

Employees and volunteers who drive for work are required to apply safe driving behaviours and techniques to help reduce the risk of collisions and incidents. While driving, they should maintain a safe distance from the vehicle in front, stay alert, and be prepared to anticipate changes in road and weather conditions.

Under no circumstances should employees or volunteers driving for work become involved in incidents of road rage or intimidation of other road users.

Safe Speeds

One of the most significant risks drivers face, and create, is driving at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving within the limit but still too fast for the road and weather conditions.

Every year, over 200 people are killed in crashes involving someone exceeding the speed limit, and over 100 people die in crashes involving someone travelling within the speed limit but too fast for the conditions. Speed limits are a limit, not a target.

Staff and volunteers who drive for work should know the speed limits for the type of vehicle they are driving and the roads they are travelling on, and they must understand the importance of staying within those limits. Van drivers should be particularly aware that the applicable speed limit for a van is often lower than that for a car. Drivers must notify their manager immediately of any impending prosecutions and penalties associated with unsafe driving, including speeding, whether these resulted from work-related or personal driving.

No staff or volunteer driving for work should ever drive faster than road conditions safely allow and must always obey speed limits. They are expected to drive safely, responsibly, and legally at all times.

The minimum penalty for speeding is a £100 fine and three penalty points added to a driving licence.

Seatbelts

It has been a legal requirement for drivers and passengers to wear seat belts since 1983. The minimum penalty for being caught not wearing a seat belt is a fine of £100, which can rise to £500 if the case goes to court.

Seat belts provide the best protection against injury or death in a crash. Wearing a seat belt reduces the chance of serious injury or death by 40% to 60%. Individuals thrown from a vehicle are four times more likely to be killed than those who are wearing a seat belt and remain inside the vehicle. Therefore, both staff and volunteers must wear seat belts while travelling for work in any vehicle, whether company-operated or privately-owned. The driver of the vehicle is responsible for ensuring that all occupants use their seat belts.

Additionally, drivers are responsible for ensuring that children under 14 are properly restrained in the vehicle. If a car seat is required, drivers should speak to their manager first to ensure compliance with safety regulations.

If a driver or passenger is medically exempt from wearing a seat belt, they must obtain a Certificate of Exemption from Compulsory Seat Belt Wearing from a doctor. A copy of this certificate must be presented to their manager, and another copy should be kept in the vehicle being driven to show to the police if stopped.

Driver Distraction

The use of a handheld mobile device in any vehicle while driving is illegal, and employees face prosecution if caught doing so. Police can issue a fixed penalty notice (£200 fine and 6 penalty points) or summon the driver to court, where they are likely to receive a more stringent penalty upon conviction. Please note that any such penalty could affect your employment. No employee is required to take or make calls while driving. Switch your phone off or put it in silent mode and place it out of reach. If you need to make a call, even if only to advise of a travel delay, find a safe place to stop and switch off the engine first. Initiating or participating in conference calls of any kind, texting, or emailing while driving is not permitted under any circumstances. Adjusting a sat nav or other such system should be done while stationary with the engine switched off.

Eating or drinking while driving is not permitted. Drivers should take refreshments during normal rest breaks or while the vehicle is stationary with the engine switched off.

Distraction can also be caused by other technology, such as sat nav systems. Always programme your sat nav while parked and never attempt to do this while driving. Staff and volunteers must adhere strictly to these guidelines to ensure the safety of themselves and other road users.

Driving in Adverse Weather

Weather can be unpredictable and can change quickly, substantially increasing the risk of serious collisions. Driving in adverse weather conditions can be extremely dangerous and can affect a driver’s awareness, concentration, and ability to drive safely.

Before commencing any journey, employees and volunteers who are required to drive for work should always consider the weather conditions and the potential for changes and deterioration. They should adjust their driving style according to the weather and road conditions at the time. Fuel levels should be checked at the start of a journey to ensure there is sufficient fuel to complete the trip, and drivers should have access to a fully charged mobile electronic device to provide updates to their managers if they need to postpone journeys or change routes when police and travel organisations advise against road travel due to weather conditions.

If poor weather is expected, the necessity of the journey should be carefully evaluated. Employees and volunteers who still need to drive should ensure they have appropriate clothing to stay warm and dry, along with food and water in case of travel delays.

Additionally, all staff and volunteers driving for work should carry an up-to-date list of breakdown and emergency contact numbers.

Passengers

For safety and insurance reasons, under no circumstances are staff and volunteers permitted to allow unauthorised passengers in any vehicle being used for work purposes.

The driver of the vehicle is responsible for the safety and conduct of everyone in their vehicle. The number of legally permitted passengers must not be exceeded, and all occupants must be properly restrained using seat belts or appropriate child seats as required.

The carriage of children, dogs, or any other animals in a vehicle being used for work purposes is permitted, provided that the driver ensures they are properly restrained for safety and in accordance with safeguarding guidelines

Smoking

Under the 2006 Health Act, smoking is banned in the workplace and in any vehicles being used for work. Smoking by either staff or volunteers, including passengers, is not permitted in any vehicle while travelling on official company business. This includes vehicles allocated to a single person. This policy also extends to the use of e-cigarettes and vapes. Staff and volunteers who smoke in work vehicles are breaking the law and may face penalties, including fines.

Fines And Penalties

Any employee or volunteer who is caught and prosecuted by the police for unsafe and dangerous behaviour while driving a vehicle for work will be responsible for any fines, administration charges, and subsequent penalties imposed. Parking fines are the responsibility of the driver and not the organisation. Licence endorsements may affect the insurance of the driver concerned and could result in their inability to continue driving on behalf of St Thomas Church PCC.

Breakdowns, Punctures And Glass Repair

Damage Or Theft While Parked

If your vehicle is damaged or stolen while unattended, call your manager for further instructions.

Collisions

After any accident or collision, **YOU MUST STOP**. Failing to stop at the scene of an accident is a criminal offence. If you are involved in a collision resulting in injury to a third party, you are legally required to contact the emergency services immediately by calling 999. If no one has been injured and your vehicle is not causing an obstruction, you are not obligated to call the emergency services.

If it is safe to do so, move your vehicle to the side of the road and switch off the engine. Ensure that all uninjured passengers are moved to a safe location away from the road. If you are on a motorway, make sure everyone stays behind the safety barrier. Do not attempt to move injured passengers unless they are in immediate danger; instead, wait for the paramedics to arrive. If a motorcyclist is involved, do not attempt to remove their crash helmet.

If possible, and without putting yourself in danger, take photos of the accident scene and any damage to the vehicles involved. Additionally, capture any road or landscape features that may have contributed to the collision.

You will need to complete a full report of the incident, including a diagram showing how the accident occurred, why it happened, and the resulting damage.

Clear any debris from the road to prevent hazards to other road users, but DO NOT attempt to recover debris if you are on a motorway. If your vehicle is drivable, you may continue your journey.

Incident Reporting

All work-related road incidents and near misses, including damage-only incidents and those involving privately owned vehicles used for work, must be reported as soon as it is safe to do so. Prompt and accurate reporting helps keep employees safe and reduces the likelihood of similar incidents occurring in the future.

Incidents involving a chuch-supplied vehicle should be reported to the Church Manager immediately, or at the latest, within 24 hours.

An incident is defined as an event that results in personal injury to an employee or another person, property or vehicle damage, or a dangerous occurrence. This includes motoring offences, crashes or collisions involving a vehicle driven for work, or vehicle breakdowns. A near miss refers to a dangerous occurrence that had the potential to cause personal injury to staff or others, or to result in property damage.

Please note that if you use your own car for work, the organisation’s legal duty of care to ensure the safety of the driver, the vehicle, and the journey remains the same. Grey fleet drivers should familiarize themselves with all company policies relevant to driving for work and ensure compliance at all times.

Grey fleet drivers must ensure:

– They are fit to drive.
– They hold a valid driving licence for the vehicle being driven and provide permission for the employer to check this licence directly with the DVLA.
– The vehicle is appropriate for the journey, is taxed, has a valid MOT, and is serviced in accordance with manufacturer recommendations.
– They hold appropriate and valid insurance coverage for business use.
– They can produce documentary proof of the above when requested.
– The vehicle is regularly checked for roadworthiness, and a walk-around safety check is conducted prior to starting any long work journey.
– They notify their Manager if they are unable to use a vehicle that meets the minimum safety standards required.
– They inform their Manager of any Notice of Intended Prosecution and collisions they are involved in while driving, especially during work-related journeys.
– They cooperate with company rules and policies when using their own vehicle for work.

If there is anything in this policy document that you do not fully understand, or would like clarification on, please contact the Church Manager.