COUNCIL COMMITTEES
The Council Committees Meeting was held on January 22, 2001, at 6:30 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, and Mr. Weller.
AGENDA ADDITIONS/DELETIONS
Mr. Carey moved for approval of the agenda, seconded by Mrs. Malone 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.
Bid - In-House Reappraisal
As authorized by Council during their Regular Meeting of November 27, 2000, the City Assessor began the process of conducting an in-house property revaluation of all commercial, residential, and exempt properties within the City of Dover. This project will be conducted with the assistance of an outside consultant/independent agent for the reassessment of 25-30 of the City’s largest commercial properties. Bids were solicited with the sole bid being received from Cole-Layer-Trumble Company, in the amount of $59,700.
Staff recommended approval of the bid from Cole-Layer-Trumble Company in the amount of $59,700 for assisting the City Assessor in the reassessment of 25-30 of the City’s largest commercial properties.
In response to Mr. Gorman, City Assessor Cooper explained that the initial estimate included the hiring of a part-time temporary employee and that since they are able to utilize in-house staff for this project, the bid submitted was reduced to exclude that cost.
Mr. Carey moved to recommend approval of staff’s recommendation, seconded by Mr. Gorman and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mr. Gorman and unanimously carried.
Meeting Adjourned at 6:38 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairwoman Malone presiding. Members present were Councilmen Pitts and McGlumphy, and Mr. Davis. Mrs. Moerschel was absent.
Update - Dover Regional Recreation and Sports Facility at Schutte Park
General Fred Vetter addressed members to provide a monthly update on the Dover Regional Recreation and Sports Facility at Schutte Park. He reviewed action that has occurred during the past few weeks as the day of the Referendum approaches (scheduled for February 3, 2001). He stated that the community information efforts are on-track and on-schedule, with the goal of fully educating the public regarding this project. It appears that the more that the public knows, the more support and enthusiasm they have for the project. Although there have not been many, General Vetter stated that the majority of any negative comments are the result of not having the facts on which to base a valid judgement. He assured members that the DRFC is willing to meet with anyone to answer questions or discuss their concerns. General Vetter relayed appreciation to the news media for the magnitude of assistance that has been provided in relaying information to the public.
Responding to Mr. Weller, General Vetter felt that it would be difficult to determine a proposed operating expense amount until the final cost of the facility is confirmed as well as the state of the economy.
Mr. Weller indicated that although he supports the project and feels that it is needed in the City, he has concerns with the projected user fees and tax rate increase for the citizens. He also questioned if the appropriate information is being disseminated to the public regarding these costs.
Mrs. Malone felt that the City has always been fiscally responsible and will continue to be. Referring to the previous police station expansion bond referendum for $3M, she stated that, while the bonds were issued, no tax rate increase was instituted. Mrs. Malone assured members that fund raising will continue for this project.
In regards to concerns of Mr. Weller, Council President Christiansen suggested that both whole dollar and percentages of the potential tax rate increase be utilized in providing information to the public.
In reference to the user fees, Mr. Salters relayed concerns of providing assistance to those that would otherwise be unable to afford to use such a facility.
Responding, General Vetter stated that the user fees have been considered to allow anyone use of the facility and that once the referendum work is complete, these concerns will be further addressed and a proposal will be submitted for consideration by the City.
Mr. McGlumphy complimented the DRFC for an extraordinary job in informing the public of the proposed project. He noted that the DRFC has been working on this project since 1996, with initial discussions beginning in 1987, and that it is now 2001. Although he could not project what the economy will be in three (3) to four (4) years, Mr. McGlumphy assured members that the longer this project is delayed, the more costly the project will become. He felt confident that the DRFC, Council, and staff will continue to seek means to enable the facility to be “all inclusive”, noting the many organizations in the community that have resources to assist the City with this endeavor.
To address concerns of Mr. Salters, Mr. Pitts advised members that he has been associated with sports, recreation, and athletic clubs for many years and that there were similar concerns when the Salvation Army, Boys & Girls Club, and YMCA were constructed. These organizations/clubs have survived and, although they do not meet the needs of every individual in the City, they provide means for those individuals that wish to participate. Mr. Pitts urged members not to lose site of the need for the facility and delay construction simply for fear that there will be individuals not able to afford its use. He felt confident that once the facility is constructed, there will be resources available to the City that will allow anyone wishing to use the facility the opportunity to do so.
Mr. Davis indicated confidence that the City can resolve any concerns that have been relayed and indicated his support for the project as a taxpayer and property owner. It was his hope that the City can move swiftly to have this project come to fruition.
Mr. Truitt felt that the City is not capable of providing specifics regarding operating expenses at this time; however, projections have been provided based on studies, past performance, etc. Although the need for such a facility is evident, the City must remain fiscally responsible. He indicated his experience that a positive attitude can bring positive results and urged members to eliminate negative thoughts and comments.
Mrs. Malone moved for adjournment, seconded by Mr. McGlumphy and unanimously carried.
Meeting Adjourned at 7:08 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Weller presiding. Members present were Councilmen Pitts and Truitt, Mr. Lambert, and Mr. Nichols.
Evaluation of Bids - Southwest Water Loop - Phase I (Materials Only)
In accordance with the City’s FY2001 Budget and CIP, the Public Works Department has proposed to extend a 12 inch water distribution main from Hazlettville Road south along Wyoming Mill Road for approximately 5,000 linear feet and then east 2,500 linear feet to the existing distribution system in New Burton Road. This project will provide water service to areas within the City limits which are not currently served. In addition, water supply will be available to parts of the City which are now undeveloped but have expressed development interest. Phase I of the project includes material to construct approximately 4,500 linear feet of the proposed project. Funding is available in the Water Improvement and Extension Fund. The remainder of the project will be included in the FY2002 budget. Construction of Phase I will be completed by the in-house construction crew.
Bids for the materials were received as follows:
Utility Piping Systems, Inc. (Smyrna, DE) $66,533.88
Dover Plumbing Supply Co. (Dover, DE) $66,900.97
U.S. Filter (Newark, DE) $71,852.24
Since there is not much difference between the two (2) low bids, staff recommended consideration of the local bidder preference in accordance with the City’s purchasing policy and that the bid be awarded to Dover Plumbing Supply Company, in the amount of $66,900.97, for the purchase of materials for Phase I of the Southwest Water Loop. Members were also advised that there have been problems experienced with the accuracy of deliveries from the apparent low bidder. In addition, all materials purchased during the actual construction necessary due to unforeseen ground conditions will be purchased directly from Dover Plumbing Supply Company because of material availability and their close proximity to the project area.
Mr. Truitt moved to recommend approval of the bid to Dover Plumbing Supply Company in the amount of $66,900.97 for the purchase of materials for Phase I of the Southwest Water Loop (Project #WD0106), as recommended by staff. The motion was seconded by Mr. Lambert and unanimously carried.
Street Waiver Request - Lands of Michael J. Bandurski - Conceptual Subdivision
In accordance with Subdivision Regulation, Appendix A, Article VI, Section A of the City Code, a street pavement width of 38’ within a 60’ right-of-way is required with no variation given for whether on-street parking is controlled. A petition to waive certain subdivision street design standards has been received for lands of Michael J. Bandurski, Conceptual Subdivision, which is located on the northwesterly corner of the intersection of Ridgely Street and Fulton Street Extended, south of and adjoining lands of Playtex Apparel, Inc., as follows:
1)Waiver from the 60’ minimum right-of-way requirement, to permit a 40’ right-of-way width.
2)Waiver from the 38’ paved width for public streets, to permit a width of 22’.
Mr. DePrima explained that the Ridgely Street right-of-way is currently 40.12’ in width at its northerly terminus adjoining the subject property. An existing driveway of 22’ in width runs from the terminus of the Ridgely Street right-of-way to the entrance gate at the Playtex manufacturing facility. This driveway, which does not have curb and gutter at the present time, provides access to the Playtex complex from Ridgely Street, and is governed by a recorded two (2) party easement agreement. The applicants seek approval to extend the public right-of-way of Ridgely Street a distance of 203.07’ while maintaining a 40’ right-of-way width. Mr. DePrima advised members that the applicants are also seeking acceptance of that portion of the existing 22’ wide access driveway, in its as-built condition, as a dedicated public street to be maintained by the City.
The Planning Commission recommended approval of the waivers with the exception that the proposed 22’ paved width be increase to 24’ and that the paving construction be brought up to current standards as set forth by the Public Works Department.
Responding to Mr. Nichols, Mr. DePrima indicated that since the request for street waivers is for the right-of-way and paved widths, all other standards will be required such as sidewalks, curbing, and level of road construction. He explained that the property consists of a seven (7) acre parcel, and that the applicant proposes to split the property into two (2) large lots. In accordance with the City’s subdivision regulations, there must be 200’ frontage. In this particular case, the road that is being proposed extends only 200’, and that there is another 160’ of roadway that will not be subject to these subdivision regulations. Mr. DePrima further explained that although the extended property (160’ roadway frontage) is owned by Mr. Bandurski, Playtex Apparel, Inc. has an easement over the property.
In response to Mr. Weller, Mr. DePrima stated that parking is not generally permitted on 24’ wide streets.
Mr. Pitts moved to recommend approval of the street waiver request as recommended by the Planning Commission, stipulating that parking be prohibited on both sides of the roadway. The motion was seconded by Mr. Nichols and unanimously carried.
Utility Line Clearance and Tree Removal Contract
The Electric Department retains a private contractor for rear yard tree trimming work in order to keep the trees away from the power lines. Rear yard climbing work is very time consuming and a private tree trimming crew can be assigned to specific problem areas. City tree trimming crews can then address problems throughout the entire electric system as they arise.
Bids were solicited for a utility line clearance and tree removal contract to furnish all necessary equipment, machinery, supplies, tools, apparatus, means of transportation, and labor necessary to perform utility tree clearance work in full and complete accordance with the specifications of the Electric Department. Bids were let as follows: 1) on the basis of time and materials and the qualifications of the bidder to perform the work; 2) the quantity of work is dependent upon the needs of the City and the funds allocated for this purpose; and 3) the terms of the contract are 36 months with each 12-month period bid separately. Asplundh Tree Expert Company and Drew’s Tree Care were the only two bids received and although Drew’s Tree Care submitted the low bid, their bid was withdrawn due to an inability to provide the necessary equipment to carry out the contract as specified.
The bid packet requested hourly rates for a three (3) person aerial lift crew, which will be a climbing crew with the flexibility of operating an aerial lift truck when necessary. The rates are as follows:
CREW 2001 2002 2003
Three Person Aerial Lift Crew/Hour $ 81.83 $ 84.03 $ 86.20
The bid packet also requested hourly rates for this crew to perform emergency work if severe weather conditions required emergency assistance. The rates are as follows:
CREW 2001 2002 2003
Three Person Aerial Lift Crew/Hour $108.20 $111.14 $113.97
It was noted that the rates reflect a three percent (3%) increase per year.
Staff recommended that the contract for utility line clearance and tree removal be awarded to Asplundh Tree Expert Company for a three (3) year period, from January 2001 through December 2003, for a three (3) person aerial lift crew at the prices indicated above.
Mr. Nichols moved to recommend approval of staff’s recommendation, seconded by Mr. Lambert and unanimously carried.
Acceptance of Dedication of Rights-of-Way, Utilities and Public Improvements - Millcreek Subdivision (Phase III)
The developer of Phase III of the Millcreek Subdivision, Village Builders, Inc., has requested that the rights-of-way, utilities and public improvements be accepted for maintenance and ownership by the City. After construction was completed, staff inspected the public improvements and provided the developer with a list of repairs necessary to meet the City’s standards and specifications, which have been completed.
Staff recommended acceptance of the dedication of Phase III of the Millcreek Subdivision, as follows:
Utilities
8" PVC Sanitary Sewer Main - 794 l.f
6" PVC Sanitary Sewer Laterals - 900 l.f. (30 laterals)
4' Diameter Sanitary Sewer Manholes - 3 each (16.79 vertical feet)
8" Ductile Iron Water Main - 710 l.f.
6" Ductile Iron Water Main - 195 l.f.
8" Gate Valves - 3 each
6" Hydrant Valves - 1 each
Fire Hydrants - 1 each
6" Blow Off w/Street Valve Box - 1 each
Catch Basins - 5 each
15" R.C.P. Storm Water Pipe - 234 l.f.
18" R.C.P. Storm Water Pipe - 74 l.f.
18" C.M.P. Storm Water Pipe - 195 l.f.
Roads
Grinding Wheel Drive - Station 6 + 34 to Station 10 + 53
Waterfall Drive - Station 0 + 00 to Station 4 + 22
Mr. Nichols relayed concerns regarding an expanded joint located in this development. It was his feeling that the repairs should be required, unfortunately, the asphalt plants will not open until mid-April.
Responding to Mr. Lambert, Mr. O’Connor stated that a one year maintenance bond has been submitted and that if there is any problem, specifically if the joint does not seal correctly, under the warranty the City has the right to require the contractor to make the necessary repairs. If there
is any water seepage and it can be determined that there is a base erosion, the repairs will be required in accordance with the warranty. Mr. O’Connor assured members there is a warranty that pays 100% for a 12-month period if there is any deterioration of the roadway.
Since several members relayed concern with the acceptance as requested for Phase III of the Millcreek Subdivision, Mr. Weller questioned if members felt that the matter should be tabled at this time. It was his feeling that tabling this matter would provide members the opportunity to review the entire area prior to making a final decision.
Mr. Carey suggested that the City take pictures or have a VHS tape of the area that could provide proof at a later time that the problem existed.
Mr. Nichols moved to table action on the acceptance of the dedication of Phase III of the Millcreek Subdivision until the concerns regarding the roadwork have been resolved. The motion was seconded by Mr. Pitts and carried with Mr. Lambert voting no.
Responding to Mr. Truitt, Council President Christiansen stated that this matter will be placed on the February 12, 2001 Utility Committee Agenda and will be subject to the required motion to remove it from the table before any further discussion.
Mr. Truitt moved for adjournment, seconded by Mr. Nichols and unanimously carried.
Meeting Adjourned at 7:35 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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