Minutes

PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE The Parks, Recreation, and Community Enhancement Committee Meeting was held on February 13, 2012, at 12:00 noon, with Chairwoman Russell presiding. Members present were Mr. Anderson (arrived at 12:08 p.m.), Mrs. Horsey, and Mr. Lewis. Mr. Hare was absent. AGENDA ADDITIONS/DELETIONS By unanimous consent, the agenda was approved as presented. Accounting of Summer Program Revenues Members reviewed the Substance Abuse Program Revenue and Expense Report for Fiscal Year 2011. Mrs. Sherwanda Rachal-Speaks, Recreation Specialist, noted that the purpose of the grants received is to provide services to 100 at-risk youth who are identified as having economic and/or academic disadvantages. She also provided an overview of the purpose and function of the various programs funded through the grants. Mrs. Rachal-Speaks also noted that a Youth Connections Parent/Student Handbook is provided to all parents of participants in the after-school program. Responding to Mr. Lewis, Mrs. Rachal-Speaks indicated that Youth Connections started with a grant from the State through the Delaware Prevention Network and has been in existence for 17 years. The after-school program is a licensed program that is overseen by teachers and workers who must meet specified criteria for providing care to young children, including completion of classes, background checks, and 18 hours of training each year. Mrs. Russell suggested that Mrs. Rachal-Speaks meet with Police Chief Hosfelt to assist in the development of a program being instituted by the Police Department for the youth in the downtown area. Mr. Lewis moved to recommend acceptance of the Accounting of Summer Program Revenues as presented by staff, seconded by Mrs. Horsey and unanimously carried. Proposed Amendments to Community Development Block Grant (CDBG) Guidelines Members were reminded that during their meeting of January 9, 2012, the Parks, Recreation and Community Enhancement Committee recommended that Council approve a change to the Community Development Block Grant (CDBG) subgrant procedure to have applicants apply for multi-year funding that would coincide with the length of the Community Development Consolidated Plan. City Council approved the Committee’s recommendation on January 23, 2012. During the January 9, 2012 Committee meeting, it was noted that if the change to the procedure was approved, staff would prepare an amendment to the Consolidated Plan with the upcoming round of funding allocation and the program guidelines would be revised and brought to the Committee for their review. As a result, staff presented proposed revisions to the CDBG Program Guidelines which would integrate the multi-year subgrant process.

PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING OF FEBRUARY 13, 2012 PAGE 2 Mrs. Tracey Harvey, Community Development Manager, reviewed the proposed revised CDBG Program Guidelines and noted that substantive changes were highlighted. She explained that, according to the revised guidelines, subrecipients (non-City entities) would apply for eligibility for funding on multi-year cycles and would provide the information necessary to evaluate the proposal according to the criteria in this application. City projects and programs that are eligible for funding would be specified in the Consolidated Plan and would not be required to submit a formal application. Both non-City and City applicants would be required to submit an annual funding request with a budget and program description. The revised guidelines would also allow the Director of Planning and Community Development to bring additional potential subgrantees forward to the Committee for consideration of funding during the Consolidated Plan year if special circumstances arise. Staff recommended approval of the revised CDBG Program Guidelines, as presented. In response to Mrs. Russell, Mrs. Ann Marie Townshend, Director of Planning and Community Development, assured members that each funding request, including any request of the City, would be ranked by the Committee during the review process. Responding to Mr. Anderson’s concerns regarding accountability, Mrs. Townshend indicated that funding requests are reviewed each year and members are provided monthly updates; therefore, if a subgrantee does not perform as expected, the Committee can reconsider their grant funding. Elaborating, Mrs. Harvey advised members that the City also has contracts with the subrecipients; therefore, if it is found that a subrecipient is not performing well, the City has the right to terminate the contract. Mr. Lewis moved to recommend approval of the revised Community Development Block Grant (CDBG) Program Guidelines, as recommended by staff, seconded by Mrs. Horsey and unanimously carried. UPDATES The following updates were provided to members Planning and Funding for New Library Ms. Marjorie Cyr, Library Director, advised members that construction of the new Dover Public Library is approximately 50% complete and the metal roof should be installed next week. Staff is finalizing the shelving and furniture listing for the building. She indicated that construction is on target for completion of the building in June or July, with a ribbon cutting to occur in September 2012. Ms. Cyr stated that the Capital Campaign has received two (2) $100,000 donations, one of which is a challenge pledge, and that the Campaign is approximately one-third of the way toward meeting the goal. She informed members that the other donation was from a local Dover family who was very specific that they did not want their gift to go toward meeting the challenge pledge in order to encourage the community to continue to contribute toward the challenge.

PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING OF FEBRUARY 13, 2012 PAGE 3 Ms. Cyr advised members that Memorial Brick Pavers are still for sale (at a cost of $125 each) and will be placed at the Loockerman Street entrance to the library. She also advised members that a fund raising concert is scheduled for March 3, 2012 at the Wesley Chapel. In response to Mrs. Russell, Ms. Cyr indicated that two (2) tours of the new Library facility were conducted for City Council members and that Kent County Levy Court members were provided a tour earlier in the day. She stated that the tours are very important, particularly for potential donors, and if members knew of interested parties, she requested that they contact her to make tour arrangements. Responding to Mr. Anderson, Ms. Cyr stated that any donation received, with the exception of the brick paver sales, would be counted toward the challenge pledge. Ms. Cyr advised members that the Events Committee is planning a Ball to take place around the time of the ribbon cutting. The Committee is working with the Governor’s Office to schedule the ribbon cutting event for September 20, 2012. She stated that it is hoped that the Ball would become an annual event to help support the Library and that this year’s theme will be “Dancing with Da Vinci.” CDBG Program Mrs. Tracey Harvey, Community Development Manager, reported on the Status of FY 2011 CDBG Projects as of January 2012. She noted that 5:00 p.m. today is the deadline for the CDBG Applications for multi-year projects. It was noted that the report provided to members indicates an Unencumbered Balance of $0 for Connections Community Support, which should be $5,000 and that the $5,000 listed as Funds Expended should be $0. (Clerk’s Office Note: The Status of FY 2011CDBG Projects Report was revised following the meeting and is included as Attachment #1.) Responding to Mrs. Russell, Mrs. Harvey confirmed that the RC&D facility has moved to Milford; however, continues to provide services to City of Dover residents. In regard to the Street Program, Mrs. Harvey indicated that it is anticipated that the project will begin in the Summer of 2012. Mrs. Ann Marie Townshend explained that a water line replacement is scheduled to occur on New Street next summer and that the paving cannot begin until the water main work has been completed. Housing and Recovery Act of 2008 Funds (Neighborhood Stabilization Fund) Mrs. Tracey Harvey, Community Development Manager, reviewed the Update on the Housing and Recovery Act of 2008 Funds (Neighborhood Stabilization Program). Dover Youth Advisory Committee Mrs. Russell advised members that during the Regular Council Meeting of January 9, 2012, Council approved reappointments to the Dover Youth Advisory Committee. She stated that the members attended a recent Delaware League of Local Governments Meeting, where they were presented with

PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING OF FEBRUARY 13, 2012 PAGE 4 certificates in recognition that this group is the only municipal youth committee in the State of Delaware. She noted that the Boys and Girls Club is attempting to create a youth committee to serve as an advisory board. Responding to Mr. Lewis, Mrs. Russell stated that there are nine (9) members who serve on the Youth Advisory Committee. Mr. Lewis moved for adjournment, seconded by Mrs. Horsey and unanimously carried. Meeting Adjourned at 12:33 P.M. Sophia R. Russell Chairwoman SRR/JS/jg/dd/tm S:\AGENDAS & MINUTES\Committee-Minutes\2012\02-13-2012 PR&CE.wpd Attachment to Original and File Copy Attachment #1 - Revised Report - Status of FY2011 CDBG Projects as of January 2012

ATTACHMENT #1 PR&CE Committee Meeting of 02/13/2012 Parks, Recreation, and Community Enhancement Committee 2/13/12 Status of FY10-11 Program Funds Spent - Fiscal Year 7/1/11- 6/30/12 2011 Grant Projects Project Details Total Grant Funds Expended Unencumbered Balance Four families have Homeownership Assistance Program purchased homes in the $58,167 $42,061 $16,106 FY10 & 11 City of Dover 3 homes are presently *Housing Rehabilitation Program FY10 $25,275 $24,046 $1,229 underway 1 completed Funding for utility and Dover Interfaith Mission to Homeless $34,479 $7,079 $27,400 lease cost motel vouchers for Connections Comm. Support $5,000 $0 $5,000 homeless underway Emergency home repairs RC & D $38,000 $2,885 $35,115 underway Street repairs on S. New Streets Project $60,081 $0 $60,081 Street Housing Rehabilitation Program 3 homes will be rehabbed $38,000 $0 $38,000 Total $259,002 $76,071 $182,931 *rehab projects - please note that $25,275 has been rolled over to program year FY-11 PR&CE Committee Meeting of 02/13/2012 806 Forest Street completed 122 Davis Circle 839 Paul Street ATTACHMENT #1