21.02 - Fleet Management - Policy and Procedure

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 1 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 1 POLICY 1.01 The efficiency in managing a fleet of vehicles can be measured directly by the ability to control losses. It is essential that all vehicles be operated using the highest ethical standards always promoting a positive image of Community Living Chatham-Kent. 1.02 The personal health and safety of each driver, the passengers, and the safety of the public are of primary importance. Accident prevention must be the first order of business when using an agency vehicle and must take precedence over expediency and shortcuts. It is the expectation that all drivers shall operate agency vehicles in accordance with the law and fleet management program. You must have care and control of the vehicle at all times and operate a vehicle only when it is safe to do so. Agency vehicles may only be used to conduct business operations associated with Community Living Chatham-Kent. Under no circumstances may an agency-owned vehicle be used for personal convenience or to conduct private business. 2 PURPOSE Community Living Chatham-Kent has a significant investment in the number of agency-owned vehicles 2.01 a) To provide information that promotes important elements of a successful fleet management program. b) To ensure compliance with safety regulations, reduce the possibility of vehicle and personal accidents, lower repair costs, extend vehicle life expectancy, and maintain or reduce insurance premiums. c) To outline employee accountabilities with respect to agency vehicles. 3 SCOPE 3.01 This Statement of Policy and Procedure applies to all employees engaged in vehicle operation. 4 RESPONSIBILITY 4.01 It is the responsibility of the manager to ensure the fleet policy is reviewed with all employees. Program PolicyPro – Fleet Management 21.02-1.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 2 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 5 DEFINITIONS 5.01 "Agency vehicles" are vehicles that are owned by Community Living Chatham-Kent. 5.02 "Fleet" means two or more vehicles. 5.03 "Agency" refers to Community Living Chatham-Kent. 5.04 "Collision Reporting Centres" are police facilities created to assist motorists in reporting motor vehicle accidents. At the reporting centre you will be assisted in completing a police report, and damage to the vehicle will be photographed. Collision Reporting Centres are currently available in a number of jurisdictions across the province. Visit: www.accsupport.com or call: (416) 745-3301 to locate the Collision Reporting Centre nearest to you. 5.05 "Q-Straints" are safety straps used to secure wheelchairs to the floor of vehicles. 6 REFERENCES AND RELATED STATEMENTS OF POLICY AND PROCEDURE 6.1 Community Living Chatham-Kent Vehicle Binders 6.2 Community Living Chatham-Kent Health and Safety Procedure Manual 6.3 Criminal Reference Checks Statement of Policy and Procedure (11.24) 7 PROCEDURES 7.01 Use of Agency Vehicles by Third Parties At the discretion of the Director, families and service clubs may use the vehicles to support people who choose to be associated with Community Living Chatham-Kent. In this case, a "Use of Agency-owned Vehicle" form is completed. 7.02 Vehicle and Driver Authorization Authority to drive an Agency vehicle is restricted to employees who, a) Possess a valid Ontario Driver's License. (G2, G) b) Have an acceptable driver's , done at time of hiring and randomly for existing employees. c) Are 18 years of age or older. d) Have annually completed a "Vehicle Operation Requirements Confirmation of Valid Ontario Driver's License and/or Auto Insurance" form. Program PolicyPro – Fleet Management 21.02-2.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 3 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 This form is stored in the e-learning system. It is the driver's responsibility to notify their immediate manager of any changes or updates in their driving record. 7.03 Revocation of Driving Privileges All traffic citations issued to the driver in an agency-owned vehicle must be reported to the immediate manager. An employee is not permitted to drive an agency-owned vehicle or their personal vehicle on agency business if, a) Convicted of a traffic offence and/or has lost 5 or more demerit points. b) Convicted for driving while impaired within the last two (2) years. c) Convicted for causing death by a vehicle, hit and run, racing, careless and reckless driving, speeding tickets of 40 kilometres or more over the maximum speed limit, or other major offenses. d) Convicted of failing to stop, or remain at the scene of an accident. e) Convicted of committing criminal negligence in the operation and use of a motor vehicle. f) Convicted of reckless/careless driving. g) Convicted of racing or stunt driving. h) Convicted of driving without due care or attention. i) Convicted of fleeing a police officer. j) Convicted of failing to report an accident. k) Convicted of other traffic violations, at the discretion of the Director. l) The employee has had one or more accidents of any nature involving an agency vehicle. This shall be evaluated at the discretion of the Director. m) The employee has a temporary license suspension. n) The manager believes the employee's driving is unsafe or may endanger themselves or others. o) The employee has failed to follow the Fleet Management Statement of Policy and Procedure. Failure to comply may result in disciplinary action up to and including dismissal. Driving privileges shall be returned in accordance with the demerit point system or at the discretion of the Director. 7.04 Rules of Conduct It is essential that all drivers convey a positive professional image and drive courteously. Compliance with vehicle use policies and procedures is required of all drivers and passengers. Program PolicyPro – Fleet Management 21.02-3.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 4 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 Drivers and passengers shall comply with Ontario laws. a) Seat belts and/or Q-Straints must be used at all times. b) Drivers are personally responsible for the costs of all traffic citations, parking tickets and fines, etc. c) No reckless driving or speeding. d) A vehicle is not to be operated under the influence of any illegal drugs/alcohol, during the use of a cell phone, when impaired by fatigue, or other condition which impedes the safe operation of a vehicle. Drivers who feel their driving abilities may be impaired must cease operation of the vehicle immediately. Employees who believe another employee is impaired have a duty to prevent that person from driving an agency vehicle. e) Smoking in or near an agency vehicle is prohibited. f) No transporting hitch hikers. g) No traveling on unsafe roads or in areas where one may become lost making rescue assistance difficult. h) No personal use such as deliveries or picking up of goods. i) No using the vehicle for any purpose that may cause damage. j) Vehicles shall not be driven in parking garages or drive thru's, under any circumstances. 7.05 Vehicle Use Procedures When using any agency vehicle employees shall, a) Become thoroughly familiar with the vehicle, the Fleet Policies/Procedures, the owner's manual and the binder assembled for each vehicle. b) Review and complete all aspects of the job hazard analysis. c) Take an initial drive with an unfamiliar vehicle. d) Obtain the keys, vehicle binder and cell phone. e) Complete the walk around vehicle checklist before and after use. Report any damages, scratches and dents to Manager. f) Complete the mileage sheet. g) Be aware of height restrictions. h) Return the vehicle with at least a one-half tank of gas. i) Fill in ending mileage. j) Return keys, vehicle binder, and cell phone and advise if there are any concerns with vehicle. k) Ensure interior and exterior are clean. Program PolicyPro – Fleet Management 21.02-4.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 5 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 7.06 Accident Reporting Accidents are to be reported promptly as follows. a) A verbal report to the immediate manager. b) A written report should follow, using the Vehicle Accident Investigation Report (VAIR). 7.07 What to do After an Auto Accident a) Stop, remain calm. b) Call 911/police for incident minor in nature. c) Call immediate manager or on-call manager. d) If it is safe to do so, move your vehicle to the side of the road, out of traffic. If your vehicle cannot be driven, turn on your hazard lights or use cones, warning triangles or flares, as appropriate. e) Parent's/guardian's of the people supported are to be notified in a timely manner. f) Use the emergency road side assistance program provided in the vehicle binder. Remember a) Do not argue with other drivers and passengers, speak only to the police. b) Do not voluntarily assume liability or take responsibility, sign statements regarding fault, or promise to pay for damage at the scene of the accident. 7.08 Vehicle Security Security of agency vehicles and their contents is the responsibility of the operator. Vehicles left unattended must have the key removed from the ignition, the windows closed and the vehicle locked. 7.09 Travel Outside of Canada a) Anyone planning to travel outside the province of Ontario must have the approval of the Director. b) Trips outside of the Municipality of Chatham-Kent are to have the approval of the immediate manager. 7.10 Vehicle Fuel Policies and Fuel Card Uses Program PolicyPro – Fleet Management 21.02-5.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 6 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 Employees are to use the current fuel card system a) Only fuel and windshield washer fluid may be purchased using the cards. b) In cases where no approved service station is available, petty cash may be used or the employee may make payment and the manager shall reimburse using petty cash. c) Receipts for purchases are to be obtained, coded with the assigned vehicle account and forwarded to the administration office for accounting purposes. A reason must be forwarded to the manager for missing receipts. 7.11 Vehicle Reservations a) Each location is to keep a reservation book which logs the date, times of use, and the name and location of the person booking the vehicle. b) A location may not deny the use of a vehicle without a valid reason. c) It is the responsibility of the person or designate to cancel the reservation in the event the vehicle is not needed. Exceptions: Medical appointments have precedence over leisure activities. People who use wheelchairs have precedence over ambulatory people using wheelchair accessible vehicles. 7.12 Mileage Expenses a) The operator of the vehicle is required to keep track of all mileage and reason for use on the mileage sheet located in the vehicle binder. b) At the end of the month all personal mileage is calculated and sent to the administration office with payment. 7.13 Repairs, Preventative Maintenance, Safeties and Recalls It is the responsibility of the Facilities Manager to ensure that all preventative maintenance, vehicle recalls, and safeties are performed on schedule, have all vehicles serviced in a timely manner and monitor the condition of the vehicles. a) Each vehicle receives an annual or semi-annual safety (as applicable). b) Safeties are scheduled by the Facilities Manager and records of same are kept in the vehicle file. Preventative Maintenance Program PolicyPro – Fleet Management 21.02-6.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 7 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 a) Locations shall monitor the vehicle mileage using a mileage sheet and upon completion of the monthly workplace inspection report. b) Vehicle services must be completed at intervals as stated by the manufacturer of the vehicle. c) Once maintenance is identified the manager shall contact the Facilities Manager. d) All paperwork left at the location is to be forwarded to the Facilities Manager for processing. A record of the service is kept in the vehicle file. Repairs a) The manager is to contact the Facilities Manager to arrange repairs. b) No employee is to drive a vehicle they believe is unsafe. 7.14 Cleaning / Detailing of Vehicles The location is responsible for the day-to-day cleaning of the vehicle. Vehicles shall be detailed professionally as required. 7.15 Vehicle Equipment/Supplies The following supplies are to be kept in the vehicle in the event of an emergency. The supplies shall be checked when the monthly workplace inspection is completed. a) Cell phone with vehicle charger in some vehicles (used for emergencies only) b) Fire Extinguisher in some vehicles c) Stocked first aid kit d) Blankets e) Three pylons in vehicles with lifts f) Flares or reflectors g) Flashlight h) Kitty litter i) Seat belt cutter j) Extra windshield washer fluid k) Snow brush l) All factory installed emergency equipment m) Owner's manual n) Location specific supplies (e.g., step stool, maps, knee pads etc.) o) Windshield/glass breaker Program PolicyPro – Fleet Management 21.02-7.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 8 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 7.16 Accessible Parking Permits The Ministry of Transportation issues accessible parking permits to companies or non-profit organizations. The Facilities Manager is responsible to apply for accessible parking permits and maintains records in accordance to the MTO requirements. In order to use the accessible parking permit a person in the vehicle must be recognized by their physician as having one or more of the following conditions. a) Cannot walk without assistance of another person or a brace, cane, crutch, a lower limb prosthetic device or similar assistive device, or who requires the assistance of a wheelchair. b) Suffers from lung disease to such an extent that forced expiratory volume in one second is less than one litre. c) Portable oxygen is a medical necessity. d) Cardiovascular disease impairment classified as Class III or Class IV to standards accepted by the American Heart Association or Class III or IV according to the Canadian Cardiovascular Standard. e) Severely limited in the ability to walk due to an arthritic, neurological, musculoskeletal or orthopaedic condition. f) Visual acuity is 20/200 or poorer in the better eye with or without corrective lenses or whose greatest diameter of the field of vision in both eyes is 20 degrees or less. g) Condition(s) or functional impairment that severely limits his or her mobility. Misuse of the permit shall result in fines ranging from $300 to $5,000 and suspension of accessible parking permits. Additionally, the Minister of Transportation may cancel or refuse to issue future accessible parking permits or replace existing permits if it is misused. An employee caught using the permit for reasons other than outlined is responsible for payments of any fines. If the location permit has been lost or stolen, the location manager must have a Replacement Declaration (SR-LV-040) completed by the local police department. This declaration shall be forwarded to the Facilities Manager who shall provide this information to Service Ontario, along with the application for a replacement permit. Program PolicyPro – Fleet Management 21.02-8.

[Audio] STATEMENT of POLICY and PROCEDURE Manual: Program, Finance, Board PP No.: PRG 21.02 Section: Staffing and Operations Issued: June 08, 2009 Subject: FLEET MANAGEMENT Replaces: Oct 12, 2021 Page: 9 of 9 All Manual Holders Issue to: Procedure Revised: Issued by: Board of Directors Dated: Sep 24, 2024 7.17 Use of Personal Vehicle Employees are required at time of hiring and annually thereafter to review and complete a Confirmation of Ontario Driver's Licence/3rd Party Liability Form. 8 ATTACHMENTS Attachment A – Confirmation of Ontario Driver's Licence/3rd Party Liability Attachment B – Use of Agency-Owned Vehicle Attachment C – Vehicle Expenses Attachment D – Vehicle Accident Investigation Report (VAIR) Program PolicyPro – Fleet Management 21.02-9.