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Memo - New Building Maintenance Position Description and Duties . Public Works Department MemorandulTI To: Honorable Mayor and Members of the City Council Copy:. Jim Genellie, Acting City Manager ~ From: Steven J. Stadler, Public Works Director Date: November 17, 2004 Subject: New Building Maintenance Position Description and Duties , At the November 9 work session, City Council requested I provide some detail as to the duties of this proposed new building maintenance worker position. . The person filling this new position will augment Bob lrrgang in completing building m~intenance tasks at the Fire Station, Public Works, City Hall, Police Station, HCA, Hopkins Activity Center, Coffee Depot, Hopkins Pavilion and, when necessary, the Hopkins HRA properties. He/she will report to the Building Maintenance/Equipment Services Superintendent. The new facility construction has resulted in more building systems to maintain and, I believe, a higher expectation from users that timely maintenance will be provided. Adequate maintenance of our existing and new building spaces and building systems is not possible with our current staffing level. Besides the inability to respond adequately to user's maintenance requests, failure to provide additional city staff will mean we adopt a fix it when it breaks philosophy rather than instituting a . periodic maintenance program for our building systems. The building maintenance crew's work will include the following: . Daily review/prioritize and complete ongoing work requests, inspect boilers and air conditioning chillers and air handlers, open & lock city hall doors . Weekly required testing of boiler safety controls, restocking supplies, and overseeing/managing standby generator test-runs. . Monthly lubing of equipmeht components . Semi-annual testing of standby generators under load, testing 6 emergency transfer switches, testing emergency battery back-up at Police Dept and test/adjust rolling gates . . . Yearly maintenance on 52 roof top units, 4 hot water boilers, one steam boiler, 12 unit heaters, 9 infrared heat systems, 32 ventilation fans, 6 wet and 2 dry fire suppression systems, 7 fire monitoring systems. . . Additional miscellaneous duties include: . Respond to problems with 3 new building security systems · . Monitor energy management systems for City Hall and Fire Station . Maintenance/repair of lighting, bathrooms, doors, garage doors, etc. . Periodic building system maintenance training and safety training . Assist Parks & Forestry Division with maintenance/repair of park facility heating and plumbing · . Snow shoveling at various facility entrances . The myriad of other duties that fall upon building maintenance in order to ensure an adequate working environment for city employees in 7+ facilities. An example regarding light fixture ballasts replacement may help give an idea of the level of city building maintenance needs. If we were to replace one light fixture ballast every workday it would equate to a five-year replacement cycle. This is naUo say that all ballasts will need to be replaced every five years but rather illustrate the magnitude of just one building system - see chart below. I respectfully request City Council's support in funding this new building maintenance position. . IMPACT OF NEW FACILITIES Pre-proiect Post-proiect Plumbing fixtures 21 84 Lighting fixtures 358 1,167 Doors 73 203 SF - office space 15,000 . 40,100 . -- ---- CITY OF HOPKINS ANAL YSIS OF GENERAL FUND REVENUE BUDGET . 2004 2005 % Department Budget Budget Incr/(Decr) Property Taxes $ 6,666,136 $ 7,291,496 9.38% Intergovernmental Revenue PERA Aid $ 20,510 $ 20,510 0.00% Police - Federal Grant $ - $ 500 #DIV/O! Police - State Aid $ 138,600 $ 138,600 0.00% Police - POST Reimbursement $ 10,000 $ 5,000 -50.00% Police - Misc Grants $ 10,300 $ 8,300 -19.42% Police - 911 Service Fee $ 11,600 $ 11,600 0.00% Fire - State Aid $ 195,000 $ 195,000 0.00% Total Intergovernmental Revenue $ 386,010 $ 379,510 -1.68% licenses, Permits & Fees Court Fines $ 137,000 $ 137,000 0_00% Building Permit & Inspection Fees $ 377,000 $ 377,000 0.00% Business Licenses $ 15,000 $ 17,000 13.33% Animal Licneses $ 1,500 $ 1,500 0.00% Liquor Licenses & Permits $ 68,500 $ 68,500 0_00%- Fire Licenses & Permits $ 15,000 $ 15,000 0.00% Miscellaneous Licenses & Permits $ 9,575 $ 11,975 25_07% Total Licenses, Permits & Fines $ 623,575 $ 627,975 0.71% . Charges for Service Finance Department $ 3,500 $ 3,900 11.43% Activity Center $ 63,600 $ 65,100 2.36% Assessing $ 300 $ 300 0_00% Inspections $ 86,450 $ 86,450 0.00% City Clerk $ 2,100 $ 2,100 0_00% Police $ 47,700 $ 49,200 3_14% Fire $ 2,600 $ 2,600 0.00% Public Works $ 5,200 $ 5,200 0.00% Planning & Zoning $ 4,500 $ 4,500 0.00% Total Charges for Service $ 215,950 $ 219,350 1.57% Miscellaneous Revenue Franchise Fees $ 265,000 $ 290,000 9.43% Acitivty Center $ 5,500 $ 7,400 34.55% Elections $ - $ 9,001 #DIV/O! Police $ 1,500 $ 1,500 0.00% Emergency Preparedness $ 3,500 $ 3,500 0.00% Public Works $ 450 $ 450 0.00% Misecllaneous $ 6,000 Total Miscellaneous Revenue $ 281,950 $ 311,851 10.61% Interest Earnings $ 100,000 $ 110,000 10.00% . ITotal Revenues $ 8,273,621 $ 8,940,182 8.06%1 Revised 11/29/2004 1 Revised 11/29/2004 CITY OF HOPKINS . ANALYSIS OF GENERAL FUND EXPENDITURE BUDGET 2002 2003 2004 2004 2005 Budget % Department Actual Actual Budget Est Actual Budget lncr/(Decr) City Council City Council $ 78,218 $ 80,159 $ 96,263 $ 93,699 $ 96,263 0.00% Health & Wellness $ 4,746 $ 648 $ 1,050 $ 1,050 $ 1,050 0.00% Total City Council $ 82,964 $ 80,807 $ 97,313 $ 94,749 $ 97,313 0.000/. Administrative Services Administration $ 104,396 $ 83,864 $ 51,278 $ 46.491 $ 83,175 62.20% Legislation $ 14,881 $ 13,491 $ 14,569 $ 11 ,360 $ 21,059 44.55% Agenda $ 38,003 $ 41,344 $ 47,058 $ 43,624 $ 34,115 -27.50% Personnel $ 39,542 $ 36,321 $ 45,862 $ 43,273 $ 42,557 -7.21 % Capital Improvements $ 25,442 $ 26,172 $ 29,511 $ 26,508 $ 13,782 -53.30% Wellness $ 4,382 $ 4,039 $ 3,864 $ 3,389 $ 8,577 121.97% Information Services $ 82,299 $ 65,596 $ 82,353 $ 64,407 $ 188,823 129.28% Special Projects $ 23,277 $ 13,976 $ - $ - $ - 0.00% Newsletters $ 33,955 $ 16,070 $ - $ - $ - 0.00% Total Administrative Services $ 366,177 $ 300,873 $ 274,495 $ 239,052 $ 392,088 42.84% Finance Benefit Administration $ 16,374 $ 15,478 $ 13,873 $ 17,465 $ 13,377 -3.58% Budget $ 27,960 $ 28,381 $ 22,664 $ 21,373 $ 20,653 -8.87% _aSh Management $ 7,741 $ 11,081 $ 21,100 $ 19,237 $ 20,841 -1.23% Debt Management $ (839) $ (525) $ 1,185 $ 345 $ 400 -66.24% General Accounting $ 51 ,443 $ 49,240 $ 56,497 $ 49,717 $ 58,316 3.22% Payroll $ 46,866 $ 38,388 $ 32,333 $ 30,384 $ 33,373 3.22% Risk Management $ 4,593 $ 5,751 $ 10,605 $ 8,474 $ 10,487 -1_11% TIF Administration $ (867) $ 485 $ 134 $ 1,743 $ (519) -487.31 % Utility Billing $ 142 $ (1,338) $ _ $ (13,659) $ (100) #DIV/O! Total Finance $ 153,413 $ 146,941 $ 158,391 $ 135,079 $ 156,828 -0.99% Legal $ 112,749 $ 119,871 $ 123,980 $ 132,679 $ 136,480 10.08% Municipal Building $ 78,651 $ 77,443 $ 71 ,029 $ 40,888 $ 132,060 85.92% Activity Center Act Ctr - Community Use $ 78,310 $ 83,824 $ 82,865 $ 71,010 $ 97,055 17.12% Act Ctr - Senior Activities $ 121, 199 $ 135,839 $ 143,846 $ 133,033 $ 136,361 -5.20% Act Ctr - Teen Programs $ 17,621 $ 14,767 $ - $ 1,962 $ - 0.00% Act Ctr - Maintenance $ 60,903 $ 58,978 $ 46,950 $ 46,475 $ 45,363 -3.38% Total Activity Center $ 278,033 $ 293,408 $ 273,661 $ 252,480 $ 278,779 1.87% Receptionist $ 56,704 $ 48,732 $ 43,406 $ 45,357 $ 45,754 5.41% Assessing Assessing Information $ 96, 1 08 $ 88,609 $ 60,858 $ 61,048 $ 65,571 7.74% .Homestead Administration $ 34,616 $ 33,951 $ 25,492 $ 26,765 $ 26,059 2.22% Property Valuation $ 83,655 $ 81,068 $ 56,091 $ 55,606 $ 57,585 2.66% Special Assessments $ 17 ,981 $ 21,995 $ 2,032 $ 18,021 $ 2,260 11.22% Total Assessing $ 232,360 $ 225,623 $ 144,4 73 $ 161,440 $ 151,475 4.85% t 2002 2003 2004 2004 2005 Budget % Department Actual Actual Budget Est Actual Budget. Incrf(Decr) espections Suirding Code Inspections $ 159,282 $ 219,344 $ 291 ,186 $ 282,295 $ 299,713 2.93% Fire Inspections $ 32,466 $ 21,341 $ 26,711 $ 19,794 $ 26,747 0.13% Heating & Plumbing Inspections $ 65,423 $ 73,840 $ 85,734 $ 77 ,486 $ 88,152 2.82% Housing Inspections $ 43,339 $ 41,475 $ 43,626 $ 41,090 $ 45,159 5.81% Restaurant & Hotel Inspections $ 25,347 $ 18,535 $ 22,374 $ 18,008 $ 22,108 -1 .19% Misc. Community Inspections $ 63,458 $ 42,001 $ 45,302 $ 38,181 $ 44,737 -1.25% Total Inspections $ 389,315 $ 416,536 $ 514,933 $ 476,854 $ 527,616 2.46% City Clerk Charter & Council Administration $ 14,915 $ 18,277 $ 12,183 $ 9,751 $ 13,235 8.63% Licensing $ 12,058 $ 13,315 $ 14,572 $ 12,891 $ 14,872 2.06% Purchasing $ 12,613 $ 9,809 $ 8,125 $ 8,204 $ 8,240 1.42% Records Management $ 7,240 $ 8,937 $ 6,038 $ 6,465 $ 12,413 105.58% Total City Clerk $ 46,826 $ 50,338 $ 40,918 $ 37,311 $ 48,760 19.17% Elections $ 31,315 $ 20,341 $ 31,835 $ 32,248 $ 22,502 -29.32% Police Police AdmInistration $ 36,731 $ 39,809 $ 87,701 $ 48,491 $ 126,950 44.75% Patrol $ 2,002,233 $ 1,878,683 $ 1,998,122 $ 1,952,941 $ 2,120,057 6.10% Heat Team $ 66,031 $ 48,200 $ 44,054 $ 35,897 $ 63,723 44.65% Reserves $ 32,741 $ 38,035 $ 37,650 $ 37,816 $ 50,822 34.99% Investigations $ 314,007 $ 403,496 $ 362,339 $ 359,077 $ 354,945 -2.04% .etro Drug Task Force $ 41,298 $ 52,641 $ 89,993 $ 85,385 $ 93,810 4.24% awn Shop $ 16,363 $ 21, 150 $ 23,758 $ 22,612 $ 24,063 1 .28% Outreach $ 88,165 $ 80,677 $ 74,744 $ 70,928 $ 84,822 13.48% Dispatch $ 105,842 $ 373,637 $ 377,972 $ 398,143 $ 390,382 3.28% Reception-Records $ 148,285 $ 216,919 $ 217,938 $ 225,408 $ 205,548 -5_69% Systems Management $ 388,472 $ 206,426 $ 196,906 $ 209,042 $ 69,644 -64.63% Total Police $ 3,240,168 $ 3,359,673 $ 3,511,177 $ 3,445,740 $ 3,584,766 2.100/. Fire Emergency Medical Service $ 39,082 $ 36,610 $ 39,106 $ 35,661 $ 39,704 1.53% Fire Suppression $ 440,985 $ 464,734 $ 410,553 $ 434,393 $ 467,396 13.85% Fire Prevention $ 107,762 $ 102,798 $ 82,398 $ 93,123 $ 111,027 34.74% Total Fire $ 587,829 $ 604,142 $ 532,057 $ 563,177 $ 618,127 16.18% Emergency Preparedness $ 2,774 $ 7,189 $ 5,110 $ 5,260 $ 5,110 0.00% Public Works PW Building $ (282) $ (13,063) $ 17,320 $ 46,193 $ 29,719 71.59% Equipment Services $ 38,209 $ 41,166 $ 45,115 $ 24,368 $ 34,538 -23.44% Administration $ 11 , 153 $ 1,052 $ 9,125 $ 23,500 $ 13,245 45.15% Engineering $ 111 ,163 $ 138,708 $ 112,742 $ 120,150 $ 116,522 3.35% Street & Alleys $ 343,218 $ 290,669 $ 329,698 $ 289,467 $ 283,656 -13.96% Street Cleaning $ 37,932 $ 31 ,516 $ 23,571 $ 19,794 $ 19,237 -18.39% Snow & Ice Removal $ 75,167 $ 91,896 $ 126,815 $ 113,489 $ 123,537 -2.58% . Seal Coat Zone $ 99,877 $ 49,568 $ 132,1 33 $ 120,292 $ 135,880 2-84% Sidewalk Repair $ 28,990 $ 6,431 $ 30,733 $ 28,364 $ 30,869 0.44% Traffic Signs & Signals $ 129,820 $ 125,121 $ 111,099 $ 102,948 $ 155,035 39.55% Street Lighting $ 120,775 $ 121,820 $ 131,351 $ 125,968 $ 147,833 12.55% Marl Maintenance $ 37,298 $ 29,966 $ 15,797 $ 31,585 $ 34,486 118.31% 2002 2003 2004 2004 2005 Budget % Department Actual Actual Budget Est Actual Budget Incr/(Decr} Parks $ 541 , 180 $ 558,381 $ 517.975 $ 517,180 $ 563,234 8.74% .ree Service $ 135,743 $ 158,867 $ 162,605 $ 135,197 $ 193,977 19.29% otal Public Works $1,710,243 $ 1 .632,098 $ 1,766,079 $ 1,698,495 $ 1,881,768 6.55% Recreation Playground $ 24,588 $ 22,535 $ 32,810 $ 24,274 $ 30,965 -5.62% Ice Rink $ 14,643 $ 13,641 $ 11 , 120 $ 9.669 $ 13,345 20.01 % Park Service $ 16,228 $ 15,816 $ 1 0,469 $ 10,697 $ 10,875 3.88% Joint Recreation $ 275,108 $ 150,560 $ 143,650 $ 145,625 $ 149,500 4.07% Total Recreation $ 330,567 $ 202,552 $ 198,049 $ 190,265 $ 204,685 3.35% Planning & Zoning Zoning Activities $ 72,320 $ 68,201 $ 42,411 $ 54,883 $ 52,574 23.96% Sign & Fence Permits $ 12,101 $ 9,422 $ 9,271 $ 7,868 $ 9.386 1.24% Miscellaneous Planning $ 17.014 $ 21,522 $ 26,326 $ 24,403 $ 27,111 2.98% Total Planning & Zoning $ 101,435 $ 99.145 $ 78,008 $ 87,154 $ 89,071 14.18% Una/Jocated $ 72,205 $ . $ - $ - $ - 0.00% Total Expenditures $ 7.873,728 $ 7,685,712 $ 7,864,914 $ 7.638,228 $ 8,373,182 6.46% Other Financing Uses Capital Outlay $ 1,155 $ - $ - $ 15,000 $ - 0.00% Transfer to Para transit Fund $ 5,563 $ 15,953 $ 294.648 $ 15,953 $ 17,000 -94.23% Transfer to Depot Fund $ 13,629 $ - $ - $ - $ - 0.00% .Transfer to Facility Fund $ - $ - $ - $ 400,000 #DJV/OJ otal Other Financing Uses $ 20,347 $ 15,953 $ 294,648 $ 30,953 $ 417,000 41.52% Contingency $ 20,148 $ 102,527 $ 114,058 $ 100,150 $ 150,000 31.51% Grand Total Expenditures $ 7,914,223 $ 7,804,192 $ 8,273,620 $ 7.769,331 $ 8,940,182 8.06% $ 7,914,223 $ 7,804,192 $ 8,273,620 $ 7,769,331 $ 8,540,182 3.22% . 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E: 'Oc IX: II> III <\I .a- -;;; 'S: fJ] u en~-g III )( '" 0 Q. <II '0.0 VI III I- J5z. QI - 0 c-C= .- 3)( 0 N >,-r::; ~ [; (2 m ~o'=:.E o ~ ~ 1Il00~ - .... I .c: ....JNrn> ... fJ] III III r _ c-lIl ::l . '" <:l '0 ~ 0 t g> __ s: :: 0.00 >, -gg ~ ... ~ CIl f;i-g~o . g :> 000 CI) CI) ,2 - /]) Q ...n;.... <:: :w j ., aJ (!) I!!:! a t m ti g _f:; 0 .2 ~ -g '. >. ~ jij g] ~ ~ 3 Gi ~ E Lt:: E 0 ~ .2 a 8.:;tXlID>lll>-~'>~E~ O....l > ell ~ QI -5Qlt~ LL.- --1 > ~ ell C Ql <D .... 0 Cl <J Cl _ 0 ~ o >-I-lllC--1 >rv J:J..J .. III (Q III t;I.....a.c -ro41~I1l--1<ll 0 '-'-- ~ <( ~... a.... Qlu...o ~~..Jrr~<:(Ojme<:( ~ ~ ~ C III i ~/~~~i 4l<::~UlroQ:;iVc..>O~Lt:: ~ e 8 U (J CIlu:I:LL(f) ;~~~uro~0_r 0 ~ ~ ~ OE~R~ o 0 1-fJ) E Q. f- Q.. z~ ~~~ Revised 11/30/2004 CITY OF HOPKINS . ANALYSIS OF TAX IMPACT ON MEDIAN VALUE HOME Residential Homestead 2005 2004 Current W/Reduction Value $ 162,400 $ 186,700 $ 186,700 Percent Increase In Value 15% City Taxes $ 824.96 $ 840.61 $ 833.10 Dollars Increase $ 15,65 $ 8.14 Percent Increase 1.90% 0.99% (1 ) The budgeted contingency was reduced by $59,640 to $150,000 thereby reducing the tax impact to residential homestead property with an median value of $186,700 to less than $10. . (1) We anticipated that our proposed levy would have a net zero impact on the median valued home. When the Market Value Homestead Credit (MVHC) was taken into consideration this did not happen. This is due to the MVHC being shared porportionate to each taxing jurisdictions share of the total levy _ Since our share of the total levy is less than in 2004, our share of the MVHC per parcel is also less, thereby showing that city taxes increased, The percentage increase is approximately the percentage decrease of our share of the MVHC. .