by Mike Sharkey
Staff Writer
Citing the lack of a formal policy, the mayor’s office has drafted a new policy that will address the City’s take home vehicle and car allowance policy. Kerri Stewart, the City’s deputy chief administrative officer, presented the policy to the City Council’s Finance Committee Monday.
The policy, which is still in draft form, is the result of the Finance Committee inquiring as to who is driving City-issued vehicles, who gets a monthly car allowance and how many City employees are being reimbursed for mileage during the recent budget hearings.
“Essentially, what came to light this year and during last year’s budget hearings, was the lack of a formal policy,” said Stewart.
The current policy, said Stewart, is based partly on the policies of similar-sized government agencies and cities. The current version of the report indicates an audit of all take-home and car allowance scenarios for all City employees — excluding the Jacksonville Sheriff’s Office and the other four Constitutional Officers: tax collector, clerk of the court, property appraiser and supervisor of elections.
Stewart said in two weeks, the administration will present Finance a final list of those who need a City-issued vehicle and those who will receive a vehicle allowance. The mayor’s office will also have legislation drafted by the Office of General Counsel that will clarify the City’s Ordinance Code that covers vehicles.
Finance Committee member Warren Jones said he’s happy to see the City address the issue — especially since there isn’t a formal policy in place — he’d really like to see the issue addressed from a JSO perspective.
“I am really concerned about JSO, especially those who live out of the county,” said Jones.
Currently, JSO has a loose policy that permits officers to take home their vehicles provided they live within 10 miles of the county line. However, it’s the 10-mile requirement that is vague. Finance member Stephen Joost questioned whether that was 10 miles of driving distance or 10 miles as the crow flies. Stewart said she believes the current policy states officers must live within 10 miles driving distance of the county line or take their JSO vehicles home. Otherwise they must leave the vehicles in a secured, approved place near the county line and commute home.
According to the draft policy, a take home vehicle “is assigned to a position, not a specific employee” and can be authorized by the department’s director or their designee. That vehicle assignment must come with the approval of the chief of Human Resources and chief of Fleet Management. Also, one of the following three criteria must be met in order for a City employee to be issued a City-assigned vehicle:
• The public must know the driver is a City employee (for example, emergency responders, field inspectors, parking enforcement).
• The position requires travel that may damage a personal vehicle. This would include public works personnel who travel unpaved roads.
• Position requires driving over 700 miles per month excluding traveling to and from home.
In order to be issued a City take-home vehicle, at least one of the following three criteria must be met:
• The position is such that the employee is considered to be “on-the-clock” and at work upon leaving their primary residence.
• The employee is required to routinely (on average twice a week) report directly and perform work at multiple City locations.
• The employee is required to routinely (on average twice a week) leave work from multiple City locations.
All vehicle requests will be administered by Fleet Management and subject to approval by the Mayor’s Budget Review Committee.
All of the following criteria must be met in order for a City employee to receive a monthly vehicle allowance:
• Unless otherwise approved in the Ordinance Code, the position must be an appointed official, mayor’s aid or one designated by the mayor or designee to receive payment.
• Position must drive at least 200 miles per month (not counting commute mileage) on City business. If a position requires less travel than 200 miles, the employee should utilize mileage reimbursement or a pool car. This specific criterion can be waived at the discretion of the mayor or designee for valid business reasons.
• Unless otherwise approved in the ordinance code, the mayor of designee must approve the payment of auto allowance in writing.
According to Stewart, 180 City employees currently have either a take-home vehicle, drive a motor pool vehicle or receive a car allowance. Of those 180, 16 members of the mayor’s office receive a monthly car allowance, which averages $301.
The proposed policy will provide $300 a month for those who drive 200-400 miles a month and $500 for those who drive 401-1,000 miles a month.
“We are looking at several ways to save money in fleet management,” Stewart told the Finance Committee, adding the mileage allowance reimbursement is based on federal guidelines set forth by the IRS.
Stewart said her office will eventually propose a policy that will address all of the concerns the Finance Committee expressed, including JSO and the Constitutional officers.
356-2466