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85-963 WMITE - G7Y CLERK PINK '' - FINANCE GITY OF SAINT PAUL Council //d' CANARV - DEPARTMENT File NO• /�� BLUE - MAYOR � r �C unci Resolution Presented By � . / Referred To �l n��h/C�-� Committee: Date � °�� v Out of Committee By Date WHEREAS, The Mayor, pursuant to Section 10.7 . 1 of the Charter of the city of St.Paul, does certify that there are available for appropriation total revenue in excess of those estimated in the 1985 Budget; and WHEREAS, Council File No. 277510, adopted October 1, 1981, did establish certain Special Fund Policies; and � WHEREAS, The Mayor recommends that the following additions be made to the 1985 Budget: 320 Housing & Building Code Enforcement Special Revenue Fund FINANCING PLAN Current Budget Changes Amended Budget TRUTH IN SALE OF HOUSING 33335-4091 FEES, SALES & SERVICE 0 25 ,000 25,000 Special Projects 33315- FUND BALANCE 107,648 12,290 119,938 TOTAL FINANCING 107,648 37,290 144,938 CONTINUED ON PAGE TWO -�----. --�` „� — COUfVCILMEN Requested by Department of: Yeas Nays Fletcher Drew In Favor Masanz Nicosfa Scheibel __ Against BY ' Tedesco Wilson Form Approved Cit Attorn Adopted by Council: Date Certified Passed by Council Secretary BY sy � 6lpproved by Mavor: Oate Approv Mayor for Submiss' to oun ' By By WHITE - CITV CLERK PINK� - FINANCE G I TY OF SA I NT PAIT L Council �//� CANARV - DEPARTMENT File NO. �/� �� B�UE - MAYOR � � Council Resolution Presented By Referred To Committee: Date Out of Committee By Date PAGE TWO HOUSING AND BUILDING CODE ENFORCEMENT SPENDING PLAN TRUTH IN SALE OF HOUSING 33335-111-000 SALARIES 0 27, 924 27,924 33335-235-000 AUTO ALLOWANCE 0 1,000 1,000 33335-242-000 DUPLICATING 0 500 500 33335-245-000 ADVERTISING 0 150 150 33335-246-000 FILM PROCES5ING 0 75 75 33335-367-000 TRAINING SUPPLIES 0 300 300 33335-387-000 PHOTO SUPPLIES 0 150 150 33335-439-000 FRINGE BENEFITS 0 7,191 7,191 TOTAL 5PENDING PLAN - 33335 0 37,290 37,290 PRIOR USE OF FUND BALANCE - 33315 107,648 0 107,648 TOTAL 107,648 37,290 144,938 --------- --------- --------- --------- --------- --------- NOW THEREFORE, BE IT RESOLVED, That the City Council adopts the above additions to the 1985 Budget. APPROVED • � � Bud et Director COUNCILM�N Requested by Department of: Yeas SGy�/'n/��/ Nays �- Community Services °'ew / In Favor Masanz l�M� Nicosia � �� scneibe� __ A gai n s t Y ' 7edesco Wilson JUL 1 8 1985 Form Approve City t rne Adopted by Council: Date Certified Pa•s d uncil , cre ar BY By � �pproved by vor. D � —��—��UL 1 g 19 Appr by Mayor for Sub i to Council By � B ��t�Lfs�i�� JUL 2 '� 19$5 Community 5ervices DEPARTMENT ��,� �9�03 N� 679 . Robert Beikler C(?�ITACT' 298-4431 PHONE `� 05/30/85 DATE 1 e�� e ASSIGN NUMBER FOR ROUTING ORDER (Clip All Locations for Signature) : �(I� 1 , /� Department Director 4 Director of Managem ayor 8 � ' 8 Finance and Management Services Director 6 City Clerk ��/q]'r N 2 Budget Director � C�air,Finaru�,Mgmt & Perso�RN`` 3 City Attorney 7 City Council WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/ Rationale) : Shifting of Activity in Housing and Building Code Enforcement from the general fund to a special revenue fund according to 1985 schedule in attached Memorandum of Agreement. RECEIVED �\�a L��_ JUN 4 1g85 COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED: CITY ATTORNEY In accordance with the "Revenue Center concept" in The RAND Study. FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa- ture not re- Total Amount of Transaction: $37,290 quired if under $10,00Q) Funding Source: Service Fees Activity Number: 33335 �,,, ��-L�; -,.,.. AT7ACHMENTS (List and Number All Attachments) : U� '�J J ��% c; .9 , � � Council Resolution ��Ry'�-�,, � Memorandum of �igreement �J ��a�Cf DEPARTMENT REVIEW CITY ATTORNEY REYIEW X Yes No Council Resolution Required? Resolution Required? Yes No Yes X No Insurance Required? Insurance Sufficient? Yes No Yes x No Insurance Attached: (SEE REVERSE SIDE FOR INSTRUCTIONS) Revised 12/84 HOW TO USE THE GRE�N 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 C05T/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS heading provides space to explain the cost/benefit aspects of the decision. Costs and benefits related 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. 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&M5 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 signing such a letter is one of the requested actions) . Note: If an agree�lient requires evidence of insurance/co-insurance, a Certificate of Insurance should be one of the attachments at ti.me of routing. Note: Actions which require City Council Resolutions include: l. Contractual relationship with another governmental unit. 2. Collective bargaining contraets. 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. � . � (;F �'�� 9�-3 MEMORANDUM OF AGREEMENT The Department of Community Services and the City Budget Office has developed a plan to shift the majority of activity in the Division of Housing and Building Code Enforcement (HBCE) from the General Fund to a Special Revenue Fund. This new initiative is designed as a multi-year plan which may be refined or amended over time. A. PROJECTED STRUCTURE OF HBCE BY O1 O1 88 GENERAL FUND PROJECTED ACTIVITY TITLE FTE' s 03300 Administration 2 03301 Office Services 6 03303 Zoning Services 2 03309 NHS - City Share 2 SUBTOTAL 12 SPECIAL FUND PROJECTED ACTIVITY TITLE FTE' s 33310 Bldg Constr. Insp. 33 33315 Special Projects 5 33320 Plan Examination 5 33325 Wrecking & Boarding 2 33330 City Bldg Design/Insp. 7 33335 Truth in Sale 2 SUBTOTAL 54 DIVISION TOTAL 66 In comparison the 1985 approved budget,after shifting the certificate of occupancy program to the fire department has 61 FTE's in the general fund and 5 FTE's in special funds for a total of 66. B. R$VSNIIE 1. We recommend using the Statg of Minnesota Building Code fee schedule as a minimum fee structure. Our goal is to have City of Saint Paul fees reflect the proper and total cost of the services provided. 2. In 1985 excess revenue in activity 03310 over the budget projected revenue will be �eposited in the special fund as working capital for 1986 . 3. We project to keep contractor licensing and testing in activity 03301. The associated revenue would be deposited in the general fund and off-set the division' s indirect cost rate from this activity. . . . . . �>��,,= ��,3 C. EXPENSES, CASH AND FUND BALANCES l. We project an annual need for a Jan. l fund balance equal to 15$ of the projected spending budget and a cash balance equal to 20$ (as fees are collected before services are rendered and deposits are held for various services) . Our target is to have acheived this fund balance by 1/1/90 . Interim goals for fund balance are 5$ for 1/1/87 and 10$ for 1/1/88. To achieve this goal, the charging of the City Central Service Cost would be phased in at 25$ in 1987, 50� in 1988 , 75$ in 1989, and 100$ in 1990 . 2. The charging of fringe benefits will start immediately upon transfer to the special fund. Transfer of various activities will be according to the attached schedule. 3. Division overhead (administration and office services) will be prorated based upon FTE' s or other similar method and charged back to the special fund. Any item that can be directly charged will be placed in the proper activity' s budget. This divisional indirect cost plan will be developed and implemented on or before O1/O1/87. It will be phased in based upon adequate fund balance and fee structures. We project the following as a minimum; 1987 at 50$, 1988 at 75$, and 1989 at 100� of the division cost rate. 4. Items chargeable to the general fund, such as design and inspection of city-owned buildings, will be reimbursed to the special fund from the general fund with an operating cash transfer. A transfer line item will be established in the administration activity code. � /�� s � KATH EEN STACK GREGORY BLEES DI CTOR — C U Y SERVICES BUDGET DIRECTOR , , �-w �d�.�_ GLEN ERICKSON S SNYDER BUILDING CODE OFFICIAL CHIEF ACCOUNTANT SJ/J/V� ROBERT M. 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'. . . . � . o�'� '`'�''�,�t~ �i`I2' _:.:.:..:::.- ..--.-. : �� . . ... . .._.. � :�' I`_':� �" i - I� �� - �� O�E' .SAxNT .�.E�TJL �f�,f.� � � .. �:�._-�� ,� or�,zcr oz� ��rr � ? ==r S-�'::`>.-;� } ;� ClTY' COt7\-CIL � r �;�'�i�� .�±=_�„-'�:��1 t��1 . i .\,` •-�,: �\~ . . . • . �., . ,> D a fi e , 4�,;,;`,!': � J u ly 11, 19 8 S � �y.'"a..- - ' � � . C O f1� (� f!�" E E : F� E �' O ��T' . i 4 = �Qint P�a� 1 Ci!y Cou�ccid - F P � �� j� � �� i? FINANCE, MANAGEMENT & PERSONNEL � � � C�A! P. COUNCILMAN SCHEIBEL �' • 1 . Approvai of minutes from r�eetings held June 27 and July 1 , 1985. G�� ""�' 2, Committee-of-the-Whole - This item only .�� Enoch Dumas, former journalist from South Africa, wilt provi.de b�ckground � informatior� on the situation in South Africa. This is for information - only. A hearing wiil 'ae scheduled later on the divestiture of city funds. : 3. :;Staff report. regard�ing HRA reso 1 ut i on to be i ntroduced- for pre 1 i rtti nary ��- appro��al ��n July 17 author•izing �9:5 millian in additional finance for district heating. {PED) �� yy��,,.� 4. Resolution amendi�ng the 1985 Capital Improvement Budget to include the - World Trade Cente�r Project and amencFing the Downtown and Seventh Place . Tax Incremeni. District Financing�Plan - $14,'L15,000. (PEO) /�� . . 5. Resolution amending the 1985 Capita} Improvement Budget to provide fund- ing-for Energy �ark Tax Increment District 11 Financial Ptan - � $14,647,207: (PED) /�� , 6. Resolution amending the 1985 Budget and adding $21 ,664 to the F�inancing P)an and to the Sp�nding Plan for 5peciai Projects-General Government {Lambert's Landing celebration and League of Minnesota Cities canfer- ence) . {PED? ,,r�?��p . � 7. Resolution amending the Community Block Grant Year IX Program by trans-- ferring $361 ,766.32 to CDBG Y.ear XT Program. (PEQ) a�� (Continued on Back) CITY HALL � S�VENTti FLOOR SAINT PAUL. Ailtij\�ESOT::55703 � '�-i,.u �� . � '� � . . -�___-�� —�.. :t ,- , � _ � � �,�� y�3 �: * ..,; . .�= July 11, !985 Page 'L 8. R�,��mend i ng the 1985 Budget and adc+i rif�� the F i nanc i ng �'1�"and to �he Spend i ng i'1 an for Truth i n 5a 1 e of Hous i ng.' (,�.�i+��:`�v i ces? /�j�,% 9. Resolution amending the 1985 Budget anc� adding $8,500 to the Financing Plan and to the Spending Plan for Emergency Medical 5ervices {Paramedic/ EMS Service) . (Fire Department) %,% 10. Resolution amending the Salary Plan and Rates of Compensation Resolution regarding the Pe�sonnel Director classification. {Personnel ) /��j� 11. Resolution revising the class specifi.cation for the title of Buildirg Maintenance Supervisor-Parks and Recreation in the Civil Service Rules. (Personnel } ��,� 12. Resolution changing the grade for the titie of Telecommunicator- in the Civi i Service Rules. (PersonnPl )��SS��liy� - r/v r�lG'�i»��%</..��%��-� 13. Resolution changing the grade and the class specification for the titie of Treasury Manager in the Civil Service Rules. (Personnel ) /�jj� 14. Resolution abolishing the satary range for Grade 16E in the Clerical 8argaining Un2t in the Salary Plan and Rates of Campensation Resolution. (Personne 1 ? ��.ss�d O�r/- /�/G� �''��O.��r��.��ce..�i�� 15. Resolution amending the Salary Plan and Rates of Compensation Resoluti�n concerning Recreation Center Director. (Personnel ) /�j� 16. Ordinance amending the Civil Service Rutes pertaining to six unclassi- fied positions in the De�artment of Planning and Economic Development and striking in its entirety 5ection 34.0 (Personnel ) ��. �,-,�.�o /u—� ,� ��`,`'.`.�.? v.,�-�-� )� � , �� ,c� J��'�c".�-'� //�" .�_ " y � ! `i��