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5.2. SR 06-12-2006 City of Elk River Item Number REQUEST FOR COUNCIL ACTION r- I) J..:-. Agenda Section I Meeting Date Prepared by \X' orksession Tune 12, 2006 Bruce .l\.. \Xl est, Fire Chief Item Description Reviewed by Fleet Safet\:" Program Introduction In February 2006, a Loss Control Consultant from Berkley Risk .l\dministrators (LlvfCIT) performed a site visit to tile City of Elk River. -L\s a result of that \~sit, it was recommended that the city draft a fleet safety program. Discussion Several components of a fleet safety program \vere already in place; hO'\Ve\Ter, it is beneficial to hav'e the components under one \vntten policy. _A. fleet safety program \vas drafted based on the League's model policy and all department heads ha've been given a chance to re\:ievl and suggest changes. Attachments · Fleet Safety Program Action Requested Tile Council is asked to discuss and appro\:"e the attached fleet safety program. Council Action J\lotion by Second by \Tote Follow Up . s: \ Council \Bruce \ 2006 \Safety Fleet ProSlTam. doc City of Elk River Fleet Safety Program To: 1\.11 EU1ployees TIle City of Elk Ri\Ter Safety C01ll1mttee llnderstands the itnportance of a cOlnplete fleet safety program. \'\le lla\Te decided to enl1ance the safety of tile operation of our v.ehicle fleet. \X1 e fully recognize tllat you, as a driv"er, playa key part III our lllutual effort to reduce llljuries, and property damage accidel1ts involv'ing \Tebicles. In order to ensure a safe dri\Ting en\Tirollil1el1t, tlle city is initiating a fleet safety progralTI. It is desigrled to prolllote safety a\vareness and define tlle part eacll of us plays in a continuing accident prev-ention prograln. TillS is a part of professionalislll! Tlle City of Elk River's Safety Committee \vill be 1nonitoring tlle fleet safety prograln to prOlnote lnore effecti\re results. .!\s Safety Coordinator, I \vill be responsible for carrying out tlle details of a fleet safety program and \vill be a'vailable to l1elp eacll of you in perforlning your job safely. I need your llelp alld \vant you to be constantly alert to tlle l1azards of your dri\Ting job or activities. Follo\v instluctions and u\Toid tlle "tllouglltless acts" tllat lnigllt cause you, or your feilo\v drivers, to be ll\Tolved in an accident. Don't llesitate to bring in safety suggestions to your supel\Tisor. \YJe can't address tlus issue alone, but \vitll YOll! llelp \ve can do it. Driver safety is e\Tel1Tone's respo11sibility, \ve are all in tllls togedler. .l\dditional inforlnation is attaclled to explalll tlle details of our ne"v fleet safety prograll1. E'veryone benefits '\vhen \ve stop accidents. <~f, tU'. I Br e _l-\.. \\1 est Safety Coordinator City of EII< River Fleet Safety Program ~\ fleet safety program is a managelnent systelTI containing several key elen1ents designed to help you: . Reduce vehicle accidents Reduce eluployee injuries Reduce operating costs Protect the public . . . Fleet safety is a n1anagement responsibility, and 111anagelnent lllUSt see that a prograll1 is developed, ll11plernenred, and effectively' directed. SAFETY POLICY The success of a safety progralll depends upon the involvelnent of everyone. Top ll1anagen1ent lTIUSt C0l111n1t tUne and resources, middle rnanagelnent IllUSt help lll1.plelnel1t that prograll1, and en1ployees lTIUSt be involved frolTI the start. Our safety program is Inost effective \'lhen everyone feels they have a role in the process. Our safety progran.1 is cOllunitted to a safe and healthy '.vorkforce. DRIVER MANAGEMENT 1Janaging drivers is a critical part of our fleet safety prograln. N e\v and experienced drivers bring established skills and habits, good and bad, to the job. Standards regarding driver qualifications and skills are to be enforced unifornlly. The standards tllUSt relate to the job and should reflect activities both in and outside the vehicle. IZey elelnents in a safe driver ll1anage111ent progran1 are: driver selection, driver training, and supervision Employee Screening Evaluate background, ability" and l1~ental attitude. . .A.. check of lllotor vehicle accidents, past driving records, and conviction records . 1\ personalu1tervie\v \\;J.th a responsible lnember of managen1.ent or superv.isor . CDL license holders shall take a road test in a vehicle of the type to be driven over a sll1.Ular route · ~\ check of previous en1ployer references · DOT pre-eInployn1ent for CDL drivers Training · City policy orientation . Revie\v rules and regulations regarding safety and accident reporting . Revie\v rules and procedures stressing the driver's responsibilities and duties of the job . On-the-job training covering equiplnent used, maintenance, and safe '.'lork practices . Continued in-ser\rice training based on a periodic perforlnance evaluation · .A..dvanced driver training for all CDL drivers Supervision · Observation of the driver's perforrnance . Listening to COlnments and/ or cOlllplaints of others . Remaining alert to personality and perforlnance changes ":;....... ~ 1<....1. \" er ~) . Periodic revie\v of drivers licenses of all employees \vho drive city vehicles and/ or personal vehicles for city business. Poor driving record shall result in discipline up to and including tern1ination. Encouraging a high level of perforlnance \\l a tch drivers carefully Evaluating vehicle use (or abuse) and lnaintenance practices . . . VEHICLE MANAGEMENT . \,7 ehicles should be selected \vith safety in mind, taking into account their intended and potential uses. Past experience and elnployee feedback are important along \v1.th maintenance requirements. The vehicle selection and Inaintenance policy should not be conducted on a lo\v bid basis only. IZey elelnents of safe vehicle Inanagelnent include: design, selection, and Inanagelnent. . . Design Criteria · Revie\v intended and potential uses · Revie\v accessibility! · Revise and incorporate safety features · Revie\v cOlnpatibili1:)! \vith vehicle and other storage itellls · Revie\v 111aintenance requirelnents Selection Criteria · Establish minllllulll vehicle standards, including safety · Consider "track record" of this vehicle type · Revie\v availability of vehicle service · Encourage input from Fleet lvlanagelnent COlll1mttee Vehicle Inspection and Maintenance Criteria . Set a regular Inaintenance schedule that meets Inanufacturer's suggested guidelines as a lllillllTIUl1l . Hold pre and post trip vehicle inspections 1vlake correction of safety. related. deficiencies a scheduling priority l\ifaintain individual records for each vehicle Report vehicle repair needs immediately to supervisor Set scheduled and unscheduled revie\vs of vehicle interior and exterior conditions Establish out-of-service criteria for vehicles . . . . . Inspection Regular inspection by certified personnel to include the follo\vi.ng basic 'vehicle eqUlplnent: . Condition of safety equiplnent - including elnergency flagging, reflectorized signs, flares, Erst aid equiplnent and seat belts Condition of all braking systellls, including those on trailers Condition of all lighting and signaling systellls, including those on trailers Condition of dle vehicle's body, including glass, l111rrors, door latches, etc. Condition of vehicle's frame, springs and suspension systelTIS Condition of velllcle's tires and \vheels, including spares Condition of other critical vehicle accessories, including drive train con1ponents and their fluid levels . . . . . . I~i\'er ""l , EOUIPMENT CONTROL Equipment placed in a vehicle should be designed to \vork \\l1.th that vehicle. ,i\.ccess to the ll1aterial, 111ethods of securing, and security are alnong items to consider. ~\lso, consider the effects of travel \vhen analyzing equipment and packaging needs. ~~s \vi.th the vehicle itself, key elements of safe equiplllent are: design, selection, and maintenance. Design Criteria · Revie\v intended and potential uses · Revie\v accessibility · Revie\v and incorporate safety features · Revie\v cOlnpatibilit:y \\;J.th vehicle and other storage items · Revie\v maintenance requirements Selection Criteria · Establish nUnllnUlll standards, including safety · Re,'"ie\v availability of parts and service · Encourage input froln Fleet IvIanagelnent tealn and staff Maintenance Criteria · IvIaintain equipment according to Inanufacturer's guidelines as a lnini111uln · Inspect equipment, storage containers, and "tie-do\vn" devices regularly · Store critical or safety related spare parts \vhere they are readily accessible ACCIDENT INVESTIGATION i\.ll accidents should be reported and investigated according to City of Elk River Safety policy. ~\ll vehicles shall carry accident report forms and all accidents shall be reported to the supervisor l\S.A..P. The City of Elk River has designated the Safety Cormmttee to handle accident reports and coordinate investigations. The initial investigation '\vould ordinarily be done by the inl1nediate supervisor of the eluployee involved. . The City of Elk River shall maintain a master accident report [tie. Data for each accident should include: . Elnployee nalne . Departlnent . Date . Tune . Location . Type of vehicle involved . Nature of accident . EnV1.rOnlUen tal factors . Unsafe conditions . ~~ction taken . Safety Conunittee recolllinendation . Establish a procedure for tabulating and analyzing accident data. Proper analysis of accident facts \\;).]1 sho'\v \vhere problelns are and make it possible for corrective action to take place. ~\ssist eluployees to beCOlne better drivers ~~ccidents lTIUSt be revie\ved on a non-personal basis Supervisors lTIUSt revie\v accident prevention Ineasmes \vith employees on a regular basis . . . '1........ . tZJ \'cr . .AJl eluployees (full-tUne, part-tin1e, seasonal, ten1porary, fltefighters, reserves. ..) \vho are involved in an accident \\dUle driving a city o\vned vehicle shall subnllt to drug and alcohol tests. Supervisor shallullinediately accolnpany eInployee to the testing facility. Information on the testing facility and procedure can be found in the glove compartment of the city vehicle. If this inforluation is nus sing, please contact Human Resources. SPECIAL PROGRAMS Other techniques Inay be implelnented to enhance our fleet safety program and help Iuake it \vork 1110re smoothly. Continued safety a\vareness by City of Elk River personnel is the key to an effective fleet safety progralll. S011le exalnples of safety a\vareness include: . Regular exhibits of fleet safety related signs and posters on eInployee safety bulletin board Positive fleet safety Inessages included as payroll check sruffers "Safe driver" booklets and pamphlets for regular distribution to individual drivers Regular driver safety 111eetings and training Driving safety videos Ne\vsletters Safety messages 011 pay stubs . . . . . . RECORDKEEPING . The Safety Coordinator is responsible for the overall operation of the progralll. Depart111ent Heads are required to establish and maintain job specific training requirements and records. HUlnan Resources Inaintains hiring, injli1)i, and drug and alcohol testing records. . . EVALUATION . Evaluate safe driving during perforlnance revie\vs for all elnployees, super\7isors, and Inanagers The City of Elk River Safety COInmittee shall evaluate annually dle effectiveness of the fleet safety program IvIodify fleet safety program as necessary to meet the safety program goals and objectives set forth by the Safety Committee . .