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Chatham County Motor Pool

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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  1. Chatham County Motor Pool Who, what, when, where, why (and how)

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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)

  9. Web Demonstration • http://www.chathamfleet.com

  10. Review Procedures

  11. Fleet Coordinator • Wendy Paschal • 542-8254 • Chatham.fleet@ncmail.net

  12. 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

  13. Before Anyone Drives • Must have driver record check (MVR) • Must have a Fuelman PIN

  14. 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

  15. 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

  16. 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.

  17. 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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