COUNCIL COMMITTEES
The Council Committees Meeting was held on July 24, 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. Carey moved for approval of the agenda, seconded by Mr. Salters 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.
Proposed Ordinance Amendment - Increase in Fines for False Alarms to Police
At the request of Major Mays, City of Dover Police Department, members considered an ordinance amendment regarding fines for false alarms to the Police Department. In accordance with Section 14-3.5(c) of the Dover Code, when there is a false alarm signal for the Police Department that has been negligently caused by the alarm user, then the alarm user shall be fined $25 for each false alarm transmitted during the calendar year.
The proposed amendment, to become effective October 1, 2000, would allow a business to have two (2) false alarms every calendar year and establishes a tier schedule and increases the fines for such false alarms, as follows:
Number of False Alarms Amount of Fine Per False Alarm
3 - 5 $25
6 - 9 $50
10 - 15 $100
16 & over $150
Responding to Mr. Salters, Chief Faulkner reported that to date, the Police Department has responded to approximately 1,400 false alarms and issued 344 citations. It is hoped that the increase in fines will create a deterrent and provide more awareness of the risks involved in responding to repeated false alarms.
Council President Christiansen alluded to the recent amendment which increased such fines for false alarms for the fire department. Mr. Carey stated that, unfortunately, the increase in fines has not reduced the number of false alarms called into the Fire Department.
Mr. Gorman moved to recommend adoption of the proposed ordinance amendment as recommended by staff (Attachment #1), seconded by Mr. Carey and unanimously carried.
Proposed Amendments to Tree and Grass Ordinance
In an effort to improve enforcement of the tree and grass ordinance, the City Planner proposed amendments to Chapter 21 of the Dover Code regarding trees and other vegetation. The City’s current ordinance allows grass to reach a maximum height of 12 inches, at which time the property owner is given between 10 - 15 days, depending on form of notification, for correction. After the 15 day period, the City is then permitted to cut the grass and bill the property owner appropriately.
Mr. DePrima, City Planner, submitted and explained the proposed amendments, as follows:
1. Removes notification responsibility for removal of dead or diseased trees from the “Tree Board”.
2. Reduces the maximum height of grass and weeds from 12 inches to 8 inches.
3. Reduces the correction period from ten (10) days to three (3) days after personal service of the summons, and from fifteen (15) days to seven (7) days from the date of certified mailing of the summons. After the correction period, the City is authorized to have the grass cut at the property owners expense, and to have a lien placed on the property for those expenses.
4. Removes the requirement to repeat the notification process when a property repeatedly fails to have tall grass and weeds corrected.
By reducing the maximum height and correction period, and eliminating the need for repeated notification, the City would improve their service to the community.
Council President Christiansen expressed concerns regarding the proposed 8 inch maximum height of grass and weeds, feeling that the maximum height should be reduced to 6 inches.
Mr. DePrima informed members that the National BOCA Code calls for a maximum height of 10 inches and it was his feeling that, due to unpredictable weather and scheduled summer vacations, it would be possible for grass to exceed a 6 inch maximum height in a short period of time.
Mr. Gorman moved to recommend adoption of the proposed ordinance amendments as recommended by staff (Attachment #2), seconded by Mr. Merritt and unanimously carried.
Mr. Carey moved for adjournment, seconded by Mr. Gorman and unanimously carried.
Meeting Adjourned at 6:22 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairwoman Malone presiding. Members present were Councilmen Pitts and McGlumphy, Mr. Davis, and Ms. Moerschel.
Proposed Contract - Holark Systems Grant Writing Services
During the Regular Council Meeting of January 10, 2000, Council authorized the City Manager, Mr. O’Connor, and Finance Director, Mr. Karia, in cooperation with the 501C(3) Executive Committee of the DRFC, to move forward in contacting fund-raising firms and to make arrangements for interviews and selection.
In conjunction with the solicitation of funds for the proposed Dover Regional Community Sports and Recreation Center, staff submitted a Letter of Agreement with Holark Systems for providing grant writing services. Mr. O’Connor explained that obtaining funds through grant programs is an additional method of fund-raising and requested authorization to enter into the grant writing services agreement with Holark Systems. Holark Systems is currently assisting and was highly recommended by Bay Health. He stated that when a representative is in Dover working for both Bay Health and the City of Dover, travel and housing accommodations would be shared. Mr. O’Connor request that Holark Systems be approved as the fund-raising firm for the DRCSRC. Members were advised that the contract has been reviewed by the City Solicitor.
Responding to Mr. Gorman, Mr. O’Connor reported that the targeted amount of funds to be raised is $4.78 Million.
Ms. Moerschel moved to recommended approval of staff’s recommendation, seconded by Mr. Pitts and unanimously carried. Due to time constraints, staff recommended that this matter be considered during the Council Meeting later this evening for final approval.
Ms. Moerschel moved for adjournment, seconded by Mr. Pitts and unanimously carried.
Meeting Adjourned at 6:30 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 and Utilities - Village of Westover (Phase I)
The developer of the Village of Westover - Phase I, Frank Robino Associates, Inc., requested that the streets and utilities be accepted for maintenance and ownership by the City of Dover. A map was provided that depicted the general location and configuration of the rights-of-way upon completion, City staff inspected the public improvements and provided the developer with a list of repairs necessary to meet City standards and specifications and all work has been completed.
A one year Maintenance Agreement and Bond, in addition to a Release of Liabilities have been submitted by the developer, and as-built drawings have been provided to the City for record purposes.
Staff recommended acceptance of dedication of rights-of-way and utilities for the Village of Westover, Phase I, as follows:
Sewer Utility Infrastructure
8" PVC Sanitary Sewer Main - 1,770 l.f.
10" PVC Sanitary Sewer Main - 717 l.f.
12" PVC Sanitary Sewer Main - 477 l.f.
15" PVC Sanitary Sewer Main - 783 l.f.
6" PVC Sanitary Sewer Laterals - 2,052 l.f. (108 laterals)
4' Diameter Sanitary Sewer Manholes - 18 each (329.32 v.f.)
6" Sanitary Sewer PVC Force Main - 1,530 l.f.
Smith & Loveless Pumping Station - 1 each
(4B2D - 15 H.P., 1760 R.P.M., 3 Phase, 60 HZ)
Water Utility Infrastructure
12" Ductile Iron Water Main - 2,640 l.f.
8" Ductile Iron Water Main - 2,920 l.f.
6" Ductile Iron Water Main - 90 l.f.
4" Ductile Iron Water Main - 130 l.f.
12" Gate Valves - 5 each
8" Gate Valves - 8 each
4" Gate Valves - 1 each
6" Hydrant Valves - 5 each
Fire Hydrants - 5 each
2" Blowoff Assembly - 1 each
Storm Water Infrastructure
Catch Basins - 23 each
15" Type III Reinforced Concrete Pipe - 355 l.f.
15" N-12 Plastic Pipe - 360 l.f.
18" Type III Reinforced Concrete Pipe - 170 l.f.
18" N-12 Plastic Pipe - 570 l.f.
21" Type III Reinforced Concrete Pipe - 360 l.f.
24" Type III Reinforced Concrete Pipe - 38 l.f.
24" N-12 Plastic Pipe - 330 l.f.
30" Type III Reinforced Concrete Pipe - 215 l.f.
36" Type III Reinforced Concrete Pipe - 145 l.f.
Roads
Westover Drive Station 0 + 00 to Station 5 + 95
Gagan Court Station 0 + 00 to Station 1 + 10
Northdown Drive Station 0 + 00 to Station 8 + 15
Thames Drive Station 0 + 00 to Station 8 + 32
Trafalgar Drive Station 0 + 00 to Station 9 + 17
Charring Cross Drive Station 0 + 00 to Station 3 + 20
Mr. O’Connor advised members that a majority of the utilities have been in place for approximately seven (7) years. At the time, the specifications were based on a previous sewer master plan that required the contractor to install the sewer line at a depth of 27 feet; therefore, a portion of the sewer main in the Village of Westover was installed extremely deep. Mr. O’Connor stated that, due to the depth, it is difficult to perform maintenance and/or repairs; therefore, during the construction of Phase III, the depth of the sewer line was significantly reduced. Since the City would prefer not to have the sewer line depth at 27 feet and the utilities exceed seven (7) years without being dedicated, he informed members that a one year bond on the sewer utility infrastructure is being required.
Responding to Council President Christiansen, Mr. O’Connor indicated that he is in the process of drafting an ordinance that would expedite the process of street dedications.
Mr. Nichols moved to recommend approval of the acceptance of dedication of rights-of-way and utilities for the Village of Westover - Phase I, as recommended by staff, stipulating that the sewer utility infrastructure maintenance bond be increased from one (1) year to two (2) years. The motion was seconded by Mr. Pitts.
Mr. Lambert questioned why an increased time for the maintenance bond was being included in the recommendation, when it was the City that instructed the contractor to install the sewer main at a depth of 27 feet.
Responding, Mr. Nichols stated that there have been problems with the flexibility of pipes at such depths. He advised members that if a problem should occur, the entire street could be affected.
On a call for the question by Mr. Weller, the motion was carried with three (3) in favor and two (2) opposed (Mr. Lambert and Mr. Weller).
Bid - South Little Creek Road Sanitary Sewer Pumping Station
The Department of Public Works designed a project to install a package pumping station on South Little Creek Road adjacent to property owned by the Dover Post. A six inch (6") force main was constructed in the area in 1999 to accommodate sanitary sewer flows from the Bryan Business Park and other properties in this vicinity. The original design used an old 10-horsepower package pumping station removed from The Meadows Subdivision during the construction of Phase I of the Mudstone Branch Interceptor Sewer. However, the estimated sanitary sewer flows and other design considerations have altered the original plans. The 10-horsepower package pumping station from The Meadows will be used to replace a deteriorating station on Horsepond Road.
Staff solicited a “sole source” bid from Smith & Loveless, Inc., for a 3-horsepower package pumping station, which more accurately fits the design parameters of the South Little Creek Road Pumping Station. Since all existing package pumping stations throughout the City’s system are manufactured by Smith & Loveless, Inc., staff requested that they be considered a sole source vendor. Funding for this project is available in the Wastewater Budget.
Staff recommended awarding the bid to Smith & Loveless, Inc., in the amount of $27,110, to provide the pump package and control system for the South Little Creek Road Pumping Station.
Mr. Truitt moved to recommend approval of staff’s recommendation, seconded by Mr. Nichols and unanimously carried.
Mr. Lambert moved for adjournment, seconded by Mr. Nichols and unanimously carried.
Meeting Adjourned at 6:48 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/lcg
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