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89-497 W✓ITE - CITV CLERK ��ARV - DEP RTMENT GITY OF AINT PAUL Council J/��r,�� BI.UE - MAVOR File NO. v � Counci esolution P°`� '`��'-------� Presented By ��'�" �� f�' Referred To � �� Committee: Date ��°��'J Out of Committee By Date WHEREAS, Mayor George Latimer n ebruary 6, 1989, recommended that the City of St. Paul change from an ann al operating budget process to a two-year process; and WHEREAS, one of the primary re so s for changing the budget process was to free up existing staff for program va uation; and EREAS, th Mayor's rep t de in s i ternal and ternal e luatio with ' terna evaluatio being perfo ed by Depar ental pers nel with mphasi on b h prog m effici cy and effec ' en ss; an . external ev uation b ing per rmed � intly by e Budget Off e Council esearch, In rnal Au 'tor, a Depar ental ersonnel 'th emphasi program e ctiveness d/or fi ncing options or th se program selected jo ly by the or and Cit Counci and WHEREAS, the Mayor's proposal or program evaluation did not envision adding additional staff or establis in any ongoing committee to perform the evaluation function; and WHEREAS, the Mayor's recommend d ive-year plan for implementing two-year budgeting has program evaluation be in ing in 1991; and WHEREAS, the City Council desi es to coordinate the program evaluation function with the functions perform d y the City's Internal Auditor; and WHEREAS, the City Council also wi hes to rely on the expertise of both the private and public sector in determ'ni g appropriate program evaluation criteria, standards, procedures, et . ; NOW, THEREFORE, be it � COUNCIL MEMBERS Requested by Department of: Yeas Nays Dimond Long [n Favo Goswitz Rettman Scheibel A gai n s t BY Sonnen Wilson Form Appr v d by City Attorn Adopted by Council: Date Certified Passed by Council Secretary BY By t�pproved by Mavor: Date _ Appro d,- y Mayor for Submis t il By WNITE - CITY CLERK „ Py�N�K� - FiNANCE G I TY O A I NT PAU L Council G�� C�rPlARV'► DEPARTMENT BLUE - MAVOR File NO• d Counci esolution P"�- � � ? Presented By � Referred To Committee: Date Out of Committee By Date RESOLVED, that it is City Coun il s intent to establish a five-member Program Evaluation Task Force to pr vi e initial guidance for establishing a systematic program evaluation proce s; and be it further RESOLVED, that the Mayor is he eb respectfully requested to recommend to the City Council by September 1, 19 9, five individuals from the St. Paul community representing private business, non- ro it institutions, and governmental units with experience in program evaluati n; and be it finally RESOLVED, that the Council Res ar h Director, Budget Director, and Finance Director are requested to draft a t nt tive work program for the program evaluation process so that Task For e ecommendations can be made by May l, 1990. Pag T o �, � COUNCIL MEIvIBERS Requested by Department of: Yeas Nays Dimond �� [n Favor coswitz Rettman a sche;be� _ Against BY Sonnen Wilson Form A ro ed by Cit tto y Adopted by Council: Date Certified Pa: ouncil . re BY gy, )n.°� , t�ppro by Mavor. Date _ ' � � A pr y Mayor for Submis 1 By BY PUBtlSli� A P R 2 2 19_ � _ , ,� , � . C��a-�� DEPART6AENT/OFFlCE/CAUNCIL DATE INITIATED �� Budget Offi ce GREEN �HEET No. ' INITIAU DATE INITIAUDATE OONTACT PERSON 6 PHONE EPARTMENT DIRECTOR �CITY COUNCIL Greg ltlees/Barb Renshaw X4140 ��BERFOR ATfORNEY �CITYCLERK�`�� ;� ; �,��-� MU3T BE ON COUNCIL ACiENDA BY(DAT� ROUTING UDAET DIRECTOR FIN.3 MOT.SERVICES DIR. P1 a r c h 7� 1'�9 ORDER AYOR(OR ASSISTA ' (� TOTAL�OF SIGNATURE PAGES �' (CLIP ALL L AT NS FOR SIGNATURE) ' v� J ACTION REOUESTED: -+ ± 4 c } + �q s ,: � . a s' : �..F i� �'< ; �� Approval of four resolutions havin o do with two-year budgeting for operations and maintenance. RECOMMENOATIONS:Approve(A)Or Reject(R) COUNCIL CO ITT EJRESEARCH REPORT OPTIONAL _PLANNIN(i COMMISSION _CIVIL SERVICE COMMISSION ANALYST pHONE NO. _CIB COMMITTEE _ _STAFF _ COMMENTS: -DISTRICT COURT _ SUPPORTS WHICH COUNGL OBJECTIVE7 INITIATINf3 PROBIEM,ISSUE,OPPORTUNITY(Who,What,When,Where,Why): Research was completed because of n erest expressed by Mayor, Council and department personnel on two-year b d eting. Mayor has recommended a two- year budget process for the operat n and maintenance budgets, which would begin in 1990 for 1991/1992 , to en a ce the current budget process. Supports Policy B-1B (Two-Year Bud e Planning) in the "1989 Budget Goals and Policies" document. Includes rogram evaluation component, allowing the City to determine the efficien y and effectiveness of programs. ADVANTAGES IF APPROVED: Will improve the City's ability to p an its fiscal future, will provide a framework for- more informed decisi n aking, and make transitions and shifts in programs easier to imple e t. Obtaining external expertise and advice in determining appropriate r gram evaluation measures, e.g. criteria, standards, procedures, e c. , will help the City to develop a better process for program evaluat o . DISADVANTAOES IF APPROVED: Startup workload will be intense f r department staff inembers, Budget Office and City Council . Requires r design of computer system and budget forms and instructions. Will requ r a comprehensive retraining program for approximately 200 employees in o ed in annual budget preparation. DISADVANTAGES IF NOT APPROVED: Less opportunity to fiscally plan. Less information for decision maki g. Transitions and program shifts wil more difficult to �implement. �-�� Loss of independent, professional, e ernal expertise. _ Loss of opportunity for program en a ement. �-:=`.�: � � -'Y�� TOTAL AMOUNT OF TRANSACTION S S 3 O� O O O ST/REVENUE BUD(iETED(CIRCLE ONE) YES NO FUNDINCi SOURCE Q �onn. F� �d b�nnet CTIVITY NUMBER ��/D/ �.�i�d��f �e�ie.�� FlNANCIAL INFORMATION:(EXPWN) O�QD� CU/7P/1a�0�• �'/�P � �o� lu,��s (��ra.a�. ��.� 9. Resolution 89-495 - amending th 1 9 budget by Laid over two weeks adding $30,000 to the Financing an Spending Plans from General Fund to Executive ' istration for the five year implementation pl c anging to a two year budgeting process. (R er ed from Council March 23) 10. Resolution 89-496 - amending the 19 9 budget by Laid over two weeks adding $30,000 from Special Proj ct General Government to Executive Administ at on Government Responsiveness. (Referred from 11. Resolutron,8.�1�497 - estab�ishing a ive-mett►ber Approved as �ed �rogr� �y.aluation Tastea Force to pr vide initial g�ida�'�t•establis�l�i!�g a syst ic program evaluat��vicess. �Referr�cl f om Council �cc�.-�} - .. 12. Resolution 89-451 - accepting fu ds and assistance Approved from the Fourth District V.F.W. o grave names of Veterans at Veterans Memorial Ha l d directing work to be accomplished under su 'sion of the Joint City Hall Court House Co�ran'tt and Ramsey County Director of Property Mana e t. (Referred from Council March 16) 13. Ordinance 89-227 - amending Chapt r 6 of the Laid over two weeks Administrative Code pertaining to si ning of contracts, deeds, bonds and check b providing notification to Council prior to ig atures on proposed contracts when not subje t o competitive bidding. (Referred from Council eb uary 14, laid over March 20) 14. Discussion of Capital Allocation ol cy financing Laid over two weeks changes. 15. Resolution 89-488 - amending the al ry Plan and Approved Rates of Compensation Resolution y ' serting the 1989 Standard Ranges and striking ou obsolete language pertaining to salary advi c ent. (Referred from Council March 23) 16. Resolution 89-487 - deleting cert 'n bsolete Approved language from Section 28B of the 'vi Service Rules pertaining to substitute Librar S ec alists. (Referred from Council March 23� 17. Resolution 89-489 - establishing t e ate of pay for Approved Citizen Service Analyst in the Sal ry Plan and Rates of Compensation Resolution in Grad 1 , Section ID2, of the Technical Standard Ranges. (R ferred from Council March 23) . . . ... ..... ..... ._ _ . ... .. ; .:. ....._..._,.,._�.�..�. y . � ,..��'� GITY OF SAINT PAUL , . ,t_is x,:i� �' OFFICF OF 'PFiE CITY COUNCIL Committee Report Finance. Manaaement. & Personnel Committee APRIL 3, 1989 1. Approval of minutes of March 20 meeting. Approved 2. Discussion of Administrative Order for the Public Reviewed Works Department transferring $41,750 from an administrative contingency account to appropriate data processing hardware and software accounts. 3. Resolution 89-229 - approving Wage and Benefit Policy Approved as amended for non-represented management personnel (Referred from Council February 16, laid over March 20) 4. Resolution 89-353 - amending the 1989 budget by Approved adding $132,456 to the Financing and Spending Plans for Police and Mankato State University to jointly sponsor seminar on Satanic Cults. (Referred from Council Ma.rch 2, laid over March 20) 5. Resolution 89-355 - amending the 1989 budget by Approved as amended adding $24,640 to the Financing and Spending Plans for Police Officers Clothing Trust Fund. - (Referred from Council March 2, laid over March 20) 6. Resolution 89-356 - amending the 1989 budget by Approved as amended adding $24,640 to the Police General Fund - Clothing Allowance. (Referred from Council March 2, laid over March 20 ) 7. Resolution 89-427 - amending the 1989 budget by Approved adding $27,750 to the Financing and Spending Plans for St. Paul Police Employee Assistance Program. (Referred from Council March 14) 8. Resolution 89-494 - approving a five-year plan having Approved as amended the City change from an annual budget process to a two- year budget process for the operating and maintenance budgets. (Referred from Council March 23) CITY HALL SEVENTH FLOOR SAINT PAUL, MiNNESOTA 55102 s.�mae --�� < <.. � _ _- �- G' �J MiHI7E - C�TV �LERK �� PINK - FINAN�E , �4NARV - O£PARTMENT CITY O AINT �AIJL FtlecilNO.__ �yr�y� BLUE -MAVOR � Counc l Resolution t'�� ``� � G� ��. Presented B �; '� i�1�� , �� Referred To � ` Committee: Date � °�3 ° / . Out of Committee By Date WHEREAS, Mayor George Latimer n ebruary 6, 1989, recommended that the City of St. Paul change from an ann al operating budget process to a two-y'ear process; and WHEREAS, one of the primary re so s for changing the budget process was to free up existing staff for program va uation; and WHEREAS, the Mayor's report de 'ne internal and external evaluation with � w,�_�N internal ev�aluation being performed y epartmental personnel with emphasis on �v buth program efficiency and effectiv ne s; and external evaluation being '-� erf ormed p jointly by the Budget Offi e, Council Research, Internal Auditor, and Departmental personnel with emphasis on program effectiveness and/or financing options for those progzams selected oi tly by the Mayor and City Council; and �--- WHEREAS, the Mayor's proposal f r rogram evaluation did not envision adding additional staff or establish ng any ongoing committee to perform the evaluation function; and WHEREAS, the Mayor's recommende f' e-year plan for implementing two-year budgeting has program evaluation beg' ni g in 1991; and WHEREAS, the City Council desire t coordinate the program evaluation _ function with the functions performed by the City's Internal Auditor; and WHEREAS, the City Council also w sh s to rely on the expertise of both the private and public sector in determin ng appropriate program evaluation criteria, standards, procedures, etc. -- NOW, THEREFORE, be it . COUNCIL MEtvIBERS Yeas Nays Requested by Department of: Dimund LO"g [n Favor Goswitz Rettman Scheibel __ AgetnSt BY Sonnen �Ison Form Appr ved by City Attorne� Adopted by Council: Date � � Certified Yassed by Council Secretary By � � / ° ; �' � By� �" Approve� by \7avor: Date Appro{ d ,y Mayor for Submiss n t il - ��O �}�/� / ��I n