Item 3.15 Employee Allowance
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration Assistant City Administrator/Human Resources Hille June 10, 2024
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.15 – Employee Allowance
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and expectations in a
cost-effective manner.
X Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council approve a vehicle allowance for the City Administrator.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
As part of the 2023 Classification and Compensation Study, staff requested benefit information to be collected, but not
analyzed by Abdo. The data was collected with the intention of staff reviewing and bringing recommendations to the City
Council at a later date. In addition to the data from the study, staff inquired with other communities.
Currently, the City does not provide any vehicle allowances, instead reimbursing employees for actual miles of use for a
personal vehicle at the IRS established reimbursement rate. The collected data indicated that a vehicle allowance was
provided more frequently to the City Administrator/City Manager position and less frequently to other Department
Head/Director positions. The collected data showed an average allowance of $386 (per month), with a maximum of $614
(per month) and a minimum of $250 (per month). Staff would recommend a vehicle allowance be provided to the City
Administrator position in the amount of $375 (per month) which is the median response of the data collected, less the
maximum response as it was not consistent with the other responses.
Since the allowance is not tied to documented actual miles driven, it is a taxable benefit that will be paid through the
employee’s regular payroll payments. The IRS typically adjusts its mileage rate each calendar year, so the monthly
allowances will be reviewed annually to ensure updated information is used for the calculation. The 2024 Budget
included an allowance of $400 (per month), with the recommended amount within that budget amount. If approved, any
employee receiving a vehicle allowance would then not be eligible for mileage reimbursement.
The City Council reviewed and discussed this recommendation at their special meeting on May 13, 2024, and directed
staff to prepare materials for approval.
SUPPORTING DOCUMENTS ATTACHED:
• Memorandum
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve a vehicle allowance for the City Administrator, in the monthly amount of $375, effective January 1,
2024.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 101 – General – City Administrator (41320)
Yes
City of Otsego│13400 90th Street NE, Otsego, MN 55330│Tel. (763) 441-4414 Fax (763) 441-9163
TO: City Council
FROM: Sabrina Hille, Assistant City Administrator/Human Resources
DATE: June 10, 2024
SUBJECT: City Administrator Vehicle Allowance
City-owned vehicles are provided to staff when it’s necessary to complete job tasks (for example, a Streets
maintenance worker) and/or to provide assurance to the public that certain individuals are legitimately
representing the City on official business (for example, a building inspector). The City’s shop mechanic is
responsible for the maintenance and upkeep of these vehicles.
While staff who use their personal vehicle for work purposes can submit for reimbursement at the
prevailing IRS mileage reimbursement rate, frequent and short trips can be hard for the employee to track
administratively.
Staff recommends a vehicle allowance be provided to the City Administrator position in the amount of $375
(per month) which is the median response of the data that was collected from the 2023 Compensation
Study. This amount is within the amount budgeted for the 2024 year, and there have been no mileage
reimbursement payments yet this year. This amount is consistent with the expected event and facility
attendance by the City Administrator.
A vehicle allowance would be processed through payroll as the allowance amount is taxable. If approved,
any employee receiving a vehicle allowance would then not be eligible for mileage reimbursement.