Agenda - Council Work Session - 09/11/2012

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Important Service - Specific Considerations CPM 101 Annual Report: FY2011 Fleet Management /41 • Contractors- Included in fleet management expenditures is work performed by contractors paid by the local government. • Services provided- Communities that have a broad range of services (e.g., utilities, human services, jails) may have more vehicles and, thus, be less affected by a few vehicles or subclasses of vehicles with high maintenance costs. • Fleet Policies- There are a number of policies that have a large impact on fleet maintenance expenditures such as the age of vehicles in a fleet, mileage reimbursement, designated versus pool cars, driver preventive maintenance checks, and personal use of vehicles (e.g., marked patrol cars that may be driven home). (Questions regarding the age of vehicles and vehicle assignments are included in the CPM Comprehensive Survey.) Broadly speaking, the physical, political, and demographic characteristics of each reporting jurisdiction also influence performance: • Examples include unusually good or bad weather, new state or federal mandates, significant changes in state or federal aid, major budget cuts, and median household income. Citizen preferences, council or board priorities, local tax resources, and state - imposed spending limits cause additional variation in the funds, equipment, and staff available for providing fleet management services. A list of additional considerations applying to all service areas is included in the introduction to this report. Please review it before reporting, analyzing, or otherwise using the information in this report. Suggested Applications • Evaluate the results. An important first step in being able to use the data is to take the time to evaluate and study the results. Make sure that you have reviewed the definitions and explanatory notes located at the end of the section to ensure you understand what each figure is portraying. In addition to the graphs already created, in the data file you can create new graphs to help in your analysis. In looking at the data, use each figure to examine your performance compared to your peers. Look at where your jurisdiction falls in regards to the means and medians for each figure. It is helpful to make a list of the areas where your jurisdiction is performing well and the areas where there is room for improvement. • Review your current policies. In looking to apply the data, consider why your jurisdiction might be performing well in certain areas. Perhaps you could use it as an opportunity to reward or celebrate the achievement and hard work of those involved. Also, consider ways to continue this high performance and expand it to other areas in the department or across the jurisdiction. If you are performing above the norms, check in with ICMA if you would be willing to share what you are doing to achieve high performance. Your practices may be suitable for write -up that can be shared with others. OCMA Center for Performance Measurement'"