1.0 PURPOSE
Many employees operate company-owned, leased, rental or personal vehicles as part of their jobs. Employees are expected to operate vehicles safely to prevent accidents which may result in injuries and property loss. It is the policy of Nitro Construction Services to provide and maintain a safe working environment to protect our employees and the citizens of the communities where we conduct business from injury and property loss. The company is committed to promoting a high level of safety awareness and responsible driving behavior in its employees. Our efforts and the commitment of employees will prevent vehicle accidents and reduce personal injury and property loss claims. This program requires the FULL cooperation of each driver to operate their vehicle safely and to adhere to the responsibilities outlined in the Vehicle Safety Program.
2.0 RESPONSIBILITY
Management is responsible for the successful implementation and on-going execution of this program. Supervisors and employees are responsible for meeting and maintaining the standards outlined in this program. Additional responsibilities are listed in Section 3.0 below.
3.0 PROCEDURE
3.1 Organization and Responsibilities
3.1.1 The company’s Fleet Manager is responsible for directing the vehicle safety program.
3.1.2 Management will:
3.1.2.1 Implement the Vehicle Safety Program.
3.1.2.2 Provide assistance and the resources necessary to implement and maintain the program.
3.1.2.3 Be responsible for taking appropriate action to manage high-risk drivers as defined by this program.
3.1.3 Supervisors will:
3.1.3.1 Report and document all accidents involving a motor vehicle used in performing company business.
3.1.3.2 Forward all accident reports to the Nitro Construction Services Corporate Safety Director.
3.1.4 Corporate Safety Director will:
3.1.4.1 Review vehicle accident reports.
3.1.4.2 Revise and distribute changes to the Vehicle Safety Program to managers, supervisors, and drivers as necessary.
3.1.4.3 Maintain appropriate records and issue periodic reports of losses for the president’s review.
3.1.4.4 Review MVRs.
3.1.5 Drivers will:
3.1.5.1 Safely operate a motor vehicle.
3.1.5.2 Maintain a valid driver’s license and minimum insurance requirements on personal vehicles used in company business.
3.1.5.3 Maintain assigned vehicles according to established maintenance standards.
3.1.5.4 Report any changes to the driver’s license status to their immediate supervisor within 24 hours.
3.1.5.5 Comply with the Accident Reporting procedures.
3.1.5.6 Be personally liable for any traffic or parking violations while the company-owned vehicle is in his/her custody or possession.
3.2 Vehicle Use
3.2.1 Company Owned Vehicles
3.2.1.1 Employees, authorized ONLY by; Site Managers, Vice Presidents, or the President of the Company, will be permitted to operate a company-owned vehicle.
3.2.1.2 At no time is an authorized employee permitted to allow another employee to operate a company-owned vehicle.
3.2.1.3 Any Nitro Employee that voluntarily utilizes a company-owned vehicle outside of the scope of work, without the express authorization of the above-mentioned members of senior management, and the completion of the Vehicle Assignment Form; may be subject to immediate termination of employment.
3.2.1.4 Commercial Vans and Trucks – Employees with appropriate commercial driver’s license (if required by the state), authorization from their supervisor and qualified by state and Federal DOT when applicable will be permitted to operate the vehicle.
3.2.1.5 Personal Use – Company vehicles are provided for business purposes; however, personal use is permitted. Personal use is a privilege extended only to you as the authorized employee; family members, friends, etc. may not operate a company vehicle. The privilege of personal use may be withdrawn at any time without notice by the company.
3.2.1.6 The following rules apply to personal use of company vehicles:
3.2.1.6.1 Only an authorized employee may drive a company vehicle.
3.2.1.6.2 Company vehicle is not to be driven while under the influence of alcohol or any controlled substance.
3.2.1.6.3 Driver and all passengers must wear available seat belts.
3.2.1.6.4 Report any accident immediately to the police and the Nitro Construction Services Corporate Safety Director.
3.2.2 Personal Vehicles on Company Business
3.2.2.1 Employees who drive their vehicles on company business are subject to the requirements of this program including:
3.2.2.1.1 Maintaining auto liability insurance with minimum limits of $100,000/$300,000 for bodily injury and $50,000 for property damage with a combined single limit of $300,000, and
3.2.2.1.2 Proof of coverage will be required.
3.2.2.2 Maintain current state vehicle inspections and registrations when required.
3.2.2.3 Maintain their vehicle in a safe operating condition.
3.2.3 Rental Vehicles
3.2.3.1 Collision damage waiver will be refused.
3.3 Driver Selection
3.3.1 Driver Evaluation – Employees will be evaluated and selected based on their driving ability. To evaluate employees as drivers, management will:
3.3.1.1 Require all new employees and current employees recently assigned to driving duties to complete the Authorization and Release Form.
3.3.1.2 Review the employee’s Motor Vehicle Record (MVR) annually (more frequently if reasons warrant).
3.3.1.3 Ensure the employee has a valid driver’s license.
3.3.1.4 Ensure the employee is qualified to operate the type of vehicle he/she will drive.
3.3.2 DOT Driver Qualifications – Effective driver qualification controls are important elements of a successful motor vehicle safety program.
3.3.2.1 Nitro Construction Services has implemented three levels of DOT driver qualification criteria. The use of any or all of these criteria is dependent upon the nature and scope of the driving requirements.
3.3.2.1.1 State-regulated driver qualification parameters must be met. Regulatory information will be obtained from applicable state departments of transportation and motor vehicle services.
3.3.2.1.2 Where applicable, drivers will comply with DOT Commercial Driver License (CDL) regulations.
3.3.2.1.3 Drivers involved in interstate or foreign commerce in vehicles with a Gross Motor Vehicle Weight Rating (GMVR) of 10,001 pounds or more, designed to transport 16 or more passengers, including the driver, or used in the transportation of hazardous materials in a quantity requiring placarding under the DOT Hazardous Materials Regulations, are subject to the requirements of the DOT Federal Highway Administration’s Federal Motor Carrier Safety Regulations.
3.3.3 Driver Performance – A review of an employee’s driving history is a critical component of the company’s Vehicle Safety Program. The performance will be monitored during the selection/screening process as well as at periodic intervals throughout the employee’s career using information obtained from motor vehicle records and accident file data.
3.3.3.1 A formal review of the employee’s MVR will be conducted on an annual basis (more frequently where warranted).
3.3.3.2 The following criteria have been established to identify high-risk drivers.
3.3.3.2.1 The company will revoke driving privilege for the following convictions within the past 4 years:
• Driving under the influence of alcohol or drugs (DWI or DUI).
• Hit and run.
• Negligent homicide arising out of the use of a motor vehicle.
• Operating during a period of suspension or revocation of a driver’s license.
• Using a motor vehicle for the commission of a felony.
• Reckless driving
• Passing a school bus.
3.3.3.2.2 Violation of the following will be subject to management review to determine disciplinary action and will be subject to MVR review every 6 (six) months.
• Failure to report an accident.
• Permitting an unlicensed person to drive a company-owned vehicle.
• Speeding.
3.3.3.2.3 Management has the authority to revoke company-owned vehicle driving privileges at any time.
3.4 Accident Reporting Procedures
Employees will take the following actions when there are injuries to persons and/or damage to other vehicles or property:
3.4.1 If possible, move the vehicle to a safe location out of the way of traffic. Call for medical attention if anyone is injured.
3.4.2 Contact the local police department if on a public roadway.
3.4.3 Secure the names and addresses of drivers and occupants of any vehicles involved, their operator’s license numbers, insurance company names and policy numbers, as well as the names and addresses of witnesses and injured persons. Record this information on the Vehicle Accident Report Form. Do not discuss the fault with, or sign anything for anyone except an authorized representative of Nitro Construction Services, a police officer, or a representative of the company’s insurance company.
3.4.4 If a camera is available, take pictures of the accident scene.
3.4.5 Immediately notify your supervisor and the Nitro Construction Services Corporate Safety Director (304-204-1519).
3.4.6 Your supervisor will advise you on how to arrange for repairs to the vehicle.
3.4.7 When there is theft of or damage to your vehicle only:
3.4.7.1 If you did not witness the damage to the vehicle, you must notify the local police department immediately.
3.4.7.2 Immediately notify your supervisor.
3.4.7.3 Send a copy of the police report along with a memo outlining any additional information to the Nitro Construction Services Corporate Safety Director.
3.5 Driver Training
3.5.1 Employees hired by the company to operate a motor vehicle will have the basic skills and credentials necessary to perform this function as confirmed through the driver selection process.
3.5.2 new employees and existing employees will receive a copy of this program as part of their orientation.
3.5.3 Additional driver safety training may be required as determined by management.
3.6 Driver Safety Rules
3.6.1 Seat Belts – The authorized driver and all occupants are required to wear seat belts when the vehicle is in operation. The driver is responsible for ensuring passengers wear their seat belts.
3.6.2 Impaired Driving – The authorized driver must not operate a vehicle at any time when his/her ability to do so is impaired, affected, influenced by alcohol, illegal drugs, prescribed or over-the-counter medication, illness, fatigue or injury.
3.6.3 Traffic Laws – Employees must abide by all Federal, state, and local motor vehicle regulations, laws, and ordinances.
3.6.4 Vehicle Condition – Authorized drivers are responsible for ensuring the vehicle is maintained in a safe driving condition. Drivers of rentals should check for obvious defects before leaving the rental office/lot and, if necessary, request another vehicle if the first vehicle is deemed unsafe by the employee.
3.6.5 Vehicle Specifications – Vehicles shall be of the correct size for any load being hauled and designed for the intended use. Drivers shall ensure loads are secured and within the manufacturer’s legal limits.
3.6.6 Cellular Telephones or Hand-held Electronic Devices – The following rules apply to employees driving on company business who wish to use cellular telephones in the vehicle:
3.6.6.1 External speaker and microphone or headset must be included to allow hands-free operation.
3.6.6.2 Phone number memory and programming capabilities are to be included.
3.6.6.3 Drivers are to refrain from placing outgoing calls while the vehicle is in motion.
3.6.6.4 Incoming calls should be limited.
3.6.6.5 For any vehicle equipped with a cellular telephone that does not meet the above equipment specifications, the use of the telephone is authorized only when the vehicle is safely parked.
3.6.6.6 Text messaging and e-mail is authorized only when the vehicle is safely parked.
3.7 General Safety Rules – Employees are not permitted to:
3.7.1 Pick up hitchhikers.
3.7.2 Accept payment for carrying passengers or materials.
3.7.3 Push or pull another vehicle.
3.7.4 Transport flammable liquids or gases except per Federal, State, and Local laws
3.8 Company and Personal Property – Employees are responsible for company property such as computers, work papers, and equipment under their control.
3.9 Inspections
3.9.1 – All Service Divisions (Fire, HVAC and Solar) are required to complete a quarterly weigh-in (NCS Form 055) and inspection of the bulkhead (NCS Form #056) (if applicable). Inspections must remain on file within each Division and copies sent to the Corporate Safety Director for retention.
3.9.2 – Any other company vehicles outside of the Service Divisions that hold / haul / transport large amounts of tools and equipment will also be required to do a quarterly weigh -ins (NCS Form #055). Inspections need to be sent to the Corporate Safety Director for retention.
3.9.3 – Quarters will run as follows: January – April – July and October. The GVW (Gross Vehicle Weight) is the value specified by the manual, as the maximum total loaded weight of a single vehicle. This value must be reflected on the inspection sheet as a reference point at time of weigh – in. If the vehicle is over the GVW, the correction must be made as soon as possible and documented on the inspection sheet (NCS Form #055).
3.10 Transportation-Use and Moving of Compressed Gases in Company Vehicles
3.10.1 – Valve protection caps shall be in place and secured. If the cylinder cap cannot be removed by hand, the cylinder must be tagged “Out of Service / Do Not Use” and returned to the vendor. Do not use a means of mechanical advantage to try and remove the cap.
3.10.2 – Compressed Gas Cylinder shall have clear and legible identification detailing the contents of the cylinder.
3.10.3 – Prior to use, a thorough visual inspection shall be completed to ensure there are no major defects in the shell of the cylinder and that there are no visible leaks. Inspection shall include regulators. Regulators shall be inspected for proper operation and any visual defects. There shall be no grease, oil, solvents, or dirt near the regulator.
3.10.4 – Compressed gas cylinder discharge valves shall only be operated using appropriate tools and shall not be excessively tightened.
3.10.5 – Compressed gas cylinders shall be secure in an upright position by using straps, ropes, or designed racks, at all times.
3.10.6 – No damaged or defective cylinder shall be used.
3.10.7 – Safety Data Sheets should be kept inside the vehicle, at all times.