City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MARCH 3, 2020 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 3, 2020 with the following members present: Mayor Mark Saliba, Associate Commissioners Kevin Dorsey, Janasky Fleming, Albert Kirkland, Beth Kenward, and David Crutchfield. Commissioner John Ferguson was absent. Also present were City Manager Kevin Cowper, 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 Crutchfield led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of February 18, 2020, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming March, 2020 as “National Kidney Month and March 12th – World Kidney Day.” Amy Powell and Beth Harkins, CDI Dialysis Center, were present for the proclamation. Commissioner Kirkland encouraged everyone to get out and exercise their freedom to vote today. Commissioner Kenward seconded this encouragement. Commissioner Crutchfield said he would like to mention the recent Mardi Gras parade and recognize the volunteers who started the parade, as well as the city and county departments who support this event. He said he has been involved for several years and this is a great, family friendly event. Commissioner Crutchfield said there are a lot of ongoing projects in the city and he would like to thank the groups who are working long hours on these different projects. He said he knows it is an inconvenience but he loves to see those orange barrels and the growth they represent. Mayor Saliba encouraged everyone to make the time to vote today. He said there was a good crowd when he voted this morning about 7:15 a.m., and he hopes this continues on throughout the day. Mayor Saliba announced that Item No. 19 will be removed from the agenda and appropriate action will be taken at that time. City Manager Cowper made the following announcements and comments:  Daylight Savings Time starts this Sunday, March 8th at 2:00 a.m. and our Fire Department would like to remind everyone to also change the batteries in your smoke detectors when you move your clock forward one hour.  Dothan 101 Neighborhood Academy registration is underway and those who are interested in learning more about the city are encouraged to participate in this program. Applications may be obtained from the Administration office in the Civic Center, by mail, or online.  The first Foster Fest of the year will be held this Friday from 6:00 p.m. until 10:00 p.m. and this will be an exciting evening of fun.  For all those who are interested, Love Dothan stickers are available at the Performing Arts ticket booth inside the Civic Center for your vehicle or other object to show your support for our great city. Minutes of the Board of Commissioners – March 3, 2020, continued. Mayor Saliba introduced the application of Barry D. Stirrat, POA for a Special Retail License - More than 30 days (on premise) for Wiregrass Hotel and Conference Center, located at 2740 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 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 rezoning of property owned by Marcella S. West & West Family Trust, located just west of the Westway Shopping Center on West Main Street (18.32 acres). There being no one present to speak, Mayor Saliba declared the Public Hearing closed. Mayor Saliba introduced Ordinance No. 2020-60 (recorded in Ordinance Book No. _______at Page_______), rezoning property owned by Marcella S. West & West Family Trust, located just west of the Westway Shopping Center on West Main Street (18.32 acres) from B-2 and R-4 (Highway Commercial and High Density Single-Family Attached) Districts to R-A (Multi-Family High Density) 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, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Kirkland then moved for adoption of Ordinance No. 2020-60, motion seconded by Commissioner Kenward and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, Kirkland, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Saliba introduced Ordinance No. 2020-61 (recorded in Ordinance Book No. _______at Page_______), amending Chapter 42, Floods, of the City of Dothan Code of Ordinances, in its entirety. Commissioner Kenward moved for immediate consideration, motion seconded by Commissioner Crutchfield and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, Kirkland, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Commissioner Crutchfield then moved for adoption of Ordinance No. 2020-61, motion seconded by Commissioner Kirkland. Commissioner Kenward requested an explanation for the record. Public Works Director Charles Metzger said this chapter is updated approximately every ten years and he noted some of the changes. Regarding building in floodplains, he explained that this update will provide for a little more teeth in enforcing the regulations. There being no further discussion and upon the motion being put to vote, those voting “yea,” were Saliba, Dorsey, Fleming, Kirkland, Kenward, and Crutchfield; “nay:” none. The motion was carried by the majority of six “yeas” to no “nays.” Mayor Saliba introduced Resolution No. 2020-62 (recorded in Ordinance Book No._______at Page_______), declaring certain properties which are overgrown with weeds, scrub, wild bushes, grass and other vegetative 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 Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-63 (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. Minutes of the Board of Commissioners – March 3, 2020, continued. Mayor Saliba introduced Resolution No. 2020-64 (recorded in Ordinance Book No._______at Page_______), appointing Randall S. Morris as Assistant City Manager for the City of Dothan, at an annual salary of $154,000.00, to be payable on a biweekly basis and a monthly car allowance of $500.00, to be effective March 3, 2020. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. City Manager Cowper said the Commission expressed to him their strong support for an assistant city manager when he first started almost a year ago and he thinks this is a great move for us. He said we undertook an extensive nationwide search to fill this position, interviewed a number of really great candidates, and checked out their backgrounds. He said Randy Morris emerged as the top candidate because of his knowledge of the organization, his demeanor, and his ability to work across departments and coalesce everybody around an issue. He said Mr. Morris is one hundred percent the right person for this position and he is looking forward to working with him. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba congratulated Mr. Morris and thanked him for his service. Mayor Saliba introduced Resolution No. 2020-65 (recorded in Ordinance Book No._______at Page_______), appointing Alison S. Hall as Leisure Services Director for the City of Dothan, at an annual salary of $101,500.00, to be payable on a biweekly basis, to be effective April 13, 2020. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. City Manager Cowper said he is pleased to introduce Alison Hall to everyone, he has known her for a long time, and he was thrilled when she applied for this position. He said we also underwent a nationwide search to fill this position, which is very essential for the city of Dothan, and we are doing so many great things in parks and recreation. He said Ms. Hall will bring a high life of energy and enthusiasm to this job, she has a great background and skill set, she is very approachable, and she will be a wonderful addition to our management team. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba said we are glad Ms. Hall is back in her hometown of Dothan, and he acknowledged Elston Jones, former Leisure Services Director who recently retired, as being present today. Mayor Saliba introduced Resolution No. 2020-66 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Barge Design Solutions, Inc., for Professional Engineering Services along City of Dothan Rights- of-Way for a pavement condition rating along with collecting inventory of City of Dothan maintained signs, signals, pavement markings and striping, curbing, and curb inlets, for a not-to-exceed amount of $298,000.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Mr. Metzger said this will include an inventory of GIS locations for our signs, storm drainage inlets, signal locations, and other data we need, as well as update our pavement management system. He said the City has inventoried sewer, electrical, and other infrastructure, and this is a logical next step for us to be aware of this data through different layers in our base map. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-67 (recorded in Ordinance Book No._______at Page_______), entering into a contract and issue other related documents to Poly, Inc. for professional services to complete the EPA required Risk and Resilience Assessment and Emergency Response Plan, for the sum of $61,000.00, and appropriating funds for said services. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Kenward inquired if these funds are included in the money allocated for the City’s response to the EPA’s Administrative Order on Consent (AOC). City Manager Cowper said they are not as this is a different requirement from the AOC. Dothan Utilities Director Billy Mayes added that this is for the water system and certification will be sent to the EPA when complete. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-68 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract, and issuing a Notice to Proceed to Lewis Construction, LLC for the New Wading Pool - Water World in the amount of $937,800.00, and appropriating funds for said project. Commissioner Kenward moved for adoption, motion seconded by Minutes of the Board of Commissioners – March 3, 2020, continued. Commissioner Crutchfield. Mayor Saliba requested an update on this project for the media and the public. Mr. Metzger said work is ongoing and the slides are on schedule. He said they have a time lapse video and are working with Community Relations Officer Vincent P. Vincent to share the progression with our citizens to build some excitement around the project. He said the old kiddie pool has been torn out and construction for the new kiddie pool can begin as soon as the projected weather event passes. He explained that Lewis Construction, LLC was the sole bidder and the City negotiated the bid by adding items back in to the contract. Mr. Metzger said the hope is for this project to be completed in May. Commissioner Kenward reminded our public for their own safety to please not pass the fences at the construction site because we do not want anybody getting hurt. She said we promise to share the time release video and other information as it becomes available so that everyone can see the progress. There being no further discussion, the resolution was unanimously adopted. At this time, Commissioner Kirkland moved to remove Item No. 19 from the agenda, a proposed resolution entering into a supplemental agreement with SAIN Associates for additional engineering services for extending the current project from Homestead Subdivision to AL-52 (Hartford Highway) and revising the current design to a revised typical section, for a not to exceed fee of $323,750.00, and appropriating funds for said services, motion seconded by Commissioner Crutchfield and unanimously carried. Mayor Saliba introduced Resolution No. 2020-69 (recorded in Ordinance Book No._______at Page_______), entering into a cooperative maintenance agreement with ALDOT for maintenance of the 10 ft. wide concrete sidewalk located south of the Eastbound lanes of AL-12/US-84 in the ALDOT right-of-way near milepost 212.2 and extending approximately 1,500 linear feet East along AL-12/US-84. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Upon Commissioner Crutchfield’s inquiry, City Manager Cowper explained that this item and the next item on the agenda is in association with the Southeast Health office complex development. He said five foot sidewalks on roads adjacent to the property are required through the development process and we have asked them to construct ten foot sidewalks. He said they will pay the amount for the five foot sidewalks and we will bring an item before the Commission in the future for the cost of the additional five feet requested. He said ten feet will make the sidewalks much more walkable and accessible for multipurpose transportation. He said this agreement with ALDOT will then allow us to put that ten foot sidewalk on ALDOT’s right-of-way with the understanding that the City will do the maintenance. He said going forward we will seek opportunities to construct additional sidewalks in conjunction with projects and we are looking at some grant opportunities this summer to extend this sidewalk further, all the way to the intersection with Ross Clark Circle and in front of the hospital. He said there is a lot of pedestrian traffic in this area, but it is not pedestrian friendly at this time, so we need to make this transition. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-70 (recorded in Ordinance Book No._______at Page_______), entering into a cooperative maintenance agreement with ALDOT for maintenance of the 10 ft. wide concrete sidewalk adjacent to the exterior lanes of AL-210 (Ross Clark Circle) in the ALDOT right-of-way near milepost 10.7 and extending approximately 1,200 linear feet South along AL-210. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-71 (recorded in Ordinance Book No._______at Page_______), approving the Final Change Order (No. 4) with Saliba Construction Co., Inc. for the Regional Public Safety Training Center with a date of substantial completion of March 15, 2020, and for a net increase of $85,635.00 and a contract total of $18,715,248. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Commissioner Kenward confirmed with Mr. Morris that this contract is still under budget from the original projected cost. Mayor Saliba said he will abstain from voting because of the same last name. There being no further discussion, and upon the motion being put to vote, those voting “yea,” were Dorsey, Fleming, Kirkland, Kenward, and Minutes of the Board of Commissioners – March 3, 2020, continued. Crutchfield; “nay:” none; “abstained:” Saliba. The motion was carried by the majority of five "yeas" to one “abstention.” Mayor Saliba introduced Resolution No. 2020-72 (recorded in Ordinance Book No._______at Page_______), submitting an application with the State of Alabama Department of Education for participation in a Summer Food Service Program for Children, entering into an agreement with the United States Department of Agriculture for administration of the program and entering into an agreement with Mildred’s Restaurant & Tea Room for providing food services for the Summer Food Service Program for Children. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Dorsey. Upon Commissioner Crutchfield’s inquiry, Acting Leisure Services Director Kim Meeker explained that there are two different food service program bids – one for the afterschool program during the school year and one for the camps and playground programs during the summer – and this is the bid for the summer. He said this provider, who was the low bidder for the summer program, is different than the afterschool program provider. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-73 (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 7, 2020. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-74 (recorded in Ordinance Book No._______at Page_______), re-appointing Ted Hall, Ashley Carroll, and Christy Keyton as members of the Dothan Houston County Library System Board. Commissioner Fleming moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-75 (recorded in Ordinance Book No._______at Page_______), appointing Christopher C. Reid as a member of the Community Development Advisory Board. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-76 (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 Topper Switch 1282-45A Gresco $ 18,942.00 Quantity: 6 (more or less) Dothan, AL (More or Less) Unit Price: $3,157.00 75 kVA Single Phase Pad Gresco $ 11,580.00 Mount Transformers: Dothan, AL (More or Less) Quantity: 6 (more or less) Unit Price: $1,930.00 Other Purchases: Crane Rentals for FY 2020, Holland Manufacturing $ 33,500.00 used to set concrete poles to Dothan, AL Estimated provide electric service to City of Dothan customers. Only vendor who would quote out of 5 companies. Tablets & Toughbooks to allow CDW Government $ 27,490.61 water distribution to Install AMI Chicago, IL meters & materials Quantity: 7 Panasonic Toughbooks Unit Price: $3,428.83 Panasonic Protection Plus Plan 3 Years Unit Price: $245.33 Samsung Galaxy Tab A Unit Price: $194.83 Otterbox Defender Protective Minutes of the Board of Commissioners – March 3, 2020, continued. Case: Unit Price: $58.24 Sourcewell Co-operative contract # 081419-CDW 2020 John Deere 3108L Backhoe Flint Equipment $ 96,500.00 Quantity: 1 Replacing unit 3219. Dothan, AL Purchase off Sourcewell contract # 032515-JDC 2021 Kenworth T370, with Heil Ingram Equipment $ 265,610.00 25 Yard Body Pelham, AL Sourcewell contract #112014-THC Quantity: 1, Replacing 8083 2020 ETZ 750 Trencher, with Vermeer $ 129,866.70 Backhoe/Blade: Quantity: 1, Pensacola, FL Replacing 3208, Purchase off Sourcewell contract # 012418-VRM Programming Professional Services The Riley Group $ 27,000.00 - Sole Source IBM Solutions Provider: Dothan, AL January, 2020-September, 2020 (Approximately 24 hours a Month) Unit Price: $125.00, Quantity: 216 Commissioner Kirkland then moved for adoption of Resolution No. 2020-76, motion seconded by Commissioner Crutchfield and unanimously carried. Mayor Saliba introduced Resolution No. 2020-77 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT Kevin Moore Hazardous Devices School Class C5:20 $ 5,748.40 Huntsville, AL William Benny Tuscaloosa Police Lieutenant, Captain, & $ 50.00 Assistant Chief Assessor Tuscaloosa, AL Maurice Eggleston Tuscaloosa Police Lieutenant Assessor $ 100.00 Rachel David Tuscaloosa, AL William Benny FBI National Academy National Annual $ 7,119.00 Todd David Training Conference Carlton Ott New Orleans, LA Will Glover Rachel David Billy Mayes 2020 Alabama Municipal Electric Authority $ 1,155.00 Chris Phillips (AMEA) Power Supply Conference Jessi Snell Point Clear, AL Angie Akos AWWA 2020 Water JAM Conference $ 1,185.00 Mobile, AL Reginald Franklin Alabama Transportation Planners $ 568.30 Association (ATPA) 2020 Conference Huntsville, AL Josh Baker IMSA Work Zone Traffic Control Course & $ 2,125.00 Traffic Signal Technician Level 1 Course Pigeon Forge, TN Brian Shiver IMSA Work Zone Traffic Control Course $ 1,080.00 Pigeon Forge, TN Lee Ann Channell ESRI Southeast Users Conference $ 1,322.52 Atlanta, GA Wendy Shiver Alabama Association of Municipal Clerks $ 747.96 & Administrators (AAMCA) 2020 Summer Conference Point Clear, AL Minutes of the Board of Commissioners – March 3, 2020, continued. Commissioner Kenward then moved for adoption of Resolution No. 2020-77, motion seconded by Commissioner Dorsey and unanimously carried. There being no further business, Commissioner Kenward moved that the meeting be adjourned, motion seconded by Commissioner Kirkland 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 /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner /s/Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS