PARKS, RECREATION, AND COMMUNITY ENHANCEMENT
The Parks, Recreation, and Community Enhancement Committee meeting was held on April 13, 2009, at 12:05 p.m. with Chairwoman Russell presiding. Members present were Mr. McGlumphy, Mr. Ruane, Mrs. Horsey, and Mr. Lewis. Mr. Salters was also present (arrived at 12:45 p.m.)
AGENDA ADDITIONS/DELETIONS
Mrs. Horsey moved for approval of the agenda, seconded by Mr. Lewis and unanimously carried.
Presentation - Collaboration on Regional Library District
Mr. Carter, Director of Parks and Recreation, reviewed a presentation entitled “Library Services for Dover and Kent County - Options for the Future” (Attachment #1), a presentation entitled “Dover/Kent County Regional Library District - A Conceptual Framework for a Unified County Library System (Attachment #2), and a presentation entitled “Analyzing the Costs of Consolidation” (Attachment #3). He advised members that the presentations were prepared by both the County Administrator, Mr. Petit de Mange, and the City Manager, Mr. DePrima. He noted that although six (6) options are being presented, a recommendation has not been developed.
Mr. Ruane moved to recommend acceptance of the report without any recommendation at this time, seconded by Mrs. Horsey and unanimously carried.
Mr. Ruane moved to recommend that Council consider including on its agenda for the May 4, 2009 Special Council Meeting, a further review of the collaboration on a Regional Library District and that the public be invited and given an opportunity to comment. The motion failed due to the lack of a second.
Mr. McGlumphy suggested that when this report is submitted to Council, a motion could be made at that time to schedule a public hearing; however, he did not feel that it would be appropriate for the committee to recommend the scheduling of a public hearing for City Council.
Funding Campaign Dover Public Anchor Library
Mr. Carter, Director of Parks and Recreation, advised members that in January of 2007, the City approved funding, in the amount of $180,000, to hire a Project Coordinator to work with the Building Committee of the Dover Public Anchor Library. This Project Coordinator was to be involved with all aspects of the planning and development of the library program. Under the direct supervision of the Parks, Recreation and Library Director and working with the Building Committee, Mr. Carter stated that the Project Coordinator would be responsible for coordinating public relations, marketing, grant writing, fundraising, contract management, and design development. He advised members that this position was not filled and the funding allocation was not spent.
With the completion of the schematic and the creation of the Dover Library Foundation, Inc., Mr. Carter indicated that the Steering Committee was ready to begin the fundraising campaign for the new Anchor Library. This campaign will be managed by the Dover Library Foundation, with the goal to raise $6 million. He reminded members that the Dover Library Foundation is a non-profit foundation created by City Council for the purpose of raising funds for the library.
Staff recommended authorization for the transfer of $320,000 from the Library Reserve Fund to the
Dover Library Foundation, Inc. to conduct a fundraising campaign for the Dover Public Anchor Library Project.
Mr. Carter advised members that the City’s Controller/Treasurer has requested that the funds be transferred on a monthly basis for the payment of expenses in order for the City to continue to earn interest on the remaining funds.
Mr. Ruane moved to recommend approval of staff’s recommendation, stipulating that the monies be transferred and expended on a monthly basis. The motion was seconded by Mr. Lewis and unanimously carried.
Design Development Contract for New Anchor Library
Members were advised that the architectural firm of Holzman Moss (HM) completed the Dover Public Anchor Library Building Program Confirmation and Schematic Design Project in April 2009. With the completion of the Schematic Design, Mr. Carter, Director of Parks and Recreation, stated that the Library Steering Committee is ready to start the next step for the building design. This is the Design Development Phase which is divided into three parts:
o Architectural and Engineering Design Development
o Furniture and Fixtures Selection
o Special Consultants
Mr. Carter explained that the Design Development Phase is the second phase of the design process and is a continuation of the work that HM completed with the Schematic Design. Holzman Moss did an outstanding job with the Building Program and Schematic Design. Members were provided an analysis of the Library Reserve Account as of February 28, 2009 (Attachment #4).
Staff recommended awarding the Professional Services Contract for the Design Development Phase for the Dover Public Anchor Library to Holzman Moss Architecture firm, for an amount of $548,958, which covers the total expenses and estimated ten percent (10%) project reimbursable expenses, and authorize the City Manager to enter into the contractual agreement.
Mrs. Horsey moved to recommend approval of staff’s recommendation, seconded by Mr. McGlumphy and unanimously carried.
Report on League Usage at the John W. Pitts Center
Mr. Carter, Director of Parks and Recreation, reviewed a report on the league facility usage of the John W. Pitts Center from September 1, 2008 through March 31, 2009, which was provided to members for informational purposes. He also provided details of Revenue for the John W. Pitts Center from July 1, 2008 through April 12, 2009 (Attachment #5).
Mr. Carter noted that the survey will be completed within the next two (2) weeks and assured members that they would be provided the final results.
Being pleased with the results, Mr. Ruane congratulated management, staff and volunteers of the facility for its success.
Proposed Ordinance - Chapter 114 - Vegetation, Article II - Weeds, Section 114-35 - Exceptions
Members were provided a proposed ordinance that would amend Chapter 114 - Vegetation, Article II - Weeds, by adding a new Section 114-35 - Exceptions, that would exempt riparian areas, active agricultural areas, and approved natural and meadow management areas from the eight-inch grass/weed height maximum. Members were advised that the amendment would improve water quality in the City by allowing those areas to take up water and filter run-off before it reaches water bodies.
Mrs. Townshend, Director of Planning and Inspections, explained that the City is subject to a federal permit that is administered through DNREC for the National Pollution Discharge Elimination System. She advised members that approximately five (5) years ago, they began regulating storm water for municipalities. In accordance with the permit, the City of Dover needs to take strides to improve water quality and quality of runoff stormwater. As a result, Mrs. Townshend stated that staff developed the proposed ordinance amendment.
Responding to Mr. Ruane, Mrs. Townshend indicated that the exemption for active agricultural areas is for property that is being actively used as agricultural and would not apply to those properties that were agricultural and are no longer used as such.
Mrs. Horsey moved to recommend approval of staff’s recommendation for adoption of the proposed ordinance (Attachment #6), seconded by Mr. Lewis and unanimously carried.
Updates
Members were provided the following updates:
Puncheon Run Watershed Action Team Update
Mr. Ruane advised members of a constituent’s concerns and frustration regarding their bank requiring expensive ($1,000 per year) flood insurance on their property. He noted that the Puncheon Run Watershed Study concluded that there are properties not in a flood plain (according to those calculations). He advised members that some of the residents were led to believe that the City was either going to provide direct assistance individually with letter of map amendments or that the City would submit a map for total revisions on the basis of the study. He questioned what the status of that action was.
Responding, Mrs. Townshend stated that in order for the City to do the map revisions, the as-built drawings for the Governors Avenue bridge had to be completed; therefore, the City is awaiting the completion of the bridge at this time.
Mr. Ruane requested that staff understand the sense of urgency regarding this matter.
Planning and Funding for New Library
Ms. Cyr, Library Director, reviewed update information regarding the planning and funding for the new Library. She advised members that Representative Castle’s Office has indicated that $530,000 is being requested for federal appropriations for the Dover Public Library. Staff is awaiting a response from the other legislators regarding any funds they are requesting.
Responding to Mr. McGlumphy, Ms. Cyr assured members that all fund raising measures were being considered, which is necessary during these economic times.
CDBG Program
Mrs. Harvey, Community Development Director, reviewed the Status of the FY 2008 CDBG Program provided to members. She advised members that all projects are on schedule with the exception of the Dover Interfaith Ministry to the Homeless, who is currently in contract negotiations with the Downtown Dover Partnership to sign a lease agreement. Mrs. Harvey advised members that she has sent the executive director a letter indicating that the grant application would be reviewed by the committee during their next meeting to determine how they wish to proceed.
Referring to the FY 2009 CDBG Action Plan recommendations, which are scheduled to be considered by Council during their meeting of May 11, 2009, Mr. Ruane suggested that staff provide members with an update on information regarding applicants that are in receipt of stimulus funds. It was his feeling that this may have an affect on the committee’s recommendations.
Neighborhood Stabilization Fund
Mrs. Harvey, Community Development Director, advised members that the New Market tax credit leveraging proposal was presented to DSHA to leverage at the State level but they decided not to leverage at the State level since the funding of the five (5) jurisdictions had already been allocated. As of April 1st, four (4) jurisdictions have pledged the non-binding letters of intent for a total of $9M, with the exception of New Castle County, which should be known by the end of the month.
In addition, Mrs. Harvey stated that the contract will be ready to be signed by DSHA and the jurisdictions by next week.
In response to Mr. Ruane, Mrs. Townshend confirmed that additional information was brought forward after this matter was first considered by the committee. She reminded members that the City issued a non-binding letter of intent; therefore, should the City wish to withdraw, they have that ability. When the matter was first presented, there was an indication that the $1.5M could be increased up to 2½ times. When the final math was calculated, it was determined that this amount would only increase by approximately 1/3 more. In addition, Mrs. Townshend stated that the City requested that the State leverage the money. She advised members that the State has opted not to leverage the money and that the money would be leveraged at the sub-recipient level.
Responding to concerns of Mr. Salters, Mrs. Townshend stated that it may be necessary to hire a temporary, part-time employee to assist Mrs. Harvey. She reminded members that there are mechanisms to adjust an individuals salary and/or pay range, should an employee’s duties and responsibilities be increased. Mr. Ruane suggested that the matter could be reviewed by Council during the budget review.
Youth Advisory Committee
Mrs. Russell advised members that the next Youth Advisory Committee meeting is scheduled to be held on April 22, 2009 and that they will be putting their plans into action. She stated that committee members attended the Delaware League of Local Governments Meeting and were provided certificates.
Mr. Ruane moved for adjournment, seconded by Mr. Lewis and unanimously carried.
Meeting Adjourned at 1:57 P.M.
Respectfully submitted,
Sophia R. Russell
Chairwoman
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Attachments
Attachment #1 - Library Services for Dover and Kent County - Options for the Future (to original and file copy)
Attachment #2 - Dover/Kent County Regional Library District - A Conceptual Framework for a Unified County Library System (to original and file copy)
Attachment #3 - Analyzing the Costs of Consolidation (to original and file copy)
Attachment #4 - Analysis of the Library Reserve Account as of February 28, 2009
Attachment #5 - Details of Revenue for the John W. Pitts Center from July 1, 2008 through April 12, 2009
Attachment #6 - Proposed Ordinance: Chapter 114 - Vegetation, Article II - Weeds, Section 114-35 - Exceptions