ORDER NO. 30007 MAINTENANCE DEPARTMENT POSITION Came to be heard this the 13th day of November, 2006, with a motion made by Commissioner Letz, seconded by Commissioner Baldwin. The Court unanimously approved by vote of 4-0-0 to: Authorize Maintenance Department to change the half time slot to a full time slot, with the understanding that there will be less comp/overtime used. /I 30007 ~' 4 COMMISSIONERS' COURT AGENDA REOUEST PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Tim Bollier OFFICE: Maintenance MEETING DATE: November 13, 2006 TIME PREFERRED: SUBJECT: Consider, discuss and approve filling open fulltime position in Maintenance Department. EXECUTIVE SESSION REQUESTED: YES NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECENED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. G%Gai .Jts-vim 1. ~P 1P ~' 1 Why I need more employees in the Facilities Maintenance Department The table below shows the man hours needed to operate the Facilities Maintenance Department efficiently and safely. The hours shown below are an estimate of the manpower hours needed to complete a regular work week (no emergencies, no major repairs or projects), and setup for functions at the Ag Barn1EH, maintenance man at Ag Barn/EH on weekends as needed: Location Sunday Monday Tuesday Wednesday Thwsday Friday Saturday Courthse. 0 4 4 4 4 4 0 Jail 0 8 8 8 8 8 0 JDC 0 2 2 2 2 2 0 Ag Bam/EH 8 16 16 16 16 16 16 Working Supervisor Hands on work 4 4 4 4 4 At ail facilities Based on a 40 hour week this regular amount of work would require 4.85 men at the least. The maintenance dept. has been working the last month with 2.5 men. We rely on community service workers for set up work, azena prep, stock show, the Fair, and lazge events at the AgBarn/EH. A problem arises when they do not show up for community service when you need them most. This factor used to curb employee need is not always a reliable sowce of manpower and makes work scheduling very difficult, Staffing needs to be at a level by which needed, everyday work is accomplished in an economical and efficient manner. Because we have few employees in this department, individuals have to handle multiple areas of responsibility. In the last few weeks each member of my limited staff has worked 40+ hows each week. With additional employees I can utilize a 7 day rotating work schedule which will help to get control of a comp time/Overtime problem. Employee assignment as of today-- Shell---Ag Barn/ Exhibit Hall, maintenance and setups, (Shell works weekends for Dan Edwards and is not available to help on weekend schedules at Ag Barn/EH) ~Q ~-~ ~J ~ Shane---Responsible for Jail, knowing the ins and outs of this facility takes awhile to learn, which makes it more efficient to leave Shane here, and the jail takes up most of his day. Tim-should be working maintenance hands on'/~ time covering other facilities NOTE: This is where maintenance dept. is short. In order to complete all priority work at jail and keep up with Ag Barn! EH; the Courthouse and JDC along with other misc. jobs aze "catch as catch can". This is being accomplished only because I am working maintenance 7-8 hours aday-some days during setup at Ag Barn not stopping for any breaks or lunch. NOTE: Keeping up with the Ag BarnlEH set ups for events is difficult with the limited staff I have at present. It gets neaz impossible when there aze last minute changes to the event set up or items needed that aze added which I have not been told about. I would like to be part of a review process on these event set ups so that I can better schedule manpower needed, and I would like to suggest a time frame which dictates the last day changes can be made by the exhibitor or user of the AgBarn/EH facilities. /•~ d,~ , 3 Part-time/Overtime Usage in Budget Year 05/06 Courthouse part-time used $ 809.00 Courthouse overtime used 777.22 Jail part-time used 5195.24 AgBarn/EH part-timed used 1705.00 AgBarn/EH overtime used 1791.00 Actual part-time/OT expense $10,277.46 Part-timelOvertime in Amended Budget for 06/07 Courthouse Part-time $ -0- Courthouse OT 1200.00 Jail Part-time 5000.00 AgBarn/EH Part-time 2500.00 AgBarn/EH OT 2000.00 (513)account 4000.00 Total part-time/OT budgeted 06/07 $14,700.00 ~~ ~-- a, c i a," THE COUNTY COURT OF IiERR. COUN7Y,'tE7iAS MEMORANDUM TO: Tim Bonier, Maintenance °~~~~ /~ Alyce Davidson, Custodial FROM: Kathy Mitchell DATE: November 8, 2006 Commissioner Letz has asked me to contact you and let you know that he is placing an agenda item (Consider, discuss and take appropriate action on the Maintenance & Custodial Department reorganization) on the agenda for Monday, November 13`". He would like for each of you to put in writing by Friday or at the latest Monday, November 13`" at the Court meeting the following: Breakdown between Departments 1. Budget breakdown for your department. 2. Personnel breakdown (who goes with your department) 3. Breakdown of your responsibility. 4. Status on revised job description. Also, would like to review Booking & set up procedures at the Hill Country Youth Exhibit Center. 110806- ' ~~. z Maintenance Budget Summary 1. I would like to be able to break out the maintenance costs vs. janitorial costs per line item on the budget. However, without having access to a complete bill list for the entire Maintenance Dept. from OS-06 for purchases of maintenance items vs. janitorial items it is difficult to give you that information at this time. The budget sheets with notes on them is only an estimate of the breakdown between maintenance and janitorial. 2. I have noticed that there is a difference between the adopted maintenance department budget for 06-07, which was given to me when I began this position, and the amended maintenance department budget for 06-07 that I received yesterday. While the total amount remains the same, I have noticed the following changes. ^ Courthouse (510)---06107 Adopted budget 372515.00 06/07 Amended budget 323023.00 Moved to (513) 49492.00 ^ Jail (511}-46/07 Adopted budget 129418.00 06!07 Amended budget 129418.00 No Change ^ JDC (515)--- 06107 Adopted budget 45000.00 06/07 Amended budget -0- Moved to (513) 45000.00 ^ AgBarnfEH (666) 06/07 Adopted budget 06/07 Amended budget No change ^ Pazks(UNKNOWN FUND) (513) 06/07 Adopted budget 06/07 Amended budget Total funds moved from courthse and JDC 154637.00 154637.00 8300.00 102792.00 94492.00 Are the funds in this 513 account still maintenance fiords in the maintenance budget? Are these funds available to the maintenance department to use, or are the funds being earmazked for something else other than maintenance? These funds are needed to operate the maintenance department and are not payroll funds with the exception of $4000.00 of part-time taken from the 510-108 and moved to the 513-108. Is this still available to the maintenance department? FUND 10 General Fund I ^. Er~;S FP.INTE D: AIv'NL'AL BUDGET TiMOi7NTS Gout Ise ACCOUNT NG`I ____= ACCOUNT NAME 10 -510-i04 MAINT. SUPERINTENDENT 10 -510-106 MAINTENANCE SALARIES 10 -Si0-108 PART TIME SALARY 10 -510-112 OVERTIME 10 -510-201 FICA EXPENSE 10 -510-2D2 GROUP INSURANCE 10 -510-203 RETIREMENT 10 -510-309 POSTAGE 10 -510-310 OFFICE SUPPLIES ~ 10 -510-316 6 - GNI FORMS ~. ,~/-~'J"'~- X L'f~v 10 -S1G-350 -SUPPLIES 10 -510-400 -TRASH SERVICE 10 -510-420 TELEPHONE 10 -510-440 UTILITIES 10 -510-950 REPAIRS & MAINTENANCE 10 -510-959 VEHICLE NAINS'ENANCE 10 -510-461 LEASE COPIER 10 -510-970 LEASEHOLD IMPROVEMENTS 10 -510-9R0 INSURANCE 10 -510-985 - CONFERENCE DUES & SUBS 10 -510-999 MISCELLANEOUS 10 -510-550 MAJOR REPAIRS, . 10 -510-553 CONTRACT FEES IQ -510-569 OPERATING EQUIPMENT PAGE TOTAL: TOTAL EXPENDITURES NET REVENUES/EXPENDITURES: ANNUAL BUDGET SAGE: ~° ~~ 3 77 46,664.GG- ~ ' 96, 060.00 - ~-~,zod.(!N+ 0~. 00 ~ylOU~^D '7U 3-]3 -ltlf/~~Y~.csj 11,319.OD 34, 200.00. 1 Sa~A~"J 't'ceu~~ 12,355.08/ 75.00_ ~~z M• Yz ~~ soo.oo- y,~M. y~ ~~. 40, 000.00 ~~itiaaa~~ dyWrs~s ~ "' ~ 0.00 - /+to.axG -/v 513 - `f°' 3ve~ ~ , 2,600.00-? 60, 000.00-2 ~3 7V5~,O°~ 0.00- A2~~a~~'W 573-46Z 0.00,~/llnu-?~'lv ~3 33r LaVo~ " 750.00 Iz M~ y'- D~ 1,SOO.D0 soo.oo y~ M. `/v 9^~^'~ 100.00 yZ µ. ~/} ,~' 0.00I370a• ~ 7' 73_y~4 L z~O`''O`'~ 323,023.00 323,023.00 323,023.OG ~U 513 L. u j y9, yy z/ .~- FUND L J.' J~0 vG2r.e ral Fund V ~ ........... ..~. .,. _ ~ ~ iTE/JMqq'~~S~~ PRINTED: ANNUAL BUDGET AMOUNTS PAGE: _ (J A~COUN ~NOn ____= ACCGUNT NAME _____= ANNUAL BUDGET /JI'IN~N' 10 -511-106 MAINTENANCE SALARY 23,659.00 ~Jh ~'t"~ 10 -Sll-108 PART TIME SALARY 5,000.00/ M~'Nr 10 -511-201 FICA 2,192.00 / ~/~Nr / M ANN' 10 -511-202 GROUP INSURANCE 6,840.00 10 -511-203 RETIREMENT 2,392.00 ' Nt a'~~ 10 -511-316 *l~t- UNIFORMS 600.00' Nta~"~ „~ ~ iJ 10 -511-350 ~/2 -MAINTENANCE & CUSTODIAL SUPPLI ;~. 8, 000.00/ 4n~O MM 4ov ~/+ 10 -511-951 ,qu-JAIL REPAIRS 75,000.00"It'ta'ur' 10 -Si1-550 R~i~ MAJOP, REPAIRS 5,-D00.00 / M"~~~ 10 -511-569 ~~'~OFERATING EQUIPMENT 750.00 //~a"~~ PAGE TOTAL: 129,918.00 TOTAL EXPENDITURES: 129,918.G0 NET REVEI9L'ES/EXPENDITURES: 129,918.00 G~~ ;; l'~ p i C-, ~- F:iND 1U General Fund ITEMS PRi.Ni'ED~ANNUAL EUGGET AMOUP7TS ACCOiiNT NO# `~-~-~ __°= P.000UNT NAME _____ 10 -515-35U MAINTENANCE & CUSTODIAL SUPPLI 10 -S1S-951 DETENTION REPAIRS PAGII/TOTAL: i TOTAL EXPENDITURES: NET REVENUES/EXPENDITURES: ---~- PAC=E: ANNUAL BUDGET /~ ~~ 0. 00~ ~CG~R~ .tD ~ 3 ' SSv C is,a=`~ 3 -y5v C3~=. ~'~ 0.0 n , H `7~I fi~ 0 . U U~-'-r". 11-VV"JO O:JJ t`1'1 U/L LJ!J iJ~Lt t\IUC VL.. FCND Jh GEn aral Func ITEMS F'RINTEU : ANNiIA L BUDGET AMOUNTS FADE: AC C OONT Nok =_= ACCOUNT NAME ___--= ANNUAL BUDGE' 10 -666-1D4 FACILITIES MANAGER O.OG ,(s, 10 -666-105 SUPERVISOR 27,922.00 1"' 10 -666-106 MAINTENANCE SALARY 23,699.00 10 -566-108 ti:~i ~ PART TIME 2, SOD.00'~ 10 -666-ll2 Apt GVERTIME 2,000.OD/ 10 -666-201 FICA EXPENSE 4,251.00/ 10 -666-202 GkOCP INSURANCE 13,680.00/ i0 -666-2U3 RETIREMENT 4,640.00 / 1C -666-205 INSURANCE OP2 AG BARN _ 500 00', ~ 3 10 -666-316 A~/- UNIFORMS - : , 0 ~ 10 -666-350 /-3~ ~ SUPPLIES 6, 500.00 ~ 10 -666-400 /~7'- TRASH PICKUP 3,800.00 ~ i0 -666-920 TELEPHONE 2,400.00 `/ 10 -666-940 UTILITIES 30,000.00 10 -666-950 ~° BUILDING & GROUND MAINTENANCE 18, 000.00'/ 10 -666-959 A~. VEHICLE MAINTENANCE 2,000.00 1G -666-456 ~~~ EQUIFMENT REPAIRS 2,500.00 10 -666-499 ~" MISCELLANEOUS 100.00' 10 -666-550 /~~~- P1.>dJOR REPAIRS 1, 200. GO '~/ 10 -666-569 ~~'~ OPERATING EQUIPMEtdT S,000.OC v PAGE TOTAL: 154,637.00 TOTAL EXPENDITURES: 159,637.00 / NET REVENUES/EXPENDITURES: 154,637.00` / ~ ~~ ~ ` ~ ~~ ~`~ /J~~y(~ 1Yi/t 1NT~1'/lYM~'L /~~ `~'' .--- lt-'.IU-VO o:~e nr, ~,li c„vvi',a ::uc vi~.. FUN D 10 General Fwru ITEMS PRINTED: ANNUAL BUDGET AMOUNTS ACC CUNT NOk -__- ACCOUNT NAME -_-_-- 10 -573-108 PART TIME SALARY 10 -513-331 FUEL, GIL & MAINTENANCE 7G -513-400 TRASH SERVICE 10 -513-940 UTILITIES -10 -513-950 BUILDING REPAIRS ' 10 -513-956 EQUIPMENT REPAIR 1G -513-550 / MAJOR REPAIRS 10 -513-569 GPERATING EQUIPMENT PAGE TOTAL: TOTAL EXPENDITURES: NET REVENUES/EXPENDITURES: i- ~ ~~ i PAGE: ANNUAL BUDGET - fun"' a'1~'!cg' vsd h1A~/NT l 4, OOO.OD mo . 3, 600.00 ~A-/iVT • /700.00 a ~ ,~/~o''~eZ7~m7/D-~y71't"/~~ 67,792.0 . 5/5=ifs ~ ~2, .00 15, 000.00 °, ~uxes~- ~um~- 3"/5"3'ZyA 9,000.OO.r 102,792.00 F 102/792.00 . _ 102, 792- 00 ~ ~~ , t ~~ ~, ,~ l~5 PERSONNEL BREAKDOWN Staffing in previous years: Supervisory, Mr. Holekamp---1 man Maintenance workers: Shell---1 man (Community service workers when available) Shane---1 man Tim Bollier---1 man Sonny--1/2 man in parks and mowing 1/2 man available to maintenance duties Utz---1/2 man part-time Staf3'mg now (October 2006) Supervisory---Tim Bollier 1/2 man Maintenance workers: Shell---1 man (Community service workers when available) (Not available on weekends-works Adult Probation for D. Edwards) Shane---1 man Tim Bollier---1/2 man * no secretarial included ~,5~~y' Breakdown of my responsibilities--- Tim Bollier As of today, 11-08-06, I have requested, but not received an official job description-I believe this breakdown is close to the responsibilities the Commissioners and Judge Tinley had in mind when you hired me. 1.Working supervisor-50% management and 50% working regular maintenance 2.Maintenance of all facilities: Daily/Weekly work orders, repairs, major repairs by working with contractors at: Courthouse Jail JDC Ag BarnlExhibit Hall 3. Setup for functions at Ag Barn and Exhibition Hall 4. Distribution of community service worker-when available S.Scheduling for completion of regular work and regular maintenance functions per week, scheduling manpower for functions through weekend at Ag Barn and EH 6. Working regular maintenance where needed approximately 50% of time-Since I took this position I am working regular maintenance and setups approximate 7-8 hours a day. (See attached journal entries) 7.I need to be addressing some maintenance related issues but cannot because of manpower shortage. I need to address the following: A. Need to access each facility through inspection for current condition of facility and components-possibly using a scale of 1-10 for assessment B. Inventory, age and condition of ^ Chairs/tables at EH ^ Electrical components ^ HVAC-Age, date of purchase if possible, serial numbers, possibility of any WARRANTY left on replaced components such a compressors in AC at Jail ^ Plumbing-regular minor repairs and maintenance; upgrades and change outs needed ^ Lighting-replacemem of ballast, bulbs, Circuit breakers ^ Roofs-Inspection, condition on scale of 1-IO, leaks, consult with outside contractors • Painting-Inspections, upgrades needed on scale of 1-10, fixture scheduling for work to be done---possibly Comm. Service workers. 8. Since I am a Working Supervisor I am responsible for the following supervisory jobs. ^ Assign and supervise work of maintenance employees ^ Oversee repairs at maintenance facilities ~ ~y i D ^ Inspect facilities to be sure work and quality work is being done ^ Inspect for major repairs-as covered above, and begin to develop a 3-5 year maintenance plan for the different facilities ^ Prepaze reports as requested ^ Prepaze budgets for Facilities maintenance, check over expenditures and pay bills ^ Work with Commissioner's Court and other department heads to solve problems at their facilities regarding maintenance 8 ~ ~ ~ ~~ ~ e-~• ~~ ~ ~ ~~ ~' y~-~ ~~ 3 ~~ ~-- I sir /a- V I h r, N 1 ham-, ~ ~ ~ ~~~ ~~ ~~~ ~~ ~~~ ~~~ ~ ~. t y~ V~ l ~ w (~ ~ ~- w, %. ~ ~ ~~""~~~ ~ i/2 Vin cs~~ ~~c~-,~-~-~ /"'~ 6 ~ r~ ~~ Lam` '~'~ ~ ~~` ~.~ ~ ,~ -, ~ ~.~. ~~ ~ ~~ s ~~ . ~~, ~~. 1 ~'~' . I ~'~'' ~~ l~ I` 3 ~~~~ ~~~ ~ ~ ,~~~ ~ N~~ ~ `~~~~~. ~.. ~~ ~~.~~ s ~~r,.~ ~k-~~ v ~ ~~ CS ~~ 1' Q/ E~~, i h~~ ~t ~ FJ~ "" _,,,,, ,11 ~ei~- f r'~' `' ~ ~~~ ~~ ~~ ~~ ~ ~ i ~. ~1 ~'r~~~'~'~'".~ M-`~- s ~ ~,,--- ~ ~.~~ ~ 1 ~'<< ~ ~, ~ 10 5+~~ N ~fo~~ ~~~~.~~ ~ r ~~`~ ~~; `~.a..~ U / c~ ~ ~~v~t~~~ ~ ~ ~~ ~"`- ' ~ ~ caw-~~- ~ Doi ~ ~- ~-~,.~. ~ ~ 7~ ~ ~~ w~ I ~,' FA%y- w a ~ ~ ~ ~ ~ y~- ~,~ ~~o~, w ~ ~~~ r' ~ I ~. ~~ .. ~-