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Personnel Committee Meeting Date: 02/12/2013 By: Colleen Lasher, Administrative Services Title: Consider a Resolution to Address Building Maintenance Staffing Needs 4. 2. Background: This case was presented at the January 22, 2013, Personnel Committee meeting. The consensus of the Committee was to table the case until more information was brought back to the Committee relating to possible alternative funding that may exist through the revenue generated by meeting room rental. The previous case detailed the City's current room rental revenue data and listed options for revising room rental fees to more accurately align with the Citv's actual costs. In order to effectively serve the public's room rental needs, staff has determined that hiring a part-time Building Maintenance Worker (to work primarily in the afternoon and evening) is clearly the most efficient and economical option. This is especially relevant since the Building Maintenance Worker spends a considerable amount of time preparing for, assisting with, and cleaning -up after the use of Municipal Center meeting room space. The following information comes directly from the January 22, 2013 Personnel Committee case and provides the rationale for staffs request. The City previously employed two full-time and one part-time building maintenance employees (2.5 FTE). As part of the voluntary early separate program, the part-time building maintenance worker retired on June 28, 2012. Then, the position was eliminated as part of the 2013 budget process. It was thought that any critical coverage needs could be handled by a low cost seasonal/temporary employee or, if necessary, from within the department. It was also thought that contracting out for Municipal Center snow removal (at a cost of $16,850) would reduce the number of person -hours needed in Building Maintenance. In July, Mr. Jeff Strelow, a parks seasonal worker was assigned to help cover some of the building maintenance needs on a part-time basis. In August, one of the two full-time building maintenance employees went out on leave due to a serious medical condition. At this point in time, the City entered into a Memorandum of Understanding (MOU) with AFSCME in order to maintain two full-time staff members covering the daily 16-hour shift. In September, the full-time building maintenance worker was authorized to return to work with restrictions. In November, he was cleared of all restrictions. However, by this time the Building Maintenance Supervisor was in need of using his vacation time, resulting in just two building maintenance staff again. At this time, the MOU has expired and Mr. Strelow is working through the notice of lay-off period. In addition, the contract with the snow removal company was terminated due to lack of performance, transferring snow removal back to the building maintenance staff. The events that took place in the division over the late summer and Fall have served as somewhat of a trial period to see how the work would be completed. It has become very apparent that the building maintenance function requires a minimum of 2.5 FTEs, for the following reasons: 1) Overtime pay has gone up by 40%, 2) snow removal responsibilities are back with the building maintenance staff, but the City saved $13,480 out the $16,850 contract due to early termination, 3) Coverage for the 16-hour shift with just two employees is unsustainable —especially considering the level of public meeting space use in the Municipal Center —as of January l5th the 2013 meeting schedule is already booked at 75% capacity of the available evenings, plus some Saturdays -see attached meeting schedule , 4) there is little opportunity for staff to schedule vacation time or to stay home if needed for illness, 5) 2.0 FTEs puts the City in a reactive mode in the event that either of the full-time staff require a day off. Notification: