KNIGHTS OF OLD - PART OF KNP GROUP
COVID-19 RISK ASSESSMENT - KETTERING DEPOTSAssessors:
James Dickson: Compliance
Ian Donaldson: Compliance
SOCIAL DISTANCING AND HYGIENE MEASURES - DRIVERS
Knights of Old Group depots:
- Only one driver will be permitted in the brief / debrief station at any one time.
- Drivers must maintain a distance of 2 metres between themselves and any other staff whilst on site.
- Drivers will continue with staggered start times to reduce the amount of employee’s onsite at any one time.
- Any paperwork returned to site by drivers will be quarantined for 24hours before being processed.
- Hand scanners are not to be used during the pandemic
- All drivers are issued anti bac gel to wash hands before and after deliveries / stoppages.
- Driver will clean down the cab and common exterior touch points of the vehicle with anti bac wipes at the beginning and end of each shift.
- Social Distancing must be maintained at all times at customer sites.
- Drivers are to wear gloves at all times when handballing at customer delivery points.
- If paper or electronic POD’s are required and the customer will sign the paper work then the driver will obtain the signature whilst maintaining a 2 metre distance from the person accepting the delivery and at no times will pens be shared during this process.
- If a paper POD or electronic POD’s are required and the customer will not sign or the driver feels that it is unsafe to obtain a signature then the driver will write ‘X’ in the signature field and print the name of the person accepting the delivery. The driver will then photograph the cargo at the delivery point if possible.
What to do if you or someone you live with has Covid-19 symptoms
- Drivers - if you show symptoms of Coronavirus (Covid-19) a fever of above 37.8C - a new persistant cough or breathing problems - you must self-isolate for 7 days
- Drivers - if you are living with someone who is infected with Coronavirus (Covid-19) but you are not showing symptoms the entire household must isolate for 14 days
D4 MEDICAL SUSPENSION
Normally an application to renew a lorry or bus licence at age 45 or over must include a medical examination report (D4) which is signed by a doctor. However, NHS doctors cannot carry out these examinations so lorry and bus drivers are currently unable to obtain D4 medical reports required to support their application.
In these special circumstances, a D4 will not be required when applying to renew a lorry or bus licence until further notice. However, this will only apply if the licence has expired or is due to expire on or after 1 January 2020.
However, please note: where a bus or lorry licence is renewed without the production of a valid D4, it will only be valid for a period of one year.
This will not affect applications for renewal of licences made by those aged 65 or over as these licences are already only valid for one year.
This notice does not apply to any application to renew small lorry (C1) and minibus (D1 (101)) entitlements included on car licences issued before 1997.
Any driver who has already obtained a D4 can still submit this with their application. A licence issued in such cases would be valid for the usual full term that applies.
COVID-19: TEMPORARY CHANGE TO DRIVER CPC REQUIREMENT
- During the coronavirus outbreak it may be difficult for drivers to complete the required training.
- The Department for Transport has therefore put in place temporary changes in professional driver qualification requirements
- This means that drivers whose DQC expires in the period from 1 March 2020 to 30 September 2020 can continue driving.
- In addition military drivers (who have different training) will be allowed to drive in civilian situations during that period.
- Drivers will not be subject to enforcement action by the Driver and Vehicle Standards Agency ( DVSA) in respect of the DCPC regulations. We have informed police forces of this position.
- If you are stopped by an enforcement officer they can check to see that you have previously recently held a CPC or are in the military (including reservists acting under instruction).
- Drivers should carry their expired DQC if they have it.
- The drivers that this measure applies to will be required to comply with driver CPC rules from 1 October 2020.
Where this applies:
- These changes apply to Great Britain.
- Arrangements in Northern Ireland are devolved.
- For international road transport drivers should have a Driver CPC, unless the type of transport is exempt from the requirements.
The end date will be kept under review.
COVID-19 KNIGHTS OF OLD ACTIONS TO DATE 27/03/2020
DECENTRALISING HUBS AND FUNCTIONS:
Strategy meetings: Twice daily meeting of crisis management team to keep updated with progress re the ever changing situation
Working together: Knights of Old in daily communication with RHA, FTA, the Government and all strategic clients and partners
Actions this week:
Decentralising hubs and functions: Staff from key departments continued to be relocated throughout the business to allow business functions to continue o operate from the new multi-site multi-function set up
Homeworking: As part of the decentralising process where possible employees are now working from home unless it is impossible for them to do so
Realignment: The company has embarked this week on realigning personnel and equipment costs in line with the down turn in volumes, some employees have been temporarily stood dow (furloughed). In order to protect the workforce, we are in the process of utilising the business support offered by the government
Statutory Sick Pay (SSP) Clarity: We are being asked a lot by everyone for clarity on what the isolation absence process is.
- 1: Ring your line manager to notify them of your absence
- 2: You will be in receipt of Statutory Sick Pay (SSP) only from day 1 of self-isolation / isolation
- 3: Your Statutory Sick Pay (SSP) will be paid on your usual salary/ wage pay date
When to isolate:
- If you show symptoms of Coronavirus A fever of above 37.8C - a new persistant cough or breathing problems - you must self-isolate for 7 days
- If you are living with someone who is infected with Coronavirus but you are not showing symptoms the entire household must isolate for 14 days
- If someone else does become ill during that period, their seven-day isolation starts that day. For example, it might run from day three to day 10 -
- when that person's isolation would then end. It would not restart if another member of the household fell ill
- But anyone who fell ill on day 13 would have to start a separate seven-day isolation from that day (meaning they would spend a total of 20 days at home)
Free tea/coffee vending: Free tea and coffee vending will commence WC 30/03/202 for drivers/warehouse colleagues
Kettering P1 - Drivers canteen
Kettering P4 - Drivers canteen
Luton - Drivers canteen
TEMPORARY RELAXATION OF DRIVERS' HOURS EXTENDED 23:59 31/04/2020
he drivers’ hours relaxations apply from 00:01 on Monday 23 March 2020 and will run until 23:59 on Sunday 31 May 2020.
COVID-19 KNIGHTS OF OLD ACTIONS TO DATE 20/03/2020
DECENTRALISING HUBS AND FUNCTIONS: Staff from key departments have been relocated throughout the business.
If one operational hub is affected by COVID-19 the business functions can continue to operate from the new multi-site multi-function set up.
VEHICLE SANITISATION: Until further notice additional vehicle cleaning is being undertaken at all sites.
PLANT 1: All group vehicles that come onto site must go through the vehicle wash, afterwards a team of cleaners will spray the high risk
external areas i.e. handles, doors, straps and they will give the driver cleaning equipment for the driver to clean the inside of the cab
Once completed they will issue a vehicle cleaned permit to the vehicle and this will be needed for this vehicle to be released from site,
if a driver doesn’t have the permit they will repeat this process before leaving site.
PLANT 4: All group Artics must go to plant 1 daily, all other vehicles that come on site a team of cleaners will spray the high risk external areas
i.e. handles, doors, straps. and they will clean the inside of the cab.
WESTLANDS: Shunter will spray the high risk external areas i.e. handles, doors, straps. and they will clean the inside of the cab.
ALL OTHER GROUP SITES: Group drivers have been given the equipment to clean vehicles.
MHE: All group drivers have been given the equipment to clean the machine during and at the end of the shift.
SITE SANITISATION: Until further notice additional site cleaning is being undertaken
COMMUNICATIONS: Commincation is key
+44 (0) 1536 533 533
TEMPORARY RELAXATION OF DRIVERS' HOURS 23:59 16/04/2020
In response to requests from Industry, the Department for Transport has, pursuant to Article 14(2) of Regulation (EC) No 561/2006, agreed to a temporary and limited urgent relaxation of the enforcement of EU drivers’ hours rules in England, Scotland and Wales for the drivers of vehicles involved in the delivery of food, non-food (personal care and household paper and cleaning) and over the counter pharmaceuticals when undertaking the following journeys:
1) Distribution centre to stores (or fulfilment centre)
2) From manufacturer or supplier to distribution centre (including backhaul collections)
3) From manufacturer or supplier to store (or fulfilment centre)
4) Between distribution centres and transport hub trunking
5) Transport hub deliveries to stores
This exemption does not apply to drivers undertaking deliveries directly to consumers.
This temporary relaxation applies from 00:01 on Wednesday 18 March 2020 and will run until 23:59 on Thursday 16 April 2020 and will apply only to the drivers specified in this notice. The Department reserves the right to withdraw the relaxation earlier or extend the relaxation if circumstances change.
The department wishes to make clear that driver safety must not be compromised.
Drivers should not be expected to drive whilst tired - employers remain responsible for the health and safety of their employees and other road users.
For the drivers and work in question, the EU drivers’ hours rules can be temporarily relaxed as follows:
a) Replacement of the EU daily driving limit of 9 hours with one of 11 hours;
b) Reduction of the daily rest requirements from 11 to 9 hours;
c) Lifting the weekly (56 hours) and fortnightly driving limits (90 hours) to 60 and 96 hours respectively;
d) Postponement of the requirement to start a weekly rest period after six-24 hours periods, for after seven 24 hours period; although two regular weekly rest periods or a regular and a reduced weekly rest period will still be required within a fortnight;
e) The requirements for daily breaks of 45 minutes after 4.5 hours driving replaced with replaced with a break of 45 minutes after 5.5 hours of driving.
Drivers’ must not use relaxation ‘a’ and ‘d’ at the same time. This is to ensure drivers are able to get adequate rest.
The practical implementation of the temporary relaxation should be through agreement between employers and employees and/or driver representatives.
The drivers in question must note on the back of their tachograph charts or printouts the reasons why they are exceeding the normally permitted limits. This is usual practice in emergencies and is, of course, essential for enforcement purposes.
KEY WORKER SCHOOLING: 20/03/2020
And the most recent scientific advice on how to further limit the spread of COVID-19 is clear. If children can stay safely at home, they should, to limit the chance of the virus spreading.
Schools are, therefore, being asked to continue to provide care for a limited number of children - children who are vulnerable and children whose parents are critical to the Covid-19 response and cannot be safely cared for at home.
Health and social care
Education and childcare
Key public services
Local and national government
Food and other necessary goods
Public safety and national security
Utilities, communication and financial services
In light of the current Corona-Virus (COVID-19) situation, the business is putting as many sensible precautions in place to protect all staff.
Until further notice extra cleaning of vehicles will take place.
PLANT 1: All group vehicles that come onto site must go through the vehicle wash, afterwards a team of cleaners will spray the high risk external areas i.e. handles, doors, straps. and they will give the driver cleaning equipment for the driver to clean the inside of the cab.
Once completed they will issue a vehicle cleaned permit to the vehicle and this will be needed for this vehicle to be released from site, if a driver doesn’t have the permit they will repeat this process before leaving site.
PLANT 4: All group Artics must go to plant 1 daily, all other vehicles that come on site a team of cleaners will spray the high risk external areas i.e. handles, doors, straps. and they will clean the inside of the cab.
WESTLANDS: Shunter will spray the high risk external areas i.e. handles, doors, straps. and they will clean the inside of the cab.
ALL OTHER SITES: Group drivers will be given the equipment to clean vehicles.
MHE: All group drivers will be given the equipment to clean the machine during and at the end of the shift.
GETAC AND TABLET USAGE:
In light of the current Corona-Virus (COVID-19) situation, the business is putting as many sensible precautions in place to protect staff and customers.
We have made the discussion to temporary change the process when delivering stock to any customer site and getting the customer’s signature as proof of delivery.
The temporary process will be that the Driver puts an X where the customer signature normally goes and then asks their name and prints the name below.
This will continue until the end of the pandemic and then revert.
Coronavirus (Covid-19): Knights of Old Group’s first priority in this exceptional time is to protect the health and safety of its staff and customers.
We are monitoring every new development and adopting our response on a daily basis. As the situation evolves we will continue to provide our staff with clear, factual information so that they can provide our customers with the most up to date advice. Knights of Old Group’s first priority in this exceptional time is to protect the health and safety of its staff and customers and are committed to the following actions:
Keeping staff updated on actions being taken to reduce risks of exposure in the workplace.
Ensuring all staff contact and emergency contact details are up to date.
Ensuring managers know how to spot symptoms of coronavirus and are clear on any relevant processes, e.g. sickness reporting and sick pay, and procedures in case someone in the workplace develops the virus.
Ensuring there are clean places to wash hands with soap and hot water and encourage everyone to wash their hands regularly.
Staff capacity and mitigation of service failure
- Providing access to hand sanitisers (if available) to staff and visitors.
- Keep gates/doors open to reduce contact.
- Reduce / eliminate meetings or gatherings of employees.
- Reduce / eliminate physical contact for all.
- Reduce / eliminate employee’s movement between buildings / sites.
- Implement home working if possible.
- Ensure a distance of 2m between workers where possible.
- Monitor all visitors to our sites on their previous destinations, foreign travel or any Corona Virus related illnesses.
- Request information from delivery points of any previous cases or potential cases of Corona Virus.
- Train all managers in procedure in the event of an employee demonstrating suspected Corona Virus symptoms or calling in sick with suspected Corona Virus.
- Removing any employee / visitor from any Knights of Old Group site who display suspected Corona Virus symptoms and clean any work stations / vehicles used.
- Increase frequency and intensity of cleaning routines including vehicles, work stations and communal areas
We are committed to maintain our services during this difficult period and have put the following measures in place to ensure there is minimal disruption to our operations.
- At Knights of Old group we have our own in house agency supplier and this puts us in a rather unique position in terms of resource and this combined with our preferred user subcontractors and partners puts us in a very strong position to sustain a period of disruption within the business.
- We are ensuring that key personnel are limiting meeting in person and are located in different geographical areas of the business including home working when possible.
- We have assessed at each site and individual departments to identify any staff that can be used to backfill critical roles should any staff member contract coronavirus and need to self-isolate at home.
- We have assessed those employees with multiple licenses who would be able to backfill operative / driver roles if necessary.
- We would like to thank you for your continued support during this time and please do not hesitate to contact us should you have any further requirements.
Coronavirus is on everyone’s mind at the moment and Knights of Old is taking a proactive and common-sense approach to reassure our customers.
We recognise that our sites hosts drivers from around the UK and Europe on a daily basis and we are following the latest advice from the government. We have introduced additional measures to ensure the highest levels of workplace hygiene.
- We are following government advice and will respond where appropriate and communicate any changes with staff.
- We regularly clean all areas of the sites used by drivers and have hand-washing facilities for drivers.
- All staff have access to hand-washing facilities, especially our FLT drivers who access vehicles and communal areas.
- Office staff have hand wash, sanitiser and wipes to disinfect surfaces such as keyboards, phones and desks.