86-420 WH17E - CITV CLERK �
PINK - FINANCE COUI� 11
� CANqRV - DEPARTMENT GITY OF S�INT PAUL 1 � �
BLUE -MAVOR FI1C NO• �� � �
Council Resol ion
Presented By , � 1
�--( .
�eferred To `�T =� Committee: Date O3 ° ��"—��
Out of Committee By Dat
WHEREAS, The 1986 Capital Improvement Budget Program s financed
project C-6608 titled SPEC CONT: Com Serv Capital Mai t Program
(xGRS,PIA,CIB) ; and
WHEREAS, The Department of Community Services has dev loped
certain procedures to control the spending of this mo ey; and
WHEREAS, The Saint Paul Long-Range �apital Improvemen Budget
Committee has reviewed and recommended approval of th se
guidelines,
NOW THEREFORE, Upon the recommendation of the Mayor w th the
advice of the Saint Paul Long-Range �apital Improveme t Budget
Committee, the �,ouncil of the City of Saint Paul appr ves these
guidelines and removes the special contingency status of the
project.
COUNCILMEN Requested by Departmen of:
Yeas Nays
Drew _ / COMMUNITY SERVI ES
�RE77��/ � [n Favor
Nir,osia
Scheibel
sonnen Against BY
Tedesco
Wilson
APR 8 — �6 Form Appr d by 'ty ttorn
Adopted by Council: Date
Certified Pa, ouncil Se r BY
gy,
t#ppro e iVlavor: Date APR 1 0 t986 Approv Mayor for bmi i to un�"il
By BY
PUBUSHED AP R 1 9 1986
Community Servic�s .DEPARTMENT ��� N� 698
.
Bob Beikler � � � � CONTACT • -
29a-443I PHONE
2/26/86 DATE 1 Q/�� e�
ASSIGN NUMBER FOR ROUTING ORDER (Clip Al1 Locations for Signature) :
�i Department Director 4 Directo�' of Management/Mayor
Finance and Management Services Director � City Clerk
� Budget Di rector 5 Chair F' nce Commi te
3 City Attorney 7 Cit Cou il
WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purp se/
Rati nale) :
Acceptance of guidelines to control spending in Communi Services
Capital Maintenance Fund (C-6608) , as required Capital Improvements
Budget.
RECEIVED
'�� � `� `� MaR s��s
COST/BENEFIT BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED:
r��c�.►����
C1�'Y ATTORNEY
��.�?
��AYu►;'S QFFICE
FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayo 's signa-
ture not re-
Total Amount of Transaction: quir d if under
$10, OQ)
Funding Source:
Activity Number:
ATTACHMENTS (List and Number All Attachments) :
1. Council Resolution
2. Guidelines
DEPARTMENT REVIEW CITY ATTORNEY REVIEW
X Yes No Council Resolution Required? Resolution Re uired? Yes No
Yes x No Insurance Required? Insurance Suf icient? Yes No
Yes x No Insurance Attached:
(SEE REVERSE SIDE FOR INSTRUCTIONS)
Revised 12/84
. � . . � � �� _ ���
� COMMUNI.TY SERVICES
• CAPITAL MAINTENANCE PROGRAM
STATEMENT OF PURPOSE
The purpose of this program is to provide for Capital aintenance of
city owned facilities in an efficient and orderly mann r, in accordance
with the definition and guidelines included herein.
EXTRAORDINARY CAPITAL MAINTENANCE
a) DEFINITION
b) ELIGIBILITY GUIDELINES
c) EMERGENCIES
d) PROJECT SELECTION PROCESS
e) PROJECT IMPLEMENTATION
a) Definition
Capital Allocation Policy P4, revised
Extraordinary Capital Maintenance is the repair, replacement,
renovation, remodeling, and/or retrofitting of a d for the
structural parts and/or service system component of a building,
and the man-made components of an improved site.
( 1) Structural parts include footings and found tions; beams,
joists, columns; load bearing walls; exterior wa ls and facade
(excluding glass) ; stairs, floors, decks, ramps, ceilings; roofs
and roofing.
( 2) Service systems components include plumbin , electrical,
communications, heating, ventilating, air condi ioning, security
systems and elevators; utility mains.
(3) Site components include retaining walls, 1 'ghting, stairs,
ramps, sidewalks, railings, fencing, drainage s ructures, and
erosion control . Priority consideration will be given to those
site components whose condition affects buildin components
identified above.
b) Eliqibility Guidelines (must meet all the below)
( 1 ) Project must conform to Definition
(2) Facility must be City owned or leased to C ty on long term
basis. At least ten years must remain on the le se and the lease
must require the city to be responsible for cap'tal maintenance.
(3) Project must have useful life expectancy eater than 10
years
(4) Any property with repairs financed will n t be in jeopardy of
closing within the next five years.
