The Dothan City Commission meets every other Tuesday at 10:00 am in the Commission Chambers on the second floor of the Civic Center.

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• Archived Commission Minutes

Commission Meeting Agenda

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CITY COMMISSION MEETING  AGENDA
DOTHAN, ALABAMA
10:00 A.M.
AUGUST 12, 2008
 

Invocation:  Reverend Glenda Davis – Spiritual Enrichment Center

Pledge of Allegiance:  Commissioner Newsome

Roll:  Thomas, Matthews, Newsome, Lee, Craig, Barbaree, Seagle

1.   Previous Minutes:

• Minutes of Meeting of July 29, 2008

2.   Communications from Mayor and City Commissioners:

3.   Communications from City Manager:

• Service Award - Mark Kight – Dothan Utilities – 30 years

4.   Communications from City Clerk:

• Application for a Retail Beer and Table Wine License (on or off premise) for Residence Inn Dothan, 186 Hospitality Lane, by Monica Sadhwani.

5.   Ord. No.           _________Rezoning property of Ronald Ready located at 3201 South Oates Street from MH-1 District and B-3 District to B-2 District.

6.   Res. No.           _________Declaring certain properties as injurious to the health, safety and welfare of the community and declaring that a public hearing be held on the matter at the regularly scheduled Commission meeting on September 23, 2008.

7.   Res. No._________Approving final payment to Maynard, Cooper & Gale, P.C. for services performed in the Matthews vs. City of Dothan lawsuit in the amount of $42,944.55.

8.    Res. No._________Approving final payment to Maynard, Cooper & Gale, P.C. for services performed in the Matthews vs. City of Dothan lawsuit in the amount of $42,944.55.

9.    Res. No.           _________Entering into an agreement with Knology, Inc. for sponsorship at Rip Hewes Stadium.

10.    Res. No.           _________Recognizing the “Keep the Wiregrass Beautiful” and “Keep America Beautiful” organizations and their mission to empower and engage citizens, businesses, and officials to take responsibility for protecting and enhancing their environment.

11.    Res. No.           _________Declaring certain personal property as obsolete and no longer needed for public or municipal purposes and authorizing the disposition of the said property.

12.    Res. No._________Awarding the bid, entering into a contract with L&K Contracting Company, Inc., and issuing a Commence to Work Order for the Lennox/Basin Street Sanitary Sewer Improvements Project.

13.    Res. No.           _________Accepting the warranty offer from Itrón for the repair and replacement of Water ERT Modules at no cost to the city.

14.    Res. No.           _________Entering into an agreement with Polyengineering, Inc., for repair and recoat professional services for Water World Storage Tank No. 7 at a cost not to exceed $50,000.00.

15.    Res. No.           _________Entering into an agreement with Praestare Engineering for the design, surveying and inspection services for bicycle lanes on John D. Odom Road at a cost not to exceed $33,635.00.

16.    Res. No.           _________Entering into an agreement with ETIX/Intelli-Mark Technologies, Inc., for expanded box office ticketing and internet services at no cost to the city.

17.    Res. No._________Entering into a Real Estate Sales Contract with West Family Farms, LLC, for the purchase of a parcel of land constituting approximately 23 acres for the purchase price of $8,500.00 per acre, said property being located on Kinsey Road in Dothan, Alabama.

18.    Res. No.           _________Accepting a donation from the Dothan Area Convention and Visitors Bureau in the amount of $160,000.00 to be used to build two (2) additional soccer fields at Westgate Park.

19.    Res. No.           _________Accepting a donation from the Dothan Roller Hockey Association in the amount of $6,000.00 to be used for the conversion of three (3) tennis courts located at the Doug Tew Recreation Center into an inline hockey rink and authorizing the Department of Leisure Services to proceed with the said conversion at a cost not to exceed $6,000.00.

