Corporate Support Center

Department Structure and Responsibilities

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Add oil change video from YouTube

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Bldg. Safety

Department Structure

Department Responsibilities

Employee Theft

Claims

Operational Audit Sections Physical Security Safety/Risk Mgmt. Policies/Procedures

Lunch break will be around 12:oo

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In short, we help to preserve the revenue and profits that you work so hard to

generate!

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Leadership Team

Greg – Executive Leadership

Johnny – Loss Prevention Mgr.

Team Specialists (new roles)

Negale - Claims/Investigation Specialist

Walt - Inventory/Audit Specialist

Jim - Wholesale/Commercial Specialist

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Policy / Procedure

Safety / Training

PhysicalSecurity

Claims

Inventory

Control

RegulatoryCompliance

FMCSR / DOT

OperationalCompliance

Investigations

&

Litigation

SpecialProjects

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Product Theft Facility Break-In Cash/Deposit Theft Credit Card Fraud (Sale/Credit) Outside Service Work High Tread/Scrap Tire Vendor Account Fraud Cash Customer Fraud Ponzi Scheme Identity Theft Warranty Service Fraud Etc.

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Change perception

Set tone

Be an example

Recognize good behavior

Address poor behavior

Enforce ALL controls by being Firm, Fair and Consistent

If you observed an control failure and do not address it, you are condoning it.

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Health Insurance Portability and Accountability Act of 1996 (HIPAA)

Both the privilege and the duty serve the purpose of encouraging associates to speak frankly

Investigations

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Retail

Commercial

Bandag Retread Plant (ISO:9001)

Wholesale

TreadDepot.com

Corporate Import / Export

Accounting

HR

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Made up of six sections1. Physical Security

2. Safety/Risk Management

3. Policy/Procedures

4. Front-End Controls

5. Inventory Control

6. Housekeeping

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Every 60 days an impartial operational compliance assessment is performed by a Loss Prevention/Risk Managment Specialist. Not a government AUDITOR

Trained to operate any sector of out business.

Best Practices to limit exposures and protect the profit of your locations.

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Policies – provide the boundaries in which we operate to achieve the results.

Procedures – steps taken to get the job done.

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The main objective of the audit standards are to ensure that each operational compliance reviewed is measured in the same way Audit Question

Company expectation

How compliance is measured

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Personal Identification Number (PIN)

Alarm Code are assigned to all key holders Red shirt associates only

Call List

False Alarm (Research to actual cause)

“Answer the Alarm Call”

Immediately contact LP Department to setup or delete users that have been terminated, resigned or transferred

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Must notify Loss Prevention of any issues with alarm system PRIOR to bypassing zone

Must be proactive in the event that an alarm contact is damaged

Service calls for alarm systems are handled by Loss Prevention Team

Items such as low battery at panel can cause big issue for cleaning vendor Contact Loss Prevention Department for battery replacement

System repair process

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All store lock related issues are handled by Loss Prevention – not maintenance Initial store opening safe, keyway and alarm system

Re-key in the event that keys are lost or stolen

Repairing door locks and installation of latch guard devices

Cash drawer

Safe repair and combination change

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AKA the “Key Log”

Provides “signed” acknowledgement that keys were assigned

The form is used for accountability purposes in determining who has access to the facility

Must be completed upon key assignment and when keys are returned

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The cash drawer lock device must be in good repair.

The drawer must be locked at all times. Employees cannot leave keys lying around.

All cash and checks (including deposits) must be locked in the safe over night.

Coins can stay in the cash drawer 24/7.

Extra sets of store keys must also be kept in the safe (which should remain locked throughout the day).

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Keep customers and children safely out of the shop

To give the technician/general service associates a chance to ensure the area behind the vehicle is clear prior to backing out of the shop

Chains must in place at all times – the only exception is pulling a car into or out of the bay.

Chains do not have to be installed while overhead doors are closed.

Chains should be in good repair – if chains are 90% tie straps – you probably have an issue.

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Are all doors securely fastened when locked?

