safety policy - polk county, north carolina updated ssp for boc approval jun… · web viewsafety...

POLK COUNTY TRANSPORTATION

SYSTEM SAFETY PLAN2018

Table of Contents

General System Safety Plan Management.......................................................................................3System Description..........................................................................................................................5Mission Statement...........................................................................................................................8Annual Management Review........................................................................................................12System Safety Plan........................................................................................................................13Employee Selection.......................................................................................................................14Minimum Training Standards For Vehicle Operators...................................................................26PCT Ride Check: Driver Evaluation............................................................................................29Safety Data Acquisition/Analysis..................................................................................................37Safety Objectives Of Polk County Transportation........................................................................38Safety Functions Action Plan........................................................................................................39Safety Responsibilities – Specific Positions..................................................................................39Relationship Between System Safety And System Operations.....................................................43Onboard Safety Equipment............................................................................................................47Driver On-Board Responsibilities.................................................................................................48Passenger Rules.............................................................................................................................49Accident/Incident Reporting..........................................................................................................52Exposure Control...........................................................................................................................60Blood Borne Pathogens/Infection Control.....................................................................................61Potential Worksite Hazards ..........................................................................................................65Threat and Vulnerabilities Assessment..........................................................................................68Emergency Action Plan ................................................................................................................70Safety And Inclement Weather......................................................................................................74Security..........................................................................................................................................75Facilities Security..........................................................................................................................76Fire Safety .....................................................................................................................................84Maintenance...................................................................................................................................84Vehicle Maintenance.....................................................................................................................86Preventive Maintenance Standards................................................................................................87Wheelchair Lift Maintenance Schedule.........................................................................................92Daily Inspections...........................................................................................................................97End of Day Vehicle Procedures...................................................................................................102Appendix......................................................................................................................................103

PCT System Safety Plan, July 2018 of 106

GENERAL SYSTEM SAFETY PLAN MANAGEMENTDescription of Elements

1. POLICY STATEMENT AND AUTHORITY FOR SYSTEM SAFETY PLAN

A. Effective October 2012, Moving Ahead for Progress in the 21st Century (MAP-21) mandated requirements for each public transportation system to develop and implement a safety plan. As defined by MAP-21, public transportation is defined as regular, continuing shared-ride surface transportation services that are open to the general public or open to a segment of the general public defined by age, disability, or low income.

B. North Carolina Board of Transportation 2003 Resolution established the requirement for each transit system to develop and implement a System Safety Plan (SSP).

C. Established the SSP as an operating document that is prepared for and approved by the transit system top management, chief executive officer or the governing board.

D. The authority statement in the SSP should define, as clearly as possible, the following:1. The authority for establishment and implementation of the SSP 2. How that authority has been delegated through the organization

E. The SSP must adequately address the SIX CORE ELEMENTS.

2. DESCRIPTION OF PURPOSE FOR SYSTEM SAFETY PLAN

A. Address the intent of the SSP and define why it is being written. B. Establish the safety philosophy of the whole organization and provide a means of

implementation. C. A SSP could be implemented for the following reasons:

To establish a safety program on a system wide basis. To provide a medium through which a system can display its commitment to

safety. To provide a framework for the implementation of safety policies and the

achievement of related goals and objectives. To satisfy federal and state requirements. To meet accepted industry standards and audit provisions. To satisfy self-insurance or insurance carrier provisions.

D. The relationship of system safety to system operations should be defined.E. All departments involved must have a clear definition of their individual responsibilities

relative to the scope of the SSP.F. This section should also contain system safety definitions applicable to the operating

systems.

3. CLEARLY STATED GOALS FOR VEHICLE SAFETY MANAGEMENT PROGRAM

A. The overall goal of a SSP is to identify, eliminate, minimize and control safety hazards and their attendant risks by establishing requirements, lines of authority, levels of responsibility and accountability, along with methods of documentation for the organization.


B. These goals should be system-specific, tailored to the individual needs of the system, as well as being: Long term - the goals must have broad and continuing relevance. Meaningful - they must not be so broad as to be meaningless; desired results must

be identified. Realizable - any goal that meets the first two criteria but cannot be attained is

meaningless. Identify, eliminate, minimize, and/or control all safety hazards Provide appropriate action and measures to obtain necessary safety-related

agreements, permits and approvals from outside agencies, where applicable.

4. IDENTIFIABLE AND ATTAINABLE OBJECTIVES

A. Objectives are the working elements of the SSP, the means by which the identified goals are achieved.1. Must be quantifiable and meaningful.2. Met through the implementation of policies.

B. Policies are central to the SSP and must be established by top management.1. They set the framework for guiding the safety program, on a relatively long-term

basis.2. Policies are measurable.3. Policies are methods for reaching a specified objective.

C. Example: The establishment of a safety program incorporating public, patron, employee, and

property safety including fire protection, loss prevention and life safety requirements. Policies depend on the goals defined by the transit system and its safety philosophy.

5. SYSTEM DESCRIPTION/ORGANIZATIONAL STRUCTUREA. System Description

1. Briefly describe the system’s characteristics. The information should be sufficient to allow non-technical person and those not employed in transit to understand the system and its basic operation.

2. Components that should be included in the system description:a. Historyb. Scope of servicec. Physical featuresd. Operationse. Maintenancef. System Modifications

B. Organizational Structure1. Organizational diagrams showing the title of each position.2. Diagram showing the structure of the system safety unit identifying the key positions.3. Diagrams showing the relationships and lines of communication between the system

safety unit and other departments in the organization.4. Describe the relationship of the transit system to local political jurisdictions.


SYSTEM DESCRIPTION

Polk County Transportation has been in operation since 1984, offering safe, reliable, Demand-Response services to Polk County residents. Through this system, mobility is provided for an average of 40,000 trips per year, which includes:

Regional airports Community Colleges Daycare Healthcare appointments inside and outside the county Local employers and agencies Personal care appointments Public school (at the request of the school system) Senior/community centers Shopping Vocational workshop

In addition to transportation for the general public, PCT holds contracts with: The Department of Social Services for non-emergency Medicaid trips NC Division on Aging for transporting the elderly NCDOT for transporting the elderly and disabled, the economically needy to work

and for rural general transportation Polk Vocational Services for transporting the disabled to the workshop Polk County Schools for transporting children with special needs or who reside in

areas that are difficult to reach

Note: The Federal Transportation Administration (FTA) prohibits the use of federally funded vehicles for charter service (i.e. transportation provided by a recipient at the request of a third party for the exclusive use of a bus or van for a negotiated price).

The FleetIn 2018, PCT’s fleet includes:

Four 12-passenger conversion vans Eight lift-equipped vehicles for transporting passengers in wheel-chairs, two of

which are LTVs with the capacity for 19 or 21 passengers respectively. Two mini vans One 7 passenger SUV

Days and Hours of ServiceOffice hours are 8 a.m. until 4:30 p.m. Monday through Friday. Vehicles run outside of office hours in order to accommodate passengers getting to work and early and late appointments, including airport trips. Hazardous conditions may affect the delivery of service. However, every attempt is made to support passenger trips for life-sustaining services such as dialysis and cancer treatments. The transit system observes the following County holidays.

Polk County Local Government Holidays


New Year’s DayMartin Luther King Jr. HolidayGood FridayMemorial DayIndependence DayLabor DayVeteran’s DayThanksgivingChristmas

POLK COUNTY TRANSPORTATION ORGANIZATION STRUCTURE


MISSION STATEMENT

OUR MISSION IS TO BE THE SUPPORT THAT KEEPS POLK COUNTY MOVING SAFELY

SYSTEM SAFETY PLAN

Program DescriptionPCT’s System Safety Plan (SSP) was developed utilizing guidance from procedural manuals of the North Carolina Department of Transportation Standard Operating Procedure SSP-001 and the State Management Plan. It addresses the required six (6) core elements:

1. Driver/Employee Selection2. Driver/Employee Training3. Safety Data Acquisition Analysis4. Vehicle Maintenance5. Security

Polk County Transportation’s intent is to adhere to the policies and procedures that support the core elements. Action is taken to ensure policies and procedures are upheld since each one is equal in importance. Compliance aligns this transit system with Federal Transportation Administration (FTA) and North Carolina Department of Transportation Public Transportation Division (NCDOT/PTD) policies and regulations for safety and system security.

Driver/Employee Selection Polk County is an equal opportunity employer. As such, Polk County Transportation operates using fair hiring practices to select, hire and promote employees. The following practices are in place:

Internal and external applicants complete employment application forms in order to be considered for vacant positions.

Applicants are subjected to the same interview questions via a printed interview guide. A selection process is used based on skills and qualifications for the job. A background check including DMV records and a pre-employment drug test are

required for employment. Applicants for vacant positions are treated with dignity and respect. Non-discriminatory

language, questions and practices are applied to every interaction with applicants and candidates for vacancies.

Driver/Employee Training Element:Polk County Transportation is committed to the development of its employees. Consequently, each driver participates in mandatory annual safety training including.

Defensive Driving Serving Americans with Disabilities Blood-borne Pathogens


Emergency Evacuation Procedures for Vehicle Operators

PCT employee training records are maintained for a minimum of 5 years. This includes driver evaluations, skills assessments, and so on. The records may be reviewed by NCDOT/PTD at any time and during safety and security audits.

Safety Data Acquisition AnalysisThe goal of the Safety Program is the reduction of accidents and injuries to transit customers, employees and the general public. Safety is a shared responsibility between system management and employees. It is the policy of PCT to provide a place of employment that is free from recognized hazards that could result in death or serious injury to employees, customers or the general public. Each employee is required to report incidents or unsafe conditions to the Manager/designee. Manager/designees take immediate corrective action to prevent unsafe conditions. Safety issues are discussed during regular meetings to provide an opportunity to share ideas, concerns and best practice.

Prohibited behaviors are actions that are in violation of the System Safety Policy. Such behaviors include activity that threatens the safety of employees, customers and the general public. Other unacceptable behaviors include those that result in damage to system, employee and public and/or private property. An employee who intentionally violates the safety policies and procedures will be subject to appropriate disciplinary action, as determined by the findings of an investigation. Such discipline may include a warning, demotion, suspension or dismissal. In addition, such actions may cause the employee to be held legally liable under State or Federal Law.

Drug and Alcohol Abuse PreventionThe goal is to provide a safe, healthy and productive drug-free work environment for all employees. A person under the influence of a drug or alcohol while on the job poses serious safety and health risk to the user, co-workers as well as passengers. Polk County Transportation maintains a drug-free work environment where pre-employment and random drug testing are a condition of employment. The agency’s policies and practices pertaining to the prevention of alcohol misuse and prohibited drug use are defined in the Polk County Transportation Fitness for Duty Drug and Alcohol Testing Program.

Vehicle Maintenance The goal is to ensure each vehicle and wheelchair lift is properly maintained to maximize the service life, maintain reliability, mitigate high maintenance costs and sustain proper safety and mechanical condition. To accomplish this goal Polk County Transportation adheres to the vehicle manufacturer’s maintenance/service manual and the wheelchair lift service manual.


Security The overall purpose of the Security Program is to optimize -- within the constraints of time, cost, and operational effectiveness -- the level of protection afforded to vehicles, equipment, facilities, passengers, employees, volunteers and contractors, and any other individuals who come into contact with the system both during normal operations and under emergency conditions.

The security of passengers and employees is paramount to promoting the objectives of the FTA and NCDOT. Polk County Transportation Drivers and staff take reasonable and prudent actions to minimize the risk associated with intentional acts against passengers, employees and equipment/facilities. To further this objective, Polk County Transportation has developed security plans and procedures and emergency response plans and procedures. The plans have been coordinated with local law enforcement, emergency services and with other regional transit providers, which addresses the conduct of exercises in support of their emergency plans, and assessment of critical assets and measures to protect these assets.

The SSP is updated as changes occur. An annual review is required to ensure all information is current and must be approved by the Polk County Board of Commissioners.

This operational policy was last adopted by the Polk County Board of Commissioners on March 3, 2014.

Updated Approval

Date ________________________________

Month ______________________________

Year ________________________________

System Director (Signature) __________________________

CHSA Board of Directors Chair_____________________________

Transportation Advisory Board Chair _____________________________

Governing Board Chair (Signature) _____________________________


RESOLUTION FOR APPROVAL OF REQUIREMENT FOR COMMUNITY TRANSPORTATION SYSTEMS TO

IMPLEMENT SYSTEM SAFETY PLANS

WHEREAS, the Federal Transit Administration’s strategic safety goal is to promote the public health and safety by working toward the elimination of transportation related deaths, injuries and property damage;

WHEREAS, the Federal Transit Administration and the National Transportation Safety Board require the reporting of certain transportation related accidents;

WHEREAS, the vision for public transportation services in North includes the provision of safe, affordable transportation choices, statewide to those who have travel options and to those whose options are limited;

WHEREAS, the development and implementation of System Safety Plans by Community Transportation systems is a fundamental step toward these goals;

WHEREAS, the North Carolina Department of Transportation, Public Transportation Division recognizes the safety implications of the development of System Safety Plans and provides training and technical assistance to transit systems to assist in thedevelopment and implementation of their System Safety Plans;

WHEREAS, rural transit systems receiving federal and state funds are not currently required to have a System Safety Plan;

WHEREAS, the Public Transportation Division, in an effort to promote safe public transportation services recommends requiring that each rural transit system in the state that receives federal and/or state funds must have an approved System Safety Plan which includes provision for local system safety data collection and reporting;

WHEREAS, the Transit, Rail and Ferry Committee has concurred in this recommendation.

THEREFORE BE IT RESOLVED AS FOLLOWS:

That the North Carolina Board of Transportation approves the recommended requirement that each Community Transportation System that receives federal and/or state funds must have an approved System Safety Plan which includes provision for local system safety data collection and reporting.


Annual Review

The SSP should reflect the changing needs of our system programs. As a transit system evolves, it must consistently monitor the programs and update the SSP accordingly.

The leadership of the transit system agrees to review the plan each year in order to make changes that reinforce the intent of the SSP. After review, a copy of the plan is presented to the Polk County Board of Commissioners for approval.

System Safety Plan


Policy and Procedure Revision IndexPolicy/Procedure Name SSP#

Revision # Date Description

PCT SSP (Overall plan) No. 1August 2013

Language updated to reflect current operating practices versus future plans.Removed the requirement for the interviewer to assess physical and mental capabilities.

Policy/Procedure Name SSP#Revision # 1 Date Description

Van Rules and Procedures No. 2June 2014

Statement added to prohibit use of cell phone while a vehicle is in motion.

Policy/Procedure Name SSP#Revision # Date Description

Pre-Trip Procedures and Documentation No. 3June 2017

Added sections for security and hazard assessment. The Pre-Trip includes new steps for vehicle cleaning and location of a jack handle for manual lift operation.


Org Chart; Closings and Delays; Driver Responsibilities No. 4

July 2018

Revised organization chart shows reporting to the CHSA Director; updated weather related closing policy; updated accident/incident response; reference to the safe use of mobile data tablets; removal of drug and alcohol testing policy which will be covered separately.



Employee Selection


Employee Selection

Employees of Polk County Transportation are subject to operate federally funded vehicles at any time, regardless of job title. Safety and security of passengers are critical elements of daily operations. Consequently, each position is covered under federal regulations which require annual safety training and participation in DOT programs for drug and alcohol testing.

The employment process includes:Completion of an Application Each potential employee shall complete a written application.

Interviews The Manager shall interview each potential employee. Interview procedures are included

with this plan.

As a condition of employment, candidates for hire will submit to the following: Pre-employment background check (criminal history and motor vehicle records) Pre-employment drug testing Request for drug testing records from prior employers

Upon hire and annually thereafter, employees will be subject to an annual motor vehicle records review and a background check every three years.

Initial Hire Procedures for DriversThe steps in the employment process for the application, interview, pre-employment drug testing and background screening apply to this position.

Physical RequirementsNo person shall drive, require or permit any person to drive any vehicle in the service of transporting passengers or on agency business unless the driver possesses the following minimum qualifications:

1. The driver must be physically capable of assisting persons with disabilities including wheelchair users.

2. Eyesight – Drivers must have vision in both eyes, normal depth perception, normal peripheral vision. Drivers must have 20/40 vision in each eye with or without corrections, and 140 degrees or better horizontal vision. Drivers must be able to distinguish between green, red and yellow.

3. Hearing – Drivers shall have adequate hearing to assure safe response to vehicle horns, emergency vehicle sirens, and train signals.


4. Alcohol, narcotics and drugs – Drivers shall not be addicted to the use of alcohol, narcotics or habit-forming drugs. Drug and alcohol tests shall be conducted in accordance with State and/or Federal Regulations.

Age RequirementsDrivers shall be at least twenty one years of age.

Knowledge of EnglishDrivers shall be able to read, write and speak the English language.

Driver LicensingDrivers shall hold a valid NC Driver’s License or Commercial Driver’s License as appropriate. In no case will an individual be given a road test, placed in training or allowed to operate an agency vehicle without a DMV background check that is in compliance with this policy and has been approved by the Director.

Compliance Good driving record with no Driving While Intoxicated (DWI), Driving Under the

Influence (DUI) or similar charges, reckless driving, railroad crossing violations or leaving the scene of an accident offenses.

No positive drug or alcohol test results within the last two years. No more than a total of two moving violations or accidents within the last three years. No suspended or revoked licenses within the past five (5) years for moving violations

or violations of criminal laws. Any combination of violations, unfavorable road observations or accidents that

indicates a pattern of unsafe vehicle operation behavior, whether on or off the job. Minimum of two (2) years driving experience. A road test given by a designated PCT employee is required.

Operating SkillsDrivers shall have experience in safely driving some type of motor vehicle (including private automobile) for not less than two (2) years, including experience throughout the four seasons.


Job Description for Drivers_________________________________________________________________________________

TRANSPORTATION DRIVER

GENERAL STATEMENT OF DUTIES

Driver operates vans/passenger vehicles and is responsible for the safe and orderly transportation of passengers to and from their destinations. Work includes completion daily vehicle inspection, fueling, interior and exterior cleaning, maintaining accurate trip records, assisting passengers as required, receiving and accounting for fares, radio and cell phone communications, and other activities as assigned by the Transportation Director.

This is a responsible position that requires safe driving skills, maturity and good interpersonal skills. Specific duties carried out in required manner. Other work is often assigned in a general manner and must be developed from there. General supervision comes from the Transportation Director, and Transportation Administrative Assistant.

ILLUSTRATIVE EXAMPLES OF WORK

Inspects the vehicle prior to beginning route. Follows a prescribed checklist in reviewing the vehicles operational and safety features.

Coordinates all repair needs or problems with the Transportation Secretary and the Transportation Director.

Complete all fluids checks and maintain proper level. Cleans the vehicle. Maintains accurate daily trip sheets and provide necessary data for PCT management information

system as required. Receives and accounts for all fares as collected daily. Assists both ambulatory older persons and wheelchair passengers from the ground level door of a

person’s home into the vehicle and vice versa. Prompt in reporting for work. Uses time on clock in a productive and efficient manner. Keeps regular contact via radio and cell phone communications with main office. Performs other duties, as assigned by the Transportation Director or Administrative Assistant, or

as required to carry out the mission of PCT. Represents Polk County in a professional and positive manner.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of motor vehicle laws and regulations Knowledge of area in which passengers are transported Ability to deal with the public in any situation. Ability to understand and follow oral and written instructions. Ability to establish and maintain effective working relationships with department heads, other

employees, and the general public. Ability to exercise tact and courtesy.


Ability to attend and successfully complete the following courses: drivers safety, defensive driving, safety needs awareness and assistance program, wheelchair security, emergency first aid, cardiopulmonary resuscitation (CPR), and alcohol/drug training courses.

PHYSICAL REQUIREMENTS

This is heavy work requiring the exertion of 100 pounds occasionally, up to 50 pounds of force frequently and up to 20 pounds of force constantly to move objects; work requires climbing, balancing, stooping, crouching, reaching, standing, walking, pushing, lifting and rasping; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for visual inspection, operation of equipment; and observing general surroundings and activities. The worker is exposed to inside and outside environmental conditions and may be exposed to blood borne pathogens and required to wear specialized personal protective equipment.

DESIRABLE EDUCATION AND EXPERIENCE

Graduation from high school or equivalent required.

SPECIAL REQUIREMENTS

Possession of a valid driver's license Must obtain certification in all driver required areas including CPR/First Aid within one year of employment

Employee subject to pre-employment and random drug testing any time during employmentMust be twenty one years of age


FLEET SUPPORT TECHNICIAN

General Statement of Duties

The primary responsibility of this position is to take action that maintains vehicle and related equipment for safe operation and maintain a state of good repair. The position also provides administrative and operations support to the transit system on an on-going basis with an emphasis on dispatch duties.

Distinguishing Features of the Position

An employee in this positon performs a variety of administrative and operational tasks related to the Transportation Division of CHSA. The employee coordinates maintenance and repair activities to ensure that equipment is safe to operate; answers the phone to provide information to passengers and process requests for transportation; updates the vehicle maintenance software and creates and analyses reports; updates the scheduling software with passenger and other information; maintains records on the various equipment; follows up on reports from drivers about factors pertaining to the proper operation of vehicles and other equipment. The position also covers the dispatcher duties and is back-up to the scheduler as necessary. As the need arises all office administrative and operational personnel may be required to drive passenger routes in the event of unexpected absences. This position will be responsible for minor fleet maintenance needs (lights, cleaning, fluid monitoring, visual inspections, etc.).

DISPATCHING (Primary 50%): Facilitates the completion of passenger trips and ensures timely and efficient travel of drivers to and from destinations; answers the telephone to offer and receive information regarding passenger trips; communicates with drivers, administrative staff and Transportation leadership; enters accurate data and updates trip statuses as necessary in the scheduling software; reinforces safe operating practices for passengers and employees; understands and is able to execute emergency response protocol in the event of an accident.

SCHEDULING (Back-Up 10%): Uses information from passengers and contracted agencies to assemble demand response and subscription routes; uses passenger information to determine the need for ADA compliance; and assigns drivers and vehicles in a manner that ensures on-time, safe, and efficient travel to and from destinations.

Duties and Responsibilities

Essential Duties and Tasks Reviews vehicle inspection forms from drivers daily to follow-up on maintenance and

repair requirements. Follows the defined preventative maintenance program for NCDOT and manufacturers’

specifications. Enters information in the maintenance program (Asset Works) to create work orders, track

and maintain equipment such as vehicles, lifts and security cameras via contractor. Coordinates vehicle repairs and cleaning with the and Transportation Support Specialist,

reduces the time that vehicles are unavailable for service. Completes quarterly inspections of seat belts, vehicle emergency exits and on-board

equipment to adjust or replace as needed. Ensures service and maintenance tasks meet contract requirements with local vendors for

scheduling, quality and completion.


Produces monthly reports from data in Asset Works including vehicle use and maintenance costs to assist with decisions for cost savings.

Maintains current files on vehicles from the point of acquisition to disposal. Assists with answering the phones and dispatch radio via base station and communicates

with drivers by radio, by phone, and computer (email, messaging system, etc.). Communicates with passengers about fares and trip scheduling. Enters trip requests in

the scheduling software and updates passenger records as necessary. Reports vehicle and other issues promptly to the Operations Lead. Performs other duties as assigned. Tracks location of drivers and provides instructions for efficient and timely

completion of trips.

Training and Drug and Alcohol Testing and Training

An employee performing the function listed herein is considered a covered safety sensitive position and is subject to NCDOT pre-employment and random drug and alcohol testing, annual DMV/background checks, and new hire and annual safety training. All transportation division personnel will have a CDL within 2 months of hire date.

Recruitment and Selection GuidelinesKnowledges, Skills, and Abilities

Proficiency in the use of computer software including MS Office Working knowledge of safe and efficient operation of vehicles Ability to communicate effectively verbally and in writing Ability to compile information and to maintain accurate records and reports. Ability to interact courteously and tactfully with the public.

Physical Requirements Work requires balancing, stooping, crouching, reaching, standing, walking, pushing, lifting and grasping; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for visual inspection, operation of equipment; and observing general surroundings and activities. When required to drive, the worker is exposed to inside and outside environmental conditions and may be exposed to blood borne pathogens and required to wear specialized personal protective equipment.

The selected candidate must possess the visual acuity to compile and maintain records.

Desirable Education and ExperienceGraduation from high school, experience with MS Office, general office work and some experience in public transit; or an equivalent combination of training and experience.

Polk CountyFleet Support Technician Job Description – April 018


TRANSIT OPERATIONS LEADGeneral Statement of Duties

Performs intermediate technical work scheduling trips, managing drivers work schedules, dispatching transit operators as needed, develops and monitors transit routes, performs basic office duties such as typing, filing and record keeping.

Distinguishing Features of the ClassAn employee in this class performs a variety of duties related to the delivery of public and human service transportation services. Such duties involve the use of advanced scheduling software, printer, fax, email, telephone, voice and data communication systems and equipment. Decisions involve selecting correct funding source for passengers, assignment of passengers to appropriate routes and assignment of appropriate vehicles to routes. Work is performed under the general supervision of the Transportation Compliance Administrator and is evaluated through observation of work and periodic conferences.

SCHEDULING (Primary 50%): Uses information from passengers and contracted agencies to assemble demand response and subscription routes; uses passenger information to determine the need for ADA compliance; and assigns drivers and vehicles in a manner that ensures on-time, safe, and efficient travel to and from destinations.

DISPATCHING (Back-up 10%): Facilitates the completion of passenger trips and ensures timely and efficient travel of drivers to and from destinations; answers the telephone to offer and receive information regarding passenger trips; communicates with drivers, administrative staff and Transportation leadership; enters accurate data and updates trip statuses as necessary in the scheduling software; reinforces safe operating practices for passengers and employees; understands and is able to execute emergency response protocol in the event of an accident.

Work involves a special understanding of the needs and behavior of clients served. The position is supervised by the Transportation Manager, and is evaluated based on the safe and efficient operation of the vehicles, records and reports, and client feedback.

Duties and ResponsibilitiesEssential Duties and Tasks

Answers incoming calls and takes action related to the completion of passenger trips. Supervises the driver team and Fleet Support Technician (Operations) Monitors and coordinates drivers’ schedules to ensure compliance with budgeted hours. Updates passenger records as necessary. Assists the department to enforce cancellation and no show policies when scheduling. Informs Transportation leadership promptly of issues related to driver performance,

passenger, other motorist safety and vehicle maintenance. Enters passenger appointments in the database and monitors trips entered by others. Assigns runs and trips to drivers. Reviews Driver Utilization data in the scheduling software to assist decision making for

assignments. Coordinates and assigns the use of vehicles based on need, e.g. lift equipped for

wheelchairs. Reports to CHSA leadership any issues needing driver attention.


Supports the Compliance Administrator via information/data request Coordinates route and operation details with Compliance Administrator Performs other duties as assigned.

Back-up Duties and Tasks Uses emergency response protocol to direct driver activities in the event of an accident or

other emergencies. Operates radio base station and communicates with drivers by radio, by phone, and

computer (email, messaging system, etc.). Tracks location of drivers and provides instructions for efficient and timely completion of

trips. Coordinates driver activities in the schedule to include training, meetings, drug and

alcohol testing, vehicle maintenance and cleaning.

Training and Drug and Alcohol Testing and TrainingAn employee performing the function listed herein is considered a covered safety sensitive position and is subject to NCDOT pre-employment and random drug and alcohol testing, annual DMV/background checks, and new hire and annual safety training. All transportation division personnel will have a CDL within 2 months of hire date.

Recruitment and Selection GuidelinesKnowledges, Skills, and Abilities

Proficiency in the use of computer software including MS Office, email and Access databases.

Considerable knowledge of geographical layout of County and surrounding areas. Working knowledge of safe and efficient operation of vehicles. Ability to understand and work with elderly and disabled populations. Ability to communicate effectively verbally and in writing. Ability to compile information and to maintain accurate records and reports. Ability to interact courteously and tactfully with the public. Ability to establish and maintain effective working relationships with the elderly,

children, handicapped, other employees, and the general public.

Physical Requirements Work requires balancing, stooping, crouching, reaching, standing, walking, pushing, lifting and grasping; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for visual inspection, operation of equipment; and observing general surroundings and activities. When required to drive, the worker is exposed to inside and outside environmental conditions and may be exposed to blood borne pathogens and required to wear specialized personal protective equipment.The Dispatcher/Scheduler must possess the visual acuity to compile and maintain records.Desirable Education and ExperienceGraduation from high school, experience with MS Office, general office work and some experience in public transit; or an equivalent combination of training and experience.


Job Description for Transportation Manager

General Statement of Duties

Performs supervisory and administrative duties in managing the Polk County public transportation program.

Distinguishing Features of the Class

An employee in this class is responsible for the management and coordination of the transportation program for the public, elderly and disabled citizens. Work includes writing and monitoring of grant and county funds, staffing and scheduling the various routes; strategically planning for an implementing processes, training and equipment that ensure safety; and marketing and promoting the program. Work subjects the employee to both inside and outside environmental conditions. Work also requires coordination with other public and human service agencies; maintenance of quality service; and an ability to work with diverse populations. Employee occasionally drives van to cover for driver absences. Work in driving a van subjects the employee to inside and outside environmental conditions, fumes and gases. Duties may expose the employee to human body fluids thus the work is subject to OSHA requirements on blood borne pathogens. Work is under the supervision of the Consolidated Human Services Director and is reviewed through conferences, reports, and feedback from the public, agencies, clients, and families served.

Duties and Responsibilities

Essential Duties and Tasks Manages and supervises personnel to staff the vehicles used in the transportation

service. Develops and schedules routes and services based on needs and available funding

levels. Works with equipment maintenance and replacement programs to assure that vehicles

are in safe and sound operating order. Prepares and develops annual budgetary sources including grants, County funds, and

resources from other human services agencies. Cooperates and assists other human services agencies in providing transportation for

their clients. Promotes the rural transportation system various media, civic organizations, and human

service agencies. Develops and implements required policies for the program. Prepares necessary reports and records for the County and the grant funding sources. Manage transit funds including creating and managing structures for eligibility, ensure

passenger records are up to date. Assess ridership to determine potential service improvements and efficiencies. Manage vehicle maintenance schedule in compliance with NCDOT standards. Assumes responsibility for safety management in collaboration with the CHSA Director

including collecting and analyzing safety data; hazard identification and safety risk evaluation; advises senior management on safety matters; maintains safety management documentation; and plans and organizes safety training.


Additional Job Duties Performs related duties as required.

Recruitment and Selection Guidelines Knowledges, Skills, and Abilities Thorough knowledge of the County's personnel, purchasing, and budgeting policies and

procedures. Considerable knowledge of the requirements and operational needs of a public

transportation service. Considerable knowledge of programs, policies, and procedures in the development and

operation of a public transportation service. Knowledge of modern and effective supervisory principles and practices. Knowledge of

the application of information technology to the work of the department. General knowledge of the needs and services for the elderly and handicapped citizens. General knowledge of the development and administration of grants. Working knowledge of the geographical layout of the County and surrounding areas.

Ability to plan, organize, evaluate, and implement public transportation programs. Ability to supervise and coordinate the work of employees with the public and other

human services agencies. Ability to establish and maintain effective working relationships with human services

agencies, County and State officials, employees, other departments, and the general public.

Ability to interpret and explain a variety of rules and regulations required in a public transportation agency.

Ability to work effectively with special populations. Ability to communicate effectively in oral and written forms.

Physical Requirements

Must be able to physically perform the basic life operational functions of talking, hearing, fingering, walking, standing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Must possess the visual acuity to prepare and analyze data and figures; work with accounting processes and computer terminals; and on occasions to be able to operate vans and transportation vehicles safely.

Desirable Training and Experience Graduation from a two-year college with a degree in business, human services, or

related field and some experience in the operations of public service programs, preferably in transportation; or high school graduation and considerable experience in the operations of a transportation service; or an equivalent combination of education and experience.


Minimum Training Standards for Transportation Systems Vehicle Operators


Minimum Training Standards for Transportation Systems Vehicle Operators

• Defensive Driving o Shall include all vehicle operators, including any employees that operate the vehicles in revenue service or carry passengers for any other trip purpose; o Initial training must be a certified program, or curriculum must be equal to an existing certified program.

• Americans with Disabilities Act (ADA) o Shall include sensitivity to passenger needs, passenger assistance, wheelchair handling, proper securement (both passenger and mobility device) and proper use of wheel chair lift, including emergency operation. o The ADA requires training all personnel to “proficiency”, which is defined as expert performance. All vehicle operators must be periodically evaluated (at least once per year after the probationary period is completed) to ensure that they are using all of the ADA equipment correctly, and providing proper passenger assistance. A ride check evaluation (“Driver Performance Evaluation”) form (including instructions for use) is available from the NCDOT/PTD Safety and Training Unit for this purpose. The Safety and Training staff uses the Ride Check Evaluation form during System Safety Plan Reviews. o Drivers that are not meeting proficiency must be given remedial training until they are proficient.

• Blood borne Pathogens o Shall follow the Occupational Safety and Health Administration guidelines for the training as listed in Standard 29 CFR 1910.1030(g)(2) o The OSHA Standard spells out the content of the training. o Training must be done annually (OSHA requirement).

• Emergency Procedures for Vehicle Operators o Shall include all procedures (communication and notification, passenger handling, vehicle evacuation, etc.), use of equipment (web cutters, fire extinguishers, etc.) and protocols (radio communication, after accident reporting, etc.) required by the local system. o Participation in local or regional Emergency Management drills is strongly encouraged.

• Illegal Drug Use o Shall include all training on the effects and consequences of prohibited drug use on personal health, safety, and the work environment, and on the signs and symptoms that may indicate prohibited drug use. This shall be done upon hire. (Required under 49 CFR 655.14)

• General o All new hires must have all of the training completed as soon as possible, but no later than ninety (90) days of hire. New hires must complete Defensive Driving and ADA training prior to starting revenue service. o Refresher training must be done annually. o All of the training materials must be on file for review by the NCDOT/PTD. Materials shall include but not be limited to course outline (may be included in instructor’s manual),


instructor’s manual, sample student manual (if one is used), handouts and copy of Power Point slides if used in lieu of instructor’s manual. o Records of training performed (for each individual trained) must be kept on file for a minimum of five (5) years. Records shall include proof of attendance (roster or certificate of completion, if provided), date of the course, and type of instruction delivery (instructor led, self-instruction, etc.), name and certification (if applicable) of instructor o The system must make a periodic, but no less than annual evaluation of each driver’s performance of the techniques, skills or knowledge required under each of the categories and provide refresher or remedial training as needed, in addition to the scheduled training.

Driver Evaluations Frequency: Each Polk County Transportation driver will have a ride check evaluation not

less than annually. New employees require three evaluations within the first year of employment. The first evaluation is due within three months, the second at the six month point from their hiring date and the third is their annual evaluation. Periodic or special performance evaluations are subject to determination by competent authority, such as the system manager and the Director/designee.

Responsibility: Each PCT driver will be evaluated by his or her immediate Director/designee or designated appointee.

Documentation Required: Each PCT driver’s completed ride check sheet will be personally reviewed with him/her by the immediate Manager/designee or higher authority. Both the Manager/designee and the employee will sign and date the evaluation sheet in the appropriate places. The employee may attach comments to explain or clarify any points made in the evaluation. It will then be filed in the employee’s training record in a confidential manner.

Evaluation results can be the basis for promotion, salary actions, demotions, suspensions, dismissals, and other such actions. All performance evaluations are maintained in a secure manner.

Employee Conduct PolicyNo employee of Polk County Transportation shall have the authority to make statements on behalf of Polk County Transportation without prior approval of the CHSA Director or County Manager. All employees shall conduct themselves in such a manner which shall bring credit to Polk County Transportation, Polk County Government or to the particular subcontractor to which the employee is attached.Behavior of any employee which may affect the safety and well-being of other employees of Polk County Transportation or subcontractor, or to personnel served by Polk County Transportation or subcontractor, shall be cause for disciplinary action as described in the Polk County Personnel Policy, whether or not such behavior relates to proper performance of the employee’s job.


PCT Ride Check: Driver Evaluation

Date of Evaluation

Driver’s Name

Evaluator’s Name/Position

Passenger Reception

1. Confirms identity/destination of passenger 2. Present at entry door while boarding3. Greets passenger in a friendly manner4. Uses proper assistance techniques (What are the driver’s responsibilities?)5. Assists passengers to and from the vehicle door if needed6. Stops proper distance from curb7. Avoids use of AM/FM radio8. Uses correct ADA language at all times

Vehicle Condition1. Daily pre-trip inspection complete/documented2. Web cutter and emergency triangles are available3. Registration and insurance card in vehicle4. Driver’s license/logs with driver5. Vehicle exterior clean6. Vehicle interior clean7. Dashboard/windshield area clear of all objects8. Tie downs properly employed9. Tie downs clean/ stowed in box10. Seat belts in good working condition11. Fire extinguisher is available, serviceable, properly mounted/tagged12. First Aid/Blood-borne pathogen kit available in vehicle13. Checked for gas card before leaving14. Mobile radio on and working, proper use of mobile radio15. Child seat used/stowed properly16. Daily defect report filled out17. Lift operational check18. Keeps logs up to date

Performance While En-route1. Driver uses correct posture when driving2. Both hands on steering wheel 3. Appropriate uniform/footwear4. Driver and passengers use seatbelts5. Driver gets out of vehicle and/or looks before backing6. Adjust mirrors before moving vehicle. Keeps eyes moving


7. Signals entry into traffic every time. Leaves himself an out8. Moves vehicle smoothly while slowing braking and stopping. Make sure they see you9. Telegraphs use of brake or flashers when stopping10. Squares corners when turning 11. Moves at appropriate speeds for current road conditions12. Maintains following distance safety zone (4 seconds)13. Uses proper caution at intersections14. Anticipates stale green lights (slows down)15. Seats passengers properly16. Stops at all railroad crossings 17. Comes to a complete stop, leaving private property18. Uses proper lane changing procedure19. Stops behind line or plane at intersections20. Observes proper communication procedures21. Uses turn signals properly22. Maintains order in vehicle23. Maintains scheduled stops and pick-ups24. Avoids unauthorized stops25. Uses four second distance rule, adds seconds to following distance when driving

conditions change.

Passenger Discharge1. Uses parking brake when de-boarding passengers2. Stops proper distance from curb. Assist passengers off vehicle (when needed or when

passengers request help)3. Renders adequate assistance to wheelchair passengers4. Advises Dispatch if anything changes with destination and/or circumstances5. Makes sure passenger is safely inside of destination before leaving property6. Follows passengers instructions for assistance when needed

Comments

Course of Action (required/taken) ______

Driver’s Signature Date _____________

Director/Designee’s Signature ________________________________ Date ____________

Driver’s Comments ____________


Training Program for Drivers andOther Safety Sensitive Employees

List programs…

At least every other month, staff meetings to include one safety topic each time

Defensive Driving available through NCDOT Training Toolkit

CPR/First Aid available through Polk County Emergency Management

Blood-Borne Pathogen available through Polk County EMS and NCDOT Toolkit

Personal Protective Equipment (PPE) through NCDOT Toolkit

Emergency Evacuation Procedures – NCDOT Toolkit, training exercises


Polk County Transportation Employee Training Checklist

Employee Name:__________________________Training start date ___/___/___

Check each box when the employee has been properly trained in the corresponding procedure.

OFFICE PROCEDURES Unlocking doors/Securing doors Timesheet procedures Van information board Pre/Post Trip Inspection sheet Trip sheet information/check Monies received from trips Money/deposits – After hours Wait time for passengers Gas card receipts Driver schedule board

UNDERHOOD SAFETY EQUIPMENT Oil check location & procedure Fire extinguisher location Transmission fluid procedure Seat Belt Cutter location Radiator check & location Triangles location Battery cables & connections First aid kit location Windshield washer fluid Engine/hoses/belts Blood Born Pathogen kit Child car seat installation

EXTERIOR INTERIOR Tire wear check Cleanliness/trash

cans/supplies Turn signals check Sur-loks in Bins – Lifts Headlights check Gauges/Controls Tail/brakes lights check Mirror positioning


Windshield wipers Gas Card location/use Fresh body damage/cleanliness Insurance card location Spare tire location

LIFT OPERATION Notes: _____________________ Lift Controls/Securing Door ___________________________ Loading & Unloading Wheelchair ___________________________ Buckle Chair/passenger procedures

___________________________

DRIVING PROCEDURES Hand Positions Intersections Backing procedures Stops Door-to-Door Service ________________________

Date all have been completed: ____/____/____

Employee signature: _______________________________________________

Trainer signature:

Manager signature: _________________________________________________


Refresher Training

Courses and Frequency

CPR – every 2 years as required by the American Heart Association

First Aid – yearly as part of refresher training

Blood Born Pathogen – yearly with EMS trainer

Defensive Driving – yearly as a part of annual refresher training

ADA – yearly as a part of annual refresher training

Emergency Procedures for Vehicle Operators – yearly as part of annual refresher training

Emergency Management drill participation coordinated with the EM Coordinator for Polk County yearly


NAME: ______________________________________________________

TrainingDate

DriverInitial

InstructorInitial

Orientation to Transit Agency Drug & Alcohol Testing Drug & Alcohol Policy Transportation Policy Confidentiality Policy Timesheets/pay schedule Doors/Keys/Security Collecting faresPre/Post-Trip Safety Inspection OJTDefensive Driving Training video OJT Emergency Procedures Training video Written proceduresADA Customer Service Training video Written proceduresWheelchair Securement Training video OJTThe Critical PointChild Passenger SafetyRide Check Evaluation Passenger Van SafetyEmergency Equipment TrainingFire Extinguisher Blood-borne PathogenEmergency TriangleCPR/First AidWebcutter

Employee’s Signature: ____________________________

Director’s Signature: _______________________________________


Employee Training Record

Safety Systems


Safety Data Acquisition/AnalysisDescription of Element

Safety data relative to transit provider operations can be used to determine safety trends in system operation. The data include information gathered from within the system on safety-related events such as passenger injuries or claims, employee injuries, accidents, incidents, and preventability. Driver reports (sometimes called logs) can be an important source of information on safety related problems, such as dangerous stop locations, problems with vehicle equipment, safety problems with the route, and other issues. The data is useful in a formal hazard identification and resolution process to help identify issues before they cause accidents. The data may also help improve system performance, not only in respect to safety, but also in overall delivery of service to the riding public. In addition, trend analyses of safety data can help determine the effectiveness of safety initiatives that have been implemented.

Safety Plan Purpose

A System Safety Plan has many beneficial purposes for employees and passengers. A plan provides:

A documented approach to accomplishing a system safety program. A means of providing safety policies and procedures to drivers,

vehicle maintenance, office and facility personnel. A way to reduce accidents and injuries through preventative measures.

Safety Objectives

In the transit environment, when properly applied, system safety:

Ensures safety is addressed during system planning, design and construction

Provides analysis tools and methodologies to promote safe system operation through the identification of safety hazards and the implementation of technology, procedures, training, and safety devices to resolve these hazards


Transit System Safety Philosophy

A Safety Philosophy is part of the North Carolina Department of Transportation (NCDOT) mission. North Carolina public transit systems can uphold this mission by acknowledging and implementing the NCDOT safety philosophy statements shown below:

All accidents and injuries can be prevented.

Management/Director/designees are responsible, and will be held accountable, for preventing injuries and occupational illnesses.

Occupational safety and health is part of every employee's total job performance.

Working safely is a condition of employment.

All workplace hazards can be safeguarded.

Training employees to work safely is essential and is the responsibility of management/supervision.

Preventing personal injuries and accidents is good business.

Safety objectives of Polk County Transportation

Instill a safety attitude and a safe work place/customer service environment

Establish a commitment to safety

Develop and maintain a comprehensive, structured safety program

Develop and maintain safety standards and procedures

Provide formalized safety training

Reduce accident and injury rates

Select equipment that promotes and enhances safety

Safeguard against hazards

Make necessary changes in the system to uphold safety

Increase employee safety awareness


Apply new research and development in safety efforts

Meet NCDOT/PTD minimum training standards

Creates a proactive transit safety culture that supports employee safety and safe system operation through motivated compliance with agency rules and procedures and the appropriate use and operation of equipment

Safety Functions Action Plan

This plan lists the actions a system can use in developing and carrying out a safety and emergency response program. When all aspects are implemented, the action plan can help a system to address emergency and fire prevention requirements that will protect people, property and the environment.

Safety Functions of the Manager Provide training to all employees for their roles in all safety and emergency plans Annually conduct emergency rescue from confined space drill Conduct all other actions required in the system safety plan to implement, develop and

maintain an effective Emergency Response Plan

Overall System Fire Prevention Functions Inspection and maintenance procedures are maintained by the Maintenance Department. If smoking is permitted, designated smoking areas are established and regulations are

located on bulletin boards throughout the facility.

Safety Responsibilities – Specific Positions

County Manager

Under the direction of the County Manager there is:

An active Safety Committee, consisting of department heads and other designated persons, meeting on a scheduled basis.

A thorough and effective Accident Investigation to include reporting and recording procedure, and a written report on actions taken to prevent recurrence of accidents, including action taken against individual violators of safety rules and practices.

A training program for employees and Manager/designee or personnel directly related to avoiding a possible injury or illness in the area of assigned operations.

A periodic audit of all premises, equipment, and, materials so that recommendations can be developed to obtain compliance with established standards.

A communications system established and maintained to ensure that all personnel responsible for safety matters are kept abreast of new standards or procedures published by the Department of Labor.


Specific goals established for the safety program, with progress toward those goals measured on a monthly basis.

The seven steps to achieving your safety policy are accomplished through: A Safety Manual A Safety Officer/Accountable Executive A Safety Committee Employee Training and Supervision Employee Safety Meetings Accident Investigation Departmental Self-Inspection

Management Management will demonstrate support for the safety program through every visible means, including:

Providing a safe and healthful work place. Providing personal protective equipment and safety devices. Reviewing accident records and accomplishments of the safety program with

the Safety Committee. Evaluating effectiveness of the safety program. Participating directly and/or indirectly in safety activities as may be

required to maintain the enthusiasm and interest of all concerned. Abiding by safety rules and regulations when exposed to conditions

governed by the rules. Directing that any flagrant disregard of safety rules and regulations by

employees be grounds for disciplinary action as outlined in Human Resources Policy.

Responsibility

The County Manager is directly responsible for all safety efforts in the organization. Enthusiasm and faith in the safety program must be such as to maintain the interest and support of all Department Heads and Director/designees. This attitude is reflected down through the Department Heads and Director/designees to the individual workers. The specific accident prevention duties include the following:

Active participation and direction in the planning of details for accident prevention which will bring the best results for all employees. Expansion and adaptation of program and procedures to all departments within the organization.

Demonstrated support of the program through personal participation and through approval of necessary expenditures for such items as personal protective equipment, good lighting and ventilation, and other physical improvements to the working environment, as well as expenditures for safety training materials, awards and incentives.


Continuing review of the effectiveness of accident prevention efforts in various sections and departments, with necessary follow-up and bolstering of efforts when required.

Safety Officer/Accountable Executive Responsibility – County LevelImplement and administer the safety program.

Maintain records as necessary to comply with laws and objectives of the safety program. These records should include:

Copy of Report of Injury, illness or Accident Director/designee’s Accident Investigation Reports Required OSHA forms Minutes of all Safety Meetings Safety Program status reports

Submit status reports to Safety Committee Make periodic visits to all buildings/operations to assist and consult in

developing safe work methods, accident investigations, training, and other technical assistance.

Analyze accident reports and investigations weekly. Act as Chairperson of the Safety Committee. Promote “safety awareness “in all employees through stimulating

educational training programs. Compliance with all OSHA, state and local laws, and established safety

standards. Assist Director/designees in all matters pertaining to safety. Maintain contact with available sources of topical safety information such

as American Society of Safety Engineers, National Safety Council, NC Department of Labor, and NC Industrial Commission.

Provide training programs for Director/designees. Represent management in the implementation of the Safety Policy. Recommend immediate corrective action in cases of hazardous operations. Submit a copy of Accident/Incident Reports to NCDOT/PTD Safety &

Training Unit

Director/designees/Department Heads

Director/designees are the key persons in the scheme of loss control because of the close relationship with employees and intimate knowledge of operating procedures.

Director/designees of each department are charged with the responsibilities of quality and quantity of production within the department, and therefore are responsible for the work conduct of same. Director/designees should be afforded the necessary tools and knowledge to carry out their duties with efficiency and safety.

Director/designees should: Have a thorough knowledge of System Safety Policy.


Provide instruction and training to workers so that they conduct their job in a safe manner. (See section on Training New Employees)

Make daily inspections of the department to ensure that no unsafe conditions or unsafe practices exist.

Initiate immediate corrective action where unsafe conditions or practices are found. When a capital expenditure is required to make necessary corrections, a written report shall be submitted to the Agency Administrator/County Manager and the Safety Coordinator.

Properly complete accident reports and investigate all accidents to determine what must be done to prevent recurrence of a similar accident.

Be familiar with procedures that must be followed in case of an emergency. Enforce safety rules and regulations of the organization. Set a good example for safety by working in a safe manner and encouraging

others to do so.Employees

To assist employees in developing keen “safety awareness” the following responsibilities are assigned:

To abide by the safety rules and regulations of the organization. To regard the safety of fellow workers at all times. To report any unsafe condition to the Director/designee. To contribute ideas and suggestions for improving the safety of conditions

or procedures to the Director/designee. To use individual knowledge and influence to prevent accidents. To attend safety training sessions. To report accidents and injuries immediately.


Relationship Between System Safety and System Operations

Management of Unsafe Conditions Eliminate hazards by removing the machine, tool, method, material, or structure

that is causing the hazard through appropriate means. Contacting officials of OSHA, or EPA, may be necessary for proper disposal.

Control the hazard by enclosing or guarding the point of hazard at the source. Train personnel on steps to take when confronted by a hazardous condition and

provide procedures to safely avoid the hazard. Provide and ensure the use of personal protective equipment to shield employees

from the hazard.

At no time should protective devices or safety practices be set aside to get the job done faster and cheaper. The price paid for such indiscretion may greatly exceed the anticipated gain from the action.

Designated Safety Officer The Director/designee or Safety Officer is the individual who is directly responsible for implementing the System Safety Program. It is the basic responsibility of the Director/designee to plan and conduct safe operations. It is also the duty and responsibility of each Director/designee to fully orient and instruct all employees in safe practices and procedures. He or she is expected to be a member of the Safety and Accident Review Committee and be in charge of collecting and disseminating safety data. The Safety Officer is specifically charged with the following responsibilities for the System Safety Program:

Have full knowledge of all standard and emergency operating procedures; Perform safety audits of operations; Ensure that employees make safety a primary concern when on the job; Actively investigate all incidents and accidents; Prohibit unsafe conduct and conditions; Include safety in employee meetings which is a vital part of a safe atmosphere; Listen and act upon any safety concerns raised by employees; and Report to management any safety concerns or possible hazards.

EmployeesIt is the responsibility of each employee of the Transit System to abide by all rules and regulations and to comply with all laws pertaining to safety and health in the workplace. It is the responsibility of each Director/designee of the Transit System to provide explicit instructional and procedural safety training for each employee. Safety becomes a shared responsibility between management and the employee, and working safely is a condition of employment.

Employees are required to identify, report and correct unsafe conduct and conditions. Under (OSHA) 29 CFR part 1910, employees have the right to report any unsafe working conditions without being subjected to retaliation. Each employee must be an integral part of the SYSTEM SAFETY PROGRAM.


All transit employees are required to attend safety meetings. Safety meetings involve employees in the Safety Program and are very useful ways of training employees. Safety meetings and committees are used to present information, discuss problems and new ideas and discuss recent accidents and injuries. Safety meetings and commitment shall include, but shall not be limited to the following:

1. Wearing the prescribed uniform (safety vest) and safety shoes as required.

2. Reporting promptly and in writing, to your Director/designee, all injuries and illnesses associated with the job.

3. Reporting, no matter how slight, all fires, accidental damage to property, hazardous material spills and other emergency occurrences to your Director/designee.

4. Disposing of all hazardous materials in an acceptable and lawful manner.

5. Working under the influence of alcohol or illegal drugs is specifically forbidden. Use of prescription drugs, which may affect your alertness or work abilities, shall be reported to your Director/designee (49 CFR parts 40, 653, and 654).

6. Taking care not to abuse tools and equipment, so these items will be in usable condition for as long as possible, as well as ensure they are in the best possible condition while being used.

Computer Data Entry Safety Procedures

The following actions can help to reduce muscle fatigue and tension while enabling maximum performance:

Adjust seat height and backrest angle to fit the user in a seated position. Adjust footrest for proper height and angle.

Screens should have adjustable height and tilt; screens should be arranged so that they are never higher than eye level for the users.

Position documents roughly perpendicular to the line of sight using a document holder.

Adjust keyboard to fit the operator. Keyboards should be detached in order to allow for positioning.

Always use of anti-glare screens.

Users should maintain correct hand and wrist posture when entering data. Repetitive motion illness develops over an extended period of time. Learn work habits that reduce risks and be aware of early symptoms of the illness.

A footstool may be used as a footrest for petite operators.


Periodic work breaks should be taken after continuous periods of five hours or more screen viewing time, constant rapid muscular action, fixed positions on jobs that are highly repetitive.

Office Safety Procedures

The following suggestions can help to make your office environment a safe one:

Don't place computers, calculators, or adding machines too close to the edge of the desk or other surfaces.

Machines that tend to move during operation should be fastened down or secured with rubber feet or mats.

Electric office machines should be equipped with three-prong electrical cords.

Avoid stretching cords between desks or across aisles.

Never store combustible office materials in HVAC closets or electrical rooms.

Do not permit floor coverings to become tripping hazards.

Keep floors clean. Clean up all spills on floors immediately. Pick up papers, pencils, clips and any objects that will cause tripping hazards.

Place wastebaskets where they will not present a tripping hazard.

Never stack anything so high as to obstruct vision.

Electrical cords and phone lines should be secured to prevent tripping hazards.

Know where building emergency exits are located. These areas should not be used for storage.

File drawers should be closed immediately after use so no one can run into or trip over them. Only one drawer should be opened at a time to prevent the cabinet from falling forward.

Entryway steps should be marked with contrasting colors.

Be sure all electrical equipment is grounded and the cord is in good condition. If a machine is shocking or smoking, unplug it and immediately report the defect.

The use of portable electric, gas or other heating devices is prohibited.


Be cautious as you approach doors that open in your direction.

Slow your pace when approaching a blind corner in a hallway.

Do not run in corridors.

Office tables, chairs, and desks must be maintained in good condition and remain free from sharp corners, projecting edges, wobbly legs, etc.

Never use chairs, desks or other furniture as a makeshift ladder. Use a stepladder for climbing but do not use the top two steps.

Do not lean forward in a rolling chair to pick up an object.

Keep the blades of paper cutters closed when not in use.

Never run power cords under carpet or chair pads.

Use handrails when climbing stairs

Safe Lifting Procedures

Preserve your back health by using the following lifting strategies:

Before lifting a load, think of other means of moving it using a device that can help you to pull, push or roll the load.

Have firm footing and make sure the standing surface that you are on is not slippery.

Determine the best way to hold the load using handles, gripping areas or special lifting tools. Get a firm grip on the load.

Keep your back straight by tucking your chin in.

Tighten your stomach muscles and lift with your legs.

Lift the load slowly.

Hold the load as close to the body as possible; be sure you position the load close to the body before lifting.

Do not twist during your lift or when moving the load. Turn with your feet rather than your back.

Set the load down gently, using your legs and keeping your back as straight as possible.

Be sure your fingers are out of the way when putting the load down and when moving the load through tight spaces.

Ask for help if you need it and use lifting tools and devices whenever they are available.


Onboard Safety Equipment

The following items have been placed in all vehicles:

Seat Belts - An adjustable driver's restraining belt that complies with FMVSS 209 (Seat Belt Assemblies) and FMVSS 210 (Seat Belt Anchorages) regulations

Fire Extinguisher - A fully-charged dry chemical or carbon dioxide fire extinguisher that has at least a 1A:BC rating and bears the Underwriter's Laboratory, Inc. label. The extinguisher should be accessible and must be securely mounted in a visible place or a clearly marked compartment.

Red Reflectors - Three (3) portable red reflector warning devices (triangles) in compliance with North Carolina Statutes. The triangle case must be mounted to the vehicle.

Web Cutter – Must be visible and easily accessible by the driver.

Blood-borne Pathogen Kit – Kit includes disposable gloves for your hands, disinfectant wipes for decontamination of any spill, paper towels for cleanup, absorbent powder for cleanup, approved bags & containers for proper disposal, dust pan, brush/broom, tongs for picking up sharps, and disinfectant towelettes for immediate hand cleaning).

First Aid Kit – should consist of the following items:Bandage Compress Sting, Kill SwabsGauze Pads Instant Cold PackTriangular Bandages Sterile Buffered Isotonic Eyewash Gauze Bandages Adhesive BandagesTriple Antibiotic Ointment Adhesive TapeDisposable Gloves Burn SprayAlcohol Wipes Scissors

Optional On-board Safety Response EquipmentRescue blanketCourtesy cards1 flashlight and a set of extra batteries


DRIVER ON-BOARD RESPONSIBILITIES

Driver and Passenger Safety Drivers have the right to make decisions in the moment whenever they feel unsafe, or the safety of passengers is threatened. Training on emergency response is conducted annually on how to deal with difficult or threatening passengers. However, Drivers may immediately call 9-1-1, radio dispatch or drive to the closest police precinct to get help.

Fare CollectionFares are collected at the beginning of the trip when the passenger boards the vehicle.Drivers do not carry change, but can offer vouchers as change, e.g. passenger paying with a $5 bill, may be offered change in the form of vouchers.Drivers do not pay the fares of passengers or loan money to passengers.

Child SafetyAll children under 8 years old or weighing up to 80 lbs shall be transported in a child safety seat, as required by North Carolina law. Children who are less than age 5 or less than 40 pounds must be restrained in a car seat.

Employee Conduct All PCT employees will follow the guidelines set forth in the Polk County personnel policy which apply to the conduct of a county employee and disciplinary action. PCT employees will adhere to additional conduct requirements that may apply to public transportation systems.

Drivers do not enter passengers’ homes for ANY reason.

No personal use of PCT transportation vehicles by employees.

Electronic devices such as mobile data tablets and cell phones may be used only when the vehicle has come to a complete stop. Drivers must never allow the vehicle to move while looking at or using a cell phone or mobile data terminal (tablet).

Drivers do not accept tips. However, contributions to the transit system may be accepted in order to expand the programs for other riders.

Drivers will wait 3 to 4 minutes for passengers to board the transit vehicle. If no response, or no significant attempt to board, the driver will mark the trip as a “no-show” and proceed to the next scheduled pick up.


PASSENGER RULES

One of PCT’s core values is “we treat passengers with respect and compassion.” However, a passenger’s right to transportation may be terminated by the transportation system when there is risk to safety for himself/herself, other passengers or the driver, or if the passenger’s actions are disruptive to the point of impeding the smooth operation of the system/vehicle. Disruptive, unruly or abusive behavior to other passengers or the driver will not be tolerated.

No profanity or vulgarity is allowed while on board a PCT vehicle, with the exception of passengers whose actions and verbiage are protected under ADA guidelines for individuals with disabilities.

No weapons (knives or firearms) are allowed on PTC vehicles.

No animals other than service animals are allowed on PTC vehicles.

Passengers are not permitted to eat, drink, smoke or use other tobacco or e-cigarette products in any PCT vehicle. Exceptions are made to allow eating or drinking which is medically necessary due to passenger’s medical condition or treatment, for small children, and extended out of town medical trips.

All passengers must wear seat belts. Passengers will be denied transportation services if they choose not to abide by the seat belt policy.

No vehicle will move until all passengers have been properly restrained with seat belts, wheel chair securement or child safety seat procedures.

No inappropriate display of affection or sexual activity to the driver or other passengers is allowed.

No release of human waste, including spitting is allowed. This does not include instances of vomiting or incontinence due to treatment, medication, or illness.

PCT reserves the right to refuse transport to any passenger who appears to be intoxicated or under the influence of drugs.

Procedures for violation of these rules are as follows:

First incident: When a passenger’s behavior disrupts the driver or other passengers, the CHSA Director/designee will speak privately with the passenger and/or the sponsoring agency about the behavior. The director or official will state the reason the behavior is objectionable and the steps the passenger must take to correct it. The director will also provide a written warning to the passenger.


Second incident : If the passenger continues the disruptive behavior, the Director/designee will again contact the passenger/sponsoring agency to notify them that service is being suspended for 30 days.

Third incident: A third incident could result in complete termination of transportation privileges. The CHSA Director will present to the Transportation Advisory Board the circumstances surrounding the incidents and the board termination notice will be sent by certified mail to his/her address and to that of the sponsoring agency, if applicable.

The CHSA Director reserves the right to exceed the above violation procedures, including calling the police and having a disruptive passenger removed, should it become necessary for the safety of the driver and/or other passengers.


Accident/Incident Reporting


ACCIDENT/INCIDENT REPORTING POLICY

Title: PCTA Accident/Incident Reporting Policy

Author: North Carolina Department of Transportation (NCDOT)

Date: June, 2014

Summary: This policy is adapted from North Carolina Department of Transportation’s guidance to transit agencies for accident or incident reporting.

Policy Description:It is the responsibility of every employee of Polk County Transportation Authority to report any and all accidents/incidents immediately. Drivers will provide accurate, detailed reports of all reports of all accidents using the system’s incident reporting form. Drivers should fill out an Incident Report Form if anything unusual occurs during their route. Incidents include accidents, injuries, property damage and near misses. Examples of incidents that should be recorded include but are not limited to:

Passenger falls without injuries Passenger injuries (when injury occurs, fill out a passenger ID. form in addition to the

incident report) Loss of control of wheelchairs while boarding or disembarking vehicles. Difficulties with passengers that result in damage to people and/or property (example:

passenger actions such as throwing objects, etc) Equipment failures which cause delays; running over objects which could cause residual damages to tires or undercarriage; and any unusual occurrences or events that caused or could cause future problems in the safe and reliable operation of the transit system vehicle. Accident/Incidents requiring passenger medical treatment.

Accidents/Incidents which result in dollar value vehicle damage of over five hundred dollars written notice of such an incident must be given to the North Carolina Department of Transportation (NCDOT) within 30 days of the incident.

If involved in an accident, drivers must remain at the scene of the accident to make a report to law enforcement officers.

Fatal AccidentsIf a fatal accident occurs, the transit system must provide written notice about the accident to NCDOT by the close of the business day the accident occurs on. In addition, a report indicating the death of a person must be given to the NCDOT within 24 hours of an accident victim’s death. A written copy of local or state accident investigation reports of fatal accidents should be submitted to the NCDOT within 30 days after the accident.

This operational policy was adopted by Polk County Transportation Advisory Board.

Date _______________________________

System Manager (Signature) __________________

Advisory Board Chairman (Signature)


WHAT TO DO IN THE EVENT OF A TRANSIT VEHICLE ACCIDENT

Excerpt: FTA Transit Accident/Incident Response and Investigation Procedures, Feb, 2013

2.0 Driver/Operator ResponsibilitiesIn the following procedures, the terms “driver” or “operator” refer to any employee authorized to operate an agency vehicle in the performance of their duties.

Driver/operators must complete an Accident/Incident Report and Employee Injury Report (if applicable), and submit these reports to supervision before leaving work at the end of shift on the date of the accident/incident. Exception: If the driver/operator is incapacitated due to injury, the reports must be submitted as soon as his/her medical condition allows.

Six Basic Emergency Procedures and guidance relevant to accident/incident scene management and accident/incident reporting are provided below.

2.1 Six Basic Emergency Procedures – Driver/Operator1 — Assess the Situation

Identify hazardous conditions or threats to life safety

Are you or passengers threatened, injured or incapacitated?

Is vehicle safe to operate, or is it damaged or disabled?

Initiate call to dispatcher if help is needed

2 — Notify Dispatcher / Request Aid Identify yourself (route, run or ID#), and vehicle number

Location / Street and cross-street and direction headed; or facility name and address

Brief description of incident or hazardous situation

Type of help needed from 911 responders — police, fire, and emergency medical services

Number and severity of any injuries, number of passengers and if any are using mobility aids or need special assistance

Vehicle status: Are you blocking traffic and can the vehicle be moved safely?

Monitor the radio and provide updates for dispatcher and 911 responders

3 — Protect Yourself and Passengers If exposed to a threat to life safety and it is unsafe to remain where you are, then

move vehicle to a safer location

Shelter in Place: If safe, keep passengers on board for their protection

Evacuate as a last resort, only if unable to move and staying on the vehicle is a threat to life safety (See 2.7 Vehicle Evacuation – page 8)

4 — Secure the Vehicle Stop at a safe location; or remain stopped if involved in a collision

If on a grade, turn the front wheels against the curb to prevent rollaway


Turn on four-way flashers

Put gear selector in Park or Neutral, set parking brake, and shut off engineNote: You may need to turn the ignition or master control to On or Run to operate the doors, wheelchair lift, or bus radio

If parked on roadway, set safety (reflective) triangles to warn approaching motorists (See 2.8 Safety Triangles – page 9)

Other actions to consider if leaving the vehicle:

o Open or release doors (if air-operated, release dump valve)

o Close windows

o Check vehicle for any personal items left behind

o If evacuating due to engine fire, pull the hood release but do not open vehicle hood (See 2.4 Vehicle Fire – Page 7)

5 — Reassure and Assist Passengers Act as on-scene Incident Commander until relieved by a police or fire responder,

transit supervisor or other qualified transit official.

Provide assistance to any injured passengers to the extent you are trained and capable; enlist help from other passengers, if possible.

Keep passengers comfortable and protect from extreme temperatures.(See 2.5 Disabled / Stranded Vehicle – page 7)

Keep passengers informed and give frequent updates:

o The nature of the delay / problem

o How long the delay is expected to last

o What is being done to respond or correct the problem

6 — Get Information for Accident/Incident ReportUse Courtesy Card to gather incident information:

Passenger and witness information (names, addresses, phone numbers, email)

Other driver/vehicle information (driver’s license #, vehicle plate #, year, make, model, color, insurance company and policy number)

Take notes — list times and response actions you or others took

Unit # or badge # / names of police, firefighters, ambulance, supervisory, maintenance, or other personnel responding

Description of perpetrators/suspects (for criminal incidents)

Submit all courtesy cards and other information obtained to the responding supervisor, if present

Incident scene do’s and don’ts:

o Don’t discuss the incident with other involved motorists, bystanders, passengers, the media, insurance agents, attorneys, etc.

o Don’t accept responsibility or blame others


o Don’t speculate on causes, extent of injuries, or damage

o Do cooperate with transit or public safety officers conducting an official investigation

o Do insist that investigative interviews are conducted in private

o Do refer any questions or inquiries from anyone during or after the incident to the on-scene supervisor or agency management

2.2 Vehicle Collision or BreakdownIf a vehicle collision or personal injury accident occurs, follow the 6 Basic Emergency Procedures and:

DO NOT move your vehicle unless:

o Instructed to do so by police, fire, or transit official

o The vehicle is exposed to danger (HAZMAT leak or threat of fire, or being hit by another vehicle)

2.3 If your vehicle or other vehicle nearby is leaking fuel: Shut off engine and secure the vehicle

Evacuate passengers a safe distance away (See 2.7 Vehicle Evacuation – page 8)

If trained to do so, open battery access and shut off (disconnect) battery

2.4 Vehicle Fire Indicators of fire: Gray or black smoke, or smell of burning oil or rubber.

Note: White steam may indicate an overheated engine, rather than a fire.

Shut off engine and secure the vehicle.

Evacuate passengers a safe distance away uphill and upwind from the vehicle. (See 2.7 Vehicle Evacuation – page 8)

Use fire extinguisher if needed to help escape, not to fight the fire.

Do not open hood or engine compartment if smoke is evident; the hood release may be pulled to assist firefighters.

Dry chemical extinguishers used on buses can smother fires by cutting off the air supply. However, a small extinguisher only provides 8 to 15 seconds of chemical stream to fight the fire.

PASS method to use a fire extinguisher:

o Pull the pin

o Aim at the base of the fire

o Squeeze the trigger

o Sweep from side to side

Be ready to retreat to safety if the fire-fighting attempt fails.

Do not use water; it will spread and intensify burning fuel.


2.5 Disabled/Stranded Vehicle Choose a safe location, if possible:

o Off the roadway or out of the flow of traffic

o With good line of sight, not blocked by a curve or crest of a hill

o Allows for access by emergency response or service vehicles

o Has space for passengers using mobility devices to get off the vehicle

o Is close to support services (street lighting or retail establishments)

Secure the vehicle

Stay with the vehicle and keep passengers on the vehicle

Re-start the engine (if operable) and run the heater or air conditioning 10 or 15 minutes each hour if needed for passenger comfort

2.6 Transferring Passengers from One Vehicle to Another Ensure there is a clear path between the vehicles. If possible avoid crossing over

active traffic lanes.

If it is dark, use your vehicle’s headlights to light a path and get the flashlight from the emergency kit, if available.

Announce that changing to another vehicle is necessary; use voice and hand gestures to show and tell passengers where to go after leaving the vehicle.

Stand at the door to assist passengers. Offer an apology for the delay.(Also see 2.7 Vehicle Evacuation below)

2.7 Vehicle Evacuation Evacuation is a last resort, only if the vehicle is in danger and can’t be moved:

Take your cell phone with you.

Identify a safe refuge location for evacuated passengersNote: For a suspected explosive device, get 500 or more feet away; for hazardous material on the bus, move upwind and/or uphill.

Announce that evacuation is necessary; use PA system or loud voice and hand gestures to show and tell passengers where to gather after leaving the vehicle.

Ask able passengers to help those who need assistance (elderly or children).

Evacuate ambulatory passengers first, then those using mobility devices.

When evacuating non-ambulatory passengers:

o Use a web cutter to cut through all securement straps, if necessary. If leaving mobility devices behind, it will be easier to move the passenger out of the device if the securement straps are not cut.

o Use the ramp or lift, if possible. Manual operation may be required.

o Alternate: Lower the lift halfway down to use as a stair step to roll conventional wheelchairs out or carry non-ambulatory passengers out.


o If the lift can’t be used, drag or carry non-ambulatory passengers through the door, leaving their mobility devices behind.

Note: Consider rescue carry techniques such as the ankle pull, shoulder pull (shown), or two-person drag. (See http://www.cert-la.com/liftcarry/Liftcarry.pdf)

o If normal exits are blocked, drag or carry non-ambulatory passengers through emergency exit windows, with assistance from outside and inside the vehicle.

o Use proper lifting techniques to avoid injury.

Once passengers are clear of the vehicle, guide passengers to the designated safe area and assess their condition.

Update dispatcher and confirm that emergency responders are en route; report on status of passengers and if there are any injuries.

2.8 Safety TrianglesPlacing reflective triangles will depend on the road, traffic, and visibility, but the following general guidelines apply:

Two-lane road: One triangle 100 feet behind

the vehicle in the center of the obstructed lane

Second triangle 10 feet behind and along the left side of the vehicle

Third triangle 100 feet ahead of the vehicle in the center of the lane


Divided highway One triangle 200 feet behind

near the right edge of the obstructed lane

Second triangle 100 feet behind in the center of the obstructed lane

Third triangle 10 feet behind and near the left side of the vehicle

On a curve or hill: Place safety triangles to warn oncoming and overtaking traffic, consistent with

examples above.


PCT EMERGENCY RESPONSE PROTOCOL FORSERIOUS TRANSIT VEHICLE ACCIDENT/INCIDENT

Driver – call 911 for treatment of injured passengers.

Driver – notify Dispatch of accident/incident, including location and number of injured people.

Driver - respond to accident/incident scene by assisting passengers and reporting to law enforcement when they arrive, if Driver is capable.

Dispatch - receives notification of accident/incident.

Dispatch - contact First Responders if they’re not already on the scene.

Dispatch - send on-duty Supervisor to the scene. Dispatch - contact Management using “transit emergency call down list”.

Supervisor – go to the scene and check in with Driver and law enforcement to assess the situation and assist passengers as required.

Supervisor – conduct on-site accident investigation

Supervisor - report to Dispatch with assessment of accident/incident.

Supervisor – takes Driver for drug and alcohol test if accident meets threshold.

Dispatch - reroute service on affected route, as may be appropriate.

Dispatch - send backup vehicle to the scene to transport uninjured passengers to their destination.

Management - notify key officials and stakeholders including NCDOT. Record accident in Asset Works.

Management - notify family of Driver about accident/incident, and, if Driver is injured, the location of medical treatment facility.

Management – do not go to hospital; do not make any public/on the record statements without legal consult.

Management – debrief key officials and stakeholders; participate in preparation of a media strategy including time and content of public information statement.

Supervisor and Driver - complete required documentation including post-accident investigation.

Dispatch - resume normal service delivery on affected route when appropriate.

Management - ensure counseling is available for employee victims.


Exposure Control


Blood-borne Pathogens/Infection Control

PURPOSE

The purpose of this Blood borne Pathogens Exposure Control Plan is to protect the health and safety of all employees who can be reasonably expected, as the result of performing their job duties, to be exposed to blood or potentially infectious materials and comply with OSHA Standard 29 CFR 1910.1030 Blood borne Pathogens Exposure Control.

APPLICATION

This plan applies to all transit employees who are engaged in activities that involve exposure to blood and/or other body fluids.

EXPOSURE DETERMINATION

Polk County Transportation has determined that all employees of this department can reasonably be expected to be exposed to blood or other body fluids containing blood in the course of their work. This is because even though it is not customary, administrative staff may need to transport passengers at some point. Therefore related job titles are:

Transportation Manager Senior Administrative Support Specialist Fleet Tech Monitor Scheduler Drivers

COMPLIANCE

The following methods of compliance, as mandated by OSHA standard, will be incorporated into this exposure control plan. Polk County Transportation will determine appropriate specific guidelines for cleaning, decontamination, and waste disposal procedures.

A. Universal Precautions

Universal precautions will be used in order to prevent contact with blood or other potentially infectious materials (OPIM). All blood or other potentially contaminated body fluids will be considered to be infectious. Under circumstances in which differentiation among body fluid types is difficult or impossible, all body fluids will be considered potentially infectious materials.

B. Work Practice Controls

1. Drivers are trained upon hire and annually thereafter on the appropriate actions in the presence of blood or other body fluids.

2. Each vehicle is equipped with a Blood borne pathogen kit which contains disposable gloves for your hands, disinfectant spray for


decontamination of any spill, paper towels for cleanup, absorbent powder for cleanup, approved bags & containers for proper disposal, dust pan, brush and tongs for handling sharps items, and disinfectant towelettes for immediate hand cleaning.

C. Exposure Incident Investigation

An exposure incident is defined as contact with blood or other potentially infectious materials on an employee's non-intact skin, eye, mouth, other mucous membrane or by piercing the skin or mucous membrane through such events as needle sticks.

An exposure incident investigation form will be completed each time an exposure incident occurs (See Appendix D).

D. Hand washing

1. Polk County Transportation will provide hand washing facilities which are readily accessible to employees, or when provision for hand washing facilities is not feasible, either an appropriate antiseptic hand cleanser in conjunction with clean towels or antiseptic towelettes.

2. Employees will wash all potentially contaminated areas with soap and water, or flush mucous membranes with water immediately or as soon as feasible following contact of such body areas with blood or other potentially infectious materials.

3. Employees will wash their hands immediately or as soon as feasible after removal of gloves or other personal protective equipment. When antiseptic hand cleaners or towelettes are used, hands will be washed with soap and running water as soon as feasible. Do not reuse gloves.

E. Housekeeping and Waste Procedures

1. Polk County Transportation will ensure that our facility is maintained in a clean and sanitary condition.

2. All equipment, vehicles, environmental and working areas will be cleaned and decontaminated after contact with blood or OPIM.

a. Contaminated work areas will be decontaminated with an appropriate disinfectant as soon as feasible, when surfaces are overtly contaminated or after any spill of blood or OPIM.

b. All trash cans, seats, seatbelts hand rails and other surfaces which have a reasonable likelihood for becoming contaminated with blood or OPIM will be cleaned and decontaminated immediately or as soon as feasible upon visible contamination.


3. Materials such as towels, gloves, wipes with blood will be bagged, tied and designated as a biohazard. The bag will then be removed from the site as soon as feasible and replaced with a clean bag. Bags designated as biohazard (containing blood or OPIM) will be red in color or affixed with a biohazard label and then disposed at St. Luke’s Hospital.

4. In the event that regulated waste leaks from a bag or container, the waste will be placed in a second container and the area will be cleaned and decontaminated.

5. Broken glass contaminated with blood or OPIM will NOT be picked up directly with the hands. The glass will be cleaned up using mechanical means, such as a brush and dustpan or tongs. Extreme care must be used with sharp objects so as to avoid injury. Disposal of contaminated glass is the same for other biohazardous materials.

F. Personal Protective Equipment

1. Types of Personal Protective Equipment

1. Gloves2. Masks

a. Gloves will be worn when it can be reasonably anticipated that the employee may have hand contact with blood, OPIM, mucous membranes, and non-intact skin; and when handling or touching contaminated items or surfaces.

b. Disposable gloves will be replaced as soon as practical when contaminated or as soon as feasible if they are torn, punctured or when the ability to function as a barrier is compromised. Disposable gloves will not be washed or decontaminated for re-use (contaminated disposable gloves do not meet the definition of infectious waste and do not need to be disposed of in red or specially labeled bags).

3.


RESPONDING TO EXPOSURE ON TRANSIT VEHICLES

If a bio-hazardous spill occurs as part of a vehicular accident, then first aid for injured passengers should be the first priority, along with notification of appropriate medical assistance personnel. Bio-hazardous spills may also occur from an on-vehicle injury without a vehicular accident. Again, first aid provision comes first. Additionally, a bio-hazardous spill may occur as a result of vomiting or loss of bladder control, in which case, first aid is normally not necessary. However, anytime the driver does administer first aid, latex gloves and other personal protective equipment should be used.

Contaminated items should be carefully placed in a red bio-hazard disposal bag.

Following first aid administration, where necessary, the vehicle must be cleared of the spill. The following steps should be followed:

1. Put on a new pair of latex gloves;

2. Contain the spill as best as possible with paper towels and/or solidifying powder

3. Clean up spill with paper towels, or if a solidifying powder is used, use a dustpan and brush.

4. Clean area of spill with the cleaning or decontamination solution and wipe with paper towels and/or fresh solidifying powder.

5. Place all items used to clean spill into bio-hazardous waste disposal bag.

6. If the exterior of the disposal bag has not been contaminated by the spill, then remove both Latex gloves being careful to avoid contact with exposed skin. Place them in the disposal bag, and seal the bag.

7. If the exterior of the bio-hazardous waste disposal bag has been contaminated by the spill, seal the bag and place inside another bag.

8. Used Biohazard Bags Disposal Site:

St. Luke’s Hospital, 101 Hospital Drive, Columbus, NC 28722

Used biohazard bags are to be delivered as soon as possible to the BioHazard Disposal room at St. Luke’s Hospital located on the dock in the rear of the hospital. See the Nurse Supervisor on duty if there is no access to the disposal room. Do not leave the hospital site without delivering the bag, as there are no other disposal sites in Polk County. [Contacts: Jeff Gillespie or Keith White, 828-894-3311.]


POTENTIAL WORK SITEHAZARDS IDENTIFICATION


POTENTIAL WORK SITEHAZARDS IDENTIFICATION

I. POLICYA. The Transportation Manager shall identify at least ANNUALLY any potential

Occupational Safety or Health Hazards at that work site.1. Any time a new substance, process, procedure, or piece of equipment is

introduced and presents a potential hazard or a hazard is identified during a Safety Inspection, an updated Identification must be completed IMMEDIATELY.

B. A copy of the completed Hazards Identification shall be posted at the Work Site and must be reviewed with any new employee assigned to that Work Site BEFORE the new employee begins to work and will be recorded on the Employee Welcome Aboard Orientation form.

A copy of the completed Hazards Identification must also be forwarded to the applicable Program Manager/Director and Safety Officer for review action and for file for follow-up inspections.

II. HAZARDS IDENTIFICATION

Potential Hazards Employee Action to be Followed

1. Being struck by moving vehicle Use caution when walking through parking areas

2. Trip and fall over uneven surfaces inside building

Watch your step and always use caution when entering and exiting facility and rooms

3.Trip and fall over uneven surfaces outside building such as parking curb or uneven pavement

Watch your step and always use caution when entering facility and walking through parking areas

4. Pinched finger or appendage closing doors or gates.

Be careful closing doors and gates and use caution to keep fingers out of pinch points

Completed by: Date:


III. REVIEW ACTIONNo remediation action possibleRemediation to be done

Hazard Action Schedule Responsibility1.

2.

3.

4.

5.

Comments:

By:

Manager/Director

Date:

IV. FOLLOW UP ABATEMENT ACTIONHazard Abatement Action

CompletedDate Completed By

1.

2.

3.

4.

5.

Submitted by:Position

Date:

Reviewed by:Position

Date:

Reviewed by:Safety Officer

Date

Comments:


Threat and Vulnerability Assessment

Threat and vulnerability assessment offers Polk County Transportation the ability to identify critical assets and their vulnerabilities to threats, to develop and implement countermeasures, and to monitor and improve program effectiveness. This analysis is guided by clear investigation of three critical questions:

1. Which assets can we least afford to lose?2. What is our responsibility to protect these assets?3. Where do we assume total liability for risk, and where do we transfer risk to local public

responders, technical specialists, insurance companies, and the Federal government?

4.1 Threat and Vulnerability Identification

The primary method used by Polk County Transportation to identify the threats to the transit system and the vulnerabilities of the system is the collection of reports submitted by drivers and passengers and information provided by local law enforcement and contractors.

Information resources include the following:

Operator incident reports Risk management reports Vehicle maintenance reports Customer satisfaction surveys Passengers' letters and telephone calls Management's written concerns Staff meeting notes Special requests Type of incidents

o Crimes against personso Crimes against propertyo General incidents

Periodically, and as necessary, the Consolidated Human Service Agency Board will review security information resources. This will help to determine if additional methods should be used to identify system threats and vulnerabilities. A formal evaluation program may be recommended to ensure that security procedures are maintained and that security systems are address the needs of the system.

In addition, continuous collaboration with the County’s Emergency Management Director, as currently exists, will provide the assistance and guidance needed to ensure the security of passengers, employees, and property. Other groups available for immediate assistance include


local fire and police departments, Emergency Management Services and the Polk County Sheriff’s Department.

Security testing and inspections may be conducted to assess the vulnerability of the transit system. Testing and inspection includes the following three-phase approach:

Equipment preparedness - to ensure that security equipment is operable and in the location where it belongs.

Employee proficiency - To ensure that employees know how and when to use security equipment.

System effectiveness - To evaluate security by employing security system exercises.

4.2 Threat and Vulnerability Assessment

The threats which are most likely to occur include the following disruptive incidents:

Drunkenness Disorderly conduct Disputes Unexpected violent behavior Dementia related behavior Unwelcome sexual advances toward other passengers

Other potential occurrences include:

Fare evasion Loud radios/behavior Smoking Littering Eating/drinking

On the basis of need for decisions related to security, major initiatives will be presented by the Consolidated Human Services Director to the County Manager and then to the Polk County Board of Commissioners.


EMERGENCY ACTION PLAN


POLK COUNTY TRANSPORTATIONEMERGENCY ACTION PLAN

I. SCOPE AND APPLICATION

An effective emergency action plan provides many workplace benefits, some of which include increased sense of security, understanding what to do in the event of an emergency, and overall awareness of different types of emergencies. Despite the best prevention efforts, emergencies do occur. This program outlines procedures for best preparing for these emergencies and is intended to ensure that they are handled appropriately.

II. IMPLEMENTATION

Management has the responsibility for the facility’s Emergency Action Plan. To ensure the safety of our employees and protection of property, this plan will be reviewed, updated and revised as needed. This plan will be reviewed by: 1) existing employees of the building 2) any new employee of the building, and 3) when the plans are updated.

This plan will be kept in readily accessible locations so that employees can review it when needed. Any questions regarding this plan should be directed to the Transportation Manager.

The Emergency Action plan includes, but is not limited to, the following elements:

Emergency evacuation procedures and emergency evacuation routes Emergency lockdown procedures Weather Emergencies An accounting procedure for all employees/tenants after an evacuation The required method of reporting all emergencies Emergency contact list for the building

III. PROCEDURES

1. Fire/Smoke Detector Activation or Reported Fire in the Building/Evacuation

Polk County Transportation is housed in a single story brick structure, approximately 1,860 square feet, with one hallway down the center of the narrow building. Exit signs are posted that lead to a single exit door. In the event of a smoke detector activation or reported fire, all employees will proceed to that exit.

If the exit is blocked by smoke or fire, windows will be used as exit points since the building is one story. Employees will assist the public in exiting the building as well. Everyone will go to the fountain across the street at Veteran’s Park (corner of Gibson and Ward St.) for accountability purposes. If the park is deemed unsafe, proceed to the Columbus Fire Department which is one block away on the corner of Ward and Peak St. No one will re-enter the building until it has been deemed safe by the fire department or Fire Marshal.


2. Emergency Lockdown

There are many situations that may require an emergency lockdown. Such situations could include: notification by emergency services; an act of violence or imminent threat to employees, or the public doing business in the facility; or at any point an employee feels their safety is being compromised.

To activate an emergency lockdown, the Transportation Manager/designee will announce “CODE BLUE!” Once the announcement has been made, all employees should immediately close and lock the doors, barricade doors if possible, turn off all lights, close the blinds, and silence their cell phones. Call 9-1-1 immediately and give them as much information as possible. No one should unlock their doors until directed by law enforcement officers. Everyone should remain calm and quiet until the emergency is over.

3. Weather Emergencies

Weather emergencies could happen without notice. An all hazards alert weather radio is located in the building and monitored at all times. Emergency situations can include:

A. Severe Thunderstorm Warning- All employees and the public should seek shelter indoors away from windows and doors, remain inside until the storm has passed.

B. Tornado Watch- Monitor weather radio and be ready to move to designated area.

C. Tornado Warning- Employees and passengers should move into the hallway and away from windows and doors, protecting their heads from potential flying debris. Everyone should stay inside until it is certain the storm has passed. No one should ever leave the building and try to outrun a tornado.

4. Accountability

In the event of an evacuation, employees and passengers should meet at the fountain at Veteran’s Park on the corner of Gibson and Ward St. If that location is unsafe, proceed to the Columbus Fire Department one block away on the corner of Ward and Peak St. This location is where emergency services will come to make sure everyone is accounted for. All employees should report to this location; no one should leave until they have been advised they can do so by the incident commander of the emergency, or by their department head.

5. Reporting Emergencies

In the event of any emergency, 9-1-1 should be called immediately. The caller should give as much information as possible to what type of emergency it is. If there is a fire call 9-1-1 from outside the building.


6. Emergency Contact Information

Employees have phone numbers for the department management. Phone numbers for the Maintenance Department, Emergency Management Director/Fire Marshall also are distributed to staff on a regular basis.

7. Employee

Training is coordinated with the Emergency Management Director/Fire Marshall. The plan is updated when any changes occur. Emergency drills should be practiced periodically. This should include fire drills, tornado drills, and lockdown drills. The building manager, or designee, is responsible for coordinating the training and should schedule such training and keep records of the time, date, and who participated in the drill. Procedures must be reinforced and encouraged so they are not forgotten.

IV. PLAN REVIEW

This emergency action plan should be reviewed annually, or when changes are needed. It is the responsibility of the Consolidated Human Services Director and Transportation Manager to ensure the plan is regularly reviewed and kept up to date.

EMERGENCY CONTACT INFORMATION

Building Manager- Dianne Timberlake 828-894-8203 ext. 2223

CHSA Director – Josh Kennedy 828-894-2114 ext. 228

County Manager – Marche Pittman 828-894-3301 ext. 7

Maintenance- Mickey Edwards 828-894-5350

Fire Marshal/Emergency Management 828-894-6342

St. Luke’s Hospital 828-894-3311

Poison Control 1-800-222-1222

Columbus Fire Dept. Emergency: 9-1-1 Non-emergency: 828-894-3667

Tryon Fire Dept. Emergency: 9-1-1 Non-emergency: 828-859-9566

Saluda Fire Dept. Emergency: 9-1-1 Non-emergency: 828-749-9816

Polk County Sheriff Emergency: 9-1-1 Non-emergency: 828-894-3001

Polk County EMS Emergency: 9-1-1 Non-emergency: 828-894-3067


Safety and Inclement Weather

In inclement weather (i.e. snow, ice, severe rain, flooding, fog or wind), Polk County Transportation will take all precautions to ensure the safety of its employees, passengers, and equipment. A series of steps have been established in inclement weather.

1. When hazardous weather conditions such as ice, flooding, fog or wind cause safety concerns, a decision will be made by the CHSA Director and Transportation Manager as to the level of service that may be continued. Reduced service may be offered to assist passengers with life threatening illnesses to get to medical treatment.

2. If Polk County government office hours are canceled or delayed, PCT will follow the announced schedule.

3. When weather related issues affect access to passenger property, riders may be asked to walk to the end of their driveways to meet the vehicle.

4. TV news channels and internet sites, the county’s website and telephone recordings are used to notify the public of closings and delays.


SECURITY


SECURITYPurpose

The overall purpose of Polk County Transportation’s Security Program is to optimize -- within the constraints of time, cost, and operational effectiveness -- the level of protection afforded to Polk County Transportation’s vehicles, equipment, facilities, passengers, employees, volunteers and contractors, and any other individuals who come into contact with the system both during normal operations and under emergency conditions.

The security of passengers and employees is paramount to promoting the objectives of FTA, NCDOT and their partner organizations in developing a Security Program. Polk County Transportation will take all reasonable and prudent actions to minimize the risk associated with intentional acts against passengers, employees and equipment/facilities. To further this objective, Polk County Transportation has developed security plans and procedures and emergency response plans and procedures. The plans have been coordinated with local law enforcement, emergency services and with other regional transit providers. To that end, inter-agency exercises are conducted in alignment with emergency planning, critical assets are assessed and measures necessary to protect local residents are fully addressed.

Goals

1. Ensure the protection and safety of system employees, passengers, vehicles and equipment.

2. Ensure that security and emergency preparedness are addressed during all phases of system operation, including the hiring and training of agency personnel; the procurement and maintenance of agency equipment; the development of agency policies, rules, and procedures; and coordination with local public safety and community emergency planning agencies.

3. Promote analysis tools and methodologies to encourage safe system operation through the identification, evaluation and resolution of threats and vulnerabilities, and the on-going assessment of agency capabilities and readiness.

4. Create a culture that supports employee safety, equipment/facility protection and security and safe system operation (during normal and emergency conditions) through motivated compliance with agency rules and procedures and the appropriate use and operation of equipment.

Objectives

The reality of our present environment is that every possible threat may not be immediately identifiable. However, Polk County Transportation can take steps to be more aware, to better protect passengers, employees, facilities and equipment. In


addition, PCT stands ready to support community needs in response to major catastrophes. To this end, our Security Program has five objectives:

1. Achieve a level of security performance and emergency readiness that meets or exceeds requirements

2. Increase and strengthen community involvement and participation in the safety and security of the system

3. Develop and implement a vulnerability assessment program, and based on the results of this program, establish a course of action for improving physical security measures and emergency response capabilities

4. Expand training for employees, volunteers and contractors to address security awareness and emergency management issues

5. Enhance coordination of efforts with NCDOT/PTD regarding security and emergency preparedness issues.

Program Guidelines

Polk County Transportation actively works to ensure compliance with FTA and NCDOT regulations and policies for safety and security with the following intents:

1. The Security Plan is reviewed/updated every three years or as necessary by the Transportation leadership.

2. Key staff members are familiar with the Security Plan; dispatcher, administrative assistant and scheduler.

3. The Security Plan is placed in a binder for continuous access to employees.4. Security awareness is included in regular meetings.5. A plan is in place to monitor facilities and vehicles on a regular basis.6. Security responsibilities are defined, delegated and assigned.7. The Director is informed promptly of security issues and works with appropriate

leadership within the County to develop solutions. 8. Procedures are established to control access to secure areas and vehicle

operations.9. Facilities and vehicles are monitored by local law enforcement through random

patrols since the Sheriff’s office is in close proximity to PCT facilities.10. After normal hours of operation the facility and vehicles are secured.11. Employees are trained in reporting suspicious people, activities, packages, devices

or vehicles.12. Employees are trained how to protect themselves and passengers in case of an

explosion or evacuation when a suspicious package is identified.13. Department heads/Director/designees are trained in security incident

management.14. Employees are trained on procedures for responding to bomb threats or similar

threats to include evacuation and search procedures.15. Safety and emergency response policies are defined and communicated to

employees.16. Policies are developed for responding to passenger, vehicle or traffic emergencies.


17. Procedures are developed to show appropriate degree of supportiveness for drivers when emergency situations occur.

18. Law enforcement and emergency response personnel are informed of planned changes to system facilities, operations, etc.

19. Training exercises are coordinated with law enforcement and emergency service personnel.

20. The Emergency Management Plan is integrated with Regional Emergency Management Plans.

21. A Mutual Aid Agreement is established with regional public agencies such as local government, Fire and Police to coordinate actions during natural or other disasters.

22. Roles and responsibilities are defined and assigned to employees before emergencies occur.

Security Through Vehicle Cameras

PurposeThe need to ensure security and safety must be balanced with an individual’s right to privacy. The purpose of this policy is to establish procedures which are intended to achieve this balance. Specifically, this policy addresses requirements and responsibilities with respect to:

The installation and operation of video/audio surveillance systems on Polk County Transportation vehicles;

The use of the information obtained through video/audio surveillance systems on Polk County Transportation vehicles; and

Custody, control, access to and retention of records created through video/audio surveillance systems on Polk County Transportation vehicles.

Policy StatementVideo/Audio surveillance, when utilized with other security measures is an effective means of ensuring the security and safety of vehicles operated by Polk County Transportation. The policy is administered by the Director or a designee. The use of the video/audio surveillance system is to enhance passenger, personnel and vehicle security. The system begins recording every time the vehicle is started and continuously captures video/audio data while the vehicle is in operation. The recordings are not available in “real-time.”

Video/audio data may be used for the following purposes:1. To follow up on passenger reports or complaints related to driver or vehicle performance.2. For performance evaluations and/or disciplinary action which are protected as confidential

information under Article 7, G.S. 126.3. To assist public law enforcement agencies in criminal investigations, intelligence records;

Innocence Inquiry Commission records, G.S. 132-1.4 as required by North Carolina or Federal Law.

4. For safety assessments including investigation of disruptive passenger behavior.


Facilities Security

Locking/Unlocking Building Procedures

1. Keys are issued to PCT employees for access to the building when scheduled for work. The building is opened for the business day at 8 AM, though employees may be in the building earlier.

2. Each employee is responsible for locking the front door and turning off the lights when checking in or out for their shift when the office is closed.

3. The office staff member who is last on duty is responsible for checking heat/air settings, making sure all office equipment and lights are turned off for the day, and the building is locked for the evening.

4. The last driver out of the bus garage will secure the gate and lock it before departing.

5. For personal safety, all employees will park as close to the building as possible when entering and exiting the building before or after office hours. Drivers use flashlights for early morning pre-trip inspections.

6. The gate to the bus garage remains locked overnight.

Office Procedures

1. Fares are collected in locking zippered bags, or in fare boxes. They are recorded on the manifests or mobile data tablets.

2. Fare payments are processed with deposits made at least three times each week to the County Finance office.

3. Attached to the deposit is the daily log sheet of monies received. 4. Office staff receive updated driver contact information which is posted at each

desk for emergencies.5. Suspicious or unruly activity in or around the office building is reported to

law enforcement immediately.


FIRE SAFETY


FIRE SAFETY PLAN PURPOSE: The purpose of this plan is to prevent potential injuries and deaths and to protect county property from damage or loss due to fire. This plan includes fire prevention, building exits, fire extinguishing, emergency evacuation, and employee training. This plan will be reviewed with all new employees when they begin their job and with all employees when the plan is changed.

FIRE PREVENTION: Our first line of defense against fire is to prevent it in the first place. It is the responsibility of all employees to prevent fires. All employees will be apprised of the potential fire hazards in the work area and trained in safe work procedures and practices. Employees are expected to follow proper procedures to prevent fires and to notify their supervisor or other management personnel if they observe any condition that could lead to the ignition of a fire or could increase the spread of a fire.

The following are some general fire prevention practices and procedures that should be followed: · All ignition sources (i.e., open flames, spark producing equipment, electric motors, heating equipment, etc.) should be controlled and contact with combustible and flammable materials must be avoided. Keep all combustible materials at least five feet from such ignition sources and all flammable liquids at least twenty feet away. · Avoid the use of extension cords. Any damaged or frayed electrical wiring, equipment cords, should be removed from service immediately and replaced or repaired. · Avoid the use of flammable liquids inside the building. Effort must be made to prevent spills of flammable liquid or its vapor or spray from coming in contact with any ignition source. All flammable liquids must be stored in proper flammable liquid storage containers and kept in the proper storage cabinets. · Housekeeping and storage practices are critical to preventing fires. Potentially combustible materials must be stored appropriately with space provided to prevent easy spread of fire and to allow for access to extinguish any fire that may start. Trash, scrap, and other unnecessary combustibles must be cleaned up immediately and placed in proper disposal containers. · Smoking is prohibited on our premises.

FIRE EXTINGUISHERS: · Each area of our building has a full complement of the proper type of fire extinguisher for the fire hazards present. Our fire extinguishers will be inspected annually by a fire protection equipment company and tagged with the date of inspection. Fire Extinguishers are inspected monthly to ensure the needle is in the green and they are fully charged. If a fire extinguisher is used or discharged for any reason, it must be removed from service and replaced with another properly charged extinguisher while it is being recharged. A fire extinguisher report, signed by the department head is submitted monthly to the Emergency Management Director/Fire Marshall.


· Employees who are expected or anticipated to use fire extinguishers will be instructed on the hazards of fighting fires, how to properly operate the fire extinguishers available, and what procedures to follow in alerting others to the fire emergency. These employees will attempt to extinguish only small incipient fires.

If a fire cannot be immediately and easily extinguished with a fire extinguisher, the employees will evacuate the building rather than try to fight the fire. All employees who are not trained and designated to fight fires are to immediately evacuate the building at the first sign of fire and are prohibited from using an extinguisher.

EMPLOYEE TRAINING: All new employees will receive fire prevention and emergency evacuation training when they are hired. All employees will receive refresher training and a review of this plan on an annual basis.


Maintenance


Maintenance

April 17, 2007

TO: Community Transportation Systems

FROM: NCDOT/PTD

SUBJECT: Maintenance Plan

Recipients must keep Federally-funded equipment and facilities in good operating order.

Recipients must have a written maintenance plan. The maintenance plan should identify the goals and objectives of a maintenance program, which may include vehicle life, frequency of road calls, maintenance costs compared to total operating costs, etc. The maintenance program should also establish the means by which such goals and objectives will be obtained.

At a minimum, the plan should designate the specific goals and objectives of the program for preventive maintenance inspections, servicing, washing, defect reporting, maintenance-related mechanical failures, warranty recovery, vehicle service life, and vehicle records. The program must address the particular maintenance cycles for each capital item.

Recipients must have records showing when periodic maintenance inspections have been conducted on vehicles and equipment. Include information showing that the periodic maintenance program meets at least minimum requirements of the manufacturer.

Maintenance of ADA elements may be incorporated in the regular maintenance plan or addressed separately. At a minimum, the grantee must demonstrate that such features as lifts, elevators, ramps, securement devices, signage, and communications equipment are maintained and operational. The recipient is required to develop a system of maintenance checks for lifts on non-rail vehicles to ensure proper operation. Additionally, a recipient is required to remove an accessible van with an inoperable lift from service before the next day, unless no spare vehicles are available to replace that vehicle. When a vehicle with an inoperable lift is operated, the vehicle must not be in service for more than five days.

Recipients must keep written maintenance plans and checklist systems, as well as maintenance records for accessible equipment.Recipients are required to maintain systems for recording warranty claims and enforcement of such claims. Recipients should have written warranty recovery procedures. The warranty recovery system should include warranty records and annual summaries of warranty claims submitted.


Federally funded equipment needs to be maintained whether operated directly by a recipient or by a third-party contractor. When a recipient has contracted out a portion of its operation, a maintenance plan for Federally-funded equipment should be in existence and be treated similarly to a recipient-operated service. In those cases, the third-party contractor must have in place a system to monitor the maintenance of federally funded equipment.

Preventive maintenance is a term used to describe the performance of regularly scheduled maintenance procedures of a vehicle to prevent the possibility of malfunction. It is the policy of Polk County Transportation to follow the required maintenance set forth by the manufacturers’ standards. All preventative maintenance will be reported and completed in a timely manner.

VEHICLE MAINTENANCE

Polk County Transportation’s values include stewardship of equipment. With this intent, vehicle inventory is maintained in a state of good repair. Each PCT vehicle is assigned a number which is affixed in a visible location. Lettering to include the phone number and transit system’s name are applied to the vehicles after purchase.

The transit system’s vehicle inventory and related maintenance and repair is managed in a State sponsored software program called AssetWorks. The Fleet Tech Monitor is responsible for ensuring that periodic maintenance is performed based on the manufacturers’ recommended schedule. Maintenance and repair tasks reported by drivers on the pre-trip inspection forms also initiate requests for work to be completed on the vehicles.

A work order is created in AssetWorks for maintenance and repair tasks. The work order is delivered to maintenance/repair vendor at the time the vehicle is dropped off.

In the event of mechanical failure while the vehicle is in service, the driver will call the Office to request support. The Monitor will contact the maintenance provider during normal business hours or the wrecker service to initiate the repairs.


Preventive Maintenance Standards

All vehicles, wheelchair lifts and associated equipment, system owned or operating under contract with the system, are placed on a comprehensive preventive maintenance program for the purpose of increasing safety and reducing operational costs.

The Preventive Maintenance Plan should consist of:

Making preventive maintenance arrangements Conducting a Pre/Post-Trip Inspection course for drivers Completing a corresponding inspection checklist Utilizing AssetWORKS Fleet Management Program to document, schedule and

track equipment maintenance Maintaining maintenance records on file for each vehicle Completing statistical reporting Reporting common problems Utilizing manufacturer’s Preventive Maintenance Guidelines Manual Keeping all maintenance records for the life of the vehicle to include three (3)

years after disposition

*Note: The Preventive Maintenance Program has been developed for the purpose of safety, reliability and vehicle use longevity. The guidelines are not designed to interfere with or violate the Manufacturer’s Warranty Maintenance Schedule.


Maintenance Records

Polk County Transportation will retain all records pertaining to maintenance, service, warranty and other documents as required for vehicles, wheelchair lifts and associated equipment. The records will be maintained for at least the life of the vehicle which includes three (3) years after the vehicle’s disposal.

Maintenance Records Include: AssetWORKS Fleet Management Program documentation Documents showing:

1. Vehicle identity2. Vehicle maintenance and inspection dates for wheelchair lifts and associated

equipment 3. Mileage4. Identity of contractors providing non-owned vehicles5. Maintenance contractors' names and addresses6. Vehicle accident reports7. Reporting and evaluating maintenance systems8. Notice to NCDOT of a fatal accident by the close of business or the end of the

working day9. Notice to NCDOT within 24 hours of a fatal death that occurs within 30 days as a

result of an accident10. Notice to NCDOT within 48 hours all accidents/incidents 11. Drivers’ daily pre/post-trip inspection checklists* maintain the previous (5)

years (ref: 49 CFR 18.42)


Annual PTMS Inspection

Form must be completed and maintained with vehicle maintenance records.

Date: ____________________________________________

Vehicle: __________________________________________

Wheelchair Lift Cycle Reading: _______________________

Odometer Reading: _________________________________

Inspector: _________________________________________

Inspection KeyFor Each ItemOK =OK"X" = Adjusted"0"= Repairs Are NecessaryFor Each "0" Give an Explanation

Body___ Check windshield and other glass for cracks/damage___ Check wheels for cracks/damage___ Interior and exterior decals, signs, numbers (ex: railroad crossing, no turn on red,)___ Body damage___ Destination signs for proper operation ___ General physical condition of the vehicle___ System name completely spelled out and condition___ Sign identifying the vehicle as “Available for Public Use” if required


PCT Vehicle Maintenance Schedule In Asset WorksPCT Vehicle Maintenance Schedule A B C D E

PM TASK Description 5000 15000 60000 105000 120000PMPT01 Perform pre-trip inspection; make repairs

as necessary X X X X XPMMP-00 ***** multipoint inspection ***** X X X X XPMDSC-07 Warning system: horn; switches gauges;

trouble light; backup X X X X XPMDSC-08 Windshield wipers; wiper fluid / speed;

condition/operation X X X X XPMDSC-09 All glass: windshield; rear; and side glass

for condition X X X X XPMDSC-10 Comfort system: heater; defroster; air

conditioner-operation X X X X XPMUHI20 Air filter in good condition X X X X XPMSAC29 Check for oil leaks X X X X XPMSAC55 Inspect complete exhaust system and

heat shields X X X X XPMSAC03 Steering tight / no slack X X X X XPMMP-01 Shocks/struts: other suspension

components; leaks/damage X X X X XPMMP-02 Brake system: lines; hoses; parking

brake; wheel end play/noise X X X X XPMMP-02A Inspect brake pads & rotors; replace if

necessary X X X X XPMMP-03 Engine cooling system: hoses and

clamps X X X X XPMSOI-01 Fluids/level/lines: transmission; filter;

power steering; axle X X X X XPMUHI07 Battery: secure; terminals clean;

performing properly X X X X XPMUHI98C Inspect accessory drive belt(s) X X X X XPMHBI93 Rotate tires; inspect for wear and tear X X X X XPMEXT-01 Tires; tread; wear; wheel lugs; hubcaps;

valve cores condition X X X X XPMDSV02 Tread depth l/f ______/32 pressure

________ X X X X XPMDSV04 Tread depth l/r outside ______/32

pressure _______ X X X X XPMDSV05 Tread depth l/r inside ______/32

pressure __________ X X X X XPMRSV02 Tread depth r/f _______/32 pressure

______ X X X X XPMRSV04 Tread depth r/r outside _______/32

pressure ______ X X X X X

PMRSV05 Tread depth r/r inside _______/32 pressure _______ X X X X X

PMDC01 ***** other items ***** X X X X X

PMSAC28AChange oil; replace oil filter; use oem recommended oil X X X X X

PMSAC93 Inspect wheels for end pay and noise X X X X XPMUHI05 Brake master cylinder full / no leaks X X X X XPMWDE81A Inspect cabin air filter, if equipped X X X X XPMUHI01 Transmission fluid full / no leaks X X X XPM255A Lubricate front axle and u joints X X X XPMSAC97 Inspect half shaft dust boots; if equipped X X X X

PMSAC91A Inspect steering linkage; driveshaft; ball/u-joints; lubricate X X X X

PMWDE81 Replace cabin air filter (if equipped) X X X XPMSAC52 Change fuel filter X X

PMSAC51 Change transmission fluid and replace filter X X

PMSAC79 Replace wheel bearing grease; grease 4x2 wheel bearing seals X X

PMSFW61 Replace climate-controlled seat filter (if equipped) X X

PMSAC57A Inspect spark plugs; replace as necessary X X

PMSAC63 Change Motorcraft premium gold engine coolant X

PMSAC68Replace rear axle fluid on dana axles; synthetic lubricant X

PM-QT12 Check operation of all emergency exits; hatch/windows/doors X X X X X

PM-CAM-00P

***** perform 6 month camera inspection ***** X X X X

PMSEON-1 Check operation; adjustment and condition of all cameras X X X X

PMSEON-2 Check camera system DVR recording properly; lights on etc. X X X X

PMSEON-3 Clean back of camera DVR with compressed air X X X X


Wheelchair Lift Maintenance SchedulePerform lift maintenance at scheduled intervals according to number of cycles or elapsed time, whichever comes first. Correct any potentially dangerous situations at once.

Inspection:Before starting your day, and as part of your pre-trip inspection, operate ramp a minimum of one complete cycle and inspect each of the following:

Does the vehicle interlock(s) function as intended? Does the ramp deploy when the ramp interlock is activated as intended? Does the control switch(es) function properly? Does the ramp cargo door light (if equipped) function as intended? Do the lift cargo door securement devices function as intended (if equipped)? Does the ramp safely clear the cargo door as the ramp is deployed and stowed? Does the ramp operate smoothly (no jerking or abnormal movement)? Does the ramp operate at normal speed? Is the power source adequate? Is ramp operation quiet (no rattles, abnormal sounds, etc.)? Is the ramp anti-skid in place, worn or damaged? Can you visually detect any ramp wear, damage, misalignment, loose bolts, broken welds or

any abnormal conditions?

Post-Trip Inspection: Operate ramp minimum one complete cycle and check each of the above daily pre-trip

inspections if applicable for your daily inspection routine (outlined by your transit agency). Clean ramp surfaces where wheelchairs travel Clean and lubricate key locations based on ramp usage frequency and climate conditions

(outlined by your transit agency). Lubrication procedures should be performed by a Braun authorized service representative as detailed in this manual.

Wheelchair Lift Inspection Tasks and Schedule from Asset Works

CLASS_CLASS_CODE = PCT-PM-BRAUNLIFTPCT-PM-BRAUNLIFT, LIFT-A

PM Task Description

PMBL750-00P

****PERFORM BRAUN WHEELCHAIR LIFT 750 CYCLE INSPECTION****

PMBL750-1100

APPLY LIGHT OIL OUTER BARRIER PIVOT POINTS (2)

PMBL750-1101

APPLY LIGHT OIL OUTER BARRIER LATCH PIVOT POINT

PMBL750-1102

APPLY LIGHT GREASE TO BOTH SIDES OF OUTER BARRIER LATCH SLOT

PMBL750-1103

APPLY LIGHT OIL OUTER BARRIER LEVER BEARINGS (2)

PMBL750-1104

APPLY LIGHT OIL LIFT-TITE LATCHES (LOWER PIVOT POINTS-2)

PMBL750-1105

APPLY LIGHT OIL LIFT-TITE LATCH GAS (DAMPENING) SPRING PIVOT

PMBL750-1106

INSPECT LIFT-TITE LATCHES; GAS SPRINGS; WEAR; DAMAGE; SECURE

PMBL750-1107

INSPECT OUTER BARRIER FOR PROPER OPERATION; CORRECT; REPLACE

PMBL750-1108

INSPECT OUTER BARRIER LATCH; OPERATION; SECUREMENT

PMBL750-1109

INSPECT LIFT FOR WEAR; DAMAGE; ABNORMAL CONDITION; CORRECT

PMBL750-1110

INSPECT LIFT FOR RATTLES

PMBL750-1111

ADJUST FOLD PRESSURE; OUTER BARRIER FOLD PRESSURE

PMBL750-1112

VERIFY FMVSS 403 404 CERTIFICATION CHECKLIST

PMBL01-00

LIFT CYCLE COUNT ___________

PCT-PM-BRAUNLIFT, LIFT-BPM

Task DescriptionPMBL1500-00P


PMBL750-1100


PMBL750-1101


PMBL750-1102


PMBL750-1103


PMBL750-1104


PMBL750-1105


PMBL750-1106


PMBL750-1107


PMBL750-1108


PMBL750-1109


PMBL750-1110


PMBL750-1111


PMBL750-1112


PMBL1500-100

APPLY GREASE TO CONTACT AREAS INNER OUTER FOLD ARMS (2)

PMBL1500-101

APPLY LIGHT OIL PLATFORM PIVOT PIN BEARINGS (4)

PMBL1500-102

APPLY LIGHT OIL OUTER FOLD ARM BEARINGS (8)

PMBL1500-103

APPLY LIGHT OIL INNER ROLL STOP PIVOT BEARINGS (2)

PMBL1500-104

APPLY LIGHT OIL STOP LEVER BEARINGS (2)

PMBL1500-105

APPLY LIGHT OIL INNER STOP LEVER SLOT (2)

PMBL1500-106

APPLY LIGHT OIL SADDLE SUPPORT BEARINGS (8)

PMBL1500-107

APPLY LIGHT OIL INNER FOLD ARM ROLLER PIN BEARINGS (4)

PMBL1500-108

APPLY LIGHT OIL INNER FOLD ARM CAM FOLLOWERS (4)

PMBL1500-109

APPLY LIGHT OIL PARALLEL ARM PIVOT BEARINGS (16)


PMBL1500-110

APPLY LIGHT OIL HANDRAIL PIVOT PIN BEARINGS (4)

PMBL1500-111

APPLY LIGHT OIL HYDRAULIC CYLINDER BUSHINGS (8)

PMBL1500-112

APPLY LIGHT GREASE BOTH SIDES OUTER BARRIER LEVER GUIDE SLOT

PMBL1500-113

INSPECT LIFT-TITE LATCH ROLLERS (2); WEAR; DAMAGE; SECURE

PMBL1500-114

INSPECT INNER ROLL STOP; WEAR; OPERATION; SECUREMENT

PMBL1500-115

INSPECT HANDRAIL; WEAR; DAMAGE; OPERATION

PMBL1500-116

INSPECT MICROSWITCHES; SECURED; PROPER ADJUSTMENT

PMBL1500-117

MAKE SURE LIFT OPERATES SMOOTHLY

PMBL1500-118

INSPECT EXT SNAP RINGS; OUTER FOLD ARM (6); LATCH ROLLER (2)

PMBL1500-119

INSPECT EXT SNAP RINGS; LATCH GAS (DAMPENING) SPRING (4)

PMBL1500-120

INSPECT EXT SNAP RINGS; INNER FOLD ARM CAM FOLLOWERS (4)

PMBL1500-121

INSPECT EXTERNAL SNAP RINGS; INNER FOLD ARM ROLLER PINS (4)

PMBL1500-122

INSPECT EXT SNAP RINGS; OUTER BARRIER HYD CYLINDER PIN (2)

PMBL1500-123

INSPECT EXT SNAP RINGS; INNER ROLL STOP LEVER BRACK PINS (2)

PMBL1500-124

INSPECT INNER ROLL STOP LOCKS (2); TORSON SPRINGS (2); OPER

PMBL1500-125

INSPECT OUTER FOLD ARM PINS (2); AXLES (2); BEARINGS (8);

PMBL1500-126

REMOVE PUMP MODULE COVER; INSPECT; HYDRAULIC HOSES; FITTINGS

PMBL1500-127

REMOVE PUMP MODULE COVER; CABLES; WIRES; TERMINALS; SECURE

PMBL1500-128

REMOVE PUMP MODULE COVER; RELAYS; FUSES; POWER SWITCH;LIGHTS

PMBL01-00


PCT-PM-BRAUNLIFT, LIFT-CPM

Task DescriptionPMBL4500-00P


PMBL750-1100


PMBL750-1101


PMBL750-1102


PMBL750-1103


PMBL750-1104


PMBL750-1105


PMBL750-1106


PMBL750-1107


PMBL750-1108



PMBL750-1109


PMBL750-1110


PMBL750-1111


PMBL750-1112


PMBL1500-100

APPLY GREASE TO CONTACT AREAS INNER OUTER FOLD ARMS (2)

PMBL1500-101

APPLY LIGHT OIL PLATFORM PIVOT PIN BEARINGS (4)

PMBL1500-102

APPLY LIGHT OIL OUTER FOLD ARM BEARINGS (8)

PMBL1500-103

APPLY LIGHT OIL INNER ROLL STOP PIVOT BEARINGS (2)

PMBL1500-104

APPLY LIGHT OIL STOP LEVER BEARINGS (2)

PMBL1500-105

APPLY LIGHT OIL INNER STOP LEVER SLOT (2)

PMBL1500-106

APPLY LIGHT OIL SADDLE SUPPORT BEARINGS (8)

PMBL1500-107

APPLY LIGHT OIL INNER FOLD ARM ROLLER PIN BEARINGS (4)

PMBL1500-108

APPLY LIGHT OIL INNER FOLD ARM CAM FOLLOWERS (4)

PMBL1500-109

APPLY LIGHT OIL PARALLEL ARM PIVOT BEARINGS (16)

PMBL1500-110

APPLY LIGHT OIL HANDRAIL PIVOT PIN BEARINGS (4)

PMBL1500-111

APPLY LIGHT OIL HYDRAULIC CYLINDER BUSHINGS (8)

PMBL1500-112

APPLY LIGHT GREASE BOTH SIDES OUTER BARRIER LEVER GUIDE SLOT

PMBL1500-113

INSPECT LIFT-TITE LATCH ROLLERS (2); WEAR; DAMAGE; SECURE

PMBL1500-114

INSPECT INNER ROLL STOP; WEAR; OPERATION; SECUREMENT

PMBL1500-115

INSPECT HANDRAIL; WEAR; DAMAGE; OPERATION

PMBL1500-116

INSPECT MICROSWITCHES; SECURED; PROPER ADJUSTMENT

PMBL1500-117

MAKE SURE LIFT OPERATES SMOOTHLY

PMBL1500-118

INSPECT EXT SNAP RINGS; OUTER FOLD ARM (6); LATCH ROLLER (2)

PMBL1500-119

INSPECT EXT SNAP RINGS; LATCH GAS (DAMPENING) SPRING (4)

PMBL1500-120

INSPECT EXT SNAP RINGS; INNER FOLD ARM CAM FOLLOWERS (4)

PMBL1500-121

INSPECT EXTERNAL SNAP RINGS; INNER FOLD ARM ROLLER PINS (4)

PMBL1500-122

INSPECT EXT SNAP RINGS; OUTER BARRIER HYD CYLINDER PIN (2)

PMBL1500-123

INSPECT EXT SNAP RINGS; INNER ROLL STOP LEVER BRACK PINS (2)

PMBL1500-124

INSPECT INNER ROLL STOP LOCKS (2); TORSON SPRINGS (2); OPER

PMBL1500-125

INSPECT OUTER FOLD ARM PINS (2); AXLES (2); BEARINGS (8);

PMBL1500-126

REMOVE PUMP MODULE COVER; INSPECT; HYDRAULIC HOSES; FITTINGS


PMBL1500-127

REMOVE PUMP MODULE COVER; CABLES; WIRES; TERMINALS; SECURE

PMBL1500-128

REMOVE PUMP MODULE COVER; RELAYS; FUSES; POWER SWITCH;LIGHTS

PMBL4500-100

INSPECT COTTER PINS ON PLATFORM PIVOT PIN (2)

PMBL4500-101

CHECK HYDRAULIC FLUID PUMP

PMBL4500-102

INSPECT CYLINDERS;FITTINGS;HYDRAULIC CONNECTIONS;WEAR;LEAKS

PMBL4500-103

INSPECT OUTER BARRIER CYLINDER HOSE ASSEMBLY; WEAR; LEAKAGE

PMBL4500-104

INSPECT PARALLEL ARMS; BEARINGS; PIVOT PINS; WEAR; DAMAGE

PMBL4500-105

INSPECT PARALLEL ARM PIVOT PIN MOUNTING BOLTS (8)

PMBL4500-106

INSPECT PLATFORM PIVOT PINS; BEARINGS; VERTICAL ARMS; SECURE

PMBL4500-107

INSPECT INNER OUTER FOLD ARMS;SADDLE;SUPPORT;PIVOT PINS;BEA

PMBL4500-108

INSPECT GAS SPRINGS (CYLINDERS); WEAR; DAMAGE; OPERATION

PMBL4500-109

INSPECT SADDLE BEARING (UHMW-2)

PMBL4500-110

INSPECT VERTICAL ARM PLASTIC COVERS

PMBL4500-111

INSPECT POWER CABLE

PMBL4500-112

CHECK MOUNTING; SECURELY ANCHORED

PMBL4500-113

REPLACE DECALS AND ANTISKID IF WORN; MISSING; ILLEGIBLE

PMBL01-00



Daily Inspections

Pre/Post-trip inspections are crucial to the success of PCT Preventative Maintenance Program. Each driver will inspect his or her vehicle before leaving the parking area by completing the Pre-Trip Vehicle Inspection Form. The completed checklist must be submitted to the office at the end of the driver’s shift so that necessary maintenance can be noted and scheduled accordingly. Drivers must sign each checklist for each vehicle used that day.

Pre-Trip Inspections

Under the Hood

Check for problems under the hood at the beginning of your inspection before starting the engine. It is easier and safer when the engine is cool.

Check the oil, radiator and battery fluid levels. If low, make a note of it on your inspection checklist. If any fluids are below the safe level, see the Fleet Tech Monitor for assistance.

Also, check hoses for cracks or possible leaks and belts for any visible damage. Report any wear on the checklist, as soon as it begins to show.

Vehicle Interior

Begin while seated behind the steering wheel.First, put on the parking brake.Then, turn on the ignition.Check the oil pressure, fuel and alternator gauges.

If the oil pressure light stays on or the gauge shows the oil pressure to be dangerously low, turn the motor off until the problem can be corrected. Alert the office and document on your pre-trip inspection form.

If the alternator or generator light stays on, the battery may not be charging. To guard against the possibility of becoming stranded along the route by a dead battery, have the problem located and corrected right away. This may mean being assigned to a different vehicle.Check the windshield wipers to make sure they are working and not worn or stripped.

Vehicle Exterior

Turn on all exterior lights. With the vehicle in park and the emergency brake still on, begin the exterior check from the front of the vehicle.

During the exterior inspection, be sure to note and report any evidence of fresh damage to the vehicle. Reporting such damage now may save you a lengthy and difficult explanation or report later. Space is provided for you on the Daily Vehicle Inspection Checklist to note and describe any exterior damage.

PCT System Safety Plan April 2017 of 106

Check the headlights, signal lights, emergency flashers and clearance lights to make sure they are working. (You may need a co-worker’s assistance).

Check the left front tire for any signs of road damage or under-inflation. Take care to maintain your tires at the recommended pressure.A soft tire is very susceptible to severe road damage.An over-inflated tire causes a bumpier and less comfortable ride, especially for elderly or disabled passengers.

Move to the back of the vehicle and inspect the rear left tire or duals for obvious damage.Check the air pressure with an air pressure gauge.

While at the back of the vehicle, check the tail lights, the brake lights, turn signal lights, emergency flashers and any other clearance lights, reflectors or signs. (This may require assistance).Make sure they are free of mud and dirt buildup.Carry a rag or paper towels to clean any dirty lights, which may be hard to see even after dark.Check the right rear tire. If there are any other lights or outside signs for your boarding doors or lifts, make sure they are in place and clean.

Next, look under the vehicle. Make sure there are no foreign or unfamiliar objects hanging down or wedged underneath.Also, check to see if there are any puddles or vehicle fluids under the vehicle. If the vehicle is leaking fluid, report it to your supervisor.

Move to the front of the vehicle and examine the right front tire in the same manner as the left tire and check the condition of the side marker light.

Adjust each of your mirrors so that you can see what you need to see from your normal driving position. When you are adjusting your mirrors, keep in mind what you want to be able to see within your safety zone.

Test your horn to make sure it works.

Turn the steering wheel gently to make sure it is not loose.

Push on the brake pedal. If the tension feels spongy or soft, note this on your checklist. Your brakes may need to be adjusted.

Check the blower fan to see if it works so you’ll be able to use the heater, defroster or air conditioner.

Check the interior lights. If any lights are not working, note this on your checklist and notify dispatch.

Note on your checklist anything in the interior of the vehicle that needs attention.


Safety Equipment

Check your emergency equipment to make sure it is in the right location and in working order.Emergency equipment should include: A properly charged fire extinguisher Triangles A first aid kit A flashlight with fresh batteries Blood Borne Pathogens Kit Web cutter/seat belt cutter

Look around the inside of your vehicle to make sure it is clean. Clear out trash, debris or loose items. Trash or debris left in the vehicle can be tossed about by careless passengers and can cause slips, falls and fires. Sweep the floor of the van to remove dust and debris. A clean vehicle presents a professional image.

Check any special accessibility equipment if your vehicle is so equipped.

Examine tie downs for signs of damage or excessive wear. Make sure they can be properly secured in the box/bag.

Check all lifts and ramps by operating them through one complete cycle. Make sure they are functioning properly. (You may have to move the vehicle to ensure proper clearance while performing this part of the inspection.)

Make sure all doors and emergency exits are functional and unobstructed.

Cleaning the Vehicles

Polk County Transportation relies on drivers to help keep the vehicles clean. Regular washing will help to keep them in a state of cleanliness and good repair. A variety of cleaning supplies and equipment are kept on hand for this purpose.

As time permits, take the time to wash the vehicles. Drivers are allowed to sign for petty cash as funds are available to wash the smaller vehicles – minivans, sedans and SUVs.

Washing facilities are available to use hose, brushes, and rags to clean the exterior and interiors. A shop vac is available to vacuum any size vehicle.


PCT Pre/Post-Trip Inspection Worksheet

Date: ___________________________ Vehicle: ___________________

Mileage: ____ Oil Change Due: ________ Wheelchair Lift Cycles: ______

UNDERHOOD SAFETY EQUIPMENT Oil level Fire extinguisher (needle in green) Oil added quarts Web cutter/glass breaker Radiator level Emergency Triangles (3) Battery level First Aid Kit Windshield washer fluid level Blood-borne Pathogen Kit Back-up alarm Working flashlight Engine/hoses/belts Rear door buzzer (LTV only) Gas Level 1/4, ½, 3/4

I N T E R I O R Brakes Child safety seats clean, secure Steering Seatbelts in working condition Transmission Registration and insurance cards

Mirrors Fuel card Gauge/instruments Vehicle log Controls (equipment) Handicap Placard Radio (two-way) Damage/cleanliness Camera light is green E X T E R I O R Tires Fresh body damage Turn signals Cycle lift Headlights Cleanliness Tail/brake lights Horn Windshield wipers

ACCESSIBILITY EQUIPMENT Fully operable wheelchair lift Wheelchair lift ramp Proper number of belts/securement devices Tie-downs clean/stowed in box Belts/securement devices in good condition Wheel chair tracks are cleanNotes: _______________________


Reviewed by: Date:

PHYSICAL DAMAGE REPORT

Comments

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Accountability for Vehicle Cleanliness (Check boxes below for tasks you completed today)

Dusted Dash Swept Vehicle Removed Trash Washed Vehicle Cleaned WC Tracks

Other tasks ___________________________________________________________________


Mark an ‘X’ where damage or contact occurred on a van or car.

FRONT RIGHT SIDE LEFT SIDE REAR

Each employee is to check the condition of each vehicle before driving. Any damage found on a vehicle that has not been reported will be the responsibility of the last driver on record. Failure to report an accident or vehicle damage is a violation of policy. Cleanliness of vehicles is the responsibility of everyone. At a minimum, drivers are to remove trash, sweep vehicles, dust the dash board and clean up spills. (Reminder: eating is not allowed on the vehicles unless medically necessary.)I have personally inspected the above vehicle, taken action to keep it clean, and indicated areas requiring attention or damage found by me.Driver Acknowledgement:___________________________________________

Signature Time Date

Each employee is to check the condition of each vehicle before driving. Any damage found on a vehicle that has not been reported will be the responsibility of the last driver on record. Failure to report an accident or vehicle damage is a violation of policy. Cleanliness of vehicles is the responsibility of everyone. At a minimum, drivers are to remove trash, sweep vehicles, dust the dash board and clean up spills. (Reminder: eating is not allowed on the vehicles unless medically necessary.) I have personally inspected the above vehicle, taken action to keep it clean, and indicated areas requiring attention or damage found by me. Driver Acknowledgement:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Signature Time Date _________________________________________________________________________

Supervisor Acknowledgement:I have personally reviewed this document, insured that it was properly completed by the driver and have taken the steps necessary to correct any safety or service issues indicated. Also, I have inspected and investigated any damage reported.Operations Supervisor/Designee ___________________________Date________________

End of Day Vehicle Procedures

1. At the end of the day/trip, each driver is responsible for locking and securing the vehicle used. This includes cleaning out trash containers, sweeping, cleaning wheelchair tracks and if possible, washing the interior and exterior. The doors and windows are to be locked, radio and other switches to be turned off so as not to drain battery levels. The vehicle is to be left with a full tank or no less than ¾ tank of gas.

2. Post-trip inspections, vehicle logs, gas tickets, fares collected and manifests are to be completed and turned in at the office daily.

3. The Columbus Police Department and the Polk County Sheriff Department are located within a short distance of the facility and maintain vigilance for suspicious or unusual activity. Call 9-1-1 as necessary for safety and security.

3. The last driver out of the vehicle lot is responsible to lock the gate.


APPENDIX


APPENDIX A: EMERGENCY ACTION

Emergency Escape Route – Follow Arrows to Exit the Building

This layout is not drawn to scale and is presented for illustrative purposes only.


Fleet Tech Monitor Scheduler Senior Assistant

Vacant Closet Kitchen

Break/Training Room, Passenger Layover

Transportation Manager

APPENDIX B: Emergency Action Plan Exit Survey and Fire Extinguisher Check

Date: _______________ Conducted By: _________________________________

Y/NExits and exit signs are visible? _______

Emergency exit routes are posted in all rooms and hallways? _______

All non-exits are marked “NOT AN EXIT” _______

All exits are kept free of clutter? _______

Fire Extinguishers

Are fully charged and operational? _______

Have a current inspection date? _______

Have monthly inspection performed and initialed? _______

Properly mounted? _______

Accessible in all directions? _______

Located within 75 feet of next extinguisher? _______


Appendix C: Roll call sheet to be completed at the safe area site

Names of persons present Injuries Noted

Suspected Person(s) Missing Department/Location
