RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD
TRANSPORTATION
MANUAL
Rappahannock Area Community Services Board 600 Jackson Street Fredericksburg, Virginia 22401
Rappahannock Area Community Services Board Transportation Manual
Rev: 2001, 2004, 2007, 2010, 2013, 2015, 2016
TABLE OF CONTENTS
MISSION 2 STAFFING 3 VEHICLE OPERATIONS DRIVER 4-6 VEHICLE BACKING 6-7 PASSENGER SERVICE 7-8 WHEELCHAIR TRANSPORTATION 8 VIDEO SURVEILLANCE 9 PRE-TRIP INSPECTION 9-10 EMERGENCIES 11-13 TOBACCO FREE 13 EMERGENCY CONTACT PHONE NUMBERS 13-14 MAINTENANCE 14 RECORD KEEPING 14 TRIP ACCOUNTABILITY 15 TRAINING 15 ADVERSE WEATHER 15-16 VEHICLE FUEL PURCHASE 16 TRANSPORTATION REGISTRATION PROCESS 16-17 PASSENGER ATTENDANCE 17-18 PASSENGER GUIDELINES 18 REVENUE AND EXPENSES 19-20 SAFETY RECOMMENDATIONS 20 MANAGEMENT OF REPORTS 20 TRANSPORTATION COMMITTEE 21
2
MISSION
The Rappahannock Area Community Services Board (RACSB) is committed to improving the quality of life for people residing in Planning District 16 with mental health, developmental disability and substance abuse problems and preventing the occurrence of these conditions. We do this thru integrated an community-based system of care that is responsive to individual needs and choices. We respect and promote the dignity, rights, and full participation of all participants and their families.
FOCUS
The focus is to provide safe, efficient and reliable transportation service for individuals to and from agency sponsored programs. This manual is set forth to provide all RACSB vehicle operators in the agency with specific guidelines to help them perform their jobs professionally while promoting an atmosphere of mutual respect and caring among everyone involved in the transportation process.
RESPONSIBILITY
It is the responsibility of each employee involved with transporting individuals to read, observe and adhere to the guidelines set forth in this manual. Our quality Of service to the community will be a direct reflection of our employees’ ability to perform their job.
Employees are also responsible for complying with the criteria outlined in the RACSB Personnel Policies Manual.
The Safety of passengers and staff is a responsibility of and shared by everyone at the Rappahannock Area Community Services Board.
3 STAFFING
A. SUPERVISION The transportation system lies under the Community Support Services Director. A Transportation Supervisor is assigned overall management responsibility for drivers and vehicle fleet to transport individuals in Planning District 16 that attend RACSB sponsored programs such as Rappahannock Area Adult Activities (RAAI), Inc., Kenmore Club (KC), Rappahannock Goodwill Industries (RGI)(Laundry) and Project Link.
B. DRIVERS Drivers report to and receive their assignments from the Transportation Supervisor. Some drivers are assigned specific routes and drive weekly. Other drivers are not assigned specific routes and are considered substitutes who drive occasionally or will fill to drive when needed.
To ensure adequate driver selection of properly licensed and safe drivers, a record check with the Virginia State Police and three previous employment verifications are initiated. Additionally, drivers must meet the Federal Highway Administration (FHA) motor carrier safety regulations by submitting to required Drug and Alcohol testing.
Other agency employees, under the supervision of Program Directors from Rappahannock Adult Activities, Inc., Kenmore Club, Project Link, Developmental Disability Programs, Mental Health Programs, Residential Services, and Agency Group Homes provide transportation services during daily routine program hours as necessary.
4 VEHCILE OPERATIONS
Drivers must be mentally and physically prepared to operate agency vehicles.
Drivers will sometimes be required to carry out their responsibilities in various types of vehicles which will require some level of familiarity for safe operations. Because of this, you will need to make the necessary adjustments such as mirrors, seat position, steering wheel position, etc. to safely operate the vehicle.
Drivers must properly wear or utilize your seat belt when the vehicle is in motion regardless of the distance of travel. You should know and obey all traffic laws. Adhere to the posted speed limits. Stop at all STOP signs for minimum of three (3) seconds to make observations. Do not over run yellow caution lights if you have time to stop.
Drivers should follow the steps for making a proper lane change: Check surrounding first, communicate your intentions by activating the signal light, recheck surrounding, make the change if it is safe to do so and continue on, and then cancel your signal.
Drivers should avoid vehicle crashes/accidents regardless of driving conditions. Anticipate the wrong actions of other drivers, including pedestrians.
Drivers must operate the vehicles smoothly at all times affording a comfortable ride.
Drivers must be dependable with the art of being consistent in good driving habits, making the correct decision and applying the appropriate defense to all traffic situations. Be alert to all possible hazards. Respond to them adequately and effectively.
Driver should be far sighted. Scan the road ahead. Apply seeing skills to prevent last minute surprises. Shift your focus, keep your eyes moving. Expect the unexpected. Watch the road for other vehicles, pedestrians who are walking or jogging, skate boarding, roller skating, wheelchairs, bicycles, scooters, mopeds. Use all mirrors and check sides. Check review mirror approximately every 10 seconds for tailgaters. Scan the instrument panel as part of your eye movement.
Drive alone whenever possible. Do not ride in a crowd. Leave yourself a space cushion to the front and rear and sides of your vehicle.
Drivers should always communicate with other vehicle operators and pedestrians. Let them know your intentions early so that they can make appropriate decisions. Drivers should maintain a four (4) second following rule. Practice the four (4) second turn signal warning in advance to indicate a change
5 in direction of travel.Use hand signals if necessary, use your horn, use eye contact.
Drivers must think about their actions. Always affect others vehicle operators in a positive manner. Treat them as you would like to be treated. Be courteous.
Drivers should be aware that some side-view mirrors add to the width of your vehicle. Narrow roads provide very little space between passing vehicles. Drivers need to be far sighted and looking ahead. If you observe a large to medium size vehicle travelling in the opposite direction on a narrow road, ensure that you are applying defensive driving skills. If you perceive that vehicle crossing into your lane even slightly, slow down and immediately maneuver towards the right edge of the lane and, if necessary come to a stop to avoid a collision.
Drivers need to realize that operating a vehicle is a full time job that demands complete and full attention. Therefore, give attention to driving. Complete all needed adjustments such as the driver’s seat, steering wheel, mirrors, climate controls, and radio prior to driving.
Drivers should be aware of other common distractions while driving such as conducting a conversation using a cell phone or, dialing or texting while driving. Do not use a cell phone while driving agency vehicles. If you need to, pull the vehicle off the road at a safe location, then come to a complete stop and vehicle shifted to park prior to use of a cell phone. If available, you could have other responsible staff person to take or make the call for you. Not only is the cell phone use a distraction, but other known problems such as having conversations with other people/passengers inside or outside your vehicle, being rushed or in a hurry, reading and/or writing, driver fatigue or emotions, eating, drinking, grooming, and even looking at scenery to name a few. Be cognizant of the things which distract you and do things to reduce your distraction.
Drivers should manage time sufficiently for safe transportation service. Plan your daily routines. Avoid rushing.
Drivers must control reaction to traffic, and do not let it control you.
Drivers should know the vehicle safety zones. Be familiar with the vehicle’s blind spots. Check and recheck areas around blind spots.
Drivers must be aware that operating agency vehicles is most likely different than operating your own vehicle. Agency vehicles gives you a higher point of view, has larger and more blind spots, are longer, are wider, heavier, requires greater stopping distances, has a wider turning radius, and carry more passengers. Do not make risky or tricky maneuvers with the vehicles.
6 Due to the size (height and width) of agency vehicles do not drive agency vehicles in areas listed below:
Driving agency vehicle through bank teller or ATM service lanes. Driving agency vehicle through fast-food order, pay or pickup service lanes Driving agency vehicle through pharmacy service lanes
Drivers should avoid having to drive under buildings, canopies or facility overhangs. If the need is apparent, you must exercise extreme caution and good judgment. You bring into question the height of the vehicle operated and the height of the structure. You must look for and make note of the posted facility height signage which indicates a maximum height of the structure. Determine if height of the vehicle and facility are compatible for safe maneuvering. If you do not observe a posted sign, do not attempt to drive the vehicle under or through the facility. If your vehicles height is higher than the posted height, don’t attempt to drive the vehicle under or through the facility. Be aware of buildings and canopies such those at nursing care facilities, medical facilities, hospitals, any parking deck or garages just to name a few. Note the heights of various agency vehicles. Body on Chassis (BOC) Height = 11 Feet Raised Roof Vans with Lift (RR) Height = 9 Feet Center Isle Vans Height = 8 Feet
Use caution while maneuvering vehicles in close proximity of objects such as barrier poles adjacent to fuel pumps, poled signs, light post, parked vehicles, curbs, fences, shrubs, trash cans, mail boxes, cones, drainage gutters or buildings can be challenging. Use caution. Drive slowly. Check the side view mirrors, even while going forward motion. Determine the proximities of the rear of both sides of your vehicle. Make sure you have sufficient clearance for safe maneuvers.
Safe backing
Backing a vehicle should be avoided. It is always dangerous. If you must back the vehicle, follow these safety rules:
Rely solely on your visual perception when backing. Do not rely solely on the electronic backing sensor device, or backs-up camera if installed.
When you arrive at your destination, attempt to park the vehicle in a position where you will not have to back when you depart.
If you must back do so upon arrival at your destination to position the vehicle for you can pull forward when you leave.
7 While backing, turn your head. Take in the whole picture. Observe the rear front, and sides. Scan all mirrors – rear and side view. Back slowly, but immediately before the picture changes. Continue to check your surroundings for safety. Scan the back-up camera monitor.
Back from the driver’s side (left hand reverse) when possible, avoid blind backing.
Communicate. Activate the 4-way flashers and sound the horn before backing. Continuously check your surroundings.
While backing left or right, communicate your intentions by activating the appropriate turn signal. Continuously check your surroundings for safety.
Back slowly. Avoid excessive or unnecessary acceleration. Continuously check your surroundings for safety.
Back up camera. In addition to all other backing steps, you may use the backing camera monitoring system. However, you must always continue to check your surroundings for safety.
If available request assistance from responsible helper. He or she can help you with your blind spots. A helper should be outside the vehicle in a position where he/she can be seen and heard by the driver. Preferably, instruct the helper to position at the rear and to the driver’s side of the vehicle, and where rear of the vehicle can be seen. If you cannot see or hear the helper, immediately stop backing the vehicle. Before backing, roll down your driver’s window for purposes of clear communications between you and the helper. Mutually agree on hand/voice command which both of you understand for the purpose of stopping, slowing, turning, etc.
Co-worker responsibility: If you are a reliable and confident co-worker, and you observe your co-worker driver initiating a backing maneuver, and a helper is not assisting, offer help and/or assistance with the maneuver. Follow procedure previously mentioned.
PASSENGER SERVICE
Drivers must transport passengers safely and efficiently. Make passengers feel welcomed. Treat them with dignity. When you do this, passengers will treat you more pleasantly. They will be more willing to follow your directions, support you and respect you as a professional.
Drivers must make passengers feel comfortable. Greet your passengers. Adjust temperature controls for the comfort of your passengers.
8 Drivers must answer questions politely and completely. Speak clearly, calmly and with respect. Use respectful language and tone of voice, and avoid sarcasm. Be sensitive to their needs and disabilities.
Drivers must be alert to passengers. Be courteous, patient and polite. Maintain a positive attitude in difficult situations.
Drivers are to make themselves available to assist with loading and unloading passengers, including proper placement of seat belts.
Drivers should be aware of passenger dynamics such as seating needs. Know which passengers are of a falls risk condition and comply with specific or additional safety supports.
Drivers should be aware of passengers who can manage without assistance. However, be close by should assistance needs change. Periodically check to assure proper placement of seatbelt throughout the trips.
Drivers must keep accurate records of passengers as to who entered the vehicle for transportation service. Drivers must keep accurate records as to who disembark the vehicle. Prior to ending a shift, drivers must conduct a walkthrough of the vehicle passenger seating area to insure that no passengers remain on board.
Wheelchair Transportation Service
Special transportation services are required for passengers who utilize wheelchairs as a mobility device. They look to you for their safety as any other passengers.
Always think safety in all performance of you job. Lock the wheelchair brakes when not in motion. Passengers can be loaded on the lift platform in the forward or backwards positions. Note: Drivers do not occupy the lift platform with passengers.
Upon being positioned the passenger in the vehicle, insure they are faced forward. Properly apply the floor anchors wheelchair restraints to the frame. Insure that there is no more than a two inch play of movement.
Properly place the lap belt around the passengers’ pelvic zone and buckle it. Place the shoulder belt across the upper chest and attach it to the lap belt plate or buckle release. Insure the passenger is comfortable.
Upon off-loading passengers follow procedures in reverse order.
9 The lift is operated by the drivers while standing on the ground, except during manual operations. Report lifts failures to your supervisors.
If you must back the vehicle, look at your path. Make an observation for determining if there is anything that may impede a safe backing maneuver. If necessary get out of the vehicle and check the surroundings.
VIDEO AND AUDIO SURVEILLANCE
The Rappahannock Area Community Services Board provides services to individuals supported. The mission is to respect the dignity of the people we serve, keeping them safe, serving their needs in the lease restrictive environment possible and linking with other services as needed or requested. Video equipment is installed in vehicles owned by the agency.
Individuals registered for transportation services will be informed in advance of the use of surveillance equipment. Passengers or Caregivers will need to acknowledge awareness of the video/audio surveillance prior to the start date by signing the signature section of the Passenger Guidelines which will be filed in the Transportation Office. Warning notices will be posted at the entrance door of vehicles equipped with a surveillance system stating “This Vehicle is Equipped with Audio and Video Surveillance”.
PRE-TRIP INSPECTIONS
One step to safety is to know the condition of your vehicle. It is important to conduct pre-trip inspections of the vehicle. It helps you find problems that could cause a breakdown, delays or a crash. It should be carried out on a daily basis before the vehicle is placed in service. It should be conducted at the end of the day at conclusion of evening route. While route drivers conduct daily and routine inspections and checklists, some supervisors may only require drivers perform a complete pre-trip inspection and checklists on a weekly basis. However, a daily walk around inspection is important to check for immediate problems such as leaks, tires, glass, damage etc. If you are assigned to drive a vehicle that is not routine it should warrant a complete pre-trip inspection. Utilize the pre-trip checklist that is provided.
The inspection should consist of but is not limited to the following:
o Look for damage o Look underneath for leaks o Inspect belts and hoses o Fluid levels and Leaks o Tires and condition o Windows, windshield and wiper(s) blades, Mirrors
10 o Emergency Exits o Lights o Two –Way Radio o Back-up camera system o Heating and Air Conditioning System o Steering o Brakes o Railing, grab bars o Seats and seat belts, safety restraints secured and stored in the seats and not on the floor in the isle o Instrument Gauges, o Horn o Emergency Equipment: . Fire Extinguisher (Ensure that it is secured) . First Aid Kit (Ensure that it is secured) adequately stocked and dated. o Spill/Biohazard Kit (Ensure that it is secured) and adequately stocked o Wheelchair lift operations (cycle system completely o Wheelchair restraints and passenger belts restraint devices o Vehicle forms: Vehicle registration card, state inspection slip and current state inspection sticker, proof of insurance card, accident reporting forms o Clean
EMERGENCIES
In all emergency situations keep calm. You are the primary person that passengers look to for help and protection. You must respond in a manner that lessons the risk of injury or danger to passengers, yourself or vehicle.
Vehicle Accidents
If you are involved in a crash/accident stop the vehicle immediately. Turn on emergency flashers. Check on the condition all passengers if on board.
Make proper notification by radio or telephone. It may be necessary to ask a passer-by to phone the appropriate person if the situation warrants your attention for your passengers. Determine if any are injured.
Determine if it is necessary to evacuate the vehicle. If so, ensure you evacuate to a safe area.
Request needed assistance. Call 911 for police and/or medical emergency assistance. Further, contact the transportation office, your immediate supervisor, and your work site main office.
11 Relay information such as: Exact location, cross street and direction of travel, passenger injuries, and etc.
Take the necessary precautions to prevent further occurrences at the scene, keeping in mind the safety of the passengers. Properly position the emergency triangles along the scene area.
Cooperate with law enforcement officials. Do not assign blame or take responsibility for the crash/accident.
Obtain information necessary to file a report such as license plate information, make model and colors of vehicles involved, damages observed, phone number, addresses, driver license information and exchange insurance information.
Complete the agency insurance accident and agency’s incident report as soon as possible.
Fire and Smoke
Shut off the engine. EVACUATE the vehicle immediately. Move passengers to a safe location away from the vehicle.
Make proper notification by radio or telephone. Call 911.Contact dispatch office and /or main office site. It may be necessary to ask for help from a passer-by to notify appropriate person due to the attention that must be afforded to the passengers.
DO NOT opens the hood or engine compartment if there is sign of fire.
If you must use the fire extinguisher, only do so if you are sure what you are doing and it is safe for yourself and your passengers to do so.
Stay as far away from the fire as possible
Aim at the base of the fire, not at the flames
Position yourself up-wind.
Extinguishing until whatever was burning has been cooled.
Complete reports by the end of your shift
Medical Emergency
Medical emergency include, but not limited to: Excessive bleeding, difficult breathing, severe abdominal pains, and severe allergic reactions, loss of
12 consciousness, seizures, and chest pains. Call 911 to activate response from emergency medical personnel.
Notify your supervisor as soon as possible
Where appropriate, apply CPR and First Aid.
Complete reports by end of your shift
Other Illnesses
If an individual becomes ill while between the program site and their home the driver shall attempt to contact the Transportation Supervisor for instructions. Driver may also contact a program site supervisory staff.
If within 15 minutes of the passenger’s home, the driver may return to the home and release the individual to a family member or care giver. If driver is more than 15 minutes away from the home, the driver may continue on the route in normal manner, but periodically check on the passenger.
Upon arrival at the program site, inform an appropriate staff person of the situation.
If passengers are on board, let them know that everything is under control.
Activate emergency flashers.
Post the roadside emergency triangles.
Make proper notification by radio or telephone.
Protect your passengers and vehicle. Keep everyone seated on the vehicle. Take into consideration of any immediate danger or harm.
Supervisor will make proper notifications, and dispatch another vehicle.
TOBACCO FREE WORK PLACE
Rappahannock Area Community Services Board is committed to maintaining a tobacco-free workplace. Employees are prohibited from smoking tobacco or using tobacco products in vehicles at all times. Smoking is prohibited outside the vehicles while on duty.
13 EMERGENCY NUMBERS
911
RACSB OFFICES
Transportation Office 540 899-4331/4334 Two-way radio 540-850-3451 (cell) Belmont SAP 540-899-4437 Bridgewater Supervisor SAP 540-899-4673 Two-way radio Brittany Commons SAP 540-899-4483 Churchill Dr. Group Home 540-548-3580 Crisis Stabilization 540-374-3386 Devon Drive Group Home 804-448-1510 Home Road SAP 540-899-4086 Galveston Road Group Home 540-656-2373 Igo Road Group Home 540-775-3860 Kenmore Club 540-373-7737 Two-way radio Lafayette House 818 540-372-3587 Leeland Road Group Home 540-899-4430 Lucas Street (ICF) 540-785-2841 Meyers Drive Respite GH 540-899-4670 New Hope Group Home 540-372-3585 Piedmont Group Home 540-786-3676 RAAI (750 Kings Highway) 540-373-7643 Two-way radio Ross Drive (ICF) 540-785-4909 Ruffins’ Pond Group Home 540-654-1700 Scottsdale Group Home 540-899-4935 Stonewall Estates Group Home 540-785-9626 Wolfe Street (ICF) 540-310-0077 ______Clark Thomas (W) 540 899-4331 H (540) 845-4345 (C) 540 850-3451
Jim Gillespie (W) 540 899-4420 H (540) 898-7690
Ron Branscome (W) 540 899-4370 H (540) 371-6462
MAINTENANCE
Scheduled routine maintenance service is as recommended by the manufacturer 5000 (Diesel) and 3000/5000 (Gasoline) mile intervals respectively.
The drivers will complete a pre-trip inspection form daily to track mileage which includes the vehicle number, the date, current mileage, and a service due mileage.
14 A schedule for preventative maintenance is posted in the transportation office for assigned vehicles. Drivers will reference the Preventative Maintenance Schedule to determine the service due mileage to include on their pre-trip inspection forms. The service due mileage will be monitored daily. Once the mileage is accrued an appointment will be scheduled at one of the agency contracted vendors.
For vehicles assigned to other agency program sites follow instructions outlined by program directors and supervisors to ensure follow up of monitoring vehicle maintenance or service needs.
Should maintenance issues occur that need immediate repairs, notify your supervisor. Complete and turn-in the pre-trip inspection sheets.
RECORD KEEPING
Drivers are required and responsible for keeping, completing and turning in records reflecting what he/she did during a day of operation. Record keeping includes but is not limited to the following:
Drivers Daily Log Daily Pre-trip Inspection checklist Daily Incident Reports Accident Reports
TRIP ACCOUNTABILITY
When passengers are transported during program services, a passenger count must be recorded as directed by program director or supervisor. A passenger trips must by accounted for at each occurrence as a passenger(s) steps onto the vehicle and transported to specific destination, it must be documented as a trip. At the end of each month the passenger count and trip count must be calculated, filed and forwarded to the Transportation Office. At the end of the calendar year the total counts of passengers and trips for all the months combined must be forwarded to transportation office or CSS Office for Department of Public Transportation Grant requirements.
TRAINING
The Transportation Supervisor shall ensure that each driver is adequately trained in the operation of vehicles and equipment.
The Transportation Supervisor shall provide adequate orientation.
15 The Transportation Supervisor shall arrange and schedule Driving Improvement Classes for route drivers annually. Program Supervisors shall schedule Driving Improvement classes for drivers assigned to their programs.
Each driver is will attend agency required trainings including Driver Improvement, Fire Protection, Incident Report Writing, Universal Precautions, Customer Relations, Passenger Safety and Security, First Aid, CPR, Human Rights/Universal Precautions, Therapeutic Options, Cultural Diversity, Residential Competencies, HIPPA, and any other Net Smart University learning courses.
ADVERSE WEATHER Note: RACSB services are open and operate despite many weather conditions, but the provisions of RACSB Specialized Transportation generally follows the delivery of transportation in local school systems.
The drivers, passengers, or caregivers should monitor local radio or television station for school closing or delay information.
Drivers will adjust their pickup times to coincide with the local county/city school schedule.
If school openings are delayed, then transportation services will be delayed.
If schools are closed, then transportation services will not be provided.
If a school is closed for non weather related reasons such as holidays, teacher work days, etc. the RACSB Executive Director will authorize an announcement on the local radio station outlining which RACSB services are canceled or delayed, including transportation.
Weather Changes – In event of worsening weather conditions during day services, the Executive Director, or his designee, may authorize early terminations of services for that day.
FUEL PURCHASE
Voyager fuel credit cards are used to purchase fuel for agency vehicles ONLY. Fuel can be purchased at any fuel station that displays the Voyager symbol. Obtain fuel for vehicles when the fuel gauge indicator is at ½ full.
Carefully maneuver the vehicle up towards an appropriate fuel pump.
Purchase UNLEADED 87 fuels for the vehicles that require gasoline and ON ROAD DIESEL fuel for vehicles that requires diesel fuel.
16 Shut off the engine. Do not smoke or use cell phones while obtaining fuel. To prevent spillage do not over fill the tank.
Slide/swipe the card through the card reader. Follow the prompts as instructed on the digital display.
Prompt 1: Driver ID requested. Key in only your assigned 6-digit pin number.
Prompt 2: Vehicle mileage request. Key in the current vehicle mileage on the vehicle.
Return the card to the protective clear cover that usually has chain and is hanging on the gearshift lever or where designated by your supervisor. DO NOT place the card in your pocket.
If card procedure fails, try again. If it continues to fail notify your supervisor and the transportation office for assistance.
Lost or Stolen Cards
Immediately report any missing or stolen cards to your supervisor and the transportation office. Measures will be taken to delete from the system and requesting a new one
TRANSPORTATION REGISTRATION PROCESS
ADMISSIONS (New Passengers) Individuals requesting transport via the Specialized Transportation Program of the RACSB must be enrolled in RACSB services, and have case management.
Requests for transportation service are to be made through Developmental Disability Support Coordinators and Case Managers. They must complete a Transportation Registration Form and forward the form to the Transportation Office Manager for processing.
The following guidelines should be used when submitting a Transportation Registration Form:
Forms should be submitted as far in advance as possible. Allow at least five (5) days to process a new Transportation Registration. It is recommended that Developmental Disability Support Coordinators and Mental Health Case Managers contact the Transportation Office prior to submitting the registration to ensure space is available on the van, and to alert Transportation to the incoming registration to allow for preparation of route changes.
17 All registrations must be filled out completely. This means the street address (NOT the mailing address), including the city, and zip code. Also, complete phone numbers, birth dates, and Medicaid number (if applicable) must be submitted. A cost center must be indicated. Incomplete registrations will not be processed. Illegible registrations will not be processed.
Registration forms can be faxed to the Transportation Office (899-4336), or emailed to: [email protected]. The original copies should be forwarded via interoffice mail.
SCHEDULE/ ADDRESS CHANGES Schedule or address changes will only be made upon receipt of an updated Transportation Registration form. Passengers requesting schedule or address changes through Transportation will be referred to Case Management.
COST CENTER ADJUSTMENTS Cost center adjustments will only be made upon receipt of an updated Transportation Registration form.
TERMINATIONS Case Management must submit a Transportation Registration to terminate transportation services for a passenger. Ensure the appropriate box is checked for terminations. Include the passenger’s name, the termination date, Developmental Disability Support Coordinator or Case Management signature.
ATTENDANCE
ROUTE SCHEDULES Each regular route driver is provided with a rider schedule or “Drivers Daily Log”. This reflects the number of passengers assigned to each particular route, their schedules, their pick-up times, and space for recording pick-up and drop-off times
Drivers will review the on-file copy of each passenger’s Transportation Registration.
The driver will map the trip; notify the Transportation Supervisor and Office Associate of pick-up times and necessary route adjustments.
NOTIFICATION OF ABSENCE It is the responsibility of the passenger or passenger’s family/ caregiver, to notify the Transportation Office when scheduled transportation will not be needed. Absences without proper notification will be deemed “no-shows”. Three (3) consecutive “no-shows” will result in suspension of services. Developmental Disability Support Coordinators or Mental Health Case Managers will need to
18 contact Transportation Office in order for reinstatement of services for the individual.
The Transportation Office must be notified in the event that an individual(s) passenger departed the program site early, and will not require transportation in the afternoon. The passenger, parent, caregiver or the program staff person can make this notification.
NOTE: Proper notification will assist in preventing unnecessary travel time trips, waiting time, or other delays.
PASSENGER RIDERSHIP GUIDELINES
The guidelines includes information on safety such as use of seatbelts, residence accessibility, and unacceptable behavior, pick-up/ drop-off times, drivers’ names wait times, service cancellation procedures, video/audio surveillance, and disciplinary action for provided in this manual.
Passenger guidelines are provided to passengers and/or caregivers prior to the initiation of services. A copy will be maintained by passenger and/or caregiver.A signed copy acknowledging receipt of the guidelines will be returned to the transportation office and filed.
The Transportation Supervisor will respond to changing situations, conditions, suggestions, and safety concerns. Changes will be submitted to the Transportation Committee for review, and implementation. The Guidelines will be reviewed periodically by the Transportation Committee and revised as needed.
The Transportation Supervisor will ensure that each driver reads and understands the Guidelines.
Each driver will read, understand, enforce, and provide their passengers with a copy of the Ridership Guidelines.
TRANSPORTATION REVENUE AND EXPENSE POCEDURES
RACSB programs will be assigned vehicles by the Community Support Services Director on an as needed basis. All transportation expenses for these vehicles such as vehicle operating costs and vehicle insurance will be debited to the using programs based on the vehicle assignments. The current list of programs and vehicle assignments is provided in the manual.
19 TRANSPORTATION BILLING
Vehicles assigned to the Specialized Transportation Program are used for both fixed route transportation, and exclusive transportation.
Fixed Route Billing: Each individual provided fixed route transportation will be billed at per mile rate. In most cases the consumer’s transportation cost is subsidized in part by Medicaid, Stafford County, Rappahannock Goodwill Industries, and/or RACSB.
Exclusive Transportation: Each individual provided exclusive transportation (transportation outside the fixed route) will be billed per hour rate with a two-hour minimum. Again, in most cases the consumer’s transportation cost is subsidized.
TRANSPORTATION REVENUE
Medicaid: LogistiCare is the transportation broker for Medicaid reimbursement. They are invoiced at a per mile rate with some variable per mile rates with respect to ambulatory transportation. Wheelchair transportation service is billed at per mile rate.
Rappahannock Goodwill Industries (RGI): The cost of transportation for individuals employed by RGI will be calculated at per mile rate. RGI will be billed at a per dollar trip amount, less the Stafford subsidy amount for Stafford Counter ris Stafford County passengers). RGI will pay a flat fee portion of this through individual payroll deduction. The remainder will be charged to Sheltered Employment, account 3670-6004 POS Transportation.
Department of Rehabilitive Services (DRS): The cost of transportation services for DRS individuals employed by RGI, will be figured at per mile rate. RGI will be billed at per mile rate, and will reimburse the entire cost of transportation through a combination of consumer payroll deduction, and DRS funds.
Stafford County Passengers: Stafford County provides a monthly subsidy for transportation passengers residing in the county. Currently the subsidy is a dollar amount per day of operation. The monthly total is divided equally among all the residents utilizing the transportation services which is applied to off-set their transportation costs.
Day Support Program Billing: The respective Day Support programs will reimburse all remaining transportation cost for their individuals after all subsidies have been posted. In cases where an individual has no
20 subsidies, the day support program will be charged the entire cost of transportation.
All transportation revenue such as LogistiCare reimbursement, RGI reimbursement, Stafford County subsidy, program reimbursement, and RACSB reimbursement will be posted to transportation revenue accounts. A monthly Transportation Revenue Report is prepared by the Transportation Office Associate, and is forwarded to the Executive Director, Community Support Services Director, Reimbursement Manager, Finance and Administration Director, and the Transportation Supervisor for review. It is also forwarded to the Accounting Coordinator to allow payments to be posted to appropriate accounts.
SAFETY RECOMMENDATIONS
Drivers, Program Coordinators, Passengers, Developmental Disability Support Coordinators and Case Managers are welcome to submit written recommendations to improve safety. Recommendations shall be presented at the next scheduled Transportation Committee Meeting for review and/or implementation.
The pre-trip inspection will emphasize safety including daily checks to ensure that all fire extinguishers and safety kits are securely attached to the vehicle.
MANAGEMENT OF REPORTS
Vehicle performance data including trips, miles, service hours, fuel usage, tire usage, trip records from drivers’ logs and billing management are tools necessary to handle the demands of our Para transit operations
TRANSPORTATION COMMITTEE MISSION STATEMENT
The primary mission of the Transportation Committee is to provide a forum to help promote a safe, reliable, and comfortable means of transport for RACSB sponsored individuals to their program sites.
The Committee, composed of the Community Support Services Director, Developmental Disability Support Coordinator /Mental Health Case Management Supervisor, Residential Services Coordinator/ representatives, Kenmore Club Coordinator, RAAI Coordinator, Project LINK Leader, Transportation Supervisor/ Committee Chair, and a representative from Rappahannock Goodwill Industries, meets the third
21 Tuesday of each month. Most meetings are generally held at the Transportation Office.
The Committee shall endeavor to improve transportation services by offering suggestions, identifying and resolving issues/problems, and help develop policies and procedures for the improvement of existing services. The Committee shall operate as a team whose combined effort will result in a more person centered, sensitive, efficient, well-coordinated and safe transportation system for RACSB individuals served in Planning District 16.
It is understood that the Committee’s authority is limited to improving transportation-related policies/procedures within the current budget, and the Committee is subordinate to any existing RACSB policies/procedures. Any substantial change in services to our individuals or actions that require additional funding shall be recommendations only, and must be approved by the Community Support Services Director, and/or the Executive Director.
22 I have reviewed the following position description. Signed______PrintName______Date______
RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD
POSITION: TRANSPORTATION SUPERVISOR Approved DIVISION: COMMUNITY SUPPORT SERVICES CSS Dir SUPERVISOR: DIRECTOR, COMMUNITY SUPPORT SERVICES 11/14/97 05-1000.09 FLSA: EXEMPT GRADE: 11 DATE: 9/97 UPDATE: 3/16
OVERVIEW Supervises a large specialized transportation service in support of the agency’s programs and services. Work is performed under general supervision and is guided by agency policies and procedures.
DUTIES AND RESPONSIBILITIES
1. Assesses program and client needs and develops and adjust pick-up and return schedules. 2. Contracts for and oversees the maintenance of the transportation fleet. 3. Monitors and ensures vehicle safety compliance. 4. Trains and supervises fleet drivers. 5. Interviews applicants and recommends driver hires. 6. Coordinates and conducts driver training in First Aid, CPR, Defensive Driving, and passenger assistance techniques. 7. Coordinates the registration/licensing of new vehicles and disposal of surplus vehicles. 8. Manages use of vans by other programs and agencies. 9. Reviews and responds to parent/guardian contacts and complaints. 10. Maintains inventory of automotive replacement parts and supplies, e.g., oil, tires, fluids, wipers, etc. 11. Maintains transportation rosters. 12. Plans, develops and activates routes. 13. Monitors vehicle operation and enforces policy and procedures. 14. Completes reports and information requests from program areas and FTA reports. 15. Helps coordinates billing to programs, individuals and/or Medicaid. 16. Insures the appropriate display of required information in the fleet vehicles. 17. Maintains/updates central map of the planning district. 18. Reviews claim restitution and risk management issues related to insurance status. 19. Provides Medicaid reimbursable transportation to the other qualified individuals in the catchment area. 20. Reviews accident reports, secures estimates, contacts responsible parties and/or insurers, and arranges for vehicle repairs. 21. Coordinates monthly transportation meeting with RACSB programs. 22. Negotiates and coordinates service with other public and private providers as needed. 23. Serves on the agency’s Safety Committee. 24. Provides on-call functions during transit hours, primarily 6 a.m. - 6 p.m., Monday through Friday. 25. Does other work as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of the operating and safety practices and techniques related to driving a large passenger vehicle; thorough knowledge of state and local laws governing vehicular movement on public thoroughfares, considerable knowledge of routine preventative maintenance practices and common mechanical failures; considerable knowledge of the regional geography and road system; thorough knowledge of emergency first aid, CPR techniques and defensive driving techniques, some knowledge of general management principle and practices; some knowledge of the common and potential behaviors of the client population served and crisis intervention procedures and practices; ability to train others in the safe operation of the fleet vehicles; ability to schedule and supervise vehicle operators; ability to access and manipulate electronically filed data and prepare reports; ability to relate well with individuals and individual families and temporarily manage crisis situations; ability to establish and maintain effective working relationships with staff of the agency and other private and public agencies and organizations; ability to communicate effectively orally and in writing; ability to collect from a variety of sources including electronically files, compile and evaluate statistical and financial data and to prepare recommendations, reports, etc. I have reviewed the following position description. Signed______PrintName______Date______
TRANSPORTATION SUPERVISOR Page 2
TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE
Associate's Degree and considerable experience in fleet maintenance, operation, scheduling and dispatching including some supervisory experience.
LICENSURE AND CERTIFICATIONS
Valid state commercial driver's license, certification in First Aid, CPR, and Defensive Driving.
OTHER
Must possess all qualifications and skills required by federal and state regulations to bill Medicaid for the services provided. See Medicaid Billing Addendum.
ENVIRONMENTAL AND PHYSICAL EXPOSURE
Work involves some exposure to disagreeable environmental conditions such as severe weather or accident hazards in the frequent operation of fleet vehicles and occasionally requires lifting of objects such as tools or automotive supplies or assisting disabled passengers.
RELATIONSHIPS
Relationships require good communication and interpersonal skills and the ability to appropriately interact with the passenger population, represent and coordinate the program with agency management and program staff and negotiate with vehicle maintenance and repair providers and insurance companies. I have reviewed the following position description. Signed:______Print Name______Dated______
RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD
POSITION: VAN DRIVER Approved: CSS Dir. 11/97 DIVISION: COMMUNITY SUPPORT SERVICES SUPERVISOR: TRANSPORTATION COORDINATOR 05-1000.05 FLSA: NON-EXEMPT GRADE: 6 DATE: 9/97 UPDATE: 3/16
OVERVIEW
Operates a high-occupancy van and transports individuals with various physical and/or intellectual disabilities to and from their residences to various developmental programs provided by the Agency. Work is performed under regular supervision and is guided by well-established and specific agency policies, procedures and route schedules, ethical standards related to client interactions and state laws governing vehicular operation.
DUTIES AND RESPONSIBILITIES
1. Transports riders to and from programs and residences. 2. Assists riders with a variety of intellectual and physical disabilities on and off of the vehicle. 3. Plans and prepares pick-up schedule. 4. Performs routine maintenance on vehicle, including washing and cleaning. 5. Administers first aid or other emergency treatment to riders. 6. Completes paperwork relevant to route. 7. Attends related training. 8. Performs related work as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of the operating and safety practices and techniques related to driving a large, high- occupancy passenger vehicle; thorough knowledge of state and local laws governing vehicular movement on public thoroughfares; considerable knowledge of routine preventive maintenance practices and common mechanical failures related to the vehicle operated; considerable knowledge of the regional geography and major road systems; considerable knowledge of emergency first aid and CPR techniques; some knowledge of the common behavior of individuals with various physical and/or mental disabilities; ability to assist and/or lift adult riders; and agency staff; ability to operate a large, high-occupancy passenger vehicle with wheel chair lifts; ability to establish and maintain rapport with the individual population and their families; ability to establish and maintain effective working relationships with agency and staff of other private and public organizations; ability to function calmly in stressful if not crisis situa- tions; ability to observe and report individual behaviors and functioning; ability to lift and secure mobility apparat us; ability to prepare routine documents on a personal computer.
TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE
High School Diploma and extensive driving experience including considerable paid experience in transporting others.
LICENSURE AND CERTIFICATIONS
Valid state Driver's License. Commercial Driver’s License or eligible for one; CPR, First Aid Certification. Training in Therapeutic Options (THEROPS)
OTHER
Must possess all qualifications and skills required by federal and state regulations to bill Medicaid for the services provided. See Medicaid Billing Addendum.
ENVIRONMENTAL AND PHYSICAL EXPOSURE
Work involves considerable exposure to disagreeable environmental conditions such as the requirements to interact with clients having unsanitary behaviors, poor hygiene and contagious illness and/or are VAN DRIVER Page 2
potentially aggressive; drive a large vehicle and transport clients in inclement, if not severe weather; regularly physically assist and/or lift clients in the course of transporting; lifting moderate weight objects in connection with maintaining the vehicle and or moving mobility apparatus.
RELATIONSHIPS
Relationships require good communication and interpersonal skills in working with disabled, occasionally aggressive individuals and/or client families and coordinate services with other staff or community service providers. I have reviewed the following position description. Signed:______Print Name______Dated______
RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD
POSITION: OFFICE ASSOCIATE II (TRANSPORTATION) Approved DIVISION: COMMUNITY SUPPORT SERVICES SUPERVISOR: TRANSPORTATION SUPERVISOR 04-1100.6 FLSA: NON-EXEMPT GRADE: 6 DATE: UPDATE: 3/16
OVERVIEW Performs regular clerical work, which primarily involves word processing, some spreadsheet work, and other administrative duties. Works under the regular supervision of the Transportation Supervisor.
DUTIES AND RESPONSIBILITIES • Types reports, letters, and memoranda. • Assists in Administrative duties such as record tracking, procurement, and data entry. • Answers telephone calls, responds to inquiries, refers callers to appropriate staff and sends out requested information. • Maintains spreadsheet data. • Maintains Staff Activity Sheets. • Communicates on two-way Radio. • Maintains File System. • Maintains Appointment Calendar. • Copies and maintains adequate supplies of forms and materials. • Prepares and sends weekly billing data; resolves claims and billing discrepancies. • Receives and reviews daily trip logs. • Notifies appropriate agency of trip cancellations. • Create daily trip sheets. • Does related work as required.
KNOWLEDGE, SKILLS, AND ABILITIES Considerable knowledge of modern office practices, procedures, equipment and secretarial techniques; considerable knowledge of the correct use of business English, grammar and spelling; considerable knowledge of modern office software applications, e.g., Microsoft Office, Word, etc.; some knowledge of the operation and use of electronic medical records; some knowledge of basic bookkeeping practices; some knowledge of the terminology common to the program served; ability to communicate effectively orally and in writing and use correct punctuation, spelling and grammar; ability to type at a rapid rate; ability to establish and maintain effective working relationships with staff of the agency, insurance companies and the public; ability to perform administrative and complex clerical tasks requiring accuracy and attention to detail; ability to file, index, and use cross-referencing methods; ability to prepare and maintain records; ability to safeguard the confidentiality of sensitive information; ability to perform routine arithmetical calculations; ability to understand and carry out oral and written instructions; ability to efficiently use personal computers, facsimiles, printers, and other office machines; ability to drive a vehicle.
TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE High School Diploma and some experience working in a business office.
LICENSURE AND CERTIFICATIONS Valid Virginia Driver’s License
OTHER Must possess all qualifications and skills required by federal and state regulations to bill Medicaid for the services provided. See Medicaid Billing Addendum.
ENVIRONMENTAL AND PHYSICAL EXPOSURE Work requires some exposure to disagreeable environmental elements in the interaction with clients having unsanitary behaviors, poor hygiene and contagious illness, are intoxicated or hostile; lifting moderate weight objects such as supplies in connection with the operation of the office. I have reviewed the following position description. Signed:______Print Name______Dated______
RELATIONSHIPS
Relationships require excellent communication skills and interpersonal skills in assisting and/or serving the public and clients; obtain, provide and clarify information and obtain the cooperation of agency staff and those of external organizations. RACSB Vehicle Assignments
Purchase Acquisition Fuel Veh # Inv Tag # VIN # WC spots Year Make Model Plate # Value 17 Ins Cost 17 Price Date Type Color 12 RU 5000- Transportation Clark Thomas 540-850-3451 $7,119.00 69 2252 1FDFE45P99DA21391 3 2009 Ford 15 Pass BusBOC 146-195L $50,535 7/16/2009 $12,634 $324.61 Diesel white 73 2256 1FDFE4FS5ADA79148 6 2010 Ford 15 PassBOC 160-158L $49,503 6/22/2010 $12,376 $321.51 Gas white 82 2595 1GB6G5BG7C1166273 0 2012 Chevrolete Express Cuta Bus 171421L $54,517 6/22/2012 $27,259 $500.10 Gas white 83 2596 1GB6G5BG7C1157427 0 2012 Chevrolete Express Cuta Bus 171420L $54,517 6/22/2012 $27,259 $500.10 Gas white 84 2597 1GB6G5BG9C1158403 0 2012 Chevrolete Express Cuta Bus 171422L $54,517 6/22/2012 $27,259 $500.10 Gas white 99 2675 1GB6G5BG3D1188286 0 2013 Chevrolete Supreme BusBOC 176726L $55,664 9/5/2013 $27,832 $506.98 Gas white 100 2674 1GB6G5BG7D1188758 0 2013 Chevrolete Supreme BusBOC 176725L $55,664 9/5/2013 $27,832 $506.98 Gas white 109 2784 1GB6G5BGXE1206686 2 2014 Chev 15PassBOC 181878L $57,640 11/4/2014 $48,994 $760.93 Gas white 110 2785 1GB6G5BG9E1206114 2 2014 Chev 15PassBOC 181879L $57,640 11/4/2014 $48,994 $760.93 Gas white 111 2793 1FDFE4FS3FDA27976 2 2015 Ford/Starcraft Allstar 187290L $59,180 7/23/2015 $53,262 $812.14 Gas white 112 2794 1FDFE4FS5FDA27977 2 2015 Ford/Starcraft Allstar 187287L $59,180 7/23/2015 $53,262 $812.14 Gas white 113 2795 1FDFE4FSFDA27980 2 2015 Ford/Starcraft Allstar 187288L $59,180 7/23/2015 $53,262 $812.14 Gas white 5 RU-2680 Kenmore Club Amy Jindra 540-373-7737 $1,233.00 23 287 1GJGG25U361264004 0 2006 GMC G2500 Van 134486L $21,789 7/18/2006 $5,447 $238.37 Gas Green 32 1347 2B6LB31Z2XK539383 0 1999 Dodge 13PassVan 35706L $32,738 7/20/1999 $8,185 $271.21 Gas white 57 2085 1GJGG25U971184885 0 2007 GMC Savanah 141-286L $20,739 3/19/2007 $5,185 $235.22 Gas white 80RAAA 02572 1FTDS34L49D487179 2 2009 Ford E350 Van 359446 $43,240 12/1/2009 $10,810 $302.72 Gas white TLR 319 4YMUL1211AV083329 0 2010 N/A Trailer 31450L $1,393 4/14/2010 $1,000 $185.00 n/a black 2 RU 2370 PACT Teresa Quick 540-424-5040 Pact Team $817.00 119 1FADP3E29GL232930 0 2016 Ford Focus 189027L $15,942 2/26/2016 $15,942 $364.30 gas Silver 120 2C4RC1BGXGR157498 0 2016 Chrysler Sport Van 189-038L $23,246 6/16/2016 $23,246 $451.95 gas Gold 1 RU 2784- Bridgewater Apts. Bert Cush 540-899-4673 $235.00 46 1939 1GJGG25U651238446 0 2005 GMC 12 passenger 120777L $20,602 6/1/2005 $5,151 $234.81 Gas white 18 RU 3650- RAAI Meri Brooks Payne 540-645-0099 $10,243.00 68 2251 1FDFE45P79DA21390 3 2009 Ford 15 Pass BusBOC 146-194L $50,535 7/16/2009 $12,634 $324.61 Diesel white 74 2260 1FTDS3EL5BDA25911 2 2011 Ford Braun 160-186L $44,921 1/7/2011 $15,722 $361.67 Gas Silver 76 2352 1FDFE4FS6BDA68564 2 2011 Ford 15PassBOC 165-706L $47,238 6/22/2011 $16,533 $371.40 Gas white 77 2353 1FDFE4FS8BDA68565 2 2011 Ford 15PassBOC 165-705L $47,238 6/22/2011 $16,533 $371.40 Gas white 78 2354 1FDFE4FSXBDA68566 2 2011 Ford 15PassBOC 165-707L $47,238 6/22/2011 $16,533 $371.40 Gas white 88 2679 1GB6G5BG5C1196064 3 2012 Chev Express Cuta Bus 172883L $54,743 1/23/2013 $35,583 $600.00 Gas white 89 2680 1GB6G5BG2C1195146 3 2012 Chev Express Cuta Bus 172881L $54,743 1/21/2013 $35,583 $600.00 Gas white 90 2678 1GB6G5BG7C1197930 3 2012 Chev Express Cuta Bus 172882L $54,743 1/21/2013 $35,583 $600.00 Gas white 91 2677 1FTSS3EL4DDA34786 3 2013 Ford Van 176703L $47,527 3/8/2013 $30,893 $543.71 Gas Blue 95 2734 1GJW7PFA5D1157109 1 2013 GMC Van 176-720L 24877.67 5/23/2013 $16,170 $367.05 Gas Dark Green 101 2743 1FTSS3EL9DDB11684 2 2013 Ford Econoline 176729L $47,217 10/10/2013 $30,691 $541.29 Gas Gold 103 2741 1FTSS3EL4DDB11687 2 2013 Ford Econoline 176728L $47,217 10/10/2013 $30,691 $541.29 Gas Blue 106 2790 1FTSS3EL8EDA55643 2014 Ford Econoline 181858L 48533 7/17/2014 $41,253 $668.04 Gas 107 2786 1GB6G5BG7E1206614 2 2014 Chev 15PassBOC 181881L $57,640 11/4/2014 $51,876 $795.51 Gas white 108 2787 1GB6G5BG3E1207274 2 2014 Chev 15PassBOC 181881L $57,640 11/4/2014 $51,876 $795.51 Gas white 114 2796 1FDFE4FS7FDA27978 2 2015 Ford/Starcraft Allstar 187290L $59,180 7/23/2015 $53,262 $812.14 Gas white 115 2970 1FDEE3FS7GDC07307 2 2015 Ford/Starcraft Allstar $56,028 8/28/2015 $51,325 $788.90 Gas white 116 2969 1FDEE3FS9GDC07308 2 2015 Ford/Starcraft Allstar $56,028 8/28/2015 $51,325 $788.90 Gas white 1 RU 3771- Wolfe Darrageh Walker 757-876-4273 $760.00 117 2792 1FBZX2CM3FKA55590 3 2015 Ford Transit $51,489 12/1/2015 $48,915 $759.97 Gas White 1 RU 3772- Leeland Jennifer Norman 703-899-1913 $533.00 87 2673 1FTSS3EL5CDB23006 2 2012 Ford Braun 171-440L $46,102 10/5/2012 $29,966 $532.60 Gas Gold 1 RU 3773- Stonewall Brenda Duiguid 202-236-2503 $533.00 86 2672 1FTSS3EL3CDB23005 2 2012 Ford Braun 171-439L $46,102 10/5/2012 $29,966 $532.60 Gas Grey 1 RU 3775- Ruffin's Pond Traci Collier 540-419-7583 $351.00 79 2594 1FTSS3EL3BDB25738 2 2011 Ford E350 Van 165-721L $42,210 9/26/2011 $14,774 $350.28 Gas Silver 1 RU 3774- Devon Drive Ashley Swift 270-723-0344 $669.00 105 2789 1FTSS3EL6EDA55642 2014 Ford Econoline 181857L 48533 7/17/2014 $41,253 $668.04 Gas Blue 1 RU 3776-Piedmont Drive Wendy Cline $533.00 85 2671 1FTSS3EL1CDB23004 2 2012 Ford Braun 171-441L $46,102 10/5/2012 $29,966 $532.60 Gas Dark Blue 1 RU 3777-Igo Road Christina Rezendes 703-582-6792 $570.00 104 2744 1FTSS3EL1DDB14935 2 2013 Ford Econoline 176731L $47,217 10/10/2013 $33,052 $569.62 Gas Silver 1 RU 3778-New Hope Sophia Masvaure 703-868-7947 $570.00 102 2742 1FTSS3EL2DDB11686 2 2013 Ford Econoline 176730L $47,217 10/10/2013 $33,052 $569.62 Gas Blue 1 RU 3779-Scottsdale Tamika Johnson 540-735-6240 $791.00 118 2788 1FBZX2CMXFKA63458 2015 Ford Transit $51,489 12/1/2015 $51,489 $790.87 Gas White 1 RU 3790-Galveston Megan O'Connell 540-287-9204 $298.00 67 2258 1FTSS34LX8DB44989 2 2008 Ford Braun Van 146175L $41,426 10/24/2008 $10,357 $297.28 Gas Drk Green 1 RU 3791-Churchill Nolan Speichinger 540-548-3580 $351.00 75 2571 1FTSS3EL5BDA48239 2 2011 Ford E350 160-197L $42,210 3/15/2011 $14,774 $350.28 Gas burgandy 1 RU 3781- ID Supp Apts. Kimberly Ehinmiakhena 540-370-0057 $368.00 94 2730 1GJW7PFA4D1155822 1 2013 GMC Savanah 176-719L 24887.67 5/23/2013 $16,177 $367.12 Gas Drk Green 2 RU 3784- ID Supp Apts. Exp. Daniel Bairley 379-8977 $604.00 44 1898 1GJGG25U141221732 0 2004 GMC 10 Passenger van 120730L $21,313 6/14/2004 $5,328 $236.94 Gas Pewter 93 2729 1GJW7PFA6D1157202 0 2013 GMC Savanah 176-718L $24,878 5/23/2013 $16,170 $367.05 Gas Navy Blue 2 RU 3792 / 3793 Ross/Lucas Courtney Ross 540-809-4837 $1,083.00 96 2731 1FTSS3EL0DDA74556 1 2013 Ford Van 176-715L $47,220 5/31/2013 $30,693 $541.32 Gas Red 97 2732 1FTSS3EL2DDA74557 1 2013 Ford Van 176-716L $47,220 5/31/2013 $30,693 $541.32 Gas Gold 1 RU 3794 Myers Drive Lacey Fisher 540-207-5705 $542.00 98 2733 1FTSS3EL9DDA74555 1 2013 Ford Van 176-717L $47,220 5/31/2013 $30,693 $541.32 Gas blue 1 RU 1100- Program Support Todd Larkin 540-645-1780 $241.00 43 1892 1GBHC24U23E368078 0 2003 Chev Pickup 119 313L $22,400 9/11/2003 $5,600 $240.20 Gas Dark Green 1 RU 2400 MH Case Management Patricia Newman 540-645-1780 $234.00 81 2572 3N1CN7AP8CL848396 0 2012 Nissan 4dr sedan Versa 165734L $14,300 12/16/2011 $5,005 $233.06 Gas Navy Blue 1 RU 2770- Crisis Stabilization John Butler 540-785-5940 $224.00 53 2081 2FMDA51287BA35823 0 2007 Ford Freestar 141-299L $16,762 11/16/2006 $4,191 $223.29 Gas Silver 2 RU 2778-MH Supp Apts-Home Road Nancy Cseko 540-645-7851 $642.00 56 2084 1GJGG25U271176479 0 2007 GMC Savanah 141-280L $21,936 2/12/2007 $5,484 $238.81 Gas Green 92 2678 IGJZ7ZFG0D1142028 0 2013 GMC Van 176707L $29,400 3/13/2013 $19,110 $402.32 Gas Blue 1 RU 2786 -MH CRServices Brian Anderson 540-424-3681 $227.00 60 2122 1D8GP24E57B252192 0 2007 Dodge Grand Caravan 141-308L $17,719 6/7/2007 $4,430 $226.16 Gas Blue 4 ID residential Split Steven Curtis 540-322-7421 $1,184.00 42 1661 1FMRE11W42HB57242 0 2002 Ford 9 pass van 112607L $23,932 7/12/2002 $5,983 $244.80 Gas Dark Blue 55 2083 1FTSS34L96DB30899 2 2006 Ford Braun 141-278L $38,573 1/10/2007 $9,643 $288.72 Gas Blue 54 2082 1FTSS34L76DB30898 2 2006 Ford Econoline 141268L $38,573 1/4/2007 $9,643 $288.72 Gas Dark Blue 50 1989 1GJGG25UX61179743 0 2006 GMC 10 Passenger van 120-791L $44,921 1/7/2011 $15,722 $361.67 Gas Burgandy 65 Total vehicles $1,628,750 $30,721.00 14-Jul-16 TLL
1. Scheduled vehicle repairs should follow RACSB Purchasing Procedures. However, in the case of unscheduled or emergency repairs, you may authorize costs up to $200 at approved vendors (see list below). Costs in excess of $200 must have Director approval. Requisitions and Invoices must be promptly forwarded. The Transportation Supervisor, Clark Thomas, may provide technical assistance if needed.
RACSB TRANSPORTATION VENDOR LIST
General Repairs Phone Number Towing Phone Number
Merryman’s Service Center (540) 371-6990 The WorX Garage (540) 220-7878 507 Lendall Lane Sullivan’s Towing & Recovery (540) 899-8993 Fredericksburg, VA 22405 Coleman’s Motor Co. (540) 898-4295 day (540) 786-4668 eve
Merryman’s Service Center (540) 371-6990 800 William Street Fredericksburg, VA 22401
Glass Purvis Ford (540) 710-1400 3660 Jeff Davis Hwy. Safe-Lite Auto Glass (540) 899-3604 Fredericksburg, VA 22408 2220 Plank Road Fredericksburg, VA 22401
Radley Chevrolet (540) 898-4000 Alignment 3670 Jeff Davis Hwy. Fredericksburg, VA 22408 Bennett’s Front End Service (540) 898-4500 3925 Lafayette Blvd. Fredericksburg, VA 22408
Safford Dodge (540) 898-7200 5202 Jeff Davis Hwy. Fredericksburg, VA 22408
Body Work
Ultimate Pontiac, Buick, GMC & (540) 898-6200 Downtown Garage & Auto Body (540) 898-4300 Isuzu 4913 Massaponax Church Rd. 5150 Jeff Davis Hwy. Fredericksburg, VA 22407 Fredericksburg, VA 22408
Wheelchair Lift Service Tom’s Auto Body (540) 371-2570 164 Kings Hwy. Sonny Merriman (703) 331-5519 Fredericksburg, VA 22405 10149 Piper Lane Bristow, VA 20136 For Braun and BOC Vehicles
Tires Radio – 2 Way
Tire Tread Service (540) 373-3131 Mid-Atlantic Communications (540) 371-6261 311 Bridgewater Street 68A Cool Springs Road Fredericksburg, VA 22401 Fredericksburg, VA 22405
Inspections GCR Tires (540) 834-0396 4911 Quality Drive Inspections should be performed Fredericksburg, VA 22408 at the dealer so that they will pull recall history of the particular vehicle
MEMORANDUM
TO: CSS Coordinators
FROM: Jim Gillespie, RACSB CSS Director
DATE: July 7, 2015; edited November 2015
RACSB preventive maintenance procedures are designed for vehicles driven a wide spectrum of miles by staff with varying skills. Program Coordinators need to reflect the conditions of their program in implementation of preventive maintenance procedures. Some vehicles are driven more than 30,000 miles annually or are regularly driven outside the Planning District. Such vehicles require a daily physical inspection. Many other vehicles are driven less than 5,000 miles annually, sometimes only driven weekly, and are driven by staff who have many other responsibilities in addition to driving. A visual inspection of vehicles is sufficient given the Program Coordinator’s agreement that a physical inspection is not required. All RACSB vehicles have comprehensive prevention maintenance using the Routine Inspection Checklist.
Enclosed are four RACSB Vehicle Inspection Forms:
1. RACSB Daily Physical Inspection Checklist for Specialized Transportation 2. RACSB Daily Visual Inspection Checklist for other RACSB programs 3. RACSB 500 Mile Physical Inspection Checklist is additional for problematic vehicles 4. RACSB Routine Inspection Checklist (done at Oil Changes) for all vehicles
RACSB Circle of Safety Vehicle Checklist Initial the Circle of Safety box on the Mileage Log to indicate all items on this Circle of Safety list have been completed. Note, sign, and date any issues or anything unable to be checked on the lines provided below. For vehicles used on long trips outside the planning district, an RACSB Specialized Tranportation DailyChecklist Inspection should be conducted.
Visual Inspection: Heating & Air Conditioning: Fuel Card in your possession Hot/Cool (please circle which was checked) No Fluid Leaks under the Vehicle Fans blowing & Correct Temp (hot or cold): Warning Lights Show no Problem Rear Windshield Washer Fluid Light not on Front Horn: works Tires: Communications: Have Tread & Not Low/Deflated Cell Phone working & Charged (RAAI only) Windows/Glass: Radio working Windshield & Wipers (note state inspection sticker)* Front, Rear & Sides- working and not broken Mirrors: Rear View Left/ Right Side view Wheel Chair Lifts (If Used): Passanger View Fold Out Lights: Up Headlights (including highbeams) Down Signal Fold in Stop Lights Parking Tie Downs working ( & correct number) Marker Interior Dash Board Note Problems/Explain/Date and Sign: Back-up (and Alarm) Back-up: Sensors & Camera Operational Brakes: Working Gauges: All Steering: working Interior: Railing Grab Bars Seats and Seat Belts
* Tickets are the responsibility of staff 6/26/2016
Effective 06/26/2016 NON FIXED ROUTE MILEAGE REPORT
Van Number: ______Month/Year of: ______Program Site: ______
Total Circle of Total No. of No. of No. of W/C Date: Hours Safety Mileage Out Mileage In Miles Passeng. W/Cs Trips Total Trips Staff Signature Destinations
TOTAL: Unduplicated Individuals
RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD Specialized Transportation Daily Physical Inspection Check List Use this form DAILY as a guide to conduct a pre-trip inspection prior to driving agency vehicles. Inform your Supervisor of any major and immediate repairs that are needed. Place a √ mark in the box to the right of items checked. Place an x mark in the box to the right if there is a problem that needs to be addressed. Remember to turn this form in DAILY!
Van #:______Date:______
Current Mileage:______Service Due at (mileage):______
Fluids: Tires: Oil level and leaks Inflation and Tread (ALL TIRES) Transmission Fluid and leaks Steering: Brake fluid Horn: Radiator / coolant Level and leaks (while engine is cool) Emergency Equipment: Power Steering Fluid level and leaks Fire Extinguisher (secured / charged / pull-pin / sealed) Windshield Washer fluid First Aid Kit (secured & properly stocked) In date: yes no Window & Glass : CPR Face Guard front, rear & sides Spill / Biohazard Kit (secured / properly stocked) Windshield and wipers (Check State Inspection sticker) Emergency Triangles Mirrors: Flash Light Rear View Web Cutter (orange in color): 1 in front & 1 in rear Left /Right Side View Vehicle Forms: Passenger View Vehicle Registration / Insurance Verification State Inspection sticker & receipt: Lights: Date Due: ______Headlights (including High Beams) Transportation Manual Turn signal Accident Report Form Stop Emergency Contact Forms Parking Fuel Card- Voyager last 3 digits of license plate# : Windows, Hatches, Doors Exterior marker Emergency Exits (open & close) Interior Wheel Chair Lift Operation: Dash Board Cycle Out and Down Driver compartment and passenger compartment Cycle Up and In Back-up cameras/sensors operational ______yes ______no Anti-Locking Device Communications: Lights: Platform side of exterior lift Transmitting & Receiving Wheel Chair Restraints: Video and Audio Restraints: One (1) set for each position Heating/Air Conditioning Check: Lap Belts: One (1) for each position Heat & Cool Shoulder Harness: One (1) for each position Fans (front & rear) Cleanliness (exterior & interior) A/C: Check weekly during winter months (run for 15 minutes) Date: Brakes- Including Parking Brake: Interior: Instrument Panel & Gauges: Railing Grab Bars Note Needs / Explain: (Use reverse side if necessary) ***********Report all maintenance needs to your supervisor
Print Name: ______Signature: ______
RACSB 500 MILE INTERVAL CHECKLIST (NON-ROUTE)
Program: Van #:
Current Oil level/ Visually Check Visible oil burn Visible fluid on Transmission Radiator level if Inspector’s leaks/date hoses, clamps, Coolant/ leaks Washer fluid marks by ground/ around Vehicle level/ leaks applicable Signature/ Date Mileage changed and belts exhaust vehicle
Inspection should occur every 500 miles. Write current mileage in leftmost column. Use one row for each 500 mile interval. Please use P for pass, F for Fail, or U for unknown. Inform your supervisor of any major and immediate repairs that are needed.
Van Number RACSB Date
Vehicle Condition Upon Arrival Vendor Name:
Exterior Check List
OK Failed May Require Attention Wiper Blades R/Front Tire L/Front Tire R/Rear Tire L/Rear Tire Battery & Cables Brakes Seat Belt Wear
Fluid Levels Checked
OK LOW Requires Attention Engine Oil* Brake Fluid Reservoir* Transmission Fluid* Coolant Recovery Reservoir* Power Steering* Windshield Washer Fluid
Check for Fluid Leaks & Belt Wear
OK Failed Requires Attention Engine, Transmission, Drive Axle, Fuel System Engine Cooling System Serpentine Belt Power Steering Belt Hoses; Engine, Power Steering, HVAC Steering Components & Steering Linkage Exhaust System Components
Additional recommended service and comments:
Items with an asterisk (*) require the program supervisor to complete the 500 mile interval checklist.
Date:______DRIVERS DAILY LOG 8/17/2016 Spotsylvania Lake Anna ROUTE 6 Van#______
Pickup Program Days Pickup A.M. A.M. P.M. P.M. Name Location Time On Off On Off
SP- Lawyers Rd RGI M - TH
SP- Courthouse Twin Lks T - F
SP- Partlow Rd KC M - F
SP- Raven Circle Laundry M & W
SP- Patterson KC M / W / F
SP- W.Copper RGI M / TH / F
F- Cowan Blvd KC M - TH
F- Manor Dr RGI T / W / TH
SP- Long Branch RAAI M - F
Comments & Vehicle Delay Information etc. No Shows, No Call, Weather, Breakdowns, etc.
A.M. P.M. Fuel (gallons & total cost): Passengers: Passengers:
Van Mileage Driver Hours End of Day A.M. In P.M. In Start of Day Out Out TOTAL In In
I hereby certify that the above information herein is accurate, true, and correct. Out Out Total Total Driver A.M. TOTAL
Driver P.M.
RACSB Specialized Transportation Registration
TO BE COMPLETED BY IDSC/MHCM. Please PRINT CLEARLY OR TYPE: Incomplete forms will be. returned Allow five (5) working days notice for processing.
ACTION: Admission Termination Address Change Schedule Change Program Change Other
Name: AVATAR # Street Address: City, State & Zip: Home Phone: DOB: Sex: Emergency Contact: Relationship: Phone #: (H): (Cell): (other): Support Coordinator: SC Phone # Program Start Stop Attending: Date: Date: Days attending: check with an X COST CENTER: Please indicate the appropriate cost center & include Medicaid # if applicable. AM / PM attending: check with an X AM PM 2680 MH PsySoc Rehab - Kenmore Club Monday 2680 MH PsySoc Rehab - Kenmore Club Medicaid Tuesday 3650 ID Day SupportMedicaid Waiver - RAAI Wednesday 3650 ID Day Support - RAAI Thursday DARS Funded Assessment - RGI approval needed
Friday DARS Funded Employment (no Medicaid)RGI - approval needed RACSB Sponsored Individual Supported Employment (RGI) Medicaid Waiver Pre-Vocational Services (RGI) Medicaid Waiver Group Supported Employment/Enclave Services (RGI) Medicaid Waiver Individual Supported Employment Services(RGI) Type of Transportation: (Check One:) Ambulatory: Medicaid # Wheelchair:
Is participant a Falls Risk? Yes No If yes, attach Falls risk plan
SPECIAL NEEDS: Please include any information that could affect the individual's ability to ride safely. To include but not limited to: Medical condition(s), seizure activity, behavior, non verbal, uses sign language etc.
Signature: Title: Date:
SECTION 2: FOR TRANSPORTATION OFFICE USE ONLY Route Assigned: AM pickup time: Mileage: To start on: PM drop off time: Logisticare Mileage:
For your safety…. RAPPAHANNOCK AREA Rappahannock Area COMMUNITY SERVICES BOARD The vehicle of which you are a passenger is Community Services Board equipped with audio and video surveillance. Video and audio monitoring is essential in Administration Offices providing a more appropriate level of safety for 600 Jackson Street SPECIALIZED the passengers enrolled in the transportation Fredericksburg, VA 22401 TRANSPORTATION program. 540-373-3223 Passengers should report any complaints or www.racsb.state.va.us PROGRAM concerns to the van driver immediately. The van driver shall report any incidents of Specialized Transportation Office misconduct to the Specialized Transportation Office: 540-899-4331 Supervisor immediately. Fax: 540-899-4336 Cell: 540-850-3451 In the event the incident endangers the safety of [email protected] other passengers, the individual will be returned to [email protected] REV 12/2012 either his/her home or day support program and left in the care of a caregiver or program staff TRANSPORTATION member. The appropriate notifications will be I, ______have received a copy of the Passenger Rules/Guidelines and was given INFORMATION, PASSENGER made should this occur. the opportunity to review the guidelines/rules in their RULES & GUIDELINES Continuous violations will result in suspension entirety and ask any questions pertaining to the from RACSB Specialized Transportation transportation system. Services. Name I understand that it is my responsibility to abide by these If suspension occurs, due to continued guidelines/rules and my ridership with the transportation unacceptable behavior, Case Management/Support program depends upon my adherence to these rules. Coordination must contact the Specialized Welcome to the RACSB Specialized Transportation Supervisor to resolve the issue, and I further understand that failure to sign this Transportation Office. We appreciate the if feasible, reestablish transportation services. acknowledgement and comply with any of these terms opportunity to provide you with or Passenger Rules/Guidelines disqualifies me from If you feel you have been unfairly suspended, you receiving transportation services. transportation services. It is our hope that can appeal the decision to your Case Manager/ you find our services satisfying. Please Support Coordinator or contact the RACSB contact the Specialized Transportation Human Rights Advocate at 540-899-4616. Signed: ______Date: ______Office with any concerns that you may (Passenger Signature) have regarding our services. Thank you. These guidelines have been set forth to protect the health and safety of all individuals utilizing RACSB Signed: ______Date: ______Specialized Transportation Services. We continually (Parent/Guardian Signature, if necessary) Specialized Transportation Office strive to provide the safest, most efficient Office: 540-899-4331 transportation to our participants. ______Fax: 540-899-4336 For RACSB Staff Use Only: Cell: 540-850-3451 We hope that you are satisfied with our services. If Make three (3) 2-sided copies of the completed/signed form. Provide one copy each to the Program, Specialized Transportation [email protected] you have any concerns, please contact the Program, and Case Management/Support Coordination. Return www.racsb.state.va.us Specialized Transportation Office at 540-899-4331. the signed original to the individual served. RACSB TRANSPORTATION INFORMATION, PASSENGER RULES & GUIDELINES
Your Van Driver’s Name: Pick-up and Drop-off Times Passenger Rules Morning Pick-up Time: a.m.* All RACSB Program rules extend to the Approximate Afternoon Drop-off Time: Specialized Transportation Program. To The van driver is responsible for p.m.* maintain a safe environment, all passengers individual safety and has the are expected to comply with the rules set You have been given a designated pick-up time. authority to enforce the guidelines and forth below. Individuals have the right to Individuals must be ready to board the van 15 expect courtesy, fairness, and respect. rules of safety while passengers are in his/ minutes before the pick up time her care. ( : ). Individuals should allow up to Individuals must: 15 minutes after the pick up time for the van to remain seated until you reach your Responsibility arrive ( : ). This allows the driver destination and wear seatbelts at all times; Caregivers, parents, and/or guardians are 30 minutes. only carry-on items that fit in your lap or responsible for assisting individuals to and under your seat; from the van entrance door. Upon It is our goal to arrive on time. Please be not correct or attempt to correct other boarding the van, the driver will assist all prepared for occasional variations resulting from passengers; riders requiring assistance. unexpected conditions such as traffic, weather, treat others with dignity; and breakdowns or schedule changes. Schedule have respect for the safety and well-being Residence Accessibility changes can result in slight delay or earlier pick- of others. The roadway/driveway to the home must be up. In the event the driver anticipates being later than :____ , we will make every effort to There will be no: maintained for safe travel. It should also be smoking, eating, drinking, or open free of obstructions (trees, limbs, trash cans, contact you. *Please note that these times are subject to change due containers; etc.). to permanent route changes. You will be notified if the loud talking, yelling, or swearing; pick up or drop off times change. verbal abuse to include swearing or yelling Notifications & Cancellations at others; stealing; Individuals or caregivers must give advance Wait Time notice to the van driver and/or the harassing or touching of others; The van driver will wait no more than two (2) Specialized Transportation Office when threatening actions, conduct, language, and/ pick-up is not needed. Three (3) consecutive minutes past the designated pick up time for or gestures, or bullying regardless of actual no-shows will result in the suspension of individuals to start boarding the van. After the intent; and/or services. two-minute period the van will depart and any behavior perceived to be disrespectful proceed to the next stop to maintain timely or disruptive. In the event an individual is brought to arrivals for all individuals riding the van. programming by other means, and desires to Possession of any of the following items is ride the van home, it is the responsibility of the Schedule Changes strictly prohibited and will result in rider or caregiver to notify the Specialized immediate suspension of services: All schedule changes must be submitted in Transportation Office in order to inform the alcohol, illegal drugs/substances, and/or writing to the Specialized Transportation driver of the need for afternoon transportation. chemical substances used for the purpose of If notification is not made, transportation may Office from RACSB Case Management/ gaining a “high;” and/or Support Coordination. not be provided. firearms, knives, pepper spray, and/or other weapons. RAPPAHANNOCK AREA COMMUNITY SERVICES BOARD SPECIALIZED TRANSPORTATION DEPARTMENT Phone: (540) 899-4331 Cell: (540) 850-3451 Fax: (540) 899-4336
To: Passengers, Guardians, Care Givers and Parents From: Clark Thomas, RACSB Transportation Supervisor (date) Please familiarize yourself with the Transportation Program’s inclement weather policy.
We follow the severe weather policy for the local public school systems.
• In the event of severe weather conditions, turn your radio to one of the following stations: 101.5 FM (WBQB), 93.3 FM (WFLS), 1230 AM (WFVA), or 1350 AM. You may also view your local news station or go to the Free-Lance star newspaper website at www.Fredericksburg.com. Listen for delays, closings, or cancellation announcements for the public school system in the County or City in which you reside.
• If schools are CLOSED as a result of severe weather, RACSB Transportation WILL NOT come to pick you up.
• If there are any hourly delays due to severe weather, RACSB Transportation will also be delayed.
• If schools are closed or delayed due to extreme cold/hot temperatures only, RACSB Transportation will still be coming to pick you up at your regular pick up time.
• If an announcement is made that there will be early closings due to severe weather, then RACSB programs will close and begin transporting individuals home early.
• If school is not in session due to teacher work days, winter break and spring break, RACSB Transportation will still be coming to pick you up. We only follow the public school closings when the weather is bad.
Whenever there is no transportation service provided due to weather, RACSB programs will still be open and operating.
We encourage you to refer to this policy to help you find out if our vans will be running. If you have any questions, please call the Transportation Office at (540) 899-4331.
Thank you!
Program Vehicles and Transporting
Policy Statement: It is the policy of RACSB Group Home programs to operate program vehicles in a manner consistent with the guidelines within the RACSB Transportation Manual. Procedures: 1. All staff are responsible for reading and signing off on their understanding of the manual. Program managers/supervisors are ultimately responsible in ensuring this has been completed for all staff.
2. Do not use a cell phone at any time while behind the wheel of an agency vehicle. If you need to make an emergency call, pull over when safe to do so, place the vehicle in park before making the call.
3. Due to the size (height and width) of agency vehicles, do not drive agency vehicles in or under Any Drive Thru/Canopy/Overhang/Enclosed Space (Examples include parking garages; bank, fast food, and pharmacy drive-thru lanes; etc.)
4. Backing a vehicle should be avoided. It’s always dangerous. If you must back the vehicle, follow these safety rules:
a. If there are 2 staff, the driver must request assistance from the secondary staff. He or she can help you with your blind spots. A helper should be outside the vehicle in a position where he/she can be seen and heard by the driver. Instruct the helper to position at the rear and to the driver’s side of the vehicle, and where rear of the vehicle can be seen. If you cannot see or hear the helper, immediately stop backing the vehicle. Before backing, roll down your driver’s window for purposes of clear communications between you and the helper. Mutually agree on hand/voice command which both of you understand for the purpose of stopping, slowing, turning, etc.
b. Co-worker responsibility: If you observe a co-worker initiating a backing maneuver, and no helper is assisting, it is your responsibility to offer help and/or assistance with the maneuver. Follow procedure previously mentioned.
c. Rely solely on your visual perception when backing. Do not rely solely on the electronic backing sensor device, or backs-up camera if installed.
d. When you arrive at your destination, attempt to park the vehicle in a position where you will not have to back when you depart.
e. If you must back do so upon arrival at your destination to position the vehicle for you can pull forward when you leave. f. While backing, turn your head. Take in the whole picture. Observe the rear front, and sides. Scan all mirrors – rear and side view. Back slowly, but immediately before the picture changes. Continue to check your surroundings for safety. Scan the back-up camera monitor.
g. Back from the driver’s side (left hand reverse) when possible, avoid blind backing.
h. Communicate. Activate the 4-way flashers and sound the horn before backing. Continuously check your surroundings.
i. While backing left or right, communicate your intentions by activating the appropriate turn signal. Continuously check your surroundings for safety.
j. Back slowly. Avoid excessive or unnecessary acceleration. Continuously check your surroundings for safety.
k. Back up camera. In addition to all other backing steps, you may use the backing camera monitoring system. However, you must always continue to check your surroundings for safety.
5. After use, prior to locking up and leaving the vehicle, all seat belts throughout the vehicle should be fastened to ensure no individuals are inadvertently left in the vehicle.
6. Two staff are required to be on the vehicle during the morning and afternoon transports of residents to and from their day programs. The secondary staff member (staff not driving) must sit amongst the individuals in the back of the van to help offer or provide support/assistance/intervention as needed.
7. ID Residential should follow day support guidelines with regards to pick up/drop off times and procedures for drop off. Particular to 750 Kings Highway, arrival times in the morning for Group Homes should be between 8:20 AM and 8:40 AM. Pickup times in the afternoon for the Group Homes should be between 3:20 PM and 3:40 PM. Group Home vehicles should utilize the area at the furthest ends of the sidewalk at Kings Highway to park for drop off/pickup functions. Pick up times should be communicated amongst group home staff to ensure pick up times are accurate.
8. One staff member should be delegated the duty of conducting a pre-trip vehicle inspection in accordance with the RACSB transportation manual procedures at least 1 time per week. Retain the vehicle inspection paperwork in a binder with vehicle service invoices and information for audit purposes.
9. Monthly vehicle trip counts for grant funded vehicles are to be reported to RACSB Specialized Transportation Department by the 3rd of every month. Rappahannock Area Community Services Board
Video Surveillance Policy
The Rappahannock Area Community Services Board (RACSB) provides services to individuals with Mental Health, Substance Abuse and Intellectual Disabilities. RACSB’s mission is to respect the dignity of the people we serve, keeping them safe, serving their needs in the least restrictive environment possible and linking with other community service providers as needed or requested. Video equipment may be installed in any RACSB facility and or vehicles owned or operated by RACSB.
The Transportation Information, Passenger Rules and Guidelines are provided to individual receiving services, their legal guardian or authorized representative upon admission to the program. If video surveillance is added after admission, the individual, receiving services, their legal guardian or authorized representative will be informed prior to the start of video surveillance. Each vehicle utilizing video surveillance will have a notice indicating the presence of video surveillance.
The RACSB Residential Facility Program Agreement is provided to individual receiving services, their legal guardian or authorized representative upon admission to any of RACSB’s group homes. If video surveillance is added after admission, the individual, receiving services, their legal guardian or authorized representative will be informed prior to the start of video surveillance.
The Crisis Stabilization Program Participant Responsibilities Agreement is provided to individual receiving services, their legal guardian or authorized representative upon admission to RACSB’s Sunshine Lady House for Mental Health Wellness and Recovery. If video surveillance is added after admission, the individual, receiving services, their legal guardian or authorized representative will be informed prior to the start of video surveillance.
System Equipment, Location and Field of Vision of Cameras
All cameras will be installed in public areas. They will not be allowed in private areas including bathrooms or bedrooms.
Operating Times
The cameras automatically record when activity occurs within the camera’s range of vision. The cameras are equipped with infrared for day and night vision and are very small and unobtrusive.
Record Retention and Viewing
1 Camera surveillance is recorded and saved on site up to 90 days. The monitors for the system are located in staff office facing away from community areas to assure only staff can view surveillance activities.
Reviewed images of previously recorded material will be logged on a RACSB Video Monitor Log form and placed in the Video Surveillance binder kept at each location with video surveillance. Copies of log entries will be forwarded to the RACSB Executive Director and RACSB Consumer Affairs/Human Rights Advocate. Previously recorded images can only be reviewed by:
• RACSB Senior Management • Designee authorized by Senior Management
Staff Orientation and Training
RACSB employees working at any location with video surveillance will receive an initial orientation and annual training concerning policies and procedures in regards to the security system. Training will be logged on an RACSB Training Time Record and placed in the employees personnel file.
Approval
The Local Human Rights Committee approves the use of the camera surveillance system. Any revisions to policy or procedure will be reviewed by the Local Human Rights Committee for approval.
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2 Video Cameras RACSB VANS
Safe and efficient transportation of the consumer population is facilitated by proper consumer behavior. When on the van consumers are to adhere to the rules set forth in the Client Ridership Guidelines.
1. Purpose Video/audio cameras may be used in RACSB vans to monitor the behavior of participants who are provided transportations services. The use of cameras will permit the driver to devote his attention to the safe operation of the vehicle while limiting the distractions of having to continuously monitor the behavior of passengers. When misconduct does occur, video recording can be used to clarify events, identify those involved and resolve issues more quickly.
2. Notification All consumers and drivers should be notified that they are subject to being videotaped on the van at any time. Each van should have a posted sign informing passengers of the possibility of being video taped. The message may read as follows: The actions of passengers on this van are subject to being recorded on video/audio tape. Ongoing written notification regarding videotaping must occur, addressing the purpose and use of video equipment and the need for personal awareness of safety issues.
3. Review Video tapes may be reviewed by any of the following persons involved in any investigation regarding safety or human rights, including, but not limited to: The Transportation Supervisor, Case Manager, the Director of Community Support Services, Program Managers, the Executive Director, and local and / or state Human Rights Advocate.
4. Maintenance Video tapes will be retained routinely for no more than 10 days; provided that there are no incidents reported. If a tape is required for investigation it will be retained until such time that the investigation and resulting action are complete. Tapes will be stored in a secure location.
5. Privacy All tapes are protected by the Health Insurance Portability and Accountability Act (HIPAA). A log shall be kept of the date and names of the individuals viewing the video tape. The video tapes shall not be available for viewing by the public in general, employees in general, media and other individuals. The Executive Director may authorize other individuals deemed necessary for investigation purposes.
RACSB Video Monitor Log
Location: ______
Date Recorded: ______
Date Reviewed: ______
Reviewed by: ______
Review Approved by: ______
Reason for Review: ______
Content of Recording:______
______Signature and Credentials of Reviewer Date Please forward a copy of the completed form to RACSB Executive Director and the RACSB Consumer Affairs/Human Rights Advocate
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What to Tell Citizens involved in a vehicle accident with the CSB
For the Citizen who believes that an RACSB employee driving a licensed RACSB vehicle is responsible for an accident in which you were involved, the information below may assist you.
Virginia’s Division of Risk Management administers program of self‐insurance which provides liability protection to RACSB, its employees and agencies of the Commonwealth for their negligence and any resulting liability.
Although the Division of Risk Management is NOT an insurance company and they have no adjusters or appraisers, you may submit your dispute to them for consideration.
If you would like to assert a claim through that office you may gather all of your supporting documents and submit your claim, along with all details of the incident, by mail to:
Commonwealth of Virginia Division of Risk Management Post Office Box 1879 Richmond, VA 23218‐1879
Please include the date of the accident with your submittal and indicate that the accident involved a vehicle owned by the Rappahannock Area Community Services Board, VaRisk II number G99C90.
Once the Division of Risk Management receives all of the necessary information they will review the matter and respond to the claim.
There may be other remedies available to you under Virginia law for any damages that you claim as a result of the accident. There are certain time limits for making a claim.
You may want to consult an attorney regarding your legal rights. RACSB cannot provide any advice to you other than the information set forth in this memo.
8118673-2 024123.02964
Braun® Limited Warranty
WARRANTY COVERAGE AND WARRANTY COVERAGE TIME PERIODS
The Braun Corporation (“Braun”) warranty covers certain parts of this wheelchair lift for three (3) years or 10,000 cycles and the cost of labor to repair or replace those parts for one (1) year or 3,000 cycles. If The Braun Corporation receives the warranty registration card within 20 days after the lift is put into service, the warranty labor coverage will increase from one (1) year or 3,000 cycles to three (3) years or 10,000 cycles. In addition, providing the warranty registration card is returned as noted above, the following lift’s power train parts are warrantied for ve (5) years or 15,000 cycles: Cable, Cylinder, Flow Control, Gear Box, Mo- tor, Pump, Hydraulic Hose and Fittings. This limited warranty covers substantial defects in materials and workmanship of the lift, provided that the lift is operated and maintained properly and in conformity with the owner’s manual. The warranty period begins on the date that the product is delivered to the rst retail purchaser by an independent, authorized dealer of Braun, or, if the dealer places the product into any type of service prior to retail sale, on the date the dealer rst places the product in such service. This limited warranty applies only to the rst purchaser. It may not be transferred.
WHAT BRAUN WILL DO TO CORRECT PROBLEMS
In the event that a substantial defect in material or workmanship, attributable to Braun, is found to exist during the rst year of warranty coverage, it will be repaired or replaced, at Braun’s option, without charge for parts or labor to the owner, in accordance with the terms, conditions and limitations of this limited war- ranty. If the substantial defect in material or workmanship, attributable to Braun, is found to exist during the second or third year of warranty coverage, it will be repaired or replaced, at Braun’s option, without charge to the owner for parts, only, in accordance with the terms, conditions and limitations of this limited warranty. Providing the warranty card is returned within 20 days as outlined above, the labor warranty period will be extended by two years of coverage in accordance with the terms, conditions, and limitations of this limited warranty. In addition, if a substantial defect in material or workmanship, attributable to Braun, is found to exist during the fourth or fth year of warranty coverage to the following lift’s power train parts: Cable, Cylinder, Flow Control, Gear Box, Motor, Pump, Hydraulic Hose and Fittings, it will be repaired or replaced, at Braun’s option, without charge to the owner for parts, only, in accordance with the terms, conditions and limitations of this limited warranty. The cost of labor for repair or replacement at any time after the warranty coverage detailed above is the sole responsibility of the owner.
Braun’s obligation to repair or replace defective materials or workmanship is the sole obligation of Braun under this limited warranty. Braun reserves the right to use new or remanufactured parts of similar quality to complete any work, and to make parts and design changes from time to time without notice to anyone. Braun reserves the right to make changes in the design or material of its products without incurring any obligation to incorporate such changes in any previously manufactured product. Braun makes no warranty as to the future performance of this product, and this limited warranty is not intended to extend to the future performance of the product. In addition, the owner’s obligation to notify Braun, or one of its authorized, independent dealers, of a claimed defect does not modify any obligation placed on the owner to contact Braun directly when attempting to pursue remedies under state or federal law.
LIMITATIONS, EXCLUSIONS AND DISCLAIMER OF IMPLIED WARRANTIES
ANY IMPLIED WARRANTY THAT IS FOUND TO ARISE BY WAY OF STATE OR FEDERAL LAW, IN- CLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR ANY IMPLIED WARRANTY OF FITNESS, IS LIMITED IN DURATION TO THE TERMS OF THIS LIMITED WARRANTY AND IS LIMITED IN SCOPE OF COVERAGE TO THE SCOPE OF COVERAGE OF THIS LIMITED WARRANTY. Braun disclaims any express or implied warranty, including any implied warranty of tness or merchantability, on items excluded from coverage as set forth in this limited warranty. Braun makes no warranty of any nature beyond that contained in this limited warranty. No one has authority to enlarge, amend or modify this limited warranty, and Braun does not authorize anyone to create any other obligation for it regarding this product. Braun is not responsible for any representation, promise or warranty made by any independent dealer or other person beyond what is expressly stated in this limited warranty. Any selling or servicing dealer is not Braun’s agent, but an independent entity.
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Braun® Limited Warranty
BRAUN SHALL NOT BE LIABLE FOR ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES THAT MAY RESULT FROM BREACH OF THIS LIMITED WARRANTY OR ANY IMPLIED WARRANTY. THIS EXCLUSION OF CONSEQUENTIAL AND INCIDENTAL DAMAGES SHALL BE INDEPENDENT OF ANY FAILURE OF THE ESSENTIAL PURPOSE OF ANY WARRANTY, AND THIS EXCLUSION SHALL SUR- VIVE ANY DETERMINATION THAT THIS LIMITED WARRANTY OR ANY IMPLIED WARRANTY HAS FAILED OF ITS ESSENTIAL PURPOSE. This warranty does not cover, and in no event shall Braun be liable for towing charges, travel, lodging, or any other expense incurred due to the loss of use of the product or other reason.
Some states do not allow limitations on how long an implied warranty lasts, or the exclusion or limitation of incidental or consequential damages, so the above limitations or exclusions may not apply to you.
HOW TO GET SERVICE
To obtain warranty service the owner must do all of the following:
1. Notify an authorized service center, of the claimed defect attributable to Braun, within the warranty cov- erage period designated above 2. Provide the notication mentioned in (1), above, within ten (10) days of when the owner discovered, or should have discovered, the claimed defect 3. Promptly schedule an appointment with and take the product to an authorized service center for service. 4. Pay any transportation costs and all expenses associated with obtaining warranty service.
Since Braun does not control the scheduling of service work at the independent dealerships you may en- counter some delay in scheduling or completion of work. If you need assistance you may contact Braun, at 631 West 11th Street, Winamac, Indiana 46996; 1-800-THE-LIFT, (843-5438).
If two (2) or more service attempts have been made to correct any covered defect that you believe impairs the value, use or safety of the product, or if it has taken longer than thirty (30) days for repairs to be com- pleted, you must, to the extent permitted by law, notify Braun directly, in writing, at the above address, of the unsuccessful repair(s) of the alleged defect(s) so that Braun can become directly involved in providing service pursuant to the terms of this limited warranty.
WHAT IS NOT COVERED
This Limited Warranty does not cover any of the following: defects in materials, components or parts of the product not attributable to Braun, any material, component or part of the product that is warranted by another entity (Note: the written warranty provided by the manufacturer of the material, component or part is the direct responsibility of that manufacturer); items that are added or changed after the product leaves Braun’s possession; additional items installed at any dealership, or other place of business, or by any other party, other than Braun; normal wear, tear, usage, maintenance, service, periodic adjustments, the effects of condensation or moisture from condensation; mold or any damage caused by mold; imperfections that do not affect the product for its intended purpose; items that are working as designed but that you are unhappy with; problems related to mis-operation, misuse, mishandling, neglect or abuse, including failure to main- tain the product in accordance with the owner’s manual, or other routine maintenance such as inspections, lubricating, adjustments, tightening of screws, sealing, wheel alignments or rotating tires; damage due to accident or collision, including any acts of weather or damage or corrosion due to the environment; theft, vandalism, re, or other intervening acts not attributable to Braun; damage resulting from tire wear or tire failure; defacing, scratches, dents or chips on any interior or exterior surface of the product, including those caused by rocks or other road hazards, damage caused by off road use, overloading or alteration of the product, or any of its components or parts.
Defects and/or damage to interior and exterior surfaces and other appearance items may occur at the fac- tory or when the product is in transit. These items are usually detected and corrected at the factory or by
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Braun® Limited Warranty a dealer prior to delivery to the purchaser. You must inspect the product for this type of damage when you take delivery. If you nd any such defect or damage you must notify the selling dealer, or Braun, at the time of delivery to have these items covered by this limited warranty and to have work performed on the items at no cost to you as provided by this limited warranty.
EVENTS DISCHARGING BRAUN FROM OBLIGATION UNDER WARRANTY
The following shall completely discharge Braun from any express or implied warranty obligation to repair or replace anything and void this warranty: misuse, neglect, collision, accidents, failure to provide routine maintenance (See Owner’s Manual), unauthorized alteration, off road use, Acts of Nature, damage from weather or the environment, theft, vandalism, tampering, re, explosions, overloading the product and odometer tampering.
LEGAL REMEDIES
Any action to enforce any portion of this limited warranty, or any implied warranty, must be commenced within six (6) months after expiration of the warranty coverage period designated above or the action will be barred because of the passage of time. Any performance of repairs shall not suspend this limitation period from expiring. Any performance of repairs after the warranty coverage period has expired, or performance of repairs regarding any thing excluded from coverage under this limited warranty shall be considered “good will” repairs, and they will not alter the terms of this limited warranty, or extend the warranty coverage period or the ling limitation period in this paragraph. In addition, since it is reasonable to expect that the product will need some service during the warranty period; this warranty does not extend to future performance. It only sets forth what Braun will do and does not guarantee anything about the product for any time period. Nothing in this warranty, or any action of Braun, or any agent of Braun, shall be interpreted as an extension of any warranty period or the ling limitation period in this paragraph. Some states do not allow a reduction in the statute of limitations, so this reduction may not apply to you.
WARRANTY REGISTRATION and MISCELLANEOUS
Your warranty registration records should be completed and delivered to the appropriate companies, includ- ing the Braun Delivery Checklist & Warranty form. That form must be returned to Braun within twenty (20) days of purchase. The Braun warranty will not be registered unless this warranty registration is completed and received by Braun. Failure to le this warranty registration with Braun will not affect your rights under this limited warranty as long as you can present proof of purchase, but it can cause delays in obtaining the benets of this limited warranty, and it changes the start date of the warranty to the date of nal assembly of the product by Braun.
Braun agrees to repair or replace any of its factory installed parts found to have substantial defects within the appropriate warranty period designated above, provided that the repair is authorized by Braun and car- ried out by an authorized service center (a Braun labor schedule determines the cost allowance for repairs). Braun will not honor any warranty claim for repairs or replacement of parts unless the claim is submitted with the appropriate paperwork, and the work is completed by an independent, factory authorized service center. The appropriate paperwork can be obtained by written or phone contact with Braun at the contact information in this warranty.
Braun reserves the right to designate where any warranty work can be performed. Braun also reserves the right to examine any defective workmanship or part prior to giving any authorization for warranty work. Braun’s return authorization procedure must be adhered to in order to process any warranty claims.
THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY ALSO HAVE OTHER RIGHTS THAT VARY FROM STATE TO STATE.
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