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HomeMy WebLinkAboutMINUTES - 07122005 - HA1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: July 12, 2005 SUBJECT: REVISED VEHICLE POLICY FOR THE HOUSING AUTHORITY SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: Approve revised Vehicle Policy for the Housing Authority of the County of Contra Costa that was originally approved by the Board on September 10, 1991. 11. FINANCIAL IMPACT: None Ill. REASONS FOR RECOMMENDATION/BACKGROUND The Housing Authority of the County of Contra Costa is self-insured for automobile insurance up to $100,000 through the California Housing Authority Risk Management Agency (CHARMA) and excess coverage up to $1,000,000 with Housing Authorities Risk Retention Group (HARRG). The Housing Authority purchases an additional $4,000,000 liability coverage through HARRG. One of the membership requirements is to participate in the CHARMA Risk Management Committee and attend quarterly meetings. Through our membership and involvement with the Risk Management Committee the Housing Authority has developed a policy regarding vehicles. The Housing Authority's Vehicle Policy needs updating and has been done to include current insurance limits, changes in the criteria for determining acceptability of drivers and changes in vehicle maintenance. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve the revised Vehicle Policy the Housing Authority's Vehicle Policy would not be accurate. CONTINUED ON ATTACHMENT: YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD 0 APPROVED AS RECOMMENDED V-1 O VOTE OF COMMISS1012S I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED kiu 1(9-, JbHl WEETEN,CLERK OF HE OARD OF COMMISSIONERS ?T AND COUNTY ADMINISTRATOR BY4L —,DEPUTY H:\JudyHayes\N4SOFFICE\WINWORD\BOARD\BO-Vehicle Poficy.DOC 1-IOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA VEHICLE POLICY This policy outlines Housing Authority automobile insurance requirements, acceptability p Y of drivers, forms and procedures to be followed in reporting auto accidents involving both Housing Authority vehicles and private vehicles being driven on Housing Authority business, vehicle use and maintenance requirements. Drivers shall be required to possess a valid California driver's license, comply with all state and local vehicle laws and ordinances, show proof of insurance for personal vehicles and have an acceptable driving record as defined in this policy. All authorized drivers must be enrolled in the DMV Pull Notice Program. A. HOUSING AUTHORITY FURNISHED AUTOMOBILE INSURANCE 1. Amount of Insurance The Housing Authority carries insurance on its vehicles in a $5,000,000 combined single limit for property damage and personal injury. All Housing Authority employees either assigned a vehicle or operating a Housing Authority vehicle on an occasional basis, are covered under the Housing Authority insurance, except in cases where the insurance carrier has excluded the driver. 2. Acceptance of Drivers Driving vehicles in the performance of assigned duties, whether a personal or agency vehicle, is an important facet of a number of agency positions. While important, it also carries with it significant responsibility. This responsibility carries over to the employee's personal life. The reason for this is the auto liability insurance carrier will not cover an employee, under normal insurance coverage, who has a poor driving record, which creates an unreasonable risk for the carrier. A poor driving record may be derived frorn one of the following, or a combination of the following incidents: driving violations, vehicle accidents, suspension of license, or a suspension of personal insurance coverage. Employees who are involved in an accident while driving an agency vehicle, or have a driving record which is developing into an unreasonable risk for the agency shall be invited to participate in a defensive driving course. All applicants for positions that require the employee to drive in the performance of their duties must have their driving record evaluated prior to a job offer. If tht--3 insurance carrier cannot approve the applicant for driving on agency business, the applicant cannot be offered employment in a position which may require the incumbent to drive, and the applicant should be so informed. HACCC Vehicle Policy 1 Revised June,2005 H:1JudyHayes\MSOFFICIWINWORDIHOUSING AUTHORITY POLICIES\Vellicle Policy.doc Employees who apply tor a promotional or tranSter appcintrYlent kvvnicn reauires Employees who apply foi, a promotional or transfer appcintalent k,,vhich requires driving cannot be considered for the position if their driving record mares thern uninsurable under the agency's normal coverage and they should be so informed. Employees who are assigned to positions requiring driving as a normal part of their job function shall have their driving records reviewed annually. 3. Criteria for Determining Acceptability of Drivers The acceptability of drivers is considered by using the insurance industry standards. Motor Vehicle Reports (MVRs) are used by the insurance industry and are required for all employees. Acceptability of drivers are determined by the MVR and are considered by the following: a. Clear MVR: An MVR with no activity in the last three (3) years and no major convictions in the last five (5) years. b. Acceptable MVR: An MVR with no major convictions in the last five (5) years and no more than: 1. One at-fault accident in the last three years; or 2. Two minor convictions in the last three years; or 3. One at-fault accident and one minor conviction in the last three years. c. Borderline MVR:. An MVR with no major convictions within the last three years and: 1. One major conviction within last five years; or 2. One at-fault accident