Mauna Kea Visitor Information Station

Safe Driving Manual

VISSDM081119

 Index

1.0      Introduction

2.0      Mission

3.0      Driver Qualification

4.0      Safe Driving Advice

5.0      Accident Procedures

6.0      Managers' Responsibilities

7.0      Related Policies, Procedures, Notes and Comments

8.0      Addendum  

9.0 Driving Evaluation

 1.0 Introduction

MAUNA KEA OBSERVATORIES          177 Maka`ala St.  Hilo , Hawaii   96720

SUPPORT SERVICES Phone (808) 974-4205 Fax (808) 974-4215

  MEMORANDUM

  DATE:                        October 5, 2007

  TO:                             All Drivers of MKSS Managed Vehicles

FROM:            Ron Koehler

SUBJECT:        Driving Safely

 Over the years, I have issued a number of statements concerning safe driving.  Most of you already know that the green Taurus was recently involved in a single car accident on Saddle Road at the 25 mile mark, where the road construction is taking place.  This, and other accidents you see and read about in the paper are stark reminders that driving is the single most hazardous activity we and our families participate in. 

 In 2006, approximately 43,000 persons died and 2,575,000 were injured in the United States in traffic related accidents.  These are huge numbers, and should not be taken lightly.  I urge all of you to take the attitude that driving, although very important for your lifestyle, is actually a hazardous activity, and your driving habits are critical in reducing the likelihood of an accident. 

 I have attached my recommendations for safe driving on Saddle Road and the Summit Road .  Please review these documents to remind yourself what you can do to protect yourself from death, serious injury, and a lot of grief.  Although designed for these specific roads, the guidelines also apply to most of the personal driving activities of you and your family.  Excessive speed for the conditions is the most important factor. 

 The ongoing improvements to the Saddle Road , although making some sections of road safer, will generally increase the hazards of the road due to a significant increase in traffic.  Within a year, there will be a super highway from the 19 mile mark to the 42 mile mark, making this route a more efficient means for going between Hilo and Waimea or Kona.  It will be years before the most hazardous sections of this road are improved, and I fear that these sections will see many more accidents than they already experience. 

  MKSS vehicles have been involved in a number of serious vehicle accidents.  We have been fortunate that these accidents have not resulted in any serious injuries.  But, they are very costly to the project in terms of actual financial losses and lost staff time spent on documentation and other follow up activities. 

 In the coming weeks, a comprehensive MKSS accident policy will be issued that reiterates some of the past policy statements and clearly describes the consequences facing an employee that causes damage to MKSS vehicles. 

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 2.0 Mission  

The core mission components of the Mauna Kea Visitor Information Station are Education, Protection and Safety. The safety component not only applies to visitors but also to the staff and volunteers of the Station. In order to act upon this mission, all things must be considered through the basic guiding principle: "All the things we think, say and do will reflect the world class nature of Mauna Kea."

The staff and volunteers of the Station are in the privileged position which, through our example, establishes the standards and expectations of conduct for not only those who visit Mauna Kea, but also for those who work on and for Mauna Kea.

To this end, the establishment and expectation of safe driving practices of VIS staff and volunteers is an inherent component of the core mission of the Station as it relates to safety.

The driving standard to which all Mauna Kea Visitor Information Station staff and volunteers will be held accountable is the current issue of the Safe Diving Manual as presented here on the VIS homepage.

SDMmission071202DAB

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3.0 Driver Qualification  

 

Basic qualification to operate VIS/Ranger vehicles are:

 

·        Licensing

o       Full time regular staff – a current Hawaii Driver License

o       All Others – a current drivers license valid in the State of Hawaii

·        Driving Evaluation

o       Must successfully pass a VIS/Ranger Driving Evaluation

·        Attitude

o       Must believe in and project a “safe driving” attitude.

 

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4.0 Safe Driving Advice

 

Vehicle Responsibility - The driver is responsible for the condition of their vehicle. S/he must inspect the vehicle and insure that all safety equipment are present and in proper condition, the vehicle fluids at proper levels, tires and spare are in good condition and the vehicle is safe to operate. 011208

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5.0 Accident Procedures

MEMORANDUM
DATE: October 25, 2007
TO: All MKSS Drivers, Staff and Volunteers
FROM: Ron Koehler
SUBJECT: Motor Vehicle Accidents

All MKSS employees are expected to operate MKSS vehicles safely and responsibly. Whenever a vehicle is driven, the driver is accountable for any damage to the vehicle and for any police citations. Minor accidents, like parking lot dents and scrapes, can be avoided with appropriate concentration and care for the vehicle. Driving at safe speeds and focusing on the road ahead will prevent major accidents.

