PARKS, RECREATION, AND COMMUNITY ENHANCEMENT
The Parks, Recreation, and Community Enhancement Committee Meeting was held on March 27, 2007, at 12:00 noon with Chairman Ruane presiding. Members present were Mrs. Russell, Mr. McGlumphy, Mr. Lewis, and Mrs. Horsey (arrived at 12:07 p.m.).
AGENDA ADDITIONS/DELETIONS
Mr. Ruane advised members that, as a courtesy to the scheduled guests attending the meeting, depending upon the time of their arrival, the agenda items may be taken out of order.
Mr. McGlumphy moved for approval of the agenda, seconded by Mrs. Russell and unanimously carried.
Presentation - Silver Lake/St. Jones Landscape Plan
Mr. Carter, Director of Parks and Recreation, introduced Mr. Lyle Jones, DNREC Watershed Assessment Division. Mr. Jones distributed a map depicting the locations of the phases of the St. Jones River Buffer Project at Silver Lake Park (Attachment #1). He advised members that the St. Jones River has been the subject of study by a Tributary Action Team, which is making recommendations to improve the health of the stream corridor. He provided members with the Scope of Services for the Planting Design Services for the St. Jones River Riparian Buffers, Guided Path Planning and Garden Design (Attachment #2) and explained that the purpose of the project is to design a planted buffer along the river that will reduce storm water run-off, pollution, nutrients, sediment, and erosion. Mr. Jones reviewed the various phases of the project and noted that additional objectives include reducing landscape maintenance, park beautification, and making the park less desirable for geese.
Mr. Jones stated that, to date, grant money in the amount of $20,000 has been received for costs of vegetation and signage. It is hoped that additional grant monies will be awarded for this program.
Mr. Edgell, Chairman of the Silver Lake Commission, indicated that members have relayed an interest in pursuing the project and look forward to working with DNREC. He stated that members would really like to begin the public participation aspect of the project.
Staff recommended support for moving forward with the project. At this time, there are no costs required of the City for this project.
Mr. McGlumphy moved to recommend support of the St. Jones River Buffer Project at Silver Lake Park, as recommended by the Tributary Action Team. The motion was seconded by Mr. Lewis and unanimously carried.
Consideration of Letter of Support - Delaware Valley Development Company - Walker Woods
During their meeting of March 19, 2007, members considered a request of the Delaware Valley Development Company for Community Development Block Grant (CDBG) Funding for the rehabilitation project at Walker Woods. Mr. Glenn Worgan, Delaware Valley Development Company, advised members that, in order to comply with the requirements of the Delaware State Housing Authority, a letter of governmental support from the Mayor of Dover is necessary for the rehabilitation project at Walker Woods.
Members were provided a draft letter for their review. Staff recommended approval of the letter of support for the Delaware Development Company’s Walker Woods rehabilitation project.
Responding to Mr. Ruane, Mr. Worgan indicated that the Delaware Housing Authority is not requiring the City of Dover to conduct a public hearing for consideration of the letter.
In response to Mrs. Russell, Mr. Worgan assured members that approval of the letter would not commit the City for any financial obligation. He noted the financial request is scheduled to be considered as a separate item by the committee later on the agenda.
Mrs. Horsey moved to recommend approval of the letter to be signed by the Mayor supporting the Walker Woods Rehabilitation Project (Attachment #3), seconded by Mrs. Russell and unanimously carried.
Proposed Zoning Text Amendments
Members were provided proposed zoning text amendments, as follows:
Appendix B - Zoning, Article 3 - District Regulations, Section 10 - Institutional and Office Zone
Mrs. Townshend explained that the proposed amendment to Section 10 - Institutional and Office Zone of Appendix B, Article 3 - District Regulations, would allow Day Care Centers as a permitted use in the Institutional and Office Zone (IO) rather than as a conditional use. In addition, the proposed amendment would add hotel and restaurants as conditional uses in the IO Zone.
Referring to Subsection 10.16, Mrs. Townshend indicated that “Article 10" should be inserted before “Section 10.1".
Appendix B - Zoning, Article 5 - Supplemental Regulations, Section 14 - Day Care Facilities
Mrs. Townshend explained that the proposed amendment to Section 14 - Day Care Facilities of Appendix B, Article 5 - Supplemental Regulations, is in response to the State’s new Day Care Regulations. The amendments align the City with the State Regulations so that there is less confusion. With reference to Subsection 14.31, Mrs. Townshend advised members that this is an issue that is routinely going before the Board of Adjustment for variances, the Board is granting the variances; therefore, standard practice is that if the Board is consistently granting variances for a specific issue, the ordinance should be reviewed for possible amendment. Mrs. Townshend advised members that the State Regulations would still govern the number of children, ratio, etc.
Appendix B - Zoning, Article 6 - Off-Street Parking, Driveways and Loading Facilities, Section 3 - Required Off-Street Parking Spaces
Mrs. Townshend explained that the proposed amendment to Section 3 - Required Off-Street Parking Spaces of Appendix B, Article 6 - Off-Street Parking, Driveways and Loading Facilities, eliminates reference to day care centers. She noted that Subsection 14.33 of Section 14, Article 5, requires one (1) parking space per 10 children. Subsection 3.1 of Section 3, Article 6, required one (1) parking space per 20 children. Eliminating the reference from Article 6, Section 3, allows for the requirement to be addressed through Subsection 14.33 of Section 14, Article 5.
Appendix B - Zoning, Article 12 - Definitions
Mrs. Townshend explained that as a result of these amendments, it is necessary to amend Article 12 - Definitions of Appendix B.
Mr. Lewis moved to recommend adoption of the proposed zoning text amendments as recommended by staff (Attachment #4). The motion was seconded by Mrs. Horsey and unanimously carried. City Clerk’s Office Note: During their Regular Meeting of March 12, 2007, City Council conducted a First Reading and referred the proposed amendments to the Planning Commission on April 16, 2007, and set a Public Hearing and Final Reading for April 23, 2007.
FY07 CDBG Grant Application-Oral Presentation - Whatcoat Social Service Agency - $15,000
Ms. Ruth Pugh, Executive Director of Whatcoat Social Service Agency, explained that the grant application, in the amount of $15,000 is to replace the roof of the Ruth N. Dorsey Relief Shelter. She advised members that they received a $45,000 grant several years ago from the City, which resulted in Vera’s Haven, located at 381 State College Road, which is to be completed in June 2007. She thanked the City for their support.
During a special committee meeting on March 19, 2007, members considered a Grant Application in the amount of $15,000 from Whatcoat Social Service Agency for a new roof. Due to the absence of the applicant, members directed staff to contact Whatcoat Social Service Agency to determine why they did not attend and give them the opportunity to provide explanation.
Ms. Pugh explained that although she was present for the meeting on March 19th, upon her arrival, she was advised that members were taking site visits; therefore, she returned to the facility to meet with members. Later in the afternoon, when contacted by Mrs. Harvey, she explained the situation and it was agreed that members would reschedule consideration of the request. Ms. Pugh advised members that the organization provides emergency assistance for the homeless in the form of a shelter, transitional housing, and crisis intervention. She stated that the Ruth N. Dorsey Emergency Shelter provides 46 beds for single men and women, and families. The facility is open 24-7, 365 days of the year to provide shelter for the homeless. The Shelter is an old building in need of a lot of repairs; however, the immediate need is for a new roof due to leakage, which is what the grant application is for.
It was noted that Whatcoat Social Service Agency received a CDBG grant from the City of Dover in 2001 to purchase land to build transitional housing for up to 10 units. Construction for this project did not begin until January of 2006. Whatcoat failed to submit monthly reports on the status of this project to the Community Development Office.
Update - Puncheon Run Watershed Action Team
Members reviewed an update of the Puncheon Run Action Team. The Kent Conservation District has secured funding in the amount of $45,000 from the Clean Water Advisory Council to conduct a Hydraulic Study of the Puncheon Run Stream. It is anticipated that the selection of an engineering firm qualified to conduct the study will be accomplished by the end of March 2007. It is hoped that the preliminary data can be identified by May 15, 2007 so that funding can be requested in the next State of Delaware Budget for possible improvements.
The next meeting of the Puncheon Run Action Team is planned for March 27, 2007 at 2:00 p.m.
Update - John W. Pitts Recreation Center
Members reviewed an update for the John W. Pitts Recreation Center. It was noted that construction on the site has begun and that sediment and erosion fencing has been installed around the site perimeter. The underground piping for water and parking lot drainage and fire hydrant connections have been installed. Becker Morgan is performing a review of the soil analysis for compaction and appropriate building foundation requirement. Members were also advised that a financial contribution has been received in honor of Mr. John Pitts from Mr. George Wright, in the amount of $500, and that an additional $725 has been received from family and friends in memory of Mr. William (Bill) Truitt.
Update - Planning and Funding for New Library
Members reviewed an update for the planning and funding for the new Library. Members were advised that City Council approved the formation of a New Library Committee; authorized the City Manager to solicit and hire a project coordinator to guide and support the New Library Committee; and approved funding in the amount of $180,000 for the building committee and project services for the life of the project. Staff is preparing a proposal to hire a project coordinator.
Livable Delaware Grant
Members were provided information regarding the Livable Delaware Funding, Application Guidelines for Livable Delaware Assistance to Municipalities and Counties, as well as a proposed Resolution approving the project. Mrs. Townshend, Planning Director, advised members that this fall, City staff will begin the process of updating the Comprehensive Plan. She stated that it is estimated that the project will cost $30,000 and that the State of Delaware offers grants through their Livable Delaware Program, up to $10,000 (matching grant). In order to submit the application request for funding to the State, a Resolution from City Council is required approving the project.
Staff recommended endorsement of the Resolution approving the submission of the application for funding through the “Livable Delaware Assistance to Municipalities Counties Program” in the amount of $10,000 to aid in completion of the City of Dover Comprehensive Plan Update for the year 2008.
Mrs. Horsey moved to recommend endorsement of the Resolution (Attachment #5), as recommended by staff, seconded by Mr. McGlumphy and unanimously carried.
FY07 CDBG Grant Applications, Review, and Recommendations
During a Special Committee Meeting on March 19, 2007, members reviewed FY07 CDBG Grant Applications and requested that staff provide additional details regarding the City’s Community Development Projects (Homeowner Rehabilitation Assistance Program, Homeownership Assistance Program, and City Facilities ADA Improvements), similar to the required paperwork received from all other applicants prior to taking final action. In addition, the committee requested that staff provide details regarding any carryover amounts from the FY06 CDBG Funds, that staff be directed to contact Whatcoat Social Service Agency to determine why they did not attend today’s meeting and give them the opportunity to provide an explanation, and that staff provide a “clean hands” report regarding any outstanding City regulation or ordinance violation issues involving any of the applicants.
As requested, Mrs. Harvey, Community Development Director, provided information regarding the Homeowner Rehabilitation Assistance Program, the Homeownership Assistance Program, and the City Facilities ADA Improvements (Attachment #6). She explained that the request for funding, in the amount of $50,000, is to rehabilitate five (5) owner occupied homes within the City and bring them up to the City’s Housing Code within a 12 month period. In addition, there is a request for funding, in the amount of $40,000, to provide assistance with a downpayment or settlement for first-time home buyers who purchase property in the City. There is also a request for funding, in the amount of $26,800, to make a number of city owned facilities handicapped accessible in accordance with federal ADA requirements.
With reference to the previous year’s funding for the Homeowner Rehabilitation Assistance Program, Mrs. Harvey provided members with an updated list of the properties where housing repairs are currently underway and those that are to be completed in the spring.
Mrs. Harvey explained that the decrease in requested funding for the Homeownership Assistance Program from previous years is due to the significant decline in the current market for home sales.
Having heard from all applicants, Mr. Ruane referred to the CDBG Review Panel Worksheet and the definitions of criteria for scoring the application, and requested that members review the applications and issue points for each of the criteria previously set by members. He noted that the total funds available for allocation is $238,660. Members referred to the FY07 CDBG Review Panel Worksheet and the point scoring requirements and began providing appropriate points for each of the activities for each of the applications.
Several members felt that the City should assume financial responsibility rather than requesting CDBG funding assistance for the ADA Improvements; therefore, they did not provide a score for this activity and suspended its review during the scoring process.
When discussing the number of points to be awarded for “leveraging” (match) to the application submitted for affordable housing renovations at 301 W. Loockerman Street, Mr. Ruane noted that the applicant had referred to “personal assets” as the “source of matching funds”. He stated that his understanding is that “matching funds” represents actual expenditures by the applicant and not simply the “value” of any assets, such as the applicants themselves. After further discussion by members, this application was awarded “8" points for “leveraging” with the understanding that the applicant must contribute at least 40%/50% of the total cost of the proposed renovations from the applicants cash resources, because this percentage represents what is necessary to be considered a “moderate” match.
After the scoring was completed, Mr. Ruane suggested that the meeting be recessed for five (5) minutes to allow staff to total the point scores for each of the activities. Members concurred.
Meeting recessed at 1:57 p.m. and reconvened at 2:05 p.m.
Members were provided the total point scores for each of the applications (Attachment #7).
Responding to Mr. Ruane, Mrs. Harvey indicated that the committee can establish their own rules for consideration of the applications based on the total point scores.
Mr. McGlumphy moved to recommend that any activities that received a point score below 60 (Delaware Valley) would be eliminated from further consideration, seconded by Mrs. Russell and unanimously carried.
Mr. McGlumphy stated that members need to pay attention to the public service activities sector, noting that the two (2) applicants are the House of Pride, requesting $33,050, and Connections, requesting $25,000, and that the total amount that can be granted under this funding category is $44,748 (or 15% of the grants).
Referring to the point score of 10 for “Readiness to Proceed” provided to Connections, Mrs. Russell relayed concern since the committee was still uncertain about the applicant’s ability to meet all the applicable city code requirements. Concurring, members agreed that the point score should be changed to a point score of 1.
Mrs. Horsey suggested that the House of Pride be awarded the amount of their request, $33,050, and that the remainder of the balance be awarded to Connections, in the amount of $11,748, bringing the total for “public service” activities to $44,748.
Mr. McGlumphy moved to recommend that Connections be awarded $11,748 based on the condition that the applicant is determined by the City to be in full compliance with the City’s Code regulations. The motion was seconded by Mr. Lewis.
Reiterating her concerns regarding the Connections request, Mrs. Russell suggested that rather than awarding the grant money to Connections, the amount be given towards the City’s ADA Improvement request. Mr. Ruane indicated his support for this allocation and suggested that those members that would favor an alternative motion as suggested by Mrs. Russell, should vote against the motion that is on the floor.
The motion to recommend that Connections be awarded $11,748 based on the condition that they become in full compliance with the City’s Code regulations was carried with Mrs. Russell and Mr. Ruane voting no.
Based on awarding the remainder of the activities the amount requested and the adjustment for the request of Connections, Mrs. Townshend stated that there is an unallocated amount of $6,862.
Mrs. Russell moved to recommend that the remaining amount of $6,862 be awarded to the City for the ADA Improvements, seconded by Mr. Ruane. The motion failed with Mr. Lewis, Mrs. Horsey, and Mr. McGlumphy voting no.
Mr. McGlumphy moved to recommend that the remaining amount of $6,862 be awarded to the City for the Homeownership Assistance Program, for a total amount of $46,862. The motion was seconded by Mrs. Horsey and unanimously carried.
City Clerk’s Office Note: Attachment #7 represents the committee’s recommendations to the Council for the allocation of the FY07 CDBG Funds. Once the grant allocation recommendations have been approved by Council, staff will conduct public hearings in accordance with Federal Regulations governing the City of Dover CDBG Program. Final approval of the FY07 CDBG Funds will take place with the adoption of the 2007Action Plan and Resolution, which will be scheduled to be presented to City Council during their meeting of May 14, 2007.
Mr. McGlumphy moved for adjournment, seconded by Mrs. Horsey and unanimously carried.
Meeting Adjourned at 2:21 P.M.
Respectfully submitted,
Eugene B. Ruane
Chairman
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Attachments
Attachment #1 - Map of St. Jones River Buffer Project (to original minutes and file copy)
Attachment #2 - Scope of Services for the Planting Design Services for the St. Jones River Riparian Buffers, Guided Path Planning and Garden Design (to original minutes and file copy)
Attachment #3 - Letter of Support for the Walker Woods Rehabilitation Project from Mayor Speed
Attachment #4 - Proposed Zoning Text Amendments
Attachment #5 - Resolution - Livable Delaware Grant
Attachment #6 - City’s Community Development Projects - Application Details (to original minutes and file copy)
Attachment #7 - Point Scores - CDBG Review Panel Worksheet and Recommendation for Allocation of FY07 CDBG Funds