FY 2018-19 Budget Presentation

Fleet Services

1

Director of Transportation

Professional

Fleet Superintendent

Management

Fleet Specialist

Professional

Fleet Services Administrator

Professional

Fleet SpecialistProfessional

Fleet Services Supervisor

Supervision

Fleet Shift Supervisor

Maintenance TechnicianTechnical2nd Shift

(4)

Field Service TechnicianTechnical/Paraprofessional

1st Shift(1)

Heavy Equipment PM Technician

Technical/Paraprofessional1st Shift

(1)

Fire Equipment TechnicianTechnical/Paraprofessional

1st Shift(1)

Maintenance TechniciansTechnical1st Shift

(9)

Outsourced Parts Room

Genuine Parts Co – NAPA

(4)

Organizational ChartFleet Services FY 2018-2019

2

Fleet ServicesGoals and Accomplishments

◦ Accomplishments from FY 17-18◦ Green Fleet / Idle Reduction Policies

◦ Developed a 5 Year Proforma

◦ Expanded Rental Fleet with Skid-Steer Loader

◦ Fleet Software Data Clean-Up

◦ Switch to Off-Road Bio-Diesel

◦ Updated Flooring in Office Areas

◦ Updated All Shop Lighting to High Efficiency LED

◦ Goals for FY 18-19◦ Customer Service - Focus on Education

◦ Develop a 5 Year Strategic Plan

◦ Improve Customer PM Compliance by 5%

◦ Develop Electric Vehicle Infrastructure

◦ Continue Expansion of Rental Fleet

◦ Implement Modified Work Order Processes

3

Fleet ServicesBudget Emphasis

◦ Customer Service

◦ Fiscal Responsibility

◦ Internal Efficiencies

◦ Organizational Excellence

◦ Succession Planning

◦ Technical Training

◦ Adding Shop Space

4

Fleet ServicesCost Containment Strategies◦ Internal

◦ Reduced 3 FTEs◦ Admin II

◦ Heavy Equip. Tech.

◦ Temp. Seasonal Technician

◦ Review Positions Before Filling Vacancies

◦ External◦ Reduce Shop Fees - $71,500

◦ Reduce Part’s Mark-Up by 2% - $52,000

◦ Eliminate Vehicle Admin Fees - $246,150

◦ Total = $369,650

◦ Off-Road Bio-Diesel

5

◦ Effective SolutionsEfficiencies◦ Use of technology◦ Better use of staff, reorganize responsibilities◦ Process improvements, optimization◦ Time management

Fleet ServicesProcess Improvements

◦ Completed/Ongoing Process Improvements/LEAN Projects◦ Streamlined Work Order Review Process

◦ Work Order Initiation Process is Currently Under Review

◦ Improvement of Preventative Maintenance Scheduling and Customer Notification

◦ Future/Recommended Process Improvements/LEAN Projects◦ Warranty Tracking/Recovery for Parts and Labor

◦ New Vehicle and Equipment Bid/RFP Process with Focus on Customer Communication

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Performance Measures

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Measure Target FY 16-17Actual

FY 17-18QTR I – QTR 2

% of Assets Available 95% 95% 95.5%

# of Inventory Turns 3 3.88 3.59

Shop Turn Around 8 Hours 11.96 10.62

Technician Productivity 73% 74% 76.5%

PM Compliance 95% 85% 85%

Come Back Repairs <2% New to FY 17-18 2.2%

Waste Idle Hours 36 hrs/unit New to FY 17-18 67

Asset Utilization >300 Miles/Month New to FY 17-18 1,569.5

Fleet ServicesRevenue / Expenditures

◦ Revenue◦ Adjusted fuel sales for accuracy

◦ Removed Heavy Equip. Tech.

◦ Productivity Est. @ 73%

◦ Increased parts sales

◦ Reduced Parts Mark Up by 2%

◦ Reduced Work Order Fee by $11

◦ Increased Rental Fleet Estimate

◦ Removed Vehicle Admin Fee

◦ Expenditures◦ Removed Heavy Equip. Tech. Position

◦ Removed Temp. Seasonal Tech.

◦ Removed Admin II Position

◦ Increased Fuel Line Items, Based on EST Price/Gal

◦ Increased Insurance – per RISK Management

◦ Removed Fuel Contingency

◦ Increased Diagnostic Software Line Item

◦ Increased Consultant Line Item for NAPA Staff

◦ Increased Parts Line Item

◦ Capital Project – Chevrolet Bolt EV for Rental Fleet

◦ Reduced Allocations for Debt Services, Tech Services, and Materials Management

8

Fleet ServicesBudget Highlights

RevenuesFY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2018-19

Actuals Actuals Actuals Budget Estimate Proposed

Fuel Sales $ 3,136,933 $ 2,434,669 $ 2,875,162 $ 2,799,900 $ 2,875,000 $ 2,900,000

Parts Vehicle Maintenance 5,798,624 6,333,728 6,309,565 6,820,310 6,560,000 6,849,750

(Fuel Contingency) - - - 1,250,000 - -

Miscellaneous 174,061 357,837 505,367 160,000 360,000 340,000

Interest Income 3,400 3,379 7,054 2,000 5,000 4,500

Fleet Rental 103,823 21,343 40,070 26,000 30,000 30,000

Fleet Admin Transfers 306,150 240,000 243,500 211,725 211,725 -

Total $ 9,522,991 $ 9,390,956 $ 9,980,718 $ 11,269,935 $ 10,041,725 $ 10,124,250

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Fleet ServicesBudget HighlightsExpenses

FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2018-19Actuals Actuals Actuals Budget Estimate Proposed

Personal Services $ 1,669,286 $ 1,749,502 $ 1,672,190 $ 1,997,658 $ 1,770,441 $ 1,913,465

Materials & Supplies 75,994 84,718 56,936 120,678 115,300 115,678

Inventory (Fuel only) 2,866,758 2,123,677 2,537,642 2,669,900 2,669,900 2,681,400

Maintenance & Repair 75,827 84,644 59,752 131,000 131,000 140,000

Insurance 28,409 28,596 9,626 28,622 28,622 37,591

Fuel Contingency - - - 1,250,000 - -

Operations 3,954,323 4,248,563 4,312,760 4,197,760 4,266,460 4,426,910

Debt Service 253,791 241,054 220,979 262,544 262,544 245,027

Cost of Service 536,571 546,565 449,803 539,115 539,115 521,788

Capital Outlay 120,108 357,500 100,000 - 250,000 786,000

Fixed Assets 64,942 9,535 45,795 - - -

Total $ 9,646,009 $ 9,474,354 $ 9,465,483 $ 11,197,277 $ 10,033,382 $ 10,867,859

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Fleet ServicesPosition Summary

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Position SummaryFY 2014-15

ActualsFY 2015-16

ActualsFY 2016-17

ActualsFY 2017-18

BudgetFY 2018-19

Baseline

Administrative Staff 7 7 7 7 6

Technicians 15 16.5 17 18 16

Total FTE’s 22.00 23.50 24.00 25.00 22.00

Questions / Comments

12

13

Director of Transportation

Professional

Fleet Superintendent

Management1

Administrative5

Technicians16

Outsourced Parts Room

Genuine Parts CoNAPA

4

Organizational ChartFleet Services FY 2018-2019

Fleet ServicesVehicle Replacements

DepartmentNumber of

Replacement VehiclesTotal Cost Funding Source

General Fund 58 $3,497,674 CO Funds

Internal Services 2 $60,000 Cash Funded

Electric 4 $461,335 Cash Funded

Water 9 $530,200 Cash Funded

Wastewater 14 $977,000 Cash Funded

Solid Waste 16 $3,379,900 CO/Cash Funded

Total 103 $8,906,109

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Fire38%

Police/Operations27%

Parks21%

Streets9%

Building Inspection3%

Facilities Mgmt1% Traffic Cntrl

1%

% OF COST BY DEPARTMENT

15