Item 9A Vehicle PolicyCity of Southlake
Policies and Procedures Manual
Section General Topic: Vehicles
Effective Date:
Approved By:
Revised Date:
1.0 Statement 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 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 fiinding 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 '/z 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, '/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 /4 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.
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(4) 4 -door crew cab, 3 /4 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.
(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.
3.5 Vehicle Replacement
(a) Life Expectancy Determination
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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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