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HomeMy WebLinkAbout2025-05-05 I01H Vehicle Use Driving PolicyAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: May 5, 2025 AGENDA ITEM:Consideration of approval of a resolution approving City of Waukee general employment policy [Vehicle Use Driving Policy] FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: Following a review of current general employment policies, City staff recommends approving a Vehicle Use Driving policy. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: No fiscal impact. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff recommends approval of the general employment policy. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Vehicle Use Driving policy PREPARED BY:Michelle Lindsay REVIEWED BY: I1H THE CITY OF WAUKEE, IOWA RESOLUTION 2025- APPROVING A CITY OF WAUKEE VEHICLE USE DRIVING POLICY IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, in order to maintain compliance with state and federal law,it is imperative for the City of Waukee to adhere to the updated Vehicle Use Driving policy; AND, WHEREAS, the purpose of this policy is to ensure an acceptable standard of performance and safety is met by all employees operating city-owned vehicles, or a personal vehicle for city business; AND, WHEREAS, this policy establishes guidelines for use of a city-owned vehicle and use of a personal vehicle for city business; AND, WHEREAS, the proposed policy has been reviewed for legal compliance by City Legal Counsel. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council that it hereby approves the City of Vehicle Use Driving Policy. Passed by the City Council of the City of Waukee, Iowa, and approved the 5th day of May, 2025. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair Vehicle Use Driving Policy Issue Date: July 2025 Human Resources Page 1 of 4 Policy Owners: Human Resources Approved by: City Council 05/05/2025 PURPOSE The City of Waukee values the safety and well-being of all employees. This policy establishes rules and guidelines for the use of city-owned vehicles and also for employees that drive their personal vehicle for city business to ensure that an acceptable standard of performance and safety is met by all employees. As part of this policy, employees will be subject to periodic driving record reviews to ensure valid licensure and insurability guidelines are met. SCOPE This policy is applicable to all city employees who are authorized to operate city vehicles or who are authorized to use their personal vehicle in conducting city business. USE OF CITY VEHICLE All vehicles and equipment owned by the City are for official use only and cannot be used for personal business without prior approval of management. However, you may take a vehicle during a lunch break if your destination immediately after lunch is farther from your normal workplace than the location where you eat lunch. At no time shall any person(s) be allowed in city vehicles unless for city business or city sponsored activities without prior approval of management. The use of any alcohol, tobacco, or illegal drug products in city vehicles or equipment is prohibited. If an employee is required to operate a motor vehicle as part of his or her job duties, that employee must maintain a valid operator’s license and be insurable under the City’s liability policy as a condition of continued employment. Should a crash occur, to ensure full communication and disclosure between all parties, the driver should immediately, by the quickest means of communication, give notice to: Local enforcement body having jurisdiction over the area of the crash, when required by Iowa Code His/her supervisor HR department The driver of the vehicle, regardless of damages, must complete the Vehicle Claim/Incident Report form and submit this form to their supervisor within 2 business days of the crash. The Vehicle Claim/Incident Report form is available on the employee dashboard and in most city vehicles. If a crash occurs in Iowa on a public right-of-way and meets Iowa Code requirements for reportable crashes, the employee shall, within 72 hours, forward an Iowa Vehicle Crash Report form to the City Clerk. The Iowa Vehicle Crash Report forms are available from the investigating law enforcement agency. Vehicle Use Driving Policy Issue Date: July 2025 Human Resources Page 2 of 4 Policy Owners: Human Resources Approved by: City Council 05/05/2025 USE OF PERSONAL VEHICLE Employees may use their personal vehicle for business travel, as pre-approved by their supervisor, if the use of a city vehicle is not feasible. Employees using a personal vehicle for business must maintain a valid operator’s license and automobile liability insurance coverage, that meets the minimum liability requirements in the State of Iowa, on their vehicle. Employees using a personal vehicle for business purposes will be reimbursed based on miles traveled. Reimbursement will be at the allowable rate established by the IRS. In determining the allowable mileage rate the IRS takes into account all automobile expenses such as fuel, depreciation, repair costs, insurance, etc. To receive reimbursement employees must submit documentation of total miles traveled, including origination, destination, business purpose, and number of miles per trip. The City will reimburse the driver for mileage by the most direct route. Should an accident occur, to ensure full communication and disclosure between all parties, the driver should immediately, by the quickest means of communication, give notice to: Local enforcement body having jurisdiction over the area of the crash, when required by Iowa Code His/her personal insurance company His/her supervisor HR department If an employee receives a car allowance as part of their employment the employee is not eligible for mileage reimbursement for the business use of their personal vehicle. COLLISIONS Drivers are responsible for operating a motor vehicle safely. To do this, you must focus your full attention on the driving task. Employees must comply with the Iowa Code regarding the use of electronic communication devices while driving, with the exception of public safety personnel acting within the scope of their official duties. Seat belts are required to be worn in Iowa and must be used at all times; and the driver is responsible for making sure all passengers are also wearing their seat belts in accordance with state law. This includes all vehicles which have factory installed seat belts including skid loaders, utility carts, backhoes and mowers which have a Roll over Protection Structure (ROPS). The use of alcohol, tobacco, or illegal drug products in city vehicles or equipment, while driving or prior to driving a city vehicle is prohibited and can result in immediate termination. Employees holding a Commercial Driver’s License (CDL) are required to undergo drug testing following any state-reportable crash. Employees with a non-CDL drivers license involved in such a crash must also be tested if Vehicle Use Driving Policy Issue Date: July 2025 Human Resources Page 3 of 4 Policy Owners: Human Resources Approved by: City Council 05/05/2025 there is reasonable suspicion of drug or alcohol use. The driver may be held accountable for the deductible if the driver is found in violation of the driving policy. Drivers are required to inform the Human Resources Director, or his/her designee, of any OWI tickets, suspensions or revocation of driving privileges immediately, regardless of which state they are received. Continuing to drive a city vehicle while under suspension can result in termination. DRIVING RECORD REVIEWS Employees who regularly operate vehicles on city business shall submit to a motor vehicle records (MVR) review prior to employment and thereafter on an annual basis. An MVR (Motor Vehicle Report) will be conducted by Human Resources annually when an employee operates a city or personal vehicle while performing city business, following an accident, or more frequently if the driver is under disciplinary action, probation or a suspension, as necessary. A driving record that fails to meet the criteria stated in this policy will result in a loss of the privilege of driving a company vehicle. A signed MVR consent form and photocopy of each driver’s state operator license will be kept on file with Human Resources. This will provide the necessary information for running a Motor Vehicle Report and review of the driver’s restrictions. Employees required to drive as a function of their job must meet the following guidelines: No more than three (3) convictions for moving traffic violations, as defined by Iowa Code, within any 12-month period within the last 5 years. No conviction of any traffic violation that is defined as serious by Iowa Code 761-615 within the last 5 years. No conviction of or pled guilty to reckless driving; driving with a suspended, denied, revoked, or barred license; hit and run; or leaving the scene; or No conviction of or pled guilty to driving while under the influence of alcohol or drugs, vehicular homicide, or any driving offense punishable as a felony; No Operating While Intoxicated (OWI) convictions in the last 5 years. No designation of being a “Habitual Offender” within the last 5 years. *For implementation of the revised policy only, the lookback time period does not apply to current employees. All current employees will be required to adhere to the revised policy upon implementation. For purposes of reviewing driver records, the following will not affect eligibility or corrective action: Failure to use safety belts; Parking violations; Past convictions, suspensions, or revocations related to civil or criminal actions unrelated to driving or vehicle operation Driving records will be reviewed as required by this policy and will be conducted as permitted by the provisions of state and federal law. Access to the driving record is restricted. Vehicle Use Driving Policy Issue Date: July 2025 Human Resources Page 4 of 4 Policy Owners: Human Resources Approved by: City Council 05/05/2025 Employees are responsible for any driving infractions or fines as a result of their driving. Employees are required to report any moving or parking violations they receive while operating a city vehicle to their supervisor. Employees are responsible for final disposition (court appeal or payment of fine) for any traffic citation issued while operating their own vehicle for city business or while operating a city-owned vehicle. Failure to resolve a traffic related fine is a performance issue subject to the disciplinary process separate from the act resulting in the traffic citation. COMMERCIAL DRIVERS LICENSE The City of Waukee has certain positions that require the employee to hold a Commercial Driver’s License (CDL). Additional controls are required by the state for drivers of vehicles requiring a Commercial Driver’s License (CDL) according to the Commercial Motor Vehicle Safety Act of 1986. The City of Waukee uses the Drug and Alcohol Clearinghouse through the Federal Motor Carrier Safety Administration (FMCSA) to conduct CDL queries. A limited query is performed for all prospective employees before being permitted to operate a commercial vehicle on public roads. An electronic consent must be obtained in the Clearinghouse prior to requesting a full query. Employees required to maintain a commercial driver’s license as a condition of employment must sign a general consent, for the employer to conduct annual limited queries of the Federal Motor Carrier Safety Administration’s Commercial Drivers’ License Drug and Alcohol Clearinghouse to verify current employees are not prohibited from performing safety-sensitive functions. Federal regulations require that Iowa licensed commercial drivers must report ALL violations (except parking violations) to their employers within 30 days of conviction, whether the driver was operating a commercial or non-commercial vehicle. As is the case with all city policies, the organization has the exclusive right to interpret this policy. Nonadherence to this policy shall be grounds for disciplinary action, up to and including termination of employment. Additional department specific policies may also apply.