City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING FEBRUARY 5, 2019 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, February 5, 2019 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 Acting 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 Kevin Knight, First Church of the Nazarene, 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 January 15, 2019, be approved, motion seconded by Commissioner Dorsey and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming the week of February 5, 2019 as “Public Education Week for the City of Dothan.” Lindsey Fountain, Executive Director of the Dothan Education Foundation, was present for the proclamation. Mayor Saliba thanked Dr. Phyllis Edwards, Superintendent of Dothan City Schools (DCS), for being here this morning. He said it was his pleasure to introduce Dr. Edwards last night at the DCS Annual Education Showcase and we are glad this event was hosted here at the Dothan Civic Center. He said the City of Dothan is proud to be partners with the Dothan Education Foundation and the DCS Board and we are looking forward to a very successful and prosperous year in our education community. Commissioner Dorsey announced that he will be hosting a forum at Walton Park on Thursday, February 7th, and he invited the community to attend. Commissioner Fleming reminded everyone of the “Hearts of Love” campaign being held next week in partnership with the Dothan Housing Authority at two housing projects in District 2 and at Johnson Homes in District 1. He said the residents of these areas are asked to join in the events. Commissioner Fleming thanked Dothan Leisure Services for the check presentations made to all of the schools who participated in the Downtown Dothan Hoops Classic. He said it is amazing what this tournament does for our schools and it is much appreciated. He thanked everyone involved for all they do. Commissioner Kirkland said the Howell School project is about 2/3 complete and is looking great. He recommended for others to ride by and take a look at the progress when they have a chance. Commissioner Crutchfield reminded everyone that there will be a Kids and Pet Mardi Gras Parade at Solomon Park on Saturday, February 9th starting at noon. Mayor Saliba said he would like to add that the Downtown Dothan Hoops Classic is a great event, is always well attended, and everyone has a lot of fun. He said much work goes on behind the scenes, and he expressed appreciation to the staff of Leisure Services for all they do to make this happen each and every year. Mayor Saliba said he would again like to mention that he enjoyed the DCS Annual Education Showcase last night and our education system is something that we, as a city, need to continue partnering up with and supporting. Mayor Saliba reminded everyone that the Dothan Area Chamber of Commerce’s Spotlight on Business event will be held this afternoon in the Civic Center. Minutes of the Board of Commissioners – February 5, 2019, continued. Acting City Manager West presented a service award to Charles Metzger for thirty- five years of service with the City. Acting City Manager West, along with Dothan Utilities Director Billy Mayes, Water Operations Superintendent Angie Akos, and Wastewater Treatment Plant Chief Operator Jeffrey Dykes, presented a service award to David Hollinger, for twenty- five years of service with the City. Acting City Manager West, along with Information Technology Director Jack Mason, presented a service award to Robert Meredeth, for twenty-five years of service with the City. Acting City Manager West, along with Police Chief Steve Parrish and Captain Eddie Henderson, presented a service award to Randy Hall, for twenty-five years of service with the City. Acting City Manager West invited up Public Works Director Charles Metzger to give a FEMA update. Mr. Metzger provided an overview and said most of the required data from all departments involved has been compiled. He explained that, while operations are back to normal, there is still some cleanup and repair work to be completed. He said the total number compiled to date is about $4.8 million and the deadline to identify all costs is February 14th. He said the City should receive reimbursement of about $4.2 million from Federal and State. He said the Finance Department has done a great job, as have the other departments, in keeping up with the costs, labor, and equipment associated with the storm. Acting City Manager West requested Mr. Metzger provide a recycling plan update. Mr. Metzger discussed the increased costs of recycling, options moving forward, and recycling convenience sites. He said staff members from his department have visited with a company named RePower South in Montgomery, Alabama. He said RePower South has recently reopened a large recycling facility and they have a long-term contract with the City of Montgomery. Mr. Metzger said his department would like to pursue getting a two-year contract with RePower South. He described the process of how recyclables would be transported to the facility, and he explained that having this contract will enable the City to continue providing the same curbside pickup with a potential annual savings of over $100,000 because of decreased tipping fees. Mr. Metzger said his department would like to better educate residents on recycling, in part by talking to kids in our schools, and to establish a tracking system to improve routing and customer relationships. Commissioner Ferguson asked if our convenience collection sites will be open to only Dothan residents. Mr. Metzger said we will have some people from surrounding areas who bring in items and we will just make sure the items are recyclable before accepting them. Commissioner Crutchfield asked how contaminated loads brought to the collection site would be handled, and Mr. Metzger discussed having a separate area to sort out items that are not recyclable. Commissioner Kenward expressed appreciation to Mr. Metzger and staff for doing the research to identify alternatives and coming up with a solution to continue our recycling program. She asked if some informational items can be put out to our citizens to educate them on what is actually recyclable, where the two drop off sites are located, and the fact that we will have no disruption in curbside service. She said she has received lots of calls on this issue and it would be good if we could refer people to one document or webpage with precise answers. Mr. Metzger said he will work with Community Relations Officer Melinda McClendon on ways to get this information out to the public. Acting City Manager West invited Becky Rogers with Neel-Schaffer Engineering to present an overview and update of the ADA Transition Plan Project. Ms. Rogers introduced Alicia Rudolph with Neel-Schaffer Engineering, and she said this is the mid-way point. She said Praestare Engineering did the data collection on this project, and she recognized Alan Parker who was present in the audience. Ms. Rogers provided a presentation that included background information, purpose of the transition plan, overview of work completed to date, and findings. She said the next steps are to hold a public involvement meeting, develop implementation strategies, and present the final transition plan for City Commission adoption. She said the public involvement meeting will take place this afternoon on the first floor Minutes of the Board of Commissioners – February 5, 2019, continued. of the Civic Center in the lobby and everyone is invited. Mayor Saliba asked if buildings will be looked at next, and he inquired into the prioritization of sidewalks over facilities. Ms. Rogers replied that buildings are not part of the current contract but her firm would be more than happy to do this as they have done so for others and it is a natural next step in the process. Acting City Manager West explained that the sidewalks are being evaluated due to a federal mandate passed through ALDOT to the City. Acting City Manager West made the following announcements and comments:  Leisure Services Director Elston Jones received the Lifetime Achievement Award from the Alabama Recreation and Parks Association at their annual Awards Banquet in Birmingham last week – this is quite an honor!  Chipola College is bringing another softball tournament to James Oates Park this weekend and a lot of the 18 teams participating will be staying in hotels here.  There will be a community playground build at Doug Tew on Saturday, March 2nd.  Dothan 101 will kick off on Tuesday, April 16th and each member of the Commission is required to come up with two people to take the class.  Administrative Secretary Anita Fulton is in the hospital – please keep her in your prayers. Mayor Saliba introduced the application of Kishore Bommena for a Retail Beer and Retail Table Wine License (off premise) for Hop In #1, located at 1804 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 Kenward. There being no discussion and upon the motion being put to vote, the motion was unanimously carried. Mayor Saliba introduced the application of Kishore Bommena for a Retail Beer and Retail Table Wine License (off premise) for Hop In #2, located at 2931 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 Kishore Bommena for a Retail Beer and Retail Table Wine License (off premise) for Hop In #3, located at 3260 Hartford Highway. 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 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 announced a Public Hearing regarding the demolition and removal of unsafe structures. There being no one present to speak, Mayor Saliba declared the Public Hearing closed. Mayor Saliba introduced Ordinance No. 2019-17 (recorded in Ordinance Book No. _______at Page_______), amending Chapter 114, Zoning, Article X, Special Districts, Section 114-157, Downtown Overlay District, of the City of Dothan Code of Ordinances. 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.” Minutes of the Board of Commissioners – February 5, 2019, continued. Commissioner Kirkland then moved for adoption of Ordinance No. 2019-17, motion seconded by Commissioner Kenward. Acting City Manager West said this amendment is to add the house located across from The Thirsty Pig into the District. 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. 2019-18 (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 Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-19 (recorded in Ordinance Book No._______at Page_______), declaring certain properties as creating a nuisance, constituting a hazard to the public health, safety and convenience of the citizens of the City of Dothan and authorizing the demolition and removal of the said structures. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Ferguson inquired about the cost assessment part of the abatement process for both overgrown lots and demolitions. Planning Director Todd McDonald said once the Commission approves weed abatements, City crews are notified to cut the properties, and then the Commission approves assessment of the associated costs. He said once the Commission approves demolitions, those properties are put out for bid, the Commission approves the bid, and then the Commission approves assessment of the associated costs. He said the approved costs are assessed to property taxes. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-20 (recorded in Ordinance Book No._______at Page_______), declaring the Police K9, Number 610 (Vino) as no longer needed for public or municipal purposes and agreeing to donate the said K9 to Shelby Rice. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming. Acting City Manager West said this dog also has some medical issues. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-21 (recorded in Ordinance Book No._______at Page_______), declaring two (2) Dell R710 computer servers as surplus and no longer needed for public or municipal purposes and authorizing the City of Dothan IT Department to donate one Dell R710 computer server (asset #006530) to the Dothan City Schools Information Technology program and donating one Dell R710 computer server (asset #006520) to the Houston County Career Academy Information Technology program. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-22 (recorded in Ordinance Book No._______at Page_______), declaring certain personal property as obsolete and no longer needed for public or municipal purposes and authorizing the disposal of said property by whatever means is determined to be in the best interest of the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-23 (recorded in Ordinance Book No._______at Page_______), approving a Change Order with Blankenship Contracting, Inc., for emergency work performed along Holly Lane, which results in a cost increase for the total contract bid in the amount of $26,266.00, making the final adjusted contract price $583,383.00, and appropriating funds for said Change Order. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Acting City Manager West said this was an emergency repair that Blankenship Contracting could handle right away and the cost was added to the existing contract because the bid was much lower than the amount set aside for the work. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – February 5, 2019, continued. Mayor Saliba introduced Resolution No. 2019-24 (recorded in Ordinance Book No._______at Page_______), appropriating $453,796.00 to purchase fiber optic materials and complete Phase 2 of the City’s internal fiber optic infrastructure system. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Acting City Manager West said these funds will come from the fund balance. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-25 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into an agreement and issuing a Notice to Proceed to L&K Contracting, Inc. for the Woodburn to Flowers Chapel Sewer Improvements Project in the amount of $1,535,625.00, and appropriating funds for said project. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Dorsey confirmed with Acting City Manager West that this is a local contractor. Commissioner Ferguson asked if this is funded by State Revolving Funds (SRF). Acting City Manager West said it is not but the funds have been set aside as part of the Administrative Order on Consent (AOC) money for sewer repairs. Dothan Utilities Director Billy Mayes said the $4 million contract for previously completed rehab work included all of the 2014 SRF money. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-26 (recorded in Ordinance Book No._______at Page_______), approving the utilization of seizure funds to be used to pay various allowable expenditures for Police Department operations and seizure cases, in the amount of $47,131.00, and appropriating funds for said operations. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Dorsey asked if it is possible in the near future to use seizure funds to bring back the McGruff the Crime Dog program. Police Chief Steve Parrish said this is in our strategic plan, and once our training center is up and running, we are looking at that as part of our community objective to reinstitute the D.A.R.E. program. He said he thinks some of that funding may be used, it is broken down into five different categories, but we also have the Police Foundation that is set up to help sustain that, so those are two possible avenues. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-27 (recorded in Ordinance Book No._______at Page_______), amending Resolution No. 2018-208 to modify reprogramming of all requests for payment reimbursements to pass through the Alabama Law Enforcement Agency (ALEA) and to enter into cooperative agreements with ALEA and the Drug Enforcement Administration for participation in the Montgomery HIDTA (High Intensity Drug Trafficking Area) Task Force to disrupt illicit drug trafficking. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-28 (recorded in Ordinance Book No._______at Page_______), entering into a contract with the Southeast Alabama Softball Umpires Association for two certified referees to officiate during the Dothan Diamond Softball Classic at a cost of $60.00 per game. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-29 (recorded in Ordinance Book No._______at Page_______), entering into a contract with the Wiregrass High School Umpires Association for two certified referees to officiate during the Dothan Diamond Softball Classic at a cost of $60.00 per game. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-30 (recorded in Ordinance Book No._______at Page_______), agreeing to allow the Fire Department to issue a fireworks permit for the RNR Flame FX LLC/Bulls Bands Barrels display to be held on Saturday, March 2, 2019. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Minutes of the Board of Commissioners – February 5, 2019, continued. Mayor Saliba introduced Resolution No. 2019-31 (recorded in Ordinance Book No. _______at Page_______), approving other purchases over $15,000.00 by the City. ITEM VENDOR AMOUNT Replace Roof at Westgate Softball Marty Robbins Roofing $ 49,730.00 Complex: Work will include: tear off Dothan, AL existing metal roof panels; installation of new synthetic underlayment; installation of new plumbing pipe flashings; installation of 24 gauge, standing seam metal roof panels with concealed fasteners. Warranty provided. Replace Roof at Animal Shelter Marty Robbins Roofing $ 19,530.00 (main building): Work will include Dothan, AL tear off of existing shingles; installing new underlayment and pipe flashings; installing new 25 year 3 tab shingles. Warranty provided. Commissioner Kirkland then moved for adoption of Resolution No. 2019-31, motion seconded by Commissioner Fleming and unanimously carried. Mayor Saliba introduced Resolution No. 2019-32 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Susie Peters First Line Supervision “Leadership and $ 958.69 Management Skills” Training Seminar Gatlinburg, TN Brad Hughes CentralSquare 2019 $ 2,454.00 San Antonio, TX Tony Thorne District Basketball Tournament $ 1,550.00 Daleville, AL DJ Hart District Basketball Tournament $ 800.00 Greenville, AL Velton Robinson District Basketball Tournament $ 800.00 Greenville, AL Ray Mock FBI LEEDA Supervisor Leadership $ 1,485.40 Institute Winter Haven, FL Scott Heath Alabama Bomb Squad Symposium $ 100.00 Joey Evans Huntsville, AL Terry Paramore IMSA Traffic Signal Field Level 2 $ 1,260.00 Powder Springs, GA Colby Murphree IMSA Work Zone Traffic Control $ 1,270.00 Powder Springs, GA Colby Murphree IMSA Signs & Markings Level I $ 1,295.00 St. Petersburg, FL Tommy Wright 62nd Annual Alabama Transportation $ 445.00 Conference Montgomery, AL Billy Mayes 2019 Alabama Municipal Electric Authority $ 1,849.00 Chris Phillips (AMEA) Power Supply Conference Jessi Harden Point Clear, AL Shelaine Smith CentralSquare 2019 $ 2,604.00 San Antonio, TX Minutes of the Board of Commissioners – February 5, 2019, continued. James Stewart Alabama Rural Water Association (ARWA) $ 3,207.00 Jamie Quattlebaum 41st Annual Technical Training Conference Donnie Bedsole Mobile, AL Tim Mullis MFT – Mac Forensics Training $ 100.00 Hoover, AL Lacy Schulmerich National Children’s Advocacy Center $ 250.80 Symposium Huntsville, AL Cory Wolters IMSA Pavement Markings Technician Level II $ 2,408.00 Jon Denham South Daytona, FL Cory Wolters IMSA Sign Technician Level II $ 2,408.00 Jon Denham South Daytona, FL Taiwan Truitt Prattville Police Department Corporals $ 18.00 Assessment Board Prattville, AL Gail Campbell Alabama Municipal Revenue Officers $ 1,770.00 Melissa Killingsworth Association (AMROA) Certified Municipal Revenue Officer Training Tuscaloosa, AL Jennifer Scheetz CentralSquare 2019 $ 2,534.00 San Antonio, TX Garrett Crow International Association of Arson $ 2,688.00 Bill Sullivan Investigators (IAAI) 2019 International Training Conference & Expo Jacksonville, FL Kyle Coker Advanced Shield Operator’s Course $ 50.00 Hunter Bullock Montgomery, AL Cory Bennette Jinri Jiang* Southeastern SC Championships $ 460.00 Huntsville, AL *Revised travel; previous request was approved 09-18-18. Commissioner Kirkland then moved for adoption of Resolution No. 2019-32, 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 /s/Kevin Dorsey, Associate Commissioner 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