CCW Packet

CITY OF DOVER, DELAWARE COUNCIL COMMITTEE OF THE WHOLE MEETING Tuesday, April 23, 2024 at 6:00 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA 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/p025l7 Event number: 2533 138 8453 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 UTILITY COMMITTEE ADOPTION OF THE AGENDA 1. Discussion and Update on Customer Service Utility Policies (Allison Haines, Interim Customer Service Director) (Committee Action Not Required) ADJOURNMENT OF THE UTILITY COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF THE AGENDA 1. Proposed Ordinance #2024-07 - Amending Chapter 80 - Personnel, Article IV - Pension Plans and Retirement Benefits, Division 3 - General Employee Pension Plan (Councilman 1

COUNCIL COMMITTEE OF THE WHOLE MEETING - April 23, 2024 PAGE 2 Anderson and Councilwoman Dr. Pillsbury)(On April 19, 2024, the General Employee Pension Plan Board held a Special Meeting to review the proposed ordinance as presented at the April 09, 2024, Legislative, Finance, and Administration meeting.) (Staff Recommendation: Approval of Proposed Ordinance #2024-07 as amended at the Special General Employee Pension Plan Board Meeting on April 19, 2024) 2. Discussion - Information Technology Improvements and Council Support (Larry Josefowski, Information Technology Director) (Committee Action Not Required) 3. Enterprise Fund for BLS Emergency Transportation Costs (David S. Hugg, III, City Manager) (Staff Recommendation: Approval of Proposed Ordinance #2024-12) 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. ACTION FORM PROCEEDING: Council Committee of the Whole – Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: 04-18-2024 PREPARED BY: David S. Hugg, III SUBJECT: Customer Service Utility Policies REFERENCE: RELATED PROJECT: REVIEWED BY: EXHIBITS: Customer Service Policies Listed Below EXPENDITURE REQUIRED: n/a AMOUNT BUDGETED: n/a FUNDING SOURCE (Dept./Page in CIP & Budget): n/a TIMETABLE: STAFF RECOMMENDATION: Discussion of Customer Service Utility Policies BACKGROUND AND ANALYSIS City Council has requested to discuss and review the City of Dover billing and notice procedure, the extension procedure and medical protection procedure. The following is a list of current Ordinances, Policies and Procedures from Customer Service and are included in this packet item: 1. City of Dover Ordinance Sec. 110-2. – Power to terminate, disconnect or deny city services due to outstanding bills. 2. City of Dover Policies – Collection Policies 3. Disconnection Policy Review 07-28-2017 4. City of Dover Department of Administrative Services Procedure Manual - Procedure Granting Extensions and Agreements Policy 5. City of Dover Department of Administrative Services Procedure Manual – Disconnect List 6. City of Dover Department of Administrative Services – Medical Letter Load Restrictor Policy 7. City of Dover - Preauthorized Payment Plan Form 8. eBill Notification Form 9. Emergency Assistance Brochure 3

Exhibit 1 Item 1. City of Dover Ordinance Sec. 110-2. Ordinance: Power to terminate, disconnect or deny city services due to outstanding bills. The city manager, or his designee, shall have the power to terminate, disconnect or deny all services to any person, firm, or corporation to assist in the collection of any outstanding bill owed the city, along with the power and authority to restore or reconnect city services upon payment, in full, of the outstanding bill or bills. In disconnecting or discontinuing services, the city manager shall utilize existing ordinances pertaining to such disconnection and other due process procedures mandated by ordinance or procedures adopted by the city. This method of collecting outstanding debts owed the city shall be in addition to any other methods previously enacted or hereinafter authorized by the council. (Code 1981, Sec. 22-2; Ord. of 3-12- 2001) For additional information on City Ordinances contact City Clerk’s office at 302-736-7008 or Customer Service at 302-736-7035 4

Exhibit 2 Item 1. CITY OF DOVER- POLICIES Delinquent Bill: A great number of our customers pay for their services on time. Customers who don't pay on or before the date specified on their bill will become delinquent and assessed a late charge of 1 1/2 percent on any unpaid balance per month. When a customer finds it difficult to pay a bill there are several options open depending on the need. Customer Services may: • Extend the payment until a later date - if service is not already scheduled for interruption • Sign a short-term Installment Payment Plan • Suggest outside agency Charitable Assistance Agencies All agreed upon arrangements must be written and signed at the 5 East Reed Street office. Disconnection Policy: If a delinquent amount is not paid, or if satisfactory arrangements are not made, or the customer fails to keep their side of the agreement, or an attempt to defraud, the City is not obligated to renew or make another agreement on the same debt , service will be disconnected. **** Disconnection of service without prior notice may occur immediately for the following reasons: • Return check • Nonpayment of utility bills, or special agreement, or security deposit • Tampering • Violation of City Code or Ordinance • Fraudulently obtains service If your service is either scheduled to be disconnected or actually has been disconnected, the entire balance and a service fee must be paid to continue service . • Any customer who has been disconnected two times within a 12 month period may be required to post a sufficient security deposit in order to have service restored. For more information on Service Fees 5

Exhibit 2 Item 1. Collection Policy: To pay additional charges equal to the cost of collection including agency fees, attorney's fees, and court costs if this or any other account held with the City is placed in the hands of any agency or attorney for collection or legal action because of default in payment of any amount due. The City may report information regarding payment history and account status to credit bureaus, any other purpose deemed necessary to provide and seek payment of services. • City services may be withheld or disconnected if prior indebtedness to the City for any services has not been paid in full. o [ Dover Code of Ordinances1-13a,b, , Sec . , Clean Hands.] • Failure to receive a bill from the city for such services provided by the City shall not diminish obligation for payment of prior indebtedness. • [Dover Code o f Ordinances, Sec. 110-2 , Power to terminate, disconnect or deny city services due to outstanding bills.] Municipal Liens: Water /Wastewater /Trash Liens An outstanding water, wastewater and/or trash service bill becomes a lien against property, water and/or trash billings are ultimately the responsibility of the property owner regardless of the arrangements made between the property owner and the tenant. • [Dover Code of Ordinances, Sec. 110-192b , Responsibility for water use fees.] • [Dover Code of Ordinances, Sec. 90-16 , Responsibility for trash fees.] City of Dover Ordinance Sec. 110- 192b. (b) Nonpayment. There will be a service charge as provided for in Appendix F— Fees and Fines paid, together with all current and overdue charges, prior to turning on any service discontinued for nonpayment. (Mo. Of 4-8-1974, Sec. IX; Code 1981, Sec. 22-256; Ord. of 8-14-1995; Ord. No. 2010-07, 3-22-2010) 6

Exhibit 2 Item 1. City of Dover Ordinance Sec. 90- 16. • Ordinance: Refuse collection fees. • The city council shall designate certain reasonable rates to be paid for the collection of refuse in certain areas, which rates shall be set each year at the time of establishing the annual budget, and which rates shall apply for that year and for the area designated by the council. The city manager shall bill residents in accordance with the rates established by the council and shall be in charge of collecting these charges. In case of delinquencies, the delinquent amount shall be entered by the city manager in the municipal lien docket. (Code 1981, Sec 816; Ord. of 3-13—1989) Vacant Building Ordinance On June 26th, 2006, the Dover City Council adopted the Vacant Building Ordinance to reduce the negative impact that vacant buildings have on the surrounding businesses and neighborhoods. For additional information on registration, exemptions, and fees assessed contact the Inspections & Planning office • [Dover Code, Sec. 22-404 , Vacant Building Ordinance o Printable Pamphlet Contact Customer Services at 302-736-7035 for additional property lien information. 7

Exhibit 3 Item 1. Disconnection Policy Review July 28, 2017 Through the utilization of the existing policy, as noted in the Electric Services Handbook (details attached), the Customer Service Staff has been able to reduce the average overall number of daily disconnects from a high of 112 to a low of 50 disconnects per day as demonstrated by the chart below. Utility receivables collected through the disconnection process from September 2016 through June 2017 range from a low of $124,907.89 to a high of $437,125.60.  Factors that may affect disconnections o Weather  Disconnections do not occur in the event the high temperature of the day is 32 degrees or below or 100 or above with the heat index taken into consideration. o Customer has a current medical determination on file. o Customer has a payment agreement or extension on file. o Holidays and Weekends Average Monthly Utility Disconnects Utility Receivables Collected Through Disconnect $450,000.00 $400,000.00 $350,000.00 $300,000.00 112 112 99 $250,000.00 96 92 86 $200,000.00 77 71 69 $150,000.00 61 58 49 53 48 50 $100,000.00 21 24 19 19 26 $50,000.00 $- SEP-16 OCT-16 NOV-16 DEC-16 JAN-17 FEB-17 MAR-17 APR-17 MAY-17 JUN-17 8 Actual Accounts Cut Per Day Accounts Available to Cut Per Day

Exhibit 3 Item 1. CITY OF DOVER ELECTRIC SERVICE HANDBOOK City Council Approved ~ January 9, 2012 5. CUSTOMER SERVICE XII. BILLING PERIOD Meter readings are obtained by the City’s meter reading staff on a monthly basis on a pre-determined route. The area of the service address determines the date the meter is read, billed and due and requests for specific billing date cannot be accommodated. The electric bill shall be due and payable within twenty-one (21) days after the electric bill is dated. XV. FINAL BILLING When terminating services, the customer must make a request to the City (1) one business day, or twenty-four (24) hours, prior to the termination date. The final bill will be due and payable when rendered. Any service deposit on file will be applied to the final bill. If unpaid, the City may refer the account to a collection agency. The customer will be responsible for any fees, penalties, legal expenses and attorney fees incurred during the collection process. XVII. CREDIT POLICY It is important to maintain a good payment record. Payment is due (21) twenty-one days from the billing date indicated on the bill. Payment arrangements can be made with Customer Service, if the customer meets eligibility requirements. Delinquent balances are subject to penalties at the percentage approved by City Council. More details on the City’s credit policy are available by contacting Customer Service. XVIII. RETURNED CHECKS AND RETURNED ELECTRIC FUNDS TRANSFERS The City will charge an established service fee for any check or electric funds transfer returned unpaid for any reason from the bank. In the event the item returned was used for the payment of reconnection of electric service the City may terminate the electric service, without written notice, until the matter is resolved. All returned check payments must be made in cash or money order at Customer Service, during normal business hours. If the returned check resulted in electric service interruption, an additional service fee will apply. To be reconnected, after hours contact the City of Dover Dispatch Center. Only money orders or cashier’s checks will be accepted. XX. ELECTRIC SERVICE RE-CONNECTION; FEE; ARREARAGE Electric service may be disconnected by the City pursuant to this handbook and shall be reconnected only upon advance payment of published service fees in addition to all arrearage due under the customer's utility service contract, except when it has been necessary to remove service wires to discontinue the electric service. In the latter case electric service shall be restored only upon payment to the City of the cost of discontinuance and restoration. 9

Exhibit 3 Item 1. City of Dover Ordinance Sec. 110-2. Ordinance: Power to terminate, disconnect or deny city services due to outstanding bills. The city manager, or his designee, shall have the power to terminate, disconnect or deny all services to any person, firm, or corporation to assist in the collection of any outstanding bill owed the city, along with the power and authority to restore or reconnect city services upon payment, in full, of the outstanding bill or bills. In disconnecting or discontinuing services, the city manager shall utilize existing ordinances pertaining to such disconnection and other due process procedures mandated by ordinance or procedures adopted by the city. This method of collecting outstanding debts owed the city shall be in addition to any other methods previously enacted or hereinafter authorized by the council. (Code 1981, Sec. 22-2; Ord. of 3-12-2001) City of Dover Ordinance Sec. 1-13a,b Ordinance: Clean Hands: Eligibility to receive city utilities or services. (a) Eligibility to receive city utilities or services. No person or entity or owner shall be eligible to receive any city services, utilities, permits, licenses, or approvals if that person, entity or owner owes outstanding payments to the city; or documented violations of the Dover Code of Ordinances that have remained unresolved, or approval is current on some but not all obligations owed to the city, the request shall be denied until the person, entity, or owner is current and in compliance with all city obligations. (a) Obligations which must be current. Applicants for city services, utilities, permits, licenses, or approvals shall be current on all of the following obligations to the city, including interest, penalties, court cost, and/or attorney’s fees if applicable, prior to receiving such approvals: 1) Property taxes. 2) Applicable Delaware realty transfer taxes. 3) Water, sewer, and electric connection/disconnection, front footage and/or usage charges. 4) Trash fees. 5) Application fees. 6) Permit fees, including building permits, building code and inspection/re-inspection fees. 7) Vacant building fees. 8) Inspection fees. 9) Charges for the costs of razing or demolition of buildings done through public expenditure. 10) Charges for duly authorized improvements or maintenance to the exteriors of buildings or property done through public expenditure. 11) Assessments for the installation of sewer lines, water mains, sidewalks, and curbing. 12) Charges for the costs of removing weeds, grasses, refuse, rubbish, trash, or other waste material done through public expenditure. 13) Miscellaneous charges. 10

Exhibit 4 Item 1. CITY OF DOVER DEPARTMENT OF ADMINISTRATIVE SERVICES PROCEDURE MANUAL TITLE: Procedure Granting PROCEDURE # CS-6-00 Extensions and Agreements Policy ORIGINAL DATE: 11/22/2002 REVISED DATE: 10/08/10, 1/1/13, 1/1/16 INTRODUCTION: The City of Dover provides customer with various payment options as outline below: 1. The City of Dover grants six, extensions to customers per calendar year on their utility bills. Customers have 21 days from the bill date to pay their utility bill. 2. If customers need additional time to pay their bill, an extension may be granted. The extension must be requested by the customer and they must appear in person to sign for this. Once the extension is given, it cannot be extended further. If the customer does not honor the extension by paying on the due date or paying the amount in full; management reserves the right to decline requests for extensions for two years. 3. In certain circumstances, a customer may need an extended time to pay. The most common reasons for this are a medical hardship, high water bill, or an unusually high electric bill. These agreements need to be approved by a supervisor. Agreements will typically require a down payment on the day the agreement is completed. Agreements will normally not extend past three months. 4. If an agreement is not paid on time or in full, no further agreements will be given for two years; at managements discretion. 5. A new bill or delinquent notice does not nullify an extension or agreement. Payments for these types of accounts should be made in the office and not placed in the drop box. 6. Failure to honor either an extension or an agreement may result in an immediate disconnection of services. Once the service is scheduled to be disconnected and a service technician has been dispatched a minimum $50.00 service fee will be accessed to the account. Services will not be restored until payment in full is received. Should the customer request this service to be restored after hours a $100.00 service charged will be collected by the dispatcher. 11

Exhibit 5 CITY OF DOVER Item 1. DEPARTMENT OF ADMINISTRATIVE SERVICES PROCEDURE MANUAL TITLE: Disconnect List PROCEDURE # CS-16-00 ORIGINAL DATE: 03/11/03 REVISED DATE: 12/06/10; 1/1/2016 INTRODUCTION: City of Dover customers are mailed monthly utility bills and given 21 days to make payment on current charges. Payment must be received by 5 p.m. on the due date shown on the bill to avoid disconnection. Utility bills with balances carried forward are subject to disconnect immediately without further notice. 1. If payment is not received or satisfactory arrangements made by the disconnection date, the service is scheduled for disconnection. A designated customer service representative prepares the disconnection list. 2. The typical disconnection list for any given day consists of 100 individual customers. It is therefore possible, that not all customers who are overdue will be disconnected on that day. When this occurs, those customers will be disconnected on the next available business day if the necessary payment is not made. 3. A preliminary disconnection list is run at approximately 3 pm for accounts that have delinquent balances over $100.00. The list is then examined by the designated customer service representative. Any customer who has a promise-to-pay, medical seals, or payment agreement on their account is noted and removed from the list. Any customer’s account that is coded “No- Checks” would have this noted on the disconnection list so the field technician knows that they may not accept a check in the field. 4. This is a vital daily function of customer service. It is critical that the disconnection list be accurate. The final disconnection list is prepared at approximately 4:30 pm. At this point any customer who makes a payment must be manually removed from the list; failure to do this will result in a customer being disconnected when in fact they did make their payment. Once the final list is run, advise the cashier department so they will know that a person making a late day payment needs to be removed from the disconnection list. 5. The original copy of the disconnection list is given to the technician who will be disconnecting the service. A copy is placed on the customer service counter for use during the day. As customers make payments, their pertinent information is listed on the reconnection log i.e. name, address, meter number, and time payment was made. At approximately 1:30 pm, the field service technician will come in and pick up the reconnect list. From this point; when customers make a payment it is necessary to contact the technician directly. Customers who pay very late in the day will be connected through Dispatch; additional service charges apply. 6. Assigned customer service representatives are responsible for ensuring all customers who pay late in the day are called into the Dispatch Center. The dispatcher will then fax confirmation of the reconnection to the Metering Supervisor. 12

Exhibit 6 Item 1. CITY OF DOVER DEPARTMENT OF ADMINISTRATIVE SERVICES PROCEDURE MANUAL TITLE: Medical Letter PROCEDURE # CS-20-00 Load Restrictor Policy ORIGINAL DATE: 02/17/11 REVISED DATE: 3/28/18 INTRODUCTION: The City of Dover has utility accounts with medical seals placed on the electrical meter. In order for an account to qualify for a medical seal the customer must supply the City with a letter of medical necessity for electrical and water services. This letter must be from a licensed Delaware physician, accredited Christian Science practitioner or an out of State Licensed Specialist. 1. Medical letters must contain the name and the address of the person with the medical condition. The medical letter must detail the nature of the medical condition. Medical seals can only be added to a customer’s account when all past due balances have been paid in full. 2. Per State law customers must update their medical letter every 120 days in order to maintain an account with a medical seal. Failure to obtain an updated medical letter will result in a loss of medical status on the account. The account would then be subject to a disconnection of electrical and water services for any past due balance. 3. If an account with a medical seal appears on the daily disconnection list, the customer will be given a door hanger indicating they have an additional 48 hours to bring the account current or make a good faith effort to bring the account current. If proper payment is not made within 48 hours of the door hanger a service technician will be dispatched to place a load restrictive device on the electrical meter. The purpose of this devise is to limit the amount of electrical service the residence receives and allow only enough amperage for the customer to operate the medical devise in question. 4. Definition of “Good Faith Effort” – Customer’s must pay all past due balances or make a payment arrangement for past due charges. Payment arrangements must be paid in 10 days from the date of the arrangement. Additional assistance is subject to management approval. Payments must be posted to the Customer’s account monthly. Once an account falls delinquent for more than 30 days and shows on our daily disconnection list the disconnection process from item 3 above will be followed. 5. Load restrictive devises will only be placed for 30 days. Once an account has had a load restrictor for more than 30 days a door hanger will be given indicating that if the account is not brought current within 48 hours, the water to the residence will be disconnected at the curb. 6. Once water is disconnected at the curb to a residence the Department of Inspections will post the property condemned and the occupants will be required to vacate the premises. 7. In order for the occupant to restore service all utility amounts must be paid in full and the deposit amount on the account will be reevaluated. If necessary, an additional deposit will be billed to the account. 13

Exhibit 7 Item 1. To take advantage of the City of Dover Preauthorized Payment Plan, fill out the form below and return it to the City of Dover, Preauthorized Payment Plan, P.O. Box 475, Dover, DE 19903-0475 or by email to ebilling@dover.de.us. If you want to give someone else access to your account to make preauthorized payments on your behalf, please call (302) 736-7035 for additional in- structions. Preauthorized Payment Plan An easy way to pay your monthly utility bill to avoid late fees/disconnection ___________________________________________________________________________________________________________ Depositor’s Name As Shown on Bank Records (Print) Savings/Checking Account Number (circle one of the above) __________________________________________________________________________________________________________ Name of Bank Bank’s ABA Routing Transit Number ___________________________________________________________________________________________________________ Location of Bank (Street, City, State) __________________________________________________________________________________________________________ I hereby authorize you to pay and to charge to my account any City of Dover utility bills that are transmitted through the Federal Reserve Bank's Electronic Automated Clearing House channels by the City of Dover utilities. ___________________________________________________________________________________________________________ Phone Number City of Dover Account Number __________________________________________________________________________________________________________ Printed Name & Signature Date ____________________________________________________________________________________________________________ IMPORTANT Please include a voided check or account information on signed bank letterhead. If there are insufficient funds in your bank account on the payment date or the payment is returned for any other reason, a $40 return fee will be charged and you will be required to pay fee and bill in CASH; the auto bill pay option may be discontinued at the discretion of THE CITY. Continue to pay your bill as usual until the following message appears on your bill: BANK DRAFT. 14

Exhibit 8 Item 1. Email Notification of Your Utility Bill Sign-up Form To take advantage of the City of Dover email notification offer, fill out the form below and submit. For assistance call 302-736-7035 or email the form to ebilling@dover.de.us. If requesting by mail send completed form to: City of Dover, Customer Service, P.O. Box 475, Dover, DE 19903. We will process your request and a confirmation email will be sent out. Print Name: First Last Service Address: Utility Account#: Home#: Work#: Cell#: Email Address: I hereby authorize the City of Dover to forward my monthly utility bills through electronic mail notification. I understand that I am responsible for notifying the city of changes or cancellation. Signature: Date: / / Submit by Email Print Form 15

CITY OF DOVER MOTTO: Exhibit 9 Item 1. DEDICATION, OWNERSHIP, VISION, EXCELLENCE, AND RELIABILITY THE CUSTOMER BEAUTIFUL TULIPS PLANTED BY THE CITY OF DOVER GROUNDS DEPT. “Customers are not outsiders to our business, they are part of our LEGAL SERVICES business. They are not an interruption of our work, they are COMMUNITY LEGAL AID: the purpose of it. We are not doing (302) 674-8500 them a favor by serving them, they LEGAL SERVICES CORPORATION: are doing us a favor by giving us (302) 734-8820 the opportunity to do so. Customers are not cold statistics, FOOD ASSISTANCE they are flesh and blood human FOOD BANK OF DELAWARE: beings, with feelings and emotions SERVICES (302) 424-3301 like our own; and with biases and AND prejudices. They are the most LAKE FOREST CHURCH PANTRY: (302) 222-8404 important visitor ever in our ASSISTANCE FOOD STAMP HOTLINE/DE SOCIAL office; whether they come in person, by mail, or over the PROGRAMS SERVICES: (302) 672-9500 phone.” This brochure provides a list of charitable agencies, state SOUTHSIDE BAPTIST CHURCH: programs, and community (302) 697-2411 emergency resources that can be SERVICES AND ASSISTANCE used by eligible households seeking PROGRAMS 5 E. REED ST financial support for rent, DOVER, DE 19901 mortgage, and utility payments. (302) 736-7035 16

COLLECTIONS FINANCIAL ASSISTANCE Exhibit 8 Item 1. REFERRED TO IC SYSTEMS: FIRST STATE COMMUNITY ACTION: 1-800-279-7269 (302) 674-1355 OR 1-800-372-2240 www.firststatecaa.org HOUSING ASSISTANCE NCALL: (302) 678-9400 www.ncall.org DELAWARE/DOVER HOUSING VISIT DELAWARE211.ORG OR CALL 2-1-1 AUTHORITY: 1-888-363-8808 WHATCOAT/PEOPLE PLACE: FROM YOUR PHONE. http://www.destatehousing.com (302) 734-0319 www.peopleplace2.com CODE PURPLE: 1-800-733-6816 SENIOR SERVICES www.codepurpledelaware.com DIVISION OF SOCIAL SERVICES: MODERN MATURITY CENTER: (302) 857-5000 CONNECTIONS: 1-866-477-5345 (302) 734-1200 https://dhss.delaware.gov www.connectionscsp.org CATHOLIC CHARITIES/LIHEAP: CHEER CENTERS: (302) 856-5187 BRANDYWINE COUNSELING & (302) 674-1600 COMMUNITY SERV: (302) 656-2348 DELAWARE AGING & DISABILITY www.cdow.org www.brandywinecounseling.com RESOURCE CENTER: 1-800-223-9074 SALVATION ARMY: www.delawareadrc.com DOVER INTERFAITH MISSION: (302) 678-9551 (302) 736-3600 MEALS ON WHEELS: (302) 656-3257 www.salvationarmydelaware.org https://mealsonwheelsde.org HOME OF THE BRAVE: (302) 424-1681 IMA: (302) 736-5300 www.honeofthebravefdn.org BASIC SERVICES CALVARY ASSEMBLY OF GOD: WEATHERIZATION (302) 697-7776 (OPEN TUES & THURS) DELAWARE DEPT OF LABOR: https://calvarydover.org (302) 739-5473 CATHOLIC CHARITIES: (302) 674-1782 ww.joblink.delaware.gov HOLY CROSS SAMARITANS: ENERGIZE DELAWARE: (302) 883-3048 (302) 346-2646 DELAWARE HEALTH BENEFITS: HELP INITIATIVE: 1-800-996-9969 SUPPORTIVE SERVICES FOR VA www.helpinitiativede.org FAMILIES: (DEPOSITS, DLQ & COL ACCTS) (302) 518-5338 17

Item 1. NOTICE The April 23, 2024, Council Committee of the Whole Packet will be revised to include Proposed Ordinance #2024-07, after the Special General Employee Pension Plan Board Meeting of April 19, 2024. - City Clerk’s Office 18

Item 3. COMMITTEE ACTION FORM PROCEEDING: Council Committee of the Whole - Legislative, Finance & Administration Committee DEPARTMENT OF ORIGIN: City Manager’s Office DATE SUBMITTED: 04/16/2024 PREPARED BY: City Manager’s Office SUBJECT: Enterprise Fund for BLS Emergency Transport Costs/Ambulance Services RELATED PROJECT: None APPROVALS: David S. Hugg III, City Manager, and Patricia Marney, Interim Controller/Treasurer EXPENDITURE REQUIRED: $600,000 FY25 AMOUNT BUDGETED: TIMETABLE: Implement on July 1, 2024 RECOMMENDED ACTION: Authorize staff to set up an Enterprise Fund to offset the costs of BLS Ambulance Services as a monthly fee to all utility holders at a set rate of $1/month residential and $8 a month commercial in the first year beginning in July 2024. This monthly amount will be re-evaluated during the annual budget review. BACKGROUND AND ANALYSIS Recently the city requested proposals for the provision of Basic Life Support (BLS) ambulance services in anticipation of the expiration of the current contract with Trinity Health/St. Francis Hospital. The awarded contract costs have increased from $100,000 to $600,000 for BLS emergency transports for the first year of a 3+2-year agreement. This amount has an annual escalator built in taking it to $630,000 for year 2 and $661,500 for year three of our contract. Anticipating continuing increases in BLS services, an ordinance (#2024-12) is proposed to establish an Enterprise Fund dedicated to BLS services and activities. There are approximately 24,000+ utility accounts (both residential and commercial) in the Robbins Hose (aka Dover) Fire District (which are the district boundaries of required coverage for BLS services). By implementing a small monthly fee of $1 a month residential and $8 a month commercial there is the potential to generate approximately $878,000 to cover initial costs. The fee is proposed to appear on customer utility bills as a flat monthly fee. Any remaining balance will be retained in the Enterprise Fund. Revenue generated over the cost associated with BLS emergency services will be applied towards future EMS-related expenses including but not limited to contractual obligations and / or the establishment of self-funded services. The monthly EMS fee will be adjusted annually through the budget processes, is subject to the city’s collections policies and procedures, and is not to be a lien against customer property. By adoption of the budget, the monthly fees are to be added to the yearly Rates and Tariff document and reflected in Appendix F of the City Code. Residential BLS Fee $1.00 per month Commercial BLS Fee $8.00 per month 19

Item 3. City of Dover PROPOSED ORDINANCE #2024-12 1 BE IT ORDAINED BY THE MAYOR AND COUNCIL OF THE CITY OF DOVER, IN 2 COUNCIL MET: 3 4 That Chapter 38 - Emergencies, be amended by inserting a new Article III – Emergency 5 Services, as follows: 6 7 Sec.38-85. Basic Life Support Ambulance Services Enterprise Fund. 8 9 (a) The city manager is hereby authorized to impose a fee and to bill residents and others for 10 ambulance services. Such fees will be assessed monthly and included as a general billing 11 item, included on monthly residential and commercial utility bills. The Basic Life Support 12 Ambulance Service Fee shall apply to all utility customers in the Robbins Hose/Dover Fire 13 Department district boundaries. 14 15 (b) Establishment of Specialized Enterprise fund. 16 17 (1) All revenues received in accordance with this Ordinance shall be deposited in the Basic 18 Life Support Ambulance Service Enterprise Fund. These funds shall be used to pay the 19 contracted annual cost of service, and regular and necessary administrative costs for Basic 20 Life Support ambulance services, including allowances for externalities and uncertainties. 21 Funds not expended in any fiscal year shall be maintained in the fund and used in subsequent 22 years as necessary, including establishment of self-funded services. 23 24 (2) The proceeds of the Basic Life Support Ambulance Service Fund shall be managed by 25 the City of Dover Department of Finance, which shall regularly report the status of the fund, 26 arrange for audit, and oversee disbursements as provided for by any contractual provisions 27 and the city’s financial management policies. 28 29 30 (c) Fees and the fee schedule will periodically be reviewed and adjusted to reflect changing 31 costs. The fees are to be added, updated and reflected in the Rates and Tariff annual 32 document, and such amount shall be kept in a separate, interest-earning account and shall be 33 used only for the costs associated with Basic Life Support Ambulance Service. Is subject to 34 the city’s collection policies and procedures but is not lien-able against customers’ property 35 nor subject to the Clean Hands Ordinance. The city manager may authorize commercial 36 collection procedures and utilize the same procedures as other outstanding fees. The Basic 37 Life Support ambulance service fee shall added to Appendix F as follows; 20

Item 3. Proposed Ordinance #2024-12 - Amending Chapter 38 - Emergencies Page 2 38 (1) Residential accounts shall be billed one dollar ($1) monthly. 39 40 (2) Commercial accounts shall be billed eight dollars ($8) monthly. 41 42 (d) Severability. If any provision of this ordinance shall be determined to be invalid in whole 43 or in part, all other provisions shall continue to be separately and fully effective 44 45 (e) Effective Date. The Basic Life Support ambulance service fee shall be effective on July 1, 46 2024. 47 48 Synopsis 49 50 This ordinance establishes the Basic Life Support ambulance service fee effective on July 1, 2024. 51 The Basic Life Support Ambulance Service Fee shall be a monthly fee applied to all utility 52 customers in the Robbins Hose/Dover Fire Department district boundaries. These funds shall be 53 used to pay the contracted annual cost of service, and regular and necessary administrative costs 54 for Basic Life Support ambulance services, including allowances for externalities and 55 uncertainties. 56 57 ADOPTED: * 58 59 Action History 60 04/23/2024 – Introduction at Council Committee of the Whole – Legislative, Finance, and Administration 21