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Administrative Policy

Section 9: Use of Library-Owned Vehicles or Personal Vehicles on Library Business

  1. No person who is not a compensated employee of Library or a Library Board Member may operate a Library-owned or leased vehicle unless specifically authorized by the Executive Director. No employee shall use or permit the use of any vehicle or any supplies for it, except in the transaction of public business or work of the Library.
  2. The Library recognizes that to efficiently and effectively carry out the transaction of public business or work of the Library, a reasonable amount of related use may have to be conducted in a Library-owned or leased motor vehicle for incidental but closely related business use (i.e., rest and lunch breaks); provided that the employee does not deviate from the route to the next work site. Only in rare instances may a library-owned vehicle be driven to an employee’s home when they are going off-duty.
  3. Library-owned or leased vehicles are not provided as a means of compensation to employees.
  4. Only passengers on official Library business shall be permitted in all Library-owned vehicles.
  5. Priority for vehicle use will be given to deliveries. When no company vehicle is available, employees may use their own vehicles for approved business purposes and in accordance with current standard procedures as outlined in this policy.
  6. Any employee operating a motor vehicle while on Library business shall exercise caution and adhere to all safety regulations. Employees negligently or recklessly operating motor vehicles while on Library business are subject to corrective action up to and including termination. The Library shall not be responsible for any fees or fines incurred by employees driving on Library business.
  7. Qualifications for Operating Personal or Library Vehicles on Library Business:
    1. All drivers must have a current, valid Ohio driver’s license that covers the type of vehicle to be operated and valid proof of insurance.  A copy of the license will be kept in the Chief Fiscal Officer’s records and updated annually and/or upon expiration.
    2. Employees operating a vehicle on behalf of the Employer are expected to operate the vehicle in a responsible manner.
      1. Employees are not permitted to operate library vehicles or personal vehicles on library business when any physical or mental impairment may cause them to be unable to drive safely. This also includes temporary incapacities such as illness, medication, or intoxication.
      2. Operators of vehicles on library business should not drive while distracted. Employees are not permitted to write, send, or read text-based cellular communications while operating a library vehicle.
    3. An individual’s driving record as maintained by the State of Ohio Bureau of Motor Vehicles (BMV), or record from any other state or country in which the driver or applicant has resided or operated a motor vehicle during the previous 36 months, or any other legal source, will be used as an indication of the individual’s ability to responsibly operate a vehicle.  The Library or its designee may review the BMV driving record of each Library employee who operates a vehicle on behalf of the Employer upon hire and then annually.
    4. The following Motor Vehicle Record Guidelines will be used to determine an employee’s driving privileges for the library:
      Motor Vehicle Record Guidelines
      In a case where the Employer or the State of Ohio has suspended the employee’s driving privileges or the employee becomes uninsurable under the Employer’s policy, and driving is an essential function of the employee’s position, the Employer may take appropriate disciplinary action up to and including termination of employment by the library.
      The Employer may also require employees to participate in remedial or defensive driving courses when employees evidence poor driving records.
    5. An applicant may be denied employment on the basis of an unsatisfactory driving record. The Employer will review the BMV driving record of any applicant who, if employed, will be operating a vehicle on behalf of the Employer, prior to making an offer of employment.
    6. Drivers shall report to the HR Manager any moving violations or accidents which occur while they are on or off duty. On-duty accidents or moving violations shall be immediately reported to the HR Manager. Off-duty accidents or moving violations shall be reported when the employee next returns to work.
  8. All operators of Library-owned vehicles will comply with the following:
    1. Operator’s License:  All operators of any Library-owned or leased vehicles must have a valid State-issued operator’s license, which includes the specific class of vehicle being operated. Suspension of an employee’s operator’s license will result in a suspension of any and all Library-approved driving privileges. Any employee who is authorized to use a Library-owned or leased vehicle and whose operator’s license is suspended, must notify the Chief Fiscal Officer of this fact at the earliest of the following:  day of suspension or next working day.
    2. Seat Belts:  As required by the Ohio Revised Code, all front seat passengers of a Library-owned or leased vehicle or privately-owned vehicle, while being operated in the transaction of public business or work of the Library, shall wear safety belts at all times while the vehicle is in operation. Rear seat passengers shall also wear safety belts.  The vehicle operator is responsible for ensuring all passengers wear safety belts.  Failure by any employee to comply with this provision must be reported to the appropriate supervisor.
    3. Smoking: Smoking and vaping are prohibited in all Library-owned or leased vehicles.
    4. Cell Phone Use: Library employees operating a Library-owned or leased vehicle shall drive to a safe location and park the vehicle prior to using a cellular telephone or sending/reading text messages.
    5. Alcohol and other Substances:  Employees should report to work fit for duty and free of any adverse effects of drugs or alcohol. This policy does not prohibit employees from the lawful use and possession of prescribed medications taken as prescribed and that does not compromise workplace safety. Employees must, however, consult with their doctors about the medication’s effect on their fitness for duty and ability to work safely. All provisions of HR Policy 5.7 (Drug and Alcohol-Free Workplace) apply.
    6. Preventive Maintenance and Service:  Any vehicle operators shall immediately notify the Facilities Director and/or Chief Fiscal Officer should they detect any unsafe or hazardous condition in or upon any and all Library-owned or leased vehicles.  The Facilities Director will be responsible for scheduling such service.
      1. All Library-owned or leased vehicles shall be fueled in accordance with the procedure set forth by the Chief Fiscal Officer. Library gasoline credit cards shall be used to purchase gasoline, oil, etc., for all Library-owned or leased vehicles on official Library business only unless other arrangements have been made and approved by the Director and/or Chief Fiscal Officer. Authorized operators of library-owned vehicles are authorized to utilize library gasoline cards in accordance with set procedures.
    7. Insurability:  All employees required to drive a Library-owned vehicle, or drive their own vehicle on Library time must be insurable under the Library’s Liability Insurance Plan.
  9. Personal Vehicle Use and Insurance
    1. Insurance coverage for personal vehicles used on Employer business shall be the responsibility of the owner of the vehicle and must meet state minimum standards. 
  10. Mileage and Travel Reimbursement
    1. Mileage and Travel are reimbursed in accordance with HR Policies 4.11 and 4.12.
  11. Reporting Accidents:  Employees shall immediately report all accidents in personally-owned vehicles being used for Employer business. An Incident Report Form shall be completed, signed, and submitted by the employee to the HR Manager within 24 hours of an accident. The driver will also report the accident to the appropriate law enforcement agency, obtain a copy of that agency’s accident report, and forward such report to the HR Manager.

The following post-accident procedures must be followed:

  1. If any physical injuries, call 911.
  2. If there are no injuries, contact local law enforcement at a non-emergency number.
  3. Unless injured, remain at the scene of the accident until discharged by investigating law enforcement.
  4. Note pertinent information such as the other driver’s license number, the description of the incident and the vehicle license number. Exchange insurance information and take photos when safe to do so.
  5. Complete an Incident Report Form and notify the HR Manager

  12. Employees who use library-owned vehicles or personal vehicles while on library business must sign an acknowledgement that they have received and understand the guidelines set forth in this policy.