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HomeMy WebLinkAbout11-28-2022 City Council Work SessionSTATE OF ALABAMA COUNTY OF BALDWIN ) ( ) ( The City Council met in a Wark Session at 4:30 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 28 November 2022. Present were Council President Jay Robinson, Councilmembers: Jack Burrell, Corey Martin, and Councilmember Jimmy Conyers. Mayor Sherry Sullivan, City Attorney Marcus E. McDowell , and Assistant City Clerk Jenny Opal Wilson. Councilmember Kevin Boone and City Clerk Lisa Hanks were absent. Council President Jay Robinson called the meeting to order at 4:32 p.m. The following topics were discussed: Council President asked Mayor and Council if they had items to address for discussion this evening due to a short agenda. Council Comments: Councilmember Burrell directed a question to Mayor Sullivan reference the Council receiving incoming news prior to hearing from the media and public. Mayor Sullivan commented that in the past term communication of news was directed to the Council President and Council President Pro Tempore. Councilmember Burrell suggested that the Council body receive news updates by text. Council President Robinson commented the role of the Council President would be to communicate incoming news to the Council body. Councilmember Burrell discussed the bike trails found on the Triangle Property. He said Council approval is required on all recreational activity requests on public property. He stated committees are not able to approve these type of requests. Councilmember Martin was made aware of the bike trails discussed at a committee meeting. He discussed that a group of children were wanting bike trails. Councilmember Burrell commented that a study is going on right now for the north part of property. Funding for bike trails was approved by prior administration on the north side of property. This funding has not been utilized. Council President Robinson recalled from a prior Wark Session or Council Meeting that a group requested permission. Mayor Sullivan commented the Mountain Trail Group received approval. This group of children referenced did not receive permission. Gary Gover found their tools on property. Mayor Sullivan asked for the tools to be given back. She said that the children are riding the trails at the park and are turning over picnic tables as ramps . She has discussed signage on property displaying at your own risks Monday, November 28 , 2022 Page -2- with Public Works Director Richard Johnson since were unable to secure all green space on the property . Mayor Sullivan commented a child is on the Steering Committee for input. We are focusing on the trails of the north si de park and eventually the south side of park. Councilmember Burrell commented trees have been cut down with chain saws on the property . Councilmember Martin additionally commented a deer stand was found on property. Council President Robinson concluded we cannot allow private citizens to make material changes to public property without Council approval. Committee Updates: Councilmember Burrell addressed question to Mayor Sullivan reference providing additional garbage collection service during the holidays for large families and gatherings. Mayor Sullivan discussed service during the Thanksgiving and Christmas holidays. Prior administration has authorized overtime. We have tried to give our employees time off with their families during the holidays. Councilmember Burrell additionally asked if there was a core group that would like to work overtime during holidays. Mayor Sullivan will review logistics. Councilmember Martin suggested the option of additional rental container during holidays. Public Works Director Richard Johnson discussed the commercial backdoor customers do receive service during the holidays with employees working to support the alleys downtown. Richard commented we want to give good service. Residential service would be all or none. Councilmember Martin commented on the Recreation Board Meeting. New LED Lighting on the fields; fencing, track and pickle ball bids are out; and the need for shade coverings at ball parks. Council President Robinson said there are some cost efficient options. Councilmember Martin suggested more basketball facilities. There were over six hundred ( 600) kids that signed up for basketball at last registration. We are outgrowing our facilities. Councilmember Martin announced that the Alabama Historical Commission recognized the Nancy Lewis Farmhouse at 309 Ingleside and a certificate was issued in honor of the listing on the Alabama Register of Landmarks and Heritage. Councilmember Martin further discussed establishing an ordinance on preserving historical sites. Councilmember Martin noted historical sites in Fairhope that have been taken down. We need to preserve our history. Council President Robinson commented he is a member on the Historic Preservation Committee. He further discussed establishment of an ordinance has been previously reviewed by prior administration. Council President Robinson suggested taking time to create an ordinance that State would recognize. Planning and Zoning Manager Hunter Simmons further discussed property rights vs historical preservation, districts, past study, local legislation, and equitable solutions. Building Official Erik Cortinas further discussed Building Code on historic structures with aesthetics, contributing or Monday, November 28 , 2022 Page -3- noncontributing, the Building Department websites, reports , and links on tax credits. Councilmember Burrell inquired on age of a historic structure to qualify. Erik replied fifty years with requirements met. Mayor Sullivan commented we need more discussion with design review and education before moving forward with ordinance. Some municipalities have adopted the County Ordinance. The City of Fairhope did not adopt. Council President Robinson discussed equitable versus property rights with fair treatment. He would like to go back to the Historic Preservation Committee to review Mission Statement with more education on ordinance . Council President Robinson thanked Hunter and Erik. Department Head Updates Council President Robinson briefly went through the Agenda Items and who would explain if needed. • Public Works Director Richard Johnson addressed the City Council regarding Agenda Item No . 11 to award (RFQ PS020-22) Professional Architectural & Engineering Services -Redevelopment & Remodel of the Fairhope K-1 Center (EDA Funded Project No . COF-2023EDA001 to Watermark Design Group; and answered any questions if needed . Richard commented there is a footnote in ordinance that we can not bring a contract back to Council until EDA has reviewed and approved. Council President Robinson thanked Richard . • Regulatory Compliance Manager Wes Boyett addressed the City Council regarding Agenda Items No. 18 , 19 , 20 , and 21 ; and answered any questions if needed. Council President Robinson asked if Items 18 and 19 are for annual purchases. Wes commented Item No . 18 is for regulators that are purchased annually. Item No . 19 is for the Cathodic Protection Monitoring System that was budgeted at $70,000.00 , the purchase price is $53,800 .00 that came in under budget for forty ( 40) monitoring sites to monitor the steel piping in system. No . 20 and No. 21 are for annual purchase of gas meters . Councilmember Martin inquired on the quantity, eight hundred (800) listed on Invoice and seven hundred and forty (740) on Green Sheet. Wes confirmed they will make a correction to quantity of 800. Council President Robinson asked if items were within budget. Wes replied yes . Councilmember Burrell asked Wes to keep Council informed on updates. Mayor Sullivan additionally discussed availability of meters on Item No. 21. We were notified meters may not be available in the future . We are going to purchase a 1000 meters and push up the plan for AMI. We will come back to the Council with further information. Council President Robinson thanked Wes. • Director of Recreation Pat White addressed the City Council with an update. Great progress on bathrooms at Volanta and Founders ball parks . New light poles Monday , November 28 , 2022 Page -4- are up . Grading fields sho1tly . In·igation pump failure at the golf course. We will draw up a project request form for consideration of a new pump at $30 ,000 .00. Item not budgeted . Council President Robinson thanked Pat. • Human Resources Manager, Cory Pierce addressed the City Council with an update. Cory discussed Biometric Screening will be held on December 1st at the Symbol Clinic . Posters have been posted. You are able to register on line . Councilmember Burrell ask if the QR Code works. Cory commented yes . Councilmember Bunell encouraged Department Heads to ask employees to get biometric screening . Council President Robinson thanked Cory . • Water/Wastewater Superintendent, Jason Langley addressed the City Council regarding Items No. 14 , 16, and 17. Item No. 14 (Bid No. 23-005) New Medium Duty 15 ,000 GVWR Crew Cab Truck Chassis $62 ,008 .14, budgeted at $58 ,000 .00 . Discussed with Mayor Sullivan and City Treasurer Kim Creech two (2) line items in budget. We will not buy the Brush Cutter this year for $8 ,000.00 and utilize $4 ,000.00 on shortfall of purchase . I will come back to Council on body of truck. We still need to buy a ten ( 10) foot bed for the truck that is on State Contract at approximately $10 ,000.00. We will not purchase trailer in budget for $12 ,0000 and utilize the funding for the truck to stay within budget. Item No. 16 is fence quote for the Wastewater Treatment Plant. We received three (3) quotes. Hagan Fence provided lowest quote. Jason discussed security of plant. Mayor Sullivan recognized Item No. 16 as $17 ,000.00 under budget. Item No . 17 are Corrosion Inhibitors for Water Treatment Chemicals. Councilmember Burrell commented good price on truck. He additionally inquired on pricing of the Corrosion Inhibitors . Jason commented they have gone up in price. Councilmember Martin inquired on pricing. Mayor Sullivan discussed 2021 vs 2022 pricing, increased as of October 15 . Jason commented chemicals have to be bought to shelf life . Jason additionally commented that Item No . 17 keeps us from being the next Flint, Michigan . Council President Robinson thanked Jason. There being no further business to come before the City Council , the meeting was duly adjourned at 5:45 p.m. Council President Robinson announced there would be a fifteen minute break before the City Council meeting. ~ City C erk