Custodial - Janitorial Service City officers
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MEMORANDUM
March 15, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Custodial Services for Housing Services Department Building, City Hall
and the City Hall Annex
Personnel Manager Randy Peck recommends City Council approval to replace the use
of private cleaning services with part-time City employees to provide 39.5 hours of
custodial services for the Housing Services Building, City Hall and the City Hall Annex.
This proposal will marginally save the City money ($8,515), but more importantly, will
improve the conditions and security of these important public facilities.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen -------..
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Randy Peck, Personnel Manager
Dawn Lang, Budget Director
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Memorandum
March 14,2005
FROM:
Michael C. Van Milligen
City Manager
Randy Peck rf{
Personnel Manager
TO:
SUBJECT:
Custodial Services for Housing Services Department Building, City Hall
and the City Hall Annex
Prior to June 1, 1994, the custodial duties at City Hall were performed by a City employee.
When our custodian retired, we contracted with a custodial service. The cleaning of the City
Hall Annex and the Housing Services Department buildings have been performed by a contract
custodial service since we moved into these buildings. The level of service provided in these
facilities has been consistently unsatisfactory.
On February 24, 2005, I met with Merrill Crawford, David Harris, Pam Myhre, Julie Glew, Ken
TeKippe, Connie Riedl and Rich Russell to discuss options for custodial services at these
locations. The Committee unanimously recommended that we hire part-time City employees to
provide custodial services. On March 2, 2005, I met with Cindy Steinhauser, Dawn Lang and
Rich Russell to discuss the Committee's recommendation. Cindy, Dawn, Rich and I concur in
the Committee's recommendation to hire a City employee to provide custodial services to these
facilities.
If our recommendation to hire a City employee is approved, the position would be covered by
the Operating Engineers Bargaining Unit and be compensated in accordance with their wage
plan. The hourly rate would be $13.94, plus IPERS and FICA, until June 30, 2005.
There are approximately fourteen weeks left in this fiscal year. Based on an hourly cost, the
funds remaining for custodial services for the remainder of this fiscal year are as follows:
Location
Housing Services Department
City Hall
City Hall Annex
Custodial Services
$2,000
$5,000
$1,800
Property Maintenance
- $ 694
$8,066
$ 0
Hours of
Cleaning
Per Week
9
22.5
8
The following dollar amounts have been approved for Fiscal Year 2006 for custodial services
and property maintenance:
Michael C. Van Milligen
March 14,2005
Page 2
Location
Housing Services Department
City Hall
City Hall Annex
Custodial
Services
$ 4,770
$32,660
$10,958
$48,388
Estimated
Hours of Custodial
Services Budgeted Based
on the Contract Rate
120 (2.3/wk)
1066 (20.5/wk)
624 (12/wk)
1810 (34.8/wk)
Property
Maintenance
$ 4,097
$25,000
$11.545
$40,642
Total
Based on the approved budgets for Fiscal Year 2006 for custodial services, the following
reflects the number of hours of custodial services needed per year and the annual cost based
on Fiscal Year 2005 wages plus IPERS and FICA contributions.
Location
Housing Services Department
City Hall
City Hall Annex
Number of Hours
Needed Per year
312 (6/wk) *
1430 (27.5/wk)
780 (15/wk)
2522 (48.5/wk)
Annual
Cost
$4,933
$22,608
$12.332
$39,873**
Fiscal Year 2006
Custodial
Services BudQets
$4,770
$32,660
$10.958
$48,388
Difference
- $ 163
+ $10,052
- $1.374
$8,515
Total
If our recommendation to hire a City employee is approved, the number of hours of service
needed would allow us to hire more than one part-time employee.
Each of the locations also budgets for property maintenance. This line item pays for custodial
supplies and equipment, as well as contract specialty cleaning services such as carpet cleaning,
window cleaning and waxing floors.
If you have any questions, please feel free to call.
*When the building addition is done in FY07 this will increase to 10 hours a week.
**This will increase with a FY06 wage increase.
RP:bf
cc: Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
Rich Russell, Building Services Manager
David Harris, Housing and Community Development Director
Merrill Crawford, Cable Franchise Administrator
Ken TeKippe, Finance Director