COUNCIL COMMITTEES
The Council Committees Meeting was held on June 9, 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. Hare, Mr. Lambert and Mayor Knopf.
AGENDA ADDITIONS/DELETIONS
Mr. Hare requested that consideration of a petition received concerning safety hazards at the intersection of Kenton Road and Greenway Lane be added to the agenda. Since there was no meeting scheduled for the Safety Advisory Committee, this matter was added as item #1 to the Legislative and Finance Committee agenda. Mr. Leary requested the addition of item #5 to the Legislative and Finance Committee to consider Schutte Park Funding.
Mr. Hare moved for approval of the agenda as amended, 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 and Mr. Hindman.
PETITION - REQUEST FOR TRAFFIC LIGHT - DOVER-KENTON ROAD AT GREENWAY LANE
Mr. and Mrs. Millard Biddle of 102 N. Caroline Place - Apt. #101, submitted a petition regarding safety hazards at the intersection of Dover-Kenton Road and Greenway Lane. Noting that this is a state maintained roadway, staff forwarded the petition to the State of Delaware Department of Transportation for their review.
Mr. Biddle read a letter he received from Mr. Mark McNaulty, Acting Secretary of the DelDOT, indicating that the matter has been forwarded to Mr. Raymond Pusey, Chief of the Traffic Section, requesting that the necessary steps be taken to improve the safety of the intersection. Upon receipt of this letter, Mr. Biddle stated that he met with Mr. Dennis Ho, Central District Engineer. Mr. Ho advised him that the Highway Division is in the process of cleaning up the shrubbery to allow visibility around the curve in the road. It was Mr. Biddle's feeling that removal of the overgrowth will alleviate some of the safety hazards in the area.
Mr. Richard Harr of 31 Teal Court, and Ms. Nancy Griswold of 11 Teal Court, felt that there is a need for a traffic light at the intersection and also suggested that the speed limit be reduced. They advised members that many children live in the area and that the traffic utilizing the road travels at a high rate of speed, making it very dangerous for those children that attempt to cross the street.
Mr. Hare noted that a letter has been received from Mrs. Mimi Montgomery, #26 Greenway Lane, in opposition of a traffic light at the intersection of Greenway Lane and Dover-Kenton Road.
Mr. Worley advised members that the DelDOT is reviewing traffic safety issues on Dover-Kenton Road. He stated that a detailed report is expected in August 1992, from the DelDOT concerning this matter.
In response to Mr. Salters' suggestion to submit a letter to the DelDOT in support of speed reduction on Dover-Kenton Road, Chief Hutchison requested that staff first be given the opportunity to evaluate the matter for a report back to the committee. Chief Hutchison stated that although the City does not have the authority to change the speed limit on Dover-Kenton Road, he assured members that the City Police will increase enforcement of the current speed limit in the area.
Mr. Lambert moved to recommend that strict enforcement of the speed limit on Dover-Kenton Road be initiated immediately and that staff evaluate the area and formulate a recommendation concerning the speed limit on Dover-Kenton Road for a report back to the committee. The motion was seconded by Mr. Leary and unanimously carried.
ANNUAL RADIO MAINTENANCE CONTRACT
Bids were solicited for the annual radio maintenance contract to cover repair and maintenance of all City radio communication equipment. The contract includes labor and parts, installation and removal of mobil units, and an annual preventive maintenance check on all units. It requires 24 hours a day, 7 days a week service for the base stations, with a guarantee that the base stations will be back in service within 24 hours and all other equipment, within two working days.
Mr. Worley advised members that firms were requested to submit bids for both a one (1) year and a three (3) year period. The low bids were received from Conk's Communications in the amount of $26,054.05 for a one year period and $75,453.05 for a three year period. Staff recommended that the radio maintenance contract be awarded to Conk's Communication for a three (3) year period to begin July 1, 1992 through June 30, 1995.
As suggested by Council President Christiansen, Mr. Levitt requested that, prior to the Council Meeting of June 22, 1992, staff provide members with the last six month's history of those calls and services that have been provided under the current contract.
Mr. Salters moved to recommend approval of staff's recommendation, seconded by Mr. Leary and unanimously carried.
REVIEW OF VEHICLE PURCHASES
A list of those vehicle purchases projected for fiscal year 1992/93 was presented for the committee's review. Members reviewed each proposed vehicle purchase and raised several questions concerning the condition of the vehicles.
After discussing the matter at length, Mr. Leary moved to recommend approval of the list of vehicle purchases for fiscal year 1992/93 as recommended by staff, eliminating all sedans with less than 50,000 miles, excluding police vehicles and vehicle #739. The motion was seconded by Mr. Hindman.
Council President Christiansen advised members that he would not support the motion unless vehicles #1, #418, and #345 were also eliminated from the list.
Mr. Leary withdrew his motion, as did Mr. Hindman his second.
Mr. Hindman moved to recommend approval of the list of vehicle purchases for fiscal year 1992/93, eliminating vehicles #418, #345 and all sedans with less than 50,000 miles. It was stipulated that all police vehicles listed shall be replaced regardless of mileage. The motion was seconded by Mr. Leary and unanimously carried.
VEHICLE MAINTENANCE CONTRACT
In February 1991, the City of Dover entered into a contract with Ryder Managed Logistics Systems for provision of fleet maintenance and management service for approximately 250 vehicles and equipment.
Ms. Swain advised members that the current 17-month contract expires June 30, 1992; however, it may be extended for two successive years provided that for each extension term a budget is mutually agreed upon by both parties. She stated that a proposed budget of $489,447 includes all fleet maintenance services with the exception of the following non-target items: 1) accidents and vandalism; 2) vehicle abuse or misuse; and 3) major repairs that extend a vehicle beyond its anticipated life cycle. Ms. Swain stated that the City assumes the responsibility for the maintenance facility's utility costs and any major renovations or repairs to the facility. The contract also includes a cost incentive component which pays the contractor 50% of any aggregate annual savings to the City on the approved annual operating target of $489,447. Ms. Swain explained that the aggregate annual savings is defined as the difference between a lower 12 month cost to the City and the amount of the operating target. Aggregate costs which exceed the approved budget are paid 100% by the contractor. She stated the Ryder/MLS has absorbed all costs above the annualized target this year due to many unexpected expenditures on the RAND vehicles. These costs would have been absorbed by the City if it was producing vehicle maintenance services internally. Staff recommended that the vehicle maintenance contract be renewed with Ryder/MLS for the period July 1, 1992 through June 30, 1993, at an annual operating target of $489,447.
In response to Council President Christiansen, Ms. Swain stated that the last full year the City maintain a maintenance shop, the cost was approximately $544,000.
Mr. Salters moved to recommend that the contract with Ryder/MLS be renewed for the period July 1, 1992 through June 30, 1993, at an annual operating target of $489,447, as recommended by staff. The motion was seconded by Mr. Leary and unanimously carried.
QUARTERLY ELECTRIC UNCOLLECTIBLES REPORT
A list of uncollectible electric bills, in the amount of $58,365.91, was submitted for the committee's review. The list consisted of those accounts from October 1990 through December 1990 which have shown no collection activity for a period of one year or longer. It was noted that the proposed write-off includes $45,108.55 from accounts that filed for bankruptcy. Staff recommended endorsement of the write-off of uncollectible electric bills in the amount of $58,365.91.
Mr. Salters moved to recommend acceptance of staff's recommendation, seconded by Mr. Leary and unanimously carried.
SCHUTTE PARK FUNDING (COUNCILMAN LEARY)
To ensure that use of the Parkland Reserve Funds are predicated upon receipt of the $600,000 State grant money, Mr. Leary moved to recommend that an amendment be attached to the budget that would prohibit the use of any Parkland Reserve Funds for the Schutte Park until such time that the State funds are available. The motion was seconded by Mr. Salters.
Mr. Worley stated that the Recreation Director has a proposal for the use of the funds at the Schutte Park and requested that the motion be tabled to allow staff the opportunity to present a recommendation for the committee's review. He assured members that no city tax dollars will be spent for the Schutte Park.
Mr. Leary withdrew his motion, as did Mr. Salters his second.
Mr. Levitt noted that it is intended that no money will be spent on the Schutte Park until after this matter has been brought back to the committee.
Mr. Leary moved for adjournment, seconded by Mr. Salters and unanimously carried.
Meeting Adjourned at 8:48 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairman Pitts presiding. Mrs. Malone was present. Noting the absence of Councilman Hare and Mrs. Dean, Mr. Leary was deputized to serve as a member.
TREE PLANTING AND PRESERVATION PROGRAM - PROPOSED ORDINANCE
Staff presented a revised draft Tree Preservation and Planting Ordinance for the committee's review. Staff has incorporated the suggestions made by the citizens, development professionals, and realtors that were consulted.
Mr. DePrima noted that during the committee meeting of May 27, 1992, there was concern with Section 15.41 which would prohibit the removal of certain trees on private property. He stated that three separate alternatives for this section have been prepared for the committee's consideration. It was staff's recommendation that option #3 be approved which would provide the Parks and Recreation Committee the right to waive the prohibition of removing certain trees with a caliper dimension greater than 12 inches on private property.
After reviewing the matter at length, members felt that the City should prohibit the removal of trees over 24 inches in diameter on private property and that there be a provision for the Parks and Recreation Committee to waive the prohibition of removing certain trees on private property.
Mr. Leary moved to recommend approval of a option #1 adding the phrase, "unless approved by the Parks and Recreation Committee", seconded by Mrs. Malone and unanimously carried.
Mr. Leary moved to recommend approval of the proposed Tree Preservation and Planting Ordinances that would amend Article 5 of the Zoning Code and Appendix A of the Land Subdivision Regulations (Attachment #1) and that a public hearing be set for July 13, 1992. The motion was seconded by Mrs. Malone and unanimously carried.
Mr. Leary moved for adjournment, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 9:15 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Daisey presiding. Members present were Councilmen Pitts and Lambert and Mr. Carey.
WATER QUALITY - PRESIDENTS WAY
During the committee meeting of January 29, 1992, residents of Presidents Way expressed concern about the quality of the City's water. The committee recommended that the current policy for responding to water odor complaints be continued, and that staff investigate the possibility of extending the main in Woodrow Court to eliminate the dead end.
Staff provided members with a map depicting the water system of the Presidents Way area. Mr. Braun stated that there are two alternatives for eliminating the dead end in Woodrow Court: (1) the main could be extended to Independence Boulevard along two alignments, at an estimated cost of $11,500 to go north or $13,400 to go south; and (2) the main could be extended to Rutherford Court, south of Woodrow Court, at an estimated cost of $20,700. Mr. Braun explained that this route would eliminate two dead ends. Staff recommended approval of the project to eliminate the dead end water main on Woodrow Court.
Noting that there are several dead ends in the City's water system, Mr. Braun stated that staff is devising a program to fund the elimination of the dead end water lines to be included in next year's budget.
Mr. Lambert moved to recommend that staff be authorized to extend the water main from Woodrow Court to Rutherford Court, seconded by Mr. Carey and unanimously carried.
REQUEST FOR WAIVER OF SUBDIVISION REGULATIONS - LANDS OF LEON M. BLOOM - PROPOSED INDUSTRIAL PARK
Members considered a letter from Mr. Clifton L. Bakhsh, Professional Land Surveyor, requesting a waiver from the curb and gutter requirements for a proposed industrial park located on Lafferty Lane, owned by Mr. Leon M. Bloom.
Mr. Bakhsh, designer and representative for Mr. Bloom, stated that it is Mr. Bloom's intent to provide improved building lots to potential businesses. He explained that the installation of curb and gutter prior to development of a site could require substantial amounts of curbing to be destroyed since the entrance and exit needs are not known at this time. Mr. Bakhsh advised members that the current stormwater regulations for the State of Delaware require runoff quality. One of the accepted means of scrubbing stormwater runoff is to channel it through grass swales. He explained that the installation of curb and gutter requires catch basins and substantial piping; thereby, eliminating the valuable means of insuring quality runoff.
Mr. Braun stated that the water quality issue could be addressed by having curb, gutter and catch basins on the street, and having grass swales to transport the water once it is off the road. He stated that this would allow the water to be directed off the street in a closed system; however, it provides water quality benefits by having grassed swales off of the street to "scrub" the runoff. Mr. Braun reminded members that all streets within the City should have curb and gutter to accommodate the various maintenance functions provided by the City, such as street sweeping and snow plowing, and to provide a vertical separation between vehicles on the road and the sidewalk. Staff recommended that the request for waiver of subdivision regulations be denied.
Mr. Pitts moved to recommend acceptance of staff's recommendation, seconded by Mr. Lambert and unanimously carried.
REQUEST FOR WAIVER OF CITY SPECIFICATIONS - ACORN FARMS
Members considered a letter from Mr. Douglas VanSant, Gerald A. Donovan Associates, Inc., requesting a waiver from the type of curb and gutter requirements for the proposed Acorn Farms subdivision located on the corner of Acorn Lane and North Little Creek Road.
Mr. VanSant explained that the straight type of curb and gutter would require a substantial quantity of fill to properly grade the yards. He requested permission to utilize the suburban or rolled type of curb. Since there is a four inch difference between the elevation of the curbs, Mr. VanSant stated that the quantity of fill required would result in substantial savings when spread over the entire project area. He also noted that several attractive subdivisions recently developed within the City currently utilize the rolled curb.
Mr. Braun stated that the new standards, which require the straight curb, have been effective since 1985. He explained that the developments that utilize the rolled curb were subdivisions that were approved prior to 1985. Mr. Braun stated that the integral curb and gutter is required in order to ease the maintenance of streets for sweeping and snow plowing. Staff recommended that the request for waiver of City Specifications be denied.
Mr. Lambert moved to recommend approval of staff's recommendation, seconded by Mr. Pitts and unanimously carried.
SIDEWALK PROGRAM POLICY
During past meetings, members of Council raised questions regarding the policies and procedures of the City's sidewalk program. Staff provided members with the existing rules and regulations for their review.
After discussing the matter at length, Mr. Lambert moved to recommend acceptance of the report for information only and that no further action be taken at this time, seconded by Mr. Carey and unanimously carried.
BIDS
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 since vendors will guarantee their bid price for materials during the entire fiscal year. Staff estimates the amount of individual stock items that will be utilized by the Electric Department during the year and request bids for a per unit cost. Staff has evaluated the bids and recommended that purchases be made with the following vendors for the period of July 1, 1992 through June 30, 1993, at the estimated costs specified:
ITEMS COMPANY AMOUNT
Bolts, conduits, cutouts, A.J.P. Sales $461,533.05
splice kits, wire, fuses, etc.
Cable ties, conduit, elbows, Branch Electric 68,359.32
terminal adapters, wire, etc.
Utility bags, bolt cutters, cable Consolidated 89,463.05
cutters, cold shrink, elbows, Electric
tape, terminators, wire, etc.
Auto splices, rigid conduit, fuse Dixie Electric 287,914.35
links, lags, hot line clamps,
primary pedestals, secondary
pedestals, etc.
Cable ties, crimp-on tips, street Graybar Electric 48,087.20
light bases, screw anchors, wire, etc.
Transformer brackets, elbows, Rigby Electric 71,031.50
insulators, wire, etc.
Bolts, elbows, cable cutters, Valley Power 41,488.37
junctions, wedge clamps, etc.
Auto splices, bushings, guy Westinghouse 180,141.17
attachments, ground rods, H-taps, Electric
locknuts, pedestal connectors,
pump pliers, wire, wrench sets, etc.
Mrs. Hettinger advised members that the amounts are estimated based on projected purchases.
Mr. Carey moved to recommend acceptance of the bids as recommended by staff, seconded by Mr. Lambert and unanimously carried.
Street Resurfacing
In accordance with Council's directive to proceed with projects for which State funding has been obtained, a project was developed to mill and repave Loockerman Street from State Street to New Street; Wyoming Avenue from State Street to New Burton Road; and provide additional parking spaces in Silver Lake Park. The low bid was received from George & Lynch, Inc., in the amount of $102,285.65. The engineer's estimate was $130,604.40.
Mr. Braun stated that the City has obtained enough State funds to perform a change order to extend the milling and repaving of Loockerman Street from New Street to Queen Street, for a cost of approximately $10,000 to $15,000.
Mr. Lambert moved to recommend acceptance of the bid as recommended by staff, with the change order to add the block of New Street to Queen Street. The motion was seconded by Mr. Carey and unanimously carried.
Annual Boiler Repair Contract
Bids are solicited annually for on-demand repair of the boilers and pressure vessels at the McKee Run Station. Potts Welding and Boiler Repair was the sole bidder, as follows:
Category 1992/93 Rate
Foreman - straight time $40.00
Foreman - over-time 70.80
Boilermaker, Welder, Bricklayer:
straight time 38.90
over-time 69.50
Mr. French stated that Potts Welding has been the successful bidder for the McKee Run annual boiler repairs for a number of years and has proven to be a competent, dependable contractor to the City. Staff recommended that Potts Welding and Boiler Repair be selected as the vendor of record for boiler repairs for the 1992/93 budget year and that the bid for rates and conditions be accepted as submitted.
Mr. Carey moved to recommend approval of staff's recommendation, seconded by Mr. Lambert and unanimously carried.
Mr. Lambert moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 10:05 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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