City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING DECEMBER 6, 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, December 6, 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. Pastor Stephen Russell, Central Baptist Church, then led in prayer, afterwhich Commissioner Dorsey led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of November 15, 2016, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Commissioner Kirkland said Richard Saliba, who passed away on Sunday, was a longtime friend and a great builder, responsible for many of the structures in Dothan, including the one we are sitting in today. He requested everyone to remember the family in their prayers. Mayor Schmitz encouraged everyone to shop local this holiday season to support our small businesses and our community. 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 not able to make it because his wife is in the hospital and is not doing well. City Manager West requested everyone to keep them in their prayers. City Manager West invited Wiregrass Transit Authority (WTA) Transportation Director Darrell Rigsby to speak. Mr. Rigsby presented information about the WTA to include funding sources, contract partners, frequent destinations, overall benefits, and fleet status. He introduced Ramona Smith, who has been riding with WTA for the last eighteen years and depends heavily on their service to travel to and from work, and Boys and Girls Club representatives Phillip Gilley and Justin Hayes, whose organization depends on WTA to transport 75-90 students every day from school to their establishment. Mr. Rigsby discussed the WTA’s aging fleet, high maintenance cost associated with vehicle age and mileage, and vehicle replacement plan. He explained that WTA needs financial help from the City and Houston County to help with the purchase of replacement vehicles. He said the vehicles currently operated by WTA cost $80,000.00 and their cost is a 20% local match. He requested that the City provide $32,000.00 for four years in order to purchase two vehicles per year. City Manager West explained that the budget process will kick off the end of next spring and this will be the time to formally request funds. Mr. Rigsby confirmed for Commissioner Kenward that their agency, Southeast Alabama Regional Planning and Development Commission, is a nonprofit and has a board of directors. Mr. Rigsby also confirmed that they use various shops for vehicle repairs as they do not have the equipment or personnel to handle repairs in-house, fuel is purchased through the City, and insurance is purchased through the Alabama Municipal Insurance Corporation. City Manager West made the following announcements and comments:  The Westgate Pool will be closed from December 8th-January 9th to do some finalization and corrections of the work performed this past summer. Minutes of the Board of Commissioners – December 6, 2016, continued.  Based on today’s agenda item for the Transportation Alternatives Program grant application, a public involvement meeting is scheduled for Thursday, December 8th from 2:00 p.m. until 3:30 p.m. in the Commission Chambers.  The Troy University Men’s basketball team will play Point University in the Dothan Civic Center arena at 6:00 p.m. on Wednesday, December 14th.  The 11th Annual Downtown Dothan Hoops Classic will be held December 27th – 31st in the Civic Center arena. The crowds increase each year and over $360,000 has been given back to the schools.  A New Year’s Eve “Peanut Drop” event will take place downtown on Saturday, December 31st.  Kudos to all involved with the City’s Christmas Tree Lighting event held on Tuesday, November 29th at the Civic Center. This was a great event with the largest crowd ever in attendance. 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 announced a Public Hearing regarding the demolition and removal of unsafe structures. There being no one present to speak, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Resolution No. 2016-335 (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 Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-336 (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. Mayor Schmitz introduced Resolution No. 2016-337 (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 January 3, 2017. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-338 (recorded in Ordinance Book No._______at Page_______), approving the issuance of Revenue Bonds in an amount not to exceed $60,000,000.00 to provide financing for the benefit of Noland Health Services, Inc. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West explained that Noland Health Services, Inc. is a subcontractor at the Southeast Alabama Medical Center and this type of approval has been granted several times in the past. Attorney William Hinesley said these funds will be used at facilities throughout the State of Alabama with some of the funds being used in Dothan and the Alabama statute requires any municipality that is not the issuer of the bonds to approve by resolution the use of those funds in its municipality. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-339 (recorded in Ordinance Book No._______at Page_______), approving a Final Contract Summary Change Order with Hollon Contracting, LLC for renovations to the Dothan Fire Department Central Station Project for a net increase of $3,042.50 and a final amount of Minutes of the Board of Commissioners – December 6, 2016, continued. $459,905.50. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-340 (recorded in Ordinance Book No._______at Page_______), agreeing to submit a Transportation Alternatives Program application to the Alabama Department of Transportation (ALDOT) for construction improvements, including Construction Engineering and Inspection (CE&I), for an off road shared-use trail from the entrance of the proposed Dothan Village Commercial Center to the Alabama College of Osteopathic Medicine (ACOM) Campus. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said the trail would be located off the roadway in the right-of-way of East Main Street (U.S. Highway 84) and the grant would cover 80% of the cost for an eight foot wide concrete trail; however, the City’s recommendation is for the trail to be ten feet wide in order to safely accommodate two way traffic and for the City to pay the overage cost. He said money is budgeted for sidewalks each year and the difference in the cost will be taken from that amount. Mayor Schmitz said Dr. Craig Lenz, ACOM Dean and Senior Vice President, has expressed his desire to connect the school to Ross Clark Circle with a biking and walking trail. Mayor Schmitz said he believes this is a very good thing, and he hopes we receive this grant. Commissioner Kenward said she thinks this is proactive planning for the future of the City and this is the kind of sidewalk she can get behind. City Manager West added that this sidewalk would tie in to the existing sidewalk located from the proposed Dothan Village to Ross Clark Circle, and he confirmed with Assistant Public Works Director Charles Metzger that pedestrian lights would be installed at the intersections if this project proceeds. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-341 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with SunGard Public Sector to purchase their AnalyticsNOW service in the amount of $34,340.00, one year annual maintenance in the amount of $3,280.00 and associated travel costs for training in the amount of approximately $4,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West pointed out that the annual maintenance cost will be decreasing from $9,000.00 to $3,280.00 per year; therefore, after paying for the upgrade and changeover, there will be an annual savings. Interim Internet Technology (IT) Director Robb Meredeth explained this is a demand report system that will allow users to query across multiple databases and it also allows for greater customization of data. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-342 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Tolleson Construction, LLC for ADA, Plumbing, & Finish Upgrades for Rose Hill Senior Adult Center, in the amount of $237,750.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said this is an old school that works perfectly as a senior citizen center and it is a highly used facility. He explained that these upgrades will bring the building up to today’s standards. General Services Director Randy Morris provided an overview of the work to be performed to include replacement of water lines and flooring, complete remodeling of the restrooms to make them ADA accessible, installation of ADA automatic entrance doors and handicap ramp, redoing the auditorium, and repainting the hallways. Mr. Morris confirmed for Commissioner Kenward that the cost of this project is coming out of General Services’ budget. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-343 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation to install three hundred thirty (330) feet of electrical conductor across Ross Clark Circle. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-344 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola Solutions Minutes of the Board of Commissioners – December 6, 2016, continued. for a System Update Agreement (SUAII) for the Fire Station Alerting System at a cost of $47,856.48. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West explained that this system provides notification to the fire stations when calls are dispatched and this is an annual contract. City Manager West confirmed for Commissioner Kenward that this agreement includes a software upgrade and system maintenance. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-345 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Merchant e- Solutions, Inc. through Synovus Bank for the acceptance of credit and debit cards for accident reports for a three (3) year period. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West explained that this will allow for the Police Department’s Records Division to accept cards and 1.67% will be added to the amount charged for reimbursement of the credit card company fees. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-346 (recorded in Ordinance Book No._______at Page_______), amending the agreement with the Southern Regional Council on Aging (SARCOA) to administer and operate the Nutrition/Transportation Program of Title III of the Older Americans Act for the purpose of updating days of center operation. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said this is a technical change to correct some holiday dates in the original contract. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-347 (recorded in Ordinance Book No._______at Page_______), entering into a Memorandum of Agreement and collaborative partnership agreement with Auburn University at Montgomery, Montgomery Police Department, Alabama State Law Enforcement Agency (ALEA), Alabama Law Enforcement Command and Staff College (CSC), College of Public Policy and Justice, and State of Alabama to further develop a strategic learning initiative for law enforcement and further develop the “Community First” initiative. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is a great program the Police Department has initiated with other agencies, each agency contributes $30,000.00, and the money is in the Police Department’s budget. He said this is a great opportunity for us to continue this participation. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-348 (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 Automotive, Truck & Auto Electric Carburetor See Price in Equipment Batteries: dba Southern Distributors Description Group Size/Quantity/ Dothan, AL Unit Price/Total Price 24 (Commercial), 10, $71.73, $717.30, 27,5,$75.01,$375.05 31S, 114, $86.36, $9,845.04 31P, 19. $86.36, $1,640.84 34, 20, $70.86, $1,417.20 35 (Lawn), 25, $40.09, $1,002.25 58, 52, $61.39, $3,192.28 58R, 4. $66.88, $267.52 49, 10, $96.36, $963.60 65 (Police Cars), 121, $72.47, $8,768.87, 78, 5, $70.56, $352.80 86, 10, $102.91, $1,029.10 4D, 22, $114..63, $2,521.86 8D, 14, $141.10, $1,975.40 All Quantities are more or less. Discount of Prices on Additional Batteries as a Percentage: 22.5% Minutes of the Board of Commissioners – December 6, 2016, continued. 2017 Police Interceptor SUVs: Bondy’s Ford $ 345,202.00 Quantity 13 (or more) Dothan, AL Unit Cost: $26,554.00 Additional Options at Dealer Cost Other Purchases: Professional Legal Services King & Spalding $ 8,644.83 Defense of EPA Enforcement Action Atlanta, GA Project # 850310 9/30/16-$8,644.83 Professional Legal Services Maynard, Cooper & Gale $ 170.10 Claim Number 2003132, Personnel Birmingham, AL Board v Ivan K. Gray Invoice Dated 10/31/16: $170.10 Professional Legal Services Copeland, Franco, Screws, & Gill, P.A. $ 27,422.77 through 8/31/16 - $12,603.95 Montgomery, AL and 9/30/16 - $14,818.82 Rickey Stokes v. City Claim Number: 2003303 Professional Legal Services Copeland, Franco, Screws, & Gill, P.A. $ 21,974.47 Municipal Court Judicial Montgomery, AL Appointments Statement Dated 8/31/16 - $14,581.13 & 9/30/16 - $7,393.34 Commissioner Kirkland then moved for adoption of Resolution No. 2016-348, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2016-349 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Erik Broten Economic Crimes and Investigation Analysis $ 102.00 Justin Dodson Glynco, GA Duane Godwin Fire Investigator I $ 0.00 Eufaula, AL William Wozniak Vohn Liche Kennels $ 465.00 Clifton Overstreet Denver, IN Jerry Moore Money Laundering and Asset Forfeiture $ 60.00 Tripp Phares Training Program Glynco, GA Chris Clayton Advanced Life Support Response to $ 296.00 Haz Mat Incidents – R0247 Emmitsburg, MD Sammie Hancock Shoot House Instructor $ 2,165.84 Ray Mock Mobile, AL Scott Heath 2017 Alabama Bomb Technician Symposium $ 100.00 Brian Smith Montgomery, AL Joey Evans Chris Etheredge Fire Chief’s Executive Development $ 2,282.00 Jerry Gibson Conference 2017 & ISO PPC Course David Hasty Tuscaloosa, AL Larry Williams Fire Chief’s Executive Development $ 794.00 Conference 2017 Tuscaloosa, AL Commissioner Kirkland then moved for adoption of Resolution No. 2016-349, motion seconded by Commissioner Dorsey and unanimously carried. Minutes of the Board of Commissioners – December 6, 2016, continued. 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 /s/Amos M. Newsome, Jr., Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS