City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING AUGUST 4, 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, August 4, 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 Stephanie Cox, Greystone United Methodist Church, then led in prayer, afterwhich Commissioner Newsome led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of July 21, 2015, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz presented a Certificate of Recognition to the Press Thornton Family, and he expressed gratitude to the family for changing Dothan by creating the Future Masters Golf Tournament which has continued for over 66 years. He thanked the family for their continued support and involvement in the tournament and in the community. Mayor Schmitz invited City of Dothan Schools Superintendent Dr. Charles Ledbetter to speak to the Commission. Dr. Ledbetter said he is excited to be in Dothan and he is looking forward to the upcoming school year. He announced that he will be contacting commissioners during the next month to meet one-on-one to talk about strengths and weaknesses they may see in the school system. Dr. Ledbetter said he would like to discuss the City’s vision and how the school system can not only fit in to that vision but also help to be part of making that vision come true. He said together we can do a lot more than we can individually, and he looks forward to talking with each member of the commission. Mayor Schmitz invited Vincent Vincent, Director of Noncredit Training at Wallace Community College (WCC), and Dean Mitchell, Executive Director of Dothan Area Chamber of Commerce, to give a presentation. Mr. Vincent provided information on noncredit training opportunities offered at WCC. He gave details about the Ready to Work and Adult Education programs. Mr. Mitchell spoke about current job openings in the area, and he provided links to several websites where these jobs are listed. He encouraged the Commission to share this information with their constituents. City Manager West invited Public Works Director Jerry Corbin to provide an update on the landfill. Mr. Corbin said a copy of the draft modification permit for the landfill was received last Friday, staff and the consultant will review and make comments, and the permit will then be returned to Alabama Department of Environmental Management (ADEM) with any comments made. He advised that, as long as the comments are minimal, ADEM will advertise for thirty days seeking public comment. He said if those comments are minimal, ADEM will proceed with issuing the permit to the City; otherwise, ADEM could call for an additional public hearing concerning those comments. He said this process will dictate when the City is able to advertise for bids. He estimated construction to be 8 to 12 months, and barring any unforeseen circumstances, the landfill to be back in operation in approximately 12 months. Minutes of the Board of Commissioners – August 4, 2015, continued. City Manager West made the following announcements: • Online ticket purchases for events being held at the Dothan Civic Center or the Opera House should be handled either through the City’s official website at www.DothanCivicCenter.org or at www.Etix.com. He urged everyone to use caution and be aware of second party websites selling tickets at increased prices. • Southeast Alabama Medical Center’s annual Men’s Health Fair will be held Saturday, August 8th in the Civic Center and this event is free to the public. • City pools will close for the season after Tuesday, August 11th. Water World will remain open on weekends only through the Labor Day Holiday. • Two Dothan athletes won Gold in volleyball at the Special Olympics World Games in Los Angeles, California. • The Dixie Boys baseball team, competing in the Dixie Boys World Series tournament, won their game yesterday and will play tonight at 7:00 p.m. in Aiken, South Carolina. • An employee of the General Services Department lost his home in a fire Saturday night and the family has no insurance. Funds are being collected to help them. • The Fire Department’s “Going for the Gold” event to raise money for children with cancer will be held on Saturday, August 29th at Westgate Park. • The City is kicking off the annual United Way campaign and forms will be distributed soon. City Manager West stated that in response to some questions raised regarding the proposal for a new telephone system, Item #2 on the Administrative Meeting agenda will be delayed for two weeks. He explained that the request will be refined and put back out for proposal. City Manager West requested that a City Commission Work Session be scheduled for next week in order to discuss the proposed rate increases and changes to the Dothan Utilities Code of Ordinances. In reference to second party websites selling event tickets, Commissioner Newsome said the City should release something in the media to make sure everyone is notified of these ticket scams. City Manager West said this is happening all over the country, but we do take this very seriously and the Police Department is looking into the matter. Mayor Schmitz introduced the application of Rayshaun Glanton for a Lounge Retail Liquor License (on or off premise) for Southeast Clubhouse, located at 1350 Montgomery Highway. Commissioner Dorsey moved for approval, motion seconded by Commissioner Kirkland. Commissioner Kenward noted that there are quite a few businesses in the vicinity of this location who responded as being opposed to this request. She asked Mr. Glanton to make sure the establishment follows all City ordinances, especially with regards to noise and people hanging around the facility. Commissioner Baxley said he looks at the neighborhood opposition each time a license request is made, and he cannot support this request based on the large amount of opposition from the surrounding neighbors. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Kirkland, and Kenward; “nay:” Newsome, Ferguson, and Baxley. The motion was carried by the majority of four "yeas" to three “nays.” Mayor Schmitz asked Mr. Glanton to be a good community steward in order to avoid having any issues that would bring this approval back before the Commission. Commissioner Dorsey said he met with Mr. Glanton yesterday and he requested Mr. Glanton explain himself to the Commission. Mr. Glanton said he has owned a trucking company since 2005 and he has invested about $6,000.00 Minutes of the Board of Commissioners – August 4, 2015, continued. in this establishment for supplementary income purposes. He said he does not intend to bring a business to Dothan that will shed a bad light on the city. He explained that the business will be a place to hang out and watch sports. Mayor Schmitz introduced the application of Mahmoud A. Abudayyak for a Retail Beer and Retail Table Wine License (off premise) for Raceway 6960, located at 3605 Reeves Street. Commissioner Baxley moved for approval, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Schmitz introduced the application of Phillip Wilcox for a Retail Beer License (on or off premise) for Things and Wings II, located at 4630 Montgomery Highway. Commissioner Baxley moved for approval, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz announced a Public Hearing regarding the demolition and removal of unsafe structures. There being no one present to speak, Mayor Schmitz declared the Public Hearing closed. Commissioner Baxley moved to approve an update to City Commission Policy Number 16 – Agency and Non-Profit Appropriation Guidelines, motion seconded by Commissioner Kirkland. Mayor Schmitz said this initiative began approximately six years ago with Commissioner Baxley on how we as a city look at funding non- profits. He explained that Commissioner Baxley, along with a number of other Commissioners have done a lot of work to make sure there is accountability and a process in place. He thanked the Commissioners and Project Management Intern Melissa McGill for their efforts with this policy. Commissioner Kenward expressed appreciation to Ms. McGill for her work in pulling the information together, and she explained that Ms. McGill performs research which helps the Commission to make appropriate decisions. Commissioner Kenward said this policy will go a long way to helping people understand our process and holding everybody to the same standards. She explained that the process will happen every two years so that we can make sure we are being very wise about the institutions we support. Commissioner Baxley said he took a stab at this a couple of years ago and there was not significant support at that time. He said he is glad the Commission sees fit to do so now. There being no further discussion the motion and second to approve the update to Policy Number 16 was unanimously carried. Mayor Schmitz introduced Ordinance No. 2015-205 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Wheelless Development, LTD located at 5199 Flowers Chapel Road from R-A & B-3 (Residential, Multi-Family, High Density & Local Shopping) Districts to R-3 (Residential Single-Family, High Density) District. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, 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. 2015-205, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Schmitz introduced Ordinance No. 2015-206 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Holland Property Group, LLC located at 2438 Ross Clark Circle from A-C (Agriculture) District to B-2 (Highway Commercial) District. Commissioner Baxley moved for immediate consideration, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Minutes of the Board of Commissioners – August 4, 2015, continued. Commissioner Ferguson then moved for adoption of Ordinance No. 2015-206, motion seconded by Commissioner Kirkland. City Manager West explained that the B-2 District is consistent with what the use of the property has been for a number of years. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Baxley; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2015-207 (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 August 18, 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-208 (recorded in Ordinance Book No._______at Page_______), confirming the costs incurred in notification and abatement of certain properties determined to be nuisances by Resolution Number 2015-118 and Resolution Number 2015-147 and turning the costs over to the County Tax Collector so that the amount 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. 2015-209 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be in violation of Article III, Chapter 106 of the City of Dothan Code of Ordinance (repeat offenders) 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. City Manager West confirmed for Commissioner Ferguson that the property located at 3500 Montgomery Highway is the retention pond near Wiregrass Commons Mall and this address has been brought before the Commission previously. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-210 (recorded in Ordinance Book No._______at Page_______), declaring certain properties as creating a nuisance, constituting a hazard to the public health, safety and convenience of the citizens of the City of Dothan and authorizing the demolition and removal of the said structures. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. City Manager West confirmed for Commissioner Ferguson that this process is typically complaint driven. Commissioner Ferguson asked if action is planned for the numerous buildings downtown that have a large red “X” painted on them. City Manager West advised that these markings mean the Fire Department will not enter the buildings, and if the structure is considered to be in imminent danger, action is initiated at the same time. Commissioner Baxley suggested having the Fire Department provide a list of the marked properties to the Planning Department for their inspection to ensure that there are no code violations. City Manager West said this will be done. Commissioner Dorsey thanked Planning Director Todd McDonald and staff for their work on the concept of a rental registration program. He said he is in the process of reviewing this program, and he will be sharing this with the Commission in the future. He said this program will address landlords who do not maintain their rental properties and will help to bring properties into compliance. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-211 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Melissa McGill to serve as Project Manager in the Administration Department, Office of the Mayor and City Commission for a two (2) year period at a rate of $55,671.92 per year. Mayor Schmitz explained that this amount includes a base salary, health Minutes of the Board of Commissioners – August 4, 2015, continued. insurance, and retirement. Commissioner Kenward moved for adoption, motion seconded by Commissioner Dorsey. Mayor Schmitz said that the City advertised for the Project Management Intern position earlier this year, and after interviews were conducted, Ms. McGill was selected as the best qualified candidate. He said she has been working as an intern in the Administration Department since that time and her experience in Washington helps in both administration and business. He provided examples of contributions she has made through her work with the Fort Rucker sequestration efforts and the non-profit policy update. Mayor Schmitz said Ms. McGill has great value, and he expressed his support for approval of this agreement. Commissioner Newsome said this is a product of an internship, and he encouraged anyone interested in interning with the City of Dothan to do so. Commissioner Dorsey thanked Ms. McGill for all she does for the City, and particularly her work with the non-profits project. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-212 (recorded in Ordinance Book No._______at Page_______), entering into Cooperative Maintenance of Public Right of Way agreements with the Alabama Department of Transportation for mowing the medians and up to sixteen feet outside the edge of pavement on the entire Ross Clark Circle (AL 210), US 84 East from AL 210 to Forrester Road, US 431 North from AL 210 to Grey Hodges Road, US 231 North from AL 210 to John D. Odom Road, US 84 West from AL 210 to Veritas Drive, and US 231 South from AL 210 to Saunders Road. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-213 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of PVC water main from MP 9.83 to MP 9.91 on the west side of AL-210 in Dothan. Commissioner Kenward moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-214 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of sanitary sewer lateral to an existing manhole within the right-of-way of the 2700 Block of AL Hwy 52 West (Hartford Highway) to serve a new business. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-215 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of two (2) tapping tees and valves on existing water main with ductile iron pipe for a new retail shopping center located on Highway 84 West. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-216 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Scarborough & Associates, Inc. for the Civic Center Exterior Lighting Upgrade in the amount of $160,352.00 for the Base Bid and Alternates 1, 2, and 3. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this is replacing the original lighting that was installed when this facility was built. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-217 (recorded in Ordinance Book No._______at Page_______), renewing the agreement with the Dothan City Board of Education to fund eight full-time police officers assigned as School Resource Officers (SROs) to the Dothan City Schools. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said there are actually nine SROs assigned to the schools, and he explained that the school district pays for the additional officer. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – August 4, 2015, continued. Mayor Schmitz introduced Resolution No. 2015-218 (recorded in Ordinance Book No._______at Page_______), appointing Dwight A. Davis as a member of the Community Development Advisory Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-219 (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 Yearly Bid on Chlorine Allied Universal Corp. See Price in Cylinders, 150 lb. & One Ton Miami, FL Description and Sulfur Dioxide Cylinders, One Ton, per bid specifications: Chlorine 150 LB Cylinder: Unit Price: $54.00 Quantity 850 (more or less) Subtotal: $45,900.00 Chlorine 1 Ton Cylinder: Unit Price: $437.30 Quantity 100 (more or less) Subtotal: $43,730.00 Sulfur Dioxide 1 Ton Cylinder: Unit Price: $622.30 Quantity 25 (more or less) Subtotal: $15,557.50 Total Bid: $105,187.50 Based on Estimated Quantities Other Purchases: City of Tuskegee Assistance Utilities Board of $ 17,581.97 to Dothan for Storm Work, Tuskegee, AL Including Salaries; Equipment; Fuel; & Overhead Landfill Groundwater Monitoring TTL Inc. $ 26,627.25 Professional Services, Tuscaloosa, AL Estimated Cost through September 30, 2015 Vibratory Trench Roller, National Thompson Tractor $ 33,600.00 IPA Cooperative Contract Dothan, AL International Parts as Needed Coffman International $ 25,000.00 throughout fiscal year 2015, Only Dothan, AL Authorized Dealer for Our Area Motorcraft and AC Delco Parts as The Parts House $ 20,000.00 needed throughout fiscal year 2015, Dothan, AL Purchased Through The Parts House When their Quote is the Lowest and They Have the Parts On Hand Asphalt for Street Maintenance, MidSouth Paving, Inc. $ 119,000.00 Sole Source for Asphalt in the City of Dothan, AL Dothan, Estimated Cost Fiscal Year 2015 Asphalt for Street Maintenance, Wiregrass Construction Company, Inc. $ 18,000.00 When asphalt is not available in Ariton, AL Dothan, City workers travel to Ariton to purchase Asphalt, Estimated Cost for Fiscal Year 2015 Storage Building for Andrew Belle Scott Turvin Construction, Inc. $ 34,803.71 to be Supplied and Erected with Dothan, AL Construction to Include Laying Slab/ Foundation and Installing Roll-up Door 20' x 40' x12' Minutes of the Board of Commissioners – August 4, 2015, continued. Commissioner Kirkland then moved for adoption of Resolution No. 2015-219, motion seconded by Commissioner Newsome and unanimously carried. Mayor Schmitz introduced Resolution No. 2015-220 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Jeremy Kendrick Civil Disturbance and Crowd Control $ 1,460.00 Pete Markow Instructor Training Carrollton, GA Will Benny LECC Conference $ 683.00 Orange Beach, AL Greg Dean FIREHOUSE Software Education & $ 2,437.80 Training Seminar Hollywood, FL Lance Hudson CompTIA A+ Certification $ 3,725.00 Atlanta, GA Scott Spivey Crisis/Hostage Negotiations- Level 1 $ 1,864.85 Aaron McClanahan Jacksonville, FL Jim Watson International Association of Fire Chiefs $ 3,062.80 Danny Appling Fire Rescue International Atlanta, GA Tyler Reeder Managing Floodplain Development $ 840.00 Through the NFIP (L-273) Mobile, AL Commissioner Kirkland then moved for adoption of Resolution No. 2015-220, 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 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/Beth Kenward, Associate Commissioner /s/Hamp Baxley, Associate Commissioner BOARD OF CITY COMMISSIONERS