City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MARCH 19, 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, March 19, 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 Mike 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 Kenward led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of March 5, 2019, be approved, motion seconded by Commissioner Kenward and unanimously approved. Commissioner Fleming reminded everyone of the second annual job fair he is hosting, along with the Dothan Housing Authority (DHA), on Wednesday, March 27th from 12:00 p.m. until 2:00 p.m. at McRae Homes for the residents as well as the general public. He recognized DHA Project Coordinator Dede Peterson who was present in the audience and he encouraged any businesses who would like to participate in the job fair to please contact either of them. He said informational flyers are available. Commissioner Fleming announced that he will be holding a forum on Thursday, April 18th at Beverlye Crossing Apartments from 6:00 p.m. until 7:30 p.m. to involve, not only the residents of the complex, but also the general public who would like to attend. Commissioner Fleming announced that a cleanup day in Baptist Bottoms will be held on Saturday, May 18th in conjunction with Aunt Katie’s Community Garden and this event will be promoted as well. Commissioner Fleming said this is his second year being involved with the Dignity for Dad’s event, along with DHA and Dede Peterson, and it will take place on Saturday, June 15th at McRae Homes. Commissioner Kirkland said we strive to have different things to do here and this past weekend is a good example of lots happening as we had concerts, comedy, the Highland Games, Azalea-Dogwood Trail, and many others. He said this is going to continue and he encouraged everyone to come to enjoy all the events going on around Dothan. Commissioner Ferguson said he would like to express a heartfelt thank you to the City of Ozark’s Police Department, Police Chief Marlos Walker, and Mayor Bob Bunting and Council for their vigilance in the Hawlett-Beasley case. He said he knows this has been an emotional case for a lot of us for a long time and he would like to publicly thank them for not giving up, for chasing down every lead, making an arrest over the weekend, and bearing the expense of having the testing done. He said this is a bittersweet day, but he is glad to see some movement, and he thinks we owe them a debt of gratitude. He thanked Dothan Police and Chief Steve Parrish, as well as all the agencies involved in this joint effort. He said hopefully two of our young ladies and their families will get justice and he is grateful to God for that. Commissioner Kenward said members of this Commission were in Washington, D.C. last week and she wants to say how proud she is of our Commissioners and our Mayor. She said our community is represented well with our officials on Capitol Minutes of the Board of Commissioners – March 19, 2019, continued. Hill and with the things we are able to do as a team. She said she is pleased to be in service to the City of Dothan at a time like this. Commissioner Kenward said she wants to extend a special congratulations to our local superstar Kelsey Barnard Clark for winning Top Chef! She said what an amazing thing to have someone like her in our community, and Commissioner Kenward encouraged others to join her in celebrating what Kelsey has been able to accomplish. She said it put us on the national map. Commissioner Crutchfield said he would like to reiterate what Commissioner Kirkland said about all the events that happened over the past weekend, and he talked about the Top Chef event held downtown on Thursday, March 14th, the opening ceremonies, and the Azalea-Dogwood Trail. He expressed thanks to Beth Hemby and her Board, who have taken the Azalea-Dogwood Festival under their wing, and he said these events are continuing to trend. He said he is proud to be from Dothan and of all the activities taking place. Mayor Saliba thanked everyone for their comments, and he said we have had a really busy and exciting couple of weeks here in the Dothan area. He said today is a big day on a number of levels, but number one and before turning the floor over to Mike West, he would like to express how much he and everyone on the Commission appreciates all he has done for our City. Mayor Saliba said Mr. West has been a tremendous city manager, and he thanked him for his many years of service. Acting City Manager West then reviewed his annual Community Investment Program Report on the Financial Condition of the City. He said this report is normally presented in April, but Finance Director Lisa Reeder felt this was something he needed to do before he left. 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. In summary, he said the City is financially strong, sales tax revenue is growing, current reserves are adequate, the strategic planning process is exceptional, the City’s credit rating is very strong, Dothan’s quality of life is second to none, and Dothan provides exceptional city services. Acting City Manager West said incoming city manager Kevin Cowper is inheriting a focused city, a caring commission, and a dedicated and hard-working staff. He wished Mr. Cowper the very best, and he thanked Mayor Saliba and the Commission, as well as all the previous mayors and commissioners, for their support. He thanked the current and preceding department heads for their efforts and all the city employees and citizens who have welcomed him and been so supportive of him. Acting City Manager West made the following announcements and comments:  Local Special Olympian Brandi Deese, who is in Abu Dhabi competing in the 2019 Special Olympics World Games, has won a Silver Medal in the 500m Cycling event.  Opening Ceremonies for Girls Softball is Saturday, April 6th at 9:00 a.m. at James Oates Park.  A Boys Baseball Tournament is being held March 23rd-24th at James Oates Park with 53 teams competing.  The Dothan Diamond Classic Girls Softball Tournament is scheduled for April 16th-20th at the Westgate Softball Complex and will mirror the format of the Downtown Hoops Classic Tournament.  The Hardee’s Pro Class Women’s Tennis Tournament will be April 15th-21st at Westgate Tennis Center. Minutes of the Board of Commissioners – March 19, 2019, continued.  Dothan 101 starts Tuesday, April 16th and thirteen slots are still available. This is a great program and it builds advocates for the City.  The Brookside Drive bridge construction project has been delayed and is now anticipated to begin on Monday, April 15th.  The Troy University Jazz Ensemble is having two free concerts in the Opera House today – one at 12:30 p.m. for students and one at 7:00 p.m.  The Special Olympics will be held at 10:00 a.m. on Wednesday, April 3rd at the Dothan High School track. Mayor Saliba introduced Ordinance No. 2019-65 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Larry Crutchfield, located at 272 Fortner Street, from L-I (Light Industrial) District to B-2 (Highway Commercial) District. Commissioner Kirkland moved for immediate consideration, motion seconded by Commissioner Ferguson. Commissioner Crutchfield stated that he is not related to Larry Crutchfield. 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.” Commissioner Kirkland then moved for adoption of Ordinance No. 2019-65, 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.” Mayor Saliba introduced Resolution No. 2019-66 (recorded in Ordinance Book No._______at Page_______), appointing Billy Mayes, Dothan Utilities Director, as Acting City Manager from April 1, 2019 through April 14, 2019 and Larry Williams, Jr., Dothan Fire Chief, as Acting City Manager from April 15, 2019 through April 28, 2019. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-67 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Kevin Cowper for employment as City Manager to become effective April 29, 2019 at an annual salary of $190,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-68 (recorded in Ordinance Book No._______at Page_______), amending Resolution 2011-207, an agreement with CDG Engineers and Associates, Inc., for the design of additional roadway lanes on Denton Road, to include additional engineering services required for the traffic signal foundation evaluation, including an updated Materials Report required by the Alabama Department of Transportation, for a not to exceed fee of $35,385.00, and appropriating funds for said services. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland. Commissioner Dorsey said he is glad to see this is going to a local contractor. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-69 (recorded in Ordinance Book No._______at Page_______), entering into agreement with Repower South Montgomery, LLC (RPS) for the tipping of its single stream recyclable materials (approximately 175 tons per month) for up to $40 per ton. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Ferguson noted that the agreement states up to $40 per ton, and he asked if the rate adjusts for any reason. Public Works Director Charles Metzger said this is a 90-day contract, RPS is just starting their operation, the City is moving with them, and the hope is that the rate can be negotiated once RPS sees the quality of our recyclables. Mr. Metzger confirmed for Commissioner Ferguson that this agreement will include the recyclables collected at the drop off sites. Acting City Manager West said the City is working on a public relations campaign to educate citizens on recyclable items, and Mr. Metzger added that the goal is to reduce contamination because delivering a better product to the recycler can result in a lower fee. The Commission expressed their appreciation to Mr. Metzger and his Minutes of the Board of Commissioners – March 19, 2019, continued. department for their efforts in keeping the recycling program going. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-70 (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 Project No. RPF- NHF-HPPF-0210(501)(Phase 2), Additional Lanes on Ross Clark Circle (SR-210) from South of US-84 to North Cherokee Avenue, on SR-53 (US-231) from Girard Avenue to Buyers Drive and on SR-12 (US-84) from Bel Aire Drive to North Englewood Avenue in the amount of $4,481,507.00, and appropriating funds for said project. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Dorsey said he is glad to see this is all staying right here in our community. Commissioner Crutchfield asked about the timeframe of this project. Mr. Metzger said Phase 1 is currently being worked, and Phase 2 is anticipated to begin in 180 days. He noted that utilities will need to be relocated before the work starts. Mr. Metzger confirmed for Commissioner Ferguson that the cost will be reimbursed as payment requests are submitted. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-71 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Barge Design Solutions, Inc. for Engineering Services for the Integration of Water Production into Cityworks and other related documents for the sum of $79,870.00. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Dorsey said he is glad to see this is a local contractor. Commissioner Ferguson asked for further detail of the scope of services. Dothan Utilities Director Billy Mayes explained that this was previously done in the wastewater system and has proven to be a fabulous way to track work orders. He said we are putting this to our production section as a way to track work order and testing information for our wells and tanks. He said this will put all of the facilities into the Cityworks format so that we can attach work orders to those specific locations and track everything that is being done. Mr. Mayes confirmed for Commissioner Ferguson that our existing software will be customized and this is a one time fee. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-72 (recorded in Ordinance Book No._______at Page_______), entering into a contract with Barge Design Solutions, Inc. for a professional engineering service scope for the Omussee WWTP O&M Manual, for the sum of $35,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-73 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with CARFAX to share crash data with them in order to improve the investigation of vehicle related crimes, at no cost to the City. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-74 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of February, 2019 in the amount of $14,336,063.34. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-75 (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 Additional Purchases from Bids Previously Awarded: Vegetation Management Services: Asplundh Tree Expert Co., Inc. $ 700,000.00 FY 2019 Estimate for Remainder of Atlanta, GA Fiscal Year Minutes of the Board of Commissioners – March 19, 2019, continued. Wiregrass Park Tennis American Tennis Courts, Inc. $ 29,025.00 Courts 7-9 Crack Mobile, AL Repair & Resurfacing: Crack Repair Courts 7-9 Unit Price: $12.30, 900 Linear feet Resurfacing Courts 7-8: Unit Price: $5,985.00, 3 courts Total Cost: $29,025.00 Bids to be Awarded: Water Meter Boxes for AMI Ferguson Waterworks $ 505,800.00 Complete Unit Cost: $42.15 Loxley, AL Approximately Quantity: 12,000 +/- Total Estimated Cost: $505,800.00 30 Ft. Aluminum Dump Trailer Gulf City Body & Trailer $ 61,398.50 Quantity 1 (or more) Mobile, AL Unit Price: $61,398.50 Cab & Chassis for a 55' Material Coffman International, Inc. $ 151,460.00 Handler Quantity: 2 (or more) Dothan, AL Unit Price: $75,730.00 Total for Two Units: $151,460.00 2020 Ford Interceptor SUVs: Bondy’s Ford $ 137,255.00 2020 Ford Police Utility Dothan, AL Quantity: 4 Price (Gas) each: $33,428.00 Price Option 1 (Hybrid): $3,115.00 Option 1 (Bluetooth Sync) Price Each: Standard Option: Eco Boost System: $428.00 Delivery Time in days: 120 days Cab & Chassis for a Knuckleboom Coffman International, Inc. $ 149,594.00 Loader Quantity: 2 (or more) Dothan, AL Unit Price: $74,797.00 Total for Two Units: $149,594.00 13 to 14 Metric Ton Hydraulic Flint Equipment $ 187,000.00 Excavator Quantity: 1 (or more) Dothan, AL Price per Unit: $187,000.00 Delivery Time in days: 60 Lifecycle Cost Method of Bid Award: Estimated fuel usage for 6,000 hours in gallons: 3.00. Gallons/hours x 6,000 hours = 18,000 Parts Availability within 24 hours Guaranteed by Manufacturer: Yes Guarantee Buyback Value from Dealer at 5 years/6,000 hours: $70,000.00 Scheduled Maintenance Cost: $8,112.00 Cab & Chassis for 6 to 8 Yard Coffman International $ 211,614.00 Dump Body & 16 to 18 Yard Dothan, AL Dump Body: 6 x 8 Yard Dump Truck: Quantity 1 ( or more): Make & Model: International HV Unit Price: $93,220.00 Delivery Time: 161 Days 16 to 18 Yard Dump Body: Quantity 1 ( or more): Make & Model: International HV Unit Price: $118,394.00 Delivery Time: 23 weeks Demolition of Substandard Long Excavating & Recycling, LLC $ 17,725.00 Structures, per Specifications: Dothan, AL 205 May Street, Dothan, AL. Total Price: $3,400.00 806 Dixon Street, Dothan, AL. Total Price: $6,000.00 1744 Lake Street, Dothan, AL. Total Price: $5,725.00 1204 WAGF Road, Dothan, AL. Total Price: $2,600.00 Minutes of the Board of Commissioners – March 19, 2019, continued. Other Purchases: Professional Legal Services King & Spalding $ 548.00 for January, 2019-Defense of EPA Atlanta, GA Project Number 850310 Professional Legal Services Maynard, Cooper & Gale, P.C. $ 99.90 1/31/20198-Case 09846-0016 Birmingham, AL 55 Ft. Material Handler Altec $ 299,106.00 Sourcewell Co-operative Birmingham, AL Contract # 012418-ALT Unit Price: $149,553.00, Quantity 2 Replacing Units 3154 & 3196 Control Rocketlinx e59528-XT CDW-G $ 29,547.00 IND Rack Mounted Ethernet Chicago, IL Switches for the ATC Cabinets: Quantity: 30 Unit Price: $984.90 Sourcewell/NJPA Cooperative Contract #100614 Dielectric Testing of Trucks and Stuart C. Irby $ 19,134.00 Equipment to ensure they are in Lake Park, GA proper operating order: Dothan Utilities Electric Shotguns & Sticks less than 10 Ft. Quantity: 256, Unit Price: $12.00 Extendo Stick over 7 Sections Quantity: 31, Unit Price: $44.00 Line Hose/Blanket/Cover-up Quantity: 465, Unit Price: $11.00 Clean & Test Line hose/Blanket/Cover-up Quantity: 89, Unit Price: $12.00 High Voltage Jumpers; Quantity: 89, Unit Price: $12.00 Ground Cable: Quantity: 80, Unit Price: $8.00 Federal DOT Inspection & Sticker: Quantity: 18, Unit Price: $75.00 Bucket Truck with Liner: Quantity: 13, Unit Price: $95.00 Bucket Truck Inspection: Quantity: 13, Unit Price: $185.00 Digger Derrick Testing: Quantity: 7, Unit Price: $75.00 Digger Derrick Inspection: Quantity: 6, Unit Price: $150.00 Public Works Traffic Engineering Federal DOT Inspection & Sticker: Quantity: 4, Unit Price: $75.00 Bucket Truck with Liner: Quantity: 4, Unit Price: $95.00 Bucket Truck Inspection: Quantity: 4, Unit Price: $185.00 Professional Service Labor & Materials to Install Chaney Branch, Inc. $ 47,180.00 50' x 100' x 16' T-Shed with End Clio, AL Walls Sheeted. Includes Installing Building & Concrete Pier. Lowest Quote Public Works Project T-Shed will be used for equipment storage. Construct & Install Extension on Dothan Blow Pipe $ 19,469.00 Grit Tanks at Omussee WWTP: Dothan, AL Lowest Quote Public Works Project Handrails for Civic Center & Riley Steel Technologies, Inc. $ 27,200.00 Dothan Opera House: Dothan, AL Lowest Quote Public Works Project IBM iSeries Machine Annual International Business Machines Corp. $ 19,264.05 Subscriptions & Support Renewals Atlanta, GA Commissioner Kirkland then moved for adoption of Resolution No. 2019-75, motion seconded by Commissioner Kenward and unanimously carried. Minutes of the Board of Commissioners – March 19, 2019, continued. Mayor Saliba introduced Resolution No. 2019-76 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Chris Etheredge 91st Annual Southeastern Association $ 0.00 of Fire Chiefs (SEAFC) Leadership Conference Murfreesboro, TN Pete Webb 91st Annual Southeastern Association $ 2,153.84 David Hasty of Fire Chiefs (SEAFC) Leadership Conference Murfreesboro, TN Larry Williams 91st Annual Southeaster Association $ 0.00 of Fire Chiefs (SEAFC) Leadership Conference Murfreesboro, TN Todd McDonald Alabama Opportunity Zone Forum $ 330.00 Auburn, AL James Curtis Line Design and Staking Certification $ 2,395.35 Training: Stage 3 Nashville, TN Jon Marshall Joyce Engineering; Continuing Professional $ 1,520.00 David Cureton Education/Training Wendell Cummings Montgomery, AL Roy Johnson Commissioner Kenward then moved for adoption of Resolution No. 2019-76, 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 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