Administrative Policy 10-2 Vehicle Maintenance & Marking

SUBJECT: Vehicle Maintenance & Marking

PURPOSE: To establish an orderly maintenance system and systematic method to ensure consistent vehicle identification.

BACKGROUND: The City of Lawton requires many types of vehicles to accomplish its operations. A standardized marking system provides more efficient control; and a key element in cost effective fleet management is good preventive maintenance (PM). It helps to ensure that repair costs remain low, and maintains the efficient and safe operations of municipal vehicles.

POLICY/

PROCEDURES:

SCOPE: This policy shall apply to all motorized City equipment.

EM BOARD RESPONSIBILITY: It shall be the responsibility of the Equipment Maintenance Board to review maintenance requirements of each new piece of equipment purchased and establish a PM maintenance schedule. Existing equipment will be evaluated as to the PM schedule recommended by its manufacturer and modified as required for special duty functions and/or operating conditions or as recommended by “NAFA”. The EM Board shall consist of, the Equipment Maintenance Superintendent and 4 members selected or appointed by the Public Works Director. Thereafter as required, replacement board members will be selected by a majority vote of the board.

RESPONSIBILITY: It shall be the responsibility of the individual in charge of Equipment Maintenance to ensure that city-owned equipment is properly marked and identified.

MARKING & IDENTIFICATION: All vehicles which move under their own internal power, except heavy equipment, shall be marked and identified. In addition, every vehicle shall have its identification number, on sedans on the lower left side of the deck lid, on pickups on the lower left side of tailgate and on larger vehicles on the left side in a location that is legible and readily seen. The numbering code and sequence will be established by the Equipment Maintenance Superintendent, but shall be by division. The official color of such vehicles shall be white. An exception to this color scheme and markings will be subject to approval by the City Manager.

All equipment will have a maintenance number affixed to the chassis inside the driver’s side door or a designated by the Equipment Maintenance Superintendent.

MAINTENANCE: It will be the Division Supervisor responsibility to ensure that vehicles/equipment receives lubrication and/or oil changes and standard Preventative Maintenance (PM) to include a fluid check and tire pressure check which will be provided by the Equipment Maintenance Division. Division Supervisors will also be responsible for ensuring that vehicles are washed and vacuumed on a regular basis. All PM will be conducted based upon the recommendations of the Equipment Maintenance Board.

Sample Schedule:

a. Motorcycles, police cars, 1/4 –Ton Pickups, 1/2 – Ton Pickups, 1-Ton Trucks–every four (4) months or 4,000 miles; whichever occurs first.

b. Detective cars, Admin., Inspection, Purchasing, etc.: not operated (8) hours per day– every six (6) months or every 400 miles: whichever occurs first.s

c. Trucks over 1 ton–every four (6) months or 4000 miles; whichever occurs first.

d. Fire trucks & Sanitation Trucks – every four (4) months or 4000 miles; whichever occurs first

e. Heavy equipment, backhoes, and tractors: All air cooled engines – every three (3) months.

f. The equipment Maintenance Division will also conduct transmission fluid and filter changes on City vehicles utilized for the primary purpose of transportation of personal every (5) years or 50,000 miles.

The Equipment Maintenance Division shall maintain records of lubrication and oil changes, repair and replacement parts and labor cost for each City vehicle and piece of equipment from its original purchase to final disposal. Equipment Maintenance will be responsible for placing a sticker inside of each vehicle on the left windshield reminding the user when the next PM is due, and maintaining a computerized suspense file to ensure that vehicles/equipment are serviced in accordance with the agreed upon schedule. Division Supervisors will be advised as to required service that has not been performed, and directed to bring the vehicle/equipment into the shop for service.

If a Department or Division head feels that the schedule as outlined in this policy is not satisfactory for a specific vehicle or piece of equipment, he/she should contact the Equipment Maintenance Superintendent to arrange an acceptable alternative.

The Equipment Maintenance Superintendent will have the authorization to deadline and pick up any vehicle or piece of equipment which has not been serviced within the time-frame mileage guidelines established regardless of the location or current use of the vehicle or equipment, exclusive of Police and Fire equipment. The Equipment Maintenance Superintendent shall immediately notify the Chief of Police or Fire Chief in cases of emergency equipment that is not serviced within established guidelines.

REFERENCES: None

RESCISSION:: This policy supersedes Administrative Policy #10-2, dated November 12, 1992. This policy remains in effect until rescinded.

RESPONSIBLE DEPARTMENT: Public Works Administration

_____________________________

LARRY MITCHELL

CITY MANAGER

January 3, 2006