City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING MARCH 17, 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 17, 2020 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 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 John Dowdey, Church at the Crossing, 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 March 3, 2020, be approved, motion seconded by Commissioner Fleming and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming March, 2020 as “Wiregrass Museum of Art-Youth Art Month.” Wiregrass Museum of Art Educators Amanda Holcomb and Brook McGinnis were present for the proclamation and they announced this year’s award winning artists. Mayor Saliba presented and read a proclamation, proclaiming April, 2020 as “Child Abuse Prevention Month” in the City of Dothan. Southeast Alabama Child Advocacy Center Forensic Interviewer Marie McCarty was present for the proclamation. Mayor Saliba presented and read a “Proclamation of a Local Emergency by the Dothan City Commission” to proclaim the existence of a local emergency as caused by the Novel Coronavirus Disease (COVID-19), commencing on or about noon on the 17th day of March, 2020. Mayor Saliba announced that Item No. 26 will be removed from the agenda and appropriate action will be taken at that time. Commissioner Dorsey said he wants to thank his colleagues and City Manager Cowper for their attendance in Washington, D.C. He said this was a very informative and great trip. Commissioner Dorsey reminded everyone, in reference to the effects being experienced in our city as a result of the COVID-19 outbreak and in addition to helping others, we need to also take care of ourselves, our families, and our homes. Commissioner Fleming thanked the City for stepping up to help feed children. He said meals will be served from 11:30 a.m. until 1:00 p.m. at Westgate Park, Wiregrass Park, Andrew Belle Center, and Walton Park for children 18 years of age and younger, as well as disabled adults. He expressed appreciation to the Leisure Services Department for their foresight and hard work. He said Dothan City Schools will provide meals from 11:00 a.m. until 1:00 p.m. at the locations of Beverlye Intermediate, Headstart, Jerry Lee Faine, Kelly Springs, Morris Slingluff, and Selma Street. He said there are a lot of people stepping up to the plate to help our kids and people in need. Commissioner Kirkland expressed appreciation to City Manager Cowper and the staff for all of the planning and work they are doing to help us do the best we can with the virus. He said we will come through this together. Minutes of the Board of Commissioners – March 17, 2020, continued. Commissioner Ferguson confirmed with City Clerk Danner that the local emergency proclamation does not require a vote and is a proactive move. Commissioner Kenward seconded Commissioner Kirkland’s sentiment, and thanked everybody for their planning, being on top of their roles in this situation, and the communication. Commissioner Crutchfield also agreed with these comments, and thanked everyone involved in the Azalea-Dogwood Trail held this past Sunday. He expressed appreciation to Leisure Services, Police, Public Works, and the citizen group who runs this event for their efforts. He said it was great for our community to have a day to get out and ride around in the open air to see the yards, azaleas, and participation from our citizens. Mayor Saliba reminded everyone that a press conference will be held at 1:30 p.m. today concerning COVID-19 and this community’s response. He said we are encouraging people at this point to watch these events on the City’s YouTube or Facebook Live stream. He said this is a rapidly developing and changing incident so we ask that everyone stay tuned to the City’s website, as well as the Alabama Department of Public Health and Alabama State Department of Education. City Manager Cowper presented a service award to Kim Meeker, Leisure Services, for thirty years of service with the City. City Manager Cowper asked everyone to stay tuned to the City’s website, Facebook, and Instagram for announcements. He said we are putting out a lot of information right now and using all the media sources we have available to get the word out on different events that are rescheduled, closures, new customer service procedures, etc. Mayor Saliba introduced the application of Janna Holland for a Special Retail License - More than 30 days License (on or off premise) for Blue Moon Cafe, located at 195 South Foster Street. Mayor Saliba asked if there was anyone present to speak on this matter. A representative of the applicant was present but did not wish to speak. There being no discussion, Mayor Saliba called for a motion. Hearing no motion, the application was denied. Mayor Saliba announced a Public Hearing regarding the issuance of the City’s 2020 Limited Obligation Revenue Warrant, in the amount of $750,000.00, in regards to the participation with the Economic Development Agreement by and between the City of Dothan, Alabama and Commercial Consulting Corporation of Dothan. Mayor Saliba asked if there was anyone present to speak on this matter. Dothan Area Chamber of Commerce President Matt Parker said this project was inspired with the opportunity provided by the leadership of City Manager Cowper, Mayor Saliba, and the Commission through the new business development incentive. Mr. Parker gave a presentation and discussed details of the project. He said this project would provide an approximate $4.2 million investment and create 80-90 jobs. He said the developer’s request is for a 50/50 split of sales tax revenue to help offset costs. Mr. Parker recognized Attorney Wally Hinesley, who was present in the audience, and he said he has helped on this project from a legal standpoint with the agreements and resolutions, which will be addressed in the following items as the agenda moves forward. Upon Commissioner Ferguson’s inquiry, Mr. Parker said the landscaping included in the project is just the section where the theatre and parking area is located. Mr. Parker added that the developer is also going to do some aesthetic improvements in the surrounding area to upgrade the property and do paving improvements in the area of Tuesday Morning, Chow King, etc. Commissioner Dorsey asked if there are other target places being looked at for this incentive program. Mr. Parker said the Highway 84 East area is still being looked at as a potential for development and the 431 North Corridor will likely create some opportunities down the road. There being no further discussion, Mayor Saliba declared the Public Hearing closed. Mayor Saliba introduced Resolution No. 2020-78 (recorded in Ordinance Book No._______at Page_______), entering into an Economic Development Agreement with Commercial Consulting Corporation of Dothan to provide financial assistance for the Development Project at 3114 Ross Clark Circle (old Carmike Cinema) to Minutes of the Board of Commissioners – March 17, 2020, continued. reconstruct and renovate the project site, at an amount not to exceed $750,000.00, over a period of ten (10) years based on sales tax generated on retail sales derived solely from the operation of Hangar 38 and or other commercial tenants. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-79 (recorded in Ordinance Book No._______at Page_______), authorizing the issuance of the City’s 2020 Limited Obligation Revenue Warrant, in the amount of $750,000.00, in regards to the participation with the Economic Development Agreement by and between the City of Dothan, Alabama and Commercial Consulting Corporation of Dothan. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Ferguson requested an explanation for this item. Mr. Hinesley said the warrant is required by Amendment 772 to show the City’s limited obligation but does not go against the debt limits. He said the document reflects that the City is committed up to $750,000.00 and the payment source is limited to half of the sales tax revenue. He said the ten years comes into play if the $750,000.00 is not met by that time because the maximum is either $750,000.00 or ten years. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-80 (recorded in Ordinance Book No._______at Page_______), confirming the cost incurred in notification and abatement of certain properties determined to be nuisances by Resolution Numbers 2019-309, 2020-2, 2020-3, and 2020-18, 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 Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-81 (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. Mayor Saliba introduced Resolution No. 2020-82 (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 calling for a public hearing to be held on the matter during the regularly scheduled commission meeting on April 7, 2020. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-83 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Bullock Environmental, LLC, to conduct a Phase II environmental assessment of the former city shop site, located at 1110 Columbia Highway, to include recommendations to the City for any future actions required to achieve a development ready status at a cost of $27,100.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-84 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed and other related documents to L&K Contracting Company, Inc. for the 2020 Improvements to the Napier Field Pump Station, for the sum of $157,500.00. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-85 (recorded in Ordinance Book No._______at Page_______), awarding the bid, entering into a contract and issuing a Notice to Proceed and other related documents to Gencon Associates, Minutes of the Board of Commissioners – March 17, 2020, continued. Inc. for the Little Choctawhatchee WWTP Sludge Pad Cover, for the sum of $438,742.00. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Upon Mayor Saliba’s inquiry, Dothan Utilities Director Billy Mayes explained that operationally there has to be a place to take sludge during periods when the landfill is closed and this is also a requirement of the Municipal Water Pollution Prevention (MWPP) program. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-86 (recorded in Ordinance Book No._______at Page_______), authorizing certain employees to request, receive and disclose information to the Alabama Department of Revenue (ADOR). Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Upon Commissioner Ferguson’s inquiry, Finance Director Lisa Reeder explained that this item is to update the personnel within the City who are authorized to communicate with the State of Alabama about sales tax. She said the list was last updated approximately four years ago and this update was requested by ADOR. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-87 (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. 2020-88 (recorded in Ordinance Book No._______at Page_______), entering into a maintenance agreement with U.S. Business Products for a Sharp Copier, located in the Accounting office of the Finance Department, to include all toner, remote support, and parts and labor, at an estimated cost of $48.00 per month for a twelve (12) month period. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kirkland and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-89 (recorded in Ordinance Book No._______at Page_______), renewing the agreement with Microsoft Corporation for Volume Licensing for continued support of all installed Microsoft software versions, as well as increase reliability of email communications, at an estimated cost of $339,378.15 per year for three (3) years. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-90 (recorded in Ordinance Book No._______at Page_______), declaring a 2000 Ford Crown Victoria (VIN # 2FAFP71W9YX118956) as surplus and no longer needed for public or municipal purposes and donating it to Rehobeth Fire and Rescue, Inc. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-91 (recorded in Ordinance Book No._______at Page_______), re-appointing Mickey E. Davis and Jerry Coleman as members of the Planning Commission. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba thanked Mr. Davis and Mr. Coleman for their service. Mayor Saliba introduced Resolution No. 2020-92 (recorded in Ordinance Book No._______at Page_______), appointing Deborah Crawford as a member of the Community Development Advisory Board. Commissioner Kenward moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Mayor Saliba thanked Mrs. Crawford for her service. Mayor Saliba introduced Resolution No. 2020-93 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of February, 2020 in the amount of $20,014,285.35. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Fleming and unanimously adopted. Minutes of the Board of Commissioners – March 17, 2020, continued. Mayor Saliba introduced Resolution No. 2020-94 (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 Pentachlorophenol Utility Poles T R Miller Mill $ 84,302.00 See attached bid tabulation Brewton, AL (More or Less) for quantities and unit prices by type of pole. Quantity:See bid tab for quantities. 1. 30 ft. Class 5: Unit Price: $114.00 2. 35 ft. Class 5: Unit Price: $151.00 3. 45 ft. Class 4: Unit Price: $275.00 4. 45 ft. Class 3: Unit Price: $322.00 5. 45 ft. Class 2: Unit Price: $379.00 6. 50 ft. Class 3: Unit Price: $389.00 7. 50 ft. Class 2: Unit Price: $449.00 8. 55 ft. Class 3: Unit Price: $456.00 9. 55 ft. Class 2: Unit Price: $524.00 10. 60 ft. Class 3: Unit Price: $527.00 11. 60 ft. Class 2: Unit Price: $620.00 12. 65 ft. Class 3: Unit Price: $640.00 13. 65 ft. Class 2: Unit Price: $750.00 Right of Way Maintenance: Gulf Breeze Landscaping, LLC $ 208,754.00 Alternate 1: Up to 7 Total Mowings Gautier, MS (More or Less) Total Price per Mowing: $29,822.00 Other Purchases: Professional Legal Services for EPA King & Spalding $ 592.00 Enforcement Action through 1/31/20 Atlanta, GA Repair sewer lines under men's Vinson Plumbing & Electric, Inc. $ 14,500.00 restroom at Rip Hewes Stadium. Dothan, AL (More or Less) Work will include: cut and bust concrete inside and outside men's restroom for approximately 65', remove old cast iron sewer lines under concrete, replace with 4" schedule 40 PVC pipe and fittings, and reinstall toilets once floor has been re-poured. Lowest quote. Light-Structure System, with Musco Sports Lighting, LLC $ 42,000.00 Total Light Control-TLC for LED Oskaloosa, IA Technology System includes 2 precast concrete bases with lightening grounding, 2 galvanized steel poles, remote electrical component enclosures, Pole length, factory assembled wire harnesses, 9 factory aimed and assembled luminaires, UL listed assemblies. Sourcewell Contract #071619-MSL Equipment for Police Vehicle Applied Concepts $ 31,487.50 Replacements: Stalker DSR2X with Plano, TX all connectors, cables and 3 year warranty, Sole source Supplier. Quantity: 11, Unit Price: $2,862.50 Microsoft Windows Server SHI $ 30,952.20 Datacenter Edition-Step-Up Somerset, NJ True-Up License & Software Assurance-2 Cores-Upgrade from Standard Core Edition- Enterprise-All Languages, NASPO Software NCPA Contract Number 11-1402 Commissioner Crutchfield then moved for adoption of Resolution No. 2020-94, motion seconded by Commissioner Kenward and unanimously carried. Minutes of the Board of Commissioners – March 17, 2020, continued. Commissioner Kenward moved to remove Item No. 26 from the agenda, a proposed resolution approving advance travel requests for City employees, motioned 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 /s/Kevin Dorsey, Associate Commissioner Janasky Fleming, Associate Commissioner /s/Albert Kirkland, Associate Commissioner /s/John Ferguson, Associate Commissioner Beth Kenward, Associate Commissioner /s/David Crutchfield, Associate Commissioner BOARD OF CITY COMMISSIONERS