Numerous public inquiries originate from incidents such as bridge collisions, detached wheels, or unsecured loads, and many follow prohibitions issued during annual tests or roadside checks. However, a significant portion also stems from operators' applications, whether for a new operator licence, adding additional vehicles, new operating centres, or appointing a new transport manager. In cases where an operator’s business is not fully compliant, these applications invite increased scrutiny, potentially leading to DVSA investigations and appearances before the traffic commissioner. Operator licence holders must assess their operations thoroughly before application submission.
Application Review Process
The traffic commissioner’s team conducts an in-depth review of all applications. They evaluate previous compliance records, including OCRS scores, MOT pass rates, and any past inquiry hearings or warnings. New applications are compared with prior ones, and perceived issues may prompt a DVSA investigation, possibly involving assessments at the operating centre to scrutinise maintenance records and drivers’ hours or the site's suitability.
Strategic Timing of Applications
The timing of an application is critical and can significantly affect the likelihood of its approval. Applications for expanding fleet size during periods of recent prohibition notices or MOT failures will likely draw attention. MOT pass rates are indicative of an operator’s maintenance capabilities. Poor pass rates suggest potential deficiencies in vehicle upkeep.
Detailed Scrutiny
Issues identified by the DVSA or the commissioner’s staff, previously unnoticed, can lead to a rigorous examination of the operator. Public inquiries often result from such scrutiny, potentially leading to regulatory actions like suspension, curtailment, or licence revocation.
Comprehensive Pre-Submission Review
Given these considerations, operators should meticulously evaluate their compliance systems before applying. Conducting an independent audit or an internal review against DVSA's earned recognition audit standards is advisable. A proactive audit can identify and address potential issues before the commissioner’s office examines the application, reducing the risk of a public inquiry.
Addressing Recurrent Issues
Operators often overlook issues like insufficient operating centre capacity or poor maintenance, which could be criticised during DVSA inspections. Resolving any ongoing disputes with local residents is also crucial, especially when applying for additional vehicles, to avoid public objections and possible hearings.
Financial Transparency
Applications often require financial proof, like bank statements. These documents can reveal whether financial standing requirements have been met and might expose transactions that could raise questions about driver employment practices or other financial activities. Addressing these issues beforehand is recommended.
Maintenance and Driver Management
A thorough maintenance review can reveal issues like unexplained changes in vehicle inspection frequencies. Operators should ensure driver training is up-to-date, driver records are thoroughly reviewed, and all tachograph data is regularly downloaded and analysed. Transport managers must also keep their training current, as required by the traffic commissioner.
Continual Training and Detail-Oriented Approach
Operators and company directors should regularly undergo Operator Licence Awareness Training (OLAT) to stay informed and address internal issues. Paying close attention to the details of the operator’s licence itself is also important, ensuring consistency with official records like Companies House listings.
Ensuring Operational Compliance
When applying for a new or varied licence, operators must recognise the potential for extensive scrutiny. The traffic commissioner's staff examines each application in detail, with the commissioner reviewing cases that escalate to public inquiries. Operators should ensure all aspects of their operations are in order before proceeding with their application to avoid the risk of severe consequences.
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