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HomeMy WebLinkAbout12056RESOLUTION NO. 12056 A RESOLUTION ADOPTING THE CITY OF PUEBLO VEHICLE OPERATOR’S GUIDE WHEREAS, City Council desires that City employees and other authorized drivers of City vehicles be aware of the responsibilities of driving City vehicles in the course of their work; and WHEREAS, the City of Pueblo Vehicle Operator’s Guide outlines drivers’ responsibilities, provides guidelines for maintenance and repair, spells out accident procedures, promotes professionalism, and encourages a positive City image; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. Resolution No. 6699, dated March 25, 1991, adopting the City of Pueblo Vehicle Usage Policy and Procedures is hereby rescinded. SECTION 2. The City Council hereby adopts the City of Pueblo Vehicle Operator’s Guide, a copy of which is attached and incorporated herein by reference. SECTION 3. The City Manager is hereby authorized and directed to implement the attached City of Pueblo Vehicle Operator’s Guide which is to be used by City employees and other authorized drivers of City owned vehicles. SECTION 4. This Resolution shall be effective upon passage and approval. INTRODUCED: January 10, 2011 BY: Larry Atencio Background Paper for Proposed RESOLUTION DATE: AGENDA ITEM January 10, 2011 # M-6 DEPARTMENT: OFFICE OF THE CITY MANAGER JERRY M. PACHECO, CITY MANAGER JENNY M. EICKELMAN, ASSISTANT CITY MANAGER TITLE: A RESOLUTION ADOPTING THE CITY OF PUEBLO VEHICLE OPERATOR’S GUIDE ISSUE: Should the City Council approve a Resolution adopting the City of Pueblo Vehicle Operator’s Guide? RECOMMENDATION: Administration recommends approval of the Resolution. BACKGROUND: On March 25, 1991, City Council approved Resolution No. 6699 adopting the City of Pueblo Vehicle Usage Policy and Procedures regulating the use of City owned vehicles by City employees in the course of their work. The Pueblo Vehicle Usage Policy and Procedures was designed to ensure that vehicle use was authorized, that it promoted professionalism, and that it projected a positive City image. Since March 1991, much of the language contained in the 1991 Pueblo Vehicle Usage Policy and Procedures has become obsolete and many of the rules and procedures have changed substantially. The proposed Resolution would rescind the previous Resolution and adopt the new Pueblo Vehicle Operator’s Guide. FINANCIAL IMPACT: There is no financial impact. City of Pueblo VEHICLE OPERATOR'S GUIDE I DRIVER'S RESPONSIBILITIES ALL ITEMS LISTED IN THIS SECTION ARE THE RESPONBILITY OF THE DRIVER! Note Vehicles requiring a CDL License to operate have Mandatory Daily Pre -Trip and Post -Trip inspections Please refer to the DOT manual for those requirements Preventive Maintenance (PM) Schedule It is MANDATORY to follow the preventive maintenance schedule for your individual vehicle Have PM Services performed when due or as close as possible to each scheduled interval If your vehicle is used in "severe service" situations, call Fleet Maintenance (553 -2335) to approve a shorter service interval NOTE REPAIRS REQUIRED DUE TO LACK OF PM WILL BE BILLED TO THE USING DEPARTMENT AND COULD INCREASE YOUR DEPARTMENT'S OPERATING EXPENSES License Plates, Registration Renewals, and Insurance Card It is the driver's responsibility to keep the following items with each City vehicle he /she drives Current registration, your valid driver's license, and a current Evidence of Insurance or Proof of Insurance form Citations issued for expired tags, registrations, and proof of insurance are the responsibility of the driver Fuel Cards Fuel Credit Cards The City of Pueblo's automated fuel system requires two cards to operate — a vehicle card (green) and a driver card (blue) Vehicle cards should stay with the vehicle, blue driver cards should be kept in the driver's wallet or purse and are never to be loaned out. Treat them as you would a personal credit card Enter accurate odometer readings when using fuel cards Please call your vehicle coordinator to correct a mileage error or to report a lost card Daily Care of the Vehicle Drivers are responsible for the day -to -day care of their vehicles No City employee is expected to drive a vehicle that is unsafe or ignore an unsafe condition Follow the advice listed below to keep your vehicle in a safe, operable condition 1 1 FLUIDS Make daily checks of the under hood fluids on your vehicle Fill as necessary, but have your vehicle checked if you are low on engine oil, automatic transmission or power steering fluid, or engine coolant. In order to prevent freeze -up, do not add plain water to the radiator, coolant reservoir, or windshield washer container 2 LEAKS Look on the ground under the vehicle for fluid leaks Call Fleet Maintenance (553 -2335) immediately about any leakage 3 TIRES Visually inspect the tires daily Look for imbedded nails, check regularly for uneven wear and for proper air pressure Correct air pressure is the major contributor to extended tire life and good fuel economy Recommended tire pressure is usually found on the driver's door post. 4 DAMAGE Check the vehicle frequently for body damage Report any damage promptly to Fleet Maintenance (553 -2335) (see procedures and definition of "accident" in the accident section) 5 IMPROPER USE Do not drive any passenger vehicle, truck, or sport utility vehicle through rivers, creeks, or streams that would exceed the limits of your vehicle 6 FLATS DO NOT drive the vehicle with a flat tire as it will ruin the tire and /or the rim Your department will be held responsible for the damages Drivers are responsible for notifying Fleet Maintenance (553 -2335) immediately of a flat tire and /or replacing the flat tire with the spare 7 LIGHTS Check all exterior lights, head lamps, brake lamps, and turn signals regularly for proper operation 8 NOISES Be alert for unusual noises that could signal mechanical problems Call Fleet Maintenance (553 -2335) immediately 9 GAUGES If the temperature gauge reads abnormally hot, the oil pressure gauge reads low, or the red critical engine light is on, STOP THE VEHICLE IMMEDIATELY and call Fleet Maintenance (553 -2335) for assistance NOTE If the amber caution light (check/service engine light, power loss light, or emissions light) in late model vehicles is on, it indicates a potential problem Please contact Fleet Maintenance (553 -2335) and schedule and appointment to have this investigated Use of Vehicle As the operator of a City vehicle, the driver is responsible for its proper use, service, and protection and must be familiar with the following guidelines 2 1 USE OF A CITY VEHICLE Except as otherwise authorized by the City Manager or Collective Bargaining Agreement, City vehicles are to be used for official City business only and may not be used for personal errands, including transporting family members or pets City vehicles may not be loaned to or driven by any unauthorized individual 2 DRIVER'S LICENSE All drivers must posses a valid Driver's License for the class of vehicle being operated (Responsibility for making this determination rests with the department employing the driver ) 3 FUEL CARDS Leave the vehicle fuel card inside the vehicle and keep your personal card in your wallet/purse DO NOT LEAVE YOUR PERSONAL CARD IN THE VEHICLE Report lost, damaged, or stolen fuel cards to Fleet Maintenance (553 -2335) immediately 4 SEAT BELTS Seat belts must be worn by drivers and all passengers in all City vehicles 5 SMOKING Per Ordinance, smoking is NOT allowed in any City vehicle 6 ALCOHOL /DRUGS No City -owned vehicle shall be operated by any individual who is under the influence of alcohol or drugs 7 KEYS Fleet Maintenance keeps an extra vehicle key Drivers are responsible for lost or stolen keys and will be charged for re- keying locks Drivers must pay directly for the expenses to open a locked vehicle when out of town Fleet Maintenance has key codes available for some 1998 and newer vehicles 8 CELL PHONES Use of a cell phone (personal or business owned equipment) for the purpose of texting while operating a vehicle is prohibited pursuant to Colorado state law Travel Outside of Colorado Travel outside of Colorado in a City vehicle is discouraged and must be approved by the department employing the driver and Fleet Maintenance prior to departure NOTE The Colorado Immunity limits do not apply outside of Colorado The vehicle's fuel and any services or repairs must be purchased by the driver and all receipts turned in to his /her department and Fleet Maintenance for reimbursement consideration Departments must purchase all additional liability and vehicle collision insurance necessary before crossing any U S border This expense is not subject to reimbursement by Fleet Maintenance 3 Vehicle Return Requirements When a vehicle is returned to Fleet Maintenance from a Tong -term assignment, the following is required 1 Schedule an appointment to turn in vehicle (553 -2335) 2 Return vehicle with at least 1 /4 tank of fuel 3 Removal all trash and personal items from vehicle 4 Ensure that driver's manual, vehicle fuel card, and current registration remain in the vehicle NOTE Costs to remove special equipment such as security cages, 2 -way radios, stickers or decals, etc will be charged to the using department. Public Perception The City occasionally receives citizen complaints regarding City vehicles being driven improperly Complaints will be properly investigated both administratively and criminally, if necessary, and if after investigation it is determined that a complaint is substantiated, the driver may be subject to discipline up to and including discharge City drivers should always be concerned about the reflection of City employees and City vehicles as perceived by the public Because drivers represent the City of Pueblo, it is extremely important to present a good image Negative feedback to City leaders may result in stringent vehicle restrictions being imposed Always remember that City vehicles are highly visible and represent a valuable resource II MAINTENANCE AND REPAIR Tires and Glass Tires and windshield replacement are State awarded items and should never be installed without a purchase order from Fleet Maintenance Call Fleet Maintenance (553 -2335) for the closest approved vendor Tires should be replaced when the tread is worn to 3/32 of an inch or less Replacement tires will be original equipment type (all- season tread) and size Exceptions will be authorized by Fleet Maintenance on an individual basis ALL - SEASON MUD & SNOW TIRES All season tires are rated "M &S," meaning they will meet the Colorado Department of Transportation and State Patrol winter tread requirements during hazardous driving conditions They will outperform all other tires in overall safety, handling, braking, and performance Traditional large element tread design snow tires outperform the all- season tires only in deep, non - compacted snow These tires increase braking distances and adversely affect handling when used on dry pavement. The tires are often physically larger than the original tires, causing problems with odometer readings and anti -lock brake systems Fleet Maintenance does not approve them 4 TIRE CHAINS Tire chains are only allowed for rear -wheel drive 2WD vehicles which drive daily on mountain passes that frequently have the "Chains Only" condition Drivers and their departments are responsible for the full amount of any vehicle damage caused by chains TIRE STUDS Tire studs are not approved for any vehicle due to the abnormal wear caused on highways and the negative effect on vehicle handling and anti - lock braking systems GLASS REPAIR /REPLACEMENT Windshield repairs should be attempted before replacement. It is important to have chips and small cracks repaired promptly Call Fleet Maintenance (553 -2335) for an approved vendor in your area Preventive Maintenance Fleet Maintenance will send out a list of vehicles scheduled for preventive maintenance weekly /monthly to the appropriate department contacts Notify Fleet Maintenance (553 -2335) if you need to change a scheduled maintenance appointment to a more convenient day Deliver vehicles to Fleet Maintenance as early as possible on your scheduled day Notify Fleet Maintenance if any additional repairs are needed Notify Fleet Maintenance if usage has increased and service may be needed sooner than scheduled Vehicle Repair /Preventive Maintenance /Towing Procedures During Normal Business Hours 1 CaII Fleet Maintenance at (719) 553 -2335 during normal business hours (7 00 a m to 6 00 p m Mon -Fri) a Identify your Vehicle I D number or license plate and current odometer reading b Describe the vehicle's problem to Fleet Maintenance Shop Supervisor Fleet Maintenance will dispatch a contracted vendor or shop personnel Fleet Maintenance will schedule warranty and recall repairs with the nearest authorized dealer 2 If out of town - take the vehicle to the agreed upon private repair facility 5 Identify your vehicle as part of the City's Fleet Maintenance Program Give the private repair facility your name and phone number Instruct them to call Fleet Maintenance (719 553 -2335) with a diagnosis and estimate of repairs prior to performing any chargeable work to a City vehicle Sign the delivery receipts after making sure everything listed was performed If repairs are not satisfactory, contact Fleet Maintenance (553 -2335) immediately After -Hours Breakdowns /Towing If emergency repairs must be performed immediately and you are out of town, call the nearest garage in the yellow pages and ask them if they will accept a City of Pueblo purchase order Another option is to pay for the charges with your personal credit card and then request reimbursement through your department. Make note of the vendor's name, phone number, address, and state license number If the vendor in fact accepts a purchase order, Fleet Maintenance will contract the vendor to complete the required documentation TOWING FOR MECHANICAL BREAKDOWNS (AFTER- HOURS) If the vehicle creates a definite road hazard and must be moved immediately, call either Police Dispatch (553 -2502) or the contract vendor The vendor will tow your vehicle to the City Fleet Maintenance Garage at 300 East D Street. Follow up with a call to Fleet Maintenance during normal business hours (553 -2335) to report the situation MECHANICAL BREAKDOWNS OUTSIDE OF CITY OF PUEBLO (AFTER- HOURS) If the vehicle creates a definite road hazard and must be moved immediately, call Fleet Maintenance (719 553 -2335) and request a tow to the nearest repair facility Any local tow vendor from the yellow pages who will accept a City of Pueblo purchase order may also be used III ACCIDENT INFORMATION Please read this information prior to taking any action An accident is described as ANY incident occurring which may have caused damage to a City vehicle or caused damage to private property Accident damages include damage caused by the following Another vehicle, road hazard, or wildlife Weather (wind, rain, hail, etc ) Vandals (this includes glass, tires, body damage, theft, etc ) 6 NOTE Stolen vehicles must be reported immediately Accident Procedures 1 At the scene of an accident involving a City of Pueblo vehicle, the driver must: a Stop immediately and aid any injured persons b NOTIFY THE LOCAL POLICE by calling 911 If the local police will not send an officer to the scene, file a counter report at the local police station or Station Patrol station c DO NOT leave the scene or move the vehicle until the law enforcement agency has completed the investigation or until they have instructed you to leave the scene, UNLESS "cold reporting" is in place that mandates you move your vehicle OR if it is posted or regulated otherwise If the vehicle creates a definite hazard, please mark the location of each vehicle involved and then move the vehicle If you have a camera or cell phone camera, safely take photos of the scene and /or damage to the vehicle or property before moving the vehicle d Call your supervisor e DO NOT admit fault or make commitments DO NOT give statements to anyone except the investigating law enforcement agency personnel or your supervisor You must, however, give the other driver your name, address, registration number, driver's license number, and exhibit your driver's license to the other driver, regardless of whether a police officer arrives or not. f Present the City of Pueblo insurance card This form is provided within the pamphlet issued with insurance card Write down ALL information on the other driver including Name and Address Driver's license number, state, and expiration date Home and work phone numbers Vehicle owner's name and address Year, make, model, and license number of vehicle Insurance company and policy number Witnesses names, addresses, and phone numbers g Write down notes concerning the accident. These notes will help when you complete the accident report. h DO NOT attempt to drive an unsafe vehicle or a vehicle with fluid Teaks i If a tow truck is necessary, call Fleet Maintenance (553 -2335) or Police Dispatch for assistance If you are outside of the Pueblo area, ask local law enforcement to call a tow truck for you (see Section II, Vehicle Repair /Preventive Maintenance/Towing Procedures) j DO NOT have the vehicle taken to a body shop or insurance company 2 The driver must call Fleet Maintenance the same day or the next business day to give location of the vehicle and potential storage charges if out of town Reporting an Accident to Fleet Maintenance 1 Call Fleet Maintenance (553 -2335) at your earliest convenience 2 Send a copy of law enforcement report to Fleet Maintenance Other Required Distribution Complete the financial responsibility form entitled "State of Colorado Report of Motor Vehicle Accidents" (DR -2301) This form is provided by the Department of Revenue and should be returned to them upon completion State law requires that you file this form within TEN (10) DAYS of any accident regardless of who is at fault. Failure to report an accident may cause suspension of your driver's license bRIVE SAFELY! 8