[Adopted 9-16-2003 (P-14E)]
This Policy establishes procedures for the use of County-owned
and personal vehicles for the conduct of County business.
A.
Operating
vehicles while on County business.
(1)
Employees shall have a valid motor vehicle operator's license that
is legal for the type of vehicle being driven.
(2)
Employees shall be of sound mind and body when operating any vehicle.
Vehicles are not to be operated if the employee has a physical impairment
(i.e., illness and/or injury, etc.) or is under the influence of alcohol
or any controlled substances which could impair the individual's physical
and/or mental abilities. The restrictions also apply to individuals
taking medications which impair the safe operation of a motor vehicle
and/or medications that the manufacturer has provided specific warnings
about operating a motor vehicle while using the product.
(3)
Employees shall operate vehicles in a safe manner within the posted
speed limits or at lesser speed, depending on existing road and weather
conditions. Any moving or standing motor vehicle violation incurred
by a Kent County employee while operating a vehicle on County business
will be the sole responsibility of the employee operating the vehicle
and promptly reported to the employee's supervisor.
(4)
Seat belts shall be worn at all times in vehicles so equipped. Employees
will operate vehicles in compliance with all the provisions of Title
21 of the Delaware Code.
(5)
Smoking is prohibited in all County vehicles.
B.
Private
vehicles used for County business.
(2)
Any motor vehicle used for County business must have and maintain
valid automobile insurance with at least the minimum liability coverages
required by law.
(3)
When an employee's personal vehicle is used during the execution
of authorized County business, the employee is eligible for mileage
reimbursement at a rate that is determined by the Levy Court. Appropriate
request forms must be submitted to receive reimbursement. "Authorized
County business" refers to any activities that are consistent with
an employee's assigned duties. These duties include, but are not limited
to, office-related errands, off-site meetings, seminars and conferences.
(4)
Employees traveling out-of-state and/or overnight are required to
document all mileage and additional expenses incurred during their
excursion on a "Kent County Travel Expense Report" form.
C.
County
vehicles.
(1)
County-owned vehicles are to be used for the sole purpose of conducting
Kent County business, except as provided herein. Non-employee passengers
are not permitted in County vehicles except those persons with a legitimate
government business purpose, those persons participating in department
head approved ride-along programs (provided a waiver of liability
is properly executed), or as authorized by the County Administrator.
(2)
County vehicles are only to be operated by Kent County employees,
with the exception of employees from federal, state and local governments,
employees of firms supplying materials, equipment or services required
to conduct County business and Volunteer Fire Company members, who
shall operate any County vehicle in a safe manner consistent with
this Policy. When necessary, the Kent County Sheriff and his or her
deputies may use their vehicles to transport persons and/or documents
relating to business affiliated with the state courts or County.
(3)
Departments in possession of County vehicles are to maintain a daily
log that will detail each time the vehicle is used, who is operating
the vehicle, destination, mileage, gasoline purchases and any part
replacement and/or repairs. These daily reports shall be retained
for a period of 24 months. Copies of the daily logs will be forwarded
to the Finance Director by the 5th of each month for the maintenance
of a scanned record. That information will be used to compile a comprehensive
report that will accompany the department's annual budget submission.
(4)
No County employee is to use a County vehicle to transport any material
or equipment that is not the property of Kent County, rented by Kent
County or legally in the possession of Kent County. No employee is
to use a County vehicle to transport staff members on personal errands,
to transport family or other persons to places outside the normal
travel work hours and route between home and work, or for travel of
a personal nature outside Kent County.
(5)
Any County employee assigned a County vehicle for on-call use will
only use it to travel to and from work and during situations where
work-related travel is required after hours. Employees assigned a
County vehicle will be allowed to make personal stops of short duration
while traveling to and from work (i.e., pharmacy, dry cleaners, etc.).
No other uses are permitted. Employees on vacation or extended sick
leave shall leave assigned vehicles at the work site to be available
for use by others.
D.
Vehicle
incidents, accidents and insurance claims (applies to County-owned
vehicles and any vehicle(s) used to conduct County business).
(1)
All accidents that occur involving an employee who is conducting
County business, regardless of the severity, will be immediately reported
to the department manager of the involved party. This applies to both
County-owned and employee-owned vehicles. The department manager will
determine whether immediate notification of the County Administrator
is required. All serious accidents involving personal injury or damage
to another party's vehicle or property will be reported to the County
Administrator as soon as possible. The County Administrator will determine
the urgency and evaluate the need to provide information to the Levy
Court.
(2)
County employees authorized to operate County vehicles shall report
any defects in the vehicles that would impair their safe operation
to their supervisor and/or department manager immediately. Such defects
noticed during non-work hours will be reported to the supervisor and/or
department manager at the beginning of the following working day.
(3)
Accident and incident reports will be filed no later than the beginning
of the following workday. All reports must be submitted to the Insurance
Claim Officer in the Personnel Office, with a copy forwarded to the
County Administrator. In incidents involving an employee- or other-owned
vehicle used for County business, the County will reimburse the owner
for the amount of his or her insurance deductible up to the limit
allowed on the County's own auto policy.
E.
Gasoline
purchases.
(1)
The Kent County Finance Department shall oversee all bulk gasoline
purchases necessary for Kent County, in addition to the procurement
and administration of gasoline credit cards.
(2)
Gasoline cards shall be issued by the Finance Department to departments
with vehicles. Each department will maintain list of authorized users,
with a copy forwarded to the Finance Department.
(3)
Gasoline is to be purchased by authorized County employees for use
in County-owned vehicles only.
F.
Disciplinary
measures.
(1)
Employees violating this Policy shall be subject to disciplinary
action up to and including termination and/or the suspension of use
privileges.
(2)
Elected officials or deputies violating this Policy shall be subject
to suspension of use of County-owned vehicles and/or no mileage reimbursement
for such period(s) of time as determined by Levy Court.
[Adopted 10-25-1994 (P-58)]
This Policy sets up guidelines and rules for the use of County
vehicles for carpooling to assist in compliance with the Clean Air
Act.
A.
A
minimum of two people in each vehicle will be required to form the
carpool. The driver will be responsible for keeping all mileage logs
and records.
B.
Non-County
employees may be allowed to participate.
C.
Carpool
participants must carpool four days per week.
D.
Rules
of the carpool arrival times, late policy, and other procedures will
be set up by the participants of each carpool. These rules will include
the procedure to follow if the driver is sick, on vacation, or unable
to drive on any given day.
E.
There
will be a "Guaranteed Ride Home" policy for emergencies. If a person
needs to get a ride home before the end of their regularly scheduled
workday, the County will provide another vehicle to give him or her
a ride home.
F.
After
work hours, vehicles will be used for car pooling only. Stops for
other than discharging or picking up participants are limited to circumstances
authorized by the department manager responsible for the vehicle.
G.
A
nominal fee will be charged to participants; it may be waived for
the driver. Fees will be prepaid monthly at the appropriate County
office. The fees will be determined by the amount of the additional
cost of operating each vehicle, divided by the number of participants.
H.
The
County Administrator shall designate a certain number of parking spaces
sufficient to meet the needs of carpooling employees, and special
car tags shall be provided to indicate authorization to park in the
reserved spaces. Employee or other vehicles parking in said spaces
without authorization shall be subject to towing at the owner's expense.
[Adopted 12-8-1998 (P-75)]
This Policy establishes a requirement that employees regularly
operating County-owned vehicles achieve and maintain defensive driving
certification.
A.
The
County will coordinate, sponsor, and/or offer defensive driving training
classes on a regular basis to its employees.
B.
All
County employees will be eligible to participate in County-sponsored
defensive driving training up to the maximum number permitted in the
class. Priority will be given to those employees who regularly operate
County-owned vehicles, as determined by the Personnel Director.
C.
Employees
who regularly operate County-owned vehicles shall attend a defensive
driving course within one year of the start of County employment.
Said employees shall maintain defensive driving skills through recertification
every three years during their employment with Kent County.
D.
Costs
associated with the required defensive driving classes and recertification
shall be paid by the County for those employees regularly operating
a County-owned vehicle. Other interested employees must pay for normal
course costs.
E.
Employees
failing to achieve or maintain required defensive driving certification
shall be subject to disciplinary action up to and including termination.
[Adopted 9-10-2002 (P-87)]
This Policy establishes requirements for the safe operation
of motor vehicles by County employees who drive a vehicle in the performance
of County duties.
A.
Employees
shall possess and maintain a valid motor vehicle operator's license
that is appropriate for the type of vehicle being driven.
B.
Employees
shall report to their respective supervisor all motor vehicle violations
in any jurisdiction, including those received operating non-County-owned
vehicles.
C.
Employees
with special motor vehicle operator's licenses and/or endorsements
(i.e., CDL) shall maintain compliance with provisions of the state
and federal statutes for such designations.
D.
Seat
belts shall be worn by the driver and all passengers in vehicles so
equipped.
E.
Employees
not wearing a seat belt while driving a County-owned vehicle or driving
any vehicle in the performance of County duties, while said vehicle
is in motion, shall be subject to progressive disciplinary action.
F.
At
least once per calendar year, the motor vehicle record of employees
regularly operating County-owned vehicles or driving any vehicle in
the performance of County duties shall be reviewed by the Personnel
Director. Employees and their respective department heads will be
advised of any unreported or serious violations. For the purpose of
determining whether County employees will be permitted to drive County
vehicles, or drive vehicles in the performance of their County duties,
the Personnel Director will evaluate the points assigned to an operator's
license for a County employee based on when points are accumulated.
Points assigned to an operator's license for motor vehicle violations
over one year old shall be reduced by one-half; points assigned for
violations over two years old shall be reduced by one-half again;
and points for violations over three years old shall not be counted.
G.
Employees
with motor vehicle records which indicate revocation or suspension
shall not be permitted to drive a County-owned vehicle or drive any
vehicle in the performance of County duties. Employees whose position
description requires the retention of a valid motor vehicle operator's
license shall be subject to termination.
H.
Employees
who drive a County owned vehicle in the performance of County duties
and accumulate motor vehicle operator violation points, by their state
of residence, shall be subject to the following:
|
Number of Points Accumulated
|
Consequence
| |
|---|---|---|
|
4 — 5
|
Loss of commuting privileges for one week
| |
|
6 — 7
|
Loss of commuting privileges for one month
| |
|
8 — 9
|
Loss of commuting privileges for six months
| |
|
10 or more
|
Prohibited from driving any County vehicle and possible termination
|
I.
In
addition, employees who drive a County-owned vehicle in the performance
of County duties and who are charged or accumulate motor vehicle operator
violation points while operating a County-owned vehicle shall be subject
to the following additional disciplinary action:
|
Number of Points Accumulated
|
Disciplinary Action
| |
|---|---|---|
|
2 — 3
|
Oral reprimand
| |
|
4 — 5
|
Written reprimand
| |
|
6 — 7
|
Suspension without pay
| |
|
8 or more
|
Possible termination
|
J.
Employees
incurring a motor vehicle violation which imposes five points or more
on his or her motor vehicle record (i.e., reckless driving, aggressive
driving, 15 miles over the speed limit, etc.) shall not be permitted
to drive a County-owned vehicle or drive any vehicle in the performance
of County duties, and shall be subject to termination if his or her
position description requires the retention of a valid motor vehicle
operator's license. Employees enrolling and successfully completing
the DUI first offender's program may retain their positions, provided
the individual agrees to random alcohol and/or drug testing at his
or her cost as directed by the Personnel Director and sufficient staff
is available to drive the employee's assigned County-owned vehicle(s)
during the program period and any related motor vehicle operator's
license restrictions.
