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, July 6, 2015 10:00 AM City Hall Annex Board Room 1. Invocation, Pledge of Allegiance and Call to Order Invocation was given by Alderman Willis T. Thompson. Pledge of Allegiance was led by Alderman Michael A. Mayfield, Sr. 2. Roll Call Present: 3- Mayor George Flaggs Jr. Alderman Michael A. Mayfield Sr. Alderman Willis T. Thompson 3. Board Comments: Mayor Flaggs made the following comments: Budget Oversight Committee Pursuant to Section 39 of the Special Charter of the City of Vicksburg that describes the duties specified only to the mayor of the city, I am re-appointing the Budget Oversight Committee for the City of Vicksburg. This committee will meet every month and will monitor cash balances, monthly expenditures, and outstanding long-term debt. It will also review monthly dockets for the city to ensure that funds are disbursed more expediently. The purpose of this committee is to provide more accountability and fiscal integrity and responsibility in the day-to-day handling of finances of the City of Vicksburg. This committee will again consist of City Clerk Walter Osborne, City Accountant Doug Whittington, City Attorney Nancy Thomas, IT Director Billy Gordon, and from the Accounting Department, Ms. Sidra Burns and Ms. Anna Booth. Walter Osborne and Doug Whittington will serve as co-chairs of the committee. Utilities Efficiency Committee Pursuant to Section 39 of the Special Charter of the City of Vicksburg that describes the duties specified only to the mayor of the city, I am appointing a Utilities Efficiency Committee to analyze our Water Treatment, Sewer, and Wastewater Treatment facilities in the city. This committee will vet proposals regarding our utility systems and make recommendations to the Board of Mayor and Aldermen on possible cost savings of at least $1 million and on other ways to streamline city government. This committee will consist of Public Works Director Garnet Van Norman, who will serve as the chairman; City Clerk Walter Osborne; City Attorney Nancy Thomas; IT Director Billy Gordon; Accounting Director Doug Whittington; Human Resources Director Walterine Langford; Accounting Specialist Sidra Burns; and from the Utilities Department – Dane Lovell; Willie McCroy; Pat McGuffie; and Tammy Christmas; This committee shall make final recommendations to the Board of Mayor and Aldermen by January 1, 2016, but will give a status report of their analysis in 90 days. Budget Preparation/Capital Expenditure Committee Pursuant to Section 39 of the Special Charter of the City of Vicksburg that describes the duties specified only to the mayor, I am appointing a Budget Preparation/Capital Expenditure Committee. 4. Adopt Agenda ADD: Authorize Mayor to Execute Letter to Vicksburg Tallulah Regional Board On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor City of Vicksburg Page 1 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 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-15-0757 Retirement - Gary Rickles B. ID-15-0749 Recognition - MDOT Urban Youth Corps Students C. ID-15-0759 Recognition - Public Works Department Routine Agenda: A. ID-15-0747 Discuss - Moody Rating for the City of Vicksburg City Accountant Doug Whittington, came before the Mayor and Aldermen and discussed the City of Vickburg's Rating with Moody's Investors Service B. ID-15-0742 Receive Sealed Bids for: 1. Asphalt Paving and Fencing Klein Street Extension Project On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Asphalt Paving and Fencing Klein Street Extension Project 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. ASPHALT PAVING AND FENCING KLEIN STREET EXTENSION PROJECT RIVERSIDE CONSTRUCTION CO., INC., 4111 Washington Street; Vicksburg, MS 39180 C.O.R. # 09509-MC 5% Bid Bond: Yes Base Bid: $96,625.00 CENTRAL ASPHALT CO., INC., 1208 National Street, Vicksburg, 39180 C.O.R. #11293-MC 5% Bid Bond: Yes Base Bid: $98,050.00 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept and refer the foregoing bids to the Purchasing Department and Various Departments for review and recommendation back to the Board for award. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-15-0741 Presentation - MIDD WEST Attachments: MIDD WEST D. ID-15-0752 Vicksburg Convention Center Updates Ms. Annette Kirklin, of the Vicksburg Convention Center, came before the Board to inform the public of the upcoming events at the Vicksburg Convention Center for the month of July 2015 and invited the public to attend. The Mayor and Aldermen thanked Ms. Kirklin for attending the meeting. E. ID-15-0755 Award Sealed Bid for: 1. Pebble Lime On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to award Sealed Bid for Pebble Lime to Falco Chemical, Inc. of Vicksburg, MS. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-0756 Reject Sealed Bid from Fleet Safety Equipment for Vehicle Accessories and authorize City Clerk to re-advertise City of Vicksburg Page 2 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 Attachments: Vehicle Accessories On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to reject Sealed Bid from Fleet Safety Equipment for Vehicle Accessories and authorize City Clerk to re-advertise. Bids came in over budget. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-15-0745 Authorize Mayor to execute letter requesting a commitment from the City for support of Mississippi River Cruises Attachments: Cruises On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize Mayor to execute letter requesting a commitment from the City for support of Mississippi River Cruises. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson ID-15-0824 Authorize Mayor to execute letter to VTR Board On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Letter to Vicksburg-Tallulah Regional Board, not approving their proposed agreement. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-15-0746 Approve request for radio advertisement from River 101.3 and K Hits 104.5 for St. Aloysius and Porter's Chapel Football Attachments: Football Ad Mayor Flaggs stated that purchasing an advertisement from River 101.3 and K Hits 104.5 for St. Aloysius and Porter's Chapel Football will bring into favorable notice the opportunities, possibilities and resources of the City of Vicksburg and will be helpful toward advancing the moral, financial and other interest of the City of Vicksburg. On motion of Alderman Thompson, seconded by Alderman Mayfield, and unanimously passed, The Mayor and Aldermen of the City of Vicksburg approved the purchase of a radio ad for August and September from River 101.3 and K Hits 104.5 for St. Aloysius and Porter's Chapel Football in the amount of $375.00 per school. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-15-0758 Approve request for sponsorship from Vicksburg High School Booster Club for the Inaugural "Malcolm Butler Football Camp" Attachments: VHS Booster Club Mayor Flaggs stated that purchasing an advertisement from Vicksburg High School Booster Club for the Inaugural "Malcolm Butler Football Camp" will bring into favorable notice the opportunities, possibilities and resources of the City of Vicksburg and will be helpful toward advancing the moral, financial and other interest of the City of Vicksburg. On motion of Alderman Thompson, seconded by Alderman Mayfield, and unanimously passed, The Mayor and Aldermen of the City of Vicksburg approved the purchase of a sponsorship ad from Vicksburg High School Booster Club for the Inaugural "Malcolm Butler Football Camp" in the amount of $1,250.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-15-0743 Accept Letters for cost of cutting and cleaning lots and Adopt Resolution to Establish Special Assessment for the following properties: 1. 1813 Court St., PPIN 16212; owned by Leadessia Chatman c/o Laura Scott 2. 1717 Grove Street, PPIN 17619; owned by G J Tax Sale Properties 3. 2427 Oak Street, PPIN 15165; owned by Alan Osborne 4. 2310 Pearl Street, PPIN 15976; owned by State of Mississippi 5. 522 Dabney Street, PPIN 17290; owned by State of Mississippi City of Vicksburg Page 3 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 6. 108 Grey Oaks Drive, PPIN 10126; owned by William Thomas Attachments: Special Assessment The following Letters (Statements) and Resolutions were presented to the Board. 1813 Court St., PPIN 16212; owned by Leadessia Chatman c/o Laura Scott 1717 Grove Street, PPIN 17619; owned by G J Tax Sale Properties 2427 Oak Street, PPIN 15165; owned by Alan Osborne (cleaned under the Slum Clearance Law) 2310 Pearl Street, PPIN 15976; owned by State of Mississippi 522 Dabney Street, PPIN 17290; owned by State of Mississippi 108 Grey Oaks Drive, PPIN 10126; owned by William Thomas On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the foregoing Letters (Statements) for cost of cutting and cleaning lots and Adopt the foregoing Resolutions establishing Special Assessments. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-15-0751 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 following properties: 2604 Drummond St., PPIN 17000; owned by David Clark (cut grass/weeds; remove trash & debris) 4560 Highway 61 South, PPIN 11173; owned by Rose Acceptance Inc. c/o First National Bank of AME ((cut grass/weeds; remove trash & debris; remove dilapidated building) 2618 Halls Ferry & 2622 Halls Ferry, PPIN 16777 owned by Alvin & Sadie Sanders (remove dilapidated building) 819 Bridge Street, PPIN 15431; owned by State of Mississippi (cut grass/weeds; remove trash & debris) 501 North Poplar, PPIN 19337; owned by New Mt. Pilgrim Baptist Church (cut grass/weeds; remove trash & debris) 1508 Military, PPIN 16820; owned by Stephanie Ann Gaines (cut grass/weeds; remove trash & debris) 4009 Washington St., PPIN 13483; owned by State of Mississippi (cut grass/weeds; remove trash & debris) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to declare the foregoing properties not complied 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: 2618 Halls Ferry & 2622 Halls Ferry, PPIN 16777 owned by Alvin & Sadie Sanders (remove dilapidated building) - hold until Friday, July 10, 2015 501 North Poplar, PPIN 19337; owned by New Mt. Pilgrim Baptist Church (cut grass/weeds; remove trash & debris) - complied 4009 Washington St., PPIN 13483; owned by State of Mississippi (cut grass/weeds; remove trash & debris) - complied The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Contracts: L. ID-15-0760 Authorize Mayor to execute Professional Services Agreement Change Order #1 with Stantec Attachments: Stantec On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Professional Services Agreement Change Order #1 with Stantec. The motion was adopted unanimously by the following vote: City of Vicksburg Page 4 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: M. ID-15-0744 Approve Claims Docket Attachments: Claims Docket The City Clerk presented the Docket of Claims numbering 127397 through 127404. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Claims Docket. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Executive Session: Alderman Thompson 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 Mayfield. 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 Thompson moved to go into executive session to discuss Personnel Action Forms for Promotions in the Public Works Department (1), Water maintenance Department (1); Pay Adjustments in the Police Department (3), Water Treatment Plant (1), Fire Department (1); Resignation in the Police Department (1), Right of Way Department (1), Recreation Programs/Tennis (2); Suspensions in the Police Department (2); Termination in the Sewer Department, Summer Youth Program (38), Discussion in the Gas Department; Permission to Post in the Street Department (1), Right of Way Department (1). The motion was seconded by Alderman Mayfield, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the motion was unanimously adopted. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for Promotions in the Public Works Department (1), Water maintenance Department (1); Pay Adjustments in the Police Department (3), Water Treatment Plant (1), Fire Department (1); Resignation in the Police Department (1), Right of Way Department (1), Recreation Programs/Tennis (2); Suspensions in the Police Department (2); Termination in the Sewer Department, Summer Youth Program (38), Discussion in the Gas Department; Permission to Post in the Street Department (1), Right of Way Department (1). The Mayor and Aldermen are now in executive session. Those present at the executive session were Mayor Flaggs, Alderman Mayfield, Alderman Thompson, Nancy Thomas - City Attorney, Tasha W. Jordan - Deputy City Clerk, Walterine Langford - Human Resource Director, John W. Carroll, Sr. - Assistant City Clerk, Brian Boykins - Mayor’s Administrative Assistant, Danitta Reed - Southward's Administrative Assistant. Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Personnel Matters: A. ID-15-0761 Promotion - Public Works Department (1) Mayor and Aldermen discussed Personnel Matter for Promotion in the Public Works Department. No action was taken. B. ID-15-0762 Promotion - Water Maintenance Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the Promotion Laborer at $8.00 per hour to Foreman at $9.00 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 C. ID-15-0763 Pay Adjustments - Police Department (3) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustments for Police Officer/FTO at $18.45 per hour to Police Officer at $17.70 per hour; Police Officer/FTO at $15.00 per hour to $14.25 per hour; Police Officer at $16.50 per hour to $16.70 per hour in the Police Department. The motion was adopted City of Vicksburg Page 5 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-15-0764 Pay Adjustment - Water Treatment Plant (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustment for Maintenance Technician from $10.00 per hour to $11.00 per hour in the Water Treatment Plant. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-15-0765 Pay Adjustment - Fire Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Pay Adjustment for Captain V+ at $14.64 per hour to $14.90 per hour in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-0766 Resignation - Police Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to accept Resignation from Police Officer in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-15-0767 Resignation - Right of Way Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to accept Resignation from Seasonal Laborer in the Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-15-0768 Resignations - Recreation Programs/Tennis (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to accept Resignations from Tennis Helpers (2) in the Recreation Programs/Tennis. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-15-0769 Suspensions - Police Department (2) On motion of Mayor Flaggs, seconded by Alderman Mayfield, the Mayor and Alderman voted to approve Suspensions of a Police Officer for a total of ten (10) day, first offense falsifying a Time Reporting Adjustment Form for military drill weekend, five (5) days. The second offense when you failed to appear for Municipal Court, five (5) days in the Police Department. The motion was adopted by the following vote: Aye: 2- Mayor Flaggs, and Alderman Mayfield Nay: 1- Alderman Thompson J. ID-15-0770 Termination - Sewer Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Termination of Laborer in the Sewer Department. Employee failed to return Family Medical Leave Papers after numerous requests. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-15-0771 Terminations - Summer Youth Program (38) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Terminations of thirty-eight (38) Summer Workers from the Summer Youth Program. The motion was adopted unanimously by the following vote: City of Vicksburg Page 6 Printed on 8/31/2015 Board of Mayor and Aldermen Minutes - Final July 6, 2015 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-15-0773 Discussion - Gas Department (1) A discussion was held on a matter regarding employees in the Gas Department. This matter was held over until Friday, July 10, 2015 Board Meeting. M. ID-15-0774 Permission to Post - Equipment Operator - Street Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Request to Post for Equipment Operator in the Street Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-15-0775 Permission to Post - Seasonal Laborer - Right of Way Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Request to Post for Seasonal Laborer in the Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson O. ID-15-0973 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to come out of Executive Session and Approve everything done in Executive Session. The motion was adopted unanimously by the following vote: On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to come out of Executive Session and Approve everything done in Executive Session. 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., Friday, July 10, 2015, 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 8/31/2015