City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 19, 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 19, 2016 with the following members present: Mayor Pro tem Kevin Dorsey, Associate Commissioners Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. Mayor Mike Schmitz was absent. Also present were City Manager Michael West, City Clerk Tammy Danner, Assistant City Clerk Wendy Shiver who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Pro tem Dorsey called the meeting to order. Pastor Robin Wilkerson, Calvary Chapel Dothan, 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 April 5, 2016, be approved, motion seconded by Commissioner Crutchfield and unanimously approved. Mayor Pro tem Dorsey presented and read a proclamation, proclaiming April, 2016 as “Community College Month” in the City of Dothan. Lynn Bell, Dean of Business Affairs, Wallace Community College was present for the proclamation. Mayor Pro tem Dorsey presented and read a proclamation, proclaiming April 22, 2016 as “Houston County Gives Day” in the City of Dothan. Sharon Sizemore, on behalf of Sharon Whittaker of Whittaker Marketing, and Houston County nonprofit representatives were present for the proclamation. Mayor Pro tem Dorsey presented and read a proclamation, proclaiming April 23, 2016 as “Spirit of Service Day” in the City of Dothan. Linda Kelley, Director of Community Development, Dothan Area Chamber of Commerce, and Kevin Murphy, Southeast Alabama Gas District, were present for the proclamation. Commissioner Ferguson thanked the citizens of District 4, in particular in the historic district, for their patience with the ongoing repairs in the 200 Block of Woodland Drive. He thanked Dothan Utilities Director Billy Mayes and his staff for their diligent work. City Manager West advised that the repairs are expected to be completed today, the road will then be opened to traffic, and the asphalt will be done in approximately one week. Commissioner Ferguson confirmed with Public Works Director Jerry Corbin that the design of that whole area should be completed in about two to three months. Commissioner Kenward said she would like to call attention to Dothan Fashion Week which is being held April 27th-30th and a Southern Style and Charm Fashion Show which will take place at Mercedes Benz of Dothan on Saturday, April 30th. She said Dothan Fashion Week is an opportunity for our children to participate in activities such as an etiquette boot camp, a kid’s fitness challenge, and a multicultural dance workshop. She said more information and tickets can be obtained by contacting Vanessa Harris of LadiVee’s Etiquette and Consulting. City Manager West invited Susan Anderson, owner of Eagle Eye Outfitters, to make a presentation. Mrs. Anderson said each year one of their largest brands, Patagonia Sportswear, participates in One Percent for the Planet, meaning they give one percent of their net revenue every year back to environmental grants, and Eagle Eye Outfitters has been able to apply for grant money over the last three years. She said this year she is happy to award a $5,000.00 check to the City for the Forever Wild conservation project. Mayor Pro tem Dorsey thanked Mrs. Anderson for her diligence and all she does for the community. City Manager West said Mrs. Anderson has been one of our biggest advocates and has provided almost $20,000.00 in grants toward this project. Commissioner Kenward said she would like to publicly thank Mrs. Anderson for her commitment to Forever Wild, Minutes of the Board of Commissioners – April 19, 2016, continued. involve her, and also recognize several others who have helped make this park a reality. She advised that the Forever Wild Land Trust has our park officially in their system as being called Dothan Trails Park and we would like the opportunity to change that name. She said there is a formal process by which we would apply to have the name changed to something local that perhaps our citizens would recognize and we have two opportunities to do that prior to the park opening. She requested Mrs. Anderson’s assistance in helping to gather names from our community. She thanked the Southeast Alabama Mountain Biking group for all of their hard work and for doing an excellent job creatively naming the trails within this park. She said part of the reason the trails had to be named quickly is because of the upcoming Alabama State Games. She advised that it is at the Forever Wild Board’s discretion as to whether they want to rename the park but this is an excellent opportunity for our citizens to have some ownership of the park. Mrs. Anderson volunteered Eagle Eye Outfitter’s services to help with this and said they would be glad to be a drop off point for submissions or be a part of donating gift cards or other prizes if this is done as a naming contest. Commissioner Kenward said we will put out a press release in the coming days with detailed information to help get everybody involved. She thanked Leisure Services’ Assistant Director of Operations Kim Meeker and staff who have worked diligently to make this a reality. She said she looks forward to this beautiful park which is going to be a wonderful thing for generations to come in our community. City Manager West gave his Annual Report on the Financial Condition of the City. His report covered topics on: Five Year Forecast; Ten Year Information of Historical Expenditures; Change in Net Position, Fund Balance and Reserves; Major Service Expenditures; Debt Service; Comparison of Selected Revenue Sources with Other Cities; Potential Revenue Sources; Facility, Fleet, Computer & Capital Identified Needs; and the City’s Path Forward. In summary, City Manager West said the City is financially strong, sales tax revenue is showing signs of economic recovery, our current reserves are adequate, our strategic planning process is exceptional, our credit rating is strong, our quality of life is second to none, and the City provides exceptional services. He thanked the Commission for their support. City Manager West made the following announcements (during the Administrative Meeting): • The Hardee’s Pro Classic Women’s Tennis Tournament kicked off Sunday, April 17th at the Westgate Tennis Complex, and will continue through Sunday, April 24th. City Manager West invited everyone to come out to this event. • Older American’s Day will be held at 10:00 a.m. on Wednesday, May 4th at the National Peanut Festival Fairgrounds. • Water World will be open weekends only beginning Saturday, April 30th. • A Special Olympics Sectional Cycling Competition will be held on Friday, April 22nd at the National Peanut Festival Fairgrounds. Mayor Pro tem Dorsey introduced the application of Brad White for a Special Events Retail License (on premise) for Tiger Trek, located at 191 Festival Drive. Commissioner Kirkland moved for approval, motion seconded by Commissioner Kenward. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Pro tem Dorsey introduced Ordinance No. 2016-105 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Sara and Alvin Wright located at 103 Sixth Avenue from L-I (Light Industry) District to B- 2 (Highway Commercial) District. Commissioner Kenward moved for immediate consideration, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Minutes of the Board of Commissioners – April 19, 2016, continued. Commissioner Ferguson then moved for adoption of Ordinance No. 2016-105, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Pro tem Dorsey introduced Ordinance No. 2016-106 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by The Haven, Inc., located at 831 John D. Odom Road from A-C (Residential Single- Family, Very Low Density) District to R-1 and O-I (Residential Single-Family, Low Density & Office/Institutional, respectively) Districts. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, 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. 2016-106, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Pro tem Dorsey introduced Resolution No. 2016-107 (recorded in Ordinance Book No._______at Page_______), assessing properties for the cost of demolition of substandard structures and turning the amounts over to the county tax collector to be added to the next regular bills for taxes levied against the respective lots and/or parcels of land. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-108 (recorded in Ordinance Book No._______at Page_______), approving financial assistance to the Houston County Industrial Development Authority in the amount of $50,000.00 to facilitate the Next Level Apparel Project in Ashford, Alabama. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Kenward confirmed with City Manager West that several million dollars was set aside several years ago in order to do these types of incentive projects. City Manager West advised that there is over $400,000.00 in the economic development account and this $50,000.00 will come out of that account. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-109 (recorded in Ordinance Book No._______at Page_______), appropriating $45,000.00 to the Wiregrass Museum of Art for the repair/replacement of the fire alarm system, security system, and access control system. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Ferguson questioned why we are appropriating this money to the museum instead of having the repairs done ourselves since this building belongs to the City. He noted that we handled the replacement of the air conditioner in the postal service building ourselves, and he said he would like for us to be consistent in how we operate. City Manager West said this was in the lease agreement with the post office and Commissioner Ferguson said he believes this is also in the lease agreement with the museum. Commissioner Crutchfield confirmed with General Services Director Randy Morris that this will take care of all of the systems at the museum, but the video surveillance still needs to be corrected. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-110 (recorded in Ordinance Book No._______at Page_______), entering into a contract with 911Consult, Inc., to perform research and provide a proposed upgrade to the City of Dothan existing trunked radio system at a cost of $10,975.00 plus travel and lodging. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson. Commissioner Kenward pointed out that part of the reason we are entering into this agreement is so that we will end up with a system that is going to not only meet our current needs but also can be modified as we grow and as technology changes. She said this company is going to allow us to look at all vendors comparatively to determine which product meets our needs and Minutes of the Board of Commissioners – April 19, 2016, continued. hopefully take care of our future needs as well. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-111 (recorded in Ordinance Book No._______at Page_______), agreeing to make application to the Alabama Beverage Control Board for a Special Retail License (on premise) for the sale of alcohol during events held at the Dothan Opera House. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Kenward said we would like to earmark the money from the sale of alcohol at the Opera House for reinvestment in the Opera House because it is a gem in our City, we want to take care of it, and it does need some improvements. Commissioner Ferguson asked if the discussion regarding the revenue also included using it to promote additional acts. City Manager West said to his knowledge it did not. He advised that the revenue received from the sale of alcohol will be little and it will take a long time to work up a fund that could do anything significant. He discussed some of the needs at the Opera House and said a schematic plan of how to address these needs has been done. Commissioner Kenward said earmarking this money is a step in the right direction. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-112 (recorded in Ordinance Book No._______at Page_______), submitting the Omussee Creek Wastewater Treatment Plant permit renewal application to the Alabama Department of Environmental Management Municipal Section Water Division. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-113 (recorded in Ordinance Book No._______at Page_______), applying for grant funding in the amount of $202,500.00 from the U.S. Department of Justice, Office of Justice Program, Bureau of Justice Assistance under the Fiscal Year 2016 Body-Worn Camera Policy and Implementation Program. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-114 (recorded in Ordinance Book No._______at Page_______), declaring certain personal property as obsolete and no longer needed for public or municipal purposes and authorizing the disposal of said property by whatever means is determined to be in the best interest of the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-115 (recorded in Ordinance Book No._______at Page_______), appointing Anita Dawkins as a member of the Dothan Municipal Housing Code Abatement Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Newsome asked if Ms. Dawkins was present. There was no response from the audience. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-116 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of March, 2016 in the amount of $13,995,395.37. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-117 (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 Compact Track Loader, Rental Inc. $ 75,822.00 per City Bid Specifications: Bobcat of Dothan Unit Price: $75,822.00 Dothan, AL 2016 Bobcat T870 Quantity 1 (or more) Minutes of the Board of Commissioners – April 19, 2016, continued. Landfill Equipment: 29 Ton Thompson Tractor $ 284,000.00 Hydraulic Excavator, with Dothan, AL Optional Full Machine Five (5) Years/ 6,000 Hours Warranty, per City Bid Specifications: 2016 CAT 329F, Quantity 1 (or more) Landfill Equipment: 30 Ton Thompson Tractor $ 439,500.00 Articulating Dump Truck, with Dothan, AL Optional Full Machine Five (5) Years/ 6,000 Hours Warranty, per City Bid Specifications: 2016 CAT 730C2, Quantity 1 (or more) Landfill Equipment: 24-26 Ton Rental Inc. $ 187,665.31 Hydraulic Excavator, with Bobcat of Dothan Optional Full Machine Dothan, AL Five (5) Years/ 6,000 Hours Warranty, per City Bid Specifications: 2016 Doosan Model DX255LC-5,Quantity 1 (or more) 3 Phase Underground Padmount Irby See Price in Transformers, per City Bid Dothan, AL Description Specifications: 1500 kVA/ Secondary Voltage 120/208 Unit Price: $25,157.00 Quantity 2 (or more) Brand: ABB 3 Phase Underground Padmount Gresco Captstone See Price in Transformers, per City Bid Utility Supply, Inc. Description Specifications: 1500 kVA/ Dothan, AL Secondary Voltage 277/480 Unit Price: $ 19,214.00 Quantity 1 (or more) Brand: C G Power Solutions 2500 kVA/Secondary Voltage 277/480 Unit Price: $32,319.00 Quantity 3 (or more) Brand: Cooper Power Other Purchases: 2016 John Deere 310 SL Backhoe: John Deere Construction Retail Sales $ 274,684.65 Unit Price: $91,561.55 c/o Flint Equipment Quantity 3, Purchase off National Dothan, AL Joint Purchasing Alliance (NJPA) contract # 032515-JDC Replacing Units 2164, 3210 & 9116 Professional Legal Services Maynard, Cooper & Gale $ 111.15 through 2/29/16, Claim Number Birmingham, AL 2003124, ReaMonica Carney v 2 City of Dothan 2 Legal expenses have exceeded $15,000 for this case. Commissioner Kirkland then moved for adoption of Resolution No. 2016-117, motion seconded by Commissioner Newsome. Commissioner Ferguson asked what the lead time is on the landfill purchases. Mr. Morris said the lead time is two weeks on the small excavator, six weeks on the large excavator, and eight weeks on the articulating dump truck. Commissioner Kenward thanked Mr. Morris for providing the cost of ownership information to the Commission, and she said it is a wonderful thing when we can use local vendors to meet our needs. Commissioner Ferguson explained that we still have an operation to maintain at the landfill even though we are not officially open and he said he personally wishes we would have squeezed a little bit more life out of the other equipment before we sold it. He asked how long the expansion will take. Mr. Corbin estimated ten months and said Minutes of the Board of Commissioners – April 19, 2016, continued. the advertisement for bids should be done in approximately four weeks. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Dorsey introduced Resolution No. 2016-118 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Jinri Jiang Panama City Swim Meet $ 270.00 Panama City, FL Jinri Jiang GPAC Swim Meet $ 270.00 Pensacola, FL Jinri Jiang ATAC Swim Meet $ 295.00 Tallahassee, FL Jinri Jiang Southeastern Long Course Championships $ 540.00 Nashville, TN Jinri Jiang ARPA State Meet $ 540.00 Natalie Faulk Birmingham, AL Kelly Speigner 2016 AAPPA Conference & Pre-Conference $ 967.48 Eufaula, AL Clint Ludlam Wavetronix Training and Networking Event $ 1,006.88 Randy Prine Nashville, TN Bubba Ott FBINAA Annual Re-Trainer $ 375.00 Orange Beach, AL Will Benny FBI National Academy (NA264) Graduation $ 630.00 Quantico, VA Todd McDonald 2016 National Association of Preservation $ 6,470.80 Bob Wilkerson Commissioners (NAPC) Conference Valerie Judah Mobile, AL Wes Grant Michael Jackson Warren Reeves Commissioner Kirkland then moved for adoption of Resolution No. 2016-118, motion seconded by Commissioner Newsome and unanimously carried. Commissioner Newsome moved to accept a right-of-way deed from Triple S Services, LLC for the Campbellton Highway-Southgate Road Roundabout (James Oates Park Entrance), motion seconded by Commissioner Kirkland 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 See approval next page: Minutes of the Board of Commissioners – April 19, 2016, continued. Approved: Mike Schmitz, Mayor 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