LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on August 11, 2008 at 6:01 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Dr. Jones, and Mr. Shevock. Mr. Salters was absent. Other members of Council present were Mr. Leary, Mr. McGiffin, Mr. Ruane, and Council President Hogan.
AGENDA ADDITIONS/DELETIONS
Mr. McGlumphy moved for approval of the agenda, seconded by Dr. Jones and unanimously carried.
Comprehensive Review of the City’s Donation Policy and Contribution Provided by the City to Various Organizations
During their meeting of June 9, 2008, members considered a request for a donation for the Vietnam War Memorial and discussed the City’s Donation Policy. It was suggested that upon completion of the budget review, members conduct a comprehensive review of the City’s Donation Policy, as well as the contributions that are provided by the City to various organizations. Mr. Slavin also advised members that during the Budget Review process, members of Council had requested a comprehensive review to allow for clarification.
Mrs. Mitchell, Controller/Treasurer, provided members with the City’s Community Leader and Organization Recognition Policy, which was originally established in 2004, as well as a list of contributions made by the City to nonprofit organizations as approved in the annual budget and included in the monthly budget reports when the contributions are made. She advised members that the City Manager, from time to time, authorizes in-kind services, such as building maintenance for DDDC, brick laying for the Greater Dover Committee, and other work performed by City crews. She stated that these services are neither tracked nor quantified. In addition, Mrs. Mitchell stated that in the past, the City has accepted tickets from the Schwartz Center in exchange for assistance with their electric account.
It was noted that although the Robbins Hose Company had been included on the list of contributions made by the City, in accordance with the Dover Code, they serve as the City’s fire department.
Mr. Slavin also noted the receipt of comments submitted by Mr. Ruane, which were provided to members.
Mr. Ruane felt that the policy should be amended to provide for a clear distinction between a contractual arrangement with organizations and those that are a donation or contribution to an organization. Referring to the list of contributions made by the City, he explained that there are organizations that can assist the City in achieving a goal that the City could not meet on its own. However, if there are multiple agencies that could provide the same objective/goal, he felt that there should be a system in place to assist in evaluating and determining the amount of funds to be distributed to an organization to help the City meet such goals and objectives. Other than this type of amendment, Mr. Ruane felt that the current policy has been effective for the City, as well as its citizens.
Concurring, Mr. Slavin suggested that the budget team develop a new category to be included in the policy to address the “grant-in-aid” contributions referred to by Mr. Ruane.
Mr. DePrima reminded members that the policy was established to develop a means of providing recognition to individuals and organizations and a monetary limit of the gift. It was his feeling that, based on the discussion of members, a separate policy should be developed since the one provided is specific to providing recognition.
Mr. Shevock stated that the reference made to the contributions provided to the various organizations serves more as a financial aid from the City rather than a contribution. He suggested the possibility of amending the terminology within the policy to allow for the City to extend financial aid to an organization for the betterment of the City.
Dr. Jones moved to recommend that the budget team develop a new category, such as grant-in-aid, in addition to maintaining the current policy. The motion was seconded by Mr. McGlumphy and unanimously carried.
Request for Proposals - Banking Services Agreement
Members were advised that the City solicited proposals for banking services and that four (4) banks submitted proposals. Mrs. Mitchell, Controller/Treasurer, indicated that the proposals were evaluated by a team selected from the Finance and Administrative Services Departments. A considerable amount of information was requested in the RFP and additional information was submitted to the City in response to four (4) addendums. The RFP required each bank to submit their current audited financial statement including footnotes and the auditor’s opinion. It also required each bank to submit their current Securities and Exchange Commission Form 10K or Form 10Q. Mrs. Mitchell explained that the submission and review of these statements are imperative to the City’s due diligence to ensure the security of the City’s assets. The RFP requested a copy of each bank’s ‘SAS’ 70. This statement is prepared by independent auditors and attests to the banks internal controls in regards to their on line banking tools which will be utilized by the City of Dover. This last piece of due diligence ensures the City’s funds are safe guarded while being transferred using the banks on line software.
Mrs. Mitchell stated that a mix of responses was received in regards to the City’s requirement for submission of the various reports, which is reflected in the Summary Scoring Sheet provided to members. In today’s economy, especially with all of the changes occurring in the banking industry, she explained that it is critical for the City to perform as much due diligence as possible before selecting a bank. Staff also gave each bank the opportunity to meet with our banking RFP selection team to present their proposal. This provided each potential bank the opportunity to share additional information that could be helpful to the analysis process and gave the team an opportunity to finalize any outstanding questions.
Mrs. Mitchell advised members that all proposals were scored on several factors that included content, service, technology, future enhancements, government banking experience and the qualifications of the team assigned to the City of Dover. The pricing score is based on a calculation that includes the proposed net earnings using each banks net service fees and interest rates applied to 2008’s average balance and transaction activity. All four (4) banks provided interest bearing accounts. Two (2) of the banks submitted no fee proposals by reducing the interest by specified basis points. Mrs. Mitchell assured members that the references were checked on the two (2) highest scoring banks with good results.
Staff recommended awarding the City’s banking services to Citizens Bank.
Mr. McGlumphy moved to recommend approval of staff’s recommendation, seconded by Mr. Shevock and unanimously carried. Mr. Slavin disclosed his personal affiliation with Citizens Bank as a checking account holder.
Proposed Ordinance Authorizing Staff to Permit Relocation of Non-Conforming Signs (South Governors Avenue)
Members were provided a proposed ordinance (#2008-37) that would allow the City Planner to administratively approve relocation of legal non-conforming signs that must be relocated due to the South Governors Avenue improvements, so long as the degree of non-conformity not be increased.
Mrs. Townshend, Director of Planning and Inspections, explained that the Delaware Department of Transportation (DelDOT) is making significant changes to Governors Avenue, which includes acquisition of additional right-of-way from property owners as well as the widening of the roadway, which will require many signs to be moved. She advised members that several of these signs are already legal non-conforming signs. The necessity for relocation of the signs is not being caused by the property owners but by the widening of the roadway over which the property owners have no control. Mrs. Towhshend reminded members that Council has determined that the sign relocation for each individual property owner should be controlled by the City Planner and her staff working with each individual property owner for relocation of the signs upon the condition that there cannot be any increase in the non-conformity of each sign.
Staff recommended adoption of the proposed ordinance (#2008-37). Mrs. Townshend advised members that the City Clerk consulted with the City Solicitor and that the proposed ordinance should be revised as a resolution; however, a public hearing would still be required.
Responding to Mr. McGlumphy, Mrs. Townshend stated that the legal non-conforming signs are the result of pre-existing signs, which predates that current zoning requirements. She explained that these signs are considered legal since they were not erected illegally; however, they are considered non-conforming since they do not comply with the current zoning requirements.
Mr. McGlumphy moved to recommend adoption of the proposed Resolution (Attachment #1) (previously proposed ordinance #2008-37) that would allow the City Planner to administratively approve relocation of legal non-conforming signs that must be relocated due to the South Governors Avenue improvements, so long as the degree of non-conformity not be increased and that a public hearing be set by Council prior to its adoption. The motion was seconded by Mr. Shevock and unanimously carried. City Clerk’s Office Note: Staff recommended that a public hearing be set for September 22, 2008 at 7:30 p.m.
Review of Job Description - City Assessor and Assistant City Assessor
Members were provided revised job descriptions for the City Assessor and Assistant City Assessor for their review and consideration. Mrs. Hawkins, Human Resources Director, reminded members that the International Association of Assessing Officers (IAAO) was hired to perform a management audit of the City’s Assessor’s Office. In the final report that was presented to Council, the IAAO made several suggestions for changes to the Assessor and Assistant City Assessor’s job description. She advised members that the recommendations have been incorporated into the current job descriptions.
Staff recommended approval of the revised job descriptions for the City Assessor and Assistant City Assessor.
Responding to Mr. Ruane, Mrs. Hawkins indicated that to her knowledge, the revisions to the recent employment ad for the City Assessor were not included in the job description.
Mr. Ruane requested that the responsibilities for the policies and procedures for tax appeals and updating the members be included in the job description. It was his opinion that certain areas of the job description could be amended to indicate tax appeals is an area in need of critical attention.
Dr. Jones questioned what recruitment steps are taken to ensure an ethnically diverse applicant pool. Responding, Mrs. Hawkins stated that the City posts all opened positions on the City’s Website, which provides for a good influx of individuals. On occasions, positions have been posted on the Monster Website. She indicated that there is a mailing distributed to minority groups, which consists of approximately 20 organizations. Mrs. Hawkins stated that staff attends the Job Fair at the Delaware State University each year, as well as the African American Festival.
Responding to Mr. McGlumphy, Mr. DePrima explained that the IAAO indicated that including a college degree requirement would restrict the City from obtaining qualified candidates since many City Assessors have several years of experience and work their way up in the field.
Mr. Ruane reiterated the importance for the Human Resources Department to review the employment ad of the City Assessor to determine what variables should be transferred from the ad to the job description. As an example, he stated that there is a reference regarding transfer tax in the employment ad which he felt should be included in the job description.
Mr. DePrima suggested that the matter be tabled to allow staff the opportunity to amend the job description further upon review of the employment ad for the City Assessor.
Mr. McGlumphy moved to recommend approval of the Job Descriptions for the City Assessor (Attachment #2) and Assistant City Assessor (Attachment #3) with the understanding that staff amend the job descriptions further upon review of the employment ad for the City Assessor to address the concerns mentioned by Mr. Ruane. The motion was seconded by Dr. Jones and unanimously carried.
Space Plan Update
Mr. DePrima, City Manager, reviewed a presentation of the City of Dover’s Facility Space Plan 2006-2016 - Revised/Updated July 2008 (Attachment #4).
Dr. Jones moved to recommend acceptance of the Space Plan Update as presented, seconded by Mr. Shevock and unanimously carried.
Mr. McGlumphy moved for adjournment, seconded by Dr. Jones and unanimously carried.
Meeting Adjourned at 6:58 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
TAS/TM/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20088-11-2008 LF&A.wpd
Attachments
Attachment #1 - Proposed Resolution - Governor’s Avenue Signs (Previously Proposed Ordinance #2008-37)
Attachment #2 - City Assessor Job Description
Attachment #3 - Assistant City Assessor Job Description
Attachment #4 - Facility Space Plan 2006-2016 - Revised/Updated July 2008 (to original and file copy)