• Clearly, and continuously explain to all staff that everyone working within City of Corona Transit Service must take part and be responsible and accountable for the development and operation of the Safety Management System (SMS).
• Work continuously to minimize safety risks. Work to comply with and, wherever possible, exceed legislative and regulatory requirements and standards for passengers and employees.
• Work to ensure that all employees are provided appropriate safety information and training, are competent in safety matters, and assigned tasks commensurate with duties and skills.
• Reaffirm that responsibility for making our operations safer for everyone lies with all employees – from executive management to frontline employees. Each manager is responsible for implementing the SMS in their area of responsibility and will be held accountable to ensure that all reasonable steps are taken to perform activities established through the SMS.
Caltrans established safety performance targets to help measure the overall effectiveness of our processes and ensure we meet our safety objectives. City of Corona Transit Service will keep employees informed about safety performance goals and objectives to ensure continuous safety improvement.
Subsection 5.2 Safety Management Policy Communication
The Safety Management Policy is communicated throughout the Agency, to all employees, managers, and executives, as well as contractors, and to the City of Corona Council.
This is accomplished through various processes such as:
• Workshops/training sessions - Conducted for Senior Management, Directors, Managers, Supervisors. Once this Plan or any update to this Plan has been signed by the CEO/General Manager approved by the Board of Directors and certified by Caltrans it will become standard practice in perpetuity so that SMS becomes standard business practice. All Union representatives will be kept informed.
• New Hire Safety Orientation – All new employees regardless of their classifications will be trained about their roles and responsibilities pertaining to PTASP and the principles of SMS.
• Safety bulletins, email safety newsletter blasts to staff, toolbox/tailgate safety meetings and/or safety committee meetings
Subsection 5.3 Employee Safety Reporting Program
City of Corona Transit Service implemented a process that allows employees [and contracted employees] to report safety conditions to senior management, protections for employees who report safety conditions to senior management. The purpose, description and protections for
employees to report unsafe conditions and hazards are described in the Employee Safety Reporting Program as below:
Purpose:
a) To establish a system for City of Corona Transit Service employees to identify unsafe conditions or hazards at work and report them to their department management without fear of reprisal. However, disciplinary action could result if the condition reported reveals the employee willfully participated in or conducted an illegal act, gross negligence or deliberate or willful disregard of regulations or procedures, including reporting to work under the influence of controlled substances, physical assault of a coworker or passenger, theft of agency property, unreported safety events, unreported collisions, and unreported passenger injuries or fatalities. b) To provide guidelines for facilitating the timely correction of unsafe conditions or hazards by City of Corona Transit Service management.
Description:
a) This program provides a method for City of Corona Transit Service management to identify, evaluate, and correct or avoid unsafe conditions or hazards, procedural deficiencies, design inadequacies, equipment failures, or near misses that adversely affect the safety of employees.
Examples of voluntary safety reports include:
• Safety hazards in the operating environment (for example, county or city road conditions), • Policies and procedures that are not working as intended (for example, insufficient time to complete pre-trip inspection),
• Events that senior managers might not otherwise know about (for example, near misses), and
• Information about why a safety event occurred (for example, radio communication challenges).
b) The program also involves recommending corrective actions and resolutions of identified unsafe conditions or hazards and/or near miss.
c) All employees have the obligation to report immediately any unsafe conditions or hazards and near miss to their immediate supervisor /department manager and may do so without fear of reprisal.
d) Unsafe conditions or hazards may also be identified as a result of occupational injury or illness investigations and/or by accident investigation.
e) Other means by which hazards may be identified are inspections/audits or observations made by the supervisors/management staff as referenced in agency’s Safety Inspection Program. f) Findings will be published immediately following mitigation actions. If employee identification is available, direct feedback regarding mitigation will be provided.
Subsection 5.4 SMS Authorities, Accountabilities, and Responsibilities This Plan has assigned specific SMS authorities, accountabilities, and responsibilities to the designated Accountable Executive; Chief Safety Officer; Agency’s Leadership/Executive Management; and Key Staff/Employees as described below.
Subsection 5.4.1 Accountable Executive
City of Corona Transit Service’s Accountable Executive is Public Works Director. The Public Works Director is accountable for ensuring that the Agency’s SMS is effectively implemented throughout the Agency’s public transportation system. The Public Works Director is accountable for ensuring action is taken, as necessary, to address substandard performance in the Agency’s SMS. The Public Works Director may delegate specific responsibilities, but the ultimate accountability for the City of Corona Transit Service’s safety performance cannot be delegated and always rests with the Public Works Director. The Public Works Director is accountable for ensuring that the Agency’s SMS is effectively implemented, and that action is taken, as necessary, to address substandard performance in the Agency’s SMS. The Accountable Executive may delegate specific responsibilities, but not accountability for City of Corona Transit Service’s safety performance.
The Public Works Director roles include, but are not limited to:
• Decision-making about resources (e.g. people and funds) to support asset management, SMS activities, and capital investments;
• Signing SMS implementation planning documents;
• Endorsing SMS implementation team membership; and
• Ensuring safety concerns are considered and addressed in the agency’s ongoing budget planning process.
• Ensuring transparency in safety priorities: for the Board of Directors and for the employees.
• Establishing guidance on the level of safety risk acceptable to the agency. • Assuring safety policy is appropriately communicated throughout the agency. • Other duties as assigned/necessary.
Subsection 5.4.2 Chief Safety Officer
The Chief Safety Officer has the authority and responsibility for day-to-day implementation and operation of the City of Corona Transit Service’s SMS.
Chief Safety Officer’s Roles include:
• Decision-making about resources (e.g., people and funds) to support asset management, SMS activities, and capital investments;
• Overseeing the safety risk management program by facilitating hazard identification, safety risk assessment, and the development and implementation of safety risk mitigations.
• Monitoring safety risk mitigation activities;
• Providing periodic reports on safety performance;
• Briefing the Accountable Executive and Corona City Council on SMS implementation progress;
• Planning safety management training; and
• Developing and organizing annual audits/reviews of SMS processes and the Agency Safety Plan to ensure compliance with 49 CFR Part 673 requirements. • Maintaining safety documentation.
• Other duties as assigned/necessary.
Subsection 5.4.3 Agency Leadership and Executive Management The Chief Operations Officer and the department directors or managers of each department comprise Agency Leadership/Executive Management. Some of their responsibilities include:
• Day-to-day implementation of the Agency’s SMS throughout their department and the organization.
• Communicating safety accountability and responsibility from the frontline employees to the top of the organization.
• Ensuring employees are following their working rules and procedures, safety rules and regulations in performing their jobs, and their specific roles and responsibilities in the implementation of this Agency Safety Plan and the Agency’s SMS. • Ensuring that employees comply with the safety reporting program and are reporting unsafe conditions and hazards to their department management; and making sure reported unsafe conditions and hazards are addressed in a timely manner. • Ensuring that resources are sufficient to carry out employee training/certification and retraining as required by their job classifications.
Subsection 5.4.4 Key Staff
The agency Key Staff/Employees may include managers, supervisors, specialists, analysts, database administrators, and other key employees who are performing highly technical work and overseeing employees performing critical tasks and providing support in the implementation of this Agency Safety Plan and SMS principles in various departments throughout the agency.
City of Corona Transit Service’s Key Staff/Employees responsibilities include:
• Ensuring that employees are complying with the safety reporting program. • Ensuring supervisors are conducting their toolbox safety meetings. • Promoting safety in employee’s respective area of responsibilities – That means: zero accidents; absence of any safety concerns; perfect employee performance; and compliance with agency rules and procedures and regulatory requirements. • Ensuring safety of passengers, employees, and the public. • Responding to customer complaints and expectations for frequency, reliability, and convenience of service.
• Replacing and maintaining aging facilities, equipment, and infrastructure. • Meeting increasing demands for fixed route, commuter service and paratransit service.
• Developing and maintaining programs to gather pertinent data elements to develop safety performance reports and conduct useful statistical analyses to identify trends and system performance targets.
• Establishing clear lines of safety communication and holding accountability for safety performance.
• Assisting as subject matter experts in safety risk assessment and safety risk mitigation processes.
Section 6 Safety Risk Management (SRM)
The second component of the City of Corona Transit Service’s SMS is Safety Risk Management, which includes processes and procedures to provide an understanding of the Agency’s operations and vehicle maintenance to allow individuals to identify hazards associated with those activities.
City of Corona Transit Service has implemented a Safety Risk Management process for all elements of its transportation system. The Safety Risk Management process includes the following activities: safety hazard identification, safety risk assessment, and safety risk mitigation.
Subsection 6.1 Safety Hazard Identification
Hazard identification is the first step in the Safety Risk Management process and a key component. It involves these fundamental safety-related activities: Identifying safety hazards and their consequences; assessing the risks associated with the consequences of the hazards; and developing mitigations to reduce the potential consequences of the identified hazards.
The following is City of Corona Transit Service’s methods and processes to identify hazards. The Agency considers, as a source for hazard identification, data and information provided by an oversight authority and the FTA. Hazards are identified through a variety of sources, including:
• Employee safety reporting,
• Review of vehicle camera footage,
• Review of monthly performance data and safety performance targets, • Observations from supervisors,
• Maintenance reports,
• Comments from customers, passengers, and third parties, • Safety committee, driver and all-staff meetings,
• Results of audits and inspections of vehicles and facilities, • Results of training assessments,
• Investigations into safety events, incidents and occurrences, and • Information from the FTA and oversight authorities.
When a hazard has been identified, whatever the source, it is reported to the City of Corona Transit Service Chief Safety Officer, who enters it into the Hazard Log. The Chief Safety Officer
also may enter hazards into this log based on reviews of operations and maintenance activities and procedures.
The Chief Safety Officer will investigate hazards to collect information and determine if hazards need to be entered into the safety risk assessment process. In following up on identified hazards, the Chief Safety Officer may:
• Reach out to the reporting party, if available, to gather all known information about the reported hazard,
• Conduct a walkthrough of the affected area, assessing the possible hazardous condition, generating visual documentation (photographs and/or video), and taking any measurements deemed necessary,
• Conduct interviews with employees in the area to gather potentially relevant information on the reported hazard,
• Review any documentation associated with the hazard (records, reports, procedures, inspections, technical documents, etc.),
• Contact other departments that may have association with or technical knowledge relevant to the reported hazard,
• Review any past reported hazards of a similar nature, and • Evaluate tasks and/or processes associated with the reported hazard.
Any identified hazard that poses an immediate risk to transit operations, the health and safety of employees or the public, or equipment must immediately be brought to the attention of the Accountable Executive and placed through the Safety Risk Management process for safety risk assessment and mitigation. Otherwise, hazards will be prioritized for further Safety Risk Management activity.
Subsection 6.2 Infectious Disease Prevention
The City of Corona Transit Service follows the Center for Disease Control (CDC) guidelines for all infectious disease exposures. City of Corona Transit Service will also monitor the Riverside County Office of Public Health and California Occupational Safety and Health Administration (OSHA) guidelines and maintain the highest level of employee safety. In addition, the City has developed and implemented the COVID-19 Prevention Program which is designed to control employees’ exposure to COVID-19 that may occur in the workplace. These document can be found on the City’s intranet and in the appendix of this plan. Further, the City’s transit operations contractor, MV Transportation, has updated its Injury and Illness Prevention Program to include COVID-19 Health and Safety Preparedness. This document is also included in the appendix.
Subsection 6.3 Safety Risk Assessment
Safety risk assessment defines the level or degree of the safety risk by assessing the likelihood and severity of the consequences of hazards and prioritizes hazards based on the safety risk. The Chief Safety Officer, with assistance from key staff subject matter experts, is responsible for assessing identified hazards and ratings using the safety risk matrix below. Prioritizing safety risk provides the Accountable Executive with the information needed to make decisions about resource application.
The following matrix, adopted from the Transportation Safety Institue (TSI) Participation Guide – SMS Principles for Transit, facilitates the ranking of hazards based on their probability of occurrence and severity of their outcome.
Probability Levels
Description Level Specific Individual Item or Location Fleet, Inventory, or Systemwide Frequent A Likely to occur with high frequency Continuously experienced.
Probable B Will occur many times in the life of an
item or at a specific location. Will occur frequently.
Occasional C Likely to occur sometime in the life of
an item.
Will occur several times during life of
system.
Remote D Unlikely, but possible to occur in the
life of an item.
Unlikely, but can reasonably be
expected to occur during life of system.
Improbable E
So unlikely, it can be assumed
occurrence will not be experienced in
the life of an item or at a specific
location.
Unlikely to occur, but possible.
Eliminated F
Incapable of occurrence. This level is
used when potential hazards are
identified and later eliminated.
Incapable of occurrence. This level is
used when potential hazards are
identified and later eliminated.
The measuring goes from A to F with A being frequent or likely to occur frequently and E being improbable or expected that this event will most likely never occur. The designation F is used when potential hazards are identified and later eliminated.
Severity Levels
Description Level Mishap Result Criteria
Catastrophic 1
Could Result in one or more of the following: death, permanent total disability, irreversible significant environmental impact, or monetary loss equal to or exceeding $10M
Critical 2
Could result in one or more of the following: permanent partial disability, injuries or occupational illness that may result in hospitalization of at least three personnel, reversible significant environmental impact, or monetary loss equal to or exceeding $1M but less than $10M
Marginal 3
Could result in one or more of the following: injuries or occupational illness resulting in one or more lost work day(s), reversible moderate environmental impact, or monetary loss equal to or exceeding $100k but less than $1M Negligible 4
Could result in one or more of the following: injuries or occupational illness not resulting in lost work day, minimum environmental impact. Or monetary loss less than $100k.
The Safety Risk Severity Table presents a typical safety risk. It includes four categories to denote the level of severity of the occurrence of a consequence, the meaning of each category, and the assignment of a value to each category using numbers. In this table, 1 is considered catastrophic meaning possible deaths and equipment destroyed and 4 is considered negligible or of little consequence with two levels in between.
Safety Risk Probability and Safety Risk Severity are combined into the Safety Risk Index Ranking to help prioritize safety risks according to the table below.
Safety Risk Assessment Matrix
Severity →
Probability ↓
Catastrophic
1 Critical
2 Marginal
3 Negligible
4 A-Frequent 1A 2A 3A 4A
B- Probable 1B 2B 3B 4B
C-Occasional 1C 2C 3C 4C
D- Remote 1D 2D 3D 4D
E- Improbable 1E 2E 3E 4E
F- Eliminated
Safety Risk Index Ranking
1A, 1B, 1C, 2A, 2B High Unacceptable
1D, 2C, 3A, 3B Moderate Undesirable - Decision required 1E, 2D, 2E, 3C, 3D, 3E, 4A, 4B, Low Acceptable - with review 4C, 4D, 4E Very Low Acceptable - without review
The Chief Safety Officer documents recommendations regarding hazard rating and mitigation options and reports this information to the Accountable Executive.
Subsection 6.4 Safety Risk Mitigation
The Chief Safety Officer, assisted by Key Staff subject matter experts, reviews current safety risk mitigations and establish procedures to 1) eliminate; 2) mitigate; 3) accept specific risks.
Prioritization of safety remediation measures is based on risk analysis and a course of action acceptable to City of Corona Transit Service management.
The safety risk must be mitigated if ranked as Unacceptable (High- Red). Those safety risks that have been mitigated, even those mitigated risks shown as Acceptable status (Low -Green) undergo regular and consistent monitoring to ensure the mitigation strategy is effective.
Key strategies to minimize the types of risks that potentially exist include:
• Development and deployment of policies and procedures that address known hazards and risks,
• Discussion of other actions, strategies, and procedures that might help safeguard against unknown/unforeseen risks,
• Training of drivers and other agency staff on all safety policies and procedures, • Training of drivers and other agency staff on methodologies for handling emergencies, and
• Training of drivers and staff on proper and effective use of emergency equipment and communication technologies and protocol.
Safety risk mitigations are tracked and updated in the Hazard Log by the Chief Safety Officer.
Section 7 Safety Assurance
The third component of the Agency’s SMS is Safety Assurance, which ensures the performance and effectiveness of safety risk controls established under safety risk management. Safety assurance also helps ensure that the organization meets or exceeds its safety objectives through the collection, analysis, and assessment of data regarding the organization's performance. Safety assurance includes inspection activities to support oversight and performance monitoring.
The City of Corona Transit Service monitors its operations and maintenance protocols and procedures, and any safety risk mitigations to ensure that it is implementing them as planned.
Furthermore, the Agency investigatessafety events (as defined in City of Corona Transit Service’s SMS pg. 12) and any reports of non-compliance with applicable regulations, standards, and legal authority. Finally, the Agency continually monitors information reported to it through any internal safety reporting programs, including the employee safety reporting program.
Some of the key elements of City of Corona Transit Service’s Safety Performance Monitoring and Measurement are shown below in subsection 7.1:
Subsection 7.1 Safety Performance Monitoring and Measurement As part of the Safety Assurance Process, City of Corona Transit Service:
• Monitors the system for compliance with, and sufficiency of, the Agency’s procedures for operations and maintenance through:
o Safety audits,
o Informal inspections,
o Regular review of on-board camera footage to assess drivers and specific incidents,
o Safety surveys,
o Employee safety reporting program,
o Investigation of safety occurrences,
o Safety review prior to the launch or modification of any facet of service, o Daily data gathering and monitoring of data relating to the delivery of service, o Regular vehicle inspections and preventative maintenance, and o Continuous feedback loop between leadership and all levels of the agency. • Monitors its operations to identify any safety risk mitigations that may be ineffective, inappropriate, or were not implemented as intended through:
o Reviewing results from accident, incident, and occurrence investigations, o Monitoring employee safety reporting,
o Reviewing results of internal safety audits and inspections, and o Analyzing operational and safety data to identify emerging safety concerns. • Conducts investigations of safety events to identify causal factors; and • Monitors information reported through any internal safety reporting programs.
o The Chief Safety Officer routinely reviews safety data captured in employee safety reports, safety meeting minutes, customer complaints, and other safety communication channels. When necessary, the Chief Safety Officer ensures that the issues and concerns are investigated or analyzed through the safety risk assessment process.
o The Chief Safety Officer also reviews the results of internal and external reviews, including audits and assessments, with findings affecting safety performance, compliance with operations and maintenance procedures, or the effectiveness of safety risk mitigations. The Chief Safety Officer discusses relevant safety issues and concerns with the Accountable Executive and executive management and documents the results of these reviews in the Hazard Log.
In the event of a fatality, the City of Corona Transit Service complies with all FTA drug and alcohol requirements.
In California, every driver involved in an accident that results in death, injury, or property damage over $1000, effective January 1, 2017, must report the accident on a Report of Traffic Accident Occurring in California (SR 1) form to DMV. The report forms are available at www.dmv.ca.gov, by calling 1-800-777-0133, and at CHP and DMV offices. Also, under California Vehicle Code §16002(b) the driver of a vehicle that is owned or operated by a publicly owned or operated transit system, or that is operated under contract with a publicly owned or operated transit system, and that is used to provide regularly scheduled transportation to the general public or for other official business of the system shall, within 10 days of the occurrence of the accident, report to the transit system any accident of a type otherwise required to be reported pursuant to subdivision (a) of Section 16000 . The City of Corona Transit Service requires driver notification to the City of Corona Transit Service immediately and maintains records of any report filed pursuant to this paragraph.
Section 8 Safety Promotion
The fourth component of the Agency’s SMS is Safety Promotion, which includes a combination of training and communication of safety information to employees to enhance the Agency’s safety performance. Safety Promotion sets the tone for the SMS and helps City of Corona Transit Service to establish and maintain a robust safety culture. Safety Promotion has two-components:
(1) Safety Communication; and (2) Competencies and Training.
Subsection 8.1 Safety Communication
City of Corona Transit Service communicates safety and safety performance information throughout the organization that, at a minimum, conveys information on hazards and safety risks relevant to employees’ roles and responsibilities and informs employees of safety actions taken in response to reports submitted through an employee safety reporting program.
Ongoing safety communication is critical and City of Corona Transit Service ensures communication occurs up, down, and across all levels of the organization. Any lessons learned are communicated to all concerned. Management commitment to address safety concerns and
hazards is communicated on a regular basis. Management encourages and motivates employees to communicate openly, authentically, and without concern for reprisal; ensures employees are aware of SMS principles and understand their safety-related roles and responsibilities; conveys safety critical information such as accident data, injuries, and reported safety concerns and hazards and their resolutions to employees. City of Corona Transit Service’s tools to support safety communication include:
• Safety bulletins
• Safety notices
• Posters
• CDs or Thumb drives or online safety video access
• Newsletters
• Briefings or Toolbox talks
• Seminars and workshops
• New employee training and refresher training
• Intranet or social media
• Safety Committee Meetings
Competencies and Training: Executive Management ensures that all employees attend the training provided to understand their specific roles and responsibilities for the implementation of SMS. City of Corona Transit Service provides SMS training in the following areas:
All Employees:
• Understanding of Safety Performance Targets
• Understanding of fundamental principles of SMS
• Understanding of Safety Reporting Program – Reporting unsafe conditions and hazards/near misses
• Understanding of their individual roles and responsibilities under SMS Managers and Supervisors
• Understanding of Safety Risk Management
• Understanding of Safety Assurance
• Understanding of Safety Promotion
• Understanding of their individual roles and responsibilities for SMS Executive Management:
• Understanding of management commitment to and support of all SMS activities.
All employees are required to acquire the competencies and knowledge for the consistent application of their skills as they relate to safety performance objectives. City of Corona Transit Service dedicates resources to conduct effective safety-related skill training. The scope of the safety training is appropriate to each employee’s individual safety-related job responsibilities and their role in SMS. Components of City of Corona Transit Service’s skill-related training include:
• Conducting training needs analyses to ensure that the right information is being taught to the right employees using the most efficient training methods. • Communicating purpose, objectives, and outcome.
• Ensuring relevant content by directly linking training to the trainee’s job experiences so trainees are more motivated to learn.
• Using active hands-on demonstrations and practice to demonstrate skills that are being taught and provide opportunities for trainees to practice skills. • Providing regular feedback during hands-on practice and exercises. • Reinforcing training concepts in the post-training work environment by giving employees opportunities to perform what they’ve learned.
Safety-related skill training programs provided by the transit agency, per “4.1 Competencies & Training” in MV Transportation’s “Safety Management System Plan 2019” City of Corona Transit Service conducts refresher training monthly, during employee safety meetings.
Section 9 Documentation
Pursuant to 49 CFR Part 673.31, City of Corona Transit Service maintains records related to this Safety Plan and SMS implementation for a minimum of three years. These documents include but are not limited to the results from SMS processes and activities. City of Corona Transit Service will make these documents available to FTA Region 9, Caltrans, and other Federal and state agencies upon request.
Attachments
Attachment A – Organization Chart
CITY OF CORONA TRANSIT SERVICE
Public Transit Agency Safety Plan
ATTACHMENT A: ORGANIZATIONAL CHART
City of Corona Council
City Manager
Assistant City Manager
Public Works Director
Accountable Executive
City Traffic Engineer
Transit Program Manager
Chief Safety Officer
Management Analyst MV Transportation
Contracted Transit Operator
MV Management
MV Executive
Safety Committee
MV Employees
Attachment B – Board Approval
Addendum – City of Corona Transit Service Safety Management System
SUDESH PAUL
SAFETY MANAGEMENT SYSTEM
City of Corona Transit Service Safety Management System (SMS)
MISSION/OBJECTIVE
The City of Corona Transit Service (CCTS) is committed to operating a public transportation system that offers reliable, accessible, and convenient service with safe vehicles and facilities. CCTS overall safety objective is to proactively manage safety hazards and their associated safety risk, with the intent to eliminate unacceptable safety risk in our transit operations.
ABOUT CITY OF CORONA TRANSIT SERVICE (CCTS)
City of Corona Transit Service (CCTS) provides both fixed route, Corona Cruiser, and Dial-A-Ride (DAR) services. CCTS serves a diverse population of over 168,000 residents. The city limits encompass approximately 39 square miles.
Dial-A-Ride service commenced in 1977 and provides curb-to-curb service throughout the City of Corona, neighboring county areas of Coronita, El Cerrito, Home Gardens, and satellite locations in the City of Norco. The complementary paratransit service DAR service extends beyond city limits to ensure compliance with the Americans with Disability Act (ADA) ¾ mile corridor around Corona Cruiser fixed route service. Door-to-door service is available upon request for DAR patrons certified under the ADA.
The Corona Cruiser fixed route service commenced in 2001 and operates along two routes, the Red Line and Blue Line, using five buses during peak service. The routes provide access to commercial, retail and residential areas, medical facilities, schools, jobs, and links to other transit services. CCTS contracts with the private sector to provide a turn-key transit operation Version 4, 10/1/2025
_____________________________________________________________________________________ The Federal Transit Administration (FTA) has issued rules that require public transit agencies to draft a Safety Plan in accordance with 49 C.F.R. Part 673 (Part 673). The full text of the Part 673 is available at http://www.transit.dot.gov/PTASP
City of Corona Transit Service Safety Management System (SMS)
City of Corona Transit Service Information
Transit Agency Name City of Corona Transit Service
Transit Agency Address 400 S. Vicentia Avenue, Suite 210, Corona, CA 92882 Name and Title of
Accountable Executive Savat Khamphou, Public Works Director Name of Chief Safety Officer
or SMS Executive Sudesh Paul, Transit Program Manager
Mode(s) of Service Covered
by the Plan
Fixed Route
Demand Response
List All FTA
Funding Types
(e.g., 5307, 5310,
5311)
5307, 5339
Modes(s) of Service Provided
by the Transit Agency
Contract Operated Fixed Route
Contract Operated Demand Response
Plan Development, Approval, and Updates
Name of Entity That
Drafted This Plan City of Corona Transit Service
Signature by the
Accountable Executive
Signature of Accountable Date of Signature
Approval by the Board of
Directors or an Equivalent
Authority
City Council 10/1/25 Pending
Name of Entity That Approved this Plan Date of Approval
City of Corona Transit Service Safety Management System (SMS)
Revision/Update History
Agency Name: City of Corona Transit Service
FTA Recipient ID: 1638
Accountable Executive: Savat Khamphou, Public Works Director Initial City of Corona Council Adoption: April 15, 2020 SMS Effective Date July 31, 2020
Last Modified By (Name): Last Modified (Date):
Gerardo Sanabria 06/15/2020
Sudesh Paul 12/7/2022
Sudesh Paul 10/1/2025 Pending approval
City of Corona Transit Service Safety Management System (SMS)
Corona’s Safety Management System Contents
MISSION/OBJECTIVE .......................................................................................................................................... 2 ABOUT CITY OF CORONA TRANSIT SERVICE (CCTS)................................................................................................. 2 Introduction .................................................................................................................................................. 8 The Accountable Executive........................................................................................................................ 8 Chief Safety Officer ................................................................................................................................... 8 I. Safety Management Policy ................................................................................................................... 9 Safety Management Policy Statement ..................................................................................................... 9 Purpose ..................................................................................................................................................... 9 Policy ....................................................................................................................................................... 10 Reporting Unsafe Conditions .................................................................................................................. 11 Safety Management Policy Communication........................................................................................... 11 Safety Accountabilities and Responsibilities........................................................................................... 11 Employee Safety Reporting Program...................................................................................................... 13 Vehicle Safety Defects Reporting........................................................................................................13 On-Route Safety Issue Reporting Procedures.....................................................................................13 Employee Behaviors/Retraining Procedures......................................................................................13 Other Employee Safety Reporting Procedures...................................................................................13 II. Safety Risk Management .................................................................................................................... 14 Safety Risk Management Process........................................................................................................... 14 Monthly Facility Inspections.................................................................................................................... 14 Reporting................................................................................................................................................. 14 Training ................................................................................................................................................... 14 Assessment.............................................................................................................................................. 15 Quarterly Accident Reviews.................................................................................................................... 15 Hazard Management Process................................................................................................................. 15 Purpose ...............................................................................................................................................15 Hazard Management Consists of:.......................................................................................................15 Hazard Identification...........................................................................................................................16 Employee Hazard Reporting ...............................................................................................................16 Infectious Disease Prevention ................................................................................................................. 16 III. Safety Assurance............................................................................................................................ 17
City of Corona Transit Service Safety Management System (SMS)
Safety Performance Monitoring and Measurement............................................................................... 17 Reporting................................................................................................................................................. 17 Investigations.......................................................................................................................................... 17 Safety Information Monitoring ............................................................................................................... 17 Proactive Observations and Evaluations................................................................................................. 17 Safety Inspections ................................................................................................................................... 18 Monthly Facility Inspections.................................................................................................................... 18 Quarterly Reviews................................................................................................................................... 18 Root Cause Analysis................................................................................................................................ 18 Hazard Investigation, Evaluation, and Analysis...................................................................................... 19 Hazard Severity Categories..................................................................................................................... 19 Hazard Frequency Categories................................................................................................................. 20 Hazard Assessment Table ....................................................................................................................... 21 Hazards and Corrective Actions Tracking................................................................................................ 22 Hazards Communications and Reporting................................................................................................ 22 IV. Safety Promotion ........................................................................................................................... 22 Safety Performance Monitoring and Measurement............................................................................... 22 Reporting................................................................................................................................................. 22 Investigations.......................................................................................................................................... 22 Safety Information Monitoring ............................................................................................................... 23 Proactive Observations and Evaluations for Operator Safety Adherence .............................................. 23 V. Management of Change (Not Required for Small Public Transportation Providers) ......................... 23 Configuration and Change Management ............................................................................................... 24 Bus Operations and Transit Planning...................................................................................................... 24 Planning .................................................................................................................................................. 24 Operations............................................................................................................................................... 25 VI. Continuous Improvement (Not Required for Small Public Transportation Providers).................. 25 Quarterly Accident Reviews.................................................................................................................... 25 Daily Reviews .......................................................................................................................................... 25 VII. Program Implementation .............................................................................................................. 26 Responsibility for the AGENCY SAFETY PLAN.......................................................................................... 26 Continuous Plan Evaluation .................................................................................................................... 26 Strategic Communications and Coordination ......................................................................................... 26
City of Corona Transit Service Safety Management System (SMS)
Transit Safety and Security Manager...................................................................................................... 27 Public Safety Outreach............................................................................................................................ 27 VIII. List of Definitions and Acronyms Used.......................................................................................... 27 IX. Policies and Procedures................................................................................................................. 32
City of Corona Transit Service Safety Management System (SMS)
City of Corona Transit Service, Safety Management System (SMS) Introduction
On July 19, 2018, The Federal Transit Administration (FTA) published the Public Transportation Agency Safety Plan (PTASP) Final Rule, which requires certain operators of public transportation systems that receive federal funds under FTA's Urbanized Area Formula Grants to develop safety plans that include the processes and procedures to implement Safety Management Systems (SMS). The documented processes and procedures for the Agency’s SMS must consist of four main elements: (1) Safety Management Policy, (2) Safety Risk Management, (3) Safety Assurance, and (4) Safety Promotion.
In the case of conflict between Corona’s Agency Safety Plan and Corona’s Safety Management System that includes its Transit Operations Contractor’s Safety Management System Plan (MV Transportation “Safety Management System Plan 2019”), Corona’s Agency Safety Plan and SMS shall take precedence over, and shall be used in lieu of, such conflicting provisions. Corona’s Safety Management System, including those of its Contracted Transit Operator, has been arranged into a format that parallels the Public Transportation Agency Safety Plan (PTASP) Final Rule.
The Accountable Executive
Per FTA PTASP requirements, each transit operator receiving FTA funding shall designate an “Accountable Executive” to implement the PTASP. The Accountable Executive may delegate specific responsibilities, but the ultimate accountability for the transit agency’s safety performance cannot be delegated and always rests with the Accountable Executive. The Agency’s Accountable Executive is the Public Works Director. The Agency’s Accountable Executive meets all requirements of § 673.5 and § 673.23(d)(1) and has the ultimate responsibility for carrying out the Agency’s Public Transportation Agency Safety Plan and the Transit Asset Management Plan.
It is the responsibility of the Accountable Executive to implement safety risk mitigations identified and recommended by the Safety Committee for the safety risk reduction program.
Chief Safety Officer
The Agency’s Chief Safety Officer (CSO) is responsible for the day-to-day implementation and operation of the SMS. The CSO is designated by the Accountable Executive and must be able to report directly to the Accountable Executive. A direct line of communication is critical and required because the Accountable Executive has the authority to make resource and personnel decisions.
City of Corona Transit Service Safety Management System (SMS)
I. Safety Management Policy
The first component of the City of Corona Transit Service’s SMS is the Safety Management Policy, which is the foundation of the City of Corona Transit Service’s safety management system. It clearly states the organization’s safety objectives and sets forth the policies, procedures, and organizational structures necessary to accomplish the safety objectives. The Safety Management Policy clearly defines management and employee responsibilities for safety throughout the organization. It also ensures that management is actively engaged in the oversight of the system’s safety performance by requiring regular review of the Safety Management Policy, budget and program by the designated Accountable Executive.
Safety Management Policy Statement
Safety is a core value at City of Corona Transit Service, and managing safety is a core business function. City of Corona Transit Service will develop, implement, maintain, and continuously improve processes to ensure the safety of our customers, employees, and the public. City of Corona Transit Service overall safety objective is to proactively manage safety hazards and their associated safety risk, with the intent to eliminate unacceptable safety risk in our transit operations.
City of Corona Transit Service will:
• Clearly and continuously explain to all staff that everyone working within City of Corona Transit Service must take part and be responsible and accountable for the development and operation of the Safety Management System (SMS).
• Work continuously to minimize safety risks. Work to comply with and, wherever possible, exceed legislative and regulatory requirements and standards for passengers and employees.
• Work to ensure that all employees are provided appropriate safety information and training, are competent in safety matters, and assigned tasks commensurate with duties and skills.
• Reaffirm that responsibility for making our operations safer for everyone lies with all employees – from executive management to frontline employees. Each manager is responsible for implementing the SMS in their area of responsibility and will be held accountable to ensure that all reasonable steps are taken to perform activities established through the SMS.
Purpose
The City of Corona Transit Service (CCTS) recognizes Safety as its number one core pillar. Every employee is accountable for making safety their priority, starting with the Accountable Executive.
Safety and regulatory compliance are the first consideration when developing and implementing policies, procedures and programs affecting the Agency’s operation.
City of Corona Transit Service Safety Management System (SMS)
Policy
CCTS will continue to support the ongoing implementation of its Safety Management System (SMS) with a commitment to the provision of appropriate resources. The Agency’s policies, rules and regulations will continue to be developed with the intent to integrate safety into all Agency operations. Every employee should understand the importance of safety in the workplace.
CCTS establishes and measures our safety performance against realistic and data-driven performance indicators and targets. Monthly safety and security inspections of CCTS transit facilities are conducted to identify and correct potential hazards. Our safety culture encourages employees to freely and openly report safety related issues or concerns.
CCTS ensures no action is taken against any employee who discloses a safety matter through the employee safety reporting program, unless disclosure reveals beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures. CCTS and its Contracted Operator will further ensure that every action is taken within reason to mitigate or eliminate potential hazards from the workplace.
The Agency’s Safety Committee, represented by Corona Transit management from multiple disciplines, meets monthly to discuss the safety of its employees and customers. The Committee seeks to proactively identify and mitigate any risk of workplace injury and illness. Employees are provided an opportunity for the free discussion of health and safety problems and possible solutions through their representatives on the committee. Additionally, safety suggestion forms and drop boxes are available to employees as part of the safety reporting program.
In the Agency’s quest for safety excellence, it has implemented a Safety Management System (SMS) to identify and mitigate risk. This includes the constant evaluation of the effectiveness of these efforts. This cycle of continuous improvement is a part of the culture at CCTS. Realistic safety performance targets are set prior to the start of each fiscal year and are measured no less than quarterly against benchmarks to evaluate the effectiveness of and adjust as necessary to the continuous efforts to mitigate safety related exposures.
To ensure externally supplied systems and services supporting our operations are delivered and meet our safety performance standards, CCTS screens all potential contractors or vendors to ensure compliance with regulatory guidelines.
Safety at the highest level is achieved through cooperative proactivity in identifying potential hazards and taking into consideration the safety of others. Management will review the safety plan annually and update it as appropriate to ensure the safety of our employees and customers.
As a Public Transit Agency, we understand our responsibility to the safety of our employees, customers, and the public. Our decisions and actions affect the safety of our community and we commit to continually improve on safety.
City of Corona Transit Service Safety Management System (SMS)
Reporting Unsafe Conditions
It is the responsibility of every employee to be aware of their surroundings and to report any unsafe or unsecure condition to their supervisor, safety committee representative, or via the safety suggestion boxes. The Agency has established a program through which employees can identify and make suggestions relating to safety issues. All suggestions or issues identified are addressed monthly at the Agency’s Safety Committee meetings.
Safety Management Policy Communication
CCTS safety management policy is communicated throughout the agency’s organization. Include dates where applicable
The Safety Management Policy is initially communicated to employees in the new employee orientation. Additionally, every operator is given annual instruction which includes the Agency’s safety policy, and a review of how it relates to their safe operation of Agency vehicles.
Maintenance employees are communicated the Agency’s Safety Policy once per month during regularly scheduled safety meetings. The Safety Committee addresses the Agency’s Safety Policy with Administrative employees at the monthly Safety Committee Meeting, and the representatives take the information back to department staff meetings.
The Agency maintains a Monthly Safety Campaign program for all operators and maintenance personnel. Material for the monthly campaigns cover mandated training topics such as Heat Illness Prevention and Bloodborne Pathogens, but a review of recent trends in safety events within the system also help tailor the monthly campaigns in effort to meet Safety Performance Targets.
Safety Accountabilities and Responsibilities
Authorities, Accountabilities, and Responsibilities
Describe the authorities, accountabilities, and responsibilities of the following individuals for the development and management of the transit agency’s Safety Management System (SMS).
Accountable Executive
Authority/Accountability
Savat Khamphou, Public Works Director
The Accountable Executive has ultimate accountability to ensure the proper development and implementation of Agency’s Safety Plan. The Accountable Executive has the authority to designate the appropriate funding for necessary safety related items.
Chief Safety Officer or
SMS Executive
Responsibility/Authority
Sudesh Paul, Transit Program Manager
The Transit Program Manager has the responsibility to develop and ensure implementation throughout the Agency and has the authority to implement safety mitigating measures and
recommendations.
Agency Leadership and
Executive Management
Savat Khamphou, Public Works Director (Accountable
Executive); Rosalva Ureno, City Traffic Engineer; Sudesh Paul, Transit Program Manager (Chief Safety Officer or SMS Executive); Sudesh Paul, Transit Program Manager
City of Corona Transit Service Safety Management System (SMS)
Responsibility/Authority The entire leadership team has the responsibility to model, encourage and enforce behaviors that are consistent with the Agency’s number one core value, Safety. They are vested with the authority to carry out this task and are to ensure that Safety is always primary in any decisions about Agency business.
MV Transportation
Agency Contractor
Operator Leadership and
Executive Management
Responsibility/Authority
Catherine Wynne, General Manager; Britney Pimentel, Assistant General Manager; Alex Sierra, Maintenance Manager; Jorge Flores, Regional Safety Director (Southern CA); Veronica Ramirez, Road Supervisor.
The entire MV Transportation leadership team has the
responsibility to model, encourage and enforce behaviors that are consistent with the Agency’s number one core value, Safety.
They are vested with the authority to carry out this task and are to ensure that Safety is always primary in any decisions about Agency business.
MV Transportation
Key Staff
General Manager: Ultimate responsibility for the safety performance of the location and authorizes activities to support an effective SMS. Assistant General Manager (Britney Pimentel):
Responsible for promoting operational safety and adhering to our policies and procedures. Safety and Training Manager (Catherine Wynne): Responsible for the day-to-day implementation and operation of the SMS. Maintenance Manager: Responsible for OSHA compliance and site-specific maintenance activities.
Trainers / Instructors (Jorge Flores, Alex Sierra, Catherine Wynne): Responsible for ensuring that we are training every employee to proficiency in accordance with our performance standards. Supervisors (Veronica Ramirez & Keturah Nick):
Responsible for playing an active role in SMS activities, including sufficient road observations and identifying potential safety hazards with recommended solutions.
Location Safety Committee (the committee is composed of MV Transportation and Corona staff, refer to Safety Committee attachment): Responsible for ensuring that reported safety items are reviewed and addressed, as well as discussing proactive measures to mitigate future risk.
City of Corona Transit Service Safety Management System (SMS)
Employee Safety Reporting Program
Vehicle Safety Defects Reporting
Coach operators complete pre-trip vehicle inspections prior to pulling from the yard and during relief, using an approved California Highway Patrol inspection form to report safety or mechanical defects. The completed form is turned into dispatch upon pulling the bus back into the yard.
Completed forms are collected periodically throughout the day by maintenance staff and repairs are then made if necessary. If a safety or mechanical defect is reported to dispatch prior to pull out, a mechanic will inspect the defect and determine if the coach is safe for operation. If determined the bus is unsafe, it will be placed on hold and will not be released to operations until the necessary repairs are completed and signed off by the mechanic. If a safety or mechanical defect is reported while in service, dispatch will confer with a maintenance supervisor to determine the next course of action i.e. bus exchange, maintenance road call, or safe to continue operation.
On-Route Safety Issue Reporting Procedures
All events, incidents or accidents are reported by the operator or reporting staff to dispatch via Clever Device, two-way Bolt radio communication, or cell phone. Dispatch will advise the operator what report must be completed and/or refer the issue to the operations manager if necessary. If an incident or accident occurs, the operator or reporting staff will complete the appropriate report and turn it in to dispatch. Dispatch will then place the report in the Risk Management’s mailbox for review. For accidents, if Risk Management determines it was a preventable accident, they will forward their findings to the training manager who will then schedule the employee for retraining. For incidents, Risk Management will determine if there is certain behavior by the employee that caused the incident to take place, they will report their finding in an observation report to the operations manager who then will determine if retraining and/or discipline will take place. If the accident or incident was not the fault of the employee, Risk Management will attempt to mitigate the hazard utilizing CCTS’ hazard identification and resolution process that is detailed starting on p. 10.
Employee Behaviors/Retraining Procedures
If the operator or staff has accountability relating to an incident or accident, a retraining form is completed, and the employee is retrained via on the road and/or a verbal/written coaching by either a training instructor or operations supervisor. All retraining documentation is signed by the employee and supervisor/training instructor and filed in the employees personnel file and in Oracle software. Any operator behavior determined to be “at-risk” results in retraining. Any operator behavior determined to be reckless could result in punitive/disciplinary measures.
Other Employee Safety Reporting Procedures
CCTS’ safety culture encourages employees to report safety-related issues or concerns. In addition to the vehicle safety defect reports, incident reports, and accident reports, safety suggestion boxes are in employee break and lounge areas and checked frequently. All employees are encouraged to utilize these boxes and may do so anonymously. All employee
City of Corona Transit Service Safety Management System (SMS)
concerns/suggestions are addressed and communicated back to the employee submitting the suggestion/concern.
The Agency Safety Committee represents all agency functional areas. The Committee meets quarterly, and employees are encouraged to bring forward any safety-related concerns. The meeting is concluded with a “round-table” open forum discussion to ensure each member has an opportunity to contribute.
CCTS/MV Transportation ensures no action is taken against any employee who discloses a safety matter through the employee safety reporting program, unless disclosure reveals beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures.
II. Safety Risk Management
Safety Risk Management Process
Describe the Safety Risk Management process, including:
• Safety Hazard Identification: The methods or processes to identify hazards and consequences of the hazards.
• Safety Risk Assessment: The methods or processes to assess the safety risks associated with identified safety hazards.
• Safety Risk Mitigation: The methods or processes to identify mitigations or strategies necessary as a result of safety risk assessment.
Monthly Facility Inspections
Inspections of CCTS facilities are conducted on a regular basis, no less than monthly. The Corona/MV Transportation staff conducts regular facility inspections to identify any potential safety hazards/risks and coordinates the abatement of such items with Facilities and/or Maintenance.
Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This process includes review of the report, classification of the incident/accident type, documentation of the event in the Agency’s Accident/Incident database, and investigation/recovery of additional evidence (including audio and video).
Training
Through regular annual training, employees are encouraged to report any observed/identified conditions throughout the Agency’s service area to the Risk Management Department by way of the Safety Suggestions Boxes or their Safety Committee representatives.
City of Corona Transit Service Safety Management System (SMS)
All safety events are reviewed by the Risk Manager. When an event is rated as preventable, a notice is issued to the operator advising them of the preventable rating. The operator is given the option of having the rating determination reviewed by an Accident Review Board Panel.
A copy of the notice is sent to the Training Manager, who immediately schedules a mandatory re-training with the operator. This re-training is carried out regardless of the outcome of any review, if requested by the operator
Assessment
Regular assessments are conducted in conjunction with the Transportation Security Administration, Department of Homeland Security to review potential risks, Agency policies and procedures, as well as the physical security of the Agency’s facilities. Action items are created, and coordination with the appropriate department management personnel is initiated by the Transit Safety and Security Manager to ensure follow-up and completion of such items to correct deficiencies.
Quarterly Accident Reviews
Safety events are reviewed quarterly. A committee made up of staff from Operations, Risk Management, and Training reviews all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent the reoccurrence of similar events.
These reviews include analyzing accidents by type, location (using geo mapping), frequency and severity. Additionally, the data may be broken down by seniority (or other demographic information) to determine if there are any identifiable patterns are occurring.
Hazard Management Process
A hazard is any real or potential condition that can cause injury, illness, or death; damage to or loss of a system, equipment, or property; or damage to the environment. CCTS's hazard identification and resolution process has been implemented to ensure potential hazards are systematically identified, evaluated, and resolved during design, construction, and revenue operations. Through this process, CCTS seeks to minimize and eliminate injuries to passengers, employees, and the general public, and to prevent service delays and damage to property, equipment, and the environment.
Purpose
This section outlines CCTS/MV Transportation’s formal process used to identify, evaluate, and mitigate potential hazards associated with transit operations and maintenance. Hazards identified are analyzed for potential impact and resolved by design, procedure, warning device, or other method so that identified hazards are at a point that is As Low as Reasonably Practicable (ALARP).
Hazard Management Consists of:
• Hazard identification
• Hazard investigation, evaluation, and analysis
City of Corona Transit Service Safety Management System (SMS)
• Hazard mitigation, control, and elimination
• Hazard tracking
Hazard Identification
The physical and functional characteristics of the system to be analyzed are CCTS operations, maintenance, facilities, procedures, employee practices, and general contract oversight.
Knowledge of how the individual system elements interface with each other is essential to the hazard identification effort. Hazards may be identified through:
• Daily tasks and routine activities conducted by CCTS staff and contractors • Inspections and observations conducted by CCTS Risk Management • Internal audits and records reviews
• External audits conducted by regulatory agencies
• Design reviews where representatives of Safety and Security as well as Operations Divisions participate
• Hazard analyses and special reports prepared by consultants, CCTS employees, contractors, and suppliers
• Hazards that develop as a result of accidents/incidents • Information from other transit systems
Employee Hazard Reporting
CCTS has provided a Safety/Security Hazard form that is available in paper form at CCTS facilities.
This form may be used by all employees and contractors to report hazards throughout the system. Once an employee/contractor submits the form, a supervisor/manager must enter that information into the CCTS Safety database and determine a risk assessment using the predetermined hazard assessment table. Once the hazard has been assigned a risk level, a corrective action must be assigned to all hazards and resolution achieved, prior to any close out.
CCTS’ Transit Transportation Planning Supervisor is ultimately responsible for ensuring all corrective actions are addressed and closed out in a timely fashion. It the hazard requires additional resources beyond those assigned responsibility, the Transit Safety and Security Manager may assign the hazard to the applicable Risk Register.
Infectious Disease Prevention
CCTS follows the Center for Disease Control (CDC) guidelines for all infectious disease exposures.
CCTS will also monitor the Riverside County Office of Public Health and California Occupational Safety and Health Administration (OSHA) guidelines and maintain the highest level of employee safety. In addition, the City has developed and implemented the COVID-19 Prevention Program, which is designed to control employees’ exposure to COVID-19 that may occur in the workplace.
These document can be found on the City’s intranet and in the appendix of this plan. Further, the City’s transit operations contractor, MV Transportation, has updated its Injury and Illness Prevention Program to include COVID-19 Health and Safety Preparedness. This document is also included in the appendix.
City of Corona Transit Service Safety Management System (SMS)
III. Safety Assurance
Safety Performance Monitoring and Measurement
Describe activities to monitor the system for compliance with procedures for operations and maintenance.
Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This processing includes review of the report, as well as video from the bus or facilities cameras to determine compliance with procedures for operations and maintenance. If non-compliance is observed, an observation report is completed and forwarded to the Surveillance Specialist (SS-Road Supervisor collect video, General manager/Assistant GM will review). The SS will open a disciplinary case by assigning an Occurrence Number to track the matter through to conclusion.
Investigations
Any collision, and all accidents involving property damage or injury to person is immediately investigated by an Operations and/or Road Supervisor. An analysis to determine the root cause of the event is conducted, as well as a review of any procedures or policies that may have contributed to the event. This information is tracked in the Accident/Incident database and reviewed on a quarterly basis to determine if mitigations implemented have been effective in meeting benchmarks as outlined in the Management of Change section below under “Quarterly Reviews.”
Safety Information Monitoring
Safety events are reviewed quarterly. A committee made up of staff from Operations, Risk Management, and Training reviews all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent the reoccurrence of similar events.
These reviews include analysis of accidents by type, location (using geo mapping), frequency, and severity. Additionally, the data is broken down by seniority to determine whether events occur more frequently or more severely among less senior operators and to assess whether training or experience are factors in the events.
Proactive Observations and Evaluations
The Agency deploys 3 types of Proactive Observations/Evaluations:
1) Coach Operator Performance Profile
The Agency performs an annual performance evaluation of every coach operator. The document records (see attached Coach Operator Performance Evaluation Form) an operator’s safety
City of Corona Transit Service Safety Management System (SMS)
record, compliance to rules and regulations and attendance. An Operations Supervisor meets with the Coach Operator to review their record for the year, and gives them recommendations for improvement, if necessary.
2) On-Board Observation
The Agency deploys trained on-board evaluators (secret shoppers) to perform an in-person observation of each operator at least once a year. The on-board evaluators ride a minimum of 20 minutes and observe for core skills as a basis for their evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary. 3) External Observation
The Agency performs an annual field observation for every coach operator. An Operations Supervisor follows the bus in a supervisor vehicle and observes for core skills as a basis for evaluation. If any deficiencies are observed, the coach operator is coached/counseled/retrained as necessary.
Describe activities to monitor operations to identify any safety risk mitigations that may be ineffective, inappropriate, or were not implemented as intended.
Safety Inspections
The agency’s contracted bus operators also conduct regular routine inspections on a daily basis, including pre-trip and post-trip inspections. Any concerns, hazards, or risks are reported in the Daily Vehicle Inspection Report. Immediate concerns are communicated to Dispatch, Maintenance, and Management Staff, and such issues are documented in the Dispatch Log and Maintenance Log.
Monthly Facility Inspections
Inspections of CCTS transit operating facilities are conducted on a regular basis, no less than monthly. The Transit General Manager conducts regular facilities and revenue vehicle inspections to identify any potential safety hazards/risks and coordinates the abatement of such items with Facilities and/or Maintenance—see Form “GM Monthly Facility Safety Audit FormREV”.
Quarterly Reviews
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine if recommended mitigations were effective in meeting safety performance targets or were not implemented as intended.
Describe activities to conduct investigations of safety events to identify causal factors.
Root Cause Analysis
Any collision, and all accidents involving property damage or injury to person is immediately investigated by an Operations and/or Road Supervisor. An analysis to determine the root cause
City of Corona Transit Service Safety Management System (SMS)
of the event is conducted, as well as a review of any procedures or policies that may have contributed to the event. This information is included in the Risk Management report processing.
Describe activities to monitor information reported through internal safety reporting programs.
Hazard Investigation, Evaluation, and Analysis
Employees are encouraged to immediately address hazards that may be easily resolved, such as a trip hazard that may be easily moved. Hazards that require more extensive measures for resolution should be elevated to managers or safety committees for corrective action. Managers and safety committees are encouraged to conduct appropriate investigations to determine the potential risk as evaluated through examining the severity and probability of the hazard.
Hazard severity is the measure of the consequence the hazard presents. The greater the potential hazard consequence, the more severe the hazard. Below is a chart describing the Hazard Severity Categories:
Hazard Severity Categories
CATEGORY NAME LEVEL CHARACTERISTICS
Catastrophic 1 Fatality or multiple severe injuries, severe environmental damage, total system loss, extreme financial loss to CCTS Critical 2
Severe injury or occupational illness, significant
environmental, system or equipment damage, major service disruptions, significant financial loss to CCTS
Marginal 3 Minor injury or occupational illness, minor environmental, system, or equipment damage, minor service disruption
Negligible 4
Less than minor injury or occupational illness, less than minor environmental, system or equipment damage. Insignificant service disruption.
The probability that a consequence associated with a given hazard will occur can be described in potential occurrences per unit of time, events, population items or activity. The hazard consequence occurrence probability, or frequency of occurrence, represents a qualitative judgment of the relative likelihood of occurrence of an accident caused by an uncorrected or uncontrolled hazard as a result of a particular event or series of events. All identified hazards are assigned one of five probability levels, as provided in the Hazard Frequency Categories chart below:
City of Corona Transit Service Safety Management System (SMS)
Hazard Frequency Categories
Probability Levels
Category Name Level Specific Individual Item or
Location
Fleet, Inventory, or
Systemwide
Frequent A Likely to occur with high
frequency. Continuously experienced.
Probable B
Will occur many times in the
life of an item or at a specific
location.
Will occur frequently.
Occasional C
Likely to occur one or more
times in the life of an item or at
a specific location.
Will occur several times during
life of system.
Remote D
Unlikely, but possible to occur
in the life of an item or at a
specific location.
Unlikely, but can reasonably be
expected to occur during life of
system.
Improbable E
So unlikely, it can be assumed
occurrence will not be
experienced in the life of an
item or at a specific location.
Unlikely to occur, but possible.
Eliminated F
Incapable of occurrence. This
level is used when potential
hazards are identified and later
eliminated.
Incapable of occurrence. This
level is used when potential
hazards are identified and later
eliminated.
A qualitative hazard probability will be derived from research, analysis, and evaluation of safety data from the operating experience of CCTS or other similar transit agencies. The term fleet or inventory in the table refers to the number of units or size of system elements as an aggregate in the CCTS system (e.g., the number of bus stops, collectively). Therefore, the table provides a qualitative probability category for a particular event occurring within the entire inventory of stops, or at a single stop.
Risk assessment determines the acceptability of assuming a risk associated with a hazard, the necessity of implementing corrective measures to eliminate or reduce the hazard, or a combination of both. Hazard risk assessment involves categorization of hazard severity and probability of occurrence. The guidelines for determining hazard risk are presented in the tables below:
HAZARD SEVERITY
CATEGORY
LEVEL
Catastrophic 1
Critical 2
HAZARD FREQUENCY CATEGORY LEVEL
Highly Probable A
Probable B
City of Corona Transit Service Safety Management System (SMS)
Marginal 3
Negligible 4
Possible C
Unlikely D
Highly Unlikely E
Eliminated F
Hazard Assessment Table
Safety Risk Assessment Matrix
Severity →
Probability ↓
Catastrophic
1 Critical
2 Marginal
3 Negligible
4 A-Frequent 1A 2A 3A 4A
B- Probable 1B 2B 3B 4B
C-Occasional 1C 2C 3C 4C
D- Remote 1D 2D 3D 4D
E- Improbable 1E 2E 3E 4E
F- Eliminated
Safety Risk Index Ranking
1A, 1B, 1C, 2A, 2B High Unacceptable
1D, 2C, 3A, 3B Moderate Undesirable, Decision required
1E, 2D, 2E, 3C, 3D, 3E, 4A, 4B, Low Acceptable with review 4C, 4D, 4E Very Low Acceptable without review
Unacceptable means the hazard cannot remain as is and must be mitigated.
Undesirable means that the hazard should be mitigated, if possible, within fiscal constraints.
Acceptable with review means that CCTS management must determine that the risk associated with the hazard is acceptable with proposed mitigations.
Acceptable without review means that the hazard can remain.
Regulatory Accident/Incident Reporting Thresholds
All accident and incident reporting must be completed by CCTS and its contractors. The following is a list of minimum regulations that must be met; however, it does not exempt CCTS or its contractors from meeting all the reporting requirements and is not all-inclusive:
• CFR, Title 49, Section 674 (FTA)
• General Order 164-E, Section 7 (CPUC)
City of Corona Transit Service Safety Management System (SMS)
Hazards and Corrective Actions Tracking
Hazards needing correction are entered and tracked in the CCTS Safety database. Corrective actions will have: 1) original finding information, 2) a suggested corrective action, 3) the responsible parties assigned, and 4) a due date identified. The CCTS safety data base is designed to provide notification of the corrective action to responsible parties as well as alert them of upcoming due dates and overdue corrective actions. Individuals assigning a corrective action and those responsible for the corrective action are expected to work together to effectively mitigate and/or eliminate the issue.
Hazards Communications and Reporting
California Public Utilities Commission (CPUC) Hazard Reporting requires that certain hazards be reported. Per the requirements of CPUC General Order 164-E Section 6 (e), CCTS shall report the following hazards:
• Near miss industrial accident on CCTS property with potential for serious injury or fatality
• Any major hazardous material spill meeting the federal government’s reporting threshold
IV. Safety Promotion
Safety Performance Monitoring and Measurement
Describe activities to monitor the system for compliance with procedures for operations and maintenance.
Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This processing includes review of the report, classification of the incident/accident type, documentation of the event in the Agency’s Accident/Incident database, and investigation/recovery of additional evidence (including audio and video).
Investigations
Any collision, and all accidents involving property damage or injury to persons are immediately investigated by an Operations or Maintenance Supervisor. Analysis to determine the root cause of the event is conducted, as well as a review of any procedures or policies for which violations of may have contributed to the event. This information is included in the Risk Management report processing and is accumulated for further analysis and discussion as outlined in the Management of Change section below.
City of Corona Transit Service Safety Management System (SMS)
Safety Information Monitoring
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events.
These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data is broken down by seniority to determine if events are occurring among less senior operators more frequently or more severely to assess whether training or experience are factors in the events.
Proactive Observations and Evaluations for Operator Safety Adherence The Agency deploys 3 types of Proactive Observations/Evaluations:
1) Coach Operator Performance Profile
The Agency performs an annual performance evaluation of every coach operator. The document records (see attached Evaluation Master.pdf) reflect on the operator’s safety record, compliance with rules and regulations and attendance. An Operations Supervisor meets with the Coach Operator and goes over their record for the year and gives them recommendations for improvement, if necessary.
2) On-Board Observation
The Agency deploys trained on-board evaluators (secret shoppers) to perform an in-person observation of each operator at least once a year. The on-board evaluators ride a minimum of 20 minutes and observe for core skills as a basis for their evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary. 3) External Observation
The Agency performs an annual field observation for every coach operator. An Operations Supervisor follows the bus in a supervisor vehicle and observes for core skills as a basis for evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary.
V. Management of Change (Not Required for Small Public
Transportation Providers)
Describe the process for identifying and assessing changes that may introduce new hazards or impact safety performance.
CCTS and its contractor will evaluate and maintain a record of environmental, operational, and system changes as to adapt to the change or situation; and include any structural updates that would need to be documented within CCTS’ SMS.
City of Corona Transit Service Safety Management System (SMS)
Configuration and Change Management
Configuration Management (CM) details the process used to make configuration changes to the transit system. Change management is the process and procedure used to manage significant operational changes that will have a direct impact on system safety.
CM refers to a discipline for evaluating, coordinating, approving or disapproving, and implementing changes in a transit system. The CM process ensures there is a process to document changes from the initial concept through development, implementation, and on-going evaluation of results.
Successful CM requires a well-defined and institutionalized set of policies and procedures to ensure that all CCTS Divisions as well as contractor staff that are affected by the configuration changes are formally notified and approve of the change.
Bus Operations and Transit Planning
The Operations (MV Transportation), Planning (Corona staff) are responsible for configuration management activities related to managing and documenting significant changes and/or modifications to CCTS’ transportation system, and for verifying that new system elements and modifications in development are reviewed by key stakeholders at appropriate intervals for input and/or approval.
For these types of modifications to mission-critical equipment, facilities, infrastructure, and/or procedures, the Operations, Planning and Facilities divisions have accountability as follows:
Planning
• Evaluate routes based on customer requests, on-time performance, ridership data • Create a service change guide and hold public meetings throughout the service area to gather feedback from key stakeholders
• Meet with appropriate stakeholders
• Present the service changes (including new, modified and cancelled routes) to Corona’s Council as part of the yearly budget process
• Implement service changes as needed, unless a safety issue arises that warrants immediate action
• Issue documents regarding the service change to Contract Ops for review service change before each bid
• Monthly service meeting planning, maintenance, and operations • Planning staff attends safety meetings for Contract Ops every month to gather feedback on changes, receive comments on current potential safety issues • Planning staff attends Safety committee to discuss any safety concerns related to service planning
City of Corona Transit Service Safety Management System (SMS)
• Planning staff attends quarterly ADA meeting to gather feedback on service changes/ADA needs
• A comprehensive review is conducted, and approvals/signoffs are secured from key stakeholders before such changes are made
• Primary and secondary safety and functional impacts of a proposed change are identified, evaluated, and addressed early in a project's design phase • The completed modifications are properly incorporated into the existing system Operations
• Safety inspections of bus stop conditions and associated amenity during daily routine maintenance of bus stops (pad, bench, trash receptacle, shelter) • Priority repair/service is scheduled for safety related items • Annual refurbishment of bus stop amenities
• Keep up to date on the Agency’s ADA policy
• Attend the Agency’s safety committee meetings
• Review the Agency’s accident & incident reports related to bus stops • Maintain daily communications with internal & external stakeholders VI. Continuous Improvement (Not Required for Small Public Transportation Providers)
Describe the process for assessing safety performance. Describe the process for developing and carrying out plans to address identified safety deficiencies.
Quarterly Accident Reviews
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events.
These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data is broken down by seniority to determine if events are occurring among less senior operators more frequently or more severely to assess whether training or experience are factors in the events.
Daily Reviews
All reports of safety events throughout the system are reviewed daily. Particular attention is directed to the identification of safety deficiencies. Whether the deficiencies are of an engineering or administrative nature, immediate action is taken to implement mitigating measures wherever and whenever appropriate.
City of Corona Transit Service Safety Management System (SMS)
When an engineering deficiency is identified, the Risk Management team works with the appropriate department to brainstorm and implement mitigating measures. Common examples of these types of deficiencies are overgrown trees interfering with proper service stops, etc.
When administrative deficiencies are identified, employee re-training is immediately scheduled and carried out. When deficiencies are of a significant nature, the operator may be removed from service until such time as the re-training has occurred.
VII. Program Implementation
Responsibility for the AGENCY SAFETY PLAN
The Transit Safety and Security Manager is responsible for the content, maintenance, and dissemination of this plan. The AGENCY SAFETY PLAN is a living document, available for review at all times to all CCTS employees and Contractors. Comments and revisions may be submitted to the Transit Safety and Security Manager for evaluation and inclusion in the next iteration of the plan. The signed copy of the current plan will be maintained in the Risk Management Department.
Continuous Plan Evaluation
During internal audit activities or the issuance of new regulations or recommended industry wide practices, Risk Management will continuously evaluate the relevancy and applicability of this AGENCY SAFETY PLAN.
All revisions will be noted in the revision record at the beginning of the document. If any revision requires a change in process, a notice will be disseminated to appropriate personnel explaining the 1) document change, 2) reason for change, 3) and its impact on any job functions. CCTS employees and Contractors will be notified of a substantially revised plan by an email or letter from CCTS’ Transit Safety and Security Manager.
The revised plan will be disseminated by one or more of the following methods: delivered as a hard copy and/or emailed as a soft copy to each relevant operating entity, or available through request from Risk Management. Contractor employees will be required to sign a hard copy of the plan.
Strategic Communications and Coordination
CCTS maintains a Safety Communication Plan that is consistent with the requirements of SMS.
The Safety Communications Plan supports the timely and effective notification and communication between CCTS and its key stakeholders that includes customers, contractors and the general public. Communications and coordination between CCTS, the service contractors, other system users, and interested parties, both internal and external, is facilitated through:
Contractor Safety Meetings: All contractor employees meet monthly to address safety concerns and issues discovered through the routine operation and maintenance of the service system.
Multiple meetings in all divisions are scheduled to allow all staff to attend. The meeting is led by
City of Corona Transit Service Safety Management System (SMS)
a representative from the contractor safety team. CCTS Risk Management staff attend and actively participate in these meetings no less than quarterly.
Transit Safety and Security Manager
The CCTS Transit Safety and Security Manager is responsible for the implementation of the AGENCY SAFETY PLAN. Specifically, the Transit Safety and Security Manager:
• Issues and maintains the AGENCY SAFETY PLAN
• Promotes the Culture of Safety
• Oversees the Hazard Management Process
• Collects and analyzes safety data
• Oversees the accident/incident investigation
• Assures AGENCY SAFETY PLAN compliance/procedures review • Conducts safety reviews/inspections
• Ensures compliance with safe and healthy work practices by employees and contractors • Communicates with employees regarding occupational health and safety issues • Identifies, evaluates and corrects hazards in a timely manner • Assists other departments in resolving hazards
• Ensures that all accidents, injuries, and illnesses are investigated and that recommendations for corrective actions are developed and implemented as warranted • Ensures compliance with local, state and federal requirements Public Safety Outreach
CCTS will provide safety information to passengers and public utilizing the three “E’s” of safety:
Education, Engineering and Enforcement.
Educational opportunities for the customers and public will include relevant safety information in the CCTS Brochures, on the CCTS website, advertising and community events.
VIII. List of Definitions and Acronyms Used
Accident – An event that happens unexpectedly which may result in an undesirable or unfortunate happening causing harm, injury, damage, or loss. As defined in GO-164E, an event that involves any of the following: a loss of life; a report of a serious injury to a person; a collision involving a rail transit vehicle; a runaway train; an evacuation for life safety reasons; or a derailment of a rail transit vehicle, at any location, at any time, whatever the cause.
Accountable Executive –means a single, identifiable person who has ultimate responsibility for carrying out the Public Transportation Agency Safety Plan of a public transportation agency; responsibility for carrying out the agency’s Transit Asset Management Plan; and control or direction over the human and capital resources needed to develop and maintain both the agency’s Public Transportation Agency Safety Plan, in accordance with 49 U.S.C. 5329(d), and the agency’s Transit Asset Management Plan in accordance with 49 U.S.C. 5326.
City of Corona Transit Service Safety Management System (SMS)
Agency or Transit Agency – means City of Corona Transit Service.
American Disabilities Act (ADA) – The Americans with Disabilities Act of 1990 gives civil rights protection to individuals with disabilities. Federal law prohibits discrimination on the basis of disability in employment, state and local government, public accommodations, commercial facilities, transportation, and telecommunications.
Assault on Transit Worker – A circumstance in which an individual knowingly, without lawful authority or permission, and with intent to endanger the safety of any individual, or with a reckless disregard for the safety of human life, interferes with, disables, or incapacitates a transit worker while the transit worker is performing the duties of the transit worker. An assault can be physical or non-physical. The safety performance measure for Assaults on Transit Workers includes all assaults (major and non-major)>
California Public Utilities Commission (CPUC) – State regulatory agency that oversees and regulates railroad and rail fixed guideway safety in the State of California.
California Highway Patrol (CHP) – enforce traffic laws and manage traffic and emergency incidents in California
Caltrans – means the California Department of Transportation.
Chief Safety Officer—means an adequately trained individual who has responsibility for safety and reports directly to a transit agency’s chief executive officer, general manager, president, or equivalent officer. A Chief Safety Officer may not serve in other operational or maintenance capacities, unless the Chief Safety Officer is employed by a transit agency that is a small public transportation provider as defined in this part, or a public transportation provider that does not operate a rail fixed guideway public transportation system.
City of Corona Council – means governing body of City of Corona Transit Service.
CPUC Staff – CPUC employees responsible for safety oversight of RTAs.
Code of Federal Regulations, Chapter 49 (49 CFR) – Federal regulations governing all activities on the general railroad system of transportation in the United States.
Contractor – A third party operating or maintenance provider that performs tasks required on behalf CCTS.
Corrective Actions (CAs) or Corrective Action Plan (CAP) – Actions or a plan of actions that describes the tasks or measures implemented to minimize, mitigate, control, correct, or eliminate hazard, and the schedule for implementing those actions.
Emergency – An unexpected serious event or situation which requires immediate response to the urgent needs of the situation, or to maintain the security and/or integrity of the system, including, but not limited to, any of the following:
City of Corona Transit Service Safety Management System (SMS)
a) Any accident that meets reporting criteria for a regulatory agency b) Any injury or illness requiring immediate medical attention, or fatality, involving persons on board a revenue vehicle
c) Threatened, attempted, or successful suicides
d) Serious threat to the security or safety of passengers and/or employees e) Any event requiring the evacuation of a passenger train f) Derailments on the main track or controlled siding
g) Any unplanned event causing a significant disruption of rail service which may require the arrangement of alternative transportation for CCTS system passengers.
Employees – When used in this document, all executives, management, staff, labor, consultants, and contractors (and their sub-contractors) of CCTS.
Event – means any Accident, Incident, or Occurrence.
Federal Transit Administration (FTA) – FTA means the Federal Transit Administration, an operating administration within the United States Department of Transportation.
Hazard – Any real or potential condition (as defined in CCTS’ hazard management process) that can cause injury, illness, or death; damage to or loss of a system, equipment, or property; or damage to the environment.
Hazard Analysis – Any analysis performed to identify hazards for the purpose of their elimination, mitigation, or control.
Incident – means an event that involves any of the following: A personal injury that is not a serious injury; one or more injuries requiring medical transport; or damage to facilities, equipment, rolling stock, or infrastructure that disrupts the operations of a transit agency.
Investigation – means the process of determining the causal and contributing factors of an accident, incident, or hazard, for the purpose of preventing recurrence and mitigating risk.
Metropolitan Planning Organization (MPO) - A metropolitan planning organization is a federally mandated and federally funded transportation policymaking organization in the United States that is made up of representatives from local government and governmental transportation authorities.
National Public Transportation Safety Plan--means the plan to improve the safety of all public transportation systems that receive Federal financial assistance under 49 U.S.C. Chapter 53.
Near Miss – A narrowly avoided major safety event.
Occurrence—means an Event without any personal injury in which any damage to facilities, equipment, rolling stock, or infrastructure does not disrupt the operations of a transit agency.
Operator of a Public Transportation System—means a provider of public transportation as defined under 49 U.S.C. 5302(14).
City of Corona Transit Service Safety Management System (SMS)
Passenger – A person who is on board, boarding, or alighting from an CCTS vehicle for the purpose of travel.
Performance Measure—means an expression based on a quantifiable indicator of performance or condition that is used to establish targets and to assess progress toward meeting the established targets.
Performance Target—means a specific level of performance for a given performance measure over a specified timeframe.
Personal Electronic Device (PED) – A device including but not limited to wireless phones, personal digital assistants, smart phones, two-way pagers, portable internet devices, laptop computers, DVD players, audio players, iPods, MP3 players, electronic games, Bluetooth devices, or any headphones or earbuds.
Public Transportation Agency Safety Plan (PTASP) – The comprehensive agency safety plan for RTAs that is required by 49 CFR 673 and based on Safety Management System.
Public Transportation Agency Safety Plan—means the documented comprehensive agency safety plan for a transit agency that is required by 49 U.S.C. 5329 and this part.
Risk—means the composite of predicted severity and likelihood of the potential effect of a hazard.
Risk Management Department -- When used in this document is composed of the CCTS Transportation Planning Supervisor and MV Transportation’s General Manager who will receive information, reports and will make a determination of who will receive such information up to the Risk Management Department of the City of Corona and MV Transportation.
Risk Mitigation—means a method or methods to eliminate or reduce the effects of hazards.
Safety – Freedom from harm resulting from unintentional acts or circumstances.
Safety Assurance—means processes within a transit agency’s Safety Management System that functions to ensure the implementation and effectiveness of safety risk mitigation, and to ensure that the transit agency meets or exceeds its safety objectives through the collection, analysis, and assessment of information.
Safety Certification – The series of acts or processes that collectively verify the safety readiness of a project for public use.
Safety Committee –composed of Contractor staff and City of Corona staff refer to Safety Committee attachment for committee membership.
Safety Management Policy—means a transit agency’s documented commitment to safety, which defines the transit agency’s safety objectives and the accountabilities and responsibilities of its employees in regard to safety.
City of Corona Transit Service Safety Management System (SMS)
Safety Management Systems (SMS) –means the formal, top-down, organization-wide approach to managing safety risk and assuring the effectiveness of a transit agency’s safety risk mitigation.
SMS includes systematic procedures, practices, and policies for managing risks and hazards.
Safety Management System (SMS) Executive—means a Chief Safety Officer or an equivalent Safety Performance Target—means a Performance Target related to safety management activities.
Safety Promotion—means a combination of training and communication of safety information to support SMS as applied to the transit agency’s public transportation system.
Safety Risk Assessment—means the formal activity whereby a transit agency determines Safety Risk Management priorities by establishing the significance or value of its safety risks.
Safety Risk Management—means a process within a transit agency’s Public Transportation Agency Safety Plan for identifying hazards and analyzing, assessing, and mitigating safety risk.
Safety Sensitive Employee – Safety-sensitive function means any of the following duties, when performed by employees of recipients, subrecipients, operators, or contractors:
1) Operating a revenue service vehicle, including when not in revenue service; 2) Operating a nonrevenue service vehicle, when required to be operated by a holder of a Commercial Driver's License;
3) Controlling dispatch or movement of a revenue service vehicle; 4) Maintaining (including repairs, overhaul and rebuilding) a revenue service vehicle or equipment used in revenue service. This section does not apply to the following: an employer who receives funding under 49 U.S.C. 5307 or 5309, is in an area less than 200,000 in population, and contracts out such services; or an employer who receives funding under 49 U.S.C. 5311 and contracts out such services; 5) Carrying a firearm for security purposes.
Vehicle means a bus, electric bus, van, automobile, rail car, trolley car, trolley bus, or vessel. A public transportation vehicle is a vehicle used for public transportation or for ancillary services.
Security – Freedom from harm resulting from intentional acts or circumstances.
Security Sensitive Information (SSI) – A category of sensitive but unclassified information under the United States government's information sharing and control rules. SSI is information obtained in the conduct of security activities whose public disclosure would, in the judgement of specified government agencies, harm transportation security, be an unwarranted invasion of privacy, or reveal trade secrets or privileged or confidential information. SSI is governed by Title 49 of the Code of Federal Regulations (CFR), parts 15 and 1520.
Serious Injury—means any injury which:
City of Corona Transit Service Safety Management System (SMS)
1) Requires hospitalization for more than 48 hours, commencing within 7 days from the date the injury was received;
2) Results in a fracture of any bone (except simple fractures of fingers, toes, or noses); 3) Causes severe hemorrhages, nerve, muscle, or tendon damage; 4) Involves any internal organ; or
5) Involves second- or third-degree burns, or any burns affecting more than 5 percent of the body surface.
Small Public Transportation Provider—means a recipient or subrecipient of Federal financial assistance under 49 U.S.C. 5307 that has one hundred (100) or fewer vehicles in peak revenue service and does not operate a rail fixed guideway public transportation system.
State—means a State of the United States, the District of Columbia, Puerto Rico, the Northern Mariana Islands, Guam, American Samoa, and the Virgin Islands.
State Safety Oversight Agency—means an agency established by a State that meets the requirements and performs the functions specified by 49 U.S.C. 5329(e) and the regulations set forth in 49 CFR part 674.
System Safety – A principle of safety management, developed by the U.S. Military, which recognizes that all organizational plans, programs, policies, practices, and procedures impact the safety of the system as a whole. It requires that these be developed and implemented through a review process that provides for integration of individual departmental needs with the hierarchical needs of the entire system and/or organization.
Transit agency—means an operator of a public transportation system.
Transit Asset Management Plan—means the strategic and systematic practice of procuring, operating, inspecting, maintaining, rehabilitating, and replacing transit capital assets to manage their performance, risks, and costs over their life cycles, for the purpose of providing safe, costeffective, and reliable public transportation, as required by 49 U.S.C. 5326 and 49 CFR part 625.
IX. Policies and Procedures
The programs, policies and procedures that the Agency uses to carry out its Agency Safety Plan are listed below. They can be found on the Agency’s Public Works “G-Drive” under “Corona's Public Transportation Agency Safety Plan-Documents,” “Policies and Procedures” at the following links (will be located at URL…):
1. MV TRANSPORTATION’S “SAFETY MANAGEMENT SYSTEM PLAN 2022” (All Cited Forms and Policies within MV Transportation’s “Safety Management System Plan 2019”
a. Safety Policy S-1, Incidents - Determining Preventability b. Safety Policy S-10, Compliance with Federal And State Safety Regulations c. Safety Policy S-12, Driver Refresher Training
City of Corona Transit Service Safety Management System (SMS)
d. Safety Policy S-18, Drivers - Prepared for Work
e. Safety Policy S-21, Facility Emergency Action Plan
f. Safety Policy S-27, Safety Meetings (must include CCTS Staff) g. Safety Policy S-30, Injury Investigation - Supervisor Responsibility h. Safety Policy S-32, Accident/Incident Reporting Procedures i. Safety Policy S-37, New Driver Assessment / Validation j. Safety Policy S-39, Location Safety Committees
2. “GM MONTHLY FACILITY SAFETY AUDIT FORMREV” (MV TRANSPORTATION)
3. OPERATOR’S EVALUATION AND REFRESHER TRAINING FORM
a. SF-1, Driver Skills Evaluation And Refresher Training Form
4. COACH OPERATOR PERFORMANCE EVALUATION FORM
5. MV’S DRUG AND ALCOHOL POLICY - JULY 2024
6. MV’S EMPLOYEE HANDBOOK – JANUARY 1, 2018
7. MV’S INJURY AND ILLNESS PREVENTION PROGRAM – JULY 21, 2021
8. MV’S ROOT CAUSE ACCIDENT/INJURY FORM
9. MV’S VIDEO EVIDENCE CHAIN OF CUSTODY POLICY / FORM
10. CCTS SMS HAZARD & INCIDENT REPORT FORM
11. SAFETY COMMITTEE MEMBERSHIP
12. CITY OF CORONA_COVID-19 PREVENTION PROGRAM_REV 2021-1
MV TRANSPORTATION, INC.
Safety Management System (SMS) Plan
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1 1. Safety Management Policy............................................................................................................................................................... 3 Safety Management System (SMS) Policy Statement ........................................................................................................................ 3
1.1 Commitment to Safety Statement................................................................................................................................................. 5
1.2 Safety Management System Development................................................................................................................................... 6
1.3 Operations and Maintenance Procedures.................................................................................................................................... 6
1.4 Employment and Recruitment Selection ...................................................................................................................................... 8
1.5 Drug and Alcohol Programs ........................................................................................................................................................... 8
1.6 Workplace Violence Program ........................................................................................................................................................ 8
1.7 Fitness for Duty............................................................................................................................................................................... 9
1.8 Exposure to Infectious Diseases .................................................................................................................................................... 9
1.9 Policies and Procedures Review .................................................................................................................................................... 10
1.10 Employee Safety Reporting Program (ESRP)............................................................................................................................... 10
1.11 Authorities, Accountabilities and Responsibilities...................................................................................................................... 11
1.12 Emergency Management Integration and Procedures.............................................................................................................. 13
1.12 SMS Documentation and Records............................................................................................................................................... 13
2. Safety Risk Management.................................................................................................................................................................. 13
2.1 Accident and Incident Reporting and Response........................................................................................................................... 14
2.2 Safety Hazard Identification and Analysis..................................................................................................................................... 15
2.3 Evaluation, Mitigation and Communication of Safety Risk .......................................................................................................... 17
3. Safety Assurance............................................................................................................................................................................... 17
3.1 Safety Performance Monitoring and Measuring .......................................................................................................................... 18
3.2 Management of Change................................................................................................................................................................. 18
3.3 Continuous Improvement.............................................................................................................................................................. 19
3.4 Risk Reduction Program................................................................................................................................................................. 19
4. Safety Promotion.............................................................................................................................................................................. 20
4.1 Competencies and Training ........................................................................................................................................................... 20
4.2 Safety Communication ................................................................................................................................................................... 22
5. Supporting Resources....................................................................................................................................................................... 23
5.1 Acronyms and Abbreviations......................................................................................................................................................... 24
5.2 Definition of Terms......................................................................................................................................................................... 25
5.3 Version Updates ............................................................................................................................................................................. 28 PTASP Addendum................................................................................................................................................................................. 29 Transit Agency Information.................................................................................................................................................................. 29 PTASP Approval..................................................................................................................................................................................... 30 DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
2 Annual Review of Plan .......................................................................................................................................................................... 30 Safety Performance Targets................................................................................................................................................................. 31 Safety Performance Target Coordination............................................................................................................................................ 31 Appendix ............................................................................................................................................................................................... 32 Attachment A........................................................................................................................................................................................ 32 Attachment B ........................................................................................................................................................................................ 33 Contract / Agency-Specific Attachments............................................................................................................................................. 35 DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
3 1. Safety Management Policy
Safety Management System (SMS) Policy Statement
MV Transportation, Inc. is committed to providing the highest level of safety for the public, our employees and contractors. Satisfying our customers’ special needs with 100% regulatory compliance and the lowest possible risk is our first operational priority. We will never increase our risk of accident or injury to solve operational problems in the course of providing the Best Customer Experience.
To meet that commitment, MV Transportation has adopted the Safety Management System (SMS) and developed safety policies and activities in support of an effective SMS. This plan is based on the four components of SMS: Safety Management Policy, Safety Risk Management, Safety Assurance, and Safety Promotion.
Every employee and contractor are directed and empowered to administer the SMS and its specific activities for the prevention, control, and resolution of unsafe conditions and actions. The primary objectives of this SMS plan are to proactively identify and mitigate safety hazards and risks, promote a positive safety culture, and maintain regulatory compliance.
Our safety objectives are to:
• Ensure that effective safety management systems and processes are integrated into all of our activities.
• Designate an individual responsible for the safety function who reports directly to the Chief Executive Officer of the company and authorize that individual to develop and implement programs to promote safety.
• Ensure all employees and contractors are aware that safety is their primary responsibility and they are held accountable for delivering the highest level of safety in their daily work activities.
• Clearly define the safety accountabilities and responsibilities to all employees and contractors, including the responsibility of managers and supervisors to develop, implement, and enforce safety rules and procedures in their respective work areas. • Provide all employees and contractors with appropriate safety information and skills training; ensure employee and contractor competence in all safety matters related to their position with the company.
• Develop and embrace a positive safety culture in all of our activities that recognizes the importance and value of effective safety management and acknowledges that safety is the number one operating value in everything we do.
• Ensure a culture of open reporting of all safety hazards, ensuring that no action will be taken against any employee who discloses a safety concern through the proper chain of command, unless such disclosure indicates, beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures.
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4 • Promote and maintain a positive safety culture with positive recognition and reinforcement of safe behaviors.
• Ensure that all equipment, systems and services meet our safety performance standards through periodic audits and inspections.
• Establish performance metrics and measures of our safety performance against our safety performance indicators and safety performance targets.
• Continually develop and improve our safety processes through actively monitoring, measuring, and reviewing our performance against our objectives and targets. • Conduct safety and management reviews to improve our safety performance and ensure that relevant and corrective actions are taken.
• Comply with all state and federal regulatory requirements and standards.
Signed: ________________________ Date: ___________
Harry Wilson, Executive Chairman
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5 1.1 Commitment to Safety Statement
Providing the highest level of safety for all MV Transportation employees, passengers, and the communities we serve is our core operating value. Safety is at the forefront of delivering the Best Customer Experience and is the first of our key components of successful performance.
Doing work safely must be the foundation of all operational activities. Safety standards will never be compromised, subordinated or diminished by any other goal. Safety is the process that drives all functions and activities and is at the center of everything we do at MV Transportation.
MV Transportation is committed to being the safest organization possible and is committed to an incident and injury free workplace and security excellence. We will review and continually improve our practices to continuously drive improvements in safety, health, environmental, and security performance.
Accountability is fundamental to our mission. Every individual at MV is responsible for working and acting safely and embracing safety as a lifestyle. Compliance with this Commitment, applicable laws, and other requirements is the responsibility of every employee and contractor acting on our behalf.
Safety leadership is a core responsibility of management and is the company's most important management value. Managers at all levels will set the standard in our industry, from the Chief Executive Officer to the first-level supervisor.
Every employee is responsible to:
• Promote and maintain a safe work environment for all personnel and our passengers. • Act consistently to influence safe behaviors and eliminate unsafe behaviors, actions and decisions.
• Go above and beyond the minimum safety standards of his / her job. • Directly participate in all aspects of our safety program. • Abide by all applicable safety rules and regulations. • Work with management to decrease our exposure to risk. • Immediately report all incidents/accidents and hazards. • Complete all assigned safety training programs to continuously enhance safety skillset. • Intervene in an activity if it is observed that its being conducted with an unacceptable level of risk.
• Encourage and reinforce the safe behaviors of others. • Resolve circumstances responsibly that require corrective action. • Insist upon an unwavering commitment to safety.
MV leadership is committed to supporting this statement with the resources and accountability necessary to achieve safety excellence.
Harry Wilson
Executive Chairman
Kevin Klika
President and Chief Operating Officer
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6 Contractor Management
It is the responsibility of MV Transportation to ensure that contractor work practices meet established safety standards of the agency and any and all federal, state, and local regulations and requirements. (Safety Policy S-10).
MV Transportation will monitor contractor compliance through scheduled and unscheduled safety audits of equipment, work sites and practices, regulatory compliance, and required records.
Significant violations, especially in areas of safety, will be addressed by the appropriate management person, and may include termination of the contract or other legal action.
1.2 Safety Management System Development
This Safety Management System (SMS) plan was developed to outline our systematic procedures, practices, and policies for managing risks and hazards. Additional plan elements are available as references to support the information outlined in this document.
Key definitions of our process throughout our Safety Risk Management includes the following:
• A hazard is a condition or object with the potential of causing injuries to personnel, damage to equipment or structures, loss of material, or reduction of ability to perform a prescribed function. The potential for harm is defined as safety risk. It refers to the chance that people, equipment, or the environment could be harmed by the consequences of a hazard. • What is done to address and reduce that risk is mitigation. • Consequence means an effect of a hazard, involving injury, illness, or death; damage to or loss of the facilities, equipment, rolling stock, or infrastructure of a public transportation system; or damage to the environment.
• Event means any accident, incident, or occurrence.
This SMS plan will be reviewed periodically to continuously improve in our mitigation of safety risk. We will review and continuously improve our practices to drive continuous improvement.
Effectiveness at the site level will be determined at least annually through the Safety Director audit. Reviews may occur more frequently.
This plan outlines the SMS activities for all employees and contractors employed by MV Transportation. Additional manuals and procedures should be referenced for more in-depth procedural detail. We will work with the transit agency at the site-location level to ensure these activities are also featured in their Agency Safety Plan.
1.3 Operations and Maintenance Procedures
It is the policy of MV Transportation that company operations and all personnel will comply with all applicable requirements federal and state safety regulations (Safety Policy S-10).
The system will be monitored for compliance with and sufficiency of operations and maintenance procedures. Non-compliance will be addressed through training, coaching, and management oversight, among other approaches. Non-compliance may result in disciplinary action, in DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
7 accordance with our policies and procedures. Insufficient procedures will be addressed through the Safety Risk Management process outlined in this plan. Any task that cannot be done safely should not be attempted until it can be done safely.
It is the responsibility of the operator to perform thorough Daily Vehicle Inspections (DVIs) and submit those reports to dispatch personnel. It is the responsibility of the mechanics to review and repair all defects before the vehicle goes back into service. The procedure is listed out in greater detail in our Maintenance Manual. Monthly audits of facilities including yard and surrounding areas will also be conducted to verify OSHA compliance and hazard identification, mitigation and resolution.
A vehicle with a safety defect is reported immediately by the operator. The vehicle shall be removed from service and not returned until repaired or replaced as soon as possible. In cases when the defect prevents the vehicle from being safely driven back to the garage, it is towed using a contracted service.
No operator or other authorized employee is asked, required, or permitted to drive a vehicle with a known major safety defect and is required to wear a safety vest as well as any other appropriate PPE.
As outlined in our Maintenance Manual, it is the responsibility of the maintenance manager to provide the general manager with a detailed account of the day’s vehicle status and maintenance activities. The maintenance manager shall ensure the operations manager is kept up-to-date on all daily meetings and reports.
It is the policy of MV Transportation that maintenance managers are responsible to ensure all fleet vehicles are systematically inspected, maintained, and repaired. The preventative maintenance intervals shall conform to the OEM service specifications, FTA standards, and contractual requirements. (MP-03-02 – Preventative Maintenance). All seasonable maintenance services are to be conducted in accordance with OEM standards. (MP-03-10 – Seasonal Maintenance).
Please refer to the Maintenance Shop Safety Manual and Maintenance Manual for further detail outlining policies and procedures, as well as our Safety Vest Policy S-46 and Yard Safety Procedures.
Safety in Design, Acquisition and Procurement
Operational safety and passenger safety are the highest priorities when defining vehicle and facility design requirements. Design criteria are established to ensure the equipment meets or exceeds all safety, flammability and environmental requirements and meets all state and federal standards and regulations. MV Transportation’s Procurement Department owns the procurement process and works closely with all impacted departments.
Conditions covered in the Contract Specifications include verification of compliance, commencing with the design phase and periodic inspections and testing during the construction phase performed by qualified consultants. A thorough inspection and system testing is performed before the equipment is conditionally accepted.
The Procurement Group works in conjunction with the maintenance, safety, and operations department when purchasing personal protective equipment for employees, controlling DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
8 chemicals and other hazards in the workplace, mandating safety requirements in specific contracts and requiring compliance from specific vendors and clients with MV Transportation’s safety requirements.
1.4 Employment and Recruitment Selection
MV Transportation follows industry practices when hiring employees and contractors, including employment, criminal background, and MVR reports as required. Our hiring practices are compliant with FTA regulations on pre-employment / new hire testing and onboarding.
1.5 Drug and Alcohol Program
The Drug and Alcohol Program Manager is responsible for administering the corporate program.
The location Designated Employer Representative (DER) are responsible for location program compliance. The policies and procedures conform to the drug and alcohol regulations of the United States Department of Transportation’s (DOT), Federal Transit Administration (FTA) and/or the Federal Motor Carrier Safety Association (FMCSA), based on the service environment that the agency and contract operates under. The policy identifies that employees are subject to testing and includes the testing requirements, prohibited behavior, consequences of positive results and resources for employee assistance and rehabilitation.
MV Transportation is committed to a Drug and Alcohol free workplace through a Zero Tolerance policy. Participation by covered employees in MV Transportation’s prohibited drug use and alcohol misuse program is a condition of employment. Supervisors must not permit a safetysensitive employee to perform his/her job function if the employee has violated any provision of the Policy. Our Drug and Alcohol-Free policy extends to contractor personnel in safety-sensitive positions.
1.6 Workplace Violence Program
MV Transportation is firmly committed to providing a workplace free from acts of violence or threats of violence. In keeping with this commitment, the Company has established a policy strictly prohibiting any employee from threatening or committing an act of violence in the workplace, while on duty, while on company related business, or while operating any vehicle or equipment owned or leased by the Company.
Assistance is needed from all employees to achieve a workplace secure and free from violence.
MV is committed to a “zero tolerance” policy and compliance with this policy in respect to workplace violence is every employee’s responsibility. Any and all incidents involving an act or threat of violence must be reported immediately to the employee’s supervisor or the Human Resources department. Any employee may do so without fear of retaliation of any kind. After the incident is reported to a supervisor, he/she will report the matter to the Human Resources department, who will conduct an investigation and take appropriate action.
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9 Any employee who engages in or contributes to violent or threatening behavior may be subject to disciplinary action, up to and including termination.
1.7 Fitness for Duty
Fitness for duty is determined by Human Resources and Safety Management. It is the policy of MV Transportation that all drivers are professionals that manage fatigue and come to work well rested and prepared to provide a full measure of safe and reliable customer service (Safety Policy S-18).
All employees that take medical leave must provide a return to work release from his/her health care provider prior to returning to work. The return to work statement should be submitted to the Leaves Manager in the Benefits department.
Employees returning to work after 30 days or more break in service will be required to undergo a background check, return-to-work physical and drug test, as permitted or required by applicable federal or state law which includes but is not limited to regulations and requirements set forth by the DOT, FTA, FMCSA, OSHA and ADA.
1.8 Exposure to Infectious Diseases
MV Transportation is committed to providing a safe and healthy workplace for all employees, customers, clients, and business partners. MV’s health and safety preparedness efforts follows the guidance published by the Centers for Disease Control and Prevention (CDC), Occupational Safety and Health Administration (OSHA), as well as guidance from a State health authority or other applicable industry guidance. Health and safety preparedness efforts include awareness on everyday preventative safety precautions, worker hygiene and source controls, workplace cleaning and disinfection, and communications and training practices.
Employees are trained on the concept of Universal Precautions, which is adopted by OSHA as a way to protect yourself under the Bloodborne Pathogen standard. Universal Precautions include safe health hygiene practices to prevent infection by treating all bodily fluids as if they are infectious. All MV employees undergo training on Bloodborne Pathogens, which includes an overview and awareness of the standard, protecting against the risk of infection by avoiding direct contact with bodily fluids, wearing the appropriate PPE, proper donning and doffing of PPE, and proper hand-washing techniques or use of hand-sanitizer that is consistent with both CDC and OSHA guidelines. MV conducts annual refresher training on Bloodborne Pathogens during monthly safety meetings once a year.
MV will continue to procure the recommended protective supplies, which may include cleaning and disinfection products, gloves, safety goggles and masks. If an employee is running low on PPE, they are to contact their supervisor.
All employees are to take self-responsibility in practicing good hygiene skills and maintaining safe behavioral practices. Everyone has a role to play in making sure our workplaces and communities DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
10 are as safe as possible. Employees are to be informed of and encouraged to monitor signs and symptoms of an illness and to not report to work if they are ill.
MV will continue to employ strategies to minimize the exposure of the public, personnel and property to hazards and unsafe conditions consistent with guidance received from health authorities. MV will continue to produce policies, procedures and postings to inform and encourage employees to maintain hygiene and infection control.
1.9 Policies and Procedures Review
All policies and procedures require periodic reviews for applicability and accuracy. Policies and procedures include a revision date to ensure that all copies of the document are current. Specific policies and procedures are reviewed by department managers with the assistance of the Human Resources Department. Changes to policies and procedures will be made at the corporate level after a thorough review has been performed.
The contractor’s safety policies and procedures will also be reviewed periodically for accuracy and compatibility with MV Transportation policies and procedures.
To submit a request for revision, individuals must complete a Change Request. Details of the request must include the policy or procedure, description of the requested process change, any known impact, and implementation efforts.
1.10 Employee Safety Reporting Program (ESRP)
Our front-line employees are our best source of information for identifying hazards. Nobody knows more about the actual safety performance of the transit system than the employees who deliver the service.
The Employee Safety Reporting Program (ESRP) is intended to help the Accountable Executive and other senior managers get important safety information from across the transit agency. It can be an agency’s most important source of safety data.
There are two types of safety reporting programs: mandatory and voluntary. • Mandatory: Employees must report hazards that are compliance-based and address regulatory issues. Employees are required to immediately report every incident and accident. An employee’s failure to report or provide false information of an unsafe hazard or act could result in disciplinary action.
• Voluntary: Employees are strongly encouraged to report hazards and can report anonymously. Every employee is empowered to report any unsafe hazard / risk to their supervisor or senior management without fear of retribution or penalty.
Employees will have the option to report anonymously to maintain confidentiality. The ESRP is non-punitive and employees will not be disciplined for the act of reporting the Hazard or Near Miss. However, employees must report hazards that are compliance-based and address regulatory issues. Record falsification, Drug & Alcohol violations, gross negligent behavior, and DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
11 failure to report accidents/incidents and serious safety hazards are examples of employee behaviors that may result in disciplinary action.
Forms of reporting can include submitting a completed SMS Hazard/Risk Report Form (found in the Appendix) or utilizing a centrally located Safety Suggestion Box at the division location. The transit agency may also have an additional form of Employee Safety Reporting.
The Hazard/Risk Report Form shall be completed immediately, so proactive measures can be taken as soon as possible. Depending on the perceived level of risk and severity, the report shall be submitted immediately or by the end of their shift.
Input by employees into the ESRP can include safety concern reporting, operational system description, hazard identification, safety deficiencies, risk assessments, potential consequences of hazards, or recommended safety risk mitigations.
Examples of reports may include the following;
• Safety hazards in the operating environment (for example, county road conditions) • Policies and procedures that aren’t working as intended (for example, insufficient time to complete pre-trip inspections)
• Events that senior managers might not otherwise know about (for example, near misses) • Information about why a safety event occurred (for example, radio communication challenges contributed to an incident)
The information we receive through this source will help us resolve the reported hazard and notify the supervisor or senior management of changes that may need to be made to mitigate safety hazards in the future.
The Safety Department will lead the effort on collection, analysis, resolution, and monitoring of hazards and feedback entered through the ESRP. The Safety Department will take the lead on the Safety Risk Management process, with inputs from subject-matter experts in operations and maintenance.
Information collected through our ESRP will feed into our hazard identification and analysis process. Please reference that section of the plan for further information on mitigation, resolution, and communication.
1.11 Authorities, Accountabilities & Responsibilities
Safety accountabilities and responsibilities span from corporate organizational roles to contract management and front-line employees. All employees are responsible for safe operations, as outlined in our Commitment to Safety statement.
The CEO provides strategic direction and has the responsibility for providing the leadership and resources to carry out the Safety Management System plan.
Agency Leadership and Executive Management are tasked and authorized with making sure that the organization safety policies and procedures are followed and communicated to their direct reports, general managers, managers and front-line supervisors. They will provide positive DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
12 leadership and direction in maintaining the safety policy as a major priority in all operations. This group is responsible for providing resources to acquire and maintain safety and health equipment, devices and programs. They will support safety standards and behaviors ensuring that steps are made to identify and mitigate hazard and risk.
The Safety Leadership team, including the Chief Safety Officer, VP of Safety, or Director of Safety, has the authority and responsibility for making sure the safety policies and procedures are adhered by and promoted by senior management, department supervisors and managers, area safety directors and key safety team members. The Safety Leadership team will stay informed of law changes or updates concerning employee safety and record keeping and will amend safety policies as required. This group will conduct periodic reviews of safety standards to remain current with federal and state requirements. They will provide guidance in maintaining a high standard of safety training programs and assist in analyzing safety data to identify future mitigation strategies. The Directors of Safety will conduct an annual audit to ensure compliance with Federal, State and Local rules and regulations as well as company policies and procedures.
Key Staff, including Department Supervisors, Managers and all other employees, are tasked with following all company safety policies to include, but not limited to, FTA, FMCSA, USDOT, ADA safety regulations. Managers and Supervisors are responsible for staying current on all internal and external safety training. They are also responsible with reporting or responding to accidents, injuries, near misses, unsafe working conditions and potential hazards within their scope of influence. Supervisors and Managers will evaluate employee performance ensuring each employee’s safe behavior and work methods and coach, retrain and discipline as required. They will conduct monthly facility audits to ensure compliance. They are also responsible for promoting the ESRP and reviewing and resolving all submissions responsibility.
Location Safety Committee shall be established at the division facility per internal MV policies and partnering with the transit agency to comply with the requirements of the PTASP regulation under 49 CFR Part 673.
According to the PTASP regulation, transit agencies that are required to have an ASP in place, receive 49 U.S.C. § 5307 funding, and serve a large urbanized area with a population of 200,000 or more will be required to form a safety committee. MV will partner with the transit agency to form a safety committee that is convened by a joint labor-management process and consisting of an equal number of frontline employee representatives and management employees.
In addition to the above overview of safety roles and responsibilities by group, the following highlights the site-specific roles and responsibilities. This is in addition to the responsibilities listed out in our Commitment to Safety (page 4) and SMS plan objectives (page 2).
General Manager: Ultimate responsibility for the safety performance of the location and authorizes activities to support an effective SMS.
Operations Manager: Responsible for promoting operational safety and adhering to our policies and procedures.
Safety and Training Manager: Responsible for the day-to-day implementation and operation of the SMS.
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13 Maintenance Manager: Responsible for OSHA compliance and site-specific maintenance activities.
Trainers / Instructors: Responsible for ensuring that we are training every employee to proficiency in accordance with our performance standards.
Supervisors: Responsible for playing an active role in SMS activities, including sufficient road observations and identifying potential safety hazards with recommended solutions.
Location Safety Committee: Responsible for ensuring that reported safety items are reviewed and addressed; identifying and recommending risk-based mitigations or strategies and the effectiveness of existing mitigations / strategies; identifying safety deficiencies for purposes of continuous improvement.
1.12 Emergency Management Integration and Procedures
Every site location is to maintain an updated Emergency Action Plan (Safety Policy S-21). The purpose of the Emergency Action Plan is to assist employees and management in making quality decisions during times of crisis, and to comply with regulatory standards for Emergency Action Plans.
The Facility Emergency Action Plan will be reviewed and updated annually. Certain practice drills are to be planned and carried out for preparedness during emergency scenarios.
The Emergency Action Plan is available on our intranet site and should be printed and stored in the division.
1.13 SMS Documentation and Records
Processes that require documentation or forms to support an effective SMS are listed out in this plan within the corresponding section.
Site locations that are subject to the PTASP Final Rule will be required to maintain documentation and recordkeeping for a minimum of 3 years.
2. Safety Risk Management
The FTA defines Safety Risk Management as a process within the agency’s Public Transportation Agency Plan for identifying hazards and analyzing, assessing, and mitigating the safety risk.
Through risk identification and assessment, a determination is made of the probability and severity of potential losses. Safety and loss control programs are developed to modify and eliminate or reduce the risks of these exposures.
2.1 Accident and Incident Reporting and Response
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14 It is the policy of MV Transportation to minimize injury, damages, pain and suffering for people involved in vehicular mishaps involving MV vehicles, to promptly respond, report and to thoroughly investigate these occurrences. (Safety Policy S-32) All incidents, including near misses and minor events, should be reported as soon as possible – whether or not the incident did or could have resulted in personnel injuries, illnesses, or property damage.
The incidents shall be immediately reported from the scene. Operator at scene shall immediately contact Dispatch and provide incident details.
When possible, it is the responsibility of the General Manager to make sure that a manager or supervisor responds to the accident to ensure care for our driver and equipment, secure the incident site, preserve evidence, review of accident investigation and proper review of company liability.
The initial accident/incident claim line information sheet should be completed with details to convey to our claims department.
Accident and incident response procedures will vary depending on the severity of an incident (“major” vs. “minor” definition thresholds outlined in Safety Policy S-32). All employees, supervisors and managers should be knowledgeable on response procedures outlined in Risk Management SAF-001 Accident Procedures guideline and High Priority Event notification procedures.
The General Manager and Safety Manager are responsible for ensuring a timely investigation and report is completed.
Reports are reviewed by the department manager, who determines preventability (Safety Policy S-1). Reports may also be reviewed by Risk Management and the Director of Safety. Additional actions and activities may be requested from the Risk Management department or Regional Director of Safety.
Copies of the accident/incident reports and a summary are kept for review and reporting as necessary.
Work Injuries
Work injuries include any injury, occupational disease, or disability that arises out of, or in the course of, any work-related activity and requires first aid or medical treatment. Worker’s compensation OSHA-related injuries are considered work injuries for the purpose of this policy.
Injuries should be reported by the injured employee or a witness to dispatch or his/her immediate supervisor as soon as possible. If the injured employee needs medical attention, the appropriate response by coworkers (dispatch, supervisor, manager) is to:
• Assess the injury.
• Call 911 if necessary.
• Begin emergency medical treatment, if willing and able. • Continue treatment until emergency responders arrive. • Inform Management or Director of Safety.
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15 • Complete a written report as soon as possible.
The injured employee must complete an Employee Injury Report for the Human Resources and Safety department as soon as possible. In compliance with OSHA regulations, all reportable employee injuries will be recorded by a representative from the Safety department and a summary will be posted from February 1 to April each year for employee review.
The Supervisor will conduct an investigation to determine the root cause of the incident surrounding the injury (Safety Policy S-30). The Supervisor will issue a written report for review by Risk Management, Regional Manager - Maintenance, General Manager and Area Safety Director. Recommendations may be issued and will follow normal channels of communication.
Investigative resources will include the Employee Injury Report, eyewitness accounts, employee interviews, equipment testing, and any other reasonable means to determine root causes. Injury reports will be kept on file for future analysis.
Accident and Incident Investigation
It is the policy of MV Transportation to investigate all incidents/injuries, to identify causes, and to correct deficiencies, if any (Safety Policy S-1). Effective incident investigation is an essential step towards making improvements in the system or process that can prevent future incidents from similar causes. It is the key to correcting and improving unsafe behavior in the workplace.
Identifying all factors that came into play to cause an incident, accident, or injury, and getting down to the root cause, is the only way to ensure proper steps will be taken to prevent a recurrence. This includes examining driving and work procedures and revising them if found faulty; and identifying violations of MV, OSHA, DOT, FTA, or other procedures, rules or regulations. (Safety Policy S-32)
After corrective actions have been identified and put in place, the management team or Regional Safety Director will follow-up to ensure that corrective actions remain in place and have effectively corrected incident causes.
2.2 Safety Hazard Identification and Analysis
Hazards identifications could be submitted directly or could be derived from trends or other data analyses.
Hazards can be identified through a variety of sources, including;
1. Reviews
2. Observations
3. Investigations
4. ESRP
5. Passenger feedback
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16 When a hazard has been identified, it will be tracked in a Safety Risk Register log, using the FTA template provided. This includes the description of the risk, rating of the risk, the action to address it, and how we are going to monitor that action for its effectiveness.
The hazard will be rated with an “as reported” risk assessment ranking, which will be followed up for a re-evaluation after a mitigation strategy has been implemented.
Reviews
• DriveCam scored or coachable events – driver specific or aggregated trends of at-risk behaviors
• Monthly performance or quarterly reviews of both leading and lagging indicators Observations
• Road observations and ride checks
• Mystery rider program (if applicable at the site location) • Customer/passenger comments
• Third-party notifications
Audits and Inspections
• Monthly facility inspection
• Daily walk-through
• Pull-out procedures
• New driver assessments (Safety Policy S-37)
• Refresher training (Safety Policy S-12)
• Annual safety director audit
• Maintenance audit
Investigations
• Accident and incident investigation
• Injury root cause investigation
Hazard Analysis
Once a hazard has been identified, it must then be analyzed. Analysis may include a description of the hazard, supporting results documents, photos, and/or suggestions for resolution. Unless a hazard can be eliminated, it’s safety risk must then be managed. We analyze this in terms of how likely it is to happen (probability or frequency) and how bad it could be (severity). Hazard Probability Categories and Hazard Resolution Matrix, see Attachment A, and then by determining the best method for remediation. Near Miss reporting will be collected through Dash Camera Systems, as well as encouraged through the ESRP. If not captured through a Dash Camera System, Near Miss reporting can be completed on the Hazard Risk Form and reported to the location Safety Manager or Supervisor.
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17 2.3 Evaluation, Mitigation and Communication of Safety Risk The last step is to develop possible mitigation strategies that address identified safety risks. In evaluating safety risks, identifying what is being done now vs. what can be done in the future is an important consideration.
The review must identify facts, establish root causes, and suggest methods for mitigating or preventing recurrence.
Statistics from accident and incidents are tracked and compared to performance measures and targets to identify where mitigations may or may not be effective.
The identified hazards are reviewed and assessed, and a priority is set based on severity of risk using the Hazard Resolution Matrix.
The Location Safety Committee (LSC) plays an important part of hazard reduction and hazard resolution. The LSC shall be established at the division facility per internal MV policies and partnering with the transit agency to comply with the requirements of the PTASP regulation under 49 CFR Part 673. The committee should provide inputs/ideas to ensure a safe work environment is established and maintained. The committee will be responsible for identifying and recommending risk-based mitigations, evaluating the effectiveness of those risk-based mitigations, and identifying additional safety deficiencies for purposes of continuous improvement.
Hazard Resolution and Communication
When the safety hazard and analysis has been completed, the location supervisor or manager who will then coordinate efforts with essential personnel to resolve the hazard in a timely manner. In cases where an immediate threat to safety exists, work will be immediately suspended by the location management while the hazard is addressed and mitigated.
Many hazards can be resolved through more than one means, but the general process for determining the best method should be by considering engineering controls, administrative work practices, or employee actions.
Communication of resolution and status of SMS activities is listed out in section 4 of this plan.
3. Safety Assurance
The FTA defines Safety Risk Management as a series of processes within a transit agency’s Safety Management System that function to ensure the implementation and effectiveness of safety risk mitigation, and to ensure that the transit agency meets or exceeds its safety objectives through the collection, analysis, and assessment of information.
Safety Assurance subcomponents includes:
1. Safety Performance and Monitoring and Measurement
2. Management of Change
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18 3. Continuous Improvement
3.1 Safety Performance and Monitoring and Measurement
Data is constantly collected through the transit agency’s Safety Assurance activities. This will include both leading and lagging indicators.
Leading indicators are used to anticipate and prevent injuries and accidents. This data source can include information collected from road observations, ride checks, mobile blitzes, or the ESRP.
Our behavior-based indicators, as measured by DriveCam or another safety monitoring technology, is one of our best indicators for future success, as it measures the unsafe behaviors present in our operation.
Our lagging indicators measures what has happened, including accidents and injuries. This metric allows you to analyze historical information, as well as view in real-time if your risk mitigation plans are reducing the accidents and injuries.
Safety performance indicators will help measure inputs, outputs, outcomes, or impacts. It is a signal or early warning sign.
Safety performance targets are quantifiable and is the expected change over a period of time.
Daily monitoring will be conducted through inspections, observations, and evaluations.
Safety Performance Targets are spelled out in the PTASP addendum of this plan.
Mitigation Monitoring
The Mitigation Monitoring plan helps ensure safety performance monitoring and measurement activities are performed to confirm that mitigations are effective, appropriate, and fully implemented.
A Mitigation Monitoring plan may include the selected safety risk mitigation, the indicators or targets, description of how it will be monitored, timeframe, responsibility, and updates.
While the Mitigation Monitoring plan addresses the mitigation and monitoring activities, the Corrective Action Plan documents the corrective action and helps address short-term defects or compliance issues. The Corrective Action Plan is intended to eliminate the behavior that caused the event, while Mitigation Monitoring is to continuously monitor the hazard.
The Mitigation Monitoring process is owned by the location’s management team, with assistance from the Regional Safety Director. The Mitigation Monitoring process requires periodic reviews to ensure that the risk level is being mitigated and reduction of the frequency of the hazard is taking place.
A periodic audit of contractor safety plans, Safety Data Sheets, and Personal Protective Equipment requirements will be conducted by the Safety Team and the General Manager.
3.2 Management of Change
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19 Our operating environment has many areas that can and will be subject to a change. Prior to implementation of a proposed change, an assessment will be performed by using the Hazard/Risk Report form to determine if the change will impact safety performance or if there are any new hazards that will be present.
If a new hazard is identified, it is put through the SRM process and evaluated. A risk mitigation strategy will be created or modified to mitigate risk for that change. Once the change is made it will be monitored for effectiveness.
The size and scope of the change can vary from something small to something as large as new service or routes. Efforts will be made to assess if there is a possible impact to safety prior to operations taking place.
3.3 Continuous Improvement
The overall safety performance of the system and the performance of SMS activities will be continuously measured and evaluated to determine the effectiveness and appropriateness of risk mitigations.
The data and information that will be collected through Safety Assurance activities will tell us how we are doing and what areas we can improve on.
Insight through these sources may trigger more frequent reviews and a revised strategy to ensure that mitigations are effective.
Local management will work with the agency to determine frequency of meetings with the contractor management to review the SMS process.
3.4 Risk Reduction Program
MV leverages the processes and procedures as outlined throughout section 2 on Safety Risk Management for identifying hazards and analyzing, assessing and mitigating the safety risk. Once those hazards are identified and assessed, MV continuously evaluates the effectiveness of mitigations as outlined throughout section 3 on Safety Assurance.
MV will partner with the transit agencies we serve to ensure an effective risk reduction program.
MV takes a data-driven approach in understanding performance and trends in order to develop an effective prevention program to improve safety. This includes evaluating the number and rates of accidents, injuries and assaults based off data collected through our reporting processes.
Monthly safety meetings that are hosted by MV Transportation includes refresher training and heightened awareness on pedestrian safety every month. Security awareness is featured in monthly safety meetings at least every 6 months or more frequently as needed. Customer service and de-escalation is formally highlighted as a monthly safety topic at least every 6 months but may be highlighted more frequently based off trends.
Hazards and recommended mitigation strategies on visibility impairments or assault mitigation infrastructure or technology will be continuously reviewed in partnership with the Location Safety DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
20 Committee and the transit agency we serve. Ideas or recommendations to ensure a safe work environment is established and maintained will be documented through SMS activities and communications. Where appropriate, risk analyses will be conducted to determine if physical mitigations are necessary to reduce assaults and injuries to transit workers.
Safety performance measures outlined in the FTA’s National Public Transportation Safety Plan (NSP) is based on data submitted to the National Transit Database (NTD) are developed to ensure applicability to all modes of public transportation. The Safety Performance Targets (SPT) are based on a three-year rolling average per 49 U.S.C. 5329(d)(4)(A). MV will partner with the Location Safety Committee and the transit agency to establish the SPTs and mitigation strategies that will need to be taken under the risk reduction program. MV will utilize the Safety Risk Management and Safety Assurance process, as spelled out in this plan.
4. Safety Promotion
4.1 Competencies & Training
It is the policy of MV Transportation that all employees will undergo and complete new hire training based upon type of service and experience level. Mastery is verified through evaluations prior to being released to revenue service, compliant with the Entry-Level Driver Training (ELDT) regulations. In accordance with 49 U.S.C. 5329(d)(1)(H), MV Transportation’s training program includes operations and maintenance personnel and personnel that are directly responsible for ensuring safe practices throughout the system.
Job-specific training programs have been developed to enhance safety skills necessary for safe, secure, and reliable customer service. This includes training for operators, trainers, supervisors, maintenance staff, operations, and management personnel.
All employees receive new hire and refresher training on customer service and de-escalation training (49 U.S.C. 5329(d)(1)(H)(ii)(III)). In this training program, we cover expectations for professionalism, which includes dealing with co-workers, passengers, and the general public. We use this training program to train on appropriate ways to handle difficult customers or passengers, and properly resolve conflict.
When confronted with an upset or dangerous passenger, operators are trained to maintain their personal safety and protect the safety of the other passengers as a priority. Operators are thoroughly trained in ADA policies and are taught to act within the law in handling difficult passengers who also have disabilities. Operators must never use violence to subdue a dangerous passenger. Employees are trained on how to identify effective communication strategies and respond to potential conflict. Employees are trained to report every incident immediately to dispatch and/or management. This will help increase the effectiveness of the response, as well as decrease response time.
MV Transportation maintains a continuous safety communication campaign through the form of safety meetings (Safety Policy S-27). Every month, a fleet safety and injury prevention topic will be reviewed to refresh the fundamentals and key learning points. Annual refresher training on DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
21 key areas will also be conducted along with periodic promotion of prevention activities, in compliance with 49 U.S.C. 5329(d)(1)(H)(ii)(II).
Maintenance monthly training will focus on OSHA compliance for shop safety. The training complies with current state and federal standards and covers potential safety and health hazards as well as safe work practices and procedures to eliminate or minimize hazards.
Information concerning safety hazards or issues is provided to employees through new hire orientation, location safety committee meeting minutes, company-wide or departmental meetings, Safety Team briefings, monthly safety meetings, bulletin board postings, memos, or other written communications.
All MV operators will receive refresher or remedial training, as necessary, throughout their employment with the Company (Safety Policy S-12). This can include, but is not limited to, defensive driving techniques, ADA and Wheelchair Securement activities, Fatigue Management, Pedestrian and Bicyclist awareness, as well as hands-on training. This training provides a procedure for evaluation job skills and determining subsequent retraining needs or employees who are returning to work after an extended leave, employees who have been involved in an accident and refresher skill training.
Training, retraining, proficiency checks, and safety meeting attendance will be recorded and documented.
Training records are kept by the department supervisors and managers and will include:
• Date of training
• Employee names
• Copies of training materials
• Training subject
• Location of training
• Name of trainer
• Signature of trainer and trainee
A training audit and training needs assessment will be conducted at least bi-annually, or as a result of activities that come out of the SRM process.
Safety Culture
Our Vision is to deliver the Best Customer Experience with industry-leading Safety, Reliability, and Innovation. Our fundamental safety belief is that Safety is a core business value and there is nothing more important than promoting and maintaining a safe operation.
Our Safety Culture Guide outlines the importance of implementing initiatives at the local level to promote a positive safety culture.
To foster a positive safety culture, supervisors and management should make every effort to demonstrate their commitment to safety, offering the highest level of respect and dignity and a genuine concern for the welfare of their workers. Supervisors and management will exhibit the behaviors they want to see as part of their location’s safety culture.
Elements of our Safety Culture Guide include:
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22 • Employee engagement and buy-in
• Accountability and ownership of employees
• Positive recognition
• Reinforcement of safe behaviors
• Safety award programs
• Administration of the Katherine McClary Safe Operator Award program • Safety campaigns and blitzes
• Incentive and reward contests
Supervisors and managers will pay attention to, measure, and publicly acknowledge the desired behaviors and performance outcomes by workers. The purpose of this and other safety-related programs is to focus our employees on working safely, and then reward them for their success.
4.2 Safety Communication
Communication of the SMS
A variety of methods may be used to communicate the SMS plan, including updates or memos.
Communication can include updates related to SMS concerns/issues, lessons learned, analysis, new requirements or tracking mechanisms, and/or roles and responsibilities.
It is the responsibility of the location management to train employees on how to identify and report hazards. Management and supervisors will encourage employees to report their safety concerns or hazards.
Safety actions that are taken in response to reports submitted through the ESRP will be communicated to employees during the safety meetings or posted in a common area.
Our Policy and Commitment to Safety statement will be distributed to all managers to be reviewed with all employees during initial onboarding. This will be reviewed at least annually to continuously promote a safe work environment and communicate our commitment to an incident and injury free workplace.
Our policies, procedures, written statements, and formalized plansthat support our SMS activities are available to all managers through our intranet site.
Continuous Awareness and Safety Communication
Management and supervisors will facilitate in daily safety communication and planning engagement blitzes and campaigns accordingly.
Dispatchers will play an active role in this process by delivering safety radio announcements.
The Daily Safety Message will be printed and posted throughout the facility.
Material that supports the monthly fleet safety topic and/or injury prevention topic that is distributed from corporate will be displayed throughout the facility.
Additional means of communication includes:
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23 • New Hire Orientation Training
• Operational Safety Calls
• Safety Meetings
• One-on-one dialogue between
supervisors and employees
• Safety Briefings/Toolbox Talks
• Safety Bulletin Board
• Safety Committees
• Posters, Flyers, & Memos
• E-mail Communications
• Internal Websites
• Video/TV Displays
5. Supporting Resources
Maintenance, Facility & Fleet Operator Safety General Procedures & Regulatory Compliance
Maintenance Shop Safety
Handbook
Vehicle Maintenance Plan (PM)
Aerial Platform Certification
Powered Industrial Truck
(Forklift) Certification
Clean Air Act (608,609)
Noise Protection
Lock Out/Tag Out
Personal Protective Equipment
Respiratory Protection
Welding, Cutting and Brazing
Safety
OSHA 10-Hour
OSHA 30- Hour
Heat Stress
Housekeeping
HAZCOM
Bloodborne Pathogens /
Infectious Disease Control
Employee Handbook
Safety Manual
New Hire Orientation
De-escalation Training
Fitness for Duty Evaluation
Operations Policies and Procedures
Handbook
Recruiting and Hiring Practices
Incident Management and
Investigation
Safety Audits/Inspections
Safety Reports and Forms
Safety Communication TV Displays
Mobility Device Certifications
Defensive Driving Program
Operator Refresher Training
Safety Committees
Safety Calendar – Weekly & Monthly
Topics
Bi-monthly Safety Stand-down
Bloodborne Pathogens / Infectious
Disease Control
Code of Federal Regulations (CFR)
Crime Prevention Environmental
Design (CPTED)
Emergency Action Plan
Fire Prevention Plan
HAZCOM Plan
Hearing Conservation Program
Heat Illness Prevention
Lockout Tagout Program
Safety and Security Program
System Safety Program Plan
System Security and Emergency
Preparedness Plan
KMA Safe Driver Award Program
Monthly Safety Meetings
Customer Service Training
Continuity of Operations Plan
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
24 5.1 Acronyms and Abbreviations
ADA - Americans with Disabilities Act
DVI - Daily Vehicle Inspections
CDC – Centers for Disease Control and Prevention
CEO - Chief Executive Officer
CFR – Code of Federal Regulations
CPTED – Crime Prevention Environmental Design
DER - Designated Employer Representative
DOT - Department of Transportation
ELDT – Entry Level Driver Training
ESRP - Employee Safety Reporting Program
EAP - Emergency Action Plan
FMCSA - Federal Motor Carrier Safety Administration
FTA - Federal Transit Authority
KMA – Katherine McClary Award
LSC – Location Safety Committee
MVR - Motor Vehicle Record
OEM - Original Equipment Manufacturer
OSHA - Occupational Safety & Health Association
PM – Preventative Maintenance
PPE – Proper Protective Equipment
PTASP - Public Transportation Agency Safety Plan
SMS - Safety Management System
SPT - Safety Performance Targets
SRM – Safety Risk Management
USDOT - United States Department of Transportation
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
25 5.2 Definition of Terms
Audit an official inspection of safety risk and or hazard of an organization's work environment to identify and mitigate safety concerns
Accident means an event that involves any of the following: a loss of life; a report of a serious injury to a person; a collision of rail transit vehicles; a runaway train; an evacuation for life safety reasons; or any derailment of a rail transit vehicle, at any location, at any time, whatever the cause.
Accountable Executive, (typically the highest executive in the agency) means a single, identifiable person who has ultimate responsibility for carrying out the Safety Management System of a public transportation agency, and control or direction over the human and capital resources needed to develop and maintain both the agency’s Public Transportation Agency Safety Plan, in accordance with 49 U.S.C. 5329(d), and the agency’s Transit Asset Management Plan in accordance with 49 U.S.C. 5326.
Consequence means an effect of a hazard, involving injury, illness, or death; damage to or loss of the facilities, equipment, rolling stock, or infrastructure of a public transportation system; or damage to the environment.
Event means an accident, incident, or occurrence.
Hazard means any real or potential condition that can cause injury, illness, or death; damage to or loss of the facilities, equipment, rolling stock, or infrastructure of a public transportation system; or damage to the environment.
Incident means an event that involves any of the following: a personal injury that is not a serious injury; one or more injuries requiring medical transport; or damage to facilities, equipment, rolling stock, or infrastructure that disrupts the operations of a transit agency.
Inspection is an on-site walk through to identify potential hazards to occupants and personnel and options for remedial action.
Investigation A process conducted for the purpose of accident prevention which includes the gathering and analysis of information, the drawing of conclusions, including the determination of causes and, when appropriate, the making of safety recommendations.
Major Mechanical Failures are failures caused by vehicle malfunctions or subpar vehicle condition which requires that it be pulled from service.
Mitigate means to reduce the risk of a safety hazard
Observation is a tool used by safety officers to document hazards as well as safety commendations in the workplace.
Passenger means a person other than an operator who is on board, boarding, or alighting from a vehicle on a public transportation system for the purpose of travel.
Safety the condition of being protected from or unlikely to cause danger, risk, or injury.
Safety Assurance means the process within a transit agency’s Safety Management System that functions to ensure the implementation and effectiveness of safety risk mitigation, and to ensure DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
26 that the transit agency meets or exceeds its safety objectives through the collection, analysis, and assessment of information.
Safety Communication means to communicate safety to support the SMS in a way that is received both visually and verbally received by the individuals working in the organization Safety Culture is the collection of the beliefs, perceptions and values that employees share in relation to risks within an organization, such as a workplace or community.
Safety Management Policy means a transit agency’s documented commitment to safety, which defines the transit agency’s safety objectives and the accountabilities and responsibilities of its employees in regard to safety.
Safety Management System (SMS) means the formal, top-down, data-driven, organization-wide approach to managing safety risk and assuring the effectiveness of a transit agency’s safety risk mitigation. SMS includes systematic procedures, practices, and policies for managing risks and hazards.
Safety Objective means a general goal or desired outcome related to safety.
Safety Performance means an organization’s safety effectiveness and efficiency, as defined by safety performance indicators and targets, measured against the organization's safety objectives.
Safety Performance Indicator refers to a data-driven, quantifiable parameter used for monitoring and assessing safety performance.
Safety Performance Measure is an expression based on a quantifiable indicator of performance or condition that is used to establish targets and to assess progress toward meeting the established targets.
Safety Performance Monitoring means activities aimed at the quantification of an organization’s safety effectiveness and efficiency during service delivery operations, through a combination of safety performance indicators and safety performance targets.
Safety Performance Target means a quantifiable level of performance or condition, expressed as a value for a given performance measure, achieved over a specified timeframe related to safety management activities.
Safety Promotion means a combination of training and communication of safety information to support SMS as applied to the transit agency’s public transportation system.
Safety Risk means the assessed probability and severity of the potential consequence(s) of a hazard, using as reference the worst foreseeable, but credible, outcome.
Safety Risk Assessment means the formal activity whereby a transit agency determines Safety Risk Management priorities by establishing the significance or value of its safety risks.
Safety Risk Management means a process within a Transit Agency’s Safety Plan for identifying hazards, assessing the hazards, and mitigating safety risk.
Safety Risk Mitigation means the activities whereby a public transportation agency controls the probability or severity of the potential consequences of hazards.
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
27 Safety Risk Probability means the likelihood that a consequence might occur, taking as reference the worst foreseeable–but credible–condition.
Safety Risk Severity means the anticipated effects of a consequence, should it materialize, taking as reference the worst foreseeable–but credible–condition.
Serious Injury means any injury which: (1) Requires hospitalization for more than 48 hours, commencing within seven days from the date of the injury was received; (2) results in a fracture of any bone (except simple fractures of fingers, toes, or nose); (3) causes severe hemorrhages, nerve, muscle, or tendon damage; (4) involves any internal organ; or (5) involves second- or third-degree burns, or any burns affecting more than 5 percent of the body surface.
State of Good Repair means the condition in which a capital asset is able to operate at a full level of performance.
Review is an examination of the workplace for hazards and worker safety risks, as well as an examination of the effectiveness of mitigation actions that have been taken to decrease safety risks.
Vehicle Revenue Miles (VRM) means the miles that vehicles are scheduled to or actually travel while in revenue service. Vehicle revenue miles include:
• Layover / recovery time. Exclude:
• Deadhead;
• Operator training;
• Vehicle maintenance testing; and
• School bus and charter services
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
28 5.3 Version Updates
Version Number and Updates
Record the complete history of successive versions of this plan.
Version
Number Section/Pages Affected Reason for Change Date Issued 1 Creation 10/2019
2 Leadership commitment,
infectious disease control
plan (sec 1.8), safety
committees (sec 1.11; sec
2.3), risk reduction program
(sec 3.4), safety training
(sec 4.1).
New leadership at MV Transportation,
compliance with new PTASP regulations under
49 CFR Part 673.
12/2022
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
29 PTASP Addendum
Transit Agency Information
Transit Agency Name
Transit Agency Address
Name and Title of
Accountable Executive
Name of Chief Safety Officer
or SMS Executive
Mode(s) of Service Covered
by This Plan
List All FTA Funding Types
(e.g., 5307, 5310, 5311)
Mode(s) of Service Provided
by the Transit Agency
(Directly operated or
contracted service)
Does the agency provide
transit services on behalf of
another transit agency or
entity?
Yes No Description of
Arrangement(s)
Name and Address of Transit
Agency(ies) or Entity(ies) for
Which Service Is Provided
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
30 PTASP Approval
Name of Entity That Drafted
This Plan
MV Transportation, Inc.
Signature by the
Accountable Executive
Signature of Accountable Executive Date of Signature
Approval by the
Board of Directors
or an Equivalent
Authority
Name of Individual/Entity That Approved This Plan Date of Approval Relevant Documentation (title and location)
Certification of
Compliance
Name of Individual/Entity That Certified This
Plan Date of Certification
Relevant Documentation (title and location)
Annual Audit and Review of Plan
Annual Audit & Review and Update of the Safety Management Systems Plan Describe the process and timeline for conducting an annual review and update of the Safety Management Systems Plan.
During the final quarter, the Safety Plan committee will meet and review current SMS plan and make changes accordingly and update this SMS document. A communication will be sent out with an explanation of changes and a pdf copy of the updated plan will be made available via email or web.
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
31 Safety Performance
Safety Performance Targets
Safety Performance Targets
Specify performance targets and definitions based on the safety performance measures established under the National Public Transportation Safety Plan. The table below provides targets for fatality rate (reportable fatalities per revenue mile); injury rate (reportable injuries per revenue mile); safety event rate (reportable safety event per revenue mile); and system reliability (revenue miles between major mechanical failures).
Mode of Transit
Service
Preventable
Accidents per
100K miles
Employee
Injuries (Rate)
Fatalities
(Rate)
Safety
Elements
(Rate)
System Reliability
(Rate)
Safety Performance Target Coordination
Safety Performance Target Coordination
MV Transportation will work with the agency to support them in their PTASP which includes analyzing historical trends to establish safety performance targets. Agency will coordinate directly with MPO and MV will help in this process as needed.
Targets transmitted
to stakeholders
Name Date Targets Transmitted
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
32 Attachment A
1 HAZARD PROBABILITY TABLE
Probability Level Description
A – Frequent Likely to occur frequently. Continually experienced in the fleet/inventory.
B – Probable Likely to occur several times in life of an item.
Likely to occur frequently in the fleet/inventory.
C – Occasional Likely to occur sometime in life of an item.
Likely to occur several times in the fleet/inventory.
D – Remote Unlikely, but possible to occur in the life of an item.
Reasonably expected in the fleet/inventory.
E – Improbable So unlikely, occurrence is not expected.
Unlikely to occur, but possible in the fleet/inventory.
2 RISK ASSESSMENT FREQUENCY/SEVERITY MATRIX
Severity
Frequency 1
Catastrophic
2 Critical
3 Marginal
4 Negligible
A – Frequent 1/A 2/A 3/A 4/A
B – Probable 1/B 2/B 3/B 4/B
C – Occasional 1/C 2/C 3/C 4/C
D – Remote 1/D 2/D 3/D 4/D
E – Improbable 1/E 2/E 3/E 4/E
3 HAZARD RESOLUTION TABLE
Severity / Frequency Resolution
1/A | 1/B | 1/C | 2/A | 2/B | 3/A | Unacceptable—correction required. 1/D | 2/C | 2/D | 3/B | 3/C | Unacceptable—correction may be required after review by CEO.
1/E | 2/E | 3/D | 3/E | 4/A | 4/B | Acceptable—with review by CEO. 4/C | 4/D | 4/E | Acceptable—without review.
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
33 Attachment B
MV Transportation SMS Hazard/Risk Report Form
This report
concerns: ☐ Hazard ☐ Risk ☐ Near Miss ☐ Other
Hazard Type: ☐ Policy/Procedure ☐ Operational ☐ Environmental ☐ Equipment/Design ☐ Training REPORTED BY: ☐ Employee ☐ Customer/Passenger ☐ Other: Ie FD or PD NAME: LOCATION:
Description of Safety Concern:
PHOTOS: ☐ Yes ☐ No
Hazard Analysis:
According to Hazard Severity Matrix ☐ 1 Catastrophic ☐ 2 Critical ☐ 3 Marginal ☐ 4 Negligible Recommended Safety Risk Mitigation:
Supervisor/Safety Manager Comments/Actions:
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
34 Supervisor/Safety Manager:
Hazard/Risk Resolution
Is Hazard/Risk corrected “On the Spot”? ☐ Yes ☐ No If the answer is “No” then proceed with the steps below:
This report must be forwarded to the SAFETY DEPARTMENT; report is assigned to specific department(s) for hazard rectification; report is assigned a priority
Priority: ☐ High ☐ Medium ☐ Low
Hazard/Risk/ Near Miss deficiency corrected? ☐ Yes ☐ No Date closed if “Yes” Date If answer is NO, notify Safety department to begin continuing action for resolution, and send to the Safety Team or Staff for recommendations.
List how the Hazard/Risk/Near Miss was resolved
Date Resolved Click or tap to enter a date.
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
35 Appendix
Please add any relevant contract-specific documentation to plan.
DocuSign Envelope ID: 3225BE6E-CE90-4081-80B5-88D1D425DBFF
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-1
SUBJECT INCIDENTS - DETERMINING PREVENTABILITY
POLICY
.SCOPE: This policy affects all employees who operate
Company vehicles or perform work on behalf of the company.
PURPOSE: The purpose of this policy is to provide a standard to evaluate each incident according to our Defensive Driving or Safe Work Standards so that errors made in either driver performance or safe work practices will be recognized and corrected during retraining.
POLICY: It is the policy of this Company that each incident be evaluated on an individual, objective basis using the guidelines outlined here. MV Transportation, Inc. adheres to a very strict interpretation of the definitions of preventability and defensive driving. Realistically speaking, most incidents can be prevented by our drivers/employees through diligent application of our driving standards and safe work practices. MV drivers and employees are held to a high standard of care by the law and Company practice.
1.1 Definition of Preventable Incident – an incident where the driver could have, but failed, to properly identify an incidentproducing situation soon enough to take reasonable and prudent action to avoid a collision or an injury.
2.2 Definition of Defensive Driving - to drive in such a manner as to identify incident-producing situations soon enough to take reasonable and prudent action to avoid a collision. This is the MV Standard of Safe Driving Performance
WORKPLACE INCIDENTS
The following considerations apply to workplace incidents that cause (or could have caused) injury to either the
employee or bystanders/other persons.
Considerations
Unsafe Acts:
1. Unauthorized operation of equipment
2. Unauthorized performance of a job or task
3. Running - Horse Play
4. Not following established procedures
5. Bypassing or failure to use safety devices
6. Not using protective equipment
7. Under influence of drugs or alcohol
Unsafe Conditions:
1. Ergonomic hazards
2. Environmental hazards
3. Inadequate housekeeping
4. Blocked walkways
5. Improper or damaged Personal Protective Equipment
(PPE)
6. Inadequate machine guarding
7. Inadequate maintenance of machines or tools
Non-preventable if:
1. Mechanical defect in a machine or tool which could not have been detected or foreseen by the operating employee or
through routine maintenance.
Preventable if:
1. Incident or injury can be attributed to an unsafe act or unsafe condition.
2. Employee performed a job or task for which he/she was either not trained or inadequately trained (would be a failure in the supervisory/training process).
3. Incident or injury occurred due to employee's failure to use (or improper use of) personal protective equipment.
4. Incident or injury occurred due to employee's use or attempted use of a vehicle, machine or tool that he/she knew was defective.
5. Employee’s abuse of a machine or tool was such that it rendered the tool or machine defective.
VEHICLE INCIDENTS
A: Struck in Rear by Other Vehicle:
Non-Preventable if:
1. Driver's vehicle was legally and properly parked.
2. Driver was proceeding in his own lane of traffic at a safe and lawful speed.
3. Driver was stopped in traffic due to existing conditions or was stopped in compliance with traffic sign or signal or the directions of a police officer or other person legitimately controlling traffic.
4. Driver was in proper lane waiting to make turn.
Preventable if:
1. Driver was passing slower traffic near an intersection and had to make sudden stop.
2. Driver made sudden stop to park, load, or unload.
3. Driver rolled back into vehicle behind while starting on grade.
4. Driver made sudden stop to avoid striking other vehicle in the rear.
B. Struck While Parked:
Non-Preventable if:
1. Driver was properly parked in a location where parking was permitted.
2. Vehicle was protected by emergency warning devices as required by DOT and state regulations or if driver was in the process of setting out or retrieving signals. These
provisions shall apply to the use of the turn signals as emergency warning lights under DOT regulations.
C. Incidents at Intersections:
Preventable if:
1. Driver failed to control speed so that he could stop within available clear sight distance.
2. Driver failed to check cross-traffic and wait for it to clear
before entering intersection.
3. Driver pulled out from side street in the face of oncoming traffic.
4. Driver collided with person, vehicle, or object while making right or left turn.
5. Driver collided with vehicle making turn in front of him.
D. Striking Other Vehicle in Rear:
Preventable if:
1. Driver failed to maintain safe following distance and have his vehicle under control.
2. Driver failed to keep track of traffic conditions and note slow downs.
3. Driver failed to ascertain whether vehicle ahead was moving slowly, stopped, or slowing down for any reason.
4. Driver misjudged rate of overtaking.
5. Driver came too close before pulling out to pass.
6. Driver failed to wait for car ahead to move into the clear before starting to move.
7. Driver failed to leave sufficient room for passing vehicle to get safely back in line.
8. Driver was over-driving his vision.
E. Sideswipe and Head-on Collisions:
Preventable if:
1. Driver was not entirely in his proper lane of travel.
2. Driver did not pull to his right and slow down and stop for vehicle encroaching on his lane of travel when such
action could have been taken without additional danger. (Buses with passengers should not run off the road.)
F. Squeeze Plays and Blockouts:
Preventable if:
1. Driver failed to yield right-of-way when necessary to avoid an accident.
2. Driver failed to properly position vehicle in preparation for the turn
G. Backing Incidents:
Preventable if:
1. Driver backed up when backing could have been avoided by better planning of his route.
2. Driver backed into traffic stream when such backing
could have been avoided.
3. Driver failed to get out of vehicle and check proposed path of backward travel.
4. Driver failed to get out of vehicle periodically and recheck conditions when backing a long distance.
5. Driver failed to sound horn and turn on 4-way flashers prior to and while backing.
H. Incidents Involving Rail-Operated Vehicles:
Preventable if:
1. Driver attempted to cross tracks directly ahead of train or streetcar.
2. Driver ran into side of train or streetcar.
3. Driver stopped or parked on or too close to tracks.
4. Driver disregarded warning lights or devices.
5. Driver failed to stop at crossing as required by
regulations.
I. Incidents While Passing:
Preventable if:
1. Driver passed where view of road ahead was obstructed by hill, curve, vegetation, traffic, adverse weather
conditions, etc.
2. Driver attempted to pass in the face of closely
approaching traffic.
3. Driver failed to warn driver of vehicle being passed (e.g. horn, and/or turn signal indicators).
4. Driver failed to signal change of lanes.
5. Driver pulled out in front of other traffic over-taking from rear.
6. Driver cut-in short returning to lane of travel.
J. Incidents While Being Passed:
Preventable if:
1. Driver failed to stay in his own lane and hold speed or reduce it to permit safe passing.
K. Incidents While Entering Traffic Stream:
Preventable if:
1. Driver failed to signal when pulling out from curb.
2. Driver failed to check traffic before pulling out from curb.
3. Driver failed to look back to check traffic if he was in position where mirrors did not show traffic conditions.
4. Driver attempted to pull out in a manner that forced other vehicle(s) to change speed or direction.
5. Driver failed to make full stop before entering from side street, alley or driveway.
6. Driver failed to make full stop before crossing sidewalk.
7. Driver failed to yield right-of-way to approaching traffic.
L. Pedestrian Incidents:
Preventable if:
1. Driver did not reduce speed in area of heavy pedestrian traffic.
2. Driver was not prepared to stop.
3. Driver failed to yield right-of-way to pedestrian.
M. Mechanical Defects Incidents:
Preventable if:
1. Defect was of a type which driver should have detected in making pre-trip or enroute inspection of vehicle.
2. Defect was of a type which driver should have detected during the normal operation of the vehicle.
3. Defect was caused by driver's abusive handling of the vehicle.
N. All Types of Incidents:
Preventable if:
1. Driver was not operating at a speed consistent with the existing conditions of road, weather and traffic.
2. Driver failed to control speed so that he could stop within assured clear distance.
3. Driver misjudged available clearance.
4. Driver failed to yield right-of-way to avoid accident.
5. Driver failed to accurately observe and recognize
potentially existing hazardous conditions or events that could produce an accident.
6. Driver was in violation of Company operating rules or special instruction, the regulations of any federal or state regulatory agency, or any applicable traffic laws or
ordinances.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety S-10
SUBJECT COMPLIANCE WITH FEDERAL AND STATE SAFETY
REGULATIONS
POLICY SCOPE: These regulations govern all driving and non-driving operations at MV Transportation, Inc.
POLICY: It is the policy of MV Transportation, Inc. that company operations and all personnel will comply with all applicable requirements of Title 49 Code of Federal Regulations and in particular with the Federal Motor Carrier Safety Regulations' Parts 40, 325, 382, 383, 385-387, 390-396, 399 and 640 (or their individual States’ equivalent) and with the provisions of Part 1910 of the Occupational Safety and Health Administration regulations.
PROCEDURE: Personnel will refer to the Regulations for
interpretation of any covered rules regarding MV
Transportation, Inc. driving and maintenance operations.
The Safety Department is available to provide further
assistance.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-12
SUBJECT Driver Refresher Training
POLICY All MV operators will receive refresher or remedial training, as necessary, throughout their employment with the Company. This training will be conducted as outlined below and documented in local personnel files and training records using the Driver Refresher Training Report Form.
Only qualified personnel (General Managers, Operations Supervisors, Safety Managers, or Driver Instructors/BTWs) will administer driver refresher training courses. Under no circumstances will any driver be allowed to return to driving duties unless they demonstrate full proficiency in all applicable driving performance tasks
I. Refresher or Remedial training is mandatory under the following conditions:
A. Return To Work (from inactive status) – Required when a driver/operator returns from “inactive” status (from a period of 30 days or more). In these cases, the driver must receive a one-day/8 hours “general purpose” refresher training designed to remind the driver of the general standards and defensive driving guidelines in effect at MVT and to ensure his/her proficiency.
B. Post Accident / For cause – Required after every “preventable” accident, or whenever mandated by management for retraining / corrective purposes.
C. Seasonal – Required annually at all divisions operating in seasonal adverse weather environments (i.e.: Winter driving, onset of adverse weather, etc.).
D. Biannually – At a minimum of every two years, each driver/operator shall receive a “general purpose” refresher training designed to
remind the driver’s of MVT driving standards and validate the driver’s proficiency with MVT defensive driving requirements.
II. Course content:
A. Return To Work: This refresher is mandatory for any driver who has been away from work for 30 days or more (sick leave, family leave, furlough, worker’s compensation, etc.). Reviewing the most up-todate videos and the behind-the-wheel assessment are important components of this type of refresher. Minimum content is as follows:
1. Safety standards review (Classroom): This training will include a thorough general review of our safety standards and defensive driving guidelines. This is accomplished through review of the applicable portions of the Driver Training School Curriculum and the applicable safety videos.
2. “Behind The Wheel” (BTW) Road Check: The Road-Check portion of the Return-to-Work Refresher is probably the most critical part of the refresher, as it offers the driver the hands-on opportunity to re-establish his or her familiarity with our standards, and with the maneuverability and dimensions of the bus. If the driver has developed any unsafe driving behaviors/habits, the instructor will also be able to identify what driving deficiencies are present, and correct them before certifying the refresher as “satisfactory.” The BTW portion will include a minimum of 30 miles or two hours, and cover city (urban), secondary, and freeway driving environments, with emphasis on city and freeway driving.
The time involved for completion of this refresher is variable. The driver must demonstrate his ability to perform all of the required tasks to standard. Particular attention will be given to the following areas:
a) Pre/Post trip inspections
b) Brake release procedures (Air brake vehicles)
c) Gear selection & transmission use
d) Proper Scanning Habits
e) Turns & Intersections
f) Merging & Lane changes
g) Backing
h) Speed Control
i) Following Distance
j) Use of Brakes
k) Railroad Crossings
l) Lift Operations
m) Wheelchair Securement
Individual Divisions are free to also include any topics/material pertinent to local driving conditions (for example, driving in heavy traffic, mountain terrain, etc.).
B. Post-Accident / For Cause Remedial Training: This training is mandatory for any driver who has received a “preventable” rating for an accident/incident.
Because (by definition) the driver could have avoided the accident/incident, but failed to do so, it is imperative that the driver receives this remedial training as soon as possible, in order to prevent another similar occurrence. Therefore, the post-accident remedial training must be scheduled and given within 10 days following the formal accident rating.
Before the refresher commences, the investigating supervisor will review the accident report with the individual who will conduct the training (i.e.: a driver instructor or BTW instructor), discuss the accident’s cause(s) and contributing factors, and what specific driving standards were not applied correctly. They should then tailor the remedial training to correct the driving deficiencies and standards that contributed to the accident.
This training will include a review of the appropriate materials / videos, and behind-the-wheel training.
The amount of time needed for a post-accident refresher is variable, and it will depend on the driver’s ability to perform the appropriate tasks to standard. The driver must demonstrate his / her ability to perform all of the required tasks to standard before being allowed back to driving duties.
For instance, if the supervisor has determined that the driver did not perform a right turn correctly, the appropriate videos might include material on effective seeing habits, proper positioning of the vehicle, reference points, lane choice. The items highlighted on the refresher report would include “Positioning of the bus for turn,” “Use of Mirrors,” “Speed,” “Proper Use of Signals,” “Ability to Judge Bus Size,” “Use of Horns,” “Aggressive in Traffic,” “Aware of Hazards.” The driver instructor would then proceed with the behind-the-wheel training with a clear understanding of what driving deficiencies may need correcting, and ensure that the driver is able to perform the appropriate tasks to standard.
Currently, under normal circumstances, it is our practice to keep the driver in-service pending the outcome of the accident investigation.
However, if Division or Regional management feels the driver involved in the accident poses an imminent danger or threat to the safe operation of a bus (due to a serious driving deficiency or, possibly, a physical or mental impairment), do not hesitate to place the driver out-of-service until it has been determined that the driver is qualified to drive safely.
C. Seasonal Refreshers: These refreshers are conducted in preparation of operations during certain periods of the year. At a minimum, this refresher will be given in the fall, before the beginning of winter season, to all division’s drivers, and includes refresher topics appropriate for the region, imminent weather, environmental, and traffic conditions. The training will include topics/material appropriate for the season in question, using existing safety videos and lesson modules from the standard Driver Training School.
D. Bi-Annual Refresher: This is a mandatory bi-annual (every two years) general defensive driving refresher. All in-service drivers will attend this refresher every two years to ensure they are using appropriate defensive driving habits/techniques (have not become complacent) and will follow the same content requirements of the “Return To Work” refresher listed in “A” above.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Jack Hempstead Date: 6/2/09
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-18
SUBJECT DRIVERS - PREPARED FOR WORK
POLICY SCOPE: This policy applies to all drivers for MV Transportation, Inc.
POLICY: It is the policy of this company that all drivers are professionals who come to work well rested and prepared to provide a full measure of customer service.
PROCEDURE:
The company is committed to the safety of its passengers and employees. All drivers must arrive at work on time and properly rested.
Drivers are to be licensed in the State where they have true, fixed, and permanent homes and principal residences, and to which they have the intention of returning after an absence involving an assignment.
Grooming and uniforms must be in accordance with company policy.
DOT Logs (where applicable), DOT medical card, and Driver's License must be valid and current.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-21
SUBJECT FACILITY EMERGENCY ACTION PLAN
POLICY SCOPE: This policy affects all MV Transportation, Inc.
Divisions.
POLICY: It is the policy of this Company that each MV facility (Division) develops and implements a written Emergency Action Plan. This plan must address, at a minimum, the elements specified in the Minimum Requirements for Emergency Action Plans.
RESPONSIBILITY: All General Managers are required to
develop, maintain, update and provide necessary training to ensure employees are aware of various life threatening
situations, and know appropriate procedures to be followed during an emergency event. The Safety Department and the Area Safety Directors are available to assist as needed.
MINIMUM REQUIREMENTS FOR EMERGENCY ACTION
PLANS:
Emergency Action Plans used by MV Transportation, Inc.
(MVT) facilities must include the following elements:
• Persons responsible for implementing and updating the plan.
• Methods of notifying employees of emergency situation. • Map of facility, clearly indicating exits.
• Methods to be used for marking exits.
• Requirements for keeping exits clear.
• Methods and routes of evacuation.
• Any codes used to identify specific events.
• Phone numbers for local police, fire and medical
services.
• Phone numbers for any Facility Emergency Action
personnel.
• Employee training and drills.
• Posting requirements.
• Inspection procedures.
• Placement of buses/vehicles for security and safety.
Specific actions for dealing with the following
emergencies/contingencies:
• Severe weather
• Bomb threats
• Fire and explosion
• Flooding
• Sabotage
• Snipers or shooters
• Procedures for plant shutdowns
• Hurricanes and tornadoes
• Civil strife
• Earthquakes
• Heighten security levels
A. General Requirements:
The Facility Emergency Action Plan is a written program addressing all the elements listed above. The plan should be simple and direct, using uniform emergency procedures (i.e.: evacuations). Emergency drills must be performed at least annually.
The emergency action plan needs to address the specific actions your location will take if an emergency occurs.
Management and supervisory employees should be aware
of any specific actions they or other designated employees are to take during the emergency. General Managers need to ensure all Division employees are knowledgeable/trained with the contents of the plan and the specific actions
required from them in case of emergency. General
Managers must provide an updated copy of the plan to their respective VP of Safety.
The VP of Safety and the Area Safety Directors are
available to assist General Managers in drafting their
Division's Emergency Action Plan.
EMERGENCY ACTION PLAN TEMPLATE:
The following is the template for MVT facilities’ Emergency Action Plans. This template provides minimum requirements and can be modified to meet local requirements and/or
operating environment.
Persons Responsible for Plan Implementation:
General Manager: The Facility Manager is responsible for maintaining and updating the plan. The General Manager must approve all revisions or changes to procedures specified in the written plan. This individual is responsible for ensuring that emergency equipment remains accessible, and is in good
working order. The Genearl Manager is also responsible for scheduling drills and employee training sessions. Training must be documented.
General Managers are responsible for the following:
• Inspecting and maintaining emergency equipment
located in their respective areas.
• Ensure that all employees receive the necessary training and information specified under this plan.
• Properly maintain any signs, bulletin boards, posters, or other information posted in their area.
• Ensure the orderly evacuation or relocation of their
employees during emergencies and drills.
• Document all training and retain such documentation in the Division’s training file.
Employees: Division employees are responsible for attending scheduled training sessions, familiarizing themselves with the location of exits, understanding the facility’s emergency notification systems, and following the instructions of this plan and their supervisors.
TEMPLATE / FORMAT
A. Facility Notification System:
The MV Transportation, Inc. facility located at _________ is equipped with a system of fire alarms. These alarms include smoke detectors and employee-activated alarms. Hearing any of these alarms indicates that an emergency situation has occurred somewhere in the facility. Instructions for appropriate action will be issued by management/dispatch. If instructions are not received immediately, employees should report to the parking lot or other designated safe location, and remain there until dismissed by their supervisors. Management is
responsible to assure all employees are accounted for and out of the building.
The MV Transportation, Inc. facility located at ________ is also equipped with a facility-wide public address system. In the event of an emergency, instructions will be issued over the PA system, stating the nature of the emergency, and the
appropriate action to be taken.
B. Facility Map:
A map of this facility (Appendix A), clearly identifying emergency exits, alarms, and equipment is posted on bulletin boards. Maps must be posted in all employee common areas and dorm rooms.
C. Marking of Exits:
All emergency exits at MV facilities shall be clearly marked; using illuminating signs (where applicable) marked “EXIT”, in letters at least 6 inches high.
Doors that do not lead to exits, but might be mistaken as such shall be clearly marked “NOT AN EXIT.”
D. Emergency Exits Requirements:
• MV facilities must be equipped with a sufficient number of exits to allow the rapid and orderly evacuation of all personnel.
• Emergency Exits and the approach to Exits must be kept clear at all times.
• Emergency Exits doors must remain unlocked at all
times during hours of operations or while employees are present. They are to be unobstructed at all times.
• All Emergency Exits must discharge to a street or other open space (parking lot, etc) that gives ready access to a public way.
• Emergency Exits doors serving 50 or more people must
swing in the direction of exit travel.
• In hazardous areas, or where there is a chance that one Emergency Exit may become blocked by fire or smoke,
at least two separate and remote Emergency Exits must
be in place.
• Doors to any employee work area must be designated so that workers cannot be locked inside a room at any time.
E. Methods and Routes of Evacuation:
• Evacuation involves removing employees or customers
from the facility/building. It is used when conditions
inside the facility buildings become threatening to the life, health and/or safety of occupants, such as in the
instance of fires and explosions.
• Relocation involves moving employees from one facility to another. It is used in the event of external threats, such as severe weather, civil disorder or security
contingency.
• Management should identify where to go when an
emergency requires the evacuation of the facility or
relocation to an alternate facility. Facility Evacuation Routes and Relocation Maps directing employees to the
designated alternate location should be part of the
written emergency plan (App. C & D). Management
needs to identify essential equipment or supplies needed at the alternate site.
• The emergency action plan shall also include details on who (managers, supervisors, etc.) will perform specific duties, such as ensuring customers and employees
receive instructions on how to safely exit the building.
• MV managers may initiate either employee evacuation or relocation in an emergency. When an evacuation or
relocation order is issued, employees and customers will be instructed where to go. Employees should report to
this location and remain there until further instructions by their manager or other competent authority. Supervisors must account for all members of their work crews.
F. Phone Numbers for Fire, Police and Medical Services:
The following numbers are provided for use in emergencies and must be posted for employees to see (Appendix E):
POLICE:
FIRE:
MEDICAL AID:
BUILDING SECURITY:
BUILDING MANAGER:
GENERAL MANAGER:
G. Employee Training and Drills:
All MV employees will receive initial training in the
implementation of this Emergency Action Plan. Training will cover the contents of the plan and its required actions.
Such training will be scheduled by the General Manager and documented at time of hire.
Subsequent training and drills will be performed and
documented at least annually to ensure that employees
remain familiar with the information in the emergency action plan, and proper evacuation and relocation procedures.
H. Posting Requirements:
Emergency exit information and emergency reporting
information must be placed in a visible location in each work area. A copy of the Emergency Action Plan and the facility map should be located in an area where employees
congregate – near general bulletin board and time clock.
I. Inspection Procedures:
The General Manager will review the condition of the
facility’s emergency action preparedness program twice per year as part of a general safety audit. He will also perform random inspections as appropriate.
General Managers are responsible for ensuring the
emergency equipment, posters, and information in their
work area is kept in good condition and up-to-date. They will also ensure that all employed in their work crews receive appropriate training and orientation in the emergency action plan.
J. Facility Access Control:
Each facility must have designated procedures to control access to the facility. Facility access needs to be allowed or restricted as needed (i.e.: increased terror alert levels may dictate restricted access to the facility). Special
consideration / regular inspection needs to be given to the following:
• Perimeter security fences
• Access gates/doors
• Employee-only areas
• Bus/vehicle holding lots
• Exterior/interior security cameras and lighting systems • Vendor access procedures
K. Bomb Threats:
• Employees will receive training on bomb threat
procedures. A copy of the telephone bomb threat
checklist is attached (Appendix B).
• All bomb threats must be promptly reported via the MV Event Notification procedures.
L. Unattended Baggage/Packages:
All employees must be encouraged to maintain a high
degree of awareness for unattended bags or packages,
particularly if they appear out of place or hidden. If it looks out of place, question it and notify management or local law enforcement authorities / security personnel (as appropriate). Employees will receive training on
unattended baggage and package procedures.
M. Suspicious Individuals Or Activity:
All employees must be encouraged to maintain a high
degree of awareness of their surroundings and working
environment, and to take note of suspicious individuals or activities. Employees will receive training on suspicious individuals or activities procedures.
N. Fire and Explosion:
In case of a fire or explosion, the following procedure should be used:
• Immediately trigger the fire alarm and contact
management. Inform them of the location, size and
status of the blaze. Managers will notify the fire
department of the problem and dispatch additional
personnel to assist in controlling the fire (as safety
allows).
• Attempt to control the fire with the appropriate
extinguisher, if this can be done safely. (implies
mandatory fire extinguisher training annually)
• Wait for further instructions from management.
Should evacuation or relocation be necessary:
• Shut down operations in the work area if these can be done safely.
• Report to the location specified in the PA announcement, or as directed by the facility manager.
• Remain at that location until instructed to go elsewhere.
O. Chemical Spills/Fuel Leaks:
On-site personnel will handle surface spills with absorbent.
Immediately contact the Maintenance Department and your Area Safety Director if a spill cannot be handled by onsite personnel or if the spill impacts soil or waterway
conveyance.
P. Flooding:
Flooding does not typically occur without warning. Some time for preparation is usually possible. The General
Manager will determine the appropriate action to be taken in specific instances of flooding. Consideration should be given to facility shutdown procedures, protection of assets and individuals from flooding, employee parking access and
electrical and fire hazards involved.
Q. Hurricanes, Tornadoes and Other Severe Weather:
Hurricanes and tornadoes involve damaging high winds,
with possible lightening, rain, and hail damage. Hurricanes occur primarily off the Gulf and East coasts. Tornadoes can occur in any location, although they are most likely in the South and Midwest. Advance notice is usually given of
hurricanes, but tornadoes can strike without warning.
• Hurricanes - The General Manager will develop and
implement site-specific facility shutdown and hurricane preparation procedures for each facility subject to
hurricanes. Guidelines are available from local
government emergency preparedness units and from the
MV Safety Department.
Facilities located in hurricane-prone areas need to
strongly consider purchasing supplies that can be used
to secure and protect their building prior to the onset of hurricane season (typically August through December).
The supplies would include items such as plywood
(window/doors protection), plastic sheeting, duct tape, sand-bags, etc. These supplies need to be stored onsite for ready use when needed.
• Tornadoes and Other Severe Weather - A tornado
or severe weather warning will be issued over the PA
system. Specific instructions will also be given at this time.
DO NOT GO OUTSIDE to look at tornadoes!
In the event of a tornado, all employees should move to center rooms and corridors, away from windows,
skylights, and other areas where there is potential for flying glass. Employees should remain in this area until the all clear is given.
R. Earthquakes:
Earthquakes are most prevalent on the West Coast,
although they may occur almost anywhere. Buildings in
areas prone to earthquakes should have appropriate design features, and additional steps should be implemented to prevent shifting and falling of flammable materials
containers, compressed gas cylinders, equipment lifts, etc.
The General Manager of such Divisions should prepare sitespecific procedures for dealing with earthquakes.
S. Civil Strife:
Civil strife may result from a variety of sources, including demonstrations and strikes. The General Manager and
other management personnel will work together to issue
case-specific instructions for employed facing such
situations. If incidents occur spontaneously on company property, they must be reported to corporate management immediately via the MV Event Notification protocols. All employees are expected to cooperate fully with
management and law enforcement agencies during such
events.
T. Sabotage:
Any incident of sabotage which results in fire, injuries or other emergency situations will be dealt with as a standard emergency as previously described, except that the
following additional procedures will be followed:
• The area or item suspected of being sabotaged will not be disturbed until facility security, law enforcement and/or the facility managers have had the opportunity to inspect it.
• Incidents of suspected sabotage must be reported
immediately to the General Manager. The GM will call
police as appropriate.
• Employees involved in the incident will remain in the area until dismissed by facility management, unless it is
unsafe to do so.
U. Procedures for Facility Shutdown:
Each facility must have written facility shutdown procedures.
This procedure should include the following elements:
• Operation/department shutdown priorities.
• Turning off burners and other gas-operated equipment. • De-energizing electrical equipment or circuits.
• Shutdown of fuel pumps / underground fuel tanks
• Storage of tools and equipment.
• Inventory procedures for shutdowns.
• Planned and unplanned shutdowns.
• Personnel responsibilities during shutdowns.
• Restoring operations.
Appendices:
A. Facility Map
B. Bomb Threat Checklist
C. Directions and Map to Evacuation Site
D. Directions and Map to Relocation Site
E. List of Emergency Phone Numbers
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-27
SUBJECT SAFETY MEETINGS
POLICY SCOPE: This policy covers all employees of MV
Transportation, Inc.
POLICY: It is the policy of MV Transportation, Inc. to seek and encourage its employees' assistance in identifying workplace hazards. One effective vehicle is through safety meetings, which provide employees an opportunity to provide input regarding safety issues and receive updated safety
education/information. All MV Divisions will make possible the opportunity for employees to participate in safety meetings.
PROCEDURE:
All Divisions will have regularly scheduled monthly safety meetings. These meetings will be open to all
employees.
General Managers will post in advance the time, date
and location of all regularly scheduled safety meetings. Specific topics for the agenda must be posted with the announcement of the pending meeting.
The agenda must cover only safety-related items.
Agenda items will be directed by management.
Employees must speak for themselves and cannot be
represented by anyone else.
The manager should advise concerned employees of the
results of the meeting and indicate all corrective action taken since the last meetings.
Care must be taken not to interfere with the collective bargaining rights of the respective unions. These safety meetings are not "committees" and not intended for the
bargaining of safety-related issues. Their purpose is to allow individual employees to voice their concerns and to educate employees on relevant safe-work and
incident/injury prevention practices.
Questions on safety meetings shall be directed to the Vice President of Safety.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-30
SUBJECT INJURY INVESTIGATION - SUPERVISOR RESPONSIBILITY POLICY SCOPE: This policy applies to all employees of MV Transportation, Inc.
PURPOSE: The purpose of this policy is to describe
investigation procedures performed by supervisors in the event an employee is injured.
POLICY: It is the policy of MV Transportation, Inc. to
investigate all incidents/injuries, to identify causes, and to correct deficiencies, if any.
RESPONSIBILITY:
Supervisors:
Begin the investigation immediately after receiving the first report of injury. Employees must report all injuries to management as soon as they occur.
Visit the incident site, if possible, to determine where each object, person, and element in the event was
located just prior to the mishap. Get the "big picture", as exact as possible.
Interview all persons involved, beginning with the injured employee whenever possible. Assure the employee the
purpose of the investigation is not to place blame but to establish cause in order to prevent a recurrence. Reenact exactly what was being done in the moments leading up to the injury.
Determine what type of injury was received. Evaluate
against the exact activity and detailed sequence of
actions leading to the injury. Does the action fit the
injury?
Review and record all physical evidence from the
accident site. Site diagrams including photos and
measurements of key elements and materials should be
included.
Record the facts surrounding the accident on the
Supervisor's Investigation Report.
Analyze the facts to determine WHY the accident happened.
Understanding injury causes is essential in the effort to eliminate future similar accidents. Several major types of causal factors exist and the investigation should seek answers in each category to ensure an in-depth analysis:
Unsafe Acts - the actions of the individual that precede and bring about the accident.
Unsafe Conditions - factors in the physical environment that contributed to the accident.
Indirect Human Factors - conditions, characteristics or attitudes of the individual that influenced the accident. Knowledge or skill deficiency - did not understand the risk
Improper attitude or motivation - aware of the risk but in a hurry to complete the job.
Mental or physical state factors - risk was known and normally would not have been taken, but the individual
was fatigued or inattentive.
Indirect Environmental Factors - the reason for the unsafe condition to exist in the environment.
Actions of workers in general.
Errors existing from design.
Improper purchasing practices.
Abnormal wear and tear on equipment.
Failure to maintain.
Failure to maintain properly.
Correct the problem/deficiency immediately!
Make recommendations for corrective actions to improve the management system.
Submit reports as required to:
Risk Management
Regional Manager - Maintenance
General Manager
Area Safety Director
Additionally, OSHA must be notified within 8 hours in the event of a death or when 3 or more persons require hospitalization (See policy on OSHA Record-keeping).
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-32
SUBJECT Accident/Incident Reporting Procedures
POLICY SCOPE: This policy affects all MV employees who operate company vehicles/buses, as well as managers and supervisors who investigate incidents.
POLICY: It is the policy of this Company to minimize injury, damages, pain and suffering for people involved in vehicular mishaps involving MV vehicles, to promptly report and to thoroughly investigate these occurrences.
PURPOSE: The guidelines in this policy designate the
procedures for all employees to follow when an incident occurs and to ensure accurate and timely incident reporting.
An Incident is any MV mishap involving a MV employee, MV passenger, MV vehicle, MV equipment, or the environment. An incident may or may not result in injury or death to a person, damage to vehicles or property, or damage to the environment.
This includes alleged incidents which are claimed to be caused by a MV employee, vehicle, or equipment; even though the MV employee, vehicle, or equipment is not affected.
PROCEDURE:
This procedure applies to all MV losses (other than Workers’ Compensation) to include:
• Vehicular collision with any person, vehicle, or object • Passenger/Customer/Client Incident/Injury
• MV Vehicle Physical Damage (including unknown yard
physical damage)
• MV Property (buildings/contents) Losses (fire, tornado,
flood, hurricane, vandalism, break-in, etc.).
• Environmental Exposures (i.e. fuel, oil, antifreeze, or other spills)
• Theft of MV vehicles, equipment, or property
When an incident could have been avoided, it was a
preventable loss. MV Safety investigates "major" preventable incidents (see below for definition) to determine cause; and monitors preventable incidents to spot trends and to determine the trends' root causes. This includes examining driving and work procedures and revising them if found faulty; and
identifying violations of MV, OSHA, DOT, FTA, or other
procedures, rules or regulations.
INCIDENT TYPES
Major: An incident involving a transit vehicle or occurring on MV property involving one or more of the following:
• Fatality
• Pedestrian or Bicyclist incident/injury
• Passenger incident/injury involving lift
• Passenger incident/injury while entering/exiting vehicle • Passenger incident/injury involving improper wheelchair securement
• MV Operator is cited for a moving violation
• Any injury (including to MV Operator) requiring
immediate medical attention away from the scene
• Property damage equal to or exceeding $5,000
• Environmental spills
• Vehicle roll-over/lay-over
• Vehicle fire
• Incidents with Operator allegation of equipment and/or maintenance failure
• Events with potential for negative public relations and/or news media coverage
• Incidents where Operator drug and/or alcohol use may
be involved
• Incidents where fault is in question
Minor: All other incidents that do not meet the definition of a “major” incident.
INCIDENT REPORTING PROCEDURE:
1. All MV incidents shall be immediately reported from the scene.
2. Other than an hourly employee if at all possible it is the responsibility of the General Manager to make sure a
person responds to the accident who will ensure care for our driver and equipment, review of accident investigation and proper review of company liability.
3. Operator at scene shall immediately contact Dispatch and provide incident details.
4. Immediately Call Auto Hotline at (866) 688-7475
5. Complete the Initial Accident/Incident Claim Line Information Sheet to assist with gathering the details and to aid in the verbal phone notification.
6. After the phone notification, immediately scan and e-mail this report to [email protected]. If unable to e-mail, fax to (214) 646-1858.
MAJOR INCIDENTS PROCEDURES:
In case of major incidents, in addition to the above,
managers shall take the additional steps outlined below:
1. Obtain the following basic information:
a. Time and Place of incident
b. Driver name and Date of Hire
c. Vehicle number and type (cut-away, van, bus, sedan,
etc.)
d. Injuries, if transported from scene –where to and by whom.
e. Damage description
f. Basic facts of collision, accident or incident.
2. Call and notify the following persons:
a. Director of Safety and/or
b. Vice President of Safety
c. Regional Vice President
3. General Manager or designee submits a “High Priority Event
Notification: Go to “Lawson Portal/Procedures and
Forms/Safety/Report a Serious Incident” and enter the
required information.
4. Director of Safety and/or the Regional Vice President will continue the phone tree to the senior executives listed on a need to know basis.
5. If the Director of Safety and/or the Regional Vice President or Vice President of Safety is not available, please contact the Sr. VP of Safety, or in his absence, the President of Operations. If the President of Operations is not available, contact another Corporate Officer or Director who will then continue the phone tree as necessary.
NOTES:
• The only information given by MV employees should
be to Police Officers present at the scene of the
incident. Operator does not discuss incident/loss with
witnesses – Operator only discusses with police, MV
Safety personnel, MV Risk Management personnel,
and/or MV Third-Party Claims Administrator personnel.
• Refer all other parties to Risk Management to handle
any public and/or media questions. For these
situations, please make sure you can provide Risk
Management with the name and phone number of the
inquiring party. If necessary, Risk Management will
involve the Director of Media Relations to communicate
to the public and/or media.
INCIDENT/ACCIDENT/LOSS PROCEDURES
1. Pre-Planning:
a. General Managers/Dispatchers must be aware of all
sources of assistance in handling incidents/losses.
Before an incident/loss occurs, have contacts on hand
for:
• Operator’s family and/or emergency notification
• Local police department and/or local sheriff
department
• Highway patrol/state police
• Local fire department and local ambulance service
• Tow truck, heavy equipment, and construction
companies
MV Risk Management staff and MV Safety staff are
excellent sources for help. Have their telephone
numbers available.
b. General Managers post their home telephone numbers
and cell phone numbers so they can be called when an
emergency occurs. Emergency Telephone Numbers
shall be posted next to all MV telephones and shall be
available at all supervisors’ home telephones. This
should include a list of local and MV telephone numbers used in controlling emergencies.
c. Prominently place "reporting" decals in MV vehicles.
The decals read, "Should you be involved in an
accident or should any other incident occur,
immediately contact Dispatch who shall immediately
communicate with you and the 24-Hour ClaimLine,
(866) 688-7475.” Place these stickers on the dash and
on the driver-side sun visor.
d. Equip MV vehicles with the following items:
1. Three (3) bi-directional emergency reflective triangles (not flares).
2. Incident Reporting Packets and color disposable flash cameras.
3. Fire extinguisher having an Underwriters' Laboratories rating of 5 B:C or more.
To order replacement incident reporting packets and
cameras, go onto Portal, under Procedures and Forms, and under Risk Management – there is an Incident Reporting
Packets bullet point. Click on that bullet point, complete your order information, and submit your order.
2. Incident/Loss Occurs:
A. MV Operator: If involved in an incident with an
unattended vehicle,
a) Try to locate the owner.
b) If the owner cannot be located, Operator securely
leaves a note on the vehicle with his/her name and
address, and the company/division's name, address
and phone number.
c) Operator obtains the vehicle identification number
and license plate number of the other vehicle, and
includes that information when reporting the incident.
d) An Incident Reporting Packet which includes a color
disposable flash camera is supplied to Operator.
Operator takes pictures of damages.
e) Operator delivers used camera to General
Manager/Dispatcher.
A. If involved in a Hit and Run Incident while on the job or in a company-owned vehicle and you record/obtain
the adverse vehicle’s license plate number or capture
picture of adverse vehicle via camera or Drive Cam, it is mandatory that the police are called and an incident
report is filled out and filed with them. Once this is
completed, please forward this information to Risk
Management.
B. If otherwise involved in a vehicular incident, Operator exercises on-scene emergency control until properly
relieved by a supervisor or company official. Control will be directed to prevent further threat to human life,
damage to the environment, and/or damage to property.
For traffic control and to protect others:
1. Stop immediately and shut down vehicle (shift
transmission into park, or neutral, shut off engine and set parking brakes).
2. Turn on four-way flashers.
3. Place emergency reflective triangles as soon as
possible, but in any event within ten minutes.
4. Detour non-essential traffic.
5. Notify police/fire/ambulance. If necessary, direct a passerby to notify the proper authorities. Be sure to
indicate if there are injured people at the emergency
scene. Do not leave the scene except in an extreme
emergency.
6. Do not move MV vehicle (unless there is a fire or
spillage that may spread) until authorities arrive.
7. Do not allow any other vehicles to be moved until
someone in authority arrives to verify the positions of the vehicles and the lengths and positions of skid
marks. Calm down. Try to detach yourself from what
has happened so you can be as objective and
unemotional as possible. Don't smoke and caution
others to not smoke; as there may be fumes that
could cause an explosion or fire.
8. If safe, extinguish any controllable fire and/or shut off any leak.
9. Assist injured or endangered persons, but do not
move them or permit them to get up unless
absolutely necessary. Keep them warm and quiet
until emergency help arrives.
10. Prevent fires by turning off ignitions, disconnecting battery cables, prohibiting smoking, or taking any
other indicated action.
11. Prevent contact with spilled materials.
12. Do not touch (or permit others to touch)
vehicles/objects in contact with downed power lines.
Keep occupants in vehicles.
13. Keep sightseers back/away from emergency scene.
14. Follow the Incident Handling
Procedure/Instructions contained in the Incident
Reporting Packet.
3. Report incident/loss to dispatch and 24 hour Claim
Line:
MV Operator at scene shall immediately contact
Dispatch who shall immediately communicate with the
Operator and 24-Hour Claim Line, (866) 688-7475 (See
Incident reporting procedures above).
• Operator should never try to handle things alone.
• Call while the emergency is small and controllable.
• Dispatch shall provide a telephone number at which the Operator can be contacted. Usually this is the Dispatch number.
• Dispatch and Operator shall stay in telephone contact with the 24-Hour Claim Line until released.
4. Operator Takes Pictures of Scene and Damages:
MV vehicles are equipped with color disposable flash
cameras:
a. Photograph the causes of the incident.
b. Photograph the incident scene before vehicles are towed or moved. Include surrounding landmarks / reference
points in the pictures.
c. If skid marks are long, start photographing 150 feet before skid marks begin and continue as you walk closer to the vehicle.
d. Photograph vehicles, including points of impact,
damaged areas, undamaged areas, and spilled
materials.
e. Do not photograph bloody or gory details.
f. Make a sketch of the scene before any vehicles are
moved. The important thing is to show the positions of
the vehicles as they approached the scene and where
they were following the collision.
5. Equipment Recovery: Division ensures proper damaged
equipment handling and securement.
6. Operator Identifies Himself/Herself: Operator gives any other involved party his/her name, division name, division address, and division phone number; and if requested,
insurance information from Insurance Identification Card located in glove box.
7. Operator Provides Local Authorities and Emergency
Responders Details of Incident/Loss:
a. Operator obtains any reports from authorities/police or emergency responders that must be completed.
b. Operator cooperates with police officials, but does not admit any responsibility to anyone except MV Risk
Management personnel, MV Safety personnel, and/or
MV Third-Party Claims Administrator personnel.
c. Operator does not give a formal statement (written or recorded) to anyone until Operator has contacted MV
Risk Management, and then, not unless approved by MV
Risk Management. Operator never discusses incident
with reporters. Supervisor who may respond will support this.
d. Operator always notifies the police, no matter how minor an incident or collision may seem to be, even if it's just a minor “fender bender.” Always report it to the police. If other party just wants to exchange information and not
call the police, Operator calls in a report anyway.
8. Operator Obtains Names and Addresses of Witnesses:
a. Operator gets names and addresses of all witnesses to the incident using Courtesy Information Cards contained
in Incident Reporting Packet.
b. Operator does not discuss incident with witnesses –
Operator only discusses with police, MV Safety
personnel, MV Risk Management personnel, and/or MV
Third-Party Claims Administrator personnel.
9. Operator Completes Incident Report: Operator
completes “Incident Report” before leaving the incident scene.
This report is critical, as it captures MV information, thirdparty claimant information, client/passenger information, police information, an incident description, an incident diagram, etc.
10. Operator Delivers: Incident Report, Used Camera,
Courtesy Information Cards, and any other Incident
Reporting Packet Items to General Manager/Dispatcher.
Operator gives General Manager/Dispatcher Incident
Report, Courtesy Information Cards, used camera,
diagrams, sketches, etc.
11. General Manager/Dispatcher Forwards Items to MV
Risk Management:
1. General Manager/Dispatcher immediately scans and
e-mails items to [email protected].
• If unable to e-mail, fax to (214) 646-1858.
• General Managers retain originals for his/her
records.
• Several other reports may be completed from the
information on these items, so it is important that the information is complete and accurate.
2. General Manager uploads any revenant photos and
videos to OneDrive.
Note: OneDrive Procedure attached as an appendix to
this policy.
3. General Manager/Dispatcher ensures that safety items in MV vehicles are immediately replaced/recharged
prior to next dispatch: Incident Reporting Packet with
color disposable flash camera, fire extinguisher, 3 bidirectional emergency reflective triangles, etc.
12. Loss Handling:
a. MV Risk Management directs loss handling. General
Managers ensure that all losses are immediately and
properly reported. MV Risk Management or MV’s ThirdParty Claims Administrator initiates all claim filings.
Except for thefts, break-ins, and stolen vehicles, General Managers shall not file reports or other information with local, state or federal authorities.
b. Whenever there is any possibility of serious liability, the General Manager:
1. Sends complete maintenance file on the vehicle to
MV Risk Management
2. Sends Operator’s logs/time sheets to MV Risk
Management
3. Prints electronic control module data (if applicable) and sends to MV Risk Management
4. Risk Management ensures Drive Cam event (if
applicable) is obtained
13. Damaged Equipment:
A. Probable Total Losses: General Manager obtains
repair estimate and scans and e-mails it to
[email protected].
1. If unable to e-mail, fax to (214) 646-1858. MV Risk
Management contacts Fixed Assets and determines
if MV vehicle is a total loss.
2. If MV vehicle is deemed a total loss, General
Manager has any valuable/usable parts removed and
then obtains salvage bids.
3. General Manager obtains approval from MV Risk
Management before selling salvage.
4. General Manager processes Fixed Asset Action
Form and forwards for required approvals.
5. When General Manager receives salvage proceeds,
General Manager faxes copy of check to MV Risk
Management and forwards check to Accounts
Receivable utilizing the applicable MV Lockbox
Remittance Form.
B. Repairable Losses: General Manager contacts
Maintenance Manager. Maintenance Manager
authorizes and controls all repairs following
maintenance protocols.
MV Risk Management distributes weekly reports that
include its internal claim number for the damaged or
total loss vehicle.
General Manager approves all MV vehicle repair
invoices. General Manager codes vehicle repair
invoices to GL#7090 or GL#6150. General Manager
forwards approved and coded MV vehicle repair
invoices to Accounts Payable.
C. The following information explains what GL code to
assign and what additional information will be required to avoid delaying payment.
1. 7090 Collision – This GL number should be used for
all MV vehicle repairs made and/or parts purchased
due to some type of collision. The MV Risk
Management internal claim number is required to be
on each invoice that is assigned this GL number.
Failure to provide the claim number will prevent Risk
Management from approving the invoice for payment
and will delay timely payment to the vendor.
2. 6150 Outside Services – This GL number should be
used for all MV vehicle body repairs made and/or
parts purchased due to wear and tear over time.
Examples would be rusted areas and faded paint.
Repairs made to a vehicle that was purchased with
pre-existing damage can also be coded to this GL
number. An explanation will be required for each
vehicle body repair invoice that is coded to this GL
number. Invoices coded “6150” do not require a
MV Risk Management internal claim number.
D. MV vehicle repairs (MV Damage):
Effective 1/1/08, the division is responsible for the full amount of the repairs. These invoices must be approved
for payment by Risk Management.
E. MV Damage Subrogation:
If it is possible that MV can collect for damages caused by a responsible third party, General Manager scans and e-mails all information related to the incident to
[email protected]. If unable to e-mail, fax to (214) 646-1858.
1. Obtain a repair estimate and submit the estimate and photographs of the damage to Risk Management.
These items will be used as documentation for MV’s
subrogation demand.
2. In addition to the damages, MV Risk Management
will also attempt to collect “loss of use” from the
responsible third party.
3. MV Risk Management compiles a formal claim for
damages for submission to the responsible party.
MV Risk Management follows up on collection.
Damages and/or loss of use recovered through
subrogation efforts will be credited to the division.
4. If an insurance company or its representative
requests repair cost information, General Manager
refers that person to MV Risk Management. Do not
release cost information.
14. Alleged Equipment/Maintenance Failure:
Claims of equipment or maintenance failure are always
referred to as "alleged" failure until an inspection of suspect systems by qualified personnel verifies or denies such claims. The following steps are followed in instances of alleged equipment or maintenance failure:
1. If Operator alleges a failure, contact MV Risk
Management immediately.
2. Arrange to have vehicle towed to nearest MV division or area where vehicle can be secured. Do not let
vehicle be driven.
3. Secure vehicle. Don't let anyone tamper with vehicle, including MV personnel.
4. Call MV Risk Management to direct investigation
activity.
5. MV Risk Management will set up inspection with
manufacturer's representative, expert (if applicable),
and MV personnel.
6. Notify and coordinate inspection with field personnel.
7. Assist in the inspection of vehicle at formal
inspection.
8. Send complete maintenance file on vehicle to MV
Risk Management.
9. Send Operator’s logs/time sheets to MV Risk
Management.
10. Print electronic control module data and send to MV Risk Management.
11. Risk Management ensures Drive Cam event (if
applicable) is obtained.
15. Stolen MV Vehicle.
A. General Manager/Dispatcher immediately reports loss
to MV Risk Management.
B. General Manager/Dispatcher immediately reports the
loss to local police authorities. Direct the police
authorities to enter the stolen vehicle on the NCIC.
Note: If vehicle is ultimately recovered, General
Manager/Dispatcher immediately reports recovery to
local police authorities, and directs them to remove
from the NCIC; and General Manager/Dispatcher
immediately reports recovery to MV Risk
Management.
C. General Manager obtains a copy of police report and
faxes it to MV Risk Management.
D. Instruct MV Operators on the following: a) If anyone tries to take a vehicle, let them have it. Do not get
into an altercation with them. b) If a vehicle is taken or is missing, immediately phone MV Risk Management.
c) Report any suspicious activity to General
Manager/Dispatcher.
E. Depending on the circumstances regarding the
missing vehicle, MV Risk Management may notify
FBI, appropriate state Highway Patrol, FTA, and
Federal DOT.
16. Break-Ins and other Property Losses.
A. General Manager/Dispatcher immediately reports loss
to MV Risk Management.
B. General Manager/Dispatcher immediately reports loss
to local police authorities.
C. General Manager obtains a copy of police report and
faxes it to MV Risk Management.
17. Post-Loss Procedures, Reports, and Correspondence.
A. General Manager forwards all correspondence relating to an incident/loss to MV Risk Management. General
Manager identifies the correspondence to MV Risk
Management by indicating the Operator’s name and
the date of the loss.
B. If lawsuit papers are received, General Manager
immediately telephones MV Risk Management at (866)
665-1426. General Manager forwards the papers via
overnight mail to: EVP, c/o MV Risk Management,
2024 College Street, Elk Horn, IA 51531, with a memo
stating the person served and the date and time of
service. The EVP of Risk Management can also be
reached by telephone at (712) 764-3720.
18. Post-Accident Alcohol and Controlled Substances
Testing
a. Fatal Accidents: As soon as practicable following
an accident involving the loss of human life, an
employer shall conduct drug and alcohol tests on
each surviving covered employee operating the
transit vehicle at the time of the accident. The
employer shall also drug and alcohol test any other
covered employee whose performance could have
contributed to the accident, as determined by the
employer using the best information available at the
time of the decision.
b. Non-Fatal Accidents: As soon as practicable
following an accident not involving the loss of human
life in which a transit vehicle is involved, the employer shall drug and alcohol test each covered employee
operating the transit vehicle at the time of the
accident unless the employer determines, using the
best information available at the time of the decision, that the covered employee’s performance can be
completely discounted as a contributing factor to the
accident. The employer shall also drug and alcohol
test any other covered employee whose performance
could have contributed to the accident, as determined
by the employer using the best information available
at the time of the decision.
c. “Accident” Definition: “Accident” means an
occurrence associated with the operation of a vehicle
(including operation of its lift), if as a result:
• A Fatality; or
• An individual suffers bodily injury and immediately
receives medical attention away from the scene of
the accident; or
• With respect to an occurrence in which the transit
vehicle involved is a bus, electric bus, van, or
automobile, one or more vehicles (including nonFTA funded vehicles) incurs disabling damage as the result of the occurrence and such vehicle or
vehicles are transported away from the scene by
a tow truck or other vehicle; or
• with respect to an occurrence in which the transit
vehicle involved is a rail car, trolley car, trolley
bus, or vessel, the transit vehicle is removed from
operation.
d. MV Division Management coordinates/arranges
post-accident testing. If reasonable suspicion is
suspected, all reasonable suspicion testing guidelines
will be followed.
e. Test Results Obtained. Test results are obtained by
Elk Horn Qualification and reported to MV Division
Management, or vice versa. General Manager
contacts MV Management concerning disposition of
Operator.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
Appendix A – OneDrive Upload Procedures
MV Safety OneDrive Upload Procedures
Distribution: Safety Managers
Category: OneDrive Section No.:
Author
By: Shane Shelton
Approval
By:
Date: 8/16/2016 Date:
Email: [email protected]
Status:
(active, inactive, pending) PENDING
Revision Date: 8/18/2016
PLEASE NOTE: Any changes to this document will require manager-level approval
1.0 PURPOSE:
To give safety manager instructions on how to upload videos, photos and documents to the Claims Department via Microsoft OneDrive
2.0 RESPONSIBLE PARTIES:
MV Infrastructure Team
3.0 PROCEDURE INFORMATION:
User Provisioning (for the Claims Team Only):
1. The IT Infrastructure team will get a ticket from the Auto Claims Manager requesting that a user be given access to a divisional folder via the Help Desk.
2. The user will be provisioned according to the tickets directions.
3. The same process will be used for user moves and deletions.
End User Access Instructions:
1. Upon successful provisioning of the end user’s account, the end user will receive an email from [email protected] with the Subject of “Sys_ClaimsMgmt has shared ‘Division Number’”
2. The end user can click the “Division Number” hyperlink in the email body to go to the One Drive Login page. The example above shows you’d click the blue “121” number in the body of the email for Division 121.
3. This will take you to a sign-on page with your default browser. MV IT recommends you use Internet Explorer or Google Chrome of the best results.
4. To sign in, use your MV Transportation email address:
[email protected]. If your name is John Doe, your email will be [email protected]. Once you’ve entered your email address into the email field, your browser will redirect you to the MV Transportation Office 365 login page as seen below.
5. Your email address will already be populated, just enter your domain password. This is the same password you use to log into your MV desktop or laptop. Click Sign in.
6. This will then take you to the OneDrive folder you have access to. You will notice if you click outside of your folder, you will receive access denied messages. You will ONLY have access to the division you were assigned by the Auto Claims Manager.
7. From here you can open the folders you would need to upload into. Further instructions on uploading files are below. You can bookmark the page you accessed in step 6 to streamline logging in in the future.
Uploading Files:
1. Once youv’e completed Steps 1 – 7 above under the “End User Access Instructions”, you can now start to upload files. To do so, click the folder you want to upload to (in this example we’ll use a photo upload). Click on the Photos Folder.
2. This will take you the Photos folder.
3. To upload a photo, click Upload -> Files
4. Browse to the location on your computer of the file you want to upload. In this example, we are uploading the one MV logo picture. Click on the file(s) you want to upload, you can upload multiple if need be at a time. Click Open to start the upload.
5. Your file will then upload into the folder you were in before you clicked the Upload -> Files button in step 3. We were in the Photos folder in this example, so the file uploaded into the Photos folder. If you want to upload a Video, start from the Videos folder and the same for the Documents folder.
6. That’s it. You’ve now uploaded a file to Claims for review.
Labeling Uploaded Documents to OneDrive:
Please prefix all documents uploaded into OneDrive with the following coding. Please note that all photos need to be saved on a Word document. Then uploaded to OneDrive with the proper label; Pic – M16XXXX or Pic – “Ref Number”. The MV claimant number is provided on the Daily Incident Report or Weekly Incident Report.
1. Division Reports – DR-M166403 or DR-CG122
2. Police Report – PR-M166403 or PR-CG122
3. Photos – Pic-M166403 or Pic–CG122
4. Estimate – Est-M166403 or Est-CG122
5. Letter – Ltr-M166403 or Ltr – CG122
6. Video – Video-M166403 or Video-CG122
7. Invoice – Inv-M166403 or Inv-CG122
8. Tender – Tender-M166403 or Tender-CG122
4.0 REFERENCE DOCUMENTATION:
“MV” is to be understood as MV Transportation and/or its affiliated companies (collectively “Company”).
5.0 DOCUMENT CHANGE LOG:
Version Date Author Change Description
1.0 8/16/2016 Shane Shelton Original draft
1.1 8/18/2016 Shane Shelton Added Coding
1.2 12/20/2016 Shane Shelton Added photo saving
wording under labeling
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide direction to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-37
SUBJECT New Driver Assessment / Validation
POLICY SCOPE: This policy applies to all employees of MV Transportation, Inc. who operate buses or other revenue vehicles.
PURPOSE: To ensure new drivers are operating their vehicles in accordance with MV’s standards of safe driving performance
POLICY: It is the policy of the Company that all new driver hires shall receive a formal and thorough evaluation of their driving skills and a safety performance review/assessment at 45 days and 75 days from their date of hire.
PROCEDURES:
1. Complete a SF-3 (Driver Safety Profile and Record Summary) Form for each new driver in advance of the meeting with the driver.
2. Review DriveCam history/trends and overall safety record, in detail, with driver. Identify areas of “need improvement” or “good performance”.
3. Conduct a thorough “Road Test” on each new driver and document on Form SF-1. Road Test shall be conducted by a certified BTW or other qualified individual (BTW is preferred).
4. The intent of the road test is to verify that the driver is operating the vehicle in accordance with our safe-driving performance standards (the standards taught in the driver training school and outlined in both the Student Guide and BTW manual).
5. Should the record review or the Road Test indicate areas of weakness and the need for additional training, the driver shall be scheduled for a full refresher training session addressing these areas within 10 days of this 45/75 day review.
6. Should a driver “fail” his/her “75-day” assessment, the Division General Manager, in coordination with the Area Safety Director, shall make a decision whether to retain and retrain the driver or take other administrative actions, up to and including separation from the Company.
These formal driver skills assessments shall be performed at the 45 day and 75 day timeframe. Note: It is critical that this final “75 day” assessment be completed before the end of the driver’s “90 day probationary” period.
The intent of the process is to ensure all new drivers properly apply and execute the defensive driving standards they were taught in their Driver Training School courses and apply them properly during the course of their work.
Any exception to this policy must be approved by both the Regional Vice President and the VP of Safety for the division. The Sr. VP of Safety shall be the final decision maker in cases of non-concurrence.
Effective Date July 1, 2010
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Jack Hempstead Date:5/7/10
APPROVED BY Kevin Klika Date: 6/23/10
MV TRANSPORTATION, INC. CORPORATE POLICY STATEMENT
General policies of MV Transportation, Inc. are issued from time to time and are designed to provide general guidance to company managers in the conduct of the business. Policies may, from time to time, become dated or may no longer apply. In the event of questions, the policy should be referred to the General Counsel for interpretation. In the event a policy conflicts with the law, regulation or the terms of a contract with a customer, the policy will be subordinate to such law, regulation or contract term. Policies are only effective on the written approval of the Chief Executive Officer, and the endorsement of the Bridges Committee.
Policy # Safety Policy S-39
SUBJECT Location Safety Committees
SCOPE:
This policy shall apply to all operating divisions and facilities of the Company with more than 10 employees
POLICY
A Location Safety Committee (LSC) will be required and
established at each division facility with more than 10 employees. Safety committees are not only a proven
best safety practice, but are also required by State and Federal regulations.
The primary function of the committee is to work as a
team in creating and maintaining a safe work
environment for fellow employees and helping with
system safety and security at the division. The LSC is
also responsible hazard reduction and hazard resolution.
Committee Members: The LSC shall be headed by
either the Division’s General Manager or Safety Manager and should be made up in equal numbers of member of
management and hourly staff. A committee should not
exceed 10 members.
An example of a LSC membership is below:
General Manager
Safety Manager
Staff Person (Assistant Manager, Clerk, Dispatcher,
etc.)
Maintenance representative (required if
maintenance performed at division)
Drivers representatives (number of drivers should
not exceed one driver per 25 vehicles)
It is recommended that staff and maintenance members
of the review board voluntarily serve one-year terms
commensurate with the MV Transportation budget year.
However, the General Manager and the Safety Manager
are required positions on the committee.
Meetings: It is recommended that the Manager leading
committee meetings establish the appropriate time and
frequency for Safety committee meetings to fit the
schedules and needs of the division. The committee
should meet once a month at a minimum however less
frequent meetings (i.e.: bi-monthly or quarterly) are
allowed for divisions with less than 20 employees. At
locations where vehicle incidents or workers’
compensation frequency is high, the committee should
meet more often than the minimum requirements (i.e.: biweekly). Agenda topics should include review of unsafe acts or conditions found at the facility, a review of
DriveCam trends and most frequent violations, a review
of incidents or “near misses” involving vehicle
operations, equipment or employee injuries, as well as a review of old and new business.
LSC Committee activities: The committee should provide
input/ideas to ensure a safe work environment is established and maintained. Employees exhibiting safe work habits will be identified and reported to the committee. The committee will determine the manner in which safe practices or behavior should be recognized at the facility. All unsafe conditions will be reported to the manager/supervisor and the committee will determine or recommend remedial/corrective action. The
committee will encourage fellow employees to work in a safe manner, provide input/ideas for safety posters/messages at the workplace, and promote a safe work environment through
input/ideas for safety topics at monthly safety meetings.
Other specific safety and security-related tasks of
the LSC are as follows:
Coordinate safety activities of the division.
Meet to evaluate and resolve safety issues at the
division level.
Conduct special meetings as necessary at the
request of Management.
Compile pertinent location safety data to identify and assess operational risk.
Review DriveCam trends and pertinent events/clips
Review repeater trends/behavior and determine
appropriate countermeasures to improve driving
behaviors.
Perform analyses to identify safety problems related
to maintenance activities.
Use Committee consensus to develop hazard
resolutions.
Review facility action plan for currency
Coordinate and plan at least one annual emergency
preparedness and fire drill.
Effective Date
Review Date
RELATED TOPICS
FORMS
BRIDGES
ENDORSEMENT
Date:
APPROVED BY Date:
LOCATION: 581 CORONA
SAFETY MANAGEMENT PRACTICES Yes No N/A Comments
Maintains MVT standardized Accident Log updated and current Performs New Hires 45/75 day assessements as required
Division's instructors (class and BTW) are properly ICP certified Division utilizes the standard MVT training program (AVATAR) Division follows minimum training program requirements (hours, protocols, materials, etc.) Division manages DriveCam Program per DC Program Management Plan ➢ # Vehicles Out Of Sevice
➢ # Vehicles Overdue for Download
➢ # DC events overdue for coaching/retraining
Division follows disciplinary requirments outlined in Handbook/CBA Safety Meetings attendance tracked and documented on Form SF-6 and filed Drivers retrained per Safety Retraining Policy (Policy #12) Exterior
Are exterior lights functioning properly?
Landscaping well maintained
Trash not overflowing from dumpster
Park lot free of debris
Park lot in good repair and free of trip hazards
Building and fencing free of graffiti
Does fuel island have spill kit (if applicable)
Is fuel island free of leaks (if applicable)
Fuel hose hung properly (if applicable)
Fuel nozzle trigger lock removed (if applicable)
Vehicles
Exterior of vehicle clean (wheels, windows ect)
Interior free of trash, debris and graffiti
DVIs properly filled out
Current insurance and registration located in vehicle
Maintenance Area
Is Facility clean?
Is the maintenance floor clear of free oil spills or slick spots? Are maintenance personnel wearing safety glasses?
Is proper footwear being worn?
Are all machinery fitted with proper guards?
Electrical cords intact and free of cuts/repair?
Electrical Panels / Breaker Boxes have unobstructed access Electrical Panels / Breaker Boxes have not been modified and have no uncovered openings.
Inventory stored properly and organized
Are hoses rolled up when not in use?
Are Lockout/Tagout procedures in place?
Is waste area clean and orderly?
Are aerosol cans stored in fire proof cabinets?
Are oily rags disposed of in their proper container (covered metal waste cans)? Are safety glasses for visitors provided in accessible an area? Are all facility/shop lights operational and functional? Are exits properly marked?
Is first aid kit properly stocked?
Eyewash installed and inspected monthly
Electrical panel area free of clutter (3x3)
Are facility / shop areas free of "trip & falls" hazards? Are all storage drums covered and labeled?
Are all air / water hoses clean, free of defects and properly stored? Are all drop lights clean, serviceable, and properly stored? GM Monthly Facility Audit
DATE:
Maintenance Area
Is signage permanently mounted?
Are locker room floors free of debris and uniforms?
Are there accurate "Days without an Injury" and "Days without Incident" signs posted? Is proper personal protective equipment (PPE) used by employees in the shop areas? Tools and Equipment
Jack stand in good condition
Jack stand being used when applicable
Tires and wheels secure
Batteries secured and stored with secondary containment Vehicle lifts in good condition
Vehicle wash area clean and organized
Water hoses rolled up when not in use (wash area)
Pit area clean and organized (where applicable)
Are fire extinguishers inspected monthly basis
Appropriate signs posted for PPE, fire ext. restricted area ect Office Administrative Areas
Are floor clean and free of clutter?
Are exits properly marked?
Electrical cords not daisy chained?
Restrooms clean and sanitary?
Are restrooms clean, orderly, and stocked?
Plumbing fixtures functioning properly
Tables and chairs serviceable, functional and free of hazards? Driver bulletin board current not cluttered
Is all necessary signage required by customer, local, state or federal regulations posted? Are evacuation maps posted in conspicuous area?
Are employees aware of designated assembly?
Are stairwells and stairways clear with serviceable handrails & treads OSHA 300 log up to date (includes light duty report).
Site Specific Equipment/Areas
Site Inspected by:
General Manager's Name (Print):
General Manager's Signature: Date:
Safety Inspection Comments / Remediation action(s) taken:
Driver Name (print): Employee Number: Start Time: Date of Accident/Incident:
Stop Time:
Road
Check Division Name & Div. # Post
Accident
Driver Skills Evaluation and Refresher Training Form
Date of Refresher:
Check Division Name & Div. #
45/90 Day Follow up
(New Hires)
Other:
Driver License # Class State Expiration Date
Vehicle / Bus Type & Model
Instructor Name (print):
CDL (Y/N)
Drive
Cam
D.O.T. Medical Card Exp. Date
Reason for Refresher
(Check one)
Accident
Return
to Work
Pre-Trip/Post S U S U Backing S U Look Around S U
DVI Mirror Use Observes Speed Limit
Interior Activate 4-Way Flasher Speed for Conditions
Brake Check Use Horn - 2 X Prior Takes in Whole Scene
Exterior Utilizes Assistance Aware of Hazards
Emergency Equipment Checks for Obstacles/ Obeys Signs/Signals Mirrors/Glass Pedestrian Awareness Walk Around Yields Right of Way/Ped.
Speed on Approach
S = Satisfactory U = Unsatisfactory N/A = Strike through boxes Intersections
Blocks Turns
Approach/Lane Position
Mirror Use
Turn Signal Use
Mirrors/Glass Pedestrian Awareness Walk Around Yields Right of Way/Ped.
Lights Backs Only When
Gauges / Horn Necessary
Tires Straight Line Backing Checks Restricted
Oil Leaks Vision Areas/Off Track
Seats Leave Room Utilizes Reference
Wheelchair Securm't Observes Speed Limit Points
Ensure Space Cushion "Rock and Roll" at turns
Equipment Usage Not Aggressive in Traffic Intersections - pauses 3 Points Out Hazards
Proper distance from curb
Checks Mirrors Prior and
After
Left Turns
Right Turns
Mirror Scan
Covers Brakes
Checks Left-Right-Left
Equipment Usage Not Aggressive in Traffic
Brakes Stopping Distance, Judge
4-Way Flashers Maintains Lane Positions Pedestrian Awareness Headlights On Smooth Starts/Stops Other Motorists/Veh
Covers Brake Bicyclists / Pedestrians
Passing Eyes/Head Moving
Mirror(s) Adjustment Initial Brake Depression Checks Mirrors During Seat Belt Ensures Clearance/ Survey/Scan While
Steering Wheel Tailswing Survey/Scan After
(Push-Pull) Adjusts Driving for Night/
Parking Brake Application
and Release
Railroad Crossing
Intersections - pauses 3
seconds before moving
*Activates 4-Way Flasher
Plans Ahead
Looks & Listens
Stops 15'-50' from Tracks
Open Side Window
Merges into Traffic
(Push-Pull) Communicate Adjusts Driving for Night/
Signal Lights Restricted Vision Other
Transmission Safe Lane Changes Wheelchair 4 pt. Tie Down *Use only when applicable Passenger Lap Belt
Use of Controls Look Ahead Proper Fare Handling
General Survey/Scan Far Ahead Proper radio procedure
Log Procedures Choice of Lane Driver appearance
Accident Procedures Anticipates Conflicts Professional manner Smooth Maneuver/Merge
Communication
Signals Properly
Communicate
Use of Horn
Driver Signature: Instructor Signature:
Comments:
Intersections
Merging/Lane Change/Passing
Accident/Emergency Procedure
Adverse Weather/Spec. Cond'ns
Wheelchair Securement
Safety Modules /
DVDs Shown: Fatigue Management
LLLC
Following Distance
Basics of Safety
Form SF-1 (Driver Refresher Form) (3/10) Distribution: White Copy: Personnel File Yellow Copy: Accident File Wheelchair Securement
Other:
DVDs Shown: Fatigue Management
Backing Basics Pedestrians/Bicycle Aware
Following Distance
Bus Driver Annual Evaluation Form
Bus Driver Information
Driver’s Name Evaluator
Corona (CCTS) Date
Type of Evaluation Check One: Announced ☐ or Unannounced ☐ Check One: Annual ☐ or Ride-Along ☐ or Follow ☐ or
with mystery evaluator ☐
Year
Ratings
Meets
Expectations
Needs
Improvement N/A
1. Operates buses and vehicles in a safe and efficient manner at all times, including safe backing procedures.
Comments:
2. Obeys traffic laws including, but not limited to, using driver seat belt, obeying the speed limit, stopping at stop signs/lights, using turn signals and lights appropriately, and maintaining proper following distance.
Comments:
3. Crosses railroad tracks in accordance with the law and local procedure.
Comments:
4. Uses proper loading/unloading procedures in accordance with local procedure, and clearly communicates loading/unloading expectations and procedures to students (including correct 8- way lights and stop arm use).
Comments:
5. Adheres to the dress code including proper footwear in accordance to local policy.
Comments:
6. Understands and abides by laws and local policies concerning visual, manual, and mental distracted driving.
Comments:
7. Reports all accidents and completes required duties and paperwork in accordance with local policy/procedure.
Comments
8. Adheres to laws and local procedures regarding transporting only authorized riders, and riders exiting a stop other than their regular designated stop.
Comments: