City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MAY 5, 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, May 5, 2015 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Beth Kenward, 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. Pastor Kevin Knight, First Church of the Nazarene, then led in prayer, afterwhich Commissioner Newsome led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of April 21, 2015, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming June 12, 2015 as “Thank You for Your Service Day” in the City of Dothan. Ron Creel, CEO/President, ASF Foundation, Inc., was present for the proclamation. Mr. Creel invited everyone to attend the Alabama State Games Opening Ceremonies at the National Peanut Festival Fairgrounds beginning at 7:00 p.m. on Friday, June 12th. Mayor Schmitz presented and read a proclamation, proclaiming May, 2015 as “Foster Care Month” in the City of Dothan. Stephanie McKnight, Houston County Department of Human Resources (DHR) Director, Julie Lindsay, DHR Program Supervisor, and Jenny Bell, DHR Resource Worker, were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming the week of May 10-16, 2015 as “Police Week” in the City of Dothan. Police Chief Steve Parrish was present for the proclamation. Commissioner Kirkland said District 3 was hit hard during the April 25th storm event and expressed appreciation for all the help received. He thanked Mr. West, all department heads, and the numerous people from inside and outside the city who responded to assist. Commissioner Ferguson thanked all departments and employees for their response and hard work provided during and after the storm event. Commissioner Ferguson recognized and expressed appreciation to Dothan Police Officer Adam Davis for writing “Spirit and Truth,” a devotional book of encouragement for law enforcement officers. Commissioner Kenward seconded the sentiments expressed by Commissioners Kirkland and Ferguson for the hard work of the department heads and employees. She also recognized the faith community and all of the volunteers who came out and supported those people who were without power and food. She said it was very heartwarming to see our community come together in this way. Mayor Schmitz also expressed appreciation to the community for coming together in response to the storm. He recognized all of the local churches, small businesses, organizations, and community members for stepping up to help. Mayor Schmitz invited everyone to participate in the Mayor’s Ride for Fitness event at 9:00 a.m. on Saturday, May 9th at Westgate Park. Minutes of the Board of Commissioners – May 5, 2015, continued. Mayor Schmitz said he was honored to be invited to Huntsville recently to join other mayors from Mobile, Montgomery, and Tuscaloosa to discuss economic development. He said this was a great opportunity to get to know these mayors, promote our community, and request help in receiving future economic development opportunities. City Manager West, along with Dothan Utilities Director Billy Mayes and others, presented a service award to Craig Stone, for thirty years of service with the City. Chief Parrish, along with Captain Stacey Robinson, Captain Carlton Ott, Lieutenant Rachel David, Lieutenant Brian Smith, and Lieutenant Scott Long, recognized and presented Life Saving Awards to Corporal Andy Davis, Officer Jeremy Wallace, Officer Chris Summerlin, Officer Peter Markow, and Officer Jason Arnette; Police Officer of the Year to Officer Shane Ash, Sworn Supervisor of the Year to Lieutenant Will Glover, Civilian Employee of the Year to Public Safety Dispatcher II Jess Danford, Civilian Supervisor of the Year to Public Safety Dispatcher Supervisor Kayla Owens, and Civilian Award of Valor to Mr. Eddie Curry. Captain Ott also recognized Lieutenant Glover for being selected as the 2015-2016 State of Alabama Law Enforcement Officer of the Year and Shelley Linderman from the Wiregrass Angel House for her participation in this award. City Manager West recognized Pastor Knight and the First Church of the Nazarene for their assistance during the recent storm event, as well as past weather events, and he expressed appreciation to them for being a great part of the City’s emergency preparedness in the community. City Manager West expressed appreciation to all Dothan employees for their work during the storm response and recovery effort, and he thanked the citizens for their patience while all the various issues caused by the storm were worked through and resolved. City Manager West invited Public Works Director Jerry Corbin to provide an update on storm debris collection. Mr. Corbin said employees from the Street and Environmental Services Divisions began clearing the streets immediately following the storm and they have been working around the clock ever since. He explained that the debris is significant in multiple areas and crews are working together to remove the larger piles. He said garbage and recycling pickup routes are running as close to schedule as possible, but it will take time to return to the normal routes. Mr. Corbin recognized the employees for being willing, able, and experienced to handle the job, and he expressed appreciation to General Services and Dothan Utilities for providing additional manpower and equipment as needed. He said this has been a collaborative effort for all the departments, and he thanked everyone for all they have done and all they continue to do. City Manager West asked for patience from residents as employees are working twelve hour days, seven days a week to pick up the storm debris. City Manager West made the following announcements: • The Mayor’s Ride for Fitness event will be held at 9:00 a.m. on Saturday, May 9th at Westgate Park. He invited everyone to come out to the event. • Older American’s Day will be held from 9:00 a.m. until 1:00 p.m. on Wednesday, May 6th at the National Peanut Festival Fairgrounds. • The Tri-State Community Orchestra will hold a concert at 7:30 p.m. on Friday, May 8th to celebrate the 100th anniversary of the Dothan Opera House. • A Bidder Enrollment Seminar will be held in the Civic Center’s Board Room on Wednesday, June 3rd at 9:00 a.m. to provide enrollment assistance to those who are interested in bidding on City projects. • The next Dothan Leadership Academy will be held May 18th-20th in the Dothan Utilities Training Room. Minutes of the Board of Commissioners – May 5, 2015, continued. • Water World is now open on weekends only, but beginning Memorial Day, will be open daily. • The Media vs. Elected Officials Softball Game will be held on Saturday, May 16th at Colby Field to benefit the Wiregrass Area Food Bank. City Manager West advised that Item# 4 will be removed from today’s Administrative Agenda and placed on the regular agenda for consideration on June 2nd. Regarding collection of storm debris, Commissioner Newsome asked if the large piles being stored in the old County Yard will be included in the storm volume when it comes to the federal funds that may be available. Mr. Corbin confirmed this to be the case. He explained that the piles at the County Yard, as well as the other staging area at Rip Hewes Stadium, are being relocated to City owned property located at the corner of Webb Road and Omussee Road, and the City will seek a permit from the Alabama Department of Environmental Management to burn these piles. Mayor Schmitz introduced the application of Mei H. Lin for a Restaurant Retail Liquor License (on premise) for Top Thai, located at 105 South Woodburn Drive, Suite 3. Commissioner Baxley moved for approval, motion seconded by Commissioner Dorsey. Mayor Schmitz asked if there was anyone present to speak on this matter and there were none. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz introduced the application of Latonya Dorsey for a Retail Beer and Retail Table Wine License (off premise) for Da View Mini Mart and Deli, located at 2225 Lake Street. Commissioner Dorsey moved for approval, motion seconded by Commissioner Kirkland. Mayor Schmitz asked if there was anyone present to speak on this matter and there were none. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz introduced Resolution No. 2015-109 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with PRA Government Services, LLC, d/b/a Revenue Discovery Systems (RDS) to administer and collect the City’s sales, use and lodging taxes for a five year period beginning June 1, 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-110 (recorded in Ordinance Book No._______at Page_______), entering into a real estate sales contract with Selma Baptist Church to purchase a +/-6.3 acre parcel of land at the intersection of West Carroll Street and Hatton Road for an electrical substation to replace the existing substation at South Park Avenue for a total purchase price of $95,000.00. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-111 (recorded in Ordinance Book No._______at Page_______), approving the tenant At Will agreement with Alabama Power Company for relocation of transmission line to accommodate the landfill expansion. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley and upon the motion being put to vote, those voting “yea,” were Schmitz, Kirkland, Ferguson, Kenward, and Baxley; “nay:” Dorsey and Newsome. The motion was carried by the majority of five "yeas" to two “nays.” Mayor Schmitz introduced Resolution No. 2015-112 (recorded in Ordinance Book No._______at Page_______), continuing the tax levied on property situated in the City of Dothan at the rate of five (5) mills upon each one dollar ($1.00) of assessed value and fixing the compensation of the tax assessor and tax collector for collecting and assessing the tax. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this resolution is done each year and there is no increase in the rate. Commissioner Minutes of the Board of Commissioners – May 5, 2015, continued. Newsome confirmed with City Manager West that Henry County and Dale County are included in this resolution because there are areas of the city limits that stretch into those counties. City Manager West explained that the taxes received by the City help offset the cost of services provided to those areas, and the counties are allowed to keep a percentage for their cost in collecting the tax. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-113 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Praestare Engineering to provide engineering services for a drainage basin study to include a hydraulic analysis and cost estimates for Girard Avenue Drainage Basin, for a fee of $63,650.00, and appropriating funds for said services. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-114 (recorded in Ordinance Book No._______at Page_______), appointing Marc Hall as a member of the Community Development Advisory Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Newsome asked if Mr. Hall was present in the audience. Mr. Hall was not present. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-115 (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 40 Foot Tanker Trailer, Gulf City Body & Trailer See Price in per City of Dothan Mobile, AL Description Bid Specifications: Quantity 1(or more): Make and Model: Acro RN6000 Total Price of Unit: $119,312.00 Cargo Vans, per City of Dothan Solomon Motor Co. See Price in Bid Specifications: Dothan, AL Description Full Size Cargo Van: Quantity 1(or more); Replace #3164: Make and Model: Chevrolet Express Cargo Total Price of Unit:$24,835.50 Additional Options at Dealer Cost Indicate Yes or No: Yes Cargo Vans, per City of Dothan Stivers Ford Lincoln See Price in Bid Specifications: Montgomery, AL Description Mid Size Cargo Van; Replace #9275: Quantity 1(or more): Make and Model: Ford Transit 350 Total Price of Unit: $20,590.00 Additional Options at Dealer Cost Indicate Yes or No: Yes Other Purchases: Joint Use Pole Attachment & Patterson & Dewar Engineers See Price in Electric System Inventory Norcross, GA Description Analysis: 2 RFP #: 15-14, Number of Invitations: 27, Quantity 26,000 Poles (or more) and 500 stub poles (or more) Estimated Total Price: $256,520.00 Professional Services trough 3/31/15 Maynard, Cooper & Gale $ 2,011.69 Claim Number 2003124, ReaMonica Birmingham, AL 3 Carney v City of Dothan Minutes of the Board of Commissioners – May 5, 2015, continued. 2015 Ford F350 Cab & Chassis: Ben Atkinson Motors, Inc. See Price in Quantity 1 (or more), Replacing Tallassee, AL Description Unit # 9212, Purchase Using State of Alabama Contract #4012910, 4 Line 25; Unit Price; $26,150.00 Knap Heide Service Body: Truck & Equipment See Price in Quantity 1 (or more), Replacing Mobile, AL Description Unit # 9212, Purchase Using State of Alabama Contract #4012502, 4 Line 24; Unit Price; $5,056.00 Notes: 1 ITB: Invitations to Bid 2 RFP: Requests for Proposals 3 Total expenses for legal claim number 2003124 have exceeded $15,000.00. 4 Total expenses for replacement of the tire service truck are $31,206.00, which includes the cab, chassis and service body. Commissioner Kirkland then moved for adoption of Resolution No. 2015-115, motion seconded by Commissioner Dorsey. Commissioner Newsome confirmed with City Manager West that an additional $2,000.00 for legal services is included on this resolution, we exceeded $15,000.00 a long time ago, and we are still climbing. Regarding the Joint Use Pole Attachment & Electric System Inventory Analysis item, Commissioner Ferguson confirmed with City Manager West that this audit is to confirm our inventory and pole locations. City Manager West said that this analysis will also provide us with information as to which company is on which pole so that we may ensure our billing is correct. Commissioner Ferguson asked what will happen in the event that we find equipment attached to poles without permission. City Manager West advised that we do not have the ability to charge penalties, but we will begin billing the company for the attachment. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-116 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Michael Anderson AREA’s Book 1 Lab for Lineman $ 5,590.00 Garrett Hall Apprentice Jacob Williamson Montgomery, AL David McQuain Shan Ash SEAFC/AAFC Joint Leadership Conference $ 1,700.42 David Hasty Birmingham, AL Matt Barefield ARPA State Track Meet $ 1,275.00 Stephanie Wingfield Gadsden, AL Keith Cooper Stephanus White Carlton Ott FBI National Academy Associates $ 991.12 Alabama Chapter 2015 Career Development Seminar Orange Beach, AL Jeremy Kendrick Task Force On Board Training $ 0.00 Oklahoma City, OK Commissioner Kirkland then moved for adoption of Resolution No. 2015-116, motion seconded by Commissioner Baxley and unanimously carried. Commissioner Kirkland moved to accept easements from Ngoc S. Wynn, Tadlock Management, LLC, TP Enterprises, LLC, (2), and Watson and Down Investments, LLC for electrical rebuild on Catalina Drive/Ross Clark Circle, motion seconded by Commissioner Baxley and unanimously carried. Minutes of the Board of Commissioners – May 5, 2015, continued. 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: 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/Beth Kenward, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS