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Northside ISD Fleet Safety Program

Debby GlassRisk Management CoordinatorBenefits & Risk Management OfficeNovember 19, 2009

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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.

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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.

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FLEET SAFETY PROGRAM12 ELEMENTS TO PROGRAM

1) POLICY STATEMENT/PURPOSE

2) RESPONSIBILITIES

3) VEHICLE ASSIGNMENT & USE

4) INSURANCE LIABILITY

5) DRIVER EVALUATION & POINT SYSTEM

6) DRIVER QUALIFICATION/DISQUALIFICATION

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FLEET SAFETY PROGRAM 12 ELEMENTS TO PROGRAM

7) ACCIDENT REVIEW & QUALIFICATION PANEL

8) RECORDKEEPING

9) SAFE VEHICLE OPERATING PROCEDURES

10) ACCIDENT AND LOSS REPORTING PROCEDURES

11) VEHICLE RENTAL

12) EDUCATION

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Purpose

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

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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.

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2) Responsibilities - Very Detailed

Hiring Authorities – Principals/Directors (or designees)

Supervisors Employees Benefits & Risk Management Assistant Superintendent of HR (or

designee)

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3) Vehicle Assignment & Use

District vehicles. What employees can/cannot do.

Detailed expectations of drivers who operate District vehicles. Operate with Care…….

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4) Insurance Requirements

NISD’s current insurance coverage.

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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.

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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

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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11) Vehicle Rental

Comply with NISD Administration Regulation.

Report any Accidents or Citations to Supervisor.

Complete Vehicle Accident Report.

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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).

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Questions

Questions/comments regarding Fleet Safety Program?

Next……… Annual Transportation Claims Review Meeting.

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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.

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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.

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Total AL Claims by Station Comparison

All Data derived from information submitted to NISD Risk Management from respective locations.

2007-2008 Comparison by Station

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35

38

34Culebra

North

Rhodes

South

2008-2009 to date

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17

23

36

Culebra

North

Rhodes

South

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

Our Driver's Fault: 49%

Damage to Own Property

22%

Other Driver's Fault: 29%

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3 Year Data - Quarterly Bus Transportation Claims

3532

39

30

3638

32

41

15

25 23

0

5

10

15

20

25

30

35

40

45

Aug - Oct Nov - Jan Feb - April May - July

06-07

07-08

08-09

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Top 6 Types of AL Claims in Last 3 Years

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51

58

21

64

20

0

10

20

30

40

50

60

70

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7 Year Comparison of Total Transportation AL Claims

92

57

90

114

151

123132

93

0

20

40

60

80

100

120

140

160

1

2001-2002

2002-2003

2003-2004

2004-2005

2005-2006

2006-2007

2007-2008

2008-2009

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7 Year Comparison of Bus Accident Claims Vs. Total Fleet

92 93

472 472524

573 590635

682

9057123

151114 132

720

0

100

200

300

400

500

600

700

800

Total #Accidents

TotalNumber ofBuses

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Cost – 7 Year Comparison of Paid/Reserves

83,414

0

409,102

0

420,987

0

206,141

0

501,093

14,156

212,351

14,000

249,673

109,360

42,007

29,200

0

100,000

200,000

300,000

400,000

500,000

600,000

Reserves

Paid

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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.

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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

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Questions/Comments

Thank You for Attending!