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Fleet Replacement Fund Survey Summary <br /> Washin ton Coun Medford Corvallis <br /> Contacts <br /> Name David Switzer _ Don Mundlin , Steve Rogers <br /> Phone 503-681-7201 541=774=2600 541-757-6916 <br /> De artment Support Service-Fleet Mana ement PW-Purchasin PW-Bids, Purchasing_ <br /> Management <br /> Ownershi of fleet Fleet Mana ement De artments Departments <br /> Location of Replacement fund No replacement fund -general fund only Department budgets <br /> re lacement $ <br /> Tracked by vehicle, Lumped into one`fund, but tracked by No tracking -owned and replaced by Fund -based on 20-year replacement <br /> or fund? vehicle individual departments. schedule <br /> What drives the Monthly billing -day-to-day workings are Year-to-year budgeting Written policies, 20-yr replacement <br /> process? not defined schedule <br /> How are upgrades Funded through user budget Normal budget process Normal budget process -add to reserve to <br /> and additions budget for next replacement -buy it up <br /> handled? front <br /> Fund Level <br /> How replacement Depreciated cost -cost to put vehicle on Police vehicles are on a 3-year cycle 20-year plan done by departments. They <br /> tee is calculated the road. Annuity is set to fund difference each year they replace 1/3 of fleet from know how much will be spent and only <br /> between depreciated and actual cost. regular budget. Fire vehicles are funded have enough to fund particular year. <br /> by city and rural fire district combined. City <br /> funds pay for wages, and rural funds <br /> replace vehicles. <br /> Level of funds $3.1 million/ $13.4 million (estimated NA (Can't read what he faxed!] Replacement <br /> <br /> . versus value of fleet replacement value) value is $4.6 million for pw, police, parks, <br /> (estimated (23.1%) and community development. <br /> How is level Not policy driven -they try to meet needs NA Not policy driven, per 20-year plan. <br /> determined? of organization without running a negative Roughly 80% of vehicle replacement value <br /> balance. Based on 20-year planning cycle - is scheduled. <br /> can't drop below 0, otherwise they adjust <br /> annuity, or reschedule. <br /> How are tees Fee is part of monthly billing to each Repairs are charged to departments Monthly journal entries from operating <br /> collected? program funds to reserve accounts. <br /> How are shortages Hasn't happened -they always have funds Normal budget process None yet -borrowing from the future ~ <br /> handled? to replace like vehicle. ~ <br /> Is the size adequate/ It has been larger than necessary -that's Seems to work Too soon to tell -won't see full impact until <br /> appropriate? why they're transitioning to new system 2010 <br /> i <br /> i <br /> Comments <br /> Transitioning to new system because Going out for RFP fo have system Budgeting is simplified, total reserves are <br /> reserves have been larger than necessary reviewed. smaller than in past, but too soon to tell <br /> used to be based on future cost. how it will work out <br /> Goal is to meet needs of organization Used to have 100% at time of replacement <br /> without running a negative balance -now the schedule is based on 80% <br /> relative to vehicle. Now they don't track by <br /> ! vehicle. <br /> I <br /> i <br /> LCOG T:\INFRASTRUCTURE\EUGENE FLEET\SURVEY\SurvSumm.xls Page 2 11/15/97 12:25 PM <br /> <br />