Chatham county motor pool
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Chatham County Motor Pool PowerPoint PPT Presentation

Chatham County Motor Pool. Who, what, when, where, why (and how). Brief History. Fleet study in 1999 Major findings: Underutilized vehicles Double-dipping Low utilization based partly on perception of vehicle quality Creation of the Vehicle Replacement Reserve in FY 2000 or 2001

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Chatham County Motor Pool

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Chatham county motor pool

Chatham County Motor Pool

Who, what, when, where, why (and how)


Brief history

Brief History

  • Fleet study in 1999

  • Major findings:

    • Underutilized vehicles

    • Double-dipping

    • Low utilization based partly on perception of vehicle quality

  • Creation of the Vehicle Replacement Reserve in FY 2000 or 2001

  • Driver Policy drafted by Leadership Team


Brief history1

Brief History

  • Driver Policy effective July 1, 2004

  • MVRs run on all existing employees

  • Feedback requested from all departments on motor pool

  • Committee to discuss questions/feedback

  • Procedures drafted; software designed; fence installed (still going on); vehicles purchased

  • Motor pool implementation effective January 1, 2005


Goals of the motor pool

Goals of the Motor Pool

  • Safe, accessible vehicles

  • Perception of high quality vehicles

  • Sharing/pooling of vehicle resources

  • Cost savings

  • Better management and oversight of vehicle resources


Components

Components

  • Web-based reservation system

  • Two “lots”

  • Pittsboro

    • 7 new passenger vehicles

    • New DSS on call vehicle (can be used for day trips)

    • Truck

    • New Hatchback and SUV on order

  • Siler City

    • 2 new passenger vehicles

    • New DSS on call vehicle (can be used for day trips)

  • Both lots will be supplemented by additional vehicles moved from departments


Moved from departments

Moved from Departments???!

  • Most “unassigned” vehicles will be reassigned to the motor pool

    • Exception is special use vehicles

  • Advantage:

    • Department no longer responsible for maintenance

  • The reassignment won’t take place until we are sure the motor pool is functioning properly


When can mileage be reimbursed at full rate

When Can Mileage Be Reimbursed at Full Rate?

  • “Non-reporting” trips to pick up a vehicle

  • Round trips of less than 10 miles

  • Trips from downtown PBO to Waste Management

  • One-way trips to Siler City or Pittsboro

  • When a motor pool vehicle is not available AND the employee attempted to reserve a vehicle

  • DSS on-call

  • All other trips are reimbursed at one-fourth the rate


Steps

Steps

  • Reserve vehicle using web

  • Present ID; pick up key and inspection checklist

  • Pick up vehicle and inspect it

  • Drive to and from destination

  • Refuel if gas gage is under ¾ tank; remove trash from the inside

  • Complete inspection checklist; return it and the key (use the key box if after hours)


Web demonstration

Web Demonstration

  • http://www.chathamfleet.com


Review procedures

Review Procedures


Fleet coordinator

Fleet Coordinator

  • Wendy Paschal

  • 542-8254

  • [email protected]


Who can drive

Who Can Drive

  • Employees, interns, and volunteers who meet the requirements of the driver policy:

    • Valid North Carolina driver’s license

    • Refer to Section 6 of Driver Policy

  • You can transport anyone on official county business, including employees of other jurisdictions; they should NOT drive


Before anyone drives

Before Anyone Drives

  • Must have driver record check (MVR)

  • Must have a Fuelman PIN


When can vehicles be taken home

When Can Vehicles Be Taken Home?

  • When the employee’s home is closer to the destination than the motor pool lot

  • When the employee must travel more than 10 miles to pick up a vehicle AND the motor pool lot is not “on the way”

  • Returning vehicles to Siler City at night is employee’s choice

  • DSS on-call


Personal use allowed

Personal Use Allowed

  • Incidental personal use, which is on the way, and there is no significant mileage accumulated

  • For overnight travel, use for eating and ethical and legal leisure activities that don’t result in significant mileage accumulation


Penalty for violation

Penalty for Violation

  • Loss of motor pool privileges; seriousness could warrant disciplinary action, including dismissal

  • Any employee who does not have motor pool privileges is not eligible to receive any mileage reimbursement.


What next

What Next?

  • Train your employees on use of the motor pool, including software and procedures

  • Monitor travel reimbursement requests closely to ensure compliance


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