The purpose of this policy is to provide guidelines for the appropriate use, management, and responsibilities associated with the use of City of Hillsboro fleet vehicles by authorized users. This ensures safe, responsible, and cost-effective use of city-owned vehicles while supporting operational efficiency.

Scope

This policy applies to all employees and officials of the City of Hillsboro who are authorized to use city-owned vehicles for official duties and business purposes.

Eligibility

(a)   Only users with a valid driver’s license appropriate for the class of vehicle being operated are eligible to use city vehicles.

(b)   Employees must complete any required training or certifications as determined by the city before being authorized to drive fleet vehicles.

(c)   Employees who have been convicted of major traffic violations or have a record that raises concerns about their ability to safely operate a vehicle may be restricted from driving fleet vehicles.

(d)   Employees cited for DUI or other serious moving violations, must report those incidents immediately to the City Administrator. Failure to provide that notification will result in disciplinary action up to and including termination.

Vehicle Use Guidelines

(a)   Official Use Only: City vehicles are to be used strictly for official city business and operations. Personal use is prohibited unless prior approval is granted by a department head for exceptional cases.

(b)   Authorized Drivers: Only city employees or authorized personnel are permitted to operate city vehicles. Family members, friends, or other passengers not involved in city business are not allowed to ride in the vehicle without prior approval.

(c)   Geographic Limits: Vehicles should be used within the geographic area defined by the employee’s duties. Out-of-town trips must be authorized by the employee's supervisor in advance.

(d)   Vehicle Assignment: Vehicles may be assigned to departments or specific employees based on the nature of their duties. Use of assigned vehicles must comply with this policy.

Safe Driving and Conduct

(a)   Employees must follow all federal, state, and local traffic laws while operating fleet vehicles.

(b)   Seatbelts must be worn by the driver and all passengers at all times.

(c)   Distracted Driving: The use of mobile devices (texting, calling, etc.) while driving is prohibited unless the vehicle is safely parked. Employees can use a handsfree device if that device can be operated safely.

(d)   Prohibited Substances: Employees must not operate city vehicles under the influence of alcohol, illegal drugs, or any substance that impairs their ability to drive safely.

(e)   Tobacco, Vaping and E-Cigarettes: Employees are not allowed to use any type of tobacco products (including cigarettes and chewing tobacco) or any type of vaping/electronic cigarettes while operating a city owned vehicle.

(f)   Accidents & Damages: All accidents and damages, regardless of severity, must be reported immediately to the department head. Policy 29 provides direction on the process of accident investigations.

Maintenance and Care

(a)   Employees are responsible for checking the condition of the vehicle before and after each use (fuel level, tire pressure, lights, etc.).

(b)   Employees should leave vehicles clean and orderly after each use in anticipation of use by other city drivers.

(c)   Any maintenance needs must be reported to the department head immediately.

(d)   Routine maintenance, such as oil changes and tire rotations, will be conducted at regular intervals as scheduled by department heads.

Fueling Procedures

(a)   Vehicles must be fueled using city-issued fuel cards, following city fueling guidelines and departmental policies.

(b)   Personal vehicles should not be fueled using city resources. Fueling a personal vehicle with a city fuel card or with city-owned bulk fuel could result in disciplinary or legal action depending on the circumstances of the use.

(c)   Employees should use fuel efficiently and avoid idling vehicles unnecessarily.

Vehicle Security

(d)   When not in use, vehicles must be locked and secured. Keys should not be left in unattended vehicles.

(e)   Vehicles should be parked in designated areas or locations approved by the city.

Personal Vehicle Use

(a)   Employees should use city-owned vehicles for official business when possible. Out of town trips should be scheduled ahead of time to assure availability of a city-owned vehicle.

(b)   Employees using their personal vehicles for city business are insured by the city’s liability insurance but are not insured for property damage to their vehicles. The city will not pay for damage to personal vehicles used for city business.

(c)   Use of personal vehicles will be reimbursed at the prevailing IRS reimbursement rate. Employees must complete mileage reimbursement forms in order to receive mileage compensation.

Disciplinary Action

(a)      Violation of this policy may result in disciplinary action, up to and including suspension of vehicle privileges or termination of employment, depending on the severity of the violation.

(09-17-2024)