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99-945Council File # Green Sheet # Presented By: RESOLUTION OF SAINT PAUL, MINNESOTA Referted To: Committee: Date as 1 Whe�eas, if is generalty recogn'ved ihatthere is i�sk associated wRh compu[¢rs, computsr syscems, antl au[omatetl tlevices celated [o ihe change in tlat¢ from 2 theyear1999tOth¢yeat2000,antl 3 4 Whefeas,celebrdlionwithintheCityof58intPdulatyea�enticonnectedtothenewmi11e0niumwilllikelyb6eMensive,dntl 5 6 Whereas, tlirectors, managers, antl empioyees of the City of Saint Paul have been planning and preparing for the oncoming of Ne "Y2K" problem for many 7 months,antlha�ereatlietlthemselvesintheareasofcommunications,publicsafety,internalremediation,andcontingenryplanning,and 8 9 Whereas, it�¢ �irec[or of fhe Office of Financial Services has preparetl antl implemeMetl a pmcess fo� solicNng and reviewing requesis from tlepartrnents for 10 budget monies associated wiih elements of ti�e Cit�+s Y2K Contingenty Plan antl the Internal Remetliation Plan, antl N t2 Whereas,a1999hutl9etamentlme�twa5proposedhytheMayorandadoptedhytheCOmcilinJUne,1999,providingbudgetauthoriryforsomeY2Krelated t3 costr identifietl earlier, and 74 15 Whereas, deparbnent sfaff and the city's Y2K managers have itl¢nEied atltlitional Y2K costs, and 76 17 Whereas,thesfaffotthe6utlgetSec[ionofFinancialServiceshaveanatyzetl[henewrequest5antlmatlerecommentlations,antltheDirectorofFinancial t6 Serviceshastakenpositionsonriskantlfinancialstanding.antlmadetlecisionsonfundingthese�eQUests,and t9 20 Whereas,theDirectorofFinancialServices,atyearentlt998,tlesignatedaportionoftheCity'SGene2lFUndbalanceasaresourceforfuntlingneetlslinked 2t to V2K conc¢ms, and 22 23 Whweas, the blayor, pu[suartt tn Section 10A7.1 antl t0.07d ot the City Cha�ter, tloes cectify there is E80,095 in excess funds availaDle for apP�opriation, antl 26 therefore,recommendsthefollowingchangestothe1999AtlopfedBUdgetfor[heCityofSaintPaul: 25 26 CURRENTBUDGET CHANGES AMENOEDBUDGET 27 26 AutNo4ityi['a"Rectign¢eRecomiSlendetYEkce$s`Fuhds`antl0ricrea5'e�a DepaitmefiCAppropnatibir � : ��` "' ` '" ' ,� _,. 29 � , .. , , , ,. , , . � , � „� . ., ,.,, ., ,. � 30 FINANCING 7LAN 31 Fund Balancas 32 00�-09909A630 Oesignatetl Funtl Balance 643,764 &1,095 923,859 33 GeneralFUntlNetChangeBewuSeofAmentlment BO,a95 34 35 SPENDING PLAN 36 GeneralGOVernment-Y2KCPntingencyPlanningantllnternalRemetliation 37 001-09900At41 Overtime 2�1,364 6,000 217,366 38 001-09900�0279 general repairs 4.200 4.200 49 001-09900-0289 renW15 'H,525 1'1,525 40 007-09900-029] tlatapraces5in8service 257,788 44,000 30i,]88 4t 001�79900-0299 miscellaneousseNiees 75,000 26,000 10�,000 d2 001-09900-03541awenforcementsupplies 12,680 �2.680 43 001-09900A359 specialized supplies 63,911 63,9N 44 001-09900-0639 hinge beneflks 33.350 33,350 d5 007-09800-0833 gener0to�s t48.782 '148,TgZ 46 001-09900-0BAS specializetl Bquipment 9.752 9,752 47 009-09900-085� �atlio equipment 600 600 48 001-09900-0656 �PSOftware antl applications 14,872 4,095 98,90] 49 GeneralFUndNetGhangeBecauSeofAmentlment 80,095 50 51 Theqtfierefore,beitreSONetl,thattheCdyCOUncilapprov¢sthesechangestothe1999butlget Requested by Department of: 7echnoiogy & Management Service - on behalf of several departments and offices 0 Adoption Certified by Council Secretary: BY' / & — � � � T� Approved by�: Date � F�(/ J/� �� BY� � )«�� .- :��-�,:� . -�..-..' , . !... �! /. . �. � – by Director of Financial Serwces �'� SanrtPaulFSOeutle�seGeon( qnre G 9�t _3�t 5 � a 4L�.R 9 w,s�ee7 Adopted by Council: Date � c�. Cc t-�.�.�1 c � O£PARTMENT/OFFICE/COUNG�L DAT NdIT1ATED �� 5�"� s Financia�services 9/15/99 GREEN SHEET NO. 704279 COMACTPERSON&PHONE ODEPAR7MENTDIRECTOR O4 CITYCOUNC�L JoeReid(266-8543) � zQa'rvnrroru�er � s�crrvc�wc MUJIbGONOVUN41LAGtNIIAtlY(UA16) � 1OUIKtGIUt4tIN/1NGULLJtKVIGtJ Ob" YJVA60unOpg Q . � \� 3aMAYOR(ORASSISTAN'n a TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) acnoN reEQUesreo Approval of the aTtached councIl resolution inereasing the central 1999 budget for depamnent an.d office Y2K remediation and planning. REGOMMENDATIONS:Approve(A)osRe}ect(R) PERS�NALSERVICECONTRACTSMUSTANSWERTHEFOLLOWINGQUESTIONS: (EzpWin all yes answers an sepaate sheet antl atiach to green sheet) PLpNNINGCqMMISSION _ CNILSERVICECOMMISSIO 1.HasNispersoNfirtneverwoAceAUntlerawn4ac[forihisdepartrnent? GB CAMMITTEE _ YES NO � SinFF _ 2. Has Nis person/firtn ever been a tiry employee? olSfwCTCOURT _ VES NO SUProRTS WHICH COl1NCll0&IEGTtVE? 3.Oces this pecsoNfirtn possess a sltill not nortnaUy P�a by anY cLLrtE^tdry emploY�? YES NO INITIATNE PROBLEM, ISSUE, OPPORTUNffY (Who, What, When, Where, Why): Addirional wsts related to the Ciry's Y2K prepararion or correction of computer sys[ems have been idenrified. This request for funds is in addirion to the amount recommended by the Mayor and approved by the Ciry Council In June. The existence of the "Y2K" problem �s common knowledge. The staff of the City have done extensive work investigating the unpact of this problem on the City's computers, computer systems, and other automated devices. Acting on advice, a plan for "intemal remediation" has been prepazed. Costs for the needed conections have been estimated, and the capability to fit these into existing budgets has been explored. The FSO D'uector crafted a submission and review process to allow for the considaration of items that cannot fit into existing budgets. The City staff have also prepazed "contingency plans" so that critical city services can be provided at yeaz end 1999 and into the beginning of the yeaz 2000 even under the risk of some loss of typically available support service or supplies, or in ffie event of extraordinary demands for service. Again, there is cost associated with this plan that cannot fit into existing budgets. All requests for additional funds were scrutinized; only those approved by the FSO D'uector appear on flvs resolution. ADVANTAGESIFAPPROVED: Funding for the CSty's Y2K plans will be set into place. DISADVANTAGES IF APPROVED: $80,095 of the City's designated fund balance will no longer be available. DISADVANTAGESIFNOTAPPROVED: � ��+�+ b^��SLBC Y2K plans will have to be revised to fit within existing budgeted resources. SEP � 3 �999 TOTALAMOUNTOFTRANSACTION $$O�OJS COSTRiEVENUEBUDGETE�(CiRCLEONE) YES NO FUNDINGSOURCE G0IlCf31FllRd ACTNRYNUMBER OS9OO__ _ FINANCIAL INFORMATION: (EXPLAIN) All items approved for inclusion in trris request aze "one time" expenditures in nature, and, therefore, meet the test for the appropriate use of fund balances. It is expected that some amenedments to the 2000 budget will be needed