City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 15, 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 15, 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. Commissioner Taylor Barbaree was absent. 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 David Temples, Westwood Presbyterian Church, then led in prayer, afterwhich Commissioner Baxley led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of April 1, 2014, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming May 12-16, 2014 as “Small Business Week” in the City of Dothan. Dothan Area Chamber of Commerce representatives Dean Mitchell and Bob Woodall were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming April 13-19, 2014 as “Public Safety Telecommunications Week” in the City of Dothan. Police Chief Greg Benton, Fire Chief Larry Williams and Lieutenant Rachel David, along with City of Dothan Telecommunicators, were present for the proclamation. Commissioner Dorsey thanked the community for coming out to the Easter egg hunt event at Eastgate Park on Sunday, April 13th. He expressed appreciation to the Police Department and Fire Department for their involvement. Commissioner Dorsey announced the City of Dothan was selected out of fifty states to attend the Youth Education and Families (YEF) Institute in Washington, D.C. to participate in the Municipal Leadership for Juvenile Justice Reform Leadership Academy. He thanked EEO Officer Darryl Mathews and Police Department staff for the nomination. The YEF is hosting the academy on June 11th-13th and the cost of the trip will be reimbursed. Commissioner Dorsey requested Sergeant Clark Allums and Chief Probation Officer Angela Underwood to accompany him on this trip. Commissioner Ferguson expressed appreciation to the employees who work in Telecommunications and he challenged the Commission to ensure they are doing everything they can to meet their needs. Mayor Schmitz commended Commissioner Dorsey for hosting the Easter egg hunt event at Eastgate Park on Sunday, April 13th. Mayor Schmitz invited everyone to attend the Dothan Pro Tennis Classic Tournament happening this week at the Westgate Tennis Center. Mayor Schmitz said he would like to meet with City Attorney Len White following the meeting. Rose Hill Senior Adult Center Manager Debbie Reed, along with City Manager West and employees, introduced and recognized the winners of the National Senior League Games. Minutes of the Board of Commissioners – April 15, 2014, continued. City Manager West introduced Safety Officer Trampas Gougler, who accepted a Risk Management Gold Award on behalf of the City of Dothan. Mr. Gougler recognized all employees, supervisors and department heads for their professionalism and commitment to operating machinery and equipment in a safe manner. City Manager West, along with Public Works Director Jerry Corbin and Environmental Services Division employees, presented Bernard F. Ward with a retirement certificate for thirty-seven years of service with the City of Dothan. City Manager West gave his Annual Report on the Financial Condition of the City. His report covered topics on: Five Year Forecast; Ten Year Revenue/Expenditure History; Fund Balance; Major Service Expenditures; Debt Service; Comparison of Revenue Sources with Other Cities; Potential Revenue Sources; Facility, Fleet, Computer & Capital Identified Needs; and the City’s Path Forward. Mr. West said we have to continue to be good stewards, make prudent financial decisions, maintain adequate reserves, plan for future needs, set priorities and ensure funding is available prior to proceeding with capital projects. He said the City is financially strong and showing some signs of economic recovery with little or no growth in sales tax revenue. Mr. West said current reserves are adequate and the City is going to be challenged to fund anticipated capital projects, sewer improvements and solid waste disposal with current revenue. He noted that this will be Finance Director Angela Palmer’s last year with the City and he recognized her as a major part of this report and presentation. City Manager West announced the “Doing Business with the City” seminar will be held on Tuesday, April 22nd. City Manager West said Dothan 101 begins at 6:00 p.m. tonight in the Commission Chambers. City Manager West said the Dothan Pro Tennis Classic Tournament is taking place at Westgate Tennis Center. City Manager West announced the 38th Annual City Track Meet is at 9:00 a.m. on Saturday, April 19th at Dothan High School. City Manager West noted the designated safety zones recently established along the trails at Westgate Park aided emergency responders during an incident last week. City Manager West announced a free community workshop regarding consumer and housing legal issues will be held on Thursday, April 24th at 6:30 p.m. at Andrew Belle Community Center. City Manager West said Chief Williams has organized a Fire Explorer Post and has thirty participants in the program. City Manager West noted some staff from Dothan Utilities participated in Wallace College’s Groundwater Day on Friday, April 11th. Mayor Schmitz requested City Manager West schedule a work session prior to Mrs. Palmer’s retirement to discuss retirement and unfunded liability. Mayor Schmitz introduced the application of Walther Palmeri for a Lounge Retail Liquor License-Class I (on premises) for Alabama Slammer II, located at 2970 East Main Street. Commissioner Newsome moved for approval, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Schmitz introduced the application of Janna Everett for a Special Events Retail License (7 days or less) for Blue Moon Cafe, located at 172 South Foster Street. Commissioner Kirkland moved for approval, motion seconded by Commissioner Baxley. City Manager West confirmed for Commissioner Newsome this address is located within the Entertainment District and clarified some of the Minutes of the Board of Commissioners – April 15, 2014, continued. rules pertaining to the ordinance. Mayor Schmitz said this event is a fundraiser for Amyotrophic Lateral Sclerosis (ALS) and the City is grateful for Ms. Everett’s work in the community. Commissioner Newsome said he wants the Commission to ensure the needs are met for this event. There being no further discussion, the motion was unanimously carried. Mayor Schmitz announced a Public Hearing regarding the demolition and removal of unsafe structures. Ms. Diana Davis said she has just purchased the property at 105 Condon Road and it has had extensive fire damage. She said she has obtained a repair permit and is in the process of removing all contents from the inside. She requested an extension in order to rebuild. City Manager West advised as long as progress is being made, the City will not proceed with demolition. He recommended Ms. Davis communicate with Planning Director Todd McDonald following the meeting. There being no further discussion, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Resolution No. 2014-89 (recorded in Ordinance Book No._______at Page_______), declaring certain properties as creating a nuisance, constituting a hazard to the public health, safety and convenience of the citizens and authorizing the demolition and removal of said properties. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-90 (recorded in Ordinance Book No._______at Page_______), assessing properties for the cost of demolition of substandard structures and turning the amounts over to the county tax collector to be added to the next regular bills for taxes levied against the respective lots and/or parcels of land. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-91 (recorded in Ordinance Book No._______at Page_______), submitting a grant revision request to the Alabama Department of Environmental Management to change the itemized budget to reflect the purchase of carts and bins only. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-92 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Guardian Systems, Inc. for the 2014 Professional Laboratory Services for the City of Dothan Drinking Water Monitoring Program. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West noted the City has used this firm for years. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-93 (recorded in Ordinance Book No._______at Page_______), authorizing the Mayor to file an application for a twenty (20) year loan to be made at three and one-half percent (3.5%) interest by the Alabama Water Pollution Control Authority in the amount of $19,231,000.00 for the Dothan Wastewater System Improvement Project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. Mayor Schmitz explained the City is applying for this loan for future sewer system needs. City Manager West said the interest rate is expected to be less than 3.5% and acceptance of the loan will be brought before the Commission for approval. Commissioner Ferguson asked if other options have been explored. City Manager West said he has found this option to be the most competitive. Mrs. Palmer explained the process and benefits of this type of loan versus open market loans. Commissioner Ferguson asked if any federal grants have been requested for this project. City Manager West said he is not aware of any federal dollars available at this time for sewer system work but he will ask. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-94 (recorded in Ordinance Book No._______at Page_______), approving the final Summary Change Order with APAC Mid-South, Inc., for necessary changes involved with the construction of the Minutes of the Board of Commissioners – April 15, 2014, continued. entrance road for the new Alabama College of Osteopathic Medicine, which results in a cost increase in the amount of $127,613.85 and making the final adjusted contract price $1,271,227.85, and appropriating funds for said Change Order. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Ferguson asked if this increased amount will be matched by the State. City Manager West said the State agreed to reimburse $2,000,000.00 between the City and Houston County for road improvements associated with this project. He explained that the State is granting credit to the City over the next three years for the City’s match for Metropolitan Planning Organization (MPO) projects but not all of the cost will be reimbursed. He said some changes have been made to the project which resulted in a higher cost. Mr. Corbin explained that these changes have occurred due to unforeseen conditions, such as the discovery of unsuitable subgrade and the relocation of the median based on the State’s current standards. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-95 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dell SecureWorks, Inc. to provide external network vulnerability scanning of select systems at a cost of $1,500.00 for a one year period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-96 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Dothan Destinations (a division of Scenic Cable) for advertising for Water World at a cost of $2,900.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-97 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Durden Outdoor Display, Inc. for digital sign network advertising for Water World at a cost of $3,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-98 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector for the purchase of interface software development for OnLine Utility Exchange in the amount of $2,500.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-99 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of March, 2014 in the amount of $12,052,012.74. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-100 (recorded in Ordinance Book No._______at Page_______), re-appointing Debora Pettway as a member of the Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-101 (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 Police Interceptor SUV: Stivers Ford See Price in Quantity 1 (or more): Montgomery, AL Description Year: 2014 Make: Ford Model: Police Utility Interceptor Total Price of Unit: $25,133.81 Additional Options at Dealer Cost: Yes Minutes of the Board of Commissioners – April 15, 2014, continued. Used 6 x 4 Tractor/Truck: Coffman International See Price in Quantity 1 (or more): Dothan, AL Description Year: 2,007 Make: Freightliner Model: Columbia Total Price of Unit: $46,999.00 Fiber Optic Splicing Trailer: Mobile Tech Trailers See Price in Quantity of Complete Units 2 Argos, IN Description (more or less) Unit Price: $19,770.00 Total Price: $39,540.00 Manufacturer: Mobile Tech Trailers Circuit Reclosers: Power Connections, Inc. See Price in Pole Mount Reclosers – Dothan, AL Description Quantity: 5 (or more) Complete Unit Price: $17,053.00 Total Price: $85,265.00 Approximate Weight for each Complete Unit in Pounds: 750 Manufacturer: G & W Electric Company Center-Lock Aerial Slack Storage: Gresco Utility Supply, Inc. See Price in Preformed Line Products FIBERIGN® Dothan, AL Description Quantity: 90 (more or less) Unit Price: $69.89 Total Price: $6,290.10 Manufacturer: FIBERLIGN® COYOTE® One Dome: Mayer Electric See Price in A) Preformed Line Products Dothan, AL Description COYOTE® One Dome Closure: Quantity 48 (more or less) Unit Price: $128.25 Total Price: $6,156.05 Manufacturer: Preformed Coyote Terminal Dome Closure: Gresco Utility Supply, Inc. See Price in A. Preformed Line Products (PLP) Dothan, AL Description COYOTE® Terminal Dome Closure: Quantity 5 (more or less) Unit Price: $286.55 Total Price: $1,432.75 B. Preformed Line Products (PLP) COYOTE® Lite-Grip Short Tray: Quantity 65 (more or less) Unit Price: $15.75 Total Price: $1,023.75 C. Preformed Line Products (PLP) COYOTE® Lite Grip Short Tray: Quantity 25 (more or less) Unit Price: $19.65 Total Price: $491.25 D. Preformed Line Products (PLP) COYOTE® Mounting Bracket: Quantity 5 (more or less) Unit Price: $24.34 Total Price: $121.70 Total Cost of Bid Items A, B. C & D: $3,069.45 Vertical Cable Storage Kit: Gresco Utility Supply, Inc. See Price in A) Preformed Line Products Dothan, AL Description FIBERLIGN® (PLP Part # 8003503) Quantity 150 (more or less) Unit Price: $9.17 Total Price: $1,375.50 B) Preformed Line Products FIBERLIGN® (PLP Part # 8003503B1) Quantity 50 (more or less) Unit Price: $18.16 Total Price: $908.00 C) Preformed Line Products FIBERLIGN® (PLP Part # 8003569) Quantity 53 (more or less) Minutes of the Board of Commissioners – April 15, 2014, continued. Unit Price: $126.15 Total Price: $6,685.95 Total Cost of Bid Items A, B & C: $8,969.45 Type B Crushed Aggregate Base: Columbus Quarry, LLC See Price in Quantity 855 tons (more or less) Fortson, GA Description Price Per Ton: $7.00 Delivery Price Per Ton: $16.15 Total Delivered Price: $23.15 Youth Athletic Trophies: Home Team Athletics $ 54.00 2" die cast metal sculptured Medals Jacksonville, NC with Ribbons: Quantity 50 Unit Price: $1.08 Youth Athletic Trophies: MTM Recognition $ 1,342.50 Group "A" Pel City, OK Youth Individual Trophies: 1. 2" Plastic Columns - Quantity 200 Unit Price: $3.75 Total Price: $750.00 2. 3 " Plastic Columns - Quantity 150 Unit Price: $3.95 Total Price: $592.50 Total Group "A" Price: $1,342.50 Youth Athletic Trophies: Home Team Athletics $ 183.30 Group "B" Jacksonville, NC Youth Team Trophies: 1. City Champions : 9" Wood Columns Quantity 5-Unit Price: $13.80 Total Price: $69.00 2. League Champions: 7" Wood Columns Quantity 7-Unit Price: $12.90 Total Price: $90.30 2. Runner Up: 5" Wood Columns: Quantity 2 -Unit Price: $12.00 Total Price: $24.00 Total Price Group "B": $183.30 Youth Athletic Trophies: Home Team Athletics See Price in Group: "C": Jacksonville, NC Description Specialty Trophies: 1. City Champions - Quantity 200 Unit Price: $6.65 Total Price: $1.330.00 Total Price Group "C": $1,330.00 Plaques: Jackson’s Trophies See Price in 10" x 10" Home Plate Plaques with Dothan, AL Description City Seal: Quantity 10 (more or less) Unit Price: $14.94 Total Price: $149.40 Plaques: Almega Sports See Price in 8' x 10" Standard Plaque: Panama City, FL Description Quantity 3 (more or less) Unit Price: $12.00 Total Price: $36.00 Note: All bid awards for Dothan Utilities are for the FIBER project. Other Purchases: L G Dispatch Community Sungard Public Sector $ 20,691 Connect-$780 Lake Mary, FL GTG Looking Glass Routing-$2,117 LG Mobile Community Connect-$17,795 5/01/2014 thru 4/30/15 Sole Source Minutes of the Board of Commissioners – April 15, 2014, continued. Painting Materials Necessary to SteelCon $ 23,132 Paint the Triple Flume Slides at Irondale, AL Water World Water Park Emergency Purchase Maintenance on Water World's Dixie Painting & Sandblasting $ 47,800 Triple Flume Slides: Labor and Andalusia, AL Equipment to sandblast and Paint the Triple Flume Slides at Water World, Emergency Purchase Professional Services King & Spalding $ 6,887 Project Number 850310 Atlanta, GA Commissioner Kirkland then moved for adoption of Resolution No. 2014-101, motion seconded by Commissioner Baxley. Commissioner Newsome inquired into the bid for a 2014 Police Interceptor SUV. City Manager West explained the SUV is for the K-9 unit and will allow more room for dogs and gear. Commissioner Newsome asked why the 2014 model year is being purchased instead of the 2015 model year, given the price difference of only $146. General Services Director Randy Morris explained the recommendation for the 2014 model year is because this vehicle is immediately available. Commissioner Newsome expressed concern that the resale value of this vehicle will not be as high as the 2015 model year. Regarding the bid for a 2007 Freightliner 6x4 tractor, Commissioner Newsome asked why a used tractor is being purchased. Mr. Morris said this tractor will be used to pull heavy equipment and will not be used on a daily basis. He said typically used tractors are purchased for this type of use to avoid spending the additional capital for a newer model. He explained that the budget for vehicle replacement is limited and a new vehicle is not necessary in this case. Regarding the bid item for electrical reclosers, Commissioner Newsome inquired why bidders submitted different weights for the same equipment. Dothan Utilities Electric Operations Superintendent Chris Phillips explained the difference in these reclosers is typically the materials utilized in manufacturing. He said most of the electrical equipment is manufactured with a porcelain based insulator, but the lighter weight equipment is likely a polymer or epoxy based insulator. He noted the company who submitted a bid with the lighter weight product did not meet the required specifications. Commissioner Ferguson suggested justification be provided on the bid tabulation sheet for less obvious bid items. He said a brief summary would be helpful. There being no further discussion, the resolution was unanimously carried. Mayor Schmitz introduced Resolution No. 2014-102 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Mark Nelms ANOA Spring Conference and Training $ 2,229.01 Andy Martin Orange Beach, AL Dwayne Saxon Tom Davis Tim Powell Jonathon Godwin Will Benny Internet Tools for Criminal Investigators $ 2,990.00 Tim Mullis Sunrise, AZ Tonja Minnifield Current Issues Involving Municipal Court $ 514.96 Practice and Procedure Hoover, AL Ronnie Bruce Half Century Transformer Training Course $ 2,625.88 Nashville, TN Eddie Henderson CALEA $ 2,364.76 Schaumburg, IL Minutes of the Board of Commissioners – April 15, 2014, continued. Greg Benton CALEA $ 2,364.76 Schaumburg, IL Greg Benton FBINAA Alabama Chapter 2014 Summer $ 991.00 Career Development Seminar Orange Beach, AL Greg Benton Employer Support of the Guard and $ 282.56 Reserve (ESGR) Bosslift Fort Benning, GA Paul Smith 2014 SUGA International Education & $ 2,459.00 Training Event Anaheim, CA Tonja Shelley Certified Governmental Accounting $ 141.87 Technician Program Montgomery, AL Scott Heath Less Lethal Instructor Recertification $ 535.00 Selma, AL Commissioner Kirkland then moved for adoption of Resolution No. 2014-102, 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 Baxley and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk Approved: /s/Mike Schmitz, Mayor Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner John Ferguson, Associate Commissioner /s/Taylor Barbaree, Associate Commissioner Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS