Fleet Vehicle—Risk Control Guidelines

This text is intended to provide only a general review of risk control measures. The recommendations must be tailored to individual circumstances and, where appropriate, an expert should be consulted for specific information.

Acceptable Driver’s Record
Drivers shall have an acceptable driving record with not more than two traffic citations and no at-fault accidents while driving any vehicle. When a driver does not meet the above driving standard, he/she shall not be assigned to or be retained for a driving position.

Accident
If a vehicular accident occurs:
     1.  Stop the vehicle.
     2.  Turn on hazard lights.
     3.  Immediately set out reflectors.
     4.  Render aid to the injured. (If neck/back injury is suspected, wait for
          paramedics unless the injured person is in danger of further injury
          from fire, explosion, etc.)
     5.  Immediately notify local law enforcement of any vehicular accident if
          personal injury or property damage occurs.
     6.  Express concern to those involved but make no statement of fault to
          any person other than those required by a policeman or insurance
          representative. (Driver is to be the only person to communicate
          accident details.)
     7.  All accidents need to be reported to the driver’s supervisor.

Accident Reports
Accidents are to be reported immediately to the liability carrier.

Accident Investigation
All accidents, including “near-miss” incidents are to be investigated and corrective action taken.

Complaints
Complaints about drivers are to be investigated and the written results retained in a permanent file.

Driver Age
The driver must be at least 21 years of age and properly licensed.

Driver Application
Each driver should complete in writing an application, that includes health record, driving experience and driver’s record.

Driver Background
The supervisor is to immediately furnish the necessary information to the liability carrier to obtain a copy of the individual’s driving record.

Drug Tests
All drivers of fleet vehicles are to undergo drug testing annually.

Federal Motor Carrier Regulations
Churches, schools and all charitable organizations who transport passengers across a state line in an owned or leased vehicle designed to carry more than 15 passengers, including the driver, fall under Federal Motor Carrier Regulations. These regulations also apply if the passenger vehicle is greater than 10,000 pounds GVWR. Contact the nearest federal office to obtain the necessary US DOT number.

Files
A separate file for each vehicle should be retained to include:
     1.  Year, make, license and serial number.
     2.  Nature of inspection, repair and date performed.
     3.  Lubrication performed.
     4.  Nature and due date of various inspections.
     5.  Record of tire service, including mileage, make and size of tire.

Fumes
All openings between seating area and engine compartment or the underside of the vehicle, including foot pedal, gear-shift openings, etc., are to be fitted with air-tight boots.

Fuses
Spare fuses of each size should be available.

Leaving Vehicle
Whenever the driver must leave the driving compartment and is out of direct sight of the vehicle, he should:
     1.  Stop the engine.
     2.  Remove the key from the ignition.
     3.  Set parking brake.
     4.  Shift manual transmission into first or reverse gear, or “park” position
          if equipped with an automatic transmission.
     5.  Lock the vehicle.

Loaning Vehicles
Use of vehicles is restricted to only official activities of the SDA Church. Vehicles are not to be loaned to organizations or individuals outside of the corporation of the Church.

Mirrors
Each vehicle should be equipped with the appropriate number of mirrors depending on the type of vehicle.

Parking the Vehicle
On any incline the front wheels are to be properly turned toward the curb and steel chocks utilized.

Passengers
Drivers are not to take passengers unless authorized by their supervisors.

Recaps
Retreaded or recapped tires should not be used on the front. Regrooved tires should not be used on any wheel.

Reflectors
Three metal-hinged, red emergency reflectors should be carried and used whenever the vehicle is disabled on roadways or within 10 feet of the highway.

Reporting Mechanical Problems
Drivers are to use a standard procedure to report mechanical problems in writing.

Routes
The supervisor is in charge of schedules and determining routes. Items to consider are highway construction, winter driving, overpasses, narrow bridges, weight limits and truck routes. Drivers should use freeways on a priority basis and take the shortest route.

Railroad Crossings
The driver is to exercise caution when approaching any railroad tracks. Should visibility be impaired, the driver is to stop and check both directions before crossing the tracks. The driver is not to manually shift gears when crossing railroad tracks.

State and Local Law
Vehicles are to be operated strictly according to state and local laws. Devices used to impair or detect police radar should not be used at any time or carried in any vehicle.

Communication
Each driver should have a CB radio or cellular phone.

Fleet Vehicle CHECKLIST