LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on September 27, 2004, at 5:35 p.m. with Chairman Salters presiding. Members present were Mr. Hogan, Mr. Shevock, and Mr. Shelton. Mr. Slavin was absent. Members of Council present were Mr. Carey, Mr. Pitts, Mr. Sadusky, Mr. Ruane, and Council President Williams. Mayor Speed was also present.
AGENDA ADDITIONS/DELETIONS
Mr. Hogan moved for approval of the agenda, seconded by Mr. Shelton and unanimously carried.
Americans with Disability Act Plan
Members were presented with the City of Dover American with Disabilities Act (ADA) Self-Evaluation and Transition Plan (as on file in the Office of the City Clerk). Mr. DePrima, City Manager, thanked the participants who assisted in the completion of the Plan, including City staff, and representatives of Independent Living.
Mr. DePrima reminded members that in 2003, he determined that the City should complete an ADA Self-Evaluation and Transition Plan to bring the City into full compliance with requirements of the ADA. He advised members that it was apparent that several City facilities needed a number of modifications to be ADA compliant. Mr. DePrima reviewed the methodology used, the self-evaluation results, and transition plan, including funding and priorities. It has been estimated that the necessary funding for all improvements recommended in the Facility and Parks Self-Evaluation is $358,585. In addition, corrections to sidewalks impeded by utility poles is $25,000. The City will attempt to fund all of the recommended improvements of this plan within five (5) fiscal years. Mr. DePrima advised members that the Plan also includes employment and communication improvements. He stated that once the Plan is endorsed by Council, staff would institute program improvements and begin including expenses in the City’s Capital Improvement Plan.
Mr. John McNeil, Independent Living Specialist for Independent Resources, Inc., read into the record a letter he wrote endorsing the ADA Self-Evaluation and Transition Plan for the City of Dover (Attachment #1).
Responding to Mr. Ruane’s concerns regarding the condition of sidewalks on North Street, Mr. Carey advised members that a few years ago, the City changed the power lines in the area. At that time, the City requested the telephone company to remove the telephone lines from the poles, which was all that remained on the poles. He stated that the telephone company will not remove the lines unless the costs involved are paid. Mr. Carey suggested that the City pursue the telephone company for the removal of the lines in order for the poles to be removed (on North Street, from Governors Avenue to State Street).
It was suggested by members of the committee that staff contact the telephone company to further discuss the possibility of removing telephone lines from the utility poles, which would allow for their removal from the sidewalks.
Mr. Hogan recommended acceptance of the ADA Self-Evaluation and Transition Plan as submitted by staff, seconded by Mr. Shevock and unanimously carried.
Presentation - Citizen Survey
Members were provided the National Citizen Survey 2004 Report of Results for the City of Dover (as on file in the Office of the City Clerk). Mr. DePrima, City Manager, explained that the survey is a standardized, weighted, mailed, random sample survey of citizens of Dover. It is sponsored by the International City Manager’s Association and administered by the National Research Center. It is the single largest database containing questions and perceptions regarding government services, delivery, and quality of life in the community. He advised members that the survey will assist in prioritizing, project planning, budgeting, setting goals, bench marking, measuring progress, etc.
Mr. DePrima gave a Power Point Presentation explaining the Citizen Survey (Attachment #2).
Presentation of Budget Text - Departmental Performance
Members were provided the Budget Text for FY2005, which included the departmental performance. Mrs. Tieman, Administrative Services Director, reminded members that during the past Budget Review, staff explained the desire to improve strategic planning to be incorporated into the budget. In the fall of 2003, Mid-Atlantic Development was retained to facilitate the development of a strategic plan, including the City’s vision, mission and critical success factors. Staff created goals based on the strategic plan and then the City began to develop a pay-for-performance system, which was implemented this past fiscal year.
Mrs. Tieman advised members that the City retained the services of Ms. Janet Kelly of Financial Solutions for Public and Nonprofit Organizations (expert in performance budgeting) to assist department heads in defining their goals so that they were in-line with the six (6) critical success factors and then grouping departmental activities into programs. Once this was accomplished, the information was converted for inclusion into the City’s Budget; the budget text which includes the departmental performance. It is hoped that this information will provide members, as well as the public, an explanation for the department’s budget.
Mrs. Tieman gave a Power Point Presentation explaining the Budget Text - Departmental Performance (Attachment #3).
Mr. Hogan moved for adjournment, seconded by Mr. Shelton and unanimously carried.
Meeting Adjourned at 6:45 P.M.
Respectfully submitted,
Reuben Salters
Chairman
RS/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20049-27-2004-LF&A.min.wpd
Attachment to Original Minutes and File Copy
Attachment #1 - Letter from Mr. John McNeil dated September 27, 2004
Attachment #2 - Power Point Presentation - Citizen Survey
Attachment #3 - Power Point Presentation - Budget Text/Departmental Performance