Vehicle purchasing procedure

The following procedure must be followed when procuring new/used vehicles:

1. Decide on make and model having regard to operational requirements & capability
2. Obtain quotes and select most economical quote taking into account the warranty plan etc.
3. Send order through to the selected dealership.
4. Receive invoice from dealership made out to Eersterust Care and Training Centre. Transport CC
5. Company Natis registration details to the Dealer to register the vehicle.
6. Obtain proof of certificate of fitness from dealer if used vehicle.
7. Licensing (if not done by dealer) & Certificate of Fitness (COF) to be handled by Licensing service provider – Lee Lutchman.
8. Fit tracking unit to the vehicle before delivery is taken.
9. Arrange comprehensive insurance before the vehicle is delivered
10. Arrange driver training and driver induction on the main controls of the vehicle.
11. Take delivery of vehicle
12. Do sign writing on vehicle.

Manage staff time-keeping & attendance

1. The Manager/Principal will be responsible to manage the time-keeping and attendance of the drivers.
   1. Any absenteeism, sick leave, normal leave, days off, injury’ on duty, absconsions etc should immediately be logged with the administration office so that the required documentation can be completed and filed on the affected staff members file.

Weekly vehicle checklist

1. The driver is responsible for the following compulsory daily checks on the vehicle and must complete a checklist in compliance there-off:
   1. Oil check
   1. Water check
   1. All lamps, brake lights and indicator Lights in order
   1. Tyre condition and pressure – including the truck & trailer spare
   1. Wiper blades
   1. Tools & equipment check – (emergency tool kit, 1 x bottle jacks, wheel spanners, emergency triangle, torch, Cell phone fully charged, first aid kit and fire extinguisher – to be serviced annually)
2. The CEO will keep a register of the checklists and perform monthly audits and spot checks

Record monthly vehicle odometer reading

• At the end of each month CEO will record thee odometer reading of each operational vehicle from the relevant tracking report.
  • This information together with the diesel usage and the maintenance cost is used to calculate some of the financial indicators – e.g. CPK etc.
  • It is imperative that the tracking KM reading is synchronized with the truck’s actual odometer reading every quarter.

Maintenance & service schedule

• Regular servicing at the vehicle’s dealership forms the basis of the Company’s preventative maintenance plan.
  • The maintenance & service schedule must be tabled at every board meeting to serve as a reminder when vehicles need to be serviced or maintained
  • The CEO will prepare an annual report on the age, lifespan and condition of the fleet which will be tabled at the annual strategic session.
  • The above report will drive discussions and decisions whether to renew or retain the fleet.

Vehicle License & Certificate of Fitness (COF) schedule

1. The license & COF schedule must be tabled at every board meeting to serve as a reminder when vehicles license & COF needs to be renewed.

Driver induction/training

1. All new drivers must receive the following training & induction. These points can also be used to re-train/review the existing drivers every six months (on the job training method):Weekly vehicle checklist Functions and main components of the vehicleWearing of seat beltsRectifying minor faultsBasis fire fighting & first aid proceduresLegal aspects of driving – rules of the road, observe speed limit, courteous to other road usersNo picking up of hitch hikers or unauthorized passengersRoad rageSubstance abuseHIV/AIDSFastening & securing of loadsBeing friendly, courteous and professional to customersAll other safety and operational procedures.Defensive driver training programme to be investigated by Management

Safety & operational procedures

Road accident prevention procedure:

Drivers must be trained in the art of defensive driving as this teaches the driver to be continually alert, to be in control, to anticipate an event before it occurs and to react by taking evasive action. In addition to defensive driver training the following measures must also be observed at all times:

• Speed limit
• Safe following distances

Road accident procedure:

The following actions must be taken when involved in an accident:

• Bring the vehicle to a stop immediately.
• Ascertain the nature and extent of any injury sustained by any person.
• If a person(s) is/are injured then render such assistance to the injured person(s) as you are capable of rendering.
• Ascertain the nature and extent of any damage sustained.
• Summon ambulance, paramedics and police if necessary.
• Inform the Operational Manager
• Fully record in writing all the circumstances of the accident immediately after the occurrence (whilst it is still fresh in your mind). Particular attention should be paid to details such as the exact location of the accident (street names etc), the time of day, weather conditions, conditions of the road. 
• Draw a brief sketch of the accident scene
• Remember to take down full particulars of any third parties involved and also details of any independent witnesses.
• Give name and address, Company details and vehicle details to any person having reasonable grounds to request the information.
• Report the accident to the nearest police station within 24 hours and get the police reference number.
• Do not admit liability even if you think you were the cause of the accident as this might prejudice our insurance claim.

