1.      Reservation/Availability of Vehicles (For more information see FCNET)

a.      County owned vehicles are to be used only for official County business. County owned vehicles will not leave the county except for official business as authorized by the department head or supervisor.

b.      Vehicles at the Government Center are intended to be available for reservation when needed for business purposes.

c.     Vehicles should only be reserved for the time the vehicle is to be used.  Drivers should check vehicles out only for the period that the vehicle is to be used and the vehicles should be returned promptly after each use. Local reservations can only be booked for a maximum of 10 hours per day. Multiple day reservations are not allowed.

d.     In the unlikely event that a vehicle is not available, immediately call Automotive Services at 703-2240.

e.     Vehicles can be reserved from the kiosk located on the 5^th floor or from any computer with web access.   (For instructions and a demo on using the system see FCNET)

2.      Cancellation of reservations

a.      If vehicle is not checked out within 30 minutes of the beginning of the reservation then the Fleet Management system will automatically cancel the reservation and make the vehicle available in the motor pool.

3.      Location of vehicles

a.      Vehicles will be located on the 5^th floor of the Government Center Parking Deck.  When you make your reservation the system will inform you of the vehicles specific assigned parking space.

b.      Each vehicle must be permanently parked in its assigned space noted on the key chain for each vehicle.  This will ensure that it is easy for the next person to locate that vehicle.

4.      Employees understand that it is their responsibility to ensure that the interior of a vehicle is clean when they check the vehicle in after use.

a.      If employee reserves a vehicle that is not clean then they should report the condition of that vehicle in the Fleet Commander system. Proper action will be taken by County Management to correct any issues.

b.      Vehicle Care and Maintenance

                                i.            Smoking or the use of tobacco products in County vehicles is prohibited.

                              ii.            Eating or drinking while driving a County vehicle is prohibited.

                            iii.            Texting is prohibited.

                            iv.            Cell phone use is discouraged unless you pull off the road.

                              v.            No decals, other than the County insignia and the fleet bumper sticker may be affixed to any County owned vehicle.

                            vi.            Each driver assigned to a vehicle or issued a vehicle (via Fleet Commander System) for use is responsible for the care and maintenance of the vehicle and ensuring that the vehicle is clean. Any accumulated trash or debris must be removed from the vehicle and disposed of.

5.      Vehicles at the Government Center should be refueled when the fuel tank is less than half of a tank.  

a.      If employee checks out a vehicle with less than one half of tank of fuel then that employee should report that violation of the policy in the Fleet Commander System. Previous driver will be responsible for not filling up tank.

6.       Vehicle Preventive Maintenance (PMs) The Automotive Services Division will notify the personnel designated by the Department of General Services to inform them of the dates that vehicles are due for preventative maintenance. It will be the responsibility of the designated individual(s) to ensure that the vehicle(s) are brought to Automotive Services in a timely manner for service.

7.      It is the responsibility of the driver to ensure accurate reporting of mileage. If there are discrepancies in the mileage it should be reported in Fleet Commander System.

8.      Employees understand that they should visually inspect each vehicle for any dents, scratches, damages, etc. before the vehicle is driven. Normal door dings and scratches do not need to be reported.

a.      If new damage is detected it should be reported in Fleet Commander. Proper action will be taken by County Management to correct any issues.

b.      If an employee does not report any new damage then that employee could be held responsible for any damage reported by the next driver.  

c.       An employee involved in a motor vehicle crash while operating a county vehicle must call law enforcement to the scene and follow the instructions for accident reporting in the Countys Vehicle Operators Policy located in the glove box of each county owned vehicle.

9.      These policies are set in place to ensure the Fleet Commander System and Motor Pool will operate in an orderly process and will be the most fair to everyone.  Employees understand that these policies are not meant to replace Forsyth Countys Vehicle Operators policy.  Go to FCNET to obtain a copy of the Forsyth County Vehicle Operators Policy.  

10.  Employees understand that use of the Fleet Commander System and Government Center Motor Pool constitutes their agreement of these policies.

11.  Employees are responsible to ensure their profile is accurate and updated.

12.  Enforcement of Fleet Commander policies

a.      If an employee is considered to have violated any aspect of the motor pool policies then a notice will be sent to the employees supervisor.

b.      Following the policies will be considered part of work-place responsibility found within the annual Performance Review of an employee.

13.  Occasionally employees will be invited to provide feedback on the system and process through surveys.

14.  Use the contact information within the FleetCommander system to submit questions, concerns, and suggestions to administrators.

PUBLIC HEALTH MOTOR POOL POLICIES

Policy:  This policy affects all drivers of Forsyth County vehicles that are included in the Public Health Motor Pool located at Highland Avenue.

Purpose:  To clarify the responsibilities of the drivers and ensure the safety of staff and vehicles.

Scope:  All employees of Forsyth County Department of Public Health that use vehicles in the Public Health Motor Pool.

Procedure:

1) Reservation/Availability of Vehicles (For more information see FCNet)

    a) County owned vehicles are to be used only for official County business.  County owned vehicles will not leave the county except for official business as authorized by the department head or supervisor.

    b) Vehicles at Public Health are intended to be available for reservation when needed for business purposes.

    c) Vehicles should only be reserved for the time the vehicle is to be used.

    d) In the unlikely event that a vehicle is not available, immediately call Automotive Services at (336)703-2240.

    e) Vehicles can be reserved from the kiosk located adjacent to the elevator on the first floor or from any computer with web access.  (For instructions and a demo on using the Fleet Management system see FCNet/Employee Self Service/Fleet Commander).

2) Cancellation of reservations

    a) If a vehicle is not checked out within 1 hour of the beginning of the reservation then the Fleet Management system will automatically cancel the reservation and make the vehicle available in the motor pool.

3) Location of vehicles

    a) Vehicles will be located in parking lot #1.  When you make your reservation the system will inform you of the vehicle's specific assigned parking space.

    b) Each vehicle must be permanently parked in its assigned space noted on the key chain for each vehicle.  This will ensure that it is easy for the next person to locate that vehicle.

4)  Employees understand that it is their responsibility to ensure that the interior of a vehicle is clean when they check the vehicle in after use.

    a) If employee reserves a vehicle that is not clean then they should report the condition of that vehicle in the Fleet Commander system.  Proper action will be taken by County Management to correct any issues.

    b)  Vehicle Care and Maintenance

        i. Smoking or the use of tobacco products in County vehicles is prohibited.

        ii. Eating or drinking while driving a County vehicle is prohibited.

        iii. Texting is prohibited.

        iv. Cell phone use is discouraged unless you pull off the road.

        v. No decals, other than the County insignia and the fleet bumper sticker may be affixed to any County owned vehicle.

        vi. Each driver assigned to a vehicle or issued a vehicle (via Fleet Commander system) for use is responsible for the care and maintenance of the vehicle and ensuring that the vehicle is clean.  Any accumulated trash or debris must be removed from the vehicle and disposed of.

5) Vehicles at Public Health should be refueled when the fuel tank is less than one half of a tank.  The driver willuse the assigned fuel card located in the vehicle at any WEX authorized fuel stations. 

    a) If employee checks out a vehicle with less than one half of a tank then that employee should report that violation of the policy in the Fleet Commander System.  The previous driver will be held responsible for not complying with the procedures and the supervisor and or their designee will be notified.

6) Vehicle Preventative Maintenance (PMs) - The Automotive Services Division will notify the Departments designee to inform them of the dates that vehicles are due for preventative maintenance.  It will be the responsibility of the designated individual(s) to ensure that the vehicle(s) are brought to Automotive Services in a timely manner for service.

7) It is the responsibility of the driver to ensure accurate reporting of mileage.  If there are discrepancies in the mileage it should be reported in Fleet Commander System.

8) Employees understand that they should visually inspect each vehicle for any dents, scratches, damages, etc. before the vehicle is driven.  Normal door dings and scratches do not need to be reported.

    a) If new damage is detected it should be reported in Fleet Commander.  Proper action will be taken by County Management to correct any issues.

    b) If an employee does not report any new damage then that employee could be held responsible for any damage reported by the next driver.

    c) An employee involved in a motor vehicle crash while operating a county vehicle must call law enforcement to the scene and follow the instructions for accident reporting in the County's Vehicle Operators Policy located in the glove box of each county owned vehicle and on FCNet.

9) These policies are set in place to ensure the Fleet Commander System and Public Health Motor Pool will operate in an orderly process and will be the most fair to everyone.  Employees understand that these policies are not meant to replace Forsyth County's Vehicle Operators Policy.  Go to FCNet to obtain a copy of the Forsyth County's Vehicle Operators Policy.

10) Employees understand that use of the Fleet Commander System and the Public Health Motor Pool constitutes their agreement of these policies.

11) Employees are responsible to ensure their profile is accurate and updated.

12) Enforcement of Fleet Commander policies

    a) If an employee is considered to have violated any aspect of the motor pool policies then a notice will be sent to the employee's supervisor from Automotive Services.

    b) Following the policies will be considered part of work-place responsibility found within the annual Performance Review of an employee.

13) Occasionally employees will be invited to provide feedback on the system and process through surveys.

14) Use the contact information within the Fleet Commander system to submit questions, concerns, and suggestions to administrators.