ADMINISTRATIVE SERVICES DEPARTMENT FY Budget 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

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

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 2010FY 2011% Chg Public Works$4,798,991$4,640, % Utilities$3,029,989$3,027, %

DEPARTMENT EXPENSES Fleet Management – User Departments FY 2010FY 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 Fleet Rolling Stock 7-9 Yrs Old % Rolling Stock > 10 Yrs Old % Total %

DEPARTMENT EXPENSES Fleet Management – Aging Fleet April 2008: # Pieces% of Fleet Rolling Stock 7-9 Yrs Old % Rolling Stock > 10 Yrs Old % Total % January 2010: # Pieces% of Fleet Rolling Stock 7-9 Yrs Old % Rolling Stock > 10 Yrs Old % Total %

DEPARTMENT EXPENSES Fleet Management – Aging Fleet April 2008: # Pieces% of Fleet Heavy Equipment 7-9 Yrs Old % Heavy Equipment > 10 Yrs Old % Total %

DEPARTMENT EXPENSES Fleet Management – Aging Fleet April 2008: # Pieces% of Fleet Heavy Equipment 7-9 Yrs Old % Heavy Equipment > 10 Yrs Old % Total % January 2010: # Pieces% of Fleet Heavy Equipment 7-9 Yrs Old % Heavy Equipment > 10 Yrs Old % Total 1, %

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

Authorized Positions DEPARTMENT EXPENSES

Total Square Footage Maintained

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

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

Budget for Utilities and Maintenance FY 2006 Utilities Maintenance FY 2010 Maintenance Utilities $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, $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

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 Budget Planning Worksession February 23, 2010