CCW PACKET - REVISED

CITY OF DOVER, DELAWARE COUNCIL COMMITTEE OF THE WHOLE MEETING Tuesday, February 27, 2024 at 6:00 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA THIS AGENDA AND PACKET HAVE BEEN REVISED BY ADDING SAFETY, ADVISORY, AND TRANSPORTATION COMMITTEE ITEM #2 – CITIZEN CONCERN OVER SAFETY ISSUES IN TOWNE POINT (COUNCILMAN LEWIS), AND BY ADDING SUPPORTING DOCUMENTS FOR LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ITEM #1 – DISCUSSION – ESTABLISHING A CONDUIT BOND PROGRAM (EMILIE NINAN, PARTNER AT BALLARD SPAHR). Public comments are welcomed on any item and will be permitted at the appropriate time. When possible, please notify the City Clerk (302-736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. VIRTUAL MEETING NOTICE This meeting will be held in City Hall Council Chambers with electronic access via WebEx. Public participation information is as follows: Dial: 1-650-479-3208 Link: https://rb.gy/yebxy7 Event number: 2537 220 2026 Event password: DOVER (if needed) If you are new to WebEx, get the app now at https://www.webex.com/ to be ready when the meeting starts. CALL COUNCIL COMMITTEE OF THE WHOLE MEETING TO ORDER SAFETY ADVISORY AND TRANSPORTATION COMMITTEE ADOPTION OF THE AGENDA 1. Quarterly Briefing on Dover/Kent County Metropolitan Planning Organization (MPO) Projects (Marilyn Smith, Executive Director of the Dover/Kent County MPO) (Committee Action Not Required) 2. Citizen Concern over Safety Issues in Towne Point (Councilman Lewis) 1

COUNCIL COMMITTEE OF THE WHOLE MEETING - February 27, 2024 PAGE 2 (Committee Action Not Required) ADJOURNMENT OF THE SAFETY ADVISORY AND TRANSPORTATION COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF THE AGENDA 1. Discussion - Establishing a Conduit Bond Program (Emilie Ninan, Partner at Ballard Spahr) (Committee Recommendation: Refer to staff for the next steps.) 2. Update from the General Employee Pension Plan and Committee Report (Bob Gedney, General Employee Pension Chair, and Christina Kober, City of Dover Retiree) Committee Action Not Required. 3. Proposed Ordinance #2024-02 - Amending Chapter 106 - Traffic and Vehicles, Sec. 106- 136 - On-street disabled parking (Councilman Neil and Councilwoman Arndt) (Staff Recommendation: Approval of Ordinance #2024-02) 4. Procedure for the City Manager When Meeting with Legislators (Councilman Rocha) (Staff Recommendation: Adoption of the procedure.) 5. Consideration of Re-titling and Re-grading Positions (David S. Hugg, III, City Manager) A. Administrative Assistant to the Mayor B. Accounts Payable Clerk C. Administrative Assistant to City Clerk/City Council (Staff Recommendation: Approve re-titling and re-grading of positions) ADJOURNMENT OF THE LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING ADJOURNMENT OF THE COUNCIL COMMITTEE OF THE WHOLE THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(e)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING 2

Item 1. https://doverkentmpo.delaware.gov/ Dover City Council, Committee of the Whole February 27, 2024 Marilyn J. Smith – Executive Director 3

What is an MPO? Item 1. (Metropolitan Planning Organization) • MPOs are federally mandated and mostly federally funded (80% federal, 20% state and local) • All urban areas over 50,000 in population are required to have an MPO if federal funds will be spent on transportation improvements • Transportation planning and policy-making organizations o We’re all about infrastructure o Everything that needs to be in place to get you from point A to point B, regardless of which mode of transportation you’re using o Which projects are coming up that need federal funding • Coordinate with DelDOT, DART and municipalities to prioritize projects and set spending levels for federal funds designated for transportation projects • Work with partners on issues such as air quality, environmental justice, safety, economic growth, public mobility • Focused on public input and participation • Dover Kent MPO is your transportation planning partner 4

Dover Kent County MPO Item 1. • Dover Kent MPO has existed since 1992 • Planning and programming in Kent County – 586 square miles, 3 cities and 17 towns • Population – 181,851, 12% increase since 2010, 44% increase since 2000 • Long-range plan or MTP (Metropolitan Transportation Plan) o What Kent County will need over the next 20-25 years o “Innovation 2045” adopted January 2021 – www.doverkentmpo.org/innovation2045 o Use the MTP to create a TIP (Transportation Improvement Plan) – goals and priorities for the immediate four years o Must match DelDOT priorities/plan o Amended as new projects are studied and recommendations are made 5

Item 1. More about the MTP and CTP Why they matter to municipalities in Kent County • Every two years DelDOT develops a 6-year Capital Transportation Program (CTP) that identifies anticipated capital investments o This program is developed in cooperation with the MPOs o The program provides information on various DelDOT capital and maintenance programs and on the estimated cost expenditures for the project phasing of a capital project that are anticipated in each specific fiscal year • The MPO submits recommended projects to DelDOT for inclusion in the CTP • Project recommendations come from the MPO TIP (transportation projects for which federal funding will be sought over a three-year period) and MTP (transportation investment decisions through the year 2045) • The TIP and MTP prioritize projects that come from studies the MPO has conducted, municipalities’ comprehensive plans, regional planning documents, etc. • Municipalities can submit potential projects to the MPO for consideration, every calendar year, usually in January 6

Recently Completed Projects Item 1. • Bay Road Path & Walking Trail Connections (Dover) • Dover High School Walk Zone Sidewalk Study • Kent County Airports Inventory • Kent County Rail Corridor Land Use Study • McKee / Saulsbury Road (Dover) • Smyrna-Clayton Boulevard Study 7

Recently Completed Projects (cont.) Item 1. • Town of Bowers Bicycle and Pedestrian Improvements • Trap Shooters Interchange Study • Truck Parking Amenities Study • US13 North Corridor Plan (Dover) • US13 Sidewalk Gap Identification Study (Dover) • NW & NE 10th St/N. Church St/N. Rehoboth Boulevard/ N. Walnut Street Intersection Study (Milford) 8

Current FY24 Projects Item 1. • Cheswold US13 Pedestrian Safety & Connectivity (Cheswold) • Downtown Dover Pathways, Expanded Modes/Amenities (DDP) • East/West Freight Routes Phase 2 (KEP) • Expanded Rail Land Use Corridor (DelDOT) • N. Rehoboth Blvd/N. Walnut St Corridor (Milford) • Dover Municipal Freight Plan (DelDOT) • Statewide Rail Plan Update (DelDOT) 9

Item 1. FY25 UPWP (Unified Planning Work Program) • Municipalities and partners submitted planning project ideas and study requests for consideration in the FY25 UPWP – 8 projects were submitted • MPO is evaluating and prioritizing all submitted requests, with attention toward supporting the goals and objectives articulated in our long-range plan, Innovation 2045 Metropolitan Transportation Plan (MTP) • MPO partners typically contribute 10-20% to any selected transportation study contract, specifically negotiated at the time a project is selected • Selected projects will be included in the FY25 UPWP, which begins July 1, 2024 10

Innovations 2050 – MTP (long-rang plan) Item 1. • Vision - “The future transportation system in the Dover Kent County Metropolitan region is safe, resilient, and sustainable, supports economic development, allows easy access and mobility for all people and goods to reach their destinations, and serves desired growth patterns in a manner that is fair and just to all people and respectful of community character and our natural environment.” • What’s in the Plan? • Primary Themes ➢ Long Range Plan (25-year Horizon) – ➢ Enhanced Mobility – Network Continuity updated every 4 years ➢ Inter-Jurisdictional Coordination and ➢ Our Vision for Transportation Services in Concurrency Kent County ➢ Economic Vitality ➢ Goals and Objectives: Near- and Long-Term ➢ Social Equity ➢ Growth and Travel Demand Forecast ➢ Resiliency and Sustainability ➢ Operations and Management Plan ➢ User Experience ➢ Financing Plan for Implementation 11

Item 1. 12

Item 1. Thank you for your interest and continued support Connect with Us - #doverkentmpo 13

Item 1. Emilie R. Ninan 302-252-4426 ninane@ballardspahr.com Using Conduit Tax -Ex em pt Bonds to Finance Capital Projects Prepared for: February 27, 2024 19880962 14

Overview Item 1. • Intro to Tax-Exempt Bonds • Eligible Borrowers and Projects • Flow of Funds for Direct Purchase Bonds • Establishing a Conduit Tax-Exempt Bond Program • Additional Considerations 15 2

Tax-Exempt Bonds Item 1. • Federal and certain state laws permit governmental entities such as City of Dover to issue debt financing for capital improvements on a tax-exempt basis for (i) itself OR (ii) to lend those proceeds to certain qualified borrowers (“Conduit Bonds”). • Conduit tax-exempt bonds (also issued as loans) permit qualified borrowers to obtain a lower rate of interest than offered by conventional (taxable) loans. • Because purchasers of tax-exempt bonds do not pay Federal (and state) income tax on interest payments received on the bonds, these investors are willing to accept a lower interest rate. • Bonds can be sold to the public through underwriters, privately placed by a placement agent or purchased directly by an investor (including banks). 16 3

Item 1. City of Dover Charter Section 50. Debt limit. ... (c) Bonds may be authorized and issued pursuant to subsection (b) of this section, without a referendum vote, by a resolution of the council which shall have the affirmative vote of three-fourths of the members thereof and the approval of the mayor, for the following purposes: ... (iii) to issue tax exempt or taxable municipal conduit bonds to make proceeds available to a private entity in furtherance of projects that benefit the general public, including industrial and housing projects, economic development and redevelopment projects, public facilities, schools, hospitals, and other large-scale projects. The conduit borrower shall, unless otherwise determined by the city in the bond document, be responsible for interest and principal payments on the bonds and for the obligation in event of default. Such bonds shall not be backed by the full faith and credit of the city, by taxation, or by municipal assets. 17 4

Eligible Borrowers and Projects Item 1. The Internal Revenue Code of 1986 (the “Code”) and the regulations and administrative rulings of the IRS govern whether or not tax-exempt bonds may be issued to finance a given project. Determination is made by Bond Counsel. • Municipalities and Political Subdivisions • Volunteer Fire Companies • 501(c)(3) Bonds – Tax-exempt bonds may be used to finance capital projects of organizations that are tax-exempt under Section 501(c)(3) of the Code (hospitals, schools, etc.) • Exempt Facility Bonds – Tax-exempt bonds may be used to finance certain types of manufacturing facilities and utility (sewage, solid waste, electric, gas, etc.) projects. Volume Cap may be required. 18 5

Eligible Borrowers and Projects (contd.) Item 1. Other kinds of Private Activity financing: • Cultural and Sports Facilities • Affordable Housing • Charter and Independent Private Schools • Universities, colleges and student housing • Airports, ports, roads and public transportation systems • Continuing Care Retirement Communities • Utilities, water and sewer and industrial development You never know what may qualify - Ask Bond Counsel 19 6

What Costs Can Be Financed? Item 1. Capital Projects including: • Acquiring land • Constructing a new facility • Acquiring an existing building • Rehabilitating an existing facility • Expanding an existing facility • Financing Leasehold improvements (based on ownership) • Acquiring new and/or used equipment • Refinancing conventional or other tax-exempt debt that financed capital expenditures • Financing up to 2% of proceeds to pay costs of issuance • Funding reserve fund of up to 10% of proceeds 20 7

Tax-Exempt Bond Item 1. Flow of Funds for Direct-Purchase Bond CONDUIT BOND ISSUER (City of Dover) Bond Purchase Price Proceeds ($) for Project Bond ($) Principal & Interest ($) BOND (Debt Service) CONDUIT PURCHASER BORROWER (Bank/Investors) (rights of repayment assigned from Issuer to Bond Purchaser) 21 8

Tax-Exempt Bond Program Item 1. Why act as a conduit issuer? • Encourage Economic Development by assisting qualified new and expanding businesses by issuing and selling tax-exempt bonds and lending the proceeds of such bonds to these new and expanding businesses. • Federal Tax Code Requirement. Governmental issuers are required to act as a conduit in order to pass on the lower tax- exempt interest rate to qualified borrowers. • Conduit issuers do NOT guarantee the payment of principal and interest on the bonds and the bonds are NOT backed by the full faith and credit of the State or the City. 22 9

Considerations for Conduit Program Item 1. ● Authorization and Fees to Issue Bonds ● Establishing Application and Review Process to Identify and Approve Projects and Borrowers ● Protections for City (Indemnification, Payment of Expenses) ● Volume Cap Allocation ● Policies and Procedures ● Documentation, Opinions and Certification Requirements 23 10

TEB Program – Approval Process Item 1. • City provides Application and fee schedule. • Borrower submits an application which typically requires background on borrower, description and budget for project, indication of interest from bond purchaser and financial information • If application passes City’s review, public hearing on the proposed project is scheduled in accordance with federal tax requirements. • The highest elected official (Mayor) must give approval before bond can be issued. • Obtain Volume Cap, if needed. 24 11

Financing Schedule Item 1. Typically 3-4 month process: • Solicitation/RFP Process • Commitment Letter from Bank • Organizational Meeting • Application to Issuer • Publication of Public Hearing Notice on Issuer Website • Draft and Negotiate Documentation • TEFRA Hearing and Issuer Approval • Pre-Closing/Closing 25 12

Other Considerations Item 1. Working Group Members Documentation • Bond Counsel Bond Documents: Loan Agreement, Bond Purchase Agreement, Indenture, • Borrower and its counsel Disclosure documents • Issuer and its counsel Security Documents: Mortgage and • Bank and its counsel Security Agreement, Assignment of Rents and Leases • Financial Advisor Closing Opinions and Certificates • Trustee and its counsel Due Diligence • Remarketing Agent and its counsel Tax Due Diligence done by Bond Counsel • Underwriter and its counsel Credit Due Diligence done by Purchaser • Letter of Credit Bank and its counsel 26 13

Item 1. Contact Information for City’s Bond Counsel Emilie Ninan Emilie Ninan is Co-Chair of Ballard Spahr’s national Finance Department and a member of the law firm’s Senior Leadership Team. •She is the partner responsible for the Delaware public finance practice and has served as bond counsel, borrower counsel, bank counsel or underwriter’s counsel for every major issuer in the State on a variety of bond financings for over 25 years. •Emilie is a frequent speaker and panelist and is also involved in civic and community organizations. •She received the 2022 Freda Johnson Award for Trailblazing Women in Public Finance from The Bond Buyer and Northeast Women in Public Finance. •Emilie is a graduate of Temple University (B.B.A., summa cum laude), and received a joint degree from Georgetown University Law Center and Georgetown University School of Business (J.D./M.B.A.). •She is currently the only Delaware lawyer recognized by the American College of Bond Counsel. 919 North Market St., 11th Floor Wilmington, DE 19801 302- 2524426 ninane@ballardspahr.com 27 www.ballardspahr.com 14

Item 3. City of Dover PROPOSED ORDINANCE #2024-02 1 BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF DOVER, IN 2 COUNCIL MET: 3 That Chapter 106 – Traffic and Vehicles, Article III – Stopping, Standing and Parking, Section 106- 4 136. On-street disabled parking be amended by inserting the text indicated in bold, blue, italics, and 5 deleting the text indicated in red strikeout as follows: 6 Sec. 106-136. - On-street disabled parking 7 On-street disabled parking spaces shall be provided in accordance with the following regulations: 8 (1) ANSI. Requirements of the American National Standards Institute (ANSI) for 9 Passenger Loading Zones are to be met. 10 11 (2) Signs, markings. The city will provide necessary signs and markings, including 12 installation at the city's cost. 13 (3) Curb ramp. If a new curb ramp is required to provide access from the road to the 14 sidewalk, the party making the request shall provide labor and materials to complete the 15 work. All costs of the ramp installation will be the responsibility of the party making 16 the request. All work shall be done in accordance with city standards. 17 (4) Private property. All work on private property will be the responsibility of the property 18 owner. 19 (5) State roads. On state-maintained roads, approval for any required curb depression must 20 be obtained from the department of transportation. 21 (6) On-site spaces. On-street disabled parking spaces shall not be provided in lieu of any 22 required on-site disabled spaces. 23 (7) No parking space on public property shall be set aside, identified, or otherwise reserved 24 for use by a handicapped or disabled City resident who has available for his/her use a 25 driveway, parking pad, or other type of off-street parking space or private garage, on 26 the premises of his/her residence or within 200 feet of his/her residence that provides at 27 least the same proximity for such resident to his/her residence as the proposed parking 28 space on public property would provide. Proof of two current department of motor 29 vehicles disabled parking permits is required. Failure of an applicant to disclose the 30 foregoing information to the Public Works Department ADA Coordinator shall 31 constitute grounds for disapproval or nonrenewal of reserved parking spaces on public 32 property. This provision also applies to all renewal applications. Disabled parking 33 spaces on public streets and parking lots are for public use for valid placarded 34 vehicles, not for personal or private use. 28

Item 3. Proposed Ordinance #2024-02 Amending Chapter 106 – Traffic and Vehicles, Article III – Stopping, Standing and Parking, Section 106-136 Page 2 35 (Code 1981, § 13-41; Ord. of 9-23-1991) 36 ADOPTED: * 37 SYNOPSIS 38 This proposed amendment would prohibit allowing a parking space on public property to be set aside, 39 identified, or otherwise reserved for use by a handicapped or disabled City resident who has available for 40 his/her use a driveway, parking pad, or other type of off-street parking space or private garage, on the 41 premises of his/her residence or within 200 feet of his/her residence that provides at least the same 42 proximity for such resident to his/her residence as the proposed parking space on public property would 43 provide. 44 (SPONSORS: NEIL AND ARNDT) 45 Actions History (Most recent first) 46 02/27/2024 - Return with staff amendments - Council Committee of the Whole/Legislative, Finance and Administration 47 01/23/2024 - Introduction - Council Committee of the Whole/Legislative, Finance and Administration P.O. Box 475 ❖ Dover, Delaware ❖19903 29 Community Excellence Through Quality Service

Item 4. City of Dover PROCEDURE CITY MANAGER MEETING WITH LEGISLATORS PURPOSE 1. To establish a uniform procedure for meeting with legislators (municipal, county, state, or federal). 2. To keep members of city council aware of / involved in financial requests to the General Assembly. 3. To avoid duplication of requests. 4. To improve communication between members of city council, the city manager, and other legislators. 5. To assist in facilitating the city council’s decision-making process regarding fiscal management, planning, administration, and overall policy development. BACKGROUND This procedure relates to the city manager as the chief administrative officer of the city and the duty to keep the city council informed of the affairs of the city. The city council relies on the city manager for assistance in planning, fiscal management, administration, and overall policy development. Policy direction is provided in a variety of ways, including through local laws/ordinances, planning policies, fiscal policies, the annual budget, and capital improvement plan, and the adoption of city council policies. All legislative and policymaking powers are vested in the city council. Members of city council need to build good relationships and have strong communication with state legislators to be advocates for the city. If the city manager and the city council have an effective and mutually supportive working relationship, the probability of the policy and administrative roles being effectively coordinated increases significantly, resulting in a more successful city governance and management. STATEMENT OF PROCEDURE Members of city council should be made aware of all meetings between the city manager and any legislators (municipal, county, state, or federal). If the city manager requests a meeting with a legislator, for any request, the council president and/or city council members should be made aware and invited to attend the meeting. 30

Item 5. 31

Item 5. The City of Dover ADMINISTRATIVE ASSISTANT – MAYOR’S OFFICE Non-Bargaining Pay Grade: 121 Employment Status: Full time Department: Mayor FLSA: Non-Exempt Supervisory Responsibility: None Direct Supervisor: Mayor Preparation Date: 8/28/2023 Job Overview The Administrative Assistant in the Mayor’s Office's primary duties are to provide administrative, organizational and clerical support directly to the Mayor and economic development initiatives. The Mayor is an elected position serving a term of four years. Essential Duties and Responsibilities • Maintains the Mayor’s schedule and correspondence. • Serves as the receptionist, screens telephone calls and visitors. • Processes incoming and outgoing mail and prepares mailings. • Prepares Proclamations and Certificates. • Maintains the Mayor’s Website and handles all meeting and room scheduling. • Assists with the Mayor’s homeless initiatives, State of the City Address, and Veteran’s Task Force, and coordinates/plans the Mayor’s Annual Reception and Prayer Breakfast. • Manages Committee, Commission, and Board Appointments for the mayor. • Attends the Economic Development Committee meetings and records/transcribes meeting minutes. • Assists the Mayor with greetings, speeches, and special projects. • Monitors the Mayor’s budget and provides monthly reports. • Processes invoices, collects funds, and keeps track of receipts. • Processes FOIA requests for the Mayor, and orders supplies and materials related to the Mayor’s functions. • Orders, picks up, and sets up supplies for meetings. • Assists school groups and out-of-state visitors. pg. 1 32

Item 5. The City of Dover ADMINISTRATIVE ASSISTANT – MAYOR’S OFFICE Non-Bargaining Pay Grade: 121 Required Skills, Knowledge, and Abilities • Possesses strong organizational, composition, and typing skills. • Follows oral and written instructions/documents and multi-tasks. • Possesses excellent written and verbal communication skills, initiative, integrity, and accuracy. • Candidate must be detailed, customer/public service-oriented, and exercise problem-solving skills. Education and Experience • High School Diploma or GED and the equivalent of one (1) year of college or specialized vocational training in computer operation and business administration is required. Working Conditions, Physical Requirements • Office environment. • Constantly operates a computer and other office productivity machinery such as a calculator, copy machine, and computer printer. • Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis, and moderate dexterity in operating office equipment. • Requires normal visual acuity and field of vision, hearing, and speaking. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position as needed. Employee Signature: ______________________________________________________ Date: ___________________________________________________________________ pg. 2 33

Item 5. 34

Item 5. 35

Item 5. 36

Item 5. 37

Item 5. The City of Dover ACCOUNT CLERK II DOE Pay Grade: 18 Employment Status: Full time Department: Finance FLSA: Non-Exempt Supervisory Responsibility: None Direct Supervisor: Preparation Date: 6/26/2023 Job Overview The Account Clerk II position is to provide accounting support for the assigned area. The position is responsible for accounting tasks of responsibility. The position works under general supervision independently developing work methods and sequences. Essential Duties and Responsibilities • Prepares bank and account reconciliations, makes journal entries, prepares statements and income tax forms, records returned checks, and/or performs tracking for assigned area. • Processes invoices for stock and non-stock materials, including checking pricing, quantities, and values to be provided to accounts payable for payment processing. • Coordinates and/or performs counting of inventory and maintains record of same. • Performs accounts payable functions, including keying bills, editing bills, printing and distributing checks, and filing vouchers. • Handles collections, including researching returned checks, mailing final bills and lien letters, and preparing collections reports. This is done in Customer Service not in EA. • Processes customer billing and collection of payments for work order requests. Disburses payments to proper accounting to assigned department. • Prepares dispatch sheets and work orders, dispatches requests for field work orders. • Processes time sheets for payroll for assigned area and documents and maintains employee sick and vacation leave. • Performs routine office tasks such as typing, processing departmental mail, preparing spreadsheets, handling petty cash, data entry, answering the telephone, faxing, photocopying, or ordering office supplies. pg. 1 38

Item 5. The City of Dover ACCOUNT CLERK II DOE Pay Grade: 18 • Gathers and maintains information/data to prepare periodic and special reports for the area of responsibility. • Performs other work as assigned that may not otherwise by listed. Required Skills, Knowledge, and Abilities • Proficiency and demonstrated skills in Microsoft Office Products. • The ability to compute or perform arithmetic operations. • The ability to effectively communicate, both in oral and written form. • Ability to understand and follow directives, instructions, and standard operating procedures. • Ability to handle machines, tools, equipment, or work aids involving some latitude for judgement regarding attainment of standard or in selecting appropriate items, such as computers, fax machines, copiers, or telephone systems. • Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the handling of moderate amounts of money. • Ability to use addition, subtraction, multiplication, and division; may compute ratios, rates and precents. • Ability to read routine sentences or instructions; writes routine sentences and completes routine work forms; speaks routine sentences using standard grammar. • Ability to perform routine work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure. • Ability to make decisions with moderate impact which may affect other units or citizens Proficient with Microsoft Office Suite, or related software. Education and Experience • High school diploma or GED with some coursework in accounting. • Requires one year of accounting or bookkeeping experience. Working Conditions, Physical Requirements • Office environment. • Constantly operates a computer and other office productivity machinery such as calculator, copy machine, and computer printer. • Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis, and moderate dexterity in operating office equipment. • Requires normal visual acuity and field of vision, hearing, and speaking. pg. 2 39

Item 5. The City of Dover ACCOUNT CLERK II DOE Pay Grade: 18 The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position as needed. Employee Signature: ______________________________________________________ Date: ___________________________________________________________________ pg. 3 40

Item 5. The City of Dover ACCOUNTS PAYABLE CLERK Non-Bargaining Pay Grade: 124 Employment Status: Full time Department: Finance FLSA: Non-Exempt Supervisory Responsibility: None Direct Supervisor: Financial Reporting Manager Preparation Date: 2/15/2024 Job Overview The Accounts Payable Clerk is responsible for complex professional account keeping tasks, including the verification and complete processing and verification of incoming payables (vendor invoices) for City departments; perform advanced level administrative/clerical activities to assist in facilitating administrative procedures relating to the operation of the Finance Department. This position will provide assistance; both technical and clerical, to various city department employees as it relates to the completion of the Finance Department’s duties. The Accounts Payable Clerk shall be committed to the mission, vision and values of the City and demonstrate such through ethical conduct, community stewardship, individual initiative, and responsive service. Essential Duties and Responsibilities • Performs professional accounting work in accordance with a prescribed accounting system and generally accepted principles of accounting. • Examines all incoming City of Dover and DDP vendor invoices, travel reimbursement requests, and other financial and purchasing documents received for internal and external vendors to determine, prior to payment, arithmetic accuracy, dates, budget correctness, proper supporting documents, proper approval, legality and correct general ledger coding. • Reviews various petty cash funds for reimbursement. • Reviews and prepares vendor bills and statement for weekly payments. Payments are authorized using paper checks and electronic disbursements. • Maintains proper records retention as is prescribed by Delaware Public Archives. • Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving, and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately. pg. 1 41

Item 5. The City of Dover ACCOUNTS PAYABLE CLERK Non-Bargaining Pay Grade: 124 • Confirms vendor W-9s and prepares annual 1099s. • Tracks and monitors office inventory and arranges for purchase of items as necessary. • Assists with the various payroll activities normally performed by other accounting personnel. Including, but not limited to, disbursement of bi-weekly payroll; reconciliation of payroll journals, and payment of payroll taxes, and disbursements to retirees, beneficiaries, and reconciliation and payment of employee benefits and garnishments on a periodic basis. • Prepares and communicates departmental guidelines with city departments. • Reviews incoming and outgoing communications of all types and responds appropriately to inquiries. • Maintains division calendar of due dates and duties. (ex. updates annual signature cards) • Communicates with software providers for troubleshooting and correction of errors and issues as they arise. • Performs other work as assigned that may not otherwise be listed. Required Skills, Knowledge, and Abilities • Knowledge of accepted principles and interrelationships of accounting, auditing, and fiscal management; of accounting systems and data processing interrelationships; of modern office methods, procedures, and equipment; and of spreadsheet software. • Ability to effectively apply accounting and auditing techniques and procedures in the work performed; to prepare clear, complete, concise reports to communicate effectively orally and in writing; and to establish and maintain cooperative relationships with those contacted in the course of work. • Proficiency and demonstrated skills in Microsoft Office Products. Education and Experience • Requires a high school diploma or general education (GED) • Requires two years of accounting, bookkeeping or related experience and / or training; or equivalent combination of education and experience. Working Conditions, Physical Requirements • Office environment. • Constantly operates a computer, telephones, fax machines and other office productivity machinery such as calculator, copy machine, and computer printer. • Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis, and moderate dexterity in operating office equipment. • Requires normal visual acuity and field of vision, hearing, and speaking. pg. 2 42

Item 5. The City of Dover ACCOUNTS PAYABLE CLERK Non-Bargaining Pay Grade: 124 The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position as needed. Employee Signature: ______________________________________________________ Date: ___________________________________________________________________ pg. 3 43

Item 5. MEMORANDUM TO: Legislative, Finance and Administration Committee FROM: Andria Bennett, City Clerk DATE: January 5, 2024 SUBJECT: Consideration of Retitling and Regrading Position of Administrative Assistant in City Clerk’s Department During last year’s Wage Equity Study, the City Clerk’s office was not reviewed for a Reclassification of the Administrative Assistant position. After conversations with Council President Hare and Councilman Anderson, it was decided to request for regrading of each position in the City Clerk’s office due to the organizational hierarchy. Administrative Assistant – Retitling and Regrading – Executive Assistant (121 to 125) Assistant to the Director of Council Affairs & Constituent Services/FOIA Coordinator/Records Retention– Regrading (122 to 126) Assistant City Clerk / Assistant Treasurer – Regrading (127 to 129) City Clerk/Assistant Treasurer – Regrading (135 to 137) – Once CMC Certification is obtained. (Required specialized professional certification required) The principal function of this administrative assistant position is to provide high-level administrative, organizational, and clerical support to the City Clerk's office and the nine (9) members of the City Council, as well as necessary support for council committees/board members as well as the public/constituents. Considerable judgment and initiative are required in establishing or adapting work procedures to new situations. There are legal responsibilities that are required in the City Clerk’s office. This position requires almost constant decision-making affecting coworkers, constituents, customers, and others in the general public. This work requires a knowledge of the functions and standard terminology of many departments. This includes but is not limited to paper and paperless packets, maintaining packets, minutes, agendas, ordinances, and resolutions on the City of Dover website. Preparing legal notices, scheduling, and staffing committee meetings. The number of meeting requests is increasing each year, which increases the workload of meeting administration/meeting minutes. The administrative assistant trains the staff/interns and is a backup for Dover TV. The FOIA requests have increased 29.6 % from 2022 to 2023. The Clerk’s office acts as IT during evening meetings. The requested reclassification will not result in an increase in the head count approved for the City. 44

