RES 883RESOLUTION NO.5 "H 3
A RESOLUTION adopting a vehicle accident control program.
WEIEREAS,vehicle accidents result in property damage,loss of production and time,and
are part of increasing liability costs incurred by the City,and
WHEREAS,implementation of a program to reduce accidents and increase employee
safety is in the benefit of the City and of its employees,and
WHEREAS,staff has caused to be prepared a document entitled “City of Camas Vehicle
Accident Control Program”,which contains guidelines and procedures for the use of City
automobiles and the use of personal automobiles while on City business,and
WHEREAS,the Council desires to adopt such program,
NOW,THEREFORE,BE IT RESOLVED by the Council of the City of Camas as
follows:
Section I
There is hereby adopted by reference that document entitled “City of Camas Vehicle
Accident Control Program”for the purpose of establishing guidelines and procedures for the use
of City vehicles and the use of personal vehicles while on City business.
Section II
All department heads are directed to implement the vehicle accident control program
within their respective departments,and such program shall govern the use and operation of
vehicles by City employees.
ADOPTED at a regular meeting of the Council of the City of Camas this Z >day of
October,1999.
SIGNED :
Mayor
Clerk
t ^ATTEST:
tastoform:APP 5
//
i i *City Attorney
v
N4..AWflWA»||citiesInsuranceAuthorityP.O.Box1165Renton,WA98057September23,1999Phone:425-277-7237JoanDurginFinanceDirectorCityofCamasPOBox1055Camas,WA98607Fax:425-277-7242RE:VehicleAccidentControlProgramDearJoan:I’venowhadanopportunitytoreviewtheVehicleAccidentControlProgramManualdevelopedbytheCityofCamas.ItcertainlyisagoodeffortandWCIAcommendstheCityfortakingtheFleetAuditsoseriouslyandrespondingsopositively.ThereareonlyacoupleofcommentsIwantedtosharewithyouwhichare:>WCIAhasre-evaluatedthepointsystemusedwithmotorvehiclereports.Iamenclosingacopyoftheupdatedsystem.Somecitieshaveremainedwiththeoldpointsystemwhichisalittle“tighter”whileotherhaveadoptedWCIA’scurrentpointsystem.Thechoicelieswitheachindividualmember.Themainconsiderationistobeconsistentwithwhateversystemyouuse.>InSectionV.Forms,followingthepageentitledDriver’sFile-CheckSheet,thenextpagestartswiththedefinitionofapreventableaccidentandthenhasasubsectionB.thatspecifieswhatisanon-preventableaccident.I’mnotsureifsubsection“B”wasatypographicalerror(shouldhavebeenA)orifmymanualismissingapagewhichwouldhaveincorporatedadditionalinformationandincluded“A”.AtanyrateIwantedtobringthistoyourattentionintheeventthatothermanualsmightalsobemissingapageifthatisthecase.Thankyouforthisopportunitytoreviewthemanual.Icertainlyappreciatetheeffortsofyouandyourstaffinputtingthistogether.Sincerely,MargaretLangworthyWRiskManagementRepresentative
CITY OF CAMAS
VEHICLE ACCIDENT
CONTROL PROGRAM
Vehicle Use Procedures and Guidelines
Table of Contents
CommitmentsI.
Vehicle Use -General Guidelines
1.Introduction
2.Guidelines
n.
GuidelinesIII.
Employment Procedures
City Vehicles -Personal Use
Personal Vehicles -City Business Use
Driver Selection
Driver Training and Education
Driver Files
Vehicle Inspection
Vehicle maintenance
Accident Reporting
Evidence of Coverage/Accident Cards
Accident Review Board
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
IV.Department Assigned Vehicle
1.Department Responsibilities
2.Vehicle Maintenance
3.How to Secure Repairs
4.Purchase of Supplies and Equipment
a )accessory
b)supplies
V.Forms
Request for Abstract of Record
How to Determine Preventability
Driver Evaluation Point System
Driver’s Trip Report
Accident Review Board
Accident Review Board Request Presence
Accident Review Board Findings
Employee Performance Tracking Memorandum
Supervisor’s Disciplinary Checklist
•Vehicle Checklist
•Driver’s File -Check List
I.Commitments
Commitments
The City of Camas is implementing a Vehicle Accident Control Program.Property
damage,loss of production and time are all part of increasing liability costs to the City
due to City vehicle accidents.It is the intent of this program to prevent accidents and
increase employee safety.This program is backed by the Mayor,City Administrator and
all Departments.All levels of management will take an active interest in the
implementation of the Accident Control Program.
/M Vs^
Finance Director,RisCityAdministrator anager/!
G\r*
'"Fire ChiefPublicWorksDirector
7
'ULa J
Library DoctorPoliceChief
/
creation SupervisorPark ayor
'Lmslll
Date
EMPLOYEE COMMITMENT
The City of Camas implemented a Vehicle Accident Control Program in 1999.Property
damage,loss of production and time are all part of increasing liability costs to the City
due to City vehicle accidents.It is the intent of this program to prevent accidents and
increase employee safety.This program is backed by the City Administrator and all
Departments.All levels of management and employees are expected to comply with the
Vehicle Use Policy and Policy Guidelines.
As a condition of my employment I,,am
committed to the Vehicle Accident Control Program and will abide by the Vehicle Use
Policy and Policy Guidelines.
Employee’s Signature Date
II.Vehicle Use
(General Guidelines)
VEHICLE USE
(General Guidelines)
INTRODUCTIONI.
It is the policy of the City of Camas to provide vehicles for business use,to allow
employees to drive on City business,and to reimburse employees for approved
business use of personal vehicles according to the guidelines below.
II.GUIDELINES FOR VEHICLES:
The term “vehicles”as used in these guidelines includes,but is not limited to,
cars,trucks,backhoes,front-end loaders,graders,mowers,three wheel utility
vehicles and any motorized transportation or equipment.
Employees may not drive any City vehicles for City business without prior
approval of their supervisor.Approval from supervisors may be granted
on the “as needed by the employee basis”or on the basis of “requiring
approval for each vehicle use”as determined by the supervisor.
1.
Employees driving on City business are required to notify their supervisor
should their operator’s license be restricted,changed,suspended or
revoked by official state agency action.Failure to notify their supervisor
may be grounds for disciplinary action.
Employees holding the jobs designated as requiring regular driving for
business shall have in their possession a motor vehicle operator’s license
valid for the state in which they reside.
2.
