HomeMy WebLinkAboutFleet Management, Operations & Maintenance
Augusta Richmond GA
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YEAR: C::f)
BOX NUMBER: \5
FILE NUMBER: \ 19C1o-l9
NUMBER OF PAGES: 6
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Administrative Regulation No. 2-2
Sections 1 through 7
FLEET MANAGEMENT, OPERATIONS AND MAINTENANCE
ADMINISTRATION
1. POLICY: Vehicles and equiprnent 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 Corrunission, 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. FLEET POLICY FORMAT: In order to facilitate the approval and publishing of Fleet
Policies each major section will be published under it's own regulation number. Regulations
will address: Administration, Management, Operations, Maintenance, and Fuel. Other
regulations may be issues as needed.
3. ADMINISTRATIVE OVERVIEW
3.1 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.
3.2 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.
Administrative Regulation 2-2
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3.3 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.
4. 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.
5. RESPONSmILITIES:
5.1. 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, aru1ually, authorization for vehicles
to be driven home.
(c) Recommends surplus vehicles for auction/salvage sales to the Commission.
5.2. 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.
(f) 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.
5.3. 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.
Administrative Regulation 2-2
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(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.
(1) Recommends policy and procedures on fleet maintenance, operations and
management.
(g) Provides status reports as appropriate. (h) Provides administrative support to the
Administrator in "mmual vehicle justification" for vehicles being driven home.
Establish procedures to conform to policy.
5.4. 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 mmually, there after, reviews driving records of employees
authorized to drive government vehicles.
5.5. 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,
(f) 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.
5.6. 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 ill,
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.
Administrative Regulation 2-2
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(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.
(j.) Operate the vehicle only when ALL passengers are secured with seat belts.
(k.) Ensure that no one other than Corrunission 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.
6. REGISTRATION AND LICENSING
6.1 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.
6.2 Title must be issued in the name of the 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.
6.3 No employee will alter or change the assigned license plate without coordirIating with Fleet
Management. Any such change may be construed as misappropriation of government property.
7. INSURANCE
7.1 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 frorn the "Motor
Vehicle Safety and Responsibility Act". The Augusta-Richmond County Commission is
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uninsured. Any claims arising from the operations of an Augusta-Richmond County
Commission owned vehicle will be referred to Risk Management.
7.2 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.
Effective Date:
4!12/L I (P.r!t)t);)-
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Administrative Regulation 2-2
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