# Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy

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URL: https://www.frixlaw.com/law-library/documents/tribal%3Aconfederated_colville%3A710b49db490b7c0d

## Record

- **Collection:** Tribal code
- **Document type:** Tribal code

## Text

Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy

CTCR Vehicle & Fleet Policy Revised 5/15/2014 – Resolution 2014-272

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
Overview
Certain privileges are given to an authorized driver of the Tribes’ vehicles. He/she assumes the duty of
obeying all motor vehicle laws, maintaining the vehicle properly at all time and following the policies
and procedures outlined in the Vehicle Policy Guidelines.
Vehicle Policy Guidelines
The Colville Tribes’ Vehicle Policy has been established to help ensure the safety of the drivers, vehicles,
general public, and property. It informs you, the driver, what is expected to maintain safe vehicle
operation. Anyone operating a motor vehicle in performance of duties in support of the Tribe must
comply with the requirements of this policy. Managers will be responsible for ensuring that Personnel
comply with all requirements contained in this policy. Failure to adhere to the policy may be grounds
for disciplinary and or adverse action as outlined in the Employee Policy Manual.
The policy shall pertain to all Tribal and Tribal Enterprise Programs, including, CTFC, (Colville Tribal
Federal Corporation) and elected officials of the Colville Tribe who:
• Are authorized and/or assigned the use of a Tribal vehicle.
• Drive leased, commercial, and rental vehicles in course of job duties
• Drive their personal vehicle for the benefit of the Colville Tribe’s. Note: If you drive your
personal vehicle on Tribal business on a regular basis, you must provide a certificate of
insurance to the Colville Tribes, verifying a minimum personal automobile liability coverage limit
of $200,000 and written authorization from the Program Manager for which the employee
works. Under no circumstances will the Tribe be responsible for any damages to your vehicle
caused by an accident.
I.

LICENSING REQUIREMENTS

A MVR (Motor Vehicle Report) will be requested annually to verify employee eligibility. To be eligible to
drive any Tribal and/or GSA vehicle, leased, commercial, rental or privately owned vehicle on tribal
business, or hold any position which requires driving on a regular or specific project you must:
A. FOR QUALIFYING DRIVERS OF TRIBAL/GSA VEHICLES WITH GROSS WEIGHT OF 26,000 LBS
AND UNDER.
a. Possess a valid State drivers license for the class of vehicle to be operated
b. Meet the established MVR (Motor Vehicle Report) requirements.
B. FOR VEHICLES WITH GROSS VEHICLE WEIGHT 26,0000 LBS AND OVER, IN ADDTIION TO I-A,
THE FOLLOWING WILL APPLY:
a. Driver Qualification and Identification Certificate
b. Medical Examiner’s Certificate
c. Certificate of Driver’s Road Test
d. Certificate of Written Examination, Questions & Answers
e. Driver Data Sheet (from Driver Qualification File)

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
II. OBTAINING AND EVALUATING MOTOR VEHICLE REPORTS (MVR)
Note: MVR’s are processed by the Colville Confederated Tribes, are considered confidential information
and should not be discussed with others without a signed release and a specific reason.
A. Driver’s Responsibility
a. Drivers are responsible for immediately notifying their direct supervisor and/or
program manger of all Major Moving Violations and All Accidents.
b. An employee whose license is suspended or revoked during her/his employment
must notify his/her immediate supervisor within 5 (five) working days of the
suspension/revocation.
c. Drivers who do not report all major Moving Violations, Accidents immediately or
suspension/revoked license within 5 (five) working days will be subject to
disciplinary action as outlined in the Employee Policy Manual.
III. REMOVING AND REINSTATING DRIVER STATUS
Those drivers with unacceptable or borderline MVR’s will be ineligible to drive a Tribal Vehicle until the
time they have a valid license.
IV. ALCOHOL AND DRUGS
A. No employee who has consumed alcoholic beverages or illegal drugs will operate a tribal
vehicle, rental vehicle, or their own vehicle while on tribal business.
B. Alcoholic beverages are not permitted in tribal vehicles.
C. If you must take prescribed drugs or medication which may cause drowsiness, dizziness, or
impairment of normal functions you must notify your supervisor and a decision will be made
at that time regarding the driving of tribal vehicles or your own vehicle for tribal business
and your work schedule.
D. Refer to the Tribes’ adopted “Drug Policy”
V. ACCIDENTS/INCIDENTS
A. All accidents in Tribal vehicles whether owned, leased, rented or borrowed must be
reported immediately to the Tribal Police and the Property & Casualty Office, giving details
of the accident, to include but not limited to the following information:
a. The name, address, and phone numbers of those involved and of any witnesses.
b. All pertinent information the other vehicle(s) if any.
Note: At no time shall the employee admit fault until the Tribes review the
circumstances. In case of injury or death, notify the Executive Director
immediately by telephone at 1-888-881-7684 or (509) 634-2238.
B. When an accident occurs the driver should follow the instruction on the accident kit, Exhibit
1, found in the glove compartment of all vehicles.
a. All accidents must be called in immediately to Program Manager or other
designated individual and to Property & Casualty Insurance.
b. If an employee is responsible for the accident/incident, they will be immediately
accompanied by their Supervisor to complete a post accident UA, (if the employee
tests positive for drugs or alcohol, then they will be subject to disciplinary action as
outlined in the Tribes Employee Policy Manual, (EPM).
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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
c. A claim must be filed for all accidents, whether the driver’s fault or not.
C. The driver must complete a Claim Form, Exhibit 2.
a. The person responsible for the fleet will review the accident with the driver and
make appropriate comments on page 2 of the form.
b. The supervisor’s comments may include a recommendation regarding
preventability.
c. The Safety Committee under Executive Session will review all accidents involving all
bodily injury or property damage, in accordance with Section IV, Alcohol and Drugs.
D. The Claim form is then forwarded to the Safety Committee for final action and
determination of preventability.
a. The driver is notified in writing of the outcome.
b. The driver’s file is documented.
c. If the accident was determined to be preventable and/or resulted in points on the
Driver record, a new MVR will be obtained to determine continued eligibility to
drive.
d. The completed reviews should be circulated to the Program for review and
information purposes.
VI. REVIEW COMMITTEE
A. The purpose of the Safety Committee (Tribe/CTFC/) is to determine the preventability of
accidents. It is imperative that the committee maintain consistency and fairness in all
situations.
B. If there is not functioning Safety Committee, a Review Committee will be established by
Tribal Administration.
C. No member of the Safety Review Committee will be allowed to participate in a review an
accident/incident in which they were involved.
D. Reviewing Procedures
a. All accidents/incidents involving bodily injury or property damage will be reported
monthly
b. If more than one employee was involved, each employee must be interviewed
separately.
c. Area of discussion/review:
i. Nature of the accident/incident
ii. Circumstances surrounding the accident/incident
iii. Determination: The committee will determine whether or not the accident
was preventable or non-preventable in accordance with the GUIDE FOR
DETERMINING PREVENTABILITY OF MOTOR VEHICLE ACCIDENTS, Exhibit 5.
The guide is based on National Safety Council Rules
iv. Findings will be reviewed with the employee.
E. The Program Manager and/or the employee’s direct supervisor are responsible for seeing
that the appropriate actions are taken and documented.
VII. VEHICLE INSPECTION AND MAINTENANCE
A. Driver Inspections
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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
a. “Walk around” inspections should be performed before each use of the
vehicle or equipment.
b. The inspections should be performed by the driver.
c. DRIVER’S VEHICLE CONDITION REPORT, Exhibit 3, should be used to
document the inspection.
d. Completed forms should be maintained in the vehicle for a period of one
month.
e. A copy must be turned into the Program Manager or other designated
individual who is responsible for making and documenting that the
necessary repairs are made.
B. Driver’s log
a. Should be kept in accordance with current DOT, State, and Tribal
requirements using Driver’s Mileage Log form, Exhibit 4.
C. Maintenance
a. Each Program/Entity is responsible for keeping maintenance files on each of
its Tribal/GSA vehicles.
b. Regular preventative maintenance should be performed in accordance with
the manufacturer’s recommendations or past usage experience.
c. All work performed must be documented using PREVENTATIVE
MAINTENANCE AND REPAIR RECORD, Exhibit 5, or equivalent.
d. In the event of an accident, the ability to document proper vehicle
maintenance can preclude allegations of negligence.
i. Records should be maintained by the Program Manager or other
designated individual who is responsible for ensuring that regular
maintenance is completed and documented.
ii. If outside vendors maintain records, a current set should also be
kept in Program records.
VIII. OPERATOR RULES
Violation of these rules will be subject to disciplinary and or adverse action as outlined in the Employee
Policy Manual under the Travel Policy.
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It is the Tribal policy that all Tribal vehicles must be driven in a safe and intelligent manner
at all times. Our vehicles are our most important working tools and must be treated as
such.
The safety of the equipment and vehicles must never be entrusted to who are not properly
licensed to drive that particular vehicle. All drivers are expected to have a valid State
Driver’s License and a safe driving record as reported by the Department of Motor Vehicles.
Where required by DOT regulations, drivers shall have a valid Commercial Driver License. At
no time will the use and control of the tribal vehicle be delegated to anyone who is not an
employee unless approved by the Executive Director.
Drivers are expected to know and comply with all motor vehicle laws. A current copy of
your State’s Driver’s Handbook should be available from the Safety Coordinator for
reference purposes.
Only employees, staff, or authorized clients are permitted in tribal vehicles.
Hitchhikers are not permitted.
Tribal vehicles are to be used for Tribal business only.

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You must obtain written vehicle authorization approval for after/before hours and
weekends or holidays before leaving. Members of your family, neighbors, or friends may
not operate the vehicle except in an emergency.
All speed limits must be observed and followed.
Safety belts will be worn at all times.
All traffic signals and signs will be obeyed.
Adequate following distances should be maintained with necessary braking distance kept in
mind.
Follow parking rules.
Employees receiving a traffic violation/citation while using a company vehicle will be
responsible for payment and liability of that citation/violation.
Smoking, Eating and drinking in vehicle are prohibited.
Unauthorized stops for personal use are prohibited.
Damages to a Tribal vehicle, interior or exterior, regardless of how minor must be reported
to the employee’s immediate supervisor.
Major accidents and those involving bodily injury are to be reported to the employee’s
immediate supervisor for investigation. Police reports should be made if necessary, as well
as driver exchange information. Procedures should be followed as outlined in the Tribal
Investigation Reporting Procedure.
All vehicle accidents and incidents will be fully investigated by the employee’s immediate
supervisor.
Drivers are responsible or inspecting their vehicles prior to use and reporting any
mechanical or physical problems to the program manager.
The Tribe maintains adequate vehicle insurance coverage. An insurance card and copy of
the vehicle registration is kept in each vehicle.
Personal property may be carried (when legal) in tribal vehicles. Such personal property
may not be attached to a tribal vehicle in any way that might damage the interior or the
exterior finish, (i.e., CB radio may not be attached to the dashboard, a cellular phone may
not be installed and an extra antenna may not be affixed to the body unless specifically
authorized by the Tribe).
There is no insurance provided for the personal property carried in a tribal vehicle.

23 Any equipment which is attached to or alters the performance of a tribal vehicle is not
allowed.
24 Tribal vehicles may not be used to tow personal trailers of any kind (unless specifically
authorized by the Executive Director).
25 To ensure a safe and timely delivery schedule, all vehicles must be kept in good repair.
26 Every vehicle must be equipped with the proper flares, reflectors, and a fire extinguisher to
be used in case of an emergency situation or breakdown. Drivers must be trained in proper
use of emergency equipment.
27 All tailgate lifts must be equipped with a safety bar or chains.
28 Tailgate lifts must be in good working order. When dollies are used on tailgate lifts, they
must be checked in a proper manner to ensure that they do not roll.
29 All trucks and trailers must be checked while loading and unloading to ensure that they
don’t roll when loading heavy dollies or during forklift operation.
30 Rear doors of trucks and trailers are to be inspected periodically to make sure latches are
rollers are working properly. Rear doors must be equipped with a padlock for both security
and safety transporting.
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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
31 Drivers will comply with all applicable DOT specification and standards, some of which
include: weight of vehicles, maximum length between axles, maximum overall length, and
height of vehicles.
32 Using a cell phone while operating a Tribal/GSA vehicle is prohibited
IX. VEHICLE USER ACKNOWLEDGMENT
A. Each Driver should receive a copy of the Tribal entity’s Vehicle Policy.
B. Have the employee sign the Vehicle User Information, Exhibit 6 and place the signed
form in the employee’s driver file.
X. Definitions
a. Employee: All permanent, part-time, temporary and seasonal employees where their
job description requires the position to drive as a part of their duties.
b. Motor Vehicle: A government or Tribal owned, rented or leased motor vehicle and/or
privately owned, rented or leased motor vehicle, with a gross vehicle weight (GVW) of
less than 26,000 pounds, designed to transport less than 15 people, and which does not
haul hazardous materials or tow vehicles with a GVW of 10,000 pounds or more (e.g.
sedans, light trucks, sports utility vehicles (SUVs) and all terrain vehicles, (ATVs).
c. Motor Vehicle Operator: An employee who drives a motor vehicle, including commercial
motor vehicles, in the performance of their duties and responsibilities.
d. Commercial Operator: An employee who operates a commercial vehicle and is required
to possess a Commercial Driver’s License (CDL).
e. Commercial Motor Vehicle: A vehicle having a GVW rating of more than 26,000 pounds,
a vehicle towing a trailer weighing 10,000 pounds or more, a vehicle hauling hazardous
material which requires display signs noting the hazardous material content of the
vehicle, a vehicle designed to transport 15 or more people including the driver, or a
school bus. Operators of these vehicles must have a valid CDL.

Fleet Management Services
Purpose
The purpose of Fleet Management Services (FMS) which is part of the Property & Casualty program is to
help allocate and track vehicles to make the most use of the available resources while maintaining
service to the organization as well as the Tribal Membership. The services which FMS provides are:
Purchase, replacement, maintenance, cost reports, and repair for the Colville Confederated Tribe.
PURCHASE
To purchase a vehicle here are the suggested steps to follow:
a. Know what type and specifics of a vehicle which will meet the need of your department.
b. Know what your budget is for the vehicle.
c. Send a requisition (exhibit 7) to Property & Casualty.

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
REPLACEMENT
When replacing a vehicle it is similar to purchasing a vehicle with these exceptions:
a. If the vehicle has residual value this should be known in the purchasing or leasing of a new
vehicle. Please use the Vehicle Insurance Request Form (exhibit 8).
b. Send the Property Survey Board form to FMS along with the information on the
replacement vehicle to update the insurance as well as the fleet inventory (exhibit 9).
MAINTENANCE
The process for maintenance of vehicle:
a. Follow manufacture maintenance schedule.
b. Report to FMS any issue regarding vehicle. (Accident, Service Engine Light, recall notice,
etc.)
c. Send in copy of Work Order/Request to FMS (exhibit 10).
d. It is expected the Inventory Specialist or Property Custodian will make the arrangements to
have preventive maintenance schedule and done with a report to FMS. If there is need of
major maintenance (driveline, engine, or electrical) FMS needs to be notified immediately.
e. Any accident occurs please follow the insurance policies and procedures and notify FMS.
COST REPORTS
Part of managing the vehicle is to have timely reports regarding the monthly, quarterly, and
annual cost. The reports will be generated based on GSA, credit card, and when available a
fleet management software. It is important to know where the vehicles are by locations in case
of emergency, security, and inventory purposes.
REPAIR
To obtain the most value out of the vehicle it is important to properly maintain the vehicle. In
maintenance this includes preventive maintenance (oil change, air filters, windshield wipers,
fluids, tire rotation, etc…), repair due to accidents, and repair due to mechanical failure.
Vehicles should be expected to last until they have been driven for 10 years according to AAA
2012 survey information. In ensuring longevity of the vehicles when reporting a repair here are
the steps:
a. Seek a local repair shop to provide the basic service (Jacksons, Les Schwab, Birds, etc…)
please send a copy of work order/repair to FMS.
b. If major repairs are necessary (this is usually more than $600.00) then a bids or quotes will
be needed as outlined in the Purchasing procedures. Please send copy of information to
FMS to help track vehicle history/use.

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
CHECK OUT OF VEHICLES FROM FLEET MANAGEMENT SERVICES
Location
Fleet Management Services (FMS) is located at the TOSHA building (14 Entiat Street) on the agency
campus. Fleet vehicles are held in a secured motor pool fenced area. The RESERVATION RENTAL RIGS
(Triple R) is the designation of the fleet motor pool.
Phone numbers and hours
The phone number to call on campus is (509) 634-2011. The service hours for RRR are 7:00 am till 2:00
pm to make reservation and check in is to before 4:00 pm Monday through Friday. All weekend and
after hours calls please contact the Property & Casualty Manager. After hours calls will be accepted
until 9:00 pm at (509) 631-4918.

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy

Exhibit 1 page 1

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Exhibit 1 page 2

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
Confederated Tribes of the Colville Reservation
FLEET VEHICLE Mileage Report
VEHICLE #

VEHICLE'S MILEAGE LOG
Date
(MM/DD/YY)

Odometer At
Start

Odometer At
End

TOTAL MILES:

Total Miles

Purpose of Trip

TOTAL COST
@ $______/mi

0

NAME:

DATE:

APPROVED:

DEPT:

$

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy

Confederated Tribes of the Colville Reservation
Vehicle Insurance Coverage Request Form
ADD

DELETE

Date:
PROGRAM/DEPARTMENT:
Please insure the following vehicle under the program vehicle inventory.
YEAR OF VEHICLE:
MAKE AND MODEL:
VEHICLE IDENTIFICATION NUMBER (VIN):
LICENSE PLATE NUMBER:
VALUE:
APPROXIMATE DATE FOR COVERAGE TO BEGIN:
TYPE OF COVERAGE (Select One):
FULL COVERAGE
LIABILITY ONLY
Please charge the following account for coverage:
Please charge the following account for license plates:
IF REPLACING A VEHICLE, DELETE THE FOLLOWING:
YEAR OF VEHICLE:
MAKE AND MODEL:
VEHICLE IDENTIFICATION NUMBER (VIN):

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy

Confederated Tribes of the Colville Reservation
Vehicle Authorization
Employee:

Date:

Position/Title:
Department/Program:
Vehicle Type:

License#:

Destination:
Purpose:
Normal Working Hours
Before/After Normal Working Hours
Weekends or Holidays
Hours – From:

To:

Program Manager

Date

Executive Director

Date

(AUTHORIZATION MUST BE WITH EMPLOYEE WHILE IN TRAVEL STATUS)

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Confederated Tribes of the Colville Reservation Vehicle & Fleet Policy
COLVILLE TRIBES SURVEY BOARD FORM

O
PROGRAM:
1.

Date:

DESCRIPTION OF ITEM:

Year / Make / Model:

2.

Serial Number:

Tribal ID No:

VIN Number:

Tribal Lic No:

Purchased Price:

Funding Source:

Depreciated Value:

Current Value:

SURVEY BOARD FINDINGS:
a.

Lost [ ]

Stolen [ ]

Misuse / Abuse [ ]

Disciplinary / Legal steps recommended: YES [ ] NO [ ]
If YES, specify:

3.

b.

[ ] Item no longer needed for program

c.

[ ] Item not economical to repair

d.

[ ] Normal life expectancy achieved

RECOMMENDED METHOD OF DISPOSAL:
a.

[ ] Trade In

b.

[ ] Auction

c.

[ ] Retain for spare parts / cannibalization

d.

[ ] Dispose of as scrap

e.

[ ] Turn into recycling

f.

[ ] Transfer to another Program:

PROGRAM MANAGER and Date

INVENTORY TECHNICIAN and Date

I. T. PERSONNEL and Date

RECYCLING PERSONEL and Date

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Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/tribal%3Aconfederated_colville%3A710b49db490b7c0d. Public record. Not legal advice.