City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING OCTOBER 6, 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, October 6, 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 Rodney Smith, Park Chapel AME, then led in prayer, afterwhich Commissioner Baxley led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of September 15, 2015, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming October, 2015 as “Disability Employment Awareness Month.” Jennifer Robinson, Alabama Department of Rehabilitation Services, and other representatives were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming October 15, 2015 as “Diabetes Awareness Day.” Corey Kirkland, Houston County Health Department, and Roy Kitts, Dothan Leisure Services Assistant Director of Programs, were present for the proclamation. Mr. Kirkland and Mr. Kitts announced that the 13th Annual Diabetes Prevention & Wellness Workshop will be held on Thursday, October 15th in the Dothan Civic Center. They thanked the sponsors and invited the public to attend the workshop. Mayor Schmitz presented and read a proclamation, proclaiming October 4-10, 2015 as “Fire Prevention Week.” Fire Chief Larry Williams and Fire Marshal Chris Etheredge were present for the proclamation. Mayor Schmitz presented and read a proclamation, proclaiming October 4-10, 2015 as “Public Power Week.” Dothan Utilities Director Billy Mayes and other employees were present for the proclamation. Mayor Schmitz invited Jason LeDuc, Dothan-Houston County Library System Director, to give a presentation. Mr. LeDuc said Dothan won a national award this year for its commitment to its libraries and for the community support funneled into building two beautiful new facilities. Mr. LeDuc, along with Mayor Schmitz, unveiled the LibraryAware Community Award memorial plaque. Mr. LeDuc said this plaque will be displayed to acknowledge this community as a national leader when it comes to support of its libraries. He encouraged involvement and partnering together to help the community continue its use and support of the library system. He acknowledged and thanked the Houston County Commission, the Wiregrass Foundation, the Library Board, former library director Bettye Forbus, and Friends of the Library Chair Everlie Bolton for all of their assistance. Mayor Schmitz invited Dothan Area Chamber of Commerce President Matt Parker to discuss an upcoming event. Mr. Parker announced the 6th Annual City of Dothan Cross Country Championship Race and Mayor’s Cup Challenge will take place on Saturday, October 17th with races beginning at 9:30 a.m. He thanked Mayor Schmitz, the Commission, City Manager West, and Dothan Leisure Services for their support and Southeast Alabama Medical Center, Crown Trophy, Nantze Springs, and the Chamber for their sponsorship. Mr. Parker introduced Leueen Bostick, Physical Education Instructor at Montana Magnet School, and he congratulated Montana Magnet School for winning this challenge the last four Minutes of the Board of Commissioners – October 6, 2015, continued. years. Mrs. Bostick challenged the public to come out to support and cheer on the kids competing in these races. Mayor Schmitz said this is a wonderful event and he thanked Mrs. Bostick for their participation. Commissioner Kirkland announced that Fred Clark with Alabama Municipal Electric Authority (AMEA) will be present at the next meeting on October 20th to speak to the Commission. He said Mr. Clark and Dothan Utilities personnel have looked into the possibility of doing a solar garden in Dothan to generate electricity. He said this might be an opportunity for a private/public venture and maybe even a citizen could purchase a solar panel to cut down on electricity costs. Commissioner Ferguson announced that he will be having a District 4 forum on Tuesday, October 13th from 6:00 p.m. until 7:00 p.m. at the fitness center of Ridgecrest Baptist Church on the second floor. He invited the Commission and the public to attend. Mayor Schmitz said there is great interest from the community in doing a mural to honor Dancing Dave. He said the City will work with the Mural Committee to determine a location and cost. Mayor Schmitz said the grand opening of the first Forever Wild trail was held on Saturday, October 3rd. He said it was a great event with a large turnout and is just the beginning of this project. Dothan Utilities Director Billy Mayes, presented a service award to Merwyn West, for twenty-five years of service with the City. City Manager West invited Troy University Men’s Basketball Head Coach Phil Cunningham to make an announcement. Coach Cunningham announced Troy University’s men’s basketball team will play Paine College at 7:00 p.m. on Thursday, December 17th at the Dothan Civic Center. He said they are excited to come back to Dothan and they would like to play a game at the Civic Center every year. He expressed appreciation to Performing Arts Director Marshall Perry for his assistance and said more details will be announced. City Manager West made the following announcements: • Dothan Leisure Services and Circle City Dramateers will host a Clown School at Doug Tew Recreation Center on Tuesdays from October 13th - November 3rd and Wednesdays October 14th-November 4th. Clowns will perform at the National Peanut Festival and participate in the Peanut Festival Parade. Call 334-701-5449 for more information. • The 13th Annual Diabetes Prevention & Wellness Workshop is a great event and he encouraged the public to attend on Thursday, October 15th. • The Cross Country Championship Race to be held Saturday, October 17th. is a great event. He thanked Mr. Parker for his involvement and for being the inspiration behind this race. • The City of Dothan is a pacesetter for the United Way campaign with the employees exceeding the goal again this year by contributing $68,448.62. • There will be a public meeting on Thursday, October 15th from 2:00 p.m. until 3:00 p.m. in the City Commission Chambers to discuss a free Brownfield Assessment Grant. City Manager West thanked everybody for their prayers and support while he underwent a recent knee procedure. Mayor Schmitz introduced the application of Pamela Springrose, POA for a Retail Beer and Retail Table Wine License (on or off premise) for Zoe’s Kitchen, located at 5031 Montgomery Highway, Suite 1. 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 Minutes of the Board of Commissioners – October 6, 2015, continued. discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz announced a Public Hearing regarding the issuance of Revenue Refunding and Improvement Bonds by the Special Care Facilities Financing Authority of the City of Birmingham for the benefit of the Methodist Home for the Aging. City Manager West explained that it is a requirement of the Internal Revenue Service for a jurisdiction to provide its concurrence when an entity issues tax exempt bonds in that jurisdiction. He said there is no obligation to the City. There being no further discussion and no one present to speak, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Ordinance No. 2015-275 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Thomas Robles, located at 154 Inez Road from L-I (Light Industry) District to B-2 (Highway Commercial) 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. 2015-275, 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.” Mayor Schmitz introduced Resolution No. 2015-276 (recorded in Ordinance Book No._______at Page_______), authorizing the issuance of Revenue Refunding and Improvement Bonds by the Special Care Facilities Financing Authority of the City of Birmingham for the benefit of the Methodist Home for the Aging. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-277 (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 ordering that the properties be abated. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-278 (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 October 20, 2015. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-279 (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 and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-280 (recorded in Ordinance Book No._______at Page_______), entering into an Interlocal Purchasing Agreement with Houston County, Dothan City Board of Education, Houston County Board of Education, and the Dothan-Houston County Communications District for Minutes of the Board of Commissioners – October 6, 2015, continued. cooperative purchasing. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz said this has been very effective in saving money and is a great benefit. Mayor Schmitz introduced Resolution No. 2015-281 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Geoscience Consulting, LLC, for the resurvey of properties on the Downtown Commercial Historic District National Register of Historic Places for an amount not to exceed $7,090.32. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said we received a $7,500.00 grant for a review of the historical significance of properties in the historic district. He explained that the project was initially expanded but the bids came in too high so it was dropped back to the original district and Geoscience Consulting, LLC came in under budget. He said the City’s 20% contribution is in-kind. Commissioner Kirkland inquired into the possibility of creating a historical foundation to enable private sector involvement. City Manager West advised that this could be possible through either existing or new legislation, and he noted that most larger cities do have historic foundations. City Manager West said this will need to be researched if the Commission is interested, and Commissioner Kirkland requested this to be done. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-282 (recorded in Ordinance Book No._______at Page_______), approving a Change Order with Kent Consolidated Construction Company, Inc. for additions and alterations to the Traffic Engineering Building and Storage Building/Loading Dock, which results in a cost decrease for the total contract bid in the amount of $15,025.15, making the final adjusted contract price $517,474.85. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-283 (recorded in Ordinance Book No._______at Page_______), approving the Consent to Assignment of the current contract with First Communications, Inc. to Mobile Communications of North Florida, LLC. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley. City Manager West explained that this is a change in ownership only and there is no change in the price. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-284 (recorded in Ordinance Book No._______at Page_______), granting cash appropriations to various agencies for Fiscal Year 2016 and Fiscal Year 2017. Commissioner Kenward moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-285 (recorded in Ordinance Book No._______at Page_______), granting appropriations in cash and/or utilities to various agencies for Fiscal Year 2016. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Kenward read the following prepared statement to address several key reasons the Commission changed the agency funding process: 1. We wanted to make sure all agencies, non-profit and otherwise, that provide our community with services to improve quality of life in Dothan, were held to the same standard- so we standardized the application process across the board. 2. If we fund your organization, we have the right to ask how the money that the city provides is used to enrich our community. As elected officials we are responsible to our citizens to be good stewards of tax payer money. The ultimate goal is transparency and accountability both on the part of the city and the agencies we support. 3. Our decision to fund an agency or entity should be unbiased and based solely on the services the organization provides our community. Each agency was asked to give an explanation of the services they provide, they got to tell their story. Many of the applicants actually quantified the financial impact of their services to Dothan! Minutes of the Board of Commissioners – October 6, 2015, continued. I want to publically thank all the organizations that gave feedback, asked questions, and submitted applications in line with the new policy. We were able to prioritize, and budget responsibly based on the information in those applications. We were able to continue funding for many important agencies that enrich Dothan as a community. However, there is one agency that refused to comply with the new policy. SpectraCare feels they are exempt from the policy and that the city is legally required to support them. The Mayor’s office received a sharply worded email from the Chief Financial Officer of SpectraCare, stating that they would not be submitting an application and sighting a law that simply states that the city and SpectraCare should be in a mutually supportive relationship. First let me be clear that SpectraCare is not the only agency that the city has a vested interest in supporting. Yet they are the only agency that stated their refusal to comply with the new policy. Second, the law that the Chief Financial Officer of SpectraCare sighted, simply states that we are to “support” them. There is no dollar