City employee(s), who by the nature of their job are on emergency
call 24 hours a day, are assigned City vehicles under the following
guidelines:
A. It has been determined that these employees are allowed to take their
assigned City vehicles home with them so they can respond to City
emergencies.
B. A twenty-four-hour vehicle is to be used for emergency response only,
except for limited personal use. (Example: A stop for a personal errand
on the way between an official stop and the employee's home.)
NOTE: There are other City employees who because of their experience
and expertise are on call for emergencies 24 hours a day. However,
unless these employees need to get to an emergency situation at high
rates of speed, with sirens and flashing lights, they can drive to
the motor pool area and pick up the City vehicle needed to address
the emergency conditions. These "twenty-four hour employees" should
have a vehicle key assigned to them.
C. If determined by the Common Council, other City employee(s) may be
added to the above list and assigned twenty-four-hour vehicles.
D. It is required that employees driving twenty-four-hour vehicles limit
personal usage to commuting miles.
E. Unless federal or state law supersedes City ordinance, all employees
driving "twenty-four-hour vehicles" must record and report personal
mileage.
(1) In order to determine the percentage of personal and business usage,
an official mileage log must be used. The Finance Commissioner's
office will provide this form.
(2) Personal use of an employer-provided vehicle is taxable income to
the individual. Personal use includes commuting to and from work as
well as local and out-of-town personal travel.
(3) The IRS has provided four methods of determining the personal use
value of a City-owned vehicle. The Finance Commissioner's office
will determine which method will be used in reporting to the IRS what
is considered an "employer-provided benefit."
F. Vehicles will be returned to the appropriate department for utilization
prior to an individual's vacation or an extended leave which
consists of any period of one week or more.
All other City vehicles not determined to be twenty-four-hour
vehicles, but assigned to individuals for the performance of their
workday duties, will follow the guidelines for motor pool vehicles.
A. Vehicles will remain at a designated work site or garage facility
after business hours from 5:00 p.m. to 7:00 a.m.; except plow vehicles
which will be under the guise of the DPW department head.
B. Use of these vehicles is limited to business only.
C. Employees, with permission from their department head/immediate supervisor,
may use a motor pool vehicle for business-related activities after
regular business hours when necessary.
D. Personnel from departments not assigned vehicles may obtain City
pool cars by contacting the Department of Public Works and, upon availability,
be given keys to a vehicle along with signing a log which includes
make of vehicle, destination, time leaving and returning to City Hall
and following general guidelines on the log form.
E. Meal breaks. City-owned vehicles may be used for meal breaks on a
limited basis, if it is in conjunction with regularly scheduled business.
For example, an employee may be allowed to use a City vehicle for
a meal break, if he/she has business immediately before or after the
meal break.
F. Subject to supervisory discretion and control, City-owned vehicles
may be used on a limited basis to pick up food supplies for City workers
who cannot leave their work site, provided the vehicle is used locally
(within five miles of the work site and not outside of the City of
Gloversville).
To ensure that all accidents involving City-owned vehicles are
properly and thoroughly recorded.
A. Rule I. When an accident occurs that results in personal injury to
any person or damage to other than City-owned property, the vehicle
operator must do the following:
(1) Report the accident to the police by calling 911 immediately. If
outside the City, report the accident to the police agency having
jurisdiction for that area.
(2) Get the name and addresses of all witnesses to the accident and give
this information to the investigating police officers.
(3) Do not discuss the accident or make statements concerning the accident
to any one at the scene except the police officers investigating the
accident. The New York State Vehicle and Traffic Law requires the
vehicle operator to show his/her operator's license to any other
person involved in the accident. Registration certificates are on
file in the department office. If you are asked for information concerning
insurance coverage, state that the City of Gloversville is self-insured.
(4) Report the accident to your department head or his or her representative
immediately. Your department head or representative must report the
accident and the City Clerk's office the beginning of the next
business day.
(5) The State Motor Vehicles Report (MV 104) is to be completed before
the end of the next business day and submitted to the City Clerk's
office for review by the City Attorney's office prior to filing
with the State Department of Motor Vehicles. The New York State Vehicle
and Traffic Law places the responsibility for filing the report with
the operator. Make sure the report is filed by you through your department
head.
(6) Under no circumstances give any statement orally or in writing concerning
the accident to any person other than your department head or the
police officers investigating the accident.
B. Rule II. When an accident occurs that results in no personal injury
to any person or damage to other than City-owned property, the vehicle
operator must do the following: Report the accident immediately to
your department head, City Clerk's office and City Attorney's
office.