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Item 4G City of Southlake, Texas M E M O R A N D U M January 23, 2007 TO: Shana Yelverton, City Manager FROM: Wade Goolsby, Chief of Police Services Obtain Council approval for an amended City Vehicle Policy. SUBJECT: _______________________________________________________________________________________ Action Requested: Obtain Council approval for an amended City Vehicle Policy. Background Information: The City Council adopted a City Vehicle Policy by resolution in 2002. The DPS Police Services would like to purchase black and white police units but the current Vehicle Policy requires all vehicles to be white, including police units. After reviewing the existing policy, it was also necessary to revise minor language throughout the Policy to reflect current needs and changes. Modifications were made to allow flexibility in the lease or purchase of police motorcycles. The current language appeared to require a one year lease and some flexibility is needed to ensure that we make the best business decision regarding the lease or purchase of police motorcycles. The current policy did not address trailers and we needed to include them in the vehicle policy. The current policy included a section related to emission standards that was out of date and inaccurate due to changes in the law. The City legal advisor recommended the removal of this section. Of significance, the composition of the Vehicle Plan Review Team was amended to include the Fleet Manager. The position of Fleet Manager did not exist when this policy was created and the Fleet Manager needs to be a significant part of the Review Team. Financial Considerations: There are no financial costs associated with this policy amendment. Citizen Input/ Board Review: There has been no citizen input or Board review of this amended policy. Legal Review: The City Attorney has reviewed and approved the attached amended policy. Alternatives: Alternatives that exist are; (1)Deny these amendments and keep current policy in place, or (2)Modify the recommended amendments. Supporting Documents: Resolution No. 07-007 Amended City Vehicle Policy with tracked changes. Amended City Vehicle Policy with changes (final draft) Staff Recommendation: Adopt the amended City Vehicle Policy by resolution with the modifications and amendments as proposed. WG/wg RESOLUTION NO. 07-007 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE TO AMEND THE CITY VEHICLE POLICY AS ESTABLISHED BY RESOLUTION 02-024. 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 amend policies to define City practice regarding the acquisition, management, and disposition of City fleet vehicles; and WHEREAS, the Vehicle Policy accomplishes the purposes described above in a manner that accommodates the legitimate purposes 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 amended City Vehicle Policy, specifying general policies 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 _______ DAY OF ________________, 2007. ____________________________________ Andy Wambsganss, Mayor ATTEST: __________________________________ Lori Farwell, City Secretary City of Southlake Policies and Procedures Manual General Vehicles Section: Topic: Effective Date: April 16, 2002 Approved By: Revised Date: Draft Revision City Council 1.0Statement Of Purpose. 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 goals of this policy are 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. 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. (4)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) 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. City Business: any authorized work or activity performed by a City employee on behalf of the City. City Vehicle: any motor vehicle or motor-driven equipment owned or leased by the City. Unmarked Vehicle: a vehicle not bearing an inscription with the name of the City or the appropriate city department or office. 3.0 Guidelines For Registration, Identification, Purchasing, And Replacement of City Vehicles 3.1Scope Of Policy This policy shall apply to gasoline and diesel powered self-propelled wheeled vehicles designed for on-road or highway use and shall include police patrol vehicles, fire apparatus, pool and administrative vehicles, maintenance vehicles, heavy trucks as well as trailers and towable equipment that requires individual registration. The guidelines for registration, identification, purchasing, and replacement of City vehicles in this policy does do not include tractors, utility trailers, or non-road gasoline powered vehicles or equipment. 3.2Vehicle Registration The City Secretary with assistance of the Fleet Coordinator, 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 unmarked, or will be registered as alias and regular exempt. Any changes to the vehicle list shall be forwarded to the City Secretary and Fleet Coordinator, who shall maintain the current list of all City vehicles on file. 3.3Vehicle Identification (a)Color of vehicles With the exception of Fire Services emergency vehicles, Police emergency vehicles and Criminal Investigation Division Police Services 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. Public Works dump trucks shall be allowed to paint the dump body blue for aesthetics. The blue color currently in use allows for a cleaner dump body and one which does not show rust as a white body would. (CURRENT PRACTICE) (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 in print that is plainly legible at a distance of 100 feet, 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. 3.4Vehicle Selection (a)Unless an exception is made by the City Manager after receiving a recommendation from the Review Team, a vehicle acquired by the City shall be of the appropriate type specified in this section for the purpose for which the vehicle is acquired. (a)(b)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 for 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 ½ 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, ½ 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, ¾ ton and greater, pick-up trucks – these vehicles will be used typically in public works and park field operations when required to 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, ¾ 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 – Full 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 – includes heavy trucks, ambulances, firefighting vehicles, and others as may be needed for special purpose service functions. (9)All replacement vehicles will be considered on a case by case basis by the Fleet Coordinator. Different types of vehicles may be better suited for current use than what is currently assigned. (b)(c)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. 3.5Vehicle 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. (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 may be acquired on an annual lease, therefore, it is may be 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) If a type of vehicle not specified in this policy is acquired by the City – such as a “hybrid” or hydrogen powered vehicle, the City Manager shall assign a reasonable life expectancy to the type of vehicle after receiving a recommendation from the Review Team. (c) 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. All vehicles will be considered for replacement on a individual basis. The decision to replace will be based upon a combination of factors. These include, but are not limited to; a) Age. b) Current repair condition. c) Historical repair cost. d) Mileage. All these factors will be taken into account before a vehicle will be recommended for replacement. In such cases, the Finance Director shall be notified and depreciation cost allocations for that vehicle will cease. (d) 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 of the vehicle life expectancies 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. 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 -- Fleet Coordinator 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. 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. FINAL DRAFT City of Southlake Policies and Procedures Manual General Vehicles Section: Topic: Effective Date: April 16, 2002 Approved By: Revised Date: City CouncilFebruary 6, 2007 Statement Of Purpose 1.0. 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 goals of this policy are to: (5)Define consistent standards for City vehicles in terms of license tags, decals, markings, numbering, color, etc. (6)Define types of vehicles that will be purchased for specific uses and categories of service. (7)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. (8)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) 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. City Business: any authorized work or activity performed by a City employee on behalf of the City. City Vehicle: any motor vehicle or motor-driven equipment owned or leased by the City. Unmarked Vehicle : a vehicle not bearing an inscription with the name of the City or the appropriate city department or office. 3.0 Guidelines For Registration, Identification, Purchasing, And Replacement Of City Vehicles 3.1Scope Of Policy This policy shall apply to self propelled wheeled vehicles designed for on-road or highway use and shall include police patrol vehicles, fire apparatus, pool and administrative vehicles, maintenance vehicles, heavy trucks as well as trailers and towable equipment that requires individual registration. The guidelines for registration, identification, purchasing, and replacement of City vehicles in this policy do not include tractors or non-road vehicles or equipment. 3.2 Vehicle Registration The City Secretary with assistance of the Fleet Coordinator 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 unmarked, or will be registered as alias and regular exempt. Any changes to the vehicle list shall be forwarded to the City Secretary and Fleet Manager, who shall maintain the current list of all City vehicles on file. 3.3 Vehicle Identification (d)Color of vehicles With the exception of Fire Services emergency vehicles, Police 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. Public Works vehicles shall be allowed to paint the dump body blue for aesthetics. The blue color currently in use allows for a cleaner dump body and one which does not show rust as a white body would. (e)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 in print that is plainly legible at a distance of 100 feet, and an assigned vehicle number affixed in the rear of the vehicle for public identification purposes. (f)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) Unless an exception is made by the City Manager after receiving a recommendation from the Review Team, a vehicle acquired by the City shall be of the appropriate type specified in this section for the purpose for which the vehicle is acquired. (b) Type of vehicles (9)(10)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 for 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. (10)(11)Standard ½ 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, ½ 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. (11)(12)Extended cab, ¾ ton and greater, pick-up trucks – these vehicles will be used typically in public works and park field operations when required to 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. (12)(13)4-door crew cab, ¾ 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. (13)(14)Police vehicles – Full 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. (14)(15)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. (15)(16)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. (16)(17)Other Special Purpose Vehicles – includes heavy trucks, ambulances, firefighting vehicles, and others as may be needed for special purpose service functions. (9) All replacement vehicles will be considered on a case by case basis by the Fleet Coordinator. Different types of vehicles may be better suited for current use than what is currently assigned. 3.5Vehicle 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. (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 -3 years Police motorcycles may be acquired on a lease or purchased. Depending on the terms of a lease, the life cycle may be defined as 1-3 years. 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) If a type of vehicle not specified in this policy is acquired by the City – such as a “hybrid” or hydrogen powered vehicle, the City Manager shall assign a reasonable life expectancy to the type of vehicle after receiving a recommendation from the Review Team. (c) 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. All vehicles will be considered for replacement on an individual basis. The decision to replace will be based upon a combination of factors. This include, but at not limited to: a) Age b) Current repair condition c) Historical repair costs d) Mileage All of these factors will be taken into account before a vehicle will be recommended for replacement. In such cases, the Finance Director shall be notified and depreciation cost allocations for that vehicle will cease. (d) Funding (5)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 of the vehicle life expectancies 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. (6)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. (7)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. (8)Revenues from vehicle auctions will be allocated to the Vehicle Replacement Fund. 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 -- Fleet Coordinator 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. 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.