and two minor convictions; or 3. Three minor convictions; or 4. Two at-fault accidents. With the exception of Alcohol/Narcotics/Felony convictions, all violations are shown on individual Driver Record Information sheets for a period of three years. Alcohol/Narcotics/Felony convictions are shown for a period of ten years and are considered for five years for insurability purposes. If an employee is determined to have a borderline MVR there will be cause fc r close scrutiny by the inSUrance carrier and the possible exclusion of the affected employee from coverage. Other determinations could be: a. Youthful operator (25 and under) with an accident. b. Youthful operator with a major violation. HACCC Vehicle Policy 2 Revised June,2005 H:1Judyl Iayes\MSOFFICEIWINWORMHOUSING AUTIIORITY POLICIESWehicle Policy.doc 4. Employees Excluded from Housing Furnished Automobile Insurance It is the responsibility of each employee to possess a valid California Driver License and have a driving record which is acceptable to the Housing Authority's automobile liability insurance carrier at all times. Any employee excluded from Housing Authority furnished automobile insurance will no longer be allowed to operate Housing Authority vehicles. At the sole discretion of the Executive Director, employee may be allowed to drive his/her personal vehicle on Housing Authority business in the performance of his/her duties. In the event that an employee is approved by the Executive Director to drive his/her personal vehicle, he/she must provide evidence of personal vehicle liability insurance as prescribed in Section B below and that is acceptable to the Housing Authority. 5. Reinstatement of Excluded Employees If the driving record of an excluded employee becomes acceptable to the Housing Authority's automobile liability insurance carrier, the employee may be reinstated on the Housing Authority's automobile liability insurance policy. In the event a reinstated employee's driving record again becomes unacceptable to the Housing Authority's automobile liability insurance carrier, that employee will be subject to termination due to the inability to furnish a driving record acceptable to the Housing Authority's insurance carrier, that employee will be subject to termination due to the inability to furnish a driving record acceptable to the Housing Authority's insurance carrier and will not be permitted to once more be excluded from Housing Authority furnished automobile insurance. B. PERSONAL VEHICLES USED ON HOUSING AUTHORITY BUSINESS 1. Certificate of Insurance Employees using personal vehicles on Housing Authority business on a regular and on-going basis must furnish the Housing Authority with a policy endorsement and Certificate of Insurance naming the Housing Authority as An Other Insured. 2. Amount of Certificate of Insurance The minimum amount acc..,_--..%ptahIe on a Certificate of 1nsuranc(,-_-) is $50,000 Property Damage and $100,000 Bodily Injury. 3. Cancellation Clause The cancellation clause on the Certifical,e of Insurance should read: IJACCC Vehicle Policy 3 Revised June,2005 H:\JudyHayes\MSOFFICL\WINWORDVIOUSING AUTHORITY POLICIES\Vcliicle Policy.do(.- "Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days writtel notice to the certificate holder named." Cancellation notification should be 30 days prior to cancellation date, however, 10, 15, 20 and 25 days written notice are acceptable. 4. Responsibility for Certificate of Insurance It is the responsibility of each employee using his/her personal vehicle on Housing Authority business to supply a valid, updated Cei-tificate of Insurance to the Office of the Executive Director. C. VALID CALIFORNIA DRIVERS LICENSE Each employee must submit a copy of his/her California Drivers License to the Office of the Executive Director when requested and, in any event, each time the license is renewed. Any new hire, if his or her position requires that she/he be available to drive an Agency vehicle, must have his or her driving record checked prior to acceptance as an employee in such a position and he/she must be enrolled in the DMV Pull Notice Program upon date of employment with the Agency. D. VEHICLE USAGE If assigned an Agency vehicle to perform tasks assigned, the employee has certain obligations to operate and maintain the vehicle in a safe and responsible manner. To ensure conformity and consistency in the administration of operation of vehicles, the following rules have been established: 1. Assignment of Housing Authority vehicles: Before being assigned a Housing Authority vehicle, an employee will be given a test drive by a supervisor. 2. For Housing Authority business only No vehicle owned or rnaintained for the use or service of the Authority shall be used for any purpose other than an Authority purpose or in the performance of a duty assigned an Authority official or employee. 3. Observe traffic rules: Employees will observe all traf,"ic laws and will be responsible for all penal'--ies assessed for violation of those laws. 4. Privers, License and lnsurc--Nkbilit,�.- I IACCC Whale Policy 4 Revised Julie,2005 H:\JLidyHayes\MSOFFICE\WINWORD\ROUSING AUTHORITY POLICIESWehicle Policy.doc Ani! employee driving on agency busir-,ess irnust have in his or her possession a valid California driver's license and must be insurable under the Housing Authority auto policy. 5. Seat Belts: It is required that all vehicles used on Authority business be equipped with seat belts and safety equipment. It is further required that all persons using Authority vehicles use seat belts. 6. Vehicle Safety Cones: It is required that all maintenance vehicles (Supervisor vehicles excluded) shall be equipped with and place safety cones at the corners of their trucks on the same side that faces the street anytime they exit the truck. This shall include when trucks are parked at the shops, except when garaged for the night. 7. No unauthorized personnel: Employees are prohibited frorn transporting hitchhikers or any other unauthorized persons in Authority vehicles. Authorized persons are those involved in Housing Authority business. 8. Employee garaging of vehicles: If possible, vehicles will not be left on the streets overnight. They should be parked in safe, well-lighted off-street areas. Drivers should lock and take their keys every time they leave the vehicle. 9. Abuse of Vehicles: Authority vehicles, other than those specified for such purposes, shall not push stalled vehicles or be used for activities which may damage the vehicle. 10.Personal liability: a. Employees operating agency vehicles shall be held liable for any loss to the agency due to negligence or unauthorized use. b. Employees shall be held personally liable when in the course of unauthorized use they cause dainage to the other person or property while driving an Authority vehicle. C. Employees shall ascertain that accident reporting kits are available in the glove boxes of all Housing Authority owned vehicles. HACCC Vehicle Policy 5 Revised June,2005 H:\JudyHayes\MSOFFICE\WINWORD\HOUSING AUTHORITY POLICIES\Vehicle"olicy.doc d. Employees shall ascertain that first aid kits ::ind road flares are available in the vehicle assig 1 led. e. The Executive Director or his/her designee may search vehicles at any time. Failure to comply with any these rules could result in disciplinary action, revocation of privilege to use the agency vehicle or both. E. VEHICLE MAINTENANCE A systematic preventive maintenance program is the best known and most economical means of protecting Housing Authority vehicles. By maintaining vehicles at a high level of mechanical fitness and safety, accidents arising from faulty equipment, and excess maintenance charges, can be avoided. To ensure conformity and consistency in the administration of vehicle maintenance, the following rules have been established: 1. Employees are responsible for the safe maintenance and safe use of vehicles. 2. Employees are responsible for the regular maintenance, servicing and fueling of the vehicle assigned. Only self-service unleaded fuel shall be utilized. 3. Employees shall be held personally liable for damage to the vehicle or its equipment caused by insufficient oil, water, air, etc. Employees should ascertain that the vehicle has sufficient fluids and tire pressure, as necessary. 4. Employees using Housing Authority vehicles are assigned a PIN number to use the Voyager Gas Card assigned to the vehicle. When refueling, the vehicle mileage is to be recorded on the form in the vehicle. 5. Maintenance supervisors are responsible for a monthly maintenance check of each vehicle assigned to his/her maintenance unit. 6. The Maintenance Supervisor shall give each employee a vehicle orientation. This orientation shall include the types of items to inspect on both a daily and periodic basis. It will also include instructions on how to report any vehicle accidents and will cover the rules established !_ander Vehicle Usage. 7. The Maintenance Supervisor shall forward a copy of the Monthly Vehicle Review Form to the Purchasing Agent for inclusion in the Vehicle Recap file and a (;opy to the Administrative Services Officer. 8. Maintenance Supervisors are responsible for maintaining accurate records on all Housing Authority vehicles under their supervision. HACCC Vehicle Policy 6 Revised June,2005 I-i:\JudyHayes\MSOFFICEIWINWORDII LOUSING AU'rHORITY POLICIESWehicle Policy.doc 0. Maintenance Supervisors are responsible for coordinating maj,,,-)r vohicle overhaul, purchase of tires, and scheduling of preventive maintena ice. 10.Employees are responsible for reporting any mechanical problems to their Maintenance Supervisor. 11.Maintenance Supervisors are responsible for scheduling mechanical repairs. 12.Employees are responsible for a daily inspection of their vehicle. This inspection should involve a walk around the vehicle and a check of all gauges, equipment, lighting and emergency devices. Any unusual vehicle behavior should be reported to the Maintenance Supervisors immediately and a replacement vehicle used while repairs are being made. 13.Employees who have been involved in an at fault/chargeable vehicle accident will receive a refresher defensive driving training course. F. REPORTING AUTOMOBILE ACCIDENTS The driver of the Housing Authority vehicle shall prepare the ACORD Automobile Loss Notice. Additionally, an ACORD Automobile Loss Notice shall be prepared whenever an employee driving his personal vehicle on Housing Authority business has an accident while acting within the scope of his/her employment. The report shall be completed and forwarded to the Housing Manager or Department Director who will then forward it to the Administrative Services Officer within 24 hours of the accident. -rhe Housing Manager or Department Director shall be responsible for: 1. Reviewing the report for completeness and accuracy. 2. Immediately contacting the Administrative Services Officer to report the accident. 3. Obtaining a copy of the CHP or Police Report on the accident -end forwarding it to the Administrative Services Officer. The Administrative Services Officer shall be responsible for: 1. Review and/or discussion of accident report and police or CHP report. `a. Review of any prior accident reports involving employee-driver- and advising his/her manager when appropriate. 3. Forwarding the incident report to the insurance carrier. 4. Maintaining a follow-up on any claim or regal action taken. HACCC Vehicle Policy 7 Revised June,2005 H:\JudyHayes\MS0FFICE\WINWORMHOUSING AUTHORITY POLICIES\Vehicle Policy.doc