COUNCIL COMMITTEES
The Council Committees Meeting was held on November 12, 1996, at 6:15 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 deletion of item #3 (Acceptance Dedication of Rights-of-Way and Utilities - Fox Hall West Addition - Phase I) on the Utility Committee agenda. Mr. Truitt moved for approval of the agenda as amended, seconded by Mr. Fenimore 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. Schaefer and Mr. Merritt.
Proposed Ordinance Amendments - Article V, Sections 22-257 and 22-258 (Impact Fees)
In July 1987, the City contracted with Whitman, Requardt & Associates to update the wastewater system master plan. As part of the master plan, the City of Dover implemented a wastewater collection impact fee. Over the past eight years, the City has revised the ordinances to meet changing development conditions as they relate to wastewater expansion. Staff proposes minor amendments that reflect several language changes which will clearly define how the ordinance is to be applied.
The following is a summary of the proposed changes:
1. Added transmission improvements to code to ensure pumping station and force main improvements are considered to be expansion projects.
2. Revised language to Section 22-257(c) to allow City Engineer to calculate city impact fee to cases where a specific assessment cannot be applied.
3. In Section 22-258(a) and (b) the reference to new users was changed to additional users.
4. Section 22-258(c) from the existing code has been deleted. This section referred to exceptions and is no longer needed.
5. Section 22-258(e) from the existing code has been deleted.
Mr. Salters moved to recommend approval of the proposed amendments to the ordinances, as recommended by City staff. The motion was seconded by Mr. Hare.
Mr. O'Connor clarified some of the changes, stating an example of how the current ordinance treats a hotel. The current ordinance requires one EDU per three rooms, regardless of what the usage may be. It has been brought to our attention by some of our customers that they utilize low water intensity fixtures and they probably are not utilizing enough to meet the one EDU requirement. The proposed ordinance permits the City Engineer to calculate the impact fee by flow, with each EDU being equal to 300 gallons per day. The ordinance still basically conforms with the County's ordinance to eliminate any confusion for customers.
On a call for the question on the motion by Mr. Leary, the motion to recommend approval of Article V, Sections 22-257 and 22-258 as amended (Attachment #1), was unanimously approved.
Meeting Adjourned at 6:30 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore. In the absence of Mr. Carey and Mr. Kramedas, Mrs. Malone and Mr. Hare were deputized to serve as members.
Engineering Services - Whiteoak Road Pumping Station Upgrades
In accordance with the 1996 Capital Investments Plan, it was proposed to upgrade the existing Whiteoak Road Sanitary Sewage Pumping Station. The existing station is showing signs of wear due to age and deterioration of the mechanical and structural elements of the building. Proposals were received from 15 engineering firms who wished to provide design services for the contract. The firms were shortlisted to four firms that were interviewed. Following the interviews, the firm of Davis, Bowen & Friedel, Inc. was selected and asked to submit a price proposal for the work. Negotiations have led to an agreement in the amount of $32,900 to complete design services from fact finding to bid phase. Funds for this work are provided using the Impact Fee Reserve Account.
Staff recommended awarding the design contract to Davis, Bowen & Friedel, Inc. for the Whiteoak Road Pump Station Upgrades in the amount of $32,900.
Responding to a question from Mr. Lambert, Mr. O'Connor stated that population increase is not a direct factor. It is the increase in pumping capacity, which can be attributed to many factors of which population could be one of the factors. He stated that impact fee funds can be used for this project, noting that the lift station is operating at approximately 90% capacity. Upon completion of the upgrade, it will operate at approximately 60% capacity.
Mr. Lambert stated that he thought that the Dover Downs project was to be included in the same contract and asked Mr. O'Connor why it was eliminated. Mr. O'Connor stated that two different engineering firms will be used since the two projects are quite different. The Whiteoak Road project is a residential system that is very different from the system at Dover Downs. Proposals for the Dover Downs system are already being reviewed by staff and will be submitted to the committee in the very near future.
Mr. Fenimore asked if our current lines are large enough for the new Whiteoak Road pump station. Mr. O'Connor stated that we have fairly large lines in this area, but we are planning some upgrades on both water and wastewater lines on Whiteoak Road when the road construction begins. Mr. Fenimore requested that the City attempt to keep the Whiteoak Civic Association up to date on these issues.
Mrs. Malone moved to recommend that the City award the design contract to Davis, Bowen & Friedel, Inc. for the Whiteoak Road Pump Station Upgrades in the amount of $32,900. The motion was seconded by Mr. Fenimore and unanimously carried.
Municipal Utility Line Clearance and Tree Removal Contract
In previous years, the City Electric Department has contracted back yard tree trimming work to private contractors in order to keep the trees away from the power lines. Back yard climbing work is very time consuming, and a private tree trimming crew can be assigned to specific problem areas. City crews have to address problems throughout the entire electric system.
Bids were advertised to furnish all necessary equipment, machinery, supplies, tools, apparatus, means of transportation, and labor necessary to perform utility tree clearance work in complete accordance with the satisfaction of the Electric Department. The bids were let as follows: (1) On the basis of time and materials and the qualifications of the bidder to perform the work; (2) the anticipated quantity of work in the range of $30,000 to $70,000 subject to adjustment as necessary with no guaranteed quantity of work; and (3) the terms of the contract are one year from the award date.
Bid packets were mailed to Asplundh Tree Experts, The Davey Tree Expert Company, and Pardoe Tree Company. As a result of public advertising, the following three companies requested and were sent bid packets: Mercier Tree Service; Willow Oak Inc.; and Eastern Construction.
Sealed bids were received with Asplundh Tree Experts being the only company to submit a bid. Letters were received prior to the bid opening from Willow Oak, Inc. and the Davey Tree Expert Company declining to submit a quote.
The bid packet requested hourly rates for a three person climbing crew and a three person aerial lift crew. The aerial lift crew would be a climbing crew with the flexibility of operating an aerial lift truck when needed. The rates are as follows:
Three (3) Person Climbing Crew/hr = $48.38
Three (3) Person Aerial Lift Crew/hr = $52.88
Due to the flexibility afforded by the three (3) person aerial lift crew, staff recommends awarding the contract to Asplundh Tree Expert Company.
Mr. Fenimore stated that in the past, there have been problems with the manner in which the trees were trimmed. He asked if this is specified in the bid. Mr. O'Connor stated that it is not a part of the bid, but the area of the City being impacted is notified in advance. Typically, if there are concerns by any residents, then the City will respond accordingly. City crews will also being doing this type of work and they are very cognizant of the sensitivity of the issue.
Mr. Fenimore moved to recommend that the City award the bid to Asplundh Tree Expert Co. for a three (3) person aerial lift crew at $52.88 per hour and for a three (3) person climbing crew at $48.38 per hour. The motion was seconded by Mrs. Malone and unanimously carried.
Mr. Leary moved to adjourn, seconded by Mr. Fenimore and unanimously carried.
Meeting Adjourned at 6:50 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/DJB