City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MAY 19, 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 19, 2015 with the following members present: Mayor Pro tem Kevin Dorsey, Associate Commissioners Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Beth Kenward, and Hamp Baxley. Mayor Mike Schmitz 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 Pro tem Dorsey called the meeting to order. Pastor Mike Grimes, Grandview Baptist Church, then led in prayer, afterwhich Commissioner Kirkland led in the Pledge of Allegiance to the Flag. Commissioner Baxley moved that the Minutes of the Meeting of May 5, 2015, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Pro tem Dorsey recognized Police Officer Matthew Horn for his involvement in a recent incident where shots were fired by a suspect at an apartment complex, and he expressed appreciation to Officer Horn for doing a great job in handling the situation. Mayor Pro tem Dorsey presented and read a proclamation, proclaiming the week of May 17-23, 2015 as “Emergency Medical Services Week” in the City of Dothan. Fire Chief Larry Williams was present for the proclamation. Commissioner Kenward announced a Town Hall Meeting for the residents of City Commission District 5, City Commission District 6, and Houston County Commission District 4 will be held tonight at 6:00 p.m. at the Westgate Library. She said the commission representatives from each of these districts will be present, and she invited residents to come with their questions. Mayor Pro tem Dorsey announced that a resolution will be added to the agenda as Item No. 16A regarding a “no cost agreement” and appropriate action will be taken at that time. City Manager West introduced Safety Officer Trampas Gougler, who accepted a Risk Management Gold Award on behalf of the City of Dothan. Mr. Gougler discussed the Risk Management Gold Award and the benefits associated with maintaining this standard. He recognized all employees, supervisors, and department heads for their continued efforts and commitment to working safely and efficiently. Fire Battalion Chief Chris Etheredge, along with Chief Williams and senior staff members of the Fire Department, presented the John T. Ingram Emergency Medical Technician (EMT) of the Year Award to Firefighter Elliott Glover and the Paramedic of the Year Award to Firefighter Kyle McDaniel. City Manager West invited Bob Hendrix, Executive Director of the Convention & Visitors’ Bureau to give a State and Local Tourism Update. Mr. Hendrix gave a presentation and provided the latest tourism figures. City Manager West made the following announcements: • The Dothan Police Department will host the annual Police Memorial Service at 2:00 p.m. in the Dothan Opera House on Wednesday, May 20th. Minutes of the Board of Commissioners – May 19, 2015, continued. • 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. • Recognized City employees for their efforts in raising over $5,000.00 for the March of Dimes in this year’s fundraiser and placing second in the corporate team division. • Residents and businesses affected by the April storm event are eligible to apply for disaster loans from the U.S. Small Business Administration (SBA), and the item being added to today’s agenda is an agreement to allow the SBA to utilize the Wiregrass Recreation Center to assist individuals with the application process. If the agreement is approved today, assistance will be provided for a one-week period beginning tomorrow, May 20th. • City offices will be closed on Monday, May 25th in observance of Memorial Day and there will be no sanitation collection on this date. Garbage and recycling collection will be rescheduled for Wednesday, May 27th. Because of the storm, trash collection is behind schedule in many areas but employees are still working seven days a week to catch-up. Mayor Pro tem Dorsey introduced Ordinance No. 2015-117 (recorded in Ordinance Book No. _______at Page_______), rezoning 3 parcels owned by the City of Dothan and the Industrial Development Board located at the intersection of 799 Technology Drive from L-I District (Light Industry) to H-I District (Heavy Industry). Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Baxley; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Baxley then moved for adoption of Ordinance No. 2015-117, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Baxley; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Pro tem Dorsey introduced Resolution No. 2015-118 (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 June 16, 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-119 (recorded in Ordinance Book No._______at Page_______), submitting the 2014 Municipal Water Pollution Prevention Annual Reports for the City’s three (3) wastewater treatment plants to the Alabama Department of Environmental Management. Commissioner Newsome moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-120 (recorded in Ordinance Book No._______at Page_______), entering into a Memorandum of Agreement with the Alabama Department of Public Safety (DPS) for reimbursement of registration fees in the amount of $7,800.00 for student officers successfully graduating from the Alabama Criminal Justice Training Center in Selma, Alabama. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Newsome asked how many of these six students have a military background, and Police Chief Steve Parrish said he believes two of the students do. Commissioner Newsome said he thinks it would be better if we could get more. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-121 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed for the Waterproofing Remediation to the Minutes of the Board of Commissioners – May 19, 2015, continued. Westgate Tennis Center Project with Marty Robbins Roofing Company, Inc. in the amount of $122,023.48. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. Commissioner Kenward asked for an explanation of the alternates that were not accepted. General Services Director Randy Morris said one alternate was a lesser product with only a five-year warranty, and because this was a minimal deduct, the product with the ten-year warranty was chosen. Mr. Morris said the other alternate was to redo the joints on top of the deck, and based on the manufacturer’s advice, this was not required because of the particular product that was chosen. Commissioner Kenward confirmed with Mr. Morris that the company who provides the materials is responsible for the coverage provided in the ten-year warranty. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-122 (recorded in Ordinance Book No._______at Page_______), approving a Summary Change Order in the amount of $4,044.40 to H & L Construction, Inc. for the construction of the Jackson Circle Culvert Replacement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-123 (recorded in Ordinance Book No._______at Page_______), approving the final Summary Change Order in the amount of $23,250.90 to Wiregrass Construction Company, Inc., for the Flowers Chapel Road Improvement Project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West noted that this amount is a decrease in the project cost. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-124 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CenturyLink for Internet Services at a cost of approximately $20,100.00 annually. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-125 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with WOW for Internet Services at a cost of approximately $9,000.00 annually. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West pointed out that the combined amount of the CenturyLink and WOW contracts represents more than $9,000.00 savings over the current cost of internet services. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-126 (recorded in Ordinance Book No._______at Page_______), which was read in the meeting, entering into an agreement with the United States Small Business Administration for temporary usage of the property owned by the City of Dothan located at Wiregrass Recreation Center, 620 Sixth Avenue, Dothan, Alabama to issue, assist with, receive and close approved disaster loans for homeowners, renters and businesses affected by declared disasters. Commissioner Baxley moved to add this item to the agenda, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Baxley moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-127 (recorded in Ordinance Book No._______at Page_______), appointing Melissa McLaney as a supernumerary member of the Board of Zoning Adjustment. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-128 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of April, 2015 in the amount of $11,816,097.57. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Minutes of the Board of Commissioners – May 19, 2015, continued. Mayor Pro tem Dorsey introduced Resolution No. 2015-129 (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 Type B Crushed Aggregate Columbus Quarry, LLC See Price in Base (Granite): Fortson, GA Description Quantity 1,000 tons (more or less) Price Per Ton: $8.00 Delivered Price Per Ton: $16.15 Total Delivered Price: $24.15 Dothan Utilities Wire Bid: Gresco Capstone See Price in 1) 4/0 Aluminum SEC CIC UG Wire, Dothan, AL Description Quantity 12,500 feet (more or less): Unit Price: $2.27 Ft. Total Price: $28,375.00 Length of Time Price is Good: 8-10 wks. 2) 350 MCM Triplex, two 350 MCM and one 4/0 AWG Wire, Quantity 3,000 feet (more or less): Unit Price: $2.09 Ft. Total Price: $6,270.00 Length of Time Price is Good: Stock 3) #2 Triplex O/H Wire, Quantity 7,500 feet (more or less): Unit Price: $.50 Ft. Total Price: $3,750.00 Length of Time Price is Good: Stock 4) #6 Duplex O/H Wire, Quantity 14,000 feet (more or less): Unit Price: $.244 Ft. Total Price: $3,416.00 Length of Time Price is Good: Stock 5) 3/8" Guy Wire, Quantity 5,000 feet (more or less): Unit Price: $.31 Ft. Total Price: $1,550.00 Total Estimated Price: $43,361.00 Length of Time Price is Good: 3-4 wks. Microprocessor Relays,SEL-351S Schweitzer Engineering See Price in Configuration (or approved equal) Pullman, WA Description per City of Dothan Bid Specifications Quantity 7 (or more) Unit Price: $3,546.00 Total Price: $24,822.00 Recloser Bypass Switch, per City Mayer Electric See Price in of Dothan Bid Specifications: Dothan, AL Description Quantity 5 (or more) Unit Price: $2,175.00 Total Price: $10,875.00 New 30 Foot Dump Trailer, per City Gulf City Body & Trailer See Price in of Dothan Bid Specifications: Mobile, AL Description Quantity 1(or more): Make & Model: Travis Wave Total Price of Unit: $53,375.00 Other Purchases: Professional Services Maynard, Cooper & Gale $ 57,177.11 through 4/30/15 Birmingham, AL Claim Number 2003132, Personnel Board v Ivan K. Gray Professional Services, Project King & Spalding $ 2,340.00 Number 850310, Defense of Atlanta, GA 3 EPA Enforcement Action, Total is for two Invoices $485.00 & $1,855.00. Purchase of Tires for Fleet, State of A-One Tire Sales & Service $ 25,000.00 Alabama Contract #G000 3249, Dothan, AL Police Subsidiary #G000 3250 Minutes of the Board of Commissioners – May 19, 2015, continued. Purchase of Tires for Fleet, City of McGriff Tire Company, Inc. $ 30,000.00 4 Dothan Bid Awarded Bid 14-121 , Cullman, AL Parts as Required Throughout the Syn Tech Systems, Inc. $ 15,000.00 Fiscal Year, Soul Source Provider Tallahassee, FL Engine and Transmissions to be Jasper Engine & Transmission $ 20,000.00 Purchased Throughout the Year, Exchange when Price is Lowest Quote. Jasper, IN This includes an Engine Core for $4,195 and Injector Cores for $1,500 required now. 1 ITB: Invitations to Bid 2 RFP: Requests for Proposals 3 Total expenses for these legal expenses have exceeded $15,000.00. 4 Purchase order number 150582 was issued in the amount of $30,000 for tires. Estimated additional purchases prior to September 30, 2015 are $30,000.00 more. Commissioner Kirkland then moved for adoption of Resolution No. 2015-129, motion seconded by Commissioner Baxley. Commissioner Newsome asked for the total amount spent on the Ivan K. Gray legal case. City Manager West said, including the amount on this resolution, the total is over $200,000.00. Commissioner Kenward said her issue with this case and the Raemonica Carney case is that both seem to be dragging on with no definitive action being taken. She said finishing cases quicker rather than allowing them to go on and on is in the City’s best interest, and she inquired if legal matters are ever put through the bid process. City Manager West spoke to the success of the law firm handling these cases, and he provided a brief update on the status of each case. Commissioner Kenward asked City Manager West to explain the plaintiff’s ability to get triple the damages as he had explained it to her yesterday. City Manager West said when cases go to federal Court, the court has the ability to award triple damages; therefore, the protection is not the same as in state courts. City Manager West said he will have Personnel Director Delvick McKay discuss the status of these cases with Commission members individually. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2015-130 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Charles E. Metzger 2015 Annual Meeting of the Alabama $ 1,195.00 Section ITE Gulf Shores, AL Melissa Cason 2015 Municipal Magistrates Maintenance $ 80.00 Program Montgomery, AL Matt Barefield (Revised) ARPA State Track Meet $ 3,038.00 Jerry Moore Gadsden, AL Stephanie Wingfield Keith Cooper Stephanus White Steven L. Parrish AACOP 2015 Summer Chief’s Conference $ 1,049.37 Orange Beach, AL Justin Dodson DRE Field Evaluations $ 996.70 Jacksonville, FL Scott Owens DRE Field Evaluations $ 996.70 Jacksonville, FL Sharon Sellers CGAT Program – Fund Accounting $ 780.16 Anna Nichols Tuscaloosa, AL Minutes of the Board of Commissioners – May 19, 2015, continued. Kyle Coker Alabama Criminal Justice Training Center $ 8,300.00 Vanessa Raber Selma, AL Christopher Hardman Wesley Harrison Shane Bailes Rusty Jordan Eddie Henderson Conduct a Mock CALEA Assessment $ 110.00 Norcross, GA Jason Manning IMSA Certification-Sign and Marking Level II $ 1,085.00 Pigeon Forge, TN Rickey Tucker IMSA Certification-Traffic Signal Tech. $ 2,085.00 Level II & Traffic Signal Inspector Pigeon Forge, TN Chad Carter IMSA Certification-Sign and Marking $ 1,525.00 Level I & Work Zone Safety Pigeon Forge, TN Chris Phillips Electric Cities of Alabama’s Annual Meeting $ 823.00 and Governmental Affairs Conference Miramar Beach, FL Mark Nelms Drug Unit Commander $ 2,515.00 Ray Mock Altamonte Springs, FL Commissioner Baxley then moved for adoption of Resolution No. 2015-130, motion seconded by Commissioner Kirkland and unanimously carried. There being no further business, Commissioner Baxley 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: /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/Beth Kenward, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS