COUNCIL COMMITTEES

The Council Committees Meeting was held on August 14, 2000, 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. Weller moved for approval of the agenda, seconded by Mr. Gorman and unanimously carried.

LEGISLATIVE AND FINANCE COMMITTEE

The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilmen Carey and Gorman, and Mr. Merritt. Mrs. Malone was deputized to serve in the absence of Mrs. Street.

Economic Development Grant - CDEDC

The Central Delaware Economic Development Council received a $50,000 matching grant from the Delaware Economic Development Office for a comprehensive marketing plan for Kent County. The funds will be used toward the creation of marketing materials, including brochures, direct mailing materials, costs associated with advertising space, and attendance at targeted trade shows.

Mr. O’Connor stated the Central Delaware Economic Development Council has requested that the City of Dover assist in providing $10,000, with Kent County contributing $25,000 and other cities and private donations making up the balance of $15,000.

Mr. O’Connor believes that the funding will benefit the City by encouraging an industrial business to the Dover area, ideally at the Garrison Farm, and recommended authorization to pay up to $10,000 as the City’s share of the matching grant. Funding is available through the Electric Economic Development Fund.

Mrs. Malone moved to recommend approval of staff’s recommendation, seconded by Mr. Carey and unanimously carried.

Bid - Evaluation of Proposals - Liability and Property Insurance

Bids were solicited for Liability and Property Insurance through two (2) brokers, L&W Insurance Agency and Commerce National/J.A. Montgomery. Bids received were as follows:

       *price includes underground storage tank coverage; other bids do not.

Mr. O’Connor noted that the bid received from L&W was the only bid that included underground storage tank coverage.

Staff recommended awarding the Liability and Property Insurance bid for fiscal year 2001 to Kemper Insurance Company, through L & W Insurance Agency, in the amount of $322,741.

Mrs. Malone moved to recommend approval of staff’s recommendation, seconded by Mr. Carey and unanimously carried.

All-America City Sub-Committee Report

During the Regular Council Meeting of July 10, 2000, City Council authorized the organization of a sub-committee to review the extent of the application process for the All-America City Award and to formulate a recommendation.

Mr. Gorman reported that the sub-committee met and indicated that there are many months involved in the preparation of the application and several people, including a team of staff, residents, community leaders, teachers, representatives of community organizations, and volunteers required to prepare the application. He stated that a “first time” application rarely receives the award and that the award is a one year designation.

The application fee, which is based on population, would cost the City of Dover $375. A part of the process requires representatives of a city nominated to receive an “All-America City” award to travel for a three-day competition, which would involve additional expenses for the City. In totality, he estimated that it could cost up to $10,000 to apply for the award.

Mr. Gorman alluded to recent articles that appeared in the Dover Post regarding the “Best Places to Live and Work”. According to Forbes, Dover, Delaware was ranked 23 out of 94 “Best Smaller Places” and according to Employment Review, Dover, Delaware was ranked 5^th for “America’s Best Places to Live and Work 2000 - Top Small Cities”. He felt that to be an “All-America City”, one does not necessarily have to receive such an award. Mr. Gorman reported that it was the consensus of members that the application process would be labor intensive and time consuming and could not justify the benefit of the award over the costs that would be involved, in both time and money.

No further action was taken by the committee regarding this issue.

Proposed Ordinance Amendment - Deferred Compensation Plan

In accordance with Section 2-214 of the Dover Code, employees that are members of the deferred compensation plan are required to contribute a minimum of two (2) percent of their compensation, with the City contributing an amount equal to the employee’s contribution up to a maximum of five (5) percent of the employee’s compensation. As a result of union negotiations, staff has recommended that the employee’s minimum contribution be increased to three (3) percent and the City’s maximum contribution be increased to six (6) percent. In order to accomplish this, and ordinance amendment is required.

Mr. O’Connor assured members that there will be no unfunded liability risk to the City and felt that it is a relatively low cost benefit as well as an encouragement for employees to be active in the deferred compensation plan.

Mr. Gorman moved to recommend adoption of the proposed ordinance amendment as recommended by staff (Attachment #1), seconded by Mrs. Malone and unanimously carried.

Review and Proposed Amendments - Purchasing Policy

The City currently follows a written purchasing policy which provides the guidelines for all purchases. The policy was adopted by the Council in 1984 and amended in 1989, 1993, and 1996. Staff submitted proposed amendments to the purchasing policy that would allow flexibility and speed so that the highest level of quality service can be delivered to our residents, businesses, and organizations. Mr. Karia, Finance Director, explained the proposed amendments, as follows:

It was also requested that Section No. 3.20 be added to the Purchasing Policy, to read as follows:

Specifications: The Department requesting the purchases will prepare the complete specifications for the items and provide them to the City’s purchasing agent.

Mr. Gorman moved to recommend approval of the proposed amendments to the Purchasing Policy as recommended by staff, seconded by Mr. Carey and unanimously carried.

Discussion - City Referendum for the Regional Recreation and Sports Facility at Schutte Park

In an effort to move forward with the Regional Recreation and Sports Facility at Schutte Park, members considered the possibility of a referendum.

Mr. Salters reiterated that there have been many discussions regarding the project and that it has been identified as the City’s number one project; however, it was his feeling that Council must consider all variables involved and maintain fiscal responsibility when making their decision regarding the project.

In briefing members, Mr. O’Connor stated that the estimated cost of constructing the 77,000 square foot building is $8.9M and to completely furnish the building is estimated at $3.1M, for a total estimated cost of $12M. To date, with the assistance of the State of Delaware General Assembly and private donations, the City has raised approximately $4.1M. In addition, the City has committed $1M to be used for engineering and construction drawings. Mr. O’Connor advised members that the 501C(3) is in the process of formulating a local fund-raising group. To promote the project, a sign will be constructed at the site to publicize fund-raising efforts. He informed members that the first quarterly payment was made to Holark Systems for grant writing services and, although there has not been an appropriate amount of time to produce results, it is anticipated that more than $1M will be received through grant foundations.

Mrs. Malone reminded members that in August 1996, the DRFC was formed and that members have been working diligently on this project, as requested by the Parks and Recreation Committee and City Council. She felt that the citizens support the project and, considering the length of time it has been since its inception, that it is time to put the question before the public. Mrs. Malone suggested that staff be requested to prepare for a City referendum, including the formulation of a proposed tax rate increase so that the citizens can be made aware of the full impact of the Schutte Park Project.

It was Mr. Gorman’s feeling that the residents of Dover are unaware of the possibilities of Schutte Park and that there needs to be a public relations program to advise the public of all details regarding the project such as the costs as a taxpayer, costs as a user, and programs that will be made available to them at the facility. In order to set a date for the referendum, Mr. Gorman suggested that members determine the dollar amount for the referendum and how much time it will take for a public relations program to effectively notify the citizens of the project in totality.

Responding to Mr. Weller, Council President Christiansen explained that a referendum must be held when the City expends more than $1M of the public’s money. He proposed that the DRFC, Holark Systems, and 501C(3) be charged with raising no less than $4M additional funds, which would bring the total amount raised to $9M and a referendum could be set. In the meantime, Council President Christiansen felt that there should be an aggressive public relations campaign that will entice the citizens to vote in favor of the referendum, which should be held for no less than $3M.

Mr. McGlumphy summarized the past history of the need of an indoor recreation center in the City of Dover and of the many studies that have been done confirming the need for indoor recreational facilities. He stated that after 13 years, there have been eight (8) studies and reports that conclude the same - the City’s indoor recreational facilities are inadequate and noted that there have been no improvements made as a result. Mr. McGlumphy stated that, in essence the City has no adequate indoor recreational facility outside the usage of school buildings, which will not be available for use in the near future. He reminded members that the proposed Schutte Park Facility is not just for children, but for all, the young and old. Mr. McGlumphy requested that members allow the DRFC adequate time to educate the public regarding the proposed project prior to a referendum. It was his feeling that the public should have the right to vote on the issue, but that they should be informed as to what they would receive in support of a positive vote.

Responding to Mayor Hutchison, Council President Christiansen clarified that the $4M requested to be raised by the DRFC, Holark Systems, and 501C(3) does not include any monies that may be granted by the State of Delaware General Assembly.

Mayor Hutchison expressed gratitude towards Council and the DRFC for their efforts regarding the Schutte Park project. He strongly believes that the referendum should be considered only after the money to construct and furnish the building has been received. Mayor Hutchison informed members that when this building is complete, the City must consider issues such as operational costs and the necessity of hiring additional employees. He stated that there are many issues that need to be resolved and urged members to proceed with caution.

Mr. Truitt agreed that timing and public education are essential factors in scheduling a referendum. He cautioned members in delaying the scheduling of a referendum, feeling that it should not be set too far into the future in order to avoid an increase in costs and loss of momentum. Mr. Truitt suggested that a report be provided to members on the fund-raising and grant writing efforts in approximately three (3) months, with members having a tentative goal of setting the referendum in February 2001. Once the information regarding the fund-raising and grant writing efforts is obtained, a more definitive referendum date could be established.

Responding to Mr. Gorman, General Vetter requested that Council provide ample time to generate public support before a referendum is scheduled. He also felt that it is only fair to advise the public what the proposed facility will be providing them and the associated costs that will be involved. He requested that members delay setting the referendum until the first week in February 2001 to allow an aggressive information/education campaign and that a contract be authorized for a public relations specialist, at a cost of $18,000, to effectively promote the Schutte Park Project. General Vetter suggested that the possibility of a referendum being held on Saturday, February 5, 2001.

Mrs. Malone moved to recommend that a $3M referendum be scheduled for Saturday, February 5, 2001, contingent upon an additional $4M being acquired through the efforts of the DRFC, 501C(3), and Holark Systems prior to the date of the referendum; and approval of the contract for a public relations specialist, at a cost of $18,000. The motion was seconded by Mr. Carey.

In response to Mayor Hutchison, General Vetter relayed concern that the monies anticipated to be received from the State of Delaware General Assembly cannot be included in the $4M funds required to be raised.

Mr. McGlumphy felt that it is totally unreasonable to expect the 501C(3) Committee to raise an additional $4M by February 2001 and did not agree that the referendum should be held contingent upon a certain amount of additional funds being raised. He suggested that the referendum be held and if necessary, that the project be scaled back by reducing certain programs.

Responding, Council President Christiansen explained that the $4M, whether it has been or is expected (committed) to be received, is a reasonable goal which is necessary to accomplish the Schutte Park Project in totality, including operating expenses. It will also allow for scholarships for the less fortunate, considering that there may be individuals that will not be able to pay the required user fees.

On a call for the question by Mr. Salters, the motion was unanimously carried.

Mr. Carey moved for adjournment, seconded by Mr. Gorman and unanimously carried.

Meeting Adjourned at 7:45 P.M.

UTILITY COMMITTEE

The Utility Committee met with Chairman Weller presiding. Members present were Councilmen Pitts and Truitt, Mr. Lambert, and Mr. Nichols.

Request for Waivers - Subdivision and Street Design Standards - Maple Glen Subdivision

Subdivision Regulations, Appendix A of the City Code, Article VI, Section A, specify a street pavement width of 38' within a 60' right-of-way with no consideration given to whether or not on-street parking is controlled. A petition to waive certain subdivision street design standards has been received for the Maple Glen Subdivision located on the south side of Denny’s Road approximately 2,000 feet west of McKee Road. The street waiver requests are summarized as follows:

1)        Waiver from the required 150' curve radius (in two curves), to permit a 100' curve radius.

2)       Waiver from the 60' minimum right-of-way requirement, to permit a 50' right-of-way width.

3)       Waiver from the 38' paved width from commercial road paving, to permit a paved width of 32'.

The Planning Commission recommended approval of the street waiver requests. In making this recommendation, they considered that reducing the pavement width of streets as proposed would provide several benefits including a reduction of impervious cover, less storm water runoff, reduction in design speed and resultant travel speeds, increased pedestrian safety, and a reduction in construction costs.

Mr. DePrima indicated that by reducing the 50' road right-of-way width, the developer has agreed to an additional 10' utility easement.

Mr. Lambert moved to recommend approval of the requested street waivers for Maple Glen, as recommended by the Planning Commission. The motion was seconded by Mr. Pitts and unanimously carried.

Electric Substation Fiber Optic Electronics

The City of Dover continues to move forward in the installation of fiber optic wire for the City’s electric utility and computer operations. Over the past year, fiber has been installed along an existing transmission loop on poles, which has connected all substations, including the SCADA systems. Fiber has been placed through all City buildings and both fire stations. All of these buildings have drops that will provide several types of communications among City buildings, beginning with computer operations and eventually other communications such as voice, video, etc. The additional available fiber may be leased to other users, which has been observed in other electric utilities and cities.

Electronics are now needed to utilize the fiber loop for SCADA and substation communications. After researching the products available to electric utilities, it has been concluded that the IMUX 2000 T1 multiplexer is best suited for substation uses. This communication system has been designed specifically for SCADA and substation applications. The system is manufactured by RFL electronics, the first to develop substation hardened T1 multiplexers providing excellent communications for voice, video, SCADA, and protective relaying.

The installation of the T1 multiplexers at each substation will coordinate with the new System Operations Center and SCADA Master Station Upgrade. Each substation RTU (Remote Terminal Unit for SCADA), substation telephone and line relaying equipment will utilize the electronics for communications to the System Operations Center as well as between all substations.

Rumsey Electric is the sole representative in our area for the manufacturer and was solicited for materials and engineering assistance, and quotes for electronics items as follows:

Total Cost

            Electric Administration                                  $ 13,900

            Substations (14)                                               147,392

            McKee Run                                                     11,004

            Spare Parts                                                       6,896

            Total Purchase                                                $179,192

Funding for this purchase is available through the City 2000-01 budget for the Improvement and Extension Fund. Staff recommended awarding the bid for the required electronics from Rumsey Electric (RFL Factor Representative) in the amount of $179,192.

Mr. Lambert moved to recommend approval of staff’s recommendation, seconded by Mr. Truitt and unanimously carried.

Bid - DDH-75-T Cable Puller and ATCC-111 Adapter Kit

The City’s current cable puller has repeatedly failed during cable installations resulting in work stoppages and is also underrated for pulling larger cable sizes. It was staff’s feeling that a new cable puller should be purchased that would be versatile enough to pull a wide variety of cables, have auto level wind, and control for improved operator safety.

A new cable puller would be utilized for large cable pulls and the existing puller for smaller jobs. This would allow the installation of all conductors and cables up to and including 750 MCM and fiber optic cable. It would also allow two cable pulling crews to work concurrently, optimizing time, equipment, and manpower.

Bids were solicited for the purchase of a DDH-75-T Cable Puller and ATCC-111 Adapter Kit and received as follows:

                                    Atlantic Southern Associates             $41,500

                                    Lift-All East, Inc.                               $48,025

Funding for this purchase is available through the City’s 2000-01 budget for the Improvement and Extension Fund. Staff recommended awarding the bid to Atlantic Southern Associates in the amount of $41,500 for the purchase of a DDH-75-T Cable Puller and ATCC-111 Adapter Kit.

Mr. Pitts moved to recommend approval of staff’s recommendation, seconded by Mr. Truitt and unanimously carried.

Bid - State Street Water Line Concrete Work

The South State Street water main upgrade, located between Water Street and the YMCA, is near completion. Mr. O’Connor advised members that the State of Delaware is responsible for paving the road after the City’s water main work is complete and has requested that the City complete the project as soon as possible. Although the water main work is expected to be complete within 10 - 14 days, there is an extensive amount of concrete work that would need to be completed prior to the milling and paving operations by DelDOT’s contractor.

The City of Dover’s concrete contractors are Coker Concrete, Inc. and Crystal Concrete, Inc. They are currently working on the City’s concrete program downtown and are unable to accept an additional project at this time. Therefore, staff contacted other contractors and a site meeting was conducted to review the scope of work. Only one (1) contractor submitted a bid, Alessio Azzaria, Inc. in the amount of $50,639.

In receiving the bid, it was determined that the unit prices were either comparable to or less than the current concrete contracts. The Public Works Department requested permission to award a contract under emergency work and issue a purchase order to Alessio Azzaria, Inc. on July 14, 2000 in order for work to begin on July 18, 2000. Mr. O’Connor advised members that

since there was an immediate need for the work to be accomplished, he authorized approval of the contract with Alessio Azzaria, Inc. At this time, staff recommended ratification and approval of the bid from Alessio Azzaria, Inc., in the amount of $50,639, for emergency concrete work.

Mr. Nichols moved to recommend approval of staff’s recommendation, seconded by Mr. Pitts and unanimously carried.

Mr. Lambert moved for adjournment, seconded by Mr. Nichols and unanimously carried.

Meeting Adjourned at 8:03 P.M.

                                                                                    Respectfully submitted,

Robin R. Christiansen

Council President

RRC/lcg

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