1. Fleet Forum July 8th, 2008

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

3. Updates Margaret Chambers Division Director 801-538-9675

4. Report Cards Amanda Ronan Program Specialist III 801-538-3586

5. Report Card Grading StartsAugust 1, 2008

6. Check your Report Card ReportsFix any problemsThere is not a grace period this year

7. If you have any questions contact me before grading begins.

8. Amanda RonanProgram Specialist III801-538-3586aronan@utah.gov

9. Energy Efficiency Brian Fay Division Analyst 801-538-3502

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

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

12. Brian FayDivision Analyst801-538-3502bfay@utah.gov

13. Driver Eligibility Sam Lee Assistant Director

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

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

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

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

18. New Standards R27-7-3 5 areas of focus: • Preventable accidents • Moving violations • Specific motor vehicle law violations • Driver’s license points • Driving complaints

19. 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)

20. (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 41-6-45; (k) Unsafe driving practices, like using a cell phone Preventable Accidents (3 in 3 years) continued

21. Moving Violations Four or more moving violations within a 12 month period triggers a review of driver eligibility

22. 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 Alcohol or drugs • Reckless Driving • Speed Contest (Racing) • Violations resulting in a fatal accident • Possession of an open alcohol container • Hit and run with injury • See R27-7-3(3)(c) for the complete list

23. Driver’s License Points Drivers with 150 points or more on their driver’s license.

24. Complaints • Three complaints validated by the agency trigger a review of driver eligibility for the state employee

25. 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.

26. How will the Board Determine Eligibility? • Violations will be assigned a point value • Point values correspond to suspension duration

27. 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 • Agencies should have their own accident review committee (ARC) that meets at least quarterly

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

29. Agency Impact Initial Impact (about 47 drivers) Full Impact would currently affect approximately 260 drivers

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

31. Questions? Sam Lee Assistant Director 538-3452 samlee@utah.gov

32. Service Level Agreements (SLA) Sam Lee Assistant Director

33. Purpose of the SLA… • 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

34. New this year with the SLA’s… • Full and Capital Lease SLA’s • Separate section on the SLA for those with capital lease Vehicles • Other minor language updates • Owned Vehicle SLA’s • EPACT Compliance • Vehicle “Justification” Process at replacement time • All vehicle purchases are to be approved by DFO

35. Reviewing the SLA • Full and Capital Lease SLA Changes • #5, Accident Review Committees • #6, Full Size Van Training • #12, Driver’s License Checks • #20, Contact Categories • #22, Full Size Van Protocol • #24, Telematics in State Vehicle Owned Vehicle SLA • All New Language

36. Questions? Sam Lee Assistant Director 538-3452 samlee@utah.gov

37. Take Home Documentation Sam Lee Assistant Director

38. What defines take home? • Anytime a state vehicle goes home 5 times a month or more in a calendar year for… • Commute Privilege • On-call Responsibilities • The state vehicle is the employee’s “office” • Personal use that has been granted in statue

39. Documenting Take Home – Step 1

40. Documenting Take Home – Step 2

41. Documenting Take Home – Step 3

42. Who Approves Take Home Privilege? • 3 Required Signatures • Employee • Direct Supervisor or Manager • Agency Executive Director • Some agencies also want the Division Director to sign the take home form – This is not required

43. Is the Take Home Privilege a Taxable Fringe Benefit? • See IRS Publication 15B “Employer’s Tax Guide To Fringe Benefits” • http://www.irs.gov/pub/irs-pdf/p15b.pdf

44. First and Last Trip of the Day • 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.”

45. Questions? Sam Lee Assistant Director 538-3452 samlee@utah.gov

46. Driven to Distraction

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

48. Distractions are anything that take your mind from the road and driving!

49. As drivers, we only pay attention to the road 10% of the time. 90% of the time we are thinking or doing something else.

50. Playing the Odds • I only looked away for a second. • I know how to drive. • I was just unlucky. • Others don’t know how to drive. • I can multi-task. • I’m really busy. • I’m an experienced driver. • Eventually you lose.