to accommodate the City's Y2K needs. Council File # Green Sheet # Presented By: RESOLUTION OF SAINT PAUL, MINNESOTA Referted To: Committee: Date as 1 Whe�eas, if is generalty recogn'ved ihatthere is i�sk associated wRh compu[¢rs, computsr syscems, antl au[omatetl tlevices celated [o ihe change in tlat¢ from 2 theyear1999tOth¢yeat2000,antl 3 4 Whefeas,celebrdlionwithintheCityof58intPdulatyea�enticonnectedtothenewmi11e0niumwilllikelyb6eMensive,dntl 5 6 Whereas, tlirectors, managers, antl empioyees of the City of Saint Paul have been planning and preparing for the oncoming of Ne "Y2K" problem for many 7 months,antlha�ereatlietlthemselvesintheareasofcommunications,publicsafety,internalremediation,andcontingenryplanning,and 8 9 Whereas, it�¢ �irec[or of fhe Office of Financial Services has preparetl antl implemeMetl a pmcess fo� solicNng and reviewing requesis from tlepartrnents for 10 budget monies associated wiih elements of ti�e Cit�+s Y2K Contingenty Plan antl the Internal Remetliation Plan, antl N t2 Whereas,a1999hutl9etamentlme�twa5proposedhytheMayorandadoptedhytheCOmcilinJUne,1999,providingbudgetauthoriryforsomeY2Krelated t3 costr identifietl earlier, and 74 15 Whereas, deparbnent sfaff and the city's Y2K managers have itl¢nEied atltlitional Y2K costs, and 76 17 Whereas,thesfaffotthe6utlgetSec[ionofFinancialServiceshaveanatyzetl[henewrequest5antlmatlerecommentlations,antltheDirectorofFinancial t6 Serviceshastakenpositionsonriskantlfinancialstanding.antlmadetlecisionsonfundingthese�eQUests,and t9 20 Whereas,theDirectorofFinancialServices,atyearentlt998,tlesignatedaportionoftheCity'SGene2lFUndbalanceasaresourceforfuntlingneetlslinked 2t to V2K conc¢ms, and 22 23 Whweas, the blayor, pu[suartt tn Section 10A7.1 antl t0.07d ot the City Cha�ter, tloes cectify there is E80,095 in excess funds availaDle for apP�opriation, antl 26 therefore,recommendsthefollowingchangestothe1999AtlopfedBUdgetfor[heCityofSaintPaul: 25 26 CURRENTBUDGET CHANGES AMENOEDBUDGET 27 26 AutNo4ityi['a"Rectign¢eRecomiSlendetYEkce$s`Fuhds`antl0ricrea5'e�a DepaitmefiCAppropnatibir � : ��` "' ` '" ' ,� _,. 29 � , .. , , , ,. , , . � , � „� . ., ,.,, ., ,. � 30 FINANCING 7LAN 31 Fund Balancas 32 00�-09909A630 Oesignatetl Funtl Balance 643,764 &1,095 923,859 33 GeneralFUntlNetChangeBewuSeofAmentlment BO,a95 34 35 SPENDING PLAN 36 GeneralGOVernment-Y2KCPntingencyPlanningantllnternalRemetliation 37 001-09900At41 Overtime 2�1,364 6,000 217,366 38 001-09900�0279 general repairs 4.200 4.200 49 001-09900-0289 renW15 'H,525 1'1,525 40 007-09900-029] tlatapraces5in8service 257,788 44,000 30i,]88 4t 001�79900-0299 miscellaneousseNiees 75,000 26,000 10�,000 d2 001-09900-03541awenforcementsupplies 12,680 �2.680 43 001-09900A359 specialized supplies 63,911 63,9N 44 001-09900-0639 hinge beneflks 33.350 33,350 d5 007-09800-0833 gener0to�s t48.782 '148,TgZ 46 001-09900-0BAS specializetl Bquipment 9.752 9,752 47 009-09900-085� �atlio equipment 600 600 48 001-09900-0656 �PSOftware antl applications 14,872 4,095 98,90] 49 GeneralFUndNetGhangeBecauSeofAmentlment 80,095 50 51 Theqtfierefore,beitreSONetl,thattheCdyCOUncilapprov¢sthesechangestothe1999butlget Requested by Department of: 7echnoiogy & Management Service - on behalf of several departments and offices 0 Adoption Certified by Council Secretary: BY' / & — � � � T� Approved by�: Date � F�(/ J/� �� BY� � )«�� .- :��-�,:� . -�..-..' , . !... �! /. . �. � – by Director of Financial Serwces �'� SanrtPaulFSOeutle�seGeon( qnre G 9�t _3�t 5 � a 4L�.R 9 w,s�ee7 Adopted by Council: Date � c�. Cc t-�.�.�1 c � O£PARTMENT/OFFICE/COUNG�L DAT NdIT1ATED �� 5�"� s Financia�services 9/15/99 GREEN SHEET NO. 704279 COMACTPERSON&PHONE ODEPAR7MENTDIRECTOR O4 CITYCOUNC�L JoeReid(266-8543) � zQa'rvnrroru�er � s�crrvc�wc MUJIbGONOVUN41LAGtNIIAtlY(UA16) � 1OUIKtGIUt4tIN/1NGULLJtKVIGtJ Ob" YJVA60unOpg Q . � \� 3aMAYOR(ORASSISTAN'n a TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) acnoN reEQUesreo Approval of the aTtached councIl resolution inereasing the central 1999 budget for depamnent an.d office Y2K remediation and planning. REGOMMENDATIONS:Approve(A)osRe}ect(R) PERS�NALSERVICECONTRACTSMUSTANSWERTHEFOLLOWINGQUESTIONS: (EzpWin all yes answers an sepaate sheet antl atiach to green sheet) PLpNNINGCqMMISSION _ CNILSERVICECOMMISSIO 1.HasNispersoNfirtneverwoAceAUntlerawn4ac[forihisdepartrnent? GB CAMMITTEE _ YES NO � SinFF _ 2. Has Nis person/firtn ever been a tiry employee? olSfwCTCOURT _ VES NO SUProRTS WHICH COl1NCll0&IEGTtVE? 3.Oces this pecsoNfirtn possess a sltill not nortnaUy P�a by anY cLLrtE^tdry emploY�? YES NO INITIATNE PROBLEM, ISSUE, OPPORTUNffY (Who, What, When, Where, Why): Addirional wsts related to the Ciry's Y2K prepararion or correction of computer sys[ems have been idenrified. This request for funds is in addirion to the amount recommended by the Mayor and approved by the Ciry Council In June. The existence of the "Y2K" problem �s common knowledge. The staff of the City have done extensive work investigating the unpact of this problem on the City's computers, computer systems, and other automated devices. Acting on advice, a plan for "intemal remediation" has been prepazed. Costs for the needed conections have been estimated, and the capability to fit these into existing budgets has been explored. The FSO D'uector crafted a submission and review process to allow for the considaration of items that cannot fit into existing budgets. The City staff have also prepazed "contingency plans" so that critical city services can be provided at yeaz end 1999 and into the beginning of the yeaz 2000 even under the risk of some loss of typically available support service or supplies, or in ffie event of extraordinary demands for service. Again, there is cost associated with this plan that cannot fit into existing budgets. All requests for additional funds were scrutinized; only those approved by the FSO D'uector appear on flvs resolution. ADVANTAGESIFAPPROVED: Funding for the CSty's Y2K plans will be set into place. DISADVANTAGES IF APPROVED: $80,095 of the City's designated fund balance will no longer be available. DISADVANTAGESIFNOTAPPROVED: � ��+�+ b^��SLBC Y2K plans will have to be revised to fit within existing budgeted resources. SEP � 3 �999 TOTALAMOUNTOFTRANSACTION $$O�OJS COSTRiEVENUEBUDGETE�(CiRCLEONE) YES NO FUNDINGSOURCE G0IlCf31FllRd ACTNRYNUMBER OS9OO__ _ FINANCIAL INFORMATION: (EXPLAIN) All items approved for inclusion in trris request aze "one time" expenditures in nature, and, therefore, meet the test for the appropriate use of fund balances. It is expected that some amenedments to the 2000 budget will be needed to accommodate the City's Y2K needs. Council File # Green Sheet # Presented By: RESOLUTION OF SAINT PAUL, MINNESOTA Referted To: Committee: Date as 1 Whe�eas, if is generalty recogn'ved ihatthere is i�sk associated wRh compu[¢rs, computsr syscems, antl au[omatetl tlevices celated [o ihe change in tlat¢ from 2 theyear1999tOth¢yeat2000,antl 3 4 Whefeas,celebrdlionwithintheCityof58intPdulatyea�enticonnectedtothenewmi11e0niumwilllikelyb6eMensive,dntl 5 6 Whereas, tlirectors, managers, antl empioyees of the City of Saint Paul have been planning and preparing for the oncoming of Ne "Y2K" problem for many 7 months,antlha�ereatlietlthemselvesintheareasofcommunications,publicsafety,internalremediation,andcontingenryplanning,and 8 9 Whereas, it�¢ �irec[or of fhe Office of Financial Services has preparetl antl implemeMetl a pmcess fo� solicNng and reviewing requesis from tlepartrnents for 10 budget monies associated wiih elements of ti�e Cit�+s Y2K Contingenty Plan antl the Internal Remetliation Plan, antl N t2 Whereas,a1999hutl9etamentlme�twa5proposedhytheMayorandadoptedhytheCOmcilinJUne,1999,providingbudgetauthoriryforsomeY2Krelated t3 costr identifietl earlier, and 74 15 Whereas, deparbnent sfaff and the city's Y2K managers have itl¢nEied atltlitional Y2K costs, and 76 17 Whereas,thesfaffotthe6utlgetSec[ionofFinancialServiceshaveanatyzetl[henewrequest5antlmatlerecommentlations,antltheDirectorofFinancial t6 Serviceshastakenpositionsonriskantlfinancialstanding.antlmadetlecisionsonfundingthese�eQUests,and t9 20 Whereas,theDirectorofFinancialServices,atyearentlt998,tlesignatedaportionoftheCity'SGene2lFUndbalanceasaresourceforfuntlingneetlslinked 2t to V2K conc¢ms, and 22 23 Whweas, the blayor, pu[suartt tn Section 10A7.1 antl t0.07d ot the City Cha�ter, tloes cectify there is E80,095 in excess funds availaDle for apP�opriation, antl 26 therefore,recommendsthefollowingchangestothe1999AtlopfedBUdgetfor[heCityofSaintPaul: 25 26 CURRENTBUDGET CHANGES AMENOEDBUDGET 27 26 AutNo4ityi['a"Rectign¢eRecomiSlendetYEkce$s`Fuhds`antl0ricrea5'e�a DepaitmefiCAppropnatibir � : ��` "' ` '" ' ,� _,. 29 � , .. , , , ,. , , . � , � „� . ., ,.,, ., ,. � 30 FINANCING 7LAN 31 Fund Balancas 32 00�-09909A630 Oesignatetl Funtl Balance 643,764 &1,095 923,859 33 GeneralFUntlNetChangeBewuSeofAmentlment BO,a95 34 35 SPENDING PLAN 36 GeneralGOVernment-Y2KCPntingencyPlanningantllnternalRemetliation 37 001-09900At41 Overtime 2�1,364 6,000 217,366 38 001-09900�0279 general repairs 4.200 4.200 49 001-09900-0289 renW15 'H,525 1'1,525 40 007-09900-029] tlatapraces5in8service 257,788 44,000 30i,]88 4t 001�79900-0299 miscellaneousseNiees 75,000 26,000 10�,000 d2 001-09900-03541awenforcementsupplies 12,680 �2.680 43 001-09900A359 specialized supplies 63,911 63,9N 44 001-09900-0639 hinge beneflks 33.350 33,350 d5 007-09800-0833 gener0to�s t48.782 '148,TgZ 46 001-09900-0BAS specializetl Bquipment 9.752 9,752 47 009-09900-085� �atlio equipment 600 600 48 001-09900-0656 �PSOftware antl applications 14,872 4,095 98,90] 49 GeneralFUndNetGhangeBecauSeofAmentlment 80,095 50 51 Theqtfierefore,beitreSONetl,thattheCdyCOUncilapprov¢sthesechangestothe1999butlget Requested by Department of: 7echnoiogy & Management Service - on behalf of several departments and offices 0 Adoption Certified by Council Secretary: BY' / & — � � � T� Approved by�: Date � F�(/ J/� �� BY� � )«�� .- :��-�,:� . -�..-..' , . !... �! /. . �. � – by Director of Financial Serwces �'� SanrtPaulFSOeutle�seGeon( qnre G 9�t _3�t 5 � a 4L�.R 9 w,s�ee7 Adopted by Council: Date � c�. Cc t-�.�.�1 c � O£PARTMENT/OFFICE/COUNG�L DAT NdIT1ATED �� 5�"� s Financia�services 9/15/99 GREEN SHEET NO. 704279 COMACTPERSON&PHONE ODEPAR7MENTDIRECTOR O4 CITYCOUNC�L JoeReid(266-8543) � zQa'rvnrroru�er � s�crrvc�wc MUJIbGONOVUN41LAGtNIIAtlY(UA16) � 1OUIKtGIUt4tIN/1NGULLJtKVIGtJ Ob" YJVA60unOpg Q . � \� 3aMAYOR(ORASSISTAN'n a TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) acnoN reEQUesreo Approval of the aTtached councIl resolution inereasing the central 1999 budget for depamnent an.d office Y2K remediation and planning. REGOMMENDATIONS:Approve(A)osRe}ect(R) PERS�NALSERVICECONTRACTSMUSTANSWERTHEFOLLOWINGQUESTIONS: (EzpWin all yes answers an sepaate sheet antl atiach to green sheet) PLpNNINGCqMMISSION _ CNILSERVICECOMMISSIO 1.HasNispersoNfirtneverwoAceAUntlerawn4ac[forihisdepartrnent? GB CAMMITTEE _ YES NO � SinFF _ 2. Has Nis person/firtn ever been a tiry employee? olSfwCTCOURT _ VES NO SUProRTS WHICH COl1NCll0&IEGTtVE? 3.Oces this pecsoNfirtn possess a sltill not nortnaUy P�a by anY cLLrtE^tdry emploY�? YES NO INITIATNE PROBLEM, ISSUE, OPPORTUNffY (Who, What, When, Where, Why): Addirional wsts related to the Ciry's Y2K prepararion or correction of computer sys[ems have been idenrified. This request for funds is in addirion to the amount recommended by the Mayor and approved by the Ciry Council In June. The existence of the "Y2K" problem �s common knowledge. The staff of the City have done extensive work investigating the unpact of this problem on the City's computers, computer systems, and other automated devices. Acting on advice, a plan for "intemal remediation" has been prepazed. Costs for the needed conections have been estimated, and the capability to fit these into existing budgets has been explored. The FSO D'uector crafted a submission and review process to allow for the considaration of items that cannot fit into existing budgets. The City staff have also prepazed "contingency plans" so that critical city services can be provided at yeaz end 1999 and into the beginning of the yeaz 2000 even under the risk of some loss of typically available support service or supplies, or in ffie event of extraordinary demands for service. Again, there is cost associated with this plan that cannot fit into existing budgets. All requests for additional funds were scrutinized; only those approved by the FSO D'uector appear on flvs resolution. ADVANTAGESIFAPPROVED: Funding for the CSty's Y2K plans will be set into place. DISADVANTAGES IF APPROVED: $80,095 of the City's designated fund balance will no longer be available. DISADVANTAGESIFNOTAPPROVED: � ��+�+ b^��SLBC Y2K plans will have to be revised to fit within existing budgeted resources. SEP � 3 �999 TOTALAMOUNTOFTRANSACTION $$O�OJS COSTRiEVENUEBUDGETE�(CiRCLEONE) YES NO FUNDINGSOURCE G0IlCf31FllRd ACTNRYNUMBER OS9OO__ _ FINANCIAL INFORMATION: (EXPLAIN) All items approved for inclusion in trris request aze "one time" expenditures in nature, and, therefore, meet the test for the appropriate use of fund balances. It is expected that some amenedments to the 2000 budget will be needed to accommodate the City's Y2K needs.