COUNCIL RETREAT
Members of Council met on February 15, 2002 at 9:00 a.m. in a Retreat Session with Council President McGlumphy presiding. Members present were Mr. Ritter, Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mr. Speed, Mr. Salters, and Mr. Ruane. Mayor Hutchison, Mr. DePrima, Mrs. Mitchell, Mr. Cooper, Mr. Petit de Mange, and Mrs. Green were also present. Other staff members present were Mr. Koenig, Mr. Callan, Mr. Carter, and Mr. Howlett.
Review of 2001 Retreat Priorities - Implementation Plans
Mr. DePrima reminded members that as a result of the prioritizing exercise by Council, there were three (3) large projects, four (4) medium projects, and seven (7) small projects chosen by a majority of Council for staff to begin implementing. These projects have been assigned to a coordinator who has developed proposed implementation plans. Members were provided copies of the implementation plans as well as a “2001 Retreat Goals - Status Report” (as on file in the Office of the City Clerk) developed by the City Clerk that will be used to track the projects. Mr. DePrima assured members that all projects will be considered as time permits, explaining that staffing, as well as funding, limits what can realistically be accomplished. It was staff’s feeling that by giving Council the opportunity to review the implementation plan, which includes the time frame, estimated costs, etc., staff can determine if the project is one that should be pursued.
Members of Council reviewed and discussed each implementation plan, as follows:
TASK: Perform Financial Impact Analysis of Growth on Revenues and Expenses; Consider Annexation an Important Part of the City’s Growth, Economic Base, and Stability - Plan should be Completed in 2002. Item Reference: 1/16 - Large Project.
Mr. Ruane felt that the financial impact analysis of growth on revenues and expenses should be accomplished separate from the annexation plan. It was his feeling that such an analysis is important to determine if the City is moving in the right direction without the consideration of annexation.
Mr. DePrima reminded members that State law requires the City to have an Annexation Plan to be completed in 2002. It was staff’s feeling that the financial impact analysis could include consideration of a “no-boundary” expansion scenario, which will establish a base line for the consideration of an annexation plan and will be included in the process of defining alternative urban growth boundary scenarios. It was staff’s feeling that this would resolve Mr. Ruane’s concerns.
The majority of Council supported this task (Mr. Ruane and Mr. Ritter opposed).
TASK: Perform a Cost Benefit Analysis of Providing Service In-House versus Contracting Out by determining Optimum Mix of City Services (In-House) and Contractual Services - Develop List of Services that could be Outsourced (begin with Highest Expense). Reference: 6/7 - Large Project.
Members relayed concern with the suggestion that the Custodial Services be reviewed and analyzed, feeling that this would be a low-cost division of the City and that the idea was to consider those departments that would provide more of a cost savings to the City and that staff should begin with the highest expense divisions. They also relayed concern with the hiring of a consultant to perform the analysis. Responding, staff indicated that the approximate costs for an in-house study would be in the amount of $8,000 to $10,000.
All members of Council supported this task, stipulating that the Custodial Services be eliminated from consideration and that staff budget an amount of $8,000 to $10,000 for this task to be accomplished in-house.
TASK: Evaluate Long-Range Electric Plan and Wastewater Facilities Master Plan (better define completion date) and better Integration of Utility Plan with Land Use Plan. Reference: 10/12 - Large Project.
All members of Council supported this task with no changes to the implementation plan, as recommended by staff.
TASK: Adopt a City-Wide Uniform System for Salary Increases (for this Year and Future Years) and that Employees be Provided One (1) Pay Raise Per Year (as a result of much discussion since the prioritization by Council, item #15, which received 2 votes, has been incorporated with these projects). Reference: 3/13/15 - Medium Project.
All members of Council supported this task with no changes to the implementation plan, as recommended by staff.
TASK: Study how City can have more authority over Dover Housing Authority and Reduce the Role of the Delaware State Housing Authority. Reference: 5 - Medium Project.
All members of Council supported this task with no changes to the implementation plan as recommended by staff. Mayor Hutchison advised members that he is in the process of scheduling a meeting with the Delaware State Housing Authority and the Dover Housing Authority in an attempt to improve communications.
TASK: City should Develop Indoor Regional Recreation Center Plan in Cooperation with County. Reference: 25 - Medium Project.
The majority of members of Council supported this task (Mr. Speed and Mr. Ritter opposed) with the understanding that the first phase of this project is to meet with Kent County Official to determine if the County supports the project. Should the City obtain support from the County, staff will begin developing the framework for the City and County. Without the County support, the concept of an Indoor Regional Recreation Center will be dismissed. It was also suggested that the Delaware League of Local Governments be contacted to assist in including Federal and State Governments in this project.
TASK: Develop/Review Housing Policy for the City of Dover. Reference: 2 - Medium Project.
It was noted that this task could be accomplished in a shorter period of time if additional staff was provided to the Planning Department. All members of Council supported this task with the suggestion that the City Planner budget for the additional personnel as well as the other expenses anticipated for its implementation.
TASK: Support Website Development with Additional Resources and Upgrading Site to Include Interactive Services (payments, registrations, etc.). Reference: 28/38 - Medium Project.
Members of Council relayed concern regarding the cost estimate in the amount of $20,000 to $60,000 for third party software and requested that more specific details be provided in this regard. Mr. Ruane indicated that he would support the task with the understanding that the employee hired to fill the vacant programmer position be hired as a Web Master Specialist. All members of Council supported this task with the understanding that staff give consideration to the concerns of Council.
Noting that it was after 11:00 a.m., it was suggested that members adjourn and that an additional follow-up session be held to complete the review of the proposed implementation plans as prepared by staff.
Mr. Salters moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 11:25 A.M.
Respectfully submitted,
William P. McGlumphy
Council President
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