SPECIAL COUNCIL WORKSHOP

A Special Council Workshop was held on November 4, 2002 at 4:30 p.m. with Council President Carey presiding. Council members present were Mr. Ritter, Mr. Pitts, Mrs. Williams, Mr. Truitt, Mr. McGlumphy, Mr. Speed, Mr. Salters, Mr. Ruane, and Mayor Hutchison.

AGENDA ADDITIONS/DELETIONS

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

VALIDATION OF VISION AND MISSION STATEMENT

Mr. DePrima explained that the Vision and Mission Statement developed by Council was reviewed by Department Heads, as well as Union Representatives. As a result, the following was added to the Vision Statement: “Through the team effort of its elected officials, employees, and citizens, Dover has a reputation for being a clean and safe community...”. He also stated that after reviewing the Vision Statement, Department Heads revised the Mission Statement.

The revised Vision and Mission Statements were presented to members for their validation.

With reference to the mission to improve performance measurements for cleanliness and appearance, etc., Mr. Salters suggested that Council and staff set very stringent standards in this regard.

Mr. McGlumphy moved for adoption of the Vision and Mission Statements (Exhibit #1), seconded by Mr. Salters and unanimously carried.

PAS ORGANIZATIONAL STUDY - FINDINGS AND RECOMMENDATIONS

Members reviewed the recommendations contained in the PAS Organizational Study. Council President Carey noted that there may be items that are approved by Council that will require an ordinance, policy, procedure amendment, etc. that will require additional review by Council. He assured members that these issues will be brought back in a proper manner.

Internal Departmental Functions

All recommendations with regards to the internal departmental functions were reviewed with department heads. In reviewing the recommendations of the PAS Organizational Study for each department, actions were taken by members of Council as follows:

Mayor Hutchison noted that the City is undergoing the greatest change in government - a new City Manager, Police Chief, Tax Assessor, Finance Director, Human Resource Manager, Library Director, and Acting City Planner, along with new members of Council. He urged members to keep in mind that the PAS Study is a “model” for consideration.

Police Department (page 10) - Responding to Mr. McGlumphy, Chief Horvath indicated that he disagreed with many of the findings and recommendations contained in the PAS Study. Some of the recommendations, such as making purchases through Central Services, have been implemented. He noted that the research related to Police purchases continues to be conducted by the supply officer, Mr. Terry Gerald, at the Police Department. Chief Horvath stated that Mr. Gerald’s duties also include tracking and ordering supplies, ordering equipment for the vehicles and scheduling installation, scheduling vehicle maintenance, and supervising the evidence photographer. Chief Horvath stated that he did not agree with the recommendations to move the supply officer to Central Service and to place the evidence photographer in the Criminal Investigations Unit.

Mr. Ritter asked if the majority of those purchases could be made through the State Contract and eliminate the need for requesting bids. Chief Horvath stated that there are major differences between the City and State uniforms, however, the items that are similar are purchased through the State Contract.

With reference to relinquishing recruitment, screening, and employee orientation to the Human Resources Department, Chief Horvath noted that it would be difficult for civilians to handle those matters as easily as the Police Department. Responding to Mr. Ruane, Mr. DePrima noted that there is an increased relationship between the Police Department and the Human Resources Department. It was his feeling that there needs to be a certain amount of oversight to ensure that proper documentation is being maintained.

Chief Horvath indicated that, as recommended in the PAS Study, one of the custodians has been transferred to Central Services. In order to maintain their standard of cleanliness, Chief Horvath stated that they need one full-time custodian and another at least three (3) days per week. He noted that their custodians undergo extensive background checks prior to hiring, due to their access to sensitive areas in the Police Station.

Responding to Mr. Ruane, Mr. DePrima stated that he thought all of the custodians could work in the same department and be assigned to different areas. It was his feeling that all of the custodians should be subject to the same background checks due to their access to the buildings. Agreeing, Mr. Speed suggested adopting the suggestion that all custodians be placed in the Central Services Department.

Chief Horvath stated that he has the strongest objections to the recommendation to abolish the Police Administrative position. He stated that Ms. Robin Atkins, a retired military Major, is a budget specialist. She has outstanding knowledge of the rules, regulations, guidelines, and accounting requirements for grants and programs. The grant accounting must be kept with the detail necessary to track all grant spending in order to pass a State audit. Without her knowledge, it was Chief Horvath’s feeling that they could lose important funding which saves the City and the taxpayer’s a lot of money. He noted that the current system is very efficient.

It was Chief Horvath’s feeling that the Police Department’s comments were not given very much consideration by PAS.

Mr. Salters moved not to adopt the changes recommended for the Police Department in the PAS Study. The motion failed for the lack of a second.

Responding to Mr. Ruane, Mr. DePrima stated that he is not very closely involved with the Police Department and, therefore, would have to accept Chief Horvath’s comments regarding the PAS recommendations.

Chief Horvath, responding to Mr. Ruane, stated that he has no objections to assuming the responsibilities for Emergency Preparedness in January when Mr. Knox retires.

Mrs. Williams moved not to adopt the recommendations of the PAS Study in regards to the Police Department, seconded by Mr. Salters. The motion failed by a roll call vote of five (5) no, three (3) yes (Mrs. Williams, Mr. Salters, and Mr. Carey), and one (1) abstention (Mr. Truitt).

Mr. Speed moved to accept the recommendation that all custodian positions be assigned to Central Services and that any custodians assigned to Police Department should meet the minimum police criteria. The motion was seconded by Mr. Ruane and carried by a roll call vote of five (5) yes, four (4) no (Mrs. Williams, Mr. Truitt, Mr. McGlumphy, and Mr. Carey)

City Manager - Mr. DePrima reviewed the City Manager department recommendations, as follows:

Administrative Services (page 51) - Mr. DePrima stated that the recommendation for use of return envelopes is estimated to cost the City approximately $24,000 and should be considered a customer service issue. It is planned for this to be incorporated into next year’s budget. He stated that staff is currently looking into the lock box recommendation to determine its cost and value. Regardless of the action that is taken with regards to the recommendation to merge departments, Mr. DePrima stated that the staffing levels are being reviewed for possible reduction.

Central Services (page 77) - Mr. DePrima indicated concurrence with the recommendation for consolidating contract management; however, it is felt that the ambulance contract should be maintained by the Police Department with their assumption of the Emergency Preparedness Department. He also relayed no concern with the recommendations regarding the copy machine management and cable/right-of-way leases.

With regards to the vehicle records, Mr. DePrima stated that a Secretary II position has been established at Central Services; therefore, there is no need to re-assign the Secretary from the Clerk’s Office. He stated that the department currently maintains vehicle records and does not object to the transferring of the vehicle registration and renewals. It was his feeling that the City Clerk and City Manager should determine if there are any legal requirements for the maintenance of vehicle titles and possible implementation of the recommendations.

Mr. DePrima noted that the remainder of the recommendations pertain to the building maintenance (custodians), which was previously discussed during the review of the Police Department.

Electric Department (page 43) - Mr. DePrima noted that all recommendations pertaining to the Electric Department, with the exception of the recommendation regarding electric system operators, have been or are being considered for implementation.

Responding to Mr. Speed, Mr. DePrima felt that within one (1) year, these employees will be fully trained with the system and restoration and assured members that he will report back with a time frame for completing the training.

Emergency Preparedness and Grounds (page 58) - Mr. DePrima reminded members of the previous approval of eliminating this department by transferring the Emergency Preparedness Division to the Police Department and Grounds Division to the Public Works Department. This will occur upon the retirement of the current Director of Emergency Preparedness and Grounds in January 2003. He noted that he does not agree with the PAS Study recommendation for the Grounds Division to be transferred to the Parks and Recreation Department. As previously indicated there are some personnel savings that can be realized by transferring the Grounds Division the Public Works Department.

Human Resources (page 90) - Mr. DePrima assured members that they should be receiving the Compensation and Classification Study in the very near future. The Study is scheduled to be delivered to staff tomorrow for a final review of the job descriptions by department heads prior to its submission to Council.

Referring to the recommendation for the payroll function to be re-assigned to the Human Resources Department, Mr. DePrima stated that the Finance Director/Treasurer and Human Resources Director disagree with the recommendation.

The PAS Study also recommended that the City consider establishing a safety and risk management function within the Human Resources Department. Mr. DePrima stated that in discussing this with the Human Resources Director, it was felt that perhaps this could be achieved by obtaining additional clerical assistance to allow for the Assistant Human Resources Director to assist the Director in matters of this nature. He assured members that this matter will be further reviewed along with the recommendation for acquiring an outside professional labor negotiator.

Several members indicated their feeling that an outside professional labor negotiator would prove beneficial for the City of Dover and urged staff to further review the recommendation.

Mr. DePrima stated that there are no objections to renaming of the Assistant Human Resources Director; however, staff does not agree with the recommendation of “Human Resources Operations Manager”.

Information Technology (page 88) - Mr. DePrima reminded members that the department’s name has already been changed from “Information Services” to “Information Technology”. The recommendation to assign the responsibility for the telephone system to this department is currently being considered by staff. Mr. DePrima noted that in the CIP, staff intends to re-evaluate the City’s current telephone system and explained that the plan would be to transfer the responsibility once the system has been updated.

Parks & Recreation and Library (page 86) - Mr. DePrima reminded members that the recommendation to transfer the Grounds Division was previously discussed earlier in the meeting. The other recommendation to change the name of the department to “Leisure Services” is not supported by staff.

Public Works (page 71) - Mr. DePrima stated that there are no objections to the recommendation of transferring the GIS position to the Planning and Inspections Department; however, he would suggest that this matter be considered once the new Planning and Inspections Director position has been filled. He noted that this position provides a central service to all departments.

Mr. DePrima explained that the other recommendations in the PAS Study for this department dealt with dividing the Public Works Department into two (2) separate departments. He stated that in discussing this with the Public Works Director, it has been suggested that rather than creating two (2) separate departments, that there be two (2) divisions created within the Public Works Department.

Mr. Truitt moved for adjournment, seconded by Mrs. Williams and unanimously carried.

Note from City Clerk’s Office: The remaining agenda items were considered during the Workshop held on November 18, 2002. A copy of the PAS Organizational Study is filed in the Office of the City Clerk.

Meeting Adjourned at 6:27 P.M.

                                                                                    TRACI A. MCDOWELL

                                                                                    ASSISTANT CITY CLERK

All orders, ordinances and resolutions adopted by City Council during the Special Workshop of November 4, 2002, are hereby approved.

                                                                                    JAMES L. HUTCHISON

                                                                                    MAYOR

/tm

S:\ClerksOffice\Agendas&Minutes\Council-Minutes\2002\11-04-2002-Workshop.min.wpd

Exhibits Attached to Original Minutes and File Copy

Exhibit #1 - Vision and Mission Statements