City of Dover
Delaware
Delaware
LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on November 13, 2007, at 5:51 p.m. with Chairman Slavin presiding. Members present were Mr. McGlumphy, Mrs. Jones and Mr. Shevock. Mr. Salters was absent. Council President Williams (arrived at 6:10 p.m.) was also present. Mr. McGiffin was also present.
AGENDA ADDITIONS/DELETIONS
Mr. McGlumphy moved for approval of the agenda, seconded by Mrs. Jones and unanimously carried.
Review of 2005 Charter Review Committee Recommendations - Article I. General Provisions
During their meeting of September 10, 2007, members approved the schedule to complete a comprehensive review of the 2005 Charter Review Committee Recommendations, including public hearings in each election district, over the next six (6) months. Members began their review during their meeting on October 8, 2007.
As scheduled, members considered the recommendations to Article II - Mayor and Council, of the Dover Charter, as follows:
Section 4, City Charter - Government Vested in Mayor and City Council (Section 2.01, Model City Charter - General Powers and Duties.)
Mr. McGlumphy moved to recommend that Section 4 be replaced with Section 2.01, as stated in the Model City Charter, including the title. The motion was seconded by Mrs. Jones and unanimously carried.
Section 5, City Charter (1st paragraph) - Council to be Legislative Body
Members considered the possibility of the 1st paragraph of Section 5 being moved to appear with Section 6.02(a) of the Model City Charter.
It was the consensus of members that the 1st paragraph of Section 5 follow Section 4, and that it not be included at Section 6.02(a) of the Model City Charter.
Section 5, City Charter (5th paragraph) - Qualifications (Section 2.02, Model City Charter - Eligibility, Terms, and Composition - (a) Eligibility
Mr. McGlumphy moved to recommend retaining the language in Section 5 (5th paragraph) rather than Section 2.02 of the Model City Charter, amending subsection (4) by replacing “Twenty-one (21)” with “Eighteen (18)”. The motion was seconded by Mr. Shevock and unanimously carried.
Section 5, City Charter (3rd and 4th paragraphs) - Terms of Mayor and Councilmen (Section 2.02, Model City Charter - Eligibility, Terms, and Composition - (b) Terms
It was noted that the 2005 Charter Review Committee recommended that the term for the Mayor be extended from two (2) to four (4) years.
Mr. McGiffin suggested that any changes recommended for the Mayor or of that position should be inclusive in their consideration rather than it being accomplished piecemeal.
Mr. McGlumphy moved to recommend that the term for both the Mayor and Council be increased to four (4) years, stipulating that a recall provision is added (to Section 6.04 of the Model City Charter), seconded by Mr. Shevock.
For clarification, Mr. McGlumphy stated that his intention would be for elections to be held every four (4) years, rather than staggering terms. He concurred that this could result in all members of Council and the Mayor being newly elected.
Mr. Shevock moved to recommend amending the motion to reflect that elections are held every two (2) years, with members of Council serving staggered terms in order to provide some continuity on Council. The motion failed due to the lack of a second.
The motion to recommend that the term for both the Mayor and Council be increased to four (4) years, stipulating that a recall provision is added failed with Mr. Shevock, Mrs. Jones, and Mr. Slavin voting no.
There being no further discussion, Mr. Slavin indicated that members could return to this Section for further consideration at a later time.
Section 5, City Charter (2nd paragraph) - Size; Districts (Section 2.02, Model City Charter - Eligibility, Terms, and Composition - (c) Composition)
Mr. Slavin felt that the size and district issue should have the input of the NAACP and suggested that action be deferred and that representatives of the NAACP be invited to attend a meeting to further discuss this issue.
It was the consensus of members that consideration of the size and districts should be deferred to allow representatives of the NAACP to attend a meeting to further discuss this issue.
Section 14, City Charter - Duties of Mayor (Section 2.03, Model City Charter - Mayor, Subsection (a) Powers and Duties)
Mr. McGlumphy moved to recommend retaining the language of Section 14 rather than Subsection (a) of Section 2.03 of the Model City Charter, seconded by Mrs. Jones and unanimously carried.
Section 53, City Charter - Police; Mayor to be Conservator of Peace
Mr. McGlumphy moved to recommend retaining the language of Section 53 of the City Charter, seconded by Mr. Shevock and unanimously carried.
Section 15, City Charter - Council President/Vice-Mayor, Duties of (Section 2.03, Model City Charter - Mayor, Subsection (b) Election - Mayor Elected At-Large)
Mr. McGlumphy moved to recommend retaining the language of Section 15 rather than Subsection (b) of Section 2.03 of the Model City Charter, seconded by Mr. Shevock and unanimously carried.
Section 12, City Charter - Compensation and Expenses - Mayor and Council and Other Elected or Appointed Officials (Section 2.04, Model City Charter - Compensation; Expenses)
Members were advised that during their meeting of July 20, 2006, the 2005 Charter Review Committee recommended the establishment of a Compensation Commission. Mrs. McDowell, City Clerk, advised members that the 2005 Charter Review Committee recommended adoption of a Resolution establishing the Compensation Commission, which was provided to members for their review.
Prior to taking action, Mr. Slavin requested that the City Clerk provide members with the July 20, 2006 Minutes of the 2005 Charter Review Committee.
There being no objections, Mr. Slavin stated that the Compensation issue will be considered by members during their next meeting.
Due to time constraints, Mr. Slavin stated that members will review the remainder of the items, as well as continue their review of the 2005 Charter Review Committee Recommendations, in accordance with the schedule adopted.
Itron Mobile Lite Meter Reading Collection System - Sole Vendor
Members were advised that the portable Itron Mobile Lite Collection System demonstrates the advances in wireless meter reading technology and replaces the original system proposed in the CIP. The Mobile Lite System is a result of the advancement of portable collection technology and, unlike the original system, is designed for a utility the size of Dover. This system will maximize operational efficiency, reduce costs, and improve performance. The portable unit does not require installation and can be transferred between vehicles.
The City currently uses Itron handheld metering devices and the meters are compatible with these devices; therefore, due to the City’s investment in meters and electronic reading devices, this would be a sole vendor purchase. The quote received for the Mobile Lite Collection System is as follows:
Two Mobile Lite Units at $10,000 each $20,000
Upgraded Replacement Handheld Devices 4,300
Mobile Lite Portability Kit 400
Total Cost $24,700
Mrs. Tieman, Senior City Administrator, advised members that readings that would take two (2) hours for the meter readers would be reduced to half an hour by using the new devices. Responding to Mr. McGlumphy, she stated that the City could eventually eliminate one (1) to two (2) meter reading positions as a result of the use of the readers, which would be accomplished through attrition (due to retirement) or transfers.
Staff recommended approval of the purchase of two (2) Itron Mobile Lite meter reading collection systems, mobile life portability kit, and one (1) handheld meter reading device, in the amount of $24,700. It was noted that the plan would be to have the system installed and in use by June 30, 2008.
Mrs. Jones moved recommend approval of staff’s recommendation, seconded by Mr. McGlumphy and unanimously carried.
Review of Budget Instruction Package
Mrs. Tieman, Senior City Administrator, reminded members that during the recent Budget Post-Mortem, members of Council requested the opportunity to review the Budget Instruction Package. For clarification, Mr. Slavin explained that the package is provided to staff members for preparation of the draft budget, which is then presented to members of Council.
Mrs. Tieman explained the instruction package, including the instructions that are provided to staff for the development of their budget, as well as the budget calendar for FY 2008-2009.
Draft Comprehensive Annual Financial Report
Members were provided a Draft of the City’s Comprehensive Annual Financial Report for the year ending June 30, 2007, which was also provided to the City’s audit firm Faw, Casson, & Company, LLC. Mrs. Teal, Assistant Finance Director, distributed a summary (Attachment #1) and explained that the statistical section, divider tabs, and page numbers, as well as any changes recommended by the auditors, still need to be completed. She advised members that since the draft was prepared, negotiations with Duke Energy have been finalized; therefore, according to the auditors, it is necessary for some of the electric amounts to be corrected.
The final draft is expected to be completed and presented to members of the committee on November 26th. Mrs. Teal suggested that members peruse the financial section, which summarizes the financial activities for the year, to gain an understanding.
Due to time constraints and the length of the report, Mr. Slavin requested that members be given additional time to review the report and that this matter be brought back to the committee for further review during their next meeting.
Bond Engineering Consultant Proposal
Members were reminded that the City of Dover Electric Bond Resolution requires the City to retain an independent engineering consultant to annually inspect the City’s electric system and to review the electric budgets and insurance program to ensure proper fiscal operation.
Mrs. Teal, Assistant Finance Director, stated that the contract was bid; however, only one (1) responsive proposal was received from Burns & McDonnell for a three (3) year contract, as follows: 1) 2007 - $15,500; 2) 2008 - $16,000; and 3) 2009 - $16,500, for a total firm fixed price in the amount of $48,000 for a three (3) year contract. Staff has determined that the proposal is based on adequately priced competition and is considered reasonable based on historical pricing for the same type effort. Burns & McDonnell has completed the Engineering Consultant Report for the City since 2002 and hase the previous experience to provide a thorough and cost effective study.
Staff recommended awarding a three (3) year contract to Burns & McDonnell (2007 - $15,500; 2008 - $16,000; and 2009 - $16,500) for a total amount of $48,000.
Mr. McGlumphy moved to recommend approval of staff’s recommendation, seconded by Mr. Shevock and unanimously carried.
Finance Procedures Regarding Grants and Grant Management
Members were provided revised Grant Application Procedures (#F317), developed by the Finance Director/Treasurer, which now include a “Decision Making Process” Form that was requested by City Council.
Mr. McGlumphy moved to recommend adoption of the Grant Application Procedures (#F317) as presented by staff (Attachment #2), seconded by Mrs. Jones and unanimously carried.
Mr. Slavin noted that the next committee meeting will be held on Monday, November 26, 2007, from 4:30 p.m. to 5:45 p.m. to allow everyone the opportunity to attend the Festival of Lights.
Mr. McGlumphy moved for adjournment, seconded by Mr. Shevock and unanimously carried.
Meeting Adjourned at 7:03 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
TAS/TM/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes200711-13-2007 LF&A.wpd
Attachments to Original Minutes and File Copy
Attachment #1 - Summary of Draft CAFR
Attachment #2 - Grant Application Procedures (#F317)