Post on 28-Jan-2016
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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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