PPMR 09-05, Vehicle Accident-Incident Investigation Procedures
-. Number: 09-OS
Subject: Vehicle Crash/
Incident Investigation
4 Village of North Palm Beach Procedures
Date: September 15, 2009
Revised: VPPM Section
10.6.2, May 26, 2009
POLICY AND PROCEDURES MANUAL REVISION
10.6.2 Vehicle Crash/Incident Investigation Procedures: Public Safety will be notified and
respond to the location where the crash/incident occurred and will conduct (or in cases of
conflict refer) an investigation. The involved staff member's supervisor will also be notified
and respond to ensure completion of internal documents that may be required. The
Department Head is responsible for seeing that the crash investigation reports and internal
documents are completed, and routed to the Public Safety Director and the Safety
Coordinator (HR Department) within twenty-four (24) hours of the crash/incident.
Supervisors will be responsible for their respective administrative investigation of all
accidents, injuries and occupational issues in their division using the following investigation
procedures:
A. Implement temporary control measures to prevent any further injuries to employees.
B. Review the equipment, operations and processes to gain an understanding of the accident
situation.
C. Identify and interview each witness and any other person who might provide clues to the
accident's cause.
D. Investigate causal conditions and unsafe acts; make conclusions based on existing facts.
E. Complete the internal crash/incident Investigation Report.
F. Provide recommendations for corrective actions.
G. Indicate the need for additional or remedial safety training. A crash/incident investigation
is an analysis of the crash/incident to determine causes that can be controlled or
eliminated.
H. Crash Review: A Traffic Crash Review Board (TCRB) for the Village will be established
by the Director of Public Safety and responsible for review of all vehicular crashes and
vehicle incidents involving Village personnel and Village vehicles.
1. Definition: A preventable crash is defined as any traffic crash or traffic incident
involving property damage or physical injury that may be avoided with applicable
action by the employee.
2. Procedure:
a. The Board is appointed by the Director of Public Safety and will consist of five
(5) members as follows:
Police Captain (Chairperson)
Human Resources (Risk Management)
Fleet Manager (Village)
Fire Lieutenant (Administration)
Police Officer (Traffic)
b. The TCRB will make a determination if the crash being reviewed was
preventable. Decisions of the TCRB will be by majority vote. The decision of the
TCRB will not be contingent upon a chargeable offense or upon the finding of a
court hearing on such charges.
c. The TCRB will conduct an administrative investigation to determine whether
there was any violation of Florida State Statutes, Village Directives, or
Department Directives. The TCRB may make recommendations for policy
modifications, safety improvements and/or training. The TCRB may make other
determinations as requested and/or directed by the Public Safety Director.
d. The TCRB will convene within thirty (30) days of the traffic collision or incident
at a time and place determined by the TCRB Chairperson. The involved employee
will be notified and may elect to appear before the TCRB to answer any questions
or discuss the crash. Upon conclusion of the review, the Board will render a
finding.
e. The Chairperson is required to submit a written report to the Public Safety
Director. After the report is reviewed by the Director, the appropriate disciplinary
or corrective action will be recommended and forwarded to the Village Manager
for final determination. The TCRB is afact-finding body and may NOT
recommend disciplinary action. This process will be concluded within 45days of
the date of incident unless articulated extenuating circumstances require an
extension (with approval of the Village Manager).
3. Documentation: The following applicable documentation will be completed for
traffic crashes/incidents involving employees driving department-owned or leased
vehicles:
a. Damaged Equipment Form (completed by Supervisor).
b. Memorandum(s) completed by each involved staff member.
c. Applicable Florida Traffic Crash Reports (HSMV 90003, 90004, 90005)
d. Traffic crash photographs
e. Fleet Maintenance documentation noting any alleged mechanical defects with the
department-owned or leased vehicle.
4. Discipline: Discipline will be determined based upon the findings of culpability by
the crash review board and the Public Safety Directors application of the below
matrix and any other applicable directives. The following discipline pertains to
crashes/incidents deemed preventable. Action is cumulative for all crashes/incidents
occurring within the preceding three-year period.
a. Upon approval of findings and recommendations, the appropriate department
Director will notify the driver in writing of the imposed discipline or corrective
action.
b. Drivers notified of a preventable crash and associated discipline may appeal the
findings using the discipline appeal process established by collective bargaining
agreements and Village directives.
c. All Preventable crashes will require an appropriate driver improvement program.
d. Driver improvement programs, Counseling Reports, and temporary loss of
vehicle assignment privileges are not considered discipline.
e. Employees found violating traffic laws may be issued citations and assigned
duties which prevent them from using Village vehicles for a time period specified
by their Director. This action is not subject to the appeal process.
£ Employees failing to report a crash will be subject to appropriate disciplinary
action.
5. Traffic crash/incident severity definitions:
a. A minor crash/incident is one caused by slight negligence or carelessness, which
does not have the potential for serious injury and does not involve significant cost
to repair. (Example: Improper backing at slow speeds and striking a sign pole;
slow motion forward and bumping another car).
b. A more serious/clear-cut violation is a crash/incident caused by greater
negligence or carelessness and which has a potential for serious injury or
significant cost to repair. (Example: a crash caused by unreasonable speed above
the posted limit; a crash caused by improper passing; or a crash caused by
obvious violation of right-of way.
c. An extreme/complete disregard violation is a crash/incident caused by reckless or
irresponsible vehicle operation with gross disregard for the safety of persons or
property, or which results in personal injury and/or substantial cost to repair.
Traffic Crash/Incident Review Recommended Disciplinary Guidelines
Severity of First Offense Second Offense Third Offense
Crash
Letter of Written One Day
Minor Counseling and Reprimand and Suspension up to
Driver Training Training Dismissal and
Driver Training
More Serious/ Written One Day Five Day
Clear Cut Reprimand and Suspension up to Suspension up to
Driver Training Dismissal and Dismissal and
Driver Training Driver Training
Extreme/ One Day Five Day Ten Day
Complete Suspension up to Suspension up to Suspension up to
Disregard Dismissal and Dismissal and Dismissal and
Driver Training Driver Training Driver Training
APPROVED
~-~
Jimmy Knight
Village Manager