Policy 3-25 IDLING & SECURING VEHICLE POLICY
DISTRIBUTION: ALL DEPARTMENTSDATE : August 5, 2008
SUBJECT: Idling & Securing Vehicle Policy
PURPOSE: To establish and formalize the city’s policy regarding unnecessary idling of city owned vehicles as well as the securing of city vehicles.
BACKGROUND: As an effort to save on fuel costs and city funds this policy was created to address unnecessary idling of city owned vehicles. Additionally, this policy sets basic rules for the securing of city vehicles.
PROCEDURES:
A. Each department will formalize and issue a policy regarding idling and securing of vehicles which will identify any exceptions particular to the department. The Department’s particular policy after approval by the City Manager will be incorporated as an annex to this policy. Once approved by the City Manager it will be forwarded to the Human Resources Department for compilation.
B. Each employee that is authorized to drive any city vehicle will acknowledge receipt of this policy as well as that employee’s department’s annex. Acknowledgement shall be maintained in the employee’s personnel file. If an employee shall move between departments the employee will acknowledge receipt of that department’s annex to this policy.
C. Progressive discipline will be used to enforce this policy as listed below:(Documented violations will drop from consideration 18 months after their occurrence.)
i. First offense: Written warning
ii. Second offense: Written reprimand
iii. Third offense: Suspension
- Fourth offense: Termination
D. The “Idling Vehicle Observation Form” (Exhibit 1) will be utilized to document any occurrences that violate this policy or department annex to this policy as well as the proper form underC above.
E. The “Failure to Secure Vehicle Form” (Exhibit 2) will be utiled to document any occurrences that violate this policy or department annex to this policy as well as the proper form under C above.
RESPONSIBLEDEPARTMENT:Human Resources/Safety
Larry Mitchell
CITY MANAGER
Signed: August 5, 2008
Exhibit 1 Idling Vehicle Observation Form:
IDLING VEHICLE VIOLATION OBSERVATION FORM
Date of observation: ______Unit number/description: ______
Location: ______Driver: ______
Dept/Div: ______Weather/Temp: ______
Dear fellow City of Lawton employee,
You have been observed with a vehicle in idle without observable business necessity. We are reminding you of your acknowledgement of the City’s idling policy and we are advising yourdepartment of this apparent violation. It is important that you observe the policy in order to save money and reduce waste. As you know City of Lawton is in a financially tight budget situation and every employee is being asked to do their part. Your consideration and help is appreciated and required!
Regards,
Printed name of observer(s): ______Notes:
CC: Department Director
SECURING VEHICLE VIOLATION OBSERVATION FORM
Date of observation: ______Unit number/description: ______
Location: ______Driver: ______
Dept/Div: ______Time of observation: ______
Dear fellow City of Lawton employee,
You have been observed failing to properly secure a city vehicle and thereby allowing the vehicle to be vulnerable to theft. We are reminding you of your acknowledgement of the City’s vehicle securing policy and we are advising your department of this apparent violation. It is important that you observe the policy in order to help protect city property from theft and/or vandalism. As you know City of Lawton is in a financially tight budget situation and every employee is being asked to do their part to help protect city equipment. Your consideration and help is appreciated and required!
Regards,
Printed name of observer(s): ______Notes:
CC: Department Director