Parking of Royal Mail Vans

[Litehart]

Hi, I wonder if someone can tell me whether or not you are considered "responsible" for your vehicles overnight, or whether you can just leave them wherever you want? We have a post van almost permanently parked outside our house - it's a public road, so not illegal, however there is no off street parking so it's already tight for the residents, which means it's a bit of a nuisance to say the least. The person lives in the next village, and drives to her van daily, uses it, then brings it back and drives her car home - presumably there is an issue parking two vehicles at home, so she prefers to give us her parking problem. I wonder if she is responsible for the vehicle, and if so, how she can keep an eye on it from 5 miles away?

[fishtank]

No offence intended but it is obvious from your post that you have an issue with this Royal Mail employee and intend to pursue a complaint through Royal Mail as is your right.
However under those circumstances it would be completely inappropriate for us to supply you with the ammunition to do so.
As i said no offence is intended.

[bogstandard]

this is business policy,

try appendix 3, i know its a beast of a read but i think i will be of use


Policy & Guidance for Delivery Office Managers: Overnight Retention of Vehicles and Powered Equipment





22 September 2009 (Version 10)




Author Name: Aidan Reid
Business Unit: Royal Mail (Letters)















Index

Pages Title
2 Index
3 Scope of this Guide
3 Terms of this Guide
4 Permissions
4 Vehicle & Key Control
6 - 7 Responsibilities – Drivers and Powered Equipment Users
7 – 9 Responsibilities – Managers
10 Appendix 1 - Overview of key responsibilities in relation to the overnight retention of vehicles
11 - 13 Appendix 2 – Authorised Retention Agreement
14 - 15 Appendix 3 – Parking Location Assessment
16 Appendix 4 – Office Summary : Overnight Retention of Royal Mail Vehicle & Powered Equipment Concurrence
17 - 18 Appendix 5 – Recommended shared van contingency management arrangements
19 Appendix 6 – Monthly Process Check record




















Guide for Delivery Office Managers on the Overnight Retention of Vehicles and Powered “Delivery Methods” Equipment

Scope of this Guide

1. It is sometimes in Royal Mail’s interest to permit staff to take official vehicles or powered equipment home for safekeeping (for retention overnight)

2. Vehicles and powered equipment covered by this guide include:

a. Those based at an office which may be retained occasionally / periodically
b. Those not based at an office that are retained by their user(s) most of the time

3. This guide covers vehicles and powered equipment operated under the Delivery Methods scheme which are not usually based at Royal Mail premises and which may be ‘shared’ by two or more drivers (known for the purposes of this guide as “shared vehicles”)

4. Whenever vehicles or powered equipment are retained, permission must be granted in advance by the local unit manager

5. Permission may only be granted for vehicles which are less than 3.5 tonnes gross weight and /or with less than 8 passenger seats, or powered delivery equipment where it is impractical to transport it to and from its work location each day

6. The powered equipment would need to be safely stored - the DOM would need to be satisfied of this

7. The powered equipment must also be charged up overnight and be fit for use the next working day. The business will provide a charging device and must safety check the charger. Payment would not be made by the business to the individual for any electricity used to charge the powered equipment overnight

8. Under no circumstances may vehicles subject either to Operator Licence or Public Service Vehicle (PSV or Postbus) Regulations be authorised for retention overnight

9. Permission is granted solely in connection with activities carried out on behalf of Royal Mail. No personal or private use of official vehicles or powered equipment is permitted under any circumstances

10. Because of HMRC Taxation requirements certain personal information must be supplied by drivers, which must be verified by managers on a regular basis (see below for more information)

11. In cases of unauthorised personal use of a vehicle by a driver HMRC may insist on a Taxation charge being made to the driver concerned. Personal or private use is not covered under the terms of Royal Mail’s insurance. In cases of personal or private use the driver or user will be subject to disciplinary action under the Royal Mail Conduct Code.

12. All Royal Mail Security guidelines summarised in this guide must be followed at all times. Failure to follow these guidelines could result in disciplinary action being taken against me under the Royal Mail Conduct Code.

Terms of this Guide

1. DOM’s may only authorise vehicles and powered equipment to be retained overnight by employees in situations where there is insufficient space on site for all Royal Mail vehicles and equipment at the Delivery Office. The Office Summary sign off in Appendix 4 requires the DOM, DSM and Regional Fleet & Assets Manager (RF&AM) to confirm this

2. Only the regular driver(s) or user(s) may take vehicles or equipment home. Permission is granted to the driver(s) / user(s), not the vehicle or equipment

3. Only appropriately trained and licensed users who have passed their probationary or trial period (i.e. who have been continuously employed by Royal Mail for at least six months or more should this period be extended) can be given permission to retain vehicles or powered equipment

4. Vehicles and equipment covered by this permission will be insured under normal Royal Mail Business Insurance arrangements, providing all conditions in this guide are met and adhered to. Unauthorised use of vehicles is not covered by Royal Mail Insurance

5. Insurance cover is not provided for the loss of or damage to any personal effects, which should not be left unattended or on display inside vehicles

6. If damage or loss occurs to Royal Mail property whilst in the individual’s possession, the company will bear the cost, providing that the individual has taken all reasonable precautions against the equipment being lost or damaged and has met all relevant Royal Mail safety and security requirements. Royal Mail reserves the right to pursue the driver for recovery of the cost of any damage or loss where all relevant safety and security requirements have not been met.

Permissions


1. Permission to participate is not automatic and may only be granted by a Delivery Office Manager. A second line verification in all cases will be required – usually the Delivery Sector Manager (DSM). This verification must be supported by authorisation from the relevant Regional Fleet & Assets Manager (RF&AM)

2. Local process checks (see Appendix 6) must be reviewed at 6 month intervals, in line with driver vehicle licence checks (i.e. during the first week in April and October)

3. Under this retained vehicle scheme Royal Mail has an obligation to follow HMRC and Group Taxation guidelines with regard to monitoring drivers “home to start / end of work” mileage

4. This will involve drivers declaring relevant distances and managers verifying 1) that these distances are reasonable and 2) are not exceeded without good cause and permission

5. Where “home to start / end of work” mileage is significantly greater than the typical working mileage of a vehicle each day, Regional Fleet & Asset Managers (or equivalent) should consider viability under the scheme and directly confirm their agreement for each case

6. Permission to participate in this agreement does not transfer any form of ownership or rights to the individual during the vehicle or powered equipment retention period.

7. Permission may not be granted retrospectively

Vehicle & Key Control

1. Under Section 172 of the Road Traffic Act 1988 Royal Mail has a legal obligation to provide details of the identity of any driver using a vehicle at a particular time

2. In order to fulfil this obligation, the Vehicle Condition & Mileage Logbook (the logbook) will be used as the primary day-to-day control record

3. While participating in this scheme, drivers must provide a detailed and accurate record of vehicle transfer between themselves and other drivers

4. For the purposes of the Road Traffic Act 1988, the driver whose name is last recorded in the logbook will be considered responsible for the roadworthiness and security of the vehicle until responsibility is transferred to the next driver by signature in the logbook

5. Only the driver whose name is recorded in the logbook may drive the vehicle until responsibility is transferred. Subsequent drivers must carry out at least a “duty” level (roadworthiness) vehicle check before driving and the vehicle logbook must be updated accordingly

6. It is a very serious offence to drive a vehicle without the appropriate driving licence and necessary permission. Any breach of this condition will be dealt with under the Royal Mail Conduct Code

Additional sets of vehicle or delivery trolley keys

1. Where additional sets of keys are issued for a vehicle, each key holder must sign the local office key control record to acknowledge receipt

2. All sets of vehicle keys must be signed for i.e. where two sets of keys are used on a shared van duty then both OPG’s must sign separately for a set each. The person signing for keys will be considered responsible for their security until responsibility is transferred and details have been recorded on the local office key control record

3. Managers must periodically confirm availability of all sets of keys issued for any shared vehicle under their control. Checks should be carried out at the same time as licence checks are conducted (whether the subsequent key holder has a driving licence or not)

4. When not in use, vehicle keys must be secured - they must never be left in the vehicle or in any delivery trolley or delivery pouch

5. Responsibility for the security of any mail left on board a vehicle which is unattended will be shared jointly between any key holders working from the vehicle

6. On shared van deliveries a working bundle of mail (not SD items) may remain in the foot-well providing either the driver or passenger remains in the vehicle. No mail should be left in the front of a vehicle when either the driver or passenger is not in the vehicle.

7. Mail left in unattended vehicles must always be secured within the load area

8. All SD items must always be secured within the load area of the vehicle

9. Failure to adhere to the guidance contained in this document may lead to disciplinary action being taken under the Conduct Code and could result in external prosecution


Responsibilities

Drivers & Powered Equipment Users

1. The driver must produce their current driving licence for copying and filing at the unit concerned before permission can be issued. Powered equipment users must demonstrate they have received appropriate training before permission will be issued, but responsibility for provision of training rests with the manager. NOTE: drivers’ licences will be checked biannually at 6 month intervals, and it is the driver’s responsibility to present his/her licence each time it is requested. Failure to do so will invalidate permission. Both parts of a photo-card driver licence must be produced for the check to be accurate. It is the driver’s responsibility to notify their line manager of any situation which may place their driving licence at threat

2. The driver or powered equipment user must complete and sign an Agreement (Appendix 2, attached), for filing on site at the vehicles home operating unit. Details must be accurate and any change must be notified to the Delivery Office Manager immediately. A copy of the current document must be given to the driver. Agreements will be reviewed whenever relevant circumstances change or whenever the Delivery Office Manager considers appropriate, at Royal Mail discretion

3. In addition all Royal Mail drivers are required to read and sign the Royal Mail Security Rules for Drivers at 6 monthly intervals. These should take place at the same time as driving licence checks in April and October. Local records should be available for audit purposes.

4. Drivers must record the start and end location from which they accept responsibility for their vehicle in the Vehicle Condition & Mileage Logbook every time they begin or end driving each day

5. The reason for exceeding ‘home to start / end of work’ distances declared in the Agreement (Appendix 2) must also be reported to the Delivery Office Manager, who must record this in Appendix 6 (6 Monthly Process Record Check)

6. Drivers or powered equipment users must allow access to managers wishing to examine physical arrangements for the parking or storage of Royal Mail vehicles or equipment, as well as safe keeping arrangements for vehicles and/or street furniture keys, fuel cards/fobs etc

7. Access must be provided for recovery of the vehicle in situations where a driver is unable to work (eg: calls in sick). Appendix 5 - Recommended retained vehicles contingency arrangements – details a suggested process to manage this situation.

8. Drivers or equipment users must provide immediate access to the vehicle or equipment whenever required by Royal Mail. Wherever possible, notice will be provided but Royal Mail retains the right to access the vehicle without notice

9. It is the driver(s) or user(s) responsibility to notify the Delivery Office Manager of any change of address or circumstances (e.g. altered parking arrangements) and to seek new permission

10. The driver(s) or user(s) must ensure the vehicle or equipment is safe and legally parked each time it is retained at home. The Parking Location Assessment attached at Appendix 3 must be completed by the driver(s) or user(s)

11. The driver(s) or powered equipment user(s) must strictly adhere to the Royal Mail Procedural Security requirements contained in this guide. Failure to do so may lead to disciplinary action under the Conduct Code

12. The driver(s) or user(s) must complete all necessary vehicle or equipment checks prior to first usage on a given day. Time allowance for such checks will be built into duty structures in line with national agreements. For retained vehicles and equipment, these checks must be completed before the journey into the office

13. The driver(s) or user(s) must record their checks in the Log Book and the front pages of the Log Book (P1061E)

14. Any vehicle faults must be recorded in the Log Book (P1061E) and on a PMT1 Fault Report form (obtained from your Delivery Office or local workshop), in line with instructions. Both the pink & blue copies of the document must be retained in the Log Book until return to your Delivery Office for filing. This is an important requirement of Royal Mail’s Vehicle Maintenance Policy.

15. Drivers participating in the “shared vehicle” scheme must also use the logbook to record the time and date any change of driver occurred. Each driver must complete their own vehicle check before first driving the vehicle on the road

16. The last recorded driver will be considered responsible for the vehicle until the logbook is completed by the next driver

17. The driver or user must follow necessary maintenance arrangements as directed by the Delivery Office Manager and in line with Fleet & Maintenance Services Appointments process. Where necessary, vehicles must be taken to / collected from Workshops by the user who may be required to wait with the vehicle until repairs are completed. There is no automatic right to a replacement vehicle other than by prior arrangement from the Delivery Office Manager

18. If a residents' parking scheme is in operation, it is the responsibility of the individual to make the necessary arrangements with the Local Council for permission to park at the location and to pay the required fee. This fee will not be reimbursed by Royal Mail.

19. The individual should confirm that there are no covenants to property deeds or any other restriction that would prohibit the home parking of liveried commercial vehicles at the location

20. The individual is responsible for confirming their own household contents and/or mortgage insurance is not affected if Royal Mail property or vehicles are kept at the property overnight

21. The driver may collect or drop off a colleague on the way into or back from work, but only with the permission of the Delivery Office Manager.

22. By signing the Agreement the driver(s) or user(s) acknowledges that personal use of the vehicle or equipment is prohibited under all circumstances

23. Drivers wishing to terminate their overnight retention agreement must provide their line manager with 28 days prior, written, notification

Managers

1. The Manager must ensure that any case where retention is permitted is in the best interest of Royal Mail

2. When considering allocation of vehicles for overnight retention, the Manager should follow the guidance outlined in the document “Delivery Methods: Identifying & Resolving People Issues” (Ref: Allocating staff to vehicles to be retained overnight)

3. The Manager must ensure all necessary approvals (i.e. Delivery Sector Manager and Regional Fleet & Asset Manager.) have been provided before permission is granted

4. The Manager must ensure that the Parking Location Assessment is satisfactorily completed by the driver for each case, prior to retention permission being granted. A physical check of 10% of the vehicles covered by these arrangements is required every 6 months.

5. The Manager must issue each participant with a copy of the Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement (Appendix 2) in order to demonstrate that permission has been issued

6. The Manager must conduct 6 monthly checks of Logbooks with particular emphasis on the recording of “user checks”, fault reporting and home to office mileage information. Home to office mileage information must align with details in the retention agreement unless previously authorised in writing. The security of all sets of keys issued to a specific vehicle must be confirmed at this stage

7. Periodically, manager Logbook checks should be completed at the same time as drivers complete their vehicle or equipment condition checks to ensure the correct procedures are followed. Time allowance for vehicle checks must be built into all duty structures, in line with current national agreement

8. Where drivers operate under the “shared vehicle” scheme managers must confirm that necessary “change of driver” information is recorded. This information must include driver name, change-over time and location for every occurrence. This check is critical and any irregularity must be investigated and challenged where appropriate

9. The manager must verify each drivers ‘home to start / end of work’ mileage for taxation purposes and calculate typical working mileage for every vehicle operating under the scheme. Regular checks must then be conducted to ensure combined ‘home to work’ and working mileage for each element of a journey is not significantly different to expected distances

10. The manager may grant a driver permission to collect or drop off a colleague on the way into or back from work but only if any detour does not significantly increase the home to office mileage

11. In situations where a given employee usually takes a vehicle home, but is due off work the next day, the manager must ensure arrangements are in place to recover the vehicle for use in the delivery operation. Appendix 5 outlines some options which could be used by managers

12. The manager must make appropriate maintenance arrangements with both their local Workshop and driver / user in order to ensure the vehicle or powered equipment is in a roadworthy condition at all times

13. The manager must ensure that any ‘reserve’ or occasional cover drivers who are to be used under the scheme have all necessary documentation completed in advance, before being allowed to participate

14. The Manager must ensure that permission is reviewed following any material changes to either Royal Mail or user’s personal circumstances

15. The Manager must ensure that records are retained on site for the current and previous 3 years to satisfy the HMRC. This means retaining a copy of:
a. The driver’s driving licence
b. A signed copy of the ‘Authorised Retention of Official Royal Mail Vehicles Agreement’ document (Appendix 2)
c. A signed copy of the Parking Location Assessment (Appendix 3)
d. A signed copy of the ‘Office Summary: Overnight Retention of RM Vehicles Concurrence Authority’ form (Appendix 4)

16. The Manager must ensure that the following documents are provided to the driver:
a. A copy of the signed ‘Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement’ document (Appendix 2)
b. A signed copy of the Parking Location Assessment (Appendix 3)
c. A copy of the signed ‘Office Summary: Overnight Retention of Royal Mail Vehicles & Powered Equipment Concurrence Authority’ form (Appendix 4)

17. Line managers wishing to terminate the overnight retention agreement must ordinarily provide employees with 28 days prior, written, notice. Royal Mail reserves the right to terminate the retention arrangement without notice

18. Intermediate reviews should be carried out where there is a change in any of the following circumstances:
a. Changes to home address
b. If there is a change to the approved parking location
c. If damage or loss occurs to either the vehicle or its contents
d. If there is a complaint from:
i. The general public.
ii. Local residents
iii. Local authorities, including the council and emergency services

19. All authorisation reviews must be carefully documented, and must include full details of the reason for the review, any findings and/or evidence, relevant details of those involved as well as the full details of the review decision and resulting action

20. Details of any reviews must be communicated to the driver(s) concerned, all relevant Regional Managers, including the Regional Fleet & Asset Manager

21. Any change of arrangements must be recorded on a new Agreement form which must be re-signed by all concerned and reissued to the driver(s) involved

22. Where any parking fines or ‘fixed penalty notices’ have been issued by the Police, VOSA or the Local Authority, full details must be reported in writing to the RF&AM as they may in certain circumstances, affect the Business Vehicle Operator’s Licence

23. Signs indicating “No items of value or mail are held in this vehicle/equipment overnight” must be fitted to all vehicles operating within the scheme. These are available from Fleet & Maintenance Services, Gloucester (phone 01452 367853)

24. The provision of a shed / storage box etc. may be considered but only in extreme circumstances (eg city centres)



APPENDIX 1
Overview of key responsibilities in relation to the overnight retention of vehicles

1. Ensure that the conditions described in the following sections can be satisfied (DOM):
a. Scope
b. Terms of this guide
c. Permissions
d. Vehicle & Key Control
e. Additional sets of vehicle or delivery trolley keys;
f. Responsibilities

2. Ensure all approvals required are granted and documented in Appendix 2 - Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement. Issue copy to Driver and retain copy in office (DOM)

3. Complete and sign Appendix 3 - Parking Location Assessment (Driver)

4. Perform physical inspection of parking locations for a sample of 10% of retained vehicles every 6 months (DOM)

5. Complete or update Appendix 4 - Office Summary: Overnight Retention of Royal Mail Vehicle & Powered Equipment Concurrence. Issue latest version to RF&AM, and retain copy in office (DOM)

