Vehicle Use

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Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies.

Vehicle Use Policy

Vehicle Use Policies from HSD DM 03-03

Vehicle Use Procedures from DM 03-03

Vehicle Use Policies from Administrative Policy 5-1

Accident Reporting Procedures from HSD DM 15-03

Gold Standard for Vehicle Use from DM 02-03

County Center Fuel Station

Car Wash

A. Responsibilities:

Authorized Drivers traveling on county business are representing the County and shall always project a professional and responsible image to the public. This includes driving responsibly, safely and legally.

Department Heads, managers and supervisors, are responsible for verifying that Authorized Drivers who drive on county business have a valid driver’s license and that the license is appropriate for the vehicle(s) the Authorized Driver operates.

All Authorized Drivers who operate vehicles or equipment on county business will immediately inform their supervisor if their license is suspended, revoked, expired or otherwise restricted in a way that impacts the Authorized Driver’s ability to perform their job.

All federal, state and local traffic laws and regulations must be followed while driving a personal or county-owned vehicle on business. The use of handheld electronic devices is prohibited as defined by law. All precautions should be taken to ensure the safety of clients, including the use of car seats for children as indicated.

A county-owned vehicle must never be used to transport personal friends, family, or for personal activities. Transportation of animals, excluding certified service dogs, is not allowed in county vehicles.

County vehicles may be requested for overnight use on business related activities. These requests require the Section or Division Manager’s signature. If a county vehicle will be used for traveling to locations other than the worksite or other business related locations, then a Vehicle Use Statement will need to be completed and the use of the vehicle for commuting to or from home or other personal use may be treated as a taxable non-cash benefit.

Example 1: Taking a county vehicle home for an early morning departure to see a client or to attend a conference would require a Vehicle Use Statement to be completed.

Example 2: Taking a county vehicle home after a late client visit instead of returning it to its work site would require a Vehicle Use Statement to be completed.

Example 3: Returning from a client visit or a conference and using a county vehicle to run personal errands before returning to work would require a Vehicle Use Statement to be completed.

B. County Vehicles:

Authorized Drivers who have a valid California driver’s license, may use County vehicles when their job function requires travel.

Smoking is not allowed in any county-owned vehicle. This includes vehicles assigned to the department and those obtained from Fleet Operations.

Vehicle Care:

Authorized Drivers will conduct a visual inspection of the County assigned vehicle for damage prior to use. Any damages or safety problems will be reported to the division’s Fleet Liaison.

All county vehicles and privately owned vehicles known to be in a dangerous and/or defective condition are prohibited from being used for county business.

All county vehicles will be legally and safely parked and locked when unattended.

All traffic and parking citations are the sole responsibility of the driver.

Global Positioning System (GPS):

County Vehicles are equipped with GPS which serves as a safety function to our Authorized Drivers and passengers who are in the field. Additionally, County vehicles are the third largest county owned asset and GPS allows for proper monitoring of the vehicle’s engine (through Diagnostic Reports), mileage (drivers will no longer need to record mileage), and usage (for better fleet utilization).

As additional safety features, GPS will send vehicle administrators alerts on excessive speed over a posted speed and other safety alerts. If patterns emerge from these alerts, the Authorized Driver’s supervisor will be notified and will address these with the Authorized Driver.

Tampering with any GPS equipment in the vehicle is expressly prohibited and may subject the person to disciplinary action.

This policy and the system are not intended to be punitive or used to monitor individual Authorized Drivers, although unsafe and unauthorized vehicle usage may lead to disciplinary action.

3. FasTrak:

All HSD County Vehicles’ license plates have been registered with FasTrak and are permitted to use the FasTrak lanes without a FasTrak device when crossing bridges.

A FasTrak device is kept at each location and controlled by each Facility Coordinator. This device should only be issued when a vehicle is on loan from County Fleet or when an HSD County Vehicle’s license plate has not yet been registered with FasTrak.

Agile FleetCommander:

HSD uses the software Agile FleetCommander to assign County Vehicles. See your Facility Coordinator for instructions on using Agile FleetCommander.

C. Private Vehicles:

Authorized Drivers who use their own vehicles on county business must certify they carry adequate insurance coverage as required by state law and possess a valid driver’s license. Form HSD712 contains a certification statement and must be signed by the employee when seeking mileage reimbursement.

Private vehicles used for County business must have a copy of the County of Sonoma Vehicle Accident/Incident Form in the glove compartment, which is to be used to report any accidents that occurred while working.

If an Authorized Driver is involved in a collision or incident in a privately owned vehicle, while on authorized County business, the Authorized Driver’s automobile insurance is primary to any other coverage. An Authorized Driver who no longer carries adequate insurance coverage as required by state law must notify their supervisor immediately.

The use of a private vehicle is discouraged when a county vehicle is available. The use of hybrid or electric county vehicles is encouraged for economic and environmental reasons.

D. Defensive Driver Training Requirement:

The county’s Driver Training Program is a multi-level training program designed to provide the appropriate amount of classroom, behind the wheel and specialized vehicle training to meet the needs of all employees who drive on county business. New employees who drive on county business are required to attend the Level 1 training during New Employee Orientation which includes a review of the County Vehicle Use Policy. Level 2 training may be required for anyone who is enrolled in the DMV Pull Notice Program. The training for staff enrolled in Level 2 training, if offered, consists of classroom instruction and behind the wheel training (behind the wheel portion dependent on funding).

E. DMV Pull Notice Program:

Drivers who drive on a regular basis, three or more days a week or more than 500 miles per month (defined as ‘frequent drivers’), must be enrolled in the DMV Pull Notice Program. The information provided by the DMV is confidential information. The DMV will send an initial report on each driver enrolled in the program and thereafter, an annual report on each driver. They will also send a report whenever the driver has a change in their driver’s license record. Pull notice information received for non-work related infractions will be subject to review if the employee appears to have developed a driving pattern or history that could place them in jeopardy of having their driver’s license suspended, revoked or severely restricted, impacting their ability to perform assigned job duties for the county. An employee who has their driver’s license suspended or revoked should notify their supervisor immediately.

NOTE: All Authorized Drivers using either personal or county-owned vehicles are subject to the California Department of Motor Vehicles moving violation notification program.

F. Vehicle Damage:

It is the responsibility of the Authorized Driver to exercise reasonable care to avoid impediments or obstructions in the path of the vehicle which might cause damage to the vehicle, or other vehicles or property, or injury to drivers, passengers and pedestrians.

All collisions or vehicle damage in a County vehicle, or a privately owned vehicle being used on County business, shall be reported immediately:

To the Authorized Driver’s supervisor and complete the County of Sonoma Vehicle Accident/Incident form,
To Fleet Operations within one (1) business day,
And depending on severity, to the appropriate law enforcement agency (request an official collision report from the responding officer).

Vehicle collisions involving extensive property damage, personal injury or loss of life must also be reported to the Department of Motor Vehicle (DMV) within 10 days of the incident. It is the Authorized Driver’s responsibility to report the incident to DMV.

G. Out-of-County Travel:

Must be approved, by the employee’s supervisor, or manager, in advance of the travel date by completing Sections I & II of form HSD 799, Travel Request and Expense Claim, even if there are no expenses involved. In an emergency situation, the immediate supervisor must justify approval after the fact in writing.

H. Out-of-State Travel:

Must be approved in advance by the Director and may require Board of Supervisors approval. The County Administrative Manual, Section 3-2 Travel & Meal Reimbursements, C-1 (Out of State Travel) states:

Department/Agency Head/General Manager or designee are authorized to approve the first two out-of-state trips in a fiscal year and actual cost reimbursements for travel, lodging, and meals for an employee (including the department head). Approval by the County Administrator is required for the third out-of-state trip in a fiscal year (including the department head). Approval of the Board of Supervisors is required for more than three out-of-state trips in a fiscal year (including the department head).

I. Travel Request:

Submit form HSD799 Travel Request and Expense Claim for all travel. Each Authorized Driver must submit a separate travel request, even if several employees are traveling together.

Travel using CAL-Card:

Approved CAL-Card holders may use their CAL-Card for registration, lodging, travel and meals for pre-approved travel. All CAL-Card usage must be in accordance with HSD and County CAL-Card Policies and Procedures. An HSD799 form must accompany the CAL-Card expense form when submitted for payment. When requesting travel reimbursement where both personal funds and the CAL-Card were used, only one HSD799 form should be submitted showing all expenses. Clearly mark which expenses were paid for by the CAL-Card. Make a copy of the HSD799 and attach it to the CAL-Card statement. Submit the original paperwork and signature for personal reimbursement.

K. Meals:

The department will pay the actual expenses up to $90.00 per day if they are reasonable, have been agreed to by the supervisor and/or manager, and detailed receipts are provided showing what items were purchased. Without detailed receipts, the department will only pay actual expenses up to the following maximums:

Breakfast $10: Allowed when an employee must leave the county prior to 7:00 am and will not return to the county and work site prior to 10:00 am.
Lunch $15: Allowed when an employee must leave the county prior to 11:00 am and will not return to the county and work site prior to 2:00 pm.
Dinner $31: Allowed when an employee is out of the county and will not return prior to 7:00 pm.

A reasonable, customary tip is allowable and can be included within the maximums.

Employees will not be reimbursed for alcoholic beverages.

NOTE: No meals within the county boundaries are allowed unless required as part of the business event (see County Administrative Policy Manual, Policy #3-2).

L. Conference Dinners or Banquets:

If held by the organizer, may be reimbursed at actual cost if a receipt is provided showing the total cost of the event.

M. Transportation Expenses:

Include bridge tolls, parking, bus, shuttle, train, taxi or plane fares. Employees must not purchase “FIRST CLASS” flight tickets. Employees shall use the most economical and reasonable methods of transportation between the county and the destination.

Rental cars are not allowed unless there is no other more economical mode of transportation available.

County-owned vehicles are available for use. If private cars are used, reimbursement for mileage is allowed by submitting form HSD712 Mileage Expense Claim. Reimbursement forms must be submitted no later than 45 days following the month end of the date of travel. Mileage claims submitted more than 45 days after the date of travel will not be paid. Travel through June must be submitted by June 10th in order to meet fiscal year end deadlines. Travel claims submitted after June 10^th will be charged to the following fiscal year.

N. Lodging:

Must be located at or near the site of the function attended. Hotel cost will be covered for the headquarters, or overflow, hotel if attending a scheduled conference. Room rate guidelines are the lesser of government/corporate or conference rate or other group discount, whichever applies.

O. Travel for Self-Selected Training:

Refer to Department Manual (DM) Section 20-02, Staff Development Benefit Allowance Program, for possible funding or reimbursements.

P. Personal Excursions:

No reimbursement for special (personal) excursions for meals, shopping, entertainment, etc.

Q. Exceptions:

May be reviewed for consideration for the above if a written explanation is submitted with the request and signed by the approving authority for the employee by the Division Director, Assistant Director or the Department Head.

Vehicle Use Procedures from DM 03-03

A. Request for County Vehicle

1. Pool Vehicle

Use Agile FleetCommander to reserve a County vehicle.

Apollo Way: Contact the Fleet Clerk (Senior Office Assistant).

Capricorn: Contact the Senior Office Assistant.

Mendocino: Contact the Office Support Supervisor.

Paulin: Contact the Division Secretary or the Administration Senior Office Assistant.

Valley of the Moon: Contact the Facility Coordinator.

Westwind: Contact the Front Desk/Reception.

Zephyr: Contact the Fleet Clerk (Senior Office Assistant).

For all of the HSD locations above:

a. Vehicles Assigned Internally:
Pick up the keys from the designated person or keybox, or pick up the pool car authorization form and take it to the Fleet Operations office.
b. Vehicles at Fleet Operations:
An employee must have the Fleet Authorization form on file at Fleet prior to vehicle pick up.
Pick up the keys, paperwork and vehicle ID cards from the office at Fleet Operations.

2. Fueling

a.   In Sonoma County:
Employee ID cards now allow county gasoline access. Each vehicle also has an ID card to use when fueling at the county center fueling station or at one of the county road yards.
Fill the fuel tank at the county center fueling station or at one of the county road yards. Refer to instructions provided at county fuel stations. If electric vehicle, use nearest designated electric charger to re-charge.
b.   Outside of Sonoma County:
Use the credit card for gas purchases outside the county and only fill with regular unleaded gasoline. Turn in receipt along with vehicle keys and cards when returning vehicle.
c.   Emergency:
If an emergency arises, or an accident occurs, follow the directions in the emergency instruction packet and the Vehicle Operators Handbook that you will find in the glove compartment of each vehicle. Also follow the procedure in DM Section 15-03, Medical Emergencies and Accident Procedures, upon return from the trip.
For reimbursement of emergency purchases of gas, oil, or repairs less than $75.00 for county cars, submit a priced invoice and a claim stating the number of the county car involved, the division to which the vehicle is assigned, and the signature of the person making the purchase.
For repairs over $75.00, Fleet Operations must approve the expense in advance of the repairs being made.

3. Returning Vehicles

In the Fleet Operations parking lot, return the car to the designated parking lot.
Complete the form that accompanied the keys. Return the keys, form & cards, along with any gas credit card receipts, to the Fleet Operations office.
In assigned building parking lots, return the car to its designated space, or to the spaces marked for county cars. If gas credit cards were used, give receipts to the designated person in the building.
Before returning the vehicle, fill the tank at the county center fueling station or at one of the county road yards. No vehicle should be returned with less than 1/2 tank of gas. Some divisions require that vehicles being returned have a full tank. Check with your site coordinators. Employees should also return the car with a clean interior and exterior. The county fuel station car wash can be used for this purpose. If interior detailing is needed, contact your division Fleet Liaison for a coupon to be used at a local car wash and detail.

B. Request for Out-of-County and Out of Country Travel:

Complete Section I of HSD 799, including names of all passengers (if minors are being transported refer to the Child Welfare Ethics & Standard guidelines) and estimated expenses. If traveling with another staff member, each employee must submit a separate request.

Forward HSD 799 to immediate supervisor for approval.

1. Immediate Supervisor Approval:

Reviews request for appropriateness and approves or disapproves.
If approved, signs, dates and forwards to the next line of authority, either a Section Manager, or appropriate Division Director (Director if Division/Assistant Director is the requestor) for approval in Section II.
If disapproved, states reason, signs, dates and returns to requester.

2. Management Approval:

Section Manager, Division/Assistant Director or Director reviews the request for appropriateness and approves or disapproves.
If approved, completes, signs and dates Section II of HSD 799 and returns directly to the requestor.
If disapproved, states reason, signs, dates and returns to supervisor, who returns form to the requestor.

3. After Return from Travel:

Employee completes Section III, attaches necessary receipts, signs, dates and forwards to Fiscal Accounting within 50 days of travel or the Auditor's Department will not approve for reimbursement. For travel in June, submit receipts as soon as possible, and no later than June 30th, in order to meet fiscal year end deadlines for reimbursement.

4. Accounting:

Reviews HSD 799 for appropriate signatures, receipts and mathematical accuracy. If incomplete, returns to employee for correction.
Processes HSD 799 for payment.
When warrant is received from Auditor's Office, verifies amount and coding, forwards payment to employee.

5. Exceptions:

a.   Out-of-County Travel which Requires Overnight Stay:
Follow steps 1, 2 and 3. The Manager submits HSD 799 to the appropriate Division Director for approval and signature.
b.   Out-of-State or Out-of-Country Travel:
The Manager or Division Director submits HSD 799 to the Director/Assistant Director for approval and signature.
Out-of-state or out-of-country travel requiring Board of Supervisors' approval (see County Administrative Policy Manual, Policy #3-2) must be requested at least four weeks prior to trip date.
Any Out-of-Country business travel requires clearance through the appropriate consular office. For example, Mexico requires a statement of approval from the consulate to conduct government business there.
c.   Out-of-County Travel When Transporting Children:
Child Welfare Services workers who transport children as part of their casework assignment:
Must complete an HSD 799 for the first trip.
If additional trips are required, only complete an HSD 712, Mileage Expense Claim, if they use private cars.
The Division Director must approve the initial HSD 799 for out-of-state trips.
If the same assignment continues into additional fiscal years, an additional HSD 799 must be completed and approved for each year.
If all trips are out-of-state, must complete an HSD 799 and get Director/ Assistant Director approval for each trip.

C. Request for Mileage Reimbursement:

Complete form HSD 712 and submit to supervisor within three months of the month end of the date of travel. Odometer readings must be included unless using the HSD Mileage Chart. Requests for mileage reimbursement through June must be submitted by June 30th in order to meet fiscal year end deadlines.

Supervisor reviews for reasonableness, approves and submits form within five working days to Accounting for payment.

Reimbursement is allowed one way for meetings that are on route from or to home.

As per II.C above, private vehicle use is discouraged.

Mileage reimbursement is included in regular payroll checks.

Vehicle Use Policies from Administrative Policy 5-1

I. Purpose

A. The purpose of this policy is to define the responsibilities and rules for the use of County vehicles and equipment, and privately owned vehicles used for County business. This policy applies to County officers, employees, and other authorized individuals as specified in this policy. This policy supersedes all previous County vehicle policies and resolutions of the Sonoma County Board of Supervisors related to these topics.

An exception to this policy shall be made for the Sheriff's Department as a result of its unique law enforcement function. The Sheriff's Department will develop and enforce its own written policy, a current copy of which shall be on file with the Board of Supervisors. This policy shall guide vehicle utilization of employees of the Sheriff's Department and other County employees engaged in law enforcement activities that are under the direction of the Sheriff.

II. Policy

1. Employee Responsibilities

a. Responsible Driving: Each County driver shall drive responsibly, anticipate emergency situations and make every effort to avoid collisions. All employees operating a vehicle on County business represent the County of Sonoma and shall always project a professional and responsible image to the public.
b. Following Traffic Laws: Employees are expected to be knowledgeable of, and follow, all applicable Federal, State and local traffic laws.
c. Drivers License: County employees operating vehicles or equipment on County business must have a valid State of California driver's license.
d. Suspended, Revoked or Restricted Drivers License: County employees who are required to have a valid California drivers license to operate vehicles or equipment on County business shall immediately inform their supervisor in the event their drivers license is suspended, revoked or is otherwise restricted in a way that impacts the employees ability to perform their job.