amount or percentage listed, nor any real definition of what support entails. So, in absence of an application from SpectraCare and refusal to comply with the agency funding policy, they left the commission and the opinion of the tax payers we represent to decide what level of support the city may provide….. I know between the six of us, 7 including our Mayor, we could come up with a number that we think is appropriate…… which is what we will do going forward, without their application and cooperation with our policy. Flagrant disrespect of the City of Dothan, its policies, the Mayor and the commission will not be tolerated. We were lenient this year because the policy was new and the deadline for application submission was shorter than usual. That will not be the case going forward. There is a mutually beneficial, reciprocal relationship that exists between our cities non-profits and the city itself. We need the services they provide, we value their contribution to our community, and in turn we support them financially. Whether you are serving through public office or through an organization that enables our city to function and in my opinion, be the best place in AL to live. There is an appropriate level of humility in serving others. There is a moral to my story: Don’t bite the hand that feeds you!" Commissioner Newsome asked that they pay close attention to Section 2 of this resolution and keep in mind that the City Commission reserves the right to terminate or modify these appropriations at any time. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, and Baxley; “nay:” Kenward. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2015-286 (recorded in Ordinance Book No._______at Page_______), agreeing to provide funding for operating expenses to various agencies for Fiscal Year 2016 and Fiscal Year 2017. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-287 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Dothan Area Chamber of Commerce to attract and promote new industry. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Mayor Schmitz explained that this is a two year contract for economic development. He expressed gratitude to the Chamber and Mr. Parker for the work they do and for their partnership. Commissioner Newsome commented that the Commission has raised the allocation for the Chamber to $300,000 per year because of the work they have been doing. He advised that the Commission be prepared to do whatever is necessary when it comes to increasing economic development and attracting industry in our area. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-288 (recorded in Ordinance Book No._______at Page_______), appropriating $5,271,952.00 to the Dothan City Schools for Fiscal Year 2016 and Fiscal Year 2017. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Ferguson suggested partnering with Dothan City Schools to develop short and Minutes of the Board of Commissioners – October 6, 2015, continued. long term plans for Rip Hewes Stadium in order to start addressing problems with the facility. He said he looks forward to having discussions with them about this issue. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-289 (recorded in Ordinance Book No._______at Page_______), agreeing to allocate the required twenty percent (20%) match of local funds for the FY 2016 Unified Planning Work Program in an amount not to exceed $47,808.00. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland. City Manager West explained that this is part of the Metropolitan Planning Organization. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-290 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama Department of Economic and Community Affairs to accept payments for eligible households under the Low Income Home Energy Assistance Program for a one year period beginning October 1, 2015. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West explained that this is federal monies funneled through the state to the local level to help individuals with their power bills. He said this is a good program run by Human Resource Development Corporation (HRDC). Mr. McDonald clarified for Commission Ferguson that the Community Development Block Grant funds allocated to HRDC was for building improvements and not utility supplements. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-291 (recorded in Ordinance Book No._______at Page_______), entering into a contract with the Southeast Basketball Officials Association to provide certified referees to officiate during the 2015 Downtown Hoops Classic Basketball Tournament at a cost of $105.00 per game. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-292 (recorded in Ordinance Book No._______at Page_______), appointing Ann Holman as a member of the Substance Abuse Board. Commissioner Baxley moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-293 (recorded in Ordinance Book No._______at Page_______), appointing Donnie Wells as the Supernumerary member of the Board of Zoning Adjustment. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-294 (recorded in Ordinance Book No._______at Page_______), appointing Mark McDonald as the Houston County Medical Society’s representative on the Emergency Medical Advisory Committee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Baxley and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-295 (recorded in Ordinance Book No. _______at Page_______), approving other purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT Newspaper Advertisements in the Alabama Community Newspapers $ 141,950.00 Dothan Eagle for Personnel, Water Dothan, AL World, Holiday Pick-Up Schedule Changes for Environmental, City Clerk Legal Notices, Bid Advertisements, CAFR, PAFR, Found Property, AUSA Kickoff Breakfast, MPO, Event Ads and Rezoning - Sole Source Provider, 1 for Fiscal Year 2016 Minutes of the Board of Commissioners – October 6, 2015, continued. Server, Quantity 3 (or more), Dell Marketing $ 158,700.00 Unit Price: $16,000.00, Desktop Computer Replacements, Quantity 50 (or more) Price $1,800.00; Workstation Computer Replacements, Quantity 1 (or more), Unit Price: $2,200.00; Laptops/Notebooks/Doc Replacements, Quantity 3 (or more), Unit Price $2,200.00; Tablets/Slates, Quantity 1 (or more), Unit Price $1,500.00, Computer Accessories (Monitors, etc. ), Quantity 15 (or More) Unit Price $200.00, State of Alabama Contract Number T-531, Prices are a Percentage off Manufacturers Retail Price Dell EqualLogic PS6100XS Disk Dell Marketing $ 60,000.00 Storage, Quantity 2 (or more), Unit Price $30,000.00, Awarded on City of Dothan Bid 2014-117. For Public Safety Cell Phones Southernlink, Inc. $ 138,600.00 and Push-to-Talk Service for Dothan, AL Interacting with State and Other Local Public Safety Agencies, State of Alabama Contract # T129, Estimated Amount for Fiscal Year 2016 Sole Source Provider Natural S E Alabama Gas District $ 86,649.00 1 Gas for Fiscal Year 2016 Dothan, AL Lease of two (2) Color Konica-Minolta Business c/o See Price in Multifunction Digital Printers A-One Business Solutions Description for First & Third Floors of Dothan Dothan, AL Civic Center, State of Alabama Awarded Contract T-190, Line # 00068, 36 Month Rental $232.85 per Month plus Maintenance including Consumable Supplies for .0058 per Black Copy & .044 per Color Copy, Estimated Contract Cost Including 3 Maintenance $30,085.20. Sole Source Provider MP-4025 American Development Corp $ 44,640.00 Phosphate Corrosion Inhibitor Fayette, TN for Fiscal Year 2016 Tires for Fleet, State Contract # A-One Tire Sales & Service $ 10,000.00 G000 3249, Fiscal Year 2015 Dothan, AL Increase of $10,000 More than 4 Original Estimate . Transmission Parts as needed, American Transmission $ 15,100.00 When Prices are the Lowest Jacksonville, FL Quoted on Reman Transmissions for Police Vehicles for 4 Fiscal Year 2015 Parts as Needed from Only Coffman Intl. $ 10,000.00 Authorized International Dealer Dothan, AL for our Area, Increasing from Original Estimate for Fiscal 4 Year 2015 Purchase of Tires for Fleet, A-One Tire Sales & Service $ 75,000.00 State of Alabama Contract # Dothan, AL G000 3249, Fiscal Year 2016 Minutes of the Board of Commissioners – October 6, 2015, continued. Parts as Needed for Autocar Action Truck $ 40,000.00 Parts Authorized Autocar Dothan, AL dealer for Our Area Fiscal 1 Year 2016 Transmission Parts as needed American Transmission $ 25,000.00 1 throughout Fiscal Year 2016 Jacksonville, FL Dealer Original Equipment as Bondy’s Ford, Lincoln, Inc. $ 125,000.00 Needed throughout Fiscal Year Dothan, AL 1 2016, Only Local Ford Dealer Automotive, Truck and Equipment Carquest Auto $ 75,000.00 Batteries to be Purchased from Dothan, AL U. S. Communities Cooperative 1 Contact for Fiscal Year 2016 International Parts Purchased Coffman International $ 100,000.00 as Needed, Authorized Dothan, AL International Dealer for Our 1 Area for Fiscal Year 2016 Cummins Engine Parts from Cummins Mid South LLC $ 30,000.00 Nearest Authorized Cummins Dothan, AL Engine Parts Dealer for 1 Fiscal Year 2016 Parts Purchased as Needed Dothan Radiator Repair $ 25,000.00 1 throughout the Fiscal Year 2016 Dothan, AL Only Radiator Repair Vendor Heavy Duty Truck Parts to be Fleetpride, Inc. $ 55,000.00 Purchased as Needed for Dothan, AL 1 Fiscal Year 2016 Only Dealer for Heavy Duty Flint Equipment $ 30,000.00 John Deere Parts to be Dothan, AL Purchased as Needed for 1 Fiscal Year 2016 Starter and Alternator Repairs as G & M Starter & Alternator $ 35,000.00 1 Needed for Fiscal Year 2016 Dothan, AL Vendor is used when they have the lowest price and quickest repair time. Only Dealer for Mack Parts Gulf Coast Truck & Equipment $ 20,000.00 Used for Repairs as Needed Dothan, AL 1 throughout Fiscal Year 2016 Purchase of Parts for Sweeper Ingram Equipment Co. $ 25,000.00 Dealer as Needed throughout Pelham, AL 1 Fiscal Year 2016 Engines & Transmissions Jasper Engine & Trans. Exchange $ 40,000.00 Purchased As Needed Jasper, IN 1 Fiscal Year 2016 McNeilus Parts Purchased McNeilus Truck & Manufacturing $ 50,000.00 As Needed; Sole Source Villa Rica, GA Provider for McNeilus Parts 1 for Fiscal Year 2016 Purchase of Paint, Chemicals Newton Distributing Co. $ 20,000.00 (fuel & Oil Additives, etc.), Dothan, AL Weather Stripping, Headlights, Bulbs, Fuses, etc. Purchased As 1 Needed for Fiscal Year 2016 Parts as Needed for O’Reilly Automotive Parts $ 40,000.00 1 Fiscal Year 2016 Dothan, AL Motorcraft (Ford) and AC Delco The Parts House $ 100,000.00 (GM) Original Parts as Needed Dothan, AL 1 for Fiscal Year 2016 Minutes of the Board of Commissioners – October 6, 2015, continued. Parts to be Purchased as Needed Ramer Manufacturing $ 25,000.00 for Knuckle Boom from Authorized Ramer, AL 1 Dealer for Fiscal Year 2016 Tires and Alignments as Needed Road Mart $ 50,000.00 for Fiscal Year 2016 from Dothan, AL 1 State of Alabama Contract T106 Parts as Needed for Sweeper Sansom Equipment Co. $ 35,000.00 From Authorized Dealer for Birmingham, AL 1 Fiscal Year 2016 Parts as Needed for Fire Trucks Sunbelt Fire Equipment Co. $ 25,000.00 From Authorized E-One Dealer Fairhope, AL 1 for Fiscal Year 2016 Parts as Needed for Fuelmaster SYN TECH Systems $ 25,000.00 1 Parts for Fiscal Year 2016 Tallahassee, FL Caterpillar Parts Purchased as Thompson Tractor Co., Inc. $ 30,000.00 Need from Authorized Caterpillar Dothan, AL Dealer in Our Area for 1 Fiscal Year 2016 Komatsu Parts Purchased as Tractor & Equipment Co., Inc. $ 35,000.00 Need from Authorized Dealer Dothan, AL 1 in Our Area for Fiscal Year 2016 Parts for Medium/Heavy Trucks Tri State Brake Center $ 30,000.00 1 and Tractors for Fiscal Year 2016 Ashford, AL Parts for Medium/Heavy Trucks Tri State Diesel & Auto $ 30,000.00 1 and Tractors for Fiscal Year 2016 Dothan, AL Remove Existing Air Handler Smith’s Inc. $ 43,195.00 Condensing Unit & Copper. Dothan, AL Furnish & Install New 20 Ton System Air Handler Condenser & Copper Concession Supplies-Prices have Coca Cola $ 49,000.00 been compared to Sam's Club. Dothan, AL Pepsi Products are also sold. This is a historical representation of the amount of products sold in prior years. Only vendor who can deliver product and C02 tanks. Estimated 1 Amount for Fiscal Year 2016 . Youth Soccer Officials Professional Dale Thomas $ 21,000.00 1 Services for Fiscal Year 2016 Dothan, AL Professional Services - Umpires for Dothan Softball Umpire Association $ 40,000.00 Softball Games Throughout Fiscal Dothan, AL Year 2016 - Estimation Based on Prior Years Scorekeepers, Umpires, Announcers, Dothan Youth Officials Assoc. $ 16,500.00 Officials for Baseball, Football, and Dothan, AL 1 Flag Football for Fiscal Year 2016 Softball and Football Umpires Wiregrass Sports Officials Assoc. $ 30,000.00 Professional Services for Dothan, AL 1 Fiscal Year 2016 Estimated Recycling Costs Waste Management Recycle America $ 90,000.00 FY 2016, Sole Source Provider of Midland City, AL Recycling of Household Products for the Dothan Area. White Goods 1 are not Included Asphalt for Street Maintenance & Midsouth Paving, Inc. $ 119,000.00 Repair, Sole Source in Dothan Dothan, AL Minutes of the Board of Commissioners – October 6, 2015, continued. Asphalt for Street Maintenance & Wiregrass Construction Co. $ 18,000.00 Repair. We have to travel to Ariton Dothan, AL Plant when Midsouth Paving does not have asphalt. Liability Insurance: Commercial Alabama Municipal Insurance Corp. $ 192,790.00 General, Law Enforcement, Public Montgomery, AL Officials, Employee Benefit and Commercial Auto Coverage Excess Worker's Compensation Frank Gates Service Co. $ 114,178.00 Insurance Fiscal Year 2016 Cincinnati, OH Insurance Renewals: Property, Flowers Insurance Agency $ 300,716.00 Crime,Fleet (Inland Marine), Dothan, AL Terrorism, Contractor's Equipment and Cyber Liability Notes: 1 For an estimated amount to cover "possible" inventory purchases for Fiscal Year 2016. Purchases are made from vendor when they quote the lowest price or they are sole source. 2 TriState Brake Center is a branch of TriState Diesel and Auto. 3 Estimated savings over contract life of $13,587.84 when compared to invoices from Xerox for the month of August, 2015. 4 These are inventory purchases that exceeded the original estimates or exceeded $15,000 during the last weeks of Fiscal Year 2015. 5 Wiregrass Construction is located in Dothan but their Asphalt Plant is located in Ariton, AL. Commissioner Kirkland then moved for adoption of Resolution No. 2015-295, motion seconded by Commissioner Baxley. City Manager West clarified for Commissioner Ferguson that there was money left over from some of the 2015 blanket purchase orders for local suppliers but because the money is not encumbered, the 2015 purchase orders are closed out and a new year is opened. A discussion followed regarding certain items being bid, a state contract, or sole source provider. Commissioner Ferguson noted that no bid tabulations were included in the packet for this meeting. Purchasing Agent Charlotte Langford said the bids were previously approved but the bid tabulations should have been included and she will include them in the future. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Kenward, and Baxley; “nay:” Ferguson. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2015-296 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Angie J. Akos AWWI 2015 Educational Seminar $ 363.00 Point Clear, AL Philena Reaves Alabama Municipal Revenue Officers $ 566.14 Winter Conference Auburn, AL Randy Graham Cooper Power Systems Voltage $ 2,308.00 Craig Smith Regulator School Miramar Beach, FL Joe Herring Forensic Toxicology for Attorneys 2015 $ 1,188.59 Alcohol, Drugs, & How to Use an Expert New Orleans, LA Scott Owens Drug Recognition Expert In-Service Training $ 40.00 Justin Dodson Selma, AL Rachel David Alabama Chapter of NENA Conference $ 2,695.48 Patty Poole Orange Beach, AL Kayla Owens Sandi Jarrett Minutes of the Board of Commissioners – October 6, 2015, continued. Mike Shiver Alabama Association of Arson Investigators $ 699.00 Rueben Poole and Fire Marshal’s Association of Alabama Annual Training Seminars Gulf Shores, AL Commissioner Kirkland then moved for adoption of Resolution No. 2015-296, motion seconded by Commissioner Kenward. Commissioner Ferguson expressed appreciation to City Manager West and the department heads for scrutinizing the travel requests. There being no further discussion, the resolution was unanimously adopted. Commissioner Baxley moved to accept an easement from John M. & Gordene Middlebrooks needed for electrical utility service at 1100 Valley Forge Road, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Kirkland moved to accept an easement from Beverly Reynolds & Mary Gordene Middlebrooks needed for electrical utility service at 1716 South Park Avenue, motion seconded by Commissioner Kenward and unanimously carried. Commissioner Kenward moved to accept a utility easement from Highland Hills, LLC needed to maintain an existing sanitary sewer main at 1121 Brannon Stand Road, motion seconded by Commissioner Baxley and unanimously carried. Commissioner Newsome moved to accept a sidewalk easement at 1102 Greentree Avenue from Johnny Lee Coleman, Jr. needed for construction of sidewalks as part of the 2014 CDBG Sidewalk Project Bayshore Avenue & Pryor Street Sidewalk and the extension of Montana Street sidewalk, motion seconded by Commissioner Dorsey and unanimously carried. Commissioner Kirkland moved to accept a utility easement from Westside Real Estates, LLC and Triad of Alabama, LLC needed to install a water main at 501 North Woodburn Drive, motion seconded by Commissioner Ferguson 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