6. Ensure arrangements are in place to recover the vehicle in cases of planned and unplanned absence by the driver. Use Appendix 5 (DOM)

7. Conduct 6 monthly process inspections of the vehicle. All findings should be recorded in Appendix 6 - Authorised Retention of Royal Mail Operational Vehicles – 6 Monthly Process Check Record (DOM):
a. Emphasis should be placed on the recording of “User Checks”, fault reporting and home to office mileage along with vehicle of equipment condition checks
b. Home to office mileage should be compared to the details in the in Appendix 2 - Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement
c. Security of keys to be checked










Appendix 2
Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement

This document should be held for each driver who retains a vehicle overnight, and is the agreement between the driver and Royal Mail

Drivers Name : Unit Name: Phone No:
Vehicle or Powered Equipment Details:
Serial:
Reg. No:
Description (if appropriate):
‘No Valuables’ sticker fitted (date: ) Other considerations:
Permitted Parking Location:





Contact Phone No: Special Conditions & Security arrangements (Reference the Parking Location Assessment in Appendix 3)



Emergency Contact Number (eg Mobile) Normal Home to start / end of work Miles:
Purpose / Reason vehicle authorised:


Parking arrangements checked and accepted (observations / conditions?)

Manager’s signature & date:
DSM signature & date:
RF&AM signature & date.
Inspection of parking location conducted (if one of the 10% sample)
date: Signed: DOM

The Authorised Retention of Official Royal Mail Vehicles & Powered Equipment Agreement dated [insert date] is made between:

1. Royal Mail Group Limited, a company registered in England & Wales under number 04138203 whose registered office is at 3rd floor, 100 Victoria Embankment. LONDON, EC4Y 0HQ (“Royal Mail”); and

2. [insert name] of [insert home address] (“You”)

I the undersigned accept the conditions under which I am permitted to retain the above Royal Mail official vehicle or powered equipment. I have read and understand the guidance which accompanies this permission, and have been given a copy for personal reference:

1. I agree not to use the vehicle or powered equipment for any personal or private use whatsoever

2. I agree that I will perform a vehicle check at homes before first usage each day and that this will form part of my duties. I understand that this check should take approximately six minutes and that I will be credited with this time during my normal shift duties either by starting such duties six minutes late or where this is not possible by taking a break of six minutes at another appropriate time during my shift.

3. I agree that when I am travelling between the office and home I am not on duty

4. I understand that I may only pick up and take home a Royal Mail colleague when travelling to and from work with the Agreement of the Delivery Office Manager

5. I agree to make the vehicle available to Royal Mail, with no notice, when operational demands dictate.

6. I agree that I will inform my manager as soon as I am aware of a reason that the vehicle may not be available to Royal Mail

7. I agree to immediately notify Royal Mail if I am unable to use the vehicle or powered equipment for any reason (eg licence suspension / medical condition / loss or damage etc.)

8. I hereby give permission for Royal Mail managers to periodically test compliance to the conditions mentioned in the guidance. This may include checking the vehicle or piece of delivery equipment situated at the location/s outlined within the agreement.

9. I agree to follow normal operational “Pouching-off” procedures for any undelivered mail.

10. I agree to ensure that no mail is left in a vehicle or item of powered equipment, or retained on private premises, under any circumstances

11. I warrant that at all times I will be fit and able to use the vehicle or equipment. This means ensuring that I am ready for duty in a fit and alert condition and not under the influence of drink or drugs.

12. I understand how to use the vehicle or equipment safely (if you have not received the appropriate training or don’t know the relevant Safe System of Work (SSOW), ask your manager before you start).

13. I agree only to use the vehicle or equipment in accordance with the SSOW

14. I will ensure that the vehicle or equipment is safe to use and continually roadworthy by completing the appropriate checks; making a record in the Logbook each time checks are completed and reporting faults promptly in line with PMT1 fault reporting procedures

15. I agree to complete the Vehicle Condition & Mileage Logbook in line with training

16. I agree not to leave a vehicle or powered equipment in a position where it contravenes any parking restrictions, is an obstruction or inconvenience to others or is illegal

17. Should I breach clause 15 above such that I incur any parking fines, fines from a local authority, payment for release from clamping, tow costs or any other costs as a result of such breach or should the retained vehicles use by me otherwise incur any fines or fees I agree to bear these costs personally. If for any reason whatsoever Royal Mail bears these costs directly, I agree that such sums can be deducted from my salary or any other payment owed to me by Royal Mail during the course of my employment or on its termination.

17. I confirm, having already checked with any relevant authorities, that there are no local restrictions or conditions on the property where the vehicle or equipment is to be retained, that may affect participation in the overnight retention agreement

18. I agree that it is my responsibility to ensure that my home and contents / mortgage insurance are not affected by my retaining a vehicle or Royal Mail equipment at my home overnight

19. Should I wish to terminate this agreement I agree to give my line manager at least 28 days prior written notice.

20. I agree that Royal Mail may terminate this agreement subject to the following notice provisions. Ordinarily, Royal Mail will give 28 days prior written notice but Royal Mail reserves the right to terminate the agreement without notice.

21. I agree that I must immediately notify my line manager and Royal Mail if a situation arises which places my driving licence at risk

18. I agree that I am personally liable for the vehicle during the period that I am permitted to retain it and it is in my possession and I agree to adhere to the Security arrangements listed below

a. Wherever possible vehicles or powered equipment must not be parked in areas accessed by the public
b. Vehicles or powered equipment authorised under this agreement may only be retained at the approved location
c. Powered equipment should be garaged out of sight / secured to an immovable object as directed in this agreement
d. Powered equipment must be charged overnight and be ready for use the next operational day
e. Vehicles and powered equipment must be fully secured with alarms activated (where fitted) whenever retained overnight
f. No street furniture keys or equipment (eg pillar-box labels, fuel cards, tabs) may be left either in vehicles or powered equipment other than during operational use. I.e. they must not be left in vehicles or powered equipment when retained overnight. If the keys are needed for operational use the next day and the driver is due a rest day then, the driver must ensure that the DOM is aware so he can make arrangements to recover the keys
g. Uniform items and/or security passes/identity badges must not be left in vehicles or powered equipment when retained overnight.
h. Hand held devices / PDA’s must be returned to the office after the delivery finishes and not left in vehicles or powered equipment when retained overnight
i. Personal possessions are not insured by Royal Mail and must therefore be removed from sight and not left in the unattended vehicle

19. I warrant and confirm that all details provided in support of this agreement are accurate and true

21. I understand that any breach of the terms of this Agreement or any breach of the attached Policy and Guidance will result in disciplinary action being taken against me pursuant to the Conduct Code.


SIGNED by [insert Delivery Office Manager’s name] Signature…………………
Duly authorised for and on behalf of ROYAL MAIL
Date………………………


SIGNED by [INSERT NAME] Signature…………………

Date………………………



Appendix 3
Parking Location Assessment

This document should be completed by the driver to satisfy all parties that the parking arrangements are reasonable and all safety and security risks understood. Drivers should use the guidance below to complete the assessment, and then submit a hard copy of the form to their line manager for consideration and filing.

Every 6 months, Royal Mail managers will be expected to physically inspect the parking locations for a sample of 10% of any retained vehicles in a given office. This should be performed on a rolling basis, which should initially be based on the higher risk areas and any subsequent incidents which manifest themselves. If the risk is deemed to have become unacceptable, alternative parking arrangements would need to be found. The Royal Mail Managers Security Checks Procedure requires that weekly checks be made on official motor vehicles in use at their units (a minimum of one vehicle per week). For any physical inspections performed on your sample of 10%, use the Royal Mail Managers Security Checklist to record these checks on these same vehicles.

Points to consider when parking your van at home
You may only use a designated disabled parking space if you yourself are disabled and display the appropriate badge or sign in your van.

1. Always observe the Highway Code

2. Always apply the “Security Rules for Drivers”

3. Always park off the road where possible

4. Always observe any local parking restrictions in force near your home

5. Always park your van so it does not block or restrict a pavement or verge

6. Always try to park your van facing the same way as the traffic flow

7. Always park as close to the kerb as possible, but take care not to damage your tyres

8. Always apply your handbrake

9. Always point your front wheels toward the kerb when facing downhill, and away from the kerb facing uphill. Consider leaving your van in gear if the hill is steep

10. Always secure the vehicle and activate the alarm (where fitted)

11. Always ensure that vehicles have stickers on them stating that there is no mail or valuables inside the vehicle

12. Always ensure that you can safely enter and exit your parked vehicle

13. Always ensure that you can safely exit a driveway in the vehicle (for driveways which exit onto a main road, it’s often advisable to back the vehicle into the driveway when parking the vehicle)

14. Don’t park within 10 meters (32ft) of a junction or on the brow of a hill

15. Don’t park on the kerb or verge in case you cause obstruction

16. Don’t obstruct access ways or paths in case you block Emergency Services access

17. Don’t park near double white lines in the centre of the road, or in a ‘Clearway’ area

18. Don’t obstruct a kerbside ramp used by people in wheelchairs or pushing prams

19. Don’t park on yellow lines or near any type of road crossing place

20. Don’t double-park or block another vehicle

21. Don’t park in a taxi bay, bus stop or cycle lane

22. Don’t leave any mail, Royal Mail ID, street furniture keys, fuel cards, uniform, hand held devices, other equipment or personal possessions in parked vehicles

23. Don’t allow vehicles to be parked in areas that offer no natural surveillance or may encourage vandalism - such as on wasteland, down entries - areas where criminal activity can take place unobserved (would you be confident parking your own vehicle there?). There is a significant deterrent to criminal activity if the vehicle is parked in an area that offers 'natural surveillance'. Surveillance in this context doesn't mean CCTV; it is simply an area where the vehicle can be observed directly or subconsciously by neighbours, friends, or passers-by.

