REGULAR COUNCIL MEETING
The Regular Council Meeting was held on October 26, 2009 at 7:30 p.m. with Council President Williams presiding. Council members present were Mr. Leary, Mrs. Russell, Mr. McGlumphy, Mr. Slavin, Mr. McGiffin, Mr. Hogan, Mr. Salters, and Mr. Ruane.
Council staff members present were Police Chief Horvath, Ms. Russell, Mrs. Mitchell, Mrs. Townshend, Fire Chief Christiansen, Mr. DePrima, City Solicitor Rodriguez, Mrs. McDowell, and Mayor Carey.
OPEN FORUM
The Open Forum was held at 7:15 p.m., prior to commencement of the Official Council Meeting. Council President Williams declared the Open Forum in session and reminded those present that Council is not in official session and cannot take formal action.
There was no one present wishing to speak during the Open Forum.
The invocation was given by Chaplain Dixon, followed by the Pledge of Allegiance.
AGENDA ADDITIONS/DELETIONS
Mr. Salters moved for approval of the agenda, seconded by Mr. McGlumphy and unanimously carried.
Mr. McGlumphy moved for approval of the Consent Agenda, seconded by Mr. Salters and carried by a unanimous roll call vote.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF OCTOBER 12, 2009
The Minutes of the Regular Council Meeting of October 12, 2009 were unanimously approved by motion of Mr. McGlumphy, seconded by Mr. Salters and bore the written approval of Mayor Carey.
PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE REPORT - OCTOBER 12, 2009
The Parks, Recreation, and Community Enhancement Committee met on October 12, 2009 with Chairwoman Russell presiding.
Presentation of Programs - YMCA (Rick Gould)
Mr. Rick Gould, Executive Director of the Central Delaware YMCA and Aquatic Center, advised members that the YMCA offers many outreach and community development programs that are meant to serve all individuals. Among those programs are monthly courses teaching Red Cross First Aid and Red Cross CPR.
Mr. Gould explained that NYPUM (National Youth Project Using Minibikes) is a youth development program for students identified as “at risk” by schools or law enforcement. Students involved in this program must improve and maintain school grades and successfully complete minibike safety classes to earn the privilege of riding each week. Each student is assigned a minibike and is responsible for cleaning and maintaining it. Mr. Gould advised that the program is funded through State Grant-in-Aid.
Responding to Mrs. Horsey, Mr. Gould stated that the minibikes are stored and remain at the YMCA. Members of NYPUM do not take the minibikes home.
In response to Mr. Lewis, Mr. Gould stated that the age range is 12 through 16 years of age for participants in NYPUM.
Mr. Gould noted that Club 58 is a safe social and recreational program offered to any youth from the community in grades 5 through 8. Club 58 meets twice a month, on a Saturday evening from 6:00 - 9:00 p.m. using the YMCA Youth Wellness Center. Mr. Gould further noted that the program fee to participate covers the cost to provide front desk staff and a lifeguard. The program is offered in partnership with Calvary Assembly of God, who provides volunteers to supervise each event, and is also supported through State Grant-in-Aid.
Youth in Government is a program that allows teens to learn about our state government. Youth learn to debate, research social issues, and write their own bills, which are presented at the annual Youth in Government weekend. Mr. Gould explained that during this weekend, youth from around the state come to Legislative Hall to debate bills written by the youths themselves. Each year, the bills that have been passed by the youth and signed by the youth governor are presented to our state government representatives. Mr. Gould mentioned that a number of the these bills have become actual law in the State of Delaware.
Mr. Gould explained that Driver’s Education and Behind the Wheel Instruction is another program offered through the YMCA. This program is State certified and offered to youth who are unable to complete the program offered through their high school. The cost for this program is set by the State Department of Education and no profit is made.
Along with programs that have fees associated with them, Mr. Gould explained that the YMCA also offers free community events throughout the year. These events provide opportunities for families to have fun, play together, and gain information on living a healthy lifestyle. Mr. Gould further explained that these programs offer a service component, such as writing letters to overseas soldiers or donating food to local food charities. The programs include the Easter Bunny Hop, the Great Pumpkin Event, Santa Social, Healthy Kids Day, and America on the Move Week.
Mr. Gould explained that through a statewide partnership between the YMCA of Delaware and foster family agencies, the YMCA is able to offer low cost memberships to foster families on a sliding fee scale, as determined by family support agencies. Mr. Gould further explained that when a foster child reaches the age of 18, the YMCA offers a free membership in order to provide a source of stability and connection with the community for that individual.
Responding to Mr. Lewis, Mr. Gould explained that the free membership is good for one year and the individual’s situation is reevaluated at the end of that year.
Mr. Gould noted that the YMCA partners with many organizations, including the Boy and Cub Scouts, Caesar Rodney High School Swim Team, Calvary Assembly of God, Central Middle School Century 21 Program, Delaware Army National Guard, Dover Air Force Base, Dover Caring Community Coalition Winter Festival Dinner, Dover High School Swim Team, Dover Interfaith Housing, Girl Scouts, JC Penney Afterschool Fund, Kent County Tourism Amish Bike Tour, and the Senior Olympics of Delaware. He stated that it is his goal to expand this list.
Mr. Gould advised members that the YMCA mission is to serve everyone in the community regardless of their ability to pay. He further explained that the YMCA offers scholarship assistance and will award over $280,000 in aid in 2009, which represents a little over 10% of their annual revenue. Mr. Gould noted that, to subsidize the scholarships, fund-raising is very important and the YMCA raises approximately $30,000 in direct contributions and receives about $80,000 in grants each year.
Responding to Mr. Lewis, Mr. Gould stated that the YMCA offers after school care for children ranging in age from 6 to 12 years at North Dover Elementary, South Dover Elementary, Fairview Elementary, and William Henry Middle School, all of which are located in the Capital School District. He further explained that children from Caesar Rodney School Districts are bused to the sites for after school care.
In response to Mr. Ruane, Mr. Gould stated that, although the YMCA and City of Dover Parks and Recreation Department have not partnered to do any programs, he has worked in a team capacity with Mr. Zach Carter, Parks and Recreation Director, on a number of events, including the Skate Park, the Greater Dover Youth Summit, and the Amish Bike Tour.
Schedule for Consolidated Plan
Mrs. Tracy Harvey, Community Development Manager, advised members that the five (5) year 2010 consolidated plan will be submitted to the U.S. Department of Housing and Urban Development (HUD) on May 15, 2010. Members of the committee were provided the steps involved in the Consolidated Development Plan process as follows:
1.Identification of stakeholders; this will include members of the community, elected and appointed officials, private citizens, community groups, housing authorities, and various County and State agencies within the City of Dover.
2.Conduct a workshop to develop the needs of the community. The date and location are to be scheduled in November 2009.
3.Conduct a workshop with stakeholders to rank priorities. The date and location to be scheduled in January 2010.
4.The city will advertise for CDBG grant applications for the 2010 fiscal year based on the needs that have been determined by stakeholders for the community in January 2010.
5.The Parks, Recreation, and Community Enhancement Committee will meet in March 2010 to review and make recommendations for the 2010 Action Plan.
6.Unveil the Draft Consolidated Plan for 30-day review period.
7.Conduct a Public Hearing for Consolidated Plan.
8.Prepare the final City of Dover 2010 Consolidated Plan.
9.Submit the final plan to City Council for approval.
10.Submit the City of Dover 2010 Consolidated Plan to HUD.
Responding to Mr. Ruane, Mrs. Harvey stated that the basic eligibility requirements are the same as last year; however, the outline for completion has changed. She further explained that the Consolidated Plan will be based on the needs of the community, as determined by the stakeholders.
In response to Mr. Ruane, Mrs. Harvey stated that HUD has updated the Comprehensive Housing Affordability Strategy (CHAS) data. Mrs. Harvey further explained that the target area will still be in the downtown area; however, some of the programs will be city-wide.
Updates
Members were provided the following updates:
Puncheon Run Watershed Action Team Update
Mrs. Ann Marie Townshend, Director of Planning and Community Development, advised members that a meeting between Mr. Scott Koenig, Public Services Manager, Mr. Jared Atkins, S&S Program Manager for Kent Conservation District, and Councilman Eugene Ruane, Second District, took place near the bridge over Route 13 regarding the Puncheon Run. Mrs. Townshend explained that, although the new bridge eliminated the bottleneck caused by the old bridge on South Governors Avenue, a new bottleneck was found causing water to back up further downstream. Mr. Koenig is awaiting information from Mr. Atkins regarding obtaining permission from property owners to access the stream to clear debris without a permit.
Mr. Ruane advised members that he took pictures of the tremendous overgrowth at the bridge and the significant flooding that takes place during a rain event. He encouraged members to view this area for themselves.
Responding to Mr. Ruane, Mrs. Townshend stated that prior to submitting any paperwork regarding changing the delineation of the flood plain, “as-built” drawings are needed for the bridge. Mrs. Townshend further explained that Mr. Koenig is waiting to hear back from DelDOT regarding the status of those drawings.
Mr. Ruane commended the Emergency Management Office and Fire Department for seeing the need for sandbags in the area near Lynnhaven Drive during recent large rain events.
Responding to Mrs. Horsey, Mr. DePrima stated that the bridge is owned by the state; however, during the City/County Meeting, discussion took place regarding the property maintenance section of Kent County clearing out the ditches that belong to the County. Mrs. Townshend explained that some of the debris is caused by the phone and cable companies pruning the trees and not clearing the resulting debris.
Planning and Funding for New Library
Ms. Margery Cyr, Library Director, advised members that the Green Summit recently held with the architects was very successful. She noted that the design/development phase is almost complete and drawings should be ready in about one (1) month. Ms. Cyr stated that the architects are currently working on infrastructure, options for sustainability, and alternative energy uses for the building.
Ms. Cyr noted that the Kent County Levy Court would be voting on October 13, 2009 to purchase or lease a property to construct a library in an area that is only 2.6 miles from the Dover Public Library. Should they decide to move forward with this purchase, she noted that the location will overlap the Dover Public Library service area by more than 50%, which is a serious concern as it could cause funding issues with the State.
Responding to Mr. Lewis, Ms. Cyr advised members that State legislation (Title 29, Chapter 66) states that libraries should not be placed within six (6) miles of each other.
In response to Mr. Lewis, Mr. Hogan stated that the property Kent County is interested in purchasing is located near Brecknock Park, approximately 350 yards from the City of Dover limits.
Responding to Mr. Ruane, Mr. Hogan confirmed that the County plans to spend $1 million to purchase/lease the property for their new library, which is the same amount that the City was seeking from Kent County to support the proposed City of Dover anchor library.
In response to Mrs. Horsey, Ms. Cyr stated that the State Librarian is not in support of the location at Brecknock Park; however, she is supportive of a location in the heart of the Kent County service area. She advised members that the State of Delaware will be issuing a statement regarding this matter.
Mr. Hogan noted that it will take a lot of people attending the meeting and speaking out about this issue in a calm manner for Kent County to take notice of the opposition to their plan.
Mr. DePrima stated that the city/town managers of Smyrna, Harrington, and Dover sent a letter to Kent County Levy Court asking them to postpone their vote on the new library location until a meeting could take place to discuss the status of plans for future libraries in those city/towns. He stated that he believes the city/towns can work together as independent municipal libraries to serve the county and noted that, with County assistance, State leverage, and municipal funding, this would be a much more affordable option than building a branch library location.
During the Council Meeting, Ms. Cyr, Library Director, provided an update on the Planning and Funding for the New Library since the committee meeting. She noted that the Library Building Project is at the end of its design and development phase. In this phase, she stated that decisions will be made regarding interior and exterior finishes and furnishings, landscaping, and infrastructure systems. During this part of the project, decisions will be made regarding value engineering, which is the process by which the design options are considered for their value. Ms. Cyr reminded members that the project’s budget was originally over $23M and is now at $22M. She stated that the architects will be making a final presentation to City Council in December, which will include cost estimates.
Ms. Cyr advised members that the fund raising campaign is off to a good start and relayed appreciation to Wesley College for their donation of office space and equipment for the Capital Campaign. She stated that Mrs. Donna Stone has agreed to serve as the Campaign’s Chairperson and First Lady Carla Markell has agreed to serve as the Honorary Campaign’s Chairperson. She stated that the campaign will be conducted in several phases and that the major donor phase will begin next month.
Ms. Cyr referred to the controversy regarding the proposed location of the new Kent County Library and provided members a brief history. She noted that in 1993, the Division of Libraries amended the Delaware Code, Title 29, Section 6602 to determine geographic areas for public libraries in Delaware. In Kent and Sussex Counties, the Code defines service areas of individual libraries with the fixed distance of six (6) miles and the population served being those census blocks that are within the six (6) mile radius. Ms. Cyr stated the importance of this definition, explaining that it serves as a guide for the Division of Libraries in the allocation of State aid, which is a vital component of the City’s operating budget for the Library Department. She stated that the State aid formula utilizes geographic area, population served, and local financial support to determine the amount of State aid that is provided to libraries each year.
Ms. Cyr advised members that in 2005, the Division of Libraries drafted a Master Plan for state-wide library services, which includes recommendations for types of libraries such as anchor, regional, and community. It also makes recommendations for collection size and contents and locations of libraries to best serve the public need. She stated that the decisions made by the Dover Public Library in terms of services, collections, and location are based on the recommendations made in the State’s Master Plan. Ms. Cyr noted that the Kent County Levy Court is scheduled to make a determination, during their meeting on October 27, 2009, regarding the purchase of a building for the new Kent County Library and that one option being considered is the building located next to Brecknock Park in Dover. This building is located 350’ from the City of Dover limits and less than 2.6 miles from the Dover Public Library. She relayed several serious concerns regarding this possible location for the Kent County Library, including the duplication of services due to its close proximity to the City of Dover. When the Kent County Library began circulating materials in 1995, there was no consideration of its physical location being within another service area. The new service area overlapped the Dover Public Library, which caused a reduction in the Dover Public Library’s State Aid in the amount of $25,000 for that year. Ms. Cyr stated that the relocation of the Kent County Library even closer into the Dover service area would result in overlap in excess of 50% of the City’s service area. Although, the Dover Public Library supports the building of a new library facility for the Kent County Library, she advised members that they are urging Levy Court to consider a location that is more centered within their service area rather than the center of Dover Public Library’s service area in order for all residents of Kent County to be served by a library and not just the resident of the greater Dover area. With more than 300,000 square miles of unserved area in Kent County, she felt that there were plenty of opportunities to ensure that all the needs of all Kent County residents are met.
Responding to Mr. Ruane, Ms. Cyr stated that Secretary Bullock has submitted a request to Kent County Levy Court to reconsider since the direction from the State is to be conservative and thoughtful in their fiscal planning, and that redundancy and duplication of services is not the direction desired by the State. She stated that the State Library has affirmed this request and has indicated that the service areas that are given to each library should be respected.
Ms. Cyr noted that there are three (3) municipal libraries located in Kent County: Smyrna, Harrington, and Dover and that there is a school district library in Milford, explaining that they are organized to serve the residents of the school district. She advised members that staff approached the Levy Court in May and presented six (6) options for cooperative library services to be considered. At that time, the Kent County Levy Court made a decision not to work with the libraries in developing a countywide library service. Although one of the options was for the consideration of closing the library in Kent County, which included cost savings, none of the other proposals were given any consideration.
At the request of Mr. Ruane, Mr. DePrima advised members that since there was absolutely no support of the Levy Court Commissioners for the idea of joining a regional library system, it was his feeling that they were concerned since Dover was not the only library and that there are other libraries located within Kent County. As a result, he contacted the Managers and Library Directors of the other municipalities with libraries to determine what their needs and plans were, given that there was no support for a regional library system. Mr. DePrima noted that there were common feelings among all municipalities that they could handle their library districts and there was no need for overlapping service territories. With some assistance and construction, these municipalities could more than serve the needs of Kent County, acknowledging that there is an area located south of Dover that is not located within any municipality service area due to the distance between Dover, Harrington, and Milford. All felt that it was important to build on the base of municipal libraries, which have served the community for over 100 years. He assured members that this is also in concert with the State’s Master Plan.
Mr. DePrima indicated that the Managers and Library Directors have been meeting regularly for approximately 2-3 months, discussing construction, growth, and operating needs. As a result, a draft plan has been developed and the idea is for it to be presented to the various Councils for their support. Once approved, the idea would then be to make a presentation to Levy Court, including a concept of how to build on a municipal foundation and how much money it would cost over the years. By following the State’s Master Plan, he advised members that there would be matching dollars available to the municipalities. Mr. DePrima stated that the estimated cost is $5M over the next 10 years of investment from Kent County in all the libraries and that their plan includes concepts for acquiring the $5M through financing. He stated that further details would be provided in the near future, explaining that it is the desire of the Manager’s to coordinate making their presentation to their Councils. However, he advised members that a letter from all Manager’s has been submitted to Kent County Levy Court indicating that they do not support overlap and that they should comply with the State’s Master Plan for a six (6) mile distance, and suggested a site that would adhere to this distance requirement.
Responding to Mr. Ruane, Mr. DePrima indicated his understanding that since the proposed plan being considered by Kent County violates that State’s Master Plan, the State would not provide matching funds to Kent County. Mr. Ruane stated his feeling that, once again, Kent County is accessing and collecting property taxes from the City of Dover, as well as other municipalities; however, they do not offer any relief for those taxes for common services. He suggested that members of Council consider another option, that being a Local Service Function Budget, and stated that, with the Clerk’s Office assistance, he would be providing further details regarding this matter for their review and consideration.
CDBG Program
Mrs. Tracy Harvey, Community Development Manager, advised members that the only remaining project for Fiscal Year 2008 was the Dover Interfaith Ministry to the Homeless, who is working on bids for renovations to the shelter.
In response to Mr. DePrima, Mrs. Harvey stated she would make an inquiry as to the intent of the Ministry to purchase the Frear Building for use as a homeless shelter and how that would affect the City’s investment in the building they currently occupy. Mrs. Russell stated that she is on the Board of the Ministry and has heard no mention of the purchase of the Frear Building.
Referring to Fiscal Year 2009 projects, Mrs. Harvey advised members that projects are underway and sub-recipient contracts were signed on September 1, 2009.
In response to Mr. Lewis, Mrs. Harvey confirmed that the closing on the property located at 137 Periwinkle Drive took place, as scheduled, on October 9, 2009.
Mr. DePrima advised members that there is $6,000 remaining in funding for Americans with Disabilities (ADA) improvements and those funds will be spent in this fiscal year.
Housing and Recovery Act of 2008 Funds (Neighborhood Stabilization Fund)
Mrs. Tracy Harvey, Community Development Manager, advised members that the Dover Community Partnership purchased 907 Woodcrest Drive and 343 Mimosa Avenue. Mrs. Harvey further advised that a family is ready to purchase the Mimosa Avenue property; however, substantial renovations need to take place at the Woodcrest location before it is ready for sale. Mrs. Harvey stated that, on behalf of the Diamond Community Land Trust, she will be placing an offer for the move-in ready property located at 337 S. Governors Avenue and, on behalf of Connections Community Support Program, she will be placing an offer for the property located at 1430 Hancock Street. She noted that the purchase of these properties will not exhaust the funding available since only approximately $500,000 has been spent to date.
Schutte Park Space - Boys and Girls Club/CDSA
Due to the absence of Mr. Darryl Tingle, no update was provided on the Schutte Park Space - Boys and Girls Club/CDSA.
Skate Park Committee
Due to the absence of Mr. Chris Asay, no update was provided by the Skate Park Committee.
Youth Advisory Committee
Mrs. Russell advised members that the last Youth Advisory Committee Meeting was well attended and that the Youth would be participating in the Home for the Holidays Celebration, the Halloween Parade, the Christmas Parade, volunteering at the Salvation Army, and will be putting together a talent show to showcase local youth. She also noted that one of the Committee members vacated his position to attend college and the committee would like to replace that member with a youth from the Dover area.
American Planning Association (APA) - Designation of The Dover Green
Mrs. Ann Marie Townshend, Director of Planning and Community Development, advised members that the Green was chosen by the American Planning Association (APA) as one of America’s Great Places. The APA chooses ten (10) places in three (3) different categories and The Green was selected in the public places category. Mrs. Townshend noted that the presentation for this award would take place later in the evening during the City Council meeting.
Mrs. Russell moved for acceptance of the Parks, Recreation, and Community Enhancement Committee Report, seconded by Mr. Hogan and unanimously carried.
LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE REPORT - OCTOBER 12, 2009
The Legislative, Finance, and Administration Committee met on October 12, 2009 with Chairman McGlumphy presiding.
Review and Recommendation - Filling of Critical Positions
During their meeting of February 23, 2009, members recommended approval of the Hiring Freeze for Fiscal Year 2008-2009, but to allow the hiring of critical positions through the review and approval of the Legislative, Finance, and Administration Committee and City Council. It was suggested that there be a “standing” agenda item to consider the filling of critical positions and, if there are no positions to consider, the item could be removed.
Mr. McGlumphy noted that there were no critical positions to be considered; therefore, no further action was required.
Review/Cost Saving Ideas Submitted for Consideration (Items #31-48)
During their meeting of May 19, 2009, Council reviewed the budget for Fiscal Year 2009/2010 which included a budget shortfall in the amount of $986,781 (across all three funds). In light of the shortfall, Mr. Kenneth Clendaniel, along with the IUE, provided a list of suggestions to save money and increase revenue throughout the City of Dover. Mr. McGlumphy had noted that the suggestions would be considered by members 10 at a time. During their meeting of July 13, 2009, members began their review of Items #1-10 on the list of revenue/cost saving ideas developed by employees. Items #11-#20 were reviewed during their meeting of August 10, 2009, and Items #21-30 during the meeting of September 14, 2009.
Mr. Anthony DePrima, City Manager, reviewed Items #31-48, as follows:
#31 - For the future, have one City polling place. Since only 10% of registered voters actually come out and vote, there’s no reason to have multiple polling places.
Mr. DePrima noted that the City Clerk supports this recommendation as an opportunity to provide cost savings; however, he noted that City Council in the past has not supported this idea.
Mr. Ruane felt it was important to provide polling places that are distributed throughout the municipality to maximize accessibility and convenience for voters, stating that this idea is supported by the Voting Rights Act and also statistically results in greater turnout.
Mr. McGlumphy requested that statistics on this matter be provided for further consideration.
#32 - Blue letters - Don’t send a blue letter to customers until their account is past due for 3 days. Only send one.
Mr. DePrima stated that the City is considering implementing new billing software that will eliminate the blue disconnection warnings currently being sent out, noting that the new bill would have a section that would notify the customer of past due status. Mr. DePrima stated that the cost of mailing the blue letters would be eliminated, but anticipated that the response from customers who depend on receipt of the blue letters would be negative.
#33 - Don’t provide an energy audit to customers for free. I can’t believe we’re going to, for free, go into a customer’s home to show them where and how to reduce our revenue.
Mr. DePrima explained that the City began doing energy audits last year as a free service to customers. He noted that Mr. Ron Lunt, Public Utilities Director, believes that this is an excellent service to customers that should be continued. The department has not received an “overwhelming” number of requests.
Mr. Ruane agreed with Mr. Lunt’s evaluation, stating that the City provides electricity as an essential service to residents and that any time citizens can be helped to reduce the cost of energy, the City is providing an additional service. He also noted that the City has a stewardship obligation to reduce energy consumption, and this program is an asset in this regard.
In response to Mr. McGlumphy, Mr. DePrima indicated that close to sixty audits had been performed this year and that they are performed only during cold weather months.
#34 - If we make the computers at the library “For Library Functions Only”, we can reduce the number of necessary computers, power consumption, maintenance, etc. It’s turned into an internet café. Very little “library” stuff is done on them.
Mr. DePrima explained that these computers are used for many library functions. He acknowledged that many users do utilize the computers for free internet access; however, he stated that this is an accepted function of libraries in the current day and age, and he noted that, legally, the City cannot censor sites that are accessed.
Mr. Ruane stated that the library provides internet access as an essential service for citizens in the City and County who do not have home access, noting that the State Department of Labor and State Office of Economic Development have recognized that the Dover Public Library has become an important resource for job seekers.
#35 - Take our pickup truck and the Crown Vic that the tax office obviously doesn’t need and give us a more efficient HHR. Two for one?
Mr. DePrima stated that the suggestion to replace older vehicles with newer, more energy efficient vehicles was not implemented because no additional vehicles were purchased this year. He stated that he believed that the pickup truck mentioned has been eliminated from the IT Department and replaced by the Crown Victoria, which was not being used by the Tax Office. He noted that, traditionally, old police cars are given to departments who have a need for transportation but do not place many miles on vehicles.
#36 - Install motion sensor lighting in more places - restrooms, lounges, computer room, mail room, etc.
Mr. DePrima supported this idea, noting that motion detectors would be especially helpful in Council Chambers. He stated that Mr. Ed Baker, Central Services Director, suggested that generating a memo and/or placing signs with reminders to turn off lights would be a more cost effective approach.
#37 - Install low energy lighting fixtures city wide. This would be an initial expense, but it would save in the long run.
Mr. DePrima explained that low-energy lighting fixtures are used in most locations throughout the City. He noted that incandescent lights are still used in the chandeliers in Council Chambers and that he is testing the performance of low-energy bulbs in the chandeliers in his office. He stated that the only other incandescent lights used in the City are high-voltage recessed lights, like those in Council Chambers, and staff has been unsuccessful in finding fluorescent replacements. He further stated that the Electric Department is experimenting with energy-efficient LED streetlights and that four (4) of these have been placed on Walker Road near the railroad tracks.
#38 - When library’s training laptops are due for replacement, don’t replace with City money. $40,000 and they’re seldom used. Make them find more money if they have to have them.
Mr. DePrima stated that these computers are used for computer training for library users and were financed through a grant. He noted the computers are used frequently and that another grant may be sought in the future to replace them.
Mr. Ruane noted that these laptops are being used by those seeking employment and that a new program is being created for job seekers that will create additional use of these computers.
City-Wide Ideas to Save Money
#1 - Christmas lights on Loockerman are lit from November until Feb/March . . . Should only be on from November just after Thanksgiving to Jan 1 (Huge electric expense).
Mr. DePrima noted that Christmas lights are shut down on the 12th day after Christmas. He stated that the additional decorative lights on Loockerman Street have been left on at the request of downtown merchants for security reasons and noted his support for this idea. Mr. DePrima added that the City has been converting to the use of more energy efficient LED lights.
#2 - If the City Manager implements the 8-hour per month furlough for bargaining units, ALL non-bargaining, as well as City Administration, should also have to suffer a decrease in hours each month without pay to equal the percentage that is lost by everyone else.
Mr. DePrima stated that this suggestion has been adopted.
#3 - Take home vehicles should be made available to employees from each Department only when they are on call. Take home vehicles have been issued to Department Heads who are NEVER on call, as well as issuing other City officials or administrators take home vehicles. Though there is no budget for new vehicles now, the take home vehicles that have already been issued still have expenses such as vehicle maintenance, and gas expenses, as well as car wash expenses. This can be eliminated by getting rid of them. By eliminating most of these take home vehicles, the City could sell or auction them to make money as well as saving all the other expenses that goes with keeping them
Referring to his memorandum to Councilman McGlumphy dated May 15, 2009 (provided during the Committee Meeting of September 14, 2009), which provided an analysis of this suggestion, Mr. DePrima stated that most take-home vehicles are assigned to the Police Department and that changing this policy would not result in significant cost savings.
#4 - All Departments should shut down all computers at night when not in use.
Mr. DePrima stated that he tries to encourage this practice. Mr. Hogan questioned whether the cost savings involved are significant with energy star computers currently in operation.
#5 - No more catering or serving food and refreshments at City Council meetings and upper management meetings/training events.
Mr. Deprima noted that refreshments have been eliminated for City Council, City-County and Planning Commission meetings.
#6 - City Council and committee/board members should pick up packets from City Hall. No more home deliveries.
Mr. DePrima stated that Mrs. Ann Marie Townshend, Director of Planning and Community Development, did not feel this was a significant expense as inspectors are typically on the road throughout the day as part of their job duties.
#7 - Re-evaluate all part time positions and lay off all non-essential part time and temporary employees.
Mr. DePrima stated that one temporary position had been eliminated. He noted that the only other current temporary employee works ten (10) hours per week at the Tax Office to keep deed transfers current. He stated that most part-time employees are assigned to the library or the Pitts Recreation Center for weekend and shift work and that their employment is cost-effective because there are no associated expenses for employee benefits. He stated that he would provide members a summary of part-time, temporary, and committee members for review.
#8 - All non-essential city services employees go to 10 hour days (City Hall/Reed Street, etc.) and close on Fridays. Many State and County offices are currently under that schedule to save power and utility expenses.
Referring to a memorandum from Mrs. Terry Tieman, Senior City Administrator, dated September 15, 2009, which provided an analysis of this suggestion. Mr. DePrima noted that it would be difficult to measure the cost savings that could potentially be generated by this suggestion. He stated the possibility of experimenting with converting electric crews to a four (4) day week to reduce the amount of time involved in setting up and breaking down equipment each day. He believed that completely closing the City one day per week for would cause a significant reduction in customer service.
Mr. Hogan noted the possibility that a staggered four (4) day employee work week with ten (10) hour days could result in greater service to the public as offices could remain open longer.
Mr. DePrima acknowledged that flextime has been implemented by some State agencies and can bring improved service; however, there would be no utility savings realized.
#9 - Eliminate Medicare Part B for city management.
During the meeting of July 13, 2009, the Committee tabled consideration of the elimination of the Medicare Part B pending receipt of a report from a health care consultant. Mr. DePrima stated this suggestion will be discussed further when this item is removed from the table.
#10 - Do away with the City employee Appreciation gift each year.
Mr. DePrima noted that this suggestion would save the City $8,500 per year and that Mrs. Kim Hawkins, Human Resources Director, agrees with this proposal. However, he believed that the gift is a good way to show appreciation to employees and he feels that it is worth the money that the City invests.
Mr. Clendaniel noted that the cost-saving ideas were submitted by union members in an attempt to reduce the number of employee furlough days required during the fiscal year. He stated his belief that the ability of employees to retain their full salaries was of greater importance than providing some of the services and functions mentioned, such as numerous polling places throughout the City.
Mr. McGlumphy expressed appreciation for the ideas that were brought forward by Mr. Clendaniel and other employees throughout the City and stated that the Committee would welcome any additional cost-saving suggestions from staff or residents. He explained that Mr. DePrima and management will return to the Committee with a more detailed analysis on all suggestions for further discussion by the Committee.
Mr. DePrima estimated that it would take at least a month for staff to research and analyze findings before reporting back to the Committee.
Proposed Ordinance #2009-17
During the Legislative, Finance, and Administration Committee meeting of August 24, 2009, members reviewed Ordinance #2009-17 which proposes amendments to the City of Dover Code that will implement the recommendations of the International Association of Assessing Officers (IAAO) and the City of Dover Charter amendments that were adopted by City Council during their meeting of January 26, 2009. The Committee referred the amendments back to staff for review and revisions.
Ms. Russell reviewed the changes recommended in proposed Ordinance #2009-17 as follows:
Section 2-201 - Compensation and Expenses for Mayor, Council, Employees and Other Elected or Appointed Officials
Ms. Russell stated that this amendment would change the name of the Tax Appeals Committee to the Board of Assessment Appeals and the per diem compensation rate from $50 to $75.
Section 102-1 - Annual Valuation and Assessment
Ms. Russell noted that this amendment states the City Assessor will perform revaluations every three years and an outside company would do so every ninth year. She noted that the IAAO audit suggested that January 1st should be established as the value date and that if construction is partially complete as of January 1st, the property it would be put on the assessment rolls and will be billed in July according to the percentage that was complete in January. Mrs. Russell stated that properties with construction that is completed before July 1st will be billed and valued as completed projects.
Section 102-181 - Tax Appeals Committee
Ms. Russell explained that this amendment would change the name of the Tax Appeals Committee to Board of Assessment Appeals and add terms of service and qualifications for members.
Section 102-182 - Authority to Exempt Real Property from Taxation
Ms. Russell noted that this amendment would allow the Tax Assessor to grant exemptions for common tax-exempt entities pursuant to the Delaware Code. She explained that the Board would also be given the right to make recommendations for any exemptions not under these Codes and that these would be brought to Council for final approval.
Section 102-183 - Tax Exemptions for Senior Citizens
Ms. Russell stated that this amendment would change the name of the Tax Appeals Committee to the Board of Assessment Appeals.
Section 102-185 - Appeals
Ms. Russell explained that amendment would remove the numeric designation for the Assessment Appeal Policy to avoid having to complete an ordinance amendment in the future if this number were to change in the future. She noted that it also adds language that establishes decisions of the Board as final, with the exception of exemptions that will be brought before Council for approval.
Staff recommended adoption of the proposed ordinance.
The Committee recommended adoption of Ordinance #2009-17, as presented.
By consent agenda, Mr. McGlumphy moved for approval of the Committee's recommendation, seconded by Mr. Salters and carried by a unanimous roll call vote. (The First Reading of the ordinance will take place during the latter part