City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 2, 2013 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, April 2, 2013 with the following members present: Mayor Pro tem James H. Reading in the absence of Mayor Mike Schmitz, Associate Commissioners Amos M. Newsome, Jr., Albert Kirkland, Critt Snellgrove and Hamp Baxley. Commissioner Taylor Barbaree was absent. 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 Pro tem Reading announced that Mayor Schmitz and Commissioner Barbaree are out of town on city business. Mayor Pro tem Reading called the meeting to order. Pastor Eddie Littlefield, Harper’s Joy Assembly of God, then led in prayer, afterwhich Commissioner Kirkland led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of March 19, 2013, be approved, motion seconded by Commissioner Snellgrove and unanimously approved. Commissioner Snellgrove stated that the home of Jerry and Susan Richards burned down this past weekend. Susan is a current city employee and Jerry is a retired city employee. Commissioner Snellgrove asked that everyone keep them in your prayers and anyone wishing to make a donation may do so through the Personnel Department. All donations will be greatly appreciated. City Manager West, along with Police Chief Greg Benton presented a service award to Donny Smith, Police Department for twenty five years of service with the city. City Manager West announced that a Small Business Workshop will be held April 17th at 4:00 p.m. in the City Commission Chambers. City Manager West announced that the next Dothan 101 class will begin April 16 th . City Manager West announced that the May 21, 2013 City Commission meeting will be cancelled. Several members of the Commission will be attending the Alabama League of Municipalities in Montgomery. Kim Meeker, Leisure Services announced the Dothan Pro Tennis Classic will be held April 14-21, 2013 at the Westgate Tennis Complex. City Manager West announced that the Special Olympics will be at Dothan High School tomorrow beginning at 10:00 a.m. and invited everyone to come out and support this event. Also, the Police Department is sponsoring a concert Saturday, April 6th at 6:00 p.m. at Cloverdale Baptist Church to support the family of Corporal Mark Foster who passed away in December. City Manager West stated that yesterday, April 1st began the odd/even water restrictions. Those residents with odd number addresses will be able to water on Tuesdays, Thursdays and Saturdays. Those with even number addresses will be able to water on Wednesdays, Fridays and Sundays. Mayor Pro tem Reading reiterated City Manager West’s comments regarding Dothan 101. He said if you want to see the operations of the City of Dothan take this course. Mayor Pro tem Reading announced a Public Hearing regarding the issuance of tax -exempt multifamily rental housing revenue bonds by the Public Finance Authority Minutes of the Board of Commissioners – April 2, 2013, continued. to assist Dothan Affordable Housing, LLC with the cost of acquiring and improving Vaughn Towers Apartments. Mr. David Malone and Mr. Chase Northcutt were present for this hearing. There being no one present to speak, Mayor Pro tem Reading declared the Public Hearing closed. Mayor Pro tem Reading announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Pro tem Reading declared the Public Hearing closed. Commissioner Snellgrove moved for acceptance of the Comprehensive Annual Financial Report (Audit) for Fiscal Year ending September 30, 2012, motion seconded by Commissioner Baxley and unanimously carried. George McClintock and Marc Nelson of McClintock, Nelson, Whitehead & Associates were present for questions and comments regarding the audit. Mayor Pro tem Reading commended Finance Director Angela Palmer and her staff for cutting delinquent utility bill write-offs in half from last year. He also commended City Manager West for keeping our city financially sound. Mr. McClintock expressed appreciation to Mrs. Palmer and her staff for their courtesy and cooperation given during this audit. Mayor Pro tem introduced Ordinance No. 2013-78 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by First Freewill Baptist Church located at 1461 Timbers Drive from A-C District to B-2 District. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Snellgrove and upon the motion being put to vote, those voting “yea,” were Reading, Newsome, Kirkland, Snellgrove and Baxley; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Commissioner Snellgrove then moved for adoption of Ordinance No. 2013-78, motion seconded by Commissioner Baxley and upon the motion being put to vote, those voting “yea,” were Reading, Newsome, Kirkland, Snellgrove and Baxley; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Mayor Pro tem Reading introduced Resolution No. 2013-79 (recorded in Ordinance Book No._______at Page_______), authorizing the issuance of tax- exempt multifamily rental housing revenue bonds by the Public Finance Authority to assist Dothan Affordable Housing, LLC with the cost of acquiring and improving Vaughn Towers Apartments. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. City Manager West stated that this is a requirement by the federal government to get tax-exempt bonds. He said this does not obligate the city to anything. Mayor Pro tem Reading introduced Resolution No. 2013-80 (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 as nuisances and ordering that the properties be abated. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-81 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be nuisances by Resolution Number 2013-6 and 2013-47 and turning the costs over to the County Tax Collector so that the amounts can be added to the next regular bills for taxes levied against the respective lots and parcels of land. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-82 (recorded in Ordinance Book No._______at Page_______), submitting an application to the State of Alabama Department of Education for participation in a Summer Food Service Program for Children, entering into an agreement with the United States Department of Agriculture for administration of the program and entering into an agreement with the Dothan City Board of Education to provide food services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Minutes of the Board of Commissioners – April 2, 2013, continued. Newsome and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-83 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CDG Engineers & Associates for engineering design services for resurfacing Westgate Parkway, Fortner Street, Lafayette Street and Montana Street in an amount not-to-exceed $70,000.00 and appropriating funds for said services. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. City Manager West said this is the $2 million worth of projects that were approved recently under the ATRIP Program at the state level. He said this is a significant financial benefit to the city. Mayor Pro tem Reading introduced Resolution No. 2013-84 (recorded in Ordinance Book No._______at Page_______), entering into a software license agreement with Azteca Systems, Inc. for the use of the Cityworks Software to perform program management and engineering services in association with the implementation of the Administrative Order on Consent for a one-time cost of $131,733.00 and an update and support agreement for said software in the amount $32,980.00 annually. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-85 (recorded in Ordinance Book No._______at Page_______), approving the emergency purchase of two (2) submersible, non-clog wastewater pump assemblies for the Omussee Creek Wastewater Treatment Plant from Hydra Service, Inc. in the amount of $54,418.00 and appropriating funds for said purchase. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. Mayor Pro tem Reading asked if this is the latest out there. Mr. West said yes; we were to the point where we only had one pump. Commissioner Newsome asked what the horsepower of the new pump will be. Dothan Utilities Superintendant Billy Mayes said it will be 108hp. It will be a larger horsepower pump. Commissioner Newsome said if you rewind a 108hp pump that you may not come out with 108hp. Mr. Mayes said you will have that based upon doing the complete improvement. He said that one was redone and it failed and it is not where we can rebuild it at all. Mayor Pro tem Reading said these pumps are suppose to be clog free where sludge will not affect them. Mr. Mayes said they are; they will pass a 3 inch sphere through it. There being no further discussion the resolution was unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-86 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for Automatic Vehicle Locators software final onsite training and go-live assistance for dispatchers in the amount of $4,900.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove. Commissioner Baxley asked when this training will be taking place. Major Steve Parrish said it will begin today through Friday. Commissioner Baxley asked why we are just getting this today. Mr. West said that it is the way it came in. Commissioner Baxley said he would like to have more advanced notice before something like this has to be approved. Mr. West said yes. There being no further discussion the resolution was unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-87 (recorded in Ordinance Book No._______at Page_______), accepting the proposal of WOOF- FM for an advertising package for the promotion of Water World at a cost of $6,000.00 for a five (5) month period. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-88 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Gulf States Digital Network, LLC for billboard advertising at a cost of $600.00 per month for a two-month period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove. Mayor Pro tem Reading asked if the City did business with this company last year at this same time. Mr. West said he did not know. He said they are looking specifically for digital billboards and got quotes from the two companies who operate them and this was the best price. Mayor Pro tem Reading asked where Gulf States Digital Network is located. Commissioner Minutes of the Board of Commissioners – April 2, 2013, continued. Newsome said they are located in Auburn, Alabama. There being no further discussion the resolution was unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-89 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Xerox Corporation for the lease of a copy machine to be located in the Personnel Department, as awarded in Bid Number 13-005, at a cost of $350.77 per month for a three-year period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-90 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of a tapping saddle, gate valves and service line at 1152 West Main Street for the remodel of an existing apartment building. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-91 (recorded in Ordinance Book No._______at Page_______), appointing John W. Bush as a supernumerary member of the Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Pro tem Reading introduced Resolution No. 2013-92 (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 #57 Crushed Stone (Granite Rock) Columbus Quarry As needed over Fortson, GA an approximate one year period Thermoplastic Pre-melter Trailer Florida Transcor $ 63,605.00 Package with Thermoplastic Jacksonville, FL Applicator Adult Tournament Trophies (Metal) Jackson’s Trophies As needed over Dothan, AL an approximate one year period Other Purchases: Stalker DSR2X with 3 year warranty Applied Concepts $ 22,196.00 Equipment for 8 new Police Plano, TX Department Vehicles with Cables for Connections and Including Freight Commissioner Snellgrove then moved for adoption of Resolution No. 2013-92, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Pro tem Reading introduced Resolution No. 2013- 93 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Darryl D. Mollohan National Fire Academy $ 167.32 Emmitsburg, MD Britni Connell ARPA Spring Camporee $ 1,664.00 Angie Lowe Anniston, AL Tony Thorne Kimberly Arnold GFOAA Certified Governmental $ 391.00 Accounting Technician, General Ledger Certification Class Tuscaloosa, AL Tim Mullis RCTA Basic Undercover Operations $ 1,010.00 Thomas Davis Meridian, MS Chris Robinson Court Security $ 758.97 Columbianna, AL Minutes of the Board of Commissioners – April 2, 2013, continued. M. Keith Gaster KME Plant-Fire Apparatus Final- $.00 Mark Metcalfe Building Conference Doug Bell Nesquehoning, PA Commissioner Kirkland then moved for adoption of Resolution No. 2013-93, motion seconded by Commissioner Snellgrove and unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Baxley 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