88-786 . . q `�r�/ �c�a���c�
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WHITE - CITY CLERK
PINK - FINANCE GITY OF AINT PALTL Council
CANARV - DEPARTMENT File NO.��- ����
BLUE - MAVOR
C'o ncil Resolution
Presented y
��.� 9 `
Referred To � �"� �� Committee: Date -��� �"��
Out of Committee By Date
, yor s ice nee s a i iona o ice space or its existing staff in
close proximity to its current office space n 347 and 365 City Hall, and
WHEREAS, The Personnel Office is willing to acate the office space its Training and
Development staff currently hold in 365 City Hall and move them to 265 City Hall, and
WHEREAS, The Personnel Office needs workstat ons for its relocating employees and some
minor remodeling and the Mayor s Office need to relocate telephones, and
The Mayor pursuant to Section 10.07.4 of th City Charter recommends the following transfers
for the 1�88 General Fund Budget:
Current Amended
Budget Changes Budget
------------ ------------ ------------
TRANSFER FROM:
General- Government Accounts
Contingent Reserve General
09060-0537 Operating Transfer Out 140,000 (43,327) 96,673
_ _
TRANSFER T0:
Department of Executive Administration
Personnel Office
00180 Personnel Issues Task Force Imple entation
00180-0224 Tele Installation- or Removal Mayor) 0 2,000 2,000
00180-0271 Building-Repair Service 0 3,060 3,060
00180-0295 Moving 0 240 240
00180-0296 Wrecking and Demolition 0 1,2Q0 1,200
00180-029-9 Other Misc Services 0 5,000 5,000
00180-0815 Desks Chairs or Tables 0 30,027 30,027
00180-0818 Other Furniture . 0 1,450 1,45U
00180-0857 Aata Processing Hardware(Ca les) 0 350 350
00180 All Other Spending - 0 0 0
_
--------- --------- ---------
0 43,327 43.327
NET CHANGE 0
RESOLVED, That the City Council approves t ese changes to the 1988 budget.
Approval Recommended
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Budge���t�ctor
COUNCIL MEMBERS Requested by Department of:
Yeas Nays
Dimond�. � Executive Administration
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�_t b _ �(X" Form ppro d y it Attorney
Adopted by Council: Da[e /�
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Certified Passed by Council Secretary By
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A►pproved by lVlavor: Date _ Appr ed by Mayor fo mission to Council
BY - - —
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.; WHiTE -t�,CITY.CIERK � � - �-:." . . .. � . ?
PINK FINANCE �OUACII !,.� �-� r��/ �
CANARV - DEPARTMENT� G I TY OF A I NT PAU L File NO•�£` �� + r ° �Q -
BLUE - MAVOR � �
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Presented By ��'r`'��;��<_ '
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�r/Referred To � - Committee: Date _
Out of Committee By Date
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COUNCIL MEMBERS `:_ `' :
Yeas Nays ReZjuest by Department of.=' �
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Form Approved by City Attorney
Adopted by Council: Date ` ` � ''
Certified Passed by Council Secretary ' BY
By
Approved by 11�1ayor for Submission to Council
- txpproved by Mavor: Date . _ - t
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CITY OF SAINT PAUL
INTERDEPART ENTAL MEMORANDUM
TO: Mayor George Latimer
FROM: Greg Blees �°°"
DATE: April 1 , 1988
RE: Personnel Office' s Req est For $55, 450 to Remodel
2nd Floor Offices
Mayor, the Personnel Office h s requested a mid year 1988
budget amendment to allow the to:
1) Move their staff f om 3rd floor to 2nd floor at
a cost of $43, 327 ;
2) Remodel their 2nd loor offices at a cost of
$55,450.
I recommend that you support he move request because of the
positive impact on coordinati n and efficiency. There would
be no significant structural emodelling of second floor
offices to accomodate the mov . The modular furniture
requested, will generally be compatible with the type of
furniture being planned for he CH & CH remodelling project.
I recommend that you do not upport the second request for
structural remodelling of th second floor offices. I believe
the need identified is justi iable, but should be funded later
as part of the major remodel ing of the City Hall and
Courthouse. Until the Count hires an architect to assist in
functional space use plannin for the entire building, there
is no assurance that the Per onnel Office will remain on the
second floor.
I have attached a budget res lution to finance the $43,327
move request.
If you have any questions , please call.
GB:fs
Attachment
cc: Jim Bellus
Mark Robertson ����VED
Rafe Viscasillas
Barb Zusan
ppR p� 19a�
C1"� ��'R�
HOW TO USE THE GREEN SHEET • � •
� , _, �,:�„
The GREEN SHEBT haes three PURPOSES: . T-�
1. to assist in routing documents and in securing required signatures;
2, to brief the reviepers of documents on the impacts of approval; .
3. to help ensure that necessary supporting matarials are prepared and, if required,
� attached. .
Providing complete information under the listed headings enables revieaers to make
decisions on the documents and eliminates folloa-up contacts that may delay execution.
Below is the greferred ROUTING €or the five most frequent tyves of documents:
CONTRACTS (asswnes authorized budget exists)
1. Outside Agencp 4. Mayor
2. Initiating Department 5. Finance Director
3. City Attorney 6. Finance Accounting
Note: If a CONTRACT amount is less than $10,000, the Mayor's signature is not required,
if the department director signs. A contract ntust always be signed by the outside agency
before routing thraugh City offices.
ADMINISTRATIVE ORDER (Budget Renision) ADMINISTRATIVE ORDER (all others)
. 1. Activity Manager 1. Initiating Department
2. Department Accountant 2. City Attorney
3. Department Director 3. Mayor/Assistant
4. Budget Director 4. City Clerk
5. City Clerk
6. Chief Accountant, Finance and Management Services
�OUNCIL RESOLUTION (Budget Amendment/Grant Acceptance) COUNCIL RESOLUTION (all others)
1. Department Director 1. Department Director
2. Budget Director 2. City Attorney .
3. City Attorney 3. Maqor/Assistant
4. Mayor/Assistant 4. City Clerk
5. Chair, Finance. Mgmt. , and Pers. Cte. 5. City Council
6. City Clerk
7. City Council
8. Chief Accountant, Finance and Management Services
The COST/BENEFIT. BUDGETARY. AND PERSONNEL IMPACTS heading provides space to explain the
. cost/benefit aspects of the decision. Costs and benafits relate both to City budget
(General Fund and/or Special Funds) and to broader f inancial impacts (cost to users,
homeowners, or other groups affected by the action) . The personnel impact .is a description
of change or shift of Full-Time Equivalent (FTE) positions.
The ADMINISTRATIVE PROCEDURES section must be completed to indicate whether additional
administrative procedures, including rules, regulations, or resource proposals are
necessary £oi implementation of an ordinance or resolution. If yes, the procedures or a
timetable for the completion of procedares must be attached.
SUPPORTING 1�f�ifi�RIALS. In the ATTACHMENTS section, identify all attachments. If the Green
Sheet i.s well done, no letter of transmittal need be included (unless signing such a letter
is one -ot the -requested actions).
Note: If an agreement requires evidence of insurance/co-insurance, a Certificate af �
Insurance should be o�e. of the attachments at time of routing.
Note: Actions which require City Council resolutions include contractual relationships ,
with other governmental units; collective bargaining contracts; purchase, sale, or lease of
land; issuance of bonds by City; eminent domain; assumption of liability by City, or
granting by City of indemnification; agreements with state or federal govarnment under
whicY� they are providing funding; budget amendments.
. ',
. � .
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�
CITY Of S INT PAUL
` INTERDEPARTMENT l MEMORANDUM
DATE: March 31, 1988
T0: Greg Blees. Budget Office
FROM: Mark Robertson, Personnel Off ce �
RE: Request for funding for Train ng and Development and Urban Corps
move to Room 265
The Personnel Office has determined, after extensive deliberation, that it
is essential for the Training and De elopment Office to move so that it is
in closer proximity to the main Pers nnel Office which is in room 265, on
the second floor of the City Hall/Co ty Courthouse building. This move is
essential to completely integrate st ff and to improve coordination between
the sactions.
This request has two parts. The firs request is to fund for the
move/consolidation itself and these osts are itemized in the attachments.
The second request is to perform mo ifications on the second floor.
The reqv�st for modification is bas d on the fact that the main Personnel
Office will be crowded with the add tion of the Training Staff and we want
to modify the space between the pre ent main office (room 265) and the
present Labor Relations Office (roo 274). These modifications will be
eatensive but they are the only way to give us the room we need to operate
within our ezisting space. Although the Court House remodeling pro�ect is
scheduled it is not scheduled to af ect our area for four years and we must
make the move well before then.
ilhile ae believe that �e need the e tra work space that the modifications
to the aalls as outlined in our sec nd request between 265 and 274 will
provide, it is a clear priority th t we should consolidate now and we will,
if absolutely necessary, "make do" ith the space available to us in room
265 as a temporary measure.
The cost of our first request of m ving Training and Development and Urban
Corps to the main Personnel Office in Room 265 is estimated to be $43�327.
The cost of the modification to th walls between room 265 and 274, our
second request, is estimated to be $55,450. The detailed cost items are
attached. .
We expect to accomplish the move o seven regular employees and five
interns from Room 344 to Room 265 y means of the following:
- moving the reception area int the hallway
- removing two feet of one inte ior wall
- changing the main door to swi g outward
� - redesign the central area of our o fice and purchasing cubicles to
accommodate the seven regular empl yees and add much smaller work
surfaces to accommodate the five i terns. Itemized costs to be
incurred
The City Hall/Court House Commission, the City Fire Marshal and the
Building Superintendent have all sign d off on all structural changes and
the move to the open hallway.
In terms of �ork surfaces, one of the options seriously considered was to
re-configure the existing office furn ture in 265 and bring down the
furniture, desks and panels that are sed presently in the third floor
offices. This is not being proposed or the following reasons:
- The furniture in Training is goo quality furniture for the most part
with a few obvious exceptions such a the very old wooden desks and even
those are still serviceable. They s ould not be moved to the main �
Personnel Office only because they w 11 not work with the existing panel
system in the main office.
- The professionals involved in th move do design of training courses,
an activitq that requires periods of concentration where interruptions are
minimized. This requirement for con entration plus the decreased space '
requirement can be best accommodated by the use of modular workstations�
that is, �ith walls or panels.
- The panel system is also necess ry since the desks that Training
presently has are not designed to g �ith the panel systems that are
available in the timeline available to us. The panel systems are designed
to be supported and to be solid wit the �orksurfaces attached.
- The move �ill not pronide enoug spare panels to house Training. The
panels are mostly desk-level height which �ill not provide the kind of
space required for concentration.
- The old style panels cannot be econfigured to provide adequate space
for the reception area without exte sive additional purchases and even then
the panels that we require will no be available within the delivery time.
In addition to office cubicle cost , the remaining costs relate to bulletin
boards and an exam stand which wil be located in the hall area. Note that
only one portion of Personnel is g tting the new cubicles.
The second request ahich involves emodeling will include modifying an area
that is now a storage and off ice chine area (including the Personnel
computer) � making a passageway ,int the Labor Relations area, and
rebuilding the conference room the e with modular furniture. The present
storage area will have to be rebui t and will have to conform to the new
fire codes �ith closed shelf cabi ts. There will be modifications to the
work area and to the computer are .
The cost estimates we are providi g we believe to be accurate and not
guesses, and therefore, we feel t e figures provided will very closely
reflect the actual total cost.
' Request One Move to 265
Itemized costs in moving Training and Development to Room 265.
7 Workstations for fu11-time employee consisting of: $17,Z99
(1) 24 a 72 �orksurface . . . . . . . . . . . . . . . . . . . . . . . . $ 184
(1) 24 x 48 �orksurface . . . . . . . . . . . . . . . . . . . . . . . . 118
(1) File w/ 2 small drawers & 1 f il. .drawer . . . . . . 260
(1) Fabric Overhead Shelf . . . . . . . . . . . . . . . . . . . . . . 205
(1) Fabric Overhead Shelf . . . . . . . . . . . . . . . . . . . . . . 190
(1) Loaer Shelf . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
� (1) Lo�er Shelf . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
(2) Task Light ($76 each) . . . . . . . . . . . . . . . . . . . . . . 152
(2) Panels ($365 each) . . . . . . . . . . . . . . . . . . . . . . . . . 730
(1) Po�ered Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
TOTAL FOR EACH . .RKSTATION. . . . . $2,457
5 Workstations for Interns consisti g of: 6,795
(1) Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
(1) Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
(1) Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
(1) Worksurface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
(1) Enclosed Shelf . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
(1) Task Light . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
TOTAL FOR EACH, .ORKSTATION. . . . . $1,359
Receptionist workstation for 3 peo Ze consisting of: 6,033
(1) 48 x 60 Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
(1) 48 x 24 Curved Panel . . . . . . . . . . . . . . . . . . . . . . . 368
(2) 48 a 48 Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 678
(1) 48 x 36 Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
(1) 66 R 60 Half Glass Panel . . . . . . . . . . . . . . . . . . . 435
(1) 48 a 60 Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
(1) 48 a 24 Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
(1) 60" Countertop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
(1) 24 Curved Countertop . . . . . . . . . . . . . . . . . . . . . . . 119
(3) 48" Countertop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
(1) 36" Countertop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
(1) 24 x 60 Worksurface . . . . . . . . . . . . . . . . . . . . . . . . 132
(1) 24" Curved worksurface . . . . . . . . . . . . . . . . . . . . . 144
(3) 24 s 48 aorksurface . . . . . . . . . . . . . . . . . . . . . . . . 357
(1) 24 a 36 �orksurface . . . . . . . . . . . . . . . . . . . . . . . . 103
(1) 24 x 60 �orksurface . . . . . . . . . . . . . . . . . . . . . . . 132
(3) Pencil drawer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
(3) File drawer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 780
• � . - ��` 7 ��
4
(2) Lower Shelf 12 x 48 . . . . . . . . . . . . . . . . . . . . . . . . 148
(1) Lower Shelf 12 x 60 . . . . . . . . . . . . . . . . . . . . . . . . 78
(2) Enclosed Shelf 12 x 36 . . . . . . . . . . . . . . . . . . . . 336
(1) Shelf dividers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 _
(4) Task Light . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
(2) Bo$ drawer dividers . . . . . . . . . . . . . . . . . . . . . . . . 64
(2) Paper management rails . . . . . . . . . . . . . . . . . . . . . 48
(2) Paper management trays . . . . . . . . . . . . . . . . . . . . . 98
TOTAL WORKSTA. .ON COST . . . . . $6,033
Installation
15 work ststions @ 200 each . . . . . . . . . . . . . . . . . . . . . 3,000
Electrical 16 hours @ $35 for room 2 5. . . . . . . . . . . . . . 560
EZectrical 20 hours @ $35 for room 3 4. . . . . . . . . . . . . . 700
Telephone Labor and Cable for room 2 5. . . . . . . . . . . . . . 1,300
Telephone Labor and Cab1e for room 3 4. . . . . . . . . . . . . . 1,200
Cab1e (Terminals and Printers) . . . . . . . . . . . . . . . . . . . 350
Moving Expense 8 hours @ 30 . . . . . . . . . . . . . . . . . . . . . 240
Bulletin Boards $555 each 2 of them . . . . . . . . . . . . . . . 1,100
ExamStand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Cost for taking down existing pods . . . . . . . . . . . . . . . . 2,000
Frontdoor repair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I 200
,
Removepart of wa11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 .200
TOTAL COST 0 MOVE TO 265 $43,327
+ � `
� .
•
Request two Modification
Repair of Walls b tween 265 and 274
EZectrical work @ $35 per hour for 12 hours. . . . . . . . 4,200
EZectricalsupplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900
Telephone and labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 500
,
Modify heating system . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3,900
Moving services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 300
,
WaZ1 removal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15,500
Painting/Plastering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2,300
Panelsfor conference room . . . . . . . . . . . . . . . . . . . . . . . 5,700
Ceilingrepair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 700
,
DisposaZ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 200
,
Carpet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 300
,
Bui1d storage/work area . . . . . . . . . . . . . . . . . . . . . . . . . . 3,700
Relocate computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1,500
Storage cabinets 5@ $950 each . . . . . . . . . . . . . . . . . . . 4.750
TOTAL COS OF MODIFICATION $55,450
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CITY O S�,INT P�.UL � � -� " ��
:i�tuti�i '• • � �-, % x
,i�i t t.i� ' OFFICE O TH� CITY COII'NCIL -- �' � �=
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� Co 'ttee Report
.
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._T._J"�¢..f".,..
- �:inance l�ana emen � Personnel Committee. ` ���� =u�n��
une 6, 1988 -
.. ,_�
1. Approval of minutes of May 31st meeting. �
�
FINANCE b BUOGET f� - - _
. � ��lCoi�'> ��7.
1:30 2. Resolution 88-895 - amendi g the 1988 budget by p��j -- .
adding $36,154 to the Fina cing Plan a�d to the
Spending Plan for Comnunit Services Department
- Parks and Recreation Ac�n nistration.
(June 2nd . '. � -
� Cf/�h r
1:40 3. =��'ion 88-786 - amendi g the 1988 budget by �
transferring $43.327 from ontingent Reserve �
General to Executive Admin stration-Personnel �
Office. �(Referred from Co ncil May 19)
1:50 4. Resolution 88-830 - amendi g the 1988 budget and -�id t�ver to June 13
adding $20,862 to the Fina cing Plan and to the ��r
Spending Plan for General und - City CounciT - ;r-� .
Counc i 1 I nvest i gat i ve Rese rch Center. � � ��(�,;r r����-`�'
1 :55 5. Resolution 88-831 - amendi g the 1988 budget and ���
adding $135,000 to the Fin ncing Plan and to the
Spending Pian for Library pecial Re.venue �'und
(computer equipment)
2:00 � 6. Resolutio� 88-832 - amendi g the 1988 Capitai ��
Improvement Budget and add ng $135,000 for
Central Library Rewiring.
RECEIVED
JUN 4 61988 �
CITY CLERK
CITY HALL SEVENTH OOR SAINT PAUL, MINNESOT'A 55102
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