HomeMy WebLinkAboutFLEET MANAGEMENT POLICY PROCEDURES (UPDATE)
Administrative Regulation No. 2-2
Sections 1 through (Pages = )
Effective Date:
SECTION 1
ADMINISTRATION
1. POLICY: Vehicles and equipment belonging to the Augusta Commission will be maintained
and operated in a legal, safe and prudent manner, consistent with all Federal, State and Local
laws and ordinances. The proper management of vehicles is the responsibility of all
supervisors, managers, and directors. Every effort will be made to eliminate misuse,
misappropriation and abuse of vehicles and/or equipment belonging to the government.
Employees responsible for driving vehicles will ensure the vehicle is available for
maintenance consistent with the appropriate maintenance schedules. It is the responsibility of
every employee of The Augusta Commission, regardless of position, to support a cost-
effective operation. The assignment and use of government vehicles and/or allowances
associated with private vehicle use are for official business and will not be used for salary
compensation.
2. ADMINISTRATIVE OVERVIEW
2.1 PURPOSE:
(a) To establish a uniform and comprehensive policy and criteria for the purchase,
assignment, use, and administrative control of vehicles owned by, titled to or
otherwise controlled by the City of Augusta.
(b) Provide necessary information to ensure adequate and safe transportation for the
performance of official business in the most cost-effective and service-efficient
manner possible.
(c) To provide a standard policy for the City which will be enforced in all functional areas.
(d) To authorize the Administrator and the Fleet Manager to promulgate associated
procedures as necessary within the scope and intent of this policy.
2.2 APPLICABILITY: This policy will be applicable to all wheeled passenger and service
vehicles with combustion engines and towed equipment which are owned by, titled to or otherwise
controlled by or through the City and are utilized by officials and employees in the delivery of
various governmental services, except as otherwise provided for in this policy.
2.3 LIMITATIONS: Nothing herein is intended to require the modification or replacement
of existing City-owned vehicles where such action would be to the economic disadvantage of the
City except where safety is of concern.
3. ORGANIZATION: There is created, the Fleet Management Division, a subordinate division of
the Finance Department of the Augusta-Richmond County Commission. This division shall be
operated as an internal service fund and shall be headed by a Fleet Manager, appointed by the
Director of Finance. The staffing of this Division shall be approved by the Augusta-Richmond
County Commission. The mission shall be to provide support to all departments, agencies, and
constitutional officers in matters relating to the administration, acquisition, operation, maintenance,
management, fueling and disposal of vehicles and motorized equipment which are owned by, titled
to or otherwise controlled by the Augusta-Richmond County Commission.
4. RESPONSIBILITIES:
4.1. Administrator:
(a) Has authority for the management, operations and maintenance of all Commission
owned vehicles and equipment, as provided by the powers entrusted to the position of
Administrator by the Commission.
(b) Establishes department vehicle and equipment allowances, has authority to reallocate
vehicles and equipment resources and approves, annually, authorization for vehicles
to be driven home.
(c) Recommends surplus vehicles for auction/salvage sales to the Commission (See
Fixed Asset Policy; proponent agency is the Finance Department).
4.2. Department Heads:
(a) Responsible for the safe, economical and efficient management, operations and
maintenance of Commission motor vehicles assigned to their departments.
(b) Ensures all vehicles receive scheduled service/maintenance with no more than a 10%
variance in miles/hours as recommended by the manufacturer's maintenance
schedule.
(c) Implements a system of departmental inspections to ensure compliance with daily
vehicle and lor equipment inspections.
(d) Implements procedures to insure vehicle and driver accountability.
(e) Periodically reviews justification for vehicles being driven home to insure the need
exists. Annual justification will be submitted to the Administrator once each year, in
June, using the form at Appendix 1.
(t) Implements procedures for reporting of vehicle damage or accidents to Risk
Management within 24 hours of the damage occurring or being noticed.
(g) May approve non-employees riding in government vehicles, when necessary to
conduct official business. The vehicle will be driven by an employee in these cases.
4.3. Fleet Manager:
(a) Responsible for the management functions of fleet operations and maintenance.
Serves as the central point of contact between Department Heads and contract
services in support of the fleet and operational - equipment belonging to The
Augusta-Richmond County. Commission.
(b) Develop or review all equipment specifications (prior to bidding process by
Purchasing) for practicality, economy, standards and need. Recommends standard
classes and specifications as policy.
(c) Maintain an active fleet list and records associated with proper management of
vehicles and operational equipment.
(d) Conduct vehicle and equipment assessments to ensure cost effectiveness and has the
authority to designate vehicles and equipment as uneconomically repairable.
(e) Monitor contract service operations and costs to ensure efficient and effective
operations.
(I) Recommends policy and procedures on fleet maintenance, operations and
management.
(g) Provides status reports as appropriate. (h) Provides administrative support to the
Administrator in "annual vehicle justification" for vehicles being driven home.
Establish procedures to conform to policy.
4.4. Risk Management:
(a) Provides administrative support to the Administrator for:
(1) "Out-of-County" Use of County Vehicles,
(2) Claims investigation/administration for vehicles involved in accidents,
(3) Investigate complaints of misappropriation, misuse and abuse of vehicles and
equipment.
(b) Conducts periodic safety inspections of vehicles to ensure compliance with driver
inspection requirements.
(c) Coordinates vehicle repair incident to accidents or incidents resulting in vehicle
damage.
(d) Upon initial hire and annually, there after, reviews driving records of employees
authorized to drive government vehicles (Appendix 2).
4.5. Supervisors:
(a) Ensure drivers inspect their vehicles at the beginning of each driving day and as
required by law,
(b) Ensure vehicles are kept clean,
(c) Ensure vehicles receive scheduled maintenance according to manufacturers
recommendations for maintenance service,
(d) Enforce the policies of their respective departments and this manual,
(e) Ensure vehicles, which are unsafe, are not driven on public highways,
(t) Conduct, as a minimum, weekly driver's license checks of all drivers to insure proper
license and presence of license.
(g) Ensure each driver is qualified to operate the vehicle or equipment to which assigned.
4.6. Drivers:
(a) When driving, have a valid driver's license in his/her possession
(b.) Inspect their vehicle before each driving day to ensure the items in Section III,
Appendix 1 or 2 of the Safety/Risk Management Manual are in proper order.
(c.) If carrying a trailer, inspect the trailer for safety and proper load security.
(d.) Keep the vehicle clean inside and out.
(e.) Immediately report damage or maintenance deficiencies to the vehicle to the
supervIsor.
(f.) If driving a vehicle which he or she is not permanently assigned to, the driver will
make a visual inspection of the exterior and interior and note the condition of the
vehicle. Any damage should be reported to the supervisor prior to the vehicles
operation. Failure to report the damage could result in the driver being held
responsible. Damages will be reported using the Augusta Commission "Incident
Report" (See Safety/Risk Management Manual). Vandalism shall be reported to the
Sheriffs Department.
(g.) Operate the vehicle in a safe, legal and prudent manner.
(h.) Ensure the vehicle is secure (locked) when not being driven.
(i.) Ensure the vehicle is maintained in accordance with established vehicle policies and
maintenance schedules.
G.) Operate the vehicle only when ALL passengers are secured with seat belts.
(k.) Ensure that no one other than Commission employees ride in A-RC vehicles.
Exceptions apply to law enforcement vehicles and transit vehicles and Recreation
Department vans, when in the execution of required duties or for other non-law
enforcement vehicles as approved- by the Administrator or as indicated in Paragraph
4.2 (g) above.
(1.) Report ANY traffic citations, which were issued while driving an Augusta-
Richmond County vehicle to their supervisor. Drivers with Class A or B licenses
will report any and all citations to the supervisor as soon as possible regardless of
when or the type of vehicle being driven at the time cited.
5. REGISTRATION AND LICENSING
5.1 All vehicles purchased with Federal/State/City funds, transferred, confiscated or donated, must
be titled and licensed to the City of Augusta, except such vehicles that are assigned to undercover
Public Safety personnel in compliance with applicable state law. Vehicle titles are applied for and
maintained on file by Fleet Management.
5.2 Title must be issued in the name ofthe City. Government license plates, clearly identifying
the vehicles as Government property, will be issued and placed on City owned vehicles except for
vehicles certified by the Administrator or the Fleet Manager as essential for the conduct of law
enforcement duties, or where there is a concern for security for key administrative, legislative, or
judicial personnel.
