City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 15, 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 15, 2016 with the following members present: Mayor Pro tem Beth Kenward, Associate Commissioners Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, 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 Kenward called the meeting to order. Personnel Director Delvick McKay then led in prayer, afterwhich Commissioner Crutchfield led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of November 1, 2016, be approved, motion seconded by Commissioner Crutchfield and unanimously approved. Mayor Pro tem Kenward presented and read a proclamation, proclaiming November 15, 2016 as “Rail Safety Tour Day” in the City of Dothan. Nancy Hudson, Executive Director, Alabama Operation Lifesaver, was present for the proclamation. Mayor Pro tem Kenward presented and read a proclamation, proclaiming December 1, 2016 as “World AIDS Day” in the City of Dothan. Neice Danzey, Health Educator, and Pam Holton, Director of Education, Medical AIDS Outreach were present for the proclamation. Mayor Pro tem Kenward presented and read a proclamation, proclaiming November, 2016 as “Hospice Month” in the City of Dothan. Laura Ethridge, Senior Hospice Specialist, Gentiva Hospice was present for the proclamation. Mayor Pro tem Kenward presented and read a proclamation, proclaiming November, 2016 as “Home Care Month” in the City of Dothan. Gwen Crittenton, HomeHealth Specialist, Gentiva Hospice was present for the proclamation. Commissioner Kirkland announced that the grand opening of the new disc golf course at Eastgate Park was held on Sunday, November 12th with a ribbon cutting, and he invited everyone to come out to Eastgate Park to play. Commissioner Kirkland said there was possibly a record number of attendees at this year’s NPF and the parade was great! On behalf of the National Peanut Festival (NPF) Association Board of Directors, he thanked Police, Fire, and all of the volunteers for all that they did. Commissioner Ferguson made a special presentation to Jimmy Berry, a 5th grade student at Selma Elementary School, to honor him for recently saving a classmate’s life when he began choking by performing the Heimlich maneuver. Commissioner Ferguson said he is very proud of Jimmy, and on behalf of Mayor Schmitz and the Commission, he presented him with a Key to the City. Commissioner Crutchfield reiterated Commissioner Kirkland’s gratitude for the volunteers who helped with the NPF and the parade. He said it is amazing to see the number of people involved with these events, and he expressed his appreciation for the important work they do. Commissioner Crutchfield announced that volunteers will be meeting today at 12:00 p.m. at The Cellar to discuss the future of the Azalea Dogwood Trail and anyone interested in this event is welcome to attend. He said he appreciates these folks for stepping forward and trying to help. Minutes of the Board of Commissioners – November 15, 2016, continued. City Manager West announced that Eddie Henderson, who was to be presented today with an award for twenty-five years of service with the City, was unable to be here due to a medical emergency and this award may be presented at a later date. City Manager West made the following announcements and comments:  The Troy University Drama Department is performing a musical called Populous in the Dothan Opera House – shows are being held at 9:30 a.m. and 12:00 p.m. today for students and the final performance will be this evening at 7:00 p.m. This free event is part of their outreach to Dothan and the many alumnus that they have in this area.  The Troy University Women’s basketball team will play Thomas University in the Dothan Civic Center arena at 6:00 p.m. on Monday, November 21 st and tickets are on sale now.  The Alabama Recreation and Parks Association State Soccer Tournament will be held this weekend at Westgate Park with 34 teams participating.  City offices will be closed in observance of Thanksgiving on Thursday, November 24th and Friday, November 25th. Regarding the sanitation schedule, Thursday residents will receive garbage and recycling pick-up on Wednesday, November 23rd and Friday residents will receive garbage and recycling pick-up on their regularly scheduled day of Friday, November 25th. There will be no trash collection for Thursday or Friday residents.  The City’s Annual Christmas Tree Lighting event will be held on Tuesday, November 29th at 6:00 p.m. in the Dothan Civic Center parking lot.  The Annual Downtown Christmas Festival will be held on Saturday, December 3rd from 9:00 a.m. until 3:00 p.m.  Congratulations to the City’s team, lead by the Performance Arts Department and supervised by Director Marshall Perry, for winning the “Most Original and Creative” award for this year’s NPF float.  The Troy University Men’s basketball team will play Point University in the Dothan Civic Center arena at 7:00 p.m. on Wednesday, December 14 th.  The television show “American Pickers” is looking for places in Alabama to film, share your suggestions, and he will submit them to be vetted.  An LED sign like the one being looked at for the Civic Center and Opera House is available for viewing in the parking lot on Troy Street today after the meeting.  The Planning Commission meeting has been moved to Wednesday, November 30th because the wrong date was printed on the notification signs. Mayor Pro tem Kenward introduced the application of Dong Bin Im for a Restaurant Retail Liquor License (on premise) for Oishi, located at 3522 Ross Clark Circle. Mayor Pro tem Kenward asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland 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 Pro tem Kenward introduced the application of Jessica Cruse for a Lounge Retail Liquor License, Class I (on or off premise) for Southern Man Speakeasy, located at 407 Honeysuckle Road, Suite 103. Mayor Pro tem Kenward asked if there was anyone present to speak on this matter. Jessica Cruse addressed the Commission and said she would like to give additional information about the business. She said they are more of a high-end scotch and bourbon bar: no shots, no happy hours, an adult establishment. Commissioner Ferguson asked if this is a Minutes of the Board of Commissioners – November 15, 2016, continued. separate suite from the existing barber shop. Mrs. Cruse confirmed and said it is right next door. Commissioner Ferguson asked for clarification on the hours of operation. Mrs. Cruse said their hours will be 4:00 p.m. until 10:00 p.m. on Monday, Thursday, and Friday and 1:00 p.m. until 10:00 p.m. on Saturday and Sunday. Commissioner Kirkland 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 Pro tem Kenward introduced the application of Hector Medina for a Restaurant Retail Liquor License (on premise) for Taqueria Mi Rancho, located at 2413 Ross Clark Circle. Mayor Pro tem Kenward asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland 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 Pro tem Kenward introduced the application of Melissa Williamson for a Retail Beer and Retail Table Wine Liquor License (off premise) for Sun Stop 650, located at 2357 Reeves Street. Mayor Pro tem Kenward asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland moved for approval, motion seconded by Commissioner Newsome. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Pro tem Kenward announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Pro tem Kenward declared the Public Hearing closed. Mayor Pro tem Kenward introduced Resolution No. 2016-324 (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 adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-325 (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 2016-264 and 2016-281 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 Newsome and unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-326 (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 December 6, 2016. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-327 (recorded in Ordinance Book No._______at Page_______), agreeing to allocate the required 20% match of local funds for the Unified Planning Work Program in an amount not to exceed $49,676.00. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this is the Metropolitan Planning Organization (MPO) program for road work within our community. He explained that these are federal funds passed down to the local MPO and part of those funds are designated for planning purposes. He said the 20% match is required from the local entity, very seldom do we spend it all, and it is an excellent deal for the City to do long range planning for future road needs in our community, such as the Honeysuckle Road Corridor Study. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – November 15, 2016, continued. Mayor Pro tem Kenward introduced Resolution No. 2016-328 (recorded in Ordinance Book No._______at Page_______), approving a Final Contract Summary Change Order with Cherokee Construction Co., Inc. for the construction of the Forever Wild Bridges and Boardwalks, which results in a cost decrease in the amount of $49,953.54, making the final adjusted contract price $1,317,108.69. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-329 (recorded in Ordinance Book No._______at Page_______), approving Change Order #2 (Final) with Donald Smith Company to deduct $16,458.00 from the original contract amount, resulting in a final contract price of $272,388.00 and an increase of project time by 60 days resulting in a completion date of October 13, 2016. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said this contract was for refurbishment of water wells started in 2015. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-330 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola for the warranty repair of handheld radios and vehicular radios utilizing the Motorola Astro 7.4 800 MHz P25 radio system at a monthly cost of $5,302.50, for a fourteen (14) month period and approving a Memorandum of Understanding with the Dothan City Board of Education for their portion of the radios. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Ferguson requested clarification regarding this item. Electronics and Systems Maintenance Supervisor Randy Hall explained that normally there is a flat rate of $600-$700 to repair, and by having the warranty, that cost is eliminated. City Manager West added that this is what we have done in the past. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-331 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola for the maintenance and repair of the Motorola Astro 7.4 800MHz P25 radio system at a monthly cost of $6,556.45, for a four (4) month period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West explained that hopefully in four months we will have the upgraded system which will be under warranty for the next twelve months. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-332 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of October, 2016 in the amount of $16,565,491.71. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Kenward introduced Resolution No. 2016-333 (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 Vegetation Management Asplundh Tree Expert Co. See Price in Services, Per City of Dothan Alabaster, AL Description Bid Specifications: Hourly Rates: 1) Foreman: $27.50 2) Climber/Operator: $22.50 3) Aerial Lift 2 WD 67' Truck Without Chipper Body: $23.20 4) Tandem Loader 40 Yard Truck Without Chipper Body: $40.70 5) Power Saw: $.91 Cost Per 2.5 Gallons: 6) Stump Treatment, Gallon 4 Ultra or Equal: $78.71 Minutes of the Board of Commissioners – November 15, 2016, continued. Hourly Rates: 7) Aerial Lift 2WD 55' Truck With Chipper Body: $16.31 8) Aerial Lift 2WD 55' Truck Without Chipper Body:$17.41 9) Pickup/Support Truck 4WD: $12.20 10) Aerial Lift 4 WD 67' Truck Without Chipper Body: $31.00 11) Aerial Lift 4WD 55' Truck Without Chipper Body: $24.32 12) 60HP Tractor 4 WD W/16' Cutter: $23.14 13) 70 Feet Jarraff/Skytrim: $42.79 14) 12" Chipper: $4.56 15) Semi Truck and Lowboy 35 Ton: $40.35 16) Marsh Master W/6' Hydraulic Cutter: $42.85 17) 40HP Stump Grinder: $21.57 18) Shinn Rotary Cutter/400 HP Excavator: $348.10 19) Barko 300 HP W/Fecon Cutter: $260.19 20) 90 HP Skid Steer W/Fecon Drum Mulching Head: $82.37 21) 9 Ton Tilt Equipment Trailer: $4.10 22) Row Spray Arsenal/Accord/ Clean-Cut/Hour: $108.44 Hourly Rates Per Acre: 23) Row Spray Arsenal/Accord/ Clean-Cut/Acre: $236.55 Estimated Total Cost: $1,070,430.50 Pest Control Services for City Knox Pest Control See Price in Buildings & Facilities, Dothan, AL Description Per Bid Specifications: Monthly Cost Pest Control Services:$2,030.00 893,728 Square Feet Treated (more or less) Estimated Annual Cost: $24,360.00 Monthly Cost Bait Boxes: $183.00 Quantity 122, Estimated Annual Cost; $2,196.00 Cost to Maintain each Bait Box: $1.50 Cost for New Replacement or Additional Bait Boxes: $18.00 Quarterly Cost Spider Treatment: $320.00 Estimated Annual Cost: $1,280.00 Quantity 8 Fire Station bays. See bid tabulation for details per location. Other Purchases: Professional Legal Services Maynard, Cooper & Gale $ 85.05 Claim Number 2003132, Personnel Birmingham, AL Board v Ivan K. Gray Invoice Dated 10/17/16: $85.05 Engineering Services & Rental of Doble Engineering Co. $ 26,720.00 M4100 Analyzer: Watertown, MA Professional Services & Sole Source Provider of Analyzer IBM Annual Maintenance, The Riley Group $ 74,551.85 Professional Services: Dothan, AL IBM 8204 City Box Maintenance: Total Price: $45,972.46 IBM High Availability 8202: Total Price: $28,579.39 Cell Phone Service & Push-to-Talk Southernlinc Wireless $ 143,000.00 for Public Safety: 11/16-9/17 Dothan, AL State of Alabama T-129 Contract Minutes of the Board of Commissioners – November 15, 2016, continued. Refuse Trucks: Ingram Equipment $ 484,600.00 NJPA Co-operative Contract Pelham, AL Quantity 2, Unit Cost: $242,300.00 each Replacing Units 8005 & 8006 Personal Computers and Servers, as Dell Marketing, LP $ 123,400.00 Awarded by State of Alabama T-531: Round Rock, TX Prices are estimated. Prices may differ due to item configuration. All quantities listed are more or less. Desktops: Quantity 40, Unit Price: $1,600.00 Total Price: $64,000.00 Laptop/Notebook/Dock: Quantity 15, Unit Price: $2,000.00 Total Price: $30,000.00 Tablets/Slates: Quantity 2, Unit Price: $1,700.00 Total Price: $3,400.00 Server: Quantity 2, Unit Price: $13,000.00 Total Price: $26,000.00 Personal Computers and Servers, as CDW Government, LLC $ 228,400.00 Awarded by NJPA Co-operative Contract Vernon Hills, IL Number 100614-CDW: Prices are estimated. Prices may differ due to item configuration. All quantities listed are or more. Network Switch w/Fiber Port: Quantity 4, Unit Price; $5,000.00 Total Price: $20,000.00 Network Switch w/Copper Port: Quantity 6, Unit Price; $3,500.00 Total Price: $21,000.00 Desktops: Quantity 40, Unit Price: $1,600.00 Total Price: $64,000.00 Laptop/Notebook/Dock: Quantity 15, Unit Price: $2,000.00, Total Price: $30,000.00 Tablets/Slates: Quantity 2, Unit Price: $1,700.00 Total Price: $3,400.00 Network Attached Storage/Storage Area Network: Quantity 2, Unit Price: $32,000.00 Total Price: $64,000.00 Server: Quantity 2, Unit Price: $13,000.00 Total Price: $26,000.00 Commissioner Kirkland then moved for adoption of Resolution No. 2016-333, motion seconded by Commissioner Ferguson and unanimously carried. Mayor Pro tem Kenward introduced Resolution No. 2016-334 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Deanna Watford 28th Annual Governmental Accounting & $ 702.00 Auditing Forum Birmingham, AL Stephanie Tillery Certified Euthanasia Training $ 1,255.00 Renee Skipper Huntsville, AL James Leblanc Ronald Hall Polygraph Training Program $ 9,580.00 Selma, AL Lisa Reeder Government Finance Officers Association $ 4,362.84 Romona Marcus Annual Conference Denver, CO Minutes of the Board of Commissioners – November 15, 2016, continued. Steve Parrish Alabama Association of Chiefs of Police $ 766.63 (AACOP) 2017 Winter Conference Montgomery, AL Commissioner Kirkland then moved for adoption of Resolution No. 2016-334, motion seconded by Commissioner Newsome and unanimously carried. Commissioner Kirkland moved to accept Warranty Deeds for Right of Way for the Denton Road Bridge Replacement Project from Troy Lee and Jenell Walsingham, LaVista LLC, WMJSHR LLC, Denton Road United Methodist Church, Cedar Heights LLC, Jerry J. and Helen J. Flucker, motion seconded by Commissioner Crutchfield. City Manager West said this is bridge is currently under construction. There being no further discussion, the motion was unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Crutchfield 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 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