Policy 8.3 - Vehicle Operations

Effective Date: 31-Jul-97
Responsible Branch: Financial Management Branch

Management Services Volume Table of Contents | Amendment Log

Scope

This policy covers the management and operation of Ministry vehicles.

Policy

The Ministry will maximize use and minimize costs through a common pooling of vehicles, private mileage, leasing and short-term rentals. Vehicles will not be assigned to individuals or used portal to portal unless approved. The Program Manager - Vehicles will approve all purchases, leases, and disposals.

Personal use of Ministry owned, rented, or leased vehicles is not allowed.

Vehicles will be maintained according to an approved maintenance plan; inspected annually if not on an approved plan, or as required by regulations. All vehicles will be identified; temporary exceptions may be authorized by Regional Managers or Branch Directors.

All vehicles will be operated in a safe, courteous, and lawful manner.

Use of Vehicles

Regional Managers or Branch Directors may allow Ministry vehicles to be used for up to 60 days by:

• other ministries and government agencies
• emergency organizations
• approved non-profit organizations, provided the vehicle is operated by a Ministry employee

Use over 60 days must be approved by the appropriate Assistant Deputy Minister.

Private Vehicles

Private vehicles must be authorized, insured, maintained, and used according to Ministry standards and General Management Operating Policy (GMOP).

Operator Responsibility

Operators must ensure that:

• the proper vehicle is used for the assigned task
• the vehicle is in safe and proper operating condition
• they hold a valid British Columbia licence for the class of vehicle being driven
• the vehicle carries permits for any accessories such as amber warning lamps, or red emergency lamps
• all mechanical problems, operating abnormalities, body damage, and repairs required are reported when returning vehicles to the pool

Operators must understand all accident reporting procedures, keep all log book entries up to date, and ensure credit cards are used appropriately.

Stand-by Authorized Use

Regional/District Managers and Branch Directors may assign vehicles to staff who are on stand-by for the sole purpose of traveling between their home and the assembly point.

Safety

Ministry safety policy and procedures will be considered a minimum. All applicable safety regulations, procedures, and requirements must be followed at all times. Operators must never drive while under the influence of alcohol or any drug which might impair their driving ability.

Firearms must not be carried unless authorized.

When driving on radio assisted roads, the road control frequency must be monitored at all times (scan mode must not be used).

Repairs

All repairs and maintenance to vehicles must be initiated using the approved purchase document. Work must be approved by a designated Ministry official.

• Accident Prevention Manual
• General Management Operating Policy (GMOP), Chapter 5
• Ministry Policy Manual, Management Services, 6.3 Firearms-Forestry Use
• Ministry Policy Statement, I-TAS-003, I-TAS-004, I-TAS-005
• Regional Operating Procedures
• Treasury Board Budget and Administrative Policy Manual, Chapter 30
• Treasury Board Directive 8/79 August 16, 1978, s.13