City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 4, 2017 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, April 4, 2017 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., and John Ferguson. Commissioners Albert Kirkland, Beth Kenward, and David Crutchfield 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 Schmitz called the meeting to order. Bro. Ray McKenzie, Cloverdale Baptist Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Mayor Schmitz announced that Commissioner Kirkland and Commissioner Crutchfield are out of town, and Commissioner Kenward has the flu. Commissioner Ferguson moved that the Minutes of the Meeting of March 21, 2017, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz invited Coach Scott Griffin to talk about an upcoming opportunity for the Southern Closers Baseball youth team to play in Cooperstown, New York. Coach Griffin introduced fellow coaches Mike Olive and Billy Hallford, and he provided information about the team. He announced that the team will be playing in Cooperstown from June 2nd through June 9th, and he said they are excited for this opportunity to represent Dothan. Coach Olive explained that their goal is to teach the game of life through baseball. He talked about some of the fundraisers the team has held, and he said they appreciate any support from the community. Mayor Schmitz presented and read a proclamation, proclaiming April, 2017 as “Child Abuse Prevention Month” in the City of Dothan. Sherryl Walker, Executive Director of the Southeast Alabama Child Advocacy Center, was present for the proclamation, along with staff members and board members. Commissioner Dorsey gave homage to former District 1 Commissioners James Reading and John Glanton, and he thanked them both for being present today. Commissioner Dorsey announced that he will be holding a community meeting from 6:00 p.m. until 7:00 p.m. at Walton Park on Thursday, April 6th. Commissioner Dorsey thanked staff from the General Services and Leisure Services Departments for the great job they did installing the ramp at Andrew Belle Community Center. Commissioner Ferguson reminded the public that he will be holding a community meeting tonight at 6:00 p.m. at Selma Baptist Church on South Park Avenue to discuss the impact the opening of James Oates Park will have on the roads leading in and out of the park and the plans that are in progress. Mayor Schmitz said the Commission has pulled the utility code and building code ordinances that were to be voted on at today’s meeting pending answers to a number of questions they have regarding these items. Mayor Schmitz announced that a commissioner has requested the Commission to consider tabling Item No. 17 regarding the multipurpose facility at Eastgate Park in order to look in to some things. Mayor Schmitz advised that he does not have an issue with tabling this item, and if the Commission agrees to do so, a motion and a second to table the item will be needed at that time. Minutes of the Board of Commissioners – April 4, 2017, continued. City Manager West made the following announcements and comments:  The Grand Opening of James Oates Park will be held on Saturday, April 8th at 9:00 a.m. Opening ceremonies will follow at 10:00 a.m. for American Little League and at 11:00 a.m. for Girls’ Softball. This is a great day and a great addition to our community.  The Dothan 101 program will be held from 6:00 p.m. until 9:00 p.m. on Tuesday nights beginning April 18th and ending June 13th. The class will hold twenty-five people and seven slots are available. Participants will get to visit and learn about all of the City departments.  The Hardee’s Pro Classic Women’s Tennis Tournament will be held Sunday April 16th through Sunday, April 23rd at the Westgate Tennis Complex. Come out to see some great tennis.  The playground build was held Saturday, March 25th at James Oates Park and a great time was had by all. Thank you to those who took part including the Police Department, the SWAT Team, the Fire Department, the Finance Department, and many citizens from the community.  Regarding the utility code and customers with past due balances, there has been some concern expressed that it impacts people with less means than others. He reminded everybody that the City has a program in conjunction with the Dothan Rescue Mission where customers can donate money each month with their utility bill payment to help people in need pay their utility bills. He said out of the approximately 37,000 utility customers, 1,123 currently participate in this program, generating about $1300 per month and the need is much greater. He said hopefully the press will do a story on this and we can spread the word in order to help those who are less fortunate.  The City Commission will not have a meeting on Tuesday, July 4th. Reminder to the Department Heads to include all items needing approval on the June 20th agenda. Commissioner Newsome moved for acceptance of the Comprehensive Annual Financial Report (Audit) for Fiscal Year ending September 30, 2016, motion seconded by Commissioner Dorsey. Mayor Schmitz invited George McClintock and Marc Nelson of McClintock, Nelson, Whitehead & Associates to provide a brief summary of the Comprehensive Annual Financial Report (CAFR). Mr. McClintock said the City had a good year and is financially sound, and he encouraged the Commission to review in detail the Management’s Discussion and Analysis section for an overview of the financial condition of the City. He said the net position for the City is strong and the sales and use tax revenue increased 3.72% which is an indicator of the economy and the pulse of the community. He said the City undertook a lot of capital projects during the year and the only items the City borrowed money on were the sewer related projects mandated by the EPA. He said the Statistical Section of the CAFR is very informative and the Single Audit Section reflects that the City has complied with all grant requirements. Mr. McClintock expressed appreciation to Mayor Schmitz, the Commission, and City Manager West for giving his firm the opportunity to perform this audit, and he thanked Finance Director Lisa Reeder and her staff for their cooperation in bringing this CAFR together. City Manager West commended Mrs. Reeder and her staff for the excellent job they do on a daily basis in keeping the finances straight and ensuring the rules are being followed. He expressed appreciation to the department heads for managing their budgets without overspending, and he said he is proud to be on the same team with them. Mayor Schmitz thanked City Manager West, Mrs. Reeder, and the firm of McClintock, Nelson, Whitehead & Associates for their work. He noted some of the recent capital projects that the City has been able to undertake without having to borrow money, and he said we are a blessed community. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Schmitz announced a Public Hearing on adoption of the: Minutes of the Board of Commissioners – April 4, 2017, continued. International Code Council 2015 International Building Code (IBC) without Appendixes 2014 National Electric Code (NEC) 2015 International Existing Building Code (IEBC) 2015 International Fuel Gas Code (IFGC). 2015 International Mechanical Code (IMC) 2015 International Plumbing Code (IPC) 2015 International Property Maintenance Code (IPMC) 2015 International Swimming Pool and Spa Code (ISPSC) 2015 International Residential Code for One and Two Family Dwellings (IRC) with Appendices "A (IFGS)", "B (IFGS)", "C (IFGS)", "D (IFGS)", "E", "G", "H", "J (EB)", "M" and "N". 2015 International Fire Code, Appendices “B through E”, and Appendix “I” The National Fire Protection Association (NFPA) Standards. There being no one present to speak, Mayor Schmitz declared the Public Hearing closed. Mayor Schmitz introduced Ordinance No. 2017-98 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Ameribangla, Inc., located on lots 13, 14, 16, and 17 of Richland Estates Subdivision from R-1 (Residential, Single Family) District to B-3 (Local Shopping) District. Commissioner Ferguson moved for immediate consideration, motion seconded by Commissioner Dorsey and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, and Ferguson; “nay:” none. The motion was carried by the majority of four “yeas” to no “nays.” Commissioner Ferguson then moved for adoption of Ordinance No. 2017-98, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, and Ferguson; “nay:” none. The motion was carried by the majority of four “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2017-99 (recorded in Ordinance Book No._______at Page_______), assessing properties for the cost of demolition of substandard structures and turning the amounts over to the county tax collector to be added to the next regular bills for taxes levied against the respective lots and/or parcels of land. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-100 (recorded in Ordinance Book No._______at Page_______), appropriating $10,000.00 to help cover costs in preparing, organizing and implementing the 2017 Alabama State Games XXXV June 9-11, 2017. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this $10,000.00 amount is in addition to the $5,000.00 that has already been contributed by the City. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-101 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the United States Bankruptcy Courts to receive bankruptcy transmittals electronically through the Bankruptcy Noticing Center (BNC) Electronic Bankruptcy Noticing (EBN) program pursuant to Federal Rule of Bankruptcy Procedure 9036. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey. City Manager West explained that this will speed up the notification process. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-102 (recorded in Ordinance Book No._______at Page_______), rescinding Resolution 2012-86 and entering into an agreement with FirstCard ATM, Inc. to process ATM transactions at the Magistrates office for a period of (5) years with an automatic one (1) year renewal after the initial term from the executed date of this agreement. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this will put all of our ATM agreements in line with one Minutes of the Board of Commissioners – April 4, 2017, continued. another. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-103 (recorded in Ordinance Book No._______at Page_______), rescinding Resolution 2012-87 and entering into an agreement with FirstCard ATM, Inc. to process ATM transactions at the Utility Collections office for a period of (5) years with an automatic one (1) year renewal after the initial term from the executed date of this agreement. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-104 (recorded in Ordinance Book No._______at Page_______), accepting the proposal and service agreement of McGriff, Seibels and Williams, Inc. for Specific Stop Loss Reinsurance for the City of Dothan’s Health and Accident Insurance Plan, as quoted by Unimerica/Optum. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey. City Manager West explained that, since the City is self-insured, this is our protection against high medical claims. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced a proposed resolution, entering into a contract with J. Michael Lee Associates, Inc. to provide architectural services for a fee of $77,400.00 for the new multipurpose facility at Eastgate Park. Commissioner Ferguson made a motion to table, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz introduced Resolution No. 2017-105 (recorded in Ordinance Book No._______at Page_______), entering into a Wastewater Disposal contract with the Town of Napier Field, Alabama. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-106 (recorded in Ordinance Book No._______at Page_______), entering into a Wastewater Disposal contract with the Town of Taylor, Alabama. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-107 (recorded in Ordinance Book No._______at Page_______), submitting an application to the Alabama Department of Transportation (ALDOT) for a permit to erect an outdoor advertising sign to be located on the Northeast corner at the intersection of East Main Street and North Saint Andrews Street. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-108 (recorded in Ordinance Book No._______at Page_______), submitting an application to the State of Alabama Department of Education for participation in a Summer Food Service Program for Children, entering into an agreement with the United States Department of Agriculture for administration of the program and entering into an agreement with the Dothan City Board of Education to provide food services. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Newsome. City Manager West and Commissioner Dorsey said this is a great program. Commissioner Dorsey commended staff of the Leisure Services Department for providing this program, and he requested Commission members to visit the recreation centers participating in this program in order to see this service being rendered to the community. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-109 (recorded in Ordinance Book No._______at Page_______), reappointing Jeff Coleman, Forrest Register and Jim Ellis as members of the Industrial Development Board to serve a six year term beginning February 27, 2017 and expiring on February 26, 2023. Commissioner Newsome moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Minutes of the Board of Commissioners – April 4, 2017, continued. Mayor Schmitz introduced Resolution No. 2017-110 (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 30' x 60' Pavilion, John F. Daughtry Engineering See Price in per Bid Specifications: Greenville, AL Description Quantity 1 Additional Purchase Unit Price: $23,400.00 New Vertical Well Pump Motor Integrated Power Services See Price in for Water Production Well, Dothan, AL Description Including Material, Labor & Equipment to Size, Provide & Deliver to the Dothan Utilities Complex, per Bid Specifications: Quantity 1 (or more) Unit Price: $23,362.34 Other Purchases: Global Positioning System (GPS) First Communications See Price in Monthly Monitoring Fees & Tallahassee, FL Description Equipment: 3 Year Contract, Sole Source Provider GPS Monthly Monitoring Fees: Unit Price: $25.90, Quantity 133 (More or Less); GPS Equipment: Unit Price: $200.00, Quantity 1 (or More) Estimated Total Price: $126,200.00 Commissioner Ferguson then moved for adoption of Resolution No. 2017-110, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2017-111 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Jason Adkins U.S. Marshal Service – Gulf Coast Regional $ 0.00 Fugitive Task Force Alabama, Florida, Georgia, Mississippi, and Louisiana Susan Grace 2017 Regional Seminars for Municipal Court $ 1,359.00 Jason Miller Officials Jennifer Metzger Mobile, AL Len White Municipal Law Orientation Seminar, Spring $ 400.00 Municipal Law Conference Birmingham, AL Scott Owens Drug Recognition Expert School #46 $ 40.00 Forsythe, GA Paul Smith SunGard 2017 Annual International Public $ 3,120.56 Brian Baker Sector Users Group Education and Training Conference Nashville, TN William Barefield Structural Collapse Class – Alabama Fire $ 3,635.00 Anthony Hearn College Tuscaloosa, AL Commissioner Ferguson then moved for adoption of Resolution No. 2017-111, motion seconded by Commissioner Dorsey and unanimously carried. Minutes of the Board of Commissioners – April 4, 2017, continued. Mayor Schmitz announced the appointment of Shelia Lee as a member of the Dothan Housing Authority Board. There being no further business, Commissioner Ferguson moved that the meeting be adjourned, motion seconded by Commissioner Dorsey 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