Full Text
ELBERT COUNTY PUBLIC WORKS POLICIES AND PROCEDURES TITLE Fleet Pool Vehicle Policy and Procedure Approval Date 2/20/2019 POLICY CUSTODIAN Public Works- Road & Bridge Division Revision Date PURPOSE: DEPARTMENTS RESPONSIBLE: DEPARTMENT(S) AFFECTED: To identify maintenance intervals and potential issues within the County-owned pool fleet. To decrease downtime and increase the longevity of vehicles by properly maintaining pool vehicles. Public Works – Road & Bridge Division All employees eligible for pool car use POLICY: Employees will follow a specific sequence of actions to properly checkout a pool vehicle. This will ensure that vehicles are reserved in an orderly manner, are receiving proper physical maintenance and repairs, and there is accountability of the individual reserving the vehicles. PROCEDURES: 1. Employees must follow the guidelines in the Employee Handbook, Section 8:2, in regard to laws of driving and reporting accidents or tickets to supervisors. 2. Employees will be asked to provide a copy of their County ID and Colorado driver’s license before being issued the keys to the vehicle. 3. Each vehicle must be reserved through the Fleet Manager by emailing the Pool Vehicle Reservation Form (Exhibit 4. To pick up a vehicle, please go to the Fleet Managers office to get the keys at the agreed upon time. An Elbert County Vehicle Inspection Form (Exhibit B) will be given to the person checking out the vehicle to note any issues found on the vehicle prior to taking the vehicle and after returning. 5. To return a vehicle, employees must remove all personal belongings,clean out trash and refuel the vehicles. If there are any issues with the vehicles that need to be addressed, please let the Fleet Manager know. The keys can be returned to the Fleet Manager or dropped off in the box on the Public Works shop door. 6. If a problem with a vehicle is encountered while operating the vehicle, follow these instructions: a. Minor problems or difficulties: Employee should notify the Fleet Manager by emailing the completed Vehicle/Repair Service Request Form (Exhibit Copies of this form are located in the Road and Bridge break room. b. Major problems or difficulties: Employee must immediately notify the Fleet Manager, [PHONE REDACTED]. The Fleet Manager will make the arrangements to have the vehicle either towed or repaired and arrange additional transportation as necessary. 7. If two or more employees are requesting the same vehicle on the same day, it will be checked out on a first- come, first-served basis. However, if one of the employees need the capacity of a vehicle, they will be given priority and the original employee that reserved the vehicle will be assigned another vehicle and notified. The destination of travel may also be a consideration when assigning a vehicle. ---PAGE BREAK--- ---PAGE BREAK--- ELBERT COUNTY GOVERNMENT Public Works Department Road & Bridge Division Office [PHONE REDACTED] Fax [PHONE REDACTED] PO Box 116, 215 Comanche St, Kiowa, CO, 80117 POOL CAR RESERVATION FORM DEPARTMENT: NAME OF EMPLOYEE: DEAPRTURE DATE: PICKUP TIME: RETURN DATE: RETURN TIME: DESTINATION: PURPOSE OF TRAVEL: POOL VEHICLE OF CHOICE: Ford Explorer Ford Escape GMC Yukon Senior Bus 9 Passenger Van EMAIL COMPLETED FORM TO: [EMAIL REDACTED] EXHIBIT A ---PAGE BREAK--- Department: E L B E R T C O U N T Y V e h i c l e I n s p e c t i o n Date: Mileage: Driver Name: Last 6 of VIN: License Check Fluid Levels Washer Fluid Coolant Additional Services/Notes 1) 2) 3) Inspection Items (Inspect for visible leaks and visual condition) Engine Oil Transmission Heat/Defrost/A/C Interior Lights Fire Extinguisher First Aid Kit Mirrors/Glass Registration / Insurance Cards Horn Wipers/Washers Fuel Level Tires (Wear, Inflation) Headlights (High/Low) Turn Signals (Front/Rear) Emergency Flashers Tail Lights/Back-Up Lights Dents/Scratches Obvious Leaking Fluids Loose/Hanging Objects EXHIBIT B ---PAGE BREAK--- ELBERT COUNTY GOVERNMENT Public Works Department Road & Bridge Division Office [PHONE REDACTED] Fax [PHONE REDACTED] PO Box 116, 215 Comanche St, Kiowa, CO, 80117 Vehicle Repair/Service Request Vehicle Number Vehicle Odometer Today’s Date: (DO NOT REPORT TENTHS OF A MILE) License Plate Department: Employee Requesting Service: Contact # Please list reason(s) for service. Describe unusual vehicle performance observed; noises, handling/feel, odors, visible defects, drips, leaks, smoke, warning lights, etc. When did they occur: After warm-up? When cold? During braking? At all speeds? IF YOU CANNOT DESCRIBE THE ACTUAL FAILURE CLEARLY, PLEASE DISCUSS WITH ETHAN. Prepared By: Name (PRINTED) Signature EMAIL COMPLETED FORM TO: [EMAIL REDACTED] EXHIBIT C