Do slide locks on bay doors have adequate track penetration so as to not allow them to be shaken loose?

Are latch guards installed where needed

Is handle tight and secure (especially bay doors)

Warehouse roll-up doors should be secured with the padlock placed onto the slide lock – do not secure door by placing the padlock on the chain

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Scrap tire area should be closed and locked at all timed unless tires are being put into the area

Ensure that Liberty Tire Recyclers have locked the gate after picking up

No ADJ tires should be stored in the scrap tire area unless secured to a storage rack

Keys should be controlled by location to prevent un-necessary access to the area

As a general rule, only scrap tires, waste oil filters, scrap metal and bulk fluids should be stored in the scrap tire area.

The area should be kept clean and have adequate lighting available.

Sometimes, Brian Sisson or DM’s may approve the area for storage of old equipment – the location must have prior approval before using the area for this purpose.

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Goodyear tire change

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Workers’ Compensation

Slip & Fall Prevention

Personal Protection

Material Handling

Hazard Communication

Claim Processing

OSHA

Co. Requirements

Basic Vehicle Safety

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OSHA

Established on 12/29/1970 with the passage of the OSH Act. OSHA

Purpose - To assure safe and healthful working conditions for working men and women.

In 2012, the following citations were issued by OSHA

Timken Corp. $170,500

Bender Enterprises $41,580

Unifirst Corp. $186,000

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To generate NET profit to recover from a $186,000 fine – a retail location would need to generate approximately $3,700,000 in sales (@ 5% return)

For a store with $130,000 in monthly sales – at the same sales return as above – it would take 28.61 months of profit to cover this amount.

General Duty Clause - The general duty provisions are used in inspections only where there are no specific standards applicable to the particular hazard involved. Any recognized hazard created in part by a condition not covered by a standard may be cited under the general duty clause.[

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NFPA - National Fire Protection Association (fire code, building design)

EPA – Environmental Protection Agency (tire and chemical storage/disposal)

Federal, State and City Governments

DOT – Department of Transportation (FMCSR)

NHTSA – Nation Highway Traffic Safety Administration (TREAD Act)

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List 3 unsafe practices you have seen in a tire store.

1. ___________________________________________________

2. _____________________________________________________________

3. ___________________________________________________

List corrective action to eliminate above listed unsafe practices.

1. ___________________________________________________

2. ___________________________________________________

3. _________________________________________________________________

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Technician climbing a tire rack to get a tire

GS spills oil during oil change and then goes to lunch

Customer in shop without safety glasses

Obtain a ladder & remind them to use it

Clean up the spill & speak to them

Have a clean pair of safety glasses for customers to use

You are expected to comply with all internal safety and OSHA regulations. It is your responsibility to:

Follow company safety rules for every task you perform.

Read and follow all safety guidelines published in the Kauffman Tire Associate Roadmap.

Immediately report and correct any unsafe conditions or acts. Use personal protective equipment as directed by your

manager. Clean up spills/debris in your area or when observed

elsewhere. No place for horseplay or lack of attention.

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Ask about the safety rules you are not sure about or do not understand.

Help your coworkers recognize unsafe acts or conditions.

Maintain and properly care for equipment and work area.

Report any hazards or unsafe acts you see to your manager, no matter how small.

Report all accidents and injuries, no matter how small, to your manager immediately.

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Every location must complete a Monthly Safety Inspection Report (Found on the Loss Prevention “Team Site”).

The inspection report is your tool to evaluate and document any safety related non-compliance.

Any deficient items must be documented and corrected within a timely manner.

Only maintain three months

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4-26-2013

Glenn WoodsBuford

G37

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10 bent rails need replaced

Replaced missing hip rails

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True / False If a vehicle lift safety lock is not operating properly it can be bypassed until it is repaired?

True / False You can climb the tire racks when the ladder is too far away?

True / False Electrical panels must not be blocked by obstructions which may prevent access?

True / False Machinery and equipment must be kept clean of grease, oil and excessive dirt?

Employees need to know the hazards of the chemicals they are exposed to while working.

Employees need to know what protective measures are available to prevent adverse effects.

Material Safety Data Sheets (MSDS) The physical properties or health

The level of protection you need to wear while using the material

The first aid treatment when someone is exposed to the material.

The preplanning needed for safely handling spills, fires, and day-to-day operations.

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29 CFR 1910.1200(f)(5) states, “Appropriate hazard warnings, or alternatively, words, pictures, symbols, or combination thereof, which provide at least general information regarding the hazards of the chemicals, and which, in conjunction with the other information immediately available to employees under the hazard communication program, will provide employees with the specific information regarding the physical and health hazards of the hazardous chemical.”

29 CFR 1910.1200(f)(7) states, "The employer is not required to label portable containers into which hazardous chemicals are transferred from labeled containers, and which are intended only for the immediate use of the employee who performs the transfer...."

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Every associate must know how to locate MSDS sheets and how to read them. If you have any questions please contact your manager prior to using a chemical.

During each audit, employees will be asked specific questions regarding how to obtain an MSDS sheet in the event of an emergency. (location of poster, phone number to call, provide product name, manufacturer and store fax number, where can I find fax number?)

Prior to any product coming into the facility, a MSDS sheet must be on file and reviewed with every associate.

Forward copy of MSDS to Loss Prevention for system upload.

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Kauffman tire has paid MSDSonline for their updated MSDS management service to ensure that MSDS sheets are readily available to every Kauffman Tire associate.

You can obtain or inquire about an MSDS, 24 hours a day, by the following methods:

You must have the product name, manufacturer and your fax number. 1-888-362-7416 Fax back service Phone review

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APPROVED NOT APPROVED

Spark Arresting Lid

Metal

Maintain 36” clear path at all times

Never padlock exit doors

NFPA requires one hand operation in a smoke filled environment

43Not Acceptable Good

Not Acceptable

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Locate each device in your location

Inspect monthly during the Monthly Safety Inspection

Mounted on wall

Seal intact

Needle in “Green”

Annual Inspection valid

Initial & date inspection tag

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Personal protection

equipment is mandatory

whenever there are

hazards that can do bodily

harm through absorption,

inhalation or physical

contact.

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STOP!

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Required items (ANSI 308.1)

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1 = Absorbent compress, 32 sq. in.

16 = Adhesive bandages, 1 in. x 3 in

1 = Roll of adhesive tape, 5 yd.

Ten packets of antiseptic, 0.5g

6 = Applications Antibiotic treatment, 0.14 oz. (0.5 g)

6 = Applications of burn treatments, 0.5 g

2 = Pairs of medical exam gloves

4 = Sterile pads, 3 in. x 3 in.

1 = Triangular bandage, 40 in. x 40 in. x 56 in.

1 = First Aid guide.

Associates and customers are required to wear eye protection at all times while in the shop.

Maintain a couple of clean, sanitized pairs of safety glasses only for customer use.

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36” clear path allowing access at all times.

Eye Wash Operation Push hand plate to activate

Flush eyes for 15 minutes

Contact supervisor

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Elevated decking toe, knee and hip rails must be in place at all times!

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Toe Kick

Knee Rail(half distance between surface and Hip Rail,

150 lbs. force)

Hip Rail (39”-45” above walking surface,

200 lbs. force)

Falls are the primary hazard associated with the use of ladders. Falls result from a number of unsafe acts and conditions such as: Ladders being set on unstable surfaces.

Employees reaching too far out to the sides.

Employees standing too high to maintain balance.

Employees using defective ladders (e.g. broken rails, bent supports, rungs, missing hardware)

When not in use the ladders must be secured to a fixed object to ensure they do not fall.

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The correct procedures for using ladders are as follows: Ladders must not be used by more than one person at a

time.

When ascending or descending, users must face the ladder and use both hands.

Ladders with broken or missing steps, rungs or cleats, broken side rail or other defects must not be used.

Employees must not stand on top rung of ladder and must not attempt to reach beyond a normal arm’s length.

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List 3 unsafe practices you have seen in a tire store.

1. ___________________________________________________

2. _____________________________________________________________

3. ___________________________________________________

List corrective action to eliminate above listed unsafe practices.

1. ___________________________________________________

2. ___________________________________________________

3. _________________________________________________________________

Technician climbing a tire rack to get a tire

GS spills oil during oil change and then goes to lunch

Customer in shop without safety glasses

Obtain a ladder & remind them to use it

Clean up the spill & speak to them

Have a clean pair of safety glasses for customers to use

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Bench grinders are the number one cited piece of equipment in our locations

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Maximum 1/8” gap

Maximum 1/4” gap

Clearance Must maintain a minimum 36” clearance and path at all

times.

Breakers labeled

All electrical outlet covers in place

No missing blanks

No lockouts

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Any claim involving injury to a Kauffman Tire associate while performing duties within the scope of

employment.

An employee in the shop is having a tough time getting the bead to seat on a rim. He has another employee retrieve the cheetah to help him out. However, he does not realize that his fingers are between the bead of the tire and the rim. BAM! His left index finger is cut badly and he is bleeding. However, he says “I’ll be okay”, I just need to go home and put some ice on it…………

What should I do?

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Report your injury to your manager immediately.

Seek medical attention from a panel physician.

Post accident drug screen.

Come back to location with Dr. notes and update manager.

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All claims must be reported to your manager and the Risk Management Department immediately.

All claim forms can be found on the “Loss Prevention Team Site”

The claim form must be completed by the corresponding employee and then scanned and emailed to Greg Morand and Robert Salter If do not have ability to scan a copy can be faxed to

Human Resources @ (404) 762-4953.

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As an associate of Kauffman Tire, your aim should be to prevent unsafe acts and conditions which will reduce

injuries as well as costs. This will result in a safe working environment for you, your coworkers and customers.

If you have a question about the equipment, a chemical, or a process always ask your supervisor. Taking a chance

at work can mean taking a chance with your life.

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1. Work in a safe ___________.

2. Know the __________ __________ related to the tasks you perform.

3. Know the safety procedures you should follow to ______ yourself injury free.

4. Receive certain ________ if injured while performing your job.

Environment

Operational Procedures

Keep

Benefits

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Is provided in the unlikely event that you are injured as a result of your employment. It is your responsibility to report such an accident IMMEDIATELY to your manager.

All injuries must be immediately reported to your manager, even if medical attention is not needed at the time.

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Every effort will be made to allow you to return to work as quickly as possible. If necessary, reasonable temporary modifications can be made to meet the restrictions ordered by your physician.

Your responsibility is to follow those restrictions to ensure rapid recovery and to prevent re-injury.

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How much will my weekly benefits be?

You are entitled to weekly income benefits if you have more than 7 days of incapacity.

Your first check should be mailed to you within 21 days after the first day you missed work.

If you miss more than 21 consecutive days, you will be paid for the first week.

You will receive two-thirds of your average weekly wage, but not more than $400.00 per week for a maximum of 400 weeks.

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Every day the associate must update manager on how they are doing.

Adhere to prescribed treatment/restrictions by treating physician.

Contact claim’s adjuster at Liberty Mutual on current status.

Physically bring copy of Dr. appointments notes to manager immediately following the appointment.

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How much will my weekly benefits be?

Adhere to prescribed treatment/restrictions by treating physician.

Keep your Store Manager updated on your condition daily.

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What do you do about a doctor? Every location has a panel of doctors posted for you. You

must choose one of the six physicians. Also, on this panel is the Workers’ Compensation Carrier policy number and contact information.

How do I fill my Prescriptions? If a prescription is issued by your treating physician, you

should contact your local major pharmacy chain and inform them of the following information:

Kauffman Tire, (404) 762-4944 Liberty Mutual Insurance Co., (800) 532-7706 13830 Ballentyne Corporate Place, Suite 100, Charlotte, NC 28277

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What is Kauffman Tire’s #1 Workers’ Compensation Claim?

