LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on June 9, 2008 at 6:00 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Mr. Salters, Dr. Jones, and Mr. Shevock. Other members of Council present were Mr. McGiffin, Council President Hogan, and Mayor Carey.

AGENDA ADDITIONS/DELETIONS

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

Green Procurement Policy

Members were advised that in April of 2007, City Council adopted the U.S. Mayors Climate Protection Agreement as amended by the 73rd Annual U.S. Conference of Mayors. The Agreement lists ten examples of actions that cities can take. Examples #4 and #5 are as follows:

#4. Make energy efficiency a priority through building code improvements, retrofitting City facilities with energy efficient lighting and urging employees to conserve energy and save money.

#5. Purchase only Energy Star equipment and appliances for City use.

Mr. DePrima, City Manager, advised members that staff has developed a “Green Procurement Policy” that is proposed to be a new section in the City of Dover Purchasing Policy. He explained that the procurement policy would: 1) Establish a price preference of up to ten percent (10%) for recycled and other environmentally preferable products; 2) Establish the requirement for performing a Lifecycle Costing Analysis on equipment (a Lifecycle Costing Analysis considers operating, maintenance and energy costs over the useful life of the equipment); and 3) Require the purchase of “Energy Star” products, as designated by the federal Environmental Protection Agency, when such products are available.

Staff recommended amending the City of Dover Purchasing Policy to include a new Section 10 entitled “Green Procurement” as presented, to become effective upon approval by City Council.

Mr. McGlumphy moved to recommend approval of staff’s recommendation (Attachment #1), seconded by Mr. Salters and unanimously carried.

Donation of $10,000 for Vietnam War Memorial and Discussion of Donation Policy

During their meeting of March 31, 2008, members considered a letter from Mr. George Chabbott, President/Broker of Chabbott Petrosky Commercial Realtors, Ltd., requesting a donation in the amount of $10,000 to $60,000^+/- for the purpose of building a monument to honor local service members killed and/or missing in action in Vietnam. For reference purposes, members were also provided with the City’s Community Leader and Organization Recognition Policy. The committee recommended support of the Vietnam War Memorial with in-kind contribution not to exceed $10,000 within the policies of the City; however, during their consideration of the committee’s recommendation at their Regular Meeting of April 14, 2008, City Council tabled the matter for clarification of the committee’s motion; therefore, the matter was referred back to the committee. Members of the committee reconsidered this matter during their meeting of April 28, 2008. In reviewing the committee’s report during the Annual Council Meeting on May 12, 2008, members of City Council referred the issue of providing a donation for the Vietnam War Memorial back to the Legislative, Finance, and Administration Committee to allow for full discussion of the Community Leader and Organization Recognition Policy in an effort to assist in the completion of projects.

Due to the absence of the Controller/Treasurer, during their meeting of May 27, 2008, members tabled the consideration of a donation in the amount of $10,000 for the Vietnam War Memorial and the discussion of the Community Leader and Organization Recognition Policy.

Mr. Salters moved to remove the matter from the table, seconded by Mr. McGlumphy and unanimously carried.

Noting that this matter has been considered by the committee twice, Mr. Slavin reminded members that there has been confusion regarding which contributions would be permitted and which would not be permitted in accordance with the City’s Community Leader and Organization Recognition Policy. Although clarification is needed, he stated that several budget hearings have been held and members have been made aware that several contributions have been provided to organizations such as Kent County Tourism, Central Delaware Economic Development Council, etc. He suggested that members consider their original recommendation and requested clarification from staff.

Responding to Mr. Slavin, Mr. DePrima stated that initially, the cost for the City’s in-kind contribution was estimated at $6,500. After discussing this matter with the Public Utilities Director, he stated that a more realistic estimate is $2,500.

Mr. Slavin requested that staff also provide an estimate as to the on-going costs for providing electric service.

Dr. Jones moved to recommend that the City contribute an in-kind contribution up to $3,500 in goods and services for the lighting portion of the Vietnam War Memorial. This contribution does not include paying for the actual electricity costs. The motion was seconded by Mr. McGlumphy and unanimously carried.

Once the design work is near completion, Mr. Slavin requested that Mr. DePrima provide members an estimate as to the on-going costs for providing electric service. He requested that the City Clerk include this matter on a future meeting agenda for consideration.

Upon completion of the budget review, Mr. Slavin suggested that members conduct a comprehensive review of the City’s Policy as well as the contributions that are provided by the City to various organizations.

Mr. Salters moved for adjournment, seconded by Mr. Shevock and unanimously carried.

Meeting Adjourned at 6:13 P.M.

                                                                                    Respectfully submitted,

                                                                                    Timothy A. Slavin

                                                                                    Chairman

TAS/TM/jg

S:ClerksOfficeAgendas&MinutesCommittee-Minutes20086-09-2008 LF&A.wpd

Attachment

Attachment #1 -   Section 10 - "Green Procurement" of the City of Dover Purchasing Policy