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CITY OF SAN BERN...RDINO $I~QUEST .. JR COUNCIL ACTION
From: Fred A. Wilson Subject: Vehicle Pool Costs
Assistant to City Administrator
Dept: City Administrator
Date: 9/ 12/ 89
Synopsis of Previous Council action:
6/21/89 - Staff was directed to review vehicle pool costs and
report back to the Mayor and Common Council.
9/6/89 - Additional concerns were expressed by the Common Council
regarding vehicle pool costs.
Recommended motion:
That the attached report relative to vehicle pool costs be
received and filed.
Signature
Contact person:
Fred A. Wilson
Phone:
384-5122
Supporting data attached: Yes
Ward:
N/A
FUNDING REQUIREMENTS:
Amount: .
Source: (Acct. No.)
(Acct. DescriPtion)
Finance:
Council Notes:
75-0262
Agenda I tern No.
17
CITY OF SAN BER~ <lRDINO - REQUEST ~ JR COUNCIL ACTION
STAFF REPORT
At the September 6, 1989 Council meeting, additional concerns
were expressed relative to the vehicle pool. These concerns
are noted below along with the appropriate response.
1. Establishment of vehicle pool concept:
The establishment of a vehicle pool was recommended
in the Garage Study performed by Hughes Heiss and
Associates in March 1987. This concept was
advocated as it represented an opportunity to meet
the transportation needs of employees by better
utilizing the City's existing fleet. The
alternative to a vehicle pool is assigning cars to
employees or departments which could require the
allocation of additional vehicles and may not
result in effective vehicle utilization.
2. Vehicle pool check-out procedures:
The procedures for checking out a vehicle from the
pool were established by the fleet users committee.
The switchboard operator was assigned the responsi-
bility of reserving vehicle pool cars to centralize
this function and avoid the potential for
scheduling conflicts. Department head approval on
the vehicle pool forms is only required for
overnight travel or out-of-area requests. Routine
vehicle pool requests can be approved by an
immediate supervisor. Requiring these types of
approvals helps to minimize the potential for
vehicle pool abuse.
The procedure for checking out a vehicle is as
follows:
A. A call is placed to the switchboard operator
to reserve a vehicle.
B. A supervisor's signature is obtained on the
vehicle pool request form which is available
in all departments. The signed form is
provided to the CATV office and a key is
issued.
C. At the conclusion of the trip, a mileage form
is completed and returned to the CATV office.
75-0264
3. Vehicle Pool Rates:
The city of Riverside's vehicle pool rates were
used as a base primarily because they have operated
a successful vehicle pool for several years and
have developed data supporting the established rate
of 21 cents per mile and 86 cents an hour. It is
recognized that Riverside's labor and maintenance
costs may differ from San Bernardino's rates. The
fleet users committee will be reassessing the
vehicle pool rates after the first year of
operation to ensure that the rates are equitable.
4. Condition of Vehicle Pool Cars:
It was noted that 4-5 newer vehicles will be
transferred to the vehicle pool to replace those
vehicles currently in the pool. The transfer of
these vehicles will take place within the next 2
weeks. The Fleet Manager noted that these vehicles
were generally in better condition than the
existing pool cars.
5. Status of Police Vehicles at Garage:
The City annually purchases approximately fifteen
police vehicles. These vehicles are not put into
service at one time; rather, as a police vehicle
begins to experience reliability problems and
excessive repair costs, they are individually
replaced with a new vehicle. The Fleet Manager is
responsible for making this determination. This
process helps to ensure that the police vehicles
are more effectively utilized. Police vehicles are
generally replaced in this manner whey they are two
years old with mileage readings of approximately
75,000. Depending on the usage of the police
vehicles, it may take many months to put the new
vehicles into service.
It should also be noted that five police vehicles
ar~ always maintained at the garage which are fully
equipped and ready for immediate service. These
vehicles are used to immediately replace police
vehicles which may be damaged or wrecked in the
course of duty. This ensures that an adequate
number of vehicle will always be available for
patrol functions. This practice as well as the
practice of a once-a-year order of police vehicles
was approved by the Legislative Review Committee at
their September 10, 1987 meeting.
As a result of this process, there will always be
police vehicles stored at the Garage. This
includes the new police vehicles which will be
transferred into the fleet in the manner noted
above as well as the old units which are stored in
the same location awaiting final disposition and
decertification from the Department of Motor
Vehicles.
A. WILSON
Assistant to the
city Administrator
FAW/sh