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City staff report expanded vehicle-leasing program, higher-than-planned lease costs but measurable savings
Summary
Staff reviewed the five-year Vehicle and Equipment Replacement Fund (VERF): the city leased more vehicles than planned (36 by 2023, 38 by 2025), added police vehicles to the program, and saw lease costs rise above original projections even as fuel and maintenance costs fell overall.
City staff on Monday reviewed the five-year performance of the Vehicle and Equipment Replacement Fund, telling the Board the program has both exceeded original acquisition targets and seen higher-than-expected lease costs. "Because of the delays due to COVID, we didn't start purchasing till later in 2021...Leased 22 vehicles in 2023," presenter Madeline said, and staff reported the city had 36 leased vehicles in 2023 versus the 27 the original plan proposed; that number grew to 38 by 2025 with three city-owned vehicles for a total fleet of 41.
Madeline said the program delivered measurable operating benefits despite cost pressure: "The expected was a 20% fuel savings. If we leased, we've actually saved about 26%...Projected at the 30%, we have achieved 28%." Board members and staff attributed some of the cost increase to adding police vehicles into the lease program (police maintenance remains a city cost) and to market changes after pandemic-related supply constraints. Officials said they will monitor the fund more frequently and adjust operational contributions and vehicle-sales revenue to rebuild the fund balance.
