Consider a Resolution to Address Building Maintenance Staffing Needs

The City previously employed two full-time and one part-time building maintenance employees (2.5 FTE). As part of the voluntary early separate program, the part-time building maintenance worker retired on June 28, 2012. Then, the position was eliminated as part of the 2013 budget process.

It was thought that any critical coverage needs could be handled by a low cost seasonal/temporary employee or, if necessary, from within the department. It was also thought that contracting out for Municipal Center snow removal (at a cost of $16,850) would reduce the number of person-hours needed in Building Maintenance.

In July, Mr. Jeff Strelow, a parks seasonal worker was assigned to help cover some of the building maintenance needs on a part-time basis. In August, one of the two full-time building maintenance employees went out on leave due to a serious medical condition. At this point in time, the City entered into a Memorandum of Understanding (MOU) with AFSCME in order to maintain two full-time staff members covering the daily 16-hour shift. In September, the full-time building maintenance worker was authorized to return to work with restrictions. In November, he was cleared of all restrictions. However, by this time the Building Maintenance Supervisor was in need of using his vacation time, resulting in just two building maintenance staff again. At this time, the MOU has expired and Mr. Strelow is working through the notice of lay-off period. In addition, the contract with the snow removal company was terminated due to lack of performance, transferring snow removal back to the building maintenance staff.

The events that took place in the division over the late summer and Fall have served as somewhat of a trial period to see how the work would be completed. It has become very apparent that the building maintenance function requires a minimum of 2.5 FTEs, for the following reasons: 1) Overtime pay has gone up by 40%, 2) snow removal responsibilities are back with the building maintenance staff, but the City saved $13,480 out the $16,850 contract due to early termination, 3) Coverage for the 16-hour shift with just two employees is unsustainable—especially considering the level of public meeting space use in the Municipal Center—as of January 15th the 2013 meeting schedule is already booked at 75% capacity of the available evenings, plus some Saturdays-see attached meeting schedule , 4) there is little opportunity for staff to schedule vacation time or to stay home if needed for illness, 5) 2.0 FTEs puts the City in a reactive mode in the event that either of the full-time staff require a day off.

It may be of interest to the City Council to know that Mr. Strelow went through a competitive recruitment process and was given a contingent job offer by the City in February 2009. Unfortunately, the offer was rescinded just prior to City Council approval due to the economy. Since then, Mr. Strelow has worked as a parks seasonal worker each year and he enjoys working for the City.

Per the MOU with AFSCME, if the City Council authorizes the City to fill this position, Mr. Strelow has recall rights to the building maintenance position; thereby eliminating the expense associated with an external recruitment process.

It may also be of interest to the City Council to know that janitorial services were contracted out in the recent past and staff feels confident that a part-time city of Ramsey employee is the best option for the best price. Previously, the City’s experience with contracted cleaning services has not been good. In 2007, the City contracted with Carlson Building Services in the amount of $38,830; which included 2 employees working a 5-hour shift, 3 days a week. There was little consistency among workers, the building maintenance supervisor took issue with the quality of work and necessary follow-up, and worker(s) attempted to work without having a background check completed, creating a security concern, especially in the Police Department.

Alternatives:

1. Leaving building maintenance coverage with just two full-time employees is not an option at the current level of service.
    
2. Covering some of the janitorial tasks by contact could be considered. Staff contacted Leone’s Cleaning Service in Anoka of for a bid on janitorial services; however, staff has not received a response as of this writing. If a cleaning service is hired, the lock-down of the building in the evening could possibly be performed by the Patrol staff, contingent upon the call volume or by other staff after evening meetings. However,  this alternative would not be recommended for reasons mentioned above.

To approve hiring Mr. Jeff Strelow as a regular part-time building maintenance worker, at step 1 of the 2012 wage scale @$15.99 per hour for 20 hours per week; with the option to work up to 30 hours per week on occasion, as necessary, as determined by the Public Works Superintendent and approved by the City Administrator. All other personnel policies would apply and Mr. Strelow would be subject to a 6-month probation.

The annual salary for this position scheduled at 20 hours per week, at step 1 of the 2012 wage scale, is $20,864. With the savings from the plowing contract, the difference is $3,370. The Public Works Superintendent will make cuts to his 2013 seasonal staffing budget to fund the remaining balance and/or look for savings elsewhere in the Public Works budget.

Motion to recommend City Council adopt a resolution to approve hiring Mr. Jeff Strelow as a regular part-time building maintenance worker, at step 1 of the 2012 wage scale @$15.99 per hour for 20 hours per week; with the option to work up to 30 hours per week on occasion, as necessary, as determined by the Public Works Superintendent and approved by the City Administrator.