Before You Drive: Inspect tires and exterior for damage. Make sure seat and mirrors are adjusted to your height and seat belts are on before starting the engine. Once underway, pay attention to how the vehicle handles and brakes. Check the gauges and any dashboard warning lights. Do not drive the vehicle if it is unsafe. Report any vehicle problems to supervisor or MKSS Hilo Office. Make sure vehicle is returned in clean and tidy condition. All food containers and trash must be removed and any spills must be cleaned.

In Case of an Accident: All accidents, no matter how small, must be reported to the department manager and/or the Hilo office as soon as possible. Failure to do so will result in disciplinary action. Each vehicle has an accident information packet that contains the registration, insurance, and safety check documents and forms the driver must fill out. BOTH accident report forms must be completed. If there is an injury or potential injury, there is an RCUH industrial accident form for staff and a State injury form for volunteers. 911 must be called for any accident that involves driving off the roadway, damage to another vehicle or property, or bodily injury.

All drivers are required to have a current driver’s license. All regular hires must have a State of Hawaii license. If a driver’s license has been suspended, this must be reported to the supervisor, and the driver may not operate MKSS vehicles until the license has been reinstated.

Accidents are avoided with safe driving habits. The MKSS driver is considered to be at fault in all accident situations. If the driver feels it is not their fault, it is their responsibility to note witnesses, call the police for an investigation, and provide an explanation to the supervisor.

Anytime there is a major accident, the driver will be automatically and routinely suspended from driving MKSS vehicles. Depending on the results of the accident investigation, the employee may also face disciplinary action, including a formal reprimand, employment probation, suspension, or termination. All accidents will be itemized in the yearly employee evaluations and will affect their rating.

Safe driving is an important priority for you and your family. Take this into consideration every time you operate a motor vehicle. Accidents can be prevented.  

• Safety Driving Team Review :

All accident reports will be reviewed by the Safe Driving Team.  The team may render the following opinions:

• Concur without comment

• Concur with comment

• Disagree without comment

• Disagree with comment

        Agreed by team 080315

• Unreported accidents:

• Team agreed that an unreported accident should be handled the same as a reported accident. 080315

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6.0 Managers' Responsibilities       

  MAUNA KEA OBSERVATORIES     177 Maka`ala St.  Hilo , Hawaii   96720

SUPPORT SERVICES                  Phone (808) 974-4205 Fax (808) 974-4215

 MEMORANDUM                              

 DATE:                                                                                                 October 25, 2007

 TO:                              All MKSS Managers                                                                                           

FROM:                       Ron Koehler           

SUBJECT:                   Driving Policy

As you know from other memos, I consider driving a motor vehicle the most dangerous activity any of us participate in.  The problem is, most drivers get behind the wheel of an automobile and take their safety for granted.

 It is our job as managers to counteract this complacency and make sure our staff regard driving as a truly dangerous activity and understand that accidents have serious consequences.  To accomplish this, we need to regularly remind staff to drive safely, set a good example for staff, and establish a standardized response to accidents.

 Reminders:  Use the phrase “Drive safely” often.  Post the “How to Drive on Saddle Road ” memo, and review it with all new staff.  Reissue this and the safe driving memo when there is an accident.

 Inspect vehicles for damage and cleanliness:  Regularly inspect the vehicles in your department for damage and cleanliness.  Investigate unreported damage and remind drivers that it is their responsibility to clean the interior when they are finished.  Proper respect for the vehicles is an important factor in promoting driver safety.  The supervisors will be held responsible if vehicles are returned with damage or dirty interiors.

 Set a good example:  All supervisors must set a good example for their employees.  Drive slowly, no fast acceleration, no parking lot accidents, etc.  Keep the interior of the vehicles you drive clean.  Don’t be careless with vehicles. 

 When there is an accident:

 Driver actions:  Make sure the driver has followed all the instructions for reporting the accident.  If the driver is injured or otherwise unable to fill out the forms, the supervisors must do this as soon as possible.  Make sure the police have been notified when appropriate.  Make sure the accident report forms are submitted to the MKSS Hilo office as soon as possible.  

 Suspend driving privileges:  This needs to be an automatic response for all serious accidents while the accident circumstances are investigated and the supervisor’s report generated.  

