1. Fleet Forum April 14 – 9 to 11 am Agenda Fleet 101 Look, Mom, I got an “A” Enhancing your Fuel Tank (We don’t mean siphoning) What’s New.

2. Fleet 101 Sam Lee 801-538-3452 samlee@utah.gov

3. Fleet 101 Overview of Fleet Programs and Services Update on Personnel Changes Fleet Management Philosophy

4. Overview of Fleet Services Fleet 101 Accident Management Rates for Leased Vehicles –Monthly Fixed Rate –Per Mile Rate Take Home Documentation Energy Efficiency –20% by 2015 –Tracking Energy Statistics –Capital Credit Vehicle Utilization –Moving away from 625 –Documenting vehicle use categories Vehicle Operators Obtaining Vehicles –Replacement at 105,000 –Short Term Leases –Seasonal Vehicles Licensing and Registration Maintenance, Repair, and Roadside Assistance State Fuel Cards and Stations –Should a use a state owned fuel site? –Reimbursements Recalls Daily Pool Services

5. Vehicle Operators Operator ID’s –Documenting Basic Contact Information –Driver’s License –ELCID Code (billing) Defensive Driver Training Weekly License Checks with Public Safety Driver Eligibility

6. Obtaining Vehicles Replacement at 105,000 Miles Short Term Vehicle Leases –Greater than 2 months, up to 1 year Greater than 1 year requires expansion approval Seasonal Vehicles –Please notify DFO staff at least 9 months in advance Replacement Process –Justification up from a compact sedan –Actual vehicle replacement sent out –Vehicle exchange time period is generally mid spring to summer

7. Licensing and Registration Marked Vehicles Unmarked Vehicles Expires every June 30th Expires during different months of the year

8. Maintenance, Repair, and Roadside Assistance Automotive Resource International (ARI) –1 (800) CAR-CARE –Maintenance schedule…follow the coupon book –Repair Procedures Finding a Vendor? –Roadside Assistance Rental vehicles Getting Home Waiting for the vehicle Feedback about ARI…

9. State Fuel Cards and Stations –Should you use a state owned fuel site? –“Card with the car” and “PIN with the person” –Replacement gas cards –How to find fuelman stations? http://www.fuelman.com –Reimbursements procedures

10. Recalls Recall notices will come from Paul Ferguson of DFO Take the vehicle to a local dealer with the PDF document sent by Paul Return the work order ticket or receipt to Paul so we can close the recall work order

11. Daily Pool Services Enterprise Rent-A-Car –Available Statewide (19 locations) –Four new locations American Fork, Spanish Fork, S. Salt Lake, Price –60 Days or less Enterprise is not intended as an expansion vehicle –250 “Free Miles” from Enterprise All reservations are made on-line (fleet.utah.gov)

12. Accident Management All accident reports are submitted on-line What is an accident? What is an unknown accident? Should you call the police? Accident Review Committees –Reporting the results of the ARC Questions about accidents call Cerena Crosby

13. Rates for Leased Vehicles Fixed Rate + Variable Rate = Monthly Bill –Fixed rate (depreciation + overhead) –Variable Rate (fuel + maintenance + repair) Other Charges … –Daily pool use –One time charges http://fleet.utah.gov/administra tion/fleetfinance/documents/20 09RateMatrixforpublic.pdf Fleet Rate Matrix

14. Take Home Documentation Who should have a “take home vehicle?” –Elected or Appointed Officials –24-Hour “On-Call” –Virtual Office –Practical Use How is it documented? –On-line form Is my take home a taxable fringe benefit?

15. Energy Efficiency 20% by 2015 –Rightsizing –Changing Driver Behavior Annual Report Tracking Core Energy Statistics –Miles –Fuel Gallons –Miles Per Gallons –Cost Per Mile –Vehicle Counts Capital Credit –Turn in a vehicle and the vehicle slot is held for 5 years

16. Vehicle Utilization The new utilization approach seeks first to identify the use of all vehicles We (Both the Agency and DFO) can then determine acceptable vehicle counts based on average monthly mileages and use of the vehicle.

17. Fleet Management Philosophy DFO Mission Statement –“Emphasizing customer service, we provide safe efficient, dependable, and cost- effective services” Customer Service vs. Compliance

18. Personnel Changes Al Orwin’s last day was March 31 st –Scott Bingham will be taking over Al’s ARI oversight duties Frank Mortenson –Retired in January –Doug Middleton is working for DFO again this summer and fall season

19. Customer Service Visits We would like to visit with you one- on-one –Let us know what you would like to discuss when we call… –We want to meet your fleet needs!

20. Questions? Contact Information for Sam Lee Phone: (801) 538-3452 Email: samlee@utah.gov

21. Look, Mom, I got an “A” Amanda Ronan 801-538-3586 aronan@utah.gov

22. Report Card Changes The grading scale Full Service Lease Agencies will now be graded. The Gold Stars have been removed.

23. Check your Reports The Report Card exception reports can be found on Fleet’s online reports. Check them monthly. The PM History preliminary will be sent out on June 1, 2009.

24. Questions?

25. Enhancing Your Fuel Tank Scott Bingham Assistant Fleet Manager 801-537-9134 swbingham@utah.gov

26. Resources to Enhance Your Fuel Tanks www.fueleconomy.gov www.energy.gov www.epa.gov

27. www.fueleconomy.gov Drive more efficiently Keep your vehicle in good shape Plan & Combine Trips Choose a More Efficient Vehicle

28. Drive More Efficiently Drive Sensibly Observe the Speed Limit Remove Excessive Weight Avoid Excessive Idling Use Cruise Control Use Overdrive Gears

29. Keep Your Vehicle in Good Operating Condition Keep your Engine Properly Tuned Keep Tires Properly Inflated Use the Recommended Grade of Motor Oil

30. Plan and Combine Trips Combine Errands into one trip Commute during non-peak travel hours Carpool/Rideshare programs Telecommuting/Teleconferencing...Fleet FORUM

31. Choose a More Efficient Vehicle “Selecting which vehicle to purchase is the most important fuel economy decision you'll make.”

32. Vehicle Idling 22 State of Utah Telematics equipped vehicles Vehicles need to idle more than 10% to create an event Average Idle Time % for the entire state Fleet excluding “Emergency” vehicles is…. 22%

33. Vehicle Idling For the past 14 months, what is the Total Days of vehicle idle time for the State Of Utah, Telematics equipped vehicles? 74 Total Days (1780 hours) Entire State Fleet 40.5 Years

34. Energy wasted through the tailpipe of 22 vehicles Every hour a vehicle idles,.76 gallons are wasted 1,352 Gallons $2,400 26,000 Pounds of CO 2

35. Idling Myths…Busted Vehicles do not need to “Warm-Up” on cold mornings Vehicles do not waste more fuel than if you let them idle Vehicle starter motors will not go out because you have turned your vehicle on/off frequently

36. Recommendation If you plan on idling for more than 10 seconds, turn the vehicle off If the ambient temperature is below zero let the vehicle “warm up” for 20 to 30 seconds

37. Recommendation Help your Agency understand the HUGE problem of idling vehicles Help your Agency understand that vehicles do not need to idle Help your Agency understand that they can meet the Governor’s Energy Efficiency Standards by implementing this one aspect of fleet management

38. Questions? Scott Bingham Assistant Fleet Manager swbingham@utah.gov 801-537-9134

39. What’s New Margaret Chambers 801-538-3014 margaretchambers@utah.gov

40. 105,000 Lifecycle Rate Impact Contact Gary at 801-538-3792 or garyrobertson@ utah.gov if you have any questions garyrobertson@ utah.gov

41. Governor’s Cabinet Council Energy Efficiency Focus on Human Behavior Creation of Green Teams

43. Current News About Us Admin. Forms Reports Calendar FAQ’s Contact Us DAS Home DFO Home Service Plan Fleet Fuel Surplus FleetFocus Daily Rentals Energy MVRC Org. Chart

44. Questions? Margaret Chambers Division Director 801-538-3014 margaretchambers@utah.gov