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LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA January 9, 2012 - 5:30 P.M. - Council Chambers - City Hall - City of Dover Public comments are welcomed on any item and will be permitted at appropriate times. When possible, please notify the City Clerk (736-7008 or e-mail at CityClerk@dover.de.us) should you wish to be recognized. AGENDA ADDITIONS/DELETIONS 1. Report by Dover Human Relations Commission (On September 26, 2011, the LF&A Committee Recommended that the Commission Conduct a Self-Review and Report Back within Three Months with Suggestions to Make Operations More Effective) 2. Staff Recommendations A. Economic Development Office B. Community Development Office 3. Clarification of Action Taken on August 8, 2011 - Reconsideration of Review and Recommendation - Filling Critical Positions as a Standing Agenda Item and Review of Necessary Documentation for Requests for Filling Critical Positions 4. Review of Travel Policy 5. Sponsorship of Delaware New Jobs Infrastructure Fund Grant Application by Calpine Corporation (Garrison Oak Technical Park) 6. Disposition of City Owned Land - Property Located at 120 W. Loockerman Street 7. Public Comment Period 8. Adjournment by 7:00 P.M. /tm S:\AGENDAS & MINUTES\Committee-Agendas\2012\01-09-2012 LF&A.wpd THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS.

MEMORANDUM Department of Planning and Community Development P.O. Box 475 Dover, Delaware 19903 Phone: 302.736.7196 Fax: 302.736.4217 Date: January 4, 2012 To: Legislative, Finance and Administration Committee From: Ann Marie Townshend, AICP RE: Community Development Program – Proposed Reorganization of Program Staffing The City’s Community Development Program administers funds from the Community Development Block Grant (CDBG) Program which are distributed to the City by the U. S. Department of Housing and Urban Development (HUD). In recent years, the City’s funding allocation has been cut. The federal grant guidelines allow for up to 20 percent of the allocation to be used for program administration. As the City’s allocation shrinks, the amount of money available to support program administration is proportionally reduced. The presence of the Neighborhood Stabilization Program, and administrative dollars utilized from this funding, has helped to reduce the General Fund’s subsidy to the CDBG administration. With anticipated funding for the upcoming program year, it is expected that the City will be able to spend less than $50,000 of the grant allocation on program administration. The Fiscal Year 2012 budget for program administration is approximately $75,000 ($72,493 comprising personnel costs). In looking at how we can reduce program cost and gain efficiency in expenditure of program administration funds, I have looked at streamlining the subgrant process. This proposal is being submitted to the Parks, Recreation & Community Enhancement Committee for review on January 9, 2012. With gaining efficiency due to streamlining of program administration, I am recommending that City Council authorize me to restructure the Community Development Program and what is currently the Community Development Manager position to allow for this position to take on additional responsibilities outside the Community Development Program. As you may know, one of the planners left the Planning Office in September 2011, after the Planning Office had taken on administration of the City’s Municipal Separate Storm Sewer System (MS4) permit. This has added an increased burden to the existing planning staff. By moving the Community Development Program under the Planning Office and retitling the Community Development Manager position to a Planner I, I will have more flexibility in assigning the workload among the members of the Planning Staff. If Council concurs with this reorganization, I will work with the Principal Planner to distribute workload associated with the CDBG program, permit review, and MS4 administration in a way that provides quality customer service, acceptable turn-around time on permit review, and staffing to ensure that we meet our obligations under the MS4 permit. The Community Development Manager is a pay grade 120, and the Planner I is a pay grade 117. No pay adjustments is recommended, as the employee’s current salary is within the range for a Planner I.

LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE EXCERPT The Legislative, Finance, and Administration Committee meeting was held on August 8, 2011 at 5:30 p.m. with Chairman McGlumphy presiding. Members present were Mr. Anderson, Mr. Hare, Dr. Jones, and Mr. Shevock. Members of Council present were Mr. Bonar, Mr. Hutchison, Mr. Lynn (arrived at 6:52 p.m.), Mrs. Russell (arrived at 6:11 p.m.), and Council President Leary (arrived at 6:00 p.m.). Reconsideration of Review and Recommendation - Filling of Critical Positions as a Standing Agenda Item and Review of Necessary Documentation for Requests for Filling Critical Positions Members were reminded that during their Regular Meeting of March 9, 2009, City Council approved the Legislative, Finance, and Administration Committee’s recommendation to approve a Hiring Freeze for Fiscal Year 2008-2009, but to allow the hiring of critical positions through the review and approval of the Legislative, Finance, and Administration Committee and City Council. It was suggested that, in order to avoid issues involving prior notice for agenda items, there could be a "standing" agenda item to consider the filling of critical positions and, if there were no positions to consider, the item could be removed. In light of the current economic conditions, Dr. McGlumphy, Chair of the Legislative, Finance, and Administration Committee requested that members reconsider retaining the Filling of Critical Positions as a standing item on the agenda and instead adopt the following process with regard to vacancies: < If a position becomes vacant that will affect public or employee safety or cause financial harm to the City, Permission to Recruit, Hiring Justification Outline, and Wage and Benefit Information for Employee Hiring and Transfers forms will be submitted to the Legislative, Finance, and Administrative Committee. < The justification to fill a position is to include the exiting employee's salary and benefits, estimated salary and benefits for the new employee, and how the department will fund this position within the realm of their current budget for salary and benefits, with cost to include any vacation, sick leave, or compensatory time paid out to the exiting employee. If the department cannot cover the cost due to terminal leave or lump sum payouts, then the position cannot be filled until such time as the cost can be covered in the current budget. < If Council decides to cover the cost overages, then the method of funding is to be determined by the City Manager, Council, or the Council/Mayor appointee. < To fill the needs of a department that has vacancies, staff from other departments or staff within the department that has vacancies will be utilized while Council is working through the current and future budget constraints.

LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING OF AUGUST 8, 2011 PAGE 2 Dr. McGlumphy requested that the Filling of Critical Positions be removed as a standing agenda item and the affirmation and adoption of the current and proposed hiring process. It was his opinion that this process would provide more transparency and accountability within departments. Mr. Hare moved to recommend removing the Filling of Critical Positions as a standing agenda item and affirmation and adoption of the current and proposed hiring process for filling vacant or new positions, including submission of a Permission to Recruit Form, a Hiring Justification Outline Form, and a Wage and Benefit Information for Employee Hiring and Transfers Form. The motion was seconded by Mr. Anderson and unanimously carried.

ACTION FORM PROCEEDING: Legislative, Finance, and Administration Committee AGENDA OF: 08-08-2011 DEPARTMENT OF ORIGIN: City Council DATE SUBMITTED: 07-29-2011 PREPARED BY: Traci A. McDowell, City Clerk on Behalf of Chairman McGlumphy SUBJECT: Reconsideration of Review and Recommendation - Filling Critical Positions as a Standing Agenda Item and Review of Necessary Documentation for Requests for Filling Critical Positions EXHIBITS: 1) Excerpt of March 9, 2009 City Council Minutes, 2) Procedure to Fill a Vacant or New Position, 3) Permission to Recruit Form, 4) Hiring Justification Outline, and 5) Wage and Benefit Information Form for Employee Hiring and Transfers TIMETABLE: Consideration by City Council on 08-22-2011 RECOMMENDED ACTION: Removal of Filling of Critical Positions as a Standing Agenda Item and Affirmation and Adoption of Current and Proposed Hiring Process BACKGROUND AND ANALYSIS During their Regular Meeting of March 9, 2009, City Council approved the Legislative, Finance, and Administration (LF&A) Committee’s recommendation to approve a Hiring Freeze for Fiscal Year 2008-2009, but allow the hiring of critical positions through the review and approval of the Legislative, Finance, and Administration Committee and City Council and that, in order to avoid issues involving notice of agenda items, there could be a "standing" agenda item to consider the filling of critical positions and, if there were no positions to consider, the item could be removed. In light of the current economic conditions, Dr. McGlumphy, Chair of the LF&A, has requested that the Committee reconsider having the Filling of Critical Positions as a standing item on the agenda and adopting the following process with regard to vacancies: < If a position becomes vacant that will affect public or employee safety or cause financial harm to the city, permission to recruit, hiring justification, and Wage and Benefit Information for Employee Hiring and Transfers forms (Exhibits #3, #4, and #5) will be submitted to the Legislative, Finance, & Administrative Committee as needed. < The justification to fill a position is to include the exiting employee's salary and benefits, estimated salary and benefits for the new employee, and how the department will fund this position within the realm of their current budget for salary and benefits. The cost to include any vacation, sick leave or comp time paid out to the exiting employee. If the department cannot cover the cost due to terminal leave or lump sum payouts, then the position cannot be filled until such time the cost can be covered in the current budget (Exhibit #5). < If Council decides to cover the cost overages, then how it is to be funded needs to be determined by the City Manager, Council, or the Council/Mayor appointee. < To fill the needs of a department that has vacancies, staff from other departments or staff within the department that has vacancies will be utilized while Council is working through the current and future budget constraints. /tm S:\CAFS\08-08-2011-LF&A CAF - Reconsideration - Filling Critical Positions as Standing Agenda Item.wpd

EXHIBIT #1 LF&A Action Form 08-08-2011-Agenda Item #1 EXCERPT OF MINUTES OF REGULAR COUNCIL MEETING The Regular Council Meeting was held on March 9, 2009 at 7:30 p.m. with Council President Hogan presiding. Council members present were Mr. Leary, Mrs. Russell, Mr. McGlumphy, Mr. Slavin, Mr. McGiffin, Mrs. Williams, Mr. Salters and Mr. Ruane. Council staff members present were Police Major Taraila, Ms. Russell, Mrs. Mitchell, Mrs. Townshend, Deputy Fire Chief Christiansen, Mr. DePrima, City Solicitor Rodriguez, Mrs. McDowell, and Mayor Carey. LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE REPORT - FEBRUARY 23, 2009 The Legislative, Finance, and Administration Committee met on February 23, 2009 with Chairman Slavin presiding. Moratorium on Hiring and Process for Exemptions Mr. DePrima, City Manager, advised members that in December 2008, due to the lagging revenues and concern for meeting this year’s budget goals, he requested that all Department Heads refrain from hiring vacant positions unless it was considered mission critical. In others words, without the position, a critical aspect of the department’s mission could not be fulfilled. He stated that by continuing this policy more formally, it would allow better flexibility in developing next year’s budget. For example, he explained that the City may be able to eliminate a position without having to lay off an employee. In addition, through immediate savings, the City will be better able to meet this year’s budget goals. Traditionally all departments, with the exception of the Police Department when hiring uniformed officers, would fill out the Permission to Recruit form and complete a Hiring Justification Outline. Mr. DePrima advised members that these forms are generally signed by the City Manager for departments assigned to him, by the Council President for Council Appointee Departments, and the Mayor for the Police. Once the forms are completed, the Human Resources Department begins the recruitment and hiring process. Thus far, Mr. DePrima noted that there is one (1) vacancy being held open in each of the following departments: Library, Assessor’s Office, Customer Service, Water Construction, and the Electric Division. He stated that two (2) positions were considered mission critical: 1) The Council President has signed a “Permission to Recruit” form for an Accountant II in the Finance Department; and 2) The Mayor has signed a “Permission to Recruit” form for a uniformed Police Officer. An offer has been made to a potential candidate for the Police officer position. Mr. DePrima suggested that in order to bring more inter-departmental uniformity as to what is “mission critical”, a review panel consisting of the Mayor, Council President, and City Manager is warranted. He explained that this would also serve as a good check and balance, and allow different points of view to be considered. This panel could meet and act quickly allowing for the timely hiring of mission critical positions during the hiring freeze.

EXCERPT OF CITY COUNCIL MEETING MINUTES OF MARCH 9, 2009 PAGE 2 Staff recommended approval of the hiring freeze for fiscal year 2009-2010, but to allow the hiring of critical positions through the review and approval of the Hiring Review Committee, which will be comprised of the Mayor, the Council President, and the City Manager. Responding to Mr. Salters, Mr. DePrima stated that staff’s recommendation is for the approval of a hiring freeze, which would make it official, and also the creation of a mechanism to allow for critical positions to be hired. He clarified that the positions approved by the Mayor and Council President were replacements and did not allow for the hiring of additional employees. Mr. Leary felt that a hiring freeze is a “Fait accompli” particularly in this environment. Alluding to their being previous discussion regarding this matter during the recent Council Retreat, of which he was not in attendance, Mr. Leary objected to the creation of a special committee since it was his opinion that there would be no position that could not wait two (2) weeks in order for the matter to be brought before the committee for their review and recommendation to Council. Concurring, Mrs. Williams also felt that the recommendation would place the Mayor in a position of dictating to Council, which is not permitted in accordance with the City Charter. She stated that it would also put the Council President in a unique position whereby he would be voting on a position against the wishes of a majority of Council. In order to avoid issues involving notice of agenda items, Mr. Slavin suggested that there could be a “standing” agenda item to consider the filling of critical positions and, if there are no positions to consider, the item could be removed. Mr. Ruane relayed his concurrence with these matters being brought before the committee for their review and recommendation to City Council. He noted that staff’s recommendation is for approval of the hiring freeze for fiscal year 2009-2010 and questioned if it should be effective for fiscal year 2008-2009. Responding, Mr. DePrima confirmed that there was a typographical error and that the hiring freeze should be effective for fiscal year 2008-2009. The committee recommended approval of the Hiring Freeze for Fiscal Year 2008-2009, but allow the hiring of critical positions through the review and approval of the Legislative, Finance, and Administration Committee and City Council. By consent agenda, Mr. Slavin moved for approval of the committee’s recommendation, seconded by Mr. McGlumphy and carried by a unanimous roll call vote.

EXHIBIT #2 LF&A Action Form 08-08-2011-Agenda Item #1 Procedure to Fill a Vacant or New Position 1. A Permission to Recruit form and Hiring Justification must be filled out for additions / replacements for your Department. This form must be forwarded to the City Manager / Council President or Mayor for approval, as appropriate, prior to being forwarded to Human Resources. 2. Human Resources will write the ad, as needed, and return to the originating Department for review. This will be completed within 3 days of receiving the Permission to Recruit form from the City Manager / Council President or Mayor. The Department is responsible to provide Human Resources with a job description for a new position. Bargaining unit jobs will be posted as outlined in the appropriate Labor Agreement. All jobs deemed appropriate will be posted on the City’s website. 3. Human Resources will post / run the ad in the appropriate publications and log in and collect the applications and resumes. 4. Once the job closes and all applications / resumes are received, Human Resources will review the responses for appropriateness to fill the open position, narrow the selection down to the 15 most qualified candidates and contact the originating Department to sign for and pick up the applications/ resumes for their review. If an in-house applicant is NOT to be interviewed, then the department doing the hiring must speak with the employee to determine why the employee feels that they are qualified for the position. The discussion should include why the candidate has not being selected for an interview. 5. Once the department has determined which candidates will not be interviewed, Human Resources will send a letter to everyone that was not selected for an interview. This is completed at the beginning of the interview process rather then after in order to maintain good communications with all the applicants. 6. The Department will contact Human Resources to schedule interviews at a time convenient to the Department, HR and the persons to be interviewed. The department will also provide Human Resources with a draft of the interview questions for the HR department’s review and finalization. HR will then schedule the interviews and provide interview packets to the interview committee. 7. At the conclusion of the interviews, if possible, the interview panel should determine the top candidate. By doing this, the background investigation can be conducted simultaneously while the department is completing the interview process. After all the interviews are complete, it is recommended that the department check the applicant’s references. Please do not contact references that are not indicated on the applicant’s application or the applicant’s present employer unless the applicant gives you permission.

8. Following the interviews the Department will submit their preference of candidates and recommendation for hire to HR for review and final approval along with all interview notes. The recommendation must include the reasons for their choice of candidate and list all candidates interviewed with a brief outline of the justification for their choice along with the reasons they did not chose the other candidates to fill the open position. Approval cannot be granted until all interview notes from the entire interview panel are received by the Human Resources Department. The recruitment file is not complete without this vital information. 9. Once the background investigation is received, the H/R department will contact the successful candidate(s) by phone and offer him or her the position. H/R will follow up the phone call with a formal letter. The candidate will be instructed that the offer is contingent upon them successfully completing our pre-employment drug test and that their official hire date will be determined once the drug results are received. H/R will inform the department when the drug results are received. The results are normally received within three days of the applicant taking the test. If the results are favorable, the department is to make contact with the applicant to determine his or her start date. The department will then notify H/R of this date. 10. Once a start date is determined, HR will notify the Information Technology Department, as appropriate, to make sure the technology is in place for our new hire on the start date. 11. HR will send letters to candidates interviewed however not extended an offer of employment. U pdated 3/19/09

EXHIBIT #3 LF&A Action Form 08-08-2011-Agenda Item #1 Permission to Recruit To: City Manager Date:_____________ From:_____________________________________ Permission to recruit:_________________________(number) Type of Position: PF PP TF TP (circle one) Title of Position:__________________________________________________________ Start employment on:______________________________________________________ Opening is due to: Termination, Transfer, Promotion, Other_________________________________ (circle one) (explain) __________________________________________________________________ (Name of previous employee) Type of recruitment desired: All out-of-house job postings will be advertised/announced in the Delaware State News, Dover Post, News Journal and the Air Lifter, Dover website, DoverTV, and other general recruitment sites. Please indicate additional websites or professional organizations: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ____________________________ Department Head G APPROVED G DENIED _____________________________ City Manager P: Hum an Resources/Recruitm ent/Perm ission to Recruit

EXHIBIT #4 LF&A Action Form 08-08-2011-Agenda Item #1 Hiring Justification Outline 1. Explain the principal function of this job. 2. Explain why this position is critical and cannot go unfilled or postponed. 3. How would City services diminish if this position were not filled or postponed at this time? 4. Are there other employees whose ability to perform would be diminished by not filling or postponing this position? 5. Is there a person that can be promoted into this position and whose position is less critical at this time and can go unfilled permanently or temporarily? 6. Can one or more existing employees absorb the duties of this position? 7. Could a temporary person be hired to fill this position for 60 days? 8. Grade/Salary Information Rev. 3/01/10

A B C D E F G H I J K L M N 1 EXHIBIT #5 2 LF&A Action Form 08‐08‐2011‐Agenda Item #1 3 City of Dover 4 Wage and Benefit Information for Employee Hiring and Transfers 5 6 Department/Division Originating Request 7 Date (Form has been developed to handle multiple departments/multiple funds to cover allocated departments and funding sources) 8 # Mos. To Date Lump Sum Current Separation Wages Benefits Annual Wages & % Year Benefits To Date Benefits Wages & Paid To Date Current Fiscal 9 Current Positions Grade/Step Date * Budgeted Budgeted Benefits Wages Paid Paid Wages Paid Paid Benefits Paid (I, J, K) Year Balance Remarks 10 Position(s) 11 Dispatcher 18/13 7/20/11 48,826.57 13,393.43 62,220.00 5.2% 1 2,534.71 1,116.12 327.74 3,978.57 58,241.43 12 Dispatcher 18/13 7/7/11 48,826.57 14,024.65 62,851.22 1.6% 1 800.44 1,168.72 4,073.34 6,042.50 56,808.72 13 Custodian 10/13 1/31/12 34,800.00 14,100.00 48,900.00 58.5% 7 20,347.54 8,225.00 ‐ 28,572.54 20,327.46 14 H/R Coordinator 121 7/24/11 54,754.00 18,252.00 73,006.00 6.3% 1 3,440.83 1,521.00 1,176.12 6,137.95 66,868.05 15 Totals $246,977.22 44,731.55 $202,245.67 16 # Mos. Estimated Replacement/ Proposed Projected Estimated Estimated Estimated Total % Year Wages Benefits Amount 17 Transfer Position Grade/Step Hire Date Wages Benefits Compensation Needed Needed Wages Benefits Needed Remarks 18 Position(s) 19 Dispatcher 18/1 9/1/11 33,136.56 11,933.93 45,070.49 82.8% 10 27,432.73 9,944.94 37,377.67 20 Dispatcher 18/1 9/1/11 33,136.56 20,836.73 53,973.29 82.8% 10 27,432.73 17,363.94 44,796.67 21 Custodian 10/1 1/1/12 33,136.56 23,121.00 56,257.56 49.5% 6 16,387.21 11,560.50 27,947.71 22 H/R Coordinator 121/Entry 10/1/11 43,973.28 24,070.53 68,043.81 74.6% 9 32,799.74 18,052.90 50,852.64 23 Totals $223,345.15 $160,974.68 24 25 Balance $23,632.07 $41,270.98 26 Increase/ Description of funding 27 Department Summary (Decrease) Funding Source: (See below Fund Budget) source General Ledger Account 28 Police ‐ Civilian ($32,875.81) General Fund ($44,342.72) N/A N/A 29 Central Services ‐ Facilities 7,620.25 Water/Wastewater Fund (808.91) N/A N/A 30 Human Resources (16,015.42) Electric Fund 3,880.65 Describe Account 31 Total ($41,270.98) Grant Fund 0.00 N/A N/A 32 Total ($41,270.98) 33 34 Department/Division Department/Division Department/Division 35 Fund Budget ‐ Increase/(Decrease) Police/Civilian Central Services/Facilities Human Resources Increase/ Increase/ Allocation Increase/ Increase/ 36 Fund (Decrease) Allocation % (Decrease) % (Decrease) Allocation % (Decrease) 37 General Fund ($44,342.72) 100.0% ($32,875.81) 10.3% 784.89 76.5% (12,251.79) Allocated Department 38 Water/Wastewater Fund (808.91) 0.0% $0.00 8.3% 632.48 9.0% (1,441.39) percentages can be found 39 Electric Fund 3,880.65 0.0% $0.00 81.4% 6,202.88 14.5% (2,322.24) in Budget Document, 40 Grant Fund 0.00 0.0% $0.00 0.0% ‐ 0.0% ‐ obtained from Finance or 41 Total ($41,270.98) Total ($32,875.81) Total $7,620.25 Total ($16,015.42) the City Manager's Office 42

A B C D E F G H I J K L M N 3 City of Dover 4 Wage and Benefit Information for Employee Hiring and Transfers This form is to be completed when requesting to fill vacant positions or to transfer staff between divisions or operating funds. The purpose of which is to determine how changes in personnel will affect 43 the budget for each operating fund. If the changes increase operating expenses then the funding source to cover the increase is to be included. 45 46 Directions for Completing Wage and Benefit Information for Employee Hiring and Transfers 47 48 Column Description Instructions A Position Title Current Position Section ‐ Title of position vacated; Replacement/Transfer Position Section ‐ Title of replacement position, or title change if 49 applicable of employee transferred. 50 B Current Grade/Step Current Position Section ‐ Current grade and step (if applicable) of current position; Replacement/Transfer Position Section ‐ Proposed grade and 51 step; 52 C Separation Date Current Position ‐ Last day paid. If employee elects to take terminal leave, then separation date must be date terminal leave ends. 53 Replacement/Transfer Position Section ‐ Proposed hire date of this position. 54 D Wages Budgeted Current Position Section ‐ Annual wages budgeted for the current employee in this position. If unknown, contact City Manager's Office or Finance 55 Office; Replacement/Transfer Position ‐ Proposed hourly rate times 2080 hours. FY12 has 366 days so use 2088 hours. 56 E Benefits Budgeted Current Position Section ‐ Annual wages budgeted for the current employee in this position. If unknown, contact City Manager's Office or Finance Office. Replacement/Transfer Position Section ‐ Calculate by multiplying wages time benefit rates. If this is a new position use the highest benefit rate to insure budgetary funding. See below for benefit rates. If this is an existing employee then use actual benefits; 57 58 59 F Annual Wages & Benefits Current Position Section ‐ Column D plus Column E; Replacement/Transfer Position Section ‐ Column D plus Column E; 60 G % Year Wages Paid Current Position Section ‐ Number of days paid for in current fiscal year; Formula set up to automatically calculate based on 366 calendar days in FY12; Replacement/Transfer Position Section ‐ Number of days from estimated date of hire through the end of the fiscal year. 61 62 H # Mos. Benefits Paid Current Position Section ‐ Number of months benefits have been paid out for the current fiscal year; Replacement/Transfer Position Section ‐ 63 Number of months estimated benefits to be budgeted for in the current fiscal year; 64 I To Date Wages Paid Both Sections ‐ Column D times Column G; If actual amounts are available for current employees use actual amounts rather than calculation; 65 66 J To Date Benefits Paid Both Sections ‐ Column E divided by 12 (months) times Column H; Column H is number of months paid to date for current employees and number 67 of months from projected date of hire through June 30 for replacement employees. 68 K Lump Sum Wages & Benefits Paid If paid, contact Finance for amount; If not paid estimate ‐ Hourly rate X hours to be paid plus benefits; Benefit rate = Sum of percentages for FICA, Worker's Comp and Pension times wages to be paid out; (I.e. $18.00 hourly rate x 760 hours = $13,680 Wages x 13.65% (employee with 401a plan) $1,867; $13,680 plus $1,867 = $15,547 estimated lump sum wages and benefits); FY12 ‐ no Worker's Compensation 69 70 71 L Paid to Date Current Position Section ‐ Sum of Columns I, J, & K as calculated above 72 M Current Fiscal Year Balance Current Position Section ‐ Current estimated balance of funds in departmental budget for this position to apply towards new hire or transfer; 73 Replacement/Transfer Position ‐ Amount needed to fund replacement or transferred position. Sum of Column I & Column J. 74 75 N Remarks Any comments you would like to add 77 78 Bottom Section Department & Fund Summaries Formula based calculations of financial impact on individual departments and funds. Describes funding sources for budget increases.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 1 of 16 CITY OF DOVER TRAINING, CONFERENCE & TRAVEL POLICY A. INTRODUCTION 1. Purpose The purpose of this policy is to provide guidelines under which City of Dover employees, public officials, and appointees will be reimbursed for authorized travel expenses incurred in the conduct of business for the City of Dover, hereinafter referred to as “City.” In addition to the guidelines, specific procedures with regard to incurring and reporting related expenses are provided. 2. Scope This policy shall apply to employees of the City of Dover, elected officials, boards, commissions and others, who are engaged in authorized travel and who expend City funds for travel purposes. The Mayor and Members of City Council are not required to submit a Travel Authorization and Completion Form, but are required to follow the financial and budget requirements of this policy. While this policy does not cover every possible situation, it establishes adequate guidelines for employees and officials to make appropriate and consistent judgments regarding the expenditure of City funds for reimbursable expenses. The City of Dover will provide flexibility to meet the special needs and requirements of their employees during travel. It remains the responsibility of city management to control and approve travel-related expenditures. The City Manager and Controller/Treasurer may impose more stringent rules when deemed appropriate or necessary. The City Manager and Controller/Treasurer will review every three years the implementation of this Policy and will provide policy interpretations and assistance to ensure effective and efficient implementation. Any exceptions will be subject to approval by the City Manager and Controller/Treasurer. The City Manager and Controller/Treasurer may also, on a case-by case basis, approve reimbursements exceeding the guideline amounts referenced in this policy. In any such instance, a detailed explanation and substantiation (a receipt) is required. Enforcement of this policy will be the responsibility of the Controller/Treasurer. 3. Responsibility a. Employee, Public Official, or Appointee · Comply with all provisions of this policy. · Obtain the necessary approvals in advance for overnight travel and out-of-state use of City vehicles. Provide a copy of the approval with the travel prepayment made by direct voucher. · All expenses incurred in the course of City business are to be in accordance with the City’s Administrative Policies and Rules of Ethics and must be paid solely from appropriated funds. · Comply with the ten (10) working-day rule. b. Department Director/City Manager/Council Designee · Ensure compliance with this policy. · Review and approve each of their employees/official’s travel approval requests and reimbursable expenses.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 2 of 16 · Ensure sufficient funds are available for all anticipated expenses. c. Signatures on the Travel Expense Report (City of Dover Form 030 Exhibit A) certify that the expenses were incurred by the employee/official requesting reimbursement for official City business, are reimbursable in accordance with this policy, and have not been reimbursed except as indicated on this form. Required signatures for expenses are: · Employee · Supervisor · Department Director or Council Designee B. TRAINING AND CONFERENCE REGISTRATION FEES 1. Request for payment of registration fees shall be accompanied by the registration form. 2. City Council, Planning Commission and the Mayor are offered opportunities to attend courses designed for governmental officials. Any member of Council wanting to take advantage of these courses offered by the following organizations will submit to the City Clerk’s office their request for registration. - Delaware League of Local Governments - National League of Cities - US Conference of Mayors - International City Managers Association - Government Finance Officers Association (GFOA) - American Public Power Association (APPA) - American Public Works Association (APWA) - American Planning Association - Organizations that provide Continuing Education credits for professional license renewals of applicable staff. Any courses not offered by these organizations will be submitted to the City Manager and Controller/Treasurer for concurrence. C. TRAVEL AUTHORIZATION All out-of-state travel that extends beyond one day shall be approved by the City Manager or Council Designee. All requests shall be made on the "Travel Authorization and Completion Form” (City of Dover - Form 047 Exhibit B). A copy of the conference or meeting program must be attached to the form. The authorization form must be submitted to the City Manager or Council Designee in a reasonable amount of time prior to the traveling day. The Department Director, City Manager, or Council designee may impose specific requirements as to the time the authorization form must be submitted prior to travel. Employees and Officials traveling on official City business should be aware that the approval is for travel only, and is not a blanket approval of the expenses incurred.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 3 of 16 A travel packet including the authorization form, the meeting program/itinerary, and the purchase orders for advanced costs must be submitted to the Accounts Payable Department. The Purchase Orders for the advanced costs should include the necessary supporting documentation. It does not require the submission of duplicate information. Please note Purchase Orders for registration costs must include the Registration form unless previously submitted; submission for hotel and airfare costs must include documentation of the individual costs unless previously submitted. D. TRANSPORTATION: COMMON CARRIER 1. General All trips requiring the use of common carrier must be pre-approved by the appropriate approval authority. The mode of travel must be justified on the basis of the most economical use of time of the personnel involved, the cost of optional travel modes, and the requirements of the trip. All common carrier reservations must be consistent with reasonable business travel planning, common carrier will be booked at the lowest available fare. If the lowest available fare is turned down by the traveler, the traveler's explanation for the denial is to be provided with the travel authorization request. Travelers should be advised to make travel reservations as far in advance as possible to attain the lowest fares, including non-refundable tickets. Travelers may not specify particular airlines or other carriers to accumulate mileage on promotional plans such as frequent flyer programs. In order to take advantage of special discount rates (supersaver fares, etc.), reimbursement to an employee may be made prior to a trip being taken under the following conditions: a. Documentation of the substantial savings that will accrue to the City (e.g., supersaver discounts). b. Employee's proof of payment on a statement from the airline, other than credit card receipts. Most airlines will not give refunds or partial refunds for supersaver airfares. It is encouraged to examine the advantage of fares requiring early trip departure or delayed return. However, it is important to consider the additional cost of meals and lodging for the required extra day(s) stay when comparing cost. 2. Air Travel a. Accommodations - When commercial airlines are used as a mode of travel, accommodations shall be coach/economy class unless some other class accommodations are more economical. b. Routing of Travel - All travel will be by the most economical and direct routes. In the event that a person travels by an indirect route for personal convenience, the extra expense shall be the responsibility of the individual. Reimbursement for expenses shall be based only on the cost of the most economical and direct route.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 4 of 16 c. Conference Airfare Arrangements When attending a conference, always check conference materials to see if special airline discounts are offered. When a special airline discount rate is offered and conferees are instructed to go directly to an airline to obtain the discount fare, the employee should compare the conference rates through the internet with all other airline rates available before scheduling airline reservations. The employee should always book the lowest fare possible. (See Section E.3. for Conference Lodging Arrangements). 3. Rail Travel 1. Accommodations When it has been determined that rail travel is the most appropriate mode of transportation, the most economical class accommodations shall be utilized. E. TRANSPORTATION: PASSENGER VEHICLES 1. City-Owned Vehicles City-owned vehicles should be utilized for both in-state and out-of-state travel when such use is the most practical and economical mode of transportation, including the cost of tolls, fuel and parking. 2. Use of Privately-Owned Vehicles a. The use of privately owned vehicles for any City travel (both in state and out-of-state) should only be used when a City Vehicle is not available. The use of a privately owned vehicle for City travel shall require the prior approval of the City Manager and Department Director. Reimbursement of private vehicle expenses shall be at the Standard Mileage Rate as set by the federal government Council approved rate as indicated on Exhibit B for actual and necessary miles traveled. Beginning and ending odometer readings are required for the reimbursement for mileage. b. In considering approval for use of personal vehicles, the approval authority shall take into consideration the cost of alternative modes of travel and the cost of meals and lodging for the additional travel/transit days. Mileage reimbursements shall not exceed the cost of airfare plus travel to/from the airport. c. When two or more employees travel in a privately owned vehicle, only one mileage reimbursement will be allowed. 3. Rental Cars a. General The use of a rental car when traveling out of state must be justified as an economical need and not as a matter of personal convenience. Prior approval by the City Manager is required before arranging for car rental. All rentals should be at the most economical rate per day including

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 5 of 16 government rates or special rate agreements. When traveling in groups, sharing of cars, when practical, must be done to minimize costs. The city will not pay for the use of a rental car to accommodate family members or non-business associates traveling with the employee, public official, or appointee. b.Vehicle Size Whenever possible, compact cars shall be rented or reserved. However, if a larger size vehicle is more economical or more than two city travelers are traveling together the larger vehicle may be appropriate. Any representative of the City requesting an upgrade of the size of a rented vehicle shall provide a written explanation of their reasons to the City Manager. A receipt is always required. c. Insurance (1) The optional insurance coverage offered by the car rental agency must be declined when the traveler charges the rental car. The traveler will automatically receive primary coverage under the City blanket insurance policy for travel. When insurance is declined, the policy covers collision damage, theft, fire and vandalism. Reimbursements for additional or optional insurance coverage will not be allowed. (2) Other. Travelers not covered under the blanket insurance policy may be covered by their personal automobile insurance policy or other personal credit cards. Travelers should check their automobile policy and credit card policy for business travel coverage and accept or decline additional coverage accordingly. Reimbursement for additional or optional insurance coverage will not be allowed. d. Refueling Before Return To avoid a refueling surcharge, all rental cars shall be refueled before returning the vehicle to the rental company. Any surcharges billed to the employee, public official, appointee, or City shall be explained in the reimbursement request. e. Reservations Approved car rental reservations shall be made in advance whenever possible. The employee should compare car rental rates and always look to reserve the lowest rental. F. LODGING 1. General City travelers are expected to seek accommodations that are comfortable, convenient, meet business and personal needs and offer good value. Employees are expected to compare local lodging rates in the area prior to reserving lodging.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 6 of 16 2. Accommodation a. Lodging accommodations for reasonably priced single occupancy rooms are reimbursable when the traveler is away from home overnight due to official travel. b. Accommodations shared with family members or others not on official City business are reimbursable at the single occupancy rate only. c. Accommodations shared with other City travelers should be billed and reimbursed to one traveler. When required, reimbursements to more than one traveler shall be based on a pro rata share as reported on each reimbursement request. 3. Conference Lodging Arrangements When hotel rooms are blocked for a conference, seminar, etc., and a special discounted conference hotel rate provided, the employee/official should compare conference rates with the rates for other local hotels within a three (3) block radius of the conference. The employee is urged to reserve hotel accommodations that offer the best value to the City. This includes conference rate, government rate or lower rate, for the employee/official. If a lower rate is not available, the conferees should make their lodging arrangements directly utilizing the conference instructions. Conference lodging will be considered to accommodate persons with special circumstances. 4. Occupancy Tax The City is exempt from the tax on occupancy of hotel, motel and tourist home rooms within Delaware only. When instate overnight accommodations are necessary, the employee should be provided with a copy of the Occupancy Tax Exemption Certificate (see Exhibit C) to be presented to the lodging facility. Tax on occupancy of hotels in other states must be paid. G. MEAL ALLOWANCES 1. General The City will pay for or reimburse an employee/official for the necessary and reasonable cost of meals and incidental expenses incurred during out of state travel requiring overnight lodging. Additional meal costs incurred over and above those provided as part of a conference or registration fee are not reimbursable, unless justified as a special circumstance and approved by the City Manager and Controller/Treasurer (e.g. special meeting or diet restrictions). Exceptions are to be pre-approved by the City Manager and Controller/Treasurer. There will not be any reimbursement for meals when the meals are provided as part of the conference/training or by the host organization and when meals are provided as part of the airfare. Only per diem rates as prescribed by the Federal Government for official travel will be provided for M I& E Allowance (Exhibit D).

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 7 of 16 If an employee is traveling partial days on any calendar day, the City will prorate the applicable M&IE rate at 75 percent. This applies to both day of departure and day of return. Partial travel days begin when an employee leaves Dover after 12:00 noon on the day of departure and returns to Dover by 5:00 PM on the day of arrival. When meals are provided at the conference or by the host, the meal allowance will be reduced by 25% for each meal provided. Continental Breakfast provided by the hotel or at the conference is counted as a meal, unless justified as a special circumstance and approved by the City Manager and Controller/Treasurer (e.g. special meeting or diet restrictions). 2. Day Trips, In-state Travel and Before or After Hours The meal allowance for day trips out of the City will be reimbursed at actual cost, as long as it does not exceed 25% of the normal per diem per the M&IE Allowance (Exhibit D). The meal allowance for working before or after hours as a general rule are not encouraged, but may be approved by the City Manager and/or Controller/Treasurer on a case-by-case basis. At no time can the amount exceed the allowances established. H. CASH ADVANCES General/Blanket travel advance checks will not be issued to employees, public officials, or appointees. Employees, public officials, and appointees will be reimbursed for specific travel related expenses after the trip or event has been completed. The City will pay specific travel and lodging costs in advance as long as the request deadlines are met. Employees, public officials, and appointees shall use a City purchase order when requesting travel cost advances. Department Directors should use their City credit card for business travel. Directors may approve the use of their departmental travel credit card when arranging employee travel. Under urgent situations and with prior approval, employees and officials can also use a personal credit card and request reimbursement when they return. The City will pay in advance the following costs: Please note: A travel packet including the Travel authorization form, the meeting program/itinerary, and a purchase order for the advanced costs listed below must be submitted to the Accounts Payable Department no later than 12 days prior to the event. a) Conference/Training registration fees. Such payment will be made payable and mailed directly to the organization. This will be done through a purchase order submitted by the department upon receipt of the approved Travel Authorization Form. A copy of the registration form describing the specific event must be attached to the purchase order. The Employee Travel packet must be submitted to Accounts Payable prior to/or along with the purchase order request for advance travel expenses. b) Airfare. Airfare is normally reserved on-line through the internet and paid with a City credit card after travel approval has been received. (See City Credit Card Policy)

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 8 of 16 c) Lodging. Upon receipt of the approved Travel authorization form, the department may submit a purchase order for lodging. The check will be made payable to the hotel and will be given to the person for whom the lodging arrangements are made. The department must provide supporting documentation including the daily lodging rates and applicable taxes along with the purchase order. Lodging reservations can be held with the use of a City Credit Card. (See City Credit Card Policy) d) Meal allowance. An advance for the M&IE Allowance, which includes both meals and incidental expenses, will be permitted for meals not provided by the conference or training as indicated in Section G (1) above. Only per diem rates as prescribed by the Federal Government for official travel will be provided for M&IE Allowance (Exhibit D). I. TRAVEL EXPENSE REIMBURSEMENT 1. General A. Travel Expense Report (City of Dover Form 30) is due to Accounts Payable within ten (10) working days after travel or an expense is incurred. (Ten working-day rule) a. Timely reimbursement can be assured only if an accurate, properly substantiated Travel Expense Report is received in Accounts Payable ten (10) working days after completion of the trip. b. Failure to submit timely Travel Expense Reports after the completion of a trip will result in administrative action, such as notification to the Department Director and denial of future travel requests. Travel Expense Reports for local travel and related expenses are to be submitted monthly. In no case shall a reimbursement be made to an employee for travel/conference/training related expenses incurred in excess of 90 days. Note: This section pertains to only those travel expenses paid by the traveler; not to travel expenses directly billed to/paid by the City. 2. Receipt Requirements and Other Reimbursement Criteria a. Tickets booked on common carriers (airline, rail or bus) require original copy of the paid invoice or email confirmation containing total travel costs for arrangements booked on-line. b. Hotel/motel bills shall be the original copy of hotel/motel billing marked paid. c. Ground transportation, including airport shuttle, taxi or public transit requires a receipt. d. Car rental reimbursements require paid invoice from the rental company. e. Meals do not require receipts and are not reimbursable above the maximum daily/partial day per meal allowance. Tips are included in the M&IE Allowance and will not be reimbursed separately.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 9 of 16 When more than one City employee, public official, or appointee’s meals are being reimbursed, each employee must submit a separate Travel Expense Reimbursement, including a receipt from the dining facility attached. f. Hotel/motel related expenses should be documented identifying the date and the cost for each category with the following requirements: (1) Out-of-pocket costs for incidental items such as tips, baggage handling and maid service are not individually reimbursable by the City of Dover. Costs included under this category are included in the M&IE per diem rate. Only per diem rates as prescribed by the Federal Government for official travel will be provided for M&IE allowance. (Exhibit D) (2) City-business related telephone calls are reimbursable as incurred and require a receipt from the telephone service provider or included on the hotel/motel billing invoice. g. Lodging at campgrounds using traveler’s camper or recreational vehicle is reimbursable at the actual cost, not to exceed the equivalent cost of hotel/motel lodging. Receipt is required. h. Other Categories Reimbursement for the following categories should be submitted on a schedule identifying the date, the cost and the category. All supporting receipts must be attached: 1) The City will reimburse employees for hotel and airport self-parking. The City encourages all employees to seek ‘economy and budget parking’. 2) The City will not reimburse employees for Valet parking, unless prior approval has been granted by the City Manager and Controller. 3) The City will reimburse employees the cost of tolls for interstates, turnpike, bridges and/or ferries. All travel expenses require a receipt. i. Gasoline and/or Other Supplies Need for emergency repairs incidental to using a City-owned vehicle shall require a Vendor receipt. j. Reimbursements for travel expenses incurred without required receipts, as outlined, is strictly prohibited. A "no receipt - no reimbursement" policy applies. k. Prior Department Director approval is required to receive reimbursement for Internet Access Costs for city business. These costs must be substantiated with receipts and validation by the Information Technology Department. l. While traveling overnight out-of-state, the City will reimburse employees for the cost of up to two (2) personal telephone calls not to exceed $8 per trip. A receipt is required for reimbursement.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 10 of 16 3. Non- Reimbursable Expenses The City shall not reimburse expenses for the following: a. Alcoholic beverages. b. In-room movies or pay television. c. Theater tickets or nightclub entertainment. d. Laundry. e. Babysitting. f. Related expenses of spouse, children and other persons accompanying the authorized employee/official. g. Pleasure, historic or other tour related expenses. Expenses for business related tours would be reimbursed. h. Donations and gifts made while at training, conference, or meeting. i. Loss or damage of personal items. j. Meals for other conference attendees. k. Purchase of personal items. l. Any parking or moving violation fines. m. Any personal or pleasure travel while on City business. J. CHARTER AND CODE OF CONDUCT All City of Dover policies are subject to the City of Dover Charter Part 1, Subpart A, Article II, Section 12 “Compensation and expenses - Mayor and Council and other elected or appointed officials”, whereas, “Members of the council, mayor and other elected or appointed officials shall receive reimbursement for actual and necessary expenses incurred when on official business as prescribed by city ordinance or policy” and; Part II Code of Ordinances Chapter 2, Article 1, Division 4 “Code of Conduct”, which is “applicable to all elected and appointed officials and to all employees of the City of Dover.” K. INTERNAL REVENUE CODE - DEFINITION OF PUBLIC OFFICIAL Generally, if there is any provision in a public law which authorizes the employment of the individual, and the individual is hired or elected under this authority, the individual is considered an employee of the State or political subdivision to which the provision applies. The following factors indicate that an office is a “public office.” The office was created by the constitution or through legislation, or by a municipality or other body with authority conferred by the legislature. The office was delegated a portion of the powers of the government body. The powers conferred and the duties to be discharged are defined either directly or indirectly law or through legislative authority. The duties are being performed independently and without control of a superior power other than the law. The office has some permanency and continuity, and the officer takes an official oath.

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 11 of 16 Examples of public officers are: the president and vice president; a governor or mayor; the secretary of state; a member of a legislative body, such as a state legislature, county commission, city council, school board, a judge; a justice of the peace; and members of advisory boards and committees. L. REVIEW & REVISION The City of Dover Travel Policy will be reviewed every three years by the City Manager, Controller/Treasurer and City Clerk to provide recommended changes to City Council for approval. EXHIBITS Exhibit A - COD Travel Expense Form 30 Exhibit B - COD Travel Authorization Form 47 Exhibit C - COD Exemption Certificate Form 99A Exhibit D - General Service Administration Regulations - Per Diem Rates Travel Rates for Continental United States ADOPTED: March 23, 2009

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 12 of 16 Exhibit A CITY OF DOVER TRAVEL EXPENSE REPORT FORM NAME OF EMPLOYEE DEPARTMENT TRIP TAKEN TO (CITY) PURPOSE OF TRIP Please attach receipts for hotels, tolls, transportation, etc., and show all costs on this form. Please use a separate form for each week. Please note incidental expenses (tips) are included in M & IE Rate. EXPENSES MON TUES WED THUR FRI SAT SUN TOTAL DATE REGISTRATION FEES $ - TRANSPORTATION - AIR/TRAIN $ - PERSONAL AUTO $ - _______ Miles @ .51 .40 cents a mile AUTO RENTAL $ - PARKING FEES, TOLLS, GAS, ETC. $ - TAXI/BUS FARE/SHUTTLE $ - HOTEL/MOTEL $ - TELEPHONE $ - MISCELLANEOUS EXPENSES $ - MEALS (M & IE RATE) $ $ - MEAL ALLOWANCE OVERAGE $ - TOTALS $ - $ - $ - $ - $ - $ - $ - $ - SIGNATURE OF PERSON INCURRING EXPENSE DATE TOTAL EXPENSES $ - LESS PAID BY CITY: $ - DEPARTMENT HEAD SIGNATURE DATE (For Certification) REGISTRATION $ - HOTEL $ - FINANCE DEPARTMENT - AUDIT DATE AIRFARE $ - FINANCE - FINAL ACTION DATE TRAVEL ADVANCE $ - DUE EMPLOYEE $ - ACCOUNT NUMBER DUE CITY $ - Form 30

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 13 of 16 Exhibit B CITY OF DOVER TRAVEL REQUEST AND ITINERARY EMPLOYEE TRAVELING REQUEST DATE BUSINESS PURPOSE DEPARTMENT TRAVEL DESTINATION AND DATES ITEMIZED EXPENSES AND TRAVEL ADVANCES NOTE: ITINERARY AND PROOF FOR ALL TRAVEL ADVANCE REQUESTS BELOW ARE REQUIRED PRIOR TO TRAVEL. * APPROVAL FOR SPECIAL REQUESTS ARE REQUIRED FROM FINANCE-CONTROLLER/TREASURER OR CITY MANAGER PRIOR TO TRIP * ESTIMATED COST: REGISTRATION FEE: MEALS PROVIDED BY CONFERENCE MUST BE DEDUCTED FROM M & IE RATE. 0.00 MODE OF TRAVEL AND COSTS: AIRLINE ONE WAY ROUND TRIP 0.00 AIRPORT PARKING PER DAY TOTAL DAYS 0.00 TRAIN ONE WAY ROUND TRIP 0.00 BUS ONE WAY ROUND TRIP 0.00 * RENTAL CAR ONE WAY ROUND TRIP 0.00 * PERSONAL CAR TOTAL MILEAGE 0.40 PER MILE 0.00 * TOLLS ONE WAY ROUND TRIP 0.00 CITY VEHICLE " IS ADVISE TO BE USED INSTEAD OF PERSONAL CAR" LODGING EXPENSES: BREAKFAST PROVIDED BY HOTEL MUST BE DEDUCTED FROM M & IE RATE HOTEL PER NIGHT TAXES NUM OF NIGHTS 0.00 * SHUTTLE PER TRIP TAXES TOTAL TRIP 0.00 * TAXI PER TRIP TAXES TOTAL TRIP 0.00 * PARKING PER DAY TAXES TOTAL DAYS 0.00 M & IE RATE $_____________ (MEALS & INCIDENTAL EXPENSES) SUBTRACT 25 % FOR MEALS: EACH MEAL PROVIDED. SUBTRACT 75% FOR PARTIAL DAY OF TRAVEL. SUN MON TUE WED THUR FRI SAT DATES: 0.00 0.00 0.00 0.00 TOTAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 $0.00 TOTAL EXPENSES EMPLOYEE SIGNATURE DATE DEPARTMENT HEAD APPROVAL DATE CITY MANAGER OR COUNCIL DESIGNEE APPROVAL DATE

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 14 of 16 Exhibit B CITY OF DOVER TRAVEL AUTHORIZATION FORM NAME DATE DEPARTMENT DATES OF TRAVEL PURPOSE OF THE TRIP DESTINATION ESTIMATED TOTAL COST: MODE OF TRAVEL A. Registration Fee B. Travel LODGING C. Meals D. Lodging ADVANCE REQUESTED E. Tolls, Parking, Mileage, etc. F. Other ADVANCE APPROVED Total $ - SIGNATURE OF DEPARTMENT HEAD EMPLOYEE'S SIGNATURE DATE DEPT. HEAD SIGNATURE DATE COUNCIL DESIGNEE/CITY MANAGER DATE Form 047

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 15 of 16 Exhibit C CITY OF DOVER DEPARTMENT OF FINANCE EXEMPTION CERTIFICATE TAX ON OCCUPANCY OF HOTEL AND MOTEL AND TOUR IST HOME ROOMS In accordance with Internal Revenue Code Section 5253(I), no tax shall be imposed under section 4251 upon any payment received for services or facilities furnished to the government of any State, or any political subdivision thereof, or the District of Columbia. This Part to be Completed by the Operator Name of Hotel, Motel, or Tourist Home Fed. EI or SS number Address City State Zip Code This Part to be Completed by the Occupant This is to certify that I, the undersigned, am a representative of the City of Dover, Delaware; that the charges for the occupancy at the above establishment on the dates set forth below has been or will be paid for by the City of Dover, a government unit; and that such charges are incurred in the performance of my official duties as a representative or employee of the governmental unit. Name (Please type or print) Signature City of Dover 51-6000092 Governmental Unit Tax I.D. # Title P.O. Box 475 Dover DE 19903-0475 Address City State Zip Code Date(s) of Occupancy If additional information is needed, please contact the City of Dover Finance Director at (302) 736- 7018. NOTE: A separate Exemption Certificate is required for each occupancy and for each representative or employee. THIS EXEMPTION CERTIFICATE IS TO BE RETAINED BY THE OPERATORS OF HOTELS, MOTELS, AND TOURIST HOMES AS EVIDENCE OF EXEMPT OCCUPANCY. \\Dover_1\finance\FORMS\DOCUMENTS\FORM99 A.wpd

LF&A January 9, 2012 Mtg DRAFT Revised Training, Conference & Travel Policy Blue Font – Revisions Page 16 of 16 CITY OF DOVER TRAVEL ADVANCE WORKSHEET Request the following travel advances for: Employee Name Department Trip taken to (City) Attach this worksheet and an itinerary to purchase order and submit to Accounts Payable. DATES TOTAL MEALS & I E $ - * TOLLS $ - * CAR RENTAL $ - * MILEAGE $ - * GAS $ - * AIRPORT PARKING $ - * HOTEL PARKING $ - *GROUND TRANSPORT $ - TOTAL $ - $ - $ - $ - $ - $ - $ - $ - * Advances must be pre-determined by Finance Director with supporting documentation. (See Travel Policy; Page 8, e.) Please note for meals: If an employee is traveling partial days on any calendar day, the City will prorate the applicable M & IE rate at 75%. This applies to both day of departure and day of return. When meals are provided by the host, the meal allowance will be reduced by 25% for each meal provided. EXAMPLE: FOR EACH MEAL PROVIDED: M & IE RATE $49.00, MEAL WILL BE REDUCED BY 25%, WHICH WILL EQUAL $36.75 (MEAL WAS REDUCED BY $12.25) IF TWO MEALS ARE PROVIDED, M & IE WILL BE REDUCED BY AN ADDITIONAL $12.25. FOR DAY OF TRAVEL & RETURN: (See Travel Policy, Page 7, first paragraph) Form 30b

ACTION FORM PROCEEDING: Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: Planning DATE SUBMITTED: December 29, 2011 PREPARED BY: Ann Marie Townshend, AICP, Director of Planning & Community Development SUBJECT: Sponsorship of Delaware New Jobs Infrastructure Fund Grant Application by Calpine Corporation (Garrison Oak Technical Park) REFERENCE: N/A RELATED PROJECT: Garrison Oak Technical Park; Garrison Energy Center REVIEWED BY: Scott D. Koenig, P.E., City Manager and Donna Mitchell, CPA, City Controller EXHIBITS: Guidelines Governing the Practice and Procedure for Administering the Delaware New Jobs Infrastructure Fund; Delaware Infrastructure Investment Committee, Delaware New Jobs Infrastructure Fund Grant Application; Power Point presentation “Garrison Energy Center” EXPENDITURE REQUIRED: N/A AMOUNT BUDGETED: N/A FUNDING SOURCE (Dept./Page in CIP & Budget): TIMETABLE: N/A RECOMMENDED ACTION: Staff recommends that the Committee endorse the City’s sponsorship of the grant application. BACKGROUND AND ANALYSIS The City of Dover purchased the Garrison Oak Technical Park with funds allocated by the State Bond Bill in 1999. The City has been working on the subdivision and infrastructure construction plans associated with the Garrison Oak site since 2010, and the Dover Sun Park became operational in 2011. The State’s FY 2012 budget includes $40 Million in funding for the Delaware New Jobs Infrastructure Fund to be administered by the Delaware Economic Development Office. The City had urged local legislators to support this funding, with the intent that this would support infrastructure development of the Garrison Oak Technical Park. Under the program, private businesses are the eligible grant recipients with municipal sponsorship. The City of Dover has been working with Calpine Corporation, who plans to develop a dual-fueled, combined cycle power plant on one of the parcels of the Garrison Oak Technical Park. Calpine made a presentation on their plans to the Utility Committee on July 11, 2011 (Power Point presentation attached). Calpine is preparing an application for funding through the Delaware New Jobs Infrastructure Fund, and staff recommends that the City of Dover be the municipal sponsor of the grant application. The funds sought would allow for construction of sewer, water and road infrastructure necessary to allow the Calpine project to move forward and to make other lots in the Garrison Oak Technical Park accessible and more marketable. If Calpine awarded the grant, all grant funds would be transferred directly to Calpine Corporation. Once infrastructure is completed, it will be turned over to the City of Dover of ownership and maintenance.

Garrison Energy Center June 6, 2011

Project Site • Approximately 37-acre site in the city of Dover, Kent County • Located just east of Route 1 off White Oak Road • Part of the Garrison Oak Technical Park, identified by the City of Dover as suitable for generation facilities • Site is industrially zoned, although currently undeveloped • Approximately 2.5 miles from 230 kV Cartanza substation • Utilizing existing City and County utility services 1

Project Sited to Minimize Impacts • Wetlands delineation of site completed and preliminary Jurisdictional Determination received from US Army Corps of Engineers • No federal threatened and endangered species impacts identified by US Fish and Wildlife Service • Nearest receptor (residence) located approximately 1700 feet to the southeast • Nearest schools and sensitive receptors over one and a half miles from site 2

Aerial 3

Project Design Utilizes Efficient and Reliable Technology • Nominal up to 309 MW dual-fueled combined cycle facility • Constructed in one phase • The phase will be a 1x1X1 configuration: - One combustion turbine with a HRSG and one steam turbine - Natural gas-fired duct burners on the HRSGs • Primary fuel: Natural gas from Eastern Shore’s interstate pipeline • Back-up fuel: #2 ultra low sulfur fuel oil (max 10 days/yr) • State-of-the-art emission controls: SCR, CO catalyst and low NOx combustion system. 4

Project Advancing as Scheduled • Transmission interconnection request submitted to PJM Interconnection in August 2010. - Feasibility Study results received in January 2011 - System Impact Study results are due by June 30th, 2011 • Natural gas service request and delivery interconnection request submitted to Eastern Shore Natural Gas Company in August 2010 - Eastern Shore has indicated they plan to build a new lateral from their existing pipeline north of Dover parallel to Route 1 to the Garrison Oak Technical Park which requires detailed studies prior to submitting the expansion to FERC for approval which could take up to a year • Waiver of PLUS process received from Delaware Office of State Planning in July 2010 • Coordination for other permits/plans/consultations in progress • Commercial Operation Date- June 2015 5

ACTION FORM PROCEEDING: Legislation, Finance & Administration Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: 12/29/2011 PREPARED BY: Scott D. Koenig, P.E., City Manager SUBJECT: Disposition of City Owned Land – Property Located at 120 W. Loockerman Street REFERENCE: N/A RELATED PROJECT: Loockerman Way / North Street Improvement Projects – Downtown Dover Partnership (DDP) APPROVALS: Controller EXHIBITS: Exhibit A – Letter of Request dated 12/07/2011; Exhibit B – Map; Exhibit C – Procedure for Sale and Disposition of Real Property. EXPENDITURE REQUIRED: $ N/A AMOUNT BUDGETED: $ N/A FUNDING SOURCE (Dept./Page in CIP & Budget): N/A TIME TIMETABLE: Complete property transfer, if approved, after Council action RECOMMENDED ACTION: Authorize the City Manager to transfer the property located at 120 W. Loockerman Street to the Downtown Dover Partnership for $1.00 under Exception D of the Land Disposal Policy. BACKGROUND AND ANALYSIS As part of planned design and construction of the proposed North Street Improvements, the City of Dover has received a request from the Downtown Dover Partnership (DDP) to determine whether or not the parcel of land located at 120 W. Loockerman Street is excess property. This parcel of land was formerly a small park and parking area that supported the downtown business district. The park and a majority of the parking area were demolished previously; therefore, this land has been mostly idle for a number of years. Transfer of this parcel to the DDP will allow the consolidation of a number of land parcels and will also result in a significant capital improvement in the downtown area. Ultimately, the consolidated area will include an improved plaza, parking and several potential building sites. Exception D (Donation of Land to Non-Profit Organizations) of the Land Disposal Policy affords for the donation of a parcel of excess land to a non-profit organization if, in the opinion of Dover City Council, the donation would be in the best interest of the City of Dover. The tax assessed value of this parcel is $113,500. Staff recommends donating this parcel of land to the DDP in lieu of payment for the parcel since the overall project costs for all of the North Street Projects is $3,000,000. Payment for the parcel would reduce the funds available for the construction of the project and thus may reduce the overall effectiveness of the proposed project.

Exhibit A

Exhibit B

Exhibit C

Exhibit C

Exhibit C

Exhibit C