UTILITY COMMITTEE
The Utility Committee meeting was held on February 11, 2008 at 5:00 p.m. with Chairman Ruane presiding. Members present were Mr. McGiffin, and Mr. Leary. Mr. Cregar and Mr. Snaman were absent. Members of Council present were Mr. Slavin, Mr. Hogan, and Mayor Carey.
AGENDA ADDITIONS/DELETIONS
Mr. McGiffin moved for approval of the agenda, seconded by Mr. Leary and unanimously carried.
Dedication of Rights-of-Way and Public Infrastructure - Maple Glen
The developer of the Maple Glen Subdivision, Bay Developers, Inc., has requested that all public infrastructure improvements related to this subdivision be dedicated to the City of Dover for permanent ownership and maintenance. Members were provided a map that depicted all the public improvements associated with the subdivision and a map that depicted the general location and configuration of the subject rights-of-way. Bay Developers, Inc. has constructed all of the improvements in accordance with City standards and specifications. After construction was completed, City staff inspected the public improvements and provided the developer with a list of repairs to be made to meet the City of Dover Standards and Specifications for Public Works Construction. As of this date, all work has been completed by the developer and a one (1) year Maintenance Agreement, Letter of Credit, and a Release of Liabilities have been submitted by the
developer as part of the dedication process. In addition, as-built drawings of the infrastructure have also been submitted to the City for our permanent records.
Mr. Koenig, Public Services Director, advised members that all open space/wetlands, stormwater management areas, and the stormwater outfall structure (including 68 l.f. of 24” Class III reinforced concrete pipe) from the pond area are to be privately maintained by the Maple Glen Homeowner’s Association. He stated that he has had conversations with Mr. Gaudioso, representative of the Homeowner’s Association, for several years regarding the dedication of Maple Glen and that he has relayed concerns regarding the pipe culvert adjacent to the Covington property, as well as some public road that is encroaching on that pipe improvement. Mr. Koenig stated that staff will resolve this issue during the one year maintenance period. Mr. Gaudioso also indicated that there are some deficiencies with the improved park area associated with the subdivision. This is a privately owned park area that will eventually be assumed by the Homeowner’s Association. He assured Mr. Gaudioso that staff would work through all the issues related to the private open space, since they appear to be small and cosmetic in nature; however, there are other issues important to the Homeowner’s Association that should be addressed by the committee.
Staff recommended acceptance of dedication of rights-of-way and public infrastructure in the Maple Glen Subdivision, with the dedication to include all of the referenced public improvements, as follows:
Sewer Utility Infrastructure (Construction Value = $321,300.00):
15” SDR-35 PVC Sanitary Sewer Main - 1,958 l.f.
8” SDR-35 PVC Sanitary Sewer Main - 1,255 l.f.
6” PVC Sanity Sewer Laterals - 1,350 l.f. (54 laterals)
4’ Diameter Sanitary Sewer Manholes - 21 ea. (281.67 v.f.)
Water Utility Infrastructure (Construction Value = $169,675.00):
8” Ductile Iron (Class 52 Cement Lined) Water Main - 3,085 l.f.
6” Ductile Iron (Class 52 Cement Lined) Water Main - 105 l.f.
1” Polyethylene Water Service Line - 1,125 l.f. (43 services)
8” Gate Valves - 7 ea.
6” Hydrant Valves - 4 ea.
Fire Hydrants - 4 ea.
2” Blow Off Assembly - 2 ea.
Storm Water Infrastructure (Construction Value = $179,625.00)
Catch Basins - 19 ea.
15” Type III Reinforced Concrete Pipe - 1,453 l.f.
18” Type III Reinforced Concrete Pipe - 384 l.f.
24” Type III Reinforced Concrete Pipe - 408 l.f.
15” ADS N-12 Plastic Pipe - 20 l.f.
24” ADS N-12 Plastic Pipe - 130 l.f.
