SOLANO'S LIBRARY

 Vehicle Maintenance:

Introduction:

SOLANO'S has a considerable investment in our fleet of vehicles, autos, pickups, delivery trucks and fork lifts. It has been determined that a system of periodic inspections, data recording and oversight of the fleet warrants creating a position within the organization of a fleet manager to oversee the care of these assets.  In addition, there are federal and state requirements for safety inspections and air quality control compliance that must be met to avoid substantial financial penalties.

The following text describes the scope of responsibility of the Fleet Manager and identifies the data collection system that shall be used to accomplish our goals.

Fleet Manager Job Description:

Reports To:  The CEO

Overview:  Provide administrative support for managing SOLANO’S fleet of vehicles and motorized equipment.

Duties: 

                Procurement Support -

            1)    Assist the entity managers in defining their needs for additional or replacement vehicles and equipment.

            2)    Assist the CEO in locating vehicles and equipment for purchasing.

 

   Agency Reporting -

            1)    Comply with applicable Government reporting requirements for additions/deletions to the SOLANO’S fleet.

 

   Fleet maintenance/repair and licensing -

            1)    Maintain the fleet management application database (Fleetio) to assure proper maintenance, repair and licensing of the fleet assets.

 

   Coordination -

           1)    Coordinate with the entity managers for scheduling maintenance and repair activities.

           2)    Coordinate with the service providers for scheduling maintenance and repair activities.

           3)    Review all service provider invoices prior to Accounts Payable processing.

           4)    Coordinate with Accounting Office for payment of licensing fees.

           5)    Review all incoming documentation regarding Government requirements and notify the CEO of potential effect on the fleet.

     Insurance claims -

            1)   Assist the Accounting Office in preparation of any required insurance claims documentation.

      Procurement -

            1)  The Fleet  Manager has authority to purchase goods and services up to $999.  Expenditures beyond this amount must be approved by the CEO before funds are expended.

Fleet Management Software:

A cloud based fleet management system (currently provided by Fleetio) shall be used to record information regarding the fleet vehicles.  Data on each vehicle, assigned operators, inspection results and follow up repair as well as routine maintenance activities are recorded.  The system produces service schedule notifications to assure that timely routine maintenance is performed.

 Mike Bedzyk has been appointed Fleet Manager and has been so identified in the Fleetio application.  The application may be reached by going to https://secure.fleetio.com/login   The Fleet Manager shall identify personnel who are to be granted access to the system and enter their user names, passwords and permissions into the application.

The Fleetio application has an extensive collection of text and video instructions for data entry and report generation of fleet information that is to be used by Solano personnel and need not be repeated in this procedure.