84-207 ,
WHITE - CITY CLERK
PINK - FINANCE G I TY OF SA I NT PAU L Council �f
CANARV - DEPARTMENT File NO. v� �O�
BLUE - MAVOR
�
� ouncil Resolution
Presented By �'?' *� !C
+�' Referred To _ �I Iv/�-1�I C>C Committee: Date � ���d �
Out of Committee By Date
� WHEREAS, The Mayor, pursuant to Section 10.07. 1 of the Charter of the City of
Saint Paul, does certify that these are available for appropriation total revenues
in excess of those estimated in the 1984 budget; and
WHEREAS, Council File 277510, adopted October 1, 1981, did establish certain
Special Fund Policies, and
WHEREAS, the Mayor recommends that the following additions be made to the 1984
budget:
Current Amended
Budget Changes Budget
FINANCING PLAN
126 PED Operations Fund
36000-7299 Operating Transfer In — $1, 136,498 22,200 1 , 158,698
From General Fund
SPENDING PLAN
126 PED Operations Fund
36020-111 Planning Division Salaries 767,799 17,200 784,999
36020-439 Planning Division Fringe Benefits 248,745 5,000 253,745
22,200
NOW, THEREFORE, BE IT RESOLVED, That the City Council adopts these changes to the
1984 Budget.
A ved as to funding: Approval Recommended:
.
Finance Director \��� Budget , re or
For Planning Aide I position for Zoning Section to prepare notices for zoning matters.
COUNCILMEN Requested b Departm nt of:
Yeas Nays �
Fletcher
�su°S In Favor
Masanz
Nicosia
scne�be� A gai n s t BY
Tedesco
Wilson
FEB 16 198� Form Approved by City Attorney
Adopted by Council: Date
Certified Pa se by Council Se ar� BY
By � � �.
A►ppr by AAavor: Da e FEB 17 198�► Appr d by Mayor for Submiss n to Counc'
By By
PUSLISHED FE B 2 5 1984
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�`�'����:�� RE�E IVED
CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM ,JAN i. 01984
D�PT. 0� PL�f�I�I�1G &
November 16, 19 8 3 IECONO�JIIC DEVELOPMENT
TO: COUNCILMAN JAMES SCHEIBEL, CHAIR, FINANCE, MANAGEMENT
AND PERSONNEL COMMITTEE
.f ,
FR: GREGORY BLEES, BUDGET DIRECTOR �`��`'v��.
`�
RE: PLANNING AID I POSITION FOR ZONING FUNCTION
For the last two decades, the Assessment and Valuation Divisian
of the Department of Finance and Management 5ervices has been
providing staff assistance to the Zoning Section in the
Planning Division of the Department of Planning and Economic
Development. Both clerical and technical assistance have
been provided in the specific areas of petition sufficiency
check and preparation of notices to surrounding property
owners.
Within the last two years, the clerical assistance provided
by Mr . Donovan' s office was discontinued. The work load was
shifted over to the Zoning staff without any increase in their
workforce . Significant progress was made in automating part
of the roll preparation process by purchasing notification
labels from Ramsey County, and zoning fees were raised signifi-
cantly to cover more of the costs of considering petitions
and notifying surrounding property owners.
More recently, Mr . Donovan has been asked to address the back-
log in processing assessments. One action step recommended
is to have the Assessment Aide who works on zoning petitions
s�op that full-time assignment and concentrate efforts on
the assessment backlog.
This recommendation makes sense, except that the Zoning Section
workload is such that existing staff cannot accept the addi-
tional assignment without causing significant delays in
zoning matters.
Both departments and the Mayor ' s Office agree that petition
check and notice functions would be handied more efficiently
in Zoning. Thus we axe requesting that City Council concur
in this change by:
1. Transferring $22,200 from 1983 General Fund Specified
Contingency to the PED Special Fund to cover the 1984
salary and fringe benefit cost for a Planning Aide I
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Councilman Scheibel page 2 November 16, 1983
posi�ion for the Zoning Section.
2 . Amend after January l, 1984 , the PED Special Fund Budget
to authorize the Planning Aide I position in the Zoning
Section.
GH:kh
cc: City Council Members
Mayor Latimer
Gregory Haupt
Peter Hames
Bill Donovan
Jame s Be l lu s
Peggy Reichert
Attachment: October 3 , 1983, Background memo on Zoning
Notification issue
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' � Cli'Y OF SAINT ?AUL
' � INTERDEPARTMrNTAL MEMURANDUM �/, �i � , ��4� � �'"�
VLE� � �r .
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^o: Gre� Blees ' � • ��� �:.����
:;om: Peter Hz.�e s - Z- ��'VYl iy `�11�:{�L—
James Bellus
�ate: Ociober 28, 1983 .
Re: Zoning i�otification Funct�on
4ie are pleased to z.dvise you that we nave reached �r_ agreement rega�i.�g
the respons�bility for the prepa.ration of zo.�ing '�olls",
tti'e �Te in agreemen� th2.t one additio:�l stzff (Plznnir� nide) sho•� be
�ur:ded fro� the General �.ind �.n3 be permanez�]y added to the De��-t�ent of
pla.nzing and Economic Development. lhis person wi]..1 2�.r.dle t�e zo�+i.ng
notif�cztioa prepz.rz�ion and a.lso will assist in the techniczl asp�c�s of
s��ce p].,zz reviews, environ�ental revi�,as �n3 zo►�ir� case lo�d warl:.
As you are 2W���'E� we h�.ve been try ing to solve this stw.f'fing prob2e.a for 22
yeaxs. lhe Vzlurtions �nd Assessnents Div�sion of :inance �nd 2��emen� - .
Sez-vices h�s been providing the service for t;a.*;y years but budget ct,.*�ba.css
an3 ia�a-e�sing s�ork duties, plus the ir_creased �.*�p:�.sis on improvzc ca.sh
flaw 'r�.ve r.�.de it i�roossible to continue this �ur_c�ion without a t�jor
sacri�ice to assess�ent processing. �
The Planni� Division Y�.s likewise suffered fro-� 'hu���� s:?or�l�?�.s a.r_d per-
sonnel 2'2CZLiC1"i.?O_^_S ar3 have been a�a.�n� abcuti no� acceai ir_g r�o:e tirar?c w��z-
o�it st�.s'f. Zozing fees have been ra�sed substz�:ti�.� in the r�st. ��2a.I' to
bet�er reTlect the sta.ff timz spent oa zoni.ng rev�e�a. O�ar st�.�="s I�.ve joint�-
3isc�se� a� a33i�ional fee rzise for ro?1 preparz�ion bu� are hes���^_.nt be-
cause tn� 2ddi�ion�1 costs woul.d be seen as exorb�zant by the ap�licznts.
i►Te bo�ch agrze �ha� efsiciency dicta.tes tr.at the en�iMe zoning op�_at5.az t�'•ie
pl.ace ia ?'la;uz�ng �nd Economic Developmen�. There�ore, beg�n.z�r.�; Jznua.ry l,
193? t•re joint],y rec�,�est per�.::en� f�n3ing o� a Planr.in,� Aide �'ron �ae Generzl
Fund �r_3 t:�e conconi�,.a.r_t �razsfer of all zonin�; f�.nctions.
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Peter Fi�.mes �a�es Bellus
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CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM ` RECEII,�ED
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To: Feter Hames
f��j� 3 - 1g33
OFFICF 0� THE DIRECTOR
��; J. William Dono�van AND MANAGEN NT ERVICES�
Date: October 3, 1983
Sub3ect: Backg�round on Zoning Notification Issue
This office has been attempting to "get out of the zoning business" far� 22
years. It became eviderrt ear]y in 1981 tha.t we were behind in ratifying local
improvement assessments. It was also evident that we were getting Parther
behind as time went on and this adversely affected the City's cash flc�r.
At about the same time, w�e were asked to prepare a file on each city-c�,rned
building and determine the insurable value. We were also asked to straighten
out the mess we had in City I,eases. Our war�kload was increa.sing and the
approved budgets were telling us to cut down on expenditures.
We analyzed our operation and saw that we were devoti.ng more than l-FTE to
zoning work. We sa.w tha.t portion of our operation as non-productive for us
and tha.t all of our assigned duties - particular�y the collection of assess-
' ments to improve the City's cash flvw - were more important. We noted at that
! ti.me tha.t everything we did for zoning could be ( and should be) done by zoning
personnel. Ed Waxn of my staff ha.s spent a considerable amount of ef'fort on
this matter primarily because he understa.nds the zoning process complete]y.
Following is a chronological listing with explanations as appropri.ate of the
important meetings and letters that have transpired in the past 22 years� ._ .
Exhibit # DATE_ Description
A , May 7, 1981 Memo of Understanding far a meeting between
Planning and Economic Development and Valuations
and Assessments regarding our a.greement to transfer
all zoning f�inctions to Planning and Econrnnic
Development.
Bl. Ma.y 15, 1981 Memo �om Terry McNellis, Pla.nnir�g and Economic
Development to Bernie Carlson, Director of Finance
and r�anagement Services, cornpla.ining about four
zoning petitions. '
B2. June 2, 1981 Memo back from Bernie a.greeing with Terry that a
problem exists - suggestin� Planning and Economic
Development handle all zoning ma.tters.
C, June 1, 1981 Memo from J. Wm. Donova.n to Peggy Reichert, Planning
and Economic Development, stressin� our stressing
situatio� - that we can't be tied to their schedules.
D. J1zne 4, 1981 Memo to Bernie Carlson from Peggy Reichert requesting
a meet ing.
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Exhibit # Date Description
At this time (Summer 1981� we had a meeting or two and .
Planning & Economic Development agreed to do a "�+0 Acre
Study" to both raise the zoning fees a�d collect enough
money for the preparation of zoning ro11s wherever it is •
done. �'
E. October 8, 1981 Memo from Edwaxd Warn to I,arry Soderhom saying
something has to give. Workload and budget
cuts were killing us. (40 Acre Stuc�y still
wasn't going.)
In October 1981 Planning and Economic Development did
take over the flinction of sending out City Council hearing
notices for zonings, thus f�eeing up secreta.ri.a.l time but
not o�ur aide t ime.
F. November 10, 1981 Memo f�om Edwaxd Waxn to Bill Peter, Rirchasing
, requesting a R.F.P. for a priva.te concern to do
zoning notification rolls.
G. Dece:nber l�, 1981 Memo to Mayor from Peggy Reichert a.greeing to take
, over all zoning flulctions. The only thin� left
to discuss was money.
At abaut that ti.me, we believed that the Pla.nning Division
was going to raise their fees for a11 zoning cases and begin
. collectin� an additional fee to cover the costs of zoning roll
preparation (wherever it was ultimate]y going to end. up).
The State budget scare and i.rrpending cutbacks led us about
the sa.me time to -say that we would contZnue doing the labels -
(zoning rolls) as lon� as w� could point to the Pla.nning
Division and say that they were paying for one of oux people.
The zoning fees were raised easly in 1q82 bu-t the zoning
rolls fee got tied to a zoning notification distance 40 Acre
Stuc�y and wasn't pa.ssed until M�.y 1983. To this date, the
zoning fees have not been raised sufficiently to cover roLl
prepa,ration.
H. September 20, 1983 P�iemo fYom CaunciLnan Fletcher to Ji� Bellus and
Bill Donovan tellin� them to �et the zoning r�ess
Straightened out. PIO^1E: Bob offered to flind an
extra position to help out this situation.
I, September 27, �983 BO_MB f�om Bill Donova.n to Pe;�v Reichert saying
we were DOi1E I•iovenber l, 1983.
J. Septeu�ber 23, 1983 COUPYP�TT��CY BOP�IB to Bill Doaov�.n fYom Ji.m Bellus
asking for a raeetin� (see Exhibit D).
If you need ar�y additional infor�atinn, please call Ed ��Jarn at 292-�017. I hope
this procides you the iniormatioTi you need.
T•1D:dm
attac h^�en�s
E::hibits A - �T
l-. �� ��/�o�
, �
Agenda
. Finance Dfana�ement � Personnel
� February 9, 1984
10. Resolution amending the 1984 budget and transferring $5,000 from Contingent
Reserve to PED - Citizen Participation. (PED) ,fc��
11. Resolution approving the allocation of the Adopted 1984 Residential Street
Paving ($2,079,500) and Lighting ($236,500) Program, aka RSPP, appropriation
to specific projects and establishing priorities for the proposed 1985 appro-
priation. (Public Works) ��
12. Resolution approving cooperative arrangement between the Joint City Hall and
Courthouse Committee and Ramsey County so as to permit expenditure of funds
for light duty jobs program. ��,�
13. Resolution amending the 1984 budget and transferring $22,200 to the FinancinG
and to the Spending Plans of PED Qperations Fund. (PED) �i�!�
14. Resolution amending the 1984 budget and transferring $22,200 from Contingent
Reserve to PED - Planning F� Economic Development Contribution. Cc�^..�
Additional Items
15. Resolution changing the grade and class specification for the title of
�___ Comput�r_ Operations Supervisor in the Civil Service Rules. (Personnel) �[,.t"�
16. Resolution establishing the title and class specification for License
Enforcement Auditor in the Civil Service Rules. (Personnel) Lt�L.�J
17. Resolution authorizing City Council approval of guidelines and decision
making process for imp lementing Work Simpler Competition. �t� QU�r � W ee'�
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