Vehicle Use and Safety Program (RMS-9, Rev. 1)C ITY O F D E LRAY BE A C H
EM PLO YE E SA FETY MANUAL
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
Risk Management
Vehicle Use and Safety Program
POLICY NUMBER:
SUPERSEDES:
EFFECTIVE DATE:
RMS-9
05/24/2023
Terrence R.Moore,ICMA-CM,City Manager
In addition to policies and procedures referenced below,this policy and procedure will address the safe use of
City vehicles.City vehicles,as defined in this program,include over the road vehicles such as automobiles,
vans,and pickup trucks,and include full time and part-time use.
POLICY
As valued employees of the City of Delray Beach,eligible drivers are given the added benefit and responsibility
of operating city vehicles.In return,all drivers are expected to operate their assigned vehicles in a safe,
conscientious manner,abiding by the City's policies and procedures,and the laws of the local and State.Failure
to do so could result in a driver losing their operating privileges.
PROCEDURE
A.DRIVER QUALIFICATION
To be qualified as an eligible driver,employees must meet the following requirements:
•Possess a current,valid Florida drivers'license.
•No DUI (driving under the influence)convictions within a one-year period as determined by an MVR
(motor vehicle record).
•No history of speeding or other moving citations within a one-year as determined by an MVR.Note:
Florida allows no assessment of "points"if an approved traffic school is completed.
•Successful completion of a City physical examination.
•Successful completion of a road test provided by the employee's department.
•Be formally designated by the appropriate Department Head.
B.OPERATING RULES
Because of the high cost of vehicle purchase,operation and maintenance,City vehicles are to be used and
operated as safely and economically as possible.Trips should be minimized to the extent consistent with
accomplishment of official City business and drivers must utilize methods of good maintenance and economical
operation.
The following rules and regulations will apply to the operation of all City vehicles:
•Vehicles are to be driven by assigned drivers only.
•All drivers and passengers are to wear seat belts as per GA-15.
•Driver must observe all applicable traffic laws.
•Speed should never exceed the posted speed limit and should be reduced during inclement weather
conditions (fog,wind,heavy rain,etc.).
•A safe following distance will be maintained at all times.(The National Safety Council recommends a"3-
second rule";for larger vehicles,4-5 seconds;add an additional second for inclement weather).
•Extra caution is to be exerted when driving through "construction"areas.
•Vehicles will never be driven when the driver is under the influence of alcohol or any drug that may impair
driving performance.
•Drivers must make sure their assigned vehicle is properly inspected and maintained.
•Drivers must immediately report all traffic violations and accidents to their supervisor.
•The usage of a cell phone is prohibited unless the vehicle is safely stopped as per GA-42.
•Unauthorized person or persons in the vehicle are prohibited.
•Idling is generally unnecessary as per PW-1.
C.SAFETY TRAINING
All drivers will be trained initially and regularly (e.g.,after an accident,annually)thereafter regarding:
•The City's "Vehicle Use and Safety Program"
•Applicable local and State traffic laws
•Defensive driving techniques
•Vehicle operation procedures
•Inspection and maintenance activities
•Accident reporting procedures
•Execute the "Authorized Use of City-Owned or Leased Vehicle"form (Appendix "A")
D.VEHICLE INSPECTION &MAINTENANCE
The maintenance of City vehicles in clean,safe operating condition is of primary importance from both a safety
and City image standpoint.The following inspections and maintenance procedures shall be observed by all
drivers of City vehicles:
•Vehicle must be always kept clean.
•Drivers must conduct an informal daily safety inspection (lights,turn signals,horn,glass/body,tires,and
brake function,etc.)of their assigned vehicle.
•Drivers must complete a formal monthly safety inspection report of their assigned vehicle utilizing the
City's "Monthly Vehicle Safety Inspection Checklist"(Appendix "B")and give it to their supervisor.
•Drivers must make sure to have preventive maintenance done on their vehicles per the Fleet
Maintenance Division's scheduling program.
•Vehicle damage is to be immediately reported to the supervisor per RMS-1 and the Central Garage per
PW-5.
E.REFERENCES
PW-1:
PW-3:
PW-5:
RMS-1:
GA-12:
GA-15:
GA-19:
GA-42:
No Idling Policy
City Vehicle Use
Damage to city Vehicles;Advertising on City Vehicles;and New Vehicle Acceptance and
Registration
Accident Investigation Program
Driver License Check
Safety Devices -Use of Seat Belts
Florida Driver License
Use of Cellular Telephones and Other Portable Communication Devices
PER-9 Alcohol &Drug Testing for CDL Drivers
PER-12 Comprehensive Drug &Alcohol Use
Appendix "A"
CITY OF DELRAY BEACH
Vehicle Use and Safety Program
A u th orize U se of City-O w ned or Leased V ehicl es
Employee Name (Print):
Supervisor Name (Print):
The City intends to maintain all its vehicles and equipment in a safe and proper operating condition.You as an employee
authorized to use a City vehicle must report all defects and/or concerns regarding a vehicle to your supervisor.You must
operate the vehicle in a safe manner in accordance with RMS-9,Vehicle Use and Safety Program.This program is to be
adhered to by all authorized City employees.
I have received and understand the Safety Training provided to me in accordance with RMS-9 and by my signature/date
below I accept the requirements and any discipline and the benefits of this Authorization.
Employee Signature:_
Supervisor Signature:_
Department Head Signature:_
Date:_
Date:_
Appendix "B"
CITY OF DEL RAY BEACH
Vehicle Use and Safety Program
M o n th ly V eh icl e Safety In spection Ch ecklist
A safety inspection of each City vehicle must be conducted by the assigned driver/employee on a monthly basis.
This checklist should be used to record the inspection activities.If any deficiencies (U NS)are observed as part of the
inspection,they must be recorded below and reported to the supervisor as soon as possible.
Inspector's Nam e (print):
Inspector's Signature:
Check (S)SAT for satisfactory or UNS for unsatisfactory:
Vehic le No.:
Date:
SAT UNS
1.Vehicle door locks operating at time of inspection.
2.Vehicle exterior (body damage)/windows and doors.
3.Tire air pressure/tire tread.
4.Vehicle interior.
5.Seats/seat belts/harnesses.
6.Lights (head,tail,back-up,brake,flashers and turn signals).
7.Mirrors (rearview,side and back).
8.Brakes/steering wheel/horn/back-up alarm.
9.Air conditioning.
10.Fluids filled (oil,coolant,brake,transmission,and windshield washer.
11.Other:
Remarks (if deficiencies are observed,explain below):