REGULAR COUNCIL MEETING
The Regular Council Meeting was held on April 14, 2003 at 7:30 p.m. with Council President Carey presiding. Council members present were Mr. Ritter, Mr. Pitts, Mrs. Williams, Mr. Truitt, Mr. McGlumphy, Mr. Speed, Mr. Salters, and Mr. Ruane.
Council staff members present were Police Chief Horvath, Mr. Cooper, Mrs. Mitchell, Mr. Lee, Fire Chief Bashista, Mr. DePrima, 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 Carey declared the Open Forum in session and reminded those present that Council is not in official session and cannot 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. McGlumphy moved for approval of the agenda as presented, seconded by Mr. Speed and unanimously carried.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF MARCH 24, 2003
The Minutes of the Regular Council Meeting of March 24, 2003 were unanimously approved by motion of Mr. McGlumphy, seconded by Mr. Truitt and bore the written approval of Mayor Hutchison.
DISTINGUISHED BUDGET PRESENTATION AWARD FOR FISCAL YEAR BEGINNING JULY 2002 (GOVERNMENT FINANCE OFFICERS ASSOCIATION)
The Distinguished Budget Presentation Award for Fiscal Year beginning July 2002, from Government Finance Officers Association, was awarded to the City of Dover. This award signifies the excellent manner in which the City prepares and presents its budget. Mayor Hutchison, along with Mr. Salters (Chairman of the Legislative and Finance Committee), presented the award to Mr. DePrima, City Manager, and Mrs. Tieman, Director of Administrative Services. Mr. DePrima reiterated that the budget is a team effort by staff and City Council and relayed appreciation to all who assisted in the preparation of such an excellent document. He stated that the City’s budget has always been a complicated one, explaining that not only do we budget for the City but also for a small electric company and a water and sewer utility. This upcoming budget will be even more complicated due to new accounting rules (GASB).
Mrs. Tieman relayed appreciation to her staff, particularly her secretary, Ms. Adams, as well as Mrs. Mitchell, Finance Director/Treasurer, who played a major role in the preparation of the document. She explained the significance of such award, indicating that it is the 14th year that such award has been received and that the City of Dover has received the award more than any other entity in the State of Delaware.
PROCLAMATION - ARBOR DAY
The City Clerk read the following Proclamation into the record:
WHEREAS, in 1872 J. Sterling Morton proposed that a special day be set aside for the planting of trees and to recognize the importance of trees in our lives and this holiday, called Arbor Day, is now observed throughout the nation and the world; and
WHEREAS, the City of Dover was once again named a Tree City USA in 2002 for the fourteenth consecutive year by the National Arbor Day Foundation, recognizing Dover for its outstanding urban forestry program; and
WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, reduce heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide habitat for wildlife; and
WHEREAS, trees in our City increase property values, enhance the economic vitality of business areas, and beautify our community and the community's tree planting program is a living memorial to the citizens' concerns for the quality of life; and
WHEREAS, planting and caring for trees is a very special gift that one generation gives to the next.
NOW, THEREFORE, I, JAMES L. HUTCHISON, MAYOR OF THE CITY OF DOVER, do hereby proclaim April 25, 2003 as ARBOR DAY in the City of Dover, and urge all citizens to support the efforts to plant and care for our public trees along our streets and in our parks.
FURTHER, as the City of Dover plants trees on public property, I urge all citizens to plant trees on private property to enhance the environment and promote the well-being of present and future generations.
Mayor Hutchison, along with Mr. Pitts (Chairman of the Parks and Recreation Committee) Mr. DePrima (City Manager), and Mr. Koenig (Public Works Director) presented the Proclamation to Mr. William Cooper, Superintendent of Grounds, in recognition of the outstanding work performed by his department. Mr. Cooper advised members that, in celebration of Arbor Day, a tree planting ceremony will be held at Silver Lake Park (swimming side) on April 25, 2003, at 10:15 a.m. and invited the public to attend.
PROPOSED RESOLUTION - APPROVAL OF APPLICATION FOR FUNDING: “LIVABLE DELAWARE ASSISTANCE TO MUNICIPALITIES COUNTIES PROGRAM”
The City Clerk read the following Resolution into the record:
WHEREAS, the Mayor and Council of the City of Dover approved conducting an Annexation Plan to identify areas that are appropriately served by the City of Dover as it relates to local government functions; and
WHEREAS, the “Livable Delaware” Planning Program provides funding for activities of this type to assist municipalities in dealing with issues related to their development, transportation, land use regulations and planning to implement the goals and objectives of the “Livable Delaware” initiatives; and,
WHEREAS, the City of Dover does not posses the total capitol required for the conduct of the activity described herein.
NOW, THEREFORE, BE IT RESOLVED that the Mayor and Council of the City of Dover approves the submission of an application for funding through “Livable Delaware Assistance to Municipalities Counties Program” in the amount of $5,000.00 to aid in conducting and developing an Annexation Plan for the community.
ADOPTED: APRIL 14, 2003
Mr. Speed moved for adoption of the Resolution, seconded by Mr. Truitt and carried by a unanimous roll call vote.
PROPOSED BOND RESOLUTIONS
Mrs. Mitchell advised members that the Bond Resolutions are to refinance the City’s General Fund bonds and Water/Sewer Fund Bonds due to the drop in interest rates. The City would realize a savings on the interest paid on debt service. She stated that the Water/Sewer Bonds also include approximately $1,000,000 for a sewer main that runs along U.S. 13 North and $600,000 for the Division Street Water Main Upgrade. Mrs. Mitchell advised members that the bond issue is predicated on the market and if the interest rates increase and it is not in the City’s favor to move forward, then the refinancing may not occur.
Authorizing the Issuance of up to $3,490,000 General Obligation Bonds of the City of Dover, Delaware for the Purposes of Refunding Existing General Obligation Debt of the City of Dover
Mrs. Williams moved for approval of the Resolution authorizing the issuance of up to $3,490,000 General Obligation Bonds as recommended by staff (Exhibit 1), seconded by Mr. Pitts and carried by a unanimous roll call vote.
Authorizing the Issuance of up to $10,285,000 Water and Sewer Revenue Bonds of the City of Dover
Mr. Salters moved for approval of the Resolution authorizing the issuance of up to $10,285,000 Water and Sewer Revenue Bonds as recommended by staff (Exhibit 2), seconded by Mr. Truitt and carried by unanimous roll call vote.
LEGISLATIVE AND FINANCE COMMITTEE REPORT - MARCH 24, 2003
The Legislative and Finance Committee met on March 24, 2003 with Chairman Salters presiding.
Proposed Budget Revision Ordinances
Staff presented proposed budget revisions necessary to incorporate the recommended adjustments presented in the State of the City Budget report at the Regular Council Meeting of March 10, 2003. Mrs. Mitchell, Finance Director/Treasurer, advised members that the proposed revisions include the debt service corrections, transfers between Transportation Grants and the General Fund, and the Pension Fund appropriations. The increases and decreases in the Water/Wastewater and Electric Revenue Funds netted out to zero, resulting in no change to the total budget. The State of the Budget Report and the Monthly Budget Report should be referred to for further information.
Responding to Mr. McGlumphy, Mrs. Mitchell explained that the proposed budget revisions only include items that require transfers to occur immediately in order to acquire a legal appropriation. All other budget revisions will be presented for consideration when the FY2003 revised budget and FY2004 budget is presented to Council for adoption.
The committee recommended adoption of the proposed budget revision ordinances, as recommended by staff.
Mr. McGlumphy reiterated his request for staff to provide an analysis, by line item, for each specific budget revision amount.
Mr. Salters moved for approval of the committee’s recommendation, seconded by Mrs. Williams and unanimously carried. (The First Reading of the ordinance will take place during the latter part of the meeting).
Strategic Organization Plan
Members were provided the City of Dover Strategic Organization Plan, entitled “Road to Results” (as on file in the Office of the City Clerk). Mr. DePrima reminded members that during a Special Council Workshop held on November 4, 2002, City Council adopted a Vision and Mission Statement for the City of Dover. He explained that once this was accomplished, department heads were tasked with developing City-wide critical success factors that were determined to be important for the success of the vision and mission and then developing specific goals for each department that would support the overall vision and mission. The goals must be specific, measurable, attainable, realistically high and time bound. With each goal there is an assessment of the issue or problem it is addressing and the parts of the vision and critical success factors it supports. In developing their goals, the department heads met individually with key employees in their department. Finally, each department will develop an internal business plan that sets forth the action steps necessary to accomplish the goals. The action steps assign specifically “who will do what by when”. Mr. DePrima stated that the Police Department had concentrated efforts on re-accreditation and at this time, are not included in the plan; however, it is anticipated that they will be included in the near future.
During the committee meeting, Mr. DePrima provided a Power Point Presentation depicting the plan. He noted that several factors were determined to be critical in meeting the overall goals and mission of the City, as follows: 1) customer satisfaction; 2) employee satisfaction; 3) cost and revenue efficiency; 4) improve downtown and surrounding neighborhoods; 5) city-wide safety; and 6) effective organizational and community communications. He also noted the departmental visions and goals. Mr. DePrima reiterated that this was a new project for the City and that he anticipates departments making improvements to the development of the plan in future years. He explained that the plan is intended to be a dynamic one that will change over time. The mission and goals should be re-evaluated every two (2) years and the vision at least every five (5) years. In addition, there is room to expand the breadth of this document by tasking the various City committees, commissions and boards to develop goals and objectives.
The committee recommended acceptance of the Strategic Organization Plan as presented.
Considering that committee minutes are not approved, Mr. Ruane noted a correction on page 2, paragraph 4, of the committee’s report, explaining that the word “analogy” should be replaced with “alignment”. (Note from the City Clerk: The correction has been made to the original committee minutes).
Mr. Salters moved for approval of the committee’s recommendation, seconded by Mr. Truitt, and unanimously carried.
FEMA REQUIREMENT - PROPOSED ORDINANCE AMENDMENTS - CHAPTER 7.5, FLOOD DAMAGE PREVENTION
During the committee meeting held earlier this evening, members were advised that the City recently received notification from the Federal Emergency Management Agency (FEMA) that, in order for the City to maintain eligibility in the National Flood Insurance Program (NFIP), it would be necessary to revise the City’s floodplain regulations. Members reviewed the draft amendments necessary to comply with the FEMA requirements.
Staff recommended adoption of the proposed amendments to Chapter 7.5 - Flood Damage Prevention.
The committee recommended approval of staff’s recommendation.
Mr. Salters moved for approval of the committee’s recommendation, seconded by Mr. McGlumphy and unanimously carried. (The First Reading of the ordinance will take place during the latter part of the meeting).
BID - REPLACEMENT OF THE NESBITT (HVAC) UNIT AT CITY HALL
During the committee meeting held earlier this evening, members were advised that the current HVAC unit at City Hall is over 30 years old and has exceeded its life span; therefore, a new unit is required. Spare parts to maintain the unit are becoming scarce and the current unit has a non-working compressor. This replacement was originally scheduled and budgeted for FY 2004; however, due to the breakdown of the current unit and the nonexistence of repair capability, the replacement had to be accelerated. This item was approved by City Council as an amendment to the CIP during their meeting of January 27, 2003. Staff recommended awarding the contract to the low bidder J. Grilli of Dover, Delaware, in the amount of $68,500.
During the committee meeting, members were advised that the manufacturer cannot deliver the unit until July 2003; therefore, staff requested that the $68,500 be carried forward to FY04. The installation will begin upon the vendor’s receipt of material from the manufacturer and preparatory work will begin in May or June, with the bulk of the project being completed in July.
The committee recommended that a purchase order be issued to J. Grilli in the amount of $68,500 for the replacement of the Nesbitt (HVAC) unit at City Hall, as recommended by staff.
Mr. Salters moved for approval of the committee’s recommendation, seconded by Mr. Speed and carried by a unanimous roll call vote.
Mr. Salters moved for acceptance of the Legislative and Finance Committee Report, seconded by Mr. Speed and unanimously carried.
UTILITY COMMITTEE REPORT - MARCH 24, 2003
The Utility Committee met on March 24, 2003 with Chairman Ruane presiding.
Proposed 2003 Street Program
Members were provided the 2003 Street Program Overview which outlined the City’s Street Program for the next fiscal year. Although no action was requested at this time, comments were welcomed. Members were reminded that during the Special Council Meeting of February 10, 2003, staff was requested to provide a priority listing and a total estimated cost to repair all of the streets in the target area. As a result, members were provided a plan for improving the streets in the downtown area entitled Downtown Revitalization Project. Mr. Koenig, Public Works Director, provided a Power Point Presentation and briefly explained each of these projects during the committee meeting.
Mr. Ruane suggested that the update of street and sidewalk inventory should be added to the Street Program Improvement Plan to assist the City and legislators in targeting projects and capturing those streets that are in need of improvement.
The committee nor Council took further action. It was noted; however, that specific request for project improvements will come forward for Council review during the budget process.
SPECIAL UTILITY COMMITTEE REPORT - APRIL 8, 2003
A Special Utility Committee Meeting was held on April 8, 2003 with Chairman Ruane presiding.
Bid - Installation of Two (2) Transformer Pads for the Division Street and Mayfair Substations
During their Regular Council Meeting on September 23, 2002, Council approved the purchase of
two (2) 69/12 KV transformers: one (1) to be used for the Mayfair Upgrade and one (1) to be installed at the Division Street Substation. It is now necessary to have two (2) steel-reinforced concrete pads for the transformers to be placed upon.
Staff recommended awarding the bid to the lowest bidder, George & Lynch of Dover, Delaware, for the installation of both transformer pads, in the amount of $122,000.
The committee recommended approval of staff’s recommendation to award the installation of two (2) transformer pads to George & Lynch, in the amount of $122,000.
Mr. Ruane moved for approval of the committee’s recommendation, seconded by Mr. Speed and carried by a unanimous roll call vote.
SCADA Amendment - Water Treatment Plant
The Department of Public Works identified a necessary upgrade to the System Control and Data Acquisition (SCADA) system currently in operation at the Long Point Road Water Treatment Plant as the primary capital project for the water utility. During their Regular Council Meeting of August 26, 2002, Council approved the upgrade to the MICROCAT SCADA System; however, it was stipulated that the costs for the project were not to exceed $190,000. The original project budget ($190,000) was developed based on a preliminary project review by representatives of US Filter and included a baseline hardware and software package (total base price was $170,900). Over the past five (5) months, the project has progressed to the final design phase. Members were provided details regarding the enhancements/deductions that have been identified to complete the system as follows:
Enhancement #1:
Addition of chlorine & fluoride residual monitoring at 13 deep well sites. This enhancement requires the use of two (2) spare analog inputs at 11 sites and the addition of a model #9548 4-AI input module at two (2) sites. Also included is the programming for alarm set points. Price is $4,450.
Enhancement #2:
Addition of six (6) A300 level transducers in NEMA 4 enclosures to replace existing tank level analog inputs from original submittal. Addition of model #9548 AI input module at each of the six (6) elevated tank RTUs for addition of discharge pressure monitoring. Includes programming for alarm set points. Price is $11,282.
Enhancement #3:
Addition of emergency stop pushbuttons at 13 deep well RTUs. Includes programming for alarming. There are 14th & 15th pushbuttons included for separate mounting at two (2) RTUs. Price is $4,572.
Enhancement #4:
Addition of fiber-optic converters at the Water Treatment Plant and the Power Plant. Water Plant converter cable for RS-232 connection to the MICROCAT 9710. Power Plant converter with 10' cable for RS-232 connection to the existing master radio. Price is $3,056.
Enhancement #5:
Addition of local panel #9708 RTU module for redundant communication interfacing to existing local I/O modules. Includes field installation within existing panel. Price is $3,167.
Enhancement #6:
Addition of XYCOM 3015T, 15" LCD color monitor on existing supervisory panel to operate in parallel with the office HMI monitor. Includes installation of the monitor on existing panel. Price is $6,571.
Enhancement #7 (Deduction):
Deletion of the chemical signals for fluoride and chlorine at the shallow wells (Columbia Aquifer). Price of the deduction is $1,610.40.
Enhancement #8:
Addition of 15 separate enclosures for the emergency push button and the intrusion switch for mounting in the deep well locations. Price is $1,815.
Enhancement #9:
Addition of 35 Sentrol 1045 intrusion switches and three (3) Sentrol 2505A intrusion switches to various locations. Price is $1,002.
Enhancement #10:
Addition of 13 analog cards and programming to accept future signal from a drawdown transducer in the well heads. Price is $6,955.
Revised package price totals $212,159.60 ($170,900 + $41,259.60). Mr. DePrima indicated that the suggested enhancements (#1-#10) will cost an additional $41,259.60. Each of the changes has been requested by the Department of Public Works for either operational, safety, or security reasons. Since the original project approval placed a cap on the project not to exceed $190,000, the Department of Public Works is requesting approval to expand the budget to $225,000 to complete the upgrade.
Mr. Speed clarified the fact that Mr. DePrima has the authority to “adjust” the budget if the project cost is higher than estimated. Mr. DePrima stated that was true as long as there are no stipulations or caps indicated by Council for their approval.
The committee recommended approval of staff’s request to expand the project budget for the Water System SCADA Upgrade to $212,159.60.
Mr. Ruane moved for approval of the committee’s recommendation, seconded by Mr. Salters and carried by a unanimous roll call vote.
Cost of Service Analysis Review Meeting and Presentation - Electric Rate Study (Electric Revenue Requirements/Cost of Service/Rate Design Study)
As a follow-up to the Utility Committee Meeting of March 10, 2003, members reviewed revenue requirements, steps of cost-of-service analysis, description of cost-of-service methodology, cost-of-service analysis results, and discussed the next step - rate design in order to provide a recommendation to Mr. Brian Farber, Burns & McDonnell, for use in developing a Revenue Requirements formula.
Mr. Farber indicated that the City of Dover currently has 5 (five) classes and rate schedules as follows: Residential, Commercial, Primary, Transmission, and Municipal; however, they identified 29 different categories for customers for rate classes for the City. Mr. Farber is recommending minimizing/combining the categories for rate classes from 29 to possibly 10. He indicated that Dover’s larger customers were isolated for the study (Dover Air Force Base, Proctor & Gamble, Tilcon Delaware, First State Power Management, Dover Downs, Kraft, Simpson, Sheraton, and Playtex). He also recommended redesigning the purchase power cost adjustment and minimizing major differences in costs and revenues.
During the committee meeting, Mr. Lambert alluded to the fact that many “deals” were made in the past without written agreements and stressed the importance of abiding by these agreements to insure customer relations. Mr. Farber indicated that several contracts do exist where a certain company was designated to pay a set rate; however, the majority of companies have simply been assigned a special rate schedule. He stated that companies having a contract with the City of Dover cannot be changed. Those companies with a special rate schedule can be revised.
Members concurred with Mr. Lambert, indicating that customer relationships are important to the City of Dover and should not be jeopardized when revising the Electric Rate Study.
Mr. Farber indicated that a meeting is scheduled with Mr. DePrima, Mr. Blakeman, Mrs. Tieman, and Mrs. Mitchell on April 9, 2003 to discuss the options on how to restructure the rate classes. Based on that discussion, he will then design revised rates and provide a draft report for members to review.
The committee recommended acceptance of the report, as presented.
Mr. Ruane moved for approval of the committee’s recommendation, seconded by Mr. Speed and unanimously carried.
Mr. Speed moved for acceptance of the Special Utility Committee Report, seconded by Mr. McGlumphy and unanimously carried.
SETTING OF PROPERTY ASSESSMENT APPEALS AND APPOINTMENT OF ASSESSMENT APPEALS COMMITTEE
The City Assessor, Mr. Cooper, requested that the property assessment appeals be held on May 21, and May 22, 2003 between 1:00 p.m. and 4:00 p.m.
Council President Carey requested Councilmen Salters (Chairman), Speed, and Truitt to serve on the Property Assessment Appeals Committee, with Councilwoman Williams serving as an alternate.
Mr. McGlumphy moved for approval of the above recommendations, seconded by Mr. Speed and unanimously carried.
FIRST READING - PROPOSED ORDINANCES
Mr. McGlumphy moved to waive the reading of the proposed ordinance before Council, seconded by Mr. Speed and unanimously carried. Council President Carey reminded the public that copies of the proposed ordinances are available at the entrance of the Council Chambers or can be obtained from the City Clerk's Office. Final action by Council on the proposed ordinances will take place during the Council Meeting of April 28, 2003.
Mrs. Williams moved for acknowledgment of the first reading of the following proposed ordinances, by title only, seconded by Mr. Speed and unanimously carried:
A. Revised Budgets for Fiscal Year 2002/2003
B. Chapter 7.5, Flood Damage Prevention
> Section 7.5-4 - Definitions
> Section 7.5-5 - Establishment of the Floodplain District
> Section 7.5-6 - Utilization of the Floodplain District, Subsection (a) - Floodway (F1)
> Section 7.5-6 - Utilization of the Floodplain District, Subsection (b) - Floodway Fringe (F2) and Approximated Floodplain (F3)
> Section 7.5-6 - Utilization of the Floodplain District, Subsection (c) - Special Floodplain (F4)
> Section 7.5-9 - Site Plan Criteria, Subsection (b) - Manufactured Home Parks
> Section 7.5-19 - Appeals Review Criteria
Mr. Speed moved for adjournment, seconded by Mr. McGlumphy 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 April 14, 2003, are hereby approved.
JAMES L. HUTCHISON
MAYOR
/JG
S:ClerksOfficeAgendas&MinutesCouncil-Minutes20034-14-2003.min.wpd
Exhibits Attached to Original Minutes and File Copy
Exhibit #1 - $3,490,000 General Obligation Bonds Resolution
Exhibit #2 - $10,285,000 Water and Sewer Revenue Bonds Resolution