Policy - Devon and Cornwall Police
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OFFICIAL – No Restriction on Distribution
FOIA – Open
Policy
Fleet
J-P-028
Version 1.0 Host Force Dorset Police
Effective Date 21/02/2020 Host Policy Unit Dorset Police
Version Date 20/08/2020 Policy Owner Head of Fleet Services
Fleet Services Quality
Review Date 20/08/2021 Policy Author
Assurance Manager
Associated
J-Pr-034
Procedures
Policy Summary
This document sets out the policy for the care and maintenance of Dorset Police,
Devon and Cornwall Police vehicles. It covers single and multiple axle
platforms; that is, all Fleet assets including push bikes, motorcycles, cars, vans,
HGV, generators and trailers.
We welcome any comments or suggestions you wish to share about the content or
implementation of this policy. If you would like to make contact to discuss further,
please email: Policies@dorset.pnn.police.uk or
ForcePolicyandProcedures@devonandcornwall.pnn.police.uk
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1. Purpose, Standards and Legal Basis
Both Forces are obliged to abide by all relevant UK and European Union
legislation. The Forces shall comply with the following legislation and other
legislation as appropriate:
• The Health and Safety at Work Act (1974) Section 2 requires employers to
provide so far as is reasonably practicable a safe place of work, safe work
equipment (this includes vehicles), which is suitable for the task and is
maintained, information, instruction and training and safe systems of
work.
• Human Rights Act (1998).
• Workshops, offices and safe working practices - Under the Provision and
Use of Work Equipment Regulations 1998 employers have a statutory
duty to ensure amongst other obligations that work equipment is suitable
for the task, maintained and employees are adequately trained in its use.
• Freedom of Information Act (2000)
• Workshop COSHH substances - The Control of Substances Hazardous to
Health Regulations 2002 is a United Kingdom Statutory Instrument that
states general requirements on employers to protect employees and other
persons from the hazards of substances used at work by risk assessment,
control of exposure, health surveillance and incident planning.
• Equality Act (2010) legally protects people from discrimination in the
workplace and in wider society.
• The Data Protection Act (2018) and General Data Protection Regulations
(GDPR)
• Authorised Professional Practice
• National Decision Model
• Visions, missions, values
• Equality and diversity issues including the Public Sector Equality Duty,
Code of Ethics and Standards of Professional Behaviour
The above includes fleet vehicles and privately owned (officers and staff own
vehicle) / hire / lease vehicles when used on behalf of Dorset Police, Devon and
Cornwall Police for business purposes.
Fleet Services are responsible for the procurement of vehicles which meet the
needs of both general and specialist role requirements.
The vehicle fleet must meet a number of legal requirements, including:
• Vehicle requirements
The vehicle must:
o be registered with DVLA
o have up to date vehicle tax
o have a current MOT certificate or suitable exemption be roadworthy
o be insured to meet the minimum legal requirements
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• Changes to personal or vehicle details
We will notify DVLA if we:
o register a new vehicle
o change our name or address
o change the tax class of a vehicle
o make any alterations to a vehicle
o sell / scrap a vehicle
ISO 9001:2015 – This is a Quality Management System registered through the
British Standards Institute (BSI) and ensure Fleet Services maintain the highest
standards and complies with the requirements of ISO 9001:2015 for the following
scope:
‘Fleet administration, including fuel management; procurement; purchasing and
maintenance of pool vehicles for Dorset Police, Devon and Cornwall Police and
other external users.
The service, repair and maintenance of cars, motorcycles, vans, trucks, plant and
equipment for Dorset Police, Devon and Cornwall Police and other external users.
It has a number of key aspects:
• Documented responsibilities of management
• Documented operational processes and local forms
• Documented local and centralised management controls
• Documented measurement, analysis, and improvements of the QMS
through activities such as internal audits and corrective and preventive
action
Dorset, Devon & Cornwall hold the ISO 9001:2015 standard across all disciplines
of Fleet Services and are audited on a regular basis. Re-certification takes place
every three-years.
National Policing Improvement Agency (NPIA) Framework – Operational vehicles
are subject to vehicle evaluation tests to ensure they meet the required standard to
operate as an operational vehicle. The framework provides Fleet Services with
details of approved / tested vehicle of which we can procure.
Force values and standards requires staff to work in a policy compliant manner.
Failure to conform to this Policy could result in neglect, misuse, or damage, the
consequence of which may be disciplinary action or the revoking of authority to
drive Force vehicles.
