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91-1318 C�RIGINAL (.,i,�,-��,�,�a� � � - �( - 1 � � � � ' �` Council File � I .F �"�""'�u� Green Sheet ,# _�� RESOLUTION ITY OF SAINT PAUL, MINNESOT�1,. :;_.'�` Presented By <�? Referred To Committee: Date � .>'�'�.;��,� �;�., _ � 1 A RESOLUTION TO FOR AN INTER-DEPARTMENTAL TASK FOR�E � 2 TO STUDY AND MAKE RECOMMENDATIONS ON � 3 THE CONSOLIDATION OF THE CITY'S SEPARATE DEPARTMENTAI. k , 4 FLEET MAINTENANCE AND MANAGEMENT STRUCTURES 5 6 7 WHEREAS, each of the five City departments, Public Works, Police, Fire, Water Utilities and the 8 Division of Parks and Recreation have separate vehicle fleets, fleet maintenance and repair facilities �� 9 and fleet management structures; and *�� 10 �,,. , 11 WHEREAS, two independent studies have been commissioned by the City and completed�on th�se � 12 fleets, repair facilities and equipment management techniques: the Graves-Jensen Equipm�nt �'� 13 Management Study of 1978 and the McGladgrey-Hendrickson Facilities Management Study of 1'982; ��` 14 and 15 16 WHEREAS, both of these studies found that because of the separate facilities for fleet 17 maintenance, the City was duplicating many services, efficiencies of equipment and personnel 18 utilization were very low and overhead was excessively high; and 19 20 WHEREAS, both studies recommended the consolidation of the City's fleets and equipment �epair 21 facilities; and 22 ��_ �� 23 WHEREAS, both studies recommended that the consolidated fleet and repair facilities operate� 24 under one independent, centralized equipment services agency whose administrative head would 25 report directly to the Mayor and City Council; and 26 27 WHEREAS, the City has taken no action to implement the recommendation of these twod� �'�s; 28 and � t 29 30 WHEREAS, AFSCME locals 1842 and 2508 have recently recommended, as part of sev�x`,�' �K� �` 31 employee cost savings ideas, that the City establish one motor pool for their vehicles as a:�e��nue 32 fund and to reduce unnecessary parking and per diem payments to occasional city drivers; �kj� 33 .�'�;:,� 34 WHEREAS, the City of Saint Paul is facing the loss of an additional $9.5 million in the next f 35 biennium due to cuts in funding for State property tax relief programs; and 36 37 WHEREAS, this consolidation would reduce the overall operating cost of supplying and maintaining 38 the City's fleet; and 39 40 WHEREAS, consolidation of the City's fleets could result in a reduction in FTEs by eliminating 41 several interim or vacant fleet director positions at a substantial savings for the City and its ' 42 t�payers; and "�� ; 43 44 WHEREAS, this consolidation would more efficiently utilize the City's repair equipment and 45 personnel; and \ . '• . 'I ' ` �� I �' i RECEIVED DEPARTMENT/OFFICE/COUNCIL DATE INITIATED G R E E N S H E NO �� City COt111Ci1 ?/01/91 1N4T1A� �NITIAt9DATE CONTACT PERSON&PHONE �DEPARTMENT DIRECTOR � C NCIL Councilmember LO11CJ x4473 pgglGN �CITYATTORNEY } ERK NUMBERFOR � MUST BE ON COUNCIL AGENDA BY(DA E) ROUTING �BUDGET DIRECTOR��'!��*�T.SERVICES DIR: ORDER �MRYOR(OR ASSISTANn � TOTAL#OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REQUESTED: • '��`,s Establishing an interdepartmental task force to investigate a�c3 e recommendations on the consolidation of the City's �eparate dep�l�i��ental fleet maintenance and management structures. , RECOMMENDATIONS:Approve(A)or Reject(R) PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWINti QUESTLOIakS: _PLANNING COMMISSION _ CIVIL SERVICE COMMISSION �• Has this pe�sOn/firm ever worked under a contr�ct fOr this depa�tmeFlt?- �. _CIB COMMITTEE _ YES NO ' '':;t, 2. Has this person/firm ever been a city employee� _STAFF — YES NO ' ^°"� _ DIS7RiCT CoURT _ 3. Does this person/firm possess a skill not normaily possessed by amrcurrer�t ctty ercfployee? SUPPORTS WHICH COUNCIL OBJECTIVE? YES NO Explaln all yss answers on separateaheet and attach to groen�hMt INITIATINCi PROBLEM,ISSUE,OPPORTUNITY(Who,What,When,Where,Why): Duplication of fleet management and maintenance facilities has prov�a� tc� be.� '° wasteful, expending City resources that are becominc� increasinr�ly scarce. , ADVANTAOES IF APPROVED: The City would find ways to make its fleet management and maintenance systems more efficient and cost effective, thereby saving limited City resources. _ DISADVANTAGES IF APPROVED: None. �' RECEIVED `��w J U L 15 1991 CITY 'CLERK DISADVANTAOES IF NOT AP ROVED: Duplication of services will continue to waste limite�d City resources. Counci! Res��rch Center JUI� � 2 1991 TOTAL AMOUNT OF TRANSACTION S NA COST/REVENUE BUDGETED(CIRCLE ONE) YES NO FUNDING SOURCE ACTIVITY NUMBER FiNANCIAL INFORMATION:(EXPLAIN) _C�,/ Q W �� T =�'''�� , q �. <. � . . . NOTE: COMPLETE DIRECTIONS ARE INCLUDED IN THE GREEN SHEET INSTRUCTIONAL ,;�.�:: MANUALAVAILABL-Q II�fTI�E PURCHASING OFFICE(PHONE NO.298-4225). ROUTINCi ORDER: , Below aro correct routinga for the five moat hequent rypes of documents: CONTRACT8(assumes suthorized budget exists) COUNCIL RESOLUTION (Amend Budgets/Accept. Grants) �, p�a��qy��y, -, 1. Department Director 2. DepartmAnt pl�otor 2. Ciry Attomey 3, �y� ,� 3. Budget Director 4. Mayor(#o��acts over�15,000) 4. Mayor/Assistant 5. Human Rights(for contracts over$50,000) 5. City Council 6. Finance and Management Services Director 6. Chief Accountant, Finance and Management Services 7. Finance Accounting ` It�A1N13T�4TIVE ORDERS(Budget Revision) COUNCIL RESOLUTION(all others, and Ordinances) �, q�iy�y.jy��g� 1. Department Director 2. DepaitihsM Accountant 2. City Attorney 3. Departmeflt Director 3. Mayor Assistant 4. Budgst-Director 4. Ciry Council 5. City C18rk 6. Chief Accountant, Finance and Management Services ADMIp�I13TRATIVE QRDERS(all others) 1. Departrnent Olrector 2. G`Ity Attorttey ` 3. Financ�and Management Services Director 4. City Clerk TOTAL NUMBER OF SIGNATURE PAGES Indicate the#�of pages on which signatures are required and paperclip or flag sech of tMse pap�s. ACTION REQUESTED Describe what the projecUrequest seeks to accompiish in either chronologi- cal order or order of importance,whichever is most appropriate for the issue. Do nOt write complete sentences. Begin each item in your list with a verb. RECOMMENDATIONS Complete if the issue in question has been presented before any body, public or private,. SUPPORTS WHICH COUNCIL OBJECTIVE? Indicate which Council objective(s)your projecUrequest supports by listing the key word(s)(HOUSINQ, RECREATION, NEIGHBORHOODS, ECONOMIC DEVELOPMENT, BUDCiET,SEWER SEPARATION). (SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.) PERSONR�; RVICE CONTRACTS: This ir�+�Will be used to determine the city's liability for workers compensation claims,taxes and proper civil service hiring rules. INITII4TINC�3 PROBLEM, ISSUE,OPPORTUNITY • Explairt ttN sRt�ttitm or conditions that created a need for your project or requeaf:• ' ADVANTA(3ES IF APPROVED Indicate whather thls is simply an annual budget procedure required by law/ charter or wMether there are specific ways in which the Ciry of Saint Paul and its ciNzena will benefit from this projecUaction. DISADVANTAQES IF APPROVED What negative effects or maJor changes to existing or past processes might this proJecUrequest produce if it is passed (e.g.,traffic delays, noise, tax increases or assessments)?To Whom?When?For how long? DISADVANTAQES iF NOT APPROVED What will be the negative consequences if the promised action is not approved4 Inabiliry to deliver service?Continued high traffic, noise, acxident rete?Loss of revenue? FINANCIAL IMPACT Although you must tailor the information you provide here to the issue you are addressing, In general you must answer two questions: How much is it going to cost?Who Is going to pay? � ,,,�,,,,;,, CITY OF SAINT P�u�. RE�EIVfD ��" '�� OFFICE OF THE CITY COUNCIL �I(JL 2 ' C � ��92 ITy��R�� DAVE THUNE Councilmember • PUBLIC WORKS, UTILITIES, AND TRANSPORTATIO �� COMMITTEE REPORT `�`�+°�` � Wednesday, July 15, 199 CONSENT AGENDA ,E Y�,: , 1. Approval of June 3, 1992 Public Works Committee minutes. Committee recommends approval. (3 - 0) 2. Recommending Withdrawal of Pending Items: All pending items, referred to the Public Works Committee from January 1, 1988 through December 31, 1991, :will be recommended for withdrawal. At the request of the City Council or Administra�lon, an item will not be recommended for withdrawaL See attached memo to Molly O'Rourke from Jim Murphy dated July 15, 1992. (4- 0) �3:��ri-VACATION: Petition of Kevin and Susan Jensen for the vacation of part of Otto Avenue r/ between Montcalm Court and Lexington Parkway for the purpose of correcting a garage encroachment in Otto Avenue. (Before the City Council 8/i11/92)��, Committee recommends approval. (4 - 0) 4. VACATION: Petition of Housing Redevelopment Authority for the vacation of the alley in I/ Block 11, Bazil and Guerin's Addition, bounded by 7th Street, 7th Place, St. Peter Street and Wabasha Street for the new Children's Museum. (Before the Gity Counci, 92)� 4,,�� Committee recommends lay over to August 19. (4 - 0) � �'� �` 5. FINAL ORDER: Constructing a sanitary sewer and a sanitary sewer service conne;�tion in Kennard Street from Case Avenue to approximately 225 feet north of Case A�enue. 1� �(Before'the City.,Council�8/4/92):�� Committee recommends approval. (4 - 0) - �6. FINAL ORDER: Constructing a sanitary sewer in McLean Avenue from Clarence Street to approximately 250 feet west of Clarence Street. (Before the City Council 8/4/92) .�� '�',d�, �:�fi. _ Committee recommends approval. (4 - 0) - OVER - CITY HALL SEVENTH FLOOR SAINT PAUL, MINNESOTA 55102 612/298-5679 5�46 Printed on Recycled Paper --.. ,-.,,..-,.__.,_..,:..�,.�,_.,-:rc�-°-.c . . , ._'..:., _ . -:-.:.- _...,,..,.. x„ :....:.;.x._.. ��,.x....., ....�.:�:. cl.:.-..?,:_ ...s�<.�rc'i .... -,rE. h°..-,: . . ,.-"'_._,F,"�„'_'?""',s..-+',x^"M°y ... . '��'�; , - i.. _,. .. - �' ` �� 4 • __ _ t � � �`'�'��'�"�'� s� �,�; �� Council File # �' � �- �' �-�`'�� Green Sheet #� /.�'3,5� E��L�T N ,� CITY OF SAINT PAUL, MINNESOTA 5'� � .J Presented By v � ��-' 'Y`�{- c.- 2 G Referred To „� � + � Committee: Date ,�.3 '!� 1 A RESOLUTION TO FOR AN INTER-DEPARTMENTAL TASK FORCE 2 TO STUDY AND MAKE RECOMMENDATIONS ON 3 THE CONSOLIDATION OF THE CIT'Y'S SEPARATE DEPARTMENTAL 4 FLEET MAINTENANCE AND MANAGEMENT STRUCTLJRES 5 6 7 WHEREAS, each of the five City departments, Public Works, Police, Fire, Water Utilities and the 8 Division of Parks and Recreation have separate vehicle fleets, fleet maintenance and repair facilities 9 and fleet management structures; and 10 11 WHEREAS, two independent studies have been commissioned by the City and completed on these � 12 fleets, repair facilities and equipment management techniques: the Graves-Jensen Equipment 13 Management Study of 1978 and the McGladgrey-Hendrickson Facilities Management Study of 1982; 14 and 15 16 WHEREAS, both of these studies found that because of the separate facilities for fleet 17 maintenance, the City was duplicating many services, efficiencies of equipment and personnel 18 utilization were very low and overhead was excessively high; and 19 20 WHEREAS, both studies recommended the consolidation of the City's fleets and equipment repair 21 facilities; and 22 23 WHEREAS, both studies recommended that the consolidated fleet and repair facilities operate 24 under one independent, centralized equipment services agency whose administrative head would 25 report directly to the Mayor and City Council; and 26 27 WHEREAS, the City has taken no action to implement the recommendation of these two studies; 28 and 29 30 WHEREAS, AFSCME locals 1842 and 2508 have recently recommended, as part of several 31 employee cost savings ideas, that the City establish one motor pool for their vehicles as a revenue 32 fund and to reduce unnecessary parking and per diem payments to occasional city drivers; and 33 34 WHEREAS, the City of Saint Paul is facing the loss of an additional $9.5 million in the next 35 biennium due to cuts in funding for State property tax relief programs; and 36 37 WHEREAS, this consolidation would reduce the overall operating cost of supplying and maintaining 38 the Cit}�s fleet; and 39 40 WHEREAS, consolidation of the City's fleets could result in a reduction in FTEs by eliminating 41 several interim or vacant fleet director positions at a substantial savings for the City and its 42 taxpayers; and 43 44 WHEREAS, this consolidation would more efficiently utilize the City's repair equipment and 45 personnel; and ��lr�Jl�(��v�� Cl�/03�� 1 • - . 2 WriEREAS, it is estimated that this consolidation could save the City over $1 million annually and 3 could also save the City an additional $1 million in one time capitol equipment savings; and 4 5 WHEREAS, this consolidation would supply a greater level of expertise by mechanics in certain 6 repair operations; and 7 8 WHEREAS, the City-wide consolidation of its fleet, maintenance facilities and equipment 9 management structure has not been accomplished in the past because of resistance and lack of 10 participation of the different departments involved; and 11 12 WHEREAS, the resistance to such a consolidation from the different departments should be lower 13 than in the past because the heads of the Parks and Recreation fleet and the Police and Fire fleets 14 are interim leaders and the Public Works Department fleet manager is scheduled to retire soon; 15 and 16 17 WHEREAS, the cooperation and involvement of the departments is crucial to the successful 18 implementation of a City fleet consolidation plan; and 19 20 WHEREAS, the City needs to form an inter-departmental task force to study and implement a fleet 21 maintenance and management consolidation program; and 22 23 NOW, THEREFORE, BE IT RESOLVED, the Council expresses its intent to address the many 24 issues involved in fleet consolidation during its 1992 Budget process; and 25 26 BE IT FURTHER RESOLVED, that the Mayor and appropriate City Department managers are 27 hereby requested to work together in an inter-departmental task force to investigate and make % 28 recommendations on the options for consolidation of the City's separate fleet maintenance and 29 management operations in the Departments of Public Works, Fire, Police, Parks and Recreation 30 and Water Utility; and 31 32 BE IT FINALLY RESOLVED, this Inter-departmental task force will report its recommendations 33 on the options of consolidation to the Mayor and City Council no later than October 1, 1991 so that 34 these recommendations may be considered during the Council's 1992 Budget deliberations regarding 35 fleet consolidation. Yeas Navs Absent Requested by Department of: zmon oswi z on acca ee e man une z son �- By° Form Approved by City Attorney Adopted by Council: Date Adoption Certified by Council Secretary gy: By� Approved by Mayor for Submission to Council Approved by Mayor: Date By: BY� . . - . 1 . ��i�.��' DEPARTMENT/OFFICE/COUNCIL DATE INITIATED RECEIVED No 15 73 5 city �ouncil 7/01/91 GREEN SHE CONTACT PERSON 8 PHONE INITIAUDAT INITIAUDATE �DEPARTMENT DIRECTOR CI NCIL Councilmember Long x4473 ASSIGN �CITYATTORNEY ��ERK MUST BE ON COUNCIL AGENDA BY(DATE) ROUTINGFOR ❑BUDGET DIRECTOR ��iN.�MGT.SERVICES DIR. ORDER �MAYOR(OR ASSISTANn � TOTAL#OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REOUESTED: � Establishing an interdepartmental task force to investigate and make recommendations on the consolidation of the City's separate departmental fleet maintenance and management structures. RECOMMENDATIONS:Approve(A)or Reject(R) PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING�UESTIONS: _ PLANNING COMMISSION _ CIVIL SERVICE COMMISSION �• Has this person/firm ever worked under a contract for this department? _CIB COMMITfEE _ YES NO 2. Has this person/firm ever been a city employee? _STAFF — YES NO _DISTRICT COURT _ 3. Does this ersonlfirm p possess a skill not normally possessed by any current city employee? SUPPORTS WHICH COUNCIL OBJECTIVE? YES NO Explain all yes answers on separate sheet and attech to green sheet INITIATING PROBLEM,ISSUE,OPPORTUNITY(Who,What,When,Where,Why): Duplication of fleet management and maintenance facilities has proven to be wasteful, expending City resources that are becoming increasingly scarce. ADVANTACiES IF APPROVED: The City would find ways to make its fleet management and maintenance systems more efficient and cost effective, thereby saving limited City resources. DISADVANTAGES IF APPROVED: None. RECEIVED JUL 15 1991 CITY CLERK DISADVANTAGES IF NOTAP ROVED: Duplication of services will continue to waste limited City resources. ��ta�� .�A�;�� C��±er J!f1. � 2 1991 TOTAL AMOUNT OF TRANSACTION S NA COST/REVENUE BUDGETED(CIRCLE ONE) YES NO FUNDING SOURCE ACTIVITY NUMBER FINANCIAL INFORMATION:(EXPLAIN) _t�� a