Municipal Vehicle Use Policy (Approved 2025-05-21) — full text

This is the exact embedded text of the captured official document. Snapshot 5869bc01e450 · verified 2026-06-05 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use policy Page 1 | 7 1. Purpose The purpose of this policy is to set guidelines for the use, maintenance and management of vehicles assigned to the Municipal Public Works Department. 2. Scope This policy applies to all employees within the Public Works Department who are authorized to use municipal vehicles for public infrastructure, maintenance tasks and municipal properties. 3. Authority This policy derives its authority from section 47 of the Municipal Government Act (MGA) of the Province of Nova Scotia and the Motor Vehicle Act. 4. Definitions 4.1 CAO - means the Chief Administrative Officer for the Municipality of the District of St. Mary's. 4.2 Employee or Staff - means an employee of the Municipality of the District of St. Mary's. 4.3 Operator Safety - The safety guidelines and protocols that vehicle operators must adhere to when operating municipal vehicles are adhering to traffic laws and maintaining safe driving practices. 4.4 Motor Vehicle Act - sets rules for vehicle operation, safety, and traffic laws to ensure safe road use. 4.5 Municipal Vehicles - Any vehicle owned or operated by the municipality for use in public works operations. 4.6 Vehicle Maintenance - The process of keeping municipal vehicles in good working condition through regular inspections, repairs, cleaning, and service according to manufacture specifications and municipal guidelines. 4.7 Vehicle Management - The Department of Public Works handles overseeing the acquisition, maintenance, and operation of municipal vehicles. This includes vehicle inspections, service scheduling, and licencing, etc. Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 2 | 7 5. Authorized Use 5.1 Municipal vehicles are for official municipal business only and are not permitted for personal use. Employees must remain on public roads, as these vehicles are not designed for off-road conditions. Only Public Works employees with the necessary licensing and training are authorized to operate these vehicles. Employees must: hold a valid driver's license appropriate for the vehicle class, follow all safety protocols and vehicle-specific operating instructions, and always keep a copy of the insurance card in the vehicle. The Municipality will not reimburse employees for any fines or costs incurred due to failure to follow regulations, including parking tickets, speeding violations, or other infractions. 5.2 If a personal vehicle is to be used for work purposes, prior approval must be obtained from the Director of Public Works and/or the CAO. Section 7 of the Mileage/Expense Policy must be adhered to. 6. No Smoking, Vaping, Drinking or Marijuana Smoking, drinking alcohol, vaping and marijuana are strictly prohibited in and around municipal vehicles. This includes any activity involving tobacco, e-cigarettes, or alcohol while operating or within a municipal vehicle or public works site. The purpose of this policy is to ensure that a safe, distraction free working environment, health and safety of employees, public, and municipal assets. 7. Vehicle Assignment and Allocation Vehicles will be assigned based on operational requirements and must be used strictly for work- related purposes. Employees must adhere to the assigned vehicle usage schedule, ensuring that all vehicles are used for their designated purposes. 8. Maintenance and Inspections All vehicles will undergo regular inspections as outlined by the manufacturer recommendations and municipal guidelines. This includes routine inspections (oil changes, brake checks, tire pressure), cleaning and sanitizing, as necessary. Repairs done on time to ensure operational safety. Additionally, all maintenance and inspections must be reported daily in the logbook to ensure proper tracking and accountability. Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 3 | 7 9. Safety Standards Operators must adhere to all applicable safety guidelines including, always wearing seatbelts when the vehicle is in motion. Adhering to speed limits and traffic laws. Operating vehicles in a manner that minimizes hazards to other workers and the public. 10. Incidents Any incidents involving municipal vehicles, such as accidents or damages, must be immediately reported to the CAO and the Public Works Director. A written report must be submitted within 24 hours of the incident. If an accident occurs, the RCMP must be notified. 11. Vehicle Storage and Identification 11.1 Vehicles must be stored in secure, designated area at the Water Treatment Plant (8226 Highway #7) after hours to prevent theft or damage. Key management protocols should be followed, and keys must not be left unattended or have keys recut. Keys are to be kept in a secure municipal location as approved by the Director of Public Works. 11.2 All municipal vehicles should display clear identification markings to ensure accountability and avoid misuse. 12. Policy Violation Failure to follow this policy will result in disciplinary actions, including but not limited to verbal warnings, written reprimands, suspension or termination depending on severity of the violation. 13. Revisions The Municipality shall ensure that this policy is reviewed as necessary. All amendments to this policy will be recorded using Schedule A- Policy Amendments. Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 4 | 7 SCHEDULE A- POLICY AMMENDMENTS Version # Amendment Description Approved By Approval Date 1 Approval & Acceptance of Policy Council May 21, 2025 Council Meeting - May 21, 2025 On motion of Councillor Beaver, seconded by Councillor O'Connell, Council adopts the Municipal Vehicle Use policy as presented. Motion approved. Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 5 | 7 SCHEDULE B- VEHICLE USAGE SCHEDULE Date Time Driver Destination Purpose Start KM End KM Notes Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 6 | 7 SCHEDULE C - PRE-VEHICLE INSPECTION Daily Checklist Clean - (Vehicle was left clean, all garbage removed) Body - (Exterior review showed no new body damages or scratches) Lights - (Exterior running lights, turn signals, head lights, high and low beams) Dash Displays - (No warning lights) Steering - Smooth and normal (No pulling) Brakes - Good condition (not soft, no squeaks or noise when applied) Tires - Good Condition (No sign of low pressure, unusual wear or damage) Monthly Checklist Clean - (Vehicle was left clean, all garbage removed) Body - (Exterior review showed no new body damages or scratches) Mirrors - Exterior mirrors and interior rearview mirror are functional, not broken) Tires - Good Condition (No signs of low pressure, unusual wear or damage) Brakes - Good condition (not soft, no squeaks or noise when applied) (Check for parking brake function on and release) Muffler - (No extra noise, not hanging low/loose) Lights - (Exterior running lights, turn signals, head lights, high and low beams) Dash Displays - (No warning lights) Steering - Smooth and normal (No pulling) Seats - (Move and lock in position properly) Seatbelts - (Extend, retract, lock properly) Windows - (Clean with clear view, no chips or cracks) Wipers- (Functional, check for wear and damage) Suspension System - (No unusual bumps or uneven ride) Heater/Defroster/AC - (Make sure all works) Trailer (if applicable) - (General Condition, tires, running and signal lights, brakes, check break and electrical wiring plug for connection) Trailer (Non-Applicable) Fluids Check - (Physically check each - Oil, Brake, Power Steering, Windshield Washer, Transmission and Hydraulic if applicable) Employee Name Signature Date Municipality of the District of St. Mary's Municipal Vehicle Use Policy Municipal Vehicle Use Policy Page 7 | 7 SCHEDULE D - INCIDENT REPORT EMPLOYEE INCIDENT REPORT Employee Name Direct Supervisor Name Title/Position Department INCIDENT Date Time Location Incident Description/Pictures of Damage Cause of Incident People Involved Witnesses I, the undersigned confirm that the details above are correct, Employee Name Signature Date Acknowledged by, Direct Supervisor Name Signature Date