City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING JUNE 5, 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, June 5, 2018 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, 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 John Dowdey, Church at the Crossing, then led in prayer, afterwhich Commissioner Fleming led in the Pledge of Allegiance to the Flag. Commissioner Kenward moved that the Minutes of the Meeting of May 15, 2018, be approved, motion seconded by Commissioner Kirkland and unanimously approved. Mayor Saliba presented a certificate of recognition to Elaine Woods Johnson for her more than 50 years of work in the performing, visual, and literary arts and the contributions she has made to Dothan and the Wiregrass area. Mayor Saliba presented and read a proclamation, proclaiming June 2, 2018 as “Lineman Appreciation Day” in the City of Dothan. Dothan Utilities Director Billy Mayes, Electric Operations Superintendent Chris Phillips, and City of Dothan Linemen were present for the proclamation. Commissioner Fleming presented and read a proclamation, proclaiming the THIRD Saturday in June as “Dignity for Dads Day” in the City of Dothan. Dothan Housing Authority (DHA) Executive Director Sam Crawford, DHA Resident Services Coordinator DeAndrea Dickens Peterson, and Kristopher Doss were present for the proclamation. Commissioner Fleming, Mrs. Peterson, and Mr. Crawford introduced and recognized Dothan Housing Authority scholarship recipients Azaria Lowe and Jamila Kinsey. Commissioner Fleming said Azaria and Jamila learned about these educational opportunities at the ice cream social held in District 2 in October, 2017. Mrs. Peterson explained that these scholarships are open to students who live on public housing or Section 8 properties. She said Azaria is a graduate of Dothan High School and received the state scholarship. Mrs. Peterson said Jamila Kinsey is a graduate of Northview High School, received both the state scholarship and the national Stephen J. Bollinger Memorial scholarship, and is in the running for the regional scholarship as well. Azaria and Jamila spoke about their college and career plans, and they expressed appreciation to everyone who has encouraged them and helped them to obtain these opportunities. Mr. Crawford thanked the Commission for their support, and he talked about public housing issues. He said the work to restore neighborhoods, repair lives, and unite families has just begun, and he asked for the Commission’s continued support. Commissioner Fleming invited members of the TA-SETI Temple #253 to speak about their upcoming Juneteenth event. Robert Benders, Imperial Deputy Oasis for Dothan, spoke on behalf of the group and said this celebratory event, which is known as Juneteenth Independence Day or Freedom Day, is an American holiday which commemorates the original emancipation proclamation signed by President Abraham Lincoln and the date of June 19, 1865 because, although the effective date of the proclamation was January 1, 1863, those who were enslaved in Texas did not find out until two years later on June 19, 1865. He invited everyone to attend this family fun event on Saturday, June 16th in the 200 Block of North Foster Street from 12:00 p.m. until 5:00 p.m. where there will be entertainment, activities, Minutes of the Board of Commissioners – June 5, 2018, continued. and food. He said the purpose of this event is to unite the community and bring everybody together as one. Commissioner Ferguson said the Commission was presented with a plan from Police Chief Steve Parrish several weeks ago to possibly provide school resource officers at all of the Dothan City Schools. He said he is personally ready to move forward to ensure this happens by the next school year because, with what we are seeing across the nation, we need to be proactive and take action. He asked for the Commission’s consideration to forego the Administrative Agenda and place this item on the next agenda for a vote. He said he knows this is ambitious but he does not think there is anything more important than protecting our children. Commissioner Crutchfield welcomed to the meeting his wife Sonja and his in-laws, Bill and Beverly Mason, who are here visiting. Commissioner Crutchfield said he loves living in Dothan and there are so many good things happening here. He expressed his appreciation to the linemen who worked quickly to restore power in his neighborhood over the Memorial Day holiday, Elaine Woods Johnson who has been instrumental in the arts, and all of the volunteers who serve on our boards and give of their time. Mayor Saliba thanked Commissioner Ferguson for bringing the school issue to the forefront. He said the safety of all of our children has been on our minds and in our hearts, different plans and options are being discussed, and we do want to move it forward as quickly and as wisely as we can. City Manager West introduced and recognized recent Dothan 101 graduates. The participants talked about their experience and benefits of the program, and they encouraged others to take the class. City Manager West, along with Public Works Director Charles Metzger and Environmental Services Manager Eugene McKinnie, presented a service award to Rickey L. Salter, Environmental Services, for twenty-five years of service with the City. City Manager West invited Ken Rice with the Dothan American Red Cross office to talk about an upcoming training program. Mr. Rice introduced long-time American Red Cross volunteer Jack Porter, and he said Mr. Porter is a very important component of their leadership. Mr. Rice announced that the Leadership Training Institute Event for the Southeast and Caribbean Disaster Services Division of the American Red Cross will take place over the next two weeks, beginning Sunday, June 10th, at Calvary Baptist Church. He said there will be between 400 and 450 senior leaders coming to Dothan to attend this event. City Manager West made the following announcements and comments:  The July 3rd City Commission meeting has been canceled due to lack of a quorum. This is the day before the July 4th holiday.  Today is Election Day – get out and vote!  The local bike club brought over 429 riders from all over the Southeast to Dothan this past weekend for a 100 mile bike race which raised over $30,000 for the Children’s Hospital of Alabama. This is an annual event that has grown from a handful of people to over 400 participants.  Item #3 will be removed from today’s Administrative Agenda and placed on the June 19th Administrative Agenda.  The Leisure Services Department’s Summer Programs are underway now with over 600 participants.  There will be a travel baseball tournament this weekend at James Oates Park and Miracle Field with over 49 teams. Minutes of the Board of Commissioners – June 5, 2018, continued. Mayor Saliba introduced the application of Binal Patel for a Retail Beer and Retail Table Wine License (off premise) for West Main Convenience, located at 1486 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. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of Binal Patel for a Retail Beer and Retail Table Wine License (off premise) for Honeysuckle Convenience, located at 653 Honeysuckle Road. 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 introduced the application of Amy Forrest for a Lounge Retail Liquor License, Class II (Package) (off premise) for Last Call Spirits, located at 1940 South Oates Street, Suite 5. Mayor Saliba asked if there was anyone present to speak on this matter and there were none. Commissioner Ferguson moved to table this request until the June 19, 2018 meeting to allow the Commission time to get some clarification on questions regarding the application, motion seconded by Commissioner Kenward. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of Gayla White for a Special Retail License (More than 30 Days) (on premise) for Boiler Room Main Hall, located at 1369 Headland Avenue, Suite 10. 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 Kenward. 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 proposed Community Development Block Grant 2018 Projects and Entitlement Funds. There being no one present to speak, Mayor Saliba declared the Public Hearing closed. 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. 2018-131 (recorded in Ordinance Book No. _______at Page_______), annexing certain property owned by Southern Alabama Regional Council on Aging (SARCOA), located at 1075 Brannon Stand Road, into the city limits of Dothan. Commissioner Ferguson moved for immediate consideration, motion seconded by Commissioner Crutchfield 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 Ferguson then moved for adoption of Ordinance No. 2018-131, motion seconded by Commissioner Kenward 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 Ordinance No. 2018-132 (recorded in Ordinance Book No. _______at Page_______), rezoning a parcel of land owned by Bobby Porter, located at 3348 Denton Road from R-1 (Residential Single-Family, Low Density) District to B-3 (Local Shopping) 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, Fleming, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Ferguson then moved for adoption of Ordinance No. 2018-132, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Saliba, Fleming, Kirkland, Ferguson, Kenward, and Minutes of the Board of Commissioners – June 5, 2018, continued. Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Saliba introduced Resolution No. 2018-133 (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 Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-134 (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 July 17, 2018. Commissioner Fleming moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-135 (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. 2018-136 (recorded in Ordinance Book No._______at Page_______), approving the 2018 Community Development Block Grant Projects. Commissioner Fleming moved for adoption, motion seconded by Commissioner Kenward. City Manager West mentioned that after the thirty day comment period, this will come back before the Commission for a vote again. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-137 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Blankenship Contracting, Inc. for the Bell to Foster Sewer Improvements in the amount of $1,668,385.00, and appropriating funds for said improvements. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said these funds have been set aside for this purpose. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-138 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Blankenship Contracting, Inc. for the Girard Avenue Culvert Addition in the amount of $558,180.00, and appropriating funds for said addition. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward. City Manager West said funds are available for this project. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-139 (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 Donald Smith Company, Inc. for the refurbishment of one (1) vertical turbine influent wastewater pump for the Cypress Creek WWTP for the sum of $64,427.00, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-140 (recorded in Ordinance Book No._______at Page_______), entering into a Waste Management Industrial Waste Service Agreement for sludge disposal at the Springhill Landfill. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Ferguson said he sees the price per ton, but he would Minutes of the Board of Commissioners – June 5, 2018, continued. like to know the average amount being spent per year. Dothan Utilities Director Billy Mayes said the City is paying over $200,000. City Manager West said Waste Management actually wanted to go up a lot more, but the City negotiated the rate down. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-141 (recorded in Ordinance Book No._______at Page_______), increasing the contract with G. Mark Pepe by $7,532.60, for a total amount of $22,482.60, for the architectural services for the Opera House Additions and Renovations Project by issue of a purchase order. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward. Commissioner Ferguson asked if this is in addition to the contract recently awarded to the contractor and is this a change in the scope? City Manager West said the scope is not changing, but the project has been in the planning stage for about four years, and the architect has had to put a lot more time in to the project. He said Mr. Pepe has asked for this additional consideration. City Manager West noted that the project came in a lot more expensive than the original estimate and typically the architectural fees are a percentage of the estimated cost of the project. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-142 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Milsoft Utility Solutions, Inc. to purchase a Windmil® Engineering Analysis software support program, with installation and training for $64,875.00, and annual support at the cost $15,500.00, and appropriating funds for said purchase. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West said this is engineering software that will work with the Milsoft Interactive Voice Response and Outage Management System to help the engineers predict problems and analyze data. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-143 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the Housing Authority of the City of Dothan, Alabama to continue the Public Housing Drug Elimination Program by providing police officers for assignment at the public housing developments for a one-year period at an estimated cost of $679,451.00 with $175,000.00 being reimbursed to the City. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-144 (recorded in Ordinance Book No._______at Page_______), accepting the proposal from GameTime Company for the purchase and installation of a shade structure over the new Fitness Court at Westgate Park, in the amount of $30,675.36. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward. Commissioner Crutchfield asked if there is a plan to keep the surface maintained since rain will no longer be cleaning off the court. Leisure Services Director Elston Jones said the surface will be maintained like the Miracle Playground is done as it is the same type of material. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-145 (recorded in Ordinance Book No._______at Page_______), accepting the terms of Exceleron’s Trial Software License Agreement for the use of the AMI system software. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield adopted. City Manager West said this is the part of the software that allows people to prepay and the company will allow us to use it at no cost during the trial period. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-146 (recorded in Ordinance Book No._______at Page_______), appointing Ruby Harris as a member of the Historic Preservation Commission. Commissioner Fleming moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-147 (recorded in Ordinance Book No._______at Page_______), appointing William Pierce as a member of the Minutes of the Board of Commissioners – June 5, 2018, continued. Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-148 (recorded in Ordinance Book No._______at Page_______), appointing Darrin Swan and Aline Roberts as Supernumerary members of the Planning Commission. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-149 (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 2019 International w/Dump Body Coffman International, Inc. $ 89,218.62 Additional Purchase from Bid Dothan, AL Replacing unit 2175 Unit Cost; $89,218.62 New Light Fixtures for the Mayer Electric $ 16,884.00 City Shop: Dothan, AL Quantity 42 (or more) Unit Cost: $402.00 Total Cost (42): $16,884.00 Trash Can Liners & Cans: Dade Paper $ 17,334.29 See bid tabulation sheets for unit dba Imperial Dade Paper pricing. Estimated Annual Purchases Dothan, AL Annual Based on Previous Use: Estimate Can Liners: $16,833.63 Cans: $500.66 Purchase, Inspection & ABC Fire Protection $ 11,837.00 Maintenance of Fire Extinguishers Dothan, AL See bid tabulation sheets for Annual unit prices. Additional purchases Estimate or services may be required. Refurbished Panasonic Bob Johnson’s Computer Stuff See Price in Toughbooks CF53 or CF-53Mkill, Smyrna, DE Description per Bid Specifications: Quantity 4 (or more) Unit Price: $1,212.88 Estimated Total: $4,851.96 3 Phase 2500 kVA Padmount Gresco Utility Supply $ 88,191.00 Transformers Dothan, AL Quantity 3 (more or less): Unit Price: $29,397.00 Total Cost (3): $88,191.00 Overhead Distribution Mayer Electric $ 50,680.00 Transformers Conventional Dothan, AL Estimated 37.5 kVA: Quantity 50 (more or less) Unit Price: $785.00, Total Price: $39,250.00 50 kVA: Quantity 5 (more or less), Unit Price: $896.00, Total Price: $4,480.00 75 kVA: Quantity 5 (more or less), Unit Price: $1,390.00, Total Price: $6,950.00 Other Purchases: 30 ft. Sliding Gates with Rotary Wheeler Ornamental $ 45,375.00 Slide Operator, Rack & Pinion Metal Works, LLC Drive, Door King Card Reader with Dothan, AL Intercom Button Safety Loops Installed into Asphalt for Operator One Emergency Walk-thru Gate. Quantity 3. Unit Price: $15,125.00 Lowest Quote Minutes of the Board of Commissioners – June 5, 2018, continued. Paint & Prep Work for all Interior Commercial Coatings $ 21,200.00 Areas of Fire Station 6, Slocomb, AL 3239 Napier Field Road Cost: $7,100.00 Paint & Prep Work for Engine Bay and Columns, Interior Offices and Living Quarters at Fire Station 8, 6055 W Main Street Cost: $7,050.00 Paint & Prep Work for Engine Bay and Columns, Interior Offices and Living Quarters at Fire Station 9, 6365 Technology Drive Cost: $7,050.00 Total Cost: $21,200.00 Lowest Quote Cat 2C5000 Forklift Thompson Tractor $ 26,312.40 Purchase Using NJPA Dothan, AL Contract # 101816-MCF Replacing Unit 3216 Unit Cost: $26,312.40 Additional Drainage Pipe to ProRain Irrigation Services, Inc. $ 4,660.00 be Added to Fields-Originally Athens, AL Approved for $32,599.50 Dothan American League donated $3,500 for this Project. Additional Cost: $4,660.00 Commissioner Kirkland then moved for adoption of Resolution No. 2018-149, motion seconded by Commissioner Fleming and unanimously carried. Mayor Saliba introduced Resolution No. 2018-150 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Eddie Arnold Dixie Darlings State Tournament $13,325.00 Troy, AL Jyssica Curenton Dixie Angels State Tournament $13,325.00 Montgomery, AL Garrett Franklin Dixie Ponytails State Tournament $ 7,100.00 Eufaula, AL Dennis Cosby Dixie Belles State Tournament $ 7,100.00 Troy, AL Rose Evans-Gordon Alabama State Bar Annual Meeting $ 1,553.92 Sandestin, FL Lisa Reeder Government Finance Officers Association $ 1,555.12 Romona Marcus of Alabama (GFOAA) Summer Conference & Training Program Orange Beach, AL Jason Penn FBI Patrol Rifle Instructor Course $ 390.00 Sammie Hancock Mobile, AL Adam Traylor 2018 National School Safety Conference $ 2,640.00 Lawrence Wells and Exposition Championsgate, FL Carlton Ott F.B.I. Firearms Instructor Re-Certification $ 794.08 Ray Mock Mobile, AL David Vieira Chris Clayton Augusta Georgia Fire Department Driver / $ 0.00 Operator Assessment Center Augusta, GA Minutes of the Board of Commissioners – June 5, 2018, continued. Devellus Butler Recruitment, Hiring and Retention $ 2,050.00 John Chesser Essentials for Today’s L.E.O. Jacksonville, FL Randall S. Morris Section Meeting of the American Society of $ 930.00 Civil Engineers and the Alabama Chapter Meeting of the American Public Works Association Orange Beach, AL Commissioner Kirkland then moved for adoption of Resolution No. 2018-150, 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 Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS