VEHICLE MAINTENANCE DEPARTMENT BUDGET FUND: General Fund ACCOUNTING CODE:

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1 VEHICLE MAINTENANCE DEPARTMENT BUDGET FUND: General Fund ACCOUNTING CODE: ACTIVITY NAME: ADMIN VEHICLE VEHICLE FACILITY CITY HALL ENERGY FACILITY MAINTENANCE MAINTENANCE UTILITIES COORDINATO ACTIVITY CODE: NEW REQUEST TOTAL PERSONAL SERVICES 110 Salaries and Wages $ 563,548 $ 82,760 $ 392,694 $ 39,102 $ 48, Overtime/Terminatin 2,000 2, Other 75,168 75, Emplyer Cntributins 257,917 33, ,665 17,751-19,912 TOTAL PERSONAL SERVICES 898, , ,527 56,853-68,904 - SUPPLIES 210 Office Supplies 1,400 1, Operating Supplies 28, ,106 17, Repair/Maintenance 34,631-34, Gasline 4,991 4, Other Supplies 11, ,600 6,070 2, Supplies Fr Resale - - TOTAL SUPPLIES 80,538 1,150 10,106 59,446 6,718 2, PURCHASED SERVICES 310 Cmmunicatins Printing & Duplicating Publicity,Subscriptins,Dues Sewer 2, , Electricity & Natural Gas 170,002 89,671 3,680 76, Water Charges 12,356 3, , Telephne Service 2,590 1, Garbage 9,815 4,068 5, Prfessinal Services 12,895 5,195 5,980 1, Repair & Maintenance 212,326 35,670 15,735 9, , Travel 2, , Training 1, , Other Purchased Services - TOTAL PURCHASED SRVCS 427, ,958 23,715 15, ,593 2,385 - MISCELLANEOUS 400 Building Materials Fixed Charges Grants and Cntributins Transfers T Other Funds Cntingency - - TOTAL MISCELLANEOUS DEBT SERVICE 610 Principal Interest - TOTAL DEBT SERVICE CAPITAL OUTLAY 920 Lands & Buildings Imprvements Machinery & Equipment TOTAL CAPITAL OUTLAY DEPARTMENT TOTAL $ 1,406,750 $ 117,979 $ 151,064 $ 739,688 $ 79,019 $ 246,933 $ 72,067

2 VEHICLE MTNCE DIVISION EXPENDITURES - BUDGETED AND ACTUAL (AS OF JANUARY 31, 2014) 58% OF YEAR *AMENDED* % OF FY 14 ADJUSTED DEPARTMENT FY13 FY14 FY14 AMENDED ONE TIME FY 15 FY 15 FY 15 NEW FY 15 VEHICLE MTNCE ACTUAL BUDGET ACTUAL BUDGET COSTS BASE CHANGE BASE SUBTOTAL PROGRAMS TOTAL 110 SALARIES AND WAGES 613, , ,301 65% - 560,397 52, , , , OVERTIME/TERMINATION 649 2, % - 2,000-2,000 2,000-2, OTHER - 75,168-0% - 75,168 2,088 77,256 77,256-77, EMPLOYER CONTRIB. 212, , ,367 62% - 246,247 34, , , , STATE RETIREMENTS % TOTAL PERSONAL SERVICES 826, , ,040 58% - 884,372 89, , , , OFFICE SUPPLIES 516 1, % - 1,400-1,400 1,400-1, OPERATING SUPPLIES 18,659 28,506 12,580 44% - 28,506-28,506 28,506-28, REPAIR & MAINTENANCE 31,726 34,631 20,389 59% - 34,631-34,631 34,631-34, GAS & DIESEL 4,159 4,991 1,951 39% - 4,991-4,991 4,991-4, OTHER SUPPLIES 4,304 11,010 6,928 63% - 11,010-11,010 11,010-11, SUPPLIES FOR RESALE - - 0% TOTAL - SUPPLIES 59,363 80,538 42,666 53% - 80,538-80,538 80,538-80, COMMUNICATIONS % PRINTING & DUPLICATING % SUBSCRIPTIONS & DUES % SEWER 1,508 2,580 1,555 60% - 2,580-2,580 2,580-2, ELECT & NAT. GAS 158, ,271 74,383 45% 21, , , , , WATER 6,800 11,881 2,752 23% - 11,881-11,881 11,881-11, TELEPHONE 1,645 2, % - 2,590-2,590 2,590-2, GARBAGE 6,976 9,439 4,379 46% - 9,439-9,439 9,439-9, PROFESSIONAL SERVICES 8,681 8,415 1,445 17% - 8,415-8,415 8,415-8, REPAIR & MAINTENANCE 182, , ,664 50% - 209, , , , TRAVEL 1,086 2,050 1,341 65% - 2,050-2,050 2,050-2, TRAINING 1,319 1,850-0% - 1,850-1,850 1,850-1, OTHER % TOTAL-PURCHASED SERVICES 369, , ,290 46% 21, , , , , BUILDING MATERIALS % FIXED CHARGES % GRANTS AND CONTRIB % TRANSFERS % CONTINGENCY % TOTAL - MISCELLANEOUS % DEBT SERVICE % LANDS & BUILDINGS % IMPROVEMENTS % MACHINERY & EQUIP. 6,808-10,991 0% TOTAL - CAPITAL OUTLAY 6,808-10,991 0% DEPARTMENT TOTAL 1,261,640 1,378, ,987 55% 21,000 1,357,878 89,828 1,447,706 1,447,706-1,447,706

3 GENERAL FUND VEHICLE MAINTENANCE Prgram Descriptin The Vehicle Maintenance Divisin f the Public Wrks Department is respnsible fr prviding fleet and facility management services t vehicles, equipment, and facilities wned by the City f Missula. The facilities managed by this divisin include City Hall, the Central Maintenance Facility, the Street Divisin Building, the Cuncil Chambers Building, and the Missula Art Museum. The vehicles and equipment managed by this divisin include all f the City vehicles and equipment with the exceptin f the emergency Fire Department vehicles. This divisin f Public Wrks als prvides energy cnservatin, welding and fabricatin services. City Strategic Plan & Department s Implementatin Strategy Gal #1: Funding and Service Strategy: We will maintain the level f service t citizens. Finalize planning and prepare fr FY14 and FY15 implementatin f Central Maintenance Building and Tls upgrades fr City Shps. The upgrades will imprve service by increasing respnse times f the vehicles and equipment stred at the Central maintenance Facility. Cmplete the heated equipment strage building. Gal #2: Harmnius Natural and Built Envirnment Strategy: We will reflect values f sustainability in transprtatin and building design. Cntinue t search fr and apply efficient and sustainable alternatives t traditinal energy applicatins in City buildings and equipment. Begin HVAC energy cnservatin at City Hall and Fire Statin One. Assist the Parks Department in HVAC energy cnservatin prjects. FINANCIAL SUMMARY 73% f year Budget by Object f Actual Amended Actual * Prpsed Increase Percent Expenditure Categry FY 2013 FY 2014 FY 2014 FY 2015 (Decrease) Change Persnal Services $ 826,446 $ 884,372 $ 657,129 $ 898,633 $ 14,261 2% Supplies 59,363 80,538 52,428 80,538-0% Purchased Services 369, , , ,579 13,611 3% Miscellaneus Debt Service Capital Outlay 6,808-10, * Un-audited numbers Ttal $ 1,261,640 $ 1,378,878 $ 1,006,954 $ 1,406,750 $ 27,872 2% City f Missula FY 2015 Annual Budget Page C - 30

4 GENERAL FUND VEHICLE MAINTENANCE STAFFING SUMMARY Title Actual Actual Actual Prpsed FY 2011 FY 2012 FY 2014 FY 2015 VEHICLE MAINTENANCE SUPERVISOR WELDER/ LEAD LEAD SERVICE ADMINISTRATIVE SECRETARY FACILITIES MAINTENANCE WORKER ENERGY COORDINATOR Ttal N budget Highlights fr Budget Highlights Perfrmance Measures & Wrklad Indicatrs Perfrmance Measures Measure Actual Actual YTD Gal FY 2012 FY 2013 FY 2014 FY Scheduled repair w rk is an indicatin f practive 98.16% 97.11% 98.12% 70% maintenance. Scheduled w rk cst less and results in far less dw ntime than unscheduled w rk. Unscheduled w rk csts 50% mre and results in higher dw ntime rates. The gal is 70% scheduled repair w rk. 2. Preventive Maintenance (PM) prmtes a safer, mre 71.53% 57.83% % 60% efficient, fleet f vehicles. Additinally PM w ill extend the useful life f City Equipment. The gal is set at 60% direct PM w rk. Nte, indirect time w as factred ut in FY The average age f the fleet reveals hw effectively the equipment replacement prgram is being funded An average age f 5-7 years is cnsidered ideal in many APWA fleets. The gal set is a fleet w ith an average age f 7 years. 4 The ttal percent f "breakdw n" repairs. The gal 2.2% 2.1% 1.6% 5.0% is less than 5% f the ttal number f repair jbs. Value is expressed in Years City f Missula FY 2015 Annual Budget Page C - 31

