City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MAY 3, 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, May 3, 2016 with the following members present: Mayor Pro tem Albert Kirkland, Associate Commissioners Amos M. Newsome, Jr., John Ferguson, Beth Kenward, and David Crutchfield. Mayor Mike Schmitz and Commissioner Kevin Dorsey 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 Pro tem Kirkland called the meeting to order. Pastor Debra Beyah, Mt. Olive Christian Fellowship Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Mayor Pro tem Kirkland announced Mayor Schmitz is still out of town and Commissioner Dorsey is at the state convention. Commissioner Ferguson moved that the Minutes of the Meeting of April 19, 2016, be approved, motion seconded by Commissioner Newsome and unanimously approved. Mayor Pro tem Kirkland presented and read a proclamation, proclaiming May 9- 13, 2016 as “Small Business Week” in the City of Dothan. Hayden Camp and Steve Turkoski, Dothan Area Chamber of Commerce, were present for the proclamation. Mayor Pro tem Kirkland said he and others had the opportunity to attend the Alabama Municipal Electric Authority (AMEA) Power Supply Conference last week and AMEA is celebrating thirty-five years of partnership with its eleven member cities. Mayor Pro tem Kirkland presented an award on behalf of AMEA to Dothan Utilities Director Billy Mayes and Electric Operations Superintendent Chris Phillips. Mr. Mayes said their honor is in serving the citizens and this award is actually to Mayor Schmitz, the Commissioners, City Manager West, and especially the citizens because of the savings in power cost that this organization has provided. He said Dothan was one of the founding groups to help form this agency to help save money and it is a benefit to the citizens and all of us to be a part of AMEA. Mayor Pro tem Kirkland recognized former Commissioner Don Clements who was honored with this year’s President’s Award at the Conference for his long-time service and for being instrumental in AMEA’s efforts. Mayor Pro tem Kirkland said we are proud of former Commissioner Clements and for all he did for us as a city. City Manager West introduced Safety Officer Trampas Gougler, who accepted a Risk Management Gold Award on behalf of the City of Dothan. Mr. Gougler discussed the Alabama League of Municipalities’ Risk Management Gold Award, he explained that overall we do an excellent job reducing exposures for the City, and he recognized the efforts of the department heads, supervisors, and employees. He said property and liability losses are being minimized, and most importantly, employees, citizens, and visitors are reaping the rewards of a safer work place and community. He said by having an active risk management and safety program we reduce the exposure that the City faces and it also saves the taxpayers money over the long term. City Manager West said this is truly a team effort and he is proud to be on this team with all the department heads and managers as we go forward. City Manager West made the following announcements: • The Mayor’s Ride for Fitness event will be held at 9:00 a.m. on Saturday, May 14th at the Westgate Trail. Minutes of the Board of Commissioners – May 3, 2016, continued. • Camp Choctaw registration is Tuesday, May 10th at Doug Tew Recreation Center from 4:00 p.m. to 6:00 p.m. If there are any spots remaining after this date, additional registration information will be announced. • Older American’s Day is tomorrow, May 4th at the National Peanut Festival Fairgrounds starting at 9:00 a.m. • National Day of Prayer is Thursday, May 5th and prayer opportunities are being held at First Baptist Church, Omni Field, at 6:30 a.m. and Ridgecrest Baptist Church at noon. Our community has been richly blessed and it is wonderful that we are able to pause for a few moments in prayer. • Thanked the volunteers and staff for their efforts in making the 2016 Hardee’s Pro Classic Women’s Tennis Tournament possibly the best we have ever had. • Water World opened Saturday, April 30th with over 1,040 guests making it the biggest opening day in a long time. • The newly purchased fire ladder truck will be on display on Troy Street following today’s meeting for anyone who would like to view the truck. Mayor Pro tem Kirkland introduced the application of Andre Barber for a Lounge Retail Liquor License – Class I (on or off premise) for Love Lounge, located at 3803 Ross Clark Circle, Suite 3. Hearing no motion, the application died due to lack of a motion and second. Mayor Pro tem Kirkland announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Pro tem Kirkland declared the Public Hearing closed. Mayor Pro tem Kirkland announced a Public Hearing regarding the demolition and removal of unsafe structures. There being no one present to speak, Mayor Pro tem Kirkland declared the Public Hearing closed. Mayor Pro tem Kirkland introduced Ordinance No. 2016-119 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by L.F. Andrews located in the 2500 block of Westgate Parkway from R-4 (Residential, Attached, High Density) District to B-3 (Local Shopping) District. Commissioner Ferguson moved for immediate consideration, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Commissioner Ferguson then moved for adoption of Ordinance No. 2016-119, motion seconded by Commissioner Kenward. City Manager West said this is for the new Dollar General to be built near Denton Road on Westgate Parkway. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of five “yeas” to no “nays.” Mayor Pro tem Kirkland introduced Resolution No. 2016-120 (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 Kenward moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-121 (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 Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Minutes of the Board of Commissioners – May 3, 2016, continued. Mayor Pro tem Kirkland introduced Resolution No. 2016-122 (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 June 7, 2016. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-123 (recorded in Ordinance Book No._______at Page_______), continuing the tax levied on property situated in the City of Dothan at the rate of five (5) mills upon each one dollar ($1.00) of assessed value and fixing the compensation of the tax assessor and tax collector for collecting and assessing the tax. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kenward. City Manager West explained that this is the same millage that is levied each year and there is no increase in the tax. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-124 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice of Award, Notice to Proceed and other related contract documents to Donald Smith Company for the refurbishment of Well Number 17 and Well Number 34 for the sum of $288,846.00. Commissioner Kenward moved for adoption, motion seconded by Commissioner Ferguson. City Manager West said this money is budgeted. Commissioner Kenward asked if there are other wells planned for repair this year, and City Manager West said additional wells are a possibility and would be covered in the $500,000.00 budgeted for this year. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-125 (recorded in Ordinance Book No._______at Page_______), submitting the 2015 Municipal Water Pollution Prevention Annual Reports for the City’s three (3) wastewater treatment plants to the Alabama Department of Environmental Management. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-126 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for installation of one tapping tee and valve on existing 12” water main and Ductile Iron pipe to the right-of-way for new subdivision located in Dothan, AL. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-127 (recorded in Ordinance Book No._______at Page_______), approval to renew an agreement with the Alabama Fire College and Personnel Standards Commission to be a designated Regional Training Center for the State of Alabama. Commissioner Newsome moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said this is a benefit for the City as it allows us to offer training here, not only for our department, but also for the regional area. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-128 (recorded in Ordinance Book No._______at Page_______), entering into a lease agreement with Camp ASCCA (Alabama’s Special Camp for Children and Adults) for lodging, programming and nursing services for special needs campers during period of May 24-27, 2016. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward. City Manager West explained that this agreement is a new requirement of Camp ASCCA, there is no other change, the participants will pay for themselves, and there is no cost to the City. Commissioner Kenward said Camp ASCCA is a special needs camp for children and adults and she appreciates them for providing this opportunity. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – May 3, 2016, continued. Mayor Pro tem Kirkland introduced Resolution No. 2016-129 (recorded in Ordinance Book No._______at Page_______), applying for and accepting funding in the amount of $24,173.75 from the 2016 Bureau of Justice Bulletproof Vest Partnership to be used for the purchase of body armor, and appropriating funds for said grant. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Kirkland introduced Resolution No. 2016-130 (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 Cab & Chassis for Digger Coffman International $ 145,177.46 Derrick per Bid Specifications: Dothan, AL Additional Purchases From Previously Awarded Bid, 2016 International 4300. Quantity 2 (or more), Replacing Vehicle Numbers 3114 and 3147, Total Price of Each Unit (Cab & Chassis) : $72,588.73, Total Price of 2 Units: $145,177.46 55 Foot Aerial Boom & Body, Altec Industries, Inc. $ 284,328.00 Per City Bid Specifications: Birmingham, AL Make & Model: Altec AA55E, Replacing Units 3114 and 3147, Quantity 2, Total Price of 2 Units: $268,444.00 Optional Front Winch, Unit Price $7,942.00 Total Price of 2 Units Including a Front Winch for each Unit: $284,328.00 Other Purchases: Professional Legal Services Copeland, Franco, Screws, & Gill, P.A. $ 4,082.70 through 2/29/16 - $3,790.00 and Montgomery, AL 3/31/16 - $292.70 Claim Number 2003204 2 Cooper v. City Professional Legal Services Maynard, Cooper & Gale $ 1,090.80 through 3/31/16, Claim Number Birmingham, AL 2003124, ReaMonica Carney v 2 City of Dothan Altec AT37-G Boom & Body Altec Industries, Inc. $ 107,628.00 with 2016 Dodge Chassis: Birmingham, AL Replacing Vehicle #4102. Purchasing off National Joint Powers Alliance (NJPA) Contract #031014-ALT. Parts for Medium/Heavy Trucks Tri State Brake Center $ 40,000.00 & Tractors Used throughout Ashford, AL Fiscal Year 2016: Parts are purchased from Tri State Brake Center, when they have the lowest quote. Notes: 2 Legal expenses have exceeded $15,000 for this case. 3 A discount was negotiated for the award of the bid with the only bidder of $500 per unit, applicable only when two units are purchased. Commissioner Kenward then moved for adoption of Resolution No. 2016-130, motion seconded by Commissioner Crutchfield and unanimously carried. Minutes of the Board of Commissioners – May 3, 2016, continued. Mayor Pro tem Kirkland introduced Resolution No. 2016-131 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Steven L. Parrish Alabama Association of Chiefs of Police $ 1,244.76 (AACOP) 2016 Orange Beach, AL Sammie Hancock R.A.D. Basic Self-Defense $ 2,350.65 Stacia Crumpler Instructor Certification Clayton Reynolds New Orleans, LA Robin Pearson Northeast Alabama Law Enforcement $ 1,974.00 Marcus Booth Academy Jail Management Course Decatur, AL Rose Evans-Gordon Alabama State Bar Annual Meeting $ 1,209.83 Destin, FL Philena Reaves Alabama Municipal Revenue Officers $ 812.38 Association 2016 Summer Conference Orange Beach, AL Stacy Robinson 2016 Cities United $ 617.00 Birmingham, AL Commissioner Kenward then moved for adoption of Resolution No. 2016-131, motion seconded by Commissioner Crutchfield and unanimously carried. Commissioner Kenward moved to accept a right-of-way deed from The Broadway Group, LLC for a public road at 2757 Hartford Highway - Dollar General, motion seconded by Commissioner Ferguson and unanimously carried. Commissioner Crutchfield moved to accept an easement from The Broadway Group, LLC for maintaining utilities at 2757 Hartford Highway - Dollar General, motion seconded by Commissioner Ferguson and unanimously carried. 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 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/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS