COUNCIL COMMITTEES
The Council Committees Meeting was held on June 14, 1994, at 7:00 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Tudor, Mr. Leary, Mr. Pitts, Mrs. Malone, Mr. Weyandt, Mr. Salters, Mr. Hare and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Noting that during their meeting of June 13, 1994, Council took official action regarding the Required Number of Votes - Council Motions, Mr. Salters requested that item #4 be deleted from the Legislative and Finance Committee agenda.
Mr. Pitts requested the addition of item #2, Statement of Mr. Caballero, to the Parks and Recreation Committee agenda.
Mr. Hare moved to accept the agenda as amended, seconded by Mr. Salters and unanimously carried.
Council President Christiansen introduced Mr. William Schaeffer who was appointed to serve as the civilian member to the Legislative and Finance Committee.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilmen Leary and Weyandt and Mr. William Schaeffer.
REQUEST TO WAIVE SIDEWALK REQUIREMENT - MAPLE DALE MINOR SUBDIVISION
Members considered a request from Maple Dale Country Club for waiver of the requirement for sidewalks for the proposed development of five (5) single family lots located on the northwesterly corner of Kenton and Maple Dale Roads.
Mr. DePrima, City Planner, provided members with a diagram depicting the area of and surrounding the proposed development. He advised members that all five (5) lots front on Maple Dale Road which serves as the entrance for Maple Dale Country Club and the Retreat Subdivision. Taking this into consideration, he stated that the Planning Commission recommended partial approval of the request to waive sidewalks. Mr. DePrima explained that the homes fronting on Maple Dale Road should have sidewalks to serve residents, particularly children walking to nearby areas to play. However, a waiver of the sidewalk requirement along Kenton Road should be granted since there would be less reason for residents to walk along Kenton Road. Mr. DePrima stated that although it was felt that there is no need for the installation of sidewalks along this small section of Kenton Road at this time, this concept would be altered with the widening of Kenton Road or a plan for the installation of sidewalks along the full length of Kenton Road.
Responding to Mr. Hare, Mr. DePrima stated that the other subdivisions in the vicinity would not be required to install sidewalks since they were previously granted a waiver of the sidewalk requirements.
Mrs. Kathleen Maxted, 117 Pine Valley Road, felt that the sidewalk is necessary since the bus stop for children is located at the northeast end of the proposed sidewalk. In response to Mr. Hare's concern, Mrs. Maxted advised members that the majority of those children that live in Retreat utilize their neighbor's yards to get to the bus stop. She explained that those children do not have to compete with the traffic entering and exiting Maple Dale Country Club.
Mr. John Davis, Chairman of the Planning Commission, explained that the area being developed will front an industrial entrance road; therefore, it was felt that sidewalks would be necessary for safety reasons. However, it was felt that a waiver of the requirement for sidewalks along Kenton Road would be practical since the widening of Kenton Road would be experienced in the near future and the sidewalk would be destroyed and a new one reinstalled.
Mr. Michael Malkiewicz, attorney representing Maple Dale Country Club, advised members that he has additional information that was not provided to the Planning Commission for their consideration. He stated that several years ago, as owners of the property, the City granted easements and rights-of-way for utilities. Mr. Malkiewicz stated that the telephone lines, electric lines, and gas lines and their rights-of-way are located adjacent to Maple Dale Road. He also stated that trees have been planted along the roadway for which the City will not permit their removal. In order to accommodate sidewalks in this location, Mr. Malkiewicz stated that it would be necessary to install the sidewalks approximately 30 feet away from the road. He reminded members that this particular parcel is part of a neighborhood, specifically Retreat, Turnberry, and Fox Hall, that have never had sidewalks. It was his feeling that the City should remain consistent and suggested that the committee refer this matter back to the Planning Commission for review of the additional information.
Responding, Mr. DePrima stated that the installation of sidewalks over utility easements is permitted and in some instances is preferred. He explained that sidewalks serve as a cap for the utility pipes located under the sidewalk, actually protecting the utilities. Mr. Malkiewicz questioned if the Gas and Telephone Companies have signed off on the installation of sidewalks over their utilities.
Mr. Hare reminded members that when the sale of this property was before Council, the surrounding neighbors relayed that they felt this property was a part of their neighborhood since children from the surrounding houses utilize the vacant parcels to play. The owners of the vacant parcels are now requesting a waiver from the requirement for sidewalks, and the neighbors are voicing opposition. However, noting that none of the surrounding neighborhoods have sidewalks, he felt their opposition to be contradictory. It was his feeling that the property is and should be considered a part of the surrounding neighborhoods and relayed his support for granting the waiver from the sidewalk requirements, noting that it will maintain continuity throughout the area.
After discussing the matter at length, Mr. O'Connor suggested that the matter be referred to staff for further review and recommendation. Noting that this matter involves other private companies, Mr. Leary requested that staff obtain correspondence from the gas and telephone companies indicating their concurrence with the installation of sidewalks over their utilities.
Mr. Weyandt moved to table the matter for further review by staff, seconded by Mr. Leary and unanimously carried.
BASIC LIFE SUPPORT SERVICE CONTRACT
The City has contracted with a private vendor to provide Basic Life Support Service in the Robbins Hose Fire District since August 31, 1991. This services was provided by Med Star, Inc. from August 31, 1991 through December 21, 1993. Med Star, Inc. was then purchased by Metro Ambulance Service, Inc. who is currently administering the contract. The Basic Life Support Service Contract is due to terminate on August 31, 1994. Staff requested proposals to provide Basic Life Support Service for the Robbins Hose Fire District, with Metro Ambulance Service, Inc., Professional Ambulance Service, Inc., and MSC Ambulance Services submitting proposals.
Mr. O'Connor advised members that MSC Ambulance Services was disqualified because they missed the submittal deadline. The proposals submitted by Metro Ambulance Service, Inc. and Professional Ambulance Service Inc. were reviewed by staff and interviews conducted with both firms. Staff provided members with details regarding the proposal reviews and interviews.
Due to their outstanding patient record, local ownership, services offered beyond the scope of the contract, and cooperative working relationship with the City, staff recommended that the Basic Life Support Service Contract for the Robbins Hose Fire District be awarded to Metro Ambulance Service, Inc.
Responding to Mr. Leary, Mr. O'Connor stated that the length of the contract is three (3) years; however, based on service criteria, the City may terminate the contract at anytime.
Council President Christiansen advised members that Mrs. Donahoe of Professional Ambulance Service contacted him requesting the opportunity to make a presentation before the Committee. Noting that Mrs. Donahoe is not in attendance or that correspondence has not been received, Council President Christiansen felt that their silence is consent that this contract should be awarded to another company.
Mr. Leary moved to recommend that the Basic Life Support Service Contract be awarded to Metro Ambulance Service, Inc., as recommended by staff. The motion was seconded by Mr. Schaeffer and unanimously carried.
POLICE STATION PROJECT FINANCING PLAN
As recommended by the Public Safety Issues Implementation Study Committee, City Council approved the concept of the police station renovation and expansion. A referendum was held on May 17, 1994 and the issuance of general obligation debt was approved by the voters.
Mr. Mike Karia, Treasurer/Finance Director, submitted a report indicating the details of the financing plan related to this project and referendum, as follows:
∙ Bond Amount:
Bond Issue not to exceed $3,000,000
Project - $2,900,000 and bond Discount/Issuance cost - $100,000
∙ Type: General Obligation
∙ Form: Book entry only
∙ Life of Bonds: 15 or 20 years. Determination will be based on the best value for a dollar received by the City under the then prevailing market contract conditions.
∙ Selling Method: Competitive Bids
∙ Debt Service: First interest payment is 7/1/95. First principal payment is 7/1/96.
∙ Recommended Bond Counsel:
A. Potter Anderson & Corroon, Wilmington
B. Proposed Fees: Not to exceed $16,000
C. Out of pocket expenses: Not to exceed $3,000
D. Fees for credit enhancement: $5,000, not included in $16,000. We do not expect to use this service.
∙ Rating: We will apply for Moody's rating. Our current G.O. rating is A1. We expect to receive the same rating for this proposed bond issue.
∙ Financial Advisor: We are going to do a lot of this work ourselves. Only limited help will be needed for debt structuring and for market timing. The cost is estimated to be less than $2,500.
∙ Issue Timing: We will issue the bonds only when the funds are needed to pay the first bill from the contractor.
∙ Authorizing Bond Resolution: Will be presented to Council on June 27, 1994.
Mr. Karia assured members that if any major changes are necessary, staff will present them to Council for information and approval. Staff recommended approval of the financing plan and the appointment of the bond counsel.
Mr. Weyandt moved to recommend approval of staff's recommendation, seconded by Mr. Leary and unanimously carried.
Mr. Leary moved for adjournment, seconded by Mr. Weyandt and unanimously carried.
Meeting Adjourned at 8:05 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairman Pitts presiding. Members present were Councilwoman Malone, Councilman Tudor, Mrs. Maxted and Mr. Caballero.
MAPLE DALE MINOR SUBDIVISION - PAYMENT IN LIEU OF PARKLAND
In accordance with Article VI, Section F-2 of the Subdivision Regulations, members considered accepting a cash donation in the amount of $8,000 in lieu of parkland for the proposed Maple Dale Minor Subdivision, as recommended by the Planning Commission. This represents 10% of the value of the land area of the development as determined by the City Assessor. No land donation is requested or would be required.
Mr. DePrima, City Planner, explained that the property is located on the northwesterly corner of Kenton and Maple Dale Roads, consisting of 3.9654+- acres of land, and proposes the construction of five (5) single family lots. He stated that the Planning Commission, on the advice of the Parks and Recreation Department staff, determined that there is insufficient land for the development of private or public parkland.
Mrs. Malone moved to recommend that a cash-in-lieu of land donation in the amount of $8,000, representing 10% of the fair market value, be accepted by the City as fulfillment of the Parkland Donation requirement for the Maple Dale Minor Subdivision. The motion was seconded by Mr. Tudor and unanimously carried.
STATEMENT - ESTABLISHMENT OF HANDBALL COURTS - MR. LUIS CABALLERO
Mr. Caballero advised members that a group of individuals are attempting to establish handball courts. He stated that although the City has little league baseball, there are individuals that are unable to participate due to age, health, skill, cost, etc. It is his hope that the handball courts will actually serve as multi-purpose courts to be utilized for pattleball, stickball, tennis, etc. Citizens of all ages can participate in these types of sports and there will be no fees involved. Mr. Caballero stated that it is his desire to establish these courts within the City of Dover and hopes that they will be community receptive.
Responding to Mr. Salters, Mr. Caballero explained that since he serves as a civilian member to the Parks and Recreation Committee, he felt it is his responsibility to keep members of Council appraised of his actions.
Mr. Caballero moved for adjournment, seconded by Mr. Tudor and unanimously carried.
Meeting Adjourned at 8:14 P.M.
SAFETY ADVISORY COMMITTEE
The Safety Advisory Committee met with Chairman Hare presiding. Members present were Councilwoman Malone, Councilman Pitts and Mr. Coleman.
PREVENTIBLE AND MALFUNCTIONING ALARM CODE - FIRE SAFETY STANDARDS REVIEW COMMITTEE
The Fire Safety Standards Review Committee is an ad hoc committee created in 1993 by Council President Christiansen to review the various ordinances of the City as they relate to fire prevention and protection, and when appropriate, to make recommendations to improve code efficiency and effectiveness.
The Fire Safety Standards Review Committee presented members with proposed ordinance amendments that would establish repetitive malfunctioning alarms as a miscellaneous offense. Mr. DePrima stated that in reviewing Section 14-3 of the Dover Code regarding false alarms to the fire company, the committee obtained similar ordinances from other municipalities. He advised members that responses to preventible or malfunctioning alarms is very costly in time and money to the Robbins Hose Company and to the Fire Marshal's Office. The current ordinances do not adequately discourage malfunctioning and preventible alarms or recoup the costs to the City for responding to false alarms.
Mr. DePrima stated that the proposed amendments clearly set forth the responsibility for responding to, resetting, repairing, and reporting malfunctioning and preventible fire alarm systems. The amendments also create penalties for not properly maintaining and repairing malfunctioning alarms and for not practicing methods for preventing false alarms by establishing progressive fines for repetitive malfunctioning and preventible alarms. Mr. DePrima stated that the proposed amendments would require that all systems in the City be registered. He noted that although the ordinance does not indicate an effective date, the committee requested that they have the opportunity to notify the alarm companies, citizens, and businesses of the new policy; therefore, they requested that the ordinance include an effective date of January 1, 1995.
Responding to Mr. Coleman, Mr. Wayne Hutchison, Chairman of the Fire Safety Standards Review Committee, stated that the Fire Department and Fire Marshal's Office will be responsible for determining if an alarm was preventible.
Mrs. Malone moved to recommend approval of the proposed ordinance amendments to become effective January 1, 1995 (Attachment #1). The motion was seconded by Mr. Coleman and unanimously carried.
Mrs. Malone moved for adjournment, seconded by Mr. Coleman and unanimously carried.
Meeting Adjourned at 8:30 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Hare and Tudor and Mr. Carey.
ELECTRIC UTILITY - UPDATE
Since receipt of an offer from Delmarva Power & Light for the purchase of the City of Dover's electric system, staff has been reviewing the possibility of the sale of the power plant. Mr. O'Connor advised members that the City has received other offers and several options that are very viable and offer a rate of return and a potential savings to the customers on the City's electric utility. He stated that the offers have a very broad spectrum ranging from wholesale purchases, bulk power purchases, and the possibility of contracting for the operation of the power plant. Mr. O'Connor stated that staff has met with several citizens who represent segments of our community that have a vast interest in the electric utility. Staff is attempting to formulate a team which would negotiate the options Council deems appropriate. He assured members that staff has continuously been reviewing and discussing this matter and will be presenting a recommendation in the near future.
BID - ELECTRIC STOCK MATERIAL
The City has been purchasing electric stock material through a blanket bid process since 1989. It has proven to be very cost effective as vendors will guarantee their bid price for materials during the entire fiscal year. Following a thorough evaluation of the bids, staff recommended that the purchases be made with the following vendors for the period July 1, 1994 through June 30, 1995, at the estimated costs specified:
ITEMS COMPANY *AMOUNT
Air break switches, anchor rods, arresters, bolts A.J.P. Sales $915,751.43
splices, elbows, fuses, switchgear, transformers, cable
Amprobe, bushings, conduit plug, couplings, guy wire, Dixie Electric $170,284.27
transformers
Flexible conduit, couplings, galvanized elbows, Graybar Electric $ 42,094.61
stripping tool, transformer, cable
Glove protectors, blankets, street transformers Hesco, Inc. $362,941.30
Barrel connectors, cold shrink, cable ties, galvanized United Electric $115,309.97
conduit, cutouts, fuse tubes, blades, fuse links,
luminaries
Arresters, cable cutters, clamps, connectors couplings, Wesco $198,974.80
pvc elbows, hot line clamps, pedestals, transformers
*Amounts are estimated based on projected purchases.
Mr. Hare moved to recommend approval of staff's recommendation, seconded by Mr. Carey and unanimously carried.
BID - ANNUAL BOILER REPAIR CONTRACT
On an annual basis, staff solicits hourly rate bids from boiler repair organizations to provide services at the McKee Run Generating Station on an as-needed basis. Work is typically conducted for repairs to the three (3) power boilers, the two hot water boilers, and a variety of heat exchangers such as feedwater heaters and fuel oil heaters. Repairs are generally conducted either on an emergency basis to return equipment to service or as identified by equipment inspections during maintenance outages. Potts Welding & Boiler Repair was the sole bid received as follows:
Hourly Rates
Boilermaker Foreman $41.50
Boilermaker $40.50
Mr. O'Connor advised members that Potts Welding & Boiler Repair has held the annual contract at McKee Run for several years. They have traditionally provided good service in a timely manner and have been responsive to the needs of the plant. Their long association with the McKee Run units has proven to be valuable in evaluating equipment conditions and capabilities. Staff recommended that Potts Welding & Boiler Repair Company be identified as the boiler repair contractor for the 1994/95 budget year.
Mr. Hare moved to recommend acceptance of staff's recommendation, seconded by Mr. Carey and unanimously carried.
MCKEE RUN UNIT #3 - 125V DC BATTERY BANK
McKee Run Unit #3 incorporates a 125V DC system to provide DC power and control power for systems requiring continuous control and signal loads, circuit breaker operations, annunciators, DC motors (including Unit #3 T/G emergency lube oil), emergency lighting, solenoids, and inverters. The battery bank consists of 120 sixty plate lead-acid storage cells. The existing batteries are those originally purchased with the unit and are in excess of 20 years old. The batteries have been stored in a room with only basic climate controls (exhaust fans) and have been exposed to sunlight since 1993.
Mr. O'Connor advised members that a number of the battery cells have been found to be leaking, requiring replacement of 20 batteries. Additional leaks have been experienced, prompting a thorough examination of the remaining cells. Fifty of the cells were noted to have damaged plates, indicating that failure of the cells is likely in the near future. These types of cells have life expectancies of 20-25 years under good environmental conditions; however, exposure to sunlight and poor HVAC controls shorten the lives of the cells. The existing McKee Run Unit #3 cells have existed in this condition in excess of 20 years.
Mr. O'Connor explained that the 125V DC system provides normal control and instrumentation power and circuit breaker control. In the event of 125V DC battery failure concurrent with loss of power, all controls, indications, and emergency lighting, would be lost. Additionally, if Unit #3 had been on line at the initiation of the transient, the turbine generator would roll down to 3600 RPM with no lubricating oil.
Due to the age of the cells, the condition of the cells, and the significance of the system, it is recommended that the remaining original 100 cells be replaced and that a purchase order be issued to Yuasa-Exide in the amount of $40,300 to procure the cells. Mr. O'Connor stated that staff had not determined whether the local Exide manufacturer could provide these batteries.
Mr. Hare moved to recommend acceptance of staff's recommendation, stipulating that staff attempted, but could not locate, a local or more economical vendor. The motion was seconded by Mr. Carey and unanimously carried.
ASBESTOS AND NON-ASBESTOS INSULATION - ANNUAL REPAIR
The McKee Run Generating Station incorporates a great deal of insulation to limit heat loss and provide personnel protection. Portions of the plant utilize asbestos insulation, while other portions utilize non-asbestos insulation. Plant maintenance periodically requires the removal of asbestos and non-asbestos insulation for access to plant equipment. Removal and disposal of asbestos insulation requires trained and certified personnel. Bids were solicited for hourly rates for asbestos and non-asbestos insulation work at McKee Run, with the low bid received from MARCOR Delmarva, as follows:
Supervisor Mechanic Apprentice
$24.49 $20.89 $ 0.00
Staff recommended that MARCOR Delmarva be selected as the asbestos and non-asbestos insulation contractor for the 1994/95 budget.
Mr. Hare moved to recommend acceptance of staff's recommendation, seconded by Mr. Carey and unanimously carried.
DELDOT ISSUES (CONTINUED FROM MAY 24, 1994)
During the committee meeting of May 24, 1994, members reviewed the status of various issues involving DelDOT.
Noting the importance of these issues and that only a few citizens are present, Mr. Hare suggested that these matters be discussed during a Quarterly Open Town Meeting.
Since the City has not received a reasonable response from DelDOT regarding the City's concerns, Mr. Lambert requested that the committee recognize the need for a letter to be sent to the Governor.
Council President Christiansen suggested that the committee authorize the Mayor, Council President and Chairman of the Utility Committee to secure a meeting with the Governor and Secretary Canby to discuss the issues that are not being addressed by DelDOT.
By request of Mr. Lambert, Mr. Hare moved to recommend that staff draft a letter, to be signed by the Mayor, Council President Christiansen, and Chairman of the Utility Committee on behalf of the City, to the Governor listing the concerns that have not been addressed by DelDOT and requesting that a meeting be scheduled with the Governor and Secretary Canby. The motion was seconded by Mr. Carey and unanimously carried.
Mr. Hare moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 9:03 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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