P-007 Use of Regional Vehicles

Issued By: Roy Hollett, Deputy Chief Operational Support

Approved By: Ken Stuebing, Fire Chief

Date of Issue: 1997/09/03

Revision Date: 2015/04/10; 2019/05/28

Forms Required:

  • FD-073 Suspended License
  • FD-058 Request for Out of Province Travel
  • HRM Fleet Mileage Tracking Sheet
  • HRM Corporate Fleet “Employee Use of HRM Vehicle Authorization”
  • Authorization for Release of Client Record to Employer-Service Nova Scotia and Municipal Relations


PURPOSE:

To provide clear policy direction for the use of Halifax Regional Municipality (HRM) owned, rented or leased vehicles, in compliance with HRM fleet guidelines.

OBJECTIVE:

The objective of this policy is to ensure HRM owned, rented or leased vehicles are used based on HRM Fleet Guidelines by HRFE members.

SCOPE:

All career and volunteer members of Halifax Fire & Emergency who drive HRM vehicles.

POLICY:

All employees and volunteers who drive HRM vehicles will provide written authorization for the collection of an employer’s driver’s abstract annually and will care for, operate and park HRM vehicles as described in this policy. 

Employer Abstracts

Engineers (2% and 4%) or other members who drive fire apparatus shall sign a release form for the collection of an employer abstract. This is mandated under the “Motor Vehicle Act”: S.303D and 303E.

Members who have been assigned a HRM vehicle for their job function, such as HQ or support division personnel or any member required to occasionally drive a HRM vehicle are required to sign a release form.

Once collected, these abstracts will be reviewed by the employer and placed on the members personnel file.

Vehicle Care

Anyone driving a HRM vehicle is responsible for its care and must do everything reasonable to prevent damage to that vehicle.

The vehicle must be kept clean inside and out at all times.

Drivers must complete vehicle inspections as per Policy P-501 “Detailed Vehicle Inspections”.

Carrying passengers who are not HRM employees or volunteers is prohibited, unless previously authorized by the Fire Chief or designate.

No HRM owned or leased vehicle shall be used outside of normal working hours unless previously approved by the Fire Chief or designate.

Members must ensure that any support division vehicle is locked when not in use. Smoking is strictly prohibited in any HRM owned or rented vehicle.
Any member responsible for a HRM vehicle will complete and submit a “HRM Fleet Mileage Tracking Sheet” monthly. Mileage for shared vehicles is to be recorded by the driver at the start of each day.  Mileage reports are not required to be submitted for vehicles equipped with Automatic Vehicle Location (AVL/GPS) systems.

Vehicle Operation

Any member whose license is expired or suspended shall not drive any HRM vehicle. Any member whose license is expired or suspended must immediately notify their management supervisor (Division Commander, Division Chief or Station Chief) who will in turn forward the notification to the Division Chief of Professional Development, Training & Safety. Form FD-073 must be completed indicating the suspension dates.

No member shall operate a HRM vehicle while under the influence of alcohol, drugs, chemicals or mind-altering substances. Any member who is taking over the counter and /or prescribed medication which could adversely affect their ability to drive must immediately notify their management supervisor (Division Commander, Division Chief, Station Chief, or equivalent).

All vehicles must be driven in a safe and considerate manner. Drivers must obey all traffic signs and regulations. Drivers of emergency vehicles must obey all specific HRFE policies and guidelines for emergency vehicle operations.

Members are personally responsible for any convictions or fines resulting from an infraction incurred under the Motor Vehicle Act or local parking violations. Members shall notify their management supervisor (Division Commander, Division Chief or Station Chief) of any Motor Vehicle Act infractions.

Vehicle Parking

Vehicles that are not in use must be parked at a safe and approved location. 

Parking - Operational Vehicles

Emergency vehicles assigned to a fire station must be parked at that fire station when not in use. The assignment of vehicles to fire stations shall be directed by the Division Commander.

Parking - Vehicles Essential to Duties of Employment

For personnel for whom it is essential to their duties of employment that the vehicle is readily accessible to the employee during non-working hours (evenings and weekends), the employee may park the designated vehicle at their residence as follows:

  • The employee must have a corporate fleet “Employee Use of HRM Vehicle Authorization” form authorized by the Fire Chief.
  • The employee must not use the vehicle for any personal purpose.
  • The vehicle must be marked as an emergency response vehicle, including NFPA compliant warning lights. The vehicle must be equipped with an audible warning device (siren) and identifying decals as equipped by emergency fleet services.
  • In the event of any extended absence from work i.e. (vacation or extended illness leave), the employee will park the vehicle at the Emergency Fleet Service garage.
  • Positions that require vehicle access during non-working hours include:
  1. Fire Chief,
  2. Deputy Fire Chief Operations,
  3. Deputy Fire Chief Operational Support,
  4. Executive Fire Officer,
  5. Division Commander – Division #1,
  6. Division Commander – Division #4,
  7. Division Commander – Division #5, 
  8. Division Commander – Division #6,
  9. Division Chief, Professional Development, Training & Safety,
  10. Division Chief, Emergency Communications & Technology, and
  11. Division Captain, Logistics.

Parking - “On Call” Vehicles 

Personnel may be placed “on call’ for short periods of time (i.e. 1-2 weeks) to remain available to respond to emergencies outside of regular hours of work. On call employees may park the designated vehicle at their residence as follows:

  • The employee must be placed “on call” in writing by their Division Chief or Manager.
  • The employee may park the vehicle at their residence during the “on call” period only.
  • Employees who are “on call” must be immediately available to work. Unionized employees who are “on call” will be compensated in accordance with their collective agreements.
  • The employee must not use the vehicle for any personal purpose.
  • Positions that may be placed “on call” include:
  1. Emergency Management Coordinator,
  2. Division Captain, Professional Development, Training & Safety,
  3. Fire Prevention Officers, and
  4. Logistics Division Technicians or Stores persons.

Parking - Support Vehicles

Vehicles assigned to positions which are not required to respond to emergencies throughout the municipality must be parked at the employee’s primary workplace (i.e. office location) or at a designated parking location. Parking locations have been designated as:

  • Division 2 – Station 3 and 58, and
  • Division 3 – Station 9 and 17.

Employees must leave vehicle keys easily accessible at the designated parking location.

An employee may request authorization to park a support vehicle overnight at their residence in the following circumstances:

  • Their duties will require them to work outside of normal working hours,
  • Their next day work schedule will to start away from the regular place of work (and where the vehicle would normally be parked), or
  • Travel to a designated parking location at the end of the work shift would result in overtime expense.

In these cases, written permission to park a support vehicle at a residence may be granted, if doing so will result in a net benefit to the municipality. Each of these exemptions requires written approval from a Deputy Chief or designate.

RELATED POLICIES/ OPERATING GUIDELINES:

  • P-501 Detailed Vehicle Inspection
  • P-025 Response to Accidents Involving HRFE Vehicles
  • P-304 Assessment of Vehicle Operation
  • P-603 Emergency Operation of Vehicles

POLICY REVIEW:

This policy will be reviewed if/when there are changes to HRM Fleet Guidelines.