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LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA JULY 9, 2012 - 5:30 P.M. CITY HALL COUNCIL CHAMBERS 15 LOOCKERMAN PLAZA DOVER, DELAWARE Public comments are welcomed on any item and will be permitted at appropriate times. When possible, please notify the City Clerk (736-7008 or e-mail at CityClerk@dover.de.us) should you wish to be recognized. AGENDA ADDITIONS/DELETIONS 1. Review and Recommendation - Filling Critical Positions A. Police Clerk II - Police Department B. 911 Dispatcher - Police Department 2. Requisite Legal Work for Proposed Rent Justification Ordinance (Lynn, Leary, and Bonar) 3. Proposed Policy for Requesting Legal Work/Opinions 4. Review of Grant Application - Disaster Recovery for Critical Infrastructure (DEMA) (Due to time constraints, this item has been placed on the Council agenda for the meeting being held later in the evening) 5. Value Study of Positions (Hutchison) 6. Adjournment by 7:00 P.M. /tm S:\AGENDAS-MINUTES-PACKETS\Committee-Agendas\2012\07-09-2012 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.

Hiring Justification Outline 1. Explain the principal function of this job. The police clerk position handles a variety of functions, however the primary functions for this vacancy will be NIBRS (National Incident Based Reporting System) classification of crime reports, LEISS (Law Enforcement Investigative Support System) report review and approval, Criminal Summons processing, and LERMS (Law Enforcement Records Management System) data input. 2. Explain why this position is critical and cannot go unfilled or postponed. This position is critical to the timely, accurate processing of criminal reports for the police department. This agency processes in excess of 10,000 crime reports annually, and that number only continues to rise. Each report must be reviewed by a police clerk for quality and accuracy and this function cannot be automated. NIBRS data is reviewed bi-annually by members of the FBI Quality Assurance team; this position requires a significant amount of training to be able to ensure our continued exemplary performance on these reviews. The Records Unit recently absorbed the job duties of the Criminal Investigations Unit Secretary. The Records Unit has not seen an increase in personnel in over 20 years, although the amount of data processed by this unit has increased dramatically. To put it bluntly, this unit is stretched to its maximum and cannot absorb any more work. 3. How would City services diminish if this position were not filled or postponed at this time? Crime report processing time would decrease by more than 40%. Processing time for other areas, such as traffic citations and crash reports, would decrease due to reassignments of job duties. Until crime reports are approved by the Records Unit, the data is not available for analysis or measure. As a result, the Chief’s monthly report to council would be delayed each month and the Annual Report would be delayed significantly. Our in-house crime analysis would be become obsolete due to the lack of timely data. Our recently instituted DDACTS program (Data Driven Approaches to Crime and Traffic Safety) would have to be abandoned. 4. Are there other employees whose ability to perform would be diminished by not filling or postponing this position? Other police clerks would have some reassignment of job duties in order to lessen the effect on crime reports. Each police clerk would see at least a 20% increase in job duties to cover this absence. This is in addition to recently absorbed job duties of the CI Secretary position. If current timelines were to continue to be met, there would be a significant increase in overtime/comp time, coupled with a significant decrease in morale and subsequently, work effort. 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? There are no positions that can be promoted into this position. Finding an experienced person will be a challenge. 6. Can one or more existing employees absorb the duties of this position? See number 4, above. If other police clerks were required to absorb these duties, there would be a significant cost in both wages and production.

7. Could a temporary person be hired to fill this position for 60 days? This position is highly specialized and requires a great deal of training. A non-experienced person would not even be released to process reports without supervision for at least 60 days, if not 90 days. In addition, the police department requires a background check that would eliminate most temporary employees. 8. Grade/Salary Information Police Clerk II is a pay grade 13 Rev. 3/01/10

City of Dover Wage and Benefit Information for Employee Hiring and Transfer Request DEPARTMENT/DIVISION ORIGINATING REQUEST: POLICE FY13 FY13 # Mos. Lump Sum Current Wages Benefits Total Wages & % Year Benefits To Date To Date FY12 Total Vacation/Sick Position Grade/Step Reason Budgeted Budgeted Benefits Wages Used Used Wages Paid Benefits Paid Paid To Date Payment* Balance Remarks Accessions Dispatcher IUE 18-1 Separation 34,694.40 21,406.08 56,100.48 0.0% 0.0 - - - - 56,100.48 Police Clerk II IUE 13-13 Retirement 40,123.20 14,835.70 54,958.90 0.0% 0.0 - - - - 54,958.90 Totals 111,059.39 $111,059.39 # Mos. FY13 FY13 Total % Year Wages Benefits Total Pay Position Position Reason Salary Benefits Pay Needed Needed Wages Benefits Needed Remarks New Positions health care = family for all Dispatcher IUE 18-1 New Hire 34,694.40 23,323.59 58,017.99 82.0% 9.9 28,438.03 18,209.27 46,647.30 Police Clerk II IUE 13-1 New Hire 27,976.00 22,157.04 50,133.04 82.0% 9.9 22,931.15 19,167.97 42,099.12 Totals 108,151.03 88,746.42 Balance $22,312.96

Hiring Justification Outline 1. Explain the principal function of this job. This position is for Communications Dispatcher. The responsibilities include dispatching police complaints by means of the 800 MHz radio system. Answering 9-1-1 emergency phones calls and non emergency phone calls. The position is also requires some computer knowledge due to the fact they will be tasked with data input and retrieval from the State and Federal computer systems. 2. Explain why this position is critical and cannot go unfilled or postponed. The department’s authorized strength is currently 11 dispatchers. It is essential for the department to maintain personnel to provide all levels of safety for the citizens of Dover. This position is a critical part of the City of Dover’s emergency services system and the workload and the importance of this position dictates its necessity to be filled. However due to the recent resignation of a dispatcher the authorized strength has dropped to 10 dispatchers. 3. How would City services diminish if this position were not filled or postponed at this time? Answering emergency calls would be delayed and the police department would be unable to provide the level of service we currently provide to the citizens of our city. Overtime will also increase as other dispatchers fill this position during peak hours. 4. Are there other employees whose ability to perform would be diminished by not filling or postponing this position? Yes, officers would be delayed in their response to calls for service and emergency calls 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 emergency services. Training for the position takes several months.

6. Can one or more existing employees absorb the duties of this position? This would require overtime expense for the City and would only be a short term fix. The dispatchers are essential emergency personnel who handle large volumes of calls during a shift, not filling this position would create hardship on the other dispatchers. 7. Could a temporary person be hired to fill this position for 60 days? This is not a viable option due to the amount of training, and the background investigation needed for this position. To expend this amount of time and expense for a 60 day temp would not be prudent.

City of Dover Wage and Benefit Information for Employee Hiring and Transfer Request DEPARTMENT/DIVISION ORIGINATING REQUEST: POLICE FY13 FY13 # Mos. Lump Sum Current Wages Benefits Total Wages & % Year Benefits To Date To Date FY12 Total Vacation/Sick Position Grade/Step Reason Budgeted Budgeted Benefits Wages Used Used Wages Paid Benefits Paid Paid To Date Payment* Balance Remarks Accessions Dispatcher IUE 18-1 Separation 34,694.40 21,406.08 56,100.48 0.0% 0.0 - - - - 56,100.48 Police Clerk II IUE 13-13 Retirement 40,123.20 14,835.70 54,958.90 0.0% 0.0 - - - - 54,958.90 Totals 111,059.39 $111,059.39 # Mos. FY13 FY13 Total % Year Wages Benefits Total Pay Position Position Reason Salary Benefits Pay Needed Needed Wages Benefits Needed Remarks New Positions health care = family for all Dispatcher IUE 18-1 New Hire 34,694.40 23,323.59 58,017.99 82.0% 9.9 28,438.03 18,209.27 46,647.30 Police Clerk II IUE 13-1 New Hire 27,976.00 22,157.04 50,133.04 82.0% 9.9 22,931.15 19,167.97 42,099.12 Totals 108,151.03 88,746.42 Balance $22,312.96

PROCEDURE COUNCIL REQUESTS FOR PROJECTS (Adopted by City Council during their Regular Meeting of August 27, 2001) PURPOSE 1. To establish a uniform procedure for project requests of staff by members of Council. 2. To improve communications between members of City Council as well as Council staff. 3. To allow for project requests to be inclusive of additional requests or ideas of Council when relative to the project. 4. To maintain a tracking system for project requests and relative information on file in the Office of the City Clerk. 5. To avoid any misunderstandings or confusion regarding project requests. 6. To keep chairpersons of a Council committee involved in project requests for possible review prior to information being requested of staff. 7. To eliminate staff’s time on issues that were previously considered or discussed by providing the information when already available from the City Clerk’s Office or from another member of Council or staff. DEFINITIONS Project Requests - For purposes of this procedure, project requests shall be for work estimated to take more than an hour of staff’s time. Council Staff - Shall mean those employees that directly report to the Mayor and City Council, as follows: City Manager, Chief of Police, City Assessor, Finance Director/Treasurer, City Planner, and City Clerk. It is noted that any project that would require information to be obtained by an employee of the City Manager, the request would be submitted to the City Manager for processing. STATEMENT OF PROCEDURE Should a member of Council wish to obtain information that would result in research bystaff, such request should be made in writing, specifically to the appropriate Council staff member, and appropriately distributed by the City Clerk’s Office. Should a member of Council wish, the City Clerk’s Office shall assist with the writing of the request. City Clerk’s Office shall make copies of such requests and distribute to all members of City Council and Council Staff. The City Clerk’s Office shall maintain a tracking system of all pending requests until finalized. As a courtesy, members should first consider if the project is relative to a council committee and if so, they should contact the chair of the appropriate committee to obtain their input on the matter. If there is a question in this regard, it should be noted that a committee chair will be advised of the project by receipt of the written request and should be given the opportunity to respond at that time. The response from the appropriate staff member shall be given to the City Clerk’s Office for proper distribution (copies of said response to all members of City Council and Council staff). When deemed appropriate and/or at the direction of a Committee Chair or Council President, an issue may be placed on an agenda for further review and consideration.

Procedure - Council Requests for Projects Page 2 PROCEDURE 1. If a project request is relative to a Council committee, the member of Council wishing to submit a project request of staff should contact the appropriate committee chair. 2. The member of Council submitting a project request shall either have City Clerk’s Office write the request on their behalf or give the City Clerk’s Office the written request. All requests shall be made in the form of a memorandum and addressed to the appropriate member of Council staff. 3. The City Clerk’s Office shall submit the memorandum to the appropriate Council staff member and shall make copies of the memorandum and distribute to all members of Council and Council staff. 4. The response to the request shall be given by the Council staff member to the City Clerk’s Office to be provided to the member of Council who initially requested the information as well as copies made and distributed to all members of Council and Council staff. 5. City Clerk’s Office shall be responsible for maintaining a tracking system of all requests. /jg S:\CLERK'S OFFICE POLICIES AND PROCEDURES\Council Requests for Projects-Staff Requests Revised for Formatting.wpd Adopted August 27, 2001

ACTION FORM PROCEEDING: Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: Information Technology DATE SUBMITTED: 06/20/12 PREPARED BY: Andrew R. Siegel, IT Director SUBJECT: Review of Grant Application – Disaster Recovery for Critical Infrastructure (DEMA) REFERENCE: RELATED PROJECT: APPROVALS: City Manager / Controller EXHIBITS: Exhibit A – DEMA-State Homeland Security Grant Program (SHSGP) Sub-Grant Application EXPENDITURE REQUIRED: $50,000 AMOUNT BUDGETED: $15,000 FUNDING SOURCE (Dept./Page in CIP & Budget): DEMA Grant TIME TIMETABLE: Complete installation by end of September 2012. RECOMMENDED ACTION: Authorize staff to complete the project and request reimbursement for all costs associated with the purchase and installation of the backup solution and infrastructure improvements. BACKGROUND AND ANALYSIS The City of Dover has requested and received funding from the State Homeland Security Grant Program (SHSGP) for the purchase and installation of equipment related to improvements in IT Disaster Recover and critical infrastructure. The funding for this project was provided under short notice to our municipality due to other municipalities in the state not completing their projects by the due date set forth by the Federal Government. All costs associated with the project will be charged to Information Technologies. 100% of the project costs will be reimbursed to the City of Dover upon application for reimbursement. The full amount of this grant is not budgeted. It is requested that when funds are reimbursed to the City, funds are returned to the Information Technologies budget in order to complete budget expenses. Fiscal Note: There is not additional ongoing expenses related to this grant, as it is replacing existing, outdated equipment. The budgeted maintenance costs to maintain the old equipment will sufficiently maintain the new equipment.