D-8017 White - City Clerk C I T OF SAINT PAUL
Pink - Finance Dept.
Canary- Dept.
OFFICE OF THE MAYOR
No: ° q(()
• ADMINISTRATIVE ORDER
I3I'IX;ET REVISION Date: 9 yi
XI)MLNISTRATIVE ORDER, Consistent with the authority granted to the Mayor in Se tion 10.07.4 of the City Charter and
based on the request of the Director of the Department of Community Services — Library
to amend the 19 86 budget of the Friends of the Library fund.the Director of the Department
of Finance and Management Services is authorized to amend said budget in the following manner:
Current Amended
Budget Change Budget
Division of Libraries
53407 - Friends of the Library
53407 - 299 Other misc. services $112,974 ($108,491) $ 4,483
53407 - 219 Others - fees -0- 14,700 14,700
53407 - 241 Printing - outside -0- 3,109 3,109
53407 - 242 Duplicating - all processes -0- 207 207
53407 - 369 Other -0- 15,012 15,012
53407 - 381 Books, periodicals, etc. 50,000 25,500 75,500
53407 - 537 Transfer out 59,657 3,245 62,902
53407 - 111 Full time certified -0- 27,887 27,887
53407 - 121 Part time certified -0- 11,135 11,135
• 53407 - 439 Fringe benefits -0 7,696 7,696
$222,631 -0- $222,631
This will move money into the correct line codes allowing us to pay for services and
materials in a timely iashien.
• , // r
C4-A..)-... .Ak - e-e-21._
Pr p ctivity an9 Approved by:c r
5 - ) - /
Requested by:Department director Date
Community Services - Library DEPARTMENT ;ty- FO/? NO 123
Gerald W. Steenberg CONTACT
292-6211 PHONE reenhec3
ASSIGN NUMBER FOR ROUTING ORDER (Clip All Locations for Signature) :
1 Department Director Director of Management/Mayor
4 Finance and Management Services Director 3 City Clerk
2 Budget Director
City Attorney
WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/
Rationale) :
The movement of funds into the correct line codes will allow us to pay for services and
materials in a timely fashion.
COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED:
Materials and services can be ordered and paid for as needed
•
FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa-
ture not re-
Total Amount of Transaction: $108,974 quired if under
$10,000)
Funding Source: Friends of the Library Special Funds
Activity Number: 362-53407
ATTACHMENTS (List and Number All Attachments) :
Administrative Order
DEPARTMENT REVIEW CITY ATTORNEY REVIEW
Yes X No Council Resolution Required? Resolution Required? Yes No
EYes X No Insurance Required? Insurance Sufficient? Yes No
Yes X No Insurance Attached:
(SEE REVERSE SIDE FOR INSTRUCTIONS)
Revised 12/84
HOW TO USE THE GREEN SHEET
The GREEN SHEET has several PURPOSES:
1. to assist in routing documents and in securing required signatures
2. to brief the reviewers of documents on the impacts of approval
3. to help ensure that necessary supporting materials are prepared, and, if
1111
required, attached.
Providing complete information under the listed headings enables reviewers to make
decisions on the documents and eliminates follow-up contacts that may delay execution.
The COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS heading provides space to explain
the cost/benefit aspects of the decision. Costs and benefits related both to City
budget (General Fund and/or Special Funds) and to broader financial impacts (cost
to users, homeowners or other groups affected by the action) . The personnel impact
is a description of change or shift of Full-Time Equivalent (FTE) positions.
If a CONTRACT amount is less than $10,000, the Mayor's signature is not required,
if the department director signs. A contract must always be first signed by the
outside agency before routing through City offices.
Below is the preferred ROUTING for the five most frequent types of documents:
CONTRACTS (assumes authorized budget exists)
1. Outside Agency 4. Mayor
2. Initiating Department 5. Finance Director
3. City Attorney 6. Finance Accounting
ADMINISTRATIVE ORDER (Budget Revision) ADMINISTRATIVE ORDERS (all others)
1. Activity Manager 1. Initiating Department
2. Department Accountant 2. City Attorney
3. Department Director 3. Director of Management/Mayor •
4. Budget Director 4. City Clerk
5. City Clerk
6. Chief Accountant, F&MS
COUNCIL RESOLUTION (Amend. Bdgts./Accept. Grants) COUNCIL RESOLUTION (all others)
1. Department Director 1. Initiating Department
2. Budget Director 2. City Attorney
3. City Attorney 3. Director of Management/Mayor
4. Director of Management/Mayor 4. City Clerk
5. Chair, Finance, Mngmt. & Personnel Com. 5. City Council
6. City Clerk
7. City Council
8. Chief Accountant, F&MS
SUPPORTING MATERIALS. In the ATTACHMENTS section, identify all attachments. If the
Green Sheet is well done, no letter of transmittal need be included (unless signing
such a letter is one of the requested actions) .
Note: If an agreement requires evidence of insurance/co-insurance, a Certificate of
Insurance should be one of the attachments at time of routing.
Note: Actions which require City Council Resolutions include:
1. Contractual relationship with another governmental unit.
2. Collective bargaining contracts.
3. Purchase, sale or lease of land.
4. Issuance of bonds by City.
5. Eminent domain.
6. Assumption of liability by City, or granting by City of indemnification.
7. Agreements with State or Federal Government under which they are providing
funding.
8. Budget amendments.