AQ RESPONSIBILITY CODE FOR USE OF INTERIOR HEALTH FLEET VEHICLES

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1 1.0 PURPOSE AQ RESPONSIBILITY CODE FOR USE OF INTERIOR HEALTH FLEET VEHICLES To provide a framework for the administration of the IH Fleet Vehicle Program and to outline the use and responsibilities while operating Fleet Vehicles. 2.0 DEFINITIONS Block booking: Business use: Commercial Vehicle Inspection Program (CVIP): Fleet Coordinator: Full Class 5 License: IH Fleet Vehicle: Local Vehicle Coordinator (LVC): Reserving or holding a vehicle in the booking calendar for a period of time without identifying a specific duration or destination for each trip the staff member has scheduled (i.e. booking the vehicle for a week/month stating regional travel ). Specific trip information is necessary in order to determine if bumping is appropriate and to ensure that IH assets/ resources are being utilized appropriately. Use of an IH fleet vehicle as a method of transportation when travel is required to perform typical assigned duties or deliver any required programs or services to other IH offices or to the community at large. A program managed through the Commercial Vehicle Safety and Enforcement branch of the Ministry of Transportation and Infrastructure, and regulated with the National Safety Code (NSC). An individual who is responsible for communicating with all the LVC s, coordinating maintenance and insurance records in conjunction with all the LVC s, and assisting in the development of policies and guidelines related to the management of the fleet vehicle program. A Full Class 5 license is one without any graduated licensing restrictions as issued by Insurance Corporation of British Columbia (ICBC), thus Class 5L (Learner) and Class 5N (Novice) not allowed. Also, the driver must not be driving contrary to any license restrictions, such as interlock devices, etc. Any operable or towable piece of machinery or equipment that requires a license plate and/or ICBC insurance that is owned and/or leased by IH. An individual identified by IH management as the main contact for fleet vehicles at a specific site or within a specific department, who is tasked with the coordination Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 1 of 11

2 of the requirements as outlined in this policy and FM13 IH Fleet Local Vehicle Coordinator s Guide. Motor Vehicle Act (MVA): Personal use: The Motor Vehicle Act defines British Columbia road laws. It outlines laws that govern the operation of motor vehicles on B.C. roads defining the rules of the road and related offences and sanctions. Use of an IH fleet vehicle by an employee or volunteer for purposes not related to his or her employment or work assignment. PHH: The currently contracted Government Fleet Management Services provider, which oversees the insurance, licensing, fuel purchases and discounts, and maintenance of all BC Government vehicles. Vehicle Class: As defined by Interior Health by the type of vehicle and intended usage; Class A: regular passenger vehicle not regulated by the NSC and does not require routine safety inspections. Class B: commercial vehicles or those regulated by the NSC and/or requiring routine CVSE safety inspections. 3.0 POLICY 3.1 Use of Interior Health (IH) Fleet Vehicles All IH employees working at facilities where fleet vehicles are available shall use a fleet vehicle for IH business when one is available. For alternate travel methods, please refer to IH Travel Expense Policy AP0300. Corporate rental guidelines for government entities can be found at: Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 2 of 11 Authorized drivers of Interior Health fleet vehicles include: All IH employees (as defined by collective agreements and/or Terms and Conditions of Employment for Excluded Staff) that hold a valid Driver s License as defined above External agency employees (PHSA & HSSBC) (as defined by collective agreements and/or Terms and Conditions of Employment for Excluded Staff) that hold a valid Driver s License as defined above Persons authorized (Shop Personnel) to pick up and drop off vehicles to take to or return from service centres for maintenance or repairs Volunteers with authorization from IH management with proof of valid Driver s License as defined above Contractors and external agencies (e.g. Security Services) with authorization from IH Fleet Manager

3 Authorized passengers in Interior Health fleet vehicles include: IH clients and residents* Spouses or children accompanying employees Contractors Practicum Students Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 3 of 11 *Please reference Infection Control Policies regarding patient transport on the IH InsideNet located at: IH vehicles are intended for work related business only. Unauthorized or personal use of a fleet vehicle constitutes a breach of this policy and could result in disciplinary action up to and including termination. Exceptions for limited personal use are for: incidental use while on travel status; travel during off-duty hours authorized by collective agreements; or travel between an employee's home and workplace when this is a condition of employment. Any additional personal use requires approval from your respective VP, which is to be requested through a staff member s manager. 3.2 Driver Responsibility Code Staff members and volunteers have the responsibility to operate IH fleet vehicles in a safe and courteous manner at all times, obeying all traffic and safety laws. All drivers of IH fleet vehicles must also comply with the following: hold a minimum of a valid Full Class 5 license as defined above, or the proper class license for the vehicle being driven, complete the required FM10- Pre & Post Trip Inspection see Appendix A, located in all vehicles, complete the required FM11- Driver s Log see Appendix B, located in all vehicles, when returning vehicles to their designated sites that: they are refueled, have windshield washer fluid, washed if possible, and personal items and garbage removed, and vacuumed if necessary, any safety problems with the vehicle have been reported to the LVC by completing form FM15 Service Request Tag located in all vehicles vehicles are parked in designated areas and not blocking access doors, loading zones, handicapped parking areas or oxygen supply tanks, there is no smoking in IH vehicles,

4 alcohol is not to be consumed before or during the operation of an IH fleet vehicle, pets are not permitted in IH vehicles (due to the potential of causing allergic reactions to staff members and clients), use of cell phones, smart phones, or other electronic devices is prohibited when driving the vehicles (includes all hands free devices). Text messaging is also prohibited while driving the vehicles, ensure that vehicles are picked up and dropped off at the vehicles designated site in time to accommodate other bookings prior to, or after their own, all accidents are reported immediately, as per procedure 4.3 in this policy, take prudent measures to protect all government assets in their possession. Items of value are to be removed from the passenger compartment and secured in the trunk of the vehicle or at a more secure location. Reference FM14 - IH Fleet Vehicle Driver s Handbook for more driver information. Note: Traffic violations, parking fines, towing and impoundment charges and any associated fees are the responsibility of the individual employee and are not reimbursable. This applies to private vehicles, IH vehicles and/or leased/rented vehicles. Failure to comply with the above provisions can result in disciplinary action including a review of fleet privileges but may also incorporate further action up to and including termination. 3.3 Parking and Fleet Vehicles Staff driving IH fleet vehicles and attending IH facilities with paid parking programs are to park in Staff Parking areas only Staff are not to park in stalls designated as Physician, On-Call, Carpool, or Biomed. In this case, no parking pass is required as long as the IH vehicle is marked with a minimum of an identifiable Unit #. When a site has designated IH Fleet Vehicle Parking this is to be used only when an employee has booked a fleet vehicle for business use. In this case, the employee s personal vehicle is to be parked in an IH fleet vehicle spot, until the fleet vehicle is returned. No parking pass is required on the personal vehicle in this case. Take note of any specific instructions regarding parking at a particular site when the Outlook Booking Notice is received. When not in use or during off-duty hours, fleet vehicles must be parked: in safe and secure locations, and locked with all windows closed; and at or near the office location. Although fleet vehicles are often used to transport clients who may have a disability, IH does not currently possess Handicap parking permits or signs specifically assigned to each fleet vehicle. Consideration of public perception and bylaws should be taken into account when considering where to park when a Handicap Permit is not displayed. Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 4 of 11

5 Note: The public is sensitive to the use of IH fleet vehicles, thus parking the vehicle in questionable locations (e.g. casinos, pubs, etc.) is to be avoided if possible. 3.4 Keys Storage For security purposes, IH fleet vehicle keys are to be kept in a secure location within the designated site, and are to be distributed only to IH staff or the person identified in the booking. 3.5 Maintenance and Repairs All vehicles require regular maintenance. It is the responsibility of the site manager to ensure that the LVC is coordinating regular maintenance in accordance with Maintenance Schedule D or as required by the vehicle manufacturer for Heavy Duty or Commercial vehicles. All vehicles must meet all National Safety Code regulations or any other regulatory criteria that is mandatory for the class of vehicle, including CVIP inspections. Tire replacement is a part of regular maintenance and should be followed as per the safety guidelines established by the Ministry of Transportation and Infrastructure found at For maintenance procedures, reference FM13 - IH Fleet Local Vehicle Coordinator s Guide. 3.6 Safety Equipment Cargo nets are recommended for all vehicle classes that have a trunk area open to the passenger area and are used by general staff or volunteers. The LVC can purchase through a local dealership. Emergency kits and First Aid kits are recommended for any vehicles that are used by staff or volunteers. Guidelines have been provided by Work Safe BC at the following link: asp#sectionnumber:firstaidkits 3.7 Identification of Fleet Vehicles IH fleet vehicles are to be identified with a minimum of the Unit #, and in most cases a How s My Driving phone number allowing the public to call in and report inappropriate driving behavior. IH fleet vehicles that currently have more identification are to remain as such unless specifically approved by the Fleet Coordinator; typically these are Class A vehicles. Class B or Commercial Fleet Vehicles that require more identification per the National Safety Code and CVSE may also be identified as Operated by Interior Health and would include any other required identification decals. 3.8 PHH Card The PHH red charge card is issued specifically for a vehicle, and is to be used for the following for that assigned vehicle only: Fuel Oil changes Tires Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 5 of 11

6 Preventative maintenance Glass repairs Transmission and Body shop repairs Vehicle interior/exterior washing/cleaning Windshield washer fluid and wipers 24-hour emergency roadside assistance by calling Use of the PHH card for personal expenses (e.g. using it to fill up your personal vehicle with gas or performing service on a personal vehicle) will be treated as an act of theft and will result in disciplinary action up to and including termination as per policy AW0700. Staff can reference FM14 - IH Fleet Vehicle Driver s Handbook and LVCs can reference FM13 - IH Fleet Local Vehicle Coordinator s Guide for details on use and procedures. 3.9 Operating Costs All operating costs of IH vehicles are the responsibility of the department to which the vehicle is assigned, not necessarily the site at which the vehicle resides. Operating costs consist of but are not limited to safety equipment, fuel, insurance, tires, glass, maintenance, interior detailing, and repairs. All costs associated with the operation of an IH Fleet Vehicle should be processed through the PHH Card assigned to that unit. In the unusual case where charges are not processed on a PHH card, reference FM13 - IH Fleet Local Vehicle Coordinator s Guide for details on how to code charges Vehicle Replacement IH Fleet vehicles are reviewed annually and replaced as necessary; Under-utilized vehicles may be redistributed elsewhere within Interior Health. Replacement will be based on mileage, age of vehicle, and maintenance record of the vehicle. All vehicle replacements (excluding trucks and buses) will be funded through an annual capital allocation for fleet vehicles Insurance All fleet insurance expires at the end of November of every year and is renewed automatically by the Fleet Coordinator. Insurance coverage for vehicles is under a combination of the Health Care Protection Program (HCPP) and ICBC (for third party liability coverage only). LVCs can reference FM13 - IH Fleet Local Vehicle Coordinators Guide for details on insurance renewals, deductibles and coverage. Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 6 of 11

7 4.0 PROCEDURES 4.1 Booking a Fleet Vehicle When booking a fleet vehicle, the following information is mandatory at the time of booking (regardless of who originates the booking) in this format, ex. John Smith ( ), Cranbrook: Name of driver Cell phone number or a number that can be used in case of bumping Destination city Failure to provide the above information on a repeated basis may result in a review of fleet booking privileges. This information is required for utilization reviews and audit purposes. Instructions on how to book a Fleet Vehicle as a Resource in Outlook can be found on the InsideNet at the following link: Instructions for Booking. Fleet vehicles in the general booking pool are intended to be made available to any staff member from any office that is performing IH business. Block booking of a vehicle by a specific department or staff member may result in a review of booking privileges for that department or individual. Travel to and from regular scheduled shifts at any site are considered personal travel and does not qualify for the use of an IH fleet vehicle. (I.e. picking up casual shifts out of town, not living in the town your home site is based out of, i.e. living in Kamloops but working in Kelowna). 4.2 Bumping Vehicles Bumping is permitted when all vehicles are booked and the trip will result in a reasonable increase in the distance driven. No bumping will be done less than three (3) business days prior to the trip. Staff wishing to bump a current booking must contact the person who made the original booking directly. The current booking must be deleted by the original organizer in their calendar, in order to allow the staff member wishing to bump a booking to immediately re-book the vehicle under their calendar. Refer to section 4.1 for instructions on booking and cancelling a booking. LVC s have the authority to bump anyone at any time for repairs or maintenance work. 4.3 How to Report an Accident All vehicles involved in an accident (regardless of severity) must be reported immediately to applicable agencies and then the LVC and Fleet Coordinator. Reference FM14 - IH Fleet Vehicle Driver s Handbook for accident reporting instructions and forms. 4.4 Odometer Readings All vehicles are required to have the odometer reading reported by the 10 th day of each month for the previous month s usage, in a format required by the Fleet Coordinator. Reference FM13 - IH Fleet Local Vehicle Coordinator s Guide for odometer reading instructions. Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 7 of 11

8 APPENDICES APPENDIX A: FM10 - IH Fleet Vehicle Pre-Post Trip Inspection APPENDIX B: FM11 - IH Fleet Vehicle Driver s Log APPENDIX C: FM15 - IH Fleet Vehicle Service Request Tag 5.0 REFERENCES FM13 - IH Fleet Local Vehicle Coordinator s Guide FM14 - IH Fleet Vehicle Driver s Handbook Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 8 of 11

9 APPENDIX A: Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 9 of 11

10 APPENDIX B: Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 10 of 11

11 APPENDIX C: Policy Sponsor: Vice President, Residential Services and Chief Financial Officer 11 of 11

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