IRISH COAST GUARD ADMINISTRATION OF IRCG VEHICLES Procedure No. VS&T04 IRCG Division: VS&T Document title: Administration of IRCG Vehicles Procedure number: VS&T04 Prepared by: Gerard O Flynn Nominated internal auditors: Ray Malanaphy Approved by: Gerard O'Flynn : Date revised: Revision number: ISO 9001:2008 reference: ISO 9001:2008 Related documents: Road Traffic Act as amended and associated SIs
Contents 1. Purpose... 3 2. Scope... 3 3. References... 3 4. Definitions... 3 5. Process to become Authorised Driver... 4 6. Responsibilities of Unit OIC... 4 7. Responsibilities of Authorised Drivers... 4 8. Responsibilities of IRCG Administration Section... 5 9. Responsibilities of Coastal Unit Sector Managers... 5 10. Administration of Vehicle Maintenance... 5 11. Administration of Fuel Purchase... 6 Appendix 1 Process to become an Authorised IRCG Vehicle Driver... 6 Appendix 2 Driving Licence Information... 7 Page 2 of 9
1. Purpose 1.1. This document sets out the administrative arrangements that govern the driving, authority to drive, fuel purchase, maintenance and upkeep of IRCG road vehicles. 2. Scope 2.1. The procedure applies to IRCG volunteers authorised to drive IRCG vehicles including; special purpose, saloon, commercial 4x4, passenger 4x4, vans, tractors, and quads, and includes towing operations. 2.2. Additional guidance on administration of fuel purchase is set out in a separate procedure. 3. References 3.1. Road Traffic Act as amended and associated SIs. 4. Definitions 4.1. Authorised Driver. IRCG member, who has submitted a completed IRCG Driver Declaration Form (Form26), has been recommended by his/her immediate superior, has been approved by Manager VS&T to drive designated IRCG vehicles and is named on the IRCG list of Authorised drivers, as maintained by Admin section IRCG HQ, for specified categories of vehicles. 4.2. Authorised Quad Driver; IRCG member who holds a B licence, has submitted Form 31, has been recommended by his/her immediate superior, approved by manager VS&T and is listed on the IRCG list of authorised Quad drivers. 4.3. Authorised Special Purpose Vehicle Driver. IRCG volunteer member, who holds a C or C1 licence and annually completes CMP training in accordance with statutory requirements, is approved by Manager VS&T to drive IRCG Special Purpose vehicles and is named on the IRCG list of Authorised drivers. 4.4. Authorised Tractor Driver IRCG member who holds a W licence, has submitted Form 26, has been recommended by his/her immediate superior, approved by manager VS&T and is listed on the IRCG list of authorised Tractor drivers. 4.5. Driving Licence Categories and Vehicle Types: Driving Licence Categories and vehicle types are listed at Appendix 2. 4.6. Form 26- Driver Declaration. A designated Form edited and maintained by IRCG HQ setting out a declaration pertaining to driving and incorporating an undertaking to update, should driver information change in any way. 4.7. Form 31 Quad Driver Declaration Form; A designated Form edited and maintained by IRCG HQ setting out a declaration pertaining to Quad driving and incorporating an undertaking to update should driver information change in any way. Page 3 of 9
4.8. Drivers Laminate. An IRCG document, to be carried in each vehicle, setting out the arrangements that apply to the maintenance and management of vehicles. 4.9. Special Purpose Vehicle (IRCG). A vehicle which has been specifically modified for use by IRCG in a designated role such as Incident Command Vehicle, with a GVW less than 7500 Kg and greater than 3500Kg. 4.10. CPC Driver Certificate of Professional Competence (Driver CPC) as introduced by the Road Safety Authority under EU directive 2003/59/EC. 5. Process to become Authorised Driver 5.1. Appendix 1 attached sets out the process to be followed to become an authorised driver of an IRCG vehicle. 6. Responsibilities of Unit OIC 6.1. The Unit OIC shall retain the authorised list received from IRCG Administration Section for their Unit. 6.2. The Unit OIC shall ensure that only drivers listed on the authorised list are permitted to drive IRCG vehicles. 6.3. The Unit OIC shall ensure that Unit members are aware of the category of licence required to drive each of their Units vehicles. 6.4. The Unit OIC shall ensure that CGU members are made aware of which categories of vehicles they are authorised to drive. 6.5. The Unit OIC shall advise CUSM of any changes to authorised drivers status in including information provided on Driver Declaration Forms. 6.6. Unit OICs shall ensure that all vehicles carry a drivers Laminate and letter setting out vehicle insurance arrangements. 6.7. Unit OIC s are responsible for the cleanliness and routine checks of IRCG vehicles. 6.8. Unit OIC s shall ensure that the Vehicle Maintenance Log is completed on a regular basis. 7. Responsibilities of Authorised Drivers 7.1. Authorised drivers shall ensure that they only drive the vehicle type for which they hold the correct category of licence subject to being included on the specific authorised list. 7.2. Authorised drivers who upgrade their licence may complete a new Driver Declaration Form indicating any new category of licence obtained. They shall submit the new Driver Declaration Form for approval as per paragraph five, of this procedure. They shall not drive the vehicle type for the new category of licence until it is included on the authorised list. Page 4 of 9
7.3. Authorised drivers shall notify their Unit OIC/CUSM of changes to information provided on their most recently submitted IRCG Driver declaration form. 7.4. Authorised drivers are to update the Vehicle Millage Log each time the vehicle is used. 8. Responsibilities of IRCG Administration Section 8.1. Retain all Driver Declaration Forms received. 8.2. Maintain Authorised Drivers Lists for each of the following categories: 8.2.1. Authorised Driver List for each CGU. 8.2.2. Category B Licence Holder Authorised Driver List. 8.2.3. Category B & E Licence Holder Authorised Driver List. 8.2.4. Category W Licence Holder Authorised Driver List. 8.2.5. QUAD Authorised Driver List. 8.2.6. Special Purpose Vehicle Authorised Driver List. 8.3. Provide OIC s of CGU s with in-date Authorised Driver Lists. 8.4. Provide CUSM s with, in-date Authorised Driver List for the CGU s in their Sector. 8.5. Inform in writing any IRCG personnel if their application to drive an IRCG vehicle is rejected. 8.6. IRCG Administration Section shall operate a rotational system of having the driver declaration forms updated every 3 years. 9. Responsibilities of Coastal Unit Sector Managers 9.1. Ensure that this procedure is adhered to in their Sectors. 10. Administration of Vehicle Maintenance 10.1. Merrion Fleet Management is currently contracted for the management of vehicle maintenance and fuel purchase support services. 10.2. A Drivers Laminate provides important information such as who to contact in the event of breakdown, Road Traffic Accident, broken windscreen, etc. has been provided and is to be stored in each vehicle. All drivers are to be aware of its location. 10.3. No modifications, regardless of how minor (e.g. phone kit) are to be made to any IRCG vehicle without written permission from Merrion Fleet Management and IRCG HQ. Units may apply for permission for modifications to their CUSM who will seek approval from Merrion Fleet Management and IRCG HQ on their behalf. Page 5 of 9
11. Administration of Fuel Purchase 11.1. When fuel is purchased using a fuel card, the garage shall be provided with the registration and odometer reading of the IRCG vehicle, and if not for use by a road vehicle provide details of intended use such as boat or other equipment. Appendix 1 Process to become an Authorised IRCG Vehicle Driver Page 6 of 9
Apply for permission to drive an IRCG Vehicle using Form 26 or Form 31 as appropriate Submit completed Form to OIC if volunteer, or CUSM if OIC Is application recommended? No Send rejected application to IRCG Admin Section with reason for rejection Yes Send approved application to IRCG Admin Section If No Applicant is notified by Admin Section that s/he is not authorised to drive IRCG Vehicle. IRCG Admin Section place approved driver on Authorised Driver List IRCG Admin Section send updated Authorised Driver List to CGU & CUSM Driver authorised to drive once on authorised list Appendix 2 Driving Licence Information Category Vehicle type Minimum Page 7 of 9
age* A1 Motorcycles with an engine capacity not exceeding 125 cubic centimetres and with a power rating not exceeding 11 kilowatts with or without a side car. 16 years A Motorcycles with or without a sidecar 18 years M B Mopeds with a maximum speed of 45kph and an engine size of up to 50cc Vehicles with seats for up to 8 passengers and a maximum weight of 3,500kg (includes pulling a trailer where the maximum weight of the trailer when fully loaded is 750kg or less) 16 years 17 years W Work vehicles and land tractor with or without a trailer. 16 years C C1 Vehicles having a design gross vehicle weight exceeding 3,500kg. and having passenger accommodation for not more than 8 persons and where the design gross vehicle weight of the trailer is not greater than 750kg. Vehicles in category C having a design gross vehicle weight not exceeding 7,500kg. and where the design gross vehicle weight of the trailer is not greater than 750kg. 18 years 18 years D Vehicles having passenger accommodation for more than 8 persons and where the design gross vehicle weight of the trailer is not greater than 750kg. 21 years D1 EB EC EC1 Vehicles in category D having passenger accommodation for not more than 16 persons. Combinations of vehicles with drawing vehicle in category B and where the design gross vehicle weight of the trailer is greater than 750kg. Combinations of vehicles with drawing vehicle in category C and where the design gross vehicle weight of the trailer is greater than 750kg. Combinations of vehicles with drawing vehicle in category C1 having a combined design gross vehicle weight not exceeding 12,000kg and where the design gross vehicle weight of the trailer is greater than 750kg. 21 years 17 years 18 years 18 years Page 8 of 9
ED ED1 Combinations of vehicles with drawing vehicle in category D and where the design gross vehicle weight of the trailer is greater than 750kg. Combination of vehicles with drawing vehicle in category D1 having a combined design gross vehicle weight not exceeding 12,000kg and where the design gross vehicle weight of the trailer is greater than 750kg. 21 years 21 years Page 9 of 9