STATION

OPERATORS

MANUAL

CONVEYOR CAR WASH

THIS MANUAL IS FOR THE ANDUFF CONVEYOR LOCATED AT

……………………………………. Known as SITE NUMBER………….

Anduff Car Wash Limited, 35 / 37 Amersham Hill, High Wycombe, Bucks, HP13 6NU

FOREWORD

Anduff Car Wash Limited operates a network of conveyor car washes across the UK under the brand name IMO and arc which is displayed in on the outside of the building

All Anduff car washes are run by self-employed operators who have signed an operating agreement with Anduff Carwash Ltd

All station operators have access to technical facilities and resources of the Anduff Group of Companies in all matters concerning construction, repairs, maintenance and operation.

Anduff has laid down a complete set of procedures and guidelines for the operation of a conveyor site, which are contained in this folder. The operator should study these carefully.

Anduff reserves the right to alter or add to these procedures or guidelines at any time. It should be noted that the procedures and guidelines form part of the agreement.

CONTENTS

A OPERATION

  1. Station Operator’s Duties
  2. Daily Return Sheet
  3. Banking of Money
  4. Monthly Statement/ VAT invoices
  5. Miscellaneous Expenses
  6. Procedures in event of damage to Customers cars
  7. Damage by Customers to Anduff equipment
  8. Chemergy (chemical and meters records)

B BUILDINGS

C TECHNICAL

  1. Care and Maintenance of Equipment
  2. Faults and Breakdowns
  3. Repairs
  4. Orders
  5. Safety Precautions
  6. Summary of Basic Economy Measures
A. OPERATION

The Anduff Group headquarters are in High Wycombe. All decisions concerning the commercial aspects of the car wash operation shall be decided by Anduff, including the policy concerning prices, VAT, book keeping, preparation of accounts, personnel matters etc.

1.Station Operators Duties

It is the duty of the operator to conduct the affairs of the car wash in such a way as to build up a prosperous, stable and growing business.

Anduff will provide full support to help the operator in this aim.

Any operator who wishes to build up a prosperous and efficient station will pay particular attention to the following: -

a)Constant maintenance of the equipment and buildings.

b)Prompt and regular opening hours.

c)A friendly attitude towards customers.

d)Well-trained staff.

Every customer’s car must be pre washed before it enters the conveyor, as this is an integral part of the service. This pre washing is part of the standard service offered to customers who should also be offered every choice of programmes each time they attend the wash. Customers are always open to sales pressure to persuade them to invest more in the wash.

The operator is responsible for any staff working at the wash under his/her control and it is the operators duty to ensure that the plant is run along the lines set out by Anduff at all times.

It is also the operator’s responsibility to ensure that the Anduff car wash is run as economically as possible. By eliminating waste of any kind an operator can contribute directly to the profitability of a site and by attending to the efficient running of the plant can substantially improve its profitability.

The following list details the principal running costs of a conveyor car wash:

  1. Electricity
  2. Water
  3. Chemical Products
  4. Spare Parts
  5. Repair labour
  6. Outside contractors’ labour
  7. Damage to and by customers’ cars

2.Daily Return Sheet

A Conveyor Daily Return Sheet (blue) should be completed in duplicate after the close of business each day. The original should be sent to Head Office in High Wycombe together with the banking slip for the money banked for Anduff. Each daily return sheet must have its own banking slip; no banking slip should have more than one days banking on it. The second copy is for the operator’s records, but shall be made available if required by the regional manager, to carry out audits.

Daily Return Sheets should be filled in every day including days when the site might be closed.

Please take care in filling out the sheets (checking calculations). Also please write the site number on the envelope when sending in the returns.

Explanation of Sheet

Please ensure the site name and site number are filled out along with the day and date to help stop any confusion.

Each wash program has a digital counter meter on the processor, which can be obtained as follows: - Eberle dial 77 on the thumb wheel

: - GeFanuc by pressing f1

“Closing meter “ is the meter readings for each wash taken from the processor at the close of business

“Opening meter” is the previous days closing meter numbers

“Difference” is the result of subtracting one meter from the other

“Auth Tests” is used to put test washes in that an engineer may have done after maintenance. Also used for allowing operator 5 (wash 4) washes to cover any cars that might have to be put in to the wash again that month (Which is entered on the first day of each month)

“Vouchers” is for entering any vouchers you may get. Each voucher is clearly marked which wash it is for

“Paid Progs” is the actually number of each wash you received cash for.

The Daily Return Sheets should be sent to Head Office on a daily basis so that the monthly statements can be issued at the end of each month. As Anduffs accounts are fully computerised, delays are caused not by volume of work, but by failure to send in forms promptly.

See Section 5 for an example of a correctly completed Return and explanation.

3. Banking of Money Daily

Anduff attaches particular importance to the prompt banking of all sums due to the company from the operation of the car wash. There are numerous controls specifically designed to ensure that money is banked promptly and regularly and failure to do so will become immediately noticeable. Failure to bank money promptly and correctly can lead to termination of an operators contract.

The paying-in book provided for banking is in triplicate. The top copy being for the bank/ post office, the next to be sent with the daily return sheet for the same day and the third copy, is the operators proof of banking and should be kept safe and available for inspection on request by the regional manager.

Deductions from the daily return should not be made without Anduffs authorisation

4. Monthly Statements/ VAT invoices

Every month a statement from Anduff is sent to the operator, which shows the amount of commission they have earned for the previous month. Showing a Gross, Net and VAT amount. The company then requires a VAT invoice from the operator, displaying the operators VAT registration number, for the said amounts.

The statement also shows the amount each day that was banked in that month and the amount that should have been banked. Section 5 shows examples

5. Miscellaneous Expenses

All expenses incurred on behalf of Anduff by the operator (e.g. sweeping brush, cleaning products, paint brushes) should be accounted for in the following manner.

All items purchased, a receipt should be acquired and the items should then be entered on to a petty cash voucher, along with the site name and number. The petty cash voucher should be shown to the regional manager on his next visit, which will approve these items and sign the petty cash voucher. (It is good practise to keep a copy of this voucher). You then send the Voucher and receipts in to head office (High Wycombe).

High Wycombe will then send you a cheque for the value of the items

6. Procedures in the event of damage to customers’ cars

Damage to customers’ cars can be avoided if care is exercised at all time and if the operating instructions are followed with meticulous care.

Before allowing a car to enter the ARC/IMO conveyor, the following points should be checked on every occasion:

  1. Is the car within the maximum conveyor limits?
  2. Is the radio aerial fully retracted or removed (take care with electrical aerials)?
  3. Roof racks or taxi signs should be removed or the roof brush should be lifted over them.
  4. Awkward emblems, badges or trims should be taped over.
  5. Accessories and number plates should be checked for looseness.
  6. Rear window wipers and wiper arms should either be removed or carefully taped town or the roof brush should be lifted over them.
  7. Existing damage to the car should be pointed out to its owner.

In case of doubt a car should not be allowed to pass through the conveyor even if a customer is prepared to use the wash at his own risk as torn-off trims or aerials, which then remain entangled in the brushes, can have far-reaching consequences and can cause extensive damage to the rest of the car.

Anduff takes every precaution to avoid damage to cars and instructions to customers are clearly displayed on each car wash.

If, in spite of these precautions, a customer should notice damage to his car, supposedly caused by the wash, it is important that the customer should be approached immediately and the damage assessed .An incident report should then be completed, part A with customer and part B when customer has left the wash, refer to procedure SOM008. If any doubt exists as the correct functioning of the wash, the engineering department in Bradford 01274 730200 should be contacted immediately and the problem discussed. The wash should not be operated if a malfunction of the machine is suspected.

When establishing the cause of damage, three areas should be examined:

  1. Misuse of the conveyor by the customer through braking, steering or driving during the wash cycle.
  2. Misuse of the equipment by the station operator.
  3. Unforeseeable technical faults in the equipment.

Anduff is not responsible for damage to customers’ cars caused by their own actions as outlined in 1. Above.

It should be understood that completion of incident report form is not an admission of liability but merely a recording of facts.

The Part A of the form gives 4 copies:

White- Customers copy

Green- Sent to customer services

Pink- Regional managers copy

Yellow- site copy

Part B of the form gives 2 copies:

Green- goes with Green part A to customer services

Pink- site copy

7. Damage by customers to Anduff Equipment.

Customers can cause damage to Anduff plant and equipment by misuse of the facilities or by carelessness. The customer should be notified that they are responsible for repair of any damage they may have caused to the building, plant equipment. This should be done in a polite manner.

Incident report forms should be completed as shown in Section 5 of this manual. The details of the customers insurance is required

8. Chemical Stock and Energy Meter Readings

When chemicals/parts are delivered to site Chemical Stock and Energy Meter Readings will be included for the operator.

