SSACounty Vehicle Policy and Procedure

SSA Fleet Services

373 W. Julian Street, First Floor

975-5210

Rev. Date:February23, 2004

DRIVER RESPONSIBILITY

County –owned vehicles are provided for employee’s use, with priority given to social workers, when such vehicles are necessary for the performance of specified job-related duties. Drivers of County-owned vehicles are responsible for the following, which are listed below.

  1. Knowing and complying with all State and local laws and regulations governing the operation of motor vehicles, including the possession of a valid California Driver License and a CountyDriver’s Permit. Both must be in your possession while driving a county vehicle. The County is not responsible for and will not pay for traffic or parking citations.
  2. Operating vehicles in a safe, responsible and careful manner.
  3. Ensuring that County vehicles are in safe condition before operation and reporting any deficiencies to Fleet Services at 975-5210 .
  4. Projecting a positive image to the public by driving in a professional and courteous manner at all times.
  5. Keeping the vehicle clean and litter free.
  6. All occupants in any county vehicle are prohibited from smoking.
  7. State law and County policies require the use of seat belts while employees and passengers are traveling in County vehicles. This policy also applies to personal vehicles when used on County business.
  8. All Accidents, no matter the severity, must be reported within 24 hours of the occurrence. (see Accident, Roadside Assistance below for details)

County vehicles are to be used for business purposes only. Personal use of a County vehicle is a violation of CountyPolicy and can lead to disciplinary action up to and including termination of employment.

Procedures for Checking Vehicle Out

It is recommended that you sign up for a County vehicle a day in advance, if not, sign up time for a county vehicle begins at 8:00 am. Vehicles are assigned on a first come first serve basis for a maximum of fourhours.

Exceptions can be arranged with advance notice and supporting documentation. Exceptions are listed in descending order of priority:

  1. E.R and I.R
  2. Out-ofCounty trips to visit child, children and/or Foster families. (Specify what county)
  3. Transporting children.
  4. Home Visits
  5. Out-Of - County Training.
  6. Court Hearings
  7. Meetings/Trainings
  • Upon your first time using a County vehicle from fleet services you must provide a valid California Driver License and County Driver’s permit, as staff must review both ID’s before a vehicle can be checked out. It is also your responsibility to make sure you renew your California Driver License and County Driver’s permit when they are due to expire, as you will not be issued a vehicle if one or the other have expired.
  • The employee is responsible for filling out the log sheet, in detail, to indicate the reason for using the vehicle.
  • Keys must be picked up promptly. If the employee does not pick up the key within 30 minutes, the vehicle will be reassigned to the next waiting employee.
  • Each employee is responsible for the pick up of their own vehicle.
  • County vehicles are NOT to be taken home at night or for the weekend without prior written authorization and supporting documentation from an SSPM level manager and the SSA Central Services Manager. There will be no exceptions to this rule, so please plan accordingly.
  • If there is a need for a cargo van to transport children’s belongings to or from an out-of-county location, you would follow the procedures listed above for overnight and weekend vehicles, plus you would need the signature of the Central Services Manager.You would then take that signed memo to GSA Fleet Services located at 950 north San Pedro Street to pick up the vehicle. You can call ahead of time to reserve your vehicle at 299-3977; you are also responsible to provide your own transportation to pick up the vehicle from GSA fleet.
  • County vehicles are never to be shared with other staff. If another member needs to use the vehicle, they must check a vehicle out in their name.
  • If you have reserved a vehicle and find that you will not need it, return the key immediately so that the vehicle can be reassigned.
  • Car seats are not to be removed from the vehicles under any circumstances. Additional car seats can be checked out from SSA Fleet services located in Building 2 on the first floor by the break room.

Using a County vehicle is a privilege. Failure to follow the above rules will resultin suspension of this privilege.

Procedures for Checking Vehicle in

As both a responsibility and courtesy, a driver is expected to return the vehicle in excellent condition:

1.Fill the gas tank if the gas gauge indicates less than a ½ tank remains

2.Remove all litter

3.Park the vehicle in the designated space listed on the key tag

4.Record mileage andgas status

5.Roll up the windows and lock all doors

6.Report unsafe vehicle conditions/ mechanical problems or damage

7.Turn in the key to Fleet services staff

8.Or if after hours, deposit key into locked key receptacle

9.Do notremovecarseats from vehicle

10.If transporting pets, clean up after them

Accidents and Roadside Assistance

If an accident occurs, you must call the Sheriff’s Department and the local police department, as well as the Central Services Fleet Division at 975-5210. The County requires an at-the-scene investigation for every accident. Additional guidelines can be found in the “Customer Service Guide” on pages 14 and 15. The guide and a Vehicle Accident Report are located in the glove compartment. If an injury occurs as a result of the accident, a Supervisor’s First Report of Injury must also be completed. Have the reports signed by a supervisor and submit per form instructions. Both reports are to be submitted within 24 hours of an accident.

If roadside assistance is needed due to a vehicle break down; call Fleet Services at (408) 299-3977. They are available from 7:30 a.m. to 5:00 p.m., Monday – Friday. They can verify vehicle warranty coverage. After hours from 5:00 p.m. to 12:00midnight, Monday – Friday, call the Civic Center Facility at (408) 299-3581.

Fueling CountyVehicles

County vehicles should be fueled at County fueling facilities whenever possible as it is more economical. While in Santa ClaraCounty, please use the designated fueling locations. Always use regular unleaded gas. Credit cards are only to be used while on out-of-county trips or after hours. There are four local fueling facilities:

Civic Center Maintenance Shop,90 West Younger Street (corner of San Pedro and Younger) 24-hour fueling available, after hours if pumps are locked, drive down the ramp to request assistance.

East Yard Maintenance Shop,1505 Schallenberger Road (off Old Oakland Road) 7:30 a.m. to 4:00 p.m.

West Yard Maintenance Shop,11030 Doyle Road (between Saratoga Avenue and Lawrence Expressway) opens from 7:30 a.m. to 4:00 p.m.

South Yard Maintenance Shop, 13600 Murphy Avenue, San Martin (Highway 101 & San Martin Avenue) open from 7:30 a.m. to 4:00 p.m.

In order to use the above fueling facilities, the employee’s name, employee I.D. number, department name and work phone number must be in the fueling system database. Call (408) 299-2357 to have employees’ information entered into the database and/or to delete the employees that no longer work in the department.

Authorized Car Wash Facilities

Pacific Car Wash, 21 N. 5th.St. (near Santa Clara.)- 8:30 a.m. to 6:30 p.m. (Mon to Sat)

Bubble Machine Car Wash, exterior only, 1090 S. De Anza Blvd. (off Hwy #85) – 6:00 a.m. to 10:00 p.m. (Mon to Sun)

Los Gatos Chevron, exterior only, 700 Blossom Hill Road @ Los Gatos Blvd. Los Gatos, 6:00 a.m. to Midnight (Mon to Sun)

Shell Gas Stations, exterior only

Berryessa Shell, 1705 Berryessa Rd. (corner of King & Berryessa)

Capitol Shell, 1601 N. Capitol Ave (Capitol & Hostetter)

Calaveras Shell, 950 E. Calaveras, Milpitas (Calaveras & Highway 680)

Morgan Hill Car Wash, exterior only, 16225 Monterey Road, Morgan Hill, 10:00 a.m. to 6:00 p.m. (Mon to Fri)

NO AIR FRESHENER ALLOWED IN VEHICLES

When you arrive at the car wash, tell them that you work for Santa ClaraCounty. Do not use your own cash or a credit card. The car wash station will give you a GSA log sheet to complete.

Thank you for your cooperation. If you have any questions, please contact Central Services at 975-5210.

cc: Executive Team

All Managers