HomeMy WebLinkAbout1981-03-03; City Council; 6521; Mileage Reimbusement/Auto AllowanceAGENDA B"LT NO, (f S3 / " ' ,__ . " " Initial:
Dept.Hd.
DATE: _Jtorch_3JJL98.!_ _____ c . Atty.
DEPARTMENT: CITY MANAGER ^^ C. Mgr.
Subject: MILEAGE REIMBURSEMENT/AUTO ALLOWANCE
Statement of the Matter
The current mileage reimbursement policy of 20£ per mile was set by
Council June 5, 1979. Since that time fuel and maintenance costs
for operating automobiles has increased substantially.
Staff has made a survey which indicates that cities in San Diego
County pay reimbursement rates from 18$ to 27£ per mile. Other surveys
made by the Federal Government, Hertz and the City of Los Angeles show
that the cost of operating a car ranges from 25C to 54C per mile.
It is recommended that Carlsbad increase its reimbursement from 20C
to 26C per mile for employees using their private vehicles on city
business.
In addition, it is recommended that the city continue its policy of
prpviding an auto allowance to certain employees who are regularly
required to use a car on the job. The cost of maintaining a city
owned vehicle in 1980 averaged $3000. Therefore, paying an auto
allowance actually saves the city money compared to providing a city
vehicle.
It is recommended that the three assistant city managers and four
department heads (Building Official, Planning Director, Housing
and Redevelopment Director, Parks and Recreation Director) be paid
an auto allowance of $200 monthly. This allowance will reimburse
the employee for all travel within 100 miles of the city limits.
Travel more than 100 miles from city limits is covered by Council
Policy No. 2.
It is recommended further that the City Manager and City Attorney
be given an auto allowance of $250 per month. The Fire Chief,
Police Chief and Utilities/Maintenance Director each have the use
of a city car.
FISCAL IMPACT
During 1980 reimbursement to employees amourited to $5176 (25,880 miles
@ 20C) . Assuming the same mileage in 1981 @ 26£ the cost would be
$6729 or $1553 additional.
Auto allowances for 5 department heads in 1980 was $8520. The
recommended allowance for seven officials would be $16,800 or
an increase of $8280.
The City Manager currently receives $200 month and the City Attorney
received $195.00.
The total cost of this recommendation would be $11,033 annually.
Sufficient funds are included in the current budget.
Page 2 Con't. Agenda Bill ^^3 , March 3, 1981
ALTERNATIVES
There are many alternatives which could be considered. The
recommendation seems to be the most consistent with past
Council Policy and current need. Other alternatives could be:
1. Provide City vehicles to Department Heads. This would
increase cost to city and reduce flexibility to city
officials.
2. Provide additional pool cars and require sharing of vehicles.
This could save money but greatly reduce flexibility in travel.
3. Require all employees to keep mileage records and be reimbursed.
This would require a burdensome administrative procedure.
4. Establish usage rates and vary the allowance depending upon
actual usage of private vehicles. This also would create
administrative problems.
Council Action;
3-3-81 Council requested further report and information on the matter.
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CERTAIN POSITIONS.
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RESOLUTION NO. 6453
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA INCREASING MILEAGE REIMBURSE-
MENT RATE AND AUTHORIZING AUTOMOBILE ALLOWANCE FOR
WHEREAS, the city reimburses employees required to operate
their personal automobiles on city business: and
WHEREAS, the city provides automobile allowances for certain
employees required to operate their personal automobiles on city
business, and
WHEREAS, a recent city survey has indicated the operating
costs for automobiles has increased and mileage reimbursement
rates and automobile allowances should be increased.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Carlsbad, as follows:
1. That the above recitals are true and correct.
2. That the mileage reimbursement rate shall be calculated
at 26C per mile.
3. That a monthly automobile allowance shall be authorized
for the following positions in the following amounts:
a. City Manager, City Attorney; two-hundred fifty dollars
($250).
b. Assistant City Managers, Building Official, Housing
and Redevelopment Director, Parks and Recreation
Director, and Planning Director; two-hundred dollars
($200).
4. That employees receiving mileage reimbursement and auto-
mobile allowances shall be required to show proof of
automobile liability insurance in an amount to be
determined by the City Manager.
5. That the above rate shall become effective as of the
•z0 date of this Resolution.
4 PASSED, APPROVED AND ADOPTED at a regular meeting of the
5 City Council on the day of 1981 by the
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following vote, to wit:
7 AYES:
8 NOES:
9 ABSENT:
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11 RONALD C. PACKARD, Mayor
ATTEST:
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ALETHA L. RAUTENKRANZ, City Clerk
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