City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 4, 2014 The Board of Commissioners of the City of Dothan, Alabama, met in regular session in the Commission Chambers of the Roy Driggers Municipal Building at 10:00 A.M., Tuesday, November 4, 2014 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Taylor Barbaree and Hamp Baxley. Also present were 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. Mike Pearson, Greystone United Methodist Church, then led in prayer, afterwhich Commissioner Dorsey led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of October 21, 2014, be approved, motion seconded by Commissioner Ferguson and unanimously approved. Fire Chief Larry Williams provided an update regarding the trail derailment which occurred late last night inside the city limits in Dale County. He advised that there were no hazardous materials involved; however, there will be some road closures in the area to allow for cleanup of the scene. Mayor Schmitz presented and read a proclamation, proclaiming November, 2014 as “Home Care Month” in the City of Dothan. Jessie Hendrix, Hospice Specialist was present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming November, 2014 as “Hospice Month” in the City of Dothan. Jessie Hendrix, Hospice Specialist was present for the proclamation. Mayor Schmitz presented a Certificate of Recognition to “The Salvation Army” for the service it provides to the needy of our community. Captain Thomas Broome was present to receive the certificate. Commissioner Ferguson passed along his condolences to Police Major Steve Parrish on the loss of his Father. Commissioner Ferguson reminded everyone that today is Election Day and to please go vote! City Manager West invited Leisure Services Assistant Director of Operations Kim Meeker to give an update on the efforts to ensure the Women’s Pro Tennis Class Tournament returns next year. Mr. Meeker said this tournament was considered to be at a crossroads last year regarding the funding necessary to continue. He said the community has responded generously and sufficient funding has been raised. Mayor Schmitz said this is a world class event which adds great value to our community. He thanked Mr. Meeker for his commitment to this tournament. City Manager West invited EEO Training Officer Darryl Mathews to provide a brief overview of the Leadership Academy that began yesterday. Mr. Mathews said he was tasked by City Manager West to develop this program, which is a comprehensive leadership development initiative. He said 250 employees, consisting of managers, supervisors and others in leadership positions, will go through this program over the next seven quarters. Mr. Mathews reviewed the three day schedule, including subject matter and instructors. Chief Williams discussed the National Incident Management System in further detail. Minutes of the Board of Commissioners – November 4, 2014, continued. City Manager West said the National Peanut Festival is underway and the parade will be held Saturday, November 8th. He requested motorists and pedestrians to use caution during this event. City Manager West advised that a travel request needs to be added to item number 25 of the agenda. He explained this request is for travel to the softball association to enable the City to bid on tournaments for the next several years. Mayor Schmitz presented City Manager West with a certificate for ten years of service to the City and expressed gratitude for his professionalism, wisdom, and dedication. City Manager West recognized all employees of the City and said it is his honor to be on this team. Mayor Schmitz introduced Ordinance No. 2014-280 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Town & Country Estates Phase 1 & 2 including Geranium, Sunflower, Oleander, Violet, Gladiolus, and Hibiscus Streets from A-C (Residential Single-Family, Very Low Density) District to MH-2 (Mobile Home Subdivisions) District. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Barbaree and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Barbaree and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Commissioner Baxley then moved for adoption of Ordinance No. 2014-280, 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. 2014-281 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be nuisances by Resolution Number 2014-239 and 2014-272 and turning the costs over to the County Tax Collector so that the amounts can be added to the next regular bills for taxes levied against the respective lots and parcels of land. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-282 (recorded in Ordinance Book No._______at Page_______), appropriating additional funds to satisfy outstanding encumbrances for Fiscal Year ending September 30, 2014. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Kirkland. City Manager West explained that this type of appropriation is done each year to satisfy commitments made in the previous year. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-283 (recorded in Ordinance Book No._______at Page_______), agreeing to allocate a required 20% match of local funds for the FY 2015 United Planning Work Program in an amount not to exceed $54,335.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-284 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of 85,000 feet of fiber optic cable along Ross Clark Circle, across West Main Street/East Main Street, Montgomery Highway, Reeves Street, Hartford Highway, and East Cottonwood Road intersections on existing poles for communications with the City. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-285 (recorded in Ordinance Book No._______at Page_______), accepting the proposal of Northstar Engineering Services for Jurisdictional Wetland Delineation services for the Forever Wild Property in the amount of $2,400.00. Commissioner Barbaree moved for adoption, Minutes of the Board of Commissioners – November 4, 2014, continued. motion seconded by Commissioner Kirkland. City Manager West pointed out that there will be several of these type contracts brought forth over the next few months for services that must be performed in order to comply with the use of this property. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-286 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CDG Engineers & Associates for construction engineering and inspection services for the resurfacing of Chickasaw Street from Cherokee Avenue to US-231 (Oates Street) and South Park Avenue from Selma Street to US 84 (Main Street), in accordance with the Agreement for Construction Engineering Services for a not-to-exceed amount of $37,818.00 without authorization of the City Commission and appropriating funds for said services. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this is part of the Alabama Transportation Rehabilitation and Improvement Program for roads. Commissioner Ferguson inquired into the timeline for resurfacing. Public Works Director Jerry Corbin said bids will be opened Friday, November 7th. City Manager West said the work will be handled by Alabama Department of Transportation (ALDOT). There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-287 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Northstar Engineering Services, Inc. for the surveying and design of a roundabout at the Campbellton Highway entrance to the proposed James O. Oates Park for the amount of $7,900.00. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-288 (recorded in Ordinance Book No._______at Page_______), awarding the bid and entering into a contract with Geisler Contracting, Inc., of Headland, Alabama for the Paving Concrete Sidewalks Adjacent to Elementary Schools Project – Slingluff, Cloverdale, Faine, Girard, Selma Street and Grandview Schools, in the amount of $550,130.11. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Baxley asked if the Commission can be provided with a map showing the proposed sidewalk locations. City Manager West replied that this can be done and he added that this is a budgeted project. Commissioner Barbaree said he has asked for the past three years for consideration of paving from Highlands Elementary Schools to Highlands South Subdivision. He said this request was made prior to Houston County signing over maintenance of Brannon Stand Road to ALDOT and he does not feel as though due consideration has been given. He said this project would be a major connector and would be beneficial to school children, walkers, joggers, and bicyclists. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-289 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Federal Bureau of Investigation for reimbursement of overtime expenditures related to the Central Alabama Safe Streets Task Force in the amount of $17,374.25 and appropriating funds for said expenditures. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-290 (recorded in Ordinance Book No._______at Page_______), approving a second addendum to the subgrant agreement with the Alabama Department of Public Safety for participation in the federal grant from the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention by extending the grant end date to June 30, 2015 and for reimbursement of overtime and equipment expenditures related to the Alabama Internet Crimes Against Children Task Force in the amount of $12,000.00 and appropriating funds for said expenditures. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-291 (recorded in Ordinance Book No._______at Page_______), entering into a Memorandum of agreement with the Minutes of the Board of Commissioners – November 4, 2014, continued. Alabama Department of Public Safety (DPS) for reimbursement of registration fees in the amount of $3,300.00 for student officers successfully graduating from the Alabama Criminal Justice Training Center (ACTJC) in Selma, Alabama. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-292 (recorded in Ordinance Book No._______at Page_______), entering into a Community Traffic Safety Program Grant Participation Agreement with Enterprise State Community College through its Southeast Alabama Highway Safety Office for participation in the Alabama Department of Economic and Community Affairs Law Enforcement Traffic Safety grant programs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-293 (recorded in Ordinance Book No._______at Page_______), entering into a contract, awarding the bid and issuing a Notice to Proceed to Old House Specialists, LLC of Montgomery, Alabama, for the Exterior Restoration of Alfred Saliba Family Services Center (Base Bid - $32,500.00), (Alternate 1 - $1,300.00), and (Alternate 2 - $2,700.00), for a total amount of $36,500.00 and invoicing Dothan City Schools for Alternates 1 and 2 after the work has been completed. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Kirkland asked for a status on the work being done to the building. General Services Director Randy Morris said the window restoration is underway and the contract being presented today includes repairing stucco and painting the exterior. Mr. Morris confirmed for Commissioner Ferguson that this project is using Community Development Block Grant funds. Commissioner Barbaree recognized that the design work for this project was done by a local architectural firm. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-294 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama, acting by and through the Alabama Department of Transportation, for the resurfacing of Chickasaw Street from Cherokee Avenue to US-231 (Oates Street) and South Park Avenue from Selma Street to US 84 (Main Street). Commissioner Newsome moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-295 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dick’s Sporting Goods for sponsorship of the Dothan Leisure Services Youth Basketball program. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-296 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of September, 2014 in the amount of $14,198,099.60. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-297 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Brian Marsh ALDOT Hands-On Computer Training $ 35.00 Computer Services Building Montgomery, AL Chris Decker ALDOT Hands-On Computer Training $ 35.00 Computer Services Building Montgomery, AL Jinri Jiang Auburn Swim Meet $ 270.00 (Location change) Auburn, AL Minutes of the Board of Commissioners – November 4, 2014, continued. Garrett Franklin 9U Boys District Soccer Tournament $ 1,300.00 Tasha Potter Troy, AL (Name Change) Matt Barefield 18U District Soccer Tournament $ 700.00 (Name Change) Eufaula, AL Rachel David Handler’s Instruction and Training Seminar $ 2,267.00 William Wozniak H.I.T.S. Conference Brandon Peters Jacksonville, FL Len White Katherine Thomas v. City of Dothan & $ 241.58 D. Moody (Meet with expert & transport him To Dothan & return him to Birmingham) Birmingham, AL Mayor Schmitz noted that there is an amendment to this item, and he read the following additional travel request: Rhonda Kirk USSSA Annual Meeting $ 686.94 Osceola County, FL Commissioner Baxley made a motion to add the travel request to the resolution, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Newsome then moved for adoption of Resolution No. 2014-297 as amended, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Ferguson moved to accept an easement from Duncor Development, LLC to construct necessary improvements and appurtenances to sanitary sewer facilities at 723 Taylor Road (James Oates Park), motion seconded by Commissioner Kirkland and unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Ferguson and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk Approved: /s/Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner Taylor Barbaree, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS