Memo Inspections Division Activities � CITY OF HOPKINS
MEMORANDUM
DATE: December 9, 1994
TO: The Hono le Mayor and City Council
,
FROM: Tom Ha m ning, Community Development Director
SUBJECT: Inspection Divison Activities -
Last summer l discussed with the City Council the various activities, services, and programs
provided by the Community Development Department. During this discussion a number of
questions were asked, many of which pertained to the Inspections Division. As a result of this
meeting, the City Council requested that I provide additional information regarding time spent
profiles for the various staff in the department, as well as information regarding the activities of
� Tom Anderson, the Building Officia1.
In response to this request, I have attached the following information:
• A memo from Tom Anderson dated August 10 which provides a
summary of the Inspections Division and the staffing of the Division.
• A memo from Tom Anderson dated August 8 which outlines
Mr. Anderson's professional development activities.
• Actual time spent profiles for each employee in the Inspections
Division, along with their job descriptions, which illustrates
the activities they undertake and the time spent to
complete the various tasks.
If time is available during the upcoming Economic Development retreat, staff desires to review
this information with the Council, answer questions, and provide any additional information the
Council may request. If there is not time available during the upcoming retreat, staff proposes to
discuss this item at an upcoming work session.
If you should have any questions regarding the information provided, please do not hesitate to
contact me.
�
f" i
• CTTY OF HOPKINS
MEMORANDUM
DATE: August 10, 1994
TO: Tom Harmening
FROM: Tom Anderson
SUBJECT: Inspection division activities
The inspection division has changed dramaticaZly over the past
eight years. In an effort to provide you with information I will
try to detail some of the changes that have occurred since I took
over supervision of the division and answer some questions that
have been asked.
The City Council has from time to tim� asked the question "why do
we need so many inspectors in Hopkins when a few years ago we
only had three?"
• When I was hired, the city had one building official, one housing
inspector and one plumbing/mechanical inspector. A secretary was
shared with engineering, the Fire Marshal was under the Fire
Department and the Health Inspectar was a contract person under
the City Clerk's office. Today all of these positions are under
the Inspections Division and we share a secretary with the Fire
Department. The only additional employee is one building
inspector. The reason this position was needed and continues to
be needed is as follows:
• Prior to my taking over, the division did not enforce the State
Building Code as was required by state law. P1an reviews were
not done as required by the code of the day (If you search the
old plans stored in city hall you will not find any required
stamps of approval. Even coffee stains, cookie crumbs and
pencil marks will not be found). Permit records were sketchy
and no correction orders can be found. Inspection records of
the day show inspection dates followed by the comment "OK Ray".
I also understand the Fire Marshal was put in the unenviable
position of enforcing building code items at the same time the
�irst fire inspection was done on a structure ( This is
extremely costly to building owners). Our division regularly
finds existing buildings in this community that do not and were
not constructed with essential code features required by past
� czty codes. The Couneil only needs to look at the many code
vzo�ations and condition of the Westbrook buildings today ta
see the poor quality of code enforcement in past years. In the
{ t
initial days of my employment .I was told the main reason for
�� hiring me was that Hopkins was aware of the lack of code
enforcement and wanted it changed.
• The division today enforces the code, conducts plan reviews,
stamps plans approved, conducts inspections, does follow up
inspectir�r�ts; follows up on non called inspections, requires
permits where work in progress is found not to have a required
permit and completes the appropriate paperwork. In order to
accomplish this in the early years of my employ the Housing
Inspector stopped doing all but the very essential housing
complaints to assist.
• The state codes have continuously changed adding more and more
work for the Building Official. The Code book has gone from a
two volume set in 1985 to a three volume set in 1994. The
inspectors are now required to enforce handicap provisions and
soon we will enforce the construction requirements of the ADA.
The state energy code changes every 6 months to a year. The
document has been totally rewritten three times since 1976 (
Most recently last month). We are required to inspect lighting,
wind wash and caulking which were never in the codes before.
The state has added stat�wide licensing to our work load and
prompted the division to take over contractor licensing
previously done by the City Clerl�'s office. We are getting
questions and dealing with asbestos, lead paint, indoor air
� quality and recycling space. The state tells us these are not
mandates because we can charge or raise our fees, but without
the personel, the fees do not help.
• Because many existing buildings in this community do not
contain essential required code features the division, with
Council support, has strengthened the fire code inspection
program over the years. The fire inspections originally were
done only on the more hazardous occupancies. No regular
inspection schedule was set up for office, retail and some
industrial occupancies. Today�- we do inspections regularly in
all Apartment occupancies, hazardous occupancies, and this �all
we will again begin to inspect office, retail and industrial
occupancies. The Housing Inspector spends 20% of his time doing
fire/housing inspections in apartments and the building
inspector will spend at least the same amount of time doing
commercial/industrial fire inspections after he completes
training ( We eliminated a part time fire inspector position in
the fire department budget and placed the duty with the
building inspector position). The fire marshal spends 10% of
his time in this endeavor.
• The division in the past did not handle any nuisance
complaints. These were handled by the Police Department,
specifically by an off-duty officer on after-hour pay. When
� this person retired the inspection division took on the duty.
These nuisance complaints have risen dramatically-in the past
� several gears to the point where 35% of the Housing inspector's
time is spent dealing with nuisances.
• The division in the past did not handle any "junk vehicle�'
complaints. These were handled by the Police Department (The
duty still shows up under police in the Hopkins City Code).
When the officer assigned ta the duty retired �he inspection
division took on the program. The Housing inspector spends 5%
of his time on this activity.
• The Truth in Housing program is new. When this program was
being considered by the Council we informed them that we could
take on this program with existing staff if we maintained the
current level of personel. ( At that time we were Zooking at
possibly going from a full to a part-time building inspector or
contract inspector) Council at that time established the
program and made it clear we were to do it with existing staff,
and firm enforcement and follow through was expected. The
Housing inspector spends 15% of his time on this program.
• The Property Manager's Coalition is new. We attend these
meetings send out agendas and set up speakers. The Housing
Inspector spends 10% of his time on this activity.
• The division installed a computer system which gives us better
�records and information gathering capability and makes the
� department as a whole more efficient. The system however needs
to be maintained and the Building Official is the system
administrator. He spends 5% of his time on this activity and
because of his expertise another 1.5% helping other departments
with their problems.
• The Building Official is involved much more in division
administration and supervision than before. The city has only
added one person to the payrol but four people have been added
to the division that need to be supervised. {Building
Inspector, Fire Marshal, Building/Fire Secretary and Health
inspector). In addition administration has demanded more and
better information on the activities of the division. The
Building official now spends 25% of his time supervising the
division and another 25% on administration.
Another question that has been asked is; "Why do some other
cities have less inspectors than Hopkins?" The answer falls into
two categories.
1. Those communities who enforce the codes they have on the
books: � .
• Tn the case of the communities that do enforce the code you
need to look at and compare apples to apples. Job duties
� vary and community values dictate work load. New
construction is less time consuming than remodeling.
Contractors generally require less af a time commitment
} ,
than do-it-yourself home owners. People who select a
• contractor or product by price alone usually require more
inspection time. Professionally designed plans are less
time consuming to review than a plan on a napkin.Hopkins
experiences a high degree of the more time consuming code
work.
• You also need to look at not only how many building
inspectors the community has but what duties they perform.
Some communities have separate divisions for housing
inspections, nuisance complaints, fire inspections and
health. The cities may not have the same percentage of
rental housing in the community and the community
e�cpectations on what constitutes a problem may be lower.
The community may be new�r. Some communities do not
actively do fire inspections, housing inspections and in
many cases the county does the health inspections. I feel
' strongly that this division compares favorably with any
other division doinq similar tasks.
2. Those communities who have codes but don't enforce them:
• There are thosa communities who da not believe in proper
enforcement of codes. They have not as yet learned the
lessons Hopkins has learned from past history. Communities
that don't enforce the code or do slip shod inspections
� take on higher liability and have learned to dismiss
citizen complaints. These communities cause many problems
for their citizens, contractors and other communities like
Hopkins. (Examples of code violations some communities
practice are:
• Don't do plan reviews on residential construction as
required by the code and simply write orders to redo
errant work in the field. This places the burden and
additional costs on homeowners and contractors.
• Don't issue and inspect roofing work as required by code
and allow homeowners to deal with the problems and poor
workmanship rampant in this state (The Inspection
Division regularly received calls from grieved
homeowners about roofs installed with no permits that
were leaking six months to two years after their
instalZation. We have not had any calls of this type in
the last two years).
� Establish a maximum time limit of 15 minutes for all
inspections no matter how complex the inspection and
permit the practice of "windshield / drive by"
inspections. This causes missed code violations,
encourages non-enforcement and poor quality.structures
result. ' -
It must be pointed out that I do not recommend any of these
practices or methods not only because of the liability but
� because the city is paid a permit fee to cover these
services.
� • Hopkins could reduce staff by dropping or being less
proactive in programs like Truth in Housing, Fire Code
Inspections, Housing Code Inspections, Nuisances, Junk Cars
and Health Inspections. If directed by Council to eliminate
services we could put together a list of recommendations on
programs and services to eliminate that would allow us to
work with a reduced staff.
Another question asked is "The Building Official is our most
experienced inspector, shouldn't he be in the field doing the
inspections rather than being in the office?"
• I believe this question has already been answered above
(See last bullet first question). There has been a
substantial increase in supervisory and administrative
responsibilities given to the building Official position.
• In any department or business both public and private when
supervision of employees is necessary the most
knowledgeable, experienced person provides the benefit of
that knowledge and experience to the subordinates who
perform the work. This is a time-tested principal.
I hope this gives you the answers to some questions you may
� encounter. I am more than willing to assist you at any council
meeting where this subject in addressed. I hoge this information
will be satisfactory and will once and for all resolve this
issue.
�
� ,
CITY OF HOPIflNS
• MEMORANDUM
DATE: August 8, 1994
TO: Tom Harmening
FROM: Tom Anderson
SUBJECT: Time speat on professioaal development activities
It is my understanding the City Council has asked how my
involvement in outside professional development activities
benefits the community.
As can be seen on the attached Time Spent Profile 5.50 of my time
last year was on activities outside the day-to-day activities of
the community. I keep a detailed account of this time and can
provide you with actual hours spent on each meeting. The meetings
are shown on my mileage reports submitted to you monthly.
A commnnity philosophically can take two different approaches in
� how it deals with outside forces. It can be reactive, allowing
� others to shape how the outside forces will be applied to the
community and then make the internal changes necessary to meet
the challenges presented, or it can be proactive working to shape
the forces so that when applied they will be more pa2atable to
the community. It has been my understanding that the City Council
encourages staff to be proactive and I have been operating under
that gremise as time allows. The activities listed below are how
I spent what I consider to be a reasonable amount of time
1)Leaque of Cities Conference Planninq Committee.( 22 Hours
City Time)
I was asked }ay the League of Cities to participate on this
committee about �our years ago as a buildzng official
representative to the cammittee. I felt it was important to
participate for the following reasons: �
• Having served as President of the NorthStar Chapter
of Building Officials and Minnesota Building
officials I was familiar with building code issues
cities face
- Prior to my empZoy, Hopkins did not enforce the�state
building code although it had been adopted and a
building inspector was employed. I was hired because
� of the problems the city was having with non
enforcement. Communities need to be uniform in
enforcement. Communities need to be uniform in
� enforcement of the state code otherwise the playing
field is not level. I felt I could help Hopkins by
sharing my expertise with other communities in hopes
of educating their elected and appointed official to
the need of uniforraity among cities.
• Several programs have been placed on the league
conference dealing with the state code and its proper
enforcement I was also responsible directly for many
programs not related to codes that I feel the Hopkins
Council benefited from. I have not kept alI of my
records from the beginning of my involvement but so�e
of the programs are as fol2ows: -Enhancing your
Building Code I991, -ADA Z992, -Enforcing Building
Codes Small citiss track 1993, -Improving the
Business Climate in the Community 1994, -Fee's for
Service Success staries 1994, -Empowering Citizens/
Helping Them Take More Responsibility 1994.
2) Chairman CABO One and Two Family Dwelliag Code Buildinq
Subcommittee (16 Hours City Time 80+ Hours Personal Time)
I was appointed to this national code committee by the
International Conference of Building Officials through our
city membership in 1994. The three national model code
� organizations in the United States (The International
Conference of Building Officials, ICBO; Building Officials
and Code Administrators, BOCA; and the Southern Building Code
Congress International, SBCCI) have joint authorship of the
CABO One and Two Family Dwelling Code and have recently
decided to revamp this code with the intent to make it the
only construction code in the United States for one and two
family construction. the city benefits from my involvement in
the following way:
• The City of Hopkins gains earZy access and input into
this code that will surely be used through out
Minnesota and Hapkins in the very near future.
• The national code organizations are moving in this
direction to stave off the pressures of the federal
goverriment to write and then mandate their own
construction code with littl.e or no input from local
communities. Local input into codes and standards is
essential to the citizens of Hopkins.
• The Hopkins building official gains invaluable
knowledge, education and training through exposure�to
testimony from product manufacture's and construction
experts from around the country. This form of
� education cannot be gained from books or any other
source. This knowledge is passed on to consumers and
building owners to help them save money and avoid
� product pitfalls on construction projects in Hopkins.
-A case in point occurred today as I was writing this
Memo. A Hopkins resident came to the counter to ask
questions on radon and the radon potential in
Hopkins. In the CABO process, one code proposal would
require passive radon mitigation techniques in all
new one and two family dwellings constructed. In
preparing for the hearing I contacted Bi11 Ange1 at
the University of Minnesota, this State's foremost
authority on Radon. At the Hearing we took testimony
from e�erts on radon fr�m around the cauntry
including two representatives from the EPA directly
involved in radon research and advance technology. I
was able to give the resident answers and insight
into the radon question without referring her to some
other governmental agency.
The time spent profile shows the estimates of personal time I
spend on this activity. The estimate is conservative and the
actual time is spent studying the code and the proposed code
changes so that I can propose amendments and vote
appropriately. The knowledge gained through code study and
understanding because of the personal time spent in this
endeavor is given back to the community and its r�sidents at
no cost to them.
�
3} NorthStar Chapter Code Chanqe Committee-(17 Hours City Time
40+ Hours Personal Time)
I have participated on this committee for many years, even
preceding my employ with Hopkins. The local chapter of
building officials track all code changes that are proposed
through the state and national code processes, evaluates the
impact on the communities and makes recommendations to the
voting members of the chapter on how to vote on these issues.
The committee also looks at problems with the codes and
proposes code revisions to solve those problems. This
benefits Hopkins in the following ways:
• The community has a voice in the`state and national
code process. Problems and concerns with the codes
are communicated to me by the citizens, contractors
and business owners we deal with on a day to day
basis. Their concerns are the basis I use to vote on
or bring forward possible code changes we should work
on. I have personally been responsible for passage of
code changes nationally on Window wells and a uniPorm
standard on required single family residential cteck
loading. These issues were not clearly covered in the
codes and were causing non uniform enforcement and
� costs to consumers to redo work done by confused
contractors.
� • The Hopkins building official gains invaluable
knowledge, education and training through his
exposure to the problems of other communities and the
study in depth of the codes. This knowledge is passed
on to the citizens and building owners of Hopkins.
As with CABO, the Time Spent Profile shows an estimated 40+
hours of personal time spent studying codes and proposed
changes. The knowledge and understanding of the codes and
reasons for them are given back to the conumunity at no cost.
The study of the proposed code changes on my own time and the
participation on the committee allow me to represent the
community appropriately through a thorough knowledge of the
issues when I cast the Hopkins vote at the ICBO Annual Code
Change and Education conference.
4)MnBO Public Relations Committee (10 Hours City Time 80+ Hours
Personal Time)
I have served on this committee for many years prior to my
coming to Hopkins. This committee serves to promote codes and
the image of the City inspection division. In my early �ears
of emplay with Hapkins I had work goals placed on me to
promote the inspection division and this is one of the many
ways I ehose to accomplish this goal. The committee is
involved in Public service announcements, Booths at the
� � League of Cities, Minnesota Association of Townships,
Association of Counties; Lumber shows, KTCA fund drives,
BiZlboards and a regular Saturday morning radio program for
do-it-yourself home owners to call in questions. Some of the
benefits to Hopkins are as follows;
• For many years I manned an answer Booth at Knox
Lumber in Hopkins on a Saturday Morning. This started
several years prior to my being employed here (during
that period no Hopkins inspection personal
volunteered). I continued after I became emp2oyed
coaxing several Hopkins personal to work with me.
This was a program and promotion put on jointly by
Knox Lumber and the Committee at all Knox yards
throughout the metro area. It was advertised in all
of Knox advertisements as Meet Your Local Inspector.
Activities like this cannot be put on alone locally
without a great expenditure of time and effort but as
a committee representing a state organization we all
share in the work.
• I participated through the committee on the
nationally syndicated program "Hometime" last year:
This program is seen on over 360 stations nation wide
with a viewership of over 6 Million. The two programs
� have each aired twice Iocally (the most recent aired
Saturday August 6th on channel 2). This program
. ,
promotes the idea that cantacting yourlocal building
� inspector and doing your proj�ct right is a good
idea. Projects done correctly last and improve
property vaZues. These programs have been seen by
numerous Hopkins residents as witnessed by the
comments I receive at the counter from citizens. The
Hopkins City Hall sign was shown on one o� the
programs identifying our community to the country.
Robin Hartl says in front of the sign "One of the
first places you want to go when you are doing a
project is City Ha21".
• I have manned some of the committee booths at the
League of Cities and Township meetings. This activity
promotes uniformity and proper code enforcement among
communities which in turn levels the playing field
for Hopkins. The Hopkins taxpayers cannot afford
large law suits for poor inspection practices by the
city and with the recent problems at Westbrook the
idea of a strong code enforcement program in our
community should be reinforced. Communities that do
not yet understand the need for good code enforcement
continue to cause problems for us. The Question "Why
do I have to do this in Hopkins and not in X
community?" is difficult to deal with. The answer of
course is "We are folZowing what is required by state
law and what is considered minimum construction
� around the country", Community X is not.
It should be noted my Time Spent Profile shows the city has
invested approximately 10 hours into this endeavor and I
personally have invested over 80 hours. All af the Booths I
have manned, with the exception of the League of Cities Booth
are conducted after haurs and on�weekends. I have spent two
Sunday evenings this year at KTCA. The lumber show booths
have been on weekday evenings. None of this time is charged
to the community yet we all benefit.
5)Window Safety Study Committee. (32 Hours City Time)
This is an activity that T was asked to participate in two
years ago. The request of my participation came from Andersen
Windows because of my natianal code exposure and closeness to
their carporate offices. The committee members are Dan
Johnsan from the Washington DC office of the National
Association of Home Builders; Eric Eckstrom from the Chicago
office of the National Wood Window and Door Manufactures
Association; Gus Degenkolb a nationally prominent fire
protection engineer from Carson City, Nevada; Guy Raithmeyer
from Andersen Windows; and myself. The committee is
collecting data on child window fall deaths and injuries from
varied national sources. The purpose is to write a report to
� the National code bodies and industry in an attempt to curb
the number of deaths and injuries to children falling from
windows in this caunty. This is a complex task in that
� windows are also needed by people to escape in case of fire.
The committee is also looking at fire statistics and trying
to recommend a course of action that will improve fall safety
without compromising f ire safety. �
• The direct benefits to Hopkins is difficult at this
time to relate but if it ultimately saves the life of
_ one child either because no fall occurred or•an
escape from a building occurred because there were no
child fall prevention bars on the windows it will
have been worth the few hours of time.
• We have used the information gained through my
service on this committee to produce last months Hot
Spot program on window safety. Local news footage of
the recent BrookZyn Center and St Paul arson fires
was shown where several people and children needed to
use windows to escape the fire. I was interviewed by
Susan Euler and we discussed window safety for both
fire and falls. Tt is difficult to directly measure
the impact of educational programs like this because
if it hits the mark there is no accident or news
report.
� 6}MnBO Board Of Directors (Vice President)( 12 Hours City Time
20+ Hours Persanal Time)
I am Vice President of the Minaesota Building Official
Chapter of ICBO. I gained the support for and founded this
Chapter several years ago. I was its first president holding
that position for three years and have been Vice President
for two. The Chapter was formed as an umbrella organization
to co-ordinate the activities of all code enforcement
agencies in the state (Building Inspection, Housing
Inspection and Mechanical Inspection). The Chapter meets only
as a board of directors three times a year and co-ordinates
Legislative, Code Change, Public Relation, Education and
Uniformity activzties of all of the other organizations. The :
b�nefits to Hopkins are indirect and are reflected in
benefits of other activities and provide professionalism in
all disciplines of code inspection.
� Miscellaneous State Leqis2ature, Builders Association,
Conference Cammittee Etc. (7.5 Hours City Time 20+ Personal)
These miscellaneous activities are the ones that recently
earned me a national award from the National Association of
Home Builders. You wi11 note that not a great amount of City
time was spent on these but the benefits to Hopkins residents
were great. It should also be pointed out that my involvement
� in the other above activities especially the MnBO board has
prepared me and put me in the position to be able to make a
difference. The benefits to Hogkins are as follows:
� • I spent on� hour speaking with a legislator from
White Bear that authored a bill that would have
undermined uniformity of code enforcement in
Minnesota. The bill was pulled by the author after
the meeting.
�
• The national award I received gained national
recognitian for the City �f Hopkins. Hopkins was put
in a class with the city's of Gainsville, FL.
Phoenix, AZ. and Austin, TX. all much larger more
notable cities.
• The award was given for my inva3uable 2ieZp in passing
statewide contractor licensing and a state recovery
fund. Homeowners in Hopkins now have more qualified
contractors, a place to file complaints and obtain
contractor information and if aggrieved by a
contractor special protection under �he law and up to
$50,040 in monetary reimbursement.
• I also have �pent time educating contractors on the
, codes. I am one of only a few approved to do so by
the state licensing division. I have taught these
classes in Hopkins, Bloomington, Redwing and Mankato
to mention a few. Most of these programs are put on
� after hours and on my own time. Qualified contractors
save Hopkins resident time and money an there
construction prajects. Since Hopkins contractors come
from alI over the metro area I see many of them in
the classes I have taught in Bloomington. Two hours
of city time was spent in Bloomington last year, 4
hours in Hopkins, Redwing and Mankato were evening
classes.
I hope this gives you and the City Council the information
and justification you desired. Some individuals have the
impression that a large percentage of my time is spent
outside the City doing work not pertaining to Hopkins. I
believe the time I spend being proactive is a small amount of
city time that brings with it great benefits not only to the
community but the profession as a whole.
I believe in the code enforcement profession and trying to
improve it. It is not in my nature to sit and complain about
what others have mandated or passed on for me to blindly
enforce, rather I believe it is my responsibility to listen
to the citizens represent their interests and try to be in a
position to do something to shape the effe�ts of outside
forces on Hopkins. My commitment to this community and the
� profession is backed up by the amount of personal time I
devote to these activities.
TlI11E', ,��}E'.11� PrOflle Hopkins Building O��cial
25°� Division Administration
a Prepare d'+vision memo's, council reports and sensitive correspondence
� Prepare division budget
� Review, develop and update division policies, records and procedures
� Plan, assign, supervise and direct division enforcement activifies
� Direct, review, update, monitor and track division codes and ordinances. Recommend
and write new ordinances as necessary.
� Attend staff meetings and represent div�sion
25°/a Supervise Empfoyees
➢ Conduct empl�yee reviews
� Review alt outgoing division orders, correspondence, and actions
� Resotve or advise proper resolution of all disputes
� lnterpret codes, standards and ordinances
� Co-ordinate division activities both intemally and externally
27°� Building Inspections And P{an Reviews
v Review plans for compliance wifh the City Building Code
➢ Conduct building inspections for conformance to the City Building Code
� Answer phone inquiries and provide informafion and interpretation of alt division codes,
_ policies and ordinances
�Assist public with permit applications, and questions pertaining to all division codes,
pol+cies and ordinances
5% Inspection Division Computer System Administration
� Maintain divisions computers, network, and software. Initiate changes to the system as
necessary
� Keep abreast of software changes and budget or purchase appropriate upgrades.
� Create and run reports for the Division, Administration, Ci�y Depar�ments and other
Federal State and Locat Agencies
3% Administer Health {nspection Contract And Contract Employee
�Administer county health contract and insure it is enforce
�Administer Health rnspector contract
� Supervise Health inspector
8°/a Maintain Technical Knowledge Ot Federal, State And Loca! Laws, Codes
And Policies And Provide Training And Education Qf Division Staff:
� Attend State sponsored educational conferences and schools.
�Attend 5 day annual Building Official Institute sponsored by University of Minnesota
�Attend 4 Day lCBO Annua! Business Meeting and education conference
�Attend local Chapter Educationar seminars and Meetings.
�Attend lacai ICBO sponsored educationat seminars
5.5% Professionai Development Activities
�(ncludes League of Cities Conference Planning Committee 22 Hr's City Time
� CABO One and Two Family Dwelling Code Building Subcommittee Hearings (Committee
Chairman} 16 Hr's City Time 80 + Hours personal time spent
� Window Safety study committee (Child faAs and fire safety) 32 Hours City Time
� Northstar Chapter Code Change Committee 17 hours City Time 40+ Hours Persona!
Time
� MnBo Public Relations Committee 10 Hours City Time 80+ Hours Persona( Time
� MnBO Board of Directors (Vice President) 12 Hours City time 20+ Personal Time spent
� Misc. State Legislature, Builders Assn., Conference committee 7.5 Hours City Time 20+
Hours Personaf Time
1.5% Assist Other Departments
� Answer and assist with technical computer questions or problems as requested
� Perform spec�af projects and assist other Departments as needed and appropriate
140% �
Time Spent Figures Based On Data Cotlected From August 1993 Through July
- 1994
POSITION: Chief Building Inspectar
� REPORTS TO: Director of Community Development
SALARY RANGE:
Nature of Work
Under general guidance and direction of the Direetor of
Community Development, directs, controls and supervises the
activities of the Inspection Division. Responsible for the
enforcement of City construction regulations including, Building
Code, Housing Code, Mechanical Code, Fire Code, Electrical Code,
Health Code and Truth in Housing Program.
Duties and Res�onsibiZities
1. Plan, assign, assist, supervise & direct all Building Code
enforcement functions including structural, electrical, plumbing,
mechanical, contractor license, and related to insure buildings
in the community comply with State, Federal, and local laws
pertaining to Building Construction.
2. Plan, assign, supervise and direct all Housing Code
inspection functions including rental registration, point of
� sale, and general nuisanee inspections, policies and codes.
3. Plan, assign, supervise and direct all fire code enforcement
functions to provide an orderly inspection of alI commercial,
industrial and multifamily residents structures in the community.
4. Plan, assign, supervise and direct the health inspection
progra� including hotel, motel, restaurant public swimming pools,
and general health nuisance insgections, policies, and codes.
5. Provide interpretation on City, State, Federa� codes and
ordinances to building owners, contractors, the public and
staff. Resolve disputes involving enforcement of these codes and
ordinances.
6. Monitor existing programs relating to buildings, their
construction and safe, healthful occupancy. Plan develop,
recommend and implement new programs, policies and codes.
Modifications to existing programs or elimination of pragrams not ,
in accordance with State and Federal reguZations and �ocal needs.
7. Supervise and maintain department records, prepare reports,
establish and recommend fees. Determine department needs and
prepares budget request for Inspection Division.
� �
.
, � �
8. Maintain technical knowledqe of federal, state and local
� laws, ordinances, and policies and provide for training and
education of department staff.
9. Supervise employees and contact inspectors assigned to
Inspections Division.
Necessarv Skills. Knowledae and Abilities
1. Ability to deal with the public courteously.
2. .Ability to use a personal computer and maintain the divisions
computer data base, spreadsheet, and word processing systems.
Minimum Education and Experience
Z. High School Education
2. Class II Certification as a Building Off icial from the State
of Minnesota or equivalent
3. Two years post High School courses in code enforcement,
engineering or architecture.
4. Minimum 5 years experience in municipal Building Code
enforcement with increasing responsibility.
�
�
. ,
T1I�le �p�Ilt PrOflle Building / Commercial Fire Inspector
259�o Review Building Permit Apptications And issue Permits.
� Review building permit appiications to ensure they accurateiy reflect work to be done.
� Review plans of structures to ensure they meet structurai and non-structurai buiiding codes.
➢ Determine va►ue of proposed buiidings calculate permit fees and surcharges.
� Distributes ptans to other departments for review and approval prior to permit issuance.
� Issues pecmits under direct supervision of the Chief Building Inspector.
25% Conduct Buifc�ing Inspections To Insure Compliance.
� lssue orders of correction that may include timed compliance, immediate closure or stop
work orders. .
� Initiate correcfive action when violations are encountered.
a Review violations to insure that they have been corrected.
� Recommend code changes based on results of inspections.
20% Enforce Fire Code �n Commercial Structures.
� Set schedu(es to insure that all commercial property is inspected on a regular basis.
➢ Conduct regular fire inspections
� fnitiate corrective action when violations are encauntered.
� Review violations to insure that they have been corrected.
� Recommend code changes based on results of inspections.
30% Administrative
� Prepare comple#ed reports on investigations and reports on deficiencies encountered.
� Forward orders on deficiencies to owners or operators of properties for corrective action.
� Record all violations, make fo(tow up inspections vn to assure compl�ance with codes.
� Maintain records and complete related reports, letters, notices, and other paperwork.
� Recommends legal action for non-compliance cases and assists the City Attorney.
�Testify in court as an expert witness for the Ciiy. '-
� Explain and interprets codes within the area of responsibifity to appticable persons.
�
� February 23rd, 1993
JOB DESCRIPTION
Position Title: Building/Fire Znspection Specialist
Department: Community Development - Inspections Division
Reports To: Chief Building Inspector
Salary Ranqe: 6
General Purpose:
Under general supervision of Chief Building Inspector.
Performs a variety of routine and complex technical work in
building and fire inspections to insure that the City's Building
Code, Fire Code, and other related codes and standards, are met.
Essential Duties and Responsibilities:
1. Enforces the City's Building Code by reviewing applications,
construction plans, conducting regular inspections and
responding to complaints.
� - Review building permit applications to ensure they
accurately reflect work to be done.
- Review plans of structures to ensure they meet
structural ar►d non-structural buildzng codes.
- Determine value of proposed buildings and calculate
permit fees and other applicable surcharges.
- Distributes plans to other affected departments o€-�he
City for their review and approval prior to permit
issuance.
- Issues permits under direct supervision of the Chief
Building Inspector.
- Conducts building inspections as required by the City
Building Code or as directed by the Chief Building
Inspector.
- Issue orders of correction that may include timed
compliance, immediate closure or stop work orders.
- Initiates corrective action when violations are �
encountered.
�
. ,
Job Description
Page 2
� - Reviews violations to insure that they have been
corrected.
- Recommends code changes based on results of
inspections.
2. Enforces the City's Fire Code by conducting regular fire
code inspections of commercial structures and responding to
complaints.
- Sets schedules to insure that all such commercial
praperty is inspected on a regular basis.
- Initiates corrective action when violations are
encountered.
- Reviews violations to insure that they have been
corrected.
- Recommends code changes based on results of
inspections.
3. Investigates complaints to determine conformance to all
codes applicable to this position and takes steps to insure
violations are corrected when encountered.
� - Takes necessary steps to inform parties of appropriate
City codes being violated or refers to appropriate
agency for help on specific problems, and finally,
initiates legal action.
4. Prepares completed reports on investigations and reports on
deficiencies encountered.
- Forwards orders on deficiencies to owners or operators
of properties for corrective action.
- Records all violations and makes follow up inspections
on a specific date to assure compliance with uniform
codes.
5. Maintains records and completes related reports, letters,
notices, and other paperwork.
6. Recommends legal action for non-compliance cases and assists
the City Attorney in pursuit of legal remedies, if
necessary, to carry out the enforcement duties assigned
herein.
7. All other duties as assigned.
•
< ,
Job Description
Page 3
�
other Duties and Responsibilities:
o Provide assistance to the Housing and Mechanical Inspectors,
and the Fire Marshal as necessary for non-commercial fire,
housing, plumbing, and mechanical inspections.
o Testifies in court as an expert witness for the City.
o Explains and interprets codes within the area of
responsibiZity to applicable persons.
o Maintain effective warking relationships with property
owners, operators, City employees and the general public.
o Communicate effectively, both orally and in writing.
Minimum Education and Experience:
1. High school graduate.
2. Twelve months prior municipal code enforcement experience in
building code enforcement.
� 3. Minimum of 45 eollege credits in Building Inspection
Technology, Fire Inspection Technology, or equivalent, or 2
additional years of prior municipal code enforcement
experience in building, or fire code enforcement.
4. Must have an automobiie and a valid drivers license.
Highly desirable qualifications:
1. Two years prior municipal code enforcement experience in
building enforcement.
2. Certification as a level 1, 2 or 3 fire inspector, ICBO or
CABO certification as a fire inspector, building inspector,
plans examiner, mechanical inspector, plumbing inspector,
state certification as a Class 2 building official, or
equivalent.
3. One year prior Municipai code enforcement experience in fire
code enforcement ( may be concurrent with building code
enforcement experience).
4. One year prior Municipal code enforcement experience in
� Mechanical and Plumbing code enforcement (may be concurrent
with building code enforcement experience)
.
T�cne Spent Profile Housing / Fire Inspector
35°!o Nuisance Abatement Inspections: .
vinvestigate nuisance complaints and take appropriate action.
v�Perform reinspections to insure corrections of code violations are being made.
� Survey city for possibie nuisance violations.
�Work with City Attorney when legal actio� is required to correct nuisance code violations.
vAssist supervisors with possible adoption or amendments to the City Codes
20% Fire / Housing inspections:
�Enforce MN Uniform Fire Code and City Housing Code
�fnspections of multi-famiiy structures do to a complaint, obvious hazard or routine visit.
vinvestigate complaints from tenants and managers, in regards to housing code violations.
� Work with City Attorney when fegal action is required to correct fire and housing code
violations.
�Assist supervisors with possible adoption or amendments to the City Codes
15°!o Truth in Housing : �
ASupervise Truth-in-Housing Evaluators
� Assist and educate the public with the program
:-Review and update records, po(icy statements and ordinances.
� Perform follow up inspections to insure hazardous items have been corrected.
�Assist supervisors with possibfe adoption or amendments to the City Codes
'{ 0% Hopkins Property Managers Coalition:
�Attend all Property Managers Coafition meetings
�Attend afl coafition planning meetings and provide necessary city support.
v Maintain apartment managers list and coalition maifing iist.
5�o Junk Cars:
�Survey City for Junk 8� Abandoned Cars
v Work with owners on removing vehicles and issue orders when necessary
5% Emergency Response:
� Respond to Fire and Medical Emergencies.
5°!o Continuing Education:
� Educational meetings, conferences and schools.
5% fnspections Desk: � .
�Assist pubfic & Commercial contractor with permit applications.
�Assist pubfic 8� Commercial contractor with questions in regards to buifding, fire and
housing codes.
. «
September 8, 1993
�
JOB DESCRIPTION
Position Title: Housing Specialist/Fire Inspector
Department: Community Development - Inspections Division
Reports To: Chief Building Official
Salary Range: 6
General Purpose:
Performs a variety of routine and complex technical work in
housing and fire inspections to insure that the City's Housing
and Fire Code, and other related codes and standards, are met.
Essential Duties and Responsibilities:
1. Enforces the City's Housing Code by conducting regular
housing inspections and responding to complaints.
! - Sets schedules to insure that all such rental property
is inspected on a regular basis.
- Initiates corrective action when violations are
encountered. ,
- Reviews violations to insure that they have been
corrected. �
- Recommends code changes based on results of
inspections.
2. Enforces the City's Fire Code by conducting regular fire
code inspections of multi-family structures and responding
to complaints.
- Sets schedules to insure that all such rental property
is inspected on a regular basis.
- Initiates corrective action when violations are
encountered.
- Reviews violations to insure that they have been
corrected.
• - Recommends code changes based on results of
inspections.
1 M
Job Description
Page 2
�
3. Enforces the City's Manufactured Home Park code.
_ 4. Serves as the primary contact for enforcing the City's
Nuisance Abatement code, coordinates activities with other
departments, and resolves nuisance vio3ations as necessary.
5. Investigates complaints to determine conformance to all
codes applicable to this position and takes steps to insure
violations are corrected when encountered.
- Takes necessary steps to inform parties of appropriate
_ City codes being violated or refers to appropriate
agency for help on specific problems, and finally,
initiates legal action.
6. Prepares completed reports on investigations and reports on
deficiencies encountered.
- Forwards orders on deficiencies to owners or operators
of properties for corrective action.
- Records all violations and makes follow up inspections
on a specific date to assure compliance with uniform
codes.
• 7. Enforces the City's Truth in Housing code by monitoring
completed Truth in Housing Reports as related to the sales
of one to four unit structures to insure that these
structures are inspected.
- Follows up on hazardous items noted in Truth in Housing
Reports to insure these items are corrected.
- Communicates with evaluators to insure uniformity of
their inspections.
- Undertakes ongoing efforts to educate the public about
the program.
8. Act as the City's representative to the Hopkins Property
Manager's Coalition and provide necessary support to the
organization.
9. Maintains records and completes related reports, letters,
notices, and other paperwork.
10. Assists the City Attorney in pursuit of legal remedies, if
necessary, to carry out the enforcement duties assigned
herein.
� 11. All other duties as assigned.
,
Job Description
Page 3
.
Other Duties and Responsibilities:
o Provide assistance to the Building Inspector as necessary
for building, plumbing, and mechanical inspections.
o Testifies in court as an expert witness for the City.
o Explains and interprets codes within the area of
responsibility to applicable persons.
� o Maintain effective working relationships with property
owners, operators, City employees and the general public.
o Communicate effectively, both orally and in writing.
Minimum Education and Experience:
1. High school graduate.
2. Six months prior municipal code enforcement experience in
housing, building or fire code enforcement.
. 3. Minimum of 45 college credits in Housing, Building
Inspection Technology, Fire Inspection Technology, or
equivalent, or 2 additional years of prior municipal code
enforcement experience in housing, building, or fire code
enforcement. .
4. Must have an automobile and a valid drivers license.
Hiqhly desirable qualifications:
l. Two years priar municipal code enforcement experience
preferably in housing, building or fire code enforcement.
2. Certification as a level 1, 2 or 3 fire inspector, ICBO or
CABO certification as a fire inspector, building inspector,
plans examiner, state certification as a Class 1 or 2
building official, or equivalent.
•
• M
�lII1e s�Jellt PI'Ofl�e Plumbing/Mechanical �nspector
38% Inspections - Mechanical
• Inspect ali phases of new and remodeled mechanicai systems to insure code
compliance
• inspect furnace / air conditioner repfacement installations fio insure code
compliance
� Conduct inspections and answer compiaints on mechanical systems
• Inspect all new gas piping to insure code compliance
• Inspect aN ventilation systems, make up air units, air handlers and exhaust
systems to insure code compliance
40% Inspections - Plumbing
• Inspect al{ phases of new and remode(ed p(umbing to insure code compliance
• Inspect water heater replacements to insure code compliance
• Inspect water piping repfacement to insure code compliance
• Inspect all storm drainage systems to insure code compfiance
• Conduct inspections and answer complaints on all plumbing systems
8% {nspections - Utility
• Inspect a!I phases of new and replaced sewer and water services to insure code
comp(iance
• Sell water meters and record serial number and meter locafions
• Record all sewer and water service ties
� Inspect road openings and repairs after jobs are complete
• Enforce private well ordinance and track operating private wells
14% Administration
+ Review plumbing, mechanical, and utiliiy permit applications including plans for
code compliance ti
• Issue plumbing, mecha�tcal, and utility permits
• Maintain Inspection records and record inspections on computer system
• Provide contractors and home owners with answers to code questions
• Co-ordinafe activities with and assist building inspector
• Conduct inspections with and provide technica( support to Health Inspector
� �
COMMUNITY DEVE�OPMENT
� INSPECTION DIVISION
POSITION TITLE: BUILDING INSPECTOR/MECHANICAL SPECIALIST
INTRODUCTION:
Under general supervision of the Chief Building Inspector.
Responsible for the enforcement of city construction regulations
including building, housing, occupancy inspection, fire code,
health code and with special emphasis on heating, plumbing, ven�
tilation, air conditioning and refrigeration codes.
DUTIES & RESPONSIBILITIES:
Inspects plumbing, heating, ventilation, air conditioning, and
refrigeration systems for compliance with the City codes in new
and existing commercial and residential structures upon request
by contractors, building inspector, or as part of unscheduled
visits to construction sites.
Completes inspection report checklists and issues certificates of
compliance with plumbing, heating, ventilation, air conditioning
and refrigeration codes.
� Makes recommendations to improve plumbing, heating and cooling
systems; notes code violations; issues citations and determines
time frames and corrective actions required as specified in the
relevant code.
Reviews plans and approves or denies applications for plumbing,
heating, ventilation, air conditioning and refrigeration permits
for new construction and remodeling projects.
Issues Plumbing/Heating Permits
Inspects sewer and water connections to the city utilities and
private wells and septic systems. Assists Fire Marshal in making
inspections of gasoline, oil, underground fire mains, butane, and
propane tank connections.
Composes and signs correspondence to owners, contractors, and
tenants explaining city code raquirements, violations and actions
necessary for compliance.
Testifies in Court as a witness for the City.
Assists the Building Inspector inspect buildings and review plans
to insure compliance of construction with City Ordinances and
Building code xequirements. •
• Assists Building Inspector in issuing building, demolition, house
moving and excavation permits.
� � .
� Inspects manufactured homes.
Records and maintains administrative forms/logs/lists, incoming
and outgoing work, inspection reports.
Prepares a certificate of occupancy when work is completed within
the requirement of the building code for signature of the build-
ing official.
Inspection and issuance of certificates of code and health and
safety compliance when transfer of ownership of multi-unit
buildings.
Refers serious violations to the buildinq official for proper
action. Refers serious violations of fire code to Fire Marshal.
Performs other related duties as assigned.
MINIMUM UALIFICATIONS AND EDUCATION
- High School Graduate �
- 5 yrs. experience in the plumbing or heating/ventilating
trades
- Valid drivers license
� HIGHLY DESIRABLE QUALIFICATIONS
- Licensed by the State of Minnesota as a Journeymen or
Master Plumber or certified to perform plumbing inspec-
tions.
- Prior municipal inspection experience in plumbing/mechan-
ical disciplines.
022189
Descri�p.
• -
� �' >
.
Tune Spent Profile Hopkins Fire Marshal
59�o Continuing Education:
➢ Educationaf ineetings, conferences and schools.
10% Maintenance Inspections:
� inspecting a business because of a complaint, obvious hazard or a routine visit.
109�o Permit Inspections:
� Inspecting because of a buitding or fire permit. Usuatiy dealing with new construction or
underground tanks.
� Meeting with architects, contractors and owners regarding existing or proposed projects.
10% Fire Investigations:
➢ Interview witnesses and suspects.
� Research suspects, businesses and properties.
➢ Generate reports, floor plans and other required paper work.
�Talk to Insurance investigators and adjusters.
� Coordinate investigations with State and Federa( agencies.
'f 0% Fire Prevention Administration:
� Supervise fire inspectors, assist with code quesfions.
� Review and update records, policy statements and ordinances.
➢ Staff meetings, Z& P meetings, answer staff questions.
10% Emergency Response:
� Respond to Fire and Medical Emergencies.
➢Complete required paper work.
20% Fire Department Administration:
� Field telephone ca�ls and questions trom City Staff, suppliers and potential recruits.
a He(p parties who have business with or need access to the fre department.
➢ Review fire reports, prepare statistics, exp(ain and sell copies of incident reports.
�Administrate fire pre-plan program.
� Represent the fire department to the public.
A Perform duties as time to time are required by the Fire Ch;ef,
25% Public Fire Education:
� Organize and administrate the Fire Prevention Open House.
➢ Set up and teach schoo( programs. � .
� Give training and talks to groups and businesses.
� Perform fire station tours.
�Administrate smoke detector give away program.
� Field questions at the counter and on the phone about smoke. detectors, fire
extinguishers, etc...
� F
COMMT.JNITY DEVELOPMENT
INSPECTION DIVISION
• POSITION TITLE: FIRE MARSHAL
---___._._..._.._._ _.._....__.. _. __._...__-
INTRODUCTION: ��
•Under the general supervision of the Chief Building Inspector,
responsible for administration of Fire Code. Under the general
supervision of the Fire Chief responsible for arson investigation
and fire prevention programs.
DUTIES & RESPONSIBILITIES:
Administers Fire Code
Coordinates inspections with other City, State, and Federal
agencies.
Issues special hazard permits.
Performs municipal and private water supply fiare testing &
analysis.
Designates and enforces fire lanes
Performs plan review �nd inspection of fire protection,
suppression and detection systems.
Performs plan review and inspects new and remodeled building
construction for fire protection features.
Administers Fire Investigation and Loss Records Program
• Member of fire/police Arson Squad
Investigates fires
Responsible for analysis and interpretation of fire loss records
Maintains fire loss records
Performs training in fire investigation
Administers Fire Inspection Program
Performs basic inspection program
Performs folZow-up inspections
Administers pubZic fire prevention programs.
Develops school programs
Develops public informational activities.
Responsible for analysis and consultation for industrial and
institutional fire safety activities.
Estabiished February 1982
Revie�+ed November 1983
� Revised February, 1987
, � �
Tli11e �perit PrOflle Inspection Secretary
30°/a Issue ApplicationslPermits � Licensing Applications
� Provides necessary forms for appiicants (BIdg.Plbg.Mech.Fire)
D Explain permit requirements, assist in app(ication procedures
➢ lssue permits and contractor's licenses
� Prepare permit files and forward to inspectors for review
30% Administrative Support - BuildinglFire
� Word Processing admin�strative support to staff as requested
� Provide administrative support to Housing Coordinator, Eng�neering, and Communi�y
Dev. Dept .as needed.
� Assist with mailings, meeting & agenda notices for Property Managers Coalition
� Provide information/answer questions on Truth in Housing/Evaluators as requested. File
evaluations when Housing Insp. has completed his review
➢ Collect and distribute division's mail
Fire Department
� Collect and distribute department's mail
� Enter all fire calls/medicals in computer
� Provide administrative support for Fire Chief and staff
� Prepare meeting notices and agendas for Southwest Fire League Meeting. Transcribe
meeting minutes and d'+stribute following the meetings
v� Prepare miscef(aneous maiiings �
➢ lssue permits for fire department when needed
� Misceltaneous filing
2��o Customer Service
A Greet customers at front counter and provide them with assistance
➢ Answers questions when inspectors are not available. Assist whenever possible or
re-direet for further assistance
� Problem so(ving/decision making duties as required in place other department staff
15% Maintain Permit System
➢ Compiie monthly permit repor�s on Btdg/Pibg/Ntg.permits.
➢ Census reports and miscellaneous activity reports for other departments when needed.
➢ Enter new, update existing contractors in computer. Verify that they are`current.
➢ Maintain and update property file.
� Work with Assessing Deptepartment to obtain current owner residency.
� v�verify new owners/homesteads with property file.
�, �
5% Rentat Registration - Yearly
� Prepares letter explaining rentat registration program
➢ Updates lists of multiple dwellings and apartments required to be registered
� Prepare letter/registration card packets for maifing
� Receive return registrations, credit payments, answer questions regarding registration
� programs
➢ (Vlake necessary changes as needed
�: �
� POSITION: Secretary
REPORTS TO: Chief Building Inspector
SALARY RANGE:
Nature of Work
Performs a variety of secretarial and reception services for the
inspection divzsion of the Community Development Department and
the Fire Department.
Duties and Res�onsibilities
1. Secretary and record keeper for the Inspection Division of the
Community Development Department and the Fire Department. Assists
Community Development Secretary as needed.
A. Maintenance of Department Files by filing inspection
reports, updating inspection records, and systems
maintenance.
B. Types correspondence, memos, and reports.
. C. Maintains the departments computerized permit record
• system, updating the contractor and property data base and
entering permit applications.
D. Prepares various monthly and yearly inspection reports.
E. Assembles information as necessary.
F. Acts as receptionist to the department by responding to
citizen inquiries and answering the telephone.
G. Assists citizens with permit applications, inquiries and
complaints. Directs applications, inquiries and complaints
to the proper person for processing
Necessarv Skills, Know�edae and Abilities
A. Ability to courteously answer inquiries from the public and
direct persons or calls to appropriate Iocation.
B. Ability to deal with public courteously.
C. Ability to use a personal computer with word proaessing
capabilities.
D. Ability to use or learn to use the.department data base and
spreadsheet computer programs.
° E. File Maintenance ability.
F, organization skills necessary to keep track of a variety of
° information.
Minimum Education and Ex�erierice
A. High Degree
� B. Three years experience as typist or secretary
C. Experience with Computer data entry or Word Pracessing