COUNCIL COMMITTEES
The Council Committees Meeting was held on August 12, 1996, at 6:00 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 and Mr. Hare.
AGENDA ADDITIONS/DELETIONS
Mr. Leary moved for approval of the agenda, 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.
Fire Trucks Purchase - Financing Concept
Robbins Hose Company would like to purchase two new fire trucks, and proposes the following financing concept:
-- Both the City and Fire Company will participate in the financing.
-- The total estimated purchase price is $625,000.
-- Assuming a 10-year plan, the payments would end in the year 2007.
-- The City currently contributes $70,000 towards the truck purchased in 1993. This truck will be paid off in the year 2001.
-- The City will continue the $70,000 appropriation from 2001 to 2007.
-- A plan that was provided to you earlier is attached.
According to the plan, the Fire Company will appropriate $28,000 per year for debt service, beginning in 1997 and ending in 2007. The debt service amount may be around $25,000 at the current interest rate. The Fire Company projects that they would be able to appropriate $15,000 annually. The staff and Fire Company representatives feel that they will be able to find some savings within the Fire Department budget to help them meet their goal.
Mr. Leary asked if the Fire Company has sufficient funds to meet the additional costs without creating a hardship on their budget. Mr. Salters stated that fire company representatives have met with the City Manager and the Finance Director and they all agree that the proposal will work without creating a hardship.
Voicing his support for keeping the Fire Company equipment as up to date as possible, Mr. Fenimore stated that in the future we should consider looking at CDBG Funds as a revenue source for this type of community development issue.
Noting that the $70,000 appropriation was increased from $60,000 some years ago, Mr. Christiansen requested a caveat to any agreement that at some point prior to the payment of the two new trucks, that Council review the amount of the appropriation to determine if an adjustment is needed.
In light of the growth in the City and of the service received from Robbins Hose Company, Mr. Hare stated no objections to increasing the $70,000 appropriation to $85,000 to offset the expenses of equipment purchase if such an increase is warranted.
Mr. O'Connor reminded members that the purchase price is only an estimate. If the purchase costs fluctuate, then the numbers in the financing plan will change accordingly.
Mr. Salters moved to recommend acceptance of the concept of the purchase of two fire trucks by Robbins Hose Company and to accept the concept of a financing plan as recommended by representatives of Robbins Hose Company, the City Manager and Finance Director. The motion was seconded by Mr. Hare and unanimously carried.
Meeting Adjourned at 6:20 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairwoman Malone presiding. Members present were Councilmen Fenimore and Truitt and Mrs. Maxted. Mrs. Northshield was absent.
Review of Recreation Programs - Lack of Indoor Recreational Facilities
During the last Council Meeting, Councilwoman Malone brought to light that many of the City's recreational programs are operating at maximum enrollment levels, with waiting lists being maintained for several of the programs. Also, Parks and Recreation staff are having a very difficult time finding indoor facilities, that can be used throughout the year, to accommodate their programs. Silver Lake was closed to swimmers for a total of 23 days from the start of the swimming season through June 30th, which represents 62% of the swim season. This past winter, the youth basketball registrations increased 74%. She reminded Council that during Planning Workshops, the citizens of Dover stated the need for additional recreational programs and activities as their number three priority.
After discussion at the Council Meeting, it was agreed that these concerns should be addressed by the Parks and Recreation Committee. Mrs. Malone suggested that a committee be created to address the lack of indoor recreational facilities in the City of Dover, with the Mayor and each member of Council appointing a City of Dover resident to serve on the committee. The recommendations of this committee would be made to the Parks and Recreation Committee.
Mr. Truitt moved to recommend approval of the creation of a committee to address the lack of indoor recreational facilities in the City of Dover and to review the recreational programs offered by the City, stipulating that the Mayor and members of Council appoint a City of Dover resident to serve on the committee, with the appropriate staff members (non-voting members) assisting the committee as needed. The motion was seconded by Mrs. Maxted.
Mr. Fenimore asked if the committee would review capital improvements and expansions, as well as funding, programming and cooperation with other entities. Mrs. Malone stated that all of the above would be encompassed in the committee's review.
Referring to a memorandum from Mayor Hutchison, Mr. Hare noted that Mayor Hutchison has
requested that representation of the State and the County be made part of the committee. He asked if the Mayor wanted representation of the County and State for possible funding sources. Council President Christiansen stated that Mayor Hutchison felt that such representation could be a source of identifying possible funds and programs. He stated that under the proposed motion, Mayor Hutchison could make an appointment of someone of his choice. Asked by Mr. Hare if the County has been involved in discussions to date, Mrs. Malone stated that discussions with representatives of the County have revealed that they are not receptive to this proposal. Mr. Truitt stated that expansion of the committee could be addressed at a later date if it is determined that additional representation is warranted.
Mr. Jack Fisher of 710 Carol Street addressed the committee, stating that 20 years ago he suggested to City Council that they consider a municipal swimming pool. No such action has been taken and the residents of the City of Dover continue to deal with the closing of Silver Lake to swimmers. Mr. Fisher stated his opinion that there is very little to do at City parks and that the play equipment at the parks is old and inadequate. He suggested that the City review both the long term and short term recreational needs of our citizens. Referring to possible short term improvements, he suggested that the City provide entertainment in its parks, such as construction of pavilions, horseshoe pits, volleyball courts, children-friendly play equipment, walking pathways, improved landscaping, etc.
Relating to possible long term solutions, Mr. Fisher stated that he completely supports the construction of two municipal swimming pools; one pool on the west side of Dover and one pool on the east side of Dover. He stated his opinion that money utilized on recreation is money well spent for the youth of our City. He also suggested that the old Acme building, located on Governors Avenue, be considered for the creation of a youth center. Mr. Fisher stated his feeling
that the City should encourage its youth to participate in positive recreation. He stated his full support for the creation of a committee to address these very important issues.
On a call for the question on the motion, the motion was unanimously approved.
Meeting Adjourned at 6:35 P.M.
SAFETY ADVISORY COMMITTEE
The Safety Advisory Committee met with Chairman Hare presiding. Members present were Councilmen Truitt and Pitts and Mr. Coleman. Mr. Wolfe was absent.
Presentation - State of Delaware Department of Transportation - Update on Traffic Issues
Mr. Bruce Littleton, representing the State of Delaware, Department of Transportation, updated members of the committee on a proposal for a traffic light at the intersection of Mifflin and Hazletteville Roads and on the Round-About located on Mifflin Road.
Regarding the signal at Mifflin and Hazletteville Roads, Mr. Littleton stated that a study was performed a couple of months ago which determined that the signal is not warranted at this time, but it is close to meeting the criteria. Mr. Littleton explained that although the intersection meets the criteria at certain times of the day, it must meet the threshold for eight hours per day. When the signal is warranted, it will be necessary to have proper turn lanes in place prior to placement of the traffic signal.
The Turn About on Mifflin Road was a suggestion made by Mr. Littleton. He explained that although the City of Dover was not involved, the residents living in the vicinity of Mifflin Road were very much involved. Mr. Littleton attended the Mifflin Road Civic Association meeting where residents asked what could be done to slow down speeding vehicles on Mifflin Road. It was felt that lowering the speed limit would have no effect since vehicles already exceed the 35 mph limit. Studies show that over 7,000 vehicles travel Mifflin Road per day. It was agreed by DelDOT officials and the residents in the area that a temporary Round About would be installed to see if it would slow down the vehicles that travel the roadway. If it was deemed successful, then a permanent Round About would be considered which would be more aesthetically pleasing than the temporary structure. There has also been discussion on the possible installation of some device at Fawn Street.
There seems to be mixed emotions as to whether the Round About has been successful. There are many residents that feel it has been successful and many that feel that it is not successful and that it is poorly designed. Mr. Littleton concurred that if a permanent Round About is installed, it would require further design so that the amount of diversion is spread more evenly on both sides of the roadway. There are other solutions that can be tried if so desired. Mr. Leary stated his opinion that the Turn About is successful and felt that we should work towards fine tuning it for permanent placement.
Responding to a question by Mr. Lambert, Mr. Littleton stated that there is a signal agreement with the developer of the Gagen Farm to participate in the costs of the signal when installed (at either the intersection of Mifflin/Hazletteville Roads or Hazletteville/Wyoming Mill Roads). Since it takes an enormous amount of time from design to completion of such a project, Mr. Lambert felt that we should begin the process immediately. Although the traffic study shows that the traffic thresholds have not yet been met at this intersection, Mr. Littleton stated his projection that it will meet the criteria within the next two years. He urged City Council to begin the process of requesting the signal through the Kent County MPO so that it can be placed on the projection calendar.
Mr. Lambert also mentioned the possibility of a traffic signal at Mifflin Road and Route #8, stating that this intersection experiences traffic difficulties, especially during early morning and early evening hours. Mr. Littleton stated that installation of a traffic signal will attract more vehicles; installation of traffic signals at both ends of Mifflin Road will dramatically increase the amount of vehicles using Mifflin Road.
Mrs. Malone stated that this intersection is extremely busy during Little League season, but cautioned Mr. Littleton that the traffic will continue to be high because more and more activities are taking place at Schutte Park such as fall soccer programs and other various sports activities. Mr. Littleton explained that these statitistics would change the study very little unless the activities would take place during hours that are not already peak hours, reminding Mrs. Malone that the thresholds must be met for at least eight hours per day.
Mr. Hare asked if the traffic signal could be installed prior to installation of the turn lanes. Mr. Littleton stated that without the turn lanes, it would severely effect the capacity of the intersection. Asked if a signal could be installed that would only be activated during certain times of the day, Mr. Littleton stated that it is possible but it is not recommended. They generally do not recommend traffic signals that are operational only occasionally because drivers are not prepared for the signal during the few hours per day that it is activated and it often leads to accidents.
Asked by Mr. Fenimore when another traffic count could be taken at the Hazletteville Road/Mifflin Road intersection, Mr. Littleton stated that he would perform a traffic count when requested, providing that a realistic change in traffic has occurred since the last count.
Mr. Littleton stated that the time frame for traffic signal installation varies, depending upon the need for right of way acquisition, wetlands and design criteria. He stated that the most important factor is adequate funding and getting the plan on the projection calendar. He did not feel that the intersection would require a complicated design, but the work has to be targeted in their planning process. He suggested that the City work on this phase through the MPO. Although the intersection does not currently meet the required thresholds, Mr. Littleton offered to provide a letter stipulating that it will meet the warrants within two years so that the MPO can program the signal in their plan.
Mr. Larry Josefowski, President of the Mifflin Road Civic Association, stated that 30 to 35 households were present for the meeting when the Round About was discussed and they voted unanimously for the concept. He stated that the majority of the residents like it. Those that have spoken against it are the drivers that are forced to slow down or the trucks that can longer use Mifflin Road (trucks are prohibited except for local deliveries). He, therefore, feels that the Round About is very successful.
Mrs. Rexene Ornauer of 17 Mifflin Road stated that the State Bicycle route comes up Wyoming Mill Road to North Street, turns east and then turns north on Mifflin Road. There are many bicyclists that use Mifflin Road and she felt that anything that slows the traffic down will make it safer for everyone.
Meeting Adjourned at 7:15 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore and Mr. Carey. Mr. Kramedas was absent.
Evaluation of Bids - U.S. Route #13 Water Main Upgrade
In conjunction with the City's Capital Investment Plan, the Department of Public Works proposed the relocation and upgrading of the existing U.S. Route #13 water main from 6" D.I.P. to 16" D.I.P. Due to several site plan applications in the project area, the Public Works Department has had the opportunity to acquire easements which will reduce the cost of construction on this project. However, construction of this project may have to be further segmented to meet the construction deadlines proposed by the sites under development application. Bids were solicited to purchase approximately 1,225 l.f. of 16" ductile iron pipe and all other appurtenances to construct the water main upgrade. The following bids were received:
Utility Piping Systems, Inc. $33,683.22
Dover Plumbing Supply Co. 33,805.57
Water Pro, Inc. 33,540.27
Mr. O'Connor stated that the bid is for material only since the City's in-house construction crew will perform the work. He stated that this work is the first phase of approximately four phases in expanding the water capacity from the east side of Route #13 to the west side of Route #13, which will allow us to utilize our Water Plant more efficiently.
The bids were evaluated and it was determined that all bids met our specifications. Staff recommended that the contract be awarded to Water Pro, Inc. in the amount of $33,540.27. Mr. O'Connor stated that the City has a local vendor preference, so staff has no objections for approval of the higher bid since they are a local vendor.
Consistent with the local vendor preference, Mr. Fenimore moved to recommend that the contract be awarded to Dover Plumbing Supply Co. in the amount of $33,805.57 for the purchase of approximately 1,225 l.f. of 16" ductile iron pipe and all other appurtenances to construct the U.S. Route #13 Water Main Upgrade Phase I. The motion stipulated that the bid be considered by Council during their meeting of August 12, 1996 so that the material can be ordered as soon as possible. The motion was seconded by Mr. Pitts and unanimously carried.
Mr. Fenimore moved to adjourn, seconded by Mr. Hare and unanimously carried.
Meeting Adjourned at 7:20 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/DJB