260995 WH17E - CITY CLERK (^.
PINK 7FINANCE COUIICll 26 ��j�
BLUE��- MqypRTMENT GITY OF SAINT PAITL File NO. v
" ' ' � ' ouncil Resolution
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Presented By •
Referred To Committee: Date
Out of Committee By Date
WHEREAS, the Council, by resolution contained in
Council File No. 260723,has instituted, in cooperation
with the general business community, a loaned executive
action program for the purpose of conducting a management
and systems study for Saint Paul City government; and
�THEREAS, said program will substantially contribute
to providing systems, techniques, disciplines and organi-
zational structures for upgrading the delivery of local
government services to the citizens of the City of Saint
Paul; and
WHEREAS, said program will offer counsel and advice
in the application of business methodology to the operation
of City government, thereby facilitating meaningful, long-
range cost savings, increased efficiency, improved responsive-
ness and a higher standard of= professionalism; and
WHEREAS, it is beneficial to the economic operation of
City government to develop a mutua.l understanding and
long-range partnership between government officials and
business executives; and
WHEREAS, the City Administrator, pursuant to the
directives of the aforesaid resolution, has contacted the
Chamber of Commerce and other interests within the busine,�s
community and obtained from such groups full support and
sponsorship of said program and has recommended provisions
for the examination of all City offices as hereinafter contained;
now, therefore, be it
COUNCILMEN Requested by Department of:
Yeas Nays
Hunt
Konopatzki In Favor
Levine
Meredith Against By
� RC�DLER
Tedesco
Mme.President Butler
Form Approved by City Attorney
Adopted by Council: Date "
Certified Passed by Council Secretary By ���G o e7�}��.l��D J
By
Approved by Maxor: Date Approved Ma �on t uncil
By By
/
Y
.� ,r . _ 2� ��9�
RESOLVED, That the Council hereby approves the
following program for a City ma.nagement and systems
study:
1. The appointed program membership shall study
the organizational structure of the City, its functions
operations, decision-making procedures and work flow,
said study to include a comprehensive review of each of
the executive departments and government agencies under
City organization as provided pursuant to the City Charter
for the purpose of producing systems, techniques, disciplines
and organizational structures to upgrade the delivery of
local government services and apply business methods to the
operation of City government, thereby facilitating meaningful
long-range cost savings, increased efficiency, improved
responsiveness and a higher standard of professionalism
2. The study shall be conducted to analyze, recommend
and report on the following areas of local government:
A. General Administration
(1) Organization and Structure
a) Objectives
b) Functional Charts
c) Position Charts
d) Planning and Development
(2) Operations
a Work Flow Charts
b Forms Design and Control
c Systems and Procedures
d) Communications and Reports
e) Public Information
B. Financial Administration
(1) Accounting Procedures
(2) Data Processing System
(3) Fiscal Reporting
(4) Revenue Sources and Utilization
C. Personnel Administration
(1) Recruiting and Selection
2) Classification and Pay Grades
3) Management Levels
4) ' In-Depth Management Needs
5) Training and Development
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D Special Agency Relationships
(1) Port Authority of the City of Saint Paul
(2) Housing and Redevelopment of the City �
Saint Paul
(3) Civic Center Authority of the City of
Saint Paul
4) Metropolitan Airports Commission
5) Metropolitan Transit Commission
6) Metropolitan Sewer Board
3. The program shall consist of the following advisory
committees:
A. A Government Committee
B. A Ma.nagement Committee
C. A Steering Committee composed of representatives
of the above committees, including the program
Chairman.
4. The Steering Committee shall have overall responsibility
for the program. With the advice of the Government and Management
Committees it shall coordinate the project to achieve the purposes
herein set forth. The duties and responsibilities of the Steering
Committee shall include:
!�. Selection, recruitment, orientation and supervision
of loaned executives.
B. Selection and assignment of projects for task forces.
C. Supervision and coordination of task forces.
D. Approval of task force recommendations for submission
to the Ma.yor and City Council and coordination of
the implementation of such recommendations among
departments.
E. Issuance of final report.
F. Coordination of publicity between the Ma.yor, the
Council and the various City departments, the task
force and the advisory committees.
G. Raising of necessary funding for project budget.
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5. The Government Committee shall assist the Steering
Committee in the assignment of project task forces, the
evaluation of task force proposals and the coordination of
program implementation. The duties and responsibilities of
the committee shall include:
A. Review of proposals for task force projects
and th e recommendation to the Steering
Committee of project assignments for task
forces with priority order.
B. Advising the Steering Committee as to expertise
needed for various task forces.
C. Organization or orientation for loaned executives.
D. Recommendations for approval, amendment or
re j ection of task f orce recommendations.
E. Liaison between program and City departments
and agencies.
F. Upon termination of the project, supervise
implementation of approved proposals, including:
(1) Receiving quarterly progress reports from
departments for which approved recommendations
were implemented. •
(2) Reporting quarterly to the Mayor and City
Council on the status of implementation.
(3) Assisting department and agency heads in
implementing approved recommendations by
arranging nece'ssary personnel assignments
and requesting assistance from loaned
executives as needed.
6. The Management Committee shall assist the Steering
Committee in the recruitment of loaned executives and in the
evaluation of task force recommendations. The committee' s
duties and responsibilities shall include:
A. Assistance in recruiting loaned executives;
preferably from their own companies.
WHI7E YCITY CLERK COl1I1C11 260�9(5
PINK - FINANCE
CANARY - DEPARTMENT GITY OF SAINT PALIL
B�`�yl�E - MAYOR File NO.
�� � � � � ` � ` Council Resolution
�
Presented By
Referred To Committee: Date
Out of Committee By Date
B. Assistance in assigning loaned executives to
specif ic pro j ects.
C. Reviewing the recommendations of the Government
Committee as to the selection of projects for
task forces.
D. Approving and commenting upon task force
recommendations.
E. Advising on implementation of task force
recommendations.
F. Serving as liaison between program and the
business community.
7. To assist the program, the City of Saint Paul shall supply:
A. Designation of specifie studies and coordination
through the City Administrator' s Office.
B. Program support from the Mayor, City Council and
City Administrator and department heads.
C. Office space, secretarial assistance and research
assistance from City employees.
D. A designated official from the office of the City
Administrator to work with loaned executives.
,
COUIVCILMEIV
Yeas Butler Nays Requested by Department of:
Haa�
Konopatzki In Favor
Levine /�
Meredith 6! Against BY
�C RQIDLER
Tedesco
Mme.President �Her Hurit qpR 31973 Form Approved by City Attorney �
Adopted by Council: Date
Certifi ed by Co cil cretary � _ By/ \-�C b�CT 1d��
By
Approved M or: Date 73 Approved y Ma to il
By BY
PUBLISHED APR 7 �97