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					Fleet Forum
  July 8th, 2008
                  Agenda
   Updates – Margaret Chambers
   Report Cards - Amanda Ronan
   Energy Efficiency - Brian Fay
   Driver Eligibility – Sam Lee
   Service Level Agreements – Sam Lee
   Take Home Documentation – Sam Lee
   Driver Training – Cerena Crosby
  Updates
Margaret Chambers
   Division Director
    801-538-9675
Report Cards

 Amanda Ronan
 Program Specialist III
    801-538-3586
Report Card Grading Starts

     August 1, 2008
 Check your Report Card Reports

         Fix any problems

There is not a grace period this year
If you have any questions contact
    me before grading begins.
Amanda Ronan
Program Specialist III
    801-538-3586
  aronan@utah.gov
Energy Efficiency
      Brian Fay
     Division Analyst
      801-538-3502
              Statewide Progress
   Right Sizing – 85 Vehicles
       Equivalent to 76 less cars on the road
       Fuel savings of 76,900 gallons per year
       Savings of $99,582 in additional capital outlay


   Hybrids – 98 Vehicles
       Equivalent to 32 less cars on the road
       Fuel savings of 33,340 gallons per year
         Achievements and Goals
   Previous year achievements
       Measurements will be out by the end of the
        month


   Next year‟s goals
       Goals due by October 1
 Brian Fay
Division Analyst
 801-538-3502
bfay@utah.gov
Driver Eligibility
      Sam Lee
    Assistant Director
         Background Information
   Fleet Operations conducts
    weekly driver‟s license
    checks to verify the status of
    each employees driver‟s
    license. See Administrative
    Rule R27-3-3(6)
   Currently, employees with a valid driver‟s
    license are eligible to operate a state
    vehicle
             More Background

   Increasing number of
    accidents
   Rising accident costs


              Fleet Operations in partnership
              with Risk Management are
              changing the standard for “driver
              eligibility”
                          Goals
   Raise minimum requirements for state
    drivers
   Encourage
    responsible driving
   Reduce number of
    accidents
   Reduce costs
             MVRC Approval
   On June 10, 2008 the Motor Vehicle
    Review Committee (MVRC) approved
    changes to Administrative Rule R27-7 that
    creates:
       A  “Driver Eligibility Board”
        Modifies the current minimum standard to
         be eligible to operate a state vehicle
              New Standards
                R27-7-3

5 areas of focus:
   Preventable accidents
   Moving violations
   Specific motor vehicle law violations
   Driver‟s license points
   Driving complaints
     Preventable Accidents (3 in 3 years)

 An accident should be classified as
preventable if any of the following factors
are involved (See R27-7-5(2)):

(a) Driving too fast for conditions;
(b) Failure to observe clearance;
(c) Failure to yield;
(d) Failure to properly lock the vehicle;
   Preventable Accidents (3 in 3 years)
               continued

(e) Following too closely;
(f) Improper care of the vehicle;
(g) Improper backing;
(h) Improper parking;
(i) Improper turn or lane change;
(j) Reckless Driving as defined in Utah Code 41-
   6-45;
(k) Unsafe driving practices, like using a cell
   phone
        Moving Violations

Four or more moving
violations within a 12
month period triggers a
review of driver
  eligibility
    High Risk Behavior in a Vehicle
    DFO has identified specific motor
    vehicle violations that show
    carelessness or „high risk‟ behavior.
    They include:
   Driving under the influence of
    Alcohol or drugs
   Reckless Driving
   Speed Contest (Racing)
   Violations resulting in a fatal accident
   Possession of an open alcohol container
   Hit and run with injury
   See R27-7-3(3)(c) for the complete list
 Driver‟s License Points




Drivers with 150 points or more
   on their driver‟s license.
                   Complaints
   Three complaints validated by the agency
    trigger a review of driver eligibility for the
    state employee
   Driver Eligibility Board (DEB)
The DEB is made up of representatives from:
1. Risk Management
2. Department of Human
    Resource Management
3. Fleet Operations
4. A representative from the
    Employing agency

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.
     How will the Board Determine Eligibility?

   Violations will be
    assigned a point value

   Point values correspond
    to suspension duration
    Accident Review Committees and the
         Driving Eligibility Board
   Agencies should have their own accident review
    committee (ARC) that meets at least quarterly
   However those agencies that
    either do not have their own
    ARC or who miss the review
    deadline by more than a month
    will have agency accidents for
    the quarter reviewed officially by
    the Driver Eligibility Board
   Implementation Timeline




June „08            Sept „08
                         Agency Impact
Initial Impact (about 47 drivers)
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




  Full Impact would currently affect approximately 260 drivers
                     Impact
   Additional Training Requirements
   Lower accident costs
   Fewer Accidents
   Driver Eligibility Suspensions for some state
    drivers
 Questions?




  Sam Lee
Assistant Director
    538-3452
samlee@utah.gov
  Service Level
Agreements (SLA)
      Sam Lee
    Assistant Director
            Purpose of the SLA…
   Defines the level of
    service from Fleet
    Operations to leasing
    customers

   Defines what is expected from the leasing customer
    in the management of the state fleet in partnership
    with Fleet Operations
    New this year with the SLA‟s…
   Full and Capital Lease SLA‟s
      Separate section on the SLA
       for those with capital lease
       Vehicles
      Other minor language updates


   Owned Vehicle SLA‟s
     EPACT Compliance

     Vehicle “Justification” Process at replacement
      time
     All vehicle purchases are to be approved by DFO
               Reviewing the SLA
   Full and Capital Lease SLA Changes
       #5, Accident Review Committees
       #6, Full Size Van Training
       #12, Driver‟s License Checks
       #20, Contact Categories
       #22, Full Size Van Protocol
       #24, Telematics in State Vehicle
Owned Vehicle SLA
       All New Language
 Questions?



  Sam Lee
Assistant Director
    538-3452
samlee@utah.gov
 Take Home
Documentation
    Sam Lee
  Assistant Director
        What defines take home?
   Anytime a state vehicle goes home 5
    times a month or more in a calendar year
    for…
     Commute Privilege
     On-call Responsibilities

     The state vehicle is the employee‟s “office”

     Personal use that has been granted in statue
Documenting Take Home – Step 1
Documenting Take Home – Step 2
Documenting Take Home – Step 3
     Who Approves Take Home Privilege?

   3 Required Signatures
      Employee

      Direct Supervisor or Manager

      Agency Executive Director

         Some agencies also want the Division
          Director to sign the take home form –
          This is not required
Is the Take Home Privilege a Taxable
           Fringe Benefit?
   See IRS Publication 15B
    “Employer‟s Tax Guide
    To Fringe Benefits”




       http://www.irs.gov/pub/irs-pdf/p15b.pdf
      First and Last Trip of the Day
   Administrative Rule R27-3-7(2) Approved by
    fleet‟s advisory committee states:
         “A trip log must be created for the first
          and last trip of the day for all take home
          vehicles.”
 Questions?



  Sam Lee
Assistant Director
    538-3452
samlee@utah.gov
 Driven
    to
Distraction
           What are distractions?
   Drowsiness
   Cell phones / texting
   Radios / MP3s / IPODS
   Eating / Drinking
   Climate controls
   Personal hygiene
   Reading
   Passengers
   And more……
Distractions are anything
that take your mind from
the road and driving!
As drivers, we only pay attention
to the road 10% of the time. 90%
of the time we are thinking or
doing something else.
                Playing the Odds
   I only looked away for a second.
   I know how to drive.
   I was just unlucky.
   Others don‟t know how to drive.
   I can multi-task.
   I‟m really busy.
   I‟m an experienced driver.

   Eventually you lose.
As you drive, you make close to
400 observations and 40 decisions
every two miles!
You make 1 error for every 40
decisions.
             Driving Challenge

Commentary driving:
   Turn off your radio and cell phone
   Roll your window down 2 inches
   Adjust your mirrors and seats
   Talk out loud to yourself about your driving
 Stop distracted
driving, before it
   stops you!
Driver Training
   Cerena Crosby
 Loss Control Specialist
 cerenacrosby@utah.gov
      801-965-4194

				
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