 Conduct a fact-finding investigation:  Supervisor will conduct a site inspection as soon as possible.  The objective of this investigation is to gather “facts” pertaining to the accident while the site and memories are fresh.  Take pictures, make sketches, record the accurate location (mile makers), road conditions, etc.  Review the accident report submitted by the driver, interview any witnesses if they are our staff or volunteers, and make sure all of the facts are consistent.  I generally feel that all accidents are preventable, and my memo to drivers makes it clear that they are held accountable for accidents.  If they do not feel it was their fault, they must be able to convince you that this is the case.  Although the investigation may result in evidence that shows who is at fault, there should not be any statements concerning fault made to anyone other than the MKSS General Manager.    

 Write a report:  Analyze the data and prepare a report addressed to the MKSS General Manager.  Your report should include your conclusion(s) and recommended action to be taken.  The General Manager will then review the report and finalize it.  Actions taken include: a formal reprimand to be placed in the personnel files, an appropriate period of time to suspend driving privileges, employment suspension, termination, driving probation, or other appropriate measures.  The accident must be referred to in the employee’s yearly evaluation, and this must be a consideration in awarding any general and merit pay adjustments.  

 Supervisor responsibilities:  Each supervisor must do what they can to prevent accidents.  Repeated accidents within your project are a bad reflection on supervisory performance, and will be noted on the annual staff evaluation.  

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7.0 Related Policies, Procedures, Notes and Comments       

A. A.  Vehicle lights – at summit and at VIS

    Vehicles must use their lights when driving on the road in the dark. 

    The state law requires vehicles operated on the roadway after dark to use their headlights.  Vehicles must use      their headlights when driving on the road in the dark at the VIS and on the summit, and the law requires it.

B. B.  4WD and VIS Vehicles - The following standards will apply for all VIS vehicles

• All VIS vehicles will be placed in 4WD, low range at/above the HP gate;
• All VIS vehicles will be placed in 2WD, High range below the HP gate;
• Discretion is allow below the HP gate during bad weather.020527

C. C.  Training - From time to time MKSS/OMKM will provide training such as the Gemini Mountain Driving Training r other training as appropriate.

D. D. VIS Daily Vehicle Assignments - Vehicle will be allocated to minimize the number of trips from MKSS to VIS to MKSS.

E. E.  Days Since Last Accident Safety Campaign

    Title - Days Since Last Accident Safety Campaign

    Goal – Accident Safety Awareness  

    Time Frame – Continuous  

    Description – A white board will be installed behind the counter at the VIS. During the End of Day VIS/Ranger Meeting, the white board will be updated showing the number of days since the last VIS/Volunteer/Ranger accident. The chair of the meeting will do the following during the meeting:

·        Update the white board and encourage all drives to continue to drive safety;

·        Ask all drivers to identify themselves;

·        Remind all drivers to drive safely, drive slow and be careful of current hazards i.e. rain, construction etc

·        Remind all passengers to help the driver to drive safely.  

An accident which results in an investigation will count as an accident for this campaign.

    Date Started - January 22, 2008

• Days Since Last Accident Safety Campaign :

• Team agreed that minor and major accidents should be counted as the same for this purpose.  080315

 F.  Don't Drive Fast Safety Campaign

    Title - Don't Drive Fast Safety Campaign

    Goal – Accident Safety Awareness  

    Time Frame – One month

    Description - The principle cause of accidents by VIS/Rangers/Volunteers is driving too fast.  This campaign will focus on this issue for the       appropriate amount of time

• All full time, regular VIS/Ranger staff will participate in this campaign

• Whenever any Staff/Ranger/Volunteer associated with OMKM or MKSS is about to drive a vehicle, staff will remind the driver: "Don't Drive Fast."  Other reminders may also be appropriate such as:

          o       Be careful of the construction area

          o       It's raining on the Saddle Road, be careful there.

          o       The summit is foggy, be careful.

          o       Other appropriate reminders

• This campaign will be implemented from time to time when appropriate. 080302

 G.  Driver Evaluation

• Purpose of Driving Evaluation -  The purpose of the driving test is for the driver to demonstrate that s/he can operate a vehivle safely on the Saddle Road and the Mauna Kea Access Road.   080225

• Length of Drive Evaluation - The Evaluator will have the discretion to determine the length of the evaluation.  An appropriate minimum length will be completed at the discretion of the Evaluator.

• Consensus was achieved that it is appropriate to evaluate more than one candidate at a time.  The number of applicants will be at the discretion of the Evaluator.  080225

• Question - What action is appropriate if an evaluator does not sign off on a drive evaluation?

          o       Manager will review and determine appropriate follow up: retest, discuss with driver, no qualification - agreed 080315

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8.0 Addendum     

 A. Approved Qualified Drivers