COUNCIL COMMITTEES
The Council Committees Meeting was held on April 26, 1994 with Council President Christiansen presiding. Members of Council present were Mr. Hutchison, Mr. Lambert, Mrs. Malone, Mr. Salters and Mr. Tudor. Mr. Hare, Mr. Leary and Mr. Pitts were absent.
AGENDA ADDITIONS/DELETIONS
Council President Christiansen requested that item #1, Annexation/Rezoning Request, of the Utility Committee Agenda be considered prior to commencement of the Legislative and Finance Committee meeting.
Mr. Lambert moved for approval of the agenda as amended, seconded by Mr. Hutchison and unanimously carried.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Hutchison and Tudor and Mr. Carey.
ANNEXATION/REZONING REQUEST - 385 ACORN LANE - LAWRENCE A. & MARGARET DIEMIDIO
A request for annexation was received from Lawrence A. and Margaret DiEmidio for their property located at 385 Acorn Lane.
Mr. DePrima explained that the requested annexation is for a single family home and does not require review by the Planning Commission. He stated that to the north, west and south of this property are single family homes that are zoned RS-1 in the County. To the east is the Independence Village subdivision zoned R-8 in the City. The Comprehensive Plan recommends low density homes. Since the request is compatible with the Comprehensive Plan and surrounding land uses, and because there is a need for City water and sewer, the City Planner recommended approval of the request for annexation with a zoning designation of R-20.
Mr. Tudor moved to recommend approval of the request for annexation of 385 Acorn Lane, as recommended by staff. The motion was seconded by Mr. Hutchison and unanimously carried. (It is noted that an Annexation Referendum has been set for May 12, 1994 and that a zoning public hearing has been set for May 23, 1994.)
Mr. Carey moved for adjournment, seconded by Mr. Tudor and unanimously carried.
Meeting Adjourned at 7:14 P.M.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Council President Christiansen and Councilwoman Malone were deputized to serve in the absence of Councilmen Hare and Leary.
REMUNERATION REVIEW COMMITTEE - REPORT ON REVIEW OF REMUNERATION LEVELS FOR CITY COUNCIL MEMBERS
As requested by members during their meeting of March 15, 1994, the Citizens Committee was requested to consider reimbursement of expenses for Members of City Council for a report back to the committee.
Mr. Joe McDaniel, Chairman of the Citizens Committee, explained that the committee reviewed the City's current policies and ordinances regarding the reimbursement of expenses for Members of City Council and noted that all expenses associated with the official positions of City Council are paid by the City. Therefore, the only area of discussion was that of the level of remuneration. Mr. McDaniel stated that members of Council were paid for attendance at 37 meetings during the 1993 calendar year at the rate of $75 per meeting, with the Council President reimbursed at the rate of $90 per meeting. It was the committee's opinion that this was ample remuneration for a public service position and recommended no change to the current remuneration level for members of City Council.
Mr. Christiansen moved to recommend acceptance of the Citizens Committee's report and recommendation, seconded by Mrs. Malone and unanimously carried.
QUARTERLY WRITE-OFF OF UNCOLLECTIBLE ELECTRIC BILLS
City staff submitted the proposed quarterly write-off of electric bills for the period October 1, 1992 through December 31, 1992 that have shown no collection activity for a period of one year or longer. The proposed write-off of $22,235.21 includes $14,684.61 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.
Staff recommended endorsement of the write-off of uncollectible electric bills in the amount of $22,235.21.
Responding to Mr. Tudor, Mr. O'Connor reminded members that there was previous discussion regarding the placement of liens on properties for outstanding electric bills. He requested postponement of any further consideration until the necessary software is purchased and installed to the computer system. This would allow the City time to provide proper notice to all property owners of the new policy should Council approve the change.
Mrs. Malone expressed concern with the ability of placing liens on manufacturing housing developments. At this point, Mr. O'Connor stated that the placement of liens is only a suggestion that would be further reviewed by staff for future consideration.
In response to Mr. Christiansen regarding the savings that would be incurred if the City did not require deposits, Mr. O'Connor alluded to other municipalities that have eliminated the requirement of deposits and assured members that staff will investigate the concept of eliminating deposits. If it is determined that the concept has potential, staff will present a recommendation to the committee for consideration.
Mr. Christiansen moved to recommend endorsement of the write-off of uncollectible electric bills in the amount of $22,235.21. The motion was seconded by Mrs. Malone and unanimously carried.
COUNCIL VOTING - ROLL CALL VOTES (COUNCIL PRESIDENT CHRISTIANSEN)
Mr. Christiansen reminded members of recent comments and observations of Mr. Bill Truitt and former Mayor Crawford Carroll and suggested that members consider that a 2/3 vote of Council on roll call votes be required to approve all ordinances, bids, contracts, rezoning, and annexations. He also suggested consideration of requiring a 3/4 vote on motions to purchase or sell City property above $50,000 in value require a 3/4 vote.
Mr. Salters stated that any change to the present voting system would be circumventing the entire democratic process, whereby the majority rules. He felt that a change would be unconstitutional and suggested that a legal opinion be obtained regarding this matter.
Noting that one vote could change a momentous event, Mr. Tudor explained that there are certain items of utmost importance that come before City Council that should require an absolute vote rather than just a majority.
After much discussion and noting that several members of Council are absent, Mrs. Malone moved to table the matter until all members of Council are present. The motion was seconded by Mr. Christiansen and unanimously carried.
AMENDMENTS TO BUSINESS LICENSE CODE (CHAPTER 11)
Mr. DePrima, Planning and Inspections Director, presented members with proposed amendments to Chapter 11, Business Licenses, of the Dover Code. He explained that the amendments eliminate outdated and unused categories, consolidate similar definitions, add several modern categories, revise categories that were outdated and updated business license fees. Mr. DePrima also advised members that a section has been added that establishes the national "Standard Industrial Code" as a reference guide for categorizing Dover businesses.
Mr. Christiansen moved to recommend approval of the proposed amendments to the Business License Code (Attachment #1), seconded by Mrs. Malone and unanimously carried.
MISCELLANEOUS AMENDMENTS TO ZONING CODE
Mr. DePrima, Planning and Inspections Director, presented members with miscellaneous zoning text amendments, as follows:
► Re-establish the RG-O zone on a limited basis in central Dover.
► Relax regulations for decks, small accessory structures, and small structures that are accessory use of Silver Lake and the St. Jones River.
► Creation of Code requirements for sidewalks, which would bring the code in line with the current policies and practices of the Planning Commission.
Responding to Mr. Christiansen, Mr. DePrima assured members that the amendments have been forwarded to the City Solicitor for review. He stated that he will contact Mr. Rodriguez and stress the re-establishment of the RG-O zone to determine if it would be discriminatory.
With reference to Mr. Christiansen's concerns of eliminating the requirement of sidewalks, Mr. DePrima stated that residential sidewalks are required in accordance with the Land Subdivision Regulations. He explained that the proposed amendments will address developments that are not required by the Land Subdivision Regulations such as apartment complexes.
Mr. Christiansen moved to recommend approval of the proposed zoning text amendments (Attachment #2) and that a public hearing be set for June 13, 1994. The motion was seconded by Mrs. Malone and unanimously carried.
Mr. Christiansen moved for adjournment, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 8:08 P.M.
UTILITY COMMITTEE
The Utility Committee reconvened with Chairman Lambert presiding. Members present were Councilmen Hutchison and Tudor and Mr. Carey.
EVALUATION OF BID - FY94 RESURFACING PROGRAM
In conjunction with the City's Capital Improvement Plan, bids were solicited for the resurfacing of eight (8) streets during 1994. Funding for this project has been provided by area legislators with Suburban Street Aid Funds. The following streets are scheduled to be resurfaced:
Boggs Drive Woodburn Circle
Frear Drive Blue Beach Drive
Sussex Avenue Baker Turn
Konschak Avenue Mayberry Lane
Staff recommended awarding the contract to the low bidder, George & Lynch, Inc., in the amount of $145,641.10. The engineer's estimate was $127,740. Mr. O'Connor explained that upon review of the bids, the price per ton of asphalt increased approximately $4.00 since award of the last resurfacing contract. In addition to the price increase, most of the contractors elected to give no credit for the use of the milled material. These two factors significantly increased the costs related to this contract.
Responding to Mr. Weyandt, Mr. O'Connor explained that the contractors are not providing the credit for the use of milled material since the stock piles are so high that there is no demand for additional material; therefore, the contractors have no reason to give the credit.
Mr. Hutchison moved to recommend awarding the FY94 resurfacing contract to George & Lynch, Inc., in the amount of $145,641.10. The motion was seconded by Mr. Carey and unanimously carried.
FUEL OIL SUPPLY - MCKEE RUN GENERATING STATION
The City purchases #6 fuel oil for the McKee Run Station on a one year contract which is bid each year. Each contract contains a clause which allows the City to extend the contract for an additional one year period. The current contract was awarded to Amerada Hess Corporation based on a competitive bid.
Mr. O'Connor reminded members that the current contract for fuel oil supply is due to expire on June 30, 1994. Due to the change in operations for our steam units, we have greatly reduced the amount of oil that will be needed for 1994/95. The deliveries of this reduced amount of oil will be very sporadic. Mr. O'Connor explained that both of these factors will make the oil supply contract less attractive to potential bidders.
Noting that the price for #6 fuel oil is on a sharp decline with the forecast for a continued price decrease, staff felt that proposals would not be as favorable as our current contract. Therefore, staff recommended extending the contract with Amerada Hess Corporation for an additional one year period.
Mr. Tudor moved to recommend approval of staff's recommendation, seconded by Mr. Hutchison and unanimously carried.
POLE-MOUNTED AND PAD-MOUNTED TRANSFORMER PURCHASE
In order to replenish depleted stock of various sizes of single phase pole-mounted and three phase pad-mounted transformers, bids were solicited for 45 pole units and six (6) pad units in eight sizes. The pole-mounted sizes are those units most frequently used in recent months as well as those deleted during the recent ice storms. The pad-mounted sizes are those sized for most commercial services.
Mr. O'Connor stated that the bids were evaluated by the Electric Department. He advised members that the evaluations combine the unit initial costs with operational heat loss efficiencies to determine the most economical transformers to purchase.
Staff recommended awarding the bids to the lowest bidder, as follows:
Item # Quantity Description
Pole Mounted Units
1 9 15KVA 7200V to 120/240V
2 18 25KVA 7200V to 120/240V
3 18 50KVA 7200V to 120/240V
To be awarded to HESCO, Inc. for $34,569.00. The engineer's estimate was $37,200.00.
Pad Mounted Units
1 1 1500KVA 12470/7200V to 480/277V
To be awarded to A.J.P. Sales for $19,272.00 The engineer's estimate was $15,000.00
2 1 1000KVA 12470/7200V to 480/277V
3 1 500KVA 12470/7200V to 480/277V
4 2 300KVA 12470/7200V to 480/277V
5 1 75KVA 12470/7200V to 480/277V
To be awarded to HESCO, Inc. for $23,872.00. The engineer's estimate was $52,500.00
Mr. Carey moved to recommend approval of staff's recommendation, seconded by Mr. Hutchison and unanimously carried.
VANSANT CT INSPECTION
The VanSant combustion turbine unit is a General Electric Frame 6 simple cycle gas turbine. General Electric recommends certain maintenance to be performed based on equivalent operating hours. Due to a combination of operating hours, starts, stops and unit trips, the VanSant combustion turbine has exceeded the recommended number of equivalent hours to perform a combustion inspection.
Mr. O'Connor also advised members that General Electric periodically issues Technical Information Letters (TIL's) to recommend repair, modifications, or inspections based upon conditions observed at other similar units. All applicable TIL's have been reviewed and four (4) are recommended to be performed during the scheduled outage.
Proposals were solicited to conduct the combustion inspection on the VanSant combustion turbine unit and for the four TIL recommendations. East Coast Management (ECM), Elliot Company, and General Electric (GE) submitted proposals, as follows:
E.C.M. Elliot G.E.
Base Bids
Combustion Inspection $ 89,000 $34,560 $ 91,038
TIL's 11,500 8,500 30,850
100,500 43,060 121,888
Hourly Rates - Emergency Work
Engineer $80.00 $75.00 $125.00
Millwright Foreman 50.21 44.89 45.39*
Journeyman Millwright 46.34 42.53 42.21*
*GE also charges $500/day for tool rental for out-of-scope emergency work.
Mr. O'Connor explained that although Elliot's bid is unusually low compared to the other two bidders, discussion with Elliot personnel indicated that they failed to account for a number of items in the bid specifications and also failed to factor in disassembly of the turbine to gain access to applicable turbine components. Elliot Company also has no work experience on similar units. Elliot's bids was rejected based on insufficient experience in similar project work.
Staff recommended the selection of E.C.M. as the successful bidder and that a purchase order be issued in the amount of $100,500 to conduct the combustion inspection and perform the TIL's.
Responding to Mr. Tudor, Mr. O'Connor estimated that the Combustion Turbine will not have as many starts and stops now that it is in service compared to its first year of service; however, the Combustion Turbine will continue to be the most dependable unit to start and stop.
Mr. Hutchison moved to recommend approval of staff's recommendation, seconded by Mr. Carey and unanimously carried.
PURCHASE OF ADDITIONAL FLOW METERING EQUIPMENT
In conjunction with the City's Inflow-Infiltration Program currently underway, staff received a proposal from the equipment vendor, ADS Environmental Services, Inc., for the installation of three (3) additional permanent flow-metering devices. These meters will be placed in three (3) target basins located in south Dover. The information received from these devices will be used to further investigate the location and quantity of inflow and infiltration within the sanitary sewer system.
Mr. O'Connor advised members that there are currently six (6) meters in place which have been collecting data since February 1993. The data collected will be used to determine the location and type of project which will need to be done to reduce inflow and infiltration into the system.
Staff recommended the purchase and installation of three (3) additional flow-metering devices to ADS Environmental Services, Inc., in the amount of $84,240.
Mr. Tudor moved to recommend approval of staff's recommendation, seconded by Mr. Carey and unanimously carried.
Mr. Tudor moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 8:35 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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