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City of Burley Vehicle Use Policy Approved by the City Council Date: April16, 2013 ---PAGE BREAK--- City of Burley VEHICLE USE POLICY Page 2 of 6 1) PURPOSE A. This Policy outlines the use of vehicles for work used on behalf of City of Burley. B. Operators of City of Burley-owned or leased motor vehicles shall always drive safely, legally and courteously, remembering that they are directly responsible for maintaining both City of Burley-owned property and public trust. C. Employees are expected to operate vehicles safely. It is the policy of the City of Burley to provide a safe working environment that protects our employees and our citizens from injury and property loss. The City of Burley considers the use of vehicles part of the working environment. The City is committed to safe responsible employee driving behavior that reduces the risk of personal injury and property loss. D. This policy applies to all employees and City volunteers* who operate vehicles on City business. These drivers will be referred to as “employee drivers” and may be reviewed by department heads, managers and supervisors to ensure full implementation and compliance. 2) USE A. Vehicles owned or leased by the City are to be used for the functions of the City. Personal use or any other type of use must be authorized by the City Administrator. B. Department heads and Managers are entrusted with the care and keeping of the vehicles and may assign that responsibility to an employee. C. Some employees may be assigned a vehicle that is driven home; such personal use, if allowed, may be a taxable benefit. City Owned Vehicles Vehicles: Employees must be authorized by the department head or supervisor to operate a City vehicle. Vehicles over 26,000 gross vehicle weight, Buses, and Vans over 15 passengers require a commercial driver’s license (CDL). Personal Vehicles on City Business Employees who drive their personal vehicles on City business are subject to the requirements of this policy including: 1) Maintaining auto liability insurance with minimum state limits. 2) Providing proof of liability insurance to the City Clerk on an annual basis. 3) Maintain vehicle in a safe operating condition when driven on City business. 3) ASSIGNED OR PERMISSIVE DRIVERS ---PAGE BREAK--- City of Burley VEHICLE USE POLICY Page 3 of 6 A. Each employee assigned to a City of Burley vehicle or employees who operate a City of Burley fleet vehicle are required to have a valid driver’s license. Should an employee’s Driver’s License expire, be revoked or suspended, the employee shall immediately notify his or her supervisor. At the time of the suspension, the employee’s City of Burley vehicle- use privileges will be suspended until the employee’s Driver’s License has been fully restored and validated. B. In addition to the employee assigned or permitted to drive a City of Burley vehicle, the department head may allow others, as necessary or expedient for City purposes only, to operate the vehicle if they have a valid driver’s license. C. Each employee assigned or permitted to operate a City of Burley vehicle shall be responsible for the following: 1. Proper and safe operation of the vehicle; 2. Service and maintain the vehicle in accordance with the manufacturer’s recommendations; 3. Maintain vehicle registration, license plates and inspections; and 4. Participate in vehicle safety and defensive driving training as required by City of Burley. 4) DRIVER EVALUATION Employees may be evaluated and selected based upon their driving ability. To evaluate employees as drivers, management may: A. Review past driving performance and work experience through reference checks with previous employers. B. Review the employee’s Drivers License Record (DLR). C. Ensure the employee has a valid driver’s license. D. Ensure the employee is qualified to operate the type of vehicle he/she will drive. 5) SEATBELT USE Except as authorized herein, all drivers and passengers are required to utilize seatbelts as mandated by law. (Idaho Code 49-673(2)(b)). 6) MOBILE COMMUNICATION DEVICE, CELL PHONE AND COMPUTER USE The driver of a City of Burley vehicle, or any other vehicle being used for City of Burley business, is prohibited from using a mobile communication device, cell phone or computer of any type while the vehicle is in motion. Drivers must be safely parked before using phone or mobile computer equipment. A mobile communication device is defined as “a text messaging device or a wireless, two-way communication device designed to receive and transmit voice or text communication”. This does not apply to City of Burley work-related two-way radios, although two way radio use is discouraged while driving. 7) SMOKING PROHIBITED IN VEHICLES Smoking is expressly prohibited in all City of Burley vehicles. 8) IMPAIRED DRIVING The driver must not operate a vehicle when his/her ability to do so is impaired or influenced ---PAGE BREAK--- City of Burley VEHICLE USE POLICY Page 4 of 6 by: alcohol, illegal drugs or other illegal substances, prescribed or over-the-counter medication, or illness, fatigue or injury. The employee driver is obligated to report to his/her supervisor any reason that may affect his/her ability to drive safely. 9) PROOF OF INSURANCE Employee drivers must make sure that the current insurance card is kept in the vehicle at all times. 10) ACCIDENT REPORTING A. In the event of an accident, the driver shall, when possible, first check on the safety and welfare of all persons involved and seek immediate medical attention should it be required for themselves or others. If possible, move the vehicle to a safe location out of the way of traffic. B. Drivers shall always have a police officer investigate any accident that involves a City of Burley vehicle. This will help ensure that City of Burley is protected from unwarranted claims. Do not discuss fault with, or sign anything from anyone except for a police officer, a representative from ICRMP or an authorized representative of City of Burley. C. Drivers shall notify their supervisor as soon as possible of the accident and report the extent of the injuries and property damage involved. D. Drivers shall cooperate fully with ICRMP Claims Department in the handling of the claim. 11) TRAFFIC VIOLATIONS All fines and other criminal penalties due to violations of the law by the driver are the personal responsibility of the driver of any City of Burley vehicle. These costs are not reimbursable by City of Burley and must be paid by the driver. 12) VEHICLE MAINTENANCE AND REPAIR A. If the City of Burley vehicle is in need of repairs, the vehicle should be taken to City Shop for repair. B. Prior to scheduling major repairs or major maintenance needs, the driver must advise the Department Head or Supervisor or the designated employee for approval and any further instructions. ---PAGE BREAK--- City of Burley VEHICLE USE POLICY Page 5 of 6 VEHICLE ASSIGNMENT AGREEMENT The undersigned hereby acknowledges receipt of a City-owned or City insured vehicle. I understand that this vehicle is to be regularly maintained and serviced, according to the service schedule outlined in the owner’s manual or the instructions issued by the Fleet Safety Coordinator, whichever is appropriate. Further, it is agreed this vehicle will be operated in a safe manner and in compliance with this policy. I agree to be responsible for all traffic and parking violations that occur while the vehicle is assigned to me. I understand articles of this agreement apply regardless of who is operating this vehicle. I agree to report all accidents or incidents resulting in injury or damage to the vehicle or other property, no matter how slight. I understand I am required to maintain a valid driver’s license. Further, I herewith grant the City of Burley the right to investigate my driver’s license record any time. My current driver’s license is issued from the State of and is License Number I understand the operation of this vehicle in a safe operating condition is my responsibility. If this vehicle becomes unsafe, it is my responsibility to notify my supervisors immediately. I have read and agree to the provisions of this vehicle assignment agreement and the requirements of the Vehicle Use Policy. Print Full Name Signature Date ---PAGE BREAK--- City of Burley VEHICLE USE POLICY Page 6 of 6 ACKNOWLEDGMENT OF RECEIPT OF City of Burley VEHICLE USE POLICY. I, acknowledge receipt of the City of Burley Vehicle Use Policy, adopted on April 16, 2013. Please initial each statement below if it is true. I understand that it is my responsibility to read and understand the contents of this Policy. I understand that I am obligated to perform my duties of employment in conformance with the provisions of this Policy and any additional rules, regulations, policies or procedures imposed by the department in which I work whether or not I choose to read the Policy. I understand that this Policy may be modified without prior notice to me. I understand that should this Policy be modified that I will be provided with a copy of the modification. DATED this day of (Employee) I, provided a copy (either electronically or by paper) of the Vehicle Use Policy, as adopted by the Burley City Council on to on this of (Name - Title - Department)