Administrative Policies and Procedures Page 2 2.5.3 MINIMUM DRIVING STANDARDS Authorization to drive a Commission-owned, leased, or personal vehicle for Commission business will be granted only when an employee meets and maintains the following minimum driving standards: a. Possession of a valid California driver s license; b. Compliance with the State of CA Motor Vehicle laws; c. Motor Vehicle Record (MVR) that meets California State Department of Motor Vehicles (DMV) driving requirements; d. Proof and maintenance of valid automobile insurance which meets the minimum coverage required by the State of California. This information must be submitted to the Administrative Services Division annually or upon request, and is only required if using a personal vehicle on Commission business. 2.5.4 AUTHORIZATION TO DRIVE ON COMMISSION BUSINESS The Executive Director may deny any employee the privilege of driving on Commission business or onto any Commission property including parking lots. An employee may be prohibited from driving a Commission or personal vehicle on agency business due to, but not limited to, the following reasons: a. Noncompliance with minimum driving standards as required under California law. b. Driving under the influence of alcohol and/or prescription or nonprescription drugs that impair driving performance. This behavior is strictly prohibited. c. Any restriction that might affect the employee s safe operation of the vehicle. The Administrative Services Division maintains records on all authorized drivers, including California driver s license information, automobile insurance and DMV records. These records are updated as needed, but not less than annually. 2.5.5 STATE AND LOCAL VEHICLE CODES, RULES AND ORDINANCES Drivers will be familiar with and observe the State of California Vehicle Code, local traffic rules, laws and ordinances, including traffic control signs, posted speed limits, parking restrictions, and Commission rules and regulations governing vehicle operation.
Administrative Policies and Procedures Page 3 Moving Violations/Citations: Each driver is responsible for paying any fines for parking, moving violations or other citations received. If the Commission is notified and required to pay for a violation associated with an employee s use of a company vehicle, the employee will be required to reimburse the Commission for all penalties and costs associated with such violations. When an employee receives a moving violation/citation while in possession of a Commission vehicle, the employee must notify his or her supervisor immediately. Failure to do so may result in disciplinary action, up to and including termination from employment. If an employee receives a parking or moving violation/citation while driving on Commission business, attendance at a Commission defensive driving course may be required at the discretion of management, in addition to any traffic violator school which the employee may attend independently at his or her own expense. Driving Distractions: The first responsibility of employees driving on Commission business is to pay attention to the road and laws. Drivers will not participate in any action or condition that would cause their attention to be diverted from safe, careful, conscientious and efficient driving. Wireless Devices: It is prohibited to place wireless devices, or any other object, on the area over a vehicle s air bag or in the air bag deployment area. Air bags inflate with great force and, if deployed, the wireless device could be propelled and cause serious injury to vehicle occupants. When entering any area with a potentially explosive atmosphere, drivers must leave wireless device equipment in the car. Batteries must not be removed, installed or charged in such areas. Sparks in a potentially explosive atmosphere can cause an explosion or fire resulting in bodily injury or death. Vehicle Accidents/Incidents Procedures for Commission Vehicles: Any employee who is involved in a vehicle accident or incident (when there is physical damage or injury) while driving a Commission vehicle or on agency business must notify his or her supervisor and call the police if there is injury or physical damage. If an accident or incident occurs after normal working hours, it must be reported immediately to the Safe Line (888-606-SAFE). An employee involved in an accident must complete a Vehicle Accident Report, available on the intranet or from Risk Management. The form should be completed in its entirety, leaving no blank spaces, and returned to the Risk Management Unit within one day of the incident. If any information is not known, please answer unknown or none.
Administrative Policies and Procedures Page 4 The following procedures must be followed after an accident or incident: a. Call the police to obtain a police report if there is property damage or personal injury. c. Call the Safe Line at (888) 606-SAFE to report the vehicle accident or incident. d. If the vehicle is inoperable call Enterprise 24 Hour Roadside Assistance at (800) 325-8838. Stay with the car until it is towed and contact the car keeper for assistance. e. Document the incident with pictures of the location, damages of all vehicles, and any other relevant items. Document complete information about other driver(s) involved, including complete name and address, driver s license number and license plate number. f. Do not argue with the other driver(s) or witnesses. Do not express an opinion as to who is at fault. Behave in a courteous and polite manner at all times. g. Offer a Courtesy Card (located in the glove compartment of Commission vehicles) to all witnesses to complete and return the cards to you. h. Offer the Other Driver Information Card (located in the glove compartment of Commission vehicles) to the other driver(s) to complete and return to you. Upon returning to the office, forward completed Other Driver Information Cards to Risk Management. i. Complete and offer the Accident & Insurance Information Card (located in the glove compartment of Commission vehicles) to the other driver to keep for their information. All questions that the other driver may have should be directed to the Risk Manager at (323) 855-2708. j. Upon returning to the office, copy and forward all original accident/incident reports to the Risk Management Unit. Any additional information (i.e. photographs, etc.) should be forwarded to the Risk Management Unit.
Administrative Policies and Procedures Page 5 Vehicle Accidents/Incidents Procedures for Personal Vehicles: The following procedures are followed when a personal vehicle is involved in an accident/incident when conducting Commission business: a. Report all accidents/incidents to the supervisor immediately. b. Complete a Vehicle Incident Report. c. Call the police to obtain a police report if there is damage or injury, or if any other person(s) suffered injuries. d. Gather all information on the other party. e. Do not argue with the other driver(s) or witnesses. Do not express an opinion as to who is at fault. Behave in a courteous and polite manner at all times. f. Contact the Safe Line at (888)-606-SAFE if the employee is injured on Commission business g. Be sure to contact your insurance carrier and give them the information you obtained. The employee s personal insurance policy is the primary coverage. Commission coverage is secondary and covers the excess over and above the employee s personal coverage. 2.5.6 FAILURE TO MEET MINIMUM DRIVING STANDARDS A Commission employee whose essential job functions include driving on Commission business must maintain the minimum driving standards stated in this policy as a condition of continued employment. Minor Vehicle Code Violations: An employee who is convicted of a minor vehicle code violation while driving on Commission business shall be counseled by his or her Division management regarding the consequences of a poor driving record and the effect it may have on continued employment. Major Vehicle Code Violations/Loss of Driving Privileges: Any employee who loses his or her driving privileges due to a poor driving record (i.e. license suspension or revocation), or as a result of a court action, must notify his or her supervisor immediately. If an employee fails to notify his or her supervisor, or if the loss affects the employee s ability to carry out his or her essential job functions, the employee may be subject to disciplinary action up to and including termination of employment.
Administrative Policies and Procedures Page 6 2.5.7 MONITORING POOL VEHICLE USE AND INFORMATION TRACKING Divisions/Units with assigned pool vehicles will monitor assignments, as follows: a. The Director or Manager whose Division/Unit has been assigned one or more pool vehicles will designate a Car Keeper. b. In order to track vehicle assignments, each Car Keeper will maintain a Vehicle Control Log, located on the intranet, to record the following information for each pool vehicle that has been checked out: driver s name; employee number; date; vehicle number; mileage; time in/out; destination; and signature upon return. c. Drivers of pool vehicles must fill out a Vehicle Information Form and give it to the Coordinator upon returning to the office, as a condition of continuing to use pool vehicles. d. The Car Keeper will forward the Fleet Vehicle Control Logs and Vehicle Information Forms to the Fleet Coordinator on a monthly basis. e. Maintenance workers are required to attend monthly tailgate meetings with their supervisor and/or Car Keeper to verify mileage, condition of vehicle and any questions related to the vehicles. The Executive Director or his designee will approve the transfer of assigned vehicles between employees, which will be completed by the Fleet Coordinator. The above forms are available from the Fleet Coordinator or on the Intranet. 2.5.8 VEHICLE MAINTENANCE AND CHECKLISTS For assigned and pool vehicles, the driver is responsible for ensuring that the vehicle is driven in a safe manner, maintained in good mechanical condition, and clean upon completion of each trip. The following is required for each vehicle: a. Mobile Phone: Anytime a driver checks out a Commission vehicle and does not have a mobile phone readily available, he or she must also check out a mobile phone from the Communications Coordinator in the Information Technology Unit. This provides for instant communication in case of an accident, incident or emergency.
Administrative Policies and Procedures Page 7 b. Initial Assignment Certification: The Fleet Coordinator will issue a Vehicle Condition Certification, stating that the vehicle is in safe working condition prior to assignment. The Fleet Coordinator will keep the original Certification and place a copy in the vehicle. The Certification will be updated as required based on the maintenance history of the vehicle. c. Daily Checklist: When a pool vehicle is checked out, the driver will inspect the vehicle and complete a Daily Checklist available from the Fleet Coordinator or on the Intranet. The Car Keeper will issue a blank replacement Daily Checklist when the vehicle is returned. e. Monthly Checklist: Each month the Car Keeper will inspect the pool vehicles and complete the Monthly Checklist available from the Fleet Coordinator or on the Intranet. Individuals with assigned vehicles will inspect their vehicles and complete the Monthly Checklist and forward to the Car Keeper for their Division/Unit. f. Routine Maintenance: Vehicles shall be taken in every 6,000 miles or 6 months for regular maintenance. Individuals with assigned vehicles will report any problems to the Car Keeper, who will schedule maintenance with Enterprise Maintenance Management at (800) 325-8838. In a vehicle related emergency the driver shall contact Enterprise Maintenance directly using the maintenance card and driver handbook included in each vehicle. Each Car Keeper will coordinate the submission of all daily, weekly and monthly checklists to the Fleet Coordinator on the last working day of each month. 2.5.9 ROUTINE MAINTENANCE REPORTING If the driver discovers a problem during operation, he or she will contact the Car Keeper who will contact Enterprise Maintenance at (800) 325-8838 to schedule service. The Car Keeper will inform the Fleet Coordinator of all maintenance issues. 2.5.10 COMMISSION-OWNED VEHICLE REFUELING AND CREDIT CARD USE Only Commission-owned vehicles may be refueled using assigned credit cards at gas stations. There is one credit card assigned per car, and it is only to be used for that car. Drivers are responsible for refueling if the tank is less than half full upon completion of each use. Division/Unit Directors or Managers may approve the issuance of gas cards. Users must submit a request form to the Fleet Coordinator to be added to the authorized refueling list.
Administrative Policies and Procedures Page 8 Users will follow the refueling procedures at designated refueling stations. The Fleet Coordinator will provide a list of authorized fueling stations. Users will agree in writing to accept responsibility for the issued gas card. Users will obtain a refueling receipt and give it to the Car Keeper upon returning from each fill up. The odometer reading must be noted on the refueling receipt; if this information is not pre-printed, drivers are required to document this in writing on the receipt. The Car Keeper will send all refueling receipts to the Fleet Coordinator on a monthly basis. 2.5.11 ASSIGNMENT OF COMMISSION-OWNED VEHICLES The Executive Director or his designee may approve the assignment of Commission-owned vehicles to Divisions/Units or individuals, based on job duties and responsibilities. The Division/Unit Director or Manager will submit a written request to the Executive Director, or his designee, for approval. The Division/Unit Director or Manager will forward the signed approval to the Fleet Department to complete the vehicle assignment(s). 2.5.12 INOPERABLE COMMISSION VEHICLES If a Commission vehicle breaks down or is inoperable, the driver will contact Enterprise Maintenance 24 Hour Roadside Assistance at (800) 325-8838 to report the vehicle failure. Please also notify the Safe Line (888-606-SAFE) of any vehicle failures or accidents. For questions regarding Commission vehicle accident/incident reporting, please contact the Safe Line (888-606-SAFE). 2.5.13 POOL AND RENTAL VEHICLES When an additional vehicle is needed due to maintenance or other special needs, a pool vehicle should be checked out from the Fleet Coordinator. In the event that all pool vehicles are unavailable, cars will be available to rent through Enterprise. Cars rented from Enterprise must be preauthorized by Management and arranged by the Fleet Coordinator for pick up at the designated location. The applicable rates will be billed to the division monthly. Rented cars must be returned with fuel at the same level as check out. The employee is responsible for paying this fee and will be reimbursed through a check request upon submittal of the receipt to the Fleet Coordinator. END OF POLICY