COUNCIL COMMITTEES
The Council Committees Meeting was held on February 12, 1996 at 6:30 p.m. with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Tudor, Mr. Leary, Mrs. Malone, Mr. Fenimore, Mr. Salters, Mr. Hare and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
There were no additions or deletions to the agenda.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairwoman Malone presiding. Members present were Councilmen Fenimore and Tudor, Mrs. Maxted and Mrs. Denney.
Silver Lake Boating Regulations - Silver Lake Commission
The Parks and Recreation Committee had referred to the Silver Lake Commission a request by Mr. Mark Kirchof to increase the allowable size of boats and boat engines on Silver Lake. The Silver Lake Commission considered the request and after much discussion on the matter, recommends to the Parks and Recreation Committee that there be no increase allowed in the size of boats and boat engines operating on Silver Lake. They noted, however, that they would be willing to discuss in the future a modest increase if new technology in the boating world is developed. Although the Commission believes that Mr. Kirchof would be a safe boater, they were concerned that increasing the size of boat engines could result in unsafe boating by some.
Mr. Joe McDaniel of 215 Walker Road addressed the committee, stating that he lives on Silver Lake and observes the recreational boating on the lake. He stated that he favors maintaining the current regulations, as he fears that an increase in the size of boats and boat engines would be very dangerous for those using the lake.
Mrs. Malone relayed that Mr. Kirchof was unable to attend the meeting but wished to express his appreciation for the consideration his request was given by the Silver Lake Commission and the Parks and Recreation Committee.
Mr. Fenimore moved to recommend approval of the recommendation of the Silver Lake Commission to maintain the current boating regulations. The motion was seconded by Mrs. Maxted and unanimously carried.
Meeting Adjourned at 6:35 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilman Tudor and Mr. Carey. Councilman Pitts and Mr. Kramedas were absent. In their absence, Councilmen Leary and Lambert were deputized as members.
Environmental Affairs Contractor
On an annual basis, a contractor is hired to assist with the environmental compliance aspect of the Transmission and Distribution operation. Mr. O'Connor stated that this is important when the City experiences an oil spill. Generally, a contractor would perform the soil/wipe sampling to verify that all spilled oil was cleaned up, provide field assistance/guidance at large spill sites, ensure environmental compliance; assist with substation design to minimize any potential environmental impact of equipment failure, etc.
Fourteen bid packages were sent out with three completed bids returned. Using consistent criteria to evaluate total costs, the estimated billing costs are as follows: (1) Compliance Environmental - $435; (2) Hinds & Assoc. - $793; and (3) Marcor Environmental - $686.20 Staff recommended that the City identify Compliance Environmental as the Environmental Affairs Contractor for a period of one year from the date of the contract.
Mr. Tudor asked if it would be possible for the City to have an in-house contractor to serve in this capacity. Mr. O'Connor stated that he anticipates the City will spend less than $50,000 annually for this service. Although our employees have some knowledge on this matter, it is felt that it behooves the City to utilize someone from outside our own organization to report to DNREC on environmental compliance.
Mr. Leary moved to recommend that the City identify Compliance Environmental as the Environmental Affairs Contractor for a period of one year from the date of the contract. The motion was seconded by Mr. Carey and unanimously carried.
Electric Meter Test Benches
The City Electric Department is required to test all electric meters every ten years. The Meter Department complies with this requirement by operating two electric meter test benches. One unit is mounted in a vehicle and is used to test the meters in neighborhoods and the second unit is in the meter shop and is used to test new meters prior to installation and all three-phase meters. Both of the units have broken over the past several months and the computer based replacement parts are no longer available.
Three meter test bench systems were tested but only two of the systems would work with our current record system. Of these two, one of the manufacturers has not given us adequate factory support in the past and was not given further consideration. Only one bid was received, which was from AVO International in the amount of $43,900. Staff recommends approval of the purchase of the meter test bench system from AVO International in the amount of $43,900.
Responding to Mr. Fenimore, Mr. O'Connor stated that the old units will be used as long as possible, but the City will not invest any more money to maintain them.
Mr. Carey moved to recommend approval of staff's recommendation, seconded by Mr. Leary and unanimously carried.
Evaluation of Bids - Used Track-Type Tractor With Dozer Blade
To fulfill the needs of the Public Works Construction Division, a tractor with dozer blade was leased in July 1995. It now appears that this is a piece of equipment that the City will have need on a full time basis. Stemming from conversations with the City Manager and the Finance Director on possible cost savings if the City purchased the equipment rather than continuing to lease it, bids were solicited. Bids were received from Alban Tractor Co., Inc. for a Caterpillar D3CLGP Series 3 Track-Type Tractor with Dozer Blade, with a bid price of $49,268. A bid was also received from Siems Rental and Sales Co., In, who offered no bid price and no model name.
Mr. O'Connor explained that the City erred in this matter, in that when we decided to bid this piece of equipment, the company that had leased the equipment to the City had a price advantage since the lease was a lease/purchase plan and the prior lease payments offset the final cost. When we originally leased the equipment, we did not know that we would ultimately purchase it and therefore did not bid the lease/purchase plan. Our policy in the future will be to bid all lease/purchase plans at the beginning of the lease plan so as not to give an advantage to any particular company.
Mr. Fenimore moved to recommend that a purchase order be issued to Alban Tractor Co., Inc. for the purchase of Track-Type Tractor with Dozer Blade at a price of $49,268. The motion was seconded by Mr. Leary and unanimously carried.
Mr. O'Connor stated that the City currently uses Kent Conservation District to transport this equipment when they are available, although we sometimes have to hire a contractor for this purpose. A purchase of a trailer, at an approximate cost of $10,000, is planned for next year's budget.
Mr. Lambert moved for adjournment, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 6:50 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/DJB