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FLEET SAFETY POLICIES

Company Vehicle Fleet Policy

Overview

As a driver of a company vehicle, the authorized driver has been given certain privileges. He/she assumes the duty of obeying all motor vehicle laws, maintaining the vehicle properly at all times and, otherwise, following the policies and procedures outlined in the following.

President

Fleet Administrator

Vehicle Fleet Purpose

Company vehicles are provided to support business activities and are to be used only by qualified and authorized employees. They are not to be considered a part of an employee’s compensation and must not be used as an inducement for employment. In all cases, these vehicles are to be operated in strict compliance with motor vehicle laws of the jurisdiction in which they are driven and with the utmost regard for their care and cost-efficient use.

Company vehicles may not be used for business activities of other companies.

Company vehicles may not be driven to Mexico.

Driver Licensing

Company drivers and anyone authorized to drive the company vehicles must have a valid driver’s license issued in the state of residence for the class of the vehicle being operated and must be able to drive a vehicle. Obtaining a driver’s license is a personal expense.

Driver Qualifications

Driver qualifications are as follows:

  1. Authorized employee of company.
  2. Must be at least 21 years of age.
  3. Have at least one year of experience in the class of vehicle operated.
  4. Must meet licensing requirements.
  5. Will not qualify for a company vehicle if, during the last 36 months, the driver had any of the following experiences:

·  Been convicted of a felony.

·  Been convicted of sale, handling or use of drugs.

·  Has automobile insurance canceled, declined or not renewed by a company.

·  Been convicted of an alcohol- or drug-related offense while driving.

·  Had driver’s license suspended or revoked.

·  Been convicted of three or more speeding violations or one or more other serious violations.

·  Been involved in two or more chargeable accidents.

Review of Motor Vehicle Record

State Motor Vehicle Records (MVRs) will be used as the source for verifying driver history. MVRs will be obtained and reviewed at least annually. Driving privileges may be withdrawn or suspended and/or the company vehicles removed for any authorized driver not meeting the above requirements. In addition, appropriate disciplinary action may be taken.

Personal Use

Company vehicles are provided primarily for business purposes; however, occasional personal use is permitted. Personal use is a privilege extended only to the authorized employee. The privilege of personal use may be withdrawn at any time without notice by the company.

The following rules apply to personal use of company vehicles:

  1. Only authorized employee may drive.
  2. The company vehicle may only be used for incidental trips within 25 miles of your home.
  3. Personal trailers, including boat and recreational vehicles, are not to pulled.
  4. Company vehicle is not to be driven while under the influence or alcohol or any controlled substance.

5.  Possession, transportation or consumption of alcohol or illegal drugs by anyone in the vehicle is not allowed.

  1. Driver and all passengers must wear available personal restraints.
  2. Report any accident immediately to police and your manager.

Any exceptions to these rules requires advance, written approval by approved company manager or officer. Violation of these rules will result in disciplinary action from removal of driving privileges up to and including discharge.

Maintenance

Authorized drivers are required to properly maintain their company vehicles at all times. Vehicles should not be operated with any defect that would inhibit safe operation during current and foreseeable weather and lighting conditions. Preventive maintenance such as regular oil changes, lubrication and tire pressure and fluid checks determine to a large extent whether you will have a reliable, safe vehicle to drive and support work activities. You should have preventive maintenance completed on your vehicle as required in the owner’s manual. This service should be done at one of the following: ______, ______and ______. The invoice for preventive service should be submitted with your expense account.

Vehicle repairs or service in excess of $50 must have prior approval by ______(manager).

Personal Cars Used on Company Business

The company does not assume any liability for bodily injuries or property damage the employee may become personally obligated to pay arising out of an accident occurring in connection with operation of his/her own car. The reimbursement to the employee for the operation of his/her car on company business includes the allowance for the expense of automobile insurance. You are required to have minimum liability limits of $______. The company does not specify and assumes no responsibility for any other coverage employees carry on their own cars since this is a matter of individual status and preference.

Traffic Violations

Fines for parking or moving violations are the personal responsibility of the assigned operator. The company will not condone nor excuse ignorance of traffic citations that result in court summons being directed to itself as owner of the vehicle.

Each driver is required to report all moving violations to the ______within 24 hours. This requirement applies to violations involving the use of any vehicle (company, personal or other) while on company business. Failure to report violations will result in appropriate disciplinary action.

Please be aware that traffic violations incurred during non-business (personal use) hours will affect your driver as well and are subject to review.

Accidents Involving Company Vehicles

In the event of an accident:

  1. Do not admit negligence or liability.
  2. Do not attempt settlement, regardless of how minor.
  3. Get name, address and phone number of injured person and witnesses, if possible.
  4. Exchange vehicle identification, insurance company name and policy numbers with the other driver.
  5. Take a photograph of the scene of accident, if possible.
  6. Call the police if injury to others is involved. You may want to call police even if there are no injuries.
  7. Complete the accident report in your vehicle.
  8. Turn all information over to your ______with in 24 hours.

Thefts

In the event of theft of company vehicle, notify local police immediately.

Driver Responsibilities

Each driver is responsible for the actual possession, care and use of the company vehicle in their possession. Therefore, driver’s responsibilities include but are not limited to the following:

  1. Operation of the vehicle in a manner consistent with reasonable practices that avoid abuse, theft, neglect or disrespect of the equipment.
  2. Obey all traffic laws.
  3. The use of seat belts and shoulder harness is mandatory for driver and passengers.
  4. Adhering to manufacturer’s recommendations regarding service, maintenance and inspection. Vehicles should not be operated with any defect that would prevent safe operation.
  5. Attention to and practice of safe driving techniques and adherence to current safety requirements.
  6. Restricting the use of vehicles to authorized driver only.
  7. Reporting the occurrence of moving violations.
  8. Accurate, comprehensive and timely reporting of all accidents by an authorized driver and thefts of a company vehicle to the company ______.

Failure to comply with any of these responsibilities will result in disciplinary action.

Preventable Accidents

A preventable accident is defined as any accident involving a company vehicle – whether being used for company or personal use – or any vehicle while being used on company business that results in property damage and/or personal injury, and in which the driver in question failed to exercise every reasonable precaution to prevent the accident.

  1. Classification of preventable accidents

·  Following too close

·  Driving too fast for conditions

·  Failure to observe clearances

·  Failure to obey signs

·  Improper turns

·  Failure to observe signals from other drivers

·  Failure to reduce speed

·  Improper parking

·  Improper passing

·  Failure to yield

·  Improper backing

·  Failure to obey traffic signals or directions

·  Exceeding the posted speed limit

·  Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) or similar charges.

  1. Fines for preventable accidents

In order to remind drivers of their responsibility to drive defensively, a fee will be charged to the driver for each preventable accident as defined above. This fee, which applies to each accident, will be capped at the lesser of the actual damages or $500. This is a mandatory fine. Any exceptions to this policy will require the approval of ______.

I have read and will abide by the conditions as stated in this document regarding the operation of any vehicle for company business.

Name (printed)

Signature Today’s date

Witness Today’s date

Driver Selection And Screening

Why is proper driver selection and screening important to your company?

Reduce losses

The old adage, “you hire your problems,” is absolutely true. Whether you are hiring company drivers or contracting with owner operators, proper selection and screening of drivers is the single most effective method of minimizing losses. Although training and supervision are important loss control measures, they are often ineffective on individuals with poor attitudes. The time spent screening applicants will reduce the time and expense of handling claims and personnel problems.

Minimize liability in the event of a serious loss

When a serious loss occurs, you will save yourself and your company untold dollars and grief if the driver involved has been properly screened and certified. If your company neglected to do adequate background checks, it can come back to haunt you. You could face negligent hiring suits if information is discovered that your company should have uncovered before hiring or certification. This is when the shortcuts to clear drivers in order to move freight can become very costly.

Prevent customer relations problems and personnel problems.

Proper selection and screening of drivers not only reduces auto liability losses but prevents customer relations problems as well. Very often, a driver that creates a problem with one of your shippers has had a history of similar behavior with previous employers. Good customers are hard to get and keep; you don’t need to hire drivers to lose customers for you.

D.O.T. minimum driver requirements Federal Motor Carrier Safety Regulations part 391.11

·  Age 21 (usually 18 if intrastate)

·  Read and speak English

·  Capable of safely operating the type of motor vehicle to be driven

·  Knowledge of proper methods to load, distribute, and secure cargo

·  Familiar with proper securement methods

·  Physically qualified

·  Valid CDL

·  List of driving violations

·  Not presently disqualified under 391.15

·  Successfully completed road test or has equivalent

·  Application for employment

Driving Record

Drivers with accidents and violations are more likely to be involved in accidents than drivers with clear driving records. The motor carrier needs to establish driving performance standards for prospective and current employees. Motor Vehicle Records (MVRs) can provide valuable data for employers. First, the MVR verifies that the prospective or current employee has a current and valid operators' license. More importantly, the MVR provides documented evidence of a driver's habits, attitudes, and capabilities. Verify that the applicant has the proper class commercial driver's license (CDL) and proper endorsements for the equipment to be operated. The driver’s license state of issue must be the same as the driver’s state of residence. Although the commercial driver’s license information system will eventually eliminate the need to order past records from previous states, at present, it is best to order previous records. At present, all states do not have the capability, personnel or concern to forward violations to other states. Do not assume that all previous violations from former licenses are included in the record of the present state of license. Most records are available within one to two days. Many service companies can provide the driving record to you within minutes for several of the states. Never accept a copy provided by an applicant. It is not difficult to modify a driving record.

Driving Qualification Standard for Prospective Employees

Examples of acceptable MVRs might include:

·  No major violations in the past three years.

·  Maximum of one ordinary moving violations with one at-fault accident in the last three years.

·  Maximum of three ordinary moving violations in the past three years with no at-fault accidents.

Examples of MVRs that would be unacceptable for prospective drivers:

·  Conviction for driving while impaired (DWI, DUI), within the last five years.

·  Conviction for death by vehicle, hit and run, racing, careless and reckless driving, implied consent, speeding tickets of 75 mph or more, or more than 15 mph above the legal limit.

·  Conviction of more than two ordinary traffic violations, or more than one chargeable accident, combined with one or more violations in the past 12-month period.

·  Suspension or revocation of driver's license within the last three years for extended periods of time or multiple suspensions.

Management should evaluate driver performance during annual performance reviews and after vehicular accidents. One step in this process is to develop standards for reviewing driver's violation records. These standards should distinguish between serious and non-serious violations.

The following are examples of serious and non-serious violations.

Serious

·  Leaving the scene of an accident

·  Reckless/careless driving

·  Speeding more than 15 mph over posted limit

·  Driving under the influence of alcohol or drugs

·  Use of vehicle in drug trafficking, reckless homicide, soliciting or unlawful use of weapons

·  Driving under suspension or revocation

·  Fleeing a police officer

·  Vehicle theft

·  Chemical test refusal

·  Improper or illegal lane change

·  Following too close

Less serious

·  Stop sign and traffic signal offenses

·  Speeding less than 15 mph over limit

·  Improper turns, failure to signal, failure to yield, improper backing

·  Operating a defective vehicle

·  Failure to observe a funeral procession, crossing a fire hose

·  Seat belt violation

·  Registration, overweight or permit violations

Experience

Effort should be made to hire drivers with at least two years’ recent experience on the type of vehicles your company operates. Although less-experienced drivers may not have more serious losses than experienced drivers, they do tend to have a higher frequency of accidents. Some segments of the industry experience high turnover and chronic driver shortages. Many companies find it necessary to hire drivers with less experience or hire directly from driving schools in order to maintain an adequate supply of drivers. If this is done, a comprehensive company training program is a necessity. This should include at least four weeks or more with adequately trained and supervised driver trainers.