The following information (updated on October 23, 2018) can be found in the glove compartment of every motor pool vehicle. Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies. Use of motor pool vehicles is a privilege that can be revoked.

Use Authorization

Only authorized City of Norfolk employee may operate a motor pool vehicle. The vehicle will be used only for City of Norfolk business. No one, other than City of Norfolk employee on business or course work, may ride in City of Norfolk vehicles, unless special paperwork is submitted in advance.  Furthermore, the City of Norfolk employee should have taken the Employee Motor Vehicle Operator Safety Training course.

Vehicles are not to be used for towing. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the requester's department (or organization) and/or employee.

Smoking, eating, or drinking is strictly prohibited in all motor pool vehicles.

Requirements of Operator

All drivers of motor pool vehicles must possess a valid U.S. driver's license. (with fewer than 6 points on their record.)  For insurance purposes, the Motor Pool office, must have on file a list of all persons who will be operating motor pool vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth.

Responsibilities of Operator

The operator of the vehicle has, but is not limited to, the following responsibilities:

• Safe operation and security of the vehicle until it has been returned to the Motor Pool.
• Strict adherence to all traffic and parking laws & practice of road courtesy always. YOU are responsible for all traffic and parking violations. Any citations received by the Motor Pool office shall be forwarded to the department (or organization) that reserved the vehicle. Speeding in a motor pool vehicle will result in a 90-day suspension of driving privileges.
• Safety belts are to be worn by all occupants of the vehicle always while the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
• Do not abuse this vehicle! Vehicle damage resulting from abuse is subject to payment by the driver's department (or organization) and/or employee.
• If it is determined that the driver of a vehicle is at fault in an accident, the department (or organization) or employee will be required to pay all costs not covered by the City of Norfolk insurance policies.
• No large expenses (over $50) are to be incurred without prior approval of the Motor Pool (garage personnel). If repairs are authorized, all parts and/or tires removed from the vehicle must be returned to the Motor Pool.
• Drivers are required to report any and all mechanical defects noted before using the vehicle and upon return of the vehicle. A Mechanical's Defect form, found in the glove compartment, should be used.  Any damage noted by the employee and/or any accident should be reported immediately after the rental or accident to:  Fleet Management c/o Paul Drohan @ 757.441.5711.

Cancellations

Reservations must be cancelled at least 24 hours in advance or a cancellation fee of $25 will be assessed to the requester's account. Cancellations must be made via the Motor Pool web site or by phone. The motor pool staff may cancel vehicles not picked up within 4 hours of the scheduled reservation time.

Picking Up Vehicles

Keys can be picked up 24-hours a day from the automated KeyLocker system located at the Norfolk City Hall lobby.

Returning Vehicles

Returning vehicles late without notifying the motor pool staff may result in revocation of motor pool privileges. Contact the motor pool office @ telephone # 757-441-5700 (Monday – Friday, 7:30 am – 4:00 pm), if risk of returning the vehicle on time is imminent.

The returned vehicle should be free of trash or excessive debris. Vehicle should be returned clean (inside & out) and should be fueled up.

Please make sure vehicle is locked up, all lights are turned off, and all windows rolled up.  

Return keys to the automated KeyLocker system located at the Norfolk City Hall lobby.   

Road Repairs

Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, the Motor Pool should be contacted for assistance. While the Motor Pool strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. The Motor Pool will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience. However, the Motor Pool shall not be liable for any costs incurred by the travelers, other than the actual cost to repair the vehicle. This specifically excludes room and board.

If a motor pool vehicle has a mechanical breakdown or flat tire, while on the road, please use the following procedure:    Please call the Service Desk @ (757) 441-5702 or (757) 441-5703, or (757) 441-5712 

Accident Reporting

In the event of a vehicular accident, the driver will stop at once, give reasonable first aid to those injured, and will call the police. All information related to the accident and all drivers involved will be written down at the scene. All accidents, no matter how minor, will be reported as soon as possible to the Motor Pool office. An Accident Report must be completed. Accident Report forms are available at the Motor Pool office.

• When conditions and/or regulations permit, move to the shoulder or side of the roadway to prevent further damage or hazards. If conditions or regulations do not permit moving the vehicle, contact the local authorities (Police Dept.) immediately.
• You must contact the local authorities (Police Dept.) and complete an accident report. The accident report should be turned in to Fleet Management within 24 hours.  Advise authorities if medical assistance is needed.
• Obtain the names, addresses, contact information of witnesses.
• Report accident to Motor Pool office as soon as possible.  Service Office telephone numbers:  (757) 441-5702 or (757) 441-5703, or (757) 441-5712 
• You may leave a voicemail after normal business hours.  

Insurance

All City of Norfolk Motor Pool vehicles are insured under an insurance policy. This insurance covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle.

Injuries to City of Norfolk employees are covered by Worker's Compensation insurance.

The driver is personally responsible for all costs or damages for personal, illegal, or unauthorized use of the City of Norfolk Motor Pool vehicles.