Resolution 1986-08
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RESOLUTION NO. 86-8
RESOLUTION OF THE COUNCIL Of THE ClTY OF
GILROY ADOPTING A POLICY CONCERNING USE OF
CITY OWlJED VEHICLES.
WHEREAS, after study, the staff has prepared
and recommended adoption of a policy concerning use of
city owned vehicles for the City of Gilroy, and good cause
appearing therefor,
NOW, THEREFORE, BE IT RESOLVED that the Council
of the City of Gilroy approves the following policy guidelines
and adopts the same to apply in the City of Gilroy:
USE OF CITY-O~mED VEHICLES
The City of Gilroy provides vehicles to a few City
employees for the conducting of City business. The following
are the City policies in regard to such use.
1. In certain cases an employee is assigned a
vehi~le in the performance of his/her daily duty.
The vehicle is used on the jobsite and returned
to a City designated area at the end of the
workday. The vehicle is not to be used for
personal purposes, including the commute to and
from home.
2. In other cases, employees are from time to time
directed to take a City-owned vehicle home with
them for use in case of emergency callouts. Such
vehicles would include all police vehicles,
marked fire vehicles, and specialized utility
repair trucks. Such vehicles are not to be used
for personal use except as required in order to
take the vehicle to the employee's home and de minimus
personal use enroute.
Use of police and fire vehicles for personal use other
than commuting, when required in order to allow the
employee to respond at any time in performance of
City business, will be addressed by separate policy.
3. Some specified employees are permitted to use a
City-owned vehicle to commute to and from their
home and their worksite. Such vehicles are expressly
not to be used for personal purposes other than
commuting or de minimus personal use (such as a stop
for a personal errand on the way between the employee's
home and worksite).
RESOLUTION NO. 86-8
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In compliance with regulations of the Internal
Revenue Service! use of a City-owned vehicle
by an employee only for commuting and de minimus
personal purposes will be reported to the
Internal Revenue Service as a taxable fringe benefit
at the rate of $1.50 per one~way trip of such use
or by an amount determined by the actual mileage
calculation. In the latter case the employee must
keep an up to date monthly mileage record in his/her
vehicle, and the employee's W--2 form will reflect
the actual mileage of personal use times the IRS-
approved rate per mile (currently 2lc).
In reporting this taxable fringe benefit to the IRS,
the City will:
a. Once the method of calculation (per trip or per
mile) is agreed upon with an employee, that
method will be used for that employee for the
entire tax year. In the City of Gilroy the tax
year includes monthly paychecks received
December 1 through November 30.
b. The City will not withhold taxes on the vehicle
use benefit. The value for the taxable use will
be included annually in gross income on the
employee's W-2 form, without increase in withholding.
PASSED AND ADOPTED this 20th day of January 1986! by
the following vote:
AYES:
COUNCILMEMBERS: ALBERT, GAGE, KLOECKER, t11JSSALLEM,
PALHERLEE, VALDEZ and BUGHAN
COUNCILMEMBERS: NONE
COUNCILMEMBERS: NONE
NOES:
ABSENT:
RESOLUTION NO. 86-8
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I, SUSANNE E. STEINMETZ; City Clerk of the City of Gilroy, do
hereby certify that the attached Resolution No. 86-8
is an
original resolution, duly adopted by the Council of the City of
Gilroy at a regular meeting of said Council held on the 20th
day of
January
, 1986 , at which meeting a quorum was
present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the
Official Seal of the City of Gilroy this 30th day of January
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