HomeMy Public PortalAbout900.5 - Business and Financial Services - Fleet Management - Assignment of City Vehicles on Twenty-Four-Hour BasisBusiness and Financial Services
Fleet and Facilities Management Division Section 900.5
Policies and Procedures Manual Page 1
900.5: Assignment of City Vehicles on a
Twenty-Four-Hour Basis
Objective:
Provide policy and guidelines for the assignment of City vehicles to all non -
elected authorized employees or positions on a twenty-four (24) hour basis.
Authority:
This policy amended by City Council July 20, 2020, Item A-1.
Direction:
The Fleet and Facilities Management Division Manager, serves at the
pleasure of the Mayor and receives direction through the Chief Financial
Officer (CAO).
Functions:
1. 24-Hour Vehicle
a. The assignment to an employee to use a City vehicle on a 24-
hour basis may be made if one or more of the following criteria
is met:
i. The assignment of a City-owned vehicle is fully justified
according to the criteria established in Section 900.2; and
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ii. The employee is on continuous call for emergencies at all
times and where failure to respond in an expedient
manner will result in a life-threatening or public safety
situation. The frequency of emergency response to justify
a 24-hour vehicle will be weighed against the cost of
reimbursing the employee for the use of a personal
vehicle. An employee on emergency call on a rotating
basis may be assigned a City vehicle only-when on call;
or
iii. The assignment of a 24-hour vehicle as determined by
the Mayor, Chief Administrative Officer, Chief Financial
Officer, City Attorney, Chief of Staff, or Chief Venues
Officer; or
iv. Assignment of a vehicle for 24-hour usage and/or take
home privileges may be authorized by the Department
Director for use by departmental personnel with prior
approval by the Chief Administrative Officer, Chief
Financial Officer, City Attorney, Chief of Staff, or Chief
Venues Officer; and
v. The employee complies with Policy and Procedure
2720.2 Non-Owned Vehicle Insurance Requirements.
b. Only minimal personal use of the City-owned vehicle is allowed.
Minimal personal use is when the employee uses the vehicle
for personal reasons only when it is on the way to or from City
business or on the way home. Vehicles are not to be used for
personal use outside of business hours. Police and Fire
Department vehicles shall be covered by their internal
departmental policy. Written authorization from the Chief
Administrative Officer, Chief Financial Officer, City Attorney,
Chief of Staff, or Chief Venues Officer must be obtained for
exception to minimal use.
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c. Passengers: The immediate family (i.e., spouse, children,
significant other) of the vehicle assignee may ride as
passengers in the assigned vehicle if the employee carries the
required non-owned auto endorsement on their personal auto
policy and that same personal auto policy provides Personal
Injury Protection or Medical Payments coverage for injuries that
may occur as a result of being a passenger in an assigned
vehicle, and it is a temporary transport from one point to
another on the way to or from work and then only with the prior
written approval of a manager. All traffic safety requirements
must be met during the transportation. Child seats will not be
used in the front seat of vehicles equipped with airbags. No
other personal passenger transportation is allowed without the
prior written approval of the Department Director.
d. The request for assignment will first be submitted by the
Division Manager through the Department Director to the
Division Manager of the Fleet and Facilities Management
Division (FFMD). The request will then be reviewed for its
adherence to the above-stated criteria and sent to the Chief
Administrative Officer, Chief Financial Officer, City Attorney,
Chief of Staff, or Chief Venues Officer for final review and
approval or disapproval.
2. 24-Hour Pool Vehicle
a. The assignment of a vehicle as a 24-hour pool vehicle may be
made if the following criteria are met:
i. The vehicle is required to quickly respond to situations
that cannot wait until the next working day and require
immediate attention.
ii. The employees operating the vehicle are on continuous
call for emergencies at all times and where failure to
respond in an expedient manner will result in a life-
threatening or public safety situation.
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iii. The Division Manager will request through the
Department Director to the Chief Administrative Officer,
Chief Financial Officer, City Attorney, Chief of Staff, or
Chief Venues Officer that the vehicle be assigned as a
24-hour pool vehicle.
iv. The Division or Office responsible has budgeted funds for
the operation of the vehicle and the personnel costs.
3. Regular Review of 24-hour Vehicles, Pool Vehicles, and Funding
a. The funding of a City vehicle must be approved in the budget of
the Office/Division requesting the use of the vehicle.
b. Vehicles proposed for permanent assignment to an employee
on a twenty-four hour basis must be clearly stated in the
Department's budget submittal. Upon the approval of the
annual budget, Management and Budget shall compile a list of
vehicles for FFMD naming the Fund, Cost Center, employee
positions, and the employees' names that are authorized
vehicles on a twenty-four hour basis.
c. Twenty-four hour vehicles assigned to an office/division for use
by various employees dependent on their assignments must be
so stated in the Department's budget submittal. Such
designated vehicles would be assigned by the office
head/division manager on a need basis.
d. The off-duty-parking site of all 24-hour vehicles and 24-hour
pool vehicles shall be identified. Any changes of the location of
the vehicle must be reported to FFMD, Management and
Budget, and Financial Reporting immediately.
e. When an employee who was authorized the use of a 24-hour
vehicle leaves, the need for continued use as a 24-hour-vehicle
shall be reviewed immediately. This will occur prior to the
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authorization being given to fill the employee vacancy. The
written request detailing the reasons for continued use shall be
sent to Management and Budget for review. Management and
Budget shall review the request and recommend the action to
be taken to the CAO. The CAO will make the final
determination to continue the use as a 24-hour vehicle or
discontinue it.
4. Records
a. The FFMD Division Manager shall maintain necessary records
of vehicles approved by the Mayor and/or City Council, Chief
Administrative Officer, Chief Financial Officer, City Attorney,
Chief of Staff, or Chief Venues Officer on a 24-hour basis, and
those records shall be considered the official records of the
City.
b. That information should be reported to the Controller on a
quarterly basis so that appropriate information can be collected
from employees on their personal use and such use can be
recorded as taxable income.
5. Federal and State Law
a. Employees assigned a City vehicle or a 24-our vehicle or who
use a vehicle provided by the City, shall abide by all applicable
Local, State and Federal regulations.
Forms:
None.
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Committee Responsibilities:
None.
Reference:
Procedure approved by City Council June 2, 1975, Item 40; amended
March 28, 1983, Item 32B; amended July 13, 1998, Item 7-V; amended
September 11, 2000, Item 7X; amended April 19, 2004, Item A1; amended
July 20, 2020, Item A-1.
Date:
This policy effective July 5, 2020.