City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING DECEMBER 16, 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, December 16, 2014 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, and Susan Anderson. Associate Commissioner Hamp Baxley 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 Henry Morris, First Presbyterian Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of December 2, 2014, be approved, motion seconded by Commissioner Anderson and unanimously approved. Mayor Schmitz invited Daryl McDaniel with Greater Dothan Area Lions Club and Tami Page with Zonta International to give a presentation. Mr. McDaniel said Greater Dothan Area Lions Club and Zonta International have partnered to conduct a community needs assessment survey during the month of January, 2015 to identify unmet local needs in our community which typically service organizations strive to meet. He said the survey will be available for on-line submittal and will also be mailed out to community members who serve in professional, civic, educational, and human services positions. He said they will host some town hall meetings for public participation and conduct personal interviews. He said the results, which will be unveiled in February, 2015, will hopefully give a better foundation for service organizations to be more efficient and avoid duplication in meeting unmet local needs. Ms. Page said this is a first step to hopefully getting all the local service clubs and community outreach members from the Dothan area to collectively look at the community identified needs and address them appropriately. She said the hope is to begin to be more strategic about how we reach out to the community and to avoid overlapping services. Mayor Schmitz said our community has an incredible heart, and he is grateful to these organizations for coming together on this project. Commissioner Dorsey wished everyone Happy Holidays! Commissioner Dorsey said he has received several phone calls in reference to police body cameras, and he requested a status update. Police Chief Greg Benton said they have tested two different types and styles of body cameras and plan to test more after the first of the year. He advised that once the application process is open, they plan on applying for the grant for the cameras. Commissioner Kirkland thanked everyone for all the cards, prayers, and encouragement he has received since his Mom passed away last week. Commissioner Kirkland wished everyone a Merry Christmas! Commissioner Ferguson wished everyone a Merry Christmas, and he welcomed Commissioner Anderson to the Board. Commissioner Anderson wished everyone a Merry Christmas! Commissioner Anderson thanked everyone for their prayers and calls over the last few weeks regarding her daughter’s accident. She said she is doing well. Mayor Schmitz acknowledged the community for reaching out after the recent passing of Representative Paul Lee’s Father and Commissioner Kirkland’s Mom. Minutes of the Board of Commissioners – December 16, 2014, continued. Mayor Schmitz said Congressman Terry Everett and his wife, Barbara, donated $1,000,000.00 of their personal funds to Troy University during the Board of Trustees meeting on Friday, December 12th, hopefully to be used at Troy Dothan for a new technology program. He noted that Congressman Everett’s entire career was involved in space and technology, and Congressman Everett believes that with Troy’s backing we could have a great program in Dothan. Mayor Schmitz said we are very blessed to have this four year university, as well as Wallace Community College and the Alabama College of Osteopathic Medicine, in our city. Commissioner Newsome added that Congressman Everett served in the military and he thanked him for his service. Mayor Schmitz said he was able to participate for his fifth year in the Wreath Laying Ceremony at Sunset Memorial Park on Saturday, December 13th. He said this is a wonderful event for our military and their family members, and he is grateful to this community for reaching out in support. Mayor Schmitz wished everyone a Merry Christmas! City Manager West announced City of Dothan offices will be closed Thursday, December 25th, Friday, December 26th, and Thursday, January 1, 2015 for the Christmas and New Year’s holidays. Regarding the sanitation schedule for these two weeks, Thursday residents will receive garbage and recycling pick-up on Wednesday. Friday residents will receive garbage and recycling pick-up on their regularly scheduled day. There will be no trash collection for Thursday or Friday residents. Mr. West reminded residents that, on their first scheduled pickup after Christmas, all items placed by the curb which did not fit inside the containers will be picked up. He said live Christmas trees may be recycled from December 29th through January 9, 2015 at Dothan Utilities, located at 200 Kilgore Drive. City Manager West said the Environmental Services Division began distributing the large blue recycling carts this week. He asked for patience from residents who have applied for a cart as they have received a lot of requests. City Manager West announced the Downtown Dothan Hoops Classic will be held December 26th – 31st at the Dothan Civic Center with an off-day scheduled for Sunday, December 28th. City Manager West said information related to applying for Community Development Block Grant funding is being sent out for the upcoming application process. Commissioner Newsome asked if the applicants have complied with the audit requirement. Planning Director Todd McDonald said this requirement is connected to the value of the organization and sometimes it is every other year. He explained that this information is on file for the current recipients whose agreements were approved by the Commission, and this process will start again in January, 2015. Mr. McDonald confirmed for Commissioner Newsome that the audit requirement must be met in order to qualify for the upcoming grant. City Manager West said there was an impressive crowd at the Civic Center on Thursday, December 11th when Troy University hosted a basketball game and played Fort Valley State. He said hopefully this will happen every year and more people will participate. City Manager West, along with Police Chief Greg Benton and Major Steve Parrish, presented a service award to Brad Baum, for twenty-five years of service with the City. Mayor Schmitz introduced Resolution No. 2014-333 (recorded in Ordinance Book No._______at Page_______), declaring certain properties which are overgrown with weeds, scrub, wild bushes, grass and other vegetable growth as injurious to the health, safety and welfare of the community as nuisances and calling for a public hearing to be held on the matter during the regularly scheduled commission meeting on January 6, 2015. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Minutes of the Board of Commissioners – December 16, 2014, continued. Mayor Schmitz introduced Resolution No. 2014-334 (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 2014-273 and 2014-303 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 Dorsey moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-335 (recorded in Ordinance Book No._______at Page_______), submitting a pre-application form in the amount of $30,000,000.00 under the Alabama Department of Environmental Management’s Clean Water State Revolving Fund (CWSRF) to be used for construction and inspection of upgrades to Omussee Creek Wastewater Treatment Plant. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Ferguson asked why this item was not placed on an administrative agenda first due to the scope of the project? City Manager West said the application was just finished last week, and it has to be submitted by December 31st. Commissioner Ferguson said the report provided to the Commission included several options, all of which exceeded the $30,000,000.00, and he questioned how this is being done. Public Works Director Jerry Corbin explained that the options include some fairly significant add-ons to those cost estimates. He advised that once the design is underway, probably in the fifteen percent preliminary schematic stage, the plan is to assess what the most probable cost estimate is at that time and then make adjustments to fit in to this amount. Commissioner Dorsey asked if a place has been identified to relocate the Police Department’s operation in order to accommodate them? Mr. Corbin said we will need some additional space in the firing range for expansion of the plant, and we will have a better picture of this once the preliminary layout is completed. Commissioner Ferguson confirmed with Mr. Corbin that $28,500,000.00 is for basically brick and mortar type work, construction and equipment, and will bring this plant into compliance with the consent order, as well as having some capacity for future growth on that side of town. Mr. Corbin confirmed for Commissioner Ferguson that there is a possibility more will need to be done at this plant, such as putting all the centralized treatment for the Fats, Oils and Grease (FOG) Program at this plant. Mr. Corbin said there will be an increased amount that will have to be handled because of the FOG ordinance. Commissioner Ferguson inquired into the status of the previous CWSRF loan of $19,231,000.00 in regard to bidding the Rock Creek project. Mr. Corbin said that loan included a great deal of design projects, not only for rehabilitation but also for replacement of sewer. He said the Rock Creek project is at about sixty-five percent in the design stage, and will hopefully be ready for advertisement in early spring of 2015. He said this is a ten to twelve month construction project and the aim is to eliminate the sanitary sewer overflows occurring in the Cornell Avenue area. He said this money includes a large amount of smoke and dye flood testing, TV’ing and other rehabilitation work across the City. City Manager West noted that this loan also included the design work for Omussee Treatment Plant. Mr. Corbin said any money saved in field analysis work or engineering will be put toward projects in the ground. Commissioner Ferguson said he would be a lot more comfortable had the Commission been given more than a week to discuss this. He said he knows that it has to be done, but there are also other obligations to be met, and in an uncertain economy, he is concerned with how we are going to pay for this. He said he knows a rate study is being done and someone is going to bear the brunt. Regarding FOG treatment, he asked if there are private industries engaged in this type of disposal who may be interested in mitigating some of the expense the City will incur. Mr. Corbin discussed some possibilities and alternatives regarding FOG collection and disposal. He said they are exploring all options and are sensitive to the businesses that will be affected. He said they will try to determine an alternative that satisfies the most concerns with the least amount of impact. Commissioner Ferguson said it is important to communicate that options are being explored because the people he hears from are blindsided by the amount of money involved. He said the City is retiring approximately $7,500,000.00 of long- term debt next year, and this is also important to communicate. He said it is incumbent upon this Commission to do our best to educate and communicate these things. Mr. Corbin added that the City had four treatment plants and is now down to three treatment plants. He said Omussee Treatment Plant, built in 1971, has not been upgraded since 1991, which was 23 years ago. He said some of the Minutes of the Board of Commissioners – December 16, 2014, continued. technology has changed significantly, some of the equipment has reached and exceeded its life, and hydraulic conditions have changed. He said upgrading this plant has more to do with these issues than with the consent order, and it is time for this to happen. Commissioner Anderson clarified with City Manager West that this item being voted on today is not to approve a project and is only to approve the submission of the pre-application. City Manager West said if the pre- application is selected, the City will be allowed to make a final application, which will be due in May, 2015. Mr. Corbin said this will be an opportunity to look at better cost estimates and adjust the amount. Upon Commissioner Newsome’s request, City Manager West explained the application process for clarity. Commissioner Ferguson confirmed with City Manager West that the next item on the agenda would be funded from the previous CWSRF loan. Commissioner Ferguson asked how the City receives money from the loan? City Manager West said the money is reimbursable; the City submits receipts for money spent and within a few days, the amount is wired to us. Commissioner Newsome asked if there are statistics to back up the $50,000.00 median income listed on the application. City Manager West and Mr. Corbin explained this statistic was supplied by the Planning Department and is based on the census tract. Commissioner Ferguson said our media members are always good to do detailed reports regarding these issues, and he feels it is important to explain how the City is paying off our some of our long-term debt as well as adding significant debt. He said this information should be publicized on a regular, possibly monthly, basis to make sure everybody understands we are not doubling our long-term debt, we are diminishing it quite a bit as well. He asked if this is possible, and City Manager West said this can be done. Mayor Schmitz said this is a serious and expensive issue. He spoke about the medical school and the growth on the east side. He said he is grateful this is being looked at because we do not want the problems that happened on the west side to happen on the east side of the City. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-336 (recorded in Ordinance Book No._______at Page_______), entering into a contract with BWSC to provide engineering services for the design of the Omussee Creek WWTP in the amount of $2,100,000.00 and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Ferguson asked what is the time frame for the design phase and how will the amount be paid? Mr. Corbin said the time frame is approximately one year and payment will be made in monthly draws. Mr. Corbin confirmed for Commissioner Ferguson that the fees are an amount not to exceed, except for some supplemental tasks included as additional services to be performed only if both parties agree they should be done. He advised that, if this should happen, it will be brought back before the Commission. Commissioner Ferguson asked if we require the design to be completed in twelve months? Mr. Corbin said this is an agreed upon goal, and he anticipates it will be completed close to this time frame. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-337 (recorded in Ordinance Book No._______at Page_______), accepting funding from the United States Secret Service for participation in the U.S. Secret Service Alabama Electronic Crimes Task Force for reimbursement of overtime expenses not to exceed $10,000.00 for fiscal year 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-338 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the United States Department of Justice, through the United States Marshals Service, to accept funding in the amount of $11,500.00 for reimbursement of overtime costs for officers working Gulf Coast Regional Fugitive Task Force cases. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Anderson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-339 (recorded in Ordinance Book No._______at Page_______), amending the agreement with Swanson Services Corporation for Commissary Services to the Dothan City Jail by changing the effective date to December 1, 2014 for a one year period and thereafter renew for two (2) additional years with one (1) year renewal terms. Commissioner Kirkland Minutes of the Board of Commissioners – December 16, 2014, continued. moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-340 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola Solutions for maintenance of the Motorola Fire Station Alerting System at a cost of $14,704.08 for a one year period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-341 (recorded in Ordinance Book No._______at Page_______), accepting a proposal from Auburn University for an archeological survey of the Forever Wild Property in the amount of $3,500.00. Commissioner Anderson moved for adoption, motion seconded by Commissioner Newsome. Commissioner Ferguson said he understood that our commitment to this project was the land only. Leisure Services Assistant Director of Operations Kim Meeker explained this survey is being performed per the City’s agreement with the State of Alabama for our Recreational Trails Program grant funding to do the Forever Wild project. He said the grant we are receiving from Forever Wild will pay for this, as well as other things. City Manager West said the City is handling oversight of the Forever Wild project and this survey is required for the grant, which is federal money coming through the state. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-342 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of November, 2014 in the amount of $11,261,785.51. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2014-343 (recorded in Ordinance Book No. _______at Page_______), awarding purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT Professional Services through King & Spalding $ 943.69 1 10/31/14, Project Number 850310 Atlanta, GA Professional Services through Maynard, Cooper & Gale, PC $ 21,349.09 1 11/14/14, Claim Number 2003132 Birmingham, AL Bulk Oil, Grease and Fluids Davis Oil Co., Inc. $ 50,000.00 Bid Number 10-13, Res.2010-64 Dothan, AL Dated 2/23/10, Extended Until New Bid Can Be Completed John Deere 5100E Utility Tractor, John Deere See Unit Price in Unit Price: $41,901.61, Quantity 1 Cary, NC Description (or more), John Deere CX15 Flex-Wing, Unit Price: $16,218.51, Quantity 1 (or more) Purchase Using Houston-Galveston Area Council (HGAC) Purchasing Co-Operative Contract #GR01-12 Panasonic Toughbook, Quantity 5, CDWG $ 19,859.83 Unit Price: $2,790.17, Android Chicago, IL Tablet, Quantity 5, Unit Price: $531.46, Motion Tablet, Quantity 1, Unit Price: $3,251.68, Purchase Using National Joint Powers Alliance (NJPA) Purchasing Co-Operative Contract #100614 1 On going expenses have exceeded $15,000 for project number 850310. Commissioner Kirkland then moved for adoption of Resolution No. 2014-343, motion seconded by Commissioner Ferguson and unanimously carried. Minutes of the Board of Commissioners – December 16, 2014, continued. Mayor Schmitz introduced Resolution No. 2014-344 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Scott Owens Standardized Field Sobriety Test $ 140.00 Instructor Course Selma, AL Lynn Watkins FBI-LEEDA Command Leadership $ 1,635.00 Institute for Law Enforcement Executives Birmingham, AL Carole Schumaker CISCO Routing and Switching Bootcamp $ 3,451.40 Atlanta, GA Thomas Ethridge Half-Century Transformer Training and $ 2,346.00 Education provided by S.D. Myers Memphis, TN Elston Jones 2015 Alabama Recreation & Parks $ 6,391.00 Kim Meeker Association Annual Conference Roy Kitts Florence, AL Tyson Carter Tony Thorne Kenny Dunning Matt Barefield Kenny Thompson Stephanie Wingfield Jerry Moore Debbie Reed Commissioner Dorsey then moved for adoption of Resolution No. 2014-344, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Newsome asked when the City will be through paying the Retirement Systems of Alabama (RSA) or have RSA down to a smaller amount of money? City Manager West said the percentage paid to RSA will decrease in October, 2015, but because of the remaining amount owed, it will probably be at least twenty years. 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 /s/Susan Anderson, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS