MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET by dzc18041

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									                                           MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                     Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION          AUDIT RECOMMENDATION                              STAFF RESPONSE                                                 SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION
Section 1: Right Sizing the County Fleet and Centralizing authority
1.1         Direct the Fleet Manager, in consultation Fleet: Agree. Fleet will propose draft           Refer to Facilities and   Fleet: Completed. Appendix B within the
            with relevant departments, to submit a vehicle justification policy. Criteria will         Fleet Department to       Comprehensive Vehicle Policy states the
            draft vehicle justification policy for     include minimum bi-annual mileage               prepare draft vehicle     criteria used to evaluate departmental
            consideration by the Board. The            thresholds by cost center. The department       justification policy      assigned vehicles and vehicle use.
            proposed policy should include criteria will recommend specific exemptions for low         and bring it back to
            for justification of County vehicles, such mileage special purpose vehicles (e.g. FAF      FGOC for review
            as minimum mileage or days of use, and service vehicles).Fleet will need direction
            identify exceptions and/or a process for from County Executive and County Counsel
            exempting vehicles. The policy should to determine exemptions based upon Labor
            provide for a systematic process to        Agreements and other Departmental
            identify and eliminate or re-allocate      assigned vehicle policies as outlined in 5.1,
            vehicles that do not meet the criteria,    5.2 and 5.3.
            and should address potential fleet
            reduction as a consequence of material
            reductions in service levels. The policy
            should provide criteria for determining
            when a County employee should have a
            County-provided vehicle based on
            annual miles and/or other criteria. The
            policy should grant the Fleet Manager
            the authority to eliminate or re-assign
            under-used vehicles. (Priority 1)
                                       MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                 Attachment A - Six Month Report Back Matrix


                                                                                                       COMMITTEE
SECTION       AUDIT RECOMMENDATION                               STAFF RESPONSE                                                SIX MONTH STAFF REPORT BACK
                                                                                                           ACTION
1.2       Direct the Fleet Management Division to    Fleet: Agree in concept. Fleet will establish Agree with Fleet; will    Fleet: Completed, see response to 1.1.
          determine, after accounting for            cost center specific mileage threshold.       consider after vehicle    Criteria for review includes mileage
          appropriate, common-sense exceptions,      Following Board approval of the policy        justification policy is   threshold and benchmark ratio of staff and
          the existing number of each                outlined in 1.1, Fleet will provide the       considered                number of vehicles by department.
          department’s fleet that over the most      number of vehicles by department that have                              Comprehensive Vehicle Policy Section II,
          recent six months averaged less than 417   been identified as underutilized.                                       E.1 & 2 address use of State rental
          miles per month, and direct that each      Departments will prepare a list of specific                             contract.
          affected department use this number as     vehicles to be returned for surplus sale or
          the basis for preparing and submitting a   reassignment.
          list of vehicles proposed to be reduced
          from its fleet. This list should be
          submitted to Fleet Management for
          review and to the Board of Supervisors
          for potential approval. (Priority 1)
                                        MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                  Attachment A - Six Month Report Back Matrix


                                                                                                         COMMITTEE
SECTION         AUDIT RECOMMENDATION                              STAFF RESPONSE                                                SIX MONTH STAFF REPORT BACK
                                                                                                           ACTION

Section 2: Central Vehicle Pool Use
2.1         Direct the Fleet Management Division to   Fleet: Agree. The pool will be reduced to      Refer to Facilities and   Fleet: Completed. Attachment B - ISF Pool
            reduce the vehicle pool fleet by 20       reflect utilization of 85% or better. The      Fleet Department to       Inventory has been reduced: Pickups
            sedans, six pickups, and 10 SUVs and      majority of pool vehicles are fully            reduce the vehicle        recommended 25, current inventory 23;
            vans that would still accommodate 98      depreciated, therefore costs associated with   pool fleet as             Sedans recommended 68, current inventory
            percent of all County pool usage.         these vehicles is operational not capital      described. Per            66; SUV/Van recommended 50, current
            (Priority 1)                              costs. Since May 29, 2009, of the 36           information from          inventory 47.
                                                      vehicles to be reduced from the pool, 29       FAF, since May 29,
                                                      vehicles have been decommissioned and sent     2009, of the 36
                                                      to auction for disposal.                       vehicles to be reduced
                                                                                                     from the pool, 29
                                                                                                     vehicles have been
                                                                                                     decommissioned and
                                                                                                     sent to auction for
                                                                                                     disposal



2.2        Direct the Fleet Management Division to Fleet: See staff response for 2.1                 Refer to Facilities and Fleet: Implemented. Comprehensive
           utilize the County’s existing rental car                                                  Fleet Department for Vehicle Policy section II, D & E refer to
           contract to accommodate those limited                                                     implementation          use of the ISF pool and circumstances for
           instances when the County pool would                                                                              departments to utilize the State vehicle
           not be sufficient to meet County needs.                                                                           rental contract.
           (Priority 1)
                                           MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                     Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION          AUDIT RECOMMENDATION                              STAFF RESPONSE                                                 SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION

Section 3: Internal Controls over Vehicles and Fuel
3.1         The Employee Services Agency should, ESA: Agree. This recommendation is the                 Refer to                Finance Agency: Analysis relating to
            in conjunction with appropriate           responsibility of the Office of the Controller.   Administration to       travel authorizations during the review
            departments, assess the out-of-County     Fleet Management will assist with                 prepare report and      period is currently underway.
            trips in County vehicles, including pool recommendations to the travel policy               bring it back to FGOC   Fleet: The Comprehensive Vehicle Policy
            and assigned vehicles, that occurred      authorization form. All travel outside the        for review.             Section III, A.1.g; D.1.b.3; F.9; O refer to
            during the review period for which        County should be documented. Fleet will                                   the travel authorization procedure and
            written authorizations have not been      include requirements for users to provide                                 permissive use.
            identified to determine whether they      authorization documentation and approval
            were authorized by the department and for the use of pool vehicles for travel outside
            were for appropriate business purposes, of the County.
            and report the results of this assessment
            to the Board of Supervisors. (Priority 2)
                                         MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                   Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION       AUDIT RECOMMENDATION                                  STAFF RESPONSE                                               SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION
3.2       The Board of Supervisors should direct        Controller: (a) Agree. The Controller's       a.) Refer to             Finance Agency: (a) Implemented. (b) The
          the Administration to prepare for Board       Office has made changes on the Trip           administration to        Comprehensive Vehicle Policy will require
          adoption a comprehensive vehicle-use          Expense Report to require mileage             prepare                  travel to be documented.           Fleet:
          policy that: (a) Requires travel              information for county vehicles. (b) Agree in comprehensive            Implemented, Comprehensive Vehicle
          authorizations for renting county pool        concept. Please refer to our response on item vehicle use policy and   Policy section III.A.1.h requires utilization
          vehicles. The travelers should report the     10.1.                                         bring it back to FGOC    record to be maintained by the department.
          County vehicle number and the mileage                                                       for review.     b.)      Attachment C - Travel Policy memo
          used when they file trip expense reports.                                                   Refer to                 detailed requirements to departments in
          (b) Requires notation of verbal approval                                                    Administration to        September 2009.
          of employee business travel in County                                                       explore opportunities
          assigned vehicles outside of the County                                                     for logging this
          in a log maintained in each vehicle. The                                                    information that will
          log should indicate the name of the                                                         not be as
          traveler, the destination, the vehicle                                                      cumbersome, but still
          number, the name of the authorizing                                                         will be beneficial for
          manager, the dates and reason for the                                                       departments and the
          trip. Copies of these logs, as well as                                                      County as a whole.
          written travel authorization records and                                                    Bring proposal back
          fuel card records should be reviewed by                                                     to FGOC for review
          the each department’s fiscal staff at least                                                 and approval.
          quarterly. On a periodic basis, this
          review should include comparison of out-
          of-County travel with leave time periods
          for traveling employees. (Priority 1)
                                         MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                   Attachment A - Six Month Report Back Matrix


                                                                                                         COMMITTEE
SECTION       AUDIT RECOMMENDATION                                 STAFF RESPONSE                                            SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION
3.3       The Board of Supervisors should direct       Controller: Agree in concept. Information      Refer to             Controller: Implemented.
          the Administration to prepare for Board      should be documented on travel                 Administration for   Fleet: Comprehensive Vehicle Policy
          adoption a comprehensive vehicle-use         authorization form for travel exceeding 75     implementation       section III.A.1.g requires travel
          policy that requires written authorization   miles from primary work assignment                                  authorization.
          for travel in County vehicles exceeding      location. Departments should be extended
          75 miles from the County Government          flexibility to allow staff to take vehicles
          Center in San Jose. (Priority 1)             home the evening preceding or following
                                                       approved business trips as necessary,
                                                       provided this approval is documented on the
                                                       Travel authorization form.


3.4       The Board of Supervisors should direct       Controller: Agree. Fleet management will       Refer to             Controller: Implemented.
          the Administration to prepare for Board      include restrictions for personal use within   Administration for   Fleet: Comprehensive Vehicle Policy
          adoption a comprehensive vehicle-use         the County Vehicle and Equipment Policy        implementation       section III.D limits personal use of County
          policy that prohibits personal use of        based upon direction from the Office of the                         vehicles.
          County vehicles, except for specific         County executive, Internal audit and the
          circumstances as specified by the            Office of the Controller. Internal Audit and
          County Executive and approved by the         the Controller's Office to implement
          Board of Supervisors. (Priority 1)           following the results of the HRAA Travel
                                                       Audit.


3.5       The Board of Supervisors should direct County Executive: Agree. Fleet to work         Refer to                   Fleet: Implemented. The Comprehensive
          the Administration to prepare for Board with ESA to create a policy that will specify Administration for         Vehicle Policy Section IV.1&2 state
          adoption a comprehensive vehicle-use       consequences for non-compliance.           implementation             consequences for non-compliance.
          policy that specifies circumstances under
          which vehicle use privileges may be
          suspended, including for consistent and
          non-compliance with internal controls or
          vehicle service requirements. (Priority 1)
                                          MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                    Attachment A - Six Month Report Back Matrix


                                                                                                         COMMITTEE
SECTION        AUDIT RECOMMENDATION                                 STAFF RESPONSE                                                SIX MONTH STAFF REPORT BACK
                                                                                                           ACTION
3.6        The Fleet Management Division should         Fleet: Agree. Fleet posts monthly fuel card   Implemented               Fleet: Implemented. Attachment D -
           provide each department with at least        transactions by department starting in June                             Sample WEX Card Report is available on
           quarterly reports listing County fuel card   2009 as part of the monthly transaction                                 the FAF intranet site, providing detailed
           purchase locations by employee.              summary. Departments will be responsible                                monthly transactions.
           (Priority 1)                                 to review monthly fuel card transactions.
                                                        Recommendation has been implemented.

Section 4: Improving Fleet Efficiency
4.1                                                  Fleet: Agree. Telematics will reduce             Refer to Facilities and   Fleet: Pilot program implementation work
                                                     emissions, fuel consumption and improve          Fleet Department for      is currently underway. The Fleet ISF
           The Board of Supervisors should direct
                                                     vehicle utilization. Immediate benefits with     implementation, with      included forecast expenses in the proposed
           the Fleet Management Division to report
                                                     implementation of on-board telematics            status report to FGOC     FY 2011 vehicle rates. Fleet will work with
           on the major Fleet telematics system
                                                     include improved information on: engine          on the progress and       the Procurement Department to issue an
           options, costs, potential drawbacks and
                                                     idle time, utilization and continuous smog       funding for this          RFP for telematics devices. Comprehensive
           benefits, and approve implementation of
                                                     reporting. This data will enable Fleet to        program within the        Vehicle Policy section III.M refers to use
           a year-long pilot program covering at
                                                     develop strategies to reduce GHG emissions,      next six months.          of telematics in vehicles.
           least 150 vehicles in the Santa Clara
                                                     complimenting the Climate Action Plan.
           County Fleet. Depending on the cost-
                                                     Fleet agrees with 150 vehicle pilot program.
           benefit results and other outcomes of the
           pilot program, the Board should consider
           continuing, expanding or terminating the
           program. (Priority 1)
                                           MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                     Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION          AUDIT RECOMMENDATION                              STAFF RESPONSE                                              SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION

Section 5: Vehicle Policy and Enforcement Improvements
5.1                                                   Controller: Agree. Fleet Management will          Refer to             Finance Agency/ESA: Review and
            The Board of Supervisors should direct
                                                      coordinate with the Controller's Office to        Administration for   revisions relating to the Travel Policies is
            the Administration to address the
                                                      consider revisions to the County's vehicle        implementation       currently underway.
            deficiencies identified in this and the
                                                      and travel policies. Controller's Office to                            Fleet: The Comprehensive Vehicle Policy
            other 10 sections of this audit by
                                                      implement. Fleet management will include                               section III.E.1&2 requires analysis and
            performing a thorough review of all
                                                      the results of this change in policy within the                        Master Salary Ordinance review.
            existing County policies, labor
                                                      County Vehicle and Equipment policy.
            agreements, ordinances and practices
            and preparing, in concert with
            departments as appropriate, a proposed
            comprehensive County-wide policy,
            procedure and ordinance manual for
            approval by the Board of Supervisors.
            (Priority 1)
5.2                                                   ESA/Controller: Agree. ESA will evaluate          Refer to             Finance Agency/ESA: See response to 5.1
                                                      and Fleet Management will provide                 Administration for
            The Board of Supervisors should direct
                                                      information upon request. Criteria will be        implementation
            the County Employee Services Agency
                                                      included within the County Vehicle and
            (ESA) and Fleet management to develop
                                                      Equipment Policy.
            criteria to determine whether a given
            position has an actual business need for
            an assigned County vehicle, and direct
            ESA to negotiate labor contracts to
            eliminate any vehicle assignments
            deemed to be based on criteria other than
            business need as the contracts come up
            for renewal. (Priority 1)
                                        MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                  Attachment A - Six Month Report Back Matrix


                                                                                                    COMMITTEE
SECTION         AUDIT RECOMMENDATION                           STAFF RESPONSE                                               SIX MONTH STAFF REPORT BACK
                                                                                                        ACTION
5.3        The Board of Supervisors should direct ESA/Fleet: No Opinion. Fleet will work         Refer to                 Finance Agency/ESA: See response to 5.1
           the administration to eliminate the      with County Executive's Office to make       Administration for
           vehicle assignment provisions in Section revisions as necessary. County Executive     implementation
           6 of NS-20.09, and instead adopt the     will provide response.
           process described in Recommendation
           5.2. (Priority 1)
Section 6: on-Residents Commuting in County vehicles
6.1        The Board of Supervisors should direct Fleet: Agree in concept. FAF agrees with the   Refer to                 Fleet: Implemented. Comprehensive
           the administration to prepare for the    auditor's recommendation to limit out of     Administration for       Vehicle Policy section III.E.1 and E.2
           Board adoption a comprehensive vehicle- county commuting in County vehicles           implementing             limits assignment and requires an annual
           use policy that limits out-of-county     (defined as 75 miles from the primary work   (including               report to the Board.
           commuting in County vehicles, or         assignment). However, FAF does not have      establishing an
           requires employees to reimburse the      the staffing or expertise to establish an    administrative process
           County for at least a portion of         administrative process to track              to track
           associated costs, with exceptions as may reimbursements and resolve tax               reimbursements and
           be appropriate. The policy should        consequences of personal use of county       resolve the tax
           require the County Executive and Fleet government vehicle assets. Office of the       consequences of
           Management to provide the Board with County executive and Office of the               personal use of county
           an annual listing of commute vehicles    Controller will determine response; Fleet    government vehicle
           and their associated residential zip     Management will include revisions within     assets).
           codes. In addition, the Board of         the County Vehicle and Equipment Policy.
           Supervisors should amend Ordinance NS-
           20.09 if it wishes to permit assignment
           of County vehicles to employees
           residing out of the County. (Priority 1)
                                          MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                    Attachment A - Six Month Report Back Matrix


                                                                                                      COMMITTEE
SECTION         AUDIT RECOMMENDATION                               STAFF RESPONSE                                          SIX MONTH STAFF REPORT BACK
                                                                                                        ACTION

Section 7: Intra-County Lease of Roads Department Maintenance Facilities
7.1         The Facilities and Fleet Department    Fleet: The issues as presented by the           Refer to              Fleet: Implemented.
            should discontinue making property     management auditor requires additional          Administration and
            lease payments to the Roads and        analysis (both legal and financial). It is      County Counsel for
            Airports Department, effective July 1, recommended that the status quo be              further analysis.
            2009. (Priority 1)                     maintained until such time that full analysis
                                                   and discussions are completed for the
                                                   affected Departments and after an
                                                   opportunity for the FGOC to review the
                                                   results and outcome. Of particular concern to
                                                   the Administration is that each fund is an
                                                   independent entity and management has a
                                                   fiduciary responsibility to ensure that fund
                                                   usage is consistent with its specific legal
                                                   requirements as referenced by the
                                                   management auditor in this section under
                                                   Applicability of OMB A-87.


7.2                                                    Fleet: See response to 7.1.                 Refer to              Fleet: The Internal audit Division reported
            The Facilities and Fleet Department                                                    Administration and    to the Board at the October 28, 2009 FGOC
            should refund to its customers                                                         County Counsel for    meeting, Agenda Item #5. The report
            approximately $2,545,000 of                                                            further analysis;     indicated that a retroactive adjustment
            unallowable and unauthorized market-                                                   Internal Audit is     would be very difficult, with costs
            rate property rent charges incurred from                                               currently reviewing   outweighing benefits to the General Fund.
            FY 2004-05 and FY 2008-09, net of                                                                            Internal Audit recommended the issue be
            allowable costs as described in this                                                                         dismissed.
            section. (Priority 1)
                                          MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                    Attachment A - Six Month Report Back Matrix


                                                                                                         COMMITTEE
SECTION       AUDIT RECOMMENDATION                                STAFF RESPONSE                                               SIX MONTH STAFF REPORT BACK
                                                                                                            ACTION
7.3                                                    Roads Dept.: See response to 7.1.             Refer to                Roads: See response to 7.1
          The Roads and Airports Department                                                          Administration and
          should refund to the Facilities and Fleet                                                  County Counsel for
          ISF fund approximately $2,545,000 of                                                       further analysis.
          unauthorized market-rate property rent
          charges collected between FY 2004-05
          and FY 2008-09, net of allowable costs
          as described in this section. (Priority 1)
7.4                                                    County Executive: Agree. The Internal         Refer to the Internal   County Executive: As noted in the
          The County Executive should assign the
                                                       Audit Division of the Finance Agency will     Audit Division of the   response to 7.1, Internal Audit recommends
          Internal Audit Division of the Finance
                                                       gather relevant information from the          Finance Agency for      the issue be dismissed as the costs
          Agency to analyze charges and revenues
                                                       management auditors, the Roads and Airport    their analysis and      associated with adjusting rent from 2004-
          between the Facilities and Fleet
                                                       Department (Roads), and the Facilities and    review.                 2009 Fleet outweigh the benefits to the
          Department and the Roads and Airports
                                                       Fleet Department (FAF), and perform review                            General Fund.
          Department for the period FY 1995-96
                                                       of the charges and revenues required by the
          through FY 2003-04, and to reconcile
                                                       Interdepartmental Service Agreement
          such charges and revenues with the
                                                       between Roads and FAF during the period
          requirements of the Board of
                                                       FY 1995-96 through FY 2003-04.
          Supervisors approved 1996
          Interdepartmental Services Agreement.
          (Priority 3)
                                           MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                     Attachment A - Six Month Report Back Matrix


                                                                                                      COMMITTEE
SECTION          AUDIT RECOMMENDATION                              STAFF RESPONSE                                            SIX MONTH STAFF REPORT BACK
                                                                                                        ACTION

Section 8: FAF Purchase of South County Maintenance Facility
8.1         The Board of Supervisors should direct Fleet: Agree in concept. FAF and Roads          Refer to                Fleet: Implementation to divide the parcel
            the County Counsel to prepare an         need further discussion and analysis to       Administration for      is underway. The lot to be sold to FAF is
            agreement allocating a portion of the    determine the size of the parcel spilt, the   further analysis; a     identified as 4.26 acres. The Appraisal has
            former VTA Gladys Jackson South          appropriate transfer amount, and other        work in progress with   been completed and the parcel is valued at
            County Maintenance Facility to the       operational considerations.                   FAF and Roads.          $1.45M. Fleet will work with County
            Facilities and Fleet Department, and                                                                           Counsel, Roads and the County Executive
            transferring approximately 4.135 acres                                                                         to complete the terms of the sale and will
            from the Road Fund's fixed assets to the                                                                       present to the Board for approval.
            Facilities and Fleet ISF fixed assets in
            exchange for approximately $723,945,
            plus the undepreciated value of the
            improvements to be paid by the
            Facilities and Fleet ISF to the Road
            Fund. The exact size of the parcel to be
            transferred to be determined by the
            departments in consultation with the
            County Executive. (Priority 1)
                                        MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                  Attachment A - Six Month Report Back Matrix


