USE OF COUNTY VEHICLES
1. PURPOSE: The purpose of this policy is to establish and specify County policy on vehicle
transportation for officials and employees in the conduct of official business
2. General
Policy: It is the policy of the County Administrator that vehicle
assignments be based upon actual, demonstrated and compelling need in the conduct of official business. County and privately
owned vehicles operated for County business shall be operated in accordance with all safety and legal requirements of the
County or other jurisdiction in which they are operated. Employees will “ensure that county vehicles are operated safely
and properly in the course of county business.” (Risk Management Procedures, RMP #C6)
3. Central
Fleet Management: The Fleet Management Department will provide centralized
management of the County fleet of vehicles and motorized equipment. Centralized management will maximize the utilization of
fleet assets while reducing operation and maintenance costs. The Fleet Management Department is the lead department on maintaining,
repairing, replacing, and the acquiring and disposing of all County fleet assets. The
Fleet Management Department will ensure that any repair or replacement warranty on purchased or leased equipment is utilized
to the fullest extent.
4. Policy Implementation: The Fleet Management Director is responsible for implementing the provision
of this policy and shall ensure uniform application and interpretation of policy. Proposed
exceptions to this policy will be considered for maximum benefit of the County.
5. Specific
Rules:
a.
Vehicles shall only be used for official business.
b.
Only County officials, employees and contract labor (with
the consent of the department Director) are allowed to operate a County vehicle.
c.
Members of the operator’s family are not allowed to
ride in a County vehicle unless specific approval is obtained from the County Administrator.
d.
Members of the public may be allowed to ride as passengers
in a county vehicle only when their presence is necessary to conduct county business.
e.
No vehicle will be routinely taken home without written
approval from the County Administrator.
f.
No vehicle will be taken home to out-of-county residences.
g.
Alcoholic beverages and/or the use of tobacco products are
prohibited in any County vehicle.
h.
Use of personal cell phone is not permitted while operating
a County vehicle.
i.
Seat Belts will be worn whenever the vehicle is in operation.
j.
Vehicle Fuel Keys are not to be used to obtain fuel for anything
other than the vehicle for which the fuel key is assigned.
k.
County Vehicles are to be refueled only at County refuel sites.
In the event of an unforeseen requirement and fuel is purchased from an outside vendor, it must be reported to Fleet Management
the next working day with vehicle mileage and gallons purchased.
l.
For travel, County Fuel Cards are to be used in obtaining
fuel from outside vendors and must be returned, with receipts, on the first working day after the completion of a trip. (Admin
Policy 98-03)
m.
Only official markings and labels placed by Fleet Department
personnel are authorized on the vehicle.
n.
No modifications or repairs to a vehicle are authorized unless
approved or conducted by the Fleet Department.
o.
Vehicles are to be locked or appropriately secured (to prevent
theft) when left unattended and out-of-sight by County employee. (Does not supercede Fire Service departmental policy
pertaining to emergency vehicles.)
6. BUREAU AND
DEPARTMENT – POLICY AND RESPONSIBILITIES: Bureau Chiefs will
ensure their departments comply and cooperate with this policy. Department Directors
will adhere to this policy and procedure pertinent to the utilization of vehicles in the conduct of official business. Responsibilities include the following:
a.
Enforce county rules and regulations with regard to the operation
of vehicles as set forth by these policies and those mentioned in the Risk Management Procedure Manual (RMP-C3 and C6).
b.
Establish and manage departmental “motor pools”
for maximum utilization of all department vehicles. “Motor Pools” should include:
i. Centralize checkout/in point with “sign out/in sheets”
ii. Utilization log in each vehicle to track utilization and mileage.
c.
Provide written justification to the County Administrator
for assigned vehicles routinely taken home by employees.
d.
Ensure that department employees maintain the proper operator
license and comply with all laws relating to operation of motor vehicles.
e.
Ensure that the proper vehicle use reporting forms are submitted
at the end of each payroll period for tax purposes.
f.
Provide authority to operate a vehicle on County business
outside the County limits or for intermittent overnight custody.
g.
Enforce compliance with county rules and regulations relative
to the care and maintenance of vehicles.
i. Ensure Preventive Maintenance scheduling is adhered to.
ii. Ensure vehicles are washed at least once a month.
h.
Ensure employees report vehicle accidents to both law enforcement
and County officials. Complete and track all Accident report forms (RM1001)
i.
Ensure that employees, using a County Fuel Card, report mileage
and cost to Fleet Management Department upon return of travel.
j.
Take disciplinary action, including suspension or dismal of
employees who misuse or abuse county vehicles.
7. VEHICLE
OPERATORS – POLICY AND RESPONSIBILITIES: Each vehicle and equipment
operator is responsible for complying with the rules and regulations as set out by these policies including the following:
a.
Comply with County rules and regulations with regard to the
operation of vehicles as set forth by these policies and those mentioned in the Risk Management Procedure Manual (RMP-C3 and
C6).
b.
Comply with departmental “motor pool” guidelines:
i. Sign out/in before and after each use of the vehicle.
ii. Ensure accurate information is recorded in vehicle utilization log.
c.
Maintaining the proper operator license and complying with
all Federal, State and local laws relating to vehicle operation.
d.
Ensure that the proper vehicle use reporting payroll forms
are submitted for tax purposes at the end of each payroll period.
e.
Obtain authority to operate a County vehicle outside the County
limits or for overnight custody.
f.
Comply with County rules and regulations related to the care
and maintenance of vehicles and equipment.
i. Be on time for scheduled Preventive Maintenance servicing.
ii. Keep interior and exterior of vehicles and equipment clean.
iii. Do not use Vehicle
Fuel Keys to obtain fuel for anything other than the vehicle for which the Fuel Key is assigned.
iv. No tobacco products
or alcoholic beverages are to be used in any County vehicle.
v. Do not use personal cell phone while operating any County vehicle.
g.
Report accidents to both local law enforcement and County
officials.
h.
Understanding that any misuse of a County vehicle shall be
considered misuse of property and is grounds for suspension or other disciplinary actions.
Approved by: ____________________________ Date: ______________________
County
Administrator
ADMINISTRATIVE
POLICY 03-01
This
policy replaces:
Administrative
Policy 97-08
Administrative
Policy 97-09
