City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING APRIL 16, 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, April 16, 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 Larry Williams, 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 Clark Cornelius, Grace Anglican Mission Church, then led in prayer, afterwhich Commissioner Dorsey led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of April 2, 2019, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming April 14-20, 2019 as “Public Safety Telecommunications Week” in the City of Dothan. Public Safety Communications Center Manager Sandi Jarrett, Police Chief Steve Parrish, Captain Bubba Ott, and employees of the Public Safety Communications Center were present for the proclamation. Mayor Saliba invited Tana McGhee, Pilot Club of Dothan, to introduce the 2019 Dothan Queens: Little Miss Dothan Saylor Chapman, Teen Miss Dothan Kennedy Burgreen, and Miss Dothan Holley Driggers. Commissioner Dorsey said it is good to be on top of the ground, the ground is not on top of me, and it is a great day in the city! He invited everyone in the community to come out to the annual Golden Egg Hunt at Eastgate Park on Friday, April 19 th. He said there will be a lot of good fun from 2:19 p.m. until 4:19 p.m. including free food and a $500 cash giveaway. Commissioner Fleming said there will be a District 2 meeting at 6:00 p.m. on Thursday, April 18th at Beverlye Crossing. He thanked the department heads for agreeing to send people out to participate in discussion with District 2 residents and anyone else who is interested in attending. Commissioner Kirkland said he appreciates all that the department heads do and this morning he would like to recognize General Services Director Randy Morris for the great job he has done with our training center and the lodge at Eastgate Park. He said Mr. Morris and his crews look after our facilities and he thanked them for all they do. Commissioner Ferguson wished everyone a Happy Easter. Commissioner Kenward said the Commission just got some updates on our police and fire facility that the Wiregrass Foundation is helping us to build and she wants to make our community aware we need citizens in the surrounding area to serve on the board for this facility. She said people from all walks of life and all backgrounds without experience in police and fire are encouraged to serve because this board will help us engage with the Dothan community and make sure that the facility and the programs being created are penetrating our citizenship and doing the things we need it to do in order to educate our citizens on our police and fire services. She said the Commission will be reaching out to people so please email any member of the commission if this is something that interests you. Commissioner Crutchfield said he would like to reiterate that Commissioner Dorsey’s Easter Egg Hunt is a fun time and he does a great job with the event. Minutes of the Board of Commissioners – April 16, 2019, continued. Commissioner Crutchfield thanked the department heads for handling all the events that come up each week, and especially Dothan Utilities Director Billy Mayes and Fire Chief Larry Williams for their extra time and efforts in serving as acting city manager, until our full time city manager is here. Mayor Saliba said Troy Mayor Jason Reeves called him yesterday to express appreciation to Dothan Utilities for sending help to clear paths and restore power after the tornado on Sunday. Acting City Manager Williams invited Safety Officer Trampas Gougler to present the Gold Risk Management Gold Award the City recently received from the Loss Control Division of the Alabama Municipal Insurance Corporation and the Municipal Workers Compensation Fund. Mr. Gougler discussed the award criteria, the City’s efforts to minimize exposure and claims, and the benefits to the City. Veterans of Foreign Wars (VFW) Award Presentations were given by VFW Post 3073 Commander Mike Naro and Quartermaster Ed Pritchard to Officer Jason Neal, Law Enforcement Officer of the Year; Firefighter Tyler McClenny (currently out of state serving our nation), EMT of the Year; and Firefighter Preston Banister, Firefighter of the Year. Police Chief Steve Parrish, Captain Bubba Ott, Deputy Fire Chief Chris Etheredge, Battalion Chief Stephen Messer, and Captain Jason Braswell were also in attendance for these award presentations. Acting City Manager Williams said Dothan was very fortunate to experience no major damage and only sporadic small outages from the severe weather that came through our area on Sunday, April 14th. He said Dothan Utilities crews were sent to Troy on Sunday as part of our Electric Cities mutual aid agreements, and upon his request for an update, Mr. Mayes said the crews worked all day in Troy assisting to get their system restored and returned around 11 p.m. Sunday night. Mr. Mayes said these groups come to help us and we want to be there for them when they need help. Acting City Manager Williams added that he knows almost every department in the City contacted the city of Troy right after the event to make sure that they were okay and check if they needed further assistance. He said more severe weather is anticipated Thursday night, Dothan/Houston County EMA is providing regular updates, and we need to stay alert. Acting City Manager Williams made the following announcements and comments:  The Public Works Department invites everyone to attend the Ribbon Cutting for the recycle convenience station, located at the old Air Guard Armory at the corner of Westgate and Choctaw, on Monday, April 22nd at 10:30 a.m.  The Dothan Fire Department with the Dothan Runners Club is having their annual Fit to Fight 5K/10K event in downtown Dothan on Saturday, May 4th starting at 8:00 a.m. at Fire Station 1. Anyone needing more information can contact the Dothan Fire Department.  In addition to their normal spring and summer programs, the Leisure Services Department has a bunch of events going on this week. The Hardee’s Pro Classic Women’s Professional Tennis Tournament is underway at Westgate Tennis Center and the finals will be played this weekend. The Dothan Diamond Softball Classic will start today at Westgate Softball Complex with sixteen area high school teams participating and games will be played today through Saturday. Mayor Saliba introduced Ordinance No. 2019-92 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by various owners, located within and in close proximity to the Newton, Burdeshaw, Cherry, Adams & Range (NBCAR) Historic District, from H-I (Heavy Industrial) & L-I (Light Industrial) Districts to B-1 (Central Business) 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.” Minutes of the Board of Commissioners – April 16, 2019, continued. Commissioner Kirkland then moved for adoption of Ordinance No. 2019-92, 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. 2019-93 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Gulf Breeze Landscaping LLC, of Gautier, MS, for Right-of-Way Maintenance on various routes in Dothan in the amount of $137,520.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Ferguson. Upon Commissioner Crutchfield’s request, Public Works Director Charles Metzger explained that this company will cut probably four times during this growing season and then we will likely renew the contract with them for five to seven cuttings. He said a general contractor’s license and the necessary equipment is required and they feel good about this company being able to handle the job. He said the Alabama Department of Transportation (ALDOT) will be doing the first cutting this week and they have a spray program which has helped with preventing weeds. He said his department is working on a negotiation with ALDOT for them to give us some of their budget in exchange for us handling the cutting in the next budget year. Mr. Metzger confirmed for Commissioner Ferguson that the General Services Department will continue to cut the more manicured areas that they currently maintain and that this contract includes cutting all the way to the City limit signs, every major artery, and from right-of-way to right-of-way. Mr. Metzger discussed issues with being able to coordinate ALDOT’s cutting schedule on their limited budget and being able to manage the work by using this company to keep these areas looking better all the time. Commissioner Dorsey asked how many companies submitted a bid, and Mr. Metzger said this was the only bid and there were no local bidders. Mr. Metzger said they reached out to local companies but they either did not have a general contractor’s license or had too much work already going on. Acting City Manager Williams said Purchasing Agent Charlotte Langford stated that she sent out numerous invites through our vendor system. Mr. Metzger clarified for Commissioner Dorsey that this contract could be renewed for two years or we can look to rebid each year. Commissioner Kenward said it is wonderful when we keep our right-of-ways manicured but it also takes the responsibility of our citizens not to litter and she encouraged everyone to help in this effort. Mr. Metzger said his department is going to work with Community Relations Officer Melinda McClendon on an outreach program with clubs and groups to help in keeping these areas cleaned up. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-94 (recorded in Ordinance Book No._______at Page_______), entering into a supplemental agreement with the Alabama Department of Transportation for the relocation of Water and Sanitary Sewer Utility Facilities on Public Right-Of-Way to be completed by the City of Dothan Contractor, for the additional lanes on RCC from Bauman Drive to South of U.S. Highway 84 Project, including Engineering and CE&I, at a cost of $149,390.00, making the total cost $516,000.00. Commissioner Kenward moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-95 (recorded in Ordinance Book No._______at Page_______), accepting a grant award from the State of Alabama Mutual Aid System (AMAS) for the purchase of equipment, training and supply replacement for the Hazardous Materials (HazMat) Team, Heavy Rescue and Swift Water Rescue Team in the amount of $6,946.00, and appropriating funds for said grant. Commissioner Fleming moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-96 (recorded in Ordinance Book No._______at Page_______), entering into a lease agreement with Camp ASCCA (Alabama’s Special Camp for Children and Adults) for lodging, programming and nursing services for special needs campers during period of May 21-24, 2019. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Minutes of the Board of Commissioners – April 16, 2019, continued. Mayor Saliba introduced Resolution No. 2019-97 (recorded in Ordinance Book No._______at Page_______), renaming the entry road to the Westgate Softball Complex as “Middlebrooks Drive”. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Ferguson thanked everyone for their support on this item, and he said Johnny Middlebrooks is a legend in our City who cannot be replaced. He asked that our media members not cover this yet because there is an event being planned and the family will be notified at a later date. He said this is a very competitive thing to do and we cannot honor everyone we would like to so when we are able to he is always grateful. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2019-98 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of March, 2019 in the amount of $12,759,508.83. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-99 (recorded in Ordinance Book No._______at Page_______), appointing Christopher Jones as a member of the Recreation Board. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba introduced Resolution No. 2019-100 (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 Uninterruptible Power Supply Swift Industrial Power $ 45,192.00 Systems & Service for City Trussville, AL Approximately Fiber Huts, per City of Dothan Specifications: Complete Unit Cost: $7,532.00 Quantity: 6 (more or less) Total Estimated Cost: $45,192.00 Battery Back-Up System for Utilicom Supply Associates, LLC $ 90,750.00 Traffic Signals Norcross, GA Approximately Unit Cost: $6,050.00 Quantity: 15 (more or less) Total Estimated Cost: $90,750.00 Other Purchases: White Letter Size Copy Paper, 20 #, Strickland Paper Company, Inc. $ 15,840.00 International Paper Company, 500 dba Strickland Companies Approximately Sheets per Ream, 92 Brightness, Birmingham, AL Unit of Measure: Case of 10 Reams State of Alabama Awarded Contract T103 Master Agreement: MA 9991800000000364 Unit Cost: $26.402, Quantity (more or less): 600 Advanced Traffic Control Cabinet Utilicom Supply Associates, LLC $ 21,717.50 Replacement Parts: ATC Cabinet Norcross, GA Detector Card 222 EDI LM-222 Quantity: 290, Unit Price: $66.25 ATC Cabinet ISO, CD, 242L, EDI Quantity: 60, Unit Price: $41.75 Sole Source Provider Commissioner Kenward then moved for adoption of Resolution No. 2019-100, motion seconded by Commissioner Crutchfield and unanimously carried. Mayor Saliba introduced Resolution No. 2019-101 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: Minutes of the Board of Commissioners – April 16, 2019, continued. NAME CONFERENCE AMOUNT Franklin Ruiz Field Training Officer Couse $ 670.95 Lance Hughes Stapleton, AL Brandon Peters Firearms Instructor Training Program $ 80.00 John Chesser Glynco, GA Will Kaufmann Basic SWAT Course $ 1,609.00 Hunter Bullock Anniston, AL Jennifer Metzger 2019 Regional Seminars for $ 1,532.16 Susan Grace Municipal Court Officials Jason Miller Mobile, AL Delvick McKay 2019 AAPPA Annual Conference & Forum $ 1,135.80 The Changing Role of HR Foley, AL Kelly Speigner 2019 AAPPA Annual Conference & Forum $ 1,262.60 The Changing Role of HR Foley, AL Andreda Williams 2019 AAPPA Annual Conference & Forum $ 1,262.60 The Changing Role of HR Foley, AL Nichole Gibson 2019 AAPPA Annual Conference & Forum $ 926.80 The Changing Role of HR Foley, AL Lisa Reeder Government Finance Officers $ 1,690.72 Romona Marcus Association of Alabama (GFOAA) Summer Conference & Training Program Orange Beach, AL Tim Mullis Advanced Mobile Device Examinations $ 50.00 Hoover, AL Angie Akos Water Environment Federation (WEF) $ 2,950.00 2019 Technical Exhibition & Conference Chicago, IL Billy Mayes AWWA 2019 Water JAM Conference $ 3,360.00 Angie Akos Mobile, AL James Stewart Kim Meeker 2019 SORBA Mountain Bike Summit $ 768.52 Tyson Carter Johnson City, TN Commissioner Crutchfield then moved for adoption of Resolution No. 2019-101, motion seconded by Commissioner Fleming and unanimously carried. Commissioner Ferguson moved to accept an easement from Hillen Realty Company, LLC, needed for Eye Center South, motion seconded by Commissioner Crutchfield and unanimously carried. There being no further business, Commissioner Ferguson 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 – April 16, 2019, 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 David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS