COUNCIL COMMITTEES
The Council Committees Meeting was held on August 11, 1992, at 7:00 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Daisey, Mr. Levitt, Mr. Leary, Mr. Salters, Mr. Pitts, Mr. Lambert and Mayor Knopf. Mr. Hare was absent.
AGENDA ADDITIONS/DELETIONS
Mr. Levitt moved to accept the agenda as presented, seconded by Mr. Leary and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Levitt presiding. Members present were Councilmen Salters and Leary. Noting the absence of Mr. Hindman, Councilman Pitts was deputized to serve as a member.
REPORT - COUNCIL APPROVAL ON PLANNING COMMISSION ACTIONS
During their Regular Meeting of April 13, 1992, members of Council relayed concern with being held responsible for the decisions made by the Planning Commission for Conditional Use and Site Plan Approvals. After discussing the matter at length, it was requested that the Planner consult members of the Planning Commission, the public, and other involved parties, to present alternatives regarding the matter.
Mr. DePrima advised members that a sub-committee was formed to review the matter and a report was presented to the Planning Commission during their meeting of July 22, 1992. A copy of their report, as modified by the Planning Commission, was presented for the committee's review.
Mr. Roy Bogus, representative of the Planning Commission, stated that the improved public notice requirements for site plans, subdivisions, and annexations will improve the Planning Commission's awareness of and response to public concerns. He stated that members of the Planning Commission indicated the desire to meet with City Council to discuss their concerns to better understand and implement policies.
The concept of an appeal process was also considered. Although members of the Planning Commission conditionally supported the concept of Council serving as an appeal body, they were concerned with establishing a liberal appeal system, which would undermine the Commission's role. As an alternative, it was suggested that Council hear the appeals of surrounding property owners, in limited cases, where applications were approved against neighborhood protests. Mr. DePrima explained that establishing an appeal process would be a significant change in the Zoning Ordinance and would take an extensive amount of research and time to make all the necessary changes.
Taking into consideration members of Council's concerns, the Planning Commission's response, and the various logistical issues, it was staff's recommendation that no changes be made to the current procedures.
After much discussion, several members of Council suggested that a workshop be held with members of the Planning Commission to articulate their concerns.
Mr. Salters moved to recommend that there be no change in the present procedures at this time, and that a joint meeting with members of Council and the Planning Commission be held to discuss their concerns. The motion was seconded by Mr. Leary and unanimously carried.
GRANT FUNDS - ADDITIONAL PERSONNEL - POLICE DEPARTMENT
Chief Hutchison advised members that the Police Department is currently inquiring the possibility of obtaining two grants to be funded by the Criminal Justice Council. Both grants would involve an increase in personnel, one civilian and four officers.
The civilian position would be a Victim Services Representative, which is a $40,000 annual grant and increased five percent (5%) during the second and third year. The funding for this grant has been approved by the Criminal Justice Council. Matching funds would be required; however, it was recommended that a current position be utilized to meet that requirement. Chief Hutchison explained that approximately $33,078 would be set aside for personnel services, to include salary and fringe benefits, with the balance of $6,922 to be utilized to purchase the required supplies and equipment.
Mr. Salters moved to table the matter to be discussed in an executive session for personnel matters prior to the next Council Meeting, seconded by Mr. Leary and unanimously carried.
Responding to Mr. Levitt, Chief Hutchison stated that the deadline for receiving the grant is the end of August 1992.
The second grant proposal, which has not yet been submitted to the Criminal Justice Council, would increase the department by four officers. This would allow the expansion of the policing program to target additional communities within the City. Costs for each officer would be approximately $33,000, which includes salaries and fringe benefits. Costs for equipping the four officers for the project would total approximately $16,552. The total first year costs for the project is projected at $148,552. If approved, matching funds may be required which could cost up to 25% of the total project; however, the exact match will not be known until after approval is received by the Criminal Justice Council. Should matching funds be required, the City's commitment would be approximately $37,138. Since the expected start date for this project is April 1, 1993, the matching funds for fiscal year 1992/93 would be prorated to address only the last four months of the fiscal year. Since there is a lot of work involved in obtaining such a grant, Chief Hutchison requested Council's direction in pursuing the matter.
Mr. Salters moved to table the matter to be discussed in an executive session for personnel matters prior to the next Council Meeting, seconded by Mr. Leary and unanimously carried.
Meeting Adjourned at 7:55 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairman Pitts presiding. Noting the absence of Councilman Hare, Mrs. Malone, and Mrs. Dean, Councilmen Lambert and Leary were deputized to serve as members.
PRESENTATION - PRELIMINARY DESIGN OF ST. JONES GREENWAY
Mr. Matthew Spong of Landscape Architectural Service presented members with a preliminary design for the St. Jones River Greenway project. The purpose of the meeting was to receive comments from the committee and citizens concerning the design so that the information received could be used to develop the final design of the St. Jones River Greenway.
Mr. Ornauer, 17 Mifflin Road, suggested that parking be provided for those utilizing the entrance off of Kings Highway.
Mr. Lambert moved to recommend that a public hearing be scheduled for the Parks and Recreation Committee Meeting on August 25, 1992, and that the proposed designs be on display at the library for the public's view. The motion was seconded by Mr. Leary and unanimously carried.
WESTFIELD SUBDIVISION - TREE PLAN APPROVAL
In accordance with Article VI, Section H-1(f) of the Subdivision Regulations, the committee reviewed a proposed tree plan for the Westfield Subdivision. The Plan proposes the planting of 75 shade trees by utilizing five different species. It was noted that there is a significant amount of existing trees that will be preserved around the perimeter of the development. Mr. DePrima stated that although the subdivision's application was submitted prior to the adoption of the recent Tree Planting Ordinance, it appears that the proposed tree plan will conform with the new requirements. Mr. William Cooper, Superintendent of the Grounds Division, and the Planning Commission recommended approval of the Westfield Subdivision Tree Plan.
Mr. Lambert moved to recommend approval of the tree plan for the Westfield Subdivision as recommended by the Planning Commission, seconded by Mr. Leary and unanimously carried.
Meeting Adjourned at 8:30 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Daisey presiding. Members present were Councilmen Pitts and Lambert and Mr. Carey.
ANNEXATION REQUEST - LOT #1 WHITE OAK ROAD - CLAUDE ASHWELL
The committee considered a request for annexation of property located on the north side of White Oak Road, consisting of 1.76+/- acres, owned by Mr. Claude Ashwell.
Mr. DePrima stated that the property is currently vacant and is zoned AC/AR (Agricultural Conservation/Residential) in Kent County. In accordance with the Comprehensive Plan, this area should be utilized for low density residential development. The surrounding properties already within the corporate limits of the City of Dover are zoned R-20 (Single Family Residential). Mr. DePrima noted that the property has 100 feet of frontage along White Oak Road and that the R-20 zone requires 120 feet of frontage. The Planning Commission reviewed the request and recommended a zoning classification of R-15 (Single Family Residential).
Mr. Pitts moved to recommend that an annexation referendum be held for property located on the north side of White Oak Road, owned by Mr. Claude Ashwell. The motion was seconded by Mr. Lambert and unanimously carried. (It is recommended that the referendum be held on October 1, 1992 - Resolution - Attachment #1).
BIDS
1992 Curb Replacement Program
In conjunction with the City's Capital Improvements Plan, bids were solicited for the removal and replacement of approximately 2,560 lineal feet of existing curb on the streets which are scheduled to be resurfaced this year. Staff recommended that the contract be awarded to the lowest bidder, Shea Concrete, Ltd., in the amount of $42,715. The Engineer's estimate was $55,140.
Mr. Lambert moved to recommend approval of staff's recommendation, seconded by Mr. Pitts and unanimously carried.
1992 Sidewalk Replacement Program
In conjunction with the City's Capital Improvements Plan, bids were solicited for the fifth year Sidewalk Replacement Program. The area included in this year's program is bounded by Governors Avenue on the west, Water Street on the north, St. Jones River on the east, and Wyoming Avenue on the south. Approximately 17,207 square feet of concrete will have to be replaced. Staff recommended that the contract be awarded to the lowest bidder, Shea Concrete Ltd., in the amount of $60,894.61. The Engineer's estimate was $63,715.71.
Mr. Carey moved to recommend approval of staff's recommendation, seconded by Mr. Lambert and unanimously carried.
69 to 12kV Transformer
Members were advised that the transformer at the Lebanon Substation was recently struck by lightning. Mr. French stated that the transformer has been rebuilt on two previous occasions. Considering the transformer's history, its age, and the fact that the manufacturer of this transformer is no longer in business, bids were solicited to purchase a newer rebuilt transformer. Staff recommended that a purchase order be issued to the lowest bidder, Jimelco, Inc., in the amount of $81,000.
Mr. Pitts moved to recommend approval of staff's recommendation, seconded by Mr. Carey and unanimously carried.
Unit #3 Stack Relining
The Unit #3 chimney is a metal stack lined with a gunite material that serves to insulate the flue gas, to reduce its temperature drop, and to achieve the proper inside diameter to maintain gas velocity. The current lining has eroded and requires replacement. A maintenance outage has been tentatively scheduled to incorporate this work in October/November 1992. Due to the special skills and equipment required to perform this work, two organizations were identified and quotes were solicited. Staff recommended that a purchase order be issued to the low bidder, International Chimney, in the amount of $87,045 to perform Unit #3 chimney repairs.
Mr. Lambert moved to recommend approval of staff's recommendation, seconded by Mr. Pitts and unanimously carried.
McKee Run #6 Fuel Oil Storage Tank Re-Insulation
McKee Run utilizes two storage tanks for #6 fuel oil. Due to the high viscosity of #6 fuel oil, the tanks contain heaters to maintain the oil temperature between 120-135oF. Without proper insulation, the cost to maintain the oil at these temperatures would significantly increase. Since the insulation on both tanks has deteriorated, bids were solicited. Staff recommended that a purchase order be issued to the low bidder, MARCOR, in the amount of $135,829 to insulate the fuel oil storage tanks.
Mr. Carey moved to recommend approval of staff's recommendation, seconded by Mr. Lambert and unanimously carried.
Units #1 and #2 Stack Relining
The chimneys of Units #1 and #2 consists of a metal stack lined with a gunite material that serves to insulate the flue gas, to reduce its temperature drop, and achieve the proper inside diameter to maintain gas velocity. The stack lining has deteriorated due to velocity of the flue gas, abrasiveness of the particulate, and acid attack. Due to the special skills and equipment required to perform this work, two organizations were identified and quotes solicited. The sole bid was received from International Chimney, at a cost of $83,000 for the scope of repair. Staff recommended that a purchase order be issued to International Chimney, in the amount of $83,000, to perform Units #1 and #2 chimney repairs.
Mr. Lambert moved to recommend approval of staff's recommendation, seconded by Mr. Carey and unanimously carried.
Mr. Leary moved for adjournment, seconded by Mr. Lambert and unanimously carried.
Meeting Adjourned at 8:52 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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