COUNCIL RETREAT
Members of Council met on February 17, 2000 at 5:00 p.m., with Council President Christiansen presiding. Members present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, and Mr. Weller. Councilmen-Elect Gorman and McGlumphy, Mayor Hutchison, Mr. O’Connor, Mr. Karia, Mr. DePrima, Mr. Truax, and Mrs. Green were also present.
This Council Retreat was held to continue discussions from the Retreat held on October 14, 1999.
AGENDA ADDITIONS/DELETIONS
Mayor Hutchison requested the opportunity to provide updates: item #1A - proposed Schutte Park; and item #1B - Proposed Ordinance for Rental Properties. Mr. DePrima requested the opportunity to discuss employee and inspections concerns (item #1C).
SCHUTTE PARK UPDATE - MAYOR HUTCHISON
In regard to the proposed Schutte Park Project, Mayor Hutchison advised members that representatives of the State Legislature have indicated that there would be a greater probability of obtaining funding if the proposed recreational facility was designated regional. He noted that the City of Dover and the State of Delaware are the only governmental funds that have been committed for this project. Rather than pursuing Kent County for providing funds for the construction of the project, he suggested that the City concentrate on acquiring the greatly needed operational funds from Kent County and that the City continue pursuing the State and private sector for construction fund donations.
Should this project come to fruition, Council President Christiansen referred to the funds necessary for “start-up” of the facility and suggested that members consider the possibility of requiring a referendum to be held in September 2000 for this purpose.
PROPOSED ORDINANCE FOR RENTAL PROPERTIES
As directed during the Council Retreat held on October 14, 1999, staff submitted proposed ordinance amendments that would establish a rental housing program to address the concerns of rental properties throughout the City. When this matter was presented during the Legislative and Finance Committee meeting on February 14th, there were several concerns raised by interested parties, such as realtors, colleges, hotel/motel representatives, etc. This matter was referred back to staff in order for meetings to be held with those interested to address their concerns, after which, the proposed amendments will be presented back to the committee for further review.
Mayor Hutchison stated that at a recent meeting with a neighborhood association, the question was asked “what seems to be the greatest concern of the neighborhood?” Overwhelmingly, the response was rental properties. As directed by the Legislative and Finance Committee, staff has scheduled meetings to be held with the various involved parties to review the proposed amendments.
Mayor Hutchison stated that although the proposed ordinance amendments will not resolve all of the City’s problems, he felt that they were pertinent in addressing many and urged members to support the amendments when they are resubmitted for consideration.
EMPLOYEE/INSPECTIONS CONCERNS
City Planner, Mr. DePrima, addressed members regarding concerns of his department. He noted that Mr. Cooper, a current employee of his, was recently appointed City Assessor and will be leaving his office by March 1st. He also noted that there is a vacancy due to the resignation of another employee, which has recently been offered to an individual; however, they cannot begin work for another two (2) weeks. Under the current scenario and fulfilling the wishes of Council, the workload for building and construction code inspections is overwhelming. Should Council wish to pursue implementing the rental housing program (in accordance with proposed ordinance amendments for rental properties), there will be the need to hire additional employees in the Inspections Department.
At this time, Mr. DePrima requested permission to hire an additional employee. He explained that the position is necessary in order to obtain the current desires of Council. Should Council approve the proposed rental housing program, it will be necessary to hire two (2) additional employees - an inspector later in the spring and another inspector next fiscal year. Mr. DePrima provided members with graphs depicting his planned roles and responsibilities for his employees and requested permission to add another employee, Construction Code Inspector immediately.
There was a consensus of Council authorizing the City Planner to move forward in hiring one (1) additional employee (inspector) immediately.
FINANCIAL ISSUES
Revenue Enhancement
Mr. Karia provided information regarding the General Fund Beginning Balance, as follows:
Funds Needed for July 2000
Debt Service - 7/1/2000 $ 592,000
July Payroll 652,000
Total 1,244,000
Estimated Fund Balance - 522,252
Needed for Funds $ 721,748
Mr. Karia stated that although $721,748 is necessary for working capital in July, this is not a deficit. He explained that adequate working capital is a desirable conservative concept that helps an organization run smoothly and avoids any need for short-term borrowing. Staff would like to maintain a $1 million to $4 million balance in the General Fund. Mr. Karia noted that during the second and third weeks of July receipt of property tax payments will begin and by August 31st, the cash balances will increase.
Mr. O’Connor indicated that the City’s utility accounts (Electric and Water/Sewer Funds), are sufficient and that there are no concerns projected for the next four (4) years.
In order to build and maintain the desired reserve in the General Fund, and considering the alternatives, staff proposed the implementation of trash fees. Mr. Karia explained that an increase in property taxes would provide $180,000 in additional revenue and that a $5 per month trash fee would provide approximately $660,000 in additional revenue. An action plan for the implementation of the trash fee was presented for review. Staff assured members that there will be many public meetings held regarding this matter.
Some members referred to the City’s decision to defer the tax increase as provided for by the public referendum authorizing the police station expansion. It was felt that the delay of this tax increase was inevitable, even if a trash fee were instituted.
After much discussion, it was the consensus of Council that staff be authorized to proceed with the action plan for implementing the trash fee.
GENERAL DISCUSSION ON VISIONS AND GOALS FOR THE FUTURE
Mayor Hutchison alluded to previous comments of members regarding concerns of rental properties and explained that the other part to addressing those concerns is an increase in police enforcement. He explained that the City has and will continue to grow and that growth brings additional problems, creating additional demands on all City personnel, including the Police Department. Since 1992, the City’s authorized strength for police officers has been set at 81. Mayor Hutchison explained that there have been many changes made to the Police Department, whereby, whenever possible, administrative positions that were once held by a police officer have been replaced with a civilian. This has provided more active police officers for patrol rather than performing administrative duties. Although these changes have been made, there is a grave need for additional police officers in order to meet future needs and to maintain the current level of service.
Mayor Hutchison advised members of a police grant that will allow the City to hire four (4) additional police officers. The grant will provide money for community policing efforts and if approved, would provide approximately $300,000 towards the costs over the next three (3) years. The City would be required to contribute $212,000. He reminded members that within the next three (3) years, several officers will be eligible to retire and urged members to authorize the Police Department to take advantage of the savings that could be realized with the grant.
After discussing the matter at length, it was the consensus of Council that staff be authorized to move forward with the grant application. It was noted that if the grant is approved, Council would be required to approve an increase for the Police Department in authorized strength from 81 to 85 officers.
Meeting Adjourned at 7:05 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/tm
\\Dover_1\CityClkWeb\Council Minutes\2000\2-17-2000-Retreat.min.wpd