[HISTORY: Adopted by the County Board of McLean County as indicated in article histories. Amendments noted where applicable.]
Article I County-Owned or -Leased Vehicles
[Adopted 4-19-1988 (Ch. 6A of the 1986 Code)]
All vehicles owned or leased by the County are the property of the County and shall be assigned to specific departments by the County Administrator. The County Administrator shall determine the assignment of all vehicles based on demonstrated need as justified by departments. All vehicle assignments should be considered temporary and subject to periodic review by the County Administrator.
County vehicles shall only be used to assist County employees in designated positions while in the performance of official County business. For purposes of this policy, official County business shall be defined as:
All County-owned or -leased vehicles must be marked with the official County logo. Any exception must be justified in approved departmental policies.
The use of County-owned vehicles is prohibited for the following:
Personal use of any nature when the employee is in an off-duty status. Exceptions:
Where the vehicle is designated as emergency response vehicle, the employee is in an on-call status and written departmental policies have been developed and approved.
Where the supervisor authorizes the vehicle be used for transportation to and from lunch.
Where the employee is away from his residence overnight in the course of conducting official business.
Attendance at political rallies, parties, or for political solicitation.
Transportation of persons or goods not having a direct relationship to County business, except in an emergency situation and with the authorization of the employee's supervisor.
At any time when the operator of the vehicle has consumed any alcoholic beverage or any substance which might interfere with the safe operation of the vehicle.
General guidelines for County vehicle operation include:
All vehicles shall be operated in a safe manner and in adherence to all state, County and municipal laws, rules and regulations pertaining to the operation of a motor vehicle.
Any employee operating a vehicle should take the most direct route to his destination.
County vehicles shall not be parked in proximity to any establishment which might cause discredit upon the County unless such action is pursuant to the performance of County business.
Fuel shall be procured at designated County fueling facilities except during emergencies or extended trips. When it becomes necessary to purchase fuel from other sources, receipts shall be presented for reimbursement purposes.
All employees shall be responsible for any traffic or parking citations issued to them while using a County vehicle. Any such citation received shall be reported to the employee's supervisor within 48 hours.
Employees shall lock any County vehicle when it will be parked unattended. The driver of the vehicle will be held responsible for any stolen or missing item if the vehicle is left unlocked while unattended.
No employee shall be permitted to store a County vehicle at his/her residence or use it for personal business unless a provision is made in the Board-approved departmental policies. To obtain approval, a department must justify the need or circumstances under which a position would be required to store a vehicle at an employee's home or that such storage is in the best interest of the County.
Under no circumstances shall a nonauthorized employee or a person who is not an employee of the County be allowed to operate a County vehicle. For purposes of this policy, the Sheriff's Reserve shall be considered to be authorized persons.
Because individual County departments have unique circumstances and uses for County vehicles, any department which has a County vehicle assigned to it shall develop departmental policies in addition to the general policies cited above. Such departmental policies shall incorporate the general policies and clearly identify any possible exception to the general policies. Departmental policies must be reviewed by the County Administrator, the Property Committee and approved by the County Board.
No County department, not currently assigned an automobile, shall be permitted to acquire a vehicle until it has secured Board approval of its departmental policies.
Additional minimum requirements for departmental policies.
Utilization. There shall be a provision to assure that a County vehicle will be utilized fully. No department should authorize any employee to incur mileage claims when a County vehicle is not being utilized and is available.
Maintenance. All vehicles shall be kept as clean as conditions permit. All preventive maintenance, including lubrication and oil change, shall be made at County facilities or County-designated facilities. Repairs beyond the capabilities of County staff shall be made at County-designated sites. Department heads shall ensure that the provisions of all warranty requirements are met.
Recordkeeping. Accurate records shall be maintained by departments in the following areas:
Specific names of employees assigned to response vehicles or vehicles being stored overnight at the employee's residence.
Fuel usage and miles per gallon.
Detailed records of all maintenance and repairs, including preventive maintenance logs.
Detailed records of any accident or damage to any vehicle.
Storage. The department shall specify the location at which vehicles will be stored at times when they are not in use by County personnel in the performance of official County business. Storage in other than a County-provided location may be justified for the following reasons:
The vehicle is designated as an emergency response vehicle and is assigned to a County position whose job performance would be significantly obstructed to the public detriment without the immediate availability of a vehicle on a twenty-four-hour basis.
The vehicle is to be assigned to a County position during a time of impending emergency. Such assignment shall be for limited duration only.
With department head approval, a vehicle may be stored at an employee's residence when the employee's residence is a shorter distance from a temporary work site than the permanent storage and such storage shall result in a reduction in travel time to the benefit of the County.
At such times as storage areas designated by the County are not available due to construction, facilities maintenance or other cause, the department head may request that departmental vehicles be stored at the employee's residence until such time as County-designated storage is available. Approval of any such temporary storage must be obtained from the County Administrator.
Any violation of this policy shall result in disciplinary action as specified in § 108-71 of the McLean County Code.