On the sheet of paper will be a date, this is the date on which the meter /stock records are required to be taken and filled out on to the sheet of paper. The date the sheet is to be filled out is also shown on the calendar (sent to the operator each year) by a black circle, example shown in section 4

At the bottom of the chemical stock and energy meter readings, is a small note asking for these records to be sent back to Bradford or faxed by a date shown and no later. This is also shown on the calendars and is marked with an X.

B. Buildings

All building work and repairs are managed from Anduff Bradford, these include:

  1. Installation of new plant and equipment and long-term repairs.
  2. Construction and modification to the building.
  3. Construction and repair to all concrete pads and roadways, etc.
  4. Electrical repairs to the building and surrounding areas.
  5. Installation and replacement of all signalisation.

All requests for new installations or repairs must be reported to Bradford and a log number obtained.

All requests for repairs for damage caused to signs, windows, roller shutter doors, etc should be telephoned through to Bradford. The technical department will then attend to these.

C. Engineering

Bradford office deals with all technical matters and services issues. The engineering department is available to give whatever assistance is required by the operator and can offer help in the following areas: -

  1. All repair and maintenance work including breakdown on the equipment and electrical circuits.
  2. Delivery of spare parts and chemical products.
  3. Safety precaution.
  4. Problems connected with supply of water and electrical services.
  5. Consumption of water and electrical services.
  6. Cleaning of water recirculation tanks.
  7. Technical assistance in matters concerning damage to and by customers.
  8. Training of operators.

1.Care and Maintenance of Equipment

The daily care and maintenance of the equipment is the prime responsibility of the operator or his employees. Attention to the items detailed below is essential for the reliable operation of the equipment and in order to avoid the station being out of use because of breakdowns.

The station should be kept clean and tidy at all times. The following items should be attended to as detailed.

DAILY JOBS

Health and Safety check list sheet

Clean tank filters

Check chemical levels

Empty vacuums

Swill wash floor

Sweep forecourt

Bank money

Daily returns to Head Office

WEEKLY JOBS

Empty silt traps

Clean pick up pipe filter and valve

Swill under conveyor track

Clean walls and machine

MONTHLY JOBS

Grease Duplex chain/s

Chemical and energy meter readings

Monthly orders / Requisitions

Clean foamer units

VAT invoice to head office

Check V belt tension

2. Faults and Breakdowns

If a breakdown cannot be repaired by the operator himself using the spare parts and equipment available at the site, then Bradford should be informed immediately and a log number taken.

The Bradford call centre number is 01274 730200. If unobtainable then the Regional Manager should be contacted.

All faults will be logged on the call centre operations system and a log number issued, faults are logged by priority status (1-7) and are dealt with in accordance with priority most faults can be resolved over the telephone.

3 Repairs

a)General

All repairs should be undertaken wherever possible by the operator so as to minimise downtime. Spare parts will be stored on the site and will be replenished through Anduff Bradford. It is in the interest of Anduff and the operator to undertake whatever repairs are possible without recourse to outside help; for those repairs which cannot be handled by the operator, Anduff will adopt the necessary measures once the problem has been reported. This may entail the use of outside contractors and engineers.

The operator should always be available to assist with repairs, which are undertaken by outside contractors. This will minimise the delay in effecting the necessary repairs and also widen the operator’s knowledge of the IMO/ARC equipment that he is using.

B) Reporting procedure

All breakdowns should be reported by telephone to Bradford as well as faults that could lead to breakdowns or damage to customer’s vehicles. When phoning a log number will be given to the operator, which he/she will put on the engineering report, log sheet form and this form/fault will then be signed off when the fault has been repaired by an engineer.

C) Repair worksheet

It is the operator’s responsibility (or that of his employees) to complete a form after repair work has been carried out and to make a detailed list of all work undertaken. This applies to all repairs

When engineers call to carry out repairs they are instructed to complete a service report, showing the work they have done, which is to be counter signed by the sign operator or his staff is given to the operator for his/her records. This also applies to contractors

The operator is responsible for forwarding the competed work sheet to Anduff in Bradford.

The engineer’s worksheet will be sent to Bradford by the engineers for inspection

  1. Orders

All orders of the chemical wheel cleaner and the intensive should be filled out on the notes section on the chemical stock and energy meter readings by the operator to enable him to check on the correct delivery of spare parts for any claims or requests.

Paperwork orders should be filled out on various sheets supplied and should be sent in on the same day as the chemical stock and energy meter sheet (as per calendar)

(Examples of these sheets can be found in section 3)

(1) Any additional requests must come via a regional manager no telephone requests will be accepted.

(2) Items marked ‘App Req’ on the order sheets require your Regional Managers Signature.

(3) Items marked ‘max #’, This refers to the max per year.