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12-001_Fleet Services Policies_2010()~------------------~T~h~e~C~orLp~or~a~tio~n~o~f~th~e~T~o~w~n~of~T~il~ls~on_b~u~~ () I Process: Policy FS0014: I Scope: I Objective: I Purpose: I Procedure: Vehicle Assignment Town of Tillsonburg Fleet Services DATE: June 21, 2010 I Town ofTillsonburg Light Duty Fleet Vehicle Pool Policy Corporate Wide The objective of this policy is to ensure that all municipal vehicles are used in ways that provide the best possible support for municipal operations and provided only when required to conduct municipal business. The purpose of this policy is to establish criteria and procedures for the assignment, distribution, maintenance, of all Town owned vehicles. I) All drivers must comply with vehicle use guidelines. 2) Fleet vehicles will be assigned as pool vehicles by the Fleet Manager with the approval of the Director of Operations 3) The Fleet Manager will annually review use of all pool vehicles based on mileage analysis, and recommend fleet adjustments as appropriate. 4) The Fleet Assistant will ensure compliance with these policies and effective utilization. Tillsonburg Operations Services Fleet Services 20 Spruce St., Tillson burg, ON N4G 4Y5 Tel: (519) 688-3009 Ext. 5303 Fax: (51 9) 842-8775 () ( \ \ ) I PROCESS: TILLSONBURG FLEET SERVICES-VEHICLE MODIFICATIONS I POLICY: FS004 No one, other than the Fleet Service Department, shall change the use of a vehicle or piece of equipment, modify a vehicle or piece of equipment or add to or remove a permanently attached equipment from a vehicle or piece of equipment. This does not apply to equipment designed to be removed or attached such as snowplow blades, snow blowers and mowers. I SCOPE: All municipal employees I PROCEDURE: I All requests for a change of use for a vehicle or piece of equipment or the addition or removal of attached equipment have to be made to the appropriate supervisor and, should he/she approve H, the supervisor must forward a written request to the Fleet Manager for approval. No one other than the Fleet Manager or his designate can make or make arrangements for such modifications and the removal or attachment of equipment to any municipal vehicle or equipment Created on 9/15/2006 12:26 PM C:\Documents and Settings\DDavis1\My Documents\Fieet\Vehicle Modifications Procedure Template.doc t i (} (J I ) ' I PROCESS: TILLSONBURG FLEET SERVICES-VEHICLE OPERATING GUIDELINES I POLICY: FS005 All staff and operators of municipal vehicles and equipment shall abide by the following procedures before, during and after using vehicles and equipment to achieve both safety and maintenance goals I SCOPE: All drivers and operators I PROCEDURE: I There is no substitute for personal vigilance. The Town of Tillsonburg cannot anticipate every possible circumstance that might involve a potential hazard; therefore the warnings in this guide are not all inclusive. If a procedure, tool or work method not specifically recommended by the Town of Tillson burg is used, you must satisfy yourself that it is safe for you and others, and the machine or equipment will not be damaged or made unsafe by the procedures you choose. HIGHWAY VEHICLES 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15) 16) Operators shall familiarize themselves with the owners/operator's manual for each machine or vehicle that they operate. Operators shall use all equipment in a safe, proficient and courteous manner with respect to life, property and equipment. At the beginning of each shift, before moving the unit, the operator shall perform a pre-trip inspection, as defined in the Highway Traffic Act, and shall make a record of it using the Driver's Daily Inspection and Checklist supplied by the Fleet Services Department. All defects found by the operator during the pre-trip inspection shall be recorded on the inspection checklist and brought to the attention of the Fleet Services Department. Operators shall comply with all the Highway Traffic Act regulations Seat belts shall be worn while in the vehicles When an operator leaves a vehicle, the parking brake must be applied. If a vehicle must be parked and left unattended outside, remove the keys and lock all the doors All vehicles are to be refueled at the end of the shift or when the tank level reaches Y. full. When refueling, the engine must be switched off Smoking is not permitted in any municipal vehicle or when refueling is in progress Automatic refueling must not be left unattended Operators shall not allow anyone to ride on the fenders, steps, bumpers or running boards. Operators shall use grab handles when mounting and dismounting Operators shall wear the required protective gear No operator shall drive against the flow of traffic without the proper flagman procedure. Operators shall ensure that every load is bound, secured or covered with a tarp, net or canvas so that no part of it can shift, become dislodged or fall from a truck or attached trailer. C:\Documents and Settings\ddavis1\My Documents\Tracy's\Vehicle Operation Procedures. doc > ' () C) CJ OFF ROAD EQUIPMENT 19) Machines are to be refueled at the end of the day or when fuel levels are at Y•full 20) Every gear, pulley, belt, chain, shaft, flywheel, saw, blade or other mechanically operated part of a machine to which a worker has access to shall be guarded so that it will not endanger a worker 21) When traveling to and from the work sites the mower or deck of cutting attachments shall be locked in the raised position 22) When cleaning blades or cutters both the PTO and the machine shall be shut off 23) When leaving the machine for any reason both the PTO and the engine shall be shut off. STREET SWEEPER 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) At the beginning of each shift or before using the unit, the operator shall perform a pre-trip inspection and record it using the Daily Inspection Checklist All defects shall be recorded on the inspection sheet and brought to the attention of the Fleet Services department Operator shall comply with all the Highway Traffic Act regulations Operator shall clean all windows, mirrors and lights before using the machine Operator shall keep cab steps, grab handles, steering wheel, foot pedals, hand levers and controls clear of oil and grease and keep tihe floor free from debris and tools Operator shall always drive at a safe speed, slow down for curves and downgrades and never exceed 20 kmlhr Operator shall never overspeed the engine. Maximum engine speed shall not exceed 2300 rpm Both front and rear flashing beacons shall be used at all times when the sweeper is in motion Whenever anyone needs to work under a raised hopper the engine shall be shut off and BOTH safety props shall be installed Never step on a gutterbroom plate for any reason All brooms shall be inspected and adjusted before leaving the Operation's Yard At the end of every shift the operator shall: a) Dump out the hopper b) Blow and clean out the radiators, air pre-cleaner and dust bowl c) Clean out the water screen d) Wash down the entire machine, hopper, belts, upper and lower sprockets e) Inspect the auto lube system f) Fill up the water tank and fuel tank C:\Documents and Settings\ddavis1\My Documents\Tracy's\Vehicle Operation Procedures.doc () () ( ) SNOW BLOWER CON'T SNOW REMOVAL Discharge: The snow should always be blown with the wind. This is controlled by the fan discharge, which can be moved to the right or left. The movement is controlled by a rocker switch on instrument panel marked "IMPELLER HOUSING". To remove the maximum amount of snow the operator should keep the machine operating at full engine load at all times. This means that the loader should be operated at a speed according to the depth and density of the snow. The sound of the blower engine exhaust is a clear indication to the skilled operator as to whether his machine is moving forward fast enough. A heavy exhaust and a noticeable drop in RPM of the engine is an indication of too heavy a load, while a light exhaust and light running engine indicates the machine is not removing snow up to its capacity. 1. Light Snow: Light snow is best handled by the SNOGO when used in conjunction with blade equipment. Use blade equipment to windrow the snow and follow with the SNOGO and runway load it into trucks. 2. Drifted Snow: When the street or runways become clogged with deep drifts use the SNOGO to break through. Open up a one-way track and widen out. 3. Deep Hard Snow: Under some conditions it is impossible to cut a one-way track through without widening as the work proceeds. This condition prevails under some drifted conditions when the snow is frozen hard and particularly on runways that have been closed for a considerable length of time. When cleaning and widening at the same time it is best to cut into the virgin snow about the length of the machine, then back out and take about half a cut and move into the snow the length of the loader again. In this way the hardest blocked drifts can be opened. 4. Frozen Snow and Ice: Frozen snow and ice offer a problem for any equipment. This condition can be successfully handled with the blower if it is handled slowly. Operate the loader at a slow speed and move into the frozen snow slowly so it will have time to break up and not ride on top of it. 5. Wet Snow: We snow offers no obstacle to removal and will cause no trouble if sufficient volume is moved so rotor will clear itself. Wet snow is sticky and will drag on side of fan housing, and if only two or three inches of snow is being picked up it will sometimes pile up in the discharge opening. As soon as any volume of snow enters the rotor housing it will clear itself instantly. 6. Clean Up: When making a cut into any snow always keep the blower down on the hard roadway. If the machine runs up on top of the snow, due to too fast forward speed, backup and clean up. With six or eight inches of snow under the wheels they are subject to breaking traction. When this happens it is difficult to maneuver the machine and get out again. C:\Documents and Settingslddavis1\My Documents\Tracy's\Vehicle Operation Procedures.doc • /" I PROCESS: TILLSONBURG FLEET SERVICES-SNOW BLOWER I POLICY: FS006 All staff and operators of municipal equipment shall abide by the following procedure before, during and after using this piece of equipment to achieve both safety and maintenance goals. I SCOPE: I All operators. I PROCEDURE: I There Is no substitute for personal vigilance. The Town of Tillsonburg cannot anticipate every possible circumstance that might involve a potential hazard; therefore the warnings in this guide are not all inclusive. If a procedure, tool or work method not specnically recommended by the Town of Tillsonburg is used, you must satisfy yourself that it is safe for you and others, and the machine or equipment will not be damaged or made unsafe by the procedures you choose. SNOWBLOWER () Operating Precautions: l) 1. Do not engage clutch until all personnel are removed from the front of blower head and clear off all rotating members. 2. Keep unit clean. Check for loose connections, cap screws, bolts and nuts while cleaning. 3. The running parts of this unit are heavy and require time to accelerate. Shear pins are provided on the auger drive to protect the unit in case something foreign enters the augers. Shear pins are special cep screws and will shear if the fan or the augers are blocked. Do not throw clutch in suddenly as this may weaken sheer pins and cause breakage. If blower is clogged with snow or ice, do not start until it has been cleaned out with a shovel. 4. Refuel at end of day's operation to keep condensation to a minimum. 5. Check all electrical wiring for loose connections. Keep battery clean. 6. Check hydraulic system for leaks and worn hoses. WARNING: NEVER USE YOUR HANDS TO CHECK FOR OIL LEAKS, USE PAPER OR CARDBOARD. 7. Limit transport speed to below 10 mph, transport height to approximately 18 inches, maintain straight vertical lift, and avoid tilting. Use extreme care when lowering to ground level. e. The blower should be operated 1 to 2 inches above the road surface. Lower the unit completely, than raise 1 to 2 inches. The entire weight of the blower should be carried by the loader. This will improve traction and increase life of wear shoes. If the blower is lilted for removal of deep snow, the operator should use extra caution in shilling and braking the loader and in operating on slopes to avoid tipping. Created on 11/131200810:32:00 AM C:\Documents and Settings\ddavis1\My Documents\Tracy's\Snowblower Procedure.doc / ' () C_) 5. Wet Snow: We snow offers no obstacle to removal and will cause no trouble if sufficient volume is moved so rotor will clear nself. Wet snow is sticky and will drag on side of fan housing, and if only two or three inches of snow is being picked up it will sometimes pile up in the discharge opening. As soon as any volume of snow enters the rotor housing it will clear nseff instantly. 6. Clean Uo: When making a cut into any snow always keep the blower down on the hard roadway. If the machine runs up on top of the snow, due to too fast forward speed, backup and clean up. With six or eight inches of snow under the wheels they are subject to breaking traction. When this happens it is difficu~ to maneuver the machine and get out again. Created on 11/13/2008 10:32:00 AM C:\Documents and Settings\ddavis1\My Documents\Tracy's\Snowblower Procedure.doc () () ( ) I PROCESS: TILLSONBURG FLEET SERVICES-PORTABLE FIRE WATER PUMP I POLICY: FS007 All staff and operators of municipal equipment shall abide by the following procedure before, during and after using this piece of equipment to achieve both safety and maintenance goals. I SCOPE: I All operators. I PROCEDURE: I There is no substitute for personal vigilance. The Town of Tillsonburg cannot anticipate every possible circumstance that might involve a potential hazard; therefore the warnings in this guide are not all inclusive. If a procedure, tool or work method not specifically recommended by the Town of Tlllsonburg is used, you must satisfy yourself that it is safe for you and others, and the machine or equipment will not be damaged or made unsafe by the procedures you choose. PORTABLE FIRE WATER PUMP Starting Procedure 1. 2. 3. 4. 5. 6. 7. 8. 9. Place your pump on a hard, stable surface within 15' from horizontal Check the oil Check the gas tank level Connect your suction hose. Make sure that there is a rubber seal on the adapter and screw tt tight. Close all the drain valves (underneath the body of the discharge valve and below the casing of the pump) Start the engine and let it idle Open the priming valve between the pump casing and the venturi connected to the exhaust system Close the exhaust port Speed up the engine with the throttle cable to its maximum speed 1 0. When water comes out of the venturi (it should take approximately 15 to 30 sec. with a 10 It x 4' suction hose), close the priming valve 11. Open the discharge valve to allow water to run through the pump 12. Open the exhaust port 13. Adjust the RPM to desired pressure Created on 11/13/200810:41:00AM C:\Documents and Settings\ddavis1\My Documents\Tracy's\Portable Fire Water Pump Procedures. doc 0 () CJ PROCESS: I POLICY: FSOOB TILLSONBURG FLEET SERVICES -KOMATSU LOADER SCALE OPERATION All staff and operators of municipal vehicles and equipment shall abide by the following procedures before, during and after using vehicles and equipment to achieve both safety and maintenance goals I SCOPE: All drivers and operators I PROCEDURE: I There is no substitute for personal vigilance. The Town of Tillsonburg cannot anticipate every possible circumstance that might involve a potential hazard; therefore the warnings in this guide are not all inclusive. If a procedure. tool or work method not specHically recommended by the Town of Tillsonburg is used, you must satisfy yourself that it is safe for you and others, and the machine or equipment will not be damaged or made unsafe by the procedures you choose. KOMATSU LOADER SCALE OPERATION 1. The On/Off switch is on the back of the display. 2. Hydraulics should be warmed up before using the scale. 3. Raise empty bucket to kick-out and press the zero key to reset empty bucket weight to zero. -This only has to be done once at the start of day. 4. Clear any accumulated stored weight by pressing (4) then (2). 5. Fill bucket and raise to kick-out and press joystick button for 1 second. 6. Each raised load will be accumulated when the joystick button is pressed. If you do not press the joystick button, the load will not be added. 7. After the truck is loaded, press (4) to show total weight. 8. Reset the weight total to zero by pressing (4) then (2). Created on 11/19/2008 8:29:00 AM C:\Documents and Settings\ddavis1\My Documents\Tracy's\Komatsu Loader Scale Operation Procedures.doc C) ) I PROCESS: Town ofTillsonburg Fleet Services-Dally Vehicle Inspection Reports I POLICY: FS009 All staff and operators of municipal vehicles shall complete a Daily Vehicle Inspection Report before operating any commercial vehicle. I SCOPE: All drivers and operators. I PROCEDURE: I At the beginning of each shift, before moving any unit, the operator shall perform a pre- trip inspection, as defined in the Highway Traffic Act, and shall make a record of it using the Daily Vehicle Inspection Report-Checklist supplied by the Fleet Services Department. Daily Inspection Reports are valid for a 24 hour period. All defects found by the operator during the pre-trip inspection shall be recorded on the inspection checklist and brought to the attention of the Fleet Services Department. All Daily Inspection Reports must be forwarded to the Fleet Services Department as soon as possible after the inspection report is completed. There will be a drop-box located inside the fuel lobby at the Works Department-20 Spruce Street location. Created on 4/14/2009 12:09:00 PM H:\DDavis\Documents\Daily Vehicle Inspection Report Policy.doc () I PROCESS: Town of Tillson burg Fleet Services Purchasing Policy I POLICY: FS010 All purchasing of goods and services for the Fleet Services Department will be conducted by the Fleet Manager or Fleet Assistant in accordance with these policies and procedures. I SCOPE: This is an internal process for the Town of Tillson burg Fleet Services Department. I OBJECTIVE: I To obtain the best value for goods and services purchased for the Fleet Services Department. PROCEDURE: All purchases made in relation to the Fleet Services Department will require a purchase order number supplied by the Fleet Assistant. As per the Town's Purchasing Policy; 1) For purchases up to $1000, comparison pricing shall be obtained where practical. 2) For purchases between $1000 and $6000, three (3) verbal quotations shall be obtained where possible. 3) For purchases between $6000 and $26000, three (3) informal written quotations shall be obtained where possible. 4) For purchases greater than $25000, sealed tenders or request for proposals must be obtained. Created on 4/21/2009 2:52:00 PM H:\Fieet-TH\2009 Fleet Purchasing Procedure. doc C! C-) ) I PROCESS: Town of Tillsonburg Fleet Services -Fuel Can Policy Replacement of portable fuel containers I POLICY: . FS0011 As of June 26, 2009 plastic portable fuel containers will not be used. The only containers that will be allowed for use in the function of Town tasks will be compliant, type I or type II safety cans made of galvanized metal with self closing leak proof lids and flame arrester. I SCOPE: All Town OfTillsonburg functions that require the use of portable fuel containers in the course of carrying out the day to day tasks of the Town. I OBJECTIVE: I To improve the safety in the handling, storing, transporting and dispensing of fuel when portable containers of 19 liters or less are used. PROCEDURE: Bring all portable plastic fuel containers owned by the Town to Fleet Services for replacement during the week of June 22 to June 26. Created on 7129/2009 9:31:00 AM H:\Fieet-TH\Fuel Can Policy. doc n () I PROCESS: Town of Tillson burg Fleet Services-Fleet Services Policy I POLICY: FS012 All maintenance, repairs, adjustments, purchases must be pre-approved by the Fleet Manager. I SCOPE: This Is an internal process for the Town of Tlllsonburg Fleet Services Department. I OBJECTIVE: I This policy is put in place to control cost, duplication, equipment down-time and scheduling of services provided by the Fleet Services Department. PROCEDURE: Before any maintenance, repairs, adjustments or purchases are made, the Fleet Manager must be informed and approve of the work being completed. Created on 7/28/2009 10:37:00 AM H:\Fieet-TH\Fieet Services Policy. doc n C) ( ) "-~ I PROCESS: Town of Tillson burg Fleet Services-Hybrid Vehicle Policy I POLICY: FS0013 Due to the complex nature of Hybrid vehicles and the dangers associated with high electrical voltages, mechanical staff will not be allowed to service, adjust, access or test any hybrid vehicle until fully trained at the OEM level. I SCOPE: This Is an internal process for the Town of Tillson burg Fleet Services Department. I OBJECTIVE: I This policy is put in place for the safety of the mechanical staff as well as to mirror the safe operating guidelines of the vehicle. PROCEDURE: Any Hybrid Vehicle in the Fleet that is experiencing trouble codes or a warning indicator light, that the mechanical staff have not been trained on will be removed from service and sent to the OEM for servicing. NO EXCEPTION. C) () I PROCESS: I POLICY: . FS0014 Town of Tillsonburg Fleet Services-Fleet Services Polley Cutting, welding and hot work operating policy I SCOPE: This is an internal process for the Town of Tillsonburg Fleet Services Department. I OBJECTIVE: I This policy is to promote an awareness of hazards associated with hot work. It is inherent that the scope of work in the Fleet Services Department shall include fabrication and repairs requiring the use of welders, torches and grinders and as such, every reasonable precaution shall be taken to prevent accidents and damage as a result of these activities. PROCEDURE: 1.01 1.02 1.03 1.04 Implement and follow all conditions and precautions listed in this policy. Assign a responsible person to watch for dangerous sparks in the area above and below. Assign a fire watch to be present at all times including any coffee or lunch breaks for sixty (60) minutes after any hot work has been completed. Remove any combustibles at least 11 meters from hot work operations when possible. If combustibles cannot be moved, they must be protected by metal guards or with a flameproof blanket. 1.05 Wall or floor openings within 11 meters should be covered or protected by a flameproof blanket(s) when possible. 1.06 Hot work on or in vessels containing flammable or combustible materials, including residuals is prohibited until it is completely cleaned and purged or inert. 1.07 Hot work is prohibited until the surrounding floors have been cleared of debris and, if combustible, the area must be wet down. 1.08 Gas cylinders must be secured, and protective caps on cylinders not in use, are to be replaced. 1.09 Ground clamps must be carefully connected when using electrical arc welding equipment. Connect the ground clamp as close as possible to the work so it can be observed carefully. 1.1 0 Use portable stands to elevate welding hose or cable off floor areas. 1.11 Cutting torches, welding equipment shall be checked for wear, defective parts and any other safety hazards on a regular basis. 0 ( \ \j I PROCESS: Town of Tillson burg Fleet Services -Scheduling of Repairs and Requests I POLICY: FS015 Procedures for scheduling repairs, maintenance requests, supplies and equipment requests directed to the Fleet Services Department. I SCOPE: This is an internal and external process for all Town of Tillsonburg Departments. I OBJECTIVE: I This policy is put in place to effectively communicate with all external departments and reduce the equipment down-time and duplication. PROCEDURE: All equipment repairs/requests from external departments must be made using ACR. Once the ACR case is received by the Fleet Assistant or Fleet Manager, a work order will be created using the Shop Key Program and scheduled in with one of the Fleet Mechanics. A confimnation email with details of the scheduled repair will be forwarded to the sender of the ACR. If the repair request is noted on a Daily Driver's Inspection report then a Work Order will be created in Shopkey and scheduled in with a mechanic. All communication must be made to the Fleet Assistant or Fleet Manager when the Assistant is not available. NO contact will be made directly with the Mechanics. NO work will be completed without a Work Order. All employees, suppliers, residents must use the front door when entering the building. If someone does approach the bay doors at the back of the building they will be re-directed to the front entrance. If the Fleet Assistant is not at the front a notice will be posted at the front counter to see the Fleet Manager at the back.