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Usage Policy and Procedures is hereby rescinded.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
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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
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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
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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
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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
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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 )
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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!
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