SPECIAL COUNCIL WORKSHOP
A Special Council Workshop was held on November 18, 2002 at 4:30 p.m. with Council President Carey presiding. Council members present were Mr. Ritter, Mr. Pitts, Mrs. Williams, Mr. Truitt, Mr. McGlumphy, Mr. Speed, Mr. Salters (departed at 6:08 p.m.), and Mr. Ruane.
Note from City Clerk’s Office: This was a continuation of the meeting held on November 4, 2002, which was held specifically to review the PAS Organizational Study. A copy of the PAS Organizational Study is filed in the Office of the City Clerk.
PAS ORGANIZATIONAL STUDY - FINDINGS AND RECOMMENDATIONS
Members continued their review of the recommendations contained in the PAS Organizational Study. Council President Carey noted that there may be items that are approved by Council that will require an ordinance, policy, procedure amendment, etc. that will require additional review by Council. He assured members that these issues will be brought back in a proper manner.
Internal Departmental Functions
All recommendations with regards to the internal departmental functions were reviewed with department heads. In reviewing the recommendations of the PAS Organizational Study for each department, actions were taken by members of Council as follows:
Fire Department (page 19) - Assistant Fire Chief Boyer advised members that for the past ten (10) years, the employees assigned to the Fire Department have been supervised by the Fire Chief. Since the Fire Chief has full responsibility for all aspects of the fire and rescue service, it was felt that there should be no change to the current reporting system. He indicated that Fire Chief Bashista had explained to the PAS representatives that the custodian for the Fire Department should be reclassified because of the additional responsibilities, which include: 1) maintenance of fire apparatus; 2) assurance that all pumps and aerials are in operable condition; and 3) maintenance of equipment located on the apparatus to assure it is ready for constant service. This employee must have a background dealing with fire apparatus and related equipment. With regards to the Administrative Assistant position, Assistant Fire Chief Boyer explained that this position should be the same classification as a fire dispatcher. He stated that the Fire Department feels that the relationship between the Robbins Hose Company and the City has been and continues to work well and requires no changes at this time.
Mr. DePrima, City Manager, generally concurred with the comments of the Fire Chief. It was his feeling that the PAS Study recognizes that the fire dispatcher position should be more of an administrative assistant position within the Fire Department and felt that the job title should be considered. He noted that the custodian position in the Fire Department is much different from the other custodian positions within the City since a substantial part of their responsibilities are associated with equipment and truck maintenance. In regards to reporting to the City Manager, Mr. DePrima stated his concurrence that the Fire Chief, with respect to fire fighting, apparatus, operations, etc. is not reporting to the City Manager for these matters. The City Manager performs two (2) inspections each year and reports his findings to City Council and the Fire Chief submits an annual report to City Council. Mr. DePrima felt it was important to note; however, that on a day-to-day basis, the Fire Chief does report to the City Manager with respect to employment of the Fire Department employees. Although he agrees that the Fire Chief should be their immediate supervisor, these employees are a part of the City’s organization and suggested codification to provide a better understanding in this regard.
Several members felt that te current arrangement with the Fire Department and the City Manager are working effectively and that there should be no changes at this time.
Mr. Ruane moved to reject the recommendations contained in the PAS Study regarding the Fire Department, seconded by Mr. Speed and unanimously carried.
Finance/City Treasurer (page24) - Mrs. Mitchell, Finance Director/Treasurer, stated that she does not feel that it would benefit the City, at this time, to merge the City Assessor and Administration Services with her department and create a new department entitled “Finance and Budget Services”. She recommended not to accept the recommendations contained in the PAS Study in this regard. Also, under the current structure, she felt that the City possesses a tremendous element of internal control. Mrs. Mitchell explained that the internal auditor, accounting and financial areas, typically report to the legislative branch and that the current structure allows for independence between the City Manager and Treasurer/Finance Director. It was her feeling that there would be no benefit in a change and since she was recently hired under the current structure, she would prefer it to remain as is at this time.
Responding to Mr. Ruane, Mrs. Mitchell indicated that many of the suggestions regarding internal duties have already been discussed with the City Manager such as telephone services. Mr. DePrima reminded members that these recommendations were previously discussed during the review of the other departments on November 4, 2002.
Mr. Pitts moved to reject the recommendations contained in the PAS Study regarding the Finance/City Treasurer Department, seconded by Mrs. Williams and unanimously carried.
City Assessor (page 27) - Mr. Cooper, City Assessor, questioned the result of the recommendation to become a division in the new Finance and Budget Services Department since Council has elected not to create the new department.
Responding, Mr. DePrima suggested consideration of some type of merge with the Administrative Services Department, without the Finance Department. He explained that the tax collection function is separate from that of the tax assessment. With the Administrative Services Department serving as the City’s collection department, he felt that some of the burden could be relieved from the Tax Office, if the billing and collection of taxes were assumed by the Administrative Services Department. This would allow the City Assessor to dedicate his time to the assessment functions of his office.
Mr. Cooper questioned the effect any change to his department would have on his salary. Council President Carey indicated that salary adjustments will be discussed in another forum.
For clarification, Mr. DePrima explained that the City Assessor position is one of importance and that he is not suggesting any change in the position reporting to the Council. There are times when the tax collection function has become the focus of the department at the expense of assessments. It was his feeling that the City Assessor should be dedicating the majority of his time with assessments and not have these duties suspended in order to handle billing and collections.
Although there was some concern regarding the responsibilities of the City Assessor, several members felt that the billing and collections of tax bills is a function of the clerical positions within the office and that by having them handled by the Administrative Services Department would not diminish the position or compensation of the City Assessor. It was also felt that the office has been hampered by having the responsibilities of billing and collections and has not been provided the opportunity to perform the responsibilities of property assessments. If these functions were under another department, it would provide the Assessor’s Office the opportunity to concentrate on property assessments. It was noted that this, along with the tri-annual assessments, would actually increase the administrative responsibilities of the City Assessor and improve the functions of the office.
After much discussion, Mr. DePrima recommended that he and the City Assessor work together to develop a proposal that would transfer the tax billing and collections to the Administrative Services Department to be brought back to Council for consideration.
Mr. Speed moved to authorize the City Manager and City Assessor to work together to develop a proposal that would transfer the tax billing and collections to Administrative Services Department as recommended by staff. The motion was seconded by Mr. Truitt and unanimously carried.
Planning and Inspections (page 31) - Ms. Melson, Acting City Planner, suggested that the recommendations of the PAS Study warrant further review and evaluation.
Mr. McGlumphy moved to defer the review of the Planning and Inspections portion of the PAS Study until the new Director of Planning and Inspections is hired. The motion was seconded by Mr. Salters and unanimously carried.
City Clerk (page 35) - Mrs. Green, City Clerk, advised members that recommendations for the department involve the fleet administration and insurance claims. It was her feeling that, as record keeper, the responsibility for maintaining the vehicle titles should remain within the office; however, she did not object to consideration of transferring the responsibility of vehicle registration and renewals to the Central Services Department. With regards to the insurance claims, Mrs. Green relayed no objections to further consideration of this responsibility transferring to the Human Resources Department. She explained that both of these tasks are minimal of the responsibilities of the secretary in the office and that if they were re-assigned to another department, it would not eliminate the need for the secretary position to remain in the Clerk’s Office.
For informational purposes, Mrs. Green indicated that in contacting other municipalities, most City Clerk Offices are not responsible for insurance claims or fleet administration, with the exception of maintaining vehicle titles. Insurance claims are typically handled by either the Finance Department or Human Resources Department and the fleet administration is handled by the Garage Mechanic (sometimes within the Public Works Department).
Mr. DePrima reminded members that these recommendations were previously discussed during the review of other departments on November 4, 2002. He noted that the Human Resources Director was recently hired and recommended that if Council supports the concept of these recommendations, he, along with the City Clerk, be authorized to work with the various departments to review transferring the responsibilities to a more appropriate department.
Mrs. Williams moved that the Clerk’s Office remain the record keeper of vehicle titles and maintain the current clerical staff and that all other recommendations regarding administrative duties would be subject to further inter-departmental review with the City Manager, as recommended. The motion was seconded by Mr. Pitts and unanimously carried.
Organizational Structure (Departments Reporting to Mayor, Council, City Manager)
All recommendations with regards to the organizational structure were reviewed by members, with action taken as follows:
Mayor - Police Department (page 9; proposed - page 12) - Mr. Salters moved that the Police Department continue to report to the Mayor, seconded by Mr. Truitt and unanimously carried.
Council - City Clerk (page 35) - Mr. Salters moved that the City Clerk’s Office continue to report to City Council, seconded by Mr. Speed and unanimously carried.
Council - City Manager (page 15; proposed - page 21) - Mr. Salters moved that the City Manager’s Office continue to report to City Council, seconded by Mr. Ruane and unanimously carried.
Council - Finance Director/Treasurer (page 23; proposed - page 55) - Mr. Ruane moved that the Finance Director/Treasurer’s Office continue to report to City Council, seconded by Mr. Pitts and unanimously carried.
Council - Fire Department (page 19 - no organizational chart) - It was noted that action by Council was taken during previous review. No further action taken.
Council - Inspections and Planning (page 30; proposed - page 33) - Mr. Ruane moved that the Inspections and Planning Department continue to report to City Council, seconded by Mr. Pitts and unanimously carried.
Council - Tax Assessor (page 27; proposed - page 55) - Mr. Salters moved that the Tax Assessor’s Office continue to report to City Council, seconded by Mr. Ruane and unanimously carried.
City Manager - Includes Administrative Services, Central Services, Electric Department, Emergency Preparedness and Grounds, Human Resources, Information Technology, Parks, Recreation, and Library, and Public Works Departments.
Salters moved that there be no changes in the reporting of those departments that currently report to the City Manager, seconded by Mrs. Williams and unanimously carried.
Form of Government
Mr. Ritter moved to have the recommendations with regards to the form of government be put before the citizens of Dover by including them on the ballot in April 2003. The motion was seconded by Mr. McGlumphy and failed by a roll call vote of seven (7) no, two (2) yes (Mr. Ritter and Mr. McGlumphy).
All recommendations with regards to the form of government were reviewed by members of Council, with action taken as follows:
Position of Mayor - Seating at the Dais (page 3) - Much discussion was held regarding the matter of providing a seat for the Mayor at the Dais. Members explained their concerns with providing the Mayor a seat is that he would gradually assume a more responsible role during Council Meetings and influencing members regarding matters brought before them for voting.
The Mayor assured members that there is no attempt to change the current Council structure and indicated that although his working relationship with the Council President and members of Council has worked effectively, he feels that by providing the Mayor a seat at the dais would improve this relationship.
Mr. Salters explained that although he respects the Mayor and his position, he does not feel there is a need to provide a seat for the Mayor at the dais and has concerns with the power struggle that would be created, feeling that the separation of powers would be jeopardized.
Several members felt that by providing a seat for the Mayor would not be changing the current structure or presiding factor and felt confident that with a Council President, Council will maintain its current power.
Concurring, Council President Carey suggested that if the Mayor is provided a seat at the dais and for whatever reason it does not work well, Council will have the authority to eliminate his seat at the dais.
Mr. Salters moved that the Mayor not be provided a seat at the dais, seconded by Mr. Pitts. The motion failed by a roll call vote of six (6) no, three (3) yes (Mr. Ritter, Mr. Pitts, and Mr. Salters).
Mr. Ruane moved that the Mayor be provided a seat at the dais with the understanding that the Council President continues to preside at meetings, seconded by Mrs. Williams and carried by a unanimous roll call vote.
Presiding Officer (page 4) - Mr. Ruane moved that at its annual meeting, City Council continue to elect the Council President who shall serve as the presiding officer. The motion was seconded by Mr. Pitts and unanimously carried.
Vice Mayor/Elimination of Council President position (page 4) - Mr. Truitt moved that there be no changes with the Council President serving as Vice Mayor, seconded by Mrs. Williams and unanimously carried.
Council Structure (page 4) - Mr. Truitt moved that there be no changes with the Council Structure, seconded by Mr. Ruane and unanimously carried.
Mayor - Vote (page 5) - Mr. McGlumphy moved that the Mayor not be given a vote and that he retain the power of veto, seconded by Mr. Speed and unanimously carried.
Committee Appointments (page 5) - Mr. Truitt moved that there be no changes to the committee appointments, seconded by Mr. Ruane and unanimously carried.
Election Management - 8 Single Member Council Districts/4-Year Terms/2-Year Election Cycle (page 5) - Mr. Pitts moved that there be no changes with the current election structure and management, seconded by Mr. Truitt.
Several members relayed concern that if Council makes a motion for no changes, it would preclude any of the work currently being accomplished by the Election Board in this respect. Council President Carey explained that if a future recommendation in this regard comes forward to Council, members can address it then; at this time, members are to be considering the recommendations of the PAS Study.
The motion that there be no changes with the current election structure and management was unanimously carried.
Police Department - Mr. Ruane moved to accept the recommendation of the PAS Study that the Police Department report to the City Manager, seconded by Mr. McGlumphy.
Mr. McGlumphy felt that this change would allow for the City Manager to have better control over the budget, noting that the Police Department is one of the largest departmental budgets.
Mayor Hutchison reminded members that the final budget is approved by City Council. By having the Police Department report to the Mayor does not have any affect on the department’s budget.
Mr. Ruane explained that the Police Department is the largest department within the City and that they have had the opportunity to develop their own computer system, their own purchasing, etc. It was his feeling that this has caused a separation with the City. In regards to emergency situations, Mr. Ruane felt that there is a means to continue to have the Mayor responsible for that function of the Police Department; however, administratively, he felt that having the Police Department report to someone other than the City Manager is a weakness to the system.
Chief Horvath assured members that the Police Department and the City Manager work in concert with one another and that a change to the reporting structure would not make any type of change in this regard. Concurring, Mayor Hutchison explained that in actuality, the Police Chief does report to the City Manager with regards to their day-to-day operations and financial matters.
Mr. DePrima felt that there is an issue with the fact that the Police Department has such an impact on the budget. He explained the difficulty, as City Manager, to be responsible for the budget when there are departments who feel he has no business with the functions of their department. This problem is not just the Police Department, but is the case with any department that does not report to the City Manager. Although Mr. DePrima suggested the possibility that there be future consideration given to having most department report to the City Manager; however, he felt there are logistics that would require further review as well as timing issues so that no one is “over loaded” with change.
The motion to accept the recommendation of the PAS Study to have the Police Department report to the City Manager failed by a roll call vote of seven (7) no, one (1) yes (Mr. Ruane), and one (1) absent (Mr. Salters).
Mr. Ritter moved that there be no changes with the Police Department reporting to the Mayor, seconded by Mr. Truitt and carried by a unanimous roll call vote (Mr. Salters absent).
Part-Time - Mayor (page 6) - Mr. Ritter indicated that the vast majority of municipalities, within our population range, and with a City Manager/Council form of government, do not have full-time Mayors. Mr. Ritter moved that the Mayor serve on a part-time basis as recommended in the PAS Study, seconded by Mr. McGlumphy. The motion failed by a roll call vote of six (6) no, two (2) yes (Mr. Ritter and Mr. McGlumphy), and one (1) absent (Mr. Salters).
Mrs. Williams moved that there be no changes in the position of the Mayor and that he continue to serve on a full-time basis, seconded by Mr. Truitt and carried by a roll call vote of seven (7) yes, one (1) no (Mr. Ritter) and one (1) absent ( Mr. Salters).
Mr. Speed moved for adjournment, seconded by Mr. McGlumphy and unanimously carried.
Meeting Adjourned at 6:33 P.M.
JANICE C. GREEN
CITY CLERK
All orders, ordinances and resolutions adopted by City Council during the Special Workshop of November 18, 2002, are hereby approved.
JAMES L. HUTCHISON
MAYOR
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