City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING AUGUST 6, 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, August 6, 2013 with the following members present: Mayor Mike Schmitz, Associate Commissioners James H. Reading, Amos M. Newsome, Jr., Critt Snellgrove, Taylor Barbaree and Hamp Baxley. Commissioner Albert Kirkland was absent. 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. Pastor Ricky Plummer, Bethel Baptist 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 Meeting of July 16, 2013 and the Adjourned Meeting of July 17, 2013, be approved, motion seconded by Commissioner Snellgrove and unanimously approved. Commissioner Reading asked City Manager West if he had taken care of Claybourne Road. Mr. West said he had talked with Mr. Corbin who was going to take care of it. Commissioner Reading said what we are doing with overgrown lots is just not working. He said if we petition the Alabama Legislature with a super majority vote they can write a bill that is effective just for Dothan, Alabama. Commissioner Reading said if we are going to act on this we need to do it by the end of the year. Mayor Schmitz said we can set up a work session to discuss this. Commissioner Newsome stated that the speed limit along the entrance to ACOM is 65 mph and that is too fast. He said this is a federal highway and we have to go through ALDOT for changes. Commissioner Newsome asked if we could put up some type of portable, temporary signs between Sanitary Dairy Road and the entrance into the dormitory area and somewhere between Roland Road and the entrance into the administrative area that will reduce the speed limit along that area. City Manager West asked Jerry Corbin to talk with ALDOT about this. Commissioner Snellgrove encouraged everyone to go vote today! Commissioner Barbaree asked City Manager West to find out who is responsible for the property on Edgefield Drive that is not being maintained. He said the grass needs to be cut and maintained. Commissioner Barbaree expressed appreciation to City Attorney Len White for taking it upon himself to notate the utility boxes that were in disarray in Laver Hills that had been causing safety issues. He sent letters to the providers asking them to clean up the boxes. Commissioner Barbaree also expressed appreciation Public Works Director Jerry Corbin for notifying the management companies about the garbage cans that are being left out on S. Woodburn Drive and Woodleigh Drive. Commissioner Barbaree welcomed his oldest son, Mitchell, to the meeting. Commissioner Baxley expressed appreciation to the residents of the Garden District for showing up last night at the neighborhood watch meeting. He also thanked Chief Benton and Major Parrish for being there and for doing everything they can to alleviate the problems with the break-ins going on in that area. Commissioner Baxley asked City Manager West for a copy of the Peddler’s License ordinance. He said we need to take a look at that for possible changes. Minutes of the Board of Commissioners – August 6, 2013, continued. Commissioner Baxley said the issue with the Recycling pickup has been addressed. Commissioner Baxley reiterated comments by Commissioner Snellgrove and encouraged everyone to go vote. Mayor Schmitz said the grand opening for the medical school held this past Monday was one of the most extraordinary events in the history of our community. He said he is proud for many reasons; the east side is going to blossom and projects people are working on are going to create a lot of jobs. He said he is proud of how the community has taken hold of these students and made them feel welcome. Mayor Schmitz said that is what Dothan is all about. Mayor Schmitz said there were some concerns early in the process about funding and how it was going to happen, but this Commission stepped up and agreed to help with the bond to help build the facility and he is very proud of them. He said so many people worked so hard for so many years against so many folks that said we could not do it, but we are open and it is going to be a great success and it is just the beginning. Mayor Schmitz introduced Alice Chen, an intern with the Sozo Group. She is from Beijing, China and will be here for a few days to work in various city departments. Commissioner Newsome said the military is sponsoring eleven students at ACOM. He said this is a great plus for us here in the city and for Ft. Rucker and for all communities that have military retirees, workers and bases. Mayor Schmitz expressed appreciation to Chief Benton and everyone involved with National Night Out; it was a great success! Mayor Schmitz announced that Item No. 15 will be removed from the agenda and Item 15 (a) will be added at that time. Mr. Don Nason, Chicago Bridge & Iron Company presented the Century Club Award to the City of Dothan and Dothan Utilities for the Dixie Tank. The tank has been in service for 116 years. Billy Mayes, Dothan Utilities Superintendant was present to accept the award. Mayor Schmitz introduced the application of Joe Watson for a Retail Beer and Retail Table Wine License for Stough Street Grocery Company, located at 105 East Stough Street. Commissioner Reading moved for approval, motion seconded by Commissioner Snellgrove and unanimously carried. Mayor Schmitz introduced the application of Charles Hiers for a Private Investigator License, d/b/a Insight Investigation, located at 1210 Indiana Avenue, Lynn Haven, Florida. Commissioner Baxley moved for approval, motion seconded by Commissioner Snellgrove. Commissioner Newsome asked Mr. Hiers to explain his work at D & S Concrete. Mr. Hiers said the company was owned by his brother and another gentleman. He said when the economy took a downhill turn they closed the business. Mr. Hiers said he, along with 14 other employees were laid off. There being no further discussion the application was unanimously approved. Mayor Schmitz announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Resolution No. 2013-230 (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 Snellgrove moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-231 (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 Minutes of the Board of Commissioners – August 6, 2013, continued. the health, safety and welfare of the community as nuisances and calling for a public hearing to be held on the matter during the regularly scheduled commission meeting on September 17, 2013. Commissioner Newsome moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-232 (recorded in Ordinance Book No._______at Page_______), accepting a right of way deed from Christ Church International, Inc. for a roadway for access to the new Alabama College of Osteopathic Medicine located on U.S. Highway 84 East. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Reading and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-233 (recorded in Ordinance Book No._______at Page_______), accepting a right of way deed from Houston County Healthcare Authority for a roadway for access to the new Alabama College of Osteopathic Medicine located on U.S. Highway 84 East. Commissioner Newsome moved for adoption, motion seconded by Commissioner Snellgrove and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-234 (recorded in Ordinance Book No._______at Page_______), adopting the Community Development Block Grant 2013 Fourth Year Annual Action Plan. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Reading. Commissioner Newsome said the Transportation Bill that is in Congress will possible have an impact on our block grant. He asked if anyone knew what the status was. Mr. West said the last time they did anything it reauthorized what they already had in place. Todd McDonald, Planning Director said they did pass a new Bill, Map 21, which was only a two year Bill. He said they are in the process of marking that up and that the Appropriations Bill is in the next one. He said there are a couple of new programs in that, one is Transportation Alternatives. That will assist us in doing some sidewalks, bike trails, etc. that will be available to any member of the MPO through an application process. Commissioner Newsome said if it is not what it was in our last fiscal year, if it is less, it will have an impact on what we are getting with the block grant, the $466,000.00 that is programmed in here for next year and the following year. Commissioner Newsome said we have not had a reduction from what we had last year. City Manager West said in the new HUD Bill we received an alert a couple of months ago, that there was some congressman that proposed a reduction in CDBG funds. Mr. McDonald said it is called the THUD Bill, which comes through Congress every year. He said they have pulled back on that bill. The funding will probably come through Congress as an omnibus spending bill and will probably be at the same levels that are in this year’s appropriations. Mr. McDonald said we do not anticipate a reduction, but you never know what that number is going to be until they actually give us the grant. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-235 (recorded in Ordinance Book No._______at Page_______), amending the Community Development Block Grant Annual Action Plans for FY 2007, FY 2008, FY 2009, FY 2010 and FY 2011 to reprogram $167,577.67 to the FY 2011 Annual Action Plan, Young Junior Building Window Restoration Project. Commissioner Newsome moved for adoption, motion seconded by Commissioner Reading. Mayor Schmitz said we are taking funds that were not spent in the past and using them for this project that we are voting on today. Mayor Schmitz asked if anyone was present to speak on this issue. There was no one present to speak. Commissioner Newsome asked if the Wiregrass Youth Society will be performing the Christmas Tree Lighting at Christmas. Mr. West said students from Montana Street Elementary School usually perform. Mr. McDonald said they have de-organized; they were not able to get all of the parts and pieces together to qualify as a non-profit organization. Commissioner Reading asked if we are doing the audits that are required on these requests that have come in. Mr. West said yes. Commissioner Newsome said asked if we have anything in place where some of the smaller organizations that are requested to get audits, which may cost $2,000 to $3,000 per year, to have their audit done every other year. He said sometime the money allocated is used up in auditing. Mr. West said we will take a look at it. Minutes of the Board of Commissioners – August 6, 2013, continued. There being no further discussion the resolution was unanimously adopted. Commissioner Baxley moved to remove Item No.15 from the agenda, awarding the bid, entering into a contract and issuing a Notice to Proceed to Tolleson Construction, LLC for the Restroom Renovations at the Alfred Saliba Family Services Center in the amount of $48,180.00 and appropriating funds for said renovations, motion seconded by Commissioner Barbaree and unanimously carried. Mr. West said the original renovation of the restrooms was participation between the Alfred Saliba Family Services Center and the City with CDBG funds. He said that project was bid with several alternatives. Mr. West said the City was informed yesterday that the Alfred Saliba Family Services Center did not have their funds to participate. He said Randy Morris met with them yesterday afternoon and they decided to remove the two alternatives, which involved some accessories in the restrooms as well as air conditioners in the restrooms. When we decided to eliminate the alternatives it changed the low bidder. Mr. West said we need to replace the original with a revised resolution awarding the bid to the low bidder. Commissioner Baxley moved to add Item #15(a) to the agenda, motion seconded by Commissioner Barbaree and unanimously carried. Mayor Schmitz then introduced Resolution No. 2013-236 (recorded in Ordinance Book No._______at Page_______), which was read in the meeting, awarding the bid, entering into a contract and issuing a Notice to Proceed to BCS, LLC for the Restroom Renovations at the Alfred Saliba Family Services Center in the amount of $40,273.00 and appropriating funds for said renovations. Commissioner Baxley moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-237 (recorded in Ordinance Book No._______at Page_______), awarding the bid and entering into a contract with Geisler Contracting, Inc. for the 2012 CDBG Montana Street Sidewalk Project in the amount of $54,635.00 and appropriating funds for said project. Commissioner Newsome moved for adoption, motion seconded by Commissioner Reading. Commissioner Barbaree said he is going to vote for this because it is necessary, but if you ride around and look at the elementary schools, Highland Elementary School does not have a sidewalk that connects to Highlands South. It is heavily used for leisure, connects Districts 4 and 5 and is used for joggers and bikers. Commissioner Barbaree said he could not understand why this Commission could not come up with the funds to make a sidewalk to connect Highlands Elementary School to Highlands South. He said he has been talking about this for three years. Commissioner Barbaree said he would like to see it on the agenda in the near future. Commissioner Newsome said additional sidewalks may be a part of what will be included in money in the new Transportation Bill. He said he will look at that very closely. Commissioner Newsome said he is very concerned with kids entering and leaving schools and walking on sidewalks and in streets. He said we have addressed this at Grandview, Dothan High and all of the schools. Commissioner Newsome said hopefully what is addressed in the new Transportation Bill will give us some financial latitude to do that. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-238 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dick’s Sporting Goods for the sponsorship of Dothan Youth City Football. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Newsome. Mayor Schmitz expressed appreciation to Dick’s Sporting Goods for supporting our youth. Commissioner Newsome asked the City Manager to extend appreciation to the Leisure Services Director and Mr. Kitts for taking the initiative to solicit support and sponsorship from Dick’s Sporting Goods and hopefully they will continue to sponsor this for years to come. There being no further discussion the resolution was unanimously adopted. Minutes of the Board of Commissioners – August 6, 2013, continued. Mayor Schmitz introduced Resolution No. 2013-239 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the State of Alabama Department of Conservation and Natural Resources Wildlife and Freshwater Fisheries Division to build a covered shelter and replace the target frames and targets at the Eastgate Archery Park with the State of Alabama paying $26,540.00 for materials, construction and installation and the City agreeing to pay the additional cost of $7,960.00 for a standing seam metal roof and appropriating funds for said roof. Commissioner Newsome moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-240 (recorded in Ordinance Book No._______at Page_______), entering into an interlocal purchasing agreement with the Houston-Galveston Area Council. Commissioner Newsome moved for adoption, motion seconded by Commissioner Reading. City Manager West said this is our continuing efforts to look to various mechanisms to improve the pricing by which we purchase supplies and other items for the City of Dothan. This will allow the Fire Chief, through this agreement, to save significantly on medical supplies they buy for our fire engines. Commissioner Newsome said the Fire Chief may want to let Houston know that we have plenty of fire hoses in Dothan and are still making them. Mr. West said Charlotte Langford is the one who brought this to the Fire Chief. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-241 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for the purchase of software to interface Motorola Solutions Fire Station Alerting with existing SunGard Software in the amount of $10,800.00 and appropriating funds for said software. Commissioner Snellgrove moved for adoption, motion seconded by Commissioner Baxley. Commissioner Reading said on these bids, a lot of times it ends up that the lowest bidder is your most expensive contract. He said he did not know if you could structure a bid to where there are either no change orders or a limited amount of change orders. City Attorney Len White said he did not know if that is better done in the bid stage or in the contract itself. He said he will review that. There being no further discussion the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-242 (recorded in Ordinance Book No._______at Page_______), approving the utilization of seizure funds to pay various allowable expenditures for Police Department operations in the amount of $121,049.50 and appropriating funds for said expenditures. Commissioner Reading moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-243 (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 Used Emergency Vehicle Oakley Equipment $55,000.00 Peterbilt 330 Florence, AL Resurfacing of the Gym Floor at Davis Floors of Dothan $17,372.00 Westgate Park Dothan, AL 30’ x 60’ Park Pavilion Package John Daughtry $19,500.00 Delivered for the “Passive Park for Greenville, AL People with Dogs” CDBG 2012 Montana Street New Geisler Contracting $54,635.00 Sidewalk Project Headland, AL Dell Equallogic Storage Array Dell Marketing LP See Price in Three (3) (more or less) Round Rock, TX Description $23,484.07 each Uninterruptable Power Supply Traffic Products See Price in Battery Backup for Traffic Birmingham. AL Description Minutes of the Board of Commissioners – August 6, 2013, continued. Signals Six (6 or more) $6,180.00 each Optional Cabinet Offer- $235.00 each Other Purchases: TTL Project No. 600107014 TTL Incorporated $10,613.98 Landfill Permit 35-06 Tuscaloosa, AL Reimbursement of Deductible for Alabama Municipal Insurance Corp. $16,292.60 Claim #2002970 Montgomery, AL Commissioner Snellgrove then moved for adoption of Resolution No. 2013-243, motion seconded by Commissioner Barbaree and unanimously carried. Mayor Schmitz introduced Resolution No. 2013-244 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT David Saxon Clan Lab and WMB Safety Certification $ 390.00 Tom Davis Meridian, MS Len White Fall Municipal Law Conference $ 726.41 Orange Beach, AL Jonathan Wood Jr. Dixie Boys – World Series $ 3225.00 Roy Kitts Baseball Tournament Columbus, GA Bart Barefoot Bridge Inspection Class $ 997.00 Chris Decker Montgomery, AL Brian Marsh Kim Meeker Playful City USA Leader’s Summit $ 1035.24 Baltimore, MD Commissioner Reading then moved for adoption of Resolution No. 2013-244, motion seconded by Commissioner Barbaree and unanimously carried. Commissioner Reading moved for approval of a claim filed by James Kelley in the amount of $9,625.00, motion seconded by Commissioner Snellgrove and unanimously carried. There being no further business, Commissioner Reading moved that the meeting be adjourned until Tuesday, August 13, 2013 at 9:00 a. m., motion seconded by Commissioner Barbaree 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