Administrative Procedure 570

Fleet Management

Background

The Administrative Procedure establishes procedures for departments and schools for fleet management and applies to all fleet management vehicles.

Procedures

  1. Replacement of Vehicles
    1. Each Supervisor/Principal is responsible for planning the replacement of vehicles within their department/school.
    2. The basic criterion for the useful life of a vehicle is a minimum of 180,000 kilometers, unless there are extenuating circumstances.
    3. Capital reserves for each department are to be reviewed each year. Each year all vehicles’ anticipated life span shall be reviewed and an amount budgeted for the replacement of each vehicle based on its life span and replacement value. The net proceeds of vehicles disposed of will be credited to each department/school and can be used to help offset replacement budget requirements.
    4. Prior to replacement of vehicles approval of the Associate Superintendent, Business and Finance is required.
  2. Maintenance of Vehicles
    1. Each Supervisor/Principal is responsible to properly maintain and service vehicles assigned to their department/school.
    2. Items costing less than $1000 are to be purchased by Supervisors/Principals utilizing their purchasing cards.
  3. Fuel
    1. Cost of fuel is the responsibility of each department/school.
  4. Licensing
    1. Licensing is coordinated centrally by the Associate Superintendent, Business and Finance, and charged to the appropriate department/school.
  5. Insurance
    1. Coordination is provided by the Associate Superintendent, Business and Finance and charged to each department/school.
    2. Claims are to be submitted by the Supervisor/Principal the day of an accident if possible or at the very least the next business day, to the Associate Superintendent, Business and Finance who in turn will report the accident to the District’s insurer. Submission of claims is the responsibility of the Supervisor/Principal.
    3. Claim deductible is the responsibility of the Supervisor/Principal making the claim.
  6. School Owned Vehicles
    1. The Transportation Supervisor is to ensure compliance with Provincial Operating Authority requirements.
    2. Principals are to obtain and submit to the Transportation Supervisor drivers’ abstracts and licenses and logs.
    3. Principals are to obtain and submit to the Acssociate Superintendent of Business & Finance, the annual inspection report for all District vehicles.

Adopted:

September 21, 2016

Amended:

 

Reference:

Section 60(1)b(i), 61(1), 113(4) School Act

Traffic Safety Act (Revised Statutes of Alberta 2000)

Traffic Safety (Distracted Driving Demerit) Amendment Act, 2014 (Statutes of Alberta, 2015)

School Bus Operation Regulation

Student Transportation Regulation 250/98 (Amended A.R. 197/2000)

Canadian Standards Association