Fleet Budget 101Mark Jerome Danny Brashear

Current FY Budget Highlight ExamplesCompleted expansion of the shop.

Reduced the cost of making new police vehicles ready for service by comparing in-house costs VS. contracting to a local vendor. 35% savings

Removed 5 underground Gas & diesel fuel storage tanks at Fire Stations and other remote fueling locations. Why? Reduce liability from tank leaks, and high maintenance.

Removed 9 underutilized vehicles from fleet always saves $.

Introduced new 4 minute idling restrictions for 400 vehicles.

Budget Re-EstimateThis is a mid year budget review and adjustment.

Look at facts gathered from FASTER reports, such as report #305 work order billing charges summary.

Report #501 Billing history.

Compare to see if this current balance exceeds original budget amount projections

Next FY Proposed BudgetMeets target of $6,500,000.Increased Fuel Account by $500,000 to offset rising fuel costsIncreased Contractual Repair Account by $10,000 to keep pace with vendor price increasesReview your account codes tab in System Settings application. If you set up your line items like (Parts #112, Sublet #221, Fuel) . Refer to handout example spreadsheet.Run report 510 Equipment Financial History. This report provides a summary of billing charges by month, with total charges year-to-date and life-to-date. IT splits charges into labor, parts, sublet, miscellaneous costs, credits, fuel, total operating charges, mileage, fixed charges, replacement, and total equipment charges. Also, this report displays meter driven, plus operating and total cost per mile. NOTE: This report only displays data based on calendar year, not fiscal year.

Next FY Proposed Budget, cont.There will be a excel spreadsheet in your workbook representing a running total of where you are when making projections for the new Fiscal year.

This information can be transferred from your monthly billing reports, or report 510

FUEL COST VS. FUEL COMSUMPTIONNOTE as consumption stays fairly level costs rise due to price increase. This is good justification for increases.

Chart1

682819.78628641480859465660

798349.55688710.78489785462222

1031985.571436025.24493773480276

16907311824518.24513900495793

1903184.42120393.74500838538171

DOLLARS UNLEADED

DOLLARS DIESEL

GALLONS UNLEADED

GALLONS DIESEL

Gallons / Dollars

Sheet1

UNLEADED AND DIESEL

USAGE vs. COST

PROJECTED

F/Y 04-05F/Y 05-06F/Y 06-07F/Y 07-08F/Y 08-09

GALLONS UNLEADED480,859489,785493,773513,900500,838

GALLONS DIESEL465,660462,222480,276495,793538,171

DOLLARS UNLEADED682,820798,3501,031,9861,690,7311,903,184

DOLLARS DIESEL628,641688,7111,436,0251,824,5182,120,394

&L&G&R6-13-2007

&L&8VER4 6-2007

Sheet2

FUEL COST vs. FUEL CONSUMPTION

Sheet2

643059.78628641452859465660

765749.55688710.78469785462222

1017355.571436025.24486773480276

16907311824518.24513900495793

1903184.42120393.74500838538171

DOLLARS UNLEADED

DOLLARS DIESEL

GALLONS UNLEADED

GALLONS DIESEL

Gallons / Dollars

Sheet3

FLEET & EQUIPMENT SERVICES BENCHMARK SURVEY

Area Municipalities Our Fleet Private Industry

FLEET FUEL FACTORS AFFECTING CONSUMPTIONSelectively manage the size/weight of equipment used for each job.

Age/condition of equipment on a job

Revise your specs as you review maintenance history.

ANNUAL LABOR RATE COMPARISONOur Fleet vs. Area MunicipalitiesStandard Shop Rates

LABOR RATE COMPARISONUs vs. Private SectorStandard Shop Rates

*Note: All private garages now add an additional environmental fee.

LABOR RATE COMPARISONUs vs. Off Road/Heavy Duty Shops:In-Shop Rate

*Note: All Repair shops (except one) now add an additional environmental fee.

V.E.U. to Technician Ratio

Sheet:

Richardson

90.91

Carrollton

82.50

Arlington

70.43

Garland

63.92

Gr.Prairie

50.00

Plano

44.33

The formula we used to compile V.E.U.s is, 1,806 vehicles & 2390 veus

60 vehicles with a V.E.U value of .5 (trailers and small equipment)=30

1290 vehicles with a V.E.U value of 1(23 hrs a yr) (basic sedans, lt trucks of all sizes)= 1290

315 vehicles with a V.E.U value of 2 (Patrol, Ambulances, etc.)=630

124 vehicles with a V.E.U value of 3 (Fire Pumpers, Solid Waste, heavy duty, etc.)=372

17 vehicles with a V.E.U value of 4 (Aerial Fire, large construction)=68

With 2,390 v.e.us and 28 techs = 85 V.E.U. per technician.

Each Technician equates to, 1679 billable hours/23=73 or 31 techs needed

FY Budget ForecastCost of fuel is expected to continue increasing.Hourly labor rate may need to increase $3 to $5 to keep up with inflation.Expect an increase in fleet vehicle costs as a result of new Federal emission requirements.

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