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Home My WebLink About2015-05-12-Meeting Agendawww.augustaga.gov Finance Committee Meeting Commission Chamber- 5/12/2015- 1:10 PM FINANCE 1. Update on First Vehicle Services and Vern's Towing status. (Requested by Commissioner Hasan) Attachments 2. Motion to approve the minutes of the Finance Committee held on April 28, 2015. Attachments 3. Approve revisions to Vehicle Oversight Program. Attachments Finance Committee Meeting 5/12/2015 1:10 PM First Vehicle Services and Vern's Towing Status Department:Clerk of Commission Caption:Update on First Vehicle Services and Vern's Towing status. (Requested by Commissioner Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Finance Committee Meeting 5/12/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on April 28, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 of 3 Item # 2 Attachment number 1 \nPage 2 of 3 Item # 2 Attachment number 1 \nPage 3 of 3 Item # 2 Finance Committee Meeting 5/12/2015 1:10 PM Revisions to Vehicle Oversight Program Department:Finance/Risk Management Division Caption:Approve revisions to Vehicle Oversight Program. Background:Augusta uses GPS devices to monitor its fleet of vehicles. The Risk Management Department has oversight of the program. Individual departments montior their employees for any abuse. Analysis:The Risk Management Department was tasked to bring to the Administrator revisions to the existing policy that would more clearly define the reporting process and to assure that the Administrator received timely reports from the user departments. Financial Impact:n/a Alternatives: Recommendation:accept the revisions Funds are Available in the Following Accounts: n/a REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT VEHICLE OVERSIGHT PROGRAM Commission Approved 12/02/2008 / Revised 02/12/2015 PPPM Sections 1100.401 – 1100.405 1. PURPOSE: The Vehicle Oversight Program has numerous purposes: · Provides management a tool to better utilize available resources. · Provides management a tool to monitor employee productivity. · Enhances the risk reduction program. · Reinforces current vehicle utilization policy and encourages responsible driving behavior. · Increases safety awareness. · Enhances Augusta’s 311 program. 2. CONCEPT: Vehicles owned by the Augusta Commission will have Global Positioning Systems (GPS) installed with monitoring capability at the respective department level. Central monitoring will be available through Risk Management and Fleet Management as well. Installation on vehicles will be coordinated with Fleet Management. 3. APPLICABILITY: This program is applicable to departments and agencies subordinate to the Augusta Commission. Vehicles assigned to Constitutional Officers or Elected Officials are not subject to this program at this time; however, they may elect to participate in the program and units will be placed on their vehicles as they become available. 4. RESPONSIBILITIES: A. Administrator: Responsible for the overall supervision of the monitoring program. B. Finance: 1. Risk Management: Provides for program implementation, information briefings to respective departments and provides primary centralized monitoring of vehicles. Coordinates funding for program support, continuity and sustainment. 2. Fleet Management: Assists Risk Management with program implementation and coordination. Provides secondary centralized monitoring of vehicles. Responsible for coordinating the installation of systems on vehicles as directed. C. Departments: Provides departmental monitoring and operational supervision. All employees will be required to sign a form that acknowledges they understand GPS devices will be used in vehicles/equipment owned by the Augusta Commission and they are aware of potential consequences when abuse is discovered. Departments should use the system to verify employee compliance with Augusta, GA Risk Management Policies, the Fleet Management Policy, and Departmental Policies, i.e. the safe and conscientious operation of motor vehicles to include speeds driven, idle time appropriateness, using vehicle for business purposes only (personal use prohibited), etc. 5. CONSEQUENCES: Abuses will be governed by Augusta’s Progressive Discipline Policy, suggested discipline for this program include (but are not limited to): A. ND-18 - Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, etc. B. EV-1 1 - Fraud, waste, and/or abuse of Augusta, Georgia property or time. C. EV-13 - Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. 6. REPORTING ACTIVITIES TO RISK MANAGEMENT/ADMINISTRATOR. For review by the Administrator, departments will provide monthly reports to Risk Management showing the action taken for the violations below. Reports containing this information will be required monthly unless otherwise directed by the Administrator: A. Heightened speeding violations must be reported to Risk Management. Any speed above the posted speed limit is a violation of state and local laws and may subject the employee to tickets Attachment number 1 \nPage 1 of 3 Item # 3 FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT and fines through law enforcement as well as employee discipline. Speeding in excess of 9 miles over the posted speed limit is considered a heightened speeding violation and will subject the employee to Augusta’s Progressive Discipline Policy. Additionally, speeding in school zones is also considered a heightened speeding violation regardless of the amount over the speed limit. B. Improper personal use of an Augusta, GA vehicle must be reported to Risk Management. The use of Augusta, GA owned vehicles for personal use is prohibited. However, if it is not advantageous to Augusta, GA for the employee to return to pick up their own personal vehicle so they may take their lunch break, they are allowed to use an Augusta. GA owned vehicle to patronize an eating establishment that is in close proximity to their work site. C. Unnecessary idle time of 15 minutes or more must be reported to Risk Management (departments may establish a lower idle time but for reporting you will only need to report unnecessary idle time in excess of 15 minutes). 7. FUNDING: A. Initial Funding: to be provided by Risk Management and will include the purchase of system hardware, activation and initial monthly/annual monthly fees. B. Sustainment Funding: to be provided by Risk Management for the monthly service fees and other fees included in the allocation process. Attachment number 1 \nPage 2 of 3 Item # 3 FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT EMPLOYEE ACKNOWLEDGEMENT VEHICLE OVERSIGHT PROGRAM 2015 I, ________________________________________, understand that Augusta, GA equips its fleet vehicles and equipment with Global Positioning System (GPS) devices. I also understand that when operating a fleet vehicle or equipment owned by Augusta, GA I am subject to observation through use of the GPS by my department, Risk Management and/or Fleet Management. I understand that some of the capabilities of the GPS tracking service provide tracking vehicle location and length of time at location, vehicle speed, and vehicle idle time. I understand that in addition to adhering to Motor Vehicle laws I am responsible for adhering to policies of Augusta, GA which govern the use of its fleet vehicles and equipment: Risk Management Safety Policy located in the Employee Handbook and the Fleet Management Policy which can be obtained by contacting the Fleet Manager. I understand that information gathered from observations of my driving and/or use of equipment may be used as justification for disciplinary action consistent with the Augusta Commission Progressive Discipline Policy. Employee Signature Date 01/15/09 Draft Revision 01/27/15 Draft resubmitted 04/09/15 Each employee of Augusta, GA, whether they operate a government owned vehicle or not, is required to read and sign this acknowledgement. Completed forms are to be returned to Risk Management. Risk Management will retain a copy and forward the original form to Human Resources for inclusion in the employee’s personnel file. Attachment number 1 \nPage 3 of 3 Item # 3 FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT VEHICLE OVERSIGHT PROGRAM Commission Approved 12/02/2008 1. PURPOSE: The Vehicle Oversight Program has numerous purposes: · Provides management a tool to better utilize available resources. · Provides management a tool to monitor employee productivity. · Enhances the risk reduction program. · Reinforces current vehicle utilization policy. · Increases safety awareness. · Enhances Augusta Cares program. 2. CONCEPT: Vehicles owned by the Augusta Commission will have Global Positioning Systems (GPS) installed with monitoring capability at the respective department level. Central monitoring will be available through Risk Management and Fleet Management as well. . Installation on vehicles will be coordinated with Fleet Management. 3. APPLICABILITY: This program is applicable to departments and agencies subordinate to the Augusta Commission. Vehicles assigned to Constitutional Officers or Elected Officials are not subject to this program at this time. 4. RESPONSIBILITIES: A. Administrator: Overall responsible for the overall supervision of the monitoring program. . B. Finance: 1. Risk Management: Provides for program implementation, information briefings to respective departments and provides primary centralized monitoring of vehicles. Coordinates funding for program support, continuity and sustainment. 2. Fleet Management: Assists Risk Management with program implementation and coordination. Provides secondary centralized monitoring of vehicles. Responsible for coordinating the installation of systems on vehicles as directed. C. Departments: Provides departmental monitoring and operational supervision. All employees will be required to sign a form that acknowledges they understand GPS devices will be used in vehicles/equipment owned by the Augusta Commission and they are aware of potential consequences when abuse is discovered. 5. FUNDING: A. Initial Funding: provided by Risk Management and will include the purchase of system hardware, activation and monthly/annual monthly fees. B. Sustainment Funding: provided by Risk Management for the monthly service fees and included in the allocation process. Attachment number 2 \nPage 1 of 2 Item # 3 FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT EMPLOYEE ACKNOWLEDGEMENT VEHICLE OVERSIGHT PROGRAM I, ________________________________________, understand that Augusta, GA equips its fleet vehicles and equipment with Global Positioning System (GPS) devices. I also understand that when operating a fleet vehicle or equipment owned by Augusta, GA I am subject to observation through use of the GPS by my department, Risk Management and/or Fleet Management. I understand that in addition to adhering to Motor Vehicle laws I am responsible for adhering to policies of Augusta, GA which govern the use of its fleet vehicles and equipment: Risk Management Safety Policy located in the Employee Handbook and the Fleet Management Policy which can be obtained by contacting the Fleet Manager. I understand that information gathered from observations of my driving and/or use of equipment may be used as justification for disciplinary action consistent with the Augusta Commission Progressive Discipline Policy. Employee Signature Date 01/15/09 Each employee of Augusta, GA, whether they operate a government owned vehicle or not, is required to read and sign this acknowledgement. Completed forms are to be returned to Risk Management. Risk Management will retain a copy and forward the original form to Human Resources for inclusion in the employee’s personnel file. Attachment number 2 \nPage 2 of 2 Item # 3