Atlantic City, NJ News REPORTER VIRGINIA McCABE

ATLANTIC DAILY SENTINEL
Atlantic County New Jersey

POLICY REGULATING USE OF CITY-OWNEDVEHICLES
IN THE CITY OF ATLANTIC CITY

SCOPE OF USAGE: City-owned vehicles shall be used only on official business while employees or elected officials are serving in their current job position. An employee or elected official who is also employed by another governmental entity may use a City vehicle for that other employment, but only if the other employment is pursuant to an inter-local agreement between the City and the other entity. Bicycles shall be considered motor vehicles if they are operated while on City business and at the direction of the City.

SAFETY DEVICES: Any employee or elected official, who operates or is a passenger in a motor vehicle owned by the City or other private person while on official business for the City, must wear seat belts, lap belts, shoulder harnesses and any other similar restraining devices while operating or riding in a vehicle equipped with such devices.

MOTOR VEHICLE LAWS: All City employees or elected officials operating any motor vehicle(s) for City business must do so with appropriate regard for safety and adherence to the New Jersey Motor Vehicle Code, set forth at Title 39 of the laws of the State of New Jersey. Employees or elected officials shall have a valid drivers’ license deemed in good standing at all times while operating a city-owned vehicle. Any person, to whom a city-owned vehicle is issued, must notify the City within 24 hours if there is any change to the status of their drivers’ license, including but not limited to suspension or revocation. Immediately upon learning of a change to their drivers’ license status, the driver shall also immediately cease operating the city-owned vehicle. Operating a motor vehicle while on City business without a proper and valid driver's license will be grounds for immediate dismissal or other form of discipline

ACCIDENTS OR INCIDENTS: All accidents or incidents involving a City-owned motor vehicle (s), whether major or minor, must be reported to the local police and Risk Management. There are no exceptions to this requirement. Drivers operating with a Commercial Drivers’ License (C.D.L.) shall follow the rules and regulations established in the City of Atlantic City Alcohol and Drug Policy and Procedure for C.D.L. Drivers and those rules and regulations promulgated by the State of New Jersey Department of Transportation. All accidents involving a privately owned vehicle whose use was authorized by the appropriate authority for City business or an accident in a City vehicle must be reported to the local police. All such accidents also must be reported to the Department Head and Risk Management within 24 hours.

VIOLATIONS, SUMMONS’ or CITATIONS: If during the course of duty, an employee or elected official receives a Motor Vehicle Violation/Summons, it is the responsibility of the employee or elected official to pay the fine for the Violation/Summons and to provide a copy of the violation and proof of payment to the Business Administrator as soon as practical. No employee or elected official is authorized to violate any Federal, State, County or Municipal motor vehicle regulations. This includes passing through an E-Z Pass tollbooth without paying for the toll. If a Violation Notice or Summons is sent to the City for parking violations, moving motor vehicle violations, passing through E-Z Pass toll plazas, or any other violation, the notification will be sent to that person’s Director or Chief. The Director or Chief will make sure the Violation is paid by the responsible party and provide proof to the Business Administrator’s Office. Any refusal by an employee to pay said violation shall subject the employee to disciplinary action and reimbursement of fines and penalties. Any refusal by an elected official to pay said violation shall be reported to the City of Atlantic City Ethics Board for redress.

TRAVEL OUTSIDE OF THE CITY OF ATLANTIC CITY: All employees and elected officials seeking to use a City-owned vehicle outside of the City of Atlantic City’s geographical and jurisdictional limits must complete a CITY OF ATLANTIC CITY VEHICLE USAGE FORM. All City-owned vehicles that are to be operated outside of Atlantic County or the State of New Jersey must receive prior written approval from the Business Administrator or Mayor or their designee. For City Councilpersons, this written approval must be sought from the City Council President. In all cases, if written approval is given, a copy of the form will be given the Department of Law for claims tracking purposes. In rare circumstances, if a sudden emergency arises that requires the use of a City-owned vehicle outside the City, County or State limits without written notice, the driver must submit a written explanation to the Business Administrator or the City Council President, whichever is appropriate, within 48 hours of leaving the geographical and jurisdictional limits of the City of Atlantic City.

PROCEDURE TO REQUEST VEHICLE USAGE OUTSIDE OF THE CITY OF ATLANTIC CITY: Every request to operate City-owned vehicles outside of City, County or State limits must be submitted by completing a CITY OF ATLANTIC CITY VEHICLE USAGE FORM. Forms may be obtained from your Departmental Director or the Business Administrator’s Office. Requests to take a vehicle to an area of Atlantic County which is outside of the geographical and jurisdictional limits of the City of Atlantic City shall be made at least one week in advance and should be directed to the Director of the Department. For City Councilpersons, this written approval must be sought from the City Council President. Written requests to take a vehicle outside of Atlantic County shall be made at least one week in advance and should be directed to the Business Administrator or Mayor or their designees. For City Councilpersons, this written approval must be sought from the City Council President. Written requests to take a vehicle outside of the State of New Jersey shall be made at least two weeks in advance and should be directed to the Business Administrator or Mayor or their designees. For City Councilpersons, this written approval must be sought from the City Council President. No requests are deemed granted until and unless written approval is received by the employee making the request. In the event that the request is not made sufficiently in advance as required by this policy, the person requesting the vehicle usage must indicate in writing the reason why the request was not timely made.

CITY OF ATLANTIC CITY VEHICLE USAGE FORM
FOR EMPLOYEES OF THE CITY OF ATLANTIC CITY

Full Name of Employee: ________________________________
Job Title: ________________________________
Department: ________________________________
Travel Destination: ________________________________
Date(s) of Travel: ________________________________
Estimated total mileage: ________________________________
Vehicle To Be Used: ________________________________
License Plate of Vehicle: ________________________________

Requested Vehicle Usage: _____ Within Atlantic County (other than Atlantic City) (SUBMIT THIS FORM TO DEPARTMENT DIRECTOR ONE WEEK PRIOR TO TRAVEL)

____ Outside of Atlantic County but within the State of New Jersey (SUBMIT THIS FORM TO BUSINESS ADMINSTRATOR, MAYOR OR THEIR DESIGNEE ONE WEEK PRIOR TO TRAVEL)

____ Outside of Atlantic County and outside of the State of New Jersey (SUBMIT THIS FORM TO BUSINESS ADMINSTRATOR, MAYOR OR THEIR DESIGNEE TWO WEEKS PRIOR TO TRAVEL)

Purpose of Vehicle Usage: ____ Attend a seminar, training course or conference relevant to my job title

____ Attend a legal proceeding relevant to my job title and for which I have been subpoenaed or otherwise noticed

____ Other (please explain in detail and attach any relevant documents relating to this travel) _______________________________________________________________________________________________________________

DATE OF REQUEST: _________________________

SIGNATURE OF EMPLOYEE: _________________________

OFFICIAL ACTION TAKEN:

THIS REQUEST IS GRANTED _______

THIS REQUEST IS DENIED_______

REQUEST REVIEWED BY: ________________________

DATE DENIED OR GRANTED: ______________________

SIGNATURE: ______________________

COPY FORWARDED TO EMPLOYEE: ______________________

COPY FORWARDED TO DEPARTMENT OF LAW: _________________

AFTER THIS REQUEST HAS BEEN REVIEWED AND HAS BEEN EITHER GRANTED OR DENIED, COPIES SHALL BE SENT TO THE EMPLOYEE MAKING THE REQUEST AND THE DEPARTMENT OF LAW. THE ORIGINAL FORM SHALL REMAIN ON FILE IN THE BUSINESS ADMINSTRATOR’S OFFICE.
CITY OF ATLANTIC CITY VEHICLE USAGE FORM
FOR COUNCILPERSONS OF THE CITY OF ATLANTIC CITY

Full Name of Official: ________________________________
Job Title: ________________________________
Department: ________________________________
Travel Destination: ________________________________
Date(s) of Travel: ________________________________
Estimated total mileage: ________________________________
Vehicle To Be Used: ________________________________
License Plate of Vehicle: ________________________________

Requested Vehicle Usage: _____ Within Atlantic County (other than Atlantic City) (SUBMIT THIS FORM TO CITY COUNCIL PRESIDENT ONE WEEK PRIOR TO TRAVEL)

____ Outside of Atlantic County but within the State of New Jersey (SUBMIT THIS FORM TO CITY COUNCIL PRESIDENT ONE WEEK PRIOR TO TRAVEL)

____ Outside of Atlantic County and outside of the State of New Jersey (SUBMIT THIS FORM TO CITY COUNCIL PRESIDENT TWO WEEKS PRIOR TO TRAVEL)