87-110 wHITE - C�TV CLERK
PINK - FINANCE G�TY OF . SA I NT PA U L Council
CANARV - OEPARTMENT
BLUE - MAVOR - FIIC NO• � �a
Cou cil Resolution � - ,.
Presented By
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Referred To f'-� �����—� Committee: Date ��3 �
Out of Committee By Date
An administrative Resolution establishing the
rate of pay for the title of Real Estate Risk
and Facilities Manager in the Salary Plan and
Rates of Compensation Resolution.
RESOLVED, that the title of Real Estate Risk and Facilities Manager be paid
at the rate set forth in Grade 20, Section I D 4, Professional Employees Supervisory
Standard Ranges, of the Salary Plan and Rates of Compensation Resolution.
FURTHER RESOLVED, that this resolution shall take effect and be in force on
the first pay period after the passage, approval and publication of this resolution.
COUNCILMEN Requested by Department of:
Yeas p�eW Nays �
�_ RSONNEL OF
Rettman � �n Favor � �
Scheibel
�„ ._ Against B '�`'e
Tedeseo �
Wilson
Adopted by Council: Date
JAN 2 9 t987 For Approve b 'ty Attorney
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Certified Vas• by uunc.il Se tar BY
B}�
Approved by : avor: ate 1���1 ��� � � B�PPro d by Mayor for Sub si to Council
By _ � —
PUBIISNED F E B 7 - 198T
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Personne2 Office DEPARTMENT ` � j1� _ �S�`�� �
John Shockley ^� CONTACT
4221 PHONE �
12-29-86 � - DATE ��� Qr �r
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ASS NUN�ER .FOR ROUTIN6 ORDER Cli Al1 .Locations for Si nature : -
Depar�ment Director � Director of Management/Mayor
F'nance and Management Services Director � 4 City Clerk
udget Dire.ctor
�
City Attorney
WNAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/
Rationale) :
The establishmen.t of this new title will result in abolishing the old titl.e of Real Estate
Supervisor in Grade 15, of. the P'�of�'ssion�i �mp2oyees Supervisory Group.
The new title pf Real Estate Risk & Facilities Manager Classification is in G�ade 20 of the
Professional Employees Supervisory Group.
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COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED: �� �— RECENED
GRADE 15 u�C � �
A B C D E F G 10-yr. 15-yr. 3 :
1100.89 1146.02 1191 .38 1250.55 1314.55 1380.35 1450.29 1495.40 1539.�9 MAYOR'S otticf
GRADE 20
1278.37 1330. 16 1383.58 1453.48 1526.57 1603.88 1684.39 1734.60 1786.43
FINANCING SOURCE AND BUDGfT ACTIVITY NUhBER CHARGED OR CREDITED: (Mayor's signa- .
ture not re-
Total Amount of'Transaction: quired if under
� $10,000) � :
Funding Source:
Activity Number: •
� RECEiVED
ATTACHMIENTS (List and Number Al1 Attachments) : �F� Z 9 �
, . Res°luti°n � C�TY ATTORN '
2. Copy for City Clerk -
DEPARTMENT REVIEW CITY ATTORNEY REYIEW
Yes No Cnuncil Resolution Required? ' Resolution Requir�d? Yes No
Yes No Insurance Required? Insurance Sufficient? Yes No
Yes No Insurance Attached:
(SEE •REVERSE SIDE FOR INSTRUCTIONS)
Revised 12/84
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, . CODE: 18273
• ' B.U. . 02
EFFECTIVE:
TITLE OF CLASS: PROPOSED SPECIFICATION
' REAL ESTATE RISK AND FACILITIES MANAGER
DESCRIPTION OF WORK
General Statement of Duties: Performs responsible professional
administrative and supervisory work in the acquisition,
disposition, development, leasing, property management and insuring
of properties; creates and facilitates appropriate communications
networks to serve City departments, business and community councils
having an interest in the real estate transactions of this
department; and performs related duties as required.
Supervision Received: Works under the general direction of the
division or department head.
Supervision Exercised: Exercises within a unit general supervision
over technical personnel.
TYPICAL DUTIES PERFORMED
The listed examples may not include all duties performed by all
positions in this class.
Administers, develops, coordinates, implements and supervises
real estate acquisitions, disposals, property risk management,
leasing and other transactions.
Supervises and participates in the preparation of real estate
� sales summaries and contact sales in order to develop comparable
property values.
Coordinates with City departments a city—wide lease management
system.
Supervises and develops property risk management programs for
City buildings and associates personal property contents.
Develops and implements reconstruction values for City—owned
buildings and determines actual replacement value for associated
contents.
Identifies risk exposures in property and liability situations;
determines methods of handling risks.
Analyzes and supervises the preparation of insurance coverage
specifications; recommends the successful bidder and policy
funding program.
(continued on reverse side)
REAL ESTATE RISK AND FACILITIES MANAGER
REAL ESTATE RISK AND FACILITIES MANAGER � �
(continued)
TYPICAL DUTIES PERFORMED (continued)
�
Administers, develops, coordinates, implements and manages the
City-Wide Real Property Facility and Internal Energy management
programs.
Administers, coordinates and manages the division general fund
and performance budget reports.
Administers and supervises the review and selection of parcels
for City needs; and represents the City regarding tax forfeit
land activities.
Represents the Division at the City Council, City Council
Committee meetings, Community Councils, etc. , regarding pro�ects
of the Real Estate Section.
KNOWLEDGES, SKILLS AND ABILITIES
Knowledge of ordinances, laws, rules and regulations relating to
all phases of real estate acquisitions and dispositions.
Knowledge of real estate practices, procedures and techniques
relating to development, leasing, risk management and insurance,
aT� r�al estate appraising and assessment.
Knowledge of banking practices, accounting skills and tax incentive
potentials.
Knowledge of building construction techniques, proce.sses and
operational sequencing.
Arility to plan, supervise and evaluate the w�rl, of o*.he�s.
Ability to communicate effectively, orally and in writing, with
public and private individuals and with groups.
Ability to establish and coordinate City-wide programs such as Risk
Management, in order to protect corporate assets.
MINIMUM QUALIFICATIONS
Graduation from college with a degree in business or urban planning
or related field; and three years of experience in real estate
valuation and assessment, risk management or related real estate
functions; or an equivalent combination of education and
experience.
REAL ESTATE RISK AND FACILITIES MANAGER
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. � THIS-CLASS SPECIFICATION WILL BE ABULISHED
Title of class:
' REAL ESTATE SUPERVISOR
DESCRIPTION OF WORK
General Statement of Duties: Performs the adminfstrative and supervisory
uork fnvolved in the direction of the real estate, relocation and
property management operation; solfc3ts developers and negotiates the
sale of real estate; and performs related duties as required.
Supervision Received: Works under the adm�nistrative direction of the
division head.
Supervision Exercised: Exercises within the unit administrative and
tecbnical direct�on over technical, cler�cal and other assigned personnel.
TYPICAL DUTIES PERFORMID
The listed examples map not include all duties performed by all positions in
this class.
Dfrects the implementation of real estate, relocation and property
management and maintenance programso
Participates �n the formulation and supervises the implementation of real
estate, relocation and propertp management goals, ob�ectives, policies
and procedures.
Negotiates or superv£ses t�ie negot�ation of real estate transactions; both
acquisition and d3�positiono
� Supervfses relocation staff; directs the preparation of relocation plans
that meet standards; estimates relocation costs.
Negotiates and administers agreements with other agencies for the provision
of relocation serv�ces and for serv�ce� necessarp to maintaining land
and structures possessed bp PoEoDo/HaRoA.
Negotfates leases for P.EoDe/H.R.Ae o�med propertpo
Provides informat�on and tec�nical support to developers, the public and
the Planning Councfls regard�ng real estate, relocat�on and property
maintenance activft3es and serviceso
Acts as a liaison to the Department of Hou�£ng and Urban Development
regarding all matters relating to real estate and relocation guidelines,
regulations and policies.
Supervfses all record keeping and report preparation pertaining to the
above activft�es, superv3ses and trains all staff and manages the
section's budget.
KNOWLEDGES, SKILLS AND ABILITIES
Consf.derable kno�rledge of the real estate market and real estate procedures
in acquiring, managing and disposing of property.
Considerable knowledge of property management techniques and procedures.
Considerable knowledge of relocatfon regulations, gufdelines and procedures.
Consfderable abflftp to organ�ze, plan and direct the work of others.
(cont3nued on rever�e �ide)
Effective June 3, 1982
REAL ESTATE SUPERVISOR
REAL ESTATE SUPERVISOR
(continued)
Considerable abilitp to cumsnunicate clearly and effectfvely with
individuals and groups.
Considerable ability to cooperate and coordinate work effectively with
otl�er managers, prfvate developers, and public officials.
MINIMUM QUALIFICATIONS
College graduation and tWO years' experfence involving negotiating real
estate transactfons in the field o£ rene�ral and/or com�unity development
or six pears of progressively more responsible work researching and
negotiatfng real estate transactions in the field of renewal and/or
co�nunity development.
i
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POSITION AUDIT REPORT
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POSITION: Real Estate Supervisor
INCUMBENT: Dave Nelson
AUDITOR: John H. Shockley
BACRGROUND
The position was audited by the HCA Consultants in June 1984. At that
time it was recommended that the position be entitled Property Risk
Management Supervisor. It was also recommended that an HCA grade of
14 be assigned. An HCA grade 14 is equal to the Professional
Supervisor grade 18. Since the HCA audit, additional responsibilities
of management of facilities and internal energy usage were added. In
May 1986 the Department of Finance and Management Services requested
that we establish the Property Risk Management Supervisor
Classification. On June 2, 1986 our office received a request to delay
action in processing the previous request. On July 23, 1986 we received
a J.A.Q. describing the position and scheduled an audit. It appears
that the main issue involved is whether or not this position is
properly graded, especially when compared to the Property Manager
position held by Miles McGinley. The Property Manager Classification
is an exempt titlee It is assigned to grade 2G of the Professional
Supervisory Standard Ranges.
DESCRIPTION
The position performs responsible professional, administrative an�
superyis^�y �ao�;k in the acquisition, disposition, development, leasing,
property management ��nd insuring of properties. The position is �lso
responsi�hle for the Valuation and Assessment Division's annual general
fund ar�d gerformance budget administration. In addition, the position
facilitates appropriate communications networks to serve CiCy
departments, business and Community Councils having an interest in the
real estate transactions of the Finance and Management Services Depart-
ment.
General supervision is received from Bill Donovan, the Division Head, as
well as the Department Director, Gene Schiller and the Risk and Employee
Benefits Manager, Ron Guilfoile. One Valuation and Assessment
Technician II and two Valuation and Assessment Aides are supervised. \
The position does not have authority to hire new employees but does make
recommendations on hiring and firing. Authority to reward and
discipline assigned personnel is exercised. The position assigns all
work to such employees and evaluates their job performance.
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Some of the duties included in managing the city-wide real estate
operations are:
1. Administers, develops, coordinates, implements and supervises
real estate acquisitions, disposals, property risk management,
leasing and other transactions.
2. Supervises and participates in the preparation of real estate
summaries and contact sales in order to develop comparable
values.
3. Coordinates with City departments a city-wide lease management
system.
4. Administers and supervises the review and selection of parcels
for City needs and represents the City regarding tax forfeit
land activities.
5. Represents the Division at City Council, City Council Committee
meetings and Community Councils regarding pro�ects of the Real
Estate Section. .
Some of the duties included in Risk management are:
1. Supervises and develops risk management programs for City
buildings and personal property contents.
2. Develops and implements reconstruction values for� City-owned
buildings and determines actual replacement value for.
associated contents.
3. Identifies risk exposures in property liability situations and
determines methods of hand�.ing risks.
4. Analyzes and supervises the preparation of insurance coverage
specifications and recommends the successful bidder and policy
funding program.
Some of the duties included in administering City-wide Real Property
Facilities Management and Internal Energy Management are:
1. Planning, programming and budgeting for improvements of
existing as well as new properties.
2. Oversees day to day physical maintenance/management operation
of City's facilities.
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3. Collects and analyzes internal energy usage of the City's
facilities and identifies energy usage problems.
4. Conducts specific facility improvement project energy cost/
benefit analyses.
SUMMARY
Interviews were conducted with the incumbent, Dave Nelson and his
supervisor Bill Donovan. Dave presented the information outlined in the
description. He stated that he believed his job to be undervalued. He
also stated that a more appropriate title for his position should be
Real Estate, Risk and Facilities Manager, Bill Donovan supported Mr.
Nelson's position description. He stated that he does not assign
specific projects to Mr. Nelson but assigns his work as objectives to be
met. He also stated that Mr. Nelson's work toward those objectives is
reviewed quarterly. He then stated that the risk management aspects of
Mr. Nelson's work are new and that Dave now has central control of all
leases entered into by the City and that such had been standardized by
Dave. Regarding any errors that Mr. Nelson could make, Mr. Donovan;
stated that the worst error would be appraisals that could cost the�
City money and lose the City credibility.
COMPARISONS
The position description for the audited position was compared with the
J.A.Q.s of positions allocated to the Property Manager, Risk and
Employee Benefit I�anager and Risk Analyst Classifications. It was
revealed that the aud�ted position performed some duties similar to all
the classifications. The same was true for comparise�ns of the described�
duties with the class specifications for Risk and Employee Benefit
Manager and Risk Analyst. The Property Manage� position is an exempt
title and therefore, no comparisons could be made with the specification
as one does not exist.
Regarding, specifically, comparison of the audited position with the
J.A.Q. for Property Manager, it was revealed that the Property Manager
performs duties in managing the City Hall Annex facilities and budget.
That position supervises one Operating Engineer. The audited position
performs facilities management for $177,000,000. in real property and
supervises three F.T.E.s.
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Q.E.S. EVALUATION AND ANALYSIS
HCA Evaluation
Level Points
Knowledge Required 7 295
Effect of Actions 4 320
Mental Effort 4 285
Amount of Discretion 4 265
Impact on Policies and Procedures 3 175
Consequence of Error 3 170
Hazard and Stress 2(0) 115
Contacts 4 130
Physical Effort 1 45
Surrounds 1 30
Personnel Authority 3 170
Units Supervised 1 10
Total 2510
J.H.S. Evaluation '
Level Points
Knowledge Required 7 295
Effect of Actions 4 320
Mental Effort 4 285
Amount of Discretion 4 " 265
Impact on Policies and Procedures 4* 230
Consequence of Error 3 170
Hazard and Stress 2R* 130
Cor.tacts 4 130
Physical Effort 1 45
Surroundings 1 30
Personnel Authority 2* 110
Units Supervised 2 25
' Total 2535
The points assigned the position by HCA placed it in HCA grade 14 which
is equal to grade 18 of the Professional Supervisory Standard Ranges.
The current evaluation places the position in HCA grade 15 which is
equal to the Professional Supervisory Standard Range of 20. The point
difference between the two evaluations was only twenty-five points but
such was enough to place the position in the next higher grade. The
points given for the factor of Impact on Policies and Procedures were
the most important in determining the grade assignment.
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The Q.E.S. manual defines the four level for the Impact on Policies and
Procedures factor as, "General policies are established but specific
procedures are lacking or do not cover many aspects of the work. The
employee is required to develop or establish procedures, or to propose
or introduce new policies." The incumbent's supervisors stated that the
position has established policy and procedure in the development of a
lease inventory control system and standard lease design as well as in
instituting building preventive maintenance programs.
RECOMMENDATION
It is recommended that the class specification for Real Estate
Supervisor be revised to include the duties as described and that the
class title be changed to Real Estate Risk and Facilities Manager. It
is also recommended that the new classification be assigned to grade
20 of the Professional Supervisory Standard Ranges.
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.aI_ T P�T'.,L
:ii,r.t�tn OB'�*IC� OF T$.Fs.
CITY;COII�TCIL
�ammittee R��art
�"�.anca. 1�:�a�e�e�t. � F�r�an��j C��ms�te�
r V•
JANLIARY 27, 1987 '
1• 9pproval of minutes from meeting held January 15, 1987. a�proved
2. Report by Finance Director Gene Schiller regarding review of several financial
management issues (laid over from January I5, 1987) . discussed
3. Letter of the Mayor transmitting Planning Commission recommendations on the
report entitl.ed "Committee Report on the Findings and Recommendations of the
Citizens Commission on Bonding and Financing Practices.". laid over to 2/12
4. Letter of the State Department of Revenue traasmitting Application No. 328587
of Barton Enterprises Inc. for reductian of certain real estate in the city
of Saint Paul. discussed
• �
��• �8°��� ��'�'��g �h� r��e� of pa�r for title of B.eal -Estate. Risk and
. :$a�il:i.tie�.-,�ansg#� in Grade Z0,`-.Sectioa-� D 4, Professione.l Emploqees Sugemisory _
Standard Range of the Salary P�aa and ga,tes of Compeasation B.esolution. � �approved
6. Resolution changing the grade for Civil Service Trazisaction Clerk II from
Grade 34 to Grade 36, Section I D 1, of the Salary Plan and Ra.tes of Compen-
sation Resolution. auproved
7. Resolution amending the 1987 budget bq transferrin , ,
Reserve to Civic Organization Partnershi Pro ramsgand�anthorizinontangent
� various organizations for contractual services. approved at 1/15 meet ng t to .
8. Resolution adopting the 1988-1992 Program for Capital Improvement as part of .
the Comprehensive Plan, and for use in the Unified Capital Improvement Program '
and Budget Process. approved �
9. Resolution adopting the 1988-1992 Program for Capital Improvement as part of
the Comprehensive Plan, and for use in the Unified Capital Improvement Program
and Budget Process, annroved
10. Resolution directing the Department of Finance and Management Services to
prepare for 1987 General Obligation Bond sale. avproved
11. Administrative Order:
D-8241: Additions of $800 to the Fuel Service Station Canopq Construction -
Project (laid over from January 15, 1987) . laid over• to I/29
C�� �I' S��TFi FLOOR
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