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HomeMy WebLinkAbout2041RESOLUTION NO. 2041 WHEREAS, it is to the benefit of the citizens of Bremerton, City employees, City administration and the City Council to establish uniform City policy for the use of City vehicles; and WHEREAS, the Council of the City of Bremerton has requested the Mayor to establish a uniform policy which addresses bokh the general and specific uses cf the vehicles; and WHEREAS, the Council of the City of Bremerton desires to have approval authority for changes to the City's vehicle use policy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BREMERTON That the Council of the City of Bremerton endorses and approves the vehicle use policy established by the Mayor, a copy of which is attached as Exbibit "A" hereto; and BE IT FURTHER RESOLVED that the Council ask the Audit Committee to direct the City Auditor to perform regu!ar and periodic audits and report to Council on the effectiveness add the City's adherence to, the vehicle use policy; and BE IT FURTHER RESOLVED that no changes will be made to the Vehicle Use Policy without prior Council approval. PASSED by the City Council of the City of Bremerton this 19th day of September, 1984. BILL AMO E.L. STURDIVANT ROY T. MOSELY JIM ADRIAN CLYDE PACHEK ART ANDERSON PHIL DROUIN SPENCER HORNING RUSS JOHNSON MORRIE DAWKINS, Mayor ATTEST: KATHLEEN L. McCLUSKEY City Clerk ADMINISTRATIVE POLICY USE OF CITY VEHICLES 1. PURPOSE: The purpose of this memorandum is to establish a uniform City policy on the use of City vehicles. 2. RESPONSIBILITIES: A. The Mayor and department heads are responsible to insure implementation of this policy and to insure that records are established, maintained and provided to the Transportation Division as indicated in this policy memorandum. B. The Transportation Division is responsible for monitoring the implementation of this policy and to maintain driver, safety and usage records. All records will be summarized monthly and available for audit at all times. 3. GENERAL: A. Policy: City owned or leased vehicles are for use by authorized City employees and officials in the discharge of their responsibilities to the City. Vehicles will not be used in support of a private enterprise and vehicles will not be used for the personal convenience of the employee. Department heads are responsible to insure that each driver has a current valid Washington State Driver's License, appropriate heavy equipment certification, a satisfactory driving history as evidenced by a Department of Motor Vehicles records check and has attended a scheduled City sponsored Defensive Driving Course. B. Central Control: City vehicles used by General Ful~d departments will be under the equipment rental system. Department heads will take necessary action to request Council ~pproval for the transfer of vehicles not already under this fund. Departlnen~ heads will maintain, review and approve a daily use /og for each vehicle and will submit the log to the Transportation Division at the end of each month. Transportation Division/Support Services will compile, analyze and retain safety and usage logs and will report on a monthly basis to the Mayor any unusual or exceptional !nileage, fuel or maintenance per vehicle or department. The Mayor will approve department heads' daily use logs on a monthly basis and will review all exceptions for appropriate justi~icationo Fire Department apparatus, fire engines a~]d ladder trucks will not fail under the equipment rerltal system. Safety and usage logs will be maintained by the Fire Department. C. Purchase of Vehicle Fuel: All City departments will use City refueling facilities. (See IV-d3 for contingent authorization) D. Repair of Vehicle: For purposes of consolidated record management and preventive maintenance/safety management, repair of all City vehicles will be through the Transportation Division/Support Services. As long as the City maintains repair capability at the Municipal Garage, all cost effective repairs within the ability of the garage will be done by the City. Work beyond the capability of the Municipal Garage will be contracted out by the Transportation Division for the most favorable rate available within the constraints of time. The Transportation Division will maintain supporting records to justify all contract work. Repair logs and contract supporting records will be summarized quarterly and forwarded to appropriate department heads for review and approval, retention will be in the Transportation Division and include supporting documentation and evidence of departmental monitoring. Repair of fire peculiar equipment will be the responsiblity of the Fire Department. 4. VEHICLE USAGE: A. Daily Use: Daily use is defined as the use of a vehicle to conduct the official business of the City. The department head and/or the Mayor (as per III B above) will be held accountable for authorized daily use of vehicles assigned to their personnel. The allowable vehicle use for City business may include occasional convenience which is incidental to the performance of an employee's official duties. City vehicles may not. be used for personal business such as shopping or banking. In those situations where the department head has daily use requirements which are unique to the department, e.g., police requirement to transport and pick up prisoners outside the City, the department head will establish policies which provide controlled use, monitoring and documentation of usage and approvals. B. On-Call Authorization: The following individuals or departments are authorized to use City vehicles to commute. The principal justifications are the need for immediate response after hours in circumstances in which travel is require~ directly to the work site or scene of an accident/incident, when radio communication is needed. Executive: The Mayor is authorizd to commute. Police: The Police Chief or his designated standins, such as the Crime Scene officers, on-call Detective and the K-9 officers, are authorized to co~mnute. Wastewater Utility: The Superintendent or his designated standin, is authorized to co~nute. Water Utility: The Superintendent or his designated standin, the Forester (summer months), the "South Area" Foreman, or his designated standin and the on-call Utility Serviceman, are authorized to commute. Streets: The Superintendent or his designated standin, is authorized to commute. Communications: The on-call Electronic Technicians are allowed to commute. C. Other Authorizations: Other individuals may be ~uthorized to use a City vehicle to commute as approved by the City Council by Agenda Bill. D. Contingent Authorization: 1. With the prior approval of the department head, personnel attending out-of-town meetings that ?!~tail arriving home late in the evening or departure early in the mor!~ing are authorized to commute with a City vehicle. 2. In an unforeseen circmnstance when a City employee is required to work beyond the normal day and that the employee utilizes modes of transportation that I~re ~ot available at the later hour, i.e., ferry, bus, carpool, the department head can approve use of a City car. 3. with the department head approval, commercial credit cards and/or cash receipts may be used in evidence of refueling en route and away from the City cefueling facilities. Credit cards may be obtained from the Purchasing Agent as necessary. E. Restrictions: 1. Commuting is de£ined as travel by the shortest route between work and the regular residence of the employee. 2. The commuting distance shall not exceed five (5) miles from City limit boundaries. Any exceptions must have Council approval. 3. Water utility personnel authorized to commute shall not exceed five (5) miles from Water District boundaries. Any exceptions shall have the approval of the Mayor. 4. Transportation Division/Support Services, will maintain a current register' of all personnel authorized to use vehicles to co~nute, along with records concerning authorizations for temporary confuting approved by a department head. The register will include the garaging location of the vehicle. 5. In emergency situations and where transfer from the City vehicle is impractical, the authorized vehicle user may use the City vehicle for personal use provided that: a. Such use is truly exceptional; and b. The use is within the City or within five (5) miles of the shortest, commuting route; and c. Whenever possible the department head p~e-anthorizes the use; d. All emergency uses will be documented by a written report to the department head who will provide a copy to the Mayor. 5. PROFESSIONAL SER~ICES GROUP (PSG): City vehicles assi=~ned to Professional Services G~oup (PSG) are to be exempt from the "City Vehicle Use Policy." The letters "PSG" shall [~e included below the usual "City of Bremerton" insignia on the front door panels of all vehicles assigned to the Professional S~,~vices Group. A listing of all vehicles assigned to PSG shall h, f'u,-n[shed to the City Clerk and Transportation Divisiou by the Corltr ~ct Supervisor. 6. VEHICLE SAFETY: If, while operating a City owned vehicle~ o~ privately owned vehic].e in the performance of official duties, an employee is involved in an accident resulting in [>ersonal injury or property damage, he or she shall: a. Request that all parties and property concerned ??main at the scene of the accident, if possible~ until. a law =nforcement representative has released them; b. Refrain from any discussion of the accident with ~nye~ ether than the investigating law enforcement r-~[Dr~=.sentative, appropriate City officials and representatives of his of her own insruancc company if the e~nployee's privately ~vned vehicle is involved; c. Comp]<~te a "Damage to City Property" form for all ~cc~dents and submit to the Risk ~4anager within twenty-four (24) ;5'F AN~_i_;?t~i~_et_CjT!_Vb~?j=!C[,E iS LEFT UNATTENDED, IT WILL BE THE E~_!PjjOJf]_~'_~_~J_7][~I~ONS[BiLITY TO SECURE SAME. 7. ASSET VER£FfCAT[ON: Anuually, the City Clerk and Risk [4~nagI_,r w~l] ~ight inspect each vehicle and verify location and condition of the vehicle and completeness of maintenance and usag!~ logs, pt-eliminary t,o the insurance cycle. Exceptions will be= TM Foperred to the Mayor and the City Council.