HomeMy WebLinkAboutFLEET POLICY
City of Iowa City
Fleet Policy
Equipment Division
September 2015
FLEET POLICY 2
TABLE of CONTENTS
Purpose………………………..………….…………….…...…..……………Page 3
Contacts…………………………………………………………………..…..Page 3
Authorized Operators………………………………..…………………..……Page 4
Authorized Passengers….………………………………………………..…...Page 6
General Fleet Policy……………………………………………………..……Page 7
Motor Pool – In Town Business……………………….………………..…….Page 9
Motor Pool – Out of Town Business…………………………...………..……Page 9
Operator / Division Responsibilities…….....………..………………….…...Page 10
Equipment Division Responsibilities……………..……………......…….….Page 11
Incidents / Accidents……......…………………………………………...…..Page 12
FMCSA CDL Program Post-Accident Report………………………………Page 13
FLEET POLICY 3
FLEET POLICY
Purpose
The City’s fleet is PUBLIC PROPERTY. It is provided to help serve, maintain, protect and
improve the community and citizens of Iowa City. This document is designed to provide a
written policy for the safe, efficient and uniform operation, administration and management of
the City’s fleet and equipment.
Contacts
General Equipment Shop: 356-5195
Equipment Shop Supervisor: 356-5193; 319-631-5480 (cell)
Equipment Superintendent: 356-5197; 319-430-0052 (cell)
Equipment Shop Hours are 7:00 a.m. – 11:00 p.m., Monday – Friday
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Authorized Operators
Only City employees or businesses authorized by the City of Iowa City may operate
City owned vehicles/equipment. Authorization is to be granted by
Department/Division heads or their designee.
City employees may operate City owned vehicles/equipment with the following
restrictions defined by the City of Iowa City Personnel Policies handbook, 1/2005 ,
pages 4 - 5.
SECTION 6 EMPLOYEE RELATIONS AND CONDUCT
c. Licenses and Certifications/Notice Requirements/Insurability
No City employee may operate a city vehicle without proper licensing. Any
individual who operates a city vehicle on the public right -of-way without a
valid license appropriate to the vehicle being driven will be subject to
disciplinary action up to and including discharge.
Certain positions within the City require the possession and maintenance of a
specific license or certification. If a position has such a requirement, it will be
listed in the job announcement when the job is posted. If the requirement
changes while an employee is in a position, the employee will receive notice of
such change and will be given a reasonable amount of time to comply with the
requirement. If an employee loses a license required for the position he/she
holds and is unable to perform thei r work duties, the employee may be subject
to discharge for failure to meet the minimum job requirements.
1. Commercial Driver’s License (CDL)
Employees required to possess and maintain a valid Commercial’s
Driver’s License must meet the notifications requirements established by
the Federal Commercial Motor Vehicles Safety Act of 1986.
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Under this act an individual with a CDL must:
a) Notify the Personnel Office within 30 days of a conviction for any
traffic violation, except parking (this includes pleading guilty and
paying a fine). This is true no matter what type of vehicle the
individual was driving at the time of the infraction or if the infraction
occurred off duty. Such notice may be provided by (1) telling t he
Division Head or Asst. Division Head who will notify Personnel or
(2) notifying Personnel directly.
b) Notify his/her supervisor if his/her license is suspended, revoked or
cancelled, or if the employee is disqualified from driving. Such notice
must be made at the beginning of the first work day following
knowledge of the suspension, revocation or cancellation. Employees
must provide such notice to their immediate supervisor (or in his/her
absence to the individual acting in that capacity).
2. Maintaining a Valid License
Employees required to possess and maintain a valid Iowa driver’s
license, chauffeur’s license or CDL are responsible for checking the
expiration date and renewing their license prior to the expiration date. If
an employee’s license is suspended, revoked or cancelled, it is the
employee’s responsibility to notify his/her supervisor at the beginning of
the first work day after receiving notice of the action. Employees are
prohibited from driving any City vehicle without the appropriate vali d
license.
The City routinely runs driver’s license checks on employees who must
have a license as a job requirement, as well as employees who drive City
vehicles in the course of their employment. An employee who has a
license that is current at the time of the license check, but whose record
shows it was suspended, revoked or cancelled in the period of time since
the last check, is subject to disciplinary action if he/she drove a City
vehicle during that time and/or failed to notify their supervisor of the
suspension, revocation or cancellation. Employees who are required to
have a valid license will be subject to disciplinary action if they allow
their license to expire and are unable to perform their work duties.
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3. Insurability
Employees required to possess and maintain a valid driver’s
license must also remain insurable under the City’s liability insurance.
Failure to remain insurable due to excessive or serious violations will
subject an employee to disciplinary action up to and including discharge.
A work permit does not meet the City’s requirement for a valid license.
In no event will the City install an ignition interlock device on any City
vehicle to meet the requirements of a work permit.
Authorized Passengers
To the greatest extent possible, passengers riding in City vehicles should be City
employees and / or persons participating in City business. Exceptions for uncommon
circumstances may be made by the Division head or their designee.
Use of City owned vehicles to car pool with othe r government agency personnel or
business associates to attend out of town conferences, workshops or meetings may be
allowed. Authorization is to be granted by the Dep artment head or their designee.
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General Fleet Policy
THE CITY’S FLEET/EQUIPMENT (ALL CITY RESOURCES) IS SOLELY
DEDICATED TO SERVING THE PUBLIC. NEITHER THE FLEET NOR ANY
OTHER CITY ASSET SHALL BE USED FOR A PURPOSE OTHER THAN
OFFICIAL CITY BUSINESS.
Seat Belt use is mandatory for all occupants in the vehicle (State Law).
No Smoking in City vehicles/equipment. (State Law)
Operation of City vehicles/equipment while impaired by alcohol or non-prescription
drugs is prohibited.
Texting while operating City vehicles/equipment is prohibited.
All City employees may NOT use cellular telephones (including hands free devices)
while operating a CDL required vehicle unless the vehicle is parked and not in gear.
Cell phone use is discouraged while operating non CDL required City
vehicles/equipment.
An incident/accident report, vehicle registration and certificate of insurance card are to
be in the glove box.
The Personnel Division checks City Staff motor vehicle records on a semi -annual
basis.
Any and all additions to the City fleet (new or otherwise) must be approved by the
City Manager and budgeted by the user division.
NO EXCEPTIONS.
Any and all requests for vehicle/equipment modifications must be approved in writing
by the user Division’s Superintendent and Department Head. Safety related requests
also require the approval of the Safety Specialist.
No unauthorized bumper stickers, decals, etc. are to be displayed on or in any City
owned vehicles/equipment.
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Decisions regarding when and with what type or model of vehicle/equipment is
replaced is the sole responsibility of the Equipment Superintendent. General
guidelines are:
Automobiles – 7 years/70,000 miles
Pickup Trucks – 8 years/70,000 miles
Dump Trucks – 10 years/75,000 miles
Refuse/Recycle Trucks – 8 years/70,000 miles
End Loaders/Backhoes – 8 years
Other Equipment – Case by case basis
All vehicle/equipment repairs must be approved and scheduled by the EQUIPMENT
SHOP SUPERVISOR ONLY.
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Motor Pool
In Town Business
The City maintains a pool of compact cars for in town business. Motor Pool vehicles are
parked at City Hall. These vehicles are provided for in town, short trips. Motor Pool
vehicles are dispatched and returned using a co mputer terminal at a designated location
within City Hall.
Proper check-out and prompt/accurate check-in is required to assure availability of
vehicles as needed. (For assistance, call the Equipment Division at ext. 5195).
Vehicles should be filled with fu el when the gas gauge drops below a half tank. The
fuel site is located at 520 McCollister Blvd.
Report any problems with a vehicle to the Equipment Shop at ext. 5195.
Out of Town Business
The City maintains two mid -size sedans for out of town business trips. These cars are
parked at the Equipment Shop, 1200 S. Riverside Drive. Out of town vehicles are
dispatched and returned using a computer terminal located in the Equipment Shop.
Vehicles must be reserved using Microsoft Outlook Pool Car Calendar.
(For assistance, contact the Equipment Shop at ext. 5197 or ext. 5193).
Proper check-out and prompt/accurate check-in is required.
Vehicle must be filled with fuel upon return.
All receipts for fuel purchased while out of town must be turned in to the Equipment
Division upon return. The Equipment Superintendent will give the user Division the
proper account numbers to use for this expense. (Fuel costs are included in the pool
mileage rate.)
Report any problems with the vehicle to the Equipment Shop Supervisor.
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Operator/Division Responsibilities
A City vehicle operator is to adhere to careful driving practices and observe traffic
laws and regulations at all times. The operator is personally liable and responsible for
paying any traffic and parking citations received.
The vehicle operator is responsible for CLEANLINESS (both inside and out),
fueling, tire pressure, oil level and proper operation of the vehicle/equipment.
All repair requests or problems are to be reported to the Equipment Shop Supervisor at
ext. 5193, the Equipment Shop at ext. 5195 or by completing a Vehicle Defect form
(available from your Supervisor or at the Equipment Shop).
The Equipment Division notifies a Division several days in advance of a scheduled
P.M. service. It is the responsibility of the Division to deliver the vehicle/equipment
to the shop at the appointed time/day, or call in advance to reschedule the service.
Fueling of City Vehicles is accomplished by using a computerized fuel key assigned
to a specific vehicle/equipment.
o Accurate odometer or hour entry is required (DO NOT enter tenths).
o If an attempt to get fuel is unsuccessful, do not try more than three times.
Report the problem immediately to Equipment Division st aff (7:00 a.m. – 11:00
p.m.). After hours, you may use the miscellaneous fuel key assigned to your
division.
The purchase of tool boxes, pickup toppers, light bars, shelving, mower decks, mower
blades and any other accessories are the responsibility of the user division. All
vehicle accessories must be approved by and installation coordinated with the
Equipment Division.
All vehicle modifications must be approved by the Equipment Superintendent and the
appropriate Division Head.
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Equipment Division Responsibilities
Purchase, maintain and dispose of all City owned vehicles/equipment with an asset
value greater than $5,000.00.
Maintain City owned vehicles/equipment in safe and good mechanical operating
condition.
Maintain fueling sites and associated components.
All vehicles/equipment in the City fleet (with an asset value greater than $5,000.00)
are owned by the Equipment Division. Units are leased to user divisions, generally
incurring two charges per month (except Police, Fire, federally funded and non-
motorized). All vehicles in the City fleet are maintained by the Equipment Division.
a) Replacement Charge: This is billed monthly and is estimated based on the
initial asset cost, expected life, expected salvage value and inflation. These
funds are maintained in a separate account and used to replace
vehicles/equipment only.
b) Operational Charge: This is billed monthly and is based on actual usage in
miles, hours or a flat monthly fee. Rates are set up by actual operating costs
averaged by a class or group of similar vehicles/equipment. Billed operational
costs cover all maintenance, repairs and fuel. Repairs arising from accidents,
misuse/abuse or operator error are not covered by these charges, and will be
billed directly to the assigned user Division.
Distribute monthly divisional charges reports.
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Incidents / Accidents
All incidents and accidents resulting in any vehicle damage must be reported
immediately to the operator’s supervisor and the Equipment Shop Supervisor at ext.
5193. Proper documentation (incident report at minimum) must be completed and
forwarded to Risk Management, Safety and the Equipment Division. An
Incident/Accident Report is located in the glove box or available from your
supervisor, the City intranet or the Equipment Division.
Property damage caused by City vehicle/equipment to other City vehicle/equipment
requires a completed City Incident/Accident Report (at minimum).
Property damage caused by City vehicle/equipment to private vehicle/equipment
requires a City Incident/Accident Report (at minimum), AND a Law Enforcement
Report.
At the scene:
1. Safely check to see if there are any injuries.
2. Notify your supervisor and law enforcement immediately.
3. Incident/Accident Report, vehicle registration and
insurance card are in the glove box.
4. Only discuss fault or liability with law enforcement
officials, not with others at the scene.
5. Call Human Resources and follow the guidance document located in
the glove box titled “FMCSA CDL Program Post-Accident Report” to
determine requirements if a vehicle requiring a CDL license is
involved.
References are:
City of Iowa City Substance Abuse Policy:
Section 6.4 Post accident testing
City of Iowa City CDL Policy:
Section 5.1-e Post accident use.
Section 6.2 Post accident testing.
City of Iowa City Substance Abuse Policy
Section 6.4 Post accident testing.
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