Flared End Sections (Concrete) - 3 ea.
Street Infrastructure: (0.5765 miles) (Construction Value = $380,500.00)
Maple Glen Drive Station 0+00 to Station 26+75 2,673 l.f.
Covington Drive Station 0+00 to Station 2+00 200 l.f.
Northgate Drive Station 0+00 to Station 1+71 171 l.f.
3,044 l.f.
Responding to Mr. McGiffin, Mr. Koenig stated that if the acceptance is deferred it would affect snow removal, street sweeping, etc., and that the City would be required to work with the developer regarding these types of issues. It was his opinion that the acceptance would remove the developer from the equation and allow staff to work directly with the homeowners regarding their concerns. He also advised members that homeowners always have the recourse of contacting the City Manager or City Council should they be unsatisfied with staff’s action.
For clarification, Mr. Gaudioso, 167 Maple Glen Drive, stated that he does not represent the Homeowner’s Association and, to his knowledge, there are no residents that are members of the Homeowner’s Association, although the Homeowner’s Association has been incorporated. On behalf of the residents (it was noted that there were approximately 20 residents of Maple Glen in attendance), Mr. Gaudioso provided members with pictures of the subdivision (as on file in the Office of the City Clerk), depicting the cul-de-sac on Covington Drive and explained the concerns. Several months ago, he requested Mr. Koenig to inspect the area due to concerns regarding the slope of the land leading down to the cul-de-sac (erosion) and the condition within the culvert. He also noted the erosion occurring under the sidewalk and concern with the homeowner’s being responsible for these issues in the future. Mr. Gaudioso also advised members of issues regarding uneven ground in the public open space area and dead trees on public and private land. It was his feeling that the City has the responsibility to protect the residents regarding these issues since they approved the plans for the subdivision. He requested that the City protect the residents from being held financially responsible in resolving these issues.
Responding, Mr. Koenig assured members that the culvert issue will be resolved as a part of the dedication, explaining that any required improvements in the public rights-of-way is covered under the one year maintenance agreement. He advised members that with the approval of the subdivision, there was an obligation of Bay Developers, Inc. to form a Homeowner’s Association. Unlike most developments, during the time of construction, the developer and builder were not the same entity. With the exception of the last lot, Mr. Koenig stated that Bay Developers, Inc. sold all the lots to Middleneck Homes. Therefore, since there is a separate developer and builder for this development, he explained that it has been difficult to obtain its dedication, which should have occurred many years ago. With regards to the issues involving the private open space, Mr. Koenig stated that Bay Developers controls the officers of the Homeowner’s Association; therefore, any problems with these areas are the responsibility of these officers. He stated that it is his intent to advise Bay Developers of the private open space issues in an attempt to have them resolved.
Mr. Leary moved to defer this matter until the next meeting to allow staff the opportunity to provide more details, seconded by Mr. McGiffin.
Mr. McGiffin felt that the dedication is a separate issue from the concerns relayed by the residents and that this meeting is not the avenue for which they should be addressed; however, he questioned the appropriate mechanism provided by the City for having such concerns resolved. Responding, Mr. Koenig indicated that there is a building permit outstanding and, although staff has not instituted the “clean hands” ordinance for these types of issues, he advised members that staff deals with developers on these types of outstanding issues on a regular basis. He felt confident that the City has enough options to compel the developer to resolve the issues.
Responding to Mr. Ruane, Mr. Koenig explained that the City has an obligation to dedicate the public infrastructure. He agreed to provide members with a status report on the action taken regarding the concerns relayed by the residents in two (2) weeks, although they may not all be resolved.
Mr. Leary withdrew his motion to defer, as did the seconder.
Mr. Leary moved to recommend approval of staff’s recommendation for the acceptance of the dedication of rights-of-way and public infrastructure for The Maple Glen Subdivision, with dedication to include all of the referenced public improvements, stipulating that staff provide a status report on the action taken regarding the concerns relayed by Mr. Gaudioso. The motion was seconded by Mr. McGiffin and unanimously carried.
