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HomeMy WebLinkAbout02-13-2023 Work Session MinutesSTATE OF ALABAMA COUNTY OF BALDWIN ) ( ) ( The City Council met in a Work Session at 4:30 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope , Alabama 36532, on Monday, 13 February 2023. Present were Council President Jay Robinson, Councilmembers: Jack Burrell (Arrived 4:41 p .m.), Corey Martin, Jimmy Conyers, and Kevin Boone; and Mayor Sherry Sullivan, City Attorney Marcus E. McDowell and Assistant City Clerk Jenny Opal Wilson. City Clerk Lisa A. Hanks was absent. Council President Jay Robinson called the meeting to order at 4:30 p.m. Council President Robinson asked Council for Committee Updates. Councilmember Martin presented update for the Recreation Board and the Fairhope Environmental Advisory Board. Recreation Board are in the process of vetting new members; two (2) current vacancies; received five (5) applications. Council to vote on new members. Fairhope Environmental Advisory Board met on Friday, February 10th , discussed relationship with Baldwin County on streaming. Councilmember Conyers presented update for Library Board. Friends of the Fairhope Public Library had the "Chocolate and Champagne Gala" on February 8 th to benefit the library. Heard it went well, I was unable to attend. Councilmember Boone had no update. Council President Robinson asked for Department Head updates with Agenda Items . City Treasurer Kim Creech presented update to Council on Press Release from the Governmental Finance Officers Association of the United States and Canada (GOFA) that the City of Fairhope has been awarded the Certificate of Achievement for Excellence in Financial Reporting for its annual Comprehensive Financial Report for the fiscal year that ended September 30, 2021. Council commended good job. Richard Johnson, Public Works Director presented update to Council a Pre-Bid Meeting is scheduled for tomorrow on the Asbestos Abatement for the K 1 Center. We will open bids on February 23 rd . I will report back to the Council on February 27th . We have an opportunity with Alabama Rebuild Act for a one-time $250,000.00 non- matching to resurface road in network. Last year we submitted a portion of County Road 13 in the City limits from Morphy Avenue South. Workshop Meeting with the Design Team and Forester on contract at the Triangle Property. The team would like present to Council the conceptual and preliminary proposals for different elements of grant to start development of the park lands. I will confirm date with Clerks for March. Monday, 13 February 2023 Page -2- Mr. Johnson discussed Items No. 13 and No. 14 . and answered Council questions. Item No. 13 selection of Watermark Design Group for Professional Architectural & Engineering Services for Master Planning for (RFQ PS020-22) Redevelopment & Remodel of the Fairhope K-1 Center for the Design Phase (that includes providing a Campus Master Plan) and the Construction Phase (that includes additional site inspections and/or observations); and hereby authorizes Mayor Sherry Sullivan to execute a contract with a not-to-exceed amount of $151,900.00; and Item No . 14 That the City of Fairhope approves the selection of Watermark Design Group for Professional Architectural & Engineering Services (RFQ PS020-22) Redevelopment & Remodel of the Fairhope K-1 Center (Grant Project No . COF-2023 EDA00 1 ); and hereby authorizes Mayor Sherry Sullivan to execute a contract with a not-to-exceed amount of $293,000.00 subject to the review and approval of the US Chamber of Commerce 's Economic Development Administration (EDA), and must comply with all granted related laws , regulations and requirements. Council President Robinson will bring Mr. Johnson back up later to discuss Item No. 8. Chief Chris Ellis, Fairhope Volunteer Fire Department presented update to Council and provided handout on 2022 Accomplishments and Goals/Projects for 2023. January 2023 Report • 1 Brush Fire • 2 Structure Fires • 1 Vehicle Fire • 25 EMS Assist • 21 Motor Vehicle Accidents • 53 False or Miscellaneous Runs • 103 Calls for the Month • January 2022 Comparison 101 Calls 2022 Accomplishments • Firehouse Subs Grant for Thermal Imaging Cameras ($50 ,000) • 14 Radios Purchased (4 by the City of Fairhope and 10 b y an AFG Grant $53 ,000) • 23 Sets of Turnout Gear Purchased (Almost Half of Our Department) (8 by the City of Fairhope , 11 from FD , and 4 from a COVID Grant) • Polaris Ranger and Trailer Purchased for Wildland Fires (Fairhope VFD) Monday, 13 February 2023 Page -3- • New Command Truck Purchased and in Service (Fairhope VFD) • New Ladder Truck Ordered (City of