Use of Equipment and Vehicles

Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.

Please notify the Council's designated fleet manager if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job.

To schedule the use of a Council vehicle, please use the Vehicle Reservation Calendar or contact your Supervisor.

The Council utilizes a fleet credit card to purchase fuel for its vehicles. This fleet card is accepted at most retail fuel dealers nationwide and should be used any time a Council vehicle is refueled. Each employee will be assigned an employee code to be used when purchasing fuel. A fleet card is assigned to each vehicle, and should be located in its glove box. Do not use any customer loyalty cards when purchasing fuel using the fleet card, as this disrupts the accounting system used to reconcile fuel purchases.

WVEMS is committed to the safe operation of all vehicles owned or used by WVEMS. Therefore, employees are required to know, understand and comply with WVEMS’s guidelines as set forth here and any other related guidelines delivered orally or in writing.

Current Driver’s License

Incompetent drivers may cause damage, create unnecessarily high operating costs, delay service and harm public relations. Therefore, on a routine basis, each employee who may be required to drive a vehicle will be required to present a valid, current state driver’s license to the supervisor.

Safety Guidelines

Drivers must operate the vehicle in a safe manner. It is mandatory that drivers obey traffic laws and ordinances and comply with all traffic signals and signs.

Drivers must wear seat belts.

Vehicles may not be driven unless the vehicles are safe to operate.

No driver shall operate, or be required or permitted to operate, a vehicle while their ability or alertness is impaired through fatigue, illness, medicine or any other cause.

No employee shall drive a motor vehicle while under the influence of alcohol, drugs or any other mind altering substance.

Drivers must comply with all traffic laws and related ordinances and laws (including laws which govern the use of cellular telephones while driving).

Drivers shall not engage in any activity which distracts from a driver’s ability to safely operate the vehicle including, without limitation, eating, smoking, referring to written material, using cellular telephones (except in hands-free mode) or other electronic equipment, etc. Drivers who receive a call while driving should park in a safe location and complete the phone call. Sending and receiving text messages while driving is prohibited.

In the case of an accident, do not leave the scene, unless necessary to secure medical assistance, until you have obtained and provided all necessary information. Under no circumstances should liability be admitted, or payment of any kind be made to any persons or company. A telephone call must be made immediately to our office or to the appropriate person after office hours. All accidents will be reviewed.

All drivers are required to report all accidents, personal injury, or arrests and fines at the end of each trip.

Radar detectors are prohibited in any vehicles owned or used by WVEMS.

Non-employees (including family members) may not operate Company-owned vehicles, unless authorized.

Vehicle cargo must be secured at all times and vehicles must be locked while en route and while a vehicle is parked.

Drivers are responsible for the internal cleanliness of their vehicle.

Driving Record

Motor Vehicle Records (MVR) shall be checked annually on each employee where driving is identified as part of the employee’s job description. An employee will only be authorized to drive upon maintaining an acceptable record. You will be required to give consent to WVEMS to access and review your MVR. Any employee who refuses to provide consent will not be authorized to drive any vehicle for or on behalf of WVEMS.

If you receive a DUI citation (driving under the influence) you must immediately report the citation to your immediate supervisor at WVEMS (i.e. no later than the next working day) and you will no longer be authorized to drive any vehicle for or on behalf of WVEMS.

Agency vehicles will not be used for personal business unless approved by management. If the Agency vehicle is used for personal business, the employee is responsible for the fuel and maintenance of the Agency vehicle.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.

Policy No.  5.08  Issued  1/1/2019  Applicable  12/13/2018