AVERT Policies and Procedures 1080
Fleet Management

1.0 PURPOSE

To establish the responsibility and authority for the management of AVERT's motor vehicle fleet and/or equipment. To provide for the maintenance, utilization, new purchase, and replacement of all AVERT vehicles and equipment. To manage the operations of the AVERT motor pool and related facilities.

1.1 AUTHORITY AND RESPONSIBILITY

1.1.1 It shall be the authority and responsibility of the Program Manager to manage AVERT's motor vehicle/equipment fleet. As a matter of AVERT policy, ownership of AVERT vehicles resides not with the user organization, but with the Corporation, except in the case of special funds.

2.0 MAINTENANCE OF FLEET VEHICLES AND EQUIPMENT

2.1 Program management shall provide the highest quality repair, maintenance, and fueling services to AVERT fleet vehicles and/or equipment when scheduled or requested by the AVERT organization to whom the vehicles are assigned.

2.2 Employees, volunteers or members assigned AVERT vehicles and/or equipment shall be responsible for the condition of the vehicles, including the scheduling of maintenance, reporting of needed repairs, and maintaining the overall cleanliness of the vehicle and/or equipment.

3.0 UTILIZATION OF VEHICLES

3.1 Program management shall have the authority to determine when vehicles may be under-utilized.

3.2 Program management shall make recommendations to the Board of Directors to reassign AVERT vehicles from one organization or agency to another organization or agency within AVERT to achieve optimal vehicle use.

3.3 Program management shall first seek to shift existing resources to meet new vehicle needs before approving new vehicle purchases.

3.4 Vehicles purchased with special funds such as Corporate Specific Funds, or with grant funds, shall not be subject to reassignment to other agencies. Program management shall advise such organizations of any concerns about utilization of these vehicles. These organizations shall rely heavily on input from Program management in making any vehicle related utilization decisions.

4.0 PURCHASE OF NEW VEHICLES/EQUIPMENT

4.1 Program management shall review and authorize all requests for new vehicles and heavy equipment.

4.1.1 New vehicle and equipment purchase decisions shall rely heavily on input from user organizations.

4.2 Program management shall insure that vehicles and/or equipment meet the specifications necessary to achieve the intended use of the requesting organization.

5.0 REPLACEMENT OF VEHICLES

5.1 All vehicles purchased or otherwise procured by AVERT shall be included in specific fund called the Vehicle Replacement Fund administered by Program management, unless otherwise directed by the Board of Directors.

5.1.1 Program management shall have available monthly reports of replacement fund information for all participating organizations.

5.2 Program management shall be responsible to make all AVERT vehicle replacement decisions after receiving input from the user organizations.

5.2.1 Program management shall determine if funds are available for each vehicle replacement request.

5.2.2 Program management shall reject requests when funds are not available.

5.3 All AVERT vehicle replacement decisions shall be made on the basis of the expected useful life of the vehicle, while factoring in past maintenance, repair, replacement costs, and replacement funds available.

5.4 All AVERT vehicles shall be considered but not guaranteed for replacement at the end of their expected useful life.

5.4.1 All AVERT vehicles being replaced shall be turned in to Program management upon delivery of the new vehicle and/or equipment.

6.0 MOTOR POOL MANAGEMENT

6.1 Program management shall be responsible for the management and operation of the AVERT motor pool function.

6.1.1 Automobiles and vans shall be maintained in inventory by Program management for temporary or short-term use by AVERT organizations while assigned vehicles are being repaired, or for special short-term programs and travel.