In 2022, the Department of Financial Services, Division of Internal Audits engaged the services of Eide Bailly LLP consulting firm to conduct an assessment of the Department of Community Services, Vehicle Fleet Operations. The findings of the report included a recommendation to update the Vehicle Policy, located in the County's Administrative Policy and Procedure Manual.
Yolo County operates in a decentralized vehicle operations framework, with documentation and maintenance services provided by Fleet Services; and with other functional areas of vehicle management assigned to individual departments. The policy and accompanying procedures define the roles and responsibilities of individual County departments which own, operate, deploy, and store vehicles, as well as the roles and responsibilities of the Fleet Services Division.
The audit findings included a recommendation that the policy and procedures should ensure the County's commitment to climate sustainability be included in relation to vehicle purchases. This was incorporated into the proposed Vehicle Policy and the proposed Vehicle Purchasing Procedure. Other audit recommendations that were incorporated into the proposed policy and procedures include procedures for maintenance and repairs, use of fuel cards, low mileage vehicles, vehicle security, and driver training.
Due to the numerous updates needed to the current Vehicle Policy, a track changes version was not feasible. The existing Vehicle Policy can be found in Attachment A (adopted in 2013). The proposed updated draft Vehicle Policy is Attachment B. To make the length of the policy more manageable, some elements of the Vehicle Policy were pulled out of the draft revised Vehicle Policy into proposed procedures to accompany the policy. They are the proposed Vehicle Use Safety and Accident Procedure (Attachment C), and Vehicle Purchasing Procedure (Attachment D).
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