Grimes County adopts updated vehicle policy with 30-mile limit and law-enforcement exception

Grimes County Commissioners Court on April 21 approved revisions to the county's Assignment and Use of County Vehicle policy that add a 30-mile radius limit for off-duty use, create an exception allowing law-enforcement discretion for mutual-aid requests beyond that radius, and clarify passengers and post-incident drug and alcohol testing.

The policy changes were moved by Commissioner Philip Cox and seconded by Commissioner Michael Rasco. The court voted to make the policy effective immediately; the motion carried 4-0 with Commissioner Allen noted as not available for the meeting.

The most consequential change adds a 30-mile radius outside Grimes County as the presumptive maximum distance county vehicles may be used for off-duty employment, part-time work or other non-on-duty uses. In discussion, Commissioner Philip Cox said the sheriff's office had no objection to the radius and that the court should allow "discretion of our sheriff" for mutual-aid or emergency responses that exceed 30 miles.

The court instructed the county attorney to incorporate language to allow that discretion for law enforcement when another agency requests assistance within Texas. Commissioner Cox said the intent is to keep routine off-duty use primarily within Grimes County while allowing the sheriff to respond to requests that may fall outside the radius in emergencies or mutual-aid situations.

The revised policy also changes the rule on passengers in county vehicles. Under the update the court approved, nonemployees may ride in county vehicles only when "authorized by the elected or appointed official or department/division head" rather than when riding on "county business" generically. Cox said that wording gives elected officials and department heads discretion to permit nonemployees on vehicles for events such as funerals, presentations or awards.

Commissioners and staff also discussed post-incident drug and alcohol testing language. The policy allows a 12-hour window for testing after an incident, with earlier testing permitted if approved by a department head. A participant identified only as the Chief Deputy at the Grimes County Sheriff's Office described the sheriff's office practice: "we do not work our own accidents. We always ask DPS to work our accidents so that way we don't have a bias in it," and said DPS (Texas Department of Public Safety) typically advises whether testing is needed.

Several commissioners expressed concern that a 12-hour window could let alcohol dissipate before testing, and said consistent application across departments would be important. The court kept the 12-hour language but retained department-head or supervisor discretion to require sooner testing in specific cases.

The motion to approve the policy as submitted, "with the recommended changes to be made by the county attorney's office," was offered by Commissioner Philip Cox. After an amendment to make the policy effective immediately, the court voted in favor. The court record notes the vote as 4-0 in favor, with Commissioner Allen absent.

The county attorney will prepare the final wording and incorporate the changes approved by the court, including the 30-mile radius, the explicit law-enforcement exception for mutual aid, the revised passenger authorization language, and the drug- and alcohol-testing provisions. The court adjourned following the vote; its next scheduled meeting was announced for the first Wednesday in May.