Transportation Risk Management Program v1_5 by TEAMSolutions

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									                 Transportation Risk Management Program




                Licensed to:

                  __________________________




IMPORTANT LEGAL NOTIFICATION: Your organization is responsible for compliance with all applicable laws and
governing regulations. Accordingly, these documents should only be used or adopted by your organization after
first being reviewed and approved by legal counsel. TEAM Solutions assumes no liability in the preparation and
distribution of these documents.

By obtaining this program, you acknowledge and accept that the recipient of this Transportation Risk Management
Program, hereafter called the “organization” shall hold harmless and indemnify McKenna LLC, TEAM Solutions and
Mike McKenna against all claims, suits, actions, costs, counsel fees, expenses, damages, judgments or decrees, by
reason of any person or persons or property being damaged or injured by the organization or any of their
employees or volunteers, or in any capacity during the progress of their work or service, whether on-duty or off-
duty, whether in-transit or stationary and whether by negligence or otherwise. The organization shall further save
and hold harmless McKenna LLC, TEAM Solutions and Mike McKenna for any injury or fatality sustained by said
organization or any person or persons acting under the direction or influence of the organization. This contract
shall apply to all material provided to me by McKenna LLC, TEAM Solutions and Mike McKenna from this date until
cancelled.
              Transportation Risk Management Program
                 Licensed to ______________________________________




                                 TABLE of CONTENTS

   I.      Transportation Safety Program Overview ……………………………………………………………… 2
   II.     Organization and Responsibilities ………………………………………….………………………………. 5
   III.    Vehicle Use ……………………………………………………………………………………………………………. 8
   IV.     Driver Selection ………………………………………………………………………………….………………… 15
   V.      Accident Recordkeeping, Reporting and Analysis ……………………………..………………….. 18
   VI.     Employee and/or Volunteer Accident Reporting Procedure …………………………………. 20
   VII.    Organization Accident Review Board ………………………………………………………………….… 22
   VIII.   Vehicle Selection, Disposal, Inspection and Maintenance …………………………………….. 23
   IX.     Driver Training ……………………………………………………………………………………………………… 27
   X.      Driver Safety Regulations ……………………………………………………………………………………… 32
   XI.     APPENDIX …………………………………………………………………………………………………………..… 38
           A. Vehicle Assignment Agreement ……………………………………………………………………… 39
           B. Application Addendum for Employment Requiring Driving …………………………..… 41
           C. Guide for Preventable and Non-preventable Accidents ………………………………..… 43
           D. Accident Report Form ………………………………………………………….……………………….… 51
           E. Vehicle Supply Kit …………………………………………………………………………………………… 55
           F. Vehicle Inspection Report – Quarterly ………………………………………………………….… 56
           G. Vehicle Inspection Report - Time of Travel Checklist ……………………………………… 60
           H. Post Trip Debrief ………………………………………………………………………………………….…. 64
           I. Program Modification/Exemption Tracking ……………………………………………………. 65
           J. External Training Links ………………………………………………………………………………….... 66
           K. Van Safety Evaluation …………………………………………………………………………………….. 67




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NOT for Distribution                                                  Version 1.5
              Transportation Risk Management Program
                  Licensed to ______________________________________




            I.         TRANSPORTATION SAFETY PROGRAM OVERVIEW

1) Policy: Many employees and/or volunteers operate organization owned, leased, rental or
   personal vehicles as part of their service. Accordingly, all employees and/or volunteers are
   expected to operate vehicles safely to prevent accidents which may result in injuries,
   property loss or increased risk. It is the policy of ____________________ to provide and
   maintain a safe working environment to protect the organization’s employees, volunteers
   and the citizens of the communities where we conduct operations from injury, property loss
   and increased risk. The organization considers the use of automobiles part of the
   operational environment and is committed to promoting a heightened level of safety and
   risk awareness as well as responsible driving behavior from all employees and/or
   volunteers. The organization’s efforts and the commitment of employees and/or
   volunteers will help prevent vehicle accidents, reduce personal injury and property loss
   claims and decrease risk. This program requires the full cooperation of each operator to
   adhere to the responsibilities outlined in the Transportation Safety Program. Elements of
   this program include the following critical strategies:

   A. Identifying areas of and activities of exposure to accident risk and legal liability.
   B. Delegating and empowering responsibilities at all levels of employment/service,
      regarding transportation safety.
   C. Communicating safety expectations throughout the organization.
   D. Documenting vehicle usage and insurance requirements.
   E. Implementing a preventative maintenance (PM) program that documents proactive and
      reactive measures.
   F. Providing guidance for the selection and the acquisition of new organization vehicles as
      well as the proper disposal of vehicles placed out of service.
   G. Enforcing employee and/or volunteer driver's license checks and the continual
      identification of high risk drivers.
   H. Establishing and communicating and equipping personnel with an accident response,
      reporting and investigation mechanism.
   I. Establishing an Organization Accident Review Board to investigate and identify exposure
      risks to the organization.
   J. Guiding the selection of organization vehicles and maintenance requirements.
   K. Identifying and implementing driver training standards.
   L. Identifying and implementing driver and vehicle safety regulations.

