Fleet Risk Management*

Vehicle accidents are the greatest source of loss for many organizations. Implementing fleet loss prevention methods may result in:

• fewer losses
• less severe or costly losses
• lower insurance premiums in the long run.

Whether you own the vehicles your employees or volunteers use or they use their own vehicles, there are risks that you need to consider and manage.

Legal Liability

Vicarious Liability:

Key Point Preventative maintenance is an essential part of an effective fleet risk management program.

An employer is generally responsible for the negligence of its employees/volunteers while they are operating vehicles or equipment within the scope of their employment.

Never Admit Liability:

It is very important to instruct your drivers never to admit liability after an accident, because it may cause unnecessary disputes and may create uncertainty about liability.

Compliance:

There are many regulations and other legislation that must be complied with when dealing with motor vehicles.

• The Motor Vehicle Safety Act sets out standards and inspection requirements for all vehicles and equipment in Canada.
• The National Safety Code (NSC) for motor carriers is mandatory for trucks, tractors and trailers with a registered gross vehicle weight greater that 4,500 kg (10,000 lbs).

Other provincial/territorial regulations and legislation must also be complied with (

Risk Management

1. Determine the extent of fleet loss exposures (types, causes, sources, number and cost of potential accidents):

• Use the risk management process to identify and determine the frequency and severity of fleet risks.
• Benchmark – compare losses to others in the industry.

2. Implement a preventative maintenance (PM) program that includes a regular inspection and maintenance schedule. Vehicle-operating manuals will often suggest a maintenance routine. Documentation is key.

3. Create fleet policies and procedures that could include:

• A Motor Vehicle Safety Policy that would establish the organization’s philosophy of safety and the way it expects drivers to perform. (Click here for a sample.)
• A Vehicle Selection and Acquisition Policy that would establish the minimum safety requirements for new vehicle purchases.
• A Preventative Maintenance (PM) Policy.
• A policy for the disposal of vehicles to ensure that ownership is entirely transferred.
• A driver screening and hiring policy to establish minimum requirements of drivers (e.g., number of years experience, maximum number of traffic violations, etc.).
• A list of unauthorized uses including driving while impaired (drugs, alcohol, prescription medications, health impairments, fatigue, etc.), personal use, driving outside given geographical areas, etc.
• Maximum allowable speeds.
• Safe following distances.
• Directions for proper fuel storage and disposal.
• A policy on night-driving that addresses issues of stimulant and headlight use.
• Procedures around parking and reversing.

4. Create a fleet safety manual for drivers. Each driver should have access to a copy. If each driver has read and has access to the policies and procedures, there is no excuse not to abide by them.

• Include all company policies and procedures related to driving.
• Create a pocket manual with key points, for quick and frequent reference.

5. Communicate any policy/procedure changes to all drivers. Have them sign to acknowledge that they understand the new policy/procedure and will abide by it.

6. Encourage drivers to give feedback and suggestions about how to improve fleet safety.

7. Ensure drivers receive regular training. Provide refresher courses.

8. Ensure vehicles are stored in a safe place after hours to prevent theft.

• Install vehicle alarm systems.
• Lock the doors.
• Do not leave valuables in plain view.
• Ensure that indoor storage of vehicles is safe and that safeguards such as exhaust fans, fire suppression systems, fire alarms, etc. are in place. Give consideration to the potential risk of losing several or all vehicles in one incident and how that risk might be mitigated, for example, by separating the vehicles or using different buildings/locations.

9. Reward and publicize safe driving.

10. Ensure drivers know the procedure to follow in the case of an incident/accident.

• Provide them with a first-aid kit.
• Provide them with a safety kit, which should include a shovel, tow rope, booster cables, tool kit, fuel line antifreeze, flashlight, blankets, candles and matches.
• Make sure they know their supervisor’s phone number and the phone number for emergency services.