2002-024City of Southlake, Texas
RESOLUTION NO. 02-024
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE
TEXAS, ESTABLISHING A CITY VEHICLE POLICY.
WHEREAS, the City Manager shall be responsible to the Council for the proper administration of
all affairs of the City including the preparation of general policies; and
WHEREAS, according to the City of Southlake (the "City") Charter section 4.14(6) the City
Manager is responsible for administration of the City budget after adoption by the City Council;
and
WHEREAS, the City Manager recognizes the need to add policies to define City practice
regarding the acquisition and disposition of City fleet vehicles; and
WHEREAS, the Vehicle Policy accomplishes the purposes described above in a manner that
accommodates the legitimate interests of the City, now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, THAT:
Section 1: The City of Southlake hereby approves the City Vehicle Policy, specifying general
policies related to City fleet vehicles.
Section 2: This resolution shall become effective after its passage and adoption by the City Council.
PASSED AND APPROVED THIS THE \ U DAY OFOTL\ 2002.
ATTEST:
dW
i Bus , Acting City Secretary
W-61-K,Q
Rick,tacy, Mayor
I"LAK ''.
41-
Section:
Effective Date:
City of Southlake
Policies and Procedures Manual
General
April 16, 2002
Approved Bv: City Council
1.0 Statement of Purpose.
Topic: Vehicles
Revised Date:
The City of Southlake deploys a substantial number of vehicles in the course of
providing service to its residents. This fleet of vehicles is critical to the efficient
delivery of emergency and essential services, to the citizens of Southlake. In addition,
it represents a substantial monetary investment in terms of initial acquisition of
vehicles, and the periodic replacement of these vehicles. The City owns a variety of
vehicle types based on use and related specifications for performance of expected
duties. The goal of this policy is to:
1) Define consistent standards for City vehicles in terms of license tags, decals,
markings, numbering, color, etc.
2) Define types of vehicles that will be purchased for specific uses and categories of
service.
3) Establish parameters for the purchase of low emission vehicles.
4) Define a vehicle replacement policy to ensure that the City achieves the maximum
return on the acquisition of a vehicle, in terms of use and value and to minimize the
disruption of service delivery to the citizens of Southlake due to vehicles being out
of service for undue periods of time.
5) Establish a sound financial methodology for funding the replacement of vehicles on
a standard basis.
2.0 Definitions - For the purpose of this policy the following terms are defined as:
Police patrol vehicles: those vehicles used as marked police patrol units.
Special Use Vehicles: those vehicles designed or used for special public safety
needs (e.g., Fire Marshal vehicle). These vehicles may or may not be marked,
depending upon their use.
Apparatus: large pieces of motorized equipment used for public safety emergency
uses (e.g., fire -fighting equipment, ambulances)
Pool vehicles: those vehicles used by City personnel to perform routine tasks that
require transport from one location to another. Typically, pool vehicles are used
mainly within the local area.
Administrative vehicles: those vehicles assigned primarily to an individual as an
essential tool in the performance of their job functions. (e.g., code enforcement,
building inspections, DPS command vehicles)
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Maintenance vehicles: those vehicles that are routinely used to perform
maintenance and repair activities throughout the City. (e.g., streets maintenance,
water utilities maintenance, and parks maintenance)
Heavy Trucks: those trucks (one ton and greater) that may be fitted with special
appurtenances to perform specific functions - i.e., dump trucks, brush fire trucks,
etc.
Alias Vehicle: a form of registration provided to exempt agencies for use in covert
criminal investigations. License plates are regular street plates and are registered
under an assumed name chosen by the agency.
Standard Exempt. a form of registration used for vehicles that have City markings.
Plates use a six number identification.
Regular Exempt. a form of registration offered to agencies using unmarked
vehicles. License plates are regular street plates.
Life expectancy: the estimated cost-effective useful life of the vehicle in City
service, with consideration being given to factors such as depreciation,
maintenance, and resale value.
3.0 Guidelines
3.1 Scope of Policy
This policy shall apply to gasoline and diesel -powered wheeled vehicles and shall
include police patrol vehicles, fire apparatus, pool and administrative vehicles,
maintenance vehicles and heavy trucks. The policy does not include tractors, utility
trailers, or non -road gasoline powered vehicles or equipment.
3.2 Vehicle registration
The City Secretary shall maintain a list of all City vehicles, and shall ensure they
are properly registered as per state law. The City Manager or his designee, will
determine which vehicles will be registered as alias and regular exempt.
Any changes to the vehicle list shall be forwarded to the City Secretary, who shall
maintain the current list of all City vehicles on file.
3.3 Vehicle Identification
a) Color of vehicles
With the exception of Fire Services emergency vehicles and Criminal
Investigation Division unmarked vehicles, all other City vehicles shall be
predominantly white in color. White is chosen to ensure uniformity and is the
preferred color due to its heat reflective properties and ease of cleaning.
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b) Decals
All City vehicles, with the exception of unmarked vehicles which meet the
alias" or "regular exempt" registration requirements as stated above, shall be
clearly marked as City of Southlake vehicles. Vehicles are to include the
approved City logo and other decals as may be prescribed by the City Manager,
attached on both front doors of the vehicle. The department and/or division
name should be affixed on the front panels on both sides of the vehicle, and an
assigned vehicle number affixed in the rear of the vehicle for public
identification purposes.
c) Safety and Visibility
It is recognized that certain City vehicles may pose a potential hazard to other
vehicular traffic (e.g., emergency response vehicles, vehicles parked along the
shoulders of the road to effect repairs, etc.). In addition to the markings
described in paragraph 3.3(b), such vehicles should also be marked with
additional side reflective decals and be equipped with appropriate emergency
lighting.
3.4 Vehicle Selection
a) Type of vehicles
1) Passenger sedans - passenger sedans, excluding police vehicles, are
typically used for general purpose uses and deliveries that do not require
transporting large bulky items, and commuting to local seminars and
training, etc. They may be authorized for longer distance official travel with
the permission of the City Manager, as per the Travel Policy.
These vehicles are typically "pool" vehicles and not assigned to specific
individuals unless approved by the City Manager.
2) Standard 1/i ton pick-up trucks - these vehicles will be used typically for
light to medium duty transport of materials, light to medium duty trailering,
and/or as assigned to field operations supervisors who in the performance of
their job functions, require a significant amount of travel between job sites.
Extended cab, 1/z ton pick-up trucks will be assigned to building and
construction inspectors due to the large amount of plans, documents, and
other reference materials they will typically carry with them as they perform
their job functions. Since the inspectors typically spend more of their time
in the field than in an office environment, their vehicle essentially serves as
their office.
3) Extended cab, 3/ ton and greater, pick-up trucks - t hese vehicles will be
used typically in public works and park field operations when required to
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transport medium to heavy loads, to pull trailers carrying medium to heavy
loads, and/or be required to typically transport in excess of 2 personnel.
4) 4 -door crew cab, 3/ ton and greater, pick-up trucks - crew cab trucks will
be purchased for public works and park field operations when it is highly
likely that the service functions will normally require transport of 3-5
persons on a routine basis. Examples include transport of water utilities
crews, parks maintenance crews, etc.
5) Police vehicles - Fu 11 size four door sedans for police patrol operations.
Routine operations include the transport of prisoners in rear seating area
behind officer protection barrier. These vehicles are typically marked and
have emergency lights and siren and are operated in emergency conditions.
Mid-size four door sedans are used for investigative or administrative
operations. These vehicles may occasionally carry prisoners but are
primarily used for the transport of investigative or administrative personnel.
6) Police motorcycles - Heavy duty police motorcycles are used for primary
police traffic enforcement operations. These motorcycles may be leased or
purchased. Lease operations frequently provide complete maintenance.
7) Public Safety Sport Utility Vehicles (SUVs) - Large capacity SUVs capable
of transporting medical and fire suppression equipment as well as serving as
primary police response vehicles are used by Public Safety Officers for
emergency response. These vehicles are marked police response vehicles
and operate in emergency conditions.
8) Other Special Purpose Vehicles - i ncludes heavy trucks, ambulances,
firefighting vehicles, and others as may be needed for special purpose
service functions.
b) Emissions standards
The Clean Air Act Amendments of 1990 established the federal Clean Fuel
Vehicle Fleet Program to reduce air pollution. This mandatory program
requires fleet owners operating in areas that exceed the National Ambient Air
Quality Standards, and is categorized as a serious, severe, or extreme non -
attainment area, to purchase a percentage of Low Emission Vehicles when
adding or replacing fleet vehicles. The state of Texas has established the Texas
Clean Fleet program, applicable to Southlake due to the Dallas -Fort Worth area
being classified a "Serious" non -attainment area. The program excludes
emergency and law enforcement vehicles, and those vehicles in excess of 26,000
pounds weight.
Southlake will ensure these requirements are met by analyzing the replacement
vehicles to be purchased in any one year for overall fleet compliance with the
guidelines of the Texas Clean Fleet Program.
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3.5 Vehicle Replacement
a) Life Expectancy Determination
For the purposes of vehicle replacement and subsequent financial considerations, the
life expectancy of the following classes of vehicles is assumed:
1) Diesel powered vehicles: 10 years
Diesel powered vehicles shall be assumed to have a life expectancy of 10
years, being the point at which the estimated annual vehicle maintenance
costs will exceed the estimated resale value of the vehicle.
2) Gasoline powered vehicles: 7 years
except police patrol vehicles and heavy trucks)
Gasoline powered vehicles are typically purchased with the maximum
available manufacturer extended warranty, usually with a mileage/year
limitation, expiring when either limit is reached, whichever is first. This
warranty covers all corrective maintenance costs, with preventative
maintenance costs (routine oil changes, tires, etc.) being borne by the City.
It is assumed that after termination of the warranty, maintenance costs to the
City will increase significantly since the City will pay all maintenance costs.
With the exception of police patrol vehicles, it is assumed that the vehicle's
life expectancy will exceed the time period prior to exceeding the mileage
limit.
3) Gasoline powered vehicles (police patrol units): 3 years
Police patrol units are also purchased with the maximum available
manufacturer extended warranty. Since patrol units serve as the first
responding unit to emergency and high risk calls for service, they undergo a
significant amount of stress, including heavy acceleration/deceleration and
rough road conditions. They are frequently operated virtually non-stop 24
hours per day and at idle speed for extended periods of time.
It is assumed that police vehicles will exceed the mileage limit of the
extended warranty before it reaches the maximum life expectancy limit in
years.
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4) Heavy Trucks: 8 years
Heavy trucks are purchased with the maximum available manufacturer's
extended warranty. Based on average per day usage and days available in a
given year, dump trucks will exceed their cost - effective useful service life
in 8 years, this being the point at which the cargo bed will probably need
replacement due to the effects of transporting heavy, bulky materials Brush
fire fighting trucks are also assumed to exceed their cost-effective useful life
in eight years due to the amount of stress placed on the chassis and engine
due to the emergency response nature and off-road fire -fighting uses.
5) Police motorcycles 1 year
Police motorcycles are acquired on an annual lease, therefore, it is more cost
effective to maintain motorcycles on an annual replacement basis.
If purchased, police motorcycles will be assumed to have a three (3) year
life expectancy due to emergency operations and daily exposure to weather
elements.
b) Disposition of Vehicles
Vehicles identified for replacement shall be reviewed by the applicable
department director and may be kept in service for a longer time period if the
condition of the vehicle warrants. In such cases, the Finance Director shall be
notified and depreciation cost allocations for that vehicle will cease.
c) Funding
1) The Finance Director will determine a suitable annual financial plan, to be
determined annually, that will establish a dedicated fund balance for the
future replacement of vehicles on the basis established by this policy. The
financial plan will be presented by the City Manager for consideration by the
City Council as part of the annual budget process.
2) The plan will also establish the methodology of funding to be shared on an
equitable basis by each department that operates and has responsibility for
motorized vehicles.
3) Additional vehicles required for expansion of service delivery or new
services, will be reviewed as new capital purchases during the normal
budget review process. Depreciation costs of vehicles added to the plan will
begin with the commencement of the fiscal year in which they are approved,
regardless of the actual purchase date of the vehicle.
4) Revenues from vehicle auctions will be allocated to the Vehicle Replacement
Fund.
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4.0 Review of Plan
4.1 A review team will be established to annually review the Vehicle Plan. This
assessment will review the goals of the program, financial stability of the Plan, and
other general criteria as may be necessary. The review will be conducted prior to
the beginning of the budget preparation cycle, but should be completed no later than
March 31 of each year. The review team will make a written report to the City
Manager of its findings and recommendations.
4.2 The Review Team will consist of the following persons as a minimum:
a) Team Leader - Director of Public Safety
b) Team Member -- Director of Public Works
c) Team Member -- Director of Community Services
d) Team Member -- Director of Finance
e) Team Member -- Director of Planning
The City Manager may assign other staff members to assist as appropriate.
5.0 Summary
The benefits of an established vehicle policy allow the City to establish standards
throughout the departments for vehicle purchases, fund this significant cost on an
annualized basis, and reduce the budgetary impact of vehicle replacement when
taken over a longer period of time. Finally, an established vehicle policy allows for
the orderly and planned replacement of vehicles in the City's fleet, maximizing the
cost benefit recovery of the vehicle, and helping to ensure that City vehicles are safe
and reliable.
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