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HomeMy WebLinkAbout02-26-2009 Work SessionCITY OF FAIRHOPE WORK SESSION AGENDA THURSDAY, 26 FEBRUARY 2009-4:45 P.M. -CITY HALL COUNCIL CHAMBERS 1. Bond Refundin g Issue 2. Request for bid proce ss for purchase of new derrick truck-Scott Sligh, Electric Supervisor 3 . Request for bid process for purchase of 5 new Police cars -Terry Sanders, Chief of Police 4 . Request for bid proce ss for city-wide cell phon e contract -Jason Colee, CIS Manager 5 . Request for application for ADEM Grant for expansion of Recycling Program -Jennifer Fidler, Public Works Supervisor 6. Request for application for Alabama Department of Conservation and Natural Resources Grant for purpose of design and engineering for new concrete bulkhead at Fairhope South Beach Park - Jennifer Fidler 7 . Request for application for Alabama Department of Conservation and Natural Resources Grant for purpose of completing the engineering and construction of a protective jetty (breakwater) for the Pier Street public boat ramp-Jennifer Fidler 8. Request for bid proce ss for annual Port-O-Let Contract -Jennifer Fidler STATE OF ALABAMA )( COUNTY OF BALDWIN )( The Mayor and City Council, met in a Work Session at 5:00 p .m., City Hall , Council Chambers, 161 North Section Street, Fairhope , Alabama 36532 , on Thursday, 26 February 2009 . Present were: Mayor, Timothy M. Kant -Arrived at 5: 15 p .m . Council President, Debbie Quinn Councilmember, Dan Stankoski Councilmember, Lonnie Mixon Councilmember, Mike Ford -Arrived at 5 :15 p.m. Councilmember, Rick Kingrea -Arrived at 5 :25 p .m. City Clerk, Lisa A. Hanks Council President Quinn called the meeting to order at 5 :00 p.m. Council President Quinn began by stating that the bond refinancing issue is being pulled from the agenda at tonight's City Council meeting. She asked Rhonda White , Human Resources Administrator, to briefly outline the selection process for the Chief of Police Search Committee . Ms. White said there would be a meeting on March 10 , 2009 at 6:00 p.m. at the Nix Center. She said we need to go over interview questions and narrow down the applicants. Council President Quinn said we need to look at the process . Ms. White stated they w ould be using a spreadsheet and a point system to select the top candidates based on requirements. She said most applicants are not from around here. Councilmember Stankoski said he spoke with a friend in Mobile regarding their process of selecting a Chief of Police . He said they used a 15 member panel to decide their Chief of Police and also used telephone conferencing for initial interviews. Then they had each applicant prepare a two minute presentation on a CD and send to them as part of the process . This helped them narrow down their applicants to only three to fi ve. Ms. White commented we have received 50 to 60 applicants so far and still have until March 6, 2009. Work Session Thursday, 26 February 2009 Page-2- Councilmember Mixon asked if they are going to rank them in order of preference based on the Committee. Councilmember Stankoski stated the City Council will have to interview candidates in public. Ms. White said she would give a presentation of what interview questions to ask and how to interview the applicants. Council President Quinn announced that Barry Fulford and Scott Sligh had received letters of appreciation which were sent to the Mayor and Council. Then, she said we would continue with the items on the agenda. 1. Scott Sligh, Electric Department Supervisor, discussed the need for a derrick truck in his department. He said we had two trucks being repaired at the same time and the rental truck was returned at the end of January to avoid going over the bid limit. We usually keep a truck like this for 12 to 15 years and would like to go out on bid for a new truck. Councilmember Mixon stated that the Fuel Adjustment Funds are around $100,000 and said he spoke with City Treasurer Nancy Wilson and found out we get around $60 ,000 a month. Councilmember Stankoski asked; how often do you use the lift part. Mr. Sligh replied it is used very regularly and we use it to help other departments. Council President Quinn said based on the Council's consensus you can go forward with obtaining bids . 2. Terry Sanders, Interim Chief of Police, discussed the need for five police cars and the differences between the Crown Victoria (Crown Vic) and the Impala. The equipment will not transfer from the Crown Vic to the Impala. We would have to purchase new equipment for the Impala which would increase its cost. The Impala requires more maintenance and the interior is quite small. In 2011, the Crown Vic is going to be replaced and whatever it is replaced with should be compatible. Safety is a big concern and the Crown Vic is better for taking a hit. Councilmember Mixon asked; what is time availability for the cars. Chief Sanders replied once we get the okay, the vendor will send order to manufacturer for processing. Work Session Thursday, 26 February 2009 Page-3- Dan Ames , Purchasing Manager, mentioned that there is a cutoff time for ordering off the State Bid. There is a window and then they stop producing the Crown Vic. Councilmember Mixon asked would the window be open until the end of March. We would put off until then and at the March 16th meeting bring back more information. He asked Mr. Ames if he would look into that for the Council. Mr. Ames replied he would. Councilmember Stankoski asked ; do we have enough vehicles for this month . Chief Sanders replied yes ; just worried windo w will shut. Mayor Kant stated staff can get research together for meeting on the 16th of March. 3. Jason Colee, CIS Manager, gave an update on the City of Fairhope 's cell phones. He stated we have 5 separate vendors . In December 2 008 , we prepared and sent out RFPs to streamline vendors . Two vendors were close , but Alltel was better. We are going to reduce our pagers and our cell phones which will be a 4 7% reduction. We are asking for approval from Council to go with Alltel for all cell phones and pagers. He said the minutes could be increased or decreased without having to redo contract. In the RFP we asked vendors to send demos and the Police Department tested the demos and liked Alltel. Councilmember Ford and Councilmember agreed that repeating items at the pre- meeting and then at the City Council meeting is redundant. 4. Jennifer Fidler, Public Works Director, discussed our recycling program and the need for a new building for all recycling items. She is requesting appro val from Council to apply for an ADEM Recycling Grant. This is a 100% grant which means not match from the City of Fairhope. There are some in-kind services necessary to fulfill the project. Council President Quinn asked; have you talked with ADEM . Ms. Fidler replied they do have grants available and others have applied . The City of Foley recently applied for a Recycle Grant. Council President Quinn mentioned citizens have complained about stuff blowing around. Work Session Thursday , 26 February 2009 Page --4- Ms. Fidler replied that is one reason why a new building is needed. 5. Ms. Fidler briefly went over the grant application for the Alabama Department of Conservation and Natural Resources Grant for the purpose of design and engineering for new concrete bulkhead at Fairhope South Beach Park. She said the bulkhead gets damaged during every tropical storm. Mayor Kant stated he has been trying to get the bulkhead repaired. Council President Quinn inquired if this was a 50/50 grant. Ms. Fidler replied yes, it is a 50/50 grant and all estimates are based on a concrete bulkhead. Councilmember Mixon asked; are we obligated ifwe apply or can we stop. Ms. Fidler replied yes, but it takes a great deal of time to prepare the grants for application. Councilmember Stankoski asked; how much are we talking. Ms. Fidler answered around $25,000. Councilmember Ford said wood is better than concrete. It can handle to movement of the water. Mayor Kant said the City crews can put in a wood bulkhead. Ms. Fidler stated that Jim Homer said they really don 't want concrete. This grant is for the design and engineering of the bulkhead. Councilmember Quinn said I think we need more information and March 9, 2009 is the deadline . 6. Ms. Fidler briefl y went over the grant application for the Alabama Department of Conservation and Natural Resources Grant for the purpose of completing the engineering and construction of a protective jetty (breakwater) for the Pier Street public boat ramp. The City put in bathrooms, the ramp , and a parking lot at the public boat ramp . Part of the initial thought for the project was to install a jetty and/or jetties to break the water before hitting the ramp. This is also a 50/50 match for design and engineer. We have in- kind services of around $15,000 needed for the project. Work Session Thursday, 26 February 2009 Page-5- Council President Quinn asked; have you talked with anyone at Five Rivers. Mayor Kant said this was deeded to the State. Do you think the State would do this since they own it? Ms. Fidler stated we did not want to move forward and waste time. March 9, 2009 is the deadline for this grant too. Councilmember Mixon said there are more important things in the City than this. Mayor Kant stated he wants staff to bring forth all possible grant applications around budget time. 7. Ms. Fidler requested to have the approval to go out on bid for an annual Port-O-Let contract. She also brought up the Port-O-Lets for Earth Day and wanted approval to go forward with supplying them. Mayor Kant said we a reaching over $10,000 per year for Port-O-Lets and need to go out on bid and/or quote. Sherry Sullivan, Director of Senior Services, said the Mayor agreed to do what we did last year for Earth Day. Council President Quinn stated based on a consensus of Council go ahead with Earth Day and get Dan Ames to go out for quotes . Rose Fogarty, Finance Director, mentioned that they were looking at and tweaking the graphs and pie charts for their financial report presentations. Councilmember Mixon told Council to look at the graphics and make recommendations. Mayor Kant said he took the examples to the Rotary Club and the only comments were they could not see text and numbers very well. Councilmember Kingrea asked; can we add percentages. Mr. Colee replied yes. Council President Quinn asked; where are we with Mediacom. We have not received the franchise tax from them as of today. Work Session Thursday, 26 February 2009 Page-6- James Gillespie, Administrative Superintendent, replied they are not late yet. Mayor Kant said we wanted to keep service center in Fairhope and not have the center in Mobile or Pensacola. We want to keep the service center in Eastern Shore and putting a mileage of five miles as the maximum distance. He said Mediacom also asked for the AT&T Agreement. Council President Quinn thanked everyone for their input and participation. The meeting was adjourned at 5 :54 p .m. Lisa A. Hanks City of Fairhope City Clerk