Effective: June 1, 2004
Responsibility: Vice-President and Chief Financial Officer
The purpose of this policy is to ensure that CBC/Radio-Canada vehicles are effectively and efficiently procured, maintained, used and disposed of and that they are operated safely.
- CBC/Radio-Canada will procure vehicles that meet the needs of the operations in the most efficient and economical manner.
- The acquisition of new vehicles to meet new needs must be justified as part of the overall project/program business case and/or feasibility study.
- Existing vehicles will generally be replaced in accordance with predefined criteria based on the age and mileage of the vehicle, which has been established to minimize the overall lifecycle cost. Exceptions, including emergency replacements, will be considered on a case-by-case basis.
- The type of vehicles to be purchased or leased must be selected from a pre-defined list of vehicles and from suppliers with whom CBC/Radio-Canada has negotiated preferred prices (Vehicle Selector).
- Vehicles will be maintained in a manner that meets or exceeds applicable federal and provincial regulations, and ensures that all fleet vehicles are reliable and safe to operate.
- All vehicles must be maintained on a regular basis, as specified in the approved Preventive Maintenance Schedule in Appendix A – Procedures and Guidelines.
- A designated fleet card is provided to all CBC/Radio-Canada drivers assigned a vehicle. The fleet card must be used for all fleet-related expenses, including: fuel, parts and services for the vehicle to which the card has been assigned.
- Vehicles are provided to CBC/Radio-Canada employees for business purposes only and are allocated in a manner that maximizes their utilization and operational effectiveness.
- Vehicle drivers must be in possession of a valid driver’s license of the class required by law for the vehicle they are operating.
- Vehicle drivers must obey all applicable laws and regulations regarding the operation of a vehicle and comply with all corporate policies, procedures and guidelines pertaining to the operating of CBC/Radio-Canada vehicles.
- Vehicles will generally be disposed in accordance with predefined criteria, through commercial auctions and/or the designated remarketing centre. Vehicles may not be offered for sale to CBC/Radio-Canada employees.
- Vehicles are to be operated in a safe and responsible manner at all times. All accidents and any conditions that may make the vehicle unsafe must be reported immediately. All vehicles must be equipped to deal with accidents and other vehicle related emergencies.
- Reports will be available to provide information on the effective management and use of vehicles; and, issues pertaining to non-compliance with this policy will be reported to the driver’s immediate supervisor.
- This policy was updated in July 2009
All questions pertaining to the interpretation or application of this policy should be referred to the Corporate Fleet Manager.
The Corporate Fleet Manager is responsible for the overall management of CBC/Radio-Canada’s fleet vehicles. The Corporate Fleet Manager shall:
- manage the Corporation’s strategic fleet management activities, including the development and monitoring of fleet policy, guidelines and procedures; planning; acquisition, usage; disposals, operating and maintenance; and activity reports;
- manage corporate fleet management service agreements; manage relationships as the Corporation’s sole representative; coordinate and oversee all supplier activities; measure and monitor supplier performance;
- implement corporate fleet management strategies, and play a coaching and advisory role to CBC/Radio-Canada vehicle drivers.
The Local Fleet Coordinators are responsible for coordinating all fleet vehicle related activities for their designated Region(s). The Local Fleet Coordinator shall:
- register their vehicles;
- maintain their vehicles in good mechanical condition;
- ensure that vehicles do not exceed legal dimensions (excluding load);
- repair defects noted during pre-departure inspections;
- ensure that preventive maintenance is performed;
- have vehicles undergo periodic mechanical inspections;
- define the vehicle requirements of local operations, according to established standards;
- ensure that all vehicle and driver files are complete and up to date;
- confirm in writing that he has read and understood the corporate policy and procedures and guidelines on fleet management and ensure they are adhered to;
- ensure that fleet users have received and understood the corporate fleet management policy.
The Operations Manager is accountable for day-to-day operational activities related to local CBC/Radio-Canada production and broadcasting facilities, including the use of CBC/Radio-Canada fleet vehicles, and is considered to be the operator of those vehicles. The Operations Manager should ensure:
- the competence (driver’s license) and proper conduct of the driver;
- the pre-departure inspection of the vehicle;
- compliance with the standards governing the use of the vehicle: vehicle load and size limits, driving time, load securing, dangerous substances, special permits, number of passengers, etc.;
- that subcontractors comply with the same standards;
- that drivers are enrolled in the various programs related to their function (drugs and alcohol, driver training, etc.);
- that driver files are kept up to date;
- that the vehicles assigned to their area are allocated in a manner that maximizes their utilization and operational effectiveness.
The vehicle drivers are CBC/Radio-Canada full-time, part-time, term or contract employees who may from time to time, or on a continual basis, be required to drive a CBC/Radio-Canada fleet vehicle. The driver shall:
- obey all applicable laws, regulations and corporate policies when using a vehicle;
- inform their supervisor of any mechanical defects in the vehicle used;
- have a valid driver’s license.