Item 5. The City of Dover ADMINISTRATIVE ASSISTANT TO THE CITY COUNCIL/CITY CLERK Non-Bargaining Pay Grade: 125 Employment Status: Full time Department: City Clerk FLSA: Exempt Supervisory Responsibility: None Direct Supervisor: City Clerk Preparation Date: 1/5/2024 Job Overview The Administrative Assistant to the City Council / City Clerk position provides complex administrative, organizational, and clerical support to members of the City Council and the City Clerk staff, including members of council-appointed committees. This position is responsible for managing operations in the City Clerk’s office. The position requires a high standard of professional conduct. The position will also work under general supervision, independently developing work methods and sequences. This position requires a vast amount of specialized and detailed knowledge of the City’s municipal code; parliamentary procedures, election procedures, database management, and technology related to recording software and various computer programs related specifically to the City Clerk’s Department. Essential Duties and Responsibilities • Overseas daily operations of the City Clerk’s office interacting with citizens and other departments to provide information/assistance and resolve issues. • Prepares and distributes meeting agendas and packets using Municode Meetings and Adobe Pro. • Gathers and maintains information/data to prepare periodic and special reports for the area of responsibility. • Staffs and transcribes meeting minutes for council meetings, committee meetings, and other committees, commissions, and boards. • Prepares and types of correspondence, memoranda, documents, reports, emails, and other materials observing strict confidentiality. • Schedules and maintains calendar appointments for city clerk’s department staff and members of City Council. • Assists constituents and members of City Council with questions and complaints. • Proofreads and edits correspondence, newsletters, and other materials prepared by the City Clerk’s staff and council members. 45

Item 5. The City of Dover ADMINISTRATIVE ASSISTANT TO CITY COUNCIL/CITY CLERK Non-Bargaining Pay Grade: 125 • Performs routine office tasks such as setting up and maintaining filing systems, processing mail, taxing, and photocopying. • Screens telephone calls and takes detailed messages, routing as appropriate. • Performs research and gathers information as required to support requests from City Council. • Maintains calendar of appointments and makes travel arrangements for City Council. • Process incoming and outgoing mail and prepare mailings. • Develop correspondence to notify city departments of citizens' and council actions. • Maintains a complete history of all council and committee members. • Responsible for all Committee, Commission, and Board appointments for the Council President. • Responsible for the onboarding of all incoming council and committee members. • Maintain and update public notices on the City’s Government Access Channel. • Backup for Dover TV operations during Council meetings. • Prepares reports, policies, certificates, resolutions, ordinances, and spreadsheets. • Process invoices, purchase orders, and community enhancement fund requests. • Staff to Dover Human Relations Commission monthly meetings • Staff to Construction Property Maintenance Code Board of Appeals. • Assist with preparing and submitting payroll using Kronos. • Assist with conducting the municipal election. • Attend/staff night meetings as necessary. • Order supplies and equipment. • Sets up all meetings, including set-up for Webex and Dover TV for city council meetings. Process all recordings after meetings. • Update the City of Dover website with all council-related documents and meetings. • Create and run Legal ads in the newspaper. • Update Municipal Code books. • Gather obituaries and order funeral flowers for City of Dover employees and retirees. • Sets up all meetings, including Webex and computer/tv set-up for council. • Ability to troubleshoot information technology issues after hours. Required Skills, Knowledge, and Abilities • Possesses strong organizational, composition, and typing skills. • Follow oral and written documents and multi-task. • Possess excellent written and verbal communication skills, initiative, integrity, and accuracy. • Candidate must be detailed, customer/public service-oriented, and exercise problem-solving skills. • Ability to maintain the highest level of confidentiality. • Ability to prioritize workload to effectively meet deadlines. Education and Experience • Requires associate degree or the equivalent of two years of college or specialized vocational training in computer operations and business management. • Requires four years of related experience. 46

Item 5. Working Conditions, Physical Requirements • Office environment. • Constantly operates a computer and other office productivity machinery such as a calculator, copy machine, and computer printer. • Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force on a regular basis, and moderate dexterity in operating office equipment. • Requires normal visual acuity and field of vision, hearing, and speaking. The City of Dover ADMINISTRATIVE ASSISTANT TO THE CITY COUNCIL/CITY CLERK Non-Bargaining Pay Grade: 125 The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position as needed. Employee Signature: Date: pg. 3 47