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Council Committee of the Whole Agenda
July 28, 2020 - 6:00 p.m.
The agenda has been revised by adding a new item #2, Proposed Extension of Lodging Tax
Deadline, to the Legislative, Finance and Administration Committee agenda.
This meeting will be held remotely via WebEx. Public participation information is as follows:
Phone: 1-408-418-9388
Link:
https://cityofdoverde.webex.com/cityofdoverde/onstage/g.php?MTID=e9647a82c31de0c63d115a
32d1b97370d
Event number: 129 558 6125
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.
Public comments are welcomed on any item and will be permitted at appropriate time. When
possible, please notify the City Clerk (736-7008 or email at cityclerk@dover.de.us) should you wish
to be recognized.
Utility Committee
Adoption of the Agenda
1. Annual Review and Approval of Governing Policy for Energy Commodity Risk
Management
(Staff recommendation: No Changes)
2. Adjournment of Utility Committee meeting
Safety Advisory and Transportation Committee
Adoption of the Agenda
1. Presentation - 15 Initiatives for Criminal Justice Reforms (Attorney General
Kathy Jennings)
2. Presentation - Racial Equality and Social Justice Collaborative
3. Presentation - Dover Downs NASCAR Event - Plans for Staging with or without Fans
4. Update on Body Cameras
5. Adjournment of Safety Advisory and Transportation Committee meeting
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Council Committee of the Whole Agenda - July 28, 2020 Page 2
Legislative, Finance, and Administration Committee
Adoption of the Agenda
1. Discussion - New Property Value Notifications
2. Proposed Extension of Lodging Tax Deadline
3. Review and Approval of Federal COPS Grant
4. Proposed Ordinance #2020-10 - Chapter 34 - Elections
(Staff recommendation: Adoption of Proposed Ordinance #2020-10)
5. Adjournment of Legislative, Finance, and Administration Committee meeting
Adjournment of Council Committee of the Whole meeting
S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\Committee-Agendas\2020\07-28-2020 CCW AGENDA Revised.wpd
The agenda items as listed may not be considered in sequence. Pursuant to 29 Del.C. §1004(e)(2),
this agenda is subject to change to include the addition or deletion of items, including executive
sessions, which arise at the time of the meeting.
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City of Dover, Delaware
Governing Policy
For
Energy Commodity
Risk Management
Effective: TBDSeptember 9, 2019
Approved by: City of Dover Council
(Last Revision September 9, 2019August 27, 2018)
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TABLE OF CONTENTS
PURPOSE OF THE RISK MANAGEMENT POLICY ..................................................................4
A. Introduction ....................................................................................................................4
B. Scope of Policy ................................................................................................................4
C. Objectives and Risk Philosophy ...................................................................................5
D. Policy Administration....................................................................................................5
MANAGEMENT AND CONTROLS .............................................................................................6
A. Utility Committee of The City Council .......................................................................6
B. Executive Risk Management Committee ....................................................................6
1. City Manager ................................................................................................................. 8
2. Director of the Utility .................................................................................................... 8
3. Controller........................................................................................................................ 8
4. TEA Client Services Manager ...................................................................................... 9
DISCUSSION OF RISKS ...............................................................................................................9
MARKETING AND TRADING PRACTICES ............................................................................11
A. Standards of Conduct ..................................................................................................11
B. Products, Activities and Limitations .........................................................................11
C. Contract Documentation and Confirmations...........................................................12
D. Training..........................................................................................................................12
E. New Product Protocol .................................................................................................12
RISK LIMITS AND RISK MEASUREMENTS ...........................................................................13
A. Limits..............................................................................................................................13
1. Delegation Authority .................................................................................................. 13
2. Volume Limits ............................................................................................................. 13
3. Locational Limits ......................................................................................................... 13
B. Stress Testing and Back Testing .................................................................................13
C. Instances of Exceeding Risk Limits............................................................................14
CREDIT POLICY ..........................................................................................................................14
A. Measuring Credit Risk .................................................................................................14
B. Analysis and Extension of Credit Limits ..................................................................14
C. Instances of Exceeding Credit Limits ........................................................................15
REPORTING .................................................................................................................................15
A. Risk Reporting ..............................................................................................................15
B. Credit Reporting ...........................................................................................................17
C. Hedge Effectiveness Reporting ..................................................................................17
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INFORMATION TECHNOLOGY SYSTEMS ............................................................................17
POLICY DISTRIBUTION AND COUNSEL ...............................................................................18
A. Distribution Outside The City ....................................................................................18
B. Designated Counsel .....................................................................................................18
APPENDIX A – Approved Products .............................................................................................19
APPENDIX B – Approved Counterparties and Threshold Tables ................................................20
APPENDIX C – Business Risks ....................................................................................................25
APPENDIX D – Glossary ..............................................................................................................26
APPENDIX E – Swap Transaction Representative .......................................................................28
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PURPOSE OF THE RISK MANAGEMENT POLICY
A. Introduction
The City of Dover (“City”) and its customers are routinely exposed to energy price risk,
volume variability risk, basis risk and credit risk – herein referred to collectively as
energy commodity risk - in the normal conduct of serving its electric load requirements.
Volatility of energy commodity prices and volumetric uncertainty (either
supply/generation or load obligations) impose a substantial and direct risk to the City’s
financial and operating performance.
By authority of its charter, the City has responsibility for overseeing the City’s
electricity operations, including the management of its cost of serving Dover’s
customers. By agreement dated July 2, 2019 and approved by the City (the “Energy
Management Agreement”), the City has engaged The Energy Authority, Inc. (“TEA”) to
assist the City with Asset Management and Strategic Planning Services, Risk
Management Services, and Energy Management Services.
This Policy for Energy Commodity Risk Management (“Policy”) is established the
explicit understanding that the City has retained and delegated responsibilities to TEA
to provide Risk Management Services.
Additionally, the City has issued this Policy for dealing with the philosophy,
framework and delegation of responsibilities necessary to govern activities related to
Dover’s energy commodity risk management. As set forth herein, the City has
established an organizational structure, delegated responsibility and established
internal controls and procedures to ensure that all transactional and oversight activities
are conducted in compliance with this Policy and in accordance with the City’s normal
reporting, legal, financing and regulatory requirements relating to energy assets and
transactions.
B. Scope of Policy
This Policy covers all transactions entered into the by the City of Dover designed to
meet the City’s electric load requirement and the management of risk related to these
transactions.
In the event of conflict between this Policy and the EMA, the Policy shall control.
This Policy is separate and distinct from enterprise risk management policies and
procedures addressing the City’s safe operation of its generating stations and energy
infrastructure, insurance requirements, permit compliance, employee matters
regulatory compliance with laws and regulations of the State of Delaware and Federal
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Agencies such as EPA, FERC, NERC and CFTC or other potential risks to the City
beyond the purchase and sale of fuel and electric power and its ancillary products.
C. Objectives and Risk Philosophy
The objectives of the Policy are to identify energy commodity price and credit risk
exposures and give the City a framework for the quantification and management of
these exposures. The Policy will identify the reports needed to convey how the
identified risk exposures can potentially impact the City’s overall cost of providing
electricity service to its customers and report on the risk management of the
transactions associated with City’s electric load requirements.
Under the Policy, risk management activities will be conducted consistent with the
City’s overall objective of appropriate risk mitigation. There are several objectives of
the Policy which, when taken and executed together, serve to manage the City’s energy
commodity price exposures. Specifically, the Policy:
• Establishes framework for developing credit limits for counterparties and quantifies
and manages the credit exposures related to potential counterparty abrogation
• Quantifies the impact of the above exposures on City’s financial results
• Manages the impact of the above exposures in line with the City’s identified level of
risk tolerance
• Provides clear delineation of responsibilities and authority, outline a separation of
duties, and ensure reporting of risk is timely and accurate.
• Ensures that the impact of any action affecting the City’s position is consistently
quantified, monitored and authorized.
The City’s risk management activities will be conducted consistent with its overall objective of
appropriate risk mitigation and never for purposes of speculation.
D. Policy Administration
This Policy has been approved by the Executive Risk Management Committee and The
Utility Committee of the Dover City Council. The Utility Committee must approve
modifications to the Policy with the exception of the appendix information which can
be modified with the approval of the Executive Risk Management Committee.
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MANAGEMENT AND CONTROLS
This Policy articulates the management and organization of the City and TEA to serve
as a control framework outlining delegation of duties and responsibilities.
A. Utility Committee of The City Council
The Utility Committee of The City Council (The Committee) has a responsibility to
provide approval of this Policy. With this approval, The Committee also assumes
additional duties. They will understand the risks the City is and could be exposed to
due to their energy commodity risk management activities. In this role, the Committee
will have a responsibility to also understand the City’s policies and procedures, internal
controls and systems which are used to help manage the City’s energy commodity
risks.
The Committee will approve any amendments to the Policy or limits within. The
Executive Risk Management Committee will update the Committee periodically
regarding the Policy and its functions. It will be the Committee’s responsibility to:
• Discuss guidelines and strategic policies that govern the process by which the
Energy Risk Management Committee assesses and manages risks
• Review and approve any recommended changes to the risk policy at least annually
• Approve new members and alternates of the Executive Risk Management
Committee
• Acknowledge the risk inherent in transactions covered under this Policy
B. Executive Risk Management Committee
An Executive Risk Management Committee (“ERMC”) has been formed to provide
executive management oversight for the City’s energy commodity risk management
activities. The ERMC is charged with the creation, amendment and administration of
this Policy, including acquiring any approvals required by the Utility Committee, and
will ensure that all energy commodity risk management activities of the City are
performed consistent with this Policy. The ERMC will meet at least monthly to review
compliance and conduct its business as described in this Policy.
The ERMC shall be comprised of the following voting members: The City Manager, The
Director of Utility, The City’s Controller and TEA’s Client Service Manager.
The City’s ERMC will make decisions following the process outlined in this Policy.
TEA’s Client Services Manager may include representatives from other areas within
TEA in the monthly ERMC meetings who will attend in person or by conference call as
non-voting advisors. Other City employees and TEA staff may also be asked to attend
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meetings from time-to-time, as the ERMC deems necessary. The responsibilities of the
ERMC shall include:
• Establish scope and frequency for management reporting to the Utility Committee.
• No less than annually, review the City’s Energy Commodity Policies and Procedures
for correctness and completeness.
• Review and approve any new risk report or change to an existing risk report
provided by TEA to monitor risks outlined in this Policy.
• Understand and approve any models, methodologies, and assumptions used for
measuring risks such as volume risk, process risk, counterparty risk and commodity
risk.
• Monitor the City’s risks and ensure they are within the limits and are being
managed according to what is indicated within the City’s Policy and associated
procedures
• Understand the City’s risk management objectives and risk tolerances.
• Review and approve the risk management and trading strategy programs and
associated risk. Each program should be reviewed to ensure alignment with Policy
objectives and compliance with risk limits within this Policy.
• Periodically review any risk management program approved in light of recent
market changes, and ensure continued compliance with its established guidelines
• Review and approve new products, markets, trading counterparties and credit
limits
• Review all violations and exceptions to this Policy and report such to the
Committee.
• Approve the individuals or companies that engage in the City’s commodity
transactions and are subject to the limits within this Policy.
• Ensure that the individuals or companies authorized to transact on behalf of the City
as well as manage its risks, are appropriately trained and qualified.
• Ensure independence and segregation of duties between front, middle and back
office at TEA.
• Recommend changes to this Policy to the City’s Utility Committee for approval and
ensure the Utility Committee understands the City’s overall compliance with this
Policy and associated procedures.
• The ERMC will meet at least monthly to review risks identified and reported on by
the Policy, this meeting shall be chaired by The City Manager. Minutes of each
meeting of the ERMC shall be recorded and reflect any decisions and follow-up
action items to be performed. These minutes will be reviewed and approved by the
members of the ERMC in a timely manner.
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Each member of the ERMC has a unique role as defined below:
1. City Manager
The City Manager is independent of all commercial functions and carries the
responsibility of establishment and maintenance of risk management for the City. The
City Manager will be a voting member of the ERMC and act as a chair of the ERMC.
Other responsibilities include:
• Ensure this Policy is maintained.
• Oversee reviews of the City’s energy commodity risks, limits, risk measurement
methodologies and models, and programs and recommend changes to the ERMC.
• Ensure potential transactions and their impacts on the City’s risks and limits defined
within this Policy.
• Develop and monitor the implementation of the Policy, and oversee other risk
management processes and procedures established by this Policy or otherwise by
the ERMC.
• The City Manager shall name an Alternate to be approved by the Committee.
2. Director of the Utility
The Director of the Utility has oversight for all trading, hedging, pricing, structuring,
and market and operational risk management activities associated with the City. The
Director of the Utility will be a voting member of the ERMC. Other responsibilities
include:
• Review the effectiveness of transaction processing systems and procedures relating
to risk measurement.
• Recommend operational risk and business risk assessment guidelines.
• The Director of the Utility shall nominate an alternate to be approved by the
Committee.
3. Controller
The Controller is independent of all commercial functions and carries the oversight
responsibilities associated with the City’s accounting practices. The Controller will be a
voting member on the ERMC. Other responsibilities include:
• Perform financial accounting including accounting for hedging and derivatives
activities.
• Comply with tax rules and make appropriate tax elections.
• Record realized and unrealized gains and losses.
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• Reconcile general ledger, cash transactions and margin accounts.
• Implement tax-hedge accounting policies and other regulatory tax requirements.
• Develop and maintain documentation outlining standard procedures for conducting
business.
• Invoice counterparties and resolve billing disputes.
• Perform daily/weekly/monthly transaction checkout with counterparties.
• Develop and maintain documentation outlining standard procedures for conducting
business.
• The Controller shall nominate an alternate to be approved by the Committee.
4. TEA Client Services Manager
The TEA Client Service Manager roles and responsibilities are defined Exhibit B of the
EMA between the City and TEA. The TEA Client Service Manager will be a voting
member on the ERMC and act as chair of the ERMC in the absence of the City Manager.
Other responsibilities include:
• Monitor risk reports between ERMC meetings.
• Report to the Committee and the ERMC on the City’s adherence to all limits and
functions within this policy.
• Engage the ERMC in discussions regarding events or developments that could
expose the company to potential losses.
• Recommend to the ERMC specific risk limits consistent with the City’s risk
management objectives, risk tolerance, and risk management policy.
• Coordinate and distribute independent market fundamental analysis.
• Provide advisory support and recommendations as specified in Article 5 of the
EMA.
• Update RMC on training of TEA employees.
• TEA shall nominate an alternate to be approved by the Committee.
Alternates may vote, but only in the absence of the voting member for whom they
serve. A person may serve for an alternate for more than one official, but they can only
cast one vote. A quorum for a meeting shall be any combination of three voting
members and alternates. A simple majority of votes is necessary to approve any action
of the ERMC, but at least two voting members must approve the action. Members and
alternates may attend by electronic means and count as present for the purpose of
quorum and for a majority for a decision.
DISCUSSION OF RISKS
This Policy covers the management of all material energy market risks faced by the City. A
comprehensive list of risks that are or could be relevant to City is shown in Appendix C of the
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Policy. Among the most critical of these risks are commodity risk, counterparty risk, process
risk, volume risk, and budget risk. These risks are measured by the limit structure and controls
outlined in the Policy.
Commodity risk represents the potential adverse impacts to the value of the City’s
portfolio due to changes in the market. Commodity risk encompasses volatility risk,
forward price risk, basis risk, correlation risk and liquidity risk.
Counterparty risk represents the potential losses the City could incur due to delivery
risk and receivable risk. Delivery risk stems from a supplier or trading counterparty
that is unable or unwilling to perform on its commitments including but not limited to
delivery or receipt of commodities. Receivable Risk includes the City’s risk associated
with a counterparty’s timeliness of payment for services rendered.
Process risk represents the risks associated with process problems including, but not
limited to, inaccurate data capture, untimely trade execution or settlement problems.
Controls over process risks are embedded in the organizational structure of TEA
through the design processes and operating procedures.
Volume Risk represents the potential for unforeseen changes from projections of excess
or shortfall of capacity or energy from the actual needs. When variances are large
coupled with large costs to transact and adverse moves in market prices this risk could
be realized. In management of this risk, the City must be aware of the fact that
unexpected variations in volume are often highly correlated with price movements.
Budget Risk represents the potential to deviate outside of tolerable bounds of the City’s
budget. Deviations from budget can be caused by forecast error or unforeseeable
adverse changes in market prices.
Regulatory Risk arises from participation in regulated markets. With the Independent
System Operator (ISO) implementation of Federal Energy Regulatory Commission
(FERC) Order 741, the City faces increasing regulatory risk when participating in
wholesale energy markets. The TEA Compliance department works in conjunction
with the TEA Risk Control department to help the City manage regulatory risk.
Regulatory risk is managed by:
• Annual Compliance Training for all employees participating in regulated markets;
• Integration of the appropriate compliance culture within the Trading department
through ongoing interaction between Compliance and Trading;
• An independent monitoring and exposure measurement on transactions that could
trigger an increase in regulatory risk.
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MARKETING AND TRADING PRACTICES
A. Standards of Conduct
Individuals authorized to transact for the City shall not misrepresent, conceal or
withhold information regarding energy commodity trading and risk management
transactions to any person responsible for the accurate recording and/or reporting of
such transactions; participate in any such transaction or similar activity for the benefit
of any party other than the City; or hold or be a beneficiary of any financial interest in
any entity with which the employee is engaged in trading or other business activity
(other than ownership of an interest in a mutual fund managed by another party).
Further, no employee authorized to place or execute such transactions may engage in
trading power or energy commodities derivative instruments for his or her personal
account.
B. Products, Activities and Limitations
Pursuant to achieving the City’s core objectives for the purpose of energy commodity
risk management, the following limitations shall apply.
• Permissible instruments will be restricted to the products and instruments specified
in Appendix A – Approved Products of the Policy;
o All physical forward transactions shall be governed by the Edison Electrical
Institutive (EEI), North American Energy Standards Board (NAESB), or
similar agreements with counterparties approved by the City.
o The City reserves the right to enter into financial hedge transactions to
effectuate Policy objectives, but does not authorize TEA to enter into financial
hedge transactions on its behalf. Any such financial transactions that the City
may enter into shall be governed by ISDA agreements with counterparties as
approved by the City.
• The maturity for each permissible instrument will be restricted to the maturity limits
specified in the risk limits section of the Policy.
• Transaction volumes for each risk management transaction will be restricted to the
amounts specified in the Risk Limits section of the Policy.
• Risk management transactions will be outlined in the City of Dover Hedge Program
which will be approved by the ERMC. Risk management transactions may include
the following:
o Hedging the forward price of purchased power for delivery to the City as
needed to meet its electric load requirements.
o Hedging the forward price of natural gas and fuels as needed to generate
power to meet the City’s electric load requirements.
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o Unwinding of hedges to accommodate changes in expected load
requirements, or for economic reasons subject to explicit constraints set by the
ERMC.
C. Contract Documentation and Confirmations
No over-the-counter transaction may be executed until an EEI, NAESB, or similar
agreement has been authorized by the City, approved by the ERMC and fully executed
by the parties.
Written confirmations will be required from counterparties, as defined in the Master
Service Agreement between the City and counterparty, within one business day or such
longer time as required by the contract in question for all risk management transactions.
Contemporaneous with any commitments and prior to receipt of written confirmations,
verbal commitments shall be memorialized internally as to instrument structure,
quantity, relevant time horizon, price and any other relevant terms; such internal
documentation shall be time stamped and correlated to the ultimate written
confirmation to or from the counterparty. Both the internal documentation as well as
the written confirmation from the counterparty shall be provided to TEA’s Risk Control
Group immediately upon receipt for verification.
In the event that there is a material failure to provide timely documentation or
confirmations, then at the City Manager’s sole discretion, the offending individual’s
authorization may be suspended. Similarly, if the failure to provide timely
documentation or confirmations is due to the failure of counterparty, then at the
discretion of the City Manager, a moratorium may be imposed on transactions with that
counterparty. In such cases, the City Manager shall notify the ERMC of the issues
leading to the suspension or moratorium shall.
Nothing herein shall inhibit the City Manager from bringing control issues to the TEA’s
Client Services Manager prior to a decision on materiality or the imposition of a
suspension of trading privileges or counterparty moratorium.
D. Training
The ERMC will ensure that all City employees and/or TEA Staff that will execute
transactions on behalf of the City will have appropriate training in the markets in which
the transactions occur.
E. New Product Protocol
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As required to manage the City’s energy commodity risk the ERMC shall approve new
products provided the requirements of the New Product Approval Procedure are met.
RISK LIMITS AND RISK MEASUREMENTS
A. Limits
The limit structure is designed to quantify the types of risk in the City’s energy
commodity portfolio. The City will manage and report on its energy commodity market
risk using Delegation of Authority Limit, a Volume Limit and a Locational Limit.
1. Delegation Authority
The Utility Committee delegates authority to the Dover ERMC to approve the acquisition
of electric energy, capacity and/or transmission according to the following limits for
expenditures or terms. The ERMC may not delegate these authorities to individuals
authorized to commit Dover to financial obligations.
Position Maturity Limit Term Limit Notional Value Limit
Dover ERMC 5 years 5 years 20,000,000
TEA 1 month 1 month 1,000,000
This limit structure is not intended for use when transacting day-ahead and real time in
the PJM market.
2. Volume Limits
For no reason should a transaction be executed that exceeds the City’s electric load
requirements. If there is an adjustment to the City’s electric load requirements and the
existing transactions greater than 100% of the adjusted electric load requirements the
ERMC will review and approve the offsetting strategy deployed in sufficient proportion
to mitigate the encroachment.
3. Locational Limits
Non-Commodity Transactions must support the requirement of one of the City’s
generation units, native load or transaction locations.
B. Stress Testing and Back Testing
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The City’s positions shall be periodically stress tested and models shall be back tested.
The processes around these tests are outlined in the Stress Testing and Back Testing
Procedure.
C. Instances of Exceeding Risk Limits
Should the City or TEA enter into a transaction that causes the portfolio to exceed any
above mentioned limits the Director of the Utility shall, in addition to notifying the
ERMC, also notify the Chair of The Committee as soon as practicable and shall provide
periodic reports to the Chair on the status the transactions for as long as the City is
exceeding its limits. The ERMC will review and determine whether any liquidation or
offsetting of transactions is warranted. The incident will be documented as a Policy
Exception by the Director of the Utility.
CREDIT POLICY
Credit Risk is the risk due to the uncertainty in a counterparty’s ability to meet its
contractual obligations. The primary objective of this credit policy is to mitigate, to the
extent commercially reasonable, the credit risks associated with transactions covered in
this Policy while still allowing the City to achieve its objectives.
A. Measuring Credit Risk
The status of credit risk will be measured and reported through reports provided by
TEA.
The current credit exposure will be reported at the agreement level via a Counterparty
Credit Report provided by TEA. This information will be made available in real time to
TEA trading personnel so that it can be checked prior to executing transactions for the
City. Those responsible for risk oversight at the City and TEA will have access to this
information no less frequently than once per day. The ERMC will monitor overall
credit utilization and any credit exceptions at least monthly. When measuring the
current credit risk, netting will be applied to the exposure if the City’s contract with a
counterparty includes provisions for netting.
B. Analysis and Extension of Credit Limits
Physical and financial commodity transactions will be executed with counterparties
approved by the ERMC with credit available to support the transactions. The
creditworthiness of a counterparty will be determined by both qualitative and
quantitative factors. Factors shall include, but not limited to:
• A company’s debt credit ratings provided by the rating agencies.
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• Financial data such as an analysis of the income statement, balance sheet, and cash
flow, as well as liquidity and capital structure.
• Subjective factors such as company’s fuel diversity, overall size, risk management
policy and internal controls, geographic diversity, and market intelligence.
A credit limit is the amount of unsecured credit granted to a counterparty. Unsecured
credit exposure includes amounts owed by the counterparty, whether billed or not, and
the mark-to-market differences in value of any collateral which the counterparty has
provided the City. Any net exposure above the collateral threshold will require the
posting of collateral by a counterparty. Further information on the City’s procedure for
establishing credit is contained in the Counterparty & Credit Review Process.
Collateral thresholds, term limitations and credit exposure limits will be subject to the
maximums indicated in Appendix B, based upon the lower of the S&P and Moody’s
credit ratings.
At no time will the City incur a credit exposure with any counterparty greater than
$60,000,000.
C. Instances of Exceeding Credit Limits
The City and TEA are restricted by the credit limits approved by the ERMC. The ERMC
can suspend trading with a counterparty, if that counterparty’s credit limit has been
reached or exceeded. The City or TEA traders shall not exceed the Counterparty
Credit Limit by executing transactions with any counterparty without approval of the
ERMC.
The ERMC will determine when it’s appropriate to require additional collateral if a
counterparty’s credit exposure exceeds its credit limit. Collateral includes standing
letter of credit, cash, and prepayments.
All credit exceptions will be documented and reported to the ERMC and the Committee
as Policy Exceptions.
REPORTING
A. Risk Reporting
Preparation of timely reports is critical to monitoring risk. TEA will furnish the
required reports on a regular frequency for the City in a format acceptable to the ERMC.
In addition, the ERMC and its designees will be provided access to the City’s risk
reports as updated daily via TEA’s secure Web Portal.
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Reports required on a monthly basis and for periodic meetings of the ERMC include the
following:
• Profit and Loss Report
The Profit and Loss (P&L) Report shows the daily realization of transactions at either
the transaction price or the market price as transaction roll from unrealized to realized.
This report should show volumes, transaction prices and market prices of realized
physical and financial power and fuel transactions.
• Mark to Market Report
The Mark to Market (“MTM”) Report conveys the potential transaction exposure, of all
existing forward transactions executed, if the energy commodity portfolio was
liquidated at the most recent market settlement prices. This report should show
volumes, transaction prices and market prices of unrealized physical and financial
power and fuel transactions.
• Daily Activity Report
The Activity Report presents a summary of the day’s trades executed in the bilateral
energy market.
• Cost of Service Report
The City’s exposure to energy price risk shall be monitored and reported on a Cost-of-
Service basis. All calculations are at the wholesale level. The Cost-of-Service recognizes
all prior (expired) months within the Power Year on the basis of actual (incurred) costs,
and recognizes all forward (pending) months within the Power Year on the basis of
expected forward power and fuel prices and expected forward load-following risks. As
defined below, the Cost-of-Service is an aggregation of Forward Energy Commodity
Portfolio Cost, the Load Following Cost Expectation and the City’s Budget Target for
Purchase Power Expense.
o The Net Purchased Power Cost shows the net cost of all physical and financial
transactions related to the City’s anticipated commodity requirements for power
and fuel and is based on the price of all hedge transactions plus the forward
market price of all unhedged transactions valued at current forward prices for
energy commodities, customer-level cost per MWH of all physical and financial
transactions related to Dover’s actual plus anticipated energy.
o The expected fixed costs defined as load-serving entity (LSE) capacity costs,
transmission costs and TEA management fees.
o The Expected Load-Following Cost for a specified power year is defined as the
expected cost (or revenue) associated with intra-month load variations due to
weather or other events affecting demand. TEA has completed a historical
analysis to measures the effective monthly average unit cost paid for Dover’s
PJM Wholesale Load Responsibility (WLR) was calculated for each month since July
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2013. From this analysis, TEA recommends using the post-Garrison results as a proxy
for future estimates of the WLR and as an estimate of the Load Following Cost to be
used for estimating the City’s Forward Cost-of-Service Report. The ERMC will
update the Expected Load Following estimate while lack of necessary market
information persists no less than annually.
o For the historical payment analysis, an effective monthly average unit cost paid for Dover’s
PJM Wholesale Load Responsibility (WLR) was calculated for each month since July
2013. This effective unit cost was constructed using Dover’s monthly PJM load payment
(Dover Budget line item: PJM – Energy, Congestion & Losses), adding back the West Hub
hedging credits, and dividing by the WLR. The values pre-Garrison-online and post-
Garrison-online were compared with both straight and WLR-weighted averages. This
effective LMP therefore includes the effects of intra-month load variations, contributions
of both the DALMP and RTLMP, and the additional PJM charge types reflected in the
monthly Dover Budget line item: PJM – Energy, Congestion & Losses. Pre-Garrison (July
2013 – May 2015) weighted average monthly load costs were $3.02, while the average
post-Garrison cost (Jun 2015 – Apr 2018) has been $2.60.
o
o The Budget Target for Purchase Power Expense represents the City’s view of
expected purchase power expense.
B. Credit Reporting
• Counterparty Credit Report
The Counterparty Credit Report conveys the exposure to all counterparties with which
the City has credit exposure resulting from its energy commodity risk management
activities.
• CFTC Reporting
The City understands that transacting over the counter (OTC) swaps carries an
additional Commodity Futures Trading Commission (CFTC) reporting function. Once
required by the CFTC, the City will report on how the City generally meets its financial
obligations associated with entering into non-cleared swaps in a manner acceptable to
the CFTC.
C. Hedge Effectiveness Reporting
If the City’s transactions require a hedge effectiveness test, those testing results will be
reported to the ERMC no later than one month after the end of the financial reporting
period. The report will include a summary of testing methodology, assumptions of the
testing and the outcome of results with a pass or fail by transaction.
INFORMATION TECHNOLOGY SYSTEMS
17
Paj 20
Since information systems play a vital role in The City’s trading abilities, the City shall
ensure that the information systems and technology used to store all transaction
information is maintained and secure. The City’s transactions will be stored in TEA’s
enterprise trading and risk management system. TEA uses the TriplePoint Commodity
XL (CXL) system, integrated with Commodity XL for Credit Risk (Credit Risk). TEA
has assigned a Database Administrator (DBA) that is charged with the database security
and maintenance for the transaction database, CXL.
The following safeguards for data security and backup will be installed:
• Transaction data stored in the system of record will be replicated daily to ensure
data redundancy;
• The CXL database will be backed up at least daily after the close of business.
POLICY DISTRIBUTION AND COUNSEL
A. Distribution Outside The City
The City’s Policy is restricted to the use of the City and TEA organizations. It shall not
be distributed outside these organizations without the consent the ERMC.
B. Designated Counsel
Questions about the interpretation of any matters of this Policy should be referred to
ERMC. The ERMC will provide clarification and explanation on any updates to this
Policy.
All legal matters stemming from this Policy will be referred to the City’s Legal Counsel.
18
Paj 21
APPENDIX A – Approved Products
The following shall constitute a list of approved products to be utilized by TEA to
manage the City’s energy commodity portfolio:
• Physical Power
• Physical Natural Gas
• Physical Residual Fuel Oil (#2)
• Capacity
• Financial Power
• Financial Options
• PJM Demand Bids and Generation Offers
• PJM InSchedules
• PJM Transmission Products
o Financial Transmission Rights
o Annual Auction Revenue Rights
• PJM Tier 2 Synchronized Reserves
The above instruments can be executed by TEA on behalf of the City of Dover for the
current and next two successive Power Years (July to June).
19
Paj 22
APPENDIX B – Approved Counterparties and Threshold Tables
This Appendix establishes approved counterparties and their Collateral thresholds.
Collateral thresholds, term limitations and credit exposure limits that are subject to the
following maximums based upon the lower of the S&P and Moody’s credit ratings:
Credit Thresholds from Dover Extended to the Counterparty
Exelon Generation Company, LLC
Threshold I S&P I Moody's
$ 60,000,000 AAA Aaa
$ 50,000,000 A- to AA+ A3 to Aa1
$ 40,000,000 BBB+ Baa1
$ 30,000,000 BBB Baa2
$ 20,000,000 BBB- Baa3
$ - Below BBB- Below Baa3
AEP Energy Partners, Inc.
Threshold I S&P I Moody's
$ 10,000,000 BBB- and Above Baa3 and Above
$ - Below BBB- Below Baa3
BP Energy Company
Threshold I S&P I Moody's
$ 60,000,000 AA- to AAA Aa3 to Aaa
$ 45,000,000 A+ A1
$ 30,000,000 A A2
$ 15,000,000 BBB to A- Baa2 to A3
$ - Below BBB Below Baa2
Calpine Energy Services, L.P.
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 15,000,000 AA- to AA+ Aa3 to Aa1
$ 10,000,000 A- to A+ A3 to A1
$ 5,000,000 BBB+ Baa1
$ 3,000,000 BBB- to BBB Baa3 to Baa2
$ - Below BBB- Below Baa3
20
Paj 23
EDF Trading North America, LLC
Threshold I S&P I Moody's
$ 18,000,000 Fixed Fixed
PSEG Energy Resources & Trade, LLC
Threshold I S&P I Moody's
$ 20,000,000 BBB- and Above Baa3 and Above
$ - Below BBB- Below Baa3
Sequent Energy Management, L.P.
Threshold I S&P I Moody's
$ 5,000,000 Fixed Fixed
Conectiv
Threshold I S&P I Moody's
Unspecified * Above BBB+ Above Baa3
$ - Below BBB- Below Baa3
* Conectiv does not have a defined credit threshold, so for planning purposes, a
$10,000,000 threshold is imposed as a conservative limit
Macquarie Energy, LLC
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ Aa3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
Morgan Stanley Capital Group
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ Aa3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
21
Paj 24
NextEra Energy Marketing, LLC
Threshold I S&P I Moody's
$ 30,000,000 AAA Aaa
$ 25,000,000 AA- to AA+ Aa3 to Aa1
$ 20,000,000 A- to A+ A3 to A1
$ 15,000,000 BBB+ Baa1
$ 10,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
Deutsche Bank
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ Aa3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
Barclays Bank
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ Aa3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
Credit Thresholds from the Counterparty Extended to Dover
AEP Energy Partners, Inc.
Threshold I S&P I Moody's
$ 10,000,000 BBB- and Above Baa3 and Above
$ - Below BBB- Below Baa3
BP Energy Company
Threshold I S&P I Moody's
$ 30,000,000 AA to AAA Aa2 to Aaa
$ 25,000,000 AA- Aa3
$ 20,000,000 A+ A1
$ 15,000,000 A A2
$ 5,000,000 BBB to A- Baa2 to A3
$ - Below BBB- Below Baa3
22
Paj 25
Calpine Energy Services, L.P.
Threshold I S&P I Moody's
$ 10,000,000 AA- to AAA Aa3 to Aaa
$ 7,500,000 A- to A+ A3 to A1
$ 5,000,000 BBB+ Baa1
$ 3,000,000 BBB- to BBB Baa3 to Baa2
$ - Below BBB- Below Baa3
Exelon Generation Company, LLC
Threshold I Fitch I Moody's
$ 60,000,000 AAA Aaa
$ 50,000,000 A- to AA+ A3 to Aa1
$ 40,000,000 BBB+ Baa1
$ 30,000,000 BBB Baa2
$ 20,000,000 BBB- Baa3
$ - Below BBB- Below Baa3
Conectiv
Threshold I Fitch I Moody's
Unspecified * Above BBB+ Above Baa3
$ - Below BBB- Below Baa3
*Conectiv does not have a defined credit threshold, so for planning purposes, a
$10,000,000 threshold is imposed as a conservative limit
PSEG Energy Resources & Trade, LLC
Threshold I S&P I Moody's
$ 12,000,000 * Fixed Fixed
*Threshold is $12,000,000 as long as Dover maintains a Debt Service Coverage greater
than 1.25% and Total Net Assets of at least $50,000,000 and Total Net Assets do not
decline by more than 25% on a fiscal year end basis.
Morgan Stanley Capital Group
Threshold I S&P I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ Aa3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
23
Paj 26
Macquarie Energy, LLC
Threshold I Fitch I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ AA3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
NextEra Energy Marketing, LLC
Threshold I Fitch I Moody's
$ 23,000,000 AAA Aaa
$ 18,000,000 AA- to AA+ AA3 to Aa1
$ 13,000,000 A- to A+ A3 to A1
$ 8,000,000 BBB+ Baa1
$ 3,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
EDF Trading North America, LLC
Threshold I S&P I Moody's
$ 18,000,000 Fixed Fixed
Deutsche Bank
Threshold I Fitch I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ AA3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
Barclays Bank
Threshold I Fitch I Moody's
$ 25,000,000 AAA Aaa
$ 20,000,000 AA- to AA+ AA3 to Aa1
$ 15,000,000 A- to A+ A3 to A1
$ 10,000,000 BBB+ Baa1
$ 5,000,000 BBB Baa2
$ - BBB- or below Baa3 or below
24
Paj 27
APPENDIX C – Business Risks
Business Risks Topology
Commodity Counterparty Process Volume Budget Regulatory
-
Risk Risk Risk Risk Risk Risk
Market
Receivables Load Market
Price Risk - Deadline CFTC
Risk Uncertainty Uncertainty
Risk
Performance Reporting Load
Volume Risk Supply Risk FERC
Risk Risk Uncertainty
M2M/Forward Generation Forecast
RTO
Curve Risk Uncertainty Error
Liquidity Risk
Basis Risk
25
Paj 28
APPENDIX D – Glossary
Back Office – That part of a trading organization which handles transaction accounting,
confirmations, management reporting, and working capital management.
Bilateral Transaction - Any physical or financial transaction between two
counterparties, neither of whom is an Exchange or market entity (e.g. MISO).
Capacity – The real power output rating of a generator or system, typically in
megawatts, measured on an instantaneous basis.
Commodity - A basic good used in commerce that is interchangeable with other
commodities of the same type. Commodities are most often used as inputs in the
production of other goods or services. The quality of a given commodity may differ
slightly, but it is essentially uniform across producers. When they are traded on an
exchange, commodities must also meet specified minimum standards, also known as a
basis grade.
Financial Bilateral Transaction – A Bilateral Transaction that is non-physical and is
defined by a Source Point, Sink Point, and Delivery Point that may be any CP Nodes as
specified by the Midwest ISO.
Financial Forward – An agreement regarding a position in a specified commodity, a
specified price, and a specified future settlement date, that does not result in physical
delivery of the commodity. Rather one party in the agreement makes a payment to the
other party on the basis of the commodity price at the future date.
Front Office – That part of a trading organization which solicits customer business,
services existing customers, executes trades and ensures the physical delivery of
commodities.
Hedging Transaction - A transaction designed to reduce the exposure of a specific
outstanding position or portfolio; “fully hedged” equates to complete elimination of the
targeted risk and “partially hedged” implies a risk reduction of less than 100%.
Mark-to-Market Value – A measure of the current value of unrealized positions;
includes both Open Positions and Closed Positions.
Middle Office – That part of a trading organization that measures and reports on
market risks, develops risk management policies and monitors compliance with those
policies, manages contract administration and credit, and keeps management and the
Board informed on risk management issues.
26
Paj 29
Policy – Dover’s Governing Policy for Energy Commodity Risk, as amended and
approved by The Utility Committee.
Portfolio – A collection of transactions.
Realized Gains/(Losses) – The amount earned (or lost) from a transaction, considered
to be realized once the time for performance has lapsed (e.g. delivery of power in the
case of physical transactions or expiration of an option in the case of financial
transactions).
Term – The total duration of a contract, defined as the number of days between the
beginning flow date and ending flow date, inclusive.
Unrealized Gains/ (Losses) – The amount expected to earn (lose) on a specific
transaction(s); however, the time for performance has not lapsed. The total value of
Unrealized Gains/ (Losses) is the Mark-to-Market value.
27
Paj 30
APPENDIX E – Swap Transaction Representative
Purpose:
To ensure that the City of Dover, a Special Entity under the Dodd-Frank Financial Reform
Act, selects a qualified representative (“Representative”) to provide advice and guidance
when entering into swap transactions with Swap Dealers or Major Swap Participants.
Definitions:
Special Entity: As defined in 7 U.S.C. 6s(h)(2)(C) and further interpreted in 17 C.F.R.
23.401(c). The City of Dover is a Special Entity as defined by 17 C.F.R. 23.401(c)(2).
Swap Dealer: As defined in 7 U.S.C. 1a(49) and further interpreted in 17 C.F.R. 1.3(ggg)
Major Swap Participant: As defined in 7 U.S.C. 1a(33) and further interpreted in 17 C.F.R.
1.3(hhh)
Representative: As defined in this policy and 17 C.F.R. 23.450
Policy:
Selection: The City of Dover shall endeavor to seek and employ an individual or entity that
will voluntarily act as a Representative for all energy commodity swap transactions
between XXXX and any Swap Dealer or Major Swap Participant. The Representative must
meet the following qualifications identified in 17 C.F.R. 23.450(b):
(i) Has sufficient knowledge to evaluate the transaction and risks;
(ii) Is not subject to a statutory disqualification;
(iii) Is independent of the swap dealer or major swap participant;
(iv) Undertakes a duty to act in the best interests of the Special Entity it represents;
(v) Makes appropriate and timely disclosures to the Special Entity;
(vi) Evaluates, consistent with any guidelines provided by the Special Entity, fair pricing
and the appropriateness of the swap; and
(vii) In the case of a Special Entity as defined in § 23.401(c)(2) or (4), is subject to
restrictions on certain political contributions imposed by the Commission, the
Securities and Exchange Commission, or a self-regulatory organization subject to the
jurisdiction of the Commission or the Securities and Exchange Commission;
provided however, that this paragraph (b)(1)(vii) of this section shall not apply if the
representative is an employee of the Special Entity.
The Representative and the City of Dover shall enter into a legal agreement that binds the
Representative to comply with items (i) through (vii) in this policy.
At no longer than any 12-month interval, the City of Dover shall review the performance of
the Representative to ensure compliance with items (i) through (vii) in this policy.
28
Paj 31
THE RACIAL EQUITY & SOCIAL JUSTICE
COLLABORATIVE
“ T H I S I S A M E R I C A’ S M O M E N T TO S E I Z E T H E
O P P O RT U N I T Y F O R C H A N G E , A N D B U S I N E S S
L E A D E R S C A N N O T S I T T H I S O N E O U T. ”
- - R A N D A L L S T E P H E N S O N , C H A I R M A N & F O R M E R C E O , AT & T
. -. ~
July 28, 2020 • ,•,
I
Paj 32
THE RACIAL EQUITY &
SOCIAL JUSTICE COLLABORATIVE
MISSION
• The goal of the Collaborative is to be a backbone of our
community in building a more just future for all
Delawareans.
• Regardless of skin color or zip code.
• Provide a strategy of a unified, powerful voice for
meaningful changes in policy and practices that promote
true racial equity and social justice in Delaware.
Paj 33
THE RACIAL EQUITY &
SOCIAL JUSTICE COLLABORATIVE
WHY DOES THIS WORK MATTER?
• Multi-generational and systemic racism, policies and
practices
• Disparities and inequities exist within education, wealth
creation, law enforcement, etc.
• Transformational change needed
• At historical crossroads – locally and nationally
Paj 34
THE RACIAL EQUITY &
SOCIAL JUSTICE COLLABORATIVE
WHAT IS OUR FRAMEWORK?
• Grassroots, statewide movement with local leadership and
advocacy
• Collaborative of diverse community stakeholders, including,
youth voices
• To amplify and advocate for community change and action
around racial equity and social justice issues
Paj 35
THE RACIAL EQUITY &
SOCIAL JUSTICE COLLABORATIVE
WHAT IS OUR APPROACH/PATH FORWARD?
• Foster courageous conversations
• Increase engagement and influence
• Mobilize disenfranchised communities
• Develop collective messages
• Map and align racial equity & social justice initiatives
in DE
• Develop public policies agenda
• Launched racial equity and social justice fund
Paj 36
THE RACIAL EQUITY &
SOCIAL JUSTICE COLLABORATIVE
HOW DO YOU SEE YOURSELF
IN THIS WORK?
Paj 37
COMMUNITY
ORIENTED
POLICING
ORGANIZATIONAL
TRANSFORMATION PROBLEM
SOLVING
SERVICES
U.S. D.O.J. COPS GRANT AWARD
AN OVERVIEW OF A FEDERAL COST -SHARING OPPORTUNITY
TO EXPAND COMMUNITY POLICING IN THE CITY OF DOVER.
Paj 38
1. Goal: Increase Authorized Strength to 106 Officers in 2021
2. Vehicle: Cost sharing grant offered by the USDOJ COPS Office
3. Purpose: Add Five (5) Officers to Community Policing Unit
4. Vision: Double the amount of Community Programs/Services
5. Problem: Staffing Challenges
6. Problem: Maintenance of Core Programs/Services
OUTLINE 7. Mandate: Increased Community Engagement
8. Cost Schedule
9. Strategy: Efficiency + Investment + Accountability = Value
10. Process: Agency Re-organization, Strategic Planning, Transparency
11. Result: More Safety, Crime Reduction & Service to At-Risk Populations
12. Next steps
Paj 39
GOAL: INCREASE THE
AUTHORIZED STRENGTH
FROM 101 TO 106 OFFICERS
The 2019 City of Dover Comprehensive Plan
envisions a “Bigger Better Dover.” In a related
theme, the attractive idea of “Big Enough to
Call a City but Small Enough to Call Home” is
part of the introductory header. The Dover
Police Department understands its role to play
in bringing the comprehensive plan to life.
The perception and reality of a safe and
secure community will serve as a catalyst for
economic growth as well as community
prosperity. Our 2019 crime data informs us
that this perception and reality is certainly
threatened. Trend data in 2020 does not offer
any indication of improvement.
Paj 40
AUTHORIZED STRENGTH BREAKDOWN – JULY 2020
101 Selection Gap is 1 to 7 months
9 = SENIOR STAFF MEMBERS (DIVISIONS/UNITS) Police Academy is 6 months
1 = PUBLIC INFORMATION OFFICER
3 = PLANNING AND TRAINING Onboard Training is 4 months
7 = DRUGS/VICE/ORGANIZED CRIME (TASK FORCE) Total time is 11 to 17 months to
10 = CRIMINAL INVESTIGATORS replace a departing Officer
5 = SCHOOL RESOURCE OFFICERS
45 = PATROL OFFICERS (~11/PLATOON) COVID rules now threaten our
seats in the Sept. 2020 class
6 = STREET CRIMES UNIT (-1)
7 = MOTORCYCLE UNIT (-6) COPS Grant Officers would not
6 = COMMUNITY POLICING (-3) begin Academy Training until
89 = WORKING OFFICERS EFFECTIVE 8-15-2020 March 2021 at the earliest
+4 = OFFICERS CURRENTLY ONBOARDING Grant acceptance window is
93 = WORKING OFFICERS BY THE END OF 2020 August 2020
8 = CURRENT VACANCIES (ATTRITION? / ACADEMY?)
Paj 41
POLICE OPERATIONAL OVERVIEW
SPECIAL
PATROL INVESTIGATIONS
SERVICES
Following Major Crime Special Operational
Emergency Response
Incidents Uniform Teams
Interdicting Gangs, Community
Calls for Service
Drugs & Weapons Engagement
Paj 42
SPECIAL ENFORCEMENT/SERVICE OVERVIEW
COMMUNITY
ENFORCEMENT SERVICES
POLICING
School Resource
Motorcycle/Traffic Police Cadets
Officers
Community Policing
Parking Animal Welfare
Officers
Paj 43
COMMUNITY POLICING TEAM
COPS
SCHOOL RESOURCE POLICE ATHLETIC LEAGUE COMMUNITY
OFFICERS (5) PROGRAM DIRECTOR ENGAGEMENT (5) + 5
Paj 44
OUR STAFFING CHALLENGES
1. Officers are not obligated to provide notice at time of
retirement. Attrition is hard to predict.
2. Pre-retirement resignations are occurring at a level never
before seen. Some are related to professional standards
accountability but others are for better opportunities.
3. As a prior slide illustrated, new vacancies will almost
always remain unfilled for at least a full budget year;
sometimes longer.
4. In-State lateral transfers often feature candidates with
professional “baggage”. Out-of-State laterals face a
difficult path to a Delaware COPT credential. High levels
of frustration and many missed opportunities.
5. Functionally, a move to 106 Authorized Officers (all things
considered), creates the potential for 101 Available
Officers serving Dover. No departures for 18 months is the
only way to get to full strength.
Paj 45
PATROL
SERVICES
C R I M I N AL
I N V E S T I G AT I O N S
SUPPORT
SERVICES
Maintaining Core Services
Every subset of deployed officers were assigned their
respective missions, over time, following a recognized need.
In 2019, that investment held the community together through
Training unprecedented crime numbers. The organization kept up with
In-Progress the workload, and solved cases at the same consistent rate,
Planning
Emergency Reactive despite significant staffing shortages.
Logistics
Response
Admin. Victimization would increase, and the perception of safety in
Dover would decrease, if law enforcement operations were
curtailed. Administration and Supervision maintain an
acceptable Span of Control and Operational Support System
as well as an effective Risk Management Program.
Routine Considering the societal demand for expanded community
Special engagement and improved relationships, as part of a larger
Calls for Proactive
Operations initiative, the Dover PD proposes to insert all 5 COPS funded
Service
Officers into Community Policing Special Operations.
Paj 46
COMMUNITY POLICING PROGRAMS AND INITIATIVES
SCHOOL RESOURCE OFFICERS NEIGHBORHOOD SUPPORTING
POLICE ATHLETIC LEAGUE ACTIVITIES OR EVENTS
We have an Officer assigned to support safety Operation Gobble for meals at Thanksgiving
and maintain relationships at the High School,
both Middle Schools, and both Alternative Partnering with the Dover Elks and Bikeline to
Learning Schools. They compliment the team of have a bicycle rodeo and safety course
School District Constables and greatly reduce the
Partnered with local veterinarian to have chips
number of times it is necessary to call 911 or send
made available for our 4 legged friends
marked police units to the campuses.
Partnering with Communities In Schools for back
Our PAL program creates connectivity to the SRO
to school supplies and “meet the teacher”
program during school hours and to the younger
children after school. In collaboration with other Our Spring Jam focused on Dover youth with
interested persons and parents, young people NCALL and other community partners
have an alternative to gangs and delinquency.
Through personal development, the sense of “Trunk or Treat” on Legislative Mall with DDP
belonging (that we all desire) is fulfilled.
Paj 47
COMMUNITY POLICING PROGRAMS AND INITIATIVES
FUTURE POTENTIAL
Programs for our elderly and/or physically disabled citizens that
routinely check on their well-being.
Crime Prevention Programs that feature a personal visit from an
officer to go over safety and security issues at either a residential
or commercial property in Dover.
Expanded training and service to neighborhood watch groups
throughout the city. (Problem-oriented policing)
Personal Safety education and training for all age groups.
Expanded programs and personal leadership development for
our younger Dover population through existing PAL initiatives and
additional concepts for athletes and non-athletes alike.
Paj 48
A LOOK TOWARDS THE FUTURE
While serving all special Create a positive
Double the number of or “at-risk” members of presence of Law
engagement and the community, an Enforcement in the lives
outreach activities in all emphasis on youth of young citizens from
Dover neighborhoods programs will be the Kindergarten, through
priority for resources College, and beyond
Paj 49
TIMELINE AND NUMBERS
YEAR 1 YEAR 2 YEAR 3
Federal = 75% Federal = 40% Federal = 15%
City = 25% City = 60% City = 85%
Paj 50
COST ROADMAP SUMMARY
August 2020 March 2021 FY ‘22 FY ‘23 FY ‘24
•COPS Grant Officers •COPS Grant •Total City Expense is
•Merely accept the Officers make it to •Total City Expense is
begin the Police just under $350,000 just under $500,000
COPS Grant Award Academy Program the operational level
by Q2 of FY ’22 •Majority burden
•No cost incurred for •Federal cost sharing is
•Only 2% of the City shifts from Federal to complete around Q3
the first three share of total program •Total City Expense City during this of FY ‘24
quarters of FY ‘21 cost would be needed is just under $172,000 budget year
during the last quarter
Paj 51
DETAILED PROJECTIONS – INDIVIDUAL & GROUP
Dov,e r P,oli,ce Depa.rtment COPS HIRING PROGRAM SUMMARY OF COSTS
FY21-24 Po lioe O ffioer P.ayr,o II Oo.sts CITY OF DOVER FISCAL YEAR SCHEDULE
Cost for five Officers: Hired to attend O5P Academy in March 2021
3122121 tf d' dd t 3121124 as of: 7l1S/20
27 .4:Y. 100:Y. 100:Y. 72 .6:Y.
~
FY21 •• FY22 FY23 FY24
Salary '" 51'011 ,ann ual 21/. X 2 13,890.00 56,680.00 61,260.00 66,120.00 19-8,15'0.00 69,45'0.00 264,400.0 0 3-06,300.00 330,600.0 0 990,75'0.00 PY'18 FOP
Budget union
conn act rates
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Tota Safary+ Be 11 efiits 23,870.13 96,103.72 102,645.00 109,85-8.22 332,477.07 11 9 ,35'0.64 480,518 .60 513,225.00 549,291.1 0 1,662,385.34
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"FY21 hire date for police acdademy: 3122121 FY24 end date (3S months after start date):
Paj 52
Program fits into a larger picture
First: DPD will continue the process of reorganization
with an eye toward exposing blind spots, finding more
ways to improve efficiency and adding value to the
invested tax dollar by improving flexibility within and
across units.
Second: DPD will continue installing Community-Oriented
policing as a department-wide philosophy. Every unit will
have a proportional share of the effort assigned to them.
Evaluations will be revised to reflect that Community
Policing activities are weighted the same as traditional
law enforcement duties.
Third: Delivery of services will follow this model and the
frontline supervisors will be expected to collaborate in
support of expanded community engagement goals.
Will tie in directly to the larger DPD Strategic Plan.
Paj 53
Expanded outreach capability
First: Dover Police will continue to deliver the proven
programs of the past with an eye toward an expanded
schedule each year.
Second: New programs will be added that create
connections to all of Dover’s communities with a particular
emphasis on young people. For example:
Third: Partner with social services professionals, to engage
at-risk citizens (addiction/behavioral health), both in 911
response situations and during follow up encounters to
improve the overall quality of life in Dover.
Paj 54
The Delaware Congressional Delegation is proud to provide this letter of support for the Dover
Police Department's application under the 2020 Community Oriented Policing Services (COPS)
Hiring Program (CHP). The application being submitted seeks five new-hire police officers for
Kent County's largest department. The officers will be deployed in an effort to further reduce
gun violence within the city of Dover, the capitol of our nation ' s first state.
We fully support the Dover Police Department' s vision to deploy the five new officers to work in
concert with local groups and citizens within our capital city towards the common goal of
reducing gun violence. Various shooting incidents, ranging from criminal mischief and reckless
endangerment to assault and murder, have been occurring more frequently within the city since
November, 2019. Of the 29 such incidents occurring since then, three have been classified as
homicides with two of them involving juveniles.
Currently, the department successfully employs the use of detailed crime analytics to monitor the
shootings, and other criminal occurrences, throughout the city on a biweekly basis. This is part
of a predictive policing model, producing actionable intelligence, where additional enforcement
efforts are needed to reduce the violence. The Dover Police Department collaborates with other
State and Federal law enforcement agencies; sharing information useful to the deterrence of the
violent criminal activities. A special Task Force, staffed by these resources, was required to
address their recent challenge. Collaboration extends to the Downtown Dover (business)
Partnership, various inter-faith (clergy) groups, and other stakeholders concerned with the public
safety of our citizens. However, a staffing shortage is limiting the visible police patrols needed
to deter crime.
Thomas R. Carper Christopher A. Coon Lisa Blunt Rochester
United States Senator United State S nator M mber of Congress
Paj 56
DEPARTMENT OF POLICE
Thomas A. Johnson, Jr. 400 South Queen Street
Chief of Police Dover, Delaware 19904
302-736-7 11 1
March 9, 2020
U.S. Department of Justice
Office of Community Oriented Policing Services
145 N Street NE
Washington, DC 20530
RE: 2020 COPS Hiring Program (CHP) Application
To Whom It May Concern:
The Dover Police Department (DPD) is a community-oriented law enforcement agency and
holds the honor of being one of the top accredited police departments in the country as
determined by the Commission on Accreditation for Law Enforcement Agencies (CALEA). The
DPD, accredited since 2000, reached and has maintained CALEA's highest standards of
excellence since 2008.
It was my honor to become the Police Chief on February 13, 2020, and I am looking forward to
working hard for both the agency and the city. During this past month, I have been spending a
lot of time getting to know the community, its businesses, the organizations and citizens within it
as well as becoming more acquainted with my own team inside the department. While attending
various community events, and meeting concerned stakeholders, it became clear that citizens are
concerned, and acutely aware, of the rising incidences of gun violence in and around Dover.
As identified in our application, gun violence started to surge starting last fall and still continues
today. During the November 2019 through February 2020 crisis window, there have been 29
shooting incidents within the City of Dover as compared to five each in the preceding two
corresponding periods (Nov ' 18 • Feb ' 19 and Nov ' 17 • Feb ' 18). Of the 29 current incidents,
16 (55%), were determined as gang related. The department responded immediately, expending
considerable overtime dollars, by increasing patrols and visible police presence in the affected
areas as much as possible. The city was able to find some additionaJ overtime revenue and the
DPD reprioritized other approved grant funding to supplement this presence. However, the
hours needed on a permanent basis, to sustain the positive results, cannot be sustained through
existing resources at the local level.
Paj 57
During the first weeks following my arrival, I have discovered there is a team of dedicated and
passionate people working within my department. We are becoming a very young department at
a time when the daily workload continues to increase. The average tenure of sworn Dover Police
Officers is 10.1 years. But in the Patrol Section, where most of the contact with the community
occurs, the average tenure is 8.4 years of service. By the summer, more than half of those 43
patrol officers will have less than 5 years on the job. Despite great training and mentoring,
veteran officers know that experience is the best teacher. In addition to helping with the
workload, a favorable grant decision would open up avenues of lateral transfer allowing
experienced officers an opportunity to rapidly join the Dover policing family.
My predecessors possessed long-term vision and adopted a five-year strategic plan in 20 18 that
continues to be extremely useful. The plan includes four key goals: (l) continued reduction of
violent crime, (2) focused effort on the opioid epidemic, (3) community policing enhancement
and (4) emphasis on recruitment, retention and diversity. Violent crime in 2018 was associated
with gangs, drug crimes and closely connected to the opioid epidemic. In addition to
enforcement efforts, Dover Officers were trained in the use ofNARCAN and we partnered with
state and federal agencies to sustain a NARCAN supply and provide drug intervention services.
Community policing efforts were implemented department wide, to include all Units, so every
Office r could become involved with this successful strategy and increase public awareness.
Additional educational and athletic programs were implemented through the Police Athletic
League (PAL) to create connections with the youth in our community. Getting police officers
involved in positive and fun activities with our young people is a key in developing and
maintaining future critical relationships. It also provides more opportunity for youth in "at-risk"
situations to spend their time safely in a fun and positive environment rather than engage in
criminal activities associated with gangs and other risky behaviors.
As the Law Enforcement Executive for the Dover Police Department I am respectfully
requesting the needed funding for five new pol ice officer positions. This grant will help ensure
that existing strategies and programs can be sustained as they are still valid and useful. To be
sure, we will continue to use analytics that produce credible evidence to determine additional
ways to reduce gun violence in the community. The primary role of law enforcement is to
address crime, contribute to a sense of security, and enhance the quality of life of all citizens.
This is done better through a holistic approach, working with community partners, but the impact
of a uniformed officer cannot be replaced by a secondary resource. Thank you for your kind
consideration to this application.
Sincerely,
~
Page 2 of 2
Paj 58
<!Congre~~ of tbe mlniteb ~tate~
March 10, 2020 wmtasf)ington, 11)(( 20515
Mr. Phil E. Keith, Director
Office of Community Oriented Policing Services
U.S. Department of Justice
145 N Street NE
Washington, DC 20530
Dear Director Keith,
The Delaware Congressional Delegation is proud to provide this letter of support for the Dover
Police Department's application under the 2020 Community Oriented Policing Services (COPS)
Hiring Program (CHP). The application being submitted seeks five new-hire police officers for
Kent County's largest department. The officers will be deployed in an effort to further reduce
gun violence within the city of Dover, the capitol of our nation's first state.
We fully support the Dover Police Department' s vision to deploy the five new officers to work in
concert with local groups and citizens within ow- capital city towards the common goal of
reducing gun violence. Various shooting incidents, ranging from criminal mischief and reckless
endangerment to assault and murder, have been occurring more frequently within the city since
November, 201 9. Of the 29 such incidents occurring since then, three have been classified as
homicides with two of them involving juveniles.
Currently, the department successfully employs the use of detailed crime analytics to monitor the
shootings, and other criminal occurrences, throughout the city on a biweekly basis. This is part
of a predictive policing model, producing actionable intelligence, where additional enforcement
efforts are needed to reduce the violence. The Dover Police Department collaborates with other
State and Federal law enforcement agencies; sharing infomrntion useful to the deterrence of the
violent criminal activities. A special Task Force, staffed by these resources, was required to
address their recent challenge. Collaboration extends to the Downtown Dover (business)
Partnership, various inter-faith (clergy) groups, and other stakeholders concerned with the public
safety of our citizens. However, a staffing shortage is limiting the visible po lice patrols needed
to deter crime.
We appreciate your consideration of this application. Please contact us once a decision is
rendered. Should you have any questions, we can be reached through our staff members: Larry
Windley in Senator Carper's office at (302) 674-3308; Kate Rohrer in Senator Coons' office at
(302) 736-5601; and Tyrone Jones in Congresswoman Blunt Rochester's office at (302) 830-
2330.
Thomas R. Carper Christopher A. Coons Lisa Blunt Rochester
United States Senator United States Senator Member of Congress
Paj 59
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Paj 84
OMB Number: 1103-0098
Expiration Date: 05/31/2020
COPS Application Attachment to SF-424
Section 1: COPS PROGRAM REQUEST
Federal assistance is being requested under the following COPS program:
Select the COPS grant program for which you are requesting federal assistance. A separate application
must be completed for each COPS program for which you are applying. Please ensure that you read,
understand, and agree to comply with the applicable grant terms and conditions as outlined in the COPS
Application Guide before finalizing your selection.
ONLY ONE PROGRAM OPTION MAY BE CHECKED
~ COPS Hiring Program • Law Enforcement Mental Health and Wellness Act
• Community Policing Development
• Preparing for Active Shooter Situations
• Anti-Heroin
COPS School Violence Prevention Program
• Tribal Grant Resources Program-Technical Assistance
• COPS Anti-Methamphetamine
Task Force
• Community Policing Development Microgrants
• Program
Applicant ORI Number: DE00101
Re-enter Applicant ORI Number: DE00101
The ORI number is assigned by the FBI and is your agency's unique identifier. The COPS Office uses the
first seven characters of this number. The first two letters are your state abbreviation, the next three
numbers are your county's code, and the next two numbers identify your jurisdiction within your county. If
you do not currently have an ORI number, the COPS Office will assign one to your agency for the purpose
of tracking your grant.ORI numbers assigned to agencies by the COPS Office may end in “ZZ.”
Tracking Number:GRANT13034051 Funding Opportunity Number:COPS-CHP-APPLICATION-2020 Received Date:Mar 02, 2020 12:39:17 PM EST
Paj 85
MAP OF THE CITY OF DOVER, DELAWARE
("'6)
(330)
001) DE 1S
(100,
1111:,)
-- (10ft;(H\i)
I
I
OE10 ,
DE i
0£1$ \ 1·
Paj 86
0MB Number: 4040-0004
Expiration Date: 1213112002
Application for Federal Assistance SF-424
• 1. Type of Submission: • 2. Type of Application: • If Revision, selecl appropriate tetter(s)
D Preapplication ~New I I
~ Application D Continuation • Other (Specify)
D Changed/Corrected Application D Revision I I
• 3 . Date Received: 4. Applicant Identifier:
!Completed by Grants gov upon submission
II I
Sa. Federal Entity Identifier: 5b. Federal Award Identifier:
IDF'lfll QI II I
State Use Only:
6. Date Received by State: I II 7. State Application Identifier: I I
8. APPLICANT INFORMATION:
• a. Legal Name: lei t y O r Dc•v, r I
• b. Employer/Taxpayer Identification Number (EIN/TIN): • c. Organizational DUNS:
,,
is1 600oc 92 I l1 /7r 931jr,1 JI
I
d. Address:
• Street1 : lrit y H l - 15 L ·Yi:iirma E- ~za I
Street2: I
• City: [' •ver I
County/Parish: I
• State: DE : Delaware I
Province:
I
• Country: 11:;;..: IT~ ' [ .:;~,; ~c!'.; I
' Zip I Postal Code: 119901 - 71.'7
I
e. Organizational Unit:
Department Name: Division Name:
IP• . i :, Dep3 r t.m•~ n t II l
f. Name and contact information of person to be contacted on matters involving this application:
Prefix:
I • First Name: !Robin I
Middle Name:
I'M". I
• Last Name: IA-ik ~ ns I
Suffix:
I I
Trtle: Ir lice R""" .Jrce~ M1nager I
Organizational Affiliation:
lr~Lce. Depa r trnE n t I
• Telephone Number: l3c - /j6-4446 I Fax Number: i<c ,_ 1J6- 11s
I
• Email: Ir ,c, • _j j._ n @, tar-e . d~ . l.i;.;
I
Paj 87
Application for Federal Assistance SF-424
• 9. Type of Applicant 1: Select Applicant Type:
le= City r T,wnship Governmen~
I
Type of Applicant 2: Select Applicant Type:
I
Type of Applicant 3: Select Applica nt Type:
I
• Other (specify):
I
• 10. Name o f Fed e ral A gency:
r ommunity 0ri1>r1t"d P0l 1cir1<.1 S<>rvices I
11 . Catalog of Federal Domestic Assistance Number:
111:., . 710 I
CFDA Title:
Pi,b 1 ic Sa fPty Partnership snd C' •mrnunity p l icing Grants
• 12. Funding Opportunity Number:
1~0P$- CHP- APPl!CAT!ON- ? ~c
I
·rrtJe:
!'OPS- CH F- m LICAT I ON - 2 02'
I
13. Compet ition Identification Number:
I
Title:
14. A reas Affec ted by Project (Ci ties, Counties, States, etc.):
l,-1ap of the r ~ t y ,f DcvPr , DE . pdt II -,dd Attachme ,,
II Delete Attachment
11 View Attachme nt I
• 15. Descripti ve Title of Applicant's Project:
l'ew-Hi<e P<' l l -,. 0tficers
I
Attach supporting documents as specified 1n agency mstruclions.
I Add Attachments
11
I I&
11
I · IV 1 ts
I
1
Paj 88
Application for Federal Assistance SF-424
16. Congressional Dist ricts Of:
·a.Applicant ioE:-a 11 I • b. Program/Project lnE-a11 I
Attach an additional list of Program/Project Congressional Districts if needed.
I I I Add Attachment II c:· A!!achm~~
II ovn\ttac hrner.t
I
17. Proposed Project:
·a. Start Date: lio;r J J) r, I " b. End Date: IC/Q 30/20 ~
I
18. Estimated Funding($):
·a. Federal
I .,
0
I
• b Applicant
I
'31fl , fit-
·I
• c. State
I
0. ,1
• d. Local
I
u. ,,ul
• e. Other CJ . nul
I
·t. Program Income I ll . Cll I
• g. TOTAL
I 1, •14 3, 70( . 751
• 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
[:gj a. This application was made available to the State under the Executive Order 12372 Process for review on I 03/10/2020 I-
D b. Program is subject to E.0 . 12372 but has not been selected by the State for review.
D c. Program is not covered by E.0. 12372.
• 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.)
OYes [:gj No
If "Yes", provide explanation and attach
I I I Add Attat t--n ,,, .,_ 11 . ::hment
11
,... tt, chmt
I
21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to
comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
[:gj •• I AGREE
•• The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency
specific instructions.
Authori:i:ed Representative:
Prefix: lrhief I • First Name: IThr-,ma" I
Middle Name: I I
• Last Name: !Johnson l
Suffix:
I I
• Titte: j~t.' f ' t P li -~ I
• Telephone Number: I, - ' l o - -,] l
I Fax Number: !1n,_-3.., _7157
I
• Email: l•r r,-3 - . i ,t ns ,n,a,-; . statP . j,. . •1s
I
• Signature of Authorized Rep<esentative: !completed by GrantS.gov upon submission
I • Date Signed: IComple!ed by GrantS.gov upon subm1ss10n
I
Paj 89
;
1-800-518-4726
GRANTS.GOV• WORKSPACE FORM SUPPORT@GRANTS GOV
This Workspace form is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in its entirety oflline using
Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the "Check For Errors· button. In-progress and completed forms
can be uploaded at any time to Grants.gov using the Workspace feature.
When you open a form, required fields are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. If you enter invalid or
Incomplete Information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov
Applicants tab.
OPPORTUNITY & PACKAGE DETAILS:
Opportunity Number: ':OPS - ~HP- APPLICAT ION- 2020
Opportunity Title: :OPS - CHP- APPLfCATION - 2020
Opportunity Package ID: PKG00.Z5i;J21-1
CFDA Number· 16 . 7 10
CFDA Description: Public s.,fety Pdrtnersh1~ ~nd Community Policing Grc0nts
Competition ID:
Competition Title:
Opening Date: 0 1/09/2020
Closing Date: ()1/11 / ~020
Agency: Cornm•1nl • y Orl~nte,J Po l i c ino Services
Contact Information: COPS Oftice Response Center
Phone : ~~1 . 421 . G770
APPLICANT & WORKSPACE DETAILS:
Workspace ID: 1-lS )1142"-,4 1
Application Filing Name: City f Dover Pnlice Dep ,rtmer,t
DUNS: 07"10936640000
Organization: DOVER, CITY OF (INC}
Form Name: Application tor Federa 1 Assistance (SF- 424}
Form Version: 2.1
Requirement: M,ndato ry
Download Date/Time: Mac 1 , . ,n 03 : 29 : 3. PM EDT
Form State: No Errors
FORM ACTIONS :
Paj 90
City of Dover
Legislative, Finance & Administrative Committee Meeting
Police Department – Budget Request
July 28, 2020
Paj 91
CITY OF DOVER1 DE-GENERAL & CAPITAL FUNDS I N DEX
SCENARI O OPTI ONS I NPUT SHEET
1 . - - - - - I-
N_S_T -R _
U_ CT I _
O N _S _ _ __ ,
S C E N A R I O CAT E G O R I E S 2021 2022 2023 2024 2025 2026 ~
> .ENTER CATEGORY NAME
SELECT OJ>T I ON ..J,
> ! CAT E GORY 1- COJ>S GRANT
BACK T O T O P
t t t
SO U RCES: A . COP S Gra n t R ece i p t s. 350 , 600 1 98, 600 75, 800 2 74, 400
,,
IJSES: P ercs.o n n e l - 5 O f fi ce res. ( S e p t e mb er 20 2 0 ) 448, 9 00 485, 2 00 5 0 9 , 7 00 5 45, 400 583, 6 00 6 2 4 , 5 00 2 , 7 48, 400
S O U R C ES: B.. COP S Gra n t
IJSES: T rn i n i n g, Unif orm s., a n d Suppli es S9, '9 00 2 , 5 00 2 , 5 00 6 , 800 2 , 5 00 2 , 5 00 1 6 , 800
S O U RCES: I C . COPS Gra n t
IJS ES: V e h i cl es 115 , 600 1 27, 2 00 2 4 2 ,800
D T O T A L S O U RCES: 350 , 600 1 98, 600 7 5 , 800 2 7 4 , 400
TOTA L U S ES: 5 08, 800 603, 3 0 0 5 1 2, 2 0 0 552 , 2 00 S,86, 100 7 5 4, 2 00 3 , 008, 000
t
% F E D E RAL S O U RCES 68.'9 % 3 2 .9 % 14.8% 0 .0% 0 .0% 0 .0%
> ENTER CATEGORY NAME > ! CAT EGORY 2 - Body Worn Camera s
SELECT O J>T I ON ..J, BACK T O T O P
SOU RCES: A . O PT IO N
,,
IJSES: Body W orn Ca m erns - 7 0 ( A ll i n Cost) 140, 000 6 9 , 2 00 59,, 2 00 69, 2!00 6 9 , 20 0 69, 2 00
D
r
T OTAL S O U R C ES:
T O T A L U SES: t 1 40, 000 69, 2 0 0 5 ,9 ,, 2 00 69, 2!00 69, 2 0 0 346,000
> ENTER CATEGORY NAME > ! CATEGORY 3 - Camera Station Monitor & I ncidents Report Clerk I
SELECT OJ>T I ON ..J, BACK T O T O P
~ t t
SOU RCES: A . O PT IO N
,,
IJSES: P ercs.onn e l - 1 C i v ili a n 4 6 , 5 00 4 7 , 600 48, 9 00 5 0 , 2!00 5 1, 6 00 52, 9 00
D T O T A L SOU RCES:
T O T A L U SES: 4 6 , 5 00 48, 9 00 50, 2!00 5 1 , 600 5 2 , 9 00 25 1 , 2 00
D TOTA L SO U R C ES: 3 5 0 , 600 198, 600 75,800 2 74, 400
T OTA L U SES: 695, 300 720 ,100 6 3 0, 300 671, 600 7 0 6 , '9 00 8 76, 3 00 3 , 6 0 5 , 2 00
CALCULATIONS
I
N ET IM PACT O N A NNUA L BU D GET ( 3 44, 7 0 0 ) ( 5 2 1,5 0 0 ) ( 554 , 5 0 0 ) ( 671, 600) (706, 9 00) ( 8 76, 3 0 0 ) ( 3 , 330,800)
~. t
$ .0 1 T AX PROPERTY T A X IN CREASE
A nnu a l C h a n g e in Ta x R a t e
$0.010
$0.010
$0.015
$0.005
$0.016
$0.001
$0.019
$0.003
$0. 020
$0. 001
$0.025
$0.005
Paj 92
CITY OF DOVER1 DE-GENERAL & CAPITAL FUNDS I N DEX
SCENARI O OPTI ONS IN PUT SHEET
1 . - - - - - I-
N_S_T -R _
U_ CT I _
O N _S _ _ __ ,
S C E N A R I O CAT E G O R I E S 2021 2022 2023 2024 2025 2026 ~
> .ENTER CATEGORY NAME
SELECT OJ>TI ON ..J,
> ! C A T EGORY 1- C OJ>S GRANT
BACK T O T O P
t t t
SOU RCES: A . COPS Grnnt R ece i p t s. 95, 900 308,'900 167, 800 52, 400 S29, 100
,,
IJSES: P ercs.onne l - 5 O f fice res. (M a.-ch 2021) 119, 400 480, 600 513, 300 549•, 300 587,800 629,000 2 , 760,000
SOU RCES: B.. COPS G.-a nt
IJSES: Trn in i ng, Unif oi-ms., and Suppli es 59, '9 00 2 , 500 2 , 500 6 , 800 2 , 500 2 , 500 16, &00
SOU RCES: I C . COPS Grn nt
IJSES: V e h i cl es I 115, 600 1 27, 200 242, 800
D TOTA L SOU RCES: 95, 900 308, 900 167, 800 52, 400 529, 100
t
TOTA L U SES:
> ENTER CATEGORY NAME >
% FEDERAL SOURCES
! C ATEGORY 2 - Body Wo rcn C amern,s
1 179, 300
53 .5%
598, 700
51. 6 %
S1S, &0 0
32.S%
556,100
9.4%
590, 300
0 .0%
75-8, 700
0 .0%
3 , 0 1 9 , 600
SELECT OJ>TI ON ..J, BACK T O T O P
SOU RCES: A. O P T I O N
,,
IJSES: Bo d y Wo.-n Camerns- 7 0 ( A ll i n Cost) 140, 000 69, 200 69•, 200 69, 2!00 69,200 69, 200
D
r
TOTAL SOU RCES:
TOTA L U SES: t 140, 000 69, 200 6 '9 •, 200 69, 2!00 69, 200 346, 000
> ENTER CATEGORY NAME > ! CATEGORY 3 - Camern Station Monito.- & Incidents Report C le rck I
SELECT OJ>TI ON ..J, BACK T O T O P
~ t t
SOU RCES: A . OPTI O N
,,
IJSES: P ercs.onne l - 1 C i v ili an 46, 500 4 7 , 600 48, 900 50, 2!00 5 1, 600 52, 900
D TOTA L SOU RCES:
TOTAL U SES: 46, 500 48, 900 50, 2!00 5 1 , 600 52, 9 00 251, 200
D TOTA L SOURCES: 9S,'900 308,'900 167, 800 52,400 529, 100
TOTAL U SES: 365, 800 715, 500 633,'9 00 675, 500 7 11,100 &80,&00 3 , 616, &00
CALCULATIONS
I
N ET I MPACT O N A NNUA L BU DGET ( 269, 900) ( 406 , •600) (466,100) ( 623, 100) (711,lDO) ( 880,&00) ( 3 , 087, 700)
~. t
$.01 TAX PROPERTY TAX IN CREASE
A nnu a l Cha n ge in Ta x Rate
$0.008
$0.008
$0.012
$0.004
$0.013
$0.002
$0.018
$0.004
$0. 020
$0. 003
$0.025
$0.005
Paj 93
CITY OF DOVER, DE - GENERAL & CAPITAL FUNDS
SENSITIVITY ANALYSIS
~~ ,;;;,;;:;};,~
UNO < CLICK ON CELL
SELECT STARTING FISCAL YEAR> o
L~_,_9_ _ _ __.E_. . .! SELECT ENDING FISCAL YEAR> IL2_0 2_G_ _ _ ~F_,..~! CONVERT DOLLARS TO > 1 , TH O USA N DS r. . 1
... REVENUES AND EXPENDITURES
BASELIN E
BAS ELIN E
... $60, 000
$50, 000
> OPTION CATEGORY > ..I, $40, 000
IS
z
ICATEGORY 1 - COPS GRANT-
March 2021
"""':::>
0
$30, 000
i=
"' $20, 000
I CATEGORY 2 - Body Worn Camerasl 0
$10,000
CATEGORY 3 - Camera Stat ion $0
2019 2020 2021 2022 2023 2024 2025 2026
Mon itor & Inc idents Re ort Clerk
VARIANCE (865) (1,998) (1,842) (3, 978) (4,402) (4, 898) (5, 369) (5,895)
VAR BASE 44,521 47, 062 46, 861 49,427 50,331 51,382 52,452 53 , 681
ICATEGORY4 • - - BASELINE REV 4 3 , 65 6 45, 064 44, 923 45, 140 45, 761 46,43 1 47 ,083 47 , 786
- - REVENUES 43, 656 45, 064 45, 019 45,449 4 5,929 46,484 47 ,083 47 , 786
- - BASELINE EXP 44, 521 47, 062 46, 496 48, 711 49, 697 50 , 706 51, 741 5 2 , 801
I CATEGORY 5 • - - EXPENDITURES 44, 521 47 ,062 46,861 49,427 50, 331 51, 382 52,45 2 53,681
UNRESERVED FUND BALANCE
I CATEGORY 6 • $5, 000 10, 000
I CATEGORY 7 • "'
C
$0
-$5, 000
---- ----- - - 5, 000
z
<( -$10, 000
"'
:::>
0 -$15, 000
(5,000)
I CATEGORY 8 • ::c
I-
..,,_ -$20, 000
(10, 000)
-$25, 000 (15, 000)
I CATEGORY 9 • -$30, 000
2019 2020 2021 2022 2023 2024 2025 2026
(20, 000)
- NEGATIVE (300) (4, 278) (8,680) (13, 578) (18, 947) (24, 842)
I CATEGORY 10 • - POSITIVE 3, 540 1, 542
- - FB BASE 6, 837 4,839 3, 266 (305) (4, 240) (8, 515) (1.3,173) (18,188)
Copyright 2004-2020, Government Finan ce Research Group UC - www. MuniCast.com
Paj 94
CITY OF DOVER, DE - GENERAL & CAPITAL FUNDS
FINANCIAL SUMMARY, BY ACCO~11 0-GENERAL FUND I • I
7070R 7071R 7077F ,onF 7074F 70,~F 707nF
FUND BALANCE-BEGINNING 6,837,000 4,838,600 3,266,400 (304,800) (4,240,200) (8,515,300) (13,173,200)
REVENUES AND SOURCES
01-PROPERTY TAXES 14,S96,700 14,885,800 15,183,SOO 15,487,200 15,796,900 16,112,800 16,43S,100
02-FRANCHISE FEES 645,000 645,000 645,000 645,000 645,000 645,000 645,000
03-LICENSES ANO PERMITS 3,194,000 2,916,000 2,945,200 2,974,700 3,004,400 3,034,400 3,064,700
OS-GRANTS RECEIVED S43,SOO 623,SOO 223,100 223,100 223,100 223,100 223,100
06-COURT OF CHANCERY FEES 1,47S,000 1,440,000 1,S12,000 1,S87,600 1,667,000 1,7S0,400 1,837,900
07-SANITATION FEES ANO REBATES 3,076,600 3,090,600 3,106,100 3,121,600 3,137,200 3,152,900 3,168,700
08-LIBRARY REVENUE - GENERAL 384,800 368,400 372,100 37S,800 379,600 383,400 387,200
09-FINES 1,097,SOO 1,167,800 1,179,SOO 1,191,300 1,203,200 1,215,200 1,227,400
10-INVESTMENT INCOME {LOSS) 120,000 140,000 140,700 141,400 142,100 142,800 143,SOO
11-M ISCELLANEOUS SERV ICES 312,SOO 270,000 27S,400 280,900 286,SOO 292,200 298,000
13- INOIRECT SERV ICES BILLING S,749,900 S,S92,700 S,760,SOO S,904,SOO 6,081,600 6,233,600 6,420,600
20-TRANSFERS IN-ELECTRIC FUND {480) 10,000,000 10,000,000 10,000,000 10,000,000 10,000,000 10,000,000 10,000,000
21-TRANSFERS IN-ERLSP {212) S32,900 445,000 449,SOO 449,SOO 454,000 454,000 458,SOO
22-TRANSFERS IN-MUN ICIPAL STREET All 665,300 7S0,000 700,000 700,000 700,000 700,000 700,000
23-TRANSFERS IN-OTHER 145,000 lSS,000 156,600 158,100 159,700 161,300 162,900
24-TRANSFERS IN-REALTY TRANSFER TAX 1,S25,000 1,433,SOO 1,490,800 1,S20,600 1,SSl,000 1,S82,000 1,613,600
25-TRANSFERS IN-WATER/WW FUND {41 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000
TOTAL REVENUES ANO SOURCES 45,063,700 44,923,300 45,140,000 45,761,300 46,431,300 47,083,100 47,786,200
EXPENDITURES AND USES
01-SALAR IES ANO WAGES 19,SS0,600 20,404,SOO 20,812,600 21,332,900 21,866,200 22,412,900 22,973,200
02-FICA 1,S14,700 1,S66,SOO 1,S97,800 1,637,700 1,678,600 1,720,600 1,763,600
03-HEALTH INSURANCE 3,641,300 3,63S,300 3,744,400 3,856,700 3,972,400 4 ,091,600 4 ,214,300
04-0THER-BENEFITS 936,600 943,100 9S2,SOO 962,000 971,600 981,300 991,100
OS-RETIREE HEALTHCARE 1,894 ,900 2,045,400 2,106,800 2,170,000 2,23S,100 2,302,200 2,371,300
07-PENSION 3,732,700 3,94 9,100 4 ,028,100 4,128,800 4 ,232,000 4 ,337,800 4 ,446,200
08-0 PEB 977,700 837,100 853,800 87S,100 897,000 919,400 942,400
09-MATERIALS & SUPPLIES 1,749,840 1,S36,400 1,SSl,800 1,S67,300 1,S83,000 1,S98,800 1,614,800
10-AOM IN EXPENDITURES 6,254,660 6,212,700 6,30S,900 6,400,SOO 6,4 96,SOO 6,S93,900 6,692,800
11-0THER EXPENSES 1,982,400 2,010,100 2,010,100 2,010,100 2,010,100 2,010,100 2,010,100
12-STREET LIGHT 815,000 815,000 823,200 831,400 839,700 848,100 856,600
13-0THER-CHARGES 250,000
14-TRANSFER-TO-OEBT S00,000 462,200 SS3,700 SS3,700 SS3,700 SS3,700 SS3,700
15-TRANSFER-TO-CIP 3,261,600 2,078,100 3,370,SOO 3,370,SOO 3,370,SOO 3,370,SOO 3,370,SOO
TOTAL REVENUES ANO SOURCES 47,062,000 46,495,500 48,711,200 49,696,700 50,706,400 51,740,900 52,800,600
SURPLUS/(OEFICIT) (1,998,300) (1,572,200) (3,571,200) (3,935,400) (4,275,100) (4,657,800) 15,014,400)
%REVENUE -4% -3% -8% -9% -9% -10% -10%
FUND BALANCE-ENDING 4,838,600 3,266,400 (304,800) (4,240,200) (8,515,300) (13,173,200) (18,187,600)
% OF REVENUES ANO SOURCES 10.7% 7.3% -0 .7% -9.3% -18.3% -28.0% -38.1%
Additional Funds Needed (1,233,500) 327,500 3,916,000 7,901,100 12,229,800 16,939,800 22,010,500
Paj 95
CITY OF DOVER PROPOSED ORDINANCE #2020-10
1 BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF DOVER, IN
2 COUNCIL MET:
3 That Chapter 34 - Elections, Article II - Voter Registration, Section 34-31. - Requirements of the
4 Dover Code be amended by inserting the text indicated in bold, blue, and deleting the text indicated
5 in red strikeout as follows:
6 ARTICLE II. - VOTER REGISTRATION
7 Sec. 34-31. - Requirements.
8 No person shall vote, or be allowed to vote, in any municipal election unless such person is properly
9 registered to vote for state elections in accordance with title 15 of the Delaware Code (15 Del. C.
10 § 1101 et seq.), and as otherwise qualified to vote as required in section 8 of the city Charter.
11 Sec. 34-32. - Registration deadlines.
12 (a) Regular elections. In accordance with 15 Del. C. § 2036, The the city clerk shall
13 close the registration records at the close of the business day on the last working day
14 of March of each year before the fourth Saturday prior to the date of the annual
15 regular election, and only those voters properly registered as of that time shall be
16 entitled to vote at the following annual regular election., and the
17 (b) Special elections. In accordance with 15 Del. C. § 2037, the city clerk shall close
18 the registration records 10 days prior to the date of a special election, and only
19 those voters properly registered as of that time shall be entitled to vote at the
20 following special election.
21 The registration records of the city shall remain closed until the first working day in May the day
22 after the regular or special election.
23 Sec. 34-32 34-33. - Custodian of registration records.
24 The city clerk shall be the custodian of the permanent registration records. The removal of
25 registration records from city hall shall be done only with the express consent of the city clerk.
26 (Code 1981, § 2-27; Ord. of 1-9-1989)
27 Secs. 34-3334-34—34-60. - Reserved.
28 (Code 1981, § 2-26; Ord. of 1-9-1989; Ord. of 11-26-1990, § 2)
29 BE IT FURTHER ORDAINED:
30 That Chapter 34 - Elections, Article III - Absentee Voting of the Dover Code be amended by
31 inserting the text indicated in bold, blue, and deleting the text indicated in red strikeout as follows:
Paj 96
Ordinance #2020-10 - Chapter 34 - Elections Page 2
32 ARTICLE III. - ABSENTEE VOTING
33 Sec. 34-61. - Purpose.
34
35 The intention of this article is to provide qualified voters of the city who are unable to appear at the
36 polling place of their district to cast their ballot on the day of an election with the ability to cast an
37 absentee ballot.
38 (Code 1981, § 2-41; Ord. of 2-11-1985; Ord. No. 2017-15 , 11-27-2017)
39 State Law reference— Similar provisions, 15 Del. C. § 5501.
40 Sec. 34-62. - Persons eligible to vote by absentee ballot.
41 Any qualified elector, duly registered, of this city may cast their vote by absentee ballot in any
42 regular municipal election or special municipal election if the elector is unable to appear at the
43 polling place of their election district due to reasons set forth in 15 Del. C. § 5502—Persons eligible
44 to vote by absentee ballot.
45 (Code 1981, § 2-42; Ord. of 2-11-1985; Ord. No. 2017-15 , 11-27-2017)
46 State Law reference— 15 Del. C. § 5502.
47 Sec. 34-63. - Request for ballot; statements required of persons applying for absentee ballots.
48
49 Any voter who is qualified under 15 Del. C. § 5502—Persons eligible to vote by absentee ballot, and
50 who desires to receive an absentee ballot may request one by filing a statement with the city clerk's
51 office, subscribed and sworn to by the voter, no later than 12:00 noon the day before the election.
52 (Code 1981, § 2-44; Ord. of 2-11-1985; Ord. of 11-26-1990, § 3; Ord. No. 2017-15 , 11-27-2017)
53 Sec. 34-64. - Distribution of ballots, envelopes and instructions.
54 Upon receipt of a statement from a voter, the city clerk's office, not more than 60, nor less than four
55 days prior to the regular or special election and within three days after the absentee ballots, envelopes
56 and instructions for completing and returning an absentee ballot become available, shall mail to the
57 voter, postage prepaid, an official ballot, enclosed in an official envelope, along with a voucher
58 envelope marked "voucher envelope," a copy of the instructions for completing and returning an
59 absentee ballot and a mailing envelope marked "mailing envelope." Nothing contained in this section
60 shall prevent the issuance of an absentee ballot to those lawfully entitled thereto prior to 12:00 noon
61 on the day prior to any regular or special election when the request is made less than four days prior
62 to the regular or special election.
63 (Code 1981, § 2-45; Ord. of 2-11-1985; Ord. of 11-26-1990; Ord. No. 2017-15 , 11-27-2017)
64 Editor's note— Ord. No. 2017-15 , adopted November 27, 2017, repealed § 34-64 and renumbered
65 § 34-65 as § 34-64. Former § 34-64 pertained to requests for ballots and derived from the Code of
66 1981; Ord. of 2-11-1985; and Ord. of 11-26-1990.
Paj 97
Ordinance #2020-10 - Chapter 34 - Elections Page 3
67 State Law reference— Similar provisions, 15 Del. C. § 5504.
68 ADOPTED: *
69 S:\ORDINANCES\2020\DRAFT\ORDINANCE #2020-10 - CH 34 - ELECTIONS\ORDINANCE #2020-10 - CH 34 - ELECTIONS, ART II - VOTER REGISTRATION.wpd
70 SYNOPSIS
71 The amendment aligns the voter registration deadlines with the Delaware Code.
72
73 (SPONSORS: LINDELL AND MCDOWELL)
74 Actions History
75 07/28/2020 - Introduction - Council Committee of the Whole/Legislative, Finance, and Administration Committee