Board of Aldermen

iIINUTES OF THE SECOND REGULAR ilIONTHLY MEETING OF THE MAYOR AND BOARD OF ALDERMEN OF THE CITY OF MADISON, MISSISSIPPI February 18,2025 STATE OF MlSSISSIPPI COUNTY OF MADISON INTRODUCTION AND ATTENDANCE The second regular monthly meeting of the Mayor and Board of Aldermen of the City of Madison, Mississippi was held on Tuesday, February 18, 2025 at 6:00 p.m. in the Municipal Courtroom at the Madison Justice Complex. Those present in in the Courtroom were Mayor Mary Hawkins Butler, Tawanna Tatum, Patricia Peeler, Janie Jarvis, paul Tankersley, Mike Hudgins, and Guy Bowering, City ClerUDirector of Finance and Administration Nathan Hanson and Chief Deputy City Clerk Lisa Winstead. Alderman Sandra Strain and City Aftorney Chelsea Brannon were both absent. Mayor Hawkins Butler called the meeting to order. Following a prayer led by Alderman Bowering and the Pledge of Allegiance led by Alderman Tatum the meeting proceeded as follows: ADMINISTRATION _ CONSENT AGEN DA _ APPROVED Conceming the Consent Agenda, Mayor Hawkins Butler asked if there were any items which needed to be removed for discussion. There were no items removed and with no further discussion, Alderman Tatum made the motion to approve the Consent Agenda as follows: CONSENT AGENDA A. Accept Meeting Minutes and Notices: 1 . Minutes of First Regular Board Meeting - February 4,2025 2. Minutes of Planning and Zoning Commission - January 13,2025 - Exhibit A B. Approve Claims Docket - Exhibit B 1. Computer Checks Checks: 12782-12925 2. Manual Checks/EFTs Checks: 12779-12781 3. Payroll Checks: Checks: 2328-2336, EFTs: 35584-358U - 02/07f2025 DisbursemenUMan ual Checks: 2337 -2344 - 0A07/20 2 5 C. Accept the following departmental changes/documents per terms of the Statusr/Payroll Change Report on file in the Office of the City Clerk: - Exhibit C 1. Authorization to hire Barbara McDonald as part-time Administrative Assistant for the Economic Development Department effective February 10,2025 2. Authorization to hire Ty A. Lovell as full-time Police Office effective February 24, 2025 3. Authorization to hire Chrystal M. Praytor as part-time Kennel Worker for the Webster Animal Shelter effective February 19,2025 4. Accept resignation from Police Officer Bobby Smith effective February 7,2025 5. Authorization to hire Cortez Sims as full-time Laborer for the Streets Department effective February 19, 2025 D. Accept the following departmental reports: - Exhibit D 1. Administration & Finance Department - Financials through January 2025 2. Fire Department, January2025 3. Fire Department,2024 Annual Report 4. Police Department, Dec,ember 2024 E. Approval of and authorization for Fire Department to execute Preventative Maintenance Contract with Renew BioMedical for cardiac monitors - Exhibit E I F. Adopt Resolution Authorizing the Use of Municipal Funds to Buy Advertising ftom the Mr'ssissrppi Chistian Living Magazine for sponsorship of Christian Leaders of the Future finalists - Exhibit F G. Adopt Resolution Authorizing the Use of Municipal Funds to Buy Advertising from The Nofthside Sun for advertising in the March 2025 Magazine - Exhibit G H. Approval of and authorization to execute contract with Carousel lndustries of North America, LLC for Avaya Hardware Services and Xima Care Support Contract for the period of March 1,2025 through February 28,2026 Exhibit H - l. Approval of and authorization for City Clerk to execute Division Order with Genesis Crude Oil, LP for the Botanical Gardens - Exhibit I J. Approval of and authorization to execute 2025-2026 Renewal lnsurance Policies with Meyer & Rosenbaum as outlined in the attached documentation - Exhibit J K- Approval of and authorization to execute the following Mississippi Transportation Commission Airport Federal Matching Grant Agreements for the Bruce Campbell Field: - Exhibit K 1 . Project No. AIG-3-28-0046-OU-2023, Reconstruct North Apron 2. Prqed No. AIP-3-28-0046-035-2023, Recrnstruct North Apron 3. Project No. AIG-3-28-0046-036-2023, Rehabilitate Runway 17135 (Marking) L. Approval of and authorization to execute Federal Aviation Administration (FAA) Federal Financial Reports for the following projects: - Exhibit L 1. A|P-3-28-0046-O3/.2023 2. ArP-3-28-0046-035-2023 M. Approval of and authorization for Police Department to execute renewal agreement with Boondocks Firearms Training Academy - Exhibit M N. Authorization for Police Department to remove one (1) Ricoh copier, Property #9281 from inventory as outlined in the attached memorandum - Exhibit N O. Accept quotes and award to Revell as lowest and best quote for the purchase of two (2) automatic grass mowers for the Parks and Recreation Department soccer fields - Exhibit O P. Approval of and authorization to execute SF270 and SF425 forms to request reimbursement from the USDA-Natural Resources Conservation Service regarding Hearn CreeUDeerfield Drive project grant - Exhibit P Q. Accept quotes and award to Steve Chisholm, LLC as lowest and best quote for the removal of 90-100 trees and stumps along Rice Road from St. Augustine to Hoy Road - Exhibit Q R. Approval of and authorization to execute request for MS Department of Transportation (MDOT) Application for Permit to Construct Pipeline Along or Across or Across Tisdale Road and Green Oak Lane - Exhibit R S. Authorization for Mayor to execute LPA-100 agreement with MS Department of Transportation (MDOT) for the Highway 463 geometric lane improvement project - Exhibit S T. Authorization to release Sara Walters Jones Letter of Credit for 7'13 \Mldberry Pointe - Exhibit T U. Accept Letter of Credit from Community Bank for Heitzmann lnvestrnents, LLC for rental property located at 7628 Old Canton Road, Madison, MS - Exhibit U V. Authorization for Mayor to submit Proposal for Pearl River Valley Water Supply District Parcels M4 (Parcel P), M5 (Parcel Q), and MG (Parcet R), Madison County, MS - ExhibitV Alderman Bowering seconded the motion to approve the Consent Agenda and the vote was unanimous in favor of approval. Mayor Hawkins Butler declared the motion carried. COMMUNIW DEVELOPMENT DEPARTMENT \Lariance for Fence Heiqht lncrease. 102 Eve rqreen Court. Deanna Abdullah - Approved Community Development Director Kianca Guyton presented the request of Ms. Deanna Abdullah for a variance to increase her fence height from 2.5 feet (30 inches) to 6 feet on her double front lot in Highwoods of Madison subdivision. She explained that the homeowners' association and the Planning and Zoning Commission recommended approval of this variance, and that she recommended it as well. Aldennan Jarvis made the motion to grant to grant approval, seconded by Alderman Tankersley and ) unanimously approved by all Aldermen. Mayor Hawkins Butler dectared the motion carrieci. Documentation relevant to this request is attached hereto as Exhibit vU. l!NA! PI-AT APPROVAL, AR unch risfl Ms.GuytonpresentedtherequestforfinalplatapprovalofA@ recommended apprwal contingent upon punch list items being addressed and approved by the Public Works Department. Alderman Hudgins made the motion to grant approval, seconded by Alderman Bowering and unanimously aooroved by all Aldermen. Mayor Hawkins Butler declared the motion carried. \Mth no further business for discussion, Mayor Hawkins Butler asked for a motion to declare the meeting adjourned. Aldennan Bowering made the motion, seconded by Aldennan Peeler, and unanimously approved by all Aldermen. Mayor Hawkins Butbl declared the motion canied and the meeting was adjourned" Mary NS , Mayor Attest: Nathan Hanson, City Clerk +, , I SEAL & a J