ADMINISTRATIVE SERVICES DEPARTMENT

FY 2010-11Budget Planning

Worksession

February 23, 2010

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

$.14M $1M

$1.3M$8.2M

$16.5M

$41.4MFacilities

Fleet

Real Estate

Capital Projects

Dept Office

Energy Mgmt

2010 Department Budget

DEPARTMENT OVERVIEW

Authorized Positions:

FY 2007/08: 297

FY 2008/09: 295

FY 2009/10: 268

DEPARTMENT OVERVIEW

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

DEPARTMENT EXPENSES

• Fleet Management– Fuel Costs

Volatile fuel market makes forecasting fuel prices very difficult

$1.00

$1.50

$2.00

$2.50

$3.00

$3.50

$ Pe

r G

allo

n

Unleaded

Diesel

DEPARTMENT EXPENSES

Fuel Budget – Average Cost Paid Per Gallon

$2.99

$2.73

$1.65

$1.56

$2.58

$2.40

DEPARTMENT EXPENSES

Fleet Management – User Departments

FY 2010 FY 2011 % Chg

Public Works $4,798,991 $4,640,265 -3.3%Utilities $3,029,989 $3,027,088 -.1%

DEPARTMENT EXPENSES

Fleet Management – User Departments

FY 2010 FY 2011 % Chg

Sheriff’s Dept. $2,613,563 $2,912,150 11%                            

DEPARTMENT EXPENSES

Fleet Management – Aging Fleet

– Departments cannot budget for new or replacement vehicles due to cost constraints

– As vehicles get older, frequency of failures and cost to repair those failure increases

– First 4 months of FY 2008, had 1,749 work orders opened for unscheduled maintenance

– First 4 months of FY 2010, had 2,207 work orders opened for unscheduled maintenance

DEPARTMENT EXPENSES

Fleet Management – Aging Fleet

April 2008:# Pieces % of

FleetRolling Stock 7-9 Yrs Old 400 20.2%Rolling Stock > 10 Yrs Old 443 22.4% Total 843 42.6%

DEPARTMENT EXPENSES

Fleet Management – Aging Fleet

April 2008:# Pieces % of Fleet

Rolling Stock 7-9 Yrs Old 400 20.2%Rolling Stock > 10 Yrs Old 443 22.4% Total 843 42.6%

January 2010:# Pieces % of Fleet

Rolling Stock 7-9 Yrs Old 476 25.1%Rolling Stock > 10 Yrs Old 493 25.9% Total 969 51.0%

DEPARTMENT EXPENSES

Fleet Management – Aging Fleet

April 2008:# Pieces % of

FleetHeavy Equipment 7-9 Yrs Old 212 12.3%Heavy Equipment > 10 Yrs Old 731 42.5% Total 943 54.9%

DEPARTMENT EXPENSES

Fleet Management – Aging Fleet

April 2008:# Pieces % of Fleet

Heavy Equipment 7-9 Yrs Old 212 12.3%Heavy Equipment > 10 Yrs Old 731 42.5% Total 943 54.9%

January 2010:# Pieces % of Fleet

Heavy Equipment 7-9 Yrs Old 265 16.3%Heavy Equipment > 10 Yrs Old 811 49.9% Total 1,076 66.3%

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

• Facilities Management

– Utilities– Janitorial Services – Security Services– Postage

DEPARTMENT EXPENSES

100

125

150

175

200

2006 2007 2008 2009 2010

# o

f P

osi

tion

s

Authorized Positions

DEPARTMENT EXPENSES

5.0

5.5

6.0

6.5

2006 2007 2008 2009 2010

Sq F

eet

in M

illio

ns DEPARTMENT EXPENSES

Total Square Footage Maintained

$5

$10

$15

$20

2006 2007 2008 2009 2010

$ in

Mill

ions

UtilitiesMaintenance

Budget for Utilities and Maintenance

DEPARTMENT EXPENSES

$17.4M

$8.6M

$14M

$12.2M

66.9%

33.1%

Budget for Utilities and Maintenance

FY 2006

Utilities

Maintenance

$26M

DEPARTMENT EXPENSES

66.9%

33.1%

Budget for Utilities and Maintenance

FY 2006

Utilities

Maintenance

53.6%

46.4%

FY 2010

MaintenanceUtilities

$26M $26.2M

DEPARTMENT EXPENSES

Deferring Maintenance

DEPARTMENT EXPENSES

Performing Maintenance

DEPARTMENT EXPENSES

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

• Real Estate Management – Lease Operating and

Maintenance Expenditures Continue to Increase

DEPARTMENT EXPENSES

Real Estate Management- Leased Space

• 508,867 Total Sq. Ft. of Lease Space• 63% of Space for Constitutional Officers• 37% of Space for BCC Agencies

DEPARTMENT EXPENSES

FY 2010 Lease Budget:

• Comptroller’s Office - $1.44M• Records Management, Property

Accounting, Payroll, Audit, Warehouse

• Property Appraiser/Tax Collector – $1.43M• Office and Parking

• Sheriff’s Office - $962K• Sheriff’s SID, Mounted Patrol, Aviation Hangars,

Ag Marine

• Supervisor of Elections – $813K• Office and Warehouse

DEPARTMENT EXPENSES

FY 2010 Lease Budget (cont’d):

• Facilities Mgmt West, ISS Warehouse, 911 - $438K• EPD, Head Start, Public Works Warehouse – $383K• Fire Loss Mgmt/Office for Drug Free Community - $341K• MBI – $266K• Disney Entrepreneur Center - $220K• Orange TV - $182K• Admin Bldg/Library Garage Parking/Validations - $116K

TOTAL LEASE BUDGET: $6.6M

DEPARTMENT EXPENSES

DEPARTMENT EXPENSES

$6.67 $6.64

$6.84

6.0

6.2

6.4

6.6

6.8

7.0

2009 2010 2011

Budget

in M

illions

Lease Budget

• Department Overview

• Department Expenses

– Fleet Management

– Facilities Management

– Real Estate Management

• Budget Challenges

PRESENTATION OUTLINE

BUDGET CHALLENGES

Facilities Management:

• Increasing maintenance needs with

aging infrastructure

– Deferring maintenance

• Reduces life of equipment

• Results in costly replacement sooner

than anticipated

– No new carpet, paint, or sod

• Not sustainable

BUDGET CHALLENGES

Facilities Management:

• Rising utility costs

– Alarming trend

– Can’t control

– Decreases dollars available for

maintenance

BUDGET CHALLENGES

Fleet Management:

• Increasing Cost of Fuel

– Impacts user Departments

• Fire, Public Works, Sheriff

– Fewer dollars for core mission

• Deferring Maintenance

– Reduces life of vehicle

– Requires replacement sooner

• Not sustainable

BUDGET CHALLENGES

Real Estate Management:

• Continued challenges with

lease costs

– Must continue to provide space

– Moving to less expensive space

requires large upfront costs

ADMINISTRATIVE SERVICES DEPARTMENT

FY 2010-11Budget Planning

Worksession

February 23, 2010