D-8134 White — City Clerk CITY OF SAINT PAUL
Pink — Finance Dept.
Canary— Dept.
OFFICE OF THE MAYOR /
No: F/o 327
ADMINISTRATIVE ORDER
• BUIX;ET REVISION Date: /0AA'
ADMINISTRATIVE ORDER, Consistent with the a thority granted Jo the Mayor in Section 10.07.4 of the City Charter and
based on the request of the Director of the Department of �ommunity services — Libraries
to amend the 19 86 budget of the Special Revenue Funds 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
351 Perrie Jones Library Fund
33421 -121 Part-time certified 21,147 (16,227) 4,920
33421 -271 Building repair service 2,220 14,281 16,501
33421 -299 Other Misc. Services 3,908 1,946 5 ,854
27,275 -0- 27 ,275
•
•
6)4e.L.
, •repared by:Activity Manager / Approved by::Ma Ma
. „d7r...,a,,,iv
Requested by:Department director Date
Community Services - Library DEPARTMENT ' Cj/3* No 138
Gerald W. Steenberg CONTACT
292-6211 PHONE teen
ASSIGN NUMBER FOR ROUTING ORDER (Clip All Locations for Signature) :
/ Department Director Director of Management/Mayor
Finance and Management Services Director City Clerk
,.Z, Budget Director
City Attorney
WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/
Rationale) :
Will allow us to reimburse Perrie Jones Fund unspent dollars received for the Strategic
Plan retreat and construct an office for the new Public Services Manager - Branches.
COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED:
Will allow the libzary to remodel an area into an office for the Public Services Manager -
Branches and permit the Technical Services Department to create a work space which will
produce a better pattern of work flow. This will also allow us to free space for an
office for the Acting Technical Services Supervisor.
FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa-
ture not re-
Total Amount of Transaction : $16,227 quired if under
$10,000)
Funding Source: 351 - Perrie Jones Fund
Activity Number: 351-33 +21
ATTACHMENTS (List and Number All Attachments) :
Administrative Order
DEPARTMENT REVIEW CITY ATTORNEY REVIEW
Yes )( No Council Resolution Required? Resolution Required? Yes No
Yes 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 •
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.