HomeMy WebLinkAbout6 Vehicle use policy Agenda Item # 6
TRUCK. M E F
PUblic Utility District
Memorandum
To: Board of Directors
From: Peter Holzmeister
Date: October 13, 2006
Subject: Vehicle use policy
Why this matter is before the Board: This matter involves review of a draft
vehicle use policy. This requires Board action.
History: For several years various District employees have driven District
vehicles home after hours. The Board has expressed an interest in reviewing the
details of this practice. Also, the practice has never been formalized in toe form
of a written policy. Clearly, a written policy is necessary.
At the last meeting we reviewed the draft policy. Director Thomason wanted to
propose language that would be consistent with the requirements of the IRS. Bill
will have that proposed language at the meeting on Wednesday evening.
New information: There is no new information at this time.
Recommendation: After review of the language from Director Thomason, I
recommend that the Board adopt the vehicle use policy
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 (applies to driver and
passengers) in all vehicles used for District business. The driver shall be
responsible for enforcing the seat belt requirement.
(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:
(1) General Manager
(2) Assistant General Manager (Electric Utility Manager)
(3) Electric Superintendent
(4) On-Call Lineman
(5) Electric Engineer
(6) Water Utility Manager
(7) Water Superintendent
(8) Water Engineer
(9) On-Call Water Technician
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Policy-District owned vehicles
(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) Employees shall keep records and report to the District any vehicle use
subject to taxation as required by the Internal Revenue Service.
(j) The general manager is authorized to rule on any unforeseen situation
that might arise that is not covered in this policy.
3 Responsibility
It shall be the responsibility of the general manager to administer this policy.
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Policy-District owned vehicles