1. Fleet Safety Guidelines April 15, 2009 Keswic Joiner, Director of Risk Management

2. Fleet Safety Guidelines Background • Safety is our #1 priority and transportation is the greatest danger to students, faculty and employees in the college/university setting. • Nationally – the leading cause of death for 15 to 20 year olds – motor vehicle crashes.* • In Minnesota there were 510 traffic deaths in 2007. • Of those 510, 185 were ages 15-34.* *Per the Minnesota Safety Council

3. Fleet Safety Guidelines In FY05 the state’s auto liability experience deteriorated. • The average cost per claim increased from $2000 to over $13,500 • The RMD incurred five fatalities that year

4. Fleet Safety Guidelines Concerns of the RMF Reinsurer • Does the state have a fleet safety program? NO! • Commercial insurers in the private sector require their policyholders to have a fleet safety program. • Are state agencies checking Motor Vehicle Records? NO! • Is there an accident review process in place? NO!

5. Fleet Safety Guidelines • As a result of the discussions with the RMF’s reinsurer a Fleet Task Force was formed. • The agencies represented on the Fleet Task Force collectively operate 85% (11,000) of the state’s fleet. • The Fleet Safety Standards were developed. (They only apply to state owned/leased vehicles) • Minimum Driver Qualifications • Driver Responsibilities • Formal Driver Review Process

6. Fleet Safety Guidelines The following Meet and Confer Sessions have occurred: • AFSCME • IFO • MSUAASF • MSCF • MSCSA • MSUSA

7. Fleet Safety Guidelines Minimum Driver Qualifications • 18 years of age • 2 years of US/Canadian driving experience • Valid U.S. or Canada license • Annual review of driver MVR • Acceptable driving record • Completion of Vehicle Use Consent Form

8. Fleet Safety Guidelines Driver Responsibilities • Driver and all passengers shall wear seat belts • Avoid distractions while driving • Eating, personal grooming, reading, using a laptop, cell phones, etc.

9. Fleet Safety Guidelines Driver Responsibilities According to the MN State Highway Patrol, the average driver • Makes 400 Observations • Makes 40 Decisions • Makes 1 Mistake Every 2 miles. . . And that’s when they’re SOBER!!!

10. Fleet Safety Guidelines Formal Driver Review Process • MVR’s to be reviewed annually • Provides record of violations and reported accidents • Driving status will be confidentially maintained in driver’s personnel records • MVR will be reviewed by State Risk Mgmt for driver acceptability and safety

11. Fleet Safety Guidelines Importance of Prior Driving Record 2005 Fatal Crashes (15 to 20 yr olds) with previous records: Previous accidents: 14.1% Previous suspension: 11.2% Previous Speeding Violation: 20.6% Previous Other Moving Violation: 18.1% *Data from National Highway Traffic Safety Center

12. Fleet Safety Guidelines What have we done so far? • As of 7/1/08, we began requesting motor vehicle records of any students who would operate a college/university owned vehicle. • As of mid February campuses began requesting the records of their staff and employees.

13. Fleet Safety Guidelines MVR Results (as of 4/9/09): • Total number requested: 9453 • Total w/an ACCEPTABLE record: 8708 (92%) • Total w/a BORDERLINE record: 204 (2%) • Total w/a POOR record: 345 (4%) • Total whose records were not found: 196 (2%)

14. Fleet Safety Guidelines Definitions - ACCEPTABLE record • No more than 2 minor violations; OR • No more than 1 at-fault accident; OR • No more than a combination of 1 minor violation and 1 at-fault accident All occurring within the last 3 years

15. Fleet Safety Guidelines Definitions - BORDERLINE record • No more than 3 minor violations; OR • No more than 2 at-fault accident; OR • Any combination of minor violations and at-fault accidents totaling 3 occurrences All occurring within the last 3 years

16. Fleet Safety Guidelines Definitions - POOR record • 1 or more major convictions within the last 5 years • 4 or more minor violations in last 3 years; OR • 3 or more at-fault accidents in last 3 years; OR • Any combination of minor violations and at-fault accidents totaling occurrences in the last 3 years

17. Fleet Safety Guidelines Definitions - MINOR violations Any moving violation Examples: • Speeding • Failure to stop • Following too closely

18. Fleet Safety Guidelines Definitions - MAJOR violations • Driving under the influence of alcohol/drugs • Failure to stop/report an accident • Reckless driving/speeding contest • Driving while impaired • Making a false accident report

19. Fleet Safety Guidelines Definitions - MAJOR violations (cont) • Homicide, manslaughter/assault arising out of the use of a vehicle • Driving while license is suspended/revoked • Careless driving • Attempting to elude a peace officer

20. Fleet Safety Guidelines Next Steps: • Review and complete the vehicle use consent form • Human Resources will be coordinating the process for the Office of the Chancellor

21. Fleet Safety Guidelines You’ve requested and reviewed my mvr. Now what? State Risk Management will request and review all motor vehicle records • They will relay the status results to Human Resources Acceptable, Borderline, Poor

22. Fleet Safety Guidelines • Any record that raises a concern, such as a major violation within the last 5yrs, will be discussed between HR & State Risk Management • HR will then discuss the concerns with the individual’s supervisor • In rare circumstances a supervisor may need to take “appropriate” steps in response to a “Poor” driving record

23. Fleet Safety Guidelines Do I have to complete the consent form if I will ONLY use a RENTAL vehicle for work? No, however something to keep in mind: • The state has a contract with Enterprise Car Rental that includes insurance • If you rent from another rental car agency, you should purchase the coverage they offer

24. Fleet Safety Guidelines Do I have to complete the consent form if I will ONLY use my personal vehicle for work? No, however there are some things to keep in mind: • YOUR auto liability insurance will be primary • YOUR physical damage insurance applies • YOUR insurance premiums can be impacted • YOUR car is in the shop – cancel the vacation trip!

25. Fleet Safety Guidelines Questions…comments…