LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE

The Legislative, Finance, and Administration Committee meeting was held on July 10, 2006, at 6:00 p.m. with Chairman Salters presiding. Members present were Mr. Hogan, Mr. Slavin, Mr. Shevock, and Mr. Shelton. Members of Council present were Mr. Carey and Council President Williams (arrived at 6:05). Mayor Speed (arrived at 6:07) was also present.

AGENDA ADDITIONS/DELETIONS

Mr. Hogan moved for approval of the agenda, seconded by Mr. Shevock and unanimously carried.

Policy for Training, Conference, and Education

During the June 26, 2006 meeting, at the request of Council, members reviewed the Policy for Training and Conference Reimbursement - Explanation of Request for Reimbursement for Attending Organizational Leadership and Behavior Course. Members were advised that reimbursement procedures regarding training and conference expenses are covered in the Travel Policy, which includes various aspects of eligible items such as mode of transportation, lodging, meals, registration fees, and seminar fees. It was also noted that the policy does not have a provision for reimbursement of college courses, which is addressed in the Education Assistance Policy, as outlined in the City’s Personnel Handbook. The item was tabled to allow staff additional time of clarify the policy.

Members were provided a draft of the revised Travel Policy, now titled “Policy for Training, Conference and Education” for their review. The purpose of this policy is to provide guidelines under which City of Dover employees, public officials, and appointees will be reimbursed for authorized travel expenses incurred in the conduct of business for the City of Dover. In addition to the guidelines, specific procedures with regard to incurring and reporting travel related expenses were provided.

Mrs. Mitchell, Finance Director, advised members that this policy will apply to employees of the City of Dover, elected officials, boards, commissions and others, who are engaged in authorized travel and who expend City funds for travel purposes. The Mayor and Members of City Council are not required to submit a Travel Authorization and Completion Form, but are required to follow the financial and budget requirements of this policy. She noted that, while this policy does not cover every possible situation, it establishes adequate guidelines for employees and officials to make appropriate and consistent judgments regarding the expenditure of City funds for reimbursable expenses. It remains the responsibility of city management to control and approve travel-related expenditures. The City Manager and Finance Director may impose more stringent rules when deemed appropriate or necessary. The City Council and the Finance Department will periodically (at least annually) review the implementation of this Policy and will provide policy interpretations and assistance to ensure effective and efficient implementation. Any exceptions will be subject to approval by the Council and Finance Department. Exceptions will only be made in particular cases where adequate justification is presented. The City Council and Finance Director may also, on a case-by case basis, approve reimbursements exceeding the guideline amounts referenced in this policy. In any such instance, a detailed explanation and substantiation (a receipt) is required. Enforcement of the travel policy will be the responsibility of the Finance Director.

Mrs. Mitchell reviewed the amendments to the policy, including a new section B - Training and Conference Registration Fees.

Mr. Slavin noted that the Educational Reimbursement Program currently offered to full-time City of Dover employees does not apply to members of Council. He suggested that if members of Council choose to take a course which is not associated with specific governmental organizations, as listed in the policy, they must obtain the approval of the Legislative, Finance and Administration Committee. Mr. Slavin also noted that the course credits should not be used for matriculation toward a degree.

Mr. Salters voiced his concerns regarding the recent request of a Councilman to travel overseas and questioned if that type of trip would fall under this new policy. Mrs. Mitchell indicated that the invitation in question came from the Central Delaware Economic Development Council and would be approved.

Responding to Mr. Hogan, Mrs. Mitchell stated that there is not a designated member of Council who approves the travel requests of other Council members. Mr. Slavin suggested that travel authorization for Council members be discussed at a future date.

Staff recommended adoption of the Policy for Training, Conference and Education.

Mr. Hogan moved to recommend adoption of the Policy for Training, Conference and Education (Attachment #1), seconded by Mr. Shevock and unanimously carried.

Budget Amendment Procedure

Members were provided amendments to the Budget Administration - Guidelines for Operating Departments - Department of Finance Procedure F306. This policy is intended to permit the redistribution of funds in departmental budgets and establishes the procedure to be followed when the approval of a supplemental appropriation is requested. The policy also restricts the redistribution of capital outlay and project related accounts.

During the June 23, 2003 Council Meeting, Mr. Ritter submitted a proposed supplement to the procedure that would address excess salary, related department budget funds to contingency, and deletion of unfunded positions from the personnel system. As a result of the proposed supplement, the procedure was amended accordingly.

Mrs. Mitchell reviewed the amendments to the policy and requested that it be reverted from a policy to a procedure that the City Manager and Finance Director can handle administratively.

Staff recommended approval of the proposed amendments .

Mr. Slavin moved to recommend approval of the revised Budget Administration - Guidelines for Operating Departments, as recommended by staff, and that it revert from a policy to a procedure. The motion was seconded by Mr. Hogan and unanimously carried.

Mr. Hogan moved for adjournment, seconded by Mr. Shelton and unanimously carried.

Meeting Adjourned at 6:20 P.M.

                                                                                    Respectfully submitted,

                                                                                    Reuben Salters

Chairman

RS/hf

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Attachments

Attachment #1 - Policy for Training, Conference and Education

Attachment #2 - Budget Amendment Guidelines for Operating Departments