District-Owned Vehicles - September 2005 Revision

Drivers’ Licenses

A valid New Mexico driver’s license is required to operate all APS vehicles. For the purposes of this directive, an "APS vehicle" is defined as any motorized vehicle that will be used on public streets, owned, leased, or otherwise operated by APS.

The Risk Management Department will conduct a Motor Vehicle Department check on the validity of each driver’s license. 

Checks will be conducted:

• Upon initial assignment of, or authorization to use an APS Vehicle;
• At least once every year thereafter.

Risk Management will notify the appropriate Director (or immediate supervisor in the case of a Director) of any driver who has his or her license suspended or revoked. 

No driver will be allowed to operate an APS Vehicle if:

• The person's driving license is currently suspended, revoked, or otherwise disqualified;
• The person has pled or been found guilty (including pleas of nolo contendere) of any of the following:
• Any DUI/DWI conviction within the past 5 years;
• Any conviction for reckless or careless driving within the past 5 years;
• Any conviction for homicide resulting from the operation of a motor vehicle; or
• Causing a fatal accident as the result of operating a motor vehicle;
• There has been a judicial finding or decree of juvenile delinquency in the past 5 years as a result of any of the conduct described in paragraph B above; or
• The person has more than 3 tickets for moving violations in the last 2 years.

Driver’s License Suspension

Should an employee have his/her driver’s or chauffeur’s license suspended or revoked for whatever reason, and it is necessary that the employee operate an APS vehicle in performance of job duties, the following procedures will be performed in sequence.

At the first infraction, the supervisor will conduct a conference with the employee and will also provide written notification that the employee is in a progressive discipline situation which could lead to termination.

The employee will be transferred to another position that does not require operating an APS vehicle.  Transfer may be to a lower-level position.

If no position is available or acceptable, the employee will be suspended without pay for as long as the situation exists. Maximum allowed time: 120 calendar days from the date of license suspension.

The supervisor may encourage the employee to contact the Employee Assistance Program for counseling and referral.

At the second infraction, the employee will be discharged immediately.

Supervisors involved in these situations will keep the appropriate Human Resources administrator informed.

Driver Requirements

All drivers of APS vehicles must complete the Defensive Driver Course, and annual refresher training. Failure to attend the Defensive Driver Course will result in suspension of APS vehicle driving privileges until the training is completed.

The driver and all passengers shall use their seat belts any time the vehicle is moving.

The driver shall obey all applicable traffic laws.

Smoking is not permitted in APS vehicles.

Drivers and passengers shall neither be under the influence of, nor carry in their possession, alcohol or any controlled substance while in APS vehicles.

A weekly inspection must be done on all vehicles using forms provided by Fleet Management.

All vehicle accidents must be immediately reported to your supervisor and to Risk Management.

Drivers must report to their supervisor any citations or tickets received while in an APS vehicle.  Drivers are responsible to pay any fines associated with citations or tickets while in an APS vehicle – district funds shall not be used to pay fines.

Vehicle Utilization

Monitoring Responsibilities

The District Vehicle Utilization Committee will make recommendations to the Superintendent for the utilization of district vehicles.  The vehicle utilization evaluation committee shall consist of the Chief Business Officer, an Assistant Superintendent, and the Executive Director of Facilities Planning and Operations.

The Committee shall receive staff support and technical data from the district fleet manager who shall serve in a non-voting capacity and be the committee secretary.

The committee shall meet quarterly and perform the following functions:

• Review requests for vehicle replacements.
• Review vehicle utilization and distribution to assure appropriate mileage and chronological age.
• Recommend funding sources for vehicle replacements.
• Review requests for additional vehicles.
• Recommend positions to be authorized take home vehicles.

The committee’s findings and recommendations shall be forwarded to the Superintendent for final approval.

Fleet Manager

The Maintenance and Operations fleet maintenance manager is appointed the additional duty of district vehicle fleet manager. He shall be responsible for maintaining a district motor pool for vehicle check out for occasional and/or out of district travel. Request for a motor pool vehicle shall be submitted 24 hours prior except in unusual/emergency situations.

Take Home Vehicles

The District has identified the following departments as having the need to authorize take-home vehicles:

• Administration
• Facilities Planning and Operations
• School Police
• Transportation

Each department will adopt regulations governing:

• Criteria for assignment of take home vehicles

Take home vehicles shall be authorized utilizing the following guidelines:

• District wide responsibilities,
• Positions that are on-call for emergency call out,
• Positions that must frequently attend after hours, evening meetings with community/school groups,
• Other positions as determined by the Superintendent, that a take home vehicle would significantly improve the productivity and efficiency of the incumbent.

Driver requirements

Driver requirements include complying with all APS safety requirements.

Driver responsibilities will include but not be limited to:

• Maintenance and safeguarding the automobile, all APS equipment and all inventory on the vehicle;
• Maintaining the vehicle, using the vehicle properly, and reporting all maintenance problems;
• Promptly reporting all thefts and losses from the vehicle to the APS School Police; and
• Understanding that all traffic penalties (tickets, etc.) which are caused by the driver are the responsibility of the driver and not APS.

Monitoring Compliance

Each departmental Director is responsible for monitoring drivers with take-home vehicles comply with this directive.

Maintaining Records

Record keeping requirements of each department which, at a minimum, list employee name, vehicle assigned, date(s) and reason assigned. Consideration should also be given to requiring beginning and ending mileage. Record keeping requirements should also include provisions relating to penalties administered for non-compliance and a reporting requirement to the Human Resource Department.

Department regulations will be approved by the Superintendent or designee and reviewed annually.

Each department will submit a list of all employees and a statement of need to the Superintendent or designee at the time of review for approval.

Notification that all personal use of a take-home vehicle is a taxable transaction per IRS regulations. Personal use would include driving to and from home, but use of the vehicle on weekends, holidays, or annual leave is not authorized unless it is related to APS business.

Procedures must be established to notify APS Payroll of take-home vehicles by employees so that the proper tax reporting can be completed.

The Superintendent or designee will verify that each employee assigned a take-home vehicle has a valid New Mexico driver’s license and acceptable driving record through the School Police, Risk Management and Fleet Maintenance.

Cross Ref.:

• Board Policy E.01
• Board Policy E.04
• Accident Prevention for Drivers and Equipment Operators booklet

Legal Ref.:

• OSHA 1910 General Duty Clause
• Equipment Operators Standard
• Driver’s Standard
• DOT Comprehensive Driver’s License Law

NSBA/NEPN Classification: EEBA

Revised: May 1995
Revised: April 1996
Revised: May 1997
Revised: January 2005
Revised: September 2005

This page was last updated on: December 9, 2009.