Vehicle safety and parking policy

1 Introduction

Where the trust is in control of premises it aims is to provide parking spaces, where possible for staff, patients, visitors and others which are free of charge. There have been and continue to be problems with irresponsible parking on trust premises which can cause congestion, lack of access to parking for patients, damage to grounds along with hazards relating to access for emergency vehicles. This policy aims to enhance vehicle and pedestrian safety by controlling parking, giving priority to disabled users, patients and visitors, and where applicable, providing priority parking for clinical ‘community based’ staff who make frequent daily journeys.

2 Purpose

The purpose of this policy is to provide users of vehicles on trust premises with guidance on the safe use of vehicles and to set out the terms and conditions of parking. This includes parking restrictions, application of the trust’s disciplinary procedures and, or penalties for inappropriate parking and other contraventions of this policy.

3 Scope

This policy applies to all persons who use vehicles and park on premises under the control of the trust. Information for visitors and other vehicle users is available on the trusts public website and on signage around trust sites. The environmental impact of vehicle use is not addressed in this policy. Details of staff responsibilities whilst driving for work purposes are given in the trust’s safer driving at work policy.

4 Responsibilities, accountabilities and duties

4.1 Director of finance and performance or head of estates and facilities

The director of finance and performance has overall accountability for the management of the estate, including parking matters. The responsibility for this is delegated to the head of estates and facilities.

Duties of the head of estates and facilities include but are not limited to:

responsibility for monitoring and reviewing the effectiveness of this policy

appointing enforcement agencies to assist with implementation of this policy and to apply penalties for contravention of this policy

4.2 Switchboard or reception supervisor

The switchboard or reception supervisor is responsible for the issue of parking permits and for maintaining a database of permit holders in accordance with data protection legislation.

4.3 Logistics manager or supervisor and staff

The logistics manager or supervisor and staff may monitor trust premises for abuse of this policy and issue parking charge notices to vehicles which contravene this policy.

4.4 Vehicle users on trust premises

Managers and supervisors are responsible for conveying the requirements of this policy to staff, bank staff, agency staff and volunteers within their area of responsibility. All users of vehicles on trust premises must comply with this policy and park their vehicles in accordance with any notices which may be displayed. All trust staff who use a vehicle where parking restrictions are in force must display a valid parking permit at all times; it is a contravention of this policy not to do so and may result in the issue of a parking charge notice.

All visitors and other persons who park on trust premises, including sales representatives, contractors, meeting attendees etc. must record their vehicle registration when signing in to the building that they are visiting. Where staff make arrangements for visits from other persons they must inform them of the need to comply with this policy.

Visitors are defined as:

visitors are persons who are not employees of the trust or non-trust staff who are normally based on a trust site, such as PAM occupational health or council staff. For clarity, this would include:
- a person visiting a patient (excluding staff visiting a friend or relative in their own time)
- an external visitor coming on site for work purposes. For example, a contractor, a non-employee attending a meeting or a sales representative
- building tenants on the Woodfield Park site but not employees of Flourish Enterprises

5 Procedure or implementation

5.1 General conditions

The trust wishes to provide adequate parking for disabled users, patients and visitors. Where appropriate, the trust may provide priority parking for clinical staff who work in the community and who make frequent daily journeys.

All parking is free of charge and all vehicle users shall comply with the terms and conditions as set out in appendix A. Access to a parking space is not a right and the trust does not guarantee that a parking space will be made available.

All users of vehicles shall comply with the Highway Code and where appropriate, all other relevant legislation included, but not limited to, holding valid vehicle insurance, an M.O.T certificate and a road fund licence. Failure to adhere to safe driving practices including speeding and inappropriate use of a mobile phone whilst driving, may result in the trust taking disciplinary action against staff and other enforcement measures against staff and other vehicle users.

5.2 Parking permits

All users of vehicles where parking restrictions are in place must apply for and display a valid parking permit to enable them to be contacted should the need arise.

Applications for parking permits must be made via the trust’s website or by completing an application form available from the reception at Tickhill Road. Submitting an application form does not guarantee that a permit will be issued. Permits do not have an expiry date, are free of charge when issued or replaced, provided that the original is surrendered.

For staff who use a number of vehicles, a permit for each vehicle must be obtained. It is the permit holder’s responsibility to obtain a replacement permit on change of vehicle. Permits remain the property of the trust and must be surrendered when leaving employment of the trust. Vehicles leased to staff require a permit, however trust owned and badged vehicles do not.

In the event of a change of staff member’s duties where priority permits have been issued this must be declared for review to ensure that priority spaces are used only by those staff who meet the criteria.

The use of photocopied or forged permits is strictly prohibited and the trust considers their use to be fraudulent; disciplinary action may be taken against staff who do so.

Temporary permits valid for a limited specific period may be issued for:

agency workers, short term contract staff, volunteers, student placements, etc
staff who are driving a courtesy vehicle for a short period of time
staff and visitors who attend organised events lasting longer than one day

These temporary permits must be destroyed by the permit holder on expiry.

