5.7. SR 01-10-2000Item #5. L
iity of
· MEMORANDUM
lver
TO: Mayor & City Council
FROM: Pat Klaers, City Administrator
DATE: January 10, 2000
SUBJECT: Discuss Custodian Position
Our building maintenance employee, Sue Herrboldt, joined the city ~bout
eighteen months ago. The city created and filled this full time position when
Laurie Heinecke left her contracted cleaning position with City Hall. One of
the reasons Laurie left the city was that the workload had expanded
the hours she had available. Additionally, when the city created the
maintenance position, one of the goals was to create a clearinghouse
for all of the mechanical, heating, plumbing, etc., systems so that ke,
track of maintenance and repair schedules would be easier to follow
facility.
Since Sue joined the city, the cleaning workload has continued to inc
cleaning alone has dominated her schedule. This has not allowed he~
on the building maintenance work that has slowly been growing ove:
few years. Most of our municipal buildings are fairly new, but as the
facilities age, so will the building maintenance workload and respon.,
Additionally, as we add the Emporium/Community Recreation facili~
Arena facility, and, as we more thoroughly evaluate buildings like ti
it is clear that the janitorial/custodial and building maintenance wm
continue to increase. Sometimes the more you do, the more you see t
to be done. This is true in Sue's situation.
beyond
building
position
,~ping
For each
rease and
,to work
. the last
dbilities.
;y, the Ice
Le fire hall,
'k will
hat needs
Besides cleaning, a second important function for this additional em ~loyee is
to have someone available for the duties at City Hall when Sue is go ~e for
vacation, sick leave, or at a conference. At this time no back up is re~dily
available and, quite frankly, we have been lucky up to this point, as Sue has
not been gone for an extended period.
In the 2000 municipal budget, a half time position is allocated for t~e building
maintenance program to help Sue in her responsibilities. The inte,n~ was to
hire someone strictly for janitorial/custodial work so that Sue coul~
concentrate more on the building maintenance responsibilities. Sue asked for a
full time employee as she saw a need for this amount of additional help to
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
accomplish all the work that needs to be done, but in our budget balancing
process, this position was reduced to half time.
When considering this additional employee request, I looked at a nm
options involving the cleaning contract and services provided in the
department. None of the options involving the police department pr
with the additional help we feel is necessary in order to accomplish
responsibilities that need to be addressed.
Since the initial budget proposal last summer, I have come to the co
that a full time person is truly needed. If the city were to hire a full
person three months into the year, then we would not be too short of
this position based on what is in the budget (one year at half time vs
months at full time). We would need to pay in the $10.50 - $11.00 re
obtain and retain a competent employee who would be dependable, s
with custodial duties, and qualified to obtain a state boiler's license.
At this time I believes it is in the best interest of the city to continue
cleaning contract in the police department as is and add a full time e
for Sue to supervise to do custodial work. The budget calls for a half
position, but the request is for a full time position.
Recommendation
It is recommended that the city authorize the advertisement for a ful time
custodial position with any unbudgeted funds necessary for funding ti tis
position to come from the city council contingency fund.
Attachment
· Information from Sue Herrboldt on present and proposed duffel
nber of
)olice
)Vided Sue
he work
~lusion
t!ume
nding
i ·
· irene
~ge to
~tisfied
~he
nmPloyee
To the city council;
I would just like to add a note on my own personal behalf. I will truly welcome
help that is hired to work with me in my department, as you see, I am getting ve
maintain my schedule. Some days my breaks just consist of driving fi.om buildinl
because I know what the work load is and how long its going to take me. I'm nr
like working for the city very much. Although I know that part time employmen
about to add to my department but to implement a good building maintenance d
to see a full time person hired. I also think it would be much easier to fill the po~
my additional
ry tired trying to
to building
complaining, i
t is being talked
ept., I would like
~.ition if it were full
time. I need someone with the qualifications of building maintenance and holding a Minnesota
State Boiler's license. The license is nescessary because of the daily logs we mu~t sign. When I go
on vacation, I need someone to maintain those logs. The city is growing and thi~ buildings are
getting busier, therefore my workload is growing. Please consider my request, ilthank you for
your time. /
Sincerely,
Susan R. Herrboldt
Building Maintenance
(: ¥/)',:e.
City. Facilities - Janitorial Services
Job duties that I'm currantly handling on a weekly basis by myself.
CITY HALL:
note; this includes city offices;wellnes room;training room;council chambers;kitch~
1. Maintain boilers, logs and make-up air units and upcoming problems.
2. Empty all garbages.
3. Clean 7 restrooms.
4.Fill all dispensers; soap, towels, toilet paper.
5.Vacuum daily all areas used.
6. Dust desks and polish certain areas.
7.Wipe down service counters.
8. Dustmop and wash terrazT, o flooring.
9. Take out recycling.
10. Take designated recycling to center.
11. Change light bulbs.
12. Keep all entry ways clean and glass doors clean(4 of them)
13.Keep outside ashtrays clean and refill with fresh sand.
14. Do quick cleanup of kitchen in the morning.
15. Load or unload dishwasher.
16. Taking down or putting up chairs and tables and moving them around.
17. Wipeout microwaves.
18. Clean whiteboards.
19. Hanging pictures.
20. Keep workroom clean; clean sink and fill paper towels.
21. Order supplies for the building.
22. Keep drinking fountains dean.
23. Occassionally put together articles that come in; book shelves, cubical change~,
24. Wash windows, inside and out and the ledges.
25.Carpet cleaning inbetween contract cleaning.
26. Buffthe terrazzo flooring.
27.Strip and repolish (14 hrs. worth of work )terrazzo flooring.
28. Wash walls where needed.
29. oil certain woodwork.
30. Water plants.
31. Apply coating to new floor in lunchroom.
32.Contacting venders for certain problems that arise.
33.Getting things ready for outside venders.
'shelving etc.
City_ Facilities - Janitorial Services
LIBRARY:
1. Clean office area.
2. Clean office breakroom area.
3. Clean 3 restrooms.
4. Clean community room.
5. Clean certain storage areas.
6. Clean kitchenette, in community room.
7. Do dishes.
8. Take down or set up chairs and tables.
9. Vacuum all areas.
10. Empty all garbage.
11. Empty garbage and ash tray outside of fi.om entrance.
12. Sweep fi.om ouside entrance and keep sidewalk clean.
13 Keep all outside elcoves free of spider webs.
14 Vacuum out child book bins.
15 Keep book shelves dusted, and vacuum out the tops.
16 Clean child table and chairs.
17 Keep child blocks washed.
18 water plants,
19 Fill all dispencers; soap' towels 'toilet paper.
20. Clean reception area and clean all countertops.
21. Clean front glass doors daily.
22. dust and clean study tables and areas.
23. Clean computer tables and use window cleaner on the screens.
24. Pick up daily papers and place on table.
25. Pick up let~ out books and magazines and place in book bins.
26. If book drop is overflowing please help out and remove some items and pick u
on bench in front of bld.
27. Take out recycling if needed.
28. Keep drinking fountains clean.
29. Occassionlly move furniture.
30. Order and bring over supplies.
31. Clean all windows inside and out.
32. clean carpets.
33. Minor repairs.
34. Clean up emergency situations, sewer, throw-up.
p any items lea
City Facilities - J~nitorial Services
Job duties that need implementing into Building Maintenance Program
(The job duties described are either for myself or another designated person in my
1. Having biding, maint, related contracted jobs and/or venders handed over to my
~ rugs and mop problems; pesticide people; fire extinguisher people; contract,
~epartment)
dept. ex:
~d B(~d
plumbing for the boilers and make-up air units; carpet maint.ect. ~
2. Log and make sure all building inspections are done. Keep all records in one loc ation or at least
copie,s. ~
3. BE able to set up a computerized log on serial numbers, models, make, parts on all bld.
equipment.
4.computerized logs on what maint, was performed on what blds. date, time and ~vhat parts were
used.
5.Log supplies for bids. what goes to what building.
6. Clean strainers on pumps.
7. Service air compressors.
8. service water sotfi~er.
9.Keep equipment cleaner and keep minor repairs done in wellness room.
10. Clean lights.
11.Keep storage areas cleaner; janitor rooms;boiler rooms;mechcanical rooms;me~ zanine;etc.
12. Keep up with burnt out lights in all blds.
13. Removing chairs in concil chambers and cleaning more thouroughly.
14. Help in moving things preiod.
15. Edge cleaning with vacuume.
16. Keep vents clean and motors oiled where applical.
17. Service water coolers and clean coils.
18. Pull fridge out in kitchen and clean coils.
19. Check belts and motors on all roofs of all bids,.
20. Monthly check and shakes on all fire extinguishers.in all blds.per OSHA
21. Keep windows clean.
2:2. Keep outside trash area picked up and swept.
23. Wash garbage cans.
24. Wash lunchroom chairs.
25. Steam clean training room and/or council chairs when needed.
26. Steam clean/spot clean carpeting in between contract cleaning where needed.
27. Keep exit lights working and doing the monthly checks per OSHA.
28
29
30
31
32
33
34
35
Maintain boiler room at library. (per Murry's retirement from this duty)
Furnanee checks in other blds.
Keep furnance filters changed in all bids.
Getting plumbing repairs done in a more timely fashion.
Sealing the floor at the waste water plant and keeping this on a schedule.
Stripping and waxing floors in various city blds.
Having time for emergency situations. (sewer back-up; water leaks etc.)
Touch-up painting and wall repair.
These are the immediate job duties I see that need to be in effect now! AS the city grows so will
the list.
FIRE DEPT.
1. Clean 2 restrooms.
2. Clean Chiefs office.
3. clean Fire Inspector's office.
4. Wash 2 main floors.
5. Dust all tables or wash down in main area.
6. Wash chairs when needed.
7. Dust shelving.
8. Clean kitchen area; microwave, coffee pot, dishes, counters,floor.
9. Strip and wax floors twice a year.
10. Empty all garbages.
11. Order supplies and bring over.
12. vacuum.
13. Clean ambulance drivers room
14.Remove and clean where rags go.
15. Wash windows 2x a year.
16. Steam clean carpeting yearly or when needed.
17. Clean cupboards and polish.
STREET DEPT>
1. Clean lunchroom; tables,counters fi'idge,microwaves scrub floor.
2. Do dishes.
3. empty all garbages.
4.Take recycling back to city hall
5.Order supplies.
6. Order lights.
7. Help with certain bld. repairs.
8. Clean 3 restrooms.
9.Clean 2 office areas;dust,sweep and wash floor, empty trash, clean sinks, and fountain
10.maintain fumance and filters.
11. maintain belts and motors on the roof.
WWTP
1. Clean 2 offices.
2. Clean restroom.
3. Order and bring over supplies.
4. Wash windows.
5. Wash walls and doors.
6. Clean drinking fountain,
7. Empty ail garbages.
8. Clean lunchroom; tables, fridge, microwave,counter, sink.
9. Clean cupboard fronts and tops in lab.
10. Clean counters and desk in lab.
11. Take recycling back to city hall.
12.Order and bring over supplies.
13. Wash all quarry flooring.
BUSINESS INCUBATOR BLD.
1. Vacuum all areas.
2. Clean 2 restrooms.
3. Clean lunchroom.
4. Empty all garbages.
5. Maintain furnace filters.
6. Fill all dispencers.
7. Order and maintain supplies.
8. Wash windows on front door.
9. Keep entrance clear and neat of all debrie and spider webs and snow.
COMMUNITY REC AND EMPORIUM
1. Clean Offices; empty all garbage, dust and vacuum.
2. Vacuum recreation area.
3. Clean 2 restrooms.
4. Clean cement floor.
5. Empty all garbages.
6.Keep front door windows clean.
7. Steam clean carpets.
8. Order and bring over supplies.
9. Help with misc. problems; sewer,hot water heateretc.
MISCELLANEOUS
1. Traveling to different stores for various items needed.
2. Training seminars.