The purpose of this policy is to provide a clear set of policies and guidelines regulating the use of village-owned vehicles by Village employees and to avoid and conflicts or misunderstandings regarding their use. Any violations of this policy may result in disciplinary action including, but not limited to, verbal warning, written reprimand, time off without pay (suspension), loss of use of vehicle, and/or termination. The Village Vehicle Use policy and guidelines are as follows:
(a) Village-owned vehicles are to be utilized exclusively for Village business and matters relating to the operation of the services provided by the Village to the community. This policy covers all vehicles owned by the Village.
(b) No Village vehicle shall be used or operated for the daily purpose of transporting any Village employee to and from work unless one or both of the following conditions apply:
(1) The operator of the vehicle is on a twenty-four (24)-hour call to meet valid emergency situations; or
(2) The department head to which the vehicle is assigned can provide justification to the Mayor that such take home use is in the best financial interest of the Village.
(c) The Mayor, with the advice of the department head may grant temporary use of Village vehicles for commute purposes when deemed appropriate or necessary, subject to the restrictions set forth in subsections (a) and (b) of this section.
(d) The Director of Finance shall report the use of vehicles in accordance with the guidelines of the Internal Revenue Service Code. Vehicles are not an inducement for employment, nor should they be considered as compensation.
(e) The Mayor, at his or her discretion, may authorize extended use of the vehicles being used by a department head for the health, safety and welfare of the residents of the Village.
(f) No employee shall operate a Village vehicle or heavy equipment or if the person is under the influence of alcohol or any drug of abuse, or the combined influence of alcohol and any drug of abuse.
(g) Non-employees are not permitted to ride in a Village vehicle except for business related reasons (i.e., carpooling to a permitted function).
(h) Seatbelts are to be used at all times when driving or riding in a Village vehicle.
(i) All vehicles owned or leased by the Village are to be operated and maintained in a safe and efficient manner. The operator of any such vehicle shall be responsible for reporting any defect, damage or unsuitable condition of any Village vehicle to their department head. All operators of Village vehicles must be properly licensed in accordance with state law to operate the class of Village vehicle so operated and shall provide to their department head proof of being so licensed upon request and in any event each time his or her license is renewed. Each employee who operates a Village vehicle must provide a copy of his or her license to their department head who shall be responsible for maintaining a current list of all employee's licenses who may operate a Village vehicle.
(j) Any employee who sustains or causes injury or damage to any property while in possession or being assigned a Village vehicle shall report such damage or injury immediately to any governmental authority as is required by law and thereafter promptly report in writing, the details of such occurrence to their department head and/or supervisor. Failure to promptly report the details of any occurrence to the employee's department head may result in disciplinary action up to and including termination. The employee shall also immediately submit to a drug test in accordance with the Glenwillow Employee Handbook.
(k) In the event an employee's driver's license expires or is revoked, suspended, forfeited or restricted in any manner, the employee shall be required to report that information with seventy-two (72) hours of its occurrence to their department head, or within 24 hours of returning from vacation or other authorized leave if the expiration, revocation, suspension, forfeiture or restriction occurred during such leave.
(1) Village owned gas and other vehicle fluids and parts shall be placed into Village vehicles only. No employee is permitted to place Village-owned gas or other fuel in his or her personal or other private vehicle under any circumstances.
(m) lt is the responsibility of the department heads to provide, keep and maintain mileage logs regarding use of vehicles.
(Ord. 2023-04-15. Passed 4-5-23.)