NLLS Policies

STATEMENT OF POLICY AND PROCEDURE

Section: NLLS Employee(s) | Chapter: Conditions of Employment | Page(s): 2

Subject: NLLS VEHICLES | Sec 1, 1R Appendix Q/S

Reviewed 2021/11/06 | Revised: 2021/11/27 | Effective: 2017/05/13

1. Overview

1. Northern Lights Library System (NLLS) has several vehicles which employees may be permitted or required to drive while performing their jobs, at the Company’s sole discretion. Employees must be eighteen (18) years of age or older to operate a NLLS vehicle.
2. All employees who operate a company vehicle must possess a minimum of a valid Class 5 GDL, Class 5 Alberta license, or other Canadian province/territory equivalent.
3. Any employee who may use a company vehicle must sign a driver abstract consent form. A NLLS company representative will request abstracts once a year.
4. Appendix S –Driver Abstract Consent form.
5. All new hires who will operate with less than five (5) years driving experience may be required to supply a five (5) year loss experience letter. This is a “Claims Experience Letter” requested from their insurance company.
6. Employees must notify NLLS immediately of any change in the status of their driver’s license or their insurability. Failure to do so may result in disciplinary measures, up to and including termination.

2. Usage

1. All Employee(s) must complete a vehicle tracking sheet with each use of a NLLS vehicle.
2. Employee(s) may start or end to the closer destination (headquarters or home) when using a NLLS vehicle outside of normal business hours.
3. NLLS vehicle usage must be approved by department manager or executive director with paper or electronic approval.
4. Vehicles must be signed out appropriately with each use.
5. The Executive Director’s use of NLLS vehicles is outlined by employment contract. Usage outside the employment contract must be approved by the Board Chair.
6. Employees are responsible for adhering to the rules of the road and for ensuring the vehicle is operated in a safe manner in accordance with local laws and regulations, including those related to speed limits and parking. Employees are personally responsible for any fines related to parking, speed, or other traffic infractions incurred while in control of the vehicle.

3. Rental for Personal Usage

1. Daily rates will be set annually and based on the lowest price of economy car rentals from rental companies at the Edmonton airport.
2. Employees may utilize an NLLS vehicle on a cost recovery basis for personal use, if:

1. They sign a personal use vehicle contract, and clearly indicate the date(s) of usage.
2. They obtain authorization from their Department Manager or Executive Director, and the vehicle is not booked for company business. Company business will always take precedence.
3. They are otherwise authorized to use a NLLS vehicle.
4. They return the vehicle with a full tank of gas at their own expense.
5. They return the vehicle at the same level of cleanliness as loaned.
6. They report any damage in a timely manner to the Operations and Finance Manager.
7. Vehicles damaged during personal use may result in future suspension of vehicle usage, and in cases of negligence or deliberate misuse, disciplinary measures, up to and including termination.
8. Damages to vehicles where an insurance claim is necessary may require the staff member to pay the insurance deductible.
9. Vehicles operated for personal use are subject to all other NLLS policies.

4. Fleet Replacement

1. NLLS may replace all fleet vehicles in accordance with the Fleet Replacement Chart in this policy.
2. NLLS may replace consultant vehicles at 150,000km or five (5) years whichever comes first.
3. NLLS may replace company delivery vehicles at 250,000km or three (3) years whichever comes first.
4. Based on available funding, vehicle reliability, and/or safety record, the vehicle’s replacement time may be extended or shortened.
5. NLLS administration shall consider environmental sustainability when purchasing new or replacement vehicles.
6. If trade in value is less than blue book value, then NLLS may opt to tender out vehicles or equipment for private sale.
7. NLLS will seek the highest return value on our vehicles by putting it out to public tender with a reserve bid. Reserve bid will be based on current fair market value. Unsuccessful tender will result in NLLS selling the vehicle through alternative means.