Automobile Fleet Safety Manual. William Gallagher Associates Automobile Fleet Manual 1

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1 Automobile Fleet Safety Manual William Gallagher Associates Automobile Fleet Manual 1

2 Table Of Contents Mission Statement 3 Company Rules and Regulations 4-5 Driver Qualifications 6 Drivers Licenses 6 Use of Personal Vehicles 7 Hired Car/Rental Vehicles 7 Reporting an Accident 8 Statement of Understanding 9 Motor Vehicle Report Disclosure Appendix A MVR Review Form (For Management use only) Appendix B DISCLAIMER The information provided in these materials is intended to be general and advisory in nature. It shall not be considered legal advice. William Gallagher Associates does not warrant that the implementation of any view or recommendation contained herein will: (i) result in the elimination of any unsafe conditions at your business locations or with respect to your business operations; or (ii) will be an appropriate legal or business practice. The William Gallagher Associates assumes no responsibility for the control or correction of hazards or legal compliance with respect to your business practices, and the views and recommendations contained herein shall not constitute our undertaking, on your behalf or for the benefit of others, to determine or warrant that your business premises, locations or operations are safe or healthful, or are in compliance with any law, rule or regulation. Readers seeking to resolve specific safety, legal or business issues or concerns related to the information provided in these materials should consult their safety consultant, attorney or business advisors. William Gallagher Associates Automobile Fleet Manual 2

3 Mission Statement Our company is dedicated to the safety and well being of all its employees. The purpose of this Vehicle Fleet Safety Manual is to provide our employees and managers with tools and materials to ensure the safety of all employees who drive Company vehicles. Vehicle accidents are costly to the Company but more importantly, they may result in injury to our employees, volunteers and occupants of other vehicles or pedestrians. It is the driver's responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, the Company endorses all applicable state motor vehicle regulations relating to driver responsibility. The Company expects each driver to drive in a safe and courteous manner. The behavior our drivers take when behind the wheel is the single most important factor in driving safely. Good driving performance comes from good driving habits. (PRESIDENT S SIGNATURE) William Gallagher Associates Automobile Fleet Manual 3

4 Company Rules and Regulations All employees operating a Company or personally owned vehicle for Company business and/or activities must: 1. Comply with all traffic laws at all times. 2. Maintain a current, valid driver's license that is submitted upon initial employment and may be subject to subsequent annual review. 3. Employees have an affirmative obligation to promptly notify their supervisor of any moving violation, or other violations of motor vehicle law which may affect their driver s license, insurability or restriction or suspension of their driver s license. 4. All drivers and passengers operating or riding in any vehicle must wear seat belts/shoulder harnesses, even if air bags are available. 5. The use of a company vehicle or a personal vehicle driving on Company business while under the influence of intoxicants and other drugs (which could impair driving ability) is forbidden and is sufficient cause for discipline, up to and including termination of employment. 6. No driver shall operate a vehicle when his or her ability to do so safely has been impaired by illness, fatigue, prescription medication. 7. Drivers need to be aware that cell phone use can distract the driver from his or her task, risking harm to themselves and others. Therefore the safest course of action is to refrain from using a cell phone while driving. This includes but is not limited to answering, or making phone calls, engaging in phone conversations, reading or responding to s and text messages, adjusting Global Positioning System (GPS) and accessing the internet. Supporting Facts and Statistics: Drivers who use cell phones while driving are four times more likely to be involved in a crash. (IIHS) No difference exists in cognitive distraction between hand held and hand-free devices. (NHTSA) The National Safety Council polled 2,000 members about employee use of wireless communication devices. 469 companies prohibit the use of hand held and hands-free devices while driving. 99% said productivity did not decrease. 8. No unauthorized personnel are allowed to ride in company vehicles. 9. Drivers of company vehicles are expected to promptly report mechanical problems or repair needs to management. William Gallagher Associates Automobile Fleet Manual 4

5 Driver Qualifications/Hiring Criteria: 1. Driver Records: When employment begins with, to the extent allowed by law, you will be asked to provide, or we will obtain a written history of your previous record of violations and accident experience as recorded from the state Department of Motor Vehicles records. Spouses eligible to drive company vehicles will also have their driving records checked after they have signedoff on the request. The request form that is required to obtain your and/or your spouse s driving record is noted in Appendix A. 2. Valid driver s License: A photo copy of a valid driver s license will be obtained prior to your date of hire and on an annual basis thereafter. This history will become part of your permanent employee record file. The record was reviewed with you prior to hire. Use of Personal Vehicles for Company Business When employee-owned vehicles are used for business purposes or business activities and In the event that an employee or volunteer is involved in an accident while driving his/her personal vehicle on Company business or activities, the Company may be held liable. The following procedures will be followed: Annual confirmation of personal automobile insurance. Generally, this will be done by requesting a copy of the employee s personal automobile insurance declarations page. In cases where an employee s duties require them to drive their own vehicle routinely (defined as more than once a week in a continuing fashion ) on company business the employee will be required to have the following liability limits on their personal automobile policy: $500,000 combined single limit; or $250,000 per person/$500,000 per accident/$100,000 property damage Hired Car and or Short Term Rental Vehicles Rental vehicles will be leased from (indicate vendors). Collision damage waiver will be refused. What to Do if You Have an Auto Accident Company vehicle report claim to your supervisor or insurance carrier. Note Automobile Insurance ID is located in the glove compartment. List all pertinent telephone contacts and numbers. Don t leave the scene of the accident. Take steps to prevent further accidents and/or injuries; park safely and turn on emergency flashers. Check to see if anyone is injured. Call police or have someone call for you. William Gallagher Associates Automobile Fleet Manual 5

6 Give the other driver(s) your name, your insurance company name and phone number and your driver s license. Obtain as much information as possible about the parties involved. Other vehicle driver and contact information Make of vehicle Vehicle owner (see registration) Location Police Department and the name of the investigating officer Witnesses Injuries Time of day and weather conditions Discuss specifics of the accident only with police. If you have a camera or cell phone with a camera, please take photos of the accident scene and vehicles if it is safe to do so. Employee/Driver Statement of Understanding Acknowledgement & Consent Agreement I have read (or have had read to me) understand the contents of the Vehicle Policy and agree to comply with all requirements. I have been given an opportunity to ask questions and fully understand the meaning of the policies. Additionally, I understand that I should contact a company supervisor should I have any future questions or concerns. By signing below, I acknowledge having receipt of or access to a copy of this policy and consent to agree and abide by the contents. By signing below, I further acknowledge that failure on my part to comply with any of the policies may result in disciplinary action up to and including termination of employment. NAME (PRINTED) SIGNATURE TODAY S DATE William Gallagher Associates Automobile Fleet Manual 6

7 Appendix A Note to Company Management: There are strict Federal and State laws and regulations regarding obtaining, using and sharing employment and non-employment driving records. Motor Vehicle Report Disclosure As a condition of my employment at THE NAMED INSURED, I authorize you to check my employment and / or non-employment related driving record and make that information available to your insurance agent and insurance carrier. I unconditionally release you, your agent, and insurance carrier from any and all liability relating to furnishing this information. NAME AS IT APPEARS ON LICENSE: SIGNATURE: DRIVERS LICENSE NUMBER: STATE OF LICENSING: DATE OF BIRTH: RESIDENTIAL ADDRESS: William Gallagher Associates Automobile Fleet Manual 7

8 Appendix B Driver (MVR) Evaluation Form *** NAME DATE Instructions This is a primary step but not the only step (driving test, medical, prior employment check, etc.) in the initial evaluation of a prospective driver employee. Use point evaluations on all driver applicants. If prospective driver has a driver evaluation score in excess of 6, serious consideration should be given to his/her qualifications prior to hiring. Points assignable: A. Years Driving Points POINTS Less than or more 0 B. Work History (Jobs Started Within Last 5 Years) Points POINTS None More than 2 4 C. Number of Accidents (within last 3 years) Points POINTS None D. Major Moving Violations (within last 3 years) POINTS Hit and Run; Leaving the scene of an accident Driving while impaired by or under the influence of alcohol or drugs Any felony, homicide or manslaughter involving use of motor vehicle Speeding (20 mph over limit) Reckless, negligent or careless driving License suspension or revocation Evading responsibility after an accident E. Other Moving Violations (within last 3 years) POINTS Speeding All Other 2 each 2 each GRADING: Best 0 2; Average 3 4; *Questionable 5 6; *Poor Over 6 *When grading rates out at Questionable or Poor, due to accidents & traffic convictions, consideration should be given to obtaining a 6-year driving history William Gallagher Associates Automobile Fleet Manual 8

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