COUNCIL COMMITTEES
The Council Committees Meeting was held on March 24, 2003, at 6:10 p.m., with Council President Carey presiding. Members of Council present were Mr. Ritter (arrived at 6:19 p.m.), Mr. Pitts (arrived at 6:14 p.m.), Mrs. Williams, Mr. Truitt, Mr. McGlumphy, Mr. Speed, Mr. Salters, Mr. Ruane, and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mrs. Williams moved for approval of the agenda, seconded by Mr. Speed and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Mr. Salters presiding. Members present were Mr. McGlumphy, Mrs. Williams, Mr. Shelton, and Mrs. Street.
Mr. Salters moved for the Legislative and Finance Committee to function as a Committee of the Whole, seconded by Mr. Speed and unanimously carried.
Proposed Budget Revision Ordinances
Staff presented proposed budget revisions necessary to incorporate the recommended adjustments presented in the State of the City Budget report at the Regular Council Meeting of March 10, 2003. Mrs. Mitchell, Finance Director/Treasurer, advised members that the proposed revisions include the debt service corrections, transfers between Transportation Grants and the General Fund, and the Pension Fund appropriations. The increases and decreases in the Water/Wastewater and Electric Revenue Funds netted out to zero, resulting in no change to the total budget. The State of the Budget Report and the Monthly Budget Report should be referred to for further information.
Responding to Mr. McGlumphy, Mrs. Mitchell explained that the proposed budget revisions only include items that require transfers to occur immediately in order to acquire a legal appropriation. All other budget revisions will be presented for consideration when the FY2003 revised budget and FY2004 budget is presented to Council for adoption.
Mr. DePrima assured members that all department heads are managing to their budgets in accordance with the revisions provided for this year. The decision to minimize formal budget adjustments mid-year was based on Council’s directive.
Mrs. Williams moved to recommend adoption of the proposed budget revision ordinances (Attachment #1), as recommended by staff. The motion was seconded by Mr. McGlumphy and unanimously carried.
Strategic Organization Plan
Members were provided the City of Dover Strategic Organization Plan, entitled “Road to Results” (as on file in the Office of the City Clerk). Mr. DePrima reminded members that during a Special Council Workshop held on November 4, 2002, City Council adopted a Vision and Mission Statement for the City of Dover. He explained that once this was accomplished, department heads were tasked with developing City-wide critical success factors that were determined to be important for the success of the vision and mission and then developing specific goals for each department that would support the overall vision and mission. The goals must be specific, measurable, attainable, realistically high and time bound. With each goal there is an assessment of the issue or problem it is addressing and the parts of the vision and critical success factors it supports. In developing their goals, the department heads met individually with key employees in their department. Finally, each department will develop an internal business plan that sets forth the action steps necessary to accomplish the goals. The action steps assign specifically “who will do what by when”. Mr. DePrima stated that the Police Department had concentrated efforts on re-accreditation and at this time, are not included in the plan; however, it is anticipated that they will be included in the near future.
Mr. DePrima provided a Power Point Presentation depicting the plan. He noted that several factors were determined to be critical in meeting the overall goals and mission of the City, as follows: 1) customer satisfaction; 2) employee satisfaction; 3) cost and revenue efficiency; 4) improve downtown and surrounding neighborhoods; 5) city wide safety; and 6) effective organizational and community communications. He also noted the departmental visions and goals. Mr. DePrima reiterated that this was a new project for the City and that he anticipates departments making improvements to the development of the plan in future years. He explained that the plan is intended to be a dynamic one that will change over time. The mission and goals should be re-evaluated every two (2) years and the vision at least every five (5) years. In addition, there is room to expand the breadth of this document by tasking the various City committees, commissions and boards to develop goals and objectives.
Responding to Mr. Ruane, Mr. DePrima advised members that, although a Water Plan is not listed as a goal for the Public Works Department, it was included in the Capital Improvement Projects (CIP). He noted that all departments have a reference to completing all capital projects on time and within budget. Mr. Ruane suggested that the word “Construct” as indicated in item #3, page 24, be replaced with “Complete”.
Referring to the Tax Assessor’s Office, Mr. Ruane advised members that based on conversations with the City Assessor, he would recommend that the goal for reviewing the “neighborhood groupings” for the reassessment be included as a priority. He explained that it was brought to his attention after the recent reassessment that they were skewed as a result of a previous analogy of the City as it relates to the “neighborhood groupings”. Mr. Ruane offered to discuss this matter with the City Assessor for possible inclusion in the Strategic Organization Plan.
Mr. McGlumphy commended staff for the development of the Plan; however, he relayed concern that those departments that have contributed may not understand that they will be held accountable to attain the goals. He suggested that each department be sure to include only those goals and objectives that, although challenging, are attainable, and that they should assure that they are not previous accomplishments.
Mr. DePrima reminded members that this Plan is a first for the City and that he anticipates that some departments may have been overly confident and others may have been too cautious. It was his feeling that departments will have to cycle through this process a few times before becoming completely accurate in developing such goals.
Responding to Mr. Salters, Mr. DePrima explained that although there is a need to remain reasonable in our expectations, the Plan contains goals that department heads have set and it is his expectation that they will be accomplished within the time-frame. He plans to utilize this Plan in conducting personnel evaluations. If a particular goal has not been met, he assured members that consideration will be given to the reasons why and if there are reasonable reasons for not getting them accomplished, that flexibility and understanding will be given in this respect.
Mr. Truitt moved to recommend acceptance of the Strategic Organization Plan as presented. The motion was seconded by Mr. Ruane and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mrs. Williams and unanimously carried.
Meeting Adjourned at 6:45 p.m.
UTILITY COMMITTEE
The Utility Committee met with Mr. Ruane presiding. Members present were Mr. Ritter, Mr. Speed, Mr. Lambert, and Mr. Snaman.
Mr. Ritter moved for the Utility Committee to function as a Committee of the Whole, seconded by Mr. Speed and unanimously carried.
Proposed 2003 Street Program
Members were provided the 2003 Street Program Overview (Attachment #2) which outlines the City’s Street Program for next fiscal year. Mr. DePrima stated that although no action is being requested at this time, comments are welcomed. He also reminded members that during the Special Council Meeting of February 10, 2003, staff was requested to provide a priority listing and a total estimated cost to repair all of the streets in the target area. As a result, members were provided a plan for improving the streets in the downtown area entitled Downtown Revitalization Project (Attachment #3). Mr. Koenig, Public Works Director, provided a Power Point Presentation and briefly explained each of these projects.
Mr. Ruane suggested that the update of street and sidewalk inventory should be added to the Street Program Improvement Plan to assist the City and legislators in targeting projects and capture those streets that are in need of improvement.
The committee took no action.
Mr. Ruane moved for adjournment, seconded by Mr. McGlumphy and unanimously carried.
Meeting Adjourned at 7:15 P.M.
Respectfully submitted,
Carleton E. Carey, Sr.
Council President
CEC/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20033-24-2003.min.wpd
Attachment on File at the City Clerk’s Office
Attachment #1 - Budget Revision Ordinances
Attachment #2 - 2003 Street Program Overview
Attachment #3 - Downtown Revitalization Project