2) Responsibility: Management is responsible for successful implementation and on-going
   execution and improvement of this program. Supervisors, employees and/or volunteers are
   responsible for meeting and maintaining the standards set forth in this program.



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              Transportation Risk Management Program
                   Licensed to ______________________________________



   A. Identifying areas of and activities of exposure to accident risk and legal liability.

      1. Perform a thorough risk analysis of the transportation function and incorporate with
         the organization’s Business Continuity Plan. Items to be included:
         a. Financial Risks: planning for fluctuations in the price of fuel, budgets to repair or
             replace vehicle, etc.
         b. Operational Risks: considering if organization vehicles and drivers are operating
             in extreme conditions (weather, high crime area), including civil unrest if
             organization vehicle becomes target of unrest, route planning, fuel storage.
             Also, availability of critical needs including drivers, fuel, parking, and repair parts,
             etc.
         c. Regulatory Risks: maintaining necessary documentation for drivers, vehicles,
             and cargo in order to keep objectives and supple chain resilient.
         d. Strategic Risks: having the right amount of drivers and vehicles at the right time
             to insure the organization’s strategic mission is being met, etc.
         e. Attitudinal Risks: exposure to organization by actions or presence of vehicle
             being in disrepair, operated in an unsafe manner, etc.
         f. Technological Risks: monitoring and creating redundancy for mission oriented
             technology to maintain continuity, etc.

      2. The findings of the above Transportation Risk Analysis should be documented in the
         organization’s Business Impact Analysis as part of the over-arching Business
         Continuity Plan documentation.

   B. Once the risks have been identified, the Management, with the input from the
      appropriate contributors (safety/security, legal, human resources, etc.), will determine
      how each identified risk should be managed:

      1. Avoidance – Disengage or refrain from participation in the activity.
      2. Mitigate – Perform repairs or replace worn parts to reduce chance of failure i.e.
         performing preventative maintenance twice per year).
      3. Sharing – Insure the risk or delegating/outsourcing it to a contracted 3rd party.
      4. Accept – Manage the risk due to costs being too high (i.e. acts of war) or that are
         manageable to accommodate when confronted (i.e. repair cracked windshield).

   C. Activities that require insurance must be evaluated by appropriate insurance and/or
      legal advisors.




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             Transportation Risk Management Program
                  Licensed to ______________________________________


      1. Insurance policies should be aligned with the intended activity to insure that policy
         coverage and limits are adequate. For example, operating a vehicle covered by a
         personal policy while conducting a commercial activity (cargo, passenger transport,
         etc.) may greatly impeded the success of any potential claim, may expose the policy
         holder and organization to extraordinary financial exposure for being under-insured
         and may cause the cancellation of the policy for misrepresentation. It is therefore
         imperative that appropriate legal and insurance advisors are consulted.

   D. Delegating and empowering responsibilities at all levels of employment/service in order
      to meet the expectations of this plan including to provide constructive feedback on plan
      improvement and the authority to interrupt unsafe practices.

3) Scope:

   A. This policy applies to employees and/or volunteers who operate vehicles, or will be
      expected to operate them, including personal and rental or lease vehicles, for the
      organization’s business. This policy includes those employees and/or volunteers that
      interact in any way during the organization’s transportation program. This policy will be
      regularly reviewed by managers and supervisors to ensure full implementation and
      compliance.

I have read, understood and agree to the provisions of the Transportation Safety Program
Overview.



____________________________         ____________________________            _____________
              SIGNATURE                           PRINTED                              DATE




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NOT for Distribution                                                        Version 1.5
              Transportation Risk Management Program
                  Licensed to ______________________________________


                   II.       ORGANIZATION AND RESPONSIBILITIES

4) Organization President will:

   A. The organization president, supported by the applicable board of directors, is
      responsible for directing an aggressive vehicle safety program.
   B. Provide constructive feedback and direction on how to improve the Transportation
      Safety Plan.
   C. Actively observe, acknowledge, reward and publicize safe risk management practices by
      employee’s and/or volunteers.
   D. Reduce the organization’s vicarious liability by promoting culture of safety and risk
      awareness. Vicarious Liability is the potential responsibility for the negligence of
      organization employees and/or volunteers while they are operating vehicles or
      equipment within the scope of their service.

5) Management will:

   A. Implement the Transportation Safety Program in their areas of responsibility.
   B. Establish measurement objectives to ensure compliance with the program.
   C. Provide assistance and the resources necessary to implement and maintain the
      program.
   D. Insure that a designated Vehicle Safety Coordinator is responsible for the Transportation
      Safety Program and/or that the organization’s Safety Committee is designated.
   E. Provide constructive feedback on how to improve the Transportation Safety Plan.
   F. Actively observe, acknowledge, reward and publicize safe risk management practices by
      employee’s and/or volunteers.
   G. Communicate any policy/procedure changes to all drivers. Have them sign to
      acknowledge that they understand the new policy/procedure and will abide by it.
   H. Reduce the organization’s vicarious liability by promoting culture of safety and risk
      awareness.

6) Supervisors will:

   A. Investigate and report all accidents involving a motor vehicle used in performing
      organization business. Forward all accident reports to the Vehicle Safety Coordinator
      and/or Safety Committee.
   B. Be responsible for taking appropriate action to manage high risk drivers as defined by
      this program.
   C. Provide driver training either internally or through external means for drivers and for
      high risk drivers as needed.



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              Transportation Risk Management Program
                  Licensed to ______________________________________


   D. Provide constructive feedback on how to improve the Transportation Safety Plan.
   E. Actively observe, acknowledge, reward and publicize safe risk management practices by
      employee’s and/or volunteers.
   F. Reduce the organization’s vicarious liability by promoting a culture of safety and risk
      awareness.

7) Vehicle Safety Coordinator or Safety Committee:

   A. Issue periodic reports of losses for the president's review.
   B. Review motor vehicle accident reports as part of the Organization Accident Review
      Board.
   C. Revise and distribute changes to the Transportation Safety Program to managers,
      supervisors and authorized drivers as necessary.
   D. Maintain appropriate driver, vehicle and inspection records.
   E. Facilitating driver training.
   F. Insuring that proper permissions are obtained prior to the use of any organization
      vehicle.
   G. Provide constructive feedback on how to improve the Transportation Safety Plan.
   H. Actively observe, acknowledge, reward and publicize safe risk management practices by
      employee’s and/or volunteers.
   I. Reduce the organization’s vicarious liability by promoting culture of safety and risk
      awareness.
   J. Insure that there is at least one (1) identified and trained driver for each vehicle the
      organization operates.
   K. Maintains a list of all approved, trained drivers.

8) Authorized Drivers will:

   A. An Authorized Driver is defined as an employee and/or volunteer of
      ____________________ ("organization") who is eligible to operate an organization-
      owned vehicle for official organization business. To be eligible an employee and/or
      volunteer must hold a valid driver's license issued by the State where the employee
      and/or volunteer permanently resides, have an acceptable driving record, and have the
      necessary driver training as described herein.
   B. Always operate a motor vehicle in a safe manner as explained under the section titled,
      "Driver Safety Regulations".
   C. Maintain a valid driver's license issued by the State where they permanently reside that
      is not currently suspended or revoked.




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             Transportation Risk Management Program
                  Licensed to ______________________________________


   D. If authorized to use their personal vehicle, maintain auto liability insurance that meets
      the minimum requirements in their state of residence on personal vehicles used in
      organization business.
   E. Refrain from operating organization vehicles within 4 hours of taking prescription or
      over the counter (OTC) medications that includes symptoms such as drowsiness,
      sedation or other impairment warnings. Additionally, drivers will notify management of
      any medical condition that could impact the safe operation of organization vehicles.
      This may not disqualify the driver from authorized driver status, with a doctor’s release
      for example, but failure to disclose any such condition, including medications taken,
      may result in the employee and/or volunteer’s dismissal or disqualification.
   F. Maintain assigned vehicles according to established maintenance standards as indicated
      in the Vehicle Inspection Reports for both quarterly and at time of travel (appendix).
   G. Provide constructive feedback on how to improve the Transportation Safety Plan.
   H. Actively observe, acknowledge, reward and publicize safe risk management practices by
      other employee’s and/or volunteers.
   I. Reduce the organization’s vicarious liability by promoting culture of safety and risk
      awareness.
   J. Comply with the elements listed under the Driver Selection section of this Program.


I have read, understood and agree to the provisions of the Organization and Responsibilities
policy.



____________________________         ____________________________            _____________
              SIGNATURE                           PRINTED                              DATE




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             Transportation Risk Management Program
                 Licensed to ______________________________________




                                 III.       VEHICLE USE

1) Organization Owned Vehicles

   A. Passenger Cars

      1. Employees and/or volunteers authorized by their supervisors will be permitted to
         operate a passenger car. When the vehicle is driven for personal use, only the
         authorized employee and/or volunteer in compliance with this policy will be
         permitted to operate the vehicle.
      2. No one under the age of 21 will be permitted to operate the vehicle contrary to this
         policy without written permission documented by the organization president and on
         file with the Vehicle Safety Coordinator or Safety Committee.
      3. The organization’s cars, vans and/or trucks may not be borrowed for personal use,
         loaned or leased outside the organization, except as provided in writing from the
         Vehicle Safety Coordinator or the Safety Committee.
      4. The organization’s vans and/or trucks keys are not to be duplicated. Report lost keys
         immediately to the Vehicle Safety Coordinator or Safety Committee.
      5. Passengers are responsible for their personal possessions on all trips.

   B. Commercial Vans and Trucks

      1. Driving large vans requires skill and experience from the operator, with little or no
         margin of error. The vehicles must also be in proper working order to reduce the
         likelihood of involvement in an accident. The vehicles must receive a formal
         operational inspections by the operator to demonstrate due diligence. In addition to
         the required quarterly and the time of travel inspections, each commercial van and
         truck vehi
								
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