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86-1723 WHITE - C�TV CLERK PINK - FINANCE G I TY O F SA I NT PA LT L Council �/7�3 CANARV - DEPARTMENT Bl_UE - MAVOR File NO. � uncil Resolution - Presented By S -�...� Referred To Committee: Date Out of Committee By Date WI�RF��,S, The Mayor, pursu t to tion 10.07.1 of the City Charter, does certif that there are available r appr priation revenues in excess of those estimated in the 1986 budget; and Tnk�FtEAS, The Mayor rec s the following changes to the 1986 budget: Current Amerided Budget Changes Budget FII�NCING PLAN U01 General Fund 0200 Fund Balance, nreser ecl Undesignated 1,840,252 +65,000 1,905,252 All Other Financi.ng 108,950,981 0 108,950,981 110,791,233 +65,000 110,856,233 SPEI�IDING PLAN 00]. General Fund Police Department 04307 Transportatio /Fleet Services/Property /Central Supp y 04307-0341 Motor Fu 1 247,500 +65,000 312,500 04307 All Other ing 1,609,367 0 1,609,367 All Other Speryding 108,934,366 0 108,934,366 110,791,233 +65,000 110,856,233 NEr CHANGE +65,000 RESQLVID, That the City Co cil a roves these changes to the 1986 budget. Financing is Avail le Approval Recomner�ded ----- --�—`— — --` — --- 11__=,F:�'rar'L � I�='� �� -- COUNC[LMEN Requested by Department of: Yeas Drew Nays Police Department �'"'"""" In Favor Rettman SFheibel /1 Sonnen �Y _ Against BY Tedesco Wilson DE 3 � ��u Form Approved by City Attorney Adopted by Council: Date Certified Y•s b Council S t BY By, Appr by Mavor. te A� � [ �q�7 Appro Mayor for Submis n o CdQ cil B ��l54��D ����,f 3 1 C� ��87 � DEPARTMENT U`�� �7 �� 2920 CONTACT � PHONE 11-17-86 DATE 1 e V� Qi ASSIGN NUMBER FOR ROUTING 0 DER C i All Locations for Si nature : i Department Direc�or 5 Director of Management Mayor 3 Finance and Management ervice Director 6 City Clerk _ 2 Budget Director 4 City Attorney WHAT WILL BE ACHIEVED BY TA ING AC ION ON THE ATTACHED MATERIALS? (Purpose/ Rationale) : $82,500.00 was cut from 0 307-034 (The Police Dept's Transportation/Fleet Servic s/Property/ Central Supply Activity b get f motor fuel) in Spring 1986. The Police Dept. has requ sted re toration�of the cut amount to cover anticipate fuel use through the end of 1986. The Budget Director ident ied Un eserved Undedicated Fund Balance for restorati n for part of the request. COST/BENEFIT, BUDGETARY AND PERSON EL IMPACTS ANTICIPATED: $65,000 of Unreserved Unde icated Fund Balance will be used to finance additiona spending authority for motor fuel i the P lice Dept's Transportation/Fleet Service/Prope ty/ Central Supply Activity. °� � �P �� t`� l FINANCING SOURCE AND BUDGET ACTIVI NUMBER CHARGED OR CREDITED: (Mayor's signa- ture not re- Total Amount of Transacti n: quired if under $ 5,000.00 $10,00Q) Funding Source: Unreser ed, Un edicated Fund Balance Activity Number: 0200 ° RECEIVED ATTACHMENTS List and Numbe All At achments : '"�- 1. Resolution Q�� 17 1986 2. Sturner 9-8-86 memo OFFICE OF THE DIRECTOR 3. Budget Office memo/anal sis DEPARTMENT OF FINANCE AND MANAGEMENT SERVIC DEPARTMENT REVIEW CITY ATTORNEY REVIEW X Yes No Council Resolu ion Re uired? Resolution Required? s No Yes X No Insurance Requ'red? Insurance Sufficient? s No Yes �No Insurance Atta hed: (SE REVER E SIDE FOR INSTRUCTIONS) Revised 12/84 HOW TO USE THE GREEN SHEET ' The GREEN SHEET has several PURPOSES: ' 1. to assist in routing documents and in securing required signatures 2. to brief the reviewers 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. The COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS heading provides space to explain the cost/benefit aspects of the decision. Costs and benefits related both to City budqet (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-Ti.me Equivalent (FTE) positions. If a CONTRACT amount is less than $10,000, the Mayor's signature is not required, if the department director signs. A contract must always be first signed by the outside agency before routing through City offices. Below is the preferred 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 ADMINISTRATIVE ORDER (Budget Revision) ADMINISTRATIVE ORDERS (all others) 1. Activity Manager 1. Initiating Department 2. Department Accountant 2. City Attorney 3. Department Director 3. Director of Management/Mayor 4. Budget Director 4. City Clerk 5. City Clerk 6. Chief Accountant, F&MS COUNCIL RESOLUTION (Amend. Bdgts./Accept. Grants) COUNCIL RESOLUTION (all others) 1. Department Director 1. Initiating Department 2. Budget Director 2. City Attorney 3. City Attorney 3. Director of Management/Mayor 4. Director of Management/Mayor 4. City Clerk 5. Chair, Finance, Mngmt. & Personnel Com. 5. City Council 6. City Clerk 7. City Council 8. Chief Accountant, F&MS SUPPORTING MATERIALS. In the ATTACHMENTS section, identify all attachments. If the Green Sheet is well done, no letter of transmittal need be included (unless is gning 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 one o£ the attachments at time of routing. Note: Actions which require City Council Resolutions include: 1. Contractual relationship with another governmental unit. 2. Collective bargaining contracts. 3. Purchase, sale or lease of land. 4. Issuance of bonds by City. 5. Eminent domain. 6. Assumption of liability by City, or granting by City of indemnification. 7. Agreements with State or Federal Government under which they are providing funding. 8. Budget amendments. 1 , � �� ���- i�:�� � :�:: CITY Of SAINT PAUL NTERDEPARTMENTAL MEMORANDUM November 17, 198 TO: Greg Blees r FROM: Barbara J anett �-���r�ti'l `�t RE: Police Requ st fo Additional Motor Fuel Dollars Attached is a Ge eral und budget amendment to cover a Police Department reque t for additional dollars for motor fuel in th Transportation/F eet S rvices/Property/Central Supply Activity. based on new informati n I have gathered si ce ou conversation on November 13. This recommendation i base on: Greater t an 90 of the expenditures charged against Ob 'ect expenditu e cod 0341-Motor Fuel is for gas bought on credit by patro cars at gas stations throughout the Ci y. Bill Carr 11 sa d that bulk fuel purchases have decline since the 1973 as shortages and since renovation of th garage. Jim Elwoo who andles payment of monthly bills reports that the urren rate per gallon of regular/no lead gas is $.85 and iesel fuel is $.93. The City gets a .09$ discount n reg lar/no lead gas and a .15$ discount on diesel fu 1 res lting in actual price per gallon of $.7 and $.79 espec ively. . Barb Rens aw re orts that a $32,000.00 per month rule o thumb is sed t budget motor fuel costs. This is what the monthly a erage expense was in 1985 when the price of g s averaged 1.30 er gallon. 1986 year-to-date monthly average e pense is $26,700.00 with pump prices averagin less than a $1. 0 per gallon. My recomm ndati n is based on actual expenditures in November f 198 which was $36,119.45 to allow for high r fuel use 'n col er weather and because no one can expla n the $60,9 1.11 ecember 1985 expense except as a quirk n billing. $72,2 8.90 (36,119.45 x 2) translates into 55, 68 gallons o gas sed at $1.30 per gallon. ia�:;�► . . _ ,... �� �9-8 , 74,i�����llo�s o� gae, Q:� �►e pt�r��l�r�ed at a,l��� �•� � ,a�,�...€or a �cat��� a� �-����.�3�. �&�� �lte D��'��t � �aas �r+�y aver�+��. t�s3� ��s, �e•1 •in ��e a� �-i� acativity. by �2�,�8�l.8@� I �ta��e i�� d c�re�€agai f_,�a , d�i��:t ir� �y� r����e�{�3,,-�43:�� °�-�- $�'i`�`. �• �b y6�,7.3,4� �, . - ,. �,.::� �- �7a3 ��' ��.� m�.. CITY OF SAINT PAUL I TERDEPARTMENTAL MEMORANDUM T0: Greg Blees FROM: Deputy Chief Sturner SUBJ: 1986 Motor Fu 1 Allo ation DATE: September 8, 986 When the Departmen prepa ed its individual unit budget requests for 1986, the Manager of the Tran portat 'on/Fleet Unit requested $468,000 for motor fue based on his estimate that t e flee would consume approximately 360,000 gallons of fuel at a ---____... __.._.__._._.—__ . _� _ __.------- per gallon cost of $1.30. As the budget wound its way t�irough�-"t�i-e pro ess,-��uel prices mo erate a we merged from the Mayor/Council approved budge with an allocation of $330,0 0. In May of 1986, in order to correct a citywide revenue shortage, the Mayor and Council reduced aut orized budgeted allocations in a large number of a counts by means of an adminis rative order. Included in that general reduction was a cut of $82,500 in account n mber 0 0307-341 (Motor Fuel) which resulted in an amen ed budget authorization of $2 7,500. As we anticipated at that time, our historica usage of motor fuel clearly i dicate that the amended budget would not be sufficien to cover the year. Based on the best estimates of Mr. Bill Carroll and Sergeant Joe Doran, w o manages the fleet services, he afo mentioned account will be fully encumbered som time this month. It will be ne essary therefore, to transfer $82,500 back into tha account. Our best estimate a this ime, based on the limitations placed on our f recasting by the FM80 system, is that the originally approved amount of 0,000 wi be very close to the actual ount e pended. Thank you for your co sidera ion in this matter. JS/laf attachments cc: Chief McCutcheon Captain Buhl Sergeant Doran B. Renshaw W. Carroll ow�. - - -- - �•�• ••� a ! A V L ��!'!'IC�: nr TlIY, MAYC)R -�r-�7a3 ...�.. � ADMINIS7RATIVE ORDER N � i�l'IK:Ei'it�17ti1().\ p� : ��IL�-IS.�R,�.m.E() Page 5 of 6 ER. istern�r:tn t�+e autho.ity�.ant a me w��o���a a�a a ene o,n�o+_ va�-,�„� M'r°' t S+an�o.o�.�a �r a�sr+e.,�e a f,�„�,,,��,,�, a'�a neral - ^�9��t a au iva b unend said �.IAe Orectw a Oepsnment . budpet in the tol{Owin�Ry�,1er: 13226,03213,03202 Publ i Heal h �� �"1er0�0 )3226-857 Data Process azdwa e &� - 8"d�et )3212-111 Full Time Cer ified 1.750 �l, �s � � 13202-372 Heating Oil 101, 935 (25,15 )' 76,785 4,000 (1, 00 ) (1, 000} (27, 90 ) �EPT OF COMMUNITY SERVIC : TO L: (104, 48 ) IRE AND SAFETY SERVICES 5004,p5120 Fire Support ��rvi es Div 5004-386 Clothing-Dnifo ns 5120 Fire Operations Di ision 230,000 (150, 000) 80 000 5120--343 M,otor Fuel � 75, 000 (18, 750 56, 250 IRE AND SAFETY SERVICES T�TAL. -----" s (168, 750 �- �LICE � -T 5000 Police Admin Div � -� 1000-298 Investioations �000-354 Law Enforcernent 63, 000 (13, 000) 50,000 w I000-356 Safety Supplies S, 000 (1, S00) 3, 500 ►000-381 Books Periodica s Pic Records 3. 000 (1, 500) 1, 500 � 1000-386 Clothing-Unifor4s 8, 516 (1,000) 7, 516 36, 000 (10, 000) 26,000 " 300,04308,04301,04303,0 :02, (27, 000) °- 340,04307 Tech � Su�,�or �tdf . 300-857 Data Process Har -�:are "` 30Z-851 Radio EquiFr.�ent 6, 6D0 (6, 600) p 301-811 �r�ewr iters S4•200 (8, 550) 45,650 �" 303-381 Books Periodical Pict Records $• 350 (3,000) 5,350 � � 303-215 Fees-Medical �� 718 (2,350)�. 2,368 ~ 302-�79 Other-Repair and Mtc 32' Z25 (5,000) 27,225 340-'�2�Aeat ing Oi 1 30,000 (10,000). 20,000 ��y 307� Mator Fuel 12,000 (3,000) � 9,000 r,�� 330,000 (82, 500j 247,500 - _ - _ _ ---(1Z1.000) � - LICE TOTAL• �`�' P"o".o�, k,�rwn.o.� (148,000) `' �1°°rww°y M'y°` :�d �ws �-`.'�L _ �M t anc�w � o.r . 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' SUPPLIES AN SERVI ES: �-�7.�3 ITEM COST PURPOSE AND RESUL S EXPECTE� 274. Vehicle maintenan e se ce gyS2,3�3.pp Kaintain the Fleet t its proper (labor) opersting level. 341 Vehicle maintenan supp ies $468,000.00 Estimated eost per allon $I.30 (mctor fuel based on appro�at y 360,000 galloas to be used y the Fleet. 342 Tires S21,610.00 I 343 Oil/Lubricants $8,840.0(1 344 Parts for Vehicle � $161,306.00 � 283 Rental of vehicle Mayor car #500 from ¢2700 i 1985 0 $2900.00 $2900 in 1986 245 Advertising $440.00 For disposal of co emned vehicles _ _��_�� � �uh -TpT I$1,145,439.00 � � � + 283 P.etital of � ��ne 1 ciri e ' .�0 , O��. 0� I �n tliose occasio s wlien 1��e ve}iicles dtirin� sno��� ! � tiave serious sno� storms otir emer�encies � � ve}iicles o�'ten C ilIlOt Ret throurt}i tlte c1eeP siiow to ' resp�nci to er�er� ncv cails . ` ;;'e ti•�ill lease 4 � lieel c3rive � vehicles for thi nur�ose ; � to use tintil the snoi�� is i nlo��cci 1t;av ancl � c can use � our o�rn ve'iicles aRain. � , i � � i "1'ota �.1 , 175 ,439 . :1(1 : I � ' I � 1 If necessary, continue ith thi columnar form on odditionol sheets. e� �� �..J._.:.'_'>r•,:_,,...�.i�.:��,r._..-.t.. . . . . . . - r -r -.« -n. • -. . .'- . . . - a . . - • ... . �-,..-�. .t...'_ . _'•" _ . .w.. .. . =r s- . . . _.