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Home My WebLink AboutD01.0 Take Home Vehicle �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- TAKE HOME VEHICLE SECTION. D NUMBER: 1.0 PREPARED BY- Facility Services REVISED DATE: 02/01/2014 PAGE: 1 of 5 PURPOSE 1.1 The purpose of the Take Home Vehicle policy is to provide guidelines governing the take home use of City vehicles by employees. These guidelines establish parameters which will conserve fuel, reduce vehicle operating miles, costs and extend vehicle and equipment life for the City of Grapevine. 1.2 DEFINITIONS 1.2.1 Vehicles are defined as all cars and trucks of all makes, models and sizes owned by the City of Grapevine. 1.2.2 Equipment is defined as any piece of machinery, which operates by means of an internal combustible engine owned by the City of Grapevine. 1.2.3 Take home vehicles are vehicles owned by the City of Grapevine and driven directly to and from an employee's place of residence to the job site as required. A take home vehicle is considered a tool necessary for successful completion of job responsibilities. 1.2.4 Critical events and city emergencies are incidents requiring a City employee to respond after normal working hours in order to perform their specified job duties. Qualifying incidents are those which place lives or property in immediate danger and /or require immediate response by City personnel. 1.2.5 On-Call Status refers to employees who, may or may not, receive additional compensation to "stand-by" on specific evenings, weekends and holidays during off duty hours because they are required to return to the work site in the event of a critical city emergency. This status may be designated, with approval of the City Manager or his designee, to certain key employees who hold positions which are frequently required to return to work as a result of their primary responsibilities. A list of the designated on-call status positions, which are authorized by the City Manager for take-home vehicle use, is maintained by the Vehicle Use Administrator. This document is updated annually during the budget preparation process and additionally, as the City Manager warrants. Any changes to this list must be approved by the City Manager. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- TAKE HOME VEHICLE SECTION. D NUMBER: 1.0 PREPARED BY- Facility Services REVISED DATE: 02/01/2014 PAGE: 2 of 5 1.2.6 Frequently is defined, for the purposes of this policy only, as an average of 10 times per year for the previous 3 years. POLICY 1.3 The Internal Services Division of the Public Works Department is designated by this policy as the vehicle use administrator. 1.4 A report of all take home vehicles is forwarded to the Finance office for tax purposes annually. It is the responsibility of each user department to submit a Take-Home Vehicle summary report to the Internal Services Division on February 1 of each year. Any changes in assignment or privileges with respect to "take-home vehicles" will be reported to Internal Services within 10 days of the change. 1.5 The Internal Services Division prepares an annual report of all take home vehicles which is forwarded to the Finance office for tax reporting purposes. 1.6 The annual report of all take home vehicles includes the following information: o The unit number of each vehicle that is to be taken home. o The division to which the vehicle is assigned. o The employee assigned to the vehicle. o Home address of employee assigned to the vehicle. o Approximate one-way mileage to residence. o Whether employee is exempt from tax liability based on job duties. 1.7 RESTRICTIONS ON USE - NO passengers may be transported in take home vehicles except as required by official duties. The failure to comply with the restriction places a liability on the City of Grapevine and may result in disciplinary action, which may, ultimately, result in the loss of vehicle privileges. 1.8 City vehicles and equipment are to be used for official City business only. The private use of any City vehicle or equipment for personal benefit is prohibited. 1.9 The use of alcoholic beverages and/or drugs is not permitted at all if the employee will be driving a City vehicle or equipment. 1.10 For more information, see the Personnel Manual, Section 907.07 regarding the Drug �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- TAKE HOME VEHICLE SECTION. D NUMBER: 1.0 PREPARED BY- Facility Services REVISED DATE: 02/01/2014 PAGE: 3 of 5 and Alcohol Policy. 1.11 ELIGIBILITY FOR TAKE HOME VEHICLE - To be eligible for assignment of a take- home vehicle an employee must meet certain criteria: 1.11.1 The employee must reside within 10 miles of place of employment. Specific authorization by the City Manager is required for approval of take-home vehicle use for employees living outside of the lo-mile radius. This authorization shall be based on job function. 1.11.2 The employee must maintain `on-call status' during off duty hours authorized by Department Director and must be on the authorized Vehicle Take-Home List. 1.11.3 In special circumstances, the City Manager (or Department Directors as authorized by the City Manager) may assign vehicles as take home to certain employees on a temporary basis. 1.11.4 GUIDELINE: When an employee regularly maintains `on-call status' as a function of his/her position, that employee may be eligible for a take home assignment IF the employee is called back to work during off duty hours a minimum of 10 times per year. 1.12 EMERGENCY CALL-OUT/NO CITY TAKE-HOME VEHICLE ASSIGNED 1.12.1 From time to time, a situation may arise whereby an employee who is subject to call-out in the event of a City emergency may not currently have a City vehicle available for their use. In this event, the employee shall utilize other means and methods to return to the workplace in accordance with their own departmental policy. 1.12.2 Failure of the assignment of a City take-home vehicle does not relieve any employee of the responsibility in responding to a city emergency as required by their departmental supervisors. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- TAKE HOME VEHICLE SECTION. D NUMBER: 1.0 PREPARED BY- Facility Services REVISED DATE: 02/01/2014 PAGE: 4 of 5 1.13 CARE AND CONDITION OF TAKE HOME VEHICLES Any employee using a City vehicle or piece of equipment will be responsible for the condition of that vehicle or piece of equipment. The following items should be checked prior to use: o Engine oil level o Automatic transmission oil level o Engine coolant o Windshield washer fluid o Tire air pressure o Overall interior and exterior appearance o All fluid levels with sight glass or dipstick 1.13.1 The employee assigned to each vehicle/equipment is responsible for completing a pre-trip form (see Attachment - B: Number 3.0 Pre-Trip Form). 1.13.2 If a City vehicle is used as a take home vehicle or used overnight as transportation to and from a seminar; the vehicle should be locked and legally parked. The City employee should use off street parking at their place of residence. 1.14 MINOR UNANTICIPATED MAINTENANCE 1.14.1 Each vehicle authorized for take-home vehicle use should be equipped with a spare tire. If equipped, it will be the responsibility of the employee assigned to the vehicle to insure that the spare tire is properly inflated at all times. 1.14.2 Should the individual to whom the vehicle is assigned, encounter minor issues with the vehicle, it shall be the responsibility of the assigned employee to rectify the situation. For example, if a vehicle assigned to an employee for take-home use develops a flat tire, it shall be the responsibility of the assigned employee to replace the flat tire, if equipped. At the earliest possible time, the vehicle should be returned to 1�1E- T E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- TAKE HOME VEHICLE SECTION. D NUMBER: 1.0 PREPARED BY- Facility Services REVISED DATE: 02/01/2014 PAGE: 5 of 5 Fleet Services in order that the flat tire can be repaired and/or replaced. 1.15 MAJOR UNANTICIPATED MAINTENANCE Should the individual, to whom the vehicle is assigned, encounter a major incident(s) that disable(s) a vehicle during non-work hours, the problem shall be reported to the On-Call Fleet personnel through Police Dispatch. These problems include: o Drive Train o Accidents o Electrical o No-Start