TFD Policy 5007: Vehicle Accidents

Overview

• Policy 5007 establishes guidelines for handling accidents involving TFD vehicles, apparatus, or specialty trailers
• The policy includes a procedure for photographic documentation

Applicability

• The policy applies to all TFD personnel

Policy Replacement

• This document replaces TFD Policy 5007, which was about accidents and incidents involving TFD Vehicles or Apparatus, and was dated November 2001

Associated Forms

• State of Washington Vehicle Collision Report
• City of Tacoma Motor Vehicle Accident Report (PER 708)
• TFD Accident Procedure checklist
• City of Tacoma Risk Management Office business cards

Related TFD-Specific Information

• TFD Policy 1010: Counseling and Discipline
• TFD Policy 5005: Safety Committee
• TFD Policy 5006: Vehicle, Apparatus and Specialty Trailer Safety
• TFD Policy 5008: Accident Review Board
• TFD Policy 5009: Driver Retraining
• TFD Policy 5013: Reporting On-the-Job Injury or Illness
• TFD Policy 5014: Reporting and Investigating Serious Injuries or Fatalities
• TFD Policy 5030: Stress Management Awareness Response Team
• TFD Policy 5031: Traffic Work Zones

Responsibilities of the Administrative Battalion Chief for Safety

• Ensuring accidents involving TFD vehicles, apparatus and specialty trailers are handled according to the guidelines
• Providing Vehicle/Apparatus Safety Packets
• Notifying the appropriate City departments/offices
• Maintaining this document

Responsibilities of TFD Battalion Chiefs and Incident Safety Officers

• Investigating accidents involving TFD vehicles, apparatus and specialty trailers
• Photographing the accident or damage scene, following the set guidelines
• Completing required written reports in accordance with the set guidelines

Responsibilities of Company Officers, In-charge Firefighter/Paramedics and other in-charge personnel

• Taking initial action at the accident scene per guidelines
• Relieving the driver, if needed.
• Ensuring photographic documentation of the accident and damage as per guidelines
• Ensuring a timely accident report to the TFD Safety Office and the supervisor
• Completing and submitting all required written reports in a timely manner

Responsibilities of Fire Communications personnel

• Dispatching the appropriate resources to the scene of an accident
• Making additional notifications

Responsibilities of Drivers/Operators/Pilots

• Maintaining the Vehicle/Apparatus Safety Packet and requesting replacement items
• Taking initial action at the accident scene per guidelines
• Completing and submitting all required written reports in a timely manner

Definition of Apparatus

• A mobile piece of TFD firefighting or specialized equipment
• Examples are an engine, ladder, watercraft, air unit, water tender, or medic unit

Definition of Collision

• Any unplanned event where a TFD vehicle, apparatus, or specialty trailer sustains or causes damage to property, equipment or people.

Definition of Deliberate Occurrence L. D. (Line of Duty)

• When a TFD employee intentionally uses a TFD vehicle, apparatus, or specialty trailer as a ram in an emergency, after exhausting all other options

Definition of IDC Format

• Intradepartmental Communication
• A written document referring to a specific subject within the Fire Department

Definition of Incident

• Any situation where a TFD vehicle, apparatus, or specialty trailer sustains or causes damage to property, equipment or injuries, regardless of whether the vehicle was in motion

Definition of No Fault Incident

• A properly parked, secured, unoccupied TFD vehicle, apparatus, or specialty trailer damaged by a private vehicle, equipment, or object

Definition of Reviewable Incident

• Any incident where the action or inaction of TFD personnel may have caused the accident

Definition of Road Hazard Incident

• A small object thrown from a tire or falling off a moving TFD or private vehicle, apparatus, or specialty trailer, causing minor damage

Definition of Specialty Trailer

• Mobile TFD equipment including the MMRS trailer, spill trailer, decontamination trailer, FCC trailer or light trailer

Definition of Staff Call Out

• Notification of uniformed personnel for an extraordinary event with call signs 140, 141, 185, 186, 187, 188, 189, 192, 193, 194, 197, 218 and 221

Definition of Unfounded Incident

• An incident where the TFD vehicle, apparatus, or specialty trailer was not involved, or there is insufficient evidence of its involvement

Definition of Vandalism Incident

• Any incident involving willful or malicious destruction or defacement of TFD property

Definition of Vehicle

• A TFD automobile, van, SUV, or light truck (staff car, Fire Investigator's vehicle, or Battalion Chief vehicle) with or without priority response equipment

Definition of Watercraft

• Vessels using oars, paddles, water jets, propellers, towlines, or air cushions to transport personnel and equipment while keeping the vessel occupants out of the water

General Guidelines

• Every TFD employee operating a TFD vehicle, apparatus or specialty trailer must:
  • Have their driver’s license on duty
  • Obey all traffic laws and boating regulations
  • Drive defensively and use best judgment to avoid accidents
• TFD watercraft are subject to the same safety policies as other TFD vehicles
• Officers/ Firefighter/Paramedics are responsible for the operation
• Battalion Chiefs and ISOs should respond to accident scenes involving TFD vehicles
• Any TFD employee involved in an accident on city business must report to their supervisor immediately, regardless of fault
• Failure to report an accident involving a TFD vehicle may result in disciplinary action, up to termination
• TFD supervisors should refer all accident information to the TFD Safety Office
• The Administrative Battalion Chief for Safety reports accidents to other City departments/offices

Reporting to City Departments

• Report accidents involving citizens and/or their property to the Legal Department
• Report actual or potential accident claims to the Risk Management Office

