MODULE 3

1. MODULE 3 Vehicle Inspections, Identification, and Documentation

2. Introduction Regular vehicle inspections and proper maintenance are critical to operating propane vehicles safely and efficiently. U.S. DOT requires propane delivery drivers to inspect their vehicles and document all maintenance before driving on public roadways. Drivers must also be able to verify proper vehicle identification information, such as placards, shipping labels and data plates, and required vehicle documentation. After completing this module, you will be able to: • Identify pre-trip and post-trip inspection requirements for CMVs • Know annual inspection and maintenance requirements for CMVs • Verify proper identification information for bobtails and cylinder delivery vehicles • Confirm that vehicles are carrying required DOT documentation

3. LESSON 1 Vehicle Inspections and Maintenance

4. Why Are Inspections Important? Regular vehicle inspections and maintenance are not only a DOT requirement; they also help ensure the safety of both the driver and public. Inspections don’t take much time and offer many benefits. Inspections: • Reduce the chance of an accident, breakdown, or injury. • Help you become a safer worker while maintaining efficiency during your daily operations. • Make your job easier, because as you check your vehicle more often, the better your inspections become. • Can save you and your company money. This lesson presents the different types of vehicle inspections, with detailed content on those common to all CMVs — pre-trip, post-trip, and annual inspections.

5. Preparing for Inspections Before performing any vehicle inspection, be sure to: • Find an appropriate location to park the vehicle, preferably away from people, other vehicles, low hanging wires or tree limbs, other potential hazards, or anything else that may become a hazard as you pull away. • Remove the keys from the ignition so no one can move the vehicle during the inspection. • Set the parking brake. • Chock the wheels. • Select the appropriate personal protective equipment. • Have a clean cloth handy to wipe the lights and reflectors • Have the tire pressure gauge available.

6. Types of Inspections The different types of vehicle inspections include: • Daily Inspections: May include pre- and post-trip, walk-around, on-the-road, and pre-transfer inspections. • Monthly Inspections: Required for the cargo tank liquid transfer system, emergency shutdown device and controls, delivery hose assembly, and internal self-closing stop valve. • Annual/Periodic Inspections: DOT requires a qualified inspector inspect all CMVs annually, in addition to the periodic or scheduled inspections also performed by a qualified inspector. An external visual inspection and leakage test is also required annually for bobtails (commonly referred to as VK). MORE

7. Types of Inspections cont. • Five-Year Tank Inspections: DOT requires the internal inspection of cargo tanks with a manway; and all cargo tanks must be hydrostatically pressure-tested every five years. Note: Monthly inspections, annual external visual inspections and leak tests, and five-year tank inspections are only required for bobtails.

8. Types of Daily Inspections Perform the following vehicle inspections on a daily basis: • Complete a pre-trip inspection at the beginning of your work day and a post-trip inspection at the end. • Perform a walk-around inspection after loading your bobtail or cylinder delivery vehicle to determine that it is working properly and efficiently. • Inspect your load when you make stops on the road. While on the road, the best drivers go a step beyond by keeping their eye on all gauges for signs of trouble, and using their senses to alert them to changes in their vehicle’s performance. • Inspect your cargo tank discharge system and emergency discharge controls before transferring propane. Make the pre-transfer inspection part of your routine pre-trip inspection to save time and unnecessary trips if the system has a problem or malfunction.

9. Pre- and Post-Trip Inspections As a CMV driver, DOT requires you to perform pre- and post-trip inspections to determine that your vehicle is in safe operating condition before driving it on public roadways. Pre- and post-trip inspections are required for any placarded vehicle, including: • Bobtails • Cylinder delivery vehicles • Towed tank-setting trailers • Straight trucks and tractor-trailer flat-bed combinations transporting ASME stationary tanks, or DOT portable or intermodal tanks These inspections are critical for discovering damaged or missing parts, and other problems that could cause an accident, breakdown, or delay of your trip.

10. Post-Trip Inspection Requirements Even though pre-trip inspections happen earlier in your workday, we are going to present post-trip inspections first because they are more comprehensive and have reporting requirements that affect the pre-trip inspection. Post-trip inspections are key to the inspection and maintenance process. After driving your vehicle all day, you may become aware of problems that have developed throughout the day. DOT requires that you prepare a written Driver Vehicle Inspection Report (DVIR) for each vehicle you have operated at the end of the workday. Try to do the post-trip inspection the same way every time. This will help you remember what things to look for and make it less likely to overlook something. MORE

11. Post-Trip Inspection Requirements cont. During the post-trip inspection, you must examine and document on the DVIR the condition of the following vehicle parts and accessories. • Service brakes, including trailer brake connections • Steering mechanism • Windshield wiper(s) • Horn • Coupling devices • Parking (hand) brake • Lighting devices and reflectors • Tires, wheels, and rims • Rear-vision mirror(s) • Emergency equipment, including fire extinguisher, reflective triangles, and spare electrical fuses On the DVIR, you are required to list any defects that would affect the safe operation of your vehicle or result in a breakdown.

12. Pre-Trip Inspection Requirements The pre-trip inspection happens at the beginning of each work day and does not require a written DVIR. It only requires a: • Review of the last posted DVIR: During the pre-trip inspection, you must review the last posted DVIR and sign the report only if problems were noted. By signing the report, you acknowledge that you’ve read the report and all necessary repairs have been made. • A walk-around of the vehicle to determine that it is in safe operating condition: During the pre-trip inspection, you should check the oil level, belts and hoses with the engine running, tires, lights, and gauges to make sure no changes have occurred since the last post-trip inspection.

13. Annual/Periodic Inspections and Maintenance DOT requires that a qualified inspector perform an annual inspection on all CMVs and an external visual inspection and leakage test on bobtails. These inspections may be performed by separate firms and completed on different forms. It is illegal to drive a CMV without a current annual inspection, and both the employer and the driver are responsible if the inspection is not current. You must carry proof of the inspection, which may be in the form of a decal, on the vehicle. DOT also requires periodic or scheduled maintenance on your vehicle, which is typically performed by a qualified individual or contracted garage. This maintenance must be documented. Some states require periodic inspections that are more frequent than annual inspections. See your specific company policy to determine how often this maintenance needs to be performed on your vehicle. Note: DOT requires that air brake inspectors have special qualifications.

14. LESSON 2 Vehicle Identification Requirements

15. Verifying Proper Vehicle Identification In addition to inspecting your vehicle’s parts and systems, it is important to always check your vehicle for proper identification before leaving the bulk plant each day. DOT regulations require specific markings and labels for bobtails and cylinder delivery vehicles that identify the hazardous materials being carried on the vehicle. This lesson reviews identification requirements for: • Bobtails • Cylinder Delivery Vehicles

16. Bobtail Identification Requirements DOT requires specific identification information for bobtails, including: • Placards • Product shipping name • Cargo tank inspection and test markings • Quench tempered or non-quench tempered markings • Data plate(s)

17. Bobtail Placards According to 49 CFR, any vehicle that transports 1,001 lb or more aggregate gross weight of hazardous materials must be placarded on the front, rear, and each side. Placards indicate the hazard class name and number. The red color and flame symbol indicate that flammable gas is being transported. The number 1075 is the UN identification number or shipping number, and indicates that LP-gas is being transported. The number 2 identifies the hazard class or division. The placard must be no closer than 3″ to any other marking or labeling. Any faded, missing, or illegible placards must be replaced before the cargo tank is filled. Some states require that you place a decal on the rear of the vehicle that reads, “WE STOP AT RAILROAD CROSSINGS.” Note: Propane used as motor fuel for the vehicle is not classified as hazardous material transported in commerce and is not to be placarded.

18. Placarding Methods There are two methods for placarding a vehicle. The first method uses a single, combined DOT/UN placard. This placard is a red diamond shaped sign with an edge minimum of 10.8″. It contains the universal flammable icon, the UN identification number/proper shipping number (1075), and the material’s hazard class (2). This is referred to as “diamond on point.” MORE

19. Placarding Methods cont. The second method uses two separate DOT and UN placards. The DOT placard is a red diamond shaped sign with an edge minimum of 3.9″. It contains the DOT hazard class name for LP-gas (FLAMMABLE GAS) and the hazard class number (2). The UN placard is a rectangular orange sign which contains the hazardous material’s UN identification number/proper shipping number (1075).

20. Bobtail Product Shipping Name Like placards, a product shipping name is also required on the front, back, and both sides of the bobtail. Typically, the shipping name is located on the upper part of each head and both sides of the cargo tank. The shipping name must be legible. It is usually written in all capital letters to more easily comply with the minimum letter height requirement of 2 inches and for ease of reading from a distance. Proper DOT shipping names are: • PROPANE • BUTANE • LIQUEFIED PETROLEUM GAS Bobtails marked with the specific name of the LP-gas, such as PROPANE or BUTANE, can only carry that specific gas. Bobtails marked LIQUEFIED PETROLEUM GAS can carry either propane or butane.

21. Bobtail Data Plates Cargo tanks used to transport and transfer propane must have data plates attached to the tank on either the driver or passenger side of the vehicle. Although there is much more information included on a data plate, some of the most critical information for a driver to be able to identify is presented. • Tank manufacturer’s name • Serial number • DOT specification number (cargo tanks are built according to DOT design codes MC330 or MC331, as well as ASME specifications) • Vessel material specification number • Water capacity in pounds and gallons MORE

22. Bobtail Data Plates cont. • Water capacity in pounds and gallons • Original test date • Design working pressure of the tank The cargo tank’s inspection code, retest dates, and QT or NQT markings are displayed near the data plate.

23. Discovery: Bobtails

24. Cylinder Delivery Vehicle Identification Requirements Like bobtails, cylinder delivery vehicles also have specific DOT placarding requirements. Placard holders should be located on the front, back, and both sides of the cylinder delivery vehicle. The placard must meet the following requirements, based on the amount of propane being shipped: • When transporting cylinders with a gross weight of 1,001 lbs or more, you must display a placard in each holder. • The placard must display 1075. • In addition to placarding requirements, each cylinder must be marked with the proper shipping name (propane, butane, or liquefied petroleum gas) and the UN identification number/proper shipping number (UN 1075). Note: If you haul multiple products, see your company policy.

25. LESSON 3 Vehicle Documentation Requirements

26. Shipping Papers In addition to proper markings and labels, you must carry required documents including shipping papers, emergency response information, and a hazmat certificate of registration in your propane transport vehicle. DOT requires that shipping papers accompany each shipment of propane transported in commerce. They should be available for authorities in the event of an accident or an inspection. When driving, the shipping papers must be within immediate reach when a lap safety belt is in place, or in a holder mounted on the inside of your door. If you leave the vehicle, place these documents in the door holder or where they can be seen on the driver’s seat. MORE

27. Shipping Papers cont. Shipping papers must contain the hazard identification information as it applies to bobtails and cylinder delivery vehicles including: • Proper shipping name • UN identification number/proper shipping number • Hazard class division • NONCORROSIVE • Maximum quantity of LP-gas If permanent shipping papers are used, the date and number of cylinders loaded at the beginning of the delivery route must be recorded (typically with a wax pencil marker). If single-trip shipping papers are used, they should be completed according to company procedures. NOTE: The required sequence of information provided on shipping papers has been changed by the DOT. The industry will have until January 1, 2013 to comply with the new format.

28. Emergency Response Information You must carry emergency response information along with the hazmat shipping papers in your CMV. You must keep this information readily available for emergency responders, enforcement authorities, and company personnel, in the event of an incident. The emergency response information must also be available at LP-gas transfer and storage facilities in case of emergency. Each state may have different requirements. Be sure to follow your company’s policy and state requirements, as well as DOT regulations.

29. Contents of Emergency Response Information At a minimum, the emergency response information must include the following: • Description of the hazardous material • Immediate precautions to take in the event of an incident • Risks of fire or explosion and immediate methods for handling small and large fires • Initial methods for handling spills or leaks in the absence of fire • Immediate hazards to health and preliminary first aid measures • Emergency response telephone numbers This information must be either on the shipping papers or kept with the shipping papers.

30. Complying With Emergency Response Information Requirements Propane companies and their drivers must comply with emergency response information requirements. Often, companies will develop and provide their own emergency response information sheet to their drivers which would be part of the shipping papers. If an emergency response information sheet is not available, you can comply with these requirements by carrying a copy of the shipping papers with one of the following: • A Material Safety Data Sheet (MSDS) • The North American Emergency Response Guidebook • Guide 115 of the North American Emergency Response Guidebook , which covers flammable compressed gases

31. Hazmat Certificate of Registration All drivers or companies transporting hazardous materials are required to register with the DOT, and must carry either: • A current copy of the Hazmat Certificate of Registration, or • Another document bearing the US DOT Hazmat Registration Number. For example, sometimes this information is included on the permanent shipping papers.

32. Summary Some important points to remember from this module are: • Pre-trip inspections, post-trip inspections, and annual inspections are required for any type of vehicle transporting propane. Bobtails also have monthly, annual external visual and leakage tests, and five-year tank inspection requirements. • The DVIR helps drivers conduct pre-trip and post-trip inspections by listing all of the common parts and systems that must be examined. The DVIR must be completed during the post-trip inspection and reviewed during the pre-trip inspection to ensure any noted defects have been repaired. • Any cylinder delivery vehicle or container with 1,001 lb or more aggregate gross weight of hazardous materials must be placarded on each side. • DOT requires all vehicles transporting hazardous materials to carry shipping papers, written emergency response guidelines, and a hazmat certificate of registration. The driver is responsible for ensuring the vehicle is in compliance before beginning a trip.