City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING NOVEMBER 21, 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, November 21, 2017 with the following members present: Mayor Mark Saliba, Associate Commissioners Kevin Dorsey, Janasky Fleming, 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 Saliba called the meeting to order. Pastor Paul Edenfield, Bethlehem Baptist Church, then led in prayer, afterwhich Commissioner Fleming led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of November 7, 2017, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming December 1, 2017 as “World AIDS Day” in the City of Dothan. Neice Danzey, Division Manager of Community Education, Medical AIDS Outreach, and Jackie Snell, Southeast Region HIV Program Manager, HIV/AIDS Division, Alabama Department of Public Health, were present for the proclamation. Commissioner Fleming thanked Project Manager Melissa McGill for her help in providing information he requested for a young person who wants to get involved with City politics. Commissioner Fleming thanked Police Chief Steve Parrish and his staff for their quick response to last week’s threat incident at Northview High School. He said the incident postponed an in-school basketball game but the health and safety of the students, faculty, and staff were taken care of by Chief Parrish and the administration at Northview. Commissioner Fleming said Finance Director Lisa Reeder has been recovering from surgery and he wants to apologize to her publicly for still blowing up her email knowing she is out. Commissioner Fleming said he will hold an event in partnership with Vanessa Harris of SPINN (Single Parents in Need Nationally) at McRae Homes tomorrow to provide a Thanksgiving luncheon and job fair for the residents. He expressed appreciation to Personnel Director Delvick McKay, EEO Officer Darryl Mathews, Dothan Housing Authority Director Sam Crawford, and DeDe Peterson for their help with this event. Commissioner Kirkland said he was just thinking about the country we live in, and in celebrating Thanksgiving, we have a lot to be thankful for. He said he is thankful to be able to serve as a city commissioner and it is an honor. He said he is thankful to serve alongside his fellow commission members and he wished everyone a Happy and Safe Thanksgiving. Commissioner Ferguson said he would also like to wish everyone a Happy Thanksgiving and a hearty War Eagle! Commissioner Kenward said she was at a soccer tournament all weekend at Westgate Park and failed to see any of the recycling bins that the Commission was told would be put in the parks. She asked when this would be done because this was a huge tournament and a lot of plastic went in garbage cans. City Manager West said staff will check into this matter to ensure bins are in place. Minutes of the Board of Commissioners – November 21, 2017, continued. Commissioner Kenward and Commissioner Crutchfield also wished everybody a Happy Thanksgiving. Commissioner Crutchfield announced the Garden District Subdivision will have a Neighborhood Watch meeting on November 27th at 6:00 p.m. at the First United Methodist Church Christian Life Center. He said the Brentwood Subdivision is in the organizational phase of their Neighborhood Watch and residents will hold their first meeting on December 5th at 6:00 p.m. in the Westgate Recreation Center. In response to Commissioner Ferguson’s earlier comment, Commissioner Crutchfield said Roll Tide! City Manager West commended the departments of Dothan Utilities, Public Works, and General Services for working with the downtown merchants to put lights up on Foster Street. He said this is significant because it is the first time the merchants have been involved, he expressed that this is a good thing. City Manager West made the following announcements and comments:  City offices will be closed in observance of Thanksgiving on Thursday, November 23rd and Friday, November 24th. Regarding the sanitation schedule, Thursday residents will receive garbage and recycling pick-up on Wednesday, November 22nd and Friday residents will receive garbage and recycling pick-up on their regularly scheduled day of Friday, November 24th. There will be no trash collection for Thursday or Friday residents.  The City’s Annual Christmas Tree Lighting event will be held on Tuesday, December 5th at 6:00 p.m. in the Civic Center parking lot.  The Annual Downtown Christmas Festival will be held on Saturday, December 2nd from 10:00 a.m. until 2:00 p.m.  The Troy University Men’s basketball team will play Milligan College in the Civic Center arena at 6:00 p.m. on Thursday, December 21st. City Manager West said he would like to wish a Happy Thanksgiving to everyone! 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. 2017-376 (recorded in Ordinance Book No. _______at Page_______), amending Chapter 6, Alcoholic Beverages, Section 6-102, of the Code of Ordinances of the City of Dothan, to revise the boundary of the Entertainment District. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, 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. 2017-376, motion seconded by Commissioner Crutchfield. City Manager West said this revision primarily brings much of the 300 block of North Foster Street, to include the Carver Museum, into the Entertainment District. Commissioner Ferguson confirmed with City Manager West that the revised boundary stops just south of Harbor Church and he inquired if this is in conflict with the buffer requirement of the City’s alcohol ordinance. City Manager West explained that it is not in conflict because the 600 foot rule only applies to “on premise” alcohol sales and the Entertainment District allows people to carry open containers within the boundary during an event. Commissioner Kenward provided further clarification regarding the alcohol ordinance and the Entertainment District. Commissioner Dorsey asked if any phone calls were received regarding the proposed ordinance. Commissioner Kenward said she received a call from Harbor Church, she explained this information, and they understand the whole premise behind what we are doing. Mayor Saliba and Commissioner Fleming said they also met with a group from Harbor Church to discuss this matter. There being no further discussion and upon Minutes of the Board of Commissioners – November 21, 2017, continued. the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Saliba introduced Ordinance No. 2017-377 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by James W. Copeland, located at 2734 & 2736 Denton Road from R-1 (Low Density, Single - Family Residential) to R-A (High Density - 8+ units, Multi-Family Residential) District. Commissioner Kenward moved for immediate consideration, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, 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. 2017-377, motion seconded by Commissioner Crutchfield. City Manager West said this rezoning basically puts the property in the right zoning for what it is being used for at this time. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.” Mayor Saliba introduced Ordinance No. 2017-378 (recorded in Ordinance Book No. _______at Page_______), adopting the Enforcement Response Guide in order to provide consistent response to violations of the Fats, Oils & Grease (FOG) Ordinance. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, 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. 2017-378, motion seconded by Commissioner Kenward. Planning Director Todd McDonald confirmed for Commissioner Ferguson that the City does not recommend equipment to a Food Service Establishment (FSE) and the FSE is asked to provide their plan if it is an alternative to the FOG ordinance’s minimum in order to determine if it meets the obligations of the ordinance. Commissioner Ferguson said he has been involved in a couple of cases, he knows this has to be done, he is going to vote in favor of it, but he wants everybody on the Commission to be aware that they are probably going to get some calls, and it is going to be a negative impact. Mayor Saliba said this is going to be difficult for some businesses and hopefully moving forward we will be able to work with them the best we can to meet our ordinance. Mr. McDonald said the staff report lays out a process for a FSE to respond with an alternative if they cannot meet the requirements. He added that staff meets with and provides FSE’s with installation information, as well as information on low interest loans that may be available to them locally. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Saliba, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” Dorsey. The motion was carried by the majority of six "yeas" to one “nay.” Mayor Saliba introduced Resolution No. 2017-379 (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. 2017-380 (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 2017-315 and 2017-332 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 Crutchfield. Commissioner Kenward requested statistical information showing how often the City is reimbursed for these costs in order to evaluate whether this is the best Minutes of the Board of Commissioners – November 21, 2017, continued. process to recoup costs or if the method needs to be changed. City Clerk Danner said she will provide a report with this information to the Commission. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-381 (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 December 5, 2017. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-382 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be in violation of Article III, Chapter 106 of the City of Dothan Code of Ordinance (repeat offenders) 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 Saliba introduced Resolution No. 2017-383 (recorded in Ordinance Book No._______at Page_______), approving Tax Incentive Abatements for Private Holdings, LLC, located at 441 Nypro Lane. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Fleming inquired if local people would be hired or if employees would be outsourced for the construction or new business at this location. City Manager West said a speculative (spec) building is planned for the site and the size of the proposed structure would lend itself to a local builder. Commissioner Ferguson asked if the city has ever done abatement of taxes on spec buildings before or is this normally tied to a specific project. City Manager West said he does not recall this being done before for spec buildings, and Mayor Saliba confirmed with City Manager West that the City has only done a few brownfield projects. Mayor Saliba said his understanding is that the developer’s intent for constructing the proposed structure is to fill a need for this size building for economic development prospects. Dothan Area Chamber of Commerce Executive Director Dean Mitchell said approximately 85 percent of the projects interested in locating in our community are looking for an existing building and this proposed development will provide a property to show to those prospects. Mr. Mitchell said the Chamber will certainly work with whoever gets in the building to make sure they hire local. Mr. Mitchell confirmed for the Commission that this is an approximate 69,000 square foot expansion of the former Nypro building. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-384 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the State of Alabama Mutual Aid System (AMAS) for the purchase of equipment, training and supply replacement for the Hazardous Materials, Heavy Rescue and Swift Water Rescue Teams in the amount of $21,791.00, and appropriating funds for said grant award. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is a 100 percent grant. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-385 (recorded in Ordinance Book No._______at Page_______), agreeing to allocate the required 20% match of local funds for the Unified Planning Work Program, in an amount not to exceed $50,646.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming. City Manager West said typically the City does not spend all of this money. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-386 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Neel-Schaffer Inc. to prepare a “Self-Evaluation and Transition Plan for Curbs & Sidewalks” for Dothan in compliance with the Americans with Disabilities Act, at a cost of $143,948.00; 80% of which is reimbursable through the Southeast Wiregrass Minutes of the Board of Commissioners – November 21, 2017, continued. Metropolitan Planning Organization, and appropriating funds for said plan. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West confirmed for Commissioner Kirkland that the City will be required to fix any major problems that are identified through this process. City Manager West said we anticipate being allowed to do this over time and a lot of the work can likely be done in-house. Mayor Saliba asked if this is the way other municipalities are handling this request, and City Manager West replied that smaller communities are allowed to perform their own self-assessment, but professional firms are required for larger municipalities. Commissioner Ferguson confirmed with City Manager West that this is an audit of our existing sidewalks only and there will be no requirement for adding sidewalks in areas where sidewalks do not already exist. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-387 (recorded in Ordinance Book No._______at Page_______), amending the Supplemental Agreement with CDG Engineers & Associates, Inc. for professional engineering services for ROW Acquisitions for the Alabama Transportation Rehabilitation and Improvement Program (ATRIP) Bridge Replacement on Brookside Drive, Project No. ACBRZ61070-ATRP(008) in accordance with the Agreement for ROW Acquisitions, Brookside Bridge Replacement, for an adjusted amount of $26,679.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is an approximate $6,000.00 increase from the previous agreement and is needed to comply with a change in ALDOT’S procedure for ROW acquisitions. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-388 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Motorola Solutions for a System Update Agreement (SUAII) for the Fire Station Alerting System at a cost of $49,284.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-389 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Housing Authority of the City of Dothan to continue the Public Housing Drug Elimination Program by providing eight police officers for assignment at the public housing developments for a period of one (1) year at an estimated cost of $679,451.00 with $175,000.00 being reimbursed to the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Fleming asked for information regarding the police officers’ role at the housing developments. Police Chief Steve Parrish explained that the agreement requires eight officers and these officers patrol the public housing areas. Chief Parrish said it has been a very effective program and has made the community much safer. Mayor Saliba confirmed with Chief Parrish that the eight officers are dedicated to those housing areas unless there is an emergency. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-390 (recorded in Ordinance Book No._______at Page_______), accepting funding from the United States Secret Service for participation in the U.S. Secret Service Alabama Electronic Crimes Task Force for reimbursement of overtime expenses not to exceed $10,000.00 for fiscal year 2018. Commissioner Dorsey moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2017-391 (recorded in Ordinance Book No._______at Page_______), accepting an estimate from Superion, in the amount of $4,320.00, for developing a specifications document which details the requirements necessary to interface the Customer Information System (CX) and Aclara’s AMI Systems. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West pointed out that this estimate is just for Superion to determine what it will take to tie the smart meters into our system, and after this is done, there will be another cost to do the necessary programming changes. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – November 21, 2017, continued. Mayor Saliba introduced Resolution No. 2017-392 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of October, 2017 in the amount of $18,206,204.20. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said a $2,500,000.00 payment made toward the Omussee Creek Wastewater Treatment Plant project is included in this amount. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2017-393 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT New Class "A" Pumper Truck, NAFECO $ 621,095.00 With all Items & Equipment, Decatur, AL per Bid Specifications: Quantities 1 (or more): Replacing Unit 5127. Total Price: $621,095.00 2018 Police Interceptor SUVs: Bondy’s Ford $ 404,705.00 Quantity 10 (or more) Dothan, AL Unit Cost: $27,381.00 Additional Options at Dealer Cost Quantity 5 (or more) Unit Cost: $26,179.00 Spotlight Option Deleted Type B Crushed Aggregate Base Johnson Trucking, LLC $ 26,750.00 (granite rock): Brundidge, AL Quantity 1,000 Tons (more or less) Price per Ton: $11.75 Delivery Price per Ton: $15.00 Total Delivered Price: $26.75 Other Purchases: Dielectric Testing & Inspection Stuart C Irby $ 16,210.00 of Bucket Trucks, Digger Atlanta, GA Derrick Trucks & Hotline Tools: Professional Service Purchase of Goodyear Pursuit A-One Tire Sales & Service $ 80,000.00 Tires for Police Fleet Dothan, AL State of Alabama Awarded Contract T-106 John Deere 310 SL Flint Equipment $ 94,149.83 Backhoe Loader Dothan, AL National Joint Powers Alliance Co-operative Contract 032515-JDC Annual IBM Maintenance Renewal The Riley Group $ 24,350.49 for IBM DR/Spectrum Backup 8202 Dothan, AL (HABox) Sole Source Provider Commissioner Kirkland then moved for adoption of Resolution No. 2017-393, motion seconded by Commissioner Kenward and unanimously carried. Mayor Saliba introduced Resolution No. 2017-394 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Ronald Hall Sex Offender Registration & Notification Act $ 342.30 (SORNA) Hoover, AL Hugh Casey USTA Tournament Director’s Workshop for $ 0.00 Pro Tennis Tournament Orlando, FL Minutes of the Board of Commissioners – November 21, 2017, continued. Chris Watson Occupant Kinematics for the Traffic Crash $ 1,768.70 Rebecca Jewell Reconstructionist Cade Wells Jacksonville, FL Commissioner Fleming then moved for adoption of Resolution No. 2017-394, motion seconded by Commissioner Crutchfield and unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Crutchfield and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk 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