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HomeMy WebLinkAbout7 Vehicle Use Policy Agenda Item # 7 . .► R PublicUtilityDistrict Memorandum To: Board of Directors From: Peter Holzmeister Date: July 27, 2007 Subject: Vehicle use policy Why this matter is before the Board: This matter involves possible amendment to the District's vehicle use policy. Only the Board can amend that policy. History: On January 17, 2007 the Board adopted the Policy for Use of District Owned Vehicles. That policy at section 2(f) listed employees who are authorized to drive vehicles to and from their place of residence. The criteria for so designating any employee are (1) the need to respond to emergencies outside the normal work hours or (2) the need to conduct other District business outside the normal work hours. New business: Since adoption of the policy, Alan Harry has been assigned the responsibility of keeping the District management and Board informed on legislative and regulatory development affecting the District. This requires him to frequently travel to Roseville and Sacramento. This travel will increase during the next year. Travel will require him to often leave Truckee early in the morning and return late in the evening. He is putting many miles on his personal car. I suggest he needs to use a District vehicle. I would like the Board to amend the policy to add the position of General Services Manager (Alan Harry's position) to Section 2(f) of the Vehicle Use Policy. The fact that the position is added to the policy does not mean that there is a vehicle available for his use each day. That is a detail that needs, I think, to be managed by the General Manager. Recommendation: I recommend that Section 2 (f) of the Policy for Use of District Owned Vehicles be amended to include the General Services Manager. TRUCKEE DONNER PUBLIC UTILITY DISTRICT POLICY FOR USE OF DISTRICT OWNED VEHICLES 1 Objective: To establish a policy governing the use of District owned vehicles. 2 Policy Content: (a) District owned vehicles are provided for official use only and are not to be used for private transportation or personal business. Vehicles will be parked at the District site when not in use and will be available to all personnel for any valid business-related purpose. (b) District employees who are required to drive as a part of their job responsibilities must possess a valid driver's license. All such employees are required immediately to advise District management of any driving violations, citations, or accidents resulting in a suspension or revocation of their driver's license. (c) If possible, the District will provide a vehicle for transportation to and from business meetings, conferences, or other events that employees attend located away from the office. If an employee drives his or her own personal vehicle, the District will pay the current rate for mileage as set by the Internal Revenue Service. (d) Smoking is prohibited in District owned vehicles. (e) Seat belts shall be worn while driving or riding in all vehicles used for District business. (f) Employees that are subject to being called outside of normal work hours for emergencies or other District business will be assigned vehicles to be driven to and from their place of residence. These employees are: • General Manager • Assistant General Manager • Electric Superintendent • On-Call Lineman • Electric Engineer • Water Utility Manager • Water Superintendent • Water Engineer • On-Call Water Technician (g) No employee shall be allowed to use an assigned vehicle for personal purposes other than commuting and de-minimis personal use, such as a stop for a personal errand on the way home. Once at the employee's residence, the vehicles shall only be used for official District business or the return commute to place of business. (h) District vehicles shall be operated only by an authorized District employee. Employees may occasionally have passengers that are a necessary part of the District's operations. (i) The District will comply with Internal Revenue Service statues in regards to reporting employee vehicle use as a taxable fringe benefit. (j) The general manager is authorized to rule on any unforeseen situation that might arise that is not covered in this policy. 3 Responsibility (a) It shall be the responsibility of the general manager to administer this policy. (b) Staff shall report to the Board annually of vehicle use and IRS compliance.