LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on April 13, 2009 at 6:02 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Mr. Salters, Dr. Jones, and Mr. Shevock. Other members of Council present were Mr. Leary, Council President Hogan, and Mayor Carey.
AGENDA ADDITIONS/DELETIONS
Mr. Slavin requested the deletion of item #4, Recommendations - Phase II of the MAG Study, to be considered during the April 27th committee meeting.
Mr. Salters moved for approval of the agenda, as amended, seconded by Mr. Shevock and unanimously carried.
Review and Recommendations - Filling Critical Positions
During their meeting of February 23, 2009, members recommended approval of the Hiring Freeze for Fiscal Year 2008-2009, but to allow the hiring of critical positions through the review and approval of the Legislative, Finance, and Administration Committee and City Council. It was suggested that there be a “standing” agenda item to consider the filling of critical positions and, if there are no positions to consider, the item could be removed.
Mr. Lunt, Public Utilities Director, reviewed a request to recruit and the hiring justification outline to fill the position of System Operator I in the Public Utilities.
Mr. Salters moved to recommend that staff be granted permission to recruit for the position of System Operator I, as requested by staff. The motion was seconded by Mr. Shevock and unanimously carried.
Authorization to Apply for Dispatcher Position through the Edward Byrne Memorial Justice Assistance Grant Program
Police Chief Horvath reminded members that in 1998, after construction and remodeling, Dover Police Dispatchers moved into their new 911 dispatch center and became a primary Public Safety Answering Point (PSAP). The PSAP was staffed 24/7 by dispatchers on four (4) different shifts in order to provide around the clock service. Three (3) of the four (4) shifts were staffed with three (3) dispatchers, but the 4th shift was staffed with only two (2) dispatchers. Chief Horvath advised members that the minimum staffing of the PSAP, requires two (2) dispatchers working, which causes a hardship for the two (2) person shift, each time one (1) of the dispatchers is scheduled off, away at training, or ill. Each time this happens, a dispatcher from another shift is needed to be called in and subsequently either rescheduled time off or paid overtime.
Chief Horvath explained that dispatchers are required to work rotating shift work which can be stressful. Adding the constant changing of schedules in order to accommodate the short shift contributes to the stress and burnout of personnel. He stated that the workload for dispatch has increased proportionally with the growth of the City of Dover and calls for service; however, the authorized strength has remained at 11 since 1998. Dispatchers are also responsible for the Police Department Mobile command post, and work additional duties outside the Department such as the Delaware State University homecoming weekend events, Dover Downs Race Weekends, and emergency events requiring S.O.R.T. and C.N.T. In addition, effective this spring, with the available new technology, the Dover Police PSAP will start receiving cellular 911 calls, that had previously been received by Kent County Communications. This will be an increase in the workload for the PSAP (funding for cellular 911 calls goes to the State of De E-911 Board. Dover Police does not receive these funds directly; however, the board has provided funding for the Computer Aided Dispatch system, and other operating expenses.)
Chief Horvath indicated that the Police Department has regularly requested the addition of a 12th dispatcher through our budget process; however, the request has regularly been denied due to budget constraints. He advised members that the hiring of civilian staff in Law Enforcement and Public Safety related agencies is provided by the Recovery Act Byrne Grant Funding with application due on or before April 27, 2009. Specifically, the City may request for up to two (2) years funding with no match, and there is no retention requirement. If approved and awarded, Chief Horvath stated that the Department would obviously like to retain this position; however, if the Department were to lose it after the grant period, he requested that the position be eliminated through normal attrition.
Chief Horvath advised members that in his 26 years with the Police Department, he has never seen a dispatcher actually retire from the City. It is a stressful job and the average dispatcher usually works several years and then transfers to other positions within the City or finds outside employment. Currently, there are two (2) dispatchers actively seeking other employment.
Staff requested support or approval in order to proceed by preparing this competitive grant to be submitted for consideration.
Council President Hogan suggested that staff maintain documentation regarding the overtime savings and affects on the workload for the next two (2) years to be presented to members for their review and consideration.
Mr. Salters moved to recommend that the Police Department be authorized to apply for one (1) dispatcher position through the Edward Byrne Memorial Justice Assistance Grant Program. The motion was seconded by Mr. Shevock and unanimously carried. Due to time constraints, it was noted that this matter has been placed on the Council agenda for the meeting being held later in the evening.
Authorization to Apply for Police Officer Position Through the COPS Hiring Recovery Program (CHRP)
Members were advised that the Police Department is expecting to lose several sworn members, the estimated number is (5) five officers, during this calendar year due to attrition. During these tough economic times for the City, Chief Horvath indicated his concurrence to temporarily not replace (3) three of these positions due to the budget constraints and cutbacks.
Chief Horvath advised members of the 2009 COPS Hiring Recovery Program (CHRP), which is a Federal grant program sponsored by the U.S. Department of Justice. This program allows for paying the salary and fringe benefits for a three (3) year period for new police officers hired in new positions or replacement officers in existing/projected vacant positions that were previously not intended to be filled due to local funding shortages. In accordance with the Economic Recovery Act signed by President Obama in February 2009, the goal of this grant program is to enhance law enforcement by retaining existing positions or creating new ones. Chief Horvath indicated that the Dover Police Department has prepared the required applications and will submit them upon approval of this project by City Council. Through this grant request, he stated that the Police Department will be able to replace/fill one (1) of these unfilled and unbudgeted positions at no cost to the City of Dover for the first three (3) years utilizing funding made available through the Stimulus Package signed into law by President Obama on February 17, 2009. The following is a breakout of the total costs for one (1) officer (the costs shown include salary and all benefits):
Year Funding Source Amount
Year 1 Federal Grant $ 79,257
Year 2 Federal Grant 86,565
Year 3 Federal Grant 91,515
Total Federal Funds $257,337
Year 4 Local Budget $ 95,294
Grand Total $352,631
Mr. Salters moved to recommend that the Police Department be authorized to apply for one (1) police officer position through the COPS Hiring Recovery Program (CHRP). The motion was seconded by Dr. Jones and unanimously carried. Due to time constraints, it was noted that this matter has been placed on the Council agenda for the meeting being held later in the evening.
Proposed Ordinance 2009-10 - Chapter 2 - Administration, Article VI - Other Post-Employment Benefits Fund
Mrs. Mitchell, Treasurer/Controller, submitted a proposed ordinance (#2009-10) that would amend Chapter 2 - Administration, by adding a new Article VI - Other Post-Employment Benefits Fund. She explained that the ordinance would provide for the establishment of an Other Post Employment Benefit (OPEB) trust fund, separate and distinct from the funds established under Chapter 2, Article IV, Division 7, and Chapter 62, Article III of the City of Dover Code of Ordinances. She advised members that the OPEB Fund shall be an irrevocable trust for the purpose of providing medical retirement benefits and subject to financial reporting, disclosure and actuarial requirements of Government Accounting Standards Board Statements (GASB) 43 and 45. She noted that a Board of Trustees will also be appointed to adopt a trust agreement and take all actions necessary and appropriate to establish, maintain, and manage the OPEB Fund.
Staff recommended adoption of the proposed ordinance amending Chapter 2 of the Dover Code (#2009-10). Mrs. Mitchell assured members that the proposed ordinance has been reviewed by both the City Solicitor and the City’s Financial Advisor.
Responding to Mr. McGlumphy, Mrs. Mitchell noted that the ordinance allows for a phasing-in of the contributions to the OPEB Fund. However, once the phase-in stage has been achieved, the City will be required to deposit funds annually. Such monies will be included in the City’s annual budget.
In response to Council President Hogan regarding the meaning of “two (2) Council appointees” as indicated in line 32 of the proposed ordinance, Mrs. Mitchell indicated that the intent is for these members to be members of Council. Council President Hogan suggested that the ordinance be amended to clarify this intent.
Mr. Salters moved to recommend adoption of the proposed ordinance (#2009-10), including an amendment to line 32 as suggested, that would amend Chapter 2 - Administration, by adding a new Article VI - Other Post-Employment Benefits Fund (Attachment #1). The motion was seconded by Mr. Shevock and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mr. Shevock and unanimously carried.
Meeting Adjourned at 6:25 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
TAS/AC/TM/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20094-13-2009 LF&A.wpd
Attachments
Attachment #1 - Proposed Ordinance #2009-10 - Chapter 2 - Administration, Article VI - Other Post-Employment Benefits Fund