Fleet Management
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June 2018 PE 18-04-610 SPECIAL REPORT FLEET MANAGEMENT AUDIT OVERVIEW The 1,100 Miles Monthly Minimum Utilization Requirement for State-Owned Vehicles Is at a Cost-Efficient Level, and the Benefits of Increasing It Would Be Offset by Disapproving Justified Purchases of Vehicles. It Is Important That All State Spending Units Comply With the FMD Rule on Guidelines for Proper Management of Motor Vehicles. State Agencies Are Allocating Four-Wheel Drive Vehicles to Areas of the State That Receive Significant Snowfall; However, a Number of Vehicles Are Questionably Assigned to Administrative and/or Executive Offices Within Most Agencies Reviewed. The West Virginia Division of Motor Vehicles Does Not Have Adequate Management Controls in Place to Ensure State Agency License Plates Are Only Issued to the Appropriate Entities. WEST VIRGINIA LEGISLATIVE AUDITOR PERFORMANCE EVALUATION & RESEARCH DIVISION JOINT COMMITTEE ON GOVERNMENT OPERATIONS Senate House of Delegates Agency/ Citizen Members Ed Gaunch, Chair Gary G. Howell, Chair Keith Rakes Mark Maynard, Vice-Chair Danny Hamrick Vacancy Ryan Weld Zack Maynard Vacancy Glenn Jeffries Richard Iaquinta Vacancy Corey Palumbo Isaac Sponaugle Vacancy JOINT COMMITTEE ON GOVERNMENT ORGANIZATION Senate House of Delegates Ed Gaunch, Chair Gary G. Howell, Chair Chuck Romine Mark Maynard, Vice-Chair Danny Hamrick, Vice-Chair Terri Funk Sypolt Greg Boso Michael T. Ferro, Minority Chair Guy Ward Charles Clements Phillip W. Diserio, Minority Vice-Chair Scott Brewer Mike Maroney Chanda Adkins Mike Caputo Randy Smith Dianna Graves Jeff Eldridge Dave Sypolt Jordan R. Hill Richard Iaquinta Tom Takubo Rolland Jennings Dana Lynch Ryan Weld Sharon Malcolm Justin Marcum Stephen Baldwin Patrick S. Martin Rodney Pyles Douglas E. Facemire Zack Maynard John Williams Glenn Jeffries Pat McGeehan Corey Palumbo Jeffrey Pack Mike Woelfel Tony Paynter WEST VIRGINIA LEGISLATIVE AUDITOR PERFORMANCE EVALUATION & RESEARCH DIVISION Building 1, Room W-314 State Capitol Complex Charleston, West Virginia 25305 (304) 347-4890 Aaron Allred John Sylvia Keith Brown Richard Anderson Daniel Kanner Legislative Auditor Director Senior Research Analyst Research Analyst Referencer Note: On Monday, February 6, 2017, the Legislative Manager/Legislative Audi- tor’s wife, Elizabeth Summit, began employment as the Governor’s Deputy Chief Counsel. Most or all the actions discussed and work performed in this report occurred after this date. However, the Governor’s Deputy Chief Counsel was not involved in the subject matter of this report, nor did the audit team have any com- munications with her regarding the report. As Deputy Chief Counsel, the Legisla- tive Auditor’s wife is not in a policy making position within the Executive Branch. Therefore, the Performance Evaluation and Research Division does not believe there are any threats to independence with regard to this report as defined in A3.06.a and A3. 06.b of the Generally Accepted Government Auditing Standards. Furthermore, the Legislative Auditor has instructed the Director of Performance Evaluation and Research Division to document and discuss any issues he believes are a threat to the division’s independence with the President of the Senate and the Speaker of the House due to Ms. Summit’s position. Special Report CONTENTS Executive Summary ....................................................................................................................................................................... 7 Issue 1: The 1,100 Miles Monthly Minimum Utilization Requirement for State-Owned Vehicles Is at a Cost-Efficient Level, and the Benefits of Increasing It Would Be Offset by Disapproving Justified Purchases of Vehicles ............................................................................................13 Issue 2: It Is Important That All State Spending Units Comply With the FMD Rule on Guidelines for Proper Management of Motor Vehicles ..................................................................................................21 Issue 3: State Agencies Are Allocating Four-Wheel Drive Vehicles to Areas of the State That Receive Significant Snowfall; However, a Number of Vehicles Are Questionably Assigned to Administrative and/or Executive Offices With Most Agencies Reviewed ..................29 Issue 4: The West Virginia Division of Motor Vehicles Does Not Have Adequate Management Controls in Place to Ensure State Agency License Plates Are Only Issued to the Appropriate Entities .......................................................................................................................................................................39 List of Tables Table 1: West Virginia State Vehicle Operational Cost Analysis .................................................................................14 Table 2: Vehicles With the Highest Operating Cost Per Mile ......................................................................................16 Table 3: State Vehicle Monthly Utilization Analysis .......................................................................................................18 Table 4: Analysis of Vehicle Utilization of Non-Reported Vehicles ...........................................................................22 Table 5: WVU Decommissioned Vehicles with Final Mileage under 80,000 .........................................................24 Table 6: Sample of 2018 Model Sedans and SUVs Available on the Statewide Contract for Vehicles .........................................................................................................................................................................30 Table 7: Four Wheel Drive Vehicle Allocation Analysis for Select Agencies by County Snowfall ..................32 Table 8: Four Wheel Drive Vehicles Allocation by Level of Snowfall for Evaluated Agencies.........................33 Table9: Department of Health and Human Resources Allocation of Four-Wheel Drive Vehicles to High-Snowfall Counties .....................................................................................................................................34 Table 10: Percentage of Four-Wheel Drive Allocations to Kanawha County by Evaluated Agencies ...........35 Table 11: State Police Four-Wheel Drive Vehicles Kanawha County Allocations to Administrative and/or Executive Sections .....................................................................................................................................36 Table 12: Non-Governmental Entities That Received State Vehicle Plates .............................................................41 List of Figures Figure 1: Photograph of Corrosion on Underutilized Vehicles From West Virginia University ......................26 Figure 2: Thirty-year Average Annual Snowfall in West Virginia by County .........................................................31 Performance Evaluation & Research Division | pg. 5 Fleet Management List of Appendices Appendix A: Transmittal Letters ..............................................................................................................................................47 Appendix B: Objectives, Scope and Methodology .........................................................................................................51 Appendix C: West Virginina Legislative Services Legal Opinion ..................................................................................55 Appendix D: Agency Responses .............................................................................................................................................63 pg. 6 | West Virginia Legislative Auditor Special Report EXECUTIVE SUMMARY This special report on fleet management is authorized under Chapter 4, Article 2, Section 5 of West Virginia Code. The objective of the audit was to evaluate the management of the State’s vehicle fleet. The audit’s findings and conclusions are highlighted below. Frequently Used Acronyms in This Report: BCF – Bureau for Children and Families CCAP – Coalfield Community Action Partnership Inc. CPM – Cost per mile DHHR – Department of Health and Human Resources DJS – Division of Juvenile Services DMV – Division of Motor Vehicles FMD – Fleet Management Division GSA– U.S. General Services Division NOAA – National Oceanic and Atmospheric Administration PERD – Performance Evaluation and Research Division. PSD – Public Service District WVU – West Virginia University Report Highlights: Issue 1: The 1,100 Miles Monthly Minimum Utilization Requirement for State-Owned Vehicles Is at a Cost-Efficient Level, and the Benefits of Increasing It Would Be Offset by Disapproving Justified Purchases of Vehicles. The Legislative Auditor concludes that the 1,100 monthly minimum miles is an efficient utilization standard for state vehicles, as long as commuting mileage, when applicable, is excluded from the rate. State vehicles driven 900 miles or less per month cost $0.96 per mile compared to $0.56 per mile for vehicles driven between 1,100 and 1,300 miles per month. Performance Evaluation & Research Division | pg. 7 Fleet Management PERD finds that 63 percent of the state-owned vehicles reviewed either meet or exceed the monthly minimum utilization rate. Issue 2: It Is Important That All State Spending Units Comply With the FMD Rule on Guidelines for Proper Management of Motor Vehicles. PERD found 603 vehicles with no utilization information available owned by 18 state agencies that were not reporting utilization information to the FMD.