REGULAR COUNCIL MEETING
The Regular Council Meeting was held on February 26, 2001 at 7:30 p.m. with Council President Christiansen presiding. Council members present were Mr. McGlumphy, Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, and Mr. Weller.
Council staff members present were Chief Faulkner, Mr. Cooper, Mr. O'Connor, Mr. DePrima, Mrs. Mitchell, Fire Chief Bates, Mrs. Green, and Mr. Rodriguez.
OPEN FORUM
The Open Forum was held at 7:15 p.m., prior to commencement of the Official Council Meeting. Council President Christiansen declared the Open Forum in session and reminded those present that Council is not in official session and cannot take formal action.
Dr. Samuel Hoff, 813 Maple Parkway, offered members reaction to the discussions regarding the recreation dilemma that the City faces. Referring to the Recreational Needs Report of the City, Dr. Hoff noted that recreation revenue grew 81% in the last 10 years; however, recreation expenditures grew 91%. Another problem is that the revenue for recreation is only 20% of the current expenditures specifically for recreation. Based on this information he felt that the City must either cut-back on recreation or adapt priorities accordingly. Dr. Hoff suggested the consideration of positive alternatives such as upkeep of current City parks, increase police patrol of the parks, request use of private sector facilities, purchase or refurbish vacant buildings, decentralize recreation, better publicize events, and increase recreation outlets. He stated that although he personally voted against the recent referendum, he assured members that he supports recreation.
The Open Forum Segment was closed at 7:17 p.m.
The invocation was given by Chaplain Wallace Dixon, followed by the Pledge of Allegiance.
AGENDA ADDITIONS/DELETIONS
Council President Christiansen requested the addition of item #1-A - Introduction by Mayor Hutchison. Mr. Carey moved for approval of the agenda as amended, seconded by Mr. Weller and unanimously carried.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF FEBRUARY 12, 2001
The Minutes of the Regular Council Meeting of February 12, 2001 were unanimously approved by motion of Mr. McGlumphy, seconded by Mr. Weller and bore the written approval of Mayor Hutchison.
INTRODUCTION BY MAYOR HUTCHISON - APPOINTMENT OF POLICE CHIEF
With the recent announcement by Police Chief Faulkner regarding his retirement after 28 years of service, to be effective March 2, 2001, Mayor Hutchison introduced the appointment of his replacement, Major Jeffrey L. Horvath.
Mayor Hutchison thanked Chief Faulkner for his dedication, devotion, professionalism, and leadership, and commended him on a job well done. He relayed confidence in Major Horvath assuming the responsibility of Chief of Police, explaining that this is the result of the outstanding work of Chief Faulkner in preparing for his retirement. He invited everyone to attend the Change of Command Ceremony, which will be held on Friday, March 2, 2001 at 10:00 a.m. at the Dover Police Station.
On behalf of the citizens of Dover, members of Council, and staff, Mayor Hutchison wished Chief Faulkner the very best in his retirement. Chief Faulkner received a standing ovation for his service to the City of Dover.
PRESENTATION - MEMBERS OF THE DOVER RECREATIONAL FACILITIES COMMITTEE
The City Clerk read the following Certificate of Appreciation into the record:
WHEREAS, the Dover Recreational Facilities Committee was formed in August of 1996 and charged with studying and defining the recreational needs of the City of Dover; identifying possible solutions to those problems; addressing the needs to include possible construction of new facilities; and identifying revenue sources to fund any and all projects or alternatives; and
WHEREAS, members of the Dover Recreational Facilities Committee have worked tirelessly in exploring all avenues available to achieve the common goal of providing quality recreational opportunities for the citizens of Dover; and
WHEREAS, as a result of the recent Bond Referendum, the Dover Recreational Facilities Committee is hereby dissolved with heartfelt gratitude given to all members for their initiative, persistence, resourcefulness, and determination. With special recognition for their dedication, it is deemed an honor and privilege to present this Certificate of Appreciation to
General Fred W. Vetter (Chairman)
Roddie W. Byers Kevin Malloy
Robert A. Coleman James A. Platt
James L. Ferguson, Jr. Charles W. Reed, II
John C. Fisher C. C. (Bud) Wagner, II
Shannon Lapinsky Gigi Windley (Vice-Chairperson)
DOVER RECREATIONAL FACILITIES COMMITTEE
Best Wishes on all Future Endeavors from the City of Dover
February 2001
Mayor Hutchison, Mrs. Malone (Chairwoman of the Parks and Recreation Committee), Council President Christiansen, and Mr. Gorman and Mr. McGlumphy (previous members of the DRFC) presented a Certificate and Dover Cup to each member of the DRFC.
On behalf of the DRFC, General Vetter thanked members for the opportunity to serve the community and thanked City staff for their assistance. He introduced Mr. Robert Hollingsworth, a volunteer who assisted the DRFC greatly. In recognition of his dedication, General Vetter presented him with a Certificate of Appreciation from the City of Dover.
PRESENTATION - STRATEGIC DEVELOPMENT PLAN FOR THE WEST SIDE (CITY PLANNER)
The City Planner, Mr. DePrima, presented the Strategic Development Plan for the West Side. He explained that the Executive Summary includes the Action Agenda and that the Strategic Plan is more than just a passive blueprint for development over a period of time. It includes a breakdown of physical projects that must be coupled with pro-active activities to foster them to fruition. The City is fortunate that the Downtown Dover Development Corporation can tackle the issues required to shepherd such a plan from a report to reality and can be the lead organization that makes sure that all relevant issues, whether policy related, economic, or political are being addressed and that a positive climate for development exists.
Mr. DePrima explained the key pro-active economic development and infrastructure improvement activities that need to be accomplished to successfully implement the Strategic Plan. The projects include the following:
►Loockerman Street roundabout and Train Station Plaza
►West Street upgrade
►Train Station parking areas
►Development of incubator site
►Gateway improvements at Forest and Division Street intersection
►In-fill housing
►Construction of office buildings east of railroad tracks
►Construction of parking areas east of railroad tracks
►Forest Street/Boulevard streetscaping and buffering
►Clarence Street Extension
►Develop parcels west of railroad tracks
►Examine area west of tracks between Forest and Division Streets as a viable redevelopment district
Mr. DePrima reminded members that the Study was funded through a State of Delaware Department of Transportation Grant and managed by the Inspections and Planning Department.
This was an informational presentation and no further action was taken by Council.
LEGISLATIVE AND FINANCE COMMITTEE REPORT
The Legislative and Finance Committee met on February 12, 2001 with Chairman Salters presiding.
Budget Revisions/Ordinance
To meet the changing needs of the City’s operations and to update revenues, the City revises the budget two (2) or three (3) times a year. The Finance Director/Treasurer, Mrs. Mitchell, submitted the second proposed revision to the 2000/2001 budget, which reflects changes in revenues, beginning balance, expenditures, and budget balance/working capital as per the audited financial statements. Mrs. Mitchell stated that the revisions do not reflect the increases for employee contract negotiations and that they will be included in the final revision for Fiscal Year 2001.
It was noted that the City Planner, Mr. DePrima, submitted a request for a budget revision that was not included in the proposed budget revisions/ordinance presented. He explained that he was not aware that Vehicle #12, assigned to the Fire Marshal, which was scheduled for replacement next fiscal year, now requires $1,600 to re-build the transmission. This vehicle is a 1992 Ford Taurus with more than 83,000 miles. He requested that Vehicle #12 be replaced this year, that the necessary funds be included in the proposed budget revisions at this time, and that its replacement costs be eliminated from next year’s budget.
The committee recommended acceptance of the proposed budget revisions/ordinance to include the replacement of Vehicle #12, as recommended by staff.
Mr. Salters moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Carey and unanimously carried. (The First Reading of the ordinance will take place during the latter part of the meeting).
Comprehensive Review of City Code - Chapter 2 - Administration
In conjunction with the City’s Comprehensive Review of the City Code, staff submitted proposed amendments to several Sections of Chapter 2 - Administration of the Dover Code. Mrs. Green, City Clerk, explained that the amendments include eliminating redundant information, relocating information to more appropriate sections of the Code, typographical corrections, and added information to clarify the requirements. Members were provided details of the proposed amendments (as on file in the Office of the City Clerk).
The committee recommended adoption of the proposed amendments to Chapter 2 of the Dover Code, as recommended by staff.
Mr. Salters moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Carey and unanimously carried. (The First Reading of the ordinance will take place during the latter part of the meeting).
Travel Policy Review
The City reviews its travel policy periodically and incorporates changes that are brought about from auditing expense reports, suggestions from others, and changes in business practices. This policy was last updated March 1997. Mrs. Mitchell, Finance Director/Treasurer, presented a revised travel policy and explained that the majority of the revisions are procedural with the exception of two (2) financial revisions, as follows:
Mileage Current Rate $0.23 per mile
Proposed Rate $0.31 per mile
Personal Phone Calls Current Rate $3.50 per day
Proposed Rate $5.00 per day
In an attempt to have one City travel policy that pertains to anyone who is traveling on business for the City of Dover, Mrs. Mitchell stated that the scope of the policy has been changed to include City officials, board/commission members, and others. This will reduce the amount of time necessary when auditing the Travel Expense Reports since it will no longer be necessary to reference different rules. She provided members with a comparison of current travel policies for the State of Delaware, City of Wilmington, City of Newark, and Kent County, which were used to assist in revising the City’s policy.
During the committee meeting, there was much discussion regarding Section VI, Meals, Paragraph 6.3. According to the revised policy, meal costs over and above those provided as a part of a registration fee would not be reimbursable unless justified as a special circumstance (e.g. special meeting, diet restrictions, etc.). It was the consensus of members that the policy include a provision to allow for “management by exception” to be approved by both the Finance Director and City Manager with regards to reimbursement of meals.
The committee recommended approval of the Revised Travel Policy, stipulating that an amendment be made to allow for any exceptions for the reimbursement of meals to be approved by the Finance Director and City Manager.
Mr. Salters moved for approval of the committee’s recommendation, seconded by Mrs. Malone and carried by a unanimous roll call vote.
Mr. Salters moved for acceptance of the Legislative and Finance Committee Report, seconded by Mrs. Malone and unanimously carried.
UTILITY COMMITTEE REPORT
The Utility Committee met on February 12, 2001 with Chairman Weller presiding.
Discussion - Response of Comcast - Televising Council Committee Meetings
During the Regular Council Meeting of September 11, 2000, members were advised of previous informal discussions held between the City’s Communications Committee and Comcast regarding the possibility of televising committee meetings live on Channel 24. It was felt that detailed discussions occur during the committee meetings and those actions and discussions are formalized at Council meetings. Since it is during the committee meetings that the different points of views are presented and a consensus is built by discussing those items, the public would be made aware of why members vote for or against particular items during the Council meetings. Although they were advised that Comcast has staffing issues that would make it difficult to broadcast the committee meetings live, it was felt that this is an important public service that should be provided and that alternatives should be considered. As a result, a letter was sent to Comcast requesting that they consider this matter further.
A letter was received from Mr. Worley, Area Director of Government Relations for Comcast, indicating the estimated costs for the alternative of providing a remote camera system that would be suitable for the Council Chambers at a total estimated cost of $40,000. He explained that the proposed system would provide the City the optimum flexibility in airing the Committee meetings. Comcast would install a switch that the City would use to deliver the picture live on Channel 24 and reserve the air time for the meetings. The switch would need to be secured by the City to prevent unauthorized access to Channel 24. Mr. Worley stated that if the City is interested in the proposed system, Comcast would be willing to assist in preparing bid specifications and final vendor selection.
During the committee meeting, Mr. Lambert suggested further review of the Franchise Agreement and that a meeting be held with Comcast to discuss possible alternatives.
Council President Christiansen reminded members that there is an audio-visual department at Delaware State University that provides on-campus transmissions that could possibly assist the City. He suggested the possibility of students from the University assisting with broadcasting the meetings via Comcast considering that their concerns were with staffing issues that would make it difficult to broadcast the committee meetings live. In addition to reviewing the Franchise Agreement, he suggested that Delaware State University be contacted regarding this matter.
The committee referred the matter to the Communications Committee for further review of the Franchise Agreement and to discuss the matter with Comcast for a possible compromise, or if necessary, to contact Delaware State University for assistance.
Mr. Salters moved to accept the committee’s recommendation, seconded by Mrs. Malone and unanimously carried.
Proposed Phase II Re-conductoring of the 69kv Transmission Line Beginning at Roosevelt Avenue and Ending Just Over the St. Jones River (Materials and Poles)
The City currently operates a 69kv transmission loop which supplies power to most of the distribution substations. The main purpose of the loop is to provide for back-feed capabilities to isolate faults while maintaining system loads; however, because of different wire sizes in the loop, the system becomes vulnerable to overloads during back-feeding or normal switching procedures. The wire size on the loop must be consistent in order to provide reliable back-feeding capabilities. For this reason, some sections of the loop require upgrade from 336 kcmil to 636 kcmil wire. If not upgraded, overloads on the 69kv loop may occur during scheduled switching or fault isolation and cause extended outages.
Mr. O’Connor advised members that when wire upgrades are completed, the 69kv loop will have the ability to supply all distribution substations regardless of the switching configuration providing reliable back-feeding abilities. Due to the extent of work involved with this program, it is being implemented in two (2) phases. Phase II provides for the poles and materials only for the re-conductoring of approximately 1,300 feet; the last section of the 69kv loop with 336 wire. This is a small section of line between Roosevelt Avenue and the Danner Farm Substation. This section of line crosses the St. Jones River with a structure on an island on the St. Jones and has an unusually long span which requires additional engineering. Mr. O’Connor indicated that Phase II will be implemented upon completion of Phase I.
Staff recommended approval of the bid for materials and poles only to Wesco in the amount of $56,488.85 for materials and $76,380.00 for poles (a total of $132,868.85) for Phase II of the Re-conductoring of the 69kv Transmission Line beginning at Roosevelt Avenue and ending just over the St. Jones River.
The committee recommended approval of staff’s recommendation.
Mr. Weller moved for approval of the bid for materials and poles only to Wesco in the amount of $132,868.85 for Phase II of the Re-conductoring of the 69kv Transmission Line beginning at Roosevelt Avenue and ending just over the St. Jones River, as recommended by the committee. The motion was seconded by Mrs. Malone and carried by a unanimous roll call vote.
Mr. Weller moved for acceptance of the Utility Committee Report, seconded by Mrs. Malone and unanimously carried.
MONTHLY REPORTS - JANUARY 2001
By motion of Mrs. Malone, seconded by Mr. Carey, the following monthly reports were accepted:
Chief of Police Report
Planning and Inspections Report
City Assessor Report
City Clerk/Alderman Report (Fines)
City Manager's Report
Mayor's Report
General Fund, Cash Receipts & Budget Report
Water/Sewer Fund, Revenue & Budget Report
Electric Revenue Fund, Revenue & Budget Report
Improvement and Extension Fund, Cash Receipts & Budget Report
Internal Service Fund, Revenue & Budget Report
ANNUAL REPORT - POLICE DEPARTMENT
Members were provided with the 2000 Annual Report of the City of Dover Police Department for their review. Several members commended the Chief of Police on the preparation of an outstanding report that is thorough and easy to understand, feeling that it depicts the quality of City employees. He was also commended for the many additional programs added throughout the year, with special recognition for receiving National Accreditation.
Mrs. Malone moved for acceptance of the 2000 Annual Report of the City of Dover Police Department, seconded by Mr. Salters and unanimously carried.
FIRST READING - PROPOSED ORDINANCES
Mr. Weller moved to waive the reading of the proposed ordinances before Council, seconded by Mrs. Malone and unanimously carried. Council President Christiansen 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 March 12, 2001.
Mr. Weller moved for acknowledgment of the first reading of the following proposed ordinances, by title only, seconded by Mrs. Malone and unanimously carried:
► REVISED BUDGETS FOR FISCAL YEAR 2000/2001
► CHAPTER 2 - ADMINISTRATION
►Article I - In General, Division 1 - Tax Exemptions and Board of Revision and Appeals
►Article II - Elections, Division 1 - Generally, Section 2-16
►Article III - City Council, Division 1 - General, Section 2-66(a)
►Article III - City Council, Division 1.5 - City Chaplain, Section 2-75(1)
►Article III - City Council, Division 2 - Legislative and Finance Committee
►Article VIII - Committees, Division 1.5 - Legislative and Finance Committee
►Article III - City Council, Division 3 - Safety Advisory Committee
►Article VIII - Committees, Division 2.5 - Safety Advisory Committee
►Article IV - City Manager, Section 2-96 through Section 2-100
►Article III - City Council, Division 2 - Disposal of Excess Property, Section 2-80 - Power to Dispose of Excess Property
►Article V - City Clerk, Section 2-116 - Appointment
►Article V - City Clerk, Section 117, Paragraphs (1) through (4)
►Article VII - Finance Department
►Article IX - General Employee Pension Plan, Division 1 - Generally, Section 2-186 - Form of Benefits, Paragraph (a)
►Article IX - General Employee Pension Plan, Division 1 - Generally, Section 2-186 - Form of Benefits, Paragraph (d)
►Article X - Deferred Compensation Plan - Section 2-211
► CHAPTER 19.5 - TAXATION, ARTICLE VII - TAX EXEMPTIONS AND BOARD OF REVISIONS AND APPEALS
► CHAPTER 22 - UTILITIES, ARTICLE I - GENERAL, SECTION 22-2 - POWER TO TERMINATE, DISCONNECT OR DENY CITY SERVICES DUE TO OUTSTANDING BILLS
REZONING REQUEST/FIRST READING - 421 AND 425 W. DIVISION STREET - HOLY TABERNACLE CHURCH OF LOVE
A request was received to rezone property located at 421 and 425 W. Division Street, owned by Holy Tabernacle Church of Love. The property is currently zoned C-1A (Limited Commercial) and the requested zoning is C-2 (Central Commercial).
Prior to amending the zoning ordinances and zoning map of the City of Dover, a public hearing is required.
By motion of Mrs. Malone, seconded by Mr. Weller, Council unanimously referred the request to the Planning Commission and set a public hearing for April 9, 2001 at 7:30 p.m. The first reading of the following proposed ordinance was accomplished by title only:
AN ORDINANCE AMENDING THE ZONING ORDINANCE AND ZONING MAP OF THE CITY OF DOVER BY CHANGING THE ZONING DESIGNATION OF PROPERTY LOCATED AT 421 AND 425 W. DIVISION STREET.
Mrs. Malone moved for adjournment, seconded by Mr. Weller and unanimously carried.
Meeting Adjourned at 8:27 P.M.
JANICE C. GREEN
CITY CLERK
All orders, ordinances and resolutions adopted by City Council during their meeting of February 26, 2001, are hereby approved.
JAMES L. HUTCHISON
MAYOR
/JG
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