El Dorado County Grand Jury • 2002-2003

Planning and Environment Committee El Dorado County Fleet Maintenance Facility Reason for the Report

Published: February 25, 2003 4 pages

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⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.

⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.

Findings 13 findings

Gasoline cans are stored on open shelves in the sign shop.

The fuel dispensing facility has inadequate security, is not always locked and accountability is often based on the honor system.

The Gas Boy system has been out of order from time to time for two and one-half years.

The Gas Boy hardware and software are out-dated and difficult to maintain.

Fleet maintenance staff did not meet with the tanker truck driver to verify fuel meter.

The fuel dispensers have not been calibrated; therefore the readings are not accurate which makes cross-checking the usage and purchase of fuel impossible.

Billing for fuel usage by fleet management depends on entries made on the clipboard sheets kept at each fuel dispenser and best guesses by office employees. County departments are charges for fuel they did not use because of inaccurate accountability. 118

Not all County vehicles are marked making it difficult to differentiate between County and private vehicles at the pumps.

The gate nearest the fuel dispensers is not locked until midnight when DOT swing shift leaves at which time a combination lock is used. The combination is known by the Sheriff Deputies past and present.

F10

An electric gate located in the rear of the yard is used after midnight and on weekends by the Sheriff Deputies. Their vehicles have remote gate openers which are permanently affixed to the visor of the patrol cars. However, to close the gate the drivers must get out of the car and use their key. This gate is frequently left open, including on weekends, exposing all DOT equipment to potential vandalism and theft.

F11

Fleet maintenance of County vehicles is performed in a two-bay garage, one bay of which is a hydraulic lift that cannot be used for many of the county vehicles, limiting the amount of repair work capable of being performed.

F12

Repair orders for County vehicle maintenance are manually written making it time- consuming to maintain a comprehensive maintenance record for all 600 plus County maintained vehicles.

F13

Management of the facility does not always conduct annual performance evaluations of all personnel.

Recommendations 11

R1

Gasoline cans should be stored in closed metal cabinets.
R2

The facility should be secure at all times. Place a video camera in the yard to video-tape the area day and night.
R3

Replace fuel dispensers and Gas Boy so the monitoring of fuel is computer maintained and can be audited.
R4

Replace software for Gas Boy and repair order maintenance records with updated computer programs.
R5

Monitor the amount of fuel placed in the storage tanks during delivery.
R6

The repair order process should be computerized
R7

All County vehicles should be marked with clearly visible I.D. numbers, except for those used in undercover law enforcement. 119
R8

Recode all currently used remotes and change gate pad locks.
R9

Replace or modify the electric gate so it will automatically close after it has been opened.
R10

Replace larger DOT hydraulic lift with the appropriate lift for maintaining the fleet vehicles.
R11

Annual performance evaluations should be completed. Responses Required for Findings

No Responses Found 2

Government entities assigned to respond to this report. No response documents have been linked in our database.

County of El Dorado Agency

El Dorado County Board of Supervisors Elected County Office