| |
| Policy
#: |
7903 |
| Subject: |
Vehicle
Operations |
| Group: |
Management Staff |
| Approved
by: |
Vice-President (Administration) |
| Approval
date: |
May 15, 1998 |
| Effective
date: |
May 29, 1998 |
| Revised: |
|
| Administered
by: |
Vice-President
(Administration) |
|
| 1
- POLICY |
| Facilities
Management utilizes a small fleet of vehicles to provide support services
to the university and to department operations. Not only are the operation
and maintenance of these vehicles expensive, but the vehicles themselves
constitute some of the most visible elements of the department, as they
move from place to place on the campus. It is therefore important that they
be operated efficiently and safely, and that they be maintained in a manner
that reflects positively on the department. |
|
| 1.1
|
Vehicle
Procurement |
| |
Budget
provisions are normally made for the procurement of one of the trucks
or vans each fiscal year. This results in about a seven year replacement
cycle. Maintenance should be done with that in mind. Other vehicles
such as tractors will be treated as equipment and funds for their
replacement will be budgeted separately. |
| |
|
| 1.2 |
Vehicle
Operations |
| |
| 1.2.1 |
Responsibility |
| |
Each
vehicle is assigned to a specific shop. The shop supervisor
is responsible for the operation and condition of each vehicle,
although specific employees may be assigned responsibility for
routine maintenance or daily operation. A log book is to be
kept for each vehicle in which the daily milage, fuel purchases
and maintenance work is to be recorded. Oil levels are to be
checked weekly and noted in the log book. Drivers must report
any unusual noises or mechanical incidents to the shop supervisor.
Vehicles are to be washed and the interior tidied up at least
once every two weeks. |
| |
|
| 1.2.2 |
Operation |
| |
Vehicles
are to be used on official university business only. They are
normally only to be taken off campus to pick up supplies, transport
garbage or to be fuelled or repaired. The supervisor is to be
informed if a vehicle is leaving campus for any other reason.
Vehicles are only to be operated by a driver with a valid driver's
license. Vehicles are not to be left running if the vehicle
is unattended or if the stop is expected to be more than five
minutes. At no time will keys be left in an unattended vehicle.
Care must be taken at all times to keep the vehicles off grassed
areas to prevent turf damage and added workload for the Grounds
Crew. Vehicles should be parked where they will not block access
to walkways or building entrances. Any gates or security barriers
that are opened to access any area of the campus are to be re-closed
once the vehicle has passed through. |
| |
|
| 1.2.3 |
Repair and Maintenance |
| |
Supervisors
are to ensure that vehicles are inspected at least monthly for
signs of wear such as tire tread, body rust or fluid leakage.
These inspections are to be recorded in the log book. An appropriate
frequency is to be identified for each vehicle by the supervisor
based on manufacturers's recommendations for periodic maintenance
such as tune-ups and oil changes. Periodic maintenance frequencies
are to be recorded in the log book and arrangements made by
the supervisor to have the required maintenance performed. Any
repairs or maintenance up to $250 can be approved by the supervisor
using the blanket purchase order. Repairs beyond that amount
must be approved by the Director. |
|
| |
|
| 1.3 |
Shop Assignment |
| |
Vehicles
are allocated to shops as follows: |
| |
| Electrical
Shop |
Cargo
Van |
| Plumbing
Shop |
Pick-up
Truck with Custom Box |
| |
Pick-up
Truck with cap |
| Custodial |
Pick-up
Truck with hydraulic lift |
| Grounds |
1-ton
Garbage Truck |
| |
4x4
Pick-up Truck |
| |
All
other tractors, snow clearance and lawn mowing machinery. |
|
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| Back |
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