54
Fleet Fleet Forum Forum July 8 July 8 th th , 2008 , 2008
Fleet ForumFleet ForumJuly 8July 8thth, 2008, 2008
AgendaAgenda Updates – Margaret ChambersUpdates – Margaret Chambers Report Cards - Amanda RonanReport Cards - Amanda Ronan Energy Efficiency - Brian FayEnergy Efficiency - Brian Fay Driver Eligibility – Sam LeeDriver Eligibility – Sam Lee Service Level Agreements – Sam LeeService Level Agreements – Sam Lee Take Home Documentation – Sam LeeTake Home Documentation – Sam Lee Driver Training – Cerena CrosbyDriver Training – Cerena Crosby
UpdatesUpdates
Margaret ChambersMargaret ChambersDivision DirectorDivision Director
801-538-9675801-538-9675
Report CardsReport Cards
Amanda RonanAmanda RonanProgram Specialist IIIProgram Specialist III
801-538-3586801-538-3586
Report Card Grading StartsReport Card Grading Starts
August 1, 2008August 1, 2008
Check your Report Card ReportsCheck your Report Card Reports
Fix any problemsFix any problems
There is There is notnot a grace period this year a grace period this year
If you have any questions contact If you have any questions contact me before grading begins.me before grading begins.
Energy EfficiencyEnergy Efficiency
Brian FayBrian FayDivision AnalystDivision Analyst
801-538-3502801-538-3502
Statewide ProgressStatewide Progress
Right Sizing – 85 VehiclesRight Sizing – 85 Vehicles Equivalent to 76 less cars on the roadEquivalent to 76 less cars on the road Fuel savings of 76,900 gallons per yearFuel savings of 76,900 gallons per year Savings of $99,582 in additional capital outlaySavings of $99,582 in additional capital outlay
Hybrids – 98 VehiclesHybrids – 98 Vehicles Equivalent to 32 less cars on the roadEquivalent to 32 less cars on the road Fuel savings of 33,340 gallons per yearFuel savings of 33,340 gallons per year
Achievements and GoalsAchievements and Goals
Previous year achievementsPrevious year achievements Measurements will be out by the end of the Measurements will be out by the end of the
monthmonth
Next year’s goalsNext year’s goals Goals due by October 1Goals due by October 1
Driver EligibilityDriver Eligibility
Sam LeeSam LeeAssistant DirectorAssistant Director
Background InformationBackground Information
Fleet Operations conducts Fleet Operations conducts weekly driver’s license weekly driver’s license checks to verify the status of checks to verify the status of each employees driver’s each employees driver’s license. See Administrative license. See Administrative Rule R27-3-3(6) Rule R27-3-3(6)
Currently, employees with a valid driver’s Currently, employees with a valid driver’s license are eligible to operate a state vehiclelicense are eligible to operate a state vehicle
More BackgroundMore Background
Increasing number of Increasing number of accidentsaccidents
Rising accident costsRising accident costs
Fleet Operations in partnership with Risk Fleet Operations in partnership with Risk Management are changing the standard for Management are changing the standard for “driver eligibility”“driver eligibility”
GoalsGoals Raise minimum requirements for state Raise minimum requirements for state
driversdrivers Encourage Encourage
responsible drivingresponsible driving Reduce number of Reduce number of
accidents accidents Reduce costs Reduce costs
MVRC ApprovalMVRC Approval On June 10, 2008 the Motor Vehicle Review On June 10, 2008 the Motor Vehicle Review
Committee (MVRC) approved changes to Committee (MVRC) approved changes to Administrative Rule R27-7 that creates:Administrative Rule R27-7 that creates:
A “Driver Eligibility Board”A “Driver Eligibility Board” Modifies the current minimum standard to be Modifies the current minimum standard to be
eligible to operate a state vehicleeligible to operate a state vehicle
New Standards New Standards R27-7-3R27-7-3
5 areas of focus:5 areas of focus: Preventable accidentsPreventable accidents Moving violations Moving violations Specific motor vehicle law violationsSpecific motor vehicle law violations Driver’s license pointsDriver’s license points Driving complaintsDriving complaints
Preventable Accidents (3 in 3 years)Preventable Accidents (3 in 3 years)
An accident should be classified as An accident should be classified as preventable if any of the following factors preventable if any of the following factors are involved (See R27-7-5(2)):are involved (See R27-7-5(2)):
(a) Driving too fast for conditions;(a) Driving too fast for conditions;(b) Failure to observe clearance;(b) Failure to observe clearance;(c) Failure to yield;(c) Failure to yield;(d) Failure to properly lock the vehicle;(d) Failure to properly lock the vehicle;
Preventable Accidents (3 in 3 years) Preventable Accidents (3 in 3 years) continuedcontinued
(e) Following too closely;(e) Following too closely;
(f) Improper care of the vehicle;(f) Improper care of the vehicle;
(g) Improper backing;(g) Improper backing;
(h) Improper parking;(h) Improper parking;
(i) Improper turn or lane change;(i) Improper turn or lane change;
(j) Reckless Driving as defined in Utah Code 41-(j) Reckless Driving as defined in Utah Code 41-6-45;6-45;
(k) Unsafe driving practices, like using a cell (k) Unsafe driving practices, like using a cell phonephone
Moving ViolationsMoving Violations
Four or more moving Four or more moving violations within a 12 violations within a 12 month period triggers amonth period triggers areview of driver eligibilityreview of driver eligibility
High Risk Behavior in a VehicleHigh Risk Behavior in a VehicleDFO has identified specific motor vehicle DFO has identified specific motor vehicle violations that show carelessness or ‘high violations that show carelessness or ‘high risk’ behavior. They include:risk’ behavior. They include:
Driving under the influence ofDriving under the influence ofAlcohol or drugsAlcohol or drugs
Reckless DrivingReckless Driving Speed Contest (Racing)Speed Contest (Racing) Violations resulting in a fatal accidentViolations resulting in a fatal accident Possession of an open alcohol containerPossession of an open alcohol container Hit and run with injuryHit and run with injury See R27-7-3(3)(c) for the complete listSee R27-7-3(3)(c) for the complete list
Driver’s License PointsDriver’s License Points
Drivers with 150 points or moreDrivers with 150 points or more
on their driver’s license.on their driver’s license.
ComplaintsComplaints
Three complaints validated by the agency Three complaints validated by the agency trigger a review of driver eligibility for the trigger a review of driver eligibility for the state employeestate employee
Driver Eligibility Board (DEB)Driver Eligibility Board (DEB)The DEB is made up of representatives from:The DEB is made up of representatives from:
1.1. Risk ManagementRisk Management
2.2. Department of HumanDepartment of Human
Resource ManagementResource Management
3.3. Fleet OperationsFleet Operations
4.4. A representative from theA representative from the
Employing agencyEmploying agency
Drivers that do not meet the standards specified in R27-7 will have his/her driving eligibility reviewed. The driving suspension Drivers that do not meet the standards specified in R27-7 will have his/her driving eligibility reviewed. The driving suspension imposed by the board can range from a single day up to three years.imposed by the board can range from a single day up to three years.
How will the Board Determine Eligibility?How will the Board Determine Eligibility?
Violations will be Violations will be assigned a point valueassigned a point value
Point values correspond Point values correspond to suspension durationto suspension duration
Accident Review Committees and the Accident Review Committees and the Driving Eligibility BoardDriving Eligibility Board
However those agencies that either do not have their However those agencies that either do not have their own ARC or who miss the review deadline by more than own ARC or who miss the review deadline by more than a month will have agency accidents for the quarter a month will have agency accidents for the quarter reviewed officially by the Driver Eligibility Boardreviewed officially by the Driver Eligibility Board
Agencies should have their own accident review Agencies should have their own accident review committee (ARC) that meets at least quarterlycommittee (ARC) that meets at least quarterly
Implementation TimelineImplementation Timeline
Rewrite, su
bmit changes
Sept ‘08June ‘08
MVRC Approval
Phase-In: Focus o
n high-risk driv
ers
Full Implementation
Agency ImpactAgency Impact
ADMINISTRATIVE SERVICES 3 COMMUNITY & CULTURE 1
ATTORNEY GENERAL 1 HUMAN SERVICES 7
BE BOARD OF EDUCATION 1 INSURANCE DEPARTMENT 1
BE SCHOOL/DEAF & BLIND 2 NATIONAL GUARD 0
BR COLLEGE OF EASTERN UTAH 1 NATURAL RESOURCES 3
BR DIXIE COLLEGE 1 PERSONNEL MANAGEMENT 1
BR SALT LAKE COMMUNITY COLLEGE 3 PUBLIC SAFETY 1
BR SOUTHERN UTAH UNIVERSITY 1 TRANSPORTATION 3
BR UNIVERSITY OF UTAH 7 UTAH VALLEY STATE COLLEGE 1
BR UTAH STATE UNIVERSITY 4 WEBER COUNTY MENTAL HEALTH 1
BR UTAH VALLEY STATE COLLEGE 3 WORKFORCE SERVICES 1
Initial Impact (about 47 drivers)
Full Impact would currently affect approximately 260 drivers
ImpactImpact
Additional Training RequirementsAdditional Training Requirements Lower accident costs Lower accident costs Fewer AccidentsFewer Accidents Driver Eligibility Suspensions for some state Driver Eligibility Suspensions for some state
driversdrivers
Service Level Service Level Agreements (SLA)Agreements (SLA)
Sam LeeSam LeeAssistant DirectorAssistant Director
Purpose of the SLA…Purpose of the SLA…
Defines the level of Defines the level of service from Fleet service from Fleet Operations to leasing Operations to leasing customerscustomers
Defines what is expected from the leasing customer Defines what is expected from the leasing customer in the management of the state fleet in partnership in the management of the state fleet in partnership with Fleet Operationswith Fleet Operations
New this year with the SLA’s…New this year with the SLA’s… Full and Capital Lease SLA’sFull and Capital Lease SLA’s
Separate section on the SLA Separate section on the SLA for those with capital lease for those with capital lease VehiclesVehicles
Other minor language updatesOther minor language updates
Owned Vehicle SLA’sOwned Vehicle SLA’s EPACT ComplianceEPACT Compliance Vehicle “Justification” Process at replacement timeVehicle “Justification” Process at replacement time All vehicle purchases are to be approved by DFOAll vehicle purchases are to be approved by DFO
Reviewing the SLAReviewing the SLA
Full and Capital Lease SLA ChangesFull and Capital Lease SLA Changes #5, Accident Review Committees#5, Accident Review Committees #6, Full Size Van Training#6, Full Size Van Training #12, Driver’s License Checks#12, Driver’s License Checks #20, Contact Categories#20, Contact Categories #22, Full Size Van Protocol#22, Full Size Van Protocol #24, Telematics in State Vehicle#24, Telematics in State Vehicle
Owned Vehicle SLAOwned Vehicle SLA All New LanguageAll New Language
Questions?Questions?
Sam LeeSam LeeAssistant DirectorAssistant Director
538-3452538-3452
[email protected]@utah.gov
Take Home Take Home DocumentationDocumentation
Sam LeeSam LeeAssistant DirectorAssistant Director
What defines take home?What defines take home?
Anytime a state vehicle goes home 5 Anytime a state vehicle goes home 5 times a month or more in a calendar year times a month or more in a calendar year for…for… Commute PrivilegeCommute Privilege On-call ResponsibilitiesOn-call Responsibilities The state vehicle is the employee’s “office”The state vehicle is the employee’s “office” Personal use that has been granted in statuePersonal use that has been granted in statue
Documenting Take Home – Step 1Documenting Take Home – Step 1
Documenting Take Home – Step 2Documenting Take Home – Step 2
Documenting Take Home – Step 3Documenting Take Home – Step 3
Who Approves Take Home Privilege?Who Approves Take Home Privilege?
3 Required Signatures3 Required Signatures EmployeeEmployee Direct Supervisor or ManagerDirect Supervisor or Manager Agency Executive DirectorAgency Executive Director
Some agencies also want the Division Some agencies also want the Division Director to sign the take home form – Director to sign the take home form – This is not requiredThis is not required
Is the Take Home Privilege a Taxable Is the Take Home Privilege a Taxable Fringe Benefit?Fringe Benefit?
See IRS Publication 15B See IRS Publication 15B ““Employer’s Tax GuideEmployer’s Tax GuideTo Fringe Benefits”To Fringe Benefits”
http://www.irs.gov/pub/irs-pdf/p15b.pdfhttp://www.irs.gov/pub/irs-pdf/p15b.pdf
First and Last Trip of the DayFirst and Last Trip of the Day
Administrative Rule R27-3-7(2) Approved by Administrative Rule R27-3-7(2) Approved by fleet’s advisory committee states:fleet’s advisory committee states:
““A trip log must be created for the first A trip log must be created for the first and last trip of the day for all take home and last trip of the day for all take home vehicles.”vehicles.”
Questions?Questions?
Sam LeeSam LeeAssistant DirectorAssistant Director
538-3452538-3452
[email protected]@utah.gov
DrivenDriven to to
Distraction Distraction
What are distractions?What are distractions?
DrowsinessDrowsiness Cell phones / textingCell phones / texting Radios / MP3s / IPODSRadios / MP3s / IPODS Eating / DrinkingEating / Drinking Climate controlsClimate controls Personal hygienePersonal hygiene Reading Reading PassengersPassengers And more……And more……
Distractions are anything Distractions are anything that take your mind from that take your mind from the road and driving!the road and driving!
As drivers, we only pay attention As drivers, we only pay attention to the road 10% of the time. 90% to the road 10% of the time. 90% of the time we are thinking or of the time we are thinking or doing something else.doing something else.
Playing the OddsPlaying the Odds
I only looked away for a second.I only looked away for a second. I know how to drive.I know how to drive. I was just unlucky.I was just unlucky. Others don’t know how to drive.Others don’t know how to drive. I can multi-task.I can multi-task. I’m really busy.I’m really busy. I’m an experienced driver.I’m an experienced driver.
Eventually you lose.Eventually you lose.
As you drive, you make close to As you drive, you make close to 400 observations and 40 decisions 400 observations and 40 decisions every two miles! every two miles!
You make 1 error for every 40 You make 1 error for every 40 decisions. decisions.
Driving ChallengeDriving Challenge
Commentary driving:Commentary driving: Turn off your radio and cell phoneTurn off your radio and cell phone Roll your window down 2 inchesRoll your window down 2 inches Adjust your mirrors and seatsAdjust your mirrors and seats Talk out loud to yourself about your drivingTalk out loud to yourself about your driving
Stop distracted Stop distracted driving, before it driving, before it
stops you!stops you!
Driver TrainingDriver Training
Cerena CrosbyCerena CrosbyLoss Control SpecialistLoss Control [email protected]@utah.gov
801-965-4194801-965-4194
