City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING DECEMBER 4, 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, December 4, 2018 with the following members present: Mayor Mark Saliba, Associate Commissioners Kevin Dorsey, Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. Commissioner Janasky Fleming 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. Reverend Lynn Nesbitt, First United Methodist Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Commissioner Kenward moved that the Minutes of the Meeting of November 20, 2018, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Saliba invited Sandra Jackson, Field Representative from the Montgomery Office of U.S. Senator Doug Jones, to speak. Ms. Jackson said the role of the field representative is to travel their district to meet with constituents and officials to find out about issues, take those issues back to the office, and figure out ways to help. She said they have an office in Dothan inside the courthouse, and they are currently looking to staff that office. She talked about services offered by their office to include letters of support for grants, federal agency assistance such as checking on status of claims for veterans, and internship opportunities. She said one of Senator Jones’ priorities is helping with the devastation that occurred with Hurricane Michael. She said she just read about the tornado that happened over the weekend, and she will forward this information to Senator Jones’ office to let them know. She encouraged everyone to notify them of any issues, and she provided cards with her contact information. She said their office is here to help and will work together to figure out ways to assist. City Manager West made the following announcements and comments:  The City’s Annual Christmas Tree Lighting event will be held at 6:00 p.m. tonight in the Civic Center parking lot.  Troy University’s Music Department will offer a free concert called “American Christmas Music” tonight at 7 p.m. in the Opera House following the Christmas Tree Lighting, provided a sound board problem is corrected.  Rose Hill Senior Center will have their “My Little Christmas Shoppe” event December 10th-14th during the hours of 9-11 a.m. and 1-3 p.m. each day. The seniors spend the whole year making these items for low sale prices.  The Downtown Hoops Classic Basketball Tournament will be held December 26th-31st in the Civic Center. The drawing was held last night, and based on the attendance and the excitement, it is going to be another great tournament.  Purchasing Agent Charlotte Langford will conduct another free bidder’s workshop on Thursday, January 17th at 9:00 a.m. in the City Manager’s Conference Room. This event is held several times a year in an effort to assist people with signing up for online bidding, to answer any questions, and to encourage participation in the bidding process. City Manager West said there is an item on today’s agenda regarding a grant, and he asked Kim Meeker, Leisure Services Assistant Director of Operations, to explain the reasons for making application and the benefits the grant would bring Minutes of the Board of Commissioners – December 4, 2018, continued. to Forever Wild. Mr. Meeker said Recreational Trails Program grant opportunities are available only once a year and are 80/20 grants. He said the Forever Wild property has a lot of unused and beautiful areas that people do not get to see, he has had many requests for more trails, and this grant is our chance. He said the total project cost would be $125,000, the actual trail contract would be closer to $105,000, and what is particularly nice in this case is that the match would be handled by our partners, which is Forever Wild ($15,000) and the Dothan Area Convention and Visitors Bureau ($10,000). He explained that this is a reimbursable grant, so the City will pay expenses until reimbursed. He said Forever Wild, in addition to sharing requests to see more areas of the property, expressed a concern and a need for greater economic impact by providing more than a one-day ride or hike. He said the additional trails will attract people for two- day or weekend stays, and they are working toward a conference festival. City Manager West requested Public Works Director Charles Metzger to provide an update on the storm cleanup. Mr. Metzger talked about the work being accomplished by Environmental Services Division and Street Division crews, and he said their goal is to have everything that has been placed out since the storm picked up by December 21st. He said the first meeting with FEMA is planned for December 14th at which time they will start compiling data to work toward the reimbursement process. Commissioner Kenward said she is aware of and has reported instances of people abusing the program by throwing items in ditches, and she asked how much of a factor this is in slowing down the cleanup progress. Mr. Metzger said this has been an issue, there have even been cases where contractors have pushed debris into ditches, and it is going to take significant time to clean our ditches and drainage ways. He said some storm drains are clogged with debris and people should notify us of these areas when it is raining so we can get those cleaned out. Mayor Saliba confirmed with City Manager West and Mr. Metzger that the public will be notified of the end of the year cut-off point for businesses, churches, non-profits, contractor generated, and non-compliant debris pickup. At this time, Mr. Metzger introduced newly hired Environmental Services Manager Steven Burgess, who began working in this position yesterday. Commissioner Kenward asked for the preferred method of how citizens should report issues. Mr. Metzger requested that people call the Environmental Services office at 615-3820 to report any trash that has not been picked up as of the end of this week. Mr. Metzger confirmed for Commissioner Crutchfield that licensed tree service companies are aware of our ordinance and permit fees. City Manager West said he and Mayor Saliba met yesterday with a representative from the Small Business Administration to talk about emergency loans for businesses, not- for-profit organizations, homeowners, and renters. He said this information is available on the City’s website and social media. Mayor Saliba introduced the application of Wen Hua Lin for a Restaurant Retail Liquor License (on premise) for Oishi, located at 3522 Ross Clark Circle. 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 Dorsey. City Manager West said this is a transfer of the license. There being no further discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced Ordinance No. 2018-326 (recorded in Ordinance Book No. _______at Page_______), rezoning a parcel of land owned by Perennial South, LLC, located at 143 Beaver Creek Road from A-C (Agriculture- Conservation) District to B-2 (Highway Commercial) 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, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Kenward then moved for adoption of Ordinance No. 2018-326, motion seconded by Commissioner Ferguson and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Kirkland, Ferguson, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Minutes of the Board of Commissioners – December 4, 2018, continued. Mayor Saliba introduced Resolution No. 2018-327 (recorded in Ordinance Book No._______at Page_______), vacating a portion of utility easement located at 3440 Ross Clark Circle (Sam’s parking lot). Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-328 (recorded in Ordinance Book No._______at Page_______), appropriating an additional $1,000,000.00 annually to help fund the “Red Water” Main Replacement Program. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Dothan Utilities Civil Engineer Lindsay McDonald confirmed for Commissioner Crutchfield that this, coupled with the next item on the agenda, will reduce the anticipated 50 year project to about 12-15 years. Commissioner Kenward said she likes that the ordinance is accurately worded to say we are aggressively addressing replacement of these water mains. Commissioner Ferguson asked what the total appropriation will now be for red water projects, and City Manager West replied $1.6 million. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-329 (recorded in Ordinance Book No._______at Page_______), appropriating $109,887.00 for a 2-man Directional Boring Crew and vehicle, to operate the equipment for activities of Dothan Utilities, including the water, electric and other projects. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-330 (recorded in Ordinance Book No._______at Page_______), accepting the proposal from Superion in the amount of $2,000.00 to develop and implement the software required to interface their Payroll application and WorkPlace Solutions’ open enrollment application. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland. City Manager West confirmed for Commissioner Kenward that this is an interface for employee self-enrollment. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-331 (recorded in Ordinance Book No._______at Page_______), accepting the proposal from Superion in the amount of $1,000.00 to provide up to five (5) hours of live web-based training on its new user interface. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-332 (recorded in Ordinance Book No._______at Page_______), entering into a maintenance agreement with U.S. Business Products for a Sharp Copier Model MX-M264N, located in the Utility Collections Division, at an estimated cost of $95.00 per month. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said this is a contract so the Commission’s approval is required. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-333 (recorded in Ordinance Book No._______at Page_______), approving the Memorandum of Agreement between City of Dothan and the Dothan Housing Authority for the purposes of outlining the terms and conditions that define roles and responsibilities of the City of Dothan and Dothan Housing Authority to implement the recommendations in the Strategic Affordable Housing Implementation Plan. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-334 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with the State of Alabama for the construction of a precast bridge replacement on Brookside Drive over Quail Creek. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. City Manager West said bids will be opened on Friday, December 7th, and Mr. Metzger said the construction is expected to start in March, 2019. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – December 4, 2018, continued. Mayor Saliba introduced Resolution No. 2018-335 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to BLD Services, LLC for the B0-21 Comprehensive Rehabilitation Sanitary Sewer Project, subject to approval by ADEM in the amount of $4,388,957.50, and appropriating funds for said Project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager West confirmed with Tonny Peters, Barge Design Solutions Project Manager, that this includes three different areas. There being no further discussion, the resolution was unanimously adopted. City Manager West said funds are available for this project from both SRF money and money that has been reserved. Mayor Saliba introduced Resolution No. 2018-336 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed and other contract related documents to L & K Contracting Company, Inc., for the 2018 Water Main Relocation Project at Brookside Drive Bridge in the amount of $49,075.00, and appropriating funds for said Project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. City Manager West said this project is 80% funded by the State of Alabama. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2018-337 (recorded in Ordinance Book No._______at Page_______), submitting an application to the Alabama Department of Economic and Community Affairs for grant assistance from the Recreational Trails Program in the amount of $100,000.00 to be used to construct four additional miles of trails on the Forever Wild properties. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2018-338 (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 Electrical Power Transformer, Mayer Electric Supply $ 404,886.00 Three-Phase 115,000 Volts Delta, Dothan, AL Per Bid Specifications: Additional Purchase Quantity 1 (or more) Unit Price: $362,428.00 Field Assembly & Testing: $27,183.00 Onsite Training for up to 3 Owner Representatives: $5,300.00 Freight FOB Site: $9,975.00 Total Cost: $404,886.00 Other Purchases: Professional Legal Services King & Spalding $ 292.50 for October, 2018-Defense of EPA Atlanta, GA Project Number 850310 Training on the IVR & OMS Systems Milsoft Utility Solutions, Inc. $ 45,000.00 This is in addition to the training that Abilene, TX was included with the original purchase. Specific training for engineering staff, operators, admin personnel, foremen & substation crews. There will be a large number of users, all with different tasks that require training. Proprietary System- Sole Source Provider Educational Training for Electric Tennessee Valley Public Power $ 57,000.00 Department Employees: Association Professional Services-Certification for Chattanooga, TN our lineman apprentices, meter shop personnel & substation personnel specific to the job functions of each division. If enough training funds are left, some training for our engineers will be included. Minutes of the Board of Commissioners – December 4, 2018, continued. Filter Media Evoqua Water Technologies, LLC $ 274,000.00 Sole Source Provider Thomasville, GA 316SS Flat Filter Panels (1 unit) Quantity: 2700 Unit Price: $100.00 Total Price: $270,000.00 Panel Gasket: Quantity: 200 Unit Price: $10.00 Total Price: $2000.00 Freight: Quantity 4 Unit Price: $500.00 Total Price Freight: $2,000.00 Total Cost: $274,000.00 Commissioner Kirkland then moved for adoption of Resolution No. 2018-338, motion seconded by Commissioner Kenward. Commissioner Ferguson said, while he does not benefit directly or indirectly (from one item being awarded to his current employer), he would rather abstain out of abundance of caution. There being no further discussion, and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Kirkland, Kenward, and Crutchfield; “nay:” none; “abstained:” Ferguson. The motion was carried by the majority of five "yeas" to one “abstention.” Mayor Saliba introduced Resolution No. 2018-339 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Curtis Stephens Police Internal Affairs Class $ 700.00 Ozark, AL Danny Bryant Southeastern Meter School & Conference $ 2,553.00 Traylor Griswold Auburn, AL Matt Prichard Commissioner Crutchfield then moved for adoption of Resolution No. 2018-339, motion seconded by Commissioner Kenward and unanimously carried. Commissioner Kirkland moved to accept a Warranty Deed from Blissett Homes, Inc., for a parcel in Willow Creek Subdivision, motion seconded by Commissioner Kenward and unanimously carried. Commissioner Kenward moved to accept a Warranty Deed from Richard and Allison Crum for the Brookside Drive Bridge Replacement Project, 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 See approval next page: Minutes of the Board of Commissioners – December 4, 2018, continued. Approved: /s/Mark Saliba, Mayor /s/Kevin Dorsey, Associate Commissioner /s/Janasky Fleming, Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS