VILLAGE OF TAOS SKI VALLEY

RESOLUTION NO. 04-78

AUTHORIZING THE VEHICLE USE POLICY.

WHEREAS, hereby resolved that the Village of Taos Ski Valley adopts the following vehicle use policy effective immediately.

PASSES, APPROVED and ADOPTED this _______ day of ______________, 2004.

                                                                           THE VILLAGE OF TAOS SKI VALLEY

                                                                           By __________________________

                                                                                Neal King, Mayor

(Seal)

ATTEST

_______________________________

       Vanessa N. Chisholm, Clerk

Vote For Against

PURPOSE: This memo is intended to establish and clarify the Village’s vehicle use policy, including the use of Village owned vehicles and personal vehicles. Where reference in this memo is made to employees, it is also intended to include Village elected officials who may use Village owned vehicles.

POLICY: Assignment of a Village owned vehicle as a take-home vehicle will be made by the Village Administrator and approved by the Mayor. The Internal Revenue Service requires that use of a Village owned vehicle for personal use (including commuting to and from work) be treated as compensation to an employee and taxed accordingly. Exceptions to this include take-home vehicles for employees who are on-call (Marshal’s office and public works employees).

Until the Village has a safe and secure vehicle storage area, Marshal office patrol vehicles will be assigned as take-home vehicles to the Marshal and/or deputies as available to safe guard the patrol vehicle and the equipment stored within the patrol vehicles. After the Village obtains a safe and secure vehicle storage area, Marshal’s office patrol vehicles may be assigned as take-home vehicles.

Fire trucks (including the Hummer) are not to be taken outside the fire protection district boundaries, except to assist another fire department in an emergency situation, for servicing, training or for public functions. These trips shall be approved in advance by the Fire Chief.

USE OF VILLAGE OWNED VEHICLES: Village vehicles shall be used for Village business only, except as provided for in this memo. Only those employees or elected officials listed on the Village’s insurance as drivers may operate a Village vehicle.

Vehicles designated as take-home vehicles shall be driven only to and from the employee’s home. Personal use of the vehicle will be limited to stops on the employee’s trip to and from work. Other personal use of the vehicle will not be allowed, including use of the vehicle during off-duty hours, unless approved in advance by the Village Administrator.

MARSHAL’S OFFICE RESIDENCY POLICY:

In an effort to further promote the health and safety of both residents and visitors to the Village of Taos Ski Valley, the following policy is hereby formally established by the Village Council members. All new Marshal Office employees hired after the adoption of this policy shall reside within thirty (30) miles of the Village’s Administrative Office. The mileage shall be calculated as driving distance from the employee’s main residence to the Village Offices.

DRIVER’S LICENSE: Each employee authorized to drive a Village vehicle must have a valid New Mexico driver’s license to operate the type and class of vehicle used in their work. The Village will maintain a copy of the driver’s license and will annually check the employee’s driving record. It is the employee’s responsibility to notify the Village of any change in their driver’s license status. Operation of a Village vehicle without a valid driver’s license will be grounds for termination.

ALCOHOL & DRUG USE: The use of alcohol or illegal drugs prior to or during the operation of a Village vehicle will not be tolerated and will be grounds for termination. Employees shall not operate a Village vehicle if using prescription or over-the-counter drugs that impair their ability to operate a vehicle.

Accidents involving Village vehicles that result in injury or death, or property damage in excess of $500 will require that the Village employee driving the vehicle involved in the accident to submit to an alcohol and drug test. The employee involved in the accident will be escorted by their supervisor or their supervisor’s designee to the location designated by the Village for the testing.

MAINTENANCE RESPONSIBILITY: Arrangements for routine and non-routine maintenance of take-home vehicles shall be made by the employee assigned to the vehicle. Any non-routine maintenance shall be approved in advance by the Village Administrator. Mileage and maintenance logs shall be maintained for all take-home vehicles and submitted weekly to the Village Administrator. Failure to properly maintain a take-home vehicle will result in revocation of take-home vehicle privileges and/or termination or suspension of the employee.

USE OF PERSONAL VEHICLES: The occasional use of personal vehicles shall be approved in advance by the employee’s supervisor. Employees using their personal vehicle are required to have minimum automobile insurance coverage for liability in the amount of $50,000 for each person, $100,000 each accident and property damage of $25,000. The Village will not assume responsibility for any damage to the employee’s vehicle. The reimbursement payment includes a factor for insurance coverage.

Employees will be reimbursed at the standard mileage rate set by New Mexico statutes. Reimbursement requests shall be made on the Village’s employee expense forms.

Village employees who use their personal vehicle daily in the course of their work may have a vehicle allowance included in their compensation package as approved by the Mayor. Vehicle allowances may be approved when it is in the Village’s best interests to compensate the employee for providing their own vehicle for daily use instead of purchasing a Village vehicle. The vehicle allowance shall be the employee’s compensation for the costs of fuel, maintenance, depreciation, insurance coverage and other expenses of the vehicle except in unusual circumstances, such as trips in excess of 300 miles round trip.