(A) Intent of policy. The intent of this policy is to set forth the guidelines under which village vehicles will be authorized to be used by village personnel, and the guidelines under which village vehicles may be used.
(B) Policy provisions.
(1) Assignment of municipal vehicles - generally.
(a) Appointing authorities who have municipal vehicles assigned to their department may assign such vehicles in a manner consistent with departmental workload and employee function.
(b) The vehicles shall be assigned to certain employees for the period of the work day, the vehicle shall be picked up in the lot and returned to the same lot by the end of the work day.
(c) The assignment of vehicles may be rescinded at any time by the appointing authority or designated Village Administrator.
(d) All vehicles not considered vehicles for 24-hour use shall display either a placard or decal.
(2) Assignment of municipal vehicles - 24-hour use.
(a) The assignment of vehicles for 24-hour use will be made in writing by the Mayor or his or her designee, and will only be considered for employees who require a vehicle for the ordinary and necessary discharge of their job functions. Criteria that will be used in the determination of eligibility for 24-hour vehicle use include:
1. Officially designated on-call status;
2. Requirement for frequent emergency availability; and
3. Emergency or other equipment contained in the vehicle.
(b) The Mayor or his or her designee may rescind assignment of vehicles for 24-hour use at any time.
(c) Vehicle use is limited to travel to and from the residence and place of work. The vehicle should be driven over the most direct route taking into account road and traffic conditions.
(d) The vehicle should not be utilized for travel outside a direct commuting route for personal reasons.
(e) Vehicles that are designated for 24-hour use shall not be placarded unless so required by the Mayor or his or her designee.
(3) General rules governing municipal vehicle use.
(a) Municipal motor vehicles shall only be operated by a paid employee or volunteer of the village possessing the appropriate current Illinois driver's license needed for the vehicle being driven; except that motor vehicles may be operated by others hired in connection with repair and maintenance work as directed by the village.
(b) Motor vehicles shall be operated only for official, legitimate village business.
(c) Municipal vehicles will not be used to transport any individual who is not directly or indirectly related to municipal business. Passengers shall be limited to village employees and individuals who are directly associated with village work activity (committee members, consultants, contractors, etc.) Family members shall not be transported in village vehicles unless authorized in advance by the Village Administrator and/or Mayor or his or her designee. Any resident may be transported in Council on Aging vehicles.
(d) Vehicles shall contain only those items for which the vehicle is designed and intended. The village shall not be liable for the loss or damage of any personal property transported in the vehicle.
(e) Employees are expected to keep municipal vehicles clean, and to report any malfunction or damage to their supervisors immediately.
(f) Employees assigned vehicles for commuting purposes are expected to park such vehicles in safe and secure locations.
(g) Employees operating municipal vehicles are required to wear seatbelts (if equipped) at all times during operation, and shall require authorized passengers in the vehicle to wear seatbelts.
(h) Employees shall not operate municipal vehicles under the influence of alcohol, illegal drugs, or prescription drugs or medications, which may interfere with effective and safe operation.
(i) Employees operating municipal vehicles shall obey all applicable traffic and parking regulations, ordinances and laws. In addition, employees who incur parking or other fines in municipal vehicles will generally be personally responsible for payment of such fines unless the Mayor approves the payment of such fine by the village. Employees who are issued citations for any offense while using a municipal vehicle must notify their supervisor immediately when practical, but in no case later than 24 hours. Failure to provide such notice will be grounds for disciplinary action.
(j) An employee who is assigned a municipal vehicle and who is arrested for or charged with a motor vehicle offense for which the punishment includes suspension or revocation of the motor vehicle license, whether in his or her personal vehicle or in a municipal vehicle, must notify his or her supervisor immediately when practical, but in no case later than 24 hours. Conviction for such an offense may be grounds for loss of municipal vehicle privileges and/or further disciplinary action.
(k) No employee may use a municipal vehicle for out of state use without advance approval of the Village Administrator or Mayor.
(Ord. 10-41, passed 4-28-10)