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Resolution 1986-08 " ,#' !' . . ,. , 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 -1- # - - . . " 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 -2- . . - ~ 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 19 86 . .