ADMINISTRATIVE SERVICES DEPARTMENT

1. ADMINISTRATIVE SERVICES DEPARTMENT FY 2010-11 Budget Planning Worksession February 23, 2010

2. PRESENTATION OUTLINE • Department Overview • Department Expenses • Fleet Management • Facilities Management • Real Estate Management • Budget Challenges

3. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

4. DEPARTMENT OVERVIEW 2010 Department Budget

5. Authorized Positions: FY 2007/08: 297 FY 2008/09: 295 FY 2009/10: 268 DEPARTMENT OVERVIEW

6. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

7. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

8. Fleet Management Fuel Costs Volatile fuel market makes forecasting fuel prices very difficult DEPARTMENT EXPENSES

9. DEPARTMENT EXPENSES Fuel Budget – Average Cost Paid Per Gallon $2.99 $2.73 $2.58 $2.40 $1.65 $1.56

10. DEPARTMENT EXPENSES Fleet Management – User Departments FY 2010FY 2011% Chg Public Works $4,798,991 $4,640,265 -3.3% Utilities $3,029,989 $3,027,088 -.1%

11. DEPARTMENT EXPENSES Fleet Management – User Departments FY 2010FY 2011% Chg Sheriff’s Dept. $2,613,563 $2,912,150 11%

12. 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

13. 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 44322.4% Total 84342.6%

14. 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 44322.4% Total 84342.6% January 2010: # Pieces% of Fleet Rolling Stock 7-9 Yrs Old 476 25.1% Rolling Stock > 10 Yrs Old 49325.9% Total 969 51.0%

15. 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 73142.5% Total 94354.9%

16. 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 73142.5% Total 94354.9% January 2010: # Pieces% of Fleet Heavy Equipment 7-9 Yrs Old 265 16.3% Heavy Equipment > 10 Yrs Old 81149.9% Total 1,076 66.3%

17. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

18. DEPARTMENT EXPENSES • Facilities Management • Utilities • Janitorial Services • Security Services • Postage

19. DEPARTMENT EXPENSES Authorized Positions

20. DEPARTMENT EXPENSES Total Square Footage Maintained

21. DEPARTMENT EXPENSES Budget for Utilities and Maintenance $17.4M $14M $12.2M $8.6M

22. DEPARTMENT EXPENSES Budget for Utilities and Maintenance FY 2006 $26M Maintenance Utilities

23. DEPARTMENT EXPENSES Budget for Utilities and Maintenance FY 2006 FY 2010 $26M $26.2M Maintenance Maintenance Utilities Utilities

24. Deferring Maintenance DEPARTMENT EXPENSES

25. Performing Maintenance DEPARTMENT EXPENSES

26. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

27. DEPARTMENT EXPENSES • Real Estate Management • Lease Operating and Maintenance Expenditures Continue to Increase

28. 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

29. 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

30. 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

31. DEPARTMENT EXPENSES Lease Budget

32. Department Overview Department Expenses Fleet Management Facilities Management Real Estate Management Budget Challenges PRESENTATION OUTLINE

33. 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

34. BUDGET CHALLENGES Facilities Management: Rising utility costs Alarming trend Can’t control Decreases dollars available for maintenance

35. 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

36. BUDGET CHALLENGES Real Estate Management: Continued challenges with lease costs Must continue to provide space Moving to less expensive space requires large upfront costs

37. ADMINISTRATIVE SERVICES DEPARTMENT FY 2010-11 Budget Planning Worksession February 23, 2010