Northside ISD Fleet Safety Program

1. Northside ISD Fleet Safety Program Debby Glass Risk Management Coordinator Benefits & Risk Management Office November 19, 2009

2. Learning Objectives • Provide the importance of a consistent fleet safety program for school districts. • Identify the process for Vehicle Accident Reporting currently used at Northside ISD, roles/responsibilities and the benefits of the program. • Annually review shared data to ensure departments understand impact of fleet safety program and their contribution to the program’s success.

3. Overview of NISD Fleet • 1133 NISD Vehicles on the road • 681 Buses • Over 50,000 students transported daily • 8 million plus miles annually • Provide to and from school, field trips, sports activities, after school programs, etc. • 389 Trucks/Vans • Service over 100 Campuses/Buildings • Also 51 trailers utilized throughout District • 63 Additional Vehicles • 41 Police Department Vehicles • 22 Assigned to Departments Total of 11 million plus miles driven annually.

4. FLEET SAFETY PROGRAM12 ELEMENTS TO PROGRAM • POLICY STATEMENT/PURPOSE • RESPONSIBILITIES • VEHICLE ASSIGNMENT & USE • INSURANCE LIABILITY • DRIVER EVALUATION & POINT SYSTEM • DRIVER QUALIFICATION/DISQUALIFICATION

5. FLEET SAFETY PROGRAM12 ELEMENTS TO PROGRAM • ACCIDENT REVIEW & QUALIFICATION PANEL • RECORDKEEPING • SAFE VEHICLE OPERATING PROCEDURES • ACCIDENT AND LOSS REPORTING PROCEDURES • VEHICLE RENTAL • EDUCATION

6. Purpose • This program applies to District employees who use District owned, rented, and leased vehicles while furthering the business of NISD.

7. Objective • To provide instruction regarding driver eligibility, accident reporting procedures, driver training requirements and guidelines regarding the use of District vehicles, and rented and leased vehicles. To establish standards regulating vehicle maintenance storage and use.

8. 2) Responsibilities - Very Detailed • Hiring Authorities – Principals/Directors (or designees) • Supervisors • Employees • Benefits & Risk Management • Assistant Superintendent of HR (or designee)

9. 3) Vehicle Assignment & Use • District vehicles. • What employees can/cannot do. • Detailed expectations of drivers who operate District vehicles. • Operate with Care…….

10. 4) Insurance Requirements • NISD’s current insurance coverage.

11. 5) Driver Evaluation & Point System • MVR checks on all NISD drivers and employees who drive on District business. (annually and periodically) • Point system for driving violations applies to employees that drive District vehicles. • Acceptable: 0 points • Marginal: 2-4 points receive counseling, training. • Probation: 5-9 points receive counseling, required to attend DDC within 60 days at employee’s cost. • Unacceptable: 10 points may not drive on behalf of the District.

12. 6) Qualification/Disqualification • Driver Prerequisites • Valid Texas Driver License • Obtain Texas Driver License within 30 days of hire • Disqualification • 10 Points • Failure to obtain a Texas Driver License within 30 days of hire. • Out of service order for CDL Drivers

13. Results of Disqualifications • When Driving is an Essential Function: • Employee will not be allowed to continue to drive on company business at any time. • Employee may be assigned non-driving duties as authorized by the Superintendent or designee. • Employee may ride as a passenger if approved by the Hiring Authority. • All the above is only during the Resolution Period. (Does not apply to CDL Drivers.) • Other assigned duties can not be grieved by the employee for any reason.

14. Resolution Period • Employee may appeal to the Accident & Review Panel and/or, • Find another position within the District (non driving position). • If appealed, panel meets to review all documented evidence.

15. 7) Accident Review & Qualification Panel • Purpose: To review appeal by an employee relating to whether the employee caused a motor vehicle accident and is disqualified from driving. • Risk Management Representative • Department Rep. from affected dept. • Non-involved Director, Principal or VP/AP • Transportation Director or Assistant Director • Non-involved HR Representative

16. After Resolution Period • Employee status not resolved: • Hiring Authority may recommend termination, reclassification, transfer or demotion. • Other assigned duties can not be grieved by the employee for any reason. • Employee may voluntarily resign their position and reapply later for same or similar position.

17. 8) Recordkeeping • Maintain the Following Records • Vehicle Records – date of purchase, VIN number, amount of purchase, inspection dates, license plate dates, etc. • Driver Records – copy of driver’s current license and all MVR’s requested. • Accident Records – all supporting documents pertaining to all vehicle accidents. • Sign in sheets or certificates of attended Driver Safety Training or Defensive Driving Course.

