Operation:
1. It is
the department head's responsibility to assign the use of cars
within the department.
2. All gasoline
must be purchased from the distributor currently holding an
agreement with the County, when possible. Check with the Finance-Purchasing
Division to determine the current vendor.
3. County-owned
vehicles may be used only on official County business. This
includes giving rides to other staff or non-staff only as needed
to fulfill the driver's work duties. In addition, County employees
may provide rides to other County employees or representatives
of other municipalities when attending work-related conferences
or meetings when the transportation of additional passengers
is authorized by the employee's supervisor or department head.
Other use of County-owned vehicles may be permitted in an emergency
situation with prior approval of the employees' supervisor or
department head.
Personal
use of County owned vehicles is expressly prohibited, except
for authorized commuting and de minimus personal use. De minimus
personal use may include stopping for lunch between business
stops or stopping for a personal errand on an authorized commute.
Any stop for lunch must be within three miles of the route between
stops and any stop for a personal errand must be within three
miles of the route reasonably taken for the authorized commute.
In no event shall the transportation of unauthorized passengers
be considered a de minimus use.
4. All occupants
of County vehicles equipped with seat belts must use the seat
belts at all times when riding in the vehicle.
5. The driver
is responsible to see that #4 above is followed.
Maintenance:
1. It is
the responsibility of the department head to see that each County-owned
vehicle has County decals on it at all times and that County
decals are removed before the vehicle is sold or traded in.
2. Reports
of all accidents involving County vehicles must be submitted
to the County's Contracts Coordinator (see Policy 01-22).
3. It is the responsibility of the department head to see that
County cars do not carry bumper stickers other than necessary
parking stickers or other County-authorized stickers.
4. The Department
of Public Works in concert with the Finance-Purchasing Division
has developed a preventive maintenance schedule for County cars.
It is the responsibility of the department head to see that
this maintenance schedule is followed for all department cars.
5. Vehicle
titles must be delivered to the Contracts Coordinator, with
a copy maintained by the department. Departments must advise
the Contracts Coordinator when they purchase or dispose of a
vehicle.
Replacement:
1. The request
for replacement of County-owned vehicles shall originate with
the department head and shall be based on mileage, length of
service and frequency and cost of repairs.
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Tompkins
County Administrative Policy Manual