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LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA DECEMBER 8, 2014 - 5:00 P.M. CITY HALL COUNCIL CHAMBERS 15 LOOCKERMAN PLAZA DOVER, DELAWARE Public comments are welcomed on any item and will be permitted at appropriate times. When possible, please notify the City Clerk (736-7008 or e-mail at CityClerk@dover.de.us) should you wish to be recognized. AGENDA ADDITIONS/DELETIONS 1. OVERVIEW OF 1988 CONSENT DECREE 2. PROPOSED FINANCIAL REFORMS A. COMPENSATION POLICIES (During their regular meeting of October 13, 2014, City Council approved the Committee’s recommendation to obtain legal opinions regarding the following proposals) A-1. COUNCIL WILL NOT AUTHORIZE PAY RAISES, BONUSES, OR OTHER FORMS OF COMPENSATION IN CONSECUTIVE FISCAL YEARS FOR ANY CITY EMPLOYEE, INCLUDING COUNCIL APPOINTEES. A TWO-THIRDS VOTE OF COUNCIL IS REQUIRED TO AUTHORIZE AN EXCEPTION TO THIS POLICY (COMPENSATION POLICY #6). A-2. COUNCIL WILL NOT AUTHORIZE MORE THAN 1% COMPENSATION INCREASES (WHICH SHALL INCLUDE THE TOTAL OF SALARY, BONUS, AND OTHER FORMS OF COMPENSATION) FOR ANY ONE FISCAL YEAR. A TWO-THIRDS VOTE OF COUNCIL IS REQUIRED TO AUTHORIZE AN EXCEPTION TO THIS POLICY (COMPENSATION POLICY #7). A-3. COUNCIL WILL NOT AUTHORIZE ANY COMPENSATION PACKAGE WHICH RESULTS IN A TOTAL COMPENSATION INCREASE OF MORE THAN 2.5% IN ANY THREE-YEAR PERIOD. A TWO-THIRDS VOTE OF COUNCIL IS REQUIRED TO AUTHORIZE AN EXCEPTION TO THIS POLICY (COMPENSATION POLICY #8). B. PROPERTY TAX GOVERNANCE (During their Regular Meeting of September 22, 2014, City Council referred the following proposal to staff and legal counsel for drafting as an ordinance, with the provision in the drafting of the ordinance that Council may vacate the provisions in times of unforeseen emergencies, with the stipulation that the ordinance be reviewed four (4) years after implementation) B-1. COUNCIL SHALL NOT RAISE THE PROPERTY TAX RATE MORE THAN 9.5% WITHOUT FIRST HOLDING A REFERENDUM ON THE PROPOSED TAX INCREASE; THIS PROVISION SHALL NOT APPLY IN THOSE YEARS WHEN A REVENUE-NEUTRAL ADJUSTMENT TO THE TAX RATE IS REQUIRED BECAUSE OF PROPERTY REVALUATION) (COMPENSATION POLICY #9)

LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA - DECEMBER 8, 2014 PAGE 2 3. PERMISSION TO RECRUIT - DOVER POLICE DEPARTMENT CADET PROGRAM (Staff recommends approval of the project, as requested) 4. CONTINUING DISCLOSURE POLICY CONCERNING MUNICIPAL SECURITIES (Staff recommends adoption of the Continuing Disclosure Policy Concerning Municipal Securities and amending the City's Debt Management Policy to add the policy as an appendix) 5. CAPITAL IMPROVEMENT PROJECT (CIP) COST ESTIMATING/BID PROCESS GUIDELINES (Staff recommends acknowledgment of the Capital Improvement Project (CIP) Cost Estimating/Bid Guidelines that have been implemented by the City Manager in response to concerns raised by City Council) 6. DISCUSSION - RESPONSIBILITIES AND REPORTING STRUCTURE FOR THE MAYOR AND CITY MANAGER AND CONTINUATION OF FULL-TIME STATUS FOR THE POSITION OF MAYOR 7. ADJOURNMENT BY 7:00 P.M. /TM S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\COMMITTEE-AGENDAS\2014\12-08-2014 LF&A.WPD THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS.

ACTION FORM PROCEEDING: Legislative and Finance Committee AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Police DATE SUBMITTED: 11/23/14 PREPARED BY: Captain Timothy Stump / Administrative Division Commander SUBJECT: Hiring Approval for Police Cadet Program (six part-time positions) REFERENCE: N/A RELATED PROJECT: N/A APPROVALS: City Manager, Controller/Treasurer EXHIBITS: Cost Breakout for Cadet Program EXPENDITURE REQUIRED: $70,800 (FY15) PROJECT REVENUE: N/A Grant funds are in the process to be secured for FUNDING SOURCE (Dept./Page in CIP & Budget): a portion of the first year costs and additional grant funds are being pursued for the future. TIMETABLE: After approval is received from the Council, the Police Department will start the process to hire for the new part-time positions. RECOMMENDED ACTION: Approve the project as requested. BACKGROUND The Dover Police Department had an active Police Cadet program many years ago during the 1999-2001 time period. It proved to be a beneficial program for the department because we hired two well-qualified police officers from it. Unfortunately, the department did not have the support to continue the program after 2001. Due to the numerous, continuing safety and security concerns expressed by the merchants, their customers and residents in the downtown area, we would like to revive the Police Cadet Program and hire six part-time cadets to maintain a more visible law enforcement presence in the downtown area. In the letter Chief Bernat wrote to Mayor Christiansen dated 10/06/14, Chief Bernat stated that reviving the Police Cadet Program will: 1. Allow downtown merchants to build a rapport with the cadets, allowing the cadets to understand their needs. 2. Provide additional patrols to curb loitering, alcohol violations and pan handlers. 5. Provide additional patrols to curb noise ordinance violations (loud music from vehicles). 6. Provide additional patrols to curb harassment complaints. 7. Provide extra patrols in the Library. 8. Allow the police department to screen and vet the cadets for future employment as a Dover Police Officer. 9. Most importantly, the presence of the cadets in the area will provide a feeling of safety to the downtown patrons, as well as the downtown merchants. The cadets would be paid an hourly rate of $12.00, work part-time patrols in pairs and be assigned to the department’s Community Policing Unit. The Police Department is in the process of securing grant funding for a portion of the first year costs for January-June 2015; the remainder of Fiscal 2015 and are looking for additional grant funding to offset costs for FY16. The cost breakout for the first three years of the program (FY15 - FY17) is attached. ACTION REQUESTED The Legislative and Finance Committee and Council approve the hiring of the six part time positions.

Dover Police Department FY15 Police Cadet - Civilian Payroll Costs Jan - Jun 15 Costs Recurring Annual Costs FY16-18 Costs FY15-18 Total One Six One Six FY16 FY17 FY18 Cost Item Rate Cadet Cadets Cadet Cadets 6 Cadets 6 Cadets 6 Cadets Remarks Salary $12/hr 6,171 37,026 12,514 75,084 75,084 75,084 75,084 262,278 part time employee - 40 hrs per pay period at $12/hour - - - - Social Security 6.20% 383 2,296 776 4,655 4,655 4,655 4,655 16,261 Medicare 1.45% 89 537 181 1,089 1,089 1,089 1,089 3,803 Health Insurance set amt - - - - - - - - Life Insurance 0.19% - - - - - - - - Worker's Compensation 3.95% 244 1,461 494 2,963 2,963 2,963 2,963 10,349 AD&D 0.04% - - - - - - - - Vision Insurance set amt - - - - - - - - OPEB n/a - - - - - - - - Retirement 6.00% - - - - - - - - Total Benefits 716 4,294 1,451 8,707 8,707 8,707 8,707 30,414 Total Salary + Benefits 6,887 41,320 13,965 83,791 83,791 83,791 83,791 292,692 Training, Uniforms, 6,231 18,987 100 600 600 600 922 21,108 see breakout at next tab for details Equipment & Ammo Cadets will share tasers & radios Total Cost 13,118 60,306 14,065 84,391 84,391 84,391 84,713 313,800