Failure to log on to the telematics system and failure to complete the vehicle log
book and thereby identify the driver, may lead to the unauthorised taking, contrary
to Section 12(1) Theft Act 1968, and the initiation of a criminal investigation.
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2. Roles and Responsibilities
The Head of Alliance Fleet Services is responsible for the strategy and delivery
of a safe and efficient fleet.
The Safety & Compliance Manager, based at Exeter Workshop has overall
responsibility for maintenance compliance across both forces and is accountable
for weekly management information reporting.
Vehicle users are responsible for conducting a series of simple daily checks at the
commencement of each day and a more thorough check on a weekly basis. The
latter will be rigorously conducted, properly documented and subject to audit.
For further details relating to the specific roles and responsibilities within the Fleet
department, please refer to the operational procedure.
3. Policy Information
Within this policy document are specified and implied behavioural expectations
that will propagate best practice. Their inception and application require a ‘one
team’ approach. It is the responsibility of all users of force vehicles to ensure
vehicles are safe to use, roadworthy and compliant with legislation. Simple user
checks are designed to maintain staff safety and fleet efficiency.
Furthermore, members of the public can feel safe in the knowledge that Dorset
Police, Devon and Cornwall Police vehicles are serviced and maintained in line
with Force and/or manufacturers recommendations. There is also a duty of care
on employees to ensure best practice and the requirement to manage work-
related road safety.
This policy, depending on the individual circumstances can apply to both the Chief
Constables as the employer of police officers and police staff, and the Offices of
the Police and Crime Commissioners as the employer of staff employed by them.
Where the phrase ‘’Dorset Police’’ or “Devon and Cornwall Police” is stipulated,
this policy may apply to the Chief Constables or the Offices of the Police and
Crime Commissioner or potentially both of the relevant Force.
4. Monitoring and Review
- Review and amendments will be coordinated by the Policy Unit.
- The policy owner has overall responsibility for ensuring the content of the
policy is appropriate and up to date.
- This policy will be reviewed annually subject to legislation/process
changes and any amendments will be reported to the Fleet Governance
Board for approval.
Monitoring information includes:
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• Fleet data and mileage – for purposes of production of
service/MOT/vehicle replacement reports
• Fuel data – extraction of vehicle mileages, fuel usage (which feeds into
the above), location and fuel spending habits
Telematics fitted to Dorset Police, Devon and Cornwall Police vehicles can
provide:
• Driver identification with the swipe of an ID fob.
• Information on vehicle usage to assist the Fleet Services to provide
preventative maintenance and monitor vehicle faults.
• Information to help Dorset Police, Devon and Cornwall Police to assess
the deployment and size of the vehicle fleet including utilisation data.
• Information on driver behaviour to improve driving instruction and
education on environmental factors.
• Evidence data to contest or confirm complaints received about driving
standards.
• Evidence data to help determine liability and assist in the defence of a
claim insurance claims.
Fleet Services will regularly engage with customers and suppliers via scheduled
meetings, customer feedback survey, supplier performance monitoring.
Feedback relating to this policy can be made in writing or by email to:
The Head of Fleet Services
Dorset Police and Devon & Cornwall Police
Sowton Vehicle Workshops
Unit 1
Eagle Way
Sowton
EX2 7HY
5. Associated Documents
This section should include any associated and relevant documents :
• Misson & Values (D&C pages)
• Values (Dorset pages)
• Human Rights Legislation
• Records Management (D&C page)
• Records Management (Dorset)
• FOIA
• GSC
• GDPR/DPA 2018
• National Decision Model
• Code of Ethics (D&C page)
• Code of Ethics (Dorset Page)
• Police Staff Council Standards of Professional Behaviour
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• Standards of Professional Behaviour
• Authorised Professional Practice (APP)
• P24:2004 - Driver Authorisation Policy and Procedure
• D086 – Police Vehicles – Drivers and Usage
• J-P-006 & J-Pr-006 Draft Alliance Telematics Policy and Procedure
6. Document History
Present portfolio holder Head of Fleet Services
Present document owner Fleet Services Quality Assurance Manager
Present owning department Fleet Services
Below details required for version 1.0 and major amendments only
Name of board Transport Governance Board
Date approved 18/08/2020
Chief Officer approving DCC Lewis
7. Version History
Version Date Reason for Amendments Amended by
1.0 22/02/2021 Initial document. Content Legitimacy Team (7101)
transferred to new template.
Document
renumbered. Replaces P025
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