Fleet Forum July 8 th, 2008

Agenda Updates – Margaret Chambers Updates – Margaret Chambers Report Cards - Amanda Ronan Report Cards - Amanda Ronan Energy Efficiency - Brian Fay Energy Efficiency - Brian Fay Driver Eligibility – Sam Lee Driver Eligibility – Sam Lee Service Level Agreements – Sam Lee Service Level Agreements – Sam Lee Take Home Documentation – Sam Lee Take Home Documentation – Sam Lee Driver Training – Cerena Crosby Driver Training – Cerena Crosby

Updates Margaret Chambers Division Director

Report Cards Amanda Ronan Program Specialist III

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

Energy Efficiency Brian Fay Division Analyst

Statewide Progress Right Sizing – 85 Vehicles Right Sizing – 85 Vehicles Equivalent to 76 less cars on the road Equivalent to 76 less cars on the road Fuel savings of 76,900 gallons per year Fuel savings of 76,900 gallons per year Savings of $99,582 in additional capital outlay Savings of $99,582 in additional capital outlay Hybrids – 98 Vehicles Hybrids – 98 Vehicles Equivalent to 32 less cars on the road Equivalent to 32 less cars on the road Fuel savings of 33,340 gallons per year Fuel savings of 33,340 gallons per year

Achievements and Goals Previous year achievements Previous year achievements Measurements will be out by the end of the month Measurements will be out by the end of the month Next year’s goals Next year’s goals Goals due by October 1 Goals due by October 1

Brian Fay Division Analyst

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) 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 Currently, employees with a valid driver’s license are eligible to operate a state vehicle

More Background Increasing number of accidents Increasing number of accidents Rising accident costs Rising accident costs Fleet Operations in partnership with Risk Management are changing the standard for “driver eligibility”

Goals Raise minimum requirements for state drivers Raise minimum requirements for state drivers Encourage responsible driving Encourage responsible driving Reduce number of accidents Reduce number of accidents Reduce costs Reduce costs

MVRC Approval On June 10, 2008 the Motor Vehicle Review Committee (MVRC) approved changes to Administrative Rule R27-7 that creates: On June 10, 2008 the Motor Vehicle Review Committee (MVRC) approved changes to Administrative Rule R27-7 that creates: A “Driver Eligibility Board” A “Driver Eligibility Board” Modifies the current minimum standard to be eligible to operate a state vehicle Modifies the current minimum standard to be eligible to operate a state vehicle

New Standards R areas of focus: Preventable accidents Preventable accidents Moving violations Moving violations Specific motor vehicle law violations Specific motor vehicle law violations Driver’s license points Driver’s license points Driving complaints 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)): 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; (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 ; (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 Driving under the influence of Alcohol or drugs Reckless Driving Reckless Driving Speed Contest (Racing) Speed Contest (Racing) Violations resulting in a fatal accident Violations resulting in a fatal accident Possession of an open alcohol container Possession of an open alcohol container Hit and run with injury Hit and run with injury See R27-7-3(3)(c) for the complete list 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 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 Violations will be assigned a point value Point values correspond to suspension duration Point values correspond to suspension duration

Accident Review Committees and the Driving Eligibility Board 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 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 Agencies should have their own accident review committee (ARC) that meets at least quarterly Agencies should have their own accident review committee (ARC) that meets at least quarterly

Implementation Timeline Rewrite, submit changes Sept ‘08 June ‘08 MVRC Approval Phase-In: Focus on high-risk driversFull Implementation

Agency Impact ADMINISTRATIVE SERVICES3COMMUNITY & CULTURE1 ATTORNEY GENERAL1HUMAN SERVICES7 BE BOARD OF EDUCATION1INSURANCE DEPARTMENT1 BE SCHOOL/DEAF & BLIND2NATIONAL GUARD0 BR COLLEGE OF EASTERN UTAH1NATURAL RESOURCES3 BR DIXIE COLLEGE1PERSONNEL MANAGEMENT1 BR SALT LAKE COMMUNITY COLLEGE3PUBLIC SAFETY1 BR SOUTHERN UTAH UNIVERSITY1TRANSPORTATION3 BR UNIVERSITY OF UTAH7UTAH VALLEY STATE COLLEGE1 BR UTAH STATE UNIVERSITY4WEBER COUNTY MENTAL HEALTH1 BR UTAH VALLEY STATE COLLEGE3WORKFORCE SERVICES1 Initial Impact (about 47 drivers) Full Impact would currently affect approximately 260 drivers

Impact Additional Training Requirements Additional Training Requirements Lower accident costs Lower accident costs Fewer Accidents Fewer Accidents Driver Eligibility Suspensions for some state drivers Driver Eligibility Suspensions for some state drivers

Questions? Sam Lee Assistant Director

Service Level Agreements (SLA) Sam Lee Assistant Director

Purpose of the SLA… Defines the level of service from Fleet Operations to leasing customers 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 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 Full and Capital Lease SLA’s Separate section on the SLA for those with capital lease Vehicles Separate section on the SLA for those with capital lease Vehicles Other minor language updates Other minor language updates Owned Vehicle SLA’s 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 Full and Capital Lease SLA Changes #5, Accident Review Committees #5, Accident Review Committees #6, Full Size Van Training #6, Full Size Van Training #12, Driver’s License Checks #12, Driver’s License Checks #20, Contact Categories #20, Contact Categories #22, Full Size Van Protocol #22, Full Size Van Protocol #24, Telematics in State Vehicle #24, Telematics in State Vehicle Owned Vehicle SLA All New Language All New Language

Questions? Sam Lee Assistant Director

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… Anytime a state vehicle goes home 5 times a month or more in a calendar year for… Commute Privilege Commute Privilege On-call Responsibilities On-call Responsibilities The state vehicle is the employee’s “office” The state vehicle is the employee’s “office” Personal use that has been granted in statue 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 3 Required Signatures Employee Employee Direct Supervisor or Manager Direct Supervisor or Manager Agency Executive Director Agency Executive Director Some agencies also want the Division Director to sign the take home form – This is not required 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 See IRS Publication 15B “Employer’s Tax Guide To Fringe Benefits”

First and Last Trip of the Day Administrative Rule R27-3-7(2) Approved by fleet’s advisory committee states: 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.” “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

Driven to Distraction

What are distractions? Drowsiness Drowsiness Cell phones / texting Cell phones / texting Radios / MP3s / IPODS Radios / MP3s / IPODS Eating / Drinking Eating / Drinking Climate controls Climate controls Personal hygiene Personal hygiene Reading Reading Passengers Passengers And more…… And more……

Distractions are anything that take your mind from the road and driving! 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. 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 only looked away for a second. I know how to drive. I know how to drive. I was just unlucky. I was just unlucky. Others don’t know how to drive. Others don’t know how to drive. I can multi-task. I can multi-task. I’m really busy. I’m really busy. I’m an experienced driver. I’m an experienced driver. Eventually you lose. Eventually you lose.

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

Driving Challenge Commentary driving: Turn off your radio and cell phone Turn off your radio and cell phone Roll your window down 2 inches Roll your window down 2 inches Adjust your mirrors and seats Adjust your mirrors and seats Talk out loud to yourself about your driving Talk out loud to yourself about your driving

Stop distracted driving, before it stops you!

Driver Training Cerena Crosby Loss Control Specialist