POLICY FOR USE OF MOTOR VEHICLES BY HOLMES COUNTY EMPLOYEES
This policy required by CORSA insurance, and subject to change by the Holmes County Commissioners.
This policy is applicable to all elected officials, full or part-time employees, seasonal employees, volunteers, and contract employees of Holmes County, Ohio who are required to drive a motor vehicle in the course of their employment or activities on behalf of Holmes County, Ohio. (For purposes of this Policy, the above-listed categories of persons are referred to as "employees.") This policy applies to vehicles titled to, purchased or leased by, or insured by or through the Holmes SWCD or Board of Holmes County Commissioners and also applies to privately-owned vehicles operated by employees in the course of their employment or activities on behalf of Holmes County, Ohio and vehicles rented by employees for travel in and out of Holmes County for authorized reasons. (For purposes of this policy, the above-listed categories are referred to as "vehicles" and "operating a vehicle" and "operate a vehicle.")
Employees are responsible to ensure safe vehicle operation. It is the responsibility of every Holmes County employee who drives a vehicle to comply with the following:
All drivers must be at least eighteen (18) years of age.
All drivers must maintain a valid driver's license that applies to the type of vehicle to be operated (eg. commercial driver's license)
All drivers must operate the vehicle in a safe, courteous, and economical manner.
All drivers and all passengers in vehicles so equipped shall wear safety belts. Infant and child car seats are required to be used in accordance with the laws of the State of Ohio and manufacturers' product manuals.
All drivers and passengers shall comply with the motor vehicle laws of the State of Ohio. Employees, as defined above, who, in the sole discretion of Holmes County, have an MVR record that demonstrates poor driving habits shall not drive any vehicle on behalf of Holmes County without receiving additional training and/or intervention and/or discipline and/or until otherwise exhibiting to the appointing authority's satisfaction that there has been substantial improvement in driving abilities, performance and skills. Holmes County's insurer may exclude coverage for any driver or drivers on a temporary or permanent basis.
DRIVER ELIGIBILITY
PRE-EMPLOYMENT QUALIFICATIONS. Hiring of persons who will be required to drive as a function of his/her job duties will be in the sole discretion of Holmes County. An applicant may be denied employment based on an unsatisfactory driving record. At the direction of the appointing authority, denial of employment may be made without regard to the number of points or violations, whether they occurred within the past thirty-six (36) months or whether they occurred within the State of Ohio.
Employees or applicants for employment may be considered qualified to drive when the following are met to the satisfaction of Holmes County:
A review of the Employee's Motor Vehicle Record (MVR);
A review of the Employee's MVR and a recommendation by Holmes County's insurance carrier ("Insurer")
Proof of insurance or compliance with the State of Ohio's Financial Responsibility Laws.
Employees whose position requires a commercial driver's license (COL) will follow the driving policy specific to their department and position. In the event of a conflict, the department-specific policy controls, but only if the department specific policy meets or exceeds the provisions of this policy.
ACTIVE EMPLOYMENT QUALIFICATIONS
Holmes County's insurance office shall maintain an “eligible drivers list” containing the names of all employees eligible under this policy and authorized to drive a vehicle. Motor vehicle records of drivers will be submitted annually for review and approval by Holmes County's Insurer. Upon completion of such review, Insurer will forward to the employer recommendations regarding continuation of eligibility restrictions, etc.
Upon evaluation by Holmes County of an employee's MVR and a recommendation by Holmes County's insurer, drivers may have their driving eligibility temporarily or permanently revoked and/or be required to participate in driving or alcohol/controlled substance intervention programs. Any conviction of one or more of the ten violations below appearing on an Employee's MVR during the prior 36 months may result in such action:
Driving under the influence of alcohol or drugs,
Leaving the scene of an accident.
Vehicular homicides or manslaughter.
Driving during a period of suspension or revocation.
Reckless operation or other intentional and dangerous use of a motor vehicle.
Attempting to elude or flee a law enforcement officer after a traffic violation.
Road rage statute violations.
Falling asleep while driving.
Use of a motor vehicle in the commission of a crime.
Non-Compliance with Ohio Financial Responsibility Law.
An arrest or conviction for one or more of the above violations on or off county time must be reported within 24 hours of arrest/conviction to the employee's immediate supervisor.
The following of motor vehicle-related occurrences, the appearance of any on the MVR of an employee during the prior thirty-six (36) month period may result in the temporary or permanent revocation of the employee's driving eligibility or other disciplinary action:
Two or more "at fault" accidents
Two or more moving violations
One "at fault" and one moving violation.
In any case where the appointing authority or the county's insurance carrier has temporarily or permanently suspended/revoked the employee's driving eligibility and driving is an essential function of the employee's job, the appointing authority may take appropriate disciplinary action, up to and including termination, as permitted by department policy, laws and regulations of the State of Ohio, and any applicable collective bargaining agreement.
CONTINUED ELIGIBILITY
Each employee's eligibility to operate a vehicle is within the discretion of the appointing authority and extends only so long as the employee follows this policy.
VIOLATION REPORTING
Any employee eligible to operate a vehicle must notify his/her immediate supervisor in any case where his/her license has expired or is suspended or revoked. Employee further must report all accidents, arrests, violations, and citations issued to him or her. Failure to do so may result in disciplinary action.
ALCOHOLIC BEVERAGES OR CONTROLLED SUBSTANCES
No alcoholic beverages, illegal drugs or controlled substances are permitted in or on a vehicle except as a function of law enforcement or medical emergency vehicles.
No alcoholic beverages or illegal drugs are permitted to be transported in or on a vehicle except as a function of law enforcement.
No employee shall operate a vehicle under the influence of alcohol or illegal drugs or illegal use of prescription drugs.
FIREARMS
Employees, other than law enforcement officers or other persons specifically authorized to carry a firearm, are prohibited from carrying firearms in any Vehicle.
ACCIDENTS AND TRAFFIC CITATIONS
In the event of a traffic accident or traffic stop for a violation while in the course of employment, employees shall:
Stop, no matter how minor the accident. Report all collisions involving vehicles to the law enforcement agency having jurisdiction.
Take precautions to avoid further damage or injury to persons or property.
Make no statements admitting responsibility.
Do not advise other parties involved on any matter, especially that the District will pay for the damage resulting from said accident.
If collision is with an unattended vehicle or other object, try to locate the owner. Call law enforcement agency. If this cannot be done, leave a written notice with your name, department name, address, and telephone number.
The driver of a vehicle is responsible for the vehicle until it has been returned to the garage or collected by the towing service. Unsafe vehicles should not be driven from the scene of an accident. Contact the department supervisor regarding damage and towing if necessary.
Report all accidents and known damage to vehicles as follows:
Report accidents and/or damage to vehicles to your supervisor, who shall notify the Human Resource Department immediately.
Employee's supervisor shall record and secure all appropriate information on initial accident report and forward to the Human Resource Department within twenty-four (24) hours.
In the event of a collision, supervisor shall forward the following information to the Human Resource Department:
A copy of all law enforcement reports, citations including all statements made at the scene or afterward to law enforcement, attached.
Repair estimates, when appropriate, in due course.
In all investigations of the accident by Holmes County, the emphasis will be on fact-finding, however, discipline may result.
The Human Resource Office shall file all accident damage reports with the persons named below and with CORSA.
Copies of the completed forms, law enforcement reports and estimates to the County Commissioners/County Administrator or his/her designee.
Accident reports to the Employer or Employee Safety Committee for review.
The Employee's appointing authority may take such disciplinary action as permitted by department policy, laws and regulations of the State of Ohio, or any applicable collective bargaining agreement.
USE OF PERSONAL VEHICLES ON OFFICIAL COUNTY BUSINESS
Use of personal vehicles by employees on county business is discouraged unless a county vehicle is not available, the use of a county vehicle would cause serious inconvenience, extreme hardship or the use of personal vehicles is otherwise authorized by the department supervisor or his/her designee.
This policy applies in all respects to employees who use personal vehicles while on County business. Employees who use personal vehicles while on County business shall abide by all County rules, including department rules.
Insurance coverage for personal vehicles used on County business shall be the responsibility of the owner of the vehicle.
All employees who use their own vehicle on County business shall first show proof of liability insurance to the Holmes County Insurance Office in the amounts of at least $100,000 per person for bodily injury; $300,000 per occurrence for bodily injury; and $100,000 property damage per occurrence; or a combined single limit of not less than $300,000.
Employee's supervisor must approve use of personal Vehicles on County business in advance of any such use.
Employees who are authorized and required to use their personal vehicles on County business will be reimbursed per mile at the authorized county rate.
DRIVING POLICY IMPLEMENTATION
The driving record (MVR) of all Holmes County employees holding a position as of January 1, 2012, in which driving is an essential function of their job will be reviewed upon implementation of the Holmes County Driving Guidelines. Any employee with six or more accumulated points or three or more occurrences on the MVR shall be required to attend a Defensive Driving Course. The Defensive Driving Course will be scheduled during working hours at no cost to the employee.
MISCELLANEOUS
Parking tickets, moving violations, and other fines received while operating a vehicle are the responsibility of the driver.
Report theft of or from a Vehicle to the law enforcement agency with jurisdiction for investigation.
Personal use of county vehicles shall be prohibited unless approved by the appointing authority.
Cell phone usage shall be limited to hands free devices while vehicle is in motion.
For personal safety and county liability, employees and passengers shall comply with the state statute on seat belt usage.
The use of tobacco products is prohibited in all District-owned or leased vehicles.