City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 17, 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, April 17, 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 Adam Comeens, First Presbyterian Church, then led in prayer, afterwhich Commissioner Kenward led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of April 3, 2018, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming April 20, 2018 as “Houston County Gives Day” in the City of Dothan. Wiregrass Habitat for Humanity Executive Director Amy Schutz and Houston County nonprofit representatives were present for the proclamation. Mayor Saliba presented and read a proclamation, proclaiming April 21, 2018 as “Spirit of Service Day” in the City of Dothan. Houston County Commissioner Doug Sinquefield, Spirit of Service Task Force Member Amy Schutz, and Dothan Area Chamber of Commerce Director of Community Development Linda Kelley were present for the proclamation. Commissioner Fleming recognized Dothan Housing Authority Resident Services Coordinator DeDe Peterson as being present in the audience, and he thanked her for her help with the job fairs in the community. He said the job fairs have been very beneficial. Commissioner Kirkland welcomed Robert and Becky Sims to the meeting. He said the Sims have recently moved to Dothan and are currently taking Dothan 101 to learn how our City works. Commissioner Crutchfield said the Azalea Dogwood Trail was a great success this year, and he expressed his appreciation. He thanked the Azalea Dogwood Board and Beth Hemby for revitalizing the pageant and the trail. He said he hopes this event continues to grow and he appreciates anyone who is willing to help. City Manager West invited Jessica Clardy with the Pilot Club of Dothan to introduce the 2018 Dothan Queens: Little Miss Dothan Ally Parrish, Teen Miss Dothan Ella Brook Hayes, and Miss Dothan Macy Maddox. City Manager West reviewed his Annual Report on the Financial Condition of the City. His report covered topics on: Five Year Forecast; Ten Year Information; Change in Net Position, Fund Balance and Reserves; Major Service Expenditures; Debt Service; Comparison of Selected Revenue Sources with Other Cities; Potential and New Revenue Sources; Facility, Fleet, Computer & Capital Identified Needs; and the City’s Path Forward. He said our City is financially strong, sales tax revenue is growing slowly, our current reserves are adequate, our strategic planning process is exceptional, our credit rating is very strong, our quality of life is second to none, and Dothan provides exceptional city services. Mayor Saliba said City Manager West does a tremendous job with our financial process; he knows the numbers and the budget, he keeps the department heads and Commission on task, and we are thankful. City Manager West said he could not do it without the department heads and their staff. Minutes of the Board of Commissioners – April 17, 2018, continued. City Manager West said the Hardee’s Pro Classic Women’s Tennis Tournament is happening this week at the Westgate Tennis Complex and will continue through Sunday, April 22nd. He said this is your opportunity to see professional tennis in Dothan. Mayor Saliba invited George McClintock and Marc Nelson of McClintock, Nelson, Whitehead & Associates to provide a brief summary of the Comprehensive Annual Financial Report (CAFR). Mr. McClintock presented and discussed the CAFR. He said the City has adequate reserves and a strong net position in, not only the governmental activities, but also the business activities. He said sales tax collections have increased over the previous year and the utility fund is strong. Upon City Manager West’s request, Mr. McClintock discussed the state revolving loans in further detail. In closing, Mr. McClintock said the Mayor and Commission have done a very good job of being financially conservative, and he appreciates the way they have managed the City. He thanked Finance Director Lisa Reeder and her staff for their continued support and cooperation with the audit. Mayor Saliba added his appreciation to Mrs. Reeder and the Finance Department. Commissioner Kenward moved for acceptance of the Comprehensive Annual Financial Report (Audit) for Fiscal Year ending September 30, 2017, motion seconded by Commissioner Kirkland and 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. 2018-88 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Johnnie A. Henderson, located at 3882 Reeves Street from A-C (Agriculture-Conservation) District to B-2 (Highway Commercial) District. 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. 2018-88, 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.” Mayor Saliba introduced Ordinance No. 2018-89 (recorded in Ordinance Book No. _______at Page_______), declaring certain real property no longer needed for public or municipal purposes and conveying said parcel to the Industrial Development Board of the City of Dothan. 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. 2018-89, motion seconded by Commissioner Crutchfield. City Manager West said this is property at the Westgate Industrial Park. 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 Resolution No. 2018-90 (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 Ferguson moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Minutes of the Board of Commissioners – April 17, 2018, continued. Mayor Saliba introduced Resolution No. 2018-91 (recorded in Ordinance Book No._______at Page_______), accepting the proposal and service agreement of McGriff, Seibels and Williams, Inc. for Specific Stop Loss Reinsurance for the City of Dothan’s Health and Accident Insurance Plan, as quoted by Unimerica/Optum. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said the City caps single expenses per individual at $200,000, and should the cost rise above $200,000, this will reimburse the City. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-92 (recorded in Ordinance Book No._______at Page_______), entering into an occupancy license agreement with Chattahoochee Bay Railroad, Inc. (c/o Genesee & Wyoming Railroad Services, Inc.) for the purpose of conveying sanitary sewerage under the land and tracks of the railroad in conjunction with the Bell to Foster Sewer Improvements Project for a total cost of $4,840.00, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-93 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation to install one tap and valve with ten (10) feet of water main and the removal of four (4) existing water meters for a new restaurant and entrance drive for Alma Drive Improvements on Hwy 84 East Main Street in Dothan, Alabama. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-94 (recorded in Ordinance Book No._______at Page_______), submitting a Transportation Alternatives Program application to the Alabama Department of Transportation for construction improvements, including Construction Engineering and Inspection (CE&I), for pedestrian improvements in Downtown Dothan, cost estimate of said project including construction engineering and inspection is estimated to be $829,753.75 ($640,000 federal funds, $189,753.75 local match). Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said brick pavers are currently on the 100 and 200 blocks of both North Foster and Saint Andrews and this would be the continuation of the pavers to the 300 blocks, which would take the pavers to The Plant and the Carver Museum. He said this has been our plan and last time we applied for this grant was to do the ACOM trail. He added that this does not include undergrounding utilities because that is going to be very expensive. City Manager West confirmed with Dothan Utilities Director Billy Mayes that the poles on Saint Andrews can be moved back a little bit. Commissioner Ferguson asked if this has been budgeted, and City Manager West said it has not because we did not know when the grant would happen. City Manager West confirmed for the Commission that this project would also include the portion of East Adams Street connecting the two streets. Commissioner Ferguson asked if we have a plan regarding stopping or continuing the brick pavers. City Manager West said ideally we would like to continue the pavers up to tie Dixie in to the core and hopefully also improve a lot of those areas as we go along. Regarding undergrounding the utilities, Commissioner Ferguson asked if problems are typically found under the sidewalks. Engineering Services Manager Bart Barefoot said sometimes we find storm drainage that has to be repaired or replaced. City Manager West said these are two areas that have places where visitors come and it has always been the plan to keep moving further north as grant funds become available. He pointed out that this is just the application and we may not get funding. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-95 (recorded in Ordinance Book No._______at Page_______), amending the construction service agreement with Lose and Associates, Inc. to $114,962.64, to include the cost overrun of $36,933.04, for design and construction inspection services for the indoor wellness pool at Westgate Park, and appropriating funds for said cost. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Crutchfield asked for details regarding the cost overrun. Senior Civil Engineer Ernie Stokes explained that the initial soil investigation identified some areas which would require soil remediation, but once the site was opened and Minutes of the Board of Commissioners – April 17, 2018, continued. utility work started, it was discovered that the entire site required remediation and this held up construction for a considerable amount of time. Mr. Stokes said that, once the remediation was complete and work began on the footers, we ran into some communications we did not know were there and this also extended the project time. Commissioner Ferguson asked for further detail regarding the agreement. Mr. Stokes said the contract was set up as a monthly fee, but as the timeline began to extend and after discussions with Lose and Associates, they went back to an hourly fee and stretched out some of their visits to 6-8 weeks at a time. He said the overrun would have been approximately $51,000 had we stayed at the monthly cost, and he added that the actual construction cost of the project underran by almost $14,000. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-96 (recorded in Ordinance Book No._______at Page_______), accepting Community Involvement Grant Awards from the United States Tennis Association Southern Section and the United States Tennis Association Pro Circuit in the amount of $2,000 each to assist with expenses related to the Kids Day Event held during the 2018 Hardee’s Pro Classic Tennis Tournament and to assist with hosting community activities at the 2018 Hardee’s Pro Classic Tennis Tournament, and appropriating funds for said grants. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-97 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of March, 2018 in the amount of $17,811,956.26. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West pointed out that the utility cost is down by over $4,000,000. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-98 (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 1/10 Underground Primary Wire, Gresco Utility Supply See Price in Per City of Dothan Bid Dothan, AL Description Specifications: Quantities 15,000 Feet (more or less) on 2,500 Foot Coils: Unit Price: per Foot: $2.32 Estimated Total: $34,800.00 Phase-Over-Phase GOAB 115 kV Gresco Utility Supply See Price in Load-Break Switch, per City of Dothan, AL Description Dothan Bid Specifications: Quantity: 1 (or more) Unit Price: $55,475.00 Other Purchases: MC360 Message Trailer (4x8), Applied Concepts, Inc. See Price in with Traffic Sensor Including Plano, TX Description Shipping & Handling and Warranty Quantity: 1 (or more) Trailer Unit Price: $15,719.00 Estimated Shipping: $450.00 Estimated Total Cost: $16,169.00 Commissioner Kenward then moved for adoption of Resolution No. 2018-98, motion seconded by Commissioner Fleming. Purchasing Agent Charlotte Langford confirmed for Commissioner Ferguson that the French drains for James Oates Park were approved at a previous meeting. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – April 17, 2018, continued. Mayor Saliba introduced Resolution No. 2018-99 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Carlton Ott FBINA Re-Trainer $ 345.00 Orange Beach, AL Carlton Ott FBI Firearms Instructor Re-Certification $ 385.00 Ray Mock Mobile, AL David Vieira Brandon Peters R.A.D. International Training and Certification $ 3,609.50 Pete Markow Conference Susie Peters Mobile, AL Steve Parrish CALEA Conference $ 2,075.00 Grand Rapids, MI Eddie Henderson CALEA Conference $ 4,350.00 Scott Owens Grand Rapids, MI Chris Phillips Electric Cities of Alabama (ECA) 2018 Annual $ 1,232.12 Meeting and Governmental Affairs Conference Destin, FL Lacy Schulmerich The Alabama Association of School Resource $ 3,721.00 Clark Rice Officers Annual Conference and Classes Frankie Bey Gulf Shores, AL Angus Scott, IV Structural Collapse I/II Technician $ 4,036.05 Matt Lucas Tuscaloosa, AL Joe Herring, Jr. City & County Governments $ 938.20 Orange Beach, AL Commissioner Kirkland then moved for adoption of Resolution No. 2018-99, motion seconded by Commissioner Fleming and unanimously carried. Commissioner Kirkland moved to accept easements from Tasha Lakeshaw Potter, Schmitz Properties, LLC, Judy Starnes, and Regions Bank, necessary for installing a sanitary sewer line for the Bell Street to Foster Street Sanitary Sewer Project, motion seconded by Commissioner Crutchfield and unanimously carried. Mayor Saliba announced the appointments of Precious Freeman and Michael Jackson as members of the Dothan Housing Authority Board. Mayor Saliba expressed his appreciation for their willingness to serve on the Board. There being no further business, Commissioner Kirkland moved that the meeting be adjourned, motion seconded by Commissioner Fleming 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 – April 17, 2018, continued. Approved: /s/Mark Saliba, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Janasky Fleming, Associate Commissioner Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS