SPECIAL COUNCIL MEETING
A Special Council Meeting was held on March 14, 2002, at 9:30 a.m., with Council President McGlumphy presiding. Members of Council present were Mr. Ritter, Mr. Pitts, Mr. Truitt, Mr.?Carey, Mr. Speed, Mr. Salters, and Mr. Ruane (arrived 9:37 a.m.). Mr. Gorman was absent.
Members received the five-year Capital Investments Plan (CIP) for Fiscal Years 2003/07. Mr.?DePrima explained the importance of the CIP since Dover is being challenged with an aging infrastructure as well as a growing community that demands new expansion. Capital projects totaling approximately $33.9 million are proposed to begin in the next five (5) years with $12.5 million in projects scheduled in fiscal year 2003. He advised members that in the preparation of the CIP, every effort was made to provide a planning document that considers available resources and feasible timing. The proposed CIP provides for the maintenance, replacement, and expansion of the City?s infrastructure in a responsible and prudent manner. Generally, staff has placed greater emphasis on maintenance and replacement of existing systems of expansion. Mr. DePrima reminded members that the CIP is a planning document and should be utilized as a guide, not a final commitment. Funding is committed only when Council approves the project or equipment purchase in a budget.
Members reviewed each project, placing more emphasis on those proposed to be included in next year?s budget, with comments made as follows:
Drive-up Window System Replacement (page 10)
Mr. Salters suggested that this project be delayed an additional year. Mrs. Tieman explained that although there have not been serious maintenance issues with the system, they are becoming more frequent. Due to its increased use, age, and difficulty in finding parts, she is urging its replacement to prevent prolonged inconvenience to customers.
Space Needs Study (page 11)
It was noted that the space needs study for recreation is for administrative office area only. Mr.?Ritter questioned if the study could be completed in-house. Responding, Mr. DePrima stated that there are ADA issues involved and that, although the City has engineers on staff, such a study would also require an architect.
Purchase Copier for City Hall (page 17)
Staff agreed to look INTO the feasibility of leasing a copier rather than purchasing, as suggested by Mr. Ritter.
Upgrade AS/400 (page 20)
Mr. Ruane noted that the Information Technology Department has included a Long Range Strategic Information Technology Plan in the CIP as priority #4. He suggested that the study be prioritized and that the Upgrade of the AS/400 project, as well as other IT projects, be deferred until the study is received and it is determined that these projects are needed.
Responding, Mr. DePrima explained that the projects given priority over the study are those that will not be included in the study and that the need has already been determined.
Replace CAMA Tax Assessment Software (page 24)
Mr. Ritter suggested cooperation with the County for the possibility of sharing in this expense. Concurring, Mr. Ruane felt that this item could be discussed at the joint City/County meeting that Council suggested be scheduled during their Retreat Session.
Mr. DePrima suggested that Mr. Cooper and Mr. Callan be given the opportunity to meet with County employees for possible consideration of a joint venture.
Playground Equipment Replacement Program (page 31)
Mr. Salters referred to funds available through the DDDC ($75,000) and suggested its use for the relocation of Slaughter Street Park.
Community Swimming Pool (page 32)
Members of Council stressed that this item will remain in the CIP for planning purposes only and that there are many contingencies for this project to come to fruition.
West Side Recreation Center (page 34)
Mr. Ruane requested that this and the West Side Library Project be viewed as ?regional? facilities and include a stipulation that County funds must be included for these projects. Responding, Mr.?DePrima explained that the City has no authority to include funding FROM another jurisdiction without approval; however, he noted that the proposed financing includes $1,000,000 funding from ?other?.
West Side Branch Library (page 35)
Mr. Speed requested that staff provide a map depicting the residences of our library users. It was his feeling that this project should be given priority over the recreation center project.
Mr. Ritter noted all the library facilities that are available in the City of Dover and questioned the need for an additional facility. Responding, Mr. DePrima explained that the need is based on the current use of the City?s library.
Copier Replacement (page 39)
Mr. Ritter again suggested that staff look INTO the possibility of leasing a copier rather than making a purchase.
Property Re-evaluation (page 40)
Staff noted that this project should not have been included in the CIP.
New Burton Road/Schutte Park Pedestrian and Bicycle Path Railroad Crossing Study, Phase II (page added at meeting)
Responding to concerns of Mr. Ritter, Mr. Ruane explained that the proposed project will actually provide additional safety for pedestrians and bicyclists.
Police Warehouse, Phase 2 (page added at meeting)
Mr. DePrima advised members that this project will provide the Police Department with more than just a ?warehouse?, explaining that there will be additional office space provided. Work on this project may begin this fiscal year if approved by Council.
Replacement/Refurbishment of Fire Vehicle/Equipment (page added at meeting)
Mr. Speed suggested that staff consider the possibility of exploring other means of financing and making payments for the purchase of fire vehicles/equipment.
NOx Reduction (page 46)
Mr. DePrima advised members that the City has included the high estimate for this project, explaining that Duke has projected a $2 to $4 million expense. Mr.?Ruane suggested that staff develop a fact sheet on this issue. Due to its complexity, Mr. DePrima suggested that Duke be requested to make a presentation to Council (Utility Committee) on the entire project.
Sanitary Sewer - Expenditures and Revenues (page 55)
Mr. Ruane requested that staff provide a list showing those projects that are included as a result of proposed annexation. He also requested information on those extension that are not within the City regardless of annexation.
Puncheon Run Motor Control and Pump Replacement (page 57)
Mr. Ritter relayed concern that the proposed projected amount of $215,000 may need to be increased.
Garrison Oak Pumping Station (1.0 Million Gallons/Day) (page 61)
Mr. DePrima advised members that this project is dependent upon a user being at the site.
Vehicle Replacement Expenditures (page 93)
Mr. Ruane suggested that staff review environmental issues when considering the purchase of vehicles, such as the need for SUV?s as compared to cars. Mr. DePrima noted that the justification for the purchase of SUV?s is usually due to the need for off-road use as well as inside capacity space for equipment.
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Fire Department (page 94) - Mr. DePrima advised members that there will no longer be vehicles assigned specifically for the Fire Chief and that such vehicles will be viewed as ?command vehicles?.
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Police Department (page 95) - Members questioned the inconsistency in the trade schedule for the police packaged vehicles. They also questioned the need to replace the same year Taurus vehicles as the Crown Victorias, noting that the Taurus? are not used as ?hard? as the Crown Victorias. Mr. DePrima stated that these vehicle replacements are based on a five-year cycle.
Mr. Ruane requested Council?s concurrence for not requiring separate approvals for the purchase of vehicles when they have been reviewed and approved by Council during the CIP and Budget Review process.
Responding, Mr. Ritter indicated support of the suggestion if the purchase is being accomplished through the State Contract.
It was noted that the purchasing policy requires all purchases over $25,000 to be submitted to Council for approval. Based on Council?s discussion, staff will amend the purchasing policy to eliminate the need for additional approval of vehicles to be submitted to Council (Legislative and Finance Committee) for further consideration.
Mr. Salters moved for adjournment, seconded by Mr. Speed and unanimously carried.
Meeting Adjourned at 12:44 P.M.
????????????????????????????????????????????????????????????????????????????????????JANICE C. GREEN
????????????????????????????????????????????????????????????????????????????????????CITY CLERK
????????????????????????????????????????????????????????????????????????????????????JAMES L. HUTCHISON
????????????????????????????????????????????????????????????????????????????????????MAYOR
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