COUNCIL COMMITTEES

The Council Committees Meeting was held on August 9, 1999, at 6:15 p.m., with Councilman Salters presiding in the absence of Council President Christiansen. Members of Council present were Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone (arrived at 6:35 p.m.), Mr. Salters, Mr. Weller, and Mayor Hutchison. Mr. Christiansen, Mr. Lambert, and Mr. Pitts were absent.

AGENDA ADDITIONS/DELETIONS

Mr. Leary moved for approval of the agenda as presented, seconded by Mr. Carey and unanimously carried.

LEGISLATIVE AND FINANCE COMMITTEE

The Legislative and Finance Committee met with Councilman Leary presiding. Members present were Mr. Gorman and Mr. Merritt. Noting that Chairman Salters was presiding in the absence of Council President Christiansen and the absence of Councilwoman Malone, Councilmen Weller and Carey were deputized to serve.

1999 Zoning and Subdivision Code Amendments

In an attempt to address certain problems evolving in the City, to update the City Code in accordance with current practices or laws, or to provide clarification or streamline existing codes, staff submitted several zoning ordinance amendments for consideration.

Mr. DePrima, City Planner, advised members that prior to review by the Planning Commission, draft amendments were reviewed by local architects, engineers, and the Chamber of Commerce. As a result, several changes were made to the draft amendments. With the exception of amendment #7, relative to business hours of operation, the Planning Commission recommended approval of the proposed zoning text amendments.

Responding to Mr. Salters regarding loading berths (amendment #8), Mr. DePrima stated that the current required number of loading berths is based on square footage of a building. He explained that 10 to 15 loading berths could be required for large buildings, when in actuality there would only be a need for four (4) to five (5) loading berths. The proposed amendment will prevent an astronomical number of loading berths being required by providing a cap of three (3) loading berths. The number of loading berths required for those companies that have large buildings will be determined by staff based on the company’s recommendation.

Responding to questions of Mr. Salters regarding tree mitigation (amendment #11), Mr. DePrima advised members that there are provisions that would allow the levy of fines. In accordance with current ordinances, staff is only able to levy fines. The proposed amendment will allow the City an alternative to require the replacement of trees and provides a ratio. He assured members that the proposed amendment would not prohibit the City from issuing fines.

Mr. Carey moved to recommend approval of the proposed zoning text amendments, as recommended by the Planning Commission (Attachments #1 - #12). The motion was seconded by Mr. Weller and unanimously carried. (It was noted that the recommendation does not include amendment #7).

Discussion - Quarterly Open Town Meetings

Mayor Hutchison submitted a request for the four (4) Quarterly Open Town Meetings to be discontinued and that two (2) Open Town Meetings be held each year at the discretion of the Mayor. He explained that the Quarterly Open Town Meetings are currently scheduled to be held four (4) times per year on the first Monday in February, May, August, and November. On several occasions, the May meeting has been canceled due to the conflict with the Annual Council Meeting and the August meeting has been canceled due to summer vacation schedules.

Members were provided with copies of minutes whereby previous discussion was held with regards to consideration of the discontinuation of the Quarterly Open Town Meetings when the 15-Minute Open Forum Segment was established. Over the years, the format of these meetings has changed mainly because of the lack of citizen participation. It was noted that previous Mayors had also relayed concerns regarding the necessity and costs for continuing to hold Quarterly Open Town Meetings. It was also noted that there are no Code or Charter requirements regarding Quarterly Open Town Meetings. The only mention of the meetings is within Section 9 of the Charter which indicates that “The Mayor shall preside over the annual meeting and quarterly town meetings,...” and Section 14 “...the council president shall preside at all meetings of the council with the exception of the annual meeting and quarterly town meetings which shall be presided over by the mayor...”.

Mr. Leary felt that the change is evolutionary in nature, explaining that since the Open Forum at each Council Meeting has been instituted, the need for the Quarterly Open Town Meetings has been alleviated. He felt that the request of the Mayor will result in a positive image, explaining that the cancellation of meetings can be perceived as a negative act. Allowing the Mayor to call an open meeting at his discretion will provide an additional means for the public to address Council regarding controversial matters that are being brought before the City.

Responding to Mr. Truitt, Mrs. Green stated that with the exception of public hearings, there are no advertising requirements; however, as a courtesy it has always been the City’s policy to place notices in local newspapers advising citizens of upcoming Open Town Meetings.

Mr. Gorman moved to recommend approval of the request that the four (4) Quarterly Open Town Meetings be discontinued and that two (2) Open Town Meetings be held each year at the discretion of the Mayor, as requested by Mayor Hutchison. The motion was seconded by Mr. Carey and unanimously carried.

UTILITY COMMITTEE

The Utility Committee met with Councilman Weller presiding in the absence of Chairman Lambert. Members present were Councilman Carey and Mr. Kramedas. Mr. Nichols was absent.

Bid - Electric Stock Materials

The Electric Department uses many items for maintenance and extensions. Staff prepared a list of frequently used items, totaling 663, and solicited bids. The City has been purchasing electric stock material through a blanket bid process for several years. It has proven to be very cost effective as vendors will guarantee their bid price for materials during the entire year.

Upon evaluation, staff recommended awarding the bids as follows:

                                    Consolidated Electric -          $ 2,809.16

                                    Dixie Electric Supply -          254,800.10

                                    National Transformer -          25,125.00

                                    Rigby Electric Supply            -                 53,192.93

                                    Tecot Electric             -          13,319.72

                                    Tristate Electrical                   -                   7,525.02

                                    Vanyo Supply             -          583,572.88

                                    Wesco                                     -            1,824,049.21

Funding is available in the Electric Transmission/Distribution and Engineering Departments’ budgets. Material quantities are estimated on projected usage and only needed materials will be ordered and paid for accordingly. Mr O’Connor stated that the bids are based on an estimated maximum amount of purchases to be made from that vendor based on historical purchases.

Mr. Weller moved to recommend approval of staff’s recommendation for the purchase of electric stock materials from vendors as indicated. The motion was seconded by Mr. Carey and unanimously carried.

Bid - Dover Pedestrian Improvements Cast Aluminum Poles and Acorn Shaped Luminaires

In conjunction with the Dover Pedestrian Amenities Project on Loockerman Street, the City of Dover elected to separately bid the lighting system proposed for the streetscape improvements. Specifications for the historical light standards were prepared by the City’s Department of Public Works and Landscape Architectural Services under the supervision of DelDOT. Bids were received for the purchase of 66 traditional cast aluminum poles and acorn shaped luminaires, as follows:

            Pennsylvania Globe Gas Light Co., North Branford, CT             -        $ 64,218.00

            United Electric Supply, Dover, DE                                              -           97,020.00

            Rexel Consolidated, Dover, DE                                                   -         100,980.00

            Dover Electric Co., Dover, DE                                                     -         105,111.60

            Tecot Electric Supply, New Castle, DE                                       -         106,603.20

            Exelon Infrastructure Services, Norristown, PA                          -         113,131.26

Mr. O’Connor advised members that upon receipt of the bids, the City requested that Landscape Architectural Services, Inc. review the bid qualifications and submit a recommendation. Based on their review, Landscape Architectural Services, Inc. recommended, and DelDOT concurred, that the bid be awarded to United Electric Supply. The apparent low bidder, Pennsylvania Globe Gas Light Co., failed to meet the required specifications.

Funding for this purchase is being provided by DelDOT through the Transportation Enhancement Fund. All invoices for the light standards will be submitted to DelDOT, Design Support Engineering Section, for payment; however, in order to reserve a delivery date, a City purchase order will be issued immediately upon receipt of Council’s approval of the bid. The construction for this project is scheduled to begin in September 1999.

Staff recommended awarding the bid to United Electric Supply, in the amount of $97,020 for the purchase of 66 traditional cast aluminum poles and acorn shaped luminaires.

Mr. Carey moved to recommend approval of staff’s recommendation, seconded by Mr. Kramedas and unanimously carried. It was noted that, due to time constraints, staff requested that this matter be considered during the Council Meeting later this evening for final approval.

Bid - Dover Pedestrian Amenities - Loockerman Street (Phase #1)

In conjunction with the Dover Pedestrian Amenities Project on Loockerman Street, the City of Dover and Landscape Architectural Services, Inc. prepared plans and specifications, and solicited bids for the construction of various streetscape improvements. The project area includes Loockerman Street from Kirkwood Street to Governors Avenue. Since this project is sponsored by DelDOT, all contract documents were prepared under their supervision.

At the City’s request, Landscape Architectural Services, Inc. reviewed the bids to formulate a recommendation. It was their recommendation, and DelDOT concurred, that the bid be awarded to the low bidder, Harmony Construction, Inc., in the amount of $242,785.

Funding for this purchase is being provided by DelDOT through the Transportation Enhancement Fund. All invoices will be submitted to DelDOT’s Central District Offices for payment. Mr. O’Connor advised members that the City’s Department of Public Works and Department of Planning and Inspections will be providing in-kind services equal to 20% of the total project cost, which will satisfy the City’s financial match for this project. The project is scheduled to begin in September 1999 and anticipated to be completed in December 1999.

Staff recommended awarding the bid to Harmony Construction, Inc., in the amount of $242,785 for the construction of the Dover Pedestrian Amenities Project on Loockerman Street (Phase I).

Mr. Carey moved to recommend approval of staff’s recommendation, seconded by Mr. Kramedas and unanimously carried. It was noted that, due to time constraints, staff requested that this matter be considered during the Council Meeting later this evening for final approval.

Mr. Leary moved to adjourn into executive session to discuss personnel matters, seconded by Mr. Truitt and unanimously carried.

Meeting Adjourned at 6:43 P.M.

                                                                                    Respectfully submitted,

                                                                                    Reuben Salters

RS/jg