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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 ' ' _ �"::::��, L/�_ ���7 . _ ' uuua; ;_ , ` '.`up�.' '� �`�'����:�� 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 . � 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 . .� �,- t.,� I� p IJll�i �1 �- ��l ` ► • • •I . .� .��,. ��/ ��'�a/ ' � Cli'Y OF SAINT ?AUL ' � INTERDEPARTMrNTAL MEMURANDUM �/, �i � , ��4� � �'"� VLE� � �r . � • ' ^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. . � Peter Fi�.mes �a�es Bellus . � ' � _ :;':..'�^�w.,,:.•� ��� �7'�(/ / , � ^ . l� , �i .�. •' '"'«.�-..� CITY OF SAINT PAUL INTERDEPARTMENTAL MEMORANDUM ` RECEII,�ED � 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. _ , . . . G� �'y-�a7 , . . � � y " � -z- 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'� \.