COUNCIL COMMITTEES

The Council Committees Meeting was held on April 14, 1997 at 6:30 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary (arrived at 6:55 p.m.), Mr. Truitt, Mrs. Malone, Mr. Fenimore, Mr. Salters, Mr. Hare and Mayor Hutchison.

AGENDA ADDITIONS/DELETIONS

There were no additions or deletions to the agenda.

LEGISLATIVE AND FINANCE COMMITTEE

The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilman Hare and Mr. Schaefer and Mr. Merritt. Mrs. Malone was deputized to serve as a committee member in the absence of Mr. Leary.

Community Development Block Grant (CDBG) - Consolidated Plan Amendment

Members were provided with a copy of the City of Dover 1997 Consolidated Plan Amendment. Mr. DePrima stated that the Plan is actually a steering document for use of our CDBG monies and can be placed into existence for up to five years. This Plan is an updating and reformatting of the 1995 Plan. The Plan contains the new priorities which are felt important for community development in Dover for the next five years. In accordance with the desires of HUD, we have expanded our Plan, which previously devoted funds to housing, to include other types of community development areas such as community policing, job counseling, drug and alcohol counseling, home ownership programs, economic development, etc.

Mr. Salters moved to recommend approval of the Final Amended Consolidated Plan which will be submitted to HUD for review and approval. The motion was seconded by Mrs. Malone and unanimously carried.

Integrated Municipal Information System

In November 1996, the City requested bids for AS/400 based integrated software to support numerous City Departments. This was initiated for three reasons: (1) to replace existing problematic utility application. With retail wheeling on the horizon, the City needs dependable software that will provide competitive rate structures and billing methods; (2) to prepare us for the change in century. Our current software applications (financials, payroll, and utility billing) use a two position year such as “97" versus a four position year such as “1997". Our current software will not function properly as we approach the year 2000; and (3) to provide much of the needed software functionality and integration across all City departments as identified in the Long Range Strategic Information Systems Plan prepared in 1991.

The bid was sent to five vendors, with two vendors responding (New World Systems, Inc. and HTE, Inc.) Upon review of the software offerings, New World Systems was removed due to their weak utility offering. Their software would have required an estimated $128,000 of modifications to comply with our needs. The costs of the proposed HTE software licenses and implementation are as follows:

                                                Gross                                                  $756,409

                                                            Discounts 

                                                            3rd Party Discounts                 -5,284

                                                            HTE Software Discount          -65,400

                                                Net Total                                            $685,725

                                                5% Contingency                                  34,286

                                                Grant Total                                       $720,011

Anticipated Cost Breakdown: FY97 - $298,983         -                 FY98 - $421,028

City staff recommended that the bid be awarded to HTE, Inc. at a proposed cost of $720,011, with the anticipated cost breakdown of $298,983 in FY 97 and $421,028 in FY 98.

Mr. Fenimore asked if the City of Dover will own the software and will have the ability to make any necessary changes. Mr. Callan, Information Services Director, stated that the software will be licensed to the City of Dover to use in any way, including the ability to modify the software if necessary.

Mrs. Malone moved to recommend that the bid be awarded to HTE, Inc. at a proposed cost of $720,011, with the anticipated cost breakdown of $298,983 in FY 97 and $421,028 in FY 98. The motion was seconded by Mr. Schaefer and unanimously carried.

Meeting Adjourned at 6:40 P.M.

UTILITY COMMITTEE

The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore and Mr. Carey and Mr. Kramedas.

Evaluation of Bids - FY97 Resurfacing Program

In conjunction with the City’s CIP, it is proposed to resurface various streets throughout the City during FY97. To date, fourteen streets and alleys have received a financial commitment from Suburban Street Aid Agreements which are funded by area legislators. Additional streets will be funded through the 1993 General Obligation Bond issue and the Department of Public Works operating budget, if sufficient funds are available. Bids were received from three contractors for the FY97 Resurfacing Program, with the low bid received from Ralph Cahall & Son, Inc.

Staff recommended that the contract be awarded to Ralph Cahall & Son, Inc. in the amount of $356,470.

Responding to questions by Mr. Pitts on which streets are slated for repaving, Mr. O’Connor stated that the following are streets slated for repaving in accordance with the CIP:

                        Brown Street                                                  Davis Circle

                        Gleneagles Court                                            Inverness Court

                        Legislative Avenue                                         Pine Valley Road

                        Woodstock Court                                           Liberty Drive

                        Kent Avenue                                                  Garden Lane

                        Slaughter Street                                              Bellrive Court

                        Lotus Street (south alley)                               Troon Road

Mr. O’Connor stated that additional streets may be added to the list of streets to be repaved since Representatives Stone and Wagner may provide additional funding.

Responding to questions by Mr. Salters on handicapped accessible ramps for sidewalks, Mr. O’Connor stated that ramps will be constructed at all intersections for streets that are being repaved.

Mr. Pitts requested that if additions are made to the list that consideration be given to paving the one way portion of Reed Street, between Governors Avenue and New Street.

Mr. Fenimore moved to recommend that the contract be awarded to Ralph Cahall & Son, Inc. in the amount of $356,470, seconded by Mr. Carey and unanimously carried.

Meeting Adjourned at 7:00 P.M.

                                                                                    Respectfully submitted,

                                                                                    Robin R. Christiansen

                                                                                    Council President

RRC/