Lighting Project and Rehabilitation Schedule
During the committee meeting of October 8, 2007, in reviewing the Lighting Project and Rehabilitation included in the FY 2007/08 Electric Capital Improvement Projects Briefing, members requested that staff provide a schedule of the neighborhoods/developments that are to be considered.
As requested, Mr. Lunt, Public Utilities Manager, provided members with a schedule of the neighborhoods/developments slated for the lighting project and rehabilitation, which included estimated costs associated with the project. He explained the criteria used in the analysis and prioritization and noted that the schedule may be altered or accelerated based on possible funding from Delaware Legislators through the DelDOT Community Transportation Fund.
Mr. Leary moved to recommend acceptance of the schedule as presented by staff, seconded by Mr. McGiffin and unanimously carried.
Underground Electric Conversion Schedule
Mr. Lunt, Public Utilities Manager, advised members that staff has analyzed and prioritized those developments that require conversion from overhead pole lines to underground pad-mounted equipment. He explained the criteria used in the analysis and prioritization, as well as the process used to convert the developments. Members were provided a schedule for the underground electric conversion, which was developed based on the criteria, as follows: 1) Kent Acres (partially completed); 2) Schoolview; 3) Highland Acres; 4) Crossgates; and 5) Buchanan Acres.
Mr. Lunt noted that, historically, a lump sum is budgeted towards the completion of projects as designated by staff. In addition to funding the overhead to underground projects, the fund also includes the replacement of obsolete or failed existing underground cables and the conversion of circuits for aesthetic reasons. He stated that these projects will take the City well past the current five (5) year plan based on the current funding levels.
Mr. Leary moved to recommend acceptance of the schedule as presented by staff, seconded by Mr. McGiffin and unanimously carried.
Water Main Replacement Priority List
Members were provided a Presentation of the Water Main Replacement Priority List for water quality improvements, which was reviewed by Mrs. Duca, City Engineer for the Public Utilities Department. She introduced Mr. Jason Lyons, the new City Engineer, and advised members that he has been working with her on this project.
Mrs. Duca reminded members that the 2006 Water Master Plan and 2006 Water Quality Evaluation recommended the establishment of a Water Main Rehabilitation Program. She explained that a rated inventory of all water mains maintained by the City was developed in order for the City to meet this recommendation. Such a program would assist the City in meeting industry standards, as well as addressing water quality issues.
In order to develop a water main replacement priority list, Mrs. Duca stated that a Water Main Pipe Rating (WMPR) was developed to rate the condition of water mains based upon key characteristics. These characteristics include pipe size, material, installation date, repairs/leaks, water quality complaints, flushing times, and demand significance. She reviewed the water main replacement priority list, which consisted of the 20 lowest rated water mains.
Mrs. Duca assured members that the water main priority list will be reviewed in conjunction with the street priority list to facilitate the coordination of projects. The Water Main Rehabilitation Projects will be based upon the priority listing and are to be implemented each fiscal year.
Mr. Leary moved to recommend acceptance of the priority list as presented by staff, seconded by Mr. McGiffin and unanimously carried.
Due to time constraints, Mr. Ruane suggested that the remaining agenda items be deferred until the next committee meeting.
Mr. Leary moved to defer the remaining agenda items until the next committee meeting, as follows: 1) Annual Engineering Consultant’s Report on the Operation and Maintenance of the Electric System - Fiscal Year 2007; and 2) PACE/NAES Monthly Report (December). The motion was seconded by Mr. McGiffin and unanimously carried.
Mr. Leary moved for adjournment, seconded by Mr. McGiffin and unanimously carried.
Meeting Adjourned at 5:56 P.M.
Respectfully submitted,
Eugene B. Ruane
Chairman
EBR/TM/jg
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