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HomeMy WebLinkAboutP-0550 - Vehicle Use Policy - 08-16-2000to ` r 1 • • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: INTERNAL POLICY NUMBER: P:0550 EFFECTIVE DATE: 08/16/2000 POLICY: Vehicle Use Policy REVISIONS: 09/07/2000 ~~ c~ Revised 09-07 -00 1. Purpose The purpose of this policy is to regulate the use of Orange County vehicles. This includes vehicles assigned to specific departments, vehicles for general check out from the Motor Pool and any motorized equipment owned, leased, or otherwise designated as an asset of Orange County. This policy applies to all County employees, unless otherwise noted within this policy. 2. Definitions a. Assigned vehicle. A County automobile, truck, van or other type of vehicle assigned to an Orange County department designated for use by an employee in the normal performance of duties, but not authorized for take home purposes. b. Take-home vehicle. A County automobile, truck, van or other type of for the use of an individual employee in the normal performance of including the commute from home to work. c. Motor Pool vehicle. A County automobile, truck, van or other type of vehicle available for sign-out from the Motor Pool fleet for the use of an individual employee in the normal performance of duties. d. Employee. Any person receiving compensation via the County's payroll system. This does not include an independent contractor. e. Approved volunteer. Any person who is working under the direct supervision of a County Department to carry out County business and receives no compensation. 3. Use of County Vehicles This section covers all County vehicles, regardless of whether the vehicle is assigned, take-home or a motor pool vehicle. a. County vehicles may driven only by County employees or approved volunteers. b. County vehicles may be used only for County business. • ~' z r~ L • c. County vehicles may not be used to conduct personal or family business or be used for pleasure. d. County vehicles must only be operated in a manner consistent with the owner's manual located in the glove compartment of each vehicle. This includes responsibility for checking and monitoring gauges and warning lights. e. Smoking is prohibited in County vehicles. f: An employee may not transport passengers such as hitchhikers, family (including children), friends, or other parties not directly related to Orange County business, in a County vehicle. g. To operate a County vehicle, an employee must possess a valid driver's license for the appropriate class of vehicle. If the employee's license. is revoked for any reason, the employee may not drive and, if his or her job involves driving, must immediately advise the supervisor of such revocation. 4. Take Home Vehicles a. Take home vehicles will be used in a manner consistent with Section 3, "Use of County Vehicles". b. The Department Head may authorize or assign a take home vehicle. Authorization will be based on the following: 1. The employee is: • subject to frequent after-hours emergency call-back or other unscheduled work; and • such unscheduled work involves the immediate response to a real or present threat to life or property; and • a specialized vehicle, tool(s) and/or equipment are required for the performance of emergency duties; or 2. The employee is: • .subject to frequent after-hours emergency call-back; and such call back arrangements are to locations other than the • employee's normal duty station; and • a special vehicle, tool(s) and/or equipment are required to perform after hours assignments; and • an unacceptable delay in the response would result from the employee's return to the normal duty station to retrieve the needed equipment; or 2 • D , + • The employee is: ' • .assigned a normal duty station which is in the field; and • .a special vehicle, tool(s) and/or equipment are required to perform assignments; and • .an unacceptable delay in the response would result from the employee's return to the Orange County office location to retrieve the needed equipment. For an employee sharing rotational on-call duty, the take home vehicle will be assigned only during the on-call period. In the case of the department head personally, any assignment of a take home vehicle requires the advance approval of the County Manager. c. Each Department Head shall periodically review any take-home assignment(s) to ensure that the criteria continue to be met. Department Heads will consult with the Finance Director to ensure that applicable IRS rules are observed in the use of take-home vehicles. d. For the purpose of this policy, the daily commute to and from the employee's duty station and normal meal periods within duty hours are considered official use. e. No passengers may be transported in take-home vehicles except as required for official duties. f. The Public Works Department will notify the Department Head at least 30 days in advance of the expiration of the inspection sticker and the license tag of a take- home vehicle. Once notified, it is the responsibility of the vehicle operator and/or Department Head to schedule vehicle inspection, tag renewal, etc. prior to their expiration. The Department Head will ensure a vehicle is not driven without current inspection sticker and license tag. g. The employee will ensure that the take-home vehicle is parked in a safe location at the employee's residence when not in use for County business. If the employee is vacationing and will be away from the home for an extended period of time, the Department Head may designate that the vehicle be parked at an alternative location, such as at a County building. h. Departments to which a vehicle is permanently assigned will be responsible for the periodic cleaning and washing of the vehicle. • 3 • Each employee driving atake-home is responsible for/required to: • physically operate the fuel dispensers at the Public Works facility. Instructions regarding the operation of the automated fuel dispensing system are posted at the facility. • maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. • ensure that the vehicle is scheduled for routine maintenance through the Public Works Department. "Service due" information for each vehicle is contained on a sticker located on the driver's side sun visor. • notify the Motor Pool staff immediately upon noticing any impairment in vehicle performance. • 5. Assigned Vehicles a. Assignment for individual use within the department is at the discretion of the Department Head. b. Assigned vehicles are to be used in accordance with the section 3, "Use of County Vehicles". c. The Department Head will determine, on an individual basis, whether circumstances warrant a vehicle being driven home by a County employee. This determination will consider such facts as the purposes for which the County vehicle is being driven home, the hours during which the vehicle is to be used, and any other factors that might need to be considered in making the decision. Assignment of each vehicle will be reviewed periodically by the Department Head to determine if continued assignment is appropriate. Prior approval of the Department Head is required if a vehicle is to be taken out of the County overnight. d. The Public Works Department will notify the Department Head at least 30 days in advance of the expiration of the inspection sticker and the license tag of a take- home vehicle. Once notified, it is the responsibility of the vehicle operator and/or Department Head to schedule vehicle inspection, tag renewal, etc. prior to their expiration. The Department Head will ensure a vehicle is not driven without current inspection sticker and license tag. 4 u e. Departments where a vehicle is permanently assigned are responsible for the periodic cleaning and washing of the vehicle. f. Each employee driving a County vehicle is responsible for/required to: • Physically operate the fuel dispensers at the Public Works facility. Instructions regarding the operation of the automated fuel dispensing system are posted at the facility. • Maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. • Ensure that vehicle is parked at the building location designated by the Department Head • Ensure that the vehicle is scheduled for routine maintenance through the Public Works Department. "Service due" information is contained on a sticker located on the driver's side sun visor. • Notify the Motor Pool staff immediately upon noticing any impairment in vehicle performance. 6. Motor Pool Fleet Vehicles a. Upon authorization of the appropriate Department Head, the employee may contact the Public Works Department and place a reservation for a Motor Pool fleet vehicle. The employee will provide the following information when making the reservation: • date(s) needed • hours needed • destination • number of passengers b. Employees will pick up the vehicle at the Public Works Department, Highway 86 North, Hillsborough at the reservation time unless directed otherwise. Checkout documents are provided at checkout time. Employees are to notify the Public Works Department as quickly as possible after learning that a motor pool vehicle reservation is no longer needed in order that the vehicle can be reassigned. • 5 • d. Employees using Motor Pool vehicles will complete the "Mileage Record for Orange County Motor Pood Vehicles" form at the end of each day's use and return it to the Public Works Department staff at the end of the reservation period. These forms are provided at the time vehicles are checked out. Maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. Employees may wish to obtain a County fuel charge card from the Finance Department for out of town travel. f. Employees are responsible for parking Motor Pool vehicles at the Public Works Facility at the end of the reservation period. If the employee returns after hours the employee may choose to leave the vehicle at another County facility. However, it is the employee's responsibility to return the vehicle to Public Works by 8:00 a.m. the following morning in order that next day reservations maybe filled without delay. 7. Emergencies i a. Breakdown The employee shall cease operation of the vehicle as soon as possible and shall call the Motor Pool Supervisor for assistance if any of the following events occur: • .oil light comes on or oil gauge drops to zero; or • temperature light comes on or temperature gauge shows the vehicle is becoming abnormally hot; or • the brake warning light comes on; or • other problems with vehicle. operation occur that indicate the vehicle should no longer be driven. 2. In the event of breakdown (any location) during normal business hours, the employee will contact their supervisor or Department Head and the Orange County Motor Pool at 245-2632 or 245-2625. The Motor Pool Supervisor or designee will provide further instructions. 6 • In the event of breakdown (any location) during non-business hours, the employee is to call (919) 732-8161, which is an administrative line at the 911 Center. The employee making the report will advise the telecommunicator of their location and a telephone number at which they can be contacted. The Motor Pool Supervisor or designee will contact the employee within 30 minutes. 4. If the employee feels that their safety is threatened by staying with the broken down vehicle, they should seek a safe haven or request, if appropriate that law enforcement be in attendance until Motor Pool staff or other assistance arrives. If the employee stays with the vehicle they should lock all doors until assistance arrives. 5. An employee may not authorize any repairs to vehicles without advance authorization from the Motor Pool Supervisor, Sheriff, County Manager, Public Works Director, Purchasing Director or Department Head. The Motor Pool staff will inspect any authorized repairs made to a vehicle prior to it being placed back in service. b. Flat Tires An employee, at his or her own discretion, may change a flat tire or call Motor Pool for assistance. c. Accidents Immediately following an accident and by the quickest means possible the employee shall: • .notify the law enforcement agency having jurisdiction over the area of the accident; and • notify their immediate supervisor or designee. 2. The employee may leave the scene of the accident only after he or she has been advised to do so by the law enforcement officer responding to the accident. 3.00 The employee is to refer to the card entitled "In the event of an accident" located in the glove compartment of each vehicle for insurance information that may be required by the law enforcement officer. • 7 • 4. As quickly as possible upon return to the work place, in collaboration with the supervisor, the employee will complete the County accident report form and. forward copies to the Director of Purchasing and Central Services and to the Motor Pool Supervisor. A copy of the Orange County Accident Report Form is attached to this report. Any vehicle involved in an accident must not be driven until inspected and authorized for return to service by the Motor Pool Supervisor or his designee. 6. An employee involved in an accident is subject to the County's Drug and Alcohol policy as provided in the Orange County Personnel Ordinance, Article III. Section 11.2 of Article III states that drug and alcohol testing is "required on any County employee driver of a motor vehicle, or any employee not on the vehicle (an automotive mechanic, for example) whose performance could have contributed to the motor vehicle accident. A covered accident is one that occurs while the employee is performing County duties and one that meets one of the following conditions: a. A fatality results from the accident (whether or not the driver caused the accident). b. A person in the accident is treated at a medical facility. c. The County employee driver receives a citation under State or local law for a moving traffic violation arising from the accident. cl One of the vehicles in the accident receives disabling damage to the extent that it must be towed e. There is property damage of a revenue service vehicle resulting in the removal of the vehicle from revenue service. " 7. Although an employee's own automobile insurance is responsible for primary coverage in the event of an accident while driving their personal vehicle on County business, all reporting procedures as outlined above must be followed by the employee. 8. A cell phone that will only direct dia1911 has been placed in each of the sign-out vehicles. These phones are to remain in the assigned vehicles at all times. A limited number of cell phones that will direct dia1911 are available to be signed out for individuals with assigned vehicles on a'first- come, first -served' basis. Emergency cell phones may also be obtained through the Purchasing/Central Services Department. 8 • 8. Hazardous Weather a. During hazardous weather, the Department Head or designee determines the release of vehicles for use by employees. b. The Department Head may restrict vehicle use, during hazardous weather, to essential duties. c. In anticipation of hazardous weather, employees are to park vehicles in safe locations. 9. Out of Town Meeting Travel a. An employee may use a County vehicle for out-of--town meeting travel if the meeting meets the following criteria: • .meeting location is within 250-miles of Orange County; and • .duration of meeting is 5 days or less; and • .meets criteria in the Orange County Travel Policy; and • .employee returns the vehicle at the end of official business. The Public Works Department reserves the option to provide a rental car of similar type and size for trips falling outside of the criteria listed above. b. An employee using a County vehicle for out of town meeting travel may use the vehicle for: • traveling to meals; • .traveling to area attractions within 50 miles of the meeting location; • .transport of other out of town meeting attendees who are attending the same meeting as primary registrants. This will not include, for example, family members. Employees who plan to take extra days off prior to, or following out of town are to use personal vehicles or rental cars. 10. Citations and Violations Orange County assumes no responsibility for payment of any citations for moving or parking violations. • 9 • 11. Volunteers a. The Department Head may authorize use of a County vehicle by a volunteer. The Department Head will assure the qualifications of the volunteer prior to approving use of County vehicles. b. Volunteers are required to comply with requirements of the Vehicle Use Policy. 12. Parking a. Each employee driving a County vehicle is to assure that the vehicle is parked in a lawful and safe manner, windows are closed, doors aze locked and the keys aze secured before leaving the vehicle unattended. b. Parking expenses incurred while completing County business will be reimbursed in accordance with Orange County's Travel Policy: 13. Weapons Weapons are prohibited in County vehicles, except when specifically authorized for use in the line of duty. • 10 Orange County Accident Report Control # (assigned by others) Name of employee reporting accident/incident ~te ~ time of accident: Exact location of accident: Drua Test Required: Yes No Date received in Purchasing: Dr ~ Testi done as r wired? Yes No (If no, De artment Head to rovide written ex lunation) Instructions: • Complete all parts of the accident report. • Attach-the exchange slip from the other party to the accident report. Ensure that your department head or supervisor signs accident report. • Ensure report is forwarded to Purchasing Direc#or (extension 2652, fax 644-3001, E-mail- pjones) by the first business day after accident. Hand delivery or courier is fine as long as the report arrives within the specified period. E-mail and fax are also acceptable means of delivery. REMEMBER! CERTAIN ACCIDENTS REQUIRE DRUG TESTING WITHIN A SPECIFIED PERIOD AFTER THE ACCIDENT. (Personnel Ordinance 11.2.4) Type of accident: (Check all that apply) Vehicles Damage to County owned vehicle (Report in Sections A & C) Damage to County employee's personal vehicle being used for County business (A & C) Damage to vehicle of another party (Report in Sections B & C) . - er Non Vehicle Prop ty Damage to County property (e.g. Vandalism of building) (report in sections B ~ C) Damage to Non-County property (e.g. Employee hits a mailbox) (report in sections B & C) Injury to anon-employee on County property. (e.g. Someone falls in County bldg.) (provide ** info requested in Section B and provide detailed description in section C) Z'niuries) to County employees must be reported on worker's comp forms through the Personae/ Deportme A. Employee Information: (Provide the following information for County employee involved. Complete only those questions that may be applicable #o the situation you are reporting.) Name of County employee: Department: Division:. Your County phone number: Date of Birth: Driver License Number: County vehicle # V.I.N. Plate #: Year/MakelModel of County vehicle: If damaged property is not n vehicle, describe property damaged: (use extra sheets if needed) ' B. 'Other Party Information: (Complete this section for the damaged party who is not a county employee. Complete the items that are applicable to the situation that you are reporting. E.6. vehicle information need not be reported in the event you are reporting a fall on County property.) Flame of other party: ** Address: ** Phone # ** Dote of birth: Driver License Number: If damaged property is a vehicle, provide the following information: Year/Make/Model V.I.N. Plate # If damaged property is not a vehicle, provide description below: (attach additional sheets if needed.) C. Describe, in detoi/, what happened. Use additional sheets ns necessary. .Injuries? Cite medical facility to which injured party was transported, if any: .Law enforcement is to be culled anytime a County vehicle is damaged or causes damage. .What law enforcement agency responded? .Officer's Name? Employee signature: Supervisor Signature: (date) (date) 9-2000 ~il-~L,v~~ ORANGE COUNTY VEHICLE USE POLICY Q ~v ~ G Revised 09-07-00 1. Purpose The purpose of this policy is to regulate the use of Orange County vehicles. This includes vehicles assigned to specific departments, vehicles for general check out from the Motor Pool and any motorized equipment owned, leased, or otherwise designated as an asset of Orange County. This policy applies to all County employees, unless otherwise noted within this policy. Z. Definitions a. Assigned vehicle. A County automobile, truck, van or other type of vehicle assigned to an Orange County department designated for use by an employee in the normal performance of duties, but not authorized for take home purposes. b. Take-home vehicle. A County automobile, truck, van or other type of vehicle for the use of an individual employee in the normal performance of duties including the commute from home to work. c. Motor Pool vehicle. A County automobile, truck, van or other type of vehicle available for sign-aut from the Motor Pool fleet for the use of an individual employee in the normal performance of duties. d. Employee. Any person receiving compensation via the County's payroll system. This does not include an independent contractor. e. Approved volunteer. Any person who is working under the direct supervision of a County Department to carry out County business and receives no compensation. 3. Use of County Vehicles This section covers all County vehicles, regardless of whether the vehicle is assigned, take-home or a motor pool vehicle. a. County vehicles may be driven anly by County employees or approved volunteers. b. County vehicles may be used only for County business. c. County vehicles may not be used to conduct personal or family business or be used for pleasure. d. County vehicles must only be operated in a manner consistent with the owner's manual located in the glove compartment of each vehicle. This includes responsibility for checking and monitoring gauges and warning lights. • ~ Prepared: 08l161Q0 Printed:09/29l00 ORANGE COUNTY VEHICLE USE POLICY • e. Smoking is prohibited in County vehicles. • f. An employee may not transport passengers such as hitchhikers, family (including children), friends, or other parties not directly related to Orange County business, in a County vehicle. g. To operate a County vehicle, an employee must possess a valid driver's license for the appropriate class of vehicle. If the employee's license is revoked for any reason, the employee may not drive and, if his or her jab involves driving, must immediately advise the supervisor of such revocation. 4. Take Home Vehicles a. Take home vehicles will be used in a manner consistent with Section 3, "Use of County Vehicles" b. The Department Head may authorize or assign a take home vehicle. Authorization will be based on the following: 1. The employee is: • subject to frequent after-hours emergency call-back or other unscheduled work; and • such unscheduled work involves the immediate response to a real or • • present threat to life or property; and • a specialized vehicle, tool(s) and/or equipment are required for the performance of emergency duties; or 2. The employee is: • subject to frequent after-hours emergency call-back; and • such call back arrangements are to locations other than the employee's normal duty station; and • a special vehicle, tool(s) and/or equipment are required to perform after hours assignments; and • an unacceptable delay in the response would result from the employee's return to the normal duty station to retrieve the needed equipment; or 3. The employee is: • assigned a normal duty station which is in the field; and • a special vehicle, tool(s) and/or equipment are required to perform assignments; and • an unacceptable delay in the response would result from the employee's return to the Orange County office location to retrieve the needed equipment. For an employee sharing rotational on-call duty, the take home vehicle will be assigned only during the on-call period. • 2 Prepared: 08/16/00 Printed:09/29A70 ORANGE COUNTY VEHICLE USE POLICY • In the case of the department head personally, any assignment of a take home vehicle • requires the advance approval of the County Manager. c. Each Department Head shall periodically review any take-home assignment(s) to ensure that the criteria continue to be met. Department Heads will consult with the Finance Director to ensure that applicable IRS rules are observed in the use of take-home vehicles. d. For the purpose of this policy, the daily commute to and from the employee's duty station and normal meal periods within duty hours are considered official use. e. No passengers may be transported in take-home vehicles except as required for official duties. The Public Works Department will notify the Department Head at least 30 days in advance of the expiration of the inspection sticker and the license tag of a take-home vehicle. Once notified, it is the responsibility of the vehicle operator and/or Department Head to schedule vehicle inspection, tag renewal, etc. prior to their expiration. The Department Head will ensure a vehicle is not driven without current inspection sticker and license tag. g. The employee will ensure that the take-home vehicle is parked in a safe location at the employee's residence when not in use for County business. If the • • employee is vacationing and will be away from the home for an extended period of time, the Department Head may designate that the vehicle be parked at an alternative location, such as at a County building. h. Departments to which a vehicle is permanently assigned will be responsible for the periodic cleaning and washing of the vehicle. Each employee driving atake-home is responsible for/required to: • physically operate the fuel dispensers at the Public Works facility. Instructions regarding the operation of the automated fuel dispensing system are posted at the facility. • maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. • ensure that the vehicle is scheduled for routine maintenance through the Public Works Department. "Service due" information for each vehicle is contained on a sticker located on the driver's side sun visor. • notify the Motor Pool staff immediately upon noticing any impairment in • vehicle performance. 3 Prepared: 08!16/00 Printed:09/29A70 ORANGE COUNTY VEHICLE USE POLICY • • 5. Assigned Vehicles a. Assignment for individual use within the department is at the discretion of the Department Head. b. Assigned vehicles are to be used in accordance with the section 3, "Use of County Vehicles". c. The Department Head will determine, on an individual basis, whether circumstances warrant a vehicle being driven home by a County employee. This determination will consider such facts as the purposes for which the County vehicle is being driven home, the hours during which the vehicle is to be used, and any other factors that might need to be considered in making the decision. Assignment of each vehicle will be reviewed periodically by the Department Head to determine if continued assignment is appropriate. Prior approval of the Department Head is required if a vehicle is to be taken out of the County overnight. d. The Public Works Department will notify the Department Head at least 30 days in advance of the expiration of the inspection sticker and the license tag of a take-home vehicle. Once notified, it is the responsibility of the vehicle operator • and/or Department Head to schedule vehicle inspection, tag renewal, etc. prior to their expiration. The Department Head will ensure a vehicle is not driven without current inspection sticker and license tag. e. Departments where a vehicle is permanently assigned are responsible for the periodic cleaning and washing of the vehicle. f. Each employee driving a County vehicle is responsible for/required to: • Physically operate the fuel dispensers at the Public Works facility. Instructions regarding the operation of the automated fuel dispensing system are posted at the facility. • Maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. • Ensure that vehicle is parked at the building location designated by the Department Head • • Ensure that the vehicle is scheduled for routine maintenance through the . Public Works Department. "Service due" information is contained on a sticker located on the driver's side sun visor. t} Prepared: 08/16!00 Printed:09/29/00 ORANGE COUNTY VEHICLE USE POLICY • Noti the Motor Pool staff immediate) u on noticin an im airment in • fY Y P 9 Y P vehicle performance. 6. Motor Pool Fleet Vehicles a. Upon authorization of the appropriate Department Head, the employee may contact the Public Works Department and place a reservation for a Motor Pool fleet vehicle. The employee will provide the following information when making the reservation: • date(s) needed • hours needed • destination • number of passengers b. Employees will pick up the vehicle at the Public Works Department, Highway 86 North, Hillsborough at the reservation time unless directed otherwise. Checkout documents are provided at checkout time. c. Employees are to notify the Public Works Department as quickly as possible after learning that a motor pool vehicle reservation is no longer needed in order that the vehicle can be reassigned. d. Employees using Motor Pool vehicles will complete the "Mileage Record for Orange • • County Motor Pool Vehicles" form at the end of each day's use and return it to the Public Works Department staff at the end of the reservation period. These forms are provided at the time vehicles are checked out. e. Maintain records of all fuel obtained from sources other than the Public Works fuel dispensing facility. Records are to include dates, odometer readings, and number of gallons each time fuel is acquired. A record of all transactions for each month is to be provided to the Public Works Department on the first working day of the month for the prior month. Employees may wish to obtain a County fuel charge card from the Finance Department for out of town travel. f. Employees are responsible for parking Motor Pool vehicles at the Public Works Facility at the end of the reservation period. If the employee returns after hours the employee may choose to leave the vehicle at another County facility. However, it is the employee's responsibility to return the vehicle to Public Works by 8;00 a.m. the following morning in order that next day reservations may be filled without delay. 7. Emergencies a. Breakdown 1. The employee shall cease operation of the vehicle as soon as possible and shall call the Motor Pool Supervisor for assistance if any of the • • following events occur: • oil light comes on or oil gauge drops to zero; or c~ Prepared: 08/16/ Printed:09l29/00 ORANGE COUNTY VEHICLE USE POLICY • • temperature light comes on or temperature gauge shows the vehicle is becoming abnormally hot; or • the brake warning light comes on; or • other problems with vehicle operation occur that indicate the vehicle should no longer be driver. • 2. In the event of breakdown (any location) during normal business hours, the employee will contact their supervisor or Department Head and the Orange County Motor Pool at 245-2632 or 245-2625. The Motor Pool Supervisor or designee will provide further instructions. 3. In the event of breakdown (any location} during non-business hours, the employee is to call (919} 732-8161, which is an administrative line at the 911 Center. The employee making the report will advise the telecommunicator of their location and a telephone number at which they can be contacted. The Motor Pool Supervisor or designee will contact the employee within 30 minutes. 4. if the employee feels that their safety is threatened by staying with the broken down vehicle, they should seek a safe haven or request, if appropriate that !aw enforcement be in attendance until Motor Pool staff or other assistance arrives. If the employee stays with the vehicle they should lock all doors until assistance arrives. • 5. An employee may not authorize any repairs to vehicles without advance authorization from the Motor Paol Supervisor, Sheriff, County Manager, Public Works Director, Purchasing Director or Department Head. The Motor Pool staff will inspect any authorized repairs made to a vehicle prior to it being placed back in service. b. Flat Tires • An employee, at his or her own discretion, may change a flat tire or call Motor Pool for assistance. • c. Accidents 1. Immediately following an accident and by the quickest means possible the employee shall: • notify the law enforcement agency having jurisdiction over the area of the accident; and • notify their immediate supervisor or designee. 2. The employee may leave the scene of the accident only after he or she has been advised to do so by the law enforcement officer responding to the accident. • 6 Prepared: 08/16/00 Printed:09/29/00 ORANGE COUNTY VEHICLE USE POLICY 3. The employee is to refer to the card entitled "In the event of an accident' • located in the glove compartment of each vehicle for insurance information that may be required by the law enforcement officer. • ~ • ~ Prepared: 08/16100 Printed:OH/29/00 ORANGE COUNTY VEHICLE USE POLICY 4. As quickly as possible upon return to the work place, in collaboration • with the supervisor, the employee will complete the County accident report form and forward copies to the Director of Purchasing and Central Services and to the Motor Pool Supervisor. A copy of the Orange County Accident Report Form is attached to this report. 5. Any vehicle involved in an accident must not be driven until inspected and authorized for return to service by the Motor Pool Supervisor or his designee. 6. An employee involved in an accident is subject to the County's Drug and Alcohol policy as provided in the Orange County Personnel Ordinance, Article III. Section 11.2 of Article III states that drug and alcohol testing is "required on any County employee driver of a motor vehicle, or any employee not on the vehicle (an automotive mechanic, for example) whose performance could have contributed to the motor vehicle accident. A covered accident is one that occurs while the employee is performing County duties and one that meets one of the following conditions: a. A fatality results form the accident (whether or not the driver caused the accidenf). b. A person in the accident is treated at a medical facilify. c. The County employee driver receives a citation under State or local law for a moving traffic violation arising from the accident. d. One of the vehicles in the accident receives disabling damage to the extent that it must be towed. e. There is property damage of a revenue service vehicle resulting in the removal of the vehicle from revenue service. " 7. Although an employee's own automobile insurance is responsible for primary coverage in the event of an accident while driving their personal vehicle on County business, all reporting procedures as outlined above must be followed by the employee. 8. A cell phone that will only direct dial 911 has been placed in each of the sign-out vehicles. These phones are to remain in the assigned vehicles at all times. A limited number of cell phones that will direct dial 911 are available to be signed out far individuals with assigned vehicles on a `first-come, first -served' basis. Emergency cell phones may also be obtained through the Purchasing/Central Services Department. 8. Hazardous Weather • a. During hazardous weather, the Department Head or designee determines the • release of vehicles for use by employees. $ Prepared: 08!16/00 Printed:09/29100 ORANGE COUNTY VEHICLE USE POLICY r] • • b. The Department Head may restrict vehicle use, during hazardous weather, to essential duties. c. In anticipation of hazardous weather, employees are to park vehicles in safe locations. 9 Prepared: 08/16N0 Printed:09/29!00 • • • ORANGE COUNTY VEHICLE USE POLICY 9. Out of Town Meeting Travel • a. An employee may use a County vehicle for out-of-town meeting travel if the meeting meets the following criteria: • meeting location is within 250 miles of Orange County; and • duration of meeting is 5 days or less; and • meets criteria in the Orange County Travel Policy, and • employee returns the vehicle at the end of official business. The Public Works Department reserves the option to provide a rental car of similar type and size for trips falling outside of the criteria listed above. b. An employee using a County vehicle for out of town meeting travel may use the vehicle for: • traveling to meals; • traveling to area attractions within 50 miles of the meeting location; • transport of other out of town meeting attendees who are attending the same meeting as primary registrants. This will not include, for example, family members. Employees who plan to take extra days off prior to, or following out of town meetings are to use personal vehicles or rental cars. 10. Citations and Violations • Orange County assumes no responsibility for payment of any citations for moving or parking violations. 11. Volunteers a. The Department Head may authorize use of a County vehicle by a volunteer. The Department Head will assure the qualifications of the volunteer prior to approving use of County vehicles. b. Volunteers are required to comply with requirements of the Vehicle Use Policy. 12. Parking a. Each employee driving a County vehicle is to assure that the vehicle is parked in a lawful and safe manner, windows are closed, doors are locked and the keys are secured before leaving the vehicle unattended. b. Parking expenses incurred while completing County business will be reimbursed in accordance with Orange County's Travel Policy. 13. Weapons • 1 ~ Prepared: QS/16!(.)0 Printed:09/29100 ORANGE COUNTY VEHICLE USE POLICY Weapons are prohibited in County vehicles, except when specifically authorized for use • . in the line of duty. • ~ • • 11 Prepared: 08/16!00 Printed:08/29100