Fleet - 5 -

Quarterly Report

For the Period Ending June 30, 2001

REPORT

Town of Tillsonburg

DATE: July 14, 2001

TO: Steve Lund, Director of Operations

No: 010630 560 fleet

FROM: Ken Eden, Fire Chief / Fleet Manager

RE: Quarterly Report as at June 30, 2001 – Fleet

Purpose

To provide a quarterly report for the period ending June 30, 2001

Background

This quarterly report covers the period from January 1, 2001 to June 30, 2001 for Fleet

Performance Measures

Measure
/ 1999 / 2000 / 2001
Output Measures – quantity
No. of Light Vehicles < 1 Tonne / 12 / 20 / 20
No. of Medium Vehicles >1<4.5 Tonne / 3 / 6 / 6
No. of Heavy Vehicles > 4.5 tonnes / 8 / 16 / 17
Number of pieces Light Equipment / 28 / 28 / 32
Total units / 51 / 70 / 85
Efficiency Measures (Cost per Unit)
Avg. Maintenance cost per vehicle**
Effectiveness/Customer Service Measures
Accidents due to mechanical Failure / 0 / 0 / 0
No. of Breakdowns

Notes:

1. Maintenance cost will vary based on the age of vehicles in fleet

Current Directions
Direction / % Complete / Completion/Estimated Completion Quarter
The loader is a replacement / 100% / 2nd
The 1 ton was purchased in lieu of a pickup and will be used in Works / - / Ongoing
The low profile plow/sander is a replacement for a 1- ton and will be used by Parks in the summer and Works in the winter. / 100% / 2nd
The existing 1-ton chassis from Parks will be converted to a service truck. We hope to do this at a cost of approximately $7000 / - / Ongoing
The 12’ plow and wings complete a project started in 2000 / 100% / 2nd

Notes:

Costs are as follows:

ITEM ACTUAL BUDGET EST. DELIVERY

Loader $137,051.16 $160,000.00 Mid August

Low Profile 111,101.50 111,101.50 Mid Sept.

1 ton 41,520.75 46,000.00 November

Plow & wings 13,971.35 14,000.00 Late Sept.

Service truck 7,000.00 10,000.00 Early October

1. During the quarter tenders closed for a loader, a 1-ton truck c/w contractors dump body, a low profile chassis c/w sander body and snow plow and also for a 12 ‘ plow and 3 snow plow wings.

2. There were a couple of unexpected breakdowns specifically with a loader and the street sweeper that we were over budget on but overall we have not run into problems that we cannot handle through the Fleet Budget by the end of the year.

3. The figures for the service truck are an educated guess because we will be refurbishing a piece of equipment and actual costs will only be know as we proceed with the work however we are quite confident that we can do it within the budgeted figure.

Key Goals/Objectives

2001 Goals/Objectives / Budgeted Costs (Savings) if Applicable / Quarter of Expected Completion
Addition of a second mechanic enabling the majority of work in house drastically reducing amount of repairs that contracted out. / - / 2nd
Reduction of overall maintenance costs by reducing outsourcing. / - / 3rd
Implementation of a Preventative Maintenance Program for all vehicles to minimize unexpected breakdowns and down time / - / 3rd
Computerize maintenance records. / - / -
Establish an adequate equipment replacement plan and reserve fund.
Maintain shop tools and equipment inventories / - / -
Implement and maintain staff training / - / -
Maintain Occupational Health and Safety standards. / - / -
Have a mechanic available for a greater part of the day using flexible work hours. / - / -

Financial Analysis

_____Job Name______Budget____Year to Date___Variance__
Fleet - Miscellaneous / -658,905 / -34,455 / -624,450
Works - 1996 Plymouth Voyager / 2,808 / 2,183 / 625
Works- 1997 Dodge Ram 1500 / 3,500 / 2,575 / 925
Works - 1983 Ford F100 / 1,808 / 1,171 / 637
Works - 1990 Ford F150 / 2,500 / 1,621 / 879
Works - 1989 Chevy 1500 / 2,700 / 1,312 / 1,388
Works - 1992 Dodge D150 / 1,858 / 1,392 / 466
Metering - 1994 Dodge Caravan / 2,070 / 517 / 1,553
Water - 1994 GMC Sierra / 1,800 / 1,259 / 541
Water - 1999 Ford 4X4 Pick-up / 2,800 / 1,200 / 1,600
Water/Hydro - 1996 Dodge Carav / 1,800 / 1,090 / 710
Hydro - 1998 Ford 4X4 Pick-up / 2,400 / 1,793 / 607
Parks - 1984 GMC Pick-up / 1,409 / 2,371 / -962
Parks -1988 GMC 1500 / 1,709 / 417 / 1,292
Cemetery - 1997 GMC Dump Truck / 2,909 / 1,230 / 1,679
Building - 1999 Ford F150 / 1,809 / 1,126 / 683
Fire - 1988 GMC 1500 Pick-up / 450 / 359 / 91
Fire - 1994 Plymouth Voyager / 1,630 / 1,209 / 421
Fire - 1988 Plymouth Voyager / 2,970 / 652 / 2,318
Fire- 1998 Crown Victoria / 3,009 / 2,636 / 373
Building - Crown Victoria / 2,309 / 2,141 / 168
Works - 1993 GMC 3500 1Ton / 3,608 / 2,270 / 1,338
Water - 1989 GMC 1Ton Stacke / 3,523 / 1,040 / 2,483
Parks - 1987 Chevy 3500 1 Ton / 7,009 / 2,350 / 4,659
Parks - 1990 Ford F350 1 Ton / 1,900 / 1,307 / 593
Water - 1997 Ford 1 Ton/Crane / 3,377 / 2,086 / 1,291
Hydro - 1996 Dodge Van / 4,080 / 333 / 3,747
Works - 1994 GMC Topkick 5 Ton / 5,002 / 4,562 / 440
Works - 1998 GMC Topkick 5 Ton / 4,702 / 3,811 / 891
Works - 1997 GMC Topkick 5 Ton / 5,002 / 6,541 / -1,539
Works - 1993 GMC Topkick 5 Ton / 7,002 / 4,062 / 2,940
Works - 1994 Freightliner Tndm / 6,031 / 5,504 / 527
Hydro - 1997 Freightliner Bckt / 7,129 / 5,744 / 1,385
Hydro - 1999 International Bkt / 5,927 / 4,351 / 1,576
Hydro - 1990 International Der / 8,204 / 2,849 / 5,355
Fire - 1984 International Pmpr / 2,459 / 1,610 / 849
Fire - 1990 Pierce Pumper / 2,727 / 2,379 / 348
Fire - 1995 Freightliner Rescu / 3,524 / 1,790 / 1,734
Fire- 1985 Spart Aerial Pltfm / 3,335 / 2,699 / 636
Hydro - 1989 GMC U/G Stringer / 3,038 / 907 / 2,131
Works - 1992 J.D. 444E Loader / 2,219 / 14,068 / -11,849
Works - 1989 JD 444E Loader / 2,489 / 3,330 / -841
Works - 1982 Champion 720 Grdr / 2,420 / 4,325 / -1,905
Works - 1998 Trackless MT5 / 3,800 / 2,142 / 1,658
Works - 1994 Trackless MT5 / 16,800 / 4,510 / 12,290
Works - 1996 Johnson Sweeper / 11,500 / 16,613 / -5,113
Water - 1983 Ford Backhoe / 3,000 / 3,197 / -197
Cemetery - 1988 Ford Backhoe / 2,117 / 568 / 1,549
Parks - 1994 J.D. 855 Tractor / 1,308 / 779 / 529
Parks - 1984 J.D. 1250 Tractor / 1,283 / 229 / 1,054
Works - 1988 MT5 V Plow / 300 / 0 / 300
Works - 1994 MT5 V Plow / 300 / 111 / 189
Works - 1998 MT5 Snow Blower / 300 / 285 / 15
Works - 1994 MT5 Snow Blower / 300 / 501 / -201
Works - 1988 MT5 Angle Broom / 300 / 111 / 189
Works - 1994 MT5 Angle Broom / 300 / 222 / 78
Works - 1988 MT5 Dozer Blade / 500 / 0 / 500
Works -Monroe Blade Attachment / 500 / 0 / 500
Works -MT Flail Mower / 500 / 592 / -92
Works - 1994 MT5 Flail Mower / 2,000 / 932 / 1,068
Customer Service - Radio Base / 0 / 878 / -878
Community Centre - Radio Base / 0 / 0 / 0
Works - Radio Base / 0 / 1,155 / -1,155
Works - 1999 Sewermatic / 478 / 802 / -324
Works - 1971 Sicard Snow Blwr / 2,141 / 4,479 / -2,338
Works - 1991 Vermeer 1250 Chpr / 3,262 / 3,485 / -223
Works - 1985 Asphalt Roller / 300 / 16 / 284
Works - 1983 Prismo Line Strip / 1,050 / 7 / 1,043
Parks - 1997 Zamboni / 3,846 / 442 / 3,404
Fire - Hyd. Res. Tool / 500 / 0 / 500
Fire - J-Mar Breathing / 1,500 / 0 / 1,500
Parks - Auger / 500 / 0 / 500
Parks - Aerator / 300 / 0 / 300
Parks - Groomer / 300 / 14 / 286
Airport - Homelite Snowblower / 300 / 0 / 300
Unit 134 / 300 / 0 / 300
Unit 135 / 300 / 0 / 300
Works - 1997 J.D. 265 Mower / 1,300 / 561 / 739
Cemetery - 1998 J.D. 935 Mower / 500 / 150 / 350
Airport - 1997 Gang Mower / 3,000 / 196 / 2,804
Parks - 72" Deck Mower s/n1305 / 0 / 106 / -106
Parks - 72" Deck Mower s/n1306 / 0 / 106 / -106
Works - 1973 Paint Trailer / 300 / 257 / 43
Works - 1998 Asphalt Trailer / 300 / 0 / 300
Hydro - 1986 Pole Trailer / 300 / 132 / 168
Hydro - 1989 Tension Trailer / 300 / 116 / 184
Hydro - 1994 Flat Bed Trailer / 300 / 62 / 238
Cemetery -1988 J.D. Trailer / 300 / 84 / 216
Fire - 1998 Fire Safety House / 0 / 0 / 0
Works - 1999 100 Kw Generator / 300 / 7 / 293
Hydro - 1999 125 Kw Generator / 300 / 0 / 300
Fire - 1980 Onan Generator / 300 / 0 / 300
Fleet Maintenance - Ingersoll / 0 / 0 / 0
Fleet Maintenance - Norwich / 0 / 0 / 0
Fleet - Building Maintenance / 0 / 144 / -144
Fleet - Misc. Equipment / 59,200 / 47,893 / 11,307
Lo-pro - replacing #42 / 85,000 / 89 / 84,911
72" Deck - Riding Mower (#203) / 15,000 / 14,592 / 408
72" Deck -Riding mower(#204) / 15,000 / 14,592 / 408
Rebuild MT / 10,000 / 0 / 10,000
1 ton dump (trade-in #24) / 46,000 / 0 / 46,000
Loader (replacement for #80) / 160,000 / 810 / 159,190
Sale of Generator #300 / -25,000 / 0 / -25,000
-87,065 / 193,685 / -280,750

Notes:

1. We do not anticipate budget difficulties at this point.

Recommendations

1. The addition of the second mechanic was a key part of our plans. We have already seen benefits through reduced outsourcing and this should increase in the future. We can also become more aggressive in seeking outside work to offset our costs.

2. The budget appears adequate at this point and, barring unforeseen major breakdowns, should get us through 2001.

3. Establishing, funding and maintaining a vehicle and equipment replacement program is critical if we want to maintain service with the minimum amount of equipment and will be further addressed in the 2002 Business Plan.

4. Overall we have made real progress in fleet vehicles, equipment and maintenance and the fleet is in the best condition it has ever been in.

Respectfully Submitted

Ken Eden, Fire Chief/Fleet Manager

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