2017-110-Minutes for Meeting January 10,1984 Recorded 3/23/2017Recorded in Deschutes County CJ2017-110
Nancy Blankenship, County Clerk
Commissioners'Journal 03/23/2017 11:52:22 AM
Deschutes County Board of Commissioners
Bend, Oregon
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Audio Cassette Recording Titled: Special Meeting regarding a Vehicle Repair and
Maintenance Program.
January 10, 1984, 10:00-11:15 AM
A meeting of the Board of County Commissioners was held on January 10, 1984.
Board of Commissioners present were Albert Young, Lois Prante, and Larry Tuttle.
Also present were Rick Isham, County Counsel; Mike Maier, County Administrator;
and various staff.
Mike Maier said that they are trying to establish a fund for vehicle repair and
maintenance so they will also have enough money in the fund to handle
emergencies as they arise. In the past they have been able to purchase through
revenue sharing, which has been approved for the next three years. He worries
that after that, they will need to do something else. They needs funds to be
available when vehicles start wearing out.
Neil (?) in Public Works has put together a program to assure there are enough
funds. They will also try to maintain a better overview and control of the entire
general fund fleet. This would be just for general fund vehicles, and not the
Sheriff's Department.
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They will be able to understand the individual uses of the vehicles, and whether it
is in fact worthwhile to have a $9,000 vehicle in the pool. They will also have
good records for preventative maintenance through Public Works.
Neil said they would charge a flat rate per month for each vehicle. Front -wheel
drive sedans will be $170 per month, for example. $116 of this amount would go
into a fund to replace that vehicle. $54 would go towards maintenance, supplies
and other department costs. This is what it costs to maintain the same vehicle in
the Road Department, excluding gas. They will buy and rotate the tires and
provide regular service, and will live with this number for the next budget year.
They will have more data at that time and may ask for an adjustment. The hope
is to have vehicles no older than three years after the revenue sharing program
ends.
The replacement fund is based on replacing these vehicles every six years. This is
about 80,000 miles on average. That is when wear is usually noted.
He referred to a lease agreement which will be tied to each vehicle, with a
maximum mileage per year, the monthly payment and other factors. These are
vehicles that have not been replaced as well as new vehicles.
Mr. Maier said that this does not affect this year's budget, but the next one. It
will include everything except gas purchases. If another inspector is hired, that
may mean an additional vehicle, which would be added to the program. They will
be able to look at the list and see what is happening with the vehicles in each
department. They will be able to show approximate cost per mile based on
maintenance. They will be able to determine which vehicles get little use as well,
and can act accordingly. The vehicle could be sold or transferred to a department
that has a need for it.
The Commissioners asked if they will be notified of progress on the program and
whenever there are problems. Neil said they will have a running report and can
share it. The Commissioners said they would delegate one of the Board to track
this to make sure it is working properly.
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Mr. Maier added that the hope is that the employees using the vehicles will make
an effort to keep the vehicles in decent shape.
Neil said there is some guesswork as to what a vehicle might be worth at the time
it is sold, and how inflation might affect purchases. Mr. Maier said they hope to
do some standard purchasing so that vehicles and tires will be more consistent
throughout the County's fleet.
The departments are going to be responsible for getting the vehicles to the
department as needed, for regular service and inspections. They want to know
right away if mechanical problems arise. They plan to service vehicles about
every 3,000 miles. Some vehicles will reach this sooner than others. They will not
be tracking gasoline use since the vehicle users will be purchasing it direct. The
cost of service through the County is a lot less than what it would cost to take the
vehicle to a dealer or outside shop, unless a new vehicle needs warranty work
done.
A lengthy discussion then took place regarding the pro's and con's of the
program, having the departments provide first aid kits and fire extinguishers for
the vehicles, and so on. These items are those that often disappear from the
vehicles. They can be purchased in bulk to save funds. Keeping the vehicles clean
is also the responsibility of the departments.
1 certify that the above is a true and accurate record of a meeting, as reproduced from a
cassette tape identified as Minutes of a Special Meeting of the Deschutes County Board of
Commissioners, held on January 10, 1984. This record was completed subsequent to the
presiding Deschutes County Board of Commissioners' tenure.
Bonnie Baker
For the Board of County Commissioners
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