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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service Area: Public Works
Policy No.:
Fleet - General - M246-2013
Department: Operations
Approval Date: June 17, 2013
Division:
Fleet Division
Approved By:
City Council
Effective Date:
June 17, 2013
Subject:
Fleet Use Policy
Procedure Ref.:
Pages:
Replaces: Fleet-General-CR258/2011
Prepared By:
Date: October 17, 2011
1.
POLICY
1.1
To provide effective and efficient delivery of the City of Windsor fleet services
through the delivery of safe, reliable, economical and environmentally sound
transportation and related support services that are responsive to the needs of
stakeholder divisions, while conserving vehicle value and equipment investment.
2.
PURPOSE
2.1
Communicate responsibilities of all employees in the use and safe-guarding of City
vehicles and equipment including:
- How vehicles are assigned
- Who can drive a City vehicle
- Responsibilities and obligations of employees driving City vehicles.
3.
SCOPE
3.1
This Policy covers the use of all City of Windsor supplied vehicles managed by the
Operations Department - Fleet Division and used by Divisions with a direct
reporting relationship to the CAO.
4.
RESPONSIBILITY
4.1
Chief Administrative Officer and Corporate Leadership Team are responsible to:
4.1.1
Support this policy and ensure compliance and adherence by the City
Departments.
4.1.2
Assign city vehicles to positions based on specific criteria described in this
policy.
4.1.3
Review mileage and related financial information provided by Finance
annually and determine continued eligibility for vehicles assigned to a
position.
4.2
The Executive Director of Operations (in the role of Chair of the Fleet Review
Committee) or designate is responsible to:
4.2.1
Ensure the communication, distribution and availability of this Policy to
all City employees.
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4.2.2
Review the policy content, effectiveness, scope periodically and initiate
required revisions.
4.2.3
Represent the City of Windsor as the Director for the Commercial Vehicle
Operator Registration #062-452-600 with the Ministry of Transportation.
4.3
The Fleet Manager is responsible to:
4.3.1
Coordinate and integrate fleet policy and procedures that impact on and
support the goals of the Fleet Use Policy.
4.3.2
Control the assignment of City vehicles and equipment to authorized
departments/divisions; (See 'City Vehicle Assignment' attachment to this
policy).
4.3.3
Control the recovery of vehicle and equipment charges to user
Departments.
4.3.4
Monitor the usage and the rotation of vehicles to maximize vehicle life.
4.3.5
Complete quarterly Commercial Vehicle Operator Registration (CVOR)
Abstract searches to monitor the City of Windsor's CVOR.
4.4
The Fleet Division is responsible for:
4.4.1 The acquisition, maintenance, repair, disposal and management of
corporate vehicles in a timely, effective and fiscally responsible manner
including consideration for alternative service delivery.
4.5
The Executive Directors and their Subordinates are responsible to:
4.5.1
Provide and communicate applicable policy, procedure and protocol
pertaining to the use of City vehicles and equipment to the employees
whom they supervise.
4.5.2
Ensure that employees receive appropriate training in the safe use of
vehicles and equipment where required.
4.5.3
Regularly monitor use of City Vehicles to ensure proper and safe usage.
4.5.4
Issue discipline for misuse of a City Vehicle or for violations of the rules,
regulations or conditions of its use.
4.5.5
Advise all staff of the appropriate contacts in the event of an accident.
4.5.6
Complete and submit to Human Resources, Health and Safety and Risk
Management all accident/incident reports within 48 hours.
4.5.7
Contact the Fleet Division for service in the event of a vehicle/equipment
failure.
4.6
City of Windsor Employees must:
4.6.1
Abide by all required legislation in relation to the Highway Traffic Act,
Commercial Vehicle Operator's Registration (CVOR) regulations, the
Income Tax Act and related City of Windsor by-laws, policies and
procedures as they relate to the use of City vehicles.
4.6.2
Employees driving City Vehicles must possess and maintain an
appropriate driver's license for the class of vehicle being operated.
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4.7
The Human Resources department is responsible to:
4.7.1
Obtain a copy of valid driver's licenses of prospective drivers for the
purpose of completing a Drivers Abstract Report.
4.7.2
Complete quarterly Drivers Abstract searches on all active City drivers to
ensure the validity of driver licenses (Corporate Health and Safety
division).
4.7.3
Provide commercial and non-commercial defensive driving courses to
facilitate compliance with Section 25(2)(h) of the Occupational Health &
Safety Act (Corporate Health and Safety Division).
4.7.4
Provide other training courses relating to the use of city vehicles to
facilitate compliance with legislative requirements.
4.8
The Risk Management department is responsible to:
4.8.1
Ensure that all vehicles and equipment used in the undertaking of City
business activity are appropriately insured.
4.8.2
Investigate and assess all vehicle accidents/incidents as necessary.
4.8.3
Facilitate communication with insurance companies in case of injury
and/or property damage and obtain appropriate recoveries.
4.8.4
Respond to staff inquires as they pertain to insurance coverage of City
owned/leased vehicles and equipment.
4.8.5
Obtain liability slips from the City's insurance company for all City
owned/leased vehicles and equipment.
4.9
The Finance department is responsible to:
4.9.1 Calculate taxable benefits and mileage reimbursements based on
information received from the Fleet Division and the individual employee.
4.9.2 Annually review the mileage reimbursement of employees and reporting
the amount annually to the CAO.
4.9.3 Annually review vehicles assigned to an employee and/or position as
described in section 5.3.2.
(This space intentionally left blank)
Page 4 of 15
5.
GOVERNING RULES, STATUTES AND REGULATIONS
5.1
Rules, Regulations and Policies that impact on fleet use include:
5.1.1 Acceptable Use Policy
5.1.2 City of Windsor Travel and Business Expense Policy - CS.A03.06
5.1.3 Highway Traffic Act, RSO 1990
5.1.4 Idling (By-Law #233-2001)
5.1.5
Occupational Health and Safety Act
5.1.6
Provincial and City non-smoking legislation and by-laws
5.1.7
Collective Agreements
5.1.8
Commercial Vehicle Pre Trip Inspection Procedure Manual
5.1.9
Corporate Cell Phone/Wireless Device Safe Use Policy
5.1.10 Hours of Service Regulation 555/06
5.1.11 Insurance Act, R.S.O. 1990 c. I.8
5.1.12 Negligence Act, R.S.O. 1990, c. N.1
5.1.13 Municipal Act, 2001, S.O. 2001, c. 25
5.1.14 Income Tax Act
5.1.15 Facility Access and Identification Badge System Policy
5.1.16 Wireless Devices Policy
5.1.17 Provincial Offences Act
5.1.18 Fuel Tax Act
5.2
Assignment of a City Vehicle to a Department
5.2.1
Assignment of vehicles is subject to review by the corporate Fleet Review
Committee and the budgetary process.
5.2.2
As part of the annual review of fleet requirements, departments shall
rationalize their assigned vehicles for possible consolidation or
elimination.
5.2.3
The Fleet Division maintains a pool of marked city vehicles to supplement
department's fleet needs and meet short-term requirements on a seasonal
basis. These units are intended for durations of no more than 5-6 months.
If a vehicle is not available in the pool, the Fleet Division will rent
seasonal units from a third party, however, the user department will be
billed for damages that must be repaired prior to returning external rentals.
5.3
Assignment of a City Vehicle to an Employee and/or a Position
5.3.1
Vehicles assigned to an employee and/or position will be based on the
following criteria:
5.3.1.1 working conditions (i.e. requires travel that may damage a
personal vehicle such as off road, construction sites, etc.)
5.3.1.2 bona-fide job requirements and responsibilities (e.g. continuous
monitoring of conditions outside of normal working hours such
as public safety)
5.3.1.3 requirement of a vehicle for frequent emergency availability
5.3.1.4 emergency or other equipment is contained in the vehicle
5.3.1.5 number of kilometres driven annually on city business by the
employee and the point at which it is more economical to utilize
a city vehicle in accordance with Schedule A.
Page 5 of 15
5.3.2
Vehicles will be assigned at the discretion of the Chief Administrative
Officer.
5.3.3
Assignment of a city vehicle may be revoked if the employee and/or
position does not meet the criteria described in 5.3.1 for two consecutive
years.
5.4
City Vehicle Use
5.4.1
Vehicles are for municipal business during working hours.
5.4.2
Vehicles are not permitted outside the limits of the City of Windsor
without prior authorization from the employee's immediate supervisor.
5.4.3
Vehicles are not to be used for personal matters.
5.4.4
Under normal circumstances, the vehicle shall not be used for the
transportation of any persons other than City of Windsor employees or
persons engaged in City of Windsor business without prior authorization
from the employee's Executive Director or designate. Only in exceptional
or emergency situations will passage in a City Vehicle by non-employees
be permitted.
5.4.5
Vehicles should contain only those items for which the vehicle is
designed.
5.4.6
Employees are to keep vehicles clean.
5.4.7
Employees shall report any malfunction or damage to their supervisor
immediately.
5.4.8
All Employees must wear seatbelts during the operation of the vehicle,
whether a driver or a passenger.
5.4.9
Employees must not, under any circumstance, operate municipal vehicles
under the influence of alcohol, illegal drugs, or prescription drugs or
medications which may interfere with effective and safe operation.
5.4.10 Employees of city vehicles are responsible to ensure that any materials or
equipment being transported in their vehicle is secure at all times. Covers,
ties or other restraining devices can be requested from their supervisor as
required.
5.4.11 Employees of city vehicles are responsible to remove ice and snow build-
up that may fly from the top of a city vehicle prior to its use to ensure the
safety of other motorists and the general public.
5.4.12 Employees are to ensure they take every precaution to avoid a collision
when reversing a vehicle.
5.4.13 Employees driving City Vehicles shall obey all applicable traffic and
parking regulations, ordinances and laws.
5.4.14 Employees shall not idle their vehicle in contravention of the Idling by-
law.
5.4.15 Employees will be personally responsible for any and all traffic/parking
violations or other fines incurred during their use of a City vehicle.
5.4.16 If the suspension of an employee's driver's license occurs while driving a
city vehicle, and if the city vehicle is impounded or towed, any costs
incurred to obtain the release of the City vehicle and any legal costs may
be the responsibility of the employee.
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5.4.17 Employees who are issued citations for any offence while using a City
vehicle must notify their supervisor immediately if practical, otherwise
within 24 hours at the maximum.
5.4.18 Smoking is not allowed in City vehicles pursuant to the Smoking in the
Workplace By-law.
5.4.19 No modifications are permitted to a city vehicle without the approval of
the Fleet Review Committee.
5.5 In case of an Accident
5.5.1
The Ontario Highway Traffic Act (HTA) sets out criteria for motor
vehicle collision reporting in Ontario.
5.5.2
By law, as may be amended from time to time, motor vehicle
collisions meeting any one of the criteria outlined below must be reported
to the police service governing the jurisdiction in which the motor vehicle
collision occurs:
- Death or injury
- Suspected criminal activity, including fail to remain, impaired
driving and/or stolen vehicles
- Damage to public property or motor vehicles
- Hazardous materials and/or conditions
- Community safety zones
- Unlicensed/uninsured/suspended drivers
- Disturbances between involved persons
- A vehicle damaged to the point it is not drivable
- Major traffic congestion as a result of the collision
- Person who demands police attendance at the scene
- Reason to believe a driving offence has been committed against
federal, provincial or municipal legislation where charges may be
appropriate
5.5.3
Accident Reporting Procedure
- All employees and others involved in an accident should
obtain appropriate medical attention in the circumstances.
- Report the accident to Police.
- Report the accident to immediate supervisor.
- Request that parties and property remain at the scene of the
accident until the accident investigation is completed.
- Refrain from making statements regarding the accident with
anyone other than the investigating officer, municipal officials
or municipal insurance company representatives. Statements
should be confined to factual observations.
- Complete an Accident/Incident report and forward to
appropriate parties.
Page 7 of 15
5.6
Change in License Status - Duty to Report
5.6.1
An employee who must have a valid driver's license as a requirement of
his/her job must report any change in the status of his/her driver's license
which results in the loss and/or suspension of the license required to do
his/her job. This may include, but is not limited to:
- Impaired Driving Conviction
- Failure or refusal to provide a breath sample
- 90 day Administrative Driver's License suspension
- Criminal Code conviction other than Impaired Driving
- Highway Traffic Act conviction
- Mandatory demerit point suspension
- Motor Vehicle Accident Claims Fund suspension
- Failure to pay judgment suspension
- Novice driver violation suspension
- Family support enforcement suspension
- Compulsory Automobile Insurance Act suspension
- Defaulted Fine suspension
- Youth Criminal Justice Act suspension
- Medical downgrade
- Conviction for a related offence in the U.S.A. or conviction for a
related offence in another province or territory in Canada.
5.6.2
An employee must report in writing to his/her supervisor immediately
upon learning of any change in his/her driver's license status. The report
will explain the nature of the change in the driver's license status.
5.6.3
Failure to report any changes in the status of a driver's license will result
in disciplinary action up to and including dismissal.
5.6.4
The City of Windsor reserves the right to verify an employee's driver's
license with the Ministry of Transportation provided the employee is
required to drive a City vehicle as part of his/her job function.
5.6.5
The City of Windsor reserves the right to examine at any time the driving
record of an employee whose job function requires him/her to drive a City
vehicle.
5.7
Commercial Motor Vehicles
5.7.1
All Corporate owned, rented or leased commercial motor vehicles are
required to have a pre trip inspection done once in a 24-hour period of
operation as per the Commercial Vehicle Pre Trip Inspection Procedure
Manual.
5.7.2
All employees who drive commercial motor vehicles are required to
complete a "Daily Record of Driving/Duty Status" at the end of each shift
as per the Hours of Service Procedure.
5.7.3
All commercial motor vehicles are equipped with a first aid kit.
Employees shall ensure supplies are replenished from the Fleet Division
stockroom as they are used.
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5.8
Distracted Driving
5.8.1 Drivers must not talk, text, type, and dial or email using hand-held cell
phones and other hand-held communications and entertainment devices
while driving pursuant to the Corporate Cell Phone/Wireless Device Safe
Use Policy.
5.9
Out of Town Vehicles
5.9.1
Marked city vehicles may be used for business purposes out of town.
5.9.2
The Fleet Division maintains a pool of unmarked vehicles for use by City
departments that may be reserved for out of town business.
5.9.3
In addition to City vehicles, a contract exists to utilize a third party for
vehicle rental purposes on an as-needed basis.
5.9.4
Use of city vehicles for out of town business travel is strongly encouraged
as the first choice to avoid third party costs including mileage
reimbursement to staff, while cars are available and unused. Use of
alternative means of transportation must be justified within the travel and
expense advance approval form, giving regard to the most economical
means of transportation.
5.10
Parking of City Vehicles
5.10.1 When finished with the City Vehicle, it must be returned to the
appropriate and safe location. Vehicles must be locked and keys are not to
be left in the vehicle.
5.11
Take Home Privileges
5.11.1 Except for vehicles specifically assigned under 5.3, vehicles are not to be
taken home without the permission of the immediate supervisor.
Permission shall only be granted for urgent circumstances.
5.11.2 After working hours, vehicles shall be used only to respond to situations
within the scope of the employee's duties and for no other purpose.
5.11.3 Vehicles are not to be used for personal matters. The personal driving of a
City of Windsor vehicle for purposes not related to his or her employment
is a taxable benefit for the employee. This includes personal use during an
employee's vacation, driving to conduct personal activities and travel
between home and work (even if the employee is directed to drive the
vehicle home). Travel from home to a point of call (such as responding to
a call after hours) is not considered personal driving. The taxable benefit
shall be calculated as outlined by the Canadian Revenue Agency (CRA)
subject to amendment from time-to-time.
Page 9 of 15
5.12
Car Allowance
5.12.1 For employees entitled to a car allowance (whether paid monthly,
quarterly, annually, or on any other basis) this is a taxable benefit as per
the Income Tax Act and included as remuneration.
5.13
Fuelling of City Vehicles
5.13.1
Employees who use a city vehicle are responsible for ensuring that the
vehicle has an adequate supply of fuel.
5.13.2
Employees are to fuel city vehicles at one of the City's fuel sites operated
by the Fleet Division except in extraordinary and/or emergency situations.
In the event of an emergency, employees may contact their supervisor for
direction. Fuel may be purchased from one of the local service stations
approved by the Fleet Division.
5.13.3
Employees are to follow the fuelling procedures posted at the fuel site.
5.13.4
Employees who use a city vehicle must complete a onetime fuel training
session administered by Corporate Health & Safety and a fuel refresher
training session on an annual basis.
5.13.5
Employees who have not completed the appropriate fuel training session
will not have access to dispense fuel at a city fuel site.
5.13.6
Employees must provide the correct vehicle mileage or number of
equipment hours at the time of fuelling.
5.13.7
Employee and vehicle HID cards are required for fuelling a city vehicle at
a city fuel site operated by the Fleet Division.
5.13.8
Employees must notify their supervisor immediately if an HID
employee/vehicle card is lost or stolen. New or replacement cards are
subject to a $10 fee.
5.13.9
As the Corporation no longer offers propane fuel at its fuel sites, vehicles
still using propane must refuel at an authorized external site.
5.13.10 Employees fuelling at an authorized external site must provide unit
number, employee name (printed and signed), employee id and mileage on
the fuel slip.
5.13.11 Coloured fuel is available for off road equipment only. The use of
coloured fuel in a licensed motor vehicle is prohibited and the driver may
be liable to penalties and fines under the Provincial Offences Act or the
Fuel Tax Act.
Page 10 of 15
6.
RECORDS, FORMS AND ATTACHMENTS
6.1
Schedule A - City Vehicle Assignment Methods
6.2
Schedule B - Definitions
6.3
Schedule C - Break Even Point for Assignment of a City Vehicle
6.4
Schedule D - Fuel Sites Operated by the Operations Department Fleet Division
6.5
Regulations for and Authorization for Replacement Vehicle ID Card
Notice of Amendment: June 17, 2013:
5.11.3 Moved by Councillor Dilkens, seconded by Councillor Sleiman,
THAT City Council APPROVE an amendment to Section 5.11.3 of the Fleet
Use Policy to read; .....
Page 11 of 15
Schedule 'A'
City Vehicle Assignment Methods
City Vehicles are assigned in one of three ways:
1) Dedicated
2) Assignment of a Pool Vehicle (Infrequent Use)
3) Assignment of a City Vehicle to an Employee and/or Position
1) Dedicated Vehicle
Dedicated vehicles are assigned to a department on an annual basis. They are assigned on a
day-to-day basis by the immediate supervisor based upon job description and will be
consistent with departmental workload and employee function.
2) Assignment of a Pool Vehicle
Pool vehicles are vehicles assigned for use on a request basis as needed. The Fleet Division
maintains a pool of vehicles to supplement dedicated vehicles on a seasonal basis, for out of
town use and for casual use when vehicles are in for service or individuals require local
travel on an as-needed basis.
A pool vehicle is also assigned to City Hall and is available through the City Engineer's
office at City Hall.
Seasonal
-
User departments provide their seasonal requirements to the Fleet Division.
-
Fleet Division will assign vehicles from the pool and charge monthly to the user.
-
If there is not a seasonal unit available, the Fleet Division will make arrangements for
an external rental.
Out of Town
-
A cost/benefit analysis regarding the number of out of town pool vehicles available at
any given time is performed by the Fleet Division and Finance annually.
Casual Use
-
User requests a pool vehicle prior to or when required from the Fleet Division or the
City Engineer's office.
-
For the Fleet Division's pool vehicles, the user provides the Fleet Division with a
chart field for billing of vehicle usage. The user will be charged the rental rate
associated with that class of vehicle until it is returned by the user.
-
Loaner vehicles are not provided free of charge to users who require replacements for
vehicles brought in for service. Exception may be made for units that require a
significant amount of downtime.
3) Assignment of a Vehicle to an Employee and/or Position
Vehicles assigned to an employee and/or position are vehicles that are for use specifically by
an employee and/or a position. Employees and/or positions must meet eligibility criteria and
the assignment must be approved by the Chief Administrative Officer.
Page 12 of 15
Schedule 'B'
Definitions
"Accident" -an incident whereby a City owned vehicle/equipment has come into contact with
another vehicle/equipment, person or object regardless of damage or injury, or an incident with
or without contact that results in injury to a person, property, vehicle or equipment.
"City Vehicle" - any licensed or unlicensed automobiles, trucks, vans, or other self-propelled
equipment owned, rented, or leased by the City of Windsor.
"Car Allowance" - payment that employees receive from an employer for using their own
vehicle in connection with or in the course of their office or employment without having to
account for its use. An allowance is a taxable benefit unless it is based on a reasonable per-
kilometre rate.
"Commercial Motor Vehicle" - a commercial motor vehicle includes:
- Trucks that have a registered gross weight of over 4,500 kilograms
- Buses that can carry ten or more passengers
- Trailers that have a registered gross weight greater than 2,800 kilograms, when
pulled by a truck that is less than 4,500 kilograms and the overall weight is greater
than 4,500 kilograms.
A commercial motor vehicle does not include fire apparatus.
"Dedicated Vehicle" - a vehicle assigned to a department or division on an annual basis.
"Distracted Driving" - Drivers in Ontario are prohibited from using hand-held cell phones and
other hand-held electronic entertainment or communications devices while driving. The use of
hands-free devices is permitted. Emergency calls, such as calls to 911, are not affected.
"Licensed motor vehicle" - any motor vehicle to which a number plate is attached as required
under the Highway Traffic Act.
"Pool Vehicle" - a general purpose City Vehicle supplied by the City of Windsor which can be
used on a request basis as needed.
"Valid Driver's License" - (a) appropriate to the vehicles being driven; or (b) specified by the
department.
Page 13 of 15
Schedule 'C'
Break Even Point for Assignment of a City Vehicle
Individual mileage claims will be monitored on an annual basis by the Finance Department.
Once an individual's annual reimbursement exceeds the annual charge out rate for a rental
vehicle (based on the Class of vehicle used), an assessment of whether or not a dedicated vehicle
should be provided to the employee will take place.
Consideration will also be given to other individuals in the department to see if vehicles can be
rationalized and shared amongst employees/positions.
The analysis will involve comparing annual mileage paid at the current Corporate Travel Policy
rate (based on CCRA guidelines) against the annual vehicle rental rate charged by the Fleet
Division for the Class of vehicle being used on a 'cost per km' basis.
If the cost of providing a dedicated unit is lower than payment of individual mileage over the
course of a year, the Fleet Manager, in conjunction with the individual's Manager, will bring
forward a recommendation to the Fleet Review Committee that a dedicated vehicle be issued.
The criteria for determining the cost/benefit of a dedicated unit, and an individual's eligibility,
will be reviewed on an annual basis by the Fleet and Finance areas.
Page 14 of 15
Schedule 'D'
Fuel Sites Operated by the Operations Department Fleet Division
Site
Fuel
Type
Capacity
Type
Status
EMERGENCY SITE
Crawford Yard
1531 Crawford Ave.
Windsor, ON
N8X 2A9
Unleaded
Diesel
22700 litres
22700 litres
Underground
Underground
Active
McDougall Parks Yard
2461 McDougall
Windsor, ON
N8X 3N5
Unleaded
Diesel
11000 litres
11000 litres
Aboveground
Aboveground
Active
Mic Mac Park
1051 Prince
Windsor, ON
Unleaded
Coloured Diesel
2200 litres
2200 litres
Aboveground
Aboveground
Active
Little River Parks Yard
9578 Little River Road
Windsor, ON
Unleaded
Coloured Diesel
4400 litres
4400 litres
Aboveground
Aboveground
Active
Environmental Services
Yard
3540 North Service Rd. E.
Windsor, ON
N8W 5X2
Coloured Diesel
4400 litres
Aboveground
Active
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