PAGE 1
� ' " , , COMMUNI,TY SFiRVICES `'' a� _Y��
. CAPITAL MAINTENANCE PROGRAM
c) Emergencies
From each (annual) appropriation an amount not gr ater than 10�
will be designated for emergency use at Project M nagers'
discretion. Expenditures will be subject to elig bility
guidelines but not subject to selection process. The exact amount
to be placed in emergency fund will be establishe by the
selection committee. Any unused monies will be ro led over to the
next years budget . All emergency expenditures wil be subject to
the budget directors approval .
d) Pro3ect Selection Process
( 1) Selection Committee Members
( 1 . 1 ) Executive Secretary of the CIB Commit ee. (Budget
Office)
( 1 . 2) City Architect ' s Office representativ .
( 1 . 3) Community Services Director ' s Office epresentative.
( 1 .4) A member of the Saint Paul Long-Range Capital
Improvement Budget Committee appointed by t e Chairman of
that Committee.
(2) Selection Committee to meet quarterly (or 1 ss frequently if
selection can be made with fewer meetings) ith proposers.
Project proposals to be submitted, in tripl cate, not later
than two weeks prior to committee meeting.
(3j Project proposals - (form to be developed)
form to indicate:
3 . 1 Facility name, address
3 . 2 Facility leased or owned? Term of leas
3 . 3 Project description, including how doe it con-
form to definition?
3 .4 Project manager, name and phone number
3 . 5 Cost estimate
3 . 6 Justification, including estimated li expect-
ancy, and explanation of what may hap n if project is
not done.
3 . 7 Division Priority
-Critical - life safety only, explain
-High
-Low
3 . 8 Impact on operating budget if any.
e) Pro�ect Implementation
( 1) Project manager responsible for implementi g each approved
project in accordance with City policies a d procedures, ie. ,
purchasing, insurance requirements, etc .
PAGE 2
. � � . . . ' (�- ��- y��
a COMMUNSTY SERVICES
- ' CAPITAL MAINTENANCE PROGRAM
(2) Project manager will insure no city staff co ts other than
design and inspection services are charged t the project .
(3) Project manager responsible for establishing and main-
taining file on each project, including:
2 . 1 Project proposal form - approved
2 . 2 Project log - date approved .
date bid (or ordered)
date started
date completed
2 . 3 Cost record, all expenditures, backed u by
requisition, bid documents, bid award, ontract ,
invoices, etc.
Submitted By: Approved By:
Kath een Stack City Budg t fi M �
Community Services Director
CIB Committee
�`�_� �� Paul�cng-�?nc?e ('•ani al Tn-n�ot,_�,-,,;-�
�,�:�K-rE� Cor�li���.t�e �e���;re� ��i rnct::�� ^r
(:�ate) �?ara��a �r� 9 -].�$�-� T';: �c._�:_�.. :_'_�
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Signee�: �C,'�.��,�,w�,,, 9�---
PAGE 3
, ;� � C��r K
' �� �� �`�� °
r� , '� � CITY OF SAINT PAUL
-i .t1 331li1:1 ;
•°:�i di�.ul OB'�'ICE OF TFI� CITY COUi�TCIL
... �ammitte� Re ort '
P
F':i�ance l�ana ement 8� Personnel Co ittee. �
� APRIL 3, 19$
;
1. Approval of minutes from meeting held March 28, 1986. a roved
2.. �:�4� �t�� � . �R��e�s~� 're��� t`� ��pee�ai��' t:�a��:,c�.f
�.,,,
�;� , :_ . �`.��e�,C��i.tai l�i�iitea��iqlr���� ���i.e'�>��� �ea l+�rch 28, 1986) .
�a�Mr�rl�+�-.
3. Resolution approving 1986 Memorandum of Agreement between I dependent School
District 625 and the Tri-Council, Locals 49, 120 and 132, g anting Ma.rtin
Luther King Day as a paid holiday. approved �
4. Resolution amending the 1986 budget by adding $1,200 to the Financing Plan
and to the Spending Plan for General Fund-Planning and Econ mic Development
Contribution (recording fees) . approved
5. Resolution authorizing liability insurance coverage for Dis rict Council Board
and Directors (laid over from February 27, 1986) . Laid ove to June
6. Administrative Orders:
D-7937: Budget revision of the Police Department - Impound ng Lot
Enterprise (laid over from March 28, 1986) . Lai over
D-7940: Additions of $16,687.63 to the contract for Galtie Plaza to Farm
Credit Services Skyway Bridge over Jackson Street (laid over from
March 28, 1986). laid over
D-7941: Authorization for payment to Thomas Douville for t avel (laid over
from March 28, 1986) . laid over
D-7942: Additions of $64,326.01 to the contract for Ford rkway-Mississippi
River Boulevard to Howell, Cleveland Avenue-Hillc est to Bayard '
project (laid over from March 28, 1986). laid ver �
D-7947: Additions of $2,457 to the contract for brick pav ng on Rice Park
streets (laid pver from March 28, 1986) . discus ed
7. Discussion of City Council reorganization (committee-of-th -whole at 2:30 p.m.).
discussed
CTTY HALL SEVENTH FLOOR S INT PAUL.MINNESOTA 55102
.�.as