(A) It is always a necessity for employees to utilize village vehicles in conducting the day-to-day business of the village. It shall be the policy of the village that the use of any village vehicle is a privilege afforded certain employees, and not a right, and subject to this policy.
(B) Assignment.
(1) Each Department Manager shall have the authority to assign vehicles to the service divisions within each respective Department requiring a vehicle.
(2) No employee shall have an assigned vehicle (permanent or temporary) for private use, or for travel to and from work, without express written permission from the Village Administrator except in the following situations:
(a) Such use is permitted by an individual contractual agreement with the village.
(b) Such use is provided as a benefit to a Department Manager and is recognized as part of the individual's compensation package. Use of the vehicle by individuals covered by this section shall be limited to village business only.
(c) The nature of work requires the operation of specialized equipment carried in a village vehicle utilized for that purpose, and the equipment must be at the disposal of the particular employee on short notice.
(d) The nature of work requires the following employees to be on 24 hour call to respond to particular incident(s) during non-business hours or on a frequent basis: Village Administrator, Fire Chief, Police Chief, Public Works Director. These employees shall have use of an assigned vehicle 24 hours per day and may use same at their discretion provided they do not go beyond a 20 mile radius from Village Hall.
(e) The Village Administrator/Department Manager may, from time to time, permit employee(s) to use vehicles to travel to/from home to conduct pre-determined village business during non-business hours (evening meetings, etc.).
(f) If, in the opinion of the Village Administrator or Department Manager, it is necessary for the health, safety, and welfare, of the village.
(C) Usage.
(1) Vehicles are to be used solely for village business, subject to the above assignments.
(a) Any employee not covered under "Assignment" section 2 a/f, as of April 5, 1995 receiving transportation to or from their workplace on a regular basis in a village vehicle will obtain their own transportation, other than a village vehicle, effective immediately upon the approval and passage of this section.
(b) Transportation for any employee to or from their workplace will be provided only on an emergency basis, subject to the availability of a village vehicle and driver and approval from the respective Manager of the employee's department and/or the Village Administrator.
(c) Each event noted in above division (C)(1)(b) will be reported by the respective Department Manager in writing to the Village Administrator within 24 hours of said event. Each day requiring transportation will be considered a separate event and a separate report shall be filed. The report will include: employee name, nature of the emergency requiring transportation for the employee, and the approval by the respective Department Manager.
(2) Drivers of village vehicles shall comply with all laws concerning vehicle operations including rules of the road, and posted speed limits.
(3) The employee shall be responsible for resolving any ticket(s) issued while operating a village vehicle. Resolution will be at the employee's own time and expense.
(4) If a vehicle is involved in any accident, the employee shall remain on the scene until he/she has notified the local law enforcement agency, completed any forms/ reports required by law, and authorized to depart by said local agency. The employee shall notify his/her immediate supervisor of the accident by phone or upon return to their work site, whichever is more expedient, and shall complete any paperwork related to the incident.
(5) Any employee driving a village vehicle in violation of applicable laws, (including revoked or suspended driver's license) rules/regulations of insurance/risk protection agencies, or this policy may be subject to disciplinary action.
(6) If it is more efficient in terms of productive use of time to have authorized rest periods taken in the field or at the job site, it is permissible to use village vehicles, immediately prior to scheduled break periods, to pick up meals, coffee, etc. for employees at the site.
(7) An employee on village business away from their normal business location may take the vehicle to a nearby restaurant if it is more convenient and less time consuming to eat in that area rather than return to the village.
(8) A village vehicle may be used to attend professional, social, or governmental association meetings, luncheons, dinners, etc. if they are representing the village in an official capacity and/or the village receives direct benefit from the employee being at the function.
(9) Each employee authorized to have a village vehicle shall make said vehicle available for emergency use whenever he/she is out of town or otherwise unavailable at work.
(D) Operation.
(1) The employee is responsible for the vehicle's condition and proper operation. The interior and exterior shall be kept neat and clean and shall be washed periodically or when necessary to present a professional image.
(2) Each driver shall conduct a routine inspection prior to daily use to include, but not limited to: headlights, tail lights, seat belts, horn, windshield, wipers, tires, brakes, turn signals, and a weekly inspection of oil, battery, and general appearance.
(3) When the vehicle is not in service, it shall have the windows rolled up, the doors locked, lights and radio off, and shall be stored off the street whenever possible.
(4) When transporting materials or equipment, every precaution shall be taken to prevent items from being blown from or falling off the vehicle.
(5) The employee may make stops for personal reasons if it is on a reasonably direct route between home and their work location.
(6) Only authorized village employees shall drive the vehicle, unless an unforeseen emergency arises.
(7) It is expected each employee shall use sound judgement and logic in the use of these privileges, as this policy can be amended and/or rescinded at the sole discretion of the village and does not create any rights regarding use or operation of a village vehicle.
(E) Maintenance.
(1) Faulty mechanical operation shall be reported immediately to the Department Manager who shall issue a work order for repair of the vehicle.
(2) Public Works is responsible for scheduling regular preventative maintenance of all village vehicles.
(F) Suspension. The Village Administrator and/or the Department Manager may suspend or revoke these privileges from any employee found to be in violation of any of the above.
(Ord. 2379-95, passed 9-6-95)