City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING July 3, 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, July 3, 2012 with the following members present: Mayor Mike Schmitz, Associate Commissioners James H. Reading, Amos M. Newsome, Jr., Albert Kirkland, Critt Snellgrove, Taylor Barbaree and Hamp Baxley. Also present were City Manager Michael West, Administrative Assistant Tammy Danner, who recorded the Minutes of the Meeting, and the local news media representatives. City Clerk Pam McCoy was absent. Mayor Schmitz called the meeting to order. Delvick McKay, Personnel Director, then led in prayer, afterwhich Commissioner Reading led in the Pledge of Allegiance to the Flag. Commissioner Reading moved that the Minutes of the Meeting of June 19, 2012, be approved, motion seconded by Commissioner Baxley and unanimously approved. Commissioner Reading introduced and welcomed a long time friend, Percy Hill, who is visiting from California. Also, June Co, who is visiting from Japan and is currently writing a book. Commissioner Kirkland wished everyone a “Happy and safe Fourth of July”. Commissioner Snellgrove concurred. Commissioner Snellgrove welcomed Mike Manuel, Chief Financial Officer with the Dothan City Schools to the meeting. He also invited everyone out to Center Stage where the Dothan Kiwanis Club is holding their “Family Fourth Celebration”, which will begin at 8:00 a.m. All of the money raised goes back into the community. Mayor Schmitz said that July 4th is Independence Day and there is a reason we celebrate it. He said it is the independence of our country, so let’s celebrate it and be safe! City Manager West concurred. City Manager West announced that there will be a “Playground Build” at Wiregrass Park beginning at 8:00 a.m. this Saturday and invited everyone to come out and participate. City Manager West reminded everyone that fireworks are illegal inside the city limits of Dothan. He encouraged everyone to take precaution especially with the extreme dry weather. City Manager West also reminded everyone of the watering schedule in the City of Dothan. City Manager West announced that the AASA Class A Girls Fast Pitch State Tournament will be played at Westgate Softball Complex this weekend. City Manager West announced that the City of Dothan will not be picking up garbage or trash tomorrow due to the 4th of July holiday. Commissioner Newsome asked if Center Stage is in the City of Dothan or the City of Cottonwood. Fire Chief Williams said it is in the unincorporated part of Houston County. Mayor Schmitz introduced Resolution No. 2012-166 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CDG Engineers and Associates, Inc. to provide engineering and inspection services for resurfacing Range Street from Spring Street to Ross Clark Circle in the amount of $26,950.00 Minutes of the Board of Commissioners – July 3, 2012, continued. and appropriating funds for said services. Commissioner Reading moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2012-167 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of fiber optic cable across Alabama Highway 210 at Complex Drive. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2012-168 (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 Forty (40) or more Firefighter NAFECO, Inc. $ 1,791.50 Protective Clothing per year Decatur, AL per set Twelve (12) or more Regulator Gresco/Capstone Utility Supply $ 1,233.00 Control Panels Dothan, AL Unit Price Other Purchases: Little Choctawhatchee WWTP Southern Blow Pipe, Inc. $31,526.22 Access Platforms and Hoist Lifts Dothan, AL Commissioner Snellgrove then moved for adoption of Resolution No. 2012-168, motion seconded by Commissioner Baxley and unanimously carried. Mayor Schmitz introduced Resolution No. 2012-169 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Melissa Killingsworth 2012 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Melissa Killingsworth 2012 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Melissa Killingsworth 2012 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Melissa Killingsworth 2012 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Melissa Killingsworth 2012 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Will Benny Managing the Detective Unit $ 1790.00 Will Glover Jacksonville, FL Brian Goguen FBI Sniper/ Observer School $ 710.00 Sammie Hancock Tuscaloosa, AL Mark Metcalfe KME Plant – Fire Apparatus Final- $ 00.00 Doug Bell Building Conference Scott Deese Nesquehoning, PA Van Mashburn Donny Smith Officer Involved Shooting $ 808.39 Tavares, FL Jinri Jiang 2012 Southeastern Long Course $ 00.00 Championship Knoxville, TN Kevan Kelly 2012 Alabama State Bar Annual $ 1280.00 Meeting Sandestin, FL Minutes of the Board of Commissioners – July 3, 2012, continued. Tim Mullis National Computer Forensic Institute Basic $ 226.00 Investigation of Computer and Electronic Crimes Program Hoover, AL Garry Shirah Alabama Municipal Revenue Officers $ 568.60 Summer Conference Guntersville, AL Commissioner Reading then moved for adoption of Resolution No. 2012-169, motion seconded by Commissioner Kirkland and unanimously carried. In regard to the bid for firefighter protective clothing, Commissioner Newsome asked Purchasing Agent Darryl Mathews what the law states. Mr. Mathews said that particular person did not meet specs so we took the person that met all of the specs. Commissioner Newsome said if you have a bid and requirement submitted and you have two bidders; one bidder bids below and one above. Neither one of the bidders met requirements that were submitted in the bid. Commissioner Newsome then asked what you do in that situation. Mr. Mathews said the person we chose did meet the specs. Commissioner Newsome asked what the law requires on this. Mr. Mathews said there is no set law; we have to determine whether or not they meet specs. Commissioner Newsome asked again, if we submit a bid and the specs are not met, what do you do? Mr. Mathews said we declare “no responsible bidders” and rebid the project. Fire Chief Williams asked Commissioner Newsome if he was referring to the memorandum that was written to him. Commissioner Newsome said yes. Chief Williams said the actual bid that we selected was the only one that met specs. There were only two bids returned. The company that is $200 lower did not meet the specifications of the bid. They took an exception and provided, what we feel, to be a subpar material. Chief Williams said the bid you are awarding today meets everything that we specked out; that we have done research with in conjunction with other departments that we feel meets the needs of the safety of our firefighters from a sweating and heat burn thermal barrier relationship. Commissioner Newsome said he understood the bidder that was not chosen was willing to make some additional adjustments. Chief Williams said they were, but their product was still subpar. He said they did not meet the specifications of the bid. They bid a separate material. Chief Williams said once it was done, they wanted to come back in and try to get that material back into the game again. Commissioner Newsome asked if this is why we did not have a second bid. Chief Williams said that is correct. He said NFPA requires that we use a complete ensemble, which means when we bid out a coat and a pair of bunker pants for our fire fighters, they have to be of the same NFPA standard and same brand. Commissioner Newsome said we will have excess equipment when we get the new uniforms. He then asked Chief Williams if we are giving our volunteer fire departments in the Houston County and surrounding areas an opportunity to select from this excess. Chief Williams said the gear we are replacing is non- usable; we keep it on our firefighters until it does not pass moisture bearing tests and annual inspections. He said we have never given equipment out that we knew failed the minimum protective standards. Commissioner Newsome said he thought we had given out some bulletproof jackets to someone before. Mayor Schmitz said we did, but that was different. Commissioner Newsome said we just want to be as helpful to our rural and surrounding communities as we can. Chief Williams said we just donated a lot of fire hose to the entire Houston County volunteer fire service and we will continue to support that endeavor. Chief Williams said he did not want to give them something that he did not feel would protect them. There being no further business, Commissioner Baxley moved that the meeting be adjourned, motion seconded by Commissioner Barbaree and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Pam McCoy, City Clerk See approval next page: Minutes of the Board of Commissioners – July 3, 2012, continued. 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