A REVIEW OF THE CITY OF LAWRENCE’S

TAKE HOME VEHICLE POLICY

The City of Lawrence’s take home vehicle policy has been reviewed by the Finance Department and City Manager’s Office. The number and types of vehicles taken home by employees have been itemized. At the time the review began, a total of 65 vehicles were being taken home by employees. In addition, the policies of city departments concerning take home vehicles were reviewed. The take home vehicle policies of four other cities were reviewed. A draft take home vehicle policy for the City of Lawrence is included in this report.

The review included the following steps:

Reviewing State statutes and local ordinances for any regulations covering employee use of city vehicles
Reviewing city policies and procedures that relate to the assignment and use of take-home vehicles
Obtaining the miles driven by employees who commute in a city vehicle
Obtaining information regarding the frequency of call backs
Analyzing data from the central maintenance garage on fuel and maintenance costs for take home vehicles
Reviewing policies on take home vehicles from other cities

LEGAL REVIEW

State statute K.S.A. 8-301 states the private use of publicly owned motor vehicles is prohibited. K.S.A. 8-305 requires that the name of the City be “plainly printed” on both sides of any City owned vehicle. Our research did not uncover any other statutes governing the assignment or appropriate use of city owned vehicles driven home by city employees. No city ordinances were found that covered vehicles taken home by employees.

POLICY REVIEW

The general city policy covering employee use of city vehicles is included in the Employee Handbook. The policy states that employees who are assigned vehicles “shall take the most direct route to and from their homes.” The policy does not address the issue of vehicle assignment. Instead, take home vehicle assignments are left to the discretion of the department head. Departmental policies covering take home vehicles were also requested. In most cases there were no written policies. However, the Neighborhood Resources, Public Works, and Parks and Recreation Departments have proposed new procedures governing the assignment of take home.

The following elements of these proposals were used to draft the committee’s draft policy, including the criteria contained therein.

Consistent across the city. One common theme in the department proposals was a desire to see standards applied consistently across departments. The draft policy attempts to establish a set of criteria that can be uniformly applied to all positions, regardless of their department.
Only allow take home vehicles within the city limits. Some of the departments proposed prohibiting employees who live outside the city limits from taking home vehicles. There are some employees who meet the other criteria outlined in the draft policy but live outside the city limits. Therefore, the committee included a provision that mirrors the languages in the employee handbook, giving the City Manager the discretion to assign take home vehicles to employees who live outside the city limits if it is in the best interest of the City.
Unusual events. Most of the departments recognized the need for those employees who respond to “unusual events” such as weather emergencies, disasters, main breaks, etc. to have a City vehicle at their disposal at all times. The draft policy goes a step further by defining “emergency” and “frequent”.
Flexibility. Some of the departments indicated a need for the flexibility to allow employees to take home vehicles seasonally or for one or two nights. The policy tries to incorporate this need by requiring an annual review. If the nature of a position changes, their need for a take home vehicle may also change. The annual review gives the departments the ability to allow adjustments as needed. If necessary, department directors can increase the frequency of their review.

TAKE HOME VEHICLE ANALYSIS

The departments were requested to provide a list of vehicles taken home, the distance of a one way commute, and the frequency that the employee was called back into service during a one month period of time. A spreadsheet summarizing this information is provided in Appendix A. At the time of this review, it was determined that a total of 65 city vehicles were being used by employees for commuting purposes. Overall, the city has a total of 168 vehicles. This total is exclusive of vehicles not suitable for commuting, such as marked patrol cars, dump trucks and sanitation trucks. As a result, 38.7% of the city’s fleet is assigned as take home vehicles.

COMMUTING COST ANALYSIS

In order to estimate the cost to the city of take home vehicles, a calculation involving commuting distance, gasoline costs, and maintenance costs was made. The table in Appendix B shows the result of the calculation. A cost of $2.10 per gallon of gasoline was used. Central Maintenance personnel provided a fleet average for maintenance cost of 17.5 cents per mile for city vehicles. There was no estimate made of the diminished value of the vehicle due to the increased mileage when the vehicle was sold at the end of its service life. The cost of responding to after hour service calls was also not determined.

The calculation shows that the cost of take home vehicles totals approximately $68,743 per year. Please be aware that if an employee on call is requested to provide after hours service, the city would be liable to pay mileage to the employee if their personal vehicle was used. No estimate on how much this reimbursed mileage would cost was made.

Based upon the survey results, 58.5% of the vehicles were used for call back purposes during the survey period. A total of 37, or 57.0%, of the vehicles were used 2 or more times during the one month period surveyed. As the survey only covered one month of the year, this period may or may not be representative of other months of the year.

POLICY ANALYSIS

In order to prepare a recommended policy on take home vehicles, the policies of Lenexa, Olathe, Overland Park, and Topeka were reviewed. A table summarizing these policies as well as the city’s current and proposed policy is provided in Appendix C. A policy on take home vehicles should include both guidelines for the assignment of take home vehicles, the appropriate usage of the vehicles, and reporting and reviewing requirements. After reviewing the policies of other cities and the proposed guidelines submitted by city departments, a draft take home vehicle policy was prepared. The draft policy is shown in Appendix D. If the proposed policy is implemented, it is anticipated that the number of vehicles taken home may be reduced by 43% resulting in an annual savings of $29,559.

NEXT STEPS

The draft of the proposed policy has been made available to the Management Team and in turn, has been shared within the departments, including those employees who may be affected by the implementation of the proposed policy. This memo and the attachments, along with the proposed policy will be discussed at the February 15^th Management Team meeting. It is anticipated that staff’s review of this topic as well as a final version of a recommended proposed policy will be brought to the City Commission subsequent to the February 15^th meeting.

APPENDIX A

Department	Unit Number	Mileage (one way)¹	Frequency²
Finance	222	3.2	14
Finance	224	6.3	5
Finance	225	13	12
Finance	229	6.7	7
Fire	601	3.5	10
Fire	603	4.2	20
Fire	608	4.5	4
Fire	609	4.5	2
Fire	654	1.5	20
Fire	655	15	0
Fire	656	5	10
Fire	672	6.5	0
Fire	673	4.1	20
Police	101	4	6
Police	114	19	3
Police	145	15	15
Police	178	3	9
Utilities	200	2	0
Utilities	209	12.5	3
Utilities	252	4.1	2
Utilities	253	12.3	0
Utilities	267	3.7	5
Utilities	269	2.8	2
Utilities	271	2.5	3
Utilities	275	2.7	3
Utilities	281	5.9	3
Utilities	294	3.4	4
Utilities	295	2.6	2
Human Rel	861	3	8
Info Syst	710	3.1	5
Neighborhood Res	819	3.6	0
Neighborhood Res	850	10.2	0
Neighborhood Res	851	5	0
Neighborhood Res	855	9.8	0
Neighborhood Res	875	8	0
Parks & Rec	523	12.2	1
Parks & Rec	524	4	0
Parks & Rec	525	3.1	3
Parks & Rec	527	9.6	3
Parks & Rec	535	8	0
Parks & Rec	548	10	5
Parks & Rec	553	0.5	3
Parks & Rec	570	2.3	8
Parks & Rec	578	1.4	7
Parks & Rec	584	4.8	0
Public Works	300	4	3
Public Works	305	9	0
Public Works	309	1.5	3
Public Works	319	3	5
Public Works	401	15.5	0
Public Works	403	4	0
Public Works	404	14	0
Public Works	406	2	0
Public Works	407	13	0
Public Works	408	15.5	0
Public Works	409	2.5	0
Public Works	481	9	0
Public Works	701	4	0
Public Works	703	3	0
Public Works	707	12.5	0
Public Works	717	8	3
Public Works	718	2	0
Public Works	726	3.5	5
Public Works	749	3	0
Public Works	963	6	0

¹“one way” refers to the mileage from the employee’s residence to their workplace

²“frequency” refers to the number of call backs in the one month period surveyed

APPENDIX B

Department	Unit #	*One Way*	*MPG*	*Daily Fuel*	*Annual Fuel*	*Annual*	*Maintenance*	*Total*
		*Mileage*		*Use (gallons)*	*Use (gallons)*	*Fuel Cost*

Finance	222	3.20	9.59	0.67	166.81	$ 350.29	$ 278.00	$ 628.29
Finance	224	6.30	13.32	0.95	236.50	496.66	547.31	1,043.97
Finance	225	13.00	12.14	2.14	535.46	1,124.47	1,129.38	2,253.85
Finance	229	6.70	10.62	1.26	315.53	662.62	582.06	1,244.68
Fire	601	3.50	19.71	0.36	88.79	186.45	304.06	490.51
Fire	603	4.20	11.06	0.76	189.90	398.78	364.88	763.66
Fire	608	4.50	16.63	0.54	135.33	284.20	390.94	675.14
Fire	609	4.50	15.90	0.57	141.53	297.21	390.94	688.15
Fire	654	1.50	12.08	0.25	62.09	130.38	130.31	260.69
Fire	655	15.00	12.16	2.47	616.78	1,295.23	1,303.13	2,598.36
Fire	656	5.00	12.67	0.79	197.32	414.36	434.38	848.74
Fire	672	6.50	15.17	0.86	214.29	450.00	564.69	1,014.69
Fire	673	4.10	15.07	0.54	136.03	285.67	356.19	641.85
Police	101	4.00	15.21	0.53	131.50	276.15	347.50	623.65
Police	114	19.00	18.28	2.08	519.69	1,091.36	1,650.63	2,741.98
Police	145	15.00	21.94	1.37	341.85	717.88	1,303.13	2,021.01
Police	178	3.00	13.51	0.44	111.03	233.16	260.63	493.78
Utilities	200	2.00	12.61	0.32	79.28	166.49	173.75	340.24
Utilities	209	12.50	16.18	1.54	386.18	810.99	1,085.94	1,896.92
Utilities	252	4.10	7.29	1.12	281.10	590.31	356.19	946.50
Utilities	253	12.30	13.82	1.78	445.01	934.52	1,068.56	2,003.08
Utilities	267	3.70	12.76	0.58	145.04	304.59	321.44	626.02
Utilities	269	2.80	6.64	0.84	210.81	442.70	243.25	685.95
Utilities	271	2.50	8.94	0.56	139.86	293.71	217.19	510.90
Utilities	275	2.70	17.07	0.32	79.10	166.10	234.56	400.66
Utilities	281	5.90	12.17	0.97	242.40	509.04	512.56	1,021.60
Utilities	294	3.40	13.99	0.49	121.48	255.11	295.38	550.48
Utilities	295	2.60	8.79	0.59	147.87	310.53	225.88	536.40
Human Rel	861	3.00	13.80	0.43	108.70	228.26	260.63	488.89
Info Systems	710	3.10	16.46	0.38	94.17	197.75	269.31	467.06
Neighborhood	819	3.60	14.48	0.50	124.35	261.14	312.75	573.89
Neighborhood	850	10.20	17.99	1.13	283.44	595.23	886.13	1,481.36
Neighborhood	851	5.00	15.75	0.63	158.69	333.25	434.38	767.62
Neighborhood	855	9.80	13.31	1.47	368.06	772.93	851.38	1,624.30
Neighborhood	875	8.00	16.61	0.96	240.86	505.81	695.00	1,200.81
Parks & Rec	523	12.20	10.66	2.29	572.50	1,202.25	1,059.88	2,262.13
Parks & Rec	524	4.00	13.36	0.60	149.75	314.47	347.50	661.97
Parks & Rec	525	3.10	14.23	0.44	108.95	228.79	269.31	498.10
Parks & Rec	527	9.60	15.71	1.22	305.60	641.75	834.00	1,475.75
Parks & Rec	535	8.00	13.93	1.15	287.07	602.84	695.00	1,297.84
Parks & Rec	548	10.00	15.56	1.29	321.34	674.81	868.75	1,543.56
Parks & Rec	553	0.50	14.33	0.07	17.45	36.64	43.44	80.07
Parks & Rec	570	2.30	18.81	0.24	61.13	128.37	199.81	328.18
Parks & Rec	578	1.40	13.46	0.21	51.99	109.19	121.63	230.81
Parks & Rec	584	4.80	18.16	0.53	132.17	277.55	417.00	694.55
Public Works	300	4.00	14.36	0.56	139.30	292.52	347.50	640.02
Public Works	305	9.00	11.63	1.55	387.10	812.90	781.88	1,594.78
Public Works	309	1.50	10.46	0.29	71.68	150.53	130.31	280.84
Public Works	319	3.00	10.45	0.57	143.50	301.35	260.63	561.97
Public Works	401	15.50	13.01	2.38	595.80	1,251.18	1,346.56	2,597.75
Public Works	403	4.00	4.81	1.66	416.09	873.80	347.50	1,221.30
Public Works	404	14.00	5.36	5.22	1,305.48	2,741.51	1,216.25	3,957.76
Public Works	406	2.00	10.47	0.38	95.51	200.57	173.75	374.32
Public Works	407	13.00	12.18	2.13	533.66	1,120.69	1,129.38	2,250.06
Public Works	408	15.50	13.66	2.27	567.52	1,191.78	1,346.56	2,538.35
Public Works	409	2.50	18.11	0.28	69.02	144.93	217.19	362.12
Public Works	481	9.00	16.77	1.07	268.35	563.54	781.88	1,345.41
Public Works	701	4.00	17.63	0.45	113.43	238.20	347.50	585.70
Public Works	703	3.00	7.94	0.76	188.99	396.88	260.63	657.50
Public Works	707	12.50	12.80	1.95	488.28	1,025.39	1,085.94	2,111.33
Public Works	717	8.00	16.47	0.97	242.87	510.02	695.00	1,205.02
Public Works	718	2.00	9.44	0.42	105.91	222.41	173.75	396.16
Public Works	726	3.50	17.22	0.41	101.61	213.39	304.06	517.45
Public Works	749	2.00	9.38	0.43	106.58	223.81	173.75	397.56
Public Works	963	6.00	15.84	0.76	189.35	397.63	521.25	918.88

Totals		406.10	13.60			$33,463.03	$35,279.94	$68,742.97

	Current Lawrence Employee Handbook Policy	Proposed Lawrence Policy	Lenexa	Olathe	Overland Park	Topeka
TAKE HOME VEHICLES
Approval of take home vehicle		Dept directors submit justification, track usage, and review assignments; CM approves assignments		Dept directors evaluate, assign, and track take home vehicles	Dept directors submit justification; CM and Personnel Director approve; Policy lists certain positions which are generally approved	Dept director submits request, CM must approve
Criteria for take home vehicle eligibility		One or more of the following: non-duty hour service calls at least once every 2 weeks; vehicle is necessary for proper emergency response; response rqrd within limited time frame; specialized equipment in vehicle necessary for proper response; efficiency/service standards; CM’s professional judgment	No employees outside public safety have take home vehicles		The following criteria individually or collectively: Frequency of non-duty call out is no less than once every two weeks; employee is rqrd to respond to emergencies during non-duty hours; employee rqrd to conduct inspections during non-duty hours; employee needs communications equipment in city vehicle during non-duty hours	Employee who "experiences frequent call outs for emergency response duties, after normal working hours, or is employed in a capacity that requires frequent evening meetings, or engagements pertaining to city business…"
Reporting		Employee keeps log of their usage of vehicle; dept director reviews annually and reports to CM				Drivers must submit monthly vehicle logs to CM reporting daily working mileage and mileage driven between work and residence of employee (unless vehicle is equipped with GPS, and monthly GPS logs are submitted to CM)
Residency requirements	Only employees within City limits, unless dept director makes exemption in the best interest of the City	Only employees within City limits, unless CM makes exemption in the best interest of the City
Taxes	"Employees who are assigned vehicles to take home will be required to pay appropriate income taxes."			Non-public safety employees shall report the use of take home vehicles bi-weekly to Payroll for tax purposes		Personal benefit computed by mileage driven to and from employee residence
Personal Use of City Vehicle	"Within the confines of the workday, personal use of a City vehicle may be approved subject to departmental rules and regulations."
PERSONAL VEHICLES
Allowances for use of personal vehicles			CM may assign allowances according to following criteria: job type and responsibility, amount of estimated work related mileage, estimated wear and tear on vehicle, required work related specifications		Monthly allowances authorized for Mayor, CM, ACM, Dept directors
Reimbursement		Prevailing City Rate	41 cents/mile	48.5 cents/mile	Prevailing City rate
Liability	Only authorized employees… will be allowed to use their own vehicle for City business. In case of accident, employee's insurance is primary and City's insurance is secondary. Employee responsible for deductibles and copays.