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 2, 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: 4. Adopt Agenda DELETE: A-2. Receive Sealed Bids - New Reactor Clarifier - Water Treatment Plant C-2. Adopt Final Order for Ad Valorem Tax Exemption - CAM2 International, LLC ADD: Authorize mayor to Execute Amendment #3 to owner-Engineer Agreement for the Primary Clarifiers Rehab at the Waste Water Treatment Plant (ID-15-1316) Authorize Mayor to Execute Contract Amendment #1 with CDM Smith for Water Plant Contract Operations (ID-15-1317) Executive Session: Personnel Matter - Suspension - Water Mains Department (ID-15-1318) Accept recommendation of Engineering Services to award Sealed Bid and Contract to Hemphill Construction Co. for Base Bid and Add Alternate in the amount of $540,497.00 to build four tennis courts for the Halls Ferry Park Tennis Court Expansion Project (ID-15-1319) Approve Advertisement for Town Hall Meeting for South Ward in the amount of $511.92 (ID-15-1320) 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-15-1266 Employee Anniversaries: 1. 15 years of service - Community Development - Dalton McCarty Mayor Flaggs recognized Dalton McCarty in the Community Development Department, with fifteen (15) years of service. The Mayor and Aldermen congratulated Dalton McCarty for his years of service with the City of Vicksburg. B. ID-15-1261 Proclamation - Isaac Lee Brown Day Attachments: Proclamation Brown Mayor Flaggs declared October 25, 2015 as "Isaac Lee Brown Day" in the City of Vicksburg. Minutes: A. ID-15-1211 Adopt Board Meeting Minutes for: 1. August 10, 2015 2. August 17, 2015 3. August 25, 2015 4. August 27, 2015SC City of Vicksburg Page 1 Printed on 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 5. September 08, 2015 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Board Meeting Minutes for: 1. August 10, 2015; 2. August 17, 2015; 3. August 25, 2015; 4. August 27, 2015SC; 5. September 08, 2015. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Routine Agenda: A. ID-15-1255 Receive Sealed Bids/Proposals for: 1. Vehicle Accessories 2. New Reactor Clarifier - Water Treatment Plant (deleted at beginning of meeting) 3. Convention Center Re-Roof On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Vehicle Accessories; Convention Center Re-Roof 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. VEHICLE ACCESSORIES: BARNEY'S POLICE SUPPLIES, 218 Four Park Road; Lafayette, LA 70507 The Purchasing Director stated there are multiple line items and with permission of the Board the bids be made available for review immediately following the Board Meeting rather than reading them aloud at this time. FLEET SAFETY EQUIPMENT, INC., 1613 Dowzer Avenue; Pell City, AL 35125 CONVENTION CENTER RE-ROOF: E. CORNELL MALONE CORPORATION, 439 Dory Street; Jackson, MS 39209 C.O.R. #05871-MC BID BOND: YES Base Bid: $622,200.00 Alt. #1: $163.140.00 Alt. #2: $31,350.00 Alt. #3: $28,690.00 Alt. #4: $17,700.00 INDUSTRIAL ROOFING & CONSTRUCTION, 1128 Hwy 2; Sterlington, LA 71280 C.O.R. #19215-MC BID BOND: YES Base Bid: $830,2320.00 Alt. #1: $140,400.00 Alt. #2: $22,950.00 Alt. #3: $44,160.00 Alt. #4: $30,150.00 FOUNTAIN CONSTRUCTION COMPANY, INC., 5655 Highway 18 South; P.O. Box 10506 C.O.R. #01484-MC BID BOND: YES Base Bid: $870,980.00 Alt. #1: $147,522.00 Alt. #2: $24,137.00 Alt. #3: $36,145.00 Alt. #4: $24,437.00 INDEPENDENT ROOFING SYSTEM, INC., 5090 McRaven Road; Jackson, MS 39204 C.O.R. #06047-SC BID BOND: YES Base Bid: $799,000.00 Alt. #1: $149,000.00 Alt. #2: $25,000.00 Alt. #3: $37,000.00 Alt. #4: $20,000.00 ADVANTAGE ROOFING & CONSTRUCTION OF LA., INC., P.O. Box 278; Downsville, LA 71234 C.O.R. #11651-SC BID BOND: YES Base Bid: $724,980.00 Alt. #1: $109,210.00 Alt. #2: $13,735.00 Alt. #3: $14,490.00 Alt. #4: $17,750.00 ROOFING SOLUTIONS OF LOUISIANA LLC, 37302 Commerce Lane; Prairieville, LA 70769 C.O.R. #18309-SC BID BOND: YES Base Bid: $655,000.00 Alt. #1: $140,000.00 Alt. #2: $23,500.00 Alt. #3: $36,800.00 Alt. #4: $18,000.00 City of Vicksburg Page 2 Printed on 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 On motion of Alderman Thompson, seconded by Alderman Mayfield, 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 B. ID-15-1254 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 November 2015 and invited the public to attend. The Mayor and Aldermen thanked Ms. Kirklin for attending the meeting. C. ID-15-1258 Adopt Final Order for Ad Valorem Tax Exemptions for the following: 1. Eaton Electric Holdings, LLC, (formerly Cooper Lighting, LLC) 2. CAM2 International, LLC Attachments: Eaton Electric Final Order.pdf CAM2 Final Order.pdf On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Final Order for Ad Valorem Tax Exemptions for the following: Eaton Electric Holdings, LLC, (formerly Cooper Lighting, LLC); CAM2 International, LLC was deleted at the beginning of the meeting. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-15-1259 Hearing to determine whether or not the properties listed on the Community Development agenda are a public menace to the public health, safety and welfare of the community Attachments: Special Assessment Victor Gray-Lewis, Director of Community Development, came for a hearing before the Board to discuss and request permission to proceed to cut, clean and demolish the following properties: 1504 Ethel Street, PPIN 13793; owned by the State of Mississippi (cut grass/weeds; remove trash & debris) 1321 Main Street, PPIN 18673; owned by Patrice Rose (cut grass/weeds; remove trash & debris) 60 Pauline Drive; PPIN 13966; owned by Willie Lee Johnson c/o Carol Williams (cut grass/weeds; remove trash & debris; remove dilapidated building) complied on grass and weeds. Not complied on building demolition 2609 Togo Street, PPIN 15592; owned by Spurgeon Green c/o Marion Green (remove inoperable vehicle - red Volkswagen) 1411 Wisteria Drive, PPIN 06056; owned by Breito Homes, LLC (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: 1411 Wisteria Drive, PPIn 06056; owned by Breito Homes, LLC (cut grass/weeds; remove trash & debris) was granted a fourteen (14) day extension. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-15-1260 Approve request for payment from Vicksburg-Warren 911 for the city's share of 17 full-time and 4 temporary dispatchers' salaries, matching benefits, and insurance: 1. $41,400.89 for check dates 06/01/2015 and 06/15/2015 2. $44,381.94 for check dates 10/01/2015 and 10/15/2015 Attachments: E911 - Oct 1 - 15, 2015 E911 - June 01-15, 2015 City of Vicksburg Page 3 Printed on 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request for payment from Vicksburg-Warren 911 for the city's share of 17 full-time and 4 temporary dispatchers' salaries, matching benefits, and insurance: 1. $41,400.89 for check dates 06/01/2015 and 06/15/2015; 2. $44,381.94 for check dates 10/01/2015 and 10/15/2015. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-1262 Authorize issuance of the following requisitions: 1. 1600685 in the amount of $46,071.00 to Cook Tractor Co. for the purchase of a 2016 Kubota Tractor for the Waste Water Plant (State Contract) 2. 1600694 in the amount of $52,794.00 to Paul Barnett Nissan for the purchase of a 2016 Nissan Frontier for the Gas Plant (State Contract) 3. 1600746 in the amount of $55,896.00 to Gray Daniels Ford for the purchase of two (2) 2016 Crew Cab Pickup for the Water Maintenance Department (State Contract) Attachments: Requisition 1600685 Requisition 1600694 Requisition 1600746 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize issuance of the following requisitions: 1. 1600685 in the amount of $46,071.00 to Cook Tractor Co. for the purchase of a 2016 Kubota Tractor for the Waste Water Plant (State Contract) 2. 1600694 in the amount of $52,794.00 to Paul Barnett Nissan for the purchase of three (3) 2016 Nissan Frontier for the Gas Plant (State Contract) 3. 1600746 in the amount of $55,896.00 to Gray Daniels Ford for the purchase of two (2) 2016 Crew Cab Pickup for the Water Maintenance Department (State Contract). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-15-1263 Authorize City Clerk to advertise Sealed Bids for: 1. Backhoe Loaders (2) 2. Mini Excavator 3. Air Compressors (2) 4. Refuel Trucks: Avgas and Jet-A (re-advertise) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for: Backhoe Loaders (2); Mini Excavator; Air Compressors (2) and Refuel Trucks: Avgas and Jet-A (re-advertise). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G.1 ID-15-1319 Accept Recommendation of Engineering Services to award sealed bid and contract to Hemphill Construction Co. for Base Bid and Add Alternate in the amount of $540,497.00 to build four tennis courts for the Halls Ferry Park Tennis Court Expansion Project On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to accept Recommendation of Engineering Services to award sealed bid and contract to Hemphill Construction Co. for Base Bid and Add Alternate in the amount of $540,497.00 to build four tennis courts for the Halls Ferry Park Tennis Court Expansion Project . The motion was adopted by the following vote: Aye: 2- Alderman Mayfield, and Alderman Thompson Nay: 1- Mayor Flaggs H. ID-15-1265 Approve additions to Employee Driving List: 1. Shanita Addison - Police Department 2. Tangela Qualls - Building Maintenance Department 3. Russell Hollowell - Gas Department Attachments: Driving List On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor City of Vicksburg Page 4 Printed on 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 and Aldermen voted to approve additions to the Employee Driving List: Shanita Addison in the Police Department and Tangela Qualls in the Building Maintenance Department; Russell Hollowell in the Gas Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Contracts: I. ID-15-1257 Authorize Mayor to execute Contract with Front Porch Fodder for Social Media Management Services Attachments: Social Media On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Contract with Front Porch Fodder for Social Media Management Services, from the Mayor's Discretionary Fund. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-15-1275 Authorize Mayor to execute Amendment No. 2 to Negotiated Rates Letter Agreement with Gulf South Pipeline Company On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Amendment No. 2 to Negotiated Rates Letter Agreement with Gulf South Pipeline Company. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-15-1316 Authorize Mayor to Execute Amendment #3 to Owner-Engineer Agreement for the Primary Clarifiers Rehab at the Waste Water Treatment Plant On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to Execute Amendment #3 to Owner-Engineer Agreement for the Primary Clarifiers Rehab at the Waste Water Treatment Plant. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-15-1317 Authorize Mayor to Execute Contract Amendment #1 with CDM Smith for Water Plant Contract Operations On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Contract Amendment #1 with CDM Smith for Water Plant Contract Operations. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson M. ID-15-1320 Approve request for advertisement in the Vicksburg Post for Town Hall Meeting for the South Ward in the amount of $511.92 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the Action Item . The motion was adopted unanimously by the following vote: Aye: 2- Alderman Mayfield, and Alderman Thompson Abstained: 1- Mayor Flaggs 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 Thompson, Alderman Mayfield. 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 Longevity Pay in Community Development (1); New Hire in the Water Treatment Plant (1), Recreation Department (1), Gas Department (4); Pay Adjustments in the Police Department (4); Resignation in the Water Treatment Plant (1); Termination in the Landscape Department (1); Discuss City of Vicksburg Page 5 Printed on 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 Potential Litigation Matter; Suspension in the Water Maintenance Department (1). The motion was seconded by Alderman Mayfield, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. The motion was unanimously adopted. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for Longevity Pay in Community Development (1); New Hire in the Water Treatment Plant (1), Recreation Department (1), Gas Department (4); Pay Adjustments in the Police Department (4); Resignation in the Water Treatment Plant (1); Termination in the Landscape Department (1); Discuss Potential Litigation Matter; Suspension in the Water Maintenance Department (1). The Mayor and Aldermen are now in executive session. Those present at the executive session were Mayor Flaggs, Alderman Thompson, Alderman Mayfield, Bobby Robinson - Associate Attorney, Walter W. Osborne, Jr. - City Clerk, Walterine Langford - Human Resource Director, Tasha W. Jordan - Deputy 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-15-1267 Longevity - Community Development (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Longevity Pay for Inspection/Zone Administrator from $18.89 per hour to $18.98 per hour in Community Development, for fifteen (15) years of service. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-15-1268 New Hire - Water Treatment Plant (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hire for Operator at $9.75 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 C. ID-15-1269 New Hire - Recreation Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hire for Program Coordinator at $42,500.00 annually in the Recreation Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-15-1270 New Hires - Gas Department (4) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hires for Two (2) Laborers at $7.25 per hour; Two (2) Service Truck Operators at $8.50 per hour in the Gas Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-15-1271 Pay Adjustments - Police Department (4) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Pay Adjustments for Four (4) Police Officers from $14.75 per hour to $14.95 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-1272 Resignation - Water Treatment Plant (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept Resignation from Maintenance Worker in the Water Treatment Plant. 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 1/28/2016 Board of Mayor and Aldermen Minutes - Final November 2, 2015 G. ID-15-1273 Termination - Landscape Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Termination of Laborer in the Landscape Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Litigation Matters: H. ID-15-1264 Discuss Potential Litigation Matter On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen discussed a Potential Litigation Matter on properties located at 2618 Halls Ferry & 2622 Halls Ferry, PPIN 16777 owned by Alvin & Sadie Sanders and authorized the Legal Department to seek an injunction to gain access to said property. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-15-1318 Suspension - Water Maintenance Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension of Foreman effective immediately pending termination hearing, in the Water Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Adjournment On motion of Alderman Mayfield, seconded by Alderman Thompson, and unanimously passed, the Mayor and Aldermen of the City of Vicksburg adjourned to meet 10 o’clock a.m., Tuesday, November 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 1/28/2016