City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 1, 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, November 1, 2016 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. Commissioner Amos M. Newsome, Jr. 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. Associate Pastor Lynn Miley, Westwood Presbyterian Church, then led in prayer, afterwhich Commissioner Kenward led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of October 18, 2016, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz invited Coach Jeffrey Brown from Jerry Lee Faine Elementary School to introduce students of the Distinguished Young Men program. Coach Brown expressed appreciation for this opportunity. He explained that the purpose of this group is to inspire these young men, to encourage them, and to emphasize their importance in our community. He said the program meets on Wednesdays from 9:00 a.m. until 11:00 a.m., and he extended an open invitation to anyone who would like to speak to the group. Mayor Schmitz thanked Coach Brown and Faine Elementary for organizing this program, and he encouraged community support. Commissioner Crutchfield presented and read a proclamation, proclaiming November 18-24, 2016 as “Farm City Week” in the City of Dothan. Glenn Maloy, Dothan-Houston County Farm City Committee, and Dewayne Williams, SunSouth Bank and Dothan Area Chamber of Commerce representative, were present for the proclamation. Mayor Schmitz recognized Gloria Jeffcoat as being named the 2016 Volunteer of the Year for the State of Alabama, and he thanked her for all her hard work. Commissioner Crutchfield, who participated in this year’s farm swap, provided a presentation of his time spent on the farm. He thanked Ms. Jeffcoat for asking him to participate in this program, and he expressed appreciation to Steven and Michelle Moore for having him. Upon Mayor Schmitz’s invitation to Mr. and Mrs. Moore, Mr. Moore presided as mayor for the remainder of the “Communications from Mayor and City Commissioners” as part of the swap. Commissioner Dorsey thanked everyone for attending the “Paint the Town Pink” event he held at Walton Park on Saturday, October 29th. He said this was a great cancer awareness event and a lot of information was provided. Commissioner Dorsey invited a member of the Distinguished Young Men program to sit beside him during today’s meeting. Commissioner Dorsey said he has had the opportunity to speak to this group, and he commended Coach Brown for his work with the program. Commissioner Kirkland, who serves as the City’s representative on the National Peanut Festival (NPF) Board, announced that the NPF kicks off at 5:00 p.m. on Friday, November 4th at the fairgrounds. He encouraged everyone to come out and have a good time. Commissioner Kenward thanked the organizers of the Wiregrass Area Buddy Walk. She said she had the opportunity to participate this past Saturday, it is so heartwarming to watch the joy on these kids faces when they get together, and our community was really there to celebrate, lift them up, and bring awareness to Down syndrome. Minutes of the Board of Commissioners – November 1, 2016, continued. City Manager West invited Dothan Houston County Library System (DHCLS) Director Jason LeDuc to give a quarterly update. Mr. LeDuc provided the status of other funding sources and distributed a handout of annual use statistics for Fiscal Year 2016 for DHCLS. He discussed that two major challenges identified in the user feedback surveys are 1) growing a collection of new and relevant materials and 2) maintaining a well trained and helpful staff. He explained that these are both obstacles to the success of DHCLS given their current budget. City Manager West invited Troy University Basketball Director of Operations Mike Worley, Women’s Basketball Head Coach Chanda Rigby, and Troy University Men’s Basketball Associate Head Coach Marcus Grant to announce upcoming basketball games to be played at the Dothan Civic Center. Coach Rigby announced the Troy University Women’s Basketball team will play on Monday, November 21st, and Coach Grant announced the Troy University Men’s Basketball team will play on Wednesday, December 14th. They expressed their excitement to play in Dothan and encouraged attendance so that they may continue to come back every year to the Civic Center. Performing Arts Director Marshall Perry said tickets for both games are on sale now. Dothan Fire Chief Larry Williams and Fire Marshal/Battalion Chief Chris Etheredge presented 2016 Member of the Year Fire Department Awards to Firefighter Tanner Barefield, Rookie of the Year; Firefighter Scott Forehand, Firefighter of the Year; Sergeant David Faulkner, Sergeant of the Year; and Captain Kevin Knight, Fire Officer of the Year. City Manager West made the following announcements and comments:  City offices will be closed on Friday, November 11th in observance of Veterans Day and there will be no sanitation collection on this date. Garbage and recycling collection will be rescheduled for Wednesday, November 9th. There will be no trash collection for Friday residents.  The NPF Swim Meet will be held on Saturday, November 5th and Sunday, November 6th at Westgate Recreation Center.  A children’s show will be taking place in the arena tomorrow and buses will be parking around the Civic Center.  The Troy University Drama Department will perform a musical called Populous at 7:00 p.m. on Tuesday, November 15th at the Dothan Opera House and the event is free to the public.  The NPF Parade will be held on Saturday, November 12th at 9:00 a.m.  The Police Department is allowing female officers to paint their nails and male officers to grow beards during the month of November to raise money for Children’s Hospital of Alabama.  The time changes at 2:00 a.m. this coming Sunday – remember to set your clocks back one hour and change the batteries in your smoke detectors. Mayor Schmitz introduced the application of Matthew Collins for a Retail Beer and Retail Table Wine License (on or off premise) for Newks Eatery, located at 3468 Ross Clark Circle. Commissioner Kirkland moved for approval, motion seconded by Commissioner Dorsey. Mayor Schmitz asked if there was anyone present to speak on this matter and there were none. Mayor Schmitz confirmed that the applicant was present. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz introduced Resolution No. 2016-308 (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 Minutes of the Board of Commissioners – November 1, 2016, continued. 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 Dorsey moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-309 (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 2016-221, 2016-247, 2016-248, and 2016-267 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 Dorsey moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-310 (recorded in Ordinance Book No._______at Page_______), approving a request by the Public Works Department to hire Mark A. Petersohn to fill the position of Environmental Services Manager at a starting salary of $3,230.00 bi-weekly or $83,980.00 annually. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Public Works Director Jerry Corbin introduced Mr. Petersohn, provided an overview of his qualifications, and discussed duties and responsibilities of the position. Mayor Schmitz said this is an important job, and he welcomed Mr. Petersohn. Mayor Schmitz introduced Resolution No. 2016-311 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Gresham, Smith and Partners for professional services for the Honeysuckle Road Corridor Study at a cost of $71,806.00, and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Ferguson said he is glad to see this on the agenda and he expressed appreciation to Assistant Public Works Director Charles Metzger. Commissioner Ferguson explained that his only concern is the study will not be completed before the opening of James Oates Park, and with the problems in the Moore Road and South Park Avenue area, he inquired if anything can be done now to help with this situation, such as closing one end of Moore Road. Mr. Metzger said there has been discussion regarding the drainage issues on Moore Road and the possibility of closing the road in the middle at the low area. He advised that barricades could be temporarily placed until cul-de-sacs could be built on either sides of the drainage area. Commissioner Ferguson and Mr. Metzger discussed talking with the surrounding property owners and holding public hearings regarding the options. Mr. Metzger confirmed for Commissioner Ferguson that the study is anticipated to take approximately six months. Upon Commissioner Kirkland’s request, Mr. Metzger discussed the scope of the study in further detail. He talked about various possibilities to be evaluated, and he advised that this will be very preliminary and will not include construction plans. Regarding Moore Road, Mr. Corbin said the contractor will be on board within a few days and they will obtain traffic counts and other information in this area as part of the study. He advised that we allow for this to take place first. Commissioner Dorsey expressed appreciation that this is a local contractor. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-312 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to GenCon & Associates, Inc. for A New Storage Building at Eastgate Park, in the amount of $112,486.00 for the Base Bid and Alternate 1. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Dorsey expressed appreciation that this is a local contractor and the money is being kept locally. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-313 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Polyengineering, Inc. for Professional Engineering Services for the surveying, GIS mapping and hydraulic modeling, for an as built survey of the City’s water system for a total not Minutes of the Board of Commissioners – November 1, 2016, continued. to exceed amount of $972,250.00, and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said funds are available in the long range water account to pay for this. Commissioner Dorsey expressed appreciation that this is a local contractor and the money is being kept locally. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-314 (recorded in Ordinance Book No._______at Page_______), awarding the contract and issuing a Notice to Proceed to McNair Preservations, Inc., to expand the existing boundaries of the National Register Downtown Commercial District in the amount of $7,500.00, and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-315 (recorded in Ordinance Book No._______at Page_______), authorizing the design and construction of the proposed improvements to the corner of North Foster and Main Street. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said this will be done by staff. He clarified for Commissioner Ferguson that Houston County has granted their permission for the improvements and will retain ownership of the property. Planner Bob Wilkerson said the County has also elected to irrigate the space. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-316 (recorded in Ordinance Book No._______at Page_______), entering into a Memorandum of Understanding and Agreement with Municipal Intercept Services, LLC (MIS) to participate in an effort to increase the collection of delinquent utility debts owed to the City of Dothan. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-317 (recorded in Ordinance Book No._______at Page_______), applying for FEMA grant funding in the amount of approximately $120,000.00 to purchase a mobile breathing air cascade system. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-318 (recorded in Ordinance Book No._______at Page_______), approving the utilization of seizure funds to be used to purchase a Thermo-Scientific TruNarc Handheld Narcotics Analyzer with solution kit in the amount of $23,415.00, and appropriating funds for said purchase. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this money will be coming from seizure funds. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-319 (recorded in Ordinance Book No._______at Page_______), appropriating additional funds to satisfy outstanding encumbrances for Fiscal Year ending September 30, 2016. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is moving money that was budgeted in 2016 to 2017 in order to cover encumbrances. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-320 (recorded in Ordinance Book No._______at Page_______), re-appointing Scott Applefield and Lamar Brooks as members of the Industrial Development Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz expressed appreciation for their service. Mayor Schmitz introduced Resolution No. 2016- (recorded in Ordinance Book No._______at Page_______), re-appointing Gayla White as a member of the Planning Commission and Mike Palmer as a Supernumerary member of the Planning Commission. Commissioner moved for adoption, motion seconded by Minutes of the Board of Commissioners – November 1, 2016, continued. Commissioner and unanimously adopted. Mayor Schmitz expressed appreciation for their service. Mayor Schmitz introduced Resolution No. 2016-322 (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 600a 15kV Class T-OP II Gresco Utility Supply See Price in Dead Break Connector Kit, Dothan, AL Description Per Bid Specifications: Quantity 40 (or more): Unit Price: $305.00 Total Price: $12,200.00 Other Purchases: 2016 Doppstadt DW 3060K Thompson Tractor $ 670,717.00 Slow Speed Shredder with Dothan, AL Comb Extension: NIPA Contract Number NIPA18879 Quantity 1, Unit Price: $670,717.00 Back-Wash Booster Pumps: General Machinery Company, Inc. $ 25,820.00 Quantity 4, Birmingham, AL Unit Price $6,455.00 Commissioner Kirkland then moved for adoption of Resolution No. 2016-322, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2016-323 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Grant Hendrix Prattville Sergeant Assessment Center $ 0.00 Prattville, AL Scott Ruddock FBI Hostage/Crisis Negotiations Level 1 $ 937.55 Montgomery, AL Amy Elliott State of Alabama Emergency Management $ 284.46 Agency Incident Communications Center Manager Training Wetumpka, AL Commissioner Kirkland then moved for adoption of Resolution No. 2016-323, motion seconded by Commissioner Dorsey 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 – November 1, 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