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6.4. SR 05-02-2005 Item# 6.4. MEMORANDUM TO: Mayor and City Council FROM: Phil Hals, Street Superintendent DATE: May 2, 2005 SUBJECT: Building Maintenance and Cleaning Update The City Building Maintenance Department has come a long way in a short time with much of the credit going to Building Maintenance Supervisor, Gary Lore. Attached you will fInd a brief annual report along with an update on the Public Safety Building energy management program. Gary will also be on hand at the Council meeting to answer any other questions you may have. Recendy the Library Board questioned if the contract cleaners could be terminated and the City could assume all of the cleaning as well as building maintenance for the Library. Gary and I are certain that we can supply a good quality part time cleaning person for the same money that we now spend on contract cleaning. Recommendation: Staff recommends that Council authorize the termination of the contract cleaners at the Library and hire one additional half time cleaner to add to the present cleaning staff. MEMORANDUM TO: Mayor and City Council FROM: Gary Lore, Building Maintenance Supervisor DATE: May 2, 2005 SUBJECT: Public Safety Building Energy Management Update The billing information supplied by Center Point Energy is not site specific, so it is difficult to pin point the energy costs for the Public Safety Building. It will take two full seasons to obtain accurate cost comparisons. In the mean time, we have taken the following energy conservation measures in the Public Safety Building: ~ The roof top makeup air unit was repaired and is operating properly. We also consulted with the project engineer and other sources to ensure that the energy management system is operating as designed. ~ To reduce gas consumption the electronic control programming was utilized and operating schedules were set up to shut down equipment during unoccupied hours. As an example, after hours the need to bring in outside air is gready reduced, therefore the roof top make up air unit is not needed and exhaust fans can be shut down to hold the heat in. In turn, this leaves climate control to the geothermal equipment and with extreme temperatures or geothermal failure the roof top unit would reassume control. ~ In addition, preventive maintenance, lubricated motors, clean equipment and regular filter changes will assist in our energy conservation efforts. 2004 Building Maintenance Annual Report Mission statement: To provide a safe and healthy working environment throughout all city owned facilities in a cost effective, energy conservative manner, while maintaining a preventative maintenance program for city facilities and equipment. Staff Directory: Gary A. Lore Edwin (Butch) Pelarski Linda Norquist Fran Wallace Mike Lynch Kandis (Kandi) Nash Tim Gasper Building Maintenance Supervisor Asst. Building Maintenance Supervisor Fulltime Custodian Fulltime Custodian Part Time Custodian Part Time Custodian Part Time Custodian 6/01 5/04 5/04 7/04 5/04 7/04 2/05 2004 Year in Review: >- Monitored the contractors of the new public safety building, and the remodeling of the city hall & utilities building. This includes follow up on punch lists and documentation for future reference. >- Hired Butch Pelarski as Assistant Building Maintenance Supervisor, two full time custodians Linda Norquist and Fran Wallace, and two part time custodians Kandi Nash and Mike Lynch. >- Assisted city personnel during the moving process and after construction. >- Performed preventative maintenance on equipment and purchased maintenance contracts on essential equipment as needed. >- Developed an inventory and distribution system to reduce costs, track supplies, prevent over purchasing, and simplify billing issues. We converted to one supplier after researching supply companies, products and pricing. This resulted in a cost reduction and time saver for the city. >- Applied for and received a safety grant to purchase an electric scissor lift & trailer. >- Monitored HV AC controls and performed equipment upgrades, Le. added CO sensors in city hall & utilities building. >- Kept city facilities and city-owned downtown sidewalks free from snow and ice, along with assisting the Street Department with plowing as needed. >- Conducted monthly safety inspections at city hall and made corrections as needed. >- On call for HV AC and security alarms. 2005 Goals: ~ Develop an equipment maintenance schedule, along with capital improvements to reduce unexpected equipment repair and replacement costs. ~ Install CO sensors in the public safety building to conserve energy and maintain healthy air quality. ~ Eliminate contracted cleaning services at the library and replace with city personnel. ~ Assist with construction details of new westbound liquor store. ~ Continue to improve the quality, and efficiency of our maintenance department addressing ways to cut costs and conserve energy while keeping pace with the maintenance requests. ~ On going training for Staff. Future Needs: ~ Tools and testing equipment. ~ Computer software for preventative maintenance scheduling, supply inventory, and record keeping. ~ Additional transportation for personnel and equipment. ~ Additional staff as needed. WEEKLY CLEANING SCHEDULE Fran Wallace City Hall 40 hours Mike Lynch* Utilities 20 hours Linda Norquist Police Department 32.5 hours " " Fire Station #2 5 hours " " EOC 2.5 hours Kandi Nash Street Department 7 hours " " Fire Station # I 3 hours " " Library 10 hours Tim Gasper* Lions Park Center 14 hours " " Emporium 3 hours " " Trout Brook Barn 2 hours *In addition, both will assist with sidewalk snow removal, light maintenance, grounds keeping and window washing when time permits This schedule is on a trial basis and will be modified to fit the needs of each facility.