HomeMy WebLinkAbout3.02.011_Vehicle PolicyPolicy #: 3.02.011
Type: CM Admin.
Effective Date: 2006
Former Policy #: 440.66
City of Rohnert Park
M e m o r a n d u m
Date: July 3, 2006
To: Steve Donely, City Manager
From: Linda Huntley, Management Analyst
Subject: City of Rohnert Park Vehicle Policy
a hed i t I draft of the City of Rohnert Park Vehicle Policy. Please review
he cy and below a idence of your ap vat.
Steve Do ley, City Mana �r July , 20 6
CITY OF ROIINERT PARK
Vehicle Policy
I. Purpose
The purpose of the Vehicle Policy is to promote safety by ensuring that acceptable
standards of proficiency and safe driving practices are maintained by each employee, volunteer,
or official operating a vehicle on City business; to provide for proper maintenance, repair, or
replacement of City vehicles, and ensure that public funds are used appropriately for same; to
manage the City's risk of financial loss due to property or liability damage involving City
vehicles and/or City drivers; to comply with applicable state and federal laws and regulations;
and to project a professional image when driving on City business.
II. Policy
The City of Robnert Park intends to comply with federal and state laws and regulations
governing the use of motorized vehicles in the course of conducting City business. To facilitate
this, the City has instituted the Robnert Park Vehicle Policy, hereafter referred to as Vehicle
Policy. The Vehicle Policy establishes vehicle use guidelines and safety standards governing the
use of a vehicle on City business, whether the employee, volunteer or official is driving a City
vehicle, a recital or a personal vehicle. The Vehicle Policy establishes licensing requirements,
insurance requirements, and financial responsibility. In addition, guidelines for reporting
accidents and/or violations involving City vehicles are established. Finally, the Vehicle Policy
establishes guidelines for acquisition, maintenance, repair, and replacement of the City's vehicle
and mobile equipment fleet.
III. Definitions
For the purposes of this Vehicle Policy:
1) "Driver" means any employee, official, or volunteer operating a vehicle on City
business.
2) "Vehicle" means a motor vehicle, or combination of vehicles, designed or used to
transport persons or property including one's personal vehicle, a City vehicle, or a
rented vehicle.
IV. Components
Outlined below is a brief overview of key components of the Vehicle Policy. Refer to the
applicable sections within this Vehicle Policy for more detail.
Fleet Equipment
It is the Vehicle Policy of the City to operate with the fewest number of Vehicles required
to provide City services efficiently and economically. Nevertheless, the City will provide
Vehicles and mobile equipment of appropriate types and in sufficient numbers to permit the user
departments to accomplish their assigned duties. Vehicles will be purchased with regard to the
operating requirements of the user departments while balancing the need for economical
operating costs. When purchasing Vehicles, the City will comply with state and local air- quality
management district rules and regulations regarding fleet Vehicle purchasing to meet regional
clean air goals. Once the City has determined the type of vehicle to purchase, it will then choose
the vehicle with the highest fuel efficiency and lowest emissions.
Fleet equipment replacement criteria are established by classification based on anticipated useful
life of an average Vehicle when properly operated and maintained. Vehicles and equipment in
exceptional condition with low-cost repair histories may continue in service beyond expected age
and mileage targets. Circumstances accelerating the replacement of a Vehicle before scheduled
replacement time would include the following damage resulting in uneconomical repair costs,
excessive downtime or high maintenance costs, technological advances improving productivity,
safety, legal or other regulatory restrictions. A recommendation from Fleet Maintenance and
approval from affected departments, as well as the Risk Manager, is required to initiate such
actions and deviate from established age and mileage targets.
Vehicle replacements will occur on a one-to-one basis meaning that for each new Vehicle
purchased, the Vehicle being replaced will be taken out of service and disposed of through
appropriate channels. Exceptions to this Vehicle Policy would include those instances where the
number of authorized positions requiring a City vehicle has increased or an established threshold
for the minimum number of reserve (e.g., unassigned and/or pooled) Vehicles needed to support
operations has not been met.
Vehicle Use Guidelines and Safety Standards
The City's objectives are to ensure that acceptable standards of proficiency and safety are
maintained by Drivers. Vehicles will be operated only when they are in safe operating condition.
Drivers are to drive safely and obey all federal, state, and local traffic and motor vehicle laws,
regulations, and ordinances, including those which apply to parking a Vehicle, as well as the
dictates of common sense and good judgment.
The City of Rohnert Park Recreation Department provides limited transportation for school -aged
children and seniors participating in City- sponsored activities and programs. The City seeks to
maximize the safety of its Drivers and citizens, while minimizing loss exposure, by chartering
transportation through a professional service provider where appropriate. The City of Rohnert
Park maintains strict compliance with all federal and state laws governing the use of Vehicles
and individuals transporting and/or supervising minors.
Violations issued to the Driver of a Vehicle are the sole responsibility of that Driver, whether or
not they are driving on agency business. If during the course of employment, a Driver exhibits a
disregard for acceptable safe driving practices, the City may deny further authorization to operate
a Vehicle while representing the City. A record of employee at fault accidents shall be cause for
disciplinary action (See City of Rohnert Park Personnel Rules and Regulations).
Guidelines for safe use of Vehicles and what to do in the event of an accident are covered in this
Vehicle Policy.
Licensing Requirements
Drivers must meet the minimum requirements and training to operate a Vehicle, and they
are to carry their driver license with them at all times.
1E
The City of Rohnert Park participates in the Department of Motor Vehicles' Pull Notice Program
and receives Department of Motor Vehicles (DMV) printouts on employees and volunteers who
are required to drive as part of their essential job duties. The printouts notify employers when a
license has been suspended or revoked, they provide traffic violation point counts, and they
disclose convictions resulting from a violation of the California Vehicle Code, Section 23152
Driving Under Influence of Alcohol or Drugs and Section 23153 Driving Under Influence of
Alcohol or Drugs Causing Injury.
The California Vehicle Code, Section 15224, states that "[a]ny driver who has a driver's license
or privilege suspended, revoked, or canceled by any state for any period, or who is disqualified
from driving a commercial vehicle for any period, shall notify his or her employer of the
suspension, revocation, cancellation, or disqualification, before the end of the business day
following the action."
An employee or volunteer in a position whose duties entail operation of a Vehicle where
employment is incumbent upon the ability to operate a Vehicle, who is uninsurable or whose
license has been suspended or revoked, may be denied employment (new/prospective or
probationary employee), or the employee may be subject to disciplinary action (See City of
Rohnert Park Personnel Rules and Regulations). This shall be the case whether the incident(s)
occurs on or off the job.
Commercial Driver's License
It is the Vehicle Policy of the City that any employee required, as a condition of
employment, to possess a commercial driver's license and perform safety -sensitive driving
related functions shall comply with all federal and state regulations governing licensing,
renewals, DMV records and employer notification, and controlled substances and drug and
alcohol use testing..
In accordance with the Federal Omnibus Transportation Employee Testing Act of 1991, and with
the United States Department of Transportation regulations implementing federal law, Title 49 of
the Code of Federal Regulations, Parts 382, 391, and 395, Federal Register — Final Rule on
Controlled Substances and Alcohol Uses, and Testing, the City has established a policy and
procedures for implementing an alcohol and controlled substances testing program. The primary
purpose of this program is to prevent accidents and injuries resulting from the misuse of alcohol
and use of controlled substances by drivers of commercial motor vehicles, and to deter
employees performing safety -sensitive driving and driving related functions from reporting to
work or working with controlled substances and/or alcohol in their systems. Employees covered
by this Vehicle Policy are also covered by the City's Drug -Free Workplace Policy and/or the
City's Department of Transportation (DOT) Drug and Alcohol Testing Program.
Insurance and Reporting
All collision or damage must be reported and investigated according to procedures
established in the Rohnert Park Vehicle Policy. A Redwood Empire Municipal Insurance Fund
(REMIF) Automobile Liability Coverage Information Card is to be placed and maintained in all
City Vehicles. This card outlines appropriate conduct following an accident involving a City
vehicle.
iii
Any Driver who operates a privately -owned vehicle on City business is required to maintain the
minimum auto liability insurance coverage prescribed under this Vehicle Policy. Proof of
personal auto liability insurance coverage is required before driving a privately -owned vehicle on
City business.
In the event that an accident results in property damage or injury, notify Public Safety. In the
event of serious injury or a fatality, employees are to immediately call 911 (If from cell phone,
call Public Safety Dispatch directly at 584-2611). If a Driver requires overnight hospitalization
due to the accident, CalOSHA, must be contacted within 8 hours of the on -duty accident.
When an accident occurs, employees and volunteers are to notify their immediate supervisor. In
the event of an accident involving an official, he/she would notify the City Manager. The
supervisor, department hcad/manager, City Manager, or designee shall report the accident to
Redwood Empire Municipal Insurance Fund (REMIF). In the case of an injury accident, the
adjuster is to be notified immediately.
Every Driver involved in an accident which results in death, injury, and/or property damage over
$750 must, within 10 days, report the accident on Form SR 1 to DMV. The report forms are
available through the Human Resources Department, the DMV and CHP Offices. They can also
be obtained by calling 1-800-777-0133 or you may go online at www.dmv.gov. The Driver is
responsible for the completion and submittal of this form.
V. Responsibility
The Administrative Services Department, Human Resources and Risk Management
Divisions, manage the City's risk. In this capacity, they obtain insurance for property and
collision coverages, monitor Vehicle accidents, and process claims made against the City
involving City Vehicles. These divisions are also responsible for overseeing safety and
coordinating safety programs. In this capacity, they establish safe use and driving practices for
Drivers to follow to minimize financial losses to the City resulting from the operation of
Vehicles. In addition, they confirm proper Driver licensing and insurance requirements are met
and maintain records on the license status of employees and volunteers.
The City's Purchasing Agent, under the direction of the Director of Administrative Services, is
responsible for the acquisition of City vehicles and mobile equipment fleet, vehicle registration,
and initiation and/or cancellation of automobile liability coverage. Additionally, the Purchasing
Agent, in cooperation with affected departments and the Fleet Maintenance Division of Public
Works, removes fleet equipment from service and ensures that it is disposed of according to
established practices and procedures. Fleet Maintenance is responsible for Vehicle maintenance,
repairs, and damage estimates. They are also responsible for communicating concerns related to
Vehicle safety, performance, and use to department heads and the City's Risk Manager.
VI. Departmental Policies
The Vehicle Policy may be supplemented with departmental policies (e.g., Public Safety,
Public Works) to provide more specific guidance to employees and volunteers. Departmental
policies shall be consistent with the City's Vehicle Policy. Unless stated otherwise, the City's
Vehicle Policy supersedes any and all Departmental policies.
ry
Content
Section I
Section 2
Section 3
Section 4
Section 5
Section 6
TABLE OF CONTENTS
Paves
Fleet Equipment...................................................... 1-7
Vehicle Use Guidelines and Safety Standards ..................
8-12
Licensing Requirements ..............................................
13-14
Commercial Driver's License ....................................
15-17
Insurance and Reporting ...........................................
18-20
Appendix A — Employee Safe Work Practices ...................
21-23
Appendix B — References ...........................................
24
Appendix C — Sample Form ........................................
25
"Equipment Acquisition/Replacement Request"
Section 1
Fleet Equipment
I. Acquisition, Replacement, and Disposal of Fleet Equipment
Methods of Acquisition
It is the Vehicle Policy of the City to operate with the fewest number of Vehicles required
to provide City services efficiently and economically. Departments considering new fleet
purchase requests should consider alternatives - where feasible - such as using unassigned
Vehicles, paying mileage to employees for the use of their private vehicle, renting for a specific
limited time period, or borrowing the fleet equipment from another City department.
During the annual budget process, the Director of Administrative Services, after consulting with
user departments and the Fleet Maintenance Division, will recommend to the City Manager, fleet
equipment in need of replacement and any additions requested. Fleet equipment purchases will
be recommended with regard for the operating requirements of departments while balancing the
need for operating economic costs.
Fleet equipment purchases will be made through the competitive bid process, per the City's
purchasing guidelines or resolutions, or through cooperative inter -agency purchasing agreements
with the State of California or other local government agencies. The Purchasing Agent, based
upon his/her experience and best judgment, will use the purchasing method that results in the
lowest purchasing cost. Purchase contracts will be awarded by the City Council to the
responsible vendor whose bid is in the best interest of the City. Specification development and
bid review will be a cooperative effort between the City's Purchasing Agent and departments to
ensure that appropriate fleet equipment is purchased.
Any exceptions to the Vehicle Policy of acquiring Vehicles or equipment as capital expense
items, through the use of competitive bidding or cooperative purchasing agreements, such as
lease/purchase agreements, must have prior approval of the City Manager.
New Additions to the Fleet
Requests for new Vehicle purchases that are additions to the existing fleet will be made
as part of the annual budget process. Departments requesting additions to the existing fleet must
submit an "Equipment Acquisition/Replacement Request" (See Appendix Q. Upon completion,
this document is to be forwarded, electronically, to the Director of Administrative Services for
review and approval. Based upon his/her recommendation, requests will be incorporated into the
City's Proposed Budget for approval by City Council. Once approved, requesting departments
should proceed by following established guidelines and channels for the acquisition of
equipment.
Fleet Vehicle Standards
Vehicles purchased by the City will range from sub -compact to full-size depending upon
use. Sub -compact sedans, compact pick-ups, and vans (e.g., = 10 passengers) will be purchased
wherever possible. Police patrol vehicles will usually be full-size sedans. Full size pick-ups and
vans will be purchased for applications that require the installation of utility bodies or significant
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load carrying capacity. The City will not transport passengers in vans with a seating capacity
greater than 10, including the Driver. Medium and heavy trucks will be purchased according to
application.
Fleet vehicles will be equipped with common fleet option groups, which include power
brakes/steering, automatic transmissions, and air conditioning. The State of California,
Department of General Services' Fleet Vehicle Purchasing Specifications, will be considered as
the typical fleet vehicle standard. Fleet vehicles will be purchased in the standard factory color
white, except fire apparatus, police patrol vehicles and unmarked police vehicles. Fire apparatus
will be purchased in the colors of red and white. Police patrol vehicles will be purchased in
colors black and white. Unmarked police vehicles will be purchased in a variety of colors.
Most field use vehicles such as: Police, Fire, and Public Works, will be equipped with mobile
radios. Other communication equipment may be installed at a department's request.
Attachments
Necessary lighting, emergency or communications equipment that will be permanently
mounted in or on the Vehicle*will be coordinated with departments as needed. Purchase and
installation cost of communication equipment, other than mobile radios, will be a department
responsibility.
Modifications to Fleet Equipment
Modifications to fleet equipment must be approved by the department head of the
requesting department and coordinated with the Fleet Maintenance Division. Modifications
should be planned and funded through the annual budget process. Major body or mechanical
modifications require approval by the City Manager in addition to department head
authorization.
Identification and Outfitting of Fleet Equipment
General purpose sedans do not require any special markings; however, pickups, vans and
trucks (excluding public safety vehicles) will be clearly identified as City -owned with the
standard City seal displayed. A number of Public Safety vehicles and state regulated heavy
trucks will have specialized markings and/or placards as required by law. Identifying decals,
lettering or numbering will not be added, removed or replaced without prior approval from the
department head of the affected department. No department shall affix decals and/or lettering to
Vehicles, including advertisements or company names other than vehicle make and models.
Personal Equipment on City Vehicles
Personally -owned equipment, such as radios, cellular phones, or other equipment, that
must be permanently installed, attached, or wired into a City vehicle, is prohibited without prior
approval from the Director of Administrative Services and the initiating department.
Safety Equipment in City Vehicles
Every new City vehicle — with the exception of certain classes of public safety vehicles -
will be equipped with a fire extinguisher and first aid kit. The ongoing maintenance of first aid
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kits is a departmental responsibility. All extinguishers, including those installed in Vehicles, are
inspected and serviced regularly by an outside contractor. Under the direction of the Senior
Mechanic, the Fleet Maintenance Division inspects and replaces fire extinguishes during routine
maintenance if needed. In spite of this, departments are expected to regularly monitor their
extinguishers to ensure that they are operational and fully charged.
hn addition to fire extinguishers and first aid kits, heavy equipment will be outfitted with flares
and road triangles as required by law. Departments are expected to monitor and maintain
adequate supplies of safety equipment.
City Equipment in Personal Vehicles
City -owned equipment utilized for City business may be installed by commercial vendors
in privately owned vehicles upon request of the department and with the Director of
Administrative Service's approval. Maintenance or repair costs will be the responsibility of the
assigned department. The employee and Vehicle owner are personally responsible for any
damage, theft, or misuse of the City -owned equipment.
Criteria for Fleet Equipment Replacement
It is the Vehicle Policy of the City to operate with the fewest number of Vehicles required
to provide City services efficiently and economically. Nevertheless, the City will provide
Vehicles and mobile equipment of appropriate types and in sufficient numbers to permit the user
departments to accomplish their assigned duties.
Vehicles will be purchased with regard to the operating requirements of the user
departments while balancing the need for economical operating costs. When purchasing
Vehicles, the City will comply with state and local air quality management district rules and
regulations regarding fleet vehicle purchasing to meet regional clean air goals. Once the City has
determined the type of vehicle to purchase, it will then choose the vehicle with the highest fuel
efficiency and lowest emissions.
Replacement criteria are established by classification based on the anticipated useful life
of an average vehicle when properly operated and maintained. Sound condition, low
maintenance costs and low downtime in comparison to other equipment in its class, may enable
the equipment to be retained beyond its original estimated life.
The following factors are used to analyze fleet equipment for replacement:
a. Utilization — A demonstrated need must exist for continued use of the fleet
equipment by the assigned department. Underutilized equipment may be rotated
to higher utilization assignments, within or between departments, to obtain
optimum utilization prior to replacement.
The exception to this Vehicle Policy would be those Vehicles that have been
purchased and outfitted to perform a specific task (e.g., police cruisers,
handicapped lift van, utility truck outfitted with crane). These Vehicles will be
retained and utilized for their intended purpose until such time as they are targeted
for replacement and retired from the fleet.
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b. Age and Mileage — This criterion targets fleet equipment for replacement
analysis. Age and mileage are not automatic replacement points and equipment
will not be replaced solely on these factors. This is the point that fleet equipment
is reviewed for replacement.
C. Mechanical Performance — The Fleet Maintenance Division will review the
history and current mechanical condition. If this review concludes that the
Vehicle can reasonably be expected to perform satisfactorily for another year, the
fleet equipment maybe extended in service and analyzed for replacement the
following year.
d. Funding — Sufficient funding must be available to cover the cost of replacing
the Vehicle.
The following table shows the age, hours, and/or mileage expected from City vehicles
and equipment in front-line operation before replacement or assignment to backup service:
AGE, HOURS, AND MILEAGE TARGETS FOR VEHICLES
Maximum
Allowable
Maximum
Maximum
Years Allowed in
Vehicle or Equipment Category
A e in Years
# of Miles
# Of Hours
Backup Service
Public Safety Vehicles
Police Patrol Sedans
8
100,000
-
Police Patrol Motorcycle
8
60,000
-
Police/Fire SUVs
8
85,000
-
Fire Pumper Trucks
16
-
4
Fire Aerial Ladder Trucks
16
-
4
Other Fire Trucks
10
-
-
Genercal Pur ose Vehicles .
General Purpose Sedans (police)
10
100,000
-
General Purpose Sedans
10
100,000
-
General Purpose Passenger Vans
10
80,000
-
General Purpose Sports Utility Vehicle
11
90,000
-
General Purpose Pickup Trucks (under 1 ton)
11
90,000
-
Special Pit rse:Vehcles cint,444rizeni _
Special Purpose Light Trucks (under 1 ton)
12
100,000
Special Purpose Medium Trucks (1 - 2 ton)
15
80,000
-
Special Purpose Heavy Trucks (over 2 ton)
15
80,000
-
Utility Scooters
6
30,000
-
Street Sweepers
5
60,000
5
Vacuum Flusher Trucks
8
60,000
-
Trailers
18
-
-
Construction Equipment
15
-
5000
3 years
Buses
15
-
-
Mowers
15
-
Boats
21
-
-
Other Portable Equipment
15
-
-
AIternatiue-Fuel Fehicles:and E r% ent: '
r'rar ets ° '
Unscheduled Replacements
Special circumstances may accelerate the replacement of a Vehicle before its scheduled
replacement time if it is in the best interest of the City. Special circumstances may include:
damage resulting in uneconomical repair costs, excessive downtime or high maintenance costs,
technological advances improving productivity, safety, legal or other regulatory restrictions.
Removal from Service, Disposal, of Fleet Equipment
The Purchasing Agent, in cooperation with affected departments and the Fleet
Maintenance Division of the Public Works Department, removes fleet equipment from service
and ensures that it is disposed of according to established practices and procedures.
II. Departmental Responsibilities
Departments with assigned fleet equipment are responsible for ensuring that the rules and
guidelines established in this Vehicle Policy, as well as any supplemental polices specific to end -
user departments, are followed.
Vehicle Assignments
Every year, during the budget review process, departments shall submit an updated
vehicle assignment list to the Director of Administrative Services. At minimum, vehicle
assignment lists should contain a description of the make, model, and year of the Vehicle, as well
as the current status (e.g., assignment). If assigned to any one individual, departments shall
include the name of the current assignee.
Throughout the fiscal year, departments shall notify the Purchasing Agent of all changes and/or
terminations of assignments and provide information relative to the current status of the Vehicle.
Assignments no longer justified, shall be terminated. The Vehicle may be reassigned or rotated
to another department. Vehicles that have been purchased and outfitted to perform a specific
task (e.g., police cruisers, handicapped lift van, utility truck outfitted with crane) will not be
rotated to another department. Instead, they will be maintained in the user department until such
time as they are reassigned or targeted for replacement and retired from the fleet.
Fleet Equipment Security
Departments and individual staff assigned fleet equipment are responsible for the security
of the Vehicle and any tools or equipment carried in or on the Vehicle. When the Driver is away
from the Vehicle, doors and toolboxes must be locked. At no time are ignition keys to be left in
a Vehicle when the Vehicle is not in use. To the extent that certain departments had adopted
policies that allow City vehicles to be taken home overnight or driven to a Driver's home — or
any other location — other than the Driver's reporting location and work sites, those departments
and/or supervisors shall provide specific rules for safe Vehicle storage.
Operator Daily Checks
Operators are responsible for checking basic safety and maintenance items prior to
operating fleet equipment. The following items should be checked daily:
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■ Check brakes, tires
■ Check signal lights and indicators, seat belts, door locks
■ Check dashboard lights and indicators
■ Check fuel level (tanks should be kept at least '/2 full)
■ Check lights, windshield wipers, mirrors and window glass and mechanisms
■ Check the defroster and heater
■ Report vehicle perfonnance problems to Fleet Maintenance
III. Fleet Services Shop — Maintenance, Repairs and Towing
Location and Hours for Fleet Services
The fleet services shop is located in Public Works directly behind their administrative
offices that front Enterprise Drive. Public Works is located at 600 Enterprise Drive. The shop is
staffed Monday through Friday from 8:00 a.m. — 12:00 p.m. and 1:00 p.m. — 5:00 p.m.. The City
holiday schedule for general employees is observed.
Reporting Mechanical Problems
Mechanical problems may be reported directly to the Senior Mechanic through email, by
phone, mobile radio, or in person. In addition, a supply of Fleet Service Request Forms is
available in each department, including the fleet services shop. These forms are intended for
non -urgent maintenance requests.
Scheduled Preventative Maintenance
Preventative maintenance will be performed on fleet equipment on a regular basis. With
the exception of state and federal inspections and smog tests, staff (operators) must initiate
requests for maintenance. Recommended future service dates are identified via a tag that is
placed in Vehicles/equipment at the time of servicing (e.g., window, inside of door under lock
mechanism). The tag is replaced and updated each time the equipment is serviced.
Equipment scheduled for maintenance may be dropped off by 5:00 p.m. the day prior to the
scheduled service or 8:00 a.m. the day of service. If work assignments conflict with scheduled
maintenance dates, the employee or his/her supervisor shall notify Fleet Maintenance and
reschedule the appointment.
Maintenance of Non -Fleet Equipment
Department -owned equipment which is not designated as fleet equipment is the
responsibility of the department in which it is used. The cost of any parts, fuel or repairs must
come from the owner department's operating budget. Replacement of this equipment is a
department responsibility.
Breakdowns
The procedure for dealing with fleet equipment breakdowns will vary depending on the
circumstances. During regular business hours, contact Fleet Maintenance who will arrange to
have the vehicle towed. After regular business hours, contact Public Safety - Dispatch. They
will arrange to have the vehicle towed.
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Breakdowns occurring outside city/county limits will be handled on a case -by -case basis. During
regular business hours, contact the Senior Mechanic who will advise you as to available options
for handling the breakdown. Operators utilizing fleet equipment during non -business homy will
be responsible for ensuring that the Vehicle is either towed back to the City or the nearest
dealership. Towing expenses (if any) incurred during authorized travel outside of city/county
limits will be reimbursed to Drivers of City vehicles only.
IV. Fueling
City Fuel Facility
The City fuel facility is located at 600 Enterprise Drive. Drivers operating City vehicles
may access the facility during regular business hours (e.g., 8:00 a.m. to 5:00 p.m.) to acquire
unleaded and diesel fuel. After hour access to the facility is generally limited to Public Safety
and Public Works employees. Drivers wishing to gain access to the facility on an after -hour
basis who are employees, but not employed in either Public Safety or Public Works, must
request authorization by submitting a written request to their department head. The request must
outline and justify the reason(s) why the requestor believes that access should be granted.
Two alternate City fuel facilities are available. With the exception of Public Safety
personnel, these sites are to be used for emergency proposes only. They are located at the Public
Safety Main Station (500 City Center Drive) and the Northern Fire Station (5200 Country Club
Drive). Both unleaded and diesel fuel are available at the Northern Fire Station. The Public
Safety Main station has diesel fuel only. After hours access is limited to Public Safety personnel
only.
Alternative Fueling Sites
Gasoline credit cards are issued for most classes of Public Safety and general purpose
vehicles. These cards are assigned to the Vehicles themselves, not the individuals or
departments who operate them. Drivers are encouraged to use the City's fuel facility as their
primary means of fueling. In the event of an emergency, when out-of-town or in instances
where the City's fuel pump is not functioning, Drivers shall utilize the Vehicle's gasoline credit
card. Credit cards may be used to purchase fuel, motor oil, or emergency repairs. Credit cards are
not to be used for food, drink, or incidentals.
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Section 2
Vehicle Use Guidelines and Safety Standards
1. Vehicle Operations
Every Driver who operates a vehicle on City business must be both qualified to drive that
Vehicle and "insurable and insured" under the City's automobile liability insurance.
Qualified to Drive
To be eligible to drive on City business, a driver must meet the following minimum
qualifications:
■ The Driver must be a City employee, official, or volunteer representing the City of
Rohnert Park.
■ The Driver must have authorization to drive a vehicle on City business.
■ The Driver must have a valid California Driver License appropriate to the type of vehicle
being driven and the license must be in his/her possession while driving.
■ The Driver must be insurable and insured through the City's self-insurance pool and joint
powers authority REMIF.
California Driver's License Categories
■ Class A: A Commercial Driver License. May drive any legal combination of vehicles,
including vehicles under Class B and Class C. May tow any single vehicle with a Gross
Vehicle Weight Rating (GVWR) of more than 10,000 lbs (not used for hire); any trailer
bus - with endorsement OR more than one vehicle, with endorsement.
■ Class B: A Commercial Driver License. May drive a single vehicle with a GVWR of
more than 26,000 lbs., a 3-axle vehicle weighing over 6,000 lbs.; a bus (except a trailer
bus) designed to carry 10 or more passengers including the driver (with endorsement);
any farm labor vehicle, with endorsement; all vehicles under Class C.
■ Class C: Most common and basic license. May drive any 2-axle vehicle with a GVWR
of 26,000 lbs. or less; a 3-axle vehicle weighing 6,000 lbs. or less; any housecar of 40' or
less; a vanpool; and a motorized scooter. May tow a single vehicle with a GVWR of
10,000 lbs. or less including tow dolly, if used. With a vehicle weighing 4,000 lbs. or
more unladen, you may tow a: trailer coach not exceeding 9,000 lbs. gross; trailer coach
or 5th-wheel trailer under 10,000 lbs. GVWR when towing is not for compensation; 5th-
wheel travel trailer exceeding 10,000 lbs., but not exceeding 15,000 lbs. GVWR, when
towing is not for compensation and with endorsement.
■ Class M: Required to drive a 2-wheel motorcycle or motor driven cycle. Does not meet
the requirements for a motorized scooter.
Insurable and Insured - Definition
Insurable and insured means:
A. "Insurable" means that the Driver has proof of insurance when operating a privately
owned vehicle. The California Insurance Code permits the City of Rohnert Park and/or REMIF,
the City's automobile liability self -insured coverage provider, to deny auto liability insurance
coverage to a Driver who has been convicted of violating certain sections of the Vehicle Code. It
does not matter whether the conviction occurred on the job or off the job. If a Driver has had
his/her driver license suspended, revoked or restricted due to one or more of these or other
convictions, the Driver may not be insurable. These convictions include the following:
■ Homicide or assault arising out of the operation of a private vehicle.
■ Driving with a suspended or revoked driver's license.
■ Failure to report an accident.
■ Driving while under the influence of alcohol or drugs, and causing death or bodily injury
to another person.
■ A second conviction of driving while under the influence of alcohol or drugs within
seven years of a prior conviction.
■ Reckless driving involving bodily injury to another person.
B. "Insured" means that the Driver is covered under private or City self -insured auto
liability insurance coverage to drive that vehicle on City business. A Driver may be insurable
and insured to drive a private vehicle or a City vehicle as follows:
1. Private, non -city vehicle — A Driver is insurable and insured when:
a. The owner of the non -City vehicle possesses auto liability insurance
coverage sufficient to meet the minimurn amounts prescribed by the City.
The following minimums are required:
l . $100,000 per person Bodily Injury.
2. $300,000 per accident Bodily Injury
3. $100,000 per accident Property Damage or $300,000 combined
(Bodily Injury and Property Damage) single limit.
2. Rental vehicle — A Driver is insurable and insured when:
a. When a rental company rents a vehicle to the City of Rohnert Park and
permits a Driver to operate that vehicle on City business; and
b. When the Driver has purchased the comprehensive liability insurance
coverage sold by the rental company. This is a valid City expense.
3. City vehicle — A Driver is insurable and insured when:
a. REMIF and the City of Rohnert Park have not denied auto liability
coverage to that individual.
Driver Selection: Evaluation of Driver Qualifications
A. The Driver must have an acceptable driving record as determined by criteria
established by the Risk Manager in consultation with department heads, REMIF and the City
Manager.
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As part of the recruitmient and selection process for positions and volunteer assignments where
driving is an essential job function, the Human Resources Department will verify the driving
record and license status of candidates.
B. Commercial Driver's License: The recruitment process for positions which require a
commercial driver's license, may involve obtaining the following information from the applicant
regarding his/her driver qualifications during the pre -employment process:
■ The state, number and expiration date of each unexpired vehicle operator's license or
pen -nit that has been issued to the applicant.
■ The nature and extent of the applicant's experience in the operation of vehicles, including
the type of equipment which the applicant has operated.
■ A list of all vehicle accidents, in which the applicant was involved during the last three
years, indicating the date and nature of each accident and any personal injuries it caused.
■ A list of all violations of vehicle laws or ordinances (other than parking) in which the
applicant was convicted or forfeited bond or collateral during the last three years.
■ A statement by the applicant indicating the facts and circumstances of any denial,
revocation or suspension of any license, permit or privilege to operate a vehicle.
C. Drivers shall not operate a specialized vehicle until they have demonstrated
proficiency with the particular type of vehicle or equipment routine to be utilized.
Supervisors are prohibited from dispatching a Driver to operate a specialized vehicle unless, or
until, the Driver has been trained in the use of that Vehicle and/or equipment routine and has
demonstrated proficiency.
Driver Training
The supervisor must orient and train the Driver on City driving responsibilities, policies,
and regulations prior to their driving on the job. Supervisors shall provide and document that
instruction in the operation of the specific vehicle or type of vehicle to which the Driver will be
assigned has occurred. Such instruction should include understanding gauges, brake limitations,
warning devices, blind spots, and how to fuel the vehicle at the City's fuel facility, if appropriate.
The supervisor can delegate the instruction of the Driver to a qualified lead worker, if necessary.
A Driver, who is a new driver of a specific vehicle, should be given the opportunity to practice
driving skills in order to reach the required level of proficiency. When Drivers are handling
highly technical equipment, it is best to practice in an area free from traffic.
II. Vehicle Safety Guidelines and Standards
Driving an automobile is an activity requiring exercise of the greatest care and attention.
It requires the Driver to conscientiously assume a sense of responsibility during the act of
driving. In the exercise of responsibility, it is important that every Driver conform to traffic laws
and rules of the road.
Drivers shall protect themselves and passengers by requiring the wearing of seat belts (as
determined by state law) and driving responsibly, defensively and courteously. To ensure that
acceptable standards of proficiency and safety are maintained by each Driver, the following
Driving Safety Guidelines and Standards must be observed:
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1. The City of Rohnert Park requires drivers to be 18 years of age in order to drive a
City vehicle.
2. Drivers must maintain a valid California Driver License for the class of vehicle they
are operating.
Drivers are to drive safely and obey all traffic and motor vehicle laws, rules and
regulations and the dictates of common sense and good judgment. City vehicles must be driven
in a safe and courteous manner in consideration of the high visibility of City vehicles and the
need to present a responsible image to the general public.
■ If during the course of employment a Driver exhibits a disregard for acceptable safe
driving procedures, the City may deny authorization to operate a Vehicle while
representing the City.
■ Each Driver's privilege to operate a vehicle on official business extends only as long as
the Driver operates the vehicle in a safe and efficient manner. A record of employee at -
fault accidents may be cause for appropriate disciplinary action (See City of Rohnert Park
Personnel Rules and Regulations).
3. Do not operate any Vehicle while under the influence of alcohol or drugs.
The use of alcoholic beverages and illegal drugs while operating a Vehicle on City
business is prohibited. No person under the influence of alcohol or an illegal drug may operate a
City vehicle. Furthennore, any person under the influence of a legal drug or doctor prescribed
drug which seriously impairs his/her reaction time, such as medications which cause drowsiness,
may not operate Vehicles on City business.
4. Vehicles shall be operated only when they are in safe operating condition.
Each individual driving a Vehicle on City business shall conduct a pre -trip vehicle
inspection to be satisfied that the Vehicle is in safe condition to operate. Drivers operating
assigned Vehicles are responsible for daily safety and Vehicle maintenance checks and for
bringing the Vehicle to Fleet Maintenance for scheduled periodic maintenance.
5. Vehicles shall contain appropriate warning and safety devices as needed.
Always use all vehicle safety equipment such as seat belts, turn signals, brake lights,
headlights, mirrors, etc. Seat belts shall be worn by the Driver and all passengers at all times
when the Vehicle is in motion. It shall be the Driver's responsibility to ensure use of seat belts
by all passengers. Public Safety Officers are exempted from seat belting certain prisoners (See
General Order P-7, Section IIA1).
Drivers shall wear all appropriate safety or personal protective equipment required when
operating that type of vehicle, including the use of a helmet when required.
6. As a general rule, do not allow unauthorized personnel to drive City vehicles, or
unauthorized passengers to ride in the vehicle. Exceptions to this Vehicle Policy include
the following:
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a. City -owned vehicles transporting participants of City recreation programs, senior
programs (i.e., Sunshine Bus), and patrol vehicles.
b. Drivers shall be allowed to transport non -employees in those instances where they
have received prior authorization to do so from their supervisor and/or department
head.
C. Drivers who are carpooling with employees from other agencies to attend
training, conferences, etc.
d. If a Driver becomes ill while driving, a passenger with a valid California Driver
License who is covered under private auto liability insurance and has proof of
insurance (as required by law), may drive the Vehicle.
C. In an emergency, it is permissible to transport any person to seek medical help or
other assistance.
7. Always exercise caution when operating a Vehicle in adverse weather conditions
such as rain, icy road or high wind conditions.
8. Factors such as stress, lack of rest or emotional upset can affect your ability to
operate a vehicle safely. Avoid driving, to the extent possible, during such periods.
9. City vehicles shall be for official use only and shall be available for City business at
all times.
City vehicles shall not be taken home overnight or driven to a Driver's home or any
other location - other than the Driver's reporting location and work sites unless expressly
exempted through adopted policies (i.e., M.O.U., General Orders) or by the Driver's supervisor.
10. When transporting passengers in a City vehicle:
■ The Vehicle should be designed for passenger transportation.
■ Passengers shall be required to wear seat belts, lap and shoulder belts, at all times.
■ Passengers shall not leave their seats until the Vehicle has come to a complete stop.
■ Departments providing transportation to minors and seniors participating in City -
sponsored activities and programs must ensure that a hold harmless agreement has been
executed and is on file with the City. A parent or legal guardian must execute the
agreement on behalf of minors.
■ Departments shall hire a transportation service to conduct busing of a group or groups,
when feasible.
■ The City of Rohnert Park requires Drivers transporting passengers outside City limits to
obtain the approval of a supervisor and/or department head at least one day in advance of
the trip.
■ Drivers transporting minors must submit to a background examination through the
Department of Justice (Ref: Health and Safety Code Section 1596.60-1596.68).
o As a matter of policy, the City of Rohnert Park fingerprints all full time and part
time employees. Volunteers supervising children, handling cash or with keys to
City facilities are fingerprinted.
11. Drive defensively by following Employee Safe Work Practices (See Appendix A).
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Section 3
Licensing Requirements
Every Driver who drives a Vehicle on City business must possess a valid California
Driver License appropriate to the type of Vehicle being driven. Drivers are to carry their driver
license with them while operating a Vehicle on agency business.
The City of Rohnert Park participates in the DMV Pull Notice Program and receives DMV
printouts on employees and volunteers who are required to drive as part of their essential job
duties. The printouts notify employers when a driver license has been suspended or revoked,
they provide traffic violation point counts, and they disclose whether or not a driver has been
convicted of a violation of the California Vehicle Code, Section 23152 Driving Under Influence
of Alcohol or Drugs and Section 23153 Driving Under Influence of Alcohol or Drugs Causing
Injury.
The California Vehicle Code, Section 15224, states that "[a]ny driver who has a driver's license
or privilege suspended, revoked, or canceled by any state for any period, or who is disqualified
from driving a commercial vehicle for any period, shall notify his or her employer of the
suspension, revocation, cancellation, or disqualification, before the end of the business day
following the action."
I. License Suspensions and Restorations
A. Any employee or volunteer perfonning work that requires possession of a valid
driver license must notify his/her immediate supervisor in those cases where his/her
license has expired, is suspended or revoked, and/or where the individual is unable to
obtain an occupational driving permit from the DMV.
B. Once a supervisor receives notification from a Driver that any of the above has
occurred, he/she must notify Human Resources immediately.
C. Upon notification, Human Resources will send a memorandum to the individual's
department head that contains driving restrictions or limitations per DMV and City
guidelines. The effective date of restrictions shall be noted in the memorandum.
D. Upon receipt of the notice, the department head is responsible for compliance
with the contents of the memorandum. This may include modifying job duties to fit
the restrictions or limitations imposed on this individual.
E. In order to resume full driving privileges, the Driver must obtain a current
DMV printout showing proof of a valid license with no restrictions or limitations and
submit it to his/her supervisor, who, in turn, submits the printout to Human Resources.
The driver is responsible for paying the DMV fee for the printout showing proof of
license.
F. Upon receipt of the DMV printout, Human Resources will notify the department
head of the change in status (i.e., driving restrictions have been lifted) so that he/she may
again be dispatched to drive a Vehicle on City business.
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11. Employer Responsibility
The California Vehicle Code, Section 1808.1 (f), states "An employer who employs or continues
to employ as a driver any person against whom a disqualifying action has been taken regarding
his or her driving privilege or required driver's certificate, is guilty of a public offense, and upon
conviction thereof, shall be punished by confinement in a county jail for not more than six
months, by a fine of not more than one thousand dollars ($1,000), or by both that confinement
and fine."
Supervisors may not knowingly dispatch an employee or volunteer in a Vehicle that has an
expired, cancelled, suspended, or revoked license. Failure to comply with the City's obligation
under the California Vehicle Code and this Vehicle Policy shall be cause for disciplinary action
(See City of Rohnert Park Personnel Rules and Regulations).
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Section 4
Commercial Driver's License (CDL)
The State of California established driver license requirements pertaining to the operation
of commercial vehicles effective January 1, 1989, to comply with the Federal Highway Funds
Act. The City of Rohnert Park utilizes several Vehicles classified as commercial vehicles,
which require a commercial driver license (CDL) and special endorsements to operate.
It is the Vehicle Policy of the City that any employee required, as a condition of employment, to
possess a CDL and perforin safety -sensitive driving related functions shall comply with all
federal and state regulations governing licensing, renewals, DMV records and employer
notification, and controlled substances and drug and alcohol use testing..
In accordance with the Federal Omnibus Transportation Employee Testing Act of 1991, and with
the United States Department of Transportation regulations implementing federal law, Title 49 of
the Code of Federal Regulations, Parts 382, 391, and 395, Federal Register — Final Rule on
Controlled Substances and Alcohol Uses, and Testing, the City has established a policy and
procedures for implementing an alcohol and controlled substances testing program. The primary
purpose of this program is to prevent accidents and injuries resulting from the misuse of alcohol
and use of controlled substances by Drivers of commercial vehicles, and to deter employees
performing safety -sensitive driving and driving related functions from reporting to work or
working with controlled substances and/or alcohol in their systems. Employees covered by this
Vehicle Policy are also covered by the City's Drug -Free Workplace Policy and/or the City's
Department of Transportation (DOT) Drug and Alcohol Testing Program.
I. Designating Job Classes that Require a CDL
Each department head shall have the responsibility of determining which job classes in
his or her department shall be required to possess a commercial license. The department head
shall also determine the type of commercial license (i.e., Class B or A) and special
endorsement(s) each position or group of positions within each job class shall possess. This
detennination shall be based upon any special knowledge or unique job duties assigned to
specific positions within a job class due to work performed in a different division or unit within
the department.
II. Testing, Training, and Study Time
Each department shall allow the employee and/or volunteer adequate time during work
hours to study and train for the written and driving portions of the test. The actual tests, both
written and driving, shall be taken on City time. The Driver shall be allowed to use a City
vehicle when training for, and also taking, the driving portion of the test.
Employee versus City Costs
The City department shall pay the costs listed below for those employees whose job
classifications require a CDL. An individual employee whose job classification does not require
possession of a CDL may volunteer to become licensed to drive commercial vehicles. If the
department head deems there to be a benefit to the organization for this individual to become
commercially licensed, the City department will also pay the following costs:
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A. Physical Examination: The state requires an initial physical examination when
applying for a CDL. Thereafter, a physical exam is required every two (2) years
to keep the license current. Each department and/or the Human Resources
Department shall be responsible for making the arrangements for their Driver's
physicals and for paying for them. The physical shall be taken on City time.
B. Written/Driving Test: The Driver shall be responsible for paying the upfront
costs of obtaining the CDL with endorsements. Each department shall be
responsible for reimbursing commercial drivers for the difference in cost between
a regular, Class C driver license and the CDL with endorsements.
C. Re -tests: The City shall pay the DMV fee to re -test a Driver who fails to pass the
written and/or driving test when within their allotted number of allowable re -tests.
The department head shall have the authority to determine, and extend, the
number of opportunities an individual employee has to take a re -test when
deemed to be in the best interest of the City. hn these instances. the City shall pay
for any further re-test(s) deemed necessary by the department head.
Implementation of DOT Drup, and Alcohol Testinp, Policy and Procedures
Drug and alcohol testing is required to comply with the United States Department of
Transportation (DOT) regulations implementing the Federal Omnibus Transportation Employee
Testing Act of 1991 which was established to prevent accidents and injuries resulting from the
misuse of alcohol or use of controlled substances by drivers of commercial vehicles. Adoption
of a policy is one of the City's obligations under the regulations. In compliance, the City
Council of the City of Rohnert Park approved/adopted a policy and procedures for
implementation of federal DOT drug and alcohol testing (i.e., Resolution No. 96-56).
It is City policy that any employee or volunteer who is required as a condition of their
employment to possess a CDL and perform safety -sensitive driving and driving -related
functions, shall be subject to the City's controlled substances and alcohol testing procedures.
Supervisors may only dispatch those participating in the program to operate, drive or maintain a
commercial vehicle and perform safety -sensitive functions.
Job announcements for classifications covered by this policy shall state that an offer- of
employment is contingent on the applicant passing a pre -employment controlled substances test
with a negative result, and that the position is subject to testing requirements as outlined in the
City's policy and procedures for the implementation of federal DOT drug and alcohol testing.
III. License Reporting Requirements
Under DMV Vehicle Code, Section 1808.1, the City of Rohnert Park is required to
obtain the current driving record for any prospective employee and volunteer who is required to
drive a City vehicle as part of their essential job duties. The Human Resources Department
reviews and maintains these reports.
As a participant in the pull -notice system, the City of Rohnert Park receives periodic pull notice
reports on employees and volunteers entered into the system. Reports received which list
infractions and/or accidents are reviewed further by the employee or volunteer's Department
Head to determine their continued driving status.
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Any Driver performing work which requires the operation of a vehicle on City business
must notify his/her immediate supervisor in those cases where his/her license has expired, or is
suspended or revoked, and/or is unable to obtain an occupational permit from the DMV. Failure
to report shall be cause for disciplinary action, up to and including dismissal.
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Section 5
Insurance and Reporting
It is the policy of the City of Rohnert Park to protect against catastrophic loss due to
personal injury or property damage arising out of vehicle accidents involving City drivers
through self-insurance, commercial insurance, or risk transfer to the private vehicle owner. The
determination of which type of insurance to use is based on which is more economically feasible.
A. Primary self-insurance is provided by the City through an insurance pool or joint
powers agreement with other public agencies forming the Redwood Empire
Municipal Insurance Fund (REMIF). Secondary excess coverage is provided
through the pool's membership in the California Joint Powers Risk Management
Authority (CJPRMA).
B. The City's Risk Manager is responsible for representing the City on the Board of
Directors of REMIT and for managing and monitoring the City's insurance
program.
C. The Risk Manager is designated by the City Manager.
I. Financial Responsibility
Liability coverage through REMIF extends to include use of all Vehicles owned by the
City of Rohnert Park, whether the Driver is driving the Vehicle in the course and scope of City
business or not. However, Drivers must not use a City vehicle for unauthorized purposes if they
want to be sure of insurance protection. If a Driver is driving a City vehicle for any unauthorized
purpose and is involved in an accident, City self-insurance coverage may be denied and the
Driver may be held personally and financially responsible for all personal or bodily injuries, or
even the death of anyone involved in the accident, and all public and private property damage,
including damage to the City vehicle.
A. Driving Personal Vehicles — When driving a personal vehicle on City business, the
vehicle owner's insurance is the primary insurance coverage, not the City's. Any Driver who
operates a personal vehicle on City business must maintain the minimum auto liability insurance
coverage as outlined in Section 2 under "Insurable and Insured — Definition." Proof of personal
auto liability insurance coverage is required before driving a personal vehicle on City business.
B. Vehicle Damage — The cost of repairing collision or mechanical damage to City vehicles
which is the result of gross negligence, willful abuse, or misconduct by the Driver, may result in
disciplinary action and be charged directly to the Driver's department. The determination of
vehicle abuse will be made after a review of the suspected abuse incident by the department,
Fleet Maintenance staff and Risk Manager.
If a personal vehicle is damaged while driving on City business, the City is not liable for
property damages. This includes the deductible and the loss. The Driver must have personal
collision coverage if he/she wants to recover damages.
C. Traffic Citations and Parking Tickets — A traffic citation, or moving violation, issued
to a Driver while driving a Vehicle on City business, even a City -owned vehicle, is the sole
responsibility of the Driver. Parking citations are the responsibility of the Driver who parked the
Vehicle. If the Driver cannot be identified, then the department that has been assigned the
Vehicle will be held financially responsible.
D. City Equipment in Privately Owned Vehicles — The Driver and vehicle owner are
personally responsible for any damage, theft, or misuse of any City -owned equipment which has
been installed in a private]y-owned vehicle.
E. Rental Vehicle — When renting a vehicle while on City business, purchase of the
insurance coverage the rental agency offers for liability and collision is mandatory. These costs
are reimbursable by the City.
F. Commuting — City auto liability coverage does not cover drivers when they are
commuting to/fi-om work in their own vehicle, as the individual is not considered to be "on-the-
job." Drivers' personal auto liability collision and comprehensive insurance coverage is all that
applies when commuting.
Drivers should not give out their business card if/when they are involved in an accident while
commuting as this gives the other party the incorrect impression that the driver is on City
business. This action may inadvertently affect the City's liability exposure, or the other party
may try to include the City in any lawsuit when the City should not have been involved at all.
Although it is unlikely that the City would be held liable in such a case, the City would have to
spend money to defend itself against the lawsuit.
G. Filing a Claim against the City — When the public suffers a personal injury or any
property damage due to an incident involving a City vehicle, they may file a claim against the
City. The City's pooled auto liability insurance coverage defends the City when a claim is filed
and pays any covered losses in excess of the City's deductible, provided the use of the Vehicle
involved was authorized by the City.
II. Accidents
Driver/Supervisor Responsibility
If a Driver is involved in an accident while operating a City vehicle in the performance of
official duties which results in personal injury or property damage, he or she shall refer to the
procedures outlined on the REMIF proof of insurance card which is to be placed in all City
vehicles.
If a Driver is involved in an accident while operating a personal or rental vehicle, in the
performance of official duties which results in personal injury or property damage, he or she
shall follow the guidelines established by the DMV and if applicable, requirements outlined in
the rental agreement.
Prior to leaving the scene of an accident, inspect your Vehicle to determine whether or not it is
safe to drive. If the Vehicle is inoperable, follow the guidelines listed below:
If the vehicle is a City vehicle and cannot be driven from the scene,
follow the guidelines for towing said vehicle as outlined in Section I under
"Breakdowns".
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2. If the vehicle is privately -owned, contact your own insurance company
and make your own arrangements for towing.
3. If the vehicle is a rental car, you should have purchased the renter's
insurance, so follow the requirements under the rental agreement.
Everh driver involved in an accident which results in death, injury, and/or property damage over
$750 must, within .10 days, report the accident on Form SR I to DMV. The report_forms are
available through the Human Resources Department, the DMV and CHP Offices. They can also
be obtained by calling 1-800-777-0133 or you may go online at www d_m_v_,go>>. The driver is
responsible for the completion and submittal of this form.
Drivers Who Observe or Drive -by an Accident Scene
When traveling in a City vehicle, it is the responsibility of Drivers to stop at accident
scenes and render whatever assistance they can, that is within their capacity if it is safe to do so.
It is not the intention of this Vehicle Policy to impose strict procedures in governing the actions
of Drivers at accident scenes. It is realized that each Driver must use his or her own judgment in
determining if assistance is needed and what assistance he/she is capable of providing. At
minimum, the Driver should ensure that police and fire personnel have been notified (if
necessary). If injuries have occurred, first aid may be rendered to the victim provided the Driver
is capable and qualified (current certification required).
The Driver should remain at the accident scene until emergency vehicles arrive and offer
assistance to police and fire personnel as needed. The Driver should remain polite and helpful in
all circumstances and never speculate on cause, effect or blame involved in the accident.
Drivers providing assistance at accident scenes shall write a memorandum, within 48 hours,
describing the details of the accident and file it with the Risk Manager.
Ill. Defensive Driving Course
Supervisors, in addition to department heads, and/or the Risk Manager, shall recommend
or assign attendance at a defensive driving course for their subordinate Drivers periodically
throughout the course of their employment with the City. Assignments for a defensive driving
course shall be made as follows:
■ Mandatory attendance for Drivers with a record of driver at fault accidents.
■ Mandatory attendance for Drivers who demonstrate questionable driving capabilities or
habits as determined by their supervisor or department head in consultation with Human
Resources and/or the Risk Manager and possibly Public Safety.
■ It is recommended that Drivers transporting senior citizens and/or children in City vans
complete a defensive driving training course(s) annually.
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APPENDIX A
Employee Safe Work Practices
1. To Prevent Accidents on the Road:
a. Look ahead and try to anticipate any potential hazards before you reach
them.
b. Always drive at a speed that is safe for existing conditions; never too fast
or too slow.
C. Make yourself seen. Signal all stops and change of direction. Use your
lights, turn signals and horn to communicate your intentions.
d. Obey traffic signs and signals.
e. Never drive or turn from the wrong direction.
f. Never swing wide, cut corners or cut in and out of traffic.
g. Do not coast on a grade.
h. Never pass on grades, at intersections, at turns or on narrow roads.
i. Do not pass a stopped bus.
j. Leave yourself an out. Never follow too closely, leave room to slow, stop
or turn to adjust to possible traffic conflicts.
k. Allow enough space between you and the vehicles ahead. Be aware of the
traffic around you and anticipate its movement.
2. When Backing or Parking:
a. Back only with assurance that the area is clear.
b. Signal your intention.
C. Always use the handbrake or turn the wheels into the curb; never leave the
Vehicle in gear.
d. Look first before pulling out into traffic, and do so cautiously.
e. Never park in traffic lanes.
f. Take heed of signs or flares.
g. Don't exit the car on the wrong side.
h. Always watch for traffic, motorcyclists, bicyclists or pedestrians when
opening Vehicle door.
i. Don't be afraid to get assistance when backing up.
j. Never back-up more than one car length to find a parking space.
k. Look in all directions.
1. Never backup on a one-way roadway.
3. Conduct Pre -Trip Inspections:
a. Check brakes and tires.
b. Check signal lights and indicators, seat belts, horn, and door locks.
C. Check reflectors and fire extinguishers as appropriate.
d. If required by your department to carry flares and/or flags, check for them.
e. Check dashboard lights and indicators; note gas level.
f. Check chains if traveling where chains may be required.
g. Check lights, windshield wipers, mirrors and window glass and
mechanisms.
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h. Check the defroster and heater.
i. Check and carry your driver license — with medical certificate if required.
j. Check tools and jacks.
k. Report Vehicle performance problems to the Senior Mechanic in the
Public Works Department.
1. Turn the Vehicle in for routine maintenance when requested to do so by
the Senior Mechanic.
4. Exhibit Safe Habits and Personal Attitudes:
a. Never try to beat the lights or the train.
b. Use both arms, hands when driving.
C. Do not hog the road.
d. Limit use of the horn to appropriate situations.
C. Be courteous to other drivers and to pedestrians.
f. Never drive after drinking, or when drowsy or tired.
g. Dim lights when cars approach.
h. Keep your eyes on the road.
i. Never toss debris from a Vehicle.
j. Never violate the "no riders" rule unless you have written supervisor
approval.
k. Limit distractions while driving, e.g., eating, reading, using a cell phone,
car radio, or laptop — better yet, don't do these while driving — pull over to
the side of the road, but only when it is safe to do so; keep the car radio
volume low so you can hear danger signals.
5. Watch Out for the Unsafe Acts of Pedestrians:
a. Crossing in the middle of the street.
b. Using street as a playground.
C. Crossing against traffic lights.
d. Hitchhiking.
C. Insisting on pedestrian right-of-way.
f. Entering road from between parked cars.
g. Failing to observe traffic signals.
h. Walking on dark road wearing dark clothing with no reflective materials.
i. Walking in the road with back to traffic.
6. Know Your Vehicle and Comply with Preventative Maintenance Schedule:
a. Report bad brakes.
b. Report defective horn.
C. Report defective instruments.
d. Report damaged or missing mirrors.
e. Report defective steering.
f. Report bad tires.
g. Never obstruct the windshield or rear vision.
h. Report possible problems, such as intermittent operation of electronics,
radio and indicator lights, which may indicate poor wiring.
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i. Report potential defects in the engine, carburetor, gas tank, muffler, or
exhaust manifold, such as strange noises, sputtering, a sudden intermittent
loss of power, etc.
J. If work assignments conflict with scheduled preventative maintenance,
supervisors must contact the Fleet Maintenance staff to reschedule.
7. Drive Defensively at all Times, but Especially When the Roadway is/has:
a. Congested and narrow.
b. Poorly lit.
C. Poorly marked.
d. Inadequate policing and traffic direction.
e. Slippery.
f. An unprotected grade crossing.
g. No separation of opposing traffic.
h. Irregular shoulders.
i. Rough, uneven, packed.
j. hladequate banking, sharp grade and turns.
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APPENDIX B
Citations and/or References
■ Assembly Bill (AB 1052) Random Drug Testing for Non -DOT Drivers
■ City of Rohnert Park Authorization to Use Privately -Owned Vehicles on City of Rohnert
Park Business
■ City of Rohnert Park Drug -Free Workplace Policy
■ Department of Public Safety General Order P-4
■ Department of Public Safety General Order P-7
■ City of Rohnert Park Travel/Expense Policy
■ Federal Drug Free Workplace Act of 1988
■ State of California — Department of Motor Vehicles, "California Commercial Driver
Handbook 2005"
■ State of California — Health and Safety Code Section 1596.60-1596.68
■ United States Department of Transportation (DOT) regulations, "Procedures for
Transportation Workplace Drug and Alcohol Testing Programs" 49 CFR Part 40
■ United States Department of Transportation (DOT), Federal Highway Administration
(FHWA) regulations, "Controlled Substances and Alcohol Use and Testing" 49 CFR Parts
381,etal.
■ United States Department of Transportation (DOT), Federal Transit Administration (FTA)
regulations, "Prevention of Alcohol and Prohibited Drug Misuse in Transit Operations" 49
CFR Parts 653 and 654
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APPENDIX C
CITYOF ROHNERT PARK
EQUIPMENT ACQUISITION/REPLACEMENT REQUEST
(Purchases = $5,000)
Please provide a brief description of the equipment you wish to purchase. Include desired specifications
and note whether this purchase will replace existing equipment or represents an addition.
Item
Number
Requested Item
Purchase or
Replacement
Make
Model
Cost
1
2
3
4
5
_
6
7
8
9
10
_
11
12
13
14
15
16
17
Please provide a brief justification for your request and identify the funding source.
Item
Number
Justification for Purchase
Funding Source*
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
x (e.g., General Fund, grants, donations, reserves)
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