COUNCIL COMMITTEES
The Council Committees Meeting was held on August 28, 2000, at 6:15 p.m., with Council President Christiansen presiding. Members of Council present were Mr. McGlumphy, Mr. Pitts, Mr. Truitt, Mr. Carey, Mr. Salters, Mr. Weller and Mayor Hutchison. Mr. Gorman and Mrs. Malone were absent.
AGENDA ADDITIONS/DELETIONS
Mr. Carey moved for approval of the agenda, seconded by Mr. Truitt and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilman Carey, Mr. Merritt, and Mrs. Street. Councilman Pitts was deputized to serve in the absence of Councilman Gorman.
Review of Investment Policy
In 1998, the City of Dover initiated an Investment Policy to formalize the objectives and provide parameters of investments for all City funds. In accordance with Section 14.0 of the policy, it is to be reviewed at least once every two (2) years for possible modifications.
Staff recommended reaffirmation of the current Investment Policy.
Mr. Carey requested that Page 2, Section 4.3, Delegation of Authority, of the Investment Policy, which reads “... records of the City’s investment activities are kept for at least three years...”, coincide with Page 5, Section 7.6.2.5, Internal Control on Such Transactions, which reads “... records will be kept on City records for ten (10) years.”
Mr. Salters moved to recommend acceptance of the Investment Policy with an amendment to Section 4.3 for maintaining records for ten (10) years. The motion was seconded by Mr. Merritt and unanimously carried.
Proposed Budget Revisions
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 submitted the first proposed revisions to the 2000/2001 budget.
Mr. Pitts moved to recommend acceptance of the proposed budget revisions (Attachment #1), as recommended by staff. The motion was seconded by Mr. Carey and unanimously carried.
Request for Senior Accountant Position
Members considered a request from Mr. Karia, Finance Director/Treasurer, proposing the addition of a Senior Accountant Position to the Finance Department.
Mr. Karia indicated that the Finance Department continuously has the need for a professional with accounting, finance, and analytical skills. He stated the need is relative to the Comprehensive Annual Financial Report, Citizens Report, Monthly Budget Reports, Assets Accounting, Bond Projects, Banking Activities, and all accounting activities including General Ledger, Payroll, Accounts Payable, Grants Accounting, and preparing IRS forms. With the quantity of this type of work increasing, such a position is needed at this time. Staff recommended the creation of a Senior Accountant position in the Finance Department.
Taking into consideration the recent retirement plans of Mr. Karia, Mayor Hutchison questioned who would be responsible for the hiring of the new employee. Mr. Salters indicated that the new employee would be hired by the current Finance Director.
Mr. Salters moved to recommend approval of staff’s recommendation, authorizing the creation of a Senior Account Position for the Finance Department. The motion was seconded by Mr. Merritt and unanimously carried.
Proposed Zoning Ordinance Amendments - Site Plan Review; Building Elevation Drawings
As the City of Dover continues to grow and becomes denser, the physical appearance of buildings, their relationship to one another, and their contributions to the overall image of Dover has emerged as an area of growing concern. For these reasons, the Planning Commission recommended approval of the four (4) proposed zoning ordinance amendments, as follows:
→ Article 10 - Planning Commission, Section 1.6 - Submission Requirements Accompanying Applications for Conditional Use Permits, Subsection 1.65 - Proposed Development
→ Article 10 - Planning Commission, Section 1 - Site Development Plan Approval, Subsection 2.2 - Objectives
→ Article 10 - Planning Commission, Section 2.5 - Site Development Plan Elements, Subsection 2.54 - Proposed Development
→ Article 5 - Supplementary Regulations, Section 19 - Building and Architectural Design Guidelines
The amendments would give the Planning Commission the authority to consider physical orientation and architectural characteristics of proposed buildings and their relationship to existing buildings.
Included in the amendments would be the creation of an Architectural Review Oversight Subcommittee. For those projects that do not meet architectural guidelines, the Planning Commission would refer them to the Oversight Committee. The committee, which will include design review professionals, would be charged with reviewing the project and forwarding their recommendation to the Planning Commission for consideration.
Responding to Mr. Truitt, Mr. DePrima indicated that franchise businesses typically have several models to choose from and felt that the proposed amendments would not discourage a company from opening a site in the Dover area. He felt confident that the Planning Commission would be flexible when enforcing the requirements of the proposed amendments.
Mr. Carey moved to recommend approval of the zoning ordinance amendments (Attachment #2), as recommended by the Planning Commission. The motion was seconded by Mr. Pitts and unanimously carried. (It is noted that a public hearing is required and it is recommended that the public hearing be scheduled for September 25, 2000 at 7:30 p.m.)
Mr. Carey moved for adjournment, seconded by Mr. Pitts and unanimously carried.
Meeting Adjourned at 6:43 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Weller presiding. Members present were Councilmen Pitts and Truitt, and Mr. Nichols. Councilman Carey was deputized to serve in the absence of Mr. Lambert.
Annexation Request - Properties Located on the northeast intersection of Route 13 and Rustic Lane, owned by Marvin Faircloth, Jr. and Thomas F. David (Equitable Owner - Wawa, Inc.)
Members considered an annexation request for properties located on the northeast intersection of Route 13 and Rustic Lane, consisting of 3.7 acres. The properties are owned by Marvin Faircloth, Jr. and Thomas F. David. The equitable owner is Wawa, Inc.
Mr. DePrima advised members that the Planning Commission recommended approval of the annexation. He stated that the Interim Annexation Policy considers this area as most desirable due to its proximity to existing services. The annexation of such under-developed properties is in conformance with the City’s annexation policy and Comprehensive Plan. These properties are located in a very visible part of the gateway into the City and having these properties developed under the guidelines of City Ordinances and the Planning Commission would help insure that it maintains a very high quality appearance.
Responding to Mr. Nichols, Mr. DePrima indicated a final determination has not yet been made regarding a deceleration lane. He stated a final determination will be made when a site plan is made available for review.
In response to Mr. Weller, Mr. DePrima stated that there are no environmental issues to be concerned with regarding this site.
Mr. Nichols moved to recommend approval of the Planning Commission’s recommendation for annexation of the properties located on the northeast intersection of Route 13 and Rustic Lane. The motion was seconded by Mr. Truitt and unanimously carried.
Cheswold Aquifer Well Program - Change Order #1
During the Regular Council Meeting of April 10, 2000, City Council awarded a bid to American Water Well Systems (Seaford, Delaware), in the amount of $134,112 to construct two (2) groundwater production wells. The new wells will replace Well #13 which was abandoned in the late 1980's. In addition, the new wells will help the City recover well yield losses from its existing Cheswold wells which have occurred over the last 15 years. The original contract included all costs to drill and test two (2) large diameter groundwater wells. A proposed pump and motor size was included in the original drilling specifications. Since the original contract was awarded, the wells have been drilled and the required pump tests have been completed.
Phase 2 of the program includes the installation of the miscellaneous piping, valves, and metering necessary to deliver the water supply from the new production wells to the City’s water distribution systems. A change order has been received from American Water Well Systems in the amount of $59,928 to install the miscellaneous piping, valves, and metering.
Mr. O’Connor informed members that the change order also includes an upgrade to the original pump proposal due to the anticipated increase in well yield. This change order will increase the contract amount from $134,112 to $194,040. The pump tests and change order have been evaluated by Davis, Bowen & Friedel and have been found to be acceptable.
Funding for this project is available through the City’s 2000-01 budget for the Water Improvement and Extension Fund. Staff recommended that a change order be made to American Water Wells Systems in the amount of $59,928.
Mr. Carey moved to recommend approval of staff’s recommendation, seconded by Mr. Nichols and unanimously carried.
Mr. Nichols moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 6:57 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/lcg
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