LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on December 10, 2007, at 6:01 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. McGiffin, Mr. Hogan, and Mr. Ruane.
AGENDA ADDITIONS/DELETIONS
Mr. McGlumphy moved for approval of the agenda, seconded by Dr. Jones and unanimously carried.
Review of 2005 Charter Review Committee Recommendations - Article II (Continued)
During their meeting of September 10, 2007, members approved the schedule to complete a comprehensive review of the 2005 Charter Review Committee Recommendations, including public hearings in each election district, over the next six (6) months. Members began their review during their meeting on October 8, 2007.
Mr. Slavin noted the receipt of additional information provided by Mrs. McDowell, City Clerk. Due to time constraints and there being no objections, Mr. Slavin stated that there will be no further discussion regarding the review of the 2005 Charter Review Committee recommendations during this meeting. At the request of Mr. Slavin, Mrs. McDowell explained the additional documents provided (as on file in the Office of the City Clerk), as follows: 1) Regular Council Minutes of February 9, 1987 and April 13, 1987 regarding the ordinance that amended the 6th paragraph of Section 5 which requires a member of Council to relinquish their seat in order to file to run for Mayor; and 2) a summary of actions by the committee to date.
City Clerk’s Office Note: Members will continue their review of the 2005 Charter Review Committee Recommendations at “Section 36 - Council not to Interfere with Appointments or Removals of Manager; Giving Orders to Subordinates of Manager Prohibited; Penalty for Same (Section 2.05 - Prohibitions, Subsection (c) - Interference with Administration, Model City Charter)” during their next meeting.
Comprehensive Annual Financial Report - Final Draft
During their meeting of November 12, 2007, members were provided a Draft of the City’s Comprehensive Annual Financial Report (CAFR) for the year ending June 30, 2007. Due to time constraints and the length of the report, members were provided additional time to review the report. During their meeting of November 26, 2007, Mrs. Mitchell, Finance Director/Treasurer, advised members that the auditors were still reviewing individual fund statements and schedules, as well as the corresponding narrative in the report. She also noted that this is the first time the Audit Committee approach is being used in the preparation and presentation of the CAFR. Mrs. Mitchell provided explanations to major highlights, as well as any subsequent changes that will be incorporated into the CAFR final draft, which will be presented to members on December 10, 2007.
Mr. Slavin noted that due to time constraints, this item has been placed on the Council agenda for the meeting being held later in the evening.
In addition to the final draft of the CAFR, members were provided the auditor’s preliminary letter for discussion purposes only. Mrs. Mitchell provided members with a copy of pages 72-73 of the CAFR (Attachment #1), including a completed copy of Note 14, and advised members that, with regards to Note 13, the schedules of payments for Rescue #1 should be deleted, explaining that this was inadvertently included from last year.
Mr. McGlumphy moved to recommend acceptance of the Comprehensive Annual Finance Report - Final Report, as amended, seconded by Mr. Salters and unanimously carried.
Position Change - Treasurer/Finance Director to Controller/Treasurer
During the Treasurer/Finance Director’s evaluation, members of City Council requested the Director to revise the Treasurer/Finance Director position description to include Controller responsibilities. The purpose of which is to emphasize the responsibility for providing support to the Legislative Branch of the City, similar to the State of Delaware.
Members were provided a position description for Controller/Treasurer. Mrs. Mitchell, Finance Director/Treasurer, explained that the position is titled Controller/Treasurer since the City Charter refers to Treasurer. Currently, the position is appointed by City Council as Treasurer/Finance Director. In developing the description, she advised members that research was conducted on other like positions using the internet, publications, as well as a comparison to similar high level positions for the City. The pay grade and salary range for this position is to be determined using the City’s position qualification factor software.
Mr. McGlumphy moved to recommend acceptance of the position change for the Treasurer/Finance Director to Controller/Treasurer and the position description (Exhibit #2). The motion was seconded by Mr. Salters and unanimously carried.
Proposed Ordinance - Downtown Incentive - Sewer Impact Fee Waiver - New Construction
During their meeting of April 23, 2007, members considered an amendment to Appendix C - Downtown Redevelopment, Article IV - Development Incentives, Section 2 - Multiple Story New Construction Projects of the Dover Code. Although the committee recommended adoption of the proposed ordinance amendment, during the Annual Council Meeting of May 14, 2007, City Council referred the proposed ordinance back to the Legislative, Finance, and Administration Committee to consider a substitute amendment, as well as the entire context in which the proposal is being made, particularly Section 3, which was not available to the committee when they considered the proposed amendment; as well as encouraging them to review not only the fiscal impact statement that they received since the meeting, but also, in larger context, a fiscal note that would take into account all of the incentive package and then determine how it fits into the context and then bring it back to the full Council.
Mrs. Townshend, Director of Planning and Inspections, reminded members that the City of Dover has been working on strategies and incentives to help revitalize the downtown area. The Downtown Dover Development Corporation formed a sub-committee to discuss a variety of incentives. The expansion of the impact fee waiver is one of several incentives discussed.
With regard to the proposed ordinance, Mrs. Townshend advised members that there were previous concerns regarding the effect of the amendment on projects that were currently in progress. She stated that the proposed ordinance amendment has been re-written to specify that those projects that have received Planning Commission approval on or before January 31, 2008 would fall under the current provisions. Any projects considered after January 31, 2008, would be eligible for a full impact fee waiver.
Mrs. Townshend reminded members that the current ordinance does not necessarily help with the preservation of historic buildings located in the Historic District which are in need of extreme repairs. She explained that these types of repairs are very costly. Therefore, staff felt that it would be beneficial to include, as an eligible project, renovations of existing buildings, in addition to the multi-story new construction projects. This will allow for a combination of residential, office, retail, and commercial uses. In addition, Mrs. Townshend stated that rather than waiving half of the impact fee, the entire City impact fee would be waived. It was staff’s feeling that this waiver would reduce the costs for bringing people downtown, allowing them to put these savings into the necessary building renovations.
Mr. Ruane recalled that it was the desire of members for staff to provide financial context, such as an accumulation of all the incentives currently available for a project, such as the Collegian, and what the amount would total.
Responding to Mr. Ruane’s concerns regarding the recent water impact fee ordinance considered by Council, Mrs. Townshend stated that since the current ordinance does not specify “sewer impact fee”, the waiver of the impact fee would expand to the water as well. Regarding the Collegian project, she stated that not all of the information would be available until the application is received since the cost of the building permit is related directly to the cost of construction. Mrs. Townshend noted that the value of some of the incentives is based on certain costs, such as the waiver for the building permit fee. The construction value of the Collegian is not known at this time; therefore, staff would not have an amount for the building permit.
Mr. Slavin cautioned members not to utilize a specific project and suggested that staff utilize a vacant parcel, owned by the Downtown Dover Development Corporation, and create a project to be used as a model to develop the financial impact. Mr. DePrima stated that he would work with the Planning Department and the City Assessor’s Office and develop three (3) examples of various project sizes.
Mr. DePrima advised members that when the ordinance was originally enacted (early 1990's), it provided for a full impact fee waiver. Sometime in the late 1990's, the City Manager had requested to reevaluate the waiver due to concerns since construction was slow at the time. One aspect of the ordinance is that the proposed amendment would return the waiver to its original intent.
Mr. Salters moved to recommend adoption of the ordinance amendment, as presented by staff. The motion was seconded by Mr. Shevock.
Mr. McGlumphy moved to amend the motion by including an understanding that when issues are presented to members, that there be a fiscal note provided by staff. The motion was seconded by Mr. Salters and unanimously carried.
The motion recommending adoption of the ordinance amendment to Appendix C - Downtown Redevelopment, Article IV - Development Incentives, Section 2 - Multiple Story New Construction Projects of the Dover Code (Attachment #3), with the understanding that when issues are presented to members, that there be a fiscal note provided by staff, was unanimously carried.
Evaluation of Bids
Mr. Slavin noted that due to time constraints (holiday schedule), the following bid items have been placed on the Council agenda for the meeting to be held later in the evening:
Red Alert Computer Aided Fire Dispatching System Upgrade
Members were advised that during the Emergency Communication Center upgrade, it was identified that the Red Alert Computer Aided Fire Dispatching System was in need of a system upgrade. This was budgeted during the Emergency Communications Center upgrade in FY 06/07; however, after the City Manager and Fire Chief met, it was decided that this project could be done in FY 07/08. The current software is outdated and does not comply with current NFPA requirements. The Fire
Chief solicited a contract proposal from the current vendor. Alpine Software is the developer and
exclusive vendor for Red Alert Software. Alpine quoted $25,605 for Red Alert upgrade and $4,195 for GIS Module.
Mr. DePrima explained what the upgrade would provide and noted that this project is essential for dispatching during emergency calls. At the request of Mr. Salters, Fire Chief Osika provided an overview of the Red Alert Fire Dispatching System.
Staff recommended approval of the contract with Alpine Software for Red Alert Computer Aided Fire Dispatching System Upgrade and GIS mapping module in the amount of $29,800.
At the request of Council President Williams, Chief Osika indicated that he would determine if the new software includes electronic transfer.
Mr. Salters moved to recommend approval of staff’s recommendation, seconded by Mr. McGlumphy and unanimously carried.
Fire Fighting Turnout Gear
The Fire Department solicited bids for the purchase of 20 sets of turnout gear (20 coats and 20 pants) for structural fire fighting. The specifications were the same as last year with some minor modifications due to new NFPA requirements. It was noted that the lowest bidder did not meet the bid specifications. Staff recommended awarding the Firefighting Turnout Gear purchase to Maryland Fire Equipment in the amount of $33,300, one-half of which will be paid by the City of Dover. Chief Osika explained that the City and the fire company split these costs with each paying half. The City’s budget will be charged $16,650 when payment is made to the vendor.
Mr. Salters moved to recommend awarding the Firefighting Turnout Gear purchase to Maryland Fire Equipment in the amount of $33,300, one-half of which will be paid by the City of Dover, in the amount of $16,650, as recommended by staff. The motion was seconded by Mr. McGlumphy and unanimously carried.
70-Foot Aerial Truck - Bid #08-0045DPS
The Public Services Department solicited bids to replace the aerial truck (Vehicle # 556) in the City Grounds Division fleet. Vehicle #556 is a 1992 International Aerial Truck which failed the last safety inspection due to cracks in the boom assembly. In addition, members were advised that the truck has been removed from the fleet due to safety issues.
Staff recommended awarding a purchase order to the low bidder, Altec Industries, Inc. in the amount of $129,992 for the purchase of a 70-Foot Aerial Truck, with the trade-in of the old unit in the amount of $8,000. Staff will prepare a budget adjustment to cover the $79 shortfall.
Mr. DePrima explained that the budgeted amount did not contemplate using a trade in, nor did the revenue budget include any revenue from the sale of the 1992 truck. The 1992 truck is fully depreciated; therefore, utilizing the trade in value will bring the truck very close to the budgeted amount. If the truck is sold at auction, it may or may not yield $8,000.
Mr. Salters moved to recommend awarding a purchase order to the low bidder, Altec Industries, Inc., in the amount of $129,992 for the purchase of a 70-foot Aerial Truck, with the understanding that staff will prepare a budget adjustment to cover the $79 shortfall. The motion was seconded by Mr. McGlumphy and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mr. McGlumphy and unanimously carried.
Meeting Adjourned at 6:46 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
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Attachments
Attachment #1 - Pages 72-73 of the CAFR (Attached to Original Minutes and File Copy)
Attachment #2 - Controller/Treasurer Job Description
Attachment #3 - Proposed Ordinance amending Appendix C - Downtown Redevelopment, Article IV - Development Incentives, Section 2 - Multiple Story New Construction Projects