Dokiman ki tache

LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA March 28, 2011 - 6:00 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 CityClerk@dover.de.us) should you wish to be recognized. AGENDA ADDITIONS/DELETIONS 1. Review and Recommendation - Filling Critical Positions - Administrative Assistant - Police Department 2. FY 2012 Five-Year Capital Investment Plan (CIP) (Committee Deferred on March 14, 2011 Due to Time Constraints) 3. Review of Hospitality and Civic Function Policy (Committee Deferred on March 14, 2011 Pending Additional Information) 4. Reallocation of State Bond Funds (Request of Councilman Bonar) 5. Adjournment by 7:00 P.M. /tm S:\AGENDAS & MINUTES\Committee-Agendas\2011\03-28-2011 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.

Hiring Justification Outline 1. Explain the principal function of this job. This position is an administrative assistant to the Chief of Police. The essential function of the position within the department is to provide administrative, organizational, and clerical support to the Chief of Police and his executive staff. This position serves as receptionist, screening telephone calls and visitors; provides routine and sensitive information, routes persons to appropriate department/personnel, or takes messages. This position also schedules and maintains calendar of appointments for assigned personnel. Responsibilities include preparing and typing correspondence, memoranda, documents, reports, spreadsheets, e-mails, or other materials observing strict confidentiality; performs research as required. Other responsibilities include accounting tasks such as preparing bank deposits, journal entries, processing invoices, and handling petty cash. This position also processes incoming departmental mail, opening and routing mail as appropriate; and prepares mailings. 2. Explain why this position is critical and cannot go unfilled or postponed. The administrative assistant is a critical position within the department. The administrative assistant not only provides clerical support to the Chief of Police but it also is responsible for the day to day functions of the department and the executive staff. This position also performs in house human relations duties for employees of the department. The administrative assistant maintains scheduling for departmental functions and is the liaison with City Hall and the City Clerk’s Office. It is essential for the department to maintain personnel to provide this level of service to the Chief of Police and the members of the department. This position is a critical part of the Dover Police Department’s internal system and the workload and the importance of this position dictates its necessity to be filled. 3. How would City services diminish if this position were not filled or postponed at this time? Items such as annual and monthly reports would go uncompleted. Compliance with member’s contractual services such as annual physicals and step increase would not be accomplished. Also daily functions such as the delivery of mail and court subpoenas to officers would go uncompleted thus causing officers to miss critical court cases. 4. Are there other employees whose ability to perform would be diminished by not filling or postponing this position? Yes, daily services for the Chief of Police and executive staff would not be completed as a result of not filling 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?

No. There are no employees within the department who have expressed an interest in this position. This position is critical to the department and the City’s services. Training for the position takes several months. The department has received tentative authorization to hire an individual next fiscal year to overlap and train with the current administrative assistant. 6. Can one or more existing employees absorb the duties of this position? This is not a viable option due to the amount of training required to perform this job function. All current employees have very specific responsibilities and removing them from their current positions would cause disruption in department and city services. 7. Could a temporary person be hired to fill this position for 60 days? This also is not a viable option due to the amount of training, and background check required for this position. This requirement is necessary because of the amount of confidential information this position is responsible for on a daily basis. To expend this amount of time and expense for a 60 day temp would not be prudent. 8. Grade/Salary Information Admin Asst, Grade 112 Salary Range: $27,392 – 43,062 Pension: $2,584 FICA: $3,294 Health Insurance: $19,235 Maximum Total: $68,175

New Projects are highlighted. City of Dover, Delaware DRAFT Capital Investments Plan FY 12 thru FY 16 PROJECTS BY DEPARTMENT Department Project# Priority FY 12 FY 13 FY 14 FY 15 FY 16 Total Central Services Dump Truck Refurbishment CS1200 1 30,000 30,000 City Hall Fire Suppression System CS1201 2 106,000 106,000 212,000 Central Services Conference Room & Offices CS1202 4 10,000 15,000 25,000 Space Needs Study Implementation CS1390 5 50,000 434,890 402,446 4,165,328 5,052,664 Central Services Total 30,000 60,000 555,890 508,446 4,165,328 5,319,664 Customer Services Pay-As-You-Go Water Load Station CU1201 1 30,240 30,240 Customer Notification by E-IVR Automated Dialing CU1390 1 30,000 30,000 Customer Services Total 30,240 30,000 60,240 Information Technology IT Long Range Planning Process Review and Update IT1390 2 65,000 65,000 CISCO VoIP Phone Server Replacement IT1490 1 40,000 40,000 Information Technology Total 65,000 40,000 105,000 Library Replacement Library LB0901 1 11,195,009 2,540,483 13,735,492 Library Total 11,195,009 2,540,483 13,735,492 Mayor Downtown Security Cameras MR1101 1 33,000 33,000 Mayor Total 33,000 33,000 Public Services-Admin GIS Infrastructure and Mobile Solutions PA1290 4 18,000 18,000 18,000 54,000 Public Services-Admin Total 18,000 18,000 18,000 54,000 Public Services-Streets Street and Alley Program ST1101 1 1,350,000 1,300,000 1,300,000 1,300,000 1,300,000 6,550,000 Concrete Construction and Replacement Program ST1102 2 60,000 65,000 70,000 75,000 80,000 350,000 Brine Manufacturing System ST1201 1 27,825 27,825 Salt Storage Facility - Schutte Park ST1203 3 50,000 50,000 Silver Lake Revitalization Project ST1490 4 50,000 250,000 100,000 400,000 Public Services-Streets Total 1,487,825 1,365,000 1,420,000 1,625,000 1,480,000 7,377,825 Thursday, March 03, 2011

Department Project# Priority FY 12 FY 13 FY 14 FY 15 FY 16 Total GRAND TOTAL 12,794,074 4,078,483 2,033,890 2,133,446 5,645,328 26,685,221 Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CS1200 Project Name Dump Truck Refurbishment Type Maintenance Department Central Services Useful Life 5-10 years Contact Central Services Director Category General Priority 1 New Project: Yes Account Number: 147-1800-554-40-23 Time-Line: Description Total Project Cost: $30,000 The City has three, model year 2001, five ton dump trucks purchased in 2002. These trucks have severaly deteriorated dump bodies. Each truck chassis requires minor repair. The diesel engines reflect less than 35K miles on the odometers. The averages miles drives equals approximately 4,300 per year. These diesal engines should last for 75k miles. The rusted dump bodies will be removed, sandblasted, and the frames will be repainted. New brakes, hydraulic hoses and exhaust systems will be installed. In addition, all belts and hoses will be replaced and new stainless bodies will be installed. Justification The most expensive part of the dump trucks are their engines, chassis' and drive trains. Once repaired, the vehicles could last 10 years or more. At current usage, they will only have approximately 78k miles on the odometers. The replacement costs for 3 new dump trucks is $104,476 each. Having the repairs completed on-site will save the City approximately $283,000 Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Construction/Maintenance 30,000 30,000 Total 30,000 30,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 30,000 30,000 Total 30,000 30,000 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CS1201 Project Name City Hall Fire Suppression System Type Improvement Department Central Services Useful Life 20-25 years Contact Central Services Director Category General Priority 2 New Project: Account Number: Time-Line: Description Total Project Cost: $212,000 This project will be divided into two parts. Part one is for the City Hall, single story, Administrative will and will begin in Fiscal 2012. The second part is for the City Hall, two story, Executive wing and will begin in Fiscal 2013. Justification This is a workplace safety requirement mandated by the Fire Marshalls Office. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Other 106,000 106,000 212,000 Total 106,000 106,000 212,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 106,000 106,000 212,000 Total 106,000 106,000 212,000 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CS1202 Project Name Central Services Conference Room & Offices Type Improvement Department Central Services Useful Life 10-15 years Contact Central Services Director Category General Priority 4 New Project: Yes Account Number: 110-2700-571.40-31 Time-Line: Description Total Project Cost: $25,000 This project will be divided into three parts. Part one for design, framing and electrical installation and will begin in Fiscal 2012. Part two for construction and finishing of the offices will begin in Fiscal 2013. Part three for furnishing, carpeting and equipping of the conference room and offices will begin in Fiscal 2014. Justification There is no conference room available within Central Services to conduct bid openings, Pre-bid meetings, contract negotiations or conduct other meetings/training. This conference will be made available to all city offices, especially the Sanitation Department, Street Department and the Water Department. The Central Services Department also needs more space for staffing needs. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Construction/Maintenance 10,000 10,000 Equip/Vehicle/Furnishings 15,000 15,000 Total 10,000 15,000 25,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 10,000 15,000 25,000 Total 10,000 15,000 25,000 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CS1390 Project Name Space Needs Study Implementation Type Improvement Department Central Services Useful Life Unknown Contact Central Services Director Category General Priority 5 New Project: No Account Number: 147-2500-552.40-31 Time-Line: FY10 through FY16 Description Total Project Cost: $13,399,622 This is a ten-year plan for City buildings that will create spaces and places for the City's elected officials and employees to provide quality services to the citizens. The Facility Space Committee toured all City buildings, interviewed all department heads, conducted a needs assessment and proximity matrix, created measured drawings of buildings, and consulted with an architect as needed. We will continue to face all the problems associated with a lack of space, lack of security, poor locations, and substandard space. Justification We will continue to face all the problems associated with a lack of space, lack of security, poor locations, and substandard space. The Space Needs Study revealed (1) a lack of space for public and customers, (2) a lack of working space, (3) poor locations, (4) substandard space, (5) a lack of storage space, and (6) a lack of security. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Future Construction/Maintenance 50,000 434,890 402,446 4,165,328 5,052,664 8,346,958 Total 50,000 434,890 402,446 4,165,328 5,052,664 Total Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total Future General Fund 50,000 434,890 402,446 4,165,328 5,052,664 8,346,958 Total 50,000 434,890 402,446 4,165,328 5,052,664 Total Budget Impact/Other Impact on Operating Budget has yet to be determined at this time. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CU1201 Project Name Pay-As-You-Go Water Load Station Type Improvement Department Customer Services Useful Life 15-20 years Contact Customer Service Manager Category General Priority 1 New Project: Account Number: Time-Line: Description Total Project Cost: $30,240 The City of Dover provides local contractors the ability to fill water trucks from a water dispensing connection, located at the William Street warehouse. The connection is not in a secure area and operates on the honor system. Contractors are required to purchase a water ticket from the Customer Service Department. However, there are contractors that circumvent the process and fill the water trucks without purchasing a ticket. The water tickets are sold to contractors for $5.00, per truck fill. The capacities of the trucks vary with the amount of the ticket remaining at $5.00. Consumption is monitored by obtaining a meter reading each month and charging a designated department for the usage. When the amount of tickets purchased is compared to the metered consumption there is a loss of revenue. Justification This project will prevent direct access to the City of Dover water supply from the warehouse and allow the City to collect revenue for water usage. The $5.00 charge is obsolete; contractors should pay fairly for water based on truck size and gallons consumed. The new system, the Mini General, is an economical solution for low volume bulk water dispensing applications.After the customer pre-pays for water, they will be given a temporary access number and pin number. The system will only dispense the amount of water that is paid for in advance. Each transaction is date and time stamped and recorded by Water+ software. City departments may also obtain water from this location. Each department will be required to follow the same process. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Equip/Vehicle/Furnishings 30,240 30,240 Total 30,240 30,240 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total Water/Wastewater Fund 30,240 30,240 Total 30,240 30,240 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # CU1390 Project Name Customer Notification by E-IVR Automated Dialing Type Improvement Department Customer Services Useful Life 5-10 years Contact Customer Service Manager Category General Priority 1 New Project: Account Number: Time-Line: Description Total Project Cost: $30,000 One of the most popular and cost effective uses of IVR Technology involves automating the out-dialing process Another use is to add the feature of customer alerts and notifications. This automation can take a variety of forms and functionality. E-IVR automated features include the ability to broadcasting a huge number of calls to deliver a pre-recorded message or alert, targeting a specific list to be called to relay individualized information, and to automate the dialing process as an efficient and management tool for staff. It is critical to maximize the use of communication resources, advance with technology and offer features similar to local utilities and municipalities. Our existing phone system provides the foundation to add beneficial enhancements. Justification The E-IVR notification system gets the word out fast for emergency notification, road closures, power outages, alerts customer of electric and water disconnections that are scheduled due to nonpayment of utility account, upcoming events. The Customer Service department is submitting the request for consideration. This system should benefit City departments and Officials city wide. The phone system broadcasts from our data base, when answered the IVR plays a prerecorded message. Unsuccessful calls are noted and can be broadcast again. The benefit to the customer is to receive critical notifications and become better informed. Since the calls are automated staff, may be utilized in other functions. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Other 30,000 30,000 Total 30,000 30,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 30,000 30,000 Total 30,000 30,000 Budget Impact/Other Estimated annual maintenance fees. This type of notification system is already used by other utilities and municipalities in Delaware. In conjunction with electric disconnects for nonpayment, the customer would receive an automated call two days prior to the scheduled disconnection date. This serves as a reminder to remit the payment and allows the customer to prepare for the interruption of service in the event payment is not received. A customer may chose to expedite payment by using the recently implemented credit card online processing system. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # IT1390 Project Name IT Long Range Planning Process Review and Update Type Improvement Department Information Technology Useful Life Unknown Contact IT Director Category General Priority 2 New Project: No Account Number: Time-Line: Begin Fiscal 2011 Description Total Project Cost: $65,000 In 2004, the City hired a third party to help us put a framework around long-range technology planning and spending. The outcome which included a five-year plan has provided a road map and format that has allowed us to continue to move forward with technology in an organized and predictable manner. This new project is to repeat the process and update our plan. This update was presented to the TAC group and received a high number of votes October 2008. Justification This has been effective, the five-year plan was exhausted in fiscal year 2009 and has begun again in Fiscal 2011. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Other 65,000 65,000 Total 65,000 65,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 65,000 65,000 Total 65,000 65,000 Budget Impact/Other Estimate is based on cost of 2004 study. Lowest bid back then was $50,000. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # IT1490 Project Name CISCO VoIP Phone Server Replacement Type Equipment Department Information Technology Useful Life 5-10 years Contact IT Director Category General Priority 1 New Project: Account Number: Time-Line: Description Total Project Cost: $40,000 In 2006, the CISCO VoIP telephone system was installed. The three Call Manager servers that operate the system and the Call Center server used by Customer Service will reach the end of its life cycle. After consulting with CISCO and their local service provider, MTM, it is anticipated that the existing equipment could continue to operate for another two years, until Fiscal 2014. Justification After Fiscal 2014, it is likely that the servers would no longer be able to be covered by a service contract. Additionally, ther servers would not support any software upgrades. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Equip/Vehicle/Furnishings 40,000 40,000 Total 40,000 40,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 40,000 40,000 Total 40,000 40,000 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # LB0901 Project Name Replacement Library Type Improvement Department Library Useful Life 25+ years Contact Library Director Category General Priority 1 New Project: No Account Number: Time-Line: Description Total Project Cost: $20,314,917 The Dover Public Library, built in 1961, can no longer meet the needs of the current population of the greater Dover service area. A new 46,000 square foot library facility will be built on Loockerman Street between City Hall and the Dover Post Office in downtown Dover. The consequences of delaying or eliminating this project are that members of the community will continue to receive very limited library services due to space and other deficiencies in the current facility. State funding, already committed, will be lost if the project is delayed. This project is related to the Delaware Division of Libraries’ Statewide Master Plan. Justification In 2004, library facilities planners, Robert H. Rohlf Associates conducted a library facilities plan and recommended that the City of Dover build a 39,000-50,000 square foot library in the downtown area because the current library is insufficient to meet the needs of citizens. The study concluded that the current library does not provide enough parking, shelving, programming areas, quiet study rooms, sufficient office space; and that there are ADA issues throughout the