08.01.05 - Vehicle-Equipment Repair Maintenance
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 08 City Equipment POLICY NO.: 08.01.05 SECTION: 01 Fleet Maintenance Policy PAGE: 1 of 2 SUBJECT: 05 Vehicle-Equipment
Repair and Maintenance PURPOSE AND SCOPE: The purpose and scope of this policy is to establish positive control of all City Vehicles/Equipment operated by each user Department/Division.
This will insure that all concerned parties are aware of the status of their Vehicles/Equipment at all times and to avoid unauthorized downtime while limiting any misunderstandings between
Department/Divisions and Fleet Maintenance. RESPONSIBILITY: It shall be the responsibility of every operator to thoroughly complete a Vehicle/Equipment Repair Request form (copy attached)
and to notify the appropriate supervisory personnel in their Departmental Division. Please note that the operator is also responsible for providing a contact person other than themselves
when they are not readily available by phone to be contacted by Fleet Maintenance. PROCEDURES: Forms are available on the Share Drive under City Templates/Public Works. NON-EMERGENCY:
1) The Vehicle/Equipment is to be delivered to the Fleet Maintenance Shop at Public Works along with the completed Vehicle/Equipment Repair Request to the attention of the Service Writer.
At time of delivery the Service Writer may require additional information to clarify the problem with the vehicle/equipment and may give instructions as to where the vehicle/equipment
should be parked/placed or may request that the vehicle/equipment be returned to the Fleet Maintenance Shop at the later mutually agreeable date. Monthly notifications will be sent to
Departments/Divisions as for preventive maintenance service; it is the responsibility of the Departments/Divisions to disseminate the information to the operators/contact person. The
operator/contact person should contact the Fleet Maintenance Service Writer 1
2 (Ext. 6208) to schedule an appointment for service within five working days of receipt of the notification unless written notification is provided to the Service Writer by the Department
Director or their designee. It is the responsibility of the Departments/Divisions to make arrangements for alternate transportation when the vehicle/equipment is out of service, such
as, vehicle sharing, spare unit, etc. 2) All questions from the operator/contact person regarding the status of work performed or to be performed must be coordinated only through the
Service Writer in Fleet Maintenance. Operators shall not communicate with Fleet Mechanics about vehicle maintenance unless given approval to do so by Public Works Administration. 3)
Upon completion of the necessary work, the Service Writer will notify the operator and/or the contact person that the vehicle/equipment is ready to be picked up. EMERGENCY: 1) An operator
or contact person may contact the Fleet Maintenance Shop’s Service Writer either by phone or radio in cases of emergency. The Service Writer will coordinate emergency services and will
initiate the Vehicle/Emergency Repair Request. After-hours emergencies can be reported to the Dispatch Center of the Communications Department and the dispatchers will contact a tow
company to transport the vehicle/equipment to the Fleet Maintenance Shop; the Service Writer will follow up with the operator/contact person the following workday. At no time should
any vehicle/equipment be left unattended while awaiting tow service. EFFECTIVE: November 14, 1990 REVISED: March 5, 1991 REVISED: November 24, 2003 Kurt Bressner Kurt Bressner City Manager