                                                                                                  COMMITTEE
SECTION         AUDIT RECOMMENDATION                           STAFF RESPONSE                                            SIX MONTH STAFF REPORT BACK
                                                                                                    ACTION

Section 9: Fleet Management Vehicle Maintenance and Repair Policies and Procedures
9.1         The Fleet Management Division should Fleet: Agree. Fleet will implement policies Refer to Facilities and   Fleet: Implementation is underway. Prior
            develop and implement a comprehensive and procedures prior to opening the Junction Fleet for               to hiring a consultant to study the
            policy and procedures manual to govern facility. Fleet has existing policies and        implementation.    operations, policies and procedures, Fleet
            all aspects of vehicle acquisition,      procedures that govern maintenance and                            upgraded the management information
            maintenance and repair, usage and        repair operations, vehicle acquisition and                        system so that technicians job on and off
            disposal, in concert with opening to the disposal. However, these policies are not                         for assignments, expanded documented
            new Junction Road Maintenance            captured in a single document. Fleet will                         task codes and revised the repair reasons.
            Facility. (Priority 1)                   collate and combine the existing policies                         Fleet will develop a Service Agreement to
                                                     into one document. Existing staff resources                       implement.
                                                     are not sufficient to perform this function, a
                                                     consultant will be hired to implement.
                                          MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                    Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION         AUDIT RECOMMENDATION                               STAFF RESPONSE                                                 SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION

Section 10: Unpaid Parking Citations
10.1        The Board of Supervisors should direct     Fleet: Partially Agree. Log book would be a     Refer to                 Fleet: Comprehensive Vehicle Policy
            the administration to prepare for the      cumbersome manual process. It could be          Administration to        section III.A.1.h and P.2.b will require
            Board adoption of a policy that requires   removed by users not wishing to report          explore opportunities    departments to maintain assignment
            employees to maintain a log in each        activity and would not be useful unless         for logging this         records and to work with the Finance
            County vehicle, including assigned and     manually converted to electronic format,        information that will    Agency to identify responsible parties so
            pool vehicles. The record should include   requiring staff time. Department and user       not be as                that citations are cleared.
            the name of the employee using the         compliance with this recommendation would       cumbersome, but still
            vehicle, the employee's department, the    be difficult if not impossible to enforce.      will be beneficial for
            date and time of use (in and out) and      Administration recommends departments           departments and the
            purpose of trip. (Priority 1)              that have a management value of more than       County as a whole.
                                                       25 assigned vehicles will maintain an           Bring proposal back
                                                       electronic dispatch log, and provide staff to   to FGOC for review
                                                       maintain custody of vehicle keys until asset    and approval.
                                                       is directly assigned. Smaller vehicle user
                                                       departments are recommended to be
                                                       exempted.


10.2        The Board of Supervisors should direct     County Executive: Agree. ESA will               Refer to ESA to draft County Executive: The Comprehensive
            the Administration to prepare for the      develop policy recommendations.                 a policy and bring    Vehicle Policy Section IV.1&2 addresses
            Board a policy specifying County                                                           back to FGOC for      consequences for non-compliance.
            criteria for suspension of driving                                                         review.
            privileges for flagrantly non-compliant
            employees or loss of vehicles for
            flagrantly non-compliant departments.
            (Priority 1)
                                         MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                   Attachment A - Six Month Report Back Matrix


                                                                                                       COMMITTEE
SECTION       AUDIT RECOMMENDATION                                STAFF RESPONSE                                           SIX MONTH STAFF REPORT BACK
                                                                                                           ACTION
10.3      The Facilities and Fleet Department          Fleet: Agree in concept. Fleet is the DMV    Refer to             Fleet: Implemented.
          should transmit copies of tickets            registered owner address. Fleet receives     Administration for
          received to the department responsible       citations and immediately forwards to the    implementation.
          for assigned vehicles, and to the fleet      department. Vehicle policy content will be
          manager for pool vehicles, within 10         revised to include employee responsibility
          days of receipt. Departments should          for vehicle citations including parking
          submit the ticket information to the         tickets, moving violations (red lights).
          responsible employee immediately on          Department of Revenue will coordinate this
          upon receipt. (Priority 1)                   recommendation.


10.4                                               Fleet: Agree. Department of revenue will         Refer to             Fleet and Department of Revenue:
          The Facilities and Fleet Department and provide annual report to the Board of             Administration for   Implemented. Comprehensive Vehicle
          the Department of Revenue should         Supervisors.                                     implementation.      Policy section III.P.3 provides the annual
          prepare an annual report to the Board of                                                                       report to the Board of Supervisors.
          Supervisors of unpaid parking tickets by
          department. (Priority 1)
10.5      The Facilities and Fleet Department and Fleet: Agree. Fleet management will provide       Refer to             Fleet: Implemented.
          the Department of Revenue should         crosswalk of vehicle assignments to              Administration for
          develop a practice for County            individual users to the Department of            implementation.
          confidential vehicles that are cited for Revenue for citations.
          parking violations, such that the
          employee will be held accountable for
          satisfying the related fines and penalties
          due. (Priority 3)
                                         MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                   Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION         AUDIT RECOMMENDATION                               STAFF RESPONSE                                              SIX MONTH STAFF REPORT BACK
                                                                                                             ACTION

Section 11: Vehicle Accident Management
11.1        The Board of Supervisors should direct     ESA: Disagree. ESA believes the                  Refer to             ESA: Implemented. Administration will
            the Administration to prepare for Board    Countywide Accident Review Board (ARB)           Administration for   review all accidents greater than $500.
            adoption a comprehensive vehicle-use       should continue to act as an appellate body      implementation of    Fleet: Comprehensive Vehicle Policy
            policy that provides for review by the     to continue to hear appeals of Departmental      Management           Section I.5.c states ESA will review the
            Accident Review Board of all accidents     ARB accident review decisions. Department        Auditor's            accidents greater than $500.
            with claims exceeding $500, or accidents   supervisors and managers may require             recommendation.
            involving circumstances of concern. The    additional training for affected drivers along
            reviewers should determine whether to      with any disciplinary process that may be
            require more intensive training for        appropriate in conjunction with a particular
            affected drivers at the employing          accident. County managers and supervisors
            department's expense, or to recommend      may request that ESA Risk Management
            revocation of County driver permits.       Director revoke and/or suspend County
            (Priority 3)                               driving privileges as outlined in the current
                                                       policy 706.4.
                                         MANAGEMENT AUDIT OF THE SANTA CLARA COUNTY VEHICLE FLEET
                                                   Attachment A - Six Month Report Back Matrix


                                                                                                           COMMITTEE
SECTION       AUDIT RECOMMENDATION                                 STAFF RESPONSE                                             SIX MONTH STAFF REPORT BACK
                                                                                                              ACTION
11.2      The Board of Supervisors should direct       ESA: Disagree. Directly charging a              Refer to             ESA: Administration is continues to
          the Administration to prepare for the        department for County vehicle accidents         Administration for   review the impacts of direct charge to
          Board a comprehensive vehicle-use            where the County driver is at fault is not      implementation of    departments.
          policy that provides for direct charges to   recommended. Ultimately, the cost and           Management           Fleet: Comprehensive Vehicle Policy
          departments to cover all vehicle-accident    charges are covered by the County, and not      Auditor's            Section III.J.1&2 require departments to
          costs. (Priority 3)                          the at-fault County driver. While larger        recommendation.      reimburse for damages greater than $500.
                                                       County departments can assume the
                                                       additional cost more easily, small
                                                       departments would likely need additional
                                                       appropriations in order to cover the
                                                       unanticipated expense of accident-related
                                                       charges. The current Fleet management
                                                       practice of including the charges for
                                                       accidents within the rates charged to
                                                       departments for Fleet provides an efficient
                                                       way to handle claims related to vehicle
                                                       damage and replacement. The significant
                                                       point in this review suggests the need for
                                                       active monitoring of county driving accident
                                                       records, as well as timely training and
                                                       retraining of drivers who are involved in at-
                                                       fault accidents. This premise and practice
                                                       are wholly supported by ESA.

								
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