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86-1705 WHITE - C�TY CLERK I PiNK - FINANCE COLLnCII ` o °R`' _ �°,A°oRTME"T I GITY OF SAINT PAUL File NO. -�7� � C unc 'l Resolution � � � �. Presented By �- ✓Referred To n�� -� Committee: Date 1 �� Out of Committee By Date WHEREAS�, the State of Minnesota has approved the use of n w technologylin ac umula ing and reporting the results of elect 'ons; and , WHEREAS, Cit Coun il passed Council file #86-1581 endors 'ng the use of opti�cal s an eq ipment for the gathering of election r sults; and WHEREA�, the City lerk has investigated and received est 'mates for the equipmen for atherinq election data, and has prepar d an estimated l�udget (atta hment I) totaling $944 ,455; and WHEREA�, the Mayor was directed to investigate and recomm nd financing �or th ' s acq isition; and WHEREA$, the 1987 dopted General Fund Budget has $110 ,00 in activity 0�263 " lecti n and Voting Registration" , for lease ayments of modern oting equi ent; and WHEREAS, it is estimated that the purchase of optical sca ning equipment �ostin $647 ,280 can be financed through a lease pu chase agreement which ould cost the City approximately $120 ,000 on a 7 year leaselor $92 ,000 on a 10 year lease . WHEREA5 , th Mayo ' s recommendation (attachment II) is to use fund balan�e fr m the Cash Flow Borrowing Debt Service Fund , or voting machine ooths and support equipment and a lease/purch se agreement �or t e opt 'cal scanning equipment; and , I Page 1 of 2 COUNCILMEN Requested by Department of: Yeas Drew Nay� Nicosia ln Favor Rettman Scheibel Sonnen __ Against BY Tedesco Wilson Form Approved by City Attorney Adopted by Council: I Date Certified Vassed by Counlcil Secre ary BY sy /Approved by Mav�{3a�e _ Appr Mayor for Sub o nci B • � �' _ _ B I I W�1-IITE - GTV CLEAK PINK - FINANCE G TY OF SA I NT PALT L Council 0 ._�7� CAN-4RV - DE�ARTMENT � Flle NO. �� _ 'BLUE� - MAVOR i � C un il Resolution Presented By Referred To Committee: Date Out of Committee By Date NOW, TI�EREFO E, BE IT RESOLVED, that the following 1986 b dgets be amended as sh wn: Fund �970 (ICash low B rrowing Debt Service) Financing j Current Change Am nded 89200 - 9890 Fund Balance 806 ,605 297 ,175 1 , 03 ,780 89200 -{ 0000 Othe Financing 76 ,795 -0- 76 ,795 883 ,400 297 ,175 1 , 80 ,575 Spending I 89200 - 0537 Tran fer to General ' Fund -0- 297 ,175 97 ,175 89200 I 0000 Debt Service & Othe 883 ,400 -0- 83 ,400 883 ,400 297 ,175 l , 80 ,575 Fund #001 �Gener 1 Fun ) Financing 00263 - 7399 Tran fer In -0- 297 ,175 97 ,175 Spending 00263 t 0859 Equi ment Other -0- 297 ,175 97 ,175 BE IT �URTH RES VED, that the City Clerk, Purchasing A ent, Treasury M nager and udget Director work jointly to obtain b ds for a lease pu chas fina ing agreement, analyze said bids using present value anal�isis nd ne interest cost, and recommend to the Ma or and City Counc�il an award early in 1987 /�` ` G� P ag e 2 0 2 v�, ��R 4 V , �jr�lg� � ��-��2.� r COUNC[LMEN Reques b Depart Yeas Drew Nay$ � �1°°"°° [n Favor Rettman Scheibel � Sonnen __ AgalllSt BY Tedesco Wilson D C 3 0 1986 Form Approve by City Attorney Adopted by Council: Date Certified Ya-• ou cil e BY By App o d by Vlavo : D — N — L �g�l Approv b yor for Sub io to Co n ' sy _ — By I pp ISHED A N 101987 , City Clerk • I DE PARTMENT (�'�'�71� ND 3 9 6 0 A1 Olson ' • ' 'CONTACT ' 298-4231 �PHONE 12/17/86 DATE �� e ASSIGN NUMBER FOR ROU ING OR ER Cli � All Locations for Si nature : Department Direct r 4 Director of Management/ ayor 2 Finance and Manag ment S rvices �irector City Clerk 3 Budget Director � City Attorney WHAT WILL BE ACHIEVED BY TAK NG ACT N ON THE ATTACHED MATERIALS? (Purpose/ Rationale) : To provide fi cing or the �cquisition of new voting equipment. Transfers fund balanc s and 1�thorizes bids for lease/purchase of equipment. � ��`�!�� C 3 � t9�6 COST/BENEFIT, BUDGETA Y AND ERSONN L IMPACTS ANTICIPATED: Replace mechan cally bsolet '� expensive to repair� store and transport iTY A�y ��R�IEY voting equipme t wit compac optical scanning voting equipment. FINANCING SUURCE AND UDGET ACTIVI I NUMBER CHARGED OR CREDITED: (Mayor's signa- ture not re- Total Amount of T ansact on; $ 97,175.00 quired if under $10,000) Funding Source: _- Bal ce - sh flow borrowing Activity Number: 892 0 ATTACHMENTS List an Numbe All A �tachments : l. City Cier 's est mate o ! costs. 2. Memo - roved y Mayo �. DEPARTMENT REVIEW CITY ATTORNEY REVIEW Yes No Counci Resol tion R quired? Resolution Required? Yes No Yes No Insura ce Re ired? � Insurance Sufficient? Yes No Yes No Insura ce At ched: ( EE REV SE SIDE FOR INSTRUCTIONS) Revised 12/84 _ .. . . },. .� . .. �, _ _ . . w� ,�,,,i rv c�ewic � �� P�N� = F�N�N�£ .C�I � OF S.4 I NT PAU L Coua�il , r�/„��, CANARV =DE�PARTMENT - � - / ' � � � 91.UE -�MAVOR . � . . � FIIC ND. � . C �'unc 'l Resolution Presented By � _ � Referred To �E e-�> , .� .�-- r � " ., _ - ��mmittee: Date Out of Committe By Date ,� �sR'�l1B tbe tate �, f l�is�so�a bas app�ro*ed tb� us� +�f � ��al�qolog? �o ae o�a Ag aa�# rarporti�y tb� r:soita et elscti� st sa��t � � , I�AEREl1�8 Cft Cc►�w 3 p�as�! Ca��il ti2� #a�-2St1 eadarsf �h� A v�te of opti a1 � a e p�t far tbe gat�wer�nq �� electfe� re �1ts� � � I �[SSS8i,8' t6� itr ert bss i��rsatigat�l ,u� raoefve� esti tes � f�►�c tb� a��o p�t far t3�er#eq elec.�cx� `e�a. :�d �a�•'�cepar aA : �sti�ated b get �a�tt t I} tc�liliuq-,i�fi�,t5��y}and�� . _ . N'�S�El►� the �os as d#reeCee� to ia�a�s�iqatet asd r�a �Ssanai8g t r tlti aez aftic�; snd - � ' . . _� 1fH8�t8Alt t�a 987 �gted General �loaA H�g�t l�� i128,�Ob �i� actfvi tj GA 63 ' eett i aad Yot ing Req f stsatio�', ,tor l�as• ys�uts ot �odere ♦ tinq qesi ot� and , ,liB�itE�►S it i eati ted tbat tb�r p�ah�tsi ot aptica3 s� iag � e�q�i�st sttag �6i7,, S6 csa be fissacsd thrvugn a #,�aarr p� ba�te . . �r�wawt ieb d t the �ity appro*iut�i� �12A,4�0 aa � � � g�ar lfasa � ;42 04d ` � 3Q fear l�as�. �' ' 4 , ifS�i th� �to�' r��3atios ta=�a�At IIy i� �r s�e fawd baI !r tbe se ll�t Hotrv�riag D��►� �t�iae !'��d, �vtiag sa�b ne tbs s�ppart eqnip�et asd a laiseJp�taha , agt�e�ent f r t�e a�p#i 1 s+�an�ise= ega f�t� � , , i _ i , . . ' . _. � Page 1 crf 2 , _� , � , � _.z..� _ _. � � _ _ .. , - . 4 � COUNCILMEN .�.,Rcquested by DepartmeM oE: . Yeas Dr� Nays . N"°"' � In Favor . R.nma� ; Scheibel . son�e� Against� BY _ . Tedara Witson Form Approved by City Attorney Adopted by Council: ate `� �Certified Yassed by Counci Secreta � BY :� Bs� ' r�, . ;�, f � " A�pQroved by Navor. Date. APpr r e Mayor for S 1 , __ ' t �� ,,-' B ' _ . ; X " . � . �, . _ _ ._ .. :,��.__ _�: ._ :. .. 1 .:. __ ... �_ _ ,. _ _ _.___ _ ,..._ ___ .. _ - _ _ _. _ � . _ . _ . . , 4 .. �-\ . _ I ;. . . -� . . ... -.. , ..-. . .. ' ._., 1. .. '� ... :�4. ., ., �...�, ': . :z°: . :. _ W E —�ITV CLERK . .. � .� Y . , .a. .., . _ ..�.-� . . . - P� � — FINANCE � � � C��II� � 4 �� . . . CANARV — DEPARTMENT G �Y OF SAINT �AUL -File � �.NO. � Bl-UE — MAVOR . . � � un il Resolution Presented By . .,�.. Referred To ° Commi,ttee: Date Out of Committ e By Date �l� � f �� s�� .��i i►ii1� ��i�i�� i7�V t'� be aa��d�A aa a �nr�1 �4'7� Ga�ab lu�r rto�iag �bt �erviv�er) liaa�tci:tq ' tbtr�ot Ch �d fl29Q �t9Q lra�i :IIaia�ce �i�$:�`� ��3 s . 8t! � �lZ�O tf9tfA Qthe liaancfng 76 995 -�- 6 7!5 $s�;�� . , ` l�peod iaq �l�08 aS3� Traa €es tv t�neral lnad '' -0- 2!?,175 T,I�S ��' ��200 OflQQ D�b! asr�icr i 4the 8�3 4QQ -4- �3 �QO ,� �8� 'F�� , 8�, 5 � l�m� �QG2 t3enet 1 ! j , l�ina�aiag Q02�3 T39! Tra ftr IA -#1- 297.275 97,1�5 a�,�ot�� A4'�63 �!§! Squi At atber -e- 3a7,175 9T,1T3 !1E ;T RB� � �VED, that e�e Ctti C2exk, �s�dasinq �n�� lr��sar�r �aget and q�t Director �wrk �c►iat3�r tc� �taia b ds '�vr a 2�ast�:pn r�has+� fi�a ; iag sgre�easst, a�alF� ss3�e� bi�s osiag� .pres�nt �alae aasl is ne ; i�ter�rst aost, a�ad seoe�e� ta► tbe �a r am� City C�c 1 an var�t arlY i� 19S? ( ,��. Page 2 a 2 � �� !� - , . ��'r�,r�' ., , ; -��_�. ; �� ` COUNC[LMEN Reques�ed b_ Depactmen Yeas . Draw . Nay � 1�i� +�""'' In Favor C 0. � Rsttmaa Seheibel sonn� � Against BY - red��o waso� �EC � 0 �986 Form Approve¢by City Attorney - , Adopted by'Council: Date t :, : � P t � � Certified Pa se Cou .il e i. By � _ *� By ' � J N - 21987 Apprqv . b �Mayor foc Sub '' io�to cn �� Approved by Mavor. Da e — . By - BY ��.. ,�*Rd., ,;.x ... . . : ,. . . _ ,_ � _ � .__ �z. .�. . .__ _ _�... _ . � �._ _ �,t� 1...��."""` � ' � - �-�� .��°�^��o � � � CITY OF S INT PAUL ` ��** �•4� , ��`� OFFICE OF THE ITY CLERK . . ., =„• •.�-, � � �� ._ � _: ii° •= ! "� �, '� �� i � ALBERT B. OL50 , CITY CLERK �%�� c� i � ` �'aq��iT��c�.��'� 386 City Hall,Saint Paul Minnesota 55102 � 612-298-4231 GEORCE LATIMER M/1YOR � Y TING EQUIPMENT LIST OPTICAL SC�,N PREC NCT VOTING IP 155 OPTECHiIII P ark Se se Vote Tabulators� @ $4, 76 eac $ 647, 80 VOTING BOO�HS AN SUPPO EQi71I PMENT 800 self-contain blow lded voting bodths wi h ligh s@ $166 each $ 132,800 155 Data C�artrid es @ $ 25 each 34,875 2 Data Ca�tridge progr ing and accumulatilon sys ems in luding hardware, jsoftwa e and raining 129,500 ' $ 297,175 $ 297, 75 i i $ 944, 55 , �./ ' City Cler December }10, 19 I � � ; �� ; I :O•` ,... ��,��' � CITY OF SAINT PAUL "�'T�� ! I ERDEPARTMENTAL MEMORANDUM � "�j'` I T0: Mayo�r Geo ge La imer FROM: Tom Cran , Budge Analyst THRU: Greg! Blee , Bud et Director DATE: : Decelmber 7 , 19 6 RE: Recdmmend d Fin ncing Plan for the Purchase of Optical Scan Prec nct V ting Equipment Council Resoluti n #86 1581 directed the Mayor to recommend a Financing l�lan f r the acquisition of new voting equipment. The propose�d fin ncing plan is premised on the City Clerk' s December 10 , 198 esti ated need of $944 ,455 for the acquisit 'on of the Opt�cal S an Vo ing equipment . The recomm�nded inancing plan includes: 1 . Use � a lea e pur hase agreement to finance the Optical Sca�hning ote abulating Equipment estimated at $6411 , 280 . We uld enter into a 5 , 7 , or 10 year agr�ement depe ing upon interest costs bid . 2 . Use� fund balan e from Cash Flow Borrowing Debt Service Fun� (#9 0) to finance the Voting Booths and Support Equlipmen esti ated at $279 ,175 . A lease purchas agre ment is recommended rather than an outright p�rcha e usi g available cash . The lease purchase o the Opticail Sca Vote Tabulating equipment conserves cash for the City aind do s not incur bond issuance costs . Informal bi s have indic�ated he ci y can lease-purchase (with a near 0 dol ar buyout) for app oxima ely 7$ . With your approval the City wi 1 request bi�ds fo the owest cost lease purchase agreement . T e 1987 Gener�al Fu d bud et has $110 ,000 appropriated for lease payments i You will h�ave a oppo tunity to evaluate the proposed lease-purdhase greem nt in the future before Council will b asked to �uthor ze an lease-puchase agreement . � , . : �,- �7G'J , � � �„ . Mayor George Lat 'mer Page Two December 16 , 198 Normally a �debt ervic fund is financed with property taxes a d interest ea;rning gene ated by bond proceeds and balances . Th use of fund bala ce in a debt service fund would then be restricted 'for p ying ebt service . The Cash Flow Borrowing Debt Servic,e Fun has een financed primarily with General Fun interest earning . In erest earnings deposits have been in excess of �he re uired debt service payments for Cash Flow Borrowing . It i thos excess interest earnings that now make up the fund bala ce wi hin this fund . Those excess General F nd interest earning shou d now be transferred back to the Gener 1 Fund and be used for a quiring Voting Equipment . Approval to Forw rd Re ommendation To City Council Is Granted `--- I - ---------- M o� Geor e Latimer TC: fs ' I I I I i . . ; G � c , K � � �-s�o� ' � r ITY F SAINT PAUL °�'t` ��i'ii:�id I B'FI OF TH� CTTY COIINCIL ,.:.. ._ i . , �i�. ce M a e e�t � Personnel Cammittee. ECEMBER 23, 1986 ' � 1. Approval of minutes rom me ting held December 18, 1986. approved 2. Resolution amelnding he .198 budget and reducing the Financing Plan for Federal Revenue Shar ng Tru t Fund by $341,333 and reducing the 1986 Spendi g Plan by $632,�00. a ro d 3. Letter of State Depa tment f Revenue transmitting application No. 328082 of Robert� H. I�'evine or red ction of certain real estate in the city of Saint Paul. disc ssed 4. Resolution am�nding he 198 budget and adding $2,512,792 to the Financing Ian and to the Spending lan fo General Fund - Special Proj'ects (1985 encumber d . items) . a , roved ' . � . • 5. Resolution amending he 198 budget and transferring $11,000 from Contingen R�serve to th Depar ment o Finance'and_Manage�mtent Ser3rices - Adminiszrati n =-- _ Division for �ravel nd mov ng expense relating ,to the appointment of the � Finance Department D rector approved � 6. Resolution app�roving change in accounting year-end encumbrance policy. a proved 7. Resolution am nding he 198 budget by adding $100,000 to the Division of Public Health�Summar Abate ent Activities. approved 8. Resolution am nding he 198 Financing Plan for .the 1986 General Fund Budge by adding $52�,000. a oved � 9... -Resolution s$�ding he 198 � budget by transferring fnnds in the ,amount of. $297,175 for he acq isitio iof new vot.ing equipment. agproved.- 10. Resolution am nding he 198 budget by adding $64,813 to allow for payment f some material� neede for t e implementation of the automation system for e library and fqr paym nts du vendor and contractors. approved 11. Resol.utiori am�nding he 198 Special Funds budget to provide for acceptanc � of funds to o erate compr hensive employment and training program for un employed vete�ans in Saint aul area - in the amount of $42,300. approv d 12. Resolution am nding he 198 budget by adding $111,154 to provide spending• authority for�approv d oper tion and maintenance activities in, the regiona . parks and ope space system approved C'TY HAI-I- I S FLOOR SAINT PAUL,MINNES TA SS IOZ _ .C�.as . . . . . ..�-__.__ . �_J.� . . ' . . . . . . . . . , Community Service -Libra y I� DEPARTMENT @/-"�i -/�4�o ND 139 _ � . :.Gerald W. Steenbe ICONTACT 292-6211 PHONE 11/24/86 IDATE / e�� AS N NUN�ER FOR ROU ING OR ER C1 All Locations for Si nature) : rtment Direct r � Director of Management/ ayor �'Finance and Manag ment S rvices I�Director City Clerk �e#--�i-rect6r � ,� City Attorney � f- � � WHAT WILL BE ACHIEVED BY TAK NG ACT �ON ON THE ATTACHED MATERIALS? (Purpose/ , Rationale) : Will allow the Lib ary t pay fo printing of some of the materials needed for he implementation of he Au mation 'Isystem and transfer af funds to a PIR account for the payments d e the endor d contractors for the Automation system. COST/BENEFIT BUDGETA Y AND ERSONN L IMPACTS ANTICIPATED: � RECENED ��.. R��VED see above � DEC 5 D E C 0 8 1986 OFFlCE OF THE DIRECTOR MAYtiR'S 0��r� DEPAR7MEN"F OF FMqNCE AND MANAGEiWENT $ERVICES FINANCING SOURCE AND UDGET CTIVI NUMBER CHARGED OR CREDITED: (Mayor's signa- ture not re- Total Amount of Tr nsacti n: S �+,813 quired if under $10,000) Funding Source: 3 420 - ibrary �Aides and Grants Activity Number: 350 - 3420 ATTACHMENTS List and Numbe All A �achments : �E �� Council Resol tian I N�V ?+� � �� DEPARTMENT REVIEW CITY ATTORNEY REVIEW es No Council Resol tion R ',quired? esolution Required? es � No Yes �N� Insura ce Req ired? Insurance Sufficient? es No Yes �IVo Insura ce Att ched: (S E REVE lSE SIDE FOR INSTRUCTIONS) Revised 12/84