Chapter 3.64 FLEET RISK CONTROL POLICY

Chapter 3.64
FLEET RISK CONTROL POLICY

Sections:

3.64.010 Definitions.

3.64.020 Policy statements – Summary.

3.64.040 Guidelines and procedures – Policy statements.

3.64.010 Definitions.

The terms defined in this section shall have the meanings given in this section:

1. “At-fault accident” means an accident arising out of the use of a motor vehicle due to the negligence of the operator or for which the operator was at fault.

2. “Defensive driving” means the ability to avoid accidents in spite of the wrong actions of the other driver and in spite of adverse driving conditions.

3. “Driving record” means a driver’s history of traffic violations, accidents, suspensions and convictions as maintained by the Washington Department of Licensing or similar agency in another state.

4. “Incident” means a case where a county vehicle incurs damages as a result of some action (vandalism, act of nature, etc.) not fitting the definition of an accident.

5. “Infraction” means at-fault accident, minor conviction, or major conviction.

6. “Maintenance” means cleaning, servicing, adjusting, repairing, replacing parts or components, testing and checking for discrepancies.

7. “Major convictions” include, but are not limited to, driving while intoxicated or under the influence of alcohol or drugs; hit and run; homicide, manslaughter, or assault arising out of the operation of a motor vehicle; driving during a period while license is suspended or revoked; reckless driving; possession of open container of alcoholic beverage; speed contest, drag or highway racing; or attempting to elude a peace officer.

8. “Minor violations” means any nonmoving traffic conviction.

9. “Preventable accident” means any occurrence involving a county-owned or operated vehicle which results in property damage and/or personal injury, regardless of who was injured, what property was damaged, to what extent, or where it occurred, in which the driver in question failed to do everything he reasonably could have done to prevent the occurrence.

10. “Vehicle” means any motor vehicle, owned or leased by the county or the operator and driven on county business.

11. “Vehicle accident” means any occurrence in which the county-owned or operated vehicle comes in contact with another vehicle, a person, object or animal, which results in death, personal injury or property damage, regardless of who was injured or what property was damaged, and regardless of extent, where it occurred or who was responsible.

(Res. 355-1992 (part), 1992)

3.64.020 Policy statements – Summary.

(a) Employees will operate all vehicles used for county business in a safe and prudent manner.

(b) County vehicles will be driven only by authorized personnel.

(d) County vehicles will be used only in the scope and course of county business.

(e) All accidents involving county vehicles will be reported and investigated in accordance with related policies and procedures.

(f) Any employee using a personal vehicle on county business shall be required to maintain auto liability insurance.

(g) Kitsap County shall reimburse employees for auto physical damage to personal vehicles incurred during the scope and course of employment, within specific limits.

(h) Driver training courses may be administered or arranged by risk management in accordance with driver needs and the fleet risk control program.

(i) Risk management will be responsible for coordinating, maintaining and revising the county’s fleet risk control program and procedures.

(Res. 355-1992 (part), 1992)

3.64.030 Generally.

Introduction. The operation of vehicles is required in many aspects of county employment. Each year the cost of injuries, property and liability damage claims continue to increase. In the case of county vehicles, only liability costs are paid by insurance after the county has satisfied a large deductible. Additional direct and indirect costs are paid by the county and can be substantial. Indirect costs include increased premiums, loss of vehicle use, replacement costs, loss of employee productivity, deductible payments, increased paperwork, etc. It is cost-effective to identify our exposures and implement risk control techniques to mitigate the potential loss of human and economic resources.

(a) Exposures;

(1) Unqualified or unauthorized operator;

(2) Improperly trained or untrained operators;

(3) Unsafe vehicles;

(4) Unauthorized use;

(5) Improper procedures followed in the event of an accident;

(6) Improper accident reporting or failure to report;

(7) Passengers, both employees and guests.

(b) Purpose. The county is dedicated to eliminating conditions that adversely affect the well-being of our employees and/or the public, or which otherwise threaten financial stability through accidental losses. The fleet risk control policy will provide the touchstone for insuring risk management standards as practiced by each operator of a county vehicle and each employee operating a personal vehicle on county business.

(c) Responsibilities. The county’s safe driver program depends on the participation and cooperation of employees at all levels of the organization. Specific responsibilities are as follows:

(1) Department heads/elected officials or their designees should:

(A) Ensure that all employees are informed of this policy.

(B) Enforce county-wide and department vehicle operating standards and procedures.

(C) Ensure that all assigned vehicles are inspected as prescribed in Policy Statement 3 outlined in Section 3.64.040 of this chapter.

(D) Ensure that thorough and timely accident investigations are conducted and reported.

(E) Identify all employees who may operate a vehicle in the course and scope of employment.

(2) Supervisors should:

(A) Ensure the safe operation of assigned county vehicles.

(B) Administer and enforce all county-wide and department policies and procedures regarding vehicle operation.

(3) All vehicle operators should:

(A) Safely operate their assigned county vehicles.

(B) Maintain a valid and properly classed operator’s license.

(D) Perform safety checks of vehicles as described in Section 3.64.040(c)(1) of this chapter.

(E) Promptly report to their supervisor any vehicle safety defect found during visual inspections or while operating.

(F) Maintain each assigned county vehicle’s interior and exterior in a reasonably clean and safe condition.

(G) Properly use seat belts and/or other vehicle safety restraints as required by Washington state law.

(H) Satisfactorily complete a driver training course within ninety days of hiring and every three years thereafter as provided and scheduled by the county.

(I) Understand that failure to comply may result in discipline up to and including employment termination.

(Res. 355-1992 (part), 1992)

3.64.040 Guidelines and procedures – Policy statements.

(a) Policy Statement 1 – Employees Shall Operate All Vehicles Used for County Business in a Safe and Prudent Manner.

(1) It is the responsibility of every county employee who drives a county-owned vehicle to:

(A) Operate the vehicle in a safe and courteous manner.

(B) Know and obey all motor vehicle laws.

(2) All drivers will have a valid Washington driver’s license appropriate to the classification of vehicle operated.

(3) County vehicles shall only be used for county business or as otherwise determined by the appropriate department head and/or elected official.

(4) The operator shall make a visual inspection inside and out to ensure that the vehicle appears to be in safe operating condition.

(5) All vehicle collisions and property damage accidents shall be reported to the local law enforcement agency for investigation and internally as outlined under Policy Statement 6.

(6) No county passenger vehicle will be left unattended with the key in the ignition. Vehicles should be kept locked when not in use.

(b) Policy Statement 2 – County Vehicles will be Driven Only by Authorized Personnel.

(1) Pre-Employment Selection. Selection by the personnel department of a new employee who will be required to drive as an essential function of his/her job duties shall be done with consideration for the following:

(A) The applicant must possess a current Washington driver’s license appropriate to the job classification. If the applicant was a resident of another state prior to employment, he/she will be required, as a condition of employment, to obtain a Washington driver’s license appropriate to the job classification per prevailing state law. This grace period shall not, however, exceed ninety days from the date of hire.

(B) The county has the right to conduct a review of the applicant’s driving record. If the applicant’s driving record should indicate an unacceptable record (See Addendum 1 of the ordinance codified in this chapter and on file in the office of the county clerk), he/she will not be allowed to drive any county-owned/operated or leased vehicle.

(D) The applicant may be required to pass a physical examination when a question of fitness to drive arises.

(E) The applicant must be capable of passing written tests on driving regulations as required for commercial driver’s license (CDL) endorsement and/or must have demonstrated proficiency with the particular type of vehicle or equipment routine to be utilized.

(2) No employee shall drive a county vehicle until authorized by the employee’s supervisor to operate it. Drivers of county vehicles may be considered qualified to drive when they meet the following criteria:

(A) A review of the employee’s driving record indicates no serious poor driving habits or attitudes (See Addendum 1 of the ordinance codified in this chapter and on file in the office of the county clerk, for guidelines).

(B) Review of the employee’s file weighing driver training received, record of preventable accidents, driving history, driving certifications, driving record, etc., indicates acceptable level of driving performance may be expected.

(C) Possess a valid Washington driver’s license appropriate for the vehicle classification to be operated (CDL, if appropriate).

(D) Capable of passing written tests on driving regulations whenever required and/or have demonstrated proficiency with the particular type of vehicle or equipment routine to be utilized.

(3) The criterion in subsection (b)(l) of this section should apply to the selection of summer workers, co-ops, and contract employees who, as an essential function of their duties, will be required to drive any vehicle owned, operated or leased by the county.

(4) Employees whose driving records do not meet acceptability standards may have driving privileges suspended until further investigations can be conducted. Disciplinary action will be at the discretion of the employee’s supervisor or department head.

(5) The personnel department shall maintain a vehicle operator record for each employee authorized to drive county vehicle(s). Supervisors shall be responsible for reporting vehicle operator information (including license classifications required) to the personnel department.

(c) Policy Statement 3 – County-Owned Vehicles Will be Operated Only When They Appear to be in a Safe Operating Condition.

(1) Operators of vehicles should complete a routine visual inspection prior to using vehicles. Areas to be checked:

(A) Possible body damage.

(B) Interior equipment. Control switches, gauges, indicator lights, mirror and safety equipment.

(D) Moving equipment functions. Brakes, unusual noises and noticeable changes in the vehicle’s operation.

(E) When warranted, under the hood. Fluid levels, belts, hoses, leaks and seepage.

(2) Vehicle Maintenance.

(A) Vehicles should receive regularly scheduled maintenance service as determined by the ER & R vehicle maintenance supervisor or his/her designee.

(B) Any county-owned vehicle that happens to be unsafe or not in proper operating condition by the operator shall be taken out of service and immediately reported to the ER & R vehicle maintenance supervisor or designee. The vehicle shall remain out of service until the ER & R vehicle maintenance supervisor or designee determines that, in his/her professional judgment, the vehicle appears to be safe or in proper operating condition for highway use as a licensed motor vehicle.

(C) ER & R will keep written records of all maintenance inspections, service and repair of vehicles for the duration it is owned/maintained by the county.

(3) Vehicles should contain all appropriate warning and safety devices.

(4) Each county-licensed vehicle should be equipped with a first aid kit, a fire extinguisher, flares, and other items deemed appropriate. If any items are missing, contract ER & R for replacement.

(5) Each county-licensed vehicle should have an auto insurance packet containing an auto insurance identification card, general guidelines and instructions to be followed in the event of an accident, and an accident reporting form in the glove compartment or appropriate space as necessary. If the packet is missing, contact risk management for replacement.

(d) Policy Statement 4 – County Vehicles Will be Used Only in the Scope and Course of County Business.

(1) Employees may not use county vehicles in the conduct of their own personal affairs, with the following exceptions:

(A) A county vehicle may be used for travel to lunch when an employee is on business, or in a location where driving to obtain his/her personal vehicle would result in an extra and unnecessary expending of time and money.

(B) If authorized by the department head and/or elected official a county vehicle may be used for travel to and from the employee’s residence if the activity of the employee is such that it is deemed in the county’s best interest to allow such practices.

(2) Passengers will be restricted to employees, and/or employees of other agencies or organizations on county business. Any exceptions are subject to the written approval of the county board of commissioners.

(3) Prior written approval by the county board of commissioners is required for all out-of-state travel in a county vehicle with the exception of any extradition and/or investigation activities by the county sheriff’s department.

(4) Use of county vehicles by the county sheriffs department for purposes such as training or participation in professional organizations or conferences shall be subject to subsections (d)(1) and (d)(3) of this section.

(e) Policy Statement 5 – All Accidents Involving County Vehicles will be Reported and Investigated.

(1) All collisions involving county vehicles will be reported to and investigated by the law enforcement agency having jurisdiction.

(2) All operators of county vehicles shall be held responsible for the proper reporting of all accidents and known damage to vehicles of which they are assigned.

(A) The driver shall fill out a motor vehicle collision report (See Addendum 3 of the ordinance codified in this chapter and on file in the office of the county clerk) within forty-eight hours and submit it to his/her supervisor who will submit it to risk management along with a completed incident report relevant to the accident.

(B) A copy of all police reports and any statements attached thereto will be forwarded to risk management as soon as available.

(C) Notice of vehicle damage should be given to the vehicle maintenance manager by the driver’s supervisor or his/her designee.

(f) Policy Statement 6 – Any Employee Using a Personal Vehicle on County Business shall be Required to Maintain Auto Liability Insurance.

(1) Auto liability insurance shall not be less than the Washington state minimum standards pursuant to RCW Chapters 46.29 and 46.30.

(2) Individuals using personal vehicles should conform to all applicable laws for vehicles.

(3) All moving violations, both on and off duty, shall be reported to the employee’s immediate supervisor.

(g) Policy Statement 7 – Kitsap County shall Reimburse Employees for Auto Physical Damage to Personal Vehicles Incurred During the Scope and Course of Employment, Within Specific Limits.

(1) If an employee incurs physical damage to his/her personal vehicle while in the scope and course of employment and has in force, at the time of the loss, collision coverage with his/her personal auto insurance the county will reimburse the deductible amount up to the maximum of five hundred dollars with proof of an insured loss.

(2) Failure to carry collision coverage on the employee’s personal vehicle will void any reimbursement for auto physical damage.

(h) Policy Statement 8 – Driver Training Courses be Authorized or Arranged by Risk Management in Accordance with Driver Needs and the Fleet Risk Control Program.

(1) Assignments for relevant courses shall be mandatory for:

(A) Employees who demonstrate questionable driving capabilities or habits as determined by their immediate supervisors and with the approval of their department heads.

(B) Employees authorized to drive county vehicles and who have not attended a defensive training course in the past three years.

(D) Any employees whose scope of employment changes to require that they drive on county business five hours or more per week.

(2) Proper procedures for filling out reports should be incorporated into driver safety courses.

(3) Risk management should be provided with a list of all attendees, indicating date of attendance and the course name.

(4) Driver training courses completed by employees should be documented and kept in each individual’s personnel file.

(5) This policy excludes all commissioned law enforcement personnel. The county sheriffs department will be responsible for ensuring that appropriate driver training is provided for law enforcement personnel.

(i) Policy Statement 9 – The Risk Management Department shall be Responsible for Coordinating, Maintaining and Revising the County’s Fleet Risk Control Program and Procedures.

(1) Risk management coordinates claims processing between the county, insurance carriers, adjusters, claimants and other interested parties.

(2) Risk management shall annually review the driving records of all employees authorized to drive county vehicles and notify supervisors of any appropriate follow-up.

(3) The risk management department shall maintain a vehicle operator training record on each employee authorized to drive county vehicles.

(4) Risk management shall annually review all vehicle accidents during the previous year and report analysis and recommendations concerning vehicle accident patterns, and safety/accident prevention improvement measures taken to the appropriate department head or elected official(s).

(Res. 355-1992 (part), 1992)