HomeMy WebLinkAboutCAO-06-064 - Vehicle & Equipment Permit SystemHuman Resources
Report To: Finance and Corporate Services Committee
Date of Meeting: December 11, 2006
Submitted By: Doug Paterson, Director Human Resources
Prepared By: Shelley Ogilvie, Supervisor, Corporate Health & Safety
Ward(s) Involved: n/a
Date of Report: October 27, 2006
Report No.: CAO-06-064
Subject: VEHICLE AND EQUIPMENT PERMIT SYSTEM
RECOMMENDATION:
That a Vehicle and Equipment Permit System be reinstated at the City of Kitchener; and further,
That the cost of $177,000 for the two year implementation of this system be considered by Finance and
Corporate Services Committee as part of the 2007-2016 capital forecast.
BACKGROUND:
The Corporation is required to have a Vehicle and Equipment Permit System by the:
• Occupational Health and Safety Act of Ontario, Ministry of Labour,
• Highway Traffic Act of Ontario, and the
• Commercial Vehicle Operator's Registration (CVOR), Ministry of Transportation.
The purpose of the Permit Program is to ensure that City staff possess the skills and knowledge necessary
for the safe operation of vehicles and other "self propelled equipment" prior to being authorized to
operate any City vehicle or equipment.
Although the City had a permit system at one time, in the 1990s the program was discontinued. At this
time, the City does not have a Vehicle and Equipment Permit System program.
REPORT:
Occupational Health and Safety Act
The Occupational Health and Safety Act of Ontario, enforced by the Ministry of Labour (MOL), requires
that employers ensure the safety of their vehicle operators through the safe operation of its vehicles. Staff
must be held to a standard level of vehicle operator competencies that are verified and documented. In
situations of non-compliance, the MOL has the authority to issue work orders, tickets and fines, and
initiate and lay charges, which can result in imprisonment. MOL enforcements can apply to the
Corporation in general, and to Corporate staff specifically.
Commercial Vehicle Operator's Registration (CVOR)
Under CVOR, enforced by the Ministry of Transportation, the Corporation is responsible for:
• ensuring vehicles are properly maintained;
• ensuring that competent drivers are behind the wheel;
• establishing policies to track vehicle maintenance and safety programs; and
• taking immediate corrective actions to correct inadequate programs and non-adherence to
programs.
Following a significant event such as a major collision, fatality or significant accumulation of C.V.O.R.
demerit points, the M.T.O. will conduct an enforcement audit.
The audit looks at the:
• vehicle profile,
• driver profile,
• training profile, and
• collision reporting.
Consequences of non-compliance
Based on the results of the audit, the M.T.O. may restrict fleet size, or issue warnings, orders or fines to
the Corporation, management or the driver directly.
Lacking a permit program, the Corporation is vulnerable under both the provincial safety legislation and
CVOR for fines, charges, orders and restrictions. Implementation of this program will meet requirements
under the Occupational Health and Safety Act of Ontario (Ministry of Labour) and our CVOR
requirements (Ministry of Transportation).
FINANCIAL IMPLICATIONS:
Ultimately, an implemented operator competency system such as the permit program will reduce vehicle
and equipment costs due to damage, misuse and collisions. In 2005, for example, the minimum estimated
cost related to City vehicle collisions was $68,000. This estimate does not include the cost of insurance
claims, legal settlements, or the premature wear caused by misuse of equipment.
Initially though, the implementation of a permit system will require both internal and external resources.
Over a two year period, resources required will include administration and equipment costs, and costs
related to staff, professional consultant and instructor time.
Determining the cost must take into account that the City:
• has approximately 841 drivers on payroll,
• owns approximately 1079 vehicles and other "self-propelled equipment".
Furthermore, the determination of competency varies depending on the class of equipment and skill
required to safely operate the equipment. Staff may need to acquire several permits, depending on the
equipment and vehicles their position requires them to operate.
Over the last two years, a working committee composed of across-section of management staff has
developed a Vehicle and Equipment Permit System. The committee, with the help of all affected areas,
also conducted a series of needs analyses which identified the following:
• overall administrative time commitment
• numbers and types of permits staff will require
• minimum assessment and coaching standards for each class of equipment
• time commitment for coaching and assessment for each class of equipment
• approximate cost to deliver coaching and assessment for each class of equipment.
• requirements, by department, for coaching, assessment, staffing, professional resources and
equipment for each classes of equipment
The implementation model is a phased-in approach beginning with a grandfathering process.
Experienced, competent operators, estimated at 60°Io of existing operators, could be eligible for a permit
without additional coaching or assessment. This would reduce the coaching and assessment costs.
Taking the grandfathering into account, the needs assessment estimated the following:
• 2162 hours will be required to assess staff skills and implement the program
• $177,000 is the estimated overall cost to implement the program over a 2 year period.
As much as possible, the cost for implementation will be minimized through careful scheduling and the
use of internal resources. The goal for complete implementation is December 31st, 2008.
Once the Permit System is implemented, a maintenance program will ensure operators remain competent
and new operators competencies are assessed and documented prior to operating City owned equipment
and vehicles. A cost analysis will be conducted during the implementation process to determine as
accurately as possible the ongoing maintenance program cost.
Shelley Ogilvie, Supervisor, Corporate Health & Safety