Compendium of Budget Information for the 2012 General Session

Infrastructure & General Government
Appropriations Subcommittee

Agency: ISF - Administrative Services

Function

The Division of Fleet Operations was established as a new division of Administrative Services in 1997. Fleet is charged with handling state vehicle acquisition, repair, preventive maintenance, surplus, and fueling of state vehicles.

For FY 2012 the Department of Administrative Services made several changes that affect the Division of Fleet Operations. First, the department moved the Travel Office from the Division of Finance to Fleet Operations. Second the department moved State Surplus Property and Federal Surplus Property programs from Fleet Operations to the Division of General Services internal service fund.

Statutory Authority

UCA 63A Chapter 9 creates the Division of Fleet Operations (Section 201) and delineates the division's duties (Section 401). Duties include:

Perform all administrative duties related to managing the state's vehicles
Coordinate all purchases of state vehicles
Establish fleet information system(s) for state vehicles
Make rules regarding maintenance, safety, loss prevention, procurement, fuel management, cost management, disposal, reallocation, rate structures, and insurance requirements for state vehicles
Establish a parts inventory
Create and administer a fuel dispensing service
Emphasize customer service
Conduct an annual audit of all state vehicles
Charge rates approved by the Rate Committee and Legislature
Conduct a market analysis
By November 1 of each year submit a state-owned vehicle report to the Governor and Legislative Fiscal Analyst

UCA 63A-9-601 requires the division to ensure that vehicles owned or leased by the state are properly marked

UCA 63A-9-401.5 requires the division to develop and coordinate the implementation of a statewide vehicle fleet cost efficiency plan, which includes:

Goals for vehicle fleet cost efficiency
A summary of agency submitted, plans, statistics, and progress
Standard measures of cost including vehicle cost per mile, total vehicles, total fuel used, and miles per gallon
Goals for purchasing the most economically appropriate size and type of vehicle
Cost reduction measures
reducing inventories of underutilized vehicles

Intent Language

Under Section 63J-1-603 of the Utah Code the Legislature intends that appropriations provided for the Department of Administrative Services - Division of Fleet Operations in Item 42 of Chapter 2 Laws of Utah 2010 not lapse capital outlay authority granted within Fiscal Year 2011 for vehicles not delivered by the end of Fiscal Year 2011 in which vehicle purchase orders were issued obligating capital outlay funds.

Performance

Administration costs should be kept as low as possible so resources can be used for providing services to customer agencies.

Funding Detail

This budgetary line item contains four programs; however, the Administration program exists only to account for overhead costs of services provided to the other three programs.

The large retained earnings come primarily from the Fuel Network program and will be address in FY 2012 through rate reductions and by rebating some of the earnings back to the General Fund and the federal government.

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Federal Funds	$0	$0	$0	$273,000	$0
Dedicated Credits - Intragvt Rev	$70,414,100	$60,198,900	$55,466,700	$62,174,700	$56,903,000
Sale of Fixed Assets	$182,200	($179,700)	($1,351,100)	$384,200	$0
Total	$70,596,300	$60,019,200	$54,115,600	$62,831,900	$56,903,000

Programs:	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
ISF - Motor Pool	$29,541,500	$26,765,500	$23,268,900	$26,362,800	$25,565,200
ISF - Fuel Network	$41,054,800	$33,253,700	$30,846,700	$36,469,100	$30,846,700
ISF - Travel Office	$0	$0	$0	$0	$491,100
Total	$70,596,300	$60,019,200	$54,115,600	$62,831,900	$56,903,000

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$1,943,600	$2,062,500	$1,992,200	$1,876,100	$2,375,800
In-state Travel	$24,300	$6,000	$1,500	$300	$1,600
Out-of-state Travel	$8,600	$4,100	$2,600	$2,700	$6,100
Current Expense	$54,406,400	$47,109,400	$43,393,100	$49,628,100	$43,733,800
DP Current Expense	$623,200	$585,600	$595,700	$576,300	$657,300
Other Charges/Pass Thru	($43,300)	$50,300	$37,700	$40,300	$22,500
Operating Transfers	$0	$1,436,500	$0	$0	$0
Depreciation	$11,351,100	$10,081,900	$10,476,100	$8,996,600	$9,915,900
Total	$68,313,900	$61,336,300	$56,498,900	$61,120,400	$56,713,000

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	34.4	29.2	29.0	28.7	31.3
Actual FTE	25.8	26.0	25.3	24.4	0.0
Authorized Capital Outlay	$19,938,400	$11,707,200	$13,290,600	$16,625,800	$19,906,200
Retained Earnings	$12,489,400	$11,172,300	$8,788,800	$10,503,800	$9,186,100
Vehicles	39	8	11	11	11

Subcommittee Table of Contents

Program: ISF - Fleet Administration

Function

The Administration program is responsible for the management, accounting and budget functions of the Division of Fleet Operations. This program is also responsible for billing and associated activities. It coordinates the annual rate package and distributes the annual budget for the division.

Funding Detail

All expenses in this program are passed through to the programs in proportion to their share of the total division budget.

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Total	$0	$0	$0	$0	$0

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$572,200	$531,700	$576,500	$410,300	$583,100
In-state Travel	$500	$0	$0	$0	$0
Out-of-state Travel	$1,800	$2,300	$900	$200	$2,900
Current Expense	$78,100	$79,800	$53,700	$59,600	$77,400
DP Current Expense	$135,600	$115,900	$126,900	$102,000	$248,300
Other Charges/Pass Thru	($788,200)	($729,700)	($758,000)	($572,100)	($911,700)
Total	$0	$0	$0	$0	$0

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	4.8	5.7	5.0	5.0	5.4
Actual FTE	5.7	4.6	4.6	3.8	0.0
Retained Earnings	$9,100	$9,100	$9,100	$9,100	$9,100

Subcommittee Table of Contents

Program: ISF - Motor Pool

Function

This program is responsible for the management of the statewide fleet, the central motor pool, safety objectives/compliance, and the statewide fleet management information system. The motor pool accounts for all state vehicles, even though a portion of those vehicles are administered in higher education fleets. The program also administers the vehicle accident management program and complies with the federal Energy Policy Act.

Performance

As an internal service fund, the Motor Pool program is required to set rates so that revenues match expenditures. Return on Investment is measured by dividing the net of gains minus investment cost by investment cost.

Funding Detail

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Federal Funds	$0	$0	$0	$273,000	$0
Dedicated Credits - Intragvt Rev	$29,359,300	$26,945,200	$24,620,000	$25,705,600	$25,565,200
Sale of Fixed Assets	$182,200	($179,700)	($1,351,100)	$384,200	$0
Total	$29,541,500	$26,765,500	$23,268,900	$26,362,800	$25,565,200

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$789,900	$939,000	$832,100	$846,600	$1,019,200
In-state Travel	$22,100	$6,000	$1,300	$0	$1,400
Out-of-state Travel	$5,900	$1,800	$1,700	$2,500	$3,200
Current Expense	$16,196,600	$15,303,000	$14,094,500	$15,261,800	$14,120,200
DP Current Expense	$399,600	$413,300	$423,700	$422,500	$333,000
Other Charges/Pass Thru	$464,800	$435,200	$339,600	$293,300	$397,600
Depreciation	$11,215,600	$9,932,400	$10,290,800	$8,820,700	$9,690,600
Total	$29,094,500	$27,030,700	$25,983,700	$25,647,400	$25,565,200

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	20.8	15.2	15.0	15.1	15.7
Actual FTE	11.8	13.1	12.5	12.0	0.0
Authorized Capital Outlay	$19,798,800	$11,643,600	$12,724,900	$16,436,900	$19,706,200
Retained Earnings	$6,140,600	$5,875,500	$3,160,600	$3,879,500	$3,160,600
Vehicles	36	6	9	9	9

Subcommittee Table of Contents

Program: ISF - Fuel Network

Function

The Fuel Network manages the state's fuel purchase contracts and the state's fuel infrastructure; which includes the statewide underground storage tank program and consolidated electronic refueling stations. The Fuel Network uses capital outlay authorizations primarily to replace card readers and fuel tank monitors.

Performance

The state's fuel network adds value only if fueling sites are operational. The Fuel Network program strives for zero downtime except for scheduled maintenance.

Funding Detail

Historical increases and decreases in revenues and expenditures have largely been attributable to fuel costs; not to changes in consumption.

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Dedicated Credits - Intragvt Rev	$41,054,800	$33,253,700	$30,846,700	$36,469,100	$30,846,700
Total	$41,054,800	$33,253,700	$30,846,700	$36,469,100	$30,846,700

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$581,500	$591,800	$583,600	$619,200	$573,500
In-state Travel	$1,700	$0	$200	$300	$200
Out-of-state Travel	$900	$0	$0	$0	$0
Current Expense	$38,131,700	$31,726,600	$29,244,900	$34,306,700	$29,245,100
DP Current Expense	$88,000	$56,400	$45,100	$51,800	$76,000
Other Charges/Pass Thru	$280,100	$344,800	$456,100	$319,100	$536,600
Operating Transfers	$0	$1,436,500	$0	$0	$0
Depreciation	$135,500	$149,500	$185,300	$175,900	$225,300
Total	$39,219,400	$34,305,600	$30,515,200	$35,473,000	$30,656,700

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	8.8	8.3	9.0	8.6	8.2
Actual FTE	8.3	8.3	8.3	8.6	0.0
Authorized Capital Outlay	$139,600	$63,600	$565,700	$188,900	$200,000
Retained Earnings	$6,339,700	$5,287,700	$5,619,100	$6,615,200	$6,016,400
Vehicles	3	2	2	2	2

Subcommittee Table of Contents

Program: ISF - Travel Office

Function

The Travel Office is responsible for arranging travel for state employees and employees of political subdivisions that choose to participate. Airline tickets, hotels, rental vehicles, and conference sites are ticketed and arranged for by this office. The Office contracts with a private sector travel agency which is on-site in the State Office Building.

In the 2010 General Session the Legislature allowed the Department of Administrative Services to move this program from the Division of Finance's appropriated budget to an internal service fund managed by the Division of Fleet Operations as requested.

Funding Detail

Funding for this program comes from fees charged to user agencies or entities for travel services. Prior to FY 2012 this program was administered by the Divison of Finance.

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Dedicated Credits - Intragvt Rev	$0	$0	$0	$0	$491,100
Total	$0	$0	$0	$0	$491,100

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$0	$0	$0	$0	$200,000
Current Expense	$0	$0	$0	$0	$291,100
Total	$0	$0	$0	$0	$491,100

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	0.0	0.0	0.0	0.0	2.0

Subcommittee Table of Contents