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89-1876 WHITE - C�TV CLERK PINK - FINANCE G I TY 0��. SA I NT PA U L Council GANARV - DEPARTMENT (/�J- BLUE - MAVOR File NO. —/��" � _ ounc 'l Resolution '?�� _ : Presented By � �ferred To� �'��'��-'' Committee: Date �� —1 7��, Out of Committee By Date � WHEREAS Saint Paul and Ramsey County hav utilized and equally financed a Messenger Service in the �ity Hall and Court House building for several years; and WHEREAS, the need to sort mail and correc incomplete and inaccurately addreased mail has consumed substantial staff time for R sey County Central Services; and WHEREAS, Ramsey County is now billing Sai t Paul for the a share of the cost of this staff time; and WHEREAS, this added cost was not anticipa ed nor included in the 1989 Adopted Budget; and WHEREAS, The Mayor pursuant to Section 1 .07.4 of the City Charter recommends the following transfers. for the i989 General Fund budge : Current Amended TRANSFER FROM: ___Budget___ ___Changes__ ____Budget_ GENERAL GOVERNMENT ACCOUNTS - 09060 Contingent Reserve General 090b0-0537 Operating Transfer Out 25,991 (4,600) 21,391 Total (4,600) TRANSFER T0: GENERAL GOVERNMENT ACCOUNTS 09155 Messenge� Service 09155-0229 Miscellaneous Communicatio s 11,965 4,600 16,565 09155 - all other spending 910 0 910 ---------- ---------- ---------- - Total Messenger Service 12,875 4,600 17,475 TOTAL GENERAL FUND 123,907,698 0 123,907,698 NET CHANGE 0 THEREFORE, BE IT RESOLVED, that the City ouncil approves these changes to the 1989 budget. Approval Recommended: � � (� , -- ---- -�-==--��-��--�---- Budget Dir�ctor COUNCIL MEMBERS Requested by Department of: Yeas Nays Dimond L(►DP> [n Fav C Exarntivo A�mini gt�'at�A�i-�TS c�als��T ��,� � �� a/�/� Rettman B sche;be� __ A gai n s y Sonnen �Yilsoa N�V — � � Form Ap ro ed by City A orney Adopted by Council: Date Certified • -s d C unc� ecr ary ` BY � �' By � �. t�ppro by Mavor. Date � � Appr by Mayor for S to Council B p�lB�dS� r.',�V 1 � 1 89. - �� DEPARTMENT/OFFICE/COUNqI � ` DAT�INITIA D Mayor's Office, Budget Section 10/2/ GREEN SHEET NO. 2 7 4 CONTACT PERSON 3 PHONE INITIAU DATE INITIAUDATE �DEPARTMENT OIRECTOR �CITY COUNCIL Ron Kl ine 4140 N� �GTy ATTppNEY �CITY CLERK MUBT BE ON COUNqI AOENDA BY(DAT� ROU BUDOET DIRECTOR - �F_IN`.&MQT.BEfiVICEB DIR. �MAYOR(OR A8818T �p�� TOTAL#�OF 810iNATURE PAGES � (CLIP AL OCATIONS FOR SIGNATUR� ACTION RE�UESTED: 1. review of the attached budget amendmlen for the 1989 general fund budget 2. approve (by signing) the resolution fo submission to Council RECOMMENDATION3:Approve(p a Rs�ect(R) COUN IL MMITTEE/AESEARCH REPORT OPTIONAL —PIANNING COMMISSION _qVIL SERVICE COMMISSION ANALY T ��E'v��IONE NO. —CIB(�MMITTEE _ ' _STAFF _ COMM�VTS. —o��,� _ ' 0 C T 0 � 1989 SUPPORTS WHICH Oa1NpL OBJECTIVET � budget �A�ff�l�'� l`��i�E. INITIATINQ PROBLEM,ISSUE,OPPORTUNITY(Who,What,When,Where,Why): The City agencies located in the downtqwn rea have made use of the "central messenger" service for the last several years. Th� s vice is coordinated by Ramsey County and jointly funded by the city and county on a 50/50 sis. A new cost for sorting and correcting incomplete addresses has been added by th county. In order to continue the service, the city must provide for its share of this n cost. ADVANTI�(iE8 IF APPROVED: City inter-office mail will continue ta b delivered. The city will share in a portion of the cost for sorting and delivering mail. elations with the county will remain on a friendly basis on this arrangement. The e iciency of a coordinated service will continue. RECE�►ED OCT'Os1 DISADVANTAGES IF APPROVED: C�E�i ��'i:� Costs will be added to the city's general fund budget. � Councii Research Center. OCT 0 41989 DISADVANTAOES IF NOT APPROVED: Efficiency will be lost. The city will ha to locate an alternative mail delivery service. Sorting and re-addressing will continue b the cost will be distributed on a smaller base. Costs will likely rise and delivery could e delayed. TOTAL AMOUNT OF TRANSACTION $4�600 CpgT�pgyENUE BUDdETED(qRCLE ONE) YES NO FUNDINCi SOURCE ACTIVITY NUMBER 09061 to 09155 FINANCIAL INFORMATION:(IXPWN) The cost for Messenger Service has gone u from $12,875 to $17,475. � . - ti - > . NOTE: OOMPLETE DIRECTIONS ARE INCLUDED IN THE(3R EN SHEET INSTRUCTIONAL MANUAL AVAILABLE IN THE PURCHASING OFFICE( HONE NO.298-4225). ROUTING ORDER: Bebw are preferred routings for the five most frequent types of d uments: CONTRACTS (assumea authorized COUNCIL ESOLUTION (Amend, Bdgts./ budget exists) Accept.Grants) 1. Outside Agency 1. Depa ment Director 2. Initiating Department 2. Budg Director 3. City Attomey 3. Gy omey 4. Mayor 4. Mayo Assistant 5. Finance 8 Mgmt Svcs. Dfrector 5. Gty uncil 6. Finance Accounting 6. Chief ntaM, Fln &Mgmt Svcs. • ADMINISTRATIVE ORDER (Budget COUNCIL ESOLUTION (all others) Revision) and ORDINANCE 1. Activity Manager 1. Initiati g Department Director 2. DepartmeM AccouMant 2. Ciry A omey 3. DepartmeM Director 3. Mayor Assistant 4. Budget Director 4. Ciry uncil 5. City Clerk I 6. Chief AccountaM, Fin 8�Mgmt Svcs. } 1 ADMINISTRATIVE ORDERS (all others) � 1. Initiating Department 2. City Attomey 3. MayodAasistant 4. Gty Clerk TOTAL NUMBER OF SI(3NATURE PAC3ES Indicate the#of pages on which signaturea are required and li each of these pages. i AG?ION REQUESTED Deacribe what the project/request seeka to accomplish in ekhsr c ogi- cel order or order of impoRance,whichever is most approprfats the issue. Do not write complete aeMencea. Begin e�h item in your with a verb. RECOMMENDATIONS Complete if the issue.in questlon has been preseMed before arry , public or prfvate. � " I a SUPPORTS WHICH �UNqL OBJECTIVE? Indicate which Council objective(s)your projecUrequest supports listing the key word(s)(HOUSING, RECREATION, NEIGHBORHOODS, NOMIC DEVELOPMENT, BUDGET,$�R SEPARATION).(SEE COMPLETE LIST IN INS RUCTIONAL MANUAL.) �-t�Ot1N61L GOMMITtEFJFtESEARCH f1EPORT-OPTIONAL AS R UESTED BY OOUNqL INITIATI��iE�B4EN�,��$UE,OPPORTUNITY Explain the situation or condftions that created a need for your or request. ADVANTAGES IF APPROVED � Indicate whether this is simply an annual budget prxedure requf by law/ cherter or whether there are epeciNc wa s in which the City of Sai t Paul and fts ckizens will benefit from this pro�ect/action. � DISADVANTAGES IF APPROVED What negative effects or major changes to existfny or past proc might this projectlrequest produce if it is passed(e.g.,traffic delays, noi , tax increases or aseessments)?To Whom?When?For how long? DISADVANTAGES IF NOT APPROVED What will be the negative consequenc�s if the promised action is ot approved?Inabiliry to deliver service?Continued high traffic, noi , axident rate?Loss M reven�? FINANCIAL IMPACT ARhough you must tailor the information you provide here to the i e you are addressing, in general you,must answer two questions: How uch is it going to cost?Who is going to pay7 _ _ ; . . ��,�7� . ,, ,� Aams Count �kT.O'Malley y y ��o�,Property Management - • Ralph T.Andrade Centr 1 Services a��,�ntralServices Janet L.Geisen Room ,Courthouse/City Hall Mittographics Manager RAMSEY COUNN 1 W.Keilogg Blvd. St. ul,Minnesota 551q�E�E�vED P�rry A.Cucchiarella 612-298-5944 Reprographics Manager '��, �y�9 Kay HaHield J u n e 21, 19 8 9 ',�UN Coordinator,Messenger Service B�p��;� uri-��t Ron Kline St. Paul Budget Office 347 City Hall 15 W. Kellogg Blvd. St. Paul , MN 55102 Dear Mr. Kline, In response to your memo o June 15 regarding the City' s share for Messenger Service, I would like to submit the following: 1 ) Contract charges for In ernal Messenger Service which includes service to City H 11/Courthouse, City Hall Annex, Commerce Building, Amhoist Tower, and Lowry Medical Building equal $91 . 50/day 251 working days per year a $22 ,966 . 50 . The City of S . Paul ' s portion is one half of this total , equalling $11 , 83 .25 . The Interdepartment Envela e costs for 1989 equal $2, 247 . 18 . The City of St' Paul ' s half share is $1 , 123 . 59. The City PED Department hal increased its use of inter-office envelopes cori iderably in the last year, making it necessary to ord r them more often. 2 ) The City of St. Paul da s not pay for external messenger service to the following 1 cations: The St. Paul Public Library and all its branch s, City Public Works and all their locations, the schoo district, Civic Center and Parks and Recs , etc. The nternal mail is handled by the various departments bringi g their mail to and picking up their mail from various lo ations in the Courthouse or City Hall Annex. For exam le: 1 ) The City Fire Depar ment picks up and drops off mail to Room 85 in the C urthouse . 2 ) City Parks and Rec ick up and drop off their mail at either location f 300 or 200 City Hall Annex. 3 ) The City Public Wor s pick up and drop off their mail at 600 City Ha 1 Annex. , - , - , - , . . � . ��-�� . - , ,� Mr. Kline Paqe 2 June 21. 1989 4) The St. Paul School District picks up and drops off their mail in Room ' 65 Courthouse. 5) The Civic Center pi ks up and drops off their mail in Room 33, Courtho se. 6) The St. Paul Librar es and all their branches drop off and pick up the r mail in Room 265, Courthouse. 7 ) The CYET program, P THS program, MEAD program, etc. drop off and pick �i their mail at 14th floor, City Hall Annex. All of this mail has to ev� ntually be sorted in Room 85 of the Courthouse, which is t e Internal Messenger Mail Room. A considerable amount of t me is spent by the County Central Services staff re=' ddressing and sorting incorrectly addressed City mail so that it can reach its final destination. The Dai a Dispatch people bring undeliverable mail to the ' entral Services Department to re-address it. We also re eive phone calls regarding lost mail and requests from th�, e locations for inter-office envelopes for them to use.' These City departments do not pay additional fees for th s service. Therefore, we have added Administrative cost� to cover the Central Services' staff time spent on City i ternal mail , preparing the bills, etc. The amount of $383. 33 was � rrived at by taking the portion of the Central Services' st ff salaries allocated to the Messenger Service, which i $18, 065, x 25� ( time spent sorting, re-addressing, et . City internal mail ) , _ $4 , 600. This amount was divided by 12 for the monthly cost of $383.33. Since the contract will be let out for bid in 1990, we suggest that you add 10� t your 1989 budget figure . i hope that this answers y ur questions about the Central Services budget, and helps', you in setting your own budget for the following year . Sincerely, Ra h drade Director of Central Servic s Property Management Depart' ent RA:kh . - ��° 8. Resolution 89-1587 - amending t e 1989 budget by Withdrawn adding $393,218.65 to the Finan ing and Spending Plans to allow Public Works Gar ge to purchase equipment. (Referred from Coun il September 7, laid over October 16) 9. Resolution 89-1812 - amending t e 1989 budget by Approved as adding $62,350 to the Financing and Spending Plans for amended Public Works asphalt fund. (R erred from Council October 10, laid over October 1 ) 10. Resolution 89-1854 - amending he 1984, 1986 and 1989 Approved CIB Budget by adding $36,410.7 for Police Department Annex remodeling project. (Re erred from Council October 12) 11. Resolution 89-1855 - amending he 1984, 1986 and 1989 Approved CIB Budget by adding $38,093 f r Police Department Annex remodeling project. (Re erred from Council October 12) 12. Resolution 89-187� - amending he 1989 budget by Approved ±ransferring $4,600 from Conti gent Reserve to Messenger Service for costs to continue inter-office mail services. (Referred From Council October 17)