City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 19, 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, November 19, 2013 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Taylor Barbaree and Hamp Baxley. Also present were City Manager Michael West, City Clerk Tammy Danner, Assistant City Clerk Wendy Shiver, who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Schmitz called the meeting to order. Reverend Floyd Griffin, New Attitude Christian Church, then led in prayer, afterwhich Commissioner Baxley led in the Pledge of Allegiance to the Flag. Commissioner Barbaree moved that the Minutes of the Meeting of November 5, 2013, be approved, motion seconded by Commissioner Baxley. Commissioner Newsome acknowledged he mistakenly said Selma Street Baptist Church during his discussion of the speed limit on E. Main Street in the vicinity of ACOM. He stated he should have said Grandview Baptist Church and apologized for the error. The motion was unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming December 1, 2013 as “World AID’s Day” in the City of Dothan. Pam Holton, Director of Education, Medical AIDS Outreach of Alabama, was present for the proclamation. Mayor Schmitz presented and read a proclamation, recognizing “The Salvation Army.” Captain Tammy Broome, Salvation Army, was present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming December 10, 2013 as “Rock and Roll Up Your Sleeve Blood Drive” in the City of Dothan. Brandi Deese, President, along with Bob Arnold and others with the Special Friends Exchange Club, were present for the proclamation. Commissioner Newsome said he understands information has been received regarding the Historic Preservation Commission’s (HPC) compliance with state regulations and asked for an update. Todd McDonald, Planning Director, said he spoke with Mary Shell, State HPC Planner, about the City’s current HPC ordinance. Mr. McDonald said Ms. Shell recommends the city consider revising the ordinance to designate the mayor as the appointing authority of all members and set three year rotating terms. He said the current HPC board members have been validly appointed; however, the recommended changes will allow the City to retain its Certified Local Government (CLG) status. Commissioner Baxley asked that a proposed resolution be brought before the Commission for consideration. Mayor Schmitz said that he does not mind appointing members but requested that all members of the Commission be allowed to vote on the appointments. Commission Barbaree expressed appreciation to the Circle City Special Friends Exchange Club for donating a new flag to Heard Magnet School. In regards to an incident that occurred over the weekend, Commissioner Barbaree requested additional markers be placed along the Westgate Trail to aide in emergency response time. Assistant Leisure Services Director Larry Patrick said a plan has been established and signage will be added so that the public can identify their location on the trail. Commissioner Barbaree expressed appreciation to Mayor Schmitz and Commissioner Newsome for serving on the Friends of Fort Rucker Committee and requested a representative provide an update on the BRAC study. Commissioner Newsome said he will communicate the request to the chairman. Minutes of the Board of Commissioners – November 19, 2013, continued. Commissioner Barbaree requested an update from Houston Love Memorial Library on the progress of the two new libraries and plans for the old library. Mayor Schmitz acknowledged the community for a great turnout at the US-China Symposium held November 11, 2013 at the Dothan Opera House and expressed appreciation to the many volunteers who helped make the event a success. He expressed gratitude for the opportunity to speak in Geneva County on November 18, 2013 regarding the upcoming March 2014 manufacturing symposium. He said he is proud of everyone for working together to create jobs. City Manager West said the City hosted the State ARPA Soccer Tournament at Westgate Park last weekend and it was a success. City Manager West announced the clock is being installed in the tower currently under construction at Pioneer Park. City Manager West advised Item No. 19 needs to be removed from the agenda to allow the applicant’s legal staff time to review the agreement. City Manager West announced the 2014 Strategic Planning Work Session will be held January 9-11, 2014. City Manager West expressed gratitude to the community for a successful turnout at the US-China Symposium held on November 11, 2013 and gave thanks to the volunteers and City staff for making the event a success. City Manager West announced November 28 and 29, 2013 are City holidays. He reminded everyone of the sanitation schedule for the week. City Manager West announced the Annual Downtown Christmas Festival will be held on Saturday, December 7, 2013. City Manager West announced the City’s Annual Christmas Tree Lighting will be held on Tuesday, December 3, 2013 at 6:00 p.m. Mayor Schmitz introduced the application of George C. Thompson, Jr. for a Wholesale Table Wine and Beer License (off premises) for Pinnacle Imports, 3075 Morgan Road, Bessemer, Alabama. Commissioner Kirkland moved for approval, motion seconded by Commissioner Barbaree and unanimously carried. Mayor Schmitz introduced Resolution No. 2013-400 (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 2013-265 and 2013-344 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 Newsome moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Commissioner Baxley asked if the issue has been addressed of liens not showing up on Title searches between the time they are turned over to the Tax Assessor and when they are placed on the tax bill. Mrs. Danner said she confirmed with the Probate Judge’s office that the assessments are recorded in the Tax Assessor’s office and the liens will be double recorded if also done in the Probate office. She said Mr. McDonald is looking into some type of schedule to put on the website. Mayor Schmitz introduced Resolution No. 2013-401 (recorded in Ordinance Book No._______at Page_______), amending the Five Year Consolidated Plan and 2012 Annual Action Plan to include the Howell School Redevelopment Project. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Dorsey. City Manager West pointed out no funds exist at this time to move forward with the project; however, amending the plan will allow it should the project become possible. Upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Kirkland, Ferguson, Barbaree and Baxley; “nay:” Newsome. The motion was carried by the majority of six “yeas” to one “nay.” Minutes of the Board of Commissioners – November 19, 2013, continued. Mayor Schmitz introduced Resolution No. 2013-402 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Wiregrass Habitat for Humanity to support Emergency Housing Repair identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $85,018.00 and appropriating funds for said agreement. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-403 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Neighborhood Restoration Corporation to support Emergency Housing Repair identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $60,442.00 and appropriating funds for said agreement. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Newsome asked what type of work was done on the houses repaired by this organization using previous grant funding. Mr. Head said detail of the work performed for each house has been provided to him by the organization and he will submit a summary to all Commissioners. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-404 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Exchange Center to provide funding for administrative salaries, fringe benefits and operational expenses identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $12,000.00 and appropriating funds for said agreement. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-405 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Boys and Girls Clubs of Hawk-Houston to provide funding for administrative salaries, fringe benefits and operational expenses for the operation of the “Career/Education/Goals for Graduation Program” identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $13,000.00 and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-406 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Ordinary People Society to provide funding to purchase food and supplies for the operation of Mama Tina Mission House in the amount of $8,000.00 and for rehabilitation improvements in the amount of $57,342.00 identified in the Community Development Block Grant 2013 Annual Action Plan and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-407 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Alfred Saliba Family Services Center to provide funding for administrative salaries, fringe benefits and operational expenses in the amount of $16,973.00 and architectural and construction services in the amount of $36,995.00 identified in the Community Development Block Grant 2013 Annual Action Plan and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-408 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Boys and Girls Club of the Wiregrass to provide funding for administrative salaries, fringe benefits and operational expenses in the amount of $6,000.00 and rehabilitation improvements in the amount of $34,881.00 identified in the Community Development Block Grant 2013 Annual Action Plan and appropriating funds for said agreement. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Minutes of the Board of Commissioners – November 19, 2013, continued. Mayor Schmitz introduced Resolution No. 2013-409 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with Girls, Inc. to provide funding for administrative salaries, fringe benefits and operational expenses identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $8,000.00 and appropriating funds for said agreement. Commissioner Newsome moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-410 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Wiregrass Rehabilitation Center for the purpose of purchasing equipment identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $28,539.00 and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Commissioner Barbaree moved that Item No. 19, entering into a subrecipient agreement with Catholic Social Services for the purpose of purchasing equipment identified in the Community Development Block Grant 2013 Annual Action Plan in the amount of $6,000.00 and appropriating funds for said agreement, be removed from the agenda, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Schmitz introduced Resolution No. 2013-411 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Alabama Department of Public Safety for reimbursement of overtime and equipment expenditures related to the Alabama Internet Crimes Against Children Task Force in the amount of $25,926.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-412 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama for construction improvements including engineering and inspection for Downtown Streetscape. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-413 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of 2500 linear feet of 6” water main on the southwest side of East Cottonwood Road. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-414 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of October, 2013 in the amount of $16,505,580.40. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-415 (recorded in Ordinance Book No._______at Page_______), re-appointing Kelly Cody Turner as a member of the Substance Abuse Board. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-416 (recorded in Ordinance Book No._______at Page_______), appointing Khris Miller as a member of the Planning Commission. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Barbaree confirmed this is Commissioner Dorsey’s appointment. The motion was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-417 (recorded in Ordinance Book No._______at Page_______), appointing Ken Alex Williams as a member of the Board of Zoning Adjustment. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Minutes of the Board of Commissioners – November 19, 2013, continued. Mayor Schmitz introduced Resolution No. 2013-418 (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 Pest Control Services: Knox Pest Control, Inc See Price in Total Square Footage: 861,593, Columbus, GA Description Costs per Square Foot per Month – $.00213, Total Costs per Month - $1,837.00 “Passive Park for People with Dogs” Fenced In $ 34,284.00 Installed Fencing Dothan, AL Commissioner Barbaree then moved for adoption of Resolution No. 2013-418, motion seconded by Commissioner Kirkland. Commissioner Ferguson confirmed with City Manager West that the fencing is included as part of the Eastgate Park project. Commissioner Barbaree said he is glad a local vendor got the bid for this item. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-419 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Carlton Ott FBI Firearms Instructor $ 975.00 David Veiera Montgomery, AL Randy Morris Alabama Clean Water Partnership $ 429.00 Watershed Conference and ABLE (Alabama Better Living Expo Montgomery, AL Billy Mayes ACFS Governing Board Annual Meeting $ 272.58 Cordele, GA Garry Shirah Alabama Municipal Revenue Officers $ 491.34 Conference Auburn, AL Commissioner Kirkland then moved for adoption of Resolution No. 2013-419, motion seconded by Commissioner Barbaree and unanimously carried. Commissioner Kirkland moved to accept an easement from Shree Parswanath, LLC needed to construct necessary improvements and appurtenances to existing utility facilities at 2227 E. Main Street, motion seconded by Commissioner Barbaree and unanimously carried. There being no further business, Commissioner Barbaree moved that the meeting be adjourned, motion seconded by Commissioner Kirkland and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk See approval next page: Minutes of the Board of Commissioners – November 19, 2013, continued. Approved: /s/Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS