Assigned Vehicle

Section 1 - ADMINISTRATIVE

PURPOSE:

To provide the Maitland Fire Rescue Department with a mechanism to regulate assigned vehicles and their utilization. This policy sets guidelines for such utilization and ensures that City owned vehicles are used with the Department’s mission in mind.

• It shall be the policy of the Department that vehicles will be assigned according to the needs of the Department and vehicle availability. The usage of assigned vehicles shall be in accordance with the terms of this Policy and Procedure as well as the City-Wide Vehicle Policies and Procedures Manual of the City of Maitland.
• The driver of any City vehicle assigned to the Department shall be a City employee. They shall operate said vehicle in a reasonable and safe manner, exercising due caution and judgment. The driver of any vehicle involved in any crash regardless of the extent of injury or property damage shall immediately report the incident to their supervisor. They shall operate the vehicle in compliance with the motor vehicles laws and traffic regulations of the City and State.
• Operators of department vehicles shall possess a valid Florida Driver’s License. The department shall conduct an annual inspection for validations.
• The use of an assigned vehicle is a privilege, not a right.
• Personnel assigned a Department vehicle may only use their assigned vehicle to drive to and from work if their permanent residence is within 25 miles of the Maitland city limits. Personnel who live more than 15 miles from the city limits will be required to sign a fuel assessment addendum and pay, via bi-weekly payroll deduction, an amount specified by City policy to help offset fuel and other operating costs. Based upon operational considerations, personnel residing outside of these established limits may, at the discretion of the Fire Chief and approval of the City Manager, be assigned a City vehicle.
• When personnel that are assigned a Department vehicle moves to a new physical address, the must submit a change of address to Fire Administration within 10 days It shall be the responsibility Fire Administration to verify that the residency complies with the City of Maitland Vehicle Use Policies and Procedure. Fuel charges and eligibility for a take home vehicle will be based on the new address.
• On-Call Use – When a Chief Officer is on-call they are subject to respond into the City during non-business hours. An on-call Chief Officer is permitted to use their assigned vehicle for reasonable personal use, as such use will permit their timely response. The guiding factor of whether such use is reasonable is not the distance from the City of Maitland but rather whether the Chief Officer will be able to respond promptly (within 30 minutes from time of notification) to an official activity with their assigned vehicle when requested. If the Chief Officer is not in a position to respond then the use is not reasonable. Dependents only, no other individuals may be transported in these vehicles without prior authorization of the Fire Chief.
  • Chief Officers are defined as: Fire Chief, Deputy Fire Chief, Division Fire Chief, and Fire Marshal
• Non On-Call use – These vehicles may be used off duty only to transport the employee from home to work and back.

• Personnel whose driving privileges have been suspended or revoked or who are under disciplinary suspension or disciplinary probation will not participate in the Assigned Vehicle Program. The Fire Chief or their designee shall have the authority to terminate personnel from the program for specified periods of time.
• During periods of leave exceeding ten (10) calendar days in which the personnel is not available for call-out status, the personnel shall park their department vehicle at Station 45 unless prior approval is obtained by the Fire Chief.

• Department vehicles shall not be used for pushing or towing any other vehicle, unless authorized to do so by the Fire Chief. Department vehicles shall not be used for transporting heavy, inappropriate, or excessive loads.
• At all times while operating a Department vehicle, personnel shall have in their possession the following: PPE, Department ID, AED, BLS bag, 800 MHz radio, MDC, and cell phone.
• Personnel driving assigned vehicles shall stop and render aid, provide assistance, or take appropriate action in response to traffic crashes and/or disabled motor vehicles. This shall apply to incidents occurring within the City as well as outside the jurisdiction.
• Personnel shall not permit unauthorized persons to operate a city owned vehicle.
• Off-duty personnel who intend to consume, or who have consumed, alcoholic beverages or other intoxicants shall not use their assigned city vehicles. Personnel participating in the program and operating vehicles are prohibited from patronizing establishments whose primary business is the serving of alcoholic beverages, package stores, or any other establishment that may result in public criticism while using a department owned vehicle as transportation.
• It is mandatory of all passengers to wear seat belts where provided.
• Personnel shall be responsible for the care, cleanliness and condition of their assigned vehicle. Personnel are prohibited from making any mechanical adjustments, alterations or repairs to their assigned vehicle. Should fluid levels need to be adjusted; the vehicle shall be serviced at the City Garage.
• Personnel assigned vehicles shall be responsible for promptly reporting any mechanical problems (to include low fluid levels) to the City Garage. Any damage to an agency owned vehicle, due to improper fluid or air pressure levels, shall be the responsibility of the operator, if it is determined the damage was caused by failure to have the vehicle levels checked and maintained by Fleet Maintenance personnel. The responsible employee may be subject to discipline.
• In the event any defect, damage, or missing equipment is noted; the inspecting personnel shall immediately notify the Fire Chief. Failure to inspect a vehicle prior to assuming control, or failing to identify any such existing condition, may result in the assignment of responsibility for such defect, damage, or missing equipment to the personnel neglecting to adhere to this policy and subject to discipline.
• All vehicles shall be serviced according to the Fleet Management Facility Schedule. It is the responsibility of the personnel to coordinate the maintenance with the supervisor of Fleet Management. The City Garage personnel shall have absolute authority to hold dead-lined vehicles (vehicles that have been removed from service for repair) in order to repair any safety related defects. Under no circumstances will vehicles dead-lined for safety reasons be permitted to be driven away without repair.
• When there is a major breakdown of a vehicle while outside the limits of the City of Maitland, the operator shall notify the City Garage for further instructions on “how” and “where” to take the vehicle. The City Garage shall approve out-of-city repairs. Repair invoices shall be forwarded to the Fleet Management Facility.
• All equipment will be approved by the Fire Chief or their designee before being installed in or affixed to any departmental vehicle.
• Vehicles shall be secured and the keys removed when a vehicle is parked and unattended.
• When two or more personnel are assigned to attend the same school, conference, or meeting, a minimum number of vehicles will be used.