Item - 2013.AU13.9
Tracking Status
- City Council adopted this item on November 13, 2013 without amendments and without debate.
- This item was considered by the Audit Committee on October 31, 2013 and adopted without amendment. It will be considered by City Council on November 13, 2013.
AU13.9 - Auditor General’s Hotline Investigation Report: Fleet Services Division - Review of Various Equipment Maintenance Practices
- Decision Type:
- ACTION
- Status:
- Adopted on Consent
- Wards:
- All
City Council Decision
City Council on November 13, 14, 15 and 18, 2013, adopted the following:
1. City Council request the Chief Corporate Officer, in consultation with the General Manager, Transportation Services, to review the City’s street sweeping performance measurement processes and where applicable develop appropriate measures. Such a process be developed in order to measure the ongoing effectiveness of the City’s street sweeping services, as well as identify areas which require attention. Areas which should be addressed would include, but not limited to, air quality, tonnage of debris collected and equipment downtime. Such an evaluation be reported to City Council as required in 2006.
2. City Council request the Chief Corporate Officer to review and evaluate the current management information system to ensure it is meeting the needs of all staff but in particular senior management.
3. City Council request the Chief Corporate Officer to review the use of aftermarket parts in the maintenance and repair of all equipment, particularly street sweepers. Such a review include an analysis of original savings, frequency of parts replacement, quality, comparisons of maintenance costs, and warranty considerations.
4. City Council request the Chief Corporate Officer to review the current scheduling process for the preventative maintenance of all equipment particularly the street sweepers. Wherever possible all maintenance be conducted in accordance with the manufacturer’s specifications.
5. City Council request the General Manager, Transportation Services, to ensure that all daily maintenance required to be completed by each operator is completed. Evidence of such maintenance be required. If necessary an appropriate level of training be provided.
6. City Council request the Chief Corporate Officer to review the process and criteria for selection of vendors contracted to ensure repairs are completed by vendors with the necessary expertise.
7. City Council request the Chief Corporate Officer, in consultation with the General Manager, Transportation Services, to review the current processes for the redeployment of underutilized vehicles. Such a process ensure the allocation of underutilized equipment to higher volume locations throughout the City.
8. City Council request the Chief Corporate Officer to review the training program at Fleet Services Division to ensure adequate training is provided to mechanics.
9. City Council request the Chief Corporate Officer to review all fleet related reports issued by the Auditor General’s Office in order to ensure that recommendations continue to be effectively implemented.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-62707.pdf
AU13.9 - Auditor General’s Hotline Investigation Report: Fleet Services Division - Review of Various Equipment Maintenance Practices
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
Committee Recommendations
The Audit Committee recommends that:
1. City Council request the Chief Corporate Officer, in consultation with the General Manager, Transportation Services, to review the City’s street sweeping performance measurement processes and where applicable develop appropriate measures. Such a process be developed in order to measure the ongoing effectiveness of the City’s street sweeping services, as well as identify areas which require attention. Areas which should be addressed would include, but not limited to, air quality, tonnage of debris collected and equipment downtime. Such an evaluation be reported to City Council as required in 2006.
2. City Council request the Chief Corporate Officer to review and evaluate the current management information system to ensure it is meeting the needs of all staff but in particular senior management.
3. City Council request the Chief Corporate Officer to review the use of aftermarket parts in the maintenance and repair of all equipment, particularly street sweepers. Such a review include an analysis of original savings, frequency of parts replacement, quality, comparisons of maintenance costs, and warranty considerations.
4. City Council request the Chief Corporate Officer to review the current scheduling process for the preventative maintenance of all equipment particularly the street sweepers. Wherever possible all maintenance be conducted in accordance with the manufacturer’s specifications.
5. City Council request the General Manager, Transportation Services, to ensure that all daily maintenance required to be completed by each operator is completed. Evidence of such maintenance be required. If necessary an appropriate level of training be provided.
6. City Council request the Chief Corporate Officer to review the process and criteria for selection of vendors contracted to ensure repairs are completed by vendors with the necessary expertise.
7. City Council request the Chief Corporate Officer, in consultation with the General Manager, Transportation Services, to review the current processes for the redeployment of underutilized vehicles. Such a process ensure the allocation of underutilized equipment to higher volume locations throughout the City.
8. City Council request the Chief Corporate Officer to review the training program at Fleet Services Division to ensure adequate training is provided to mechanics.
9. City Council request the Chief Corporate Officer to review all fleet related reports issued by the Auditor General’s Office in order to ensure that recommendations continue to be effectively implemented.
Origin
Summary
The Auditor General initiated this review as a result of a number of complaints received by the City’s Fraud and Waste Hotline. Generally, investigations relating to complaints to the Fraud and Waste Hotline are summarized in our annual report on the activities of the Hotline program and as a result are not reported separately. In this case, in view of the issues identified, we determined that it would be more appropriate to report separately to Audit Committee.
This review was generally concerned with the maintenance of the City’s street sweepers by Fleet Services Division. However, during the review of these specific complaints we identified a number of other issues including issues concerning the Transportation Services Division. This Division is responsible for the operation of the City’s street sweeping services.
This report contains nine recommendations along with a management response to each of the recommendations. The implementation of these recommendations will improve the overall effectiveness of the City’s maintenance practices over equipment and could result in cost savings.
Background Information
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-62707.pdf