COUNCIL COMMITTEES
The Council Committees Meeting was held on August 9, 1994 with Council President Christiansen presiding. Members of Council present were Mr. Hare, Mr. Weyandt, Mr. Lambert, Mr. Leary, Mrs. Malone, Mr. Pitts and Mr. Tudor. Mr. Salters was absent.
AGENDA ADDITIONS/DELETIONS
Mr. Lambert requested that the Legislative and Finance Committee be held prior to the Utility Committee. Mr. Christiansen 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 Councilman Leary presiding in the absence of Chairman Salters. Councilman Weyandt and Mr. Schaeffer were also present. Mrs. Malone was deputized to serve as a member.
QUARTERLY WRITE-OFF OF UNCOLLECTIBLE ELECTRIC BILLS
City staff submitted the proposed quarterly write-off of electric bills for the period January 1, 1993 through March 31, 1993 that have shown no collection activity for a period of one year or longer. The proposed write-off of $17,512.80 includes $5,195.17 from accounts that have filed for bankruptcy. The accounts are currently assigned to our collection agency and will remain there even when they have been written off.
Mr. Weyandt reiterated previous concerns that the period between the reading of the meter and disconnection for non-payment is too long and that the amount collected for electric deposits is too low. It was recommended that the Committee consider these concerns at a future meeting.
Councilwoman Malone moved to recommend endorsement of the write-off of uncollectible electric bills in the amount of $17,512.80, and that in the future the Committee review options for improvement in the collection system. The motion was seconded by Mr. Schaeffer and unanimously carried.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Hare and Tudor and Mr. Carey.
POWER SUPPLY OPPORTUNITIES
During the Quarterly Open Town Meeting of August 1, 1994 the Canyon Group gave a detailed presentation on various electric options available to the City of Dover (presentation information on file with the City Clerk's Office). It was agreed that the Utility Committee would review this material and attempt to make recommendations for the next step to take on this issue.
Mr. Lambert suggested that the committee look at the power supply opportunities and perhaps eliminate some options, formulate a plan of action and establish a time table for proposed completion of the project. He recommended that the concept of "selling" the power system be placed on the back burner for the present time and that all other options be fully considered. Once all other options have been considered, they could then be compared with the option of selling the system.
Mr. Hare felt that it would be impossible to compare the various options without first having knowledge of a proposed rate of return from each option. Since there are so many options currently available, Mr. O'Connor felt it would be cost prohibitive to compare in great detail all options, especially if there are options that Council has no desire to pursue. Noting that detailed review of options can be very expensive, Mr. O'Connor urged members of Council to relay any option that they do not wish to consider.
Asked by Mayor Hutchison for his recommendation, Mr. O'Connor stated that he recommends that Council agree to not sell the power system at this time and that they authorize him to have requests for proposals (RFP's) prepared so that all proposals can be evaluated in a comparable manner.
After discussing the matter at length, Mr. Tudor moved to recommend that the City's power system is not for sale at this time, stipulating that this motion does not preclude the decision to sell at a future date. The motion was seconded by Mr. Carey and carried unanimously.
Mr. Hare moved to recommend that staff proceed with the City Manager's suggestion to have RFP's prepared and proposed time tables established, for review at the next Committee Meeting. The motion was seconded by Mr. Carey and unanimously carried.
UPDATE - DELDOT- MEETING WITH SECRETARY CANBY (COUNCILMAN LAMBERT)
During the Council meeting of June 13, 1994, members reviewed the status of various issues involving DelDOT. Since the City had not received a reasonable response from DelDOT regarding the City's concerns, Council authorized a letter to be sent to the Governor requesting
that a meeting be scheduled with Secretary Canby. Mr. Lambert reported that a meeting was held on July 27, 1994 with himself, Mr. O'Connor, Mr. DePrima and Mayor Hutchison in attendance. They discussed the signage on the SR1 bypass which staff felt did not direct traffic onto Route 10. Secretary Canby agreed with staff's concerns and comments but felt that she had a commitment to the Neighborhood Association who had previously requested that traffic not be directed to Route 10. She also felt that she needed to get the Association's concurrence before any changes could be made. Mr. Lambert stated that if given time, the signage will probably change.
Mr. Lambert stated that the second issue that was discussed was the toll structure for trucks on the bypass. Secretary Canby stated that she has reduced the rate by 10 percent and has also given a night time rate reduction of 50 percent. Secretary Canby thought that in time, this would resolve itself. The last item that was addressed was concerning wetlands that need to be recreated on the northeast part of town that were destroyed when the SR1 highway was built. The dirt that is going to be removed to create this wetland is planned to be moved where the Punchun Run Connector will be built. The State has agreed to have loaded trucks use SR1 and to use Route 13 for empty trucks. Although this is not a perfect solution, Mr. Lambert felt is was reasonable. Mr. Lambert also stated that staff requested that Secretary Canby keep Council informed of any other changes that may occur on these projects. Other areas that were briefly discussed were the Senior Surrey, Scarborough Road project and the Route 8 interchange.
Mr. Lambert noted that there was lengthy discussion on the Scarborough Road project with Secretary Canby and felt that that item should be put on a separate committee agenda.
BID - NEW FEEDER
The City reviewed the future growth in the southeast portion of Dover's electric system. The City's existing electrical service is not adequate to supply future needs in this area. Without adequate electric supply, a risk of low voltage and insufficient electric service is possible. With the purchase of a Hendrix Spacer wire, the problem would be resolved.
Mr. Carey moved to recommend that a new electric circuit be built and that the bid be awarded to Wesco (the low bidder) at the price of $28,041.95. The motion was seconded by Mr. Tudor and unanimously carried.
CONTRACT - TAR DITCH DRAINAGE IMPROVEMENT - PHASE I
In conjunction with the City's 1993-1998 Capital Improvements Plans, it was proposed to expand the Tar Ditch Storm Drain System in the area between Water Street and the St. Jones River. The project is designed to relieve flooding in the Water Street area and other areas in the drainage basin. In order to complete Phase I of the project from Water Street to the east side of Governors Avenue, bids were received for construction of approximately 625 LF of 54" and 66" diameter stormwater pipe and appurtenances. The work also includes water and sanitary sewer locations in Water Street and Governors Avenue.
Mr. Tudor questioned what the engineer's estimate was since the range of the bids that were submitted were so unusual. Responding, Mr. O'Connor stated that the engineer's estimate was $312,000.
Mrs. Malone stated that there was a very deep dip in the road on North Street at the Governors Avenue intersection. She asked if the purpose of the dip is to control flooding in that area. Responding, Mr. O'Connor stated that he was not familiar with that area, but would investigate it. He also stated that the Tar Ditch Project is designed to relieve flooding in that area.
Mr. Tudor moved to recommend that staff award Contract #93-94 Tar Ditch - Phase I to George & Lynch, Inc. (the low bidder) in the amount of $321,034.50, seconded by Mr. Carey and unanimously carried.
REPLACEMENT/PURCHASE - BUCKET TRUCKS
The Transmission and Distribution Department's vehicle replacement schedule and budget include the replacement of two bucket trucks and the purchase of one truck for a cable replacement crew. The vehicles listed for replacement are truck #775 which is a 1986 Ford Super Duty truck with 30' aerial device and truck #778 which is a 1985 GMC, Model 7000 equipped with a 40' aerial device. Bids were publicly opened at City Hall on July 12, 1994 for the purchase of three (3) bucket trucks. Mr. O'Connor stated that there would be a transfer of funds of $20,000 to purchase the three bucket trucks.
Mr. Tudor moved to recommend that staff accept the low bid without trade for the purchase of three trucks from Baker Equipment for $208,370 and the sale of unit #778 to Nesco, Inc. for $7,500 resulting in a net expense of $200,870, seconded by Mr. Carey and unanimously carried.
U.S. ROUTE #113 SANITARY SEWER MAIN EXTENSION
In conjunction with the City's 1993/94 Capital Improvement Plan, it was proposed to construct approximately 1,400 L.F. of eight (8) inch gravity sewer main from Miller Road in a southerly direction to the properties north of Bay Court Plaza. A portion of this project would be assessed to properties which are currently on a septic system. During their meeting of July 11, 1994, the committee tabled this issue to allow staff the opportunity to review proposed sewer line extensions.
Mr. Carey moved to recommend that this item be removed from the table, seconded by Mr. Tudor and unanimously carried.
Mr. O'Connor stated that he received a letter addressed to Mr. David Braun from Mr. Robert Peterson expressing his concern over the possible delay of the project. Mr. O'Connor stated that Mr. Peterson's property is currently on a septic system and there is no immediate problems as of today, but that problems could develop in the future. He stated that if the City could assess all properties and if the parcels of land that are now vacant, were developed, we would receive an assessment of $37,840. At this time, the property is not being proposed for development and would not be assessed under the City's policy. The maximum assessment the City would receive for installing the line and assessing the properties as of today would be $11,040. Mr. Lambert felt that $82,169.41 to serve two customers would not be in the best interest of the City.
Mr. Tudor stated that he is the former owner of this property. He stated that the septic system was replaced and is in adequate condition to serve the property. Mr. Tudor asked what would be done with the $82,169.41 if all bids are rejected. Responding, Mr. O'Connor stated that the money would be used to pay off the debt service of bonds.
Mr. Tudor moved to recommend that all bids be rejected, seconded by Mr. Carey and unanimously carried.
Mr. Weyandt moved for adjournment, seconded by Leary and unanimously carried.
Meeting Adjourned at 9:03 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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