City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JULY 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, July 15, 2014 with the following members present: Mayor Pro tem Albert Kirkland, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., John Ferguson and Hamp Baxley. Mayor Mike Schmitz and Commissioner Taylor Barbaree were 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 Pro tem Kirkland called the meeting to order. Dr. Johnny Fain, First Baptist 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 July 1, 2014, be approved, motion seconded by Commissioner Ferguson and unanimously approved. Commissioner Ferguson presented and read a proclamation, proclaiming July, 2014 as “Parks and Recreation Month” in the City of Dothan. Kim Meeker, Leisure Services Assistant Director of Operations, was present for the proclamation. Commissioner Ferguson said Doug Tew Recreation Center is officially back open after renovations and invited everyone to visit. Commissioner Ferguson announced he will be having a District 4 community forum at Ridgecrest Baptist Church on Tuesday, July 29th at 6:00 p.m. in the Fitness Center Community Room and welcomed everyone to attend. Commissioner Baxley urged everyone to get out and vote in the election today. Commissioner Kirkland said to take advantage of this constitutional right. City Manager West asked that the Commission add an additional travel request to item #19 for the Jr. Dixie Boys baseball team to travel to Muscle Shoals should they advance in the tournament. City Manager West said the undefeated Dixie Angels (ages 9-10) Girl’s softball team will advance to the Dixie Angels Softball Girl’s World Series should they win their game in Enterprise, Alabama today. He said the Dixie Boys (age 13) baseball team has advanced to the State tournament. City Manager West said Friday, August 1st thru Sunday, August 3rd is the sales tax holiday for school related items, such as supplies and clothes, and the City’s sales tax is included in this exemption. City Manager West said a “Back-To-School” rally is scheduled for Saturday, August 2nd from 5:30 – 7:30 p.m. at Rip Hewes Stadium and volunteers are needed to assist with the event. City Manager West said Mayor Schmitz is in London at an aviation show recruiting business. He said Commissioner Barbaree is on his honeymoon and we all send congratulations to him. Mayor Pro tem Kirkland introduced Resolution No. 2014-180 (recorded in Ordinance Book No._______at Page_______), adopting the Community Development Block Grant 2014 Fifth Year Annual Action Plan. Commissioner Baxley moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Minutes of the Board of Commissioners – July 15, 2014, continued. Mayor Pro tem Kirkland introduced Resolution No. 2014-181 (recorded in Ordinance Book No._______at Page_______), amending the 2013 Subrecipient agreement with Habitat for Humanity by increasing the original budget of $85,018.00 by $7,481.05 for emergency repair for a total budget of $92,499.05 for 2013. Commissioner Newsome moved for adoption, motion seconded by Commissioner Ferguson. City Manager West said these funds were originally designated in 2008 for emergency repair and this was when the City operated the program. Commissioner Newsome asked if this clears up all of the back funding from past years. City Manager West said there is still some money remaining in other projects. Planning Director Todd McDonald said the U.S. Department of Housing and Urban Development (HUD) requests money be reprogrammed when it is not spent and the City does this as soon as available money is identified. Commissioner Newsome said his concern was HUD may reduce funding if money from previous years is not reprogrammed and Mr. McDonald confirmed HUD does take this very seriously. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-182 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of 10” x 6” tapping tee, 6” gate valve, and approximately 10 linear feet of 6” ductile iron fire line to the R.O.W., 10” x 1” tap and 3/4” water service, 10” x 1” tap and 1” water service for the new Dothan Volkswagen, located at 2730 Ross Clark Circle. Commissioner Newsome moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-183 (recorded in Ordinance Book No._______at Page_______), executing Change Order No. 1 for a net decrease of $6,755.56 and a final amount of $491,594.44 for the contract with Saliba Construction Company, Inc., for Westgate Recreation Center HVAC and Locker Room Renovations, and signing the Certificate of Substantial Completion. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley. Mayor Pro tem Kirkland noted this is a decrease and said the Commission appreciates Saliba Construction Company, Inc. for coming in under budget. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-184 (recorded in Ordinance Book No._______at Page_______), declaring certain personal property as obsolete and no longer needed for public or municipal purposes and authorizing the disposal of said property by whatever means is determined to be in the best interest of the City. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Baxley. Commissioner Ferguson asked if a reserve is typically required to be met before these items are sold. City Manager West said the City normally lists items on GovDeals website without a reserve and accepts the highest bid. General Services Director Randy Morris said occasionally the City places reserves on items of certain value. Commissioner Ferguson asked if a commission is paid. City Manager West said GovDeals receives a percentage of the selling price. Commissioner Newsome noted this is an on-line auction open to the public for anybody interested in bidding on an item. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-185 (recorded in Ordinance Book No._______at Page_______), entering into an Enterprise License agreement with ESRI, Inc., for accessing and maintenance of GIS software for a period of three years at a cost of $50,000.00 per year. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-186 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with PRA Government Services, LLC, d/b/a Revenue Discovery Systems for business license discovery and recovery services for a one year period. Commissioner Newsome moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Minutes of the Board of Commissioners – July 15, 2014, continued. Mayor Pro tem Kirkland introduced Resolution No. 2014-187 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Federal Express Corporation to place, maintain, and service a customer drop-off unit for the receipt of FedEx Express envelopes and packages at the Dothan Civic Center, at no cost to the City. Commissioner Baxley moved for adoption, motion seconded by Commissioner Ferguson. Commissioner Newsome noted this is at no cost to the City and asked if there is any compensation from FedEx. City Manager West said there is no compensation included but this will provide a downtown drop-off site. Commissioner Ferguson asked where the unit will be located and City Manager West said it will placed under the portico near the utility drop-box. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-188 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dick’s Sporting Goods for the sponsorship of Dothan Youth City Team Sports. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-189 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of June, 2014 in the amount of $13,080,737.47. Commissioner Baxley moved for adoption, motion seconded by Commissioner Ferguson. Commissioner Newsome noted this is one of the higher months out of the year for spending. City Manager West confirmed and said typically the amount is higher in the summer because the City is paying more for electricity. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2014-190 (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 New 35 Ton Fixed Neck Lowboy Gulf City Body & Trailer See Price in Trailer: Quantity 1 (or more): Mobile, AL Description Make: Pitts; Model: LB35-33 Total Price of Unit: $31,000.00 Cold Water Turbine and Compound Consolidated Pipe & Supply See Price in Water Meters; I. Cold Water Mt. Meigs, AL Description Compound Meter with Plate Stainer According to Section 05000 Meter Size 2"; Unit Price Complete Assembly:$970.00; Quantity of Complete Units (more or less): 3 Total Cost of Complete Units: $2,910.00 Manufacturer: Neptune; Model Number: Tru Flo; Meter Size 3"; Unit Price Complete Assembly: $1,495.00 Quantity of Complete Units (more or less): 2; Total Cost of Complete Units: $2,990.00; Manufacturer: Neptune; Model Number: Tru Flo; Meter Size 4"; Unit Price; Complete Assembly: $1,835.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $1,835.00; Manufacturer: Neptune; Model Number: Tru Flo; Meter Size 6"; Unit Price Complete Assembly: $3,135.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $3,135.00; Manufacturer: Neptune; Model Number: Tru Flo; Meter Size 8"; Unit Price Complete Assembly: $5,295.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $5,295.00; Manufacturer: Neptune; Model; Number: Tru Flo Total Cost of Complete Units Section I: $16,165.00 Minutes of the Board of Commissioners – July 15, 2014, continued. Cold Water Turbine and Compound Consolidated Pipe & Supply See Price in Water Meters; II. Cold Water Turbine Mt. Meigs, AL Description Meter; According to Section 06000 Meter Size 2"; Unit Price Complete Assembly: $705.00; Quantity of Complete Units (more or less): 3 Total Cost of Complete Units: $2,115.00 Stainer According to Section 05000 Unit Price Complete Assembly: $1,080.00; Quantity of Complete Units (more or less): 2; Total Cost of Complete Units: $2,160.00 Manufacturer: Neptune; Model Number: HPT Turbine; Meter Size 4"; Unit Price Complete Assembly: $1,250.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $1,250.00 Manufacturer: Neptune; Model Number: HPT Turbine; Meter Size 6"; Unit Price Complete Assembly: $2,075.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $2,075.00 Manufacturer: Neptune; Model Number: HPT Turbine; Meter Size 8"; Unit Price Complete Assembly: $2,750.00; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $2,750.00 Manufacturer: Neptune; Model Number: HPT Turbine; Total Cost of Complete Units Section II: $10,350.00 Electromagnetic Water Meters Elster AMCO Water, LLC See Price in III. Cold Water Electromagnetic Ocala, FL Description Meter; According to Section 07000 Meter Size 2"; Unit Price Complete Assembly: $1,504.50; Quantity of Complete Units (more or less): 3 Total Cost of Complete Units: $4,513.50; Manufacturer: Aichi Model Number: evoQ4 RB; Meter Size 3"; Unit Price Complete Assembly: $1,693.70; Quantity of Complete Units (more or less): 1 Total Cost of Complete Units: $3,387.40 Manufacturer: Aichi; Model Number: evoQ4 RB; Meter Size 4"; Unit Price Complete Assembly: $1,870.16 Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $1,870.16; Manufacturer: Aichi Model Number: evoQ4 RB; Meter size 6"; Unit Price Complete Assembly: $2,680.30; Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $2,680.30 Manufacturer: Aichi; Model Number: evoQ4 RB; Meter size 8"; Unit Price Complete Assembly: $3,364.23 Quantity of Complete Units (more or less): 1; Total Cost of Complete Units: $3,364.23; Manufacturer: Aichi Model Number: evoQ4 RB Total Cost of Complete Units Section III: $15,815.59 3 Phase Underground Padmount Howard Industries, Inc. See Price in Transformers, 1500 KVA, Primary Laurel, MS Description Voltage; 7620/13200, Secondary Voltage 277/480, Deadend: Quantity 2 (or more); Unit Price: $21,561.00; Load: 634W Loss: 13278W; Brand: Howard 2014 Seasonal Fall Equipment & Pennant Sports See Price in Minutes of the Board of Commissioners – July 15, 2014, continued. Uniforms; Football Jerseys: Birmingham, AL Description Option 1; Youth, Unit Price: $16.57; Adult, Unit Price: $17.57 Group Total Option 1: $34.14 Option 2; Youth with Sponsor Name on Back; Unit Price: $17.57 Adult with Sponsor Name on Back; Unit Price: $18.57 Group Total Option 2: $36.14 2014 Seasonal Fall Equipment & Almega Sports See Price in Uniforms; All Star Uniforms Panama City, FL Description Soccer Jerseys for All-Stars Youth Sizes, Unit Price: $14.50 Adult Sizes, Unit Price: $14.50 Matching Shorts (Youth Sizes): Unit Price: $5.50 Matching Shorts (Adult Sizes): Unit Price: $5.50 Group Total: $40.00 2014 Seasonal Fall Equipment & Uniforms; Basketballs Men's Official Size Composite B0616 Unit Price: $26.00 Top Flite 1000 Composite Unit Price: $49.00 285 Women's Composite B0586 - Unit Price: $26.00 Official High School Wilson Wave Solution; Unit Price: $60.00 Basketballs Group Total: $161.00 2014 Seasonal Fall Equipment & Crowne Sporting Goods See Price in Uniforms: Basketball Jerseys for Montgomery, AL Description All-Stars; Youth Sizes - Unit Price: $9.56; Adult Sizes - Unit Price: $9.56; Matching Shorts (Youth Sizes); Unit Price: $5.71 Matching Shorts (Adult Sizes) Unit Price: $5.71 Group Total: $30.54 2014 Seasonal Fall Equipment & ASA Football See Price in Uniforms: Football Pants/Pads Northumberland, PA Description Martin FPADY Youth Practice Pants Unit Price: $13.50; T Clips for Shoulder Pads - Unit Price: .19 each; (Bag of 50 units for $9.40) Elastic Strapping for Shoulder Pads: Unit Price: $15.97; Chin Strap Buckles - Unit Price: $5.00 2014 Seasonal Fall Equipment & Schutt Sports See Price in Uniforms: Football Equipment: Litchfield, IL Description Helmets - NOCSAE Approved Schutt Air Standard III or Recruit Hybrid; 2XS- Small - Unit Price: $69.00; Medium - Xlarge - Unit Price: $69.00; Air XP Varsity Helmet - Unit Price: $145.00 Helmet Group Total: $283.00 Shoulder Pads; Schutt Yflex 2.0 801057; 3X Small - Unit Price: $30.00; 2X Small - Unit Price: $30.00; X Small - Unit Price: $30.00; Small - Unit Price: $36.00 Medium - Unit Price: $36.00 Large - Unit Price: $39.00 X Large - Unit Price: $39.00 XX Large - Unit Price: $42.00 Total Shoulder Pads Group: $282.00; Face Mask Hardware Set - Unit Price: $1.60 2014 Seasonal Fall Equipment & B S N Sports See Price in Uniforms; Blocking Dummies Dallas, TX Description Round Blocking Dummy - Unit Price: $82.98; Scorebooks Minutes of the Board of Commissioners – July 15, 2014, continued. Basketball 15 Position Score Book: Unit Price: $2.81 Anti-whip Basketball Goal Nets: Unit Price: $1.66; Soccer Nets 1033526 - Economy - SR Soccer Net; Unit Price: $32.98; SN7X212M - Jr Soccer Net Orange Unit Price: $42.38 2014 Seasonal Fall Equipment & Almega Sports See Price in Uniforms; Cheerleading Pom Poms Panama City, FL Description #40 "C" Handle - 4900 13" Plastic Streamers; Solid Color-Unit Price: $7.00; Two (2) Colors-Unit Price: $7.00 2014 Seasonal Fall Equipment & Crowne Sporting Goods See Price in Uniforms; Football; Chin Straps Montgomery, AL Description Adams Pro #25 - Unit Price: $4.69 Universal Jaw Pad Sets (Snap In): Unit Price: $2.83; Soccer Nets MK4RFGSP-Reflex Four Corner Set 4; Unit Price: $48.68 2014 Seasonal Fall Equipment & Pennant Sports See Price in Uniforms; Bid to be Awarded in Birmingham, AL Description Groups; Soccer Balls Wilson Ultra #5 - Unit Price: $11.13 Wilson Ultra #4 - Unit Price: $11.13 Confirmed Name of Ball - Copia Footballs; Wilson WTF1712X K2- Composite; Unit Price: $22.70 Wilson WTF1713X TDJ-Composite Unit Price: $22.70; Pro Zone Pee Wee FB5-PW (Practice); Unit Price: $12.75 Pro Zone Junior FB5-JR (Practice) Unit Price: $12.75; Wilson Pee Wee K2- WTF 1322B; Unit Price: $36.60 Wilson TDJ Junior Sizes - WTF 1321B Unit Price: $34.16 Footballs Group Total: $141.66 One Unit Set of Aluminum Bleachers, Outdoor Aluminum, Inc. $ 29,839.00 Non-Elevated Welded Angle Frame Geneva, AL 10 Rows High x 91' - 6" Long, Seating for Approximately 526 People Unit Price: $29,839.00 Generator for Fiber Optics Control Alpine Power Systems, Inc. See Price in House: Unit Price: $17,623.00 Pensacola, FL Description Quantity 4 (or more): Total Price: $70,492.00; Manufacturer: Cummins Power Generation Network Equipment Including Dell Marketing LP See Price in Fixed-Port, Modular, Stackable Round Rock, TX Description and/or Chassis Based Ethernet Layer 2 and Layer 3 Managed Switches for Fiber Optic Ring: 1) Core Chassis Switches, 2 (or more): Unit Price: $59,457.15 Total Price: $118,914.30 2) L3 Distribution Switches, 5 (or more): Unit Price: $15,454.27 Total Price: $77,271.35 3) L3 Distribution Switches, 8 (or more): Unit Price: $17,943.33 Total Price: $143,546.64 4) L3 SFP Access Switches, 2 (or more): Unit Price: $3,107.92 Total Price: $6,215.84 5) L3 SFP Access Switches with Transceiver, 6 (or more): Unit price: $11,346.80 Total Price: $68,080.80 6) L3 Access Switches, 1 (or more): Unit & Total Price: $3,497.42 7) Network Enclosed Racks, 6 (or more): Unit Price: $1,151.99 Minutes of the Board of Commissioners – July 15, 2014, continued. Total Price: $6,911.94 Miscellaneous Items 8) Processor Module for Core Chassis Switch, 1 (or more): Unit & Total Price: $3,324.90 9) Line Card with 36 Ports, 8 Ports & 2 Ports, 1 or more: Unit & Total Price: $3,087.50 10) Power Supply, 1 or more: Unit & Total Price: $712.45 11) Line Card with 8 Ports of 10G SFP+, 1 or more: Unit & Total Price: $7,600.00 12) Line Card with 6 Ports of 40 GSFP, 1 or more: Unit & Total Price: $7,600.00 13) Power Supply, 110 w for N3048, 1 or more: Unit & Total Price: $475.00; Grand Total of All Items: $447,238.14 Uninterruptable Power Supply Mayer Electric Supply See Price in for Fiber Optics Control Houses: Dothan, AL Description Unit Price: $8,063.00 Quantity 4 (or more): Total Price: $48,378.00 Manufacturer: Eaton Other Purchases: Professional Services through King & Spalding $ 12,329.30 5/31/14; Project Number: 850310 Atlanta, GA Invoices: $10,889.30 & $1,440.00 Purchase of Tires and Alignment Road Mart, Inc. $ 75,000.00 from State of Alabama Contract Dothan, AL T106 Not to Exceed $75,000 to be Purchased as Needed Commissioner Baxley then moved for adoption of Resolution No. 2014-190, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Pro tem Kirkland introduced Resolution No. 2014-191 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Pat Parker ALCOPRO D/A BAT & Collector Training $ 2,630.00 Susan Smith Knoxville, TN Dennis Cosby Basic Archery Instruction Class $ 10.00 Ozark, AL Craig Dempsey Dixie Angels – World Series Softball $ 3,100.00 Roy Kitts Tournament (American League) Atoka, TN Jonathan Wood Jr. Dixie Boys- World Series Baseball $ 3,225.00 Roy Kitts Tournament Bossier City, LA Jonathan Wood Dixie Boys – World Series Baseball $ 3,225.00 Roy Kitts Tournament Bossier City, LA William Phares Smartphone Forensics $ 886.00 (Amended Request) Marietta, GA Nicole Norton August Fun Day $ 75.00 Nalerance Davis Panama City Beach, FL Debbie Reed Garry Shirah Alabama Municipal Revenue Officers $ 736.78 Minutes of the Board of Commissioners – July 15, 2014, continued. Orange Beach, AL Greg Benton AACOP Summer Conference $ 1,293.57 Orange Beach, AL Greg Benton IACP Conference $ 1,875.52 Orlando, FL th Marshall Perry 44 Annual IEBA Conference $ 2,259.48 Nashville, TN Mayor Pro tem Kirkland noted that there is an amendment to this item, and he read the following additional travel request: Jonathan Wood Jr. Dixie Boys- State Baseball Tournament $ 4,850.00 Muscle Shoals, AL Commissioner Baxley made a motion to add the travel request to the resolution, motion seconded by Commissioner Ferguson and unanimously carried. Commissioner Baxley then moved for adoption of Resolution No. 2014-191 as amended, motion seconded by Commissioner Ferguson. Commissioner Newsome confirmed with City Manager West that the amount of $4,850.00 includes all of the players on the team. There being no further discussion, the resolution was unanimously carried. Commissioner Baxley moved to accept a corrective easement from David Sconyers, Trustee of Jack H. Sconyers Family Trust, which reflects the new owners of the property and corrects the description of the easement, motion seconded by Commissioner Ferguson and unanimously carried. There being no further business, Commissioner Ferguson moved that the meeting be adjourned, motion seconded by Commissioner Newsome 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 Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS