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88-1534 WMITE - CITV CLERK ' PINK - FINANCE G I TY O F SA I NT PA U L Council CANA�2V - DEPARTMENT BLUE �- M/ITOR File NO• �� /�� - • • ,..-..«.._. � � ouncil Resolution �� b . �� ._ .� Presented y ��'�-'°" Referred To .,..��a�+r-rD� Committee: Date �``'��`�� Out of Committee By Date S, T e Personnel Office has 14,043 in Unreserved Designated Fund Balance which represents their One-Third Savinge Incentive Program Al�ocation, and WHEREAS, The Personnel Office wishes to spend their 1/3 Savings allocation for microfilming records to save time in retrieval and space, to increase their supplies budget for unespected. higher laser printer supply costs and extra paper needed for several large exams, to standardize locks on file cabinets for more manageable security, to purchase bulletin boards for displaying job notices and exams and to purchase 1 new desk. WHEREAS, The Mayor� pursuant to Section 10.07.1 of the City Charter, does certify that there are available for appropriation revenues in excess of those estimated in the 1988 budget; and WHEREAS, The Mayor recommends the following changes to the 1988 budget: Current Amended FINANCING PLAN __Budget _Changes___ __Budget ---- ---- UO1 General Fund 9890 Use of Fund Balance, Unreserved Designated (l/3 Savings) 172,414 14,043 186,457 All Other Financing 118,720,21_1 0 118,72Q,211 ------------ ------------ ------------ _. _ _.. _ _ 118,892,625 14,043 118,906,668 SPENDING PLAN _ OU1 General Fund - Executive Administration Personnel Office 00155 Administration and Records 00155-0244 Microfilming 0 2 800 2,800 00155-0361 Office Accessories 500 �050 1,550 00155-0368 Office Supplies-Purch. Storeroom 0 9093 9,Q93 00155-0389 qther M�sc Supplies 0 350 350 001,55-�i5�ee�e�-6#�r' - -- "'_L,_-�5��,�,�D�ru,e� �o� 0 750 750 00�.55 All Other Spending �o,vrinrc�nr��( 502,648 0 502,648 A11 Other Spending 118,389,477 0 118,389,477 ------------ ------------ ------------ 118,892,625 14,043 118,906,668 _ _.. _ . . .. . NET CHANGE 14,043 RESOLVED, That the City Council approves these changes to the 1988 budget. Appr v_1 Recomm�nde¢� 4�� Budget Di ec r COUNCIL MEMBERS Requested by Department of: Yeas Nays D;,,,aod Personnel Offi L.o� [n Favor � • � '/ Gaswicz � �rr /'j �� V. �6� _ Against BY �� Sonnen Wilson �� s '� � Form Appro e by City Attorney Adopted by Council: Date Certified Y�s ouncil S etar By By A► v d Ma or. �� _ Approve �Ma r fo mission to Council PP � -� B � ` �_ v �,�C ' � �.� r�ov 1 � t988 • � ' � , U`-'�aa ��J�/ C.F. 88-1534 (amendment) October 31 , 1988 FURTHER RESOLVED, that spendin4 authoritv for a new desk is approved under obiect code 548, Expenditure from Contin9encv, subiect to non-availabilitv of a suitable used desk from surplus citv propertv; and be it FINALLY RESOLVED, that the Personnel Department shall contract "in-house" with PED for required microfilminq services. - 2 - wr�ITE — C�TV CLERK � � Plra�t — FINArVCE GITY OF SAINT PAUL Council G �j CItNARV — LiEI�'ARTMENT i( � � �1 � BLUE =r�AnCR� • File �O. �V / �� ouncil Resolution ,�,��'-� �� ° Pr2senEed y n''t�� -�i , Referred To�,_i�. .��r a i - Committee: Date �—�O2'�� Out of Committee By Date , T e Personnel Office has 14,043 in Unreserved Designated Fund Balance which epresents their One-Third Savings Incentive Program Al�ocation, and HEREAS, The Personnel Office wishes to spend their 1/3 Savings allocation for microfilming ecords to save time in retrieval and space, to increase their supplies budget for unegpected. igher laser printer supply costs and extra paper needed for several large exams, to standardize ocks on file cabinets for more manageable security, to purchase bulletin boards for isplaying job notices and exams and to purchase 1 new desk. HEREAS, The Mayor? pursuant to Section 10.07.1 of the City Charter, does certify hat there are available for appropriation revenues in excess of those estimated n the 1988 budget; and HEREAS, The Mayor reco�ends the following changes to. the 1988 budget: Current Amended INANCING PLAN __Budget __Changes___ Budget U01 General�Fund -9890 Use of Fund Balance, Unreserved Designated (1/3 Savings} - 172,414 14,043 186,457 All Other Financing - 118,720,21.1 � .. - 0 118,720,211 ------------ ------------ ------------ 118,892,625 14,043 118,906,668 PENDING PLAN . ..... -- .. .. .. ... .. ..... . ... . . .... 001 General Fund � �� Executive Administration Personnel Office 00155 Administration and Records 00155-0244 Microfilming . 0 2 800 2,800 00155-0361 Office Accessories 500 �050 1,550 00155-0368 Office Supplies-Purch. Storeroom ...-0 90.93 9,Q93 00155-�88��--��Es-��-Ssu--PP1i�-�e�5ti� �E�c��}u'"`�""C'.�';"�"`�0 750 750 00155 Al1 �Other Spending . 502,648 ��0 502,648 All-�Other Spending 118,389,477 0 118,389,477 ------------ ------------ ------------ 118,892,625 14,043 118,906,668 . _ .. .. .. _ .... ... ...., NET CHANGE 14,043 RESOLVED, That the City Council approves these changes to the 1988 budget. � Appr v 1 Recoms nde�l� ----�-- - �, 4: Budget Di ec r COUNCIL MEMBERS Requested by Department of: Yeas Nays D;mood Personnel Offi r..o� [n Favor � • � ��n - �-- � �.� � �be1�� Against BY Sonnen . Wilson Form Appro e by City Attorney Adopted by Council: Date Certified Passed by Council Secretary By ay A roved b Ylavor: Date Approve �Ma r fo mission to Council PP Y � � . ^� �/�t��Id PG� B �� c� gy v- ��g.,�, i � a O • _ � + ��EI�/i� G�e;a'/vr�y : _ ..:: : -� . • ., . _, ._ SEP _ � . 81988 �i° 012Q�8 F.xPC_ Admi n-P r onne 1 DEPARTMENT , ,, , Mi k o l -v -. - - • - CONTACT NAME . �l 4', �9 8-4��1 :_ PHONE : ' • � -� : - • . . .. � � � . e : __ 8-24-88 DATE :. . � ASSIGN NUMBER FOR ROUTING ORDER ,(See reverse �.de,,_) t<:, _,`;� ...;�:, `;, , ,': , _,- , !z ..�- v .__ . _ . .., __ ... .. _ �' V�:1f`LD..a.�: � r.�:a- ..-;,i^�. �.5. � . �r¢ -1.� . . . _ , � -T� t �epartment Director • � - � � '�4 Mayor (or Assistant) ` � �/' Finance and Management Services •DirectorSE� ��v:19$ 5 =Cit Cle �= � `? _� $ y rk � :� Budget Director - �,� z��-:� x,�,,_'` �. �r� "" ; s � � City Attomey . , _ flA6�YOF�'S 0'�FIC� � .h .:� ;� .� t� :� � _ �j: . - . .. � _ TOTAL NUMBER OF :S IGNATURE PAGES: ..•1 :. - • ' j j •<,`? , �:� > �`.. -4� i �.. �, r rs _. � .3 ' (Clip all locations for signature ) �� 31. '._. ..._. E:4 v ��.�.�,"r - ...,>.; �_.;.. .� .. .-.. : ... :��..; :.�._ .t .�.:: °-i-7.`"2 t` '�'�+ �..:��.� t t t 4�f>>.„ "t�� i . . . ...^. fi '-;.: .. F.: • . ..� �.;.ti :WHAT �TILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS?...(Purpose/Rationale) ' � � .. . , . . , . . _ , . , . . : _ � �.� . . . .-�.�-. . . .. � . ' - �.� ,'.�..�T'� � Y��Y Y .t-..r .�F .'��..= Y �"::i ::f . [ncreased spending authority through use of .discretionary 1/3 �Savings Incentive � ?rogram 'allocation :for: . micorfilming records to save `'time� in retrieval-;and � apace; �to:;increase �sunplies `�for';�,unexpected higher�;;laser printeri�supply;�,costs and � �xtra paper�.needed `for.�:several large �,exams,`�;to „standardize°�locks =on.�file cabinets Eor more manageable security, '.to ,purchase bull�tin board for �displ�aying` job.: . �r� iotices,�and exams�arid to:�purchase 1 new desk. -.`�;N},�,�� r=��'a��"�;��,.��z�� - r �t� � r' � � �-. A y:! '�,.... i-:,y�" . ^y. Y "�.r -?} '"tr :..�r '�°�2�, ��•` �g '' • ty 'r'�S-�.`.� �,,8"�y� .s� �+ y �f� �� ` R -.♦-! n-�:k .�.. a.�.;':�w 'y ,T= �-Y �_�,K i,E� �s.�..`�..,^} �y�..�Li''�'�1�Sr�"'1fy(��L"�i��yil.�x +4 4£..� _"� , " .. „ COST/BENEFIT.'= BUDGETARY •'AND'PERSONNEL IMPACTSJ�ANTICIPATED ��l��,�_,�,°.��`„��,r c�,i��,�; ,�Y 3 '�� . . , ..:. . . ;,, _ : . -. ,_�: _ , .. , ;ti _ ... �14,043 additionalT�spending `:authority 'for �General�;Fund, Fspecifically�fors Personne= ��,._ • .., . ..,�r., .�. ,� _,: _ . ..; )f f ice i f inanced >through :198 7.�budget �(1/3)`f savings:`��One`,th�zrd!�Savings =Program �� .. - ; icts as an=?incentive for=:Dept/Offices �to _spend .budget _appropriation conserva '�: :ively in �order ``to nse ;1%3�of savings the following �ear for 'discretionary ��_` . . x �ending :�',. .s: =,�n f > � ��.r-. �� -• .-, ; .; A`,;. ._ ,'y"'°59 � a �� # .. � � � � '� ? �L.I -r 1 �t x ,`�� ,'�',�iyf 'Q+.y�',pA.HY'�,�.y� hx.�3 � �.'Y - '�r ti v- - a � n ,yt�' ! - .J . � ..�.. .�; :�.-�. ,. s � -:`.,-.4. ..� . '• ..: .�,},f J .,r°'.�;Aa��..��.r..a'Y�f'Jh 'F'.:YS� ies.s S'S �t.','�I.� �� :'R� ,-FINANCING SOURCE AND BIIDGET ACTIVITY NUMBER CHARGED -0R CREDITED �� '� �s��,� ,, 5�;� : � � (Mayor s signature not required if under $10 000 ) f, s�,�j �`� � � �.rer � a� `'� . � ..- i t- �G.^ „ � "S.`� �+.,.v .,t�T;°'�:fa.r�.: 1��a � ?.�_ •: _ . . . ` S � .-T � . •:�- ....-, � . ..-` • � ':. , .``...: ., '�. �� { "t�t' a t—'r.��r�'d.,.. is.��`�- ��S"i Cf+�"an< �r:-_ r. y 2 ., t 'i: Total Amount of Trans�ction: $14 043 •'• Activity`.Number ~ 00155 ,� '� ` ?:� . . - .: ; _., t .�:y .,!, ..: F ,;:�� , �� ':� , � ! -�.:..�5 rC,� r f��}�� " `�Q[ .ro y 9n f. '_Y -•k . . , � .. �� . i .y.lL. �.r � ... F".F, c�c�t �� t.. � a t �'�.� Funding Source: , 98�90 �Fund Balance, .One=third Savingsi ��`��'? t JK`FYJ �»;' '* � � ..;.-r _ . } � .'. ,:txC t� .,.,.�i �r:�:i ._.+i' � . ' ,-;� . , i- v -Cour,�i1 Research Center = ATTACHMENTS: '(List and number all attachments.) .,:z r ,t-=y•� +;r , ,,;�� ;.; x �. -Reso�ution - �- '� SEP 121g$$ � 2 . 6/22 Memo form Viscasillas to `.Blees _ _�N xr a �r _ �c �:.r l S._ P) a.�. X r.�a 7 a �� .��. , '•� ;� � - .�'S „ts- i �; .J�"}� �. f c r .' M i�c '� �� . � 'y1� ' � ! :a-� � �� ♦ < �..� , 7si..�.;��.� _•.�_ 'r ��,',�� ..". S .',1 r > �-,' +tr �..�_�g ��._. �µ i.�°�'} t,y-�,:f� .v- :ti 1 , � �"�� . s,., ,_ `'� �� •! :`�:'rc� "t;}f� ✓"��' ..l`.° y �,y^:�� ' ;... �C •�lf �w''l`?F 3 1 � � . . - , . .. 'k ' . -- t � -_ - . .e'. a . 't i ..F';i: y�>eY e 13�� :;�=�' r j .; ..t�: 'ti '.�� f t_' ��'�"�.; tr; 4� y'.;`a u. .. � �t _ . .. � _.S� -''a.�.� 3 '�`� tt t' ,�-._ f .�;�' � . , � ADMINISTRATIVE PROCEDURES �� _. , ,.�;: ;;�, �- 9 k�'•� a� � � - ''j�' , . � �� ,3 ?:i � .�«��:�1 If�� t •.� t �ti� . - _ . . o_ . . .. . � :.� . . . . .� . , . � ,.. .':. . . �...� .. :.. ' .. �� '..� ..�.��. . . �..'v �..-i �. -..,y S �'� .3 �: } ^m .� z _Yes =No :..:Rules,` Regulations, Procedures, or Budget Amendment. required? ' F s , '. No';�rIf yes, �are they or timetable :attached? -,:�: ,, r" :rj�;' . -:� ,, ° � Ye , ; . . � , . _ ; DEPARTMENT REVIEW ,. ; ` �� . ..`r ;. .-�:_., _ :_�:- ! ;.;CITY ATTORNEY.REVIEW ' _,:� �'...�- � ... - 1 1 �,i .::.' 7 •ix�..� �.�N,._.� :.- i�_ .�`^��i. ;"C ��. a�i� , i �t jF� ��. r$., t;.� . '3 �i/ .` �. � .. , � :� c>." r ?.__. � �...`.� _Yes'� µ No Council�resolution required? � 1.::� . ..t�;.,,.Resolution �required? _Yes _No : . _ . • , . _ . ' .-. _Yes .:�'_�No �>Insurance'required? �;,: � ;,;;: �,- :- � „�:_ �;Insurance ;sufficient? :��_Yes ,`_--- No ; � _Yes No Insurance attached? r:'�� ,,•::;r ,.;rf_''3 `; , 4;r > , ` ' , .. , • , . .. , _ ,.. : _ _._ . , ; . � __. . . , r.. . . .. �. , . _.. �� ,- . . . _ , _ - .G�. r:�'. t.. . .A. GITY OF SAINT PAUL . `'r�✓/`�� '�i'� OFFICE OF THE CITY COIINCIL RECEIV�D � Committee Report NOV o 31988 !�'Y CLERI� Finance. Management. & Personnel Commit�ee OCTOBER 31, 1988 1. Approval of minutes of October 24 meeting. Approved 2. R��n $8-1534 - amending the 1988 budget and App� as �nended �dc�ing $14,043 to the Financing at�l Spending Plans for Execut�v+e Administration Personnel General Fund. (Re�erred �ran� Co�cil September 22) 3. Resolution 88-1677 - amending the 1988 budget and Laid over one week adding $29,800 to the Financing and Spending Plans for City Attorney/Co�nunity Standards Survey. (Referred from Council October 20) � 4. Administrative Order D-9850 - authorizing payment Discussed for new employee orientation program to provide _ muffins. (Referred from Council August 18, laid over October 3 and October 24) � 5. Discussion of sale of tax forfeited land. City Attorney will prepare (Laid over October 24) two resolutions , CTTY HALL SEVENTH FLOOR SAINT PAUL, MINNESOTA 55102 s�ae � � , - ;• WHITE - CITV CLERK � � � , COIIflCIl ;,/� y C NARV - DEPAR MEt�T � F1IE NO. " �" �'�f "'J � 8��E - MA��R GITY OF �AINT PAUL _ ouncil Resvlution � - � � �:_ .,r�,� �t � Presented y ; f. Referred To - ° Committee: Date ` '� ' . .� Out of Committee By Date s�atri� O�r►?�ris�E �sNt��.��at� Ir�d l�L� ��i�1► 1s��s Zt�stitrt � �1 , �t �t, �e tars� 4�� sis�s �! s�d y� 2I1 ��t at 3�as t�r �i�ts �� t�► sa�rs t�rs � s�tr�I s�e+�, Eiaa i�es�Mt is �l�e i�i�t #�r s��i � os � �+�ai►��ar�a�a��sa��ur ��L�t�i �� i�sTi�� #�rs a�ri a�s �i ta �rc�w+t�a�r +3ai�. �s !w �a�t �s�t io i�t��.�?�l o� �s �Zt� f�ast�uc, +� ea�tif� �t�e� 13ii�;��t �s� ��pr tra�arM 34 �uae�rs oi� ic�� srti�at�d� �RiAS, 'Tbs �ia�rr �r�w�ds ttr f�l2�i� � �e tfwe ,tl� �ts � � �� s�st �"�d ta��,� Oa� 7t,#�i� 1�,@�3 ,�. i11��ti�t�� IIS,��,�11 9 lii,7�@,�t� �� lli,��lt�,i�Z� 1�,�43 11��9�6,�ii ��a�ti� stfsa ts�� s 3 �* � �� twrssNS !, �-�ti�� * � � S 111 0� �pll�d:ia� ��uoR riN��'�(�� ,qg �pg ♦3.1 lfs�r�r �riia�g 1�,;�;iT7 0 21�,3i�' ��,�2,�iZS t!►,4i3 128,l�ii.#i� �iT d� �t,�,l'�3 �.1�, 2kst #� C�t� C.�eil s�s�rr�a Llwr�ts �i�t to tb� 14i#��urd�+K. _ � ��i ..,..._. `~ :��- : � � �_.._ COUNCIL MEMBERS �' � - Yeas Na s Requested by Department of: � �f� �"; , Dimond y ��.�s.i'��11� .� =ry� �r�...,�:; �.'----�==--��,.r I.o� � In Favor �..— co�c� ; , ;�'_ �au v ��;�� Against BY Sonnen Wilson , � 4'�"�� ' �`��'y Form Approved by City Attorney Adopted by Council: Date , Certified Passed by Council Secretary By �_ � ,y� gy, `i�`:,`�� v a�j,�+�`� .y:.--.,.,,.w-• �,,.J Approved by Navor: Date Approved by Mayor for Submission to Council By By . �. (��' / �� , � C.F. 88-1534 (amendment) October 31 , 1988 FURTHER RESOLVED, that spendinq authoritv for a new desk is approved under obiect code 548, Expenditure from Contincaency, subiect to non-availabilitv of a suitable used desk from surptus citv propertv; and be it FINALLY RESOLVED, that the Personnei Department shall contract �"in-house" with PED for required microfilminq services. - 2 - HOW TO USE THE �REEN SHEET ' . � � . _ , ...:;,.: , ,. The GREEN SHEET has three PURPOSES: . `' 1. to ass#st in routing documents and in securing required signatures; 2. to brief the zeviewers of documents on the impacts of approval; 3. to help ensure that necessary supporting materials are prepared and, if required, attached. Providing complete information under the listed headings enables reviewers to make decisions on the documents and eliminates follow-up contacts that may delay execution. Below is the g�eferred ROUTING for the five most frequent types of documents: CONTRACTS (assumes authorized budget exists) 1. Outside Agency 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 must ala�ays be signed by the outside agency before routing through City offices. ADMINISTRATIVE ORDER (Budget Revision) 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 COUNCIL RESOLUTION {Budget Amendment/Grant Acceptance) COUNCIL RESOLUTION (all others) 1. Departme�t Director _ 1. Department Director 2. Budget Director 2. City Attorney 3. City Attorney 3. Mayor/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 COSTLBENEFIT. BUDGETARY, AND PERSONNEL IlYIIPACTS heading provides space to explain the cost/benefit aspects of the decision. Costs and benefits relate both to City budget (General Fund and/or Special Funds) and to broader financial 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 for implementation of an ordinance or resolution.. If yes, the procedures or a timetable for the completion of procedures must be attached. SUPPORTING MATERIALS. In the ATTACHMENTS section, identify all attachments. If the Green Sheet is well done, no letter of transmittal need be included (unless signing such a letter is one of the requested actions) . Note: If an agreement requires evidence of insurance/co-insurance, a Certificate of Insurance should be on� of the attachments at time of routing. ote: Actions which require City Gouncil 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 government under which they are providing funding; budget amendments. <��.+ •, ,� K � t�f �,��T ' CITY OF S�INT P11UL INTEROEPARTMENT/1l MEMORANDUM T0: Greg Blees . � FROM: Rafael A. Viscasilla� SUBJECT: Use of 1/3 Return Funds for rsonnel DATE: June 22, 1988 We understand that we have approximately $ 14,000 available to us in the form of the one third return from last year. Proposed use of tha funds is described below: # 1. Microfilm Records. These are records of retired employees, separated employees and various reports. Retaining them in paper form causes a loss of�clerical time whenever the records must be consulted or processed. In addition� storing such records in paper form makes them more likely to be damaged or lost. Ramsey County does the microfilming r //� for us and they estimate a cost of $ 2�800 to microfilm xecords for two ��-7� years. # 2. Supplies. Due to the automation of the office we have encountered escalating supply costs. For example, a cartridge for the laser printer costs $ 100 and toner is expensive and we use more of this type of supplies due to automation. Moreover� we have had several large exams which have required a great deal of paper to support. We pro�ect a supply deficit throughout the office and we would apply $ 10,100 from these funds �,�l�� to be spread throughout the several activity codes for supplies. �- # 3. We should standardize the locks on all supply and filing• cabinets. At present the number of different locks and keys creates confusion. We would have a more manageable situation and better security for records and tests if we had some standardization. We estimate a cost of $ 7.00 per � ��c� lock and 50 cabinets/locks. This is a total of $ 350. � # 4. We purchased two bulletin boards for improved display of the notices of examination. This cost $ 1�050. Although we have paid for this out of this year's funds we would like to have it replaced since it was an unprogrammed expense driven by events that were not known during the 1988 � budget submission. . ��V ,,�, # 5. The Labor Relations Manager requires a new desk. He is presently using one left over from the ma�or reorganization that we had over a year ago. We estimate this at $ 750. ' � i r , �� .J