SPECIAL COUNCIL MEETING
A Special Council Meeting was held on February 24, 2003 at 1:09 p.m. with Council President Carey presiding. Council members present were Mr. Ritter, Mr. Pitts, Mrs. Williams (arrived at 1:18 p.m.), Mr. Truitt, Mr. Speed, Mr. Salters, and Mr. Ruane. Mr. McGlumphy was absent.
Council staff members present were Chief Horvath, Mr. Cooper, Mr. DePrima, Mr. Jorgenson, and Mrs. Green. Also present was Mayor Hutchison, Mr. Richard Ornauer (member of City Transportation Committee and PAC of MPO), and Mr. Chris Asay (member of City Transportation Committee).
Representatives from the State of Delaware Department of Transportation present were Mr. Nathan Hayward (Secretary, Department of Transportation), Mr. Mike Svaby (Executive Assistant to the Secretary), Mr. Ray Miller (Director of DART), Ms. Carolann Wicks (Assistant Chief Engineer, Transportation/Solutions Division), Mr. Ralph Reeb (Director of Planning), Mr. Jim McNinch (Director of Maintenance and Operations), Mr. Gary Laing (Municipal Liaison), Ms. Terry Gorlich (Director of External Affairs), Ms. Christina Bell (Director of Finance, Management and Budget), and Mr. Ray Harbeson (Retired Chief Engineer - Currently with R, K, & K Engineering).
AGENDA ADDITIONS/DELETIONS
Mr. Speed moved for approval of the agenda, seconded by Mr. Salters and unanimously carried.
DISCUSSION WITH STATE OF DELAWARE DEPARTMENT OF TRANSPORTATION
This special meeting was held to discuss transportation issues that involve the City of Dover.
Secretary Hayward thanked members of City Council for this opportunity and noted that this is the third of such joint meetings held with the City of Dover and DelDOT. He stated that these types of meetings and listening to the communities which they serve assists DelDOT in focusing on common interests and resolving issues and concerns. He briefed members on the changes that have occurred in the organization and administrative function of DelDOT since he became Secretary approximately two (2) years ago. He explained that the assembly line approach to resolving problems has been eliminated and replaced with a team approach. These teams are responsible for identifying the problem, designing options as solutions, taking the issues to the public, listening to the public, and ultimately taking the final solution to and through a construction project to solve the problem. This allows each member of the team to become comfortable and familiar with all aspects of solving problems. This philosophy also gives each team member a sense of ownership of the problem so that it becomes the team’s responsibility and accountability rather than an individual’s. Secretary Hayward felt that this helped eliminate the thought that once a persons “part” of the problem/solution is complete, it is then someone else’s problem and they no longer have to be concerned with it. This also eliminates one division blaming another division and so forth, since all aspects of a particular job are the responsibility of the team.
In addition, Secretary Hayward stated that in order to be successful, he feels it is important to identify in each community the highest priority that has the public’s support and elected leadership to work with DelDOT in solving their problems - together. As an example, he reminded members that last year’s priority for the City of Dover was relayed and has been resolved, and that now DelDOT should be made aware of the next priority so that the same action can take place this year. Continuing in this fashion will allow for results. He assured members that having a priority would not eliminate consideration of additional concerns. Secretary Hayward assured members that DelDOT is available to listen and work cooperatively with them to help make Dover a better place to live, which can only be accomplished by communicating and cooperating with one another.
Feasibility of Integrating Dover’s Traffic Signals Into the DelTrac Signalization System
On behalf of Mr. Don Weber, Chief Traffic Engineer, Ms. Wicks advised members that DelDOT has been working on some aspects of the DelTrac Signalization System in the City, Routes 10, 13, and 113. They have developed preliminary estimates and expect to begin design for those areas in the Spring/Summer of 2003. She stated that an estimate of $2.6M for 18 signals in the downtown area has been provided.
Mr. DePrima relayed appreciation to DelDOT for providing the estimate, realizing that there are costs involved in developing the estimate, as well as the timeliness in providing the study. He stated that all 18 signals involve State roads through Dover. Because of the technology, it would not be feasible for the City to institute such a project on its own. It was his feeling that the City needs to work towards turning this project over to DelDOT.
Responding to Mr. Ruane, Ms. Wicks stated that the project in Wilmington is in progress and that they are still working through prioritizing. They are in the process of focusing on the primary routes and gateways into the City and working through a mutual understanding regarding maintenance issues and cost sharing. The City of Wilmington participated in 20% of the project as a part of this program.
Mr. Reeb explained that Newark is different in the sense that Route 2, which is the equivalent of Route 13 in Dover, has been done by the State. There does not appear to be that many major intersections in Newark like there are in Dover. He stated that Newark’s project will be a much smaller scale than Dover’s and that the monies are being obtained through the Transportation Enhancement Grant. Disbursement of the monies for this project is based on priority.
In response to comments of Secretary Hayward, Mr. DePrima stated that this project has been a part of the City’s Transportation Plan for several years. It was originally submitted through the MPO in 1997 and was not advanced through the CIP for DelDOT. Since it is now a scope project and the technology is known, it would be the City’s desire to have it submitted for consideration. He stated that the decision as to its priority status with other transportation projects for the City would be a decision of Council. However, he indicated that there is no other project included in the City’s Transportation Plan that has had as high a priority and advanced so little since 1997. Most of the other projects that have been prioritized through the MPO process are generally advancing through the CIP; therefore, it would be his feeling that Council will rank this project as a high priority. Mr. DePrima advised members that this project will cost the City every year and that there is a line item in both the Streets and Electric Departments’ budgets for the costs of running these systems. He also noted that there would be a savings realized by having the system turned over to the State. He suggested that minimally, Council would discuss the possibility of having these cost savings put towards the contribution of the capital investment.
Secretary Hayward advised members that the State is in the process of re-lamping all of the traffic signals for which DelDOT is responsible. For a capital investment of approximately $3M, there is an estimated payback on the investment of 2-3 years because the new LED lenses save voltage and maintenance. He suggested that the City consider re-lamping the City’s signals, which will save the City an enormous amount of funds, and the savings could be dedicated for making a contribution to the ITMS solution. He offered to allow the City to purchase the lenses through DelDOT, which will also provide a savings.
Responding to Mrs. Williams, Secretary Hayward stated that there is no standard uniform maintenance type of cost share agreement with municipalities at this time. She requested that DelDOT provide information with regards to the funds provided to each county.
Mr. Ruane suggested that this project addresses more than signalization improvements and should be considered a regional issue rather than a downtown project. Mr. DePrima explained that there are federal funds (SEMAC) available to assist with Air Quality and questioned if this project would qualify for such funds.
Mr. Svaby stated that the SEMAC funds are not distributed based on the ranking of projects in terms of their impact on air quality. The requirement is to prove an air quality benefit and an explanation as to what changes and benefits would be made, which is sometimes difficult to prove.
Mr. Ruane alluded to the new program of placing cameras at intersections and fining those who run red lights. He suggested the possibility of dedicating these funds to the signalization project.
Extension of Salisbury/Eden Hill Farm Development
Secretary Hayward advised members that approximately one (1) year ago, the owners of the Eden Hill Farm had announced their decision to sell the farm, which includes the Ridgely Farm House. The property is owned jointly by the Scheller and Horsey families, which includes several individuals that have an equity in the Eden Hill Farm. The farmhouse itself and 14 acres surrounding it are owned jointly by Dan and Debbie Scheller, who own and operate the Eden Hill Farms Garden and Greenhouse Center. Secretary Hayward stated that he was contacted by Henry Horsey (Retired State Supreme Court Justice) who indicated that the sale of the property was necessary; however, it is the family’s desire to become partners with the City, County, and State, so that the resulting changes in the property will be accomplished to the maximum benefit of the communities.
In accordance with the Governor’s “Livable Delaware” plan, Secretary Hayward stated that the development of the Eden Hill Farm supports the principles of this plan. Several meetings were held for more than a year in articulating the vision of the Eden Hill Farm. As a result, a master plan was developed which has now been given to the family to determine if it is acceptable. He advised members that a Letter of Understanding has been finalized between the State and owners of the Eden Hill Properties. The State now intends to create a more specific vision for the property to include the following objectives: 1) an investment by the State and private entities to protect the Eden Hill Farmstead; 2) attempt to save open space surrounding the farmstead; and 3) to review Salisbury Road Extension Plan and provide a right-of-way across the Eden Hill Property to provide for a connection.
Secretary Hayward stated that since the property is currently zoned industrial and the vision calls for mixed use development, a rezoning of the property will be required and it is hoped that this will be accomplished so that it is compatible with the City’s Comprehensive Plan. Although it will be a complicated process, he assured members that the growth will be orderly, will be what Dover wants, and will compliment the Governor’s “Livable Delaware” goal. He explained that when an opportunity such as this presents itself, the DelDOT CIP must be revised accordingly, resulting in the possible delay of other projects.
In response to questions of Mrs. Williams, Secretary Hayward explained that the opportunity to complete the Eden Hill Master Plan and begin work on the necessary transportation improvements will have a larger, long-term impact on the City. In terms of its economic benefits, this project would be considered more important than the signalization project. However, he assured members that DelDOT will not make qualitative judgements regarding the priorities of the City. Members must consider which of these two (2) projects is more timely, riper, and which would received support from constituents.
Mr. Ruane relayed concern regarding those projects that have been in the DelDOT CIP for several years that are constantly being deferred for other projects.
Mayor Hutchison felt that this may be a one-time opportunity and relayed appreciation that the State of Delaware has taken a proactive approach and is working with the City and owners of Eden Hill Farm to plan for the future. The growth pattern for Dover continues on the westside and a westside connector is necessary. Although there are other transportation issues that are as important, Mayor Hutchison stated that this may be the only opportunity for the purchase of the Eden Hill Farm and this fact must be taken into consideration when developing priorities.
Concurring, Secretary Hayward stated that there have been several workshop sessions held with representatives from the State, County, City, and the owners of the Eden Hill Farm property who have developed and concur with the planned use of the site.
Mr. Ruane assured members that he concurs that the proposal that was agreed upon, in terms of the mixed uses, and feels that this is a wonderful opportunity; however, his concern is that the concentrated efforts on the Eden Hill Farm project jeopardizes other projects that have been worked on for several years.
Signage Related to Tourism/Major Facilities on Route 13 and Other Major Roadways
Mr. Ornauer stated that although the plan developed by the MPO with regards to tourism has been implemented by DelDOT, the current problem is with inadequate signage. It has been suggested that a project be included in the DelDOT CIP for improving signage that would increase information for out-of-state travelers, that would be aesthetically pleasing and as informative as possible.
Secretary Hayward advised members that his desire is to eliminate the signs that do not belong on
the State’s rights-of-way and then erect appropriate signs. Throughout Delaware, at almost every intersection, there is massive signage that is very confusing for those not familiar with the area. As a result, a DelDOT Signage Project was initiated. A recent decision was made as to the prototype sign to be used and it is planned for their erection to begin in the Spring 2003. In conjunction with this project, it is DelDOT’s intent to improve placement of regulatory signs.
Mr. Ornauer also suggested consideration of providing illuminated signs to allow for visibility during the evening.
SR 1/Route 8 Interchange: Traffic Analysis Update and Traffic Mitigation Issues
Ms. Wicks noted that the SR 1/Route 8 Interchange has been opened and that traffic data was recorded in March 2002 to compare with the same data for March 2003. This will allow for a better understanding of the impact the opening has made, what types of traffic changes have resulted, the mix of traffic, etc. She reminded members that there was not a complete consensus of the community regarding mitigation issues, since there was no determination as to the perceived problem versus reality. It was agreed that once the data was available, meetings would be held with the community to mitigate those issues.
Mr. Ruane referred to the three (3) additional proposed developments for this area of the community that would have a traffic impact. These developments are only in their beginning stages; therefore, the traffic that would be generated has yet to occur. He questioned if DelDOT would have a systematic way to take into consideration the additional traffic generated as a result of the new developments. His concern was that traffic impact studies are not required for approval of the developments due to the number of dwelling units; however, the traffic impact as a result of all three (3) developments will gravely affect the traffic in this area.
Mr. Reeb stated that DelDOT has a systematic approach to anticipated development. He explained that traffic impact studies attempt to develop details such as the need for and location of turn lanes, deceleration lanes, etc. It was his feeling that they are relatively small developments that should not have a huge impact on the traffic in the area; however, he assured members that DelDOT will work with the City and community to resolve any concerns.
Secretary Hayward advised members that the concept of the “Mega TIS” for the State of Delaware is not just fictional or theoretical; that it assumes an enormous amount of development and the resulting traffic impact. He offered to perform a “Mega TIS” for a specific area if it is so desired.
Mr. Ritter advised members that the major complaint he has received from the community is with regards to the intersection of Division Street/Route 8 and Route 13. He explained that during peak periods, it is difficult for traffic turning left onto Route 13 and suggested the possibility of changing the phasing to allow for the straight and left turns to have the right of way simultaneously. This matter was discussed with DelDOT and he was advised that the phasing cannot be accomplished due to the traffic on Route 13 being backed up. Mr. Ritter felt that the residents would be satisfied if this matter, as well as speeding traffic throughout the Edgehill area, could be resolved.
Ms. Wicks assured members that improvements to the intersection will be further considered.
West Side of Dover: Project Update and Related Transportation Improvements
Mr. Reeb advised members that the Forrest Avenue Circle is scheduled for completion in 2004 and that the Clarence Street issue is problematic since it is not a State owned street. Extending such a street is solely dependent upon the will and wishes of the community. Although DelDOT recognizes the value it would provide with regards to interconnection, it is not within their domain.
Mr. DePrima stated that the City applied for a $900,000 federal Transportation Community Systems Preservation Grant for the extension of Clarence Street and development of several interior roadways in this area. He reported that the City has been awarded $400,000 and that the City will develop a prioritized list for making improvements. Due to the close proximity of Eden Hill Farm, he suggested that these improvements be considered in conjunction with the Eden Hill Farm project, as well as a Greenfield and Brownfield aspect directly across the street. Mr. DePrima suggested consideration of State participation in making improvements to both sides of North Street.
Mr. Pitts advised members that a high priority of the citizens that reside in this area is for the ditch to be filled.
Public Transit - Potential for Evening and Weekend Service
Secretary Hayward advised members that because of increasing costs for labor, fuel, facilities, insurance, etc., the proposed subsidy to the Delaware Transit Corporation has had a significant increase, which he feels validates its importance.
Mr. Miller advised members that they are operating two (2) independent systems: 1) fixed routes; and 2) paratransit systems, which operate independently and at a significant cost. DelDOT is in the process of integrating these services, and plans to obtain input to finalize the proposal. It is anticipated that this hybrid service will begin Phase 1 in September 2003 by establishing transfer points for paratransit customers. Phase 2 will begin in December, with the opening of paratransit service to the public on week nights through 10:00 p.m. This will improve access to transit service on week nights. Phase 3 will begin in May 2004, with DelDOT reviewing implementation of a service where they could deviate from the fixed routes. Mr. Miller felt there has been much improvement to public transit services and hopes to continue in this manner.
Responding to Mr. Salters, Mr. Miller stated that Phase 4 of the Project will be to investigate the possibility of instituting Saturday services. He advised members that this phase will require additional funding. Mr. Ornauer reminded members that there are several events and functions that occur on the weekends and suggested the possibility of obtaining partial sponsorship from recipients.
Secretary Hayward advised members that the first phase of the comprehensive analysis of a passenger rail service was completed last year. He stated that the estimated capital investment to provide the necessary upgrades begin at $600M and the operational costs are estimated at $10 to $12M. The next phase will consist of a market test to ask “if we build it, will they come? And if so, how much would they be willing to pay?”.
South Dover Gateway Entrance
Mr. Reeb advised members that DelDOT is currently working with the Chamber of Commerce and the City Manager on the specifications of the South Dover Gateway Entrance, such as where it should be located and the type. Property located at Webbs Lane and Route 13 has been identified as a possible location for the Gateway. In addition to size and other specifics, Mr. Reeb stated that there is the issue relative to this project’s priority.
Secretary Hayward alluded to the recent snow storm and requested consideration be given to the possibility of instituting a cost share program between the State and homeowner’s organizations. He explained that the way in which DelDOT participates with subdivisions in New Castle County is in a formula - cost sharing arrangement. He questioned if this concept would have merit in Kent County for subdivisions.
Mr. DePrima stated that the City is responsible for the maintenance of streets independent of DelDOT and his feeling that there should be some cost sharing for those unincorporated areas for the care and maintenance of their streets. He advised members that he participated in clearing snow after a recent snowfall and was impressed with the cooperative efforts between the State and City and is grateful for the communication link.
Members of City Council relayed appreciation to Secretary Hayward and all other DelDOT representatives for this opportunity to meet.
Mr. Speed moved for adjournment, seconded by Mr. Truitt and unanimously carried.
Meeting Adjourned at 3:19 P.M.
JANICE C. GREEN
CITY CLERK
All orders, ordinances and resolutions adopted by City Council during their Special Meeting of February 24, 2003, are hereby approved.
JAMES L. HUTCHISON
MAYOR
/JG
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