City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 1, 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, April 1, 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 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. Pastor Matt Meister, Dothan Community Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of March 18, 2014, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Schmitz, along with Chamber of Commerce Chairman Mr. Bob Woodall, introduced 3-D printing consultant Mr. Graham Tromans, thanked him for his assistance in bringing Nanjing Zijin-Lead Electronics to Dothan and presented him with a plague of appreciation. Mayor Schmitz presented and read a proclamation, proclaiming April 10, 2014 as “National Youth HIV & AIDS Awareness Day” in the City of Dothan. Michael Murphree, CEO, Medical AIDS Outreach of Alabama, was present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming April, 2014 as “World Autism Awareness Month” in the City of Dothan. Josh Haisten, Treasurer of the Wiregrass Area Autism Society of Alabama Junior Board, was present for the proclamation. Commissioner Newsome expressed concern regarding foot traffic mixing with vehicular traffic between the library and the post office. He asked about the possibility of a handicap ramp for pedestrians to get directly across the street from the library to the post office. City Manager West said he will discuss this matter with Public Works Director Jerry Corbin and Assistant Public Works Director Charles Metzger. Commissioner Newsome said striping is needed on Highway 231 South from downtown to Ross Clark Circle for safety reasons. City Manager West said this road is maintained by the Alabama Department of Transportation and advised that he will check into discussing this matter with them. Commissioner Newsome said he would like to discuss the internal control report with City Manager West. Commissioner Newsome said there is a sewage problem at 410 West Powell Street with an apparent stoppage located between the owner’s property and the street. He requested someone take a look at this issue. Commissioner Barbaree requested the Commission be notified as to when the old library will be torn down so they can pass the proper information along to their constituents. Commissioner Barbaree requested direction from staff in the form of recommendations for use of the Old Air National Guard Armory property. Minutes of the Board of Commissioners – April 1, 2014, continued. Commissioner Barbaree said he would like to see splash pads for recreational use in some of the neighborhood parks if possible in the future. Commissioner Barbaree said he would like to discuss an issue pertaining to right- of-ways with Mayor Schmitz after the meeting today. Commissioner Barbaree recognized Retired Northview High School Basketball Coach, Pastor Floyd Griffin, as being present in the audience, and he wished recent Northview graduate and current Florida State basketball player Marquez White, success in the NIT semifinals tonight in New York. Commissioner Baxley thanked Mayor Schmitz for all the work he has done to lay the groundwork and bring the U.S.-China Symposium to Dothan. He said he looks forward to good things to come. Mayor Schmitz thanked City Manager West, Executive Assistant Sarah Woodham, Mr. Dean Mitchell, and all City employees for their help in making the U.S.-China Symposium an incredible experience and putting on a first class event. He thanked The Downtown Group Executive Director Jill Williams and downtown businesses for making the International Foster Fest event a success. Mayor Schmitz said the symposium allowed forty-two regional communities the opportunity to connect and showcase their strengths. He said he is proud of the Dothan Area Chamber of Commerce and the community for their involvement and great hospitality shown to the guests. Mayor Schmitz said he is proud of the community’s show of support for Vietnam Veterans at the “Welcome Home Day” event held on Saturday, March 29th at the Westgate gym, and he thanked City Manager West for his participation. City Manager West expressed appreciation to the community for a great turnout at the U.S.-China Symposium, and he thanked staff for everything they did to make the event a success. Ms. Charlotte Adams, Pilot Club, introduced the 2014 Miss Dothan Jessica Marshall, Teen Miss Dothan Erin Taylor and Little Miss Dothan Elizabeth Bond. City Manager West said the Pilot Club supports many charities and is a critical component of our community. Local Hoop Shoot Director Mr. Bruce Tyre introduced and recognized Elks National Hoop Shoot Contestant Lauren Thompson. He said she is representing Highlands Elementary School and will be competing on April 10th in Springfield. City Manager West announced the Azalea Dogwood Trail will be held Sunday, April 6th, with the ribbon cutting taking place at 1:30 p.m. and the tour beginning at 2:00 p.m. Leisure Services Director Elston Jones requested residents along the trail route to place their trimmings by the street by Wednesday, April 2nd for removal by Public Works crews. City Manager West announced the 9th Annual Heritage Trail will take place in Bamadale Subdivision on Sunday, April 6th with the ribbon cutting taking place at 1:30 p.m. and the trail beginning at 2:00 pm. City Manager West announced the Annual Special Olympics will take place Wednesday, April 2nd at Dothan High School and invited the public to attend. City Manager West announced the Dothan Pro Tennis Classic will be held April 13th-20th at the Westgate Tennis Complex. City Manager West announced the opening for Eastgate Little League will be at 10:00 a.m. on Saturday, April 5th and the opening for Girls Softball will take place at 10:00 a.m. on Saturday, April 12th at the Westgate Softball Complex. City Manager West stated the odd/even water restrictions begin today. Residents with even number addresses will be able to water on Wednesdays, Fridays and Sundays and residents with odd number addresses will be able to water on Tuesdays, Thursdays and Saturdays. Minutes of the Board of Commissioners – April 1, 2014, continued. City Manager West announced the Citizen Police Academy begins tonight at 6:00 p.m. at the Police Roll Call Room. City Manager West announced that the next Dothan 101 class will begin April 15th. City Manager West announced Commissioner Dorsey is hosting a “Golden Egg Hunt” event at Eastgate Park on Saturday, April 13th from 2:13 until 5:13 p.m. City Manager West announced that the City is hosting a seminar for small businesses on Tuesday, April 22nd at 5:30 p.m. in the City Commission Chambers. Mayor Schmitz introduced the application of Jerrilyn Evans for a Lounge Retail Liquor License-Class I (on or off premises) for Overtime Sports Bar and Lounge, located at 3803 Ross Clark Circle, Suite 3 (tabled on March 18, 2014). Commissioner Kirkland moved to remove this item from the table, motion seconded by Commissioner Newsome and unanimously carried. Commissioner Kirkland moved for approval, motion seconded by Commissioner Dorsey. Commissioner Barbaree said he does not have an issue with Ms. Evans, but he does have some reservations because a bad precedence has been set by previous businesses at this location, to include loitering in the parking lot after hours, fights and litter. He mentioned several safety and aesthetic issues with this property that need to be corrected by the owner to include the parking lot lights not working properly and large potholes in the parking lot. City Manager West said he will discuss this matter with Planning Director Todd McDonald and City Attorney White. Commissioner Newsome asked if there was anyone in opposition present today and there were none. Ms. Evans said she met with many of the neighboring business owners to introduce herself and discuss their concerns. Commissioner Dorsey said this property is located in his district and he has not received any phone calls relating to this request. Commissioner Newsome said this is a shining example of how to deal with people when establishing business and he commended Ms. Evans for taking the time to speak with those who expressed opposition. There being no further discussion, the motion was unanimously carried. Mayor Schmitz introduced the application of Bruce Burley d/b/a A Ability Bonding, LLC for a Bail Bond License, located at 206 North Appletree Street, Dothan, Alabama. Commissioner Kirkland moved for approval, motion seconded by Commissioner Baxley. Commissioner Newsome acknowledged the Police Department’s local background check shows one arrest for Domestic Violence III and questioned if Mr. Burley has any criminal history that has not been made available. City Manager West explained the police are only allowed by law to check local records for this type of application. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Kirkland, Ferguson and Baxley; “nay:” Newsome and Barbaree. The motion was carried by the majority of five "yeas" to two “nays.” George McClintock and Marc Nelson of McClintock, Nelson, Whitehead & Associates presented a summary of the Comprehensive Annual Financial Report. Mr. McClintock expressed appreciation for the opportunity to perform the audit and thanked Angela Palmer and the Finance Department for their assistance. Commissioner Barbaree asked if retirement is unfunded or funded liability. Mr. Nelson explained an unfunded liability does exist but a study is performed each year and the contribution rate is set based on the investment rate to cover the perceived retiree amount. He said the State of Alabama system is very sound. City Manager West thanked all department heads for doing an exceptional job in watching their budgets and he expressed appreciation to the Finance Department. Commissioner Kirkland moved for acceptance of the Comprehensive Annual Financial Report (Audit) for Fiscal Year ending September 30, 2013, motion seconded by Commissioner Newsome and unanimously carried. Mayor Schmitz introduced Ordinance No. 2014-71 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Joseph Investments, LLC located between Health Sciences Boulevard and Drew Road from A-C Minutes of the Board of Commissioners – April 1, 2014, continued. (Residential Single-Family, Very Low Density) District to B-2 (Highway Commercial) District. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Kirkland 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 Baxley then moved for adoption of Ordinance No. 2014-71, 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.” Mayor Schmitz introduced Resolution No. 2014-72 (recorded in Ordinance Book No._______at Page_______), agreeing to issue an emergency purchase order to Blankenship Contracting, Inc. for $35,343.50 to rebuild a section of 18 inch diameter sanitary sewer trunkline near Executive Park Drive. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. Commissioner Barbaree said he is pleased we are doing business with a local contractor. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-73 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CDG Engineers & Associates for engineering design services for bridge replacement on Brookside Drive, resurfacing of South Park Avenue, and resurfacing of Chickasaw Street, for a not-to-exceed amount of $154,524.00, without authorization of the City Commission and appropriating funds for said projects. Commissioner Newsome moved for adoption, motion seconded by Commissioner Barbaree. Commissioner Ferguson asked if request for proposals (RFPs) are sent out for this type of work. Public Works Director Jerry Corbin said CDG Engineers & Associates has handled all of the City’s ATRIP work, to include the application process, and he considers it to be in the City’s best interest to remain with the same consultant throughout the project. Commissioner Ferguson said he would like to see a fair and equitable distribution of this type of work among local firms. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-74 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CDG Engineers & Associates for the design and permitting of the sanitary landfill expansion at a cost not-to-exceed $484,658.00, without authorization of the City Commission and appropriating funds for said projects. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Newsome said he has concerns regarding the expansion of the existing landfill because of the momentum currently occurring in this area. He said he does not want to discourage businesses from investing in this part of the City. He said he understands the City is still looking into a transfer station and other means of solid waste disposal. Mayor Schmitz said there will hopefully be a work session in the near future to discuss this matter. Commissioner Newsome said he is amenable to this; however he is not for anything that says business as usual and the continued expansion of waste at the present location. Commissioner Kirkland requested a buffer along the north side of the landfill. Commissioner Dorsey requested CDG Engineers & Associates provide him with the waste management plan as soon as possible. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-75 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of 14”x6” tapping sleeve and valve with 7 linear feet of 6” DIP Fire water line and three (3) 1” water services on US Highway 231 N. (Montgomery Highway) for a new Full Moon Bar-B-Que Restaurant located at 3826 Montgomery Highway. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Minutes of the Board of Commissioners – April 1, 2014, continued. Mayor Schmitz introduced Resolution No. 2014-76 (recorded in Ordinance Book No._______at Page_______), submitting an application to the State of Alabama Department of Education for participation in a Summer Food Service Program for Children, entering into an agreement with the United States Department of Agriculture for administration of the program and entering into an agreement with the Dothan City Board of Education to provide food services. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commission Barbaree asked if the milk is supplied by a local company. Leisure Services Director Elston Jones replied the milk is provided by Montana Magnet School and he would find out which company supplies the product. Commissioner Dorsey said this is important for the community and he applauded Mr. Jones for spearheading this program again this year. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-77 (recorded in Ordinance Book No._______at Page_______), agreeing to waive Section 62-101 and Section 62- 102 of the City of Dothan Code of Ordinances and allow the American Cancer Society Relay for Life to hold an over-night event on Friday, May 2, 2014 at the Houston County Farm Center. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley. City Manager West said this is a variance of the noise ordinance. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-78 (recorded in Ordinance Book No._______at Page_______), entering into a contract with PEACH Engineering for a fee of $18,000.00 for engineering services for the Chiller Replacement & HVAC Upgrades to the Civic Center Complex. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this chiller was not included in the HVAC work completed in 2008. Mr. Bill Sherrer of PEACH Engineering explained this chiller is forty years old and has been used as a backup. He said the chiller has developed a failure in the outer vessel that cannot be fixed. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-79 (recorded in Ordinance Book No._______at Page_______), entering into an agreement and issuing a Notice to Proceed to Waid Parrish & Associates, for professional services to design renovations for the City’s Traffic Engineering Building in the amount of $26,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree. City Manager West said this amount has been budgeted and the renovations will provide the room needed for the City’s transportation system. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-80 (recorded in Ordinance Book No._______at Page_______), accepting the proposal of McGriff, Seibels and Williams, Inc. for Specific Stop Loss Reinsurance for the City of Dothan’s Health and Accident Insurance Plan, as quoted by Houston Casualty Company, with a monthly premium of $10.97 for single and $31.83 for family, with a deductible of $170,000.00 per claim after a $50,000.00 aggregate specific deductible has been met with a maximum per person liability of $1,830,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree. Commissioner Barbaree asked if this is a local company and Personnel Director Delvick McKay explained local companies are unable to carry this type of coverage because of the amount of exposure and liability. Mr. McKay confirmed for Commissioner Newsome that the cost is competitive. Mr. McKay requested the resolution be revised to reflect “unlimited liability” in place of the $1,830,000.00 amount in order to comply with the addition of the Affordable Care Act. He said this revision is included in the provided quote. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-81 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the United States Tennis Association for the 2014 USTA Women’s $50,000.00 Tournament to be held the week of April 14-21, 2014. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West said the City could use more sponsors for this tournament. Commissioner Barbaree requested Coca- Minutes of the Board of Commissioners – April 1, 2014, continued. Cola be contacted. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-82 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with WDHN for television advertising for Water World at a cost of $4,000.00. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Barbaree said he believes the City should also be doing business with Ricky Stokes News and WWNT Radio because they are also local companies. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-83 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with WTVY for television advertising for Water World at a cost of $8,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-84 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Wiregrass Radio for an advertising package for the promotion of Water World at a cost of $1,680.00. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-85 (recorded in Ordinance Book No._______at Page_______), appointing Albert Kirkland as a member of the National Peanut Festival Association, Inc. Board of Directors. Commissioner Newsome moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-86 (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 Chlorine Gas Detector, Single Southeast Water Systems See Price in Sensor, with Battery Backup: Ashford, AL Description A. Unit Price - $1,560.00 B. Quantity 10 (more or less) C. Total - $15,600.00 D. Delivery Time Quoted: 1-2 weeks E. Manufacturer/Model Quoted: Hydro Instruments GA-170 Overhead Transformers: Mayer Electric See Price in 15 KVA; Quantity of Units to Bid: Dothan, AL Description 25 (more or less); Unit Price: $593.00; Load: 41; Loss: 223 Brand: GE Prolec; Delivery: 11 weeks 25 KVA; Quantity of Units to Bid: 25 (more or less); Unit Price: $709.00; Load: 52; Loss: 355 Brand: G E Prolec; Delivery: 11 weeks Overhead Transformers: H D Supply See Price in 50 KVA; Quantity of Units to Bid: Pensacola, FL Description 25 (more or less); Unit Price: $1,011.00; Load: 99.08; Loss: 99.12 Brand: Central Maloney; Delivery: 8 weeks 75 KVA; Quantity of Units to Bid: 25 (more or less); Unit Price: $1,374.00; Load: 99.17; Loss: 99.20 Brand: Central Maloney; Delivery: 8 weeks Other Purchases: John Deere 5100 E Tractors: Sunsouth, LLC See Price in Minutes of the Board of Commissioners – April 1, 2014, continued. Unit Price - $41,813.41, Dothan, AL Description Quantity 2 (or more); Purchasing through the Houston Galveston Area Co-Operative Tiger Double Gang Flail Mower: Tiger Corporation See Price in Unit Price - $26,160.00 Quantity 1 Dallas, TX Description (or more); State of Alabama contract T226 #4011295; Right of Way Mowers Komatsu Dealer Parts to be Tractor & Equipment Co. $ 30,000.00 Purchased as needed throughout Dothan, AL the fiscal year 2014 Monthly Telephone Services Centurylink $160,000.00 Commissioner Kirkland then moved for adoption of Resolution No. 2014-86, motion seconded by Commissioner Baxley. Commissioner Barbaree expressed appreciation to a representative of Sunsouth, LLC for being present today. There being no further discussion, the motion was unanimously carried. Mayor Schmitz introduced Resolution No. 2014-87 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Kathi Faulk ADECA Recreation Programs $ 268.00 Compliance Workshop Guntersville, AL William Roberson Euthanasia By Injection $ 418.00 Birmingham, AL Cade Wells Gracie Survival Tactics $ 2,665.00 Katrina Lewis Military/Law Enforcement Instructor Certification Ft. Benning, GA Lisa Reeder Sungard Education & Training $ 4,422.00 Romona Marcus User’s Conference Anaheim, CA th Jamie Quattlebaum 69 Annual AWPCA “Short Course” $ 1,656.64 Eric Meadows and Conference Pat Leonard Mobile, AL Andy Watson Rose Evans-Gordon Spring Municipal Law Conference $ 349.00 Alabama Municipal Judges Association Prattville, AL Randall Brazelle Waste Expo $ 850.96 Shelby Cunningham Atlanta, GA Michael Brian Baker SUGA 2014 Education & Training Event $ 2,436.68 Anaheim, CA Delvick J. McKay Alabama Association of Public $ 1,095.00 Personnel Administrators 2014 Annual AAPPA Conference Orange Beach, AL Delvick J. McKay Alabama Association of Public $ 550.00 Personnel Administrators AAPPA Certification Course Opelika, AL Commissioner Kirkland then moved for adoption of Resolution No. 2014-87, motion seconded by Commissioner Baxley and unanimously carried. There being no further business, Commissioner Ferguson moved that the meeting be adjourned, motion seconded by Commissioner Barbaree and upon the unanimous vote of "yea," the meeting was duly adjourned. Minutes of the Board of Commissioners – April 1, 2014, continued. /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 Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS