LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on September 10, 2007, at 6:00 p.m. with Chairman Slavin presiding. Members present were Mr. Salters, Mr. McGlumphy, Mrs. Jones, and Mr. Shevock. Members of Council present were Mr. Hogan and Mr. Ruane.
AGENDA ADDITIONS/DELETIONS
Mr. Salters moved for approval of the agenda, seconded by Mr. McGlumphy and unanimously carried.
Proposed Ordinance Amendments
During their Regular Meeting of August 22, 2007, the General Employee Pension Board and the Law Enforcement Pension Board reviewed and recommended adoption of the following proposed ordinance amendments:
Chapter 2 - Administration, Article IV - Officers and Employees, Division 7 - General Employee Pension Plan, Subdivision II - Board of Trustees, Section 2-362 - Composition, Paragraph (3) - Participants and Section 2-365 - Vacancies
Members were advised that the amendments would allow for absentee voting in the General Employee Pension Election, change the election notification for eligible participants from five (5) days to the first week of April of each year, and will change the time to fill a vacancy from 30 days to 60 days to afford time to notify participants.
Chapter 2 - Administration, Article IV - Officers and Employees, Division 7 - General Employee Pension Plan, Subdivision II - Board of Trustees, Section 2-335 - Termination of Employment of the General Employee Pension Plan and Statement
Over the years, the number of former employees who have not requested a refund of their general employee pension contributions has increased. For each of these former employees, pension contribution statements are maintained for future reference and calculation of refund. All employees are provided upon resignation/termination, a Statement of Intent requesting they advise the City of their intent with their contributions. Occasionally, the request is not returned. Although the Statement of Intent indicates that contributions will be refunded in 90 days of the date the notarized request is received, this language is not stated in the pension ordinance. Members were advised that the proposed amendment would include such language.
Mr. Salters moved to recommend adoption of the proposed ordinance amendments as recommended by the General Employee Pension Board (Attachments #1 and #2). The motion was seconded by Mr. McGlumphy and unanimously carried.
Chapter 62 - Law Enforcement, Article III - Pension Plan, Division 2 - Retirement Committee, Section 62-102 - Members, Subsection (c) - Election
Members were advised that the amendment would allow for absentee voting in the Police Pension Election.
Mr. Salters moved to recommend adoption of the proposed ordinance amendment as recommended by the Law Enforcement Pension Board (Attachment #3). The motion was seconded by Mr. Shevock and unanimously carried.
Request for Approval of the CAMA Software Contract
The iasWorld CAMA (Computer Aided Mass Appraisal) Software is conversion software being offered by Tyler/CLT, the City’s current CAMA software vendor, to replace the existing Orion CAMA Software. The Orion CAMA Software is no longer being supported at the end of the current contract which is October 1, 2007. The iasWorld is a CAMA system designed by Tyler/CLT for smaller communities like Dover and is being deployed in the Northeast.
Mr. DePrima advised members that the City considered re-bidding CAMA software; however, he explained that option was ruled out because there was not enough time for a new vendor to be selected and have completely new software deployed by the end of the current contract. It was also apparent that completely new software would be much more expensive then the proposed conversion software. In addition, he indicated that CLT/Tyler has assured the City that they would continue to support the Orion Software beyond October 1, 2007 while the conversion was ongoing.
Staff recommended that City Council authorize the purchase of the iasWorld CAMA Software including data table conversion and emulation from Tyler/CLT in the amount of $53,030, and authorize the purchase of supporting hardware in the estimated amount of $8,000.
Responding to Mr. Slavin’s concerns, Mr. DePrima stated that initially Mr. Capuano, City Assessor, had submitted a request for a totally new system in the budget; however, during the budget hearings, it was determined that this alternative would be much more cost effective. The initial amount budgeted was $350,000. Mr. Slavin felt that Council was misled regarding a very expensive item and deserves more exploration.
Mr. DePrima explained that the amount budgeted for this item was $45,000. The additional amount of $16,030 needed will come from within the City Assessor’s current budget by saving $16,000 from the $1,800 monthly Orion maintenance that was budgeted for nine (9) months that will not be needed.
In response to Mayor Williams, Mr. DePrima stated that the City Assessor had originally wanted new software, system, and vendor and that the estimates he had obtained at the time was approximately $350,000. Mayor Williams recalled that the request of the City Assessor for a particular software was the result of his preference and not necessarily due to its cost effectiveness. Mr. DePrima could not explain why Mr. Capuano was not comfortable with purchasing from Tyler/CLT and why he wanted new software.
Due to there being unanswered questions, Mr. Slavin requested that Mr. Capuano appear before the committee for further explanation.
Mr. Salters moved to recommend that City Council authorize the purchase of the iasWorld CAMA Software including data table conversation and emulation from Tyler/CLT in the amount of $53,030, and authorized purchase supporting hardware in the estimated amount of $8,000, with the understanding that Mr. Capuano will appear before the Legislative, Finance, and Administration Committee on September 24, 2007 to answer some issues that have been raised by members. The motion was seconded by Mr. McGlumphy and unanimously carried.
Evaluation of Bids - Automated Trash Trucks
The Department of Public Services solicited bids to replace two (2) critical vehicles within the City’s Sanitation fleet (vehicles #441 and #451). The low bid was received from Mid-Atlantic Waste, Easton, Maryland, for a Peterbilt Chassis and Heil Body, in the amount of $382,526. (City Clerk’s Office Note: The timetable incorrectly indicated that the award letter would be issued September 11, 2007; it should have indicated September 25, 2007).
Staff recommended awarding a purchase order to Mid Atlantic Waste Systems in the amount of $382,526 for the purchase of two (2) 22 Cubic Yard Automated Side Loading Refuse Trucks with a Peterbilt Chassis and Heil Body.
Mr. Salters moved to recommend approval of staff’s recommendation, seconded by Mrs. Jones and unanimously carried.
Schedule for Review of Charter Review Committee Recommendations
As requested during the committee meeting of July 23, 2007, the City Clerk prepared a proposed 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.
Mr. Salters moved to recommend approval of the Legislative, Finance, and Administration Committee Schedule for Review of the 2005 Charter Review Committee Recommendations as presented by staff (Attachment #4) with the understanding that it may be necessary to make adjustments. The motion was seconded by Mr. Shevock and unanimously carried.
Mr. McGlumphy moved for adjournment, seconded by Mr. Shevock and unanimously carried.
Meeting Adjourned at 6:22 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
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S:ClerksOfficeAgendas&MinutesCommittee-Minutes20079-10-2007 LF&A.wpd
Attachments
Attachment #1 - Proposed Ordinance Amendment - Section 2-362 - Composition, Paragraph (3) - Participants and Section 2-365 - Vacancies
Attachment #2 - Proposed Ordinance Amendment - Section 2-335 - Termination of Employment of the General Employee Pension Plan and Statement
Attachment #3 - Proposed Ordinance Amendment - Section 62-102 - Members, Subsection (c) - Election
Attachment #4 - LF&A Committee Schedule for Review of Charter Review Committee Recommendations