LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on July 23, 2007, at 6:00 p.m. with Chairman Slavin presiding. Members present were Mr. Salters, Mr. McGlumphy, Mr. Shevock, and Mrs. Jones. Members of Council present were Mrs. Williams, Mr. Carey, Mr. McGiffin, Mr. Hogan, Mr. Ruane, and Mrs. Russell (arrived at 6:35 p.m.).
AGENDA ADDITIONS/DELETIONS
Mr. Salters moved for approval of the agenda, seconded by Mr. McGlumphy and unanimously carried.
Proposed Ordinance - Chapter 19 - Omitted Assessments
Consideration of the Proposed Ordinance, Chapter 19 - Omitted Assessments, was deferred until the next meeting due to the absence of Mr. DePrima, City Manager, and Mr. Capuano, Tax Assessor.
Evaluation of Bids - iSeries Replacement
The City is currently running all utility billing, parcel management, tax billing, licenses and permits, etc. on the existing iSeries Model 820. This system is more than five (5) years old and has reached the limits of its upgrade path. In order to accommodate current and expected future workloads and prevent technological obsolescence a larger, faster, and more advanced system is required. Bids were solicited for a three (3) year lease of an i5 Model 525 with required associated hardware and system software. The RFP was submitted to several vendors; however, HTEVAR was the only response received.
Mr. Callan, Information Technology Director, advised members that it was more cost effective to lease the equipment than to purchase it. Additionally, staff was able to delay this purchase for one (1) year beyond the expected life cycle of the existing equipment.
Staff recommended approval of the three (3) year lease of an i5 Model 525, with the necessary hardware and software, from HTEVAR LLC/IBM Credit LLC, in the amount of $38,211 for the Year 1 costs; $18,591 for the Year 2 costs; and $18,591 for the Year 3 costs. The total amount of the three (3) year lease is $75,393.00, which includes yearly prepay hardware lease of $15,055 and yearly prepay software lease of $3,536 plus first year costs of $10,620 for hardware/software maintenance (full 3 years – one-time cost); $7,000 for installation and upgrade support, including travel expenses (one-time cost); $2,000 for 60 new tape cartridges (one-time cost).
Mr. McGlumphy moved to recommend approval of staff’s recommendation, seconded by Mr. Salters and unanimously carried.
Evaluation of Bids - Safety Retrieval Equipment
The Pump Station Crews of the City of Dover Water/Wastewater Division provide operation and maintenance services to the City's nearly forty (40) pump stations. This work often requires working within the sub-grade facilities associated with these pump stations. Following a review by the City's Safety Committee and Fire Marshal, it was determined that safety retrieval equipment is required for all Pump Station Crews for use at all pump stations.
Mr. Lunt, Public Utilities Director, advised members that, due to an error in the original bid solicitation, the first bids were rejected and re-solicited. This delay resulted in the project not being completed in FY 07 as planned; therefore, the funds will be carried forward to the FY 08 budget and
the Finance Director will replenish this account during the first quarter budget adjustment. Responding to Mr. McGlumphy, Mr. Lunt stated that the error was not discovered in time to include the request in the FY 08 budget.
Staff recommended awarding the bid for Safety Retrieval Equipment to the low bidder, The Olympic Glove & Safety Company, Inc., in the amount of $25,360.07.
Mr. Salters moved to recommend approval of staff’s recommendation, seconded by Mr. Shevock and unanimously carried.
Title V Grant - Criminal Justice Coordinating Council - Office of Juvenile Justice and Delinquency Prevention (OJJDP)(Requested to be considered by Council during their meeting later in the evening)
The City of Dover's Weed & Seed/Community Prevention Program has been effective in providing programs that keep youth involved in positive activities in an effort to reduce juvenile delinquency in Dover. Programs offered include after school programs, summer day camps, field trips, and a PlayStation Too program on Friday nights. Recently, Aid in Dover, Inc. approached the program's coordinator with a potential grant opportunity through the Office of Juvenile Justice and Delinquency Prevention. The grant is for $50,000 over five years. Under the proposal, the City of Dover would partner with Aid in Dover, Inc. to secure the grant and provide youth programming through the grant. Traditionally, all of the money provided through the grant has gone to the City of Wilmington. If Dover is able to secure all or a portion of the grant, it would be the first time that another Delaware municipality receives funding through this program.
Mrs. Townshend, Director of Planning and Inspections, advised members that, due to Council President Williams’ relationship with Aid in Dover, Inc., she wanted the grant request to be reviewed by both the Legislative, Finance, and Administration Committee and Council to ensure a transparent, public process. Mrs. Williams advised members that the application would be reviewed by the City Solicitor, Mr. Rodriguez, and she would not participate in voting on the grant, nor would she benefit from the allowable associated salary.
