Item - 2013.AU11.7

Tracking Status

  • City Council adopted this item on June 11, 2013 without amendments.
  • This item was considered by Audit Committee on May 29, 2013 and was adopted with amendments. It will be considered by City Council on June 11, 2013.

AU11.7 - Reliable Data is Needed for Effective Fleet Management

Decision Type:
ACTION
Status:
Adopted
Wards:
All

City Council Decision

City Council on June 11, 12 and 13, 2013, adopted the following:

 

1.         City Council request the Director, Fleet Services to ensure all City fuel sites are operating in compliance with corporate operating procedures and standards.

 

2.         City Council request the Director, Fleet Services, in consultation with the Deputy City Managers, to assign and document roles and responsibilities for monitoring fuel use for all City vehicles.

 

3.         City Council request the Director, Fleet Services to report to the Government Management Committee, by December 31, 2013, on steps that can be implemented to significantly improve the accuracy of vehicle odometer readings including any revisions necessary to odometer reading criteria for identifying unusual meter readings.

 

4.         City Council request the Director, Fleet Services, in consultation with divisional staff, to develop fuel and vehicle usage exception reports that allow divisional managers to easily identify unusual usage patterns for further examination.

 

5.         City Council request the Director, Fleet Services, in consultation with divisional staff, to develop appropriate procedures and reporting mechanisms for examining and reporting back on action taken, on items identified in fuel and vehicle usage exception reports.  The procedures should include reporting all exceptions, and divisional actions taken, to the appropriate Deputy City Manager.

 

6.         City Council request the Director, Fleet Services to conduct a review of the City’s green fleet vehicles and report to Council on the progress on the City’s Green Fleet Plan.

Background Information (Committee)

(April 18, 2013) Report from the Auditor General - Reliable Data is Needed for Effective Fleet Management
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58414.pdf

Motions (City Council)

Motion to Adopt Item (Carried)

Vote (Adopt Item) Jun-11-2013 12:26 PM

Result: Carried Majority Required - AU11.7 - Adopt the item
Total members that voted Yes: 39 Members that voted Yes are Paul Ainslie, Ana Bail„o, Shelley Carroll, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Ron Moeser, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Gord Perks, Jaye Robinson, David Shiner, Karen Stintz, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 6 Members that were absent are Maria Augimeri, Michelle Berardinetti, Raymond Cho, Norman Kelly, Anthony Perruzza, Michael Thompson

AU11.7 - Reliable Data is Needed for Effective Fleet Management

Decision Type:
ACTION
Status:
Amended
Wards:
All

Committee Recommendations

The Audit Committee recommends that:

 

1.         City Council request the Director, Fleet Services to ensure all City fuel sites are operating in compliance with corporate operating procedures and standards.

 

2.         City Council request the Director, Fleet Services, in consultation with the Deputy City Managers, to assign and document roles and responsibilities for monitoring fuel use for all City vehicles.

 

3.         City Council request the Director, Fleet Services to report to Government Management Committee, by December 31, 2013, on steps that can be implemented to significantly improve the accuracy of vehicle odometer readings including any revisions necessary to odometer reading criteria for identifying unusual meter readings.

 

4.         City Council request the Director, Fleet Services, in consultation with divisional staff, to develop fuel and vehicle usage exception reports that allow divisional managers to easily identify unusual usage patterns for further examination.

 

5.         City Council request the Director, Fleet Services, in consultation with divisional staff, to develop appropriate procedures and reporting mechanisms for examining and reporting back on action taken, on items identified in fuel and vehicle usage exception reports.  The procedures should include reporting all exceptions, and divisional actions taken, to the appropriate Deputy City Manager.

 

6.         City Council request the Director, Fleet Services to conduct a review of the City’s green fleet vehicles and report to Council on the progress on the City’s Green Fleet Plan.

Decision Advice and Other Information

The Audit Committee requested the Chief Corporate Officer, in consultation with the Director, Fleet Services, to report to the Audit Committee on the feasibility, benefits and costs related to utilizing GPS technology across the City's entire fleet.

Origin

(April 18, 2013) Report from the Auditor General

Summary

The Auditor General’s 2013 Work Plan included a review of City fuel use.  The objective of this review was to determine if there are adequate controls in place to monitor fuel used by the City’s fleet.

 

This report contains six recommendations along with a management response to each of the recommendations.  The implementation of these recommendations will improve monitoring and oversight of the City’s fleet and fuel use.

Background Information

(April 18, 2013) Report from the Auditor General - Reliable Data is Needed for Effective Fleet Management
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58414.pdf

Motions

1 - Motion to Amend Item (Additional) moved by Councillor Josh Matlow (Carried)

That the Audit Committee request the Chief Corporate Officer, in consultation with the Director, Fleet Services, to report to the Audit Committee on the feasibility, benefits and costs related to utilizing GPS technology across the City's entire fleet.


2 - Motion to Adopt Item as Amended (Carried)
Source: Toronto City Clerk at www.toronto.ca/council