City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JUNE 21, 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 21, 2016 with the following members present: Mayor Pro tem John Ferguson, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, 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 Ferguson called the meeting to order and announced that Mayor Schmitz is out of town. Bro. Jim Tate, Memphis Baptist Church, then led in prayer, afterwhich Commissioner Newsome led in the Pledge of Allegiance to the Flag. Commissioner Kenward moved that the Minutes of the Meeting of June 7, 2016, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Commissioner Dorsey thanked City Clerk Danner for doing a great job of providing electronic agenda packets to the Commission. He said he is now able to view the packet on his cell phone, and hopefully in the near future, this will alleviate the printing of paper packets and will save the City some money. Commissioner Kirkland said he is glad to be home, and Mayor Pro tem Ferguson welcomed him back. Commissioner Kenward competed in this year’s annual “Dancing with the Stars- Dothan Style” fundraising event on Saturday, June 18th and she said the participants raised a lot of money for the Dothan-Houston County Substance Abuse Partnership Prevention Project. She thanked all the volunteers, sponsors, and people who were part of this event. Commissioner Crutchfield thanked Dothan Utilities, and the other departments that assisted, for their response and for restoring service as quickly as they did during the most recent weather event on Friday, June 17th. Mayor Pro tem Ferguson said he received several phone calls during this event, and he thanked everyone for their patience. He said we realize we have a few shortcomings in terms of staffing and phone line capabilities and we are working to address these issues. He said hopefully in the next three weeks we will have our new outage software online which should help remedy a lot of the incoming calls reporting outages. City Manager West invited Dothan Houston County Library System (DHCLS) Director Jason LeDuc to give a quarterly update. Mr. LeDuc provided a handout and reviewed the DHCLS Strategic Plan goals. He discussed the metrics obtained over the last eight months and partnerships that have been developed. He said the loan policies were changed this year to benefit library users and users can now receive up-to-date information through the new DHCLS monthly e-newsletter. Commissioner Kenward said she appreciates the newsletter because it is very informative and keeps the DHCLS in touch with its users. City Manager West recognized Fire Chief Larry Williams for recently receiving the 2016 Southeastern Association of Fire Chiefs Career Fire Chief of the Year award. City Manager West said he is proud of Chief Williams for being passionate about fire service and for receiving this award. Minutes of the Board of Commissioners – June 21, 2016, continued. City Manager West made the following announcements: • On Friday, July 24th, Dothan is joining with 500 other cities across the globe to participate in the World’s Largest Swimming Lesson in an effort to give over 40,000 swim lessons on this day. The current world record is 36,000 swim lessons in twenty-four hours. Registration is free and swim lessons will be conducted at Water World, Andrew Belle, Doug Tew, Walton Park, and Wiregrass Park. The goal of this event is to raise awareness about the importance of water safety and learning to swim. • WIRED 2016 Youth Outreach Program will take place from June 26th until July 1st. This is a great community service program that grows each year. The participants will start each day at the Civic Center. Please have patience with parking during this week. • City offices will be closed on Monday, July 4th in observance of Independence Day and there will be no sanitation collection on this date. Garbage and recycling collection will be rescheduled for Wednesday, July 6th. There will be no trash collection for Monday residents. • The Alabama State Games was held this past weekend in Dothan, Troy, and Ozark, it was a great event, and these games are attracting statewide participation. • Lee Moore with E911 Consult, Inc. has negotiated an additional $200,000.00 savings off of the ten year maintenance contract with Motorola and the resolution for Item #22 will need to be amended to reflect this change. Mr. Moore is present to answer questions regarding this item. Mayor Pro tem Ferguson introduced the application of James Wilson, III for a Restaurant Retail Liquor License (on premise) for Granny’s, located at 4084 Ross Clark Circle, Suite 3. Mayor Pro tem Ferguson asked if there was anyone present to speak on this matter and there were none. Mr. Wilson was present for this hearing. Commissioner Kirkland moved for approval, motion seconded by Commissioner Dorsey. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Pro tem Ferguson announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. William Langford of 2608 Scott Road said he was not able to keep his yard up as well as he would like because he has had some problems, he appreciates the Commission’s patience, he believes his property is now in compliance with the City ordinance, and he is grateful to Code Enforcement Officer Alan Souders for his help. There being no further discussion, Mayor Pro tem Ferguson declared the Public Hearing closed. Mayor Pro tem Ferguson introduced Ordinance No. 2016-163 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Jimmy Gay, located at 1111 West Burdeshaw Street from B-3 (Local Shopping) District to R-4 (Residential, Attached, High Density) District. Commissioner Kirkland moved for immediate consideration, 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.” Commissioner Kirkland then moved for adoption of Ordinance No. 2016-163, motion seconded by Commissioner Kenward 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 Ferguson introduced Resolution No. 2016-164 (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 Kirkland moved for Minutes of the Board of Commissioners – June 21, 2016, continued. adoption, motion seconded by Commissioner Dorsey. Commission Kenward inquired if this resolution needs to be amended to remove 2608 Scott Road since Mr. Langford stated that the property is now in compliance. City Clerk Danner advised that the resolution should not be amended because the sign and newspaper advertisements have occurred and these costs will need to be assessed on to this property. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-165 (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 July 19, 2016. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Dorsey thanked Planning Director Todd McDonald and staff for being diligent in their enforcement efforts. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-166 (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 Ordinance (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 Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said the expedited process for repeat offenders seems to be working well. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-167 (recorded in Ordinance Book No._______at Page_______), confirming the costs incurred in notification and abatement of certain properties determined to be nuisances by Resolution Numbers 2016-120 2016-147 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 Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-168 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Max Foote Construction Co., LLC. for the Omussee Creek Wastewater Treatment Plant Upgrades subject to approval by ADEM in the amount of $39,225,000.00, and appropriating funds for said upgrades. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-169 (recorded in Ordinance Book No._______at Page_______), entering into contract with Volkert, Inc. in the amount of $850,000.00 for Disaster Debris Removal, Disposal and Reduction Monitoring Services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West noted that this contract and the next contract on the agenda will only be implemented in the case of a major disaster. He explained that the Alabama Emergency Management Agency looked at ways to speed up the response, recovery, and reimbursement process following the 2011 tornado event and they recommend doing this in order to be prepared. He advised that Houston County also does this and these contracts do not cost us anything unless we use them. Commissioner Newsome said when we have disasters like this we need to look closely at people who are coming in, doing this kind of work, and overcharging people. Commissioner Kenward reiterated for the public that these are contractual agreements the City will have in place for if and when a disaster happens, the prices are set, and work can begin quickly. Commissioner Ferguson noted for clarification that this item is for the management of the next item on the agenda. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – June 21, 2016, continued. Mayor Pro tem Ferguson introduced Resolution No. 2016-170 (recorded in Ordinance Book No._______at Page_______), awarding the bid and entering into a contract with Crowder Gulf, LLC, in the amount of $2,553,290.00 for the Disaster Debris Removal, Disposal and Reduction Contract. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-171 (recorded in Ordinance Book No._______at Page_______), entering into a contract with BWSC, to provide engineering administration and inspection services during the construction of the Omussee Creek WWTP in the amount of $1,849,300.00, and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-172 (recorded in Ordinance Book No._______at Page_______), approving payment of invoice from The Broadway Group, LLC (TBG) in the amount of $36,053.00 for certain traffic improvements for the south side of the intersection of Honeysuckle Road and State Hwy 52, and appropriating funds for said payment. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this is for a turn lane the City wanted to create at this location several years ago but had difficulty obtaining the necessary right-of-way. He explained that TBG had their contractor build the turn lane, the City agreed to participate by paying for the asphalt to pave the road, and this invoice is about half the amount it would have cost the City to construct the turn lane. Commissioner Kenward pointed out that this is based on citizen complaints and requests for a turn lane. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-173 (recorded in Ordinance Book No._______at Page_______), entering into a Private Development agreement with Rajguru Hotel, LLC, for the installation and maintenance of water meters at the Towne Place Suites by Marriott, located at 201 Retail Drive, Dothan, AL. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is our standard water meter agreement for places like hotels, shopping centers, and apartment complexes. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-174 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of concrete transmission line switch poles at Ross Clark Circle and Carroll Street intersection to provide power to the Dothan Utilities Carroll Street Substation. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-175 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with PRA Government Services d/b/a/ Revenue Discovery Systems for business license discovery and recovery services for a one (1) year period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West pointed out that during the renewal of this contract we were able to reduce their portion of fees collected from 50 percent to 40 percent. He explained that no fee is paid unless funds are recovered. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-176 (recorded in Ordinance Book No._______at Page_______), entering into an agreement and maintenance contract with Motorola for the upgrade of the City’s Digital Radio System at an initial upgrade cost of $2,321,430.00. The SUA II maintenance contract will begin in year two at a cost of $231,742.00, concluding in year ten at $249,542.00. Minutes of the Board of Commissioners – June 21, 2016, continued. Mayor Pro tem Ferguson said the resolution needs to be amended to read: Entering into a contract and maintenance agreement with Motorola, Inc. to upgrade the city’s Digital Radio System at an initial upgrade cost of $2,780,400.00. The SUA II (System Upgrade Agreement) will begin in year one (2018) at an annual cost of $229,742.00, concluding in year ten (2027) at $220,970.00. The three (3) year Post Warranty Maintenance Agreement will begin in year one (2018) at an annual cost of $273,721.00, concluding in year three (2020) at $180,348.00. E911 will reimburse the City of Dothan for Dispatch Consoles at an amount of $458,970.00. Commissioner Crutchfield moved to amend the resolution, motion seconded by Commissioner Kirkland and unanimously carried. Commissioner Kirkland then moved for adoption of the resolution as amended, motion seconded by Commissioner Crutchfield. Commissioner Newsome asked how much we are saving, and City Manager West said the savings on the ten year maintenance contract is $200,000.00 over the original proposal. City Manager West said Mr. Moore did a good job negotiating the initial price down several hundred thousand dollars and representing us on this. Commissioner Kenward said part of the impetus of why we have to do this is because our radio system is basically obsolete and no longer being supported. She explained that this contract includes both software and hardware upgrades which takes a lot of forethought and negotiation, and she thanked Mr. Moore. Commissioner Ferguson inquired into the lead time, and Mr. Moore responded that the system is expected to be installed and operational prior to the move into the new communications center. Commissioner Ferguson expressed appreciation to Mr. Moore for all of his help. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-177 (recorded in Ordinance Book No._______at Page_______), submitting an application to the U.S. Department of Justice, Office of Community Oriented Policing Services, 2016 COPS Hiring Program for a grant award in the amount of $365,991.12 to fund three (3) police officer positions over a three year period and twenty-five percent (25%) required city funding totaling $121,997.04. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-178 (recorded in Ordinance Book No._______at Page_______), applying for and accepting funding from the United States Department of Justice, Bureau of Justice Assistance 2016 Edward Byrne Memorial Justice Assistance Grant Program in the amount of $25,818.00, $20,654.40 for the City of Dothan and $5,163.60 for Houston County, for the purchase of law enforcement technology advancement and equipment. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-179 (recorded in Ordinance Book No._______at Page_______), entering into a lease agreement with Xerox Corporation for a Xerox copier for the Judicial Department (Municipal Court Division) at a cost of $253.66 per month and entering into a maintenance agreement for said copy machine for .0044 cost per copy, for a thirty six (36) month period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-180 (recorded in Ordinance Book No._______at Page_______), appointing Mike Blissett as a Supernumerary Member of the Board of Zoning Adjustment. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-181 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the National Peanut Festival Fireworks Display to be held on Saturday, July 2, 2016. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Minutes of the Board of Commissioners – June 21, 2016, continued. Mayor Pro tem Ferguson introduced Resolution No. 2016-182 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of May, 2016 in the amount of $12,220,970.30. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Pro tem Ferguson introduced Resolution No. 2016-183 (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 Substation Single-Phase, Cooper Power thru $ 204,996.00 Type A, 32-Step Voltage Gresco Capstone Regulator with Communication Dothan, AL Ready Control, Including Items as Described by Bid Specifications and Freight: Quantity 6 (or more) Unit Price: $34,166.00 Total Price: $204,996.00 416 kVA GE Prolec Type Mayer Electric Supply $ 44,391.00 Voltage Regulators: Dothan, AL Quantity 3 Unit Cost: $14,797.00 Total Price: $44,391.00 Control House Exposed V F P, Inc. $ 31,186.00 Aggregate Concrete Building Salem, VA 10' Wide x 16' Long x 10' High: Quantity of Complete Units: 1 Unit Cost: $31,186.00 Total Price: $31,186.00 115 kV Load-Break Switch, per Mayer Electric Supply $ 54,420.60 City of Dothan Bid Specifications, Dothan, AL Quantity 1 (or more): Quantity1 Unit Price: $54,420.60 Other Purchases: Professional Services King & Spalding $ 2,870.88 Project Number: 850310, Defense Atlanta, GA of EPA Enforcement Action 2 through 4/30/16 Renewal of Maintenance for Xerox Business Services, LLC $ 49,620.00 Firehouse Software, 2016-2017, Urbandale, IA Sole Source Provider 7/1/2016- 6/30/17 Web Support Renewal, Quantity 1, Unit Price: $1,850.00 Web User Support, Quantity 15, Unit Price: $270.00 Web Staff Scheduling Module Support Renewal, Quantity 1, Unit Price; $1,870.00, Sketch Support Renewal, Quantity 1, Unit Price $1,220.00, Inspector for iPad Renewal, Quantity 6, Unit Price; $150.00, Mobile Response Renewal, Quantity 20, Unit Price: $519.00, Medic, Quantity 18, Unit Price: $1,500.00 Cad Monitor Support Renewals, Quantity 18, Unit Price:$1,500.00 Minutes of the Board of Commissioners – June 21, 2016, continued. Cellular Telephone Service, Verizon Wireless $ 117,455.00 7/2016-9/2016 State of Alabama Dothan, AL Contract No. T302 Notes: 2 Legal expenses have exceeded $15,000 for this case. 3 These bids were awarded previously. The vendors have agreed to honor the awarded bid pricing for these additional purchases. Commissioner Kirkland then moved for adoption of Resolution No. 2016-183, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Pro tem Ferguson introduced Resolution No. 2016-184 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Chadwick Carter IMSA Certification – Sign and Marking $ 1,039.50 Level II Daytona Beach, FL Todd McDonald Joint annual conference of the Alabama and $ 1,977.50 George “Chuck” Harris Mississippi Chapters of the American Frank Breaux Planning Association Biloxi, MS Eddie Arnold Dixie Darlings State Tournament $ 7,100.00 Scottsboro, AL Blake Moore Dixie Angels State Tournament $ 7,100.00 Scottsboro, AL Blake Moore Dixie Angels State Tournament $ 7,100.00 Scottsboro, AL Dennis Cosby Dixie Belles State Tournament $ 7,100.00 Greenville, AL Kenny Thompson Dixie Ponytails State Tournament $ 7,100.00 Montgomery, AL Larry H. Williams, Jr. Fire-Rescue Wingspread VI Conference $ 1,015.20 Racine, WI Stacy Robinson Police Lieutenant Promotional Assessment, $ 50.00 Florence Police Department Florence, AL Commissioner Kirkland then moved for adoption of Resolution No. 2016-184, motion seconded by Commissioner Crutchfield and unanimously carried. Commissioner Kirkland moved to accept a Warranty Deed from Rankin Properties, LLC, located on Dutch Street in Shady Heights Subdivision, for sanitary sewer and drainage utilities, motion seconded by Commissioner Kenward and unanimously carried. There being no further business, Commissioner Kirkland 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 21, 2016, continued. Approved: /s/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