With City Administrator or Department Director approval,the City of
Camas will reimburse employees the cost of acquiring and maintaining
special endorsements to their driver’s license,when required solely for the
operation of City of Camas equipment.
Employees must,if driving is a condition of employment,be able to meet
the driver approval standards of this policy at all times.Employees
required to drive on City business may be subject to disciplinary action in
the event that their operator’s license is suspended or revoked by official
state agency action.In no case will the employee be allowed to operate
City vehicles until such suspension is lifted.
City vehicles will be permanently assigned to those departments which
have demonstrated a continued need for them or have a specific
departmental use.
3 .
Employees who need transportation in the course of their normal work
may be assigned a City vehicle for their use.All other employees needing
transportation for Citv business mav use vehicles assigned to their
4.
department or can schedule to use other City vehicles.As a last
alternative,when no City vehicles are available,employees may use their
own vehicles for business purposes provided insurance requirements
outlined in Item 9 of this section and Section 3 of the Vehicle Use Policy
have been met.
Employees who drive a City vehicle on City business must,in addition to
meeting the approval requirements above,exercise due diligence to drive
safely and to maintain the security of the vehicle and its contents.In
addition,such drivers must make sure that the vehicle meets any City
standards for maintenance and driveability.Employees are also
responsible for the cost of any driving infraction or fines as a result of
their driving.
5.
Employees are not permitted,under any circumstances,to operate a City
vehicle,or a personal vehicle for City business,when any physical or
mental impairment causes the employee to be unable to drive safely.This
prohibition includes,but is not limited to,circumstances in which the
employee is temporarily unable to operate a vehicle safely or legally
because of injury,illness,or medication.
6.
Employees shall not operate any City vehicle at any time or operate any
personal vehicle during regular work hours with any alcohol or illegal
drugs in the blood system as outlined in the “Drug and Alcohol Policy”
and the “Commercial Drivers Drug and Alcohol Policy”.Employees shall
not operate a vehicle when affected by any drugs,including those legally
obtained and consumed.Violation of this policy may result in
disciplinary action per existing union contracts and drug/alcohol
policies.
7.
Non-employee non-business associates are prohibited from riding as
passengers in City vehicles.Because of the nature of passengers in police
vehicles,ambulances,etc.,Police and Fire Department employees shall
be exempt from this provision and shall follow their respective applicable
departmental policies.
8.
Employees who use their personal vehicles for approved business
purposes will receive a mileage allowance rate set by resolution.This
allowance is to compensate for the cost of gasoline,oil,depreciation,and
insurance.Washington State Law mandates auto liability insurance and
employees who operate personal vehicles for City business shall obtain
auto liability coverage for bodily injury and property damage with a
special endorsement for Business Use,when determined to be necessary
by the insuring agent.Verification of this additional insurance or a letter
from the employee’s insurance carrier stating that no additional insurance
is necessary must be provided.
9.
Employees must report any accident,theft,or malicious damage involving
a City vehicle or a personal vehicle used on City business to their
supervisor and the Finance Department regardless of the extent of damage
10 .
or lack of injuries.Such reports must be made as soon as possible,but no
later than forty-eight hours after the incident.Employees are expected to
cooperate fully with authorities in the event of an accident.However,
employees should make no voluntary statement other than in reply to
questions of investigating officers.All employees must summon police to
accident scenes for investigation and police reporting.
Employees who are on call on a 24-hour basis and have been authorized to
take a City vehicle home so they can respond as soon as possible need to
provide written acknowledgment that they fully understand that the
vehicle is used only as part of emergency response.
11.
GuidelinesIII.
VEHICLE USE GUIDELINES
Employment Procedures1.
If the physical exam (provided at the time of employment)reveals specific
problem areas,further physical or optical examination may be required at the
expense of the applicant.If further physical or optical examination is required,
the applicant/employee must submit verification that the exam was completed by
a physician.References shall be checked and a driver file is kept on each
employee with information on accidents,citations,etc.
A Motor Vehicle Report (MVR )shall be obtained from the Department of
Licensing for every new employee.Employment with the City is contingent upon
and acceptable rating as per the driver rating guide.
In addition,supervisors are responsible for assuring:
•Compliance with the policies set forth in the guidelines;
•Drivers are properly licensed and trained in operation of any assigned vehicle;
•Employees are informed that the maintenance of good driving habits and
history is a requirement for holding or assignment to any job which requires
operation of a vehicle on City business.
Employees approved to drive on City business are required to inform their
supervisor of any changes that may affect either their legal or physical ability to
drive or their continued insurability.Failure to notify their supervisor may be
grounds for disciplinary action.Employees required to drive on City business
may be subject to disciplinary action in the event that their operator’s license is
suspended or revoked by official state agency action.
City Vehicles-Personal Use2.
Definition:Personal use of City vehicle consists of using vehicle for trips that are
solely for personal obligations and benefits;this also includes transportation of
other passengers.
Employees on call on a 24-hour basis may be allowed to take a City vehicle home
so that they can respond as soon as possible to emergencies.Those employees
shall provide written acknowledgement that they fully understand that the vehicle
is used only as part of emergency response and that personal use of the vehicle is
prohibited.
The use of a City vehicle during or after consumption of alcohol or drugs is
subject to the provisions of the existing “City of Camas Drug and Alcohol Policy”
and the “Commercial Drivers Drug and Alcohol Policy”whether or not it is “on-
duty hours”or during the use of a personal vehicle for City business.
Personal Vehicles -City Business Use3.
In some situations City employees may use their own personal vehicle for
business use.The employee using their own personal vehicle must provide proof
of auto liability insurance per Washington State Law.
Employees who operate personal vehicles for City business should obtain auto
liability coverage for bodily injury and property damage with a special
endorsement for business use,when determined to be necessary by the insuring
agent.
Employees who use their personal vehicle for approved business purposes will
receive a mileage allowance equal to the mileage allowance for such usage as
adopted by resolution.The allowance is to compensate for the cost of gasoline,
oil,depreciation,and insurance.
Driver Selection4.
All employees who drive City vehicles are required to have and maintain a valid
driver’s license.
A Motor Vehicle Record (MVR)shall be obtained before hiring new employees
for whom driving is an essential job function.
Vehicle keys shall be assigned to authorized personnel.Family members,friends,
and non-business associates are prohibited from driving or riding as passengers in
City vehicles.Police and Fire Department employees shall be exempt from this
provision and shall follow their respective departmental policies with regard to
passengers.
Driver Training and Education5.
All employees who drive City vehicles shall sign a form acknowledging their
commitment to the Vehicle Accident Control Program.
All personnel shall be advised of proper equipment maintenance,inspection,and
other procedures,during the course of the City’s on-going safety program
(provided by the assigned supervisor).
Driver Files6.
Applicable driving forms/files shall be maintained within the employee’s file and
should include the following:
Check sheet for Driver’s Forms
Application for Employment
Request for Check of Motor Vehicle Record
Notice of Driving Privilege Suspended
1.
2.
3.
4.
7.Vehicle Inspection (Auto &Trucks )
1.Automobiles and light trucks shall be inspected on a weekly basis or at such
time as a vehicle is driven outside of Clark County.Any mechanical or
physical deficiencies shall be reported to the Equipment Rental Department
(or to the equipment officer their department).Trucks with a GVWR of more
than 15,000 pounds and tractors shall be inspected and documented by
drivers on a daily basis,and any mechanical or physical deficiencies reported
to the Equipment Rental Department (or to the equipment officer their
department).Individual departments may have their own special pre-trip
inspection reports for their specialized equipment and have their own policy
for frequency of inspection.Trip inspection reports shall be maintained by the
department using the vehicle.The following is a “minimum”:
Pre-trip inspection shall include the following:
Exterior body condition
All exterior lights
Tires
Interior condition,including cleanliness,seats,and floor
Fire extinguishers
Seat belts
Steering wheel play
Brakes (Service brakes)
Parking (Emergency)brake
Mirrors
Dash and instruments
Windshield wipers and washer fluid
Windshield cracks or chips
Evidence of Coverage/Accident Cards,City Accident
Report,and a Police Accident Report form located in the
glove box.
a.
b.
c.
d.
e.
f.
g-h.
l.
J -k.
1.
m.
n.
Post-trip driver report shall include:
Service brakes not operating properly
Parking brake not holding vehicle
Vehicle wandering while driving
Steering difficulty
Exhaust fumes inside vehicle
a.
b.
c.
d.
e.
Any unusual noises which might indicate a broken spring,
shock absorber,muffler,etc.
Gauges,lights not functioning.
f.
g-
2.Periodic inspection (usually during routine lube/maintenance)by the
Equipment Rental Shop should note overall condition of each vehicle in the
Equipment Rental fleet and any deficiencies not previously reported.
3.All personnel shall be instructed in proper loading and inspection procedures
for safe and legal operation by their assigned supervisor.
4.Vehicles which have been loaded shall be closely inspected by the driver to
ascertain that the load is securely placed on the truck or trailer and overloads
are not allowed.
Vehicle Maintenance8.
Proper records shall be kept by the Equipment Rental Department for
Equipment Rental vehicles to show all routine maintenance.Vehicles
owned by individual departments shall be maintained by that department.
A typical maintenance file contains the following materials:
1.
Maintenance file folder
Vehicle service stickers
Fuel and oil expense records
Maintenance expense summary report
Expense receipt records
Repair orders
Safety inspection report forms
Driver reported defects shall be promptly corrected and repaired.2 .
Factory recommendations pertaining to each vehicle’s scheduled
preventative maintenance shall be followed by the Equipment Rental
Department in establishing maintenance schedules for each vehicle.
3.
A sticker shall be placed on the windshield of each vehicle indicating
when that unit is next scheduled for preventative maintenance,lube and oil
change,etc.
4.
Accident Reporting9.
Driver is required to fill out and submit to their supervisor and the Finance
Department a City Accident Report Form and a Police Accident Report Form.
•Reports should be factual.•Correctly identify all involved vehicles.
•Provide complete and correct names,phone numbers,and addresses of all
involved persons,including witnesses.Each person should be correctly
identified as to their part in the accident;such as driver of vehicle number
two,passenger in vehicle number one,or witness.
•Accurately record the exact time,day of week,and date of the accident.
•Identify the exact location of the accident site including cross streets and
landmarks.
•Accurately diagram the accident:direction of travel of involved vehicles;
location of vehicles on the roadway;and location of traffic signals and signs,
obstacles and other pertinent objects.Include points-of-impact and final
resting-places for all vehicles involved in the accident.The diagram should
show exactly what happened and where it happened.
•Carefully preserve all accident documentation:reports,memorandums witness
cards,photographs,evidence,and other data.
•THE DRIVER SHOULD NOT ADMIT LIABILITY OR STATE THAT
THE CITY WILL TAKE CARE OF THE DAMAGES.REFER ALL
QUESTIONS TO THE CITY’S CLAIM CONTACT PERSON.
•THE DRIVER SHOULD NOT DISCUSS THE INCIDENT WITH
ANYONE OTHER THAN WITH THEIR SUPERVISOR OR OTHER
AUTHORIZED PERSONNEL.
Evidence of Coverage/Accident Cards10.
All vehicles shall be provided with a copy of the Evidence of
Coverage/Accident Cards,which shall be kept in the glove box.
1.
All personnel shall become familiar with the forms provided.2 .
Information received from accident reports shall be made available to the
appropriate accident review board,and any other authorized interested
parties,such as the insurance carrier or WCIA.
3.
Accident Review Boards11.
Each department shall establish an “accident review board”consisting of
3 to 5 employees (management,maintenance,and drivers).This is set up
as a recommending board and not a decision making board.
1.
Preventable Accident -Any accident in which the driver failed to
do everything that reasonably could have done to prevent the
accident.
a.
Non-preventable Accident -An accident in which the driver did
everything that reasonably could have been done to foresee the
conditions leading to the accident and took suitable safeguards.
b.
Accident review board’s shall follow the guidelines attached in
determining preventability.
2.
All employees involved in accidents should be notified in writing of the
time and place their accident will be reviewed by their accident review
board.
3.
Following the accident review board’s findings,the employee involved in
the accident shall be notified in writing of their decision concerning
preventability.
4.
The accident review board’s findings shall be forwarded to the employee’s
supervisor for review and appropriate follow-up.The review board
findings shall be attached to the departmental copy of the accident reports
and kept in the respective department accident report files.
5.
IV.DEPT ASSIGNED VEHICLE
ASSIGNED VEHICLE RESPONSIBILITIES
City vehicles will be permanently assigned to those departments which have
demonstrated a continued need for them.Additional vehicles are maintained in a motor
pool for use by individual employees,as needed.
