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2018 General Services (Purchasing & Fleet) Approved Budget Overview

Mission

The mission of the General Services Department is to position itself as a leader with Franklin County through implementation of cost effective procurement, printing, mail and surplus property services measures, as well as to provide safe vehicles to county employees so that supported county agencies have the goods and services they need to perform their jobs.

Strategic Initiatives

  1. Continue to work with each County Agency to show them ways to eliminate waste and reduce fuel consumption by 5% each year.
  2. Increase the amount of shared services provided to Political Subdivisions within Franklin County and to County Agencies from the Graphic Arts program by 5%.
  3. Increase the cost savings achieved for the County through the increase in usage of presort mail services for all agencies by 5% savings compared to 2012 by the end of fiscal year 2018.
  4. Closely monitor the fuel card program to ensure compliance with the procedures and policies. This program will keep county vehicles in their districts and eliminate the need to travel across town to get fuel.
  5. Evaluate the vehicle assignments and make recommendations for reassignment of underutilized vehicles. This could increase the number of pool vehicles available to all departments.

Strategic Issues

  1. Promote Hybrid vehicles - Continue to educate and promote the purchase of hybrid vehicles to all our fleet partners. The fuel savings and the environmental impacts are positive for the county.
  2. Vehicle assignment recommendations - A vehicle available for every job. Scheduled repairs are done on time and back into service; reassignment of underused vehicles to a pool, to increase availability of a vehicle.
  3. Purchasing - Agency purchasing personnel are often unfamiliar with the competitive bidding requirements of the Ohio Revised Code (ORC).
  4. USPS Mandates - The annual cost of postage, the switch to more digital postal equipment and software and the amount of the annual USPS mandated increases and processes.
  5. Vehicle replacement schedule - An aging fleet leads to increased downtime and vehicles being unavailable for use. Scheduling and efficiency of repairs becomes even more vital.
  6. Supply Cost Increases - Cost of ink and all paper products. The rising costs of paper and transportation costs will cause each agency's annual budget to increase.
  7. Contract Requirements - Agencies unaware of contract administration requirements. Documentation of contract issues.
  8. Fuel card program - Monitor and manage fuel card uses and ensure all security and safety measures are followed.

Full Time Equivalents (FTEs)

Program 2017 Approved Budget 2018 Approved Budget
Vehicle Management and Maintenance 10.10 11.10
Procurement Services 7.90 7.90
Graphic Arts 5.55 5.55
Mail Services 6.45 6.45
Surplus Property Auction Services Program 0.00 0.00
Total Agency FTEs 30.00 31.00

Full Time Equivalents (FTEs)

Program: Vehicle Management and Maintenance
2017 Approved Budget 10.10
2018 Approved Budget 11.10
Program: Procurement Services
2017 Approved Budget 7.90
2018 Approved Budget 7.90
Program: Graphic Arts
2017 Approved Budget 5.55
2018 Approved Budget 5.55
Program: Mail Services
2017 Approved Budget 6.45
2018 Approved Budget 6.45
Program: Surplus Property Auction Services Program
2017 Approved Budget 0.00
2018 Approved Budget 0.00
Program: Total Agency FTEs
2017 Approved Budget 30.00
2018 Approved Budget 31.00

Budgeted Revenue

Fund 2016 Actual 2017 Approved Budget 2018 Approved Budget Change 2018 Approved vs. 2017 Approved
General Fund $1,015,117 $1,056,000 $926,000 -12.3%
Fleet Capital Fund $1,017,553 $0 $8,100 0.0%
Total $2,032,670 $1,056,000 $934,100 -11.5%

Budgeted Revenue

Fund: General Fund
2016 Actual $1,015,117
2017 Approved Budget $1,056,000
2018 Approved Budget $926,000
Change 2018 Approved vs. 2017 Approved -12.3%
Fund: Fleet Capital Fund
2016 Actual $1,017,553
2017 Approved Budget $0
2018 Approved Budget $8,100
Change 2018 Approved vs. 2017 Approved 0.0%
Fund Total
2016 Actual $2,032,670
2017 Approved Budget $1,056,000
2018 Approved Budget $934,100
Change 2018 Approved vs. 2017 Approved -11.5%

Expense Budget

Program 2016 Actual 2017 Approved Budget 2018 Approved Budget Change 2018 Approved vs. 2017 Approved
Vehicle Management and Maintenance $3,125,367 $3,078,681 $3,752,148 21.9%
Procurement Services $658,753 $638,700 $696,746 9.1%
Graphic Arts $763,467 $693,445 $672,219 -3.1%
Mail Services $2,312,452 $2,526,465 $2,445,567 -3.2%
Total $6,860,041 $6,937,291 $7,566,680 9.1%

Expense Budget

Program Vehicle Management and Maintenance
2016 Actual $3,125,367
2017 Approved Budget $3,078,681
2018 Approved Budget $3,752,148
Change 2018 Approved vs. 2017 Approved 21.9%
Program Procurement Services
2016 Actual $658,753
2017 Approved Budget $638,700
2018 Approved Budget $696,746
Change 2018 Approved vs. 2017 Approved 9.1%
Program Graphic Arts
2016 Actual $763,467
2017 Approved Budget $693,445
2018 Approved Budget $672,219
Change 2018 Approved vs. 2017 Approved -3.1%
Program Mail Services
2016 Actual $2,312,452
2017 Approved Budget $2,526,465
2018 Approved Budget $2,445,567
Change 2018 Approved vs. 2017 Approved -3.2%
Program Total
2016 Actual $6,860,041
2017 Approved Budget $6,937,291
2018 Approved Budget $7,566,680
Change 2018 Approved vs. 2017 Approved 9.1%

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