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Marshall County adopts vehicle-use policy for elected officials, excludes sheriff and coroner; votes 2-1
Summary
The Marshall County Commission voted to adopt a written vehicle-use policy for elected officials on Oct. 22 that codifies vehicle assignment, reimbursement and reporting rules, excludes the sheriff and coroner, and requires monthly mileage reporting; the measure passed with one commissioner voting no.
The Marshall County Commission on Oct. 22 adopted a written vehicle-use policy for county elected officials that formalizes long-standing practices and establishes reporting and reimbursement requirements.
Clint, who read the policy to the commission, said the policy applies only to elected officials (employees are covered by the employee handbook) and that it was intended to make longstanding practice objective and consistent.
Key provisions include a requirement that operators possess a valid Alabama driver’s license, use required or suggested safety equipment, perform preventive maintenance and keep assigned county equipment in good repair. The policy limits operation of assigned equipment to the elected official or an employee under the elected official’s direct supervision unless advance approval is given by the commission or an appropriate designee. Smoking and vaping in county vehicles are prohibited.
The policy also sets compensation and reporting mechanics: the elected official shall record and pay mileage to the county using the IRS self-employment/business mileage rate and tender that payment monthly; the county will assess a $3-per-day grossed-up fringe benefit when a vehicle is in use for county business and report it on W-2 earnings. Operators must keep records of personal use and report them to the commission office by the tenth working day of each month for the previous month’s use.
A motion to adopt the policy was made and seconded. The recorded vote read aloud by the chair was: Shoemait — yes; Watson — no; Baker — yes. The motion passed 2–1.
Commissioners debated whether codifying policy removes ‘‘common sense’’ from discretionary decisions. Supporters said written rules reduce subjective interpretation and provide a uniform standard for all elected officials.
The policy explicitly excludes the sheriff and the coroner. The commission did not direct additional changes at the meeting; staff will implement the reporting mechanics and payroll adjustments required by the policy.