I.DEPARTMENT RESPONSIBILITIES
The department assigned to the vehicle is responsible for the following:
Vehicle cleaning (interior and exterior).1.
Minor maintenance check of all fluid levels for each vehicle.
•engine oil
•transmission fluid
•windshield washer filled
•cooling system level
•power steering fluid
2.
Notify the Equipment Rental Department (or their department equipment
officer)of any equipment failure or repairs (i.e.,lights).
j.
Perform the required pre-and post-trip inspections as outlined in the
“Guidelines,section T .
4.
II.VEHICLE MAINTENANCE &REPAIRS
Regular maintenance will be scheduled with the Equipment Rental
Department by the department which the vehicle is assigned to.
1.
The department assigned to the vehicle is responsible for delivering and
picking up the vehicle at the Equipment Rental shop or the vendor’s
business.
2.
ffl.HOW TO SECURE REPAIRS WITH A VENDOR
Prior to delivering the vehicle to a vendor,the department is required to
secure a purchase order.The vendor is only authorized to complete the
work stipulated on the purchase order.
1.
All paper work,including the invoice,are to be submitted to the
Equipment Rental or the individual department’s equipment officer.
2.
IV.PURCHASES OF SUPPLIES AND ACCESSORY EQUIPMENT
Equipment,maintenance,and cleaning supplies for Equipment Rental vehicles
will be paid out of the Equipment Rental account.Prior approval of purchases of
accessory equipment is required.Specialized departmental equipment in vehicles
such as two-way radios,computers,etc.shall be the responsibility of the
individual department using the vehicle.
,*
V .FORMS
ASSIGNED VEHICLE ACKNOWLEDGEMENT
I,the undersigned,do hereby fully understand that the vehicle assigned to me is to be
used only as part of an emergency response.
Vehicle Number:
Signature of Employee Date
Signature of Supervisor Date
STATE OF WASHINGTONDepartmentoflicensing REQUEST FOR ABSTRACT OF DRIVING RECORD
'n abstract of driving record must be obtained through the Department of Licensing,
his form may be used to request a copy of your driving record by completing the following information:
FIRST NAMEPRINTLASTNAME MIOOLE INITIAL
WASHINGTON ORIVER UCENSE NUMBER OATS OF BIRTH
PURPOSE OF CRIVE RECCRO.IF NONE OF THE 30 XES ARE CHECKED,FORM WILL 3E RETURNED.
•—|Three-year non-commercial insurance record.
Three-year commercial insurance record.(For use by commercial employers'insurance companies only.)
n Full employment/commercial record.(This record will only be used for employment involving the use of a vehicle in~the course of commerce.Furthermore,Washington prohibits the release of information contained in abstracts to
any third party ,and the information may not be further sold,supplied,assigned or otherwise transferred.)
T Complete record .(Shows all convictions,accidents ,and suspension/revccation actions.Alcohol related activities j
stay on record for a minimum of ten years.Requested by the individual,attorneys,law and justice agencies,and
governmental agencies.)
:
ereby authorize the Department of Licensing to forward my driving record to the address indicated below.i
SIGNATURE CF DRIVER 0 A 7E i
Vw
A fee of S4.50 is required for each driving record requested.Fee should be in the form of a check or money order made
"{/able to the Washington State Treasurer.Allow two weeks from date of mailing to receive your record.For further
c estiens contact Customer Service at (360)902 -3900.
Please mail your request to:Department of Licensing
Driver Record Section
FO Bex 9030
Olympia,WA 98507-9030
Ir ficate the address the driving record is to be mailed to in the space provided below.
If o address is indicated,it will be mailed the address on record.Please print clearly or type.
The Department of Licensing has a policy cf providing equal access to its services.If ycu need special accommodation,call (360)902-39C0 or TDD (360)66-1-0116.
:a -552-ic 9 sea res A 3 STSACT DRIVING SECORO (R/9/9S)0R
SAMPLE MVR
iQr -552 -001 OADR ABSTRACT OF DRIVING RECORD-:F FOLLOWING IS A TRUE AND CORRECT COPY OF THE INFORMATION BEING MAINTAINED
HE DEPARTMENT OF LICENSING AT OLYMPIA .WASHINGTON .INSURANCE COMPANIES ARE
Ifr '0 TO,A 3 YEAR RECORD .
EMPLOYMENT PURPOSES
COMBINED EMPL /NON -EMPL REC'T 'TED 04 -12 -94 REQ U 03003 -102 -0003
STATUS :PDL CLEAR-C ss #:
D 08
SEX.LICENSE ISSUED
LICENSE EXPIRES
01 -02 -91
11 -27 -94
CONV
DATE DSP CRT COURT
N IDENT INCIDENTATE CIT -NOJ
53089 DISOBEY ROAD SIGN
U 11090 SPEEDING 046 MPH 30 ZONE
030593 NEGLIGENT DRIVING
30593 DRIVING W /O LIABILITY IN 052493
073189
030190
052493
D SOUTH
M SEATTLE
M LAKE FOREST
M LAKE FOREST
00010402
00462536
00004762
00004762
02 -CAR
02 -CAR
02 -CAR
103191 ACCIDENT MOVING
10992 ACCIDENI STANDING
51293 ACCIDENT MOVING
*PAGE 1 OF 1
DRIVER’S TRIP REPORT
I ]A.M.[]P.M.19DateTime
License #MileageMakeVehicle
Use “O”for OK and “X”for defect and/or condition needing attention
Mechanic Driver
General Condition
Existing Body Damage
Leaks:Water,Fuel,Oil,Grease
WHEN
APPROACHING
VEHICLE
u
Fuel
Seat Belts
Brakes (Service and Parking)
Steering (Excessive Play)
Heater and Defroster
Windshield Wipers
Mirrors
Horn
Fire Extinguisher (If Applicable)
First Aid Kit (If Applicable)
IN CAB
(APPLY PARKING
BRAKE,
START ENGINE,
TURN ON LIGHTS)
U
H
Tires
Headlights
Taillights
Brakelights
Turn Signals
Body Condition
License Plates Intact
OUTSIDE UNIT
(ENGINE RUNNING,
LIGHTS ON)
u
u u
DRIVER’S EVALUATION:Please express your opinion of the overall condition of the vehicle after you
have filled out the trip report.
Driver’s Signature Date
VEHICLE CHECKLISTi
VEHICLE NUMBER
DATE
:
5 MILEAGE
OIL
TIRES
FLUIDS
.*
REPAIRS NEEDED
ADDITIONAL COMMENTS
SIGNATURE
/
DRIVER’S FILE -CHECK SHEET
(For Department Director)
Application for Employment (copy)
Request for Motor Vehicle Record (copy)
Verification of References
CDL -Physical Motor Carrier Safety
Regulations Parts 391.41 -391.49
(if applicable)
a.Record of Road Test
b.Certificate of Road Test
c.Written Examination
d.Answers to Written Examination
e.Certificate of Written Examination
Driver’s Data Sheet
Record of Violations
Annual Review of Driving Record
Notice of Driving Privilege Suspended
HOW TO DETERMINE PREVENTABILITY
These guidelines may be used by the Accident Review Board in determining if an
accident was preventable or non-preventable.
What is a preventable accident?A.
A preventable accident is an accident in which the driver failed to do everything
he/she reasonably could have done to avoid it.
What is a non-preventable accident?B.
A non-preventable accident is an accident in which the driver did everything he
reasonably could have done to foresee the things that caused the accident and took
appropriate action to guard against them.
Nearly all accident situations are covered in this material.For each type of accident,a
series of questions are asked.If the answer to any of the questions is “NO”,then our
driver was not practicing the best defensive driving.
If is often difficult to assess preventability and difficult to make a driver understand
where he was at fault.Drivers must be shown very specifically the kinds of hazards they
must anticipate and defend themselves against.Without a clear concept of what
defensive driving is,it becomes a frustrating catch-all in the minds of drivers.
Following is a definition of a defensive driver,and the questions asked here will help to
determine preventability and teach a driver what is meant by defensive driving.When
you gather the facts about an accident,ask these questions to assess preventability.
A defensive driver is one who makes allowances for the lack of skill or
knowledge on the part of the other driver -who recognizes that he has no control
over the predictable actions of other drivers and pedestrians nor over the
conditions of weather or road,and who,therefore,develops a defense against all
of these hazards.He concedes the right-of-way and makes other concessions to
avoid a collision.He is careful to commit no driving errors himself and is
defensively alert to avoid the accident traps and hazards created by weather,
roads,pedestrians,and other drivers.
Neither icy roads,hills,narrow roads,the absence of signs or signals out of order,
nor the carelessness,recklessness,or ignorance on the part of others relieves the
driver of his responsibility for driving without an accident.These are situations
likely to be encountered at any time and the professional must drive accordingly.
QUESTIONS FOR CONSIDERATION OF ACCIDENT REVIEW COMMITTEE
IN DETERMINING PREVENTABILITY
Intersection AccidentsI.
The professional driver is responsible for approaching the intersection prepared to take
such action as is necessary to avoid accidents,regardless of the actions of other drivers.
Failure to obey the law or to heed traffic control devices on the part of the driver does not
automatically make the accident non-preventable.The professional driver’s failure to
take every precautionary measure prior to entering the intersection must be considered in
making a decision.If a professional driver fails to check the cross traffic to be sure that
they are going to stop,or if the driver forces the right-of-way instead of yielding then any
resulting accident should be ruled preventable.
Accidents involving special intersections such as alleys,driveways,plant entrances,etc.,
must be carefully reviewed to determine what action could have been taken to avoid the
accident.Many of these intersections are blind and the other driver’s vision is blocked,
therefore failure to slow down,sound a warning or yield the right-of-way can be
considered sufficient cause to rule the accident preventable.
Did our operator approach the intersection at a safe speed for the
conditions?
a.
b.Was the operator prepared to stop before entering the intersection?
At a blind comer,did the operator pull out slowly,ready to shift operator’s
right foot to the brake pedal?
c.
Did the operator make sure the other driver would stop for a traffic light or
a stop sign?
d.
Did the operator obey all traffic signs and signals?e.
f.Did the operator signal well in advance of intended change of direction?
Did the operator turn from the proper lane?g-
Was the operator alert to the turns of the other vehicles?h.
Did the operator avoid overtaking and passing in the intersection?l.
Did the operator refrain from jumping the green signal or riding through
the caution light?J -
IF THE ANSWER TO ANY QUESTIONS IS “NO”,OUR OPERATOR WAS NOT
DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
II.Collision with Vehicle Ahead and/or Behind
The professional driver can prevent front-end collisions by maintaining a safe following
distance at all times.“Tail-gating”is one of the most frequent causes of accidents and
can never be excused.Regardless of abrupt or unexpected stops or actions of the driver
ahead,your driver must be able to stop safely.Paying more attention to the road ahead of
the driver you are following will help to anticipate his actions.Night speed should be
adjusted so that the stopping distance is not greater than the forward distance illuminated
by the headlights
Professional drivers risk being struck from behind by failing to maintain a safe following
distance.Failure to signal intentions or failure to slow down gradually for traffic signals
or grade crossings,thus trapping the following driver should be cause for ruling the
accident preventable.
Rolling back into a vehicle is the result of not keeping the vehicle under control and is
considered preventable.
Was our operator maintaining a safe following distance?a.
Was the operator keeping own eyes and mind ahead of the car ahead?b.
Did the operator approach the green traffic light cautiously,expecting the
driver ahead to stop suddenly on the signal change?
c.
Did the operator keep from skidding?d.
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
Backing AccidentsIII.
It is extremely rare that a backing accident is ruled non-preventable.Even when being
guided,the driver is not relieved of the responsibility to back safely.The guide is just an
aid and cannot control the movement of the vehicle.The driver must check clearances
for own self.
Was it necessary to back?a.
Did the operator have to park so close to the car ahead as to require
backing to leave the parking space?
1.
Did the operator have an opportunity to pull through an empty
parking space and park the vehicle facing the direction of travel so
as to create a no backing situation?
2.
Was it necessary to drive into the narrow street,dead-end alley,or
roadway from which the operator backed?
b.
If the operator could not see where he/she was backing:c.
Did the operator try to get someone to provide assistance with the
maneuver?
1 .
Did the operator look all around the vehicle before getting in?2 .
Did the operator back immediately after looking?3.
Did the operator use the vehicles horn or other warning device
while backing?
4.
Did the operator look to the rear without depending on the
rearview mirror?
5.
If the distance was long,did the operator stop,get out,and look
around occasionally?
6 .
Did the operator back slowly ?d.
Did the operator judge available backing clearance accurately?e.
IF THE ANSWER TO ANY QUESTION IS “NO”,OUR OPERATOR WAS NOT
DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
Pedestrian,Bicycles,Motor ScootersIV
Pedestrians are generally considered to have the right-of-way over vehicles even though
their actions may be unorthodox.Shopping areas,school zones,play areas and areas of
congested pedestrian traffic require reduced speeds:in many cases much below the
posted limits.An accident caused by “going too fast for conditions”should be ruled as
preventable.
Bicycles,motor scooters,etc.,frequently perform sudden,unexpected maneuvers.A
driver who fails to reduce speed,pull over or otherwise take pre-cautions when this type
of equipment is near,has failed to take proper defensive driving measures and the
accident is preventable.
Did the operator drive through congested sections expecting that
pedestrians might step in front of the vehicle?
a.
Was the operator prepared to stop?b.
Did the operator keep as much clearance between the operated vehicle and
parked cars as conditions permitted?
c.
Did our operator refrain from passing a vehicle that had stopped to allow
pedestrians to cross?
d.
Did the operator refrain from jumping the green signal or riding through
the yellow light?
e.
Was the operator aware of groups of children and was the operator
prepared to stop if one ran into the street?
f.
Did the operator give all pedestrians the right-of-way?g-
Did the operator refrain from passing a school bus which was stopped?h.
IF THE ANSWER TO ANY QUESTIONS IS “NO”,OUR OPERATOR WAS NOT
DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
Changing Traffic Lanes /Pulling from the CurbV
Passing is a voluntary action and failure to pass safely indicates possible faulty
judgement or a lack of consideration of all of the factors affecting the maneuver.Actions
of oncoming traffic or of the traffic being passed do not excuse the professional driver.
These actions should be anticipated and considered before starting the maneuver.
Being passed requires that the professional driver yield to the passing vehicle by slowing
down or moving to the right if the passing driver is trapped and a sideswipe or cut-off
imminent.
Lane encroachment accidents on the highway or in merging traffic indicates an
unwillingness to yield to vehicles or to wait for a safe break in traffic.Blind spots are not
a valid excuse.The professional driver must use extra caution to allow for the areas of
limited vision.
“Squeeze plays”involving fixed objects or other vehicles can be avoided by dropping
back when it is apparent the other driver is forcing the issue or contesting a common
portion of the road.
Pulling away from a parked position is actually a change of traffic lane and as such the
burden of responsibility is on the driver pulling out.An accident resulting from our
operator pulling out from the curb should be judged preventable.
Did our operator look to the front and the rear for approaching traffic and
overtaking traffic immediately before starting to change traffic lanes or
pull out from the curb.
a.
Did the operator look back rather than depend on the rearview mirror?b.
Did the operator signal before changing traffic lanes or pulling from the
curb?
c.
Did the operator start the maneuver only when the action would not
require traffic to change its speed or direction to avoid the operated
vehicle?
d.
Did the operator continue to glance back while changing traffic lanes or
pulling out from the curb?
e.
Did the operator yield to overtaking vehicles?f.
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
VI.Skidding /Weather
Rain,fog,snow,ice and sleet do not cause accidents.They are the environment to which
the driver must adjust.Failure to properly adjust driving to the existing conditions or
laying over when conditions require,should be grounds for deciding the accident was
preventable.Failure to use skid chains,sanders,etc.,provided by the City should be
considered as a failure to adjust to conditions and any resulting accident should be ruled
preventable.
Was our operator driving at a safe speed for the conditions of weather and
road?
a.
Was the operator keeping at least twice the safe following distance for dry
pavement?
b.
Were all of the operator’s actions gradual?c.
Was the operator expecting ice on bridges,in gutters,rats,and near the
curb?
d.
Was the operator expecting melting snow,freezing in the shade,loose
gravel,sand,ruts,slick pavement,etc.?
e.
Did the operator keep out of car tracks and cross them at wide angles?f.
Did the operator use traction devices provided in the vehicle?g-
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
VII.Parked
Even though the City vehicle is stationary an accident can be ruled preventable.
Unconventional parking locations,crooked parking,double parking,failure to put out
warning devices,etc.,will generally be considered a lack of defensive driving techniques.
Therefore,any accident resulting from such failure should be ruled preventable.
Failure to properly lock an unattended vehicle thus permitting unauthorized entry should
be grounds for ruling roll-a-way preventable.
Was our operator on the correct side of the road?a.
b.Was it necessary to park near the intersection?
Did the operator have to park on the traveled part of the highway,on the
curve,or on the hill?
c.
Where required,did the operator warn traffic by flag or flare?d.
Did the operator park parallel to the curb?e.
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
Vm.Turns
Any time a professional driver leaves a traffic lane,the complete responsibility for the
maneuver is the driver’s.Signaling is not enough.Traffic on both sides,and to the rear
must be check carefully before making a change.“Squeeze plays”caused by left or right
turns are the responsibility of the driver making the turn.Failure to signal,signaling too
late,failure to properly position for the turn,to check mirrors before and during the turn
or take any other necessary defensive action,must be considered by the accident review
board.
Accidents involving turns by other drivers should be investigated and examined to detail.
The non-turning driver may have failed to recognized that a turn was pending from the
action of the other vehicle and thus failed to take proper defensive action,or the operator
may have tried to force the right-of-way.Any such lack of defensive driving should
deem the accident preventable.
Any accident involving a U-turn on the part of our driver should be ruled preventable.
Did our operator signal the intention to turn?a.
Did the operator signal far enough in advance of the turn?b.
Did the operator check mirrors prior to making the turn?c.
Did the operator position vehicle properly in lane prior to turn?d.
Did the operator yield the right-of-way to oncoming traffic?e.
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
IX.Vehicles Going in Opposite Direction
The head-on or sideswipe accident involving vehicles going in opposite directions is one
of the most difficult to classify.The exact actions of each vehicle prior to the accident
must be determined,in order to ascertain whether our driver should have been warned of
a possible involvement by the actions and maneuvers of the opposing vehicle.
If the opposing vehicle was passing and thus intruding into our lane and our driver failed
to slow down,stop or pull to the right,then our driver failed to take proper defensive
measures and the resulting accident should be judged preventable.Failure to warn the
other driver by horn or flickering headlights also should be considered.
Did our operator stay within the proper lane of travel?a.
Did the operator slow down for the approaching vehicle?b.
Did the operator position vehicle to the right of lane or pull onto shoulder
of road?
c.
Did the operator come to a complete stop on the right shoulder of road?d.
Did the operator attempt to warn oncoming motorist by sounding horn and
flashing headlights?
e.
IF THE ANSWER TO ANY OF THESE QUESITONS IS “NO”,OPERATOR WAS
NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
Mechanical FailureX.
A driver should inspect the vehicle’s equipment before starting a trip,and report unsafe
conditions.Immediate repairs should be obtained if continued operation could cause an
accident.If an accident is caused by mechanical failure that reasonably could have been
detected by the driver,the accident should be judged preventable.
If a mechanical defect occurs or develops during a trip the driver should notify
management.If the trip is continued without such notification and an accident results,
then it should be judged preventable.
Abusive driving which creates abnormal strain and leads to mechanical failure resulting
in an accident,is also preventable.
Did our operator perform a pre-trip inspection of a vehicle?a.
Did the operator identify all know deficiencies to maintenance personnel?b.
If the defect developed during the trip,did the operator stop and inform
management of the defect?
c.
Did the operator perform maneuvers within the normal range of activities
the vehicle is designed for?
4
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY.
XI.Fixed Objects
Collision with fixed objects such as low overheads,buildings,poles,parked cars,etc.,
must be considered as preventable accidents.Asking a bystander’s opinion on clearance
does not relieve the driver of the responsibility.Resurfaced pavement causing low
overhead and other changes in conditions along a route are not valid excuses.
Deliveries on private property,at construction sites or on driveways not designated to
support heavy trucks or buses create special problems.It is the driver’s responsibility to
discuss the operation with the proper authorities and obtain permission prior to entering
the area.If the driveway is too weak or too narrow (so that wheels may damage the lawn
and customer insists,the driver should get permission from the supervisor’s office before
entering).Failure to do so should deem the accident preventable.
Did our operator stop and physically observe clearances?a.
Did the operator take reasonable precautions to identify a potential to
damage others property?
b.
Did the operator obtain approval from the supervisor to enter the area at
customers request when potential to damage others property was
identified?
c.
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
XII.All Others
Could our operator have done anything to avoid the accident?a.
Was the operator’s speed safe for conditions?b.
Did the operator obey all traffic signs and signals?c.
Was the operator’s vehicle under control?d.
Had the operator followed identified routing and delivery instructions?e.
Did the operator call in for help when in doubt?f.
Did the operator report this accident as soon as he/she returned?g-
IF THE ANSWER TO ANY OF THESE QUESTIONS IS “NO”,OUR OPERATOR
WAS NOT DRIVING DEFENSIVELY AND THE ACCIDENT IS CONSIDERED
PREVENTABLE.
DRIVER EVALUATION POINT SYSTEM
The purpose of the Driver Evaluation Point System is to provide guidelines for WCIA
members to evaluate applicants’and current employees’driving records in order to
determine eligibility for a City position when driving is a function of the job.City
Department Directors or personnel staff members are responsible for performing this
evaluation.
How to use this guide:
The driver’s Motor Vehicle Record (MVR)is compared with the Driver
Evaluation Point Value Guide to determine a point total.
1.
This total is compared with the Driver Rating Guide to determine the individual’s
driving acceptability.
2.
Things to keep in mind:
The job the individual may perform/is performing may not relate to certain
violations listed in the Driver Point Value Guide.
1.
Consider the applicability of the individuals past violations to the job the
applicant or employee will perform.
2.
Review the details of the violations listed on the MVR with the
applicant/employee to determine if any extenuating circumstances exist regarding
the information.
3.
Accidents listed on MVR’s are coded with a two-digit number (e.g.01-CAR,02-
CAR)which indicates the number of vehicles involved in the particular accident.
This number is NOT an indication the driver was or was not at fault.
4.
DRIVER RATING GUIDE
The guide reflects an acceptability range of a driver,based on the score tabulated after
comparing the individual’s MVR to the Driver Point Value Guide.
POINTS:
Indicates an acceptable rating as a driver.0-4
Indicates a questionable rating as a driver.The Department Director
should reconsider placing or maintaining this individual in a driving
position.
5-6
7 or More Indicates unacceptability.Management should give serious consideration
to placing or maintaining this individual in a driving position.
DRIVER POINT VALUE GUIDE
This guide is used to determine points associated with each violation listed on the
individual’s MVR.When a violation is given a point range (e.g.1-2)it indicates the
reviewer should look at the particular details of the violation in order to determine its
severity and secure it appropriately.
EXPLANATIONPOINTS
NON-SPEED RELATED MOVING VIOLATIONS
Spilling load2
Fail to secure load (safety chains /devices)1
Fail to stop at scales0
Over weight/height/length1
Improper turn (cutting comers)1
Prohibited turn (U-turn)1
Improper lane change1
Improper lane travel (HOV lane)0
Driving on the shoulder,on sidewalk1
Improper backing2
Failure to (or improper)signal1
Failure to yield right of way:
•at yield or stop sign
•at uncontrolled intersection
•during left turn against traffic
•at traffic obstructed intersection
•on private road
•to emergency vehicle
•while starting from a parked position
•slow-moving traffic to pull off road
•failure to yield to pedestrian
•driver to exercise care -avoid collision with any pedestrian
2
Disobey signal person or officer2
Driving wrong way
•on one-way street (or freeway)
•straddling or over the center line
•driving on wrong side of road/cross divider
3
Failure to stop
•steady red signal,steady red arrow
•flashing signal
•intersection other than arterial
•train signal
•certain railroad grade crossings
•emerging from alley or driveway
•for school bus
2
Disobey road sign
•lane direction control signal
•school patrol
2
Driving without lights1
Failure to dim headlights1
Seat belt -driver or passenger1
Following too closely2
Improper passing
•overtaking
•passing on right
2
•insufficient distance
•on hill,curve or within 100 feet of intersection
•in no passing zone
Open container law violation -driver or passenger2
Illegal or missing vehicle equipment1-2
Impeding traffic•blocking•slow-moving vehicle
1
Violating license restrictions (medical,vision,equipment)2
Defective equipment•muffler/exhaust
1
Crossing fire hoses1
Headphones or TV1
Obstructed vision or control1
No shields or mirrors (Motorcycle)1
Inattention to driving2
No license on person•driving without CDL license
1
Driving with a suspended/revoked/canceled license4
No proof of liability insurance1
SPEED -RELATED MOVING VIOLATIONS
Speed too fast for conditions2
Speed -basic rule2
Negligent driving4
Reckless•driving•endangerment•endangerment in construction zone
5
Racing6
Hit and run7
•occupied vehicle
•unoccupied vehicle
CRIMINAL VIOLATIONS
DUI /Physician Control7
ACCIDENT REVIEW BOARD
1.0 PURPOSE:
To establish policy for the composition and authority of the Accident Review
Board and to establish procedure for the accident review process.
