Board of Mayor and Aldermen

1415 Walnut Street City of Vicksburg Vicksburg, MS 39180 Minutes - Final Board of Mayor and Aldermen George Flaggs Jr., Mayor Michael A. Mayfield Sr., Alderman Willis T. Thompson, Alderman Monday, November 10, 2014 10:00 AM City Hall Annex Board Room 1. Invocation, Pledge of Allegiance and Call to Order Invocation was given by Gertrude Young. Pledge of Allegiance was led by Alderman Mayfield. 2. Roll Call Present: 3- Mayor George Flaggs Jr. Alderman Michael A. Mayfield Sr. Alderman Willis T. Thompson 3. Board Comments: A. ID-14-0805 Certificates of Recognition for Military Service Routine Agenda: 4. Adopt Agenda ADD: Change Appeal Hearing date for Warren County Board of Supervisors to December 01, 2014 at 5:30 p.m. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt the Agenda as amended. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Recognitions: A. ID-14-0784 Southern Cultural Heritage Center Updates Ms. Stacey Massey, of the Southern Cultural Heritage Center, came before the Board to inform the public of the upcoming events at the Southern Cultural Heritage Center for the month of November 2014 and invited the public to attend. A.1 ID-14-0849 Approve change of Public Hearing Date for Warren County Board of Supervisors to December 1, 2014 at 5:30 p.m. On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to change Appeal Hearing date for Warren County Board of Supervisors to December 01, 2014 at 5:30 pm. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-14-0777 Receive Sealed Proposals for Request for Statement of Qualifications for Professional Grant Writing Services Mississippi Development Authority Home Investment Partnership Program On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Statement of Qualifications for Grant Writing Services for 2014 Mississippi Development Authority Home Investment Partnership Program in accordance with specifications and instructions for bidding on file in the office of City Clerk; Proof of publication of legal advertisements was presented and ordered filed. QUALIFICATIONS FOR GRANT WRITING SERVICES: TED DAVIS & ASSOCIATES, P.O. Box 13022; Jackson, MS 39236 MID-AMERICA DEVELOPMENT FOUNDATION, P.O. Box 1886; Clarksdale, MS 38614 City of Vicksburg Page 1 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 COMMUNITY GRANTS ASSOCIATES, INC., 351 Pleasant Street, Ste. B, #300; Northhampton, MA 01060 WEM CONSULTING GROUP, 4038 Old Port Gibson Road; Utica, MS 39175 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Alderman voted to accept and refer the foregoing Proposals to the rating committee for review and recommendation back to the Board for award. Voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the motion was unanimously adopted. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-14-0790 Award Sealed bid for: 1. Service Uniforms Attachments: Bid Award On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to award Sealed Bid for Service Uniforms to Fashions, Inc. of Jackson, MS. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-14-0779 Authorize issuance of the following requisitions: 1. 1500964 in the amount of $7,488.00 to Environmental Technical Sales, Inc. for equipment to repair the bar screen at the Waste Water Treatment Plant (Sole Source) 2. 1501069 and 1501070 in the amount of $25,428.00 to Howard Wilson Chrysler-Jeep, Inc. for the purchase of two (2) 1 ton crew cab Dodge pickups for the Gas and Water Mains Department (State Contract) 3. 1501107 in the amount of $33,760.00 to Gray Daniels Ford for the purchase of one (1) Ford F550 pickup for the Sewer Department (State Contract) 4. 1501124 in the amount of $171,020.00 to Alliance Bus Group for the purchase of one (1) 39 passenger bus for the Senior Center and the Vicksburg Convention Center (State Contract) Attachments: Requisitions On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the issuance of the following requisitions: 1500964 in the amount of $7,488.00 to Environmental Technical Sales, Inc. for equipment to repair the bar screen at the Waste Water Treatment Plant (Sole Source); 1501069 and 1501070 in the amount of $25,428.00 to Howard Wilson Chrysler-Jeep, Inc. for the purchase of two (2) 1 ton crew cab Dodge pickups for the Gas and Water Mains Department (State Contract); 1501107 in the amount of $33,760.00 to Gray Daniels Ford for the purchase of one (1) Ford F550 pickup for the Sewer Department (State Contract); 1501124 in the amount of $171,020.00 to Alliance Bus Group for the purchase of one (1) 39 passenger bus for the Senior Center, Vicksburg Convention Center and Vicksburg Convention Visitors Bureau (State Contract). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-14-0780 Approve additions to employee driving list: 1. Marquis Parson - Fire 2. Robert James - Sewer 3. James Washington - Right of Way Attachments: Driving List On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the additions to employee driving list: Marquis Parson - Fire Department; Robert James - Sewer Department; James Washington - Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-14-0781 Approve request for payment from Vicksburg-Warren 911 for the city's share of 17 full-time and 3 temporary dispatchers' salaries, matching benefits, and insurance: City of Vicksburg Page 2 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 1. $38,656.38 for the month of September 2014 2. $38,184.48 for the month of October 2014 Attachments: 911 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve request for payment from Vicksburg-Warren 911 for the city's share of 17 full-time and 3 temporary dispatchers' salaries, matching benefits, and insurance: $38,656.38 for the month of September 2014; $38,184.48 for the month of October 2014. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-14-0791 Authorize City of Vicksburg to provide in-kind services to Vicksburg National Military Park pursuant to Section 21-17-1(10) Attachments: VNMP On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City of Vicksburg to provide in-kind services to Vicksburg National Military Park pursuant to Section 21-17-1(10), of the Mississippi Code of 1972. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-14-0792 Approve the following requests from Main Street: 1. Permission to expend funds in the amount of $100.00 for promotional items for Gifts under the Downtown Christmas Tree Contest 2. Permission to expend funds of no more than $2,000.00 for promotional items for Old Fashioned Christmas Open House 3. Permission to expend funds of no more than $2,000.00 in promotional category to decorate trees in the downtown area for the Christmas holidays Attachments: Main Street On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the following requests from Main Street: Permission to expend funds in the amount of $100.00 for promotional items for Gifts under the Downtown Christmas Tree Contest; Permission to expend funds of no more than $2,000.00 for promotional items for Old Fashioned Christmas Open House; Permission to expend funds of no more than $2,000.00 in promotional category to decorate trees in the downtown area for the Christmas Holidays. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-14-0794 Authorize Mayor to execute Preapplication for Federal Assistance for FY2015 AIP FAA Project Attachments: FAA On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Preapplication for Federal Assistance for FY2015 AIP FAA Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-14-0793 Authorize City Clerk to advertise Sealed Bids for: 1. Concrete 2. Elevator and Escalator Maintenance Attachments: Bid Advertise On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for: Concrete; Elevator and Escalator Maintenance. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-14-0788 Accept Letters for Cost of Cutting and Cleaning lots and Adopt Resolution to Establish Special Assessment for the following properties: City of Vicksburg Page 3 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 1. 105 Bluecreek Drive, PPIN 27301; owned by B.P. Buford 2. 1609 South Street, PPIN 17893; owned by Rhonda Lashondra Carter 3. 2348 Grove Street, PPIN 20799; owned by Central Mississippi Development Co. 4. 711 Dabney Avenue, PPIN 16731; owned by Connie Thomas Craft et al 5. 165 Bluecreek Drive, PPIN 27392; owned by Paul Gullette 6. 1411 Harrison Street, PPIN 16113; owned by Leigh R. Atkinson 7. Lane Street, PPIN 15370; owned by L.D. Minor et al c/o Larry Minor 8. 2513 Oak Street, PPIN 15171; owned by Ida Moore 9. 1314 East Avenue, PPIN 17444; owned by Carrie Reynolds et al Attachments: Special Assessment The attached Letters (Statements) and Resolutions were presented to the Board. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Letters (Statements) for Cost of Cutting and Cleaning Lots and Adopt Resolution to Establish Special Assessment for the following properties: 1. 105 Bluecreek Drive, PPIN 27301; owned by B.P. Buford 2. 1609 South Street, PPIN 17893; owned by Rhonda Lashondra Carter 3. 2348 Grove Street, PPIN 20799; owned by Central Mississippi Development Co. 4. 711 Dabney Avenue, PPIN 16731; owned by Connie Thomas Craft, et al 5. 165 Bluecreek Drive, PPIN 27392; owned by Paul Gullette 6. 1411 Harrison Street, PPIN 16113; owned by Leigh R. Atkinson 7. Lane Street, PPIN 15370; owned by L.D. Minor et al c/o Larry Minor 8. 2513 Oak Street, PPIN 15171; owned by Ida Moore 9. 1314 East Avenue, PPIN 17444; owned by Carrie Reynolds, et al. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-14-0789 Discuss dilapidated buildings and overgrown lot codes and authorize Victor Gray-Lewis, Director of Community Development to proceed to cut, clean, and demolish properties Attachments: Special Assessment 2 Victor Gray-Lewis, Director of Community Development came, before the Board to discuss and request permission to proceed to cut, clean and demolish the attached properties: On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to declare the foregoing properties to be a public menace to the public health, safety & welfare of the community and authorize the Director of Community Development to proceed to cut, clean and demolish structures with all charges incurred to be assessed against the property owners. Along with the following actions: sixty (60) day extension for 916 Walnut St., PPIN 19181; owned by Rose Carson. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Resolutions: N. ID-14-0796 Adopt Resolution to Accept Dedication of Rights of Way in Fox Run Subdivision (Fleetwood Drive and Manship Circle) Attachments: ROW Dedication On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to adopt the Resolution to Accept Dedication of Rights of Way in Fox Run Subdivision (Fleetwood Drive and Manship Circle). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2015-021 Contracts: O. ID-14-0795 Authorize Mayor to execute contract with Guaranteed Roofing Company, Inc. for Roof Replacement at Central Fire Station and City of Vicksburg Page 4 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 Mechanics Shop and Authorize Issuance of Work Order On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize Mayor to execute contract with Guaranteed Roofing Company, Inc. for Roof Replacement at Central Fire Station and Mechanics Shop and Authorize Issuance of Work Order. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson P. ID-14-0797 Authorize Mayor to execute contract between Mississippi Department of Archives and History, the City of Vicksburg, and History, Inc. Attachments: MDAH On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute contract between Mississippi Department of Archives and History, the City of Vicksburg, and History, Inc. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: Q. ID-14-0778 Approve Claims Docket Alderman Mayfield recused himself from the Board Meeting. The City Clerk presented the Docket of Claims numbering 123994 through 124182; 691 through 695. Refund checks numbering 9905519 through 9905581. On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Alderman voted to approve Claims Docket. The motion was adopted unanimously by the following vote: Alderman Mayfield returned to the Board Meeting. Aye: 2- Mayor Flaggs, and Alderman Thompson Recused: 1- Alderman Mayfield Executive Session: Alderman Mayfield moved the Mayor and Aldermen go into a closed meeting to determine if the Board should go into executive session. The motion was seconded by Alderman Thompson. Voting aye, Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the motion was unanimously adopted. The Mayor and Aldermen discussed whether or not they should go into executive session. Alderman Mayfield moved to go into executive session to discuss Personnel Action Forms for Pay Adjustments in the Water Maintenance Department (1), Fire Department (2), Police Department (2); Action Form Correction in the Water Maintenance Department (1); Department Transfer in the Right of Way Department (1); Permission to Create and Post in Cemetery Department. The motion was seconded by Alderman Thompson, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the motion was adopted unanimously. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for Pay Adjustments in the Water Maintenance Department (1), Fire Department (2), Police Department (2); Action Form Correction in the Water Maintenance Department (1); Department Transfer in the Right of Way Department (1); Permission to Create and Post in Cemetery Department. The motion was seconded by Alderman Thompson, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the Mayor and Aldermen of the City of Vicksburg went into executive session to discuss Personnel Action Forms for Pay Adjustments in the Water Maintenance Department (1), Fire Department (2), Police Department (2); Action Form Correction in the Water Maintenance Department (1); Department Transfer in the Right of Way Department (1); Permission to Create and Post in Cemetery Department. The Mayor and Aldermen are now in executive session. Those present in executive session were Mayor Flaggs, Alderman Mayfield, Alderman Thompson, Walter W. Osborne, Jr. - City Clerk, Nancy Thomas - City Attorney, Walterine Langford - Human Resource Director, Tasha Jordan - Deputy City Clerk, Brian Boykins - Mayor's Administrative Assistant, Danitta Reed - Southward's Administrative Assistant. City of Vicksburg Page 5 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Personnel Matters: A. ID-14-0798 Pay Adjustment - Water Maintenance (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustment for Foreman at $8.56 per hour to $9.12 per hour in the Water Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-14-0799 Pay Adjustments - Fire (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustments for Firefighter I at $8.85 per hour to Firefighter/Medic V at $13.59 per hour, Firefighter III at $9.71 per hour to Firefighter/Ambulance III at $10.52 per hour in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-14-0804 Pay Adjustments - Police (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustments for Police Officer at $17.41 per hour to Police Officer/FTO at $18.25 per hour, Police Officer/FTO at $17.25 per hour to Police Officer at $16.50 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-14-0800 Action Form Correction - Water Maintenance (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Action Form Correction for Foreman who was paid incorrectly by .03 cents on his check dated November 7, 2014. Regular hours worked 80.50 hours @.03=$2.42 and 1.60 overtime hours @.05=.08. Total retro due to employee is $2.50. in the Water Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-14-0801 Department Transfer - Right of Way (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Department Transfer of Seasonal Laborer at $7.25 per hour to Laborer/Mower Operator at $8.08 per hour in the Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-14-0802 Permission to Create and Post - Foreman in Cemetery Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve request to Create Foreman Position and Promote Laborer at $12.34 per hour to Foreman at $13.34 per hour in the Cemetery Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-14-0848 Retro Pay - City Court (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve retro pay to PT Court Clerk from September 3 - October 29, 2014. a part time person working 30 hours per week. She should have been placed on a schedule of no lunch, but was instead set up for a 60 minutes lunch break. The lunch break was being auto deducted. Retro pay is owed for forty-one (41) hours at the rate of pay of $9.00 for a total of $369.00 retro pay. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 6 Printed on 3/21/2015 Board of Mayor and Aldermen Minutes - Final November 10, 2014 M. ID-14-0803 Accept Recommendation of Selection Committee to award RFP for Statements of Qualifications for Professional Grant Writing Services for the Mississippi Development Authority Home Investment Partnerships Program (HOME) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept Recommendation of Selection Committee to award RFP for Statements of Qualifications for Professional Grant Writing Services for the Mississippi Development Authority Home Investment Partnerships Program (HOME). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Adjournment On motion of Alderman Thompson, seconded by Alderman Mayfield, and unanimously passed, the Mayor and Aldermen of the City of Vicksburg adjourned to meet 10 o’clock a.m., Monday, November 17, 2014, to take up and act upon any and all matters that may come before the Board. MAYOR ATTEST: CITY CLERK Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 7 Printed on 3/21/2015