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Raise/lower vehicle to where the tires are between waist and chest height

Do not try to perform tire related services when the vehicle is high in the air getting an oil change

If performing an oil change, it is highly recommended to lower vehicle to perform tire work (ensure oil can is removed from under car)

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Don’t twist while carrying tires (make turn with feet)

Use two employees to put up tires when a ladder is involved

Don’t climb tire storage racks at anytime

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1. Test the load (weight distribution)

2. Get in a firm stance

3. Squat down to meet the load

4. Grip the load

Keep the load, elbows and arms close to your body

Keep your abdomen muscles tight and lift upward with your leg muscles, not your back.

5. Keep the object close to your body as you carry it

6. Make turns with your feet

7. Use extra care if lifting overhead

8. Get another associate to help you if the load it too heavy to lift.

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Lifting Keep the object close to your “center of gravity” and use your legs and hips to lift —not your back and neck.

Correct _________ techniques

The curve of a healthy back should resemble the letter __.

Injuries which are usually more severe are due to _________

_______ techniques.

When a choice is possible (pushing, pulling) a load is safer.

The safety range when lifting materials is (circle all that apply):

Arms extended, elbows locked above shoulders

Elbows close to body, material held near waist

Leaning forward from waist so back is curved

Arms extended, material held below waist

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Lifting

S

Lifting

Improper

Slip/trip and fall accidents account for nearly 25% of store accidents. Poor housekeeping, lack of training or preparation, and untimely responses to spills are the primary cause of slip/trip and fall accidents.

What do experts recommend as the single most important step to take in preventing slips and falls? Simple...keep floors clean, dry, and free of obstructions. When it comes to safeguards against slips and falls, nothing is more important than good housekeeping.

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Making certain it is neat, clean, and free of __________.

Returning tools, equipment, and materials to their proper place.

Reporting anything that is ___________ or not working properly.

Picking up debris from floor, _____________ and mopping.

Trash

Unsafe

Sweeping

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If you have a suggestion to make a process or piece of equipment safer,

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A B D O M I N A L

F E E T

S A F E T Y

T E N

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GNA

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Claim that occurs at your facility involving work performed on; or operation of a motor vehicle or

equipment.

Contact Loss Prevention as soon as it is determined that a vehicle has been damaged or a customer is alleging damage as a result of service. The Loss Prevention team will advise you on what steps are needed based on claim type and severity of damage

Send employee for mandatory drug screen

Complete appropriate claim form.

Tip: DO NOT make bold claims to “take care of everything”. This is subjective and often makes for an unhappy customer!

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If an employee is injured during a garage claim – A separate Worker’s Compensation claim will need to be filed (complete appropriate form and contact Greg Morand)

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MUST be at least 25 years of age

MUST have a valid debit or credit card (some branches require a credit card and will authorize a hold on the card until vehicle is returned)

Are generally not available after 5:30p

Kauffman Tire does not compensate customers/claimants for any insurance options they may elect to purchase or fuel for the vehicle during the rental period.

Loss Prevention has set up negotiated rates through the ARMS System with Enterprise Rental – of you tell a customer to get a rental and you will re-imburse them –you will pay too much!!!

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Every claim must be reported to your manager and Loss Prevention immediately.

Even if no medical attention or vehicle repairs are needed.

Up dated claim forms can be found on the “Loss Prevention Team Site”

The claim form must be completed by the corresponding employee and then scanned and emailed to LP

If do not have ability to scan a copy can be faxed to Human Resources @ (404) 762-4953.

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You just finished mounting tires back on the customer’s vehicle. The customer leaves your location. The next day the customer calls back and stated they were driving home when the front right tire came off their car. Their car went off the road and struck a guard rail. Another car struck the wheel and tire.

Write the appropriate comments you would say to this person:

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A customer calls the store and informs you that they had a pearl handled revolver in their center console. The revolver is now missing.

Write the appropriate comments you would say to this person:

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You have just finished invoicing a customer and they have left the building. In a moment, the customer comes back into the store yelling that you scratched their vehicle………………

What should I do?

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A vehicle leaves the shop after having four tires installed………two days later, she calls back stating that she was traveling 75mph on I-75 on her way to a funeral when her right front wheel came off of the vehicle. She narrowly missed a bridge support and hit a guard rail – her car is likely totaled and she is irate because “she and her daughter

could’ve been killed”!

What should I do?

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Vehicle: 1994 Chrysler Lebaron

Mileage: 115,905

C/S vehicle had an oil change 45 minutes prior to catastrophic failure.

Due to time frame of oil out – likely cause would have been incorrect oil filter, double gasket or drain plug issue………..

Investigation found two gaskets on filter….

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Note pre-existing damage on lot sheet and work order How often do you look at your entire vehicle

(versus right after you purchase a new set of tires)

Prevent “potential” confrontation when customer returns to pick-up their vehicle

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Kauffman Tire has a direct bill contract with Enterprise Leasing should a customer need a rental due to no fault of their own.

The customer is responsible for any additional items they choose;

Insurance Option

Fuel Option

Etc.

The customer must be at least 25 years old and have a major credit card.

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Claim resulting from a motor vehicle accident, collision or injury to non-Kauffman Tire employee.

DO NOT admit fault – Loss Prevention Department will determine liability when all facts and information has been gathered.

DO listen and gather as much information as possible.

DO NOT keep talking and offering opinions.

DO contact Loss Prevention team as quickly as possible.

DO get possession of the vehicle involved, if possible.

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You are retrieving a car from the parking lot when you see a customer trip over the curb and fall to the ground.

Write the appropriate comments you would say to this injured person:

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A customer is entering your location and trips over the curb and strikes their head on the glass door. The impact causes a small laceration and the customer is visibly shaken but appears “okay”…………….

What should you do?

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Respond in a quick and caring manner.

DO NOT MOVE THE INJURED PARTY.

Ensure that they are comfortable

Contact your manager immediately.

Remember the following points:

Be a good listener. Be sympathetic and caring. Do not offer your comments or opinions. Avoid admitting responsibility. Avoid offering to pay medical expenses. Do not apologize

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Other Party PD and BI is $25,000 All suspected BI claims are to be sent to carrier for processing

GL claims will be processed internally, not to exceed $10,000

Workers’ Compensation is $25,000

Kauffman $100,000

Zurich $5,000

Upon notification of a claim a brief synopsis will be emailed to the corresponding District Manager, Allen (Retail), Nelson (Wholesale), Jim (Commercial), Greg and Johnny

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What is an Accrual? (Accrued expense) expense is recognized before cash is paid out

The estimated claim impact is recognized in the month in which the claim occurs rather than when payment is made.

How are accruals estimated?

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Claim File Complete & Accurate claim form

Drug Screen

Pictures of damage

Driver’s citation (if any)

Police report (if any)

Employee performance counseling (if applicable)

Never give a copy of our claim forms to anyone other than a member of Loss Prevention.

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Throughout the course of each day we will be operating customer vehicles in reverse

Backing out of parking spots If struck while backing out of the parking spot, you will be found liable for the

accident

Backing out of service bay If struck or hit another vehicle while backing out of the shop, you will be found

liable for the accident

Prevention Techniques Identify potential obstacles prior to entering the vehicle Remove yellow chain Sound the horn a couple times to gain attention of other drivers Look over shoulder while backing and do not rely solely on mirrors If you can’t see, stop and get assistance

When Pulling a vehicle into or out of the shop it is not a race!

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One of you associates is involved in a wreck while driving their personal vehicle to pick up tires. Who’s insurance coverage is liable?

The driver found to be at fault for the accident.

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Kauffman Associate’s vehicle

Customer’s vehicle

Chain of custody follows the keys

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Remember:

Accident reporting, investigations and corrective actions are essential to

making your store a safer place to work and shop.

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Questions&

Answers

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