Attachment

LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE AGENDA September 26, 2011 - 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. THIS MEETING WAS RECESSED ON SEPTEMBER 26, 2011 AND WILL RECONVENE ON SEPTEMBER 29, 2011 AT 5:00 P.M. 1. Presentation by Downtown Dover Partnership (DDP) A. Recent Grant Award in the Amount of $3M B. Status of $1.3M Loan for 120 S. Governors Avenue C. Future Plans 2. Discussion - Historical Perspective of Economic Development Office 3. Review of Cell Phone Use 4. Review of Take-Home Vehicle Use 5. Review, Consolidation and/or Elimination of City Committees, Commissions, and Boards - Dover Human Relations Commission 6. Public Comment Period 7. Adjournment /tmS:\AGENDAS & MINUTES\Committee-Agendas\2011\09-29-2011 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.

CITY OF DOVER DEPARTMENT OF FINANCE PROCEDURE MANUAL TITLE: City or Employee Owned Cellular Phone PROCEDURE # F320 Assignment and Usage DATE: February 3, 2009 I. PURPOSE: The use of cellular telephones provides improvement to customer service, is helpful when other means of communication is not readily available, and enhances department’s efficiencies and safety. Possessing a cellular telephone may be a job requirement when the employee must be available to respond to issues when he/she is not physically located at his/her workstation. The purpose of this procedure is to provide for the uniform administration of City owned cellular telephone assignment and usage, and governing the use and reimbursement for employee owned cellular telephones to conduct City business within each department. The City of Dover reserves the right to make changes to these procedures as circumstances warrant. This procedure is meant to provide a uniform mechanism for the review and certification:  of cellular telephone charges  the reimbursement of non-business call charges to the City  annual reimbursement for employee owned cell phones. II. CELLULAR TELEPHONE ASSIGNMENT: Cellular telephones are not a personal benefit and will only be provided to those employees who have demonstrated need. All employees who are issued cellular telephones are expected to use them responsibly. The discretion over cellular telephone assignments is delegated to the respective Department Director. The assignment of cellular telephones is to be documented on the approved Communication Devices Service Request form (Attachment 1 – FORM56) with City Manager approval required. Employees to whom a cellular telephone is assigned are to be provided a copy of this procedure. Employees to whom a cellular telephone is assigned must formally accept responsibility for the device and the attendant responsibilities imposed by this procedure as represented by his or her signature on the Communication Devices Service Request form, Section IV. The Communication Devices Service Request form is to be retained in the section files with an electronic copy to the Accounts Payable office. On an annual basis, the Department Director or designee shall review the list of authorized cellular telephone users, complete the Annual Department Director Cell Phone Review Report form (Attachment 4 – FORM57) due to the Finance Department on June 1 annually for the employees or positions authorized to use cellular telephones, and review the usage of each cellular telephone within his/her department to determine whether the assigned calling plan (including number of minutes associated with the plan) is appropriate for each employee. At that time, any changes to the calling plan will be made, to ensure that each employee is participating in the most economical plan.

Cell Phone Assignment & Usage Procedure F320 This will permit calling plans to be expanded or reduced, based on job requirements and actual usage. When ensuring the employee has the most economical plan, personal telephone use minutes shall not be included in that analysis. The Finance Department will conduct periodic reviews of cellular phone usage and send the results of their analysis to the Department Director and City Manager. III. EMPLOYEE OWNED CELLUAR TELEPHONE QUALIFICATIONS: The Department Director will determine which employees qualify for the reimbursement. The following criteria will be used to make this determination:  Employee is a key staff member needed in the event of an emergency.  Employee is frequently away from access to traditional land-based phone service.  Employee is involved in frequent off on-call activity where contact by cell phone is essential.  Nature of employee’s work is critical to the operation of the City’s business and immediate response is required.  Employee’s assigned work requires substantial travel and contact by cell phone is essential.  Level of business use is significant.  Necessary for the employee to be in direct communication with contractors, customers, and state agencies. IV. CELLULAR TELEPHONE USAGE: Cellular telephones are a convenience and a time saver. Cellular telephones are to be used only when access to conventional landlines is not readily available and the urgency of the call outweighs the time necessary to locate another telephone instrument. City provided cellular telephones are not intended for personal use; however, extended work schedules, emergencies or other special circumstances may, on occasion, necessitate non-City business calls to make family arrangements. Personal cellular telephone use is permitted but shall be limited to infrequent, incidental, and/or emergency use, in situations directly related to City business. Non-City business calls are to be reimbursed by the employee to whom the telephone is assigned, in accordance with Section V of this procedure. When personal cellular telephone usage is justified as work related or necessary because of unusual circumstances, the employee is not required to reimburse the cost of cellular telephone calls to City as long as the calls are within the total plan minutes. If calls exceed the plan minutes, City employees are required to pay for all personal cellular telephone calls incurred during the billing cycle. Text messaging and photographic features are to be authorized by the Department Director. This procedure applies to all features allowable for use with a cellular telephone. 2

Cell Phone Assignment & Usage Procedure F320 V. SECURITY; Cellular telephones are not a secure form of communication. Sensitive conversations must be either postponed until a conventional landline can be used or sufficiently "guarded" to inhibit understanding by possible interlopers. Reasonable precautions must be used to guard against conversation trespass and "cloning" fraud to include the use of Personal Identification Numbers (PIN) or authenticated equipment as warranted. Cellular telephone accounts that have been "cloned" must be reported to the carrier within 24 hours of the time the fraud is identified. Any cellular telephone which has been "cloned" must have a PIN assigned when the account is cleared and service is reinstated. Each employee issued a City-owned cellular telephone is responsible for its reasonable care. In the event of loss or damage to the telephone, the employee shall be held personally responsible for replacement or repair of the cellular telephone unless the employee can demonstrate that reasonable care to protect and safeguard the telephone was exercised. If the employee has exercised reasonable care, the City will repair or replace the telephone. Employees are expected to exercise care when using cell phones so as not to endanger themselves or others. Use of cell phones while operating a motor vehicle is discouraged. Employees must adhere to all federal, state, and local rules, regulations and laws regarding the use of cellular telephones while driving. VI. CERTIFICATION OF CHARGES: Department Directors will designate a person or persons responsible for distributing copies of cellular telephone bills to employees each month. The cellular telephone bills will be distributed within seven days of receipt to each employee to whom a cellular telephone is assigned. Cellular telephone bills are to be reviewed by the person to whom the device is assigned. The bills are to be examined to identify evidence of illegal cloning, usage or trespass. Employees to whom cellular telephones are assigned will certify each billing, by annotating and signing the service provider's billing statement or invoice. The employee's notes and signature on the telephone bill will be considered the employee's attestation of the following: • They have examined the charges for accuracy. • There is no apparent evidence of illegal usage or cloning. • They have identified any non-business calls and have provided a reimbursement settlement when required, according to this policy. • All other calls represented on the billing are appropriate and made in the conduct of, and pursuant to City business. If the plan minutes are exceeded, employee reimbursements for personal cellular telephone calls are due on a monthly basis. The employee shall reimburse the City for personal use of the cellular telephone at the rate shown on the billing statement, plus roaming charges, if applicable. In the event that the billing statement does not list a specific amount for identified personal telephone calls, the employee shall reimburse the City at the per minute rate for calls exceeding the plan minutes, plus roaming charges, if applicable. If the billing statement does not include a record of incoming 3

Cell Phone Assignment & Usage Procedure F320 telephone calls, the cellular telephone user shall estimate the number of minutes for incoming calls and reimburse the City at the per minute rate for exceeding the plan minutes. The invoice review must be accomplished, and reimbursement received, within 30 days of the receipt of the subject billing. VII. REIMBURSEMENT FOR QUALIFYING EMPLOYEE OWNED CELLULAR TELEPHONE Qualifying employees will receive a one-time reimbursement check in the amount of $15.00 per month; reimbursement to be paid at the end of each fiscal year for the prior year’s usage or pro-rated appropriately. Reimbursement does not constitute an increase in base pay, and will not be included in the calculation of percentage increases to base pay due to annual salary increases, job upgrading, or other similar calculations. This reimbursement is not taxable income and is not subject to withholding. To be considered for this type of cell phone use and reimbursement, an employee’s supervisor shall consider whether the employee’s business need for a cell phone meets the required criteria and then shall submit a Cell Phone Reimbursement and Authorization Request and Agreement signed by the employee and supervisor, then forwarded to the Department Director for consideration. If approved, the Department Director shall submit a completed Cell Phone Reimbursement and Authorization Request (see Attachment 2), and proof of cell phone coverage to the Finance Department. If there is a change in an employee’s responsibilities that would disqualify them from continuing to receive the supplemental compensation, the supervisor must immediately take the necessary steps to terminate the supplemental compensation, effective with the date that the employee’s responsibilities changed. Supervisors shall conduct an annual review and document the continued qualification for the supplemental compensation. Regardless of when the supplemental compensation is established, it will cease at the end of the fiscal year (June 30). A new Cell Phone Reimbursement and Authorization Request Form shall be submitted to the Department Director for consideration. The cost of the reimbursement is a departmental expense. Qualifying employees receiving reimbursement shall acquire and maintain an active cell phone service that provides national coverage and has an activated voicemail feature. Qualifying employees will provide their supervisors with a copy of one month’s cell phone statement to document the specified coverage and ownership of account. Qualifying employees must be the primary owner of the cell phone plan to be eligible for reimbursement. Qualifying employees shall notify the Department Director within 15 days of any changes in his/her cell phone service during the fiscal year. The employee’s cell phone number shall be provided to the Department Director for placement on contact/directory lists. The employee shall be available by cell phone while on duty. 4

Cell Phone Assignment & Usage Procedure F320 The Department Director will provide a list of authorized employees, reimbursement amount and a copy of each employee’s cell plan for the current fiscal year to Finance by June 1. VII. NON-COMPLIANCE: Employee’s assigned cellular telephones shall comply with this Procedure as a condition of continued usage of cellular telephone privileges. Misuse of a City issued cellular telephone will result in revocation of those privileges, possible disciplinary action up to and including discharge, and/or criminal charges. IX. EFFECTIVE DATE This procedure shall become effective February 3, 2009. DISTRIBUTION: Department Directors Central Services Procurement Manager Mayor City Manager Finance Procedure Manual 5

Cell Phone Assignment & Usage Procedure F320 ATTACHMENT 1 TELEPHONE & CELLULAR PHONE SERVICE REQUEST FORM To be completed for all telephone and cellular phone purchase, changes, additional equipment purchase and/or cancellations. RECEIPTS ARE REQUIRED FOR ALL PURCHASES. Copy of completed form should be forwarded to Finance-AP. THIS SECTION TO BE COMPLETED BY REQUESTING DEPARTMENT Request made by: _______________________________________________ Date: ____________________ Department: ___________________________________________________ Division: _________________ Service for the Following Employee(s): ____________________________________________________________________ Reason for Request: ____________________________________________________________________________________ Type of Service Needed: ____ Phone Purchase ____ New Plan ____ Additional Equipment Purchase ____ Additions ____ Deletions ____ Cancel Plan ____ Changes Plan Requested: _______________________________________________________________________________________ Assigned New Phone to Existing Account: _________________________________________________________________ G/L Account to be Charged: ______________________________ Contact Person: _________________________ ________________________________________ _____________________________ Department Head Approval Date THIS SECTION TO BE COMPLETED BY PURCHASER Received by: ___________________________________ Date Received: ____________________ Costs for: Installation $________ Equipment $________ Other ________________ $________ TOTAL COSTS $___________________ Remarks: _______________________________________________________________________ THIS SECTION TO BE COMPLETED BY CITY MANAGER AND FINANCE- CONTROLLER/TREASURER __________________________________________ _______________________________________ City Manger Approval Signature Finance-Controller/Treasurer _____ Approved _____ Not Approved ATTACHMENT 2 R k Form56 6

Cell Phone Assignment & Usage Procedure F320 Cell Phone Reimbursement and Authorization Request Form Complete this form to request reimbursement for cell phone expenses. The completed form must be signed and submitted to your immediate supervisor. The supervisor will submit to the Department Director for approval. Qualifying employees will receive a one-time reimbursement check in the amount of $180.00 payable (15.00 per month) or the cost to the employee if less; reimbursement to be paid at the end of each fiscal year for the prior year’s usage. Employees are required to provide proof/documentation (copy of monthly cell phone invoice showing coverage and employees name as owner of account.) Cell Phone Provider_____________________________ Cell Phone Number_____________________________ (will be published in contact listings) Cell Phone Coverage: Type of Plan: _________________________________________ Monthly Cost: $______________  I confirm that I will use the above phone for work-related purposes. I agree to provide this cell phone number to appropriate people/organizations who may need to contact me on the job, or on call. I further agree to carry this cell phone and keep it turned on at all times while on duty. A copy of signed form should be forwarded to Finance - Accounts Payable. Print Employee Name: ___________________________________________ Employee Signature: _____________________________________________ Supervisor Signature: _____________________________________________ Department Director Recommending Signature: ___________________________ ___Approved ____Not Approved If not approved, reason: ____________________________________________________________ Date: _____________ 7

