LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on October 13, 2008 at 5:30 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Dr. Jones, and Mr. Shevock. Mr. Salters was absent. Other members of Council present were Mr. Leary, Mr. McGiffin, Mrs. Williams, Mr. Ruane, Council President Hogan, and Mayor Carey.

AGENDA ADDITIONS/DELETIONS

Mr. McGlumphy moved for approval of the agenda, seconded by Dr. Jones and unanimously carried.

Draft MAG Report

As authorized by City Council, Management Advisory Group, Inc. (MAG) prepared a report for the

Review and Evaluation of the PFP Evaluation System to the City of Dover. Members were provided the revised draft MAG Report. It was noted that the initial report was labeled as Part 1 of 2 for the project, which focuses on the elements that were agreed to in revisions to the original work plan, including the classification and compensation aspects of the project. Part 2 for the project will focus more on the performance evaluation elements. It was noted that the report reflects input from the committee, department heads, and also corrections to data in previous drafts, such as hire dates that would have an impact on possible implementation costs. More recent APPA compensation data has also been considered.

Dr. Donald Long, Principle with MAG, reviewed a presentation of the Review and Evaluation of the PFP Evaluation System for the City of Dover (Attachment #1). In terms of the next step, Dr. Long advised members that meetings have been held with employees to discuss the PFP system and its strengths, weaknesses, and challenges in an attempt to make improvements. This information will be provided to members in Part 2 of this process.

In reviewing the final report provided by MAG, Mr. McGlumphy noted that there are 17 proposed salary adjustments and 30 grade level adjustments. If implemented, he stated that these adjustments would cost approximately $43,000 annualized. He relayed concern that, considering the 20 additional positions being proposed for a possible adjustment by the City Manager, the approximate adjustment costs could significantly increase. (City Clerk’s Office Note: During the Regular Council meeting of October 27, 2008, the following correction to the minutes was made: Mr. Ruane requested that the 3^rd paragraph of the committee minutes regarding the Draft MAG Report be revised since MAG was not aware of the fact that the salaries they were using had been adjusted with an approximate 3% increase.)

Responding, Mrs. Carolyn Long, representative of MAG, explained that with the implementation scenario, the formula used was to replicate the formula used in the PAS Study. This same algorithm is run on the actual incumbents and their current salary. The algorithm then calculates a target salary. If the formula is run and it is determined that the target salary of the incumbent is at or above the formula salary, there is no implementation of adjustment recommended. In terms of the implementation costs, Mrs. Long stated that, other than the incremental adjustments, there are no additional costs.

Dr. Jones questioned what is necessary to address the administration of the evaluative criteria, explaining her feeling that this should be addressed prior to implementation of adjustments. Responding, Dr. Long stated that the first step would be to assign the positions to the recommended grade, then the City would be provided licensed software in order to maintain the system, and the City’s Human Resources staff would be trained to utilize the software.

Mr. Ruane reminded members that the original notion of the PAS Study was for employees to move within their pay range from beginning to mid-point within seven (7) years and to the maximum level in 20 years. He requested that the final report include a recommendation to provide some consistency to bring it back to the original intent, explaining that it has been suggested that some employees are moving faster than seven (7) years and others that are taking longer.

Mr. McGlumphy requested that a comparison between the June 2008 table provided to members and the adjustments that would be made based on the MAG Report be provided on the 20 positions that resulted in this review. Noting that members were provided the APPA survey, he requested that members also be provided the ICMA data utilized by MAG.

Title V Grant Through Criminal Justice Council (CJC) - Aid in Dover/Girls Circle

Mrs. Townshend, Director of Planning and Inspections, reminded members that last year, the City of Dover, in coordination with Aid in Dover, received a grant from the Criminal Justice Council for the Girls Circle of Dover Program, which provides youth programming for at-risk girls. She advised members that it is a five-year grant that needs to be renewed each year through the Criminal Justice Council. The continuation for the current grant year requires review and approval by City Council before it can be submitted to the Criminal Justice Council. Mrs. Townshend indicated that the scope of the grant remains the same, as it will be used to provide programming for at-risk girls to help them to make positive choices. The grant application, including the budget, was provided to members for their review.

Staff recommended approval of the application for funds through this grant in partnership with Aid in Dover, Inc. Mr. Slavin noted that, due to time constraints, staff requested that this matter be considered during the Council Meeting later this evening for final approval.

In reviewing the material provided, Mr. Ruane felt that it is well documented and is an excellent program. However, he stated that it has been his experience that the at-risk girls are associated more with the neighborhood than a school. He questioned if this program has a means of providing an outreach worker that would go to the neighborhoods/streets as opposed to reaching the girls entirely within a school setting.

Responding, Mrs. Williams stated that the school system approach is being utilized since the curriculum is based on trust. She explained that the only means of providing regular scheduling, which is required by Title V, is through a setting that provides a regular routine. She stated that the Girls Circle of Dover is not an outreach program and that the same participation by they girls would not occur outside of the school. However, Mrs. Williams stated that it is hoped that the program provides for good decision making and peer support outside of the school.

Mr. Ruane suggested that there be some type of exploration of extending the program by including some type of community outreach.

Mr. Slavin suggested that members consider costs involved with “pass through” grants.

Mr. McGlumphy moved to recommend that staff be authorized to forward the application for funds through this grant in partnership with Aid in Dover, Inc. to the Criminal Justice Council. The motion was seconded by Mr. Shevock and unanimously carried.

Mr. Slavin reiterated that this matter will be considered during the Council Meeting later in the evening for final approval.

Air Transportation Grant Review

During the Regular Council Meeting of September 22, 2008, members of Council were advised that a Small Community Air Service Grant was filed and approved in the amount of $135,000, and that the paperwork must be filed with the federal government to obtain the grant funds. In accordance with the City’s Grant Application Procedures (#317), Grant Award/Post Award Process, the Legislative, Finance, and Administration Committee must approve the grant award. Due to timing, members were advised that the review by the committee could not be scheduled by the grant deadline; therefore, the Mayor, along with the City Manager, requested that this part of the policy be waived. In addition, Council was requested to accept the grant award and provide authorization to enter into the grant agreement. Members of Council supported the request for waiving the grant award/post award process with the stipulation that members of the Legislative, Finance, and Administration Committee be briefed on the grant award and agreement. In addition, Mr. McGlumphy had requested that members be provided a copy of the grant application submitted and the details involved with the award.

As requested, Mayor Carey provided details regarding the grant award and agreement. He explained that $150,000 is necessary for the costs of the company that evaluates the need for a Small Community Air Service. He stated that along with the $135,000 grant, the program requires a local share in the amount of $15,000, which would total the $150,000 necessary. He advised members that the following local shares have been committed:

                                    Kent County                           -          $5,000

                                    City of Dover                         -          $5,000

                                    Kent County Tourism             -          $ 500

                                    Faw Casson & Company        -          $ 500

                                    Dover Downs                         -          $1,000

Noting that an additional $3,000 is necessary for the local shares, Mayor Carey assured members that he, along with Mr. Wolfensberger, will continue to raise money from corporations, as well as other sources. Although he has not been able to confirm, Mayor Carey indicated that he has been advised that the Town of Smyrna has committed to contribute $500.

At the request of Mr. Ruane, Mayor Carey confirmed that by moving forward in this matter, the City of Dover is in no way obligated to any future costs that may be implied when the final report is received. With reference to the RFQ, Mayor Carey confirmed that there will be due diligence to assure that other potential contractors are provided the opportunity to bid for the project.

Mr. McGlumphy moved for adjournment, seconded by Dr. Jones and unanimously carried.

Meeting Adjourned at 6:52 P.M.

                                                                                    Respectfully submitted,

                                                                                    Timothy A. Slavin

                                                                                    Chairman

TAS/AC/TM/jg

S:ClerksOfficeAgendas&MinutesCommittee-Minutes200810-13-2008 LF&A.wpd

Attachment (to original and file copy)

Attachment #1 - Presentation of the Review and Evaluation of the PFP Evaluation System for the City of Dover