Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

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Vehicle Use Policy

Use of Commission Vehicles

The Hillsdale Housing Commission owns one or more vehicle(s) for the use of employees and Commissioners in the normal course of their duties.  The Executive Director or his or her designee must authorize use of vehicles owned by the Hillsdale Housing Commission.  Commission vehicles may not be available at all times.  While operating Commission-owned vehicles, drivers shall observe the Commission’s Travel Policy.

Acceptable Uses

Vehicles may only be used for official, authorized Commission business.  Acceptable use includes, but is not limited to:  

1. Snowplowing on Commission property.
2. Purchasing and/or transporting Commission supplies.
3. Travel to and from meetings not held at a Commission-owned property.
4. Other types of business-related functions.

Acceptable Users

The Hillsdale Housing Commission reserves the right to restrict or deny driving privileges to any employee or Commissioner.  Employees and Commissioners must read, agree to abide by, and sign this policy prior to authorization to drive any Commission-owned vehicle.  The Executive Director or his or her designee shall witness the signature as final authorization.  

The only authorized drivers of Commission-owned vehicles shall be active members of the Housing Commission and active employees.  Residents of the Commission’s housing programs shall not be allowed to drive Commission vehicles.  

The following restrictions shall be imposed on all drivers prior to authorizing use of Commission-owned vehicles:  

1. The driver shall be at least eighteen (18) years of age.
2. The driver shall have a valid Michigan driver’s license. 
3. It is the driver’s responsibility to keep all information up-to-date, including reporting to the Executive Director any moving violations or changes in driving status within five (5) days of the violation or change.  Failure to provide this information in a timely manner may result in disciplinary action up to and including termination of employment.
4. The driver shall have a driving record free from the following citations occurring within the previous twelve (12) months:

1. Any moving violation involving an accident if the driver has been found at fault.
2. Reckless driving.
3. Driving under the influence of alcohol or drugs or operating a motor vehicle while one’s ability to do so is impaired.
4. More than two (2) moving violations for exceeding the posted speed limit.

Vehicle Operations Standards

The following standards shall be applied to all drivers of Commission-owned vehicles:  

1. The driver shall observe all state and local traffic laws.
2. Drivers and occupants shall wear seat belts at all times.
3. Drivers must review weather conditions in advance of any trip.  Travel plans should allow for emergency stopovers and associated expenses due to inclement weather.
4. Drivers must slow the vehicle during inclement weather conditions.  Travel should not proceed during extreme weather conditions.
5. Drivers must take sufficient time before the trip begins to become familiar with the location of lights and windshield wiper controls and other switches on the instrument panel.  If the vehicle is equipped with cruise control, the driver must understand how to operate the cruise control under all circumstances.
6. The Driver is responsible for making sure that the vehicle is not overloaded.
7. The Driver shall determine that a spare tire is present and that the tire is properly secured.
8. Commission-owned vehicles are not designed to move residents nor resident-owned belongings.  In no circumstance may Commission-owned vehicles be used to move residents or their belongings in or out of any housing program which the Commission operates.
9. Personal use of a Commission-owned vehicle is prohibited.
10. Pets may not be transported in a Commission-owned vehicle, with the exception of service animals accompanying passengers on official business.
11. Except as otherwise specified and authorized, Commission vehicles are to be retained in the Hilltop Apartments employee parking lot.
12. It is the responsibility of the employee or Commissioner to whom the vehicle has been entrusted to ensure appropriate behavior in the vehicle at all times.
13. Any equipment, luggage, etc., that is carried in or on Commission-owned vehicles shall be properly secured in a safe manner.
14. Any mechanical problems incurred during the operation of the vehicle, i.e. windshield wipers, headlights, or other mechanical difficulties, shall be reported to the Executive Director or his or her designee.
15. Commission-owned vehicles shall be returned with the interior clean of debris and/or trash.

Insurance and Driver Liability

The Hillsdale Housing Commission carries automobile insurance which covers authorized drivers and passengers when involved in an accident.  If the driver is found at fault in an accident, he/she may lose driving privileges.  Individual drivers are responsible for paying for any citations as a result of moving violations.

Waiver of Policy

Any special circumstance requiring deviation from this policy must be requested and approved by the Executive Director or designee prior to deviation.  

I hereby assert that I have read and understand this Vehicle Use Policy and agree to abide by its contents.  

 Adopted at regular meeting 02/07/2002