5.3 No employee will alter or change the assigned license plate without coordinating with Fleet
Management. Any such change may be construed as misappropriation of government property.
6._INSURANCE
6.1 The City of Augusta is a political subdivision of the State of Georgia. In accordance with the
Georgia Criminal and Traffic Law Manual; O.c.G.A. 40-9-4, and is exempt from the "Motor
Vehicle Safety and Responsibility Act". The Augusta-Richmond County Commission is uninsured.
Any claims arising from the operations of an Augusta-Richmond County Commission owned
vehicle will be referred to Risk Management.
6.2 Employees receiving an "auto allowance" or requesting mileage reimbursement are required to
carry personal automotive insurance, which satisfies the minimum requirements established by the
. State of Georgia. Should an employee be involved in a vehicle accident while operating his or her
personal vehicle, personal insurance will cover any and all losses associated with property damage.
The City of Augusta will incur no liability associated with personal property loss when operating a
personal vehicle.
In the event of a vehicle accident, the employee (driver) \,,,111 contact the Sheriff's Office
immediately, phone mmlber 821-1080 or 911 if there are injuries. The driver is to make no
statement as to fault, but is to cooperate fully with deputies and investigators. The immediate
supervisor and "chain of command" will investigate the accident promptly. If the accident is
investigated by the Sheriff"'s Office the case number will be called in to Risk Management In the
event of an accident involving third parties or the property of others, Risk Management will also be
provided basic, preliminary information regarding the event of the accident or as soon as possible if
the accident occurs after normal business hours. This may be accomplished by telephone or fax
transmission.
SECTION 2
VEHICLE USE
7. USE OF AUGUST A COMMISSION VEHICLES: Commission motor vehicles and
equipment will be operated by employees "For Official Business" only. They are to be
operated in a safe, legal and prudent manner. The operation of Commission owned vehicles
and equipment will be for the convenience of the government, not the employee. Driving a
Commission vehicle is a privilege granted by the government; as such any other use other
than covered in this policy is interpreted as misappropriation and subject to disciplinary
action up to and including discharge.
8. WIDRA WL OF DRIVING PRIVILGES:
8.1 The Administrator may withdraw government vehicle driving privileges of any employee
for cause. Should driving a government vehicle be a job qualification, the employee may be
terminated for loss of job qualification (See Personnel Policy).
8.2 Department Heads may withdraw government vehicle driving privileges of any employee
under his/her charge, for cause. This must be documented in writing and filed in the employee's
personnel file. Should driving a government vehicle be a job qualification, the employee may be
terminated for loss of job qualification.
1. Department Heads must request, in writing, approval of "SUll1iller Hire" personnel to
operate A-RC vehicles. The request will include the results of a Motor Vehicle
Records check through the Augusta - Richmond County Sheriff Department.
Department Heads will provide Risk Management with a copy of the approved
request along with a copy of the individual driver's license.
2. Employees working at temporary sites may use their assigned government vehicle for
transportation during eating periods when on duty if
a. It is more advantageous to Augusta - Richmond County for tlle vehicle not to
return to the primary job site (headquarters).
b. When the driver's duties are such that returning to the primary job site would
result in more miles being put on the vehicle.
c. If the employee is approved to drive the vehicle home.
3. When the vehicle is to be parked in a commercial parking lot the driver should take
every precaution to park the vehicle in a protected location. This may mean passing
up a parking spot next to or near the entrance and parking the vehicle away from,
congestion.
4. Only Certified Law Enforcement Officers, Arson investigators, - and designated
personnel from the District Attorney's Office will be authorized to carry weapons in
Augusta-Richmond County vehicles.
5. Employees authorized to drive Augusta-Richmond County vehicles home may make
"quick stops" at commercial establishments as long as the establishment is along the
route of travel to the employee's residence. Diversions over a quarter mile from the
route oftravel are excessive and not authorized. Augusta-Richmond County vehicles
will not be used during non-duty hours for travel at the convenience of the employee
(personal use is not authorized). The followine items are urohibited from beine
carried in Aueusta-Richmond County vehicles:
a. Any item classified as contraband or illegal substance (Exception: Public Safety
Officers when in the execution oftheir legal and expected duties.)
b. Firearms or weapons of any type except by Public Safety Officers who are
certified and hold a position of employment as a Public Safety Officer
c. . Alcoholic beverages.
6. Smoking of tobacco products in Augusta - Richmond County vehicles is
prohibited; however, the Sheriff shall establish the policy for Sheriff's
Department vehicles.
7. Seat belts will be worn by the driver and all passengers when the vehicle is moving;
see Section III, paragraph E, "Vehicle Safety", Safety/Risk Management Manual
(approved February 20, 1996).
8. Family members may not be transported in A-RC vehicles. Family members who are
employees of Augusta-Richmond County may not be given rides to and from work,
on a daily/routine basis, by an employee authorized to drive an A-RC vehicle home.
The exception to this policy is that both employees are required at the same location
or written permission is granted by the Administrator.
9. Any exceptions to the above listed restrictions must be made in writing and approved
by the Administrator.
11. DISCLAIMER OF LIABILITY
Employees who are in violation of this policy by transporting family members or using
Commission Vehicles for personal use and involved in a vehicle accident resulting in
physical damage and lor bodily injury may: (1) be personally responsible for any and all
damages to property resulting from the accident and/or, (2) be personally responsible for
any and all medical related costs resulting from the accident and/or, (3) be subject to
disci lina action u to and includin termination of em 10 ment.
D. AUTHORIZATION TO DRIVE HOME:
1. Authorization to drive assigned vehicles home must be approved, in writing, by the
Administrator (Appendix 1). Requests will be reviewed every year.
2. Approvals will be granted only when allowing the employee to drive the vehicle home is
for the convenience of the government.
INDEX
The proponent agency for this policy is the Finance Office (Attention: Fleet
Manager). Any comments, questions or recommendations should be referred to:
Augusta - Richmond County Fleet Manager. The provisions of this policy applies to
government owned or leased vehicles and equipment; it does not apply to privately
owned vehicles and equipment owned by employees unless specified.
3. Department Heads must enclose a full justification in the "Comments" portion of the
"Vehicle Identification/Utilization" form. Additional justification may be put on the back
of the form or on a separate piece of paper.
4. The following conditions must exist for consideration of "home" driving privileges.
a. A real need exists and the need is for the convenience of the government and the
employee must meet one of the four test criteria listed at Appendix 2.
b. The vehicle is a law enforcement/public safety vehicle (Sheriff, Marshal, Fire
Departments) and/or;
c. The employee resides in Richmond County (employees living outside Richmond
County will not be authorized to drive their vehicles to their residence). Sheriffs
Department employees authorized to take Department vehicles home may exceed
Richmond County boundaries up to seven (7) miles; however, no vehicles are to be
taken home Out of State.
E. OUT OF COUNTY USE:
1. Drivers of government vehicles may drive out of the County boundaries when the
department mission requires. This would be in the course of routine requirements of
the respective department. The "Out of County Travel Notification" form is not
required. These requirements will be controlled at the department level.
2. Department Heads must receive authorization from the Administrator when the
vehicle is to be driven out of the County boundaries (appendix 3) for such travel to:
seminars, training activities, civic support requirements, etc. Authority is delegated to
the Risk Management Manager in the event the Administrator is not available.
Law enforcement vehicles (including the District Attorney's Office) are exempt from
this provision when executing official duties (i.e.: prisoner transport, investigations,
etc.)
3. Risk Management will be sent the original request and obtain a decision from the
Administrator. Requests will be maintained on file with Risk Management.
4. Only the approved driver(s) will be authorized to operate the vehicle. 5.
F. VEHICLE MARKINGS:
1. All regular department, service type, vehicles will bear at least an 8 inch circular decal
affixed to the driver and front passenger doors of. Vehicles; i.e.: pick-up trucks, vans,
utility and dump trucks. Construction equipment will be decaled as appropriate to the
type and shape of the equipment. Vehicles assigned to Bush Field airport may use the
Bush Field logo decal.
2. Vehicles will also have a 12-inch by 3-inch decal designating the department (The length
ofthe decal will be between 12' to 18" depending on the length of the department name).
This decal will be affixed below the circular decal.
3. All vehicles, other than public safety vehicles, will have the appropriate departmental
vehicle number displayed in at least 3" letters/numbers on the left rear trunk area, readily
visible from the rear and right and left fender, 4 inches forward of the leading edge of the
front door. Abbreviations for each department for stenciling is included as appendix 5.
4. "Public Safety" vehicles will be marked in accordance with the respective department
policies.
5. Exceptions to vehicle markings are not authorized without the expressed written
permission of the Administrator.
G. VEHICLE COLORING: A-RC vehicles will bear the following colors:
1. Department Heads and regular department (non-public safety) vehicles including:
automobiles, pick-up trucks, vans, utility body (service) and if dump trucks (cab and
hood) will be white in color, construction and equipment excluded.
2. Fire Department: As prescribed by the Fire Department Chief but will be only a single
color.
3. Sheriffs Department: As prescribed by the Sheriff.
4. Marshal's Department: Dark Blue.
5. Vehicles transferred from the Sheriffs Department to another A-RC Department will be
painted white prior to putting the vehicle in service at the gaining department.
H. TAGS:
1. All vehicles will display the proper state government tag in the proper manner.
2. Tags will be removed from Vehicles only by Risk Management, Shop 1 or Shop 2
personnel and processed/coordinated with Central Services.
3. No tag will be transferred from one vehicle to another. Coordination with Central
Services is required.
4. Temporary tags will be used on new vehicles until permanent tags are received. Tags
removed from other vehicles (excess/salvage) will NOT be placed on new vehicles, in
lieu of "paper" tags.
5. Exceptions to paragraph H, 1-4 above are granted only to the Sheriffs Department under
cover cars; however, Sheriffs Department must notify Central Services of the transfer.
1. FUEL CARDS: Fuel cards are accountable items and should be periodically
checked/inspected by supervisors. Fuel cards are issued by Finance. Department Heads
should request fuel cards f or drivers and vehicles/equipment from Finance. Any lost card
should be immediately reported as missing. Vehicles turned in as excess will have the fuel
card removed from the vehicle and turned in to Finance.
J. NEW VEHICLES:
1. Under normal circumstances A-RC vehicles will be replaced on a basis of need or
economic reasons. Administrative requirements associated with turn in and request for
replacement vehicles can be found in the "Fixed Asset Policy".
2. New vehicles will be delivered by the vendor to the appropriate repair shop by the
vendor for distribution to the departments. The respective shop will notify the Fleet
Manager who will coordinate With Purchasing and Central Services. Departments will be
notified that the vehicle is ready for issue by the Fleet Manager. Prior to being issued the
following will be completed:
a. An asset number has been applied (Purchasing);
b. The vehicle is properly stenciled (Shop);
c. Special equipment (.other than bid specification items) mounted and operational
Department);
d. A vehicle safety inspection is performed (Shop);
e. The vehicle has been added to the Fleet List (Finance-see Fixed Asset Policy);
f. Finance has been contacted and a vehicle fuel card ordered.
3. The gaining department must turn in the old vehicle before the time of pickup (if the
vehicle was purchased as a replacement), unless a turn in has already been made.
4. Any vehicle which is non-operational and non-repairable will be turned in to the
appropriate Shop for disposal. Vehicles in the above mechanical status will NOT be
stored at the respective department pending the arrival of a new/replacement vehicle. A
completed Fixed Asset Tracking Forms serves as a valid turn in document. The tracking
form will be sent to the Fleet Manager for processing.
K. VEHICLE TRANSFERS:
1. Department Heads desiring to receive vehicles from another department must request, in
writing, authorization to transfer the vehicle from the Administrator. Requests will be
submitted to the Fleet Manager for staffing and sent to the Administrator for final
decision.
2. Vehicle transfers will be made to replace vehicles NOT add to a department's inventory
of vehicles. Refer to FIXED ASSET POLICY, dated February 8, 1995 for administrative
procedures required prior to transfer (proponent agency of Fixed Asset Policy is
Comptroller).
3. If approved, the Fleet Manager will notify the gaining department and;
a. Provide copies of the approved request to:
(1) Finance: Attention Fixed Assets
(2) Central Services - title check
(3) General Manager of the Contract Maintenance provider.
(4) Department Head of the loosing department.
b. The gaining department has financial responsibility for:
(1) Repainting, if necessary,
(2) Maintenance,
(3) Re-stenciling.
c. The gaining department will ensure:
(1) The vehicle meets the criteria for department operations as set forth in this policy,
i.e. Coloring, stenciling, etc.
(2) Coordination with Central Services for tag transfer.
(3) Coordination with Finance for Asset transfer.
(4)
L. EXCESS and SALVAGE VEHICLE AUCTIONS:
1. Vehicles which are excess to department needs, uneconomically repairable or damaged
beyond repair will be turned in to the appropriate Shop for auction or salvage sales.
Departments are responsible for completing the requirements of the "Fixed Asset
Tracking Form".
a. The Fleet Manager will prepare a list of vehicles by asset number, year, make, model
and vehicle identification number.
b. The list will be coordinated with those departments, which the vehicles came from to
ensure all vehicles are no longer needed.
c. The list will be sent to the Administrator to declare the vehicles excess/surplus.
d. Once approved the signed copy of the approval along with the vehicle list will be
provided to:
(1) Risk Management-Information
(2) Finance-asset accountability
(3) Central Services-title check
(4) Purchasing-auction announcement, sale coordination and execution.
e. Coordination will be made between all departments listed in paragraph K, d (1) - (3),
above, to establish a sale date and appropriate advertising.
2. Vehicles which have been confiscated by the Sheriffs Department and turned over to
Augusta - Richmond County may be sold at public auction when all of the following
requirements have been met:
a. Purchasing notifies the Sheriffs Department of an impending auction.
b. The Sheriffs Department representative provides a list of releasable/saleable vehicles
to Purchasing.
c. Purchasing provides a list of vehicles to Central Services for a title check.
d. Central Services notifies Purchasing of vehicles on the list whose title is clear.
e. Coordination/confirmation of cleared vehicles, auction date and coordination to move
confiscated vehicles to the auction site is made between Purchasing and the Sheriffs
Department.
3. Proceeds ofthe Sale are as follows:
a. Revenue from the sale of Fleet vehicles deposited in the "Capital Replacement Fund".
(1) Proceeds from the sale of vehicles, originally purchased from enterprise funds
will be deposited in enterprise fund accounts.
(2) Proceeds from the sale of vehicles, originally purchased from grant funds will be
deposited in grant fund accounts.
b. Revenue from the sale of Confiscated vehicles will be distributed as prescribed by the
appropriate judicial authority.
c. The proponent agency for vehicle auctions, for vehicles belonging to Augusta-
Richmond County is the Purchasing Department.
M. VEHICLE and/or EQUIPMENT ABUSE:
1. Employees driving or using A-RC vehicles or equipment are responsible for the overall.
upkeep of their vehicles and equipment. Failure to: perform daily checks, keep their
vehicle/equipment clean and serviced, make the vehicle available for servicing, or use
their vehicle or equipment for other than its intended official use constitutes
vehicle/equipment abuse (beyond normal fair wear and tear). Employees are subject to
having their driving privileges revoked for A-RC vehicles. If damage is associated with
misuse, abuse, neglect or misappropriation; a damage assessment may be directed by the
Safety Review Committee. Abuse will be reported to the Risk Management Committee
for review. Examples may include, but not limited to:
a. Failure to perform daily vehicle safety checks (no oil or coolant).
b. Excessively dirty vehicle.
c. Failure to make the vehicle available for scheduled servicing.
d. Driving the vehicle in a manner or location which:
(1) Discredits the Department or Augusta - Richmond County.
(2) Driving the vehicle in a location not appropriate for the type of vehicle.
(3) Using the vehicle for personal use.
(4) Causing or exposing the vehicle or equipment to damage beyond normal "fair
wear and tear"
2. Employees having a conviction for Driving Under the Influence or more than 15 points
(within 24 consecutive month period) against their Drivers License; or 15 administrative
points by the Safety Review Committee over a 3 year period ( consecutive years) will not
be permitted to drive an Augusta-Richmond County Vehicle. Driving records will be
reviewed annually by Risk Management. Employees falling in this category and whose
primary job function requires they drive an A-RC vehicle may be terminated for loss of
job qualification (See Personnel Policy and Procedures Manual).
3. The Safety Review Committee may recommend to the Risk Management Committee that
the driver's A-RC driving privileges be revoked and recommend a damage assessment,
based on the estimated cost of repair. The Risk Management Committee has the authority
to revoke any employee's vehicle driving privileges of A-RC vehicles.
4. Department Heads have the same authority as the Risk Management Committee but will
exercise this authority in writing and forward a copy to Risk Management and the Human
Resources Department for inclusion into the employee's file.
N. DAMAGED VEHICLES: any vehicle which has been involved in an accident and must be
towed to the appropriate shop will be under "quarantine" until released by the Risk Management
Manager. No one is authorized to touch, remove items, move or remove parts, or otherwise
physically alter any part of the vehicle unless authorized to do so by the Risk Management
Manager. The only exception would be the authorized law enforcement investigator or driver of
the vehicle to remove personal property or criminal evidence being transported. This will ensure
protection of physical evidence for potential liability.
O. AUTOMOBILE ALLOWANCES: A bimonthly cash payment may be made to compensate
an employee for the availability and use, for official purposes, of a privately owned vehicle.
Automobile allowances will be authorized by the Administrator only. A full justification, in
writing, must be made by. The Department Head of the employee concerned. The test criteria at
appendix 6 must be met by the employee and explained in the written request. Employees
authorized automobile allowances must posses a valid drivers license, current Vehicle
registration and must have insurance of a type and level required by state law.
P. MILEAGE REIMBURSEMENT: Mileage reimbursement may be authorized by the
department head for an employee who must utilize his/her personal vehicle to conduct official
business and who receives no other form of allowance.
1.Claims for mileage reimbursement shall be made in accordance with current Travel
Expense Reimbursement procedures.
2. The standard rate ofthe mileage reimbursement shall be set annually, by the
Administrator, upon the recommendation of the Finance Director/Comptroller.
Appendix 2 (Take Home Vehicle Guidelines)
GUIDELINES
Government Vehicle Driven Home
TEST 1: The employee is (1) subject to frequent after-hours emergency call
back or other unscheduled work, and (2) such unscheduled work involves the first
response to a real or present threat to life or property requiring an immediate
response, and/or (3) specialized vehicle, tools, or equipment are required for the
performance of emergency duties.
TEST 2: The employee is, (1) subject to frequent after-hours call back, and (2)
such call back arrangements are to locations other than the employee's normal duty
station, and (3) a special vehicle, tools or equipment are required to perform after-
hour assignments, and (4) an unacceptable delay in the response would result from
the employee's return to the normal duty station to retrieve the needed equipment.
This category is normally reserved for emergency maintenance response situations
where a group of employees share formal on-call responsibilities on a rotational
basis, typically for a week at a time. In such cases, the use of the take-home
vehicle is for the period of on-call assignment only. (On-call, rotational, duties are
managed at department level).
TEST 3: The employee is: (1) subject to frequent before and after hours call
back, and (2) the nature of the job requirements are unique to the employee, and
(3) the location of job requirements are routinely varied and (4) an unacceptable
delay in response would jeopardize job requirements from being completed which
could result in a loss to this government.
TEST 4: Certified Law Enforcement personnel required to use an individually
assigned vehicle during their normal tour of duty may use the vehicle for
commuting purposes. While not on-duty during such commutes, officers are
expected to take action on incidents they may encounter.
OUT OF COUNTY TRAVEL NOTIFCATION
TO: Risk Management
FAX To: 821-2502
o
DATE:
FROM:
FAX #:
Department:
Contact Person/phone
DRIVER:
Drivers License Expires:
Vehicle Asset #
Date of Departure:
Date of Return
Destination: (City & State)
PURPOSE OF TRAVEL: (check as appropriate) _Training Class,
_ Professional Development Seminar, _Coordination, Meeting,
_ Maintenance, _Inspection, _Speaking Engagement
(1) If a Training Class: Class/Course Title
(2) Meeting with:
Other:
Sponsor Organization:
/ N/A
Number of Employees to be transported (count the driver):
Number of Non-Employees to be transported:
Is a release of liability for non-employees being obtained?
Yes No
If not, why not?
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APPROVAL
Your request for "Out of County Use/Travel" is _ approved _ disapproved; in accordance with Page 8,
Paragraph E, 2, Fleet Management. Operations and Maintenance Policy (February 1997).
