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MOTOR POOL

BACKGROUND

The Motor Pool is a division under the umbrella of the General Services Administration (GSA). The Motor Pool's primary duty is to maintain County owned vehicles. Other entities also contract for Motor Pool services.

METHODOLOGY

Persons interviewed:

  1. GSA Director
  2. Power Equipment Mechanic

Documents examined:

  1. 1999-2000 Final County Budget
  2. Expenditures Status Report, dated January 10, 2000
  3. Expenditures Transaction Analysis, dated January 10, 2000
  4. Revenue Status Report, dated January 10, 2000
  5. Revenue Transaction Analysis, dated January 10,200
  6. Harvey M. Rose Accountancy Corporation Report

Site visited:

FACTS

  1. As of July 1, 2000, four employees were charged to the Motor Pool; the GSA Director, one Administrative Supervisor, and two Power Equipment Mechanics.
  2. The Division occasionally receives additional labor support through the Community Service Assignments of the Probation Department.
  3. The Motor Pool maintains approximately one hundred vehicles, including one jet boat.
  4. The Motor Pool also maintains non-County vehicles under contract. Examples include ambulance service vehicles and some city vehicles.
  5. The Motor Pool supplies fuel for all previously mentioned vehicles.
  6. The fuel system is operated on a key-card system that is linked to the driver. For fuel to be dispensed, the driver must enter vehicle identification information and odometer reading.
  7. This system was designed to provide the County with the information necessary to monitor fuel usage by employees and vehicles.
  8. The Motor Pool has expressed a need for expanding working area and an additional mechanic.

CONCLUSIONS

  1. The Department does not use the data provided by the fuel system to determine if usage is excessive or if fuel theft may be occurring.
  2. The Motor Pool requires expanded working area and one more mechanic to better serve the County vehicles and the vehicles that generate revenue for the Department.

RECOMMENDATIONS

  1. The Department should establish routine procedures for evaluating anomalies in fuel usage patterns and conducting investigations of such anomalies.
  2. Increase staffing at the maintenance level and enlarge the Motor Pool area.
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