Vehicle Use Policy - Office of The Treasurer Tax Collector

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OFFICE OF THE TREASURER & TAX COLLECTOR
VEHICLE USE POLICY
Mission Statement
During the past five Fiscal Years, excluding Police, Fire and MUNI, City departments have
been involved in 942 vehicle incidents that have resulted in claims against the City. The City
has paid over $2.3 million as a result of those claims. In 2010, the City adopted a Driver’s
Guide as a first step towards creating a Vehicle Use Policy (“VUP”).
The Office of the Treasurer & Tax Collector (referred to herein as “The Department” or
“Department”) maintains this Vehicle Use Policy which will serve as the guide to all employees
of The Department in the appropriate usage of all city vehicles used and operated by any
employee of The Department. This guide shall further help train all employees assigned to or
required to use city vehicles, reinforce good driver training and techniques for experienced
Department drivers, and establish a professional standard for all Department employees
assigned to or required to use any city vehicle. This VUP shall help address the increase of
costly claims, will help create the foundation for clear standards for all employees assigned to
or required to use city vehicles, and will also help to better inform and educate all Department
employees on how to proceed in the event that they are involved in an incident in a city vehicle
as a driver or a passenger. This policy will explain clear guidelines for the proper usage of all
vehicles, will develop clear duties and explain responsibilities which will meet, and in some
instances exceed, the demands of the Citywide VUP. In some instances, where regular vehicle
usage is acknowledged as a core function for specific Department employees performing
specific job functions, new duties and requirements are set in place to better control, monitor
and document the usage of any city vehicle within the department’s control.
Another important purpose of the creation of this VUP is to set forth practices for the safe
operation of motor vehicles owned and operated by The Department. This standardized policy
will be incorporated as part of a new training and instruction program, which will be refreshed
and enhanced for all Department employees, assigned to or required to use city vehicles.
This VUP will serve as a baseline for all Department employees and will focus on licensed
motor vehicles primarily operated on public roads.
Policy
The Department’s VUP coincides with the City’s commitment to maintaining a safe vehicle
fleet, and concern for the safety of people, the protection of property, and the minimization of
the impact upon the environment by City vehicle operations. This VUP focuses on the safe
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operation of licensed motor vehicles primarily operated on public roads, which, in turn, further
seeks to reduce the possibility and occurrence of vehicle damages, claims and/or injuries. In
addition, it shall serve as a guide and inducement to encourage the use of alternative “green”
transportation options for all Department employees whenever city transportation use is
required.
This Department’s VUP further seeks to support and promote the goals established by the City
VUP, which is administered under the auspices of the Office of the City Administrator, which
helps meet the demands placed on each department in order to implement and enhance
standards which meet and, in some instances exceed, VUP developed through the adoption of a
Motor Vehicle Incident Prevention Program, the recommended minimum requirements of
which are stated in Appendix A.
Nothing in this Department’s VUP shall be interpreted or applied to interfere with, restrict or
supersede the citywide vehicle use policies or any Memorandum of Understanding (“MOU”).
Definitions
Specific definitions for relevant terms shall be clearly defined and communicated to all staff
authorized to drive a vehicle. Appendix A includes typical terms and standard definitions that
shall be included within each department’s Motor Vehicle Incident Prevention Program
(“Program”).
Management, Leadership and Administration and its primary focus:
The Department is committed to the responsible use of all city vehicles. The Department is
further dedicated to successfully promoting the VUP as an integral component of The
Department’s overall written safety program which shall be managed by a Department
appointee. This VUP includes specific guidelines showing The Department’s commitment to
the safety of people, the protection of property, and minimization and impact upon the
environment by City vehicle operations. The Department’s VUP Program further commits a
training program to cover all aspects of the VUP for all department employees assigned to or
required to use city vehicles. In addition, this VUP shall help ensure that staff will adhere to
not only all elements of the Program, but, in addition, shall adhere to all local, state and federal
laws and regulations as they relate to vehicle operations.
Written Plan
This Department VUP shall meet the demands set forth within the Citywide Program and shall
in some instances set forth further standards. This Department VUP shall further develop,
adopt, and maintain Appendix A known as The Motor Vehicle Incident Prevention Program.
This VUP shall also help develop a timely and effective program to satisfy the program
demands established for every city department in order to develop, adopt and maintain A
Minimum Requirements of a Written Plan as our Motor Vehicle Incident Prevention Program.
This VUP shall detail a system of responsibility and accountability related to vehicular use
which shall be established throughout the organization. This VUP shall document all elements
of the Program including, but not limited to, the assignment of drivers, performance
management, training, incident investigation, discipline (where appropriate), and cost
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associated with the Program. Should a citywide coordinator position be staffed, a
comprehensive annual report addressing those elements shall be submitted to the City
Administrator and other department heads in order to evaluate the performance of the City’s
Programs. Based upon the annual report, specific recommendations will be made to address
shortcomings in an effort to improve overall safe vehicle use.
In some instances, it is recognized that the specific frequency and timing of an individual’s
vehicle use may vary.
DMV Review
The Department participates in the California Department of Motor Vehicles Employer Pull
Notice (EPN) Program and screens all new employees whose job description requires
possession of a valid California driver’s license with no restrictions. The EPN Program was
established to provide employers and regulatory agencies with a means of promoting driver
safety through the ongoing review of driver records. Department employees shall also be
required to report any change in their DMV license status within twenty-four (24) hours or by
the next business day upon such notification.
Department employees who are assigned to, or required to drive city vehicles must inform The
Department of any violation which may cause suspension, forfeiture, or revocation of one’s
driver’s license.
In addition, within this VUP plan, specific steps and procedures are established for all
Department employees assigned to or required to use city vehicles in the event that an
individual employee’s driving privileges may be affected.
Training
The Department shall utilize an “on-line”/classroom drivers’ training curriculum for all
employees assigned to or required to use city vehicles as a condition of their employment. The
minimum curriculum is defined in Appendix B. Drivers shall receive training annually to
refresh their knowledge and be informed of new rules, regulations, and best practices, or on an
as-needed basis based upon a driver’s involvement in an incident. All training records shall be
maintained by the Department appointee.
Communication
At a minimum:
• All Department employees who are assigned to or required to use city vehicles shall be
required to sign the Business Use Declaration of the Program (Appendix C) and
acknowledge receipt of all related documents.
• Departments shall communicate training schedules to employees.
Minimize Vehicular and Fuel Use
The Department fully supports the City’s “Transit First Policy” which provides opportunities
for employees to use public transit, provides technology for video conferencing, encourages
employees to carpool, and promotes the use of bicycles whenever practical. All Department
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employees who are assigned to or required to use city vehicles must first consider any and all
of these reasonable alternatives, as appropriate, whenever undertaking to complete
Department duties which require transportation.
In order to continue to promote alternative transportation modes and reduce city fuel costs,
The Department utilizes a program that furnishes and encourages the use of SFMTA “tokens”
in lieu of the use of any city vehicle. This program requires all Department personnel to use
and consider alternative modes of transportation such as SFMTA “tokens” for use whenever
work related travel is required and whenever the alternative means of travel is reasonable for
the usage being considered.
In addition, The Department VUP Program encourages the use of bicycles as another
practical and viable means of commuting in furtherance of work related duties.
This VUP program shall stress the need to regularly use alternative modes of public
transportation whenever the option reasonably and practically satisfies the needs of specific
tasks and jobs. But, the “Department” recognizes that certain job duties and responsibilities
that remain specific to the organization’s needs and demands require the regular and
consistent use of city vehicles in order to fulfill such job duties. It is further recognized that
specific job duties cannot always be satisfied by an alternative practical use of public
transportation.
In the event that public transportation does not sufficiently provide an alternative to city
vehicle usage, efforts must still be made by the Department personnel to optimize and
achieve efficient and sensible use of all city vehicles.
Consistent with the City’s environmental goals and to reduce operating costs, The
Department and its employees assigned to or required to use city vehicles are not allowed to
idle an engine for more than five (5) consecutive minutes. For passenger vehicles in general,
if an employee is likely to idle one minute or longer, he/she should turn the engine off and
restart when he/she is ready to move the vehicle. Diesel vehicles, per California law, must not
idle for longer than five (5) minutes.
In addition, The Department shall maintain vehicles for the purposes of sharing such
vehicles for the use by all Department employees who are assigned to or required to use city
vehicles. No vehicle shall be assigned or used solely by one individual employee.
For City Hall and nearby departments, and as more vehicle pools become available, the
Department will utilize City vehicle pools rather than assigning vehicles to individuals. As
an example, the City Hall vehicle pool is available for daily use. GSA-Fleet can assist
departments with vehicle pools and how to best minimize vehicle usage.
For any Department employee to be approved to participate in the Pool, The Department
shall, as directed by the City Administrator, require:
1. A completed copy of the Signed Business Use Declaration (Appendix C of Vehicle Use
Policy) for each Department employee required to or assigned to use a city vehicle.
2. Verification of completion of the Defensive Driver Training program for every
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Department employee required to or assigned to use a city vehicle.
Such information and verification shall be maintained and forwarded to The City
Administrator.
Business Use Policy
Vehicles owned, leased or rented by The Department and assigned to, or under the
jurisdiction of The Department, shall be used only in the discharge and transaction of City
business. (See Appendix D Administrative Code Section 4.11.) Volunteers and contractors
are not authorized to use City vehicles. However, after approval of The Appointing Officer or
Authorized Designee, volunteers and contractors deemed to be essential to municipal
functions may be allowed as passengers in City vehicles.
Toll citations, parking violation fees, traffic fines, and other citations associated with vehicle
use shall be the sole responsibility of the Department employee who used the vehicle at the
time the citation occurred. The Department shall hold accountable employees who accrue
tolls, citations, and fines associated with their use of a vehicle unless otherwise specified in a
MOU. Employees may seek toll and parking reimbursements in accordance with
departmental policies and applicable Controller’s Office Travel Reimbursement Guideline.
As part of the Citywide Vehicle Use Policy updated in October 2014, City vehicles are a
resource whose use is limited by law. The Department maintains a zero tolerance for
vandalism of a City vehicle, including but not limited to, graffiti, and/or defacement.
Incident Analysis and Reporting
A standardized incident response for drivers involved in an incident is described in Appendix
A and shall be utilized by The Department. In the event that a Department employee is
involved in any incident, s/he must follow the incident response procedures in Appendix A.
and 1. Report the incident immediately to his/her supervisor, and 2. Upon return to the office,
he/she must complete the required incident reports as used and disseminated for The City and
County of San Francisco.
The Department will analyze vehicle incident rates on at least an annual basis. A review of the
driver’s safety record utilizing data from this analysis should be maintained for a period of five
(5) years from the date of the incident.
Recognition Program for Employee Safe Driving
The Department shall recognize all employees who have adhered to the department’s Program
and who have not been involved in a preventable incident for the past fiscal year. These
employees will be recognized in a fair and uniform manner from amongst their peers.
All Department employees who use a city vehicle at least 10 times per fiscal year without
being involved in a preventable incident will be considered for this recognition. Select
individuals from this recognized group may be called upon by senior management, or an
assigned designee, during any fiscal year, to participate to provide training to new employees,
and/or their peers.
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The Office of The Treasurer & Tax Collector abides by and enforces the following minimum
requirements:
Appendix A
Minimum Requirements of a Motor Vehicle Incident Prevention Program
MOTOR VEHICLE INCIDENT PREVENTION PROGRAM
1.0 POLICY
In order to promote safe driving and to reduce motor vehicle incidents, The Department
maintains a Motor Vehicle Incident Prevention Program. The Program must include a
written plan, definitions, DMV license review, vehicle operator training, communication,
incident reporting, recordkeeping, and recognition for safe driving. This Program applies to
employees driving Department vehicles on City business and it is expected that all
employees either operating a City vehicle or who supervise an employee operating a City
vehicle shall adhere to this Program.
1.1 DEFINITIONS
Aggressive Driving is defined as: Speeding, driving in a selfish, bold or pushy manner,
without regard for the rights or safety of other users on the roadway; failure to observe
traffic laws. Aggressive driving shall include, but not be limited to, excessive use of a
vehicle’s “horn,” “tailgating,” regular and repetitive unnecessary lane changes, maintaining
and using speeds either above the posted speed limit(s) and/or which is/are at a level which
are not safe for the conditions of the road at the time of the usage. Aggressive driving shall
also consist of unnecessary quick starting and stopping, unnecessary braking and “cutting
off” of other drivers. Under no circumstances should you show, carry or use any weapon.
Such restrictions shall only apply to Department employees and shall not restrict permitted
guests legally allowed to carry a weapon such as s member of SFPD. Aggressive driving
shall also be defined to include verbal arguments with other drivers or pedestrians. Use of
obscene gestures shall also be strictly prohibited while operating a vehicle.
Collision. An incident in which the first harmful event involves a motor vehicle in motion
coming in contact with another vehicle, other property, person(s) or animal(s).
Crash. An incident involving one or more motor vehicles in motion.
Defensive Driving. Driving safely, in spite of the conditions around you and the actions of
others. Sound Defensive Driving does not include driving at such a speed or in such a
manner as would hinder the “normal flow of traffic” or which is substantially below the
posted speed limit as to cause significant “back-up” of traffic.
Department Vehicle. Any vehicle owned, leased, or rented on behalf of the Department.
Distracted Driving. Diversion of the driver’s attention from the task of operating a
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motor vehicle by activities, objects or events inside or outside the vehicle, or by factors
such as emotional stress or preoccupation, or the use of mobile electronic devices.
Employee. An individual in the employ of the City and County of San Francisco, with
any type of Civil Service status.
GSA-Fleet. Currently located at 1800 Jerrold St. and is responsible for the maintenance
of the majority of CCSF’s passenger and truck fleet. They can be reached at (415) 5504600.
Incident. An undesired event that did or is claimed to have resulted in personal harm or
property damage, or in any undesirable loss of resources, including moving violations.
Incident Rate. The number of incidents per some unit of measurement or the purpose of
assessing safety performance over time or comparing performance with other organizations.
The “incident rate” shall also include the number of events in which a driver causes any
noticeable damage, scrape, scuff, or dent to a city vehicle. These events must also be
reported and taken into account when determining an individual’s incident rate and fitness
for further driving privileges, irrespective of whether the damage resulted in a formalized
accident report.
Injury. Physical harm or damage to a person resulting in the marring of appearance,
personal discomfort and/or bodily harm, impairment or death.
Motor Vehicle. Any licensed mechanically or electrically powered device (except one
designed solely to move by human power), not operated on rails, designed to be operated
primarily on public streets and roads, Cargo and/or attachments (trailers, etc.) to a motor
vehicle are considered part of that vehicle.
Passenger. A person, other than the driver of the vehicle, who is in or on a motor vehicle.
Preventable Collision. One in which the driver failed to do everything that reasonably
could have been done to avoid the collision.
Regular. An employee who is required to drive at least once during their regular daily
shift in order to complete their assignment.
Remedial Training. Training required following an incident to upgrade and renew skills
and demonstrate proficiency.
Shall. The word is intended to indicate a mandatory practice.
Should. The word is intended to indicate a recommended practice.
Motor Vehicle Incident Prevention Program. Each Department’s written policy that
defines how vehicles are safely used, trains employees on their safe use, documents and
investigates incidents, and maintains data to further safe vehicle use. The Department shall
regulate and delegate all training assignments, including standard annual training as well
as remedial training as necessary. The training program shall be managed and
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administered by the Department designee.
2.0 RESPONSIBILITIES
It is the Department’s expectation that all employees adhere to the Program. This VUP
establishes clearly defined roles and requirements for adhering to and enforcing these
Standards. The following tasks are assigned to and include, at a minimum, a senior manager,
human resources staff, safety staff, or Department fleet manager, front-line supervisors, and
vehicle operators, as well as other appropriate staff in order to ensure the Program functions as
intended.
• General:
• The Department shall administer, uphold and enforce the Motor Vehicle Incident
Prevention Program and Vehicle Use Policy
• All Department vehicles and usage shall be evaluated and reviewed by regular
monitoring and prior to usage “sign out” of vehicles. As is standard practice, all
Department personnel are required to “sign out” for vehicle usage in advance by
using Microsoft Outlook. Each vehicle user is required to post anticipated usage
time for each instance of usage and include the ETA (estimated time of return)
within Microsoft Outlook. The reservation posted within Outlook should include, at
minimum, information stating the identification (normally, the City Van) of the
vehicle used, the time the vehicle is first taken and the projected time when the
vehicle will be returned. A brief reference of anticipated destinations may also be
included.
• It is mandatory that such information is continuously entered and updated in order to
facilitate better and open communication between and within sections. It is essential
that all vehicle usage is documented in advance in order to also eliminate the
possibility of duplicate reservations, and, in turn, such documentation shall reduce
wasted time for specified personnel. Reservations of vehicles should be made in
advance as often as reasonably possible and it is encouraged that such vehicle usage
should be documented at least 24 hours in advance. In instances that a specific unit
or section uses a vehicle on a daily basis for long and regular intervals, such
reservations should be posted for the relevant periods at least 2 weeks in advance.
Single day or multiple day event long term usage of the city vehicle (example: using
the vehicle to attend a 3 day conference) should always be documented within
Outlook as early as possible.
• As previously mentioned within this manual, the use of alternative transportation in
conformance with the City’s Transit First Policy and Carpooling resources is a
priority that the Department recognizes, encourages, and upholds.
• With the assistance of GSA-Fleet, The Department shall determine suitability of
vehicles. Currently, it is herein documented that The Department only has a City
Van assigned for use. Department senior management shall determine the suitability
of such a vehicle and all maintenance shall be monitored and maintained by the
Cashier section.
• The Department further acknowledges that it currently uses a city van which can seat
up to 7 or 8 adults. It is further recognized and acknowledged that The Department
shall, whenever possible, and particularly during the usage of said vehicle by only a
single driver, promote the usage of more fuel efficient vehicles by way of the
Vehicle Pool User Program that is administered by Building Maintenance @ 415554-4933 and can be accessed by email: [email protected] or [email protected].
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Training responsibilities as determined and assigned by Senior Management:
• It is recommended that HR schedule and regulate training at this time. Individual
supervisors of each respective unit shall ensure completion of all training and it shall
be tracked in annual performance evaluations.
• Provide for training of personnel under their jurisdiction, consistent with the
organization and personnel needs
• Budget expenditures for motor vehicle incident prevention including training
(behind the wheel, etc), classroom training, instructors, etc.
• Coordinate and track scheduling of department employees who are assigned to or
required to use a city vehicle for Defensive Driving Training.
• Business Use Policy: Department supervisors who have employees who are assigned to
or required to use city vehicles must ensure that the documents are completed and submitted.
• Must have employees who are assigned to or required to use a city vehicle review
and endorse the Business Use Declaration of the Program and forward the signed
copy to the human resources unit
• Incident Prevention: Since this may contain confidential information relating to a
department employee’s DMV and personal information, this information should remain in
HR possession only. Duties and responsibilities shall include the following:
• Participate in the CA DMV EPN Program for all new employees who are assigned to
or required to use a city vehicle
• Review DMV records as needed and inform the respective employee’s supervisor of
any changes in an employee’s driving status
• Maintain a database of all authorized drivers’ DMV status and incident history for
the Department
• Incident Response: The Department will assign these tasks to a designated individual(s)
that shall be required to address and complete the following tasks:
• Process and review Vehicle/Equipment Incident Reports to determine preventability
• Investigate, determine cause of motor vehicle incidents, document findings, and
implement actions to prevent future incidents
• Carry out appropriate disciplinary action for violation of safe driving practices.
Potential corrective action or discipline that may occur as a result of such incidents
and which violate any provision within this VUP shall be determined by Senior
Management.
• Specific assigned Department employees will develop and maintain Incident Analysis and
Reporting:
• Prepare quarterly and annual statistical reports for Department management with
recommendations for reducing preventable incidents
• Include a review of the driver’s safety record as a part of the annual performance
evaluation.
• Individually, all supervisors who oversee any Department employees who are
assigned to or required to drive city vehicles who receive such incident reports
should report such incidents to their Manager and HR the same day. Appropriate
Incident forms must be completed.
• All Incidents and reports submitted to HR should be monitored and tracked. The
frequency and all use of city vehicles by all Department employees who drive
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should be tracked by way of the MICROSOFT OUTLOOK reporting.
These steps will help satisfy the need for solid Performance Management.
2.10. Employees of The Department who are assigned to or required to use city vehicles
are responsible for the following:
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Maintaining a valid California driver’s license and notifying supervisors immediately
if a Department employee receives any notification from the Department of Motor
Vehicles (DMV) that affects their ability to drive a City vehicle.
Reviewing and endorsing the Department’s Business Use Declaration of the Program.
Reserving the vehicle and “signing out” prior to usage via Microsoft Outlook as
described in section 2.0 above.
Conducting a pre-operation vehicle inspection prior to each and every usage of the city
vehicle to ensure equipment operates safely. Such reports shall be provided by GSA
and should be completed by the individual employee and submitted to his or her
supervisor. The Department employee who uses the vehicle, should, in advance of
each usage, test all lights, fog lamps, turn signals, brake lights, and other operational
equipment, to determine suitability upon the road and report unsafe conditions
immediately. Any new damage should also be reported to the respective Department
employee’s supervisor through an incident report process overseen by (Department
employee TBD by senior management.)
After each use, every Department employee who is assigned to or required to use a city
vehicle shall inspect the vehicle’s exterior for confirmation of any potential new dents,
scrapes, or damage not previously known. Any corresponding equipment damage or
failure must be reported to his/her supervisor the same day of the discovery.
Using a City vehicle on City business when one is used. Where considered a
satisfactory and reasonable alternative, Department employees who are assigned to or
required to use city vehicles are required to consider other available transportation
options such as SFMTA, Muni Metro, bicycles and more.
Informing supervisor(s) of motor vehicle incidents, including traffic violations and
parking violations, before the end of work shifts.
Reporting motor vehicle incidents by following the procedures in Section 4.0.
Attending required trainings, including but not limited to Defensive Driving Training, as
scheduled.
Wearing a seat belt when riding in or operating a City vehicle.
Knowing and obeying State motor vehicle laws and defensive driving rules.
Prohibiting the transportation of personal guests in a City vehicle, unless such guest
is approved by the Department Head and if the guest is essential to municipal
functions.
Obeying and maintaining Defensive Driving techniques as set forth in page 7 of this
VUP and strictly avoiding Aggressive Driving techniques described and outlined in
page 7 of this VUP.
Not transporting animals in a City vehicle, unless the animal is associated with City
business and the vehicle is properly equipped to do so.
Not using hand-held or hands-free phones or any other hand-held or hands-free
mobile technology while driving on City business.
Not smoking in City vehicles.
Cooperating with incident investigators and complying with corrective actions, that
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could lead to progressive discipline for violation of safe driving practices.
Paying any citations, tolls, and/or fees in a timely manner or be subject to potential
disciplinary procedures.
Not allowing any fellow Department employee to drive who appears disabled, unsafe or
unfit for further driving.
3.0 TRAINING
All Department Employees, supervisors and managers who drive on City business, shall be
included in a Defensive Driving Training Program. The training frequency is:
• Department Drivers
1. Provide Defensive Driving training within 90 days of assignment to all new
Department employees who are assigned to or required to drive city vehicles.
2. Provide refresher Defensive Driving training and evaluation annually to all
Department employees assigned to or required to drive city vehicles.
3. Complete refresher training on safe practices annually.
• Department Drivers who have a motor vehicle incident while driving a City vehicle in
the past three (3) months may repeat Defensive Driving training prior to being allowed
further use of a vehicle for business use.
See Appendix B for the Department’s minimum training material and requirements.
4.0 I N C I D E N T R E P O R T I N G – the following is divided into four categories
depending on location of incident (within or outside the City & County of San
Francisco) and whether injury and property damage is involved. Follow the reporting
instructions for the applicable incident category.
I. For all incidents occurring within The City and County of San Francisco WITHOUT
INJURY AND WITH PROPERTY DAMAGE ONLY: Department employees must
perform the following duties:
• For a non-injury incident on a street or highway, call SFPD @ 1-(415) 553-0123,
indicate that you are a City employee and request that an officer come to the scene to
make a collision report. After calling, Department employees should wait at least 1 hour
for an officer to arrive. All City vehicle incidents on a street or highway require a police
report. If the police do not respond, go to the nearest police station and file a report to
document the incident facts.
• Call Central Shops @ 1-415-550-4600 for emergency roadside assistance during normal
business hours. Contact Golden Gate Tow @ 1-415-826-8866 or 1-877-826-5123 for
tow truck needs in the event that the city vehicle becomes inoperable or if it appears
disabled, unsafe or unfit for further driving
• All Department employees involved in a vehicle incident shall contact their supervisor
and report the incident immediately after the incident and when it is safe to do so.
• Contact The City Attorney’s Office @ 415-554-3900 and report the incident. The City
Attorney shall determine the applicability of the claim and whether there remains a need
for their office to become involved. If they provide you with further instructions, a
claims adjuster (or other individual), or any other relevant information or instructions,
document those instructions and provide them to your supervisor.
• For an incident off of a street or highway that does not involve property damage to
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another party, comply with the Department’s Vehicle/Equipment Incident Reporting
Procedures. A police collision report is not required. However, if there is any property
damage occurs to another party (i.e., trees, fence, etc.) you must file a police report.
Exchange information with other driver(s) and/or property owners. Do not discuss fault,
guilt, or liability. Make certain to proceed as follows:
Be courteous and obtain the other driver’s name, address, phone number, license plate
number, driver’s license number, insurance company, and policy number. Obtain the
names, addresses and phone numbers of any witnesses. Provide the Notice of SelfInsurance card, or other form of proof of insurance. Per Government Code §990, the
City and County of San Francisco is self-insured.
Take pictures, if possible. Picture taking should include pictures of all vehicles included
within the incident/accident, all possible property, including, but not limited to, fences,
trees, motorcycles, trailers, signs, or any item of potential value, which can and may
result in the issuance of a claim.
Make notes and document all pertinent and important information including, but not
limited to, date, time, location, (diagram if possible), names, descriptions of people
involved, document relevant statements made by others, etc.
If a City vehicle strikes a parked unoccupied vehicle, also complete the Notice of Motor
Vehicle Accident form and leave it on the damaged property. (File a counter report with
the police for this type of accident.)
Complete a Department Vehicle/Equipment Incident Report to be distributed by the
supervisor and return it to your supervisor. If necessary, your supervisor will make
distribution according to your department’s instructions. Send one copy of the report to:
Office of the City Attorney, Claims Office – 7th Floor, 1390 Market Street (Fox Plaza),
San Francisco, CA 94102.
The Department shall further enforce the Citywide Substance Abuse Prevention Policy’s
Post Accident provision and pursue all applicable governing testing procedures and
complete all necessary follow through as allowable under each respective MOU.
II. For all incidents occurring within The City and County of San Francisco WITH
INJURY: Department employees must perform the following duties: For the purposes
of this VUP, injury is defined as any injury to a person or animal which requires the
attention of emergency medical or emergency veterinary response or, without the
appearance of emergency medical response, any person who claims or complains of
pain or injury which the other party states that he or she will visit a hospital or doctor
for examination. Such injury may also exist where another party states that an animal
injured in the accident will require veterinary assistance or examination.
• Call 9-1-1 immediately for any injury incident involving a human being, indicate that
you are a City employee and request an officer come to the scene to make a collision
report, and follow the dispatcher’s guidance. You should await the appearance of a
CHP, Sheriff deputy or SFPD peace officer. A police report is required.
tow truck needs in the event that the city vehicle becomes inoperable or if it appears
disabled, unsafe or unfit for further driving.
• All Department employees involved in a vehicle incident shall contact their supervisor
• Contact The City Attorney’s Office @ 415-554-3900 and report the incident. The City
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Take pictures, if possible. Picture taking should include pictures of all vehicles included
within the incident/accident, all possible property, including, but not limited to, fences,
trees, motorcycles, trailers, signs, or any item of potential value, which can and may
result in the issuance of a claim.
III. For all incidents occurring outside The City and County of San Francisco WITH
INJURY: Department employees must perform the following duties: For the purposes
of this VUP, injury is defined as any injury to a person or animal which requires the
attention of emergency medical or emergency veterinary response or, without the
appearance of emergency medical response, any person who claims or complains of
pain or injury which the other party states that he or she will visit a hospital or doctor
for examination. Such injury may also exist where another party states that an animal
injured in the accident will require veterinary assistance or examination
• Call 9-1-1 immediately for any injury incident involving a human being, indicate that
you are a City employee and request an officer come to the scene to make a collision
report, and follow the dispatcher’s guidance. You should await the appearance of a
CHP, Sheriff deputy or SFPD peace officer. A police report is required.
tow truck needs after hours or on weekends. You should contact one of these numbers
in the event that the city vehicle is no longer operable or if it appears, disabled, unsafe or
unfit for further driving. If they are unable to direct you, you should contact a local tow
truck or emergency tow service.
13
•
•
•
•
•
•
•
•
•
All Department employees involved in a vehicle incident shall contact their supervisor
Contact The City Attorney’s Office @ 415-554-3900 and report the incident. The City
Take pictures, if possible. Picture taking shall and should include pictures of all
vehicles included within the incident/accident, all possible property, including, but not
limited to, fences, trees, motorcycles, trailers, signs, or any item of potential value,
which can and may result in the issuance of a claim.
IV. For all incidents occurring outside The City and County of San Francisco WITHOUT
INJURY AND WITH PROPERTY DAMAGE ONLY: Department employees must
perform the following duties:
• For a non-injury incident on a street or highway, call local Police, Sheriff, or CHP.
Indicate that you are a City and County of SF employee and request that an officer come
to the scene to make a collision report. After calling, Department employees should wait
at least 1 hour for an officer to arrive. All City vehicle incidents on a street or highway
outside of San Francisco require a police report. If the police do not respond, go to the
nearest police station and file a report to document the incident facts. For accidents
outside of San Francisco, do not report the incident to SF police authorities. Rather, you
should contact local authorities (Police, Sheriff, or CHP) where the accident occurred.
• While outside the City, and during business hours, call Central Shops @ 1-415-5504600 for emergency roadside assistance during normal business hours. Contact Golden
Gate Tow @ 1-415-826-8866 or 1-877-826-5123 for tow truck needs after hours or on
weekends. You should contact one of these numbers in the event that the city vehicle is
no longer operable or if it appears, disabled, unsafe or unfit for further driving. If they
14
•
•
•
•
•
•
•
•
•
•
are not able to dispatch a local truck or provide further instructions, you can seek a local
tow truck company.
All Department employees involved in a vehicle incident shall contact their supervisor
Contact The City Attorney’s Office @ 415-554-3900 and report the incident. The City
claims adjuster, or any other relevant information or instructions, document those
instructions and provide them to your supervisor.
For an incident off of a street or highway that does not involve property damage to
another party, comply with the Department’s Vehicle/Equipment Incident Reporting
Procedures. A police collision report is not required. However, if there is any property
damage to another party (i.e., trees, fence, etc.), you must file a police report.
Take pictures, if possible. Picture taking shall and should include pictures of all
vehicles included within the incident/accident, all possible property, including, but not
limited to, fences, trees, motorcycles, trailers, signs, or any item of potential value,
which can and may result in the issuance of a claim.
If the City vehicle is damaged, the appropriate Department designee will obtain an estimate
of repair from Central Shops, or from your department designated source within forty-eight
(48) hours. Do not wait for an estimate before completing and sending the
Vehicle/Equipment Incident Report
5.0 LICENSE SUSPENSIONS AND REVOCATIONS
When official notification from the California Department of Motor Vehicles is received
stating that an employee has a suspended or revoked license, the manager must:
15
1. Notify the employee of the information received from the EPN Program.
2. Request that employee rectify the situation by obtaining the California
Department of Motor Vehicles Driver License/Identification Card Information
Report that states their license is valid and provide original to their supervisor.
The Report can be obtained at:
Department of Motor Vehicles
1377 Fell Street
San Francisco, CA 94115
(415) 557-1170
3. Supervisor, manager, or other appropriate designee shall send a copy of the
report to Department Personnel.
The following Department Rules shall apply to all Department employees assigned to or
required to drive city vehicles in furtherance of fulfilling their Department job duties:
If employee is unable to rectify the situation, then the Department shall immediately remove
the employee from driving duties, until driver status is restored. The Department may,
depending on employee’s work assignment, approve an employee’s request for personal
leave, compensation time off, vacation, or temporary assignment to another job that does
not require driving.
If the employee’s driver’s license is suspended or revoked, the employee will have ninety
(90) days to rectify his or her driving status. During this time they will not be allowed to
drive a City Vehicle. It will be up to the Treasurer or designee whether the employee will be
allowed to continue to work during that period to perform their assignment. At the
discretion of the Appointing Officer or designee, at the end of ninety (90) days, an
employee who has not been able to correct licensure revocation or suspension may be
released from employment for failure to meet the minimum requirements of his/her
employment.
If employee meets the DMV negligent driver criteria, he/she will not be eligible to drive on
City business. A negligent driver is defined as one who has recorded four (4) traffic
violation point counts within twelve (12) months, six (6) points within twenty-four (24)
months, or eight (8) points within thirty-six (36) months.
Department employee may be subject to corrective action and/or discipline as applies and
as remains consistent with the respective MOU if failure to correct matter is not completed
within 90 days and required job duties continue to include driving as a duty and
responsibility.
6.0 RECORDKEEPING
The Department shall assign, designate or appoint name or title to implement the
Program. Such designee or appointee name or title shall maintain motor vehicle
incident reports for five (5) years and defensive driving training records for three (3)
years. Department designee or appointee shall coordinate with “Trainer” (“title” or
“name”) to implement, oversee and maintain all relevant and required records.
16
Department designee or appointee will also ensure that all Department employees
assigned to or required to use city vehicles shall be fully trained as to the requirements
and schedules set forth within this VUP. Such designee or appointee shall further
ensure that all required “refresher” or “updated” training shall be administered and
completed by all Department employees assigned to or required to use city vehicles
shall be also fully exposed and trained as set forth and required within this VUP.
7.0 RECOGNITION FOR SAFE DRIVING
As set forth in page 5 of this Department VUP, all Department employees who drive at
least 10 days or more out of any fiscal year, may be considered for special recognition and
may be recognized for their safe driving performance by their managers in a fair and
uniform manner.
17
Appendix B
Vehicular Training Curriculum (Minimum Standards)
Office of The Treasurer & Tax Collector
Minimum Motor Vehicle Incident Prevention Program and Vehicle Use Policy Training
Curriculum
The Department shall maintain and address requirements for new drivers (e.g., orientation),
continuing education of existing drivers, and instances where remedial training shall be
required. The training program shall include both “on-line”/classroom and as needed behindthe-wheel training.
Consideration shall be given to the following topics:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Defensive driving
Substance abuse
Distracted driving (e.g., cell phone use, mobile technology use)
Aggressive driving (e.g., tailgating)
Vehicle inspection
Commodity specific training (e.g., hazardous materials, material handling, cargo
security)
Safety regulations
Security procedures
Emergency equipment
Post-incident procedures and incident reporting
Vehicle inspection/maintenance
The Department’s Business Use Declaration of the Program
Using a City vehicle on City business if one is provided
Seat belt use
State motor vehicle laws
Personal guests and animals in City vehicles
Prohibition of smoking in city vehicles
Paying tolls, tickets, and citations
A. Substance Abuse/Drug-Free Workplace
Be aware that all Department employees are covered and must adhere to the Citywide
Substance Abuse Prevention Policy (“SAPP”) (http://sfdhr.org/index.aspx?page=52) or MOU
provisions that closely follow that policy (http://sfdhr.org/index.aspx?page=54).
Under these policies, no Department employee may manufacture, distribute, dispense,
possess, use or be under the influence of alcohol or illegal drugs in the workplace. This
prohibition includes prescription drugs which may impair any vehicle operator or which are
used improperly (e.g., those prescribed or not for the user). As stated in such policies,
violation of this policy may be grounds for discipline up to and including dismissal.
18
As a Department employee, if you perform activities in your job that are funded by a federal
grant, you must notify your Department Head, or authorized designee, of any drug convictions
for violation of drug laws that took place in the workplace within five (5) days of any such
conviction. Employees in certain safety-sensitive positions, or in positions where testing is
required by federal law, may be required to submit to periodic drug tests. All employees may
be required to submit to drug testing under certain circumstances consistent with federal, state,
and local laws and applicable City policies (e.g., Substance Abuse Prevention Policy) and
MOUs.
B. Distracted Driving (Consistent with 2010 Drivers Guide and City Administrator’s Memo dated
8/21/13, Re: Rules and Guidelines Regarding Use of City Vehicles)
All Department employees who use city vehicles must adhere to the following rules while
using such vehicles:
1. Cell phone use is prohibited while operating a city vehicle. (This includes wireless,
hands-free devices.) Department employees shall not text while driving. Department
employees shall not use a laptop, notebook, GPS device, or net book while driving.
Department employees must limit over-air communications whenever possible. It is
recommended that you record a voicemail message for your phone specifically for
when you are driving to let others know you will return their call as soon as it is safe to
do so.
2. Department employees shall refrain from smoking or eating while operating a city
vehicle.
3. Department employees shall refrain from the use of head phones for audio
entertainment while operating a city vehicle.
4. Unless authorized by management, non-employees are prohibited from riding within
or on vehicles. (example: allowing SFPD officers in a city vehicle while conducting
evening or weekend investigative work)
5. Unless authorized by management, animals are prohibited from riding within or on
vehicles. Authorized and physician approved “guide dogs” shall be an exception
which should be first approved by The Department Officer or Authorized designee.
C. As stated previously in page 6 of this VUP, an employee who is required to or assigned to use a
city vehicle should never drive in an “aggressive fashion.”
Aggressive Driving is defined as: Speeding, driving in a selfish, bold or pushy manner,
without regard for the rights or safety of other users on the roadway; failure to observe traffic
laws. Aggressive driving shall include, but not be limited to, excessive use of a vehicle’s
“horn,” “tailgating,” regular and repetitive unnecessary lane changes, maintaining and using
speeds either above the posted speed limit(s) and/or which is/are at a level which are not safe
for the conditions of the road at the time of the usage. Aggressive driving shall also consist of
unnecessary quick starting and stopping, unnecessary braking and “cutting off” of other
drivers. Under no circumstances should you show, carry or use any weapon. Such restrictions
shall only apply to Department employees and shall not restrict permitted guests legally
allowed to carry a weapon such as s member of SFPD. Aggressive driving shall also be
defined to include verbal arguments with other drivers or pedestrians. Use of obscene gestures
shall also be strictly prohibited while operating a vehicle.
19
D. Vehicle Inspection Maintenance
Department employees shall also adhere to the following guidelines and rules whenever using,
maintaining and/or operating a city vehicle:
1. Fueling (taken from 2010 Drivers Guide):
For emergency readiness, keep a city vehicle at least 1/4 full at all times and at the
end of each shift.
Department employees must use City-operated refueling stations for your city
vehicle unless specifically authorized by The Department’s Appointing Officer or
Authorized designee. (For example, if city employees are approved to travel by
city vehicle to a distant location, convention, work site, etc. and a “round trip” and
normal usage will exceed a “tankful,” of gas, then use of a non-City refueling
station is reasonable and acceptable.) City refueling stations shall be used solely for
City vehicles. Stations require the use of an asset management refueling key. Each
City vehicle has an individually assigned Fuel Key to access any of the Cityoperated automated self-serve refueling stations. To obtain a new or replacement
Fuel Key the appropriate Department “designee” shall contact your departmental
fleet coordinator or Central Shops. Refueling instructions are posted at each
station. The basic steps are:
1.
2.
3.
4.
Key in the mileage reading + “Enter” at the Sentry post.
Insert your refueling key to identify the vehicle.
Choose the pump you want to use, and key in the pump number + “Enter”.
Then pump gas as at a regular service station.
Before Department employees drive a CNG (compressed natural gas) vehicle,
Department employees must attend a thirty (30) minute safety training course. The
appropriate Department designee shall contact your departmental fleet coordinator
or Central Shops to sign up for training.
1.
2.
3.
5.
6.
7.
8.
9.
10.
11.
12.
At a City-operated CNG station, use the asset management key. No
smoking or open flame shall be allowed within fifty (50) feet of the
fueling area or at any time in the vehicle.
Shut the engine off.
Set the vehicle’s hand or emergency brake.
4. Remove the protective cap on the vehicle refueling receptacle (if
applicable).
Remove the fueling hose from the dispenser.
Inspect the fueling hose and connector prior to making a connection.
Make a connection and ensure the connector is locked in place.
Open the refueling valve.
Turn the dispenser on.
Turn the dispenser off after flow stops registering on it.
Shut off the refueling valve.
Place the fueling hose back on the dispenser.
20
2. Car Wash
Under certain circumstances car washes are available to City vehicles, and
require a numbered voucher issued by Central Shops. Standard washes include
outside wash and dry, interior vacuum and windows. Follow your department’s
policy regarding car washes, and adhere to the City’s goal of reducing water
usage and car washing expenses by at least fifty percent (50%). Department
employees are required to maintain city vehicles in a clean and presentable
fashion. Department employees who regularly use city vehicles shall also be
required to make certain city vehicles are washed and cleaned.
3. Maintenance
The appropriate Cashier section designee shall ensure that all City vehicles receive
scheduled preventive maintenance at regular intervals to ensure safe, cost effective
operations and to comply with warranty requirements. That Department designee
or appointee shall receive preventive maintenance notices which are distributed
each month in advance of the due date to departmental fleet coordinators and/or
drivers. A “Next Service Due” decal is placed on the upper left hand corner of the
windshield to assist you in maintaining the City vehicle. For service appointments,
the appropriate Department employee shall contact your departmental fleet
coordinator or Central Shops.
It is the duty and responsibility of all Department employees who use city
vehicles to be observant and cognizant of any signs or signals of scheduled or
unscheduled required maintenance. Signs indicating necessary maintenance may
include but not be limited to, warning, service, check engine, oil change lights,
leaks, overheating, worn tires, etc. Contact your departmental fleet coordinator or
Central Shops to request a service appointment.
Keep your vehicle clean, inside and out.
Training provided to all Department employees who are assigned to or required to drive city
vehicles will include receipt of the The City and County of San Francisco Driver’s Guide issued by
the General Services Administration in January 2015 (Appendix E). All Department employees
who drive city vehicles must be aware of all its information, contents, and details.
21
Appendix C
Business Use Declaration of the Program
Office of The Treasurer & Tax Collector
Motor Vehicle Incident Prevention Program
Driver Acknowledgment and Instructions
All Department employees who are assigned to or required to use city vehicles shall
acknowledge the following declaration and shall abide by all terms included herein.
Department employees who drive city vehicles must date, acknowledge and sign this
Driver Acknowledgement as well as any supervisor who oversees any staff who drive
Department vehicles.
Operating an organizational vehicle is a privilege. All Department drivers who use
such city vehicles will be responsible and accountable to meet all of the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Possess a valid motor vehicle driver’s license issued by the State of California. This
license must have the appropriate classification and any required endorsements needed
for operating the vehicle(s) assigned to the operator.
Be subject to a driver’s motor vehicle record check, and if such records show a suspension
or revocation of driving privileges, the driver will not be authorized to operate a motor
vehicle for the organization.
Operate motor vehicles in a safe manner at all times.
Comply with all applicable federal, state, and local laws and regulations.
Report any mechanical or safety defects immediately.
Comply with maintenance schedules as prescribed by the Department.
Report moving violations or parking citations to their supervisor by the end of their work
shift.
Upon notification report changes in driver’s licensure status to their supervisor within
twenty-four (24) hours or by the next business day to their supervisor.
Accurately record and report vehicle mileage in accordance with organization
procedures.
Participate in required driver safety education and training Programs including an annual
review of the Driver’s Guide.
Require all occupants to use seat belts, child safety seats, booster seats or other age or
weight appropriate restraint devices at all times.
Pay all tolls, moving/parking violation fines, and fees in a timely manner, unless
otherwise specified in a MOU.
Not alter in any way without their supervisors’ approval vehicles or equipment within a
vehicle leased, owned or rented by the organization in any way.
Special permission is required to transport children in City vehicles. If you are authorized
to transport children in your City vehicle, always transport children under age thirteen (13)
in the back seat. Infants in rear-facing infant seats and other children under age thirteen
(13) should never be in the front passenger seat facing an airbag.
Never operate a computer or other electronic device while driving a motor vehicle.
Pull off the road to a safe location prior to making or receiving phone calls or using an
electronic device.
22
17.
18.
19.
Do not transport any personal guest in a City vehicle, unless approved by the Department
Head and the guest is essential to municipal business. Department vehicles specifically
utilized for the purpose of transporting clients of the Department shall be exempt from this
requirement.
Do not transport animals in a City vehicle, unless the animal is associated with City
business and the vehicle is properly equipped to do so.
The Department reserves the right to install GPS systems in order to complement the
City’s Asset Management Program. Within the usage of such a program,
Management may choose to use GPS data for any vehicular incident or personnel
disciplinary investigations.
Operating privileges shall be revoked if:
1.
Driver does not adhere to responsibilities listed above.
2.
The driver’s license is revoked, suspended, withdrawn or denied.
3.
Driver refuses to undergo drug or alcohol testing in accordance with organizational
policies or as required by applicable state or local jurisdiction.
4.
Operating outside the limitations of a restricted license.
I, ______________________ , have read and understand the Business Use Policy established by
The Office of The Treasurer & Tax Collector, and I agree to abide by the provisions of this
policy. I understand that violation of this policy will result in disciplinary action, up to and
including termination of employment.
Driver Signature: _________________________________ Date: ________________________
Supervisor Signature: _____________________________ Date: ________________________
23
All Department employees who use city vehicles must further understand and follow the laws
which regulate their use of City-Owned Vehicles as set forth in:
Appendix D
FOR INFORMATIONAL PURPOSES ONLY
Administrative Code Section 4.11
4.11. USE OF CITY-OWNED VEHICLES.
(a) Vehicles owned, leased or rented by the City and County and assigned to, or under the
jurisdiction of, The Department shall be used only in the discharge and transaction of
municipal business. No officer, employee or authorized volunteer of the City and County
shall use any such vehicle without the consent of the head of such department. The
Appointing Officer or Authorized designee of the Department which has jurisdiction over
any such vehicle may not assign any such vehicle to any individual officer or employee
unless a written request justifying the need for personal assignment is made by the
individual officer or employee and approved by the Director of Administrative Services.
(b) No vehicle owned, leased or rented by the City and County and assigned to, or under the
jurisdiction of, any department of the City and County shall be used for transportation to
and from an employee's place of residence except as provided below:
(1) The employee resides in or both resides and works outside of the City and County
and is on call for work after his or her normal workday is completed and the nature
of the work has required the use of a City and County vehicle after hours on at least
five (5) occasions in the preceding twelve (12) month period; or
and must leave his or her residence prior to 8:00 a.m. on City and County business
away from his or her normal place of work; or
and would return to his or her normal place of work from an appointment on City
and County business after 6:00 p.m. or on a weekend.*
(c) Penalty. Any employee violating the provisions of this Section shall pay to the City and
County an amount equal to three times the City and County's mileage reimbursement
rate times the number of miles driven in violation thereof.
(d) Except as otherwise provided by ordinance, an authorized volunteer, while operating a
motor vehicle owned by the City and County pursuant to authorization by the head of
the department to which said vehicle is assigned or which has jurisdiction over said
vehicle, shall be deemed to be an employee of the City and County solely for purposes
of California Vehicle Code Section 17001 and Division 3.6 of Title 1 of the
24
Government Code of the State of California, and for no other purpose; provided,
however, that nothing herein contained shall be deemed to permit the authorization to
operate a motor vehicle owned, leased or rented by the City and County contrary to the
provisions of the Vehicle Code of the State of California.
(Amended by Ord. 562-79, App. 11/16/79; Ord. 358-93, App. 11/15/93; Ord. 278-96, App. 7/3/96;
Ord. 410-97, App. 10/31/97; Ord. 35-04, File No. 031934, App. 3/19/2004)
*Paragraphs b.4 - b.6 have been deleted as they refer to non-departmental public safety and emergency
response positions.
25
Appendix E
Driver’s Guide
City and County of San Francisco
General services agency
Fleet Management Department
Design & Printing: City & County of San Francisco Repromail
Photos: San Francisco Convention & Visitors Bureau
Edwin M. Lee, Mayor
Naomi Kelly, City Administrator
January 2015
Emergency Services Reference
Incident Procedures.....................................................Page 12
Insurance Coverage Document....................................Page 14
Roadside Assistance/Breakdown..................................Page 15
Towing
Central Shops................................................ 550-4600
Golden Gate Tow............................................826-8866
• Passenger vehicles
• Trucks – ¾ ton and smaller
Atlas Towing...................................................673-4242
• Trucks – 1 ton and larger
Central Shops............................................................550-4600
Introduction to the Driver’s Guide
This Driver’s Guide is intended for use by all who drive a
city vehicle on official business for the City and County of
San Francisco.
The Guide includes:
• Emergency phone numbers,
• Information on safety, driver responsibilities, and periodic
activities for maintaining a City vehicle,
• Instructions on what to do if you get in an incident.
Eleven departments worked together and agreed on the
contents as a minimum standard for guiding vehicle use.
Individual departments may have additional information
and instruction for a driver, or may impose more restrictive
rules overriding the contents of this shared guide. Consult
your individual department management for such additions
and restrictions.
Visit us on the City intranet for the latest downloadable
version of this Driver’s Guide in PDF format. You will also
find there the Fleet Department’s standard forms.
Drive safely.
Departmental Contributors:
Nancy George, GSA
Teri Jourgensen, SFPort
Derek Fliess, SFO
Napoleon Campbell, SFPUC
Mike Haase, CTYATT
Steven Lee, MTA Lydia Zaverukha, RPD
Molly Peterson, RPD
Jeffrey Bramlett, RPD
Frances Culp, DPH
Rich Lee, SFPD
Michele Borges, DSS
Vitus Leung, GSA
Tom Fung, FMD
Drivers Guide
1
Table of Contents
Introduction to the Driver’s Guide
1
Transit First Policy 3
Driver’s Mission Statement
3
Driver Responsibilities
Authorized Use of a City Vehicle
5
Misuse of a City Vehicle
5
Vehicle Pools
5
Using a Personal Vehicle on City Business
5
Parking / Storage of a City Vehicle
6
Fueling
6-9
Car Wash 10
Maintenance
10
Towed or Stolen Vehicle
11
Incident
2
3-4
12-13
Automobile Insurance
14
Roadside Assistance / Breakdown
15
Fleet Management / Central Shops
16
Maintenance and Repair Shops
16
Index
17
Transit First Policy
Make public transit your first choice for travel on City business.
Teleconference, walk, bike, take Muni, BART or carpool whenever
you reasonably can.
The Driver’s Mission
If you must use a City vehicle, your mission is to use it to conduct
necessary city business, to represent the City and your department
in public, and to drive legally, safely and courteously.
Driver Responsibilities:
• Maintaining a valid California driver’s license and notifying their
supervisors immediately if they receive any notification from the
Department of Motor Vehicles (DMV) that affects their ability to
drive a City vehicle.
• Reviewing and endorsing the Department’s Business Use
Declaration.
• Conducting a pre-operation vehicle inspection each time a
vehicle is to be operated to ensure equipment operates safely.
Report unsafe conditions immediately. GSA-Fleet can provide an
inspection check list for departments.
• Using a City vehicle on City business if one is provided.
• Informing supervisor(s) of motor vehicle incidents, including
traffic violations and parking violations, before the end of
work shifts.
• Attending required trainings, including but not limited to
Defensive Driving Training, as scheduled.
• Wearing a seat belt when riding in or operating a City vehicle.
• Knowing and obeying State motor vehicle laws and defensive
driving rules.
• Prohibiting the transportation of any personal guest in a City
vehicle, unless approved by the Department Head and if the
guest is essential to municipal functions.
• Not transporting animals in a City vehicle, unless the animal is
associated with City business and the vehicle is properly equipped
to do so.
Drivers Guide
3
• Not using hand-held or hands-free phones or any other handheld or hands-free mobile technology while driving on City
business.
• Not smoking in City vehicles.
• Cooperating with incident investigators and complying with
corrective actions that could lead to progressive discipline for
violation of safe driving practices.
• Responsible for paying any citations, tolls, and fees in a timely
manner or be subject to potential disciplinary procedures.
• Consistent with our environmental goals, and to reduce operating
costs, City employees are not allowed to idle an engine for more
than five consecutive minutes. For passenger vehicles in general,
if you are likely to idle one minute or longer, turn the engine off
and restart when ready to go. Diesel vehicles, per California law,
must not idle for longer than 5 minutes. A list of seven specific
exceptions to this rule is available on the Fleet Department
section of the intranet, or from Fleet Management at 550-4600.
• Your use of a City vehicle for commuting purposes (i.e. to and
from work) could qualify as imputed income under IRS rules and
must be reported. Report any commuter use to your manager
and/or departmental payroll office, following their instructions.
4
Authorized Use of a City Vehicle
Vehicles owned, leased or rented by the City and County and
assigned to, or under the jurisdiction of, any department of the City
and County, shall be used only in the discharge and transaction of
municipal business. (Administrative Code Section 4.11)
Volunteers and contractors are not authorized to use City vehicles.
Misuse of a City Vehicle
A City vehicle shall be used only in the discharge and transaction of
municipal business.
To report suspected misuse, contact the Controller’s Whistleblower
Complaints Program at http://www.sfgov.org/site/whistleblower_
index.asp, or call the Customer Service Center at 3-1-1.
Vehicle Pools
For City Hall and nearby drivers, a vehicle pool is available for daily
use. Contact the City Hall Vehicle Pool desk at (415) 554-4933 for
information, eligibility or reservation. Office hours are 8:30 a.m. –
4:30 p.m., Monday – Friday.
Pool vehicles generally are for day use only with occasional
overnight trips.
City CarShare supplements our vehicle pools, offering an alternative
of over 200 vehicles in 40 pods throughout the City, for hourly
rental. These vehicles are most economical when you make trips of
3 hours or less, up to 3 times a week. Contact your departmental
fleet coordinator for information, eligibility and to sign up, or email
[email protected].
Using a Personal Vehicle on City Business
Follow your department-specific policy and procedures for using
a personal vehicle on City business. In case of an accident in a
personal vehicle, use the Vehicle/Equipment Incident Report form
to provide the same information as if driving a City vehicle. Your
personal insurance is in first place on claims for accidents when
driving your personal vehicle.
Drivers Guide
5
Parking / Storage of a City Vehicle
City vehicles are not exempt from parking restrictions, regulations
and associated fees. Check with your Department if your vehicle
has a prepaid parking license, otherwise you must pay the posted
parking meter rates. A City vehicle left longer than the posted time
limits are subject to citation. All other parking restrictions apply, and
City vehicles are subject to citation and, potentially, towing when
in violation. Outside the City, you have to pay if you use a metered
parking space.
As a City vehicle driver, you are responsible for the storage and
safekeeping of the vehicle at all times while it is in your care.
Fueling
For emergency readiness, always keep your vehicle fuel tank at least
¼ full, or the minimum set by your department. Emergency and
public safety vehicles should be at least ¾ full at end of shift.
Use City-operated refueling stations for your city vehicle. City
refueling stations shall be used solely for City vehicles. Our stations
require the use of a TRAK System refueling key.
Each City vehicle has an individually assigned Fuel Key to access
any of the City-operated automated self-serve refueling stations. To
obtain a new or replacement Fuel Key, contact your departmental
fleet coordinator or Central Shops. Refueling instructions are posted
at each station. The basic steps are:
1. Key in the mileage reading + “Enter” at the Sentry post
2. Insert your TRAK key to identify the vehicle
3. Choose the pump you want to use, and key in the pump
number + “Enter”
4. Then pump gas as at a regular service station.
6
Before drivers use a CNG (compressed natural gas) vehicle, they
must attend a 30-minute safety training course. Contact your
departmental fleet coordinator or Central Shops to sign up for
training.
At a City-operated CNG station, use the Sentry and your TRAK key.
At a PG&E CNG station, use the Sentry and your PG&E fuel card.
How to Fuel Natural Gas Vehicles Safely
1. No smoking or open flame shall be allowed within 50 ft. of the
fueling area or at any time in the vehicle.
2. Shut the engine off.
3. Set the vehicle’s hand or emergency brake.
4. Remove the protective cap on the vehicle refueling receptacle
(if applicable).
5. Remove the fueling hose from the dispenser.
6. Inspect the fueling hose and connector prior to making a
connection.
7. Make a connection and ensure the connector is locked in place.
8. Open the refueling valve.
9. Turn the dispenser on.
10.Turn the dispenser off after flow stops registering on it.
11.Shut off the refueling valve.
12.Place the fueling hose back on the dispenser.
Drivers Guide
7
Locations, Hours and Available Fuel Types are:
Cesar Chavez DPW
2323 Cesar Chavez
Unleaded, Diesel, CNG
3000/3600 psi, 24 hours
Hall of Justice
950 Bryant Street
Unleaded, Premium
unleaded, 24 hours
Golden Gate Park
100 Martin Luther King Drive
Unleaded, Diesel, CNG 3000/3600 psi, 24 hours
The following PG&E CNG Service Centers stations require the use of
a PG&E CNG fuel card. This service is significantly more expensive
than using City CNG stations:
536 Treat Avenue (x – 19th Street) – 3000/3600 psi,
6 a.m. – 6 p.m., Monday – Friday,
Currently, two garages accommodate recharging for full-size
electric vehicles (i.e. Toyota Rav4, Honda EV, Ford Think), not
Neighborhood Electric Vehicles (golf cart type). No key or card is
required.
Civic Center Garage
McAllister and Polk Streets
Hours: 6:00 a.m. – 12:00 midnight
(Requires entry into garage by monthly parking pass or
hourly ticket)
Performing Arts Garage Grove
Grove Street (x – Gough Street) Hours: 6:00 a.m. – 6:00 p.m.
(Requires entry into garage by monthly parking pass or
hourly ticket)
Use the following internet link for a map of alternative fuel
locations in Northern California:
http://www.weststart.net/ccm/home/
8
The following PUC fueling facilities (for emergency only on a case
by case basis) require the use of a PUC fuel card/key.
City Distribution Center
1990 Newcomb Street
San Francisco
Water Supply and Treatment
1000 El Camino Real
Millbrae – 24 hours
Sunol Yard
Hetch Hetchy Yard
505 Paloma Way
1 Lakeshore Drive
SunolMoccasin
Detailed maps for each location may be found on the City intranet
for Fleet Management.
• Click the link for “Where are fuel stations?” to go to the internet
map. Each icon on the map is a separate fueling location.
Fuel Stations
101
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ess
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101
Drivers Guide
99
Car Wash
Car washes are available to City vehicles, and require a numbered
voucher issued by Central Shops. Standard washes include
outside wash and dry, interior vacuum and windows. Follow your
department’s policy regarding car washes, and adhere to the City’s
goal of reducing car washing expenses by 50%. As of April 2010,
the City currently contracts with:
Tower Car Wash
1601 Mission Street (x-street South Van Ness) (415) 558-9274
Hours: 7:30 a.m. – 7:00 p.m., 7 days a week
If waxing, detailing or interior repairs are necessary, contact your
departmental fleet coordinator, or Central Shops at (415) 550-4600.
Maintenance
A City vehicle receives scheduled preventive maintenance at regular
intervals to ensure safe, cost effective operations and to comply with
warranty requirements. A preventive maintenance notice is sent
out each month in advance of the due date to departmental fleet
coordinators and/or drivers.
A “Next Service Due” decal is placed on the upper left hand corner
of the windshield to assist you in maintaining the City vehicle. For
service appointments, contact your departmental fleet coordinator
or Central Shops.
You can request service at other times as needed. If you notice
warning, service, check engine, oil change lights, leaks, overheating,
worn tires, etc., contact your departmental fleet coordinator or
Central Shops. Keep your vehicle clean, inside and out.
10
Towed or Stolen Vehicle
If you return to the vehicle and it isn’t there, it may have been
towed or stolen.
• First, notify your manager to report the vehicle missing, and
obtain the license plate number if necessary.
• Then, if needed, call the Police at (415) 553-0123 to report a
city vehicle missing; identify the vehicle using the license plate
number.
If the vehicle has been towed, you are responsible for retrieving it,
and you are responsible for paying towing, storage and related fees.
Storage fees start after a few hours so it is in your best interest to
recover the vehicle quickly.
If it has not been towed, the Police will initiate a stolen vehicle
report with you. Be sure to notify your manager.
Drivers Guide
11
VEHICLE/EQUIPMENT
INCIDENT PROCEDURES
In case of an incident:
1. Call 911 immediately for an injury incident, indicate that you
are a City employee, and follow the dispatcher’s guidance.
For a non-injury incident call 553-0123, indicate that you are
a City employee and request that an officer come to the scene
to make a collision report. After calling, employees should wait
up to 1 hour for an officer to arrive. All City vehicle incidents
on a street, highway or freeway require a police report. If the
police do not respond, go to the nearest police station and file
a report to document the incident facts. Vehicle incidents that
occur on public property off of a street, highway or freeway
in which no damage to private property has occurred will not
require a police report.
2. Notify your supervisor.
3. If there is property damage or personal injury to the public,
contact the On Call Investigator in the City Attorney’s office
at 554-3900.
Exchange information with other driver(s). Do not discuss fault,
guilt, or liability.
4. Be courteous and obtain the other driver’s name, address, phone
number, license plate number, driver’s license number, insurance
company, and policy number. Obtain the names, addresses
and phone numbers of any witnesses. Provide the Notice of
Self-Insurance card, or other form of proof of insurance. Per
Government Code §990, the City and County of San Francisco
is self-insured.
5. Take pictures, if possible.
12
6. If a City vehicle strikes a parked unoccupied vehicle or private
property, also complete the Notice of Motor Vehicle Incident
form and leave it on the damaged property. (For this type of
incident, go to the nearest police station and file a report at the
counter to document the incident facts.)
7. If you need a tow truck, call the City’s contracted towing
company. For passenger vehicles or for trucks under 1-ton, call
Golden Gate Tow at 826-8866. For trucks of 1-ton or more, call
Atlas Towing at 673-4242.
8. Complete the Vehicle/Equipment Incident Report within
24 hours and make distribution according to your department’s
instructions. Send one copy of the report to: Office of the City
Attorney, Claims Office – 7th Floor, 1390 Market Street
(Fox Plaza), San Francisco, CA 94102.
9. The driver of a City vehicle driving on City business who is
involved in a motor vehicle accident must submit a Vehicle/
Equipment Incident Report within 24 hours of the incident.
10.If the City vehicle is damaged, obtain an estimate of repair from
Central Shops, or from your department designated source
within 48 hours. Do not wait for an estimate before completing
and sending the Incident Report.
Drivers Guide
13
Automobile Insurance
Automobile liability insurance covering bodily injury and property
damage is provided by the City’s self-insurance program. See below
for the notice of self-insurance.
Contact the Risk Management Department at (415) 554-2300 for
any insurance related questions.
Contact the City Attorney at (415) 554-3900 for information
regarding filing a claim. A claim form is available on-line at
http://www.sfcityattorney.org/Modules/ShowDocument.
aspx?documentid=427.
NOTICE OF SELF-INSURANCE
CITY AND COUNTY OF SAN FRANCISCO
The City and County of San Francisco is self-insured pursuant to
the §990 Government Code.
For information on filing a claim for damages please contact:
OFFICE OF THE CITY ATTORNEY
Claims Office – 7th Floor
1390 Market Street (Fox Plaza)
(415) 554-3900
14
Emergency Roadside Assistance / Breakdown
Call Central Shops at (415) 550-4600, or call your department’s
Maintenance Facility, if you need emergency roadside assistance,
After hours or on weekends, call a towing company contracted by
the City. As of March, 2010, our towing companies are:
Golden Gate Tow (415) 826-8866
(877) 826-5123
Use Golden Gate for passenger vehicles, and for trucks
¾-ton and less.
Atlas Towing
Use Atlas for 1-ton trucks and higher.
(415) 673-4242
If you are outside the City, and it is during business hours, call
Central Shops or your department’s Maintenance Facility for
instructions. If the breakdown occurs after hours, arrange to have
the vehicle towed to the nearest repair facility and have the repair
facility contact Central Shops.
Emergency roadside assistance covers:
• Locked vehicle service – retrieval of ignition key when locked
inside the vehicle.
• Battery jump/boost – jump start a vehicle with a drained battery.
• Flat tire change – change the flat tire using the vehicle’s spare.
• Emergency gas, oil and water – provide minimum quantity to get
the vehicle safely back on the road or in to a City garage.
• Mechanical first aid – perform minor adjustments to enable a
vehicle to be safely operated.
• Towing – tow a disabled vehicle to the nearest City garage.
Drivers Guide
15
Fleet Management / Central Shops Department
Administration
1800 Jerrold Avenue
Telephone: (415) 550-4600
Fax: (415) 550-4611
Maintenance and Repair Shop Locations and Hours
Central Shops (Main Shop) Port Shop
1800 Jerrold Avenue
Pier 50
(415) 597-7910
(415) 550-4600/4623
Fax: (415) 550-4611
Hours: 7:30am – 11:30pm, M-F
Hall of Justice Shop
950 Bryant Street
(415) 553-1838
16
Golden Gate Park Shop
100 Martin Luther King Drive
(415) 753-7010
Index
Alternative Fuels, 6 - 9
Breakdown, 15
Car Pools, 5
Cell phone, 4
Central Shops, 16, 20
CNG, 6-9
Commuter benefits, 4
DMV, 4
Driver Responsibilities, 3
Electric vehicle, 8
Emergency Services, 15, 20
Fueling, 6-9
Golden Gate Park, 8, 16
Hall of Justice, 8, 16
Incident, 12-13
Insurance, 14
Laptop, 4
License, 3
Maintenance, 10
Mission Statement, 3
Misuse, 5
Parking, 6
Personal Vehicle Use, 5
Pool Vehicle, 5
Roadside Assistance, 15
Safety, 3-4
Seatbelt, 3
Smoking, 4
Stolen, 11
Storage, 6
Drivers Guide
17
Notes
18
Notes
Drivers Guide
19
Emergency Services Reference
Incident Procedures.....................................................Page 12
Insurance Coverage Document....................................Page 14
Roadside Assistance/Breakdown..................................Page 15
Towing
Central Shops................................................ 550-4600
Golden Gate Tow............................................826-8866
• Passenger vehicles
• Trucks – ¾ ton and smaller
Atlas Towing...................................................673-4242
• Trucks – 1 ton and larger
Central Shops............................................................550-4600
FMCS104 1/15
20
Driver’s Guide
General services agency
Fleet Management Department
Design & Printing: City & County of San Francisco Repromail
Photos: San Francisco Convention & Visitors Bureau
Edwin M. Lee, Mayor
Naomi Kelly, City Administrator
January 2015
VEHICLE/EQUIPMENT INCIDENT REPORT
OTHER
PERSON / DRIVER
TYPE OF
INCIDENT
CONFIDENTIAL TO THE CITY ATTORNEY
IMPORTANT: IF THIS IS AN EMERGENCY IMMEDIATELY CONTACT 911. IF THIS INCIDENT INVOLVES INJURY OR PROPERTY
DAMAGE CONTACT THE CITY ATTORNEY'S OFFICE (554-3900). WITHIN 24 HOURS OF AN INCIDENT COMPLETE THIS
REPORT AND FORWARD TO YOUR SUPERVISOR. DO NOT DISCUSS THIS INCIDENT WITH ANYONE OTHER THAN
AUTHORIZED CITY PERSONNEL.
TYPE OF INCIDENT (e.g. single or multiple vehicle(s), property, etc.)
DATE OF INCIDENT
TIME
A.M.  P.M. 
LOCATION OF INCIDENT
CITYAND STATE
NAME OF OTHER PERSON / DRIVER (If more than one person/driver, attach additional pages)
PRIMARY LANGUAGE
DOB
EMAIL ADDRESS
HOME ADDRESS
HOME PHONE
CELLULAR PHONE
WORK PHONE
VISUALLY IMPAIRED? YES  NO  DRIVER'S LICENSE NO.
EXPIRATION DATE
STATE OF ISSUE
LICENSE CLASS: A  B  C 
RESTRICTIONS
EMPLOYEE / DRIVER
CITY EMPLOYEE NAME / DRIVER
DOB
SOCIAL, SECURITY, DSW, OR ID NO.
WERE YOU ON CITY BUSINESS AT THE TIME OF THE INCIDENT? YES  NO 
WERE YOU INJURED? YES  NO 
EMPLOYEE'S DEPARTMENT
NAME OF SUPERVISOR
EMPLOYEE'S HOME PHONE
PHONE NO.
CELLULAR PHONE
WORK PHONE
EMPLOYEE'S WORK ADDRESS
Complete the following driver's license information if the incident involves a vehicle incident:
EMPLOYEE'S DRIVER'S LICENSE NO.
STATE OF ISSUANCE
EXPIRATION DATE
LICENSE CLASS: A  B  C  RESTRICTIONS?
WEATHER AND VISIBILITY CONDITIONS (e.g. raining, daylight/night/dark/dusk)
INCIDENT INFO
PROPERTY DAMAGE? (Other than vehicle damage, which should be entered in the Vehicle Incident section of this form)
PHOTOS, OR VIDEO FOOTAGE TAKEN (NOTE: Please preserve originals): YES  NO 
ATTACHED: YES  NO 
Name, address and phone numbers, e-mail of persons taking photos and/or video
ALTERATIONS MADE TO THE SCENE AFTER THE INCIDENT (Describe, by whom? when? where?)
DID A MALFUNCTION OR DEFECT CONTRIBUTE TO THE INCIDENT? IF YES, EXPLAIN (Attach separate page if necessary)
WHERE CAN PROPERTY / VEHICLE BE INSPECTED?
Page 1 of 4
CA/FORM . Rev. 12/14. dmck
INCIDENT INFO CONT’D
DESCRIBE THE INCIDENT IN DETAIL (Attach separate page if necessary)
REMARKS MADE BY YOU AT THE SCENE
REMARKS MADE BY OTHERS AT THE SCENE
DID ANYONE ADMIT FAULT? HOW SO?
SUPERVISORY PERSONNEL AT THE SCENE
WITNESSES
WITNESSES Name, address and phone numbers, e-mail. (Attach separate page if necessary)
Page 2 of 4
IF A VEHICLE IS INVOLVED, PLEASE COMPLETE THE FOLLOWING SECTIONS. IF A VEHICLE IS NOT INVOLVED, SKIP TO THE
SIGNATURE SECTION AT THE BOTTOM OF PAGE 4.
CITY VEHICLE NO.
CITY VEHICLE’S LICENSE PLATE NO.
MAKE
MODEL
COLOR
YEAR
VIN NO.
CITY VEHICLE
DESCRIBE DAMAGE
Damage: Minor  Moderate  Major 
NAMES, ADDRESS AND PHONE NUMBERS, E-MAIL OF PASSENGER(S) IN CITY VEHICLE
WERE THERE INJURIES TO ANYONE IN THE CITY VEHICLE?
List name(s) and describe injuries. Was an ambulance called or hospital transport required? Name of hospital if known.
If more than one vehicle, attach additional pages.
LICENSE PLATE NO.
STATE OF ISSUE
MAKE
MODEL
COLOR
YEAR
VIN NO.
OTHER VEHICLE(S) (IF APPLICABLE)
INSURANCE COMPANY
POLICY NO.
ADDRESS
DESCRIBE DAMAGE
Damage: Minor  Moderate  Major 
NAMES, ADDRESS AND PHONE NUMBERS, E-MAIL OF PASSENGER(S) IN OTHER VEHICLE
WERE THERE INJURIES TO ANYONE IN THE OTHER VEHICLE?
List name(s) and describe injuries. Was an ambulance called or hospital transport required? Name of hospital if known.
Page 3 of 4
APPROX. SPEED OF CITY VEHICLE
APPROX. SPEED OF OTHER VEHICLE
CITATIONS ISSUED: YES  NO  VIOLATION(S)
CITATIONS ISSUED: YES  NO  VIOLATION(S)
CITY VEHICLE DIRECTION OF TRAVEL
ON STREET
OTHER VEHICLE DIRECTION OF TRAVEL
ON STREET
POLICE CASE NO.
CITY VEHICLE LIGHTS: ON  OFF 
SPEED LIMIT
SPEED LIMIT
STAR/UNIT NO.
POLICE PHOTOS TAKEN: YES  NO 
OTHER VEHICLE LIGHTS: ON  OFF 
WAS 911 CALLED? YES  NO 
CITY VEHICLE SIRENS: YES  NO  CITY VEHICLE SEATBELTS: YES  NO  OTHER VEHICLE SEATBELTS (IF KNOWN): YES  NO 
TRAFFIC CONTROLS: SIGNALS  SIGNS  YIELD  OTHER  EXPLAIN
ROAD CONDITIONS (e.g., construction or obstructions)
SIGNATURES
VEHICLE INCIDENT INFO
DIAGRAM OF INCIDENT MAKE DIAGRAM AS COMPLETE AS POSSIBLE. IDENTIFY STREET NAMES, VEHICLES, AND OTHER OBSTACLES THAT
HAVE ANY BEARING ON THE INCIDENT.
INDICATE YOUR VEHICLE AND THE OTHER VEHICLE AND MARK THE DAMAGE:
Employee Completing Form
Employee's Signature
Supervisor's Name
Date
Supervisor's Signature
Page 4 of 4
Date

Vehicle Use Policy - Office of The Treasurer Tax Collector

Transcription

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