City Commission Agendas and Minutes

BOARD OF COMMISSIONERS CITY OF DOTHAN, ALABAMA REGULAR MEETING OCTOBER 20, 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, October 20, 2020 with the following members present: Mayor Mark Saliba, Associate Commissioners Albert Kirkland, John Ferguson, Beth Kenward, and David Crutchfield. Associate Commissioners Kevin Dorsey and Janasky Fleming were absent. Also present were City Manager Kevin Cowper, Acting City Clerk Wendy Shiver, Administrative Secretary Courtney Vickers, who recorded the Minutes of the Meeting, and the local news media representatives. City Clerk Tammy Danner was absent. Mayor Saliba called the meeting to order. Pastor Josh Pineyro, Dothan First Assembly Church, then led in prayer, afterwhich Commissioner Ferguson led in the Pledge of Allegiance to the Flag. Commissioner Kirkland moved that the Minutes of the Meeting of October 6, 2020, be approved, motion seconded by Commissioner Kenward and unanimously approved. Mayor Saliba presented and read a proclamation, proclaiming October 19-23, 2020 as “Chamber of Commerce Week.” Delvick McKay, Chairman of the Dothan Area Chamber of Commerce, and Dean Mitchell, Executive Director of the Dothan Area Chamber of Commerce and Chairman of the Chamber of Commerce Association of Alabama, were present for the proclamation. Mayor Saliba presented and read a proclamation, proclaiming November 19-25, 2020 as “Farm-City Week.” Randy Davis, Chairman of the Houston County Farm- City Committee, and Doug Sinquefield, Houston County District 2 Commissioner and Farm-City Committee Member, were present for the proclamation. Commissioner Kirkland said he would like to thank Mr. Cowper for being our City Manager and his staff for their hard work. Commissioner Crutchfield thanked department heads for their willingness to listen and communicate as the City progresses and grows. Mr. Cowper made the following announcements: • The Dothan Leisure Services Department is hosting a Drive-Thru Trick-or- Treat event on Friday, October 30th from 5:00 pm to 8:00 pm at Rip Hewes Stadium Parking Lot. Various City departments and vendors will be present. The Dothan Leisure Services Department is seeking additional vendors. This event will be a fun way to celebrate Halloween in this COVID-19 environment. • City of Dothan is observing the Halloween holiday on Saturday, October 31st from 5:30 pm to 8:00 pm. The Dothan Police Department will have extra patrol on this night to ensure a safe trick-or-treating experience. Citizens may report inoperable street lights in neighborhoods by telephone at 334-615-3302 or online at www.dothan.org. • The next Love Your Neighborhood clean-up event is scheduled for Saturday, November 7th from 8:00 am to 12:00 pm in the Harmondale Neighborhood. Volunteers are desired for this community involvement program. Mayor Saliba thanked Mrs. Shiver for fulfilling the City Clerk role during Mrs. Danner’s absence. Minutes of the Board of Commissioners – October 20, 2020, continued. Mayor Saliba introduced Resolution No. 2020-277 (recorded in Ordinance Book No._______at Page_______), entering into a permit agreement with the Alabama Department of Transportation for the installation of a 8” tap and valve and 8 LF of 8” ductile iron pipe water main to the right of way for a new roadway extension of an existing medical subdivision in Dothan, AL. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-278 (recorded in Ordinance Book No._______at Page_______), approving the final Summary Change Order with Wiregrass Construction Company, Inc., for the Dothan Landfill Cell 6 Construction Project, which results in a cost increase in the amount of $448,911.19, making the final adjusted contract price $3,711,565.44. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward. Commissioner Kenward asked for an explanation for the sake of public knowledge. Public Works Director Charles Metzger said factors in the cost increase were the amount of dirt that had to be moved, the weather, and the addition of sediment ponds, roadwork, and storm drainage. He said the landfill has been operating since August with over 13,000 tons of garbage being taken in, which amount includes Houston County and Martin Industries. He said the City is saving approximately $1 million per year with the landfill reopened. Commissioner Ferguson asked if the work has already been completed for this change order, and Mr. Metzger confirmed. Commissioner Ferguson requested that the Commission be given a heads up in the future before work begins so they are aware. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-279 (recorded in Ordinance Book No._______at Page_______), approving additional Construction Engineering & Inspection (CE&I) services with CDG Engineers & Associates, Inc. for the Dothan Landfill Cell 6 Construction Project, which results in a cost increase in the amount of $8,500.00, making the final adjusted contract price $285,500.00. Commissioner Kenward moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-280 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with York Risk Services Group, Inc., to continue to provide claims administration services for the self- insured workers’ compensation program at a yearly cost of $46,350.00, for a period of one (1) year to commence on October 1, 2020, through September 30, 2021. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-281 (recorded in Ordinance Book No._______at Page_______), entering into an agreement with Schoel Engineering Company, Inc. to conduct a hydrologic evaluation and conceptual design for the Poplar Springs Branch and surrounding basin for $43,750.00, and appropriating funds for said project. Commissioner Crutchfield moved for adoption, motion seconded by Commissioner Kenward and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-282 (recorded in Ordinance Book No._______at Page_______), entering into agreements with Motorola Solutions for the purchase of two additional Mach Alert Client Licenses at a cost of $15,645.00 and for a System Update Agreement (SUAII) for the Fire Station Alerting System at a cost of $57,471.99 per year. Commissioner Kenward moved for adoption, motion seconded by Commissioner Ferguson and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-283 (recorded in Ordinance Book No._______at Page_______), renewing the contract with the Southern Alabama Regional Council on Aging (SARCOA) to receive funding from the Houston County Tobacco Tax Fund for senior citizen programs. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield. Commissioner Kirkland said SARCOA has increased the number of people they help by 24% during the COVID-19 pandemic. There being no further discussion, the resolution was unanimously adopted. Minutes of the Board of Commissioners – October 20, 2020, continued. Mayor Saliba introduced Resolution No. 2020-284 (recorded in Ordinance Book No._______at Page_______), entering into a contract with the Southeast Basketball Officials Association to provide certified referees to officiate during the 2020 Downtown Hoops Classic Basketball Tournament at a cost of $105.00 per game. Commissioner Ferguson moved for adoption, motion seconded by Commissioner Kenward. Mr. Cowper said this contract is in anticipation of the City holding the 2020 Downtown Hoops Classic Basketball Tournament. He explained it is not certain that the City will hold this event based upon the COVID-19 sanitation and limited seating requirements for contact sports. Mr. Cowper said he will notify the Board once a final decision has been determined. There being no further discussion, the resolution was unanimously adopted. Mayor Saliba introduced Resolution No. 2020-285 (recorded in Ordinance Book No._______at Page_______), approving payment of invoices for the month of September, 2020 in the amount of $14,293,981.67. Commissioner Kirkland moved for adoption, motion seconded by Commissioner Crutchfield and unanimously adopted. Mayor Saliba introduced Resolution No. 2020-286 (recorded in Ordinance Book No. _______at Page_______), awarding the following bids and approving other purchases over $15,000.00 by the City, and appropriating funds for said purchase. ITEM VENDOR AMOUNT 115kv Transmission Insulators Stuart Irby $ 109,510.26 Dothan, AL (More or Less) Ready Mix Concrete & Flowable Smyrna Ready Mix See Unit Prices Fill: Unit of Measure-Cubic Yard Dothan, AL Purchased as Concrete Mix 2500 lb. Strength Required Unit Price: $114.00, Ready Mix Concrete: 3000 lb. Strength, Unit price: $117.00, 3000 lb. w/Pea Gravel, Unit Price: $117.00, 3000 Small Curb Mix, Unit price: $115.00, 4000 lb. Strength, Unit Price: $123.00, Flowable Fill, Unit Price: $104.00 Fuel Surcharge per Load; $20.00, Demurrage after 60 Minutes; $1.25 per minute, Accelerator 1%, Unit Price: $3.00, Fiber Dosage: Unit Price: $6.00-Both per Cubic Yard Other Purchases: Insurance Coverage Renewals: Flowers Insurance Agency $ 397,528.64 Terrorism, Unit Price: $2,644.00, Dothan, AL Cyber Liability, Unit Price: $21,087.64, Crime: Unit Price: $3,082.00, Contractor Equipment, Unit Price: $17,538.00, Fleet (Inland Marine) Unit Price: $7,600.00, Property: Unit Price: $341,867.00, Medical Professional Liability, Unit Price $3,710.00 Crowdstrike & Falcon Software CDWG $ 69,975.00 Annual Maintenance Renewal & Vernon Hills, IL Software Upgrade for Crowdstrike Endpoint Security Solution- Emergency Purchase Subscription Services: Architecture DLT Solutions, LLC $ 27,037.47 Engineering & Construction Herndon, VA Collection Government, Quantity: 3, Unit Price: $2,730.21, Collection IC ELD, Quantity: 15, Unit Price: $586.58, AutoCAD, Quantity: 18, Unit price: $319.00, Civil 3D, Quantity: 2, Unit Price: $2,153.07- Sole Source Minutes of the Board of Commissioners – October 20, 2020, continued. QLess Account Setup & Virtual SHI International $ 29,944.66 Training (One Time Cost) Quantity:1, Somerset, NJ Unit Price: $2,500.00, 2 way SMS Interactive Queing Package, Quantity: 24, Reoccurring Annual Cost-Unit Price: $531.00, Flex Appointments, Quantity: 24, Reoccurring Annual Cost Unit Price: $266.00, The Austin Freestanding Kiosk, Quantity: 2, One time Unit Price: $3,325.00, Qstick for Monitor, Quantity: 2, One-Time Unit Price: $833.33, Omni Partners Co-operative Contract #2018011-02 Cellular Data for Public Safety, State AT&T Mobility $ 30,000.00 of Alabama Awarded Contract Carol Stream, IL Estimated MA 999 20000000298, October, 2020- September, 2021, Estimated $2,500.00 a month Cellular Data for Public Safety for AT&T Mobility $ 39,600.00 In-Vehicle Mounted Devices, State of Carol Stream, IL Estimated Alabama Awarded Contract MA 999 20000000298, October, 2020- September, 2021, Estimated $3,300.00 a month AT&T FirstNet Wireless AT&T Mobility $ 120,000.00 Communication Service & Carol Stream, IL Estimated Equipment, State of Alabama Awarded Contract MA 999 20000000298, October, 2020-September, 2021, Estimated $10,000.00 a month Cellular Data for City Personnel & Verizon Wireless $ 420,000.00 Public Safety, State of Alabama Dallas, TX Estimated Awarded Contract MA 999 200000000296, October, 2020- September, 2021, Estimated Cost $35,000.00 per month Commissioner Kenward then moved for adoption of Resolution No. 2020-286, motion seconded by Commissioner Kirkland and unanimously carried. Mayor Saliba introduced Resolution No. 2020-287 (recorded in Ordinance Book No._______at Page_______), approving the following advance travel requests for City employees: NAME CONFERENCE AMOUNT William E. Wozniak Canine Selection Trip $ 1,080.00 Brandon Peters Houston, TX Lance Hughes Jeremy Wallace Homemade Explosives $ 100.00 (Identify-Process-Dispose) Redstone Arsenal, AL Steve Lanton Storm Recovery due to Hurricane Delta $ 2,800.00 Lee Campbell Rayne, LA Bryan Buchanan Daniel Lawrence Zach Segrest Garrett Hall James Druckenmiller Travis Turvin Commissioner Kenward then moved for adoption of Resolution No. 2020-287, motion seconded by Commissioner Crutchfield and unanimously carried. Minutes of the Board of Commissioners – October 20, 2020, continued. There being no further business, Commissioner Crutchfield moved that the meeting be adjourned, motion seconded by Commissioner Kenward and upon the unanimous vote of "yea," the meeting was duly adjourned. /s/Wendy Shiver, Acting 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