COUNCIL COMMITTEES
The Council Committees Meeting was held on February 12, 2001, at 6:00 p.m., with Council President Christiansen presiding. Members of Council present were Mr. McGlumphy, Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, Mr. Weller, and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Carey moved for approval of the agenda as presented, seconded by Mr. Truitt and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilmen Carey and Gorman, Mr. Merritt, and Mrs. Street.
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.
Responding to Mr. Salters, Mr. O’Connor explained that the exact amount of funds budgeted in next year’s budget for this purchase (estimated at $20,000) will be included in the budget revisions/ordinance when presented to Council for a first reading.
There were no objections from members to include the purchase for replacing Vehicle #12 in the budget revisions/ordinance as requested.
Mr. Gorman moved to recommend acceptance of the proposed budget revisions/ordinance (Attachment #1), as recommended by staff. The motion was seconded by Mr. Carey and unanimously carried.
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).
Responding to Mr. Weller regarding the proposed amendment to Section 2-16, Mrs. Green explained that a legal opinion from the City Solicitor indicates that the term “partnership” is included in the terms “firms or associations” and should be entitled to one vote upon producing a resolution of the partnership authorizing a certain partner to vote similar to the corporation requirement. The proposed amendments incorporates the opinion. These voting privileges are strictly for annexations; in order to vote in the municipal election, an individual must be registered with the State of Delaware and reside within the corporate limits of the City of Dover.
Mr. Salters relayed concern with the request to amend Section 2-2 (Section 19.5-51 after amending) to authorize the City Assessor to grant tax exemptions to senior citizens, feeling that all such matters should be presented to Council for final approval. Responding, Council President Christiansen stated that an application must be submitted for tax exemption for senior citizens that includes specific qualifications for such exemption. Considering the numerous requests of this nature that are received, it was his feeling that the City Assessor should continue to be permitted to grant senior citizen tax exemption, with the larger, more complex tax exemptions/reductions to be considered by Council through the Tax Appeals Committee.
Mr. Carey moved to recommend adoption of the proposed amendments to Chapter 2 of the Dover Code, as recommended by staff (Attachment #2). The motion was seconded by Mr. Merritt and unanimously carried.
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.
After reviewing the revised policy, Mrs. Mitchell stated that staff had questions with regards to Section VI, Meals, Paragraph 6.3. She explained that 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.).
In explaining his concerns, Mr. O’Connor stated that there have been situations whereby an opportunity has arisen to meet with another conference attendee to discuss a mutual issue pertaining to the City and he has chosen to have lunch with the individual rather than attend the lunch provided in conjunction with the conference. According to the revised policy, the City employee would not be reimbursed if the conference was providing lunch for attendees. It was his opinion that there could be extenuating circumstances and felt there should be a provision in the travel policy that would allow for such reimbursement if it is justified by benefitting the City (or for City related business). Mr. O’Connor felt that such an exception should be included and that it could be accomplished by requiring the employee to provide justification for the reimbursement, such as inclusion of an explanation for not attending the provided meal.
After much discussion regarding this matter, Mrs. Mitchell explained that upon approval of the Travel Policy by Council, there will be no exceptions and that reimbursement of a meal for the situation described by the City Manager will not be authorized unless an exception is included in the policy.
Responding, 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.
Mr. Carey moved to recommend 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. The motion was seconded by Mr. Gorman and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 6:36 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Weller presiding. Members present were Councilmen Pitts and Truitt, Mr. Lambert, and Mr. Nichols.
Acceptance of Dedication of Rights-of-Way, Utilities, and Public Improvements - Millcreek Subdivision (Phase III)
During the committee meeting on January 22, 2001, members considered a request to have the rights-of-way, utilities, and public improvements accepted for maintenance and ownership by the City. After discussing the matter, members tabled action until the concerns regarding the road work have been resolved. This will also give members the opportunity to review the entire area prior to making a final decision.
Mr. Truitt moved to remove the matter from the table, seconded by Mr. Pitts and unanimously carried.
Responding to Mr. Lambert, Mr. O’Connor confirmed the receipt of a one year maintenance bond that would provide the City the right to require the contractor to make the necessary repairs, specifically in this case, if the joint does not seal correctly. These types of streets have been accepted by the City in the past and there have not been problems. He stated that pictures of the site can be taken for future reference if necessary.
Mr. Nichols moved to recommend acceptance of the dedication of rights-of-way, utilities, and public improvements for Millcreek Subdivision (Phase III) as requested. The motion was seconded by Mr. Truitt and unanimously carried.
Bid - Circuit Switcher, Disconnects, and Switchgear - Proposed Dover Downs Substation Addition
Due to the planned additions to the Dover Downs Raceway (1,000 slots, 20,000 grandstand seats, and a 500-room hotel) and the continued growth in the northwest area of Dover, a new substation is required to accommodate the increase in load. These additions to Dover Downs will impact the distribution system considerably and will require additional capacity. Dover Downs has informed the Electric Department that the increase in load is estimated to be up to eight (8) megawatts.
Dover Downs has agreed to provide the required property for this substation at no cost to the City. Duke Engineering Solutions will provide the engineering services required to build the substation. Conceptual drawings and the transformer specifications have been completed, requests for qualifications have been submitted, and bids have been received. Since additional substations are required in the Long Range Plan for the Electric Department, the design shall become the “standard substation design package” for all future substation projects. This standardization will expedite future substation equipment procurement and construction.
The plan is to construct a 20/28/33 MVA 69/12kv four-circuit distribution substation on Dover Downs property. Due to the cost and extended delivery time, the transformer purchase has been submitted, approved, and purchased with delivery expected at the end of May 2001. At this time, staff requested authorization to purchase the circuit switcher, disconnects, and switchgear. A request for steel structures and construction and engineering services will be submitted in the near future.
Mr. O’Connor stated that once completed, the substation will provide four (4) additional 8-megawatt distribution feeders to the area, with one each being dedicated to Dover Downs Raceway, Dover Mall, and Delaware State University. The additional feeder will be provided for
the anticipated load growth in the northwest area of Dover. This substation will also provide the seriously needed relief and backup for the already loaded feeders at McKee and Frazier Substations.
In addition, Mr. O’Connor explained that the existing 69kv loop has limited fault isolation capabilities which means the loss of several substations when a fault occurs on the 69kv line. As an added benefit, the proposed substation shall be designed to insert a “zone of protection” which will improve system reliability by providing added fault isolation capabilities on the 69kv loop.
Staff recommended approval of the purchase of the switchgear from the low bidder, Pedersen, for $548,720; approval of the purchase of the circuit switcher from the sole bidder, Chapman, for $41,389.95; and approval of the purchase of the disconnects from the sole bidder, Chapman, for $36,073. Funds for this project are available in the Electric Department’s Improvement and Extension Fund. It was also noted that Chapman was recommended by Duke Engineering for equipment compatibility. Due to time constraints, staff requested that this matter be considered during the Council Meeting later this evening for final approval.
Mr. Nichols moved to recommend approval of staff’s recommendation and that this matter be presented to Council this evening for action. The motion was seconded by Mr. Pitts and unanimously carried.
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, as follows:
Two 3-Chip Remote Controlled Cameras ($15,000 each) - $30,000
On-Site Switcher - 8,000
Installation - 2,000
TOTAL - $40,000
Mr. Worley 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 airtime 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.
Referring to the Franchise Agreement with Comcast, Mr. Lambert recollected there being a provision that would provide the City the opportunity to run its own Channel. Previously, the City did not feel they were prepared and chose not to pursue the matter. It was his feeling that if the City discussed the matter further with Comcast, there may be a compromise. 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.
Mr. Truitt moved to refer 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. The motion was seconded by Mr. Nichols and unanimously carried.
Proposed Phase II Reconductoring 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. Because of 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.
Bids for Phase II of this project for poles and materials only have been received, as follows:
Vendor Materials Poles
Dixie Electric Supply No Bid $81,330.00
Wesco $56,488.85 $76,380.00
Utiliserve $64,566.81 No Bid
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.
Mr. Nichols moved to recommend approval of staff’s recommendation, seconded by Mr. Lambert and unanimously carried.
Mr. Weller moved for adjournment, seconded by Mr. Truitt and unanimously carried.
Meeting Adjourned at 6:55 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/lcg
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