Fleet Safety Program - Regulated

FLEET SAFETY PROGRAM - REGULATED

I. Applicability

This program applies to all employees who drive as a function of their employment.

II. Purpose and scope

To drive safely is the first duty of every driver. This means drive defensively; anticipating the mistakes, actions, recklessness, or absentmindedness of pedestrians or other drivers; and being prepared at all times to do everything an expert driver can do to prevent an accident.

Our organization requires well-trained, alert drivers who conduct themselves and their equipment at all times in a manner that will reflect well upon the organization and the driver.

Drivers are required to observe all rules and procedures outlined in this program at all times.

III. Implementation

The managers of all those who drive for the organization are responsible for the implementation of this program.

IV. Requirements

A. Conditions of Employment

1. Qualifications for drivers

To qualify for a driving position drivers must meet the following conditions:

a. Be at least 21 years old, read and speak English, and write legibly.

b. Have a current Commercial Driver’s License (CDL) with the needed class for the work to be performed.

c. Be able to drive a vehicle safely, be in good health, and be physically able to perform all duties of a driver. For CDL drivers, before employment and as required thereafter, drivers must pass the physical examination prescribed by the Department of Transportation (DOT).

d. Know how to safely load and properly block, brace, and secure cargo.

e. Must follow at all times the DOT’s safety regulations.

f. Provide ongoing notification of all motor vehicle violations. A driver convicted of a traffic violation must notify management immediately.

g. Have knowledge of and adhere to organization rules, DOT safety regulations, and state and municipal traffic laws whenever driving organization vehicles or personal vehicles for organization business.

h. Have in their possession while driving organization equipment a valid and properly endorsed license from their state of residence and, for CDL drivers, a valid doctor’s certificate of physical examination.

i. Must advise the organization by the next business day after receiving notification of a loss of any privilege to operate a commercial vehicle or being disqualified from operating a commercial vehicle.

j. Must pass a drug-screen test and participate in the ongoing drug-testing program.

k. CDL drivers must pass a road test prior to employment.

2. Employment practices

a. Preliminary Driver Checklist: Potential new-drivers shall be screened with a pre-hire checklist prior to using the formal application process. A decision to allow application will be based on:

i. Driver experience

ii. Previous employment

iii. Driving record

iv. Reference checks from previous supervisory personnel

b. The driving records of all new driver-position applicants will be ordered and reviewed. Both personal and, if applicable, CDL records will be reviewed.

c. All drivers shall be qualified according to the Motor Carrier Safety Regulations. All documents will be kept in the employee’s personnel file.

3. Driver prequalification

All driving records are rated in accordance with the Safety Rating Plan outlined below. All drivers are classified by driving experience and Motor Vehicle Records for both personal and commercial driving records for the past ten years as available.

a. All drivers are rated by taking into account their driving record which includes:

i. Motor Vehicle Records (MVRs)

ii. Number of years of driving experience

iii. Driving experience in similar vehicles to be used

b. Points are assigned as follows:

i. Moving violations 1 point each

ii. First preventable accident 1 point

iii. Subsequent preventable accident 2 points

iv. Subsequent moving violation 2 points

v. Driving with suspended license 2 points

vi. Driving without insurance 2 points

vii. Negligent driving 2 points

viii. Improper or erratic lane changes 2 points

ix. Major violation 6 points

- Driving under the influence of drugs or alcohol

- Hit and run

- Reckless driving

- Refusal for drug or alcohol testing

- Ticketed offences involving a fatality

- Evading a police officer

c. Preferred Drivers and Under Review Drivers:

i. A driver with 0 or less points is preferred.

ii. A written notification will be given to any driver with points and they will be notified in writing that they are subject to frequent review.

d. Excluded Drivers are those with six or more points and they are excluded from operating organization vehicles or operating personal vehicles for organization business.

4. Excluded Driver procedure

This procedure has been established to gain more knowledge of the Excluded Driver problem and to provide a course of action which will effectively manage the problem. The intent is to treat all Excluded Drivers in a fair and consistent manner.

a. Following the normal driver rating process, each Excluded Driver will be monitored until their Motor Vehicle Record is upgraded to an approved status or they are no longer involved in the program.

b. A copy of each Excluded MVR will be placed in a special file for all Excluded Drivers.

c. Once each quarter a new MVR for each driver in the Excluded file will be ordered and reviewed for additional violations. This will be done on or near the first day of January, April, July, and October.

d. Personnel at the six point level will remain Excluded.

e. Drivers with points may be assigned to special training classes. Upon satisfactory completion of these classes and instruction, one point can be removed from their point rating. This does not apply to major violations.

5. Driver Supervision

a. Motor Vehicle Records: Driving records will be reviewed as outlined above.

b. Accident Review: All vehicle accidents will be reviewed by an Accident Review Board to determine preventability. The involved driver will be advised of the decision and subject to a job performance review with management.

i. A preventable accident is any accident in which the driver failed to do everything that could have reasonably been done to prevent the accident.

ii. A non-preventable accident is one in which the driver did everything he could reasonably have done to foresee the conditions leading to the accident and took suitable safeguards (see Appendix 1).

c. Road Supervision: Drivers will be monitored based on safety instruction provided in Driver Meetings and as outlined in this program. Driver evaluations (ride-along and ride-behind) will also be done on a regular basis by management using the following targeting techniques:

i. Previous driver observations

ii. Condition of vehicle

iii. Driver Report Systems or third-party reports

iv. Drivers with MVR activity

v. Reports of unsafe acts

vi. Incidents

vii. Vehicle condition reports

viii. New drivers

Driver recognitions will be provided to excellent drivers.

d. Driver Meetings: Monthly Driver Meetings will be held to cover new safety standards, safety training, reviews or incidents, and driver evaluations.

e. Supervisory staff is responsible for ensuring that the maintenance of the equipment is prompt and comprehensive.

6. Probationary period

All employees will begin a probationary period on the first day of employment in accordance with the Employment Handbook. The probationary period is a trial period during which a new employee's job performance is carefully observed by the supervisor and the employee has the opportunity to evaluate us as an employer. Probationary employees may resign or may be terminated for any reason without notice. An employee who successfully completes the probationary period becomes a regular employee and will be given a formal written evaluation at that time.

All regular employees are subject to disciplinary action if there are reasonable grounds to believe they: (a) violated work safety requirements or procedures, or violated a standard of behavior, (b) failed to perform in a satisfactory manner, or (c) have been involved in conduct which could result in an adverse effect. The disciplinary action will be based on employee's conduct, past record, length of service, and surrounding circumstances. A supervisor may start the disciplinary process with informal counseling, oral or written warnings, probation, demotion, or suspension in accordance with our Employment Handbook.

Matters pertaining to faulty or below average operation will be discussed with drivers in a manner that will attempt to correct the problem and teach proper procedures. Staff will, at all times, be given an opportunity to present their version of such situations.

Warning notices will be given personally to driving employees for failure to heed and carry out organization operating rules. We believe that safety is a byproduct of doing the job correctly.

B. Fleet Policies

1. No Riders

It is our policy that there will be NO RIDERS other than employees and pre-authorized personnel in an organization owned vehicle. No unauthorized passengers will be permitted in organization vehicles. No exceptions. Note: These policies also apply to personally owned vehicles when being used on organization business.

2. Courtesy toward customers and the public

You are expected to show every courtesy and consideration toward customers and to the public. If a situation arises that you are unable to settle in a friendly manner, phone the office, report the facts, and be governed by advice given.

3. Personal appearance

You must be clean and dress as neatly as the nature of your work will permit. A neat appearance helps maintain a positive public and customer image.

4. Equipment appearance

Vehicles are to have excellent housekeeping. Safety also requires mirrors and windows to be kept clean. This is a requirement.

5. Suggestions

We appreciate any suggestions from you that may improve our safety, our service, your working conditions, or our efficiency.

6. Safety

Safety must always be our first priority. Employees will comply with all safety laws. It is the responsibility of each of us to ensure that our organization operates safe equipment on our highways. Additionally, we must carry out assigned duties in a safe manner.

7. Employee safety responsibilities

a. Observe all organization safety and health rules and apply the principles of accident prevention in your day to day duties.

b. Report any job related injury, illness, or property damage to your supervisor immediately.

c. Report any hazardous conditions and unsafe acts to your supervisor promptly.

d. Follow all hazard-warning and no smoking signs.

e. Keep all emergency equipment such as fire extinguishers, etc. clear and accessible.

f. Do not report to work under the influence of alcoholic beverages or drugs. Report to your supervisor any medical limitations or prescription or over the counter medications that could influence driver attentiveness. Do not use alcoholic beverages or drugs while on organization premises or when conducting organization business. All violations will result in immediate disciplinary action.

g. Operate only the equipment for which you have been properly trained and observe the safe operating procedures for that equipment.

h. Follow proper lifting procedures at all times.

i. Check trailer hubs for heat and grease when checking tires.

j. If applicable to your vehicle:

i. When coupling semi-trailers, doublers, and vehicle and trailer tongues, align the equipment for proper fit. Trying to manhandle such items leads to disaster - prying and pushing at these jobs contributes to the majority of back injuries. Protect your back!

ii. Be alert to see that all guards and protective devices are in their proper places prior to operating the equipment.

iii. When coupling a tractor and trailer, make a visual check to ensure that the jaws have closed around the pin and that the yoke has securely locked the jaws in place. The adjusting nut on the rod at the front of the fifth wheel should be snug against the plate, but not tight, and the skid plate of the trailer should be resting on, not above, the fifth wheel plate.

iv. Anytime a tractor, trailer, or converter dolly is parked on an incline or left unattended, chock the wheels to prevent rolling.

v. When coupling a tractor to a trailer, the airlines must be hooked up and the trailer parking brakes applied prior to backing the trailer underneath. This procedure is required because some trailers are not equipped with spring brakes.

vi. All tractors must be equipped with right-hand spot mirrors to reduce blind spots.

vii. When fueling tractors, the driver must remain in the immediate vicinity to eliminate the chance of fuel spillage caused by a malfunctioning automatic shut-off nozzle.

viii. Ensure that trailers being spotted are set on solid ground

k. Actively support and participate in the organization's efforts to provide safety and health programs.

l. Whenever driving an organization vehicle or personally-owned vehicle for organization business seat belts must be used.

m. Never tow or push any organization vehicle without authorization from a supervisor.

n. No vehicle operated under our organization’s authority shall exceed posted speed limits. In no case shall your speed exceed that which is safe for the existing operating conditions.

o. A pre-trip inspection will be made at the start of each shift to ensure that both tractor and trailer are in safe operating condition. A post-trip vehicle report is required and is to be turned in to Dispatch. Dispatch is responsible for ensuring that all work is completed as needed for safe operation the following day or, if needed, to arrange for the use of an alternate vehicle.

p. Avoid cruising in the far left-hand lanes; use these only to pass. Cruise in the right-most lanes.

q. Do not let the engine idle unless there is a starting problem. Engines should be shut-off when loading and unloading.

r. Do not stop suddenly as it can cause product loss/damage and is a safety hazard.

s. When starting the motor, after having checked all fluid levels (e.g., oil, water, and fuel) remain in the operator area and watch the oil pressure and all instruments for proper function. Do not start driving without properly warming the engine.

t. Respect your equipment:

i. Read, understand, and follow all owners’ manuals.

ii. Never exceed the equipment’s published limitations of weight, speed, etc.

iii. During freezing weather, check and recheck tires for free-rolling action to avoid skidding tires by frozen brakes in icy road conditions.

vi. A worn or cammed-over brake can also cause tires to skid resulting in tire damage or worse.

iii. If there are adverse weather conditions, check with management to receive instructions.