Vehicle Fleet Safety Policy Amendment. The attached policy reflects a couple of important. The additions are underlined in red and the

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1 City of Pe not AGENDA ITEM # Lakes. REPORT TO CITY COUNCIL Report Prepared by: Sandy Peine, City Clerk Date: March 3, 2015 Subject: Vehicle Fleet Safety Policy Amendment Report: The attached policy reflects a couple of important amendments. The additions are underlined in red and the deletions are show by a black strike-through. It has been the City' s past practice to have driver' s license checks for City employees by the City' s insurance agent. This is no longer acceptable. The proposed language complies with State regulations and has been recommended by our Attorney. Because the City conducts annual D. L. checks, an employee could have their driver' s license become inactive for some reason or other. The proposed amended language requires employees to advise their supervisor of any change in the status of their driver' s license.

2 Council Action Requested: Council motion approving amendments to the Vehicle Fleet Safety Policy.

3 Pe City of not Lakes - VEHICLE FLEET SAFETY POLICY Adopted: October 6, 2009 Revised: March 3, 2015

4 Page 2 of 8 Section 1: Program Requirements A. Purpose. The purpose of this Fleet Safety Program is to provide our employees and managers with tools and materials to ensure the safety of all employees who drive vehicles for the City of Pequot Lakes. The term " Employees" includes Police Reserve Volunteers and City of Pequot Lakes Fire Fighters. Vehicle accidents are costly to the City of Pequot Lakes but more importantly, they may result in injury to our employees and occupants of other vehicles or pedestrians. It is the driver's responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, the City of Pequot Lakes endorses all applicable state motor vehicle regulations relating to driver responsibility. The City of Pequot Lakes expects each driver to drive in a safe and courteous manner. The attitude our drivers take when behind the wheel is the single most important factor in driving safely. B. Application. This policy applies to the operation of the City of Pequot Lakes-owned or leased vehicles and for the operation of rental or driver-owned vehicles for organizational purposes. It applies to persons working on behalf or representing the City of Pequot Lakes whose job performance requires the use of a motor vehicle. C. Written Program. The City of Pequot Lakes will review and evaluate this policy on an annual basis, when changes occur that prompt revision of this document, or when facility operational changes occur that require a revision of this document. This written program will be communicated to all personnel. It is designed to establish clear goals, and objectives. D. Responsibilities and Accountabilities. All levels of management will be involved in and held accountable for the program' s development, management, and implementation. The City Council has the responsibility to implement this fleet safety policy by: Directing all supervisors and employees to endorse and comply with this policy. b. Identifying and training existing and newly selected fleet operators to comply a. with this policy. c. d. Ensuring the safe operation of fleet vehicles, in compliance with this policy. Enforcing compliance with this policy. All presently employed and new employees, who drive a City of Pequot Lakes owned or leased vehicle in the normal course of their employment, must be trained and in compliance with this policy. Supervisors have the responsibility to: a. Identify and train existing and newly selected fleet operators to comply with this policy. b. Ensure that all vehicles can be operated safely or are taken out of service for repairs. Require and enforce compliance with this policy. Employees have the responsibility to: a. Understand their assigned tasks relating to fleet safety. b. Apply the proper training and equipment to safely operate a motor vehicle. c. S:\ Sandy c. Assist with the identification of vehicle operational problems. d. Comply with the directives of this policy. Documents\ City Clerk\Policies\Fleet Policy\ Vehicle Fleet Safety Policy-

5 Page 3 of 8 e. E. Act in compliance with vehicle insurance requirements. Motor Vehicle Record Annual Review All full time and part time employees of the City of Pequot Lakes who operate a City of Pequot Lakes- owned or leased vehicle shall have their motor vehicle record checked annually by the City' s Insurance Agent by the City' s Police Department. The City shall sign the appropriate agreement with DVS to access the information after receiving a signed informed consent form from the employee. All Applicants hired as vehicle operators will have their motor vehicle record checked for patterns of violations or recent violations of DWI or DUI prior to operating a City of Pequot Lakes vehicle. F. Driver Rules All employees operating City of Pequot Lakes equipment shall comply with the State Motor Vehicle Regulations. Drivers must maintain an active, valid and appropriate driver' s license. Drivers shall carry their State drivers license at all times while operating motor vehicles. Licenses must be the proper classification for the vehicle driven. Safety belts shall be worn at all times by all passengers and by all employees where seat belts are provided. The only exceptions are listed in Minnesota Statutes Section , Subdivision 4. Tailgates shall be up and locked when vehicles so equipped are in motion. If a vehicle' s function requires that the tailgate remain down to carry a load, red flags shall be attached to the outer portion of the load. 5. Employees who operate motor vehicles, either regularly or occasionally, are required to report any license revocations or suspensions immediately to their supervisors. 6. Reckless or unsafe operation of City of Pequot Lakes vehicles is not permitted. This rule shall also apply to private vehicles operated on City of Pequot Lakes property. 7. Vehicle engines shall not be operating when adding any fuel or engine oil to the vehicle Employees shall not board or alight from any moving vehicle. Employees shall not ride on the running boards of any vehicle. 10. In pickup trucks, riders shall always sit in the front cab. 1 During periods of limited visibility, or any time that windshield wipers are in use, headlights shall be turned on. The exception to this is any law enforcement vehicle under specific circumstances. 1 Trailers shall be fastened to hitches, and safety chains shall be secured, as required by state law, before moving vehicles. 1 All items to be transported by truck or trailer, which has the potential to move around during transport, shall be secured. 14. No more than three persons shall ride in the front seat of any vehicle. Where there are only two single seats, there shall be only one person per seat. 15. Employees are responsible for any traffic citations they receive while operating City of Pequot Lakes vehicles. 16. City of Pequot Lakes' vehicles without a handicapped permit shall not be parked in handicapped parking spaces, with the exception of emergency vehicles responding to an emergency situation. G. Distracted Driving S:\ Sandy Documents\ City Clerk\Policies\ Fleet Policy\ Vehicle Fleet Safety Policy-

6 Page 4 of 8 Drivers shall not be distracted while driving. This includes refraining from the following activities: Cell phone use including texting, except within the scope of employment as a police officer or volunteer emergency response personnel Eating or Drinking Grooming Smoking Passengers such as children or pets with the exception of parade activities, except within the scope of employment as a police officer or volunteer emergency response personnel. 6. Reading, except within the scope of employment as a police officer or volunteer emergency response personnel. H. Aggressive Driving Drivers shall not resort to aggressive driving or road rage under any circumstances. Examples of aggressive driving include: Speeding Tailgating Failure to signal a lane change Running red lights and stop signs Weaving in traffic Yelling Making obscene gestures 8. Excessive use of horn I. Vehicle Emergency Procedures When it' s absolutely necessary to stop on a highway or city street in case of an emergency, use extreme caution: Warning signals and lights shall be used. Emergency lighting and/ or flashers shall be used, if the vehicle is so equipped. Flares, fuses, warning flags, reflector triangles or other emergency equipment shall be used to give adequate advance warning, where applicable for commercial vehicles. Section 2: Driver' s License Revocation or Suspension Employees whose jobs require the use of a city vehicle or who must regularly drive their personal vehicles on city business shall immediately inform their supervisor or any driver' s license loss, including, but not limited to suspended, revoked, cancelled, disqualified or expired. Failure to do so shall constitute just cause for disciplinary action, up to and including discharge. Section 2 3: Accident Reporting A. What is the Definition of an Accident? An accident is defined as any accident involving a City vehicle which results in property damage and/ or personal injury, regardless of who was injured, what property was damaged, to what extent, or where it occurred, in which the driver in question failed to exercise every reasonable precaution to prevent it. S:\ Sandy Documents\ City Clerk\ Policies\ Fleet Policy\ Vehicle Fleet Safety Policy-

7 Page 5 of 8 B. What to do at the Scene of an Accident C. Report all vehicle accidents. Complete a Driver' s Accident Report City of Pequot Lakes will investigate all accidents involving City of Pequot Lakes vehicles. The following shall be considered: It is unlawful to leave the scene of any accident if you are involved in the accident, without furnishing your name, address and vehicle information to the other driver. Any hit and run accident, on private or public property, should be reported to the local police, sheriff or state patrol office with jurisdiction. Accidents involving a pedestrian and a City of Pequot Lakes vehicle, or an accident involving a City of Pequot Lakes employee who is struck by a vehicle, should also be reported to the local police, sheriff or state patrol office within the jurisdiction. D. The Safety Committee will act as the Accident Review Committee. All accidents will be reviewed by the Safety Committee to determine if the accident was preventable or non- preventable. The Accident Review Committee will use the City' guidelines for determining whether an accident is preventable or non- preventable. All accidents that are voted as preventable will be counted as an accident on the employee' s record. 4. The driver has the right to appeal, in writing, if there is disagreement with the Committee' s action. Appeals shall be made to the Council liaison. Section 3 4: Definition of an Acceptable Driver Any employees driving on behalf of the City needs to maintain a valid state driver' s license, and a rating of" " or higher in accordance with the " Acceptable Driver" definitions listed in the policy. A 36- month period is reviewed to determine an employee' s driver rating. The 36-month period is a rolling 36 months from the time of the conviction and/ or the time of the accident. An accident is defined as any accident involving a City vehicle which results in property damage and/or personal injury, regardless of who was injured, what property was damaged, to what extent, or where it occurred, in which the driver in question failed to exercise every reasonable precaution to prevent it. Number of Minor Number of Accidents While Driving a City Vehicle Citations Clear Acceptable Borderline 1 Acceptable Borderline 2 Acceptable Borderline 0 S: ASandy Documents\ City Clerk\Policies\ Fleet Policy\ Vehicle Fleet Safety Policy-

8 Page 6 of 8 3 Borderline 4 A. Moderate Convictions, citations that involve possession of opened container or alcoholic beverages, shall be equal to three minor citations. B. Major Convictions, are immediately considered "." Major convictions include but are not limited to: Reckless driving Careless driving Passing a stopped school bus Chemical test refusal Homicide, manslaughter or assault arising out of the operation of a motor vehicle Fleeing or eluding a police officer Leaving the scene of an accident DWI, DUI, or similar alcohol or drug related offenses Driving under suspension or revocation Use of vehicle in drug trafficking, soliciting or unlawful use of weapons Section 4 5: Disciplinary Action Disciplinary action, based on an accumulation of points over a specified period of time, may include all or any of the following which shall be administered pursuant to the City of Pequot Lakes Personnel Policy, as amended: Verbal Warning Written Warning Suspension Termination Section 5 6: Driver Acknowledgement The appropriate signature and date on the Driver Acknowledgement confirms that the driver fully understands the need for an acceptable driving record, based on this program. The signature and date also acknowledges that the driver is aware that a less than acceptable driving record according to this policy may result in disciplinary action S:\ Sandy Documents\ City Clerk\ Policies\ Fleet Policy\ Vehicle Fleet Safety Policy-

9 Page 7 of 8 City of Pequot Lakes DRIVER ACKNOWLEDGMENT OF RECEIPT OF VEHICLE FLEET SAFETY POLICY This is to acknowledge that I have received a copy of the Vehicle Fleet Safety Policy and understand that it contains important information on many of the City of Pequot Lakes general driving safety policies and on my driving privileges and obligations as an employee. I acknowledge that I am expected to read, understand, and adhere to these policies and will familiarize myself with the material in the manual. Additionally, I agree to abide by any new or revised policy. I understand that I am governed by the contents of the manual and that the City of Pequot Lakes may change, rescind or add to any policies or practices described in this manual from time to time in its sole and absolute discretion with or without prior notice. City of Pequot Lakes will advise employees of material changes within a reasonable time. I further acknowledge and agree that my employment with the City of Pequot Lakes may be terminated for not abiding by the rules and policies set forth in the Vehicle Fleet Safety Policy and that said termination or other discipline shall be administered pursuant to the City of Pequot Lakes Personnel Policy, as amended. Employee Signature Date Print or Type Name IMPORTANT NOTE: I understand it is my responsibility to read, understand, and comply with the provisions contained in the City of Pequot Lakes Vehicle Fleet Safety Policy. If I am unable to understand any part of this policy, I will arrange to have it translated or explained to me. I further understand that if I am unable to arrange such help, I will immediately notify my supervisor who will make arrangements for needed assistance. Please place in employee' s personnelfile.) S:\ Sandy Documents\City Clerk\ Policies\ Fleet Policy\Vehicle Fleet Safety Policy-

10 Page 8 of 8 City of Pequot Lakes= Authorization and Consent for Release of Information Driver' s License Record) The information you are being asked to provide will be used by the City of Pequot Lakes personnel to determine your qualification to drive vehicles on city business. You are not required by law to provide this information but if you do not do so you will not be approved to drive vehicles on city business. A refusal may result in your removal from employment with the City of Pequot Lakes. The information on this form will be accessible to your supervisor and other personnel who need the information for their assigned work. Your Driver' s License Number may be used to obtain a driver' s license record from the Driver and Vehicle Services Division for each state where you have held a driver' s license in the past five years. Driver' s Name a) First Middle b) Date of Birth c) Driver' s License Number d) Issued by State of e) Driver' s Phone Number Last I, authorize the City of Pequot Lakes to obtain my driver' s license record from any state wherever I have held a Driver' s License in the last 5 years. I also understand that my driver' s license record may be obtained and reviewed annually in conjunction with this Vehicle Fleet Safety Policy. I agree to update this Policy information in the event of a change to any of the data supplied above. I also agree to inform my supervisor in the event of license revocation, restriction, or suspension. I acknowledge that I have carefully read this release, fully understand its terms and legal significance, and execute it voluntarily. Executed this day 20 of Signature of Individual Authorizing Release Signature of Witness S:\ Sandy Documents\ City Clerk\ Policies\ Fleet Policy\ Vehicle Fleet Safety Policy-

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