COUNCIL COMMITTEES

The Council Committees Meeting was held on April 13, 1998 at 6:30 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, Mr. Weller and Mayor Hutchison.

AGENDA ADDITIONS/DELETIONS

Mr. Truitt moved for approval of the agenda, seconded by Mr. Carey and unanimously carried.

LEGISLATIVE AND FINANCE COMMITTEE

The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilman Leary, Councilwoman Malone and Mr. Merritt.

CDBG FY98 - Action Plan, Proposed Projects and Proposed Resolution

A proposed resolution was submitted for approval of the Community Development Block Grant (CDBG) Action Plan which includes the City’s request for its $297,000 CDBG Entitlement. A summary of the spending plan and a copy of the Action Plan were also submitted for the committee’s approval. Contained in the Action Plan is the proposed use for the funds, along with certain required policy statements and certifications. The Action Plan conforms to the priorities set forth in the Consolidated Plan.

The following is a summary of the recommendations as outlined in the 1998 Action Plan:

                                                                                      Amount Proposed:              Amount Proposed:

                            Projects                                             Services/Admin. Acquisition & Rehab.

              Dover Police Department

                 Community Policing                                     $ 34,000

              NCALL Home Ownership Counseling           $ 10,500

              City of Dover Closing Cost/

                 Down Payment Assistant Program                                                           $73,100

              Program Administration                                  $ 59,400

              City of Dover Housing Rehabilitation

                 Grant Program                                                                            $20,000

              Dover Housing Development Corp.                      $100,000

              TOTALS                                                        $44,500/$59,400  $193,100

              TOTAL CDBG GRANT                                                                            $297,000

Mr. DePrima advised members that according to the federal requirements, only 15% of the money can be utilized for services; therefore, there is a cap on the Community Policing and NCALL Home Ownership Counseling.

In response to Mrs. Malone’s question regarding the use of the community policing grant in the amount of $34,000, Mr. Salters explained that CDBG funds are not utilized for recreational type programs such as PAL and DARE and that there are other grants received to help fund those types of programs.

Responding to Mr. Lambert, Mr. Salters advised members that there was no opposition at the public hearings.

Mr. Salters moved to recommend approval of the Action Plan and Proposed Resolution (Attachment #1), seconded by Mr. Leary and unanimously carried.

Capital Investments Plan

Members were provided copies of the 1998/99 update to the City of Dover Capital Investments Plan (CIP) for 1996/2001 for their review. Staff prepares a five-year CIP every three years with annual updates. This method emphasizes the City’s real needs, focuses on the completion of projects, and enables staff to monitor long-term needs of the City more efficiently. The capital projects scheduled to begin next year total approximately $6.8 million, of which, $3.7 million (or 54%) is projected to be funded in 1998/99. The CIP also contains proposed vehicular/equipment purchases in the amount of $1.9 million over the next five (5) years. Vehicular/equipment purchases projected to be funded in 1998/99 total $470,851.

Mr. O’Connor reminded members that the CIP update is strictly a planning document designed to coordinate and communicate the City’s capital requirements for the next year. Projects in future years will continue to be reviewed on an annual basis. The CIP should be utilized as a guide, not a commitment. Funding is committed only when a project or equipment purchase has been budgeted and approved by Council. Mr. O’Connor assured members that only approved 1998/99 projects will be included in the upcoming year’s budget.

Mr. Leary referred to the E-Mail and Internet Server Access Project, as depicted on page 5 of the CIP, stating that these types of services can be very beneficial. Although he concurs that the City should be utilizing this type of service, he noted that there are concerns with security and privacy issues and suggested that staff begin preparing written policies for utilizing these services.

Mr. Leary moved to recommend adoption of the Capital Investments Plan for 1996/2001 (as on file in the Office of the City Clerk) as a planning document. The motion was seconded by Mrs. Malone and unanimously carried.

Mrs. Malone moved for adjournment, seconded by Mr. Leary and unanimously carried.

Meeting Adjourned at 6:51 P.M.

UTILITY COMMITTEE

The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Weller and Mr. Farling. In the absence of Mr. Kramedas, Councilwoman Malone was deputized to serve as a member.

Evaluation of Bids - FY98 Resurfacing Program

In conjunction with the City’s Capital Investments Plan, it is proposed to resurface various streets throughout the City during fiscal year 1998. To date, 14 streets have received a financial commitment from Suburban Street Aid Agreements which are funded by area legislators. Additional streets will be funded through the Public Works Department’s operating budget, if sufficient funds are available. Bids were received from three (3) contractors for the FY98 Resurfacing Program, with the low bid received from George & Lynch, Inc. Staff recommended that the contract be awarded to George & Lynch, Inc. in the amount of $631,630.50 ($7.46 per square yard).

Responding to Mr. Lambert, Mr. O’Connor advised members that staff measured those streets that are slated for resurfacing to determine an estimated total square yards of pavement, which was used to determine the cost per square yard. Mr. O’Connor stated that should there be funds available for any additional work, it will be accomplished based upon the average cost breakdown, which is $7.46 per square yard.

In response to Mrs. Malone, Mr. O’Connor stated that more than 50% of the project will be funded by the legislators. She requested that, in the future, staff provide members with funding details for these types of items.

Mrs. Malone moved to recommend that the contract be awarded to George & Lynch, Inc. in the amount of $631,630.50, seconded by Mr. Weller and unanimously carried.

Purchase of Poles

The City purchases poles for the City’s transmission lines. Normally, the City utilizes 75' poles for these lines; however, bids were solicited for 80', 85', 90' and 95' poles to achieve the proper roadway clearance to scale the Scarborough Road bridge over the Conrail Railroad tracks. This is a State project that is to begin this spring. All costs will be reimbursed by the State of Delaware. Staff recommended awarding the bid to the low bidder, Thompson Lumber Company, in the amount of $33,344.71.

Mr. Weller moved to recommend that a purchase order be issued to Thompson Lumber Company in the amount of $33,344.71, seconded by Mrs. Malone and unanimously carried.

Mrs. Malone moved for adjournment, seconded by Mr. Weller and unanimously carried.

Meeting Adjourned at 6:57 P.M.

                                                                                    Respectfully submitted,

                                                                                    Robin R. Christiansen

                                                                                    Council President

RRC/jg