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HomeMy WebLinkAbout4.D.1. Adoption of Driving Policy Res. No. 7501 Consent Business 4. D. 1. SJAKo1'r_ TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: ` 10/21/2014 SUBJECT: Adoption of Driving Policy-Res. No. 7501 (F) Action Sought The Council is asked to offer Resolution No. 7501, a Resolution Amending the Personnel Handbook for Part-Time, Temporary and Seasonal Employees, and move its adoption. Background In a few programs offered by the Parks &Recreation Department, part-time City employees are called upon to transport program participants to and from program sites using a City-owned vehicle. The archery program and ski club are two examples of such programs. Recently, the City's insurance agent advised that the City should be conducting annual driver's license checks on employees who are transporting program participants, and that the City should have a written driving policy that articulates the standards and expectations for employees who transport program participants. Therefore the attached policy has been developed, based on sample policies gathered from other cities. It is recommended that the policy be adopted and made Appendix A of the Personnel Handbook for Part-Time, Temporary and Seasonal Employees. Relationship to Vision This is a housekeeping item (F). Requested Action The Council is asked to offer Resolution No. 7501, a resolution amending the Personnel Handbook for Part-Time, Temporary and Seasonal Employees, and move its adoption. Attachments: Resolution No. 7501 New Appendix A: Driving Policy RESOLUTION No. 7501 A RESOLUTION AMENDING THE PERSONNEL HANDBOOK FOR EMPLOYEES OF THE CITY OF SHAKOPEE WHEREAS,Resolution No. 6783, a resolution adopting a Personnel Handbook for Part- Time, Temporary and Seasonal Employees of the City of Shakopee,was adopted on June 3, 2008; and WHEREAS, from time to time there is a need to add additional policies to meet the needs of the City; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE,MINNESOTA, that the Personnel Handbook for Part-Time, Temporary and Seasonal Employees of the City of Shakopee is hereby amended to include the attached"Driving Policy for Parks &Recreation Department Employees"as Appendix A. Adopted in adjourned regular session of the City Council of the City of Shakopee, Minnesota, held this 21st day of October,2014. Mayor of the City of Shakopee ATTEST: City Clerk APPENDIX A Driving Policy for Parks & Recreation Department Employees From time to time, employees of the Shakopee Parks&Recreation Department shall, in the course of their job duties,be required to transport program participants to and/or from program sites using a City vehicle. In such circumstances,the following policies shall be adhered to: On-duty City employees shall only transport program participants to and from program sites in a City-owned vehicle. Employees shall not use their personal vehicle to transport program participants. The City employee driving the vehicle shall follow all traffic safety laws and operate the vehicle in a safe and reasonable manner for current traffic and weather conditions. In addition to following all laws and safety standards, employees shall drive in a manner that demonstrates courtesy to other drivers on the road and reflects positively on the City of Shakopee. City vehicles carrying program participants shall be driven only by City employees. At no time shall program participants be allowed to drive a City-owned vehicle. All occupants of the vehicle—both employees and program participants—shall wear seat-belts at all times while the vehicle is in operation. The maximum number of passengers transported in any City vehicle at any time shall be limited to the number that can be properly seat-belted. The City employee driving the vehicle is prohibited from using a cell phone or other mobile device at any time while the vehicle is in operation. This includes making or receiving phone calls; composing, sending or receiving texts or emails; and performing interne or map searches. If the driver must use a mobile device, he or she shall pull off the road in a safe location and put the vehicle in park prior to utilizing a phone or other device. Vehicles transporting program participants shall be driven directly to and from the program site, with no extra or unscheduled stops along the way,unless necessitated by a health or safety reason. Employees shall immediately report any and all accidents or incidents taking place while driving a City vehicle to their supervisor. This includes any accidents,tickets or encounters with law enforcement officers; as well as any mechanical or operational problems or physical damage incurred to the vehicle. DRIVER'S LICENSE CHECKS For staff positions that include transporting program participants,the City will examine driving records at the time of application and, if hired, annually after that. Employees who lose their driver's license or receive restrictions on their license are required to notify their immediate supervisor on the first work day after any temporary,pending or permanent action is taken on their license and to keep their supervisor informed of any changes thereafter. In order to provide a uniform method to evaluate driving records,the City has adopted a point- based measuring system which relates to each driver's motor vehicle record. The point values correspond to various types of driving convictions, similar to systems used by many states for determining when a license should be revoked or suspended. A good driving record is defined as less than 6 points using the State Department of Motor Vehicle point system. The normal time frame that is considered is three years. However, major convictions, as defined below, are counted back as far as five years. Applicants with 6 points or more shall not be hired for positions that require the transporting of program participants. Employees with 6 points or more on their annual driving record check shall be terminated from positions requiring the transporting of program participants. Citation Categories: Points: Minor Citation,no accident involved 1 At-Fault Accident 2 Moderate Citation,no accident involved 4 Major Citation(within 3 years) 6 Major Citation(over 3 but less than 5 years ago) 3 Additional Points: 2 incidents within the most recent 18 months adds 1 or 3 incidents within the most recent 18 months adds 2 DEFINITIONS Minor Citation: Any moving traffic citation unless it qualifies as a"Moderate Citation"or "Major Citation" as described below. This category does not include cases involving: (1)Motor vehicle equipment, load or size requirements; (2) Improper display, or failure to display license plates; (3)Failure to sign or display registration; (4)Failure to have in possession a driver's license. At-Fault Accident: Any accident where the driver is designated as having caused the accident or negligently contributed to its occurrence. Moderate Conviction: Citations that involve: (1)Possession of opened container of alcoholic beverages. Major Conviction: Any citation that involves (1)Driving while intoxicated or while under the influence of drugs or alcohol; (2) Failure to stop and report an accident; (3)Homicide, manslaughter, or assault arising out of the operation of a motor vehicle; (4)Driving while license is suspended or revoked; (5) Reckless driving; (6) Speed contest, drag racing, or attempting to elude an officer of the law. Incident: Includes Minor Citation,At-Fault Accidents,Moderate Convictions, and Major Convictions using the definitions above.