ctsi loss prevention manual · loss prevention manual, 5/07 k-5 3) be alert in observing unsafe...

CTSI Loss Prevention Manual

Section K Fleet Safety

Loss Prevention Manual, 5/07 K-1

Fleet Safety Program

"Why Fleet Safety"

One of the most costly and potentially devastating types of loss exposures associated with your day-to-day operations are vehicle accidents. In addition to the potential tragedy of human loss, you are also faced with claims costs that could adversely affect your county budgets and the CAPP Pool.

To help prevent and reduce the impact of vehicle accident losses, we have developed a formal, Fleet Safety Program. The guidelines and activities outlined here should be implemented to help prevent/reduce the injuries, suffering, and needless waste associated with vehicle accidents.

Driving is a learned skill. There are good drivers and bad drivers. Unfortunately, the bad drivers share the same road we all use. With the number of cars and trucks on the road today, being a good driver may not be good enough. You need to be both expert and professional and practice defensive driving techniques.

Driving is actually a blend of three different skills:

1) You must know the capabilities and limitations of your vehicle. Knowing the size, weight, braking time, and handling of your vehicle is the foundation of your skill.

2) You must constantly be alert to the total driving picture. You must be aware of road conditions, pedestrians, road signs, and other vehicles at all times.

3) You must be able to make the correct decision at the right time and then act decisively.

The guidelines and activities outlined will help all drivers of county vehicles master these and other related skills. By identifying and correcting vehicle safety hazards, developing defensive driving skills, and practicing safe driving techniques on an on-going basis, we all further ensure that when we must act decisively in an accident situation, we can and do.


Fleet Safety Program Contents

1) Fleet Safety Policy Statement 2) Fleet Safety Responsibilities 3) Driver Selection and Evaluation 4) Commercial Drivers License Requirements 5) Driver Safety Orientation 6) Driver Safety Training 7) Vehicle Safety Inspections and Maintenance 8) Accident Reporting and Investigation 9) Vehicle Accident Review Committee


1. Fleet Safety Policy Statement (Sample)

____________________________________ considers the safety and health of employees to be of prime importance. No other resource is so vital to the successful pursuit of our mutual goals and objectives.

We believe in protecting and preserving these resources as much as possible through a proactive and on-going Safety and Loss Prevention Program. Safety is an integral part of all our county operations.

An important aspect of our Safety and Loss Prevention Program involves vehicle and fleet accident prevention. The operation of vehicles is indispensable in conducting county business and providing vital county services. Motor vehicles, however, expose all of us to accident, injury and potentially life threatening hazards.

We have responded to these hazards with an aggressive Fleet Safety Program designed to reduce our potential for accidents and injuries as much as possible. In order to achieve these goals, the program mandates the active participation and support of us all.

Vehicle accidents are a terrible waste of our valuable time, equipment, and human resources. As such, all of us must play an active role in eliminating and controlling accidents.


2. Fleet Safety Responsibilities

The operation of vehicles is indispensable in conducting county business and how each vehicle is handled directly affects each respective department. Vehicular collisions are potentially the most costly losses we can incur when the summation of property damage, bodily injury, fatalities, and liability suits is considered. Unless perfect driving is the rule, the costs of claims can mount to proportions that will adversely affect every department in the accomplishment of its mission.

Elected Officials and Department Heads 1) Assume full responsibility for the driving records of their employees while they are

on duty. 2) Establish firm internal requirements for personnel to fully adhere to established

policies and periodically check on compliance. 3) Establish firm policies on disciplinary action that will be taken against employees and

their supervisors who show a repeated disregard for good driving practices and ensure they are applied consistently.

4) Insist that all assigned vehicles are maintained adequately for safe operation. 5) Establish vehicle inspection program to check for safety discrepancies, malfunctions,

signs of abuse, unreported damage and cleanliness. Have needed repairs made as soon as possible.

6) Fully support driver training programs to promote defensive driving. 7) Review each vehicle collision and unsafe driving report with the employee and direct

supervisor to determine means of preventing a recurrence. 8) Enforce the wearing of seatbelts.

Supervisors (Having Direct Authority Over Employees) 1) Ensure that employees do not drive any vehicle unless they have a valid operator's

license and are familiar with driving rules and regulations. All employee driving functions should be reviewed to ascertain if duties will involve vehicle operations of a nature requiring increased license classification and/or training.

2) Ensure that only authorized personnel operate motorized vehicles. A) An employee should not be allowed to operate any vehicle until they have

satisfactorily demonstrated their complete familiarity with its functions. The employee shall thoroughly understand the manufacturer's operating instructions, vehicle limitations, emergency procedures and be able to successfully pass an operator's checkout test to the satisfaction of the supervisor.

B) These procedures shall be accomplished for each type of vehicle the operator is required to operate.


3) Be alert in observing unsafe driving practices of employees and ensure that action is taken immediately to correct unsafe practices.

4) Review vehicle accident reports with employees at safety meetings to discuss what unsafe act(s) or conditions may have been responsible in order to prevent against accident recurrence.

5) Periodically ride with drivers to check for compliance with operating instructions and traffic regulation. (The enclosed checklist should be used to document this activity.)

6) Ensure that unsafe vehicles are not driven until deficiencies have been corrected. 7) Ensure that all employees are briefed and understand that the use of seatbelts while

driving or riding in a county vehicle is mandatory.


3. Driver Selection and Evaluation

A good Fleet Safety Program begins with good drivers. Because the quality of job performance affects the success of the entire fleet operation and directly influences fleet safety performance, every effort must be made to select the most qualified person for each job. Employees who will do even occasional driving should be selected in the same manner as a full-time driver.

Effective employee selection begins with well defined requirements for each job which include the duties of the job, the physical and mental attributes necessary, and the education and training required. The applicant's ability to meet these requirements must be determined using various sources of information and techniques. The standard selected should apply to temporary as well as permanent employees. A reserve list of people available for temporary duty can eliminate many problems when extra drivers are needed.

Application Form

The employment application is the first source of information about prospective employees. Federal and state anti-discrimination laws limit the amount of information that can be obtained. The essential information you should request includes:

• Personal data - Name, address, telephone number, social security number and date available.

• Education - Academic or special training courses. • Work - Type of work sought, names and addresses of previous employers including

the position, period of employment, pay and immediate supervisors. The basic rule for complying with the law is to ask only what is needed for the hiring decision. Obtain information such as age, marital status and number of dependents, which is needed for insurance or similar purposes on a second form after the applicant is hired.

Interviewing

Applicants should be encouraged to discuss previous employment, training and other qualifications for the job in question. Attitudes towards scheduling, maintenance problems and previous accidents or violations are important. Do not ask questions that can be construed as prejudicial and do not direct themselves to job performance.

Explain as specifically as possible what the job involves, for example the hours, environment and any job limitations.

Reference Checking

Check references to verify information given on the application and in the interview. Although past performance is not a sure guide to future behavior, it is one of the best available. One bad report from a previous employer might be personal prejudice, but a pattern of questionable observations should at least call for more investigation. Employment dates, type of work, equipment operated, accidents, traffic violations and disciplinary problems should be verified.

Would the former employer rehire the applicant, and if not, why?

Written reference checks are valuable as a permanent record and should be kept with a


prospective employee's application form and interview notes. Telephone reference checks are faster, however, and often produce more candid information. A checklist will help ensure getting all the information needed and provides a simple written record for the files. Your application form should request the applicant's signature to authorize the checking of work references and motor vehicle records.

Traffic Accident And Conviction Records

One of the most important references you can check for an experienced driver is the accident and conviction record kept by your state motor vehicle authority. Also be sure to check the records in other states where the applicant has driven regularly.

Do not delay these inquiries. To be of use, the information must be received before the end of any introductory period.

Physical Examinations

A post job offer physical examination is good business practice for all employees of any fleet. Properly administered, the examination provides reasonable assurance that the applicant can perform the job in question and provides some protection against claims from preexisting conditions.

A county approved doctor or clinic should conduct the examination. Discuss the purpose of the exam and the standards to be used with the doctor beforehand. Selection of a physician on the basis of price alone is false economy. Your local hospital or medical association may be able to offer suggestions when selecting a doctor.

Written Tests

Written tests on traffic regulations and general intelligence can be a valuable tool in driver selection. The traffic and driving knowledge tests and visual speed and accuracy tests are among the most pertinent. Superior performance in these tests does not guarantee that the applicant will be a good driver, but does indicate that the odds are in his or her favor. For the applicant with no experience, they are one of the best predictors available. Tests must be geared to the actual requirements of the job. Be particularly conscious of the equal employment laws governing testing. Refer to the "caution" at the end of this section.

Driving Tests

No employee who will drive, even if only occasionally, should be hired without a road test. Frequently the experienced applicant will have habits that need correcting. Many fleets retest all drivers periodically and provide refresher training for at least a part of the group each year. A road test should be:

• In a vehicle similar to the one the applicant will drive or in one with which he or she is familiar,

• Preceded by a few maneuvers in the yard, • Over a route similar to the one the applicant will drive if hired, and • Rated against a standard scoring system.

Introductory Period

An introductory period should be a condition of employment and a part of the application


form. The period should be long enough to obtain reports back from the motor vehicle authorities on traffic accident and conviction records and should permit detailed observation and appraisal of the employee's performance as compared with the job standards. A minimum of 30 days introductory should be stated unless labor agreements call for more or less time.

A diary system for receipt of reports and appraisals will help you make sure you get the information when needed.

The Personnel File

The information you have collected about each applicant should be assembled and kept in a permanent file. Keeping such information for unsuccessful candidates may save time in the future if they reapply or if you receive inquiries about them. The permanent personnel file should include:

• Original application form, • Interview notes, • Reference check, replies or notes on telephone checks, • Traffic accident and conviction records from state authorities, • Physical examination report, • Road test report and score sheet, • Written test forms, and • Supervisor's reports during introductory period. Periodic performance evaluations,

detailed investigations of any accidents or violations, notes on verbal reprimands, warning letters, and records of awards or citations should also be made part of the employee's file.

Caution

The entire procedure of selecting employees from application to reference check is governed by federal and state laws prohibiting discrimination in employment. It is possible to discriminate unknowingly if you are not fully familiar with what these laws require. In all your hiring activities be sure to be guided by the advice and information of your county attorney or contact CTSI at 303-861-0507.


MVR Report Evaluation

Selection of employees who may be required to drive county vehicles should be done with care. Employers have suffered severe punitive damages in vehicle accident/liability court cases that have shown blatant disregard of previous, unsafe driving records or failure to do proper driver screening. Evaluation of driver qualifications should be made through the following:

1) Applications - including a section that asks previous accident/moving violation history, license number and classification, and experience on types of vehicles.

2) Motor Vehicle Records (MVR) Checks - to review the applicant's previous driving record from the last three years and provide management with a good indication of what they can expect.

Motor Vehicle Records (MVRs) are extremely important from a liability standpoint, not only for new hires but for all drivers of county vehicles. Employers have been found guilty of "negligent entrustment" and have been fined punitive damages when an employee with a poor driving record is involved in an accident that results in serious injury or death.

Basically, the employer failed to properly check the employee's driving record or knowingly allowed an employee with a poor record to drive.

The initial MVR checks will be done at time of hire by the department doing the hiring using the MVR Request form following this section. The hiring of any employee who will operate vehicles on behalf of the company should be contingent upon receipt of an acceptable MVR report. All follow-up, annual MVR checks should be conducted by the Human Resources Department with written notices to management of any MVR activity.

The basic procedures for an MVR check are as follows:

1) A copy of the applicant's MVR is secured from the state they lived in the prior 3 years.

2) The MVR is evaluated according to established, minimum standards. 3) MVR's are conducted for all drivers of county vehicles on an annual basis to help

identify any deteriorating driving experience. 4) Employees with "borderline" MVR's are issued a written warning from the supervisor

about further deterioration in their driving record and are placed on probation until the MVR improves.

5) Employees with MVRs that exceed the established, minimum standards will have driving privileges revoked. The employee will be considered for a driving position at such time as the MVR shows improvement.

6) An example of criteria you may create for acceptable MVR’s are as follows: A) No more than one moving violation in any one year period. B) No more than one, preventable accident in any two year period. C) No restricted or suspended licenses in the last three years. D) No DUI (driving under the influence) convictions in the last three years.


Road Testing Drivers

Some drivers have good records, other drivers in the same fleet have poor driving records. Managers and supervisors should be aware of this and try to hire experienced drivers with good records or individuals who can be trained to drive safely. Also recognize the value of periodic performance evaluation.

The road test is one valuable tool to select and reevaluate drivers. A road test places a driver in actual traffic situations operating a vehicle of the type to be driven. A qualified examiner accompanies the driver and assesses his or her performance.

The Vehicle

The vehicle should be representative of the type operated by the driver. It must be in good mechanical condition and ready for the road test. Allow the driver to become familiar with the vehicle and its controls before starting the test.

The Examiner

The examiner should be an experienced driver with a good driving record who is also able to instruct. He or she should be familiar with the vehicle and the test route and how to administer the test.

Before starting the test, the examiner should explain the test's purpose and procedures to the driver and answer any questions. Local, city and state traffic laws should also be reviewed.

After the test, the examiner should discuss the results with the driver.

The Test

The test route should expose the driver to traffic and driving situations that approximate those encountered during a day's job. The test might take place on streets, highways or expressways and should include right and left turns, stop signs, traffic lights, grades, curves and railroad crossings. Various forms can be used to guide the examiner and record driver performance.

Any test should check:

The Driver

• Adjust seats properly • Buckle seatbelt • Adjust rear view and side mirrors.

Starting

• Starts engine with transmission in neutral and clutch depressed. • Puts foot on brake if automatic transmission.

Steering

• Places hands in correct position on steering wheel. • Steers smoothly.


Vehicle Position

• Keeps vehicle in proper lane. • Positions vehicle properly for oncoming or side hazards. • Follows at a safe distance.

Speed

• Adheres to posted speed limits. • Drives according to traffic and weather conditions.

Signaling

• Signals prior to turning. • Signals when passing or making a lane change.

Turning

• Approaches from the proper lane. • Makes turns at the proper speed.

Stopping

• Makes a smooth stop. • Stops in correct position in relation to the crosswalk and other vehicles.

Evaluating Drivers

A personnel file for each employee should be maintained. This file should contain all important information about the driver's performance and experience.

A properly maintained file can help supervisors evaluate and control driver performance and experience.

A properly maintained file can help supervisors evaluate and control driver performance.

Two types of records should be kept in the file:

• Post Job Offer Employment, and • Job performance records

These records should be as concise as possible.

Employment Record

An employee's employment record should include:

• The original application form, • Interview notes, • Reference check replies or notes on telephone checks, • Traffic accident and conviction records from state authorities, • Post job offer physical examination report, • Road test report and score sheet, • Written test forms,


• Information about any previous driver training, and • A list of any other state licenses held.

Job Performance Records

Job performance records should include:

• Supervisors' periodic performance reports • Vehicle condition reports and periodic driving test results • Training records and periodic driving test results • Type of vehicle assigned and a list of other vehicles driver is qualified to operate • Road observation reports made by the county or another recognized organization • Copies of warning notices issued to the driver • Written or verbal communication • Accident reports • Employee's driving record • On and off-the-job personal injury and illness reports and • Property damage reports

Summary Record Card

The summary record card contains the basic information about a driver's work record. The card can be filed in front of the driver's personnel file or kept in a separate alphabetical file. The following information should be shown on each driver's card:

• Name, address, date of birth and employment date, • Operator licenses and expiration dates, • All accidents by date. Indicate the type and cost of each as well as whether the

accident was preventable and whether there was lost time, • Traffic violations and convictions, and • Layoffs, suspensions, and changes of job status. Specify the dates, duration, reason,

and whether reinstated.

Maintaining Records

Develop a procedure for obtaining, recording and updating information. Make the appropriate notations on the driver's summary record and file material as soon as possible after receipt. One employee should be responsible for recording data, and the filing system should be as straight forward as possible. The supervisor should check occasionally to be sure the record system is functioning properly.


Using Driver Performance Data

The information in a driver's file should be used when evaluating his or her work. Data can be used to:

• Determine a driver's accident experience and support awards or corrective action, as needed.

• Assign drivers to new operations or routes, or to different types of equipment. • Evaluate a driver's care of the equipment and determine if equipment is being abused. • Provide direction and scope for refresher training.


4. Commercial Drivers License Requirements

The Commercial Motor Vehicle Act (CMVSA) of 1986 was passed by Congress to help control irresponsible and unqualified truck and bus drivers who pose a serious threat to highway safety. Many of these problem drivers would seek to escape their responsibilities by carrying licenses from several states. Their traffic convictions would be spread over several states and help them avoid license suspension or revocation.

Effective April 1, 1992, the CMVSA now prohibits drivers from holding more than one license and states have adopted uniform standards that commercial drivers must pass before licensing. There are other requirements outlined in the text of the standard enclosed in this chapter.

With few exceptions, most drivers operating vehicles that fall in one of four categories must comply with the Act and acquire a Commercial Drivers License (CDL). The categories are based on weight, number of passengers, or types of material hauled, and are as follows:

• Any combination of vehicles with a Gross Combination Weight Rating (GCWR) of 26,001 or more pounds, providing the Gross Vehicle Weight Rating of the vehicle being towed is in excess of 10,000 pounds.

• Any single vehicle with a GVWR of 26,001 or more pounds, or any such vehicle towing another not in excess of 10,000 pounds.

• Any vehicle, regardless of size, designed to transport 16 or more persons, including the driver.

• Any vehicle required by federal regulations to be placarded while transporting hazardous materials.

The only CDL driver exemptions are farm equipment operators (under certain restrictions), firefighting equipment operators, military vehicle operators, and recreational vehicle operators (when the vehicle is for personal use).

Drivers who operate county vehicles that fall in any one of these categories must have a commercial driver’s license and comply with the elements of the Commercial Motor Vehicle Act and FHWA Drug and Alcohol Testing.


5. Driver Safety Orientation

New employees who will be operating county vehicles shall complete a documented vehicle safety orientation with their supervisor. The safety orientation procedure will follow a standard format with modifications, as necessary, to meet the particular needs of particular jobs or operations. The objectives of the vehicle safety orientation are to:

1) Ensure that all new hires are thoroughly familiar with the safe operation of their vehicle(s) and how to avoid accidents/injuries.

2) Provide employees with a formal introduction to the county management and the county self-insurance pool’s (CAPP) expectations.

3) Review with each new employee, on an individual basis, their vehicle safety responsibilities and role in our fleet safety and loss prevention effort.

The safety orientation process will follow the general guideline/checklist enclosed at the end of this chapter and shall be completed before the employee is allowed to drive a county vehicle. The new employee driver and their supervisor must sign the orientation checklist to verify that all items on the list have been covered. A copy of the checklist should be retained by the department with the original sent to Human Resources.

The supervisor should conduct follow-up observations and check rides, as necessary, to verify the orientation was understood and the employee is performing their driving tasks safely.

The following materials are enclosed in this chapter for orientation purposes:

Employee Driver Information Packet a) Orientation Checklist b) Driver Responsibilities c) Accident Procedures d) Accident Review Procedures e) MVR Report Evaluation Criteria


Employee Driver Information Packet Orientation Checklist

The supervisor should thoroughly instruct each new employee driver in the safety requirements for operating county vehicles. This checklist is provided as a general guideline and means to document this activity. Check each of the items on this form at the time they are reviewed and when completed, sign the form and return it to Human Resources for placement in the employee's file.

Employee’s Name

Department Location

Occupation Date Hired

1. Driver Responsibilities A Provided written copy of driver rules and responsibilities.

B Reviewed and discussed driver rules and responsibilities

C Conducted joint vehicle inspection.

2. Accident Procedures A Provided written copy of vehicle accident procedures

B Reviewed and discussed vehicle accident procedures

C Reviewed use of vehicle Accident Report Kit.

3. Accident Review Process A Provided accident review procedure and preventability guidelines.

B Reviewed and discussed accident review process and guidelines.

4. Motor Vehicle Record (MVR) Policies A Provided written copy of MVR procedure and standards.

B Reviewed and discussed MVR standards and implications

I have reviewed and discussed with this new employee driver the safety requirements and procedures outlined in this checklist and reasonably feel that he/she can perform his/her driving functions safely.

Signed by Supervisor: Date:

I have reviewed and discussed with my supervisor the driving safety requirements and procedures outlined in this checklist.

Signed by Employee: Date:


Employee Driver Information Packet Driver Responsibilities

Employee Responsibilities

1) Follow defensive driving practices to help drivers protect themselves, other employees, and the public from accident/injury.

2) Inspect the vehicle on a regular basis. The inspection will include at least the following: A) Lights - clean and operating front/rear lights, brake lights, directionals operating. B) Oils and Fluids - crankcase/transmission oil, radiator level, battery level,

windshield washer fluid, brake fluid level. C) Windshield Wipers - worn out wipers should be replaced before the next rainy

day to ensure the driver can see the road. D) Windows and Windshield - cracked and broken glass should be reported and

replaced, defrosters should be working properly, glass should be clean inside and out.

E) Tires - properly inflated with no obvious defects. F) Brakes - working with "full" pedal, vehicles with defective brakes shall not be

driven. G) Mirrors - adjusted and clean. H) Vehicle Loading - tools and equipment tied down/secured for safe hauling. I) General Vehicle Condition - dents, scrapes, and any other damage should be

reported to the supervisor. J) Emergency Equipment - fire extinguisher at full charge with current inspection

tag, reflector kit readily available, accident report kit mounted on sun visor. K) Horn - Horn is audible to alert other drivers and pedestrians.

3) Report any evidence of accident damage immediately to the supervisor, otherwise the damage may be charged to the employee.

4) Report any unsafe conditions immediately to the supervisor and request another vehicle. Vehicles with steering or braking defects shall not be driven and will be towed to an authorized garage for repairs.

5) Call appropriate law enforcement agencies to report any and all collisions and provide information for management as soon as possible.

6) If involved in an accident, complete the accident report at the scene using the accident reporting kit in the vehicle glove box. Submit this report to your supervisor within 24 hours. If the accident results in injury, call your supervisor as soon as possible. (See Accident Procedures)

7) Never allow an unauthorized passenger or driver to ride in or operate a county vehicle.

8) Possess a valid operator's license and adhere to all applicable state and local motor vehicle laws.

9) Never allow passengers to ride other than in the passenger compartment. Violation of


this rule will subject driver to termination. 10) Never operate a vehicle while under the influence of prescription or "over the

counter" drugs that may impair driving skills. Use of alcohol and/or illegal drugs while operating a county vehicle will subject the driver to termination.

11) Secure the vehicle and equipment when unable to provide direct supervision of same.


MVR Report Evaluation Criteria

Selection of employees who may be required to drive county vehicles should be done with care. Employers have suffered severe punitive damages in vehicle accident/liability court cases when they have shown blatant disregard of previous, unsafe driving records or failed to do proper driver screening. Evaluation of driver qualifications should be made through the following:

1) Applications - including a section that asks previous accident/moving violation history, license number and classification, and experience on types of vehicles.

2) Motor Vehicle Records (MVR) Checks - to review the applicant's previous driving record from the last three years and provide management with a good indication of what they can expect.

Motor Vehicle Records (MVRs) are extremely important from a liability standpoint, not only for new hires but for all drivers of company vehicles. Employers have been found guilty of "negligent entrustment" and have been fined punitive damages when an employee with a poor driving record is involved in an accident that results in serious injury or death. Basically, the employer failed to properly check the employee's driving record or knowingly allowed an employee with a poor record to drive.

The initial MVR checks will be done at time of hire by the department doing the hiring. The employee application specifically states that the hiring of any employee who will operate vehicles on behalf of the company is contingent upon receipt of an acceptable MVR report. All follow-up, annual MVR checks will be conducted by the Human Resources Department with written notices to management of any MVR activity.

The basic procedures for an MVR check are as follows:

1) A copy of the applicant's MVR is secured from the state they lived in the prior three years.

2) The MVR is evaluated according to established, minimum standards. 3) MVRs are conducted for all drivers of county vehicles on an annual basis to help

identify any deteriorating driving experience. 4) Employees with "borderline" MVRs are issued a written warning from the supervisor

about further deterioration in their driving record and are placed on probation until the MVR improves.

5) Employees with MVRs that exceed the established, minimum standards will have driving privileges for county vehicles revoked. The employee will be considered for a driving position at such time as the MVR shows improvement. The criteria for acceptable MVRs are as follows:

a) No more than one moving violations in any one year period. b) No more than one, preventable accident in any two year period. c) No restricted or suspended licenses in the last three years. d) No DUI (driving under the influence) convictions in the last three years.

6. Driver Safety Training

Well-trained drivers operate more efficiently, burn less fuel, wear out fewer tires, and have


fewer breakdowns on the road. They require less supervision because they know what they are supposed to do and how to do it. They are involved in fewer accidents because they know how to drive properly.

All drivers of county vehicles will be subject to vehicle safety awareness training on a regularly scheduled basis. This training will be documented to verify training content and attendance.

Training will be provided by the supervisor, their designee or CTSI Loss Prevention Dept team member. The trainer may elect to use some of the prepared fleet safety topics enclosed or they may choose to address a specific safety concern. Open discussions do not qualify as a safety training session

The trainer should provide a setting that is conducive to training. Seating should be available for attendees in a comfortable setting. Outside distractions should be eliminated. To help ensure maximum attendance, the trainer should consider conducting the sessions on paydays and distribute checks at the end of the session.

The trainer should begin each session with a brief statement on county fleet safety performance and how the topic will help prevent vehicle accidents and driver injuries. This should be followed by a presentation based on the topic outline. During the presentation, a sign-in sheet should be passed around to all attendees to verify participation

A copy of the topic outline and sign-in/attendance sheet should be forwarded to Human Resources within 5 days of the session. Training records should also be kept on file in the department.


Defensive Driving Principles

Defensive driving simply means that you have developed the ability to defend yourself from all the other drivers' mistakes or bad driving habits.

The real key here is to develop your ability to anticipate accidents before they actually happen. In this way, by knowing an accident is about to happen, you can set your defenses and thus avoid becoming involved.

An important part of defensive driving is preventing accidents from happening. This is why we rate accidents as either preventable or non-preventable. It is important to remember that preventability has nothing to do with legality. You can be legally right and still get involved in a preventable accident.

Defensive driving revolves around the IPDE principle.

I Identify

P Predict

D Decide

E Execute

Identification - It is essential that you be able to identify the hazards you encounter while driving. To identify hazards you need to constantly scan the area ahead of you. This requires a 12 to 15 second scanning distance looking from side to side and checking mirrors. Many people assume that having a side view mirror on both sides of the vehicle eliminates blind spots. This is simply not true. No matter how many mirrors you install on your vehicle, you will not and can not eliminate the blind spot. It is a physical impossibility. It is therefore essential that you constantly check and scan mirrors and look over your shoulders when passing or changing lanes.

Predict - Once a hazard has been recognized you must predict what to do and anticipate what the outcome of your decision may entail. You must predict your activity and also those of drivers around you. It is not enough to think only of yourself, when you are on the road you must think of the other driver, particularly in merging situations on expressways. It is not only the responsibility of the driver merging to enter traffic smoothly; it is the responsibility of those on the highway to allow that driver access to the roadway.

Decide - Once you have predicted the outcome and weighed the benefits, you must decide on what course of action to take to avoid the hazard noted. That may mean becoming involved in an accident. In that case you must prioritize your values in the following order:

1) Human life is the number one priority. 2) Injury to yourself and other people involved is of secondary priority. 3) Damage to your vehicles and other property should be the least of your concerns.

Once you have identified, predicted and decided what you are going to do, you must execute the chosen defensive driving maneuver. If that means swerving off the road or glancing off of a fixed object, so be it. However, you must commit yourself to your course and do what you must to try to avoid an accident or minimize its consequences.


Following Distance Procedure

The best way to avoid collisions is to give yourself time to look for danger, set your defenses and avoid the accident.

When you see danger, your brain has to make one of three decisions -- blow the horn, turn the steering wheel, or apply the brakes. In the average healthy adult, this process takes about three-quarters of a second, and is called "Reaction Time."

During your reaction time, the vehicle is still moving. How far it moves depends on the speed at which you were traveling when you reacted. While you are reacting, your vehicle will move 11 feet for each 10 miles per hour. This means that, at 50 miles per hour, your vehicle will go 55 feet while you move your foot from the gas to the brake pedal!!! Then you still have to brake the vehicle to a complete stop in order to avoid a collision!!!

In any year you may experience rain, sleet, hail, snow, ice or other adverse driving conditions. These all affect the way you perceive the surrounding environment and the way you handle your vehicle. Naturally when any adverse driving condition exposes itself you should reduce your speed and increase following distance between vehicles around you.

Reaction time and the required braking distance make it imperative that you always maintain an adequate following distance. The following procedure will do this for you:

1) Allow one second of elapse time for each 10 feet of vehicle length as follows: A) 20 feet - Sedans, wagons, pick-ups, and panels. B) 30 feet - Route and stake trucks. C) 40 feet - Stake truck and trailer D) 60 feet - Semi tractor and trailer.

2) Select a stationary marker as close to the road as possible. 3) When the rear bumper of the vehicle in front of you crosses your marker, start your

count. 4) Count seconds by saying: "One-thousand and one, one thousand and two, ...etc." 5) If you can complete your full count before the front bumper of your vehicle crosses

your marker, you have an adequate following distance. The above formula is based on time, speed and distance traveled factors. One mile per hour equals one and one-half feet per second. At 30 miles per hour, your vehicle is traveling at 45 feet per second. In a route truck, you would be three seconds or 135 feet behind the vehicle in front of you at 30 miles per hour. As your speed increases, so would the distance you would get by a three-second count. This new formula gives you 1.5 vehicle lengths for each 10 miles per hour, which is vital to today's traffic and driving conditions.


Physical Vehicle Differences

Just as there is a difference between an experienced driver and a safe driver, there is also a difference between a family car and a truck. Knowing these differences can help you better handle your vehicle and plan for the actions of others. For starters, trucks are BIGGER, L-O-T-S BIGGER. The family car is designed to carry about six adults and a few suitcases . . . just enough for a vacation. The truck may be designed to carry tons of material and a maximum of two people.

It's taller . . . trees, awnings, low clearance bridges that your car goes under without a problem have a whole new meaning in a truck. Know the height of your vehicle! Tree limbs, overhangs, and low bridges are not targets. A low hanging branch that you can ignore in your car, could shatter your truck's windshield, damage the roof, or injure you inside your vehicle.

It's wider . . . wide enough that without constant alertness you could drift out of the safety of your lane and into a parked car, or worse, an oncoming car.

And it's l-o-n-g-e-r. Maneuvering is no longer the simple job that it was in your personal car. Try to make a turn too tightly in a truck, and you'll run over the curb . . . or a fire hydrant . . . or a telephone pole . . . or a pedestrian.

In time and with experience, you become AWARE of your vehicle and its size.

Until you adjust to the size, be very careful. A truck can be very dangerous even for the best drivers. Consider these statistics:

• Traffic accidents are the number 1 cause of death of people between the age of 1 and 44.

• 80% of all accidents happen at speeds LESS than 30 mph. • 70% of all accidents happen within 25 miles of home. • 85% of all accidents are caused by driver error or indecision; only 15% are caused by

mechanical failure. These statistics should scare you. Your vehicle must be respected not only as a vehicle for the transportation of people and material, but also as a deadly weapon. Remember that no vehicle or any piece of machinery can think; that's your job.


Weight Distribution and Loading

There is a huge weight difference between a car and truck. Fully loaded, a truck weighs in at many, many tons.

It will take longer to stop a truck than your family car, just because it weighs more. And, it will not accelerate as rapidly because of the added weight. That means that you must make allowances for the capabilities of your vehicle.

The extra height and weight of large vehicles creates another problem called the center of gravity. Since the weight of a car is generally low to the ground, it is easy to handle because it "hugs" the road. The center of gravity is much higher on a truck. That means that if you turn too sharply, too fast, or hit a bump just right, you could TIP YOUR TRUCK.

This is a new problem for most new drivers of heavy vehicles. You must learn to "feel" the motion of your vehicle and be alert for this hazard. It is also important to note that the center of gravity will change during the course of the day. As you unload or load material, the center of gravity drops lower or rises and the potential for a tip-over decreases or increases. IT IS IMPORTANT TO UNLOAD MATERIAL EVENLY, OR YOU WILL INCREASE THE HAZARD OF A TIP-OVER. If you unload only from one side, the weight becomes imbalanced toward the loaded side. A truck that has been loaded or unloaded incorrectly is even easier to tip over. Keep your load balanced from side to side.

As the center of gravity drops lower, the potential for a tip-over decreases. Always bear in mind the current weight of your vehicle. The weight variations will cause you to make slight adaptations when turning, accelerating, braking, and negotiating a curve in the road.

The load placed in or on your vehicle should be evenly distributed and secure. Personal injury and property damage could result if you stop suddenly and objects came loose from their proper place. No objects should be placed in rear window decks. They become projectiles when you stop suddenly. Keep loads small enough to prevent spillage should loads shift. Always check your vehicle carefully before making your trips.


Seatbelts

Studies by the National Safety Council and other institutions support the premise that safety belts can prevent 50% of all traffic fatalities and 65% of serious injuries in traffic accidents.

Many people do not wear their seatbelts because they do not understand their operation. Here is a brief review of how a seatbelt works. During normal driving the shoulder restraint can be moved forward and backward as needed. However, when the car suddenly decelerates in a collision or sudden stop a pendulum mechanism is forced forward causing a safety bar to engage and lock the shoulder restraint. This locks the shoulder restraint and you in place. During a crash, the shoulder belt keeps your head and chest from striking the steering wheel, dashboard, and windshield. The lap belt is used to keep you from being thrown forward.

Many people think it is better to be thrown clear during a collision. As you may or may not know, if you are thrown clear through the car's windshield, the force of the collision would hurl the car in the same direction as you. If you land on the road, the car would most likely follow after, landing on top of you. Seatbelts help you stay in your vehicle and maintain control during sharp turns or on bumpy uneven terrain. Seatbelts should also be used to secure objects which must be transported on vehicle seats.


Courteous Driving

The professional driver knows that courteous driving is also safe driving. He/she doesn't tailgate or bully other drivers with his/her vehicle. He/she is ready to yield the right of way. He/she uses signals in plenty of time to warn other drivers or his/her intentions to change lanes or to turn.

A pro knows how to control his/her temper. When you're angry, your muscles tighten, and that slows your reflexes. An angry driver doesn't think clearly. Tempers are for amateurs. A pro never "takes out" his anger on his/her vehicle or others, and never loses his/her temper behind the wheel. The best drivers are well rested. They know that a lack of sleep slows their timing and can cause an accident. Or even kill them.

They respect themselves and act like the professional drivers they are. When operating any company vehicle, the operation of that vehicle is your full-time job and you should approach it in a professional, courteous manner.

An important part of defensive driving is preventing accidents from happening. This is why we rate accidents as either preventable or non-preventable. It is important to remember that preventability has nothing to do with legality. You can be legally right and still get involved in a preventable accident.

We use the four "C's" to help remember the important parts of becoming a good driving expert. Let's review them one at a time:

Courtesy

Did you know that 75% of our Vehicle Code simply forces drivers to be courteous to each other? Another way to put this is: If all drivers simply practices good old-fashioned courtesy, we could eliminate 75% of the accidents and fatalities!!!

What is courtesy? A good way to remember it is this: Driving with courtesy is treating all other drivers exactly like they were your very best and dearest friends or relatives. It means you will go out of your way to ensure that nothing you do would interfere with or endanger them in any way while they are driving their vehicles.

Courtesy is also being willing to offer the other person the right of way or precedence at a signal or stop sign. In plain words, a courteous driver is one who has good manners and uses them at all times.

Consideration

Consideration is a close kin of courtesy. While there is only a slight difference, it is an important one.

A considerate driver would never weave in and out of traffic, because he would know this endangers all of the other drivers.

A considerate driver will permit opposing drivers to complete their turns when it is safe to do so, because this way, the chance of a collision is greatly reduced.

A considerate driver will always dim his headlights when approaching opposing traffic at night, because this way, he will not blind the other drivers and risk a collision.

Again, having consideration is simply having and using good manners while you are driving.


Concentration

Driving requires all of your attention at all times. By consciously trying to safely drive your vehicle, you can do a better job of preventing accidents.

Concentration means you are devoting your attention to the task of looking for danger, recognizing it, and avoiding it to prevent a collision.

A driver who concentrates on his job of driving never takes his eyes off the road and mirrors. He uses his eyes like radar to search his entire field of vision; right, ahead, left, ahead, right rear, ahead, left rear, ahead, etc. He knows that this routine will help to defeat highway hypnosis, and keep him alert and razor-sharp.

A good driver also concentrates on his instruments to make sure his vehicle is operating properly, so that abuse and damage is held to the absolute minimum.

In summary, concentration is the process of always devoting your full attention to driving, and in being super-alert for anything which could represent a hazard to you or your vehicle.

Control

All state vehicle codes imply or state that a driver must have his vehicle under control at all times. Part of keeping a vehicle under control is to learn to drive at speeds which are legal and safe under existing conditions.

Another part of maintaining control over the vehicle is to have an adequate following distance for the speed at which you are traveling. The best way to do this is to remember the principles of our Following Procedure, and allow one second for each ten feet of vehicle length. This will at least give you the time to see danger and try to do something to prevent a collision.

In summary, maintaining control over your vehicle at all times is the best way to stay out of trouble and to prevent collisions. This can best be done by learning to recognize danger and then avoid the collision by setting up adequate defenses.

Summary

The four "C's" of good driving are:

Courtesy

Consideration

Concentration

Control

Notice how they seem to pair off in a logical manner.

Courtesy and Consideration are the good manners to be used while operating a motor vehicle.

Concentration and Control are essential skills to be used in avoiding danger and collisions while operating a motor vehicle.

All together, they are just a different way of restating the golden rule -- "Do unto others as they would do unto you".


Backing, Skidding & Car Phones

Here are some important rules for backing:

1) WHENEVER POSSIBLE, PARK SO THAT YOU WILL NOT NEED TO BACK! 2) If you must back, always personally check the area behind your vehicle. Approach

your vehicle from the direction you will go. 3) Measure the distance available for you to use with reference points you can see from

inside the vehicle . . . just a simple eyeball is enough. 4) After you have checked the area available, don't delay! A car, a pedestrian, a

motorcycle, a shopping cart, or anything can move behind you in one short inattentive moment!

5) Avoid backing into an intersection at all costs . . . it is very dangerous, and in some areas, illegal.

6) Avoid backing out of a driveway or alley. The best way to avoid this hazard is to back INTO the alley or driveway. That way, when you prepare to leave, you have full vision.

7) Whenever possible use a helper, but make sure you have your signals straight beforehand.

8) Notice that immediately in front of large vehicles there is a "dead" area. That area is just big enough to hide a child. You can't see behind the vehicle either. The side view mirrors offer only a limited view of the rear area. You must learn to adapt and compensate for this difference in your visibility. Be aware of your visibility limitations.

Skidding

Skids create a number of different problems for different types of vehicles. Many vehicles today are front-wheel drive and do not skid as often as rear-wheel drive vehicles. Nonetheless, the principles that apply to rear-wheel drive vehicles apply to front-wheel drive also.

If you feel your vehicle going into a skid, you should immediately steer in the direction you want to go. This should straighten out the rear end of your vehicle and bring it

back under control. If it does not happen the first time, you may overcorrect and come into a second skid and have to repeat the procedure. Steer in the direction you wish to go when in a skid.

Radios And Car Phones

To avoid distraction and keep both hands on the wheel you should try to use communication equipment only while stopped. If this is not possible and you have a partner with you, ask them to use the equipment. This will allow you to concentrate on your driving.


Vehicle Abuse

About 10 to 25 percent of annual fleet maintenance costs are due to faulty operation or abuse of the vehicle by the driver, which in turn stems from carelessness, lack of training, or inadequate supervisory control.

Not only can excessive repair bills be an index to substandard driving performance, but they are directly related to the number of accidents experienced. A "rough" driver has a high accident potential; a "smooth" driver is usually more alert, avoids accident hazards, and is ready for emergencies.

Rough operation - including fast starts, delayed braking, and sudden stops - can indicate a bad driving attitude that may produce an accident. It may also indicate driver inexperience. Lack of training as a cause of rough operation can be corrected.

Freedom to abuse an expensive vehicle is not a fringe benefit. Drivers are expected to act as stewards of county property by showing respect for equipment put in their charge.

Following is a list of driving abuses that lead to undue wear of the vehicle. These abuses should be avoided.

Engine (motor) abuse

• Excessive acceleration of cold engine. • Stopping engine suddenly after a long run. • Operating overheated engine. • Operating engine with low oil level. • Racing engine. • Failure to keep checking instrument panel gauges.

Clutching errors

• Riding the clutch • Snapping the clutch

Errors in shifting gears

• Starting out in wrong gear. • Rapid acceleration from stops. • Scraping and jerking the gears. • Shifting gears into neutral and coasting down hill. • Failure to double clutch if necessary when changing gears. • Operating in improper gear.


Errors in use of brakes

• Failure to fully release hand brake when moving. • Abrupt stops. • Delayed braking. • Excessive brake applications.

Errors in tire care

• Operating with flat or under-inflated tires. • Driving over curbs or objects, and into potholes. • Rubbing tires against curbs while parking. • Letting air out of tires "for better traction." • Unnecessary spinning of tires.

Lack of maintenance responsibility

• Driving unit even though it needs repairs. • Failure to write up defects and repairs. • Failure to inspect equipment properly before each trip.


Rural Driving

As you leave the city and enter the country, there are a whole new set of driving habits that you must develop.

The rural environment has additional sources of danger. Slow moving farm vehicles and oversized farm equipment may be present on country roads. Watch for them and be ready to give them extra room. Remember that if you are traveling at 50 mph and they are moving at 10 mph, you will overtake them very quickly. If you are not alert, you can run out of maneuvering room too soon.

Be alert for animals. Horses, cows, chickens, dogs, and cats all live in the country. There are pedestrians, too. Hunters and farmers are often dressed so that they will blend into the background. Watch for them!

Be especially careful of hills and curves. You can't know what is around the curve or over the hill. There could be a piece of farm equipment blocking the road - or a man riding a horse. And you are blind until it is too late. Prepare for the unexpected and be prepared to react. Keep your speed down in unfamiliar areas.

In the country, the roads tend to be a little narrower. There are poor or no shoulders. If you drift off the road, the shoulder could cause you to swerve into a ditch. If you do move onto the shoulder, STAY THERE! Maintain traction and road position. Then, slow down until you can safely bring your vehicle back onto the pavement. Jerking the wheel to get off the shoulder can tip over your vehicle, force you into the other lane, or put your vehicle in a ditch.

Watch the shoulders. Know their conditions. The shoulder can give you the extra room needed to avoid an accident . . . or it can cause an accident. Be careful of crowned roads or banked curves, they can cause real problems for larger vehicles with high centers of gravity.

Road conditions can change. The surface of the road and the tires of your vehicle cause "traction," and that is the force that causes your vehicle to move. Traction is the resistance of the road against the movement of the tires that actually pushes your vehicle forward. Concrete or asphalt roads are firm; they do not move under the force of your turning tires.

Many roads in the country, however, are made of gravel or dirt. These roads do not offer your tires the same traction. If you try to accelerate too rapidly on a dirt or gravel road, you will literally throw pieces of the road - bits of dirt and stone - out from under your tires. This could damage following vehicles.

Because the surface of the road is "weaker" it is very easy for your vehicle to enter a skid. You must be ever alert for this potential problem.

When you turn onto a dirt or gravel road from a hard surfaced road, you must be alert. If you are traveling too fast, you will find that the vehicle, because of its weight and loss of traction, will want to continue to move in the direction that it was moving before you began your turn. It will want to go straight rather than turn. Your tires may not be able to maintain enough of the grip on the road surface. This is called "centrifugal" force. And this force can cause your vehicle to move into the path of an oncoming vehicle or into a ditch.


Whenever you enter a "tight" curve, the same potential exists. The centrifugal force of your vehicle will tend to carry you in a straight line. If you are traveling too fast, even if you are at or below the posted speed limit, the centrifugal force can overcome the force of traction. When that happens, you lose control of the vehicle . . . it will move in a straight line until you can regain control.

Country intersections can be more dangerous than city intersections. If you accelerate too fast on a dirt or gravel road, your wheels will spin uselessly . . . again because of a lack of traction. Rapid acceleration can cause your rear wheels to throw stones into the paint and windshield of a car behind you. Additionally, if you begin to cross an intersection and lose your traction, you could place yourself and your vehicle directly in the path of oncoming traffic without the ability to move! You must pre-plan. If you are on a low traction surface, always allow yourself extra space and time. Accelerate g-e-n-t-l-y to allow your tires to secure the necessary "bite" on the road. Remember that other vehicles will have the same problems, so allow for their loss of traction, too.

Fast stops are impossible on dirt and gravel! The braking action can cause your wheels to lock and eliminate any traction . . . and you are sliding. In a skid or slide, you do not have control of your vehicle.

Hills are another source of danger. If you need to climb a steep hill, or stop at a crest of a hill, you will find that once again you may not have full traction power. Proceed slowly. As you climb a hill on a "soft" surface road, maintain a steady pressure on the accelerator. Never try to speed up. If you begin to lose traction, slow down immediately. If you must stop at the top of a hill on a dirt or gravel road, be very careful. Accelerate very slowly and gently to compensate for the surface of the road. Allow yourself extra time to cross an intersection.


City Driving

City driving generally means driving at relatively low speeds. Stop and go traffic patterns are the norm. If your vehicle is equipped with a clutch, you must be careful not to ride the clutch. You may burn it out. You must be aware of your fuel consumption. Quick starts and fast stops - jack-rabbit driving - will wipe out your vehicle's fuel economy. That costs extra money, and it hurts your driving record. Furthermore, this type of driving can put an unnecessary strain on your engine. Remember the children's story of the tortoise and the hare . . . slow and easy will get you there, more safely and more economically.

To an inexperienced driver, in a vehicle with a manual transmission, hills are a danger. How can you drive up a hill, stop for a light, and take off again without rolling into the car behind you? The answer is pre-planning and vehicle experience. Climb the hill slowly and try to time your approach so that you won't have to stop. Seek a route that avoids the hill until you have mastered the technique of clutching. It is a simple matter of blending the disengagement of the clutch (left foot) with acceleration (right foot). It is the same action you must follow whenever you come to a complete halt . . . except that on a hill it must happen surely and rapidly. It takes practice and confidence.

In the city, danger is everywhere - school buses, traffic jams, one-way streets, pedestrians, drivers late for appointments, inexperienced drivers, drunk drivers, cross walks, and low underpasses. YOU, the driver, must always be alert. You must not only operate your vehicle safely, but you must also allow for the errors of others. All of your senses must be used to their maximum ability.

And, in this setting, you must pre-plan. Know your route!

The biggest keys to safe city driving are decision driving and constant alertness. You should be prepared for the driver who, after parallel parking his car, opens his door and steps into your path without looking. Be prepared for narrow lanes. You must be prepared to be in the proper lane in time to make a safe turn.

And look for the BIG picture. Look at the entire scene around you. Be aware of the traffic pattern as well as pedestrians. You should be aware of the road at least a full block ahead of you so that you will have time to act safely and properly.


7. Vehicle Safety Inspections and Maintenance

Motor vehicle fleets require regular safety inspections and maintenance to keep equipment operating safely and efficiently. Most successful fleets follow a program that consists of regular vehicle checks by drivers and scheduled preventive maintenance inspections by mechanics on a time or mileage basis.

Vehicle Safety Inspections

The driver is responsible for the mechanical condition of the vehicle assigned. Drivers should check their vehicles on a regular basis, when in use.

Approximately 15 out of every 100 motor vehicle accidents are attributable to mechanical defects. It is therefore desirable to establish a program for keeping motor vehicles in the best possible condition. Most successful Fleet Safety Programs have a schedule of regular maintenance which calls for a periodic inspection to disclose equipment defects.

Although the major repairs and maintenance of your vehicle are the responsibility of the company, there are a series of items that each driver should personally check before they take a vehicle out. A few extra minutes before leaving each day can save you hours of down time out on the road. The inspection will include at least the following:

A. Lights - clean and operating front/rear lights, brake lights, directionals operating. B. Oils and Fluids - crankcase/transmission oil, radiator level, battery level,

windshield washer fluid, brake fluid level. C. Windshield Wipers - worn out wipers should be replaced before the next rainy

day to ensure the driver can see the road. D. Windows and Windshield - cracked and broken glass should be reported and

replaced, defrosters should be working properly, glass should be clean inside and out.

E. Tires - properly inflated with no obvious defects. F. Brakes - working with "full" pedal, vehicles with defective brakes shall not be

driven. G. Mirrors - adjusted and clean. H. Vehicle Loading - tools and equipment tied down/secured for safe hauling. I. General Vehicle Condition - dents, scrapes, and any other damage should be

reported to the supervisor. J. Emergency Equipment - fire extinguisher at full charge with current inspection

tag, reflector kit readily available, accident report kit mounted on sun visor. Report any evidence of accident damage immediately to the supervisor, otherwise the damage may be charged to the employee.

Report any unsafe conditions immediately to the supervisor and request another vehicle. Vehicles with steering or braking defects shall not be driven and will be towed to an authorized garage for repairs.


Vehicle Preventative Maintenance

Establishment of a preventive maintenance program for all county vehicles is essential. Regular vehicle maintenance provides many benefits including:

• Reduced Accidents - Proper vehicle maintenance can substantially reduce accidents caused by brake, tire, steering and other mechanical failures.

• Reduced Downtime - Preventive maintenance minimizes work schedule interruptions. Fleet operators want their vehicles on the road as much as possible.

• Reduced Maintenance - Regularly scheduled inspections provide opportunities to make minor repairs and adjustments that will help prevent unnecessary and costly repairs.

• Improved Driver Morale - Vehicle drivers take pride in equipment that is kept in top operating condition. They are also more likely to drive safely and handle the equipment with care.

• Good Public Relations - There is important public relations value in clean, well-maintained equipment. County vehicles are traveling billboards and reflect our safety-minded image.

Record jackets should be maintained so that a log can be kept on planned maintenance as well as repairs made from noted defects. Regularly scheduled vehicle maintenance and inspections should be incorporated into a fleet preventive maintenance program.

Vehicle records and documentation are necessary to help manage fleet costs, avoid accidents and breakdowns, and verify a reasonable effort by the county to ensure the safety of vehicle operators and the public. These records do not have to be complex but should provide a detailed history on each vehicle. Maintenance procedures should conform to manufacturers' recommended specifications and any applicable regulations.

The following forms provide the records and documentation necessary for an effective vehicle preventive maintenance program:

1) Service Records - These consist of the service reports provided by the local garage or service chain and will indicate what was checked during each preventive maintenance inspection, what was repaired/replaced, etc.

2) Vehicle History Folder - Each vehicle should have its own folder containing the service reports and any other pertinent information.

Maintenance records should show what work was done, when it was done, by whom and the cost. This information is helpful in scheduling future maintenance. It can also be used to measure the effectiveness of the maintenance program.

To be effective, a maintenance program must have the full support of the fleet operator. Supervisors must be convinced that an orderly system of inspection, tune-up and vehicle overhaul is necessary. Vehicles must be made available to the shop for regular and preventive maintenance as scheduled. Failure to do so can quickly destroy the program.


Commercial Vehicle Drivers’ Triple Circle Check

Commercial truck drivers have the responsibility to inspect their vehicles before each trip. A routine, daily inspection will help ensure the safety of your vehicle, decrease the maintenance costs of the transportation program, and avoid breakdowns and schedule delays.

First Circle Check Five Minute Walk-Around

• Look for oil, gasoline and water leaks under the truck. • Check for vandalism. • Adjust cross-over mirrors. • Inspect all lights: headlights, clearance lights, and identification lights. • Check the tractor (and trailer) to be sure the side marker lights, reflectors, wheels,

tires, and emergency door are intact. • Inspect the rear of the vehicle: lights, signs, exhaust pipe, mud flaps, etc. • Inspect the sides of the truck: lights, reflectors, wheels, tires, etc.

Second Circle Check Interior Equipment Inspection

• Make sure all emergency equipment is there and that it is securely attached. • Check gauge on fire extinguisher. • Check contents of first aid kit. • Sound the horn to be sure it works. • Make sure the inside of the windshield is clean, and that the wiper blades and wiper

motor are working. • Check the operating condition and visibility of the dashboard gauges and the

heater/defroster. • Make sure the 4-way warning hazard switch works. • Test the brake system of your truck: parking brake or emergency air brake, foot

brake, and air brakes, if you have them. • Be sure the brake lights are working. • If your truck has a clutch, check it. • Make sure everything on the instrument panel is working: gauges, indicator lights,

operator's panel and switches. • If your truck has air brakes, drain the water from the air storage tank. • Check the interior lights. • Check for vandalism on the tractor/trailer.


Third Circle Check Inside-Outside Inspection

• Turn on the left directional light, marker lights, and headlights on high beam. • From inside, check the operating condition of the turn signal, high beam indicator,

and instrument panel light. • From the outside, check left signal, marker lights, and headlights. • Repeat this procedure for the right side of the truck. • Wipe headlights, taillights, and stoplights clean. • Check tires for inflation. • Make sure wheel bolts are tight enough. • Look under the hood and check the oil level. • Check the radiator fluid level. • Inspect fan belt for proper tension. • Look over the entire engine for loose wires or excess oil. • Check the power steering fluid level. • Take a look at all the belts. • Clean the mirrors and windows.


8. Accident Reporting and Investigation

Accident Reporting

All drivers should be trained in the procedures to follow if they are involved in a traffic accident with a county vehicle. The driver involved has the important role of making the initial accident report. The way the driver handles the accident scene can have a direct impact on any alleged liability for the county. It is extremely important that all drivers receive instruction during orientation on what to do and what to say and be equipped to handle situations as they arise. The following is a general procedure for drivers at the scene of an accident in which they are involved:

1) Stop vehicle immediately and shut off engine. Turn on four-way flashers. Extinguish fires and do not smoke near the scene.

2) See that the injured are cared for, summon police and ambulance to the scene (if necessary).

3) Protect the accident scene with warning reflectors, direct traffic around the accident scene, if necessary.

4) Make sure police inspect the damage and notations are made of any bodily injury. 5) Request statements from witnesses using the cards in the Accident Report Kit (see

sample enclosed with this chapter). Be alert to comments made by occupants of other vehicles and take down remarks concerning admissions of guilt, defective condition of the other vehicle, extent of injuries, and property damage.

6) Collect information using the accident report card from the kit - be specific! The information collected at the scene will be used to file initial claims reports and may be critical in defending a lawsuit. Critical information includes:

o Time: date, day of the week, exact time of accident, light or dark o Weather Conditions: clear, dry, rain, snow, etc. o Location: exact location, street address, distance from a landmark o Road Condition: asphalt, concrete, road defects, icy, wet, dry, road spillage o Other Drivers: names, addresses, driver's license no., phone, insurance

company o Other Vehicles: license/registration numbers, model/make, previous damage o Injured Persons: name, address, phone numbers, age, sex, injuries o Accident Type: head-on, roll-over, rear-ended, etc. o Objects Involved: how involved, exact location (temporary or fixed object),

description (color, size, owner, etc.) o Additional Information: police report available, tickets issued, photos


7) Make a diagram of the accident scene showing location of vehicles after the collision, use lines to show paths that vehicles traveled. Do not rely on the police diagram as they will sometimes have errors (particularly in multi-vehicle accidents).

8) Report the accident to the supervisor immediately and get further instructions. It is extremely important to provide information as soon after the accident as possible to allow prompt adjusting and settlement before a simple claim has an opportunity to become a large lawsuit.

Vehicle Accident Investigation

The supervisor should evaluate all fleet motor vehicle accidents. Although claims and safety personnel will also be involved in accident investigation there are three good reasons why the supervisor should personally review the facts:

• The supervisor is responsible for driver performance, including safety. • The supervisor knows the driver and their jobs better than anyone else. This gives an

advantage when interpreting accident facts and developing remedial action. • The supervisor is the most direct communication link between management and the

employees. A supervisor's demonstration of concern for driver safety is the most positive reflection of the department's attitude toward accident prevention.

Why Investigate?

A traffic accident is investigated to determine its cause so that any action necessary to eliminate or control the cause can be taken. Accidents are investigated to obtain factual information that can be used to determine if the accident was preventable or non-preventable. The information developed may also help to defend against claims by others.

When To Investigate

Every accident should be reported regardless of the amount of damage or injury. Any accident involving property damage or personal injury should be investigated as soon as possible. The degree of investigation should be proportional to the seriousness of the accident. Any accident apparently caused by driver negligence should be reviewed even though little or no damage or injury resulted.

The supervisor must rely heavily upon driver reports, police reports and insurance claim reports for a reasonable estimate of the accident's severity. Additional information from witness statements, police citations, a review of the driver's performance record, inspection of the vehicle involved, or a review of maintenance records may also be needed. This information must be collected and processed promptly.


Accident Location

The supervisor should become familiar with the accident location to help develop a complete and factual picture of the accident. This data may be gathered from driver reports, police reports, insurance investigations or personal investigation at the scene and should include:

1) The exact time and place of the accident. Note street names and numbers or other identifiable landmarks.

2) The physical description of the accident scene including: o Widths of streets and intersections, o Traffic controls such as signs, signals or police direction operating at the time

of the incident, o Horizontal and vertical alignment, o Visual obstructions, both permanent and temporary, o Point of impact, and o Distance and path that each vehicle traveled before and after impact.

3. Variable conditions such as:

o Weather and pavement conditions, o Estimated speeds, o Traffic volume or density, o Types of vehicles involved, o Condition of the vehicles, and o Personal information about the drivers.

These facts allow the supervisor to recreate the physical conditions at the time of the accident and confirm/refute the information provided in the employee report. The data may be used to prepare simple diagrams for accident reports or complex model layouts for a review board.

Accident Causes

Vehicle accidents are usually related to three factors:

• The driver, • The vehicle, or • The roadway.

Any of these may be a primary or secondary cause of an accident. Primary driver causes are usually the result of improper actions such as cutting in or out of traffic, double parking, blind backing or speeding. Secondary driver causes include illness, fatigue, intoxication, poor attitude or other physical or emotional deficiencies.

Vehicle defects may also be a deciding factor. Brakes, tires, the steering mechanism or any of a number of other vital parts may be at fault.

A substandard surface, sight distance, traffic flow and traffic controls are examples of accident causes related to the roadway.

Injuries, Damages And Costs

The extent of personal injury or property damage is the direct measure of the seriousness of


an accident. This can be translated into direct and indirect costs. This information:

• Provides a yardstick for determining what control measures are needed, • Helps the supervisor to determine what disciplinary action should be taken, • Becomes part of the company's accident experience record and can be evaluated in

terms of any established efficiency and economy standards, and • Is an index of management's concern for accident prevention.

Responsibility

Establishing legal responsibility for an accident is usually not part of a supervisor's job. However, the supervisor should form an opinion about whether the incident was preventable; whether the driver did everything he or she might reasonably have done to avoid it. Avoiding an accident is often a case of adapting one's driving to prevent unfavorable circumstances from deteriorating into a situation where an accident is inevitable.

Preventability is determined separately from legal fault. An accident that could have been prevented by the fleet's driver may be the legal responsibility of another driver. Frequently the incident could have been prevented by any one of the persons involved.

Control Measures

In most cases accidents are due to improper driver action. A good job of fact-finding will identify driver deficiencies which require correction. A poor driving practice which causes accidents may indicate the need for a variety of remedial measures depending on all the facts. A road check with the driver may be enough to correct the bad practice. If the cause is an emotional problem, counseling may be the answer. Generally, accidents caused by improper driving fall into categories which require either general corrective measures or special control.

Final Reminder

• Get the facts. • Determine the cause. • Decide on a method of prevention. • Take appropriate action within the sphere of your authority. • Keep everyone informed.


Fleet Loss Control Program – Road Test Form

Drivers Name: _________________________ Social Security No. ________________

Motor Vehicle Operator's License No. _______________________________________

Type of License _______________________ Issuing State _______________________

Type of Vehicle __________________________________________________________

Instructions To Examiner:

Check items that the driver performs satisfactorily mark an X where further training is recommended. Any item not evaluated leave blank. Additional criteria may be necessary to meet your county's specific needs.

Pre-Trip Inspection

Checks general condition of vehicle

Checks for proper operation of parking and service brake systems

Checks steering mechanism

Checks all lighting devices and reflectors

Checks condition of tires

Checks horn and windshield wipers

Checks and adjusts rear view mirrors

Checks emergency equipment

Placing Vehicle In Operation

Uses seat belt

Starts vehicle properly

Checks traffic conditions

Does not allow vehicle to roll while stopped

Drives with both hands on wheel

Steers smoothly

Maintains proper speed for conditions, within speed limit

Backing And Parking

Stops in correct position

Avoids backing from blindside

Backs slowly

Uses mirrors properly

Intersections

Prepares to stop vehicle if necessary, even if traffic signal is green


Checks in all directions for traffic conditions

Stops vehicle in proper location when required

Does not allow vehicle to roll when stopped

Turning

Makes sure vehicle is in proper lane for turn

Signals intention to turn well in advance

Approaches at proper speed

Checks traffic conditions and turns only when intersection is clear

Keeps vehicle in proper lane during turn

Does not shift gears during turn

Railroad Crossing

Checks in all directions when approaching crossing

Comes to complete stop when necessary or required by law

Stops at a safe distance when necessary

Does not shift gears when crossing tracks

Passing

Only passes in safe location, where legally allowed

Checks ahead and behind to make sure passing room is adequate

Warns vehicle ahead of intention to pass

Uses directional signals properly

Leaves sufficient space before cutting back into lane

Does not exceed speed limit

Remarks:

Qualified: YES NO

Signature of Examiner __________________________________ Date __________


Sample MVR Criteria

Exhibit I - Sample MVR Criteria A driver is unacceptable if the driver's accident/violation history in the last three years includes:

1) Driving while intoxicated or impaired or under the influence of drugs; 2) Speed in excess of 25 MPH over the posted limit; 3) Criminal-type convictions (e.g., negligent homicide, manslaughter, hit and run, etc.); 4) Three or more at-fault accidents and/or moving violations; 5) Two or more at-fault accidents and/or moving violations within the most recent year.

Exhibit II - Criteria For Disqualification Of Drivers Drivers or applicants may be disqualified from operating a motor vehicle for any of the following reasons:

1) Felony conviction involving the use of a motor vehicle 2) Conviction for driving under the influence of alcohol or drugs 3) More than three (3) moving violations or accidents in any three year period 4) Conviction for reckless driving 5) Transportation, possession or unlawful use of drugs


Exhibit III - Minimum Driver Standards

Driving Records • Obtain before hire • Obtain annually on marginal driver • Obtain every three years on acceptable drivers

Acceptable Records • No more than 2 moving violations or 2 at-fault

accidents within the last 3 years • Accidents - All accidents should be investigated and

decisions based on the individual circumstances • Driving under the influence - No citations within the

past 5 years

Driving Tests • Before hire, each regular driver should be given an

applicable road test

Disciplinary Action • Insured should establish what actions will be taken if

a driver exceeds established standards

* Current Employees whose records exceed the above standards should be "grandfathered" and required to come within the above standards within 3 years.

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