City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 16, 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 16, 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, City Clerk Pam McCoy, Administrative Assistant Tammy Danner, who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Schmitz called the meeting to order. Dr. Jim Moore, Grimes United Methodist Church, then led in prayer, afterwhich Commissioner Barbaree led in the Pledge of Allegiance to the Flag. Commissioner Reading moved that the Minutes of the Meetings of April 2, 2013 and April 5, 2013, be approved, motion seconded by Commissioner Snellgrove and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming April 14-20, 2013 as “Public Safety Telecommunications Week” in the City of Dothan. Major Steve Parrish, along with City of Dothan Telecommunicators Sandi Jarrett and Sophie Arango were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming May 1, 2013 as “Law Day” in the City of Dothan. Laura Wells and Ben Barron, Houston County Young Lawyer’s Association were present for the proclamation. Commissioner Snellgrove announced that on Saturday, April 27th there will be an Elected Officials vs. Media Softball Classic to benefit the Wiregrass Area Food Bank held at Colby Field beginning at 10:30 a.m. Following the game, everyone is invited to the Red Elephant Restaurant who will be donating 15% of their proceeds to the Wiregrass Area Food Bank. Commissioner Snellgrove also invited everyone out this week to the Dothan Pro Tennis Classic going on at the Westgate Tennis Complex. Commissioner Barbaree said he attended the USO game last Friday night at Providence Christian School. He said more than $10,000.00 was raised for troops overseas. Commissioner Barbaree commended Providence Christian and Houston Academy for putting together this venue. He also wished them well in the playoffs as well as Northview High School. Commissioner Barbaree expressed appreciation to the Mayor and Commission for their support and encouraged as he has dealt with personal issues recently. Commissioner Baxley expressed appreciation to the organizers of the Toadlick Festival held this past weekend at the National Peanut Festival Fairgrounds. He said it was well attended. Commissioner Baxley said according to the newspaper there were very few issues related to criminal activity, arrests, etc. He said this shows that people can take care of themselves in this community. Commissioner Baxley also commended Kerry Ferrell and her crew who organized the BBQ Festival for a great job. He said this was another great event and it shows a lot of things do go on in the town. Events such as these bring people to this city; to spend money and to help our local economy. Commissioner Baxley said our location is prime to do these type events and we need to continue to focus on these to help build our economy. Minutes of the Board of Commissioners – April 16, 2013, continued. Commissioner Baxley reiterated Commissioner Snellgrove’s comments regarding the Tennis Tournament. He said a lot of people do not understand how important this event is to this city. Mayor Schmitz said if you liked music, eating, or sports, we had it going this past weekend! It was a great weekend in our community. 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. At this time, Ms. Angela Saad introduced the 2013 Miss Dothan Raven Pasibee, Teen Miss Dothan Ashlyn Cullifer, and Little Miss Dothan Caelyn Dolar. At this time, City Manager West gave his Annual Report on the Financial Condition of the City. His report covered topics on: Five Year Forecast; Ten Year Revenue/Expenditure History; Fund Balance; Major Service Expenditures; Debt Service; Comparison of Selected Revenue Sources with Other Cities; Potential Revenue Sources; Facility, Fleet, Computer & Capital Identified Needs; and the City’s Path Forward. Mr. West said we have to continue to be good stewards, make prudent financial decisions, maintain adequate reserves, plan for future needs and as we move forward on those needs we have to set priorities. He said the City is financially strong and showing signs of economic recovery. Sales tax revenue is holding steady with a little growth. Mr. West said current reserves are adequate and we must focus on economic develop to create jobs City management and department heads must focus on productivity and performance with the understanding that there is not going to be a lot of additional revenue to do the services we do. Copies of the Annual Report are available in the City of Dothan Finance Department. Commissioner Reading said he is looking forward to the report from Polyengineering on our long range water plan. He said we are building all these ball fields and he hopes we have enough water to keep them green. Mayor Schmitz said we should be getting that report within the next 30 days. City Manager West reminded everyone that Dothan 101 starts tonight at 6:00 p.m. in the Commission Chambers with Public Works. He also reminded everyone that the Tennis Tournament is going on this week at the Westgate Tennis Center. A special tennis tournament for our special needs citizens will be held Friday night at the Westgate Tennis Center beginning at 6:00 p.m. Older Americans Day will be held on May 1st at Eastgate Park. In case of rain, the event will be moved to the Civic Center. Mr. West said this coming Saturday is the 37th Annual City of Dothan Track Meet at Dothan High School. Major Steve Parrish announced several officers who attended the Police Academy recently brought back top honors; one was top graduate. Mayor Schmitz announced a Public Hearing regarding the issuance of Revenue Refunding and Improvement Bonds by the Special Care Facilities Financing Authority of the City of Birmingham for the benefit of the Methodist Home for the Aging. City Manager West explained that this is the exact requirements that we voted on last week with Vaughn Towers. He said this does not impact our debt or go against us. We do not have to pay for it. Mr. West said this is just a procedural process required by the federal government. There being no one present to speak on this item, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Resolution No. 2013-102 (recorded in Ordinance Book No._______at Page_______), authorizing the issuance of Revenue Refunding and Improvement Bonds by the Special Care Facilities Financing Authority of the City of Birmingham for the benefit of the Methodist Home for the Aging. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-103 (recorded in Ordinance Book No._______at Page_______), appointing Robert J. Meredeth as Interim Information Technology Director effective April 16, 2013. Commissioner Minutes of the Board of Commissioners – April 16, 2013, continued. Snellgrove moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-104 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Wiregrass Commons Mall for the lease of the Community Room as the District 6B polling location for the Municipal Election to be held on August 6, 2013 at a cost of $600.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-105 (recorded in Ordinance Book No._______at Page_______), submitting the 2012 Municipal Water Pollution Prevention Annual Reports for the City’s three (3) wastewater treatment plants to the Alabama Department of Environmental Management. Commissioner Newsome moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-106 (recorded in Ordinance Book No._______at Page_______), entering into an Industrial Waste Service Agreement with Waste Management for sludge disposal at the Springhill Landfill at a disposal price of $20 per ton of bulk solid and appropriating funds for said disposal. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove. Commissioner Newsome said this is for one year and we have an option for two additional years. He then asked if the conditions involved will be at the same rate. Mr. West said yes. Mr. West said we have been storing it out where we turn it under and we have been told we cannot do that. Mr. West said what we are doing here is showing the EPA that we have the alternative to do that. He said we hope to work on some other options that are more advantageous to us than this. Commissioner Newsome said either party can opt out with a ninety day notice. Mr. West said that is correct. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-107 (recorded in Ordinance Book No._______at Page_______), entering into an interlocal purchasing agreement with Houston County. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Mayor Schmitz said we are combining the buying power of Houston County and the City of Dothan to see if we can save money. We have been working on this for about three years. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-108 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the State of Alabama Mutual Aid System in the amount of $12,466.00 for the purchase of equipment, training and exercises for the Heavy Rescue Team and the Hazardous Materials Team and appropriating funds for said grant award. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Reading. Mr. West said this is a 100% grant. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-109 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the State of Alabama Mutual Aid System in the amount of $19,539.50 for the purchase of equipment, training and exercises for the Swift Water Rescue Team and appropriating funds for said grant award. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-110 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for the purchase of software to interface Firehouse Software and SunGard Computer Aided Dispatch Software at a cost of $10,400.00 and appropriating funds for said purchase. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-111 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for the purchase of additional performance management software Minutes of the Board of Commissioners – April 16, 2013, continued. development in the amount of $800.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-112 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for the purchase of software development to interface the SunGard Payroll System Software with existing Laser Vault Document Imaging Software in the amount of $2,800.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-113 (recorded in Ordinance Book No._______at Page_______), entering into a contract with WTVY for television advertising for Water World at a cost of $7,740.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-114 (recorded in Ordinance Book No._______at Page_______), entering into a contract with WDHN for television advertising for Water World at a cost of $4,000.00. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Reading said next year he would like for us to take a close look at advertising for Water World to make sure we are getting the most bang for our buck. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-115 (recorded in Ordinance Book No._______at Page_______), approving the payment of invoices for the month of March, 2013 in the amount of $11,720,975.67. Commissioner Reading moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-116 (recorded in Ordinance Book No._______at Page_______), reappointing Lanie Chapman as a member of the Dothan-Houston County Intellectual Disabilities Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-117 (recorded in Ordinance Book No._______at Page_______), reappointing Dr. Dell S. Goodwin as a member of the Dothan-Houston County Intellectual Disabilities Board. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-118 (recorded in Ordinance Book No._______at Page_______), reappointing Cynthia Hollis as a member of the Houston-Love Memorial Library Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-119 (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 ¾ Ton Full-Size Pick Up Bondy’s Ford Lincoln, Inc. $20,021.51 Dothan, AL Distribution Transformers Overhead Gresco Capstone See price in Conventional Type Dothan, AL Item Description 25 KVA, Load 382, Loss 45-$737.00 ea. 50 KVA, Load 598, Loss 88-$1,075.00 ea. 75 KVA, Load 709, Loss 138-$1,498.00 ea. Loop-feed Pad Mounted Transformers: Gresco Capstone See price in 300 KVA, 3 Phase, 120/208 Load Dothan, AL Item Description Loss 390, Unit Price $7,944.00 ea. Minutes of the Board of Commissioners – April 16, 2013, continued. Proteam 3 inch High Tech Tabs or Ace Hardware See price in Equal in 50 Pound Buckets-$128.00 Dothan, AL Item Description ea. Other Purchases: F150 Pick Up Truck (1 or more) Stivers Ford Lincoln, Mercury $16,389.00 State of Alabama Purchasing Montgomery, AL Contract T191A F150 Pick Up Truck (1 or more) Stivers Ford Lincoln, Mercury $18,046.00 with Heavy Duty Payload Package Montgomery, AL State of Alabama Purchasing Contract T191A Ford F-350 Cab and Chassis Ben Atkinson Motors $21,242.00 Gas Engine from State of Tallassee, AL Alabama Purchasing Contract T-193A-Replacing Unit #9238 Remove Existing Shingles and Hathcock Roofing $18,140.84 Under Layment; Replace New Dothan, AL Layment and Shingles; Replace all Fascia, Soffit and Flashing as needed. The Single Roofing will have a 30 Year Material Warranty Commissioner Snellgrove then moved for adoption of Resolution No. 2013-119, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Schmitz introduced Resolution No. 2013-120 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Lisa Reeder Sungard Education & Training $2,504.00 Romona Marcus User’s Conference Orlando, FL Joe E. Herring CLE Alabama-City & County $1,001.63 Governments Orange Beach, AL Will Glover Interview/Polunsky Correctional Institute $ 780.00 Chris Barberree South Livingston, TX Commissioner Reading then moved for adoption of Resolution No. 2013-120, motion seconded by Commissioner Kirkland and unanimously carried. There being no further business, Commissioner Newsome moved that the meeting be adjourned, motion seconded by Commissioner Reading 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 – April 16, 2013, continued. Approved: 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