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SAN FRANCISCO HOUSING AUTHORITY
Joaquin Torres, President
Jaci Fong, Vice President
Phil Arnold, Commissioner
Leroy Lindo, Commissioner
Patricia Thomas, Commissioner
Ted Yamasaki, Commissioner
BOARD AGENDA
January 23, 2014
4:00 pm
CITY HALL
I Dr. Goodlett Place Room 408
San Francisco, California 94102
(415) 715-3232
Barbara T. Smith
Acting Executive Director
“The Mission of the San Francisco Housing Authority is to deliver safe and decent
housing for low income households and integrate economic opportunity for residents.”
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SA N FR A N C I S C O HO U S I N G AU T H O R I T Y JO A Q U I N TO R R E S,PR E S I D E N T
SAN FRANCISCO HOUSING AUTHORITY
Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Leroy Lindo, Commissioner Patricia Thomas, Commissioner
Ted Yamasaki, Commissioner Barbara T. Smith, Acting Executive Director
CITY HALL
1 Dr. Goodlett Place Room 408 San Francisco, California 94102
www.sfha.org
MEETING NOTICE
Thursday, January 23, 2014·4:00 p.m.
1. The San Francisco Housing Authority holds its meetings in City Hall Room 408, San Francisco, California 94102.
2. Disability Access: Room 408 is wheelchair accessible. The closest accessible BART Station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #42 Downtown Loop, the #71 Haight/Noriega, the F Line to Market and Van Ness, and the Metro stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call 923-6142.
3. There is accessible parking at the following locations: two (2) designated blue curb spaces on the southwest corner of McAllister Street at Van Ness Avenue; the Performing Arts Garage (entrance on Grove Street between Franklin and Gough Streets), and at Civic Center Plaza Garage.
4. Agenda, minutes and attachments are available at www.sfha.org as well as the San Francisco Housing Authority Administrative Office located at 1815 Egbert Avenue, San Francisco, California 94124. If any materials related to an item on this agenda have been distributed to the San Francisco Housing Authority Board of Commission after distribution of the agenda packet, those materials are available for public inspection during normal office hours at the San Francisco Housing Authority at 1815 Egbert Street San Francisco CA 94124
5. In order to assist the San Francisco Housing Authority’s efforts to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Please help the San Francisco Housing Authority accommodate these individuals.
6. The use of electronic sound-producing devices at/during public meetings is prohibited. Please be advised that the meeting President may remove any person(s) responsible for the ringing or use of cell phones, pagers and similar sound-producing electronic devices from the meeting room.
7. Requests for public comment may be heard on items not on the agenda as well as after staff presentation on any Regular Agenda Item. Speakers at Board meetings are requested, but not required, to identify themselves and fill out cards placed on the table at the entrance door. When the Board considers policy, which has not been considered by a committee, testimony is welcome during the Public Comment portion of the meeting. Testimony is not permitted when an opportunity has been given at a committee hearing for testimony on an item. The public may address the Board for up to two minutes or four minutes for speakers who require an interpreter, or unless otherwise approved by the Board of Commissioners. The President, or the Board, may limit the total testimony to 30 minutes. A speaker may not yield his or her time to another speaker. Board Procedures, do not allow for dialogue between the Board and the public. The Board may not take action on a new proposal, which is not on the agenda.
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---AGENDA
--- ORDER OF BUSINESS 1. Call to order 2. Roll call3. Approval of Minutes: Regular Meeting: January 9, 2014 4. General Communications
5. President’s Report
6. Executive Director’s Report
Certificates of Completion for Maintenance Mechanics – Derrick Breaux, Mariano De La Torre, Terry Gentry, Kevin Johnson and Antonio Villalobos
Update on Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan
Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan
Present December 2013 Budget to Actual Financial statements for all programs and AMPS 7. Tenant representative report:
a. City Wide Council - senior/disabled (“CCSD”) b. Public Housing Tenants Association (“PHTA”)
8. Committee Reports
a. Personnel and Finance Committee b. Diversity Committee
9. General Public Comment: limited minutes
Note: This portion of the agenda is not intended for debate or discussion with the Commission or
staff. Please simply state your business or the matter you wish the Commission or staff to be aware of. It is not appropriate for commissioners to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Commissions’ attention, please contact the San Francisco Housing Authority at aghoa@sfha.org.
10. Regular Agenda: Public comment will be taken after staff presentation as a whole on all Agenda
Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter.
4 a. Action Items
1) [Resolution approving the San Francisco Housing Authority Fleet Management Policy to ensure appropriate internal controls are in place for vehicle use, monitoring and tracking of mileage and fuel.] Presented by
Rene Latosa, Procurement Manager
2) [Resolution allowing the Acting Executive Director of the San Francisco Housing Authority to establish and implement a Board approved monitoring process of Independent Public Accounting audit findings to ensure timely correction/ closure of the findings from prior years and prevent repeat occurrences.] Presented by Velma Navarro, Deputy
Executive Director/Chief Operating Officer
3) [Resolution Approving the San Francisco Housing Authority Plan for management of Public Housing vacancies and unit turnaround in accordance with industry standards.] Presented by Florence Cheng,
Manager of Vacates
4) [Resolution approving the San Francisco Housing Authority Housing Choice Voucher (HCV) Program Certification Plan to ensure HCV Re-Certifications are completed in a timely and accurate manner and to address the backlog, in accordance with regulations.] Presented by Velma
Navarro, Deputy Executive Director/Chief Operating Officer and Nicole McCray-Dickerson, Acting Director Housing Choice Voucher Department 5) [Resolution approving the San Francisco Housing Authority Housing
Choice Voucher (HCV) Program Inspection Plan to ensure HCV Inspections are completed in a timely and accurate manner and to address the backlog, in accordance with regulations.] Presented by Velma Navarro,
Deputy Executive Director/Chief Operating Officer and Nicole McCray-Dickerson, Acting Director Housing Choice Voucher Department
11. Commissioner’s Comment and Report 12. Adjournment
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MINUTES
SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING
January 9, 2014
SCHEDULED: 4:00 p.m. City Hall, Dr. Goodlett Place Room 408, San Francisco, California 94102
COMMISSIONERS PRESENT: COMMISSIONERS EXCUSED:
Joaquin Torres, President
Jaci Fong, Vice President Phil Arnold, Commissioner
Leroy Lindo, Commissioner Patricia Thomas, Commissioner Ted Yamasaki, Commissioner
Item 1: Meeting called to order
Commissioner Torres called the meeting to order at 4:08 p.m.
Item 3: Approval of Minutes: Regular Meeting: December 12, 2013 and Special Meeting
December 19, 2013
Motion: First: Commissioner Arnold
Second: Commissioner Yamasaki Vote: All approved
Item 4: General Communications
Commissioner Thomas wished everyone a happy New Year and welcomed the public to the Commission meeting. Barbara Smith; Acting Executive Director, reported that staff from the Department of Housing and Urban Development’s (HUD) local office, the regional Director of Public Housing from Los Angeles and a representative from Washington D.C. were at the San Francisco Housing Authority (Authority) for a two day compliance review of the Authority’s implementation of Asset Management and Stop Loss. She stated that staff had given presentations on the Corrective Action Plan to the HUD officials and hoped that all would go well.
Ms. Smith stated that the Authority had received notification of an initial award for the Rental Assistance Demonstration (RAD) application(s) late Monday afternoon. She stated that additional time was needed to review the details contained in the documents with anticipation that the item would be agendized for a special meeting next week. Ms. Smith stated that the Authority would properly notify all interested parties of the meeting.
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Item 5: President’s Report
Commissioner Torres asked Commissioner Arnold what his thoughts were on the presentation to HUD. Commissioner Arnold stated that the presentation on the Stop Loss Corrective Action Plan was thorough and clear and he looked forward to the continued improvement. Commissioner Torres thanked everyone for all of their efforts with the presentation.
Commissioner Torres introduced Tamika Moss who is the new Director of HOPE SF. Commissioner Torres provided Ms. Moss’ background and past accomplishments before inviting Ms. Moss to speak. Ms. Moss expressed her excitement to work with the Authority and the San Francisco Board of Commissioners to advance the goals of the HOPE SF initiative. She asked that the public come to her with any questions that they had regarding HOPE SF.
Item 6: Executive Director’s Report
Public Housing Operation Performance Monthly Update Presented by: Florence Cheng, Manager of Vacates and HQS
Commissioner Arnold asked what the reasons were for the increased vacancies. Ms. Cheng stated that there was one eviction in December, one in November and six in October. She stated that the loss in vacancy was due to regular move outs. Commissioner Arnold asked what condition the units were in once vacated. Ms. Cheng stated that a lot of work was needed in most of the vacated units. Commissioner Yamasaki asked if staff had looked at the year by year trending of rent collections. Ms. Cheng reported that from past trends there was normally a drop in rent collection in December, September and April and an increase in January and February. Commissioner Yamasaki asked that staff look at the trends in rent payments from the past two years to be able to gauge collections better.
Commissioner Lindo asked if the four legal cases at Holly Courts were civil or criminal cases. Ms. Cheng stated that they were cause cases which could be drug or weapon possession or anything outside of non-payment of rent. Commissioner Yamasaki asked if the rent collected included current rent plus balances on delinquent accounts. Ms. Cheng stated that he was correct. Velma Navarro; Deputy Executive Director, stated that the Authority was working with software providers to revise the way rent was recorded which would enable staff to specify what funds were collected from a tenant.
Commissioner Arnold asked if the delinquent accounts in 2013 were the same accounts that were delinquent in 2014 and what the policy was for delinquent tenants who did not enter into repayment agreements. Linda Martin, Lease Enforcement stated that in all the rent workshops it was made clear that residents who did not enter into repayment or stipulated agreements would be sent to legal and an unlawful detainer would be filed. Ms. Cheng stated that most of the delinquent accounts were carried over from 2013.
7 Commissioner Yamasaki asked if the repayment agreements had a relationship with the 14 day notices. Ms. Martin stated that they did if a tenant had a balance and in receipt of the 14 day notice they would have 14 days to enter into an agreement in order not to go through the unlawful detainer action process. She stated that a memo had gone out regarding future counseling for property managers that did not supply 14 day notices to their delinquent tenants. Ms. Martin reported that the Sheriff’s department did not evict between December 18, 2013 and January 7, 2014. Commissioner Torres asked how many months out the year was rent due. Ms. Martin responded that rent was due 12 months out of the year.
Commissioner Arnold asked for clarification on the amount of households in the old Hunters View. Ms. Smith stated that there were only 55 households living in the Phase 3 area of Hunter View and because the site had an approved Demolition Disposition application the vacant units did not count against the Authority’s occupancy. Commissioner Arnold asked how it was possible to have 55 households and 42 of those households were delinquent. Ms. Cheng stated that it was unfortunate but that once they moved into the new Hunters View they would be able to collect unpaid rent when they entered into an agreement. Commissioner Arnold asked if entering in an agreement for back rent was a condition of moving into the new units. Ms. Martin stated that she had spoken to residents at the rent workshops at Hunter’s View and that they had indicated that other residents were entering into agreements with John Stewart to pay their balance to the Authority. However, this had not been confirmed with John Stewart. She stated that resident were informed that the balance would not be forgiven and should they wish to move elsewhere they would still be required to reconcile the rent owed with the Authority. Ms. Smith stated that because of the commitment to residents to replace the housing one for one, unless they were in the process of being evicted or had been evicted they would be eligible to move into the new Hunters View. Ms. Miller with the John Stewart Company confirmed that Ms. Smith was correct and that any obligation or agreements being made were between the tenant and the Housing Authority.
Update on Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan Presented by: Florence Cheng
Commissioner Torres asked if the Authority was on target to having no more back logged work orders by the end of June. Ms. Cheng stated that she believed so because they had moved down to 2,564 work orders as of 8A.M. Commissioner Torres asked how many work orders were planned on being resolved each month. Ms. Cheng stated 3,600 or more. Commissioner Arnold expressed concerns about the remaining properties once the RAD program moved forward.
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Housing Choice Voucher Program
Presented by: Nicole McCray-Dickerson; Acting Director Housing Choice Voucher Program
Commissioner Torres asked how long applicants had who had not submitted their information. Ms. McCray-Dickerson stated that they usually had a year to submit information and be added back onto the waitlist. She stated that the correspondence that would be sent out would have the specific deadline. Commissioner Arnold asked for clarification on the total responded waiting list numbers. Ms. McCray-Dickerson stated that some of the applicants had applied to be on both programs and it was only input as one. Commissioner Thomas asked what the acronym VMS meant? Ms. McCray-Dickerson stated that VMS stood for Voucher Management system.
Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan
Presented by: Velma Navarro; Deputy Executive Director/Chief Operating Officer Ms. Navarro reported that the Authority had submitted all the items with the deadline of December 31, 2013. She stated that there would be sixteen items due in January and the items would come before the Board at the next meeting for approval.
Update on Stop Loss Corrective Action Plan
Presented by: Barbara Smith; Acting Executive Director
Ms. Smith stated everything was submitted in December for the Stop Loss Corrective Action Plan and based on the confirmatory review that would be concluded tomorrow staff is hopeful that they would not need to continue to report on the Corrective Action Plan after hearing back from the HUD officials.
Item 7: Tenant Representative Report
a. Citywide Council Senior Disabled (“CCSD”)
Beverly Saba, President, reported that the goals for CCSD going into the New Year would be to straighten out the authority to manage the elections for the individual tenant associations. She stated that the goal was to avoid incumbents seeking re-election, managing their own elections and getting their own people. She stated that CCSD had a vested interest that the officers in each building were duly nominated and legitimately elected. Ms. Saba reported that the second goal was the accountability of individual tenant associations and putting a fiscal agent in place so that the different tenant associations would begin to report on a quarterly basis.
