City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 17, 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, November 17, 2015 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, and John Ferguson. Commissioners Beth Kenward and Hamp Baxley were absent. Also present were City Manager Michael West, City Clerk Tammy Danner, Assistant City Clerk Wendy Shiver who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Schmitz called the meeting to order. Pastor Doug McCormick, Crossroads Baptist Church, then led in prayer, afterwhich Commissioner Kirkland led in the Pledge of Allegiance to the Flag. Mayor Schmitz announced that Commissioner Kenward and Commissioner Baxley are absent today because both had work conflicts. Commissioner Kirkland moved that the Minutes of the Meeting of November 3, 2015, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming December 1, 2015 as “World Aids Day.” Niece Danzey, Health Educator and Pam Holton, Director of Education, Medical AIDS Outreach were present for the proclamation. Commissioner Kirkland said he is proud to announce that the Alabama Municipal Electric Authority (AMEA) awarded a $5,000 grant to the Dothan Area Chamber of Commerce to help with recruiting in Dothan. Mayor Schmitz said the Veteran’s Day Ceremony held at the local Veterans of Foreign Wars (VFW) Post was an incredible event and he was honored to be a part of the ceremony. He said there was a great turnout and we should always remember our veterans. Mayor Schmitz said he and Commissioner Baxley were recently invited by a teacher to present Water World as a project to the Fifth Grade at Heard Magnet School. He said the class will use critical thinking to come up with innovative ideas on how to improve Water World, and the class will give a report on their findings. Mayor Schmitz said Commissioner Baxley will hold a press conference to discuss his future, and if needed, an election date will be set at the next Commission meeting. City Manager West made the following announcements: • A public meeting regarding the Brownfield Assessment Grant Application will be held today at the downtown library from 2:00 p.m. until 4:00 p.m. • City offices will be closed in observance of Thanksgiving on Thursday, November 26th and Friday, November 27th. Regarding the sanitation schedule, Thursday residents will receive garbage and recycling pick-up on Wednesday, November 25th and Friday residents will receive garbage and recycling pick-up on their regularly scheduled day of Friday, November 27th. There will be no trash collection for Thursday or Friday residents. • The City’s Annual Christmas Tree Lighting event will be held on Tuesday, December 1, 2015 at 6:00 p.m. • The Annual Downtown Christmas Festival will be held on Saturday, December 5, 2015. Minutes of the Board of Commissioners – November 17, 2015, continued. • The Alabama State Soccer Tournament will be held this weekend at Westgate Park with 37 teams participating. • The 98th Army “Silver Wings” Band from Fort Rucker will perform a free concert in the Opera House on Friday, December 11th. • The Troy University basketball team will play Paine College in the Civic Center arena on Thursday, December 17th and tickets will go on sale Friday, November 20th. • Kudos to Finance Director Lisa Reeder and staff for receiving their 32nd consecutive Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year 2014. Thanks to all the departments for their assistance in following the rules to help make this possible. • Congratulations to the Performance Arts Department for winning 3rd place with the City of Dothan float they built for the National Peanut Festival parade held on Saturday, November 14th. In reference to the Brownfield Assessment, Commissioner Newsome said there is no cost to the City associated with this project to clean up areas, and he emphasized that this is a great opportunity for business people to get involved, invest, and utilize unused land for development. City Manager West concurred and said the first step is to identify properties that meet the criteria to be eligible for grant funding. Mayor Schmitz introduced the application of Jason Skipper, P.O.A. for a Retail Beer License (off premises) for Northview American Country Store, located at 3356 Reeves Street. Commissioner Kirkland moved for approval, motion seconded by Commissioner Ferguson. 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 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. Mayor Schmitz introduced Ordinance No. 2015-326 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Thomas Partin, located on Webb Road from R-1 (Residential Single-Family, Low Density) District to L-I (Light Industry) District. Commissioner Ferguson moved for immediate consideration, motion seconded by Commissioner Dorsey and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, and Ferguson; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Commissioner Ferguson then moved for adoption of Ordinance No. 2015-326, motion seconded by Commissioner Dorsey and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, and Ferguson; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2015-327 (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 and authorizing the demolition and removal of said properties. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. City Manager West noted that one of the Commission’s strategic plan items was to intensify our effort to get rid of nuisance properties and there are ten properties included on this list. Minutes of the Board of Commissioners – November 17, 2015, continued. Mayor Schmitz introduced Resolution No. 2015-328 (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 Ordnance (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. 2015-329 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Gosselin Design, LLC for a fee of $18,000.00 to provide architectural services for the Central Fire Station Renovation Project. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Dorsey noted that this is a local company. Commissioner Ferguson said the cost to renovate will be substantial and he has received some concerns and questions about the project. He asked for assurance from Andy Gosselin, owner of Gosselin Design, LLC, that this building lends itself to being modified to where there will not be mold issues in the future. Mr. Gosselin said he has personally looked closely at the structure and identified the number one source of the problem to be air coming into the building which brings with it moisture. He advised that this will be stopped by retrofitting insulation and putting in air barriers. Mr. Gosselin explained that although this is a unique type of building which is much more active than other facilities because there are people living and working in it 24/7, the major issue is air infiltration and not building use. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-330 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into contract and issuing a notice to proceed to BCS, LLC for the Door and Window Replacement at the Dothan Opera House in the amount of $194,763.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said these windows and doors have been rotten for many years, and he is glad to be at this point. There being no further discussion, the resolution was unanimously adopted. Commissioner Newsome asked why we are using synthetic jambs and if this is getting away from the historical aspects of the building. Architect Mark Pepe said the synthetic jambs are mainly being used on the exterior portions because they are painted materials which will look the same and will not rot. He explained that this is actually going back to the configuration of the original windows and doors. Mayor Schmitz introduced Resolution No. 2015-331 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with McClintock, Nelson & Associates, P.C. to perform an external audit and prepare the Comprehensive Annual Financial Reports (CAFR) for Fiscal Years 2016, 2017 and 2018 at a cost of $91,500.00 per year. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West confirmed for Commissioner Ferguson that this agreement is typically done in three year increments. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-332 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dick’s Sporting Goods for sponsorship of the Dothan Leisure Services Youth Basketball program. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-333 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of October, 2015 in the amount of $15,147,750.94. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-334 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City. Minutes of the Board of Commissioners – November 17, 2015, continued. ITEM VENDOR AMOUNT New Digger Derrick with Body, Altec Industries, Inc. $ 135,895.00 per City of Dothan Bid St. Joseph, MO Specifications: Quantity 1 ( or more) Including Option 1- LED Rope Lighting or LED Strip Lighting in Compartments ILO Dome Lights-At No Additional Cost 1/0 Underground Primary Wire, Gresco Capstone Utility Supply See Price in per City of Dothan Bid Dothan, AL Description Specifications: Quantity to Bid 10,000 Feet (more or less) on a 2,500 Foot Coil: Unit Price Per Foot: $2.11 Length of Time Price is Good: 60 Days Brand Name: Prysmian Total Estimated Cost: $21,100.00 100" (Minimum) Aerial Platform Sunbelt Fire, Inc. $ 986,884.00 Fire Apparatus & Optional Items, Fairhope, AL per City of Dothan Bid Specifications: Item 2): One(1) or more Aerial Platform Trucks- Demonstrator/Stock Model that is Currently Under Construction at the time of the Bid Opening Brand: E-One Delivery Stated in Days from Receipt of Order: 150 - 180 Park Security Services, per DSI Security Services See Price in City of Dothan Bid Specifications: Dothan, AL Description Security Officer for: Westgate Park & Water World: Quantity 4,547 hours (more or less) Includes Patrol Car Hourly Billing Rate $12.18 Walton Park, Wiregrass Park & Andrew Belle: Quantity: 6,177 hours (more or less) Hourly Billing Rate: $11.08 Total Estimated Cost: $120,666.49 Other Purchases: Professional Services Maynard, Cooper & Gale $ 5,947.65 through 9/30/15 Birmingham, AL Claim Number 2003124, ReaMonica Carney v 2 City of Dothan Annual Software Maintenance SunGard Public Sector $ 261,009.89 Including Upgrades for Software Lake Mary, FL Products for: Accounting, Payroll, Utility Billing, Work Orders, Fixed Assets, Fleet Management, Business License, Permits & Inspections, Purchasing & Inventory, Court & Other Mobile Applications, Dothan Utilities, Police & Fire, Sole Source for Continuation of Maintenance and Upgrades to Current Software Programs Annual IBM Maintenance Renewal Riley Group $ 58,692.80 8204 City Box, Sole Source Provider Dothan, AL Rocket ioT In-Car Video Utility Associates, Inc. $ 82,992.00 Hardware Bundle 1 Year: Tucker, GA Quantity 24 (more or less): In-Car Data Management & Communication System, Front Camera, West Carrier for Officer Microphone and I/O Triggers with 1 Year -Remote Configuration Management, Unit Cost: $3,159.00 Rocket ioAT Tablet RIOAT-TB-101, Unit Cost: $250.00 Rocket ioT Minutes of the Board of Commissioners – November 17, 2015, continued. Activation and Configurations SER-I-2501, Unit Cost: $49.00 14 units are bring ordered now. Six (6) Units are for JAG Grant. Depending upon funding and receipt of new cars, 8- 10 additional units may be ordered within one year. Shipping Included in Quote, Sole Source Provider 2 Legal expenses have exceeded $15,000 for this item. Commissioner Dorsey then moved for adoption of Resolution No. 2015-334, motion seconded by Commissioner Kirkland. Commissioner Ferguson noted that the sole source letter for the purchase of police car cameras was not included in his packet, and he asked for confirmation that Utility Associates, Inc. is a sole source vendor. Police Chief Steve Parrish said the cameras currently being used have a complicated system of downloading and is proprietary to what has been ordered. He said the company was bought out and has changed names but is essentially the same type of system used. Electronics & Systems Maintenance Supervisor Randy Hall confirmed the City is primarily looking for compatibility and Utility Associates, Inc. is the manufacturer of the products currently being used. Commissioner Ferguson noted that we have another invoice for legal matters, and he asked if there has been any response to the City’s request for a summary judgment. City Manager West said no response has been received and this amount brings the total paid on the Carney case to a little over $100,000.00. City Attorney Len White advised that the court’s decision is pending, and it could go right up until the trial date before a ruling is issued. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2015-335 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Brian Smith FBI Vehicle Borne IED Immediate $ 446.28 Action Course Huntsville, AL Commissioner Dorsey then moved for adoption of Resolution No. 2015-335, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Dorsey moved to approve a claim filed by Francesca Funchess in the amount of $34,000.00, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Newsome referenced the annual historical preservation report provided in the Commission packets, and he asked if a report was sent out last year. Planning Director Todd McDonald confirmed that a report was sent last year as required by the state statute, and he stated that he will provide Commissioner Newsome with a copy of the report. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Dorsey and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk See approval next page: Minutes of the Board of Commissioners – November 17, 2015, continued. Approved: /s/Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner BOARD OF CITY COMMISSIONERS