Committee waives travel policy and approves $318 mileage reimbursement, temporary vehicle access for buildings superintendent

Washington County Committee members voted to waive a section of the county travel policy and approved a one-time $318 mileage reimbursement for Matt Jones, the buildings and grounds superintendent, to cover January travel connected with two active barn construction projects.

The committee discussion ran for more than an hour and focused on three topics: whether allowing a county vehicle or reimbursing personal-vehicle mileage would set a precedent, the county's liability and insurance exposure, and how to track and audit vehicle use. Members repeatedly emphasized the temporary nature of the change; several said the waiver should apply only through the end of the construction work.

Matt Jones, buildings and grounds superintendent, told the committee he would prefer the county vehicle be available given the added site visits and coordination. "I would prefer to have the county be available," Jones said during the discussion.

Committee members clarified that the reimbursement the board approved was $318 for the January claim and that the waiver relates to section 6.007 of the employee handbook (county-owned vehicles). The committee also directed staff to confirm that non-owned-vehicle insurance coverage applies when employees use personal vehicles for county business during the project and to ensure appropriate assignment/tracking of a county vehicle in the fleet (the vehicle will be identified to the Houston Supervisor for administrative oversight).

Motions and outcomes: - One-time mileage reimbursement to Matt Jones for January: $318; outcome: carried. - Temporary waiver of section 6.007 of the employee handbook to allow the buildings and grounds superintendent flexibility to use a county vehicle and to be reimbursed when using a personal vehicle for project work: outcome: carried. - Direction to finance and HR to verify coverage for non-owned vehicle insurance and to monitor the arrangement; outcome: direction given.

Why it matters: The decision addresses immediate operational issues created by two simultaneous construction projects and balances employee scheduling and family obligations against county liability and handbook rules. Committee members asked staff to bring consolidated, consistent travel and vehicle policies back to committee to avoid fragmentation across multiple policy sections.

What’s next: Staff will process the January reimbursement, document the temporary waiver with an end condition tied to project completion, confirm insurance coverage for personal-vehicle use while on county business, and return to committee with consolidated policy recommendations.