18. 9) Safe Vehicle Operating Procedures • Comply with Federal, State, Local and Administrative Regulations. • Not abusing the vehicle, Ie., excessively racing cold engine, riding clutch, ignoring warning light indicators, overloading a vehicle, using vehicle for something other than what it is designated for.

19. 10) Accident and Loss Reporting Procedures – Employee • Stop, identify self, call Supervisor and NISD PD. • Summon aid for injured. • Take pictures if camera available. • Refuse to sign any liability wavier indicating that you are not injured. • If Private vehicle, notify your personal insurance company. • Complete vehicle accident report.

21. Accident and Loss Reporting Procedures – Supervisor • Report to the scene of the accident, if possible. • Investigate the accident (including pictures) • Ensure all witness reports are completed • Get a written Incident Statement from the driver. (handout) • Complete the on-line Vehicle Accident Report. • Use mapquest for assistance in “drawing” area. • Submit all the above info to person in your office. This person is to submit all info. To the Benefits & Risk Management Office within 24 hours. • Heads up call to Risk Management.

22. Accident and Loss Reporting Procedures – Risk Management • RM receives “heads up” call. • Determine if RM staff needs to respond to accident scene. • Once report is received, review, determine who’s at fault, either: • Send to Insurance Company or TPA • Subrogate • Work closely with Insurance Company or TPA for resolution.

23. The Way We Were……… • Sent email with large quantity of pics. • Pictures were distorted or unusable. • Report was vague or incomplete. • Only Transportation investigated and provided above data. • No heads up call, received call from adverse driver first. • Sometimes we were given the video, sometimes we weren’t.

24. The Way We Are…….. • Shared “K” Drive for pictures/reports • Initial training on Accident Investigation processes, and is ongoing. • All departments that have fleet now conduct accident investigation and complete reports/pics. • All Departments immediately notify RM when vehicle accident occurs. • VHS or digital data is delivered to RM within 24 hours of accident.

25. 11) Vehicle Rental • Comply with NISD Administration Regulation. • Report any Accidents or Citations to Supervisor. • Complete Vehicle Accident Report.

26. 12) Education • Fleet Safety Administration Regulation provided to all New Hires. • Safe Driver Training for all New Hires and all Employees Every Three Years. • Trailer Safety Training Annually (if applicable). • Defensive Driving Course (at employee’s cost).

27. Questions • Questions/comments regarding Fleet Safety Program? • Next……… Annual Transportation Claims Review Meeting.

28. Annual Transportation Claims Meeting • Held between February and March of each year. • Attendees: NISD Transportation Director, Assistant Director, Station Managers, Safety Specialist, Crawford & Co. Claims Manager, Adjusters, Finance Manager, Insurance Broker Rep, TAPS Rep., NISD Risk Management Staff.

29. Annual Transportation Claims Meeting • Purpose: • To review open claims, costly claims. • Discuss concerns and ideas. • View videos of specific accidents and discuss pro/cons or what if’s. • Share new information or tools that can be used to enhance all efforts. • Accident Investigation Process • Scene Investigation • Importance of Photographs • VHS versus Digital Cameras • Review graphs/data.

30. Total AL Claims by Station Comparison

31. Damage to District Owned Property Vs. Other Driver’s Fault Vs. All Other Claims

32. 3 Year Data - Quarterly Bus Transportation Claims

33. Top 6 Types of AL Claims in Last 3 Years

34. 7 Year Comparison of Total Transportation AL Claims

35. 7 Year Comparison of Bus Accident Claims Vs. Total Fleet

36. Cost – 7 Year Comparison of Paid/Reserves

37. On-going Communication • Constant communication with the Transportation, Maintenance, and Warehouse Departments. • Work closely with the Transportation Training & Safety Specialist. • Review accident reports, request additional data, interview driver’s, witnesses, etc. • Assist with problem solving to eliminate driver errors, routes, etc. • Periodically attend in-service meetings and share data.

38. Trailer Safety Video • Partnered with NISD Maintenance Dept. to develop a “Trailer Safety” video utilizing the NISD Staff Development Dept. • Gross Vehicle Weight Rating and Towing Capacity • Hitching a Trailer • Test the Brakes • Loading the Trailer • Tie Downs – Securing the Trailer • Road Safety – Reference Transportation Codes • Skids – Different when Pulling a Trailer • Summary • VIDEO

40. Questions/Comments • Thank You for Attending!