City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JULY 18, 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, July 18, 2017 with the following members present: Mayor Mike Schmitz, Associate Commissioners Kevin Dorsey, Amos M. Newsome, Jr., Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. 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. Sister Miriam Fiduccia, St. Columba Catholic Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Mayor Schmitz said he would like to thank Sister Fiduccia and St. Columba Catholic Church, who like many of our churches, do a lot in our community. Commissioner Kirkland moved that the Minutes of the Meeting of June 20, 2017 and July 11, 2017, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Commissioner Ferguson invited Coaches Jason Davis, Chad Lancaster, and Jason McGhee to introduce and recognize the Dothan National Ozone Rookie all-star baseball team for recently winning the State Championship in Tuscaloosa. Mayor Schmitz said we like to celebrate our successes and we have great young people in our community and great coaches. Mayor Schmitz invited Phillip Chalker, owner of Fanatix Dothan, to speak. Mr. Chalker introduced and discussed the Dothan Skate Park Initiative, a grassroots organization started in 2013 to help promote and build safe skate spots. He explained that the hope today is to start the conversation regarding the need for a public skate facility. Mayor Schmitz and City Manager West said discussion was held several years ago about putting a skate park near the BMX track but the commitment to raise funds fell through and the project did not happen. Mayor Schmitz said he thinks there are opportunities for the future commission to consider. Mr. Chalker discussed some potential funding sources. City Manager West requested Mr. Chalker and Leisure Services Director Elston Jones set up a meeting with his office. Commissioner Dorsey asked that his fellow commissioners, City Clerk staff, and Police Chief Steve Parrish take into consideration those with disabilities, low income, and senior citizens in regards to absentee voting to ensure that the process is fair. He said we went through the voter fraud situation in the 2013 election, and we do not want to revisit the same nightmare this election. He said we do have a problem because he has received several phone calls, and he asked for consideration that the Secretary of State and District Attorney be requested to look into this matter. Commissioner Kirkland encouraged everyone to get out and vote in the August 1 st election. Commissioner Ferguson thanked Assistant Public Works Director Charles Metzger and staff for their quick response recently in replacing some signs, and he said the neighborhood was appreciative. Commissioner Crutchfield thanked the citizens for giving him the opportunity to serve for four more years and he looks forward to doing so. Commissioner Crutchfield said longtime volunteer football coach Ray Mendheim has passed away and his funeral is at 11:00 a.m. today. Minutes of the Board of Commissioners – July 18, 2017, continued. Regarding the absentee votes, Mayor Schmitz said the Secretary of State’s office will be involved and the Commission will have the opportunity to look at the results before voting to certify. City Manager West, along with Police Chief Steve Parrish, presented a service award to Brian Goguen, for thirty years of service with the City. City Manager West made the following announcements and comments:  Citizens who are interested in providing their input can complete the Affordable Housing Study Survey located on the Planning Department’s page on the City’s website.  Staff has scheduled a development forum at the Opera House on Friday, August 18th from 9:00 a.m. until 12:00 p.m. Realtors, builders, developers, and any trades associated with building, construction, and development are invited to meet with staff at this forum.  The Dixie Boys State Championships for 13 & 14 years old are being played today and tomorrow at the Miracle Complex Ozone fields.  The Alabama Historic Commission is providing certified local government training in the Opera House on Wednesday, July 26th from 9:00 a.m. until 4:00 p.m. There are various topics of interest on the agenda and Commission members are encouraged to attend if possible.  The Dothan Police Department will host the 2017 National Night Out event on Saturday, August 5th from 5:00 p.m. until 8:00 p.m. in the Civic Center. This event grows each year and is fun for everyone.  Reminded everyone to get out and vote in the City’s election on Tuesday, August 1st and the County’s primary election on Tuesday, August 15th.  Congratulated Mrs. Shiver for recently being awarded the designation of Certified Municipal Clerk by the International Institute of Municipal Clerks. City Manager West said he and Commissioner Newsome met with Transit Director Darrell Rigsby at the Wiregrass Transit Authority (WTA) last week regarding some new programs WTA is trying out to run fixed routes from housing developments to certain routine locations. He said they will ask WTA to keep the City informed. 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 introduced Ordinance No. 2017-211 (recorded in Ordinance Book No. _______at Page_______), rezoning a parcel of land owned by Rays Restaurant, LLC, located at 1740 S. Oates Street from L-I (Light Industrial) and R-4 (Residential Attached-High Density) District to B-3 (Local Shopping) District. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Commissioner Newsome then moved for adoption of Ordinance No. 2017-211, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Schmitz introduced Ordinance No. 2017-212 (recorded in Ordinance Book No. _______at Page_______), annexing certain property owned by John R. & Sondra G. Price, located at 860 Bethlehem Road, into the city limits of Dothan. Commissioner Minutes of the Board of Commissioners – July 18, 2017, continued. Crutchfield moved for immediate consideration, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Commissioner Ferguson made a motion to amend the wording in Section 2 of the ordinance from District III to District VI, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Commissioner Kenward then moved for adoption of Ordinance No. 2017-212 as amended, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Schmitz, Dorsey, Newsome, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Schmitz introduced Resolution No. 2017-213 (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 Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-214 (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 August 1, 2017. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-215 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be nuisances by Resolution Number 2017-162 and 2017-192 and turning the costs over to the County Tax Collector so that the amounts 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 Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-216 (recorded in Ordinance Book No._______at Page_______), declaring certain personal property as obsolete and no longer needed for public or municipal purposes and authorizing the disposal of said property by whatever means is determined to be in the best interest of the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-217 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of steel casing jack, bore, ductile iron water pipe with restraint joints, tapping sleeve and valve, and associated appurtenances at MP 19.90 on East Cottonwood Road in Dothan. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this work is associated with the red water program. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-218 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of one tapping tee and valve on existing water main with ductile iron pipe for fire hydrant, one water tap on existing water main with water service to the right-of-way for service meters to serve the Hartford Highway Commercial Development located in Dothan. Commissioner Kirkland Minutes of the Board of Commissioners – July 18, 2017, continued. moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-219 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Poly, Inc. for professional consulting services for Highway 84/ACOM Shared-Use Trail, in the amount of $34,500.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West clarified for Commissioner Kenward that this money will come out of City fund reserves because the grant does not pay for the design, the money was not budgeted because we did not know we would receive the grant. He added that the budget was prepared two years ago. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-220 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama for construction improvements including construction engineering and inspection for Highway 84/ACOM Shared-Use Trail, in the amount of $569,496.00. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said we have received a $400,000 grant to go toward this amount. Commissioner Ferguson asked for detail on the length and surface of the trail, and Public Works Director Jerry Corbin explained that the trail will extend from where the current sidewalk ends at Beverlye Crossing Apartments to the Alabama College of Osteopathic Medicine (ACOM) and will be concrete. Planning Director Todd McDonald confirmed for Commissioner Ferguson that if we start on this trail and then decide to do a corridor study, it would have to incorporate what is already existing. Mr. McDonald said the consultant is aware of this project. Mayor Schmitz provided some background information regarding this project to include discussions held with the faculty and students. He said the goal is to connect the medical school to our City while providing safe transportation for students who bike and walk. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-221 (recorded in Ordinance Book No._______at Page_______), approving the Final Summary Change Order to Tolleson Construction, LLC for ADA, Plumbing and Finish Upgrades at Rose Hill Senior Adult Center for a net increase of $9,291.00 and a final amount of $247,041.00. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-222 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, issuing a Notice to Proceed and other related documents to Hollon Contracting, LLC for the Civic Center Dressing Rooms Renovations in the amount of $223,544.00, including all alternates, and appropriating funds for said renovations. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said $500,000.00 was set aside two years ago for Civic Center improvements, and therefore the money will be appropriated from the reserves for this purpose. He added that $80,000.00 of the reserved money is going toward the renovations of the Commission Chambers. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-223 (recorded in Ordinance Book No._______at Page_______), approving Change Order No. 1 to John D. Stephens, Inc. in the amount of $73,196.82 for the Rock Creek/Little Choctawhatchee Trunk Line, bringing the total contract amount to $6,755,054.18. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this amount is a decrease in the contract amount. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-224 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to Cobb Environmental & Technical Services, Inc. for the Fuel Storage and Dispensing Facility Project at the Public Works Complex in the amount of $145,790.00. Commissioner Kirkland moved for adoption, motion seconded by Minutes of the Board of Commissioners – July 18, 2017, continued. Commissioner Newsome. City Manager West clarified for Commissioner Ferguson that this work will entail repairing the tanks, replacing the lines, and upgrading the electrical systems associated with tracking the fuel. Commissioner Kirkland said he feels we need to be proactive to make sure we do not have these same problems with our other fuel stations. City Manager West confirmed the City has two other fuel sites. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-225 (recorded in Ordinance Book No._______at Page_______), entering into a contract with the Riley Group to decommission the HA IBM Power 7 (AS400) and establish a Public Safety Archive environment for legacy SunGard data at a cost of $24,500.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is the City’s second AS400 which was primarily for the 911 Center, and the computer is actually located in the safe building at the Westgate Park tower. He explained that since the Police Department only uses this for historical data we will bring it down rather than running it every day and we will have backup dates if they need historical data. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-226 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with GRS Government Revenue Solutions, LLC d/b/a/ Revenue Discovery Systems for business license discovery and recovery services for a one (1) year period. Commissioner Newsome moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-227 (recorded in Ordinance Book No._______at Page_______), authorizing the Planning Department to release the RFQ to interested parties to conduct environmental site assessments, evaluate the submittals and submit a recommendation for a consultant to conduct the assessments. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is associated with the Brownfield Grant; choosing a consultant and then notifying the Environmental Protection Agency. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-228 (recorded in Ordinance Book No._______at Page_______), approving and adopting the 2017 Year Third Annual Action Plan, which reflects the goals in the 2015-2019 Consolidated Plan. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland. City Manager West said this is the Community Development Block Grant. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-229 (recorded in Ordinance Book No._______at Page_______), donating a surplus police vehicle (Ford Crown Victoria) to the City of Midway, Alabama (Bullock County). Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-230 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Dick’s Sporting Goods for sponsorship of the Dothan Leisure Services Youth Football and Soccer programs. Commissioner Kenward moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-231 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of June, 2017 in the amount of $17,833,653.04. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this month had three pay periods and an extra week of payments to Blue Cross Blue Shield. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-232 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City. Minutes of the Board of Commissioners – July 18, 2017, continued. ITEM VENDOR AMOUNT Cold Water Turbine & Compound Consolidated Pipe & Supply See Prices in Water Meters, per Bid Specifications Montgomery, AL Description 1. Cold Water Compound Meter with Plate Strainer, According to Section 05000: Meter Size 2" Quantity of Complete Units: 3 (more or less) Unit Price Complete Assembly: $1,005.00 Meter Size 3" Quantity of Complete Units: 2 (more or less) Unit Price Complete Assembly: $1,468.00 Meter Size 4" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $1,767.00 Meter Size 6" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $3,059.00 Meter Size 8" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $5,555.00 2. Cold Water Turbine Meter with Plate Strainer, According to Section 06000: Meter Size 2" Quantity of Complete Units: 3 (more or less) Unit Price Complete Assembly: $733.00 Meter Size 3" Quantity of Complete Units: 2 (more or less) Unit Price Complete Assembly: $923.00 Meter Size 4" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $1,065.00 Meter Size 6" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $1,865.00 Meter Size 8" Quantity of Complete Units: 1 (more or less) Unit Price Complete Assembly: $2,828.00 Westgate Recreation Center McCord Contract Floors, Inc. $ 19,847.00 Lobby Carpeting, per Bid Dothan, AL Specifications: Total Cost: $19,847.00 Other Purchases: Hot-Oil Vacuum Fill Service & Transformer Services, Inc. $ 39,766.00 Testing for 3 Phase Power Hillsboro, OR Transformer: Professional Service Body Repairs to Utility Truck Altec $ 24,916.54 (Vehicle #3123) Caused by Birmingham, AL Accident: Sole Source Provider Reimbursed by Insurance Minutes of the Board of Commissioners – July 18, 2017, continued. ARCGIS & ARCINFO: ESRI $ 50,000.00 Maintenance Renewal for 1 year Redlands, CA 7/23-/2017-7/22/2018 Sole Source Provider Estimated Trash Disposal Costs Omussee C & D Landfill $ 80.000.00 for the Remainder of FY 2017: Dothan, AL Quantity 5,925.92 Units (more or less) Unit Price: $13.50 Estimated Solid Waste Disposal Waste Away Group dba $ 262,000.00 Costs for the Remainder of Waste Management FY 2017: Tipping Fee Unit Cost Midland City, AL per Ton: $38.39 Quantity 6,825 Tons (more or less) Commissioner Kirkland then moved for adoption of Resolution No. 2017-232, motion seconded by Commissioner Dorsey and unanimously carried. Mayor Schmitz introduced Resolution No. 2017-233 (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 $ 1,521.56 Romona Marcus of Alabama (GFOAA) Summer Conference & Training Program Orange Beach, AL Susie Peters Gracie Survival Tactics (GST) Law $ 2,898.00 Cory Bennett Enforcement Instructor Certification Course Level 1 Certification Louisville, KY Pete Webb Alabama Association of Fire Chief’s Summer $ 720.18 Conference 2017 Orange Beach, AL Larry Williams Alabama Association of Fire Chief’s Summer $ 1,017.77 Conference 2017 Orange Beach, AL Shan Ash Alabama Association of Fire Chief’s Summer $ 790.18 Conference 2017 Orange Beach, AL David Childs 2017 NAFA Southern Regional Conference $ 597.00 Orange Beach, AL Doug Magill Alabama Association of Polygraph Examiners $ 1,550.00 Tim Mullis Annual Seminar Orange Beach, AL Kevan Kelly Fall Municipal Law Conference $ 799.14 Orange Beach, AL Allen McJunkins International Construction & Utility Equipment $ 2,954.00 Lance Littlefield Exposition (ICUEE) Robert Waters Louisville, KY Dan Williams Alabama Urban Forestry Association 2017 $ 941.16 Conference Orange Beach, AL Rose Evans-Gordon 2017 Municipal Court Summit $ 1,000.00 Tonja Minnifield Birmingham, AL Commissioner Kirkland then moved for adoption of Resolution No. 2017-233, motion seconded by Commissioner Kenward and unanimously carried. Minutes of the Board of Commissioners – July 18, 2017, continued. Commissioner Kenward moved to accept Warranty Deeds and a Temporary Construction Easement from Everett Construction Company, Tract 3 and Danny M. Hayes, Tract 34 for right-of-way for the Denton Road CR 25 widening and add lanes project, motion seconded by Commissioner Dorsey and unanimously carried. Commissioner Ferguson moved to accept an Easement from Southside Baptist Church to construct water line improvements on South Appletree Street and West Cottonwood Road, motion seconded by Commissioner Crutchfield and unanimously carried. Commissioner Newsome noted earlier in the meeting that this easement incorrectly reflects West Cottonwood Road and should be East Cottonwood Road. Commissioner Kirkland moved to approve a claim filed by Latoya M. Jackson in the amount of $23,286.00, motion seconded by Commissioner Dorsey and unanimously carried. There being no further business, Commissioner Kirkland 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