policies

POLICY BRIEF & PURPOSE

This Policy has been prepared to make sure employees follow strict guidelines to ensure the safety of our clients. The primary goal of this Policy is to help prevent accidents and minimize the risk of personal injury associated with those incidents.

Scope
This policy applies to individuals who are required to operate vehicles which belong to Lee Cars or working on behalf of Lee Cars.

Definitions
For the purpose of this policy, “employee” refers to any Lee Car driver, who operates a motor vehicle while conducting Lee Cars business.

POLICY

Prerequisites to drive a company car
Our employees are only allowed to drive a company car if they:
• Have a valid driver’s license.
• Have a clean driving record for at least ten (10) years. This means they must not have been held at fault for a car accident, or arrested on charges of violating vehicle and traffic laws (e.g. driving under the influence of drugs or alcohol).
• Knowledge on first aid application.
• Employees will need to complete a form for personal details, sign a vehicle use acknowledgement form and submit a copy of their driver’s license to be eligible for a company car.

Employee’s Obligations

We expect employees who drive company vehicles to follow these rules.

They should:
1. Drive safe and sober.
2. Wear seat belts/shoulder harnesses as provided in the vehicle.
3. Respect traffic laws and fellow drivers.
4. Utilize mechanical and/or hand signals at all times to inform others of their intention.
5. If applicable, wear glasses or contacts when driving.
6. Ensure that the vehicle is secured when parked by:
a) Turning the ignition switch off and removing the key.
b) Making sure that vans and all other vehicles equipped with automatic transmissions are placed in “park”.
c) Vehicles equipped with manual transmissions are placed “in gear.”
d) Setting the hand brake.
e) Chocking the rear wheels of the vehicle or turning the front wheels toward the curb when the vehicle is parked on an incline.
7. Document any driving-related expenses, like fuels and tolls.
8. Check their car regularly to ensure gas, braked, tire pressure and call car fluids are at appropriate levels.
9. Report any damage or problems with their assigned cars to the Manager as soon as possible.
10. Avoid double-parking, blocking entrances and engaging in other traffic violations that may result in fines.
If employees have their driver’s licenses suspended or revoked, they must inform the Manager in charge. The Manager in charge will then reassign their company car until they become eligible to drive in accordance with our policy (maintaining a clean driving record for at least ten (10) years).

Drivers who are fatigued and/or sick should avoid driving if they feel their driving ability is impaired.

Employees are not allowed to:
• Smoke inside of a company car.
• Lease, sell or lend a company car.
• Violate driving laws by using a phone or texting while driving.
• Use a company car to teach someone how to drive.
• Leave the company car unlocked, unattended or parked in dangerous areas.
• Allow unauthorized people to drive a company car, unless an emergency mandates it, only after permission is sought from proper authorities.

Accidents
If employees are involved in an accident with a company car, they should contact the Manager in charge immediately. Employees should not accept responsibility or guarantee payment to another party in an accident without company authorization.
Employees should follow legal guidelines for exchanging information with other drivers and call local police if accidents are serious.
Our company’s obligations
We want to ensure that all our employees are safe at work and preserve our company’s legality. For these reasons management will:
• Make sure cars are safe to drive before assigning them to employees/clients.
• Schedule periodical maintenance to ensure cars remain in good condition.
• Provide a copy of this policy to all employees who are assigned company cars.
• Insure vehicles with a reliable insurance provider.
• We keep records of our fleet with manufacturing date and mileage. We will retire any car that’s deemed too old or too high in mileage.

Disciplinary Consequences
Employees will face disciplinary consequences if they do not follow rules governing this policy. For minor offenses, like allowing unauthorized people to drive a company car or receiving more than two (2) fines, we may issue reprimands and ultimately revoke the company car.
We may terminate an employee and/or take legal action as needed for more serious offenses. That can include leasing out a company car for personal financial gain or causing an accident while driving intoxicated.

TRAVEL MANAGEMENT POLICY

1. Client are required to provide advanced notification of travel plan for threat assessment and logistical planning.
2. Traveller tracking systems have been put in place to monitor the movement of vehicles and speed limits at a maximum rate of 100km which alerts us immediately if flouted.
3. An emergency response plan:
• Practical training is important to ensure that drivers know how to handle emergent situations as a result of this; our drivers have undergone emergency drills with a reputable institution.
• Our company has also liaised with an ambulance service to provide prompt response when incidents are reported.
• Ambulance services are available to promptly attend to our clients at all times.
4. Our drivers have been trained on how to properly interact with law enforcement personnel during incidents on the road.
5. We have laid down procedures for locating and communicating with employees in a crisis event.
6. Drivers who drive for long hours are required to take short breaks of ten (10)-fifteen (15) minutes every two (2)/two and half (2.5) hours or when necessary.