89-2164 - ' ` :�'�-.� 1.��..��,f,�_ �,���
, : _ • � , � � .
WHITE - CITV CLERK
PINK - FINANCE COl�I1C11
CANARY -DEPARTMENT GITY OF AINT PALTL
91UE - MAVOR File NO. �� �/��
rdi dnce �\'
_ 13�
� 1 Ordinance N O.
Presented y —
Referr �C�n� l'L``���i
Committee: Date
Out of Committee By Date
An Adminis-trati e Ordinance Amending
Chapter 5 of the Ad inistrative Code to
reflect the current epartment organizat,ion
and to include Cable Communications into
Citywide Informati Services , Property
Managemen�t into the unicipal Assessments
� and Real Estate Division, and to c�eate a
new Risk and Employ e Benefit Managernent
Division.
THE COL�PdCIL OF THE CITY OF SAIN PAUL DOES ORDRIN:
Sec ion l .
Tha�L Section 5 . 01 , Subd. ( ) of the Saint Paul Adminis�trative
Code is hereby amended as follo s :
5ubdivision 1 . Department established. There is hereby
established an executive d parLment of the City of Saint
Paul to be known as �the de, ari,ment of i inance and manage-
ment services. The head o such department shall be the
director, who, prior to su h appoin�ment , shall possess
such qualifications as the council may by ordinance pro-
vide. The department of f'nance and management services
shall be organized into th divisions of p�e�e���-�aa�agP-
�e��; accounting, treasury, purchasing, assess�e��s-a�d
�aa�t�a��eris municipal asses ments and real esi,ate manage-
ment, license and permit a ministration, ar3d-ela�a-p�e-
eess��� citywic�� infori�nati n services , and risk and
employee benefit managemen .
COUNCILMEN
Yeas Nays ' Requested by Department of:
Fletche� <,{ �
�
Drew In FBVOc
Masanz r
NiCOSia - B ��
scnetbei Against Y
TedesCo
Wilson
For Approv d by ity Attorney
Adopted by Council: Date
Certified Passed by Council Secretary BY
� �
�Y �
Approved by Mayor: Date Appr by Mayor fot Submi i n to Council
By B
� � �.�1, ,%,//� ��;
Sect ' on 2.
That Section 5. 01 , Subd. (2 of the Saint Paul Administrative
Code is hereby amended by deleti g said subdivision 2 in its
entirety and placing in lieu the eof the following:
Subd. 2 . Departmental Func ions. The deparment shall
be responsible for providin the following services :
citywide accounting, auditi g, payroll , banking, in-
vestments , debt administrat on, purchasing, acquisition
and disposition of public p operty, leasing of property,
public improvement and publ ' c maintenance assessments ,
preventive maintenance of b ildings , license admini-
stration, interdepartmental data processing and com-
munications , risk exposure nalysis and employee
benefit management.
Section 3 .
That Section 5. 01 , Subd. 3 o the Saint Paul Administrative
Code is hereby amended as follows :
Subd. 3. Director, powers a d duties. The director
of the department of finance and management services
shall be appointed by the ma or with the consent of
the council , and shall be in the unclassified service
of the city. The director s all be accountable to
the mayor and, subject to hi /her supervision and
control , shall administer th affairs of the depart-
ment. S/He shall have gener 1 authority and control
over all departmental staff nd shall oversee the
proper fulfillment of all ta ks and duties assigned '
to the department. S/He sha 1 have the power to pre-
scribe such rules and regula ions as s/he deems neces-
sary or expedient for the pr per operation of the
department and to that end s all keep her/himself
informed of the latest admin' strative practices .
The director may designate , ith the approval of the
mayor, an employee of the de artment of finance and
management services to perfo m the functions and
duties assigned to the direc or by law during the
absence or disability of the director. The director
2.
- r•i h /� /
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shall have the power and d ty to take all personnel
actions , including hiring, assigning and reassigning
employees , including super isory personnel , within
his/her department, and sh 11 supervise their per-
formance .
Sec ion 4.
That Section 5. 01 of the S int Paul Administrative Code is
further amended by deleting sub ivision 4 and 5 thereof in their
entirety.
Sec ion 5.
That Chapter 5 of the Sain Paul Rdministrative Code is
amended by deleting Section 5 . 0 thereof in its entirety.
Sec ion 6 .
That Section 5 . 03 of the S int Paul Administrative Code is
amended as follows :
5. 02 �.-93 .- Division of counting. Within the
department of finance and anagement services there
shall be a division of ac ounting. Under the super-
vision of the director , t e accounting division
manager shall be responsi le for :
(1 ) Managing Be�e�e��r3Q- r�d-a�a�r3�a��}r3g a central
system of accounts f r all departments and
agencies of city gov rnment .
(2) Managing Be�e�ep}r-ig- �d-r�a�r3�a�rr3��g a system
of auditing of all c ty expenditures.
( 3) Managing Be�e�e���g- r�d-�a}n�a�rri��g a system
of recording all cit rec�ipts and deposits .
(4) Managing �s�ab�}sl�}ri -ar3�-�aa�r��a�r3��g such
accounting programs s may be necessary for
the maintenance of c unty, state , and federal
aid, grants , and loa s .
3.
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(5) Serving as the official custodian of a��
deet��xer3�s ,- agreements , nd contracts ar3�-be�ds ,
as authority for paymen s or receipt of monies
e�ee��-as-�ke�-�e�a�e-� -�ea�-es�a�e.
(6) Certifying availability of funds for all depart-
mental expenditures.
(7) Managing �s�ab�}sl��r�g-a d-r�a}��a}r�}�g a payroll
and payroll deduction s stem for all city em-
ployees .
(8) Managing �s�ab�}sY��r3g t e procedures for main-
taining uniform records of all employees ' work
hours , vacation, sick 1 ave , pension, and social
security.
(9) Rss}s��r3g-�l�e-bt�dge�-d� ee�e�-��-�Y�e-p�epa�a�}e�
a��-a�a�agex�e��-e�-��ie-e ' ��-bt�dge�;-��c�t�d��g
�eqt�}�ed-pe�}ed}e-e�ie�l� -e�-�epa���e��a�-bt�dQe�s
a�d-pe�}ed}e-p�e�e-es�� a�es-�e�-a��-�epa���aer��s
a�d-age�e}es-e�-�ke-e�� .-
(9) f�9� Managing A4a�x�a�rr3}r3Q a ystem of inventory
control of all city dep rtments and agencies
in ccordination with th division of purchasing.
(10) f��-} Developing such systems as are necessary to
assure that the city ac ounts are kept in
accordance with general y accepted accounting
principles for governme tal units .
Secti n 7 .
That Section 5. 04 of the Sai t Paul Administrative Code is
hereby amended as follows :
5. 03 �.-9�.- Division of Trea ury. Within the department
of finance and management se vices there shall be a
division of treasury. The c ' ty treasurer shall be the
person employed as the treas ry division manager. Under
the supervision of the direc or , the treasury division
manager shall :
4
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(1 ) Perform all functions as collector of any and
all city taxes .
(2) Receive all moneys d the city for fees , per-
mits , fines , bills , d other b���s sources .
(3) Receive funds entrus ed to any city department
or agency.
(4) Manage Ge���e�-ar3d-s e��}se the deposit of
money and the relate banking activities of
the city.
( 5) Manage Be�e�e�-ar3d-r� }��a�r� a cash management
program, including t e purchase and sale of
city investments.
(6) Maintain custody of 11 city investments and
funds including bond and notes .
(7 ) Provide for the disb rsement of city funds.
(8) The city treasurer s all act as treasurer of
the Saint Paul Polic Relief Association and
as city liaison with all employee pension
associations .
(9) Coordinate the plann'ng for, and issuance of,
city debt.
(10) Establish and mainta n control and administra-
tive records for the management of outstanding
debt .
(11 ) Issue summonses for arking meter and other
parking violations i such form as is approved
by the Ramsey County Municipal Court, and
establish a system o receiving parking meter
receipts .
5.
. . . , ����- �iG �
Sect ' on 8 .
That Section 5.05 of the Sa' t Paul Administrative Code is
hereby amended as follows:
5.04. �.-A�.- Liivision of Pu chasing. Within the
department of finance and m agement services there
shall be a division of purc asing. Under the super-
vision of the director, the urchasing division
manager shall :
(1) Make all purchases of terials, supplies ,
equipment and services , including construction,
including personal ser ices upon request, for
the City of Saint Paul , and Ramsey County;-ar3�
��de�e�de��-Sel�ee�-B�s€ �e�-Ale.--C��.-
(a) Prepare or approve 11 specifications for
the purchase of mat rials, supplies, equip-
ment and services .
(b) Obtain bids and pro osals and place orders
in accordance with xisting statutes , ordi-
nances , resolutions , and executive orders
using open, legal , nd predictable procedures.
(2) Maintain records of all purchases b� from vendors
and copies of all bids, specifications , and pur-
chase orders.
(3) Purchase jointly with o her governmental units
and provide purchasing ervices to other govern-
mental units through jo 'nt power agreements as
approved by the city co ncil .
(4) Establish and maintain central office supply
facility and such other central services as
authorized by the mayor for the common use of
all city departments an agencies , and maintain
proper accounting and i ventory control of such
facility in coordinatio with the division of
accounting.
6
. . � �,_ � �� �J
(5) Sell all surplus mat rials, supplies , and real
property declared as surplus by the mayor and
not of use to other epartments and agencies
within the city. An employee of the city may
bid for surplus mate ials , supplies or real
property to be sold. Al1 sales of surplus
property shall be to the highest responsible
bidder and conducted by the division :under such
procedures and by su h means as shall give no
individual or corpor te bidder an advantage
not available to all Upon the request of a
bona fide charitable educational , religious
or fraternal nonprof t organization, as
determined by the co ncil , surplus materials
and supplies , exclud ng real property, may be
transferred to such haritable, educational ,
religious , or frater al nonprofit organization
for a nominal or no onsideration upon a reso-
lution of the counci determining that said
transfer of surplus nd/or obsolete materials
and supplies is rela ed to the function of
government, serves a public purpose , and is
for the benefit of t e community as a whole.
However, this paragr ph shall not apply to
any surplus and/or o solete materials and
supplies whose sale s directed by other
applicable law with he proceeds of such a
sale being pledged s ecifically to the city
or other entity.
Se tion 9 .
That Section 5.06 of the aint Paul Administrative Code is
hereby amended as follows :
5 .05. �:AC.- B}�a�s}ex-e�- ssess�e��s-a�d-�a��a��e�s=
Real Estate Division. Wi hin the department of finance
and management services t ere shall be a ���r�s}er�-e�
assess�er3�s-a�d-�a�taa��e real estate division. Under
the supervision of the di ector, the real estate
division manager shall :
7 .
;�� �'~ ��/�3 �
��� A4a���a��-a-�e�ap�e�e-ee ��a��e�-e€-a��-e���r-
eva�ed-�ea�-es�a�e-�e-� �t�de-a-s�rs�ex�-��de���g
a��-p�e�e���-a��-g�e�e� �-}��e�es�s-e�-�}��.-
��� Ma�r��a}r3-a-s�s�e�x-e�-p� ��rfl}�a��-r3ege�}a��er�s
a�d-}��es�}ga�}e�-�e�-� e-sa�e-e�-ae�t�}s}��e�
e€-�ea�-p�epe���-b�-��e e}��-a�d-�e�-��ie-�a-
ea��e�-e�-s��ee�s-a�d-p ���e-vaa�s;-��e��d}�g-a
��e�ed��a�-s�rs�e�-�e-�r� �e�►e��-��ie-a�qt��s}�}e�
e�-p�e�e���-wke�-r�eeess ��r;-�l��et�g�i-ea��r3er3�
dex�a��-p�e�eed���s.-
(1 ) Function as an agent fo the city and other units
of government in connec ion with all real estate
matters including, but ot limited to, acquisitions ,
disposals (vacations ) , eal property appraisals;
maintain the permanent ecords of citywide real
estate and assessment m tters and coordinate a
citywide property manag ment system including
the following functions : city-owned real property
preventive maintenance ystem, real property capital
improvement plan and pr jects of city-owned real
property, real property space allocation plan, and
a citywide energy and s curity system.
(2) f3� Manage P�dr-�}��s�e� th assessment program relative
to the assessment of be efits in connection with
the construction of loc l improvements , pursuant
to policy as establishe by the council of the
city of Saint Paul .
(3) Manage the apportionmen and collection of cit
council authorized servi ce charges .
f�� F�eeess-pt�b���-1�ea��r3Qs �e-be-�ie��-b�-�Y�e-e}��r
eet��e��-�e�a�}�e-�e-ass ssrx�eri�s;-ee�de��a��e�s;
ser�}�g-ap�ea�s ,--�a�e��- ��e�ses;-s��ee�-�xa���e�-
a�ee;-deFae�}��e�-e�-da� e�et�s-��}�����s-a��
st�r�x�a��-aba�e�xer��s .-
(4) Manage the collection o city council authorized
abatement costs.
8
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(5) Manage Se���e�-a�d-st�p ���se through certification
and assist in the colle tion �eee}��;-ar3d-x�a���er3ar�ee
of assessment receivabl accounts . Issue and main-
tain records for sewer onnection permits , advance
payments for sewer and AC charges. Upon request
to the division, a pers n shall be permitted to
inspect and copy record concerning assessment
receivable accounts and the estimated costs of
pending local improveme t assessment projects .
Access to these records shall be provided at a
reasonable time and pl e and without charge to
the individual . If th division is asked to pro-
vide copies of the dat , the actual costs of pro-
viding the copies will be borne by the individual
making the request. I the division is requested
to calculate , compile r make copies of assessment
data concerning proper ies not owned by the re-
questing party, the di ision shall provide the
appropriate service wi hin a reasonable time of
the request and requir the requesting party to
pay the actual costs o making, certifying, and
compiling the informat ' on requested. The pro-
cedures used to proces these requests , and the
calculation of the act al costs of compiling and
copying this informati n shall be determined by
the division and appro ed by administrative order .
Secti n 10 .
That Section 5. 07 of the Sa nt Paul Administrative Code is
hereby amended as follows :
5 . 06 . �.-9�.- Division of Li ense and Permit Administration.
Within the department of fi ance and management services
there shall be a division o license and permit admini-
stration. Under the superv� sion of the director , the
license division manager sh 11 be responsible for :
(1 ) Managing P�e�}d}�Q-a�d r�a�r3�a�r��ng a system of
processing city busine s licenses and permits
(except building permi s ) to achieve a coordinated
process of administrat ' on.
9.
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(2) Rcceptance of all appli ations for business
licenses and permits , r quisite processing
through the various cit departments and
agencies , the final pre aration of reports to
be submitted to the cit council , and the
issuance of receipts fo all city business
licenses and permits .
(3) Management �s�ab��s�iFae� of uniform require-
ments and standards for all business licenses
and permits and the mai tenance of a complete
records system.
(4) Management A4a}ri�er3ar-i�e f departmental records
and the keeping and upd ting of departmental
statistical reports and inspection reports for
all license and permit dministration.
(5) Providing a license ins ection unit , which shall
make such inspections a are required by law and
report all license viol tions to the �}eer3se-ee�-
����ee-a�d�e� city coun il in coordination with
all proper city departm nts .
Secti n 11 .
That Section 5. 08 of the Sai t Paul Administrative Code is
hereby amended as follows :
5. 09 . 5 . 08 . Division of Ba a-F�eeess}r3� Citywide
Information Services . W thin the department of
finance and management s rvices there shall be a
division of �a�a-p�eeess �g citywide information
services. Under the sup rvision of the director ,
the citywide information services division manager
shall be responsible for
(1 ) approving ar��-eee��}na� '�g all data processing,
cable , and all other el ctronic communication
activities for the city which affect more than
one city department .
f�� s�pe��}s}r�g-e�-a��-e��� e�e�a��e�s-��-da�a-p�e-
�ess��g;-}�e�t�d��Q-des� �}�Q,--p�eg�a�x�x}�g;-}r�p�e-
�e����g;-a��-xaa}r3�a}�}� -a��-da�a-p�eeess��g
s�ts�ea�s-va��l�}ri-�l�e-e���
1
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{-�� �e��►��a���g-a��-���� da�a-p�e�ess��g-ee���ae�s ,-
�es}��s ,--a��-p�eg�a }�Q-spee�€}ea�}e�sT
f�� eee�d}�a�}�g-a��-e}� -da�a-p�eeess��g-ae���}�}es
w���-e�l�e�-ge�e�r�r�err� a�-xrr3��s-e�gage�-�r3-st�el�
ae�}�}�y�.-
f�� p�e����r3Q;-va��13-�ke- ss�s�a�ee-e€-�l�e-e}��
a��e��e�,--€e�-eex3��� �ee-rn�}�13-a��-s�a�t��e��r
�eqt���ex�e��s-ee�ee��'�Q-��ie-ee�€}�e���a�}��
e€'-���e��a��e�.-
��,� de�e�x�}���g-�ke-e}�} s-�e�g-�e�x�-da�a-��eeess��g
�ee�sr
(2) Administration of an cable communications fran-
chises and providing related services necessary to
the development of t e cable communications system.
(3) Administration of al City of St. Paul telephone
services.
Sec ion 12 .
That Chapter 5 of the Sai t Paul Administrative Code is
hereby amended by adding the f llowing new Section 5.08 :
5.08. Division of Risk and Employee Benefit Management.
Within the Departmen of Finance and Management
Services, there shal be a division of risk and
employee benefit man gement. Under the supervision
of the director, the division shall :
(1 ) Identify, measure, c ordinate, and recommend funding
alternatives for (a) all City property/casualty risk
areas, including ins rance purchase, contract review,
self-insurance, reco dkeeping, and compliance pro-
cedures ; (b) all cit wide loss control and safety
programs designed to prevent and/or reduce loss of
city resources , incl ding employee and public safety
and property asset p otection; c) all employee and
retiree benefit plan , including health insurance,
health maintenance o ganizations, life insurance ,
dental insurance, em loyee assistance programs , un-
employment compensat on, employee wellness programs
(other than police a d fire programs) , and related
benefit programs; and (d) city tort liability and
workers ' compensatio claims.
11 .
WHITE - CITV CLERK
PINK - FINANCE COI111C11 /� J�
CANARY - DEPARTMENT GITY OF AINT PAUL �J '9�'
BI.UE - MAVOR File NO. ` �/�
Ordi �nce Ordinance N0.
Presented By
Referred To Committee: Date
Out of Committee By Date
(2) Provide medical and te hnical advice to enhance
the effectiveness of a occupational health
program includin retu n to work--limited duty
programs , job health/f' tness standards , pre-
placement physical exa inations, sick leave
monitoring, and the em loyee wellness programs .
Secti n 13 .
This ordinance shall take e ect and be in force 30 days from
and after its passage, approval a d publication.
12.
COUNCILMEN Requested by Department of:
Yeas Nays
Fletcher c
o,eW [n Favor `
Masanz
Nicosia g
scneibe� Against y
Tedesco
Wflson
Form A rove by City Attorney
Adopted by Council: Date
Certified Passed by Council Secretary BY
By
Approved by Mayor: Date Appr by Mayor for Subm' i 1
By
'��,-WH11�E�-+ CITV..CLERK . . . . .... � „..: � � :.,. .';. ... _ +`i
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� - . "p/NK - �FINANCE � - � - :�` . - ��
� CAN�NV�—OE�ARTMENT . �ITY OF ' A��� PAUL Council �- `.: � 4�� P�,
� Bk.UE —MAYOR ' - . . . . . . . `.. Ff12 , NO. .
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, 0 7 W �I`V`. Ordinanee N 0.
��-� Presented By
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�`Referred To _ Cammittee: Date _^ - �
Out of Committee By Date - � -
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Form Approved by City Attorney
Adopted by Council: Date ��
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Certified Fassed by Gouncil SeerEtary BY
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Approved bg Mayor: Date• ��, APPrdve� by Mayor r $ubmissiontts�e„mci� _ - �
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CITY OF SAINT PAUL
° " OFFICE OF THE CITY ATTORNEY
� ����im �
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a
�••• EDWARD P. STARR, CITY ATTORNEY
647 City Hall,Saint Paul, Minnesota SS102
612-298-5121
GEORGE LATIMER
MAYOR
November 9, 1989
���� 1 � ��
M E M O R A N D U M - -
� � - ,
�..__ __... __._..___-----.___.__
TO: Ron Guilfoile
Risk Management
FROM: Terry Sullivan
Assistant City Attorney
RE: Administrative Code Chang s
Enclosed please find the proposed ordinance regarding the amendment
of the Department of Finance and anagement Services. I have made
the three amendments that you re ested. They are on Pages 6, 7
and 11 respectively. If we ca be of any further assistance,
please feel free to contact us.
TS:jr , • �
Enc.
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OEPARTM[NT/OFFICE/COUNGL DATE INITIATED
Finance Department 11-24-89 GREEN SHEET NO. 5579
CONTACT PERSON 8 PHONE — INITIAU DATE INITIAUDATE
PARTMENT DIRECTOR �CiTY COUNqI
Eugene Schiller/Ron Guilfoile �� AITORNEY Q} CITY CLERK
MUST BE ON COUNqL Af�ENDA BY(DATE) ROUTINO Q UDOET D�RECTOR �FtN.8 MOT.SERVI(3E3 DIR.
� AYOR(OR AS818T �
TOTAL#OF SIGNATUAE PAOES �- (CLIP ALL LOiCAT NS FOR 81GNATURE�
ACTION REWEBTED:
Amendment to Chapter 5 of the Administrative ode. ,
RECOMMENDATION8:M�+UU o►�I�I� COUNCI{. ITT E/RE�ARCH pEPORT OPTIONAL
_PIANNINO COMMI8810N _CIVIL SERVI�OOMMI8810N ANALYST PNONE NO.
_q8 COMMIT�EE _
_BTAFF _ COMMEN7'8:
�
—WSTRICT OOUFIT _
SUPPORT8 YYlH(�I COUNqL OBJECTIVE? N O V N �7 .75.7
INITM11NCi PF�LEM,ISBUE,OPPORTUNITY(1Mq,Wh�t,WMn,Nlhsre,Wh�:
Changes in service delivery for vario�� $�i�ithin the Finance and Ma.nagement
Services Department which have occurred over he past three to four years. Examples:
Elimination of School District from Purchasin , changing name of Valuations & ,Assessments
to Real Estate, adding citywide telephone ser ices to CIS, add Risk and Employee Benefit
Management Division.
ADVANTAOE8 ff APPROVED:
Administrative Code will accurately reflect s rvices provid�d by Finance and Management
Services as changed by the City Council throu h previous actions.
DIBADVMITA(iE8 IF'�APPROVED:
None. �C�
�rV�e�
ClTY CLERK
DISADVAMAOE8 IF NOT APPROVED:
The Administrative Code will not accurately flect the duties and responsibilities of
the Finance and Management Services Departme .
i�ouncil I�esearch Genter.
U t C 011989
TOTAL AMOUNT OF TRANSACTION = None COST/REVENUB 9UDOETBD(CIRCIE OIO� YES NO
FUNDING SOUf�E NIA ACTIVIT1f NUMBER N/A
FlNANCIAL INfORMATION:(EXPLAII�
�t�
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