Submit Quarterly Vehicle Inventory and Maintenance Reports

(City employees only)

According to Policy Memorandum No. 5(R), which outlines appropriate usages of City vehicles and equipment, Department Vehicle Coordinators are required to conduct quarterly inventory and maintenance reports on their department’s vehicles (take-home included) and equipment.  These reports should include:

1. Vehicle description (year, make, model and color)
2. License plate number (if applicable)
3. Vehicle identification number (VIN)
4. City asset number
5. Name of the employee assigned to the vehicle, whether that employee is authorized for take-home use of the vehicle, and if so, the justification for the take-home assignment
6. Certification that the vehicle is decaled and marked in accordance with policy memo 5(R)
7. Certification that policy memo 5(R), the vehicle’s registration document and the City’s self-insurance letter are contained in the vehicle
8. Last seven digits of the fuel card assigned to the vehicle
9. General parking location of the vehicle
10. Quarter-end odometer reading
11. Schedule of preventative maintenance performed over the quarter, including the date of and mileage at the time of last service
12. General comments on the condition of the vehicle

These reports should cover all vehicles and equipment owned or leased by the City and/or under control of a City department and should be sent to the EMD Fleet Manager and EMD Fuel Services Administrator: shantrell.gilmorebowie@nola.govno later than the twentieth day of the first month of the next quarter.