Theft/Hijacking procedure:

• Refer to Annexure  – Hijacking Awareness Guide prepared by SAPS which covers all aspects about Hijacking.

Breakdown procedure:

The following procedures must be followed in the event of a breakdown:

• Endeavour to stop vehicle well off the side of the road
• Immediately put out safety triangle to warn other road users
• Switch on hazards and/or park lights at night
• Call the CEO who will assess the situation and take the relevant action
• Stay in the vehicle until help arrives

Basic fire fighting & first aid procedure:

• All vehicles are fitted with 9 kg Dry Powder fire extinguishers which can extinguish most fires.
• Existing staff have been given the necessary training in the use of these fire extinguishers
• The induction procedures provide for new staff to be trained in these procedures.
• First aid procedures still need to be developed and will receive priority in the weekly safety meetings.  

The following inventory shall be kept on the following minimum supplies in the first aid boxes kept at the office and the yard and any supplies used will be replenished  within 24 hours:

• 2 x First aid dressing number 2
• 2 x First aid dressing number 3
• 1 x First aid dressing number 5
• 2 x Conform Bandage 75mm
• 2 x Triangular bandages
• 1 x Plasters (10’s)
• 1 x Pack of sterile gauze swabs
• 1 x Pair of surgical gloves
• 1 x Eye bath
• 1 x Eye drops (5ml) – check expiry date
• 1 x Eye pad
• 1 x Paracetamol tablets (20’s) – check expiry date
• 1 x Eno sachets – check expiry date
• 1 x Antiseptic wound cleaner (50ml) – check expiry date
• 1 x Burn shield 20x20cm sterile burn dressing – check expiry date
• 1 x Burn shield 10x10cm sterile burn dressing – check expiry date
• 1 x Antiseptic ointment – check expiry date
• 1 x CPR mouth to mouth device
• 1 x Safety pins (12’s)
• 1 x Scissors
• 1 x Forceps (Tweezer)

Driver health, fitness and medical questionnaire

1. All new staff must complete and sign a health, fitness and medical questionnaire
   1. Health, fitness and medical questionnaires must be completed and signed by al existing staff at least once a year.

SAFETY AND HEALTH STATEMENT

We, the management team of Eersterust Care and Training Centre  recognizes the humanitarian, moral, statutory and social responsibility obligations on our part to provide a safe working environment for our employees and as such have identified the following hazards associated with our operations:

• Road accidents
  • Theft/Hijacking of vehicles
  • Vehicle breakdown
  • Fire to vehicles & equipment
  • First aid for injuries

Procedures have been developed (and communicated to staff) for each of the above hazards in order to eliminate or mitigate the effect they may have on life and property. Management furthermore undertakes to provide such information, instructions, training and supervision as may be necessary to ensure health and safety in the workplace.

The following registers and questionnaires will also be maintained in order to further promote health and safety in the workplace:

• Incident register
• Portable electrical equipment register
• Health, fitness & medical questionnaires

Signed by the Management Team:

INCIDENT REGSTER

All incidents, irrespective whether they result in an insurance claim or not, shall be reported to the administration offices. The CEO shall be responsible for completing, taking appropriate action and filing the incident investigation form in the incident register – refer Annexure

ANNEXURE

INCIDENT INVESTIGATION FORM

REPORT DATE:

REPORT NUMBER:

1. WHAT HAPPENED?

2. WHEN DID IT HAPPEN?

DATE:

TIME:

3. WHERE DID IT HAPPEN?

4. HOW DID IT HAPPEN?

5. WHY DID IT HAPPEN?

6. STATEMENT BY STAFF MEMBER

7. STATEMENT FROM OTHER PERSONS INVOLVED

8. STATEMENT FROM WITNESSES (IF ANY)

9. SUMMARY – CAUSE & EFFECT

10. WHAT CAN BE DONE TO PREVENT A RECURRENCE?

11. RECOMMENDATIONS/ACTION REQUIRED