Chatham County Motor Pool

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 wont 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_at_ncmail.net

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Who Can Drive

• Employees, interns, and volunteers who meet the
  requirements of the driver policy
• Valid North Carolina drivers 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

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Before Anyone Drives

• Must have driver record check (MVR)
• Must have a Fuelman PIN

14
When Can Vehicles Be Taken Home?

• When the employees 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
  employees 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 dont 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.

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What Next?

• Train your employees on use of the motor pool,
  including software and procedures
• Monitor travel reimbursement requests closely to
  ensure compliance