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HomeMy WebLinkAbout14 Vehicle use policy Agenda Item # TRUCKEE DONNER Public Utility District Memorandum To: Board of Directors From: Nancy Waters, Human Resources Administrator Date: August 15, 2007 Subject: Vehicle Use Policy WHY THIS MATTER IF BEFORE THE BOARD: This matter is before the Board for consideration of amending the policy for the use of District owned vehicles. HISTORY: On January 17, 2007, the Board adopted the Policy for Use of District Owned Vehicles. Since adoption of this policy, there have been occasions that have arisen that necessitated certain employees to drive their personal vehicles on District business, and the business runs into before or after normal work hours. The current policy states that the District will, when possible, provide a vehicle for employees attending to District business. NEW INFORMATION: This matter was brought before the Board at the last meeting. At that time there was discussion about adding the General Services Manager to the list of positions allowed to drive vehicles to and from their home. The Board suggested that a better solution might be to designate a District pool vehicle for this purpose and allow the General Services Manager, as well as other District employees in this after situation, to use this vehicle. I have drafted a new paragraph in the attached policy for the Board's review and discussion that would resolve this situation. "The General Manager can authorize any District employee, on occasion, to keep a pool vehicle at their residence overnight when the situation arises that requires the employee to conduct District business before or after regular work hours". RECOMMENDATION: I recommend that the Board approve and adopt this revised Policy for District Owned Vehicles. 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) The General Manager can authorize any District employee on occasion to keep a pool vehicle overnight at their residence when the situation arises that requires the employee to leave or return from out of town business after regular work hours. 1 Vehicle Use Policy (h) 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. (i) 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. Q) The District will comply with Internal Revenue Service statues in regards to reporting employee vehicle use as a taxable fringe benefit. (k) 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. 8/15/07- revised 2 Vehicle Use Policy