The Property Services Department is responsible for the comprehensive management of county-owned and leased facilities that appropriately and effectively support county programs and services.
PROCEDURES
Property Services provides a variety of services to county departments in regards to maintenance-related requests, project-related requests, and capital projects.
Maintenance-Related Requests
Maintenance-related requests (minor maintenance or repair) can include, but are not limited to:
Carpet/upholstery cleaning *
Conference room set-up
Electrical outlet replacement/computer cable installation *
Janitorial
Keys/locks*
Lighting (e.g. bulb replacement, flickering lights)
Plumbing (clogged toilets, sinks, etc.)
Utility work (e.g. hanging pictures and bulletin boards, installing keyboard trays, minor furniture moves, minor workstation modifications)
In most cases, the items listed above are done at no charge to the departments; possible exceptions have been noted with an *. If charges need to be assessed, the Building Manager will discuss charges with the designated building contact before the service is performed. An Operating Project Work Request Form (HC1441R) (see next section) may then need to be completed.
Department(s) that have maintenance-related requests shall submit their request via the Lotus Notes Maintenance Request database or if immediate attention is required, contact the building manager (phone numbers listed below). The building manager can also assist with any questions regarding this process or in establishing an alternate process if the Lotus Notes Maintenance Request database is not an option (e.g. leased facilities).
Projected-related requests can include, but are not limited to:
Space planning projects
Remodeling projects
Workstation/furniture layout
Departments will be responsible for incurring the cost of project-related requests. Funding will be provided by their operating budgets.
Note: For capital projects, see the budget instructions prepared by the Office of Budget and Finance
Department directors and/or their designees shall submit project-related requests via the Operating Project Work Request Form (HC1441R) and mail to Property Services, A2208 Government Center, Mail Code 228. These forms can be obtained from the assigned Building Manager.
The request is reviewed by the Property Services Management Team and if the work is appropriate, a project team comprised of a Project Manager, Building Manager and a department contact will be assigned. The Project Manager will request a project kick-off meeting accordingly.
If the work requested is rejected by the Property Services Management Team, a letter will be sent to the department director and/or their designee explaining the reason for the rejection and the process for an appeal, if so desired.
In order to allow for sufficient time to complete required deadlines (project planning, year-end budget encumbrance and purchase orders), all operating projects must be submitted to Property Services prior to September 30 each year. Project costs associated with requests received after September 30 may become charges against the following year's operating budget (other than routine maintenance).
Facility Information
Building managers have the responsibility to maintain all buildings owned or leased by Hennepin County and ultimately have the authority to implement policies to ensure consistent, safe, accessible and cost efficient facility operations.
Primary guidelines have been established below. Building Managers may establish additional building specific guidelines, as appropriate.
Bicycles
Bicycles are prohibited in all county facilities because of the fire code. Bicycles shall be kept in bike racks, bike lockers or other designated areas on county-owned and leased properties. If you have questions regarding the location of storage areas, please contact the designated Building Manager assigned to the building in which you work.
Decorations
1. Balloons are prohibited in county facilities due to issues such as motion detectors setting off alarms, maintenance and associated costs for vendor services, if required.
2. Cut natural trees or decorations, natural branches or cuttings, cotton batting, straw, dry vines, leaves, cellulose, or other flammable material are prohibited from being used for decorative or commemorative purposes.
3. Non-flammable artificial trees and non-flammable decorations may be used.
4. Trees or decorative displays are prohibited from being placed near or in the pathway to an exit.
5. Decorations shall be limited to those which can be placed or stand on a desk, file cabinet, table, or the floor.
6. Puncturing the walls with nails or the use of tape adhesives on wall surfaces and glass may result in permanent damage. If items need to be affixed to walls, ceilings, fixtures or glass in county buildings, employee shall contact building management for direction.
7. Decorative electric lights or other electrical devices shall not be used inside buildings because of the fire code.
8. In addition to the above guidelines, all other ordinances of municipalities throughout the county shall be adhered to concerning trees, decorations or displays.
Departments will be instructed to remove hazardous decorations.
Electrical Appliance Use/Miscellaneous Electrical
The use of non-commercial quality resistance heating appliances is prohibited in county facilities.
Electrical appliances that are Underwriters Laboratory (UL) listed may be allowed given the following:
1. UL listed popcorn poppers, toasters, toaster ovens, microwaves or other food preparation appliances may be used in designated break, kitchenette, coffee stations or lunch areas and shall not be left unattended while in operation. Appliances must be plugged directly into wall outlets.
2. UL listed coffee makers (all types) must either incorporate or be plugged into a manual on-automatic-off timing device that discontinues the flow of electricity after a period of no more than four hours. One timer is required for each coffee maker. Coffee makers may be used in designated break, kitchenette, coffee stations or lunch areas.
3. Electric coffee warmers, personal unit heaters, humidifiers, air cleaners, and combination fan/heaters are strictly prohibited in county facilities due to fire code and health and safety.
4. Floor lamps and desk lamps must be UL approved and plugged into a manual on-automatic-off timing device that discontinues the flow of electricity after a period of no more than 10 hours. Employees shall pay for timers for their personal lamps, departments shall pay for timers if the lamp is provided by the county.
5. All electrical appliances are to be inspected quarterly; floor monitors will visually check that the appliance, cord, electrical plug, and timer are in good condition and operating properly. The Building Manager must be notified immediately of problems with electrical appliances, particularly if there is a burnt cord, electrical short, etc.
6. Extension cord usage is allowed providing that they are UL or FM rated and have been approved by the designated Building Manager. Use of a flat-wire extension cord or plugging one extension cord (or multi-outlet strip) into another is against fire code and is strictly prohibited.
7. The Building Manager shall be contacted if there are special employee requests (medical, accessibility, etc.) where they would need to use an electrical appliance otherwise prohibited in county facilities. Department directors or their designee shall approve the use.
8. Department Directors, Building Managers and Security personnel may remove from the premises electrical appliances that are in violation of this policy or are found to be operating unattended after normal working hours.
Open Flame
Burning candles, incense, etc. is strictly prohibited in county facilities because of the fire code. Events that require burning candles, incense, etc. as part of a ceremony or presentation must receive prior approval from the Property Services Director.
Pets
If health and safety issues arise, plants in work areas may be prohibited. Employees causing financial impact to the county facilities because of plants may be responsible for reimbursement to the county. Guidelines for specific policy on plants can be obtained from the designated Building Manager.
Posting of Notices
Signs, information posters, and notices of an ad hoc nature, such as those announcing employee retirement gatherings, must be submitted to, and placed by, either the Public Affairs Department, Property Services, or in the case of the libraries, by the Head Librarian for each library.
Storage
Items stored on top of office furnishings shall be no higher than 18 inches from the ceiling because of the fire code.
Water Coolers
Contact the designated Building Manager prior to installing or relocating water coolers in County space to ensure that adequate electrical capacity, space for the water cooler and desired placement for protective measures exists. Departments shall be responsible for incurring costs associated with providing additional electrical capacity and modifications to the flooring if desired placement issues arise.
Departments are also responsible for maintaining water coolers and for checking frequently to ensure water catch basins do not overflow causing additional maintenance or safety issues such as attracting rodents, etc.
Go to top