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270804 WHITE — CITV CLERK a/��/, �' . PINK — FINANGE COUR�Il �.,� �(_yJ � �� CANARY — DEPARTMENT GITY OF SAINT PALTL 1 � �' - �� BLUE — MAYOR , Flle NO. ,t. � Cou cil Resolution , . Presented By Referred To Committee: Date Out of Committee By Date WHEREAS, Independent School Di�trict No. 625 was created by Laws of Minnesota for 1965, Chapter 7051 and WI�REP,S, Said statute obliges the School District to contract with the City of Saint Paul for such facilities and services as are provided by the City' s Purchasing Depastment, Comptroller, Legal Department, Election Bureau, and other services until �uch time as both the governing bodies of the City and School District each find that a particular function would "be most efficiently and effectively handled separately"� and WHEREAS, The references to "Comptroller" and "other services", as referenced in the above statute, have always been understood by the School District and City to include three related ta�aks per— formed for the School DistrictT those tasks being the City' s acting as the School District` s treasurer, debt service manager, and dis— bursement auditors and _ r' WHERE,AS, Raymond F. Browne, Executive Director of Fiscal Affairs for said District, has by letter dated ,March 17, 1978, to Mr. Bernard Carlson, Director of the City's Department of Finance and Management Services, set forth facts showing a cash savings to said District as a result of the transfer of said tasks and further noted that the geographic separation and resulting problems in recording information and communications would be eliminated with the transfer of said tasksJ and COUNCILMEN Requested by Department of: Yeas Nays In Favor � __ Against BY — Form Approved by City Attorney Adopted by Council: Date Certified Passed by Council Secretary BY By Approved by Mayor: Date _ Approved by Mayor for Submission to Council , BY - — BY �} �_ ��}('�,�±„ .i 2• WHEREAS, Mr. Bernard Carlson, by memorandum dated February 13, 1978, and memorandum dated March 17, 1978, attached hereto as Exhibit II, has acknowledged a savings to the taxpayers of several thousand dollars with the transfer of said tasks and concurs in the aforesaid communication of Mr. Browne regarding the elimination of transportation, atiditing and communication delays with said transferf now, therefore, be it RESOLVED, That the Council of the City of Saint Paul concurs in the recommendations set forth in Exhibits I and II and finds as facts that the treasury, debt service and disbursing and audit- ing functians as now performed by the City would be more effi-�M� ciently and effectively handled by the School Districtp and be it FURTHER RESOLVED, That the Council of the City of Saint Paul hereby approves the transfer of th� treasury, audit and disburse- ment functions as defined in Attachments A, B and C and authorizes the Department of Finance and Management Services to conduct such transfer and training of School District staff as is necessary to accomplish said transfer� and be it FURTHER RESOLVED, That when the Director of the Department of Finance and Management Services is satisfied that the transfer of each of the functions and training program recommended in the attached Exhibits A, B and C has been successfully completed, he shall so advise the City Clerk, City Council, and School District by separate written letter acknowledging the completion of each transfer, and �ach separate letter shall be made a part of this resolut,ionr and be it �NH17E - CITV CLERK ��-.-) PINK - FINANCE COLIIIC11 ��'�J'��y BLUERV - MAVORTMENT GITY OF SAINT . PALTL File NO• `� ° ` J j . ' Council Resolution Presented By Referred To Committee: Date O�t of Committee By Date 3. FINALLX RESOLVED, That this resolution shall become effective when it is ratified and approved in its entisety by the governing body of Independent School District No. 625. COUNCILMEN - Requested by Department of: Yeas guUer Nays Hozza � - �- �Q..�,�-GC�2.s.� Wunt [n Favor � Levine �� Roedier �__ A gai n s t BY �—� Sytvester Tedesco Adopted by� Date � fl 19�� Form pproved b C' � rne --� � Cer ed Pa-� y Council Secretary BY / A ro d by Mayor: a ` _� 3 t�'r$ Appr ved by or for Su is 'o to Council BY – BY Pug��st�E� APR 8 1978 �� CITY OF SAINT PAUL CtTY o' DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES B �i yIx v A O ��. ��" A° ' BERNARD J. CARLSON, DIRECTOR ... 113 City Hall, Saint Paul, Minnesota 55102 (612) 298-4637 GEORGE LATIMER Mayor September 15, 1�78 Nl.rs. Rose 2�lix City Clerk �aint �aul, lniinnes�ta Dear Mrs. 1�1ix; This letter is. intended tq sati.��,r cpndit�.ons: speci£ied in City Council File No. 270804. The transfer of the bisbursement and Auditing function �or Saint Pau1 �chool District disbursements has �ieen satisfactorily completed as of Septemb,er 14, 19"78. Tfie Disbursement and A-uditing �unction includes: 1. F,,udit of payment xequests �or legality and �aroper doc.umentation. 2. Assigriment of vendor numIaer on payment requests. 3. Revie�ring checks received from Data Processing �or accuracy. 4. Maintenance of cIzeck segisters. 5. k'7_ling vaucIlers and attached doclunents in numerical order. 6. Filing th� cheak tissue copy alphabetically. 7. �xocessing garnis3�ments, levies and other types of check splitting. The trans�er o� the Treasury and Debt Serv�ce �unctions have not been completed, �ut a�re in �xacess: Sa.ncerely, :`-,� i�% .��G��' C-��------ BERNP,,RD �T. C�r,IiLS,ON Di.rector ��O �' � � � c�� CITY OF SAINT PAUL °`�Y �'" DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES m � �.� . � 0 � �.. ,, � '°'"'" BERNARD J. CARLSON, DIRECTOR Pe ..w.« AQ •.• 113 City Hall, Saint Paul, Minnesota 55102 (612) 298-4637 GEORGE LATIMER Mayor January 12, 1979 Mrs. Rose Mix City Clerk 386 City Hall and Court House Saint Paul, Minnesota 55102 Re: Council File No. 270804 - Transfer of Various Functions to Independent 5chool District No. 625 This is to inform you that the transfers of the Independent School District No. 625 Treasury, Debt Service and Audit Disbursement functions from the City to Independent School District No. 625 have been completed. I therefore resign my position as "Acting Assistant Treasurer" of Independent School District No. 625, effective today. Very truly yours, � BERNARD J. SON Director of Finance and Management Services BJC/GRN/ja cc: David Hozza, President, City Council Board of Education, I.S.D. # 625 O � CITY OF SAINT PAUL ``TT °' DEPARTMENT OF FINANCE AND MANAGEMENT SERVtCES e 4 ~X ► .� O �. -'°'= �° BERNARD J. CARLSON, DIRECTOR ... 113 City Hall, Saint P,aul, Minnesota 55102 (612) 298-4637 GEORGE LATIMER Mayor Januasy 12, 1979 Board of Education Independent School District No. 625 360 Colborne Street Saint Paul, Minnesota 55102 Re: Board Eile 9648 - Transfer of Various Functions to Independent _ School District No. 625 This is to inform you that the transfers of the Independent School District No. 625 Tre.asury, Debt Service and Audit Disbursement functions from the City to Independent School District No. 625 have been co�pleted. I therefore resign my position as "Acting Assistant Treasurer" of Independent School District No. 625, effective today. Ve truly yours, BERNARD J. � ON Director of inance and Management Services BJC/GRN/ja cc: �City Clerk . City Council Ramsey County - Dept. of Property Taxation �O a- , � CITY OF SAINT PAUL ��``T' °,s,� DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES . a e �. °�= �° BERNARD J. CARLSON, DIRECTOR �� 113 City Hall, Saint Paul, Minnesata 55102 (612) 298-4637 GEORGE LATIMER Mayor January 12, 1979 Mr. David Hozza President of the City Council City Hall and Court House Saint Paul, Minnesota 55102 Re: Council File No. 270804 - Transfer of Various Functions to Independent � School District No. 625 This is to inform you that the transfers of the Independent School District No. 625 Treasury, Debt Ser.vice and Audit Disbursement functions from the City to Independent School District No. 625 have been completed. I therefore resign my position as "Acting Assistant Treasurer° of Independent School District No. 625, effective today. Very truly you �'> > BERNARD J CARLSON Director of Finance and Management Services , BJC/GRN/ja cc: �'f�irs. Rose Mix, City Clerk . , Board of Education, I.S.D. # 625 ,.�..._� �� a Sc'� � PUbLiC SCI�O�S BUSINESS & FINANCIAL AFFAIRS 360 Ca.BORNE STREET SAINT PAUL,MINNESOTA 55102 TELEPHONE (612)298-5915 EXHIBIT I � ; March 17, 1978 �� Mr. Bernard Carlson, Director Finance and Ma.nagement Services r Room 113 City Hall &� Courthouse Dear Mr. Carlson: We have provided the City Attorney's Office with a copy of our 1974 Broeker Hendrickson & Co. report on City S.ervices, as well as a February 27, 1975, update on that report. In the interest of clarifying the District's position on the transfer of some City Services to the District, and more specifically, the estimated cost savings and other economies that will accrue to the District with the transfer, I would like to present the following: A. Projected Cash Savings: 1. The 1977 charge for the Treasury Divison was $24,654. We believe this function could be handled by the District by adding one clerk ta our cashier operation. Depending on the level of clerk hired, tlie cost would be approximately $11,000. Net savings to the District -- $13,654 2. The 1977 charge for the Accounting Division was $57,069. We believe this function could be handled with our current staff, plus two clerks, at a cost of approximately $22,000. We feel there is a major dupli- cation effort in this area so a minimum addition to the staff would be required. Net savings to the District -- $35,069 Fringe benefits $12,005 Additional Cost for Postage 4,500 Summary for 1977-78 Service Est. Cost Est. Add'1 Cost Savings City Serv. to District (Add'1 Cost) Treasury $24,654 $11,000 $ 13,654 Accounting 57,009 22,000 35,069 Fringe Ben. (15.72Z) 12,005 5,187 6,818 Postage -- 4,500 ( 4,500) $ 93,729 $42,587 $ 51,041 " EXHIBIT I � � Mr. Bernard Carlson Page 2 March 16, 1978 In addition to the cash savings, there are other time savings and economic savings which are not as clearly transl,ated into dollar savings. 1. Because the District offices are now located out of the courthouse, there is a substantial time loss in transporting the dacuments back and forth between the Courthouse and the District Offices. The Distritt has a driver and delivery car which is used on a scheduled basis to make at least two deliveries between the.District Offices and the Courthouse each day. 2. The District owns bursting equipment which had the capability of signing checks as they are burst� To date, the District has not been able to use this time-saving device. 3. Many of the District's records are maintained in the Court- house, requiring District personnel to go to the Gourthouse to get informa.tion or documentation. 4. Most inquiries on recent vendor payments cannot be answered at the District level because, while we ma.y have cleared the item for payment, it has not been processed by the City. This creates a problem with vendors because they don't under- stand why we don't pay our own bill and have the informa:tion in our office. If you have any questions concerning the above, please call me. Ve t ly yours, Raymond F. Browne Executive Director RFB/br o b 57fr1� �'c]U�. PI.II��C �C��O�S � BUSINESS & FINaNCIAL AFFAI(?S 360 COL80RNE STREE'f SAINT PAUL.MINNESOTA 55102 TELEPHONE (612)298-59t 5 EXHIBIT I March 17, 197$ Mr. Bernard Carlson, Director . Finance and Management Services Room 113 . City Hall &" Courthouse . Dear Mr. Carlson: , We have provided the City Attorney's Office with a copy of our 1974 Broeker Hendrickson & Co. report on City Services, as well as a February 27, 1975, update on that report. In the interest of clarifying the District's position on the transfer of some City Services to the District, and more specifically, the estimated cost savings and other economies that will accrue to the District with the transfer, I would like to present the following: - A. Projected Cash Savings: 1. The 1977 charge for the Treasury Divison was $24,654. � , We believe this function could be handled by the District by adding one clerk to our cashier operation. Depending on the level of clerk hired, the cost would be approximately $11,000. Net savings to the District -- $13,654 � 2. The 1977 charge for the Accounting Division was $57,069. We believe this function could be handled with our current sCaff, plus two clerks, at a cost of approximately $22,000. We feel there is a major dupli- cation effort in this area so a minimum addition to the staff would be required. Net savings to the District -- $35,069 Fringe benefits $12,005 Additional Cost for Postage 4,500 Summary for 1977-78 Service Est. Cost Est. Add'1 Cost Savings City Serv. to District (Add'1 Cost) Treasury $24,654 $11,000 $ 13,654 Accounting 57,009 22,000 35,069 Fringe Ben. (15.72') 12,005 5,187 6,818 Postage -- 4,500 ( 4,500) $ 93,729 $42,587 $ 51,041 EXHIBI'1' 1 Mr. Bernard Carlson Page 2 - - March 16, 1978 t In a,ddition to the: cash savings, there are other time savings and � economic savings which are not as clearly translated into dollar savings. 1. Because the District offices are now located out of the courthouse, there is a substantial time Ioss in transporting the documents back and forth between the Courthouse and the District Offices. The District has a driver and deZivery car which is used on a scheduled basis to make at least two deliveries between the District Offices and the Courthouse each day. . 2. The District owns bu�sting equipment which had the capability - of signing checks as they are burst... To date, the District �, has not been able to use this time-saving device. ;� 3. Many of the District's records are maintained in the Court- house, requiring District personnel to go to the Courthouse ` ` - to get iaformation or documentation. 4. Most inquiries on recent vendor payments cannot be. answered _ at the District level because, while we may have cleared the item for payment, it has not been processed by the City. This creates a problem with vendors because they don't under- `stand whq we don't pay our own bill and have the information ; in our office. If you have any questions concerning the above, please call me. Ver t ly yours, ✓-�,V�....�- Raymond F. Browne : � Executive Director RFB/br • a 5r.�ll'lt Pc�U�. PI.I�I�C �C�"t�OLS � BUSINESS & FINANCIAL AFFAIi�S 360 COL80RNE STREET SAINT PAUL.MINNESOTA 55102 TELEPHONE (612)298-5915 EXHIBIT I March 17, 1978 Mr. Bernard Carlson, Director . Finance and Management Services Room 113 City Ha1Z &`Courthouse Dear Mr. Carlson: � We have provided the City Attorney's Office with a copy of our 1974 Broeker Hendrickson & Co. report on City Services, as well as a February 27, 1975, update on that report. - . In the interest of clarifying the District's position on the transfer of some City Services to the District, and more specifically, the estimated cost savings and other economies that will accrue to the District with the transfer, I would like to present the following: A. Projected Cash Savings: 1. The 1977 charge for the Treasury Divison was $24,b54. _; We believe this function could be handled by the District by adding one �lerk to our cashier operation. Depending on the level of clerk hired, the cost would he approximately $11,000. Net savings to the District -- $13,654 2. The 1977 charge for the Accounting Division was $57,069. W� believe this function could be handled with our current staff, plus two clerks, at a cost of approximately $22,000. We feel there is a major dupli- cation effort in this area so a minimum addition to the staff would be required. : Net savings to the District -- $35,069 Fringe benefits $12,005 Additional Cost for Postage 4,500 Summary for 1977-78 Service Est. Cost Est. Add'1 Cost Savings City Serv. to District (Add'1 Cost) Treasury $24,654 $11,000 $ 13,654 Accounting 57,009 22,000 35,069 Fringe Ben. (15.72�) 12,005 5,187 6,818 Postage -- 4,500 ( 4,500) $ 93,729 $42,587 $ 51,041 r;XH 1131'1' 1 Mr. Bernard Carlson Page Z w • March 16, 1978 In addition to the cash savings, there are other time savings and � economic savings which are not as clearly translated into dollar savings. 1. Because the District offices are now located out of the courthouse, there is a substantial time loss in transporting the documents back and forth between the Courthouse and the District Offices. The District has a driver and delivery car which is used on a scheduled basis to make at least two deliveries between the District Offices and the Courthouse each day. 2. The District owns bu�sting equipment which had the capability of signing checks as they are burst.♦: To date, the District � has not been able to use this time-saving device. . a . . . . . . . � < 3.'' Many of the District's records are maintained in the Court- : house, requiring District personnel to go to the Courthouse to get information or documentation. : 4. Most inquiries on recent vendor payments cannot be. answered at the District level because, while we may have cleared the item for payment, it has not been processed by the City. - This creates a problem with vendors because they don't under- . stand why we don't pay our own bill and have the information in our office. If you have any questions concerriing the above, please call me. Ve t ly yours, � Raymond F. Browne � Executive Director RFB/br o a Sc'�. 11'it �C U�. PUl:BL�C 5C�"1�OL5 �� BUSINESS & FINANCIAL AFFAIRS 360 COLBORNE STREET SAINT PAUL,MINNESOTA 55102 TELEPHONE (612)298-5915 , EXFiIBIT I March 17, 1978 Mr. Bernard Carlson, Director Finance and Management Services _ Room 113 . ' City Hall &" Courthause .`:;;�. , Dear Mr. Carlsons We have provided the City Attorney's Office with a copy of our 1974 Broeker Hendrickson & Co. report on City Services, as well as a February 27, 1975, update on that report. In the interest of clarifying the District's position on the transfer of some City Services to the District, and more specifically, the : estimated cost savings and other economies that will accrue to the District with the Cransfer, I would like to present the following: A. Projected Cash Savings: 1. The 1977 charge for the Treasury Divison was $24,654. , We believe this function could be handled by the District by adding one clerk to our cashier operation. Depending on the level of clerk hired, the cost would be approximately $11,000. Net savings to the District -- $13,654 � 2. The 1977 charge for the Accounting Division was $57,069. We believe this function could be handled with our current staff, plus two clerks, at a cost of approximately $22,000. We feel there is a major dupli- cation effort in this area so a minimum addition to the staff would be required. Net savings to the District -- $35,069 _ Fringe benefits $I2,005 Additional Cost for Postage 4,500 - Summary for 1977-78 . Service Est. Cost Est. Add'1 Cost Savings City Serv. to District (Add'1 Cost) Treasury $24,654 $11,000 $ 13,654 Accounting 57,009 22,000 35,069 Fringe Ben. (15.72') 12,005 5,187 6,818 Postage -- 4,500 ( 4,500) $ 93,729 $42,587 $ 51,041 L'ilLC11 D 1"1 1 Mr. Bernard Carlson Page 2 ,� March 16, 1978 _ ; In addition to the cash savings, there are other time savings aud economic savings which are not as clearly translated into dollar savings. 1. Because the District offices are now located out of the courthouse, there is a substantial time loss in transporting the documents back and forth between the Courthouse and the District Offices. The District has a driver and delivery ' car which is used on a scheduled basis to make at least two deliveries between the District Offices and the Courthouse each daq. - _ 2. The District owns bu�sting equipment which had the capability . of signiug checks as theq are burst... To date, the District � has not been able to use this time�aving device. f 3. Many of the Di.strict's records are maintained in the Court- .�_ house, requiring District personnel to go to the Courthouse � '� - to get information or documentation. 4. Most inquiries on recent vendor payments cannot be.answered at the District level because, while we may have cleared the item for payment, it has not heen processed by the City. - � . This creates a problem with vendors because they don't under- - stand why we don't pay our own bill and have the information _ _ in our office. If you have any questions concerning the above, please call me. Ve t ly yours, Raymond F. Browne � Executive Director RFB/br . � � . . . ��(�� v �! EXHIBIT II � CITY OF SAINT PAUL `'T' °' DEPARTMENT OF FlNANCE AND MANAGEMENT SERVICES ~�`��,�''' � + . �, == ..� BERNARD J. CARLSON. DtRECTOR . "' 113 City Hatl, Saint Paui. Minnesota 55t02 (612) 298-�4637 GEOAGE LAT1MrA Mayor February 13, 2978 . _ TO: Peter Hames Richard Schroeder FROM: Peraard J. Carlson��,' gQ f �� +�� SUBJ: Resolution to Transfer the Accounting Division and Treasury Division Functions Back to the School District After thinking over the activity of the Finance Commi.ttee Meefiing t�day, I believe a misunderstandinq may exist. Y made the statement, "The Finance Department will reduce expenditures in the amount equal t� the decrease in revenue caused by the transfer. " The revenue esti- mate included in the 1978 budget is $69,000 for both the Accounting aad Treasury Divisinn functions, - My cammitment is for: . . 1978 to reduce the expenditnres by at least $69,Od0, less the. income collected; � 1979 to reduce the expenditures by at least $69,000, less the income collected; 1980 and after, to _rednce the expenditure budqet by� at least 569,000. - I recommend my briefinq Mrs. Butler, Mrs. Sunt., Mr: Sglnester and . �ir. Connelly on the matter before the February 2? , 1978 Finance C��ittee Meeting. I will wait for your direction b.efore schedulinq t"r.e m�etings. . Esc/ja � cc: Mayor George Latimer Pet O'Keefe Robart Trndeau Gary Norstrem � _L �.� . ` EXHIBIT II SCHOOL DISTRICT FUNCTiON TRANSFER 1977 Costs To be Reduced Service Provided and Title Time Cost Time Amount Treasury - Chief Cashier .35 $ 7,712 - $ - Bank Clerk .35 5,117 - - Clerk III .18 2,181 - - Clerk III .10 1,212 - - Clerk III .33 3,450 1.00 10,350 Postage 4,982 4,982 Total 1.31 $24,654 1.00 $15�332 Debt Service - Clerical .35 $ 3,495 .40 $ 3,976 Bond Clerk .OS 806 - - Total .40 $ 4,301 .40 $ 3,976 Payroll - Clerical .39 $ 4,254 .50 $ 5,455 PayrolZ Auditor .39 6;009 - - Total .78 $10,263 .50 $ S,G55 Disbursement Audit - Supervisor .55 $ 9,230 - $ - Auditor .55 7,041 1.00 12,802 Auditor .55 4,356 1.00 7,921 Clerical 1.43 14,90C� 1.00 1Q,406 Admin. & Support - 4,4I6 - - Nonsalary - 2,563 - 2,563 Total 3.08 $42,506 3.00 $33;692 Fringe $12,005 $10,638 TOTAL 5:57 $93,729 4.90 $69,093 Bernard J. Carlson 2-22-78 . �: EXHIBIT II CITY OF SAINT PAUL ��`'TY °'e,, DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES s . ., 0 ,. '-�= �� BERNARD J. CARLSON, DIRECTOR .,. 113 City Hall, Saint Paul, Minnesota 55102 (612) 298-4637 GEORGE LATIMER Mayor March 17 , 1978 T0: Councilwoman Rosalie Butler John Connelly �.F"'aul McCloskey !j �f �'_ --� �"�� = FROM: Bernard J. Carlson`, 1�;��i � ,�� ,,,,._---� � SUBJ : School District Transfer 1 . The Finance and Management Services Department will make a budget reduccion of $69 ,093 as the iinance functions are transferred to the School District . 2 . The School District will be increasing their budget by $42 ,587 as the duties are transferred to them. 3. The savings to the taxpayers represents the difference between the two or: City Budget Reduction $69 ,093 School Budget Increase 42 ,587 Savings $26 ,S06 BJC/ja cc : Renneth Berg Peter Hames � 'I•�J �.�'�• . � t • . . . . � � . � ~ EXHIBIT II . • . ,� � CITY OF SAINT PAUL 4a�`'s' °',y, DEPARTMENT OF EINA�CE AND MANAGEMENT SERVICES i M . • ji......,,. . ay . . . . � . j,�== ..c -� � • � � BERNARD J. CARLSON, DIRECTOR , "' � 113 City HaN, Saint Pau1. Minnesota 55102 (6i 2j 298�4Fi37 GEORGE LATIMeA _ - Mayor : , .. . February 13, 1978 . . . - .- TO: Petez Hames . . _ - Richard Schroeder . . FROMe Peraard J. Carlsony��C�,' � �. :- . _ . � -lff� -�----� . . . . SOBJ: Resolution to Transfer the Accounting Division and Treasury � Division Fnnctions Hack to the School District • - • � After thinking over the activity �of the Finance Committee Meeting � tnday, I believe a misunderstanding may exist. I made the statement, "The Finaace Departmeat will reduce expenditures in the anount equal t� the decrease in revenue causeclby the transfer. " The revenue esti- mate included in the 1978 budget is $69,000 for both the Accounting aad Tre�sur1 Divisinn functio:�s. � � My commitment is for: . . � . 19.78 to reduce the expenditures by at least $69,000, � �_ � less the_ income collected; - _ .� - � 1979 to reduce the expenditures by at least $69,000, . • . less the income collected; : 1980 and after, to .reduce the expenditurg budget by� _ : at least $69,000. . . . � � . � I reco��end my briefinq Mrs. Butler, Mrs. Hunt, Mr: Sylvester and :•ir. Connelly on the matter before the February 2?, 1978 Finance � C��aiittee Meeting. I will wait for your direction befoxe schedul.ing t"r.e m�etings. � . . � ESC/�a • . cc: Mayor George Lati.mer � Pet O'Keefe _ � Robert Trudeau - � Gary Norstrem � . _ ..,_.. __ _ . .. . . _ , _ _. _ _. . . — .�• _ _ .. � ... • EXHIBIT II SCHOOL DISTRICT FUNCTION TRANSFER 1977 Costs To be Reduced Service Provided and �Title Time Cost Time Amount Treasury - Chief Cashier .35 $ 7,712 - $ - Bank Clerk .35 5,117 - - Clerk III .18 2,181 - - Clerk III .10 1,212 - - Clerk III .33 3,450 1.00 10,350 Postage 4,982 4,982 Total 1.31. $24,b54 1.00 $I5,332 Debt Service - Clerical .35 $ 3,495 .40 $ 3,976 Bond Clerk .05 806 - - Total .40 $ 4,30I .40 � $ 3,976 Payroll - Clerical .39 $ 4,254 .50 $ 5,455 Payroll Auditor .39 6,009 - - Total � .78 $10,2b3 .50 $ 5,455 � Disbursement Audit - Supervisor .55 $ 9,230 - $ - • Auditor .55 7,041 1.00 12,802 Auditor .55 4,356 1.00 7,92]. Clerical 1.43 14,90C� 1.00 1d,406 Admin. & Support - 4,416 - - Nonsalary - 2,563 - 2,563 Total 3.08 $42,50b 3.00 $33;692 Fringe $12,005 $10,63$ TOTAL 5:57 $93,729 4.90 $69,093 Bernard J. Carlson 2-22-78 �.• d: • ' EXHIBIT II � CITY OF SAINT PAUL 4��°`t' °�,�, DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES . .�� a "+""�: „r BERNARD J. CARLSON, DIRECTOR 113 City Hali, Saint Paui, Minnesota 55102 (612) 29&4637 GEORGE LATIMER ' Mayor March 17 , I978 , T0: Councilwoman Rosalie Butler John Connelly � �'aul McCloskey ,� , ni r�� %� . FROM: Bernard J. Carlson, ;�' - � ' % : .��i'��.�'-- 'f2� �"`_"' SUBJ : School District Transfer 1. The Finance and Management Services Department will make a budget reduction of $69 ,093 as the finance functions are transferred to the School District . 2 . The School District wi11 be increasing their budget by $42,587 as the duties are transferred to them. 3. The savings to the taxpayers represents the difference between the two �or: City Budget Reduction $69 ,093 School Budget Increase 42 �587 Savings �$26 ,506 BJC/ja cc : Renneth Berg Peter Hames � . > , , ,�, � . � ' � _, EXHIBIT II : - . CITY OF SAtNT PAUL 4��`T' '�,�� DEPARTMENT OF FINANCE AND MANAGEMElVT SERVICES . . ; . � �:":= ,� � �, -:_.—�- „� . BERNARO.J. CARLS�N. DIRECTOR . 113 City Hait, Saint Paul. Minnesota 55102 � (612) 298-4G37 ��oa��tA�nnn� - - � Mayor � • ' : • . . February 13, 1978 , _ -� . � � : TO: Peter Hames � . Richard Schroeder - � �'ROMs Pernard J. Carlson��,' . . . _ / '� . � SUBJ: Resolution ta Transfer the Accounting Division and T�easury Division Functions Back to the Schocl District • � . After thinking over the activity �of the Finance Commi,ttee Meeting tn�ay, I believe a m3.sunderstaading may exist. I made the statement, "The Finance Department will reduce expenditures in the araount equal te� the decrease in revenue causedby the transfer. " The revenue esti- mate includeZ in the 1978 budget is $69,000 for both the Accouating and Tre�sur� Divisinn functians. � �� My commitment is for: . � � 19.78 to reduce the expenditures by at least $69,000, �_ _ � less the, income collected; • , . . • 1979 to reduce the expenditures by at least $69,000, , - less the 3nco�e collected; 1980 and after, to .rednce the expenditure budget by �: at least $69.000. . . . � � . . I �eco��end my briefing Mrs. Butler, Mrs. Ftunt., Mr: Sy2.vester and ;•Sr. ConneZly on the matter before the February 27, 1978 Finance � C��ittee Meeting. . I will wait for your direction before scheduling t'r.e ��etings. � . . � ESC/j a ' - cc: Mayor Georqe Latimer � � Pet O'Kesfe . Robzrt Trudeau " • Gary Norstrem • .. . .i .�' . . .. ... ... . .. ... ......._... .... ... . ...... .. .._.. ..�.. ..�.. .,.. . . ... .. . . ........ . . . ... . . . . . .. . ..... I . ... .._... .. ....,.. .. , . ._.... ..... ...., .. . . .. . . M . � _ -� EXHIBIT II t SCHOOL DISTRICT FUNCTION TRANSFER I977 Costs To be Reduced Service Provided and 'Title Time Cost Time Amaunt Treasurq - Chief Cashier .35 $ 7,712 - $ - Bank Clerk .35 5,117 - - Clerk III .18 2,181 - - Clerk III .10 1,212 - - Clerk III .33 3,450 1.00 10,350 Postage 4,982 4,982 Total 1.31 $24,654 1.00 $15,332 Debt Service - Clerical .35 $ 3,495 .40 $ 3,976 Boad Clerk .OS 80b - - Total .40 $ 4,30I .40 $ 3,976 Payroll - Clerical .39 $ 4,254 .50 $ 5,455 Payroll Auditor .39 _ 63009 - - Total � .78 $10,263 .50 $ 5,455 � Disbursement Audit - Supervisor .55 $ 9,230 - $ - • Auditor .55 7,041 1.00 12,802 Auditor .55 4,356 I.00 7,921 . Clerical 1.43 14,90� 1.00 10,406 - Admin. & Support - 4,4I6 - - Nonsalary . - 2,563 - 2,563 Total 3.08 $42,506 3.00 $33;692 Fringe $12,005 $10,638 TOTAL 5:57 $93,729 4.90 69 093 Bernard J. Carlson 2-22-78 �a• s.,�, � EXHIBIT II CITY OF SAINT PAUL °"T °, DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES �s� s�� s ' 1.... � . . . 0 . ��',_6.'.:. �1 . � ;� �: �� BERNARD J. CARLSON, DIRECTOR '•` 113 Ciry Hali, Saint Paul, Minnesota 55102 (612) 298-4637 GEORGE IATIMER " Mayor March 17 , 1978 � T0: Councilwoman Rosalie Butler John Connelly �F�aul McCloskey ,� . ,i ',.;�--, �,%�� . FROM: Bernard J. Carlson,; l„��'�,�� ,-• ,�i--"� 1t� SUBJ: School District Transfer 1. The Finance and Management Services Department wi11 make a budget reduction of $69 ,093 as the finance functions are transferred to the School District . 2 . The School District will be increasing their budget by $42 ,587 as the duties are transferred to them. 3. The savings to the taxpayers represents the difference between the two �or: City Budget Reduction $69 ,093 School Budget Increase 42 ,587 Savings �$26 ,506 BJC/ja cc : Kenneth Berg ' Peter Hames �,...�� ._. ___.� -_. :.. . ......... - �s, r . - . � � `� ► - . � EXHIBIT II � - ` � CITY OF SAINT PAUL 4a.°`T'R(�°',y� DEPARTMENT OF FINAf�ICE AND MANAGEMENT SERVICES � �� y . O • �, �== ,.� • BERNARD J. CARLSON, DlRECTOR _ "" � 113 City Hatl, Saint Paul.Minnesota 55102 . �612j 298-4G37 GEOe�GE LATIM'eA - ' . Mayor : . , - ,. . February 13, 1978 � , ' � . ; : . .. . � TO: Peter Hames . . . - . � .. Richard Schroedsr ' _ � - . FROM: Peraard J. Carlson��,' � � � -� . . SIIBJ: Resolution to Transfer the Accounting Division and Treasury Division Fnnctions Back to the School District • � - . � After thiaking over �the activity �of the Finance Committee Meeting tnday, I beliene a misunderstanding may exist. I made the statemeht, "The Finance Department will reduce expenditures in the aaount equa.l to the decrease in revenue caused by the transfer. ° The revenue esti- mate includeZ in the 1978 budqet is $69,000 for both the Accounting za� Treasury Divisi�n functions. - �� My commitment is for: ' . ' � 1978 to reduce the expenditures by at least $69,000, � • less the, income collected; • . . . - � � 1979 to reduce the expenditures by at least $69,000, , less the iacome collected; � � 1980 and after, to _rednce the expendi.ture budget by- at least $69,000. - - � . : I =ecom�end my briefing Mrs. Butler, Mrs. Fiunt_, Mr� Sylvester and :•!r. Connelly on the matter before the Eebruary 2y, 1978 Finance � C��ittee Meeting. . I will wait for your direction before scheduling ti:e msetings. �. EJCf�a ' � - cc: Mayor George I,atimer � Pet O'Keefe . - Rob2rt Trudeau � � � . Gary Norstrem . _ ...._. �, � __ _ . . - ' '� �.� • , .- " EXHIBIT II SCHOOL DISTRICT FUNCTION TRANSFER 1977 Costs To be Reduced Service Provided �nd �Title Time Cost Time AmounC Treasury - Chief Cashier .35 $ 7,712 - $ - Bank Clerk .35 5,117 - - Clerk III .18 2,181 - - Clerk III .10 1,212 - - Clerk III .33 3,450 . 1.00 10,350 Postage 4,982 4,982 Tota1 1.31 $24,654 1.00 $15,332 Debt Service - Clerical .35 $ 3,495 .40 $ 3,976 Bond Clerk .05 806 - - Total .40 $ 4,301 .40 � $ 3,976 Payroll - Clerical .39 $ 4,254 .50 $ 5,455 Payroll Auditor .39 6,009 - - Total � .78 $10,263 .50 $ 51455 � Disbursement Audit - Supervisor .55 $ 9,230 - $ - � Auditor .55 7,041 1.00 12,802 Auditor .55 4,356 1.00 7,921 Clerical 1.43 14,90C� 1.00 10,406 � Admin. & Support - 4,416 - - Nonsalary - 2,563 - 2,563 Total 3.08 $42,506 3.00 $33;692 Fringe $12,005 $10,638 TOTAL �5:57 $93,729 4.90 69 093 Bernard J. Carlson 2-22-78 � __ � �....�._ . _,__,.__ _._�,_._. ., _ . ._. _ ,.. _�... _. ...,.., . .. _. ._ . . ._. _ .. _ .. ___ _ ___ . ../• .�.�•y . - ' EXHIBIT II ' � CITY OF SAINT PAUL `"Y °' DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES ..a*�.'ti�� : 'a'_ � �, .-:q= h� BERNARD J. CARLSON, DIRECTOR 113 City Hail, Saint Paul, Minnesota 55102 (612) 298-4637 GEORGE LATIMER " Mayor March 17 , I978 � T0: Councilwoman Rosalie Butler John Connelly �ul McCloskey .� 1 r�..---� '1�� . FROM: Bernard J. Carlson, ,� 1�� ,�� ,-• ,�� . SUBJ : School District Transfer 1. The Finance and Management Services Department will make a budget reduction of $69 ,093 as the finance functions are transferred to the School District . 2 . The School District wi11 be increasing their budget by $42 ,587 as the duties are transferred to then. 3. The savings to the taxpayers represents the difference between the two or: City Budget Reduction $69 ,093 School Budget Increase � 42 ,587 Savings �$26�506 BJC/ja cc : Renneth Berg Peter Hames � . _. . -___ . . . _. �� EXHIBIT A Proposal to Transfer ISD #625 Treasury Function from the City to ISD #625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following duties for the Treasurer of ISD $�625: re- ceive and disburse all monies for the School District, maintain the School District bank accounts, maintain a $2, 000 cash fund for School District time checks and related banking activities and buy, sell and trade School District investments. As a result of performing these duties, the Commissioner of Finance, originally, and now the Director of Finance and Management Services of the City of Saint Paul has been appointed either Assistant Treasurer or Acting Assistant Treasurer of Independent School District No. 625. This proposal would, over a period of months, transfer all of the above Treasury functions over to the School District administration. Upon the completion of the transfer of said duties, the Director of � Finance and Management Services would resign as Acting Assistant Treasurer of Independent School District No. 625. l. Train School District personnel to receive, account for and . disburse School District cash. a) Accept and verify receipts. b) Record and summarize receipts by account. c) Prepare and maintain daily cash statements, journals and ledgers. d) Record and summarize disbursements. e) Prepare and deposit receipts in proper bank accounts. f) Proof and mail voucher checks. 2. Train School District personnel to handle day-to-day bank transactions. a) Prepare and complete inter and intra bank transactions. b) Accept and report on returned checks and other items. c) Preparation and processing of bank affidavits. d) Filing and recording of stop-payment orders. e) Ordering, inventory and supplying of deposit slips for direct banking for cafeterias and other School District entities. f) Procedure for handling employee timechecks. �• Proposal to Transfer ISD #625 Treasury Funct��on from the City to ISD #625 Page 2. 3. Train School District personnel to reconcile bank accounts. a) Balance all bank accounts. b) Maintain cancelled check files. --- c) Documentation of transactions for audit. 4. The School District takes physical possession of all bank statements, cancelled checks and related documents. 5. Train School District employees in the proper method of obtain- ing, maintaining and releasing of collateral to protect deposits. 6. School District takes physical possession of collateral records and assumes full responsibility for protecting School District deposits. 7. Train School District personnel to schedule, purchase and sell � investments. a) Become familiar with State Law and Board Resolutions. b) Obtain knowledge of various types of securities auth- orized, including issue and maturity dates, basis for . calculating interest and other distinctions. c) Become familiar with dealers; who sells what; who buys what; competition and bidding. d) Analyzing the market. e) Buying, protecting and selling securities. f) Verifying yields. g) Maintaining investment records. 8. School District begins purchasing and seiling investments after consultation with and approval of City Treasury Division. 9. School District assumes full responsibility for all investments owned by the District, including delivery and safekeeping of said securities. 10. School District takes physical possession of a11 investment records, past and present, and assumes fu11 responsibility for maintaining said records. _ , .' Proposal to Transfer ISD #625 Treasury Function from the City to ISD #625 11. School District assumes full responsibility for the purchase and sale of their investments. (The City Treasury Division agrees to provide counsel when requested, but will assume no liability. ) 12. Director of Finance and Management Services resigns as Acting Assistant Treasurer of ISD #625. Y '� � " i. �r�� EXHIBIT A � Proposal to Transfer ISD #625 Treasury Function from the City to ISD �625 Since the inception of ISD �625 in 1965, the City of Saint Paul has performed the following duties for the Treasurer of ISD �625: re- ceive and disburse all monies for the School District, maintain the Schoo). District bank accounts, maintain a $2, (?00 cash fund for School � District time checks and related banking activities and buy, sell and trade School District investments. As a result of performing these duties, the Commissioner of Finance, originally, and now the Director of Finance and Management Services of the City of Saint Pau1 has been appointed either Assistant Treasurer or Acting Assistant Treasurer of Independent School District vo. 625. This proposal would, over a period ot months, transfer all of the above Treasury functions over to the School District administration. Upon the completion of the transfer of said duties, the Director of Finance and Management Services would resign as Acting Assistant , Treasurer of Independent School District No. 625. 1. Train School District personnel to receive, account for and . disburse School District cash. a) Accept and verify receipts. b) Reco=d and summarize receipts by account. c) Prepare and maintain daily cash statements, journals and ledgers. d) Record and summarize disbursements. e) Prepare and deposit receipts in proper bank accounts. f) Proof and mail voucller checks. 2. Train School District personnel to handle day-to-day bank transactions. a) Prepare and complete inter and i.ntra bank transactions. b) Accept and report on returned checks and other items. c) Preparation and processing of bank affi.davits. d) Filing and recording of stop-payment orders. e) Ordering, inventory and supplying of deposit slips for direct banking for cafeterias and other School District entities. f) Procedure for handling employee timechecks. . � � Proposal to Transfer I�D �625 Debt Service Function from the City to ISD #625 Fage 2. b) The First National Bank af Saint Paul ** Bond and Interest Account 20-97133 - bonds issued by School District from July 1, 1965 to December 31, 1972. c) Harris Trust and Savinqs Bank, Chicaqo, Illinois *** By wire transfer - First National Bank of St. Paul. d) Northwestern National Bank of Minneapolis, Minnesota *** � By wire transfer - First• National Bank of St. Paul. 3. Train School District personnei to make payments of principal and interest on Tax Anticipation Certificates and Aid Antici- pation Certificates (money is in escrow account) . Bank is designated during sale period; services charges paid to Paying . Agent named on certificates. ** Account 20-97133; Paying Agent Agreement between School District and the First National Bank dated 9/14/65. *** ISD #625 does not have a Paying Agent Agreement with Harris Trust and Savings Bank, Chicago, Illinois, or Northwestern Bank, Minneapolis, Minnesota. .I s EXHIBIT A Proposal to Transfer ISD #625 Treasury Function from the City to ISD ;�625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following duties for the Treasurer of ISD #;625: re- ceive and disburse all monies for the School District, maintain the School District bank accounts, maintain a $2, 000 cash fund for School � District time checks and related banking activities and buy, sell and t�ade School District investments. As a result of performing these duties, the Commissioner of Finance, originally, and now the Director of Einance and Management Services of the City of Saint Paul has been appointed either Assistant Treasurer or Acting Assistant Treasurer of Independent School District No. 625. This proposal would, over a period of months, transfer all of the above Treasury functions over to the School District administration. Upon the completion of the transfer of said duties, the Director of Finance and Management Services would resign as Acting Assistant . Treasurer of Independent School District No. 625. 1. Train School District personnel to receive, account for and . disburse School District cash. a) Accept and verify receipts. b) Record and summarize receipts by account. c) Prepare and maintain daily cash statements, journals and ledgers. d) Record and summarize disbursements. e) Prepare and deposit receipts in proper bank accounts. ' f) Proof and mail voucher checks. 