City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING DECEMBER 17, 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, December 17, 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. Brother Jim Tate, Memphis Baptist Church, then led in prayer, afterwhich Commissioner Newsome led in the Pledge of Allegiance to the Flag. Commissioner Barbaree moved that the Minutes of the Meeting of December 3, 2013, be approved, motion seconded by Commissioner Kirkland and unanimously approved. On behalf of the residents of the Alabama Avenue and Johnson Homes area, Commissioner Dorsey expressed gratitude to Police Chief Greg Benton, Major Steve Parrish and all members of the Police Department for their efforts. Commissioner Dorsey announced he will be hosting an event from 1:00 p.m. to 3:00 p.m. on Saturday, December 21st at 1579 Montgomery Highway to provide support to citizens in need, and he welcomed the community to attend. Commissioner Newsome wished everyone a Merry Christmas and Happy New Year. He asked everyone to be safe and have a designated driver if needed. Commissioner Kirkland wished everyone a Merry Christmas and a Happy and Prosperous New Year. Commissioner Barbaree asked City Manager West to e-mail an update to the Commission regarding the placement of additional markers along Westgate Trail for emergency purposes. City Manager West said that he will send an e-mail. Mayor Schmitz commented about his recent trip to China and thanked the Commission for their support in allowing him to go. He said the trip was successful as it provided great opportunities to promote our community and the March 2014 U.S.-China Manufacturing Symposium. City Manager West announced the sanitation collection schedule for the upcoming Christmas and New Year’s holidays. Garbage and recycling collection will run as normal both weeks; however, there will be no trash collection on Tuesday, December 24th, Wednesday, December 25th or Wednesday, January 1st. City Manager West reminded residents that on their first scheduled pickup after Christmas all items (boxes, gift wrap, etc.) placed by the curb will be removed. He said the holiday sanitation schedule will be published in the Dothan Eagle and the City will issue a press release as well. City Manager West invited General Services Director Randy Morris and Leisure Services Director Elston Jones to discuss maintenance issues occurring at Rose Hill Senior Adult Center. Mr. Morris explained a water leak has been detected under the concrete slab of the building and the location of the leak is unknown at this time. He said a company will be on site Monday, December 23rd to pinpoint the exact location, and once known, repairs will be made. Mr. Jones said Rose Hill Senior Adult Center is currently closed as a result of the leak and will remain closed through its normal holiday break period. He announced that some of the Center’s programs have been temporarily moved to Walton Park Recreation Minutes of the Board of Commissioners – December 17, 2013, continued. Center and this facility will be available for senior activities until Rose Hill is re- opened. City Manager West reminded everyone that the Downtown Dothan Hoops Classic will be held December 26th – 31st at the Dothan Civic Center with an off-day scheduled for Sunday, December 29th. City Manager West reminded the Commission and Department Heads that the 2014 Strategic Planning Work Session will be held January 9-11, 2014 at Friend Bank’s community room. City Manager West announced Pioneer Park is nearly complete and the clocks are working. He said the park is a great addition to downtown Dothan. City Manager West advised the Commission to remove by motion Bid #13-091 from Item #27 of the agenda. He explained there have been some questions raised regarding the excavator bids and this will allow more time to review those bids. City Manager West extended his very best wishes for everyone to have a Merry Christmas and Happy New Year. He said he looks forward to a very prosperous and productive 2014. Mayor Schmitz introduced the application of Earl C. Jones for a Lounge Retail Liquor License (off premises) for Jay’s Package Store, 1931 Reeves Street. Commissioner Barbaree moved for approval, motion seconded by Commissioner Baxley. Commissioner Newsome asked if Reverend Jeffrey Wooden was present and he was not. Commissioner Newsome confirmed with City Manager West that all requirements have been met by the applicant. Commissioner Dorsey said he received only one phone call regarding this request, and had a total of six people who were in opposition and thirteen people who were not in opposition. There being no further discussion the motion unanimously carried. Mayor Schmitz announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. Commissioner Dorsey expressed appreciation to Planning Director Todd McDonald and Public Works Director Jerry Corbin for their assistance in cleaning up these lots. There being no further discussion, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Resolution No. 2013-430 (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 Ferguson moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-431 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the U.S. Department of Justice United States Marshall Service to participate in the Joint Law Enforcement Operations Task Force, Gulf Coast Regional Fugitive Task Force (GCRFTF), for reimbursement of overtime expense totaling $12,500.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-432 (recorded in Ordinance Book No._______at Page_______), accepting an Alabama Mutual Aid System grant award in the amount of $36,893.00, with the City of Dothan funding the teams initially and filing for reimbursement through the Houston County EMA. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-433 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of two (2) tapping sleeves and valves for Fire Lines and two (2) tapping sleeves and valves with a 2” Blackflow Prevention Device (RPZ Type) and 2” meter with meter box for a new Carmax at Minutes of the Board of Commissioners – December 17, 2013, continued. 2756 Ross Clark Circle. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-434 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of 6”x 6” tapping sleeve and valve and 38 linear feet of 6” DIP Fire water line and removal of existing 4” water line on AL 12 (US 84W) for McDonald’s rebuild located at 619 West Main Street. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-435 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Martin Environmental Services, Inc. for garbage dumpster service for the Dothan Fire Department for a one year period at a cost of $308.00 per month and $100.00 per occurrence for any additional pickups as needed. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-436 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Polyengineering, Inc., to inspect the Cottonwood Road and Highway 52 East Water Tanks and repair a leak on the riser tap for the Cottonwood Road Water Tank for the lump sum price of $10,500.00. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-437 (recorded in Ordinance Book No._______at Page_______), approving Change Order No. 1 with Blankenship Contracting, Inc., for additional work to replace a failed 50-year old existing sanitary sewer line crossing under Rock Creek, which results in a cost increase in the amount of $54,590.00 and making the adjusted contract price $1,250,540.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West confirmed for Commissioner Ferguson that this work is to repair a major failure found in the sewer line during completion of the Rock Creek Trunkline Rehabilitation project. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-438 (recorded in Ordinance Book No._______at Page_______), appropriating funds, awarding a bid, entering into a contract, and issuing a Notice of Award, Notice to Proceed, and other related documents to L&K Contracting Company, Inc. for Sewer Easement Clearing- Phase II for the sum of $416,325.50. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West explained this work will clear vegetation from lines and basins to allow for required periodic inspections, as part of the City’s consent decree with the Environmental Protection Agency. City Manager West confirmed with Dothan Utilities staff that this is the final phase of the project. Commissioner Ferguson confirmed with City Manager West that the City plans to maintain the clearing of the rights-of-way from this point forward. Commissioner Baxley requested City Manager West to ensure the contractor coordinates with neighboring residents before beginning work in their area. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-439 (recorded in Ordinance Book No._______at Page_______), submitting a pre-application form in the amount of $19,231,000.00 under the Alabama Department of Environmental Management’s Clean Water State Revolving Fund to be used for various engineering studies, programs and rehabilitation projects to improve the City’s wastewater system. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree. City Manager West said there is no guarantee that the City will receive approval of the pre-application as well as there is no obligation that the City must apply for the loan should the pre-application be approved. He explained that, if an amount is approved and the decision is made to submit a final application, the application will be brought before the Commission for approval. Mayor Schmitz commented on the necessity of upgrading systems and expressed appreciation to the Commission, City Manager and City Staff for being proactive. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – December 17, 2013, continued. Mayor Schmitz introduced Resolution No. 2013-440 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for Naviline Occupational License (Business License) training in the amount of $640.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-441 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of November, 2013 in the amount of $11,483,807.65. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-442 (recorded in Ordinance Book No._______at Page_______), appointing Tony Donelson as a member of the Recreation Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Kirkland, Ferguson, Barbaree and Baxley; “nay:” none; “abstained:” Newsome. The motion was carried by the majority of six "yeas" to one “abstention.” Mayor Schmitz introduced Resolution No. 2013-443 (recorded in Ordinance Book No._______at Page_______), re-appointing Bobby Hewes as a member of the Recreation Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-444 (recorded in Ordinance Book No._______at Page_______), re-appointing Tim Shirley as a member of the Recreation Board. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-445 (recorded in Ordinance Book No._______at Page_______), re-appointing John Middlebrooks as a member of the Recreation Board. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-446 (recorded in Ordinance Book No._______at Page_______), re-appointing Tom Ziegenfelder as a member of the Recreation Board. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-447 (recorded in Ordinance Book No._______at Page_______), re-appointing Jansen Tidmore as a member of the Recreation Board. Commissioner Baxley moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-448 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City. At this time, Commissioner Ferguson moved to amend Item No. 27 by removing Bid# 13-091, Hydraulic Excavator with Optional Full Machine Warranty 5 Years/6,000 Hours, motion seconded by Commissioner Barbaree and unanimously carried. ITEM VENDOR AMOUNT Class A Pumper Truck – Option B NAFECO $544,971.00 The prepayment option of 90% of Nesquehoning, PA invoice price will be taken for a discount of $16,268.00. Crawler Dozer with Optional Full Thompson Tractor Co $119,688.25 Machine Warranty 5 Year/6,000 Hours Dothan, AL Minutes of the Board of Commissioners – December 17, 2013, continued. Other Purchases: Fujitsu G702 Tablet; Stylistic; 11.6 HD Pinnacle Networx $ 24,443.30 4 GB; 128 GB SSD; 3 Year No fault Wetumpka, AL Warranty; Unit Price - $1,669.20; Quantity 14; Protective Cover – Unit Price $46.75; Quantity 14; State of Alabama Contract #4012566; T-532 Trial Expert – Claim Number 2002758 Schoel Consulting $ 3,003.63 Birmingham, AL Police Patrol Cars (Black Marked Cars) Opelika Chrysler, Dodge $123,335.00 with Spotlight; Vinyl Floor & Rear Seat Opelika, AL & Full Size Spare-Unit Price $24,667.00; Quantity 5 or more; Purchase off State of Alabama Contract #4012399, T191L Line 04. Recycling Costs for Household Waste Management $ 60,000.00 Products for FY 2014; Sole Source Recycle America Provider in Local Area Midland City, AL Reimbursement for Chinese Dothan Area Chamber of Commerce $ 37,315.43 Symposium for Industry Recruitment Dothan, AL Commissioner Baxley then moved for adoption of Resolution No. 2013-448 as amended, motion seconded by Commissioner Ferguson. Mayor Schmitz expressed gratitude to City Manager West, the Commission and the City for being in a position to provide the Fire Department and Police Department with new vehicles. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2013-449 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Gregory Benton 2014 Alabama Associations of Chiefs of $ 1,222.68 Police Winter Conference Huntsville, AL Scott Owens Homicide: The Investigative Challenge $ 1,049.00 Joe Cochran Daphne, AL Michael Muraski Phase I & II Practical and Hands-On Crime $ 1,065.00 Scene Techniques Columbiana, AL Benny Baxley Law Enforcement Executive Training $ 1,008.00 Stacey Robinson Fair Labor Standards Act Mandated Employment Policies and Best Practices Ft. Payne, AL Delvick McKay 2014 Human Resource Professionals $ 1,921.00 Kris Knight Conference Ann Stewart Montgomery, AL Nichole Gibson Kelly Speigner Tammy Walker Clara Camp Susan Richards Pat Parker Amy Roselius Danny E. Appling 2014 Fire Chiefs’ Executive Development $ 2,053.86 Thomas Groomes Conference Jim Watson Tuscaloosa, AL Larry H. Williams 2014 Fire Chiefs’ Executive Development $ 734.62 Conference Tuscaloosa, AL Minutes of the Board of Commissioners – December 17, 2013, continued. Commissioner Kirkland then moved for adoption of Resolution No. 2013-449, motion seconded by Commissioner Baxley and unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Barbaree and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk 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