HomeMy WebLinkAboutResolutions - 1975.12.18 - 14537Richard R, Wilcox, Chairman
December 18, 1975
MISCELLANEOUS RESOLUTION 7393
BY: FINANCE COMMITTEE - Richard R, Wilcox, Chairman
IN RE: COUNTY POLICY ON ASSIGNMENT OF COUNTY VEHICLES
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairman, Ladies and Gentlemen:
WHEREAS there exists a "County Policy on Assignment of County Vehicles"
which was put into effect by the former Board of Auditors; and
WHEREAS your County Executive has continued such policy and has recommended
improvements in said policy for 1976; and
WHEREAS the Finance Committee has reviewed the amended policy and recommends
its adoption as general County Policy by this Board of Commissioners,
NOW THEREFORE BE IT RESOLVED that the "County Policy on Assignment of County
Vehicles" as attached to this resolution is hereby adopted by this Board of
Commissioners.
The Finance Committee, by Richard R, Wilcox, Chairman, moves the adoption of
the foregoing resolution.
FINANCE COMMITTEE
1 HERS2BY APPROVE THE FOREGOING RESOLUTiON
COUNTY POLICY ON ASSIGNMENT
OF COUNTY VEHICLES
CENTRAL POOL
The Central Pool consists of vehicles housed at
the Central Garage, which are used for the following
purposes:
A. To be used by those departments who are in
need of unscheduled or intermittent
• transportation. Generally, these vehicles
are checked out for short periods of time,
• but occasionally are used for full days or
several days when necessary.
13 To be used as replacement vehicles, when
necessary, when assigned vehicles are brought
into the Garage for normal preventative
maintenance or due to necessary repair service.
BASIC ASSIGNLIENT PRINCIPLES
It is the policy of the County of Oakland, to
provide the most economic and feasible types of
transportation, for those departments requiring methods
of 'transportation to accomplish their prime mission.
It is recognized that vehicles are management tools and
are necessary for the transportation of persons,
equipment, supplies and specialized activity. In this
respect the County Executive is r;ponait)"1 ,A for the
assignment of vehicles, based upon the following principles:
A. The basic principle in the assignment of
- a County vehicle to a department, an
employee or a group of employees for the
conduct of County business shall be in the
best interest of the County in terms of
economy, improvement or necessity of
operations.
B. Recognizing the management role of the
department or institution head, no
assignment other than those made by the
County Executive on the basis of overall
mileage to be driven, will be considered
except on the request and approval of the
department or institution head. Where
in the judgment of the County Executive, a
County employee should be placed in a
County vehicle because of the mileage
to be driven, the department or
institution head will be consulted
prior to such assignment.
C. Recognizing the assignment of a County
vehicle is in effect a trust and often
results in an indirect fringe benefit
to the employee, the County Executive reserves
the right to forthwith revoke such
assignment, or invoke such other penalties •
as shall be appropriate under the circumstances,
whenever said employee shall be guilty of
improper care or use of such vehicle. Prior
disciplinary action on the part of the
department or institution head will be
considered by the County Executive prior to
any action taken by them.
D. Recognizing the conditions under which
an assignment has been granted may vary •
from time to tiem, each department or
institution head in 'whose department -
• assignments. have been made shall
immediately notify the County Executive
via the County Executive-Central Services
Division of any changes of circumstances
calling for a change of previously approved
• assignment within that department. To
this end the County Executive will require
annual re-justification of all regular
assignments.
E. Recognizing the complex and multiple
• factors involved in the assignment of
County vehicles under Item A above the
County Executives, in determining such
assignments, will give consideration to
the following factors or coMbinations
thereof:
1. MILEAGE DRIVEN
Where it is determined that the average
monthly mileage, driven by an employee
or group of employees, falls within a
(2)
ange where it would be me costly to
he County . to reimburse th,. employee (s)
for using their personal vehicles.
This is the primary consideration for
assignment of County vehicles.
The mileage of those vehicles, assigned
to specific departments, on the baSis
of mileage driven, shall be inspected
quarterly to determine if sufficient
miles are being driven in County-
related business trips to necessitate
continued assignment to the department.
2. SPECIALIZED VEHICLE EQUIPMENT
Where it is determined that the vehicle
must have specialized equipment built
into it, as an integral part of the
vehicle, to properly perform the functions
of the job. The impracticability of
drawing a vehicle specially equipped,
from the Central Pool, shall be shown.
Examples of such equipment are as follows:
a.. Emergency lights and sirens.
b. Two-way radios.
Specialized truck bodies.
d. Show removal and earth moving equipment.,
3. SPECIALIZED VEHICLES
Where it is determined that a specialized
type of vehicle is required to efficiently
carry out the functions of the department, .
for the purpose of transporting materials,
equipment, supplies and personnel to job
sites. The impracticability of drawing
such a specialized vehicle, from the Central
Pool, shall be shown. Examples of items
to be transported include:
a. Construction tools.
b. Surveying instruments.
c. Radiological equipment.
d. Parts inventories.
e. Testing equipment.
f. Pumps and compressors.
g. Laboratory equipment.
h. Chemicals.
1. Grounds personnel.
j. Maintenance personnel.
4. TERRAIN CONDITIONS
Where it is determined that the travel
conditions are not conducive to the use
(3)
of personally owned vehicIus. The ,
impracticability of drawing an adequate
vehicle, from the Central Pool ., shall
be shown.
EMERGENCY NEED
Where it is determined that it is necessary
to have a vehicle available to respond
immediately to a work situation or for
public service emergencies which require
immediate response. The likelihood of an
emergency occuring, which requires the
immediate attention of the assignee,
shall be clearly shown. Examples include
the following:
a. Response to natural disasters.
b. Enforcement emergencies.
c. Health and safety emergencies.
d. Emergencies related to the safety
of County-owned facilities and
personnel.
e. Situations where it is important
to respond immediately to fulfill
the services expected by the tax-
- paying public.
6. TRANSPORTING NON-COUNTY PERSONNEL
-Where it is a regular function of the
department to provide transportation for
persons, other than County employees.
The impracticability of drawing an
adequate vehicle, from the Central Pool,
shall be clearly shown. Examples are
as follows:
a. Prisoner transportation.
b. Transporting children who are
wards of the court.
c. Making arrests.
d. Transporting hospital patients.
DEPARTMENT HEADS
Each. major department . head whose duties
entail the use of .a vehicle in carrying
out his normal assigned responsibilities
will be permanently assigned a vehicle
for departmental use. Such vehicles,
though assigned to the department head,
are to be made available to other
departmental personnel for necessary
travel and the likelihood of such travel
will be considered in making the assign-
ment.
This is a natural extension of the Central
(4)
Pool concept, as the County operations
have continued to grow and decentralize.
The impracticability of drawing a
vehicle, from the Central Pool, shall
be clearly shown.
The above is in recognition of the
increased cost to the County because of
the following factors:
a. The use of the department head's
available time in securing and
returning vehicles to the Central
Pool or providing, in lieu thereof,
the necessary "delivery services".
b. The necessity for immediate and
often home to destination travel.
Bidden costs due to delay when
vehicles are not available, or in
the converse, the increased number
of Central Pool cars needed to
eliminate this problem.
F. Under no circumstances will a vehicle be assigned
as a fringe benefit, only. Automobiles shall be
• assigned on the basis of the printed guidelines.
• County employees, regardless of position, shall
be assigned cars, only as outlined in this policy.
G. Fleet Expansion
Effective 1/1/76 request for additional, new vehicles
(Other than replacements) shall require the affirmative
recommendation of the County Executive and the approval
of the Finance Committee.
Further, the Finance Committee shall recommend to the
Board of Commissioners appropriation sufficient to cover
the acquisition cost plus monthly leave charges for the
balance of the current year.
HOV.IE-WORK ASSIGNMENTS
In all cases, where it is determined that it is to the County's
advantage to have the employee take the assigned vehicle hone at the
end of the normal work day, it is understood that the vehicle is not
to be used for personal activities.
A. REPORTING TO JOB SITES RATHER THAN THE HOME =ICE
Where it is determined that it is to the County's advantage
.(5)
to have the employee report directly to the job site ; rather
than to his home office and later travel to the job site.
In such cases, the dollar savings in efficiency of operation
must be shown, or the need to provide an expected public
service apparant. Examples are as follows:
1. If the employee normally started work at
8:30 a.m. and had to report to the office
first, he would not actually start work
on the job until after 9:00 a.m.
2. Where the employee must report immediately
to a job situation during normal off-duty
hours; such as a medical examiner
investigator's call to a death scene, a
police official called to an emergency,
a key maintenance employee called to a
water line break, etc.
3. Where it is necessary, for the using
employee, to provide spot supervision on
a 24-hour per day basis.
4. Where there are a sufficient number of
regular night, weekend, and early morning
meetings or contacts made, which would
make it less feasible for the user to
drive first to the Central Garage.
EXamples are:
a. Servings of warrants
b. Obtaining easements.
c. Meetings with other public agencies.
d. Investigative work.
B. ECCNOMIC DETERMINATION
Where it is determined that it would be more
costly to the County, in terms of non-productive
time spent in obtaining transportation, than it
would be to have the vehicle driven home.
(6)
vehicles
AMENDMENT TO COUNTY CAR POLICY
All County vehicles shall display the seal of the County of Oakland in a prominent
exterior position.
Specific exemption to this rule may be granted by the County Executive
involved in criminal lustice matters.
Moved by Wilcox supported by Patterson the resolution be adopted.
Moved by Pernick supported by Fortino the resolution be amended to read,
"All County vehicles shall display the seal of the County of Oakland in a
prominent exterior position. Specific exemption to this rule may be granted
by the County Executive for vehicles involved in criminal justice matters".
Vote on amendment:
AYES: Pernick, Price, Roth, Simmons, Wilcox, Daly, Dearborn, Fortino,
Hoot, Houghten, Lennon, McDonald, Montante. (13)
• NAYS: Page, Patterson, Button, Dunleavy, Gabler, Moffitt, Nowak. (7)
A sufficient majority having voted therefor, the motion carried.
Vote on resolution, as amended:
AYES: Patterson, Pernick, Price, Roth, Simmons, Wilcox, Button, Daly,
Dearborn, Dunleavy, Fortino, Gabler, Hoot, Houghten, Lennon, McDonald, Moffitt,
Montante, Nowak, (19)
NAYS: Page. (1)
A sufficient majority having voted therefor, the resolution as amended,
was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I. Lynn D. Allen, Clerk of the County of Oakland and
having a seal, do hereby certify that I have compared the annexed copy of
Resolution #7393 adopted by the Oakland County Board of Commissioners
at their meeting held on December 13, 1975 ....... ............ . ...... ................. .......... .............
with the original record thereof now remaining in my
office, and that it is a true and correct transcript
therefrom, and of the whole thereof.
In Testimony Whereof, I have hereunLo set my hand and
affixed the seal of said County atPontiac, Michigan
10th this day of December 19,15.
Lynn D. Allen Clerk
By Deputy Clerk