The Britt Hunt Company, LLC

DOM Rev-1-1010081

Forward

The Distribution Operations Handbook is designed to be an easy to use reference for the key topics in distribution operations. Included in this handbook you will find:

  • Policies & Procedures
  • Best Practices
  • Operational Forms
  • Schedules
  • …..and much more

The Policies and Procedures outlined in this manual are ever-changing; however, this does not negate the validity of the items it contains. The Distribution Department will make changes as necessary to conform to any change in business practice.

The forms outlined in this manual are also ever-changing. We will always strive to simplify the forms we use to manage the operation. For the latest forms, please visit the Distribution website at

Your Distribution Department is always open to suggestions and ideas. It also retains the right to decline suggestions or ideas if they do not meet with the operational structure.

DOM Rev-1-1010081

Table of Content

  1. Fleet Operations...... 1

1.1 Vehicle Safety...... 1

2.1.1.Open...... 1

2.1.2.Guidelines...... 1

2.1.3.Driver Eligibility...... 1

2.1.3.1.Driver Qualification File...... 1

2.1.3.2.Critical Reports...... 2

2.1.3.3.Termination of Driving Privileges...... 2

2.1.3.3.1.Type ‘A’ Violations...... 2

2.1.3.3.2.Type ‘B’ Violations...... 3

2.1.3.4.Restricted from Driving...... 3

2.1.3.5.Medical Exam Certificate and Driver License Renewal...... 3

2.1.4.Driver Safety Rules...... 3

2.1.4.1.Citations...... 4

2.1.5.Defensive Driving Rules...... 4

2.1.6.Remedial Training...... 5

2.1.7.Accidents...... 5

2.1.7.1.DOT Recordable Accident...... 5

2.1.7.1.1.Accident Register...... 5

2.1.7.2.Routine Accident...... 5

2.1.7.3.No Claim Accident...... 5

2.1.7.4.On-Scene Accident Procedure...... 6

2.1.7.5.Accident Review Board...... 6

2.2Vehicle Responsibilities...... 7

2.2.1.Vehicle Inspections...... 7

2.2.1.1.1.Inspect All Decal...... 8

2.2.1.2.Vehicle Inspections Best Practices...... 8

2.2.1.3.Inspections by Outside Agencies...... 8

2.2.2.Vehicle Maintenance...... 9

2.2.2.1.Service Due Procedures...... 9

2.2.2.1.1.Service Interval Chart...... 9

2.2.2.2.Demand Maintenance...... 10

2.2.2.3.Breakdown Maintenance...... 10

2.2.3.Vehicle Engine Operations...... 10

2.2.3.1.Engine Starting Procedures...... 10

2.2.3.2.Engine Operation...... 11

2.2.3.3.Engine Shutdown...... 11

2.2.3.4.Engine Idle Time...... 11

2.2.4.Vehicle Refueling...... 12

2.2.4.1.Wright Express Fuel Card...... 12

2.2.4.1.1.The Importance of Driver ID...... 12

2.2.4.1.2.Assigned Vehicle Cards...... 12

2.2.4.1.3.Lost or Stolen Cards...... 12

2.2.4.1.4.Damaged Cards...... 12

2.2.4.1.5.Gasoline...... 12

2.2.4.1.6.Diesel...... 13

2.2.4.1.7.Service and Maintenance...... 13

2.2.4.1.7.1.Maintenance Cards...... 13

2.2.4.1.8.Station/Attendant issues...... 13

2.2.4.2.Refueling Best Practices...... 13

2.2.5.Cold Plate Body Operations...... 14

2.2.5.1.Cold Plate Best Practices...... 14

2.2.5.2.Defrosting Cold Plate Compartment...... 14

2.2.5.2.1.Defrost Cleaning...... 14

2.2.5.3.Cleaning Cold Plate Body...... 15

2.2.6.Dry Box Body...... 15

2.2.6.1.Clean Interior Weekly...... 15

2.2.6.2.Chest Freezers...... 15

2.2.6.2.1.Chest Freezer Cleaning...... 15

2.2.6.3.Chest Freezer Mats...... 15

2.2.6.4.Consolidate Product...... 15

2.2.6.5.Dry Ice...... 15

2.2.7.Winter Operation...... 16

2.2.8.Vehicle Breakdown...... 16

2.2.9.Vehicle Keys...... 16

2.2.10.Vehicle Parking...... 16

2.2.11.Vehicle Cleaning...... 16

2.2.11.1.Interior of Cab...... 17

2.2.11.2.Exterior...... 17

2.2.12.Vehicle Expenses...... 17

2.2.12.1.Purchase Orders...... 17

2.2.12.2.Vehicle Expense Authorization...... 17

2.2.12.2.1.Vehicle Expense Authorization Form...... 17

2.3Hours of Service Guidelines...... 18

2.3.1.Hours of Service Guidelines Intent...... 18

2.3.2.Introduction to Hours of Service...... 18

2.3.3.Who is Regulated...... 19

2.3.4.Federal Requirements...... 19

2.3.4.1.11 Hour Driving Rule...... 19

2.3.4.1.1.Adverse Driving Conditions...... 20

2.3.4.2.14 Consecutive Hours...... 20

2.3.4.3.16 Consecutive Hours...... 20

2.3.4.4.60 Hour Rule...... 20

2.3.4.5.10 Consecutive Hours Off-Duty...... 20

2.3.4.6.34 Hour Restart...... 20

2.3.4.7.Condensed Rules...... 21

2.3.4.8.On-Duty Time...... 21

2.3.4.9.Days Off, Holidays and Vacations...... 21

2.3.4.10.Duty Status Records...... 21

2.3.4.10.1.Drivers Time Record...... 21

2.3.4.10.2.Drivers Daily Log...... 22

2.3.4.10.3.DVIR Drivers Vehicle Inspection Report...... 23

2.3.4.11.Duty Status Record Retention...... 23

2.3.4.12.Law Enforcement Penalties...... 23

2.3.4.13.Auditing...... 24

2.3.4.14.Disciplinary Action...... 24

2.3.4.15.Conclusion...... 24

2.3.4.16.Drivers Time Record (sample)...... 25

2.3.4.17.Drivers Daily Log (sample)...... 26

2.3.4.18.DVIR Drivers Vehicle Inspection Record (sample)...... 27

2.4Store Service Equipment...... 28

2.4.1.Signing for Equipment...... 28

2.4.2.Stolen Equipment...... 28

2.4.3.Spot Inspections...... 28

2.4.4.Employment Termination...... 28

2.5Truck Loading Procedures...... 28

2.6Driver Certification Training Program...... 28

  1. Logistics29
  2. District Schedules...... 29
  3. District Work Week...... 29
  4. District Holiday & Out of District Meetings or Events...... 29
  5. District Schedule Changes...... 29
  6. Route Structure30
  7. Warehouse30
  8. Product & Inventory...... 31
  9. Inventory Problems...... 31

DOM Rev-0407111

1. Fleet Operations

DOM Rev-0407111

1.1Vehicle Safety

1.1.1 Open

1.1.2Guidelines

The Britt Hunt Company, LLC recognizes that the employees are our most valuable assets, as well as our most important contributors to continued growth and success. Our company is firmly committed to promoting safety and responsible driving for all of its employees. To ensure this commitment is followed through, the Company has adopted a vehicle policy which requires all employees who operate company owned, leased/rented, or car allowance vehicles during the performance of their jobs to do so in a lawful and safe manner. Use of the aforementioned vehicles will be strictly for the business of the Company and will by no means be considered available for personal use in any way. It is the driver's responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and/or property damage. The attitude you take when behind the wheel is the single most important factor in driving safely. As such, the Company expects each driver to drive in a safe and courteous manner pursuant to the following operational rules.

1.1.3 Driver Eligibility

Motor carriers must assure all drivers of commercial motor vehicles meet the minimum qualifications specified in FMCSR 391. A driver must meet the following requirements:

  • Be in good health and physically able to perform all duties of a driver.
  • Be at least 21 years of age.
  • Speak and read English well enough to converse with the general public, understand highway traffic and signals, respond to official questions, and be able to make legible entries on reports and records.
  • Be able to drive the vehicle safely.
  • Know how to safely load and properly block, brace, and secure the cargo.
  • Have only one valid commercial motor vehicle operator's license.
  • Provide an employing motor carrier with a list of all motor vehicle violations or a signed statement that driver has not been convicted of any motor vehicle violations during the past 12 months. A disqualified driver must not be allowed to drive a commercial motor vehicle for any reason.
  • Pass a driver's road test or equivalent.
  • Complete an application for employment.
  • Possess a valid medical certificate.

1.1.3.1 Driver Qualification File

The carrier is required to maintain a Driver Qualification File on all CMV drivers (FMCSA 391). The file must include:

  • Drivers Application for Employment – A person will not be allowed to drive a commercial motor vehicle unless he/she has completed and signed an application for employment.
  • Inquiry to Previous Employers (3 years) – An investigation of the drivers employment record during the preceding three years. This investigation must be made within 30 days of the date his/her employment begins
  • Annual Review of Driving Record – At least once every 12 months, a motor carrier must review the driving record of each driver. A note stating the results of this review shall be included in the Driver’s Qualification File.
  • Annual Drivers Certification of Violations – At least once every 12 months, a motor carrier must require each driver it employs to prepare and furnish a list of all violations of motor vehicle traffic laws and ordinances during the previous 12 months.

DOM Rev-0407111

  • Drivers Road Test Certification or Equivalent – A person must not be allowed to drive a commercial motor vehicle until he/she has successfully completed a road test to ensure that the employee has the skills necessary to safely operate the vehicle to which he/she will be assigned.
  • The road test must be conducted by a competent examiner (ideally someone who has had experience in operating the type of vehicle the driver will be tested on), and the test must be of sufficient duration to properly evaluate the driver’s skill. The results of the test must be documented on a road test form and a certificate of road test form must be completed.
  • Medical Examinations – The driver must pass a medical examination conducted by a licensed health care professional. A driver must be issued a Medical Examiners Certificate, which must be carried with them at all times and be renewed every two years.

1.1.3.2 Critical Notification

Drivers must report the following items to Fleet Operations immediately:

  • Any employee who has a driver license revoked or suspended shall immediately notify Fleet Operations and discontinue operation of the company vehicle. Failure to do so may result in disciplinary action, including dismissal.

All accidents, regardless of severity, must be reported to the police and Fleet Operations. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, including dismissal.

Drivers must immediately report all summonses received for moving violations during the operation of a company vehicle.

1.1.3.3Termination of Driving Privileges

  • All Type ‘A’ Violations (as defined below) will result in termination of driving privileges for employees and will disqualify any potential driver employees.

1.1.3.3.1 Type ‘A’ Violations

An employee who commits one Type ‘A’ violation will be suspended until after a review by the Accident Review Board.

  • Driving While Intoxicated
  • Driving While Under the Influence of Drugs
  • Negligent Homicide Arising out of the use of a Motor Vehicle (gross negligence)
  • Operating During a period of Suspension or Revocation
  • Using a Motor Vehicle for the commission of a Felony
  • Aggravated Assault with a Motor Vehicle
  • Operating a Motor Vehicle Without the Owner’s Authority (grand theft)
  • Permitting an Unlicensed Person to Drive
  • Reckless Driving
  • Speed Contest (racing)
  • Hit and Run (Bodily Injury or Property Damage)
  • Using a CMV to violate and Out-of-Service Order
  • Leaving the scene of an accident
  • Excessive speeding: described as driving 15 mph over the posted speed limit.

1.1.3.3.2 Type ‘B’ Violations

  • All Moving Violations not listed as Type ‘A’ Violations

1.1.3.4 Restricted from Driving

Any driver (Employees or Applicants) showing one of the following (within a 3 year period) will be subject to corrective action, up to and including, termination:

Preventable Accidents & Tupe ‘B’ violations:

  • A combination of four preventable accidents & violations in any vehicle could result in termination.
  • First offense in any company vehicle – Corrective action and subject to termination depending on the severity and driver history.
  • Second offense in any company vehicle – Suspension and subject to termination depending on the severity and driver history.
  • Third offense in any company history – Subject to termination.

1.1.3.5 Medical Examiners Certificate and Driver License Renewals

All commercial vehicle drivers are required to carry a current Medical Examiners Certificate and Driver License.Fleet Operations tracks the expiration date of all Medical Examiner Certificates and Driver Licenses.

  • Required to Drive- By DOT regulations you cannot drive a commercial motor vehicle with an expired Medical Examiners Certificate or Driver License.
  • Notification of Renewal Date - A notification will be sent out to the DMthirty days prior to expiration. Follow instructions for renewal in a timely manner.
  • Renewal Complete Notification – Call Fleet Operations when you have completed your renewal and then fax a copy of your new Medical Examiners Certificate or Driver License to Fleet Operations on the evening of completion.

1.1.4Driver Safety Rules

Employees are expected to take all steps necessary in avoiding endangering themselves and others while operating company or company-sponsored vehicles on company business. To ensure this, employees authorized to operate company/company-sponsored vehicles are expected to adhere to the following safety rules:

  • Authorized Personnel - Company vehicles are to be driven by authorized personnel only, except in emergencies, or in case of repair testing by a mechanic. Spouses, family members, or outside parties are not authorized to drive or ride in company vehicles with the following two exceptions:

a)Potential hires for the purpose of the ride day.

b)Current or potential customers are permitted to ride in a company vehicle ‘for business purposes only’.

Any other activity where an outside individual is driving or riding in a company vehicle is unauthorized. Please note, any individual that disregards this company policy and as a result, someone becomes injured, the employee can be held personally liable.

  • Cellular Phones - Cell phones are not to be used while drivingas such distractions can cause accidents and injuries.
  • If cellular phone communication is necessary during vehicle operation, a hands-free device with voice dialing must be utilized. Key pad dialing is prohibited while operating a motor vehicle
  • Employees are prohibited from text messaging, surfing the Internet, receiving or responding to email while driving.
  • Employees are also required to comply with all state and local laws regarding the use of cell phones while driving.
  • Driving Impaired - No driver shall operate a company vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication.
  • Lights Required - Head lights shall be used 1/2 hour after sunset and 1/2 hour before sunrise, or during inclement weather or at any time when a distance of 500 feet ahead of the vehicle cannot be seen clearly.
  • Speed Limits - Drivers must honor posted speed limits. In adverse driving conditions, reduce speed to a safe operating speed consistent with the conditions of the road, weather, lighting, and volume of traffic. Tires can hydroplane on wet pavement at speeds as low as 40 MPH.
  • Radar Detectors - The use of radar detectors in company vehicles is prohibited
  • Seat Belts - All drivers and passengers operating or riding in company vehicles must wear seat belts, even if air bags are available. The number of passengers should never exceed the number of fixed seats with proper safety restraints.
  • Under the Influence - The use of a company vehicle while under the influence of intoxicants and other drugs is forbidden and is sufficient cause for discipline, including dismissal.
  • Vehicle Security - Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended. If the vehicle is left with a parking attendant, only the ignition key is to be left.

1.1.4.1 Citations

Drivers cited for failure to follow D.O.T Motor Carrier Safety Regulations, State and Local laws, will be required to pay all fines imposed.

1.1.5Defensive Driving Rules

  • Backing - Avoid backing where possible, but when necessary, keep the distance traveled to a minimum and be particularly careful.
  • Check behind your vehicle. Operators of heavy trucks should walk around their vehicle before backing and/or have someone guide you.
  • Back to the driver’s side. Do not back around a corner or into an area of no visibility.
  • Blind Spots - Avoid driving in other driver's blind spots; attempt to maintain eye contact with the other driver, either directly or through mirrors.
  • Intersection - Be alert of other vehicles, pedestrians, and bicyclists when approaching intersections. Never speed through an intersection on a caution light. Approach a stale green light with your foot poised over the brake to reduce your reaction time should it be necessary to stop. When the traffic light turns green, look both ways for oncoming traffic before proceeding.
  • Left Turns - When waiting to make left turns, keep your wheels facing straight ahead. If rear-ended, you will not be pushed into the lane of oncoming traffic.
  • Safe Stopped Distance - When stopping behind another vehicle, leave enough space so you can see the rear wheels of the car in front. This allows room to go around the vehicle if necessary, and may prevent you from being pushed into the car in front of you if you are rear-ended.
  • Passing or Changing Lanes - When passing or changing lanes, view the entire vehicle in your rear view mirror before pulling back into that lane.
  • Safe Following Distance - Drivers are required to maintain a safe following distance at all times. To estimate your following distance, pick a stationary object ahead of you. As the vehicle in front of you passes the object, begin counting 1001, 1002, 1003, etc. until you reach the same object. This counts the number of seconds between you and the vehicle ahead of you.
  • Drivers of passenger vehicles should keep a two-second interval between their vehicle and the vehicle immediately ahead. During slippery road conditions, the following distance should be increased to at least four-seconds.
  • Drivers of heavy trucks should keep a minimum of a three-second interval when not carrying cargo; and at least four-seconds when fully loaded. Following distance should also be increased when adverse conditions exist.
  • Turn Signals - Drivers must use turn signals to show where they are heading, while going into traffic and before every turn or lane change.
  • Yield Right of Way - Drivers must yield the right-of-way at all traffic control signals and signs requiring them to do so. Drivers should also be prepared to yield for safety's sake at any time. Pedestrians and bicycles in the roadway always have the right-of-way.

1.1.6 Remedial Training

Depending on the severity or number of MVR indicated moving violations within any one-year period. Drivers may be required to attend a safe driving school on their own time and expense.

1.1.7Accidents

Accidents fall into one of three categories:

1.1.7.1 DOT Recordable Accident

A DOT recordable accident is defined as an occurrence involving a CMV operating on a public road which results in:

  1. A fatality; or
  2. Bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or
  3. One or more motor vehicles incurring disabling damages as a result of the accident, requiring the vehicle to be transported away from the scene by a tow truck or other vehicle.

1.1.7.1.1 Accident Register

FMCSR 390.15(b) requires that the motor carrier maintain, for a period of three years after an accident occurs, an Accident Register containing the following information:

  1. Date of the accident;
  2. City and state where the accident occurred;
  3. Driver’s name;
  4. Number of injuries;
  5. Number of fatalities; and
  6. Whether or not hazardous materials, other than fuel from the fuel tanks of the vehicles involved in the accident, were released.

1.1.7.2 Routine Accidents

Routine Accidents are all accidents not covered by DOT Recordable Accidents and involve a third party, person or property or require an insurance claim for damages to company property.