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HomeMy WebLinkAboutA-4 City Take Home Vehicle Policy • IIri p...4 11111.113 'NNW AZUSA AGENDA ITEM TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROBERT K. PERSON, ASSISTANT CITY MANAGER VIA: RICK COLE, CITY MANAGER DATE: SEPTEMBER 10, 2001 SUBJECT: CITY TAKE HOME VEHICLE POLICY RECOMMENDATION It is recommended City Council adopt the administrative policy for the issuance of take home vehicles. BACKGROUND On May 7, 2001 staff presented City Council with a report on city take home vehicles. After some discussion, Council directed staff to return with a final recommendation regarding the use and deployment of take home vehicles. In June, 2001 staff presented a final recommendation which reduced the number of take home vehicles from 27 to 13. The reductions applied to five Police Detectives, Police Information systems Manager, City Engineer, Police Lieutenants, the Electrical Distribution Supervisor, the Water Production Supervisor and the Associate Directors of Parks and Recreation. The remaining take home vehicles authorized were for the City Manager, Director of Utilities, Chief of Police, Police Captains, five Police Detectives, three emergency standby personnel, three Motorcycle Officers, the Emergency Services Coordinator and the Assistants to the Director of Utilities. Council then directed staff to prepare a policy that would address the process for future authorizations of take home vehicles. It was agreed that the process would be initiated by the employee and reviewed by the appropriate section/division supervisor for a recommendation to the department head. If the department head concurred with the request, then it would be forwarded to the City Manager for this approval which would be reported to City Council. During this discussion, there was mention of using a modest auto allowance and mileage reimbursement in lieu of take home vehicles. Staff has completed a 44 0/0/ • survey which indicates that most neighboring who provide auto allowances do so as a perquisite to their upper management or to other emppoyees who use their personal automobiles for city business on a constant basis. The average amount of an auto allowance is approximately $200 per month. All other employees are reimbursed at a rate of 34 cents per mile which is a standard based on IRS rules and regulations. { Attached is the administrative policy which covers the process and requirements for consideration of issuance of a take home vehicle policy. FISCAL IMPACT There is no fiscal impact as a result of this report. However, as mentioned in earlier reports, although the reduction of take home vehicles will not immediately reduce the size of the City's fleet, cost savings will be realized through the elimination of thirteen vehicles being driven home on a daily basis, and, more importantly, begins to reduce the significant liability of potential accidents involving these vehicles. MEMORANDUM TO: DEPARTMENT HEADS FROM: RICK COLE, CITY MANAGER SUBJECT: POLICY AND PROCEDURE - TAKE HOME VEHICLES PURPOSE The purpose of this policy is to define the process by which employees may be granted the use of a take home vehicle. DEFINITION A take home vehicle is defined as a city vehicle assigned for the use of a specific city employee who has clearly demonstrated a need for a permanently assigned vehicle to perform their duties. Typical requirements for the assignment of a take home vehicle include emergency response requirements or job duties that require an individual to travel between multiple operations and/or facilities during the day, evenings and weekends on a consistent basis. In no case, will take home vehicles be recommended for individuals who reside further than 30 miles from the City of Azusa. PROCEDURE Individuals requesting the issuance of a take home vehicle will be required to fill out the attached request form that will document the need for such a vehicle including the specific job requirements described above that creates the need as well as documented instances when the individual has been forced to use their own vehicle or a car pool vehicle to respond to City business. This will include the dates of the incidents and the nature of the trips. The request will be forwarded through the individuals' supervisory chain for concurrence with the request. If the request is recommended for approval by the department head and City Manager, it will then be reported to City Council. Should the City Manager approve such a request,the individual being granted a take home vehicle will maintain a usage log of the vehicle for six months at which time an administrative Take Home Vehicle Policy September 10, 2001 Page Two review of the vehicle's usage will be conducted to determine whether there is a proven need for continued use of the take home vehicle. Throughout this request and approval process, department heads are urged to consider alternatives such as an auto allowance, temporary use of car pool vehicles or mileage reimbursement in order to limit the number of take home vehicles needed. The use of a take home vehicle poses a significant liability risk to the City and should be avoided at all reasonable costs. Whenever a take home vehicle is authorized by the City Manager,the individual assigned will sign the attached request for indicating the employee is aware that they must carry their own driver's insurance in accordance with State Law, have a valid California Driver's License to operate the vehicle in question and agrees that the vehicle will only be used for official business. At no time may the individual use the vehicle for personal purposes or transport anyone other than the employee or authorized passengers. For purposes of this policy, an authorized passenger is defined as anyone needed to conduct city business. Adopted: September 10, 2001 Employee Name Employee Department: Social Security California Driver's License: Number: Robert K. Person N9406350 rite Manager 5M-21-4514 Vehicle Insurance Co: Insurance Policy#: Home Address(include City and Zip Code): 1127 E. Del Mar Blvd, Pasadena, GEICO Insurance 26-0001-0052 91106 Describe need for vehicle: I use my personal vehicle on a daily basis including evenings and weekends to perform my duties. These duties include emergency responses as well as community meetings at all times and all places. Describe why an auto allowance,use of fleet pool vehicles or mileage reimbursement is not adequate: Because my personal car is a Mazda Miata which cannot possibly carry the emergency equipment I need to perform my job. The unreliability of availability of a fleet vehicle would put the City in a precarious situation if I could not respond to my job on a timely basis. Please log each incident in the last two months when you were required to use your personal vehicle or a fleet vehicle to perform your job duties. Include date,purpose of trip,time of day,etc. Supervisor's Comments: Department Head Comments City Manager: Annroved/Disannrnverl Rennrt to Council ow December 2.. 2001 Six month review due ow June 2. 2002