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03-985co��i r:;� � -9�-=YSS Green Sheet i 3vo��9� AESOLUTION CITY QF SA[NT PAUL, MINNESOTA Preser.ted By Re`_e_-ed To �� 2� co¢�ttee: Date 1 2 3 4 5 6 7 8 9 10 11 12 li WHEREAS, the Boazd of Water Commissioners and the City of Saint Paul have agreed to the terms and conditions of an agreement covering direct and indirect central services to be performed by the City for Saint Paui Regional Water Services; and WHEREAS, the Board of Water Commissioners has authorized this agreement by approval of Resolution No. 4923; and WHEREAS, the Boazd agrees to reimburse the City $707,749 in 2004 for these services; now, therefore, be it RESOLVED, that the proper City officials are hereby authorized and directed to execute an agreement with the Board of Water Commissioners to provide central services, a copy of the agreement will be kept on file in the Office of Financial Services. Requestcd by Depzrtment of: Saint Paul Regioaal Water Services By. /i'7 Aififwie� `C � fiZ�iL�-^ ener�'� al Manager .Sdoption Ey. by Council Secetary �//�i�Si� r. Ddtc ( _��' � �`" Form Approved by Ciry Attomey � ,� �'i � - - � Ma}ror doz � .4dopted by Cauncil: Date /�,S=d3- fl3- 985 � Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet � , DepartmenUofficHcouneil: Date Initiated: . ', WA -W��Ut��;Ty I 16ACT-03 Green Sheet NO: 3006799 � Contact Person 8 Phone: �� Bernie Bullert 66274 �� Must Be on Council Agenda � Assign Number For Routing Order De�artmeM Sent To Person INUaUDate � 0 i ater Ufiliri �/ � �� 1 IWater UtiliN Deoartment Director 7'�� � / ��d'"�` ( �� D !' 2 'fv AHnrnev I � U iv �j/ . 3 avor's O�ce MavodAssistant � � � 4 ouncil � I 5 i Clerk Ci Clerk I, 1 . Total # of Signature Pages (Clip All Locations for Signature) Action Requested: � City Council approval of an agreement between the Board of Water Couunissioners and the City of Saint Paul for central services to be provided by the City to the Boazd in 2004. idations: Approve (A) or R Planning Commission CIB Committee Civil Service Commission 5ervlGe Gon[rdCts Must Answer the FolloNnng G1u05tion5: 1. Has this personlfirm ever worked under a contract for this department? Yes No 2. Has this person/firm ever been a city employee? Yes No 3. Does this person/flrm possess a skill not normally possessed by any current city employee? Yes No Explain all yes answers on separate sheet and attach to green sheet ''� Initiating Problem, Issues, Opportunity (Who, WFiat, When, Where, Why): I The attached agreement between the Boazd and the City establishes what Cenlral Services are to be performed by the City, how the fee is determined, and the cost per service. The total chazge for 2004 Central Services if $707,749. The Boazd of Water Conamissioners �; authorizedthis agreement by approval of Resolution No. 4923. Advantaaes If Approved: An updated agreement for 2004 central service chazges will exist. Disadvantapes If Approved: None. ,,.., �, - � _ � �w�' e.� � ., �.,-g, ��a$:/ R��� ��i LL � ���� DisadvanWges If Not Approved: � otal Amount of �07749 Transacfion: Fundinq Source: g50-28181-0290 Cost/Revenue Budgeted: Activity Numher. C!�`f � � C�i,�-� '� Financial information: �'� (6cplain) 03- 9SS BOARD OF WATER COMM15510NER5 RESOLUTION — 6ENERAL FORM PRESENTED ev Haselmann COMMISSIONER N 4923 October 14, 2003 WHEREAS, the City of Saint Paul and Boazd have agreed to the terms and condirions of an Agreement covering those direct and shared Central Services to be performed for the Boazd by the City; and WHEREAS, the City of Saint Paul and Board have agreed that those central service chazges which are paid directly to the general fund shall total$707,749 for the year 2004; and WIIEEREAS, the Board has budgeted $151,000 for services provided by Contract and Analysis Services and the Office of the Treasury for which it will be invoiced in 20�4; now therefore, be it RESOLVED, that the Board does concur with staff's recommendation and hereby directs and authorizes the proper officers of the Board to execute said Agreement on behalf of the Boazd. Water Commissionexs Yeas Anfang Nays Collins Zanmiller Vice President Haselmann President Harris In favor 5 OpposxL � Adopted by the Board of Water Commissioners �NIPORTANT RE7UR� BOARG3 ��NUTES FIL: ORICINAL October 14, � 2003 �� O� SECY. D3- 985 AGREEMENT between THE BOARD OF WAT'ER COIVIlVIISSIONERS and TFIE CITY OF SAINT PAUL,IVIINNESOTA for CENTRAI. 5ERVICES This agreement ("agreemenY�, made and entered into this /�� day of !1� � 2003, by and between the BOARD OF WATER COMNIISSIONERS OF THE CITY OF SAINT PAUL, a Municipal Corporation under the laws of the State of Minnesota (`Boazd"), and the CITY OF SAINT PAUL, MINNESOTA, a home rule charter city under the laws of the State of Minnesota ("City"). WHEREAS, the City currently establishes and charges an annual fee to city departments and the Board, known as a fee for central service costs ("Central Service Chazge"), which fee reunburses the City for the costs of benefits, services and other transactions that the Board receives from the City and its various departments; and WHEREAS, the Board desires to control its expenses, manage its use of the City's central services, and more effectively budget for the annual Central Service Chazge expense; and WHEREAS, the Board believes that it can achieve these goals by entering into an agreement with the City for the provision of central services which establishes the annual amount of the Central Service Charge;and WI-IEREAS, the Board and the City entered into an agreement dated April 13, 1999, and an Amendment No. 1 to that agreement dated December 14, 1999, which together discounted by approxunately sixty-six percent (66%) the chazges for services provided by the Office of the Mayor, the Office of the City Clerk and City Council Administration for the years 1999, 2000 and 2001; and N�\CLERICAL\BOARDWGREEMENTSNIISC\ST PAUL\CBN"CRLSERV 2004 DOC v o3-q8� WHEREAS, the Boazd and the City desire to enter into an agreement for the provision of central services to the Boazd for the yeaz 2D04, with the intent that said agreement be amended each yeaz as part of the following yeaz's budget process. NOW, THEREFORE, in consideration of the terms, covenants, warranries and conditions hereinafter set forth, the parties hereto, intending to be legally bound hereby, mutually agree as follows: Section 1. Central Services. Subject to the terms and conditions of this Agreement, City shall sell, transfer, assign, provide or supply the Boazd those Central Service benefits, supplies, equipment, services, and operations that aze sununarized and described in Exhibit A, which is attached hereto. Secrion 2. Term. The term of this Agreement shall commence on January 1, 2004 and shall expire on December 31, 2004. Section 3. Payment. Subject to the terms and conditions of this Agreement, and in consideration of Ciry's agreement to sell, transfer, assign, provide or supply the Boazd with the Central Services as summarized and described in Exhibit A, Boazd agrees to pay to City the sum of Seven Hundred and Seven Thousand Seven Hundred and Forty-nine Dollars ($707,749) in yeaz 2004. This payment shall be made in twelve (12) monthly installments in the amount of $58,979 by the Boazd to the City, beginning within thirty (30) days of the Commencement Date of this Agreement. On or before May 15, 2004 and as a part of the 2005 budget determination process, the City and the Board shall review and may adjust the fee in a manner that is mutually acceptable to both parties. The adjustment will be based on the central service rate changes, the local CPI, or some other mutually agreed upon factor. The amount agreed upon will become the Central Service Charge for 2005 and will be specified in an amendment to this agreement. N:\CLERICAL\BOAADWGREEMENTS\MISC\ST_PAUUCENTRLSERV_2004 DOC � 0 3-9�5 Section 4. Termination. This agreement may be terminated in whole or in part in writing by either party in the event of substantial failure by the other party to fulfill its obligations under this agreement through no fault of the terminating pariy, provided that no temiinauon may be effected unless the other party is given not less than sixty (60) calendar days written notice of intent to terminate. Section 5. Successors and Assigns. All terms, covenants, and conditions of this Agreement shall be binding upon, and inure to the benefit of and be enforceable by the parties hereto and their respective successors, heirs, executors and assigns. This Agreement and the rights and obligations of any party hereunder sha11 not be assignable except with the written consent of the other parties hereto, which consent shall not be unreasonably withheld. Section 6. Notice. Any notice, request, demand, statement or consent required or permitted to be given hereunder shall be in writing, shall be signed by or on behalf of the party giving notice, and shall be personally delivered or sent by express service, telecopier, or certified or registered mail, retum receipt requested, postage prepaid, to the other pariy to the respective address given herein below: If to Board: General Manager, Saint Paul Regional Water Services Suite 400 8 Fourth Street East Saint Paul, MN 55101 If to City: Director, Office of Financial Services 160 City Hall & Court House 15 West Kellogg Boulevard Saint Paul, MN 55102 Any such notice given as aforesaid shall be conclusively deemed to have been given and received on the day on which such notice was delivered. Either pariy may, from time to time, fumish, in writing, to the other party, such notice of a change in the address to which notices aze to be given hereunder. Section 7. Incorporation by Reference. Exhibit A attached hereto is hereby incorporated by reference and made a part hereof. N1ClERICAL\BOAADWGREEMENTSN4ISC\ST_PAUL\CENTRLSBRV_2004 DOC � t�3-9�. Section 8. Waivers and Amendments. This Agreement may be amended, superseded, canceled, renewed or extended, and its terms or covenants hereof may be waived, only by a written instrument executed by the parties and pursuant to the terms of this Agreement. The failure of any party at any time or times to require performance of any provision hereof shall in no manner affect its right at a later time to enforce the same. The parties reserve the right by mutual written consent to amend, modify, supersede and cancel this Agreement, or waive the terms or conditions. Section 9. Entire Agreement. This Agreement and the Exhibit attached hereto set forth the entire understanding and agreement between the parties hereto with respect to the subject matter hereof and supersede all prior agreements, arrangements and understandings, written or oral, relating to the subject matter hereof. Section 10. Counterparts. This Agreement may be executed in two or more counterparts, each of which may be deemed an original but together shall constitute but one and the same instniment. Secfion 11. Severability. This Agreement is intended to be performed in acwrdance with, and only to the extent permitted by, all applicable laws, ordinances, rules and regulations. If any provision of this Agreement, or the application thereof to any person or circumstance, shall, for any reason and to any extent, be invalid or unenforceable, the remainder of this Agreement and the application of such provision to other persons or circumstances shall not be affected thereby but rather shall be enforced to the extent permitted by law. N:\CLERICAL�BOAADWGREEMENTS�NtISC\ST_PAUL\CENTRLSERV_2004 DOC 0 � � �955 IN WITNESS WFIEREOF, the parties hereto have caused this Agreement to be executed in their behalf respectively as of the day and year first above written. APPROVED: B C�%`.�-2.�.</ Bazbara J. Wools Acting General Manager Approved as to form: BOARD OF WATER CONINIISSIONERS OF THE CITY OF SAINT PAUL BY I - - �� Patrick Harris, President BY �ISi60. 1°1i, �/�A� BY � Assistant City Attomey anet Lindgren, Sec etary Cl Approved as to form: BY �� .�/���- Iz- �-� � Assistant City Attorney � � B ��'t1��i��� Matthew G. Smith, Director Office of Financial Services n p Funding: 850-28181-0290 - $707,749 F-'� V:\£NGIN EERSNG\CLERICAL�BOARD�AGREEMENTSV�r[LSC\ST_PAUUCENTRLSERV _2004.DOC � By r , w--�, Donald J. Luna, Ci C erk � 3.q S5 Exhibit A Budget Year 2004 Central Service Benefits, Supplies, Equipment, Services, and Operations Per FTE Per FT`E Total cost cost (based on (SPRWS) 248 FTE's) City Attomey-Civil Division provides counsel and advice to the Mayor, $351.50 $351.50 $87,172.00 the City Council, and city departments and offices on housing, development, licensing, zoning, labor, and other governmental operations. The City Council is the legislative and policy making body of St. Paul, $718.60 $215.58 $53,463.84 and provides policy and financial review to department activiries, sets Human Resources goals and policies, adopts the annual budgets, and approves resolutions and budget amendments. Citizen Services Office-City Clerk manages the administrative and $113.10 $33.93 $8,414,64 record keeping functions for all City Council actions, accepts claims, summons and complaints and other legal documents on the city's behalf, ensures publication of ordinances and public notices, and processes vacation of public right of ways. Citizen Services Office-Information and Complaint serves as an $72.50 $21.75 $5,394.00 advocate for residential and corporate citizens in responding to requests and complaints about city services, works closely with city departments to improve response times to requests for services, and provides public information regarding city services and events. Financial Services establishes and implements accounting policies and procedures to safeguard city assets, records all financial transactions, creates and maintains payroll records, ensures compliance with state and federal laws, works with the Mayor's Office, City Council, and departments to establish and implement annual city operaUng and capital budgets, and reports on the city's financial condition in accordance with generally accepted accounting principles. General Government Accounts-Financial Forms is the printing expense of the city's annual budgets, financial report, payroll and vendor checks, electronic funds transfer forms, and other miscellaneous financial forms. N.\CLHRICAUBOARDWGREEMENTS�MISC\ST PAUL\CENTRLSERV 2004.DOC $476.10 :1 :: $94,458.24 $17.90 $17.90 � $4,439.20 Exhibit A Budget Year 2004 Central Service Benefits, Supplies, Equipment, Services, and Operations General Government Accounts-Municipal Memberships aze the costs of the ciry's participation and representarion in various municipal organizations, such as the Minnesota League of Cities, U. S. Conference of Mayors, and Ramsey County League of Local Governments. General Government Accounts-Surety Bonds aze the costs to obtain faithful performance bonds for all employees and officials as security for the faithfixl perFormance of their duties. The Office of Financial Services upgraded the softwaze and hazdware platform operating the City's Financial Management System. Human Resources provides �rma6ve action functions, recruitment, testing, collective bazgaining, training and employee development services, workforce planning, and consulting services. $uman Rights-Contract Compliance reviews city contracts to ensure compliance with city ordinances on affirmative action plans for contractors, and monitors utilization goals of women and people of color on city assisted construction projects. The Mayor's Office leads and directs the delivery of city services, sets priorities for city operations, represent the city's interests at the local, state and national levels, and serves as ombudsperson between citizens and neighborhood organizations and city departments. Technology and Management Services-Real Estate Management manages all general government real estate acquisitions, disposals and leases for city departments and agencies, and secures property insurance coverage for city owned buildings and vehicles. N \CLER[CAL�BOARDWGREEMENTSU4LSC\ST PAUL\CENTRLSEAV 2004.DOC Per FTE Per FTE cost cost (SPRWS) $29.00 $29.00 $2.10 $2.10 $26.80 $26.80 o3-9g5 Total (based on 248 F"I`E's) $7,192.00 $520.80 $6,646.40 $79330 $79330 $196,738.40 $103.60 $103.60 $25,692.80 $427.70 $128.31 $31,820.88 $11130 $11130 $27,602.40 7 � Exhibit A Budget Year 2004 Central Service Benefits, Supplies, Equipment, Services, and Operations Technology and Management Services-Risk Management administers employee and retiree heatth care benefit plans and workers' compensation and other benefit plans, negotiates cracts with managed caze carriers, coordinates citywide American with Disabilities Act compliance and safety programs, manages tort claims, and works with departments to reduce the number and cost of claims. Technology and Management Services-Information Services Direct Payment. SPRWS provides most technical service using its own staff, but relies on TMS to provide citywide services like email and the network backbone. Total from 850-28181-0290 Estimated transaction charges paid from 850-28181-0299 upon receipt of invoices: Contract and Analysis Services $90,000.00 Treasury $61,000.00 N:\CLERICAL�BOARD�.4GREEMENTSN�ILSC�ST PAUL\CENTRLSERV 2004.DOC a 3,g85 Per FTE Per FTE Total cost cost (based on 248 (City) (SPRWS) FTE's) $310.90 $310.90 $77,103.20 $81,090.07 $707,748.87 � BOARO OF WATER COMMISSIONERS RESOLUTION — GElVERAL FORM PRESENTED BY H85eli¢3IIR COMMISSIONER �3-9�5 4923 October 14, ZCO3 DATF WHEREAS, the City of Saint Paul and Boazd have agreed to the terms and conditions of an Agreement covering those direct and shazed Central Services to be performed for the Board by the City; and WHEREAS, the City of Saint Paul and Boazd have agreed that those central service chazges which are paid directly to the general fund shall total$707,749 for the yeaz 2004; and WFIEREAS, the Board has budgeted $151,000 for services provided by Contract and Analysis Services and the Office of the Treasury for which it will be invoiced in 2004; now therefore, be it RESOLVED, that the Board does concur with staffls recommendation and hereby directs and authorizes the proper officers of the Board to execute said Agreement on behalf of the Boazd. Water Coaunissioners Yeas Anfang Collins Nays Adopted by the Board of Water Commissioners October 14, x�c 2003 Zanmiller Vice President Haselmann President Aarris In favor 5_ Opposed � / / � SECY. �i F� c��.� : :: _ �?,�-985 - 3vot, creer, shee= r RESOLUTION � � � � � �j CITY OF SAI�IT PAUL, MWN�SOTA Z7 ?_ese.^.:.ed 3y �a■� Re_`e—ed Ta cc.�tte_: ➢ate 1 2 3 4 5 6 7 8 9 10 II L 13 WHEREAS, the Boazd of Water Commissioners and the City of Saint Paui have agreed to the terms and conditions of an.a�eemeat covering direct and indirect central services to be performed by the City for Saiat Paul Re;ional Water Services; and WHEREAS, the Boazd of Water Commissioners has authorized this agreement by approval of Resolution No. 4923; and �VIiEREAS, the Board agrees to reimburse the Ciry �707,749 in 2004 for these services; now, therefore, be it RESOLVED, that the proper Ciry o�cials aze hereby authorized and directed to execute an agreement with the Boazd of Water Commissioners to provide central services, a copy of the asreement will be kept on file in the Office of Financial Services. Requcstcd by Dc���cac of: Saint P �2 egiona l Wat Servi sY ��s�c-. �—r � ���� eneral Kanager .4dopcioe Cc^�ticd 'oy Counc? Se� e'zry By � Daca ( L� Form Approvcc oy Ciry A[tom�y BY '�,' S c �� . �L��7 ?r.�� �r io: 3 � � ���I.C�l�s .Sdoptc? by Cou.ncl_ Date� � Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet � � � W,q - WaterUtility Contact Person & Phone: Barb Woolsey 6626I Must Be on Council Aaen Date Initiated: OSDEC-03 � Green Sheet NO: 3008835 � Assign Number For Routing Order oeoartment sent i o rerson �� im� ua�te /� 0 at r tili ' X��g( d� 1 i Att rn � tt-Y-�rT�'�j 2 avor's O�ce i 3 itvClerk � jl'Q-3j', 4 inaocial Services I I F�ECEIVED 7oW1 # of Signature Pages _(Clip All Locations for Signature) D E C 0 g 2003 Action Requested: Sign a�eement between the Boazd of Wazer Commissioners and the City of Saint Paul for cent a��v�s� e����City to the Boazd in 2004. Cations: Approve (a) or ne�ea (n): Planning Commission CIB Committee Civil Service Commission t. Has this person/firm ever worked under a contrad for this department? Yes No 2. Has this person/firm ever been a city employee? Yes No 3. Does this personffirtn possess a skill not nortnally possessed by any current city employee? Yes No Explain all yes answers on separete sheet and attach to green sheet �'' lnitiaEng Problem, Issues, Opportunity (Who, What, When, Where, Why): , ' The attached agreement between the Boazd and the City establishes what services aze to be performed, how the fee is determined, and the cost per service. The total charge for 2004 Cenual Services is $707,749. The Boazd of Water Commissioners authorized this , a;reement by approval of Resolution No. 4923. Staff intends to amend this ageement each budget year to reflect changes in central ' service chazges. ; AdvanWpes If Approved: A formal agreement for central service chazges will exist. i DisadvanWgeslfApproved: , None. DisadvanWges It Not AAPrnved: V��Transaction: �07749 fundinq Source: 850 Fi nancial Information: (Explain) Cost/Revenue Budgeted: y Activity Number: 2g1$1-0290