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DOVER HUMAN RELATIONS COMMISSION AGENDA AUGUST 22, 2012 ‐ 7:00 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 Hollie Ford in the City of Dover, Human Resources Department (736‐7163 or email at hford@dover.de.us) should you wish to be recognized. 1. Call to Order/Roll Call 2. Moment of Silence 3. Agenda Additions/Deletions 4. Comments/Presentations from Members of the Community This segment is provided to extend the opportunity to the general public to share their questions, thoughts, comments, concerns, and complaints. Discussion of any item appearing on the agenda is prohibited. Citizen comments are limited to three (3) minutes, and this segment will not exceed 30 minutes. 5. Chair's Report (Sudler) 6. Committee Reports A. School Programs (Wasfi) B. Community Programs (Allen‐Pyne) C. Assessment (Edamatsu) 7. Unfinished Business A. Review of Questions from 2003 DHRC Survey B. Suggestions for Community Partnership & Workshops C. Review of letter to Mayor and Council regarding Citizen Concerns 8. New Business A. Review City of Dover Finance Department Grant Application Procedures B. Review of Grant Sample: Office of Juvenile Justice and Delinquency Prevention (OJJDP) FY 2012 Defending Childhood Resource Center: Improving the Nation’s Response to Children Exposed to Violence C. Review of June 27, 2012 Minutes submitted by Brenda Talton 9. Scheduling of the Next Regular Meeting 10. Announcements 11. Adjournment by 9:00 P.M. U:\Human Relations Commission\8‐22‐12 Meeting\8‐22‐2012 DHRC FINAL Agenda.docx 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.

June 30, 2012 Hon Carleton E. Carey, Sr. And Members of City Council City of Dover Dover, DE 19903 To the Mayor and Members of City Council: The Dover Human Relations Commission (DHRC) has frequently held community outreach meetings in order to increase communication with the city’s residents and better assess the mood and concerns of the citizens of Dover. This activity has enabled the Commission to fulfill its commitment, as outlined in Article II. Section 58-31 of the City Code, to adopt a philosophy of inclusion, intergroup cooperation, and fair treatment. On March 28, 2012, one such community outreach meeting was held in the offices of the Delaware Community Outreach Committee, 680 Forrest Avenue, Dover. Most of the 30 community members in attendance felt strongly that measures should be taken to upgrade conditions in downtown Dover in order to improve the quality of life and the safety of the neighborhood. Local residents identified several areas of concern which, in the view of the Commissioners, were entirely justified. They include: 1) Concern about loitering which often involves the use of bad language and playing loud music. Loitering sometimes leads to fights at night, especially on the vacant lot at 110 N. New Street that in the summertime is a haven for prostitution. Residents wondered about the possible effect of a curfew to curb this activity, or at the very least, the posting of “No Loitering” signs; 2) Concern about human defecation on public streets and walkways; 3) Concern that drug activity is increasing all over the city, particularly in the New Street area above Reed Street, even with police activity in the area. Many of those participating in drug activity were observed to come from different areas and even when they were dispersed, they always returned. Extensive police follow-up was not in evidence. Also, it was reported that drug dealers know that there is a 1–1½-hour period during the shift change for local police when they can get away with anything. Local residents recommended strong police presence after 4:00 p.m. or the presence of a mini-police station downtown; 4) Concern about Wesley College students drinking alcoholic beverages on Governors Avenue from Thursday through Sunday, and being unruly and disrespectful to neighborhood residents; 5) Concern about shootings in the area and the fact that there are no recreation facilities for young people in the immediate vicinity. Religious-based programs, such as Rev. Gregory Gordon Sr.’s My Brethren Ministries, have had a positive impact but are not enough to get kids off the street permanently. A suggestion was made that the area needs a recreation center where young people could go, and there should be no fee for joining the Boys & Girls Club since many cannot afford it. One resident pointed out that the Simon Circle Boys & Girls Club used to be free when it first opened. The request was also made to organize a Dover branch of the Police Athletic League; 6) Suggestion to form a Neighborhood Watch program whereby local residents hold meetings which police officers attend and share contact information which residents can use if they observe suspicious activity. Specific police officers could be assigned to the Neighborhood Watch group;

2 7) Concern about police/community relations and the feeling that police are not always attentive to citizen complaints. There is the perception that certain Dover police officers are desensitized to minority complaints. One resident witnessed police officers sitting and drinking soda with landlords and not focusing on problem situations. Another witnessed a fight erupt and the police officer did not get out of his car or call for police backup. There was a general feeling that the Dover police disrespected local residents and had disparaging attitudes toward them. There is a widespread lack of understanding of the ramifications of Zero Tolerance Code of the Dover Police Department. Such circumstances have created lack of trust in the police; 8) Concern about the growth of illegal gang activity in Dover and the proliferation of guns, which have had an increasingly negative impact on the quality of life. A question was raised as to the possibility of implementing a gun return program in Dover, similar to those in Wilmington and Philadelphia, where those turning in guns could receive food vouchers or cash. Such incentive programs should allow residents and ex-felons to turn in guns without criminal or legal repercussions; 9) Concern about the lack of jobs available in Dover, which contributes to continuing a lifestyle of criminal activity as the only means of survival; and 10) Praise for the positive role of the House of Pride (HOP) in improving the lives of former drug addicts and giving them hope that things can change for the better. There was the general consensus that the city should support the HOP in its efforts to clean up the area, improve the neighborhood and instill faith in the system. It is the strong recommendation of the Dover Human Relations Commission that the Mayor and City Council engage in a serious review of citizen concerns expressed at the March 2012 DHRC community outreach meeting, which echoed sentiments articulated at previous meetings. Initially, the DHRC recommends that the Delaware Department of Justice, Dover and Delaware State University Police Departments and the DHRC partner to conduct a public workshop on Zero Tolerance and Loitering Criminal Codes. We also suggest that the City of Dover continue to support and help strengthen interfaith activities to improve the quality of life throughout the city (perhaps by waiving or reducing parade and event permit fees). The DHRC stands ready to cooperate with the Mayor and the Council in addressing these citizen concerns in order to make Dover an even better place to live. Sincerely, Chair, Dover Human Relations Commission

CITY OF DOVER DEPARTMENT OF FINANCE PROCEDURE MANUAL TITLE: Grant Application Procedures PROCEDURE # 317 DATE: November 2, 2007 REVISED: December 8, 2008 Introduction This procedure is intended to establish clear directions for accounting for and administering the funds and resources received by the City through Federal, State, and other Grants. It is the City’s policy to strictly prohibit any political activities related to Federal, State and other political subdivision assisted programs. The City’s employees will not engage in such activities nor spend City funds or grant funds in such activities. Definitions “Department”: Departments are the major organizational sub-divisions. They have a broad overall purpose. The City of Dover is organized into departments as follow: Customer Services, Parks, Recreation & Library, Public Services, Police, Public Utilities, Mayor, Central Services, City Clerk, City Manager, Information Technology, Finance, Human Resources, and Assessor. “Grants”: Funds and resources procured by the City which are restricted as to usage by the government or institution providing the funds. Usually, there is an application process whereby the City provides evidence of its need for the funds, its ability to use the funds in a manner approved by the grantor, and detailing the expenditures expected to be incurred. The primary grant providers to the City are the Federal and State governments. “Closeout”: The process of finalizing a grant project, including completion of the final financial reports, determination of cash balances, accomplishment of necessary accounting entries and placing all project files in a manageable holding system. “Matching Funds”: Dollars that must be available in order to qualify for a grant. Often grantors will not support the entire cost of a project and require that the applicant provides a certain share of the project cost from other sources. “In Kind Match”: A grant where the required match is not a cash contribution, but is existing personnel time, equipment or material made available for the purpose of the grant.” “NOFA”: Notice of funding availability. Grant-making agencies issue a NOFA to solicit applications. “OMB Circular A-87”: Establishes principles and standards for determining costs for Federal awards carried out through grants, cost reimbursement contracts, and other agreements with State and local governments. FI 105

Finance Department Grant Application Procedures F317 Departmental Grant Application Decision Making Process 1. The Departments are responsible for seeking out new grant resources. The Department shall analyze the need and future costs of a grant before applying for a grant. A number of questions shall be considered by the department before determining whether a grant application is appropriate. A ‘Department Grant Application Analysis Form’ to be completed by each department can be found in Appendix A. 2. A copy of the ‘Department Grant Application Analysis Form’ should be maintained in the grant folders at the department level and copies distributed to the City Manager and Finance Director for budgeting and auditing purposes. 3. If the annual project/program cost in excess of the grant award exceeds $25,000.00 Council approval is required. A copy of the Department Grant Application Analysis Form should accompany the appropriate approval forms. Grant Application Process 1. The Application process is the most critical step. The requesting department prepares the grant application package and submits the approved, completed grant packages to the proper grantor institution. The reviewing body will make their decision solely upon the evidence of need as shown in the application. Therefore, a well documented proposal is imperative. Departments should review the requirements of the application closely. 2. City Council must approve the application of all grants which require a ‘monetary’ match in funds of $25,000 or more from the City of Dover or if the grant requires City Council approval. Grants requiring ‘in-kind’ matches do not need Council approval. The Department shall be responsible for acquiring City Council approval before applying for grants with these requirements. Please note if the grant and match have been fully identified in the approved budget, Council approval shall be met. This procedure does not negate any requirements of the City Purchasing Policy. 3. The application cannot be submitted to a grantor for consideration without the written approval of the Department Head regardless of the amount. A copy of the application with the Department Head’s signature should be kept on file within the submitting department. 4. The requesting department will be responsible for ensuring that all approved applications are signed by the Mayor or appropriate official prior to submission. Grant Award/Post Award Process 1. The requesting department receives the grant award letter. Federal award notification is received by email. If the City is awarded the grant, a Committee Action Form (CAF) is to be prepared for the Legislative, Finance & Administrative Committee to approve the grant award. The CAF shall include any non-grant funded expenses listed in the ‘Department Grant Application Analysis Form’ for the current and future fiscal years. Several types of state funded grants are awarded to local law enforcement agencies state- wide based on annual allocations of funds approved by the State Legislature and quarterly FI105 2

Finance Department Grant Application Procedures F317 applications for funds resulting from property and drug seizures. The Police Department must conform to the grantor requirements for spending these funds. The Police Chief approves the application for and disbursing of these particular funds. 2. A grant records file shall be maintained and updated by the requesting department for each application throughout the grant process, including the final accounting and closeout. The file shall consist of, at a minimum, the application, acceptance letter and a spreadsheet detailing cash receipts and disbursements. The Department must maintain records of expenditures including any appropriate supporting documentation. The expenditures must be reviewed to determine if they are an eligible expense under the grant agreement. Confidential records supporting expenditures for informant funds etc, used by the Police Department will be maintained in accordance with current policies and procedures for the department. Procedural notice 42 Criminal Investigations, section VII outlines those procedures to be followed by the Police Department. 3. The Department Head, or his/her designee, shall monitor the status of the grant application and the subsequent award. 4. The original signed grant contract shall be added to the appropriate grant file and identified with a contract number and the performance period. 5. Copies of all documents are to be provided to the Finance Department to monitor compliance and completion of the annual audit. 6. Where applicable, Public Hearings and Advisory Board Meetings must be held in accordance with the grantor requirements throughout the term of the grant. Accounting Procedures 1. The Department Head shall request account numbers for grant revenues and expected expenditures from the City Finance office. Where applicable a project number will be assigned to each grant to track receipts and expenses 2. The Finance Department and Department Head are responsible for maintaining separate records for each grant project to avoid commingling of grant funds. 3. The Department Head is responsible for assuring all grant project funds are expended according to the terms of the grant. All grant project funds must be obligated by the termination date(s) specified in the grant. Any matching funds must be expended and reported timely. 4. The Department Head is responsible for submitting any required reimbursement requests to the grantor as authorized expenditures are incurred. At the end of each fiscal year, the Department Head shall submit to the Finance Department a list of all outstanding reimbursement requests and qualified expenditures incurred, but not submitted to the grantor for reimbursement. Accordingly, the Finance Department shall create a grant receivable entry, reconciling this to the grant activity recorded during the period. FI105 3

Finance Department Grant Application Procedures F317 5. Purchase, Invoice and Payment processing shall be in accordance with the City of Dover Purchasing Policy, incorporated into this procedure by this reference. Payroll processing shall be in accordance with City payroll procedures. 6. Retention of records shall be in accordance with the State of Delaware’s Local Government General Records Retention Schedule for Grants, which specifies grant financial files are to be retained for five years after submission of the grant closeout letter and successful audit. 7. Requests for drawdown of funds must be in accordance with award requirements specified by the grantor. 8. Receipts are received and entered into the General Ledger by the Finance Department. 9. The Department Head is responsible for maintaining records of all inventory purchased and are to provide an updated copy to the Finance Department June 30 each year for audit purposes. All records for equipment, non-expendable personal property and real property shall be retained for a period of at least three years from the date of the disposition, replacement, or transfer. 10. Records must be maintained for each non-expendable item that costs $5,000 or more and has a useful life of one year or more. The Department Head shall send the invoices and appropriate backup data to the Finance Department for recording in the Capital Asset system. 11. The Department Head is responsible for timely submission of reports to the grantor as required under the terms of the grant. 12. The Department Head is responsible for submitting quarterly and final Financial Status Reports (FSRs) for grants if required under the terms of the grant. A copy of any FSR must be submitted to the Finance Department before being sent to the grantor. Finance shall reconcile amounts reported on the FSR with the amounts recorded in the City's accounting system. Any discrepancy shall be resolved by the Department Head and communicated to the Finance Department. 13. The Department Head is responsible for performing and monitoring closeout activities. 14. Any unexpended funds shall be returned to the grantor and any interest earned on cash balances shall be disbursed in accordance with the grant requirements. 15. The Finance Department is responsible for preparing Form SF-SAC, “Data Collection Form for Reporting on Audits of States, Local Governments, and Non-Profit Organizations,” in accordance with Federal OMB Circular A-133. 16. A quarterly report will be presented to City Council by the Finance Department for all grants. Control of Grant Funds 1. Interest Earned and expended is promptly recorded in the accounting records and reported on the FSR’s. FSR’s are due 45 days after the end of the calendar quarter. FI105 4

Finance Department Grant Application Procedures F317 2. Grant funds and interest earned is expended by the end of the allowable period. 3. Matching funds are expended and reported timely. 4. Final FSR’s are submitted timely. 5. The Department Head will ensure grant requirements are met and if necessary will request changes from the grantor 60 days before the end of the award period. 6. Draw down of Federal funds will be initiated after the Department submits the quarterly FSR’s. This ensures that the department has already paid for the cost of goods or services incurred on behalf of federal grants. Any funds received in advance will be placed in an interest earning account. 7. Department Heads ensure matching funds are spent and that related expenditures are tracked for reporting purposes. 8. Department Heads will obtain permission from federal grantees to spend the interest earned as part of the grant proceeds. They will request a Budge Adjustment Request to augment grant budgets with interest earned revenues that they have received. DISTRIBUTION Mayor CDBG Director Police Department City Manager Department Heads FI105 5

Finance Department Grant Application Procedures F317 Appendix A Department Grant Application Analysis Form For Use in Evaluating Grant Opportunities General Information Department: Staff Contact: Grant/Project Title: Brief Grant/Project Description: Application Information Due Date: ____________ New Related Grants: Recurring Anticipated Award Date: _____________________ Anticipated Notification Date: ______________ Start Date: ___________________ End Date: ______________ Award Amount: $ _______________ Cash Reimbursement Approx. reimbursement turn-a-around time ______________________ Council Approval Needed: Yes No Which apply? Match amount (Council approval is needed for grant projects > $25,000, when match Project shortage amounts equal or exceed $25,000, or when expressly required by the granting authority.) Other grant requirement Grant/Project Costs Budget Category Award Amt Match Amt Match Source Contractual Equipment/Supplies Indirect Cost (ie, vehicle repairs, mileage, IT, telephone) Personnel Additional Personnel/Over-time (ie, support costs, administrative salaries) Travel/Training Capital (ie, land, building, vehicles, etc.) Other (ie, informant/buy Money) Total $ $ GRANT TOTAL $ (Award + Match) FI105 6

Finance Department Grant Application Procedures F317 Appendix A-continued Department Grant Application Analysis Form For Use in Evaluating Grant Opportunities Other Information 1. Are any of this project’s costs included in the City budget? 2. Are there any lone-term costs or commitments? 3. How will this program/project be funded after the grant expires? 4. What is the maximum amount of funds available from this funding source? 5. If the Department receives only a portion of the amount requested, how will the project be funded? 6. Are there other departments in the City eligible for this funding? 7. Are other departments in the City willing to collaborate on this project? 8. Will this project duplicate or compete with other services or programs provided by the City or other local agency: Originated January 4, 1996 Revised February 27, 2007 Revised November 2, 2007 Revised November 13, 2007 Revised December 8, 2008 FI105 7