5 GENERAL FUND VEHICLE MAINTENANCE Wrklad Indicatrs Indicatr Actual Actual YTD Gal FY 2012 FY 2013 FY 2014 FY Ttal number f equipment repair jbs cmpleted. 6,634 6,258 4,001 6, Ttal number f facility repair jbs cmpleted. 3,730 1, , Ttal available facility labr hurs budgeted. 2,080 2,080 2,080 2,080 4 Ttal number f direct facility labr hurs available. 1,825 1,831 1,360 1, Ttal number f mechanic labr hurs budgeted. 16,640 16,640 16,640 16, Ttal number f mechanic labr hurs n w rk rders 16,388 16,556 8,997 16, Ttal vehicle and equipment cunt excluding small equipment and emergency fire equipment Ttal number f repair jbs resulting frm accidents >45 9. Ttal parts and labr dllars spent n accident repairs. $27,677 $42,280 $14,100 >$ Ttal gallns f diesel fuel used. (CFA Recrds) 70,375 73,100 55,565 72, Ttal gallns f unleaded fuel used. (CFA Recrds) 106, ,630 75, , Ttal gallns f fuel used. (CFA Recrds) 176, , , ,000 City f Missula FY 2015 Annual Budget Page C - 32

6 VEHICLE MAINTENANCE FY 2013 BUDGET BY OBJECTS\ACCT. NUMBERS ACCT ACCOUNT NAME FY 2015 FY15 % <> FY 2014 FY14 % <> FY 2013 # OR DESCRIPTION BUDGET FY 2014 BUDGET FY 2013 BUDGET 100 PERSONAL SERVICES 110 SALARIES AND WAGES $613, % $621, % $565, OVERTIME / TERMINATION $2, % $2, % $2, EMPLOYER CONTRIBUTION $358, % $223, % $223, TOTAL PERSONAL SERVICES $974, % $846, % $790, OPERATING SUPPLIES 210 OFFICE SUPPLIES $1, % $1, % $ OPERATING SUPPLIES $28, % $28, % $28, REPAIR AND MAINTENANCE $34, % $34, % $33, GASOLINE AND FUEL $4, % $4, % $4, OTHER SUPPLIES $11, % $11, % $11, SUPPLIES FOR RESALE $0 $0 $0.00 TOTAL OPERATING SUPPLIES $80, % $80, % $78, PURCHASED SERVICES 310 COMMUNICATIONS $ % $ % $ PRINTING AND DUPLICATION $ % $ % $ PUBLICITY, SUBSCRIPTIONS AND DUES $ % $ % $ SEWER $2, % $2, % $2, ELECTRICITY & NATURAL GAS $195, % $255, % $234, WATER CHARGES $12, % $11, % $11, TELEPHONE SERVICE $2, % $2, % $2, GARBAGE $10, % $9, % $9, PROFESSIONAL SERVICES $20, % $20, % $8, REPAIR AND MAINTENANCE $215, % $209, % $202, TRAVEL $2, % $2, % $1, TRAINING $1, % $1, % $ TOTAL PURCHASED SERVICES $464, % $517, % $473, OTHER OBJECTS 840 ADMINISTRATIVE CONTINGENCY $0 #DIV/0! $0 0.00% $0.00 TOTAL OTHER OBJECTS $0 #DIV/0! $0 #DIV/0! $ CAPITAL OUTLAY 920 BUILDINGS $4,700 #DIV/0! $0 0.00% $ IMPROVEMENTS $0 #DIV/0! $0 940 MACHINERY AND EQUIPMENT $0 #DIV/0! $0 0.00% $8, TOTAL CAPITAL $4,700 #DIV/0! $ % $8, TOTAL VEH. MAINT. BUDGET $1,523, % $1,444, % $1,350,662.18

7 Department New Request Frm Fiscal Year 2015 Department: VEHICLE MAINT 321 Rank: 1 Select One: New Prgram Title f New Request: XX Service Level Change Capital Request Energy Mnitring Sftware 1. Prgram Descriptin: This request funds the sftware prgram "Facility Dude". The sftware allws us t mnitr and track the energy use fr the City. This sftware had a very lw intrductry rate fr the first tw years. This is the first year n the full scale rate f $7,800-$8,000 per year. This sftware is currently being used by Chase Jnes as per the City cuncil clean air and carbn reductin plan and reslutin. 2. Service Delivery Impact: The reprts generated by this energy tracking sftware shuld aid us in reducing ur energy use and the assciated csts. This is als needed t meet the clean air, energy, and carbn reductin plan. 3. Persnnel Requirements: Nne at this time. The Energy Crdinatr is entering data int this prgram. 4. Cst Impact f New Prgram: Accunt # Item Facility Dude Sftware Quantity Unit Cst One Time Csts On-ging Csts Ttal Cst $ 8,000 $ 8, Expense Sub-Ttal $ 8,000 $ 8,000 Revenue Offset: Accunt # Revenue Descriptin Revenue Sub-Ttal Ttal Revenue $ - $ - Net Cst f Impact fr New Prgram $ 8, Other new prgram cnsideratin r impacts (including revenue): The csts f this prject are mre than ff set by the savings in energy cnsumptin. We are currently enjying a 23.61% reductin in electrical and natural gas. The Facility Dude sftware will becme a valuable aid in cntinued energy cnsumptin and the assciated csts.

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