City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING FEBRUARY 4, 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, February 4, 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 Clark Cornelius, Grace Anglican Mission Church, then led in prayer, afterwhich Commissioner Barbaree led in the Pledge of Allegiance to the Flag. Commissioner Barbaree moved that the Minutes of the Meeting of January 21, 2014, be approved, motion seconded by Commissioner Baxley and unanimously approved. Ms. Sharon Wilson, Civilian Ambassador for the Flatiron Medevac Unit at Fort Rucker, announced an upcoming second annual reunion of retired and current employees. Ms. Wilson reached out to the public for monetary donations for pavers to be placed at the museum in honor of three members who died from cancer this year and for monetary door prizes for attendees. Mrs. Jill Williams, Executive Director of The Downtown Group, said the Alabama State Legislature passed Act 2012-438 in May 2012 to encourage economic development and tourism through an open container allowance within a designated district determined by each city. On behalf of The Downtown Group, Mrs. Williams respectfully requested the Commission’s help in moving events downtown by reviewing and passing the proposed entertainment ordinance submitted in February 2013 for an open container allowance on dates and events presented for approval before the Commission. Commissioner Dorsey announced he is hosting a “Health Day” event on Saturday, February 8th from 11:00 a.m. until 2:00 p.m. at Andrew Belle Community Center and encouraged everyone to attend. Commissioner Kirkland thanked staff and department heads for being prepared and doing a great job during last week’s winter weather storm event. Commissioner Barbaree and Commissioner Baxley concurred with Commissioner Kirkland’s comments. Mayor Schmitz expressed gratitude to the staff, commissioners and community for their concern and response during the winter weather event. Mayor Schmitz asked Police Chief Greg Benton to convey his appreciation to Officer Jeremy Wallace for risking his life to save two people from a burning house last week. Acting City Manager Corbin said the response to last week’s storm event is the result of employees being trained, experienced and equipped. He thanked the Commission, past and present, for making training and equipment purchases available in order to get the job done. Acting City Manager Corbin announced the 2014 Community Development Block Grant Competitive Process is underway and a public hearing will be held on Thursday, February 20th at 6:00 p.m. at First Missionary Baptist Church. Minutes of the Board of Commissioners – February 4, 2014, continued. Acting City Manager Corbin said Doug Tew Recreation Center is currently closed for repairs. Acting City Manager Corbin announced the Southern Regional Basketball Tournament will be held February 18th – 22nd in the Civic Center arena. Acting City Manager Corbin invited everyone to the Commission Work Session scheduled for 4:00 p.m. today in the Board Room where an update of the EPA’s Administrative Order of Consent will be provided. Mayor Schmitz introduced the application of Charles Carroll for a Wholesale Table Wine License (off premises), 104 West Louisville Avenue, Atmore, Alabama. Commissioner Barbaree moved for approval, motion seconded by Commissioner Kirkland. Commissioner Newsome questioned the location of the business and Mr. Carroll provided directions to the address from the city’s main intersection. There being no further discussion, the motion was unanimously carried. Mayor Schmitz introduced the application of Justin Leonard Bowley for a Private Investigator License, d/b/a TSSIS, LLC, located at 1831 Hilltop Road, Newton, Alabama. Commissioner Barbaree moved for approval, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Ferguson moved to remove Item No. 8 from the agenda, rezoning property owned by Ms. Helen Logan Brown located at 2603 West Main Street from R-1 District to O-2 District, motion seconded by Commissioner Baxley and unanimously carried. Mayor Schmitz introduced Ordinance No. 2014-25 (recorded in Ordinance Book No._______at Page_______), rescinding Ordinance No. 2009-314 and amending Chapter 50, Historic Preservation, Article II, Historic Preservation Commission, Section 50-32, Composition; appointment; compensation; rules and standards of the Code of Ordinances by amending the terms of the appointments made to the Historic Preservation Commission in order to retain certified local government (CLG) status for Dothan’s historic preservation program. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Barbaree and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Barbaree and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Commissioner Barbaree then moved for adoption of Ordinance No. 2014-25, motion seconded by Commissioner Kirkland. Commissioner Barbaree expressed appreciation to past members of the Historic Preservation Commission for their volunteer service. He thanked the Mayor, Commission and staff for working to make this an improved ordinance that will better serve the citizens and downtown Dothan. Commissioner Newsome said he communicated these concerns five years ago but it appears no attention was paid until now. He said we need to get it right in the first place so that we won’t have to come back for a second “five years later.” Commissioner Barbaree said the Historic Preservation Commission will continue to be served by members of the community. Mayor Schmitz added that the current members will remain as appointed, and he explained that the terms of appointment are being changed to enable the City to apply for available grants. Upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Barbaree and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2014-26 (recorded in Ordinance Book No._______at Page_______), amending the terms of appointment to the Historic Preservation Commission for Michael Jackson and Joe Donofro to one (1) year from the date of the original appointment, said terms expiring on October 6, 2014; amending the terms of appointment to the Historic Preservation Commission for Jon Smith and Andy Gosselin to two (2) years from the date of the original appointment, said terms expiring on October 6, 2015; and amending the terms of the remaining members of the Historic Preservation Commission to three (3) years from the date of the original appointment, said terms expiring on October 6, 2016. Minutes of the Board of Commissioners – February 4, 2014, continued. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-27 (recorded in Ordinance Book No._______at Page_______), approving Amendment #1 with Barge, Waggoner, Sumner, and Cannon, Inc. for additional professional services for the implementation of the Administrative Order on Consent with the United States Environmental Protection Agency and the Alabama Department of Environmental Management for the City’s wastewater system, which results in a cost increase in the amount of $851,540.00, making the adjusted contract price $7,101,050.00. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Barbaree pointed out that he and Commissioner Newsome have served on this Commission the longest and inherited the problem, but he is very proud the City continues to make investments in our infrastructure, particular with wastewater, and he said this is another step in the right direction. He expressed appreciation to the citizens for allowing the resources needed to take care of problems. Mayor Schmitz said this next step will help take care of a serious issue and he thanked the Dothan Utilities department for their work. Commissioner Newsome said we are fortunate to have someone in our City who is capable of doing what is needed to comply with the administrative order and he will continue to support them in this process. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-28 (recorded in Ordinance Book No._______at Page_______), that the City of Dothan obtains a construction bond in the amount of $75,000.00 required by the Alabama Department of Transportation for work on various road ways. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Ferguson inquired into the cost of the construction bond and Acting City Manager Corbin replied that the cost is $750.00. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-29 (recorded in Ordinance Book No._______at Page_______), submitting the 2013 Annual Biosolids Report to the U.S. Environmental Protection Agency. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-30 (recorded in Ordinance Book No._______at Page_______), authorizing a Notice of Intent to be submitted to the Alabama Department of Environmental Management for the installation of water lines along Whatley Drive. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-31 (recorded in Ordinance Book No._______at Page_______), accepting funding in the amount of $6,755.20 from the District Attorney for acquisition of an accelerant detection K-9 needed by the Fire Department. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-32 (recorded in Ordinance Book No._______at Page_______), agreeing to participate on a 50/50 basis with the First Free Will Baptist Church, under Policy No. 3, to extend the sanitary sewage system from the existing end of line near the entrance to Gradic Creek Subdivision at Shelby Lane within the right-of-way of and along the north side of Timbers Drive to serve the First Free Will Baptist Church at 1461 Timbers Drive, at a cost of $23,650.00 to the City of Dothan, and appropriating funds for said extension. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Baxley. Commissioner Ferguson acknowledged a letter from the church included in the packet and inquired if the request has been addressed. Acting City Manager Corbin said that after the packet was distributed, staff noted some of the work done should have been contributed just to the church and therefore, this amount was deducted from the overall price. Commissioner Kirkland asked if this area is already served by City water and Acting City Manager Corbin confirmed that it is. Commission Barbaree said this 50/50 policy serves to improve Minutes of the Board of Commissioners – February 4, 2014, continued. infrastructure and often alleviates drainage problems. Acting City Manager Corbin added that Policy No. 3 includes applicable water extensions too. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-33 (recorded in Ordinance Book No._______at Page_______), entering into a contract with OnLine Utility Exchange in order to verify customer information, determine deposits of potential customers of Dothan Utilities and locate delinquent customers. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-34 (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 Hydraulic Excavator-Option w/full Rental Inc $153,552.95 Machine Warranty 5 Year/6,000 Dothan, AL Hours, Quantity 1 Single Phase Electric Meters for Brasfield Sales See Price in Inventory; See Bid Tabulation Sheet Birmingham, AL Description for Detailed Descriptions. Item A. Class 100-Unit Price $51.25, Quantity 1,000 (more or less); Item B. Class 320 -Unit Price $82.00, Quantity 100 (more or less); Item D. Class 100-Unit Price $82.00, Quantity 20 (more or less); Item I. Class 200-Unit Price $110.00, Quantity 40 (more or less) Solid State Polyphase Electric Meters Brasfield Sales See Price in for Inventory: See Bid Tabulation Birmingham, AL Description Sheet for Detailed Description. Item F. Class 480-Unit Price $490.00, Quantity 40 (more or less) Solid State Polyphase Electric Meters H D Supply See Price in for Inventory: See Bid Tabulation Pensacola, FL Description Sheet for Detailed Description. Item C. Class 200-Unit Price $255.00, Quantity 100 (more or less); Item E. Class 20- Unit Price $353.00, Quantity 20 (more or less); Item H. Class 20-Unit Price $255.00, Quantity 8 (more or less); Item J. Class 20-Unit Price $255.00, Quantity 50 (more or less) Solid State Electric Meters for H D Supply See Price in Inventory: See Bid Tabulation Pensacola, FL Description Sheet for Detailed Description. Item G. Class 20-Unit Price $239.00, Quantity 10 (more or less); Item K. Class 200- Unit Price $451.00, Quantity 24 (more or less) Cab & Chassis for 20 Yard Rear Coffman International $80,549.32 Loader-Unit Price $80,549.32, Dothan, AL Quantity 1 (or More) 28 Yard Automated Refuse Body Gulf Coast Truck & Equipment See Price in with Chassis, Unit Price-$254,970.64 Dothan, AL Description (Total Cost of 2 Units $509,941.28 (As Listed on Tabulation Sheet for Two Units Plus Cost of Additional Set of Arm Controls)), Quantity 2 (or more); Additional Set of Arm Controls (Rocker Switches)-Unit Price $1,250.00, Quantity 2 (or more) 20 Yard Rear Loader Refuse Body, Sansom Equipment Co. See Price in Unit Price-$54,927.51, Quantity 1 Birmingham, AL Description (or more) Minutes of the Board of Commissioners – February 4, 2014, continued. Pavement Marking Machine, Price of Truckworx Kenworth See Price in Unit (Body with Chassis)-$153,017.00, Dothan, AL Description Optional Items: Intercom System, Unit Price-$2,967.00; Laser Line Guidance System, Unit Price-$8,360.00; Cleaner Spray System, Unit Price-$1,179.00; Hand Gun with Hose Reel, Unit Price- $2,243.00, Awarding Total Unit Body with Chassis Plus All Optional Items- Total Price $167,766.00, Quantity 1 Underground Three Phase, Loop-Feed Mayer Electric See Price in Padmounted Transformers for Dothan, AL Description Inventory; 500 KVA, 120/208 Secondary Voltage-Unit Price $8,400.00, Load 5288, Loss 646, Quantity 1 (or more); 750-KVA, 120/208 Secondary Voltage-Unit Price $12,485.00, Load 5,738, Loss 1,188, Quantity 2 (more or less) Underground Single Phase Gresco Capstone See Price in Transformers Padmounted Dothan, AL Description Compartmental Type 37 KVA for Inventory; One Phase Loop Feed Fifteen-Unit Price $1,260.00, Load 508, Loss 69, Quantity 15 (more or less) Other Purchases: Police Ammunition, See Yellow Gulf States Distributors $30,640.00 Requisition for Additional Details, Montgomery, AL Quantities Quoted Per Case: Federal American Eagle AE40R1-Unit Price $239.00, Quantity 50; Federal TRU T223E-Unit Price $249.00, Quantity 35; Federal American Eagle AE223, Unit Price-$179.00, Quantity 30; Federal Tactical LE127-00 - Unit Price $119.00. Quantity 10; Federal LEB 127-Unit Price $149.00, Quantity 10; Federal Gold Medal GM308M-Unit Price $385.00, Quantity 5. State of Alabama Contract #4012628. Shipping Included. Provide and Install Replacement Coopercraft $ 43,243.66 Panic Buttons at Various City Locations, Quantity 45; Meeting Rooms B, C & D Recabling and Fiber Optic Connectivity for Security Cameras, Sole Source Provider Commissioner Kirkland then moved for adoption of Resolution No. 2014-34, motion seconded by Commissioner Barbaree. Acting City Manager Corbin confirmed for Commissioner Ferguson that the fiber optic purchase is for materials and the majority of the installation will be handled by the City. There being no further discussion, the motion was unanimously carried. Mayor Schmitz introduced Resolution No. 2014-35 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Jeremy Collins Standardized Field Sobriety Testing $ 00.00 Anniston, AL Peter Wong Concerns of Police Survivors $ 1201.97 Tom Skeen Chaplain Training Durham, NC Minutes of the Board of Commissioners – February 4, 2014, continued. Billy Mayes AWWA’s 2014 Annual Conference and $ 3227.02 Exposition Boston, MA Todd McDonald 2014 National American Planning Conference $ 2241.00 Atlanta, GA Frank Breaux 2014 National American Planning Conference $ 3034.00 Chuck Harris Atlanta, GA Amy Elliott Alabama Strategic Technology $ 00.00 Reserve (STR) Workshop Orange Beach, AL Commissioner Barbaree then moved for adoption of Resolution No. 2014-35, motion seconded by Commissioner Ferguson and unanimously carried. Commissioner Ferguson moved to accept an easement from Carl Blackmon and Billy Warren Blackmon needed to construct necessary improvement and appurtenances for future water utilities on Whatley Drive, motion seconded by Commissioner Kirkland. Commissioner Kirkland said Whatley Drive has recently been resurfaced and he requested caution be taken with heavy equipment being used in the area. Acting City Manager Corbin said installation work will be primarily handled by City forces and for the most part the equipment will not be on the road. Commissioner Newsome asked when the work will be done and Dothan Utilities Director Billy Mayes estimated work will begin in approximately four months. There being no further discussion, the motion 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