Division Vehicles

Bureau Vehicle Maintenance

I. POLICY

Performance and appearance of a vehicle, as well as any equipment in it, is the responsibility of the employee to whom the vehicle is assigned or the current operator. Employees assigned Bureau vehicles are responsible for scheduling preventive maintenance every 5,000 to 6,000 miles, or as recommended by the OEM. All FEB pool vehicles, when not in use, should be parked, with a full tank of fuel, on the secured parking lot of the Motor Fuel Testing Laboratory located at 7275 B Waterloo Road, Jessup, Maryland.

II. DEFINITIONS

1. Accountability Logbook

The pool vehicle Accountability Logbook will be maintained in the front lobby of the Motor Fuel Testing Laboratory. The logbook will have an individual section for every vehicle issued to FEB that is not officially assigned to a specific driver as a take home vehicle. The logbook will be placed in an area of the Lab’s front lobby that offers 24-hours, 7 days a week access to all FEB personnel that are authorized to utilize vehicles assigned to the pool. The keys to each pool vehicle will be secured in a locked box mounted on the wall of the of the front lobby at the Lab. Keys to the locked box will be maintained by the Motor Fuel Testing Laboratory manager, Agent In-Charge, the supervisors of the Enforcement Bureau, and any other staff designated by the Director or Deputy Director.

Each section of a pool vehicle’s logbook must contain a Pool Vehicle Sign Out and a Pool Vehicle Check Off List. Both forms are self-explanatory, and all fields must be completed with all requested information when a pool vehicle is utilized. ALL FIELDS of both forms must be completed upon taking possession of any pool vehicle by the driver, for any period. It must be updated upon returning the pool vehicle to the Lab when relinquishing continued use. The only exception to this procedure is if the vehicle is driven during a monthly vehicle inspection.

2. Monthly Mileage Report

The Monthly Mileage Report for each pool vehicle must be updated to accurately record the mileage of the pool vehicle on the first and last day of each month. The report, containing all required information for each pool vehicle, must be submitted to the Agent In-Charge within the first five (5) days of every month.

3. Monthly Vehicle Inspection

Vehicle Inspection must be performed on each pool vehicle monthly. The inspection must be documented on a Monthly Vehicle Inspection form. The condition and appearance of the vehicle, as well as of any of the equipment assigned to the vehicle, will be evaluated. Any service or safety issues encountered during the inspection will be resolved as soon as possible and immediately reported to the Agent In-Charge. If it is determined that the condition of the pool vehicle renders the operation of the vehicle unsafe, and there will be a delay in having the required maintenance performed, the pool vehicle must be placed onto the Comptroller’s Impound lot at the Lab to ensure it will not be utilized, pending repair.

III. USE OF POOL VEHICLES

Permission to utilize a pool vehicle by a member of the FEB staff that has an assigned vehicle must be obtained. Permission may be granted by an Agent Supervisor, Agent In- Charge, Deputy Director, or Director.

Permission to utilize a pool vehicle by a member of the FEB staff that does not have an assigned vehicle must be obtained. Permission may be granted by the Agent In- Charge, Deputy Director, or Director.

IV. ASSIGNMENT OF RESPONSIBILITY/MAINTENANCE

The Agent In-Charge will oversee the placement of the FEB pool vehicles and is ultimately responsible to ensure that this procedure is followed by FEB personnel. The Agent In-Charge will coordinate all repairs required to be performed on any pool vehicle. The Agent In-Charge will prepare and submit a monthly report, due the first week of every month, relative to each of the bureau’s pool vehicles; the report will include the status and readiness of each pool vehicle.

Designated Agent Supervisors will have the following responsibilities:

  1. Conduct a biweekly review of the pool vehicle logbooks to ensure that they are current and accurate. The review shall verify that each pool vehicle present has an accurate set of the required records and that the logbooks are complete and up to date. Supervisors will report findings of the review to the Agent In-Charge.
  2. Prepare a timely, monthly mileage report and complete an inspection and associated documentation for each of the pool vehicles. All documentation is to be forwarded to the Agent In-Charge. In the event an issue is discovered that requires a repair or work of any kind, coordinate the repair with the Agent In-Charge; assist in the delegation of personnel to carry out the repair/work as soon as practical. Upon completion of any repair or work performed on a pool vehicle, ensure the appropriate invoice is promptly submitted to the Agent In-Charge. Copies of all repair invoices are to be forwarded to the Comptroller’s Fleet Coordinator via the designated office administrator.

V. CANCELLATION

None.