LIVINGSTONE SHIRE COUNCIL

FLEET
ASSET MANAGEMENT PLAN
2016 – 2026

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN

 Document Control

Rev No Date Revision Details Typist Author Verifier Approver

1 15/09/2016 Original outline of plan DP DP DP DP

2 14/11/2016 Update Content DP DP DP DP

3 18/11/2016 Update Graphs and Content DP DP DP DP

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN

TABLE OF CONTENTS

1 EXECUTIVE SUMMARY ........................................................................................................ 4

Purpose of the Plan ................................................................................................ 4
Assumptions........................................................................................................... 4
Levels of Service .................................................................................................... 4
Future Demand ...................................................................................................... 4
Lifecycle Management Plan ................................................................................... 5
Asset Management Practices ................................................................................. 5
Risk Management .................................................................................................. 5
Asset Specific Risks ............................................................................................... 5

2 BACKGROUND...................................................................................................................... 6
2.1 Fleet and Plant Operations .............................................................................. 6
Physical Parameters .............................................................................................. 6

3 LEVELS OF SERVICE ........................................................................................................... 6

4 FUTURE DEMAND................................................................................................................. 9

5 ROUTINE MAINTENANCE .................................................................................................. 10

5.1 Routine Maintenance Plan ............................................................................. 10
5.1.1 Planned Maintenance Strategies ............................................................. 10
5.1.2 Scheduled and Unscheduled Maintenance Responsibilities..................... 10

6 LIFECYCLE MANAGEMENT PLAN .................................................................................... 11

Disposal Plan ....................................................................................................... 14

7 FINANCIAL SUMMARY ....................................................................................................... 14

7.1 Key Assumptions made in Financial Forecasts .............................................. 15
7.2 Asset Valuations As at 30/6/2016 .................................................................. 15
7.3 Future Valuation ............................................................................................ 15
7.4 Planned Renewal .......................................................................................... 16

8 PLAN IMPROVEMENT AND MONITORING........................................................................ 17

8.1 Improvement Programme .............................................................................. 17

APPENDIX ..................................................................................................................................... 18
Appendix 1 10 Year Financial Plan ................................................................... 18

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN

1 EXECUTIVE SUMMARY

This Asset Management plan was developed using data from the recent register as at the 30/06/2016,
replacement thresholds reviewed in 2016 and Council’s future works program updated throughout 2016.

Purpose of the Plan

Council’s Goal is:

Reliable, durable, cost effective infrastructure and Council assets which meet the needs and aspirations
of the communities of Livingstone Shire.

Therefore, the purpose of this asset management plan is to assist Council in: -

Demonstrating responsible management.

Clearly outlining the measureable service levels.

Communicating and justify funding requirements for the future.

Complying with regulatory requirements.

Fleet and Plant Assets are included within this Asset Management Plan and total some 320 items across
the Council. Note that these are only items that exceed the Plant and Equipment capital threshold of
$5,000 per unit.

Fleet and Plant assets as at the 30/06/2016 have a gross replacement cost of $18,95M and a fair value
of $11.47M. This asset class makes up approximately 1.70% of the total asset stock of Council.

Assumptions
The following assumptions have been made in the development of the modelling that informs this asset
management plan:
• Assets will be renewed at determined Council replacement thresholds.
• The current rates of renewal and maintenance will remain constant at current 2016 values for the
10 years of this plan.

Levels of Service
Livingstone Shire Council has adopted principles to take all reasonable actions to provide its customers
with reliable and safe services. This plan addresses the required plan for maintenance and renewals to
ensure that Council can deliver these standards in the most optimised way.

Future Demand
Livingstone Shire and the Capricorn Coast in particular, is one of the fastest growing areas in the state at
an average rate of 2.6% for the last ten years. It is estimated that growth will continue at an average of
2% per annum, with a population of approximately 37,000 and projected to reach around 50,000 by the
year 2031.

Future growth is predicted to be predominately in the coastal centres of Yeppoon and Emu Park.
Foreshore revitalisation projects in Yeppoon are expected to provide significant growth opportunities to
the region.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 4

Lifecycle Management Plan
The life cycle cost (maintenance plus renewals) is the average cost to maintain the asset over its life.

The life cycle cost (valuation data projections) to provide the fleet asset services, is estimated at $5.40M
in the current year, with Council’s planned (what is in the budget) life cycle expenditure at $5.49M in the
current year, which gives a life cycle sustainability index of 1.02. Anything over .90 is very good.

The average life cycle cost (valuation data projections) to provide the fleet asset services, is estimated at
$5.29M per annum over the next 10 years, with Council’s planned (what is in the budget) life cycle
expenditure average at $5.64M per annum for the next 10 years, which gives a life cycle sustainability
index of 1.07. Anything over .90 is very good.

Based on this index, Council is adequately funding the required service level and required maintenance
expenditures in the current year. Over the longer 10 year term Council is slightly overfunding the
required renewal and maintenance expenditures.

Asset Management Practices

The accuracy of this plan is 90% out of 100%, due to the requirements to carry out a full audit of all
Council Fleet and Plant, in particular clarification of small plant items over Council’s $5,000 capital
threshold.

Future plans for improvements in cost capture, financial reporting and work order management will
improve the accuracy of this plan further.

Renewals are based on Council’s replacement thresholds that have been reviewed throughout the early
part of 2016. Fleet Services also had a Business Service Level Review carried out across 2015 and
2016 and the recommendations from that review are yet to be implemented, this will also assist to
improve the practices and services provided.

Risk Management
Council has a risk management framework. This framework provides the necessary guidance for
managing enterprise risk within Council.

Asset Specific Risks

Assessment of risks associated with service delivery relating to fleet and plant will identify critical risks to
Council. The risk assessment process identifies credible risks, the likelihood of the risk event occurring,
the consequences should the event occur, develops a risk rating, evaluates the risk and develops a risk
treatment plan for non-acceptable risks. The current risk register is available from Council’s Governance
section.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 5

2 BACKGROUND
The Fleet section has an asset base of approximately 320 items and has custodianship and management
responsibility of all fleet and plant assets above the $5,000 capitalisation threshold and / or all assets
requiring registration with Queensland Transport.

2.1 Fleet and Plant Operations

Fleet Services objectives include:
o Customer service focused outcomes for servicing, repair, maintenance, fit out and
decommissioning of fleet vehicles;
o Drive maintenance tasks to a higher level of scheduled work to provide lower operational costs;
o Procuring and disposal of vehicles and equipment in a timely and cost effective manner
o Ensure assets are provided fit for purpose through user consultation;
o Provision of reports to users to facilitate cost effective operation and benchmark asset utilisation;
o Assess new technologies for application to improve operational and environmental performance.

Physical Parameters
The assets included within this Asset Management Plan are:

Book Replacement
Asset Class Asset Sub Class Quantity Value $(M)

Plant And Equipment Heavy Plant- (e.g. graders, rollers, backhoes etc) 37 $6.26

Heavy Vehicles - (e.g. trucks) 46 $6.51

Light Vehicles - (e.g. sedans, wagons, utilities etc) 108 $3.60

Grounds Care Equipment – (e.g. ride on mowers, tractors 30 $1.01

etc) and

Ancillary Plant & Equipment- other minor plant and 100 $1.57
equipment above the $5,000 capitalisation threshold of
Council

TOTAL 321 $18.95

Values as at 30/06/2016 as per Financial Statements

3 LEVELS OF SERVICE
Key specific fleet related levels of service goals include:

• Management and development of fleet and plant to reasonably address the emerging needs and
demands on the Council;
• Management of fleet and plant in a cost effective and sustainable manner; and
• Maintenance of fleet and plant to appropriate standards fit for their purpose through an
appropriate mix of scheduled and responsive maintenance.
This first version of the suggested service levels is shown in table below. Council still has some work to
do to refine some of these service level items.

Council’s improvement plan will address these by the next version of this document.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 6

 Key Performance Level of Service Performance Measure Performance Target Current Performance
Measure Process

Quality Provide a fleet which is well Number of Maintenance Minimal failures / breakdowns Scheduled maintenance as
maintained and operational Failures / Breakdowns Increasing scheduled over per manufacturer’s
Scheduled / Unscheduled unscheduled maintenance recommendations
maintenance ratio Reporting in place for
maintenance failures and
ratios. Some further work
required
Function Capacity to support the Equipment capacity Sufficient assets are available to Sufficient assets available
required operations of the available and meets deliver levels of service
Council and deliver required specifications
levels of service (fit for
purpose)

Safety Plant causes no harm to the Pre-start checklists No uncontrolled risk applicable to Pre-start checklists
operator, public or Risk inspections the equipment completed
environment Risk assessments at
handover
Hazard Inspections
Renewal Renewals completed on time Renewals in accordance Renewal in line with annual Renewal program in line with
and in line with budget with vehicle replacement budgets current program
program

Maintenance Equipment fully maintained Meet scheduled Compliance with manufacturers Monthly service forecast
throughout the life of the asset maintenance in accordance servicing specifications and timely reports provided to asset
with manufacturers attention to necessary non – custodians as a reminder for
recommendations scheduled repairs servicing
Service checklists (aligned to
manufacturers requirements)
provided with work orders for
technicians

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 7

 Key Performance Level of Service Performance Measure Performance Target Current Performance
Measure Process

Utilisation Maximise utilisation results Distance travelled Utilisation maximised Utilisation reporting being
Plant hours refined.
Optimised renewal Working on reporting for
Service intervals management team

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 8

4 FUTURE DEMAND
The draft strategic framework in the planning scheme establishes the preferred urban growth areas for the
next 20 years. This growth pattern balances the efficient supply of infrastructure with the need to protect
natural features and avoid areas of natural hazard risk. New development will include higher levels of infill
and medium density development within existing urban areas, to consolidate the use of existing
infrastructure. New urban expansion will occur mostly in existing, approved subdivisions, with longer term
expansion south of Yeppoon.
Urban growth in the strategic framework is divided broadly into four categories:
• Urban consolidation - redevelopment to accommodate medium density residential close to
facilities, within 10 years (2015 – 2025);
• Urban – existing urban areas and extensions within 10 years (2015 -2025);
• New urban – urban development beyond 2025;
• Future urban - possible expansion beyond 2036
Development is expected in four main locations as indicated on the strategic framework maps:
• 2015 – 2025: Urban consolidation in Yeppoon and Emu Park centres
• 2015 – 2025: Infill and small expansion areas around Yeppoon, Lammermoor, Emu Park and Zilzie
• 2025 – 2036: New urban development south of Yeppoon and infill areas in Emu Park and Great
Barrier Reef International Resort;
• 2036 and beyond: Future urban between the Pines and Yeppoon, Great Barrier Reef International
Resort and Emu Park west.

Based on the future demand projections, the below chart represents the new asset growth projection for
Fleet and Plant assets.

The planned program of new assets increases annual depreciation from $2.04M to $2.09M (a 2.5%
increase) and annual maintenance from $2.71M to $2.78M (a 2.6% increase) respectively over the next 10
years.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 9

Key factors influencing the demand for fleet and plant assets and services, and changes to existing assets
include:
• Organisational growth;
• Changes in fleet and plant requirements;
• Changes in fleet and plant trends; and
• Change in organisation and community expectations

5 ROUTINE MAINTENANCE
5.1 Routine Maintenance Plan

Routine maintenance is the regular on-going work that is necessary to keep assets operating, including
instances where portions of the asset fail and need immediate repair to make the asset operational again.

Maintenance includes reactive, planned and cyclic maintenance work activities.

Reactive maintenance or Unplanned maintenance is unplanned repair work carried out in response to
service requests or breakdown.

Planned maintenance or scheduled maintenance, is any variety of scheduled maintenance to an object or

item of equipment. Specifically, planned maintenance is a scheduled service visit carried out to ensure that
an item of equipment is operating correctly and to therefore avoid any unscheduled breakdown and
downtime.

Cyclic maintenance is maintenance that is scheduled on a regular cycle including Certificate of Inspections
for heavy vehicles required annually by the Transport Department, annual trailer servicing etc…

5.1.1 Planned Maintenance Strategies

Strategy Activities

Driver/Operator • Daily and Weekly inspections by drivers/operators,

initiated • Documenting/reporting defects to workshop staff,
• Arrange unscheduled work if required
• Document maintenance failures
• Maintenance schedules as per manufactures specification,
Planned Maintenance
Servicing. • Recording of maintenance performed, labour and materials used.
• Maintain register of maintenance issues and condition reports
• Prioritisation of maintenance work to minimise operational downtime

5.1.2 Scheduled and Unscheduled Maintenance Responsibilities

The Fleet Workshop is responsible for:
• Scheduled maintenance and preventative maintenance planning
• Frequent safety checks on all items of plant / vehicles / equipment
• Emergency breakdown repairs
• Establishing failure records and identifying the reasons for plant / vehicle failures. It is essential to
identify if the failure is due to:
o operator negligence – in the field or lack of daily maintenance (such as failure to check the
oil and water at start up)
o application the machine is being used – wrong machine for the task required to be
performed

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 10

 o manufacturers fault, or
o simply the age of machine – expected component failure
• Monitoring downtime, including equipment availability, and downtime related to parts and labour

6 LIFECYCLE MANAGEMENT PLAN

The life cycle cost (maintenance plus renewals) is the average cost to maintain the asset over its life.

The life cycle cost (valuation data projections) to provide the fleet asset services, is estimated at $5.40M in
the current year, with Council’s planned (what is in the budget) life cycle expenditure at $5.49M in the
current year, which gives a life cycle sustainability index of 1.02. Council’s sustainability target is greater
than .90 over the long term as per the Financial Management (Sustainability) Guideline 2013.

The average life cycle cost (valuation data projections) to provide the fleet asset services, is estimated at
$5.29M per annum over the next 10 years, with Council’s planned (what is in the budget) life cycle
expenditure average at $5.64M per annum for the next 10 years, which gives a life cycle sustainability
index of 1.07. Council’s sustainability target is greater than .90 over the long term as per the Financial
Management (Sustainability) Guideline 2013.

Based on this index, Council is adequately funding the required service level and required maintenance
and operational expenditures in the current year. Over the longer 10 year term Council is slightly
overfunding the required renewal expenditures. This funding will be considered in review of Council’s
forward works program and aligned with the long term financial plan.

The below chart is the planned annual life cycle costings for fleet and plant assets over Council’s $5,000
capital threshold. Planned refers to expenditure currently included in Council’s long term financial plan for
renewal and maintenance.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 11

The below chart is the projected annual life cycle costings for fleet and plant assets over Council’s $5,000
capital threshold. Projected refers to the forecast renewals and maintenance expenditure.

The details of the planned and projected lifecycle costing can be found in Appendix 3.0.
Combined Chart of planned and projected values.

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In the above graph, there is a very minor difference over the ten year period between the projected
renewals and the depreciation line, this indicates that the renewals are being funded appropriately over the
period.
Maintenance and operational expenditures vary by a small amount over the ten year period as new assets
come on line and will be adequately funded.
The following table provides an outline of the gap, year over year for the next 10 years.

Planned Cumulative
Projected Planned New / Shortfall in Renewal
Year Capital Projected Capital Upgrade Planned Renewal Funding
End Renewal Disposals Renewal Expenditure Disposals Expenditure Shortfall
30 June ($) ($) ($) ($) ($) Nett ($) ($)
2017 2,685,000 -479,650 2,775,000 50,000 -525,000 -44,650 -44,650
2018 2,861,500 -597,525 2,850,000 50,000 -600,000 13,975 -30,675
2019 2,523,000 -504,650 2,750,000 50,000 -500,000 -231,650 -262,325
2020 3,411,000 -667,500 2,800,000 50,000 -550,000 493,500 231,175
2021 2,004,000 -382,325 3,000,000 50,000 -625,000 -753,325 -522,150
2022 3,050,000 -614,000 2,900,000 50,000 -525,000 61,000 -461,150
2023 1,613,000 -323,300 2,900,000 50,000 -525,000 -1,085,300 -1,546,450
2024 2,696,500 -539,275 2,900,000 50,000 -525,000 -217,775 -1,764,225
2025 2,311,000 -447,950 3,000,000 50,000 -500,000 -636,950 -2,401,175
2026 2,282,500 -469,900 3,050,000 50,000 -550,000 -687,400 -3,088,575

There above table highlights a current overfunding of the renewals over the ten year period.
The ten year renewal program is based on Council’s plant replacement thresholds and it is assumed that
these thresholds will be met On that assumption the current funding appears to be appropriate over the
first few years and increases over the last few years of the ten year forecast. Council will need to make
appropriate adjustment to its forward programs for plant renewals and reflect this through to its long term
financial plan. The surplus is visually represented in the graph below.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 13

Disposal Plan
Disposal includes any activity associated with disposal of a decommissioned asset including sale,
demolition, scrapping or relocation. Assets identified for decommissioning and disposal have been
determined within the modelling that informs this plan. The table below outlines some of the reasons as to
why and when fleet and plant assets would be disposed.
Reasons for Disposal

Reason for Disposal Timing

A low utilisation/surplus item that shall Disposal due to low utilisation will be where utilisation is
not be replaced well below benchmarks to own and operate and other
options are available to fulfil operational needs. E.g. Hire.

Dispose of all Fleet Assets at end of Dispose of Fleet Assets in line with Councils Plant
useful life Replacement Thresholds.

The disposal of Council’s fleet assets is by means of trade-in, by tender or public auction conducted by
licensed auctioneers and is to comply with Council’s Asset Disposal Directive.
The aim is to changeover items before excessive maintenance and repair and downtime costs start to
occur and impact on resale values. This is the trigger point for an increase in depreciation and reduced
resale value.
The table below highlights the difference between planned and projected disposal income over the ten year
period, this is a reflection of the renewal profiles outlined in the previous sections of this plan.

7 FINANCIAL SUMMARY
Council will be adding $500,000 of new assets over the next 10 years, which amounts to a 2.63% increase
in assets stock. This will also increase annual depreciation from $2.04M to $2.09M (a 2.5% increase) and
annual maintenance and operational expenditure from $2.71M to $2.78M (a 2.6% increase) respectively
over the next 10 years.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 14

7.1 Key Assumptions made in Financial Forecasts
This section details the key assumptions made in presenting the information contained in this asset
management plan and in preparing forecasts of required operating and capital expenditure, asset values,
depreciation expense and carrying amount estimates.

Key assumptions made in this asset management plan are:

• Council will continue, where possible to maintain plant and equipment internally or locally;
• Current Council services will not diminish;
• The current mix of plant represents a reasonable and cost effective method of providing Council
services;
• Repair and maintenance estimates are based on historical costs, and these provide reasonable
projections of future expenditure;
• Residual values of vehicles are evaluated using historical values and industry guides, and these
are accurate enough to set income budgets for the future years.

7.2 Asset Valuations As at 30/6/2016

Component CRC WDV ANN_DEP

Fleet 18,954,224 11,467,015 2,037,276

Grand Total 18,954,224 11,467,015 2,037,276

CRV = Gross Replacement Cost

WDV = Fair Value
Ann_Dep = Annual Depreciation

7.3 Future Valuation

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 15

Asset values are forecast to increase very slightly as additional assets are added to the asset stock from
acquisition by Council, the Written Down Value will vary over the forecast period depending on the addition
of those new assets, disposal of old assets and consumption of existing assets.

The above graph provides a visual of the effect over the ten year period to Councils asset base and the
future consumption and renewal of the fleet and plant assets across the longer term.

7.4 Planned Renewal

The above graph provides detail of the planned renewals currently in Councils forward works program.

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 16

8 PLAN IMPROVEMENT AND MONITORING
This Section provides details on planning for monitoring the performance of the AM plan and any
improvements to AM systems that will improve the level of confidence in the AM plan.

8.1 Improvement Programme

The Asset Management Plan can be improved in the following ways.

Resources
Task Timeframe Responsibility
Required
Align long term financial plan with projected
renewal modelling in this AMP. 6 months Manager Assets Current Resources

Audit of fleet and plant assets to ensure Coordinator

currency of asset register, including small 6 months Fleet / Technical Current Resources
plant Officer
Improvement in costing and financial
reporting in regards to maintenance and 12 months Manager Assets Current Resources
renewal costs
Manager Assets
Refinement of future replacement programs
12 months & Coordinator Current Resources
for fleet and plant assets
Fleet
Manager Assets
Further review of fleet replacement
12 months & Coordinator Current Resources
thresholds
Fleet

Refine systems associated with work order

processes, including:
• Accurate recording in Conquest of
Manager Assets
planned vs unplanned works
12 months & Coordinator Current Resources
• Fault Capture
Fleet
• Improved service time capture
• Improved recording of multiple
service jobs

Manager Assets
Assessment of Fleet Management Systems / Coordinator
12 months Current Resources
to determine a best fit for Council Fleet / Business
Improvement

Manager Assets
Determine Measurement of assigned service
12 months & Coordinator Current Resources
levels (where required)
Fleet

LIVINGSTONE SHIRE COUNCIL – FLEET ASSET MANAGEMENT PLAN 17

APPENDIX
Appendix 1 10 Year Financial Plan

LIVINGSTONE SHIRE COUNCIL – SEWER ASSET MANAGEMENT PLAN 18