Loading...
HomeMy WebLinkAboutDocumentation_Regular_Tab 18_9/12/2019Agenda Item #18. Regular Council STAFF MEMO Meeting: Regular Council - Sep 12 2019 Staff Contact: Merlene Reid, Assistant Department: HR Manager/Director of Human Resources Personnel Policy Update Personnel Policy Vehicle Allowance & Take Home Vehicles is replacing current policies Vehicle Operations (7.7) and Village -Owned Vehicles (7.11), while establishing a procedure for vehicle allowances.This new policy sets out Village requirements, standards and procedures, in accordance with applicable provisions of the Internal Revenue Service (IRS) code for Village employees who receive a vehicle allowance, or are assigned village vehicles in the course of conducting business and providing services. Also attached is a related form that allows for standardization of the process. POTENTIAL MOTION- • e Approval to replace policies Vehicle Operations (7.7) and Village -Owned Vehicles (7.11) with one combined and improved policy entitled Vehicle Allowance & Take Home Vehicles that also addresses Vehicle Allowances. Vehicle Allowance and Take Home Vehicle 7.7 Assignment of Village Take -Home Vehicle Form Page 480 of 485 Agenda Item #18. VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: VEHICLE ALLOWANCE & TAKE HOME VEHICLES POLICY: 7.7 EFFECTIVE: September 12, 2019 REPLACES: Vehicle Operations (7.7) and Village -Owned Vehicles (7.11) PAGES: 4 CONTENTS: This policy consists of the following numbered sections: I. Definitions II. Policy Statement III. Vehicle Allowance IV. Take Home Vehicle PURPOSE: To establish Village requirements, standards and procedures, in accordance with applicable provisions of the Internal Revenue Service (IRS) code for Village employees who receive a vehicle allowance or are assigned village vehicles in the course of conducting business and providing services. I. DEFINITIONS: De Minimis - minimal amount of personal use of village -owned vehicles, as defined by IRS regulations. Fleet Manager —the Public Works Director. Marked vehicle - Village -owned vehicle that is clearly identified for use in Village operations and business. Senior Management — Department heads and Assistant Department Heads, or equivalent positions Take home Vehicle - Village -owned vehicle assigned to a specific position with take-home responsibilities. Unmarked Vehicle - Village -owned vehicle not easily identified as used by a village employee; example vehicles used in police criminal investigation. Village Vehicle - any vehicle owned, rented, or leased by the Village. II. POLICY STATEMENT: This policy is intended to identify positions eligible to receive a vehicle allowance or a take-home vehicle; ensure the safety and well-being of Village employees; facilitate the efficient and effective use of Village resources; minimize the Village's exposure to liability; monitor the use of village - owned vehicles; and comply with IRS regulations related to vehicle usage and allowance. This policy excludes employees who are entitled to receive vehicle allowances in accordance with their employment contracts. III. VEHICLE ALLOWANCE 1) Where senior management positions are required to use personal vehicles extensively for Village -related business, a vehicle allowance may be granted. It is intended to cover job -related business travel costs such as maintenance, repairs, fuel, insurance and insurance deductibles in the event of an accident. Department Heads may recommend to the Village Manager, additional positions for receipt of said allowance. 2) The Village Manager is responsible for designating positions eligible to receive a vehicle allowance, and will establish and adjust rates based on estimated and historical usage. The Village Page 481 of 485 Agenda Item #18. VILLAGE OF TEQUESTA PERSONNEL POLICY Manager may also eliminate a vehicle allowance at any time. 3) Vehicle allowances are included in the employee's taxable income and paid bi- weekly. 4) An employee may not receive both a car allowance and a Village vehicle, except in the rare occurrence where a temporary need exists for the use of special equipment or a marked Village vehicle. 5) To start receiving a vehicle allowance, a Personnel Action Form (PAF) from the employee's department shall provide written notification to HR, specifying the approved allowance. HR will verify eligibility and submit the request to Payroll. Payments will cease when the employee vacates an eligible position and the department will submit the notification to HR, via a PAF. 6) Where, instead of an allowance, an employee wishes to have the use of a 7) 8) Village vehicle, a written request must be submitted to the Village Manager or his designee, outlining and justifying the need. The Village Manager, or his designee, will make the final determination. Employees using their personal vehicles periodically for Village business will be reimbursed at the prevailing rate established by policy. All employees driving a personal vehicle on Village business shall: • Furnish valid proof of full liability insurance coverage in compliance with the State of Florida financial responsibility law Maintain current vehicle registration Maintain a valid Driver's License (a minimum of two checks are conducted annually to ascertain continued validity) Grandfather Clause: Employees authorized for and receiving a vehicle allowance prior to the date of this policy, shall be permitted to continue receiving the allowance unless otherwise determined by the Village Manager. IV. TAKE HOME VEHICLE Assignment of Take -Home Vehicle A take home vehicle may be assigned to an employee for any of the following reasons: 1) When taking home a village -owned vehicle serves a valid public purpose 2) When the employee responds to frequent emergency calls from home or is on call-back or standby status 3) When the responsibilities of the position require the person be available to respond to situations with the necessary specialized equipment and/or skill that requires the Village vehicle for transportation Take -Home Vehicle Authorization Procedure The assignment of a Village take-home vehicle shall require the Village Manager's approval, based on the recommendations of the department head, on the prescribed Take Home Vehicle Assignment Form. Only the employee who is granted approval is authorized to operate the vehicle. The following criteria will determine the feasibility of assigning an employee a take-home vehicle: Page 482 of 485 Agenda Item #18. VILLAGE OF TEQUESTA PERSONNEL POLICY 1) For the purposes of responding to errands during workdays, such as lunch emergencies, employees taking home a Village vehicle must live twenty-five (25) miles or less from the Village limits. Exceptions to this rule may only be granted at the discretion of the Village Manager. 2) Barring vehicle assignment stipulations in any Collective Bargaining Agreements, the Village reserves the right to review the continuing need for vehicle assignments and may withdraw or reassign vehicles at any time. Continued take-home vehicle assignments will be reviewed on an annual basis or more frequently as deemed necessary, and based on the number of actual after hours, back to work trips made, authorizations may be modified or discontinued if the number of trips is low. 3) Only with prior approval from the Village Manager, can Village vehicle assignment or usage be negotiated as part of an employment package. Use of Take -Home Vehicles Employees who use take-home vehicles must adhere to the following general instructions, while exercising common sense pertaining to responsible use of the vehicles: 1) The transporting of non -village, business related persons in any Village take-home vehicle is prohibited. 2) Except in the course of an investigation that involves alcohol and/or drugs, a Village vehicle may not be used in any capacity involving alcohol or drugs. 3) Pursuant to Internal Revenue Service (IRS) regulations, take-home vehicles may be used for de minimis personal and/or break purposes, within a reasonable distance from the employee's place of work and with their supervisor's approval. 4) Operators of take home vehicles are required to be in compliance this policy's Village Vehicle requirements. Village Vehicle Requirements The following requirements are applicable to both take-home and non -take-home Village vehicles: 1) Only Village employees are authorized to operate Village vehicles. 2) Employees must maintain a valid Driver's License in accordance with Village policy 7.4 and it is the employees' responsibility to notify the Village immediately of any problems related to their licenses. A minimum of two checks are conducted annually to ensure continued validity and employees may face disciplinary action where issues are found. 3) All Village personnel driving a Village vehicle (as defined above), must wear seat belts and obey all traffic laws, complying with the State's "Ban on Texting While Driving Law" (FL Statute 316.305). Employees charged with traffic violations resulting from the use of a phone or other electronic devices while driving, will be solely responsible for all liabilities that result from such actions. 4) Employees must operate all Village vehicles in the manner prescribed in applicable State laws and Village policies 7.2, 7.4 and 7.6. 5) Employees are strictly prohibited from operating a Village vehicle while under Page 483 of 485 Agenda Item #I S. VILLAGE OF TEQUESTA PERSONNEL POLICY the influence of alcohol or illegal drugs, employees do not comply with the or while using a prescription, provisions of this policy, they will be over-the-counter or non -prescribed subject to corrective action up to, and medicine that may impair their ability to including termination. safely operate a motor vehicle. 6) In the event of an accident, the employee driving a village -owned vehicle shall immediately notify the APPROVAL; nearest police department and advise their immediate supervisor within 24 hours. Copies of the accident report must be submitted to the employee's immediate supervisor (or designee) who are required to notify the HR department within 72 hours. 7) It is the employee's responsibility to ensure that all Village issued vehicle insurance and registration documentation are in the vehicle at all times. 8) The employee must keep Village vehicles current on all required maintenance and necessary paperwork by complying with all Village required programs. Employees must advise their immediate supervisor or the Fleet Manager of needed repairs. 9) Vehicles must be kept clean and free of litter. 10) Fuel cards assigned to each Village vehicle must remain with the assigned vehicle, and can only be used for the vehicle to which the card is assigned. In the event a card is lost/destroyed, it should be immediately reported to the employee's immediate supervisor and a replacement card requested. 11) Employees assigned to a Village vehicle will be required to sign an acknowledgement indicating that they have read and will comply with the rules and provisions in this policy. Where JEREMY ALLEN VILLAGE MANAGER TEQUESTA, FLORIDA Page 484 of 485 Agen #18. Assignment of Village Take -Home Vehicle Form Pursuant to Village Personnel Policy 7.7 and the various Collective Bargaining Agreements between the unions and the Village, the department head completes Section 1 of this form to justify the assignment of a Village vehicle to an employee. The Village Manager makes his determination in Section 2 and the employee completes Section 3 to confirm receipt of the policy and his/her associated responsibilities. SECTION 1 Home Address on File: Will vehicle be housed elsewhere? Yes No If yes, please indicate where and why: This address is: 25 miles or less from Village limits ® > 25 miles from Village limits Number of miles driven from work to address where vehicle is housed (one-way) Vehicle Description: Year: Make: VIN: Model: Village Asset Number: Approval is requested for the above -named employee to be assigned the described vehicle for take-home purposes as follows: U Overnight and/or weekends on a regular basis Overnight and/or weekends only when on call 1 , Other: Justification for Request: I understand that it is my responsibility to notify HR immediately if any of this information changes, including the assignment of a different vehicle to this employee. Dept. Head Name: The above assignment is Village Manager Name: Signature: SECTION 2 Approved Denied Signature: SECTION 3 Date: Date: 1 hereby acknowledge that I have been assigned primary responsibility for the vehicle described above. I further acknowledge that I received a copy of Village policy regarding the use of Village vehicles and I will comply with the provisions of the policy, including informing my department head immediately if any of my information changes. Signature of Employee: Date: Created:9/12/2019 Page 485 of 485