MONROE — Members of the city Salary and Personnel Committee recently changed the policy regarding use of city-owned vehicles by limiting the distance employees can travel in authorized vehicles and who is allowed to ride in them.

Discussion of personal use and whether it is appropriate was prompted when a resident posted a photo of the Monroe Fire Department command vehicle crossing the county line. Officials found that Monroe Fire Chief Dan Smits was driving to Black Earth to get shoes for his uniform. 

During a meeting in late October, Smits informed members of the committee that he was operating the vehicle along Wisconsin 69 on the morning of Oct. 6. His wife was in the passenger seat. Smits said he always considers himself on call and regardless of his location when a page goes off, he needs to get to the scene of emergency as quickly as possible. 

Committee chair Brooke Bauman said at the time that number of residents had expressed concern that city-owned vehicles were leaving the county. Smits said the man who had posted the photo was apologetic once the reason for the trip was explained.

Still, committee members came to a consensus that the policy, adopted in January 2014, needed adjustments. The former policy did indicate “any personal use is strictly prohibited,” which means employees who were known for picking their children up from school in city-owned vehicles or running other personal errands were already in violation unless the passengers were accompanying the employee to a business meeting or official function as outlined in the policy.

Aldermen on the committee noted in review of the policy that it outlined rules that differed from their expectations of employees.

Much of the newly approved policy remains the same, though it is formatted to reflect the year and current uses. The main changes include specifications regarding the use of emergency vehicles. An assigned vehicle can only be used professionally “within the jurisdiction of the employee’s service” and no one aside from city employees is allowed in a city-owned vehicle. The exception is for emergency vehicles. Family members may be transported if an employee is “on-call” and also available for emergency response. Professional contacts during business may also be allowed to be transported in an assigned vehicle. 

City Administrator Phil Rath said some uses are “just common sense” and that employees should evaluate their time when in use of city vehicles for things like getting lunch during working hours while already in the vicinity of restaurant due to work responsibilities. He said the policy has been adopted, but not implemented, and looks to inform employees of the update within the next few weeks.