COUNCIL COMMITTEES
The Council Committees Meeting was held on April 10, 2000, at 6:15 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, Mr. Weller, and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Carey moved for approval of the agenda, seconded by Mr. Leary and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilman Leary, Councilwoman Malone, Mr. Gorman, and Mr. Merritt.
Downtown Dover Business Improvement District - Assessment (Tax) Rate for FY 2000-2001
In accordance with Appendix D, Article III, Section 9(f) of the Dover Code (Downtown Dover Business Improvement District Ordinance), an annual budget and assessment rate must be adopted each year. Staff recommended approval of the proposed budget ordinance for the Downtown Dover BID and the Assessment (Tax) Rate for FY 2000-2001, as follows:
Zone 1 Zone 2 Zone 3 TOTAL
Assessment Tax Rate
Per $100 Assessment 0.145 0.1025 0.035 —
Revenue Raised $21,500 $17,200 $4,300 $43,000
% Revenue Raised 50% 40% 10% —
Number of Parcels 136 129 58 323
Average Assessment $158 $133 $74 $122
For informational purposes, staff also provided members with the total revenues and expenses of Main Street Dover, Inc. for 1999-2000 Revised and for 2000-2001 Proposed.
Mr. Leary moved to recommend approval of the proposed budget ordinance for the Downtown Dover BID (Attachment #1) and Assessment (Tax) Rate for FY 2000-2001, as recommended by staff. The motion was seconded by Mr. Leary and unanimously carried.
Procedure - Requests for Street Name Change
Members were advised that the City recently received a request for a street name change. In order to determine the necessary action required for such a request, past Council Minutes were researched and the Dover Code of Ordinances was reviewed. Apparently, this matter has not been before Council, nor is there an existing City ordinance that addresses such a request. After discussing this matter with several staff members, Council President Christiansen felt that a procedure should be established. As a result, the City Clerk presented a procedure for members to review that would assure all concerns would be addressed in considering requests for a street name change.
Referring to the proposed procedure, Mr. Leary felt that requests for a street name change should be more stringent in that such “requests” should be submitted in the form of a petition, which will avoid frivolous, isolated requests. This would alleviate a lot of work for only one (1) or a very few number of property owners’ desire for a street name change, suggesting that a majority of the property owners be required for consideration of these requests.
Mr. Leary moved to recommend that this matter be referred back to staff to formulate a proposed ordinance establishing a procedure for requests for street name changes, to include that such requests must be made by a majority of the affected property owners. The motion was seconded by Mrs. Malone and unanimously carried.
Community Development Block Grant - FY2000 Recommended Spending and Programs, and Proposed Resolution
Members were provided a proposed Resolution for the approval of the Community Development Block Grant (CDBG) Consolidated Plan (2000-2004) and the 2000 Action Plan. The Action Plan includes the City’s request for its $296,000 CDBG Entitlement. Members were also provided with the Consolidated Plan, which is a required HUD document that establishes a five-year strategy for the program. This Plan includes the Action Plan, which proposes projects use of funds to achieve the goals, along with certain required policy statements and certifications.
The Community Block Grant Advisory Committee reviewed the proposals for funding and recommended the following activities to be funded by the City of Dover CDBG Program for FY2000/2001:
Dover Police Department Community Policing $25,000
NCALL Home Ownership Counseling $10,500
Program Administration $59,200
Fair Housing Counseling $5,900
Neighborhood Home Ownership Program $30,000
Rehabilitation and Relocation of Queens Manor Entrance $35,000
Target Area Safety Improvements (Street Lights) $5,400
Target Area Economic Redevelopment $125,000
TOTAL $296,000
Mr. Leary moved to recommend approval of the FY2000 CDBG Recommended Spending and Programs, and Proposed Resolution (Attachment #2), as recommended by the Community Block Grant Advisory Committee. The motion was seconded by Mrs. Malone and unanimously carried.
Miscellaneous Zoning Ordinance Amendments
The City Planner, Mr. DePrima, submitted and explained three (3) miscellaneous zoning ordinance amendments, as follows:
Article 3, Section 15.15(e) - Setbacks for Underground Fuel Storage Tanks - The NFPA specifies various setback requirements for storage tanks based upon the volatility of the substance being stored. In recognition of the vast amount of specific data and research that the National Fire Protection Code (NFPA) relies upon in developing national standards, it would be appropriate for the City to enforce national standards. The proposed amendment will eliminate a 35 foot setback requirement for underground fuel storage tanks in the C-3 (Service Commercial) Zone and instead requires the standards of the NFPA.
Article 12 (Definitions); Article 10, Section 2, Subsection 2.2 and 2.491; and Article 10, Section 2.5, Subsection 2.58 - Site Development Master Plans - Phasing of Development - These proposed amendments will have the effect of establishing parameters for the review and approval of site development master plans. The purpose of these amendments is to improve the process for large multiple building development projects by: 1) establishing a definition which describes a Site Development Master Plan; 2) add to the list of Planning Commission objectives relative to the review and consideration of site plans; 3) specifies a validation period for approval of master plans; and 4) specifies minimum plan information required on a Site Development Master Plan.
Article 5, Section 1, Subsection 1.5, items 1.51 and 1.55; and Article 5, Section 7, Subsection 7.5 - Fence Height Limitation for Residential Front Yards - These proposed amendments will have the effect of reducing the maximum fence height permitted within residential front yard areas from 6.5 feet to 4 feet and establish a separate and more obvious code section that describes residential fence provisions. In addition, the amendment places a prohibition on barbed wire fences or similar material in residential zoning districts. It will also provide a section that describes limitations on fences in non-residential zones and places a prohibition on barbed wire along property lines that adjoin residential zones.
Mr. Gorman moved to recommend approval of the miscellaneous zoning ordinance amendments (Attachments #3-#10), as recommended by staff. The motion was seconded by Mr. Leary and unanimously carried. (It is noted that a public hearing is required and it is recommended that the public hearing be scheduled for May 22, 2000 at 7:30 p.m.).
Mr. Leary moved for adjournment, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 6:45 P.M.
PARKS AND RECREATION COMMITTEE
The Parks and Recreation Committee met with Chairwoman Malone presiding. Members present were Councilmen Pitts and Truitt, and Mr. Davis. Mrs. Moerschel was absent.
Update - Super Summer Playground Program
During their meeting on November 22, 1999, members were reminded of a letter received from the Capital School District indicating that their facilities would not be available for use during the summer of 2000 and that staff was investigating alternatives for the Super Summer Playground Program.
Since that meeting, staff has been notified by the Capital School District that the City of Dover will be able to utilize William Henry Middle School and North Elementary School for the Super Summer Playground Program. As a result, the Parks and Recreation Department is in the process of hiring staff and making final plans for the program. A special Summer Camp Brochure is being produced and distributed to notify participants about the Summer Programs. It was noted that, although the Summer Playground Program will be held in the Summer of 2000, staff has concerns regarding the future of this program. As a result of the recent referendum, facilities throughout the Capital School District will have major construction underway and with the issue of summer school and school accountability, there could be major problems in obtaining the use of these facilities in future years.
Although the concerns have been addressed for this year and the City is able to continue the Super Summer Playground Program, Council President Christiansen urged that staff be directed to continue investigating alternatives. He further stressed that regardless of any action relative to the proposed facility at Schutte Park, this issue must be addressed since approval of the construction of the indoor recreational facility would take years, and therefore, would not resolve the lack of facilities for the next few years.
After much discussion, it was the consensus of members that staff continue to review alternatives for providing the Super Summer Playground Program for the future.
Mr. Truitt moved for adjournment, seconded by Mr. Pitts and unanimously carried.
Mr. Leary moved to recess into executive session to discuss personnel and legal matters, seconded by Mr. Weller and unanimously carried.
Meeting Recessed at 7:00 P.M. and Reconvened at 7:14 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Carey and Weller, and Mr. Nichols. Mr. Salters was deputized to serve as a member in the absence of Mr. Kramedas.
Bid - Television Inspection System for Sanitary Sewer System (Contract #2000-03)
To further evaluate inflow and infiltration into the City’s sanitary sewer system, staff solicited bids for one (1) small diameter and one (1) mainline television inspection system for sanitary sewers. This equipment will be used to identify inflow and infiltration problem areas of the sewer system. In addition, it will be used to evaluate the integrity of our underground sewer pipe network. This equipment will be used by the City of Dover’s engineering and maintenance staff throughout the year. The following bids were received:
Aries Industries, Inc. of Sussex, WI - $28,981
Atlantic Machinery, Inc. of Silver Spring, MD - $39,859
Funding for this purchase is included in the revised FY2000 Wastewater Capital Budget. Staff recommended that a purchase order be issued to the low bidder, Aries Industries, Inc., in the amount of $28,981 for the purchase of a television inspection system for the sanitary sewer system.
Mr. Weller moved to recommend approval of staff’s recommendation, seconded by Mr. Carey and unanimously carried.
Bid - 2000 Resurfacing Program
In conjunction with the City of Dover Capital Investments Plan, it is proposed to resurface various streets throughout the City during 2000. To date, the City has received a financial commitment from Suburban Street Aid Agreements for nine (9) streets. Additional requests for streets have been forwarded to the legislators for consideration as outlined in the program. Funding for this project will be provided by Suburban Street Aid Agreements and the Street Department Capital Budget.
Staff recommended awarding the contract for the 2000 Resurfacing Program to the low bidder, A.P. Croll & Son, Inc. from Georgetown, Delaware, in the amount of $670,435.46. It was noted that the average cost will be $6.23 per square yard and that additional work will be completed based upon the average cost.
Mr. Carey moved to recommend approval of staff’s recommendation, seconded by Mr. Nichols and unanimously carried.
Proposed Trash Fee
The City of Dover, like any organization, needs adequate working capital in order to operate effectively. Staff has been discussing the possibility of instituting a trash fee as a revenue source in an attempt to fill the working capital needs for the General Fund. During the past several years, the City’s expenses have increased steadily; however, no property tax increase or major fees have been increased to generate additional revenue. The increases in the expenditures were paid through the increased revenues generated by the growth of the City and some minor fee revisions. It is estimated that as of July 1, 2000, the City will need an additional $600,000 to $700,000 in revenues to maintain the desired level of working capital.
Staff has evaluated the pros and cons of raising property taxes and of using “fees” as a source of additional revenues. This information was provided to Council during their Retreat held earlier this year. It is staff’s feeling that “fees” would be a more useful source for additional revenues and recommended that a trash fee be established at a rate of $5 per month, per residence/trash pickup. Considering that there are 11,000 trash pickups, at $5 per month, per residence/pickup, this fee would generate $660,000 annually. This fee will include those that currently receive the service and a tax exemption. The billing of this service fee would be monthly and included on the current electric and water/wastewater bill. Staff recommended approval of the trash fee at $5 per month, per residence/trash pickup to become effective for the July 1, 2000 billing cycle.
In response to Mr. Weller, Mr. O’Connor stated that only those customers that are actually receiving the service would be billed and that the City would not be providing this service for those residents that have private trash service.
Mr. Carey suggested that a two (2) year sunset provision be incorporated to allow members the opportunity to determine if the City’s goal has been achieved.
Responding, Mr. Salters did not feel that there will be a need for the sunset provision, explaining that the possibility of a reduction in expenses for the City is not probable and that in order to generate the additional revenues as indicated, a 10% - 15% tax increase would be necessary.
Mr. O’Connor explained that these fees are included in the budget and that each year, Council has the opportunity to make any amendments to revenues as well as expenditures when reviewing the budget for approval.
Mr. Salters moved to recommend approval of instituting a trash fee at a cost of $5 per month, per residence/trash pickup to become effective for the July 1, 2000 billing cycle, as recommended by staff. The motion was seconded by Mr. Nichols and unanimously carried.
(Note by the City Clerk’s Office: It was recommended that a public hearing be held by Council prior to taking action on the Committee’s recommendation and members of the committee concurred. Therefore, a public hearing will be held during the Council Meeting on April 24, 2000 regarding this matter prior to official action by Council).
Mr. Salters moved for adjournment, seconded by Mr. Carey and unanimously carried.
Meeting Adjourned at 7:32 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
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