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←Audit Committee · 2019-05-03 · 2019.AU2.3

The filed record

Fleet Services Operational Review, Phase One: Stronger Corporate Oversight Needed for Underutilized Vehicles

The Public Gallery wrote no story on this item. What follows is the city’s own record of what happened to it, as filed: nothing on this page is summarised or scored by us.

The decision

2019-05-14 · Toronto City Council · adopted

As filed

City Council on May 14 and 15, 2019, adopted the following: 1. City Council request the City Manager, in consultation with the General Manager, Fleet Services to take steps to: a. review and minimize the number of underutilized vehicles, including implementing car share and pooling programs using City-owned vehicles where cost and operationally effective; and b. maximize the use of the City's available fleet. 2. City Council request the General Manager, Fleet Services to amend its policy to include Class 2 light duty vehicles in its annual analysis and list of underutilized vehicles for user divisions to review and comment.

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3. City Council request the City Manager to forward this Item to Division Heads and Chief Executive Officers of City agencies and corporations with fleet management operations, and request them to review and consider implementing the recommendation relevant to their respective operations. 4. City Council request the City Manager to report to the General Government and Licensing Committee on the feasibility and cost benefits of options that can minimize reimbursements to staff for personal vehicle use to achieve the best overall value for the City.

The vote

Adopt Item · Carried, 26-0

For (26)Ana Bailão, Anthony Perruzza, Brad Bradford, Cynthia Lai, Denzil Minnan-Wong, Frances Nunziata, Gary Crawford, Gord Perks, James Pasternak, Jaye Robinson, Jennifer McKelvie, Jim Karygiannis, Joe Cressy, John Filion, John Tory, Josh Matlow, Kristyn Wong-Tam, Mark Grimes, Michael Ford, Michael Thompson, Mike Colle, Mike Layton, Paul Ainslie, Paula Fletcher, Shelley Carroll, Stephen Holyday
The whole record, all 26 members

Every name opens that member’s record.

On the agenda

As the city filed it

The Auditor General has completed Phase One of its audit of the Fleet Services Division. Its findings are presented in two reports. This report addresses vehicle utilization and whether the City's fleet is being effectively utilized. A separate report focuses on vehicle service downtime and how it affects the City's day to day operations. The key findings from the audit are: Using an annual threshold of 5,000 km or 125 engine hours, we identified 230 underutilized vehicles in 2018 from 15 City divisions and one corporation.

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This represents 18 per cent of the light duty vehicles, up from 15 per cent in 2017. The City paid approximately $10 million to purchase these vehicles, in addition to $314,000 in 2018 to maintain them. The City reimburses staff who use their personal vehicles for work. We found that the divisions and corporation with large numbers of underutilized vehicles also paid a substantial amount of km reimbursement costs. In 2018, this totalled $1.5 million for six divisions and one corporation. Ninety-two (92) staff were reimbursed for over 5,000 km, averaging $3,600 each. The issue of underutilized vehicles is not new, and has been raised by the Auditor General on multiple occasions since 2004. While Fleet Services Division has taken action to analyze and identify underutilized vehicles, decision making has remained with individual user divisions. There is a need for stronger corporate oversight to ensure the most cost-effective fleet options are used across the City, and to maximize the use of car sharing and pooling opportunities, where feasible.

Staff recommended

The Auditor General recommends that: 1. City Council request the City Manager, in consultation with the General Manager, Fleet Services Division, to take steps to: a. review and minimize the number of underutilized vehicles, including implementing car share and pooling programs using City owned vehicles where cost and operationally effective; and b. maximize the use of the City's available fleet. 2. City Council request the General Manager, Fleet Services Division, to amend its policy to include Class 2 light duty vehicles in its annual analysis and list of underutilized vehicles for user divisions to review and comment.

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3. City Council request the City Manager to forward this report to Division Heads and Chief Executive Officers of City agencies and corporations with fleet management operations, and request them to review and consider implementing the recommendation relevant to their respective operations.

Considered

  • 2019-05-03 · Audit Committee · amended

    Decision as filed

    The Audit Committee recommends that: 1. City Council request the City Manager, in consultation with the General Manager, Fleet Services Division, to take steps to: a. review and minimize the number of underutilized vehicles, including implementing car share and pooling programs using City owned vehicles where cost and operationally effective; and b. maximize the use of the City's available fleet. 2. City Council request the General Manager, Fleet Services Division, to amend its policy to include Class 2 light duty vehicles in its annual analysis and list of underutilized vehicles for user divisions to review and comment.

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    3. City Council request the City Manager to forward the report (April 16, 2019) from the Auditor General to Division Heads and Chief Executive Officers of City agencies and corporations with fleet management operations, and request them to review and consider implementing the recommendation relevant to their respective operations. 4. City Council request the City Manager to report to the General Government and Licensing Committee on the feasibility and cost benefits of options that can minimize reimbursements to staff for personal vehicle use to achieve the best overall value for the City.

    Clerk’s note

    The Audit Committee considered the following Items together: - AU2.2, headed "Fleet Services Operational Review - Phase One: Lengthy Downtime Requires Immediate Attention"; and - AU2.3, headed "Fleet Services Operational Review, Phase One: Stronger Corporate Oversight Needed for Underutilized Vehicles". ________ The following City staff gave a presentation to the Audit Committee on this Item: - Beverly Romeo-Beehler, Auditor General - Jane Ying, Assistant Auditor General - Claire Mu, Senior Audit Manager

  • 2019-05-14 · Toronto City Council · adopted

    Clerk’s note

    City Council considered Items AU2.2 and AU2.3 together.

On the record

The item as the City filed it

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