Page 251 - City of Westlake FY20 Budget

Section 5 Internal Service Funds
Guidelines for Vehicle Maintenance & Replacement

Depreciation fees should commence the same fiscal year of each new and replacement
vehicle/equipment purchase. Likewise, depreciation expenses should be expensed from the respective
department operating budget and deposited into the Capital Maintenance and Replacement Fund.
Depreciation expenses shall continue through the service life of the new vehicle/equipment and shall
cease upon retirement of said vehicle/equipment.

REPLACEMENT AND DEPRECIATION GUIDELINES

Purpose - To provide a fiscally responsible vehicle and equipment replacement and depreciation policy,
which will enable the Town of Westlake to maximize asset utilization while maintaining a positive public
image and being fiscally responsible in our budgeting and fleet replacement programs.

Policy - Replacement criteria for Town-owned vehicles and equipment will depend primarily on a point
system, which is based upon the following factors:
• Age
• Miles/Hour Usage
• Type of Service
• Reliability
• Maintenance and Repair Costs (not to include incident repairs)
• Condition

Point Range Chart Note: The Town may decide to retain a vehicle beyond the stated criteria after an
evaluation of anticipated usage, repairs and operating costs. Each Town vehicle and small equipment
have been placed in a specific category (as listed below) in order to allow for uniformity in our
replacement standards.

Category "A” - This category consists of the one (1) 18-passenger and one (1) 20-passenger school
bus. The life span for school bus is 10 years. The Fire Department which includes engines, ladder
truck, ambulances, and attack truck which are used primarily as a front-line response vehicle. The
front-line life-span of the Engine is 15 years and has a reserve life-span for additional five years. The
ambulance front-line life-span is seven years and has a reserve vehicle life-span for additional seven.
The Town currently has one (1) Engine, one (1) Attack Truck and two (2) Ambulances.

Category "B" - This category consists of Maintenances and Public Works vehicles which are used to
serve the public on a day-to-day basis and pull trailers. Due to the heavy use, these vehicles may be
scheduled for replacement at 100,000 miles provided the maintenance cost is considerably higher than
vehicles of the same type. The Town currently has two (2) Public Works trucks.

Category "C" - This category consists of all other cars and pickups, which include administration pool
car, building inspection truck, warrant officer public safety vehicle. These vehicles are generally
assigned to a designated staff member and should not be replaced earlier than 100,000 miles provided
the maintenance cost is considerably higher than vehicles of the same type.

239