City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING OCTOBER 17, 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, October 17, 2017 with the following members present: Mayor Mark Saliba, Associate Commissioners Janasky Fleming, Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. Commissioner Kevin Dorsey was absent. Also present were City Manager Michael West, Assistant City Clerk Wendy Shiver, who recorded the Minutes of the Meeting, and the local news media representatives. City Clerk Tammy Danner was absent. Mayor Saliba called the meeting to order. Personnel Director Delvick McKay 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 October 3, 2017, be approved, motion seconded by Commissioner Fleming and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming October 23-31, 2017 as “Red Ribbon Week” in the City of Dothan. Susan Trawick, Executive Director at Dothan-Houston County Substance Abuse Partnership, Molly Mathews, Youth Council Vice-President, and Youth Council Members were present for the proclamation. Commissioner Fleming said it is truly brave of these students to be in this position in 2017 when it is so popular to do otherwise and they should be commended along with the adults who are mentoring and working with them. Commissioner Fleming invited everyone to attend a “Meet and Greet” today with Dothan Housing Authority Program Coordinator Deandrea Peterson and himself from 4:30 until 5:30 p.m. at the Henry Green Apartments clubhouse. He said this event will serve the residents of Henry Green, Marvin Lewis, and Ussery Apartments, and there will also be a “Meet and Greet” on Tuesday, October 24th at McRae Homes on Chickasaw Street. He said this effort is to start an outreach with the Dothan Housing Authority. Commissioner Fleming thanked City Manager West for his email with the number of cutoffs the City has had because this is very important information. He said he has also requested this information to be broken down in to districts if possible. He said he does not know if we have this technology yet, but this is something he would love to explore in order to see the number of cutoffs per district. Commissioner Fleming announced that there will be an event at Grandview Elementary School on Saturday, November 18th at 3:00 p.m. to explore bullying from his district’s standpoint. He said there will be psychologists present to talk about bullying, from all sides, in hopes of being able to help kids and to allow kids to help themselves. He said this event is free and open to the public. Commissioner Kirkland said he is glad to be back home after a couple of weeks off, and he reminded everyone to keep Police Chief Steve Parrish and his family in their prayers in the loss of his Mother. Commissioner Ferguson said he asked some time ago if someone from our Legal staff could attend the Planning Commission and Board of Zoning Adjustment meetings, realizing our appointed members are not experts in law. He said the decisions members make have great impact on businesses and livelihoods. He said he wants to make sure we are doing the right thing each time and he thinks it would be good for us to have some oversight and legal guidance. Minutes of the Board of Commissioners – October 17, 2017, continued. Commissioner Crutchfield reminded everyone that Foster Fest is this Friday night. He said this a great event and it shows what all is going on downtown. He encouraged those who have never attended to come out. City Manager West, along with Public Works Director Jerry Corbin, presented a service award to Tommy Burns, for twenty-five years of service with the City. City Manager West invited Christy Keyton, owner of Naomi & Olive and Bird & Bean, to discuss downtown Dothan. Mrs. Keyton spoke about the increase in activity that has been happening downtown over the last two years and how exciting it has been. She asked that the City get a vision, get behind the private investors, and streamline the process for those investing in downtown. She thanked the DDRA for all of their help, and she encouraged everyone to come to Foster Fest. Commissioner Crutchfield thanked Mrs. Keyton for her investment in downtown. City Manager West invited DDRA Executive Director Jamie Bienvenu and Board Chairman Pat Thomas to make a presentation. Mrs. Bienvenu provided details regarding the newly established Dothan Downtown Heritage Fund, and she explained that this is a way to get more community engagement. She spoke about the current Porter Hardware Project, and she said though the DDRA partnered with the City for funding of the renovation process, there are some needs within Porter in order to restore the building to its original glory. She said the DDRA’s goal is to create a museum and a local CVB satellite operation so that it can become a destination downtown. She said a lot of the buzz happening downtown has to do with the local investors and, along with the events such as Foster Fest, the objective is to bring everybody back to the heart of the City which is the downtown core. She discussed the membership levels of the Heritage Fund and she explained this is a way for families to get involved, be invested, and have a say in projects being done downtown. She said it is really important moving forward that we create a vision and work closely with the City, while also getting community input and buy-in. In regards to the increase in traffic mentioned by Mrs. Keyton during her discussion, Commissioner Kenward added that as a downtown business owner, it is a wonderful problem to not have a parking space. She said it used to only happen on court days and now almost every day when she arrives to her office the spaces on North Foster Street are full. She said the City has funded a wayfinding study and there will soon be signage in place to point people to the approximately 1,600 parking spaces available in downtown. Commissioner Kenward expressed appreciation to the DDRA for their vision. Mr. Thomas thanked the Commission for their partnerships. He said there are currently sidewalks being taken up and water mains/sewer taps being put in to the buildings. Commissioner Kirkland said people have been asking what they can do to help with the Porter Museum, and he requested the DDRA notify the City when the renovation is complete so that this help can be provided with cleaning and putting inventory back on the shelves. Mayor Saliba thanked Mrs. Keyton for her testimony and passion for downtown, and he expressed gratitude to Mrs. Bienvenu for taking to heart downtown and the DDRA’s mission and Mr. Thomas for continuing to do all that he does for our City after all of the service he has already provided to our community. City Manager West made the following announcements and comments:  The annual Diabetes & Wellness Workshop will be held this Thursday, October 19th beginning at 8:00 a.m. in the Dothan Civic Center. Everyone is invited to attend this phenomenal event, and if you have never been, stop in to see all the vendors who support this event. Thank you to the Wiregrass Foundation for their purchase of lunch.  The National Peanut Festival Cubmobile Derby will take place on Saturday, October 21st at 10:00 a.m. on East Main Street at the overpass. This is a great event to watch.  Eighty teams are playing in this weekend’s travel ball tournament at multiple venues around the City. Minutes of the Board of Commissioners – October 17, 2017, continued.  A meeting regarding the Brownfields Assessment grant will be held tomorrow, Wednesday, October 18th, at 1:00 p.m. in the Board Room of the Civic Center. Representatives from ADEM and EPA will be present.  An affordable housing meeting will be held at the Downtown Library on Monday, November 6th at 6:00 p.m. Staff will make a presentation to the Commission at the November 7th meeting. Mayor Saliba introduced the application of Sharon Powell for a Special Retail (More than 30 days) License (On or Off premise) for Hampton Inn and Suites, located at 4684 Montgomery Highway. Mayor Saliba asked if there was anyone present to speak on this matter and there were none. Commissioner Kirkland moved for approval, motion seconded by Commissioner Crutchfield. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of John Moore for a Retail Beer and Retail Table Wine License (On premise) for Murphy USA #7691, located at 4454 Montgomery Highway. Mayor Saliba asked if there was anyone present to speak on this matter and there were none. Commissioner Kenward moved for approval, motion seconded by Commissioner Kirkland. City Manager West said this location is at Northside Walmart. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of Michael Long for a Retail Beer License (On or Off premise) for Momma Goldbergs Deli, located at 1550 Westgate Parkway, Suites 1, 2, and 3. Mayor Saliba asked if there was anyone present to speak on this matter and there were none. Commissioner Kenward moved for approval, motion seconded by Commissioner Kirkland. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba announced a Public Hearing regarding the abatement and removal of noxious or dangerous weeds. There being no one present to speak, Mayor Saliba declared the Public Hearing closed. Mayor Saliba introduced Ordinance No. 2017-331 (recorded in Ordinance Book No. _______at Page_______), re-adopting the City of Dothan Zoning Map to officially incorporate changes that have occurred since September, 2010. Commissioner Kenward moved for immediate consideration, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Saliba, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Kenward then moved for adoption of Ordinance No. 2017-331, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Saliba, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Saliba introduced Resolution No. 2017-332 (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 Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-333 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be nuisances by Resolution Numbers 2017-266 and 2017-296 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. Minutes of the Board of Commissioners – October 17, 2017, continued. Mayor Saliba introduced Resolution No. 2017-334 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of an aerial crossing across AL Hwy 52 (Hartford Hwy) to serve Eye Surgical Associates. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-335 (recorded in Ordinance Book No._______at Page_______), renewing the contract with the Southern Alabama Regional Council on Aging (SARCOA) to receive funding from the Houston County Tobacco Tax Fund for senior citizen programs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-336 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola d/b/a Public Engines for Command Central Analytics and Crime Reports Plus software for the Dothan Police Department. Total cost for the first year is free; cost for second year is $13,078.80, if not cancelled. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-337 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Zoll Data Systems, Incorporated for implementation of RescueNet ePCR at $13,800.00 and a hosted software license agreement for Hosted RescueNet ePCR Premium (per PCR per month at a unit price of $1.50), and appropriating funds for said software. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Fleming asked if this amount is in the budget, and City Manager West replied that the money will be appropriated. City Manager West explained that this will replace some problematic software and is a step up in technology as it will provide communication with the state fire marshal’s office as well as the local emergency rooms. I.T. Systems Analyst Robb Meredeth said after this first implementation, the price will drop to approximately half the amount of the software that is being replaced. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-338 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to CooperCraft Communications, Inc. to furnish all labor, materials, supplies and services for the Access Security Controls Citywide project in the amount of $169,053.50 for year one base bid, cloud based support for the cost of approximately $5,700.00 for year two and approximately $5,358.00 for year three, plus hourly labor and additional portals if required, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West explained there are security needs at certain City facilities and the use of fob keys will control access to those areas. Mr. Meredeth confirmed for Commissioner Ferguson that the low bidder did not meet specifications, and City Manager West discussed the facilities included in this project. Mr. Meredeth added that this will bring all access controls under the same system. Commissioner Ferguson said this is a lot of money and he hopes it is worth it. City Manager West said all but $37,000 of the cost is available in the budget. Mr. Meredeth confirmed for Commissioner Crutchfield that the current system is server based and this system is cloud based. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-339 (recorded in Ordinance Book No._______at Page_______), declaring a Dell R710 computer server as surplus and no longer needed for public or municipal purposes and authorizing the City of Dothan IT Department to donate the Dell R710 computer server to the Town of Summerdale Police Department in Baldwin County. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West confirmed for Commissioner Fleming that the City will not be held liable for any faults because the equipment is being accepted as is and will be made in writing. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – October 17, 2017, continued. Mayor Saliba introduced Resolution No. 2017-340 (recorded in Ordinance Book No._______at Page_______), re-appointing Chris Judah as the City’s representative on the City of Dothan-Houston County Communications District Board. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-341 (recorded in Ordinance Book No._______at Page_______), appointing Michael Smith as a Member of the Board of Zoning Adjustment. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-342 (recorded in Ordinance Book No._______at Page_______), appointing David Crutchfield as the City’s representative to the Dothan Area Convention and Visitors Bureau Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and upon the motion being put to vote, those voting “yea,” were Saliba, Fleming, Kirkland, Ferguson, and Kenward; “nay:” none; “abstained: Crutchfield”. The motion was carried by the majority of five "yeas" to one “abstention.” Mayor Saliba introduced Resolution No. 2017-343 (recorded in Ordinance Book No._______at Page_______), appointing Seaborn Wood, IV as Landmark Park’s representative to the Historic Preservation Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-344 (recorded in Ordinance Book No._______at Page_______), appointing Kyle Cook as a Member of the Recreation Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming. Commissioner Crutchfield thanked Commissioner Fleming for this appointment. Commissioner Fleming said Mr. Cook is a long-time acquaintance of his, he and his wife are upstanding members of the community, and he is very excited to serve on this Board. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-345 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of September, 2017 in the amount of $20,338,641.20. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-346 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City, and appropriating funds for said bids and purchases. ITEM VENDOR AMOUNT 2014 Joint Fuel Bid, per Bid Southeastern Oil Company $ 160,000.00 Specifications: Delivery of Dothan, AL Transport/Short Loads of Fuel until new bid can be awarded and new vendors established. Pricing Short Loads Cents per Gallon Above Oil Price Information Service (OPIS): Amount of Bid-Markup All Grades Unleaded Gasoline, per Gallon: Unit Price: $.11 Ultra-Low Sulfur Diesel Fuel without Additive, per Gallon: Unit Price: $.11 Ultra-Low Sulfur Diesel Fuel with Additive, per Gallon: Unit Price: $.12 Pricing Fuel Cards Cents Per Gallon Discount Off Posted Price: Pricing Transport Loads Cents per Gallon Above Oil Price Information Service (OPIS): Amount of Bid-Markup Minutes of the Board of Commissioners – October 17, 2017, continued. All Grades Unleaded Gasoline, per Gallon: Unit Price: $.0370 Ultra-Low Sulfur Diesel Fuel without Additive, per Gallon: Unit Price: $.0370 Ultra-Low Sulfur Diesel Fuel with Additive, per Gallon: Unit Price: $.0470 All Grades Unleaded Gasoline without Ethanol, per Gallon Unit Discount: $.12 2017 Joint Fuel Bid, Davis Oil Company of Dothan, Inc. See Price in per Bid Specifications: Dothan, AL Description Pricing Short Loads Cents per Gallon Above Oil Price Information Service (OPIS): Amount of Bid-Markup All Grades Unleaded Gasoline, per Gallon: Unit Price: $.14 Ultra-Low Sulfur Diesel Fuel without Additive, per Gallon: Unit Price: $.14 Ultra-Low Sulfur Diesel Fuel with Additive, per Gallon: Unit Price: $.16 Pricing Fuel Cards Cents Per Gallon Discount Off Posted Price: All Grades Unleaded Gasoline without Ethanol, per Gallon Unit Discount: $.10 2017 Joint Fuel Bid, Mansfield Oil Company See Price in per Bid Specifications: of Gainesville, Inc. Description Pricing Transport Loads Gainesville, GA Cents per Gallon Above Oil Price Information Service (OPIS): Amount of Bid-Markup All Grades Unleaded Gasoline, per Gallon: Unit Price: $.104 Ultra-Low Sulfur Diesel Fuel without Additive, per Gallon: Unit Price: $.169 Ultra-Low Sulfur Diesel Fuel with Additive, per Gallon: Unit Price: $.0309 Rip Rap Class I & II Materials, per LDC, Inc. See Price in City of Dothan Bid Specifications: Dothan, AL Description Class I: Price per Ton: $14.85 Delivery Price Per Ton: $17.00 Total Delivered Price Per Ton:$31.85 Class II: Price per Ton: $13.85 Delivery Price Per Ton: $17.00 Total Delivered Price Per Ton: $30.85 Dothan Regional Public Safety Consolidated Pipe & Supply Co., Inc. $ 161,056.94 Training Center Water & Sewer Mount Meigs, AL Materials, per City of Dothan Bid Specifications: Total Price: $161,056.94 See bid tabulation sheet for materials list, quantities and unit prices. Quantities are estimated. Other Purchases: Strategic Planning: Lyle Sumek Associates, Inc. $ 23,456.85 Professional Services Palm Coast, FL Through 6/14/17 Professional Legal Services King & Spalding $ 3,159.00 Defense of EPA Enforcement Atlanta, GA Action: Project # 850310 Through 8/31/17 - $3,159.00 DLT Solutions Auto CAD Brand DLT Solutions $ 21,474.39 of Architecture/Engineering Herndon, VA Construction Collection Annual Minutes of the Board of Commissioners – October 17, 2017, continued. Software Maintenance Renewal Subscription Service: Sole Source Provider Paying for 2 Years For: 11/8/17-11/6/19 Garbage & Recycling Carts: Schaeffer Systems International, Inc. $ 242,645.00 Garbage Carts (95 gallon): Charlotte, NC Estimated Quantity: 2,500 Unit Price: $48.87 Recycling Carts (95 gallon): Estimated Quantity: 2,000 Unit Price: $48.87 Recycling Carts (65 gallon): Estimated Quantity: 500 Unit Price: $45.46 RFID Tags, Non-standard 12" wheels, freight & 5% Parts Included National Joint Powers Alliance (NJPA) Co-operative bid contract #041217-SFR. Commissioner Kirkland then moved for adoption of Resolution No. 2017-346, motion seconded by Commissioner Kenward and unanimously carried. Mayor Saliba introduced Resolution No. 2017-347 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Stacey McAllister Fire Explorer Weekend $100.00 Robert Herring Tuscaloosa, AL Commissioner Kirkland then moved for adoption of Resolution No. 2017-347, motion seconded by Commissioner Crutchfield and unanimously carried. Commissioner Ferguson moved to accept Warranty Deeds from James L. and Cornelia Glenn, Tracts 16 & 17 for right-of-way for the Denton Road (CR25) widening and add lanes project, motion seconded by Commissioner Crutchfield and unanimously carried. Commissioner Ferguson moved to accept a Warranty Deed from Hidden Creek Estates, Inc. for property acquisition for roadway improvements on Moore Road, motion seconded by Commissioner Crutchfield and unanimously carried. There being no further business, Commissioner Kenward moved that the meeting be adjourned, motion seconded by Commissioner Kirkland 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 – October 17, 2017, continued. Approved: /s/Mark Saliba, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Janasky Fleming, 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