Yuba County Administrative Policy & Procedures Manual

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1 Yuba County Administrative Policy & Procedures Manual Subject: Policy Number: Page Number: D-3 Page 1 of 5 AUTOMOTIVE TRANSPORTATION Date Approved: Revised Date: 02/19/08 12/16/14 POLICY: It is County policy to provide County employees with essential transportation that is safe, reliable, responsive, and economic for use on County business. The rules and regulations established herein, pursuant to Government Code 25305, shall govern the use of County vehicles. PROCEDURE: 1. Responsibility The Director of Administrative Services is assigned primary responsibility for providing essential County transportation subject to policy and fiscal control of the Board of Supervisors. The Director of Administrative Services shall provide vehicle fleet operation and maintenance. A. All Department Heads are responsible for determining and budgeting their transportation requirements, and for utilizing the most efficient transportation means available. Where long-term assignments of vehicles are justified and approved by the Board of Supervisors, Department Heads will ensure efficient utilization and prompt return to Administrative Services for scheduled maintenance. B. Department Heads authorizing a lease of a new vehicle for use by their department accept the financial responsibility for that vehicle through the term of the lease. If the department desires to turn in a leased vehicle prior to end of the lease, the department is responsible for any financial impact of early turn in. Administrative Services is responsible for making every effort to reassign the vehicle to reduce or eliminate the financial impact. However, the original requesting department bears the responsibility for the vehicle if alternate arrangements cannot be made. 2. Procedures Where continuing assignments of vehicles are considered to be in the best interest of the County, authorization of assignment shall be made by the Board of Supervisors. A. Justification for continuing assignment of a specific vehicle to an individual or department shall be based on consideration of the following:

2 3. Assignment A1. Efficient operation of the department. A2. Efficient use of the vehicle. A3. Security of the vehicle and its contents. A4. Cost. A5. Benefit to the public. A6. Emergency response. Vehicle assignment recommendations will be reviewed and approved annually by the Board of Supervisors. Departmental vehicle assignment requests including justification for the assignment shall be submitted to the Fleet Manager in Administrative Services in writing on an annual basis. The requests will be reviewed by the County Administrator and the Director of Administrative Services in accordance with Section 2. A. for continued assignment. Recommendations will be submitted to the Board of Supervisors for approval. 4. Temporary Vehicle Usage VEHICLE USE: A. Department Head shall authorize issuance of a County vehicle to employees required to use such vehicles in connection with their work. This authorization and a valid California operator s license are required to draw a vehicle from the County motor pool. Overnight assignments or extended trip use requires written authorization by the requesting Department Head and prior approval by the Administrative Services Department. B. To ensure maximum utilization, employees shall not check out vehicles until actually required. Vehicles shall be returned to the motor pool immediately upon completion of needs and shall not be kept overnight except as allowed in section 4.A. It is the driver s responsibility to ensure that the vehicle is clean and all trash has been removed from the interior, the vehicle has remained accident free and the vehicle has adequate fuel (1/2 tank or greater). Shared vehicles shall be used whenever feasible. 5. For County Business Only A vehicle owned or leased for the use or service of the County shall not be used for any purpose other than County business or the performance of a duty of a County official or employee.

3 6. Observe Traffic Rules Employees on County business shall observe traffic rules, regulations, and courtesies at all times. Fines or penalties levied for violations for which the driver is directly responsible shall be paid by the driver. 7. Driver s Licenses Any driver of a County vehicle must have in his or her possession a valid California driver s license. 8. Seat Belts/Seating It is required that all vehicles used on County business be equipped with seat belts. It is further required that all persons in County vehicles use seat belts. Carrying passengers in any part of a vehicle not designed for passengers (i.e. the bed of a pickup truck) is forbidden. 9. No Unauthorized Persons Employees are prohibited from carrying non-county employees, or other persons not directly related to County business in County vehicles except as determined by the Board of Supervisors. 10. Abuse of Vehicles County vehicles, other than those specified for such purposes, shall not be used for towing, pushing stalled vehicles, or be used for other activities that may damage the vehicle. 11. Personal Liability Employees may be held personally liable for damages to County equipment, in addition to other penalties as may be assessed, if through negligence or in the course of unauthorized activities, damage occurs to a County vehicle. Employees may also be held personally liable when they are driving a County vehicle outside the course and scope of their employment and cause damage to other persons or property. Additionally, employees utilizing personal vehicles on County business shall read and comply with County Ordinance 2.150, complete a Vehicle Affidavit (Attachment B), and submit proof of auto insurance once a year to be on file with the Department Head. 12. Vehicle Keys Keys shall not be left in unattended vehicles, even when parked in secured enclosures.

4 13. Garaging of Vehicles Vehicles shall be garaged at private residences only with Board approval. Continuing authorization shall be granted and reviewed in accordance with the procedures set forth in this chapter. Temporary authorization may be obtained from the appropriate Department Head. GASOLINE CREDIT CARDS 14. County Policy A. A gasoline credit card has been assigned to each fleet vehicle. The card and the instructions for its use are inside an information packet located in the vehicle glove box. B. Upon request of the appropriate Department Head, the Administrative Fleet Services Coordinator will obtain and assign a Personal Identification Number (PIN) to each vehicle driver. Each driver must sign the PIN use statement and submit to Administrative Services prior to being issued a PIN. See Attachment A. C. Vehicles can be filled up at any gasoline station that accepts the gasoline credit card. The driver must follow the fill up instructions provided with the gasoline credit card. Both the credit card and the driver s PIN are required to obtain fuel. D. The lowest grade fuel available should be used to fill up the county vehicle. E. The credit card is for fuel only. It can not be used for repairs, maintenance, car washes, parking fees, etc. F. Fuel purchased with County gasoline credit cards is to be used only for County owned equipment and vehicles. MAINTENANCE AND REPAIRS 15. Emergency Maintenance Each vehicle has been assigned a service/identification number by the fleet services vendor which is included in an information packet located inside the vehicle glove box. If any emergency maintenance is required, the driver is to call the fleet services vendor phone number contained on the service/identification card and follow the instructions given by the fleet services vendor. Emergency services provided by the fleet services vendor include roadside service and vehicle towing. The vehicle driver must also contact the Administrative Services Fleet Services Coordinator to inform him/her of the emergency.

5 16. Routine Maintenance It is the responsibility of the Department Head to insure all vehicles permanently assigned to the department receive preventative maintenance as required by the vehicle maintenance schedule. The Administrative Services Fleet Services Coordinator will monitor preventative maintenance schedules and notify the department of the required service. Failure to comply with maintenance schedules may result in termination of the vehicle assignment. Department shall deliver and pickup vehicle from repair facility designated by Administrative Services. It is the responsibility of the department to notify Administrative Services of any problems a vehicle is experiencing so the problem can be resolved promptly.

6 Attachment A Gas Card and Gas Card PIN I agree to use the Gas Card and PIN (personal identification number) exclusively for fueling County vehicles and equipment being used for County business. I understand that any other use of the Gas Card and PIN may be subject to discipline action and/or referral for criminal prosecution. Additionally, I understand that: that the four-digit PIN issued to me is for my exclusive use while on County business and should be kept secure and for my own use; each Gas Card has been issued for use in a specific vehicle or gas powered equipment and should only be used for the vehicle or equipment for which it was issued; and I am expected to accurately enter the odometer reading of the vehicle each time I fuel the vehicle. Name (Print): Signature: Date:

7 Attachment B COUNTY OF YUBA VEHICLE INSURANCE AFFIDAVIT I certify, under penalty of perjury, that I am currently, and will continue to be, insured for the use of my private automobile, the coverage of which meets the minimum standards of the Financial Responsibility Law of the State Vehicle Code and other guidelines listed in Chapter of Yuba County Ordinance Code. I will notify my Department Head immediately of any insurance coverage change, loss of insurance coverage or restrictions upon my driver's license. I am aware that I must be legally licensed to drive in the State of California and that, if I must use my private automobile to conduct County business on a regular basis, I must contact my insurance company to verify that I am covered under my insurance policy to do so. I certify that I have read Chapter of the Yuba County Ordinance Code and that I will faithfully abide thereby. Name (print) Signature Department Date ATTACHED HERETO IS A COPY OF MY PROOF OF AUTO INSURANCE WHICH I AM REQUIRED TO SUBMIT ANNUALLY.

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