Compendium of Budget Information for the 2011 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.

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-9-801 requires the division to establish a state surplus property system

UCA 63A-9-805 allows the division to establish a federal surplus property system

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 396 Laws of Utah 2009 not lapse capital outlay authority granted within Fiscal Year 2010 for vehicles not delivered by the end of Fiscal Year 2010 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.

Measure: Administrative costs as a percentage of total division costs.

Goal: Maintain administrative costs below two percent of total division budget.

Methodology: Ratio between total administrative expenses versus total division budget.

Measure Type: Outcome.

The chart shows vehicle count by major agency (those having over 350 vehicles) per year. Total vehicle count for these agencies was down by 35 vehicles in FY 2010 compared to FY 2009, and down by 152 from its peak of 7,453 in FY 2008 (Source: Division of Fleet Operations).

Funding Detail

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

Sources of Finance	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Dedicated Credits - Intragvt Rev	$61,119,400	$71,374,200	$61,286,000	$56,520,400	$61,657,900
Sale of Fixed Assets	$552,300	$182,200	($179,700)	($1,351,100)	$0
Total	$61,671,700	$71,556,400	$61,106,300	$55,169,300	$61,657,900

Programs:	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
ISF - Motor Pool	$26,583,700	$29,541,500	$26,765,500	$23,268,900	$27,317,100
ISF - Fuel Network	$33,937,000	$41,054,800	$33,253,700	$30,846,700	$33,253,700
ISF - State Surplus Property	$1,113,200	$946,300	$1,073,200	$944,800	$1,073,200
ISF - Federal Surplus Property	$37,800	$13,800	$13,900	$108,900	$13,900
Total	$61,671,700	$71,556,400	$61,106,300	$55,169,300	$61,657,900

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$2,218,900	$2,451,800	$2,600,800	$2,504,900	$2,664,400
In-state Travel	$15,900	$25,400	$6,900	$2,100	$7,000
Out-of-state Travel	$8,600	$8,600	$4,100	$3,900	$4,300
Current Expense	$43,096,300	$54,693,000	$47,327,200	$43,724,800	$47,618,400
DP Current Expense	$594,000	$656,300	$655,900	$668,500	$762,500
Other Charges/Pass Thru	$113,300	$117,500	$251,200	$155,200	$155,000
Operating Transfers	$0	$0	$1,436,500	$0	$0
Depreciation	$11,257,200	$11,381,200	$10,113,900	$10,509,100	$10,756,200
Total	$57,304,200	$69,333,800	$62,396,500	$57,568,500	$61,967,800

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	42.9	43.0	38.4	38.0	38.0
Authorized Capital Outlay	$13,018,600	$19,938,400	$11,736,500	$13,290,600	$21,025,100
Retained Earnings	$10,599,400	$12,822,300	$11,532,100	$9,132,700	$11,576,000
Vehicles	43	46	14	18	14

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	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Total	$0	$0	$0	$0	$0

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$524,800	$572,200	$531,700	$576,500	$532,400
In-state Travel	$800	$500	$0	$0	$0
Out-of-state Travel	$4,800	$1,800	$2,300	$900	$2,000
Current Expense	$115,800	$78,100	$79,800	$53,700	$100,000
DP Current Expense	$138,900	$135,600	$115,900	$126,900	$460,700
Other Charges/Pass Thru	($785,100)	($788,200)	($729,700)	($758,000)	($1,095,100)
Total	$0	$0	$0	$0	$0

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	6.7	4.8	5.7	5.0	5.0
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 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.

Funding Detail

Sources of Finance	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Dedicated Credits - Intragvt Rev	$26,031,400	$29,359,300	$26,945,200	$24,620,000	$27,317,100
Sale of Fixed Assets	$552,300	$182,200	($179,700)	($1,351,100)	$0
Total	$26,583,700	$29,541,500	$26,765,500	$23,268,900	$27,317,100

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$674,800	$789,900	$939,000	$832,100	$1,000,100
In-state Travel	$8,300	$22,100	$6,000	$1,300	$6,000
Out-of-state Travel	$2,600	$5,900	$1,800	$1,700	$1,800
Current Expense	$11,685,200	$16,196,600	$15,303,000	$14,094,500	$15,482,700
DP Current Expense	$334,800	$399,600	$413,300	$423,700	$197,900
Other Charges/Pass Thru	$460,500	$464,800	$435,200	$339,600	$622,700
Depreciation	$11,089,700	$11,215,600	$9,932,400	$10,290,800	$10,333,700
Total	$24,255,900	$29,094,500	$27,030,700	$25,983,700	$27,644,900

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	19.5	20.8	15.2	15.0	15.1
Authorized Capital Outlay	$12,965,000	$19,798,800	$11,643,600	$12,724,900	$20,813,100
Retained Earnings	$5,693,600	$6,140,600	$5,875,500	$3,160,600	$5,291,200
Vehicles	36	36	6	9	6

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.

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	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Dedicated Credits - Intragvt Rev	$33,937,000	$41,054,800	$33,253,700	$30,846,700	$33,253,700
Total	$33,937,000	$41,054,800	$33,253,700	$30,846,700	$33,253,700

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$544,800	$581,500	$591,800	$583,600	$572,700
In-state Travel	$6,500	$1,700	$0	$200	$0
Out-of-state Travel	$1,200	$900	$0	$0	$0
Current Expense	$31,025,200	$38,131,700	$31,726,600	$29,244,900	$31,726,400
DP Current Expense	$48,500	$88,000	$56,400	$45,100	$40,200
Other Charges/Pass Thru	$260,400	$280,100	$344,800	$456,100	$359,800
Operating Transfers	$0	$0	$1,436,500	$0	$0
Depreciation	$137,400	$135,500	$149,500	$185,300	$390,500
Total	$32,024,000	$39,219,400	$34,305,600	$30,515,200	$33,089,600

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	8.8	8.8	8.3	9.0	8.6
Authorized Capital Outlay	$53,600	$139,600	$63,600	$565,700	$200,000
Retained Earnings	$4,504,200	$6,339,700	$5,287,700	$5,619,100	$6,126,900
Vehicles	2	3	2	2	2

Subcommittee Table of Contents

Program: ISF - State Surplus Property

Function

The Division sells state agency surplus property to the public subject to a 30-day purchase priority that is given to state and local government agencies. The best possible price is obtained by using varied sales methods including: warehouse direct sales, sealed bids, spot bids, auction sales to the public, and internet-based auctions.

The rate structure for State Surplus Property allows the program to retain total proceeds from sales in order to fund operating expenses. If the program earns a profit and shows a positive retained earnings balance, State Surplus may proportionately rebate profits to state agencies.

In addition to properly disposing of equipment in accordance with environmental law, State Surplus Property provides a consistent accountability structure for the disposal of property. A central system protects the state against fraud and claims of fraud in the disposition of surplus property.

Funding Detail

Sources of Finance	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Dedicated Credits - Intragvt Rev	$1,113,200	$946,300	$1,073,200	$944,800	$1,073,200
Total	$1,113,200	$946,300	$1,073,200	$944,800	$1,073,200

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$474,200	$506,300	$531,700	$504,200	$548,800
In-state Travel	$300	$1,100	$900	$600	$1,000
Out-of-state Travel	$0	$500	($500)	$800	$0
Current Expense	$270,100	$286,500	$210,900	$227,000	$302,400
DP Current Expense	$75,100	$28,300	$70,300	$72,800	$63,700
Other Charges/Pass Thru	$177,500	$160,800	$200,900	$114,200	$267,600
Depreciation	$30,100	$30,100	$32,000	$33,000	$32,000
Total	$1,027,300	$1,013,600	$1,046,200	$952,600	$1,215,500

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	7.9	8.6	8.8	8.0	8.8
Authorized Capital Outlay	$0	$0	$29,300	$0	$12,000
Retained Earnings	$422,300	$358,500	$385,500	$377,700	$115,300
Vehicles	5	7	6	7	6

Subcommittee Table of Contents

Program: ISF - Federal Surplus Property

Function

The Federal Surplus Program acquires and donates federal property to public and non-profit agencies. A handling fee is charged to agencies acquiring surplus property. These dedicated credits fund the operation while offering a means for state, county, and local agencies to purchase equipment at reduced rates.

During the 2004 General Session the Legislature decided to reduce this non-essential program to merely an agent to acquire federal property when requested from state or local entities.

Funding Detail

Sources of Finance	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Dedicated Credits - Intragvt Rev	$37,800	$13,800	$13,900	$108,900	$13,900
Total	$37,800	$13,800	$13,900	$108,900	$13,900

Categories of Expenditure	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Personnel Services	$300	$1,900	$6,600	$8,500	$10,400
Out-of-state Travel	$0	($500)	$500	$500	$500
Current Expense	$0	$100	$6,900	$104,700	$6,900
DP Current Expense	($3,300)	$4,800	$0	$0	$0
Other Charges/Pass Thru	$0	$0	$0	$3,300	$0
Total	($3,000)	$6,300	$14,000	$117,000	$17,800

Other Indicators	2007 Actual	2008 Actual	2009 Actual	2010 Actual	2011 Approp
Budgeted FTE	0.1	0.0	0.4	1.0	0.5
Retained Earnings	($29,800)	($25,600)	($25,700)	($33,800)	$33,500

Subcommittee Table of Contents