Transitioning the Lead and Healthy Homes Inspector to Permanent Position Copyrighted
November 18, 2019
City of Dubuque Consent Items # 16.
ITEM TITLE: Transitioning the Lead and Healthy Homes Inspectorto a
Permanent Position
SUMMARY: City Manager recommending transitioning one Lead and
Healthy Homes Inspector position to a permanent FTE
position that will span funding sources necessary to hold
continuity to both grant funded positions and the general
housing code enforcement team.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
Transitioning Lead & HH I nspector to Permanent City Manager Memo
Position-MVM Memo
Lead/HH I nspector Permanent Employee memo Staff Memo
Lead Grant Organization Chart Supporting Documentation
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Transitioning Lead & Healthy Homes Inspectorto Permanent Position
DATE: November 13, 2019
Housing & Community Development Director Alexis Steger is recommending
transitioning one Lead & Healthy Homes Inspector position to a permanent FTE position
that will span funding sources necessary to hold continuity to both grant funded
positions and the general housing code enforcement team.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen �� �
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Alexis Steger, Housing & Community Development Director
Dubuque City of Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Alexis M. Steger, Housing & Community Development Director
DATE: November 8, 2019
RE: Transitioning Lead & Healthy Homes Inspector to Permanent Position
INTRODUCTION
The Housing & Community Development Department has been successful in funding a Lead &
Healthy Homes grant six times since 1997, receiving roughly $21 million in federal dollars to mitigate
lead paint and housing hazards. The current grant funded through September 2022 will employee (4)
full time employees and produce 120 healthy and safe units, cumulatively making 1400 units healthier
in its 20+ year history.
Of the (4) FTE positions, (2) are Lead & Healthy Homes Inspectors. The Inspector position requires
multiple certifications in lead safe remediation and Healthy Homes Specialist credentialing to perform
duties for the U.S. Department of Housing and Urban Development funded grants. This
communication proposes making (1) of those inspector positions permanent moving forward.
BACKGROUND
Due to the limited term positions presented by grant funding, the inspector positions have historically
had a large turn-over rate during grant periods. When in training the Lead & Healthy Homes
Inspector is mentored by existing General Housing Inspectors in the Housing & Community
Development Department on basic nuisance and code enforcement duties. The Lead/HH Inspector
must ensure rental units are generally code compliant prior to the City funding grant projects at unit
being inspected. There is great overlap between coordination with the general housing code
enforcement team and the Lead/HH project to ensure the healthiest and safest unit possible.
The Rental License & Inspection team that includes multiple inspector positions and capacities
handles the general housing code enforcement for the department. City council has supported
multiple FTE inspector positions in recent years with the goal of reaching identified regular inspection
cycles for rental units in Dubuque. With those improved efforts, the Rental Licensing & Inspection
Supervisor has reported a 95% fail rate on initial inspections, overall for units inspected. This
3ervice People Ivtegrily Respovsibilily Invova[iov Tearnwo�k
ultimately means more re-inspections and no shortage of need for additional resources to help meet
rental unit inspection cycle goals.
DISCUSSION
During an internal audit of the last Lead Grant, it was noted that many miscommunications, re-works
on homes, and incorrect procedures could have been alleviated with a permanently funded inspector
position. The Lead & Healthy Homes Inspector position has extensive interaction with the Planning,
Building, Engineering and Water Departments to complete construction projects funded by the grant,
in compliance with all local ordinances. With a high turnover rate at the Lead Inspector position,
knowledge and training were lost as the position moved to a new employee. The coordination and
communication had between departments was lost in the transition and work was completed without
regard to the needs of all departments/ordinances. A permanent Inspector FTE, as opposed to an
Inspector position that is temporary only, would greatly improve this situation and the efficacy of the
grant construction projects.
The highly trained, experienced lead inspector hired at the beginning of this grant, is already seeking
a more permanent position, which would leave the grant at a standstill for at least six months while a
new inspector is hired and trained.
Making the Lead Inspector a permanent employee of the City, would allow for contiguous work and
communication for the entirety of the 3.5 year grant. Should there be a short period of time between
lead grants at the end of that 3.5 years, the permanent lead inspector position would be assigned to
general housing inspections. This would greatly assist the general housing inspections with complaint
inspections, weeds/nuisance complaints, priority category inspections, and general rental licensing
inspections. With 4 designated priority category landlords, the workload is increasing in the general
housing inspection department. Any short-term additional help from a permanent lead inspector
between grant cycles, would help alleviate the intensive workload from general housing inspectors.
BUDGETIMPACT
During times of successful grant administration and production the position will be 100°k funded by
the grant, and the Lead/HH Inspector duties will be 100°k dedicated to the grant activity mission.
As grant rounds close out and await additional funding opportunities the inspector position would be
funded by the general housing code enforcement and contribute to the rental license and inspections.
During these periods the funding would be 100°k non-grant funded activities and duties.
Position Classi�cation Total Yearl Cost
Lead/HH Ins ector GE-30 Limited Term current $50,731
REQUESTED ACTION
I respectfully request the City Manager's support transitioning one Lead & Healthy Homes Inspector
position to a permanent FTE position that will span funding sources necessary to hold continuity to
both grant funded positions and the general housing code enforcement team.
Service People Integ�ity Respov96ility Innovatiov Teamwock
Prepared by Sharon Gaul- Grants Project Manager
Cc: Mary Rose Corrigan-Public Health Specialist- Lead & Healthy Homes Co Director
Madeline Haverland- General Housing Specialist- Lead & Healthy Homes Co Director
Ben Pothoff- Rental License & Inspection Supervisor
Shelly Stickfort- Human Resources Director
Service People Integ�ity Respov96ility Innovatiov Teamwock
Lead Grant Organization Chart
Housing&CD
Department Director Negotiates with HUD; reviews and approves final reporting documents for HUD submission; final
review for policy and procedure development and revision
FTE 7%
Lead/HH Grant Co-
Directors Reviews and approves Tier II Environmental Reviews; review/approve LOCCS draws; monitor
applicant/participant data for equitable fund distribution; outreach and education; advise PM on
(2)FTE @ (20%) &(7%) policy/procedure interpretation and revision; monitor state and Federal changes to programs and
applicable laws/rules/regulations; perform code enforcement, LI/RA, HH, EBL, and QC inspections as
needed.
Grants Project Manager
Monitors intake/approval; ensures compliance with IPMC and other eligibility requirements;
reviews/approves inspection reports and bid specs; oversees field inspections, LI/RA, HH, QC; maintains
FTE (75%) records; monitors payments to contractors/outside agencies; maintains and monitors financial and
performance reporting systems; communicates w/participants, contractors,contracted partnering
agencies, and HUD reps; marketing,outreach, education; data collection (GIS, Accela, WebQA,etc.);
recommends policy/procedure revisions; coordinates services between departments and outside
agencies.
Lead Inspector/Risk Housing Financial Grant Administrator
Assessor(x2) Specialist
(2)FTE (100%) FTE (100%) FTE (20%)
Performs LI/RA, HH Assessments; Intake, income verification, eligibility Create and process purchase orders;
Prepares reports, bid specs,Tier II ER, determination; schedule inspections; perform financial audits; liaison with
SHPO supporting docs; schedules and file, website &database maintenance; Finance & Budget Departments
guides bid tours; works cooperatively relocation coordination; report
with grant/dept. staff to achieve preparation; audits/compliance checks
compliance &service delivery