24. Where possible the vehicle should be parked directly outside your house, preferably in a garage or on a driveway

25. Where possible ensure vehicles are parked in well lit areas

Bearing the guidance above in mind, please make a record in the table below of any points which may affect your ability to satisfy this advice. You will need to detail the remedial action needed to overcome these points.

By signing the document below, you are indicating that you are able to follow the guidance above

Point Remedial Action


























SIGNED by Signature……………………
(the Employee)

Appendix 4
Office Summary: Overnight Retention of Royal Mail Vehicle & Powered Equipment Concurrence

This document summarises all retention arrangements in a given office

Delivery Office: Print:
Office parking arrangements:
No. of operational vehicle parking spaces at the office:
No. of operational vehicles based at the office:
No. of vehicles which cannot be parked on-site overnight:
List of vehicle(s) or powered equipment authorised for overnight retention:





Eg: 5023345 / GL05



Date/s authorised:






Confirmation:
Managers name & Signature:
RF&AM name & signature:
DSM name & signature: Overnight retention authority is granted because of insufficient on-site parking.
Print: Signed:
Print: Signed:
Print: Signed:
Review date & reason:

Comments/Notes:


Date: (Reason:)


Delivery Office Name

Date of Completion
Managers Name Signed

Managers Name Print


All returns to: {RF&AM Address details}.




Appendix 5
Recommended retained vehicles contingency arrangements

Drivers retaining Royal Mail vehicles at home overnight requires DOMs to establish and manage contingency arrangements for the recovery of these vehicles in instances of planned and unplanned absence.

There is no single arrangement which is suitable for all offices, but you may wish to consider some of the following:

1. If a driver reports in sick, pre-agreed contingency drivers could collect the vehicle on their way into the office. As a last resort, 2 drivers in a van would have to recover the vehicle during inward sorting time. The log book must be completed by the driver collecting the vehicle
2. If on rest day, managers could select a solution from a menu of options:
a. The original driver could take vehicle home that night, with the same contingency arrangements as 'when sick' applying
b. The driver’s shared van partner could take vehicle home if they were due in the next day
c. If neither of the shared van pair were in the next day due to rest days, the van could be returned to the office after completion of delivery for collection and retention by a different agreed driver
3. Locally, you may find other solutions. It's important that whatever solution you find, the vehicle should not be parked at a location outside of the Royal mail yard which has not been authorised by the DOM.

The table below can be used to set out contingency arrangements van by van, then issued to all parties to that they know who to call in the event of either planned or unplanned absence

Van Ref Name Address 1 Address 2 Address 3 Postcode Phone
1
(primary driver)
1 (contingency driver)
1 (contingency driver)
2
2
2
3
3
3
4
4
4
5
5
5
6
6
6
7
7
7
8
8
8
DOM Name Work Hours Contact Details
2nd Line Manager Name Work Hours Contact Details





Appendix 6
Authorised Retention of Royal Mail Operational Vehicles – 6 Monthly Process Check Record


Driver Name

Vehicle / Powered Equipment Details
Permitted Home to Office Miles

Tax Year

Date of check

Name of Checking Manager
Checks Completed Results

Mileage & Logbook check findings











Vehicle Condition check findings







Parking & security arrangements findings (if one of the 10% sample of vehicles inspected)










Subsequent action taken












SIGNED by [insert Delivery Office Manager’s name] Signature…………………




Royal Mail
Overnight Retention of Vehicles and ‘Delivery Methods’ Powered Equipment
Ref O/N/R Policy Distribution All
Date 25/09/09 Owner A J Reid
Version Final - 25 Sept 09 Approved D O’Donnell
Title Version control record
Commentary on O/N/R Policy

Control of documents
All documents, forms and appendices listed in this Policy and all supporting process guidance will be approved before issue, reviewed and updated as necessary. Changes and revision status will be identified at the end of each document.

This page is used to record any changes to the Policy document.
Ref: Issue Page Amendment Detail Approved Date

[bogstandard]

or you could let the tyres down, i would the cheeky bugger

[Litehart]

Thanks Bogstandard, the info is helpful - the bit about natural surveillance made me smile - certainly all the neighbours here would happily turn a blind eye if someone were to let the tyres down!

[andy2007]

Have you tried putting a polite letter under the windscreen wiper, asking the Postie not to park there. Or better still, talking to her?

If that fails, then I'd suggest contacting the Delivery Office Manager (DOM). Because if the Postie lives as far away as you say, then she shouldn't be parking there anyway. And as the DOM is the one who should have verified that it's parked in an appropriate place. Then he/she is at least as much to blame as the Postie. Probably more so. So hopefully it won't cause the Postie too much trouble.

