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Item Number: H.3. CITY COUNCIL REPORT SUBJECT: City Vehicle Use and Privacy Policy – Employee Handbook Section 404 MEETING DATE: February 25, 2025 TO: Mayor and Council FROM: Wendy Jackson, Deputy City Manager/Employee Resources Director REVIEWED: Reyes Medrano Jr., City Manager PURPOSE: The purpose of this agenda item is to present the City Vehicle Use and Privacy policy for Council consideration as an additional section to the Employee Handbook. This policy establishes guidelines for the use of City-owned vehicles by employees, ensuring safety, accountability, and compliance with City regulations. BACKGROUND: The City of Tolleson provides vehicles for official business purposes and has a vested interest in ensuring their proper use. This policy establishes expectations for employees operating City vehicles, protecting City assets from misuse, theft, or loss. Additionally, it clarifies the City’s authority to monitor vehicle usage through GPS tracking and other means, reinforcing operational accountability. DISCUSSION: The key provisions of the City Vehicle Use and Privacy Policy include: • Employees may operate City vehicles only for work-related purposes. • The City reserves the right to monitor vehicle usage, including speed, location, and other data, via GPS tracking or similar technology. • Employees have no expectation of privacy when operating or riding in a City-owned vehicle. • Any tampering with GPS or monitoring equipment is strictly prohibited and subject to disciplinary action, up to and including termination. • The City retains the right to inspect or search City vehicles at any time, with or without prior notice. By formally adopting this policy into the Employee Handbook, the City reinforces its commitment to responsible vehicle use, risk management, and compliance with municipal standards. BUDGET IMPACT: This item has no additional budget impact. RECOMMENDATION: Staff recommends that the City Council approve the inclusion of the City Vehicle Use and Privacy Policy as an official section of the Employee Handbook to ensure clear expectations and enforceable guidelines for employees utilizing City-owned vehicles. ATTACHMENTS: 1. City_Vehicle_Use_and_Privacy