HomeMy WebLinkAboutAgenda - 12-05-2005-9bORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 5, 2005
Action Agenda
Item No. ~-
SUBJECT: Draft Vehicle Fuel Conservation Policy and Report on Fuel
Use and Costs
DEPARTMENT: Public. Works, Personnel,
Energy Task Group
ATTACHMENT(S):
Draft Vehicle Fuel Conservation Policy
Under separate cover: Orange County
Fuel Use and Cost Report
PUBLIC HEARING: (YIN) No
INFORMATION CONTACT:
Wayne Fenton, Assistant Public Works
Director, Telephone 919-245-2628
Wilbert McAdoo, Public Works Director,
Telephone 919-245-2625
Elaine Holmes, Personnel Director,
Telephone 919-245-2552
PURPOSE: To consider adoption of a Vehicle Fuel Conservation Policy covering Orange
County government vehicles and motorized equipment, in follow up to the Board's
Environmental Responsibility goal and to receive a report on vehicle fuel use and possible fuel
conservation performance measures.
BACKGROUND: In keeping with the Orange County Environmental Responsibility goal and
Board of County Commissioners' direction, the Public Works Department, in conjunction with
the Personnel Director and the Energy Conservation Task Group has developed a draft Vehicle
Fuel Conservation Policy for Board review. Staff also has compiled and analyzed data on
vehicle fuel use/costs and developed possible fuel conservation performance measures for the
Board's review,
Draft Policy
The attached draft establishes County policy to conserve fi~el and reduce fi~el consumption. It
specifically covers vehicles and motorized equipment and use of gasoline, diesel and alternative
fuels.
Building energy conservation is addressed in a separate policy on this agenda and water
conservation will be addressed in an upcoming policy, as outlined in next steps below.
Policy highlights include:
• Setting goals.
• Designating responsibilities for fuel conservation as to the Energy Conservation Task Group,
Public Works Department, department heads and employees,
• Providing for an annual Vehicle Fuel Conservation Action Plan setting out specific actions to
be accomplished during the coming year for review and approval by the Board, in
conjunction with the annual budget process.
• Providing for data collection, reporting and performance measures to assess fuel
conservation performance,
• Establishing a framework of supporting programs including employee awareness, incentives,
acquisition of fuel-efficient vehicles and equipment and so forth.
Fuel Use, Costs and Performance Measures
Public Works maintains a database of vehicle fiiel consumption and cost information from the
County's fuel station and off-site fuel transactions. This will serve as the basis for measuring
the County's success in reducing fuel consumption, As the Board wishes, this information may
be presented in a variety of formats and varying levels of detail.
Under separate cover, Public Works has provided a report covering Orange County vehicle fuel
use and cost, Public Works also will provide a brief presentation of this information at the
Board meeting. At the Board meeting, the Board may wish to provide direction to staff on the
types of fuel usage information that it wishes to receive and the desired format for this
information. Based on the current data, staff recommends three measures be used to assess
the County's success in reducing fuel consumption and use of alternative fuels, These are
year-to-year comparisons of:
• Average miles per gallon for each department's vehicle fleet and for the County as a whole
• Total miles driven by each department and for the County as a whole.
• Number and usage of alternative fuel vehicles,
For the future, staff is assessing other possible measures to measure success in conservation,
while taking into account service delivery needs and requirements for each department,
Next Steps
Planned next steps include:
At the December 13 meeting, staff will present a draft water conservation policy for the
Board's consideration to address the need to conserve water resources,
• Also at the December 13 meeting, staff will present a report on water consumption, costs
and possible performance measures for tracking progress.
FINANCIAL IMPACT: There is no direct financial impact related to adopting the policy or
receiving the report. Any additional budget recommended for vehicle and equipment
replacements will be presented during the annual budget process. A primary projected
outcome of implementation of the Vehicle Fuel Conservation Policy is to reduce fiael costs
and/or mitigate energy cost increases. Costs associated with specific vehicle and equipment
replacement will be addressed through the Capital Improvement Plan process.
RECOMMENDATION(S): The Manager recommends that the Board;
Adapt the attached Vehicle Fuel Conservation Policy effective January 1, 2006, subject to
any further direction it may wish to provide.
2. Receive the report on County vehicle fuel use and measures and provide additional direction
to staff as desired.
Orange County
Effective: (date)
-DRAFT-
Vehicle Fuel Conservation Policy
A. General
Attachment
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption,,." In support of this goal, the County has adopted
this Vehicle Fuel Conservation Policy,
Costs for gasoline and diesel fuel for County vehicles and motorized equipment are
significant. Beyond this, fuel consumption for vehicles and motorized equipment has
significant environmental impacts. As a result, it is both necessary and beneficial for
the County to adopt a policy of fuel conservation and efficiency.
Water conservation and energy conservation for County buildings are addressed in
separate policies.
B. Purpose
The purpose of this policy is to reduce the County government's vehicle fuel
consumption, wherever possible; improve fuel efficiency; and maximize the use of
alternative fuels for that fuel that must be used to operate Orange County vehicles and
motorized equipment, consistent with the need for safe, and reliable County vehicles
and motorized equipment.
C. Policy Goals
Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's vehicle
fuel use and conserve fuel.
2, Manage vehicle and motorized equipment fuel consumption to minimize use to the
greatest extent possible while maintaining safe and reliable vehicles and motorized
equipment,
3. Provide for the use of alternative fuel (which may include compressed natural gas,
bio-diesel, hybrid gas/electric, or the like) vehicles and motorized equipment, unless
service needs cannot be met with an alternative fuel vehicle or motorized equipment
- as determined by the County Manager.
4, Purchase vehicles and motorized equipment that meet service delivery needs with
the greatest fuel efficiency possible whether alternative or traditional fuel.
Orange County
Effective: (date)
Attachment
5. Achieve a reduction in average fuel consumption per mile annually for vehicles and
per hour of operation for motorized equipment.
6. Support change to State agency policies that fasters monetary incentives to make
fuel efficiency and alternative fuel efforts economically attractive and to streamline
program justification requirements so that projects can be executed within a timely
interval, and savings quickly realized.
D. Scope
This policy applies to all County awned and leased vehicles and motorized equipment
and the operators of these vehicles and equipment.
E. Responsibilities
1. Energy Conservation Task Group
As provided in the County s Energy Conservation Policy, the Manager appoints an
Energy Conservation Task Group. The Task Group provides direction, counsel and
oversight as to implementation of the Vehicle Fuel Conservation Policy. As
necessary, the Task Group addresses questions of policy interpretation and
adherence.
2. Purchasing and Central Services Director
The Purchasing and Central Services Director manages the vehicle acquisition or
replacement process as provided in this policy.
3. County Manager
The County Manager's advance approval is required for purchase of any new or
replacement vehicle or motorized equipment.
4. Public Works Department
The Public Works Department is responsible for:
• Performing preventive and corrective maintenance for County vehicles and
motorized equipment to ensure maximum fuel efficiency is achieved.
• Preparing the annual vehicle replacement report.
5. Department Heads
Department Heads are responsible for:
Orange County
Effective; (date)
Attachment
• Communicating the County's fuel conservation goals and policies to staff,
providing gtaidance and promoting adherence.
• The assignment of departmental vehicles to departmental staff,
• For vehicles not assigned to a single individual, designating one operator and one
backup operator to monitor use and schedule preventive maintenance service as
needed.
Communicating and justifying any request for new and replacement vehicles and
motorized equipment as part of the annual budget process.
• Monitoring employee conformance with requirements for vehicle and motorized
equipment maintenance, including scheduling of preventive maintenance service.
6, Employees
Employees who operate County vehicles and motorized equipment are responsible
for ensuring that:
• Tire and fluid inspections for vehicles are performed (by self, or by Motor Pool
staff) according to published directions from the Public Works Department,
• The assigned vehicle is scheduled and delivered to Public Works for preventive
maintenance service within time and/or mileage intervals identified by Public
Works,
• Corrective maintenance is scheduled with Public Works as soon as possible
when a problem with the vehicle is encountered or identified.
• Vehicles are operated according to all applicable laws and rules of the road,
This increases fuel conservation and safety.
• Information about fuel transactions other than those through the automated fuel
system are reported to Public Works as provided by Public Works procedures,
F. Vehicle Operation
Vehicles are to be operated in keeping with manufacturers recommendations and
specifications, and applicable County policy.
2. To maximize fuel efficiency, vehicles are to be serviced at intervals identified by the
Public Works Department.
Orange County
Effective: (date)
Attachment
3. To meet department specific service levels while achieving the highest fuel
economy, departments, where applicable, use geographic information systems
(GIS) or other industry tools and standards to design and implement vehicular
routes/schedules and deployment strategies/schedules.
G. Fuel Conservation Action Plan
Public Works, in consultation with the Energy Task Group and others involved,
coordinates the development of an annual "Vehicle Fuel Conservation Action Plan."
The annual action plan includes recommended charge back rates to departments
for vehicle operation costs and recommendations for the annual "Vehicle
Replacement Report."
2. The annual plan identifies specific actions to be implemented, proposed and
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of Commissioners for review and
approval, in coordination with the annual budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance during the annual budget process.
H. Charge Back Rates
As part of the annual budget process, vehicle cost charge back rates to departments
are set each year. Among other things, these take account of fuel and repair costs and
are designed to promote the use of alternatively fueled and fuel efficient vehicles.
I. Vehicle Acquisition
The Purchasing and Central Services Director develops, communicates and
maintains a written process for the systematic consideration of vehicle acquisition
needs (whether new or replacement) and the decision-making as to the type of
vehicle to be purchased, including whether it is an alternative fuel vehicle (which
may include compressed natural gas, bio-diesel, hybrid gas/electric, etc.). Among
other things, this process provides for the following:
• Determination as to whether the vehicle needs to be acquired or replaced.
• Determination as to whether an alternative fuel vehicle will meet the service
needs.
• Whether an alternative fuel vehicle that will meet the needs is available on State
contract; or if not available on State contract otherwise available; or whether a
retrofit of a standard fuel vehicle is an option..
Orange County
Effective: (date)
Attachment
• Analysis of the costs of the alternative vehicle versus standard fuel vehicle
• Report and recommendation to the County Manager on vehicle acquisition and
replacement,
• County Manager decision as to the specific vehicle to be acquired.
2, As part of the Item 11 process, Public Works prepares an annual "Vehicle
Replacement Report" which includes recommended priorities for vehicle
replacement, This report considers the following factors in prioritizing vehicle
replacements:
• Miles driven to date (odometer reading),
• Mileage (miles per gallon) compared to baseline/industry standards for
comparable vehicle.
• Repair and maintenance cost per mile for most recent 12 months, compared to
baseline/industry standards for comparable vehicles.
• Vehicle use (front-line emergency response vehicle versus Motor Pool fleet
vehicle),
• Overall mechanical assessment by Public Works staff.
3, Vehicles identified for replacement are removed from service within one month of
the replacement being placed in service, except with the written approval of the
County Manager for the vehicle to continue in service..
J. Monitoring and Reporting
1. The Public Works automated fuel system provides records of most fuel
transactions, Public Works obtains information regarding fuel received at other
locations (UNC Chapel Hill, Town of Chapel Hill, etc.) and adjusts the transactions
database accordingly. These data are used to create performance reports.
2, Information is used to benchmark performance:
• From year-to-year for total miles driven and average miles per gallon.
• Compare to results for similar vehicles/vehicle use in other local governments.
In addition to actual vehicle fuel performance, the County reviews other benchmarks
such as reducing reliance on fossil fuel vehicles,.
Orange County
Effective: (date)
K. Programs
9
Attachment
To support the vehicle fuel conservation, the County implements a variety of programs
including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need far fuel conservation. This includes activities such as distribution of the
Vehicle Fuel Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
employees who operate County vehicles. These may include department versus
department contests, financial incentives, and the like.
3, Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal
fuel-efficient operation of all equipment.
4. Repairs
Repairs/replacement of all vehicles and motorized equipment take into
consideration the mast cast-effective solution over the life of the repair/equipment.
This includes fixture maintainability, improved operation, improvements to fuel
efficiency, requirement for additional or reduced preventive maintenance, and the
like.
Draft -November 29, 2Q05