building. The study compared the Dover Public Library to libraries in similar-sized communities and services are lacking in many areas, including collection and reference. The benefit of replacing the current library is that the community will have access to a library with sufficient space for collections and computers, lighting, parking, quiet study areas, and programming space. Prior Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total 6,579,425 Planning/Design 143,156 15,789 158,945 Construction/Maintenance 9,130,209 2,282,533 11,412,742 Total Other 1,921,644 242,161 2,163,805 Total 11,195,009 2,540,483 13,735,492 Prior Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total 6,579,425 Library Reserve Fund 1,200,938 78,000 1,278,938 Other 4,396,566 700,344 5,096,910 Total State Grant 5,597,505 1,762,139 7,359,644 Total 11,195,009 2,540,483 13,735,492 Budget Impact/Other A larger library will require more maintenance, increased operational funding for heating and cooling, increased janitorial services, and at least 2.5 additional full-time library staff. Budget Items FY 12 FY 13 FY 14 FY 15 FY 16 Total Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Budget Items FY 12 FY 13 FY 14 FY 15 FY 16 Total Other (Insurance, Utilities) 169,579 174,666 344,245 Total 169,579 174,666 344,245 Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # MR1101 Project Name Downtown Security Cameras Type Equipment Department Mayor Useful Life 5-10 years Contact Mayor Carey Category General Priority 1 New Project: No Account Number: 147-3200-519-40-25 Time-Line: Description Total Project Cost: $64,500 Installing surveillance cameras, one on Loockerman and State Street, one on State and North Street at the Schwartz center and South Bradford Street on the Minor Street Alley. These are areas that have had the most complaints from, so the first three should be installed in these locations. Eventually we can cover the Business District either by adding so many per year of if a grant should become available, adding more. 2nd Phase add Governor’s Avenue Parking Lot. Justification Reduction in crime in the specified areas. These Cameras would cooperate off the current fiber optic System, so there would be no telephone line charges. Monitors would be at the police station with dispatchers being able to monitor the locations for illegal actions in the area and to solve crimes that have occurred Prior Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total 31,500 Other 33,000 33,000 Total Total 33,000 33,000 Prior Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total 31,500 General Fund 33,000 33,000 Total Total 33,000 33,000 Budget Impact/Other Phase I completed with Grant Funds, this portion of the project includes Phase II (63,000) and Expansion (63,000). Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # PA1290 Project Name GIS Infrastructure and Mobile Solutions Type Equipment Department Public Services-Admin Useful Life 3-5 years Contact Public Services Director Category General Priority 4 New Project: No Account Number: Time-Line: Description Total Project Cost: $54,000 This project will be used to expand mobile data terminals (MDT's) to building inspectors and the Public Works inspector. The ability will be given to access all networked files and programs (HTE, Fortis, Outlook, etc.) along with utilization of many GIS capabilities. The Fire Marshal's office along with Code Enforcememt staff have this capability and it has been beneficial for both departments. Justification This strategy would procure hardware and software as well as perform pilot projects that would test the ability of the City to expand in such areas of technology. The types of hardware to be purchased are GPS receivers, patch antennas, laptops, vehicle mounts, and lightweight clients. Software would be extensions used in conjunction with ESRI’s ArcGIS software to perform specific tasks. Types of extensions are spatial analyst, network analyst, etc. ESRI Services may be purchased for help with advancement in the City’s use of ArcGIS Server Mobile. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Other 8,000 8,000 8,000 24,000 Miscellaneous 10,000 10,000 10,000 30,000 Total 18,000 18,000 18,000 54,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 18,000 18,000 18,000 54,000 Total 18,000 18,000 18,000 54,000 Budget Impact/Other As pilot projects are preformed and found to be successful, budgets will grow as the pilots are implemented department or City-wide. Future software maintenance and hardware replacement (sustainability). The City is using two NASCAR races a year to implement new technologies. Along with training employees in these technologies, we are utilizing techniques used in damage assessment and emergency recovery during daily race weekend operations. To continue expanding on such pilot projects, we would need additional hardware and software. Other below represents ESRI services and support. Miscellaneous below represents mostly hardware and some software. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # ST1101 Project Name Street and Alley Program Type Improvement Department Public Services-Streets Useful Life 20-25 years Contact Public Services Director Category General Priority 1 New Project: Account Number: Time-Line: Description Total Project Cost: $9,200,000 This project will rehabilitate approximately three to five percent (3-5%) of the street and alley network each year. The estimated capital maintenance costs are $33.7 million over a 20-year planning horizon in Fiscal Year 2005 dollars. This estimate is based on the needs survey conducted by Public Services in Fiscal year 2004. Continuous maintenance on these assets will prevent more costly reconstruction in the future. This project combines the former Street Resurfacing Program, the Alley Program and the Barrier Free Access Ramp Program Justification The program identifies maintenance costs for 84.79 miles of streets and 15.24 miles of alleys as of June 30, 2010. Replacement of deteriorated curbs, gutters, and sidewalks provides improved use, drainage, and the appearance of the pavement section. The Street and Alley Program schedule is driven by funding and road ratings. Total street mileage is growing each as more roads and alleys are dedicated for public maintenance due to growth. Prior Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total 2,650,000 Construction/Maintenance 1,350,000 1,300,000 1,300,000 1,300,000 1,300,000 6,550,000 Total Total 1,350,000 1,300,000 1,300,000 1,300,000 1,300,000 6,550,000 Prior Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total 2,650,000 Community Transportation Fun 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 5,000,000 General Fund 350,000 300,000 300,000 300,000 300,000 1,550,000 Total Total 1,350,000 1,300,000 1,300,000 1,300,000 1,300,000 6,550,000 Budget Impact/Other The improvement schedule is based on the Fiscal Year 2004 ratings and Community Transportation Funds committed by area legislators. The annual funding split is proposed to be $700,000 from the General Fund and $1,000,000 from Community Transportation Funds in Fiscal year 2012. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # ST1102 Project Name Concrete Construction and Replacement Program Type Maintenance Department Public Services-Streets Useful Life 30+ years Contact Public Services Director Category General Priority 2 New Project: No Account Number: Time-Line: Continuous Description Total Project Cost: $400,000 This program replaces and rehabilitates deteriorated sidewalks and curbs throughout the City using in-house labor and private contractors. This is in accordance with the ADA. Delaying or eliminating the project will result in continued complaints and insurance claims from citizens and visitors. In addition, further deterioration of the sidewalk network will occur. Justification This program promotes the interconnection of the sidewalk network to conform to ISTEA (Intermodal Surface Transportation Efficiency Act) and rehabilitates sidewalks that have root damage from City street trees. This program also facilitates compliance with the Americans with Disabilities Act as it relates to the pedestrian network as well as improving localized drainage issues. Prior Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total 50,000 Construction/Maintenance 60,000 65,000 70,000 75,000 80,000 350,000 Total Total 60,000 65,000 70,000 75,000 80,000 350,000 Prior Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total 50,000 General Fund 60,000 65,000 70,000 75,000 80,000 350,000 Total Total 60,000 65,000 70,000 75,000 80,000 350,000 Budget Impact/Other There is no impact on the operating budget as reduction in insurance claims and improved pedestrian mobility is difficult to financially quantify. The Department of Public Services maintains a prioritization list that outlines the categories of replacement. Complaints are entered on the list as they are received and prioritized by City staff. Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # ST1201 Project Name Brine Manufacturing System Type Equipment Department Public Services-Streets Useful Life 10-15 years Contact Public Services Director Category General Priority 1 New Project: Account Number: Time-Line: Description Total Project Cost: $27,825 The ABS-1500 automatic batch system is designed for the manufacturing of a brine solution continuously. The brine solution is produced from a mixture of granular salt and standard tap water. The system can produce up to 4,000 gal of brine per hour. The ABS-1500 - $11,550; a 5,000 gallon heavy duty storage tank - $3,675 and the Single lane EZ load applicator system - $12,600 Justification Waiting to receive updated information from Scott Koenig. (hf 2/23/2011) Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Equip/Vehicle/Furnishings 27,825 27,825 Total 27,825 27,825 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 27,825 27,825 Total 27,825 27,825 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # ST1203 Project Name Salt Storage Facility - Schutte Park Type Equipment Department Public Services-Streets Useful Life 20-25 years Contact Public Services