Download - ADMINISTRATIVE SERVICES DEPARTMENT FY 2010-11 Budget Planning Worksession February 23, 2010
ADMINISTRATIVE SERVICES DEPARTMENT
FY 2010-11Budget Planning
Worksession
February 23, 2010
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
$.14M $1M
$1.3M$8.2M
$16.5M
$41.4MFacilities
Fleet
Real Estate
Capital Projects
Dept Office
Energy Mgmt
2010 Department Budget
DEPARTMENT OVERVIEW
Authorized Positions:
FY 2007/08: 297
FY 2008/09: 295
FY 2009/10: 268
DEPARTMENT OVERVIEW
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
DEPARTMENT EXPENSES
• Fleet Management– Fuel Costs
Volatile fuel market makes forecasting fuel prices very difficult
$1.00
$1.50
$2.00
$2.50
$3.00
$3.50
$ Pe
r G
allo
n
Unleaded
Diesel
DEPARTMENT EXPENSES
Fuel Budget – Average Cost Paid Per Gallon
$2.99
$2.73
$1.65
$1.56
$2.58
$2.40
DEPARTMENT EXPENSES
Fleet Management – User Departments
FY 2010 FY 2011 % Chg
Public Works $4,798,991 $4,640,265 -3.3%Utilities $3,029,989 $3,027,088 -.1%
DEPARTMENT EXPENSES
Fleet Management – User Departments
FY 2010 FY 2011 % Chg
Sheriff’s Dept. $2,613,563 $2,912,150 11%
DEPARTMENT EXPENSES
Fleet Management – Aging Fleet
– Departments cannot budget for new or replacement vehicles due to cost constraints
– As vehicles get older, frequency of failures and cost to repair those failure increases
– First 4 months of FY 2008, had 1,749 work orders opened for unscheduled maintenance
– First 4 months of FY 2010, had 2,207 work orders opened for unscheduled maintenance
DEPARTMENT EXPENSES
Fleet Management – Aging Fleet
April 2008:# Pieces % of
FleetRolling Stock 7-9 Yrs Old 400 20.2%Rolling Stock > 10 Yrs Old 443 22.4% Total 843 42.6%
DEPARTMENT EXPENSES
Fleet Management – Aging Fleet
April 2008:# Pieces % of Fleet
Rolling Stock 7-9 Yrs Old 400 20.2%Rolling Stock > 10 Yrs Old 443 22.4% Total 843 42.6%
January 2010:# Pieces % of Fleet
Rolling Stock 7-9 Yrs Old 476 25.1%Rolling Stock > 10 Yrs Old 493 25.9% Total 969 51.0%
DEPARTMENT EXPENSES
Fleet Management – Aging Fleet
April 2008:# Pieces % of
FleetHeavy Equipment 7-9 Yrs Old 212 12.3%Heavy Equipment > 10 Yrs Old 731 42.5% Total 943 54.9%
DEPARTMENT EXPENSES
Fleet Management – Aging Fleet
April 2008:# Pieces % of Fleet
Heavy Equipment 7-9 Yrs Old 212 12.3%Heavy Equipment > 10 Yrs Old 731 42.5% Total 943 54.9%
January 2010:# Pieces % of Fleet
Heavy Equipment 7-9 Yrs Old 265 16.3%Heavy Equipment > 10 Yrs Old 811 49.9% Total 1,076 66.3%
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
• Facilities Management
– Utilities– Janitorial Services – Security Services– Postage
DEPARTMENT EXPENSES
100
125
150
175
200
2006 2007 2008 2009 2010
# o
f P
osi
tion
s
Authorized Positions
DEPARTMENT EXPENSES
5.0
5.5
6.0
6.5
2006 2007 2008 2009 2010
Sq F
eet
in M
illio
ns DEPARTMENT EXPENSES
Total Square Footage Maintained
$5
$10
$15
$20
2006 2007 2008 2009 2010
$ in
Mill
ions
UtilitiesMaintenance
Budget for Utilities and Maintenance
DEPARTMENT EXPENSES
$17.4M
$8.6M
$14M
$12.2M
66.9%
33.1%
Budget for Utilities and Maintenance
FY 2006
Utilities
Maintenance
$26M
DEPARTMENT EXPENSES
66.9%
33.1%
Budget for Utilities and Maintenance
FY 2006
Utilities
Maintenance
53.6%
46.4%
FY 2010
MaintenanceUtilities
$26M $26.2M
DEPARTMENT EXPENSES
Deferring Maintenance
DEPARTMENT EXPENSES
Performing Maintenance
DEPARTMENT EXPENSES
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
• Real Estate Management – Lease Operating and
Maintenance Expenditures Continue to Increase
DEPARTMENT EXPENSES
Real Estate Management- Leased Space
• 508,867 Total Sq. Ft. of Lease Space• 63% of Space for Constitutional Officers• 37% of Space for BCC Agencies
DEPARTMENT EXPENSES
FY 2010 Lease Budget:
• Comptroller’s Office - $1.44M• Records Management, Property
Accounting, Payroll, Audit, Warehouse
• Property Appraiser/Tax Collector – $1.43M• Office and Parking
• Sheriff’s Office - $962K• Sheriff’s SID, Mounted Patrol, Aviation Hangars,
Ag Marine
• Supervisor of Elections – $813K• Office and Warehouse
DEPARTMENT EXPENSES
FY 2010 Lease Budget (cont’d):
• Facilities Mgmt West, ISS Warehouse, 911 - $438K• EPD, Head Start, Public Works Warehouse – $383K• Fire Loss Mgmt/Office for Drug Free Community - $341K• MBI – $266K• Disney Entrepreneur Center - $220K• Orange TV - $182K• Admin Bldg/Library Garage Parking/Validations - $116K
TOTAL LEASE BUDGET: $6.6M
DEPARTMENT EXPENSES
DEPARTMENT EXPENSES
$6.67 $6.64
$6.84
6.0
6.2
6.4
6.6
6.8
7.0
2009 2010 2011
Budget
in M
illions
Lease Budget
• Department Overview
• Department Expenses
– Fleet Management
– Facilities Management
– Real Estate Management
• Budget Challenges
PRESENTATION OUTLINE
BUDGET CHALLENGES
Facilities Management:
• Increasing maintenance needs with
aging infrastructure
– Deferring maintenance
• Reduces life of equipment
• Results in costly replacement sooner
than anticipated
– No new carpet, paint, or sod
• Not sustainable
BUDGET CHALLENGES
Facilities Management:
• Rising utility costs
– Alarming trend
– Can’t control
– Decreases dollars available for
maintenance
BUDGET CHALLENGES
Fleet Management:
• Increasing Cost of Fuel
– Impacts user Departments
• Fire, Public Works, Sheriff
– Fewer dollars for core mission
• Deferring Maintenance
– Reduces life of vehicle
– Requires replacement sooner
• Not sustainable
BUDGET CHALLENGES
Real Estate Management:
• Continued challenges with
lease costs
– Must continue to provide space
– Moving to less expensive space
requires large upfront costs
ADMINISTRATIVE SERVICES DEPARTMENT
FY 2010-11Budget Planning
Worksession
February 23, 2010