ADOPTED BY COUNCIL
                                                                                                            ORDINANCE NO. 138-1988
                                                                                                            November 7, 1988

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.  A perfect driving record is the goal of all the City's divisions because less than perfect is too costly. 

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 equipment is properly maintained and all operators are eligible to drive.  The Risk Manager shall maintain records of injury and losses from accidental or related occurrences.  The Risk Manager shall recommend to the department directors personnel actions or operation methods to reduce losses.  Exceptions to this policy must be approved by the Risk Manager 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 18 years old.

            b) Must have current, valid Ohio driver's license with the proper endorsements.  A copy of the license must be on file as directed by the Department Head.

            c) Must be familiar with operation of equipment to be operated.

            d) Within prior 36 months, must have no more than six (6) moving violation points or conviction of any of the following:  DUI, DWI, hit and run, vehicular homicide, or other major violation.

            e) In the last 24 months, two incidents may be cause for corrective or disciplinary action.

            f) Must be eligible for coverage under the City's vehicle insurance carrier.

            g) In case of a vehicular accident directly attributable to a physical impairment, an employee may be required to subject to a physical examination.  A physician's report regarding determination of fitness to operate a vehicle on City business shall be reviewed by the Risk Manager 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 current valid Ohio driver's license with proper endorsements to the Department may be grounds for disciplinary action.  Each Department Director is responsible that the above information is maintained on file. 

            2)         The Risk Manager shall obtain Motor Vehicle Reports (MVR's) for all employees with driving privileges based on the information maintained in each department's files.  These reports shall be reviewed each year or more frequently at the Risk Manager's discretion. 

            3)         Any employee driving on City business shall attend at least one training session or course each year as provided by the Risk Manager or other appropriate resource.

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 Risk Manager 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 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, damages could be attributed to the driver using the vehicle when the damages are 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 on official business may be passengers in any City vehicle.   

            5)         When not attended, non-emergency vehicles must be kept locked. 

            6)         No personal equipment shall be installed in a City-owned vehicle. 

            7)         Vehicles shall be maintained through a preventative 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 and the Risk Manager. 

            2)         The employee's Department/Division is responsible for repair of the vehicle and must contact the Risk Manager before allowing any repairs. 

            3)         The driver must complete and review with his supervisor the Accident Analysis Worksheet provided by the City and forward it to the Department Director. 

            4)         The Department Director shall review the worksheet and forward to the Risk Manager.  The Risk Manager shall recommend any action to be taken with the driver.  This action could include:  No action, training/development program, warning, suspension of driving privileges. 

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.  Commuting is limited to those on specific assignments as authorized by the Department Director.  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 and the Risk Manager.  Non-authorized drivers or passengers are prohibited unless approved by the Department Director and the Risk Manager.  Insurance may not be in effect during unauthorized use. 

            3)         Complete, detailed, and accurate records are required by the Internal Revenue Service of any personal use of a city vehicle.  The IRS allows mileage based and flat rate values for the personal use (commuting) of a vehicle, and these must be supported with detailed diaries of vehicle usage.  These values are added to the W-2 wages of benefiting employees who are not exempted from such rule.