[Litehart]

Thanks for the comments. I have popped a note under the windscreen, to no avail and I don't get an opportunity to meet the lady face to face as she picks up the van first thing in the morning, presumably whilst I am getting ready for work, and it's back when I get home. Contrary to what the first reply said, I don't have an issue with the lady personally, I don't know her, I only know she lives in the next village because other neighbours have mentioned this, it is just quite irritating that she uses the road outside my house as the permanent place to keep her works van - rude!! Having read through the info supplied, it seems that it is possible she may not be sticking to the officially agreed parking arrangements - certainly the document repeatedly refers to taking the vehicle home, and she doesn't live in this area; she isn't displaying any notice to the effect that there is nothing of value left in the van, and a complaint from a local resident will be enough to initiate a review of her parking arrangements, so I think that is the way to go. Hopefully it will be sorted before the next time I have to park 10 minutes away, in the pouring rain, lugging a laptop and three bags of groceries, and wearing heels!

[bogstandard]

the possibility exists that the parking arrangement WAS agrred with the manager concerned.
hoever a letter to the Delivery Office Manager enquiring about the vehicle and its parking arrangements should do the trick.

[TeeferTiger]

Unfortunately, you do not own the road outside your house and as long as she is parking within highway code guidelines and not preventing a vehicle from entering the highway, then technically, she's not really doing anything wrong. She must have permission to take the van "home" otherwise she'd be pretty dumb to do it without permission.

However, I do find it odd that she drives to the van, leaves her car there and then drives the van to work?! How far are you from the Delivery Office?

[Litehart]

I know that technically anyone can park on the road, I did say that in my first post - it's just that it's every single day and night and all weekend, and it's a bit annoying that it's a commercial vehicle and she chooses not to take it home, but to drive to and from it every day - it seems cheeky not to park it at home but to park it outside my house where there is already pressure on the parking arrangements and we have to look at it day in day out. I think it's rude, not illegal. I live in a very small town and there are many vans outside the post office every morning, and several of them are left parked in various roads when not on rounds. For the sake of customer relations it would be better to park where local residents have off road parking and are not inconvenienced - it's a commercial fleet, the responsibility of the Royal Mail, and their parking/vehicle storage arrangements should not be inconveniencing the local residents irrespective of whether it's technically legal to park there.

[TeeferTiger]

I know that technically anyone can park on the road, I did say that in my first post - it's just that it's every single day and night and all weekend, and it's a bit annoying that it's a commercial vehicle and she chooses not to take it home, but to drive to and from it every day - it seems cheeky not to park it at home but to park it outside my house where there is already pressure on the parking arrangements and we have to look at it day in day out. I think it's rude, not illegal. I live in a very small town and there are many vans outside the post office every morning, and several of them are left parked in various roads when not on rounds. For the sake of customer relations it would be better to park where local residents have off road parking and are not inconvenienced - it's a commercial fleet, the responsibility of the Royal Mail, and their parking/vehicle storage arrangements should not be inconveniencing the local residents irrespective of whether it's technically legal to park there.

And I did read your first post thoroughly, hence the question, how far away do you live from the Delivery Office?

And what if it wasn't a RM van that was being parked there? Someone else's van from a small local company perhaps?

I also said, I do find it a bit odd that she drives to it every morning. If she lives far enough away to have to drive to it, then why doesn't she just drive the van home? Has it been going on for long?

[arty_morty]

I don't see the problem here. Unless it's a residents only bay or one assigned for use by disabled drivers why can't this van be parked here? It may be inconvenient but how many of us get to park right outside their house? If you have to walk a bit with shopping/kids/whatever in rain/snow it's as much the fault of anyone else that parks near your house or does that extra 15 feet or so make all the difference? Unless your street has only one space and this postlady is using it then I can't see the problem.

I don't mean to be rude or dismissive but where I live there are people that stick No Parking signs to their garden fences that they've knocked up with their PC and laminator and think they are somehow legally binding. I think you should just get on with it and not let a trivial matter like this cause you any grief.

[twoloops]

Wow the RM driver getting some pelters

[guardianangel]

Always a bit sketchy these rules ,i was always under the impressions vans had to be parked on a drive or the insurance wouldn't cover the vehicle ,but reading the restrictions it say vehicles must always be tried to kept off the road,it seems to me by signing this form you are opening yourself up to a whole world of trouble and the managers signing off these forms,out of our 10 van retention's only 1 is parked on a drive and the bosses are signing these forms off without ever going around to inspect where they are kept,the way this company treats people and are so underhanded there is no way i would ever risk taking a van home.Write to your council and complain royal mail vans are clogging up the streets while there is ample parking at the delivery office and royal mail wonder why they are losing so much money imagine all the free travel they are paying for.