Table of Contents: Chapter 4
[+]413 MOTOR POOL POLICY
413.1 Purpose
This policy applies to all City departments. The intent of this policy is to establish the procedures and parameters which shall regulate the usage and responsibilities of employees utilizing motor pool fleet units in the normal course of conducting routine City business.
413.2 Definition
The inter-departmental Motor Pool Vehicle Fleet is a fleet of motor vehicles for use by City employees in the course of conducting City business who have a specific need or requirement.
413.3 Oversight
The Motor Pool Fleet is administered by the Fleet Division under the supervision of the Assistant City Manager. All requests for use will be processed in a timely manner.
413.4 Use of Motor Pool
The Motor Pool Fleet was established to provide transportation for employees who are not regularly assigned a City owned vehicle or whose assigned vehicle is inoperable, and is not to be used on a regular basis by those employees receiving a car allowance.
Any Employee who, in the normal performance of their assigned duty, is authorized to check out a motor pool unit, with prior written approval of the employee's immediate supervisor, providing said employee is:
- Properly licensed to operate a motor vehicle in the State of Missouri;
- Received the proper City drivers training per insurance regulations as determined by Human Resources;
- Using the vehicle to conduct the business of the City within the scope of the particular employee's job duties or upon specific written direction of an employee's immediate supervisor and/or Department Director.
The supervisor shall be responsible for ensuring the above criteria are met prior to authorizing use of a motor pool vehicle.
Only authorized City employees and officials will be allowed to operate City owned motor vehicles.
413.5 Duration of Use
Motor pool units will be checked out for a maximum of seven (7) days per destination per employee, unless otherwise approved by the Assistant City Manager.
413.6 Geographic Boundaries
Motor pool units will be restricted to a 250 mile radius of Lee's Summit. Employees traveling beyond this boundary and requesting a motor pool vehicle will be required to obtain authorization from the Assistant City Manager.
One motor pool vehicle will be restricted to the Kansas City metropolitan area.
413.7 Usage Regulations
All State and local traffic regulations apply to the usage of motor pool vehicles including rules on alcohol and drug usage and seat belt laws.
No pets or animals shall be allowed in motor pool vehicles.
All rules and regulations as outlined in Use of City Property, Section 416 shall apply to the use of motor pool vehicles.
The motor pool vehicles will be inspected for damage by the Fleet Division prior to and at the conclusion of the use of the vehicle. Repair of damages found upon inspection will be charged to the previous user department.
Motor vehicle accidents involving motor pool vehicles, including those not resulting in apparent physical damage, shall be reported as soon as possible to the Department Supervisor and to the Fleet Division.
A no smoking policy will be observed in all motor pool vehicles.
All vehicles must be returned to the Fleet Division full of fuel and clean.
Any mechanical or service related conditions should be reported to the Fleet Division upon return of the vehicle(s).
413.8 Damage
Any damage should be promptly reported to the Fleet Division. Costs resulting from willful misuse of vehicles may be charged to the employee responsible for the damage; if responsibility cannot be determined, the employee who signed out the vehicle on the sign out log may be held responsible. Misuse will be determined by the Assistant City Manager and Department Director, after investigation and review of alleged misuse. Traffic violations will be the employee's responsibility to whom the citation is issued.
413.9 Procedure to Use Motor Pool
When possible, advance reservations for units shall be made with the Fleet Division by either telephone or e-mail. It is the employee's responsibility to ensure that the vehicle is reserved pursuant to their request. Dates of departure and return, number of persons traveling, and the location of destination shall be disclosed. Reservations will be taken on a first come basis.
Walk in requests are discouraged but will be honored subject to the availability of units.
The Fleet Division is to be immediately notified of any change in plans which may affect pending reservations for fleet units.