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 16, 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: No comments were presented. 4. Adopt Agenda ADD: Rescind Motion from November 10, 2015, Board meeting Authorizing Mayor to Execute Interlocal Agreement for the Maintenance of Slopes of Haining Boulevard and Industrial Drive (ID-15-1419) Adopt Resolution for the Maintenance of Slopes of Haining Boulevard and Industrial Drive (ID-15-1420 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 Routine Agenda: A. ID-15-1335 Receive Sealed Proposals for: 1. New Reactor Clarifier Water Treatment Plant On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing New Reactor Clarifier Water Treatment Plant 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. NEW REACTOR CLARIFIER WATER TREATMENT PLANT: GREENBRIAR DIGGING SERVICE LIMITED PARTNERSHIP, 1941 Hwy 550 NW; Brookhaven, MS 39601 C.O.R. #04621-MC Bid Bond: Yes Total Bid: $1,221,000.00 WALLACE CONSTRUCTION, INC., 4025 Hwy 35 North; Columbia, MS 39429 C.O.R. #03770-MC Bid Bond: Yes Total Bid: $1,330,125.00 HEMPHILL CONSTRUCTION COMPANY, P.O. Drawer 879; Florence, MS 39073 C.O.R. #02449-MC Bid Bond: Yes Total Bid: $1,258,600.00 J.S. HAREN COMPANY, 1175 Hwy 11 North; Athens, TN 37303 C.O.R. #18938-MC Bid Bond: Yes Total Bid: $1,057,000.00 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept and refer the foregoing bids to Allen & Hoshall Engineering of Ridgeland, MS for review and make recommendation back to the City of Vicksburg Page 1 Printed on 2/4/2016 Board of Mayor and Aldermen Minutes - Final November 16, 2015 Board for award. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-15-1338 Authorize Mayor to execute Notice of Award for Halls Ferry Park Tennis Court Expansion On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Notice of Award for Halls Ferry Park Tennis Court Expansion. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-15-1336 Receive Crime Statistics Report for October 2015 Attachments: Crime Stats October 2015 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Crime Statistics Report for October 2015. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-15-1314 Declare the following holidays as City holidays: 1. Thanksgiving: November 26-27, 2015 2. Christmas: December 24-25, 2015 3. New Year's: December 31, 2015 and January 1, 2016 Attachments: Holidays On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Declare the following holidays as City holidays: 1. Thanksgiving: November 26-27, 2015; 2. Christmas: December 24-25, 2015; 3. New Year's: December 31, 2015 and January 1, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-15-1322 Approve request from Greater Grove Street MB Church for allocation of matching funds in the amount of $10,000.00 pursuant to Section 21-19-65 of the Mississippi Code Attachments: Greater Grove Allocation On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve allocation of funds in the amount of $10,000.00 to Greater Grove Street MB Church. The City is authorized pursuant to Sec. 21-19-65 of the Mississippi Code of 1972, as amended, for matching funds for social and community service programs and the City is matching these funds. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-1325 Approve additions to Employee Driving List: 1. Jacoby Johnson, Charles Gaskin, Kenneth King, Michael Naylor - Gas Department 2. Vickie Bailey - Parks and Recreation Department 3. Edward Busby - Water Treatment Plant Attachments: Driving List On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the additions to the Employee Driving List: 1. Jacoby Johnson, Charles Gaskin, Kenneth King, Michael Naylor - Gas Department; 2. Vickie Bailey - Parks and Recreation Department; 3. Edward Busby - Water Treatment Plant. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-15-1323 Accept Letters for cost of cutting and cleaning lots and Adopt Resolution establishing Special Assessment for the following properties: 1. 1318 Grove Street, PPIN 25050; owned by Lena Douglas 2. 2503 Togo Street, PPIN 15584; owned by State of Mississippi City of Vicksburg Page 2 Printed on 2/4/2016 Board of Mayor and Aldermen Minutes - Final November 16, 2015 3. 1411 1/2 Jackson Street, PPIN 18725; owned by State of Mississippi 4. 1411 Jackson Street, PPIN 18726; owned by State of Mississippi Attachments: Special Assessment The Letters (Statements) and Resolutions on the following properties were presented to the Board: 1. 1318 Grove Street, PPIN 25050; owned by Lena Douglas 2. 2503 Togo Street, PPIN 15584; owned by State of Mississippi 3. 1411 1/2 Jackson Street, PPIN 18725; owned by State of Mississippi 4. 1411 Jackson Street, PPIN 18726; owned by State of Mississippi. 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 following Resolutions establishing Special Assessments. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Policy Issues: A. ID-15-1321 Adopt Vicksburg Police Department Policies and Procedures: 1. Photographing or Recording of Officers by the Public- Policy Number 4.37 2. Safeguarding Records - Policy Number 7.19 (Revised) 3. Eyewitness Identification - Policy Number 7.23 Attachments: Policy 4.37 Policy 7.19 Policy 7.23 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to take under advisement the Action to Adopt Vicksburg Police Department Policies and Procedures: 1. Photographing or Recording of Officers by the Public- Policy Number 4.37; 2. Safeguarding Records - Policy Number 7.19 (Revised); 3. Eyewitness Identification - Policy Number 7.23. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Resolutions: B. ID-15-1329 Adopt Resolution of the Board of Mayor and Aldermen of the City of Vicksburg, Mississippi to Set Forth the Internal Supervision and Daily Oversight of the Various Divisions and Departments by the Elected Officials for the Balance of This Term Attachments: Internal Supervision (Resolution) No Action Taken C. ID-15-1330 Adopt Resolution to Authorize Settlement with Riverhills Bank and Authorize Mayor to execute Permit Application for Intersection of New Connector Road with North Frontage Road Attachments: RiverHills Bank On motion of Mayor Flaggs, seconded by Alderman Mayfield, the Mayor and Aldermen voted to adopt Resolution to Authorize settlement with Riverhills Bank and Authorize Mayor to execute Permit Application for Intersection of new Connector Road with North Frontage Road. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2016-082 Contracts: D. ID-15-1331 Authorize Mayor to execute Permit Agreement between the City and Riverhills Bank City of Vicksburg Page 3 Printed on 2/4/2016 Board of Mayor and Aldermen Minutes - Final November 16, 2015 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Permit Agreement between the City and Riverhills Bank. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-15-1324 Authorize Mayor to execute Contract for Professional Services with Central Mississippi Planning and Development District Attachments: CMPDD On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Contract for Professional Services with Central Mississippi Planning and Development District. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-15-1332 Authorize Mayor to execute Business Associate Agreement with Southern Health Network, Inc. Attachments: Southern Health Network On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Business Associate Agreement with Southern Health Network, Inc.. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-15-1333 Authorize Mayor to execute Contract for Background Screening Services with Inquiries, Inc. Attachments: Background Screening On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Contract for Background Screening Services with Inquiries, Inc. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-15-1337 Authorize Mayor to execute Contract for Services for "Downtown at Dusk" Event with: 1. Chris Burks 2. Reo Slaughter 3. Ranger's Sound & Lighting Company 4. Ben Shaw Attachments: Adams Burks Shaw Slaughter On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Contract for Services for "Downtown at Dusk" Event with Chris Burks, Reo Slaughter, Ranger's Sound & Lighting Company and Ben Saw. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-15-1339 Authorize Mayor to execute Amendment No. 1 to Professional Services Agreement with Engineering Service, a division of M & G Enterprises, Inc., for Halls Ferry Park Tennis Court Additions Attachments: Engineering Service Amendment #1 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Amendment No. 1 to Professional Services Agreement with Engineering Service, a division of M & G Enterprises, Inc., for Halls Ferry Park Tennis Court Additions. The motion was adopted by the following vote: City of Vicksburg Page 4 Printed on 2/4/2016 Board of Mayor and Aldermen Minutes - Final November 16, 2015 Aye: 2- Alderman Mayfield, and Alderman Thompson Nay: 1- Mayor Flaggs J. ID-15-1419 Rescind Motion from November 10, 2015 Board Meeting Authorizing Mayor to Execute Interlocal Agreement for the Maintenance of Slopes of Haining Boulevard and Industrial Drive On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to rescind motion from November 10, 2015, Board Meeting Authorizing the Mayor to Execute Interlocal Agreement for the Maintenance of Slopes of Haining Boulevard and Industrial Drive. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-15-1420 Adopt Resolution for the Maintenance of Slopes of Haining Boulevard and Industrial Drive On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Resolution for the Maintenance of Slopes of Haining Boulevard and Industrial Drive. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2016-083 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 New Hire in the Fire Department (1); Termination in the Fire Department (1), Water Maintenance Department (1); Discussion in the Recreation Programs/Jackson Street (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 adopted unanimously. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for New Hire in the Fire Department (1); Termination in the Fire Department (1), Water Maintenance Department (1); Discussion in the Recreation Programs/Jackson Street (1). The Mayor and Aldermen are now in executive session. Those present at the executive session were Mayor Flaggs, Alderman Thompson, Alderman Mayfield, Nancy Thomas - City 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-15-1326 New Hire - Fire Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve New Hire for Firefighter III (Lateral Transfer from Jackson Fire Department) at $9.54 per hour in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-15-1327 Termination - Fire Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Termination for Probationary Firefighter in the Fire Department: did not meet requirements of probation. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-15-1334 Termination - Water Maintenance Department (1) City of Vicksburg Page 5 Printed on 2/4/2016 Board of Mayor and Aldermen Minutes - Final November 16, 2015 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the Termination for a Foreman in the Water Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-15-1328 Discussion - Recreation Programs/Jackson Street (1) A discussion was held. No action was taken. E. ID-16-0102 Come Out of Executive Session and Approve All Items Taken Up in Executive Session On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to Come Out of Executive Session and Approve All Items Taken Up 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 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., Wednesday, November 25, 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 6 Printed on 2/4/2016