SPECIAL
PARKS, RECREATION, AND COMMUNITY ENHANCEMENT
A Special Parks, Recreation, and Community Enhancement Committee Meeting was held on December 8, 2008, at 12:00 noon with Chairwoman Russell presiding. Members present were Mr. McGlumphy, Mr. Ruane, Mrs. Horsey, and Mr. Lewis.
AGENDA ADDITIONS/DELETIONS
Mr. Horsey moved for approval of the agenda, seconded by Mr. McGlumphy and unanimously carried.
Review of Active Recreation Plan for Woodmill Apartment Expansion (C-08-14)
Ms. Cornwell, City Planner, advised members of an application for the Active Recreation Plan for Woodmill Apartment expansion, which is a new residential development consisting of 216 apartment units - 6 apartment buildings with 36 units in each building. She stated that the proposed expansion will be located off of Commerce Way, north of North Street. The subject property consists of one parcel of land totaling 22.97+/- acres. A subdivision is a part of the development of this site that will create two (2) parcels. The residential portion will consist of 13.97+/- acres.
Ms. Cornwell stated that in accordance with Article 5, Section 10.16 of the Zoning Ordinance, 59,400 S.F. (1.363 acres) of active recreation area is required and that the applicant is proposing 60,000 S.F. (1.37 acres) of land to be reserved as active recreation area. The active recreation areas proposed are located near the stormwater management facility on the west side of the site. The proposed amenities include a walking path, a covered pavilion, four picnic tables, two grills, a bird and butterfly garden, a dog park, and benches.
Ms. Cornwell reviewed the application in detail which included the proposed active recreation areas as well as staff’s recommendations that was provided to members. She noted that staff recommended denial of the proposed bird and butterfly garden area as counting towards the Active Recreation Area requirement. In addition, staff’s recommendations included several other modifications to the proposed active recreation area.
Responding to Mr. Ruane, Ms. Cornwell indicated that staff briefly discussed staff’s recommendations with the applicant and that the applicant is present to address members regarding any concerns. Mrs. Townshend, Director of Planning and Inspections, advised members that the applicant wishes to discuss how this portion of the apartment complex will tie into their plans for a larger apartment complex and the active recreation plans that would be proposed for another site connected to the proposed site. One issue is that the applicant does not want to provide a playground on this site since they plan to provide a playground on the other site. She stated that the applicant cannot be provided credit on this site for providing a playground elsewhere; however, what is provided elsewhere, could affect what is required for the current site.
Due to a lengthy agenda and the time constraints involved, Mr. Ruane relayed concern with discussing these issues with the applicant at this time. He also felt that it may be premature to discuss these issues with the applicant without a thorough review and consideration of staff. Responding, Mrs. Townshend indicated that although this matter was originally scheduled to be reviewed by the Planning Commission during their meeting in December, due to concerns with the active recreation area as well as other concerns regarding the Site Development Plan, she anticipates that consideration by the Planning Commission will be delayed until their meeting in January.
Responding to Mr. Lewis, Ms. Cornwell stated that staff did not provide an alternative to the applicant’s proposal for the use of a chain linked fence.
Mr. McGlumphy moved to recommend that this matter be tabled until January 13, 2009 to allow staff the opportunity to further review the Active Recreation Plan with the applicant. The motion was seconded by Mr. Lewis and unanimously carried.
Neighborhood Stabilization Fund
During their meeting of October 27, 2008, members recommended approval of the Neighborhood Stabilization Program application, which was approved by Council during their meeting of November 10, 2008.
Mrs. Townshend, Director of Planning and Inspections, advised members that the City of Dover has been allocated $1.5M in grant funding through the Delaware State Housing Authority for the Neighborhood Stabilization Program. Members were provided a draft budget for each partner and a summary budget of all program costs.
Mr. Ruane relayed concern that the budget for the Dover Housing Authority provides for the acquisition of only three (3) units. Responding, Mrs. Townshend stated that the budget is reflective of the initial funding, explaining that as program income is received through the sale of properties, these funds will be available for reinvestment in additional units.
Noting that a meeting with the Delaware State Housing Authority and all grantees is scheduled for December 17, 2008, Mr. Ruane suggested that staff could provide members with an updated version of the draft budgets, which would include additional units provided through the resources of the Delaware State Housing Authority.
Mr. Lewis moved to recommend acceptance of staff’s report on the Neighborhood Stabilization Fund, with the understanding that this matter will be brought back to the committee at their next meeting. The motion was seconded by Mr. McGlumphy and unanimously carried.
Allocation of Uncommitted CDBG Funds
Members were provided information regarding the allocation of uncommitted CDBG funds, as follows:
FY2007 Projects
Mrs. Townshend, Director of Planning and Inspections, advised members that there is an additional $2,050 in funding remaining from two (2) FY 2007 projects where the bids came in lower than the allocated grant funding to complete their projects. The House of Pride has a project balance of $1,050 and Whatcoat Social Service Agency has a project balance of $1,000. The Planning and Community Development Department staff requested to reallocate the remaining balance of $2,050 to the Homeownership Program to provide additional funding for closing costs to first time homebuyers. The current FY 2008 budget for closing cost will have a balance of $5,112 after two (2) first time homebuyers close in December.
Staff recommended awarding $2,050 of CDBG funds to provide additional funding for closing costs.
Mr. Ruane moved to recommend authorizing staff to reallocate the remaining balance in the amount of $2,050 from the FY2007 CDBG projects to the Homeownership Program to provide additional funding for closing costs to first time homebuyers as recommended by staff. The motion was seconded by Mrs. Horsey and unanimously carried.
ADA Improvements
Members were advised that prior to the City becoming a CDBG Entitlement Community, the City received their grant funding through the Delaware State Housing Authority (DSHA). After an audit of the CDBG expenditures by the Finance Department, it was determined that there was an additional $23,223 of uncommitted CDBG funds in an account from when the City received funding from DSHA. The Community Development Office staff requested to reallocate this funding to make the necessary ADA improvements to City-owned buildings that were identified in the letter and compliance monitoring report of HUD, Office of Fair Housing and Equal Opportunity.
Members were reminded that as part of Dover’s Transition Plan, HUD recommended that the City install or remodel a wheelchair accessible bathroom on the first floor of City Hall. Staff also requested the installation of no slip treads and a hand rail to the landing steps in the Mayor’s Office, and the purchase of ADA compliant spigots for City-owned buildings. All of these projects would be completed with in-house staff. With the remaining funds left from the referenced projects, funding was requested to provide an accessible entrance for persons with disabilities at the John W. Pitts Recreation Center. The detailed costs associated with these projects are as follows:
Project Cost
Wheelchair Accessible Bathroom – 1st Floor City Hall $13,000
No-Slip Treads and Hand Rail on Landing Steps –
Mayor’s Office $ 2,000
Accessible Spigots for City-Owned Buildings $ 5,000
Improve Accessibility of John W. Pitts Recreation
Center Front Entrance $ 5,000
TOTAL $25,000
Staff recommended awarding $25,000 of CDBG funds to provide the necessary ADA improvements to city owned buildings.
Mrs. Townshend noted that the report provided by HUD indicates that the front entrance to the John W. Pitts Recreation Center is inaccessible to persons with disabilities. She advised members that the City Manager received a certification from the City’s architect that the front entrance is ADA compliant; however, she stated that the City could make the improvement as requested in the report.
For clarification, Mr. DePrima, City Manager, assured members that the John W. Pitts Recreation Center was built to ADA standards and that a letter has been submitted to HUD to clarify this issue; however, he supports the installation of the automatic doors, as requested in the report.
Responding to Mr. Ruane, Mrs. Townshend stated that HUD conducts an audit of the City’s program every five (5) years. Mr. DePrima noted that the funds were discovered through an internal audit by the Finance Department.
Mr. Ruane relayed concern regarding the tone of the HUD letter and report. Referring to the recommendation for not utilizing these funds for ADA compliance, he stated that it was indicated that the City should be meeting the ADA compliance issues through the use of General Fund money. He explained that although the ADA compliance issues are very important to the Council, it was his recollection that it was a matter of the choices provided at that time and the many needs of funds for other projects.
In response to Mr. Ruane, Mrs. Townshend stated that although HUD does not have the authority to mandate the City to use the residual funds for ADA compliance issues, based on their monitoring reports, the City has a transitional plan and many of those improvements have not been made to date.
Mrs. Horsey questioned what other programs would qualify for use of the residual funds. Responding, Mrs. Townshend stated although these funds cannot be given to a subcontractor, the funds could be used for the City’s rehabilitation or homeownership programs.
Mr. Ruane moved to recommend awarding $25,000 of CDBG funds to provide the necessary ADA improvements to city owned buildings, as recommended by staff. The motion was seconded by Mr. McGlumphy and unanimously carried.
Mr. Ruane moved to recommend that the City Manager be instructed to provide the committee with an updated ADA Compliance document to correspond with the showing of this effort to be made and what projects are remaining for total ADA compliance so that a recommendation can be forwarded to Council for inclusion in the budget. The motion was seconded by Mr. McGlumphy and unanimously carried.
Discussion - Hours of Operation - John W. Pitts Recreation Center
During their meeting of November 10, 2008, there was a request for the John W. Pitts Recreation Center to open prior to 8:30 a.m.
Mr. Carter, Parks and Recreation Director, advised members that the John W. Pitts Recreation Center is open more than 75 hours per week and reviewed the hours of operation for the Center, as follows:
Monday - Friday 8:30 a.m. to 9:00 p.m.
Saturday 9:00 a.m. to 6:00 p.m.
Sunday 12:00 noon to 5:00 p.m.
Mr. Carter stated that recently, the indoor Field Hockey League began and that there are 42 teams. As a result, the hours for Sunday have been extended from 8:30 a.m. to 5:00 p.m. There have been times set aside for specific uses, such as walking activity for seniors from 8:30 a.m. to 11:30 a.m., Monday through Friday. To provide for the Center to open earlier, Mr. Carter explained that due to budgeting and staffing issues, it would be necessary to cut back on other hours or find other sources.
Mr. Ruane requested that staff provide the committee the financial fee schedule for the activities provided at the John W. Pitts Recreation Center for their review and determination that the fees are close to recovering costs for providing this service to the community.
Concurring, Mrs. Horsey felt that a review of the fee schedule may also provide members the opportunity to determine how competitive the City is with like facilities and the possibility of increasing fees and using the funds to provide earlier and extended hours of operations.
Mr. McGlumphy questioned if the fees for the use of the facility is different for City residents and those that are non-City residents. Responding, Mr. Carter indicated that “open” gym is free for everyone regardless of their residence.
Mr. Ruane moved to recommend that the financial fee schedule for the John W. Pitts Recreation Center be provided to the committee for further review, seconded by Mrs. Horsey and unanimously carried.
Mr. McGlumphy suggested the idea of partnering with local hotels by providing special rates during tournament and other events.
Mrs. Russell reiterated her concern that the senior citizens are not given due consideration for the use of the facility and urged members to consider opening the facility earlier, noting that seniors typically begin their day early.
Mr. Ruane noted that the Center is a regional facility and that the County should play a role by building a gym, which has been encouraged by the City, as well as participate in the funding for the regional library.
Proposed Letter to Transit Authority - Modification of Bus Route to Include John W. Pitts Recreation Center
As mentioned during their meeting of November 10, 2008, Mr. Ruane advised members that during a recent community meeting sponsored by the Human Relations Commission, there was concern regarding the lack of public transit (bus stop) for the Pitts Recreation Center. He suggested that a letter be submitted by the City to the Transit Authority requesting that the existing route be modified to provide for a bus stop at the Pitts Recreation Center.
Mr. Ruane moved to recommend that the City submit a letter to the Transit Authority requesting that the existing route be modified to provide for a bus stop at the Pitts Recreation Center (Attachment #1). The motion was seconded by Mr. McGlumphy and carried with Mrs. Russell voting no.
Mrs. Russell reiterated that although she does not object to providing transportation, her fear was of individuals being provided the ability of having children dropped off at the site. She explained her opposition to the City providing “babysitting” services.
Review of Applications - Youth Advisory Committee
During their Regular Meeting of June 23, 2008, City Council adopted a Resolution establishing a Youth Advisory Committee (as recommended by the Parks, Recreation and Community Enhancement Committee meeting of June 10, 2008). Subsequently, the City Clerk’s Office notified superintendents of the schools advising them of the City’s Youth Advisory Committee and that applications were then sent to the schools. During their meeting of October 15, 2008, members were advised that to date, there had been no response. As a result, staff was authorized to issue a press release announcing the City's request for applicants for the Youth Council.
After reviewing the applications received, Mrs. Russell advised members of her acquaintance with applicants and, therefore, relinquished her seat as chair during this item’s consideration.
Responding to Mr. Ruane, Mrs. Clendaniel, Assistant City Clerk, stated that the Resolution requires nine (9) members to serve on the Youth Advisory Committee and that 14 applications have been received. She noted that Council can alter the size of the committee at any time.
Noting that these appointments will be made annually, Mr. Lewis suggested that, in the future, should additional youths be interested in serving, that the number of members should be altered accordingly.
Mr. Ruane moved to recommend that the size of the committee be modified to consist of 14 members and that all 14 applicants be accepted to serve on the Youth Advisory Committee and that the number of members serving on the Youth Advisory Committee be reviewed in the future. The motion was seconded by Mrs. Horsey and unanimously carried.
Updates
Members were provided the following updates:
Puncheon Run Watershed Action Team Update
Mr. Koenig, Public Services Director, stated that there is no further information since the last Puncheon Run Watershed Action Team Update. He assured members that there will be additional information provided to members during their meeting of January 2009.
Planning and Funding for New Library
Ms. Cyr, Library Director, reviewed the update information provided to members regarding the planning and funding for the new Library.
Ms. Cyr advised members that the capital campaign kickoff is planned to begin in a month and that one of the City’s focuses will be to work with Kent County Levy Court.
Ms. Cyr invited everyone to attend the Statewide Library Summit on Wednesday, December 10th, to be held from 8:30 a.m. to 3:30 p.m.
CDBG Program
Members were provided the Status of the FY2007 and FY2008 CDBG Program.
Mrs. Townshend, Director of Planning and Inspections, provided updated information regarding the CDBG Program, including a narrative (Attachment #2).
In response to concerns regarding the rental rehabilitation project at 301 W. Loockerman Street relayed by members during their meeting of November 10, 2008, Mrs. Townshend stated that staff spoke to Mr. Anderson regarding the committee’s concerns. She advised members that the issues involving the Fire Marshall and Building Inspector have been resolved, an application for the building permit has been submitted, and that the work is anticipated to be completed by the end of December 2008.
Responding to Mr. Ruane, Mrs. Townshend indicated that if the funds are not expended by December 31, 2008, the applicant would be required to submit a request for an extension to the committee for their review and recommendation to City Council. However, she noted that if it is the committee’s recommendation not to accept a request for an extension, this recommendation will not be considered by City Council until January due to the holidays and cancellation of the latter meetings in December.
Mr. Ruane suggested that a letter could be sent to Mr. Anderson explaining the committee’s recommendation and that it would be considered by Council in January so that he is aware of the need to finalize the matter by the end of December.
Mr. Ruane moved to recommend that no further extensions would be provided to Mr. Anderson for the rehabilitation project at 301 W. Loockerman Street and that staff be authorized to send a letter to this effect. The motion was seconded by Mr. McGlumphy and unanimously carried.
2008 Comprehensive Plan Update
Mrs. Townshend, Director of Planning and Inspections, advised members that a First Reading of the 2008 Comprehensive Plan Update Ordinance is scheduled for the Council Meeting later in the evening. It is recommended that a public hearing be set for January 5, 2009 at 6:00 p.m. and that the Second Reading and final action by Council will take place during their Regular Meeting on January 12, 2009. She advised members that there have been changes that have caused problems with State certification; however, staff’s goal is to resolve the issues before final consideration by City Council in January 2009.
Mrs. Townshend advised members that the early Comprehensive Plan Update draft had indicated an area east of State Route 1 shown in an annexation area. During the State’s review, the Department of Agriculture objected to including the areas in an annexation area, explaining that the inclusion would result in denial of State approval. As a result, she stated that the City eliminated those areas and that since, the Dover International Speedway has requested that the City put the areas back in as an annexation area. Mrs. Townshend stated that the Planning Commission had wanted to change the draft to put the areas back in an annexation area; however, the State indicated that if this was done, they would not provide certification of the Comprehensive Plan Update. She assured members that staff is working with State Planning Commission to resolve this issue.
Mrs. Townshend indicated that if the Comprehensive Plan Update is not certified by the State, the City could submit an appeal through State Advisory Council on State Planning and that they would render judgement on whether the City makes a more defensible argument than the objecting party and would provide a decision regarding the matter. She advised members that there is a dispute resolution process provided by the State which would come next if the issues are not resolved.
Responding to Mr. Ruane, Mrs. Townshend stated that in accordance with the Dover Code, once the City is notified by the State that the Plan is not certifiable, there is a 45 day negotiation period and provides for 30 or 45 days to convene. She stated that the timeline prescribed in the Dover Code would delay the adoption of the Comprehensive Plan Update for up to 90 days (3-4 months). She advised members that any delay in the adoption of the Plan would delay rezonings that are dependent on the Plan. Based on conversations with the State Planning Commission, she felt confident that this matter will be resolved.
Schutte Park Space - Boys and Girls Club/CDSA
Schutte Park Space - Boys and Girls Club/CDSA
Mr. Tingle, Executive Director of the Greater Dover Boys and Girls Club, provided members an update on the Schutte Park Space for the Boys and Girls Club/CDSA. He advised members that although there have been several meetings that have occurred since the last update, progress has been slow. Recommendations are anticipated this week and then a meeting will be held with the architects and a feasibility study will be conducted. Following the study, he stated that a capital campaign will begin.
Mr. DePrima requested that City staff be involved early in the site selection process. He noted that the realignment of Wyoming Mill Road is currently being worked on from a design perspective. He expressed his desire for the road to be completed prior to the building of the structure for the Boys and Girls Club/CDSA.
Mr. Tingle stated that the results of the feasibility and cost study will determine the proposed construction date.
Skate Park Committee
In response to a previous request, Mr. Asay provided members with an expanded list of all the sites reviewed by the committee and the pros and cons for their use as a skate park (Attachment #3). Although it is the committee’s desire to provide for a large park, he noted that “skate spots” in smaller parks (small area of concrete with single rail) would also be desired. These types of areas would provide convenience to residents in a local area.
Referring to the sites reviewed by the committee, Mr. Marousek advised members that a skate park would require a minimum of ½ acre in order to provide adequate space. He also indicated the desire for the skate park to be located in a visible area. He stated that the properties listed were ranked according to the site evaluation and explained that the former 3/5 ranking for the WP2 site was due to the existing concrete and the additional costs that are associated. Mr. Marousek reminded members that the proposal is for a sculpted concrete structure.
Responding to Mrs. Russell regarding communications with neighbors of the proposed sites, Mr. Asay stated that the committee planned to talk with neighbors of WP2, Capital Cleaners, and Saulsbury Road sites; however, the committee decided to suspend these talks until they had the opportunity to answer questions regarding all City parks.
In response to Mr. Ruane, Mr. Asay stated that the size needed for the actual skate park area would be approximately 16,000 s.f. (100 feet by 160 feet), which would total less than ¼ acre.
At the suggestion of Mr. DePrima, Mr. Asay indicated that the committee could draw up a prototype for “skate spots”.
Mrs. Russell requested that staff research “Kaboom”, which is an organization that funds playgrounds and sometimes has grants available. Responding, Mr. Carter advised members that he has conducted research to obtain information regarding the availability of grant monies; however, he has not been successful as of today.
Mr. Ruane thanked the committee for the update and suggested that this matter be moved up on the agenda during the next committee meeting to allow a thorough discussion.
Mr. Lewis moved for adjournment, seconded by Mrs. Horsey and unanimously carried.
Meeting Adjourned at 2:01 P.M.
Respectfully submitted,
Sophia R. Russell
Chairwoman
SR/RR/TM/jg
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Attachments
Attachment #1 - Letter to the Transit Authority
Attachment #2 - CDBG Program Update (to original and file copy minutes)
Attachment #3 - List of all Evaluated Skate Park Sites (to original and file copy minutes)