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HomeMy WebLinkAbout2285 RESOLUTION NO. 2295 ADOPTING a Vehicle Use Policy and Repealing Resolution #2041. WHEREAS, it is to the benefit of the citizens of Bremerton, City employees, City administration and the City Council to establish a 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 both the general and specific uses of 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 Exhibit "A" hereto; and BE IT FURTHER RESOLVED that the Council ask the Audit Committee to direct the City Auditor to perform periodic audits and report to Council on the effectiveness of, and 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 24 day of January , 1990. LYNN HORTON, President City Council APPROVED this 30 day of January, 1990. LOUIS MENTOR, Mayor ATTEST: KATHLEEN L. McCLUSKEY, City Clerk CITY OF BREMERTON ADMINISTRATIVE POLICIES AND PROCEDURES SUBJECT: FILE UNDER SECTION: NO. VEHICLE USE POLICY PERSONNEL 3-7 EFFECTIVE DATE: APPROVED BY: JANUARY 24, 1990 RESOLUTION #2285 1. PURPOSE:. The purpose is to establish a uniform policy on the use of City vehicles. 2. RESPONSIBILITIES: A. The Mayor and department heads are responsible to insure implementation of this policy. B. Department heads are 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. Purchase of Vehicle Fuel: All City departments will use City refueling facilities or keycards as authorized. C. Repair of Vehicle: For purposes of consolidated record management and preventive maintenance/safety management, repair of all City vehicles will be through the Transportation Department. As long as the City maintains repair capability at the Municipal Garage, all cost effective repair within the ability of the garage will be done by the City. Work beyond the capability of the Municipal Garage will be contracted out for the most favorable rate available within the constraints of time. The Transportation Department will maintain supporting records to justify all contract work. Repair logs will be retained by the Transportation Department. Repair of fire and utility peculiar equipment will be the responsibility of the Fire Department and Utility respectively. VEHICLE USE POLICY 3-7 Page 2 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 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 required directly to the work site or scene of an accident/incident, when radio communication is needed. Executive: The Mayor. Police: The Police Chief or his designee. Utility: The Director, or his designee, Assistant Director, the Forestry Supervisor, and the on-call Utility Service. Streets: The Street Superintendent or his designee. Animal Control: Officer on-call for the purpose of responding to emergency call-outs. Communications: The on-call Electronic Technicians. Fire: The Fire Chief, Deputy Chiefs, and Fire Marshall. C. Other Authorizations: Other individuals may be authorized to use a City vehicle to commute for periods of time not to exceed sixty (60) days as approved by the Mayor in writing. D. Contingent Authorization: 1. With the prior approval of the department head, personnel attending out-of-town meetings that entail arriving home late in the evening or departure early in the morning are authorized to commute with a City vehicle. VEHICLE USE POLICY 3-7 Page 3 2. In an unforeseen circumstance when a City employee is required to work beyond the normal day and that the employee utilizes modes of transportation that are not 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 in route and away from the City refueling facilities. Credit cards may be obtained from the Purchasing Agent as necessary. E. Restrictions: 1. Commuting is defined 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 the Mayor's approval. 3. Water utility personnel authorized to commute shall not exceed five (5) miles from Water Utility Service area. Any exceptions shall have the approval of the Mayor. 5. VEHICLE SAFETY: If, while operating a City owned vehicle or privately owned vehicle in the performance of official duties, an employee is involved in an accident resulting in personal injury or property damage, he or she shall: A. Request that all parties and property concerned remain at the scene of the accident, if possible, until a law enforcement representative has released them; B. Refrain from any discussion of the accident with anyone other than the investigating law enforcement representative, appropriate City officials and representatives of his or her own insurance company if the employee's privately owned vehicle is involved. C. Complete a "Damage to City Property" form for all accidents and submit to the Risk manager within twenty-four (24) hours. 6. ASSET VERIFICATION: Annually, the Department Head will sight inspect each vehicle and verify location and condition of the vehicle preliminary to the insurance cycle. Exceptions will be reported to the Mayor.