[Ord. No. 545, 3-16-2023]
This policy establishes a uniform vehicle policy for City employees. Specifically, it serves as a guideline for mileage reimbursement, use of City-owned vehicles, taking City-owned vehicles to the home, driving personal vehicles for work related purposes, discipline, corrective action, and responsibility for enforcement. The intent of this policy is to ensure that employees are using City-owned vehicles for City purposes and consistent with recognized best practices in compliance with applicable Federal, State and local laws and regulations.
[Ord. No. 545, 3-16-2023]
A. 
City-Owned Vehicles Are To Be Used Only To Conduct City Business. No personal use of City-owned vehicles shall be allowed except that minimal personal use is permitted for employees authorized to take City-owned vehicles home.
B. 
An employee who operates City-owned vehicles must have a valid driver's license for the class of vehicle they are assigned to operate. Employees are responsible for knowing all City policies and all State and local motor vehicle laws.
C. 
Every employee is required to wear a seatbelt at all times while in a moving City vehicle. Employees are required to see that any passenger is also wearing a seatbelt.
D. 
All City-owned vehicles shall be smoke free. No smoking shall be permitted in any City-owned vehicle.
E. 
All employees who operate City-owned vehicles should remove all trash, debris, etc. upon leaving vehicle.
F. 
Employees are responsible for paying fines for traffic violations when such fines arise from the operation of a vehicle on City business. The City will not reimburse employees for such fines unless there are extenuating circumstances, such as unknowingly driving a City-owned vehicle with defective equipment.
G. 
Employees must notify their supervisor as soon as practical, but in any event within twenty-four (24) hours, about any motor vehicle accident, vehicle damage or moving violation involving a City vehicle. The supervisor must notify the Mayor as soon as practical on any type of accident involving a City vehicle.
H. 
An employee must notify his or her supervisor as soon as practicable of any change in his or her driver's license status (including, but not limited to, suspension or revocation), any tickets he or she has received (including but not limited to DUI, speeding, no insurance, or driving while suspended), or any other incident which may impact employees' ability to drive for work related purposes.
I. 
Only City employees may be passengers in City-owned vehicles; however non-City employees may be provided transportation if the vehicle is operated by a City employee and the transportation of the non-City employee directly relates to City business and falls within the employee's position responsibilities or authorized by the Mayor.
J. 
Employees may not operate a cellular phone while operating a City-owned vehicle.
[Ord. No. 545, 3-16-2023]
A. 
Mileage Reimbursement. Employees are directed to use City-owned vehicles to conduct authorized City business when possible and expedient. When individuals are unable to use a City-owned vehicle to conduct official business they will receive mileage reimbursement at a rate established by the Board of Aldermen.
B. 
The current reimbursement rate will be the yearly Federal Standard Mileage Rate. This year it is sixty-seven cents ($0.67) per mile.
C. 
Mileage reimbursement will be based on the distance traveled as shown on Google Maps.
D. 
Employees are responsible for paying fines for traffic violations when such fines arise from the operation of a personal vehicle on City business. The City will not reimburse employees for such fines.
E. 
All employees who operate their own personal vehicle for City business shall have liability insurance which complies with State law.
F. 
All employees who operate their own personal vehicle for City business shall wear a seatbelt at all times while operating the vehicle.
G. 
The City shall not be responsible for any damage done to employee's personal vehicle.
[Ord. No. 545, 3-16-2023]
A. 
It is the Mayor's responsibility to approve all requests for a take home vehicle. Employees with bona fide non-compensatory business reasons may be allowed and/or required to commute in a City-owned vehicle. No personal use other than commuting or de minimis personal use (such as a stop for a personal errand on the way between a business delivery and the employee's home) will be allowed. Use of a take home vehicle may be a taxable benefit.
[Ord. No. 545, 3-16-2023]
A. 
If an employee is involved in an accident while driving a City vehicle, the employee should:
1. 
Give whatever aid they are qualified to perform to any injured parties. If an injury requiring emergency medical treatment has been sustained, call 911 for immediate assistance.
2. 
Call The Police Department Immediately. Do not move the vehicle in the event of an injury accident until directed by a Police Officer. A police report is required in every case no matter how minor the damage.
3. 
Give your name, department, and insurance information, to the other driver but do not discuss the accident with anyone except the investigating officer or your supervisor.
4. 
Call the supervisor who will then be responsible to file the required accident form. Forms are available in the department or from City Clerk.
5. 
Report to the drug and alcohol testing site designated by the City immediately. A supervisor or other member of City administration must provide transport unless otherwise directed by the Mayor. Exceptions can only be made by the Mayor.
B. 
Failure to report any accident or vehicle damage immediately may result in disciplinary action including termination.
[Ord. No. 545, 3-16-2023]
A. 
The City has a vital interest in maintaining a safe, healthy and efficient working environment for its employees. This includes a safe and appropriate environment while traveling on company business. Distracted driving is a serious safety risk, not only to the driver, but also to other occupants in the vehicle, other vehicles on the road and pedestrians. In order to reduce the risks associated with distracted driving, certain conduct is prohibited while driving a City-owned motor vehicle or while driving a personal vehicle while on City business, including:
1. 
Using cell phones (including hands-free).
2. 
Operating laptops, tablets, portable media devices, and GPS devices.
3. 
Reading maps or any type of document, printed or electronic.
B. 
Drivers must pull over safely to the side of the road or another safe location before checking messages, returning calls, text messaging, emailing, reading maps for directions, or programming/resetting GPS devices. A violation of this policy will subject the employee to disciplinary action up to and including termination.