2. Department Responsibilities

a. Enforcement: Department heads are responsible for enforcing this policy within their Department.
b. Drivers License Checks: Departments shall require DMV drivers license checks for new employees that are required to drive as part of their duties with the County.
c. Drivers License Verification: Departments are responsible for verifying that employees who drive on County business have a valid California driver's license and that the license is the appropriate license for the vehicle(s) they are operating. This departmental obligation does not diminish the employees obligations pursuant to Sections 1.c. and 1.d. of the policy.
d. Defensive Driver Training Requirement: Departments shall ensure that all employees that are required to drive County vehicles or personal vehicles on County business participate in Defensive Driver Training within the specified intervals as detailed in the County's Defensive Driver Training Program.
e. DOT Driver Records: Departments shall maintain accurate records of employees who are required by Department of Transportation (DOT) regulations to have a commercial driver license. At a minimum, the record shall include a copy of the employee's driver license, a copy of the employee's current medical card, and a copy of the most recent DMV Driver Record Information.
f. Pull Notice Program: Departments shall enroll and track employees that drive on a regular basis, three or more days a week, or more than 500 miles per month, in the Department of Motor Vehicles (DMV) Pull Notice Program.

3. Authorized Use of County Vehicles

a. Authorization: County owned vehicles shall be driven only by appropriately licensed and authorized County officers or employees or other authorized persons. Authorization shall be by the appropriate department head, County Administrator, or Board of Supervisors.
b. Authorized Riders: No person shall be permitted to ride in a County vehicle unless such person is a County officer or employee on official County business, is a person conducting official County business for or with the County, or is a passenger authorized to be in said vehicle by the responsible department head, County Administrator or Board of Supervisors.
c. County Business Use Only: County vehicles shall be used for official County business only.
d. Volunteers: Volunteers listed with the County's Human Resources Volunteer Coordinator and assigned to a specific program may be authorized by the department head to drive County vehicles in their volunteer status. The Department is responsible to insure that volunteers have the appropriate driver license for the vehicle they are driving. Volunteers are required to follow all driving rules as outlined in this policy.
e. Extra Help Employees: Extra Help and Agency Extra Help employees may be authorized to drive County vehicles with the approval of the department head. The Department is responsible to insure that Extra Help and Agency Extra Help employees have the appropriate driver license for the vehicle they are driving.
f. Independent Contractors: Independent Contractors are not authorized to drive County vehicles even if the vehicle will be used only on official County business. Requests for exceptions shall be approved by County Counsel and conditions for use written into the agreement for services.
g. Other Local Agencies: Employees of other local public agencies or (local community based organizations) may be authorized use of County vehicles if there is a written agreement between the County and the agency or organization that states that the use of the County vehicle is authorized by a County Department for a program related to County business and after the agency or organization has met the County's insurance requirements.

4. Operating a County Vehicle

a. Seat Belts: Seat belts shall be used by the driver and all passengers in a County vehicle or in a private vehicle being used on County business. [CVC 27315 (d)(1), (e)]
b. Child Safety Seats: All children riding in a County vehicle shall be properly seat belted. Child safety seats shall be used as required by the California Vehicle Code. (CVC 27360 through 27364)
c. Vehicle Operation: Drivers shall be familiar with the manner of operation of vehicles that they operate on County business. If drivers are unsure of the operation of their vehicle, they should check the owner's manual in the glove box of the car or contact Fleet Operations for assistance.
d. Attentive Driving: Drivers shall remain attentive to driving at all times. Use of hand held cellular phones, eating or drinking, dealing with passengers or other distractions while the vehicle is moving should be avoided. Whenever possible, drivers should pull off the road and stop when having to deal with distractions in the vehicle.
e. Smoking: Smoking is prohibited in all vehicles owned, leased or operated by the County, or otherwise under the control of the Board of Supervisors in its role as a district board, per Section 32.5 and 32.7(a)(1) of the Smoking Ordinance of Sonoma County, No. 4752. 1/1994.
f. Alcohol Drugs and Other Intoxicants: Consumption of alcohol, drugs or other intoxicants that may interfere with the safe operation of County vehicles and equipment or while operating a privately owned vehicle on County business is strictly prohibited.
g. Dangerous or Defective Vehicle: Any County owned vehicle, or privately owned vehicle while being used for County business, shall not be operated when in a known dangerous or defective condition.
h. Reporting an Unsafe Vehicle: When a County vehicle is found to be in a dangerous or defective condition, it shall be reported to Fleet Operations as soon as is practical.
i. Visual Inspections: Employees shall conduct a visual inspection of the County assigned vehicle or pool vehicle for damage prior to use. Any damage or safety problems observed shall be reported to Fleet Operations immediately upon discovery.
j. Parking County Vehicles: All vehicles shall be legally and safely parked and locked when unattended.
k. Traffic Citations: Any officer or employee who receives a traffic citation other than for illegal parking while operating a County owned vehicle, or while operating a privately owned vehicle on County business, shall report such citation to his/her department head. All traffic or parking citations are the sole responsibility of the driver.
l. Returning Pool Vehicles: When returning a pool vehicle to Fleet Operations the vehicle shall to be filled with fuel and the Dispatch Form shall be completely filled out to include date and time returned, ending odometer reading and parking space. Pool vehicles must be returned to Fleet Operations promptly.

5. Vehicle Collisions, Incidents or Damage

a. Safe Driving: It is the responsibility of the driver of County owned vehicles, or privately owned vehicles while being used for County business, to exercise reasonable care to avoid impediments or obstructions in the path of the vehicle which might cause damage to the vehicle, other vehicles or property, or injury to drivers, passengers and pedestrians.
b. Collision, Incident or Damage Reporting: All collisions or vehicle damage in a County vehicle, or piece of equipment, or a privately owned vehicle being used on County business, regardless of severity, shall be reported immediately to the employees supervisor, to the appropriate law enforcement agency (request an official collision report from the responding officer) and to Fleet Operations. Vehicle collisions involving extensive property damage, personal injury or loss of life, must also be reported to the Department of Motor Vehicles (DMV) within 10 days of the incident. It is the employee's responsibility to report the incident to the DMV.
c. Timely Reporting of Incidents: Officers and employees involved in any collision or incident in a County owned vehicle, or a privately owned vehicle being used on County business shall make a complete report of such collision or incident to Fleet Operations within one (1) business day. If the officer or employee is unable to make the report because of injury or other incapacity, the appropriate supervisor or manager shall submit a report.
d. Collisions/Incident Report Forms: Collision/Incident reports shall contain information on other vehicles, drivers, property involved, witnesses, weather conditions, road conditions, and any other pertinent information regarding such collision. Collision/Incident Report Forms are located in the glove compartment on all County vehicles or at Fleet Operations.

6. Take Home Vehicles

a. Definition: A take home assignment would be considered regular or seasonal if an employee normally uses the vehicle to drive to and from their normal work assignment from their primary residence.
b. Authorized Assignment: Take home vehicle assignments are to be limited to those staff engaged in immediate, first line, emergency response for critical services or when a take home vehicle assignment results in an economy and/or efficiency that is in the best interest of the County.
c. Response for Critical Services: An emergency response for a critical services, is defined as a limited first line staff response, which must be provided in order to prevent exposure to danger, chance of injury or destruction of County facilities.
d. First Line Emergency Staff: Emergency responses will be limited to only those staff that must respond by going directly to the point of an emergency occurrence. All other emergency backup staff will be dispatched through the normal process.
e. In the best interest of the County is defined as, those vehicle assignments that are cost effective to the County, enhance service to the public, and better provide for public safety and can stand the test of public scrutiny.
f. Department Head Authorization: Take home vehicle assignments that are determined to be in the best interest of the County shall be based on the judgment of the department head.
g. Reporting: Department heads are directed to submit a list annually, during budget, to the County Administrator identifying and justifying those assigned take home vehicles that meet the criteria established above. The County Administrators Office shall review each list for consistency with the Boards Policy.
h. Intermittent Take Home Vehicle: Intermittent take home vehicle assignments shall be approved by the department head, in writing, on a case by case basis. Intermittent take home vehicle assignment is the overnight garaging of a County vehicle on an intermittent or other than normal basis.

7. Use of Privately Owned Vehicles on County Business

a. Responsibility: Employees are encouraged to use County vehicles when they are available. Factors to be considered when deciding between the appropriate use a County vehicle vs. personal vehicle include: Availability of County vehicles, cost of a County vehicle vs. mileage reimbursement, the appropriateness of the vehicle for the required use and best use of employees time and operational efficiency. Departments are responsible for determining which option best meets the needs of the County.
b. Insurance Requirements: Employees who drive a privately owned vehicle on County business must maintain automobile insurance that complies with the State of California minimum requirements for bodily injury and property damage. The employee shall insure that their level of insurance is appropriate for use of the vehicle for business. c. Primary Insurance Coverage: If an employee is involved in a collision or incident in a privately owned vehicle, while on authorized County business, the employee's automobile insurance is primary to any other coverage.
d. Deductible Expense: When an employee is involved in a vehicle collision in their personal vehicle while on County business and it is determined, by the appropriate Law Enforcement Agency, that the employee is not at fault, the County will reimburse any insurance deductible expense up to a maximum of $500.
e. Exclusive Use: No employee shall travel on County business exclusively in a privately owned vehicle without the written approval of his department head.
f. Reimbursement Claims: When County employees use a privately owned vehicle on County business, they shall be reimbursed at the current published IRS reimbursement rate. Claims for mileage reimbursement shall be submitted on County claim forms and processed in accordance with the County Auditor procedures.
g. Motorcycles: No employee shall operate a motorcycle on County business without specific authorization of the department head.

8. Other Rules

a. Vehicle Markings: All County vehicles, except for those used in special law enforcement or undercover operations, shall have exempt license plates and shall be marked with the vehicle number and County marking visible to the public. No other markings, decals or bumper stickers shall be displayed on County owned vehicles and equipment.
b. Departmental Rules: Departments may adopt internal procedures for allocation and operation of vehicles assigned to the department. Such procedures must be consistent with foregoing rules and regulations established by the Board of Supervisors.
c. Loss of Driver License: If an employee loses their driving privilege for any reason, they could be subject to personnel action as outlined in the County's, "Guidelines to Assist Supervisors in the Management of Employees losing their Driver License." (Sonoma County Personnel Dept. memo 99-003, January 1999.)

9. General Information

a. Vehicle Handbook: Every County vehicle shall have a "Vehicle Operators Handbook" in the glove compartment. This handbook is published by Fleet Operations and addresses a number of procedures to be followed by drivers of County vehicles. These procedures include:
Vehicle Safety and Driver Accountability
Collision or Incident Reporting
Mechanical Failure and Breakdown
Vehicle Care and Preventive Maintenance
Fueling County Vehicles
Obtaining and Using a County Pool Vehicle

b. Handbook Updates: Fleet Operations reviews and updates the handbook regularly to insure that the information is correct and contact numbers are still current. Fleet Operations recommends that each County employee be familiar with the handbook and its contents. If you cannot locate this Handbook please contact Fleet Operations for a current copy.

10. Adverse Action

Failure to comply with this policy may result in disciplinary action up to and including termination. It is up to the discretion of the department head to take appropriate corrective action.

Accident Reporting Procedures from HSD DM 15-03

VII. Vehicle Accidents/Incidents

A. Personal Vehicles Driven for County Business

The County of Sonoma Vehicle Accident/Incident Form is required to be carried in any County or personal vehicles driven for authorized County business.
Employees who drive a personal vehicle on County business must maintain automobile insurance that complies with the State of California minimum requirements for bodily injury and property damage.
If an employee is involved in an accident/incident in a personal vehicle while on authorized County business, the employee's automobile insurance is primary to any other coverage. The employee notifies his/her personal insurance carrier of the accident and goes through them for any repairs. If it is determined that the employee is not at fault, the County will reimburse any insurance deductible expense up to a maximum of $500.

B. At the Accident/Incident site:

Follow these procedures for accidents involving any County or personal vehicles driven for authorized County business.
1.    Do not move your vehicle unless it presents a serious hazard or there is immediate danger.
2.    If an emergency, call 911.
3.    Call the California Highway Patrol or local law enforcement, no matter how minor the accident/incident may appear, even if on private property to try and get an official accident report.
If law enforcement will not respond or provide an official accident report, note it on the County of Sonoma Vehicle Accident/Incident Form.
4.    Complete the County of Sonoma Vehicle Accident/Incident Form carried in all County vehicles and privately owned vehicles used on County business.
5.    If able to do so safely, take photographs of the vehicles and the scene.
6.    Do not admit responsibility/liability for the accident/incident.
7.    Sign nothing but a law enforcement accident report or a citation.
8.    Do not discuss the incident with anyone except Law Enforcement, the County Risk Management, County Fleet Operations or your immediate Supervisor or Department Head.
9.    If the County vehicle is inoperable or unsafe to drive, call Fleet Operations at 565-2639 for further instructions. If the accident/incident occurs after regular business hours within or outside of the County, call Sonoma Sheriff's Dispatch 565-2121 who will contact Fleet to arrange towing.

C. Report the Accident/Incident to the County

1.    If the driver is injured or otherwise unable to complete any of the below activities, the Supervisor is responsible for their completion.
2.    Immediately report all accidents/incidents or vehicle damage to a County vehicle or personal vehicle used on County business, to:
a.    the appropriate law enforcement agency (California Highway Patrol or local police/Sheriff)
b.    the employee's Supervisor (who may notify Division Management)
c.    Fleet Operations - 565-2639
d.    County Risk Management - 565-2942
Any accident/incident involving members of the public, no matter how minor, must be reported to Risk Management.
3.    Notify supervisor if an injury has occurred so he/she can complete a Supervisor's Report of Occupational Injury/Illness/ Exposure. See Reporting and Investigating Occupational Injuries for completion/submission instructions.
4.    Employee completes a County of Sonoma Vehicle Accident/Incident Form. Employee and Supervisor keep a copy of the form and any law enforcement reports.
5.    Take the original form, any law enforcement reports, and the County vehicle, to Fleet Operations facility at 2688 Ventura Avenue within one (1) business day of the accident.
6.    Fleet reviews and investigates each County of Sonoma Vehicle Accident/Incident Form and sends their report to the Department Head. Reports are then routed as follows:
a.    Operations Manager
b.    Department Fleet Coordinator - files original
c.    Division Director - copy

Gold Standard for Vehicle Use from DM 02-03

Vehicles

The standard for use of vehicles is that each employee will:

1. Be familiar with and follow Department Manual Section 03-03 Travel & Vehicle Use. In particular:
a. All laws and regulations must be followed while driving a personal or county-owned vehicle on business.
i. The use of handheld electronic devices is prohibited as defined by law.
b. All precautions should be taken to ensure the safety of clients, including the use of car seats for children as indicated.
c. A County vehicle must be used when transporting children or clients.
d. A county-owned vehicle must never be used to transport personal friends or family.
e. It is the employee's responsibility to determine the most economical means of transportation when deciding whether to use their personal vehicle or a County car.
f. Never leave client records or other information in a vehicle where visible in order to protect client confidentiality. Information may be stored temporarily in the trunk.

County Center Fuel Station - Paulin Drive

County vehicles must be fueled at the County Administration Center fuel station on Paulin Drive whenever possible because gasoline is purchased in bulk quantities and thus it is more economical for County use. The County Center fuel station is accessible 24 hours a day.

County Vehicle and Driver Fuel Cards
A vehicle fuel card (white card) is assigned to each vehicle for fueling at the County fuel station. An employee proximity card is issued to each authorized County driver by his or her department. The employee's proximity card also operates the gate to the County fuel station for use after normal duty hours and on weekends. You need both the employee proximity and vehicle card to obtain fuel and to operate the gate.

Entering
Enter through the west gate only. Both the entrance gate and the exit gate are automatically controlled to open at 7:00 A.M. and close at 5:30 P.M., Monday through Friday, holidays excluded. To enter the facility after hours, weekends and holidays you will need to use your employee proximity card at the entry gate card reader. Hold the card up to the proximity pad. The gate will open completely in about 30 seconds and will begin to close in approximately 20 seconds.

Exiting
After fueling your vehicle and checking the fluids, exit the fuel facility by the east gate only. When the gate is closed, drive your vehicle slowly up to the gate. As your vehicle rolls over a pressure pad in the asphalt the gate will begin to open. The gate takes approximately 30 seconds to open and will begin to close in about 10 seconds. Should anything occur to your vehicle that causes your vehicle to stall in the path of the gate, do not panic. The gate will lightly touch the vehicle and reopen. In the event of a malfunction of the gate system or a power loss at the County Center, the gates will not open. You may walk out of the fuel facility by way of the personnel gate at the west side of the fence that faces Paulin Drive. This gate requires a key to re-enter so take your personal items with you.

Water/Air
Located at the west side of the fuel facility between two yellow pipes are the water and air hoses. The water hose is on all the time. To use the air hose, push the button located at the top right of the black box. This will activate the compressor for about five minutes. If you need more air, push the button again.

Window Cleaning Supplies/Trash Barrels
Window squeegees and paper towels are located on both islands in the black barrels. The upper section of the barrels are trash cans. Each vehicle operator is responsible to clean out the vehicle after each use.

Motor Oil
Pump 8 has individual quarts of motor oil. This oil is for use in your County vehicle only. This pump works the same as the other pumps, so please follow the same procedure.

Telephones
Located on the wall of the utility building is the emergency telephone. This telephone is to be used only when a true emergency exists. It is a direct line to the Sheriff's Office dispatch. To use the telephone, open the box, lift the receiver and wait until a dispatcher answers. The other phone located in the green box is a direct line to the Fleet Operations Office. If you have any trouble during office hours (7:00 AM-4:30 PM) use this phone to call the office.

EMERGENCY PUMP SHUT-OFF SWITCH
The emergency shut-off switch for the fuel pumps is located on the exterior wall of the fuel facility utility building. The switch is bright red in color and is labeled EMERGENCY PUMP SHUT-OFF. You should not use this switch unless a true emergency exists, i.e. pumps won't shut off and gas is spilling, vehicle fire, etc.

Emergency Purchases of Fuel and Oil
Drivers who find it necessary to make an emergency purchase of fuel and/or oil for a County vehicle must submit a priced invoice (receipt) for such purchases. Each receipt must be clearly marked with the number of the vehicle for which the purchase was made, the department to which the vehicle was assigned and signed by the driver making the purchase.

Car Wash

The car wash and vacuum cleaner are to be used for COUNTY VEHICLES ONLY! They are not to be used to wash or clean personal vehicles, even if you use your personal vehicle on County business.

Cars, light trucks and vans can use the car wash. Vehicles with ladder racks or utility boxes cannot. Radio antennas should not cause a problem. The maximum height for any vehicle using the car wash is 7' 6". Any vehicle taller than that will cause damage to the car wash and the vehicle.

The car wash has a card reader similar to the fueling islands. You will need both your employee proximity card and your white vehicle card to operate the car wash. The car wash is a drive through system, there is no conveyor to pull your vehicle through the car wash.

1. Drive slowly into the car wash tunnel making sure the vehicle is pointed straight.
2. As you slowly drive by each section of the car wash the soap and brushes will be activated.
3. After that, the rinse function will be activated and finally the blower will be activated.

A vacuum cleaner is available at the west end of the fueling facility as well as air and water.

Every employee should receive training from Fleet Operations before using the car wash.