Commissioners debate vehicle-replacement policy, seek more data on sheriff fleet and maintenance

Alamance County commissioners spent significant time reviewing the county’s vehicle replacement policy, fleet condition and maintenance practices, with questions focused on safety for ambulances and pursuit vehicles, resale plans and the fiscal impact of changing mileage thresholds.

County Manager Heidi York (referred to in the meeting as Miss York) said the vehicle replacement policy was adopted in July 2023 to establish rotational replacement thresholds, allow department managers discretion based on available funds, and encourage resale of retired vehicles to replenish replacement funds. “This policy was adopted in July of 2023. It sets up a rotational plan for our vehicles,” Miss York said.

Staff described current mileage thresholds and replacement priorities used under the policy: patrol/pursuit vehicles were presented with a 25,000-mile threshold before consideration for replacement (as stated in the staff presentation), ambulances have a 250,000-mile threshold, utility trucks and vans 125,000 miles, and normal-use cars 150,000 miles. Staff also said vehicles used to transport the public are given higher priority and that age (10 years) is factored into replacement prioritization.

Commissioners and staff raised safety concerns specific to high-performance vehicles. A member of the board recounted a previously reported incident in which a vehicle involved in a pursuit experienced structural failure; commissioners asked staff to consult the county’s insurer about liability if replacement ceilings were increased. “I’m waiting for some information back from our insurance company and their opinion on that,” Miss York said; the transcript shows staff and commissioners expected the insurer to comment on whether raising mileage thresholds would increase liability.

Fleet size and disposition also drew attention. Staff reported an inventory count showing 210 vehicles assigned to the sheriff’s office and 20 vehicles assigned to the detention center. Commissioners discussed reassigning retired sheriff vehicles to other county departments or donating them (the transcript notes state statutory authority allows donations in some cases). Staff said older vehicles are sometimes used by community partners, the community college or other county departments and that the county intends to sell some surplus vehicles to recoup funds.

Commissioner Allen and others argued that mileage-ceiling decisions were administrative and should remain with the county manager, the sheriff and department heads rather than the board, while some commissioners said they wanted to rescind or revisit the 2023 policy to avoid perceived micromanagement. “I am not suggesting we micromanage…that’s an administrative task. It should be governed by the administration,” one commissioner said. Several commissioners emphasized fiscal caution and the need for clear maintenance records to support any change in policy.

Staff did not present a fiscal impact analysis during the meeting but agreed to provide one. Miss York said the policy had been expected to reduce maintenance costs by enabling replacement while vehicles still held resale value, but she did not have a ready fiscal analysis to present. Commissioners asked for additional information from insurance and maintenance vendors and requested a clearer inventory and maintenance record before making policy changes.

Votes at a glance: A procedural motion to adjourn the meeting passed by voice vote at the end of the session; no formal board vote to change the vehicle policy or mileage ceilings was recorded in the transcript.

The board directed staff to provide additional fiscal and insurance analysis, an updated inventory and maintenance-cost data for future discussion prior to any policy change.