The Administrator is hereby authorized to promulgate and distribute copies of the following Policy and Procedure in regard to the operation of City vehicles.
POLICY/PROCEDURE - VEHICLE OPERATION
Background - The operation of vehicles is an integral and essential activity in the conduct of the City's business. Each employee's and division's productivity is affected by the way the vehicles are operated. Vehicular accidents can be the most costly losses considering personal injury, property damage, lost time and liability suits.
POLICY
The safe operation of vehicles and other related activities is the responsibility of each individual entrusted with equipment. Each department shall establish work rules appropriate for its operations. Each department shall maintain records that assure that equipment is properly maintained and that all operators are eligible to drive. The City Administrator or his designee shall maintain records of injuries and losses from accidental or related occurrences. The City Administrator or his designee shall recommend to the department directors personnel actions or operation methods to reduce losses. Exceptions to this policy must be approved by the City Administrator or his designee and the respective department director.
PROCEDURES
A) Qualifications for Driving on City Business
1. Any full or part-time employee operating a vehicle on City business must meet the following requirements.
a) Must be at least eighteen (18) years old.
b) Must have current, valid Ohio driver's license with proper endorsements. A copy of the license must be on file in the employee's personnel file.
c) Must notify his or her department director of any non- parking traffic violation within ten (10) days of conviction. Failure to do so may be cause for immediate dismissal.
d) In the event that Ohio driver's license rules, classifications or endorsements change, must take those steps necessary to obtain the appropriate endorsements.
e) Must be familiar with operation of equipment to be operated.
f) Within prior thirty-six (36) months, must have no more than six (6) moving violation points or conviction of any of the following: DUI, PAC, hit and run, vehicular homicide or other major violation.
g) Must be eligible for coverage under the City's vehicle insurance carrier.
h) In case of a vehicular accident directly attributable to a physical impairment, an employee may be required to submit to a physical examination. A physician's report regarding determination of fitness to operate a vehicle on City business shall be reviewed by the City Administrator or his designee for purposes of continuing driving privileges.
Failure to maintain these requirements shall mean loss of driving privileges for activities of City business. Lack of driving privileges may be cause for reassignment, demotion or dismissal. An employee's failure to provide proof of a current valid Ohio driver's license, with proper endorsements, to the department director may be grounds for disciplinary action. Each department director is responsible for maintaining the above information on file.
2. The City Administrator or his designee shall obtain the driving record for all employees with driving privileges. These reports shall be reviewed at the discretion of the City Administrator or his designee.
3. City employees must attend and successfully complete training sessions as determined appropriate and necessary by their department director.
B) Prospective and New Employees
1. Prospective employees must have a history of safe operation of vehicles and meet the requirements of Section A. Driving history may be cause for elimination from consideration for employment or promotion.
2. The City Administrator or his designee shall request an MVR for prospective employees and shall advise the appointing authority of the prospective employee's status.
3. During the employee's probationary period (or first six (6) months if there is no probationary period), the employee's supervisor shall observe the employee's driving habits on each type of vehicle the employee operates. The employee's driving record may be grounds for disciplinary action, including dismissal.
C) Operation of City Vehicles
1. Drivers must inspect the vehicle prior to operation. Defects in any components must be noted and reported to the employee's supervisor prior to use. Otherwise, damage could be attributed to the driver using the vehicle when the damage is discovered.
2. If the vehicle is believed to be unsafe, the employee shall report it to the supervisor who shall determine how to proceed.
3. Seat belts where provided must be worn by all vehicle occupants. Passengers may ride only where the vehicle is designed to carry passengers.
4. Only those with official business may be passengers in any City vehicle.
5. When not attended for a long period of time or in a high traffic area, nonemergency vehicles must be kept locked.
6. No personal equipment shall be installed in a City-owned vehicle.
7. Vehicles shall be maintained through a preventive maintenance program administered by each department. Maintenance intervals shall be based on mileage or machine hours where appropriate. Each department shall maintain equipment usage and maintenance records.
D) Accidents Occurring in City Vehicles or During Conduct of City Business
1. Drivers and passengers must report any accident in writing listing the events before and after the accident. This report shall be delivered to the employee's supervisor and forwarded to the department head. The forms to be completed can be obtained from the employee's supervisor. The forms may differ in format based upon the needs of each department's supervisor.
2. The employee's department/division is responsible for repair of the vehicle and must contact the City Administrator or his designee before allowing any repairs.
3. The driver must complete and review with his supervisor the Accident Report provided by the City and forward it to the department director if the department director and the supervisor are not the same person.
4. The department director shall review the report and forward it to the City Administrator or his designee for further disposition as set forth above and beyond that recommended or given by the department director.
E) Operation of City Vehicles Away From Work
1. Vehicles shall be used only for City business except as noted below. Each department shall issue directives regarding assignment of vehicles which may include commuting. Vehicles driven home by employees must be parked in off-street sites after dark.
2. Use of the vehicle that does not relate directly to the performance of the driver's work assignment is prohibited unless approved by the department director. Non- authorized drivers or passengers are prohibited unless approved by the department director. Insurance may not be in effect during unauthorized use.
(Ord. 90-9. Passed 5-10-90.)