Special Session  Saraland City Council  May 13,2024 Pagelof4  The Saraland City Council met in special session on May 13, 2024 at the Saraland Municipal Annex. The meeting was called to order at 5:31 p.m. by Council President McDonald. Roll call  was as follows:  Present: Council President Joe McDonald  Councilmember Newton Cromer Councilmember Veronica! Hudson Councilmember Natalie Moye  Absent: Councilmember Wayne Biggs  Attorney Andy Rutens was present.  Councilmember Moye opened the meeting with prayer.  Mayor Rubenstein requested aj pause in the meeting until Mr. Biggs could be contacted, it was discovered his name was inadvertently omitted from the meeting notice distribution list. The meeting was paused. Mr. Biggs arrived at 5:40 and the meeting was resumed. Council President McDonald advised the purpose oft this meeting is to discuss bid & process for Sportsplex, Phase 1-A. Other municipal business may be considered at this time. Council President McDonald announced Ms. Renee Jerkins, Saraland School Board member was asked to attend the meeting to answer questions some of the Councilmembers had. Many thanks were given to Ms. Jerkins for her years ofs service on the School Board. Council President McDonald, Councilmember Cromer, Councilmember Hudson, and Councilmember Moye had no  questions for Ms. Jerkins.  Mr. Biggs asked several questions concerning the following:  1) Community Participation Policy agenda to address the School Board 3) The 10 day wait period. 5) Number ofcitizens to address the Board. 7) Number of applicants - which was four (4) 8) Methods used to advertise the open position.  2) Requirement for exhaustive documentation to be allowed to have name placed on the 4) Superintendent's: ability to have discretion over the 10 day wait period. 6) Search process for appointing the new Superintendent and open interviews. 9) Efforts used to discourage people applying for the position of Superintendent. Mr. Biggs felt the search for School Superintendent should have been handled differently and Motion was made by Councilmember Cromer, seconded by Councilmember Moye, to re-appoint Ms. Renee Jerkins to the Saraland School Board for a 5-year term. Motion carried.  should have been more transparent.    Special Session  Saraland City Council  May 13,2024 Page 2 of4  Mayor Rubenstein asked for consideration ofar resolution but requested an executive session to Council President McDonald advised there is a matter to be discussed in executive session to discuss with the city attorney the legal ramifications of and legal options for controversies: not yet being litigated but imminently likely tol bel litigated ift the governmental body pursues a City Attorney, Andy Rutens, advised this is appropriate use of executive session as authorized by Motion was made by Councilmember Moye, seconded by Councilmember Cromer, to adjourn into executive session with) Mayor Rubenstein and Andy Rutens to discuss with the city attorney the legal ramifications of and legal options for controversies not yet being litigated but imminently likely to be litigated if the governmental body pursues aj proposed course of action.  discuss an issue ofthreatened litigation associated with this matter.  proposed course of action.  state law.  The following votes were recorded:  Yes: Council President Joe McDonald Councilmember Wayne Biggs Councilmember Newton Cromer Councilmember Veronica Hudson Councilmember Natalie Moye  Motion carried. 20 minutes.  Council President McDonald advised he anticipates the executive session to last approximately The Council adjourned into executive session with the Mayor and City Attorney at 6:04 p.m. Motion was made by Councilmember Hudson, seconded by Councilmember Cromer to  reconvene at 6:32 p.m. with all members present. Motion carried.  Motion was made by Councilmember Cromer, seconded by Councilmember Hudson, to approve aresolution acknowledging bids exceeding budgeted funds available and authorizing the Mayor  to negotiate with the lowest remaining bidder. Motion carried.  RESOLUTION 2345  AR RESOLUTION ACKNOWLEGING BIDS EXCEEDING BUDGETED FUNDS AVAILABLE AND AUTHORIZING THE MAYOR TO NEGOTIATE WITH LOWEST  REMAINING BIDDER  WHEREAS, the City has undertaken great effort to plan the development and  funding for a Sportsplex facility; and    Special Session  Saraland City Council  May 13, 2024 Page 3 of4  WHEREAS, the City has developed a plan for construction and operation of the Sportsplex in such a way as to make it financially sustainable, taking into account costs WHEREAS, Phase 1A of the project is for the construction of a multipurpose building to house basketball and volleyball courts, fitness rooms and exercise WHEREAS, Phase 1A also includes outdoor courts for volleyball, tennis and WHEREAS, the City hired Hoar Project Management to oversee the construction and assist Chambless. King Architects with the development of the construction budget and to undertake a prequalification process for parties interested in bidding on Phase WHEREAS, as a result of the prequalification process, four companies were WHEREAS, on February 19, 2024, three companies submitted bids for Phase WHEREAS, the budget for Phase 1A is Twenty-Three Million, Three Hundred and Seventy-Seven Thousand, and Six Hundred and Thirteen Dollars $23,377,613.00); WHEREAS, all three bids submitted exceeded the budgeted amount; and WHEREAS, the lowest submitted bid was from White Spunner Construction; and WHEREAS, the City and White Spunner Construction have worked to finalize a contract consistent with the bid specifications and the bid submitted for the Phase 1A portion of The Land Sportsplex. However, the City and White-Spunner Construction WHEREAS, with no contract being entered into with White-Spunner Construction, the City has determined that Harrison Construction has submitted the next WHEREAS, the bid submitted exceeds the budgeted amount and funds available WHEREAS, it is the determination of the City Council that time is of the essence for this project and that the Mayor is authorized pursuant to Alabama Code 39-2-6(c) to negotiate with Harrison Construction for changes in the Phase 1A project such that the changes will allow for the funding of the project and that the negotiated changes are in the public interest and they do not materially alter the scope and the nature oft the NOW THEREFORE, BE IT RESOLVED, by the City Council for the City of Saraland that the Mayor is authorized to negotiate with Harrison Construction for completion of the Phase 1A project such that the changes will allow for the funding of the project and that any negotiated changes are in the public interest and that they do  of construction and operation; and  equipment; and picklebal!; and  1A; and  approved to submit bids on Phase 1A; and  1A; and and  have been unable to agree on a contract; and lowest bid for the Phase 1A project; and for the project as bid; and  project.  not materially alter the scope and the nature of the project.  Approved this 13th day of May, 2024.    Special Session  Saraland City Council  May 13, 2024 Page 4 of4  Motion was made by Councilmember Hudson, seconded by Councilmember Cromer, to authorize payment ofinvoice #24040, in the amount of $7,758.80 tol E.F. Thompson Geotechnologies, Inc. for geotechnical testing oft thej pad at the Sportsplex, to be paid from the Motion was made by Councilmember Cromer, seconded by Councilmember Moye, to authorize the Mayor to sign a letter ofi intent, with Harrison Construction to begin their procurements for Motion was made by Councilmember Cromer, seconded by Councilmember Moye, to authorize ac contract with Diversified Technology Solutions, Frank Davis (owner) to award him the technical side oft the transition and work with the architect. Motion carried. Motion was made by Councilmember Moye, seconded by Councilmember Cromer, to ratify Resolution #2342 to include the amount of freight for the furniture for the Civic Center in the Motion was made by Councilmember Cromer, seconded by Councilmember Moye, to authorize the City to sign a contract for advertising for two (2) softball teams and ten (10) baseball teams Motion was made by Councilmember Moye, seconded by Councimember Cromer, to approve the purchase oft the hoods for the Sportsplex from Tri-mark in the amount of$52,000.00, tol be paid from the GO Warrant. Councilmember Biggs voted no. Motion carried with a 4-1 vote. There being no further business to come before the Council, motion was made by  GO Warrant funds. Motion carried.  Phase 1-A oft the Sportsplex project. Motion carried.  amount of $1,344.64. Motion carried.  in the amount of $250.00 per team for a total of $3,000.00. Motion carried.  Councilmember Hudson to adjourn at 6:54 p.m. ACCEPTED and APPROVED the 20th day of May 2024.  d President  Judi Smith, City Clerk  Catigbmb