2. Train School District personnel to handle day-to-day bank i transactions. h h a) Prepare and complete inter and intra bank transactions. b) Accept and report on returned checks and other items. c) Preparation and processing of bank affidavits. d) Filing and recording of stop-payment orders. e) Ordering, inventory and supplying of deposit slips for direct banking for cafeterias and other School District entities. f) Procedure for handling employee timechecks. . • .M ^ Proposal to Transfer ISD �625 Debt Service Function from the City to ISD ##625 Page 2. b) The First National Bank of Saint Paul ** Bond and Interest Account 20-97133 - bonds issued by School District from July 1, 1965 to December 31, 1972. c) Harris Trust and Savincts Bank, Chicaqo, Illinois *** By wire transfer - First National Bank of St. Paul. d) Northwestern National Bank of Minneapolis, Minnesota *** � By wire transfer - First• National Bank of St_ Paul. 3. Train School District personnel to make payments of principal and interest on Tax Anticipation Certificates and Aid Antici- pation Certificates (money is in escrow account) . Bank is designated during sale period; services charges paid to Paying _ Agent named on certificates. ** Account 20-97133; Paying Agent Agreement between School District and the First National Bank dated 9/14/65. *** ISD #625 does not have a Paying Agent Agreement with Harris Trust and Savings Bank, Chicago, Illinois, or Northwestern Bank, Minneapolis, Minnesota. •+ ; EXHIBIT A � Proposal to Transfer ISD #625 Treasury Function from the City to ISD ;*625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following duties for the Treasurer of ISD �625: re- ceive and disburse all monies for the School District, maintain the � School District bank accounts, maintain a $2,000 cash fund for School District time checks and related banking activities and buy, sell and trade School District investments. As a result of performing these duties, the Commissioner of Finance, originally, and now the Director of Finance and Management Services of the City of Saint Paul has been appointed either Assistant Treasurer or Acting Assistant Treasurer of Independent School District No. 625. This proposal would, over a period of months, transfer all of the above Treasury functions over to the School District administration. Upon the completion of the transfer of said duties, the Director of Finance and Management Services would resign as Acting Assistant . Treasurer of Independent School District No. 625. l. Train School District personnel to receive, account for and � disburse School District eash. a} Accept and verify receipts. b) Record and summarize receipts by account. c) Prepare and maintain daily cash statements, journals and ledgers. d) Record and summarize disbursements. e) Prepare and deposit receipts in proger bank accounts. f) Proof and mail voucher checks. 2. Train School District personnel to handle day-to-day bank transactions. a) Prepare and complete inter and intra bank transactions. b) Accept and report on returned checks and other items. c) Preparation and processing of bank affidavits. d) Filing and recording of stop-payment orders. e) Ordering, inventory and supplying of deposit slips for direct banking for cafeterias and other School District entities. f) Procedure for handling employee timechecks. . . ► Proposal to Transfer IaD �625 Debt Service Function from the City to ISD �625 Page 2. b) The First National Bank of Saint Paul ** Bond and Interest Account 20-97133 - bonds issued by School District from July 1, 1965 to December 31, 1972. � c) Harris Trust and Savincrs Bank, Chicaqo, Illinois *** By wire transfer - First National Bank of St. Paul. d) Northwestern National Bank of Minneapolis, Nlinnesota *** ' By wire transfer - First� National Bank of St. Paul. 3. Train School District personnel to make payments of principal and interest on Tax Anticipation Certificates and Aid Antici- pation Certificates (money is in escrow account) . Bank is designated during sale period; services charges paid to Paying . Agent named on certificates. ** Account 20-97133; Paying Agent Agreement between School District and the First National Bank dated 9/14/65. *** ISD #625 does not have a Paying Agent Agreement with Harris Trust and Savings Bank, Chicago, Illinois, or Northwestern Bank, Minneapolis, Minnesota. . � �� EXHIBIT B Proposal to Transfer ISD #625 Debt Service Function from the City to ISD �625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following services for the School District: bond and coupon reconciliation, payments of principal, interest and service charges, payment of principal and interest on Tax Anticipation Certificates and Aid Anticipation Certificates. This proposal would, over a period of months, transfer all of the above debt service functions to the School District Administration. 1. Train School District personnel to reconcile bonds and coupons. Also notify the financial institutions as follows: a) Bonds issued prior to July l, 196�_ by City for School purposes; First National Bank Account 80-31973; make arrangements with First National I3ank to sort out ISD #625 items and send to ISD #625. . b) Bonds issued from 7/1/65 to 12/31/72 by ISD #625 for School purposes; First National ;3ank Account 20-97133; make arrangements for First National Bank to send to ISD ##625. c) Bonds issued by ISD #625 after 1/1/73 and to date; ad- vise Harris Trust and Savings Bank, Chicago, Illinois, and Northwestern National Bank of Minneapolis of change so they will send statements and cancelled bonds and coupons to ISD #625. 2. Train School District personnel to make payments of principal, interest and service charges on bonds to Paying Agents: a) The First National Bank of Saint Paul * Account 80-13973 - bonds issued by City of Saint Paul for School purposes prior to July l, 1965. . *Account 80-13973; Paying Agent agreement between City and First dated 12/31/41; amended, 4/27/60. Under letter dated 9/14/65 to Independent School District No. 625 from Mr. Arthur L. Peters, Senior Vice President, the First National Bank of St. Paul agreed to the same service rate schedule on ISD #625 bonds and coupons as provided in the City amended agreement dated 4/27/60. , . _ : _ ... : _. . . _:_._.. ._ � � - .. Proposal to Transfer ISD �#625 Debt Service Function from the City to ISD #625 Page 2. b) The First National Bank of Saint Paul ** Bond and Interest Account 20-97133 - bonds issued by School District from July l, 1965 to December 31, 1972. c) Harris Trust and Savincts Bank, Chicaqo, Illinois *** By wire transfer - First National Bank of St. Paul. d) Northwestern National Bank of Minneapolis, Minnesota *** � By wire transfer - First National Bank of St. Paul. 3. Train School District personnel to make payments of principal and interest on Tax Anticipation Certificates and Aid Antici- pation Certificates (money is in escrow account) . Bank is designated during sale period; services charges paid to Paying . Agent named on certificates. ** Account 20-97133; Paying Agent Agreement between School District and the First National Bank dated 9/14/65. *** ISD #625 does not have a Paying Agent Agreement with Harris Trust and Savings Bank, Chicago, Illinois, or Northwestern Bank, Minneapolis, Minnesota. � �. EXHIBIT B Proposal to Transfer ISD #625 Debt Service Function � from the City to ISD �625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following services for the School District: bond and coupon reconciliation, payments of principal, interest .and service charges, payment of principal and interest on Tax Anticipation Certificates and Aid Anticipation Certificates. This proposal would, over a period of months, transfer all of the above debt service functions to the School District Administration. 1. Train School District personnel to reconcile bonds and coupons. Also notify the financial institutions as follows: a) Bonds issued prior to Julv l, 1965 by City for School purposes; First National Bank Account 80-31973; make arrangements with First National Bank to sort out ISD �625 items and send to ISD #625. b) Bonds issued from 7/1/65 to 12/31/72 by ISD �25 for School purposes; First National Bank Account 20-97133; make arrangements for First National Bank to send to ISD �625. c) Bonds issued by ISD #625 after 1/1/73 and to date; ad- vise Harris Trust and Savings Bank, Chicago, Illinois, and Northwestern National Bank of Minneapolis of change so they will send statements and cancelled bonds and coupons to ISD #625. . 