9 b. Public Housing Tenants Association (“PHTA”)
Joyce Armstrong, President, reported that the last election of the year was completed with the Alice Griffith election and they were sworn in at the last Commission meeting. She stated that notices were sent out to Alemany, Hunter View A East and Hunters View A West, North Beach Place, and Westbrook apartment for anyone who would be interested in being a part of a Resident Advisory Board (RAB). Ms. Armstrong reported that the deadline was February 1, 2014 and interested parties could call PHTA. She stated that once the deadline was over a community meeting would be called to discuss the responsibilities of the RAB. Ms. Armstrong reported that in October PHTA and several council members and residents attended a conference and in one of the trainings were given the changes that had been made to participation funds. She stated that the changes were mailed out and given to everyone who was a member of their perspective Boards and they had been asked to read the document in order to become familiar with the changes and gain a better understanding.
Ms. Armstrong reported that the Operation Dream program for 2013 was a huge success. She stated that PHTA attended almost all of the Christmas parties and the kick-off party at Potrero Recreation Center. She stated that they were in support of Lt. Fatooh and her youth against crime program at Garfield Park. Commissioner Torres requested that Ms. Armstrong make a presentation at the Diversity Committee on the document she had discussed. Ms. Armstrong stated that she could.
Item 8: Committee Reports
a. Personnel and Finance Committee
Commissioner Arnold reported that the Personnel and Finance Committee would normally meet on January 15, 2013 at 1815 Egbert Avenue at 8:30AM, however due to a Special Commission meeting the Committee may not meet and would determine that within the next couple of days.
b. Diversity Committee No Report
Item 9: Public Comment
Susan Kwan; expressed concerns with getting back her property from a Section 8 tenant and lack of rent payment from the tenant
Rita Lark; informed the Board that she had filed for a restraining order against her neighbors and expressed concerns about neighbors putting holes in her ceiling
Lea Otis Martin; expressed concerns about the environment during the construction at Hunters View and concerns about the police presence in Hunters View
Tessie Esther; informed the Board that the Hunters View Board would be getting back together and invited everyone to the 1st Annual Health Fair for the Peer leadership group on January 25, 2014
Genes Hughes; expressed concerns about dust coming from the construction of the Hunters View
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Item 10: Regular Agenda
Regular Agenda: Public comment will be taken after staff presentation as a whole on all
Agenda Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter.
a. Action Items
1. [Authorizing the Acting Executive Director To Appoint Retiree
Virgilio Chua To Work For SFHA As A Temporary “Retired Annuitant” To Fill a Critically Needed Position Without Having To Meet The CalPERS 180-Day Wait Period After Retirement And Without Having To Be Reinstated From Retirement]
Presented by: Phyllis Moore-Lewis, Acting Director Human Resources
Commissioner Arnold asked if Mr. Chua had agreed to come back. Ms. Moore-Lewis stated that he had agreed to come back and help the Authority during the transitional period and that he would return once the Commission had approved the resolution. Commissioner Torres asked how many years Mr. Chua had worked for the Authority. Ms. Moore Lewis indicated that he had worked for the Authority for 27 years.
Motion: Motion to approve Action item 1
First: Commissioner Fong Second: Commissioner Thomas
All approved
2) [Resolution Authorizing the Executive Director To (1) Award 26 Project
Based Vouchers to Hunters View Partners 2, L.P. (2) Approving and Authorizing the Execution of the Agreement to Enter Into a Housing Assistance Payment (“HAP”) Contract With the Owner, and (3) After the Execution of the HAP Contract and Construction of the Project, Approving and Authorizing the Execution of the Housing Assistance Payment Contract With the Owner]
Presented by: Nicole McCray-Dickerson; Acting Housing Choice Voucher Director Commissioner Arnold asked why the private entity was considered the owner. Margaret Miller with the John Stewart Company stated that the Authority was the current owner of the Phase II land and once HUD approved the negotiated ground leases they would be entering into them. She stated that as a Hunters View partner, it was a limited partnership that applied for the vouchers and they would be applying for tax credits in anticipation of the ground lease and becoming part of the ownership structure under the long term ground lease going forward.
11 Commissioner Arnold asked why 100 vouchers were shown in the presentation and not the 26 vouchers as discussed previously. Ms. Navarro stated that Hunter View was awarded 76 vouchers by HUD which became a part of the Authority’s overall voucher pool. She stated that as the Authority calculated where they were with the Corrective Action Plan (CAP), they would not only take into consideration the Project Based Vouchers (PBV) that were in place and had been awarded but also those that were in the pipeline. Ms. Navarro stated as the agreements and various phases of Hunter View came up the Authority had committed a total of 100 PBV vouchers for all the phases. She stated that the 26 vouchers were a component of the total 100 vouchers.
Commissioner Arnold asked if Phase III had enough funding. Ms. Miller stated that the developers would get to Phase III because of all the obligations and the financing plans that had been charted out. She reported that information would come before the Board again at a later time to discuss specific financing plans and get approvals. Commissioner Torres asked why the vouchers were being approved at the current point in the development of Phase II. Ms. Miller stated that the developer would be applying for tax credits and bonds on January 17, 2014 and they would need to be able to demonstrate to the State that financing was in place which would require a letter from the Authority stating that the vouchers were available for the project.
Commissioner Yamasaki asked for Ms. Navarro to identify in the future all the additional steps needed that the Commission would be required to take an action on. Ms. Navarro stated that staff would work with Hunters View to map out potential next steps of actions the Commission may need to take and could provide that to the Personnel and Finance Committee. Commissioner Arnold asked if there was a reason as to why the HAP was approved separate from the ground lease. Ms. Navarro stated that the application had to be reviewed and scored first prior to the approval of the HAP. Commissioner Arnold asked if in the future the Commission would be asked to sell the market rate housing from the owner. Dianne McLean; Special Legal Counsel stated that it would not. Ms. Smith stated that the Authority would be providing additional workshops to discuss how HOPE SF was being financed and the importance of market rate housing on the properties.
Commissioner Yamasaki asked for the resolution to be amended from the language that stated Police Department and Fire Department to Police Station and Fire Station. Ms. Thomas asked Ms. Miller why her company decided to take on Public Housing. Ms. Miller stated that John Stewart had worked on many mixed income properties throughout the Bay Area as well as throughout California. She stated that it was part of John Stewart’s mission to revitalize Public Housing and the developer was committed to building high quality housing for the residents that lived at Hunters View and for the new residents that would live at Hunters View.
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Motion: Motion to approve Action Item 2.
First: Arnold accepted amendment as stated in minutes Second: Commissioner Lindo
Roll Call
Commissioner Torres: Yes Commissioner Fong: Yes Commissioner Arnold: Yes Commissioner Lindo: Yes Commissioner Thomas: Yes Commissioner Yamasaki: Yes All approved
Item 12: Commissioner’s Comment and Report
Commissioner Arnold stated that he was in shock about the earlier discussions about rent payments and the lack of incentive for residents to pay rent. He asked staff what could be done about it and recommended that procedures be put in place to make sure that tenants who moved were current in their rent. Commissioner Arnold asked for a future report on procedures that had been put in place.
Item 13: Adjournment
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4. General Communications 5. President’s Report
6. Executive Director’s Report
Certificates of Completion for Maintenance Mechanics – Derrick Breaux, Mariano De La Torre, Terry Gentry, Kevin Johnson and Antonio Villalobos
Update on Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan
Update on Public Housing Agency Recovery & Sustainability Agreement and Action Plan
Present December 2013 Budget to Actual Financial statements for all programs and AMPS
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7. Tenant representative report:
a. City Wide Council - senior/disabled (“CCSD”) b. Public Housing Tenants Association (“PHTA”)
8. Committee Reports
a. Personnel and Finance Committee b. Diversity Committee
9. General Public Comment: limited minutes
Note: This portion of the agenda is not intended for debate or discussion with the Board or staff. Please simply state your business or the matter you wish the Board or staff to be aware of. It is not appropriate for the Board to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Board’s attention, please contact the San Francisco Housing Authority at aghoa@sfha.org.
10. Regular Agenda:
Public comment will be taken after staff presentation as a whole on all Agenda Items. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter.
a. Action Items
1) [Resolution approving the San Francisco Housing Authority Fleet
Management Policy to ensure appropriate internal controls are in place for vehicle use, monitoring and tracking of mileage and fuel.] Presented by Rene
Latosa, Procurement Manager
2) [Resolution allowing the Acting Executive Director of the San Francisco Housing Authority to establish and implement a Board approved monitoring process of Independent Public Accounting audit findings to ensure timely correction closure of the findings from prior years and prevent repeat occurrences.] Presented by Velma Navarro, Deputy Executive Director/Chief
Operating Officer
3) [Resolution Approving the San Francisco Housing Authority Plan for management of Public Housing vacancies and unit turnaround in accordance with industry standards.] Presented by Florence Cheng, Manager of Vacates
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4) [Resolution approving the San Francisco Housing Authority Housing Choice Voucher (HCV) Program Certification Plan to ensure HCV Re-Certifications are completed in a timely and accurate manner and to address the backlog, in accordance with regulations.] Presented by Velma Navarro,
Deputy Executive Director/Chief Operating Officer and Nicole McCray-Dickerson, Acting Director Housing Choice Voucher Department
5) [Resolution approving the San Francisco Housing Authority Housing Choice Voucher (HCV) Program Inspection Plan to ensure HCV Inspections are completed in a timely and accurate manner and to address the backlog, in accordance with regulations.] Presented by Velma Navarro, Deputy Executive
Director/Chief Operating Officer and Nicole McCray-Dickerson, Acting Director Housing Choice Voucher Department
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AGENDA
SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS
Agenda Category: Action Item – Procurement Department
Agenda Title: Resolution Approving the San Francisco Housing Authority Fleet
Management Policy to ensure appropriate internal controls are in place for vehicle use, monitoring and tracking of mileage and fuel
Presented By: Rene Latosa, Contracting and Procurement Department
SUMMARY:
The San Francisco Housing Authority (“the Authority”) has approximately 178 fleet vehicles including mowers, passengers vans, trucks, pick-ups and sedans which the guidelines and procedures of the Fleet Management Policy would be applicable.
This is a revised version of the previous Fleet Management Policy dated 1999. This Fleet Policy is an updated version which ensures the appropriate internal controls are in place to monitor vehicle use,
tracking of mileage and fuel, repair costs and a vehicle replacement analysis.
The Procurement Department will be responsible for the implementation and the enforcement of the Fleet Policy.
The Fleet Policy was not previously brought to the Board of Commissioners for resolution.
Attachments: Resolution Fleet Policy 1/14
A copy of any attached documents is available at the clerk’s desk.
DEPARTMENT’S REQUESTED ACTION:
Staff recommends adoption of this Resolution
ACTING EXECUTIVE DIRECTOR’S RECOMMENDATION:
I concur with staff recommendation
Action Item No.: 1 Date: January 23, 2014
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SAN FRANCISCO HOUSING AUTHORITY
FLEET MANAGEMENT POLICY
(Updated on 1/17/2014)
1. POLICY
The purpose of this manual is to set forth unified Authority-wide motor vehicle guidelines and procedures that will ensure the efficient, effective and safe operation and appropriate internal controls of Authority-owned, rented and leased motor vehicles.
2. ADMINISTRATIVE AND GENERAL
2.1 GUIDELINES
2.1.1 SCOPE: Unless otherwise specified, a change in policy or procedures shall be made only by amendment pages to this directive. No deviations from these policies and procedures shall be made unless expressly authorized by the Executive Director.
2.1.2 ADMINISTRATION: The overall responsibility for the operation of the vehicle fleet, its maintenance, procurement, and disposal rests within the Procurement Department.
2.1.3 PARKING FEES AND BRIDGE TOOLS: Parking fees and bridge tolls, incurred while conduction official Authority business, will be reimbursed. The driver must submit the receipt(s) for the fee(s) and/or toll(s), with a petty cash slip duly signed by his/her Division Director, to the petty cash custodian for reimbursement.
2.1.4 TRAFFIC CITATIONS: Each driver is responsible for paying any traffic citation issued against the vehicle during the time the vehicle is checked out to the driver, unless an exception is allowed by Finance. A copy of the citation and documentation verifying payment may be
required by Finance. Any driver who fails to pay a traffic citation related to driving a fleet vehicle may lose his/her driving privileges. The loss of driving privileges could negatively impact the employment status of certain drivers who are required to drive as part of their job.
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3. AUTHORITY DRIVERS
3.1 DEFINITIONS
3.1.1 AUTHORIZED DRIVERS: Authorized drivers are those employees that have been identified, by verification of their driving record through the Department of Motor Vehicles, as 1) having an acceptable driving record in accordance with Section 3.1.4 of this manual; 2) received approval to drive Authority fleet vehicles from their Division Director, or designee; and 3) have met the requirements provided for in the Fleet Management Policy.
3.1.2 AUTHORIZED FLEET VEHICLE DRIVER'S LIST: A listing of all employees that have submitted a Request for Addition to Authorized Driver's List form, and have been approved for driving privileges by the Division Director, or designee, and through their driving record to operate such vehicles.
3.1.3 MOTOR VEHICLE REPORT: A report generated by the State of California, Department of Motor Vehicles, detailing the driving record, by individual names and driver license numbers, for each request submitted, and indicating the status of the applicable driver's licenses.
3.1.4 ACCEPTABLE DRIVING RECORD: An acceptable driving record for the purposed of approval of driving privileges is defined as one in which the driver has no more than three minor traffic convictions within the last three years, no major traffic convictions within the last three (3) years, no more than one at-fault accident within the last three (3) years, or any combination of minor traffic convictions and at-fault accidents totaling no more than three within the last three (3) years.
3.1.5 UNACCEPTABLE DRIVING RECORD: An unacceptable driving record for the purposes of denying driving privileges is defined as one in which the driver has one or more major traffic convictions within the last three years, four or more minor traffic convictions within the last three (3) years, two or more at-fault accidents within the last three (3) years, or any combination of minor traffic convictions and at-fault accidents totaling more than three (3) in the last three (3) years.
3.1.6 MAJOR TRAFFIC CONVICTIONS: Major traffic convictions shall include any of the following:
• Driving under the influence of liquor or drugs • Driving while impaired
• Reckless driving or racing • Failure to report an accident • Making a false accident report • Vehicular homicide or manslaughter • Attempting to elude a police officer
• Driving while license is suspended or revoked
19 3.1.7 MINOR TRAFFIC CONVICTIONS: Minor traffic convictions shall include any moving traffic conviction other than a major conviction, except the following, which are considered infractions:
• Motor vehicle equipment, load or size requirement
• Improper display or failure to display license plates, provided such plates exist
• Failure to sign or display registration card
• Failure to have driver's license in possession, provided a valid driver's license exists.
3.1.8 AT-FAULT ACCIDENTS: An accident arising out of the use of a motor vehicle which is determined to be due to the negligence of the operator or for which the operator was at fault, or any other accident where reasonable assurance of non-fault cannot be furnished, and damage to any vehicle is greater than $500.00 or injury to other persons has occurred.
3.1.9 ACCIDENT PRONE DRIVER: Any driver involved in three (3) or more accidents in a twelve (12) month period regardless of fault.
3.2 GUIDELINES
3.2.1 SCOPE: Driving San Francisco Housing Authority owned, leased or rented vehicles is restricted to Authority employees that have been duly authorized to operate such vehicles. Operators shall be required to possess a valid state driver's license, comply with all state and local vehicle laws and ordinances, and have an acceptable driving record as defined in this manual.
3.2.2 NEW HIRES: Any new hire, if his or her position requires that s/he be available to drive an Authority vehicle, must have his or her driving record checked prior to acceptance as an employee in such a position. This is initiated by submission of a request form to drive fleet vehicles to Personnel.
3.2.3 TEMPORARY AND PERMANENT EMPLOYEES: Employees of the Authority who wish to be placed on the Authorized Fleet Vehicle Driver's List must submit a Request for Addition to Authorized Driver's List form to Procurement. The form must be signed by the appropriate
supervisor accompanied by a copy of the employee's valid California driver's license.
Supervisors should only approve request forms for their employees needed to drive Authority vehicles.
3.2.4 OUT-OF-STATE LICENSES: Employees with valid non-California driver licenses may be allowed to drive Authority vehicles for a period of thirty (30) days from the date of hire. However, said employees must secure a valid California driver's license within thirty (30) day period stated above, submit a Request for Addition to the Authorized Driver's List form with a copy of the driver's license to Procurement Department within three (3) business days after securing said California driver's license, and receive an approval for addition to the driver's list in
20 order to remain an authorized San Francisco Housing Authority driver. The driver shall be
removed from the Authorized Driver's List automatically should he or she fail to comply with the above requirements in the time frames stated.
3.2.5 MOTOR VEHICE REPORTS: Each request form received is used for processing a Motor Vehicle Report (MVR). This normally takes one to two business days. A copy of the MVR is then returned to the Authority for review (the report also becomes a permanent record to be placed in each individual's personnel file).
The Procurement department determines the driving status for those individuals requesting to drive, or previously approved to drive Authority vehicles based on their MVRs and other criteria defined in this document. A final decision for new drivers (approved or not approved) is
registered on the Request for Addition to Authorized Driver's List form, with a copy returned to the originating department and Personnel. For existing drivers, a written notice is sent to the department informing the appropriate supervisor whenever a driver must be removed from the Authorized Driver's List. A new Request for Addition to Authorized Driver's List form must be completed for all drivers removed from the Authorized Driver's List and requesting to be placed back on it, except for those individuals deleted from the list in error (PLEASE NOTE: Drivers with expired licenses will be automatically removed from the Authorized Driver's List until evidence of a valid and current driver's license is submitted to Procurement).
3.2.6 CRITERIA FOR DRIVING PRIVILEGES: The criteria for being granted or maintaining driving privileges is subject to change without notice. As of February 1, 2014?, the requirements are as follows:
3.2.6.1 Candidate for driving privileges or current authorized driver has an acceptable driving record as defined in this manual; and
3.2.6.2 An employee identified as an accident prone driver, as defined under Section 3.1.9, has enrolled in and completed a driver safety and training course in order to continue his or her driving privileges; and
3.2.6.3 Authorized driver complies with all other requirements of the SFHA Fleet Management Policy that are necessary to maintain his or her driving status.
3.2.7 AUTHORIZED DRIVER'S LIST: Each month a new Authorized Fleet Vehicle Driver's List is distributed to each Division. This list provides the names of every employee authorized to drive Authority vehicles.
The list, however, will not reflect those individuals authorized to drive Authority vehicles subsequent to its distribution, or those employees inadvertently omitted therefrom. In such instances, the written confirmation described in Section 3.2.5 above will suffice until the next monthly list is distributed. Only those individuals on the Authorized Fleet Vehicle Driver's List, or those having received written confirmation adding them to the Authorized Fleet Vehicle Driver's List, may drive Authority fleet vehicles.
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3.2.8 DRIVER TRAINING
3.2.8.1 Authorized drivers should receive proper training from Procurement Department concerning use of SFHA vehicles. This training includes tips on observing how the vehicle handles, unusual noises, what should be inspected prior to driving the vehicle, completing the trip tickets, checking gauges and fluid levels, checking mechanical devices for proper operation, checking tire tread and wear, and checking mirrors and other safety devices. The training should also include a briefing on what to do in cases of road emergencies, reporting vehicle problems, completing and reporting accidents and incidents, and a reminder to obey all traffic laws and to drive defensively. Training shall be scheduled by Procurement Department on an as-needed basis. Each department is responsible for requesting such training from Materials Management.
3.2.8.2 The Safety Manager, in coordination with Procurement, is responsible for providing defensive driver training sessions to all authorized drivers. These training sessions are intended to provide Authority drivers with information on, and reinforcement of, good driving habits, and ways in which to avoid or minimize accidents. The training sessions are mandatory for all authorized drivers, and are periodically scheduled throughout the year. Failure to attend a required training session after scheduling and sign-up, without cause, will result in the removal of the employee from the Authorized Driver's List until the training session is attended.
3.2.8.3 Accident prone authorized drivers must participate in additional driver training when required. Such training shall be conducted by a Department of Motor Vehicles approved
program. The training shall be arranged and scheduled 'through Procurement. However, it is the responsibility of each Department Head to notify their respective employee of the scheduled training. Employees that do not participate in this training, and have been informed of such training requirement, shall automatically lose their driving privileges until such time that they participate in the driver training program. All employees required to participate in the DMV approved driver training program must successfully complete said program in order to have their driving privileges reinstated.
3.2.8.4 Permanent, full-time employees that are required to drive as a condition of employment, and who the Authority requires to participate in a defensive driver's training program to enhance their driving skills, or to correct a driving deficiency, shall be reimbursed by the Authority the cost of such training after successfully completing it. Reimbursement is limited to one driver training program per employee required to drive as condition of employment. Employees required to participate in additional driver training programs will not be reimbursed by the Authority. All driver training courses and/or programs shall be taken on the employee's time, not during his/her normal working hours. Proof of successful completion, as determined by the Authority, will be required.
3.3 PROCEDURES
3.3.1 Employee completes Request for Addition to Authorized Driver's list form. 3.3.2 Department Head or Division Director signs request form approving placement of individual on Authorized Driver's List, if an acceptable MVR is obtained.
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3.3.3 Department Head or Division Director submits request form to Procurement for MVR processing.
3.3.4 Procurement Department reviews MVR for compliance with guidelines for acceptable driving records, and notifies requesting department or division of approval or disapproval, in writing.
3.3.5 Procurement Department adds approved drivers to, and deletes unauthorized drivers form, Authorized Driver's List, updates driver's license information and distributes said list once each month to each Division.
3.3.6 Authorized drivers participate in driver orientation training conducted by Procurement Department and driver safety training conducted by the Safety Manager.
4. VEHICLE ACQUISITION AND ASSIGNMENT
4.1 DEFINITIONS
4.1.1 FLEET VEHICLE: Any vehicle purchased, leased or rented by the SFHA for the purpose of conducting official business on behalf of this agency.
4.1.2 AFTER HOURS: The time between 6:00 p.m. and 7: a.m., Monday through Friday, and from 6:00 p.m. Friday through 7:00 a.m. Monday each week, and all hours during Authority holidays.
4.1.3 MOTOR POOL VEHICLE: Any vehicle not assigned to an individual.
4.2 GUIDELINES
4.2.1 SCOPE: For planning purposes, it shall be the policy of the Authority to replace owned motor vehicles after seven (7) years of Authority use. Depending on condition, mileage, and usage this figure will fluctuate to ensure only serviceable units are allowed to operate. That portion of the motor vehicle fleet that has been leased will be exchanged in accordance with the terms and conditions of the lease agreement. After five (5) years, however, the leased vehicles shall be replaced with later models.
4.2.2 NEW VEHICLES:
4.2.2.1 Planning for fleet vehicle replacements and/or additions shall be the combined
responsibility of the applicable Director, Deputy Executive Director for Administration/Finance and Procurement. The call for vehicle replacement or augmentation will take place during the mid-fiscal year budget review conducted by the Deputy Executive Director for
Administration/Finance. Once vehicle needs have been approved by the Executive Director, the Department Head will prepare the requisition, together with detailed specifications, if required, and submit same to Procurement. Each vehicle purchased by the Authority shall be registered, licensed, added to the agency insurance policy, provided a gas key and subjected to
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4.2.2.2 Fleet vehicles may be procured to include the following equipment only if it is normally offered as standard equipment by the automobile manufacturer or distributor.
Power windows and door locks AM/FM radio; GPS (?)
CD or cassette player
Air conditioning will not be specified in the purchasing bid solicitations.
4.2.3 LEASED OR RENTED VEHICLES: Leased or rented vehicles shall not be subjected to decalcomania, and shall be added to the Authority's insurance policy only if it is more
economical than accepting an insurance rider under the lease or rental agreement. Such vehicles shall be assigned fleet numbers for identification purposes on the fleet inventory list and issuance of a gas key. Procurement Department shall be responsible for the assignment of all fleet
numbers and distribution of gas keys.
4.2.4 VEHICLE ASSIGNMENTS: Each fleet vehicle shall be assigned to individual employees or to the motor pool. The Procurement Department/unit shall be kept informed of individual vehicle assignments. It is the responsibility of the Department Heads to assign vehicles to their employees. However, the Procurement Department unit reserves the right to reassign vehicles to other departments or individuals to meet the changing needs of the
Authority, or as directed by the Executive Director. Once a vehicle is assigned to an individual,
it becomes that individual's responsibility to maintain control over the use of the vehicle. Vehicles may not be interchanged, borrowed or used without notification to Procurement,
regardless of the duration. Submission of completed sign-out logs to Procurement Department on a monthly basis, and chronicling all departmental fleet activity during that time frame, shall serve as sufficient notification. Personnel who violate this requirement shall be subject to
disciplinary action, including suspension of Authority driving privileges.
4.3 PROCEDURES
4.3.1 Fleet vehicle additions and/or replacements are determined during midyear budget review for procurement in the following fiscal year. Leased or rented fleet vehicles may be requested at any time during the year accompanied by proper justification from the requesting department or division.
4.3.2 Department Heads or Division Directors submit detailed specifications for vehicles approved for purchases or purchase requisitions for vehicles to be rented or leased. The requesting department is responsible for preparing resolutions for rented vehicles should the costs require Commission approval in accordance with the procurement policy.
4.3.3 Procurement Department solicits bids for the procurement of vehicles based on specifications.
24 4.3.4 Procurement Department submits resolution for Commission approval based on bid results and prepares purchase requisitions for same.
4.3.5 Vehicles approved for purchase are received, then registered, licensed, subjected to decalcomania, assigned a gas key and added to insurance policy by Procurement.
4.3.6 Rented or leased vehicles are acquired, assigned a gas key and added to insurance policy, or have insurance rider attached to lease agreement and given fleet number by Procurement once procurement is approved by the Executive Director, or Commission if required.
4.3.7 Fleet vehicles, whether rented, leased or purchased, are assigned to departmental motor pools and parking facilities by Procurement. A duplicate set of car keys is retained by
Procurement.
4.3.8 If deemed necessary, Department Heads or Division Directors shall assign motor pool vehicles to individuals and immediately notify Procurement Department of such assignments.
4.3.9 Procurement Department updates Fleet Inventory List to include year, make and model of vehicle, vehicle identification number, SMOG CHECKS, person or motor pool that vehicle is assigned to, acquisition cost, license plate number, fleet vehicle number and driver's license number and expiration date.
5. VEHICLE OPERATION AND STORAGE
5.1 DEFINITIONS
5.1.1 AFTER HOURS DRIVERS: Employees of the Authority listed as authorized drivers and authorized to drive fleet vehicles during those hours defined as after hours in Section 4.1.2 of this Fleet Management Policy.
5.2 GUIDELINES
5.2.1 SCOPE: The Authority shall endeavor to have it fleet vehicles operated and stored in a safe and secure manner. Control over the operation, -use and storage of vehicles shall remain with Procurement Department at all times, unless otherwise delegated.
5.2.2 GENERAL REQUIREMENTS: Each person who drives an Authority vehicle is responsible for its maintenance, cleanliness and obeying all traffic laws and ordinances during the time the vehicle is in their possession.
This includes paying all traffic fines and citations received while using the vehicle, checking
and replenishing water, oil and other engine fluids as the need arises, filling the gas tank when the indicator falls below one-half full, refraining from eating, smoking, or drinking in the vehicle s, removing the accumulation of garbage and other debris from the interior of the vehicle while being used, filing accident reports with the Legal Department in a timely manner, and notifying
25 the Procurement Department/unit when the vehicle is not functioning properly or appears to be in need of servicing (e.g., brakes, tune-up, etc.).
It is the responsibility of the Department Heads to insure that their employees maintain the vehicles in accordance with the above requirements. Failure to do so may result in the vehicles being reassigned to other departments or individuals.
5.2.3 MOTOR POOL MONITOR:
Each division or department that has vehicles assigned to its motor pool fleet, or to individuals within that division or department, must assign an individual as a motor pool monitor to maintain strict control over possession of the vehicle keys and gasoline credit cards, if applicable. The motor pool monitor must limit access to the vehicle keys and gasoline credit cards to authorized drivers only, be aware of the location of all vehicle keys and gasoline credit cards at all times during business hours by maintaining a daily vehicle sign-out log and ensure that all motor pool keys are returned by the close of business each day. The motor pool monitor is also responsible for accepting and recording reservations to use motor pool vehicles, ensuring that
trip tickets are completed for each vehicle at least weekly, and forwarding trip tickets and daily sign-out logs to Procurement. Trip tickets must be forwarded to Procurement the same day they are completed; daily sign out logs are to be forwarded to Procurement Department on a monthly basis.
Any requests for accident report forms, vehicle maintenance, flares, replenishment of first-aid kits or any other vehicle related matters should be routed through the motor pool monitor to Procurement.
5.2.4 GAS KEYS: Procurement Department shall assign one gas key to each fleet vehicle at the time of acquisition. If the gas key should be lost, stolen, damaged or destroyed, then request for a new gas key should be made immediately. Procurement Department shall forward a new gas key to the requesting department or division within two (2) business days after receipt of the request, depending on the availability of the new key(s) from Central Shops. All requests for gas keys must be made on a Fuel Key Request Form. Only authorized personnel from Procurement Department may request gas keys. IMPORTANT. Gas keys are not to be shared between
vehicles for any reasons. The only exception to this rule is for equipment such as lawn mowers
that require fuel and are not assigned separate gas keys. Mileage readings input at refueling
stations must be accurately recorded. Do not include tenths of miles for mileage readings. Use of gas keys for other than their assigned vehicles, or consistent errors in mileage reading input, will result in suspension of driving privileges for the offending individual(s).
5.2.5 Gasoline purchases are always to be made at self-service Pumps. No repairs are to be charged to gasoline credit cards unless specifically authorized by the Executive Director. Such repairs may not exceed fifty dollars ($50.00) in value.
5.2.6 USE OF VEHICLES
5.2.6.1 Individuals assigned to fleet vehicles may use such vehicles for official business of the Authority only. After hours use of fleet vehicles is strictly forbidden unless prior approval is
26 received from the Division Director or Executive Director. Trips outside the nine (9 county
greater Bay Area (includes Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Sonoma, and Solano counties) may be made only with the prior written approval of the Executive Director. Said written authorization shall be in the possession of the driver at all
times during such out of town trips, Failure to obtain proper authorization shall result in
appropriate disciplinary action to include suspension of driving privileges.
5.2.6.2 The conditions under which after hours use of fleet vehicles may be granted are as follows:
• The employee is classified in a Division Director or higher level position within the Authority, and is required to work after hours or attend after hours functions related to official business of this agency on a regular basis.
• The employee is classified as a Management or staff employee and has been instructed by his/her Division Director or the Executive Director to attend to or perform Authority related after hour’s functions or duties away from his/her office. In such instances, approval for after-hours use of fleet vehicles may be granted only for the date the function occurs or the duties are to be performed.
• The employee is assigned as the Duty Officer or backup Duty Officer. In such instances, only the Executive Director may approve after hours use of fleet vehicles.
• The employee is a craft employee, and must attend to an after-hours emergency call per instructions from the Executive Director, Division Director, Chief of Maintenance Operations, Duty Officer or backup Duty Officer.
5.2.6.3 Each after hours driver must sign out for the vehicle taken following the guidelines stipulated in this manual for vehicle sign-outs (see Section 5.2.8), and complete a trip ticket for the vehicle if the vehicle is not regularly assigned to that individual. The trip ticket must be tuned in to the department's designated key monitor by the next business day. After hours drivers must also maintain the vehicles in accordance with the provisions of Section 5.2.11 of this manual.
5.2.6.4 During out-of-town trips using transportation other than an assigned fleet vehicle or for any type of excused or unexcused leave in excess of three (3) consecutive days, any and all fleet vehicles in possession of an employee must be surrendered, along with its car keys, to the appropriate key monitor for that department. The vehicle may be reassigned by Procurement Department for the duration of the leave or absence.
5.2.6.5 Use of personal vehicles for official business of the Authority requires Division Director written approval in advance. The employee may be reimbursed for approved personal vehicle use by completing an expense account form and submitting it with a check request for approval and payment. Reimbursement is limited to the current federal mileage reimbursement rate established by the Internal Revenue Service, and includes gas, insurance, mechanical wear and tear,
27 The Authority shall not be responsible for any damage or repairs to personal vehicles. The
employee may be required to sign a waiver absolving the Authority of any liability related to the use of a personal vehicle during work hours or for work related business.
5.2.7 VEHICLE AVAILABILITY:
5.2.7.1 Motor pool vehicles will generally be available for use between the hours of 9:00 a.m.
and 5:00 p.m., Monday through Friday, except holidays. Vehicles may be available between 8:00 a.m. and 9:00 a.m. During this period the vehicles will be inspected, refueled and cleaned
on a rotating basis. In addition, each motor pool vehicle may not be available approximately once every four (4) months for a one or two day period to allow for the performance of routine and preventive maintenance service. The assigned department or division will be notified of such maintenance at least twenty-four (24) hours in advance. Unfortunately the vehicles will, from time to time, require unscheduled emergency maintenance service. In such instances, every effort will be made to notify the assigned division as far in advance as possible and, if necessary, make alternate arrangements to ensure the availability of a vehicle.
5.2.7.2 To ensure the availability of vehicles for use by employees conducting official Authority business, it is suggested that such vehicles be reserved by the requestor with any department or division that maintains a motor pool fleet. Reservations are made by inquiring about the
availability of a vehicle for a particular date and time and, based on the response, completing and submitting a reservation form to the appropriate department or division. Reservations should be made at least twenty-four (24) hours in advance.
5.2.8 VEHICLE SIGN OUTS: Each department must maintain logs for the purpose of signing vehicles in and out, and must turn them in to the Procurement Department/unit at the end of each month. Individuals using motor pool vehicles or vehicles assigned to other individuals must sign out for such vehicles to include their name, fleet vehicle number, destination, time the vehicle was signed out and an estimated return time. Once the vehicle is returned, the individual must sign the vehicle back in by indicating the actual return time and submitting the keys to the appropriate location or person designated to control such keys. Any department that does not maintain logs for the purpose of signing vehicles in and out may be subject to loss of control over fleet vehicles assigned to it.
5.2.9 REFUELING OF VEHICLES
5.2.9.1 It is the responsibility of each driver to refuel the vehicle s/he is driving if the tank is less than one-half (1/2) full. Authority vehicles may be refueled at the following City and County of San Francisco gas stations:
950 Bryant Street 2323 Army Street 1800 Jerrold Avenue
If the vehicle requires oil, it may be obtained at the gas station above also (see gas station attendant).
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5.2.9.2 When refueling fleet vehicles, the driver must punch in the correct information requested upon insertion of the gas key into the gas pump control box. Odometer meter readings must be correctly reported. Tenths of miles must be excluded from the reported reading. Failure to accurately report mileage readings may result in removal of driving privileges.
5.2.10 EMERGENCY ROAD SERVICE: In the event a fleet vehicle becomes inoperative due to mechanical failure or flat tire, emergency road services are available by contacting Procurement Department for assistance. After hours, the fleet driver may contact the following companies for required services:
• Mechanical breakdown Contact P & S, Incorporated, at (415) 761-5022 and have the vehicle towed to the Egbert Avenue maintenance yard.
• Flat tire: Contact Rick's Tire Service's beeper number by following the instructions below: Dial (415) 774-4178
Wait for one beep, then dial in the telephone number you are calling from; Hang up; your call is complete;
Your call should be returned within ten (10) minutes by a repairman. Please give the repairman your name, fleet number and location of the vehicle. DO NOT LEAVE THE VEHICLE ONCE
THE SERVICE CALL HAS BEEN PLACED. THIS RESULTS IN AN UNNECESSARY SERVICE CALL CHARGE. CONTINUED ABUSES OF THIS NATURE WILL RESULT IN DISCIPLINARY ACTION BEING TAKEN AGAINST THE OFFENDING INDIVIDUAL.
5.2.10 VEHICLE CARE
2.2.11.1 Department Heads are responsible for assuring that vehicles assigned to their operation contain the following items at all times:
• Copy of registration card • Copy of proof of insurance card
• Trip ticket First aid kit Vehicle operator's manual Three road emergency flares Accident report form Safety cones (Maintenance vehicles only) Wheel chocks (Maintenance vehicles only)
NOTE. Infant car seats must be used in any fleet vehicle carrying infants or small children under 40 pounds.
Procurement Department should be contacted immediately if any of the above items are not in the vehicle and are otherwise unavailable.
5.2.11.2 Drivers are expected to return fleet vehicles with a clean interior.
29 This includes emptying ash trays – NO SMOKING IN VEHICLES, removing papers, other documents and envelopes, and properly disposing of all trash.
5.2.11.3 Employees assigned to fleet vehicles, other than temporary assignments of motor pool vehicles, are responsible for maintaining the exterior of the vehicles in a clean condition. Car wash tickets for such purposes may be secured from the City and County of San Francisco gas stations.
5.2.11.4 Each person using a motor pool vehicle must complete a trip ticket each time the vehicle is driven and problems are observed with its performance, physical damage has been incurred, or it is excessively dirty. In addition, trip tickets must be completed by the responsible department once a week for each vehicle under its jurisdiction regardless of the vehicle(s)' condition. The trip ticket requires the operator to determine the condition of the vehicle and provides a simple means of communicating that condition to Procurement. If the trip ticket is not completed and submitted, and the vehicle becomes inoperative due to a condition that could have been detected and remedied by completing and submitting the trip ticket, the driver of record may be found negligent in his/her responsibilities and lose driving privileges in addition to other appropriate disciplinary action being taken. Trip tickets may also be used to request servicing of any fleet vehicles.
5.2.11.5 Failure to properly care for fleet vehicles as herein described may result in
reassignment of the fleet vehicle and/or disciplinary action being taken against the offending party.
5.2.12 STORAGE: Authority vehicles shall be returned to, and left at, designated parking areas after the close of business each work day, on weekends and holidays. Procurement Department shall assign vehicles to specific parking areas based on the location and duties of the assigned drivers, availability of parking spaces, and level of security at designated locations.
5.2.13 HOME STORAGE: No fleet vehicle is to be stored at an employee's home on a
continuous basis without prior written approval of the Executive Director. Such approval may be granted in the following instances:
• The employee is required to respond to emergency calls on a regular basis; or
• The employee is required to conduct Authority business during after-hours on a regular basis; or
• In the opinion of the Executive Director, it is in the best interests of the Authority to allow home storage to an employee of this agency.
Employees must take reasonable precautions to safeguard home stored vehicles.
30 5.3 PROCEDURES
5.3.1 Motor pool monitors assigned to control and coordinate use of fleet vehicles within that department or division.
5.3.2 Authorized drivers sign out for use of fleet vehicles in the department or division vehicle is assigned to, obtaining trip ticket from motor pool monitor in the process.
5.3.3 Authorized drivers inspect vehicles for safety hazards and other maintenance needs prior to, and during trip, noting requirements on trip ticket.
5.3.4 Authorized drivers refuel vehicles prior to returning to designated parking facilities, check oil and other fluid levels, and clean interior and exterior of vehicles as needed.
5.3.5 Authorized drivers return vehicle keys to motor pool monitor turn in completed trip ticket and sign in on daily log sheet.
6. VEHICLE MAINTENANCE
6.1 DEFINITIONS
6. 1.1 EMERGENCY MAINTENANCE: Emergency maintenance shall be defined as those instances when the vehicle becomes inoperative or unsafe to drive and the urgency of need to repair the vehicle has been determined as mission essential by Procurement Department and the appropriate Department Head.
6.1.2 ROUTINE MAINTENANCE: Routine maintenance shall be defined as any maintenance or repairs required on vehicles to ensure safe and legal operation of vehicles that are not of an urgent nature.
6.1.3 SCHEDULED MAINTENANCE: Scheduled maintenance shall be defined as any maintenance or repairs required on a routine basis in order to extend the useful lives and driving condition of fleet vehicles.
6.1.4 MAJOR REPAIR WORK: Any repair to any fleet vehicle that exceeds five hundred dollars ($500.00) in cost.
6.1.5 SUBSTANDARD CARE: Any vehicle that is damaged in accidents or incidents three times in any twelve month period within the same department or division, has trip tickets not completed regularly, is not cleaned regularly, or has stained or torn upholstery, is hereby identified as receiving substandard care.
