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Policy:
Town Vehicle's Policy
Date Originally Approved:
July 17, 2008
Motion:
That Council approve Policy number 2008 - 28 "Town Vehicle's" as presented;
and
Further that this Policy be effective immediately
Policy Number: 2008 - 28
Policy Subject:
Town Vehicle's Policy
Policy Objective
To provide administrative direction regarding the use of Town owned vehicles in terms of
the following:
Vehicle Distribution
Vehicle Maintenance
Type of Vehicle
Lease Arrangements
Practices regarding Use
Vehicle Replacement
Policy
1. Council shall purchase and provide particular departments with vehicles for purposes of
carrying out Town related business. All vehicles shall be identified as Town Vehicles by
the Town decal and a unit number.
2. Vehicle Distribution
a) Vehicles will be attached to Town programs and services
b) The principles for assigning use of Town vehicles to an individual or a group of
workers is that the vehicle will be utilized in the daily delivery of service and not as a
matter of convenience.
c) Schedule "A "outlines the service and vehicle attached.
3. Type of vehicle
a) The type of vehicle assigned to a service is based upon the principles of cost
effectiveness
b) The vehicle will match the service it is designed for.
c) When a change is recommended to the type of vehicle, the recommendation will be
brought back for Council approval.
4. Use of vehicles
a) Town vehicles are to be returned to a Town facility at the end of the shift except for
as follows:
i. An employee who is on call as per current call out procedures and practices
ii. Authorized by the CAO to take a vehicle home for security or emergency
purposes.
b) Town vehicles must adhere to posted traffic signs at all times. The drivers of Town
vehicles are personally responsible for the payment of any tickets which are a result
of their action.
c) In no case is a Town Vehicle to be used for any private use or to transport any
unauthorized individuals.
d) Vehicles are not to be left idling while unattended.
5. Maintenance
a) The Superintendent of Public Works will be responsible for the development and
implementation of maintenance checks and reporting.
b) Employees operating Town vehicles shall perform and document maintenance
checks in accordance with town approved maintenance schedules and forms and
report any deficiencies to their supervisor.
6. Accident Reporting
a) In the event of an accident, a written report is to be completed and forwarded to the
Chief Administrative Officer (CAO) as soon as possible. The CAO is responsible to
notify the Towns insurance adjustors in a timely fashion.
b) In an accident involving another vehicle, insurance information should be obtained
from the driver of the other vehicle.
c) All accidents are to be reported to the RCMP.
7. Lease Arrangements
a) Vehicles under existing lease arrangements will be reviewed for method of payment
at the time of replacement.
b) Recommendations to continue leasing the vehicle for the service will be made to the
CAO. Approved lease arrangements will be costed to departments as part of the
annual budgeting process.
c) A decision to purchase a leased vehicle, at the end of the lease, will require Capital
approval in the absence of full funding in available reserves.
8. Vehicle Replacement
a) Vehicle replacement will adhere to the Town Tendering Policy
b) In the absence of fully funded reserves, vehicle replacement will be brought to
Council; otherwise the replacement will be handled by the CAO in accordance with
Policy.
c) Council will establish and fund a vehicle reserve fund. Funds will be allocated
annually as part of the budget process.
d) Vehicle replacement will be calculated on a life cycle basis, consistent with the type of
service, mileage and "wear and tear" on the vehicle.
Annotation for Official Policy Book
Date of Notice to Council Members of
Intent to consider July 11, 2008
Date of Passage of Current Policy: July 17, 2008
I certify that this was adopted by Council as indicated above.
_______________________ __ _________ ___ _____
CAO / Clerk Date
Schedule A
Public Works ..........
2 ... ½ ton, 2 wheel drive pick up trucks. 1 currently leased
Water Utility ..........
1 ... ½ ton, 2 wheel drive pick up truck ... Currently leasing