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 Wednesday, February 10, 2016 10:00 AM City Hall Annex Board Room 1. Invocation, Pledge of Allegiance and Call to Order Invocation was given by Mayor George Flaggs, Jr. 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: Authorize City Clerk to Advertise for Roof Removal and Replacement & Other Renovations for Lee Street Pavilion 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-16-0168 Resolution of Commendation to the High Water Response Committees Attachments: Resolution - Flood Water B. ID-16-0181 Presentation of Trophies - 2016 Mardi Gras Parade Minutes: A. ID-16-0136 Adopt Board Meeting Minutes for: 1. November 25, 2015 2. December 03, 2015 (Special Called) 3. December 07, 2015 4. December 10, 2015 5. December 11, 2015 (Special Called) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt the Board Meeting Minutes for: 1. November 25, 2015; 2. December 03, 2015 (Special Called); 3. December 07, 2015; 4. December 10, 2015; 5. December 11, 2015 (Special Called). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Routine Agenda: A. ID-16-0149 Receive Sealed Bids for: 1. Two (2) Tractor/Backhoes On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Two (2) Tractor/Backhoes 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. TWO (2) TRACTOR/BACKHOES: City of Vicksburg Page 1 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 STRIBLING EQUIPMENT, LLC, P.O. Box 6038; Jackson, MS 39288 Each Price: $106,000.00 Total Price: $212,000.00 DEVINEY EQUIPMENT, P.O. Box 7179; Jackson, MS 39282 Each Price: $104,98.00 Total Price: $209,960.00 DEEP SOUTH JCB, 340 Airport Rd.; Jackson, MS 39208 Each Price: $95,600.00 Total Price: $191,200.00 JWH EQUIPMENT, 1101 Hwy 80 West; Jackson, MS 39204 Each Price: $96,000.00 Total Price: $192,000.00 PUCKETT MACHINERY COMPANY, 100 Caterpillar Drive; Flowood, MS 39232 Each Price: $111,935.00 Total Price: $223,870.00 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 B. ID-16-0172 MSWIN Radio System Update C. ID-16-0157 Declare Monday, February 15, 2016 a City Holiday in observance of Presidents' Day Attachments: Holiday On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to Declare Monday, February 15, 2016 a City Holiday in observance of Presidents' Day. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-0175 Approve request for permission to advertise for Notice of Second Public Hearing on CDBG Public Facilities Sewer Infrastructure Improvements at City's Waste Water Treatment Plant and Authorize City Clerk to set hearing for Monday, February 29, 2016 at 2:00 p.m. Attachments: Notice of Public Hearing-Wastewater Treatment Plant On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request to advertise for Notice of Second Public Hearing on CDBG Public Facilities Sewer Infrastructure Improvements at City's Waste Water Treatment Plant and Authorize the City Clerk to set hearing for Monday, February 29, 2016 at 2:00 p.m. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-0171 Authorize City Clerk to Publish Notice of Public Hearing Not to Exceed $4,000,000 of Public Finance Authority Multifamily Housing Revenue Bonds (Dogwood Housing, Inc. Southeast Portfolio Project) Series 2016 and Set Hearing Date for March 7, 2016 Attachments: Notice of Public Hearing On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City Clerk to Publish Notice of Public Hearing Not to Exceed $4,000.000 of Public Finance Authority Multifamily Housing Revenue Bonds (Dogwood Housing, Inc. Southeast Portfolio Project) Series 2016 and Set Hearing Date for March 07, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-0170 Authorize City Clerk to Publish Notice of Final Settlement to Guaranteed Roofing Company for the following project: 1. Roof Replacement - Central Fire Station and Mechanics Shop Project City of Vicksburg Page 2 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 Attachments: Final Settlement On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to Publish Notice of Final Settlement to Guaranteed Roofing Company for the following project for Roof Replacement - Central Fire Station and Mechanics Shop Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-0158 Adopt Budget Amendments Attachments: Budget Amendments On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Budget Amendments for February 10, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-0166 Approve the following requests from Joe Graves, Director of Parks & Recreation: 1. Host "Tennis in the Park" Spring Break Camp on March 7-11, 2016 2. Authorize advertisement with Vicksburg Post in the amount of $633.75 3. Purchase t-shirts and plaques for each participant not to exceed $1,000.00 Attachments: Tennis On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve requests from Joe Graves, Director of Parks & Recreation: 1. Host "Tennis in the Park" Spring Break Camp on March 7-11, 2016; 2. Authorize advertisement with Vicksburg Post in the amount of $633.75; 3. Purchase t-shirts and plaques for each participant not to exceed $1,000.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-16-0179 Adopt City of Vicksburg Water System Emergency Response Plan On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt the City of Vicksburg Water System Emergency Response Plan. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-0148 Approve request from Chief Atkins to declare badge as surplus property for Retiring Captain Bill Lewis and authorize sale for $85.00 Attachments: Surplus Badge On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request from Fire Chief Charles Atkins to declare badge as surplus property for Retiring Captain Bill Lewis and authorize sale for $85.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-16-0151 Authorize issuance of the following requisition numbers: 1. 1603209 in the amount of $12,625.00 to Barrier Systems, LLC for a Sand Master for the Street Department (Sole Source) 2. 1603264 in the amount of $103,844.44 to Crain Tractor & Equipment, Inc. for the purchase of a 2016 tractor with boom Attachments: Requisition 1603209 Requisition 1603264 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize issuance of the following requisition numbers: 1. 1603209 in the amount of $12,625.00 to Barrier Systems, LLC for a Sand Master for the Street Department (Sole Source); 2. 1603264 in the amount of $103,844.44 to Crain Tractor & Equipment, Inc. for the purchase of a 2016 tractor with boom. The motion was adopted unanimously by the following vote: City of Vicksburg Page 3 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-16-0150 Authorize City Clerk to advertise Sealed Bids for: 1. Lawn Care at Beulah Cemetery 2. Two (2) Air Compressors On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for Two (2) Air Compressors. The Board voted to table Lawn Care at Beulah Cemetery. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson ID-16-0211 Authorize City Clerk to Advertise for Roof Removal and Replacement & Other Renovations for Lee Street Pavilion M. ID-16-0167 Approve request for permission to declare a 1996 F250 Pickup (CID 5852, VIN 2FTEF15N6TCA37954) and 1999 F250 Pickup(CID 6123, VIN 2FTRF27LXXCA55012) surplus property and authorize donation to The Town of Beulah, Mississippi Attachments: Surplus Vehicles On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request for permission to declare a 1996 F250 Pickup (CID 5852, VIN 2FTEF15N6TCA37954) and 1999 F250 Pickup(CID 6123, VIN 2FTRF276XXCA55012) surplus property and authorize donation to The Town of Beulah, Mississippi. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-16-0147 Accept Letters for cost of cutting and cleaning lots and Adopt Resolution to establish Special Assessments on the following properties: 1. 2021 Military Avenue, PPIN 4931; owned by Martha Ann Rand 2. 1601 Martin Luther King, PPIN 19162; owned by State of Mississippi Attachments: Special Assessment The Letters (Statements) and Resolutions on the following properties were presented to the Board: 2021 Military Avenue, PPIN 4931; owned by Martha Ann Rand 1601 Martin Luther King, PPIN 19162; 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 O. ID-16-0155 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 2 No action was taken. P. ID-16-0173 Approve request from St. James No. 1 Church to block streets at the intersection of Jefferson and Adams on Sunday, March 13, 2016, from 2:00 p.m. - 5:00 p.m. for the pastor's 10th Year Appreciation Program Attachments: St. James Appreciation On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request from St. James No. 1 Church to block streets at the intersection of Jefferson and Adams on Sunday, March 13, 2016, from 2:00 p.m. - 5:00 p.m. for the pastor's 10th Year Appreciation Program. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 4 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 Q. ID-16-0177 Approve request for permission to partially close one lane of Frontage Road and Clay Street from the park entrance to the Battlefield Inn for Run Thru History on Saturday, March 5, 2016 from 7:00 a.m. to 10:00 a.m. Attachments: Run Thru History On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve request for permission to partially close one lane of Frontage Road and Clay Street from the park entrance to the Battlefield Inn for Run Thru History on Saturday, March 5, 2016 from 7:00 a.m. to 10:00 a.m. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Policy Issues: A. ID-16-0176 Adopt Revised Vicksburg Police Department Policies and Procedures: 1.Selection Process- Policy Number 3.01.1 Attachments: Revised - Policy 3.01.1 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt revised Vicksburg Police Department Policies and Procedures: 1. Selection Process - Policy Number 3.01.1. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Resolutions: B. ID-16-0152 Adopt Resolution Authorizing the City of Vicksburg to Prepare and Submit an Application for the 2016 Affordable Housing Program Funded Through Federal Home Loan Bank of Dallas Attachments: Resolution - Affordable Housing On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Resolution Authorizing the City of Vicksburg to Prepare and Submit an Application for the 2016 Affordable Housing Program Funded Through Federal Home Loan Bank of Dallas. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2016-105 C. ID-16-0154 Adopt Resolution for Sale of Surplus Property and authorize City Clerk to advertise Sealed Bids for Notice of Sale: 1. 1316 Locust Street, PPIN 18913 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Resolution for Sale of Surplus Property and authorize City Clerk to advertise Sealed Bids for Notice of Sale for 1316 Locust Street, PPIN 18913. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2016-106 Contracts: D. ID-16-0153 Authorize Mayor to execute AWOS Maintenance Services Contract with All Weather Inc. Attachments: AWOS Maintenance On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute AWOS Maintenance Services Contract with All Weather Inc. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 5 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 E. ID-16-0169 Authorize Mayor to execute contracts for Tennis in the Park Spring Break Camp: 1. Laura Silva de Arruda 2. Ekaterina Potapova 3. Aakanksha Punj 4. Nischay Rawal 5. Kersten Vanem Attachments: Tennis in the Park Contracts On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to execute contracts for Tennis in the Park Spring Break Camp for: 1. Laura Silva de Arruda; 2. Ekaterina Potapova; 3. Aakanksha Punj; 4. Nischay Rawal and 5. Kersten Vanem. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-0174 Authorize Mayor to execute Airport Hangar Lease Agreements with: 1. Carl Flowers 2. Dave Purcell Attachments: Hangar Lease - Flowers Hangar Lease - Purcell On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Authorize Mayor to execute Airport Hangar Lease Agreements with: 1. Carl Flowers; 2. Dave Purcell. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-0178 Authorize Mayor to execute Amendment No. 2 with Allen & Hoshall for Professional Services for Continuing Sewer Assessment Program (CSAP) Attachments: CSAP Year 2 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Amendment No. 2 with Allen & Hoshall for Professional Services for Continuing Sewer Assessment Program (CSAP). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-0180 Authorize Mayor to execute agreement with Morris & Associates Attachments: Consultant Agreement On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute agreement with Morris & Associates. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: Alderman Mayfield recused himself from the Board Meeting I. ID-16-0156 Approve Claims Docket The City Clerk presented the Docket of Claims numbering 130641 through 130937; 860 through 866. Refund checks numbering 9906295 through 9906343. 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 City of Vicksburg Page 6 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 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 New Hire in the Street Department (1), Police Department (1); Pay Adjustment in the Information Technology (1); Suspension in the Police Department (1); Termination in the Gas Department (1), Recreation Maintenance Department (1); Grievance Hearing in Court Services (1); Permission to Post for Laborer in the Gas Department. The motion was seconded by Alderman Mayfield, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Thompson, Alderman Mayfield. The motion was unanimously adopted. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for New Hire in the Street Department (1), Police Department (1); Pay Adjustment in the Information Technology (1); Suspension in the Police Department (1); Termination in the Gas Department (1), Recreation Maintenance Department (1); Grievance Hearing in Court Services (1); Permission to Post for Laborer in the Gas Department. 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-16-0183 New Hire - Street Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hire for Asphalt Foreman at $11.00 per hour in the Street Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-0184 New Hire - Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hire for a Crossing Guard at $10.00 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-0185 Pay Adjustment - Information Technology (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Pay Adjustment for Interim Assistant Director from $24.77 per hour to $26.77 per hour in the Information Technology Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-0190 Suspension - Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension for a Secretary II pending termination in the Police Department for inability to perform the duties associated with Secretary II position. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson City of Vicksburg Page 7 Printed on 3/22/2016 Board of Mayor and Aldermen Minutes - Final February 10, 2016 E. ID-16-0186 Termination - Gas Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Termination for a Laborer in the Gas Department, for failed D.O.T. Drug Test. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-0187 Termination - Recreation Maintenance Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Termination for a Seasonal Laborer in the Recreation Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-0188 Grievance Hearing - Court Services (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Suspension of Deputy Court Clerk for two (2) days in Court Services. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-0189 Permission to Post - Laborer - Gas Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request to Post for a Laborer in the Gas Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson ID-16-0293 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: 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, February 16, 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