City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING OCTOBER 7, 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, October 7, 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. Dr. Brent Parker, Selma Baptist Church, then led in prayer, afterwhich Commissioner Barbaree led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of September 16, 2014, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming October 30, 2014 as “Diabetes Awareness Day” in the City of Dothan. Stephanie Wingfield, Dothan Leisure Services, and Mark Stewart, Southeast Alabama Medical Center’s Public Relations Director, were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming October 17 and 18, 2014 as “Tootsie Roll Drive Days” in the City of Dothan. Bob Nelson and others representatives of The Knights of Columbus were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming October, 2014 as “Fire Prevention Month” in the City of Dothan. Dothan Fire Chief Larry Williams and Fire Marshal Chris Etheredge were present for the proclamation. Chief Williams and Fire Marshal Etheredge presented 2014 Member of the Year Fire Department Awards to Firefighter Justin Williams, Rookie of the Year; Fire Sergeant Andy Hovey, Sergeant of the Year; and Captain Jeff Ward, Fire Officer of the Year. Firefighter Lee Brown, who was unable to attend the meeting, received the Firefighter of the Year award. Commissioner Dorsey announced a voter registration drive will take place on Thursday, October 16th at Walton Park. Commissioner Kirkland introduced Torrie Ethridge, Public Relations and Grant Writer for Dothan City Schools, and he wished her success in her job. Commissioner Kirkland wished Representative Paul Lee a Happy Birthday! Mayor Schmitz announced that the Alabama College of Osteopathic Medicine (ACOM) held their White Coat Ceremony at the Dothan Civic Center on Sunday, October 5th with 164 students in attendance, along with their family members from all over the country in support. He said it is a great honor to have ACOM in our community. City Manager West invited Leisure Services Assistant Director of Operations Kim Meeker and Forever Wild Land Trust’s State Land Manager Chris Smith to the podium for an announcement. Mr. Meeker provided a brief review of the Forever Wild project, located between Fortner Street and Flowers Chapel Road outside Ross Clark Circle, from beginning to present stage. He announced that Forever Wild has given their official approval to the project and the first activity in moving forward will be a trail building workshop on October 18th and 19th. Mr. Meeker recognized the property owners who helped to make this possible and the City Minutes of the Board of Commissioners – October 7, 2014, continued. Commission for their dedication and support of the project. Mayor Schmitz thanked Mr. Meeker, City Manager West, the property owners and others for their contributions. On behalf of the Forever Wild Land Trust Board of Trustees and Department of Conservation and Natural Resources State Land Division, Mr. Smith expressed appreciation for the opportunity to participate in this announcement. He said Forever Wild is a nomination based program and their evaluation process of the nomination packet immediately revealed a very strong commitment to this project. Mr. Smith said they are excited to have property in this part of the state which will bring opportunities for the community to enjoy great trails and the outdoors. He recognized Mr. Meeker for his dedication to this project. Commissioner Barbaree noted this is the first Forever Wild project in Southeast Alabama, and he said this is a benchmark for the area. City Manager West announced that the Alfred Saliba Family Services Center will hold a job fair at the Dothan Civic Center on Tuesday, October 14th. Mayor Schmitz introduced the application of Jonathan D. Lee for a Special Retail Liquor License – More than 30 days (on or off premises) for The Cellar, located at 1368 Westgate Parkway. Commissioner Baxley moved for approval, motion seconded by Commissioner Barbaree and unanimously carried. Mayor Schmitz introduced Ordinance No. 2014-260 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Susan Blumberg located on the Northside of 838 Kelly Springs Road Intersection from B-2 (Highway Commercial) District to R-A (Residential, Multi-Family, High Density, 8+units) 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. 2014-260, 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. 2014-261 (recorded in Ordinance Book No._______at Page_______), approving request from Comcast Corporation for consent from City of Dothan to transfer cable franchise to Midwest Cable. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Barbaree said he has done some research and made phone calls to Comcast Corporation and Midwest Cable. He said Midwest Cable’s five year plan does not mention anything relating to customer service, and for this reason, he cannot in good conscience vote positively on this item. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson and Baxley; “nay:” Barbaree. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2014-262 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama Department of Economic and Community Affairs to accept payments for eligible households under the Low Income Home Energy Assistance Program for a one year period beginning October 1, 2014. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-263 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Southern Alabama Regional Council on Aging (SARCOA) to receive funding from the Houston County Tobacco Tax Fund for senior citizen programs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-264 (recorded in Ordinance Book No._______at Page_______), approving Change Order No. 1 with GenCon Associations, Inc. for a net decrease of $14,349.37 and a final amount of Minutes of the Board of Commissioners – October 7, 2014, continued. $371,631.63 and Certificate of Substantial Completion. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-265 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Harris Security Systems, Inc. for monthly monitoring services of Fire Alarms and Security Systems at a cost of $533.50 and monthly servicing of Fire Alarms and Security Systems at a cost of $707.30. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-266 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of a tap and valve, ductile iron pipe, fire hydrant, service meter and copper service line for new Restaurant located in the 3700 Block of Montgomery Highway (US 231 N) in Dothan. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Barbaree and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-267 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of a tap and valve and ductile iron pipe for service line to new subdivision located in the 5000 Block of West Main Street (US 84 W) in Dothan. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-268 (recorded in Ordinance Book No._______at Page_______), approving the request for relocation of the Alabama Power Company transmission line for the landfill expansion, authorizing the payment of $234,955.00 to Alabama Power Company, executing billing authorization, rescinding Res. No. 2003-50, which reserved funds for future landfill projects, and appropriating funds for said relocation. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Barbaree and upon the motion being put to vote, those voting “yea,” were Schmitz, Kirkland, Ferguson, Barbaree and Baxley; “nay:” Dorsey and Newsome. The motion was carried by the majority of five "yeas" to two “nays.” Mayor Schmitz introduced Resolution No. 2014-269 (recorded in Ordinance Book No._______at Page_______), appointing Jill Williams as a member of the Museum Board. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-270 (recorded in Ordinance Book No. _______at Page_______), approving purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT Professional Services through King & Spalding $ 755.50 8/31/14; Project Number 850310 Atlanta, GA Newspaper Advertisements in Alabama Community Newspapers $92,350.00 the Dothan Eagle for Personnel, Dothan, AL Water World, Holiday Pick-Up Schedule Changes for Environmental, City Clerk Legal Notices, Bid Advertisements, CAFR, PAFR, Found Property, AUSA Kickoff Breakfast, MPO, Event Ads & Rezoning-Sole Source 1 Provider, for Fiscal Year 2015 Desktop Computer Replacements Dell Marketing $150,000.00 Quantity 25 (or more) Price $1,700.00; Workstation Computer Replacements Quantity 5 (or more), Unit Price: $2,200.00; Laptop Computer replacements, Quantity 5 (or more), Unit Price $2,200.00; Server Replacements, Quantity 2 Minutes of the Board of Commissioners – October 7, 2014, continued. (or more), Unit Price: $10,000.00- State of Alabama Contract Number T-531, Prices are a Percentage off Manufacturers Retail Price Sole Source Provider Natural Gas S E Alabama Gas District $67,250.00 1 for Fiscal Year 2015 Dothan, AL Parts as Needed for Autocar Parts Action Truck $40,000.00 Authorized Autocar dealer for Our Dothan, AL 1 Area Fiscal Year 2015 Dealer Original Equipment as Bondy’s Ford, Lincoln, Inc. $100,000.00 Needed throughout Fiscal Year 2015, Dothan, AL 1 Only Local Ford Dealer Automotive, Truck and Equipment Carquest Auto $75,000.00 Batteries to be Purchased from Dothan, AL National Joint Powers Alliance (NJPA) Cooperative Contact for 1 Fiscal Year 2015 International Parts Purchased as Coffman International $100,000.00 Needed; Authorized International Dothan, AL Dealer for Our Area for Fiscal 1 Year 2015 Cummins Engine Parts from Cummins Mid South LLC $30,000.00 Nearest Authorized Cummins Dothan, AL Engine Parts Dealer for Fiscal 1 Year 2015 Parts Purchased as Needed Dothan Radiator Repair $25,000.00 1 throughout the Fiscal Year 2015 Dothan, AL - Only Radiator Repair Vendor Heavy Duty Truck Parts to be Fleetpride, Inc. $55,000.00 Purchased as Needed for Dothan, AL 1 Fiscal Year 2015 Starter and Alternator Repairs G & M Starter & Alternator $35,000.00 1 as Needed for Fiscal Year 2015 Dothan, AL Vendor is used when they have the lowest price and quickest repair time. Purchase of Tires for Fleet as Harris Tire Company $60,000.00 Needed throughout Fiscal Year Troy, AL 1 2015 , State of Alabama Contract T106 Lines: #G00 3249, Police Subsidiary #G000 3250 Purchase of Parts for Sweeper Ingram Equipment Co. $25,000.00 Dealer as Needed throughout Pelham, AL 1 Fiscal Year 2015 McNeilus Parts Purchased As McNeilus Truck & Manufacturing $50,000.00 Needed; Sole Source Provider Villa Rica, GA for McNeilus Parts for Fiscal 1 Year 2015 Parts as Needed for O’Reilly Automotive Parts $50,000.00 1 Fiscal Year 2015 Dothan, AL Motorcraft (Ford) and AC Delco The Parts House $60,000.00 (GM) Parts as Needed for Dothan, AL 1 Fiscal Year 2015 Parts to be Purchased as Needed Ramer Manufacturing $25,000.00 for Knuckle Boom from Authorized Ramer, AL 1 Dealer for Fiscal Year 2015 Tires and Alignments as Needed Road Mart $50,000.00 for Fiscal Year 2015 from Dothan, AL 1 State of Alabama Contract T106 Parts as Needed for Sweeper Sansom Equipment Co. $25,000.00 Minutes of the Board of Commissioners – October 7, 2014, continued. From Authorized Dealer for Birmingham, AL 1 Fiscal Year 2015 Parts as Needed for Fire Trucks Sunbelt Fire Equipment Co. $25,000.00 From Authorized E-One Dealer Fairhope, AL 1 for Fiscal Year 2015 Caterpillar Parts Purchased as Thompson Tractor Co., Inc. $30,000.00 Need from Authorized Caterpillar Dothan, AL Dealer in Our Area for Fiscal 1 Year 2015 Komatsu Parts Purchased as Needed Tractor & Equipment Co., Inc. $40,000.00 from Authorized Dealer in Our Area Dothan, AL 1 for Fiscal Year 2015 Parts for Medium/Heavy Trucks and Tri State Diesel & Auto $50,000.00 1 Tractors for Fiscal Year 2015 Dothan, AL Purchase Big Truck Tires as Road Mart Inc. $250,000.00 Required throughout Fiscal Year Dothan, AL 2015 using U S Communities 1 Co-Operative Scorekeepers, Umpires, Dothan Youth Officials Assoc. $16,500.00 Announcers, Officials for Baseball, Dothan, AL Football, Softball and Flag Football 1 for Fiscal Year 2015 Youth Soccer Officials for Fiscal Dale Thomas $13,000.00 1 Year 2015 Dothan, AL Softball and Football Umpires Wiregrass Sports Officials Assoc. $30,000.00 1 for Fiscal Year 2015 Dothan, AL 1 Electricity for Fiscal Year 2015 Wiregrass Electric $38,000.00 Dothan, AL Concessions Supplies From U S Foods $44,000.00 U S Communities Cooperative Atlanta, GA 1 Contract for Fiscal Year 2015 Concession Supplies – Prices Coca Cola $18,000.00 have been compared to Sam's Dothan, AL Club. Pepsi Products are also sold. This is a historical representation of the amount of products sold in prior years. Only vendor who can deliver product and C02 tanks. Estimated 1 Amount for Fiscal Year 2015 . Estimated Recycling Costs Waste Management Recycle $60,000.00 FY 2015, Sole Source Provider of America Recycling of Household Products Midland City, AL for the Dothan Area. White Goods 1 are not Included Police Mobile Data Terminals, Pinnacle Networkx $50,000.00 Quantity 22, Unit Price Wetumpka, AL $2,272.73, State of Alabama Contract Number, T-532 For Public Safety Cell Phones Southernlinc, Inc. $85,000.00 and Push-to-Talk Service for Dothan, AL Interacting with State and Other Local Public Safety Agencies, State of Alabama Contract # T129, Estimated Amount for Fiscal Year 2015 Liability Insurance: Commercial Alabama Municipal $192,435.00 General, Law Enforcement, Insurance Corp. Public Officials, Employee Benefit Montgomery, AL and Commercial Auto Coverage Insurance Renewals: Property, Flowers Insurance Agency $275,015.00 Minutes of the Board of Commissioners – October 7, 2014, continued. Crime, Inland Marine, Terrorism, Dothan, AL Contractor's Equipment and Cyber Liability 1 For an estimated amount to cover "possible" inventory purchases for Fiscal Year 2015. Commissioner Kirkland then moved for adoption of Resolution No. 2014-270, motion seconded by Commissioner Baxley. City Manager West said these items are primarily our annual purchase orders for purchases made throughout the year. Commissioner Ferguson asked if these are pre-negotiated pricing. City Manager West explained that in some cases, such as parts, three quotes were obtained and and some items reflect state contract prices. Commissioner Ferguson confirmed with City Manager West that a blanket purchase order will not be used if a lower priced item is available. Commissioner Barbaree noted that there are a number of local vendors included in these purchase orders. Commissioner Newsome said this is the first time that Dodge vehicles are being used as police cruisers. He requested that the cost of operating Dodge vehicles be closely monitored and compared to the cost of operating Ford and Chevrolet vehicles. Commissioner Barbaree pointed out that Coca Cola is included in this list and the City pays them $18,000.00. He said that, from an advancement and development aspect, we should be challenging Coca Cola to contribute more in dollars because they serve and sale their products in our venues. City Manager West said the City purchases Pepsi products as well. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Barbaree and Baxley; “nay:” Ferguson. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2014-271 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Adam Davis Foundations of Intelligence Analysis $ 0.00 Training Montgomery, AL Joe Cochran R.A.D. Systems Replicating Adverse $ 1,499.16 Dynamics Instructor Certification Program Baton Rouge, LA Jeremy Kendrick F.B.I. Task Force $ 2,010.00 Fairfield, CA Reginald Franklin Association of Metropolitan Planning $ 1,656.87 Organizations (AMPO) Conference Atlanta, GA Tom Ethridge GE Voltage Regulator Training for 2014 $ 583.06 Ronnie Bruce Sessions I & II (Revised Request) Shreveport, LA Joseph Evans IPMBA Police Cyclist Course $ 1,090.00 Biloxi, MS Patty Poole “A Victim’s Plea: Meeting Expectations” $ 320.00 Brooke Adkins by Nathan Lees Stacia Crumpler Pelham, AL Tyson Carter 18U State Soccer Tournament $ 3,350.00 Opelika, AL Dennis Cosby 11U Boys State Soccer Tournament $ 3,350.00 Opelika, AL Kenny Dunning 9U Boys Blue State Soccer Tournament $ 3,350.00 Opelika, AL Garrett Franklin 11U Girls State Soccer Tournament $ 3,350.00 Opelika, AL Roy Kitts 9U Boys Red State Soccer Tournament $ 3,350.00 Opelika, AL Minutes of the Board of Commissioners – October 7, 2014, continued. Tasha Potter 9U Girls State Soccer Tournament $ 3,350.00 Opelika, AL Kenny Thompson 13U State Soccer Tournament $ 3,350.00 Opelika, AL Tyson Carter 9U Girls District Soccer Tournament $ 700.00 TBA Dennis Cosby 11U Girls District Soccer Tournament $ 700.00 TBA Kenny Dunning 9U Boys District Soccer Tournament $ 1,300.00 Tasha Potter Troy, AL Kenny Thompson 18U District Soccer Tournament $ 700.00 Eufaula, AL th Lance Holloway 48 Surveying and Mapping Conference $ 975.00 st 51 Annual Membership Meeting Montgomery, AL st Lindsay McDonald 1 Water Resource Management Conference $ 528.70 Phenix City, AL Ken Rice Southeast Recycling Development Council $ 1,324.00 Point Clear, AL Wendell Cummings SWANA-Fall Forum $1,234.00 Roy Johnson Lake Guntersville, AL Jinri Jiang Panama City Swim Meet $ 270.00 Panama City, FL Jinri Jiang Southeastern Short Course Championships $ 540.00 Knoxville, TN Jinri Jiang Columbus Swim Meet $ 270.00 Columbus, GA Jinri Jiang Tallahassee Swim Meet $ 270.00 Tallahassee, FL Jinri Jiang Auburn Swim Meet $ 270.00 Tallahassee, FL Jinri Jiang Columbus Swim Meet $ 305.00 Columbus, GA Jinri Jiang Hoover Swim Meet $ 305.00 Birmingham, AL Elston Jones How to Communicate with Tact, $ 727.00 Kim Meeker Professionalism, and Diplomacy Seminar Roy Kitts Montgomery, AL Stephanie Wingfield Dan Williams Alabama Urban Forestry Association $ 669.00 Orange Beach, AL Matthew Krabbe Basic Clandestine Lab $ 575.00 Basic Site Safety Certification Course Crestview, FL Susie Peters Exploring the Sexual Offender and $ 400.00 Curtis Stephens Physical Abuser Panama City Beach, FL Doug Magill John Reid Interview Technique $ 1,918.56 Tim Mullis Nashville, TN Commissioner Kirkland then moved for adoption of Resolution No. 2014-271, motion seconded by Commissioner Baxley and there being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Barbaree and Baxley; “nay:” Ferguson. The motion was carried by the majority of six "yeas" to one “nay.” Minutes of the Board of Commissioners – October 7, 2014, continued. Commissioner Kirkland moved to accept an easement from Twitchell Technical Products, LLC to construct necessary improvements for fiber optics and power to the Information Technology building at the North Dothan Substation, 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 Kirkland and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk Approved: Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Mayor Pro tem Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS