400City of Anaheim Administrative Regulation
CHAPTER 4 - CITY PROPERTY
Subject: Operation of City Vehicles/ A.R. 400
Equipment/Materials Issue Date: Aug. 1, 1984
Revised: Sept. 17, 2003
June 28, 2006
Sept. 17, 2010
Aug. 2, 2017
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Purpose:
The purpose of this regulation is to provide exceptional service to Anaheim
citizens through the use of City assets, and to establish rules and procedures
relating to the operation and use of City -owned vehicles and equipment.
Procedures:
Motor Pool:
The City has Motor Pool vehicles available for use by City employees that need
transportation to attend meetings and other activities located away from their
assigned work place. Employees should check with their department to see if any
department -assigned vehicles are available for use before requesting a Motor Pool
vehicle. Motor Pool vehicles are available for pickup at the Fleet & Facility Services
Main Yard and City Hall. Employees may use personal vehicles and submit a claim
for reimbursement at the current rate, if no department issued or Motor Pool vehicles
are available and they are authorized to do so by their Department Head. Employees
who receive a car allowance from the City are not entitled to mileage reimbursement.
Operation of City -Owned Vehicles:
It is the expectation that operators of City -owned vehicles utilize them responsibly
and obey all applicable laws, rules, and regulations related to operating a motor
vehicle. Cellular phone use while driving is strictly prohibited, unless an authorized
hands -free device is used.
Any citation or arrests of an employee while operating a City -owned vehicle or a
personal vehicle for business purposes are the sole responsibility of the employee
and the City shall bear no responsibility regarding such. Any judgment or sentence
handed down by the court regarding such citation or arrest will be satisfied by the
employee alone.
All court costs, including subpoenas of witnesses and/or attorney fees, if any, are also
at the sole responsibility and cost of the employee. In limited special circumstances,
an employee may request the City to provide him or her a defense when the employee
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can demonstrate that such defense is in the best interests of the City, as is provided in
Government Code
Section 995.8. Such requests shall be made to the City Manager's Office within one
(1) week after the citation or arrest is made. The City Manager will forward
appropriate requests to the City Council for final authorization.
Allowable Passengers and Drivers:
Only City employees, agents, contractors or other persons with City -related business
are allowed as passengers in a City vehicle. Further, employees shall not relinquish
control of, or allow any person to operate a City -owned vehicle if that person is not an
employee of the City of Anaheim or an authorized contractor (i.e. an authorized
temporary employee). All employees and any contractor that will be operating City -
owned vehicles must attend the City's Defensive Driver Training Course. All
employees and any contractor must comply with AR 270. Contractors must provide a
current DMV record to Risk Management for its review before any contract employee
can be authorized to operate a city vehicle. All Contractors will be responsible to
enroll its drivers assigned to the City of Anaheim in the California Employer Pull
Notice Program and must immediately notify the employee and the City of Anaheim if
an employee's driver's license has been suspended or is no longer valid. The only
exceptions are authorized car wash or repair facilities, and service personnel, such as
parking valets.
Storage of City -Owned Vehicles During Non -Working Hours:
City -owned vehicles not designated for take-home or other excepted usage shall be
stored on City property during non -working hours whenever possible. Take-home
vehicles shall be parked in a secure off-street location, whenever possible.
Type of Vehicle Purchased:
The City of Anaheim is committed to using alternative -fueled vehicles whenever
practical in order to reduce dependence on fossil fuels and greenhouse gas emissions. In
order to ensure the proper type of vehicle is being utilized, the specifications (prepared
and provided by Public Works) for replacement vehicles, as well as additions to the fleet,
will be approved, in writing, by the Department Head (as part of the City Annual
Purchase Plan). New vehicle and equipment purchases (not replacements) require a
"Motorized Equipment Request Form" to accompany the request. New vehicle and
equipment purchases requested outside of the City Annual Purchase Plan may be
authorized with concurrence from the Public Works and Finance Departments, subject
to applicable Purchasing rules and regulations. When purchasing vehicles and
equipment for the fleet, the Public Works Department strives for fleet standardization
whenever practical.
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Fleet standardization consolidates parts inventory, technician and operator training, and
familiarity with equipment.
Utilization:
City vehicles are required to be utilized a minimum of two thousand (2,000) miles
annually. Every year, Public Works -Fleet & Facility Services will provide each City
department the total mileage accumulated by the City vehicles utilized by that department
for the previous year. Any vehicles not achieving the minimum two thousand (2,000)
annual miles will require the Department Head to authorize keeping the underutilized
vehicle. Underutilized vehicles may be retired or re -assigned to more evenly distribute
vehicle usage and maximize utilization of City assets. Authorized underutilized vehicles
will be noted in the Public Works fleet management information system. Authorization
to keep underutilized vehicles will require written authorization from the Department
Head on an annual basis.
Take Home Vehicles:
Limited use of take-home vehicles are a critical part of the City's disaster response plan
and call-back program, and are essential to providing quick response to emergencies and
other urgent matters. Take-home vehicles are typically specialized pieces of equipment
or contain equipment and supplies needed for the operator to carry out his or her duties.
These vehicles may provide the means to respond directly to an incident without
first diverting to the workplace to retrieve a vehicle and/or needed equipment, saving
time and maximizing productivity.
The City authorizes the following types of take-home vehicle use:
1. Call-back: The employee's assignment requires response during off hours to other
than the employees normal work location to handle/manage emergencies, investigations,
or on -scene coverage.
2. Maintenance use: The employee's assignment routinely necessitates transporting
and/or housing a City resource.
Use of City take-home vehicles that fall within one of the preceding categories must:
1. Meet a specific City need;
2. Be recommended, in writing, and receive approval from the Department Head or
designee; and
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3. Following the initial approval, the employee shall submit a new request to their
Department Head or designee by June 1 of each year to ensure use of the vehicle
continues to comply with City regulations.
Take-home vehicles may be authorized (for one-time use only) in case of emergency
by the Department Head or designee.
Use of City -Owned Vehicles During Non -Working Hours:
Certain City -owned vehicles assigned to Department Heads and Executive Managers are
fully equipped with emergency response equipment, such as permanently -installed
communications equipment, personal protective equipment, and other emergency
response equipment specific to that individual's job duties. To facilitate improved
emergency availability and response, these key individuals shall be permitted limited,
reasonable private use of their City -owned vehicles and shall be permitted to transport
such passengers as are incidental to such use. The City Manager will evaluate requests
in writing by Department Heads or their designees for private use by employees other
than those so noted. Other City employees that are authorized to use take- home vehicles
must adhere to the following criteria:
1. Vehicles may be used to commute between the employee's residence and workplace,
provided that the commute between their residence and the Anaheim City limits shall not
exceed thirty (30) miles, unless approved by the Department Head or designee;
2. Vehicles may be used to conduct legitimate City -related business that occurs outside
normal working hours, assuming that the uses comport with the requirements of the Take
Home Vehicle Authorization form; and
3. The Department Head or designee will determine the conditions under which
employees will be required to return their take-home vehicle to their assigned City
Facility during vacations or other leave periods.
Decals and Markings on City Vehicles:
1. All City -owned fleet vehicles shall be marked. Any exceptions shall be on a
case -by -case basis and approved by the Department Head. Exceptions include no
markings at all and minimal or adjusted markings. Unmarked vehicles shall be noted in
the Public Works fleet management information system.
2. For non -emergency vehicles: The approved color City logo, as identified in the
"City Logo Guidelines" document, shall be located on both front doors, with one
matching logo on the left side rear of the vehicle (when practical). City logos will be a
standard size but there may be some variation depending upon application and available
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space on the vehicle. In no case will the City logo be smaller or larger than approved in
the "City Logo Guidelines" document.
Accompanying the color logo will be matching blue color stripes (reflective green for City
Park Ranger vehicles) in the approved City pattern, as determined by the Public Works -
Fleet & Facility Services Manager. Vehicle unit numbers will be installed on both fenders
and on the rear of the vehicle. The department name will be installed in standard font,
matching color block letters below the color logo on the doors. "www. anaheim.net" will
be located on the rear of vehicle (when practical) in the approved size and color. No other
decals or markings shall be applied to the vehicle without Fleet & Facility Services
Manager or designee approval.
3. Black and white and/or all -white police vehicles shall be marked with the Anaheim
Police Department authorized logo and lettering, to include "Anaheim Police" markings in
the approved size/color/font, roof numbers in approved size/font, American flags on each
side of vehicles in approved locations, division -specific lettering (i.e. "traffic", "gang unit"
etc.), and unit numbers on front and rear. Depending upon assignment, vehicles may also
have other lettering, such as website address, etc.
4. Anaheim Fire & Rescue fire apparatus and emergency response vehicles will be marked
with AF&R standard emblems/striping package. Depending on application, this would
include roof letters/numbers, station numbers and other lettering, insignia, and striping as
appropriate. For administrative vehicles, the standard color City logo shall be used, along
with stripes of the approved City design.
Equipment:
All equipment owned by the City is to be operated/used only by City employees who are
familiar with the equipment and have been properly trained in its use. Contractors may
operate City vehicles provided the following requirements have been met: 1.) they have
been properly trained to operate the piece of equipment being used; 2.) they have attended
the City's Defensive Driver Training class; 3.) they have a valid California Driver's
License with the required endorsements/class met all the requirements in the Driving
Record Checklist as outlined in AR 270; and 4.) and they are supervised by a City
employee at all times. Utilization of City -owned equipment for personal use is expressly
prohibited.
Matarin k -
All materials owned by the City are to be utilized only for City purposes. Use of
materials owned by the City for personal use is expressly prohibited.
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Repair & Maintenance:
All City -owned vehicles and equipment have assigned preventative maintenance (PM)
schedules established by Public Works -Fleet & Facility Services.
PM due notices are sent to each department at a minimum of once per month. It is the
department's responsibility to bring vehicles in for service in a timely fashion when
requested by Public Works -Fleet & Facility Services. When vehicles are in need of
repair, it is the responsibility of the using department to bring the vehicle to the main yard
at Public Works for repair. If needed, Public Works -Fleet & Facility Services can be
notified to arrange for transportation (towing). Vehicles and equipment are required to be
brought to Public Works -Fleet & Facility Services for maintenance and repair, unless
authorization is granted by the Fleet & Facility Services Manager or designee.
Fuel:
Public Works -Fleet & Facility Services provides unleaded, diesel, propane, and
compressed natural gas (CNG) fuel for City -owned vehicles and equipment. Fuel can be
obtained at the Main Yard located at 955 South Melrose Street, the Anaheim Police
Department main station
located at 425 South Harbor Blvd., and Fire Station #9 located at 6300 East Nohl Ranch
Road. Additionally, all other Fire Stations have diesel fuel available for their use. Fuel
can be obtained directly at the pump via an electronic connection between the City vehicle
and the fuel pump, or by utilizing an approved fuel card.
Responsibility:
Minor exceptions to this Administrative Regulation may be made by Department Heads.
Major/material exceptions to this Administrative Regulation are to be made by the City
Manager's Office. The Public Works Department Head shall provide to the City Manager
each July 1, a full and complete report regarding take-home vehicles. This report is
prepared and submitted by the Public Works Department.
Attachments: None