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Board adopts county vehicle use policy; staff to specify reviewer and study GPS options
Summary
Supervisors approved a county-wide vehicle acquisition, maintenance and use policy and asked staff to identify the position responsible for reviewing usage logs and continue researching GPS monitoring options.
The Nelson County Board of Supervisors approved a county vehicle acquisition, maintenance, and use policy that establishes driver qualifications, assignment rules, maintenance and fueling procedures, new usage forms, accident-reporting requirements and related processes for county vehicles.
Staff presented a policy drafted from models used by other counties and vetted by the county attorney. The draft applies to all county employees, including constitutional offices and registrar staff, while noting the sheriff’s office maintains its own policy for deputies; the county policy will apply to sheriff’s employees only when they use county-owned, non-sheriff vehicles. New forms included a County Vehicle Use Agreement (for assigned vehicles), Motor Pool Vehicle Use Agreement (for temporary use), a usage log (monthly submission for assigned vehicles to finance), and a county-owned vehicle accident report that must be filed within 24 hours.
The policy states employees are not personally financially liable for damages to county vehicles while operating on official county business and outlines procedures for accident reporting and the county’s defense of suits arising from on-duty vehicle operation. Supervisors asked staff to identify the specific position (rather than a named person) that will review submitted vehicle logs; staff responded the logs will be submitted to the finance department and that they will designate a position to review them. Board members also asked staff to solicit input from the county’s insurance provider to determine whether policy changes could affect premiums or coverage.
Supervisors discussed but did not adopt GPS monitoring in the policy; staff said a staff member was continuing research on GPS options and that there will be a cost to any monitoring system. The board moved to approve Resolution R2025-43 as presented; roll-call votes recorded approval.