Sandy Wright
Risk Management Manager
(Date)
ACCIDENT NOTIFICATION
Motor Vehicle Identification Card
Risk Management
Room 217, Municipal Building
530 Greene Street
Augusta, GA 30911
Phone: (706) 821-2301 FAX: (706) 821-2502
This vehicle belongs to the Augusta Commission, of
Augusta-Richmond County, Georgia, which is a
political subdivision of the State of Georgia. It is
exempt from the Motor Vehicle Safety Responsibility
Act: O.C.G.A. 40-9-4
AUGUSTA-RICHMOND COUNTY
CRIMINAL HISTORY (DUI CONVICITONS) and MOTOR VEHICLE RECORDS
CONSENT FORM
PLEASE READ BEFORE SIGNING
The purpose of this form is to obtain the status on of your drivers' license and whether or not you
have been convicted of Driving Under the Influence (of Alcohol) within the last year. The
information will be obtained from records of the Georgia Public Safety Office. Any information
provided from this source will be used to determine your eligibility to drive government vehicles
in accordance with current employment policy. Should you refuse to complete and sign this
form, your privileges to drive a government vehicle belonging to the Augusta Commission or its
subordinate departments wiII be withdrawn. Should you have questions concerning this
procedure please contact the Human Resources Department or Risk Management Department.
LAST NAME:
FIRST NAME:
MIDDLE NAME
DEPARTMENT
JOB TITLE:
SOCIAL SECURITY NUMBER:
DOB:
RACE:
LICENSE NUMBER
ISSUING STATE
EXPIRES:
PLEASE CIRCLE LICENSE TYPE:
REGULAR CDL
I HEREBY AUTHORIZE THE AUGUSTA COMMISSION OR IT'S AGENT TO RECEIVE ANY MOTOR
VEHICLE RECORDS INFORMATION OR CRIMINAL HISTORY RECORD APPLICABLE TO
CONVICTIONS OF DRIVING UNDER THE INFLUENCE (DUI) PERTAINING TO ME WHICH MAYBE
IN THE FILES OF ANY STATE OR LOCAL JUSTICE AGENCY IN GEORGIA. I EXPRESSLY RELEASE
THE AUGUSTA-RICHMOND COUNTY COMMISSION OR ITS AGENT FROM ANY AND ALL LIABILITY
CLAIM RELATED TO THE ACQUISITION OF ANY INFORMATION PERTAINING TO ME.
I CERTIFY THAT THE INFORMATION PROVIDED IS TRUE AND CORRECT TO THE BEST OF MY
KNOWLEDGE AND BELIEF.
(SIGNATURE OF EMPLOYEE/APPLICANT)
(DATE)
(SIGNATURE OF WITNESS)
(DATE)
Appendix 6 (Automobile Allowances)
TEST CRITERIA FOR AUTOMOBILE ALLOWANCES
TEST 1. The employee (1) requires regular, frequent and extensive vehicle
usage to perform duties during normal business hours, and (2) is not regularly
assigned a Commission vehicle, and (3) a department vehicle is not regularly
available to the employee and (4) the employee averages 200 work related
miles each week, using his or her private vehicle (miles do not include miles
driven to and from work).
TEST 2. The employee (1) is on 24 hour call and (2) is frequently required
to work outside of normal business hours or respond to after hours
emergencies and (3) does not require a specialized vehicle, tools or equipment
and (4) is not authorized to take a Commission vehicle home.
Thanks so much.
Lena J. Bonner
Clerk of Commission
Room 806 Municipal Building
530 Greene Street
Augusta, Ga. 30911
Office phone-706-821-1820
Fax - 706-821-1838
-----Original Message-----
From: Patricia Ystenes
Sent: Tuesday, April 04, 2006 11:17 AM
To: Lena Bonner
Subject: RE: City service Mark
Lena,
Please see Section II, F for Vehicle Markings of Fleet Policy 2001. This is the only policy
that I could find that we use for markings of vehicles. Please see attached policy.
Thanks
-----Original Message-----
From: Lena Bonner
Sent: Tuesday, April 04,200611:11 AM
To: Patricia Ystenes
Subject: FW: City service Mark
Pat,
Please respond. See below
Thanks
Lena J. Bonner
Clerk of Commission
Room 806 Municipal Building
530 Greene Street
Augusta, Ga. 30911
Office phone-706-821-1820
Fax - 706-821-1838
-----Original Message-----
From: Lena Bonner
Sent: Tuesday, April 04,2006 11:09 AM
To: Ron Crowden
Subject: City service Mark
Ron,