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HomeMy WebLinkAbout13-8 County Vehicle Use Policy POLICY Section Policy No. Page Operations 13-8 1 of 3 Policy Title Date: Motion No. County Vehicle Use Policy January 27, 2026 22/26 Purpose To establish a clear and consistent framework for the authorized use, management, acquisition, maintenance, and disposition of County vehicles. This policy ensures Kneehill County vehicles are operated in a safe, responsible, and efficient manner, protect public assets, comply with applicable laws and administrative directives, and support uninterrupted service delivery to residents. Policy Statement Kneehill County is committed to the safe, lawful, and responsible operation of all County vehicles. County vehicles are publicly funded assets and must be used solely for official County business. The County will ensure vehicles are properly acquired, maintained, stored, operated, and disposed of in a manner that supports fiscal responsibility, safety, accountability, and operational efficiency. Use of County vehicles must align with Administrative Directives ADM-005 and ADM-011. Policy Guidelines 1. Authorized Use of County Vehicles 1.1 County vehicles may be used only for legitimate County business. Personal use is strictly prohibited at all times. 1.2 Unauthorized passengers, including family members, friends or pets, are not permitted in County vehicles. 1.3 Passengers are restricted to County employees, elected officials, contractors, inspectors, or individuals directly associated with County operations. 1.4 Vehicles shall only be used for activities for which they are designed. The County is not responsible for loss or damage to personal property stored in a County vehicle. 1.5 All vehicle use must comply with ADM-005 Section 2 and ADM-011 Section 1 (safe work practices). 2. Assigned Vehicles and Take-Home Use 2.1 Some employees may be issued an assigned County vehicle where required due to on-call operational requirements. 2.2 Assigned vehicles remain County property and shall be used solely for County business. 2.3 Employees may be authorized, subject to Council approval, to take a County vehicle home only when: a. required for on-call response; b. early deployment or operational readiness; or c. approved by Council. 2.4 Employees are not permitted to travel between home and work in a County vehicle unless such travel is required for on-call response, early deployment, or operational readiness as authorized under Sections 2.1 and 2.3. 2.5 No personal use outside of approved operational purposes is permitted while a vehicle is stored at an employee’s residence. POLICY Section Policy No. Page Operations 13-8 2 of 3 Policy Title Date: Motion No. County Vehicle Use Policy January 27, 2026 22/26 2.6 Employees must travel directly between home and the assigned work location unless performing authorized County duties. 2.7 The County may revoke take-home privileges at any time. 2.8 Employees must secure the vehicle at their residence and comply with Work-Alone requirements under ADM-005 Section 5.1. 3. Return-to-Shop Requirement 3.1 Except for approved take-home vehicles, all County vehicles shall be returned to the County Shop, yard, or designated worksite at the end of each shift. 3.2 Vehicles must be safely parked, locked, and secured when unattended. 3.3 Employees with take-home vehicle privileges are required to return the vehicle to the Shop if they plan to take vacation or will be absent from work for more than three working days, unless otherwise directed by their Supervisor for operational continuity. 4. Driver Requirements 4.1 Employees must hold a valid Alberta driver’s licence of the appropriate class for the vehicle they operate. 4.2 Employees must immediately report any change in licence status, including suspension, restrictions, medical conditions, or disqualification. 4.3 Failure to report changes may result in disciplinary action. 4.4 Employees shall disclose to Alberta Transportation any medical condition affecting safe operation, as required by law. 4.5 All operators must complete required training and demonstrate competency, as required under ADM- 005 Section 2.2 and ADM-011 Section 2. 4.6 Employees must sign an annual Driver Abstract Consent Form. 4.7 The County reviews driver abstracts yearly to determine eligibility to drive a County vehicle. 5. Safe Operation 5.1 All employees must follow the Traffic Safety Act, OH&S legislation, and County safe work practices. 5.2 Seatbelts shall be worn at all times. 5.3 Distracted driving, including handheld device use, is strictly prohibited. 5.4 Operation under the influence of alcohol, drugs, cannabis, or impairing medication is prohibited. 5.5 Drivers must adjust to rural conditions, including gravel roads, wildlife, farm equipment, weather, and low-visibility situations. 5.6 Vehicles must be parked legally and safely at all times. 5.7 Employees must obey all posted speed limits and drive according to road, traffic, and weather conditions. Speeding, aggressive driving, rapid acceleration, harsh braking, or any unsafe driving behaviour in a County vehicle is strictly prohibited and may result in disciplinary action. 5.8 GPS and telematics systems may collect information including, but not limited to, speed, location, routes, idling, and driving behaviour. Data may be used for safety, compliance, maintenance planning, operational efficiency, incident investigation, asset protection, coaching, training, and performance POLICY Section Policy No. Page Operations 13-8 3 of 3 Policy Title Date: Motion No. County Vehicle Use Policy January 27, 2026 22/26 management. Where warranted, data may support investigations and disciplinary action in accordance with County policies. Tampering with monitoring systems is prohibited and may result in disciplinary action up to and including termination. All data is managed in accordance with FOIP. 6. Authorization, Tracking & Accountability 6.1 Vehicles shall be signed out and tracked using approved systems per ADM-005 Section 3.1. 6.2 Employees are responsible for returning vehicles in the same condition as received, except for normal wear. 6.3 Vehicles must be kept in reasonably clean condition, free of unnecessary debris or personal items, and suitable for public-facing operations. 6.4 Smoking or vaping is prohibited in all County vehicles at all times 6.5 Misuse or negligence may result in cost recovery or disciplinary action, up to and including termination. 7. Accident, Incident & Damage Reporting 7.1 Any collision, damage, incident, or near miss must be reported immediately. 7.2 A written report must be submitted within 24 hours. 7.3 If estimated damage exceeds $1,000, an RCMP report is required. 7.4 The CAO or designate shall notify the County’s insurance provider promptly. 8. Tickets, Fines & Legal Compliance 8.1 Employees are responsible for paying all fines, penalties, and enforcement notices incurred while operating a County vehicle. 8.2 The County is not liable for tickets or legal consequences arising from improper or unlawful operation. 9. Personal Vehicle Use for County Business 9.1 Personal vehicle use is permitted only when a County vehicle is unavailable or when approved by a Supervisor or Director. 9.2 Mileage will be reimbursed at CRA-approved rates. 9.3 Mileage is calculated based on round-trip distance from the employee’s regular work location to the destination. 9.4 Employees must maintain valid insurance and licence to claim mileage. 10. Liability 10.1 The County is not liable for injuries, damages, or losses arising from unauthorized or personal use, per ADM-005 Section 6.1. 10.2 Employees are responsible for unauthorized use that results in financial or reputational harm. Approved: January 27, 2026 22/26 Review Date: January, 2030