HomeMy WebLinkAboutAgenda Report - February 5, 1997010
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AGENDA TITLE: Fleet Policies and Procedures
MEETING DATE: February 5, 1997
PREPARED BY: Public Works Director
COUNCII, COMMUNICATION
RECOMMENDED ACTION: That the City Council adopt the attached resolution and authorize any
other associated actions necessary to adopt the Fleet Policies and
Procedures.
BACKGROUND INFORMATION: In November 1995, the City Manager gave the Public Works Department
the responsibility of coordinating an effort to put together a
comprehensive fleet policies and procedures manual for the City of Lodi.
A committee was formed, including representatives from all departments,
to systematically do two things: 1) find, review, and assimilate existing City of Lodi policies, practices, and
understandings related to fleet management; and 2) create new policies and procedures.
On January 16, 1996, the newly formed Fleet Policies and Procedures Committee met with the Council
at a Shirtsleeve Session to outline the direction of the Committee, confirm the types of items to be
included, and to discuss replacement criteria and procedures. It was agreed that the document should
cover areas, such as:
• Purchasing of City vehicles
• Replacement criteria and procedures
• Disposition of surplus vehicles
• Fleet sizing and maximum utilization strategies
• Use of City vehicles
• Use of personal vehicles for City business
• Vehicle appearance
• Budgeting
• Insurance
The Committee met on a weekly basis to complete the draft document and, in October 1996, circulated
it to all departments and Council for review. The Committee then discussed and incorporated these
comments/changes and prepared the final draft for presentation to the City Council. The final draft is
scheduled to be discussed with the City Council at its Shirtsleeve Session Tuesday, February 4, 1997.
The Fleet Policies and Procedures incorporate many policies and practices the City of Lodi has been
operating under with either minor or no changes, and sets forth new guidelines for purchasing,
budgeting, utilization and replacement, and donated vehicles. By adoption, it will organize the City's
vehicles and equipment into two fleets (Enterprise and General) and create management committees
APPROVED: -
f H. Dixon Flynn --'CiManager
CFLTPP.DOC 01!29(97
Fleet Policies and Procedures
February 5, 1997
Page 2
for each. Also required is the establishment of two funds for vehicle replacements (General Fleet Fund.
and Enterprise Fleet Fund), and establishes minimum fund balances for each of thirty percent (30%) of
the original purchase cost of the fleet. It lays out the responsibilities and the calendar for City staff and
the Fleet Management Committees to follow.
The Fleet Policies and Procedures Manual is a thorough and comprehensive fleet management
document that should serve the City of Lodi for years to come; staff recommends it be adopted.
A related issue the City Council should address is the vehicle and equipment replacement requests
submitted through the 1996/97 budget process but put on "hold" for review and approval until the
Fleet Policies and Procedures were adopted. This subject will be discussed with the City Council at the
February 4, 1997 Shirtsleeve Session.
Copies of the Fleet Policies and Procedures will be provided to the Council as part of the
February 4, 1997 Shirtsleeve packet. A copy is also on file in the Public Works Department.
FUNDING: Cost impact to be determined.
Jack . Ronsko
ubl' Works Director
Prepared by Dennis J. Callahan, Building and Equipment Maintenance Superintendent
JLR/DJC/djc/Im
attachment
cc: City Attorney
Management Team
Purchasing Officer
Fleet Policies and Procedures Committee
RESOLUTION NO. 97-16
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING THE FLEET POLICIES AND PROCEDURES
BE IT RESOLVED, that the Lodi City Council does hereby approve the
Fleet Policies and Procedures, as shown on Exhibit A, attached hereto.
Dated: February 5, 1997
I hereby certify that Resolution No. 97-16 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held February 5, 1997 by the
following vote:
AYES: Council Members -
NOES: Council Members -
ABSENT: Council Members -
ABSTAIN: Council Members -
JENNIFER M. PERRIN
City Clerk
97-16