CCW and Attachment

COUNCIL COMMITTEE OF THE WHOLE The Council Committee of the Whole met on March 12, 2024, at 6:00 p.m. with Council President Hare presiding. Members of Council present were Ms. Arndt, Mr. Lewis, Mr. Neil, Dr. Pillsbury, and Mr. Rocha. Mr. Anderson, Mr. Boggerty, and Mr. Sudler were absent. Mayor Christiansen was also present. Civilian members present for their Committee meetings were Mr. Lewis (Parks, Recreation, and Community Enhancement), and Mr. Pugh (Utility). Mr. Tholstrup (Parks, Recreation, and Community Enhancement), Mr. Iriowen (Utility), Mr. Shevock, and Ms. Smith (Legislative, Finance, and Administration) were absent. ADOPTION OF AGENDA Mr. Neil moved for adoption of the agenda, seconded by Dr. Pillsbury and unanimously carried. PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE The Parks, Recreation, and Community Enhancement Committee met with Chairwoman Arndt presiding. Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Dr. Pillsbury and unanimously carried. Community Development Block Grant (CDBG) Proposed Grant Recommendations for Fiscal Year 2024 (Tracey Harvey, CDBG Program Manager) Ms. Tracey Harvey, CDBG Program Manager reviewed the background and analysis regarding the grant recommendations for Fiscal Year 2024. Staff recommended approval of the recommended funding amounts. Responding to Mr. Neil, Ms. Harvey stated that Mr. Neil is correct in that what they are approving is based on the contingency upon what is received from the Department of Housing and Urban Development. Responding to Mr. Lewis, Ms. Harvey stated that the grant is a multi-year grant. She explained that there are only four grantees, and they are the four grantees that she has had for the last five years. She stated that 2024 is the last year of the multi-year grant and the new round of grant applications will begin in January of 2025. Responding to Mr. Lewis, Ms. Harvey stated that the multi-year grant is awarded every five years and those that receive the grant within that time frame keep the grant for the entire five years. Responding to Mr. Lewis, Ms. Harvey stated that one is in-house, one is for the program administration, and the other four are the grantees.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 2 Responding to Mr. Lewis, Ms. Harvey stated that a committee composed of three members of council, herself, and a civilian make the recommendation. Responding to Mr. Lewis, Ms. Harvey stated that scoring criteria is used in determining the recommendation. Responding to Mr. Lewis, Ms. Harvey stated that the proposal is based on what was received last year and should be within twenty percent. However, she did place a provision to make any necessary changes before the May 15th deadline. Responding to Ms. Arndt, Ms. Harvey stated that the Home Ownership Assistance Program is done in-house by Ms. Harvey. Ms. Harvey explained that she receives referrals from lenders and housing counselors. She then assesses their eligibility and determines if they meet the criteria. If they do, they receive the grant. Mr. Neil moved to recommend accepting the staff recommendation for the grant. The motion was seconded by Dr. Pillsbury and carried with Mr. Lewis abstaining. Mayor and Council Reports – February 2024 Council President Hare Council President Hare had no report to give. First District Mr. Rocha reported that he, Dr. Pillsbury, Mr. Boggerty, and Mayor Christiansen held a Town Hall meeting at Fire Station 2. Mr. Rocha stated that they had over 40 constituents in attendance and some of the concerns were traffic patterns from Kenton Road that are disrupted by road construction, the potential for traffic increases on Carnoustie Road in Fox Hall, Capital School District buses speeding, and road closure issues from DelDOT because of the Kenton Road Project. Mr. Rocha stated that the biggest issue was a rumor that was going around regarding 10 Merion Road, which is a dedicated bus stop for elementary students. It is rumored that the person looking to purchase the home has plans to turn it into an Oxford house which is a halfway house potentially. There are concerns for the elderly community that lives in the vicinity, as well as concerns regarding sex offenders. Mr. Rocha also reported that he received a concern regarding a possible sinkhole in front of 216 N. Caroline Place and asked Mr. Hugg to follow up with him on the issue. Dr. Pillsbury reported that she reached out to the realtor for 10 Merion Road and the only information she was able to reveal was that it was under contract. She also stated that the people she has spoken to have stated that a halfway house generally needs public transportation to be available and there is no public transportation available to Fox Hall. Second District Mr. Lewis reported that he has been addressing issues with the homeless, putting up tents on private property from South State Street down to Lotus Street. Mr. Lewis stated that he addressed a tent that was set up by Trader Funeral Home in the back parking lot. Mr. Lewis explained that everyone received an email on Friday that the electronic speed signs are in the process of being

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 3 ordered by the city. The grant that Mr. Lyon applied for was approved and some legislators have allocated some CTF funds. Mr. Lewis stated that he started working with Ms. Duca on addressing the issue of an unpaved road by Elm Street to see if it could be paved and addressed through CTF funds. Lastly, Mr. Lewis reported that he is in the process of coordinating a community meeting for the end of April. Third District Mr. Neil reported that he attended the Downtown Dover Partnership meetings along with the Kent County Tourism meetings. Mr. Neil thanked Habitat for Humanity for the Hero Award that included a hard hat. Mr. Neil stated that he attended the Beth Sholom service and dedication ceremony for the Brenman Jewish History Library and Study Center where Mayor Christiansen presented a proclamation to the congregation and Mr. Neil presented a certificate to Past President Caroline Schwartz. Mr. Neil reported that he participated in Duke University’s DEAL lab survey on police alternatives, had several email exchanges with constituents regarding the five-way traffic solution on Governors Avenue, which is coming together, and worked with Ms. Arndt and Chief Johnson on addressing a drug hot spot around Serenity Place. Mr. Neil reported that he attended a webinar on affordable housing hosted by the State of Maryland Planning Department on February 22nd, the Riverwalk discussion held at the Library on February 24th, and the Council Workshop on March 1st. Lastly, Mr. Neil reported that he sent several alerts to Civic and HOA leaders in the Third District to keep them informed. Ms. Arndt reported that in addition to what Mr. Neil reported she and other council members attended the Police Academy Graduation, the Innovative Readiness Training Application meeting spearheaded by Councilman Anderson, and the Unsheltered Working Group meetings with Councilman Rocha. Fourth District Mr. Anderson was absent; he submitted his report electronically (Attachment #1). Mr. Sudler was absent, and no report was given. At-Large Mr. Boggerty was absent, and no report was given. Mayor Christiansen Mayor Christiansen stated that he respectfully will no longer be submitting his monthly reports until he has an Administrative Assistant. Mayor Christiansen stated that there is only one Administrative Assistant between the City Manager, Assistant City Manager, and himself and she is overworked as it is. Ms. Arndt moved for adjournment of the Parks, Recreation, and Community Enhancement Committee, hearing no objection the meeting adjourned at 6:20 p.m. UTILITY COMMITTEE The Utility Committee met with Chairman Rocha presiding.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 4 Adoption of Agenda Dr. Pillsbury moved for adoption of the agenda, seconded by Ms. Arndt and unanimously carried. Department of Energy Grid Resilience and Innovation Partnership (GRIP) Presentation (Scott Lynch, DEMEC) Mr. Scott Lynch, VP of Asset Development of DEMEC reviewed the presentation titled AMI & GRIP Grant Funding Opportunities. Staff recommended adopting Resolution No. 2024-05 as submitted so staff may complete a letter of commitment to American Municipal Power (AMP) for its Grid Resilience and Innovation Partnership (GRIP) Incentive Application. Responding to Mr. Neil, Mr. Lynch stated that becoming an associate member of DEMEC does not impact the city’s affiliation with The Energy Authority (TEA). Responding to Mr. Lewis, Mr. Lynch stated that the grant would cover up to 50% of the costs. If the grant were solely for electricity, it would cover 50%. However, if water and electricity were included, the percentage would change. Mr. Lynch explained that the city would be responsible for covering the remaining percentage. Responding to Mr. Lewis, Mr. Lynch stated that the additional rounds would continue until the funds were exhausted. If the city was not given the opportunity in this round to receive funds, then there would be a chance in the future to apply again. However, once the funds are exhausted, they would recommend seeking alternative funding sources that could replace the GRIP funding. Otherwise, the city would have to assume full financial obligation. Responding to Mr. Lewis, Mr. Waddell stated that he has budgeted for an AMI system in his Fiscal Year 2026 budget. Therefore, the funds would be available around the time of implementing the FY26 budget. Mr. Waddell explained that he is already planning to spend the money to implement the program, so obtaining grant money to offset 50% of the cost would be beneficial. Responding to Mr. Lewis, Mr. Waddell stated that currently, the city has an Automated Meter Read (AMR) system which means the meter reading staff from customer service must ride around specific routes in the city every day. With an Advanced Metering Infrastructure (AMI), staff will no longer have to drive around town. Instead, they can simply push a button, and all of the meter readings will be transmitted to a server. This will enable them to perform billing immediately and efficiently. Responding to Mr. Lewis, Mr. Waddell clarified that no jobs would be eliminated due to the implementation of the AMI system. Instead, meter readers would be transitioned to meter technicians. If there are errors on the meters, these technicians will be dispatched to troubleshoot the meter, swap it out if necessary, bring it back, and perform tests on it. Mr. Waddell also mentioned that they will need to purchase about two more test benches, as they currently only have one.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 5 Responding to Mr. Lewis, Mr. Waddell stated that another plus to the AMI system is the remote disconnect and reconnect process. He explained that with the AMR system if someone is delinquent on their bill and the electricity has been disconnected and they come in to pay the bill it may not be until the next day for service to be restored. Mr. Waddell explained with the AMI system if someone walks into the office at 4:45 p.m. their service can be restored with a click of a button. Mr. Waddell further explained that the AMI system opens the city up to different rate structures and different demand response programs. It also gives more opportunity to the customer to take control of their electricity usage to help lower their bills. Mr. Lynch stated that they have found that customers who have direct access to their usage information can save upwards of 8% on their electricity bill. This is achieved simply by being able to review their electric usage on a daily or hourly basis, allowing them to make informed choices rather than waiting until the end of the month to receive the bill in the mail. Responding to Mr. Lewis, Mr. Waddell stated that all of the meters would have to be replaced. Responding to Mr. Lewis, Mr. Lynch stated that if the city chose to implement an electric change, the estimated cost presented is approximately $4.8 million. However, with a GRIP grant covering 50% of the cost, the expense would be reduced to $2.4 million. Mr. Waddell stated that the AMI system provides a customer-facing portal, which the AMR system does not provide. He explained that the portal allows customers to review their usage trends and plan better. Additionally, Mr. Waddell stated that the AMI system sends signals to the system operations center, identifying system failures sometimes before the customer notices. Responding to Mr. Lewis, Mr. Waddell stated that the parameters of the contract would determine who could replace the meters within the city. He explained that there are vendors that offer turnkey installation, where they bring in a large workforce to complete the changeover. Alternatively, there are options where the manufacturer ships the meters preprogrammed, or they assist the meter technicians with programming the meters before swapping them out. Mr. Waddell noted that while turnkey installation gets the job done faster, it comes with a higher labor cost. He emphasized that the various packages and options would need to be carefully considered. Responding to Mr. Lewis, Mr. Waddell stated that implementing the AMI system would be cost- effective due to savings on equipment rolls. He explained that under the current system, if staff goes out at night to do reconnects, they are paid two hours of on-call overtime per the contract, even if they only reconnect one or two meters. With the AMI system, staff could simply hit a button to reconnect the power, saving two hours of overtime, as well as the cost of fuel and wear and tear on the vehicles. Mr. Waddell also noted that the same would apply to the trouble truck. Additionally, he emphasized that the AMI system would eliminate potential harm to staff when customers are unwelcoming, as connections and disconnections could be made remotely on a computer, potentially limiting negative interactions. Responding to Dr. Pillsbury, Mr. Waddell stated that the AMI system would allow staff to go into the meter and set a new rate from a specific day or hour forward.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 6 Responding to Dr. Pillsbury, Mr. Waddell stated that the current AMR system reads from the 22nd of the month to the 22nd of the following month. Therefore, if there is a rate change on the first of the month, there is no way to go back and break down how many kilowatts were used at the old rate and how many at the new rate. Responding to Ms. Arndt, Mr. Lynch stated that the AMI system does not include an online payment system; payments would have to be processed through the current billing system. Mr. Lynch stated that Lewes and Clayton are the only other DEMEC members who do not have an AMI system. He explained that Clayton committed last year but they did not get funded, and Lewes committed last year, and they are going to move forward again. Newark has an AMI system, and they are looking to transition to the DEMEC AMP system. Responding to Dr. Pillsbury, Mr. Lynch stated that the city had not been funded previously, but their partners spoke with the Department of Energy to determine what was missing from the application. They then incorporated what they learned into the newest application. Responding to Mr. Rocha, Mr. Lynch stated that the meters are expected to last 10 years and are under warranty for three. He explained that the contract stipulates that if a meter fails under warranty, it can be sent back and replaced for the cost of time without the meter. Responding to Mr. Rocha, Mr. Lynch stated that 10 years is the standard amount of time. Responding to Mr. Rocha, Mr. Lynch stated that there are routine tests done on the system to make sure that it is functioning as well as being upgraded to the latest software, but it is all included. Responding to Mr. Lewis, Mr. Lynch stated that the city would receive a notice that the meter needs to be replaced. A truck would then replace the meter with one from stock, as there are spares included. The faulty meter would be sent out, and once corrected, or if a new one is needed, it would be shipped back to the city as part of the contract. Responding to Mr. Pugh, Mr. Lynch stated that American Municipal Power is who provided the RFP. Mr. Neil moved to recommend accepting staff recommendation to approve Resolution No. 2024-05. The motion was seconded by Dr. Pillsbury and unanimously carried. Mr. Rocha moved for adjournment of the Utility Committee meeting, hearing no objection the meeting adjourned at 6:46 p.m. LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE The Legislative, Finance, and Administration Committee met with Council President Hare presiding in the absence of a chair.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 7 Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Dr. Pillsbury and unanimously carried. Evaluation of Proposals – Ambulance Services Contract (Kay Sass, Public Affairs and Emergency Management Coordinator) Ms. Kay Sass, Public Affairs and Emergency Management Coordinator reviewed the proposals for the ambulance services contract. Staff recommended authorizing the City Manager to enter into a contract to provide emergency ambulance services to the City of Dover for a three-year period with the option of a one, two-year extension with the negotiated ending date of June 30, 2027. Responding to Mr. Rocha, Ms. Sass confirmed that Ambulnz was bought out by DocGo. Responding to Mr. Rocha, Ms. Sass stated that the references contacted in municipalities and townships that were seeking the same level and type of service that the city is looking for have been in a contract with them for a couple of years. One of them was looking to renew a contract for another five years. Responding to Mr. Rocha, Ms. Sass stated that the reference was sent out under Ambulnz and when they submitted it back to the city, they used Ambulnz. Responding to Ms. Arndt, Ms. Sass stated that they are not privy to the contractor’s collection rates because that is something billed separately. The city’s contract focuses on what the city pays out to them. Ms. Sass reminded council that one of the concerns before was the turnaround time for some billings with previous contractors. She explained that this is something the city has no control over, but it does affect what the city ends up paying in the long run. She further explained that it was clarified that some municipalities end up getting all their money back with the hybrid model; however, she is unsure what Dover's experience will be. Responding to Ms. Arndt, Ms. Sass stated that she could send requests out to all four vendors for verification on their financials if there is additional information that council is requesting. Mr. Rocha moved to recommend tabling the item until they could gather more information and take a second look at the recommendation. The motion was seconded by Dr. Pillsbury. Mayor Christiansen emphasized that Ms. Sass went to great lengths to gather the information that was requested, and he wanted to reiterate that council’s decision is not a reflection of her efforts. Mr. Lewis commended Ms. Sass on her diligent research. Mr. Rocha also stated that Ms. Sass did an excellent job, and their decision is no reflection on her. Dr. Pillsbury stated that Ms. Sass has done a great job, but they have concerns that they need to address.

COUNCIL COMMITTEE OF THE WHOLE MEETING MARCH 12, 2024 PAGE 8 Responding to Dr. Pillsbury, Ms. Sass stated that the EMTs are required to have emergency experience. Mr. Hare suggested amending the motion to include that a special meeting can be called at a date and time to be determined to have further discussion. Mr. Rocha moved to recommend tabling the item until they could gather more information and take a second look at the recommendation at a special meeting to be called at a date and time to be determined for further discussion. The motion was seconded by Dr. Pillsbury and carried with Mr. Lewis abstaining. Ms. Sass asked if council members have any questions, please get them to her within the week to allow ample time to obtain the information. Mr. Hare moved for adjournment of the Legislative, Finance, and Administration Committee meeting, hearing no objection the meeting adjourned at 7:04 p.m. Mr. Hare moved for adjournment of the Council Committee of the Whole meeting, hearing no objection the meeting adjourned at 7:04 p.m. William F. Hare Council President Attachments Attachment #1 - Mr. Anderson’s 4th District Report

ATTACHMENT #1 Council Committee of the Whole Meeting of 03/12/2024 4th District Report Met with at Silver Lake Blvd to a neighborhood meeting called by constituents with Councilman Sudler and me. Started IRT process with the collaboration of Councilwoman Arndt and Councilwoman Dr. Pillsbury Taken numerous phone calls and personal constituent contacts. Making 8 grant connections for city referring information to staff or NGO. Spoke with 2 Star about DAFB Joint Use Agreement. Following up with Congressional delegation Participated in Capitol School district community meeting on discipline and safety with the Mayor and Councilman Boggerty. Met with DDP leaders. Attended Hope Commission open house and kickoff for Dover. Conversed with Senator Brown.