AD-HOC HAGGERTY & HAGGERTY REVIEW COMMITTEE

The Ad-Hoc Haggerty & Haggerty Review Committee meeting was held on March 3, 2009 at 6:00 p.m. with Council President Hogan presiding. Members present were Mrs. Williams (arrived at 6:09 p.m.), Mrs. Russell, and Mr. DePrima (City Manager). Mr. Slavin and Mrs. Mitchell were absent. Representatives of the Dover Fire Department present were Mr. Jason Osika (past Fire Chief), Mr. Brian Bashista (past Fire Chief), Mr. Don Bates (past Fire Chief) Fire Chief Paul Strochine, Mr. Paul Eichler (President) and Firefighter Brian Hoyt.

Review of Financial Procedures Recommended by Haggerty & Haggerty

During their meeting of November 17, 2008, members were provided eight (8) recommendations (Attachment #1) for their review pertaining to the Haggerty & Haggerty Independent Accountant Report.

Chief Strochine began the meeting reviewing key points from the discussion of November 17, 2008.

Under the current proposal, the items are as follows:

All City Employees under the Fire Department will remain City Employees, all salaries will remain under city budget including (but not limited to), salaries, overtime, temporary help, taxes, health insurance, worker’s comp, LID insurance, educational assistance, and pension. The City will be responsible for upgrades to the radio room and items necessary for employees to continue doing their job. Employees will remain under the company elected Fire Chief who will in turn report to the City Manager for personnel issues.

The Fire Department will receive $600K in financial contributions from the City of Dover for operating and capital projects in quarterly payments beginning in July of 2009. There will be a yearly increase of no less than 5% per budget year.

All City of Dover contributions will be placed in a separate bank account and monthly financial reports will be provided to the Mayor and City Council. This report will be included with the Fire Department’s Monthly Report and will include all incoming monies and expenditures for that month. The Fire Department will pay to have an opinion done yearly by an independent accountant of the Council’s choice.

The Fire Department will follow State of Delaware purchasing polices as required. Any capital needs beyond the city’s contribution that may arise will be brought forth to City Council through a Committee Action Form. The Fire Department will continue to utilize the City for tax exempt rights.

The Fire Department Board of Directors will submit an updated ten (10) year CIP each year in the January monthly report.

The company elected Fire Chief will report to the Council President and act as a liaison between the Fire Department and the City of Dover.

Chairman Hogan indicated his feeling that the requests were reasonable, with the exception of the 5% increase each year. He suggested that the Fire Department submit a request for an increase each year to Council. Chairman Hogan recommended that he and Chief Strochine meet and compile a preamble stating the recommendations thus far with explanations.

Chief Strochine stated that the City and the Fire Department are a joint partnership with the City providing funds and the Fire Department providing cost effective service. He went on to mention that most firefighters have full time jobs, and to be effective, there should be a reduction in the number of administrative responsibilities that fall on volunteer firefighters.

Responding to Chief Strochine, Mr. DePrima mentioned that with the retirement of Carter Knotts, there could be an opportunity to rethink the staffing to have a trained manager to work with the Fire Chief. Chief Strochine agreed that there should be a manager to oversee the dispatchers but that the Fire Chief should have authority over both the manager and the dispatchers.

After much discussion, it was decided that the position would be support for the Fire Chief and that the Chief would report to the City Manager, who would then report to Council.

Referring to the City’s budget system, Mr. DePrima recommended that the Fire Department go through the same process as the other City departments, including the budget hearings. Responding, Chief Strochine stated it was not the budget process, but the red tape that goes along with it. Mr. DePrima stated that the Fire Department would not have to use the City’s purchasing policies after the budget process, but would still need to report on how the money was spent.

Referring to the recommendation that all City employees within the Fire Department fall under the Fire Department, Mr. DePrima stated that a separation is needed between employees and the Fire Department; that a City employee should not be a member of the Fire Department. After much discussion, it was determined that more deliberation was needed on this topic

Responding to Mrs. Williams, Chief Strochine stated he would have someone call Haggerty and Haggerty and get a cost on providing a report summarizing their recommendations

Responding to Chief Strochine, Mrs. Russell questioned the lack of minority representation within the Fire Department. Chief Strochine mentioned that the Fire Department is determined to be proactive with regards to recruitment, including mailers in the electric bills. Responding to Mrs. Williams, Chief Strochine stated that he is open to ideas from Mrs. Russell and Mr. Salters with regards to recruitment.

Chief Strochine recommended another meeting to develop the preamble wording prior to its submission to Council.

There being no further business, Council President Hogan declared the meeting adjourned.

Meeting Adjourned at 7:17 P.M.

                                                                                    Respectfully submitted,

                                                                                    Kenneth L. Hogan

                                                                                    Chairman

KLH/RR/TM

S:ClerksOfficeAgendas&MinutesMisc-MinutesHAGGERTY & HAGGERTY REVIEW3-3-2009 Ad-Hoc Haggerty Review.wpd

Attachments

Attachment #1 -   Independent Accountant Report, Haggerty & Haggerty Joint Committee (City of Dover and Dover Fire Department) Recommendations