CCW Packet

CITY OF DOVER, DELAWARE COUNCIL COMMITTEE OF THE WHOLE MEETING Tuesday, May 13, 2025 at 6:00 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA Public comments are welcomed on any item and will be permitted at the appropriate time. When possible, please notify the City Clerk (302-736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. VIRTUAL MEETING NOTICE This meeting will be held in City Hall Council Chambers with electronic access via WebEx. Public participation information is as follows: Dial: 1-650-479-3208 Link: https://rb.gy/cf4vrc Event number: 2531 746 5081 Event password: DOVER (if needed) If you are new to WebEx, get the app now at https://www.webex.com/ to be ready when the meeting starts. CALL COUNCIL COMMITTEE OF THE WHOLE MEETING TO ORDER ADOPTION OF AGENDA PRESENTATION 1. Modernizing Social Media - Alex Peal COUNCIL REPORTS - APRIL 2025 1. First District 2. Second District 3. Third District 4. Fourth District 5. At-Large 1

COUNCIL COMMITTEE OF THE WHOLE MEETING - May 13, 2025 PAGE 2 6. Council President PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE ADOPTION OF THE AGENDA 1. Community Development Fund Guidelines (David S. Hugg, III, City Manager, and Councilwoman Arndt) (Committee Action Not Required) ADJOURNMENT OF THE PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING UTILITY COMMITTEE ADOPTION OF THE AGENDA 1. Construction Relief Program (David S. Hugg, III, City Manager) (Committee Action Not Required) ADJOURNMENT OF THE UTILITY COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF THE AGENDA 1. Proposed Ordinance #2025-09 - Amending Chapter 102 - Taxation, Article I - In General, Section 102-1 - Valuation and assessment (Allison Haines, Interim Customer Service Director) (Staff Recommendation: That the committee approve Proposed Ordinance #2025-09 and forward it to council for approval.) 2. Proposed Ordinance #2025-10 - Amending Chapter 2 - Administration, Article V. - Finance by Adding Sec. 2-426 - Credit Card Processing Fees (Allison Haines, Interim Customer Service Director) (Staff Recommendation: That the committee approve Proposed Ordinance #2025-10 and forward it to council for approval to charge $3.25 per credit card transaction) ADJOURNMENT OF THE LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING ADJOURNMENT OF THE COUNCIL COMMITTEE OF THE WHOLE THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(e)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING 2

Item 1. DRAFT for CCOW Consideration (5/7/25) APPLICATION Procedural Requirements for the use of Community Development Funds Administration of Program Applications are to be submitted to the Office of the City Clerk, City of Dover, P.O. Box 475, Dover, DE 19901. The City Clerk will submit the application for review to the Parks, Recreation and Community Enhancement Chair and the City Manager, and after committee consideration, notify the applicant of award approval status. Administration of funds will be performed by the Department of Finance subject to direction from the Controller/Treasurer. Financial management/fund balance reporting will be performed by the Department of Finance in accordance with established City procedures and policies. Application process: Availability of funds: applications will be considered at any time subject to the availability of funds at the discretion of the City Council Maximum Award, Duration, Non-profit designation, The maximum award will be up to $10,000. The applicant must demonstrate the capability to supply any additional funds, if needed. All uses of funds/projects shall be completed in 12 months or less from the date of the award. Only those applicants officially designated as a 501c(3) or 501c(6) are eligible to apply. Designation must be current. The applicant must have been designated as a non-profit for at least one year prior to the date of the application. Eligibility documentation - the application must include the names and affiliations of applicants, physical address, project location, email and cell phone contacts, and applicant award manager. Project description and budget, location, conditions –the project or proposed use of funds must be within the City of Dover, or clearly and primarily benefiting City of Dover residents. Proof of ownership or permission to use property, narrative description of the project (maximum 50 words), identification of beneficiaries, location maps, building details, condition, and any other requirements applicable to the project. Community support – applicants must demonstrate broad community support and describe how they are leveraging other funding sources and securing participation. Letters of support and commitment to participation are required. Priority will be given to projects that are sustainable beyond the grant period. Sponsorship – all applications shall identify a sponsor who must be a current Council member. Sponsor confirmation is required 3

Item 1. Review and approval process The City of Dover Parks, Recreation and Community Enhancement Committee shall, upon receiving an application, set a public workshop, giving full consideration of certain project parameters requiring confidentiality to protect trade secrets, legal matters, or other reasons. The public workshop by the Committee shall be scheduled within 30 days of receipt of application submission. Following the public workshop, the Committee will consider testimony and the merits of the application and make recommendations considering that all guidelines must have been certified as being met Review and approval The application and recommendations from the Committee, having met the City of Dover financial transactions and reporting requirements as certified by the Department of Finance, shall be considered by the Committee Chair and City Manager as set forth in Resolution #2024-15. Disbursement of funds Requests for disbursement will be accepted no more often that every 60 days/reimbursement will be processed within 30 days Proof of expenditure (invoices, checks, reports and minutes from meetings, etc.) is required Completion requirements.(interim or final reports, accounting report, photos etc., C of O,) Signature of authorized signer Bank deposit information (no checks directly to an individual) Clawback and withholding (10% per requisition) Management obligations of the project applicant: • Proof of meeting guidelines • Responsible M/C person as sponsor. • Restriction on grants to employees, elected officials, others • Timeline and recapture of funds • Reporting and audit • personnel costs are not reimbursed, except audit Formatted draft application document attached 4

Item 1. APPLICATION FOR COMMUNITY DEVELOPMENT FUND GRANT Purpose Statement - from Resolution: The “Mayor and City Council seek to set aside funds for economic development and community development projects to include opportunities to improve the city’s economy and quality of life. (A community development project means a project or process for making the community a better place to live, play and work.” ( Res. #2024-15, adopted October 29, 2024). Date of application_____________________ Received by City Clerk____________________ Project Title:________________________ Project physical address (must be in City of Dover)_________________________________ Contact individual name, address, title, email/phone,____________________________________________________________________ Proof of authority to submit application on behalf of applicant (attachment) Proof of non-profit status (501c) (attachment), If applicable Proof of operation for 1 (one) year or more (attachment) Project description (200 words maximum) o Location map and street address of project o Zoning confirmation, if applicable o Need by demonstrating impact and value to City of Dover residents o Beneficiaries (immediate and long term) o Permission to use private property, if applicable o Statistics, photos, documents, supporting need Timeline for completion, not more than one year after application approval. Project budget: o Personnel costs__________________________ o Materials and supplies___________________ o Other funds (and source)_________________ o Miscellaneous___________________________ o Amount requested_______________________ (not to exceed $20,000) • Total_______________________ 5

Item 1. Council Sponsor (with signature)______________________________________ Dispersal and Reimbursement of Funds: Reporting; Audit; Clawback: Invoicing for reimbursement: o Reimbursements require a written progress report and an invoice requesting reimbursement to be sent to the Department of Finance o Receipts are required for all purchases regardless of amount o Timesheets or similar records are required with each request o Reimbursement will be no more often than once every month (30days) o Reimbursement requires approval by the Controller/Treasurer and City Manager o Payment will be City check payable to the applicant’s business account or by direct deposit within 30 days or as specified by the Department. Closeout and Final Reporting: o A final report including a financial statement is required within 60 days of the completion or termination of the project o Twenty (20%) percent of the award will be held pending acceptance of the final report. o The city reserves the right to request a return of all or part of the funds if there is any evidence of fraud or misuse of any portion of the funds. o Expenditures shall be subject to audit by the city at any time Other Provisions and Restrictions: o Funds provided through this grant may be used as local contribution or match regardless of source provided such match is authorized by other funding sources. o Employees, elected officials, and others having direct financial dealings with the city are prohibited from benefitting from this fund Date and location of scheduled public workshop___________________________ DRAFT for discussion. 6

ACTION FORM Item 1. PROCEEDING: Council Committee of the Whole - Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: City Manager DATE SUBMITTED: 5/5/2025 PREPARED BY: David S. Hugg III, City Manager SUBJECT: Construction Relief Program REFERENCE: Capital City: 2030 Plan; Utility Replacements RELATED PROJECT: REVIEWED BY: David S. Hugg III and Council President David Anderson EXHIBITS: EXPENDITURE REQUIRED: $75,000 AMOUNT BUDGETED: n/a FUNDING SOURCE (Dept./Page in CIP & Budget): n/a TIMETABLE: Prior to Construction STAFF RECOMMENDATION: Informational Review BACKGROUND AND ANALYSIS The City of Dover recognizes that many downtown residents and businesses could be adversely impacted during the construction and replacement of water, wastewater, drainage, and related facilities as part of the Loockerman Street utility replacement project to facilitate streetscape and building improvement projects consistent with the “Capital City, 2030 Master Plan”. Affected will be portions of W. Loockerman Street from State Street to Forest Street. The design work should be completed by the end of 2025, after which it will go to bid. Construction will take place for a period of approximately 12 months thereafter. As part of the construction, portions of the street and sidewalks will be closed, blocked, or excavated, essentially restricting pedestrian passage, reducing parking capacity, and limiting residential and business access. Such restrictions may be temporary and transient or involve extended periods. In order to alleviate interruption, minimize loss of business, or create general inconvenience, this Relief Program is established. The program envisions a credit not to exceed 50% of the monthly electric billing for the period of construction, granted monthly based on a set of criteria demonstrating adverse impacts on businesses and residents. An amount of $75,000 is projected as a potential loss in revenue. The program will not take effect until after the bid is awarded. A more detailed narrative is attached. 7

Item 1. DRAFT FOR DISCUSSION 5/5/2025 CONSTRUCTION RELIEF PROGRAM – LOOCKERMAN STREET UTILITY REPLACEMENT Purpose: The City of Dover recognizes that many downtown residents and businesses could be adversely impacted during the construction and replacement of water, wastewater, drainage and related facilities as part of the Loockerman Street utility replacement project to facilitate streetscape and building improvement projects consistent with the “Capital City, 2030 Master Plan”. Affected will be portions of W. Loockerman Street from State Street to Forest Street. The design work should be completed by the end of 2025 after which it will go to bid. Construction will take place for a period of approximately 12 months thereafter. As part of the construction, portions of the street and sidewalks will be closed, blocked, or excavated, essentially restricting pedestrian passage, reducing parking capacity, and limiting residential and business access. Such restrictions may be temporary and transient or involve extended periods. In order to alleviate interruption, minimize loss of business, or create general inconvenience, this Relief Program is established. Duration and scope: The Construction Relief Program will be in effect for the duration of the project but limited to specific areas of disruption along Loockerman Street as they are under active construction. The program will apply intermittently, and segments of the street and sidewalks may be considered more than once. Work may be scattered and intermittent, nor at all times consistently day or night, and could include areas used for laydown of materials and staging of equipment. Relief Granted: Based on the criteria set forth below, the city will apply a credit, not to exceed 50%, against the monthly city electric bill, prorated for the duration of the disruption to the properties impacted. No monetary cash refund will be provided. All credits will be accrued to the property owner or the tenant, in whoever’s name the electric utilities are registered, as listed in the city’s property or electric utility records. Basis of Relief: Relief will be based on the actual areas of disruption, demonstrated loss of business, damage to the premises, the loss of on-street parking, blocked pedestrian access, 8

Item 1. disturbance of normal residential uses, or interruption of routine deliveries of materials, goods, or inventories. Criteria (historic values versus impacts during period of disruption): • Demonstrated loss of business (changes in gross receipts/revenues, sales, etc.). • Actual hours of closure versus otherwise normal business hours/hours of operation/open for business. • Extent of front/facade of property adjacent to the street that is closed/blocked, not clearly visible to the public, or otherwise obstructed. • Pedestrian counts/ number of people through the door. • The number of employees actually on the job versus during normal working hours. • Loss of on-street parking spaces directly in front of the business or residence. • Inability to use a residence up to a maximum of 8 hours per day versus normal residential use. • Areas in use for parking of equipment or storage of materials during periods of little or no construction activity that are blocking business hours access. • Proof of electric utility billing consumption and payment, in good standing with no overdue balances. • Decline in gross receipt (sales)as reported to the Division of Revenue Request for credit: The credit must be requested using a form provided by the city at the end of each month with documentation meeting the criteria. The duration of interruption may be verified by field records of contractors or other means. Construction activity may occur during any period of the day or night consistent with the work schedule. Only those areas specifically impacted may be considered for relief. 9

ACTION FORM Item 1. PROCEEDING: Council Committee of the Whole – Legislative, Finance and Administration Committee DEPARTMENT OF ORIGIN: Customer Service Department / Tax DATE SUBMITTED: 5/2/2025 PREPARED BY: Allison Haines, Interim Customer Service Director SUBJECT: Proposed Ordinance change for FY 2026 Tax Valuation and FY 2027 Reevaluation Thereafter REFERENC: Tax Code Sec. 102-1. Valuation and assessment. RELATED PROJECT: n/a REVIEWED BY: Dave Hugg, City Manager EXHIBITS: Proposed Ordinance #2025-09 EXPENDITURE REQUIRED: Unknown AMOUNT BUDGETED: n/a FUNDING SOURCE (Dept./Page in CIP & Budget): n/a TIMETABLE: Introduction to Council Committee of the Whole May 13, 2025 First Reading of Recommended Ordinance June 9, 2025 Second Reading of Recommended Ordinance June 23,2025 STAFF RECOMMENDATION: That the committee approve Proposed Ordinance #2025-09 and forward it to council for approval. BACKGROUND AND ANALYSIS On January 28, 2025, City staff proposed that the ordinance be changed for Tax Code Sec. 102-1 Valuation and assessment to the Legislative, Finance, and Administration Committee of the Council Committee of the Whole (CCW), based on savings that the city would benefit from by using Kent County’s new evaluation. The information below is to summarize the proposed ordinance change regarding the tax valuation. Sec. 102-1. Valuation and assessment. Section 47 of the Charter provides that an impartial valuation and assessment of all real property within the city may be conducted by the city assessor or assessors. The council may also direct that in lieu of the assessment and valuation by the city assessor, a reassessment and revaluation may be done by Kent County Levy Court. the assessor or assessors or an outside mass appraisal company or a consortium of appraisers chosen by the council. Such contractor and tax Office staff will be under the supervision of the city manager or his/her designee. Commencing with the year Fiscal Year 2026 City re-assessment values from the 2020 assessment will be used to calculate the 2025 tax bills, starting in Fiscal Year 2027 the City will use the Kent County values which will be reassessed in FY 2029 and every 5 years after, 2010 and every fifth year thereafter, unless otherwise directed, the revaluation and reassessment of all real property may be conducted, under the supervision of the assessor or in conjunction with the assessor and/or the city manager or his/her designee, by an outside mass appraisal company or a consortium of appraisers chosen by the council or by Kent Couty Levy Court. The mass appraisal company or consortium of appraisers shall be licensed to conduct business in the State of Delaware and the City of Dover and shall employ appraisers who are licensed by the Delaware Division of Professional Regulations. All property shall be valued as to its status; as of its ownership; as of its current market value as of the January 1 assessment date and shall reflect fair market value. (Code 1981, § 19.5-1; Ord. of 1-22-2001; Ord. No. 2009-17, 11-9-2009; Ord. No. 2010-01, 2-14-2011; Ord. No. 2011-31, 4-9-2012; Ord. No. 2021-18, 9-27-2021) Based upon the above, the staff recommends that the committee approve the Proposed Ordinance # 2025-09 and forward it to council for approval. 10

Item 1. City of Dover PROPOSED ORDINANCE #2025-09 1 BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF DOVER, IN 2 COUNCIL MET: 3 4 That Chapter 102 – Taxation, Article I – In General, Section 102-1 – Valuation and assessment, 5 be amended by inserting the text indicated in bold, blue, italics, and deleting the text indicated in 6 red strikeout as follows: 7 8 Sec. 102-1. – Valuation and assessment. 9 10 Section 47 of the Charter provides that an impartial valuation and assessment of all real property 11 within the city may be conducted by the city assessor or assessors. The council may also direct 12 that, in lieu of the assessment and valuation by the city assessor, a reassessment and revaluation 13 may be done by Kent County Levy Court the assessor or assessors, or an outside mass appraisal 14 company or a consortium of appraisers chosen by the council. Such contractor and tax Office staff 15 will be under the supervision of the city manager or his/her designee. 16 17 Commencing with the year Fiscal Year 2026 City re-assessment values from the 2020 18 assessment will be used to calculate the 2025 tax bills, starting in Fiscal Year 2027 the City 19 will use the Kent County values which will be reassessed in Fiscal Year 2029 and every 5 20 years after, 2010 and every fifth year thereafter, unless otherwise directed, the revaluation and 21 reassessment of all real property may be conducted, under the supervision of the assessor or in 22 conjunction with the assessor and/or the city manager or his/her designee, by an outside mass 23 appraisal company or a consortium or appraisers chosen by the council or by Kent County Levy 24 Court. The mass appraisal company or consortium of appraisers shall be licensed to conduct 25 business in the State of Delaware and the City of Dover and shall employ appraisers who are 26 licensed by the Delaware Division of Professional Regulations. All property shall be valued as to 27 its status; as of its ownership; as of its current market value as of the January 1 assessment date, 28 and shall reflect fair market value. 29 30 ADOPTED: * 31 32 SYNOPSIS 33 This amendment will bring the Dover Code into compliance with the previously adopted motion to adopt 34 Kent County’s tax values starting with Fiscal Year 2027, thereafter, in Fiscal Year 2029, they will be 35 assessed every five years. 36 (SPONSORS: * and *) 37 38 Action History 39 05/13/2025 - Introduction – Council Committee of the Whole/ Legislative, Finance, and Administration 40 Committee 11

ACTION FORM Item 2. PROCEEDING: Council Committee of the Whole – Legislative, Finance and Administration Committee DEPARTMENT OF ORIGIN: Customer Service Department / Tax DATE SUBMITTED: 4/30/2025 PREPARED BY: Sharon Duca, Assistant City Manager, and Allison Haines, Interim Customer Service Director SUBJECT: Credit Card Processing Fees REFERENCE: NEW ORDINANCE AND APPENDIX F RELATED PROJECT: n/a REVIEWED BY: David S. Hugg, III, City Manager EXHIBITS: Proposed Ordinance #2025-10 EXPENDITURE REQUIRED: $0.00 AMOUNT BUDGETED: n/a FUNDING SOURCE (Dept./Page in CIP & Budget): n/a TIMETABLE: Implement, following final reading, but not before July 1, 2025. STAFF RECOMMENDATION: Staff recommendation is to charge $3.25 per credit card transaction. BACKGROUND AND ANALYSIS The city’s policy to accept credit cards is valuable to both the city and its citizens. This allows the city to increase cash flow and shift credit risk to the card issuer. The citizens benefit comes from an easy and convenient payment process. The city, however, bears the full burden of the fee to process credit card payments. Charging a convenience fee has become a normal practice among utility companies, government agencies, many retailers and other institutions that accept credit card payments. To offset a portion of the City’s credit card processing expense, approximately $500,000 per year, it was recommended during the approval of the Fiscal Year 2025 budget to institute a processing fee. Therefore, staff is recommending a $3.25 charge per credit card transaction for City services. 12

Item 2. City of Dover PROPOSED ORDINANCE #2025-10 1 BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF DOVER, IN 2 COUNCIL MET: 3 4 That Chapter 2 – Administration, Article V. - Finance be amended by inserting Sec. 2-426 – Credit 5 Card Processing Fees, as indicated in the bold, blue text as follows: 6 7 Sec. 2-426. Credit card processing fees. 8 9 A credit card processing fee, as provided for in Appendix F – Fees and Fines, shall be 10 imposed for any tax, fee, fine, summons, utility bill or any other payment made with a credit 11 card or charge card accepted by the City of Dover. 12 Secs. 2-426 427—2-500. Reserved. 13 14 BE IT FURTHER ORDAINED: 15 16 That Appendix F -Fees and Fines, be amended by inserting the text indicated in bold, blue font 17 and deleting the text indicated in red strikeout as follows: 18 19 Chapter 2. – Administration Chapter 2. Administration Fees and Fines Article V. Finance Sec. 2-426. Credit card processing fees. $3.25 per credit card or charge card transaction 20 21 ADOPTED: * 22 23 SYNOPSIS 24 25 The ordinance amends Chapter 2, establishing the imposition of credit card processing fees for any 26 payment made to the City of Dover with a credit card or charge card. These changes aim to offset 27 a portion of the City’s credit card processing expenses in return for the convenience of this payment 28 process. Additionally, the ordinance amends Appendix F – Fees and Fines to implement a flat fee 29 charge of $3.25 per credit card or charge card transaction. 30 31 (SPONSORS: ) 32 33 Action History 34 05/13/2025 - Introduction – Council Committee of the Whole/ Legislative, Finance, and Administration 35 Committee 13