2.0 ORGANIZATION AFFECTED:
All departments/divisions
3.0 REFERENCES
WAC 296-24-040 &045
4.0 POLICY:
When there is a question of preventability,the accident review board from
the respective department may examine accidents involving damage to the
City operated motor vehicles and equipment;accidents in which City
operated motor vehicles and equipment caused damage to property of
others,and any accident and/or injuries to employees.
4.1
A separate accident review board may have jurisdiction over accidents
involving vehicles operated by members of the police department or fire
department,or accidents involving City employees when injuries or
significant damage suggest that litigation is likely (To be decided by the
City Administrator post -accident).
4.2
The Police and Fire Departments may follow similar procedures to those
outlined herein utilizing their own staff.Copies of accident reports,
investigation results (including any recommendations for preventing
similar accidents))and any disciplinary action taken will be forwarded to
the City Administrator for safety program monitoring purposes.
4.3
Review Board Membership (general employees drivers):4.4
4.4.1 An accident review board will be composed of (3-5)City
employees selected by the department head.
4.4.2 The City Attorney is an ex-officio member of accident review
boards and is available to sit on boards during investigations at his
request or at the request of the board.
4.4.3 Alternates will be selected and will fill a position of equal rank in
the event that:
A full-time member is involved in the accident under
review.
1.
A full-time member is absent.2 .
4.4.4 The alternates to review boards will be as follows:
Employees of equal rank (if possible)to the full-time
members set forth above.
1.
4.5 Review Board Members Make-Up:
1 Supervisor or Leadworker
2 General Employees
1 Chairperson (may be either a Supervisor/Leadworker or General
Employee)
Length of Terms and Vacancies:4.6
4.6.1 Subsequent to first appointments,all full-time members except the
Chairperson shall serve a term of two years.Alternating both one
supervisor/leadworker and one general employee.
4.7 Duties and Responsibilities:
4.7.1 Review accidents when there is a question of whether an accident
was preventable (excluding those described in Section 4.2)
resulting in damage to City owned motor vehicles and equipment;
accidents involving City owned vehicles and equipment which
cause damage to the property of others,and accidents/injuries
involving employees.
4.7.2 Determine whether the accident was preventable or non-preventable.
4.7.3 Issue a written report to the department director of the findings,
which will include suggestions or recommendations for preventing
similar accidents or injuries.
4.7.4 Notify the employee involved of the decision of the Board
concerning preventability (in writing).
5.0 PROCEDURES:
Procedures for Accident Review5.1
5.1.1 Notification and Meeting:
The department supervisor will notify the Review Board
Chairperson when an accident has occurred over which the
Board has jurisdiction.
1.
5.1.2 Investigation and Review:
The Review Board will examine all factual information
available,including,but not limited to,written accident
reports,including police reports,vehicle maintenance
records,and Supervisor’s Report of Incident.
1.
The Review Board may interview the employee(s)involved
and any witness(es)it deems appropriate.Employees
involved in accidents have the right to address the Board
regarding the accident/injury.
2 .
5.1.3 Determination and Finding:
Following a review of all available information,the Review
Board will determine by simple majority vote whether the
accident/injury is preventable or non-preventable.
1.
A preventable accident will be considered one in which the
information indicates the employee:
2 .
Willfully violated any law or safety regulation.a.
Operated City vehicles or equipment while under
the influence of intoxicants and/or drugs or while
drinking intoxicants
b.
Was careless or negligent in operating City
vehicles,equipment or tools.
c.
Failed to do everything he reasonably could have
done to prevent the accident
d.
A letter limited to accident preventability will be provided
to the employee.
3.
The written findings including preventability,and
recommendations for prevention of further similar
accidents or injuries will be furnished to the employee’s
department head.
4.
The Board will not discuss or reveal its findings to any
other employees or any citizens.
5.
Discipline5.2
5.2.1 If appropriate,the department director or designated representative
will schedule a meeting with the employee no later than fifteen
(15)days from receipt of the Review Board findings.
The purpose of the meeting is to:
Advise and counsel the employee to prevent further
accidents and/or injury by the employee involved.
1.
Analyze and determine the necessary steps required to
prevent a recurrence of the accident by the employee or
other persons within the departments
2.
Determine the employee’s physical abilities which might
affect future incidents.
3.
Implement any disciplinary action required following a
review with the City Administrator and City Attorney.
4.
5.2.2 The department director will prepare a written report of the
meeting.
5.2.3 Employees involved in a preventable auto-vehicle accident may be
required to attend the next conveniently scheduled defensive
driving course selected by the Risk Manager.
(Date)
(Driver’s Address)
Re:Accident Review Board Meeting
Dear
Our City policy requires that all accidents involving property damage or bodily injury
be reviewed by our Accident Board to determine preventability.The Accident Review
Board will meet on (date/time)at (location).
The Accident Review Board requests your explanation of the circumstances of the
accident in which you were involved on (date).Your presence or written statement will
be helpful to the Board in making a decision with regard to preventability by you as the
driver or by a change in City maintenance procedure or administrative policy.
Following the Accident Review Board meeting,you will receive a notification advising
you whether the Board considers your accident preventable or non-preventable.
In determining preventability,the Accident Review Board will use the following
definitions:
•Preventable Accident
A preventable accident is any accident in which the driver failed to do
everything he reasonably could have done to avoid it.
•Non-preventable Accident
A non-preventable accident is an accident in which the driver did everything
he reasonably could have done to foresee the things that caused the accident
and took appropriate action to guard against them.
Sincerely,
Chairperson,Accident Review Board
(Date)
(Driver’s Address)
Re:Accident Review Board Meeting
Date:
Location:
Dear
The Accident Review Board has reviewed the accident in which you were involved on
(date).
It is our opinion that this accident was:
Preventable LJ Non-preventable
In determining preventability,the Accident Review Board used the following
definitions:
•Preventable Accident
A preventable accident is any accident in which the driver failed to do
everything he reasonably could have done to avoid it.
•Non-preventable Accident
A non-preventable accident is an accident in which the driver did everything
he reasonably could have done to foresee the things that caused the accident
and took appropriate action to guard against them.
Sincerely,
Chairperson,Accident Review Board Meeting
-J