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90-1393 0 R l G I N A L �u"�il File � °-,.�� Green Sheet #` RESOLUTION CI OF SAINT � UL, MINNESOTA ._ , Presented By Referred To Committee: Date WHEREAS, solicitation for the donation of funds to city related activities is controlled and governed by Chapter 41 of the Saint Paul Administrative Code; and WHEREAS, Chapter 41 requires the City Council to be notified when City funds are being allocated; and WHEREAS, the Employee Relations Committee is now preparing for the annual Employee Picnic to be held the evening of August 15 at Harriet Island; and WHEREAS, the Employee Picnic is funded by the Personnel Office Special Fund designated for Employee Relations (030-30157) which receives a General Fund transfer of $1747 each year, used for a variety of employee recognition efforts; and WHEREAS, each year the Employee Relations Committee relies on additional funding from employee bargaining units, as well as food or prize donations from local businesses; and WHEREAS, the Spending Plan for the Employee Relations Special Fund (30157) already lists $500 of anticipated revenues from donations, and is being amended to reflect increased donations; and WHEREAS, this year the Committee has decided to make the Picnic truly a recognition event for employees by providing all of the food instead of requesting "potluck" items, and thus decreasing potential health hazards; and WHEREAS, the Employee Relations Committee has already begun to solicit employee unions and local businesses for the Employee Picnic, as summarized in the attached list; and THEREFORE, LET IT BE RESOLVED, that the Employee Relations Committee be permitted to continue to solicit and accept donations for the Employee Picnic, in accordance with the information on the attached pages. � _c� Navs Abaent Aequested �y Department of: smo os�✓ 0 of Personn 1 and Labor Relations on �acca �e � une � o �— By: � Adopted by Council: Date Q�� 7 t99C) Form , ved by ity Atto ey Adoption Certified by Council Secretary By: � g_ �'_ �� r By' ��v~'' \ J `_ _---� Approved by Mayor for Submiasion to Approved by Mayor: Date � y;?,� 7 �9�uncil � By. , By: PUBl1SNED AU G 1 81990 �y�'�393 Individuals/Companies to be solicited: Estimated Value of Donation: ---------------------------------------------------------------------------- All 27 Employee Bargaining Units $600 total Andrew Brooks (unsolicited donation) $600 Companies contacted for prizes: ranges from $3 gift certificate to grand prize of roundtrip Awada's Restaurant airfare for two (Travel Assoc.) Baskets by Design Cherokee Sirloin R000m Cinema Land Continental Cablevision Cosetta's Restaurant Embassy Suites Ficocello's Film in the Cities Har Mar Cinema 11 KDWB LeeAnn Chin's Mancini's Metropolitan Medical Center Minnesota Vikings Football Club Moudry's Apothecary Shop Park Square Theatre Company Popcorn Factory Q's Restaurant & Coffee Shop Radisson Hotel Saint Paul Rainbow Foods Regis Hairstylists St. Marie's St. Paul Chamber Orchestra Saint Paul Hotel Science Museum of Minnesota Spirit Coaches Target - Midway Shannon Kelly's Travel Associates Victory Parking Companies contacted for food: Kowalski's donations vary Old Dutch Foods North Country Distributors Quality Catering Individuals who will do the soliciting: --------------------------------------- Members of the Employee Relations Committee (list attached) ��o-�.��3 Length of time solicitation will occur: --------------------------------------- July 15 -- August 15, 1990 Positive and negative aspects to the City of participating in the solicitation -------------------------------------------------------------------------------- Positive: The City will have an opportunity to show recognition and appreciation to employees and their families by staging the annual employee picnic, and will decrease health risks to employees by discontinuing the "potluck" format of previous picnics. Negative: None. Most of these companies contribute to the picnic every year, and anticipate our request. Type and amount of in-kind service required by the City: ------------------------------------------------------- The estimated cost of the picnic is $2500. $1200 of this is expected to come from outside financial contributions, as listed below. The remaining $1300 will come from the Employeee Relations Special Fund, which receives $1747 of General Fund dollars each year (used for a variety of employee programs. ) �yo-/39 3 EMPIAYEE RELATIONS CO1�IIyIITTEE Dennis Appleton Fire 228-6220 100 East llth Street Laura Eckert P.E.D 228-3204 1300 City Hall Annex Denise Harris Libraries 292-6218 90 West 4th Street Janice Kelly-Dunkins Mayor's Office 298-4736 344 City Hall Yvonne Kinney Public Health 292-7714/7731 555 Cedar Street Myra Larson Human Rights 298-4288 515 City Hall Vicki Patschke Office of Personnel 298-4221 265 City Hall Don Pazdernik Police 292-3538 100 East llth Street Bill Peterson Parks and Recreation 292-7406 175 City Hall Annex ��:�z�e Plankers Public Works 298-5329 900 City Hall Annex John Regal Finance Department � 298-5056 218 City Hall Linda Thurston Water 298-4130 � � = 400 City Hall Annex Marvin York Personnel 298-4221 265 City Hall Total — 13 Alternates Dee Johnson Public Works 292-7290 600 City Hall Annex Yvonne Kastens Finance 298-5317 218 City Hall Margie Rattner Water Utility 298-4130 400 City Hall Annex Lynn Waldorf Parks and Recreation 292-7023 200 City Hall Annex (Revised 6/27/90) �� DEPARTMENTIOFFICEIOOUNpL DATE INITIATED 2 2 41 Office of Personnel - Trng. 8/6/90 GREEN SHEE NO. INtT1AUDATE OONTACT PER80N A PFIONE EPARTMENT DIRECTOR �GTY COUNdL Vicki Patschke, 298-4221 �'�r� �� ATTORNEY ❑cirv c�RK MUST BE ON COUNGL Af3ENDA BY(DAT� (iOUTINO UDOET DIRECTOR �FlN.R M(iT.SERVICE3 DIR. Next meeting 0 tiu►voa�oR nseisr�n ❑ TOTAL�Y OF SIGNATURE PAGE8 1 (CLIP ALL LOCATIONS FOR SIGNATUR� ACTION RE�UES'TED: Approval of a resolution permi.tting the Employee Relations Committee to continue soliciting donations for the Employee Picnic, to be held the evening of August 15, 1990. REOOMMENDATIONS:Apprars(/U a iisjsct(R) COUNqL COMMITTEE/RESEARCH REPORT OPTIONAL ANALYBT PMONE NO. _PLAWNiNO COMMISSION _GVIL BERVICE COMMISSION _CIB COMMITTEE _ COMMENTB: _8TAFF — _DIBTRICT COURT _ SUPPORTS WHICH WUNCIL OBJECTIVE9 INITIATINO PROBLEM.ISSUE.OPPORTUNITY(1NIw.What.When,Whsre,Wh»: The Employee Relations Committee, which plans the Employee Picnic each year, relies heavily on financial contributions and donations of food and prizes. This year, the need is even greater, since for health and safety reasons the picnic will no longer be a "potluck." ADVANTA(33F3 IF APPROVED: Over 1,000 City employees and family members will once again be able to en�oy the once-a-year picnic, which provides recognition and relaxation. DISADVANTA(iES IF APPROVED: None. The Employee Relations Committee has solicited for the picnic every year for the past seven years. Many of these businesses contribute every year, and anticipate our request. DI3ADVANTApES IF NOT APPROVEO: Alternative funds would have to be located for the picnic, and the always popular prize drawing would have to be eliminated. TOTAL AMOUNT OF TRANSACTION a COST/REVENUE BUDOETED(CIRCLE ONE) YES NO FUNDING SOURCE ACTIVITY NUMBER FlNANqAI INFORMATION:(EXPWN) NOTE: COMPLETE DIRECTIONS ARE INCLUDED IN THE GREEN SHEET INSTRUCTIONAL MANUAL AVAILABLE IN THE PURCHASING OFFICE(PHONE NO.298-4225). ROUTING ORDER: Below are preferred routings for the five most frequent rypes of documents: CONTRACTS (assumes authorized COUNCIL RESOLUTION (Amend, Bdgts./ budget exists) Accept. Grants) 1. Outside Agency 1. Department Director 2. Initiating Department 2. Budget Director 3. City Attomey 3. Clty Attomey 4. Mayor 4. MayoNAssistant 5. Finance&Mgmt Svcs. Director 5. City Council 6. Finance Acxounting 6. Chief Accountant, Fin &Mgmt Svcs. ADMINISTRATIVE ORDER (Budget COUNCIL RESOLUTION (all others) Revision) and ORDINANCE 1. Activity Manager 1. Initiating Department Director 2. Department Accountant 2. Gry Attorney 3. Department Director 3. MayoNAssistant 4. Budget Director 4. City Council 5. City Clerk 6. Chief Accountant, Fin&Mgmt S1�cs. ADMINISTRATIVE ORDERS (all othe►s) 1. Initiating DepartmeM 2. City Attorney 3. Mayor/Assistant 4. City Clerk TOTAL NUMBER OF SIGNATURE PA(3ES Indicate the#of pages on which signatures are required and paperclip each of these pages. ACTION REQUESTED Deacribe what the projecUrequest seeks to accomplish in either chronologi- cal order or order of importen�,whfchever is most appropriate for the issue. Do not write complete sentences. Begin each item in your list with a verb. RECOMMENDATIONS Complete if the issue in question has been preaented before any body, public or private. SUPPORTS WHICH COUNCIL OBJECTIVE? Indicate which Council objective(s)your projecUrequest supports by listing the key word(s)(HOUSING, RECREATION, NEIGHBORHOODS, ECONOMIC DEVELOPMENT, BUDGET, SEWER SEPARATION).(SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.) COUNCIL COMMITTEE/RESEARCH REPORT-OPTIONAL AS REQUESTED BY COUNCIL INITIATING PROBLEM, ISSUE, OPPORTUNITY Explain the situation or condkions that created a need for your project or request. ADVANTAGES IF APPROVED Indicate whether this is simply an annual budget procedure required by law/ charter or whether there are speciflc ways in which the City of Saint Paul and its ckizens wfll benefit from this projecUaction. DISADVANTA(3ES IF APPROVED What negative effects or major changes to existing or past processes might this project/request produce if it is passed(e.g.,traffic delays, noise, tax increases or assessments)?To Whom?When? For how long? DISADVANTAGES IF NOT APPROVED What will be the negative consequences if the promised action is not approved? Inabiliy to deliver service?Continued high traffic, noise, accident rate? Loss of revenue? FINANCIAL IMPACT Afthough you must tailor the information you provide here to the issue you are addressing, in general you must answer two questions: How much is it going to cost?Who is going to pay7