Cell Phone Assignment & Usage Procedure F320 ATTACHMENT 3 City of Dover Mobile Phone Reimbursement Agreement This procedure is designed to govern the relationship between the city and an employee regarding reimbursement for business use of a personal mobile phone. Under the terms of this agreement, the city may elect to reimburse an employee for business use of a personal mobile phone in lieu of providing the employee with a city-owned mobile phone. The following clauses are agreed to by the city and the employee:  The option of reimbursing an employee for mobile phone use rather than providing a city-owned phone is at the sole discretion of the city and the employee’s supervisor. Reimbursement will be provided on a schedule determined by the Finance Department.  Provision of a mobile phone is not an employee benefit. It is a business tool issued by the city for the purpose of conducting city business. Therefore, the reimbursement in lieu of a city-issued phone is offered under the same conditions and for the same purpose. It may be revoked at any time for any reason by the city, and is subject to annual budgetary approval.  An employee’s shared use of a personal phone for both city and personal business does not imply that personal use of the phone is acceptable during an employee’s time at work. Personal use during working hours is only acceptable on an occasional basis for specific purposes, and can be curtailed or prohibited at a supervisor’s discretion.  The city will not compensate an employee for the cost of new equipment, and will not be held liable for damage or repair costs of equipment.  The amount of reimbursement will not be influenced by the amount the service is used for business purposes. Unusually high activity on the line of service due in part to its use for business purposes will not entitle the employee to an increase in the reimbursement amount.  The phone number to be used by the employee on their personal mobile phone must be a local phone call from the City of Dover. The phone number must not be changed throughout the term of employment unless approved by the Department Director.  The phone number for the personal service may be distributed by the supervisor as he/she sees fit for the purposes of the city. The fact that the phone line is also the personal number for the employee will not be considered when deciding how to distribute the number.  The employee will be expected to answer the phone in an appropriate fashion for business purposes. Likewise, voicemail greetings will acknowledge the full name of the employee and be appropriate for business purposes.  The applicable provisions contained in the City’s Cellular Phone Assignment and Usage, Procedure # F320, Dated February 3, 2009, or latest revision, shall apply to this procedure without restating.  This agreement may be amended at anytime by the city.  A copy of signed agreement should be forwarded to Finance - Accounts Payable. I, the undersigned, have reviewed this policy and agree to abide by its terms. __________________________________________________________ ____________ Employee Signature Date 8

Cell Phone Assignment & Usage Procedure F320 ATTACHMENT 4 City of Dover Annual Department Director Cell Phone Review Report (Due Annually to Finance on June 1) To: Finance - Accounts Payable I, ___________________________ have reviewed the cell phone use of ______________________ (Department Director) (Department) and determined the following: _____ List of authorized users has been reviewed and approved (Attached). _____ Determined that assigned calling plans are appropriate or have been Changed to an appropriate plan as needed. _____ Spot reviews of monthly bills indicate that employees are following the policy. ______________________________ Department Head Signature ___________________ Date Form57 9

Cell Phone Assignment & Usage Procedure F320 ATTACHMENT 5 CITY OF DOVER CELL PHONE ASSIGNMENT NUMBER & SIGNATURE To be signed upon receipt a list of authorized users for the City of Dover Cell Phone Device. Cell Phone # Employee Name (Print) Employees Signature 10

City of Dover Vehicle Usage Authorized On-Call/Emergency Employees Calendar Year 2011 Department: City Manager Approval: Submitted by: Date: One Way Mileage Normal Employee’s Designation of from Vehicle Duty Hours Employee’s Name Telephone Use: On-Call or Employee’s Number of Number Emergency Residence Employee to Work 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

City of Dover Vehicle Usage Authorized On-Call/Emergency Employees Calendar Year 2011 Department: City Manager Approval: Submitted by: Date: One Way Mileage from Normal Duty Employee’s Vehicle Employee’s Name Employee’s Hours of Telephone Number Residence to Employee Number Work 1 2 3 4 5 6 7 8 9 10 11 12

Calendar Year 2011 Tax Documentation

ACTION FORM PROCEEDING: Legislative, Finance, and Administration Committee AGENDA OF: 09-26-2011 DEPARTMENT OF ORIGIN: City Council DATE SUBMITTED: 09-19-2011 PREPARED BY: Traci A. McDowell, City Clerk on Behalf of Council President Leary SUBJECT: Review, Consolidation and/or Elimination of City Committees, Commissions, and Boards - Dover Human Relations Commission EXHIBITS: Human Relations Commission History TIMETABLE: Recommendation to City Council on 10-10-2011 RECOMMENDED ACTION: Recommend Approval of Committee’s Recommendation BACKGROUND AND ANALYSIS With increasing staff vacancies, and in consideration of current hiring limitations, Council President Leary has requested members of Council and City Staff to explore possible efficiencies within the City of Dover committees, commissions, and boards. Some boards appear to serve like purposes and others have become obsolete; therefore, the Committee will consider whether any groups can be consolidated or eliminated. Several recommendations have been received and will be considered by the committee in the following weeks and months. /tm S:\CAFS\09-26-2011-LF&A CAF - Review, Consolidation or Elimination of City Committees, Commissions, and Boards - Dover Human Relations Commission.wpd