Fleet Policy

Introduction

This Fleet Policy outlines the guidelines and procedures for the management and operation of G3-Biz Ltd’s fleet of trucks. It is aligned with the company’s vision to establish itself as the most reputable distribution company in Cameroon in terms of trust, expansion, and value creation/sharing.

Purpose

The purpose of this policy is to ensure safe, efficient, and sustainable fleet operations that minimize operational costs, maximize asset utilization, protect the company’s reputation and assets, comply with all relevant laws and regulations, and contribute to the company’s vision.

Scope

This policy applies to all drivers and vehicles owned by G3-Biz Ltd.

Key Areas

1. Safety and Trust:
   • Prioritize Safety:Drivers must prioritize safety, adhering to traffic laws, safe driving practices, and defensive driving techniques.
   • Trustworthiness:Trustworthy behavior is essential – both on the road and with company assets.
   • Reporting:Drivers are required to promptly report any vehicle defects or malfunctions, accidents, incidents, and maintenance needs.
   • Accident Reporting:In case of an accident, drivers must follow the established accident reporting procedures.
   • Safety Meetings:Regular safety meetings will be conducted to discuss accident trends, best practices, and lessons learned.
2. Vehicle Assignment and Usage:
   • Assignment:Trucks will be assigned based on operational requirements, driver qualifications, and vehicle capacity.
   • Authorized Drivers:Only authorized drivers with valid driving licenses and appropriate training will be permitted to operate company vehicles.
   • Business Use:Company vehicles are for business use only. Personal use is strictly prohibited.
3. Vehicle Maintenance and Efficiency:
   • Regular Maintenance:Regular maintenance schedules will be followed for each vehicle, including routine inspections and preventive maintenance.
   • Authorized Repairs:All vehicle repairs must be authorized and performed by the approved service providers.
   • Fuel Efficiency:Fuel-efficient driving practices are encouraged to reduce costs and environmental impact.
   • Record Keeping:Accurate records of all maintenance and repair work will be maintained.
4. Driver Training and Evaluation:
   • Comprehensive Training:All drivers will undergo comprehensive training that covers traffic laws, safe driving practices, defensive driving techniques, emergency procedures, and fuel-efficient driving.
   • Regular Evaluation:Regular performance evaluations will be conducted to assess driver skills, adherence to policies, and identify areas for improvement.
5. Vehicle Tracking and Telematics:
   • Real-time Monitoring:Vehicles will be equipped with GPS tracking devices and telematics systems to monitor vehicle location, speed, and driving behavior.
   • Data Analysis:The collected data will be analyzed to identify potential safety issues, optimize routes, and improve fuel efficiency.
6. Accident Investigation and Prevention:
   • Thorough Investigations:All accidents will be thoroughly investigated to determine the root causes and implement preventive measures.
   • Safety Meetings:Regular safety meetings will be held to discuss accident trends, best practices, and lessons learned.
7. Fuel Management and Cost Control:
   • Fuel Cards:A fuel card system will be implemented to track fuel usage, monitor costs, and prevent unauthorized fuel purchases.
   • Fuel Efficiency Incentives:Drivers will be rewarded for achieving fuel efficiency targets.
8. Vehicle Replacement and Disposal:
   • Replacement Policy:A clear vehicle replacement policy will be established based on age, mileage, and maintenance costs.
   • Disposal Procedures:Procedures for the safe and environmentally responsible disposal of old vehicles will be developed.
9. Emergency Preparedness:
   • Emergency Kit:All vehicles will be equipped with emergency kits containing essential supplies.
   • Emergency Procedures:Emergency procedures for various scenarios, such as accidents, breakdowns, and security threats, will be developed and communicated to drivers.
10. Sustainability and Environmental Impact:

• Eco-Friendly Vehicles:The company will consider incorporating eco-friendly or hybrid vehicles into the fleet to reduce environmental impact.
• Fuel Efficiency Initiatives:Efforts will be made to promote fuel-efficient driving practices and explore opportunities to reduce fuel consumption.

11. Compliance:

• Monitoring:Managers will monitor compliance with this policy and address any issues.
• Disciplinary Action:Non-compliance with this policy may result in disciplinary action, up to and including termination of employment.
• Penalties:Penalties may include written warnings, suspensions, or termination, depending on the severity of the violation.

12. Review and Update:

Regular Review: This Fleet Policy will be reviewed annually to ensure its continued effectiveness and alignment with the company’s objectives.