COUNCIL RETREAT
Members of Council met on November 26, 2001 and November 27, 2001 at 9:00 a.m. at the Public Assembly Room, Dover Police Department, Queen Street, to hold a Retreat with Mr. DePrima, City Manager, serving as Facilitator. Members present were Mr. McGlumphy, Mr. Ritter, Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mr. Speed, Mr. Salters, and Mr. Ruane. Mayor Hutchison, Mrs. Mitchell, Mr. Cooper, Mr. Petit de Mange, and Mrs. Green were also present.
Mr. DePrima explained that this Retreat will allow members of Council and staff to brainstorm, to review past goals, present concerns and issues, and to establish new goals and objectives for the City. He encouraged all members to feel free to relay their thoughts, noting that there is no wrong suggestion, answer, or idea. He suggested that members consider issues using a positive process.
AGENDA ADDITIONS/DELETIONS
There was a request to add item #9E, Salary Review, to the agenda. The agenda was approved as amended.
It is noted that as a result of the Retreat and the discussion that occurred, staff developed a survey of goals and objectives for each member to rank (attachment).
REVIEW OF CITY’S ORGANIZATION
Form of Government
The City of Dover currently has a Mayor-Council/Manager form of government. Members considered the positive aspects (non-partisan, good ratio/accessibility, and career management) and the negative aspects (tendency to micro-manage council appointees, role of Mayor is not well defined) of this form of government. It was suggested that consideration should be given to establishing campaign finance guidelines for the City and to better define the role of the Mayor to determine if there is a need for a full-time Mayoral position.
Four Year Terms - City Council
The City Council and Mayor currently are elected for two (2) year terms. Members felt that the positive aspect of the two year terms is that it requires more responsiveness to constituents. They felt that the negative aspects include foregoing long-term “unpopular” decisions in favor of short-term “popular” decisions, and that there is a lack of time to gain experience in office prior to beginning their re-election campaigns.
In considering the possibility of four (4) year terms, members felt that the positive aspects would be the financial savings, and enabling stability/continuity of Council, which is preferred by the business community. The negative aspects are that it inhibits the attraction of candidates to commit to four (4) years, that unpopular candidates would be in office longer, and that partisan politics could slip into city government.
Mr. Salters requested that staff provide historical information regarding this issue.
Election Date
The current municipal election date is held on the second Tuesday in April, with members taking Office during the Annual Meeting (first Council Meeting in May). There has been some concern with the fact that the City’s budget is adopted (prior to June 30th of each year) by several new members of Council that were not involved in the budget review process with staff. Some of the positive thoughts members relayed regarding having the election held in April were: good weather for campaigning, allows focus to remain with City issues, and separates from partisan election date. Some of the concerns with the election being held in April were: its close proximity to Easter, conflicts with the budget process, and lower voter turnout since it is not held in conjunction with the national election.
During the Retreat Session, there were five (5) members who indicated that the date should remain as is and four (4) members who suggested that the date should be changed to either November, June, or mid-September.
Seating at the Dais - Mayor
Mayor Hutchison submitted a request that members consider the Mayor being provided a seat on the dais in the Council Chambers. The positive thoughts of providing a seat at the dais for the Mayor was that he would be given more opportunity for participation during the Council meetings, it would symbolize a unity with Council, and provide visibility as an elected official. The concerns were that it mixes legislative and executive functions and would send a “strong Mayor” message.
Mr. DePrima also noted that there has been some concern with the recent change in eliminating the Fire Chief’s seat in order to provide a seat for the City’s Finance Director/Treasurer on the dais. In discussing the matter, it was noted that the layout of the Council Chambers could be improved upon substantially for making presentations. Mrs. Green also relayed to members previous concerns of Council regarding the need to include safety measures for the Council Chambers as well as it being in compliance with the ADA (handicap accessible).
In considering the issue of providing a seat at the dais for the Mayor, there was discussion that it could be accomplished by eliminating the seating of one staff member. There was also consideration of having a seat provided for a representative of the Fire Department (Fire Chief). Some suggested that the raised dais be eliminated and that the room be modified to provide for handicap accessibility and media presentations.
Organizational Structure (City Manager Employees and Council Appointees)
With the current organization structure for the City, some department heads report to the City Manager and some are appointed by and report directly to Council. Some members felt that all department heads should report to the City Manager with the exception of the City Clerk and Finance Director/Treasurer. Other alternatives considered are as follows: 1) keep as currently structured except for City Assessor; 2) make no changes; 3) everyone should report to City Manager with Council having input on hiring/firing; and 4) everyone should report to the City Manager except Police and Fire Departments (emergency services) who would report to the Mayor; and 5) keep the way it is except have police report to City Manager.
Duties/Accountabilities - Streamlining Departments
Council appointed employees were requested to indicate why they should or should not report to the City Manager or Mayor and how they could streamline their departments.
Mr. DePrima advised members that he is currently looking into the reorganization of some of the City Manager Departments and that he would keep members abreast of this matter.
COUNCIL COMMITTEES - STRUCTURE/MEETINGS
The City of Dover currently has four (4) standing committees of Council (Council Committees: Legislative and Finance, Parks and Recreation, Safety Advisory, and Utility). Although only a few members of Council actually serve as members of a particular committee, during the past several years, all members of Council have been attending and participating during the Council Committee Meetings. These meetings are typically held prior to the Regular Council Meeting on the second and fourth Monday of each month. There are several additional committees, commissions, and boards of the City, with some meeting on a regular basis and some having meetings called as needed.
There were several suggestions made in regard to committee structure and meetings, as follows: 1) establish Committee of the Whole rather than having four (4) separate standing committees; 2) keep the committee system with all Council serving as members; 3) keep the committees as they currently are; 4) split the Legislative and Finance Committee into two (2) separate committees; 5) establish more committees with specific topical responsibilities/related legislation; 6) rotate committee leadership; 7) revise committee structure - establish ad-hoc committee to review; 8) all meetings to be held after 5:00 p.m.; 9) explore separate nights for committee and Council meetings; and 10) publish committee agendas with notice of opportunity to speak.
REVIEW OF DOVER HOUSING AUTHORITY
Mr. Pitts reminded members that there is a Delaware State Housing Authority and a Dover Housing Authority, which are both agencies of the State of Delaware. The Dover Housing Authority has City of Dover representation (members appointed by the Mayor) as well as State representation (members appointed by the Governor). It was felt that the City of Dover should have more involvement with housing issues in the City and that there is some confusion with having two (2) competing housing authorities in one jurisdiction. It was suggested that the City should have more control over the Dover Housing Authority and that there be no authority given to the Delaware State Housing Authority in the City of Dover corporate limits.
Members suggested that there be a study performed to determine how the City can have more authority over the Dover Housing Authority and reduce the role of the Delaware State Housing Authority within the City. It was also suggested that consideration be given to developing/reviewing a housing policy for the City of Dover.
Mr. Salters moved to recess this session of the Retreat, to reconvene tomorrow morning (November 27th) at 9:00 a.m., seconded by Mr. Speed and unanimously carried.
Meeting Recessed at 11:50 A.M.
The Council Retreat reconvened on November 27, 2001 at 9:00 a.m.
CITY UTILITY SERVICES
Many suggestions, thoughts, and ideas were considered regarding the City’s utility services. Several members felt that there was a need to have an overall study of the electric rates performed, to increase security for water and electric services, for an evaluation of the long-range Electric Plan and Wastewater Facilities Master Plan (to better define a completion date), to develop a Water Master Plan, including cost benefit analysis of extending water services beyond City boundaries, and for better integration of a utility plan with a land use plan. There were also feelings that an inventory of City streets and repairs is necessary, that the legality of not using sidewalk assessment as provided in the City Charter should be evaluated, an investigation of additional engineering needs for water/utilities/electric services, and a performance of a cost benefit analysis for providing services in-house versus contracting out.
TELECOMMUNICATIONS PLAN AND POLICY
The City of Dover has no official plan or policy with regards to telecommunications. It was suggested that members consider establishing an all-inclusive telecommunications plan and policy similar to that of Rockville, Maryland, which includes encouraging and promoting competition in the local telecommunications marketplace, management of public rights-of-way, issues involving cable, Internet, and wireless services, and improving internal systems and a variety of communications functions. Members discussed the need to explore ways of attracting cable competition to Dover and suggested that a task force be established to investigate the possibility of broadcasting committee meetings.
ECONOMIC DEVELOPMENT STRATEGIC PLAN
City Boundaries/Annexation
Mr. Petit de Mange, City Planner, advised members that the State of Delaware is requiring all municipalities to submit an annexation plan and urban growth boundary plan. Mayor Hutchison urged members to seriously consider annexation as an important part of the City’s growth, economic base, and stability.
Recruitment of Companies
Mayor Hutchison expressed his interest in establishing a plan specifically for the development of Garrison Oaks in cooperation with the State Economic Development Office and Central Delaware Economic Development and that the income from the farm be used to market the development of the land. He also suggested that the Mayor should lead the City in economic development. Some members felt it was time for the City to establish an in-house economic development professional. There was also discussion among members that the City needed to improve their marketing efforts for the west side of Dover.
Residential Growth
Members discussed the need for the City to concentrate on the way in which the residential growth should occur. Many suggestions, thoughts, and ideas were considered as follows: 1) place more emphasis on property maintenance codes; 2) establish a fund to pay for towing vehicles to recoup costs of towing; 3) research programs that would encourage home ownership in order to reduce rental units; 4) establish stricter regulations necessary for the RG-1 conversions (rooming houses and apartments); and 5) create more incentives (positive) to encourage the sale of rental units to homeowners and for purchasing rental units as homes.
E-GOVERNMENT PLAN
Many members of Council felt that the City is insufficient in regards to e-government and suggested that there be support for Website development with additional resources and that it be upgraded to include interactive services (payments, registrations, etc.). It was also suggested that the City should explore cost benefits of providing Internet service.
Mr. Speed suggested that the City discontinue providing Internet service, feeling that there are several other private companies that provide this service and that the City should not be competing in this line of business.
SERVICE DUPLICATION/COOPERATIVE VENTURES - KENT COUNTY/STATE OF DELAWARE
There were many suggestions, thoughts, and ideas considered regarding the duplication of services that the City provides as well as Kent County and the State of Delaware. Members felt that staff should develop an overall outline of what duplication of services exist for further discussion. It was also felt that the City Council should meet more frequently with representatives of the County and State.
Some members suggested that the City consider sharing G.I.S. mapping information with Kent County, that the City should develop an indoor regional recreation center plan in cooperation with Kent County, and that the City should develop a regional library facility in cooperation with Kent County. Members questioned if the development of a recreation and library facility should be consolidated or accomplished separately.
Members also felt that consideration should be given to evaluating whether the City should continue to support Local Service Function Budget Legislation (county tax credit for city residents).
FINANCIAL ISSUES
Revenue Enhancement
Members indicated a need to re-evaluate the City’s current fees and to identify which fees could be considered for additional revenues. Mr. Pitts urged members to consider preserving a $500,000 balance in the Parkland Reserve for recreation, and that the City fund the Parkland Reserve Account $300,000 per year for recreation. Other members suggested that more contributions from corporations, companies, and individuals be recruited for recreational services.
Financial Impact Analysis of Growth - Revenues and Expenses
In discussing ideas regarding the financial impact of growth in the City, members felt that a financial impact analysis of growth on revenues and expenses should be accomplished. They also suggested that the City should carry out a financial assessment similar to New Castle.
Cost Benefit Analysis - Outsourcing Services
Mr. DePrima noted that the City has contracted services as well as established departments on a cost basis. He explained that, depending upon the economy and many other factors, sometimes it is beneficial to contract for certain services and other times it is not beneficial. Members felt that there may be instances whereby the City could benefit from outsourcing services and that this should be further investigated. It was suggested that a list of those services that could be outsourced should be developed and that consideration be given by beginning with the most expensive service.
Salary Update/Review
For the past several months, there has been much discussion regarding the need for a Salary Study and concern with the City’s salary scale, promotions, evaluation increases, etc. as they relate to management personnel. Mr. DePrima provided members with a ten-year comparison table of all City of Dover permanent employees. It was noted that there has only been a 10.6% growth in City personnel over the past ten years. With regards to the concerns of salary increases provided to management employees in excess of the annual increase approved by Council, Mr. DePrima investigated the matter and discovered that all but 10 of the increases can be justified (i.e. police contract, city council approved, new hires, temporary to permanent positions, increase from 37½ to 40 hour week employees, etc.). It was his feeling that the additional 10 positions can also be clarified with further research.
In discussing this issue, it was suggested that the City investigate the possibility of offering early retirement options for employees. Members suggested that the City provide employees only one (1) pay raise per year (the annual July 1st increase) and that the City adopt a city-wide uniform system for salary increase. There was much discussion regarding the need for an overall salary study. It was suggested that staff perform an in-house salary review immediately.
General Discussion on Visions and Goals for the Future
Mr. DePrima explained that, based on the discussion that has occurred during this Retreat Session, staff will develop a survey for each member to individually prioritize goals and objectives for the City. Once the surveys are returned to staff, they will be tallied and a follow-up meeting will be scheduled to discuss the results of the survey to develop visions and goals for the future.
Mr. Truitt moved for adjournment, seconded by Mr. Salters and unanimously carried.
Meeting Adjourned at 12:05 P.M.
Respectfully submitted,
William P. McGlumphy
Council President
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