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HomeMy WebLinkAboutCity Clerk - Administration and Management Records - Policy & Procedure Records (43) Page 1 of 3 PUBLIC FACILITIES, RECREATION & SPECIAL EVENTS DEPARTMENT POLICY NUMBER 5.1 CITY VAN PROCEDURES AND GUIDELINES 5/10/2007 1/1/2014; 11/16/2020 Section 5 – City Vehicles I. PURPOSE To provide consistent procedures and guidelines for staff when using the city’s van. II. PROCEDURE • Ensure the van operator reads the City Manager Directive #18 prior to driving any city vehicle. • Each driver must complete the City Van Driving training and hold a valid certification card to drive a van. • Passengers, under 18, must provide permission slips before being transported in the van - Drivers must be at least 21 years of age to transport passengers. (Rental van companies may require an older age.) - Drivers must be at least 18 years of age to drive a van without passengers - Walk around the van for a visual inspection. (Complete Vehicle Check-out Sheet) - Inspect vehicle for damage and scratches - Inspect under hood for water leaks, oil leaks, etc. - Check level of fluids, oil, and tire pressure (especially on round trips over 60 miles) - Inspect interior of van for cleanliness, security, condition of seats/seat belts, and instrumentation panel - Complete logbook or clipboard located in each vehicle - Turn on vehicle - Listen for unusual noises - Check instrument panel for any concerns - Log mileage at start and end of trip - Insure there are adequate report forms remaining in the logbook. If not, report this to your supervisor so it can be taken care of - Driver will adjust all mirrors to their proper position before driving - Driver will ensure all passengers wear a seat belt before putting the van in gear - Limit of passengers may never exceed the number of seat belts - CELL PHONES MAY NEVER BE USED BY THE DRIVER WHILE THE VAN IS IN GEAR - After arriving at the designated site for pick-up, ensure the engine is turned off before leaving the van. Never leave keys in the van or leave the van running without an adult driver in charge. Secure the entire vehicle prior to leaving it parked anywhere. - If possible, two Park and Recreation staff should be in the van at all times. - Always follow posted speed limits and all traffic signs. - In case of an accident, follow the accident procedures outlined in the City Manager Directive #18, located in the front of the 3-ring binder. Call Risk Management 623-930- 2855 - Staff will conduct a head count as passengers are loading and unloading the van - No passengers will be left alone in the van without adult supervision Page 2 of 3 - No one 15 years of age or younger may ride in the front passenger seat due to the air bag - No open food or beverage containers allowed in the van (water is the exception) - At the completion of your trip park the van in the designated area and remove the keys - Complete vehicle check-out list - Staff is responsible for thoroughly cleaning the van upon the completion of any trip - Van should not be returned with less than ½ tank of gas - Turn in van keys to appropriate staff person or put in the slot of the Parks and Recreation office • All staff should be trained on handicapped accessible van equipment as needed • All staff driving vans or city vehicles should be trained on proper fueling procedures NOTE: In the event of an accident vehicles should not be moved until the investigation has been completed by the police or accident investigators. III. GUIDELINES • All occupants must wear a seat belt when the vehicle is in gear. • The driver is not allowed to operate a cell phone while the vehicle is in gear. • All staff should be trained on handicapped accessible van equipment as needed. • All staff driving vans or city vehicles will utilize proper fueling procedures. • Only paid staff with a valid Arizona Drivers License should operate a vehicle wi th participants. • Van Drivers must be at least 21 years of age. Rental companies may have a different age requirement. • Two paid staff is required when transporting 10 or more children in a van. A. Short Trip (With Participants) Requires 2 paid staff members in vehicles with 10 or more participants 30 Miles or less one way constitutes a ‘short trip’ • Passengers, under 18, must provide permission slips before being transported • Walk around the vehicle for a visual inspection. (Complete Vehicle Check -out Sheet) • Inspect vehicle for damage and scratches. • Appropriately adjust mirrors to match the needs of the driver. • Take vehicle to Field Operations for a safety check including but not limited to fluid levels and tire pressure. • Inspect interior of vehicle for cleanliness, security, condition of seats, condition of seat belts and instrumentation panel. • All passengers will wear a seat belt any time the vehicle is in gear. • Log mileage at start and end of trip. • Limit of passengers should not exceed the number of seat belts. • Always follow posted speed limits and all traffic signs. • Never leave keys in the vehicle or leave the vehicle running without an adult in charge. • Secure the entire vehicle prior to leaving it parked anywhere. • No one 15 years of age or younger may ride in the front passenger seat due to the air bag. • Staff is responsible for thoroughly cleaning the vehicle upon the completion of any trip. • The gas tank should be filled if less than ½ tank of gas. • Turn in keys to appropriate staff person or put in the door slot at the Parks & Recreation Office. • DRIVER MAY NOT USE A CELL PHONE WHEN THE VEHICLE IS IN GEAR. Page 3 of 3 B. Long Trip (with Participants) Requires 2 paid staff members in vans transporting youth Over 30 miles one way constitutes a ‘long trip’ • Passengers, under 18, must provide permission slips before being transported. • Walk around the vehicle for a visual inspection. (Complete Vehicle Check -out Sheet) • Inspect vehicle for damage and scratches. • Appropriately adjust mirrors to match the needs of the driver. • Take vehicle to Field Operations for a safety check including but not limited to fluid levels and tire pressure. • Inspect interior of vehicle for cleanliness, security, condition of seats/seat belts, and instrumentation panel. • Limit of passengers may not exceed the number of seat belts. • Always follow posted speed limits and all traffic signs. • Never leave keys in the vehicle or leave the vehicle running without an adult in charge. • Secure the entire vehicle prior to leaving it parked anywhere. • No one 15 years of age or younger may ride in the front passenger seat due to the air bag. • Staff is responsible for thoroughly cleaning the vehicle upon the completion of any trip. • The gas tank should be filled if less than ½ tank of gas. • Complete logbook: Log mileage at start and end of trip. • Turn in keys to appropriate staff person or put in the door slot at the Parks and Recreation Administrative Office.