20.    Res. No.           _________Accepting Change Order No. 1 with Faulkner Construction Company, Inc., in the amount of $29,918.00 to widen exit ways and install a fire protection sprinkler system in the press box at Rip Hewes Stadium increasing the total contract amount to $518,318.00.

21.    Res. No.           _________Approving the payment of invoices for the month of July, 2008 in the amount of $15,910,382.72.

22.    Res. No.           _________Reappointing Tom Ziegenfelder as a member of the Recreation Board.

23.    Res. No.           _________Awarding bids received by the City.

24.    Res. No.           _________Approving advance travel requests for City employees.

25.    Acceptance of an easement from Griffin Heights, Incorporated necessary for improvements to existing electrical facilities.

26.    Acceptance of easements from Rhonda K. Sullivan and Kevin E. Donaldson and Mark L. Evans and Jane W. Evans necessary to encompass existing ditch.

27.    Acceptance of easements from Gene A. Fennell and Annette R. Fennell, William Ward and Sandra Ward necessary to encompass existing ditch and replace old easements in Gaines Industrial Park.

28.    Acceptance of easement from Jeffcoat Road, LLC, an Alabama Limited Liability Company necessary to construct improvements and appurtenances to existing sanitary sewer facilities in Jeffcoat Industrial Park.

29.    Adjournment.

ADMINISTRATIVE MEETING AGENDA
Tuesday, August 12, 2008
Following City Commission Meeting

1. HISTORIC PRESERVATION COMMISSION APPOINTMENT.  It is recommended that George C. (Chuck) Harris be appointed to serve the remaining term of Wendell Stepp as Mayoral Representative on the Historic Preservation Commission.  The term expires on March 7, 2010.  

2. REQUEST FROM DISABLED AMERICAN VETERANS, CHAPTER 87, FOR ASSISTANCE WITH THE PURCHASE OF A CONCESSION TRAILER/“CHUCK WAGON”.  The local chapter of the Disabled American Veterans is requesting financial assistance to purchase a replacement “chuck wagon”.  Mr. Art Miller will be available to answer any questions.

3. donation of the old Sunnyland Packing Company buildings, located on North Oates Street.  Mr. Joe Davis, owner of the old Sunnyland Packing Company property, wishes to donate the old packing building and approximately 0.9 acres of land to the City of Dothan.  Mr. Jerry Corbin will be available to answer any questions.

4. renewal of the City of Dothan Group Health, Accident and Dental Insurance Policy with Blue Cross/Blue Shield of Alabama for the period October 1, 2008 through September 30, 2009.  This is a request from the Personnel Department.  Mr. Delvick McKay will be available to answer any questions.

5. CHANGES TO THE CITY OF DOTHAN FLEXIBLE COMPENSATION PLAN.  This is a request from the Personnel Department to increase the Medical Expense Reimbursement Benefit Account for employees from $2,000 annually to $3,000 annually.  Mr. Delvick McKay will be available to answer any questions.

6. PRIVILEGES OF THE FLOOR. 

BOARD OF COMMISSIONERS
 CITY OF DOTHAN, ALABAMA
 COMMISSION MEETING MINUTES
JULY 1, 2008

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, July 1, 2008 with the following members present:  Mayor Pat Thomas, Associate Commissioners Larry Matthews, Amos M. Newsome, Jr., Paul Lee, John E. Craig, Jr., Taylor Barbaree and Keith Seagle.  Also present were Acting City Manager Jerry Corbin in the absence of City Manager Michael West, City Clerk Pam McCoy, Secretary Tammy Danner, who recorded the Minutes of the Meeting, and the local news media representatives.

Mayor Thomas called the meeting to order. Pastor Doug Wood, Bay Springs Baptist Church, then led in prayer, afterwhich Commissioner Seagle led in the Pledge of Allegiance to the Flag.

Commissioner Matthews moved that the Minutes of the Meeting of June 17, 2008, be approved, motion seconded by Commissioner Newsome and unanimously approved.

Commissioner Lee commended the Police and Fire Department, local ambulance services and others who joined together this past weekend to help with a tragic accident that occurred on the Ross Clark Circle.  Commissioner Craig concurred.

Commissioner Barbaree asked what our policy was regarding cable lines that run adjacent to curbs. Acting City Manager Jerry Corbin said he did not know if that was something in our regulations, but he would investigate it. Commissioner Barbaree said the location he was referring to was at the intersection of Foxworth Court and Foxmore Drive.

Commissioner Seagle said we have an experienced city manager and certainly he will follow the direction that we give him. Commissioner Seagle then asked the Commission to look at the big picture of the economy. He said we need to give our city manager the directives he needs to start saving money. Commissioner Seagle referred to several articles previously printed in the Dothan Eagle and News Week relating to the economy. He said while people are out looking for free food and used clothing our Commission is spending money on play things and ball fields. Commissioner Seagle said he likes Leisure Services and he likes ice cream, but he could not eat ice cream three times a day. He said this Commission needs to realize that there are more pressing needs for the people in this city right now than more leisure services. Commissioner Seagle said we need to look at the big picture and stop trying to please everyone and let’s give the City Manager the directives he needs to start saving money. He said the City Manager and his staff are very professional and they are going to follow the guidance we give them. Commissioner Seagle said instead of telling them to spend, spend, spend we need to tell him we want him to figure out a way to cut spending by 10%. He said if the tax revenues keep coming in then we will put that savings in the bank and if they keep coming in after that, it means we are taking too much and we will cut taxes. Commissioner Seagle said that is the kind of leadership we need when we are facing hard economic times. He said we are the only ones that can do it. Commissioner Seagle again asked the Commission to join him in giving the City Manager new directives. He said he would appreciate any comments or questions about this.

Commissioner Lee said he had a recent conversation with Matt Parker and asked him how it would affect our sales tax and the money that comes in if we were to shut down our Recreation Department. Commissioner Lee said off the cuff, it would be close to 10%, which would be close to $5 million. He said that is an entity that generates quite a bit of money that we use to provide services such as garbage, resurfacing roads, etc.

Acting City Manager Corbin said due to the July 4^th holiday, garbage service for Friday will be picked up tomorrow. The City’s new Curbside Recycling Program begins next Monday. Those that have been selected to participate in the program, their pickup day will be the same day as their garbage pickup day. Mr. Corbin announced that the road section between Technology Drive and Harrison Road on Westgate Parkway will be closed July 2^nd and 3^rd from 6:30 a.m. to 5:00 p.m. to install storm drainage. It will also be closed next week, Monday through Friday from 6:30 a.m. to 5:00 p.m. for the same reason.

Mr. Corbin said the City will replace the storm drainage culvert in the 4100 block of Fortner Street, west of Laver Hills Subdivision. The road between Wimbledon Drive and Ironwood Way of Greystone Subdivision will be closed for that project to be completed.

Mr. Corbin announced that there would not be a City Commission Meeting on July 15^th due to some of the Commissioners being out of town.

Mr. Corbin also commended the Police and Fire Departments and the church community for their outpouring of support during the recent tragic accident on the Ross Clark Circle.

Commissioner Seagle asked if we are finished with what we are doing at Waterford Place. Mr. Corbin said we have some concrete work to do on one driveway. It should be all but closed then.

Commissioner Barbaree requested an electronic copy of the closures.

Mayor Thomas introduced the application of Shamirkumar P. Patel for a Retail Beer and Table Wine License for Ameri Foods #2, located at 198 Ross Clark Circle. Commissioner Newsome moved for approval, motion seconded by Commissioner Craig and unanimously carried.

Mayor Thomas introduced the application of James Ronald Stephens for a Retail Beer and Table Wine License for The Butchers Block, located at 560 Westgate Parkway, Suites 1 & 2. Commissioner Barbaree moved for approval, motion seconded by Commissioner Lee and unanimously carried.

Commissioner Lee moved for approval of a Bail Bond License by Jason A. Hinton, motion seconded by Commissioner Seagle and upon the motion being put to vote, those voting “yea,” were Thomas, Lee, Barbaree and Seagle;  “nay:” Matthews, Newsome and Craig.  The motion was carried by the majority of four "yeas" to three “nays.”

Mayor Thomas introduced a proposed ordinance, rezoning property of John and Gail Watson from AGR-CONV District to M-2 District, said property located on the south side of the intersection of Headland Avenue and Technology Drive. Commissioner Barbaree moved for immediate consideration, motion seconded by Commissioner Lee and upon the motion being put to vote, those voting “yea,”  were Thomas, Matthews, Newsome, Lee, Craig and Barbaree; “nay:” Seagle. Without unanimous consent for immediate consideration, the proposed ordinance will be placed on the next commission agenda for approval.

Mayor Thomas introduced Ordinance No. 2008-191 amending Chapter 114, Zoning, Article 1, in General, by deleting Section 114-4, Downtown Core Area and amending Chapter 114, Zoning, Article IV, District Regulations by adding Division IV, Downtown Overlay District. Commissioner Barbaree moved for immediate consideration, motion seconded by Commissioner Lee and upon the motion being put to vote, those voting “yea,” were Thomas, Matthews, Newsome, Lee, Craig, Barbaree and Seagle; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.”

Mayor Thomas announced that the proposed ordinance needed to be amended, which he then read in the meeting. Commissioner Barbaree then moved to amend the proposed ordinance, motion seconded by Commissioner Newsome and unanimously carried.

Mayor Thomas asked if anyone was present to speak on this item. There being no one present to speak Commissioner Barbaree then moved for adoption of Ordinance No. 2008-191 as amended, motion seconded by Commissioner Newsome and upon the motion being put to vote, those voting “yea,” were Thomas, Matthews, Newsome, Lee, Craig, Barbaree and Seagle; “nay:” none. The motion was carried by the majority of seven “yeas” to no “nays.”

Mayor Thomas introduced Resolution No. 2008-192 adopting the Downtown Overlay District Manual to provide guidance and information regarding redeveloping distressed properties and new development on infill tracts. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Seagle and unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-193 accepting a Statutory Warranty Deed from Mr. William L. Bennett for three (3) parcels of real estate located in Rock Creek Subdivision. Commissioner Lee moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-194 entering into an agreement with Alabama Department of Transportation for setting new poles and running overhead lines across U.S. Highway 431 at Bunche Street. Commissioner Matthews moved for adoption, motion seconded by Commissioner Newsome and unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-195 entering into an agreement with the Alabama Department of Transportation to install three taps within the state right-of-way on West Main Street between Soccer Road and North Shady Lane. Commissioner Lee moved for adoption, motion seconded by Commissioner Craig. Commissioner Barbaree asked if any asphalt would be torn up. Mr. Corbin said no. There being no further discussion the resolution was unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-196 entering into an agreement with the Alabama Department of Transportation to extend an existing water main and install a service tap on Highway 52 West near Honeysuckle Road. Commissioner Newsome moved for adoption, motion seconded by Commissioner Seagle and unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-197 entering into an agreement with Sunbelt-GDA, LLC for installation and maintenance of water meters at 171 Hospitality Lane. Commissioner Barbaree moved for adoption, motion seconded by Commissioner Craig. Commissioner Seagle asked if the process was for them to install it and then turn it over to us. Billy Mayes, Dothan Utilities Superintendent explained that they put the facilities in, they pay us to install the meter, they maintain all of the facilities and we maintain only the meters. There being no further discussion the resolution was unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-198 entering into an agreement with J&M Hospitality for installation and maintenance of water meters at 3465 Ross Clark Circle. Commissioner Lee moved for adoption, motion seconded by Commissioner Craig and unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-199 applying for and accepting funding from the United States Department of Justice Office of Community Oriented Policing Services in the amount of $17,805.00 to purchase metal detectors and mobile data terminals and agreeing to fund the City’s matching portion of $17,805.00 utilizing seizure funds. Commissioner Newsome moved for adoption, motion seconded by Commissioner Craig. Police Chief John Powell explained that the 26 laptops will go to the Juvenile Division, which works hand in hand with the school resource officers. The metal detectors are the wand type and will be placed in all of the City schools. They will be utilized daily at P.A.S.S. Academy because we check all of the individuals who go in and out of the school facility. They will also be used at special events such as ballgames, etc. There being no further discussion the resolution was unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-200 accepting a grant award in the amount of $15,388.00, $12,310.40 for the City of Dothan and $3,077.60 for Houston County, from the United States Department of Justice, Bureau of Justice Assistance, for the purchase of Mobile Data Terminals and agreeing to pay approximately $457.60 for equipment costs above the City’s portion of the grant utilizing seizure funds. Commissioner Lee moved for adoption, motion seconded by Commissioner Matthews. Mayor Thomas asked if anyone was present to speak on this item. No one was present to speak. Commissioner Seagle said we are talking about six laptops that will go to the City and one that will go to Houston County. There being no further discussion the resolution was unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-201 increasing the hourly rate of pay for unclassified seasonal and part-time positions and incumbents from $5.85 per hour to $6.55 per hour and increasing unclassified seasonal and part-time positions up to current grade 24 by 11.9%. Commissioner Matthews moved for adoption, motion seconded by Commissioner Barbaree. Commissioner Seagle said this is giving everyone 25 cent an hour raise. Commissioner Newsome asked what the effective date would be. Mayor Thomas explained that on July 24, 2007 it went up to $5.85; July 24, 2008 it goes to $6.55; and July 24, 2009 it will go to $7.25. Commissioner Newsome said the effective date of this will then be July 20^th which is four days prior to the federal mandated date. Mr. Corbin said that is when our pay period begins. There being no further discussion the resolution was unanimously adopted.

Mayor Thomas introduced Resolution No. 2008-202 awarding the following bids and approving other purchases over $7,500.00 by the City. Commissioner Craig read each item in the meeting.

ITEM	VENDOR	AMOUNT
One (1) or more Electronic Total Station	Allen Precision Equipment Duluth, GA	$15,000.00
Resurfacing of (13) Tennis Courts	Lower Bros. Company, Inc. Birmingham, AL	$44,850.00
Plastic Meter Boxes	Bell Supply Dothan, AL	$32.40
OTHER PURCHASES:
Publication of Proposed Downtown Overlay District Ordinance	Media General Dothan, AL	$8,797.50
Mounting Hardware, Printers, and Drivers License Scanners for (51) Mobile Data Terminals	Pinnacle Network Eclectic, AL	$68,850.00
Repair of 75 HP Wemco Pump at Omussee Creek Treatment Plant Under Emergency Conditions	Hydra Service, Inc. Warrior, AL	$14,830.66
Reinforced Concrete Pipe Items A,B, and D as per Bid No. 06-077 and Res. No. 2006-227; Items C,E and F are Sole Source	Hanson Pipe & Precast, Inc. Dothan, AL	$22,174.80
Metal Roofing Materials for Northcutt Concessions	Dixieland Metals Dothan, AL	$15,000.00

 

Commissioner Seagle then moved for adoption of Resolution No. 2008-202, motion seconded by Commissioner Lee. Commissioner Seagle said the $15,000.00 for the electronic total station was a negotiated price. He said we only received one real bid, which was $4,000.00 over what the City had budgeted. Commissioner Seagle said Mr. Allan Kramer picked up the phone and called them and negotiated the price down to $15,000.00. He said Mr. Kramer should be commended for taking the initiative to save the City over $4,000.00. He said we should never be afraid to ask for a discount.

Commissioner Newsome asked if the Wemco Pump is a 70hp or 75hp pump. Mr. Corbin said probably 75hp. Commissioner Newsome asked what the pump would cost new. Mr. Corbin said it could cost anywhere from $25,000.00 to $30,000.00. Commissioner Newsome said we are paying $14,800.00 to have this thing repaired. He said there are some expensive parts on there. Mr. Corbin said it has been in service since 1991. Commissioner Newsome said sometimes we look at the difference between the $14,800.00 and what one would cost new, today verses what this one will cost after another 3 or 4 years of use. He said this is a big price for repair of a 75 hp pump. Mr. Corbin said these pumps are in a severe duty atmosphere. He said we have worked on these pumps 2 or 3 different times in the last 17 years. Mr. Corbin said this is not uncommon for this type of pump.

Commissioner Matthews commended General Services for the work they are doing on the roof for Leisure Services at Northcutt concessions. There being no further discussion the resolution was unanimously carried.

Mayor Thomas introduced Resolution No. 2008-203 approving the following advance travel requests for City employees:

NAME	CONFERENCE	AMOUNT
David M. Thornton Thomas Davis	Southern Regional Law Enforcement Job Fair Atlanta, GA	$922.44
Jinri Jiang	American Swimming Coaches Association Clinic 2008 Las Vegas, NV	$1,454.00
Garry Shirah	Alabama Municipal Revenue Officers Association Summer Conference Guntersville, AL	$679.00
Ron Money	Dixie Softball District Tournament Greenville, AL	$1,674.00
Craig Dempsey	Dixie Softball District Tournament Greenville, AL	$1,782.00
Kenny Thompson	Dixie Softball District Tournament Greenville, AL	$1,674.00
Steve Sherrill	Dixie Softball District Tournament Greenville, AL	$54.00
Elston Jones Debbie Reed Tyson Carter	Atlanta Pro Percussion Atlanta, GA	$75.00
J. Collins	SFST Class for Basic Police Selma, AL	$5.85
William F Davis Clayton T Sowell	Alabama Water Pollution Conference Hunstville, AL	$1,151.32

 

Commissioner Barbaree then moved for adoption of Resolution No. 2008-203, motion seconded by Commissioner Matthews. Commissioner Newsome commented on the travel request for J. Collins attending the SFST Class of Basic Police. Mr. Corbin said the $5.85 was estimated gas and food was probably sponsored by the class. Commissioner Seagle said sometimes people see these travel figures and wonder why the figure is the way that it is. He said it depends on how many people are going, how many you are buying food for and how many you are paying lodging for, etc. The number of trips to Greenville in this case will depend on how the Dixie Darlings do.

Commissioner Craig asked why the vehicle cost per mile changes from 12 to 15 to 17 cents per mile. Larry Muench, General Services Manager said it depends on the type of vehicle that is used. The mileage will be less if they take a compact vehicle such as a Ford Taurus verses a bus or an SUV. Commissioner Seagle said this is just for gas; we are not putting the operating cost on the travel. Mr. Muench said that is correct. There being no further discussion the resolution was unanimously carried.

Commissioner Lee moved for acceptance of easements from Spann Farm Property Owners Association, Inc. and Martin E. Margolies and Abbie L. Margolies needed to maintain pond dam and outflow structures and to construct necessary improvements for conveyance of storm water for the Beaver Creek Tributary 3 Storm Drainage Improvements Project, motion seconded by Commissioner Barbaree and unanimously carried.

There being no further business, Commissioner Seagle moved that the meeting be adjourned, motion seconded by Commissioner Barbaree and upon the unanimous vote of "yea," the meeting was duly adjourned.

 

 /s/Pam McCoy, City Clerk 

 Approved:

/s/Pat Thomas, Mayor

/s/Larry Matthews, Associate Commissioner

/s/Amos M. Newsome, Jr., Associate Commissioner

/s/Paul Lee, Associate Commissioner

/s/John E. Craig, Jr., Associate Commissioner

/s/Taylor Barbaree, Associate Commissioner

/s/Keith Seagle, Associate Commissioner

BOARD OF CITY COMMISSIONERS