HomeMy WebLinkAbout18- Administration CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James C. Richardson, Subject: Policy for Assignment and Use of City
Deputy City Administrator - Development Owned Vehicles
Dept: Administration
Date: February 22, 1988
Synopsis of Previous Council action:
June 1987 Workshop of Mayor and Common Council on 1987-88 Budget
June 15, 1987 Adoption by Mayor and Common Council of Central Garage Audit.
February 18, 1988 Legislative Review Committee (LRC) review and modification of
draft resolution on vehicle usage.
Recommended motion:
Adopt Resolution
Signature
Contact person: James C. Richardson, Deputy City Admi ni stratVhone: 5270
Development ervices
Supporting data attached: Staff Report and Resolution Ward: City - Wide
FUNDING REQUIREMENTS: Amount: 0
Source: (Acct. No.)
Acct. Description)
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C11 ! OF SAN BERNARDI►_J - REQUE r FOR COUNCIL AC114bN
STAFF REPORT
During the 1987-88 Budget review last summer, concern was
expressed regarding the number of City vehicles assigned for
take home use. A staff report was provided on the practices
and assignments of City vehicles to various City departments.
This subject has been reviewed several times in recent
history, therefore, there was considerable file information
to facilitate a new report. Vehicle use and assignments were
also addressed in the Central Garage Audit by Hughes, Heiss
and Associates which also provided background for establish-
ing a City policy.
As requested, I prepared a report on July 15, 1987, which was
subsequently updated with supplemental information. The
Legislative Review Committee (LRC) asked to look at an
administrative policy (Department Director Letter - "DDL")
which was drafted and circulated to City department heads for
review and comment. The LRC also requested a draft resolu-
tion that would establish a formal policy on vehicle usage
and assignments. The draft resolution and DDL were reviewed
and revised at several LRC meetings. At the February 18 ,
1988 , Legislative Review Committee meeting, the Chairman and
members endorsed the resolution for review by the Mayor and
Common Council. The final points of discussion at the LRC
meeting were as follows:
1. The assignment of a vehicle or an allowance may (rather
than will) be granted to certain managerial personnel,
2 . The inclusion of elected department heads for
consideration of assignment of City vehicles,
3 . The request that other municipal agencies (the Library
Board, Redevelopment Agency and Water Department) adopt
and/or establish a similar policy of vehicle use, and
4 . The financial impact of granting an option for a $300
per month auto allowance for certain managerial
personnel .
Points 1, 2 and 3 were agreed to by the LRC and with regard
to point number 4 , the full cost of operating a City vehicle,
including replacement, was noted as $338 . 03 per month in my
original July 15, 1987 , report. Further, through the annual
budget, the City Administrator can control costs of
maintenance and operation as well as vehicle auto allowances.
Finally, the passage of the resolution, subsequently
implemented through a DDL by the City Administrator, will
provide a permanent policy for control procedures for the use
and assignment of City vehicles.
J �ESA 1C. RfCHARbSON,
eputy y Administrator -
Development Services
75.0264
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO ESTABLISHING A
POLICY FOR THE ASSIGNMENT AND TAKE-HOME USE OF CITY-OWNED
3 VEHICLES .
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
5
6 SECTION 1. Recitals .
7 The Mayor and Common Council find and determine that ,
8 whereas :
9 A. The City owns , maintains and operates a fleet of motor
10 vehicles to meet the transportation needs of its employees in the
11 Performance of their duties;
12 B. The efficient functioning of the City requires that
13 designated officers and employees of the City be authorized to
14 have immediate access to City vehicles on an around the clock
15 basis;
16 C. A reimbursement allowance paid to any such officer or
17 employee for the use of his or her personal motor vehicle for
18 purposes of conducting City business will be a benefit to the
19 City;
20 D. It is necessary to establish rules and regulations for
21 the operation of City vehicles and for the payment of any
22 reimbursement allowance towards the end of controlling the costs
23 of such allowances and limiting the City 's liability arising from
24 such usage .
25 NOW, THEREFORE, THE FOLLOWING POLICIES AND PROCEDURES
26 REGULATING THE USE OF TAKE-HOME VEHICLES AND THE PAYMENT OF
27 REIMBURSEMENT ALLOWANCES SHALL APPLY TO ALL OFFICERS AND
28 EMPLOYEES OF THE CITY.
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1 Sf�,CTION 2 . policy__and jMplementation .
2 A. The Mayor may authorize take-home use of a City vehicle
3 or , in lieu thereof , a monthly vehicle reimbursement allowance
4
for any Elected official , Department Bead , Deputy City 5 Administrator or the City Administrator when the Mayor finds that
6 the position and responsibilities of the position require such
use or allowance and that such use will be in the best interest
7
8 of the City of San Bernardino. The amount of any allowance shall
9 be as adopted by resolution of the Mayor and Common Council .
10 B. When an Elected official , Department Bead , Deputy City
11 Administrator , or City Administrator is given authority for the
12 take-home use of a City vehicle , such use shall be in conformance
13 with the administrative policy established for such use by the
14 City Administrator , which policy shall set forth as a minimum:
15 (1) limitations on the use of City vehicles and
16 procedures for the take-home use of such vehicles;
17 (2) that City-owned vehicles are for the use of
lg officers and employees only. Use shall not be granted or
19 extended to persons not specifically authorized the use of the
20 subject vehicle by written authority of the City Administrator ;
21 (3) that City vehicles are intended for official
22 City business and there shall be no personal use of .City-owned
23 vehicles other than commuter/incidental trips as defined by the
24 City Administrator .
25 (4) that take-home use of the City vehicle , or
26 payment of a reimbursement allowance may be discontinued upon a
27 finding by the Mayor and Common Council that the position and
28
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1 responsibility of the position no longer require such usage or
2 payments or , that such usage or payments are not in the best
3 interest of the City of San Bernardino . Such action shall not
4 constitute a reduction in rank or compensation as those terms are
5 used for purposes of the application of Charter Section 254 .
6 (5) That adequate provision for insurance shall be
7 made and that all persons authorized the take-home use of a City
8 vehicle or a reimbursement allowance under this Section shall
9 first undergo a course of driver training to be provided by the
10 City and , present proof of such training to the City
11 Administrator .
12 C. With respect to the take-home use of City vehicles or ,
13 the payment of a reimbursement allowance to persons other than
14 any elected official , Department Head , Deputy City Administrator
15 or City Administrator , such use and the amount of any such
16 allowance shall be as determined by the City Administrator
17 pursuant to a written policy which shall contain at a minimum all
18 of the provisions set forth at Subsection B above .
19 D. No person is hereby given a right to the use of a City
20 vehicle or to the receipt of a reimbursement allowance .
21 I HEREBY CERTIFY that the foregoing resolution was duly
22 adopted by the Mayor and Common Council of the City of San
23 Bernardino at a meeting thereof , held on the
24 day of , 1988, by the following vote ,
25 to wit:
26 / / /
27 / / /
28 / / /
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Reso: City-Owner Vehicles (Take-Home)
1 AYES : Council Members
3 NAYS: -- ------ -- --
4 ABSENT:
5
City Clerk
6
7 The foregoing resolution is hereby approved this day
8 of . 1988.
9
10
11 Evlyn Wilcox , Mayor
City of San Bernardino
12
13 Approved as to form
and legal content:
14 � '
15 -,Jity Attorney
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