CCW Minutes and Attachments

COUNCIL COMMITTEE OF THE WHOLE The Council Committee of the Whole met on May 23, 2023, at 6:00 p.m. with Council President Hare presiding. Members of Council present were Mr. Anderson, Ms. Arndt, Mr. Boggerty, Mr. Lewis, Mr. Neil, Dr. Pillsbury (via Webex), Mr. Rocha, and Mr. Sudler. Mayor Christiansen was absent. Civilian members present for their Committee meetings were Mr. Contant, and Mr. Shevock (via WebEx) (Legislative, Finance, and Administration). Dr. Short (Safety, Advisory, and Transportation) was absent. ADOPTION OF AGENDA Mr. Neil moved for adoption of the agenda, seconded by Mr. Boggerty and unanimously carried. SAFETY, ADVISORY, AND TRANSPORTATION COMMITTEE The Safety, Advisory, and Transportation Committee met with Chairman Lewis presiding. Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Mr. Boggerty and unanimously carried. Quarterly Briefing on Dover/Kent County Metropolitan Planning Organization (MPO) Projects Ms. Marilyn J. Smith, Executive Director of the Dover/Kent MPO reviewed the presentation titled, Dover City Council Quarterly Update. Committee action was not required. Mr. Neil provided Ms. Smith and Council with a “Map for MPO Discussion” (Attachment #1). Mr. Neil stated that he was inspired by Councilman Anderson in 2015 when he was first elected, and Mr. Anderson said, “One of the things we have to do with the MPO is move up White Oak Road in order to have that corridor widened and ready for the development of Garrison Place.” Mr. Neil stated that this situation is unique in the fact that they have major events for the city. Mr. Neil stated that this is something that needs to go on the MPO because there will be four apartment buildings off to the east, that are going to go up, which will hold 216 apartments and as many as 500 people. Mr. Neil further explained that there may even be a church in that area that has more people, and if they do not have a solution, then the people that live down in that area are now bottled up. Mr. Neil stated that it is doable, and residents get used to it, but as Leipsic Road is becoming a development area, it is going to be intolerable. Mr. Neil stated that with the huge crowds that attend NASCAR, Firefly, and hopefully, The Gift of Lights, that corridor between Leipsic Road, which bends to Persimmon Tree Lane and goes down, is where the danger occurs. At that time, the kids walking in the street on Persimmon Tree Lane to get up to the top make it a very dangerous route, especially for ambulances, the fire department, and the police department that must come up during that time.

COUNCIL COMMITTEE OF THE WHOLE MEETING MAY 23, 2023 PAGE 2 Mr. Neil stated that he has been banging the drum since he knew the apartments were going in, but it did not get to the right person however now it is at the right person, and even though it may not be an immediate thing, it is something that must be looked at. Responding to Mr. Sudler, Ms. Smith stated that a railroad corridor is land that is adjacent to a railroad line. If they are doing a railroad corridor study like the one that they finished earlier in the year, they look at all the land along the corridor and decide what land is already in use and going to be in that use forever, that land will be excluded from the study. Then they look at the remaining parcels of land that are adjacent to the rail and decide what land is available that is not in perpetuity for something like ag preservation, wetland, or some other conservation easement. Then they look at what land is left available in that corridor, the current intended use, and whether that is an appropriate intended use along the rail or should consideration be given to maybe some other use for that land. Responding to Ms. Arndt, Ms. Smith stated that it was one of the statewide studies that they were not the lead on, but WILMAPCO did finish that statewide truck parking study last year. The study talks about all the places and reasons why trucks are parked on the side of the road. Ms. Smith stated that the MPO did a Truck Parking Amenities Study to support those people who are driving those trucks. Ms. Smith stated that the study examined if they are parking on the road because they live somewhere in the community and they cannot park their truck in their own driveway, has the driver met their hours of service limit and they need to sleep or is the driver supposed to pick up or drop off their load and they cannot go to that location yet so they must stage somewhere close by. The two existing studies cover all of those circumstances. Ms. Smith also stated that they are trying to figure out where they could potentially build a truck parking facility in Kent County. The question is where they can accommodate the needs of short-term parking, long-term parking, amenities, and safety. The East-West Study is meant to address the movement of commercial vehicles from east to west, but Ms. Smith noted that she will pass it on to the consultant to integrate parking. Responding to Mr. Anderson, Ms. Smith stated that southern Delaware does not have an identified corridor for passenger rail. Regarding the IIJA, southern Delaware would be starting at the beginning of the passenger rail process. Ms. Smith stated that they did apply and gathered a coalition of Kent County interested municipalities and some friends in Sussex County and submitted a grant application for the corridor rail identification program. Ms. Smith stated that they are waiting with their fingers crossed to see if the application will be funded. Responding to Mr. Boggerty, Mr. Neil stated that the Speedway is down to one NASCAR event and has had more sales than any of the ten other tracks that they have. They have also stated that the fan experience is far superior to the other tracks that exist in their group. Mr. Neil stated that Firefly took a hiatus this year, and they are going to reexamine whether they should have it. They did not have the acts that attracted the people, like when the Beetle came there were 90,000 people that year. Mr. Neil stated that they are hoping to be starting back next year with an earlier lead to get the acts in and switch back to the summer when the younger people are off. There is no indication from the speedway whose land it is that they will not be back as they made a significant investment in that property. There is still anticipation that Firefly will be coming back, hopefully in the summer, and with bigger crowds which will help the economy.

COUNCIL COMMITTEE OF THE WHOLE MEETING MAY 23, 2023 PAGE 3 Mr. Neil further stated that The Gift of Lights came as a result of this event being at other tracks that are owned by this major company that owns the speedway. Even though it was slow this year, except for a few times, when there were big crowds and backups, the anticipation is that they are going to be back. Mr. Neil stated that everyone that he has spoken to was very favorable and had gone through and enjoyed the experience. Responding to Mr. Rocha, Ms. Smith stated that she is not aware of any conversations about the possibility of raising the train tracks up to a train trestle level. Ms. Smith stated that she could check into that and let Mr. Rocha know. Responding to Mr. Sudler, Ms. Smith stated that because WILMAPCO was the lead agency, they subscribed to a couple of data-gathering services. There is some heat source data, and there is some GPS data however, she cannot tell where all the data comes from because they were not the subscriber. Ms. Smith stated that there are a couple of companies like StreetLight, and Reliant, but that they do not go out and count trucks. Ms. Smith stated that they do some on-the-ground fieldwork, but the large data sets are purchased from vendors who collect that data. Responding to Mr. Sudler, Ms. Smith stated that in the statewide truck parking study, the study does something called clustering, and it will cluster from those data sources. It will cluster where the most frequency is during a period of time. It does not show, for example, a truck driver who lives in a neighborhood and does not have a place to park, so he parks a mile over at the Royal Farms and has someone pick him up. However, generally speaking, they know where the clusters are, how large the clusters are, and how frequently they are happening. Responding to Mr. Anderson, Ms. Smith stated that the items on the list are things that the MPO is responsible for and that they are on the MPO website under resources, and understudies. The statewide truck parking study was done by WILMAPCO so that it can be found on their website. Mr. Lewis moved for adjournment of the Safety Advisory and Transportation Committee meeting, hearing no objection the meeting adjourned at 6:31 p.m. LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE The Legislative, Finance, and Administration Committee met with Chairman Anderson presiding. Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Ms. Arndt and unanimously carried. Dover Human Relations Commission Update (Alan Gaddis, Chair) Mr. Alan Gaddis, Chair of the Human Relations Commission reviewed the update titled, Report of the Dover Human Relations Commission (Attachment #2). Committee action was not required. Responding to Mr. Rocha, Mr. Gaddis stated that council has to tell him who is actually on the commission. Because of the relationship between Mr. Gaddis’s wife and Mrs. Herbert, she resigned.

COUNCIL COMMITTEE OF THE WHOLE MEETING MAY 23, 2023 PAGE 4 Mr. Gaddis stated that he does not know about Reverend Paige. Mr. Gaddis also stated that Wanda Mullen had previously stated that she was not sure she would be able to continue. Mr. Hare stated that he would like to see what council thinks but maybe it would be helpful if Mr. Gaddis had a council liaison that can stay in touch with him, give him some guidance, and assist him. The liaison could maybe even attend meetings and keep Mr. Gaddis updated. Mr. Neil moved to recommend creating an appointment for the council president to appoint a liaison to the Human Relations Commission and make it a formal continuing liaison appointment by the council president. The motion was seconded by Mr. Sudler and unanimously carried. Mr. Lewis stated that he started off on the Dover Human Relations Commission when he got involved in public service. Mr. Lewis stated that he had seen it put on the shelf for a while. He would like to see it come back out and be brought out into the limelight because he thinks that it is a very important entity of the city. Mr. Hare stated that with it being passed he would like to suggest Mr. Sudler for the Dover Human Relations Commission council liaison. Discussion – Fiscal Year 2023 Audit Program (Lori Peddicord, Controller/Treasurer) Ms. Lori Peddicord, Controller/Treasurer, reviewed the background and analysis regarding the Fiscal Year 2023 Audit Program. Staff recommended acceptance of the Audit Program. Mr. Hare moved to recommend acceptance of the Audit Program, as recommended by staff. The motion was seconded by Mr. Contant and unanimously carried. Review of the Fiscal Year 2022/2023 Annual Budget Amendments (Dave Hugg, City Manager) Ms. Lori Peddicord, Controller/Treasurer, reviewed the background and analysis regarding the Fiscal Year 2022/2023 Annual Budget Amendments. Ms. Peddicord shared a General Fund Update (Attachment #3). Committee action was not required. Mr. Hugg stated that on top of what Ms. Peddicord mentioned, he wanted to repeat that on the general fund side, the revenues simply do not cover anywhere near the expenditures. Mr. Hugg stated in some cases they are not enough to cover the police department, let alone other operations. Mr. Hugg stated that a way to balance the process must be found rather than hoping the numbers add up. Mr. Hugg stated that by looking at the original request for the fiscal year 2024 it is not much different than the original approved budget for this year, and below what is projected as this year’s budget will end up with. Mr. Hugg also stated that this is before the sledgehammer and chisel have been taken to the budget, so that number will go down even more. Mr. Hugg stated that every department has been through a rigorous process of scrubbing their budgets for both this year and next year. Mr. Hugg stated that looking at the second page, and using these numbers, there will be about a $15 million dollar deficit in the general fund. Mr. Hugg stated, as Ms. Peddicord said, that number excludes

COUNCIL COMMITTEE OF THE WHOLE MEETING MAY 23, 2023 PAGE 5 the transfers, and any other things that offset that, but that is the starting number. Mr. Hugg stated that it is not the best place to be starting, but as a matter of strategy, everyone will need to sit down and figure out not just what is going to be done in 2024 but how will the city get to 2025, 2026, and 2027, so that things are not being juggled as they are found. Mr. Anderson stated that the enterprise fund transfers are designed to be a general revenue piece, and they are an important part of tax fairness. One of the things that may need to be looked at with state mandates and with stormwater maintenance, is a way to pull that out of the general fund budget as well. There will be a general fund contribution to that fund to give credit to people who pay property taxes against their stormwater management fee. Responding to Mr. Contant, Mr. Hugg stated that currently on the budget, they are sticking with the $10 million dollars. Mr. Hugg stated that has been the tradition for the last two or three years. Mr. Hugg stated that there was one year when the city transferred $11 million but, as of today, the city is anticipating a $10-million-dollar transfer. Responding to Mr. Contant, Ms. Peddicord stated that there was about $16 to $20 million that was brought from the PPA and then about $10 million budgeted transfer from the rate stabilization. Based on the vote of council to stop that PPA, there are some adjustments that still need to be made. Ms. Peddicord also stated that in regard to the rate study, which was delayed because of last-minute direction for a salary increase, et cetera, that all comes into play with preparing the rate study for the next five years. Responding to Mr. Contant, Ms. Peddicord stated that she cannot say that the rate stabilization reserve has a deficit. Ms. Peddicord stated that there is a minimum balance that the city is supposed to maintain in there of about 10% of purchase power costs. Ms. Peddicord stated that the city was counting on some transfers in the future from the future capacity reserve fund for the Garrison Oak substation build. Ms. Peddicord stated that this has been slowly taking off and those items will have to be talked about next week along with the rate study. Ms. Peddicord also stated that the electric fund has the reserves and that they are there to serve a good purpose, rate stabilization particularly, because last year the purchase power cost was through the roof. Responding to Mr. Anderson, Mr. Contant stated that pretty much what he wanted to hear is that there is a cushion or a buffer that can be used going forward, and things may fluctuate again. If the maximum has been met, then they do not need to look at adding more to this budget to replenish that. Mr. Contant stated that he was just trying to figure out what other streams of revenue the city may have and what other costs there may be. Responding to Mr. Hare, Ms. Peddicord stated that the maximum and minimum are based on a policy that council has established, so her guess is yes. Responding to Mr. Hare, Ms. Peddicord stated that, that is where it is established, and she can bring that language next week or send it via email. It is to allow for a cushion for unexpected purchase power costs. Ms. Peddicord stated that it is obvious that the city does not want to take it below the minimum. The city also does not anticipate keeping the maximum or above the maximum, which is why in prior years a PPA credit has been given. Ms. Peddicord stated that it is not to sit there to serve other purposes, it is there to serve the purpose of the fluctuation and the power cost. Ms. Peddicord stated that if the

COUNCIL COMMITTEE OF THE WHOLE MEETING MAY 23, 2023 PAGE 6 maximum were to be raised more money would be going into the reserve and it is not serving the purpose when the money is needed for the fluctuation in the budget. Responding to Mr. Neil, Mr. Hugg stated that as those properties sell, that revenue will go down because they are no longer being rented to someone. Mr. Hugg also stated that on the flip side of that, the city will not be mowing the grass as often out there so some of the expenses will be dropping. Responding to Mr. Neil, Mr. Hugg stated that there will be a settlement on lot two around July 11, 2023. There should be another settlement in the last part of July, and then one is pending. There will be at least three lot sales that should happen in the early coming fiscal year. One settlement was delayed from late June to early July so that the money would be in the fiscal year 2024. Mr. Hugg stated that three are ready for settlement, three are in agreements of sale, and a couple are pending. Responding to Mr. Neil, Mr. Hugg stated that the money from the sale is not reflected in the report. Mr. Hugg also stated that technically the money from the sale is a return on the city’s investment so it can be used for a variety of purposes. Responding to Mr. Contant, Ms. Peddicord stated that other than those reserve balances being communicated to the rate study group or the engineering report which has been done as a requirement of the bond covenants on the electric plant, which has been taken into consideration, but that is something that could be looked at. Ms. Peddicord stated that she would not mind doing that, and it could be after the budget is approved. Ms. Peddicord stated that what is sitting in the reserves is meeting the minimum requirement per the policy. The future capacity and some of the balances should have probably been brought into those, they have a significant amount of money sitting for future growth. Ms. Peddicord stated that the plan is to use it for the substation. Ms. Peddicord stated that the policy also requires that at the end of the build, the fund must be replenished within seven years, and there are probably a couple of others that work the same way. The depreciation reserve is used rather than financing things to just pay as they go. Ms. Peddicord also stated that the city utilizes that and then replenishes it every year, but it would not hurt to look at the contingency in a couple of other smaller ones just to make sure that they make sense with replacement costs for emergencies, insurance purposes, et cetera. Mr. Anderson moved for adjournment of the Legislative, Finance, and Administration Committee meeting, hearing no objection the meeting adjourned at 7:07 p.m. Mr. Hare moved for adjournment of the Council Committee of the Whole meeting, hearing no objection the meeting adjourned at 7:07 p.m. William F. Hare Council President Attachments Attachment #1 - Map for MPO Discussion Attachment #2 - Dover Human Relations Committee Update Attachment #3 - General Fund Update

ATTACHMENT #1 Council Committee of the Whole Meeting of 05/23/2023 May 23,2023 To: The Members of the Dover City Map for MPO Discussion Council Rt 9 From: Fred Neil, 3rd District Re: Adding this Map segment to the MPO List ." d) Currently 2 major events bring national Firefly •• en 3 -- Overpass --• over attention & visitors to Dover enhancing 3 Rt 1 is 0 our economy: NASCAR & Firefly. blocked Gift of ~ ::::::I _. - Traffic soars, and pedestrians become for NASCAR traffic hazards. During certain event •••• •• II & days traffic is blocked on Leipsic Rd d) d) FIREFLY •• CD from using the overpass. o m If the Gift of Light grows, another Leipsic Rd ~ benefit to Dover, traffic will become r- Rt 1 ::a another disruption for area residents CD a. "a who face detours without a direct route to their homes. Speedway -::a I n Proposed developments along Leipsic a. Rd, also a benefit to Dover, will exacerbate the traffic problems that currently exist. WhiteOak Rd and Route 9 to the Dover Rt13 Air Force Base and already on the MPO radar. Widening of Route 9 north of Leipsic Rd and a direct connection to Rt 13 from 9 north of Leipsic Rd to handlle greater traffic must be consdered sooner rather than later.

ATTACHMENT #2 Council Committee of the Whole Meeting of 05/23/2023 [Pa~~~~~~!Q) MAY 23 2023 May 23,2023 OFFICE OF THE CITY CLERK REPORT OF THE DOVER HUMAN RELATIONS COMMISSION Submitted by Alan P Gaddis - Chairman January 2019 - February 2020 I shall start with some history. The Commission met once on February 15, 2028. There were no further meetings that year. Three of us agreed to schedule a meeting for January 17, 2019. We were then able to continue meeting monthly through February 2020. Covid ended our meetings. We dedicated the meetings in 2019 to revising the Commission's Strategic Plan which expired in December 2018. We looked carefully at what existed and worked to add real activities to the new plan. We needed the approval of City Council to allow us to make the Commission more visible to the community, to enable citizens to submit written concerns to the Commission, and to make our responsibilities more fully known. We worked to find the limits of our jurisdiction to avoid interference with the State Commission. We discussed situations in the past that should have included the DHRC but that we learned about after the fact. We discussed other matters as well, worked out the wording for clarity, and presented our revised Strategic Plan to Council on January 16,2020. Several objectives of the Strategic plan require members of the DHRC to be active beyond attending meetings. The meetings in 2019 were often attended by the minimum quorum. I believe that this was due to a lack of appointees. Throughout the year, there were three to four vacancies despite requests sent to the district council persons to nominate candidates to Council. Without a full nine members, the DHRC will be limited in how many of its objectives it can accomplish. Due to the lack of meetings in 2018, the year of expiration, we submitted the revised Strategic Plan to run from 2019 - 2021. At the Council meeting of February 10, 2020 Commissioner Herbert suggested that the dates be changed to 2020-2023. After further Council discussion and input for future considerations, Council approved the 2020-2023 Dover Human Relations Commission Strategic Plan. Then Covid hit eliminating in person meetings. (DHRC active members through December, 2019 were: District 1, Paul Fleming, Gerald Rocha; District 2 Two vacancies; District 3 Wanda Mullen, Alan Gaddis; District 4 Rita Mishoe Paige and a vacancy: At-Large Sara Herbert. I was told early in 2020 that Joseph Simmons was appointed in District 1. Former Chair Rev. Theodore Henderson of District 2 did not participate.)

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PUBLIC WORKS - ENGINEERING 166,208.85 188,700.00 207,100.00 233,200.00 LIBRARY 1,723,517.18 1,916,500.00 1,957,800.00 2,036,000.00 RECREATION 1,078,717.83 1,341,300.00 1,367,700.00 1,547,800.00 PROCUREMENT & INVENTORY 699,110.13 754,800.00 777,700.00 878,200.00 FLEET MAINTENANCE 924,191.68 941,100.00 1,024,000.00 1,158,400.00 INFORMATION TECHNOLOGY 669,658.60 832,700.00 848,400.00 886,200.00 FINANCE 928,002.40 1,109,500.00 1,157,200.00 1,014,800.00 CUSTOMER SERVICE 1,248,430.56 1,393,300.00 1,438,800.00 1,412,200.00 DEPARTMENT SUBTOTALS 37,752,231.45 41,694,300.00 42,572,400.00 46,465,600.00 INET REVENUES AND DEPARTMENTAL EXPENSES (1,338,941.11) (6,763,500.00) (5,520,800.00) (10,501,200.00)1 OTHER EXPENDITURES: DEBT SERVICE 632,137.11 630,000.00 630,000.00 630,700.00 CONTRIBUTION TO DDP 150,000.00 150,000.00 150,000.00 2001000.00 MISCELLANEOUS GRANT RELATED EXP INSURANCE 893,605.92 950,000.00 950,000.00 970,000.00 RETIREES HEALTH CARE 2,156,000.00 2,328,500.00 2,328,500.00 2,548,000.00 OTHER EMPLOYMENT EXPENSES 514,400.00 514,400.00 BANK & CREDIT CARD FEES 26,355.84 36,000.00 36,000.00 30,000.00 UNCOLLECTIBLES - TRASH AND OTHER STREET LIGHTS 826,038.20 810,000.00 810,000.00 850,000.00 STORM EXPENSE 150,000.00 150,000.00 OTHER EXPENSE SUBTOTAL 4,684,137.07 5,568,900.00 5,568,900.00 5,228,700.00 (6,023,078.18) (12,332,400.00) (11,089,700.00) (15,729,900.00)