Board of Aldermen

MINUTES OF THE FIRST REGULAR MONTHLY MEETING OF THE MAYOR AND BOARD OF ALDERMEN OF THE CIry OF MADISON, MISSISSIPPI April 15, 2025 STATE OF MISSISSIPPI COUNTY OF MADISON INTROD UCTION AN D ATTENDANC E The second regular monthly meeting of the Mayo r and Board of Aldermen of the City of Madison, Mississippi was held on Tuesday, April 15' 2025 al6:00 p.m. in the MuniciPal Courtroom at the Madison Justice Complex. Those pre sent in the Courtroom were MaYor Mary Hawkins Butler, Aldermen Sandra Strain, Tawanna Tatum, Patricia Peeler, Janie Jarvis, Paul TankersleY, Mike H udgins, and Guy Bowering, City AftorneY Chelsea Brannon, City ClerUDirector of F inance & Administration Nathan Hanson, and Chief Deputy City Clerk Lisa Winstead. a Mayor Hawkins Butler called the meeting to order and welcomed everyone. Following Youth ir"Gr f"A by Alderman Tankersley and the Pledge of Allegiance led by Mayor's Council member Cade Shaw, the meeting proceeded as follows: ADMINISTRATION - CONSENT AGENDA - APPBOVED Butler asked if there were any items with no which neeJed to be removid for discussion. There were no items removed and the Consent Agenda as further discussion, Alderman Jarvis made the motion to approve follows: CONSE NT AGENDA A. Accept Meeting Minutes and Notices: 1. Minutes of First Regu lar Board Meeting - APril 1, 2025 B. Approve Claims Docket - Exhibit A 1. Computer Checks Checks: '13437-13615; EFT 346 2. Manual Checks/EFTs Checks: 13433-13436 3. Payroll Checks: Checks: 2399-2412, EFTs: 3662 1 -3687 6 - 04/04/202 5 DisbursemenUManual Checks: 2413'2419 - 04/04/2025 C. Accept the following departmental changes/documents per terms of tle ., status/payroll change iteport on fite in the office of the city clerk: - ex_!iui! p 1. Authorization to promoie Cynthia Robinson-Mays to the position of Chief Deputy City Clerk effective MaY 1' 2025 2. Auihorization to hire silly ttodges as Deputy city clerk effective May 1,2O25 3. Authorization to rehire susan B. Crandall in the Administration & Finance Department effective MaY 1 ' 2025 4. Accept resignation of Po[ice Officer Mitchell Riedi effective May 1 ,2025 5. Authorization to hire charles Graham as full-time water Department Laborer effective APril 16, 2025 6. Authorization to transfer claire Bonvillain from Permits Department to Legal Department effective Aprtl 17, 2025 7. Auihorization to hire Tricy Brown as Street Department Laborer effective April 16,2025 8. Auihorization to re-hire Jaiden Burns as Street Department Laborer effective April 16, 2025 D. Accept the following monthly departmental reports: -ExhibitG 1. Police Department - February 2025 E. Accept the following Amendment to lrrevocable Standby Letters of credit from 1  Trustmark National Bank: - Exhibit D 1 . Amendment No. Seven to No. 18-01s-SP for \Mittington, Phase 1 F. Adopt Resolution Authorizing the use of Municipal Funds to Buy Advertising from Madison central High school Big for the Big 4 Videoboard sponsorship - Exhibit E G. Authorization for city clerk to execute and submit documents for the Federal Emergency Management Agency (FEMA) Project Completion and Certification Report (P.4) Event: 4727DR-MS (4727DR) - Exhibit F H. Authorization for City Clerk to execute and submit documents for the MS Department of V1/ildlife, Fisheries, and Parks Project closeout Acknowledgement for lWCr *ZA-OOo97 for Liberty Park Playground lmprovements and to execute refund of overpayment as outlined in the attached letter - Exhibit G L Author2aiion for Police Department to purchase a one-year subscription to FDS Reveal Portal (sole source vendor) as outlined in the attached memorandum - Exhibit H J. Authorization for Police Department to enter into an agreement with Lionbridge Technologies, LLC for telephone interpretation services - Exhibit I K, Authorizalion for police Department to renew annual maintenance agreement with Vertiv Corporation for the department recorder system - Exhibit J L. Authorization to auction forfeited and seized vehicles as outlined in the attached Memorandum - Exhibit K M, Authorization to auction police department vehicles as outlined in the attached Memorandum - Exhibit L tt. Rpprore term-bid pricing quote for repairs to sidewalk concerns reported bythe homeowners' associatioins in Reserve Crossing and Crosscreek - Exhibit M o. Acknowledge Final Acceptance Letter submitted to Hemphill construction company' lnc. as part of the Closeout of Hoy Road Project - Exhibit N p. to submit to MS Department or ' ' nppr*"iio secure a $250,OOO.OO Surety Bondtine to cross Highway 51- Exhibit o riJn"portation (MDOT) forthe Tisdate sewer o.npprovarotrepairstoNortholdCantonRoadembankmentandcreekbedover Haiey Creek using term bid pricing - Exhibjt P R. Authorization to remove Konica Bizhub C364 copier from Economic Development Department inventory and dispose of it accordingly S. Auihorization for Police Department to remove computer from inventory as outlined in the attached memorandum - Exhibit Q Arts Camp t. Approve Musical Agreement with Concord Theatricals for use at Summer -ExhibitR .. u. noopt Resolution Authorizing the Use of Mqryclq1l Funds to Buy Advertising.from The Nofthside Sun for adveiising in the 2025-2026 Newcomers Guide - Exhibit R V. nuifrorization for City Clerk to prdvide 90-day notice of termination of Managed Services Agreemeni as outlined in the agreement - Exhibit S Agreement W. Approval oiand authorization for Mayor io execute Professional Services with TechSource Solutions, lnc. - Exhibit T X. AJopt An Order by the Board of Aldermen of the City of Madison, Mississippi PursuanttoMiss.CodeAnn.Sec.3-3-T,ASAmended,toAmendtheHoliday confederate schedule for the city of Madison to substitute Good Friday in Place of Memorial Day and For Related Purposes - Exhibit U and the vote Alderman Bowering seconded the motion to approve the consent Agenda carried was unanimous in iavor of approval. Mayor Hawkins Butler declared the motion FINAL PLAT PROV concerning the Community DeveloPm ent D irector Kianca Guyton presented information following final Plats: The San ct a on the This final plat consists two 7. 7 a$e lots. There will be two houses constructed The motion was made entire plat with no final subdivision. Covenants have been written. of all punch by Alderman Strain to grant approv al of this final plat subject to completion favor of approval' list items. Alderman Hudgins secon ded the motion and the vote was in Mayor Hawkins Butler declared the motion carried' The Villaoe at M adison. Phase 2 2 Alderman Tatum made a motion to grant approval of Phase 2 of The Village at Madison subject to the completion of all punch list items. Alderman Strain seconded the motion and the vote was unanimous in favor of approval. Mayor Hawkins Butler declared the motion carried. COMMUNITY DE VELOPMENT DEPARTMENT Elevations and Buildinq Perm it. Lot 5 and Lot AG2, Calumet G ardens Office Park - Apprcved t tr-]1ee CtaAOen presented the architectural elevations and requested a building permit for construction of buildings to be located on Lots 5 and AG2 in Calumet Gardens Office Park near the airport. Upon recommendation of approval from Ms. Guyton, Alderman Tatum made the motion to grant approval of the elevations and to authorize the issuance of a building permit. Aldeiman Jarvis seconded the motion and vote of approval was unanimous. Mayor Hawkins Butler declared the motion carried. Varian 472 Sun Ms Guyton presented the request of Fred and Anna Asher for variances to construct multiple accessory structures and for h eight increase for a pool house on their property located at 472 Sundial. The motion was made by Alderman Tankersley and seconded by Alderman Bowering to grant ipproval of the variances for multiple accessory structures and height increase. Fotrowin! a unanimous vote of approval, Mayor Hawkins declared the motion carried. Documeitation relevant to these requests is attached hereto as Exhibit V. Variance. 2014 Tidewater Lane - Approved owners Tom and Sarah Douglas for a 't0 feet to 5 feet for the construction of a variance for side yard setback decrease from bathroom additionto their home located at 2014 Tidewater Lane. Upon recommendation made oiapprovat rrom Ms. Guyton and the property owners' association, Alderman Jarvis motion the motion to grant approval of this variance- Alderman Tankersley seconded the the and the vote ilas unanimous in favor of approval. Mayor Hawkins Butler declared W. motion carried. Documentation relevant to this request is attached hereto as Exhibit with no further business for discussion, Mayor Hawkins Butler asked for a motion to Oeitare the meeting adjourned. Alderman Stiain made the motion which was seconded oV Ara"*"n peele-r an'd unanimously approved by all Aldermen. Mayor Hawkins Butler dlchred the motion carried and the meeting was adjourned' * Mary Hawki Butler, Mayor SEAL t Attest: athan Hanson, CitY Clerk -l