Town of Tillsonburg
2010 Business Plan - 2 –
Fleet
TOWN OF TILLSONBURG
2010 BUSINESS PLAN
FLEET
1) Program Mission Statement:
Our vision is to provide safe, reliable fleet maintenance, which is critical to maintaining Operations Services to the customers of Tillsonburg and general public in a cost effective and environmentally safe manner in order to maintain preserve and enhance the quality of life for the town.
Ø To provide efficient, cost effective repairs and maintenance to all vehicles and equipment.
Ø To eliminate maintenance related breakdowns and failures.
Ø To minimize down time on all vehicles and equipment by being pro active when performing maintenance procedures.
Ø To minimize returned work by completely doing all necessary repairs every time a unit is in for service.
Ø To establish and maintain Preventative Maintenance programs and procedures.
Ø To attain maximum life from all parts, attachments, vehicles and equipment.
Ø To constantly seek more effective and less costly ways to provide the appropriate levels of service.
Ø To stay abreast of changes in technology and equipment as they affect vehicles, equipment and maintenance procedures.
Ø To be receptive to suggestions from users and/or customers and evaluate them on their merits.
Ø To be innovative at all times.
2) Core Businesses:
Key Customers
Ø Customers
Ø Staff
Ø Developers
Ø Insurance Company
Ø Contractors
Ø Local businesses
Ø Other government departments such as MOE, MNR, LPRCA and MTO.
Ø County of Oxford and surrounding Counties.
Ø Ingersoll Fire Services
Ø Township of Norwich Fire Services
Ø Municipality of Bayham Fire Services
Ø Municipality of Southwest Oxford Fire Services
Core Businesses/Services
Ø Maintenance of corporate fleet vehicles and equipment for Operations Services, Community Services, Fire Services and Corporate Services.
Ø Annual scheduled fleet inspections and performance tests
Ø Preventative maintenance procedures
Ø Unscheduled minor and major repairs
Ø Purchase of capital vehicles and equipment
Ø Operate our own Vehicle Licensing Station
Non-Core Businesses/Services/Activities
Ø Daily vehicle inspection logs (Circle Checks)
Ø Records Management
Ø Asset Management
Ø Fuel Management, Records and Dispensing
Ø Budget for shop tools and equipment for repairing fleet and equipment
Ø Annual Vehicle registrations
Ø Annual Fleet Insurance Renewal
Ø Annual CVOR and clean air emissions compliance (Drive Clean- MTO)
Ø Annual surplus vehicle auction
Ø Recoverable private work
Legislated Standards and Guidelines
Ø Ministry of Labour
Ø Occupational Health and Safety Act
Ø Technical Standards and Safety Authority
Ø Ministry of Environment and Energy Requirements.
Ø Ministry of Transportation Ontario requirements.
Ø Highway Traffic Act
Ø Canadian Motor Vehicle Safety Standards
Ø Canadian Standards Association.
Ø Manufacturers Shop Manuals for vehicles
Ø NFPA Standards – Performance and Maintenance Standards
Ø ULC
Ø NAEVT – National Association of Emergency Vehicle Technicians
Ø Ontario Municipal Fire Departments Mechanical Officers Association
Ø Fire Protection and Prevention Act
Ø Ontario Fire Marshal
Program Map
3) Performance Measures:
Measure
/ 2008Actual / 2009 Actual / 2010 Projected
Output Measures – quantity
No. of Light Vehicles < 1 Tonne / 21 / 21 / 20
No. of Medium Vehicles >1<4.5 Tonne / 8 / 8 / 8
No. of Heavy Vehicles > 4.5 tonnes / 14 / 14 / 14
Number of pieces Light Equipment / 54 / 54 / 54
Number of Off Road Equipment / 21 / 21 / 21
Number of Attachments / 28 / 28 / 28
Number of Trailers / 11 / 11 / 11
Number of Generator units / 15 / 15 / 15
Total units / 172 / 172 / 171
Efficiency Measures (Cost per Unit)*
Avg. Maintenance cost per unit: Light / $3,674 / $3,610 / $3,600
Avg. Maintenance cost per unit: Medium / $4,278 / $5,779 / $5,700
Avg. Maintenance cost per unit: Heavy / $9,659 / $13,270 / $13,000
Avg. Maintenance cost per unit: Misc / $1,360 / $1,635 / $1,600
Effectiveness/Customer Service Measures
Accidents due to mechanical failure / 0 / 0 / 0
Accidents due to driver error / 1 / 3 / 0
Vehicle breakdowns in field / 3 / 1 / 0
* MAINTENANCE COSTS WILL VARY WITH THE AGE OF THE EQUIPMENT
4) Future Directions (Longer Term):
Ø Continue to pursue contracting in maintenance work
Ø Maintain a preventative maintenance program
Ø Maintain a replacement reserve plan for all major vehicles and equipment
5) Current Directions (Shorter Term):
Ø Maintain a shop equipment acquisition/replacement program
Ø Maintain mechanics’ training to keep up to date on changes and developments affecting fleet maintenance
Ø Pursue contracting in other maintenance work
Ø Continue to automate maintenance records
6) Key Linkages with Business Plans of Other Programs
Ø Fire Services – Equipment Maintenance Program
Ø Operations Services – Equipment Maintenance Program
Ø Corporate Services – Equipment Maintenance Program
Ø Facilities – Building Maintenance & Capital Plan
7) Program Delivery Plan
(a) How is the program delivered now and at what level?
Ø Repair shop operation reports to the Fleet Manager overseen by the Director of Operations
Ø One Class ‘T/S’ Heavy Equipment Mechanic with Diesel Endorsement, Master Emergency Vehicle Technician “EVT” certification, Propane and Natural Gas certifications , A/C Endorsement, TSSA Site Operator Certification for Private Fuelling Station
Ø One Class ‘S’ Light Vehicle Mechanic
Ø One Fleet Assistant
Ø Hours of Operations
Ø 7:00 a.m. to 4:00 p.m. daily Monday to Friday.
Ø Overtime as required for winter maintenance and emergencies
(b) What has been decided on how the program will be delivered and at what levels the program will be delivered in the future?
Political Direction Received
Ø Council for the Town of Tillsonburg, policies and guidelines.
o…
Professional Judgment of Staff
Ø To work with customers to ensure the best possible service is delivered at the appropriate level.
Ø Vehicle replacement schedule aids the budgeting process and allows for planned vehicle replacements
Ø Continue the fleet maintenance standard and PM Program
Ø Existing staffing level now allows for cost effective procedures and we are now keeping current with record keeping and billing for external work. The Fleet Assistant is very active in competitive parts pricing and additional service client acquisitions.
Provincial and Federal Regulations
Ø Maintenance, inspections and repairs are completed to the full compliance of the Highway Traffic Act and the Canadian Motor Vehicle Safety Standards
8) Key Goals/Objectives of Program by Year
· Attract additional emergency equipment maintenance contracts
· Perform more body building and manufacturing in-house as apposed to outside contractors
· Attract additional maintenance contracts from area municipal fleets such as Ingersoll and Oxford County
2010 Goals/Objectives / Additional Costs(Savings) if
Applicable / Quarter of
Expected
Completion
Maintain the funding for equipment replacement / 4th
Purchase vehicles & equipment / AM Fund / 4th
Seek additional maintenance contracts / ($10,000) / 4th
Cost savings resulting from parts
acquisition using staff Fleet Assistant to source best pricing / ($10,000) / 4th
Cost savings resulting from warranty
reimbursements using staff Fleet Assistant
to submit for warranty claims and documents / ($5,000) / 4th
Cost savings resulting from adjustment of parts stocking levels and returns of overstock and obsolete parts by staff Fleet Assistant / ($1,000) / 4th
2011 Goals/Objectives / Additional Costs
(Savings) if
Applicable / Quarter of
Expected
Completion
Maintain the funding for equipment replacement / 4th
Purchase vehicles & equipment / 4th
Seek additional maintenance contracts / 1st
9) Human Resources Allocation/Deployment Plan
Service
/FTE Requirements by Year
2007 / 2008 / 2009 / 2010 / 2011Fleet Services - general / 2.0 / 2.0 / 2.0 / 2.0 / 2.0
Other Services / 0 * / .5 / 1.0 / 1.0 / 1.0
Total Program FTE Requirements / 2.0 / 2.5 / 3.0 / 3.0 / 3.0
Change from Previous Year / 0 / 0.5 / 0.5 / 0 / 0
* See explanation in Significant Variances below
Significant Variances
Ø Fleet management position is being performed by the Senior Mechanic as well as the
duties of the Senior Mechanic
Ø The full-time Fleet Assistant is used for data entry into Shopkey work order
and stock manager programs, sourcing best pricing for stock and supplies, control
of existing parts stock including lowering of current stock levels and return of obsolete
parts as well as fuel management data requirements (mandated by the TSSA).
Additional savings in man-time expenditures and cost savings in parts acquisitions have
been realized
Man-time Expenditures without Fleet Assistant
Current Man-time Expenditures with Fleet AssistantConclusion
Implementing the full-time Fleet Assistant working 160 hours per month has resulted in 95 hrs per month savings for the Fleet Manager and 65 hrs per month savings for the Fleet Mechanic. Total man-time savings for YTD 2009 totaled 630 hours by the Fleet Assistant resulting in a direct cost savings of $21,735.00 in saved shop time.
These time savings have allowed the mechanical staff to apply these saved hours directly to
productive shop labour hours and have allowed us to increase our availability to seek additional maintenance contracts with neighboring Municipalities. Additional savings have been realized by having the Fleet Assistant source best pricing for parts and supplies and downsizing current stock levels.
By shopping around and negotiating best prices for parts and supplies, $8,150.00 was saved in purchases and by reducing our parts inventory, $2,950.00 in parts were returned for credits.
Total cost savings for the year totaled $32,835.00 thanks entirely to the Fleet Assistant. These cost savings are based on 9 months of full time expenses as the Fleet Assistant did not join Fleet Services until April of 2009. Wage expenses for the 9 months of fleet service work totaled $28,926.00 minus the total savings of $32,835.00 results in a total net savings to the department of ($3,909.00). These savings will be increased in fiscal year 2010 as staff will be in the Fleet Services Department for a full 12 months allowing us to further expand our external customer list and solicit Woodstock Fire Services and Brant County Fire Services. Total labour cost savings for 2010 will be 160 hrs per month times our shop labour rate of $34.50/hr which will equate to $66,240.00
External revenues from current Fire Department customers totaled $19,000.00 from May/09 to Oct/09. External revenues for 2010 will be $38 - $40,000 based on our existing client list. Additional service contracts will result in additional revenues
Performance Management
Ø Will follow corporate direction on performance management.Other issues
Ø Continue to look at other services provided by the corporation to eliminate duplication and achieve cost savings and if approved by Council, aggressively pursue outside revenue streams other than Fire Services10) Information/Other Technology Plan
Ø Corporate Training as required for software updates and new programs as approved.
Ø Worktech software modules for asset management.
Ø Shopkey software modules for Fleet repairs and parts inventory
11) Other Resources Plan
Asset Type
/ Number / Requirements/Condition/Replacement PlansFleet / See attached schedule
Shop Equipment / Shop equipment is up to date, no additions required
Property / See Facilities Plan
2010 Fleet requirements: Asset Management Plan
Priority / Unit / Year / Division / Unit Type / Replace With / Cost1 / 61 / 1998 / Roads / Snowplow/sander / Same / 249,258
2 / 34 / 1999 / Building / Pickup / Hybrid Pickup / 49,805
3 / 39 / 1997 / Building / Pickup / Hybrid Pickup / 49,805
4 / 89 / 2000 / Parks / Mid-size tractor / Same / 59,703
5 / 95 / 1998 / Roads / Trackless broom / Same / 7,500
6 / 232 / 1986 / Hydro / Flatbed trailer / Same / 9,417
7 / 112 / 1991 / Roads / Chipper / Same / 84,342
8 / 38 / 1998 / Fire / Crown Vic / Hybrid SUV / 49,000
82 / 1995 / Roads / Road grader / Same / Moved to 2011
42 / 1990 / Fleet / Service Truck / Same / Moved to 2011
Total / $558,830
New Additions to Fleet to be Approved By Council
Priority / Division / Unit Type / Estimated Cost
1 / Water/Hydro/Roads / HydroVac/valve turner trailer mounted / 65,000
2 / Roads / Snowplow/sander/anti-icing unit / 249,500
3 / Roads / Trackless sidewalk tractor / 133,000
4 / Roads / Trackless snowblower attachment / 9,500
5 / Roads / Trackless sander box attachment / 6,500
6 / Roads / Trackless angle broom attachment / 7,500
New Additions Total / $471,000