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TO:
2TO: BOARD OF SUPERVISORS
Contra
FROM: HARVEY E. BRAGDON Costa
DIRECTOR OF COMMUNITY DEVELOPMENT
County
DATE: AUGUST 16, 1994
SUBJECT: AMENDED COUNTY ADMINISTRATIVE REGULATIONS FOR THE EMPLOYEE COMMUTE POOL
PROGRAM
SPECIFIC REQUEST(S) OR RECOMMENDATIONS (S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS
1. Adopt amended Administrative Regulations for the Employee
Commute Pool Program (see Exhibit A) .
2 . Direct the Community Development Department to inform all
participants of the Employee Commute Pool Program of the
amended Administrative Regulations.
FISCAL IMPACT
No fiscal impact has been identified. Participants currently using
a County vehicle are charged a monthly fee based on milage.
BACKGROUND/REASONS FOR RECOMMENDATIONS
On December 17, 1991 the Board of Supervisors adopted the
Administrative Regulations for the Employee Commute Pool Program.
Since the Board's action, changes in the law concerning vanpool
regulations and changes that will help the vanpool program to run
more efficiently have been identified by staff.
The County has ordered two new vans, funded by Measure C grant
money, for vanpools that staff is in the process of forming. The
County will take delivery of the new vans late in the summer.
There is grant money for two additional vans which will be ordered
when there are enough applicants to fill the vans.
CONTINUED ON ATTACHMENT: X YES SIGNA
RECOMMENDATION OF COUNTY ADMINISTRATOR RECO N ATION F OARD COMMITTEE
APPROVE OTHER
SIGNATURE(S) :
ACTION OF BOARD ON August 16 , 1994 APPROVED AS RECOMMENDED x OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A
x UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
Contact: Andy Byde (510/646-2035) ATTESTED_ August 16, 1994
cc: Community Development Department (CDD) PHIL BATCHELOR, CLERK OF
General Services Dept. (via CDD) THE BOARD OF SUPERVISORS
ANCOUNTY ADMINISTRATOR
D
J
BY a
DEPUTY
tdmAbo\Commute.Prg
Administrative Regulation for the
Employee Commute Pool Program
Continued - Page Two
SUMMARY OF CHANGES TO ADMINISTRATIVE REGULATIONS
The following is a summary of changes to the Administrative
Regulations.
1. Vanpools will have two alternate drivers
2. Drivers will be placed in the RIDES for Bay Area Commuters
database.
3 . The vans will be rotated every three months.
4 . Vanpool passengers' fares will include the vanpool drivers'
fare portion to account for the driving responsibilities.
5. Drivers will carry a sworn statement of safe driving record
while operating a vanpool vehicle, that certifies that the
driver has not been convicted of a drunk driving, reckless
driving, or a hit and run offense in the last five years.
(CVC 12804)
6. Vanpool drivers will undergo a medical examination every two
years and carry a verification of a medical examination. (CVC
12804)
7. The County will obtain DMV driving records of prospective
vanpool drivers.
8 . The Community Development Director is authorized to amend the
regulations as needed in the future.
EXHIBIT A
Administrative Regulations for the
Employee Commute Pool Program
Adopted by Board of Supervisors
on December 17, 1991 .
Amended 1 b /q
The County will use the following regulations to administer the County Employee
Commute Pool Program. The Director of Community Development or his/her designee
is the Program Manager and will act as agent for the County in administering these
regulations. The Director of Community Development may amend these regulations
from time to time to reflect changing circumstances.
I. CONDITIONS OF COUNTY VEHICLE USE
II. EFFECTIVE DATES OF COMMUTE POOL
III. POOL GROUP RESPONSIBILITIES
IV. POOL RIDER RESPONSIBILITIES
V. POOL COORDINATOR RESPONSIBILITIES
VI. ALTERNATE DRIVER RESPONSIBILITIES
VII. COUNTY RESPONSIBILITIES
VIII. TERMINATION OF POOLS
I. CONDITIONS OF COUNTY VEHICLE USE
A. Operation of the County vehicle is permitted only by the Pool
Coordinator and approved Alternate Driver(s);
B. The County Vehicle shall not be used for personal use;
C. The vehicle shall not be used to carry passengers or freight for hire, for
ridesharing or any purpose involving pay for transportation, other than
the specific purpose of the County Employee Commute Pool Program;
D. The vehicle shall not be used for County business during the commute;
E. Gas and maintenance costs paid by the Pool Coordinator will not be
reimbursed by the County.
F. County vehicle commute pool participants are not considered County
employees for Workers' Compensation purposes while commuting.
11. EFFECTIVE DATE OF COMMUTE POOL
The County, in conjunction with prospective Pool Groups having two or more
participants, will determine the effective date of individual Commute Pool
activation. When the effective date is determined, the County shall supply the
Pool Coordinator with a 4-passenger sedan or with a 12 or 15 passenger van
in good operational condition. The active status will continue until terminated
as provided herein.
III. POOL GROUP RESPONSIBILITIES
A. The initial responsibility of prospective carpool/vanpool participants is the
formation of the Pool Group. Once the Pool Group has formed and
requested the use of a County vehicle for commute purposes, each
participant shall enter into an agreement with the County to
acknowledge the regulations governing the Program.
B. Each Pool Group participant shall:
1 . Designate a Pool Coordinator and Alternate Driver(s);vanpools will
have two alternate drivers;
2. Certify that one-way commute journey will not exceed
predetermined mileage in order to establish a monthly fee for use
of a County vehicle for commute purposes;
3. Pay monthly fees via automatic payroll deduction. Vanpool
drivers will not incur the cost of the commute fares associated
with the vanpool; and
4. Agree by a majority vote to accept new Pool participants into an
existing Pool Group.
In addition to the above, vanpools shall:
5. Agree to pay the designated driver's commute fare;
6. Agree to be placed in the RIDES for Bay Area Commuters
database;
7. Reimburse the alternate driver, while driving for the day including
the designated vanpool driver- ; and
8. Agree that the vans in the pool program will be rotated every
three months.
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IV. POOL RIDER RESPONSIBILITIES
A. Meet at the specified pickup point according to the schedule provided by
the Pool Coordinator; and
B. Use seat belts as prescribed by the State Administrative Manual, Section
4141 and the California Vehicle Code.
V. POOL COORDINATOR RESPONSIBILITIES
The Pool Coordinator shall:
A. Be the primary driver of the assigned County vehicle during the term of
this agreement;
B. Maintain a valid California Driver's License for the type of vehicle being
operated and have a driver authorization card on file with the Department
of General Services, Fleet Management Division;
C. Drive the vehicle to and from a specified County facility and pickup the
Pool Riders on normal workdays. The Pool Coordinator, in consultation
with the Pool Riders, will determine the pick-up/drop-off arrangement of
Pool Riders;
D. Deliver the vehicle to the Fleet Management Division of the Department
of General Services for any required maintenance of the assigned County
vehicle and notify Fleet Management personnel by the next work day of
any vandalism repair, or maintenance needs;
E. Call the County approved emergency service in case of vehicle
breakdown or emergency. Pool Coordinators must not commit to having
any service or maintenance work done on County vehicles without
approval from Fleet Management Division of the General Services
Department.
F. Complete the daily inspection checklist of assigned County vehicle
equipment and deliver it to the Fleet Management Division each working
day;
G. Coordinate with Alternate Driver(s) to ensure daily operation of the pool;
H. Provide suitable overnight and weekend off-street parking for the vehicle
and keep it locked when parked. These procedures authorize operators
to park vehicles at home in lieu of a Home Storage Permit;
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I. Maintain a record of the vehicle's operation on the forms provided by the
Fleet Management Division;
J. Report as soon as possible, but not later than the next work day, any
accident involving bodily injury, or property damage. Such reporting is
to be in accordance with the procedures outlined in the "Vehicle
Accident Reports" instruction package which is to be kept in the glove
compartment of the vehicle at all times. The Project Manager shall be
notified by the Pool Coordinator of any accident involving damage to the
vehicle or bodily injury;
1 . Report any injuries of a Pool Driver or Rider. This includes cases
such as persons injured while riding inside the vehicle or injuring
themselves while entering or exiting the vehicles.
2. Complete and submit all necessary Accident Report forms,
provided by the County, in the event that an accident occurs;
K. Check vehicles in and out each day by correctly completing the Vehicle
Log maintained by the Fleet Management Division;
L. Retrieve and return the vehicle as prescribed by Fleet Management
Personnel;
M. Drive the vehicle only on paved public streets and highways and other
normal access roads and driveways. The Pool Coordinator shall not drive
the vehicle off normal roads or in any other manner that would expose
the vehicle to unsafe driving conditions or excessive wear and tear;
N. Report any traffic citations received to the Project Manager. Traffic
citations are the responsibility of the Pool Coordinator or his/her
Alternate Driver while driving the vehicle; and
O. Report any changes of composition of the Pool Group to the Project
Manager by the 15th day of the month before the effective month of
change.
In addition to the above, vanpool drivers shall also:
P. Carry a sworn statement of a safe driving record while operating the
vanpool vehicle in compliance with Vehicle Code 12804, that certifies
that the driver has not been convicted of drunk driving, reckless driving,
and hit and run in the last five years.
Q. Agree to allow the County to obtain DMV driving records in compliance
with State law.
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R. Undergo a medical examination every two years (VC 12804) and carry
verification of certified medical examination.
VI. ALTERNATE DRIVER RESPONSIBILITIES
A. Meet the obligations of Pool Coordinator under Section V at the request
of the Pool Coordinator due to vacation, sickness, or other County
business; and
B. Meet the obligations of Pool Riders specified under Section IV when
Section VLA is not in effect.
VII. COUNTY RESPONSIBILITIES
A. Provide the Pool Coordinator with a 4-passenger sedan or with a 12- to
15-passenger van.
B. Adjust carpool/vanpool fees periodically to conform to actual costs.
VIII. COMMUTE POOL TERMINATIONS
Either the County or Pool Group participants may terminate the Commute Pool,
or revise the composition of the Pool Group as provided in the following:
A. County Termination
1 . The County reserves the ability to terminate agreements with
specific Pool Group or individual Pool Group membership when:
a. Pool Group membership falls below 2 members; or
b. collectively or individually, Pool Group members cease to
recognize program policies and procedures.
2. The County may terminate an agreement with any Pool Group or
Pool Group member with a written notice by the 15th day of the
month prior to the termination month.
B. Pool Group Participant Terminations
The Pool Coordinator, Alternate Drive, or Pool Riders may terminate
his/her membership with a written notice to the Project Manager by the
15th of the month prior to the termination change.
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