Introduction
The following useful tips and suggestions were prepared for ERV crews assigned to national disaster relief operations to make life a little easier for the newer drivers.
Throughout the following pages you will notice a recurring phrase. Know what you are driving. This will make your life much easier when on the road!
Know What You Are driving
The national fleet is an assortment of approximately 320 vehicles, fueled by both gasoline and diesel engines.
National Headquarters is in the process of phasing out gasoline powered Emergency Response Vehicles and going to an all diesel fleet. Currently, less than a third of the fleet remains gasoline powered.
ERV replacement drivers and any crew picking up a unit from a custodial chapter should determine whether the vehicle is gasoline or diesel and the gross vehicle weight before leaving the parking lot. This information will help you during the refueling process, or should you experience a mechanical breakdown or tire failure.
Assignment Planning
This is something to consider while driving to or from a disaster assignment. Think in advance what months you will be available for call out and advise your Emergency Services department so the director can staff the ERV in a timely manner.
Chapters are scouring the countryside in search of qualified ERV drivers, because the custodial chapter is unable to staff the vehicle as required by the Custodial Agreement. Do yourself (and your chapter) a favor and sign up in advance for ERV duty.
This simple act can save valuable time when recruiting ERVs and providing service to our clients!
Tire Failure –Flats
We cannot stress enough the importance of ERV crews checking the vehicle tire pressure every morning as they prepare to drive to the kitchen or warehouse to begin their daily assignment(s). This simple act of preventative maintenance may very well save the lives of the ERV crews!
Know what you’re driving! Should you discover the ERV has a flat tire, do not attempt to change the tire even though some vehicles are equipped with spare tires. Truck tonnage varies with gasoline and diesel vehicles. When you call the PHH Fleet Maintenance service advisor for assistance, the ERV crew will be asked:
Unit number
PHH card number
Location and address of the breakdown - access around the truck.
Tire size and load range (see door plate for proper size)
Gasoline trucks require one size, load range “D”
Diesel trucks require different size, load range “E’
Spare on board -- inflated or not
Is the flat on road side or passenger side - front wheel or rear wheel?
Is flat on rear dual wheel - inside or outside?
This information will help PHH contact the proper tire vendor and tow company, if needed and will help you get back on the road quicker and safer!
Drowsy Driving
Much discussion has been recently generated and many articles written about the subject of drowsy driving. Several medical research institutions and highway safety organizations have addressed the issue of operating a vehicle while drowsy. At least 100,000 accidents, 71,000 injuries and over 1,500 deaths occur annually, the result of sleep deprived drivers behind the steering wheel!
Research completed by various organizations now show the dangers associated with drivers who get less than eight hours or more of continuous sleep. Six or seven hours sleep is not enough — drivers are twice as likely to have a fatigue related accident! And being up for 24 hours straight is like being legally drunk in several states!
There is a reason why National Fleet Operations is against late night driving. On long trips, often motoring on unfamiliar roads in less than favorable or unstable weather conditions, ERV teams are more prone to accidents. Also, our volunteer base may be taking medications that make drivers sleepy and inattentive to highway conditions.
Macho-men and Super-women need not apply to operate five to seven ton vehicles down a lonely highway or busy city street. No job is so important or task so urgent that we cannot take the time to perform our assigned duties in a safe manner!
ERV drivers and the ECRV
As a qualified ERV driver, you have been checked out to operate the “large mobile blind spot” across the nation’s highways, country roads, inner city corridors and small town cross streets.
Not every volunteer or paid staff member is qualified to drive and operate an Emergency Response Vehicle - you are special! However, just because you have been checked out on an ERV does not mean you are qualified to operate other specialty vehicle in the national fleet. What we wish is to protect you, the driver, in this age of liability and litigation.
If you are approached on a disaster relief operation to drive one of the Emergency Communications Response Vehicles (ECRV), please notify the Transportation or the Material Services Supervisor immediately. The majority of our staff realizes that a Commercial driver License is required to operate tractor-trailers, buses and other vehicles utilizing air brakes or which are in excess of 26,000 pounds. Note – the ERV does not require a commercial drivers license.
Other staff members may not understand the special requirements necessary to drive and operate the Emergency Communications Response Vehicles (ECRV) strategically located within the nation.
ECRV drivers receive special training and possess a separate ARC license which they must show to the Transportation/Material Services function when on a national assignment. There are Risk Management issues that must be addressed when operating these specialty vehicles.
Diesel Start-up And Shut-down Procedures
National Fleet Operations recommends the following procedures for all diesel powered ERVs, regardless of the cargo box, manufacturer, or model year.
Staring the ERV:
1. Unlock and open cab door.
2. Turn “kill switch” on side of driver’s seat to “On” position. Note the latest vehicles do not have a “kill switch."
3. Insert ignition key, turn key but do not crank engine.
4. “Wait to Start” message (red or amber light) will show on dash display. When light goes out...
5. Turn key and crank engine. Do not depress accelerator pedal.
6. After truck has started, flip “Master Switch” rocker switch on console to “On” position.
Stopping the ERV:
1. Secure cargo area of vehicle.
2. Turn “Master Switch” on console to “Off” position.
3. Remove ignition key.
4. Step down from cab and throw “kill switch” to “Off” position.
5. Lock cab door(s).
PHH Fleet Maintenance Card
The fleet maintenance card should be left in the vehicle at all times!
Each national asset (ERV, SERV, and LIRV) is assigned a fleet maintenance card to be used only for that numbered vehicle. Do not use any other PHH card other than the one assigned to your particular vehicle, since this will affect the master vehicle records maintained by National Headquarters. It is recommended that the PHH Card be kept in the Corporate Lodging Book along with the Corporate Lodging Card.
The PHH card is also used for all mechanical repairs or preventive maintenance required for the national asset without regard for the location or assignment! Note: The small black numbers at top of card is the number used for maintenance. The embossed numbers on the bottom is for fueling only.
Abuse or misuse of the fleet card may result in the cancellation of that card, delaying necessary repairs and preventive maintenance for the vehicle in question.
Drivers should write on all receipts --fuel and maintenance -- the 4 digit national asset number (found on the hood, cab or rear of the vehicle) and sign the receipt. Receipts should be surrendered to the driver’s immediate function supervisor, i.e. Community Services or Material services for ERV, LIRV and SERV vehicles.
Refueling with the PHH Card
When the ERV is activated for a national assignment, NHQ picks up the cost of both fuel and maintenance for the duration of the DRO. This includes the expense of traveling to, during, and returning the vehicle with a full fuel tank to the custodial chapter at the conclusion of the DRO.
Always check with the fuel station attendant to verify the station will accept the PHH Fleet Maintenance card before activating the pump to fill the tank.
Know what you are driving -- a diesel or gasoline powered engine. Do not fill a diesel engine truck with gasoline and vice versa. Should the vehicle be fueled with the wrong fuel and has not been cranked to start, the fuel tank should be drained and re-fueled. Otherwise, the truck must be towed to a dealer to have the tank drained, fuel filters and fuel pump replaced and evaluated for additional engine repair before the unit can be returned to service. Should this happen, the truck will be out of commission for at least a week.
When refueling a national vehicle, the driver may be asked for the vehicle mileage and will be asked for a personal identification number or PIN for that unit. All national assets to have the same PIN number -
547837.
Miscellaneous Purchases On PHH Card
Some confusion exists about purchasing oil, wiper blades and windshield solvent, transmission and power steering fluids, replacement bulbs and headlights for the ERVs at regular fuel stations or truck stops. The station attendant may or may not permit the purchase to be charged to the PHH card -- it is the decision of the attendant and station policy.
The fuel portion of our fleet cards is restricted to “fuel only” to prevent fraud and misuse of the card by unsuspecting (or not) drivers of national assets.
If the station attendant will not add the desired items to the bill, do not argue the issue! The attendant is only abiding by station or company policy.
Miscellaneous equipment can be purchased at vendors with ARC national accounts in place. The following vendors will permit purchases of ancillary supplies and equipment to be charged to the PHH card:
Firestone Tires and Service Centers
Goodyear / Gemini Service Centers
Pep Boys stores
A fourth vendor, Michelin Centers, has a national account with ARC but has limited outlets thus reducing our usage on DROs.
Clean That Windshield
It always helps when you can see where you are heading, thus the importance of a clean windshield -- inside and out!
Consider treating the outer windshield of the ERV with a water repelling coating of Rain-X or similar substance once a month. This will improve visibility in rain, snow, sleet, an attack of bugs or overhead flight of birds. These products can be applied by wiping or spraying the outer windshield surface.
Don’t forget to clean the interior windshield with glass cleaner to prevent glare build-up. It is dangerous driving into the sun, trying to steer the ERV in traffic or along a winding, country road. It is equally dangerous to drive at night with oncoming headlight distortion in traffic or on secondary roads.
This is a safety issue.
Mechanical Breakdowns -- National Response
Unfortunately our vehicles break down due in part to the extreme driving conditions the ERVs operate. Failure of custodial chapters to follow the prescribed maintenance requirements as described in the Standards and Processes Guidelines contribute to a majority of mechanical breakdowns.
If working a national disaster, contact your immediate supervisor and give the kitchen your location. Determine if the crew or the kitchen will contact PHH Fleet Maintenance and if a tow is necessary.
Know what you are driving! Every time you step into the cab of an EIV, ask yourself if you’re driving a gasoline or diesel fueled vehicle. There are still a few chapters that have both types of national assets for their use.
The PHH service advisor will ask the following questions, including the location of the out-of-service vehicle’s mechanical problem:
1) ERV number
2) PHH card number (or last eight characters of the VIN)
3) Crew member driving the unit and telephone number where crew can be contacted
4) Model year - see driver side door plate.
5) Weight of truck - for tow operator information.
1990-1991/ 10,300 pounds
1993-1994 / 11,200 pounds
1996-1997/ 11,700 pounds
1999-Present / 14,050 pounds
With the above information, the repair process can begin.
Mechanical Breakdowns -- Local Operations
Unfortunately, our vehicles break down due in part to the extreme driving conditions the ERVs operate. Failure of custodial chapters to follow the prescribed maintenance requirements as described in the Standards and Processes Guidelines contribute to the majority of mechanical breakdowns.
If working a local disaster, contact the Emergency Services director and give the chapter your location. Determine if the crew or the chapter will contact the fleet maintenance company, PHH, and if a tow is necessary.
Know what you are driving! Every time you step into the cab of an ERV, ask yourself if you’re driving a gasoline or diesel fueled vehicle. There are still a few chapters that have both types of national assets for their use.
The PHH service advisor will ask the following questions, including the location of the out-of-service vehicle’s mechanical problem:
1) EV number
2) PHH card number (or last eight characters of the VIN)
3) Crew member driving the unit and telephone number where crew can be contacted