City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JUNE 7, 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, June 7, 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, Administrative Secretary Courtney Vickers who recorded the Minutes of the Meeting, and the local news media representatives. Mayor Schmitz called the meeting to order. Pastor Mike Grimes, Grandview Baptist Church, then led in prayer, afterwhich Commissioner Dorsey led in the Pledge of Allegiance to the Flag. Mayor Schmitz announced that Commissioner Kirkland is out of town. Commissioner Kenward moved that the Minutes of the Meeting of May 17, 2016 and May 31, 2016, be approved, motion seconded by Commissioner Crutchfield and unanimously approved. Mayor Schmitz presented and read a proclamation, proclaiming June 6, 2016 as “Lineman Appreciation Day” in the City of Dothan. Dothan Utilities Director Billy Mayes, Electric Operations Superintendent Chris Phillips, and City of Dothan Linemen were present for the proclamation. Mayor Schmitz stated he recently received a letter from the Westbrook Homeowner’s Association expressing gratitude to Dothan Utilities and Public Works for all of the hard work and service they have provided in their area. Mayor Schmitz invited Jessica Rush to speak about Spark Theater Company. Ms. Rush, Founder of Spark, explained that they are a nonprofit theater focusing on children and youth. She talked about accomplishments made over the past two years, and she encouraged everyone to come see one of their shows. Mayor Schmitz expressed appreciation to Mrs. Rush for her leadership and service in the community. Commissioner Kenward said she had the wonderful opportunity to attend the opening of the 3.5 mile loop at the Forever Wild Park entrance on Fortner Street this past Saturday morning. She said it is a challenging and beautiful trail that can be biked or hiked and it is fun for all ages. She encouraged everyone in our community to come out and enjoy the trails that have been completed and said we will get to celebrate the opening of the entire park in October. Commissioner Crutchfield thanked our department heads and directors for their quick response to citizen inquiries over the last couple of weeks. Mayor Schmitz said there is a nonprofit called Impact Alabama engaging in generational change all over the state and their coalition has helped 9,000 low income, working families secure over $17 million in IRS refunds. He said local IRS-certified students from Wallace Community College and Troy University helped 692 families in our community receive $1.3 million in refunds. He said he is proud of our community for volunteering and helping each other, and he is proud of Wallace Community College and Troy University for being a part of this effort. Mayor Schmitz said the opening ceremonies for the Alabama State Games is this Friday at the National Peanut Festival Fairgrounds with the grounds opening at 3:00 p.m. and ceremonies starting at 6:30 p.m. He said events will be taking place all over Dothan, Ozark, and Troy with thousands of people competing in the events. He invited everyone to come out and enjoy the opening ceremonies. Minutes of the Board of Commissioners – June 7, 2016, continued. City Manager West invited Barbara Alford, President of the Wiregrass Foundation, to make a presentation regarding Forever Wild plaques. Ms. Alford said the Foundation entered into an agreement with the City in July, 2015 to construct the boardwalks and bridges that will connect the trails on the approximate 400 acre Forever Wild property. She said the Foundation is excited about the project and appreciates this chance to partner. She said the Foundation’s involvement in this project was made possible by many months of leadership, vision, and planning on the part of Mayor Schmitz and the work by key staff, and it involved boards and a lot of passionate volunteers in the community. She said the Foundation would like to ask the Commission’s approval to place two plagues; one at each of the major boardwalk entrances to the park and to accomplish two goals – one is to honor the commitment, persistence, and the hard work that enabled the Foundation to partner with the City for this very special project and the second is to forever remind us that cities have important work they have to do in a certain order. They have to provide basic services, keep our infrastructure up to par, and provide basic emergency services; however, we also need to never forget that recreation plays a critical role in the quality of life we want to have. We believe that the wording we are proposing for the plaque would accomplish both of these goals and the proposed wording is as follows: Treat the earth well. It was not given to you by your parents, It was loaned to you by your children. Indian Proverb Dedicated to Mayor Mike Schmitz, and the staff, board members, and community advocates of the City of Dothan, AL, for their leadership in developing healthy living, recreation, and outdoor spaces that will be Forever Wild Ms. Alford said the Foundation will pay all costs associated with acquiring and placing the plagues. She said the Foundation feels this is a great opportunity to not only thank everyone involved in the partnership to make this happen, the leadership that is here, and the leadership that is behind the scenes, but also to remind our young people that it takes a lot to make a city work, it takes all of the basic infrastructure, but you always have to continue to find ways to do the extra things that make the quality of life in Dothan, Alabama what we enjoy. City Manager West advised that Leisure Services Assistant Director of Operations Kim Meeker has received acceptance from Forever Wild to place these plagues, and therefore, we can move forward unless there are any objections. There were no objections. Mayor Schmitz said it took the entire Wiregrass working together to make this project happen. He said it took Mr. Meeker’s vision, City Manager West and the Commission’s commitment, our state delegation, area mayors, and all of us to work together to make our community get better. Mayor Schmitz expressed gratitude to the Wiregrass Foundation for their contributions to this project and for all they do in our community. City Manager West invited Bob Hendrix, Executive Director of the Convention & Visitors’ Bureau to give a State and Local Tourism Update. Mr. Hendrix presented the latest tourism figures and discussed upcoming events. City Manager West made the following announcements: • The Alabama State Games have added mountain biking to their lineup and the Forever Wild venue with the two recently opened trails have allowed this to happen. • The Youth Value Impact Talent Show will be taking place in the Civic Center Arena tomorrow afternoon. Please be patient with parking during this time. • The Poplar Head Farmer’s Market opened last Saturday and will be open from 8:00 a.m. until 12:00 p.m. each Saturday through the end of July. Come out to get fresh fruits and vegetables and support local farmers. • The new Utility Collections building is performing well and the four drive- thru lanes have helped tremendously. Minutes of the Board of Commissioners – June 7, 2016, continued. Mayor Schmitz recognized a number of Boy Scouts in attendance today, and he introduced them to two World War II Veterans, Dick and Evelyn Schoof (husband and wife), who were present in the audience. Mayor Schmitz said these veterans are generational heroes who have served our country incredibly and our community well, and they are still very active and involved in our community. Mayor Schmitz then led in a standing ovation for them. Mayor Schmitz introduced the application of James Snellgrove for a Restaurant Retail Liquor License (on premise) for Fatbacks, located at 3850 West Main Street, Suite 801. Mayor Schmitz asked if there was anyone present to speak on this matter and there were none. Commissioner Dorsey moved for approval, motion seconded by Commissioner Crutchfield. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz thanked Mr. Snellgrove, new owner of Fatbacks, for being in attendance and for his investment in Dothan. Mayor Schmitz announced a Public Hearing regarding the proposed Community Development Block Grant 2016 Projects and Entitlement Funds. There being 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. 2016-146 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Cornelia Turrittin, located at 1587 Third Avenue from R-4 (Residential, Attached, High Density) District to B-3 (Local Shopping) District. Commissioner Kenward moved for immediate consideration, motion seconded by Commissioner Crutchfield 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. 2016-146, motion seconded by Commissioner Crutchfield. City Manager West confirmed for Commissioner Newsome that the owner cannot currently use this property for the purpose it has been used for before because the non-conforming use has been ceased for over six months. Commissioner Newsome noted that all of the surrounding property is zoned residential and the Planning Commission’s recommendation for rezoning was a split decision. He asked why we would want a business in the midst of a residential subdivision. City Manager West said the building was previously a grocery store and the owner changed her request from B-2 to B-3, which is considered a transitional zoning for such things as a small store in a neighborhood. Planning Director Todd McDonald explained that B-2 is the highest class of commercial zoning and would not be appropriate in this area because of the residential uses. He said the uses allowed in B-3 are more restrictive and could be less intrusive. He advised that this site is a bit problematic because it is small and there are other requirements to be met before a store could open at this location. Commissioner Newsome concurred that the site is small and he noted that parking could be difficult. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Ferguson, Kenward, and Crutchfield; “nay:” Newsome. The motion was carried by the majority of five "yeas" to one “nay.” Mayor Schmitz introduced Resolution No. 2016-147 (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 Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-148 (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 Minutes of the Board of Commissioners – June 7, 2016, continued. public hearing to be held on the matter during the regularly scheduled commission meeting on June 21, 2016. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-149 (recorded in Ordinance Book No._______at Page_______), approving the 2016 Community Development Block Grant projects. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-150 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Mid-South Paving Inc., of Dothan, Alabama for street resurfacing scheduled for 2016 for the sum of $1,813,051.00. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Newsome. City Manager West clarified for Commissioner Ferguson that this is under budget because the annual budget for resurfacing was increased to $2 million. Commissioner Kenward asked if the list of roads to be resurfaced can be made available to our citizens. City Manager West requested Assistant Public Works Director Charles Metzger to work with the IT Department to put this list on the website. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-151 (recorded in Ordinance Book No._______at Page_______), submitting a revised CWSRF loan application in the amount of $41,075,000.00 for the purpose of funding the construction, engineering administration and inspection of the Omussee Creek Wastewater Treatment Plant Upgrades. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Kenward said our debt service will now be roughly $2.6 million and she noted that we did not budget debt service in with our last budget cycle. She asked how this is going to impact us net wise given that we have some debt service rolling off but are adding to it as well. City Manager West said electric revenues are up in the utility fund so right now we should be okay and this should cover all of it. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-152 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Polyengineering to provide architectural services for a fee of $20,500.00 for the Rose Hill Senior Adult Center Repairs Project. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kenward. Commissioner Newsome commented that this improvement will extend the life of the facility, make it easier for our handicap citizens to access, and bring us in line with some of the other things he thinks we need to do at Rose Hill. Commissioner Ferguson confirmed with City Manager West that this project will still need to be bid and awarded. He noted that there is a $1,800.00 construction management fee included in this contract and he asked if we still pay this money if the project is not awarded. City Manager West explained that, should the Commission decide not to proceed with the project, there will be no fee because there will be no construction to manage. City Manager West said Rose Hill is a great facility and is very functional. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-153 (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 Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-154 (recorded in Ordinance Book No._______at Page_______), entering into a lease agreement with Xerox Corporation for a Xerox copier for the Personnel Department (Employee Health Division) at a cost of $36.62 a month and entering into a maintenance agreement for said copier for .0110 cost per copy for a thirty six (36) month period. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward. Commissioner Crutchfield noted the difference in costs between this item and the next item, and he asked why these agreements were negotiated Minutes of the Board of Commissioners – June 7, 2016, continued. differently. City Manager West explained that Rose Hill’s copier is a bigger machine than Personnel’s copier because Rose Hill makes more copies. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-155 (recorded in Ordinance Book No._______at Page_______), entering into a lease agreement with Xerox Corporation for a Xerox copier for Rose Hill Senior Center at a cost of $115.11 a month and entering into a maintenance agreement for said copier for .0055 cost per copy, for a thirty six (36) month period. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-156 (recorded in Ordinance Book No._______at Page_______), increasing the Petty Cash amount from $150.00 to $300.00 in the Planning & Development Department to be used for the Permits & Inspections Division. Commissioner Kenward moved for adoption, motion seconded by Commissioner Dorsey. City Manager explained that this item and the next item are primarily being requested because of Utility Collections moving across the street and it is not as easy for these offices to replenish funds. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-157 (recorded in Ordinance Book No._______at Page_______), increasing the Petty Cash amount from $2,200.00 to $2,700.00 in the Performing Arts Department to be used for box office sales. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-158 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the State of Alabama Department of Education for participation in a Summer Food Service Program for Children. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-159 (recorded in Ordinance Book No._______at Page_______), accepting a Community Involvement Grant Award from the United State Tennis Association in the amount of $2,000 to assist with expenses related to the Kids Day Event held during the 2016 USTA Dothan Pro Circuit Tennis Tournament, and appropriating funds for said grant award. Commissioner Newsome moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said Mr. Meeker applied for this grant and the grant that was approved at the May 17th meeting in hopes of getting just one of them and he received both. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-160 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the Dothan Country Club Independence Day Celebration Fireworks Display to be held on Saturday, July 2, 2016. Commissioner Kenward moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-161 (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 Conventional Cab & Chassis Coffman International, Inc. See Price in for Dump Body (Alternate Bid Dothan, AL Description for Complete Unit), per City of Dothan Bid Specifications: Make: Ox Quantity 1 (or more) Unit Price: $115,491.00 Replacing Unit 9129 Minutes of the Board of Commissioners – June 7, 2016, continued. Type B Crushed Aggregate LDC, Inc. See Price in Base (Granite Rock): Dothan, AL Description Quantity 1,000 Tons (more or less) Price Per Ton: $12.60 Delivery Price Per Ton: $13.00 Total Delivered Price Per Ton: $25.60 3 Phase Outdoor Circuit Stuart C Irby See Price in 4 Breakers , per City of Dothan Dothan, AL Description bid specifications: 1) R-Mag 1200 A 15 kV Outdoor Vacuum Circuit Breaker Quantity: 4 (or more): Price: $16,498.00 Total Price: $65,992.00 Brand: ABB; Delivery: 20 weeks w/approved drawings 2) R-Mag 2000 A 15 kV Outdoor Vacuum Circuit Breaker Quantity: 1 (or more): Price: $19,985.00 Total Price: $19,895.00 Brand: ABB Delivery: 20 weeks w/approved drawings Power Transformer for Mayer Electric $ 390,266.00 4 New Substation , per City of Dothan, AL Dothan bid specifications: Base price one(1) or more Electrical Power Transformer, Three-phase, 115,000 Volts Delta-12,470Y/7.200 Volts: Unit Price: $348,082.00 Field Assembly and Testing: Unit Price: $25,388.00 Freight FOB Site: Unit Price: $9,533.00 Offloading and Service: Unit Price: $7,263.00 Total Cost, Transformer Delivered Ready for Service, Not to Exceed: $390,266.00 Materials in a Kit for Structural Substation Enterprises, Inc. $ 204,718.00 Steel and Ground Work for Alabaster, AL 4 E. Burdeshaw Substation per City of Dothan bid Specifications: 1) Substation Package Including Items as Described by Specifications and Freight Other Purchases: Professional Services for Lyle Sumek Associates, Inc. $ 18,448.30 Strategic Planning: Palm Coast, FL Reports, Consultation, Planning, and Workshop Professional Legal Services Copeland, Franco, Screws, & Gill, P.A. $ 2,192.50 through 4/30/16 - $2,192.50 Montgomery, AL Claim Number 2003204 2 Cooper v. City Asphalt for Street Maintenance Midsouth Paving Inc. $ 120,000.00 & Repair: Soul Source Provider in Dothan, AL 3 City of Dothan Fiscal Year 2016, Unit Price: $75.00 Ton Estimated Quanity: 1,600 Automotive, Truck & Equipment Carquest Auto Parts $ 30,000.00 Batteries: Purchase off U S Dothan, AL Communities Co-operative 2 Contract . For Remainder of Fiscal Year 2016 Minutes of the Board of Commissioners – June 7, 2016, continued. John Deere 5055E Tractor: Deere & Company thru $ 18,441.22 Quantity; 1 (or more) Sunsouth, LLC Replacing Tractor # 7175. Dothan, AL Purchase off Houston-Galveston Area Council (HGAC) Purchasing Co-operative Contract #GR01-15. Unit Price: $18,441.22 John Deere 5100E Tractor: Deere & Company thru $ 73,062.08 Quantity; 1 (or more) Sunsouth, LLC Unit Price; $52,040.48 Dothan, AL John Deere HX20 Flexwing Mower: Quantity; 1 (or more) Unit Price; $21,021.60 Replacing Unit #7174. Purchase off National Joint Powers Alliance (NJPA) Purchasing Co-operative Contract # 021815-DAC. Purchase Materials for Tnemec Co., Inc. $ 23,695.55 Interior Painting of Dallas, TX Westgate Indoor Pool: Tnemec products will be used to ensure continuity of materials. Interior Painting of Westgate Commercial Coatings $ 40,346.00 Indoor Pool: Work will include Slocomb, AL preparation and painting of all surfaces specified in proposal and use of required materials with strict adherence to manufacturer's specifications. Commercial was the lowest of four quotes received. 2 Carquest has been acquired by Advance Auto; however, per the home office purchases are to be paid to Carquest under a new vendor number #2006005. Tax identification number has changed. 3 The next closest supplier is Wiregrass Construction Co. Inc., whose plant is near Ariton, AL. 4 Bid was previously awarded. These additional purchases are for the new E. Burdeshaw substation. Commissioner Dorsey then moved for adoption of Resolution No. 2016-161, motion seconded by Commissioner Crutchfield and unanimously carried. City Manager West confirmed for Commissioner Newsome that the $18,448.30 being paid to Lyle Sumek includes travel and lodging. City Manager West confirmed for Commissioner Ferguson that this is for the January, 2016 planning session. Commissioner Newsome noted that we started out paying Lyle Sumek $15,000.00 approximately ten years ago and this fee has been rising each year. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-162 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT William Wozniak Certification Official/Judge for the $ 150.00 Vohne Liche Kennels/American Working th Dogs 17 Annual Seminar & Certification Trial Denver, IN Matt Barefield ARPA State Track Meet $ 2,549.00 Jerry Moore Trussville, AL Keith Cooper Stephanus White Dennis Cosby Dixie Belles (13-15) District Tournament $ 2,100.00 Ozark, AL Jyssica Curenton Dixie Angels (9-10) District Tournament $ 2,100.00 Ozark, AL Blake Moore Dixie Angels (9-10) District Tournament $ 2,100.00 Ozark, AL Minutes of the Board of Commissioners – June 7, 2016, continued. Eddie Arnold Dixie Darlings (7-8) District Tournament $ 2,100.00 Ozark, AL Lisa Matheny Q-Alert User Group $ 3,328.40 Sarah Woodham Fort Lauderdale, FL Ernest Stokes ADEM Landfill Hearing $ 330.24 Montgomery, AL H. Bullock ACJTC – Alabama Police Academy $14,400.00 C. Bennett Selma, AL J. Davis A. Furukawa Alex Beard J. Gillilan L. Hughes M. King M. Gamble D. Volkman William Wozniak Return and Select a Dual Purpose K9 $ 240.00 Brandon Peters Denver, IN Commissioner Dorsey then moved for adoption of Resolution No. 2016-162, motion seconded by Commissioner Crutchfield. Commissioner Ferguson noted that some of this travel has already taken place, and he asked if these requests could have been added to the May 31st special called meeting. City Manager West replied that they could have, but our focus was on the work session. Police Chief Steve Parrish apologized for one of his department’s travel request and explained that it occurred because they had an opportunity to exchange an uncontrollable K9 for a new K9 and the necessity was to move quickly. Commissioner Kenward said she has identified five travel requests that have already happened and one request for two employees to attend a Q-Alert conference that should have been modified to reflect that one of the employees could not go for health reasons. She read the following portion of the travel request procedure: “All request for out of town travel, exceeding one night stay, must be previously approved, in the form of a Resolution by the City of Dothan Commission and be submitted on a Travel Request Form prior to the travel being made.” She said she does not think anyone has a problem with the type of travel that occurred, and she understands that there are exceptions to the rule, but we absolutely have to stick to our procedures because it is a mockery to vote to pay for things that have already taken place. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, and Crutchfield; “nay:” Kenward and Ferguson. The motion was carried by the majority of four" yeas" to two “nays.” 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 – June 7, 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