--- ## author: Sue Barry date: D:20260619081222-05'00' --- ## AGENDA ## City Council ## Workshop Meeting June 23, 2026 ## Discovery Center, 4444 Hadley Ave N ## 6:00 PM 6:00 PM Water Filtration Plant Expansion Update 6:15 PM Review of Replaced City Policy PE-027: Use of Municipal Vehicles/Take Home Vehicles ## 6:30 PM Administrator Update ## 6:35 PM Council Topics ## 6:50 PM Adjourn ## COUNCIL MEMORANDUM ## To: Honorable Mayor and City Council ## From: Cory Tietz, Public Works Director ## Mark Statz, City Engineer Date: June 23, 2026 ## Subject: Water Filtration Plant Expansion Update ## BACKGROUND The City has been planning on an expansion of the current Water Treatment Plant for some time. Applications have been submitted and approved for funding as part of the 3M Settlement. Staff will review the status of the expansion plans and discuss next steps. ## COUNCIL MEMORANDUM ## To: Honorable Mayor and City Council ## From: Kelli Bourgeois, City Administrator Date: June 23, 2026 Subject: Review of Replaced City Policy PE-027: Use of Municipal Vehicles/Take Home ## Vehicles ## BACKGROUND The City of Oakdale’s current Use of Municipal Vehicles policy was last approved in 2007, making it 19 years old. It does not relate to current operations and evolving City needs. Given this, staff have prepared an updated draft policy for Council consideration. The intention of the policy is to formally govern the use of municipal vehicles and clarify when City- owned vehicles may be used for commuting, on-call responsibility, or after hour response duties. Historically, some practices regarding vehicle use, including allowing certain operational staff to take vehicles home while assigned to weekend or after-hours coverage, have been based on informal departmental understandings rather than a clear policy. This outdated formal guidance has created uncertainty among staff regarding authorization standards, eligibility, consistency of application, and supervisory oversight. These ambiguities risk inconsistent treatment of employees, confusion about expectations, and potential noncompliance with Minnesota Statute § 471.666. The attached proposed policy provides a standardized and transparent framework defining authorized uses, take-home eligibility, weekend-duty allowances, distance limitations, fringe benefit clarity, and supervisory approval requirements. Amending this policy ensures that all vehicle use decisions are made in accordance with clearly stated City criteria, thus reducing risk, enhancing accountability, and supporting consistent interpretation and enforcement across departments. The proposed changes to City Policy PE-027 are attached and is recommended as a complete repeal and replacement of the existing City Policy PE-027. ## COUNCIL DIRECTION REQUESTED Staff is requesting that the Council review and provide feedback on the proposed changes to City Policy PE-027: Use of Municipal Vehicles. ## Attachments ## Current City Policy PE-027: Use of Municipal Vehicles ## Proposed Replacement of City Policy PE-027: Take Home Vehicles ## Standard Operating Policy ## City of Oakdale ## Policy Number:PE-027 ## Pages:2 ## Subject:Use of Municipal Vehicles ## Approved:2007 1.0Purpose 1.1 This policy is intended to provide for the reasonable regulation of the use of municipal vehicles, as well as providing for compliance with Minnesota Statute 471.666-Section 16 [Personal Use of Publicly-Owned Automobiles Prohibited]. 2.0Scope 2.1 This policy will apply to all full-time and part-time employees of the City who are operating motor vehicles, which are owned or leased by the City of Oakdale. 3.0Definitions 3.1 The following definitions will be used for the purposes of this policy: a. "Incidental to the Use":shall mean any activity that does not substantially alter the employee's scheduled work activities or their route to or from a work site, and does not violate any other existing departmental or City policy. b. Municipal Vehicle:any motor vehicle owned or leased by the City of Oakdale. c. Public Safety Vehicle:any motor vehicle owned or leased by the City of Oakdale and assigned to the Police Department, Fire Department, Public Works Superintendent(s), or Chief Building Official. 4.0Policy 4.1 A municipal vehicle may be used only for the authorized business of the City of Oakdale, including personal use that is clearly incidental to the use of the vehicle for City business. 4.2 A municipal vehicle may not be used for transportation to or from the residence of a City employee, with the following exceptions: a. In connection with work-related activities during hours when the employee is not working; b. If the employee has been assigned the use of a municipal vehicle for authorized City business on an extended basis, and the employee's primary place of work is not the City work station to which the employee is permanently assigned; or c. If the employee has been assigned the use of a City vehicle for authorized City business away from the workstation to which the employee is permanently assigned, and the number of miles traveled, or the time needed to conduct the business, will be minimized if the employee uses a City vehicle to travel to the employee's residence before or after traveling to the place of City business. 4.3 In addition to Public Safety Vehicles, the following positions are identified as those positions authorized to take a City vehicle home on a daily basis, based on their necessity for being readily available during an emergency: City Administrator, Chief Building Official, Public Works Director/City ## Engineer, Forestry Superintendent, Parks Superintendent, Streets Superintendent, and Utilities Superintendent. Personal use of these vehicles is restricted to the allowable uses identified in sections 4.1 through 4.2 of this policy, unless otherwise defined in a pre-existing employment agreement. 4.4 If a City vehicle is being operated in connection with City business or as part of an on-call status, it will be permissible for the vehicle operator to have a volunteer or non-employee passenger in the vehicle with him / her, provided that all of the following elements have been met: a. Advance approval has been received from the employee's Department Head; b. The passenger is not unreasonably placed in a position of danger or potential injury; c. The passenger is not under the age of 18; d. The passenger does not inhibit the employee's ability to perform his / her assigned duties. 4.5 At no time will tobacco products or alcoholic beverages be consumed by any person operating a City vehicle. 4.6 Public Safety Vehicles that are owned or leased by the City are exempt from the provisions of Section 4.1 through 4.3. 1 Previous City Policy PE-027: Use of Municipal Vehicles approved 2007, is repealed and replaced in its entirety. 1.0 Purpose 1.1 This policy establishes standards for the proper and authorized use of City-owned or City- leased vehicles. Its intent is to ensure compliance with Minnesota Statute § 471.666 (Personal Use of Publicly Owned Automobiles Prohibited) and to promote accountability, efficiency, and public trust in the management of the City’s vehicle fleet. 1.2 The policy clarifies when City Vehicles may be used, who may operate them, and under what circumstances a vehicle may be taken home. It aims to provide clear guidance, so that operation response and service delivery remain timely and effective. 2.0 Scope 2.1 This policy applies to all full-time and part-time employees, elected officials, volunteers, and contractors operating a motor vehicle that is owned, leased, rented, or otherwise controlled by the City of Oakdale. 3.0 Definitions 3.1 For the purposes of this policy, the following definitions apply: (a)City Vehicle – Any vehicle owned, leased, or loaned to the City of Oakdale, a political subdivision of the State of Minnesota, as defined in Minn. Stat. § 471.666. (b) Incidental Use – Personal use that is clearly minor, infrequent, and incidental to official duties and does not result in additional mileage, cost, or deviation from the employee’s direct route for City business. The City determines what is classified as incidental use. 4.0 Policy ## 4.1 Authorized Use (a)City Vehicles will be used only for authorized City business, including personal use that is clearly incidental to such business. (b ) All City Vehicle use must comply with applicable traffic laws, safety regulations, and this policy. ## Standard Operating Policy ## City of Oakdale ## Policy Number: ## Pages: ## Subject: ## Approved: ## PE-027 4 ## Take Home Vehicle Policy (formerly Use of Municipal Vehicles) 2007 Amended: 06/2026 2 ## 4.2 Commuting and Take-Home Vehicle Use (a) City Vehicles may not be used to or from an employee’s residence except as permitted under Minn. Stat. § 471.666, Subd. 3, and as authorized by the City Administrator. (b) An employee may be permitted to take a vehicle home when: •The employee is on-call or may be required to respond to emergencies outside normal work hours and immediate access to the vehicle is essential for timely response. •The employee has been assigned a City Vehicle for authorized business on an extended basis. •The use of a take-home vehicle minimizes total travel time or mileage and benefits the City’s operational efficiency. (c) Take-home vehicle privileges are granted only to confer a benefit upon the City, not the employee. (d) City Vehicles assigned for take-home or field use must remain within 30 roadway miles of the Oakdale City limits along the most direct practical travel route, unless prior written authorization is granted by the City Administrator. This limitation is intended to ensure reasonable response capabilities and operational availability while maintaining fiscal and fleet-management responsibilities. (e) In order to take home a City Vehicle, employees will consistently respond to emergencies and be subject to occasional City audit. (f) Operators of City Vehicles must not: • Use or transport tobacco, vaping devices, alcohol, or controlled substances. • Transport weapons except where authorized by law or as part of official duties. • Engage in distracted driving or unsafe operation. • Use the vehicle for any purpose creating a perception of private benefit. (g) Unauthorized use, including use for personal errands, recreation, or transport of family members is prohibited. Passengers are permitted in City take-home vehicles if they are city employees or officials on City business or others with prior authorization by the City Administrator. Violation of this policy may result in disciplinary action up to and including termination. ## 4.3 Authorized Positions (a) Take-home assignments may be approved for the positions or classifications based on operational need and are listed in Attachment A which is updated periodically by the City Administrator. (b) Ad-hoc Assignments: Temporary take-home vehicle assignments may be authorized by the City Administrator on a case-by-case basis for specific operational needs. 5.0 Compliance 3 5.1 Fringe Benefit: The use of take-home City Vehicles for commuting between the employee's home and the employee’s workplace shall not be considered personal use under this Policy; but such commuting use shall be treated as a fringe benefit that will be reported to the Internal Revenue Service as required by law. Employees are responsible for submitting accurate commuting mileage to the Finance Department. Employees are also responsible for paying any federal or State income taxes that may be imposed as a result of this fringe benefit. An Employee’s use of a take-home City Vehicle shall not be considered a fringe benefit if the vehicle is one of the following: (a) Clearly marked Police, Fire, and public safety vehicles, including ambulances. (b) Unmarked vehicles used by law enforcement officers in accordance with the Oakdale Police Department’s procedures. (c) Any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000 pounds. (d) Delivery trucks with seating for the driver only, or the driver plus a folding jump seat. (e) A passenger bus with a capacity of at least 20 passengers used for its specific purpose. (f) Tractors and other special purpose farm vehicles. (g) Bucket trucks, cement mixers, combines, cranes and derricks, dump trucks (including garbage trucks), flatbed trucks, forklifts, qualified moving vans, qualified specialized utility repair trucks, and refrigerated trucks. (h) Pickup trucks with a loaded gross vehicle weight of 14,000 pounds or less that are clearly identified as City vehicles by paint or permanently affixed decals, and (a) are equipped with at least one of the following items: a hydraulic lift gate, permanent tanks or drums, permanent side boards or panels that materially raise the level of the sides of the truck bed, or other heavy equipment such as a generator, welder, boom or crane; or (b) are used primarily to transport a particular type of load in a construction, manufacturing, processing, farming, mining, drilling, timbering, or other operation for which it was specially designed or significantly modified. (i) Vans with a loaded gross vehicle weight of 14,000 pounds or less that have been modified so that they are unlikely to be used for personal purposes, such as by identifying the van as a City Vehicle with paint or permanently affixed decals, and having permanent shelving filling most of the cargo area, or alternatively, an open cargo area that is always used to carry material or equipment used for City business. 5.2 Conflict of Law (a) This policy is enacted pursuant to Minnesota Statute § 471.666. In the event of a conflict between this policy and State law, Minnesota State statute shall govern. (b) All vehicle assignments will be consistent with public purpose, operational necessity, and fiscal responsibility. 6.0 Acknowledgement (a) Each employee assigned or operating a City Vehicle must sign an acknowledgment 4 form confirming receipt and understanding of this policy and agreement to abide by its terms. ## Attachment A – Authorized Take-Home Vehicles and Positions The following City positions are authorized for take-home vehicle assignments based on operational need, emergency response responsibilities, or other criteria determined by the City Administrator. Assignments are reviewed and approved annually by the City Administrator and may be modified or withdrawn at any time. Department / Position Vehicle Type / Unit Notes / Conditions ## Public Works Department Public Works Supervisor ## Vehicle Seasonally for winter road maintenance inspection. ## Police Department Unmarked vehicles Police Chief / Captains / ## Investigators ## Fire Department Command vehicle Fire Chief / Assistant Chief ## / Fire Marshal Other (as approved by City ## Administrator) To be specified Operational need or special assignment.