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FLEET OPERATIONS MANUAL

& LOSS CONTROL PROGRAM

CHAPTER ONE: SAFETY

1. Organization

2. Responsibilities

3. Driver Qualifications

4. Driver Qualification Procedures

5. Motor Vehicle Record Evaluation

6. Accident Reporting and Investigation

7. Vehicle Maintenance

8. Cell Phone Policy

CHAPTER TWO: POLICIES & PROCEDURES

1. Rental Vehicles

2. Use of Personal Vehicles

3. Personal Use of Company Vehicles

APPENDIX

1. Probationary Status Letter

2. Suspension of Driving Duties Letter

3. Authorization for Release of Driver Information Form

4. Incident Investigation Report

1. ORGANIZATION

A. A written policy statement should be developed and signed by top management.

Example: Administration has developed a fleet loss control program in order to provide for a safe company fleet operation, to minimize the potential for injury to the driver or damage to the vehicle, and to ensure that the fleet complies with all Federal and State regulations.

B. A fleet administrator should be named at the corporate office.

C. This program should apply to all persons approved to drive company vehicles and those driving personal vehicles on company business.

2. RESPONSIBILITIES

• Meet and maintain qualifications listed below.

• Operate vehicle in a safe and courteous manner.

• Observe all applicable driving regulations. Drivers are expected to obey all traffic rules and regulations. The driver’s primary responsibility is to ensure the safety of the passengers, the public, and the company vehicles. Drivers are expected to drive defensively as well as be patient and courteous to prevent accidents.

• Drivers must be well rested and maintain a safe speed for weather and road conditions.

• Consuming and/or transporting alcoholic beverages and/or illegal drugs are prohibited for driver(s) or passenger(s) of any said vehicle. Anyone violating this policy will be held liable for any damages incurred and will be denied further use of company vehicles.

• Inspect vehicle on periodic basis.

• Maintain vehicle in good operating condition by following preventative maintenance program of vehicle manufacturer.

• Report all accidents immediately to the Flee t Administrator.

• Seat belt us by driver and all occupants in mandatory.

• No unauthorized passengers are allowed.

3. DRIVER QUALIFICATIONS

A. Posses a valid license for the vehicle being operated.

B. Be physically qualified to operate the vehicle.

C. Complete employment application and furnish background information.

D. Possess an acceptable driving record (MVR – see next page)

E. Able to read and speak English and understand all highway traffic signs and signals.

4. DRIVER QUALIFICATION PROCEDURES

A. Fleet Coordinator will keep a driver’s file for each and every driver, containing at least the following information:

➢ Complete employment application.

➢ A copy of the current MVR which is to be obtained annually.

➢ A copy of the current physical exam (if applicable).

➢ A copy of current driver’s license, including CDL if applicable.

➢ A copy of the driver’s road observation form.(if applicable)

➢ A copy of all accident reports involving this driver.

➢ A copy of vehicle condition reports (if applicable).

See Appendix for copy of Authorization for Release of Driver Information Form.

B. Fleet Coordinator will also be able to:

➢ Authorize defensive driver training for persons with serious traffic violations or accidents.

➢ Revoke use of company vehicle when conditions warrant.

5. MOTOR VEHICLE RECORD (MVR) EVALUATION:

All Drivers must have an acceptable MVR for the previous 3 years. The following guidelines will be used to determine acceptability:

|Moving Violations/ |Action to |Driving |

|At Fault Accidents |Be Taken |Status |

| | | |

|0 - 1 |None |Active |

|2 |Oral Warning |Active |

|3 |Written Notice |Probation |

|4 |Written Notice |Suspension |

|Any One “Type A” |Suspension |Suspension |

“Type A” Violations include:

➢ Reckless Operation

➢ Driving under the Influence

➢ Fleeing the Scene

➢ Vehicular Homicide

➢ Driving while License under Suspension

➢ Hit and Run

See Appendix for copy of the Company Probationary Status Letter.

See Appendix for copy of the Company Suspension of Driving Duties Letter.

6. ACCIDENT REPORTING AND INVESTIGATION

A. Fleet Administrator will:

➢ Receive copies of all fleet accident reports.

➢ Maintain an accident register which will list the accident location, name of driver, name of other driver’s involved, type of accident, insurance company reserve estimate, etc.

➢ Provide support for claims handling and interacting with the insurance company.

➢ Complete the supervisor’s accident report.

➢ Obtain police reports, witness accounts, damage estimates, and other information.

➢ See that the employee receives proper medical treatment and the vehicle is repaired.

A. Approved Drivers will:

➢ Complete fleet accident kit found in glove compartment.

➢ Provide information concerning accident as required by local authorities or the Fleet Coordinator.

See Appendix for copy of Supervisor’s Accident Investigation Report.

7. VEHICLE MAINTENANCE

A. Fleet Coordinator will:

➢ Inspect each employee vehicle on a periodic basis- at least once a year.

➢ Keep copies of vehicle condition report, and the maintenance and repair records on file for every vehicle.

A. Drivers will:

➢ Keep vehicle in good operating condition.

➢ Complete vehicle condition report every six months and turn it into the Fleet Coordinator (if applicable).

➢ Report any vehicle damage immediately to Fleet Coordinator whether caused by accident, vandalism, weather, persona negligence, or other source.

➢ Have all damage, repairs, or service performed in a timely manner.

8. CELL PHONE USE POLICY

A. Drivers are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or accepting a call.

B. Drivers whose job responsibilities include regular driving and accepting of business calls will be provided hands-free equipment to facilitate the provisions of this policy. (Many studies now show that even this is a serious problem because it is not the physical act of holding the phone but rather the mental distraction of the conversation that is responsible for the increased risk of an accident.)

C. Drivers whose job responsibilities do not specifically include driving as an essential function, but who are issued a cell phone for business use are also expected to abide by the provisions above.

D. Under no circumstances are drivers allowed to place themselves or their passengers at risk to fulfill business or personal cell phone calls.

E. Drivers who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions.

1. RENTAL VEHICLES

A. All employees should attempt to rent cars from (Your Preferred Rental Agency) whenever possible. In the event this cannot be done, try to use one of the other “major” rental agencies such as (Hertz, Avis, National or Budget).

B. The rental contract should be signed by the employee on behalf of the company (e.g., John Doe, on behalf of ______________.). This signature establishes that the rental is for the company’s use/benefit, even where you have to pay for the rental charges by use of a personal credit card.

C. Do not accept the “Collision Damage Waiver” offered by the rental agency, unless the vehicle is to be driven into Mexico. The Daily Charges for this item become exorbitant when measured against all corporate auto rentals on an annual basis.

Or

Do accept the “Collision Damage Waiver” offered by the rental agency.

(There may be other “gaps” between the rental agreement and the renter’s insurance policy depending on the rental contracts provisions. The decision to purchase the collision damage waiver/loss damage waiver is ultimately your corporate decision.)

D. We have made arrangements with our insurance company to cover the Physical Damage for any “hired” autos (for U.S. & Canada rentals only). (Note: Specific Local Coverage is required for any vehicle rental involving driving into Mexico and should be arranged with the rental company at the time of the rental.)

E. Our coverage is on a direct primary basis, subject to deductible of $_____

F. We are covered for the Actual Cash Value of the vehicle.

G. In addition to normal internal reporting procedures, any damage to a rental vehicle that may result in a claim should be reported to our agent:

Oswald Companies

1100 Superior Avenue, Suite 1500

Cleveland, OH 44114

Phone: (216) 367-8084

FAX: (216) 241-4520

H. The rental agency will normally offer “Personal Effects Coverage” for an additional fee. This coverage responds to theft of personal effects such as luggage or golf clubs stolen from the rental vehicle.

Coverage for theft of personal effects is normally covered by the Property section of your Homeowner’s or Renter’s personal insurance. We do not recommend the purchase of the “Personal Effects Coverage” because it terminates once items are removed from the vehicle.

Should you purchase this additional coverage due to lack of other coverage for your personal property, the additional cost should not be charged back to the company.

2. USE OF PERSONAL VEHICLES

The company will provide reimbursement for authorized business use of an employee’s personal auto on the submission of an appropriate expense account voucher. Reimbursement shall be on the basis of $.___ per Mile. This reimbursement rate contemplates all expenses associated with business use including oil and fuel, insurance and routine maintenance. No other expenses associated with the vehicle’s routine operation will be recognized.

Personal Liability and Corporate Policy Concerning Insurance

The company is protected on an excess basis for any third party liabilities incurred as a result of employee use of their owned personal vehicles, but employee’s personal cars are not protected by our corporate insurance for Physical Damage or Liability. Due to the vehicle ownership, you, our employee, may be subject to Personal Liability if you are involved in an accident while on company business. For this reason, it is extremely important that you maintain personal auto insurance with a reputable carrier, carrying “adequate” liability limits. Our agent has advised that our insurer requires the following minimum limits of coverage for those driving on company business:

Bodily Injury Liability $100,000 Per Person &

$300,000 Per Accident

and

Property Damage Liability $100,000 Per Accident

or

Bodily Injury and Property $300,000 Combined Single Limit Damage

All Drivers of Personal Vehicles are required to secure a Certificate of Insurance from their Insurance Agent evidencing coverage is in force on their Personal Vehicle and submit same to the company. Depending upon the term of the insurance policy, each driver will be required to re-submit this evidence on an annual or a semi-annual basis.

3. PERSONAL USE OF COMPANY VEHICLES

A. Vehicles are not available for personal or family use.

B. Failure to comply with these procedures may result in the employee being held accountable for payment of any expenses for damages and liabilities sustained, and the loss of use of the company vehicle.

A. Unauthorized passengers and hitch hikers are prohibited from riding in company vehicles.

PROBATIONARY STATUS LETTER

Dear _____:

_________________ want you to know that we do value you as an employee, and we will make all reasonable attempts to assist you.

Upon reviewing your driving record, we find it to be marginally acceptable; as a result, you will be placed on a six-month probationary driving status.

During the six months, the following will occur:

A. You are required to meet with your supervisor on a monthly basis and discuss your previous month’s driving performance. These meeting will be documented by your supervisor and forwarded to the Corporate Personnel Department.

B. If deemed necessary, training may be required to be completed by you. This training may consist of, but is not limited to:

➢ Completion of an Insurance Company’s Driving Test.

➢ At your expense, the completion and subsequent verification of an accredited driver’s remedial training class.

C. At the end of the six month probationary period, the company will order a six-month review of your driving record. This review will verify the previous six months of your driving performance. The outcome of the review will determine your future driving status, and it may:

➢ Remain unchanged, or

➢ Change and be categorized as Active or Non-Active.

You must make reasonable attempts to comply with these probationary status requirements. If you fail to make reasonable efforts, additional disciplinary action may be taken, up to and including termination of employment.

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I acknowledge and understand these guidelines indicated in the attached Probationary Status Letter.

|____________________________ |_________________________ |

|Employee |Date |

| | |

|____________________________ |_________________________ |

|Manager |Date |

| | |

| | |

|cc: Company Personnel File | |

| | |

|Confidential | |

SUSPENSION OF DRIVING DUTIES LETTER

Dear _____:

_________________ want you to know that we do value you as an employee, and we will make all reasonable attempts to assist you.

Upon reviewing your driving record, we find it to be unacceptable; in order to be in compliance with our insurance company’s guidelines, you will no longer be allowed to drive a company vehicle on routine business. You will be allowed to drive a company vehicle only in cases of extreme emergency when no other acceptable drivers are available.

Your Driving Record will be reviewed in six months. Your future driving status will depend on, but is not limited to:

A. The specific moving violations/accidents that are indicated on your motor vehicle record report at that time.

B. The state in which you operate/reside.

Our insurance company will determine your future driving status on an individual basis based on these factors.

You must comply with the above suspension. If you fail to comply, additional disciplinary action may be taken, up to and including termination of employment.

I acknowledge and understand these guidelines indicated in the attached Probationary Status Letter.

|____________________________ |_________________________ |

|Employee |Date |

| | |

|____________________________ |_________________________ |

|Manager |Date |

| | |

| | |

|cc: Company Personnel File | |

| | |

|Confidential | |

AUTHORIZATION FOR RELEASE OF DRIVER INFORMATION FORM

Because of the significant risk and expense associated with insuring automobiles, our insurance provider requires a periodic review of the driving record of each employee who drives a fleet vehicle, who receives a cash auto allowance, or who drives a personal vehicle on company business. This review is mandatory to insure our vehicles and drivers.

Any employee must maintain a safe driving record to continue enjoying the privilege and responsibility of driving one of our vehicles

To enable the review of your driving record, you must consent to have your driving record released by the State. This driving record review is the same type usually performed by your personal auto insurer.

Please carefully read and complete this Authorization for Release of Driver Information Form, sign it and return it to ___________ at the corporate office as soon as possible. Should you have any questions, please contact _____________ at ______________.

I hereby authorize you to release such information upon the request of the bearer. This Authorization is executed with the full knowledge and understanding that the information is for office use by ______________________ and its subsidiary or affiliated companies.

I hereby release you, the institution or establishment which you represent, including its officers, employees, and related personnel, both individually and collectively, from any and all liability for damages of whatever kind, which may at any time result to me, my heirs, family or associates because of compliance with this Authorization for Release of Driver Information, or any attempt to comply with it. Should there be any question as to the validity of the Authorization, you may contact me as indicated below.

This authorization shall continue in effect until revoked by me in writing. A photocopy of the Authorization shall have the same force as the original.

|Full Name (Typed or Printed) |Social Security No. |

|Current Address (No., Street, City, State, Zip) |

| |

| |

|Telephone No. (Include Area Code) |Driver’s License No. & State Issuing |

| | |

|Signature |Today’s Date |

THE ABOVE INFORMATION IS CONFIDENTIAL. DISCLOSURE OF CONFIDENTIAL INFORMATION IS PROTECTED BY THE FEDERAL PRIVACY ACT.

INCIDENT INVESTIGATION REPORT

Driver Name: ___________________________________________________________

Date of Incident: _________________________________________________________

Time of Day: ___________________________________________________________

Type/Year/Condition of Vehicle(s) involved: ________________________________________________

____________________________________________________________________________________

____________________________________________________________

Weather Conditions: ______________________________________________________

________________________________________________________________________

Date of driver’s Review of Company Driver Safety Program Form: ___________________

Date of driver ride-along evaluation: _________________________________________

Was MVR checked and adequate? ___________________________________________

Date of driver’s last incident (if applicable): ___________________________________

Were seatbelts worn? _____________________________________________________

What happened? ________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What should have been done to prevent re-occurrence? ___________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Investigated by: ______________________________________

Date: ______________________________________

Form must be completed by Fleet Manager within 24 hours of the date of incident.

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APPENDIX

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