HomeMy WebLinkAbout12.D.6. City Employe Vehicle Allowance
CITY OF SHAKOPEE 1.2. D.o.
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: City Employee Vehicle Allowance
DATE: February 15,2006
Comment:
INTRODUCTION:
The Council is asked to authorize a vehicle allowance for four City employees.
BACKGROUND:
As part of the budget discussion for FY2006, a decision package was included for the
funding of vehicle allowances for certain employees who log relatively large amounts of
use of their personal cars.
Currently, only the City Administrator and the Public Works Director have vehicle
allowances. Both have been in place since the start of their respective employment with
the City, in 1996 and 1995. The City Administrator's vehicle allowance has been $300
during that time; the Public Works Director's is $200; The Police Chief receives a take-
home vehicle.
It has been noted that the Assistant City Engineer, Community Development Director,
and the Parks, Recreation and Facilities Director also use their personal vehicles
exclusively for City business. The three Department Heads frequently attend regional
meetings throughout the metropolitan area; the Assistant City Engineer uses his personal
vehicle for performing inspections of construction projects throughout Shakopee.
Those individuals could request mileage reimbursement (the 2006 IRS rate is
$0.44/mile). The practicality of that however, is that it is difficult to get that done on a
regular basis, and we know that many miles are going unreimbursed. An alternative, that
of providing a City vehicle, is not feasible without adding tothe fleet, or without having
the employee obtain the vehicle from a centralized point which may not be conducive to
checking projects before or after normal working hours. A set vehicle allowance would
solve those issues.
In conjunction with the recommendations made in an FY 06 Budget Decision Package, I
recommend that the following employees receive the vehicle allowances:
Position Amount
Community Development Director: $300/month
Parks, Rec, and Facilities Director: $300/month
Asst. City Engineer $150/month
Public Works Director $100/month*
(*Additional, to bring the PW Director's total to $300/month)
For comparison purposes, the 2005 Stanton survey of Group 5 Cities shows an average
for 14 Managers/Administrators of$472.55/mo. Two others in that survey receive
mileage reimbursement, one has a car provided, and three just list "other".
An informal survey was performed by our staff for department head positions. The
attached information from the TUG Group (a metropolitan association of City Human
Resources professionals) showed vehicle allowances for department heads ranging from
none (several responses), to as high as $375/month.
BUDGET IMPACT:
The FY06 budget included monies for this beginning January 1st,
If approved, each employee will still need to keep track of their own miles for personal
income tax return purposes. It is treated as taxable income.
RELATIONSHIP TO VISIONING:
This helps in the City's efforts to retain valuable employees, and thus supports Goal D
"Vibrant, resilient, and stable ".
RECOMMENDATION:
I recommend that vehicle allowances for these employee positions be approved, in the
following amounts:
Public Works Director (additional $1 OO/mo)
Community Development Director ($300/mo)
Parks, Recreation, and Facilities Director ($300/mo)
Assistant City Engineer ($ 150/mo )
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Responses to TUG Survey
Do any of your cities provide vehicle allowances for your department
heads and, if so, how much?
Forest Lake: The administrator gets $350, the police and fire chief get a vehicle.
Richfield: Department Heads receive $225/month
Maple Grove: We only provide a car allowance to our Park & Recreation Director
($275/mo) and City Administrator ($600/mo). PoliceChief, Fire Chief and Public Works
Director are provided with city vehicles, and the rest of the Directors get mileage
reimbursement and therefore must track their miles.
Prior Lake: Generally speaking, any supervisor who does not use a City vehicle, gets a
car allowance. Here's how it breaks down --
. City Manager $450/mo. (per employment agreement)
. Police Chief $350/mo
. All other Dept. Heads $300 (non-union)
. Communications Coordinator, Admin Asst., Accounting Supervisor also get
$100/mo.
Shoreview does not provide a car allowance to department directors.
Andover: Department Heads do not receive a car allowance. Only the City Administrator
gets a vehicle allowance. The Fire Chief does get a vehicle. Otherwise, everyone else
has to submit for reimbursement.
New Hope:
Director of Police* $375.00
Director of Public Works* $375.00
Director of Community Development $375.00
Director of Parks & Recreation $375.00
Director of Administration $225.00
Director of Finance $225.00
Cottage Grove: The Public Safety director receives $290/month and the Public Works
Director has a take home car.
New Brighton: Car allowance for the public works director only. It is $280/month.
Roseville provides $275/mo.but Police & Fire chief get a vehicle.
Hastings-only our City Administrator has a car allowance: $325/month & it hasn't been
adjusted for the last several years.
At St. Michael, only the administrator gets an allowance and that is pretty minimal
($200/month).
Bloomington: Over the past few years Bloomington has been phasing out vehicle
allowances, including those for Department Heads. Currently only the Chief of Police
and the Deputy Chief of Police receive a 24 hour unmarked police vehicle. No other
Dept. Heads receive a monthly car allowance. The City Manager receives a
$500/month vehicle allowance as part of his contract with the City Council.
Robbinsdale:
City Manager $425
City Assessor $285
Public Works Director $200
Finance Director $150
RecreationlParks Director $150
Com. Dev. $125
Assistant City Manager $100
Recreation. Supervisor $ 50
Liquor Store Manager $ 50
Police Chief Vehicle