Responding to Mr. McGlumphy, Mrs. Townshend stated that the City’s commitment would be staff’s time to administer the grant and there would be no related financial commitment. She advised members that the grant would provide additional funds for programs that the City already has in place and they would partner with Aid in Dover, Inc. to provide the services.
Mr. Salters moved to recommend authorizing staff to apply for the Criminal Justice Coordinating Council - Office of Juvenile Justice and Delinquency Prevention (OJJDP) Title V Grant in partnership with Aid in Dover, Inc. The motion was seconded by Mr. Shevock and unanimously carried. (Due to the July 30, 2007 application deadline, this item will be considered by Council during their meeting later in the evening).
Pay for Performance (PFP) - Discuss Parameters/Scope of Assessment
During the budget hearings this year, City Council indicated a desire to have the Pay for Performance (PFP) Policy and its implementation evaluated to determine whether it is meeting its original purpose. Staff hopes to work with the Legislative, Finance, and Administration Committee to build the criteria that will be used to perform the assessment. From those criteria, a Request for Qualifications (RFQ) will be developed to seek a qualified firm to perform the assessment.
Members were provided the Pay for Performance policy adopted in March 2004, the evaluator instructions, and a series of questions developed by the City Manager, Mr. DePrima, for inclusion in the assessment.
Mr. Ruane reminded members that the PAS Study, which recommended development of the Pay for Performance policy, suggested that there would be a cost savings associated with the PFP. He requested staff to provide a report on the cost savings envisioned in the report compared with the savings realized. He also requested that the following questions be included in the assessment:
► Has the Pay for Performance system brought Dover’s entry level salaries into closer conformity with local market comparable salary positions?
► Does the market survey currently being performed by the Human Resources Department correspond with the original market survey methodology that was used to establish the new pay grades and ranges in the original PAS Study?
► Have the goals and objectives that are now included in the annual strategic statements for each department been regularly incorporated into the goals and objectives of the individual employees working in the department?
► Are the employee’s goals and objectives being reviewed quarterly?
Mr. McGlumphy stated that he felt a review of the PFP policy by an outside panel was necessary to determine if it is being administered fairly or if it is divisive; to examine the various documents that have been presented over the years; to question why some of the changes have taken place; to gain an understanding of how people move through the system; how they are re-graded or re-titled; are the employees in the program benefitting more than those who are not and, if so, why, and if not, why not; and whether or not the evaluative criteria is being administered fairly and advancing the mission of the organization.
Mr. Hogan stated that he feels that the Pay for Performance program is a valid attempt to recognize and reward employees who do a good job. He noted that the evaluators are also evaluated to ensure that they are not too easy, nor to hard. Mr. Hogan suggested that if it is not currently being done, the evaluators should be provided input and guidance on performing fair evaluations.
Mr. Salters reminded members that Council has the ability to adjust the percentage of the increases based on the status of the budget each year. He noted that the policy encourages employee initiative by resulting in a greater salary increase.
Mr. DePrima clarified that the table included in the budget was an example of proposed increases, assuming a good evaluation. He also noted that the PFP increases should not be confused with promotions. Mr. DePrima felt that promotions, title changes, and re-grading should be examined to see if the employees are being properly placed within the system.
Mr. Salters moved to recommend that the Pay for Performance policy be investigated further, seconded by Mr. McGlumphy and unanimously carried.
2005 Charter Review Committee Recommendation
During their Regular Meeting of May 23, 2005, Council adopted a Resolution establishing the 2005 Charter Review Committee to study the City Charter and submit recommendations relative to proposed changes in the form of government, election process, terms of office, and other amendments deemed necessary to assure the continued orderly growth and efficient management of the City.
During their Regular Meeting of July 9, 2007, Council accepted the 2005 Charter Review Committee report and referred the report to the Legislative, Finance, and Administration Committee for review.
Mr. Slavin advised members that they would be conducting a comprehensive review of the Charter, which would include public hearings in each election district. He noted that the review may require the Legislative, Finance, and Administration Committee to hold additional focus meetings.
Mr. Ruane urged the committee to utilize the Model City Charter as a guidepost in their review of the City of Dover Charter.
Mr. Salters moved to recommend that the City Clerk prepare a proposed schedule to complete the review over the next six (6) months, seconded by Mrs. Jones and unanimously carried.
Mr. William Daisey stated that he is opposed to changing from a Council/Manager form of government to a Mayor/City Manager form of government, as has been suggested. He felt that minimizing the power of City Council and providing the Mayor with too much power could lead to corruption, similar to that of the 1920's and 1930's.
Mr. McGlumphy moved for adjournment, seconded by Mr. Shevock and unanimously carried.
Meeting Adjourned at 7:00 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
TAS/tam
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