5.3 Blue badge holders

The roads on trust premises are private property and as such are not subject to blue badge rules which apply to public roads. However, blue badge holders can park on a road should a disabled parking space not be available, provided that access or egress roads are not blocked. Blue badge holders should comply in all other aspects to the blue badge holder booklet.

5.4 Enforcement action

Enforcement and or disciplinary action may be taken against any vehicle owner whose vehicle is in contravention of this policy. Examples include:

failure to display a valid permit
blocking access or egress
not parking in a designated parking bay area
parking in a visitor or staff priority parking area without authority
speeding or reckless driving or other contravention of the road traffic act

6 Training implications

There are no specific training needs in relation to this policy, but all staff and other persons who use vehicles will need to be aware of this policy.

All staff need to be made aware of the key points that the policy covers. This will be through team briefs, daily email, team meetings and as part of the local induction delivered by their line manager

There is a need to disseminate the policy to other organisations whose staff use vehicles on the trust’s sites. Trust communications, directors and managers of services who partner with other organisations will ensure that these organisations are made aware of the requirements of this policy.

7 Monitoring arrangements

The effectiveness of this policy will be monitored by the trust’s vehicle safety and parking group.

8 Equality impact assessment screening

To access the equality impact assessment for this policy, please email rdash.equalityanddiversity@nhs.net to request the document.

8.1 Privacy, dignity and respect

The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, ‘not just clinically but in terms of dignity and respect’.

As a consequence the trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided).

8.1.1 How this will be met

No issues have been identified in relation to this policy.

8.2 Mental Capacity Act 2005

Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals capacity to participate in the decision making process. Consequently, no intervention should be carried out without either the individual’s informed consent, or the powers included in a legal framework, or by order of the court.

Therefore, the trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act (2005). For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act (2005) to ensure that the rights of individual are protected and they are supported to make their own decisions where possible and that any decisions made on their behalf when they lack capacity are made in their best interests and least restrictive of their rights and freedoms.

8.2.1 How this will be met

All individuals involved in the implementation of this policy should do so in accordance with the principles of the Mental Capacity Act (2005).

9 Links to any associated documents

This policy should be read and implemented in association with the following trust policies:

10 References

11 Appendices

11.1 Appendix A Terms and conditions of parking on trust premises

11.1.1 Definitions

In this policy:

“trust” means Rotherham Doncaster and South Humber NHS Foundation Trust, Woodfield House, Tickhill Road, Doncaster DN4 8QN or any superseding organisation and
“vehicle” means a means of conveyance or transport, any mechanical device on wheels or tracks, its equipment and accessories.

11.1.2 Trust liabilities

The trust is responsible for using reasonable skill and care in the operation of the facilities where it is in control of the premises. However, that responsibility is limited and the trust is only liable as set out in (a), (b) and (c) below and has no other liability.

The trust is liable for any death or personal injury arising from negligence and the negligence of its servants or agents. Nothing in these terms and conditions shall exclude that liability.
The trust is liable for the loss of or damage to or theft of or from, any vehicle or property arising from negligence of the trust and the negligence or dishonesty of the trusts, servants or agents.
Except as set out in condition 2(a), the trust shall only be liable for losses which were either:
- incurred as a result of trust negligence or the negligence of the trust’s servants and agents
- incurred as a result of the trust’s failure to comply with these terms and conditions

Please note that although the trust has the above responsibility, it should be borne in mind that the trust’s premises may be open to visitors and other persons. The trust cannot guarantee that persons will not enter its premises and cause damage to property or engage in criminal behaviour. Accordingly, all vehicles are parked at the owners own risk. The trust does not guarantee the security of any vehicle and, or its contents.

11.1.3 Claims and complaints procedure

If a vehicle sustains damage or if you lose your vehicle or any of your possessions from your vehicle you should:

immediately inform the trust’s Safety team
complete an incident form
in the case of theft, immediately inform the police
notify your insurers promptly.

If you consider that you have a claim against the trust you must ensure that an incident report is completed and write to the trust within 3 days of discovery of the loss, damage or theft giving full details of the occurrence.

Before submitting a claim to the trust you must satisfy yourself that the subject matter of your claim lies within the areas of the trust’s responsibility as set out in condition 2.

11.1.4 Security of vehicles

Before your vehicle is left unattended ensure that:

it is securely locked
any windows are closed
it is fitted with a vehicle alarm, steering lock, or similar device, that it is engaged.

CCTV cameras are fitted at some premises and they may also act as a deterrent to criminal activity. The trust is obliged by law to display signage at the site advising that CCTV cameras are in operation. However, the trust does not make any representation as to the extent of coverage provided by the cameras and no guarantee is given as to the security of any vehicle.

11.1.5 Possessions

Wherever possible, any possessions should not be left in your vehicle. If you do leave possessions in your vehicle, you do so at your own risk. Therefore, do not leave them where they are visible. You should lock them in the boot or in an equivalent, secure, out-of-sight storage area within your vehicle.

Your motor insurance policy may not cover possessions in your vehicle. It may be possible to arrange separate insurance cover for such possessions.

11.1.6 Accidents and Incidents

If you damage another vehicle on trust premises you should report the matter to the trust by completing an incident report which should give the registration numbers of both vehicles. You must also notify the owner of the other vehicle by leaving a note on the windscreen of their vehicle providing your vehicle details, contact details and any other details that are relevant to the incident.

11.1.7 Safety on trust premises

Please drive carefully and obey the directional and other signs.

You have a responsibility to observe speed limits, follow the highway code and accepted driving practices. After you have parked your vehicle you must proceed immediately to the nearest footpath or pedestrian walkway.

For safety reasons you are not entitled to remain in your vehicle except for the purposes of parking or removing your vehicle.

11.1.8 Use and display of permits

A permit issued to staff is only valid for the vehicle in respect of which it is issued. This does not entitle permit holders to a parking space on the site or to priority over other users. Staff must ensure that their permit is clearly displayed.

11.1.9 Parking contraventions

It is important for the effective management of the trust’s premises:

that vehicle users do not park within a bay designated for a specific purpose when they are not entitled to do so (for example, parking in a space for the disabled without an appropriate disability badge displayed or parking in a visitor or priority parking space without an appropriate permit)
that all vehicles are parked within a marked bay or designated parking area
that all road signs are complied with, for example, one way signs, speed limit signs, pedestrian crossings etc.
that vehicles have an appropriate road fund licence, insurance and MOT.

If these requirements are not complied with then the trust may take disciplinary action or a parking contravention charge notice may be issued by a parking enforcement agency which has been appointed by the trust. Specific details as to the sum of the parking contravention charge notices are available in each parking area and may also be obtained from the parking enforcement agency as detailed on the signage. The parking enforcement agency issues such notices because the trust will incur a loss as parking infringements prevent efficient management of the site. The amount of parking contravention charge represents a genuine pre-estimate of the additional expense incurred.

If you incur a parking contravention charge notice will be issued to you or attached to your vehicle. The appointed parking enforcement agency is responsible for the handling of payments in relation to the charge.

The appointed parking enforcement agency may request and obtain the vehicle owner’s personal details from the DVLA should any payments due not be paid within a specified time period. The appointed parking enforcement agency will use personal details only for the purpose of taking steps to recover payment of the parking contravention charge.

If you consider that a parking contravention charge notice has been wrongly issued, you may appeal, by writing to the address detailed on the parking contravention charge notice itself. The appointed parking enforcement agency and the trust will then consider the appeal.

If trust premises are damaged by you, your vehicle or the passengers in the vehicle then, except where the damage arises from the trust’s negligence, the trust will seek to recover the cost of all repairs and associated administration costs from you.

11.1.10 Payment and disposal of abandoned vehicles

Permission must be sought from the trust where vehicle users intend to leave a vehicle on its premises for a period greater than 72 continuous hours.

The trust reserves the right to sell any vehicle which the trust reasonably believes to have been abandoned and shall be entitled to regard as abandoned any vehicle which has been on its premises for more than 28 days without prior notification.

Before proceeding with the disposal of abandoned vehicles, the trust will:

make reasonable enquiries with a view to identifying and contacting the registered owner of the vehicle in question
give 28 day’s notice of the trust’s intention so to do to the registered owner by prepaid post addressed to the registered owner’s last known address

Abandoned vehicles will be sold whenever practicable by auction and the proceeds of sale will be applied in and towards satisfaction of all sums owing to the trust together with the expenses of sale and in connection with such sale the trust shall be entitled to charge reasonable garage charges in respect of the period during which the vehicle is in the trust’s possession.

Any balance of these sales proceeds remaining after satisfaction of such sums shall be held by the trust on behalf of the registered owner of the vehicle and paid over on proof of entitlement.

11.1.11 Prohibited activities

Any vehicle must not be used to tow other vehicles on trust premises except as part of the services offered by persons authorised by the trust. In the event of vehicle breakdown you must ensure that your vehicle removal or repair is organised without causing disruption, damage or danger to any other person or property on the site.

No activity in connection with the selling, hiring or other disposal of vehicles or goods or services shall be carried out on the site without our prior specific written permission from the trust.

11.1.12 Variation of the terms and conditions

These terms and conditions shall not be varied except in writing by the trust. Nothing said or done by any trust employees is capable of varying these terms and conditions.

11.1.13 General

Each of these terms and conditions shall be construed separately, applying and surviving even if for any reason other provisions are held inapplicable or unenforceable in any circumstances.

The trust’s premises are private property and managed by the trust and parking enforcement agencies who have been appointed by the trust.

Document control

Version: 4.2.
Unique reference number: 189.
Approved by: Corporate policies approval group.
Date approved: 6 February 2024.
Name of originator or author: Head of estates and facilities.
Name of responsible committee or individual: Vehicle safety and parking group.
Date issued: 8 February 2024 (extension)
Review date: 31 August 2024.
Target audience: Vehicle users on trust premises.

Page last reviewed: April 30, 2024
Next review due: April 30, 2025

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