HomeMy WebLinkAbout03-22-2023 Council PacketCITY OF FAIRHOPE
CITY COUNCIL WORK SESSION AGENDA
WEDNESDAY, 22 MARCH 2023 – 4:30 P.M. – COUNCIL CHAMBER
1. Discussion of Mardi Gras Issues
2. Committee Updates
3. Department Head Updates
City Council Agenda Meeting – 5:30 p.m.
on Wednesday, March 22, 2023 – Council Chamber
Next Regular Meeting – Monday, April 10, 2023 – Same Time Same Place
001
CITY OF FAIRHOPE
CITY COUNCIL AGENDA
WEDNESDAY, 22 MARCH 2023 - 6:00 P.M. - CITY COUNCIL CHAMBER
Invocation and Pledge of Allegiance
1. Approve minutes of 13 March 2023 Regular City Council Meeting and minutes of 13
March 2023 Work Session
2. Report of the Mayor
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Final Adoption – Ordinance – Amend Zoning Ordinance No. 1253
• Request to establish initial zoning of FST and Encounter Development LLC’s property
to B-2 General Business District, concurrent with conditional annexation into the City
of Fairhope. The property is approximately 1.16 acres and is located at the northeast
corner of State Highway 181 and State Highway 104. PPIN Number: 77558.
(Introduced at the March 13, 2023 City Council Meeting)
6. Resolution – That the City Council approves the selection of Pyro Productions, Inc. as
Professional Consultant for (RFQ PS23-017) the Design and Production of Fireworks
Display for 4th of July 2023; and authorizes Mayor Sherry Sullivan to negotiate a fee
schedule and establish a not-to-exceed limit with this firm.
7. Resolution – That the City Council approves the selection of GeoCon Engineering and
Testing, Inc. to perform Professional Engineering for Special Inspections and Construction
Materials Testing for the Water Treatment Plant No. 3 (RFQ No. PS23-018); and hereby
authorizes Mayor Sherry Sullivan to negotiate a fee schedule and establish a not-to-exceed
limit with this firm.
8. Resolution – That the public improvements indicated herein for Overland Townhomes are
hereby accepted for public maintenance subject to the bond posted by the “Subdivider”;
and authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty
Agreement between the City of Fairhope and 68V Overland Villas, LLC (the
“Subdivider”).
9. Resolution – That the public improvements indicated herein for North Hills Phase 2 are
hereby accepted for public maintenance subject to the bond posted by the “Subdivider”;
and authorizes Mayor Sherry Sullivan to execute the Maintenance and Guaranty
Agreement between the City of Fairhope and North Hills at Fairhope, LLC (the
“Subdivider”).
10. Resolution – That the City Council authorizes and approves the hiring of an additional
Building Inspector for the Building Department due to the increase in permits and
construction. This position has already been approved along with the Job Description and
Pay Grade 9.
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City Council Meeting
22 March 2023
Page –2–
11. Resolution – That Mayor Sherry Sullivan is hereby authorized to execute Amendment No.
1 to the Contract for Archaeology Monitoring for the Arts Alley Transit Hub Project (RFP
No. 005-20) with TerraXplorations, Inc. to add additional services in the amount of
$10,000.00 which increases the not-to-exceed amount limit to $20,000.00.
12. Resolution – To Award (Bid No. 23-018) for Wastewater Sludge Removal Services 2023
for the Wastewater Treatment Plant to GreenSouth Solutions, LLC with a total bid
proposal of $90.00 per cubic yard (estimated annual cost is $600,000.00).
13. Resolution – That the City of Fairhope has voted to purchase CivicClerk Agenda
Management Program from CivicPlus with the initial cost of $17,200.01; and the program
is available for direct procurement through the Interlocal Purchasing System (“TIPS”)
which has been nationally bid; and authorizes the Mayor to execute the Statement of Work
for this purchase.
14. Resolution – That Mayor Sherry Sullivan is authorized to execute the proposed
Memorandum of Understanding and negotiate a lease agreement to be brought back to
Council for approval between the City of Fairhope and Dogwood BJE, LLC.
15. Appointments – Recreation Board
16. Public Participation – (3 minutes maximum)
17. Adjourn
Next Regular Meeting – Monday, April 10, 2023 – Same Time Same Place
003
STATE OF ALABAMA )(
:
COUNTY OF BALDWIN )(
The City Council, City of Fairhope, met in regular session at
6:00 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532, on
Monday, 13 March 2023.
Present were Council President Jay Robinson, Councilmembers: Jack Burrell,
Jimmy Conyers and Kevin Boone; and Mayor Sherry Sullivan, City Attorney Marcus
E. McDowell, and Assistant City Clerk Jenny Opal Wilson. Councilmember Cory
Martin, and City Clerk Lisa A. Hanks were absent.
There being a quorum present, Council President Robinson called the meeting
to order at 6:00 p.m. The invocation was given by Reverend Amanda Dosher of St.
James Episcopal Church and the Pledge of Allegiance was recited.
Councilmember Burrell moved to suspend the rules and ask for change of
order on agenda to bring up Item Numbers 14 - Number 17 for discussion prior to
Item Number 5. Seconded by Councilmember Conyers, motion passed unanimously
by voice vote.
Councilmember Conyers moved to approve the minutes of the 27 February
2023, Regular City Council Meeting and 27 February 2023 Work Session. Seconded
by Councilmember Boone, motion passed unanimously by voice vote.
Mayor Sullivan addressed City Council and gave report.
1) She thanked the Recreation Department and all City departments for pulling
together this past week to get the new baseball fields open. Dedicated the
youth baseball fields for Vann Saltz and the high school field for Mike
Fillingim.
2) Opening Day of Softball was the weekend prior.
3) Spring Soccer Opening Day at Manley Park this weekend.
4) Arts and Crafts Festival and Spring Fever Chase this weekend.
5) Extended thanks to all the people that make these events possible for our
residents and visitors of Fairhope.
6) Mr. Vince Boothe was recognized for his service to the Airport Authority for
eight (8) years of dedicated service. She thanked him and presented plaque.
President Robinson thanked Mayor Sullivan.
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13 March 2023
Council President Robinson opened Public Participation for Agenda Items
Number 6 – Number 17.
Dione Heusel, Executive Director, Baldwin County Trailblazers, PO Box 701,
Daphne, AL 36526, info@baldwincountytrailblzaers.org addressed Item No. 15
approval of the third year of “Chalk the Trail” event. Proceeds will go to Advocacy
for the Trails. Council President Robinson thanked Ms. Heusel.
Council President Robinson closed Public Participation for Agenda Items
Number 6 – Number 17.
Council President Robinson opened Council Comments.
Councilmember Burrell discussed the Fairhope Arts and Crafts Festival. Two
(2) festivals this weekend; Arts and Crafts Committee and the Eastern Shore Arts
Center. The Arts Center asked question if the City could have the Downtown Parking
Shuttle available during festival to transport individuals that are elderly, disabled or
needing assistance. Mayor Sullivan confirmed she has taken care of request.
Councilmember Burrell additionally commended and extended thanks to Mr. Vince
Booth for his service and volunteerism.
Councilmember Conyers thanked Mr. Vince Booth for his service. He
additionally wanted to remind everyone to come out to the Arts and Crafts Festival.
Councilmember Boone thanked Mr. Vince Booth his service. He additionally
commented he hopes everyone comes out to enjoy the festivities at the Arts and
Crafts Festival.
Council President Robinson addressed the following:
1) Announcement Fairhope identified as ranking #2 in the country for Gold
Fortified Homes.
2) Arts and Crafts Festival this weekend.
3) Opening Day of Baseball this past weekend with the dedication of the
parks and the new fields at Volanta Park.
4) Thanked Mr. Booth for all his contributions to our community.
Councilmember Burrell moved to appoint Don Ward and William Bruce to
the Airport Authority for a six (6) year term which will expire on March 31, 2029.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
Councilmember Conyers moved to grant the request of the Baldwin County
Trailblazers for permission to use the sidewalks and grassy area of Utopia Park for a
Baldwin County Trailblazer event the “3rd Annual Chalk the Trail” on Saturday, April
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13 March 2023
22, 2023 from 12:00 – 5:00 p.m. with an alternate rain date of Sunday, April 23, 2023
from 12:00 – 5:00 p.m. If Utopia Park is not available, a secondary request for the
event to be held on the same date and time at the Orange Street Pier location. The
event raises awareness as well as funds for the Baldwin County Trailblazers.
Seconded by Councilmember Burrell, motion passed unanimously by voice vote.
Councilmember Burrell moved to grant the request of the Eastern Shore
Repertory Theatre Inc. requesting permission for approval to use Henry George Park
from April 26, 2023 – May 8, 2023 for the “10th Annual Theatre on the Bluff” for
three public performances. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
Councilmember Burrell moved to grant the request of the Rotary Club of
Fairhope Foundation for approval of the “Fairhope Rotary Club Steak Cook-Off” on
May 12, 2023 for street closures on Bancroft Street, between Fairhope Avenue and
Morphy Avenue, and Johnson Avenue between Section Street and Bancroft Street;
event from 12:00 p.m. to midnight; and approval to allow alcohol on City streets
contingent upon ABC license and approval. Seconded by Councilmember Boone,
motion passed unanimously by voice vote.
A Public Hearing was held as advertised on a proposed ordinance to amend
Zoning Ordinance No. 1253. Councilmember Boone introduced in writing Ordinance
No. 1253, an ordinance to request to establish initial zoning of FST and Encounter
Development LLC’s property to B-2 General Business District, concurrent with
conditional annexation into the City of Fairhope. The property is approximately 1.16
acres and is located at the northeast corner of the State Highway 181 and State
Highway 104. PPIN Number 77558.
Planning Director Hunter Simmons briefly explained the proposed ordinance.
Staff recommends Case: ZC 23.01, PPIN# 77558, be approved with an initial zoning
of B-2 General Business.
Council President Robinson opened the Public Hearing at 6:21 p.m. No one
present opposed the proposed ordinance, the Public Hearing closed at 6:22 p.m.
Council President Robinson addressed due to lack of a motion for immediate
consideration, this ordinance will layover until the March 22, 2022 City Council
meeting. Council President Robinson thanked Mr. Simmons.
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope accepts the U.S.
Department of Treasury Notice of Award approving Amendment No. 1 for Grant No.
GNSSP20AL0005-01-01 Restore Act Sewer Upgrades Phase I increasing total grant
amount to $13,500,000.00; and the Council authorizes Mayor Sherry Sullivan to sign
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13 March 2023
the amended grant agreement on behalf of the City. Seconded by Councilmember
Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 4700-23
APPROVAL OF U.S. DEPARTMENT OF THE TREASURY
NOTICE OF AWARD FOR AMENDMENT NO. 1
FOR GRANT NO. GNSSP20AL0005-01-01
RESTORE ACT SEWER UPGRADES PHASE I
WHEREAS, the City of Fairhope was awarded a RESTORE Act Grant (#S1P25-
FSU1) from the Alabama Department of Conservation and Natural Resources
(ADCNR) on October 1, 2019 in the amount of $10,082,680.00 for Sewer Upgrades
Phase I; and
WHEREAS, the City did bid the project and awarded construction contracts and is
ready to begin the construction phase of the project; and
WHEREAS, the construction bids came in $3,200,000.00 over the amount allocated
for construction costs on the grant and, therefore, ADCNR requested additional grant
funds from U.S. Treasury in this amount for the City to cover the additional costs;
and
WHEREAS, U.S. Treasury issued a Notice of Award approving Amendment No. 1,
on February 15, 2023 increasing the total grant amount to $13,500,000.00;
NOW, THEREFORE IT BE RESOLVED BY THE City of Fairhope, IN REGULAR
SESSION ASSEMBLED, that the City accepts Amendment No. 1 to the Grant
Agreement; and
BE IT FURTHER RESOLVED BY THE City of Fairhope, that the Council
authorizes the Mayor to sign the Amended Grant Agreement on behalf of the City.
DULY ADOPTED THIS 13TH DAY OF MARCH, 2023
_________________________________
Jay Robinson, Council President
Attest:
___________________________________
Lisa A. Hanks, MMC
City Clerk
007
13 March 2023
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the selection
for (RFQ PS23-012) Professional Engineering Services for Fairhope Water System
Planning Project Phase I; and hereby authorizes Mayor Sherry Sullivan to execute a
contract with Krebs Engineering with a not-to-exceed amount of $32,000.00.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 4701-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the selection for (RFQ PS23-012) Professional
Engineering Services for Fairhope Water System Planning Project Phase 1; and
hereby authorizes Mayor Sherry Sullivan to execute a contract with Krebs
Engineering with a not-to-exceed amount of $32,000.00.
DULY ADOPTED THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 23-017) to John M. Warren, Inc.
for Crowdcade Barricades or Equivalent with a total bid proposal not-to-exceed $49,892.00.
Seconded by Councilmember Conyers, motion passed unanimously by voice vote.
RESOLUTION NO. 4702-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
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13 March 2023
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 23-017) Crowdcade Barricades or Equivalent at 555 South Section Street
in the City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation for
Crowdcade Barricades or Equivalent
[3] After evaluating the bids with the required specifications, John M. Warren, Inc. is
now awarded (Bid No. 23-017) Crowdcade Barricades or Equivalent with a total bid
proposal not-to-exceed $49,892.00.
ADOPTED ON THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 23-016-COF-2023-EDA001A)
for Asbestos Abatement Fairhope K-1 Center to Hernandez Demolition and Remediation,
LLC with a total bid proposal not-to-exceed $64,028.40. Seconded by Councilmember
Conyers, motion passed unanimously by voice vote.
009
13 March 2023
RESOLUTION NO. 4703-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 23-016-COF-2023-EDA001A) Asbestos Abatement Fairhope K-1
Center at 555 South Section Street in the City of Fairhope offices, Fairhope,
Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation for
Asbestos Abatement Fairhope K-1 Center
[3] After evaluating the bids with the required specifications, Hernandez Demolition
and Remediation, LLC is now awarded (Bid No. 23-016-COF-2023-EDA001A)
Asbestos Abatement Fairhope K-1 Center with a total bid proposal not-to-exceed
$64,028.40.
ADOPTED ON THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
*
*
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13 March 2023
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the selection
by Mayor Sherry Sullivan for (RFQ PS23-016) Utility Cost of Service Study (for the
Utilities); and hereby authorizes the Mayor to execute a contract with Jackson
Thornton Certified Public Accountants and Consultants with a not-to-exceed amount
of $77,200.00. Seconded by Councilmember Boone, motion passed unanimously by
voice vote.
RESOLUTION NO. 4704-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the selection by Mayor Sherry Sullivan for
(RFQ PS23-016) Utility Cost of Service Study (for Gas, Electric, Water, and Sewer
Utilities); and hereby authorizes the Mayor to execute a contract with Jackson
Thornton Certified Public Accountants and Consultants with a not-to-exceed amount
of $77,200.00.
DULY ADOPTED THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
011
13 March 2023
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
procurement of a thirty-six (36) month lease for a New Hewlett Packard Plotter for
the Public Utilities Building; and lease is on the NASPO Cooperative Contract
#140596-AL02 and therefore does not have to be let out for bid. The total cost for the
lease is $11,671.20. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
RESOLUTION NO. 4705-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of a thirty-six (36) month
lease for a New Hewlett Packard Plotter for the City Services and Public Utilities
Building; and the lease is on the NASPO Cooperative Contract #140596-AL02 and
therefore does not have to be let out for bid. The total cost for the lease is $11,670.84.
13 March 2023
ADOPTED ON THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
procurement of a Toro Groundmaster 3200 4WD Mower or equivalent for the Public
Works Horticulture Department; and the type of equipment needed is on the Omnia
National Contract #2017025 and therefore does not have to be let out for bid. The
total amount not-to-exceed $35,885.68. Seconded by Councilmember Boone, motion
passed unanimously by voice vote.
012
13 March 2023
RESOLUTION NO. 4706-23
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the procurement of a Toro Groundmaster 3200
4WD Mower or equivalent for the Public Works Horticulture Department; and the
type of equipment needed is on the Omnia National Contract #2017025 and therefore
does not have to be let out for bid. The total amount not-to-exceed $35,885.68.
ADOPTED ON THIS 13TH DAY OF MARCH, 2023
_______________________________
Jay Robinson, Council President
Attest:
_____________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that certain items are declared surplus and the
Mayor and City Treasurer are hereby authorized and directed to dispose of personal
property owned by the City of Fairhope by one of the four methods listed on the
resolution. Seconded by Councilmember Boone, motion passed unanimously by
voice vote. Councilmember Burrell asked for resolution surplus language in Section
2a be reviewed and modified on future resolutions.
RESOLUTION NO. 4707-23
WHEREAS, the City of Fairhope, Alabama, has certain items of personal property
which are no longer needed for public or municipal purposes; and
WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the
municipal governing body to dispose of unneeded personal property;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
FAIRHOPE, ALABAMA, AS FOLLOWS:
013
13 March 2023
SECTION 1. That the following personal property owned by the City of Fairhope,
Alabama, is not needed for public or municipal purposes, and hereby declared
surplus:
[SEE ATTACHED LIST OF EQUIPMENT]
SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed
to dispose of the personal property owned by the City of Fairhope, Alabama,
described in Section 1, above, by one of the following methods:
a. Receiving bids for such property (“via GovDeals”). All such property shall be
sold to the highest bidder, provided, however, that the City Council shall
have the authority to reject all bids when, in its opinion, it deems the bids to
be less than adequate consideration for the personal property.
b. Sold for scrap or recycle at the highest offered value.
c. Disposal via landfill.
d. Donate the 60 X 20 Frame for Greenhouse to the City of Gulf Shores.
ADOPTED AND APPROVED THIS 13TH DAY OF MARCH, 2023
___________________________________
Jay Robinson, Council President
ATTEST:
________________________________
Lisa A. Hanks, MMC
City Clerk
Council President Robinson opened Public Participation for non-agenda
items.
Kermit Magnus, 400 Jasmine Street, Fairhope, Alabama came forward to
discuss a crater in front of his home that is located on City property. Mayor Sherry
Sullivan told Mr. Magnus she would take care of tomorrow. Council President
Robinson thanked Mr. Magnus.
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13 March 2023
Jessie Patterson, 10630 County Road 1, Fairhope, Alabama came forward an
addressed the following items with Council:
1) Inquired if the City of Fairhope had plans for a City School System as Orange
Beach or Gulf Shores. Council President Robinson responded Council has not
created a plan.
2) Discussed Fairhope Elementary West School Three (3) to Five (5) Year Plan
for project along Section Street. Inquired on the City of Fairhope’s
participation. Mayor Sullivan addressed Principal Jenny Pierce and Science
Teacher have reached out to her with discussion on a plan. She has not
received the plan yet. We could partner or look at other ways of funding
project with an ADECA grant.
3) Requested Council be present at the Fairhope Single Tax Meeting tomorrow
evening at 6:30 p.m. reference White Avenue Park. Council President
Robinson thanked Mr. Patterson.
Council President Robinson closed Public Participation on non-agenda items.
Councilmember Burrell moved to adjourn the meeting. Seconded by
Councilmember Martin, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 6:40 p.m.
Jay Robinson, Council President
________________________________
Jenny Opal Wilson, CMC
Assistant City Clerk
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