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City of Charlottesville, VA Fire Department
STANDARD OPERATING PROCEDURES


Organization

Chapter: IV - General Administration
Subject: Vehicle Accidents - City Vehicle
Code: 1-IV-8
Revised: 6-10-96

8.01  PURPOSE

      A.  To  provide policy and guidelines for the proper management
          of accidents involving City owned vehicles where  either  a
          vehicle or property has suffered damage.
      B.  To  provide  policy and guidelines when damage is sustained
          to property by the negligence of any city employee.

8.02  POLICY

      A.  Whenever   Fire  Department  members  are  involved  in  an
          accident while operating City owned vehicles or  damage  is
          sustained  to  property  by  the  negligence  of  any  city
          employee,  the  procedures  within  this  policy  shall  be
          followed.
      B.  All  accidents involving City owned vehicles driven by Fire
          Department members shall be  reported  to  their  immediate
          supervisor and through channels to the Deputy Fire Chief.
      C.  A City of Charlottesville Vehicular Accident Report (2 Part
          NCR) and an Accord Form shall be completed and submitted to
          the  Executive Secretary within twenty-four (24) hours of a
          vehicular accident.
      D.  A  standard Division of Motor Vehicle Accident report shall
          also be completed when total damage exceeds $1000.

8.03  SCOPE

      A.  The  scope  of  this  policy includes all vehicle accidents
          involving City owned vehicles.
      B.  The  term  "City  Owned  Vehicle,"  as used in this policy,
          means any City vehicle including:   fire  apparatus,  staff
          vehicles, utility vehicles, pool cars, or any other vehicle
          owned and operated by the City.
      C.  The  scope  of  this policy includes negligent action(s) by
          any city employee (example:  while throwing  debris  out  a
          window  during fireground operations, the debris breaks the
          windshield of the occupant's car.

8.04  RESPONSIBILITY

      All   Fire  Department  personnel  are  responsible  to  follow
      Department guidelines and  behave  in  a  responsible,  profes-
      sional   manner   when  involved  in  traffic  accidents  while
      operating City owned vehicles.

8.05  PROCEDURE

      A.  EMERGENCY OPERATING CONDITIONS:  If a City owned vehicle is
          responding to an alarm of fire when the accident occurs:
          1.  The Fire Department member(s) involved shall notify the
              Fire Alarm Office of  the  accident.   The  Fire  Alarm
              Office  shall  dispatch  another  company or vehicle to
              answer the alarm.
          2.  The  Fire  Alarm  Office  shall  notify  the proper law
              enforcement agency upon receiving said notification.
          3.  In  the event of an injury, the Fire Alarm Office shall
              be notified to request the Rescue Squad; and  the  Fire
              Department   members   shall   provide  all  assistance
              possible.
          4.  The   driver  shall  remain  at  the  scene  and  other
              personnel shall ride the other company to the fire,  if
              they are not needed at the accident scene.
          5.  The vehicle involved in the accident shall not be moved
              until  a  law  enforcement  officer  arrives  or  until
              ordered so by a Chief Officer of the Fire Department.
          6.  The  Department  member  involved in the accident shall
              notify his/her supervisor immediately.
          7.  If  a  police  report  was  filed,  obtain  the copy to
              accompany the Accord Form.   If  no  police  report  is
              completed, obtain the necessary information to complete
              the Accord Form.
          8.  Upon returning to the station, complete the Accord Form
              as well as a City of Charlottesville Vehicular Accident
              Report  (2  Part  NCR)  which shall be completed by the
              driver and the driver's  immediate  supervisor.   These
              reports  shall  then  be  submitted  to the Executive
              Secretary within twenty-four (24) hours for processing.
          9.  If  the accident involves serious bodily injury, please
              contact one of the following individuals:
               a.  Rita Scott, Director of Finance
                   (Risk Manager)
                   Office: 97l-3200
                    Home: 977-5008
               b.  W. Clyde Gouldman, City Attorney
                   Office: 97l-3l3l
                   Home: 296-6725
              If  neither  individual  can  be  contacted,  then  the
              accident must be reported to Yeager and Company through
              the  Personnel  Department by contacting Bruce Keith at
              971-3490.
         10.  The  Accord  Form  must be forwarded to the Director of
              Finance's office within two (2) business days following
              the  vehicular accident if no bodily injury occurs.  If
              serious  bodily  injury  occurs,  the  form   must   be
              forwarded by the employee or the supervisor by the next
              business day.  Instructions for completing  the  Accord
              Form are as follows:
              a.  Fill  out  all  sections except the first (lst) and
                  fourth  (4th)   sections   (Producer   and   Policy
                  Information).
              b.  The  "Insured"  section  must  include  the City of
                  Charlottesville, department and division  that  the
                  vehicle  is assigned to, along with the appropriate
                  mailing  address.   Also  complete  all   pertinent
                  information  relating  to  the  individual  contact
                  person and where he/she can be contacted.
              c.  The "Loss" section must be completed as required.
              d.  The  "Policy Information" section will be completed
                  by the Finance Department.
              e.  The  "Insured  Vehicle"  section  must be completed
                  with all information as required.
              f.  The "Property Damage" section must be filled out as
                  required.  If the vehicle had  damaged  City  owned
                  property or privately owned property, an additional
                  form describing the damage must be completed.
              g.  The  "Injured" section must be completed to include
                  all information as requested.
              h.  The  "Witnesses  or  Passengers"  section  must  be
                  completed to include all information as requested.
              A copy of this form will be kept in the employee's file
              in the Executive Secretary's Office.
         10.  A  standard  Division of Motor Vehicles Accident Report
              shall be completed if the total damage exceeds $500.
      B.  NON-EMERGENCY  CONDITIONS:   If  a  City  owned  vehicle is
          operating  under  normal  operating  conditions  when   the
          accident occurs:
          1.  The  Fire  Department  member(s)  shall notify the Fire
              Alarm Office of the accident.
          2.  The  proper  law enforcement agency shall be notified
              immediately of any accident involving a City vehicle.
          3.  In  the event of injury, the Fire Alarm Office shall be
              notified  to  request  the  Rescue  Squad;   and   Fire
              Department  members  shall  provide  all  assistance
              possible.
          4.  The  Department  member  involved in the accident shall
              notify his/her supervisor immediately.
          5.  The vehicle involved in the accident shall not be moved
              until  a  law  enforcement  officer  arrives  or  until
              ordered so by a Chief Officer.
          6.  If  a  police  report  was  filed,  obtain  a  copy  to
              accompany the Accord Form.   If  no  police  report  is
              completed, obtain the necessary information to complete
              the Accord Form.
          7.  Upon returning to the station, complete the Accord form
              and the  City  of  Charlottesville  Vehicular  Accident
              Report as outlined earlier.
          8.  A  standard  Division  of Motor Vehicle accident report
              shall also be completed if total damage exceeds $1000.
      C.  NEGLIGENT ACTION(S) - If damage is sustained to property by
          the negligence of any city employee, the following shall be
          done:
          1.  Notify your supervisor immediately.
          2.  Have   Fire   Alarm   contact  the  appropriate  police
              department in order to have a  police  report  form  to
              accompany  the Accord Form.  Should it be deemed by the
              police officer that a report is not  necessary,  obtain
              the necessary information to complete the Accord Form.
          3.  Upon returning to the station, complete the Accord Form
              to the best of one's ability.
          4.  Complete   only   the  sections  that  pertain  to  the
              particular incident that is being  reported.   Example:
              No  vehicle  involved in loss, windshield broken out of
              the occupant's car at the scene of a structure fire.
              Utilizing the broken windshield example, one would only
              need to complete the top portion of the form  (insured,
              person  to  contact,  etc.),  the LOSS section, and the
              PROPERTY DAMAGED section.
      D.  No statements asserting the responsibility for the accident
          shall be made by members of the Department at the scene  of
          the accident.
      E.  If during routine operations an accident occurs involving a
          parked vehicle where the owner or driver is not available:
          1.  Notify  the  Fire Alarm Office and have the appropriate
              law enforcement agency notified.
          2.  Request the Rescue Squad, if necessary.
          3.  Attempt to locate owner/driver.
          4.  Complete the City of Charlottesville Vehicular Accident
              Report, the Division of Motor Vehicle accident  report,
              and  the  Automobile  Loss Notice as required under the
              guidelines of this policy.
       F.  Fire  Department  member(s) involved in an accident invol-
           ving a city vehicle are responsible to attend the City  of
           Charlottesville  Safe  Driving  Committee meeting to which
           the member is notified.

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For Help using this system, send e-mail to:

Charles Werner (werner@ci.charlottesville.va.us)