Hiring Justification Outline 1. Explain the principal function of this job. The principal function of this position is to maintain high visibility foot patrols and enforce City Ordinance and other nuisance type violations in the downtown area for the Dover Police Department. They would provide an atmosphere and feeling of general safety for the business owners and patrons of downtown Dover. 2. Explain why this position is critical and cannot go unfilled or postponed. After numerous internal meetings it was determined that hiring Police Cadets would be a cost effective way to provide police services on Loockerman Street and surrounding areas which would allow sworn officers the ability to handle a large volume of other more pressing complaints. 3. How would City services diminish if this position were not filled or postponed at this time? Due to manpower issues the Police Department has struggled for several years to maintain the services necessary to create the optimum downtown experience for citizens visiting that area. Increasing a presence of law enforcement would help us to reach that end. The day to day operations of the police department would become more efficient. 4. Are there other employees whose ability to perform would be diminished by not filling or postponing this position? Yes, explained in previous question. 5. Is there a person that can be promoted into these positions and whose position is less critical at this time and can go unfilled permanently or temporarily? No. This position is new and will involve a hiring process to fill. 6. Can one or more existing employees absorb the duties of these positions? No. This area of town needs special attention to create the desired atmosphere for the citizens and employees working in the area. 7. Could a temporary person be hired to fill these positions for 60 days?

No, we would recommend a 6 month trial period and make a decision after that has been completed. 8. Grade / Salary Information $12.00 HR X 20 hours per week X 6 Cadets ($37,440 Jan 1, 2015- June 30, 2015)

Draft 11/22/2014 CONTINUING DISCLOSURE POLICY CONCERNING MUNICIPAL SECURITIES Issued or Guaranteed by the CITY OF DOVER, DELAWARE Introduction This Continuing Disclosure Policy (the “Disclosure Policy”) is promulgated by the City Controller/Treasurer to ensure that City of Dover, Delaware (the “City”) efficiently carries out its continuing disclosure obligations with respect to the municipal securities it issues or guarantees, pursuant to Rule 15c2-12, as amended (the “Rule”), promulgated under the Securities Exchange Act of 1934, as amended. Definitions The definitions set forth herein shall apply to any capitalized term used in this Disclosure Policy unless otherwise defined herein. In addition to such terms and the terms defined above, as used in this Disclosure Policy, the following capitalized terms shall have the following meanings: “Auditor” means the independent auditor of the City. “CAFR” means the Comprehensive Annual Financial Report annually prepared by the City’s Finance Department, which shall include, if prepared, a statement of net position, a statement of revenues, expenses and changes in net assets and a statement of cash flow. All such financial information shall be prepared using generally accepted accounting principles as in effect from time to time and operating data and operating information ordinarily disclosed by municipal governments, and audited by a certified public accountant; provided, however, that the City may change the accounting principles used for preparation of such financial information so long as the City’s Finance Department includes as information provided to the public a statement to the effect that different accounting principles are being used, stating the reason for such change and how to compare the financial information provided by the differing financial accounting principles. For purposes of this policy, any reference herein discussing the submission of the CAFR shall include therein all Operating Data. “City” means the City of Dover, Delaware. “City Council” means the City Council of the City of Dover, Delaware. “City Attorney” means the City Attorney or Deputy City Attorney of the City. “City Controller/Treasurer” means the Controller/Treasurer of the City or the Acting Controller/Treasurer of the City. If this position is vacant, the Assistant Controller/Treasuer of the City shall be responsible for performing the duties of the City Controller/Treasurer under this Disclosure Policy.

“Disclosure Documents” means the official statements, offering and reoffering circulars and similar disclosure documents prepared by or on behalf of the City in connection with the primary offering of its outstanding Obligations. “Dissemination Agent” means that person designated in writing by the City to submit Disclosure Documents to EMMA. “Employee” means any person who, as part of his or her employment with the City, has regular responsibility for the administration of matters related to Obligations. “EMMA” means the Electronic Municipal Market Access system of the MSRB. Information regarding submissions to EMMA is available at http://emma.msrb.org/. “Event” means any of the events listed in Schedule 1 of this Disclosure Policy. “Fiscal Year” means the fiscal year of the City, being the period commencing on July 1 and ending on the following June 30. “Mayor” means the Mayor of the City. “MSRB” means the Municipal Securities Rulemaking Board or any other board or entity which succeeds to the functions currently delegated to the Municipal Securities Rulemaking Board by the Rule. “Obligations” means any municipal securities issued by, or whose payment is guaranteed by, the City. A list of currently outstanding Obligations is set forth in Schedule 2 of this Disclosure Policy. “Operating Data” means the City’s financial information and operating data disclosed pursuant to the City’s Undertakings and this Disclosure Policy. “SEC’’ means the U.S. Securities and Exchange Commission. “Undertakings” means those written undertakings of the City to file certain annual operating and financial information and notice of the occurrence of certain material events executed in connection with the primary offering of certain Obligations. A list of currently applicable Undertakings and their respective Obligations is set forth in Schedule 2 of this Disclosure Policy. Annual Submission of CAFR 1. Each year not later than June 30, the City Controller/Treasurer, and/or their designees shall undertake a review of the City’s outstanding Obligations and Undertakings to determine what Operating Data must be submitted to comply with its Undertakings. Such Operating Data may be updated or submitted as part of its CAFR or it may be provided to EMMA in a supplemental report. 2

2. Not later than March 31 following the end of each Fiscal Year of the City, while any Obligations remain outstanding, the City Controller/Treasurer shall submit or cause the City’s CAFR to be submitted to the MSRB through EMMA as follows: (a) The City Controller/Treasurer shall provide copies of the CAFR to the City’s Dissemination Agent not less than ten (10) days prior to the above deadline for the submission of the CAFR to the MSRB and shall simultaneously request a written confirmation from the Dissemination Agent that such filing has occurred within five (5) days after the submission of the CAFR. (b) Not more than five (5) days after the submission of the CAFR to the MSRB, the Dissemination Agent shall provide to the City Controller/Treasurer written confirmation that the CAFR has been submitted and filed properly with the MSRB through EMMA. 3. In the event that the CAFR is not completed in time to submit the CAFR to the MSRB through EMMA within the time specified in paragraph 1 above, the City Controller/Treasurer will file or cause to be filed a notice of occurrence of such Event in accordance with the policy and procedures set forth below under “Reporting of Events,” and in accordance with the Rule, and the City’s CAFR shall be submitted as soon as it is available. 4. The CAFR may be provided to the MSRB through EMMA in one document or a set of documents submitted to the MSRB, or may be included by specific reference to documents available to the public on the MSRB’s Internet website or filed with the SEC. The City Controller/Treasurer shall clearly identify each such other document provided by cross- reference. 5. The City’s CAFR shall be prepared in accordance with generally accepted accounting principles as in effect from time to time and operating data and operating information ordinarily disclosed by municipal governments. The CAFR shall be audited by a certified public accountant prior to its submission to the MSRB. 6. The City’s CAFR may be incorporated by reference to other documents, including Disclosure Documents of debt issues with respect to which the City is an “obligated person” (as defined by the Rule), which have been filed with the MSRB through EMMA or the SEC. The City Controller/Treasurer shall clearly identify each such other document so incorporated by reference. In the event that the City Controller/Treasurer determines to so incorporate by reference the CAFR, the City Controller/Treasurer shall also file a notice through EMMA indicating that the City’s CAFR for that year is contained in documents filed with the SEC or with the MSRB through EMMA. Periodic Reporting of Events 7. The City Controller/Treasurer shall file or cause to be filed a notice of the occurrence of any Event or Events with the MSRB via EMMA with respect to any Obligations to which the Event or Events are applicable, in a timely manner not in excess of ten (10) business days after the occurrence of the Event. The City Controller/Treasurer shall provide notice of such Event to the MSRB through EMMA, as required by the Rule. The Events to be disclosed are listed on 3

Schedule 1 hereof, which the City Controller/Treasurer is responsible for updating in a timely manner in the event that there are future changes to the Rule that result in additions, changes or deletions to the list of Events. 8. Not less than three (3) business days after providing notice of an Event to the MSRB, the City Controller/Treasurer shall provide a copy of the notice submission filed with the MSRB to the City Solicitor, along with written confirmation that such notice submission was properly filed with the MSRB through EMMA, as required by the Rule. Manner of Submission 9. The CAFR, Operating Data, and Event notices required to be submitted to the MSRB pursuant to the Disclosure Policy shall be submitted through EMMA in a searchable, electronic format, and shall be accompanied by identifying information, including all relevant CUSIP identification numbers of outstanding Obligations, in the manner prescribed by the MSRB, or in such other manner as is consistent with the Rule. A description of such format and information as presently prescribed by the MSRB is included in Exhibit A hereto. Disclosure Training for City Employees 10. The City Controller/Treasurer is responsible for conducting any necessary annual training of city employees responsible for implementing this Disclosure Policy. Such training shall include a complete review of this Disclosure Policy, the Rule, the Undertakings and the Events listed on Schedule 1 hereto, and shall include a complete overview of the City’s obligations under the federal securities laws. Upon completion of the annual training, all City Employees will provide written certification that they have completed the annual disclosure training and that they have reviewed and understand the Disclosure Policy, the Rule, the Undertakings and the Events listed on Schedule 1 hereto, and that they will comply with the Disclosure Policy. 11. Not later than fourteen (14) business days after the end of each fiscal year of the City, the City Controller/Treasurer shall provide annual written certification to the City Solicitor that the annual disclosure training has been completed. Public Statements Regarding Financial Information 12. Whenever officials of the City make statements or release information relating to its finances and operations to the public that is reasonably expected to reach investors and the trading markets (including, without limitation, all Event notices, statements in the CAFR, Operating Data and other reports and statements of the City), the City shall ensure that such statements and information are complete, true, and accurate in all material aspects. The City Controller/Treasurer shall have primary responsibility for ensuring that such statements and information are accurate and not misleading in any material aspect. The Mayor, the City Controller/Treasurer, and the City Solicitor shall work together to ensure that all public statements and information released by the City are accurate and not misleading in all material aspects and that the City complies with all applicable requirements of the Rule regarding continuing disclosure. 4

Issuance 13. Whenever the City issues its Obligations, preliminary and/or final Disclosure Documents are prepared by or on behalf of the City. Each of these Disclosure Documents contains information relating to the City’s finances. The City Controller/Treasurer shall share primary responsibility for ensuring that all such information is accurate and not misleading in any material aspect. Each Disclosure Document shall be accompanied by a certification by the City Controller/Treasurer that the information contained in the Disclosure Document regarding the City, as of the date of such Disclosure Document, does not contain any untrue statement of material fact or omit to state any material fact necessary to make the information contained in the Disclosure Document, in light of the circumstances under which it was provided, not misleading. Additional Information 14. Nothing in this Disclosure Policy shall be deemed to prevent the City from disseminating any other accurate information using the means of dissemination set forth in this Disclosure Policy or any other means of communication. Amendments 15. The City will consult its bond counsel (and any other member of its finance team deemed appropriate, such as its financial advisor) prior to considering any substantive change to this Disclosure Policy. Dated __________, 2014. 5

Schedule 1 to the Disclosure Policy List of Events The SEC requires notification of the occurrence of any of the Events listed as (1) through (14) below with respect to any applicable obligation. Notification must be provided in a timely manner, but not more than ten (10) business days after its occurrence. 1. Principal and interest payment delinquencies; 2. Non-payment related defaults, if material; 3. Unscheduled draws on debt service reserves reflecting financial difficulties; 4. Unscheduled draws on credit enhancements reflecting financial difficulties; 5. Substitution of credit or liquidity providers, or their failure to perform; 6. Adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notices of Proposed Issue (IRS Form 5701-TEB), or other material notices or determinations with respect to the tax status of the obligations, or other material events affecting the tax status of the obligations; 7. Modifications to rights of the holders of the obligations, if material; 8. Bond calls (other than mandatory sinking fund redemptions), if material, and tender offers; 9. Defeasances; 10. Release, substitution, or sale of property, if any, securing repayment of the obligations, if material; 11. Rating changes; 12. Bankruptcy, insolvency, receivership, or similar event of the City; 13. The consummation of a merger, consolidation, or acquisition involving the City, or the sale of all or substantially all of the assets of the City, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; and 14. Appointment of a successor trustee or the change of name of a trustee, if material. 6

Schedule 2 to the Disclosure Policy List of Outstanding Obligations with Undertakings As of December 1, 2014, to be updated annually Deadline for Annual Filings Quarterly (in Days) Issue Final Filings Other Series Date Maturity (Y/N) Reporting/ Filings 2013 Water 8/15/13 2033 N 275 days after None Wastewater fiscal year end Revenue Bonds 2008 7/01/08 2030 N 275 days after None Electric fiscal year end Revenue Bonds 2010 11/17/1 2015 N 275 days after None Electric 0 fiscal year end Revenue Bonds List of Current Undertakings None 7

EXHIBIT A MSRB PROCEDURES FOR SUBMISSION OF CONTINUING DISCLOSURE DOCUMENTS AND RELATED INFORMATION Securities and Exchange Commission Release No. 34-59061 (the “Release”) approves an MSRB rule change establishing a continuing disclosure service of the MSRB’s Electronic Municipal Market Access system (“EMMA”). The rule change establishes, as a component of EMMA, the continuing disclosure service for the receipt of, and for making available to the public, continuing disclosure documents and related information to be submitted by issuers, obligated persons and their agents pursuant to continuing disclosure undertakings entered into consistent with Rule 15c2-12 (“Rule 15c2-12”) under the Securities Exchange Act of 1934. The following discussion summarizes procedures for filing continuing disclosure documents and related information with the MSRB as described in the Release. All continuing disclosure documents and related information is to be submitted to the MSRB, free of charge, through an Internet-based electronic submitter interface or electronic computer-to­ computer data connection, at the election of the submitter. The submitter is to provide, at the time of submission, information necessary to accurately identify: (i) the category of information being provided; (ii) the period covered by any annual financial information, financial statements or other financial information or operating data; (iii) the issues or specific securities to which such document is related or otherwise material (including CUSIP number, issuer name, state, issue description/securities name, date, maturity date and/or coupon rate); (iv) the name of any obligated person other than the issuer; (v) the name and date of the document; and (vi) contact information for the submitter. Submissions to the MSRB are to be made as portable document format (PDF) files configured to permit documents to be saved, viewed, printed and retransmitted by electronic means. If the submitted file is a reproduction of the original document, the submitted file must maintain the graphical and textual integrity of the original document. In addition, as of January 1, 2010, such PDF files must be word-searchable (that is, allowing the user to search for specific terms used within the document through a search or find function), provided that diagrams, images and other non-textual elements will not be required to be word-searchable. All submissions to the MSRB’s continuing disclosure service are to be made through password protected accounts on EMMA by: (i) issuers, which may submit any documents with respect to their municipal securities; (ii) obligated persons, which may submit any documents with respect to any municipal securities for which they are obligated; and (iii) agents, designated by issuers and obligated persons to submit documents and information on their behalf. Such designated agents are required to register to obtain password-protected accounts on EMMA in order to make submissions on behalf of the designating issuers or obligated persons. Any party identified in a continuing disclosure undertaking as a dissemination agent or other party responsible for disseminating continuing disclosure documents on behalf of an issuer or obligated person will be permitted to act as a designated agent for such issuer or obligated person, without a designation being made by the issuer or obligated person as described above, if such party certifies through the EMMA on-line account management utility that it is authorized to disseminate continuing disclosure documents on behalf of the issuer or obligated person under the continuing disclosure undertaking. The issuer or obligated person, through the EMMA on-line account management utility, is able to revoke the authority of such party to act as a designated agent. The MSRB’s Internet-based electronic submitter interface (EMMA Dataport) is at www.emma.msrb.org. 8

ACTION FORM PROCEEDING: Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: December 2, 2014 PREPARED BY: Scott D. Koenig, P.E., City Manager SUBJECT: Capital Improvement Project (CIP) Cost Estimating/Bid Process Guidelines REFERENCE: N/A RELATED PROJECT: N/A REVIEWED BY: Scott D. Koenig, P.E., City Manager; Donna Mitchell, Controller EXHIBITS: Attachment A – Copy of Guidelines Memo dated November 19, 2014 EXPENDITURE REQUIRED: $0 AMOUNT BUDGETED: $0 FUNDING SOURCE (Dept./Page in CIP & Budget): N/A TIME TIMETABLE: N/A RECOMMENDED ACTION: Acknowledge the attached Capital Improvement Project (CIP) Cost Estimating/Bid Guidelines that have been implemented by the City Manager in response to concerns raised by City Council. BACKGROUND AND ANALYSIS In response to concerns raised by Councilman Slavin during the August 11, 2014 City Council Meeting, the City Manager has issued the attached guidelines (See Attachment A) to all Department Heads. The purpose of the guidelines is to outline specific expectations regarding Project Development, Budgeting, and Administration for all Capital Improvement Projects (CIP). Mr. Slavin’s comments referenced the development of a policy; however, the attached guidelines have been implemented at the staff level. In the City Manager’s opinion, a Council policy is not required to achieve the requested controls and objectives.

Mayoral Powers Page 1 of 2 Mayoral Powers Mayors are bestowed varying degrees of responsibility and authority across the nation, especially depending on a city's form of government. These responsibilities may include: • Serving on the city council; • Voting in council meetings; • Assigning council members to chair or serve on committees; • Appointing citizens to serve on advisory boards or commissions; • Preparing the annual budget; Receiving the annual budget developed by chief administrative official or city manager; and • Making an annual report to the council. Weak or Strong Mayors Cities in the United States are sometimes characterized as having either "strong" or "weak" mayors. The term is not a judgement of effectiveness, rather it distinguishes the level of political power and administrative authority assigned to the mayor in the municipal charter. In practice, there is no sharp category that distinguishes between "weak" and "strong" mayors, but rather a continuum of authority and power along which cities are spread. However, the designation of "weak" and "strong" are useful in showing the variations in mayoral authority that exist. Most "strong" mayors are in the mayor-council form of government, and are directly elected by citizens to that office. Most "weak" mayors are mayors in a council-manager form, and are elected from within the city council. Characteristics of a "strong" mayor: • The mayor is the chief executive officer, centralizing executive power. • The mayor directs the administrative structure, appointing and removing of department heads. • While the council has legislative power, the mayor has veto power. • The council does not oversee daily operations. Characteristics of a "weak" mayor: • The council is powerful, with both legislative and executive authority. • The mayor is not truly the chief executive, with limited power or no veto power. • The council can prevent the mayor from effectively supervising city administration. http://www.nlc.org/build-skills-and-networks/resources/cities-101/city-officials/mayoral-p... 12/3/2014

Mayoral Powers Page 2 of 2 • There may be many administrative boards and commissions that operate independently from the city government. Sources Barnes, William R. "Forms and Structure of Municipal Government in the United States." Presentation to the Convention of Scottish Local Authorities, Edinburgh, Scotland, October 24, 1991. DeSantis, Victor S. and Tari Renner. "City Government Structures: an Attempt at Classification" State and Local Government Review, 34(2) (Spring 2002). Frederickson, H. George, and Gary Alan Johnson. "The Adapted American City: A Study in Institutional Dynamics." Urban Affairs Review, 36(6) (July 2001). National League of Cities. "Choices of the Citizenry: Forms of Municipal Government." Washington, DC: National League of Cities, May 1989. Svara, James H. "The Shifting Boundary Between Elected Officials and City Managers in Large Council-Manager Cities." Public Administration Review, 59(1) (January-February 1999). Svara, James H. Two Decades of Continuity and Change in American City Councils. Washington, D.C.: National League of Cities, September, 2003. © 2013 National League of Cities | 1301 Pennsylvania Avenue NW Suite 550, Washington, DC 20004 http://www.nlc.org/build-skills-and-networks/resources/cities-101/city-officials/mayoral-p... 12/3/2014

CITY OF DOVER FISCAL YEAR 2014 ORGANIZATION CHART CITIZENS OF DOVER MAYOR & COUNCIL COUNCIL ECONOMIC DEVELOPMENT MAYOR POLICE CITY SOLICITOR PLANNING & COMMUNITY CITY MANAGER CITY CLERK FINANCE FIRE TAX ASSESSOR ENHANCEMENT SERVICES LIFE SAFETY LIBRARY CUSTOMER SERVICES PROCUREMENT/INVENTORY LIBRARY CUSTOMER SERVICE CODE ENFORCEMENT METER READING INSPECTIONS/ PUBLIC WORKS PERMITTING HUMAN RESOURCES PUBLIC WORKS PLANNING ADMINISTRATION INFORMATION TECHNOLOGY GROUNDS COMMUNITY ELECTRIC DEVELOPMENT SANITATION ELECTRIC STREETS ADMINISTRATION PARKS & RECREATION FACILITIES MANAGEMENT SYSTEM OPERATIONS FLEET MAINTENANCE ELECTRIC ENGINEERING WATER/WASTEWATER ENGINEERING WASTEWATER ELECTRIC TRANSMISSION MANAGEMENT & DISTRIBUTION WATER MANAGEMENT WATER CONSTRUCTION WATER TREATMENT

CITY OF DOVER PROPOSED ORGANIZATIONAL CHART CITIZENS OF DOVER MAYOR COUNCIL CHIEF OF POLICE CITY MANAGER POLICE DEPARTMENT CUSTOMER SERVICES CITY CLERK METER READING CUSTOMER SERVICE ECONOMIC DEVELOPMENT HUMAN RESOURCES FINANCE INFORMATION TECHNOLOGY PROCUREMENT/INVENTORY LIBRARY FIRE ELECTRIC PLANNING & COMMUNITY ENHANCEMENT SERVICES ELECTRIC ADMINISTRATION CODE ENFORCEMENT SYSTEM OPERATIONS COMMUNITY DEVELOPMENT INSPECTIONS/ ELECTRIC ENGINEERING PERMITTING ELECTRIC TRANSMISSION & LIFE SAFETY DISTRIBUTION PLANNING PUBLIC WORKS RECREATON PUBLIC WORKS ADMINISTRATION TAX ASSESSOR GROUNDS SANITATION STREETS FACILITIES MANAGEMENT Appointed by the Mayor FLEET MAINTENANCE Previously reported directly to WATER/WASTEWATER ENGINEERING Council; will now report to the Mayor WATER MANAGEMENT Department Heads report directly to the City Manager WASTEWATER MANAGEMENT WATER TREATMENT PLANT