REGULAR COUNCIL MEETING
The Regular Council Meeting was held on November 24, 2003 at 7:30 p.m. with Council President McGlumphy presiding. Council members present were Mr. Carey, Mr. Pitts, Mrs. Williams, Mr. Truitt, Mr. Ritter, Mr. Speed, Mr. Salters, and Mr. Ruane.
Council staff members present were Major Harding, Mr. Cooper, Mrs. Mitchell, Ms. Melson, Chief Bashista, City Solicitor Rodriguez, Mrs. Green, and Mayor Hutchison.
OPEN FORUM
The Open Forum was held at 7:15 p.m., prior to commencement of the Official Council Meeting. Council President McGlumphy declared the Open Forum in session and reminded those present that Council was not in official session and could not take formal action.
There was no one present wishing to speak during the Open Forum.
The invocation was given by Chaplain Dixon, followed by the Pledge of Allegiance.
AGENDA ADDITIONS/DELETIONS
Mr. Ritter requested that item #6-B, Tree Trimming Contract, and #6-C, Water System Master Plan Update - Engineering Services Agreement, be deferred until the next meeting to allow staff, the Finance Director in particular, an opportunity to review the contracts. Mr. DePrima stated that the contracts would not be drawn until the bids were accepted. He also noted that the committee action form indicates that the contracts would not be signed until they have been reviewed by the Finance Director. Mr. Ruane stated that the Finance Director led him to believe that she would have an opportunity to review the contracts, as well as determine the scheduled payments. He requested that the items remain on the agenda, with the understanding that he previously stated. Mrs. Williams concurred.
Mr. Carey moved to leave item #6, Bids, intact, on the agenda, seconded by Mrs. Williams and carried with Mr. Ritter, Mr. Speed, and Council President McGlumphy voting no.
Mr. Ruane noted that there have been changes in State legislation and the City’s Comprehensive Plan regarding the information required prior to final approval of an annexation request. The new requirements have created scheduling difficulties for staff.
Mr. Ruane moved that item #9-A, Adoption of Resolution - Setting of Annexation Referendum, and item #9-B, First Reading of Rezoning Ordinance, be deleted from the agenda and that item #9, Annexation/Rezoning Request - Chestnut Grove Road, be revised to read as follows:
“Recommended for referral to the Planning Commission on December 15, 2003, and authorize the Planning Director, in cooperation with the City Clerk, the City Manager, and the Utility Committee, to set all future annexation schedules based on time needed for the Cost/Revenue Analysis and the Plan of Services.”
The motion was seconded by Mr. Carey.
Responding to Mrs. Williams, Mr. DePrima indicated that the annexation process would not be lengthened by more than two (2) months to the existing two (2) month process. Mr. DePrima felt that the annexation schedule would only need to be adjusted during the transition period. Once staff becomes familiar with the new requirements, annexations should be back on schedule.
Mr. Speed expressed reluctance to approving a “non-binding” schedule. He noted that the applicants deserve a fixed schedule for planning purposes. Mr. Speed requested that the final ending date be included in the motion.
Mr. Ruane amended the motion to read that this particular application be referred to the Planning Commission on December 15, 2003, and request that, at the next meeting, the Planning Director provide a schedule for future annexations, taking into account the time needed for the Cost/Revenue Analysis and Plan of Services. Mr. Carey, as the seconder to the original motion, agreed to the amendment.
Mr. Speed moved to amend the original motion to read as follows:
“Recommended for referral to the Planning Commission on December 15, 2003, and that other meetings be scheduled so that the Public Hearing can be held no later than February 23, 2004.”
The motion was seconded by Mr. Salters and unanimously carried.
The motion to amend item #9 to read “Recommended for referral to the Planning Commission on December 15, 2003, and that other meetings be scheduled so that the Public Hearing can be held no later than February 23, 2004”, and to delete items #9-A and #9-B was unanimously carried.
Mr. Speed moved for approval of the agenda, as amended, seconded by Mr. Salters and unanimously carried.
The following requests were made for extraction from the Consent Agenda:
Mr. Ruane - Item #7-E, City Manager’s Report
Mr. Carey - Item #3-A, Revised Travel Policy
Mr. Ritter - Item #5, Safety Advisory Committee Workshop Report
Mr. Speed - Item #7-H, Robbins Hose Company No. 1 Report
Mr. Carey moved for approval of the Consent Agenda, as amended, seconded by Mr. Speed and carried by a unanimous roll call vote.
ADOPTION OF MINUTES - SPECIAL COUNCIL WORKSHOP OF OCTOBER 6, 2003
The Minutes of the Special Council Workshop of October 6, 2003 were unanimously approved by motion of Mr. Carey, seconded by Mr. Speed, and bore the written approval of Mayor Hutchison.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF NOVEMBER 10, 2003
The Minutes of the Regular Council Meeting of November 10, 2003 were unanimously approved by motion of Mr. Carey, seconded by Mr. Speed, and bore the written approval of Mayor Hutchison.
PUBLIC HEARING - VIOLATION OF DANGEROUS BUILDING ORDINANCE - PROPERTY LOCATED AT 1001 WHITE OAK ROAD, APARTMENT A-31, OWNED BY CHRISTOPHER S. ROYLE
A public hearing was duly advertised for this time and place to consider a violation of the Dangerous Building Ordinance at 1001 White Oak Road, Apartment A-31, owned by Christopher S. Royle. Ms. Melson stated that the property was declared dangerous on April 24, 2003 as unfit for human occupancy and must be vacated due to lack of electricity. A follow-up inspection on October 9, 2003 revealed the interior of the unit was unfit for human occupancy due to unsanitary conditions. The condominium unit is in a serious state of disrepair and presently vacant. Code violations include unsanitary conditions, filth, vermin infestation, and lack of electrical service. The property consists of a condominium unit. Ms. Melson showed slides depicting the condition of the structure.
Staff recommended that City Council take the following action for property located at 1001 White Oak Road, Apartment A-31: 1) declare the subject property dangerous; 2) order the property repaired by December 8, 2003 by the owner or equitable owner at the sole expense, responsibility and risk of the property owner of record; 3) order the Building Inspector to cause the repair of the unit if not completed by the owner or equity owner by December 8, 2003; and 4) order the City Manager, with the assistance of the City Solicitor, to cause the cost of repairs or demolition to be charged against the land on which the building exists as a municipal lien or cause such cost to be added to the tax duplicate as an assessment, or to be levied as a special tax against the land upon which the building stands or to be recovered in a suit at law against the owner. Ms. Melson provided an estimated repair cost of $2,000.00. - $5,000.00.
Council President McGlumphy declared the public hearing open.
With no one present wishing to speak, Council President McGlumphy declared the public hearing closed.
Mrs. William moved that the structure located at 1001 White Oak Road, Apartment A-31, be declared a dangerous building and ordered that the property be demolished or repaired, in accordance with the process recommended by staff. The motion was seconded by Mr. Carey and carried by a unanimous roll call vote.
LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE REPORT - OCTOBER 27, 2003
The Legislative, Finance and Administration Committee met on October 27, 2003 with Chairman Speed presiding.
Revised Travel Policy
Resulting from recent concerns regarding allowable expenses and IRS regulations, it was suggested that a revised Travel Policy be developed to clarify these concerns. In July, members of Council and staff were provided a draft revised Travel Policy for their review. As a result, several comments and suggestions were submitted to members for their consideration. Members were reminded that the purpose of the Travel Policy was to provide guidelines under which City of Dover employees, public officials, and appointees will be reimbursed for authorized travel expenses incurred when engaged in authorized travel and who expend City funds for travel purposes.
After considerable review, the committee recommended approval of the Revised Travel Policy, as amended.
Mr. Carey moved to amend Section I - Travel Expense Reimbursement, Subsection 2 - Receipt Requirements and Other Reimbursement Criteria, paragraph k to include “must be substantiated with receipts and validation by the Information Technology (IT) Department.” The motion was seconded by Mr. Speed.
Mr. Speed moved to amend the motion to include a dollar limit of $5.00 per day, seconded by Mr. Ritter.
Mr. Carey, noting that only management personnel have remote access to their files, expressed concern with the amount of time it may take them to check their e-mail and conduct City business. He did not feel that a $5.00 limit would provide adequate time. Mrs. Williams noted that the IT Department could easily track the amount of time being spent on City business.
The motion to amend Section I - Travel Expense Reimbursement, Subsection 2 - Receipt Requirements and Other Reimbursement Criteria, paragraph k by adding “shall not exceed $5.00 per day” failed by a roll call vote of six (6) no, and three (3) yes (Pitts, Ritter, and Speed).
The motion to amend Section I - Travel Expense Reimbursement, Subsection 2 - Receipt Requirements and Other Reimbursement Criteria, paragraph k to include “must be substantiated with receipts and validation by the Information Technology (IT) Department” was carried by a unanimous roll call vote.
Mr. Carey moved to amend Section I - Travel Expense Reimbursement, Subsection 2 - Receipt Requirements and Other Reimbursement Criteria, to include paragraph l to read “Up to two (2) long distance phone calls home, one to advise safe arrival and one to confirm estimated time of arrival home, not to exceed $8 per trip.” The motion was seconded by Mr. Salters.
Mr. Ritter stated that the issue had been discussed at length and he did not feel that it should be reconsidered.
The motion to amend Section I - Travel Expense Reimbursement, Subsection 2 - Receipt Requirements and Other Reimbursement Criteria, to include paragraph l to read “Up to two (2) long distance phone calls home, one to advise safe arrival and one to confirm estimated time of arrival home, not to exceed $8 per trip.” was carried by a roll call vote of six (6) yes, three (3) no (Ritter, Speed, and McGlumphy).
Mr. Speed noted that members were provided with a revised Travel Policy and stated that the daily and per meal allowances were deleted to conform with the committee’s intent to utilize the Federal Meals and Incidental Expense (M & I E) rates. Accordingly, the new paragraph 3 - Application of Daily or Per Meal Allowances was deleted.
Mr. Speed moved for approval of the Citywide Travel Policy, as amended (Exhibit #1), seconded by Mr. Carey and carried by a unanimous roll call vote.
Mr. Speed moved for acceptance of the Legislative, Finance, and Administration Committee Report, seconded by Mr. Pitts and unanimously carried.
SPECIAL UTILITY COMMITTEE REPORT - NOVEMBER 10, 2003
The Utility Committee met on November 10, 2003 with Chairman Ruane presiding.
Presentation - Scope of Work - Water Master Plan (Engineering Services Agreement)
The Department of Public Works had requested authorization through the CIP and budget process to prepare an updated Water System Master Plan for the City of Dover. A Request For Proposals (RFP) was conducted and six (6) written proposals were received. After interviewing all six (6) consultants, Whitman, Requardt & Associates was chosen. The Water System Master Plan will address the following required services:
Facilities Condition Evaluation Estimate Costs
Impact of Regulations Implementable CIP
System Analysis/Water Modeling Impact of CIP on Rates
Identify Improvements
A presentation on the scope of work and the expectations of the 2003-2004 Water Master Plan for the City of Dover was given by Mr. James A. Avirett and Mr. Andrew Cooper (Whitman, Requardt & Associates). The Master Plan will identify and address a number of issues related to the production, transmission, security, and development of the City’s water system. Members were also provided a copy of the following: 1) Benefit memorandum; 2) Draft Engineering Services Agreement and Scope of Work; 3) the 1986 Water Master Plan summary; and 4) the RFP issued by the Department of Public Works.
Mr. Avirett indicated that a calibrated water model and modeling software package would be provided to the City for use by City engineers, operators, and planners. The software will be completely owned and operated by the City of Dover. Whitman, Requardt & Associates will provide software training to City personnel.
Mr. Koenig explained that this project is still in a draft stage and that staff has been negotiating the costs for the Engineering Services Agreement with Whitman, Requardt & Associates. This Agreement is planned to be presented to Council for approval during the latter part of this month. He stated that the methodology of addressing concerns of brown water could be brought back to members within a month after approval.
At the suggestion of Mr. Ruane, Mr. Koenig stated that if the information to address the brown water problems is not available for presentation during the next Council meeting, they will attempt to make them available during the committee meeting in January 2004. Mr. Koenig explained that Whitman Requardt & Associates has indicated that if an alternate scope of work to include a chemical analysis was chosen at this time, it may be more extensive than what is necessary to correct the problem. It will not be known what the City actually needs to resolve the brown water problems until at least 30 days after work begins on the Master Plan, which will allow the engineers to begin assessing the City’s water system.
No further action was taken.
Cost Sharing Proposal and Evaluation Bids - West Dover Water Loop (Materials Only)
As detailed in the FY 2004 Operating Budget and Capital Investments Program, the Department of Public Works has proposed to extend a twelve inch (12") water distribution main from the Cranberry Run Subdivision entrance on Route 8 to the intersection of Route 8 and Artis Drive.
It was noted that the Calvary Baptist Church submitted a request for water service to their 76-acre parcel located at the intersection of Artis Drive and Route 8. The estimated water usage for the proposed facility is 12,000 gallons per day (GPD). The Calvary Baptist Church has expressed an interest in entering into a Cost Sharing Agreement with the City of Dover to construct the improvements. A formal agreement would be executed by officers of the church and the City Manager. Initially, the estimated cost sharing amount for the church to contribute was $75,000; however, since the church has agreed to dedicate a utility easement across the front of their property, the cost sharing amount has been reduced to $50,000.
The West Dover Water Loop Project would provide water to areas currently outside of the city limits, some of which have expressed interest in receiving water service from the City of Dover. This approval is for water main materials only; the City’s construction crews will provide the necessary equipment and labor to construct the water main. There will be additional costs for traffic control, jack and boring of Route 8, and other routine costs associated with utility construction.
Sealed bids were submitted and, although they were not the low bidder, staff recommended awarding the bid to Dover Pluming Supply using “local vendor preference” in the City’s Purchasing Policy. There was less than a 1% difference in the overall bid. Supplies for our “construction in progress” are purchased from Dover Plumbing Supply due to the proximity of their location to City job sites. In addition, Dover Plumbing Supply has worked diligently with our crews to stagger delivery of materials which minimizes the need to store materials.
Responding to Mr. Lambert’s concerns relating to the cost effectiveness of constructing the West Dover Water Loop, Mr. DePrima stated that this area was reviewed for possible annexation. Mr. Koenig explained that when the City conceived the West Dover Water Loop, the church property was a subdivision application at the County, to consists of approximately 150 houses with on-site septics and public water. The farm adjacent to this property was also marketed as residential; therefore, a substantial number of homes were anticipated for this area. The church has since purchased the property and changed the concept of a subdivision to being more of a village concept. Mr. Koenig stated that there were two (2) considerations for this project: 1) growth in the City of Dover during the past 20 years has been predominantly to the west, therefore, this project would be a natural progression; and 2) franchise protection since the City would not want other water suppliers driving a well, thus eliminating the City from expanding to the west. Although there is a potential risk for the City, it was felt that this project was worth the risk.
The committee recommended awarding the bid for the West Dover Water Loop (Materials Only) to Dover Plumbing Supply, Dover, Delaware, in the amount of $89,943.46, contingent upon obtaining the cost sharing agreement with the Calvary Baptist Church ($50,000 cash and a utility easement across the front of their property), as recommend by staff.
Mr. Carey moved for approval of the committee’s recommendation, by consent agenda, seconded by Mr. Speed and carried by a unanimous roll call vote.
City’s Position on Controlling Electric Generating Capacity in the Future
The City’s D/FD Contract Negotiating Team (Mrs. Mitchell, Mr. Blakeman, and Mr. Betts) is seeking acknowledgment from City Council that it wants the City to continue controlling and preferably owning enough generating capacity to meet the City’s future needs. The negotiating team finds itself in a considerably different position now than it was in 1995. At that time, McKee Run Generating Units 1 and 2, which generate 17 MW each, were already in poor condition. Now, eight (8) years later, their reliability is even more tenuous. These units were constructed in 1961 and 1962 and are at the end of their useful lives. Dover’s peak demand, meanwhile, has grown to 171 MW while the system only has 175 MW of generating capacity, including Units 1 and 2. Annual system peak demand is growing by about 5 MW per year.
D/FD currently buys capacity on the open market to meet Dover’s PJM peak capacity pool-wide reserve requirement of approximately 8% in 2003, however, the installed reserve margin is 19%. Under our current contract, this expense is borne by Duke and does not affect the cost of energy to the City. Duke also assumes the risk for replacing the capacity from Units 1 and 2 from the PJM capacity market. However, the contract requires D/FD to maintain and return the units in working order at the end of the contract period, subject to normal wear and tear.
Given the age and condition of Units 1 and 2, and assuming Dover’s load continues to grow, the amount of generating capacity that would have to be purchased on the open market will increase by 34 to 50+ megawatts. Under these conditions, D/FD would price its contract assuming a much higher risk.
Owning generating capacity that meets Dover’s future needs and is reliable reduces the risk in the contract, subsequently reducing the cost of the contract and putting Dover in a better position for future contracts. More importantly, owning generation capacity provides more reliability and security to our customers. Newer, additional generating capacity may provide revenues, avoid uncertainty over future capacity charges, hedge the cost of electricity, manage the risk of price volatility, and also influence the locational marginal price on the peninsula. Adding generating capacity will have its difficulties, complexities and liabilities, and likely will require capital investment. This is an opportune time to begin investigating our options. Currently, prices for generating units, such as combustion turbine units, are depressed due to high inventories and the need for capital by project developers. The possible alternatives include buying, constructing, or long-term leasing generation. The negotiating team would like to begin exploring these possibilities.
The committee recommended that the City’s D/FD Contract Negotiating Team negotiate forward on the position that the City of Dover intends to replace the oldest of its 34 MW generating capacity (McKee Run Units 1 and 2) and to supply generating capacity needed for future growth, and that the team may begin exploring options for acquisition, long-term contract, or construction of needed capacity.
Mr. Carey moved for approval of the committee’s recommendation, by consent agenda, seconded by Mr. Speed and carried by a unanimous roll call vote.
Mr. Carey moved for acceptance of the Special Utility Committee Report, by consent agenda, seconded by Mr. Speed and carried by a unanimous roll call vote.
SAFETY ADVISORY COMMITTEE WORKSHOP REPORT - NOVEMBER 12, 2003
The Safety Advisory Committee met on November 12, 2003 with Chairman Truitt presiding.
POLICE DEPARTMENT COMPLAINTS/CODE ENFORCEMENT ISSUES
North New Street (Eric O’Brien)
During the Open Forum Segment of the Regular Council Meeting of October 27, 2003, Mr. Eric O’Brien, 30 North New Street, reiterated his concerns regarding the quality of life surrounding his residence. He noted that the problem of loitering, prostitution, and criminal activity has been on-going for ten (10) years and requested the City to address these concerns. Mr. O’Brien provided correspondence outlining his concerns.
After a lengthy discussion regarding the situation, Chairman Truitt requested that members provide him with a prioritized list of the concerns discussed by December 1, 2003. After the first of the year, once the lists are received, they will meet to considered possible solutions.
Governors Avenue (Mrs. Fran Savin)
Members reviewed correspondence received from Mrs. Fran Savin, 226 N. Governors Avenue, regarding parking enforcement issues in her neighborhood.
Mr. DePrima stated that he had reviewed the Student Housing ordinance and it appeared that an inventory of Student Housing had not been developed for parking enforcement purposes. Mr. DePrima stated that they were currently in the processing of re-licensing rental units and would be identifying all rental units in the RG-1 and RG-2 zones. Those property owners will receive a questionnaire pertaining to Student Housing in order to develop an inventory. He noted that the Inspections Department also performs door-to-door inspections to find unlicensed Student Housing.
Mr. DePrima noted that approximately three (3) weeks ago, the Inspections Department began screening new rental unit applications for Student Housing use. A map has also been developed which depicts current Student Housing in order to enforce the limit on the number of Student Housing units permitted in proximity to each other.
Mr. DePrima advised members that the Code requires that all permanent parking areas and access drives shall be properly drained and all such areas shall be provided with paved asphalt, concrete or other hard, paved, dust-free surface. He cautioned that the ordinance was designed for commercial parking lots. Mr. Ron Colburn of the Inspections Department stated that it was decided to allow the property owners to install stone parking areas due to a conflict in the Code. He noted that some properties currently exceed their lot coverage and the City cannot legally require them to become more non-conforming by requiring additional paved surfaces. Mr. DePrima stated that the property owners had been advised that they may be required to pave their parking spaces in the future.
Mr. Salters suggested implementing designated parking for the residents or parking restrictions along N. Governors Avenue. Mr. DePrima agreed that it was a possible solution; however, he would prefer to have the support of the neighborhood before instituting a residential parking permit system, along with a two-hour parking restriction for non-resident vehicles.
Mr. DePrima stated that Mrs. Savin had Code enforcement issues which needed to be addressed and suggested scheduling another meeting at a time when she would be able to attend.
No further action was taken.
Responding to Mr. Ritter, Mr. Truitt stated that the committee members did not feel they had enough information to make a recommendation on the items presented. He noted that members have been requested to provide written comments and suggestions for consideration during a future meeting. Mrs. Williams further explained that the Safety Advisory Committee is in the “fact finding” phase of considering both issues.
Mrs. Williams moved for acceptance of the Safety Advisory Committee Report, seconded by Mr. Truitt and unanimously carried.
EVALUATION OF BIDS - 230 KV TIE - 69 KV FEEDERS 1 &2 - ENGINEER, PROCURE AND CONSTRUCT (EPC) AGREEMENT
The Electric Department is seeking permission to select an EPC contractor to construct two transmission lines to include new distribution and one fiber optic communication line. The City of Dover is currently constructing the new 230 KV tie station. The proposed feeders 1 & 2 will conduct electricity from the tie station to the existing 69 KV loop. This will close the loop and serve as the transmission feed for the entire Dover electric infrastructure. These two feeds will serve the City of Dover and meet the existing load capacity. Future lines 3 and 4 are currently under design and planning.
A Request for Proposals for the Engineering, Procurement and Construction of the feeders was sent out to prospective bidders and three (3) responses were received as follows:
Company Name Bid
Black & Veatch, Inc. $3,620,485.00
Power Resources, Inc. $3,261,443.00
Energy Delivery Services, Inc. $2,479,000.00
Staff, along with Mr. Curt Wilson, a paid consultant to the City of Dover, reviewed the three bids. It was determined that all bids were equal and that the recommendation to select the lower bid would be acceptable. Funding in the amount of $2,525,160 is available in account #487-8300-563-60-67, Project #ES0103, on page #233 of the 2003-2004 CIP.
Staff recommended awarding the bid to Energy Delivery Services, Inc. in the amount of $2,479,000. Execution of the contract by the City Manager shall be after the contract is reviewed by the Finance Director, pending Council approval.
Responding to Mr. Ruane, Mr. DePrima stated May 2004 is the anticipated completion date for the entire project.
Mr. Ritter asked how many linear feet were included in the bid price. Mr. Steve Enss, Engineering Services and System Operations Superintendent, stated that feeder #1 and feeder #2 consist of three (3) miles each.
Mrs. Williams moved for approval of staff’s recommendation to award the EPC contract to Energy Delivery Services, Inc. in the amount of $2,479,000, stipulating that the execution of the contract by the City Manager shall be after the contract is reviewed and consented to by the Finance Director. The motion was seconded by Mr. Carey and carried by a unanimous roll call vote.
EVALUATION OF BIDS - TREE TRIMMING CONTRACT
The Electric Transmission and Distribution Division is seeking a qualified tree trimming contractor to trim and clear all power lines, rights-of-way and fiber communication lines. The proposals are for time and materials based on a three-year period. The current contract with Asplundh Tree Experts will expire December 31, 2003.
A request for proposals was prepared for a tree trimming contract (Bid #03-0105EL) and bids were provided to the following vendors: Asplundh Tree Experts, Delaware Tree Company and Bartlett Tree Experts. Bids were also advertised in the Delaware State News and Wilmington News Journal on April 17, 2003. In addition, it was posted on the City of Dover Web site.
Two bidders, Asplundh Tree Experts and Delaware Tree Company, attended the mandatory pre-bid meeting held on April 23, 2003. There was no response received from Bartlett Tree Experts. Bids were received as follows:
Vendor Tree Trimmer (Per Hour) Ground Worker (Per Hour) Truck
Asplundh Tree Experts $26.64 $18.76 $14.00
Delaware Tree Company $45.69 $39.64 $38.66
The hourly costs above are for a three-year period. Asplundh Tree Experts came in with the lowest bid. Considering the City has a contract with them now, staff knows their working capabilities and Asplundh has knowledge of what the City expects.
Funding is available in the Contractual Services Account # 480-8200-562-30-31.
Staff recommended awarding a three-year contract to the low bidder, Asplundh Tree Experts. Execution of the contract by the City Manager shall be after the contract is reviewed and consented to by the Finance Director, pending Council approval.
Responding to Mr. Ritter, Mr. DePrima stated that he did not believe that staff would recommend Asplundh Tree Experts if there were a history of complaints from constituents. He offered to provide a summary of complaints received, if there were any.
Mr. Speed moved for approval of staff’s recommendation, seconded by Mr. Salters and carried by a unanimous roll call vote.
EVALUATION OF BIDS - WATER SYSTEM MASTER PLAN UPDATE - ENGINEERING SERVICE AGREEMENT
The FY-2004 Capital Investments Plan and the 2004 Annual Operating Budget for the Public Works Water Management Division included a project to update the City’s Water System Master Plan. This plan is necessary to effectively manage the City’s water resources for a 20-year planning horizon. The project will examine the existing distribution and production facilities and recommend the necessary improvements to ensure an efficient and economically viable water utility. The Department of Public Works prepared a detailed Request for Qualifications (RFQ) to provide the necessary engineering services to prepare a Water System Master Plan. The RFQ was publicly advertised and six (6) engineering firms submitted their qualifications for review by City staff. Based on a review of the qualifications, staff decided to interview all six firms. The following firms submitted qualifications and were interviewed by City staff:
Whitman, Requardt and Associates, LLP, Baltimore, MD
Hatch Mott MacDonald, Cabe Associates, Inc., Dover, DE
Camp Dresser & McKee Inc., Philadelphia, PA
O’Brien & Gere Engineers, Inc., Landover, MD
Pennoni Associates, Inc., Philadelphia, PA
Davis, Bowen & Friedel, Inc., Milford, DE
During the interview, each firm outlined their approach to the project. Based upon a detailed description of their approach to the project, extensive experience with the master planning process and a discussion of successful projects which have been completed by Whitman, Requardt & Associates for other local governments, staff requested permission from the City Manager to negotiate an engineering services agreement for the preparation of the Water System Master Plan with Whitman, Requardt & Associates.
Staff recommended the execution of an engineering services agreement with Whitman, Requardt & Associates for the preparation of the Water System Master plan in the amount of $108,688.00. In addition, authorizing the Department of Public Works to pursue a planning grant through the Office of State Planning Coordination to assist with the financing of the cost of the Master Plan. Execution of the contract by the City Manager shall be after the contract is reviewed and consented to by the Finance Director, pending Council approval.
The estimated time for the completion of the draft of the Master Plan is six (6) months from the date the ESA is executed. Funding is available in the Water Fund, Page 219 of the 2004-2008 Capital Investments Plan, Page 377 of the 2004 Annual Operating Budget (Line item # 30-31). Mr. DePrima explained that Line item #30-31 in the Water Management Division includes $110,000 as follows:$100,000 for the Water Master Plan, $5,000 for a Town of Little Creek Feasibility Study; $5,000 for undesignated consulting fees. The Master Plan includes the feasibility of the study of Little Creek for which $5,000 was budgeted; the additional $3,688 will come from the undesignated consulting fees. In addition, the Department of Public Works will be making application to the Office of State Planning Coordination for a grant to prepare the plan. Grants are available in amounts ranging from $20,000 to 50% of the total cost of the plan.
Mr. Carey moved for approval of staff’s recommendation to execute the engineering services agreement with Whitman, Requardt & Associates (Exhibit #2) for the preparation of the Water System Master plan in the amount of $108,688.00. Additionally, authorizing the Department of Public Works to pursue a planning grant through the Office of State Planning Coordination to assist with the financing of the cost of the Master Plan. Execution of the contract by the City Manager shall be after the contract is reviewed and consented to by the Finance Director. The motion was seconded by Mr. Ruane and carried by a unanimous roll call vote.
Mr. Ritter reiterated concerns regarding the brown water problem and his feelings that the matter needs to be resolved immediately.
MONTHLY REPORTS - NOVEMBER 2003
By consent agenda, Mr. Carey moved for acceptance of the following monthly reports, seconded by Mr. Speed and carried by a unanimous roll call vote.
Budget Report
Chief of Police Report
City Assessor Report
City Clerk/Alderman Report (Fines)
Mayor's Report
Planning and Inspections Report
Mr. DePrima reviewed the changes made to the City Manager’s Report as a result of suggestions made during the Council Meeting of October 13, 2003 and relayed appreciation to Ms. Coleman for her efforts in this regard.
Mr. Speed commended the City Manager for the quick response in implementing the recommended changes to the monthly report.
Referring to the Robbins Hose Company No. 1 Report, Mr. Speed noted the average response time of 2.6 minutes. Although this information may have been previously provided, at this time, it caught his attention and he felt the fire department should be recognized for the excellent service provided to our citizenry.
ELECTION OF OFFICERS - ROBBINS HOSE COMPANY - YEAR 2004 FIRE LINE OFFICERS
The Fire Line Officers of the Robbins Hose Company are elected annually on the third Monday of November. During the November 17, 2003 Regular Monthly Meeting, members of the Robbins Hose Company No. 1 nominated and elected, by Secretary’s Ballot, the following to serve as Fire Line Officers for the Year 2004, for Council consideration:
Fire Chief - Brian F. Bashista
Deputy Fire Chief - Jack I. Fortney
First Assistant Chief - David E. Carey
Second Assistant Chief - John L. LeCompte, III
Third Assistant Chief - Jason A. Osika
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