2. Train School District personnel to make payments of principal, interest and service charges on bonds to Paying Agents: a) The First National Bank of Saint Paul * Account 80-13973 - bonds issued by City of Saint Paul for School purposes prior to July 1, 1965. . *Account 80-13973; Paying Agent agreement between City and First dated 12/31/41; amended, 4/27/60. Under letter dated 9/14/65 to Independent School District No. 625 from Mr. Arthur L. Peters, Senior Vice President, the First National Bank of St. Paul agreed to the same service rate schedule on ISD #625 bonds and coupons as grovided in the City amended agreement dated 4/27/60. Proposal to Transfer ISD #625 - � Treasury Funct•�on from the City to ISD #625 . Page 2. 3. Train School District personnel to reconcile bank accounts. a) Balance all bank accounts. b) Maintain cancelled check files. � c) Documentation of transactions for audit. 4. The School District takes physical possession of a11 bank statements, cancelled checks and related documents. 5. Train School District employees in the proper method of obtain- ing, maintaining and releas3ng of collateral to protect deposits. 6. School District takes physical possession of collateral records � and assumes full responsib ility for protecting School District deposits. 7. Train School District personnel to schedule, purchase and sell investments. � a) Become familiar with State Law and Board Resolutions. b) Obtain knowledge of various types of securities auth- orized, including issue and maturity dates, basis for , calculating interest and other distinctions. c) Become familiar with dealers; who sells what; who buys what; competition and bidding. d) Analyzing the market. e) Buying, protecting and selling securities. � f) Verifying yields. g) Maintaining investment records. 8. School District begins purchasing and selling investments after consultation with and approval of City Treasury Division. 9. School District assumes full responsibility for all investments owned by the District, including delivery and safekeeping of said securities. 10. School District takes physical possession of all investment records, past and present, and assumes full responsibility for maintaining said records. Proposal to Transfer ISD �625 � • � Treasury Function from the City to ISD �625 11. School District assumes full responsibility for the purchase and sale of their investments. (The City Treasury Division agrees to provide counsel when requested, but will� assume no liability. ) 12. Director of Finance and Management Services resigns as Acting _ Assistant Treasurer of ISD �625. � • � '� �� EXHIBIT B Proposal to Transfer ISD #625 Debt Service Function � from the City to ISD -;=625 Since the inCeption of ISD #625 in 1965, the City of Saint Paul has performed the following services for the School District: bond and coupon reconciliation, payments of principal, interest and service charges, payment of principal and interest on T� Anticipation Certificates and Aid Anticipation Certificates: This proposal would, over a period of months, transfer all of the above debt service functions to the School District Administration. 1. Train School District personneZ to reconcile bonds and coupons. Also notify the financial institutions as follows: a) Bonds issued prior to July l, 1965 by City for School purposes; First National Bank Account 80-31973; make arrangements with First National Bank to sort out ISD #625 items and send to ISD #�625. - b) Bonds issued from 7/1/65 to 12/31/72 by ISD -�625 for � School purposes; First National Bank Account 20-97133; make arrangements for First National Bank to send to ISD #625. c) Bonds issued by ISD �625 after 1/1/73 and to date; ad- � vise Harris Trust and Savings Bank, Chicago, Illinois, and Northwestern National Bank of Minneapolis of change so they will send statements and cancelled bonds and coupons to ISD #625. . 2. Train School District personnel to make payments of principal, interest and service charges on bonds to Paying Agents: a) The First National Bank of Saint Paul * Account 80-13973 - bonds issued by City of Saint Paul for School purposes prior to July l, 1965. - *Account 80-13973; Paying Agent agreement between City and First dated 12/31/41; amended, 4/27/60. Under letter dated 9/14/65 to Independent School District No. 625 from Mr. Arthur L. Peters, Senior Vice President, the First National Bank of St. PauZ agreed to the same service rate schedule on ISD #625 bonds and caupons as provided in the City amended agreement dated 4/27/60. Proposal to Transfer ISD #625 ' rTreasury Funct•�on from the City to ISD �b25 Page 2. 3. Train School District personnel to xeconcile bank accounts. a) Balance all bank accounts. b) Maintain cancelled check files. c) Documentation of transactions for audit. 4. The School District takes physical possession of all bank statements, cancelled checks and related documents. 5. Train School District employees in the proper method of obtain- ing, maintaining and releasing of collateral to pratect deposits. 6. School District takes physical possession of collateral records � and assumes full responsibility for protecting School District deposits. 7. Train School District personnel to schedule, purchase and se11 � investments. � a) Become familiar with State Law and Board Resolutions. b) Obtain knowledge of various types of securities auth- orized, including issue and maturity dates, basis for , calculating interest and other distinctions. c) Become familiar with dealers; who sells what; who buys what; competition and bidding. d) Analyzing the market. e) Buying, protecting and selling securities. f) Verifying yields. g) Maintaining investment records. 8. School District begins purchasing and selling investments after consultation with and approval of City Treasury Division. 9. School District assumes full responsibility for all investments owned by the District, including delivery and safekeeping of said securities. 10. School District takes physical possession of all investment records, past and present, and assumes full responsibility for maintaining said records. � _ . ..._ __:_,. _..: ..�. ..,, � _ . .... _ , . �. . � Proposal to Transfer ISD �625 Treasury Function from the City to ISD �625 11. School District assumes full responsibility for the purchase and sale of their investments. (The City Treasury Division agrees to provide counsel when requested, but will� assume' no ].iability.) 12. Director of Finance and Management Services resigns as Acting Assistant Treasurer of ISD #625. - • EXHIBIT B Proposal to Transfer ISD #625 Debt Service Function � from the City to ISD r625 Since the inception of ISD #625 in 1965, the City of Saint Pau1 has performed the following services for the School District: bond and coupon reconciliation, payments of principal, interest and service charges, payment of principal and interest on Tax Anticipation Certificates and Aid Anticipation Certificates. This proposal would, over a period of months, transfer all of the above debt service functions to the School District Administration. 1. Train School District personnel to reconcile bonds and coupons. Also notify the financial institutions as follows: a) Bonds issued prior to Julv l, 1965 by City for School purposes; First National Bank Account 80-31973; make arrangements with First National Bank to sort out ISD �625 items and send to ISD #625. • b) Bonds issued from 7/1/65 to 12/31/72 by ISD �625 for � School purposes; First National Bank Account 20-97133; make arrangements for First National Bank to send to ISD #625. c) Bonds issued by ISD �625 after 1/1/73 and to date; ad- vise Harris Trust and Savings Bank, Chicago, Illinois, and Northwestern National Bank of Minneapolis of change so they will send statements and cancelled bonds and coupons to ISD #625. 2. Train School District personnel to make payments of principal, interest and service charges on bonds to Paying Agents: a) The First National Bank of Saint Paul * Account 80-13973 - bonds issued by City of Saint Paul for School purposes prior to July l, 1965. • *Account 80-13973; Paying Agent agreement between City and First dated 12/31/41; amended, 4/27/60. Under letter dated 9/14/65 to Independent School District No. 625 from Mr. Arthur L. Peters, Senior Vice President, the First National Bank of St. Paul agreed to the same service rate schedule on ISD ##625 bonds and coupons as provided in the City amended agreement dated 4/27/6�. Proposal to Transfer ISD #625 r Treasury Ftiinct•�on from the City to ISD #625 Page 2. 3. Train School District personnel to reconcile bank accounts. a) Balance all bank accounts. b) Maintain cancelled check files. c) Documentation of transactions for audit. 4. The School District takes physical possession of all bank statements, cancelled checks and related documents. 5. Train School District employees in the proper method of obtain- ing, maintaining and releasing of collateral to protect deposits. 6. School District takes physical possession of collateral records � and assumes full responsibiJ.ity for protecting School District depos i.ts. 7. Train School District personnel to schedule, purchase and sell � investments. • a) Become familiar with State Law and Board Resolutions. b) Obtain knowledge of various types of securities auth- orized, including issue and maturity dates, basis for , calculating interest and other distinctions. c) Become familiar with dealers; who sells what; who buys what; competition and bidding. d) Analyzing the market. e) Buying, protecting and selling securities. f) Veri€ying yields. g) Maintaining investment records. 8. School Distra.ct begins purchasing and selling investments after consultation with and approval of City Treasury Division. 9. School District assumes full responsibility for all investments owned by the District, including delivery and safekeeping of said securities. 10. School District takes physical possession of all investment records, past and present, and assumes full responsibility for maintaining said records. � _ � ._ _. _.- .,. .. __ ._ ,_ ._. . �..__, . ..�. .___„�. __ -___ _ ,. ... __� . _. . _ _ , ..,�. _. __ �. Proposal to Transfer ISD �625 . � Treasury Function from the City to ISD �625 11. School District assumes full responsibility for the purchase and sale of their investments. (The City Treasury Division agrees to provide counsel when requested, but will assume no liability. ) 12. Director of Finance and Management Services resigns as Acting Assistant T=easurer of ISD �625. - ! __ _ ,. ._ . _�._... . ......�. . . .n.,. . ...�.._.._ . ' ' � A ��'� EXHIBIT C Proposal to Transfer ISD ##625 Disbursement Audit Function from the City to ISD #625 Since the inception of ISD ##625 in 1965, the City of Saint Paul has performed the following duties for ISD #625 : Audit of payment re- quests for legality and proper documentation, assignment of vendor number on payment requests, reviewing checks received from Data Processing for accuracy, maintenance of check registers, filing vouchers and attached documents in numerical order, filing the check tissue copy alphabetically, and processing garnishments, levies and other types of check splitting. � This proposal would, over a period of months, transfer all of the above disbursement audit functions over to the School District Administration. l. Train School District employees in the audit of alI payment requests for legality and proper documentation. . 2. Train School District personnel in assigning vendor numbers to payment .requests and sending the requests to Data Processing for preparation of the check. Transfer one "vendor book" to the Schools. 3. Train School District personnel to compare checks received from Data Processing with payment requests. 4. Train School District employees in the maintenance of check registers. 5. Explain the City' s system for filing documents numerically. 6. Explain to School District personnel the City' s alphabetic file of check tissue copies. 7. Train School District personnel to handle garnishments, levies and other types of check splitting. EXHIBIT C Proposal to Transfer ISD �625 Disbursement Audit Function_ from the City to ISD #625 Since the inception of ISD #625 in 1965, the City of Saint Paul has performed the following duties for ISD �#625 : Audit of payment re- quests for legality and proper documentation, assignment of vendor number on payment requests, reviewing checks received from Data Processing for accuracy, maintenance of check registers, filing . vouchers and attached documents in numerical order, filing the check tissue copy alphabetically, and processing garnishments, levies and other types of check splitting. ' This proposal� would, over a period of months, transfer aIl of the above disbursement audit functions over to the School District Administration. 1. Train School District employees in the audit of all payment requests for legality and proper documentation. . 2. Train School District personnel in assigning vendor numbers to � � payment requests and sending the requests to Data Processing for preparation of the check. Transfer one "vendor book" to the Schools. 3. Train School District personnel to compare checks received from Data Processing with payment requests. a. Train School Disttict employees in the maintenance of chec]c registers. 5. Explain the City' s system for filing documents numerically. 6. Explain to School District personnel the City' s alphabetic file of check tissue copies. 7. Train School District personnel to handle garnishments, levies - and other types of check splitting. .,_�_ . .a.. .._...._. . . _ _ __. .� .� �. . .� � �. � . ,.. r....�..� , n�, .. ...... ....�.� ,.,,. _ . _._ , . .. ,.�...,_ ,__ _.. . '�. EXHIBIT C Proposal to Transfer ISD #625 Disbursement Audit Function from the City to ISD #625 Since the inception of ISD �625 in 1965, the City of Saint Paul. has performed the following duties for ISD �625: Audit of payment re- quests for legality and proper documentation, assignment of vendor number on payment requests, reviewing checks received from Data Processing for accuracy, maintenance of check registers, filing . vouchers and attached documents in numerical order, filing the check tissue copy alphabetically, and processing garnishments, levies and other types of check splitting. � This proposal- would, over a period of months, transfer all of the above disbursement audit functions over to the School District Administration. 1. Train School District employees in the audit of all payment requests for legality and proper documentation. . 2. Train School District personnel in assigning vendar nw�bers to � payment requests and sending the requests to Data Processing for preparation of the check. Transfer one "vendor book" to the Schools. 3. Train School District personnel to compare checks received from Data Processing with payment requests. 4. Train School District .employees in the maintenance of check � registers. 5. Explain the City' s system for filing documents nur.ierically. 6. Explain to School District personnel the City' s aiphabetic file of check tissue copies. 7. Train School District personnel to handle garnishments, levies and other types of check splitting. , EXHIBIT C Provosal to Transfer ISD �625 Disbursement Audit Function from the City to ISD #625 Since the inception of ISD #625 in 1965, the City of Saint Paul ha� performed the following duties for ISD �#625: Audit of payment re- quests for legality and proper documentation, assignment of vendor number on payment requests, reviewing checks received from Data Processing for accuracy, maintenance of check registers, filing . vouchers and attached documents i.n numerical order, filing the check tissue copy alphabetically, and processing garnishments, levies . and other types of check splitting. ' This proposal� would, over a period of months, transfer aIl of the above disbursement audit functions over to the School District Administration. l. Train School District employees in .the audit of all payment requests for legality and proper documentation. . 2. Train School District personnel in assigning vendor numbers to � payment requests and sending the requests to Data Processing for preparation of the check. Transfer one "vendor book" to the Schools. 3. Train School District personnel to compare checks received from Data Processing with payment requests. 4. Train School District employees in the maintenance of check � registers. 5. Explain the City' s system for fil 'zng documents numerically. 6. Explain to School District personnel the City' s alphabetic file of check tissue cop ies. 7. Train School District personnel to handle garnishments, levies � and other types of check splitting. � CITY OF SAINT PAUL �`'��'�� , _ �. � , OFFICE OF THE.CITY COO i�TCIL :��.. ,�;��,. � � '19 f�it9lil4'� . . .. 7�'+!_i1d��n;'�: . lc Dote : March 27, 1978 COMMiTTEE REP4RT TO : Soint Paul City Counci( - FROM � Committee on FINANCE, MANAGEMENT AND PERSONNEL � ROSALIE BUTLER , chairman, makes th� folfowing . re port o n C. F. � Ordinance [XX Resolution " �] Ott�er TiTLE : At its meeting on March 27 the Committee recommended -approval of the fo7lowing resolution: � _ Transfer of the Accounting and Treasury functions of the School District from the City to Independent School District #625 CITY HALL SEVENTH FLOOR SAINT PAUL, MINNESOTA SSI02 �.'�,;