COUNCIL COMMITTEES
The Council Committees Meeting was held on September 10, 2001 at 6:00 p.m., with Council President McGlumphy presiding. Members of Council present were Mr. Ritter (arrived at 6:14 p.m.), Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mr. Speed, Mr. Salters, and Mr. Ruane.
AGENDA ADDITIONS/DELETIONS
Mr. Ruane requested the addition of item #2, Emergency Repairs by Sole Source Vendor at St. Jones Substation, to the Utility Committee agenda. Mr. Gorman moved for approval of the agenda as amended, seconded by Mr. Carey and unanimously carried.
SAFETY ADVISORY COMMITTEE
The Safety Advisory Committee met with Chairman Truitt presiding. Members present were Councilman Carey, Mr. Tolbert, and Mr. Wolfe. Mr. Pitts was deputized to serve in the absence of Mr. Ritter.
Petition - Traffic Signal at Intersection of Greenway Lane and Dover-Kenton Road
During the Open Forum Segment of the Regular Council Meeting of August 27, 2001, a petition was submitted requesting the support of the City of Dover for the installation of a traffic signal at the intersection of Greenway Lane and Dover Kenton Road.
Several members relayed concern with the traffic congestion in the area and felt that traffic control measures and improved signage were necessary. It was also noted that Greenway Lane was the only exit from the development.
Mr. Robert Hollingsworth, 228 Caroline Place, referred to the current speed limit of 40 m.p.h. on Dover Kenton Road and suggested that a reduction of the speed limit be considered to help alleviate the safety concerns in this area.
Mr. Wolfe moved to recommend that a letter, signed by the Mayor and Council President, be forwarded to DelDOT requesting that a study be conducted to determine the feasibility of installing a traffic signal at the intersection of Greenway Lane and Dover Kenton Road. The motion was seconded by Mr. Pitts.
Mr. Salters stated that the City could take action to reduce the speed limit immediately and, feeling that this situation is of grave concern to the citizens, DelDOT should be requested to “fast-track” the study.
Mr. Wolfe suggested that DelDOT also be requested to review the possibility of providing an additional exit for the development.
On a call for the question by Mr. Pitts, the motion recommending that a letter (Attachment #1), signed by the Mayor and Council President, be forwarded to DelDOT requesting that a study of the area be conducted to determine the feasibility of installing a traffic signal at the intersection of Greenway Lane and Dover Kenton Road was unanimously carried.
Mr. Truitt moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 6:10 P.M.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Gorman presiding. Members present were Councilmen Ruane and Salters, Mr. Snaman, and Mrs. Street.
Proposed 2001/2001 Budget Amendments for 2000/2001 Expenses Budgeted But Not Expended
Staff provided members proposed budget amendments for their review. Mr. DePrima explained that these budget amendments are for items that were budgeted for in Fiscal Year 2000/2001 that were not implemented, purchased, nor carried forward in Fiscal Year 2001/2002. In accordance with City Council directive, only those amendments that have met the criteria established by Council during their meeting of August 27, 2001, were presented for consideration.
Mr. DePrima, Interim City Manager, advised members that there were a total of 18 amendment requests, of which seven (7) proposed budget increases. Due to constraints on the Carry Forward Balance, proposed amendments to the General Fund and three (3) projects committed to by the former City Manager were not forwarded for consideration.
The proposed budget amendments affect the Electric Improvement and Extension Fund, the Water Improvement and Extension Fund, and the Wastewater Improvement and Extension Fund. Each fund had prior year balances that were in excess of the projections and each can absorb the added projects while retaining a balance in excess of the projections.
The projects for the Electric Improvement and Extension Fund are as follows:
Wire Replacement 69 KV
Mr. DePrima stated that the loop is the backbone of the City’s transmission system and the project would replace 336 wire with 636 wire to maximize the capacity of this loop. The budget amendment request for this project is an additional $200,000.
Dover Downs Substation
Mr. DePrima explained that the Dover Downs Substation would provide additional capacity necessary for the Dover Downs Hotel, which is scheduled to be on-line in November 2001. The budget amendment request for this project is an additional $590,410.
Mr. Gorman, noting that the current budget is $500,000 with a revision last year of $1.9M, questioned why the additional $590,000 was necessary.
Responding, Mr. DePrima explained that the City was initially going to upgrade the system capacity and the substation would be constructed and owned by Dover Downs. Subsequently, it was determined that the City should fund the whole project and own the substation, which will be constructed on land provided by Dover Downs. For this reason, the budget amendment is necessary to move forward with the project.
Responding to Mr. Speed, Mr. Blakeman, Generation Manager, stated that the decision to have the City maintain ownership of the substation was based on the transfer rate and future retail access.
Mr. Ruane questioned if it was feasible to complete the project in six (6) months when it has already taken more than a year to reach this phase of the project. Mr. Blakeman informed members that the transformer and switch gear have been delivered and the pads are being poured. All that remains pending are the steel structures to connect the substation to the wires, and they have been fabricated and are ready to be shipped. He indicated that the cause of the delay was determining who would own the substation.
Mr. Blakeman stated that the total cost of the project will be between $1.6M and $1.7M. He explained that the cost savings was due to in-house labor and the use of a blanket bid process for purchasing material. Mr. DePrima explained that the current budget amendment is based on the estimated cost to complete the project and it is unlikely that there will be excess funds at the end of the project.
The projects for the Water Improvement and Extension Fund are as follows:
Cheswold Aquifer Well Program (2 Wells)
Mr. Koenig explained that this project has been underway for several years and is 99.9% complete. He stated that the project was necessary to expand the City’s water production capacity. He noted that the wells yield an estimated 850 gallons per minute.
Chlorination Upgrades
Mr. DePrima explained that the City is currently under a Division of Public Health administrative order to address public health concerns associated with the City’s water supply. Mr. Koenig stated that this administrative order is specific to the City of Dover and there is no mandatory completion date; however, the City would have to show just cause for not completing the project by December 2001, which he does not anticipate.
Fluoridation Upgrades
Mr. Koenig explained that this project is necessary to comply with State law which mandates that all municipal water systems must fluoridate the public water supply. There are currently seven (7) wellheads which need to be retrofitted with equipment. Mr. DePrima noted that the State will reimburse the City for $17,000 in FY 2002, with the remaining expenses being reimbursed in FY 2003, if the project is completed.
U.S. 13 N. Water Main Extension & Improvement
Mr. Koenig explained that this project is associated with the proposed construction of a WAWA facility which will require extension of a water main to serve their property. The requested extension and upgrade of the water main will allow the City or other developers to extend a water main with the maximum available capacity to an area not currently served by public utilities; significantly expanding the City’s water system to north Dover.
Mr. Ruane questioned the impact that completion of the projects, which were scheduled for last year, will have on current year projects. Mr. Koenig responded that there are sufficient funds in the Water Improvement and Extension Fund to complete the current year projects.
The projects for the Wastewater Improvement and Extension Fund are as follows:
Dover Post Pumping Station
Mr. Koenig stated that this project was necessary to provide wastewater collection and transmission services to an area of the City not previously served. The project is 99% complete and only a few bills are outstanding for the project.
Staff recommended approval of the proposed budget amendments.
Mr. Salters moved to recommend approval of the proposed 2001/2002 budget amendments for 2000/2001 expenses that were budgeted but not expended (Attachment #2), seconded by Mr. Snaman and unanimously carried.
Mr. Gorman applauded Mr. DePrima for establishing the criteria and presenting the amendments in a manageable form. He requested that he provide, as an adjunct to the City Manager’s Report, an update on each of the projects, including whether or not the project is on target with the expected completion date and, if not, why.
Mr. Gorman moved for adjournment, seconded by Mr. Salters and unanimously carried.
Meeting Adjourned at 6:42 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Ruane presiding. Members present were Councilmen Truitt and Speed, Mr. Lambert, and Mr. Nichols.
Emergency Repairs by Sole Source Vendor at St. Jones Substation
Mr. DePrima explained that Transformer 22-12-60-1 at the St. Jones Substation failed on August 8, 2001. An investigation of the problem indicated that the tap changer had a B phase contact failure resulting in the loss of the transformer. Previous test records show no indication that there were any problems with the transformer or the tap changer.
This transformer is a General Electric LRT200A-2 transformer that is 24 years old and is no longer manufactured or supported by GE. After a search of regional vendors including Potomac Testing, EMC (Electric Motor Contracting) and Reuter-Haney, Potomac Testing was the only company that has successfully made repairs on this make and model and that was interested in quoting a price. They have determined that it will cost $45,000 to repair. Potomac Testing has indicated that they can begin repairs on September 17, 2001, and have them completed on or about October 26, 2001.
The substation is presently operating with the portable substation in place of the damaged transformer. This is a stopgap measure, which leaves no backup capability if another problem arises elsewhere. In addition, the portable station is not designed for long-term use.
It should be noted that this is a low-cost repair compared to the long-term solution of replacing the transformer. The Electric Department is ultimately recommending replacing the transformer with two 15 MVA transformers at an estimated cost of $750,000 and are suggesting that this expense be placed in the next Capital Investments Plan.
The expense will be charged to the Electric Operating Fund. This was an unplanned expense and will cause some other planned projects to be delayed unless savings are accrued in other accounts within the fund.
Mr. Truitt indicated a need to establish a fund for unexpected expenses. Mr. DePrima stated that the Budget Committee will be submitting a recommendation which includes establishing a contingency fund for such expenses.
Staff recommended hiring Potomac Testing as a sole source vendor to perform emergency repair of transformer 22-12-60-1 at the St. Jones Substation at a cost of $45,000.
Mr. Lambert moved to recommend approval of staff’s recommendation, seconded by Mr. Nichols and unanimously carried. Note: This matter was considered during the Council Meeting later the same evening for final approval.
Discussion - Street Program Overview and 2001/2002 Capital Program
During the Utility Committee meeting of August 13, 2001, Mr. DePrima, Interim City Manager, along with Mr. Koenig, Public Works Director, conducted a comprehensive overview of the City’s Street Program and status of the 2001/2002 Capital Program, which included detailed information on Street Inventory, the Street Program, Revenue Resources, and the 2001/2002 Capital Program. Due to time constraints, discussion of the presentation was deferred.
Mr. DePrima reiterated that concrete and paving work has begun on several streets, with priority being given to the completion of previously unfinished concrete work. In general, some projects are coming in above the estimate and some are below estimates. Mr. DePrima stated that $125,000 was budgeted in the General Fund for the North Street sidewalk and lighting improvements project. He indicated that Representative Nancy Wagner has agreed to fund the concrete portion of that project, which is estimated to cost $89,000. Mr. DePrima stated that the General Fund money freed up by this allocation will be utilized on other projects, such as paving the Library parking lot.
Mr. Koenig stated that the paving portion of the projects is on schedule; however, the concrete work is moving slower. The concrete work has been completed on all streets scheduled for pavement this year. He indicated that there are utility issues on Lotus Street which may require the deferral of paving in order to repair damaged sewer lines.
Mr. Lambert suggested that staff consider replacing more than three (3) or four (4) feet of curbing at a time for the sake of appearance. Mr. Koenig stated that the inspectors try to use a four (4) foot minimum criteria for curbing. Although it is not the length they prefer, it is the length they can afford. A ten (10) foot replacement section would substantially increase the cost of curb replacement.
Noting that construction has damaged the granite curb in front of the Schwartz Center for the Arts, Mr. Nichols questioned if Kent Construction would be held liable for the repairs. Mr. Koenig stated that staff has not inspected the curbs in this area.
Mr. Ruane stated that the Special Assessment function of the City is still included in the Charter related laws and questioned why it was not being utilized to fund concrete repairs. He requested staff to consider assessing the property owner for such repairs. Mr. Ruane suggested that an inventory of all City sidewalks be conducted.
Mr. Ruane also suggested that the City Manager and Public Works Director work on making improvements to the Street Program, giving consideration to financial aspects and program implementation. As an example, he felt that improvements should be made to the scheduling of the work by soliciting bids earlier.
Mr. Nichols moved for adjournment, seconded by Mr. Lambert and unanimously carried.
Meeting Adjourned at 7:00 P.M.
Mr. Speed moved for adjournment into Executive Session to discuss legal issues, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 7:01 P.M.
Respectfully submitted,
William P. McGlumphy
Council President
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