City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING DECEMBER 20, 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 20, 2016 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, and David Crutchfield. Commissioner Beth Kenward 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. Mayor Schmitz requested Bob Hendrix, Dothan Area Convention and Visitors Bureau Executive Director, to be remembered in our prayers today as he undergoes emergency heart surgery. Rabbi Lynne Goldsmith, Temple Emanu-el, then led in prayer, afterwhich Commissioner Newsome led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of December 6, 2016, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Commissioner Kirkland wished everyone a Merry Christmas and Happy New Year. He said this has been a great year for the City and he hopes everybody has a happy holiday. Commissioner Crutchfield wished everybody a Merry Christmas and welcomed his wife, Sonja, who was able to be in attendance today. Commissioner Crutchfield said he hopes Mr. Hendrix has a quick recovery from his surgery. Mayor Schmitz said every year the City gets to have a little competition with Houston County while ringing bells for the Salvation Army and this year, for the seventh year in a row, the City almost doubled the amount collected by the County – Good job team! Mayor Schmitz introduced Chris Judah, who was recently appointed as the new Emergency Management Agency Director, and said he will take over at this position on January 4th following Steve Carlisle’s retirement. Mayor Schmitz spoke about Mr. Judah’s extensive background and experience, he expressed the need for all agencies to work together, and he said Mr. Judah will be the person to lead this effort. Mr. Judah said this is a great opportunity, and he looks forward to serving this community. City Manager West invited Police Chief Steve Parrish, Captain Bubba Ott, Lieutenant Rachel David, and Sergeant Maurice Eggleston to make a presentation. Chief Parrish discussed the Police Department’s fundraiser held during the month of November to raise money for Children’s Hospital of Alabama. He explained that senior staff started collaborating in October on doing something for the community for Christmas and the “Paint ‘em up and Let ‘em Grow” idea was the brainchild of Captain Ott, who felt this would mirror the “No Shave November” for police officers. Chief Parrish said this campaign allowed female officers to paint their fingernails and male officers to grow out their beards in exchange for donations. He said the officers exceeded their goal of raising $10,000.00, and he expressed appreciation for the community’s support. Captain Ott provided further details of the fundraiser. He said Lieutenant David was one of the top five money raisers and Sergeant Eggleston, in addition to winning the Facebook competition, was the top fundraiser. At this time, Chief Parrish, Captain Ott, Lieutenant David, and Sergeant Eggleston presented a check in the amount of $20,379.73 to Carmen Bishop for Children’s Hospital of Alabama. Ms. Bishop said this is truly amazing and, on behalf of Children’s Hospital, she expressed appreciation for the police department’s efforts and for the community’s support. Minutes of the Board of Commissioners – December 20, 2016, continued. City Manager West invited Planner Bob Wilkerson and Dr. Steve McNair of McNair Historic Preservation to present information regarding expansion of the National Register District (NRD) boundary. Mr. Wilkerson introduced Dr. McNair and said we are proud to have him as our consultant for the Historic Preservation Commission’s efforts to expand our NRD boundaries. Dr. McNair explained that an evaluation was performed last year to assess the status of the NRD and it was determined that quite a few structures had been altered beyond their point of remaining significant or had been demolished. He said it was decided that, in order to keep a NRD in downtown Dothan, the period of significance would need to be expanded to evaluate all buildings dated from the 1950s to early 1960s that were not included in the original NRD. He explained that the benefits of being listed on the National Register include a 10% reduction on ad valorem property taxes and eligibility to compete for federal historic tax credits. He said this project will begin immediately and representatives of the Alabama Historic Commission are here from Montgomery to assist today. Dr. McNair thanked Mr. Wilkerson and Planning Director Todd McDonald for all of their work with this project. City Manager West confirmed with Mr. Wilkerson that the City has received a grant to assist with this project. City Manager West made the following announcements and comments:  Merry Christmas and Happy New Year to everybody!  City of Dothan offices will be closed Friday, December 23rd, Monday, December 26th, and Monday, January 2, 2017 for the Christmas and New Year’s holidays. Regarding the sanitation schedule, Friday residents will receive garbage and recycling pick-up on Wednesday, December 21st and Monday residents will receive garbage and recycling pick-up on Wednesday, December 28th and Wednesday, January 4th. There will be no trash collection on these days.  Rose Hill Senior Center’s Christmas Banquet was held last week, and as always, this was a fun time and a great place to be.  Troy University Men’s basketball team played Point University in the Dothan Civic Center arena on Wednesday, December 14th and this was another great game with a good crowd.  The remediation and associated renovations at Fire Station #1 have been completed, the fire trucks moved back in last week, and they are responding to calls from that station now.  Lyle Sumek will be here on January 12th, 13th, and 14th to begin the annual strategic planning process.  Proposed for the Commission to hold a work session at 10:00 a.m. on Thursday, January 19th concerning storm drainage and for Engineering Services to present their four most needed areas for improvement. Requested everyone to check their calendars and notify him regarding this proposed time.  The Downtown Dothan Hoops Classic will be held December 27th – 31st in the Dothan Civic Center arena. Each year grows in attendance. Come out and support our local teams.  The Dothan Downtown Redevelopment Authority will hold their first annual New Year’s Eve “Peanut Drop” downtown on Saturday, December 31 st. Mayor Schmitz introduced the application of Kerry Farrell for a Retail Beer and Retail Table Wine License (on or off premise) for The Thirsty Pig, located at 257 South Saint Andrews Street. 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. Upon Mayor Schmitz’s request, Ms. Farrell explained that she will be using her existing building at this location to create a craft beer tap room where she will bring local and regional craft Minutes of the Board of Commissioners – December 20, 2016, continued. beers from around the state to Dothan for people to consume on site or take it to go in a growler. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz introduced Resolution No. 2016-350 (recorded in Ordinance Book No._______at Page_______), appropriating $1,001,575.00 for the staff, operations, equipment and vehicles for James Oates Park. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West explained that the capital for the first year to purchase equipment is approximately $254,000.00 and the cost for next year will be less this amount, which is in the range of the estimated operational cost for this park. City Manager West confirmed for Mayor Schmitz that this cost is less than the amount we estimate receiving from the three percent lodgings tax. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-351 (recorded in Ordinance Book No._______at Page_______), entering into a Mutual Aid Agreement with Fort Rucker - Fire and Emergency Services Division to provide reciprocal support in the form of personal services and equipment required for fire prevention, the protection of life and property from fire, firefighting, hazardous material containment, and emergency services support. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this is an annual agreement we do each year. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-352 (recorded in Ordinance Book No._______at Page_______), amending the contract with McNair Historic Preservation by adding a specific contract start and expiration date and by including an acknowledgement of “Grant Assurances”. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Mr. Wilkerson clarified for Commissioner Newsome that the subject of this particular grant is the downtown historical district national registry boundaries which is different from the locally declared districts, and he reviewed the boundaries of the current district. City Manager West confirmed with Mr. Wilkerson that there will be a review outside the boundaries of the current district which will culminate in a request to the federal government to modify the district boundaries to be able to bring some of the other historical properties in to the national district. City Manager West confirmed for Commissioner Newsome that the Commission will have the opportunity to see that review and Mr. Wilkerson added that this will be made public. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-353 (recorded in Ordinance Book No._______at Page_______), executing the Dothan Utilities Water Supply Permit Modification Application and issuing a check to ADEM in the amount of $800.00 for the application (modification) fee. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West explained that a well’s capacity is increased when it is rebuilt and often times we are able to increase the maximum capacity listed on our ADEM permit. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-354 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing the Notice of Award, Notice to Proceed, and other related documents to Revere Control Systems, Inc. for SCADA System Hardware and Software Upgrades for the Little Choctawhatchee WWTP for the sum of $117,382.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-355 (recorded in Ordinance Book No._______at Page_______), authorizing the City of Dothan Planning Department to collaborate with PPM Consultants to submit an application for a Brownfield’s assessment grant to the Environmental Protection Agency (EPA) in the amount of $300,000.00 and receive the grant if awarded. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West explained that this is the grant we applied for last year but did not receive. He said Minutes of the Board of Commissioners – December 20, 2016, continued. Mr. Wilkerson has been in contact with the EPA regarding our application and we are hopeful. City Manager West said this grant is 100% funded, and therefore, the assessment would not cost us anything. Commissioner Newsome inquired into the identification of brownfields, and City Manager West explained that the City would then have opportunities to work with property owners to determine if federal money is available to help clean up sites. He advised that the purpose is to identify properties, get them cleaned up, and put them back to use. Commissioner Newsome inquired into the Tri State Plant Food property, and Mr. Wilkerson confirmed that this property has been identified as a brownfield site and is on the National Priorities List. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-356 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Wiregrass Habitat for Humanity to support Emergency Housing Repair in the amount of $80,000.00 and Weatherization Improvements identified in the Community Development Block Grant (CDBG) 2016 Annual Action Plan in the amount of $33,000.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West explained that the subrecipient agreements are the formal agreements with the CDBG recipients, and the funds will be provided as reimbursements. Commissioner Newsome pointed out that one of the tables included in Exhibit A incorrectly listed 9% for “Administrative Costs.” CDBG Administrator Maurice Head confirmed that this was a typographical error and should have been listed as 10%. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-357 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Southeast Alabama Community Action Partnership to provide building repairs at the facility identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $22,000.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Newsome confirmed with Mr. Head that this is the new name of the Human Resource Development Corporation. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-358 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Exchange Center to provide funding for administrative salaries, fringe benefits and operational expenses identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $10,000.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Mayor Schmitz recognized Executive Director Pam Miles as being present in the audience, and he thanked her for her hard work. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-359 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Boys and Girls Clubs of Hawk-Houston for the continuation of building improvements identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $45,000.00, and appropriating funds for said agreement. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-360 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Wiregrass Rehabilitation Center for the purpose of purchasing equipment identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $23,000.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West confirmed for Commissioner Newsome that there is no conflict of interest with this agreement. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – December 20, 2016, continued. Mayor Schmitz introduced Resolution No. 2016-361 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Alfred Saliba Family Services Center to provide funding for administrative salaries, fringe benefits and operational expenses in the amount of $20,000.00 and $55,456.00 for building improvements identified in the Community Development Block Grant 2016 Annual Action Plan, and appropriating funds for said agreement. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Dorsey inquired into the improvements and Mr. Head explained that the wing not currently being used will be improved in order to make usable classroom space. Commissioner Dorsey confirmed with City Manager West that the City owns this building. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-362 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Boys and Girls Club of the Wiregrass to provide funding for administrative salaries, fringe benefits, and operational expenses in the amount of $12,000.00 and $14,000.00 for building improvements identified in the Community Development Block Grant 2016 Annual Action Plan, and appropriating funds for said agreement. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-363 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with Girls, Inc. to provide funding for administrative salaries, fringe benefits and operational expenses identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $7,500.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-364 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with Healthy You, Inc. to provide funding for administrative salaries, fringe benefits and operational expenses identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $15,458.00, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Dorsey thanked Healthy You, Inc. for all they do for the community and especially Kristopher Doss, who operated for six months without a salary, for pushing the program forward and going into the school system. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-365 (recorded in Ordinance Book No._______at Page_______), entering into a subrecipient agreement with the Dothan Downtown Redevelopment Authority (DDRA) to support downtown façade improvements identified in the Community Development Block Grant 2016 Annual Action Plan in the amount of $9,008.31, and appropriating funds for said agreement. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson. City Manager West explained that this program was originally administered by the City and allows for matching grants for façade improvements up to $5,000.00. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-366 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the Downtown Dothan Group Fireworks Display to be held on Saturday, December 31, 2016. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-367 (recorded in Ordinance Book No._______at Page_______), appointing Ashley Maddox, Andy Gosselin, and Whit Huskey as members of the Museum Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Minutes of the Board of Commissioners – December 20, 2016, continued. Mayor Schmitz introduced Resolution No. 2016-368 (recorded in Ordinance Book No._______at Page_______), appointing Deavours Clark as member of the Dothan Downtown Redevelopment Authority. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-369 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of November, 2016 in the amount of $16,612,790.41. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2016-370 (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 416 kVA Step Type Voltage Mayer Electric Supply See Price in Regulators, per Bid Specifications: Dothan, AL Description Quantities 12 (or more): Unit Price: $14,603.00 Total for 12 Units: $175,236.00 1/0 Underground Primary Wire, Stuart Irby See Price in Per City of Dothan Bid Dothan, AL Description Specifications: Quantity 12,500 Feet (or more) Unit Price: $2.089 Total for 12,500 Feet: $26,112.50 Other Purchases: Professional Legal Services King & Spalding $ 8,552.77 Defense of EPA Enforcement Action Atlanta, GA Project # 850310 10/31/16-$8,552.77 John Deere Compact 3038E SunSouth $ 41,105.26 Compact Tractor with Local John Deer & Company Dealer Front End Loader: Dothan, AL Quantity 1 (or more) Unit Price: $21,296.14 NJPA Co-operative Contract John Deere Gator TS with Electric Dump Bed: Quantity 3 (or more) Unit Price: $6,603.04 Total Cost: $19,809.12 NJPA Co-operative Contract Groundmaster 3500D: Jerry Pate Turf & Irrigation $ 100,705.29 Quantity 2 (or more) Birmingham, AL Unit Price: $31,545.69 Total Cost: $63,091.38 San Pro 3040: Quantity 2 (or more) Unit Price: $18,806.95 Total Cost: $37,613.90 NIPA Contract #18879 Commissioner Kirkland then moved for adoption of Resolution No. 2016-370, motion seconded by Commissioner Crutchfield. City Manager West confirmed for Commissioner Ferguson that the professional legal services fee for defense of EPA enforcement action is administrative, and he explained that the firm reviews all policies and agreements required under the Administrative Order on Consent (AOC). Commissioner Ferguson asked if an update on the AOC can be provided during the work session proposed to be held in January 2017, and City Manager West confirmed that this can be done. Commissioner Newsome asked if a projection of future costs could be provided, and City Manager West said an estimate of the continuing costs can be requested. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – December 20, 2016, continued. Mayor Schmitz introduced Resolution No. 2016-371 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Lisa Reeder Government Finance Officers Association $ 1,280.00 Romona Marcus of Alabama (GFOAA) Annual Conference Birmingham, AL Tim Mullis Advanced Mobile Device Forensics $ 100.00 Hoover, AL Tim Mullis Advanced Forensics Training $ 100.00 Hoover, AL Elston Jones ARPA 2017 State Conference $ 3,775.00 Roy Kitts Montgomery, AL Tyson Carter Tony Thorne Kenny Dunning Kenny Thompson Matt Barefield Stephanie Wingfield Commissioner Kirkland then moved for adoption of Resolution No. 2016-371, motion seconded by Commissioner Dorsey and unanimously carried. Commissioner Newsome asked for an update on the replacement of doors at the downtown post office. General Services Director Randy Morris replied that three prices are being obtained for a sliding door to be installed in the location of the damage caused by the automobile and this cost will be covered by the driver’s insurance. Commissioner Newsome asked what the cost would be to install a sliding door at the east entrance as well, and Mr. Morris advised that a price for this can be obtained. Commissioner Newsome requested that this be looked into. Mr. Morris confirmed for City Manager West that the single sliding door meets the Americans with Disabilities Act (ADA) requirement. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Ferguson 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 /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS