City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 5, 2016 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, April 5, 2016 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., John Ferguson, Beth Kenward, and David Crutchfield. Commissioner Albert Kirkland 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 Schmitz called the meeting to order. Delvick McKay, Personnel Director, then led in prayer, afterwhich Commissioner Crutchfield led in the Pledge of Allegiance to the Flag. Mayor Schmitz announced that Commissioner Kirkland is out of town today. Commissioner Kenward moved that the Minutes of the Meeting of March 15, 2016, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz invited Dothan Houston County Library System (DHCLS) Director Jason LeDuc to make an announcement. Mr. LeDuc announced that National Library Week will be held April 10th-16th, and in celebration, DHCLS is offering overdue fines amnesty to anyone who returns their overdue items any day during this week. He said the Overdue Fine Amnesty Program helps to ensure that the new libraries can continue to be used and enjoyed by the community at all ages and income levels. He said this week also brings attention to the upcoming 2016 Summer Learning Challenge, which is an eight week program of learning activities held in June and July, as any donations made in lieu of overdue fines during National Library Week will go directly to support this program. Mayor Schmitz invited Ashford Mayor Jonathan Grecu, Houston County Commission Chairman Mark Culver, and Dothan Area Chamber of Commerce (DACC) Chairman Forrest Register to join him in making an announcement. Mayor Grecu announced that Next Level Apparel will be opening a distribution center in Ashford at the former Knothe building, and the company anticipates employing 100 people. He said he would like to thank the Governor’s office for helping with all of the incentives to bring this company to Ashford, and he expressed appreciation to the DACC and President Matt Parker, City of Dothan, Houston County, and all of the industrial groups that helped in bringing this company and making this possible for the city of Ashford. Mayor Grecu said this is an amazing day for Ashford and the Wiregrass as a whole. Mr. Register said this started as a lead a few months ago and Mr. Parker spent a lot of time and effort working on it. He said what we truly have unique in our community is the collaborative effort between the Alabama Department of Commerce, Alabama Industrial Development Training, Mr. Parker, our city and county commissions, and our mayors. He thanked the Commission for their continued support of the DACC’s economic development efforts. He said it takes a lot of time, energy, and effort, and it all comes together on a day like today. Chairman Culver said the partnership that exists in our community gives us these kinds of opportunities, and he is honored to serve in a community that understands we are all in this together. He recognized Houston County Commissioners Doug Sinquefield and Brandon Shoupe for being present today and being part of this team. He thanked Mayor Schmitz, Mayor Grecu, and particularly Mr. Parker for his hard work and tremendous ideas in making this happen. Mayor Schmitz thanked each of the City Commissioners for their willingness to participate and help with some of the expenses and infrastructure involved with this project. He said Mayor Grecu’s heart is big and he led in a standing ovation for him. Mr. Parker said he is truly humbled and appreciative for the opportunity to work with such a great team. He said economic development is hard work and it is a great day to see this kind of teamwork in our area making Minutes of the Board of Commissioners – April 5, 2016, continued. things happen. Mr. Parker explained that Next Level Apparel is a major distribution company who needed to establish an east coast distribution center to supply their high-end t-shirts to their east coast customer base, and he anticipated activity to begin in the next ninety days. He advised that there is a lot of work to do to help them in this process and to complement their activity, and he said there will be further notice on the job postings and training process as this goes forward. Commissioner Newsome said historical references will show that out of Ashford was the birth of Dothan. He said this announcement is great and he just wanted to make the note that sometimes out of the smallest of us, the largest of us come of being. Mayor Schmitz thanked Precious Freeman, Executive Director of the G.W. Carver Interpretive Museum, for helping him put on an event last night at Mercedes Benz of Dothan to celebrate thirteen Latino artists. He said it was an extraordinary evening of celebration of music, food, and art, and it lifted up our community. He said he is grateful to everyone who participated in the event. City Manager West invited Gil Anthony to present an overview of the upcoming Wiregrass Blues Festival. Mr. Anthony, representative of the Festival and the Wiregrass Blues Society, said Gloria Buie was unable to attend today’s meeting but she will be here next week for a press conference and also the weekend of the Festival. Mr. Anthony announced the event lineup and invited everyone to attend. He said Saturday, April 30th is being proclaimed “Buddy Buie Day” in honor and recognition of the contribution Mr. Buie made to the music industry. City Manager West invited Roy Kitts, Dothan Leisure Services (DLS) Assistant Director of Programs, to introduce the 2016 Azalea-Dogwood Court. Mr. Kitts said the 52nd Annual Azalea-Dogwood Pageant, sponsored by DLS and the National Peanut Festival, was held at the Dothan Opera House on Saturday, March 19th, and he presented the Court: 2016 Azalea-Dogwood Queen Abigail Stokes, 2016 Azalea-Dogwood Princess Jordan Frederick, and 2016 Azalea-Dogwood Maid of Honor Skye Watts. Mr. Kitts recognized family members and friends in attendance. City Manager West invited George McClintock and Marc Nelson of McClintock, Nelson, Whitehead & Associates to provide an overview of the Comprehensive Annual Financial Report (CAFR). Mr. McClintock thanked the Commission for allowing his firm to do the audit, and he thanked Finance Director Lisa Reeder and her staff for doing an excellent job and for their cooperation. He stated that the City is financially sound and had a strong financial report. He reviewed the audit noting that sales tax is up 3.3 percent over the prior year, debt has been reduced by approximately 7.4 million dollars from the prior year, expenditures are mostly under budget, revenues in a lot of cases are over budget, and the utility fund is stable. City Manager West thanked Mrs. Reeder, her staff, all department heads, and the Commission for their support and wise decision making. He said the City has been reinvesting in this community, not only with water and sewer infrastructure but also with things such as James Oates Park, Andrew Belle Pool, Westgate Wellness Pool, increased funding for our resurfacing program, and upgrades to our electrical system, in order to make sure that we are the community for the future, have the infrastructure needed, and have the ability to attract jobs. City Manager West made the following announcements: • The 40th Annual Special Olympics will take place at 10:00 a.m. on Wednesday, April 6th at Dothan High School, and he encouraged the public to attend. • The next session of the internal Dothan Leadership Academy will take place April 11th, 12th, and 13th at the Wiregrass Museum of Art. Mayor Schmitz introduced the application of Sandra Farish for a Special Events Retail License (on premise) for Toadlick, located at 191 Festival Drive. Commissioner Dorsey moved for approval, motion seconded by Commissioner Kenward. Mayor Schmitz asked if there was anyone present to speak on this Minutes of the Board of Commissioners – April 5, 2016, continued. matter and there were none. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Commissioner Newsome moved for acceptance of the Comprehensive Annual Financial Report (Audit) for Fiscal Year ending September 30, 2015, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Ordinance No. 2016-95 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Dothan Downtown Redevelopment Authority located at 410 and 426 East Burdeshaw Street from L-I (Light Industrial) District to B-1 (Central Business) 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, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Ferguson then moved for adoption of Ordinance No. 2016-95, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2016-96 (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 May 3, 2016. Commissioner Kenward moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-97 (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 2016-29 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 Kenward moved for adoption, motion seconded by Commissioner Ferguson. Commissioner Dorsey said every time we put a sign up for abatement the cost to the City is $89.00 and he wants the taxpayers to be aware that it costs us all. He said even if you do not live in these communities where it is very blight it would behoove you to encourage all the people you see throughout the community to maintain their yards. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-98 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of fiber optic cable on the outside of Ross Clark Circle, from South Park Avenue to West Carroll Street. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-99 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Mosaic Community Planning, LLC, to prepare a Fair Housing Plan: Analysis of Impediments to Fair Housing Choice at a cost of $21,500.00, and appropriating funds for said services. Commissioner Kenward moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-100 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed and other related documents to Bill Lunsford Construction & Development, Inc. for the Microbial Remediation at Central Fire Station Project, in the amount of $75,000.00. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Dorsey said he wishes the $75,000.00 could have stayed here local. Commissioner Kenward asked if there is something in place, such as ongoing testing, to make sure we do not end up in this same situation again. General Services Director Minutes of the Board of Commissioners – April 5, 2016, continued. Randy Morris advised that, in association with this project, it will be tested at the end of the project once it is cleaned, and regarding the next item on the agenda for the renovation, that contractor is responsible for maintaining the cleanliness of the building during that reconstruction. Commissioner Newsome commented that, in looking historically at the old number one fire station, we have had little or no problems that we have had with the latest half a dozen or so fire stations that we have built new and he asked that in building fire stations, particularly number three to be built on West Main Street, that we look at what we built into the old fire stations and make sure it is built into the new fire stations so that we will not have this ongoing problem with our new stations. He said he thinks this could save us hundreds of thousands of dollars as we can see on our current central fire station which is basically a result of building rather than something we did while we were in there. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-101 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into contract, and issuing a Notice to Proceed and other related documents to Hollon Contracting, LLC for the Renovations to Dothan Fire Department, Central Station Project, in the amount of $456,863.00. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward. Commissioner Dorsey applauded them for keeping this $456,863.00 here in the Dothan community. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-102 (recorded in Ordinance Book No._______at Page_______), amending the 2016 and 2017 Fiscal Year Budgets to fund two staff positions with the Dothan Utilities Department as required by the Administrative Order on Consent (AOC) with the U.S. Environmental Protection Agency Region IV to include a Closed Circuit Televised Video crew (Sewer Test and Seal Operator and a Maintenance/Construction Worker). Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward. City Manager West clarified for Commissioner Ferguson that we are mandated by the AOC to TV all of our sewer lines on a regular basis and we have set a goal to TV every line once every ten years as part of this program. He said the Commission has approved the second truck, it has been ordered, and this is for the personnel to operate that truck. City Manager West confirmed for Commissioner Ferguson that we do not have sufficient staff to do this now for the 480 miles of sewer lines in the City. Commissioner Newsome said he thinks as we grow and get larger we can anticipate the need for additional personnel and this addition is very important in helping us keep our commitment with the AOC. He said we need to keep an open mind on equipment and personnel as we continue to grow and hopefully the growth will provide the necessary funds to provide personnel to ensure we get the best of service. He said he appreciates and is proud that we are keeping pace with what we have agreed to on the AOC. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-103 (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 95 Gallon Schaefer Refuse Schaefer Systems, Inc. $ 53,659.26 Container: Quantity 1,098, Charlotte, NC Unit Price: $48.87 Parts: Lids, Lid Axles, End Caps, Etc. Quantity 55 Each Type, No charge Wheels: Quantity 110, No Charge Additional Purchases on Previously Awarded Bid All quantities are more or less. Other Purchases: Minutes of the Board of Commissioners – April 5, 2016, continued. City of Dothan Tobacco Meyercord Revenue, Inc. $ 35,280.00 Tax Cigarette Stamps: Carol Stream, IL Sole Source Provider 12 Cases of Generic Stamps 300 Rolls of 30,000 Stamps $3.92 per Thousand Stamps Professional Legal Services Maynard, Cooper & Gale $ 3,826.35 through 1/31/16; Claim Number Birmingham, AL 2003124, ReaMonica Carney v 1 City of Dothan 30 Cubic Yard Spectrum Spectrum Water Technology $ 27,445.00 Turbo Phase Separator Livingston, LA Dewatering Container: Sole Source Provider Quantity 1 Maintenance Crimes SunGard Public Sector $ 16,580.20 Management NAVI-Jails Base Lake Mary, FL 2 Application, Qrep Catalogs for C3, CC, JA Field Interview, Field Arrest, Alabama Form, Quatred Mobile Bar Code Interface: Sole Source Provider 2 SunGard Products Recycling of Household Products Waste Recycling, Inc. $ 75,000.00 for the Dothan Area: White goods Midland City, AL are not included. Estimated Costs for Remainder of Fiscal Year 2016 Sole Source Provider Motorola Radio Batteries: Motorola Solutions $ 43,920.00 State of Alabama Contract T300 Atlanta, GA Battery NTN9858C Impres NMH2100mAH: Unit Price: $67.20, Quantity 200, Total $13,440.00 Battery NNTN7554B Radio Impres IP67 21002100mAH: Unit Price $76.20, Quantity 400, Total $30,480.00 Mobile Data Terminals (MDTs) Pinnacle Networx $ 92,344.40 for Police Cars: Lifebook T725: Wetumpka, AL Unit Price: $2,146.84, Quantity 35, Total Price: $75,139.40 Unit price includes shipping. Custom Locking Mount Adapter Plate with Ball, Includes Port Replicator Dock: Unit Price: $483.00, Quantity 35, Total Price: $16,905.00 Shipping for Locking Mount Adaptors: Total Price: $300.00 State of Alabama Contract T-532/#401256 Purchase of Vehicles off State Opelika Chrysler, Dodge, Jeep, Ram $ 90,850.07 of Alabama Contract T191L, Opelika, AL Number 4013371, Line 9 2016 Dodge Charger, Unit Price: $21,970.30, Quantity 3 (or more), Total: $65,910.90 2016 Dodge Durango Unit Price: $24,939.17 Quantity 1 (or more), Total $24,939.17 Replacing Vehicle Numbers 6750, 6011,6007 and 6005 1 Legal expenses have exceeded $15,000 for this case. 2 Qrep is an application that allows for the information in the jail and crimes databases to be searched and displayed in a variety of ways. This is the last payment for SunGard Public Safety software. Those functions will now be taken care of by Southern Software and Firehouse. Minutes of the Board of Commissioners – April 5, 2016, continued. Commissioner Newsome then moved for adoption of Resolution No. 2016-103, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2016-104 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Kayla Owens 2016 International Conference $ 2,218.15 Sandi Jarrett Association of Public Safety Communication Officials (APCO) Orlando, FL Bryan Tate Domestic Violence Seminar $ 664.96 Birmingham, AL Stephanie Wingfield ARPA Creative Camp $ 755.00 Nicole Norton Mentone, AL Jerry Moore Lorena Guttowsky Mark Nelms ANOA Conference $ 2,662.54 Ray Mock Orange Beach, AL Robert Cole Matthew Krabbe Timothy Traynham Jason Miller 2016 Regional Seminars for Municipal $ 505.00 Court Officials Mobile, AL rd Brad Hughes 53 Annual Educational Conference $ 673.12 Frank Hayes AAPGMI Auburn, AL Commissioner Dorsey then moved for adoption of Resolution No. 2016-104, motion seconded by Commissioner Kenward and unanimously carried. Commissioner Kenward moved to accept a Right-of-Way Deed from First Free Will Baptist Church for a public road at 1461 Timbers Drive, motion seconded by Commissioner Crutchfield. Commissioner Ferguson asked if this is an extension of the turn lane, when the work will commence, and if this will affect the Dollar General construction. Public Works Director Jerry Corbin said this is actually part of the overall Dollar General project, they are doing the work, and are supposed to start this week. There being no further discussion, the resolution was unanimously adopted. There being no further business, Commissioner Ferguson moved that the meeting be adjourned, motion seconded by Commissioner Kenward 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 – April 5, 2016, continued. Approved: Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS