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.