City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JANUARY 21, 2014 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, January 21, 2014 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 Acting City Manager Jerry Corbin, 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. Pastor Robin Wilkerson, Calvary Chapel Dothan, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of January 7, 2014, be approved, motion seconded by Commissioner Barbaree and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming January 23, 2014 as “Public Education Day for the City of Dothan.” Dothan Education Foundation President Tami Culver and other representatives were present for the proclamation. Commissioner Dorsey thanked Planning Director Todd McDonald and Public Works Director Jerry Corbin for their quick response after a citizen called him out to Woodham Road. Commissioner Dorsey requested everyone to keep City Manager Mike West in their prayers as he recovers from surgery. On behalf of the Interdenominational Ministerial Alliance Leadership Coalition (IMALC), Commissioner Dorsey thanked Mayor Schmitz for giving t-shirts to the youth at the Annual Martin Luther King, Jr. Day Parade held on Monday, January 20th. He also thanked Police Chief Greg Benton and staff for their assistance. He said the officer who came out to the event did a great job. Commissioner Dorsey invited everyone to attend the District 1 Community Forum for the Napier Field area on Thursday, January 23rd from 6:00 p.m. to 7:00 p.m. in the Adams Beverage Conference Room at 3116 John D. Odom Road. Mayor Schmitz announced City Manager West had knee surgery on Monday, January 20th and he will be out for a couple of weeks. He asked that everyone keep him in their prayers. Commissioner Ferguson expressed condolences to the family of Mr. Charles Olive, Administrator of Ridgecrest Baptist Church for the past twenty years, who passed away unexpectedly on Saturday, January 18th. Commissioner Ferguson announced that a prayer vigil for Conner Lokey will be held tonight at Westgate Recreation Center from 6:00 p.m. to 7:00 p.m. and the community is invited to attend. He said Conner is an eight-year-old local boy fighting Leukemia and prayers are desperately needed. Commissioner Barbaree thanked the Commission and those who attended the Strategic Planning Session. He said the session was very productive and a team building exercise. Minutes of the Board of Commissioners – January 21, 2014, continued. Mayor Schmitz said that he, along with Commissioner Newsome, met this morning with the Friends of Fort Rucker and they spoke with General Rodney Wolfe who agreed to come before the Commission with an update in the next quarter. Mayor Schmitz announced Troy University Dothan Campus is providing eight weeks of free Mandarin language lessons for fifty people on Tuesday and Thursday evenings from 6:30 p.m. to 8:00 p.m., beginning tonight. He invited anyone interested to join the class and he expressed gratitude to Troy University for providing this opportunity. Mayor Schmitz said he will be in China February 16th – 26th to promote the U.S.- China Manufacturing Symposium to be held in Dothan on March 26th – 28th. Mayor Schmitz acknowledged that the City Manager’s contract is to be voted on at the February 18th City Commission meeting. He said that he would like to be in attendance for this item and requested the Commission’s consideration in postponing the vote until the March 4th City Commission meeting. Veterans of Foreign Wars Award Presentations were given by Mr. Ed Pritchard, Commander VFW Post, District 7 to Tim Driscoll, EMT of the Year; Ben Purvis, Firefighter of the Year and Darren Moody, Law Enforcement Officer of the Year. Commander John Seay was also present and encouraged local veterans to sign up to VFW Post 3073. Mayor Schmitz introduced Resolution No. 2014-10 (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 calling for a public hearing to be held on the matter during the regularly scheduled commission meeting on March 4, 2014. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-11 (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 2013-371 and 2013-430 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 Schmitz introduced Resolution No. 2014-12 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Alabama Department of Transportation to install 628 linear feet of 2” sanitary sewer force main including 180 linear feet of 10” ductile iron casing, one backflow preventer and air relief valves in the right-of-way of State Highway 210 and tie to existing manhole in the 1000 Block of Ross Clark Circle. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-13 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Diversified General Contractors for the Roof and Interior Improvements at the Doug Tew Recreation Facility in the amount of $1,063,000.00 and appropriating funds for said improvements. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson. Commissioner Baxley confirmed with General Services Director Randy Morris that there have been no use studies done on this facility or community involvement regarding the plan improvements. Commissioner Baxley asked if staff still believes this is a wise use of resources given that the community has not been involved. Mr. Morris said that the facility’s meeting rooms, auditorium and gymnasium are being used on a regular basis in accordance with its design as constructed in 1953. Commissioner Barbaree said that he is unhappy the contractor is not local and he is also concerned the use of the facility has changed over time. He said he personally feels there is a need for a facility at Doug Tew Minutes of the Board of Commissioners – January 21, 2014, continued. but he would like to reevaluate its use. Leisure Services Director Elston Jones provided a list of events and activities held at the facility on a regular basis. Mayor Schmitz acknowledged the roof of the facility is leaking and maintenance is needed. He expressed his support for this item. Commissioner Baxley said he plans to vote no because he has been asking for an in-depth study of all City facilities and this has not been done. He explained that needs change over time and he does not feel this has been fully taken into consideration as far as this facility is concerned. He advised this needs to be looked at in the future on any City facility before money is spent. He said if the proposed James Oates Park is built as discussed at the Strategic Planning Session, the scope of activities at Doug Tew is likely going to change. Commissioner Newsome asked if the proposed improvements will interrupt any activities normally held at Doug Tew. Mr. Jones replied that all activities have been temporarily relocated to other recreation centers. Commissioner Ferguson said Doug Tew is located in his district and he has looked into the use of the facility. He said the basketball court is regularly used by neighborhood children and the meeting rooms are heavily used by civic groups. He said to his knowledge there are no plans for a recreation center at James Oates Park at this time. He said Doug Tew is a viable center and he is in support of the improvements. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson and Barbaree; “nay.” Baxley. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2014-14 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Guardian Systems, Inc. for professional laboratory services for the EPA mandated UCMR3 program and per the Testing Fee Schedule of the contract and any additional testing and associated costs beyond the scope of the contract which may be required due to system operational needs or as mandated by EPA or ADEM. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-15 (recorded in Ordinance Book No._______at Page_______), 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 No. B-13-MC-01- 0010 in the amount of $6,000.00 and appropriating funds for said improvements. Commissioner Newsome moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-16 (recorded in Ordinance Book No._______at Page_______), entering into a Permit Agreement with the Alabama Department of Transportation for the installation of a 10” isolation valve and 10” sleeve for the lowering of 190 linear feet of 10” water main and a 1” tap and meter service for a new Auto Zone located at 1041 Ross Clark Circle. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-17 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Houston County for housing and disposition of animals in the unincorporated area of Houston County outside the corporate limits of the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-18 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of December, 2013 in the amount of $10,481,275.05. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-19 (recorded in Ordinance Book No._______at Page_______), re-appointing Dr. James C. Jones as the Southeast Alabama Medical Center’s representative on the Emergency Medical Advisory Minutes of the Board of Commissioners – January 21, 2014, continued. Committee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-20 (recorded in Ordinance Book No._______at Page_______), re-appointing Larry H. Williams as a member of the Emergency Medical Advisory Committee. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-21 (recorded in Ordinance Book No._______at Page_______), appointing Dr. David A. Claassen as Flowers Hospital’s representative on the Emergency Medical Advisory Committee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-22 (recorded in Ordinance Book No._______at Page_______), rescinding Resolution No. 2011-395 and appointing Greg Benton as a member of the Emergency Medical Advisory Committee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-23 (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 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item A: 6 Count Fiber, Quantity 130,000 feet (more or less) - Unit Price - $ .121 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item B: 12 Count Fiber, Quantity 71,000 feet (more or less) - Unit Price - $ .331 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item C: 24 Count Fiber, Quantity 110,000 feet (more or less) - Unit Price - $ .383 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item D: 48 Count Fiber, Quantity 159,000 feet (more or less) - Unit Price - $ .504 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item E: 72 Count Fiber, Quantity 33,000 feet (more or less) - Unit Price - $ .65 ADSS All-Dielectric Self- Mayer Electric See Price in Supporting Aerial Gel Filled Dothan, AL Description Fiber Optic Cable, Bid Item F: 96 Count Fiber, Quantity 41,000 feet (more or less) - Unit Price - $ .791 FIBERLIGN® Aluminum Gresco Capstone See Price in Support Complete Assemblies Dothan, AL Description - ADSS Cable Range 0.526- 0.625, Quantity 300 (more or Minutes of the Board of Commissioners – January 21, 2014, continued. less) - Unit Price - $23.80 FIBERLIGN® Aluminum Gresco Capstone See Price in Support Complete Assemblies Dothan, AL Description - ADSS Cable Range 0.476- 0.575, Quantity 200 (more or less) - Unit Price - $23.80 FIBERLIGN® Aluminum Gresco Capstone See Price in Support Complete Assemblies Dothan, AL Description - ADSS Cable Range 0.576- 0.525, Quantity 1,200 (more or less) - Unit Price - $23.80 Medium Tension Dielectric Gresco Capstone See Price in Dead-End for Fiber Optic Cable, Dothan, AL Description Preformed Line Products FIBERLIGN® or City Equivalent: All Items - Unit Price - $45.46, Item A: Quantity 50 (more or less); Item B: Quantity 50 (more or less); Item C: - Quantity 300 (more or less) Other Purchases: Annual Software Maintenance for Sungard Public Sector $243,921.12 Sungard Software Products for Lake Mary, FL Accounting, Payroll, Utility Billing Work Orders, Fixed Assets, Fleet Management, Business License, Permits & Inspections, Purchasing & Inventory, Court and Other Mobile Applications for Police, Fire & Dothan Utilities Stalker DS2X with all Accessories, Applied Concepts $ 16,647.00 Connectors, Cables, 3 Year Warranty Plano, TX - Unit Price $2,695.00; Remote Display - Unit Price - $62.00; Approximate Shipping and Handling per unit – $17.50, Quantity 6 (or more). Sole Source. Desktop Computer Replacements - Dell Marketing L P $ 150,000.00 Unit Price - $1,500.00 - Quantity 50 Atlanta, GA (or more); Workstation Computer Replacements - Unit Price - $2,000.00 - Quantity 10 (or more); Laptop Computer Replacements - Unit Price $2,200.00 - Quantity 10 (or more); Server Replacements - Unit Price - $10,000.00 - Quantity 3 (or more). Purchases will be made from the State of Alabama bid contract number T-531. All prices are estimated. The State contract pricing is based on a percentage discount from MSRP. Services to drill and install 2 TTL Incorporated $ 19,455.00 groundwater monitoring wells Tuscaloosa, AL (MW-13 and MW-14) and 2 piezometers and to provide equipment for ongoing sampling and analysis of groundwater at the City’s proposed landfill expansion site. Professional Field Services - Cost $6,035.00; Drilling Services - Cost $10,380.00; Monitoring of Well Development – Cost $720.00; Reporting – Cost $2,320.00 Install new Duro-Last single ply roof Marty Robbins Roofing Co. $21,910.00 System; provide 15-year material and Dothan, AL labor warranty from Duro-Last Roofing Co.; provide a 5-year labor warranty from Marty Robbins Roofing Co. Marty Robbins Roofing installed the most recent roof at the Museum Minutes of the Board of Commissioners – January 21, 2014, continued. using the Duro-Last product. Plans are to use this product on the portion to be roofed now to maintain a degree of continuity with the existing roofing system and contractor. Commissioner Kirkland then moved for adoption of Resolution No. 2014-23, motion seconded by Commissioner Barbaree. Commissioner Ferguson asked if the bid items are for standard inventory supplies. Acting City Manager Corbin said these items are for the City’s ongoing fiber optic project. There being no further discussion, the resolution was unanimously carried. Mayor Schmitz introduced Resolution No. 2014-24 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Thomas Price Behavior Analysis and Interviewing $ 285.00 Techniques Stapleton, AL Tammy Danner Certified Municipal Clerk Training $ 1663.50 Wendy Shiver Institutes and Master Municipal Clerk Academy Tuscaloosa, AL Benny Baxley Virtual Alabama School Safety Summit $ 319.00 Ronnie Anderson Montgomery, AL Randy Hall, Sr. Motorola Trunked Users Conference $ 90.00 Joey Franklin Center Point, AL Adrian Folmar Alabama Police Academy $ 4550.00 Scott Spivey Selma, AL Clayton Reynolds Aaron McClanahan Mark Kight South Alabama Public Power $ 1501.94 Stephen Gobble Association (SAPPA) Meeting Point Clear, AL Stanley Keith IMSA Renewal – Sign and Marking $ 785.00 Level II Powder Springs, GA Christopher Squire Line Design and Staking Certification $ 2955.05 Roger Lynch Training: Stage I Nashville, TN Steve Parrish Tuscaloosa Police Department $ 60.00 Assessment Center Tuscaloosa, AL Scott Owens Crisis Negotiations Level II $ 2055.00 Develius Butler Jacksonville, FL Ray Mock FBI Firearms Instructor Course $ 1040.00 Sammie Hancock Mobile, AL D. Todd Jubenville Active Shooter Threat Training Program $ 130.00 Glynco, GA Tim Mullis Online Social Networking Investigations $ 75.00 Hoover, AL Elston Jones 2014 Alabama Recreation & Parks $ 5782.00 Roy Kitts Association Annual Conference Ron Money Hoover, AL Tyson Carter Tony Thorne Kenny Dunning Minutes of the Board of Commissioners – January 21, 2014, continued. Matt Barefield Kenny Thompson Stephanie Wingfield Debbie Reed Susan Grace 2014 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Susan Grace 2014 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Susan Grace 2014 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Susan Grace 2014 Municipal Magistrates Orientation $ 30.00 Montgomery, AL Christopher Squire SEL – APP 3530: SEC-3530 Real-Time $ 3011.36 Roger Lynch Automation Controller (RTAC) Destin, FL Alena Jones ATAC Swim Meet $ 260.00 Drew Rennhack Tallahassee, FL Drew Rennhack Columbus Swim Meet $ 260.00 Columbus, GA Commissioner Kirkland then moved for adoption of Resolution No. 2014-24, motion seconded by Commissioner Barbaree and unanimously carried. Commissioner Kirkland moved to approve a claim filed by Jerry Clark, Joyce Ann Randall, Leo P. Knight, Angela Knight, Ronald D. Evans, Arloa D. Evans, Rae Meach, Bennie Gibbs and Nancy Gibbs in the amount of $27,500.00, motion seconded by Commissioner Barbaree. Commissioner Baxley asked the Board to look at the expenses associated with this litigation. City Attorney Len White said the credit for settling this million dollar claim in the amount of $27,500.00 goes to Dr. Walter Schoel. There being no further discussion, the motion for approval was 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 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