HomeMy WebLinkAbout25-12 - Res. Amending Res. 91-11 Amending the Mason County Personnel PoliciesRESOLUTION NO Z":75
AMENDING RESOLUTION NO 91-11
AMENDING THE MASON COUNTY PERSONNEL POLICIES
WHEREAS, the Board of County Commissioners has determined that certain changes
in the Mason County Personnel Policies are necessary for the updated Vehicle Use Policy;
NOW, THEREFORE, BE IT RESOLVED, that the Board of Mason County
Commissioners does hereby amend the Mason County Personnel Policies by changing the
Table of Contents (Attachment A), deleting items from Chapter 8 (Attachment B), and adding
the new Vehicle Use Policy as Chapter 13 (Attachment C).
DATED this day of April, 2012.
ATTEST:
Shannon Goudy, Clelrof the Bo
APPROVED AS TO FORM:
3 7--e,2,-/
Tim Whitehead, Chief Civil Deputy
Prosecuting Attorney
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WA HINGTON
Tim Sheldon, Commissioner
Steve Bloomfield, Commissioner
Co\DOCUMEr'1\TimW\LOCALS»1\Temp\XPgrpwise\Resolution - Change to Personnel Policies.doc
Attachment A
TABLE OF CONTENTS
CHAPTER 1 PURPOSE AND SCOPE 1
1.1 INTRODUCTION 1
1.2 INTENT OF POLICIES 1
1.3 SCOPE OF POLICIES 2
1.4 CHANGING THESE POLICIES 2
1.5 DEFINITIONS 2
CHAP I'ER 2 GENERAL POLIC I hS AND PRACTICES 3
2 1 EMPLOYEE PERSONNEL RECORDS 3
2.2 EMPLOYMENT REFERENCES 3
CHAPTER 3 RECRUITING AND HIRING 6
3.1 RECRUITING 6
3.2 HIRING 6
3.3 EXTRA HELP EMPLOYEES 7
3.4 EMPLOYMENT OF RELATIVES (NEPOTISM) 7
3.5 PROMOTIONS 8
CHAPTER 4 HOURS AND AI 1ENDANCE 9
4.1 WORKING HOURS 9
4.2 HOURS OF WORK AND OVERTIME 9
4.3 COMPENSATORY TIME 9
4.4 ATTENDANCE 10
4.5 UNUSUAL WEATHER CONDITIONS/
EXTREME CIRCUMSTANCES 10
4.6 BREAKS AND MEAL PERIODS 11
4.7 CALL BACK 11
4.8 PAYROLL RECORDS 11
CHAPTER 5 COMPENSATION 12
5.1 SALARY CLASSIFICATION AND GRADES 12
5 2 EMPLOYEE PAY RATES 12
5.3 PAYDAYS 13
5.4 DEDUCTIONS 13
5.5 TRAVEL AWAY FROM THE COUNTY 13
5.6 TRAVEL EXPENSE REIMBURSEMENT 13
5.7 COMPENSATION UPON TERMINATION 14
5.8 RECRUITING EXPENSES 14
CHAPTER 6 BENEFITS 15
6.1 RETIREMENT BENEFITS 15
6.2 WORKERS COMPENSATION 15
6.3 HEALTH INSURANCE BENEFITS 16
6.4 CONTINUATION OF INSURANCE COVERAGE 16
6.5 UNEMPLOYMENT INSURANCE 16
CHAPTER 7 LEAVES 17
7.1 VACATION LEAVE 17
7.2 SICK LEAVE 18
7 3 LEAVE WITHOUT PAY 19
7.4 JURY AND WITNESS LEAVE 19
7.5 ADMINISTRATIVE LEAVE 20
7.6 MILITARY LEAVE 20
7.7 FAMILY LEAVE 20
7.8 BEREAVEMENT LEAVE 22
7.9 SHARED LEAVE PROGRAM 22
7.10 HOLIDAYS 23
7.11 RELIGIOUS HOLIDAYS 24
7.12 BENEFITS FOR PART-TIME AND
EXTRA HELP EMPLOYEES 24
CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT 25
8.1 GENERAL CODE OF CONDUCT 25
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS
OF INTEREST 25
8.3 REPORTING IMPROPER GOVERNMENTAL ACTION 26
8.4 POLITICAL ACTIVITIES 28
8.5 NO SMOKING POLICY 28
8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMM 28
8.7 USE OF COUNTY EQUIPMENT 29
8.8 BULLETIN BOARDS 29
8.9 CONTACT WITH THE NEWS MEDIA 29
8.12 10 SOLICITATIONS
29
8.44-11 SAFETY 30
8.4-4-12 SUB STANCE ABUSE 30
CHAPTER 9 LAYOFF AND RESIGNATION 32
9.1 LAYOFF 32
9.2 RESIGNATION 32
CHAPTER 10 COMPLAINT PROCEDURES 33
10.1 COMPLAINT PROCEDURES 33
CHAPTER 11 EDUCATIONAL ASSISTANCE 34
11 1 INTRODUCTION 34
11.2 OBJECTIVE 34
11.3 PROCEDURES 35
CHAPTER 12 NON-DISCRIMINATION & HARASSMENT POLICY 36
12.1 PURPOSE 36
12.2 NON-DISCRIMINATION 36
12.3 POLICY 36
12.4 EQUAL OPPORTUNITY FOR PERSONS WITH DISABILITIES 37
12.5 EMPLOYEE RESPONIBILITIF S 38
12.6 SUPERVISOR/MANAGEMENT RESPONSIBILITIES 38
12.7 COUNTY RESPONSIBILITI F S 38
12.8 COMPLAINT PROCEDURE 39
CHAPTER 13 VEHICLE USE POLICY 40
13.1 VEHICLE USE AND SCOPE 40
13.2 DEFINITIONS 40
13.3 ASSIGNMENT OF COUNTY VEHICLES FOR OPERATIONAL
CONSIDERATIONS 40
13.4 INSURANCE 41
13.5 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS 41
13.6 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS 42
13.7 INCIDENTAL TRAVEL AND STOPS 42
13.8 POLITICAL USE OF COUNTY VEHICLES 42
13.9 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS 42
13.10 PERMITTED AND PROHIBITIED USES OF COUNTY & PERSONAL
VEHICLES FOR COUNTY BUSINESS 43
13.11 VEHICLE USE AGREEMENT - REQUEST FOR DRIVING
RECORD 44
13.12 DRIVER DISQUAL I I ICATION AND REVIEW 45
13.13 ACCIDENTS AND CITATIONS 45
13.14 COMMERCIAL DRIVER LICENSE 46
13.15 COUNTY VEHICLE RELATED PURCHASES 46
13.16 VEHICLES FUEL POLICIES & FUEL CREDIT CARD USES 46
13.17 REPAIRS & PREVENTATIVE MAINTENANCE 47
13.18 GENERAL MOTOR VEHICLE SAFETY 47
VEHICLE USE AGREEMENT FORM 48
Attachment B
CHAPTER 8
EMPLOYEE RESPONSIBILITIES
AND CONDUCT
8.1 GENERAL CODE OF CONDUCT
All County employees are expected to represent the County to the public in a professional manner
which is courteous, efficient and helpful Employees must maintain a clean and neat appearance
appropriate to their work assignment, as determined by their position and F,lected Official or
l )epartment Head.
Since the proper working relationship between employees and the County depends on each
employee s on -going job performance, professional conduct and behavior, the County has
established certain minimum standards of personal conduct Among the County's expectations
area Basic tact and courtesy towards the public and fellow employees, adherence to County
pohcies, procedures, safety rules and safe work practices; compliance with directions from
supervisors, preserving and protecting the County's equipment, grounds, facilities and resources;
and providing orderly and cost efficient services to its citizens.
The County is a relatively small organization To function as efficiently as possible, we may ask
you to perform seeminglymenial' duties outside your regular assignments It is no reflection on
your worth to the County, but a necessary arrangement for most small organizations
To make the most efficient use of personnel, the County also reserves the right to change your
work conditions and the duties originally assigned. If these arrangements become necessary, we
expect your best cooperation.
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST
Employees shall not, directly or indirectly, engage in any outside employment or financial interest
which may conflict, in the County's opinion, with the best interests of the County or interfere with
the employee's ability to perform his/her assigned County job. Examples include, but are not
limited to, outside employment which.
(1) -prevents the employee from being available for work beyond normal wo
tours, such as emergencies or peak work periods, when such availability is a
regular part of the employee's job;
(2) is conducted during the employee's work hours,
(3) utilizes County telephones, computers, supplies, or any other resources, facilities
or equipment;
(4) is employment with a firm which has contrac.l s with or does business with the
County; or
(5) may reasonably be perceived by members of the public as a conflict of interest or
otherwise discredits public service.
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Employees considering or en...ed in an additional job, contractual commitment or self-
employment who are concern. about a conflict of interest should discuss the matter with their
Elected Official or Department Head..
8.3 REPORTING IMPROP KR GOVERNMENTAL ACTION
General Policy:
In comohance with the Local Government Employee Whistleblower Protection Act RCW
42.41.030, this policy is created to encourage employees to disclose in good faith, improper
governmental action taken by County officials or employees without :ear of retaliation. this
policy also safeguards legitimate employer interests by encouraging complaints to be made first to
the County, with a process provided for speedy dispute resolution.
Key Definitions:
Improper Governmental Action: any action by a County Officer or employee that is:
(1) undertaken in the performance of the official's or employee's official duties,
whether or not the action is within the scope of the employee's employment, and
(2) in violation of any federal, state or local law or rule, is an abuse of authority, is of
substantial and specific danger to the public health or safety, or is a gross waste of
public funds.
"improper governmental action" does not include personnel actions including but
not limited to employee grievances, complaints appointments, promotions,
transfers, assignments, reassignments, reinstatements, restorations, reemployment,
performance evaluations, reductions in pay, dismissals, suspensions, reprimands
demotions, violations of the local government collective bargaining and civil
service laws, alleged labor agreement violations or any action that may be taken
under Chapter 41.14 or 41.56 RCW.
Retaliatory Action: means any (a) adverse change in a local governments employee's employment
status, or the terms and conditions of employment including denial of adequate staff to perform
duties, frequent staff changes, frequent and undesirable office changes, refusal to assign
meaningful work, unwarranted and unsubstantiated letters of reprimand or unsatisfactory
performance evaluations, demotion, transfer , reassignment reduction in pay, denial of promotion,
suspension, dismissal or any other disciplinary actions; or (b) hostile actions by other employees
toward a local government employee that were encouraged by a supervisor or senior manager or
official.
(3)
Emergency: a circumstance that if not immediately changed may cause damage to persons or
property
Procedure for Reporting Improper Government Action: County employees who become aware
of improper governmental action should follow this procedure:
26
(1) Bring the matter to the attention of the Board of County Commissioners or the
Prosecuting Attorney, preferably in writing, stating in detail the basis for the
employee sbelief that an improper action has occurred. 'ibis should be done as
soon as the employee becomes aware of the improper action
(2) The Board of County Commissioners or the Prosecuting Attorney, or their
designee, shall respond to the report of improper government action, within thirty
(30) days of the employee's report. The employee shall be advised of the County's
response.
The identity of a reporting employee shall be kept confidential to the extent
possible under the law, unless the employee authorizes the disclosure of his or her
identity in writing.
(3)
An employee who fails to make a good faith effort to follow this policy shall not be entitled to the
protection of this policy against retaliation, pursuant to RCW 42.41.030.
In the case of an emergency, where the employee believes that damage to persons or property
may result if action is not taken immediately, the employee may bypass die above procedure and
report the improper action directly to the appropriate government agency responsible for
investigating the improper action
Employees may report information about improper governmental action directly to an outside
agency if the employee reasonably believes that an adequate investigation was not undertaken by
the County to determine whether an improper government action occurred, or that insufficient
action was taken by the County to address the improper action or that for other reasons the
improper action is likely to recur.
Protection Against Retahation: It is unlawful for a local government to take retaliatory action
becai Ise an employee, in good faith, provided information that improper government action
occurred. Employees who beheve they have been retaliated against for reporting an improper
government action should follow this procedure:
Procedure for Seeking Relief Against Retaliation:
(1) Employees must provide a written complaint to the Board of County
Commissioners within thirty (30) days of the occurrence of the alleged retaliatory
action. The wntten charge shall specify the alleged retaliatory action and the relief
requested.
(2) The Board of County Commissioners or their designee, shall respond in writing
within thirty (30) days of receipt of the wntten charge
After receiving the County's response, the employee may request a hearing before
a state administrative law judge (AU) to estabhsh that a retaliatory action
occurred and to obtain appropriate relief under the law. The recuest for hearing
must be delivered within the earlier of either fifteen (15) days o= receipt of the
County's response to the charge of retaliatory action or forty-five (45) days of
receipt of the charge of retaliation to the Board of County- Commissioners for
response.
(3)
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9
Within five (5) working days of receipt of a request for hearing the County shall
apply to the State Office of Administrative Hearing's for an adjudicative
proceeding before an administrative law judge At the hearing)the employee must
Drove that a retaliatory action occurred by a preponderance of the evidence in the
-nearing. The AU wiL issue a final decision not later than forty-five (45) days after
the date of the request for hearing, unless an extension is granted.
Policy Implementation• The Board of County Commissioners is responsible for implementing
these policies and procedures This includes posting the policy on County bulletin boards, making
the policy available to any employee upon request, and providing the policy to all newly hired
employees. Officers, managers and supervisors are responsible for ensuring the procedures are
fully implemented within their areas of responsibility
8.4 POLITICAL ACTIVITIES
County employees may participate in political or partisan activities of their choosing provided that
County resources and property are not utilized, and the activity does not adversely affect the
responsibilities of the employees in their positions. Employees may not campaign on County time
or in a County uniform or while representing the County in any way.
Any County- employee who meets with or may be observed by the public or otherwise represents
the County to the public, while performing his/her regular duties, may not wear or display any
button, badge or sticker relevant to any candidate or ballot issue during working hours.
Employees shall not solicit, on County property or County time, for a contribution for a partisan
political cause.
8.5 NO SMOKING POLICY
For health and safety considerations, the County prohibits smoking by employees in all County
facilities, including County -owned buildings and offices or other facilities rented or leased by the
County, including individual employee offices unless a location has been designated as a smoking
area. Smoking is also prohibited in County vehicles if any occupant is a non-smoker.
8.6 PERSONAL POSSESSIONS AND ELECTRONIC
COMMUNICATIONS
The County furs shes desks, closets, and/or lockers for security of employee coats, purses, and
other personal possessions. Desks, closets, lockers, cabinets and furniture are county property for
the purpose of county operations.
The County also furnishes computers voice mail, facsimile (fax) communicattons, electronic mail
Mail), data and file transfers using electronic means and Internet access for use in conducting
:ounty business only Because these systems are for County business, none of the
communications or infomiatton transmitted or stored on these systems is private and may be
reviewed by the County and otherwise maybe subject to public disclosure County electronic
communications systems are not for personal use (See Resolution No 36-97 attached as
Appendix A for further information on electronic communications.)
28
8.7 USE OF COUNTY
EQUIPMENT
Use of County phones for local personal phone calls should be kept to a minimum; long distance
Cpersonal use must be approved in advance by the Elected Offi *a-1 or Department Head._ Other
ounty equipment, including vehicles, should be used by employees for County business only. An
employees misuse of County services, telephones, vehicles, equipment or supplies can result in
disciplinary action including termination.
8.8 BULLETIN BOARDS
Information of special interest to all employees is posted regularly on the County bulletin boards.
Employees may not post any information on these bulletin boards without the authori7atlon of
their Fiected Offic i Tor Department Head. Legally required notices shall not be covered or
obscured by other materials on any bulletin board
8.9 CONTACT WITH THE NEWS MEDIA
The Board of County Commissioners, Fleeted Officials or Department Heads authorized by the
Board shall be responsible for all official contacts with the news media, including answerin of
questions from the media. They may designate specific employees to give out procedure factual
or historical information on particular subjects.
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8.12 10 SOLICITATIONS
Most forms of selling and sohcitations are inappropriate in the workplace. They can be an
intrusion on employees and cit17ens and may present a risk to employee safety or to the security
of County or employee property. The following limitations apply.
(1) Persons not employed by us may not solicit, survey, petition, or distribute
literature on our premises at any time. This includes persons soliciting for
29
charities, salespersons, questionnaire surveyors, or any other sohcitor or
distributor Exceptions to this rule may be made in special circumstances where
the County determines that an exception would serve the best interests of the
organization and our em loyees. An example of an exception might be the United
Way campaign or a s , community -based fund raising effort.
g Employees may not solicit for any purpose during work time. Reasonable forms of
sohcitation are permitted during non -work time, such as before or after work or
during meal orbreak periods. Solicittng employees who are on non -work time
may not solicit other employees who are on work time. Employees may not
distribute literature for any purpose during work time or in work areas. The
employee lunchrooms are considered a nonwork area under this policy.
8.13 11 SAFETY
Every employee is responsible for maintaining a safe work environment and followin the
County's safety rules. Each employee shall promptly report all unsafe or potentially hazardous
conditions to his/her Elected Official or Department Head. The County will make every effort to
remedy problems as quickly as possible.
In case of an accident involving a personal injury, regardless of how serious, employees shall
immediately notify their supervisor and complete an accident/incident report.
Employee safety depends on the safety consciousness of everyone. In order to facilitate a safe
work environment, employees may not brie dangerous weapons to the workplace. This
includes, but is not limited to, weapons for which employees have a valid permit The only
exception to this rule involves law enTorcement positions for which the job requires possession of
dangerous weapons.
Employees should consult the County's Safety Policy and Accident Prevention Program for
additional details concerning safety.
8.14 12 SUBSTANCE ABUSE
The County's philosophy on substance abuse has two focuses: (1) a concern for the well-being of
the employee and (2) a concern for the safety of other employees and members of the public.
Availability of Rehabilitation or Treatment: As part of our employee assistance program, we
encourage employees who are concerned about their alcohol or drug use to seek counseling,
treatment and rehabihtation. Although the decision to seek diagnosis and accept treatment is
completely voluntary, the County is fully committed to helping employees who voluntarily come
forward overcome substance abuse problems. In most cases, the expense of treatment may be
fully or partially covered by the Coun s benefit program. Please contact the EAP or Human
Resources for more information Emp oyees who seek advice or treatment will not be subject to
retaliation or discrimination.
Substance Abuse Polio for Operators of Commercial Motor Vehicles: County employees who
hold commercial driver s licenses ("CDLs' and who operate commercial motor vehicles while
employed by the County are subject to additional rules and regulations imposed by the federal
30
government These regulations require urine drug testing and alcohol breath testing in the
following circumstances:
(1) pre -employment;
(2) reasonable suspicion;
(3) post -accident;
(4) return to duty testing;
(5) random testing.
CDL holders who test positive must be removed from service and are subject to discipline, up to
and including teimination. CDL holders should consult the County's CDL pohcy for additional
details concerning these rules
Drug -Free Workplace: The mannfactunng, distribution, dispensation, possession and use of
unlawful or alcohol on County premises or during work hours by County employees is
strictly prohr ited. Employees also must notify the County within five (5) days of any conviction
for a drug violation in the workplace. Employees should consult the Drug -Free Work Place Policy
for additional details on this subject
31
Attachment C
CHAPTER 13
VEHICLE USE POLICY
13.1 VEHICLE USE AND SCOPE
This policy addresses assignment of county vehicles for business use, for home -to -work
commuting and after-hours use, use of personal vehicles for county business, mileage allowances,
general motor vehicle safety expectations, and reporting requirements for commercial vehicle
operators as per RCW 46.25.030. All employees who operate motor vehicles for county -related
business are responsible for operating the vehicle in a lawful, safe and prudent manner.
This policy applies to:
1. Departments reporting to the Board of County Commissioners.
2. Elected officials' departments with the proviso that those officials are responsible for
application of this policy, or a comparable alternative, in their departments. All
allowances, mileage reimbursement rates and other cash disbursements require approval of
the Board of County Commissioners.
3. Represented and non -represented employees - Where permitted, the policy is applicable to
bargaining unit employees depending on the collective bargaining agreement for that unit
and the requirements of RCW 41.56.
4. Where provisions of this policy address topics covered in the Sheriffs Office Vehicle Use
policy, those rules shall apply.
5. All users of county vehicles (owned, leased, or rented) or personal vehicles being used for
county business purposes, including regular employees, temporary employees, contractors,
volunteers and citizens.
13 2 DEFINITIONS
"Vehicle" —Any motorized or non -motorized vehicle to include boats, aircraft and utility tractors
designed to transport persons or goods on public roadways, waterways, or federal airspace.
"Weapon" — A tool or instrument used with the aim of causing damage or harm to living beings or
artificial structures or systems.
13.3 ASSIGNMENT OF COUNTY VEHICLES FOR OPERATIONAL
CONSIDERATIONS
1. County vehicles may be assigned to specified employees on a 24-hour basis when that
person is responsible for responding to emergency situations. Assignments must be
authorized by an applicable elected official and may be authorized on a continuous basis
or for a specified time period.
Vehicle Use Policy 40
Revised 04/2012
2. Assignment is authorized under this policy when:
a) The employee is frequently called out to duty during off -hours for emergency response;
and
b) The vehicle is equipped with a radio, weapon, or other equipment that cannot
reasonably be kept in a personal vehicle.
3. Tax treatment of all vehicle assignments shall be subject to current regulations.
13.4 DRIVERS LICENSE AND INSURANCE REQUIREMENTS
The County has auto liability coverage on its Mason County vehicles. Authorized employees,
appointed or authorized representatives and persons, or volunteers driving Mason County
vehicles are covered under the County's liability coverage. However, employees using their
personal vehicles for County business are not included in the County's insurance coverage and,
therefore their personal vehicle insurance is responsible for accidents, regardless of whether the
accident occurred while they were on County business. The mileage reimbursement received by
employees for approved use of personal vehicles includes, in part, a reimbursement for personal
insurance coverage. Employees should consult with their insurance agent/company to inquire
about what coverage exists while using their personal vehicles for County business.
1. Employees shall provide valid proof of automobile liability/property damage
insurance with policy coverage limits that meet the Washington State minimum
requirements.
2. When an employee is using their privately owned vehicle pursuant to County policy, the
individual's insurance shall be considered the primary insurance coverage with County
coverage potentially available for secondary or excess coverage.
3. Job applicants who have reached the final interview stage of the employment selection
process will provide the county with a "Driving Record" prior to being offered the position.
This applies to both internal and external applicants and only to those applicants whose job
would require them to operate county owned vehicles on a regular (routine) basis.
13.5 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS
Employee's use of personal vehicles for county business travel purposes is subject to the
approval of the department head or elected official. Employees may be required to utilize a
county vehicle based on cost or safety considerations. Authorization to use private
vehicles may be given on a trip -by -trip or standing approval basis. Upon request, employees are
required to provide to their supervisor proof that they possess a valid motor vehicle operator's
license, proof of current vehicle liability insurance and a current year Vehicle Use Agreement
on file.
Vehicle Use Policy 41
Revised 04/2012
Private vehicles utilized for county business are considered official vehicles and must conform
to the following requirements:
1. The vehicle must meet legal requirements to operate on a public highway.
2. The vehicle must be in sound mechanical condition and present no safety risks.
3. Employees must submit a mileage reimbursement form, to receive reimbursement
based on the county's current mileage rate allowance. The standard mileage rate
reimbursement covers gas, maintenance, repairs and insurance for work related
driving
13.6 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS
Employees using county vehicles on a continuing assignment or trip -by -trip basis are prohibited
from using vehicles for personal business except as provided herein. Unauthorized personal use of
a county vehicle may result in disciplinary action, up to and including termination of employment.
All employees should exercise reasonable judgment regarding the use of a county vehicle for
personal purposes. Personal use of a county vehicle may be permitted, subject to the approval of the
applicable department head or elected official, when the use serves the county's interests, results in
negligible expense, and/or is justified by compelling circumstances and doesn't pose a 'bad
appearance" even if on personal time — (e.g., at a bar or liquor store).
13.7 INCIDENTAL TRAVEL AND STOPS
Employee -drivers should remember that public perception of county employees is important and
mfluenced by how and where the public observes county vehicles being used. Employee -drivers
should not make incidental stops at locations the public would generally perceive as
inappropriate.
13.8 POLITICAL USE OF COUNTY VEHICLES
No employee or person may use any vehicle owned or operated by the county for any trip which is
exclusively for the purposes of campaigning in support of, or m opposition to, any candidate or
cause for national, county or local office, unless use of the vehicle is required for purposes of
security protection provided by the county or local governmental unit.
13.9 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS
1. Use of county vehicles by temporary employees or volunteers requires authorization from
the department head or elected official. Temporary county employees and volunteers are
subject to the applicable provisions of this policy, including signing the Vehicle Use
Agreement and providing proof of valid drivers hcense.
Vehicle Use Policy 42
Revised 04/2012
2. Interagency use of a county vehicle requires authorization from the county's ER&R
Manager, department head or elected official. Use of a county vehicle under an
interagency agreement is subject to the provisions mutually agreed upon by the agencies
involved.
13.10 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL
VEHICLES FOR COUNTY BUSINESS
The following policies govern all vehicle use for county business:
1. All drivers and passengers must comply with all the motor vehicles laws of the state of
Washington or any other state in which the vehicle is operated, including seatbelt and cell
phone laws.
2. Vehicles shall be locked when unattended with the engine turned off. Keys shall not be left
in the ignition unless authorized by the department head or elected official.
3. No person may use a county vehicle, or permit the use of a county vehicle, or operate a
personal vehicle for county busmess in the following prohibited manners:
a) The driver is impaired by fatigue or any other known mental or physical condition that
affects the safe operation of the vehicle.
b) The driver is impaired because of prescribed appliances (e.g., cast, sling, brace),
prescribed or over-the-counter medications that causes or results in adverse side effects
(e.g., drowsiness or impaired reflexes or reaction time). As described in Policy 8.12-
Substance Abuse, employees are responsible for informing their supervisor of the
possible effects of the medication and expected duration of its use.
c) Tobacco use (smoking and non-smoking products) is prohibited in county -owned
vehicles. This does not include smoking in personal vehicles used for county -related
business.
d) Transporting non -county employee passengers, including family members, is not
permitted unless authorized by the employee's department head or elected official.
e) Permitting non -authorized individuals to drive a county-owned/leased vehicle unless it
is for a bona fide emergency purpose.
f)
Drivers of motor vehicles are prohibited from reading, manually writing or sending a
message on an electronic wireless communications device or holding a wireless
communication device to their ear while the vehicle is moving. Exceptions to this
section include: operators of an authorized emergency motor vehicle; a driver using a
wireless communications device in the hands -free mode; using devices to report illegal
activity or summon medical aid or other emergency assistance or to prevent injury to a
person or property; using hearing aids.
Vehicle Use Policy 43
Revised 04/2012
g) Use for personal gain, such as delivering goods or services.
h) Modifications including affixing signs, stickers antennas, bike racks, ski racks, etc.
Modifications to county vehicles may be undertaken only with the prior written consent
of the department head or elected official and the ER&R Manager. The County Shop
or its designee will perform any modification to a county -owned vehicle.
i) Transporting of animals — Allowed only with prior written consent of the department
head or elected official - (excludes Animal Control activities and transportation and use
of canines or other animals by the Sheriffs Office).
J)
J)
Hauling loads that exceed the rated capacity of the vehicle or that could cause damage
to the vehicle (i.e., hauling firewood or gravel in a passenger vehicle).
Use of trailer hitches and towing — Allowed only with prior approval by the County
Shop. The County Shop must evaluate hitches and lights.
k) Installation or use of any radar or speed detection devices.
1) Transporting hitchhikers.
m) Use or consumption of alcohol and/or illegal drugs is prohibited while operating a county-
owned/leased vehicle or personal vehicle for county business.
n) Use for vacations, side trips or any other use not expressly authorized by this policy or
department head or elected official.
Drivers who have questions regarding the appropriate use of a county vehicle or a personal
vehicle while in use for county business should consult with their supervisor, department head,
elected official, or the Risk Management Office.
13.11 VEHICLE USE AGREEMENT (VUA) - REQUEST FOR DRIVING
RECORD
The purpose of the VUA is to ensure employees are licensed to operate a motor vehicle and
possess auto liability insurance to operate their personal vehicle for county business. Use of a
county (owned, rented or leased) or personal vehicle for busmess purposes is contingent upon the
following conditions and requirements:
1. Vehicle Use Agreement - Each department head and elected official or their designee will
acquire a signed Vehicle Use Agreement (VUA), annually from each of their employees
that operate a personal or county-owned/leased vehicle for business purposes. This
includes those employees required to hold a Commercial Driver's License (CDL)
Vehicle Use Policy 44
Revised 04/2012
2. Driving Record Request
a) Employees who are required to operate a vehicle on a regular (routine) basis to
perform their job shall, as part of the Vehicle Use Agreement, authorize Mason
County to acquire a copy of their driving abstract from the Department of Licensing per
RCW 46.52.130.
b) All other employees who may drive a county vehicle or a personal vehicle for the use of
county business may have their driver abstract requested from the Department of
Licensing per RCW 46.52.130 if requested by their depaituient head, elected official
and/or the Risk Management Office
13.12 DRIVER DISQUALIFICATION AND REVIEW
County employees and other authorized agents of the county may become disqualified as a driver
for county business for any of the following conditions:
1. Three or more moving violations in the past three years.
2. Two accidents if one or more results in injury, loss of life or significant property damage.
Note: This includes only accidents where the driver was substantially at fault.
3. Suspension or revocation of driver's license.
4 Drivers must immediately inform their supervisor, department head, or elected official in
writing if they become disqualified under this policy.
5. Any change in the status of an employee's driver record resulting in disqualification or the
failure to report such change may result in revocation of the privilege to drive a county-
owned/leased vehicle or a personal vehicle utilized for county business and/or disciplinary
action up to and mcluding termination.
6 Drivers denied the use of a county vehicle based on an unsatisfactory driving record may
request a review of the denial through their department head or elected official. The Risk
Management Office should be consulted regarding any requests for review.
7. A requested review will be investigated by the department head or elected official and the
Risk Management Office then approved or denied by the elected official in writing.
Approval or denial will be documented and kept on file in the Risk Management Office.
13.13 ACCIDENTS AND CITATIONS
Employees are fully responsible to operate vehicles on county business in a legal, safe, and
prudent fashion and are subject to appropriate corrective action for failure to do so, up to and
mcluding termination.
Vehicle Use Policy 45
Revised 04/2012
1. Employees shall immediately report all traffic accidents and/or damage to their vehicle
to their supervisor or depai Intent head or elected official while operating a personal or
county-owned/leased vehicle while on county business. In addition to any state
required accident reports, employees shall complete the Risk Management Vehicle
Accident Report form within the first business day following the accident The
report will be forwarded to Risk Management and ER&R Manager. A review by the
depaitinent head or elected official may be convened to evaluate the accident depending
on the severity.
2. Drivers are personally responsible for the cost of all traffic citations, parking tickets, etc.
Passengers are personally responsible for the cost of any traffic citation they may receive
while riding in a county-owned/leased vehicle or a personal vehicle being used for county
business - (i.e. seatbelt violations, parking violations, throwing object from vehicle). The
offending employee shall pay citation fines promptly.
3. Employees shall report moving violation citations that occur while operating a vehicle for
county business within the first business day of the issuance of the citation Employees
will notify their immediate supervisor, who in turn, will forward the report to the Risk
Management Office.
13.14 COMMERCIAL DRIVER LICENSE
In addition to the conditions and requirements for all motor vehicle operators, employees who hold a
commercial dnver's license (CDL) are subject to all requirements applicable to state and federal
laws.
13.15 COUNTY VEHICLE RELATED PURCHASES
Supervisors shall inform employees of acceptable vendors, gas stations, and other services that may
be utilized for county vehicle related purchases. Repair and towing services are primarily acquired
through county contracts. If services are needed while traveling out of the county, the employee
should contact the County Shop, or use their best judgment if outside of work hours.
13.16 VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES
1. County -owned fuel dispensers should be used whenever possible. There is one fill up per
fuel card use. No doublmg up on one card with more than one respective, associated vehicle
is permitted. Department supervisors should provide directions to those locations and
instruct their assigned drivers on the uses of these dispensers.
2. Public self-service, regular unleaded and diesel dispensers should be used if county fuel
dispensers are not available. The most cost-effective vendor should be used whenever
possible. Receipts must be submitted for reimbursement.
3. The use of premium grades of fuel is not authorized, unless required by the vehicle's
owner's manual.
Vehicle Use Policy 46
Revised 04/2012
13.17 REPAIRS AND PREVENTATIVE MAIN'1'ENANCE
When a vehicle is assigned to an employee or department the driver or department supervisor is
responsible for ensuring that all preventative maintenance is performed on schedule and the vehicle is
serviced in a timely manner when notified by the County Shop.
13.18 GENERAL MOTOR VEHICLE SAFETY
1. In the interest of safety supervisors may elect to have assignments, jobs or tasks delayed or
postponed during inclement weather until driving conditions improve. Only essential
vehicles equipped with necessary traction devices should be required to operate during
hazardous conditions (e.g., Sheriffs vehicles, snow plows, sanding trucks, etc.). Vehicles
used during inclement weather may require the use of tire chains. It is the responsibility of
the vehicle/equipment operator to install tire chains when needed.
2. Operators shall conduct a safety check of the vehicle each day. The minimum operator's
check should consist of a check for body damage, mechanical problems (tire inflation &
tread, brakes, steering, turn signals, wipers, horn, etc.) and verification that all lights are
functioning and windows are cleaned to present a clear field of view. All items requiring
repair shall be reported to your immediate supervisor and the County Shop.
3. County departments may have additional requirements for the safe operation of motor
vehicles and equipment.
Vehicle Use Policy 47
Revised 04/2012
Mason County Personnel Policy 13=Vehicle Use Agreement
INSTRUCTIONS:
All Mason County employees driving a county-owned/leased vehicle, or their personal vehicle for county -related business, must
complete this form. Employees who do not attest to and upon request provide proof of current personal vehicle liability insurance
will be prohibited from driving their personal vehicles for county -related business.
If any information provided on this form should change it is the employee's responsibility to complete and submit an updated
form.
Copies of the Vehicle Use Agreement will be maintained in the Mason County Risk Management Office.
I acknowledge that I have received and read the Mason County Vehicle Use Policy. I understand the contents and agree to comply
with the nolicv. Failure to comely is considered a violation of county policy.
Employee's
Name:
Last
Middle
First
Date
of
Birth:
Phone
Ext.
Job
Title:
Department:
DL
State:
Commercial
Driver
License
(CDL).
#
CDL
State:
Driver's
License
(DL)
#
Insurance
Policy
Number*:
Employee
Insurance
Company*:
*If
the
employee
does
not
want
to
have
insurance
policy
carrier
and
number
recorded
on
the
VI.
A, the
manager/supervisor
may
line
verify
at
the
bottom
existence
of
form.
of
current
liability
insurance
by
checking
the
appropriate
box
in
the
Manager/Supervisor
section
below
dotted
As a condition for driving a county-owned/leased vehicle, I hereby attest:
I have a valid and current Washington Driver's License.
I have a valid and current Washington Commercial Driver's License (CDL)
As a condition for driving a personal vehicle for county related business, I hereby attest:
I have a valid and current Washington driver's license; and,
There is current liability insurance on all personal vehicles I drive for county -related business.
I agree to provide Mason County with the name of my personal vehicle insurance company's name and my vehicle insurance policy
number and to provide documentary proof of personal vehicle liability insurance upon request by Mason County.
Employees shall immediately report all traffic accidents and/or damage to their vehicle to their supervisor, department head
or elected official while operating a personal or county-owned/leased vehicle while on county business.
I hereby permit my department manager or designee to acquire a copy of my driving record abstract as needed.
I will also inform my supervisor, in writing, if I should become disqualified under the provisions of the county vehicle use policy. Failure
to report such information may result in the revocation of the privilege of driving a county-owned/leased vehicle.
Employee's Signature: Date:
■ . ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ . ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ IN ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ENE ■ ■ ■ ■ ■
MANAGER/SUPERVISOR TO COMPLETE ITEMS BELOW DOTTED LINE
Does the employee's job description require them to drive on a regular (routine) basis? Yes No
If "YES" the Risk Manager will request a Washington State Driving Record based on the information provided above.
CDL is current Yes No _ Not applicable
Employee Driver's License is current Yes No
Employee has current Liability Insurance Yes No
Employee is authorized to Operate a County —Owned/Leased Vehicle
Operate Personal Vehicle for County Business
Operate County-Owned/Leased Vehicle Requiring CDL
Manager/Supervisor Signature:
Print Name: Date:
Vehicle Use Policy 48
Revised 04/2012