REGULAR COUNCIL MEETING
The Regular Council Meeting was held on November 10, 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. Salters, and Mr. Ruane. Mr. Speed was absent.
Council staff members present were Captain Kurtz, Ms. Melson, Deputy Chief Boyer, Deputy City Solicitor Pepper, 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.
Mr. Chris Haddick, 200 Beachwood Avenue, Lot 14, asked what the penalty would be for an establishment that violated the ban on “extreme” wrestling and questioned whether or not Delaware Championship Wrestling (D.C.W.) was penalized for their October 11, 2003 show at J.W.’s Restaurant. Mr. DePrima responded that the maximum fine would be $1,000. Council President McGlumphy stated that if a penalty was imposed, he was not aware of it.
Ms. Sophia Russell, President of the New Street Civic Association, 208 N. New Street, stated that for the past six (6) years she has been funding a Christmas party for the youth in the community. Ms. Russell requested a donation to help defray the cost of this year’s party.
The invocation was given by Chaplain Dixon, followed by the Pledge of Allegiance.
AGENDA ADDITIONS/DELETIONS
Mr. Carey moved for approval of the agenda, seconded by Mrs. Williams and unanimously carried.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF OCTOBER 27, 2003
The Minutes of the Regular Council Meeting of October 27, 2003 were unanimously approved by motion of Mr. Carey, seconded by Mr. Pitts, and bore the written approval of Mayor Hutchison.
FRIENDSHIP CITY AGREEMENT - IWANUMA CITY, JAPAN
Since March 2000, Central Middle School has taken part in a Cultural Exchange Program with Iwanuma City, Miyagi, Japan. The Mayor of Iwanuma City has requested a sister city agreement between the two (2) cities to strengthen ties and promote cultural and economic exchanges.
Mr. Ruane noted that the cities plan to meet once every two years to discuss and investigate programs that will benefit both parties. He asked if a meeting in Japan was envisioned. Mayor Hutchison stated that the State of Delaware also has a relationship with Japan and a State delegation has traveled to Japan in the past. He noted that the City would not be compelled to travel to Japan, although at some point the City should reciprocate since they have traveled to Delaware several times.
It was Mr. Ruane’s understanding that adoption of the Friendship agreement would be conditioned upon the opportunity to discuss the budgetary implications of making a trip to Japan. Mayor Hutchison stated that any such request would be submitted to Council.
Mr. Ritter suggested that they hold teleconferences instead of traveling to Japan so that all members of Council could participate instead of one individual.
Mrs. Williams moved for acceptance of the Agreement for the Advancement of Mutual Exchange Between the City of Dover, Delaware, USA and Iwanuma City, Myagiy Prefecture, Japan (Exhibit #1), seconded by Mr. Truitt and carried by a unanimous roll call vote.
PARKS, RECREATION AND COMMUNITY ENHANCEMENT COMMITTEE REPORT - OCTOBER 27, 2003
The Parks, Recreation, and Community Enhancement Committee met on October 27, 2003 with Chairman Pitts presiding.
Leasing Agreement - Haslet Armory
The City of Dover Parks and Recreation Department, along with the Dover Police Department, have been searching for indoor recreational space. The Department of Administrative Services of the State of Delaware has a vacant building, known as the Haslet Armory, located at 122 William Penn Street, Dover. The building is approximately 36,866 square feet, and can be used for indoor programs for the Parks and Recreation Department, as well as programs offered by the Dover Police Athletic League (PAL).
The Department of Administrative Services of the State of Delaware has agreed to lease the Haslet Armory to the City of Dover for a term of one (1) year, at a price of $1.00 per year. Based on past utility cost for the building, staff has estimated the yearly cost of utilities to be approximately $25,000. Mr. DePrima indicated that since one (1) State of Delaware office will remain in the building, the State has agreed to pay the first $14,000 of utility costs, leaving the City of Dover responsible for a yearly cost of $11,000. To defray the cost of the utilities, the City has applied for a $10,000 grant from the Criminal Justice Counsel Weed and Seed Program, and a $10,000 grant from the Community Aid Substance Abuse Programs. It is hoped that the two grants combined will cover the cost of the excess utility costs, as well as any programming costs and improvements. At this time, the placement of grates on the windows (for protection) is the only known improvement necessary.
Staff recommended endorsement of the lease agreement with the State of Delaware, however, it was noted that the agreement would not be signed unless the grant funding was in place.
The committee recommended that the City sign the Lease Agreement with the Department of Administrative Services of the State of Delaware, for the Haslet Armory located at 122 William Penn Street, in the amount of $1.00 per year.
Mr. Carey moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Pitts and unanimously carried.
Mr. Carey moved for acceptance of the Parks, Recreation, and Community Enhancement Report, by consent agenda, seconded by Mr. Pitts and unanimously carried.
PRESENTATION - CITY CLERK REPORT - 2003 UPDATE ON SPACE PLAN FOR CITY BUILDINGS
At the request of Councilman Ritter, Mrs. Green provided a PowerPoint presentation of the update on the Space Plan Study prepared by Cornerstone Partners, Inc. in 1991 (Exhibit #2). She provided a synopsis of the recommendations which have been completed and those which have not been completed.
Responding to Mrs. Williams, Mr. Koenig, Public Works Director, stated that extensive work had been performed on the electric and air conditioning system at Weyandt Hall. He noted that a portion of the roof had not been replaced.
Mr. Ritter noted that the State may have space available in the upper floors of the Armory for the section of the Department of Natural Resources that currently occupies space in Weyandt Hall, thus making space available for a City department.
Mr. Ruane, noting that the 1991 Study was based upon the number of employees, asked if the employment numbers had changed since the study. Mrs. Green stated that, although she did not have the employment statistics for 1991, the Study included projections for 5, 10, and 25 years out.
Mr. DePrima stated that there are many issues, such as industry standards for square foot per person, current compliment of employees, compliance with the American’s with Disabilities Act, and renovation and modernization of the Council Chambers, that should be considered in a space needs evaluation. He also noted that the Grounds Department is located in a flood area and any long-range plans should consider relocating them.
Mr. Pitts reminded members that there was still a great need for a recreational center and requested that it be considered when determining space needs. Mr. Ruane stated that the Library had unmet needs as well. Mr. McGlumphy noted that the Planning Department was also in dire need of additional space.
No further action was taken.
EVALUATION OF BIDS - MAILROOM FOLDER/INSERTER PROGRAM (PROJECT #CS0401)
The folder/inserter gathers and folds monthly electric and water bills and the monthly billing insert, then inserts them all into an envelope. This machine is also used for special project mailings. The present machine is approximately six years old and has processed over five million pieces of mail. This type of machine will usually last for six to seven million pieces of mail processed. When the machine is inoperable, processing the bills and inserts manually is both time consuming and costly. This machine is nearing the end of its expected life span. Possible increase in downtime and repairs will increase the delay in sending inserts.
The current Pitney Bowes machine is obsolete and spare parts are no longer available. The scarcity of parts leads to increased downtime when broken. The moving parts in the inserter are wearing down, and the current machine is not expected to last the year. Repair cannot be guaranteed. The folder/inserter must be replaced this year to ensure the continued, uninterrupted, processing of electric and water bills.
Bid packages were sent to Bowe Bell & Howell, MSC Mail movers (Neopost), Pitney Bowes, and Shannon Business Systems. The bid was also posted on the City of Dover Web site. Bids were received as follows:
|
Vendor |
Make/Model |
Base Price |
Training |
Maintenance |
Total |
|
MSC Mail Movers |
Neopost SI76 |
$23,500 |
$0 |
$8,850 |
$32,350 |
|
Pitney Bowes |
Pitney Bowes D1800 |
$29,088 |
$845 |
$0 |
$29,933 |
Maintenance costs above are for a three-year period. Pitney Bowes’ guarantee includes parts and labor and a guarantee of performance.
Funding for this budgeted expense is available through the Office Equipment Purchase Account, #110-2700-571-40-21, and can be located on Page 24 of the 2004-2008 CIP, and page 48 of the 2003-2004 Draft Budget.
Mrs. Williams stated that Pitney Bowes is determined to have spare part generation life (length of time spare parts will be available) for all of it’s machines and requested Mr. DePrima to obtain that information for this piece of equipment.
Responding to Mr. Ritter, Mr. DePrima stated that the new machine had no new special features, it was just a more modern version of the existing equipment which has become unreliable and is nearing the end of its life expectancy.
Staff recommended awarding the bid to Pitney Bowes, the low bidder, in the amount of $29,933, including training and maintenance, for the purchase of a D1800 Mailroom Folder/Inserter.
Mrs. Williams moved for approval of staff’s recommendation, seconded by Mr. Carey and carried by a unanimous roll call vote.
CANCELLATION OF COUNCIL MEETING SCHEDULED FOR DECEMBER 22, 2003
Mr. Salters moved that the Council meeting scheduled for December 22, 2003 be cancelled due to its close proximity to the Christmas Holidays. The motion was seconded by Mr. Truitt and unanimously carried.
COUNCIL MEMBERS COMMENTS
Mr. Ritter noted that it had been four and half (4 ½) months since the draft budget was approved and asked when they could expect the final version. Mrs. Green stated that they had been received by Administrative Services and were being reviewed prior to distribution, which should occur on Wednesday. Mr. Ritter requested an outline or schedule for the next budget review. Mr. DePrima stated that he would provide Mr. Ritter with the schedule.
Mr. Ruane called members’ attention to the Study Design Workshop scheduled for November 17th and 18th and encouraged members, along with their constituents, to participate.
Mayor Hutchison advised members that the Chamber of Commerce announced that they would no longer be hosting the July 4th celebration. He stated that he would be submitting a request for the City to host the event next year, which would require the establishment of a 501(c)(3)(a) fund. Mayor Hutchison noted that the funding would be obtained through donations.
Responding to Mr. Salters, Mayor Hutchison stated that administration of the event would fall under the Mayor’s Office.
Mr. McGlumphy reminded members that Comcast would be recording Season’s Greetings on Wednesday, November 12, 2003 from 5:00 p.m. to 7:00 p.m. for those wishing to participate.
Mr. Carey moved to adjourn, seconded by Mr. Truitt and unanimously carried.
Meeting Adjourned at 8:12 P.M.
JANICE C. GREEN
CITY CLERK
All orders, ordinances, and resolutions adopted by City Council during their Regular Meeting of November 10, 2003, are hereby approved.
JAMES L. HUTCHISON
MAYOR
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Exhibits Attached to Original Minutes and File Copy
Exhibit #1 - Agreement for the Advancement of Mutual Exchange Between the City of Dover, Delaware, USA and Iwanuma City, Myagiy Prefecture, Japan
Exhibit #2 - Presentation of the update on the Space Plan Study prepared by Cornerstone Partners, Inc.