The City of Baltimore is committed to workplace safety. As part of this commitment, it shall be the policy of the City to provide a smoke-free work environment for all employees, contractors, and visitors doing business on City premises. This policy is designed in compliance with the Maryland Clean Indoor Air Act, MD. CODE ANN., Health-General § 24-501-511 (2012) and the Baltimore City Health Code, Title 12, § 12-101-112. Smoking is strictly prohibited in any City-owned/leased buildings, including all indoor areas, partially enclosed area (such as the Benton Building), any areas open to the public, building entrances and lobbies, conference rooms, classrooms, private offices, reception areas, lounges, lunch and break rooms, lavatories, stairwells, hallways, elevators, loading docks, garages, and any other enclosed area. As part of this policy, smoking is prohibited within fifty [50] feet of the entrance or exit of a City-owned/leased building. This policy prohibits smoking in all Cityowned/leased vehicles, including all motorized equipment. Smoking is also prohibited in personal vehicles when transporting passengers on City business. Employees who choose to smoke during work hours must do so only during regularly scheduled breaks or meal periods. These employees must remain more than fifty [50] feet from a Cityowned/leased building entrance or exit. No additional breaks may be taken for the purpose of smoking. Employees who take unauthorized breaks for smoking or any other reason may be disciplined up to and including termination. This policy shall be in effect at all times, including before, during, and after work hours. This policy shall apply to all City employees and contractors whether full or part-time, probationary, seasonal, or temporary with the exception of police and fire personnel. Members of the Baltimore City Police and Fire Departments shall adhere to their departmental policies governing designated smoking areas. The No-Smoking Policy shall also apply to elected officials, their staff, and their visitors. Additionally, vendors, volunteers, and all other visitors are subject to this policy and must refrain from smoking while in City buildings and vehicles as noted in this policy. Employees Persons observing a violation of this policy should bring it to the attention of a supervisor. Violations may result in disciplinary action up to and including termination. Failure to comply with this policy by employees who drive City owned vehicles may result in suspension or revocation of the employee's City of Baltimore Driver Permit. Non-Employees Any vendor, volunteer, or other visitor who fails to comply will be advised of the policy and asked to immediately cease smoking. If compliance is not forthcoming, the visitor will be asked to leave the premises for the day or for some other specified period of time, as appropriate. Retaliation against individuals for reporting violations of this policy will not be tolerated and will serve as the basis for immediate disciplinary action up to including termination from employment. Concerns about retaliation should be promptly reported to an agency Human Resources representative or the agency’s EEO Office. The City of Baltimore would like to help all interested employees quit smoking. Information about smoking cessation is available through the City’s Employee Assistance Program (EAP). The EAP office can be reached at 410-396-1859. The Baltimore City Health Department (BCHD) also offers programs designed to help people stop smoking. BCHD can be reached at 410-396-4398. August 22, 2012 December 12, 2012

The series of Administrative Manual policies on City-owned vehicles communicates the City’s policies on the purchase, assignment, control, operation, and maintenance of all City vehicles and the responsibilities of all parties involved in these activities. The policies are approved by the Board of Estimates. The City’s vehicle policies have been divided into the following numbered policies and procedures: <cite data-path="§AM-501-2, Part I">AM-501-2, Part I</cite> Training Courses, Driver Permits, Authorizations and Licenses for City- Owned Vehicles <cite data-path="§AM-501-2, Part II">AM-501-2, Part II</cite> Commercial Driver License (CDL) <cite data-path="§AM-501-2-1">AM-501-2-1</cite> Obtaining a Driver Permit for City Owned Vehicles <cite data-path="§AM-501-2-2">AM-501-2-2</cite> Notification of City Vehicle Policy (form) <cite data-path="§AM-501-3">AM-501-3</cite> Mayor’s Motor Vehicle Freeze Committee (MMVFC) Assigned Vehicles <cite data-path="§AM-501-3-1">AM-501-3-1</cite> MMVFC Assigned Vehicles Purchase Request/Vehicle Assignment <cite data-path="§AM-501-6">AM-501-6</cite> Assigned Vehicles Maintenance/Repairs <cite data-path="§AM-501-8">AM-501-8</cite> Activity-Assigned Vehicles <cite data-path="§AM-501-8-1">AM-501-8-1</cite> Requesting Purchase of Activity-Assigned Vehicles <cite data-path="§AM-501-9">AM-501-9</cite> Motor Vehicle Rental <cite data-path="§AM-501-10">AM-501-10</cite> Motor Vehicle Accident <cite data-path="§AM-501-11">AM-501-11</cite> Vehicle Damage and Malfunction Other related policies include: <cite data-path="§AM-501-12">AM-501-12</cite> Use of Communications Devices Prohibited When Operating City Motor Vehicles or Driving Personal Vehicles on City Business <cite data-path="§AM-500-1">AM-500-1</cite> Smoke-Free Workplace <cite data-path="§AM-501-14">AM-501-14</cite> Seat Belt Use Motor vehicle-related forms are available online within the related policies and will no longer be warehouse-stocked items. Links are in policy numbers, <cite data-path="§AM-501-3">AM-501-3</cite>, 501-6, 501-8, 501-10 and 501-11, for the following forms: <ul> <li>Vehicle Assignment Request (#28-1408-5037)</li> <li>Vehicle Payroll Deduction Authorization (#28-1418-5008)</li> <li>Vehicle Maintenance Record (#28-1902-5032)</li> <li>Vehicle Use Record (#28-1908-5038)</li> <li>Motor Vehicle Accident (#28-1758-5026)</li> <li>Vehicle Damage Description (#28-1418-5079)</li> </ul> July 1, 2009 May 18, 2012

Except as otherwise stated, this Policy applies to all City employees (civil and non-civil service) who will operate a vehicle for and/or owned by the Mayor and City Council of Baltimore. This policy does not apply to employees of the Baltimore City Sherriff’s Office, or the Baltimore Police Department, who have received State certification for operating an emergency vehicle. Eligibility for a City of Baltimore Driver Permit/Authorization (CBDP/A) is contingent upon a City employee having a valid Maryland State driver's license with the appropriate license class code, (employees with licenses from another State not Maryland may be eligible if that State is proven to be their actual state of residency…i.e. commute between the state and City employment each day and evening of employee’s work day/shift), and meeting the requirements for such Permit/Authorization as outlined in this policy. A City employee who does not have a valid City of Baltimore Driver Permit will not be allowed to operate any type of City-owned vehicle. A CBDP/A may be suspended or revoked by the Department of Finance, Division of Occupational Safety (DOS), or the employee's agency head when circumstances warrant it. Failure to maintain (for any reason) a CBDP/A, may result in the immediate transfer, demotion, and/or termination of the affected employee. A current file of individuals who’s CBDP/As and/or State drivers' licenses have been suspended or revoked shall be maintained by DOS and at the agency level. Employees who have been approved for a CBDP/A, but reside in another state outside of Maryland must provide DOS with a certified copy of their State Driving Record every six (6) months, in January and July. Issuance and/or reinstatement of a CBDP/A, upon request of a City Agency shall be solely the discretion of DOS. Basic Driver Training The Basic Driver Training Course provides instruction in basic driving and safety techniques for the Mayor's Motor Vehicle Freeze Committee (MMVFC) and activity-assigned vehicles. DOS and/or their assigned representatives administer this course. DOS designs the course (which currently includes the National Safety Council’s Defensive Driving Course, vision examination, and other required elements. Although these may change in the future, all aspects of the course must be passed in order to attain or retain a City Driver’s Permit. A MMVFC/activity-assigned vehicle is defined as a car, station wagon, or truck with a 2,000 pound load capacity or less. (See <cite data-path="§AM-501-2, Part II">AM-501-2, Part II</cite>, Commercial Driver License (CDL) policy. Completing this course in full is a prerequisite for obtaining a CBDP/A. Blanket Exception for the Baltimore City Fire Department Upon meeting all of the aforementioned requirements, an employee of the Baltimore City Fire department must be at least 19 years of age with at least eighteen (18) months of licensed driving experience. Recertification Driver Training The Recertification Driver Training Course provides an update to the preceding Basic Driver Training Course in driving and safety techniques for the MMVFC and activity-assigned vehicles. DOS and/or their assigned representatives administer this course. This course is designed as an update to the Basis Driver Training Course and must be completed in full every three years to maintain an active and current CBDP/A. Requirement for Renewals of Basic and Recertification Training If an employee fails to renew his CBDP/A by participating/complying with the above referenced required training classes, the employee may be subject to the appropriate action which may include suspension of driving privileges by DOS and/or disciplinary action by agency for insubordination (up to and including termination). Please note that if it has been five (5) or more years since an employee has participated/complied with his/her Recertification Driving Training Course, the employee will be required to attend the Basic Driving Training Course again instead of the Recertification Course in order to receive CBDP/A. Special Purpose Vehicle Training The Special Purpose Vehicle Training Course is administered by each agency having personnel who are required to use special purpose vehicles. A special purpose vehicle is defined as any vehicle that requires anything other than a Class C license to operate. Prior to special purpose vehicle training, the agency must have an approved training course on file with DOS and special purpose instructors shall maintain and timely keep up to date any and all required and/or suggested credentials authorizing he/she to instruct. An agency head must notify DOS by memo within five (5) days after employees have completed the course. The memo should state those employees who have been qualified to operate a special purpose vehicle and the type of vehicle each is permitted to operate. DOS will issue the Special Purpose Vehicle Permit to each qualified employee. Basic Vehicle Permit Upon request of a City Agency for an employee to operate a City-owned MMVFC or activity-assigned vehicle, an employee must meet all of the below listed requirements. Upon meeting all of the requirements, an individual (must be a City employee not a contractual employee or volunteer) will be issued a City of Baltimore Driver Permit by DOS. A City of Baltimore Driver Permit is valid for three (3) years and is renewable only if the employee completes the Driver Recertification Training Course (every three (3) years) and continues to meet all of the following listed requirements. <ul> <li>Be at least 21 years of age with at least three (3) years of licensed driving experience.</li> <li>Possess a current and valid Maryland State driver's license (employees with licenses from another State outside of Maryland may be eligible if that State is proven to be their actual state of residency … i.e., commute between the state and City employment each day and evening of employee’s work day/shift), with the appropriate license class code.</li> <li>Have successfully completed the Basic Driver Training Course.</li> <li>Have reviewed and signed a NOTIFICATION OF CITY VEHICLE POLICY (<cite data-path="§AM-501-2-2">AM-501-2-2</cite>) provided by DOS.</li> </ul> As noted above, employees that have allowed his/her CBDP/A to lapse/expire for five (5) or more years, shall be required to take the BASIC course again in lieu of taking a Recertification course in order to regain their COB driving privileges. Special Purpose Vehicle Authorization In order to operate any type of City-owned special purpose vehicle an employee must meet all of the below listed requirements. Upon meeting all of the requirements, a Special Vehicle Permit will be issued by DOS indicating the type of special purpose vehicle he/she is authorized to operate. This authorization is valid for three (3) years and is renewable only if the employee successfully completes an additional Special Vehicle Training Course and continues to meet all of the following requirements. <ul> <li>Be at least 21 years of age.</li> <li>Possess a valid State driver's license with the appropriate license class code.</li> <li>Possess a current and valid City of Baltimore Driver Permit.</li> <li>Have successfully completed a Special Vehicle Training Course.</li> <li>Have reviewed and signed a NOTIFICATION OF CITY VEHICLE POLICY provided by DOS.</li> </ul> Exception to Age Requirement If an agency head finds it necessary for an employee under age 21 and/or with less than three (3) years of licensed driving experience to operate a City-owned vehicle on a basic or special vehicle permit, a memo detailing the reason(s) for the request should be forwarded to DOS. A certified copy of the employee's Motor Vehicle Administration driving record must be attached to the memo for evaluation. DOS will notify the agency head of the decision on a case-by-case basis. Any blanket exceptions need approval by the Board of Estimates. Suspension or revocation of an employee's City of Baltimore Driver Permit/Authorization by the employee's agency head must be reported by memo within three (3) workdays to the MMVFC and to DOS. The memo must cite the reason(s) for the suspension or revocation and specify actions taken to prevent recurrences. DOS may revoke or suspend an employee's CBDP/A even if the employee's agency head elects not to take such action. Further, an agency may request DOS to suspend or revoke an employee’s CBDP/A when warranted and agency shall provide documentation and/or communication memorializing that the request is warranted. This documentation shall be noted in the employee’s electronic driver’s file as well as in his/her hard file, both of which is maintained/housed at DOS. An employee's City of Baltimore Driver Permit/Authorization may be suspended or revoked for any of the following reasons, which include but are not limited to: <ul> <li>Driving any vehicle (City owned or privately owned) while under the influence of alcohol or drugs.</li> <li>Any violation to the Maryland State Driver’s Handbook or restriction placed on a State driver’s license (including but not limited to refusing a chemical test, interlock device restriction, even when employer vehicle exempted, if an alcohol related restriction code is on and/or added to our state license, etc…)</li> <li>Leaving the scene of an accident or failure to report an accident in accordance with <cite data-path="§AM-501-10">AM-501-10</cite>.</li> <li>Operating or ordering the operation of City-owned vehicle with the knowledge that the vehicle has safety deficiencies.</li> <li>Unsafe driving practices or persistent violation of safety rules. Negligence, misuse, and/or abuse of City-owned vehicle.</li> <li>Frequent accidents, i.e. more than two (2) accidents in a year.</li> <li>Failure to properly secure a City-owned vehicle, i.e. runaway vehicle.</li> <li>Suspension, revocation, or expiration of State driver's license.</li> <li>Failure to inform supervisor and DOS of the suspension, revocation, or expiration of State driver's license.</li> <li>Failure to pay traffic or parking fines for violations incurred while using a City-owned vehicle.</li> <li>Any points on State driving record.</li> <li>Failure to perform vehicle safety and operating checks.</li> <li>Using a City-owned vehicle (or privately owned vehicle while on duty for the City) for pleasure, to conduct personal business, and/or to transport passengers not engaged in official City business.</li> <li>Medical problems which may interfere with the safe operation of a City-owned vehicle, as determined by the City of Baltimore Occupational Medical Services (Mercy Clinic).</li> <li>Failure to inform supervisor and DOS of the medical problems which may interfere with the safe operation of a City-owned vehicle.</li> <li>Alteration/forgery of a CBDP/A by employee.</li> <li>Obtaining fuel while City driver permit is suspended.</li> <li>Use of personal communication devices (hand-held or hands-free) in accordance with <cite data-path="§AM-501-12">AM-501-12</cite>.</li> <li>Smoking in a City-owned vehicle in accordance with <cite data-path="§AM-500-1">AM-500-1</cite>.</li> <li>Failure to wear seat belts by anyone in the vehicle in accordance with <cite data-path="§AM-501-14">AM-501-14</cite></li> <li>Expiration and/or lapsing of CBDP/A permit and/or any other licenses required to fulfill employee’s job responsibilities;</li> <li>Failure to comply/show-up at scheduled medical appointments at City clinic that are scheduled by agency, DOS and/or any other agency in order to maintain relevant licenses to fulfill job responsibilities;</li> <li>Failure to comply/show up for random drug and/or alcohol random testing;</li> <li>By request of authorized personnel of employee’s City agency, and/or other authorized City personnel and/or authorized personnel and when warranted and documentation has been forwarded to DOS identifying why the suspension/revocation is warranted;</li> <li>Per recommendation and/or request by a professional within the City of Baltimore Employee Assistance Program;</li> <li>For out of State licensed approved drivers/employees of the City of Baltimore, if an updated Motor Vehicle Report is not provided to DOS every 6 months;</li> <li>Other reasons or circumstances which are deemed as unsafe operation of a City-owned vehicle by DOS or the department head.</li> </ul> The Law and Police Departments are also responsible for reporting any of the above instances within three (3) workdays to DOS. An employee must officially notify, either in person or in writing, his supervisor and DOS of the suspension, revocation, or expiration of his/her State driver's license within one (1) workday. Failure to notify as required may result in suspension of the employee from work. DOS and the agency head will periodically obtain and review the Maryland State driving record of each employee who possesses a City of Baltimore Driver Permit in order to monitor compliance with the Administrative Manual policy. Employers who have been approved for a CBDP/A but reside in another State outside of Maryland must provide DOS with a certified copy of their State Driving Record every six (6) months, in January and July. Appropriate action will be initiated as required for employees who are in violation of this policy. The appropriate action may include suspension of driving privileges by DOS and/or disciplinary action by agency for insubordination (up to and including termination). This policy applies to all City employees (Civil Service and non-Civil Service) who will operate Commercial Motor Vehicles (CMV) for and/or owned by the Mayor and City Council of Baltimore. The purpose of this policy is to outline the requirements for all Commercial Driver License (CDL) holders to maintain a City of Baltimore Driver Permit and the specifics of the physical examinations and testing procedures, according to the federal Department of Transportation (DOT) regulations. In order to operate a City-owned Mayor’s Motor Vehicle Freeze Committee (MMVFC) or activity-assigned vehicle, an employee must meet all of the requirements of <cite data-path="§AM-501-2, Part I">AM-501-2, Part I</cite>. Upon meeting all of the requirements, an employee will be issued a City of Baltimore Driver Permit by the Department of Finance, Division of Occupational Safety (DOS). In addition, all City drivers operating a CMV for and/or owned by the Mayor and City Council of Baltimore are subject to the provisions of the federal DOT regulations. The regulations require that all CDL holders be randomly tested for alcohol and drugs and successfully complete a physical examination every two (2) years, effective January 1, 1995. A City of Baltimore Driver Permit is valid for three (3) years and is renewable, only if the employee completes a Driver Re-certification Training Course and continues to meet all of the requirements of the Motor Vehicle policies in the Administrative Manual Section 501. Drivers are to notify their immediate supervisor of conditions that adversely change their driving status. A CMV, according to 49 CFR 382.107, means “a motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle: <ul> <li>has a gross combination weight rating of 26,001 or more pounds inclusive of a towed unit with a gross vehicle weight rating if more than 10,000 rounds; or</li> <li>has a gross vehicle weight rating of 26,001 or more pounds; or</li> <li>is designated to transport 16 or more passengers, including the driver; or</li> <li>is of any size and is used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act and which require the motor vehicle to be placarded under the hazardous Materials Regulations (49 CFR part 172, subpart F).”</li> </ul> The purpose of this examination is to determine a driver’s physical qualifications to operate a CMV according to requirements and guidelines in 49 CFR 391.41-49. All City drivers are required to successfully complete this examination and obtain a two-year Medical Examiner’s Certificate (i.e.: DOT Card) from the City of Baltimore Occupational Medical Services (Mercy Clinic). The City of Baltimore does not recognize Medical Examiner’s Certificates (DOT Cards) obtained from any outside medical facility. The CDL biennial physical examination will consist of: <ul> <li>Reviewing medical history.</li> </ul> Checking for the following: <ul> <li>Limbs (foot, leg, hand and arm) and their corresponding motion and function (including fingers & hands for power grasping);</li> <li>Insulin dependent diabetes;</li> <li>Cardiovascular disease;</li> <li>Respiratory functions;</li> <li>High blood pressure;</li> <li>Vascular, rheumatic, arthritic, orthopedic, muscular, or neuromuscular disease;</li> <li>Epilepsy or any condition likely to cause a loss of consciousness;</li> <li>Mental, nervous, organic, or functional disease or psychiatric disorder;</li> <li>Vision disorder;</li> <li>Hearing function; and also</li> <li>Substance use.</li> <li>Performing breath alcohol and urine drug tests, according to City policy.</li> </ul> Failure to successfully meet any of the requirements of the CDL biennial physical examination will result in disqualification from receiving the Medical Examiner’s Certificate (DOT Card) and the driver will be considered as “Does Not Meet Standards (DMS).” Depending upon the outcome of the employee’s physical examination, the employee may receive a Medical Examiner’s Certificate (DOT Card) for either three (3) months, six (6) months or one (1) year in place of the two-year Medical Examiner’s Certificate and is considered “Temporarily Qualified (TQ)”. An employee may also be “Deferred (DEFF)” from receiving a Medical Examiner’s Certificate (DOT Card) until additional required information is forwarded to the Mercy Clinic by the employee. It is required that this information be received by the Mercy Clinic within fourteen (14) workdays. If an employee is classified as “Temporarily Disqualified (TD)”, the employee must recover from the physical condition(s) that lead to the limitation(s) prior to being issued the Medical Examiner’s Certificate (DOT Card). Employees are required to closely follow all medical directions for rapid full recovery. DOS maintains the listing of CDL drivers from which random selections are made for drug and/or alcohol testing. Agencies must supply the names of employees and any subsequent changes with CDL to DOS within 10 workdays. DOS may notify the agency of the names of employees requiring CDL biennial physicals prior to the expiration of the two-year Medical Examiner’s Certificate (DOT Card). . At that point, the agency human resources/personnel designee must contact the Mercy Clinic to schedule examinations. Agencies will receive a daily list from the Mercy Clinic with the names of CDL holders that need to report for testing on the scheduled day. The agency human resources/personnel designee will notify the employee selected to be at the Mercy Clinic, 323 North Calvert Street, at the beginning of the employee’s shift. The employee will report to the Mercy Clinic with the following: a completed Request for Services Form (#28- 1608-5151), a completed Supervisory Drug/Alcohol Testing Order form (#28-1608-5157), and City photo identification. (Note: The drug/alcohol testing order form does not have to be signed by a Substance Abuse Control Officer, SACO). All CDL employees shall be subject to regulated drug and alcohol testing as enumerated in the Baltimore City Substance Abuse Control Policy. Negative Test Results: DOS will receive a written report stating negative test results. . The employee will continue to work and will be subject to future testing if selected again by the random selection process. Positive Test Results: DOS will receive a written report stating positive test results. DOS will suspend the employee’s driving privileges. May 18, 2012 July 25, 2018 June 26, 2019

April 28, 2004 May 18, 2012

April 28, 2004

The Mayor’s Motor Vehicle Freeze Committee (MMVFC) is responsible for assigning nonactivity based vehicles owned by the Mayor and City Council to one employee based on the position of the employee and duties being performed. MMVFC assigned vehicle is a passenger car, van, station wagon, pick-up truck, or sport utility vehicle. No vehicle will be released unless approval for assignment has been given by the MMVFC. The MMVFC is composed of representatives from the Department of Finance, Fleet Management Division (FMD) and the Mayor's Office. This Committee must make assignment of all take-home vehicles and emergency vehicles. The MMVFC may revoke an assignment at any time. Effective January 1, 1985, use of a City-owned vehicle, which includes take-home privileges, may result in additional personal income tax liability, including F.I.C.A. taxes. An employee may also be subject to additional personal income tax liability when special assignments result in temporary take-home privileges of City-owned vehicles. The Fire, Sheriff and Police Departments are not subject to the provisions of this policy. Employees of these departments may, however, be subject to additional taxes, which result from take-home privileges. <ul> <li>All Members of the Board of Estimates will be assigned a vehicle upon request.</li> <li>An agency/bureau head must request assignment of a vehicle.</li> <li>Assigned vehicles shall not be used for pleasure or to conduct personal business.</li> <li>Passengers in assigned vehicles are limited at all times to those engaged in official City business. Employees are cautioned that the use of assigned vehicles for the regular transportation of passengers, including fellow employees, could result in additional income tax liability to the assigned employee and/or the passengers. Violations of this policy and/or the policy relating to the personal use of an assigned vehicle will also result in disciplinary action, and may result in civil liability.</li> <li>All traffic or parking fines incurred, as a result of violating motor vehicle laws will be borne by the responsible employee. The City reserves the right to deduct from any employees' check unpaid fines or penalties incurred while operating City-owned vehicles.</li> <li>Emergency vehicles must be designated by the MMVFC.</li> </ul> Determination of Code status is made by the Fleet Management Division (FMD) at time of purchase/receipt of Motorized Vehicle Status Report. Code I A vehicle which meets the following criteria: <ul> <li>Responsibility of an agency.</li> <li>Maintenance and servicing may be performed by the FMD.</li> <li>The using agency is billed directly by the FMD for maintenance and servicing.</li> </ul> Code II A vehicle which meets the following criteria: <ul> <li>Responsibility of the FMD and rented to an agency.</li> <li>A monthly rental fee is paid to the FMD by the using agency.</li> <li>Maintenance and servicing is performed by the FMD.</li> </ul> Vehicle acquisition and assignment, exclusive of elected officials, will be in conformity with the overall vehicle needs of the City and will be consistent with the function of the employee in requesting use of a City-owned vehicle. Consideration factors in replacement shall include, but not be limited to, monies available and operating and maintenance expenses of the vehicle to be replaced. Where possible and consistent with sound fleet management policy the following assignment category may be followed: <table> <tbody> <tr> <td>Board of Estimates Members</td> <td>Full-size 4 door non-luxury sedan.</td> </tr> <tr> <td>Department Heads</td> <td> Intermediate 4 door sedan or full-size 4 door non-luxury sedan. </td> </tr> <tr> <td> Bureau Heads/Deputy Department Heads </td> <td> Compact 4 door sedan or intermediate 4 door sedan. </td> </tr> <tr> <td>Division Chiefs/Staff Personnel</td> <td>Compact 4-door sedan.</td> </tr> <tr> <td>General Use</td> <td>Compact 4-door sedan.</td> </tr> </tbody> </table> A <a href="https://cobweb.baltimorecity.gov/LinkClick.aspx?fileticket=0wt71RgW%2ffE%3d&tabid=388&mid=962">VEHICLE ASSIGNMENT REQUEST (form #28-1408-5037)</a> must be submitted to the Mayor's Motor Vehicle Freeze Committee (MMVFC) and approved to effect a vehicle assignment and designate an assignee. Any disapproved Vehicle Assignment Request may be appealed by the agency/bureau head by directing a memo to the MMVFC. Any requested change in assignee or assignment status must be submitted to the MMVFC via a Vehicle Assignment Request. All vehicles must be inspected and necessary repairs made immediately upon approval of an assignee. An assignee is responsible for the condition of a City-owned vehicle. When requesting take-home privileges, a Vehicle Assignment Request must be submitted along with a <a href="https://cobweb.baltimorecity.gov/LinkClick.aspx?fileticket=GEKVTzUVrxA%3d&tabid=388&mid=962">Vehicle Payroll Deduction Authorization (form# 28-1418-5008)</a> and justification for such an assignment. Assignees with take-home vehicle privileges, except those employees assigned certified emergency vehicles, members of the Board of Estimates, and elected officials, will be charged for commuting mileage. Commuting mileage charge will be deducted from the employee's paycheck. Deductions will be effective on the date designated by the MMVFC. Commuting mileage is defined as the distance traveled between the employee's home and assigned office at the start and finish of the normal workday. The per mile commuting mileage charge is tied directly to the Internal Revenue Service (IRS) standard business mileage reimbursement rate which is calculated annually to reflect the costs of automobile operation. Central Payroll Division will adjust the payroll deduction rate annually to correspond to the IRS standard mileage rate. The annual update will take effect on the first pay period in February. An employee is eligible for commuting mileage reimbursement after a 30 consecutive calendar day absence during which the employee was in leave status and not operating a MMVFC-assigned vehicle. A written request for reimbursement must be received by the MMVFC within 10 workdays after the employee returns to work. An assignee with take-home vehicle privileges must immediately inform the MMVFC by memo of any change in residence. Failure to notify the MMVFC could result in revocation of privileges. When an assignee authorizes another operator to use a City-owned vehicle, the operator must meet all City/State licensing, operating, and use requirements. <ul> <li>If the vehicle is to be used primarily by one (1) employee as either a take-home or nontake home vehicle, that employee will be the assignee.</li> <li>If the vehicle is to be used regularly by more than one (1) employee as a non-take-home vehicle, the supervisor or agency/bureau head will be the assignee.</li> <li>If the vehicle is to be used regularly by more than one (1) employee as a non-take-home vehicle, but is also to be used by 1 employee as a take-home vehicle, the employee who is to use the vehicle as a take-home vehicle will be the assignee.</li> </ul> The MMVFC requires that each vehicle assignment be renewed each year. The MMVFC will generate a listing of all vehicle and assignee information it has on file for each agency/bureau. The MMVFC will forward these listings to the agency/bureau heads for review. Each agency/bureau should compare the listing provided by the MMVFC against the vehicle files maintained in the agency/bureau. All changes must be noted directly on the listing. If retention of the vehicle is not requested, the MMVFC should be notified and the vehicle returned to the FMD for inspection and garaging. It is the responsibility of the agency/bureau head to comply with the annual renewal requirement. When returning an annual renewal listing which has a new assignee or change of assignee noted, it is necessary to attach the proper paperwork for such assignment as outlined in this policy. Other than annual renewals, it is the agency/bureau's responsibility to notify the MMVFC of any vehicle or assignee change throughout the year. Action on an assignment class cannot be taken by the MMVFC unless all required paperwork has been completed and is on file with the committee. <ul> <li>Local travel on official City business by one (1) or more agency employees for a minimum of 6,000 miles per year or a minimum of four (4) hours per day.</li> <li>A substantial amount of tools and/or equipment are transported daily by one (1) or more agency employees.</li> </ul> An employee will be assigned a take-home vehicle provided that at least one of the above-cited assignment condition(s) is met and one (1) of the conditions listed below exists. <ul> <li>Frequent emergency callbacks, at least four (4) per month over a six (6) month period, in conjunction with official City business</li> <li>Frequent attendance, at least four (4) per month over a six (6) month period, is required at meetings held in conjunction with official City business and scheduled after the employee's normal working hours.</li> </ul> According to the Annotated Code of Maryland, Article 66, S 11-118, "emergency vehicles are special vehicles funded or provided by federal, State, or local government and used for emergency or rescue purposes in this State." All city vehicles to be classified as emergency are subject to the State's requirements. When requesting an Emergency Vehicle, the agency/bureau must submit a Vehicle Assignment Request along with justification for such classification and a completed Application for Approval of Emergency Vehicles or Service Vehicles (State Form VR-26 (7-77) to the MMVFC. The justification should specifically state the type of emergency equipment(s) required and the reasons. The MMVFC will review all of the paperwork submitted and recommend approval or disapproval to the State. The assignee of an Emergency Vehicle is exempt from paying commuting mileage to and from work; however, such assignee is not exempt from additional personal income tax liability, including F.I.C.A. taxes. The following reports must be completed and retained in the agency vehicle file folder for periodic review. A <a href="https://cobweb.baltimorecity.gov/LinkClick.aspx?fileticket=UNQYQKc68zs%3d&tabid=388&mid=962">VEHICLE MAINTENANCE RECORD, form # 28-1902-5032</a>, must be completed every month for each Mayor's Motor Vehicle Freeze Committee (MMVFC)-assigned vehicle, regardless of whether the vehicle was used during the month. A <a href="https://cobweb.baltimorecity.gov/LinkClick.aspx?fileticket=fLTYu%2f2UsuE%3d&tabid=388&mid=962">VEHICLE USE RECORD, form #28-1908-5038</a>, must be completed every month for each MMVF C-assigned vehicle, regardless of whether the vehicle was used during the month. March 1, 2008 [replaces 501-3, 4, 5, & 7 July 1, 1986] July 1, 1986 AM-509-9

July 1, 1986 March 8, 2008

All assignees of City-owned vehicles are responsible for ensuring that proper safety standards, operating standards and vehicle maintenance are observed in conjunction with the Fleet Management Division (FMD). Operators assigned are responsible for performing a safety and operating check each day the vehicle is used. See VEHICLE MAINTENANCE RECORD (form #28-1908-5032). The FMD has the authority to direct an agency/bureau head to send any City-owned vehicle to inspection. Failure to comply with the provisions of this policy shall result in the recall of MMVFC-assigned vehicles, assessment of authorized charges, and/or any other actions deemed appropriate by the MMVFC, Vehicle Damage Investigator, agency/bureau heads, and/or other authorized parties. All MMVFC-assigned vehicles must receive preventive maintenance servicing in accordance with the Preventive Maintenance Program established by the FMD. Upon receipt of an assigned vehicle, the assignee must contact the FMD to obtain the preventive maintenance schedule required for the vehicle. The assignee must also ensure compliance with such schedule by contacting the FMD to set up vehicle servicing appointments. Assignee must take vehicle to the assigned location of the FMD for preventive maintenance servicing, which is normally every 4 months or 3,000 miles. All operators of MMVFC-assigned vehicles must obtain local road service as necessary when traveling within a 50-mile radius of the central business district by telephoning or radioing the FMD. Any repairs or services not authorized by the FMD are the responsibility of the employee. If outside the toll-free telephone area, the charge for the call may be reversed. Traveling outside a 50-mile limit, the agency/bureau head must submit a memo to the FMD, requesting that the operator be temporarily provided a City commercial fuel/service credit card. Repairs must be obtained only from the service stations listed on the credit card; all repairs must be approved by the FMD, prior to the start of the repairs. Any repairs or services not authorized by FMD are the responsibility of the employee. Immediately upon completion of travel, the operator must return the credit card and all credit card receipts to the FMD. Any exception to this ruling must be submitted to FMD for approval. FMD is responsible for the following activities of MVVFC-assigned vehicles: <ul> <li>Obtaining titles and tags for vehicles.</li> <li>Notifying the Bureau of Accounting and the MMVFC when an employee accepts delivery of a vehicle.</li> <li>Maintaining, servicing, and repairing vehicles.</li> <li>Maintenance, inspection, and certification of vehicle records as necessary.</li> <li>Replacing fully depreciated Code II vehicles.</li> <li>Conducting necessary vehicle inspections as directed.</li> <li>Follow-up on all motor vehicle accident reports submitted.</li> <li>Reporting vehicle damage to the appropriate agency fleet coordinator.</li> <li>Notifying an employee's agency fleet coordinator that a driver of the city-owned vehicle had incurred traffic or parking fines.</li> <li>To receive into inventory all vehicles purchased by the Mayor and City Council.</li> <li>Establishment of a Preventive Maintenance Program.</li> <li>Providing and monitoring of commercial fuel/service credit cards.</li> <li>Approval of all repairs for vehicles traveling 50 miles outside the central business district.</li> <li>Assigning/providing appropriate type of vehicle.</li> </ul> July 1, 1986 March 1, 2008

An activity-assigned vehicle is a vehicle which is: (1) owned by the Mayor and City Council; (2) assigned by the Fleet Management Division (FMD); and (3) funds for initial purchase are approved by the Department of Finance and provided to the agency for subject purchase. Non passenger car, van, station wagon, pick-up truck, or sport utility vehicle types listed below are not assigned by the Mayor's Motor Vehicle Freeze Committee (MMVFC). These vehicles are not to be taken home. <ul> <li>Trucks</li> <li>Dumpsters</li> <li>Front-end loaders</li> <li>Fork-lifts</li> <li>Construction equipment</li> <li>Other special purpose equipment</li> <li>Carry-alls and other vehicles of this type</li> <li>Golf Carts</li> </ul> Activity-assigned vehicles: Code I - - A vehicle which meets the following criteria: <ul> <li>Responsibility of an agency.</li> <li>Maintenance and servicing may be performed by the FMD.</li> <li>Using agency is billed directly by FMD for maintenance and servicing.</li> </ul> Code II - - A vehicle which meets the following criteria: <ul> <li>Responsibility of the FMD and rented to an agency.</li> <li>A monthly rental fee is paid to the FMD by the using agency.</li> <li>Maintenance and servicing are performed by the FMD.</li> </ul> An agency/bureau head must exercise care in authorizing the operation of activity-assigned vehicles to subordinate employees. Operators must meet all licensing and operating requirements of Maryland law and evidence same; operators are subject to the same care and responsibility of activity-assigned vehicles as established for MMVFC-assigned vehicles. FMD is responsible for: <ul> <li>Title and tags.</li> <li>Maintaining, servicing and repairing vehicles.</li> <li>Maintenance, inspection, and certification of vehicle records as necessary.</li> <li>Replacement of fully depreciated Code II vehicles.</li> <li>Vehicle inspections.</li> <li>Reporting vehicle damage to the and the appropriate agency/bureau head.</li> <li>Notification of unpaid traffic/parking fines related to use of a City-owned vehicle.</li> <li>Distribution of local fuel, oil, and anti-freeze for vehicles.</li> <li>Provide assistance and directions for vehicles necessitating road service.</li> </ul> PERSONAL BUSINESS Activity-assigned vehicles may not be used for pleasure or to conduct personal business. Passengers in activity-assigned vehicles are limited at all times to those engaged in official City business. Any traffic or parking fines incurred as a result of violating motor vehicle laws are paid by FMD. Agency fleet coordinators are notified of traffic and parking violations. The agency incurring any violations must attempt to collect reimbursement from the employee. All accidents must be reported in conformity with <cite data-path="§AM-501-10">AM-501-10</cite>, Motor Vehicle Accidents. All agency/bureau heads are responsible for ensuring that proper safety standards, operating standards, and vehicle maintenance are observed by authorized users. The VEHICLE MAINTENANCE RECORD, (form # 28-1908-5032) must be completed on each vehicle and filed accordingly. All activity-assigned vehicles must comply with preventive maintenance servicing requirements in accordance with the Preventive Maintenance Program and schedules established by the FMD. A vehicle maintenance record must be completed every month for each activity-assigned vehicle, regardless of whether the vehicle was used during the month. The record must be retained in the Agency vehicle file folder for periodic review. Failure to comply with the provisions of this policy shall result in the recall of activity-assigned vehicles, assessment of authorized charges, and/or any other actions deemed appropriate by the Vehicle Damage Investigator, agency heads, FMD and/ or other authorized parties. July 1, 1986 March 1, 2008

July 1, 1986 March 1, 2008

This policy applies to the City’s commercial vehicle rental policy. Specifically, the rental of a passenger vehicle, regardless of funding source, can be authorized when a vehicle is not available from the Fleet Management Division (FMD). A passenger vehicle in this policy refers to a passenger car, station wagon, van, pick-up truck, or sport utility vehicle. Rental of a passenger vehicle must be approved by the agency/bureau head, Bureau of the Budget and Management Research (BBMR) and the Bureau of Purchases, Department of Finance. The requesting agency/bureau is not authorized to contact a vehicle rental vendor. All vehicle rentals must be coordinated through the Bureau of Purchases. Rental of passenger vehicles may be approved if the request conforms to the following criteria: <ul> <li>A City-owned vehicle is not available for use.</li> <li>Public transportation is not practical or economically feasible.</li> <li>The rental vehicle will be used solely for the conduct of official business.</li> <li>The rental vehicle will not be used for pleasure or to conduct personal business.</li> <li>Passengers in the rental vehicle will be limited at all times to those engaged in official City business.</li> <li>The rental vehicle will be operated only by persons specified in writing on a Requisition, utilizing the CitiBuy system.</li> <li>The use of a rental vehicle is the most practical and economical method of providing necessary transportation</li> <li>A valid and critical need exists for the use of a rental vehicle.</li> <li>The rental period is in accordance with the provisions of this policy.</li> </ul> The maximum rental period normally allowed for passenger vehicles is five (5) workdays. In instances where the initial rental period does exceed five work days, then a new rental request must be submitted for approval immediately. A rental period anticipated to exceed five (5) workdays requires submitting a rental request with detailed justification. Justification for use of a rental vehicle must be entered in the “Notes” section of the Requisition, utilizing the CitiBuy system. Failure to include proper information will result in rejection of the request. Advance rental refers to a request for a rental vehicle within three (3) days or more before the date of anticipated use. After obtaining all necessary approvals, a Requisition, utilizing the CitiBuy system must be submitted to the Bureau of Purchases. Rental charges not authorized will not be honored for reimbursement. Petty cash funds or direct payment orders may not be used to defray cost of rental vehicles. Non-passenger vehicle rentals must be approved by BBMR and coordinated through the Bureau of Purchases. Costs for fuel used in rental vehicles will be charged to the requesting agency/bureau by use of a commercial fuel/service credit card issued by FMD or a City-issued fuel card at the time of vehicle rental. Any traffic or parking fines incurred as a result of violating motor vehicle laws are paid by FMD. Agency fleet coordinators are notified of traffic and parking violations. The agency incurring any violations must attempt to collect reimbursement from the employee. July 1, 1986 March 1, 2008

This policy governs those actions to be taken when a City employee is involved in a motor vehicle accident while in the conduct of City business and/or when the accident involves the use of a City-owned vehicle or in a personal vehicle while on City business. It is the responsibility of the agency bureau head or designee to ensure that the required <a href="https://cobweb.baltimorecity.gov/bbmr/administrative/policies/AM-501-10-1.pdf">MOTOR VEHICLE ACCIDENT REPORT (MVAR form #28-1758-5026) </a>has been completed, signed and submitted to the Central Bureau of Investigation (CBI), Law Department; Office of Risk Management/Division of Occupational Safety (ORM/DOS), Finance Department; Central Garage Division, Department of Public Works; and the agency head within 24 hours following an accident. A supply of this form must be carried in the glove compartments of all City-owned vehicles at all time. When involved in a motor vehicle accident, an employee must: <ul> <li>Summon the local police to the scene of the accident.</li> <li>Make no statements at the scene of the accident to anyone except the investigating police officer, an identified investigator from CBI or an identified investigator from the ORM/DOS.</li> <li>Obtain names and addresses of person(s) involved in the accident.</li> <li>Call 311 to report the details of the accident. (see “Motor Vehicle Reporting Requirement” as listed at the end of this policy)</li> <li>Notify the agency you work for if you are injured as soon as practical and if there is an injury, complete an Employee Injury Report (EIR) and have your supervisor call the claim/injury details into ActecSystems at 1- 877-607-8600.</li> <li>Submit the Motor Vehicle Accident Report (MVAR) within 24 hours to the parties identified in the above section and on the report form.</li> <li>Notify CBI or ORM/DOS as necessary. (ORM/DOS is responsible for notifying Maryland Occupational Safety and Health Administration (MOSHA) of certain injuries.)</li> </ul> If the employee is injured and is able to be transported, the employee (with completed EIR) shall immediately report to the Baltimore City Occupational Medical Services (Mercy Clinic) facility, 323 N. Calvert Street (after hours employee injuries are to be seen/treated at the Emergency Room - Mercy Hospital). If an employee is to be treated at any other hospital or other emergency facility, the immediate supervisor must be notified of where he/she is being treated. If an employee is injured in the accident, an EMPLOYEE INCIDENT REPORT (EIR) (form #28-1608-5149) must be completed and submitted by the agency head or designee to those listed on the form. The employee or their supervisor must immediately call 311 Call Center and report the accident details for any motor vehicle accident that resulted in property damage. Employees should call 410-396-3400 if calls are made between 8:30 a.m. and 4:30 p.m., Monday through Friday. After-hour calls should be made to 410-396-3100 where the City Hall operator will connect the employee with the CBI duty officer. All drivers involved in an accident while operating a City-owned vehicle or while in performance of their City work, even in a privately-owned vehicle, shall be tested immediately for a complete drug and alcohol screening at the Baltimore City Occupational Medical Services (Mercy Clinic), 323 N. Calvert Street, after hours at Mercy Emergency Room per the City’s Substance Abuse Control Policy. The supervisor is required to escort or assign a designee to escort the employee to the Mercy Clinic for testing following an accident. December 15, 2004 October 3, 2012

Whenever vehicle damage, malfunctions, or accidents occur, appropriate actions must be initiated within 24 hours by the operator or assignee, and the supervisor. Once notified of the damage, malfunction, or accident, Fleet Management Division (FMD), and the Vehicle Damage Inspector become involved in analyzing, investigating and following through on the occurrence in accordance with this policy. If vehicle is damaged it is the responsibility of the operator to: <ul> <li>Report vehicle damage by telephone or in person to his/her immediate supervisor. If the vehicle operator is not the assignee, the operator must also report the damage to the assignee.</li> <li>Notify FMD, by telephone of vehicle damage, and arrange for repairs.</li> <li>Complete and forward a VEHICLE DAMAGE DESCRIPTION to the immediate supervisor detailing the incident.</li> </ul> If vehicle malfunctions, it is the responsibility of the operator to: <ul> <li>Report vehicle malfunction immediately to FMD and arrange for repairs.</li> </ul> If vehicle is in an accident, it is the responsibility of the operator to: <ul> <li>Report accidents in accordance with <cite data-path="§AM-501-10">AM-501-10</cite>, Motor Vehicle Accidents.</li> </ul> Upon receipt of the operator’s completed Vehicle Damage Description, review all information, complete the “IMMEDIATE SUPERVISOR” section of the form and distribute to the appropriate parties. The FMD, within three (3) workdays from the initial observation or discovery of vehicle damage, must file a VEHICLE DAMAGE REPORT, (form # 28-4908-5077) concerning the damage and notify the proper parties: <ul> <li>Vehicle Damage Investigator</li> <li>Agency Vehicle Coordinator</li> <li>Risk Management, Division of Occupational Safety</li> </ul> The above actions must be taken if the FMD: <ul> <li>Discovers vehicle damage while servicing or inspecting a vehicle; or</li> <li>Discovers vehicle damage while investigating vehicle malfunction; or</li> <li>Receives a report of vehicle damage.</li> </ul> If the vehicle must be repaired by an outside vendor, the FMD must obtain a written estimate from the vendor stating the following information: <ul> <li>Type of damage.</li> <li>Probable cause of damage.</li> <li>Estimated cost of repairs, i.e., an itemized breakdown of costs for labor and parts.</li> </ul> The FMD, must submit a copy of the above-cited estimate with a Vehicle Damage Report to the Vehicle Damage Investigator. The FMD may not release any vehicle which has been damaged without submission of a Vehicle Damage Report for that vehicle. Vehicle Damage Investigator The Vehicle Damage Investigator is responsible for reviewing and/or investigating all cases of vehicle damage involving City-owned vehicle. The investigator must determine whether damage occurred through negligence, misuse, and/or abuse, and notify the responsible party(ies). The investigator must recommend specific disciplinary action and direct charges to the agency budget. In each case of vehicle damage, required investigative duties and necessary reports must be submitted within 20 days of completion of vehicle damage investigation. The Investigator may direct: <ul> <li>An agency/bureau head to send any City-owned vehicle to the FMD for inspection.</li> <li>The FMD to conduct an inspection of any City-owned vehicle.</li> </ul> Copies of the VEHICLE DAMAGE RULING should be submitted to: <ul> <li>Fleet Management Division.</li> <li>Agency Fleet Coordinator.</li> <li>Risk Management, Division of Occupational Safety</li> </ul> Within 15 work days from receipt of the Vehicle Damage Ruling, the agency head must state on the form the disciplinary actions or reasons for not taking action by returning the form to the Investigator. If an employee is judged to have been negligent, abusive, etc., then the agency head may direct the following actions upon consultation with the Law Department and Office of the Labor Commissioner: <ul> <li>suspension/termination.</li> <li>require employee repayment.</li> <li>reprimand the employee.</li> <li>revoke vehicle assignment.</li> </ul> Failure by the agency head to return the Vehicle Damage Ruling within the 15 work day time limit will result in the recall of the vehicle by the FMD, with all recall costs to be borne by the agency. Written notification of such failure will be made by the investigator to the Mayor. The Division of Occupational Safety has the authority to immediately suspend an employee’s City of Baltimore Driver Permit and/or Special Purpose Vehicle Authorization. See <cite data-path="§AM-501-2, Part 1">AM-501-2, Part 1</cite>, Training Courses, Driver Permits, Authorizations and Licenses for City-Owned Vehicles, for complete information concerning suspension and revocation of the Driver Permit and Special Purpose Vehicle Authorization. July 1, 1986 March 1, 2008

City employees are prohibited from using personal communications devices and/or wearing any type of headset/headphones including Bluetooth, to either send, receive, listen to and/or review communications at any time while driving City-owned/leased vehicles for any purpose or while driving their personal vehicles on City business. This policy also applies while operating a, moving and/or in-gear motorized off-road equipment. This policy does not apply to the use of communications devices issued to first responders (Fire and Police) for official emergency communications, Police Department issued laptop/notebook computers for police vehicles, and City-issued two-way radio with push-to-talk technology when no passenger is in the vehicle. Employee - Any individual employed by and/or paid by the Mayor and City Council of Baltimore. This includes hourly and salaried workers, supervisors, managers, department heads, bureau heads, and elected officials and their appointed staffs. The policy also includes consultants, volunteers and staff provided by temporary agencies (seasonal employees) while operating their own personal vehicle on City business. Personal Communications Device - Personally owned or City issued, communication devices such as, but not limited to, cell phones, pagers, text pagers, two-way radios, wireless devices (Blackberries etc.), Bluetooth technology, speakerphones and/or headsets/headphones of any type. Hands Free Communications Device – Any communication device/equipment not requiring the use of hands or to be held by hands. Motorized Vehicle - Any Vehicle registered with the State MVA (car, van, truck) and/or any State or Department of Transportation (DOT) registered vehicle. The following represent unsafe acts and are NOT allowed: <ul> <li>Any use of a cell phone when driving;</li> <li>The writing, sending or reading of text or email messages when driving;</li> <li>The use of any voice activated technologies to write, send, or read text or email messages while driving;</li> <li>The use of a Personal Communications Device by the driver while operating a moving and/or in-gear motorized vehicle;</li> <li>The use of laptop, notebook, net book, iPad or other type of computer when driving;</li> <li>The use of two-way radio by driver/operator when another a passenger, is able to handle the communication;</li> <li>The use of any hand-held or hands free communication device in any manner while fueling and/or refueling any vehicle (personal, City, or other) at any time in any location; and</li> <li>The use of any hand-held or hands free communication device at any location involving a potential or confirmed fuel spill, gas leak, or any potentially hazardous and/or flammable spills or vapors.</li> </ul> <ul> <li>The use of City-issued two-way radio that operates with push-to-talk technology is allowed to be used by the driver/operator only in situations when there is no passenger employee present in the cab or vehicle who is able to use the radio communication;</li> <li>The use of a personal communications device by first responders for official emergency communications;</li> <li>The use of Police Department issued laptop/notebook computers for marked patrol vehicles; and</li> <li>The use of a wireless communication device to contact a 9-1-1 system.</li> </ul> If communication is necessary using a personal communications device either outgoing or incoming, the driver is to wait until he/she reaches a safe place to park before placing or receiving calls, text messaging and emailing. Failure to comply with this policy may result in loss of an employee’s City driving permit and/or progressive disciplinary action up to and including termination. January 11, 2008 May 18, 2012

All employees of the City of Baltimore are required to wear seat belts (at all times while the vehicle is in operation) when traveling in city-owned/leased vehicles for any purpose or while driving their personal vehicles on City business. All occupants including the driver and any and all passenger(s) shall wear seat belts. No vehicle shall be operated unless all occupants are secured by a seat belt. This policy also applies to employees while operating moving and/or in-gear motorized off-road equipment. This policy will also apply to consultants, volunteers and staff (either provided by temporary employment agencies or doing business directly with the City (including seasonal employees) while operating their own personal vehicles on City business. Employee: Any individual employed by, who works for and or is paid by the City of Baltimore. This includes (but is not limited to) hourly and salaried workers, supervisors, managers, department heads, bureau and agency chiefs, elected officials and their appointed staffs, consultants, volunteers and staff from employment agencies. Operation: The vehicle is considered to be in “operation” when the key is turned to the on position and the engine is running. Failure to comply with this policy may result in the suspension/revocation of an employee’s City of Baltimore Driver Permit/Authorization and/or may also result in progressive disciplinary action for any occupant. Disciplinary action for sworn and civilian members of the Baltimore Police Department shall be in accordance with the provisions and directives contained in its General Orders. Disciplinary action for employees of the Fire Department will be in accordance with the Manual of Procedure. Seat Belt Visual Audits The Office of Risk Management/Division of Occupational Safety will be conducting random visual inspection audits to see if the driver and occupants of the City vehicle are wearing seat belts. The audit will show the date and time of the infraction as well as the location and vehicle ID number (and tag if available). Once that information is gathered, it will be turned over to the responsible Agency for progressive disciplinary to take place against those in violation of the policy. May 17, 2009 October 3, 2012

Under <cite data-doc="City of Baltimore, Md., Charter">the City Charter</cite>, the Baltimore City Archives and Records Management Office is empowered to implement and oversee records management of all City agencies. All agencies are required to maintain records of all proceedings, financial transactions and official acts. Only records covered by an approved retention schedule for the agency can be stored in the City Archives and Records Management Center. Disposal of records must be approved by the Records Management Officer and be included on the retention schedule of the agency. The Records Management Officer operates a City Archives and Records Management Center for the purpose of storing City records. It is located at 2615 Mathew Street, Baltimore, MD, 21218. The officer is empowered to inspect records, review record management practices of individual agencies and to initiate record policies and procedures with the approval of the City Records Committee. This officer is responsible for microfilming records, maintaining the microfilm for individual agencies, and operating the City Archives and Records Management Center. The agency head or designated representative must request permission from the Records Management Officer to: <ul> <li>Establish and change the Retention Schedule, i.e. period of time records must be kept.</li> <li>Retain records in the City Archives or Records Management Center</li> <li>Determine the form in which record services are to be kept, i.e. original, microfilm, etc.</li> <li>Retain records of historical significance.</li> <li>Dispose of unnecessary and inactive records.</li> </ul> After the survey has been initiated, the Archives staff will submit to the agency head a Records Disposition Authorization form, i.e., Records Retention Schedule. It contains the schedule for records management and material retention for the agency. Upon acceptance by the agency head, the Records Disposition Authorization form will be submitted to the City Records Committee for review and verification. The schedule goes into place upon acceptance by that committee. The Archives staff collects and administers the municipal government’s historical records. Over 5,000 cubic feet of historical material is available for research purposes. All records are categorized and extensive name indices are available. Historical holdings include: <ul> <li>Official papers from each Baltimore Mayor</li> <li>Maps of Baltimore City</li> <li>Election records</li> <li>Tax records</li> <li>Administrative files from City agencies</li> </ul> Work space is provided for records users. Individuals who enter the storage area must state their affiliation and purpose. Material that the Maryland Public Information Act designates as confidential is restricted. Record users should familiarize themselves with the location and nature of all needed records. Agency users should refer to the retention schedule on file with the City Archives as well as the Records Transmittal Request form before requesting use of stored materials. Archives staff can assist you with questions about the City’s history, past projects, administrative decisions and agency responsibilities, and other related topics. The City Archives and Records Management Center is located at 2615 Mathews Street, Baltimore, MD, 21218; telephone number 410-396-3884. December 15, 1988 December 3, 2010

December 15, 1988 August 8, 2004

December 15, 1988 June 8, 2004

June 8, 2004 December 3, 2010

The Municipal Post Office (MPO) handles incoming and outgoing U.S. Mail, including parcels, heavy or bulky packages and interdepartmental mail for agencies, which include insertion of return envelopes, invoices or standardized notice letters, registered mail, priority delivery, certified mail and express mail. Requests for postage stamps should be based on extenuating circumstances that prevent the agency to utilize the MPO. Requisitions for postage stamps, related postal supplies and services must be sent to Accounting Operations for disbursement, but must be initially processed by the MPO since they are responsible for approval. All postage stamps and postal related supplies, equipment and services within the City government are provided by the MPO’s procurement. Use of all postage stamps and postal related supplies, equipment and services must be reviewed by the Director of Communication Services in all relative matters involving the above mentioned services and equipment. This addresses all postal-related service and equipment including, but not limited to: <ul> <li>Consultants</li> <li>Maintenance</li> <li>Training</li> <li>Hardware</li> <li>Software</li> <li>Grant Applications</li> </ul> Approval by the Director of Communication Services is required before a vendor contact may be initiated on any postal related matter. U.S. Mail and parcels for City agencies are picked up and delivered by the MPO several times a day at designated locations within agency, City departments and related locations. All outgoing U. S. Mail must be bound together and accompanied by a completed CHARGE TICKET, MPO (28-1428-5110) {<cite data-path="§AM-503-1-2">AM-503-1-2</cite>}. When sending special mail, indicate type of special mail service desired directly on the charge ticket and secure properly. Special arrangements must be made at least five (5) business days in advance with the MPO supervisor to arrange for pick up and processing of heavy or large mailings. Sufficient notice will insure timely processing. The MPO does not deliver personal packages or magazines to employees. Address standardization has the potential to improve business-to-business mail processing and save cost. For better address quality: or For Better Mailing Results, the United States Postal Service (USPS) has issued these helpful guidelines:Addresses should be typewritten or machine printed in dark ink on a light background using uppercase letters. All punctuation may be omitted except for the hyphen in the primary or secondary street number (if needed) or the ZIP + 4 code. All lines of the address should be formatted with a uniformed left margin. Always place the country name by itself on the last line when using a foreign address. Include all pertinent information such as the directional code, apartment, floor, and suite number. The entire address should be contained in an imaginary rectangle know as the Optical Character Reader (OCR) read area that extends from 5/8” to 2 ¾” from the bottom of the mail piece, with 1/2” margins on each side. SEE <cite data-path="§AM-503-1-3">AM-503-1-3</cite>. Extraneous (non-address) printing that appears in the OCR read area should be positioned above the delivery address line and away from the address block. Address characters must not touch and should be evenly spaced. All lines of the address should be parallel to the bottom of the envelope. For Bulk Mailing Permits, each request must be accompanied by a deposit, for the USPS, equivalent to the total amount of postage to be complete the shipment. Bulk Mailings must have a minimum of 200 pieces or 50 lbs of mail per mailing. An agency is charged at the end of each month for accumulated postage incurred through use of the MPO's standard metered system. All pickup and delivery service areas of the MPO are designated in MAILING ADDRESSES FOR CITY OFFICES {<cite data-path="§AM-102-1">AM-102-1</cite>}. Areas not served by MPO are served directly by the U. S. Postal Service. An agency head is requested to utilize change of address cards when the agency's mailing address has been changed. Change of address cards are available at the MPO. In order for agencies to create a new mail account, the agency must perform the following:Agency sends a memo to the Communication Services Administrator. This memo should state the location of the pickup/drop site to be established or eliminated. For new sites, the memo must also contain the account number to be charged. The Communication Services Administrator notifies the Bureau of Accounting and Payroll Services (BAPS) of the change request that has been approved. Based on the notification, BAPS makes the necessary adjustments to its records so that it will be in effect for the next billing period. As needed BAPS will adjust the current year’s charges. The MPO is located at 100 N. Guilford Ave, Baltimore, MD 21202, located at the rear of Courthouse East 111 N. Calvert St. October 8, 1987 August 22, 2012

October 8, 1987 August 22, 2012

August 22, 2012 March 24, 2017

The City provides printing services to all City agencies through the Reproduction and Printing Division of the Bureau of Purchases. All requests for reproduction and printing services must be submitted to this in-house printing facility. Agencies are not authorized to send printing requests to outside vendors unless prior approval has been obtained from the Printing and Graphics Division. The Disbursements Division of the Bureau of Payroll and Disbursements will not pay any invoices from outside vendors for printing services unless such invoices have been approved by the Printing and Graphics Division. The Reproduction and Printing Division offers the following services: <ul> <li>Graphic design - professional assistance in the design of printed material.</li> <li>Composition - typesetting in a wide selection of type styles and sizes, utilizing desktop publishing.</li> <li>Camera, stripping, and platemaking - lithographic photography; press preparation of line art and photographs.</li> <li>Presswork - printing services utilizing a wide variety of equipment.</li> <li>Binding services to include:</li> <ul> <li>Cutting</li> <li>Collating</li> <li>Stitching, i.e., stapling.</li> <li>Spiral Binding</li> <li>Saddle Stitch Binding</li> <li>Perfect Binding</li> <li>Drilling, i.e., hole punching</li> <li>Perforating</li> <li>Numbering.</li> <li>Folding.</li> <li>Wrapping</li> </ul> </ul> Printing jobs are divided into (3) three categories: <ul> <li>First Printing - the initial production on any job.</li> <li>Repeat Printing - any production after the initial production involving no changes.</li> <ul> <li>Printing with Changes - any change in specification or format from the previous production. (If such changes exceed 1/4 of the total format, the request should be considered a "First Printing".)</li> </ul> </ul> A proof is an accurate picture of the final material before printing. Proofs for all "First Printing" and "Printing with Changes" jobs must be approved by the requester prior to printing. FIRST PRINTING OR PRINTING WITH CHANGES After the receipt by Printing and Graphics of final approved proofs, every effort will be made to satisfy the requester's delivery requirements. REPEAT PRINTING After the receipt by Printing and Graphics an approved PURCHASE REQUISITION (28-1448-5123) (<cite data-path="§AM-301-1-1">AM-301-1-1</cite>), every effort will be made to satisfy the requester's delivery requirements. ORDERING PRINTED MATERIAL To order printed materials, a PURCHASE REQUISITION must be submitted. See <cite data-path="§AM-504-1-1">AM-504-1-1</cite> for details. Any order estimated at $1,000.00 or less may be submitted with a Printing and Graphics Request for Services (28-0706-0511 Rev. 4/94. QUICK COPY CENTER In addition to printing, Printing and Graphics operates the Quick Copy Center to provide timely and inexpensive copying of originals. See <cite data-path="§AM-504-2">AM-504-2</cite> for complete information. January 23, 1984

January 23, 1984

The Quick Copy Center (QCC) is operated by the Reproduction and Printing Section of the Bureau of Purchases. The QCC provides multiple copies of documents at the lowest possible cost. Agencies which require more than 50 copies of a document must utilize this service in order to minimize the City's copying costs. Agency copiers must not be used for production of more than 50 copies of a single document For quantities ranging from 50 to 2,000 copies of a document, use of the QCC is the most economical method of reproduction. For quantities exceeding 2,000 copies of a document, the most economical method of reproduction involves use of special equipment operated by the Reproduction and Printing Section. Requests for such printing should be made in accordance with <cite data-path="§AM-504-1">AM-504-1</cite>. The Publications Committee must approve all material which is classified as a publication prior to printing. To determine if a printing request requires Publications Committee approval, see <cite data-path="§AM-504-4">AM-504-4</cite>. The QCC can provide from 50 to 2,000 copies of a document. In addition, the QCC can punch, collate, staple, and bind copies. Copies will normally be printed on white bond paper 81/2" x 11", in black ink. (Colored paper and 8 ½" x 14"copies are available.) Documents to be copies must be either 81/2" x 11", or 8 1/2"x14", and will be reproduced on the same size paper as the originals. For proper quality copies, typewritten original documents should be prepared on white paper with a black ribbon; signatures should be written in black ink. An approved PUBLICATION APPROVAL REQUEST (28-1258-5089) [<cite data-path="§AM-504-4-1">AM-504-4-1</cite>], if applicable, and a COPY CENTER DUPLICATING REQUEST (<cite data-path="§AM-504-2-1">AM-504-2-1</cite>) must be submitted to Reproduction and Printing to request Quick Copy service. Note : If several document require the same number of copies, a single Copy Center request may be submitted. However, if several documents require different numbers of copies, a separate request is necessary for each document. Requests involving not more than 200 copies of 10 original sheets will be processed within 24 hours. On larger request consult Reproduction and Printing for time estimates. January 23, 1984

The Office of Risk Management, Department of Finance, must be notified within 24 hours by telephone, followed by a letter or e-mail of notification, of any loss to City-owned real property, including contents. In cases of loss or damage to real property, the Building Inspection/Maintenance Engineer for the building/agency shall also be notified. Losses of $5,000 or less are absorbed by the affected agency. Losses above $5,000 to limits of commercial insurance policy’s deductible, currently at $500,000, are covered by the City’s Self-Insurance Fund. (The first $5,000 of a covered loss is still the agency’s responsibility.) Losses in excess of the commercial insurance policy’s deductible, currently at $500,000, are covered by a commercial insurance policy. (In such cases, the first $5,000 is the agency’s responsibility; the next $495,000, or the limits of the commercial insurance policy’s deductible, is covered by the City's Self-Insurance Fund.) The City’s Self-Insurance Fund is not responsible for unexplained disappearance of City-owned property. The City or the City’s Self-Insurance Fund is not responsible for the loss, damage or unexplained disappearance of a City employee’s personal property, unless it is proven to be used for work and is a requirement of employment. Only losses that would be covered (a covered event or covered cause of loss) under the City’s commercial insurance policy (whether or not the $500,000 deductible was breached), will be paid by the City’s Self-Insurance Fund. When there is a loss of other City property, but not as a result connected with a real property or its contents: Losses up to $5,000, depending on the particular type of loss and the insurance policy providing such coverage, are absorbed by the affected agency. Losses above $5,000 to limits of the commercial insurance policy’s deductible are covered by the City’s Self-Insurance Fund. (The first $5,000 of a covered loss is still the agency’s responsibility.) Losses in excess of the commercial insurance policy’s deductible are covered by a commercial insurance policy. (In such cases, the first $5,000 is the agency’s responsibility; the balance of the commercial insurance policy’s deductible, is the City’s responsibility.) When there is a loss, the entire amount of the loss may be covered by the City’s Self-Insurance Fund or by a commercial insurance policy, subject to the procedures above. The amount of the deductible, which is applied in the all of the above circumstances, may be at the administrative discretion of the Office of Risk Management, Department of Finance, in some cases. See <cite data-path="§AM-505-1-1">AM-505-1-1</cite>. The City generally does not assume responsibility for alleged injuries or damage except those: <ul> <li>Involving City-owned or operated motor vehicles and caused by the negligence of a City employee and not covered by commercial insurance.</li> <li>Involving damages to property of others caused by the negligence of a City employee or agency and not covered by commercial insurance, while said property is under the care, custody and control, per a written agreement signed by an authorized City official.</li> </ul> An agency must notify the Central Bureau of Investigation, Law Department, within 24 hours of any alleged: <ul> <li>Accidental injury to an employee of the City.</li> <li>Claims against the City or its employees.</li> <li>Injury to a person or damage to property of others, while under the care, custody and control, caused by the City or its employees, whether or not covered by commercial insurance.</li> <li>Claims by the City against a person responsible for damages to City property.</li> </ul> January 23, 2008 May 18, 2012

January 23, 2008 October 3, 2012

The Department of Public Works, Bureau of General Services, is divided into three divisions that can assist with building services: General Services Engineering Division, Construction Management Division and Building Maintenance Division. All requests for work require the City form, Requisition for Repairs, Alterations, or Construction, and a budget account number to charge labor and materials. <ul> <li>Provides architectural and engineering services such as studies, evaluations, designs, and cost estimates for major City building projects, including buildings owned by other City agencies.</li> <li>Provides design services for repairs, alterations, maintenance and minor construction for various City agencies.</li> <li>Reviews and approves plans for public and private building construction in accordance with State and local erosion and sediment control and storm water management requirements. Enforces the plan requirements through field inspections.</li> <li>Provides assistance to City agencies to expedite all public right-of-way permits and approvals. The functions included in this group are providing maps and survey records, property location and ownership records, street and alley closures, right-of-entry agreements, developer’s agreements, franchise agreements, temporary use of the right-of-way permits (such as curb lane closures, dumpsters, fences, fire pots and filming), blasting permits, special event permits, banner installation, minor privilege permits, sediment and erosion control and storm water management approvals, and inspection enforcement of all the above.</li> </ul> <ul> <li>Provides project management services including construction inspection, change order review and approval, contractor payments, progress meetings, evaluations of contractor and subcontractor performance for all public building and environmental engineering construction projects.</li> <li>Is responsible for the abatement of asbestos and mold within City-owned buildings.</li> <li>Monitors the construction, alteration, maintenance and repair of City-owned buildings performed by outside contractors.</li> <li>Solicits informal bids for emergency repairs (Construction Maintenance).</li> </ul> <ul> <li>Operates and maintains over 400 City-owned buildings.</li> <li>Provides construction and repair services for City-owned buildings.</li> <li>Provides contractual custodial services.</li> <li>Provides contractual unarmed guard services.</li> <li>Provides contractual lawn cutting, extermination, and other related building services.</li> </ul> In buildings leased by City agencies, the property owners, usually provide certain services, according to the specific terms of leases. All requests for work require a requisition and an identified budget account number to charge labor and materials. Specific requests and questions regarding requests should be directed to the Bureau of General Services. Contact 410-396-3704 for referral information. To request work, the agency division chief would follow the steps below.Determine need for maintenance, alterations, or repairs of municipal buildings. Complete the City form, Requisition for Repairs, Alterations or Construction (#28-1428-5050). <ul> <li>Type all requested information in the spaces provided.</li> <li>Indicate the 15 digit budget account number to be charged in upper left-hand corner of requisition.</li> <li>Mark “Confirmatory” and give date of call in the space labeled “NATURE OF WORK TO BE DONE” when following up on an emergency call.</li> </ul> Forward requisition to department or bureau head for signature. Send signed requisition to the Bureau of General Services, Abel Woman Municipal Building, 200 N. Holiday St., Room 801. June 1, 1970 October 25, 2004

Department of Telecommunications All telephone service and equipment within the City government are provided by the Department of Telecommunications. The Department of Telecommunications (DTC) is the Telecommunications service provider for the City and administers the Voice Over Internet Protocol (VoIP) telephone systems. Each agency must select 1 or more employees to represent the organization in its dealings with the Department of Telecommunications. Agencies can share the proper contact information by filling out the “Telecom Coordinator Request Form” on <a href="https://bmore.sharepoint.com/sites/ComptrollerOffice/SitePages/Municipal-Telephone-Exchange.aspx">the</a> Department of Telecommunications’ webpage. An online request must be submitted by the Telecom Coordinator via <a href="https://tigerpaw.baltimorecity.gov">DTC’s Tigerpaw portal</a>. Requests received from persons other than the authorized representative will not be honored. Telephone service requests for routine work must be received by the DTC at least three work days prior to the desired installation date. Requests for complex work require more notice to be given. While the exact time requirements vary depending on the nature of the work involved, requests for complex work must be received at least three work days prior to the desired installation date. All costs associated with a telephone number will be charged against the budget number provided by the agency via the request. Only one budget number is allowed per request. The budget number provided must be listed on the Chart of Accounts of valid budget numbers. Agencies are required to perform an annual audit of their communication costs to verify that communications equipment and services are billed to the correct budget number. Any changes that are need must be sent to the Department of Telecommunications. All agencies may have read-only access the Department of Telecommunications’ billing system. Requests for access must be made in writing to the Department of Telecommunications via your Agency Telecom Coordinator. A username and password will be provided. City telephones are not to be used by employees for personal messages except in emergencies. A $10 penalty will be assessed against any employee who is found to have made an international long distance call without authorization from the Agency Head or designee. Upon request, the Department of Telecommunications will provide a listing of inbound/outbound local and long distance calls placed by an employee. The Department of Telecommunications will bill users for long distance and international call placed from their City telephone equipment. Agencies must provide the Department of Telecommunications with a list of duty or emergency personnel to be called upon during non-working hours at the beginning of each fiscal year. This list should include the names, telephone numbers and e-mails of these employees and a brief description of the types of calls to which they will respond. These lists of emergency duty personnel are confidential. No private telephone numbers will be given out at any time. All City agencies are required to inform the Department of Telecommunications of those public events, meetings, or parades, involving the City or City officials as sponsors or participants, as well as special announcements, alerts, warnings that are intended for the general public. The Department of Telecommunications is to be supplied a copy of all information disseminated by the agency relative to public events, news conferences, and city agency-related information of a timely nature that may prompt telephone calls from the public, such as immunization clinics for school children, essay/poster contests, special health screenings, parking fine amnesty month, annual tax sale, etc. Information on matters of public interest and concern must be accurate and timely. The provided information must include the date, location and hours of the event. A contact person and telephone number within the agency must be included. The following information should be available for internal use only by the Department of Telecommunications, in case additional information is needed during non-business hours: the home telephone number of the contact person, a weekend contact, and name of the duty officer, if applicable. Agencies can notify the DTC by filling out the “Notification of Public Events” form on DTC’s webpage. Agencies must submit their notifications at least five (5) days prior to the scheduled event or as soon as possible in the case of emergencies. The complete directory of City telephone numbers is available online via the employee’s VoIP telephone set. January 17, 1977 August 25, 2021

January 17, 1977 July 13, 2012

Standard and controls for all City stationery are part of the City’s Forms Control Program (developed and administered by the Administrative Manual Section of the Department of Finance).These standards and controls are enacted in order to affect maximum monetary savings and to present unified, progressive image for the City. Recycled paper is to be used whenever possible. Paper is available in the following categories: <ul> <li>LETTERHEAAD SHEETS</li> <li>STANDARD MEMO SHEETS</li> <li>STADARD MEMO SHEETS FOR LASER PRINTERS</li> <li>TRANSMITTAL MEMO SHEETS</li> <li>CONTINUATION SHEETS</li> <li>COPY SHEETS (tissue/onionskin).</li> <li>GENERAL TYPING SHEETS</li> </ul> See <cite data-path="§AM-508-1-1">AM-508-1-1</cite> for specific sizes and ordering information. Various types of paper specifically for use in laser printers, copiers, and other duplicating methods are also available. Consult the warehouse commodity catalog for ordering information. USE LETTERHEAD SHEETS may be used only when corresponding with other governmental jurisdictions, the general public, and private industry. LETTERHEAD Sheets may not be used to correspond between or within City agencies, or for correspondence with the Board of Estimates; official MEMO SHEETS must instead be used for all such correspondence. Titles and addresses of agencies, departments, bureaus, commissions, and boards may be printed on LETTERHEAD SHEETS; titles and addresses of organizational units below these levels will not be printed. The names and official City titles of permanently appointed heads of agencies, departments, boards and commissions may be printed on LETTERHEAD SHEETS; names of officials below these levels, including members of boards and commissions, will not be printed on LETTERHEAD SHEETS. The City’s official standard symbol ( logotype or ”logo”) will be printed on all LETTERHEAD SHEETS; other symbols and logos, telephone numbers, slogans; “Reply TO” notations, and other similar imprints will not be printed on LETTERHEAD SHEETS. All LETTERHEAD SHEETS consist of 1 standard grade of white paper printed with 1 standard color of ink. See page 8 of this policy for the standard layout for LETTERHEAD SHEETS. USE MEMOS must be used to correspond between or within City agencies, including correspondence with the Board of Estimates; LETTERHEAD SHEETS may not be used for such correspondence. Failure to properly use MEMOS is costly since the paper stock for MEMOS is less expensive than the paper stock for LETTERHEADS. Personalized notes or sheets (such as “Form the Desk of …”) and customized Memos with special logos, headings, phone numbers, fax numbers, or the names of agencies, bureaus, etc. will not be printed. MEMOS are available in 3 different forms: <ul> <li>MEMO – 8 1/2” x 11” on 1 standard grade of white stock with 1 standard color of ink.</li> <li>TRANSMITTAL MEMO – 4 1/4” x 7 3/8” on 1 standard grade of recycled white or colored stock with black ink.</li> </ul> See page 9 of this policy for illustrations of MEMOS. <ul> <li>MEMO – 8 1/2” x 11 “ on bond premium Xerox copy paper for use in laser printers with 1 standard color of ink.</li> </ul> CONTINUATION SHEETS are pages used to continue the information from the 1st page of a LETTERHEAD or MEMO. CONTINUATION SHEETS consist of blank, white paper in 2 different paper stocks, and must BE USED AS FOLLOWS: <ul> <li>LETTERHEAD CONTINUATION SHEETS – for use only with LETTERHEADS. (The paper stock is identical to the paper stock used for LETTERHEADS.)</li> <li>MEMO CONTINUATION SHEETS – for use only with MEMOS. (The paper stock is identical to the paper stock used for MEMOS.)</li> </ul> The proper type of CONTINUATION SHEET must be used. Particular care must be taken to ensure that LETTERHEAD CONTINUATION SHEETS are not to be used to continue a MEMO; such misuse is costly since the paper stock for LETTERHEAD CONTINUATION SHEETS is more expensive than the paper stock MEMO CONTINUATION SHEETS. The most suitable kind of blank paper for each method of in house printing* has been selected and stocked in the City Warehouse. Whenever possible, recycled paper is to be used for in-house printing. Sizes, colors, and ordering information are specified in <cite data-path="§AM-508-1-1">AM-508-1-1</cite>. *Note: In-house printing refers to all reproduction, duplicating, and printing machines (including presses and laser printers) operated by any City agency, and includes the following types of equipment: photocopier, laser printer, offset, letterpress, mimeograph and spirit (ditto) duplicators. LETTERHEAD and MEMO SHEETS may not be used as paper for in-house printing. If a LETTERHEAD or Memo heading imprint is required on an in-house printing job, the City’s Reproduction and Printing Section (Bureau of Purchases) must be contacted in order to obtain: (1) authorization for the imprint; and (2) the paper best suited for such a job. Blank paper for general typing use in is available from the City Warehouse. See <cite data-path="§AM-508-1-1">AM-508-1-1</cite> for details. Envelopes are available in 3 different styles and a variety of sizes. <table> <thead> <tr> <th> Styles </th> <th>No. of Sizes Available</th> </tr> </thead> <tbody> <tr> <td>CITY OF BALTIMORE LOGO</td> <td>7</td> </tr> <tr> <td>SPECIAL LOGO</td> <td>1</td> </tr> <tr> <td>INTERDEPARTMENTAL</td> <td>2</td> </tr> </tbody> </table> See <cite data-path="§AM-508-1-1">AM-508-1-1</cite> for specific sizes and ordering information. CITY OF BALTIMORE LOGO ENVELOPES may be used to only carry correspondences to other governmental jurisdictions, the general public, and private industry. These envelopes may not be used to carry correspondence between or within City agencies, or to the Board of Estimates. CITY OF BALTIMORE LOGO ENVELOPES will be furnished preprinted only with the standard City logo. (See illustration on page 10). In order to expedite the return of undeliverable mail to the sender, the U.S. Post Office requests that return addresses be placed on these envelopes. It is recommended that agencies use rubber stamps or typewriters for this purpose. These envelopes should be used only to carry LETTERHEAD and LETTERHEAD CONTINUATION SHEETS to other governmental jurisdictions, the general public, and private industry. SPECIAL LOGO ENVELOPES may not be used to carry correspondence between or within City agencies. Titles and addresses of agencies, departments, commissions, and boards may be printed on SPECIAL LOGO ENVELPOES; titles and addresses of organizational units below these levels will not be printed. Only 1 address which represents the central administrative office of an agency, department, commission, or board will be printed on SPECIAL LOGO ENVELOPES. See page 10 for standard layout of SPECIAL LOGO ENVELOPES. USE INTERDEPARTMENTAL ENVELOPES are used to carry correspondence between or within City agencies; other types of envelopes may not be used for such correspondence. INTERDEPARTMENTAL ENVELOPES are expected to have a useful life equal to the number of address spaces on the envelope. If an envelope is still in usable condition after all address spaces have been filled, the envelope may contain to be utilized by placing address labels over the old addresses. <ul> <li>Large (10” x 15”) INTERDEPARTMENTAL ENVELOPES -- are closed with a button and string device.</li> <li>Small (5” x 11 ½”) INTERDEPARTMENTAL ENVELOPES – are closed and locked by breaking a glue dot (glue dot (glue dot may not be present in all cases) and trucking in a flap. (See page 11 of this policy for diagram.) These envelopes must not be closed by stapling or taping; the locked-flap method shown in the diagram is adequate to prevent loss of contents.</li> </ul> SURPLUS INTERDEPARTMENTAL ENVELOPES should be bundled neatly and returned to the Municipal Post Office for re-issue. See <cite data-path="§AM-508-1-1">AM-508-1-1</cite> for detailed instructions concerning the proper order forms, order numbers and method of payment. Petty cash funds {<cite data-path="§AM-404-1">AM-404-1</cite>} or DIRECT PAYMENT ORDERS (D.P.O.’S) {<cite data-path="§AM-303-1">AM-303-1</cite>} may not be used to obtain stationery; such methods of payment will not be honored. July 3, 1991 AM-301-1-1 AM-508-2-1

Standards and controls for all City business cards are part of the City's Forms Control Program (developed and administered by the Administrative Manual Section of the Department of Finance). These standards and controls are enacted in order to effect maximum monetary savings and to present a unified progressive image for the City. All business cards will be printed using recycled paper in accordance with the following specifications. Stock: 65% WHITE-LINEN FINISH PRINTING: FLAT OFFSET PRINTING (NO ENGRAVING, THERMO-GRAPHIC, OR RAISED FACE PRODUCTION ALLOWED). INK: PMS #456 GREEN LAYOUT: ONLY THE LAYOUT SHOWN IN <cite data-path="§AM-508-2-1">AM-508-2-1</cite> WILL BE ALLOWED. SIZE: 2” X 3 1/2” TYPE FACE: TIMES ROMAN (OR EQUIVALENT) Business cards may only be authorized for those employees who have a definite need and legitimate requirement for cards in the performance of their duties. Agency Heads are responsible for determining which employees qualify for cards. The quantity of business cards to be printed is limited to a maximum and minimum order of 250 cards per person. To order business cards, submit a properly completed BUSINESS CARD LAYOUT (28-1448-5098) {<cite data-path="§AM-508-2-1">AM-508-2-1</cite>} and a PURCHASE REQUISITION (28-1448-5123) {<cite data-path="§AM-301-1-1">AM-301-1-1</cite>} to the Digital Document Division (Print Shop). See <cite data-path="§AM-508-2-1">AM-508-2-1</cite> for details. Petty cash funds {<cite data-path="§AM-401-1">AM-401-1</cite>} or DIRECT PAYMENT ORDERS (D.P.O's) {<cite data-path="§AM-303-1">AM-303-1</cite>} may not be used to obtain business cards; such methods of payment will not be honored. July 3, 1991 AM-301-1-1 AM-508-1-1

The responsibilities of the Baltimore City Office of Cable and Communications include the negotiation and enforcement of the provisions for the Baltimore City’s Cable Television franchise agreement. BCOCC ensures FCC compliance, monitors cable service and cable complaints. BCOCC serves as an advocate for the City on related communications matters. The multimedia service and production mission is primarily to serve as a communications resource for the Mayor, other City Officials and the citizens of Baltimore by managing and providing programming on the City Government Channel 25. Produce audio/visual projects for City agencies; and other related telecommunications matters. This agency provides the following services or offers consultation for: <ul> <li>Multimedia production services: programming, management, training videos, promotional and documentary videos, audio production, public service announcements and graphics.</li> <li>Infrastructure management: responsible for day to day management and maintenance of the City’s Fiber Optic Network as related to Public Safety Communications and various other services.</li> <li>Communications equipment maintenance, inventory and purchasing procedures as related to audio/visual production.</li> <li>Cable communications system design.</li> <li>Assessment of agency communications needs.</li> <li>Other activities as may be required by federal and state laws.</li> </ul> To request a service, contact the Baltimore City Office of Cable & Communications, 8 Market Place, Suite 200, Baltimore, MD 21201; telephone: 410-396-1100. A fee is determined based on the type of service requested by the agency/client. City agencies can use their budget account number and non-city agencies will be billed. March 16, 2005 May 18, 2012

The purpose of this policy is to provide guidance for the City department heads and supervisors, and establish responsibility for the acquisition, management and cost control of pagers and cellular telephone equipment and services. This policy shall apply to pagers and cellular equipment used by all City agencies and quasi-City agencies. This policy also establishes responsibility for assignment, use, review, and oversight of pagers and cellular equipment assigned to City agencies and employees. All pager and cellular equipment must be secured through the Municipal Telephone Exchange (MTE). MTE has the overall responsibility for the pager/cellular systems. Cellular equipment is made available to further the business of the City. The initial request for cellular equipment and services must be authorized by the agency head in accordance with this policy if the request meets the requirements of (1) and/or (2) below, and the Justification Form (<cite data-path="§AM-509-2-3">AM-509-2-3</cite>) section is documented on the Pager/Cellular Telephone Request Form (<cite data-path="§AM-509-2-2">AM-509-2-2</cite>). Assignments of cellular equipment shall be limited to business use by officials and employees (1) who travel from their assigned work site on City government business for a significant part of their normal workday and need to communicate frequently with employees and/or citizens while not at the assigned work site (by having immediate access for situations relating to urgent City business), and/or (2) must be accessible at all times, as required by the Mayor and agency head. If the use of cellular equipment is occasional or as a matter of personal convenience for the employee in conducting City business, the employee may be reimbursed for reasonable City business use made on his/her own personal cellular equipment by submitting an original statement from the cellular carrier with the appropriate use circled with an employee's expense report. The employee needs to request in writing the approval of the agency head prior to initial use of his/her cellular equipment for City business. The agency head has the authority to determine appropriate usage and a maximum monthly dollar amount (if needed) for reimbursement to employee. City government is not responsible for monthly fees, maintenance, damage or theft/loss of the employee's personal cellular equipment. City-related use is subject to verification if requested. A Pager/Cellular Request must be submitted to MTE to request assignment of the equipment. (See <cite data-path="§AM-509-2-1">AM-509-2-1</cite> for complete instructions.) A pager or cellular equipment may be assigned when there is justification for such unit(s), the agency head recommends it and the agency’s Budget Analyst at BBMR approves the costs The equipment may be assigned to the employee's immediate supervisor when justification involves employees performing the same duties but on different shifts. It may be assigned on a temporary basis when there is a seasonal or limited need for such assignment. Personal use of City cellular equipment is to be avoided unless it is an emergency situation with subsequent approval of the agency head. An employee will be required to reimburse the City for the cost of all personal use in accordance with procedures established by MTE. A $10.00 penalty per use will be assessed against any employee found to have made personal use cellular equipment without either recording or paying for it. All personal use must be circled on the monthly bills and reviewed by agency head and supervisor. Personal use must be reconciled with the monthly bill by submitting a cash deposit slip with a personal check made payable to the Director of Finance. A copy of the cash deposit slip and a copy of the check along with the monthly justification form must be sent to the Agency Telephone Coordinator. Agencies will be charged a monthly rental fee for all assigned equipment. Equipment is the property of MTE. .MUNICIPAL TELEPHONE EXCHANGE The Municipal Telephone Exchange (MTE) has overall operating responsibility for the Pager/Cellular system. MTE's responsibilities include: <ul> <li>receiving and evaluating equipment assignment requests;</li> <li>submitting costs and justification for new service to agency budget analyst for approval</li> <li>placing orders with vendor</li> <li>providing inventory control, distribution, and retrieval of equipment;</li> <li>providing assistance via the vendor for maintenance and repair of equipment;</li> <li>informing the Department of Finance, Bureau of Accounting of rental fees assessed or charges to the using agencies;</li> <li>forwarding monthly cellular charges to the using agency;</li> <li>reviewing MEMO (28-1418-5007) (<cite data-path="§AM-509-2-1">AM-509-2-1</cite>) on equipment loss, damage, theft, or suspicious disappearance;</li> <li>monitoring payment by employees for personal cellular use;</li> <li>assessing charges to agencies in cases of negligence, misuse or abuse of pager/cellular equipment by employees;</li> <li>reviewing cases involving equipment loss, damage, theft or suspicious disappearance to determine negligence, misuse, or abuse of pager/cellular equipment for possible recommendation to the agency/bureau head of appropriate disciplinary action to be taken against the responsible employee.</li> </ul> Agency responsibilities include: <ul> <li>obtaining ancillary equipment and batteries through MTE;</li> <li>notifying MTE in writing of any permanent or temporary change of personnel which relate to Pager/Cellular assignments;</li> <li>assuring that equipment not approved for retention is returned to MTE;</li> <li>obtaining verification of cellular charges from user, and certifying that services were received and that there were no personal calls, except as noted by user;</li> <li>reviewing and approving personal use City cellular equipment which is circled on the monthly invoice for the employee to reimburse;</li> <li>approving/disapproving requests in writing by employees to use personal cellular equipment for occasional City business use; deciding appropriate business use, and monthly maximum reimbursable amount (if needed) that employee can request on employee expense account;</li> <li>assessing and collecting charges from employees when negligence, abuse, or misuse of assigned equipment has been determined.</li> </ul> Users are subject to disciplinary action and/or assessment of charges in cases of negligence, misuse, or abuse of assigned pagers or cellular equipment. User responsibilities include: <ul> <li>properly using and caring for the pager or cellular equipment;</li> <li>immediately notifying the Police Department of a theft or suspicious disappearance involving the equipment;</li> <li>contacting Agency Telephone Coordinator immediately upon theft, loss, disappearance so the service can be discontinued and forwarding an email within 24 hours to their Agency Telephone Coordinator and supervisor describing in detail any theft or suspicious disappearance of assigned equipment;</li> <li>reviewing the monthly invoice for accuracy of cellular charges and noting all personal use by circling; (Note: Approval by supervisor and agency head of the monthly invoice is required.)</li> <li>preparing and submitting a cash deposit slip with reimbursement for any personal use of the City cellular equipment to the Director of Finance;</li> <li>preparing and submitting an employee expense account report for reimbursement of approved City-related use on the employee's personal cellular equipment. Original invoices from the employee's cellular carrier with the City business use circled must be attached to the report.</li> </ul> January 6, 1999 August 22, 2012

January 6, 1999 August 22, 2012

August 22, 2012