City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING AUGUST 15, 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, August 15, 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. Pastor Stephen Russell, Central Baptist Church, then led in prayer, afterwhich Commissioner Crutchfield led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of August 1, 2017, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Schmitz welcomed Mayor-Elect Mark Saliba, congratulated him, and thanked him for joining us today. Mayor Schmitz said he has invited Dothan Area Chamber of Commerce President Matt Parker to provide an update due to the recent closing and layoff announcements made by Nypro and Treehouse Foods. Mr. Parker said the affected employees are being reached out to and options such as other training opportunities and available jobs are being provided. He explained that these opportunities are being aligned and tied together with the end dates of production at each of these facilities in order to minimize the impact on those affected. He expressed that although we have suffered some setbacks, the Chamber is always seeking opportunities and are really excited about the new International Beams project, the Gateway Tire project, and Air Performance’s expansion project in Geneva County. He said right now our community is blessed with having over 1,000 job openings in our market, our economic development activity has been very good, we are still in the final two on a major decision for our market, and we are continuing to work on other prospective projects as well as developments for future opportunities. Mayor Schmitz thanked Mr. Parker and the Chamber for what they do, and Commissioner Crutchfield expressed appreciation for the emails sent on a regular basis with available job information and links. Mr. Parker said he would like to thank our legislative delegation for establishing and funding the workforce development regions in the state, and he recognized and publicly thanked State Representative Paul Lee who was present in the audience. Commissioner Dorsey thanked the department heads for the job they do and for having tough skin. He said he gets phone calls that are hard and he can just imagine the phone calls they get because a lot of times they are the ones who solve the problems. He said he wanted to thank them publicly for being able to take a licking and keep on ticking. Commissioner Kirkland thanked the citizens in District 3 for their confidence in him as a commissioner. He said he enjoys serving and having no opposition this time has been easy. Commissioner Kirkland said the funeral for Ben Jackson, a longtime businessman who founded Jackson Gas & Electric, will be held this afternoon and the funeral for Willene Teate, wife of Mr. Jimmy Teate at Dothan PowerSports, will be held tomorrow. He asked that everyone remember these families in their prayers. Commissioner Ferguson thanked the citizens of District 4 for re-electing him on August 1st, and he said it has been an honor and a privilege to serve and to work Minutes of the Board of Commissioners – August 15, 2017, continued. with the Commission, the department heads, and City Manager West. He said he looks forward to another four years. Commissioner Ferguson requested everyone to keep Leisure Services Director Elston Jones and his daughter in their prayers. In light of last night’s outage and customers having issues calling in to report, Commissioner Ferguson requested an update on the outage software and asked when the system is expected to be fully operational. City Manager West explained that information had to be gathered first in order for the software to be accurate. Electric Operations Superintendent Chris Phillips said the inventory of the electric system for the overhead portion has just been finished and this data will be provided to Milsoft for conversion back to a full electric model, which will take approximately six months. He said customers can call 615-3302 and they will get a response, either from our IVR system during normal business hours or the communications center after hours. Mr. Phillips said it is vital that customers make sure they have the correct phone number tied to their account for this system to work correctly. Commissioner Kenward thanked the citizens of District 5 and said she is looking forward to four more years. Commissioner Kenward said she would like to say a public thank you to our police officers for doing a great job directing traffic at the intersections while the lights were out and keeping everybody safe during the storm last night. Commissioner Crutchfield thanked the citizens of District 6 for giving him the opportunity to serve for four more years, and he looks forward to it. Commissioner Crutchfield said the events that happened last night makes him proud to live here. He said people put their lives on the line out in the weather and responded to many different calls. He said it is great to live in a community where we can respond and overcome issues that come up. City Manager West requested Assistant Public Works Director Charles Metzger to provide information about battery backups. Mr. Metzger explained how the battery backups work, and he said the backups are being added at key intersections as the budget allows in order to keep the signals working properly and traffic moving during outages. Mayor Schmitz expressed his appreciation to Police Chief Steve Parrish, Dothan Utilities Director Billy Mayes, Public Works Director Jerry Corbin, Mr. Metzger, and General Services Director Randy Morris for their departments’ response during the storm last night. City Manager West made the following announcements and comments:  Staff will be hosting a developer’s forum in the Opera House this Friday, August 18th from 9:00 a.m. until 12:00 p.m. Presentations will be made on development rules and feedback will be solicited. Hopefully this will become at least an annual affair to improve the dialogue between City staff and the development community. Commission members are encouraged to stop by during the forum.  Foster Fest is this Friday, August 18th from 6:00 p.m. until 10:00 p.m. This event continues to grow and is wonderful for downtown.  The Leisure Services Department is sponsoring Senior Day on Wednesday, August 23rd from 9:00 a.m. until 2:00 p.m. in the Civic Center arena. There will be dancing, entertainment, and vendors. This is a good addition to the opportunities being provided to the seniors in our community.  A work session for the Commission will be held on Tuesday, August 29 th at 10:00 a.m. to review the budget. Minutes of the Board of Commissioners – August 15, 2017, continued.  The Fire Department will have their annual “Going for the Gold” fundraiser to raise money for childhood cancer on Saturday, August 26th at Westgate Park beginning at 4:00 p.m. and there will be a night run around the trail.  The Leisure Services Department hosted a statewide archery tournament at Eastgate Park this past weekend with 103 participants, which was one of the largest events they have had.  City offices will be closed on Monday, September 4th in observance of Labor Day and there will be no sanitation collection on this date. Garbage and recycling collection will be rescheduled for Wednesday, September 6 th. There will be no make-up day for trash collection. Mayor Schmitz welcomed Major General Roger Peterson, USAF, Retired, who is back from traveling the world, and he said it is always an honor to have him present in our Chambers. Mayor Schmitz introduced Ordinance No. 2017-247 (recorded in Ordinance Book No. _______at Page_______), authorizing the issuance of the City’s General Obligation Warrant in the aggregate principal amount of $17,000,000 to fund a portion of the costs of construction, equipping and providing a regional public safety training facility. Commissioner Kirkland 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 Kirkland then moved for adoption of Ordinance No. 2017-247, motion seconded by Commissioner Kenward. City Manager West said 2.54 percent is an excellent rate. Mayor Schmitz said Dr. Barbara Alford and the Wiregrass Foundation have agreed to pay $20,000,000 of the cost for this facility and we are very grateful. There being no further discussion 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. 2017-248 (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 2017-195 and 2017-213 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. 2017-249 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Wiregrass Rehabilitation Center, Inc., to provide maintenance services at an annual cost of $465,206.79 (plus approximately $17,000.00 per year for Rip Hewes Stadium Cleanup). Commissioner Kenward moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said there is no increase in this cost. Mayor Schmitz said the Wiregrass Rehabilitation Center’s mission is wonderful, and he thanked Executive Director Paul Lee for all the great work they do for the community. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-250 (recorded in Ordinance Book No._______at Page_______), submitting a grant application in the amount of $10,000.00 to the Alabama Department of Economic and Community Affairs (ADECA) through an Energy-Efficient Retrofits of Local Governments and Non- Profit State Energy Program for assistance to upgrade the lighting in the general parking and other areas at Westgate Recreation Center and Water World. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-251 (recorded in Ordinance Book No._______at Page_______), submitting a grant application in the amount of Minutes of the Board of Commissioners – August 15, 2017, continued. $20,000.00 to the Alabama Department of Economic and Community Affairs (ADECA) through an Energy-Efficient Retrofits of Local Governments and Non- Profit State Energy Program for assistance to upgrade the lighting in the general parking and other areas at Cypress Creek Waste Water Treatment Plant. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-252 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed and other related documents to Video Industrial Services, Inc. for the Omussee/Little Choctawhatchee Rehab Project for the sum of $142,900.00, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this is the manhole rehabilitation program which is part of the Administrative Order on Consent and the money has been set aside in the fund balance for this purpose. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-253 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation to lower three (3) sections of water main on development lot to avoid construction conflicts, install one (1) tee and valve to serve fire hydrant, and install one (1) tap and water service for irrigation for expansion of existing Bama RV business on Montgomery Highway. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Mayor Schmitz said we are glad they are expanding. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-254 (recorded in Ordinance Book No._______at Page_______), entering into a Private Development Agreement with Tripod Properties, LLC for a 2” tap and meter bank with meters installed off right-of-way at Riverwood Centre, located at 2411 Hartford Highway Suites #1-4 in Dothan, AL. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-255 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed and other related documents to L & K Contracting Company for the South Appletree Street Watermain Replacement for the sum of $646,960.00, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Newsome. City Manager West said this is part of our red water program to replace pipes. He explained that $500,000 was set aside and designated in reserves, $100,000 is in Dothan Utilities budget, and the remaining amount will come from reserves. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-256 (recorded in Ordinance Book No._______at Page_______), amending the agreement with the U.S. Department of Justice through the United States Marshals Service, approved by Resolution No. 2017-20, to adjust the funding amount of $11,500.00 to $12,500.00 for reimbursement of overtime costs for officers working Gulf Coast Regional Fugitive Task Force cases, and appropriating funds for said costs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-257 (recorded in Ordinance Book No._______at Page_______), amending the agreement with the Federal Bureau of Investigation, approved by Resolution No. 2014-244, to include a one-time funding for equipment purchases in Fiscal Year 2017 not to exceed $1,520.00, and appropriating funds for said purchase. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland. Chief Parrish clarified for Commissioner Newsome that there is only one officer assigned to this task force at this time and the purchase will be for specialty equipment for that officer. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – August 15, 2017, continued. Mayor Schmitz introduced Resolution No. 2017-258 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the Federal Bureau of Investigation for reimbursement of overtime expenditures related to the Central Alabama Safe Streets Task Force in the amount of $17,375.00, and appropriating funds for said grant. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-259 (recorded in Ordinance Book No._______at Page_______), entering into a Memorandum of Agreement with the United States Department of Justice Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) for reimbursement of overtime and other costs incurred while providing resources to assist ATF in an amount not to exceed $15,372.00 from 2017-2020 annually, and appropriating funds for said costs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-260 (recorded in Ordinance Book No._______at Page_______), applying for and accepting funding from the PetSmart Charities Emergency Relief Grant in the amount of $4,095.00 to be used to assist in spay and neuter cost for 57 seized dogs. Commissioner Kenward moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Kirkland requested an update on this case. Chief Parrish said he has met with the district attorney on a couple of occasions and the district attorney has in turn met with the defense team for the two suspects. Chief Parrish said he anticipates a plea agreement may be reached in the new few weeks. He said he and the district attorney have met with local animal rights groups and discussed punishment relative to finding these animals a home. Chief Parrish said some of these dogs were very small when seized and now they are growing up so it is very important to reach this deal, not only from the financial standpoint, but for the welfare of the animals. He explained that should the plea agreement be accepted and approved by the judge a significant portion of what the department has spent will be received back. Commissioner Kirkland and Chief Parrish noted that many people have expressed a desire to adopt and nurture these animals. Chief Parrish said he has discussed with City Manager West the idea to have some type of an auction for these animals and invest the money back into our animal services program. Mayor Schmitz and Commissioner Kenward said this is a wonderful idea. Chief Parrish said he will keep them informed and a lot of detail will be put in to advertising the event. He said some of the birds are on the endangered species list and may need to be donated to a zoo. He said the primary concern is the welfare of all of the animals, and hopefully this case will be resolved soon. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-261 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of July, 2017 in the amount of $15,729,687.09. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-262 (recorded in Ordinance Book No. _______at Page_______), approving other purchases over $15,000.00 by the City, and appropriating funds for said purchases. ITEM VENDOR AMOUNT Professional Legal Services Maynard, Cooper, & Gale, P.C. $ 29,042.62 through 6/30/2017 Birmingham, AL Claim Number: 2003366 Professional Legal Services Maynard, Cooper, & Gale, P.C. $ 27,733.94 through 6/30/2017 Birmingham, AL Claim Number: 2003344 Engineering Services & Rental Doble Engineering Co. $ 25,700.00 of Doble M4100 Analyzer: Watertown, MA Sole Source Provider Rental: $23,370.00 Doble Test Assistant Software Updates: $2,330.00 For the Period of: 9/5/17-9/4/18 Minutes of the Board of Commissioners – August 15, 2017, continued. SEL-2411 Programmable Schweitzer Engineering Labs, Inc. $ 62,880.00 Automation Controller:1 c/o Power Connections Unit Price $2,001.00 Newnan, GA Hinged Wall Mount Bracket: Unit Price: $95.00 Quantity 30 each, Sole Source Provider Hot Oil Vacuum Fill Transformer Service, Inc. $ 9,745.00 Service & Testing for 3 PH Hillsboro, OR Power Transformer for 515 Monument St.: Emergency Repair Professional Service Replacement of Ten (10) Master Medical Equipment, LLC $ 16,325.00 Zoll M-Series Cardiac Monitors Jackson, TN with Refurbished Zoll E-Series Monitors:2 Cost of 10 Refurbished Zoll E-Series Monitors: $19,050.00 Trade In of the Current M-Series Monitors & Misc. Parts-Cables, Etc.: $2,725.00; Total Cost to Purchase After Trade In: $16,325.00 Small Equipment & Vehicle Tires Tri-State Rubber Company, Inc. $ 20,000.00 Tires Purchased from Tri-State Dothan, AL Rubber, when they have lowest price: Thru September 30, 2017 Progressive Bike Ramps:3 Progressive Bike Ramps $ 27,554.53 Triple Roller & Curved Wall Joplin, MO Including Installation; NJPA Co-Operative Contract #030117-ARC Ultra Shade Structures, Including Gametime c/o $ 39,061.84 Stamped Engineering Drawings & J A Dawson & Company Installation: U S Communities Pelham, AL Contract #2017001134 Notes: 1 These are programmable controls that will be interfaced with SCADA to control wells on the water distribution system. 2 Only Zoll can offer a meaningful trade -in allowance on Zoll products. It is highly important that first responders are not confused by differing operational procedures in a life preserving situation. It is critical that the documented processes for the EMT be consistent. Amount is less than estimate on the last Administrative Agenda due to additional trade-ins. 3 Wiregrass Foundation Grant funds Commissioner Kirkland then moved for adoption of Resolution No. 2017-262, motion seconded by Commissioner Crutchfield. Commissioner Ferguson asked if the defibrillators are for City facilities or emergency vehicles, and City Manager West said they are for the fire trucks. Fire Training/Safety Chief Sean Gibson confirmed for Commissioner Ferguson that the monitors in the facilities are current. Chief Gibson added that this program was finished about six months ago with the last installation and they are kept in a six month rotation. There being no further discussion, the resolution was unanimously adopted. Mayor Schmitz introduced Resolution No. 2017-263 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Sandi Jarrett NENA Center Manager Certification $ 1,140.50 Kristen Brooke Adkins Program Mobile, AL Scott Owens GPAC Meeting $ 311.90 Forsythe, GA Minutes of the Board of Commissioners – August 15, 2017, continued. Toni Hunter Alabama Criminal Justice Training Center $12,625.00 Benjamin Zaleski (Police Academy) Gregory Bell Selma, AL Raymond Gross Justin Massenburg Andrew Ormerod Kyle Coker Drug Interdiction Techniques – Patrol $ 184.00 Paul Cochrane Gulfport, MS Jinri Jiang 2017 ASCA Clinic $ 0.00 Washington, DC Trampas Gougler 30th Annual Alabama Governor’s Safety $ 1,040.00 and Health Conference Orange Beach, AL Sean Gibson Regional Training Center Planning Meeting $ 50.00 Stephen Messer Tuscaloosa, AL Stephanie Hollis 2017 AMCCMA Annual Conference $ 3,578.00 Eunice Knight Orange Beach, AL Tonja Minnifield Jason Adkins ROCIC Homicide Conference $ 2,230.00 Brian Smith Biloxi, MS Will Glover Jonathan Godwin Billy Mayes Electric Cities of Alabama (ECA) Board of $ 2,900.00 Chris Phillips Directors Meeting and Engineering & Allen McJunkins Operations Conference Jessi Harden Hoover, AL Sammie Hancock Replicating Adverse Dynamics/Aggressor $ 991.00 Instructor (RAD) Murfreesboro, TN Kyle Coker Patrol Officers Response to Street Drugs $ 476.35 Houma, LA Maurice Head National Community Development $ 1,478.00 Association Regional Conference Greensboro, NC Bob Wilkerson Georgia Environmental Conference $ 1,441.71 Jekyll Island, GA Allen Rockwell Asbestos Inspector Recertification $ 768.00 Alan Souders Tuscaloosa, AL Rosalinda Grace Fall Camporee at Camp ASCAA $ 100.00 Lorena Guttowsky Jackson Gap, AL Toye Hatcher Angie Lowe Tony Thorne Commissioner Kirkland then moved for adoption of Resolution No. 2017-263, 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 Newsome and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk See approval next page: Minutes of the Board of Commissioners – August 15, 2017, continued. Approved: /s/Mike Schmitz, Mayor /s/Kevin Dorsey, Associate Commissioner 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