The Redwoods Group

The Redwoods Group Insurance Program for YMCAs
Risk Management Alert

Topic: Managing the Van Driver

The past several months have seen an increase in the number of van related accidents. Fortunately none of ours have been serious. As noted in the recently released RMA -- 15-Passenger Vans... use or not use, many YMCAs are eliminating the use of this vehicle in the interest of passenger safety and because of public perception and pressures. Every association should at least consider such action. Until a decision is made, or for the duration if you elect to continue using these vans for transportation, you should assume certain responsibilities. All van drivers should be properly screened, appropriately licensed, thoroughly trained, and fully at ease in the operation of the vehicle prior to any actual transportation of passengers.

Check with local authorities to see if a commercial driver's license or special endorsement is required for transporting children. Before allowing a driver to operate a vehicle on behalf of the association the following suggested minimum standards should be implemented (see also RMT -- Driver Qualification Standards).

any potential driver should be at least 20 (preferably 21), possess a valid driver's license, have at least 3 years of verifiable driving experience, and have completed a signed, written application form
before operating a YMCA vehicle a driver's eligibility should be evaluated by comparing his/her motor vehicle record (MVR) with the association's criteria (e.g., RMA -- Driver Selection and Control)
an approved defensive driving course should be completed prior to operating the vehicle as well as remedially as needed and every 3 (preferably 2) years thereafter
in-vehicle instruction in the specific type of vehicle to be operated should be provided before operation
a standardized road test in the vehicle to be used that evaluates skills and notes needed improvement (e.g., Form -- Driver's Road Test ) should be passed before driving duties start and annually thereafter
drivers who will transport people should be subject to pre-employment, random, reasonable cause, and post-incident drug and alcohol testing
drivers who will transport children should be subjected to fingerprinting and criminal background checks

Once the drivers are properly licensed, trained, and qualified, it is important to also follow the following operational guidelines to ensure the safety of the passengers and protect the reputation of the YMCA.

only the most experienced, qualified drivers (preferably with clear MVRs) should drive these vehicles
a documented pre-inspection check should be completed prior to use (e.g., Form -- Vehicle Inspection)
use should be limited to non-highway, non-freeway driving at speeds not exceeding 45 miles per hour
carry no more than 8 passengers, all of whom are seated toward the front (i.e., ahead of the rear axle)
everyone who rides in an association vehicle should be required, without exception, to wear a seatbelt

Please call us at 800-463-8546 to discuss this or any other risk management safety tip, or visit our web site at www.redwoodsgroup.com to learn more about YMCA risk management related issues.

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Risk Management services are provided by The Redwoods Group to assist the management of insured organizations in fulfilling their responsibilities for the control of potential loss-producing situations involving their operations. The Redwoods Group does not warrant that all potential hazards or conditions have been identified or evaluated, or that they are safely controlled. The liability of The Redwoods Group is limited to the terms, conditions, and limits of the policies it has issued when conducting Risk Management Services.

released 07/19/02