REGULAR COUNCIL MEETING
The Regular Council Meeting was held on October 25, 1999 at 7:30 p.m. with Council President Christiansen presiding. Council members present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, and Mr. Weller.
Council staff members present were Captain Horvath, Mr. Lucas, Mr. O'Connor, Mr. DePrima, Chief Carey, Mrs. Green, and Mr. Rodriguez.
OPEN FORUM
The Open Forum was held at 7:15 p.m., prior to commencement of the Official Council Meeting. Council President Christiansen declared the Open Forum in session and reminded those present that Council is not in official session and cannot take formal action.
Mr. Roy Bogus, 229 Frear Drive, requested that when the City considers future zoning requirements, the color of buildings be incorporated in the review. He noted that there are many variations of building colors throughout the City and felt that consideration of maintaining a more historical appearance would be more appropriate.
The invocation was given by Reverend Jonathan Seda, followed by the Pledge of Allegiance.
AGENDA ADDITIONS/DELETIONS
Mr. Salters requested the addition of item #4-B, Delaware State University Forebay Project - Funding Commitment. Mr. Carey moved for approval of the agenda as amended, seconded by Mr. Leary and unanimously carried.
ADOPTION OF MINUTES - REGULAR COUNCIL MEETING OF OCTOBER 11, 1999
The Minutes of the Regular Council Meeting of October 11, 1999 were unanimously approved by motion of Mr. Salters, seconded by Mr. Carey and bore the written approval of Mayor Hutchison.
PRESENTATION BY MAYOR JAMES L. HUTCHISON - DOVER MILLENNIUM FOUNTAIN
The Sixth Annual Prayer Breakfast for Mayor James L. Hutchison was held on September 30, 1999. Each year, Mayor Hutchison donates proceeds from the event to an organization of his choice. Mayor Hutchison announced that the proceeds from the 1999 Mayor’s Prayer Breakfast will benefit the Dover Millennium Fountain and presented a check, in the amount of $1,000, to the Dover Millennium Fountain Committee (Justice Horsey, Dr. Bryan, Mrs. Bryan, Mr. Knox, Mr. Parks, Mr. Street, and Mr. DePrima).
On behalf of the Dover Millennium Fountain Committee, Justice Horsey expressed appreciation for the generous contribution and the support of the City of Dover. He stated that there have been in excess of 400 contributions received, and that it is to be considered as “a fountain of the many”.
He advised members that it is anticipated that the installation of the fountain will begin soon in order for it to be completed prior to the new year. It is a gift from the present citizens to those of the future. It is hoped that the fountain will emphasize the charm and historical nature of the City of Dover, bringing another dimension to its beautification.
Dr. Bryan announced that a formal dedication of the Dover Millennium Fountain is scheduled to be held on New Year’s Eve (December 31, 1999) at 6:30 p.m. He stated that the Fountain will include a plaque to be inscribed with “a gift by today’s citizens to the people of the Twenty-First Century.”
Mayor Hutchison also relayed his appreciation to the members of the Mayor’s Prayer Breakfast Committee (Mr. Carey, Mrs. Evans, Mrs. Green, Mr. Karia, Mrs. Sealund, and Ms. Skelton) for a successful event.
PUBLIC HEARINGS - VIOLATION OF THE DANGEROUS BUILDING ORDINANCE
Public Hearings were duly advertised for this time and place to consider the violation of the dangerous building ordinance for properties located at 147 North Queen Street, owned by Arthur L. and Della Waters and at 41 South New Street, owned by Ralph Humbertson.
147 North Queen Street - Arthur L. and Della Waters
Mr. DePrima, City Planner, reported that the property located at 147 North Queen Street currently consists of a one story frame bungalow style house and has been vacant for several months and left unattended. There is evidence that the property is attracting vagrants and/or children. Although the property has been boarded, people continue to break in. The exterior is beginning to deteriorate such as siding and the chimney of the building. There is debris on the property as well as overgrown weeds. Members were shown slides depicting the property and its condition.
Mr. DePrima stated that the estimated cost for demolition is $5,000. Kent County taxes, the City of Dover, and State Superior Court are currently listed as lien holders and have assessments on the property.
In accordance with the Dangerous Building Ordinance, staff recommended: 1) the property located at 147 North Queen Street be declared dangerous; 2) order the property repaired or demolished by November 4, 1999 by the owner or equity owner at their own risk; 3) order the Building Inspector to cause the repair or demolition of the structure if not completed by the owner or equity owner within ten (10) days of the date set by Council; 4) order the City Manager, with the assistance of the City Solicitor, to cause the cost of repairs or demolition to be charged against the land on which the building exists as a municipal lien, or cause such cost to be added to the tax duplicate as an assessment, or to be levied as a special tax against the land upon which the building stands, or to be recovered in a suit at law against the owner.
Council President Christiansen declared the public hearing open.
There was no one wishing to speak during the public hearing.
Council President Christiansen declared the public hearing closed.
Responding to Mr. Salters, Mr. DePrima stated that the building was originally declared dangerous on July 2, 1999 and that the City has sent many certified letters with regard to this matter. He explained that typically when a property owner is working towards making necessary repairs or is working with the City to resolve the problem, it would not be presented to Council for consideration of the violation. He assured members that all efforts are taken by staff to avoid getting to this point.
Mrs. Malone moved to recommend approval of staff’s recommendation, seconded by Mr. Leary and carried by a roll call vote of seven (7) yes, two (2) no (Mr. Salters and Mr. Weller).
41 South New Street - Ralph Humbertson
Mr. DePrima, City Planner, reported that the property located at 41 South New Street currently consists of a two-story frame structure with a garage and has been vacant and left unattended. The exterior components of the building are beginning to deteriorate. Members were shown slides depicting the property and its condition.
Mr. DePrima stated that the estimated cost for demolition is $8,000. Kent County taxes and Ryland Mortgage Company are currently listed as lien holders and have assessments on the property.
In accordance with the Dangerous Building Ordinance, staff recommended: 1) the property located at 41 South New Street be declared dangerous; 2) order the property repaired or demolished by November 4, 1999 by the owner or equity owner at their own risk; 3) order the Building Inspector to cause the repair or demolition of the structure if not completed by the owner or equity owner within (10) days of the date set by Council; 4) order the City Manager, with the assistance of the City Solicitor, to cause the cost of repairs or demolition to be charged against the land on which the building exists as a municipal lien, or cause such cost to be added to the tax duplicate as an assessment, or to be levied as a special tax against the land upon which the building stands, or to be recovered in a suit at law against the owner.
Council President Christiansen declared the public hearing open.
There was no one wishing to speak during the public hearing.
Council President Christiansen declared the public hearing closed.
Responding to Mr. Truitt, City Solicitor Rodriguez indicated that the City would have priority over the current lien holders.
Mrs. Malone moved to recommend approval of staff’s recommendation, seconded by Mr. Salters and carried by a unanimous roll call vote.
PARKS AND RECREATION (OPEN SPACE) COMMITTEE REPORT
The Parks and Recreation Open Space Committee met on October 7, 1999 with Chairwoman Malone presiding.
The Overlook on Silver Lake - Reconsideration of Open Space
The Overlook on Silver Lake Subdivision consists of 6.586+/- acres, located along the southerly side of LePore Road, east of North State Street and bounded on the south by Silver Lake. During their meeting of September 24, 1996, members considered and recommended denial of a revised proposal for the dedication of active open space land for The Overlook on Silver Lake Subdivision. The approved active recreation area, considered by members during their meeting of December 6, 1995, consisted of three (3) parcels, totaling 0.225+/- acres and a $24,910.72 cash donation, which represents a dollar amount equivalent to 0.25+/-, to meet the total active open space requirement for The Overlook on Silver Lake Subdivision.
Mr. Thomas Payne, the developer of The Overlook on Silver Lake Subdivision, submitted a request to relocate the active recreation area from Lot 19, located on the corner of Vista Avenue and Overlook Place, to an area located between Lot 6 and Lot 8. The total recreation area would remain the same. Improvements to the recreation area will consist of a boat dock, play equipment, and park benches. Members were provided a map depicting the proposed relocation.
Staff supported the request for the following reasons: 1) the new location is adjacent to existing open space within the subdivision; 2) relocation of the recreation area will provide the residents of the subdivision with a clear view of Silver Lake; and 3) there is no change to the total recreation area acreage.
At the committee meeting, members relayed concerns that the owner of Lot 8 may object to being adjacent to an active recreation area on the west side of their property instead of a residential lot. Mr. Jeff Harmon, Scott Engineering, stated that Mr. Payne has tried unsuccessfully to contact the owner of Lot 8. Mr. Payne intends to make all of the lot owners aware of the proposed relocation and will submit a signature page indicating that he has done so.
The committee recommended approval of the request for the relocation of the active recreation area for The Overlook on Silver Lake Subdivision (from Lot 19 to an area located between Lot 6 and Lot 8).
Mrs. Malone moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Carey and unanimously carried.
Delaware State University Forebay Project - Funding Commitment
During the committee meeting held earlier this evening, members considered a request from Mr. Randy Greer, Environmental Engineer for the Sediment & Stormwater Program of DNREC, for the City’s funding commitment in the amount of $16,000 for the DSU Forebay Project. Mr. O’Connor reminded members that although Council approved the report and concept of the project for the improvement to Silver Lake, no action was officially taken to approve the $16,000 commitment. He also assured members that this issue was discussed and informally approved by the City/County Committee.
Mr. O’Connor stated that it is estimated that the Forebay Project will cost in excess of $125,000, with Kent County and the City of Dover contributing $16,000 each and the remaining funding to be acquired from DNREC. Representative Nancy Wagner has assisted in obtaining State funding for this project. The Forebay Project will include aeration which will result in a total project cost of $400,000. At this time, there have been no additional request for City funding assistance.
The committee recommended that the City commit $16,000 to DNREC to begin the Forebay Project at Delaware State University.
Mrs. Malone moved for approval of the committee’s recommendation, seconded by Mr. Salters and carried by a unanimous roll call vote.
LEGISLATIVE AND FINANCE COMMITTEE REPORT
The Legislative and Finance Committee met on October 11, 1999 with Councilman Leary presiding.
First Time Home Buyer - Transfer Tax Exemption
During the Regular Council Meeting of December 14, 1998, members considered the committee’s recommendation that staff prepare a procedure and an ordinance amendment regarding the transfer tax exemption program for first time home buyers, to be brought back for further review. Council took no further action and as a result, a meeting was held with local Realtors regarding the proposed amendments. After discussing the matter, it was agreed that no further action would be taken in order for the exemption to be effective for one year (originally adopted August 10, 1998). This would allow members to review and evaluate the impact of one full year’s transactions under the current ordinance.
Mr. Lucas, City Assessor, provided members with a report on the first time buyers exemption for a full year’s buying cycle, which included revenue, usage, and proposed modifications. Since its inception through August 1999, $161,940.14 has been received in transfer tax revenues. The average number of sales qualifying for an exemption was 37.5%. Mr. Lucas noted that qualifying sales decreased substantially for homes purchased at $120,000 or more and that 80% of all qualifying sales are for homes at $120,000 or less. As expected, the more expensive, $150,000 or more, home sales contain the least at 6% of qualifying sales.
Mr. Lucas reminded members that, in November 1998, he submitted five (5) recommendations to address areas of concern for the program and has resubmitted these for consideration at this time, as follows:
1)A dollar amount be set above which the First Time Buyer Exemption would not be permitted.
2)Require mortgage companies to certify that to the best of their knowledge buyers have never held title to a residential property.
3)Consider inserting a penalty section specifying fines and or legal actions to be enforced if ordinance violations occur.
4)Include a non-refundable section stipulating that after a realty transfer tax is paid, any subsequent first time buyer refund requests will not be honored.
5)Authorize the City Assessor to create a City of Dover First Time Buyers Exemption form which, after Council’s acceptance, will be distributed to all real estate attorneys as the only form acceptable by the City.
Mr. Lucas provided forms addressing recommendations #2 and #5 for members to review. He stated that recommendation #3 would be helpful since the two (2) false exemption claims discovered so far have only had to pay the remaining transfer tax due, without penalty and without interest. Recommendation #4 would eliminate a home buyer from applying for the exemption after settlement. Mr. Lucas advised members that this has happened once and that, since there was no proof otherwise, the transfer tax was refunded. He felt that recommendation #1 is valid, feeling that the whole purpose of the exemption program was meant to help someone struggling to purchase their first home. He noted that, as evidenced by the usage table, this seems to be what is occurring. At some point, however, the value of the property being purchased begins to erode the image of a struggling first time home buyer. Although he felt that the original recommendation for an $80,000 cap was too low, Mr. Lucas suggested that the usage table be used as a guide to create a cap above which the exemption would not be allowed. Staff recommended approval of the five (5) recommendations with a dollar cap established for first time home buyer exemptions and approval of the standard penalty for unpaid obligations of one and one half percent (1½%) per month.
Mrs. Malone relayed her feeling that a cap should be established and that the program was established to assist first time home buyers with their closing costs. She questioned the need of assistance for someone that was able to afford a more expensive home and suggested a cap in the amount of $150,000.
During the committee meeting, Representative Donna Stone provided members an historical perspective on the transfer tax and first time home buyer exemption. In 1991, the General Assembly passed enabling legislation which allowed counties and municipalities, if desired, to enact a one percent (1%) transfer tax on the sale of real property within their jurisdiction. The legislation also made a first time home buyer exemption mandatory for each of the counties. When the General Assembly began to discuss revenue sharing ideas, there were several suggestions that would allow municipalities and counties to receive revenues above and beyond what they were currently receiving from the State of Delaware. She reminded members that there was a three percent (3%) total transfer tax, with the State collecting two percent (2%) and the municipalities and counties collecting one percent (1%). To address this issue, Representative Stone explained that her idea was to redistribute the transfer tax equally between the State (one and one half percent) and the municipalities and counties (one and one half percent). This concept was drafted and legislation was introduced. She noted that the first time home buyer exemption, as included in the enabling legislation, was maintained identically.
As the author of the legislation, Representative Stone felt it was important that the first time home buyer exemption be mandated. She explained that a first time home buyer is struggling to meet closing costs regardless of the price range of their home. She advised members that Delaware has the highest transfer tax in the United States of America. Although Delaware has no sales tax, which we are very proud of, the transfer tax is in reality a sales tax, since both the buyer and seller of a home must pay a transfer tax. Attempting to get the necessary support to submit the proposed legislation, she stated that there were many who would support it if the exemption for first time home buyers was not mandated. Considering this suggestion and feeling that the exemption is important, she then approached the City of Dover requesting that they establish a first time home buyer exemption, if the legislation passed. Representative Stone noted that the City agreed to her request and thanked them for their commitment. Soon after the program was enacted there were concerns relayed and a meeting was held, at which time it was determined that no further action would be taken until the program has been in effect for one (1) year.
Representative Stone provided information to members regarding the effects of the first time home buyer program in the City of Dover for the period of August 1, 1998 through July 31, 1999, as follows:
Total Number of Residential Transactions: 488
Total Number of First Time Home Buyer Transactions: 195
Percentage of First Time Home Buyers: 39.9%
Total Sales Volume of Residential Transactions: $ 52,377,228
Total Sales Volume of First Time Home Buyer Transactions: $ 19,501,526
Percentage of First Time Home Buyer Sales Volume: 37.2%
Total Gross Volume of all Sales in the City of Dover: $ 82,646,762
Transfer Tax Income:
Old Rate - $82,646,762 x 1% = $ 826,467.62
New Rate - $82,646,762 x 1½% = $1,239,701.43
Less First Time Home Buyer $19,501.526 x ¾% $ 146,261.44
Net Total Transfer Tax Income $1,093,440.00
Old Rate Net Transfer Tax Income $826,468.00
New Rate Net Transfer Tax Income $1,093,440.00
Net Gain in Revenue $266,972.00
Percentage Gain 32%
Approximately $2,400,000 in sales over $150,000 represents $18,000 in transfer tax exemption - represents 12% of total exemption - represents 6% of total units.
Representative Stone requested that the City of Dover make no changes to the current First Time Home Buyer Program. In reviewing staff’s recommendations she indicated, as a representative of realtors, no objections to recommendations #3, #4, and #5. The concern with recommendation #2 is that many individuals are now shopping for mortgages on the Internet, which would make it nearly impossible to require a signed certification by a lender of the Internet. Such a requirement could delay settlements for several weeks. Representative Stone explained how settlement dates are important in the sense that they are like dominos, whereby there is a chain of three (3) to four (4) houses that must be sold in order to get to the final settlement. If the City establishes a procedure that would require such affidavit that does not delay settlement, the real estate industry would support the requirement.
Mr. Leary noted that recommendation #2 could also hinder the consumer from locking into a low interest rate.
In regards to recommendation #1, Representative Stone indicated her opposition to establishing any limit for the price of a home for a first time home buyer. She noted that the majority of the home owners that reside in the Fox Hall West community are first time home buyers and that there are no homes for less than $150,000, with many costing over $200,000. When you have a young couple with good jobs, income, and credit, but do not have a lot of cash, it is difficult for them to purchase a home. She also indicated how crucial it is for growth and desirability of the City for the Capital School District to flourish and continue to improve. Representative Stone suggested that members consider that first time home buyers moving into the City either have or will eventually have children who will enter into the Capital School District.
Mr. Lambert referred to the initial concept of the enabling legislation and felt that its purpose was to help the disadvantaged purchase their first home. After the City instituted the program, he was surprised by the number of homes purchased over $100,000. There was consideration at that time that the dollar amount, above which the exemption would not be permitted, be set at $80,000 and that now there is consideration that it be set at $150,000. Although he does not feel that it should be set at $150,000, he would consider an increase to the proposed $80,000 amount. It was Mr. Lambert’s feeling that everyone, regardless of the cost of their home, would be given an exemption, explaining that if the City instituted a cap in the amount of $100,000, all first time home buyers would be given an exemption up to $100,000. Considering this, a first time home buyer purchasing a home for $150,000 would only be required to pay a transfer tax on $50,000.
Responding, Representative Stone explained that the difference between a first time home buyer and a second or third time home buyer purchasing a home at $150,000 is that there is no equity coming out of the sale of a home. She reiterated that the enabling legislation had a mandatory county exemption for first time home buyers regardless of the cost of the home.
The committee recommended approval of recommendations #3, #4, and #5 as presented by the City Assessor and approval of recommendation #2, stipulating that it be brought back for review in one (1) year to determine if it has caused hardship with regard to settlement.
Mr. Leary moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Carey and unanimously carried.
Mr. Leary noted that approval of the committee’s recommendation requires an ordinance amendment; therefore, upon obtaining the necessary sponsors, this matter will be submitted to the Legislative and Finance Committee for further review.
Owens Manor - Proposed Senior Housing Facility - Planned Neighborhood Senior Citizen Housing Conditional Use Review
The Ingerman Group, in cooperation with the Dover Housing Authority, has proposed a four (4) story, 60 unit, senior citizen housing apartment building on 1.37+/- acres. The project is to be situated on lands adjoining the existing Queens Manor Senior Citizen Housing Apartments. The proposed building will be owned by a limited partnership that comprises the Ingerman Group and the Dover Housing Authority. The Dover Housing Authority will manage the building in conjunction with the Queens Manor Senior Housing Apartments. The property is currently zoned RG-4 (General Residence/Multi-Story Apartments).
The developers are seeking approval under the “Planned Neighborhood Design Senior Housing Option” ordinance, which requires a two-step review and approval process. In the first step, the developer shall meet with City Council and present a general sketch plan. Council would then determine whether the proposed project is of such a design and type that it warrants further review by the Planning Commission. The second step is a more detailed conditional use hearing before the Planning Commission.
Mr. DePrima explained that the “Senior Housing Option” was intended to encourage housing for senior citizens by allowing senior housing in nearly all zones through the “conditional use” process. The features of this proposal are as follows:
1.The Senior Housing Option encourages projects near support services. This project will be close to shopping, medical services, personal services, and park and recreation areas.
2.This project is designed to work with and compliment Queens Manor Apartments. Owens Manor is being designed with community rooms for use by tenants of both projects.
3.The Senior Housing Option calls for density that is compatible with the development pattern of the surrounding area and the zone densities of the area. The density of this project is similar to Queens Manor that has 50 apartment units. The project is in the RG-4 zone, which permits a higher density than is being proposed.
4.This project will require City Council to abandon DuPont Street so that Owens Manor and Queens Manor are contiguous. The petition to abandon the street will be considered for a recommendation by the Planning Commission to the Utility Committee during their meeting scheduled for October 25, 1999.
5.The Owens Manor Project was presented to City Council in the spring of 1999 for CDBG funding. Council supported a $100,000 grant for the project.
The committee recommended that the proposed Senior Housing Facility - Owens Manor, be referred to the Planning Commission for further review.
Mr. Leary moved for approval of the committee’s recommendation by consent agenda, seconded by Mr. Carey and unanimously carried.
Pension Funds Management
The Civilian and Police Pension Boards have been discussing the concept of multiple fund managers for the City’s pension funds. Although Merrill Lynch has done an excellent job for the City as the fund manager for the past several years, it was felt that the City has not taken the opportunity to compare their services to that of other managers. It was also noted that other municipalities have multiple fund managers to maintain competitive rates. During their meeting of September 29, 1999, the Civilian and Police Pension Boards recommended that this matter be referred to the Legislative and Finance Committee for further review. It was stipulated that if the concept of retaining a second fund manager is approved, that bids be considered from local vendors only.
There were several alternatives provided to the Pension Boards on how the selection of a manager could occur. Since the City does not have the resources to collect and evaluate data and the performance data and track record of managers would already be available to selection firms, it was suggested that members consider hiring a selection firm and that they be provided with the City’s investment guidelines. They would select 10 or more firms based on the investment guidelines, which would be done through global data. They would interview the firms and recommend the top 3 or 4 for the Pension Board to interview for recommendation to City Council. There would be a fee of approximately $13,000 to $15,000 for the selection firm.
Mr. O’Connor advised members that the estimated cost for hiring a selection firm would be substantially reduced if the search for a second fund manager was limited to local managers only. He also noted that these costs would be paid from pension funds.
During the committee meeting, Mr. Leary indicated his feeling that this issue is expense driven rather than an issue of performance, noting that the past performance of Merrill Lynch has been exemplary. He reminded members that Merrill Lynch accepted the account back in 1982 when it was a severely and grossly underfunded program. It being a balanced fund, consisting of a combination of stocks and bonds, he did not feel that the suggestion warranted further consideration. It was also Mr. Leary’s opinion that a private company would not be considering such a request of their employees.
As a member of the Pension Boards, Mr. Truitt stated that the recommendation of members is not intended to represent a reflection of Merrill Lynch’s performance. Assuring members that it is not a dissatisfaction with performance, he explained that it is the idea of diversification with local known vendors.
Mr. Salters, as Chairman of the Pension Board, explained that for several months the Pension Board members have relayed concern that there is no comparison for the performance of their funds. Members recommended that there be some type of comparison capability to determine if their funds are making as much with Merrill Lynch as others are with other fund managers. The Pension Board is requesting that they be authorized to be diversified and acquire more than one (1) fund manager.
In accordance with the information provided, Mr. Lambert felt it was evident that multiple fund managers result in more competitive rates. He noted that the recent fee decrease from Merrill Lynch did not occur until members began discussing this issue. It was his feeling that multiple managers would provide an automatic competitive process and encouraged the committee to recommend that this matter be pursued further.
The committee recommended approval of the concept of exploring multiple fund managers and that the Pension Boards be permitted to divide their investments with local groups.
Mr. Leary moved for approval of the committee’s recommendation, seconded by Mrs. Malone and carried by a roll call vote of seven (7) yes, one (1) abstention (Mr. Leary), and one (1) no (Council President Christiansen).
Proposed Ordinances - Budget Revisions
In order to meet the changing needs of the City’s operations and to update revenues, staff presents budget revisions throughout the year. The Finance Director/Treasurer submitted the first proposed budget revisions to the 1999/2000 budget.
The committee recommended adoption of the proposed budget revision ordinances.
Mr. Leary moved for approval of the committee’s recommendation, seconded by Mrs. Malone and unanimously carried. (The First Reading of the ordinance will take place during the latter part of the meeting.)
Purchase of Police Patrol Vehicles
In accordance with the Capital Investments Plan, the Police Department purchases a certain number of vehicles each year. An amount of $180,000 has been budgeted this year for the purchase of 10 police vehicles. At this time, staff recommended the purchase of seven (7) Ford Police Sedans at a cost of $20,086 each, for a total of $140,602, from Hertrich Fleet Services of Milford, Delaware, through the State of Delaware purchasing contract (#99-12A-RH). It was noted that the balance of the budgeted funds will be used for the purchase of three (3) detective vehicles at a later date.
The committee recommended approval of the purchase of seven (7) Ford Police Sedans, at $20,086 each, for a total of $140,602 from Hertrich Fleet Services.
Mr. Leary moved for approval of the committee’s recommendation, seconded by Mr. Carey and carried by a unanimous roll call vote.
Bid - Replacement of Dispatch Console, Telephone Equipment, and Upgrade Minitor II Pagers to High Band for Firefighters
The Fire Department’s dispatch console and telephone equipment were installed in the early 1980's. With constant usage and the rapid progression of technology, both the console and telephone equipment have become obsolete and replacement parts are difficult to obtain.
Mr. O’Connor advised members that in February 1999, a committee was formed among of representatives of Robbins Hose Company, with Mr. Don Knox, Emergency Preparedness Director, acting as the liaison between Robbins Hose Company and the City of Dover. During conversations with members who participated in the original installation of the console, it was stressed that the telephone equipment must be compatible with the console; otherwise, the system will not work properly. With this in mind, the committee proceeded to meet with different telephone and console vendors. The committee agreed to seek a vendor that would be responsible for replacing the console and telephone equipment and ensuring their compatibility. Of the four (4) major vendors the committee met with, Orbacom Systems, the vendor that installed the fire department’s original console, addressed the committee’s concerns and proposed an integrated telephone and radio console system.
Mr. O’Connor explained that the upgrading of the console would also require upgrading the fire department’s 110 Minitor II pagers for firefighters to high-band to be compatible with the new console. In addition, Robbins Hose Company is purchasing a replacement emergency generator for Fire Station No. 1. Orbacom Systems has indicated compatibility assurance for the new generator and the new console as a part of their contract.
Due to the unique and complex equipment issue, bids were not requested through the normal bidding process; instead, meetings were held with 10 different vendors. The committee searched for a vendor that could provide both the upgrade to the console, the new telephone equipment, and accountability for both during and after the installation of the systems. Orbacom Systems agreed to provide the upgrade and services.
With the exception of the Motorola bid received for dispatch console and furniture, in the amount of $483,400, the following were recommended for approval:
Vendor Description Amount
Orbacom Systems, Inc. Replacement of Console, Telephone Equipment,
New Console Furniture, Delivery, Installation,
and One Full Year Parts and Labor Warranty $151,003.27
Magnum Electronics Upgrade 110 Minitor II Pagers $19,470
Magnum Electronics Installation of Fire Siren Controllers $14,000
Dictaphone Corporation Recorder for Console $20,112
AmeriStar Technologies, Inc. 21-inch Status Monitor $2,667
Alpine Software Company 2 Status Boards $3,475
Mr. O’Connor indicated that the total cost for this project is $210,727.72 and that the Fire Department’s budget includes an amount of $250,000. Robbins Hose Company will pay for the materials to renovate the alarm room. The City of Dover Facilities Management personnel will provide the labor.