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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 2-18-2008 City Manager Kevin Carruth, Gene Anderson 11. Council Date: 2-25-2008 RECOMMENDED MOTION: Motion to approve the car allowances recommended by the City Manager or, alternatively, motion to allow the City Manager to exercise the discretion authorized by the personnel policies handbook and adopted by Resolution 2005-014. BACKGROUND: The 2007-08 city budget contained car allowances for certain city employees. The Council asked the new city manager to evaluate the proposed allowances and make a recommendarion to the Council. Governmental and non-governmental organizations realize the need for certain staff to travel outside the office on a regular basis in the performance of their duties. Organizations typically provide typically provide this transportarion through (1) a pool vehicle for mulriple employees to use, (2) providing a vehicle for the employee's exclusive use, (3) reimbursement for mileage actually driven. Vehicle allowances were eliminated in the FY 2006-07 budget except for the City Manager, Police Chief, Fire Chief, and EMS Director. In evaluating the appropriateness of Paris' vehicle allowances, three questions were examined: 1. Was a vehicle allowance or vehicle part of the employee's original job offer? A job offer is a promise or agreement, regardless if it is actually reduced to a written contract. The City has a duty to honor such agreements in order to maintain its integrity and credibility. Prior to the 2006-07 fiscal year, ten employees (all department heads except for one) received vehicle allowances or a vehicle. Of these, a vehicle allowance or vehicle was part of the employee's inirial job offer for seven of those positions. 2. Are current and proposed vehicle allowances internally equitable? The duries of various positions require different levels of travel and should be compensated accordingly. Although the only way to verify actual mileage driven is for the employee to maintain a mileage log for at least 12 months. On their face, the differences in vehicle allowances appear to be equitable. [BACKGROUND CONTINUED ON NEXT PAGE] BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Comparison of vehicle allowances, original and proposed; Five-year total cost of ownership tables for Canuy, Ex lorer, F-150, Im ala, and Taurus; Generic annual vehicle cost table. ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $61,935 ❑ Department Report ❑ Resolution Budgeted Amt. $61,935 ❑ Presentation ❑ Ordinance y'I'D Actual ❑ Public Hearing ❑ Other $9,500 Acct. Name Car Allowance Acct. Number ~-0302-~-xx FisC~. NoTES: The addirion of an allowance for the Uriliries Director may require a year end budget amendment. REVIEWED AND APPROVED BY: ~ Administration ~ City Clerk ❑ Community Development ❑ EMS/IT ~ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utiliries City of Paris Revised 2/04/08 . . _ . _ , .