ࡱ> z` Fbjbj ;-r r r r T2 YYYvZ4Zl2 k0"\8\8\8\N\]R]^NPPPPPP$hTt `]"]``tr r 8\N\1T[c[c[c`jr 8\ N\N[c`N[c[c20 N\\ @{U+Yav.4ݖkWalW\W t^^r[c1_\_^^^ttbj^^^k````2 2 6D)zGd2 2 6zG2 2 2 r r r r r r   Commanding Officer 4000 Coast Guard Blvd United States Coast Guard Portsmouth, Va. 23703-2199 Integrated Support Command Staff Symbol: (f) Phone: (757) 483-8628 CG ISC PORTSVA INST 11240.1H 01 August 2006 INTEGRATED SUPPORT COMMAND PORTSMOUTH INSTRUCTION 11240.1H Subj: ISSUANCE AND USE OF GOVERNMENT VEHICLES Ref: (a) Motor Vehicle Manual, COMDTINST M11240.9B 1. PURPOSE. To establish policies for inspecting, maintaining, issuing, and operating government vehicles assigned to the Integrated Support Command Portsmouth (ISC) Motor Pool. 2. ACTION. All ISC Portsmouth Division Officers and Commanding Officers and Officers-in-Charge of commands that use vehicles assigned to the ISC Portsmouth Motor Pool shall comply with this instruction and ensure that their vehicle operators are aware of and comply with the provisions of this instruction. 3. DIRECTIVES AFFECTED. CG ISC PORTSVA INST 11240.1G is cancelled. 4. DISCUSSION. The ISC Portsmouth Motor Pool controls, maintains, and dispatches Government vehicles for use by ISC staff, tenant commands, and visiting cutters. The Motor Pool is committed to issuing all government vehicles in a clean and safe condition. This is achieved through routine safety inspections, strict compliance with preventive maintenance schedules, and timely corrective maintenance. Customer cooperation is essential. Customers must ensure that vehicles are held no longer than necessary, that any mechanical deficiencies and accidents are reported promptly, and that vehicle use data is properly recorded on the Motor Pool Trip Ticket, enclosure (1). Customers must also perform all required safety checks, use seat belts and drive defensively. Ultimately, a successful trip is a safe trip. The motor pool is managed through a web-based reservation system. Customers can access the reservation system via the ISC Web Site to enter a vehicle reservation request. The system provides a list of available vehicles for the customer to choose from. The Motor Pool Manager will review vehicle requests, and after approval will forward the customer a reservation confirmation number. 5. DUTIES AND RESPONSIBILITIES. The Logistic Branch Chief, ISC Portsmouth Comptroller Division, is designated as the Motor Pool Officer and shall manage all government vehicles assigned to ISC Portsmouth in accordance with reference (a) and this instruction. The Transportation Specialist, Logistic Branch, ISC Portsmouth Comptroller Division, is designated as the Motor Pool Manager and shall supervise the dispatch and use of all government vehicles assigned to ISC Portsmouth. The Motor Pool Manager may permanently assign a vehicle to a tenant command or ISC staff element if authorized vehicle use justifies such an assignment. The Motor Pool Manager shall: (1) Designate one or more members of the Logistics Branch to serve as dispatchers; (2) Administer all routine provisions of reference (a) and this instruction, and ensure a copy of this instruction is in the glove box of each government vehicle assigned to the ISC Portsmouth Motor Pool; (3) Inspect and maintain all government vehicles assigned to ISC Portsmouth; (4) Secure all vehicle keys when not in use in the key lock box in the Logistics Branch Shipping & Receiving Office in the Supply Building Warehouse, and that a key to that lock box is on the ISC OOD key set. c. The Motor Pool Dispatcher shall maintain the government vehicle dispatch log ensuring vehicles are prepared for dispatch, responding to reservation requests, ensuring the vehicles are safe to operate and clean, completing inspections before and after dispatch, and completing extensive weekly inspections when the dispatch exceeds one week. The Dispatcher shall deliver keys and trip record sheets to the OOD by 1600 each day when any vehicles are expected to be checked in or out after normal working hours. The Dispatch Log in the Motor Pool Vehicle Reservation System on the ISC Intranet provides dispatch control. d. The ISC OOD is the vehicle dispatcher after normal working hours. The OOD must ensure that returned vehicles are parked and locked in the designated spaces in the Command parking lot, and the keys and fuel cards are safeguarded until returned to the Motor Pool Manager on the next business day. The OOD shall inspect the vehicle before acceptance and except in an emergency, should not re-issue the vehicle until it has been inspected by the Dispatcher the next workday. In an emergency, the OOD has access the Logistics Branch Shipping & Receiving office in the Supply Building Warehouse and can dispatch additional vehicles to meet mission requirements. The ISC OOD also has read-only access to the electronic reservation list in the Motor Pool Vehicle Reservation system. This view of the motor pool database gives the OOD complete reservation information, including user point of contact information. The website link to the OOD view of the Motor Pool Reservation can be found in the ISC OOD instructions. e. The vehicle operator is responsible for the vehicles use and condition until the vehicle is returned and inspected. The operator will be subject to disciplinary action if the vehicle is used for personal business or if any other vehicle regulations are violated. The vehicle operator shall return the vehicle in a clean condition. The Dispatcher will direct the vehicle operator to clean the returned vehicle if it is deemed unacceptable. Enclosure (1), the Trip Ticket, lists the basic requirements for the vehicle operator. Vehicle operators shall comply with the direction in enclosure (2), and must always ensure that the health and safety of the drivers and all passengers are protected, equipment is safeguarded and the vehicle is used efficiently. f. All units will notify the ISC Motor Pool Manager when a vehicle is damaged while dispatched to their unit, and complete a Vehicle Operator Accident Report for submission to the Motor Pool Manager. The Motor Pool Manager will coordinate repair of the damaged vehicle with GSA as applicable. The ISC Portsmouth Comptroller will initially fund the cost of repairs and take action to charge the repair costs back to the responsible units OPTAR as appropriate. . Vehicle keys and credit cards will be returned to the Motor Pool Dispatcher at the end of trips during regular hours of operation, or to the ISC OOD after operating hours. Vehicle keys may also be returned to the drop box located outside of the ISC warehouse Shipping and Receiving office. A government vehicle lock box is maintained and secured in the Logistics Branch Shipping and Receiving Office in the Supply Building Warehouse. All vehicle dispatches will be completed from the Shipping and Receiving office. Smoking in government vehicles is prohibited. SAFETY. Any vehicle with a discrepancy that causes the vehicle to be unsafe shall be returned to the Motor Pool Dispatcher. Operators and passengers must wear a seat belt at all times when the vehicle is in motion. Failure to wear a seatbelt in a government vehicle violates the direction contained in Chapter 10-G-1 of the Coast Guard Safety and Environmental Health Manual, COMDTINST M5100.47. All vehicle operators must perform a vehicle safety inspection each time a vehicle is used. The inspection should be completed as outlined in enclosure (3). WORK-TO-HOME USE OF GOVERNMENT VEHICLES. Federal regulations strictly prohibit government vehicle use from work to home. PROCEDURES. a. Vehicles will be issued for authorized government business only and for those tasks for which the vehicle is designed. The Motor Pool Dispatcher may exchange an assigned vehicle to better match the vehicle to the intended task. Unless approved by the ISC Executive Officer, vehicles requested for MWR purposes will be dispatched only for Category A MWR activities such as transportation to or from intramural athletic events. The ISC Portsmouth Executive Officer may approve requests to use government vehicles for other MWR activities. b. Requests for vehicles will be made electronically using the Motor Pool Vehicle Reservation System on the ISC Intranet:  HYPERLINK "http://cgweb.lant.uscg.mil/iscportsmouth/default.htm" http://cgweb.lant.uscg.mil/iscportsmouth/default.htm. However, emergency requests may be made by calling the Motor Pool Manager at (757) 483-8507. Vehicles are dispatched to ISC Divisions, tenant commands and visiting vessels on a first come, first serve basis. Government vehicles can be reserved for a period of one week locally and two weeks for out of area trips. The ISC Motor Pool Manager will evaluate requests for periods of more than two weeks against mission requirements for approval. Vehicles may not be reserved for medical appointments; however, vehicles will be dispatched for medical appointments if available on the day of the appointment. 9. ENVIRONMENTAL ASPECTS AND IMPACTS CONSIDERATION. Environmental considerations were examined in the development of this instruction and have been satisfied. 10. FORMS/REPORTS. No forms or reports are required. Enclosures (1) and (3) may be reproduced locally. //S// T. R. CAHILL Encl: (1) ISC Portsmouth Motor Pool Trip Ticket (2) Rules and Regulations for Operators of Government Vehicles (3) Safety Inspection Check-off Dist: ISC Portsmouth List I, II and III ISC PORTSMOUTH MOTOR POOL TRIP TICKET TAG NO.UNIT:DRIVER:ENDING ODOMETER:TIME ISSUED:DATE ISSUED:DESTINATION:STARTING ODOMETER:DATE AND TIME VEHICLE MUST RETURN:PHONE NUMBER:MILES DRIVEN: DRIVER MUST INSPECT VEHICLE PRIOR TO LEAVING AND UPON RETURN OUTVEHICLE CHECK OFFINCleanliness Inside/OutMirrorsKnobs/HandlesTires/Wheel Covers/SpareJack/Lug WrenchLights/Turn SignalsWindshield WipersBrake Fluid LevelSeatbeltsCredit CardBody DamageFuel Level REMARKS: Smoking is not allowed in government vehicles. Drivers and passengers must wear seatbelts at all times. Failure to wear a seatbelt is punishable under Article 92 of the UCMJ. Vehicle must be filled with appropriate fuel. Fuel receipt must be filled out completely and must include mileage. Driver must inspect the vehicle prior to leaving the base and immediately upon returning using the above checklist. Government vehicles are for official use only. For emergency repairs call 1-888-622-6344. In the case of an accident call 1-800-325-2958 ext 54002. By signing below you acknowledge you are aware of the regulations for operating a government vehicle, and the contents of CG ISCPORTSVA INST 11240.1H including enclosure (3). Signatures Out Signatures In DRIVER: ______________________________ DRIVER: _________________________________ DISPATCHER: _________________________ DISPATCHER: ____________________________ TIME OUT: ____________________________ DATE/TIME IN: ____________________________ RULES AND REGULATIONS FOR OPERATORS OF GSA VEHICLES 1. The driver is entirely responsible for the use and care of the vehicle from the time the vehicle is checked out until it is returned. 2. The driver shall perform a safety check each time the vehicle is used. 3. Any permanently assigned vehicle or those dispatched for more than two weeks shall be returned to the Comptroller Division Logistics Branch Office for a weekly safety check. Drivers shall use the Motor Pool Trip Ticket to log vehicle trip information. 5. No one shall operate a government vehicle without a valid state drivers license. No one shall operate a government vehicle weighing more than 5-tons without a valid government drivers permit, Standard Form OF 346. 6. The driver shall remove the credit card and keys from the vehicle whenever parked. If the parking facility requires the key be left in the car, the operator shall remove the credit card. When parking on the street, windows shall be closed, and the doors locked. 7. Drivers must comply with all federal, state, local and GSA motor vehicle safety regulations and traffic laws and regulations. 8. Government vehicles are for official business only. 9. A seat belt shall be available for and used by each person riding in an automobile or cab of a truck. 10. Drivers are prohibited from picking up hitchhikers or giving rides to any unauthorized personnel. Personnel are prohibited from riding in the back of an open truck. Drivers are responsible for the cleanliness of the vehicle, inside and out. All vehicles shall be returned free of interior debris. If a vehicle is returned dirty, the Dispatcher will require that the vehicle be washed and vacuumed prior to acceptance. When drivers refuel government vehicles at self-service pumps, the specific fuel required for that vehicle (regular unleaded gasoline or natural gas) must be used. Diesel fuel will be used for 1-ton trucks and 5-ton trucks. Driver must refuel the vehicle if the fuel tank is less than full. Regular unleaded gasoline, natural gas, motor oil, anti-freeze, tire repairs, and battery service may be purchased on the vehicle credit card. Keep all receipts and turn them in to the Motor Pool Dispatcher. In extremely rare cases when there is no other option but to use cash, the driver shall keep all receipts, note mileage and notify the Motor Pool Dispatcher. To be reimbursed for purchases not made with the government credit card, the operator may be required to hand deliver receipts to the GSA Fleet Manager in Norfolk. Vehicles that are returned after working hours shall be parked in the designated parking area and properly secured. The keys, credit card, and trip ticket shall be turned in to the ISC OOD. The OOD or JOOD will return to the vehicle with the operator to ensure the vehicle is clean, is properly fueled, and is not damaged in any way. Any discrepancies will be noted on the trip ticket. The keys, credit card, and trip ticket will be returned to the Shipping and Receiving Office in the Supply Building Warehouse, and locked in the government vehicle key lock box. Vehicle keys may also be returned to the drop box located outside of the ISC warehouse Shipping and Receiving office. Any discrepancies discovered while driving the vehicle will be written on the trip ticket and reported to the Dispatcher when the vehicle is returned. 18. Vehicles are only allowed on the Piers for loading and unloading, and should not be left unattended while on the Piers. SAFETY INSPECTION CHECK-OFF DAILY: ( a. Head light, tail light, and signal light operation. ( b. Wiper operation. ( c. Horn operation. ( d. Tires, check inflation. ( e. Glass/mirrors condition. ( f. Brakes, operation. ( g. Fuel level. ( h. Cleaned of all trash and debris. 2. Weekly: ( a. Radiator coolant level. ( b. Battery, clean/liquid level. ( c. Brake master cylinder fluid level. ( d. Windshield wiper washer level. ( e. Engine oil level. ( f. Power steering fluid level. ( g. Automatic transmission fluid level.     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