2013 State Fleet Manager s Workshop Salt Lake City, Utah Workshop Brochure ***(Updated 9/25/2013)***

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1 2013 State Fleet Manager s Workshop Salt Lake City, Utah Workshop Brochure ***(Updated 9/25/2013)*** Agenda Hotel Transportation Lead Sponsor Special thanks to all of our workshop sponsors!

2 The 2013 NCSFA State Fleet Manager s Workshop is a joint effort of NCSFA and the State of Utah, Division of Fleet Operations. Special thanks to Sam Lee and all of the employees in the Division of Fleet Operations for hosting this workshop in beautiful Salt Lake City, Utah. We invite you to join us and take part in this intensive workshop designed for state and government fleet managers where all of the presenters are fleet managers. We trust that you will find the curriculum challenging and the networking with your peers worth the trip! Any questions about the workshop can be directed to [email protected]. Hope to see you in Salt Lake City! Barb Bonansinga State of Illinois NCSFA President Sam Lee State of Utah NCSFA Vice-President & Workshop Host

3 Wednesday October 9, :15 to Noon Noon to 1:00 1:00 to 1:30 1:30 to 2:15 2:15 to 3:00 3:00 PM 3:15 to 4:00 4:00 to 4:45 Travel from the Hyatt Place Hotel to the Utah State Capitol (Shuttles will depart from the hotel every 15 minutes from 11:15 to noon) Registration & Welcome Lunch Co-sponsored by Utilimarc (Sponsorship opportunity still available) Introduction of Workshop Attendees / Introduction of the Workshop Agenda (Barb Bonansinga & Sam Lee) Panel: Travel Optimization - Learn how Missouri and Illinois are encouraging employees to utilize the lowest cost form of travel between state owned, rental or personally owned vehicles. Learn how their travel reduction and policy initiatives have resulted in real savings for their state (Cindy Dixon, State Fleet Manager, State of Missouri and Barb Bonansinga, Fleet Managers, State of Illinois) Topic: Lessons learned in the implementation of compressed natural gas vehicles in the State of Utah Fleet (Sam Lee, Fleet Director, State of Utah) Snack Break/Networking Sponsored by CEI Topic: Managing your fleet program as an "Internal Service Fund" (Gary Robertson, Fleet Deputy Director, State of Utah) **Moderated roundtable discussion from a list of topics voted as most important by workshop attendees (See the list of topics below) 4:45 to 5:00 Break/Networking

4 Wednesday October 9, :00 to 6:30 6:30 to 7:00 6:45 to 7:30 7:30 to 9:00 Optional Tour of the Utah State Capitol Those interested in the free tour will meet in the Capitol Rotunda by 5:00 PM) / Travel back to the Hyatt Place Hotel -Shuttles will leave every 15 minutes from 5:00 to 5:30 Travel time to dinner (Shuttles will leave the Hyatt Place Hotel every 15 minutes from 6:30 to 7:00) Social Networking at our dinner location Light refreshments and drinks provided. Dinner for workshop attendees at the Bambara restaurant located at the Hotel Monaco Sponsored by WEX Thursday October 10, :30 to 8:30 8:30 to 9:00 9:00 to 9:30 9:30 to 10:15 10:15 to 10:30 10:30 to 11:15 AM Breakfast on your own (The Hyatt Place Hotel offers a hot breakfast with the room). There is a Café at the Utah State Capitol for those that want to eat breakfast after arriving on Capitol Hill. See transportation section for shuttle options. A Fleet Management Checklist. What resources are available through members of NCSFA (Facilitated discussion by Sam Lee, Fleet Director, State of Utah) Speaker: Kristin Cox, Office of the Governor (State of Utah) "Improving Efficiency in Government" Topic: Fleet Rightsizing (Scott Bingham, State Fleet Manager, State of Utah) Break/Networking Sponsored by Networkfleet Topic: Promoting your fleet's value (To Executive/Legislative Branch Leadership and through National Fleet Magazines and Conferences (Richard Battersby, Fleet Manager, UC Davis)

5 Thursday October 10, :15 to Noon Noon to 12:15 12:15 to 1:30 Topic: Replacement schedule survey results (what year or mileage should you replace your vehicles and equipment?) (Eric Gardner, Assistant Fleet Manager, State of Utah) Travel to the lunch venue /networking (transportation provided from the State Capitol to the Smith Building) Lunch at the Smith Building in Downtown (Harmony Room) Sponsored by Quigley Motor Company, Inc. 1:30 to 1:45 1:45 to 2:30 2:30 to 3:15 PM 3:15 to 4:00 4:00 to 4:45 4:45 to 5:00 Travel back from the Smith Building to the Utah State Capitol /networking (transportation provided) Topic: Compliance with the federal Energy Policy Act (EPACT) Review of EPACT for state fleets, rule making changes and short summary of alternative compliance options for state fleets. (Ted Sears, Senior Project Leader, National Renewable Energy Laboratory) Topic: Using telematics in your fleet (Beth Neeman, Fleet Manager, State of Delaware) Walk around demo showing how the State of Utah equips highway patrol police vehicles (Dan Black, Public Safety Equipment Specialist, State of Utah) Topic: The future of NCSFA (moderated discussion about the strategic plan, mission, services, and products of NCSFA) (including a discussion of NCSFA Benchmarking Initiatives)(Barb Bonansinga, State Fleet Manager, State of Illinois) Break/Networking

6 Thursday October 10, :00 to 6:30 6:30 to 7:00 7:00 to 9:00 Optional tour of the LDS genealogical library or conference center in downtown SLC (approximately 9 blocks south of the Capitol) / Shuttles will department from the State Capitol every 15 minutes from 5:00 to 5:30 Travel time to dinner (Shuttles will leave the Hyatt Place Hotel every 15 minutes from 6:30 to 7:00) Dinner for workshop attendees at the Little America Hotel (Sponsored by ARI) Friday October 11, :30 to 8:30 8:30 to 9:00 9:00 to 10:00 10:00 to 10:15 10:15 to 11:00 Breakfast on your own (The Hyatt Place Hotel offers a hot breakfast with the room). Shuttle service to the State Capitol from the Hyatt Place Hotel will begin at 7:30 AM. The last Shuttle departure from the Hyatt Place will be at 8:15 AM. There is a Café at the Utah State Capitol for those that want to eat breakfast after arriving on Capitol Hill. Topic: Strategies to reduce accidents, high risk drivers and liability in your fleet (Brian Nelson, Division of Risk Management, State of Utah) Leadership Development Training (Dan Chase, Trainer - Department of Human Resource Management, State of Utah) Break/Networking (sponsored by Invers) **Moderated roundtable discussion from a list of topics voted as most important by workshop attendees (See the list of topics below)

7 Friday October 11, :00 to 11:45 11:45 to Noon Noon to 1:00 1:00 to 1:30 Topic : Benchmark Data Snapshot from the State of Utah (comparing State of Utah fleet data to your fleet data) (CPM, miles between preventable accidents, maintenance compliance percentages, salvage values, repair labor rates, etc.) (Scott Bingham, State Fleet Manager, State of Utah) Conference Wrap up "What have you learned?" "What idea are you going to take home and implement in your fleet?" ( Sam Lee & Barb Bonansinga) Concluding Lunch for all Workshop attendees (co-sponsored by FuelMaster) Travel back to the Hotel from the Utah State Capitol (Shuttles will depart the State Capitol Every 15 from 1:00 to 1:30) **Roundtable Discussion Topics: Where has your fleet been able to successfully outsource or privatize fleet functions? Reducing maintenance and repair expenses, meeting seasonal vehicle needs from your customers, reports and information for your customers from your information system, using social media to conduct business and communicate with customers, using a fleet advisory committee, experience with dedicated electric vehicles, best practices with executive vehicles, lack of replacement funding, Developing a Continuity of Operation Plan (COOP) to prepare for a disruption to your business services, administering car washes, cooperative contract purchasing, protecting sensitive fleet data from hackers/identity thieves, fuel card controls, daily pool/short term vehicle rentals (internally and with outsource vendors), using smart phone apps in a fleet environment, are you getting the value out of your fleet information system?

8 Hyatt Place Salt Lake City Downtown 55 North 400 West Salt Lake City, Utah Hotel Phone: HOTEL INFORMATION Group Rate: $109 per night (available to attendees for October 8-11, 2013) Reference: National Conference of State Fleet please call to make your reservation Overflow Hotel Little America Hotel - Rate $139 as rooms are available. 500 South Main Street, Salt Lake City. To contact the Little America Hotel call and mention "National Conference of State Fleet Administrators" when making reservations. Travel to/from the Airport TRANSPORTATION INFORMATION Light Rail Service (Utah Transit Authority Green Line) is available from the Salt Lake City Airport to Downtown Salt Lake City. The light rail train stop is located at the south end of Terminal One. A train leaves the Airport for the city center every 15 minutes on weekdays. The Arena stop on the Green Line is closest to the Hyatt Place Hotel.

9 Taxi Service Taxi service booths are located outside of door #7 in Terminal One and door #11 in Terminal Two. The Hyatt Place Hotel is about 6 miles east of the Airport (12-15 minutes by taxi cab). Rental car service Car rental facilities are located on the ground floor of the short-term parking garage directly across from the terminal buildings at the Airport. Meeting Locations All workshop meetings will be held in the Auditorium of the State Office Building (350 North State Street, Salt Lake City Utah 84114). The State Office Building is immediately north of the Utah State Capitol. The Auditorium is on the 1 st floor but public entrance to the State Office Building is only available on the plaza level or 2 nd floor (look for the reflection pool on the plaza level in-between the Utah State Capitol and the State Office Building). Transportation to/from the Hyatt Place Hotel: Shuttle service will be available for all workshop attendees to/from the hotel and the conference meetings at the following times: Wednesday October 9 th o Shuttles will depart from the Hyatt Place Hotel every 15 minutes from 11:15 to noon. o Shuttles will leave the State Capitol every 15 minutes from 5:00 to 5:30 PM (workshop attendees who take the tour of the Utah State Capitol will have shuttle service back to the Hyatt Place Hotel following the tour). o Shuttle service from the Hyatt Place Hotel to the dinner venue will begin at 6:30 PM and will run every 15 minutes until 7:00 PM. Return shuttle service will also be available at the conclusion of the evening dinner.

10 Thursday October 10 th o Shuttle service to the State Capitol from the Hyatt Place Hotel will begin at 7:30 AM and will run every 15 minutes until 8:15 AM. o Shuttles will leave the State Capitol every 15 minutes from 5:00 to 5:30 PM (attendees who take the tour of the LDS Conference Center/Family History Library will have shuttle service back to the Hyatt Place Hotel following the tour). o Shuttle service to the dinner venue will begin at 6:30 PM and will run every 15 minutes until 7:00 PM. Return shuttle service will also be available at the conclusion of the evening dinner. Friday October 11 th o Shuttle service to the State Capitol from the Hyatt Place Hotel will begin at 7:30 AM and will run every 15 minutes until 8:15 AM. o Shuttle service back to the Hyatt Place Hotel will depart the State Capitol Every 15 minutes from 1:00 to 1:30 PM. NEW! Shuttle Service from Little America Hotel Shuttle pickup from Little America to the State Capitol at 8:00 AM and 8:15 AM on Thursday and Friday morning. Return shuttles to the hotel will be provided after workshop sessions, optional tours and immediately following the Wednesday night dinner. Thursday night s dinner is at the Little America Hotel.