aRnER No. ~~~~7
ADDF'T I NG VEHICLE F'OL I CY
FOR ROAD tt FRIDGE EMERGENCY RESPONSE
On this the 1Eth day of October^ 195, ~_ipon motion made by
Commissioner^ Gr^iffin, seconded by Commissioner Let:, the Cour^t
unanimously adopted by a vote of 4-~-Q~, the vehicle policy
for^ Road & Fridge employees as amended and the Raad R Fridge
Special Use A~_~thorization Form as presented.
COMMISSIONERS' COURT AGENDA REQUEST
~- PLEASE FURNISH ONE ORGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS
TO BE REVIEWED BY THE COURT.
MADE BY: Franklin Johnston, P.E.
MEETING DATE: September 27, 1999
OFFICE: Road & Bridge
TIl~IE PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC) Consider adopting vehicle policX for Road & Brid eg emergLency
response.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON
NAME OF PERSON ADDRESSING THE COURT: Franklin Johnston
ESTIMATED LENGTH OF PRESENTATION: 10 minutes
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Time for submitting this request for Court to assure that the matter is posted in accordance with
Title 5, Chapter 551 and 552, government Code, is a follows:
Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:
All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has
been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation
will be appreciated and contribute towards your request being addressed at the earliest opportunity. See
Agenda Request Rule Adopted by Commissioners' Court.
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ROAD & BRIDGE
Vehicles Policy
TO: Commissioners Court
FROM: Franklin Johnston, P.E.
DATE: September 21, 1999
SUBJECT: Policy for the Road & Bridge Department Emergency Response
In the past all Road & Bridge foremen and the Administrator took County vehicles home for
emergency response. In November 1996, the Court revised the policy and allowed only the
Road Administrator and the sign man to take a vehicle home. During the budget process the
Court asked us to outline a county vehicle policy where the foremen would have better response
time to emergencies.
We ask that the Court consider the following guidelines:
1. Each area (East, West, North and South) foreman, the sign person and the county engineer
will be assigned a pager. These digital pagers are programmed to be accessed in the
following way:
A. 911 can page them either individually or with a blanket page with a written message.
B. The Road & Bridge department by computer can send a printed message individually
or with a blanket page.
C. The Sheriff's Department has a list of pager numbers and names and they can page
any number by leaving a phone number to be returned.
D. Anyone can dial the pager number by phone and leave a phone number to be
returned.
We currently own six pagers + 3 of our employees are outfitted by volunteer fire
departments. Giving us a total of 9 pagers for coverage throughout the County.
2. Each area (East, West, North and South) foreman, the sign person, and the Road
Administrator will take his assigned County vehicle home in the evenings and on weekends.
During severe weather these men will use the assigned truck to go out and check their
individual area, while in the truck he has radio contact with the following:
A. The Sheriff s Department monitors our radio and can talk with us.
B. The Central Fire Station Emergency Response makes severe weather announcements
on our radio frequency.
C. They have contact with each other, our office, and animal control.
3. Commuting in County Vehicles
Vital department functions are defined as those instances of an emergency nature that require
attention by qualified individual in order to assure the safety and wellbeing of the motoring
public.
A department employee shall not use a county vehicle for personal use. Unauthorized use of
a county vehicle may be grounds for disciplinary measures.
"Personal use" is defined as any travel, act, stop, or deviation from official department
business to perform a personal, non-official transaction of any nature. Examples of
prohibited personal transaction are:
• Stopping at the post office, drug store or grocery store for personal shopping.
• Picking up/transporting school children.
6. Should the need arise for him to stop in route or for a family emergency he will notify the
Road & Bridge office in advance and a record will be kept to assure there are no abuses. A
report could be generated for the Road & Bridge Administration or the Commissioners Court
on any or all drivers as needed.
7. Each employee authorized to use a county vehicle will complete the Road & Bridge Vehicle
Special Use Authorization Form.
KERB COUNTY VEHICLE
SPECIAL USE AUTHORIZATION
To: County Engineer/Administrator
From: Date:
Approval is requested for the special use of a Kerr County vehicle by the person named below in
commuting to and from work beginning on ending
Employee Name:
Title:
Employee Address where the vehicle will be kept:
Justification for Request:
Employee's Usual Work Location/Area:
Approximate One Way Mileage to Work Location: miles
Vehicle to be driven RBU#
Approved by:
Title:
All authorizations will expire on the specified date or on September 30"' of each year, whichever
comes first.
8. Withdrawal of Authorization
When an employee has authorization to use a county vehicle to and from work and the need
for such use ceases to exist due to change of job assignment or for any other reason, the
county engineer/administrator shall withdraw the authorization.
9. Use of County Vehicles is used for Official Travel
When a county vehicle is used for official travel an employee may use it to travel to and
from food or dining establishments and overnight lodgings.
CAUTION: The selection of food or dining establishments must be made with discretion.
Establishments know to be predominantly for social or entertainment functions
should be avoided when the presence of a county vehicle at such establishment
would discredit or cause embarrassment to the department.
10. Use of Vehicles to Attend Training
A significant number of employees travel in county vehicles when attending training
sessions, seminars and other meetings.
Because many of these programs are conducted at lodges and last up to a week, county
vehicles become highly visible on motel and restaurant parking lots. While these activities
^,., are legitimate, users of county vehicles should keep in mind the perception of the public.