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 CITY COUNCIL AGENDA ITEM NO. 05



Meeting Date: March 25, 2003

Subject/Title: Approve a Resolution amending the City Vehicle Operating Procedure, Policy 10-9.

Submitted by: Paul Zolfarelli, Director of Public Works

Approved by: John Stevenson, City Manager


RECOMMENDATION 
Approve a Resolution amending the City Vehicle Operating Procedure, Policy 10-9.

PREVIOUS ACTION
Council previously approved the Policy and Procedures for the use of all City vehicles, Policy 10-9, on September 11th 2001 under Resolution 2359. A copy of this resolution is attached.

BACKGROUND
Council recently requested that a policy be developed to ensure that the procurement of vehicles was being handled efficiently and legally. Staff believed that all laws and requirements were being met but determined the policies and procedures were due for modification.

DISCUSSION
Staff is confident that Policy 10-7 pertaining to Purchasing ensures that all legal requirements are being met when new and replacement vehicles are purchased. It was determined that Policy 10-9 dealing with the use of City vehicles was in need of revision. The existing policy did not ensure that vehicles were specified consistently. The revisions recommended here include establishing a Vehicle Fleet Committee to review requests for all vehicle purchases. Additionally, the policy spells out acceptable life spans for all vehicles. The policy also incorporates a Vehicle Replacement Evaluation Form that must be completed prior to the request for a vehicle replacement. The attached revised Policy 10-9 clarifies vehicle use and replacement while strengthening the language for use of a City owned vehicle.

FISCAL IMPACT
There is no direct fiscal increase associated with the revision of this policy. 

Attachments:
• Resolution
• Resolution No. 2359
• Policy 10-9

RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AMENDED POLICY 10-9, CITY VEHICLE OPERATING PROCEDURE.

WHEREAS, City Council previously approved the City Vehicle Operating Procedure, Policy 10-9, on September 11th 2001 under Resolution 2359 ; and

WHEREAS, revised policy clarifies vehicle use and replacement while strengthening the language for use of a City owned vehicle; and

WHEREAS, revised policy recommends that a Vehicle Fleet Committee be established to review requests for all vehicle purchases; and

WHEREAS, revised policy spells out acceptable life spans for all vehicles; and

WHEREAS, revised policy incorporates a Vehicle Replacement Evaluation Form that must be completed prior to a request for vehicle replacement.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, approve the amended City Vehicle Operating Procedure, Policy 10-9.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 25th day of March 2003 by the following vote:

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