COUNCIL COMMITTEES
The Council Committees Meeting was held on September 24, 2001, at 6:00 p.m., with Council President McGlumphy presiding. Members of Council present were Mr. Ritter, Mr. Pitts, Mr. Gorman, Mr. Truitt, Mr. Carey, Mr. Speed, Mr. Salters, Mr. Ruane, and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Salters moved for approval of the agenda, seconded by Mr. Gorman and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Gorman presiding. Members present were Councilmen Ruane and Salters, and Mr. Snaman. Mrs. Street was absent.
Budget Management Committee Recommendations
The Budget Management Committee (Mrs. Donna Mitchell - Finance Director, Mrs. Terry Tieman - Administrative Services Director, Police Chief - Jeff Horvath, Mrs. Janice Green - City Clerk, Councilman Gorman - Legislative & Finance Chairman - Ex-Officio) had its third and final meeting on September 7, 2001. The committee’s recommendations to improve the budget management process were presented for review.
Mr. Ruane moved to refer the Budget Management Committee Recommendations to the Legislative and Finance Committee Task Force for review and inclusion in their November 20, 2001 report, seconded by Mr. Gorman and unanimously carried.
Disposal of Surplus Property - 214 North Ann Avenue
In May of 2001, Mr. Berlin Hollingsworth approached the City requesting that ownership of land known as 214 North Ann Avenue, located in the Northwest Dover Heights Subdivision, be transferred to him. He indicate that he has been maintaining the land since 1980. The City Of Dover acquired the above vacant lot for $533.32 at a tax sale in 1997. It appears that $287.69 in back taxes were owed to the City. After visiting the property with the Tax Assessor, Mr. Cooper, and conducting an informal survey of the property, it appears that there are some significant and long-standing encroachments that render the property undevelopable. It also appears that a home at 212 North Ann Avenue, owned by Mr. Hollingsworth, is partially built on the parcel in question.
In accordance with the land disposal policy, the Interim City Manager evaluated the property and determined that the parcel was not needed by any City department; that it became surplus as a the result of a tax sale; and that a zoning change would not enhance the resale value of the property.
Through further discussions with Mr. Hollingsworth, it was learned that the adjacent neighbors, Mr. and Mrs. Travis Myrks, 216 Ann Avenue, were also interested in acquiring a portion of the parcel. Both parties agreed that they would each accept half of the property and would be willing to pay for the cost of surveying, subdividing, and transferring the property, which is estimated at $1,150; however, neither party is interested in paying for the land. Mr. Hollingsworth and Mr. Myrks have each deposited $575 with the Interim City Manager as a good-faith offer.
The land disposal policy encourages the sale of surplus land through auction or sealed bid. However, there are several exceptions, including Exception "C", Conveyance of odd shaped and/or unbuildable parcels. This exception allows the City to convey to neighboring property owners at the City's cost basis adjusted for inflation. Since the City purchased the property at $533.33, its cost basis would be approximately $550. An appraisal of the property is not recommended due to its low value. As previously indicated, neither Mr. Hollingsworth nor Mr. Myrks want to pay the cost basis but would be willing to pay for the cost of transferring the land, which is greater than the cost basis.
Mr. DePrima stated that it appears that the Northwest Dover Heights development was not constructed according to the recorded plat plan. He and Mr. Cooper measured properties in the development and confirmed that there is a discrepancy between the surveys and the actual construction. In essence, Mr. DePrima stated that the lot was unbuildable.
Responding to Mr. Pitts, Mr. DePrima stated that it would be necessary to survey and subdivide the property in order to convey it to the neighboring owners.
Staff recommended conveying the property to the neighboring property owners, Mr. Hollingsworth and Mr. Myrks at a cost of $1,150. This would put the land back into the City's tax base and relieve the City of any responsibility for maintenance.
Responding to Mr. Salters, Mr. DePrima stated that, without a survey, he could not say with confidence that the lot size was in fact 60 feet by 125 feet. It was Mr. Salters feeling that, if necessary, a variance could be obtained to build on the lot. He indicated that the City should recover the cost basis of $550.00 in addition to the $1,150 cost of surveying, subdividing, and transferring the property.
Mr. Snaman stated that waiving the $550 cost could be considered recognition of Mr. Hollingsworth maintaining the property since 1980. Mr. Salters responded that he has also enjoyed the use of the property and $225 per neighbor was not an excessive amount to pay for a nice parcel of land. Mr. DePrima stated that the City would have to maintain the parcel if Mr. Hollingsworth did not continue to mow it.
It was Mr. Ruane’s feeling that the City did not have the ability to give the property away. According to the Land Disposal Policy, donations can only be made to non-profit organizations. He was concerned that it would set a precedent and, in fact might not be legal. Mr. Ruane suggested that the Policy be amended to include consideration of costs incurred by the neighboring owner, such as cost of maintenance.
Mr. DePrima stated that, since the property was obtained through a tax sale for back taxes owed to the City, the $533.33 was on paper only. The policy regarding unbuildable lots seems to refer to remnant pieces of a property purchased by the City and does not contemplate disposal of property obtained through a tax sale.
Mr. Salters moved to direct the Interim City Manager to relay to Mr. Hollingsworth and Mr. Myrks the need to recover the cost basis, in addition to the $1,150 cost of surveying, subdividing, and transferring the property, seconded by Mr. Ruane and unanimously carried.
Mr. Gorman moved for adjournment, seconded by Mr. Speed and unanimously carried.
Meeting Adjourned at 6:22 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Ruane presiding. Members present were Councilmen Speed and Truitt, Mr. Lambert, and Mr. Nichols.
Evaluation of Bids - Chlorination Equipment
The City of Dover is preparing to continuously chlorinate the City's water distribution system, which will require the installation of chlorination equipment at each of the thirteen (13) deep well sites located within the City's distribution network. The Department of Public Works prepared a specification package for the purchase of pumps, measuring equipment, and other miscellaneous items necessary to modify each of the thirteen (13) deep well sites. Bids were received as follows:
Dennis Chlorination Service, Inc., Baltimore, MD $32,417.20
H.I.E., Bridgeville, DE $38,309.20
The FY 2002 Water Improvement & Extension Fund included $50,000.00 to complete projects carried forward from the FY 2001 Budget. These funds will be used to purchase the chlorination equipment. Funds to complete the project ($50,000.00) were requested in the September Budget Revision approved by the Legislative and Finance Committee on September 10, 2001. The estimated total project budget for the Chlorination Upgrades (Project # WS0101) at the thirteen (13) well sites is $100,000.00. The additional funds over and above the equipment purchase will be expended to modify each of the well house structures using City labor crews. In addition, a chemical storage building will be constructed.
Staff recommended issuing a purchase order in the amount of $32,417.20 to Dennis Chlorination Service, Inc., for the purchase of the specified chlorination equipment to continuously chlorinate the City's water distribution system.
Mr. Speed expressed concern with approving the bid prior to Council approving the Budget Revision and suggested tabling the matter until approval of the budget. Mr. Lambert reminded members that the chlorination project was mandated by the State of Delaware and would have to be completed. Since the committee’s recommendation would be presented to Council after the First Reading is accomplished for the Budget Revision ordinance, he suggested that the committee move forward with a recommendation at this time.
Responding to Mr. Speed, Mr. Koenig stated that if the Budget Revision is not approved, a portion of the $50,000 budgeted for carry-forward projects will be depleted by the amount already spent on the Cheswold Aquifer Well Program.
Mr. Lambert moved to award the contract to Dennis Chlorination Service, Inc., Baltimore, Maryland, in the amount of $32,417.20, contingent upon the approval of the funds included in the Budget Revisions during the Council meeting later in the evening, seconded by Mr. Truitt and unanimously carried.
Electric Outage Public Notification Procedure
After the last electric outage, City Council requested staff to develop a procedure for reporting electric outages to the media, as well as City officials. Mr. Blakeman, Generation Manager, Mr. Knox, Emergency Preparedness Director, and Mr. DePrima, Interim City Manager, developed a procedure for review and comment by Council.
In addition, City Council requested that a direct telephone notification system be investigated. According to Mr. Knox, the Dover Police Department has done some basic research into three (3) potential emergency notification systems and obtained sales materials, short videos, and cost estimates on each system. Kent County Department of Public Safety has also researched emergency notification systems to use in its 911 Center and Division of Emergency Management.
On August 4, 2001, a memo was received from the Delaware Emergency Management Agency (DEMA) stating that it will examine available alerting systems for a statewide emergency notification system. Requirements will include a system capable of being accessed and used locally by counties and municipalities. They are requesting Delaware cities and counties that are individually considering obtaining such notification systems to wait until the Governor’s Office and DEMA have completed a strategy for a statewide system. It is their feeling that installation of a statewide system could save counties and municipalities money and ensure uniformity. DEMA expects to report to the counties and municipalities by the end of the year.
Mr. DePrima presented members with the Procedure for Public Notification.
Mr. Speed suggested expediting the notification process for areas that include Rt. 13 or major thoroughfares where traffic lights might be impacted. Mr. DePrima stated that DelDOT has their own monitoring system for the traffic lights and do not require notification. They also have their own notification and radio systems for traffic information. Mr. DePrima stated that he was not aware of their public notification system; however, several radio stations provide traffic reports.
Mr. Speed suggested including a reason for the outage on the Outage Information Sheet. Mr. DePrima stated that they did not include that information because they were concerned that it may cloud the real message they want to relay, which is where the outage is and how long it will be before power is restored. He was concerned that it could become a matter of reporting the news, as in the case of a car hitting a light pole, rather than reporting an outage. Mr. DePrima stated that in many cases the cause of the outage is unknown or is very technical in nature. It was Mr. Speed’s feeling that it might be important to relay the cause, especially if it was not the fault of the City.
Mr. Truitt stated that electricity was only one part of emergency management. With the current world situation, emergency management is becoming much more important. Referring to the lengthy outage last summer, he noted that many elderly people suffered from the loss of their air conditioners. He suggested that a method be established to transport the elderly to the hospital or other facility with a generator for air conditioning. He also suggested developing an interim notification system until DEMA develops a state-wide plan.
Responding to Mr. Nichols, Mr. Blakeman informed members that the Electric Department maintains an “emergency medical” list. Those customers that would be placed in a life threatening situation without power are notified that they must have emergency backup power since the City cannot guarantee an uninterrupted power supply. If it is a short-term situation requiring immediate attention, they recommend that the customer go to the hospital, which has an emergency generator. Mr. Blakeman stated that if there is a planned outage, all customers on the emergency medical list are notified in advance.
Mr. Lambert requested that the size of the service area affected be reduced from more than one half to more than one third as a guideline for media notification.
It was Mr. Carey’s feeling that the guideline of notifying the Outage Coordinator when more than half the City is affected or if the outage is expected to exceed four (4) hours should be revised to notify the coordinator earlier and reduce the size of the affected area. He also suggested that the industrial/commercial customers be notified of lengthy outages since it will affect their production. Mr. Blakeman informed members that the Electric Department has a “key customer” list used to notify the industrial/commercial customers. Mr. Carey suggested that all the lists be incorporated into one form so that all the information and steps to be taken are readily available to whomever is handling the outage.
Mr. Salters stated that as soon as the lights go out, his phone starts ringing. It was his feeling that Council should be notified as soon as possible after the outage occurs. Mr. DePrima stated that the plan for an outage in the middle of the night would be to notify Council in the morning. Mr. Salters indicated that he would like to be called day or night.
Mr. Ruane suggested that customers be advised to turn off all computers and entertainment equipment to avoid a possible spike when the power is restored. It was suggested that information pertinent to a power outage could be included with the utility bills. Mr. Ruane also suggested a presentation to the full Council on the status of the City’s Emergency Preparedness Plan.
The Committee took no action on this matter.
Mr. Speed moved for adjournment, seconded by Mr. Salters and unanimously carried.
Meeting Adjourned at 6:53 P.M.
Respectfully submitted,
William P. McGlumphy
Council President
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