City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That the City Council approve the amended City Council Policy Statement Number
4601, entitled “City Vehicle Usage and Mileage Reimbursement,” rescind Resolution
98-R023, and adopt Resolution 2005-R___.
BACKGROUND/DISCUSSION:
The “City Vehicle Usage and Mileage Reimbursement” (Vehicle Usage) Policy was
originally adopted on December 9, 1991. On January 23, 1995, City Council
approved twenty-seven (27) City Council policies with the passage of Resolution 95-
R005. This resolution included an amended Vehicle Usage Policy. Subsequent
amendments were adopted June 24, 1996 and April 13, 1998.
The current policy (Attachment 1) was adopted to create formalized procedures,
establish criteria for authorized use of City vehicles, assign positions eligible for
commuting use of a City vehicle, and provide for mileage reimbursement for
business use of personal vehicles. However, the current policy lacks an
administrative record keeping mechanism to track the assignment and use of those
vehicles.
The purpose of amending the policy is to assign responsibility for tracking and
maintaining records of City vehicles, update eligibility for automobile allowances and
use of commuting vehicles to reflect current practice, and make minor format
changes to increase the clarity and flow of the policy.
Meeting Date: 09/19/05 Item Number: A-3
AGENDA ITEM: Consideration of Amendments to City Council Policy on City
Vehicle Usage and Mileage Reimbursement.
Contact Person/Dept.:
Nick Kimball, Management Analyst
Phone Number:
(310) 253-5682
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (9/14/05)
Department Approval:
Scott Bixby 9/13/05
CAO Approval:
Scott Bixby for Jerry Fulwood 9/13/05
City Controller Approval:
N/ACity of Culver City, California
City Council Agenda Item Report
Development of Policy
In developing the proposed amendments to the policy, staff reviewed current policies
and procedures, evaluated past practice, and contacted other cities to obtain
information about similar policies. Phone interviews with Beverly Hills, Santa
Monica, and West Hollywood were conducted to compare other municipal policies
with Culver City’s Vehicle Usage Policy.
The proposed amendments were presented at the Budget Subcommittee’s January
and August 2005 meetings. At these meetings, subcommittee members and a
number of Department Heads and staff reviewed the policy and suggested revisions.
Staff incorporated the input received from the subcommittee into the proposed
policy.
Proposed Policy
The following amendments, suggested by the Budget Subcommittee and staff, have
been incorporated into the proposed Vehicle Usage Policy (Attachment 2, Exhibit A):
1. Assigned City Vehicles
a. Current Policy: The current policy does not assign responsibility to any
particular department for record keeping or tracking employees with
commuting use of City vehicles.
b. Proposed Policy: The Transportation Director will designate a responsible
party in the Transportation Department to maintain centralized records
that document the department, driver, annual mileage and vehicle
maintenance of assigned City vehicles.
i. Department Heads will maintain records indicating the employees
with assigned vehicles, the vehicles being used, and whether they
are authorized for commuting use. These records are to be
transmitted to the Transportation Director annually or upon a
change in assigned City vehicles.
2. Commuting Use of City Vehicles
a. Current Policy: Authorizes a number of Executive Management positions
for eligibility for commuting use of City vehicles.
b. Proposed Policy: Amends the policy to reflect current practice. Executive
Management positions that are non-public safety are removed from the
approved list of positions authorized for commuting use of City vehicles,
and the EMS Coordinator and Training Officer are added to the list of
authorized positions. In addition, the Police and Fire Chief are given the
option of either using a City vehicle for commuting purposes or receiving
an automobile allowance for use of their personal vehicle.City of Culver City, California
City Council Agenda Item Report
3. Use of City Pool Cars
a. Current Policy: States that an employee is eligible to be assigned a City
vehicle if, “the employee is a designated driver in a City-sponsored car
pool arrangement in support of vehicle trip reduction efforts.”
b. Proposed Policy: Amends language to authorized employees that fall into
the above category to use City pool vehicles; however, they will not be
assigned a City vehicle unless they meet the criteria laid out in the
“Assigned City Vehicles” section of the policy.
4. Automobile Allowances for Personal Vehicles
a. Current Policy: Select Executive Management positions are authorized for
commuting use of a City vehicle.
b. Proposed Policy: Executive Management positions are changed from
being authorized for commuting vehicles to being authorized for an
automobile allowance to reflect the current practice. Only select Public
Safety officials are authorized for commuting use of a City vehicle.
c. Proposed Policy: Language is added to reflect that employees eligible for
an automobile allowance shall be considered fully compensated and shall
not be eligible to use a City pool car, City fueling stations, or claim mileage
reimbursement unless the total mileage reimbursement would exceed the
monthly allowance.
Additional minor format changes are made to increase the overall clarity and flow of
the policy.
Resolution Adoption Procedures
City Council Policy 1001, entitled “Adoption of Council Policy Statements,” allows
City Council to adopt policies as a means to establish policies not already covered
by ordinances and to supplement or complement other resolutions or policies
already in existence. The policies adopted cannot conflict with any ordinance or
resolution of the City and require four affirmative votes of the City Council to become
effective. The Council may also direct the creation or modification of a policy.
The resolution drafted to adopt the Vehicle Usage Policy (Attachment 2) would
rescind previous resolutions that affect only this policy. Adopting this resolution
would cancel the previous version of the policy and enact the amended draft of the
policy presented for your consideration.City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
The proposed amendments to the Vehicle Usage Policy would nominally increase
work by staff responsible for tracking and maintaining vehicle usage records for their
department. The designees will be required to maintain records indicating the
employees with assigned vehicles, the vehicles being used, and whether they are for
commuting use. Time spent by employees will vary with the department and
number of City vehicles assigned to employees. Staff time is included in
departmental budgets; therefore, the appropriation of additional funds is not
required.
The centralization of these records could also result in potential cost saving
opportunities. Centralized records could produce more accurate vehicle
maintenance cost estimates from year to year. Opportunities for cost savings can
be speculated, but not immediately quantified, if the proposed amendments are
adopted.
ATTACHMENTS:
1. Current Council Policy Number 4601, “Vehicle Usage and Mileage
Reimbursement”
2. Proposed Resolution Number 2005-R___
Exhibit A: Proposed “Vehicle Usage and Mileage Reimbursement” Policy
MOTION:
That the City Council:
1. Approve the amended City Council Policy Statement Number 4601, entitled
“City Vehicle Usage and Mileage Reimbursement,” rescind Resolution 98-
R023, and adopt Resolution 2005-R___; and
2. Direct the City Attorney’s Office to prepare the policy and authorize the Chief
Administrative Officer to distribute the policy following specified procedures in
City Council Policy No. 1001 “Adoption of Council Policy Statements.”
OR
3. Discuss this item and provide further direction to staff.
(A 4/5ths affirmative vote is needed to adopt the resolution and enact the policy)
MEETING DATE 09/19/05
AGENDA ITEM Consideration of Amendments to City Council Policy on City Vehicle
Usage and Mileage Reimbursement
ATTACHMENTS
Pages
1 Current "Vehicle Usage and Mileage Reimbursement" Policy
1 - 4
2 Proposed Resolution Number 2005-R
5-10
Exhibit A Proposed "Vehicle Usage and Mileage Reimbursement'
PolicyATTACHMENT 1
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject Personnel
Specific Subject City Vehicle Usage and
Mileage Reimbursement
Policy Number 4601
Date Issued 12/9/91
Effective Date Rev 4/13/98
Resolution No 98-R023
PURPOSE
To establish consistent policy and practice, establish criteria for the assignment
and the authorized uses of City vehicles, and provide for mileage reimbursement
for business use of personal vehicles
STATEMENT OF POLICY
Assigned vehicles City-owned vehicles may be assigned to specified
employees or positions to carry out the required duties of the respective job
classifications Such assignment is completely at the City's discretion and shall
not be construed as a benefit to the person or position except as provided below
Assigned vehicles shall be used for on-duty transportation during normal work
hours, except as provided herein, and shall be parked in City parking facilities
when not in use
Vehicles may be assigned based upon one or more of the following criteria
A The employee's normal duties involve extensive field observation,
inspections, deliveries, attendance at meetings or training programs outside of the
City, or other local business travel needs which cannot be accommodated by the
use of a common vehicle (pool car) used by other employees
• The employee is assigned to unusual working hours or conditions which
require local transportation or travel within the metropolitan area during
emergencies, or on an unplanned or unscheduled basis, which cannot be
accommodated by use of pool cars
• The employee is a designated driver in a City-sponsored car pool
arrangement in support of vehicle tnp reduction efforts
• The assignment of a car is a negotiated or Council designated benefit for
the position or employee
I.For all other employees not assigned City vehicles under the above criteria, City
pool vehicles will be designated for use by various employees assigned to a
particular work location (City Hall, City Yard, Human Services Department,
Community Development Department, and such other pool car locations as
designated by the CAO) Records shall be maintained to document the drivers,
time, date, duration and purpose of pool vehicle use The CAO will periodically
review the pool car designations and usage reports and determine whether to
increase or reduce the complement of vehicles Any increase in the City fleet will
be reported to and approved by the City Council When pool vehicles are not
available, an employee may be required to use his/her personal vehicle to
accomplish work duties Reimbursement shall be provided as described below
Employees assigned cars under the above criteria are not allowed commuting use
of the vehicle unless specifically provided by City Council direction and
authorization When commuting use is authorized, such use shall be limited to
necessary driving between work and home in the furtherance of work-related
duties, including de minimus personal use by the employee Use of the City
vehicle by any member of his/her family is prohibited No City vehicle may be
used during any outside employment or for any off-duty purpose
Commuting, even if authorized, is a personal use by definition Employees with
assigned vehicles authorized for commuting shall bear the responsibility for
documentation of all business use and personal use and shall bear the
consequences of any income tax on the personal use proportion of the value of the
vehicle pursuant to IRS Regulations Section 1 61-2T(f)(3), as amended The City
shall estimate and withhold such taxes from the employees' regular compensation
When an employee with an assigned vehicle is on extended leave of absence
(vacation, sick leave, injury leave or leave without pay), the assigned vehicle may
be reassigned for use by other designated employees at the discretion of the
affected department head
cc1p4601
page 2 of 4For Police and Fire supervisory personnel, off duty use of a City vehicle is
permitted when such personnel may be called back to work for emergency or
special circumstances
As of the date of this policy, the following positions are authorized commuting
use of City vehicles
Chief Administrative Officer Community Development Director
Public Works Director/City EngineerHuman Services Director
City Attorney Transportation Director
Police Chief Fire Chief
Police Captain (inc Asst Chief) Assistant Fire Chief
Fire Marshal
Police Motor Officers
Fire Inspectors (Arson Investigation) Police Officers on Special
Assignment or Detectives
II Automobile Allowances The positions listed below may elect to receive
a monthly automobile allowance of $375 in lieu of an assigned automobile
Community Development Director
Public Works Director/City EngmeerHuman Services Director
City Attorney Transportation Director
Fire Chief
The Information Technology Director will receive an allowance of $375 per
month, and does not have the option of an assigned vehicle
In addition to the positions listed above, the Chief Administrative Officer and
Police Chief may elect to receive a monthly allowance in lieu of an assigned
vehicle in the amount of $600 per month, or in an amount separately approved by
the City Council
The employees listed above shall be considered fully compensated for the
business use of their personal vehicles and shall not be eligible for use of a City
vehicle, nor shall they claim mileage travel expenses for conferences or training if
driving to the event unless the total mileage reimbursement would exceed the
monthly allowance Detailed mileage records for the applicable month may be
submitted to justify additional reimbursements
cc1p460 1
page 3 of 4III Automobile Expense Reimbursement Employees required
periodically to use their personal cars for City business or travel shall be eligible
for mileage reimbursement Such employees may also use City pool vehicles,
when available, in lieu of their personal vehicles Reimbursement will be made
for actual mileage dnven on authorized City business on a per mile basis The
approved reimbursement rate shall be the mileage rate established annually under
Internal Revenue Service regulations or the Internal Revenue Code for Federal
income tax purposes (e g, $ 325 per mile for calendar 1998)
PROCEDURES
Employees may be authorized assigned vehicles or allowance, or pool car use, or
may be limited to mileage reimbursement, by determination of the Chief
Administrative Officer and the City Council
Those employees designated by the City Council to continue with an assigned
vehicle as of the effective date of this policy shall retain use of the currently
assigned vehicle, subject to later disposition at Council discretion Those
employees offered an option shall elect whether to continue use of the vehicle or
accept the allowance or reimbursement applicable to the position Those who
elect to move into the allowance or reimbursement programs shall surrender their
City vehicles and will, thereafter, be eligible for the applicable compensation
indicated above
Pool vehicle use documentation, and claim forms for mileage reimbursement,
shall be designed and provided by the City Treasurer, who shall also establish a
schedule and procedure for filing and paying such claims
cdp4601
page 4 of 4
4ATTACHMENT 2
RESOLUTION NO 2005-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
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CULVER CITY, CALIFORNIA, APPROVING AND
ADOPTING AMENDMENTS TO CITY COUNCIL POLICY
STATEMENT NO 4601, ENTITLED "CITY VEHICLE
USAGE AND MILEAGE REIMBURSEMENT" AND
RESCIND RESOLUTION 98-R023
WHEREAS, the City of Culver City requires business related travel of its
employees and
WHEREAS, it is necessary to establish policy and practice for the assignment
and use of City vehicles and provide mileage reimbursement for business use of personal
vehicles and
WHEREAS there is a need to adopt amendments to Council Policy
Statement No 4601 entitled City Vehicle Usage and Mileage Reimbursement"
NOW THEREFORE, the City Council of the City of Culver City, California,
DOES RESOLVE as follows|109| The City Council hereby approves and adopts amendments to City
Council Policy Statement No 4601, entitled, "City Vehicle Usage and Mileage
Reimbursement 'which is attached hereto as Exhibit A" to this resolution|109| The City Council hereby rescinds Resolution 98-R023
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63 Council Policy Statement No 4601 shall be effective upon its adoption
APPROVED and ADOPTED this day of 2005
ALBERT VERA, MAYOR
City of Culver City, California
ATTEST APPROVED AS TO FORM
CHRISTOPHER ARMENTA City Clerk CAROL A SCHWAB, City Attorney
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(9
-2-EXHIBIT A
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject Personnel
Specific Subject City Vehicle Usage and
Mileage Reimbursement
Policy Number 4601
Date Issued 12/9/91
Effective Date Rev /105
Resolution No 2005-R
PURPOSE
To establish consistent policy and practice, establish criteria for the assignment
and the authonzed uses of City vehicles, and provide for mileage reimbursement
for business use of personal vehicles
STATEMENT OF POLICY
I Assigned City Vehicles
City-owned vehicles may be assigned to specified employees or positions to
carry out the required duties of the respective job classifications Such
assignment is completely at the City's discretion and shall not be construed as
a benefit to the person or position except as provided below Assigned
vehicles shall be used for on-duty transportation during normal work hours,
except as provided herein, and shall be parked in City parking facilities when
not in use
Vehicles may be assigned based upon one or more of the following criteria
A The employee's normal duties involve extensive field observation,
inspections, deliveries, attendance at meetings or training programs
outside of the City, or other local business travel needs which
cannot be accommodated by the use of a common vehicle (pool
car) used by other employees
The employee is assigned to unusual working hours or conditions
which require local transportation or travel within the metropolitan
area during emergencies, or on an unplanned or unscheduled basis,
which cannot be accommodated by use of pool cars
The assignment of a car is a negotiated or Council-designated
benefit for the position or employee
Employees assigned cars under the above criteria are not allowed commuting
use of the vehicle unless specifically provided by City Council authorization
When commuting use is authorized, such use shall be limited to necessary
CCLP4601
Page 1 of 4driving between work and home in the furtherance of work-related duties,
including minimal personal use by the employee (e g personal errands that
are on the way to or from work)
Commuting, even if authonzed, is a personal use by definition Employees
with assigned vehicles authorized for commuting shall bear the responsibility
for documentation of all business use and personal use and shall bear the
consequences of any income tax on the personal use proportion of the value of
the vehicle The City shall estimate and withhold such taxes from the
employees' regular compensation
Use of the City vehicle by any member of his/her family is prohibited No
City vehicle may be used during any outside employment or for any off-duty
purpose
When an employee with an assigned vehicle is on extended leave of absence
(vacation, sick leave, injury leave or leave without pay), the assigned vehicle
may be reassigned for use by other designated employees at the discretion of
the appropnate Department Head
Those employees designated by the City Council to continue with an assigned
vehicle as of the effective date of this policy shall retain use of the currently
assigned vehicle, subject to later revocation at Council discretion Those
employees offered an option shall elect whether to continue use of the vehicle
or accept the allowance or reimbursement applicable to the position Those
who elect to move into the allowance or reimbursement programs shall
surrender their City vehicles and will, thereafter, be eligible for the applicable
compensation indicated in Section 5, Automobile Expense Reimbursement for
Periodic Travel (Personal Vehicles)
The Transportation Director shall designate a responsible party to maintain
centralized records of assigned vehicles to document the department, driver,
assigned vehicle, annual mileage, and vehicle maintenance These records
will be transmitted to the Transportation Director at the beginning of each
fiscal year or upon each change in assigned City vehicle
Commuting Use of City Vehicles
As of the date of this policy, the following positions are authonzed for
commuting use of City vehicles
Police Chief
Police Captains (inc Asst Chief)
Police Motor Officers
Detectives or Police Officers on
Special Assignment
Fire Chief
Assistant Fire Chief
Fire Marshal
EMS Coordinator
Fire Training Officer
Fire Inspectors (Arson
Investigation)
CCLP4601
Page 2 of 4For Police and Fire personnel, off duty use of a City vehicle is permitted on a
temporary basis when such personnel may be called back to work during an
emergency Gasoline purchased for commuting during an emergency will be
reimbursed upon approval by the Department Head at the IRS rate for fuel
currently in effect
Assigning Department Heads will maintain a record of employees and City
vehicles used for commuting documenting the department, driver, vehicle,
annual mileage, and vehicle maintenance These records will be transmitted
to the Transportation Director at the beginning of each fiscal year and/or upon
each change in assigned City vehicle
II Use of City Pool Cars
For employees not assigned City vehicles as described in Section 1, "Assigned
City Vehicles," City pool vehicles will be designated for use by various
employees assigned to a particular work location (City Hall, City Yard, Parks,
Recreation and Community Services Department, Community Development
Department, and such other pool car locations as designated by the CAO)
City employees traveling locally on City business should make efforts to use
pool cars, when available, in lieu of their personal vehicles
Employees participating in carpools as part of the City's vehicle trip reduction
efforts shall have access to pool cars on an emergency basis
The Transportation Director will designate a responsible party at each pool car
location to maintain records to document the drivers, time, date, duration and
purpose of pool vehicle use The CAO will periodically review the pool car
designations and usage reports and determine whether to increase or reduce
the complement of vehicles Any purchase of vehicles to increase the City
fleet will be reported to and approved by the City Council When pool
vehicles are not available, an employee may be required to use his/her
personal vehicle to accomplish work duties Reimbursement shall be
provided as described in Section IV of this policy, "Automobile Allowances
for Personal Vehicles"
The Transportation Director will designate a responsible party at each pool car
location to design and maintain records to document the drivers, time, date,
duration and purpose of pool vehicle use
Claim forms for mileage reimbursement, shall be designed and provided by
the City Treasurer, who shall also establish a schedule and procedure for filing
and paying such claims
CCLP460 1
Page 3 of 4
9III Automobile Allowances for Personal Vehicles
The positions listed below will receive a lump sum per month, as authorized
by approved employment contract or City Council, in lieu of an assigned
automobile
CAO
Assistant CAO
Community Development Director
Transportation Director
City Attorney
Information Technology Director
Public Works Director/City Engineer
Parks, Recreation, and Community
Services Director
In addition to the positions listed above, the Police Chief and Fire Chief have
the option of either using a City vehicle for commuting purposes or receiving
an automobile allowance for use of their personal vehicle
Employees receiving an automobile allowance shall be considered fully
compensated for the business use of their personal vehicles Such employees
shall not be eligible for use of a City pool car, use of City fueling stations, or
claim mileage travel expenses for conferences or training unless the total
mileage reimbursement would exceed the monthly allowance Detailed
mileage records for the applicable month may be submitted to the Personnel
Department to justify additional reimbursements
IV Automobile Expense Reimbursement for Periodic Travel (Personal
Vehicles)
City employees traveling locally on City business should make efforts to use
pool cars, when available, in lieu of their personal vehicles However,
employees may be required periodically to use their personal vehicles for City
business and shall be eligible for mileage reimbursement Reimbursement
will be made for actual mileage dnven using personal vehicles on authorized
City business on a per mile basis The approved reimbursement rate shall be
the mileage rate established annually under Internal Revenue Service
regulations or the Internal Revenue Code for Federal income tax purposes
CCLP4601
Page 4 of 4