Director Category General Priority 3 New Project: Yes Account Number: Time-Line: Description Total Project Cost: $50,000 This project proposes the construction of a 50’ long x 50’ wide x 20’ high salt storage building at the rear of Schutte Park. The proposed construction will allow city staff to store salt indoors, greatly reducing the environmental impact of this operation. Salt is only used during winter months; however, we typically have this material on hand in varying quantities all year long. Justification Salt is currently stored down at Old PW II under a tarp within the concrete area. The current method of covering this material is inadequate and has potential environmental impacts on the St. Jones River. All runoff from this storage area goes directly into the St. Jones River. This project will likely be a requirement in our NPDES MS4 permit renewal scheduled for July 1, 2011. Moving this material indoors and under roof will reduce the environmental impact and allow this resource to be used in a more efficient manner. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Construction/Maintenance 50,000 50,000 Total 50,000 50,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total General Fund 50,000 50,000 Total 50,000 50,000 Budget Impact/Other Thursday, March 03, 2011

DRAFT Capital Investments Plan FY 12 thru FY 16 City of Dover, Delaware Project # ST1490 Project Name Silver Lake Revitalization Project Type Improvement Department Public Services-Streets Useful Life 20-25 years Contact Public Services Director Category General Priority 4 New Project: Yes Account Number: Time-Line: Description Total Project Cost: $600,000 The proposed project will remove all of the old pavement and parking areas and construct a new central parking lot and access to the boat ramp area as well as access from Kings Highway. The existing pavement condition is in poor quality, and the parking pods create a public perception problem. This project will plant trees, flowers, and shrubs below the dam on Silver Lake to Court Street along the St. Jones River in order to improve water quality and protect the stream bank. This will be a multi-year project. The department continues to receive complaints regarding the parking pods, the further deterioration of the existing pavement sections and parking areas, lack of stormwater management practices, bank erosion related to stormwater runoff and, poor site lighting. Justification Currently there are no stormwater management practices being implemented on this site, and the location adjacent to the St. Jones River causes direct stormwater discharge to an environmentally sensitive area. The proposed reconstruction and relocation of the loaded parking lot will allow for best management practices regarding stormwater management to be implemented at this site. Expenditures FY 12 FY 13 FY 14 FY 15 FY 16 Total Future Planning/Design 50,000 50,000 200,000 Construction/Maintenance 250,000 250,000 Total Miscellaneous 100,000 100,000 Total 50,000 250,000 100,000 400,000 Funding Sources FY 12 FY 13 FY 14 FY 15 FY 16 Total Future Community Transportation Fun 250,000 250,000 200,000 General Fund 50,000 50,000 100,000 Total State Grant 50,000 50,000 Total 50,000 250,000 100,000 400,000 Budget Impact/Other The proposed project includes parking reconstruction, planning and design, and ultimately landscaping for this section of the St. Jones River. Thursday, March 03, 2011

City of Dover, Delaware DRAFT Capital Investments Plan FY 12 thru FY 16 VEHICLE/EQUIPMENT REPLACEMENTS PROJECTS BY DEPARTMENT Department Project# Priority FY 12 FY 13 FY 14 FY 15 FY 16 Total Central Services 1987 Forklift 12Veh#NEW 3 30,670 30,670 Central Services Total 30,670 30,670 Facilities Management 1996 Dodge B2500 (438) 13Veh# 438 n/a 16,096 16,096 1996 Ford E350 (436) 14Veh# 436 n/a 16,096 16,096 1999 Dodge RMV Van (435) 15Veh# 435 n/a 16,096 16,096 Facilities Management Total 16,096 16,096 16,096 48,288 Mayor 1999 Ford Taurus 11Veh# 2 n/a 20,323 20,323 Mayor Total 20,323 20,323 Public Services-Admin 1999 Ford Explorer (6) 11Veh# 6 n/a 28,818 28,818 Public Services-Admin Total 28,818 28,818 Public Services-Grounds 1995 Ford Crew Cab Dump Truck (552) 12Veh# 552 5 44,720 44,720 2002 Toro Wing Mower (562) 12Veh# 562 2 57,500 57,500 2002 Dodge Pick Up (550) 13Veh# 550 3 17,000 17,000 2001 Dodge Pick Up (553) 13Veh# 553 2 17,000 17,000 1999 Dodge Pick Up (558) 13Veh# 558 2 17,000 17,000 1999 Chevy Dump Truck (554) 14Veh# 554 3 54,491 54,491 1998 Vermeer Stump Grinder (566) 14Veh# 566 3 44,000 44,000 1998 X-Mark Mower (568) 14Veh# 568 3 14,310 14,310 2001 Kubota Tractor (569) 14Veh# 569 3 29,116 29,116 1998 Chevy Crew Cab Dump Truck (551) 15Veh# 551 4 58,962 58,962 2006 X-Mark Mower (573) 15Veh# 573 4 15,456 15,456 1991 International Utility Trailer (578) 15Veh# 578 4 14,000 14,000 2002 Bean 300 Gallon Sprayer (585) 15Veh# 585 4 22,122 22,122 1990 FMC 300 Gallon Sprayer (565) 16Veh# 565 5 23,760 23,760 1999 Bandit Chipper (579) 16Veh# 579 5 46,122 46,122 1994 Vermeer Chipper (588) 16Veh# 588 5 46,000 46,000 Public Services-Grounds Total 102,220 51,000 141,917 110,540 115,882 521,559 Public Services-Inspections 2001 Dodge Pick Up Truck (20) 12Veh# 20 1 16,500 16,500 2001 Dodge Pick Up (19) 13Veh# 19 2 16,000 16,000 Wednesday, March 02, 2011

Department Project# Priority FY 12 FY 13 FY 14 FY 15 FY 16 Total 2002 Dodge Pick Up (18) 14Veh# 18 3 16,000 16,000 2001 Dodge Pick Up (22) 14Veh# 22 3 16,000 16,000 Public Services-Inspections Total 16,500 16,000 32,000 64,500 Public Services-Life Safety 20' Express Wagon with Honda Generator 12Veh# 14 1 17,500 17,500 Public Services-Life Safety Total 17,500 17,500 Public Services-Planning 2009 Chevy Uplander 13Veh# 3 n/a 16,177 16,177 Public Services-Planning Total 16,177 16,177 Public Services-Sanitation 2004 Peterbilt Automated Trash Truck (442) 12Veh# 442 2 232,084 232,084 2003 Sterling Bulk Truck (447) 12Veh# 447 2 136,500 136,500 2004 Peterbilt Automated Trash Truck (443) 13Veh# 443 2 253,875 253,875 2002 Int'l Rear Loader (449) 13Veh# 449 2 129,375 129,375 2003 Peterbilt 320 Automated Trash Truck (450) 13Veh# 450 1 246,075 246,075 2008 Peterbilt Automated Trash Truck (441) 14Veh# 441 3 296,075 296,075 2002 Hurst Trailer (453) 14Veh# 453 3 14,500 14,500 2008 Intn't Rear Loader (445) 15Veh# 445 4 165,975 165,975 2008 Peterbilt Side Loader (451) 15Veh# 451 4 296,075 296,075 Public Services-Sanitation Total 232,084 765,825 310,575 462,050 1,770,534 Public Services-Streets 1992 International Dumpt Truck (328) 12Veh# 328 1 131,055 131,055 2002 Tymco Street Sweeper (357) 12Veh# 357 1 170,028 170,028 1986 Case Backhoe (319) 13Veh# 319 2 94,075 94,075 2001 Int'l Dump Truck (322) 13Veh# 322 2 123,275 123,275 2001 Int'l Dump Truck (324) 13Veh# 324 2 133,074 133,074 1999 Dodge Pick Up Truck (330) 13Veh# 330 2 19,500 19,500 2001 Dodge Pick Up Truck (331) 13Veh# 331 2 19,500 19,500 1992 Int'l Leaf Truck (366) 13Veh# 366 2 110,000 110,000 2002 Airman Air Compressor (382) 13Veh# 382 2 23,000 23,000 2001 Case Front-End Loader (312) 14Veh# 312 3 129,700 129,700 2002 Case Front-End Loader (316) 14Veh# 316 3 129,700 129,700 2001 Int'l Dump Truck (321) 14Veh# 321 3 115,075 115,075 2001 Dodge Utility Truck (345) 14Veh# 345 3 46,875 46,875 1986 Hudson Trailer (394) 14Veh# 394 3 15,000 15,000 2006 Ford 1-Ton Dump Truck (325) 15Veh# 325 4 58,395 58,395 2002 ODB Leaf Vacuum Trailer (361) 15Veh# 361 4 42,120 42,120 2006 Int'l Sweeper (361) 16Veh# 356 4 195,075 195,075 Public Services-Streets Total 301,083 522,424 436,350 100,515 195,075 1,555,447 Tax Assessor 2002 Dodge Stratus 12Veh# 4 2 20,000 20,000 Tax Assessor Total 20,000 20,000 GRAND TOTAL 728,875 1,427,845 936,938 689,201 310,957 4,093,816 Wednesday, March 02, 2011

CITY OF DOVER HOSPITALITY & CIVIC FUNCTION POLICY A. PURPOSE There are occasions when the judicious extension of hospitality in connection with official City of Dover business is in the best interests of the City of Dover, hereinafter referred to as “City.” There are also occasions where attendance at civic events and functions which are not sponsored by the City are in the best interests of the City, and thus may require attendance. This policy outlines City policy and procedures governing the manner and extent to which the City’s employees, public officials, and appointees may extend hospitality while attending civic functions and events. II. SCOPE This policy applies to all hospitality and civic function expenses incurred by the City regardless of the source of funding, and to all City employees, public officials and appointees to City Boards, Commissions and Committees. III. ALLOWABLE EXPENSES AND APPROVAL A. Allowable Expenses and Occasions Expenses for hospitality and civic functions must be directly related to, or associated with the conduct of official City business. If the occasion is not sponsored by an organization of which the City sponsors or is a member of, then the occasion must serve a clear City interest business purpose, with negligible personal benefit derived by the official host or other City employees, public officials, and appointees. In addition, the expenditure of funds for hospitality and civic functions should be cost effective and in accordance with the best use of public funds. Examples of Prohibited/Restricted Expenses: Personal Memberships Political Expenses Holiday Gatherings for non-City affiliated organizations Fundraising Non-budgeted Cash Donations B. Approval of Transactions When determining whether a hospitality or civic event expense is appropriate, the approving authority must evaluate the importance of the event in terms of the costs that will be incurred, the benefits to be derived from such an expense, the availability of funds, and any alternatives that would be equally effective in accomplishing the desired objectives. C. Payment of Expenses The Finance Department shall process the payment of hospitality and civic functions expenses upon receipt of the invitation, invoice, or proper support documentation, as determined by Finance, with the signature of the Mayor, a Member of Council, and/or City Manager. Approved by Council: March 24, 2005 (To be revised when approved)