City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MARCH 20, 2018 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, March 20, 2018 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 Lyle Peluso, Dothan Vineyard Church, then led in prayer, afterwhich Commissioner Kirkland led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of March 6, 2018, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming March, 2018 as “National Nutrition Month” and March 14, 2018 as “Registered Dietitian Nutritionist Day.” Jennifer Thompson, Southeast Alabama Dietetic Association, was present for the proclamation. Commissioner Dorsey announced he will be holding an informative meeting on Thursday, March 22nd from 6:00 p.m. until 7:00 p.m. at the downtown location of the Dothan-Houston County Library. Commissioner Fleming announced a job fair, in partnership with District 2 and the Dothan Housing Authority (DHA), will be held on Wednesday, March 28th from 1:00 p.m. until 3:00 p.m. at Henry Green Apartments. He said he is looking forward to input from the citizens as well as anyone outside the district who would like to attend. Commissioner Fleming reminded everyone that Single Parents In Need Nationally (SPINN) will celebrate Fashion Week April 19th-22nd. He said District 2 is partnering with SPINN and the DHA to give away, at a date to be named later, over 2,000 pillows donated by Marriott as well as some sheets and small blankets. Commissioner Kirkland said this has been quite a heavy week for our Police Department so he would like to lift them up and thank them for what they do. He asked that our staff be taken care of if they need counseling or anything else to cope with everything. Commissioner Ferguson said many members of the Commission were in Washington, D.C. last week, and despite what you hear through the media and on the news, there are a lot of good things happening in our Country under our administration right now. He said it is certainly not perfect by any means, nor are we, but things are moving forward and he is excited, encouraged, and optimistic about the direction of our Country and of course our City. Commissioner Kenward reminded everyone that Commissioner Crutchfield, Houston County Commissioner Brandon Shoupe, and she will be hosting a town hall meeting tonight at 6:00 p.m. at the Westgate Library. She said they have a full agenda and several department heads will be present to help field and answer questions. She said she hopes to see everyone there this evening. Commissioner Crutchfield said he was notified today that Montana Magnet School is now the second certified magnet school in our state and this is very positive news for Dothan and our school system. Minutes of the Board of Commissioners – March 20, 2018, continued. Commissioner Crutchfield reminded everyone that the Azalea Dogwood Pageant is this Saturday, March 24th at 2:00 p.m. at the Opera House and the Azalea Trail will be Sunday, April 8th at 2:00 p.m. starting at Woodland Drive and Main Street. Commissioner Crutchfield said the Grand Opening of our Fitness Court will be held at 10:00 a.m. on Saturday, March 24th at Westgate Park and this is a great new addition. Commissioner Crutchfield said he would also like to thank Chief Steve Parrish and his staff because he knows it has been a stressful couple of weeks for the Police Department. He expressed appreciation for all that they do. Commissioner Crutchfield thanked Project Manager Melissa McGill for her efforts over the past years in helping the Commission with many different projects and he wished her the best of luck as she moves forward in her career. Mayor Saliba expressed his thanks to Melissa McGill as well. He said she has been a great project manager and has helped him for the past five months. He said we have a tremendous staff in the administrative portion of our city. He wished Ms. McGill the best of luck and said he would keep her in his prayers for her success. Mayor Saliba said it has been a tough couple of weeks for our citizens with job closings and some other tragedies. He asked that everyone lift up and keep in their hearts those who have been affected and their families because we are one big family in Dothan and the Wiregrass. Veterans of Foreign Wars (VFW) Award Presentations were given by C.J. Watson, Commander VFW Post 3073, and Ed Pritchard, Quartermaster VFW Post 3073, to Corporal Thomas Davis, Law Enforcement Officer of the Year; Firefighter Preston Banister, EMT of the Year; and Firefighter Jeff Posey, Firefighter of the Year. City Manager West invited Tom Weber, National Director of Insurance Services Office (ISO) Community Hazard Mitigation, to make a presentation. Mr. Weber congratulated Dothan on being ISO’s newest Class 1 community, and he presented information regarding ISO. He discussed the process of becoming an ISO Class 1 community and the importance to residents. He said this is also an economic development tool that can be used to sell the community to people looking to relocate or start businesses. He noted perfect scores were achieved in many areas to include emergency communications systems, fire department equipment, personnel training, and operational considerations. He recommended these levels be maintained in order to keep the score at the highest level possible. He said there is a little room for improvement in the deployment analysis measurement and this can be achieved by completing options that are being considered including a station relocation and a new station. He said the City did exceptionally well with community risk reduction to include adoption and enforcement of the fire prevention code, public safety education, and fire investigations. He said water supply had an excellent score. He said there are some areas beyond 1,000 feet of a fire hydrant and improvement options, such as developing a large diameter hose lay program, have been discussed with the Fire Department. He said becoming a Class 1 community is a tremendous job for the community and Dothan should be proud. City Manager West made the following announcements and comments:  Troy University is presenting two performances of Celebrate Jazz in the Opera House today with a student show at 12:30 p.m. and then a concert at 7:00 p.m., which is free to the public.  Special Olympics is tomorrow at 10:00 a.m. at the Dothan High School track. This is always a fun event so come out if you get a chance.  A travel baseball tournament is being held this weekend at James Oates Park with 65 teams competing. Minutes of the Board of Commissioners – March 20, 2018, continued.  Grand Opening of the Fitness Court at Westgate Park is this Saturday, March 24th at 10:00 a.m. and fitness experts will be present to give demonstrations on how to properly use the equipment.  Opening Ceremonies for Dothan Southern League will be at 9:30 a.m. this Saturday, March 24th.  The Chip George Swim Meet is this Saturday, March 24th at the Westgate indoor pool.  The Georgia/Alabama Open Tennis Tournament will take place this weekend at the Westgate Tennis Center with over 100 participants.  The Dothan Downtown Redevelopment Authority and Troy Universities Small Business Development Center Team will hold a seminar on Wednesday, March 21st from 11:00 a.m. until 1:00 p.m. in the Turner Room at the Woodall Building, located at 412 North Foster Street. Preregistration is required.  The deadline for Community Development Block Grant (CDBG) applications is Thursday, March 22nd.  Water restrictions begin April 1st and continue through October 1st. Residents with odd number addresses will be limited to watering on Tuesdays, Thursdays, and Saturdays. Residents with even number addresses will be limited to watering on Wednesdays, Fridays, and Sundays. There will be no watering on Mondays.  Dothan 101 starts Tuesday, April 3rd. This is a nine-week course and there is one slot remaining.  The Fire Department is hosting a “Burger Burn” fundraiser at Fire Station 1 from 11:00 a.m. until 1:00 p.m. on Friday, March 23rd for the family of retired Battalion Chief Randy Helms. Mayor Saliba introduced the application of James Pittman for a Retail Beer and Retail Table Wine License (off premise) for Rite Aid #07091, located at 1060 South Oates Street. 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. City Manager West said this is a transfer and this location is currently licensed. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of James Pittman for a Retail Beer and Retail Table Wine License (off premise) for Rite Aid #07089, located at 4030 West Main Street. 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. Mayor Saliba noted that this is also a transfer. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced Resolution No. 2018-62 (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 April 17, 2018. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-63 (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 2018-4 and 2018-21 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 Minutes of the Board of Commissioners – March 20, 2018, continued. respective lots and parcels of land. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-64 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice of Award, Notice to Proceed and other related contract documents to Layne Christensen Company, Inc. for the refurbishment of Well Nos. S-3, 9, 13, 30 and 31 for the sum of $576,910.35. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Kenward confirmed with City Manager West that this is just our yearly normal refurbishment. City Manager West said the money is budgeted and he pointed out that the bid by Layne Christensen Company, Inc. is about $100,000.00 less than the next lowest bidder. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-65 (recorded in Ordinance Book No._______at Page_______), rescinding Res. No. 2018-49, and awarding the bid and entering into a contract with Landscape Structures Inc., of Delano, Minnesota in the amount of $207,339.00 for the Miracle Field Resurfacing Project. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this bid was awarded to another company for $137,250.00 at the March 6, 2018 meeting, but that bidder was unable to produce a general contractor license, which is a requirement to bid on public works projects. Therefore, we are going to the second bid in order to get this work finished and open up the Miracle League in a timely manner. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-66 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed to BCS, LLC. for interior renovations at the Alfred Saliba Family Services Center in the amount of $47,394.00, which includes Alternate No.1 and Alternate No. 2. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is a CDBG project. Mayor Saliba said, even though there is no connection, he will abstain from voting on this item. There being no further discussion, and upon the motion being put to vote, those voting “yea,” were Dorsey, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none; “abstained:” Saliba. The motion was carried by the majority of six "yeas" to one “abstention.” Mayor Saliba introduced Resolution No. 2018-67 (recorded in Ordinance Book No._______at Page_______), agreeing to join with the Houston County Commission to obtain the latest, accurate aerial photography and digital orthographic maps at a cost of $43,545.66. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Ferguson asked if this is different from the system we have in place to be able to look at photography on a computer through Esri. City Manager West said this will update those maps to give a more current image. City Manager West clarified for Commissioner Ferguson that Esri provides the software for the digital maps but they do not perform this service. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-68 (recorded in Ordinance Book No._______at Page_______), accepting estimates from Superion totaling $11,640.00 to develop the software required to interface the Customer Information System (CX) and Aclara’s AMI Systems. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-69 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the United States Tennis Association for the 2018 USTA Women’s $80,000.00 Tournament (“Hardee’s Pro Classic”). Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-70 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Angelia Turner to provide event planning services for the “2018 Hardee’s Pro Classic”, a USTA Minutes of the Board of Commissioners – March 20, 2018, continued. Tennis Tournament to be held April 14-22, 2018 in the amount of $5,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-71 (recorded in Ordinance Book No._______at Page_______), approving a Petty Cash Fund in the amount of $5,000.00 for the Leisure Services Department to be used for the ATM machine at the James Oates Softball Complex. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-72 (recorded in Ordinance Book No._______at Page_______), appointing Dan Johnson as a member of the Museum Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Crutchfield said he would like to thank Dan Johnson for giving his time as he knows he serves on other boards and he appreciates him volunteering to serve on the Museum Board. Mayor Saliba thanked the outgoing member for their service as well. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-73 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of February, 2018 in the amount of $21,684,032.19. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said approximately $4 million of this amount is the additional cost the City paid for electricity during the month of January. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-74 (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 Joint Oil, Grease and Fluids Bid: Davis Oil Co. of Dothan, Inc. See Price in Diesel Engine Oil, 15W40: Dothan, AL Description Bulk Price per Gallon: $7.58 12/1 Quarts per Case: $32.97 Zinc Free Inherently, HVI Biodegradable Hydraulic Oil ISO 46: Bulk Price per Gallon: $7.30 Full Synthetic Gear Lube, Mt-1, 80W140: Bulk Price per Gallon: $21.67 Synthetic Universal Automatic Transmission Fluid: Ford Macron LV, SP: Bulk Price Per Gallon: $10.92 Chrysler AT+4- Price per Drum: $600.60; Dexron VI- 12/1 Qt. per Case: $36.84 Fill Synthetic Gas Engine Oil, GF-5 5W30: Bulk Price per Gal.: $9.75 12/1 Qts. Per Case: $36.45 Hydraulic/Tractor Fluid- Each Drum: $418.00 Full Synthetic Heavy Duty Automatic Transmission Fluid, TES-295 Allison Heavy Duty- Price Each Drum: $1,302.40 Ep Lithium Complex Grease- Minimum of Molybdenum Disulfide- 400 lb. Drum-Each: Price: $1,200.00 High Temp #2 Multi-plex Red Grease Minimum 500 Degree Dropping Point: Tubes (12 Per Case)- Unit Price: $26.64 In-Service Wood Utility Osmose Utilities Services, Inc. See Price in Pole Inspections: Peachtree City, GA Description Quantity: 3,000 (more or less) External Treatment- Minutes of the Board of Commissioners – March 20, 2018, continued. Unit Price: $33.45 Excavated Reject- Unit Price: $29.47 Visual- Unit Price: $5.89 Sound & Bore-Unit Price: $6.16 Partial Excavate- Unit Price: $14.82 Internal Treatment- Unit Price: $13.60 M ITC-Fume - Unit Price: $7.85 Computer Data Delivery – Unit Price: $.40 Guymarker Inspection – Unit Price: $4.51 Groundwire Inspection- Unit Price: $15.59 Riders - Unit Price: $3.32 Police Department Weapons: Craig’s Firearms Supply See Price in Glock-17 9 mm, Gen 5 each Knoxville, TN Description Gun to Ameriglo Bold night sites, 4 magazines, 17 round capacity, 5.5 lb. Trigger Pull: Quantity 160 (or more) Glock-19 or 26, 9 mm, Gen 5 each Gun to Ameriglo Bold night sites, 4 magazines, 17 round capacity, 5.5 lb. Trigger Pull: Quantity 10 (or more) for each Glock type; Unit Price Each for all Calibers with Various Trade Ins: $173.50; Unit Price Each for all Calibers without Trade Ins: $433.50 Buy-Back Transfer Fee for Each Unit all Calibers: $25.00 Other Purchases: Professional Legal Services Maynard, Cooper, & Gale, P.C. $ 141.75 through 1/31/2018 - $141.75 Birmingham, AL Claim Number: 2003344-Miller Professional Legal Services Maynard, Cooper, & Gale, P.C. $ 54.90 through 1/31/2018 - $54.90 Birmingham, AL Claim Number: 2003366-Wrinn 2018 Dodge Caravan: Tallassee Automotive, Inc. $ 22,818.00 Quantity: 1 , Unit Price: $22,818.00 Tallassee, AL Purchase off State Contract T191A 2018 Ford Transit Van, Stiver’s Ford Lincoln $ 51,380.00 8 Passenger: Quantity: 1 Montgomery, AL Purchase off State Contract T191A Unit Price: $23,739.00 2018 Ford Transit Van, 15 Passenger: Quantity: 1 Unit Price: $27,641.00 (1) LX3360 Football Scoreboard Electro-Mech Scoreboard, Inc. $ 18,037.00 22' x 8' Unit Price: $9,320.00 Wrightsville, GA (1) ID Panel 8' x 8 ' (left) Unit Price: $1,664.00 (1) ID Panel 8' x 8 ' (right) Unit Price: $1,664.00 (1) SL-400 Wireless System: Unit Price: $640.00 (2) SL-400 Receiver: Unit Price: $340.00, Total: $680.00 (1) LX3050 DLG Set 42" x 42" Unit Price: $3,026.00 Freight: $1,043.00 Compatibility with support poles already in place. Baseball Fields Drainage Services ProRain Irrigation Services, Inc. $ 32,599.50 Mobilization: Athens, AL Quantity: 6 Unit Price: $291.00 Minutes of the Board of Commissioners – March 20, 2018, continued. Total Price; $1,746.00 Install 6" Perforated French Drain: Quantity 12.50 Unit Price: $1,400.00 Total Price: $17,500.00 Install 4" Perforated French Drain: Quantity 11.50 Unit Price: $789.00 Total Price: $9,073.50 Install 4" Outfall Pipe: Quantity 5.50 Unit Price: $400.00 Total Price: $2,200.00 Install 6" Outfall Pipe: Quantity 6.50 Unit Price: $320.00 Total Price: $2,080.00 Total Cost; $32,599.50 Continuity of Service Light Truck & Equipment McGriff Tire Co., Inc. $ 40,000.00 Tires for Fleet through 9/30/18 Dothan, AL State of Alabama Firestone Contract T106 #VC000118029 Commissioner Kirkland then moved for adoption of Resolution No. 2018-74, motion seconded by Commissioner Kenward. Commissioner Ferguson asked if the football scoreboard at Northcutt Field includes any audio improvements because the last few times he has been out there he noticed issues and it was hard to hear the audio. Leisure Services Director Elston Jones said the purchase is for the scoreboard and clock only. Mr. Jones said he has not heard any complaints about the audio but he will talk with Commissioner Ferguson about this matter after the meeting. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-75 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Kayla Owens Emergency Communications Administration $ 375.00 Certificate Course – #2 of 11 – Ethics for Public Officials and Employees Prattville, AL Kayla Owens Emergency Communications Administration $ 375.00 Certificate Course – #3 of 11 – Personnel Administration Prattville, AL Tim Mullis Memory Forensics / Industry Day $ 170.00 Hoover, AL William Phares Alabama Gang Investigators Conference $ 150.00 Oxford, AL William Phares Firearm Technology and Specialist Training $ 0.00 Fort Myers, FL Billy Mayes AWWA 2018 Annual Conference and $ 2,912.40 Exposition Las Vegas, NV Scott Enfinger Innovative Erosion and Sediment Control $ 510.00 Roger Cureton Field Day Todd Taggart Opelika, AL Scott Enfinger Asphalt Engineering for Local Agencies $ 340.00 Lloyd Bryant Montgomery, AL Randall Brazzelle SWANA Spring Seminar $ 1,297.38 Shelby Cunningham Orange Beach, AL Minutes of the Board of Commissioners – March 20, 2018, continued. Eugene McKinnie SWANA Spring Seminar $ 962.49 Orange Beach, AL Chris Etheredge Southeastern Association of Fire Chiefs & $ 0.00 Alabama Association of Fire Chiefs Joint Leadership Conference – 2018 Montgomery, AL Larry Williams Southeastern Association of Fire Chiefs & $ 60.00 Alabama Association of Fire Chiefs Joint Leadership Conference – 2018 Montgomery, AL Pete Webb Southeastern Association of Fire Chiefs & $ 3,853.72 Thomas Groomes Alabama Association of Fire Chiefs Joint Sean Gibson Leadership Conference – 2018 Montgomery, AL Lee Ann Irwin GISA Conference 2018 $ 682.00 Orange Beach, AL Jeremy Kendrick FBI-LEEDA Supervisor Leadership Institute $ 1,345.00 Columbus, MS Mark Nelms Alabama Jail Conference $ 652.00 John Dietz Birmingham, AL Commissioner Kirkland then moved for adoption of Resolution No. 2018-75, motion seconded by Commissioner Fleming and unanimously carried. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Ferguson and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Tammy Danner, City Clerk Approved: /s/Mark Saliba, Mayor 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