Board of Estimate & Contract:
City Council:
AN ORDINANCE AUTHORIZING THE CITY
COUNCIL TO ADOPT THE CITY-OWNED
VEHICLES USE POLICY
Whereas, the City of Mount Vernon recognizes the necessity for employees to use City-owned vehicles for official business; and
Whereas, it is essential to establish comprehensive guidelines and standards to ensure the responsible, safe, and efficient use of City-owned vehicles; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain, and enact:
Section 1. Purpose and Intent. The City Council acknowledges the need to regulate the use of City-owned vehicles by employees, establishing a policy that promotes safety, efficiency, and accountability.
Section 2. Definitions:
• Official City Business: Refers to official activities, transactions, operations, and affairs conducted by the local government of the City of Mount Vernon, New York, to serve the needs and interests of the city's residents, businesses, and stakeholders.
• Unauthorized Use: Refers to the use of City-owned vehicles without proper authorization.
• City Employee: Refers to Full-time or Part-time City officers and employees receiving compensation for work done through the City of Mount Vernon.
• Fleet Manager: Refers to an employee appointed by the Commissioner/Department head who will track the usage of city-owned vehicles within their respective department and adhere to this policy.
Section 3. General Guidelines:
(a) City-owned vehicles are designated for official business purposes only.
(b) No employee, irrespective of job title or responsibility, is guaranteed access to a City-owned vehicle unless specified in this policy.
Section 4. Eligibility. Any person driving a city-owned vehicle must be an employee of the City of Mount Vernon or other expressly authorized by the head of an agency or authority that provides service to the City of Mount Vernon. Use of a City-owned vehicle by an authorized person who is not an employee of the City of Mount Vernon is permitted only to provide service to the City of Mount Vernon.
Section 5. Policy.
• Unless otherwise specified in this policy, no employee, regardless of job title or responsibility is guaranteed access to a City Owned Vehicle.
• All employees operating City-owned vehicles must possess a valid driver's license for the appropriate class of vehicle they are using. Unauthorized use of city-owned vehicles is strictly prohibited and may result in loss of vehicle privileges and disciplinary actions.
• All employees operating a City-Owned vehicle must produce a DMV abstract that details their driving record before being granted use of a vehicle.
• Employees whose driver's license is revoked, surrendered, or suspended must immediately notify their department head or fleet manager by the next business day and discontinue the operation of the City-owned vehicle. Failure to do so may result in disciplinary action, including termination of employment, in accordance with collective bargaining agreements.
• Employees must obtain permission to operate a city-owned vehicle. Only Commissioners, Department Heads, or their designated representatives have the authority to grant such permission, following a background check to ensure a safe driving record.
• Departments are responsible for appointing a fleet manager who will be responsible for tracking the usage of city-owned vehicles and this policy. A written justification must be provided along with a list of users of each vehicle to the mayor’s office by the fleet manager. If this list changes, it must be updated and provided to the Mayor’s office by the end of the month.
• All employees operating City-owned vehicles must do so safely and economically.
• All employees operating City-owned vehicles must adhere to the Code of Ethics and not utilize their vehicles for any commercial or political purposes.
Section 5. Driver’s License Requirements:
(a) All employees operating City-owned vehicles must possess a valid driver's license for the appropriate vehicle class.
(b) Unauthorized use of City-owned vehicles is strictly prohibited and may result in loss of vehicle privileges and disciplinary actions.
(c) Employees with revoked, surrendered, or suspended licenses must notify their department head or fleet manager immediately and cease vehicle operation.
Section 4. Permission to Operate:
(a) Permission to operate a City-owned vehicle must be obtained.
(b) Only Commissioners, Department Heads, or their designated representatives have the authority to grant permission following a background check for a safe driving record.
Section 5. Safe and Economical Operation. Employees must operate City-owned vehicles safely and economically.
Section 6. Safety Guidelines. Employees must comply with safety guidelines, including the mandatory use of seatbelts, prohibition of driving under the influence, no smoking in City-owned vehicles, and adherence to mobile cellphone usage laws.
Section 7. Reporting:
(a) Damage, accidents, citations, or infractions involving City-owned vehicles must be reported promptly.
(b) Failure to report incidents may result in disciplinary action.
(c) Drivers are personally responsible for fines or toll violations incurred outside of authorized official city business.
Section 8. Maintenance and Fuel Usage:
(a) Employees must report vehicle issues promptly.
(b) Drivers must be mindful of fuel usage, minimize idling, and maintain vehicle cleanliness.
Section 9. Taking Home Vehicles:
(a) Employees may take City vehicles home overnight with proper authorization.
(b) Personal vehicles used for official business must have a valid driver's license and sufficient personal insurance coverage.
Section 10. Taking City-Owned Vehicles Out of the City:
(a) Employees are prohibited from taking City-owned vehicles outside the City without proper authorization.
(b) Reimbursement for personal vehicle use follows the City's established mileage reimbursement rate.
Section 11. Department-Specific Policies. Departments may have specific policies complementing these guidelines, and employees must adhere to department-specific regulations.
Section 12. Anti-Discrimination Clause. Discrimination on any grounds is strictly prohibited.
Section 13. Whistleblower Protection. Whistleblowers reporting policy violations are protected against retaliation.
Section 14. Violation of this Policy. Violation of this policy will result in disciplinary actions.
Section 15. Conclusion. This City-Owned Vehicles Use Policy outlines responsibilities and expectations for employees operating City-owned vehicles. Compliance is necessary to ensure safe, efficient, and lawful use of City resources.
Section 16. Effective Date. This ordinance shall take effect 30 days after its passage and approval by the City Council.