Fairhope) • Squad 2 put into Service ( City of Fair hope ) • 2 New Mutual Aid Response Areas (Silverhill and Fish River -Marlow) • Firehall Improvements • Firefighter Symposium that Hosted 35 Fireman from Fire Departments within Baldwin/Mobile County • Hands on Class that Hosted 50 Fireman from 5 Different States • Fallen Firefighter Foundation had $7 ,000 Donated to it Via our Boston Butt Sale • 1st Annual Firefighter Banquet to Show Appreciation to Our Members and Family. G oals/Projects fo r 2023 • Grant for Extrication Tools ($55 ,000) • Grant for Breathing Air Compressor ($85 ,000) • Engine 3 Process Started • Station 5 Land Deeded • VOD (Volunteer on Duty) Up and Running Internally • Sq uad 1 Ordered and In Service (City) • Boat Lift for Our Rescue Boat • Gas Monitor Devices for all FVFD Engines • Station 1 Kitchen Upgrades (City) • Hands on Class that is Projected to Host 100-125 Firemen from All Over This Year • Alabama Fire College Classes (Currently have 4 Scheduled Throughout the Year; Firefighter I, Firefighter II, Instructor I, Officer I) • Training Field Upgrades • BBQ Fundraiser Starting Back This Year Monday, 13 February 2023 Page -4- Councilmember Martin inquired on Explorer Program with Fairhope High School. Chief Ellis commented eight (8) in program with room for fifteen (15). We are currently evaluating program. Councilmember Burrell asked if St. Michael High School was in program. Chief Ellis to reach out to St. Michael High School. Councilmember Conyers inquired on rotation ofVFD. Chief Ellis said they are going to man Station 1 behind Thomas Hospital right now. As we grow, we will man other stations. Council thanked Chief Ellis . Jason Langley, Water/Wastewater Superintendent presented update to Council. Valley Street Lift Station is complete and running well. We are at River Mill Lift Station now and rehab work is being done in-house and utilizing our on call contractor on cleaning the wet well. Two (2) more lift stations out for bid . New Vac Truck has been put in service a couple of months ago. Both Vac Trucks are being utilized daily and the guys are doing a great job taking care of trucks. Two (2) new hires started on lift station crew. Water Treatment Plant #3 going well, pouring wet well. Councilmember Boone toured. Invited Council to schedule a tour. New well should be finished in a couple of days. Mr. Langley thanked Tim Bung, Maintenance Supervisor for his work with vendors on the purchase of generators that meet our Buyers Group. Mr. Langley discussed Item No . 10 and answered Council questions on the City of Fairhope procurement of Equipment for Planters Point Publix Lift Station from J.H Wright & Associates for a total not-to-exceed $163,786,000 that includes equipment, shipping, and startup only, installation of equipment including piping and valves , by others. This equipment is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51 (b )(7). Council President Robinson stated to Council this item is a Regional Lift Station. Jeremy Little , Gas Installation Crew Leader presented update to Council. We have installed a new metering station at Thomas Hospital. We hired one (1) employee. Conducting interviews and have good applicants on job openings. Mr. Little discussed Item No. 11 and No . 12 and answered Council questions. Item No. 11 the selection of Volkert, Inc. to perform Professional Engineering Services for Utilities Relocation of Baldwin County 's County Road 64 Widening Project (RFQ PS23-13); and Item No. 12 the se lection o f Volkert, Inc. to perform Professional Engineering Services for Utilities Relocation for State of Alabama's US 31 Project (RFQ PS23-014) and authorize Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. Councilmember Boone inquired on items being reimbursable. Mr. Little confirmed yes, they are reimbursable. Council thanked Mr. Little. Jeff Montgomery, Director of Information Technology discussed Item No . 16 and answered questions on the Lenovo ThinkPad T470, Serial PF-11M5T6, City Asset Number T0139 as surplus , and the Mayor and City Treasurer are hereby authorized and directed to dispose of personal property; hereby amends the 2023 annual appropriation to the Fairhope Airport Authority to include a transfer of said personal property at fair Monday , 13 February 2023 Page -5- market value; and transfers said personal property for fair market value to the Airport Authority and shows that the annual appropriation has been increased by same amount. Councilmember Burrell added Airport Authority inquired on surplus computer for the Airport Manager to save Airport Authority money . Mr. Montgomery said the computer should be a good one. Pat White , Director of Recreation Department presented update to Council on project at Volanta is making progress. Mr. White discussed Item No . 9 and answered Council questions to award (Bid No. 23-14) to Xtreme Golf management for Greens Drainage Project for Nine (9) Greens with at total bid proposal not-to-exceed $103,500.00. Council President Robinson commented bid is underbudget and thanked Mr. White. Cory Pierce , Human Resources Manager presented update to Council that Donnie Grice , Safety Coordinator is certified to give CPR classes and will certify employees. Training will be provided at orientation to new employees. We are working with a New Workers Compensation company Millennium . Mr. Cory Pierce discussed Item No . 17 and answered Council questions on adding a temporary part-time overlap position of Station Control Tech/Digital Forensic (Pay Grad 9/Hr) for current employee (Donald D .J . White) and allows him to work with and train the new Station Control Tech/Digital Forensic employee that will benefit the City as well as the new hire. The temporary overlap position will expire in six (6) months after the date of City Council's approval with a cost for additional temporary overlap position not-to-exceed $1 ,500 .00. Mr. Pierce thanked Council. Hunter Simmons , Planning Director discussed Items No . 5 and No . 6 for final adoption and answered Council questions. Item No. 5 Final Adoption Ordinance to Amend No. 1253 and Ordinance No. 1317 and 1572 known as Fly Creek PUD. The property of Highlands at Fly Creek PUD . The property of Highlands at Fairhope Village, LLC , is approximately 11.76 acres and is generally located on the north and south side of Corte Ridge Road , and East of the Publix on U.S. Highway 98 in Fairhope, Alabama. PPIN Numbers: 369505 , 369508 , 386030, 386029, 369509. (Introduced at City Council Meeting on January 23 , 2023.); and Item No . 6 to amend Ordinance No. 1253 and Ordinance No. 1402, to amend Ordinance No. 1402 , known as the Idlewild PUD. The property of Fairhope East, LLC , is approximately 10 acres and is generally located on the west side of State Highway 181 , south of Fairhope Avenue in Fairhope , Alabama. PPIN Numbers: 261908 , 310693 . (Introduced at City Council Meeting on January 23, 2023.) Council President Robinson encouraged in the future to not use words that we do not have defined in our Ordinances. City Treasurer, Kim Creech discussed Item No . 7 and answered Council questions that the City of Fairhope to establish a fund known as the "City of Fairhope Employee Fund." The purpose of the fund shall be to account for the receipt and expenditure of funds derived from sales from vending machines located in all City Monday , 13 February 2023 Page -6- buildings and facilities. The fund shall be established with funds presently collected from the sales . Council thanked Ms . Creech. Mayor Sherry Sullivan discussed Item No. 15 and answered Council questions that the Mayor is authorized to execute a South Alabama Mutual Assistance Agreement between the City of Fairhope and among the counties, towns , and cities of the South Alabama Mutual Assistance Compact to provide and receive mutual aid as a result of "Disasters." Chief Stephanie Hollinghead discussed Item No. 18 and answered Council questions on Application for Restaurant Liquor License by Jenna Laine Rachal, The Venue Fairhope LLC d/b /a The Venue Fairhope , located at 105 South Section Street, Fairhope , AL 36532. Council President Robinson discussed Item No. 19 and answered Council questions on Thomas Hospital Foundation request approval to serve beer on City property contingent on Bottles Up Bar Service getting One Time Event License from ABC and the City of Fairhope for the Thomas Hospital Foundation "Cornho le for a Cause Tournament" on March 25 , 2023. Council President Robin son asked Richard Johnson, Public Works Director to come forward for discussion and answer Council questions on Item No. 8 Resolution to Award (Bid No. 23-009) to McElhenney Construction Company for Founders Park Athletic Track and Additional Parking Project with a total bid proposal not-to-exceed $2 ,480,680.04 . Mr. Johnson referenced Council President Robinson clarification on never using a term until everyone agrees with the definition. Mr. Johnson clarified Turnkey. Mr. Johnson asked Jaye Robertson, PE Sawgrass to come forward for continued discussion and Council questions on design elements and parameters. Council President Robinson thanked Mr. Johnson and Mr. Robertson . There being no further business to come before the City Council , the meeting was duly adjourned at 5 :58 p.m.