City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JUNE 6, 2017 The Board of Commissioners of the City of Dothan, Alabama, met in regular session in the Dothan Opera House at 10:00 a.m., Tuesday, June 6, 2017 with the following members present: Mayor Pro tem David Crutchfield, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, and Beth Kenward. Mayor Mike Schmitz was absent. Also present were City Manager Michael West, Assistant City Clerk Wendy Shiver, Administrative Secretary Courtney Vickers, who recorded the Minutes of the Meeting, and the local news media representatives. City Clerk Tammy Danner was absent. Mayor Pro tem Crutchfield called the meeting to order. Associate Pastor Lynn Miley, Westwood Presbyterian Church, 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 May 16, 2017, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Pro tem Crutchfield presented and read a proclamation, proclaiming June 6, 2017 as “Lineman Appreciation Day” in the City of Dothan. Dothan Utilities Director Billy Mayes, Electric Operations Superintendent Chris Phillips, and City of Dothan Linemen were present for the proclamation. Commissioner Kenward said there was a lot of debate about the utility code modifications, and she expressed that the Commission and the City staff are very sensitive to how these changes affect our citizens. She shared the following email message received from Utility Collections Supervisor Kimberly Arnold: Admittedly, the staff was worried about the changes taking place with the decrease in the delinquent amount allowed. They were very surprised with the response from our customers however. Overall, customers have been happy with the opportunity to set up a payment plan for their delinquent balance. We are explaining to our customers how much money will be saved on delinquent fees and how this plan will improve their credit history with our office. Some customers will save enough in delinquent fees to equal one month’s bill. Customers are both surprised by how much is spent on late fees and are happy about the potential to save money. Since April 18, 2017, the office has set up 544 payment plans. Commissioner Kenward said overall the response has been very warm, and it is not only going to help our City save money, but also help our citizens save money. She said she wanted to make sure everyone is made aware of this positive response. She thanked Mrs. Arnold and her staff for their dedication to helping our customers set up these payment plans. City Manager West invited Planner Bob Wilkerson to discuss the Brownfield Grant Award. Mr. Wilkerson said the announcement was made on June 2nd that the City received $300,000 in Brownfield funding for the 2017 cycle. He said $150,000 of this amount is earmarked for petroleum assessments and $150,000 is earmarked for other hazardous substances assessments. He discussed the phases to be performed, and he explained that cleanup plans can also be developed for up to four sites which indicates that the City will apply back to the Environmental Protection Agency at some point in the future for funding to cleanup these sites. Mr. Wilkerson provided background information regarding this process, discussed the benefits to the City and to developers, and detailed the next steps. He thanked the following partners for their support and involvement throughout this process: Alabama Department of Emergency Management, Southeast Regional Planning and Development Commission, Alabama Department of Economic and Community Affairs, Houston County Health Department, Dothan Downtown Minutes of the Board of Commissioners – June 6, 2017, continued. Redevelopment Authority, Wallace Community College, Houston County Board of Education, Dothan Area Chamber of Commerce, NBCAR Historical District, Wiregrass Foundation, Habitat for Humanity, Historical Preservation Commission, Dothan Community Church, and Cultural Arts Center. Commissioner Kenward thanked Mr. Wilkerson for this information and said this is very exciting news. City Manager West made the following announcements and comments:  The Poplar Head Farmer’s Market opened last Saturday and will be open from 8:00 a.m. until 12:00 p.m. each Saturday in June and July. The Market may be closed for the July 4th weekend.  Opening Ceremonies for the Alabama State Games will begin at 6:00 p.m. this Friday, June 9th at the National Peanut Festival Fairgrounds. Competitions will take place on Saturday, June 10th and Sunday, June 11th.  The Tuesday, June 20th City Commission meeting will need to be adjourned until Tuesday, July 11th in order to approve election related items.  Reminder that the Tuesday, July 4th City Commission meeting has been canceled because this date is a holiday. Mayor Pro tem Crutchfield introduced the application of Gayla White for a Special Retail – More than 30 days Liquor License (on premise) for The Boiler Room, located at 1391 Headland Avenue. Mayor Pro tem Crutchfield asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland moved for approval, motion seconded by Commissioner Dorsey. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Pro tem Crutchfield introduced the application of Maira Diaz Zavala for a Restaurant Retail Liquor License (on premise) for La Leyenda, located at 3085 Ross Clark Circle. Mayor Pro tem Crutchfield asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland moved for approval, motion seconded by Commissioner Kenward. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Pro tem Crutchfield announced a Public Hearing regarding the proposed Community Development Block Grant 2017 Projects and Entitlement Funds. There being no one present to speak, Mayor Pro tem Crutchfield declared the Public Hearing closed. Mayor Pro tem Crutchfield introduced Ordinance No. 2017-174 (recorded in Ordinance Book No. _______at Page_______), rezoning seven parcels of land owned by Laurel Oaks Behavioral Health Center, located at 656, 700, 744, 758, 778 E. Cottonwood Road and 100 Parish Street and 102 Parrish Street from R-4 and H-l (Residential Attached High Density and Heavy Industry) Districts to 0-1 (Office, Institutional) District. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Crutchfield, Dorsey, Newsome, Kirkland, Ferguson, and Kenward; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Kirkland then moved for adoption of Ordinance No. 2017-174, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Crutchfield, Dorsey, Newsome, Kirkland, Ferguson, and Kenward; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Pro tem Crutchfield introduced Ordinance No. 2017-175 (recorded in Ordinance Book No. _______at Page_______), ordering an election to be held in the City of Dothan, Alabama on Tuesday, August 1, 2017, and a second or run-off election, if necessary, on September 12, 2017, for the purpose of electing a Mayor Minutes of the Board of Commissioners – June 6, 2017, continued. and Associate Commissioners for Districts 1, 2, 3, 4, 5, and 6, and for Board of Education Chairman and Members for Districts 1, 2, 3, 4, 5, and 6. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Crutchfield, Dorsey, Newsome, Kirkland, Ferguson, and Kenward; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Kirkland then moved for adoption of Ordinance No. 2017-175, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Crutchfield, Dorsey, Newsome, Kirkland, Ferguson, and Kenward; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Pro tem Crutchfield introduced Resolution No. 2017-176 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the Alabama State Games Fireworks Display to be held on Friday, June 9, 2017. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-177 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the National Peanut Festival to be held on Saturday, July 1, 2017. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-178 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the Dothan Country Club to be held on Saturday, July 1, 2017. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-179 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama for the maintenance of signs, markings and legends for improvements to the East Main Street railroad crossing. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-180 (recorded in Ordinance Book No._______at Page_______), approving the 2017 Community Development Block Grant projects. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Kenward thanked the members of this board for their work and commitment to our City. City Manager West explained that the recommendations will be advertised, there will be a thirty day comment period, and the projects will then come back before the Commission for approval. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-181 (recorded in Ordinance Book No._______at Page_______), approving Change Orders No. 1 and 2 to Lewis Construction, LLC, in the amount of $335,635.84, bringing the total contract amount to $12,218,635.84, for the James O. Oates Park Project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Kenward asked for detail of these changes for citizen knowledge. Public Works Director Jerry Corbin said $185,258.00 is for the addition of batting cages and $150,377.84 is the result of additions and deletions of items which occurred over the course of the project. Mr. Corbin confirmed for Commissioner Crutchfield that the phone system for the dugouts was not included in the original price. Commissioner Ferguson asked what site work was required by Houston County, and Mr. Corbin explained that additional drainage pipe, as well as curb and gutter, was required on Taylor Road as a result of the widening of the road for turn lanes. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – June 6, 2017, continued. Mayor Pro tem Crutchfield introduced Resolution No. 2017-182 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Blankenship Contracting, Inc. for the Englewood to Rock Creek Sewer Project in the amount of $2,036,147.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-183 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Mid-South Paving Inc., of Dothan, Alabama for Street Resurfacing scheduled for 2017 and alternate one (Dothan Utilities Parking Lot Rehabilitation) for the total sum of $2,830,644.00, and appropriating funds for said resurfacing. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Kenward said money is allocated each year for street resurfacing, and City Manager West explained that a little over $200,000.00 is leftover from the last few years and $588,308.00 will be allocated from utility reserves for alternate one. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-184 (recorded in Ordinance Book No._______at Page_______), approving a request by the Dothan Utilities Department to hire Justin Chambers to fill the position of Electrical Engineer at a starting salary of $2,615.39 bi-weekly or $68,000.00 annually. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Ferguson said this salary is within the pay scale for this position, and he asked why this has to be approved by the Commission. City Manager West explained that the Civil Service Act requires the Commission’s approval and the state law would need to be changed in order for this approval to not be a requirement. He said this would be his recommendation, and if the Commission would like to pursue this change, the request could be made to the delegation. The response from the Commission was to proceed with talking to the delegation about making this change in the state law. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-185 (recorded in Ordinance Book No._______at Page_______), approving a request by the Dothan Utilities Department to hire James Curtis to fill the position of Electrical Engineer at a starting salary of $2,615.39 bi-weekly or $68,000.00 annually. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-186 (recorded in Ordinance Book No._______at Page_______), approving a request for proposal from the Planning Department to solicit professional services to assist with development of the Americans with Disabilities Self-Evaluation and Transition Plan for curbs and sidewalks for the City of Dothan. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Commissioner Ferguson asked if this is a mandate and if it is tied to a particular project. City Manager West explained that this is a requirement of the Federal Highway Administration through the State of Alabama. He said it is for all sidewalks in the City and not tied to a particular project. He said this is funded 80% by the federal government and 20% by the City. Commissioner Newsome said self-evaluation allows for the opportunity to set the pace. He said this is something that needs to be done, and he expressed his appreciation in having 80% of the cost provided. Planning Director Todd McDonald said many of the sidewalks in the outlying communities have been evaluated by Transportation Planner Reginald Franklin for the Metropolitan Planning Organization and Houston County has done their own in- house, though their requirements are different because of the jurisdiction. He explained that cities of our size will have to meet different criteria outlined by the State. Commissioner Ferguson asked if the City has to act on the plans once they are formulated. Mr. McDonald said the idea is that we would program those improvements as they become available. City Manager West said a lot of the Minutes of the Board of Commissioners – June 6, 2017, continued. improvements can be done in-house. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-187 (recorded in Ordinance Book No._______at Page_______), reappointing James Freeland as a member of the Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Pro tem Crutchfield thanked Mr. Freeland for his continued service. Mayor Pro tem Crutchfield introduced Resolution No. 2017-188 (recorded in Ordinance Book No._______at Page_______), appointing Milt Wood as a Supernumerary member of the Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. Mayor Pro tem Crutchfield thanked Mr. Wood for serving. There being no further discussion, the resolution was unanimously adopted. Mayor Pro tem Crutchfield introduced Resolution No. 2017-189 (recorded in Ordinance Book No. _______at Page_______), approving purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT Newspaper Advertising Services Alabama Community Newspapers $ 15,000.00 for 2017 Legal Notices: Dothan, AL Additional Purchases for Remainder of FY2017, Sole Source Provider, Total Cost: $15,000.00 Ballots & Supplies for Election Systems & Software, Inc. $ 25,000.00 2017 Municipal Election: Birmingham, AL Sole Source Provider Total Cost: $25,000.00 Professional Legal Services King & Spalding $ 6,586.00 Defense of EPA Atlanta, GA Enforcement Action: Project # 850310 3/31/17 - $6,586.00 2017 Vermeer Brush Chipper: Vermeer Southeast Sales & Service $ 35,853.00 Replacing Unit 3202 Pensacola, FL Purchase Using National Joint Powers Alliance Purchasing Co-Operative (NJPA) Contract # 070313-VRM, Unit Cost: $35,853.00 Cellular Data & Telephone Service: A T & T Mobility $ 50,000.00 State of Alabama Bid T302 Montgomery, AL Estimated Cost is $50,000.00 For Remainder of Fiscal Year 2017 Commissioner Kirkland then moved for adoption of Resolution No. 2017-189, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Pro tem Crutchfield introduced Resolution No. 2017-190 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Stephanie Hollis 2017 Municipal Magistrates Orientation $ 280.00 (July 7, 2017) Montgomery, AL Stephanie Hollis 2017 Municipal Magistrates Orientation $ 30.00 (July 14, 2017) Montgomery, AL Minutes of the Board of Commissioners – June 6, 2017, continued. Stephanie Hollis 2017 Municipal Magistrates Orientation $ 30.00 (July 21, 2017) Montgomery, AL Stephanie Hollis 2017 Municipal Magistrates Orientation $ 30.00 (July 28, 2017) Montgomery, AL Stephanie Hollis 2017 Municipal Magistrates Orientation $ 30.00 (August 4, 2017) Montgomery, AL Greg Bozeman Jay Glerum Rigging Master Class Entry Level $ 1,085.08 Shannon Johnston Jonesboro, GA Delvick McKay Alabama Association of Public Personnel $ 962.00 Administrators 2017 Annual Conference Montgomery, AL Marshall Perry 47th Annual IEBA Conference (International $ 2,501.80 Entertainment Buyer’s Association) Nashville, TN Kyle Tyson PACP/MACP/LACP Training $ 2,716.00 Wesley Aplin Orlando, FL Scott Owens Drug Recognition Expert School #6 $ 647.31 (as instructor) Field Evaluations Jacksonville, FL Commissioner Kirkland then moved for adoption of Resolution No. 2017-190, motion seconded by Commissioner Kenward and unanimously carried. Mayor Pro tem Crutchfield announced the appointment of Jeff Williams as a member of the Dothan Housing Authority Board. Commissioner Newsome thanked Mr. Williams for his service in the military, both as a reserve lieutenant and as an active duty lieutenant. There being no further business, Commissioner Ferguson moved that the meeting be adjourned, motion seconded by Commissioner Newsome 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