The purpose of this section is to provide a clear set of policies and guidelines regulating the use of city-owned and leased vehicles by city employees and to avoid any conflicts or misunderstandings regarding their use. Any violations of this section may result in disciplinary action, including but not limited to verbal warning, written reprimand, time off without pay (suspension), loss of use of vehicle, termination or fine. The city vehicle policy and guidelines are set forth in the divisions that follow.
(a) City-owned or leased vehicles are to be utilized exclusively for city business and matters related to the operation of the services provided by the city to the community. This policy covers all vehicles owned or leased by the city.
(b) No city vehicle shall be used or operated for the daily purpose of transporting any city employee to and from work, unless one or both of the following conditions apply:
(1) The operator of the vehicles is on a 24-hour call to meet valid emergency situations; or
(2) The department head to which the vehicle is assigned can provide justification to the Council that such take-home use is in the best financial interest of the city.
(c) The Mayor, with the advice of the department head, may grant temporary use of city vehicles for commute purposes when deemed appropriate or necessary, subject to the restrictions set forth in divisions (a) and (b) of this section.
(d) The Director of Finance and Public Record shall report the use of vehicles in accordance with the guidelines of the Internal Revenue Service Code. The vehicles are not an inducement for employment nor should they be considered as compensation.
(e) City employees in the following positions will be provided with a vehicle to be used for city business only and commuting privileges while in and outside the corporate limits of the city:
(1) Police Chief; and
(2) Fire Chief.
(f) Additional proposals for vehicles to be used for commuting privileges shall be subject to the approval of the Mayor and submitted in ordinance form for Council's subsequent approval or rejection.
(g) The Mayor, at his or her discretion, may authorize extended use of the vehicles for the health, safety and welfare of the residents of the city.
(h) No employee shall operate a city vehicle or heavy equipment or machinery if any of the following apply:
(1) The person is under the influence of alcohol or any drug of abuse, or the combined influence of alcohol and any drug of abuse;
(2) The person has a concentration of 0.04 of 1% or more by weight of alcohol in his or her blood (employees 21 years of age or older) or a concentration of 0.02 of 1% or more by weight of alcohol in his or her blood (employees under the age of 21);
(3) The person has a concentration of 0.04 of one gram or more by weight of alcohol per 210 liters of his or her breath (employees 21 years of age or older) or a concentration of 0.02 of 1% or more by weight of alcohol per 210 liters of his or her breath (employees under the age of 21); or
(4) The person has a concentration of 0.06 of one gram or more by weight of alcohol per 100 milliliters of his or her urine (employees 21 years of age or older) or a concentration of 0.028 of one gram or more by weight of alcohol per 100 milliliters (employees under the age of 21).
(i) Non-employees are not permitted to ride in a city vehicle except for business-related reasons (i.e., carpooling to a permitted function). Only in extreme emergency (i.e., safety) would a non-employee minor be permitted to ride in a city vehicle. Activities such as routinely dropping children off at school or picking them up from day care are strictly forbidden. Non-employees participating in bona fide educational or community activities may be permitted to ride in city vehicles with permission of the department head.
(j) Safety belts are to be used at all times when driving or riding in a city vehicle. No tobacco products shall be used in any city vehicle.
(k) All vehicles owned or leased by the city are to be operated and maintained in a safe and efficient manner. The operator of any such vehicle shall be responsible for reporting any defect, damage or unsuitable condition of any city vehicle to his or her department head. All operators of city vehicles must be properly licensed in accordance with Ohio law to operate the class of city vehicle so operated and shall provide to their department head proof of being so licensed upon request, and in any event, each time his or her license is renewed. Each employee who operates a city vehicle must provide a copy of his or her license to his or her department head, who shall be responsible for maintaining a current list of all employee's licenses who may operate a city vehicle.
(l) Any employee who sustains or causes injury or damage to any property while in possession or being assigned a city vehicle shall report the damage or injury immediately to any governmental authority as is required by law and thereafter promptly report in writing, the details of the occurrence to his or her department head. Failure to promptly report the details of any occurrence to the employee's department head may result in disciplinary action up to and including termination.
(m) In the event an employee's driver's license expires or is revoked, suspended, forfeited or restricted in any manner, the employee shall be required to report that information within 72 hours of its occurrence to his or her department head, or within 24 hours of returning from vacation or other authorized leave if the expiration, revocation, suspension, forfeiture or restriction occurred during such leave.
(n) City-owned gas and other vehicle fluids and parts shall be placed into city vehicles only. No employee is permitted to place city-owned gas or other fuel in his or her own personal or other private vehicle under any circumstances.
(o) Employees who operate their personal vehicle for city business shall be paid mileage allowance in accordance with established city code.
(p) All vehicles owned or leased by the city shall display sufficient signs or decals to indicate that they are city vehicles.
(q) It is the responsibility of the department heads to provide, keep and maintain mileage logs regarding use of vehicles.
(r) Unmarked vehicles and cover license plates (tags) used by the city in undercover investigatory operations are prohibited unless authorized by the Mayor and Police Chief.
(Ord. 6-2005, passed 3-7-2005)