VEHICLE FLEET SAFETY & LOSS PREVENTION PROGRAM
STATEMENT OF POLICY
The purpose of our Fleet Loss Prevention Program is manyfold, but the primary aim is to ensure that our company maintains safe drivers and vehicles. It is the policy of TCB Industrial Contractor to conduct its business on the highest professional level in all phases of our work activities.
Accidents, breakdown of equipment, early replacement of equipment due to poor maintenance or abuse, do not contribute to our success as a company. Furthermore, we need to project an image of professionalism so that our customers have a high degree of confidence in the services we provide.
Following are guidelines for you to use in helping us achieve the results we expect. If, after studying these guidelines, you know a better way to achieve the results we want, let us know. We are open to alternatives, but we will not accept anything less than an honest effort to keep our fleet of vehicles accident free, and maintained in a safe operation condition.
DRIVER QUALIFICATION
Only pre-qualified and authorized drivers may operate company vehicles on company business. Human Resources and the General Manager will maintain an authorized driver list and limit the operation of company vehicles to these drivers. There will be no exceptions.
Each driver’s license to operate a motor vehicle will be verified upon employment and a copy of the driver’s Motor Vehicle Record will be obtained, reviewed and approved by TCB Industrial Contractor’s auto insurance carrier, and annually thereafter, to ensure that operators of company vehicles maintain a good driving record. All motor vehicle violations and accidents, in company and personal vehicles, must be reported to management as soon after the incident as practical. Failure to do so can result in disciplinary action up to and including termination of employment.
DRIVER RESPONSIBILITY
It is every driver’s responsibility to drive defensively to avoid accidents and safely maintain each vehicle under the driver’s control. Defensive Driving is defined as “Driving to avoid accidents in spite of the incorrect actions of others, and the adverse conditions of weather, visibility, light and traffic that the driver may encounter on the road.” Failure to operate a vehicle safely will result in a suspension of driving duties until the unsafe behavior is corrected or possible termination.
A “preventable” accident is one in which the driver failed to exercise every reasonable precaution to prevent the accident. Preventable accidents are defined in the National Safety Council’s “Guide for Determining Preventability of Motor Vehicle Accidents,” which is incorporated into this program by reference.
The Safety Manager will review each vehicle accident and a determination of preventability made. Drivers with unacceptable driving records will not drive company vehicles until their records are clear. Poor driving behavior can result in the suspension of driving privileges, days off without pay, reassignment to a non-driving job or possible termination of employment.
Suspension of driving privileges will be made for the following offenses:
- • Driving under the influence of alcohol or drugs; including implied consent refusal (refusal to take blood alcohol test).
- • Hit and run; leaving the scene of an accident.
- • Any felony, homicide or manslaughter involving the use of motor vehicles.
- • Reckless, negligent or careless driving.
- • License suspension or revocation.
RULES OF CONDUCT FOR DRIVERS
- Do not drive a company vehicle if:
- • You have been drinking alcoholic beverages; or
- • You are under the influence of any drugs that could affect your driving ability. This includes prescription and over-the-counter medications.
- • Obey all traffic laws.
- • Be courteous to other drivers and pedestrians. Remember, our company name is prominently displayed on the sides of our vehicles.
- • If you are driving below 40 mph, you should leave at least one second for every 10 feet of vehicle length. For a typical tractor-trailer, this results in 4 seconds between you and the leading vehicle. For speeds over 40 mph, you should leave one additional second. If you encounter adverse conditions of road, traffic, light, visibility or weather, add a second or two for good measure.
- • Help other drivers to safely negotiate the highway. If it is safe to do so, allow other drivers to merge into your lane by backing off and letting them in. This applies at freeway on- ramps as well. This courtesy will help you avoid accident involvement and make the highway a more pleasant place to be.
- • Do a daily check of the vehicle you drive. Complete the post trip inspection, noting any defects, and turn it in to the General Manager.
- • Any cargo on or in motor vehicles must be adequately stored and secured to prevent unintentional movement of the equipment which could cause spillage, damage to the vehicle, or injury to the operator.
- • Immediately report all accidents to your supervisor.
- • If you receive a moving violation while driving a company vehicle, you are responsible for that ticket. TCB Industrial • Contractor will not pay the ticket.
- • Keep your vehicle clean.
VEHICLE USE POLICY
- Company vehicles are intended to be used for company business only. Personal use is strictly prohibited, unless prior written permission is granted. If permanently assigned a company vehicle, its use is restricted to the assigned driver only. Use by a family member is not permitted.
SEAT BELT POLICY
- Studies have proven that injuries would have been reduced, or completely avoided, if seat belts had been worn at the time of an accident. The use of seat belts by company vehicle operators and all occupants of the vehicle are mandatory.
VEHICLE MAINTENANCE
-
- • TCB Industrial Contractor adheres to the manufacturers’ recommended service guidelines. If unusual circumstances create a need for more frequent service notify the General Manager. A vehicle maintenance log will be kept in the office.
- • Make a daily condition check of the vehicle under your control.
WHAT TO DO AT THE ACCIDENT SCENE
In spite of the best of our efforts to avoid an accident, we must realize they can happen and we must be prepared when they do. TCB Industrial Contractor requires prompt and immediate reports of any traffic, vehicle or equipment accidents and incidents. There is a formal procedure for this reporting process. Employees are expected to follow procedure. There will be NO EXCEPTIONS.
The company vehicle/equipment an employee is entrusted with is valuable and expensive to insure. The care, custody and control of this company property carry with it a responsibility to report accidents and incidents when they occur, as they occur. No more than 5 minutes should elapse between an accident or incident and a phone call to report the event. The DRIVER of the vehicle or equipment must make the call, no exceptions. Reporting time should never be allowed to exceed the 5 minutes. A company cell phone provides you with access to the General Manager 24 hours a day, seven days a week. The phone number you are to call to report a traffic/vehicle accident or equipment accident or incident 24 hours a day, seven days a week (including weekends and holidays) is 209-765-8818. Take photographs of the accident scene, if possible, with your cell phone camera.
For insurance documentation reasons, the company General Manager needs to speak with the DRIVER, not the driver's supervisor. Then, the General Manager will call the driver's supervisor, if applicable.
MOTOR VEHICLE RECORDS – A MANAGEMENT TOOL
Motor Vehicle Records (MVR) can provide valuable data for employers. Most important, they will verify that drivers or applicants have current and valid operators’ licenses.
It is recognized that Motor Vehicle Records will vary by state and are dependent upon traffic enforcement and the effectiveness of the accident and violation reporting system. However, such weaknesses are usually faults of omission. You may question the validity of a clear driving record, but a bad record is generally an indication of driving habits. For this reason, the use of MVRs is recommended for all new drivers, even in states where records are not complete.
What to Look For
Recent history is more important than past history. The driver who had two or three convictions three years ago, but no recent incident is generally a better risk than the driver who has had convictions within the last twelve months. The extent of driving involved must also be considered. Obviously, individuals driving 50,000 miles a year have a greater probability of being involved in traffic incidents than one driving 10,000 miles.
Violations vary in significance and are of three types:
STATUTORY VIOLATIONS reflect moral hazards and are generally licensing or registration offenses:
• Operating an unregistered vehicle.
• Using false registration or license.
• Driving while license is under suspension.
MAJOR VIOLATIONS are serious convictions, which indicate a disregard for public safety:
• Driving while intoxicated or under the influence.
• Reckless driving where bodily injury or property damage results.
• Hit and run.
• Negligent homicide.
• Exceeding the speed limit by more than 15 mph.
• Tailgating.
CAPITAL VIOLATIONS reflect severe moral hazards, and are felonies:
• Murder or assault with motor vehicle.
• Theft of a motor vehicle and related offenses.
How to Use Them
Your driver selection should include MVR review. Additionally, MVRs should be obtained periodically on all drivers to monitor their ongoing qualification. Drivers who have “clean” records should have MVR reviews every three years. A driver whose MVR indicates prior traffic convictions or accidents should have annual reviews until their MVR is “clean”. Drivers involved with the transportation of passengers or hazardous materials should also have annual MVR checks. As drivers get older, the periodic review of MVRs should be shortened. Drivers over age 65 should have annual reviews. In addition, as part of your accident investigation procedure a MVR check may be of value.
Careful consideration should be given to hiring drivers whose MVRs exceed the following guideline: A capital or major violation, or more than three incidents within a three-year period.
Remedial driver training should be considered for anyone involved in more than one incident a year.
Motor Vehicle Records, as part of a good driver selection program, are one source of information available to management. Usage is highly recommended.
VEHICLE ACCIDENT REVIEW FORM
