City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JANUARY 20, 2015 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, January 20, 2015 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, Susan Anderson, and Hamp Baxley. Commissioner John Ferguson 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. Brother Stacy Stafford, Southside Baptist Church, then led in prayer, afterwhich Commissioner Baxley led in the Pledge of Allegiance to the Flag. Mayor Schmitz announced that Commissioner Ferguson is not here today because he has the flu and we hope he is healed fast. Commissioner Baxley moved that the Minutes of the Meeting of January 6, 2015, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz announced that item #20 will be removed from the agenda and appropriate action will be taken at that time. Commissioner Dorsey said over 200 citizens of the Napier Field area have signed a petition for a sidewalk to be installed along Lingo Road. He requested City Manager West discuss this matter with Public Works Director Jerry Corbin to determine if this can be done. Commissioner Dorsey recognized the honorable service of Former District 1 Commissioner James H. Reading. He requested City Manager West to check into the policy for naming rights of City of Dothan facilities, and he asked the Commission for their deepest consideration of naming the Andrew Belle Pool after James H. Reading. Mayor Schmitz said he is grateful for everyone’s input during the strategic planning work session held last week. He said it is important that we are a city that gets things done and working together to determine priorities allows us to do so. He said he is grateful that economic development is one of our top priorities. Mayor Schmitz announced that he will be leaving town for a few days and he would like to name Commissioner Anderson as Mayor Pro tem to honor her for her willingness to serve. He said she is very involved and he appreciates her for participating in the planning session. Veterans of Foreign Wars (VFW) Award Presentations were given by former VFW State Commander Ed Pritchard and VFW Post 3073 Commander John Seay to Lee Brown, Firefighter of the Year (award accepted by Captain Ronald Knight), Dustin Mendheim, EMT of the Year; and Thomas Davis, Law Enforcement Officer of the Year. Mayor Schmitz then honored Mr. Pritchard with a pin from the City in recognition of his longtime service, excellence, and commitment to our city, country and veterans. City Manager West, along with General Services Director Randy Morris, presented a service award to Cindy Gary for thirty years of service with the City. City Manager West invited Leisure Services Assistant Director of Operations Kim Meeker to give an update and a special announcement regarding the upcoming Minutes of the Board of Commissioners – January 20, 2015, continued. Pro Classic women’s tennis tournament. Mr. Meeker said this will be the fifteenth year of operation for the tournament and he recognized the importance of sponsors in making this possible. Angelia Turner, along with Mr. Meeker, announced that Hardee’s, a longtime sponsor of the tournament, desired to do more and has stepped up to be the event’s title sponsor. Ms. Turner said Hardee’s sponsorship is a big boost to be able to continue this tournament and bring professional tennis to Dothan. She said the event, which will now be named “Hardee’s Pro Classic”, will be held April 16th- 23rd. Rebecca White, Marketing Manager for Ponder Enterprises, franchisee for the local Hardee’s, said they are glad to partner with the City and give back in this way. Ms. White said they are looking forward to the event and she invited everyone to come dine at Hardee’s! City Manager West invited Hope Johnson, Chairman of the Dothan Area Chamber of Commerce, Mark Saliba, Chairman of Grow Dothan, and Matt Parker, President of the Dothan Area Chamber of Commerce to give an update on economic development in our area. Mr. Saliba recognized Bob Woodall and Dean Mitchell who were both present in the audience. He provided an overview of Grow Dothan, and he thanked Mayor Schmitz and the Commission for allowing them to be a part of the team. Mr. Parker expressed appreciation to Mayor Schmitz, the Commission and all department heads for their accessibility and support. He gave a presentation showing data and trends occurring over the last five years, and he updated the Commission on current economic development activities. Mayor Schmitz said he is grateful for everyone working together to make things happen in our community, and he expressed appreciation to Mr. Parker for his commitment to local businesses. City Manager West announced the next Community Development Block Grant Advisory Committee public meeting will be held at the Main Library on Thursday, January 22nd at 6:00 p.m. City Manager West said Spring softball and baseball registration is underway. Interested players may register at their regional recreation center. City Manager West announced the annual Azalea Dogwood Pageant will be held on Saturday, February 28th in the Opera House. City Manager West announced the Downtown Dothan Hoops Classic check presentation will be held on Friday, January 30th at 10:00 a.m. in the City Commission Chambers. Mayor Schmitz introduced Resolution No. 2015-9 (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 February 17, 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-10 (recorded in Ordinance Book No._______at Page_______), appointing election officials for the February 10, 2015 Special Municipal Election. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Anderson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-11 (recorded in Ordinance Book No.______at Page_______), establishing the compensation for the election officials for the February 10, 2015 Special Municipal Election. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-12 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Praestare Engineering for CE&I for Downtown Streetscape, Sidewalk Improvements to North Oates Street, Project No. TAPOA-TA13 (916), for a not to exceed amount of $39,780.00. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this is an 80/20 grant through the Transportation Minutes of the Board of Commissioners – January 20, 2015, continued. Alternatives Program (TAP). There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-13 (recorded in Ordinance Book No._______at Page_______), awarding the bid and entering into a contract with Triple J Construction, LLC for the Sidewalk Improvements to North Oates Street, Project No. TAPOA-TA13 (916) in the amount of $301,581.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West said this is part of the same 80/20 TAP grant. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-14 (recorded in Ordinance Book No._______at Page_______), approving the permit application and permit fee of $27,180.00 and submitting same to the Alabama Department of Environmental Management (ADEM). Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West said this is the permit for our landfill expansion. Bobby Lewis, who had signed up for privileges of the floor regarding this item, said he is speaking as a representative for those who stand in opposition to this expansion. He said when we were at this meeting chamber last fall, when the 528 acres were all shown as one property, he asked Mr. Corbin if there were graves on this property. Mr. Lewis said when the people who did the archeological study were there, he discussed things with them personally and he asked them the question had they found any interesting things specifically? Mr. Lewis said they told him they had; they had found it on the west side of the creek, which he said is where the expansion is intended. Mr. Lewis implored the Commission to reconsider the implications of disturbing grave sites that are located on the property in question and look at the consequences should those grave sites be disturbed, as far as the criminal and civil law governing disturbing of graves. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Kirkland, Anderson, and Baxley; “nay:” Dorsey and Newsome. The motion was carried by the majority of four "yeas" to two “nays. Mayor Schmitz introduced Resolution No. 2015-15 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, issuing a Notice of Award and a Notice to Proceed to J & P Construction Company, Inc. for the Sludge Dewatering Facility Upgrade for the sum of $1,642,000.00, and appropriating funds for said upgrade. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West said this is a project that has been discussed for several years now. He explained that Dothan Utilities Director Billy Mayes and others had done some preliminary work on the design in order to do a design-build; however, this could not be done under Alabama law. He said Polyengineering was hired to do the design and bid it out. He said this is replacing the original equipment. He explained we had two belt presses but are now down to just one, and this is needed to continue compliance with Environmental Protection Agency requirements. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-16 (recorded in Ordinance Book No._______at Page_______), appropriating $245,000.00 in FY 2015 for the City’s wastewater treatment sludge disposal at the Springhill Landfill. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West said this is the disposal of sludge from our belt pressing process. He explained that the sludge was previously disposed of by land applying it and turning it under, until two years ago when the EPA notified that we could no longer do this. He said since this time, we have been hauling it to Waste Management’s landfill in Campbellton, Florida. He said this appropriation will take us through the end of the year with those costs. Commissioner Baxley asked if this process can be returned to once the new landfill is done? City Manager West advised that this process would use up the landfill space. Commissioner Newsome asked if the end of the year is considered to be October and City Manager West confirmed with Mr. Mayes that the end of the year is October, 2015. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-17 (recorded in Ordinance Book No._______at Page_______), appropriating approximately $149,600.00 for thirty- two (32) additional self-contained breathing apparatus units for the Fire Minutes of the Board of Commissioners – January 20, 2015, continued. Department and ten (10) escape packs for the Technical Rescue team. Commissioner Anderson moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-18 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Troy University to provide a tuition discount for City employees. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-19 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Southeast Alabama Basketball Officials Association to provide a clockkeeper and bookkeeper to officiate during the 2015 South Regional Tournament at a cost of $45.00 per game. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-20 (recorded in Ordinance Book No._______at Page_______), approving the payment of invoices for the month of December, 2014 in the amount of $13,069,684.93. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced a proposed resolution appointing Melissa McClaney as a member of the Board of Zoning Adjustment. Mayor Schmitz explained that Commissioner Ferguson has requested this item be removed for now. Commissioner Baxley moved to remove this item from the agenda, motion seconded by Commissioner Anderson and unanimously carried. Mayor Schmitz introduced Resolution No. 2015-21 (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 Dumpster Service: Mark Dunning Industries See Price In Seasonal Pick-Ups, with Dothan, AL Description Varying Number of Pick-Ups Per Week, Per Bid Specifications: Units are Monthly Prices Westgate Park Dumpster Service: Quantity 3, 4 Yard Dumpsters Unit Price: $210.00 Eastgate Park Dumpster Service (House): Quantity 1, 4 Yard Dumpster Unit Price: $55.00 (Ball Park): Quantity 1, 4 Yard Dumpster Unit Price: $55.00 Wiregrass Park Dumpster Service: Quantity 1, 4 Yard Dumpster Unit Price: $55.00 Doug Tew Dumpster Service: Quantity 1, 8 Yard Dumpster Unit Price: $125.00 Andrew Belle Dumpster Service: Quantity 1, 4 Yard Dumpster Unit Price: $55.00 Westgate Tennis Center Dumpster: Quantity 1, 4 Yard Dumpster Unit Price: $55.00 Westgate Softball Complex Dumpster: Quantity 1, 4 Yard Dumpster Unit Price: $70.00 Water World Dumpster Service: Quantity 2, 4 Yard Dumpster Unit Price: $120.00 Pitman Field Dumpster Service Quantity 1, 4 Yard Dumpster Unit Price: $55.00 Walton Park Dumpster Service Quantity 1, 4 Yard Dumpster Minutes of the Board of Commissioners – January 20, 2015, continued. Unit Price: $55.00 Estimated Annual Total: $9,860.00 Monthly fees are prorated on an Annual basis to include all required pick-ups. Estimated total does not include extra or emergency pick-ups. Dumpster Service: Year Round, 1 Martin Environmental Services, Inc. See Price In Pick-Up Per Week, Per Bid Dothan, AL Description Specifications: Fire Station #1 8 - Yard, Monthly Unit Price: $65.00 Fire Station #2 2 - Yard, Monthly Unit Price: $28.00 Fire Station # 3 4 - Yard, Monthly Unit Price: $45.00 Fire Station # 4 2 - Yard, Monthly Unit Price: $28.00 Fire Station # 5 2 - Yard, Monthly Unit Price: $28.00 Fire Station # 6 2 - Yard, Monthly Unit Price: $28.00 Fire Station # 8 2 - Yard, Monthly Unit Price: $28.00 Fire Station # 9 2 - Yard, Monthly Unit Price: $28.00 Estimated Annual Cost: $3,336.00 Estimated total does not include extra or emergency pick-ups. Half Ton Regular Cab Pick Up per Bondy’s Ford See Price In City of Dothan Bid Specifications: Dothan, AL Description Quantity 1 (or more): Make: Ford Model: F-150 Total Price of Unit: $19,370.00 Replacing Vehicle # 6201 Hydraulic Breaker Attachment for Thompson Tractor See Price In Backhoe, Per City of Dothan Bid Dothan, AL Description Specifications: Quantity 1 (or more): Make: Atlas Copco Model: SB452 Total Price of Unit: $16,750.00 Half Ton Extended Cab Pick Up per Bondy’s Ford See Price In City of Dothan Bid Specifications: Dothan, AL Description Quantity 1 (or more): Make: Ford Model: F-150 Ext Cab Total Price of Unit: $20,403.00 Replacement for Vehicles # 6411, 6310 Half Ton Crew Cab, per City of Stiver’s Ford Lincoln See Price In Dothan Bid Specifications: Montgomery, AL Description Quantity 1 (or more): Make: Ford Model: F-150 Total Price of Unit: $21,970.00 Replacement for Vehicle # 6719, 6976 Full Size SUV: Stiver’s Ford Lincoln See Price In Quantity 2 (or more): Montgomery, AL Description Make: Ford Model: Expedition Total Price of Unit: $24,966.00 Replacement for Vehicles # 6419, 6109 Fencing Replacement Blackshear Tri-State Fence See Price In Street Detention Pond, per City of Dothan, AL Description Dothan Bid Specifications: Quantity 1,700 Linear Feet, Unit Price: $11.88, Total Price: $20,196.00 Minutes of the Board of Commissioners – January 20, 2015, continued. Other Purchases: Professional Services Maynard, Cooper & Gale P.C. $ 3,248.20 through 11/30/14 Birmingham, AL Claim Number 2003124 Professional Services Maynard, Cooper & Gale P.C. $ 20,771.90 through 12/23/14 Birmingham, AL Claim Number 2003132 CUES GraniteNet Software & Cues, Inc. $ 19,980.00 Services for AOC/CityWorks Orlando, FL Integration: This is for the closed circuit television inspections that the City performs as part of the required operational programs. Sole Source Provider. Provide all labor and materials as Marty Robbins Roofing Company $ 47,540.00 required to install a new PVC roof Dothan, AL system over the existing built-up roof. Provide labor and equipment to remove all existing vinyl fascia materials, flashings and trim. Provide all labor, materials and equipment as required to install new metal fascia panels. Provide all new metal cap, sill trim, corner trim, and closure trim, as required for a complete job. Mid-Size Passenger Van: Dodge Ben Atkinson Motors See Price In Caravan, Quantity 1 (or more), Tallassee, AL Description State of Alabama Purchasing Contract T191, Unit Price: $21,048.00; State of Alabama contract pricing is lower than bid number 14-127 lowest bid. Replacing Unit # 7121 Mid-Size Cargo Van: Ford Transit Ben Atkinson Motors See Price In Connect, Quantity 1 (or more), Tallassee, AL Description State of Alabama Purchasing Contract T191, Unit Price: $18,819.00; State of Alabama contract pricing is lower than City of Dothan bid number 14-128 lowest bid. Replacing Unit # 1201 Patrol Sedans: Dodge Charger, Ben Atkinson Motors See Price In Quantity 5 (or more), State of Tallassee, AL Description Alabama Purchasing Contract T191, Unit Price: $24,703.00 State of Alabama contract pricing is lower than City of Dothan bid number 14-125 lowest bid. Replacing Units # 6353, 6357, 6329, 6327, 6342 Commissioner Kirkland then moved for adoption of Resolution No. 2015-21, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2015-22 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Benny Baxley Managing a multi-generation workforce $ 546.00 Sex and labor human trafficking Stapelton, AL Brad Cain FBI-LEEDA Command Leadership Institute $ 830.00 For Law Enforcement Executives Birmingham, AL Minutes of the Board of Commissioners – January 20, 2015, continued. Susie Peters International Crime Prevention Specialist $ 1,237.00 Alicia Hansen Anniston, AL Tyson Carter Alabama Dixie State Meeting $ 210.00 Kenny Dunning Opelika, AL Todd Phillips Alabama Smoke Diver at the AL Fire College $ 1,755.00 Kyle McDaniel Tuscaloosa, AL Chris Phillips AMEA Member Managers Meeting $ 1,279.98 Roger Lynch SAPPA Meeting Steve Gobble Fairhope, AL Will Benny FBI National Academy (NA260) $ 3,168.00 Quantico, VA Randy Morris Alabama Clean Water Partnership Watershed $ 316.00 Conference and ABLE (AL Better Living Expo) Montgomery, AL William Phares Criminal Interview and Interrogation $ 1,920.00 Matthew Krabbe Techniques Timothy Powell Phenix City, AL Jonathan Godwin Kevin Fisher Alabama Police Academy $ 4,000.00 Matthew Driggers Selma, AL Christopher Thompson Chris Etheredge Fire Chief’s Executive Development $ 1,655.90 Greg Hutcheson Conference 2015 David Hasty Tuscaloosa, AL Larry H. Williams, Jr. Fire Chief’s Executive Development $ 752.95 Conference 2015 Tuscaloosa, AL Amy Elliot Governor’s Inauguration $ 0.00 Montgomery, AL Garrett Crow Fire Inspector II at the AL Fire College $ 921.75 Tuscaloosa, AL William A. Sullivan Fire Investigator II at the AL Fire College $ 934.50 Tuscaloosa, AL Mark Metcalfe KME Plant-Fire Apparatus Final Inspection $ 0.00 Matt Lawhorn Nesquehoning, PA Stacey McAllister Doug Bell Dennis Roach AREA’s Forest Applications Training $ 1,430.00 Morgan Dawsey Opelika, AL or Staff Member th Lindsay McDonald AWEA’s 38 Annual Conference $ 966.14 Orange Beach, AL Jamila Brooks 2015 Municipal Magistrates Orientation $ 800.00 Jennifer Metzger Montgomery, AL Commissioner Kirkland then moved for adoption of Resolution No. 2015-22, 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 Anderson and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk See approval next page: Minutes of the Board of Commissioners – January 20, 2015, continued. 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