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Prior to allowing any employee to take a City-owned or City-leased vehicle
home, an assignment form must be completed in accordance with the following
instructions.
1.
Department Head must complete first two sections of assignment
form including signature and date. S/he must then have employee
sign and date the last section and submit the form to the City
Administrator for approval.
2.
The City Administrator will approve or deny the requested
assignment, sign and date the form and return it to the Human
Resources Director.
3.
The Human Resources Director will return one fully executed copy to
the employee and another to the department head.
4.
The department head is responsible for notifying the Human
Resources Director (in writing) of any change in the vehicle assigned
to a particular employee.
Note: In cases where a vehicle is being assigned to a department head, s/he should complete
and sign both the request section (department head) and the acknowledgment section
(employee).
Appendix E
Form 25
I N S T R U C T I O N S
ASSIGNMENT OF CITY VEHICLES
FOR TAKE-HOME PURPOSES
If you are assigned a different vehicle for any reason, you are to complete a new form and submit to Human Resources
immediately.
Approval is requested for the above-named employee to be assigned the described vehicle for take-home purposes as
follows:
☐ overnight and/or on weekends on a regular
basis
☐ overnight
and/or on weekends only when on
call
☐ other:
(Click here to enter text.)
Justification for Request: Click here to enter text.
I understand that it is my responsibility to notify the Human Resources Director immediately if any of this information
changes, including assignment of a different vehicle to this employee.
Signature of Department Head Date
Signature of City Manager Date
I hereby acknowledge that I have
been assigned the primary responsibility for the vehicle described above. I further
acknowledge that I have received a copy of the City=s policy regarding the use of City vehicles and that I understand and
will comply with the provisions of that policy.
Signature of Employee Date
If employee is subject to the On-Call Policy and receiving On-Call Pay, please complete the
On-Call Form.
Appendix E
Form 25
VEHICLE DESCRIPTION:
Year: Make: Model:
VIN:
City Asset Number:
City/Zip Code/County
☐
Outside City Limits/County
N
umber of miles driven to this address one way:
S
tree
t
THIS ADDRESS IS:
☐
Inside City Limits
E
MPLOYEE: DEPARTMENT:
A
DDRESS VEHICLE WILL BE HOUSED AT: (I
f
address chan
g
es
y
ou must noti
fy
Department Head immediatel
y
and
complete new form)
ASSIGNMENT OF CITY VEHICLE
FOR TAKE-HOME PURPOSES
The above assignment is:
☐ Approved
☐ Denied
If you are assigned the use of City automobiles, trucks or equipment, you are expected to drive them with due care
especially observing all laws and rules of the road. All assigned vehicles/equipment must be maintained in a clean
and sanitary condition at all times by the operator of such vehicles/equipment. Any vehicle operating problems must
be reported to your supervisor or department head for immediate corrective action. The City stresses preventive
maintenance, and every operator of City vehicles/equipment is expected to cooperate by adhering to the maintenance
schedule and reporting vehicle deficiencies without delay.
Only City employees with the appropriate type of valid Texas driver’s license may operate a City-owned or City-
leased vehicle. Employees may operate City vehicles during normal working hours or shift assignments based upon
authorization of their department head for City-related use only. It is the department heads duty to ascertain that an
operator assigned to drive a vehicle, even if on a temporary basis, holds a valid driver’s license and is in sound
condition to operate the vehicle. The employee is required to have his driver’s license in his possession at all times
while operating a City vehicle. Employees operating City vehicles are not to drive such vehicles outside the Erath
County area unless prior authorization is received from their department head.
If you are assigned a City-owned or City-leased vehicle on a regular basis, you have the responsibility of seeing that
it is adequately serviced (gas, oil, filters, lubrication, tire pressure and replacement, maintenance for safety, etc.).
Items of a repair and replacement nature should normally be carried out by the City’s Fleet Service Center; however,
in cases where your assigned vehicle cannot be repaired or serviced in a timely manner by Fleet Services due to
that departments priorities, you must report the need for repairs or maintenance to your department head who will
make arrangements for alternative maintenance or repair service.
If you are on call or are expected to act on behalf of the City
during other than normal working hours or shift
assignments, you may be assigned the use of a City-owned or City-leased vehicle for take-home purposes. To be
eligible to use a City-owned or City-leased vehicle for take-home purposes, an employee must live within Erath
County and within ten miles of the city limits. (City vehicles may not be taken home unless an assignment form has
been completed and approved by the City Manager.) City-owned or City-leased vehicles taken home may be used
only by the employee for City-related business. Members of the employee’s family, neighbors or others are not to
either drive or be transported in the vehicle unless such actions are related to City work or result from a life-threatening
emergency or serious health problem. When an employee assigned the use of a vehicle for take-home purposes knows
in advance that s/he will be unable to work or be on call for a period of more than two (2) consecutive days (illness,
vacation, travel, etc.), the employee should arrange for the City vehicle to be returned to his/her department during
such absence.
Nothing in this policy is intended to prohibit any authorized employee from using a City vehicle as transportation for
purposes directly related to the performance of City duties during work assignments or on a call out. Employees are
not prohibited from being in a City vehicle while taking reasonable breaks for lunch, coffee, etc. during working hours
or in route to work or on a call; however, in no instance should an employee purchase alcoholic beverages or frequent
taverns, clubs or other drinking establishments while using a City-owned or City-leased vehicle.
Some supervisory-level employees may be given permission to transport members of their family, other City officials
or their families and others for out-of-town travel to functions related to the municipal service such as special hearings,
training programs, conventions, seminars, etc. This policy does not prohibit transporting non-City employees such as
vendors, consultants, inspectors, official guests, citizens, government officials, prisoners, and persons involved in
police investigations or other activities, etc. as a part of routine work assignments or public safetyactivities.
Failure to comply with the provisi
ons of this policy will result in appropriate disciplinary action.
Appendix E
Form 25
USE OF CITY VEHICLES
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Completed 16 July 2020

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