Policy 05.09 Use of City Vehicles and Equipment
POLICY TITLE: | Use of City Vehicles and Equipment |
POLICY NUMBER: | 05.09 |
VERSION: | 2.0 |
REVISED DATE: | January 04, 2018 |
REVIEWED DATE: | March 13, 2018 |
APPROVAL DATE: | March 22, 2018 |
EFFECTIVE DATE: | April 2, 2018 |
NUMBER OF PAGES: | 4 |
A. OVERVIEW
1. Description and Purpose The purpose of this policy is to care for, maintain, and prevent misuse and abuse of all City of Saint Paul (City) owned vehicles and equipment.
2. Applicability This policy applies employees, contractors, consultants of the City or anyone using a vehicle or equipment of the City.
3. Failure to Comply City employees’ failure to comply with this policy may result in disciplinary action in accordance with any and all disciplinary policies of the City.
B. POLICY AND PROCEDURE
1. Valid Alaska Driver’s License
a. Any driver of a City-owned vehicle or equipment must have a current, valid Alaska driver’s license appropriate for the type of vehicle which he is required to operate. The following conditions apply:
i. An employee whose primary responsibility is to operate a City vehicle or equipment must maintain a current valid Alaska driver’s license and commercial driver’s license where required.
ii. If such license becomes invalid, suspended or revoked during an individual’s employment with the City, the employee will not be allowed to operate a City vehicle or equipment.
iii. An employee must report to his immediate supervisor if his license has been revoked, suspended or becomes invalid.
iv. An employee whose license has been revoked, suspended or declared invalid may be reassigned to other non-driving duties and his pay adjusted commensurate with the level of job responsibility to which he is reassigned. Reassignment is not ensured.
2. Vehicle Assignment
a. Department Directors shall assign equipment, vehicles, and or/property to City personnel. Upon such assignment, the user will be charged with its responsible use and maintenance; failure to do so is grounds for disciplinary action. Assignment shall not be transferable unless authorized by the Department Director.
3. Nonsmoking Vehicles and Equipment
a. All City vehicles and equipment shall be nonsmoking.
4. Prohibition of City Vehicles Use for Personal Reasons
a. At no time shall any City vehicle be used for personal reasons, unless such use is approved in a specific employment agreement, except when it is used in transit to and/or from work, and such use must be pre-authorized by the City Manager and Department Director.
b. At no time shall any City vehicle be used for transporting family members, friends, and/or unauthorized persons, unless such use is approved in a specific employment agreement, with the exception of Department of Public Safety vehicles and equipment when transporting prisoners, subjects, patients, or in community parades.
c. If personal use of a City vehicle or equipment, is granted, the permanent full-time employee using the vehicle or equipment shall be responsible for a portion of the gasoline/diesel consumed or may be charged on a monthly rental fee to offset personal use costs.
5. Vehicle Care and Maintenance
a. City employees, contractors, consultants shall exercise care in the operation of City vehicles and equipment at all times. Vehicles and equipment shall be maintained in a clean and operable manner. The improper, careless, negligent, destructive, or unsafe operation of a City vehicle or equipment will result in immediate disciplinary action.
b. City employees shall complete an internal work order with the Public Works Department for any and all vehicle or equipment conditions that require service, repair, or maintenance.
c. At no time shall a City vehicle or equipment be driven off-road with the exception of Department of Public Safety vehicles and equipment upon approval of the Director of Public Safety.
d. All City employees assigned to a vehicle or equipment shall clean the inside of the vehicle at least once a month and clean the outside of the vehicle at least once a week, weather permitting.
e. All City vehicles or equipment shall receive a routine maintenance check and service as per manufactures guidelines/recommendation, or every three (3) months.
6. Driving Under the Influence
a. Driving or operating any City vehicle or equipment while under the influence of alcohol, marijuana, or illegal drugs shall result in an immediate disciplinary action.
b. Employees using prescriptive medications or over the counter drugs are required to immediately notify their immediate supervisors if the medications may affect their safe and efficient operation of vehicles and equipment. Supervisors will make a temporary reassignment of their duties to ensure a safe workplace environment.
7. Accident and Damage Reporting
a. All accidents (no matter how minor) involving City vehicles and/or equipment shall be reported immediately to the employee’s immediate supervisor, the City Safety Officer, and the Department of Public Safety Department.
b. The employee involved in the accident shall immediately complete an Accident Report Form and turn into his immediate supervisor.
c. The employee involved in the accident shall submit to a portable breath test (PBT) and urine analysis (UA) within two (2) hours of the accident occurring.
d. Failure to report damage to any City vehicle or another’s property, bodily injury to others, or any other accident caused during operation of a City vehicle or equipment is grounds for immediate disciplinary action.
e. All incidents involving damage to City vehicles or equipment shall be reviewed by the City Manager and Department of Public Safety to determine cause, responsibility, and whether the accident or damage was preventable by the employee(s) involved. The Director of Public Safety will make information available to the City Manager and the Department Director, who may make recommendations regarding disciplinary action or payment for damages as deemed appropriate. The Director of Public Safety and the City Manager may also recommend training or remedial action necessary to help prevent similar future incidents.
f. Payment for damages resulting from the operation of a City vehicle or equipment, or damages to a City vehicle or equipment if operated in violation of this Policy or applicable laws in force will be charged to the City employee responsible for use of the vehicle or equipment, subject to the final decision of the City Manager.
8. Rental Agreements for City Owned Vehicles and Equipment
a. The City may rent its vehicles and equipment under a formal rental agreement.
b. Any person, agency, business, and/or organization renting a City vehicle or equipment must complete, agree to, and adhere to the terms and conditions of this Policy and complete a Vehicle and Equipment Rental Agreement.
C. FORM(S)
1. Accident Report Form.
2. Vehicle and Equipment Rental Agreement.
D. REFERENCE(S)
1. None.
E. DEFINITION(S)
1. Vehicle or Equipment - Any vehicle or equipment, including but not limited to: cars, trucks, 4-wheelers, 3-wheelers, motorcycles, loaders, graders, etc., that is owned, operated, or rented by the City.
F. POLICY HISTORY
1. This policy replaces Section 11.03.07 in the City Code of Ordinances (CCO) and the document titled “City of Saint Paul Vehicle Safety Policy.