01-03-2017 Council Packet - Laserfiche WebLink

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1 City of Lino Lakes Public Safety Department – Police Division Vehicle Replacement Policy 1. Purpose The purpose of this Vehicle Replacement Policy is to propose a vehicle replacement plan for the Police Division to follow, and to establish the specific vehicle needs and requirements of the City. This document may be modified or updated annually due to the changing needs of citizens or changes in the automotive industry. 2. Objectives The primary objectives of the City of Lino Lakes is to control the overall cost of operating and maintaining the fleet of vehicles, to maintain the vehicles in a manner that extend their useful life, to control the growth in size of the fleet, to standardize the composition of the fleet, and to accurately budget for maintenance replacement costs. All new purchases for vehicles are part of the budget cycle and are coordinated through the City Administrator for recommendation. 3. Acquisition The goal of the City’s acquisition practices is to obtain the lowest possible price and the highest possible quality for vehicles. Before preparation of the Police Capital Equipment Plan, the Public Safety Director will review the vehicle replacement schedule and appropriate maintenance and repair records with the Public Services Director and Mechanic and plan the acquisition of replacement vehicles. Any request for new vehicles that will increase the size of the fleet must be approved by the City Council. 4. Maintenance The goal of the Public Safety Department is to keep vehicles in sound operating condition. Accurate and complete vehicle maintenance records are a key tool for making management decisions. Preventative maintenance routines and intervals are based on local driving conditions and manufacturer’s recommendations of each type of vehicle. Preventative maintenance is the key to avoiding the repair or replacement of costly major vehicle components such as engines, transmissions, and drive trains. Appropriate records for each vehicle are maintenance logs, fuel usage logs, and cumulative costs of parts and labor. 5. Replacement It is the policy of the City of Lino Lakes to replace police vehicles after 60 months or 100,000 miles of use. However, vehicle maintenance costs are variable and distinct to each vehicle. The goal is to analyze the costs associated with a vehicle and to identify the point when each vehicle is reasonably depreciated but not yet incurring significant maintenance costs. Based on the vehicle records, it may be determined that a vehicle can be replaced later or may need to be