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HomeMy WebLinkAbout10-126I~esolutiorc WHEREAS, the Board of Supervisors adopted Resolution Number 95-80 approving the Butte County Vehicle Usage Policy on May 23, 1995; and WHEREAS, a number of Sate laws have been enacted since the approval of the Butte County Vehicle Usage Policy necessitating a change to the existing policy; and WHEREAS, the County Ends it necessary to update the policy to provide better guidance to employees on the use of County and personal vehicles. NOW, THEREFORE, BE IT RESOLVED, by the Butte County Board of Supervisors as follows: 1. The Board of Supervisors hereby adopts the Butte County Vehicle Usage Policy as set forth in Exhibit "A" attached hereto, to become effective October 1, 2010. 2. Resolution Number 95-80, adopted May 23, 1995, is hereby rescinded in its entirety. PASSED AND ADOPTED by the Board of Supervisors of the County of Butte, State of California, on this l~ day of ~~ 2010 by the following vote: AYES' Supervisors Doian, Kirk, Lambert, Yamaguchi and Chair Connel7.y NOES: None NOT VOTYNG: None ASSENT: None ~~ BiII Connelly, Chair Butte County Board of Supervisors ATTEST: Paul and ~ By: Dep~ RESOLUTION APPROVING THE BUTTE COUNTY VEHICLE USAGE POLICY EXHIBIT "A" Butte County Vehicle Usage Policy Pu~ ramose The purpose of this policy is to define the responsibilities and rules for the use of all vehicles and equipment owned, leased or rented by or on behalf of the County of Butte, California. This policy applies to all Butte County personnel, elected or appointed and regardless of level or scope of responsibilities. This policy supersedes all previous County vehicle policies and resolutions by the Butte County Board of Supervisors related to these topics. An exception to this policy shall be made for the Sheriff's Department as a result of its unique law enforcement function. The Sheriff's Department will develop and enforce its own written policy, a current copy of which shall be on file with the Board of Supervisors. The Sheriff's policy shall guide vehicle utilization of employees of the Sheriff s Department and other County employees engaged in law enforcement activities that are under the direction of the Sheriff. " 1. Employee Responsibilities a) Responsible Driving: Each County driver shall drive responsibly, anticipate emergency situations and make every effort to avoid collisions. All employees operating a vehicle on County business represent the County of Butte and shall always project a professional and responsible image to the public. b) Following Traffic Laws: Employees are expected to be knowledgeable of, and follow, all applicable Federal, State and local traffic laws. c) Driver's License: County employees operating vehicles or equipment on County business must have a valid State of California driver's license. d) Suspended, Revoked or Restricted Driver's License: County employees who are required to have valid California driver's license to operate vehicles or equipment on County business shall immediately inform their supervisor in the event their driver's license is suspended, revoked or is otherwise restricted in a way that impacts the employees ability to perform their job. 2. Department Responsibilities a} Enforcement: Department Heads are responsible for enforcing this policy within their Department. 1 b) Driver's License Checks: Departments shall require DMV driver's license checks for new employees that are required to drive as part of their duties with the County. c) Driver's License Verification: Departments are responsible for verifying that employees who drive on County business have a valid California driver's license and that the license is the appropriate license for the vehicle(s) they are operating. This departmental obligation does not diminish the employee's obligations pursuant to Sections 1.c. and l .d. of the policy. d} Department of Transportation (DOT) Driver Records: Departments shall maintain accurate records of employees who are required by DOT regulations to have a commercial driver's license. At a minimum, the records shall include a copy of the employee's driver's license, a copy of the employee's current medical card, and a copy of the most recent DMV Driver Record Information. Copies of this information must be sent to the Public Works Department as they maintain the County wide program. e) Pull Notice Program: Departments shall enroll and track employees that drive commercial vehicles on a regular basis, in the Department of Motor Vehicles (DMV) "Pull Notice Program". This must be coordinated through the Public Works Department as they maintain the County wide program. 3. Authorized Use of County Vehicles a} Authorization: County owned vehicles shall be driven only by appropriately licensed and authorized County employees or a person conducting official County business for the County as in 3{f). Authorization shall be by the appropriate Department Head. b) Authorized Riders: No person shall be permitted to ride in a County vehicle unless it is for official County business and is authorized by the appropriate Department Head. c) County Business Use Only: County vehicles shall be used for official County business only. Personal business which has been historically prohibited and is further confirmed within this policy includes, but is not limited to, any use for personal convenience, shopping, or transportation except as noted in 3(d)(e). d) Field Operations-Breaks and Lunch: When in the field using a County vehicle for County business, employees may use the vehicle during breaks and lunch to drive to the nearest retail outlet to purchase refreshments for consumption. e) Office Operations-Lunch: An employee who has been specifically authorized to use a County vehicle to commute to and from work may use that vehicle to go to and from a lunch site reasonably convenient to the employee's office. 2 f) Independent Contractors: Independent Contractors shall not drive or operate County vehicles or equipment. The only exception being local vendors performing pickup and delivery of County vehicles for outsource repairs or smog inspections and volunteers registered through the Human Resources department who are authorized to perform official County business. 4. Operating a County Vehicle a) Seat Belts: Seat belts shall be used by the driver and all passengers in a County vehicle or in a private vehicle being used on County business. (CVC 27315 (d)(h }, {e}) b) Child Safety Seats: A11 children riding in a County vehicle shall be properly seat belted. Child safety seats shall be used as required by the California Vehicle Code (CVC 27360 through. 27364) c) Vehicle Operation: Drivers shall be familiar with the manner of operation of County vehicles. If drivers are unsure of the operation of their vehicle, they should check the owner's manual in the glove box of the car ar contact Fleet Services for assistance. d} Attentive Driving: Drivers shall remain attentive to driving at all times. Eating, drinking, dealing with passengers ar other distractions while the vehicle is moving shall be avoided. Whenever possible, drivers shall pull off the road and stop when having to deal with distractions. e} Smoking: Smoking is prohibited in all vehicles owned, leased or operated by the County. f) Alcohol Drugs and Other Intoxicants: Consumption of alcohol, drugs or other intoxicants that may interfere with the safe operation of County vehicles and equipment or while operating a privately owned vehicle an County business is strictly prohibited. g} Dangerous or Defective Vehicle: Any County owned vehicle, or privately owned vehicle being used for County business, shall not be operated in a dangerous or defective condition. h) Reporting an Unsafe Vehicle: When a County vehicle is found to be in a dangerous or defective condition, it shall be reported to Fleet Services as soon as is practical. i} Visual Inspections: Employees shall conduct and document a visual inspection of the vehicle prior to use. This inspection will include inspecting the vehicles gages, lights, tires, and any obvious leaks or exterior defects ar damage. Any 3 damage or safety problems observed shall be reported to Fleet Services immediately upon discovery. j) Diesel Engine Idling: Pursuant to California Air Resources Board (GARB} June 15, 2008 mandate no On-Road or Off-Road diesel driven equipment may idle for more than five consecutive minutes unless: idling when queuing, to verify the vehicle's safety, for testing, servicing, repairing, to actually operate the unit for it's intended purpose, to defrost windows, and to provide heat and air conditioning to ensure the health and safety of the operator. k) Parking County Vehicles: All vehicles shall be legally and safely parked and locked when unattended. l) Traff c Citations: Any employee who receives a traffic citation while operating a County owned vehicle, or while operating a privately owned vehicle on County business, shall report such citation to his/her Department Head. All traffic or parking citations are the sole responsibility of the driver. 5. Vehicle Collisions, Incidents or Damage a) Collisions, Incident or Damage Reporting: All collisions or vehicle damage in a County vehicle, piece of equipment, or a privately owned vehicle being used on County business, regardless of severity, shall be reported within 24 hours to the employee's supervisor, Fleet Services, and Risk Management. It Must also be reported to the appropriate law enforcement agency (request an official collision report from the responding off cer) if injuries or signif cant damage occurs. If the employee is unable to make the report because of injury or other incapacity, the appropriate supervisor or manager shall submit a report. Forms are located in the glove compartment on all County vehicles or at Fleet Services. 6. Take Home Vehicles a) Definition: A take home vehicle is a vehicle that has been specifically assigned by a department head to an employee, which includes using the vehicle to drive to and from their normal work assignment from their primary residence. b) Authorized Assignment: Take home vehicle assignments are to be limited to those staff engaged in immediate, first line, emergency response for critical services or with specific pre-approval when a take home vehicle assignment results in an economy andlor efficiency that is in the best interest of the County. c} Emergency Response for Critical Services: An "emergency response for a critical service", is defined as a limited first line staff response, which must be provided in order to prevent exposure to danger, chance of injury or destruction of County facilities. d) First Line Emergency Staff: Emergency responses will be limited to only those staff who must respond by going directly to the point of an emergency occurrence. All other emergency backup staff will be dispatched through the normal process. e} "In the best interest of the County" is defined as, those vehicle assignments that are cost effective to the County, enhance service to the public, better provide for public safety, and stand the test of public scrutiny. f) Department Head Authorization: Take home vehicle assignments that are determined to be in the best interest of the County shall be based on the judgment of the Department Head. g} Reporting: Department Heads are directed to submit a list annually, during the budget process, to the Cauniy Administrator identifying and justifying those assigned take home vehicles that meet the criteria established above. The County Administrator's Office shall review each list far consistency with the Board's Policy. h) Intermittent Take Home Vehicle: Intermittent take home vehicle assignments shall be approved by the Department Head, in writing, on a case by case basis. Intermittent take home vehicle assignment is the overnight garaging of a County vehicle on an intermittent or other than normal basis. 7. Use of Privately Dwned Vehicle on County Business a) Responsibility: Employees are encouraged to use County vehicles when they are available. Factors to be considered when deciding between the appropriate uses of a County vehicle versus personal vehicle include: Availability of County vehicles, cast of a County vehicle vs. mileage reimbursement, the appropriateness of the vehicle far the required use and best use of employees' time and operational efficiency. Departments are responsible for determining which option best meets the needs of the County. b} Insurance Requirements: Employees who drive a privately owned vehicle on County business must maintain automobile insurance that complies with the State of California minimum requirements for bodily injury and property damage. The employee shall ensure that their level of insurance is appropriate for use of the vehicle for County business. c) Primary Insurance Coverage: If an employee is involved in a collision or incident in a privately owned vehicle, while on authorized County business, the employee's automobile insurance is primary to any other coverage. d) Deductible Expense: When an employee is involved in a vehicle collision in their personal vehicle while an County business, the County will reimburse any 5 insurance deductible expense pursuant to the applicable bargaining units MOU or the employee's contract. e} Exclusive Use: No employee shall travel on County business in a privately owned vehicle without the written approval ofhis/her Department Head. f} Reimbursement Claims: When County employees are required to use a privately owned vehicle on County business; they shall be reimbursed at the current published IRS reimbursement rate. Claims for mileage reimbursement shall be submitted on County claim forms and processed in accordance with. the County Auditor procedures. 8. Other Rules a) Vehicle Markings: All County vehicles, except for thane used in special law enforcement or undercover operations, shall have exempt license plates and shall be marked with the vehicle number and County marking visible to the public. No other markings, decals or bumper stickers shall be displayed on County owned vehicles and equipment. b} Departmental Rules: Departments may adopt internal procedures for allocation and operation of vehicles assigned to the Department. Such procedures must be consistent with foregoing rules and regulations established by the Board of Supervisors. c) Fleet Services shall be used for all vehicle and equipment maintenance and repairs. Vehicles shall be delivered to Fleet Services every 5,000 miles or biannually, whichever occurs first for a Safety/Preventive Maintenance Inspection. Fleet Services will provide cost estimates to the owning Department for repairs outside of normal maintenance and obtain the Department's authorization to proceed. 9. General Information a) Vehicle Handbook: Every County vehicle shall have a "Vehicle Operators Handbook" in the glove compartment. This handbook is compiled by Fleet Services and addresses a number of procedures to be followed by drivers of County vehicles. The procedures include: Vehicle Pre-Op Form Collision or Incident Reporting Mechanical Failure and Breakdown Vehicle Care and Preventive Maintenance Fueling County Vehicles 6 b} Handbook Updates: Fleet Services reviews and updates the Handbook regularly to ensure that the information is correct and contact numbers are still current. Fleet Services recommends that each County employee be familiar with the handbook and its contents. If you cannot locate this Handbook, please contact Fleet Services for a current copy. 10. Adverse Action Failure to comply with this policy may result in disciplinary action up to and including termination. It is up to the discretion of the Department Head to take appropriate corrective action. 7