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, January 25, 2016 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 ADD: Designate Bill Ford as Representative on P25 MSWIN Public Safety Radio Contract with Motorola (ID-16-0159) Authorize Mayor to Request Extension of time on CAP Loan from MDA (ID-16-0160) Authorize Emergency Repair for Escalator at Vicksburg Convention Center (ID-16-0161) Approve John Carroll to Attend the Jackson State University Institute of Government Center for Public Management and Leadership Certificate Program Spring Session 2016 (ID-16-0162) Authorize Mayor to Execute Amendment to Professional Services Agreement with M3A Architecture, PLLC for Lee Street Pavilion Renovations Project (ID-16-0163) Authorize Mayor to Execute Memorandum of Agreement with Rosa Kamau for Professional Services for the Vicksburg Municipal Airport (ID-16-0164) Executive Session: Executive Session - Discuss Personnel Matter in IT Department (ID-16-0165) 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-16-0092 Employee Anniversaries: 1. 25 years of service: Gas Department - Damon Stamps Mayor Flaggs recognized Damon Stamps in the Gas Department; with twenty-five (25) years of service. The Mayor and Aldermen congratulated Damon Stamps for his years of service with the City of Vicksburg. Minutes: A. ID-16-0041 Adopt Board Meeting Minutes for: 1. October 19, 2015 2. October 23, 2015 3. November 02, 2015 4. November 10, 2015 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to adopt the Board Meeting Minutes for: 1. October 19, 2015; 2. October 23, 2015; 3. November 02, 2015; 4. November 10, 2015. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 1 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 Routine Agenda: A. ID-16-0073 Discuss 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 February 2016 and invited the public to attend. The Mayor and Aldermen thanked Ms. Massey for attending the meeting. B. ID-16-0074 Approve request from Vicksburg Foundation for Historic Preservation to close the block of Crawford Street in front of the Southern Cultural Heritage Auditorium from 9:00 a.m. until 9:00 p.m. on February 6, 2016 for the 5th Annual Mardi Gras Carnival Attachments: VFHP Street Closure On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request from the Vicksburg Foundation for Historic Preservation to close the block of Crawford Street in front of the Southern Cultural Heritage Auditorium from 9:00 a.m. until 9:00 p.m. on February 06, 2016 for the 5th Annual Mardi Gras Carnival. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-0075 Authorize Mayor to execute Notice to Proceed for Halls Ferry Park Tennis Courts Expansion with Hemphill Construction Company, Inc. Attachments: Notice to Proceed Tennis Courts On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute Notice to Proceed for Halls Ferry Park Tennis Courts Expansion with Hemphill Construction Company, Inc.. The motion was adopted unanimously by the following vote: Aye: 2- Alderman Mayfield, and Alderman Thompson Abstained: 1- Mayor Flaggs D. ID-16-0090 Rescind approval of Trey'Michael Miller to employee driving list (January 19, 2016) and approve Trey'Michael Vincent Attachments: Driving List On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Rescind approval of Trey'Michael Miller to employee driving list (January 19, 2016) and approve Trey'Michael Vincent. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-0091 Authorize City Clerk to advertise Request for Proposals for Water Treatment Plant Operations and Maintenance On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to advertise for Proposals for Water Treatment Plant Operations and Maintenance. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-0088 Authorize City Clerk to advertise Sealed Bids for: 1. Truck Bed w/Crane On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for Truck Bed w/Crane. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-0089 Authorize issuance of requisition number 1602991 in the amount of $10,062.50 to Toter, Inc. to purchase garbage cans for the replacement of damaged ones (Sole Source) Attachments: Requisition 1602991 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor City of Vicksburg Page 2 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 and Aldermen voted to authorize the issuance of requisition number 1602991 in the amount of $10,062.50 to Toter, Inc. to purchase garbage cans for the replacement of damaged ones (Sole Source). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-0083 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 property: 511 Adams St., PPIN 19355; owned by Kathy R. Tyler (cut grass/weeds; remove trash and debris; remove dilapidated building) 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: 511 Adams St., PPIN 19355; owned by Kathy R. Tyler - was granted a thirty (30) day extension The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H.1 ID-16-0159 Designate Bill Ford as Representative on P25 MSWIN Public Safety Radio Contract with Motorola On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to designate Bill Ford as Representative on P25 MSWIN Public Safety Radio Contract with Motorola. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H.2 ID-16-0160 Authorize Mayor to Request Extension of time on CAP Loan from MDA Attachments: CAP Loan On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to request an extension of time on the CAP Loan from MDA for the connector road from North Frontage Road to Wisconsin Avenue. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H.3 ID-16-0161 Authorize Emergency Repair for Escalator at Vicksburg Convention Center On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize Emergency Repair for Escalator at the Vicksburg Convention Center, with repairs not to exceed $10,000.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H.4 ID-16-0162 Approve John Carroll to Attend the Jackson State University Institute of Government Center for Public Management and Leadership Certificate Program Spring Session 2016 On motion of Alderman Thompson, seconded by Mayor Flaggs, the Mayor and Aldermen voted to approve John W. Carroll, Sr. to attend the Jackson State University Institute of Government Center for Public Management and Leadership Certificate Program Spring Session 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 3 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 Resolutions: I. ID-16-0086 Adopt Resolution Authorizing Preparation and Submittal of a Proposal to Entergy Services, Inc. for Funding Under the Entergy Environmental Initiatives Fund (EIF) for 2016 Attachments: EIF Resolution On motion of Alderman Thompson, seconded by Mayor Flaggs, the Mayor and Aldermen voted to adopt Resolution Authorizing Preparation and Submittal of a Proposal to Entergy Services, Inc. for Funding Under the Entergy Environmental Initiatives Fund (EIF) for 2016. The motion was adopted unanimously by the following vote: Aye: 2- Mayor Flaggs, and Alderman Thompson Recused: 1- Alderman Mayfield Enactment No: RES 2016-103 J. ID-16-0087 Authorize Mayor to execute Certification of Marcia Weaver as official designee and applicant's agent for 2016 Entergy Services, Inc.'s Environmental Initiatives Fund (EIF) Attachments: EIF Certification On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Certification of Marcia Weaver as official designee and applicant's agent for 2016 Entergy Services, Inc.'s Environmental Initiatives Fund (EIF). The motion was adopted unanimously by the following vote: Aye: 2- Mayor Flaggs, and Alderman Thompson Recused: 1- Alderman Mayfield Contracts: K. ID-16-0076 Authorize Mayor to execute contract with Stantec Consulting Services, Inc. for 2016 City Parking Lot Paving Project Attachments: Stantec On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute contract with Stantec Consulting Services, Inc. for 2016 City Parking Lot Paving Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-16-0077 Authorize Mayor to execute Inmate Housing Agreement with Copiah County Board of Supervisors and Sheriff's Office Attachments: Inmate Housing On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Inmate Housing Agreement with Copiah County Board of Supervisors and Sheriff's Office. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson M. ID-16-0084 Authorize Mayor to execute Statewide Mutual Aid Compact Agreement Attachments: SMAC Agreement On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Statewide Mutual Aid Compact Agreement. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-16-0085 Authorize Mayor to execute Exclusive Pouring Rights Agreement City of Vicksburg Page 4 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 with Brown Bottling Group, Inc. and Brown Vending Company Attachments: Brown Bottling On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Exclusive Pouring Rights Agreement with Brown Bottling Group, Inc. and Brown Vending Company. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N.1 ID-16-0163 Authorize Mayor to execute Amendment to Professional Services Agreement with M3A Architecture, PLLC for Lee Street Pavilion Renovations Project On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to Execute Amendment to Professional Services Agreement with M3A Architecture, PLLC for Lee Street Pavilion Renovations Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N.2 ID-16-0164 Authorize Mayor to Execute Memorandum of Agreement with Rosa Kamau for Professional Services for the Vicksburg Municipal Airport On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Memorandum of Agreement with Rosa Kamau for Professional Services for the Vicksburg Municipal Airport. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: O. ID-16-0078 Approve Bank Letters: 1. Trustmark 2. BancorpSouth Attachments: Trustmark BancorpSouth On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Bank Letters from Trustmark and BancorpSouth. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson P. ID-16-0079 Approve Reports: 1. City Sexton 2. Privilege License 3. Mayor and Treasure 4. Tax Collection 5. Delinquent Tax Collection 6. Detail Budget Attachments: City Sexton Privilege License Mayor & Treasure Delinquent Tax The City Sexton presented report of collections, account opening graves, etc. for the month of December 2015 as follows: Riles Funeral Home - $200.00; Dillon Chisley Funeral Home - $625.00; Fisher Funeral Home - $200.00; Glenwood Funeral Home - $1,250.00; Jefferson Funeral Home - $1,850.00; Lakeview Funeral Home - $1,125.00. The City Clerk presented the Privilege License Report for new businesses for the month of December 2015 The City Clerk presented report of Mayor and Treasure from the Vicksburg Police Department in the amount of $140,947.54 for December 2015 The City Clerk presented the June 2015 Detailed Budget Report for Approval. City of Vicksburg Page 5 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 Attachments: Supporting documentation following minutes The City Clerk presented report of delinquent collections for City taxes from the Warren County Tax Collector for the Month of December 2015 The City Clerk presented report of collections for City taxes from the Warren County Tax Collector for the Month of December 2015 Attachments: Supporting documentation following minutes: On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the following Reports: City Sexton, Privilege License, Mayor and Treasure, Detail Budget Report, Monthly Tax Collection, Delinquent Tax Collection. The motion was unanimously adopted by the attached vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Alderman Mayfield recused himself from the Board Meeting Q. ID-16-0081 Approve Claims Docket The City Clerk presented the Docket of Claims numbering 130440 through 130636; 850 through 859. 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: Aye: 2- Mayor Flaggs, and Alderman Thompson Recused: 1- Alderman Mayfield Alderman Mayfield returned to the Board Meeting 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 Pay Adjustment in the Sewer Department (1); Resignation in the Street Department (1); Suspension Reinstatement in the Street Department (1); Suspension in the Sewer Department (1); Termination in the Sewer Department (1), Recreation/Softball (6); Permission to Post for an Asphalt Foreman in the Street Department (1), Post for a Truck Driver in the Street Department (1), Post for a Laborer in the Sewer Department (1); Discuss Personel Matter in the IT 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 adopted unanimously. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for Pay Adjustment in the Sewer Department (1); Resignation in the Street Department (1); Suspension Reinstatement in the Street Department (1); Suspension in the Sewer Department (1); Termination in the Sewer Department (1), Recreation/Softball (6); Permission to Post for an Asphalt Foreman in the Street Department (1), Post for a Truck Driver in the Street Department (1), Post for a Laborer in the Sewer Department (1); Discuss Personel Matter in the IT Department (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-16-0093 Pay Adjustment - Sewer Department (1) This Agenda Item was postponed. City of Vicksburg Page 6 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 B. ID-16-0094 Resignation - Street Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept Resignation from Truck Driver in the Street Department, effective January 08, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-0095 Suspension Reinstatement - Street Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension Reinstatement for a Concrete Finisher in the Street Department, effective January 20, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-0096 Suspension - Sewer Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Suspension for Laborer in Sewer Department, indefinitely pending termination hearing, for violation of Attendance Policy. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-0097 Termination - Sewer Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Termination for Laborer in the Sewer Department, for violation of the City of Vicksburg's Attendance Policy. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-0098 Terminations - Recreation/Softball (6) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Terminations for three (3) Softball Umpires, one (1) Score Keeper, two (2) Baseball Umpires in the Recreation Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-0099 Permission to Post - Asphalt Foreman - Street Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Request to Post for an Asphalt Foreman in the Street Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-0100 Permission to Post - Truck Driver - Street Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Request to Post for a Truck Driver in the Street Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-16-0101 Permission to Post - Laborer - Sewer Department (1) On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Request to Post for a Laborer in the Sewer Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-0165 Discuss Personnel Matter - IT Department Discussion was held on the vacant Department Head postion in the IT Department. K. ID-16-0260 Come Out of Executive Session and Approve All Items Taken Up in City of Vicksburg Page 7 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final January 25, 2016 Executive Session On motion of Mayor Flaggs, seconded by Alderman Thompson, 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., Monday, February 01, 2016, 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 8 Printed on 3/22/2016