Category: Public Works and Facilities
Policy No.: PWF-1
Subject: Vehicle Use
Date Issued: 8/1/2023
Staff Contact: PW Operations Director
Last Updated: 8/1/2023
The City provides and maintains various types of vehicles for conducting City business. Such City business includes but is not limited to travel to and from City parks and facilities, suppliers of materials and equipment, disposal sites, training, meetings, and capital project job sites.
See Personnel Policies Manual (PPM) Chapter 8, Vehicle Usage. This administrative policy and procedures document discusses vehicle usage, maintenance, and operation in further detail.
The City intends to make the most effective and efficient use of its vehicles as well as ensure that City vehicles are used for their intended purpose. To that end, no City employee shall request or permit the use of City-owned vehicles for personal convenience or profit. Use of City-owned vehicles is restricted to the authorized conduct of official City business.
A. 
Public Works Operations (PW Operations) will keep a complete inventory of all City-owned vehicles and will provide that inventory to the Finance & Administration Department
B. 
PW Operations is responsible for making sure that all City vehicles are maintained and regularly serviced. Any problems, questions or concerns should be reported to the Fleet and Facilities Supervisor immediately.
C. 
All vehicles are on a regular routine maintenance schedule. When a vehicle is due for service, the maintenance service provider contacts PW Operations to approve the proposed schedule date for each vehicle. PW Operations will check with designated departments to confirm the vehicle availability for service. The maintenance service provider may arrange to pick up the vehicle, perform maintenance and return to City Hall or PW Operations will take vehicle to the maintenance service provider and pick up.
D. 
PW Operations will maintain all vehicle records.
PW Operations will be responsible for periodically cleaning the interior and exterior of each vehicle.
E. 
PW Operations will develop and maintain a vehicle replacement schedule. This schedule will be provided to the Finance & Administration Department at least biannually as part of the biennium budget preparation process.
A. 
City vehicles are currently fueled at Northshore Utility District (NUD). Each vehicle has a fuel key to access the fuel pump located in the NUD maintenance yard. City employees will have access to the NUD maintenance yard any time by using the access key card assigned to each vehicle. If you use a City vehicle, you are responsible for ensuring the fuel level is not below ½ a tank when you return it.
B. 
Employees who do not have access to the fuel key or are not within a reasonable driving distance of the NUD fuel pump may fill up the vehicle’s tank at a gas station. They may use a City credit card to do so, or if they do not have a City credit card, may use their own funds and seek reimbursement.
A. 
City vehicles are to be used for City business only. At least two vehicles are general use vehicles available to all departments. To reserve specific times for a general use vehicle, use the designated reservation system (managed by PW Operations) otherwise, the general use vehicles are available first come, first served. A scheduling request (or reservation) should be made at least a business day in advance.
B. 
Designated department vehicles may be used by others, with prior consent and coordination with that department and/or primary user. In case of disaster or emergency circumstances, all vehicles will be made available for emergency response purposes.
C. 
Vehicles available for general use will be checked out from PW Operations.
D. 
PW Operations will provide a Vehicle Sign Out Log, one set of keys for each vehicle (the other copy shall be stored in the main key cabinet storage maintained by PW Operations), Vehicle Usage Logs, and instructions for fueling each vehicle. When checking out a vehicle, check reservation calendar, take keys from checkout station, fill out log with Date, Time, Name, Vehicle Number. When checking back in, log the return time and return keys to checkout station.
E. 
Each vehicle will also be equipped with a Vehicle Usage Log on a clipboard for ease of use along with specific instructions on how to fuel the vehicle.
F. 
Vehicle Usage Logs must be filled out each trip, by every user, on the log left in the vehicle. Each Vehicle Usage Log will require the following information:
▪
Date of use
▪
User
▪
Start time of use
▪
Beginning odometer
▪
Business Purpose for trip
▪
Ending odometer
▪
Fuel level checked
G. 
Fully completed Vehicle Usage Logs shall be turned into PW Operations for filing. Check with PW Operations when Vehicle Usage Logs need to be replenished.
A. 
All vehicles should be inspected by drivers prior to daily use. All mechanical or physical deficiencies should be reported immediately to the Facility & Fleet Supervisor/PW Operations and documented in writing. Periodic inspection by the Facility and Fleet Supervisor should note the overall condition of each vehicle in the fleet and any deficiencies not previously reported.
B. 
All personnel who drive or load City vehicles and equipment should be instructed in proper inspection and loading procedures for safe and legal operation. Drivers should inspect a vehicle load to be sure the load is securely placed on the truck or trailer. Overloads should not be allowed.
C. 
All life safety issues should be immediately reported to the City’s Facility and Fleet Supervisor and the vehicle should be taken out of service until the safety issue is remediated.
A. 
Employees may not operate any City vehicle at any time or operate any personal vehicle while on City business while using, consuming or under the influence of alcohol, illegal drugs, or prescription medications or over the counter medications that may affect their ability to drive. See PPM Chapter 8, Substance Abuse of the Personnel Policies Manual. For those employees who are required to operate commercial vehicles and therefore are required to hold a commercial driver’s license (CDL), see PPM Chapter 8, Commercial Driver’s Licenses and Appendix B Drug and Alcohol Testing Policy of the Personnel Policies Manual.
B. 
See PPM Chapter 8, Vehicle Usage of the Personnel Policies Manual regarding license requirement, checking of driving record abstracts, change in status notification, insurance, temporary impairment restrictions, use of seatbelts, and other regulations and requirements for operating both City-owned vehicles and personal vehicles while on City business.
C. 
The City will obtain post-offer, pre-employment driving record abstracts of new employees who are required to drive as a part of their job. The City may condition employment on the satisfactory results of an employee’s driving record abstract. In addition, and as stated in PPM Chapter 8, “For employees who drive on City business, the City reserves the right to periodically verify such employee holds a valid driver’s license and to request from the employee and/or appropriate governing agency a copy of the employee’s current driving abstract (Motor Vehicle Report).”
When reviewing driving record abstracts and determining an employee’s eligibility for driving a City vehicle, the City will use the Washington Cities Insurance Authority’s (WCIA) Driver Evaluation Matrix[1] and accompanying guidelines. This WCIA Driver Evaluation Matrix and guidelines are included as Attachment A to this policy, and the City will update Attachment A as it becomes aware of any changes made by WCIA.
D. 
Employees should obey all safety laws and regulations while operating a City vehicle or a personal vehicle on City business. Employees are personally responsible for all tickets, citations, or infractions issued for moving violations or parking violations while using a City vehicle or a personal vehicle for City business. Employees should promptly advise their supervisor of any such tickets, citations, or infractions received while using a City vehicle or a personal vehicle for City business.
E. 
Per PPM Chapter 8, No Smoking Policy, employees shall not smoke or allow others to smoke in any City vehicle.
F. 
Employees share in the responsibility of keeping vehicles clean and presentable to the public. Employees will keep vehicles free of garbage and unsightly clutter. If a vehicle is noticeably dirty, the employee will notify PW Operations. Car wash vouchers are available from PW Operations.
G. 
Non-employee passengers are prohibited from riding in City vehicles without prior approval of the Fleet and Facilities Supervisor, Department Head, or City Manager.
H. 
When no City vehicles are available, employees may use their own vehicles for business purposes with prior approval of a supervisor. Auto liability coverage follows the vehicle. Therefore, the employee’s personal auto insurance is primary, and WCIA’s liability coverage is excess. Employees who use a personal vehicle for approved business purposes will receive a mileage allowance equal to the Internal Revenue Service optional mileage allowance. This allowance is to compensate for the cost of gasoline, oil, depreciation, and insurance. Therefore, employees who operate personal vehicles for City business should obtain and maintain auto liability coverage for bodily injury and property damage and any other required coverage determined by the employee’s personal auto insurance agent or broker.
I. 
As stated previously, employees may not use City vehicles for non-business purposes. Any special circumstances that may justify an exception to this rule must be approved by the City Manager in advance.
J. 
Failure to comply with these requirements may result in loss of driving privileges and/or disciplinary action.
A. 
Employees must report any accident, theft, or damage involving a City vehicle to the Fleet and Facilities Supervisor or to their supervisor, regardless of the extent of damage or lack of injuries. Such reports must be made as soon as possible but no later than one business day after the incident. Employees are expected to cooperate fully with authorities in the event of an accident. However, employees should make no voluntary statement regarding the accident or damage other than in reply to questions of investigating officers.
B. 
A vehicle accident report form is included in each automobile.
C. 
Any accident, theft, damage, operational problem, concern, or question regarding the vehicles must be reported to the Fleet and Facilities Supervisor.