City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MARCH 6, 2012 The Board of Commissioners of the City of Dothan, Alabama, met in regular session in the Commission Chambers of the Roy Driggers Municipal Building at 10:00 A.M., Tuesday, March 6, 2012 with the following members present: Mayor Pro tem Taylor Barbaree in the absence of Mayor Mike Schmitz, Associate Commissioners James H. Reading, Albert Kirkland, Critt Snellgrove and Hamp Baxley. Commissioner Amos M. Newsome, Jr. was absent. He and Mayor Schmitz are attending a meeting in Washington D.C. with “Friends of Fort Rucker”. Also present were City Manager Michael West, City Clerk Pam McCoy, Administrative Assistant Tammy Danner, who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Pro tem Barbaree called the meeting to order. Pastor Mike Grimes, Grandview Baptist Church, then led in prayer, afterwhich Mayor Pro tem Barbaree led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of February 21, 2012, be approved, motion seconded by Commissioner Snellgrove and unanimously approved. Commissioner Snellgrove stated that he was privileged to represent the City of Dothan as Emcee of the Azalea Dogwood Pageant held this past Saturday night at the Dothan Civic Center. He then congratulated all of the winners. Commissioner Baxley recognized two District 6 residents. First, Norma Cathell as the individual outstanding honoree for the month and Josh Kruczek, The Red Elephant Pizza and Grill Restaurant as the outstanding business honoree in District 6. Commissioner Baxley also recognized members of the Forsythia Garden Club. In regard to the Pre Trial Diversion Program, Commissioner Baxley stated that he has been very disappointed with the implementation of that program. He said the program was passed by this commission over six months ago. Commissioner Baxley said he has received complaints regarding the slowness with which people are being approved for and inaction on the program. He said he has not seen the action he wants to see on the program. Commissioner Baxley told City Manager West that we need to work on that; it is a good program; there is no sense why, in why over the nine months this program has been discussed and deliberated, that it has not moved forward and gone at a more faster fashion to get where it needs to be. Commissioner Baxley said there are no losers in a program like that. He said if we do not see changes in 30 days, he will recommend changes in another fashion. Commissioner Baxley said a strategic planning session was held back in January with this Commission. He said they gave up two days of their life to sit there, go through things that every city department head had; the goals they wanted to see for the future. Commissioner Baxley said he asked at that point where the city attorney’s office process was. He said it was not there. Commissioner Baxley said every since then he has ask that it be done; two months have passed, and he still hasn’t seen anything. He said he wants to see that in the next couple of days if possible. City Attorney said that has been given to the City Manager. Commissioner Baxley said he looks forward to seeing it. Commissioner Baxley said the Commission gets a strategic report every month on city wide projects for each department. He said once again, he made this clear to Mr. White back when he first became a commissioner, right at a year now; this Board has to look and see the performance of different departments. Commissioner Baxley said they have not seen anything from that area. He said we need to see that. He wants to see a report every month from the City Attorney’s office regarding those things. For example, if there are 21 claims pending in a certain given month; five more filed that month and zero disposed of, that is one Minutes of the Board of Commissioners – March 6, 2012, continued. thing. Next month, ten more claims filed, total of 26 claims, two disposed of. Commissioner Baxley said if we look at where things are building and not being processed this Board needs to know that. City Manager West said we are working on that. In regard to Commissioner Baxley’s comments, Mayor Pro tem Barbaree said every department submits a business plan. He said this goes along the lines of the strategic planning and usually the business plans are presented at a commission meeting by each department. He said we need to have that. City Manager West said we have been working on that. Mayor Pro tem Barbaree said regarding city wide projects that Commissioner Baxley brought up, that is an excellent way to see how our departments are functioning each day. He then asked if that is made public on our website. City Manager said we can start making it available on our website every month. Mayor Pro tem Barbaree expressed appreciation to the Police Department for having a community awareness meeting at Grove Park last week. He also expressed appreciation to Commissioner Baxley for implementing the Community Awareness Program. It has been a great success! Commissioner Baxley said it has been great to see the program grow to fruition. He encouraged the other neighborhoods to get together and do this. Mayor Pro tem Barbaree said the other commissioners have been involved in community awareness in their respective neighborhoods. Mayor Pro tem Barbaree requested that Item #5, requesting the introduction and passage of local legislation authorizing the use of an automated red light enforcement system in the City of Dothan, Alabama during the 2012 Alabama Legislative Session be removed from today’s agenda. He said a vote would be taken at that time. Commissioner Snellgrove presented and read a proclamation, proclaiming March 10-18, 2012 as “AmeriCorps Week”. Raymond Hutchison was present for the proclamation. City Manager West, along with Public Works Director Jerry Corbin and Assistant Public Works Director Charles Metzger presented a Service Award and Certificate of Retirement to Ray A. Cobb, Public Works Department, Street Division. Larry Patrick, Leisure Services, along with Angelia Turner, announced the Dothan City Fest/ Alabama Wildlife and Outdoor Expo to be held March 30-April 1, 2012 at the Dothan Civic Center. This event will be a fundraiser to help raise funds for a new “Wildlife Mural” that will be located on the old Mayer/Mack Electric Building. Artist for the mural will be Eddie LeRoy. Larry Patrick announced winners and runners up for the Azalea Dogwood Pageant held this past Saturday night. They will participate in the Azalea Dogwood Trail, which will be held March 18th beginning at 2:00 p.m. at the corner of Woodland Drive and W. Main Street and will end at the home of Brent and Elizabeth Cook at 115 Girard Avenue. “Sunday in the Park” festivities will begin at Solomon Park at 2:00 p.m. and conclude at 4:30 p.m.; free entertainment and refreshments, along with children’s games will be there for everyone to enjoy! City Manager West stated that the roof has been repaired at the Westgate Pool. He said the skylights were pushed up, which brought up the dura-last liner. He said there was minimal damage and the pool reopened yesterday. City Manager West announced that CALEA (Commission on Accreditation for Law Enforcement) is in town doing an assessment of the Police Department for accreditation. City Manager West announced that the Dothan 101 program has about 10 spots left for this session. It will begin April 17th. City Manager West said the announcement of the Yura Corporation coming to Dothan and making their North American headquarters here was a great effort on the part of a lot of people in this community including the Mayor, City Commission, Minutes of the Board of Commissioners – March 6, 2012, continued. County officials, Chamber of Commerce and others. Commissioner Reading encouraged everyone who sees the Mayor to walk up and thank him. He said without the Mayor’s personal involvement, he did not think we would have gotten this company. He said the Mayor traveled to Korea, using his own funds and made a lot of personal concessions and was very instrumental in bringing this company to Dothan. Mayor Pro tem Barbaree introduced the application of Kerry Farrell for a Special Retail Liquor License, More than 30 days for The Main Event, located at 1701 East Cottonwood Road (Houston County Farm Center). Commissioner Snellgrove moved for approval, motion seconded by Commissioner Reading and unanimously carried. At this time, Commissioner Kirkland moved to remove Item #5, requesting the introduction and passage of local legislation authorizing the use of an automated red light enforcement system in the City of Dothan, Alabama during the 2012 Alabama Legislative Session from the agenda, motion seconded by Commissioner Reading and unanimously carried. Mayor Pro tem Barbaree stated that Bobby Lewis signed up to speak on privileges concerning this item. Mr. Lewis stated that he was going to ask that this item be postponed until the Mayor and Commissioner Newsome were present. Mayor Pro tem Barbaree introduced Resolution No. 2012-55 (recorded in Ordinance Book No._______at Page_______), declaring five hundred (500) sections of outdated fire hose as surplus and no longer needed for public or municipal purposes and authorizing the transfer of the said fire hose to the Houston County Volunteer Fire Association. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-56 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Overwatch Systems, Inc. for the IMPACT in Excellence in Policing Grant Program software licenses valued at $4,900.00, agreeing to fund the annual maintenance fee of $2,500.00 utilizing seizure funds and appropriating funds for said maintenance fee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-57 (recorded in Ordinance Book No._______at Page_______), declaring certain properties which are overgrown with weeds, scrub, wild bushes, grass and other vegetable growth as injurious to the health, safety and welfare of the community and declaring that a public hearing be held on the matter at the regularly scheduled Commission meeting on April 17, 2012. Commissioner Reading moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-58 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Gresham, Smith and Partners to develop a Regional Intelligent Transportation System Architecture Study at a cost of $59,898.45 and appropriating funds for said study. Commissioner Reading moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Snellgrove asked City Manager West for an explanation of this item. Mr. West said this is an MPO project and is an 80/20 match. The City pays 20% and the remaining balance comes out of the Metropolitan Planning Organization funds. Charles Metzger said this study will be a comprehensive regional study to look at our fiber optic needs now and in the future, our traffic signal systems, emergency overhead signage, etc. He said the study makes us eligible for federal funding for some of these things. Mayor Pro tem Barbaree asked if there were any local firms that could take care of our needs on this. Mr. Metzger said this is a specialized type study. Commissioner Reading asked how the LED lighting replacement on West Main is going. Billy Mayes, Dothan Utilities Superintendant stated that they are finished. Commissioner Reading said as we replace residential lights are we going with the new bulbs. Mr. Mayes said no, that would be too expensive. Mr. West said we had Minutes of the Board of Commissioners – March 6, 2012, continued. an energy conservation grant to do this project. There being no further discussion the resolution was unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-59 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Alabama Department of Transportation for the installation of sanitary sewer line, a manhole and a lateral on the right of way of U.S. Highway 231. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-60 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with WAM Events, Inc. for event services for the criterium held during the Dothan CityFest on April 1, 2012 at a cost of $3,800.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. City Manager West said funding for this is coming from donations from people who are sponsoring the bicycle race. Mayor Pro tem Barbaree introduced Resolution No. 2012-61 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the American Red Cross for the support, training and evaluation of instructors and participants in city sponsored swimming lessons. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Barbaree introduced Resolution No. 2012-62 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT One (1) or more Coffman International $111,680.00 Tractor/Truck 6x4 Dothan, AL One (1) or more Front Flint Equipment Company $117,550.00 Bucket Wheeled Loader Dothan, AL Other Purchases: Pavement Marking Supplies for Safety Coatings, Inc. $22,175.00 Traffic Control Foley, AL Commissioner Snellgrove then moved for adoption of Resolution No. 2012-62, motion seconded by Commissioner Reading and unanimously carried. Mayor Pro tem Barbaree introduced Resolution No. 2012-63 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Rosa Ford Special Olympics State Basketball $ 972.00 Angie Lowe Tournament Montgomery, AL Jonathan Beeson Excellence in Policing Grant Recipient $ 1539.00 Training Austin, TX Marvin Gaster KME Plant – Fire Apparatus Pre-Build $ .00 Mark Metcalfe Conference Ralph Bell Nesquehoning, PA Kenneth Passante Pam McCoy 2012 Southern Region THE (Sungard) $ 1649.60 User’s Conference Kenneth Passante EVT Certification $ 1013.08 Ocala, FL Minutes of the Board of Commissioners – March 6, 2012, continued. th James Stewart ARWA 34 Annual Technical Training $ 1518.42 Donnie Bedsole Conference Jamie Quattlebaum Montgomery, AL Clark Allums Advanced Homicide Investigation $ 910.00 Robert Cole Ozark, AL Bernard Ward Alabama SWANA Chapter-Spring 2012 $ 1945.74 Randall Brazzelle Conference Shelby Cunningham Orange Beach, AL Ronnie Johnson Dustin Monday Firefighter Recruit School at the City of $ .00 Eufaula Fire Department Eufaula, AL Charles Metzger Asphalt Paving Materials & Construction $ 310.00 Chris Decker Quality Control & Acceptance Montgomery, AL Frank Hayes Alabama Association of Plumbing, $ 358.78 Gas and Mechanical Inspectors Auburn, AL Craig Scurlock Alabama Workshop-Commercial and $ 267.50 Jerry Holland Residential Energy Code Montgomery, AL Holly A. Britain Alabama Department of Homeland Security $ .00 Amy J. Elliott STR Workshop with Dothan Houston County Emergency Management Spanish Fort, AL Commissioner Reading then moved for adoption of Resolution No. 2012-63, motion seconded by Commissioner Kirkland and unanimously carried. There being no further business, Commissioner Baxley moved that the meeting be adjourned, motion seconded by Commissioner Kirkland and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Pam McCoy, City Clerk Approved: /s/Mike Schmitz, Mayor /s/James H. Reading, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/Critt Snellgrove, Associate Commissioner /s/Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS