LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on May 27, 2008 at 6:04 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Mr. Salters, and Mr. Shevock. Dr. Jones 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. Salters moved for approval of the agenda, seconded by Mr. Shevock and unanimously carried.

Downtown Dover BID - Assessment (Tax) Rate for Fiscal Year 2008-2009

In accordance with Appendix D, Article III, Section 9(f) of the Dover Code, City Council must adopt a Business Improvement District (BID) budget and assessment every year. Members were provided the FY 2008-2009 budget showing BID tax revenue and the expenses charged against that revenue, as well as the following tax calculation worksheet with recommended rates:

JULY 1, 2008 TO JUNE 30, 2009

It was noted that the revenue percentages by zone have been calculated in accordance with Section 9(e) of Appendix D, Article III of the Dover Code and that the amounts were estimated per the reassessed values.

Staff recommended approval of the Downtown Dover Business Improvement District (BID) - Assessment (Tax) Rate for FY 2008-2009 and adoption of the proposed budget ordinance.

Mr. Slavin requested that staff include a map depicting each of the zone areas when this matter is presented to City Council for consideration (Attachment #1).

Mr. Salters moved to recommend approval of staff’s recommendation (Attachment #2), seconded by Mr. Shevock and carried with Mr. Slavin voting no.

Criminal Justice Council - Amendment to Title V Grant with Aid in Dover

Mrs. Townshend, Director of Planning and Inspections, reminded members that in the fall of 2007, the City of Dover, in cooperation with Aid in Dover, Inc., received a grant through the Criminal Justice Council for the Girls Circle Program. With the grant, Aid in Dover provides outreach and training aimed at fostering positive behavior in teenage girls. When presented to members for consideration, she stated that a budget was submitted with the grant.

Mrs. Townshend advised members that Aid in Dover has submitted a proposed amended grant budget. She assured members that the program will continue to offer the same service and meet the objective of the grant. She explained that Aid in Dover has proposed a modification to how the program is run, utilizing contractual certified teachers rather than a program facilitator, as initially proposed. Mrs. Townshend indicated that Aid in Dover has also proposed the addition of transportation, field trips, and additional funds for training materials.

Mr. McGlumphy moved to recommend approval of the amended grant budget as requested by Aid in Dover, seconded by Mr. Salters and unanimously carried.

Pay for Performance (PFP) Review - Consultant Revised Scope of Work

During the committee meeting of March 10, 2008, members recommended approval of the request to hire Management Advisory Group (MAG), at a cost of $34,965, to conduct a Review and Evaluation of the PFP Evaluation System, which was approved by City Council on March 24, 2008.

Mr. DePrima, City Manager, reminded members that during their meeting of April 14, 2008, members were provided information regarding the need to consider salary re-grading of non-bargaining employees. He had explained that the recent decision by City Council to use the PAS Position Factor Analysis Scoring for the ControllerTreasurer position “without adjustments” brought about the need to review several other positions that used the same scoring but were adjusted by City Council in the past. It was suggested that members consider amending the current contract with MAG to conduct a review and evaluation of the PFP Evaluation System to include the optional maintenance agreement.

Mr. DePrima stated that staff submitted a request to MAG for the information regarding the costs involved to include a market study. As a result, MAG submitted a revised Scope of Work that will address the concerns expressed by members during their April 14^th meeting. He advised members that the added cost of the contract is $5,000, which can be covered in existing budgets, and reviewed a summary of the changes to the contract, as follows:

1.It has been reworked so that it identifies tasks to be completed before June 30, 2008 and after June 30, 2008. The task to be completed before June 30th relate to the salary analysis for non-bargaining employees.

2.It reflects the databases and information that MAG requested at the May 13th meeting.

3.It introduces a process where employees can submit issues relative to current classification, title, grade, etc. Dr. Long confirmed that this process will also be open to Council members.

4.A complete review of non-bargaining primary duties and functions.

5.MAG will use their “compendium of compensation data” to evaluate and compare Dover salaries to the external market.

Mr. DePrima reviewed MAG’s Revised Work Plan for the City of Dover. Staff recommended approval of the Management Advisory Group revised contract and scope of work in the amount of $39,965.

Mr. McGlumphy relayed concern regarding the database utilized by MAG and proposals to increase salaries much greater than what can be afforded by the City. If the increases occur, he requested that staff provide details regarding each pay increase for the 20 positions. He stated his opposition to providing the pay raises proposed for the upper management positions. Responding, Mr. DePrima explained that the 20 positions were included in the material provided for the April 14^th meeting and that, at this time, he recommended withdrawing that proposal and that MAG be requested to review all (estimated 84) non-bargaining positions. For an additional $5,000, he explained that Council will be provided a much more thorough and comprehensive recommendation than what was originally recommended by staff. Mr. DePrima disagreed with the assumption that the review will result in recommendations for huge salary increases, explaining that this information will not be known until the study has been completed.

Responding to Mrs. Williams, Mr. DePrima reminded members that next year’s budget includes contingency amounts to cover any proposed salary increases. If the results of the study require additional funds, he suggested that Council will make a determination regarding the proposed increases and/or budget reductions.

Mr. Ruane suggested that staff assure that MAG utilize the salary scale adopted by City Council rather than the original salary scale submitted by MAG.

Mr. McGlumphy requested that staff encourage MAG to interview members of the community in conducting their study.

Mr. Salters moved to recommend approval of the Management Advisory Group revised contract and scope of work in the amount of $39,965, as recommended by staff. The motion was seconded by Mr. Shevock and carried with Mr. McGlumphy voting no. Due to time constraints, this item was placed on the Council agenda for the meeting being held later in the evening.

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, Mr. Slavin suggested that this matter be tabled.

Mr. McGlumphy moved to table the consideration of a donation in the amount of $10,000 for Vietnam War Memorial and the discussion of the Community Leader and Organization Recognition Policy, seconded by Mr. Salters and unanimously carried.

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

Meeting Adjourned at 6:44 P.M.

                                                                                    Respectfully submitted,

                                                                                    Timothy A. Slavin

                                                                                    Chairman

TAS/TM/jg

S:ClerksOfficeAgendas&MinutesCommittee-Minutes20085-27-2008 LF&A.wpd

Attachment

Attachment #1 -   Map of Business Improvement District (BID) Zones

Attachment #2 -   Downtown Dover Business Improvement District (BID) Budget Ordinance