Board of Trustees

MEETING NOTICE Village of Scarsdale A Work Session of the Scarsdale Village Board of Trustees is scheduled for 6:00 PM on Tuesday, October 11, 2022. The meeting will be held in Village Hall. Members of the public wishing to participate in the meeting remotely can do so via online link at https://zoom.us/j/93183703358, or call into the meeting using 1-929-436-2866 and entering the Meeting ID 931 8370 3358.* Upon opening the Work Session in public, it is anticipated that the Village Board will act upon a motion to convene in Executive Session for agenda items #2 and #3 below. 1. Pre-budget Discussion – Public Works Fleet – Rutherford Hall 2. Personnel Matters – Executive Session – Trustees Room 3. Real Estate Matter – Executive Session – Trustees Room CS: 10-05-22 E-MAIL: Journal News (Lohud) Scarsdale 10583 Scarsdale Hamlet Hub Scarsdale Inquirer The Daily Scarsdale cc: Lobby Bulletin Board *For a brief Zoom tutorial or to troubleshoot a problem, see here: https://support.zoom.us/hc/en- us/articles/205566129-Raise-Hand-In-Webinar. For other user questions, please visit the Zoom Help Center: https://support.z-oom.us/hc/en-us. DPW Fleet Replacement Program Central Garage Operations • Partnership between Board of Education and Village • 12 positions • $3.4 million annual operating budget • All Village Vehicles, Board of Education and ScarVAC • 2,016 work orders completed in last 12 months • 200 vehicles and equipment maintained Recent Central Garage Investments • New fuel software with security enhancements • New inventory management and record keeping software • New ventilation system (awaiting award) • Diagnostic equipment • Security cameras DPW Fleet Snapshot • Backhoes • Brush chipper • Front end loaders • Snow plows/salt spreaders • Leaf vacuums • Bombardiers • Refuse trucks • Ventracs • Go-4 scooters • Service body trucks • Pick up trucks • Skid steers • Mason body trucks • Sewer truck • Passenger vehicles • ATV’s • Bucket trucks • Stump grinder • Aphalt roller • Compressor • Asphalt hot boxes DPW Fleet Replacement Program • 2019 - need identified • Public Works & Village hall vehicles included. • American Public Works Association guidance utilized • Refined as information has been collected DPW Fleet Replacement Program - Process 1. Base replacement year 2. Equipment use 3. Repair history 4. Repair cost to equipment cost ratio 5. Consequence of failure 6. Auction value 7. Set replacement year 8. Update replacement cost 9. Reevaluate Example – Truck 469 – Brush Chipper 1. Base replacement year – 2023 2. Equipment use – 75% utilization 3. Repair history - $23,561 4. Repair cost to equipment cost ratio – 62% 5. Consequence of failure - High 6. Auction value - $11,000 7. Set replacement year - 2022 8. Update replacement cost - $108,000 9. Reevaluate Example – Truck 110 – Refuse Packer 1. Base replacement year – 2025 (funded 2023/2024) 2. Equipment use – Daily 3. Repair history - $99,618, fair condition 4. Repair cost to equipment cost ratio – 50% 5. Consequence of failure - mitigation available 6. Auction value - $35,000 7. Set replacement year – adjusted to 2026 8. Update replacement cost - $339,000 9. Reevaluate  What happens when we underfund the Fleet Replacement Program? Fleet condition deteriorates Preventive maintenance IMPACT TO Increase unplanned declines OPERATIONS repairs Spare vehicles/equipment in service Funding History Annual DPW Vehicle/Equipment Appropriation $2,500,000 $2,102,714 $2,000,000 $1,500,000 $1,500,000 $1,000,000 $500,000 $380,000 $220,000 $250,000 $132,000 $43,000 $0 2017 2018 2019 2020 2021 2022 2023 Replacement History DPW Vehicle/Equipment Purchased 20 18 16 14 12 11 10 10 8 6 6 4 3 3 2 1.5 1 0 2017 2018 2019 2020 2021 2022 2023 • Current replacement cycle = 24 years Next Steps • Continue monthly review and update program • Prepare for 2023/2024 budget recommendation