Non-Injury/Non-Fatality Accidents

• For accidents without injuries or fatalities, the Officer, In-charge Firefighter/Paramedic, or Supervisor must promptly call the TFD Safety Office when private vehicles or property are involved
• Provide the accident date and location
• Provide the vehicles involved including the TFD vehicle
• Provide a description of TFD personnel involved
• Include any private parties involved and a brief description of the accident
• After hours, the information may be left on the Safety Office voice mail
• Drivers of involved TFD vehicles are subject to TFD Policy 5009

Accident Classification and Review Process

• The Administrative Battalion Chief for Safety will classify accidents as:
  • Collision
  • Incident
  • Deliberate Occurrence L.D. (Line of Duty)
• Accidents deemed incidents will be further classified as:
  • Road Hazard
  • No Fault
  • Unfounded
  • Vandalism
  • Reviewable
• The Administrative Battalion Chief shall refer the following accident classifications to the Accident Review Board
  • Collision
  • Reviewable incident
  • Deliberate Occurrence L.D. (Line of Duty)
• The Administrative Battalion Chief for Safety may choose to refer any incident classification to the Accident Review Board

Vehicle/Apparatus Safety Packet Contents

• Laminated Accident Procedure checklist
• City of Tacoma Motor Vehicle Accident Report (PER 708)
• State of Washington Vehicle Collision Report
• A disposable camera for accident and damage documentation
• City of Tacoma Risk Management Office business cards
• TFD personnel must follow the Accident Procedure checklist when involved in an accident or incurring damage on city business
• The Accident Procedure checklist should not be given to the other party

Initial Actions at the Accident Scene

• The driver of the TFD vehicle must immediately stop
• The Officer or In-charge Firefighter/Paramedic shall:
  • Secure the accident scene
  • Ascertain injuries
  • Administer medical aid
  • Conduct a mechanical check of the vehicle
• Request additional assistance from FCC, including:
  • Engine or ladder companies
  • A TFD medic company
  • A Battalion Chief and ISO
• TFD vehicles, apparatus, and specialty trailers involved in an accident must be checked on-scene by TFD personnel
• Fire Garage personnel should be consulted
• Vehicles should be placed out of service due to:
  • A serious injury or fatality
  • Damage preventing its safe operation
• The engine or ladder driver shall be relieved of driving responsibilities for the rest of the shift when:
  • The accident involves an injury or fatality
  • The damage prevents safe operation of the apparatus
• If the vehicle is unable to respond to the original dispatch or had not been dispatched, the driver should leave it in place until released by law enforcement
• An exception is if moving the vehicle is necessary to reduce a traffic hazard or prevent further accidents
• Before leaving the scene, the Officer/Paramedic must ensure that:
  • The Accident Procedure checklist is complete
  • Other parties receive a business card for the City of Tacoma Risk Management Office
  • Pertinent information is left in plain sight on the damaged vehicle, if the owner cannot be located

Fire Communications Actions During Dispatch

• Upon notification of an accident, FCC personnel shall:
  • Dispatch resources, including additional TFD engine, ladder, and medic companies, or a private ambulance
  • Notify the appropriate Battalion Chief and ISO
  • Request law enforcement:
    • Tacoma Police Department for damage within City limits
    • Appropriate agency for accidents/damage on freeways/highways
• In case of injury or fatality, FCC personnel shall also:
  • Perform a Staff call out
  • Notify the City of Tacoma Safety Officer

Photographic Documentation Procedure

• The BC or ISO should complete the TFD photographic documentation
• If not available, the Officer/Paramedic will complete documentation or assign it to on-scene TFD personnel
• Disposable cameras from the Vehicle/Apparatus Safety Packet will document vehicle damage

Rules for Using the Disposable Camera

• The disposable camera is to document accidents and resulting damage involving TFD vehicles, apparatus, and specialty trailers solely
• When photographing the scene, TFD personnel must:
  • Remember the importance of accurate photographic documentation
  • Keep in mind that claims may take years to settle
  • Realize documentation may be subpoenaed
• All film from cameras used in accidents involving TFD vehicles must be developed by a TFD-approved vendor

Required Written Reports

• The Officer/Paramedic/Supervisor must complete and submit the following reports prior to going off duty:
  • State of Washington Vehicle Collision Report if there is an injury or damage exceeding $700
  • City of Tacoma Motor Vehicle Accident Report (PER 708) which can be submitted electronically to the Administrative Battalion Chief for Safety, along with a hard copy diagram
  • On-the-job injury reports, as needed, following TFD Policy 5013
  • Serious injury and fatality reports, as needed, following TFD Policy 5014
• The Battalion Chief and/or ISO who responded to the accident scene must complete a written accident investigation report in IDC format and email it to:
  • The Deputy Chief of Emergency Operations, Support Services and/or Prevention and Preparedness, as appropriate
  • The Administrative Battalion Chief for Safety
• The Battalion Chief and/or ISO accident investigation report must include:
  • Witness statements
  • Relevant facts about the accident such as: -Environment -Roadway conditions -Non-TFD vehicle identification numbers (VIN) -Insurance information from other parties
• Both the electronic PER 708 form and accident investigation report can be accessed on FireWeb

TFD Personnel Procedures for Photographic Documentation

• When taking photographs:
  • Hold the camera steady
  • Get photos from a distance to capture all damage from different angles, including above if possible
  • Get close for more detailed evidence of damage
  • Take at least four pictures each of the TFD vehicle and any private vehicles/objects involved, including:
    • Damaged portions and any pre-existing damage to private vehicles
    • Tire tread condition of the private vehicle if indicated
  • Take photos of the other driver pointing to the damaged parts of their vehicle
• Save digital photographs on Battalion 1 or Battalion 2 drive
• Send photos via e-mail and/or disposable camera to the Administrative Battalion Chief for Safety
• Contact the TFD Safety Office or TFD Timekeeper for a disposable camera replacement