COUNCIL COMMITTEES
The Council Committees Meeting was held on December 17, 1996 at 7:00 p.m. with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mrs. Malone, Mr. Fenimore, Mr. Salters, Mr. Hare and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Lambert requested the addition of agenda item #3 to the Utility Committee agenda to discuss over-sizing of sewer installation at the Village of Westover. Mr. Leary moved for approval of the agenda as amended, seconded by Mr. Hare and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilmen Leary and Hare and Mr. Merritt. Mr. Schaefer was absent.
Quarterly Write-Off - Electric Bills
Members were provided with a list of uncollectible electric bills, in the amount of $25,448.59. The list consists of those accounts from April 1, 1995 through June 30, 1995 that have shown no collection activity for a period of one year or longer. The list includes $1,446.18 from accounts that filed for bankruptcy. Federal law prohibits the City from making attempts to collect these outstanding debts. The list has been screened to insure that no one listed is currently in our utility customer base.
Mr. Salters moved to recommend that Council endorse the write-off of uncollectible electric bills in the amount of $25,448.59, seconded by Mr. Leary and unanimously carried.
Mrs. Malone mentioned that she has submitted information to members of Council relative to use of credit cards for payments to the City of Dover. She felt that use of credit cards would be beneficial to our citizens, especially in the Recreation Department where participants could pay for trips by credit cards. She requested that the Legislative and Finance Committee review this proposal during their next meeting. There was brief discussion on the concept of payment by credit card, but it was agreed that the matter would be reviewed by staff and then discussed by the Legislative and Finance Committee.
Meeting Adjourned at 6:40 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore and Mr. Kramedas. Mr. Carey was absent. Councilwoman Malone was deputized to serve as a member.
Water System Interconnection - Winding Ridge
An agreement for water sales between the City of Dover and Tidewater Utilities, Inc. was submitted for the committee’s review. Mr. O’Connor explained that Tidewater desires to establish a water system interconnection with the City at the Winding Ridge subdivision on Road #104. The proposed Agreement will establish a water system interconnection with Tidewater at the Interconnection Location for the purpose of selling water to Tidewater. Mr. O’Connor stated that since the Water Treatment Plant has been on line, the City is rich in water, but our water sales this year are down by approximately 20%. The Agreement is based on in-City rates since the only meter involved will be located within the City limits. Mr. O’Connor stated that the City benefits by gaining circular flow of the water system in this northern most point of our system.
Responding to Mr. Lambert, Mr. O’Connor stated that there is no maintenance required by the City other than to read the one meter. Noting that the Agreement is for a period of 25 years, Mr. Fenimore asked if there is any concern with the City having sufficient water supply to fulfill our obligation for the 25 year period. Mr. O’Connor stated that as a public utility, the City has an obligation to provide water supply to our customers. We will do whatever we need to do to provide this service.
Mr. Fenimore asked if the Agreement permits Tidewater unilaterally to run another main and continue extending further into their territory without the City’s approval. Mr. O’Connor stated that they could extend the service, but they would be limited by the size of the meter and by the fact that it is a dead-end meter which means that the further the expansion, the less pressure the system will provide. Our only obligation is that the water shall be delivered at a rate of flow of not less than 750 gallons per minute at the meter.
Mr. Kramedas asked if there is any contingency in the case of an extremely unusual circumstance, such as an act of nature that would prohibit the City’s ability to provide the water in accordance with the Agreement. Mr. O’Connor stated that although we supply utilities, we do not guarantee service without interruption.
Mrs. Malone moved to recommend approval of the Agreement for Interconnection and Water Sales/Purchase with Tidewater Utilities, Inc., stipulating that language be included to provide for an escape clause in the event of a catastrophic event. The motion was seconded by Mr. Pitts and unanimously carried.
Bid - Bucket Truck
The engine failed in truck #772, a 1984 GMC truck equipped with a 50' aerial device. After evaluating the age and condition of the truck, it was determined that it was not economically feasible to replace the engine. Bids were solicited for the purchase of a new, or a dealership demonstration, 48' bucket truck.
Three bids were received and all met the intent of the specifications. Staff recommended that the bid be awarded to Baker Equipment in the amount of $79,550, for a demonstration unit complete with a Versalift Model VST-5000-MHI aerial tower, Time Mfg. 131" Line Body, and a 1995 International 4700 Cab and Chassis.
Noting that there is only $3,500 difference between the demonstration truck and a new truck, Mr. Truitt asked if consideration should be given to purchasing the new truck, especially since there is a better warranty on the new vehicle. Mr. O’Connor stated that the demonstration vehicle has a material handling device which is valued at approximately $5,000. Although the material handling device was not required in the specifications, it would have been an add on had we purchased the new vehicle.
Mr. Fenimore moved to recommend approval of staff’s recommendation, seconded by Mrs. Malone and unanimously carried.
Over-sizing Sewer - Village of Westover
The City requested over-sizing and extra depth of the sewer installation by the contractor in the Village of Westover. The over-sizing and extra depth will accommodate future development of adjoining lands. Phase II and the final phase for our over-sizing has begun. Staff recommended that $180,000 be taken from the Sewer Impact Fee account to complete the project. It was noted that this represents the last payment on the project. Although it is not currently known if this over-sizing will actually be necessary, Mr. O’Connor stated that the City Solicitor has determined that the City is obligated to fund it since the City requested the upgrade.
Mr. Fenimore moved to recommend that staff be authorized to expend $180,000 from the Sewer Impact Fee account to pay for costs associated with over-sizing and extra depth of sewer installation by the contractor in the Village of Westover. The motion was seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 7:05 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/DJB