300.05 operation maintenance reporting and security of motor vehicle and auxillary equipment

1. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 1
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
I. PURPOSE
To establish a uniform procedure for the operation, maintenance, reporting and security of
County vehicles and auxiliary equipment assigned to OC Animal Care.
II. POLICY
The operation of County vehicles and auxiliary equipment must, at all times, remain in
compliance with this policy. In order to protect both the employee and the public, the safe
operation of vehicles and equipment will be top priority. Any violation of this policy may be
grounds for disciplinary action up to and including suspension or termination.
III. SCOPE
This procedure is applicable to all personnel authorized to operate County vehicles.
IV. FORMS
Vehicle Work Request Form
Vehicle Collision/Incident Report
Vehicle Inspection Form
V. REFERENCES
5020 Employer’s Report of Occupational Injury
Occupational Injury and Illness Reporting Packet
OC Animal Care Policy and Procedure 300.47
VI. DEFINITIONS
CNG- Compressed Natural Gas
VII. PROCEDURE
A. Operation of vehicles and equipment
1. At all times, the operation of County vehicles shall be in compliance with the
California Vehicle Code. This includes the wearing of seat belts by the driver
and all passengers.

2. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 2
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
2. All drivers shall possess and maintain a valid California driver license while
employed by the County and while operating County vehicles. The driver
license must not have limitations restricting the ability to perform all driving
requirements.
3. No vehicle shall be driven if there are operational concerns (e.g. inadequate
brakes, faulty steering, horn or lights) due to safety. Supervision will determine
the method of transporting the vehicle for repair.
4. The operator shall test the vehicle's brakes (foot and parking) and all lights prior
to the vehicles operation. Any malfunction detected will render the vehicle out
of service. Supervision will determine the method of transporting the vehicle for
repair.
5. Before entering a vehicle, the driver shall inspect his/her footwear and ensure
that it is as dry as possible and free of mud, oil, grease, or other substances.
6. The transporting of unauthorized persons in County vehicles is strictly
prohibited. Prior authorization must be obtained from supervision. With the
exception of approved ride a longs, when transporting members of the public the
beginning and ending mileage is to be provided to the radio dispatcher to record
on the Radio Journal.
7. Animals are not permitted inside the cab while a vehicle is being driven.
8. Under no circumstances may anyone ride outside the cab, nor with any part of
the body outside of the cab.
9. Getting on or off, or in or out of, any vehicle or equipment while it is in motion
is prohibited.
10. Vehicles, machinery or equipment requiring an operator shall not be permitted
to run unattended.
11. Unnecessary fast driving and sudden application of brakes, except in an
emergency, shall be avoided.
12. Vehicles, machinery or equipment shall not be operated in a manner that may
endanger persons or property. Safe operating speed shall not be exceeded.
13. No vehicle shall be driven at a speed greater than is reasonable and proper, with
due regard for weather, traffic, intersections, width and character of the
roadway, type of motor vehicle and any other existing conditions. The operator
shall at all times have the vehicle under such control as to be able to bring it to a
complete stop within the assured clear distance.
14. Under no conditions will the operator of a County vehicle exceed the posted
speed limits.
15. No vehicle shall be driven down a grade with its transmission in neutral.
16. No vehicle shall be parked on a downgrade unless the fore part or the front
wheels is turned into the curb or are securely chocked.

3. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 3
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
17. A rigid bar shall be used when towing County equipment or other authorized
equipment.
18. When towing a trailer, the operator shall use due caution to ensure the trailer's
stopping, turning and swaying capabilities are not exceeded.
19. All tools and equipment shall be properly stowed and/or securely fastened when
being transported.
20. The use of amber warning lights on a vehicle are to be used under the following
conditions only:
a. When the unit is necessarily parked on the roadway (i.e., removing
deads, injured animals, etc.).
b. When the unit is necessarily moving at a speed slower than the normal
flow of traffic.
c. When an unusual traffic hazard exists due to a road condition and the
unit is utilized as a warning to traffic (i.e., loose livestock).
21. Officers will proceed directly to their assigned work area and remain there
during their shift. If for any reason an officer needs to leave the area, permission
must be obtained from a field sergeant or supervision.
22. Except under conditions that require an employee to respond to a request for
service, no County vehicle shall be driven outside the boundaries of Orange
County unless prior approval is received from the Director or supervision.
23. Starting and ending mileage and times shall be recorded on the officer's log.
B. Vehicle Equipment
1. Prior to operating any County vehicle assigned to this Division, the operator
shall physically inspect the vehicle for outward signs of damage, and ensure that
all lights, tires, signaling devices and mirrors are functional and in good repair.
Discrepancies shall be corrected by taking drivable vehicles to the appropriate
County service station. Operators are to inform supervision of any major
discrepancies or of any unsafe or dangerous conditions, prior to the operation of
the vehicle.
2. Animal carrying vehicles will be assigned to officers in accordance with OC
Animal Care Policy and Procedure 300.47. At the beginning of each officer’s
workweek, a Vehicle Inspection Form will be initiated on the assigned vehicle.
The form will be submitted with the officer’s completed log and maintained
with the fleet supervisor. Officers who do not have an assigned vehicle will be
responsible for inspecting each new vehicle they drive and completing a Vehicle

4. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 4
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
Inspection Form. It is the responsibility of any officer assigned to a vehicle, to
ensure the vehicle is delivered for routine maintenance regardless of whether the
vehicle is assigned to them. Supervision will assign a substitute vehicle to an
officer whose vehicle is out of service for repair.
3. Animal carrying units will be equipped with the following permanent items:
a. 1 four foot Ketch-all
b. 1 five foot Ketch All
c. 2 Cat Carrying Cages
d. Shovel
e. 1 sled
4. Officers are responsible for ensuring they have an adequate supply of
departmental forms readily available in the vehicle to be utilized in the field
(e.g., Door Tags, Bite Reports, Sworn Statement Forms, etc.). It will be the
officer’s responsibility to ensure the assigned vehicle is adequately equipped and
stocked. Any missing equipment will be located and/or replaced. For equipment
that cannot be located, a report is to be made with supervision within 24 hours of
noticing the equipment missing. Upon a vehicles delivery to a repair facility for
any reason, the Ketch-all may remain in the unit. All other equipment will be
securely locked in the storage cage of the unit.
5. The booklet containing the Rules and Regulations, Park Pass, Fuel Card, and
Operator's Vehicle Accident Report shall be kept in the glove compartment of
each County vehicle.
6. No employee shall deface nor alter any County vehicle or equipment.
C. Maintenance of Vehicles
1. Daily Fueling - All vehicles shall be refueled at the end of the operator’s
assigned shift if the fuel gauge is less than three quarters, unless extenuating
circumstances arise.
For gasoline operated vehicles:
The system requires the use of two card keys - an employee fuel access card and
a vehicle fuel access card.
Operating instructions for the automated self-serve fuel dispensing system at
County Service Stations 1, 3, 4 and 5 (list below) are as follows:

5. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 5
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
a. Insert employee card key into card reader with arrows facing up.
Remove card in one smooth motion to prevent bad reading.
b. Insert vehicle card key into card reader with arrows facing up. Remove
card in one smooth motion to prevent a bad reading.
c. Via the card reader keyboard, key in vehicle odometer reading (no
tenths) then press ‘ENTER’ key.
NOTE: If mileage is less than 100, it is preceded with zeros until three digits.
d. Via the card reader keyboard, key in selected hose number to be used
then press ‘ENTER’ key. The system should now be activated to
dispense the selected product.
(1) If an error is made in any of the above steps, press the ‘CLEAR’
key and repeat the four steps listed above.
(2) The system has a built-in timing mechanism. If a reasonable
amount of time in starting to dispense the product is exceeded,
the system will automatically shut off. Repeat the four steps
listed above.
(3) EMERGENCY SHUT-OFF KEY: This key should be pressed
during emergencies only. Once pressed, it will de-activate all
products from the dispensing mode.
(4) If an emergency exists, notify the garage staff immediately (if in
attendance) or contact Control One. If this key is accidentally
pressed, repeat the four steps listed above.
For Compressed Natural Gas (CNG) vehicles
The system requires one card. Operating instructions for the automated self-
serve fuel dispensing Voyager system are as follows:
a. Insert vehicle card into card reader and enter two digit vehicle code
located on the back of the card.
b. Enter the vehicle’s mileage and press ‘ENTER’.
c. Enter the two digit vehicle code and press ‘ENTER’.
d. Begin fueling as instructed.
2. Routine service - The operator shall check the ending mileage daily against the
mileage 1isted on the “service due” sticker located on the top left inside corner
of the windshield from the County Transportation Department. Vehicles shall be
sent to Civic Center for routine servicing as close to the listed mileage as

6. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 6
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
possible. Vehicles shall not be driven past the listed mileage unless extenuating
circumstances occur and supervision has been notified.
3. Repairs - Vehicles in need of repair shall be brought to the attention of
supervision and scheduled for such repair.
4. An assigned Field Lieutenant will maintain a vehicle control and maintenance
record of vehicles assigned to this Division.
5. Oil will be checked daily by the officer using the vehicle regardless of whether
the vehicle is assigned to them or not.
The following County service stations are to be utilized for fueling, servicing
and repairs of County vehicles:
Service Station #1 1102 Fruit St., Santa Ana
Service Station #3 Civic Center Garage, Santa Ana
Service Station #4 2023 W. Collins, Orange (CNG only)
Service Station #5 30102 Pacific Island Dr., Laguna Hills
D. Security of Vehicles, Equipment and Animals
1. Unattended vehicles and equipment shall be locked at all times. At no time shall
the vehicle key be left in the ignition and the vehicle left unattended.
2. All vehicles and trailers shall be parked in the assigned parking space at the end
of the operator's assigned shift. Keys shall be removed and placed in the
designated control location. The gates to the shelter complex shall be closed and
locked after normal business hours to ensure all vehicle and equipment security.
3. When a live animal is placed in a vehicle's animal carrying compartment, the
inside door catch shall be secured. The outer door shall be relocked each time an
action requires access to a compartment containing a live animal. An officer
driving a vehicle containing an animal is responsible for the animal in the
vehicle.
E. Accident Reporting
1. Any accident involving a County vehicle, regardless of whether slight or
extensive damage occurs, shall be reported immediately to supervision. The
local police/sheriff’s department will be requested to the scene to take a report.
2. The driver shall initiate the Operator's Vehicle Accident Report located in the
booklet in the vehicle’s glove compartment at the scene of the accident. The
Watch Commander or his designee on the scene will take photos with a digital
camera.

7. Number: 300.05
SUBJECT: OPERATION, MAINTENANCE, REPORTING AND SECURITY OF
MOTOR VEHICLE AND AUXILIARY EQUIPMENT
Page: 7
Date: 06/10/91
Approved: Ryan Drabek , Director Revised: 5/15/14
3. Procedures as outlined in the rules and regulations shall be followed implicitly.
4. All other forms as outlined in Section F of this procedure shall also be initiated.
F. Documentation
The following forms shall be initiated depending on specific circumstances:
1. A Vehicle Work Request Form is to be initiated anytime a County vehicle
requires radio repairs, routine service or specific vehicular repairs. This form is
to include specific details regarding any necessary repairs besides routine
service.
2. A Vehicle Collision/Incident Report is to be initiated anytime a County vehicle
is involved in a traffic accident or any property damage.
3. Whenever an employee is injured in a vehicle accident on the job, the
employee's immediate supervisor or the on duty Watch Commander will obtain
immediate medical attention via paramedics, if required. If no immediate care is
required or requested by the employee, the supervisor or Watch Commander
will take the following steps and complete the following forms and forward
them through the proper channels:
a. Complete the 5020 Employer’s Report of Occupational Injury online.
b. Complete the Occupational Injury and Illness Reporting Packet which
can be accessed on the County of Orange Risk Management website.
c. In the event of serious injury or hospitalization of an employee after
hours, the Chief of Field Services, or his/her designee, will be notified.
The County Safety Officer shall be notified by calling (714) 981-6288 24
hours a day or by contacting Control I via the radio or telephone.