(A) Employees are prohibited from using and loaning city vehicles, materials, tools, equipment, and labor for personal or private use, regardless of whether it is during work or non-work time.
(B) Employees may not expend labor during scheduled work hours for work not related to city business. This prohibits any employee from performing private work for himself or herself, another employee, or a non-employee.
(C) Any city employee required to operate a city vehicle in the course of his or her employment shall be subject to the following conditions and restrictions:
(1) Annual record checks at the Bureau of Motor Vehicles;
(2) Use of seat belts by all occupants; and
(3) Reassignment or other appropriate personnel action in the event of license revocation, suspension, or arrest for a DUI.
(D) (1) Employees who are required to operate city vehicles during the course of his or her employment must immediately report any condition that adversely affects his or her ability to operate such vehicle(s) and/or equipment;
(2) Must be able to meet insurability standards/requirements of the city’s liability insurance provider; and
(3) Must maintain a valid driver’s license and provide a photocopy of the same to the Clerk-Treasurer upon initial hire, and thereafter within five days of license renewal, exclusive of temporary license permits.
(E) In addition, employees must use assigned city vehicles, when available, for the purpose(s) authorized. Reimbursement for necessary emergency road service and repairs, parking, and highway-related tolls require appropriate receipts for reimbursement.
(F) Employees will not operate any city vehicle or personal vehicle during working hours in such a manner so as to cause public criticism or create a nuisance.
(G) In the event of an accident, employees must do the following:
(1) Assist any injured party if possible and call 911;
(2) Do not move any vehicles unless instructed to do so by proper police authority;
(3) Write down all pertinent facts, such as the other driver’s name; address; telephone number; license plate number; driver’s license number; Social Security number; name of city’s insurance policy; and number, name, address, and telephone number of any injured party or witness;
(4) Employees should not admit any fault or make any oral or written statements, but give their name, address, telephone number, and the like, as required;
(5) Notify the supervisor and submit a written report as soon as possible; and
(6) Supervisors must report all accidents to the Director of Human Resources.
(H) Employees assigned a city vehicle for duty-to-domicile travel are subject to Internal Revenue Service rulings regarding such usage. The use of such a vehicle for commuting is considered by the IRS to be a taxable benefit. A value must be established and the total annual amount reported to the IRS on each employee’s W-2 form.
(I) Prior to a non-city employee riding in a city vehicle, it must be authorized by the department head.
(J) The city will require mileage log books in all city vehicles. Employees may be required to log mileage and purpose of the trip, as well as any authorized passenger.
(K) Any vehicle owned by the city and used by an employee will display a city decal, except those vehicles designated by the Board of Public Works and Safety.
(L) Any employee driving a city vehicle who receives a traffic or parking citation shall immediately notify his or her supervisor.
(M) Standard operating procedures of the Police and Fire Departments supersede this section.
(N) Prior to a non-city employee riding in the city vehicle, it must be authorized by the department head.
(O) Employees shall refrain from operating handheld cellular telephones or any other device that may cause vehicle operator distraction while operating a city vehicle. Employees shall make every attempt to properly park their vehicle or use a hands-free device when using such equipment.