HomeMy WebLinkAboutFleet Management, Operations, and Maintenance
Augusta Richmond GA
DOCUMENT NAME: Y\ee\ ~~ ~O:t1CX\S( c\ . mQ\t('r\tX,G.r)ce
DOCUMENT TYPE: ~ \C!j
YEAR: ql (
BOX NUMBER: O~
FILE NUMBER: t ~ \ m
NUMBER OF PAGES: C):!:>
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AUGUSTA - RICHMOND COUNTY
COMMISSION
Policy on
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1997
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INDEX
A . Policy Statement 1
B
C
D
E
F
G
H
J
K
L
M
N
o
P
Responsibilities
Administrator
Department Heads
Fleet Manager
Director Purchasing
Risk Management
Supervisors
Drivers
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2
3
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4
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5
8
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9
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10
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15
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Use of Augusta - Richmond County Vehicles
Authorization.to Drive Home
Out of County Use
Vehicle Markings
Vehicle Coloring
Tags
Fuel Cards
New Vehicles
Vehicle Transfers
Excess and Salvage Vehicle Auctions
Vehicle Abuse
. Damaged Vehicles
Automobile Allowances
Mileage Reimbursement
The proponent agency for this policy is the Finance Office (Attention: Fleet
Manager). Any comments; questions or recommendations should be refered 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.
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FLEET MANAGEMENT, OPERATIONS AND MAINTENANCE
A.
POLICY : Vehicles belonging to the Augusta':Richmond County Commission will
be maintained andop~rated 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 sup~rvisors, 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
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consistent with the appropriate 'maintenance.schedule(s). It is the responsibility
of every employee of Augusta - Richmond County, regardless of position, to
support a cost effective operation. Vehicles and/or allowances, associated with
private vehicle use. for official business, will not be used for salary
compensation.
B. RESPONSIBILITIES:
1 . Administrator:
a. Has authority for the management, operations and maintenance of ..
all Augusta-Richmond County (A-RC) motor vehicles and
equipment, as provided by the powers entrusted to the position of .
Administrator by the Commission.
b. Establish department vehicle allowances and approves annually
departmental motor vehicle authorization for vehicles to be driven
home.
c. Recommend surplus vehicles for: auction/salvage sales to the
Commission (See Fixed Asset Policv;' proponent agency is
Comptroller's Office).
2. Department Heads:
a. Responsible for the safe, economical and efficient management,
operations and maintenance of A-RC motor vehicles assigned to
their departments.
b. Ensure all vehicles receive scheduled service/maintenance with no
more than a 10% variance in miles/hours as recommended by the
manufacturers maintenance schedule.
c. Implement a system of departmental inspections to ensure drivers
compliance with daily vehicle'and lor equipment inspect~ons.
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d.
Implement procedures to insure vehicle and driver accountability
(dispatch).
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e. Insure departmental vehicles are Clean (interior and exterior) and
reflects a professional appearance. As a minimum, vehicles will
be. cleaned once each week.
f. Periodically review justification for vehicles being driven home to
insure the need exists. Annual justification will be submitted to
the Administrator once each year, in June, usiQg the form at
Appendix 1.
g. Implement procedures for reporting of vehicle damage/accidents
to Risk Management within 24 hours of the damage occurring or
being noticed.
h. Submit requests for "Out-of-County" use at least one working day
prior to the trip. Requests will be sent to Risk Management,
Appendix 3.
I. Ensure all vehicles are properly marked, see paragraph F below.
J. May approve non-employees riding in government vehicles, when
necessary to conduct official business. In these cases the vehicle
will be driven by an employee.
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. Augusta-Richmond
Gounty. .
b. Develop or review all equipment specifications (prior to bidding
process by Purchasing) for practicality, economy, standards and
need. Recommend~ standard classes and specifications as policy.
c. Maintain an acti"ve 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.
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e. Monitor contract-service operations and costs to ensure efficient
and effective operations.
f. . Recommend policy and procedures on Fleet maintenance,
operations and management.
g. Provide status reports as appropriate.
h. Provide administrative support to the Administrator in "annual
vehicle justification" for vehicles being driven home.
I. Establishe procedures to conform to policy.
4. Director, Purchasing:
a. Coordinate/conduct vehicle auctions of excess vehicles belonging
to Augusta - Richmond County.
b. When publishing bid specifications for the purchase of vehicles
ensures vehicle specifications are in line with Augusta::;Richmond
County Policy; specifically as it applies to the color of
vehicles.(See paragraph G, below)
5. Risk Management:
a. Provide administrative support to the Administrator in:
(1) "Out-of-County" Use of County Vehicles.
(2) .Claims investigation/administration for vehicles involved in
accidents.
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(3) Investigate. complaints of misappropriation, misuse and
abus~ of vehicles and equipment.
b. Conduct periodic safety inspections o.f vehicles to ensure
compliance with driver inspection requirements.
c. Coordinate vehicle repair incident to accidents/incidents resulting
in vehjcle damage. .
d. Upon initial hire and annually, there after; review driving records
of employees authorized to drive government vehicles (Appendix
4).
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6. Supervisors: .
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a. Ensure drivers inspect their vehicles at the beginning of each
driving day. and as required by h:l\N;
b. Ensure vehicles are 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 drivers license checks of all
drivers to insure proper license and presence of license.
g. Ensure each driver is qualified to operate the vehicle: to. which
assigned.
7. Drivers:
a. When driving, have a valid drivers license in his/her possession.
Employees will not drive A-RC vehicles on public highways
without a proper license in their possession.
b. Inspect their vehicle before each driving day to ensure the .items
in' Section III, Appendix .' 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.
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Failure to r~port the damage could result in the driver being held
responsible. Damages will be reported using the Augusta -
Richmond County Incident Report (See Safety/Risk Management
Manual). Vandalism shall be reported to the Sheriff's 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 Augusta-Richmond County
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 B,2,j; above.
\. 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.
C. USE OF AUGUSTA-RICHMOND COUNTY VEHICLES:
1 . Augusta-Richmond County motor vehicles will be operated by employees
"For Official Business" only. They are to be operated in a safe, legal and
prudent manner. The operation of Augusta-Richmond County owned
vehicles will be for the convenience of. the government, not the
employee.. Driving an Augusta-Richmond County 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.
.a. The. Administrator may withdraw government vehicle driving
privileges of any employee for cause. Should' driving a government
vehicle be' a job qualificatior. the employee ;may be terminated for loss of
job qualification (See Personnel Policy).
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b. 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 employees personnel file.
Should driving a government vehicle be a job qualification, the employee
may be terminated for loss of job qualification.
Department Heads must request, in writing, approval of "Summer 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 drivers license.
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 the
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.
4. 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.
5. 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.
.6. 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 of travel 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 following items are prohibited from
being carried in Augusta-Richmond 'County vehicles:
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a. Any' item classified as contraband or' illegal substance
(Exception: Public Safety Officers when in the execution of
their 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.
7. Smoking of tobacco products in Augusta - Richmond County vehicles is
prohibited; however, the Sheriff shall establish the policy for Sheriff's
Department vehicles.
8. 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
Manaoement Manual (approved February 20, 1996).
9. 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.
10. Any exceptions to the above listed restrictions must be made in writing
and approved by the Administrator.
D. AUTHORIZATION TO DRIVE HOME:
1. Authorization to drive assigned vehicles home .must be approved.. in
writiqg,by the Administrator (Appendix 1).. Requests will be reviewed
every year.
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2.
Approvals will be granted only when allowing the employee to drive the
vehicle home is for the convenience of the government.
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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 condition{s} 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). Sheriff's 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 0ut 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 requirments of the respective department. The "Out of County
Travel Notification" .form is not required. These requirements will be
controled at the department leve"!.
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 (ie: prisoner transport,
investigations, etc.)
3. Risk Management will be sent the original request and obtain a decision
from the Administrator.
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Requests will. be maintained on file with Risk Management.
Only the approved driver(s) will be authoriied to operate the vehicle.
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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;
ie: 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 Bash Field Airport may use the Bush Field logo
decal.
2. Vehicles will also have a 12 inch by 3 ihch decal designating the
department (The length of the decal will be- 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, oth~r 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 respeQtive
department policies.
'5. Exceptions to vehicle markings are not authorized withouttheexpressed
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
dump. trucks (cab and hood) will be white in color; construction
. equipment excluded.
2. Fire Department: As prescribed by the Fire Department Chief but will be
only a single color.
3. Sheriff's Department: As prescribed by the Sheriff;"
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4. Marshal's Department: Dark Blue..
5. Vehicles transferred from the Sheriff's -Department to another A-RC
Department will be painted white prior to putting the vehicle in service
at the gaining d.epartment.
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 Sheriff's
Department under cover cars; however, Sheriff's Department must notify
Central Services .of the transfer.
I. 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 for drivers andvehicles/eq,uipment
from Finance. Any lost card should be i~mediately reported as m,issing.
Vehicles turned in as excess will hav.e 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 Policv".
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
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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 Pol.icy).;
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 bee.n made.
4. Anyvehicle 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 (!s a valid turn in ciocument. The tracking form will be sent
to the Fleet Manager. for processing..
.K. VEHICLE TRANSFERS':
1 . DepartmeQt 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 J=ebruary 8, 1995 for administrative procedures required prior to
transfer (prop~ne'nt 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 tv:
(1) Finance: Attention Fixed Assets
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(2) Central Services
(3) General Manager of the Contract Maintenance provider
(4) Department Head of the loosing vehicle.
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, ie: coloring, stenciling, etc.
(2) Coordination with Central Services for tag transfer:~.
(3) Coordination with Finance for Asset transfer.
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 Trackinq. 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 a signed copy of the approval along with the
vehicle list will be provided to:
(1) Risk Management -information .
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(2) Finance - asset accountability:
(3) Central Services -' title check
(4) Purchasing - auction announcement: s.ale 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 Sheriff's 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 Sheriff's 'Department of an impending
auction.
b. The Sheriff's 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 Sberiff'.s Department."
3. Proceeds of the 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 fynd .accounts.
b. Revenue from the sale of Confiscated vehicles will be distributed
as prescribed by the appropriate judiciai authority.
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4.
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:
perf0rm 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
Georgia 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 lass of job qualification (See Personnel
Policy and Procedures Manual).
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The Safety RE!vieW 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
employees 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 employees file.
N.
O. AUTOMOBILE ALLOWANCES: A bimonthly cash payment may be made to
compensate ~n 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.testcriteria at app.endix 6
must be met by the employee and explained in ~he written request. Employees
.authori~ed automobile allowances must posses a valid drivers license;. current
vehicle registration and must have insurance of a type and level requir.ed 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 Traver Expense Reimbursement pr9cedures.
2. The standard rate.of the mileage reimbursement shall be set annually, by
the . Adm;nistrator, upon the recommendation of the Finance
Director/Comptroller.
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Administrator:
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VEHICLE IDENTIFICA TION/UTILIZA TION
DEPARTMENT:
SECTlON;- -.
YEAR:
MAKE:
STYLE:
MODEL:
ASSET #:
TAG #:
VlN #:
DEPT STENCIL #:
Vehicle Mounted Radio: 0 Yes/No 0 GOy't Car Phone: 0 Yes/No 0_
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ASSIGNED/ PRIMARY DRIVER:
JOB TITLE:
DRIVERS UCENSE #:
STATE:
EXPIRES:
(.X. as appropriate)
D On Call Vehicle
D Inspections
D Equipment Transport
D Law Enforcement
D Public Safety
D Work/Utility Veh (Light)
D Work Veh (heavy)
D Crew Transport(crew cab) D Coordination
D Public Support Program
D Transit
Estimated miles driven per week:
Vehicle is driven to assigned drivers residence: DYes, 0 No
.DThis vehicle is driven home for emergency on call basis and the driver (is)(is not) rotated.
If the vehicle is driven home by the assigned driver:
Employee's County of Residence
Number of miles to residence (1 way)
:JJ{:
/:s:{:
,:::Eif
JustificatIOn for approval to .drlve vehicle home will be placed on the rear of this form or attached
as an enclosure. Department Heads will initial only when recommenQing approval for the vehicle
to be driven home.
Number of days driven home each week:
Tiiie:
Submitted by:
Department Head Initials
Date:
16
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Appendix 2 yPake H~me Vehicle. Guidelin.es)
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GUIDELINES
Government Vehicle Driven Home
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TEST 1: The employee is (.1) subject to frequent after-hours emergency call back or other
unscheduled work and (2) such uns9heduled work involves the first response
to a real or present threat to life or property requiring an immediate response
and (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 calf 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 fo~ 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/after hours call back and (2) the
nature of job requir~ments 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 norm'al 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.
1"7
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OUT OF COUNTY TRAVEL NOTIFICATION
,..
.. TO: Risk Management
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DATE:
NAME OF ORGANIZATION:
CONTACT:
PHONE:
DRIVER:
DRIVERS LICENSE #
VEHICLE ASSET NUMBER:
DA TE OF DEPARTURE:
DATE OF RETURN:
DESTINATION:
REASON FOR TRAVEL:
EXPIRES:
Number of people to be transported:
Are they employees? _Yes No_
If not, explain:
(signature)
(title)
This request must be received by Risk Management 24 working hours (3 days) prior,.to the
requested travel.
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Appendix 4 (N;l1VR Release) , :,.
~ . AUGUSTA - RICHMOND .COUNTY
:~~ ~ ."
MOTOR VEHICLE RECORDS
;:
RELEASE FORM
WARNING
PLEASE READ THE STATEMENT OF UNDERSTANDING AT THE BOTTOM OF
THIS REQUEST FORM. IF YOU DO NOT UNDERSTAND THE FORM OR HAVE
QUESTIONS PLEASE ASK BEFORE SIGNING THE FORM. PLEASE PRINT AND
COMPLETE ALL THE BLANKS.
LAST NAME:
FIRST:
MIDDLE:
DEPARTMENT:
JOB TITLE:
SOCIAL SECURITY NUMBER:
DOB:
RACE:
LICENSE NUMBER:
ISSUING STATE:
ISSUE DATE:
CIRCLE LICENSE TYPE:
CDL
REGULAR
I CERTIFY THAT THE INFORMATION PROVIDED IS TRUE AND CORRECT TO THE BEST OF MY KNOWlEDGE AND BEuEF. I UNDERSTAND THAT
AUGUSTA - RICHMOND COUNTY WILL OBTAIN MY DRIVING RECORD AND THAT rr IS TO BE USED TO DETERMINE MY B.IGIBIUTY FOR
EMPLOYMENT OR CONTINUATION OF DRMNG PRMLEGES. I ALSO UNDERSTAND THAT MY DRIVING RECORD WILL BE OBTAINED ON A
YEARLY BASIS AND THAT I MUST INFORM MY SUPERVISOR IMMEDlA TEl.. Y IF MY UCENSE IS SUSPENDED.
SIGNATURE OF EMPLOYEE\APPlICANT
DATE
SIGNATURE OF WITNESS
DATE
'tlo......
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'(to ... \
Appendix 5 (Abbreviations)
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STANDARD ABBREVIATIONS FOR VEHICLE STENCILING
Administrator - A
Air Port - Bush Field - BF
, Air Port - Daniel Field - DF
Animal Control - AC
Cental Services - CS
Emergency Management - EM
Extension Services - ES
Landfill - E
License & Inspections - LI
Public Works - PW
Engineering - EN
Roads and Bridges - RB
Traffic Engineering - TE
Streets and Drains - ST
Electrical - EL
Carpenter Shop - CA
Street Light Maintenance - Sl
RECREATION - RD
RCCI- RC
Risk Management - RM
Tr3nsit - TO
Trees & Landscape - Tl
Utilities - UO
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NOTE: All A-RC Vehicles will have the Augusta Richmond County Decal mounted -
and each vehicle will be stenciled. with the Department abbreviation followed by a
vehicle number on each fender and the left rear of the vehicle. An example is the
Risk Management Vehicle (1994 Ford Crown Victoria) will be stenciled "RM 2"
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Appendb;. 6.(~uiom.o::bile Allowances)
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TEST CRITERIA FOR AUTOMOBILE ALLOWANCES
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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 an A-RC 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/her private vehicle
(miles do not include miles driven to and from, work).
TEST 2:
The ~mployee. (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 a take-home vehicle.
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Officfrof the Adihinistrator
Room 801 . City-County Bldg (11)
530 Greene Street
Augusta, Georgia 30911
(i06) 821-2400 FAX: (i06) 821-2819
MEMORANDUM
TO: DEPARTMENT HEADS AND ELECTED OFFICIALS
CHARLES R. OLIVER, ADMINISTRATOR cd0
FROM:
RE:
GOVERNMENT VEHICLE MARKINGS
DATE:
APRIL 23; 1997
Charles R. Oliver, PE CPA
Administrator
Attached is the new Fleet Mana1!ement.. Operations and Maintenance Policv approved by
the Mayor and Commission. The approved policy is substantially the same as the draft you
were previously furnished.
Paragraph F (page 9) of the policy directs "decaling" all government vehicles with
exceptions to law enforcement vehicles. Our policy is consistent with a bill, (HB 624)
IdentifviDl! Markinl!s on State LOcal Government Vehicles, passed by the Georgia
Legislature.
Ryder-MLS is currently obtaining the decals. All administrative service vehicles will be
decaled in accordance with our policy and state law. The respective maintenance shops will
contact you to coordinate the application of decals. Mr. Harry Siddell will work with you
to ensure that the appropriate vehicles have decals ~s required by state law and our policy.
I appreciate your cooper~tion ~nd support in this project.
CRO/mrk
Attachment
erol depth ds(veh ide) 04.23