CCW MINUTES

COUNCIL COMMITTEE OF THE WHOLE The Council Committee of the Whole Meeting was held by video conference on May 25, 2021 at 6:00 p.m., with Council President Sudler presiding. Members of Council present via video or telephone were Mr. Anderson, Mr. Neil, Mr. Boggerty, Mrs. Arndt, Mr. Rocha, Mr. Taylor, and Mr. Lindell. Mr. Hare was absent. Civilian members present for their Committee meetings were Ms. Maucher (Utility), Mr. Contant (arrived at 6:04 p.m.) and Mr. Shevock (Legislative, Finance, and Administration), and Mr. Shelton (Safety Advisory and Transportation). UTILITY COMMITTEE The Utility Committee met with Chairman Rocha presiding. Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Mr. Anderson and unanimously carried. Review of Water Utility/Wastewater Utility Fees for the Fiscal Year 2021-22 Budget Mr. Matt Harline, Assistant City Manager, reviewed the background and analysis for the Water Utility/Wastewater Utility Fees for the Fiscal Year 2021-22 Budget. Staff recommended directing staff to include rate increases in FY 2021-22 Proposed Budget. Responding to Mr. Neil, Mr. Harline stated that there were no ARP funds included in the utility accounts but that there may be an opportunity to use some of the funds for this if it could relate to clean drinking water and infrastructure improvements. Responding to Mayor Christiansen, Mr. Lyon stated that there had been an emergency repair at Lincoln Park but the project was completed before the road was re-paved about two years ago. He stated that Water/Wastewater had repaired about two hundred feet of sewer pipe that had collapsed at that location. Responding to Mayor Christiansen, Mr. Lyon stated that the Denny’s Road project had been budgeted in Fiscal Year 2021 and he believed the approximate cost was $3.2 to $3.4 million. He noted that they were considering a 1 million gallon tank to increase pressures in that area, as well as potential capacity for future development. Responding to Mayor Christiansen, Mr. Lyon stated that the projects known as Stonebrook East and West were built and currently had capacity. Responding to Mr. Harline, Mr. Lyon stated that through the half point of the Fiscal Year, Dover had received two times as much rain as the previous year, which had caused a delta. He stated that the City could decrease the groundwater fee if it could get everything tightened up which would mean cheaper rates for constituents. Mr. Neil moved for adjournment of the Utility Committee meeting, seconded by Mr. Taylor and unanimously carried. Meeting adjourned at 6:31 p.m.

COUNCIL COMMITTEE OF THE WHOLE MEETING OF MAY 11, 2021 PAGE 2 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 Mr. Taylor and unanimously carried. Evaluation of Bids - Fiscal Year 2021 Street and Alley Program Ms. Sharon Duca, Public Works Director, reviewed the background and analysis regarding the Fiscal Year 2021 Street and Alley Program. Staff recommended awarding the contract to Grassbuster’s Landscaping, for the City of Dover FY 2021 Street and Alley Program, Bid #21-0034PW, for the amount of $713,294. Responding to Mr. Neil, Ms. Duca stated that based on Public Work’s current evaluation, the sections in question would not involve any tree work and Grassbuster’s Landscaping had done the 2019 street program and was qualified to do concrete and asphalt work. Responding to Mr. Shevock, Ms. Duca stated that Public Works had received seven bids in total for the project. She stated that some of the bids were close in range but there was a range of almost $300,000 between the bids overall. Responding to Councilwoman Arndt, Ms. Duca stated that the problem with North Bradford Street was that the trees were impacting the roadway in certain areas, so it would need a more detailed review to see if paving would impact a future design of North Bradford in regards to preserving the trees. Responding to Mr. Sudler, Ms. Duca stated that Public Works had not moved forward on any action with Conwell Street but that they could investigate the matter further to come up with a plan. She stated that Raymond Street was supposed to be extended as part of a proposed development which was being analyzed through that development for its dedication to the City. Responding to Mr. Sudler, Ms. Duca stated that she believed the development would be apartments and the proposed access is through Mishoe and Raymond Street. Responding to Mr. Sudler, Ms. Duca stated that she was referring to a new development behind Mishoe Towers. She stated that Raymond Street extended down to the railroad tracks and there was another road or paper street that extended north into the property in the back which is where access is planned. Responding to Mr. Boggerty, Ms. Duca stated that the procurement manager ensures that the invitation to bid is sent out to minority and women owned businesses. She stated that in terms of Dover business there was one bid but it was about $300,000 more than the low bid. Ms. Duca stated that the City does not ask for information regarding the diversity or makeup of a company. Mr. Anderson stated that minority businesses are able to submit that kind of information which would give them about a 3% preference in the bid.

COUNCIL COMMITTEE OF THE WHOLE MEETING OF MAY 11, 2021 PAGE 3 Responding to Mr. Boggerty, Ms. Duca stated that the incentive was included in the bid package. Responding to Mr. Lindell, Ms. Duca stated that in addition to looking at road ratings, Public Works was also doing road repairs following sewer main work. She stated that it would take approximately one year after that work had been done and settled to repair the roadway. Ms. Duca stated that they were also dealing with roads with extreme maintenance issues where the amount of material being used on maintenance made the road repair a priority. She stated that they would be reevaluating the road ratings in the near future to view all roads as equal rather than based upon traffic that was involved on the roadway. Mrs. Arndt stated that both she and Mr. Neil had received concerns from constituents specific to the North Bradford project. She noted that the North Bradford Street residents were unaware of the tree removal project. Mrs. Arndt advised that the street scape project on South Bradford Street was well received due to the door to door interactions and workshop at the library to make the residents aware of which trees would be impacted. She suggested that a similar process be conducted for the North Bradford Street residents. Responding to Mr. Anderson, Ms. Duca stated that since the project came in under budget she would like to save some funds in case there was an overage, but they also have the ability, based on the way the bid and purchasing policy were written to increase it by 25% if they wanted to add additional streets. She stated that there was also the possibility that they would need some of the project to do some engineering design with some of the street program in the future. Ms. Duca stated that it would stay in holding for street related projects or needs. Mr. Sudler moved that Council instruct Ms. Duca to move forward with an investigation in regards to Conwell Street as to how to get the road repaired and/or to get it dedicated to the City through the County as soon as possible. The motion was seconded by Mr. Rocha and unanimously carried. Mr. Neil moved to recommend approval of staff’s recommendation to award the contract to Grassbuster’s Landscaping, for the City of Dover FY 2021 Street and Alley Program. The motion was seconded by Mr. Rocha and unanimously carried. Evaluation of Bids - North Bradford Street Tree Removal Ms. Sharon Duca, Public Works Director, reviewed the background and analysis regarding the evaluation of bids for the North Bradford Street Tree Removal. Staff recommended awarding the contract to Asplundh Tree Expert, LLC, for the City of Dover North Bradford Street Tree Removal, Bid #21-0035PW, for the amount of $122,015.80. Responding to Mayor Christiansen, Ms. Duca stated that one of the big issues with this project was making the street ADA compliant. Responding to Mr. Taylor, Ms. Duca stated that the tree replacement was evaluated by City staff and there were six different species selected because of the amount of space available on Bradford Street between the curb and sidewalk. She advised that it was also proposed that they be planted with root deflectors to help them flourish in the future and avoid future issues with ADA compliance. Ms. Duca noted that the selected trees would be shown to the public as the options available for the tree replacements and would most likely be planted in the fall season because it was the best time for planting new trees to help them establish.

COUNCIL COMMITTEE OF THE WHOLE MEETING OF MAY 11, 2021 PAGE 4 Responding to Mr. Neil, Ms. Duca stated that the project could be delayed; however, they would need to determine how much longer the contractor that currently had the Fiscal Year 2020 street program would be able to maintain their prices. She advised that even if it was not within the time frame, projects could be rescheduled into a different year to allow more time for public input and possibly additional design. Mrs. Arndt moved to refer the North Bradford Street tree removal project back to staff for recommendations on public engagement and design improvements and move in line with the South Bradford Street project. The motion was seconded by Mr. Sudler and unanimously carried. Review of General Fund Fees for the Fiscal Year 2021-22 Budget Mr. Matt Harline, Assistant City Manager, reviewed the background and analysis for the General Fund Fees for the Fiscal Year 2021-22 Budget. Staff recommended directing Staff to include rate increases in the FY 2021-22 Proposed Budget. Responding to Mr. Boggerty, Mr. Harline stated that there were an average of 318 police false alarms within the City in Fiscal Year 2019-20. Mayor Christiansen asked that staff consider increasing the fines for malfunctioning and automatic fire alarms on behalf of the Fire Department. Responding to Mr. Contant, Mr. Harline stated that the projected shortfall for Fiscal year 2022 would be about $450,000. Responding to Mr. Contant, Mr. Harline stated that the City had never tried to make this a full enterprise fund before, meaning they had never set the rates at a level to cover all of the costs, which is what they were attempting now. He noted that the last time the fees were increased were in Fiscal Year 2017-18. Mr. Harline advised that by 2023 the City would take in more money than the cost to provide the service. Responding to Mr. Anderson, Mr. Harline, referring to the Proposed Sanitation Rates, stated that the City could hold the fees for the 300 gallon service rather than lowering them and raising them again in the future. He advised that they were intentionally bringing the mobile home rate even with the residential rate. Ms. Duca stated that the largest cost overall was the tipping fee for the waste. She advised that parts of commercial services do not receive all of the same services as the residential. Ms. Duca explained that they were trying to get more equity in terms of the actual services received as well as the volume of waste received from different types of customers. Mr. Neil moved to recommend approval of staff’s recommendation of the proposed sanitation rates except for the proposed decrease for Fiscal Year 2022 for the 300 gallon service rates, which should remain at the Fiscal Year 2021 rate. The motion was seconded by Mr. Shevock and unanimously carried. Mr. Neil moved for adjournment of the Legislative, Finance and Administration Committee meeting, seconded by Mr. Shevock and unanimously carried. Meeting adjourned at 7:46 p.m.

COUNCIL COMMITTEE OF THE WHOLE MEETING OF MAY 11, 2021 PAGE 5 SAFETY ADVISORY AND TRANSPORTATION COMMITTEE The Safety Advisory and Transportation Committee met with Chairman Taylor presiding. Adoption of Agenda Mr. Neil moved for adoption of the agenda, seconded by Mr. Rocha and unanimously carried. Request for Waiver - Appendix A - Subdivisions, Article VI - Subdivision - General Requirements and Design Standards, Section E - Lots (Lands of Fountainview, LLC at 100 Ridgely Street) - Waiver to Reduce Required Lot Frontage Width on a Public Street Associated with Minor Subdivision Plan to Subdivide Property Consisting of 7.3386 Acres into Two Parcels (Lot 1 and Lot 2) Mrs. Dawn Melson-Williams, Principal Planner, reviewed the Petition to Waive the Zoning Ordinance Provision: Reduction of Lot Frontage Width Requirement on a Public Street Associated with Minor Subdivision Plan to Subdivide property consisting of 7.3386 acres into two parcels (Lot 1 and Lot 2) at 100 Ridgely Street, requested by Lands of Fountainview, LLC. Staff recommended approval of the Minor Subdivision Plan and approval of the Waiver Request to reduce the required lot frontage on a public street subject to conditions. Mr. Neil moved to recommend approval of staff’s recommendation, seconded by Mr. Anderson and unanimously carried. Review of Bike Friendly Community Status Mrs. Lisa Chase reviewed the application process for renewing the City of Dover’s Bronze Bike Friendly Community Status. Responding to Mr. Sudler, Mrs. Chase stated that the City was looking to retain its Bronze status. She advised that it would be unrealistic to try to achieve Silver status at this time but that may be a possibility in four more years. Responding to Mr. Lindell, Mrs. Chase stated that the cost to complete the application would be between $750 and $1,000. Mayor Christiansen stated that the application would be covered by the Parks and Recreation budget or the City Manager’s budget. Mr. Neil moved to cover the cost of the application for the bike-friendly community status from the Parks and Recreation budget up to $1,000. The motion was seconded by Mr. Anderson and unanimously carried. Discussion - Update on a Mobile Command Centre and Substation Mayor Christiansen reviewed his research into other communities utilizing standing substations as well as mobile command posts. Chief Thomas Johnson reviewed the pilot plan for a mobile substation and the possibility of utilizing a 2001 Ford chassis based vehicle already owned by the department.

COUNCIL COMMITTEE OF THE WHOLE MEETING OF MAY 11, 2021 PAGE 6 Mr. Neil stated that he felt the mobile substation would not need to have a large police sign on it due to the fact that it could be used for many things in addition to community policing. Responding to Mr. Anderson, Chief Johnson stated that the vehicle would have a police presence, probably more than one, at all times. Responding to Mr. Rocha, Chief Johnson stated that they envision a lot of options and different services would be provided by the mobile substation. Mr. Taylor shared photos of a building available for lease for a potential police substation. Mr. Neil moved for adjournment of the Safety Advisory and Transportation Committee meeting, seconded by Mr. Rocha and unanimously carried. Meeting adjourned at 8:37 p.m. Mr. Rocha moved for adjournment of the Council Committee of the Whole meeting. The motion was seconded by Mr. Boggerty and unanimously carried. Meeting adjourned at 8:38 p.m. Roy Sudler Jr. Council President RS/MR/tm S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\Committee-Minutes\2021\05-25-2021 CCW MINUTES - TM.wpd