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 Friday, March 25, 2016 10:00 AM City Hall Annex Board Room 1. Invocation, Pledge of Allegiance and Call to Order Invocation was given by Rev. John W. Carroll, Sr. 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 set-up Bank Account at BancorpSouth for the 2015 Public Improvement General Obligation Bond Project (ID-16-385) Adopt Resolution to Designate Bill Ford as Designee and Agent for the Purpose of Applying for FCC licenses (ID-16-386) 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-16-353 Receive Sealed Proposals for: 1.Water Treatment Plant Contract Operations, Management & Maintenance On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Water Treatment Plant Contract Operations, Management & Maintenance 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. WTP CONTRACT OPERATIONS, MANAGEMENT & MAINTENANCE ESG OPERATIONS, INC., 6400 Peake Rd.; Macon, GA 31210 The Public Works Director stated there are multiple line items and with permission of the Board the proposal be made available for review immediately following the Board Meeting rather than reading them aloud at this time. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept and refer the foregoing proposal to the Public Works Department and Selection Committee for review and recommendation back to the Board for award. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to revisit Agenda Item A under Routine Agenda after Executive Session to receive two (2) additional proposals filed in a timely manner, but overlooked when this agenda item was presented. WTP CONTRACT OPERATIONS, MANAGEMENT & MAINTENANCE SEVERN TRENT SERVICES, Inc., 7551 Lillie Valley Drive; Gonzales, LA 70737 The Public Works Director stated there are multiple line items and with City of Vicksburg Page 1 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 permission of the Board the proposal be made available for review immediately following the Board Meeting rather than reading them aloud at this time. VEOLIA WATER NORTH AMERICA - SOUTH, LLC, 1400 Ridgely Street; Baltimore, MD 21230 The Public Works Director stated there are multiple line items and with permission of the Board the proposal be made available for review immediately following the Board Meeting rather than reading them aloud at this time. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept and refer the foregoing proposals (3) to the Public Works Department and Selection Committee 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-16-364 Appoint a committee to evaluate Water Treatment Plant Proposals: 1. Garnet Van Norman - City 2. Jimmy Nelson - Allen & Hoshall 3. Bob Batherson - CDM Smith 4. Maggie Wei - CDM Smith 5. Nancy Thomas - City 6. Dane Lovell - City 7. Doug Whittington - City On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to appoint committee to evaluate Water Treatment Plant Proposals: 1. Garnet Van Norman - City; 2. Jimmy Nelson - Allen & Hoshall; 3. Bob Batherson - CDM Smith; 4. Maggie Wei - CDM Smith; 5. Nancy Thomas - City; 6. Dane Lovell - City; 7. Doug Whittington - City. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-352 Award Sealed Bid for: 1. Truck Bed with Crane On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to award Sealed Bids for Truck Bed with Crane to Dealers Truck Equipment Co., Inc., of Baton Rouge, LA. Reject sealed bid from Buck Sullivan, of Jackson, MS for not meeting the the bid specs on the steel gauge size needed. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-351 Authorize City Clerk to advertise Sealed Bids for: 1. Recreation Supplies On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for Recreation Supplies. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-354 Authorize Mayor to execute Application with Standard Insurance for the City's Vision Insurance, effective May 1, 2016 Attachments: Vision Insurance On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the the Mayor to execute Application with Standard Insurance for the City's Vision Insurance, effective May 01, 2016 . The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-362 Approve Application for Airport Multimodal Funds to Construct T-Hangar at Vicksburg Municipal Airport Attachments: FY17 Application Airport Funds On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Application for Airport Multimodal Funds to City of Vicksburg Page 2 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 Construct T-Hangar at Vicksburg Municipal Airport. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-373 Approve request for permission to enroll City of Vicksburg Municipal Government in Jackson State University's Alice Varnado Harden Center for Service Attachments: AVHCS Program On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request to enroll the City of Vicksburg Municipal Government in Jackson State University's Alice Varnado Harden Center for Service. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-349 Approve request for sponsorship from Alcorn State University for the 2016 Athletic Banquet Attachments: ASU Banquet Mayor Flaggs stated that purchasing an advertisement from Alcorn State University 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 sponsorship request from Alcorn State University for the 2016 Athletic Banquet in the amount of $500.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Alderman Mayfield recused himself from the Board Meeting I. ID-16-350 Approve request for sponsorship from The Salvation Army of West Central Mississippi in the amount of $1,500.00 Attachments: Salvation Army Mayor Flaggs stated that purchasing an advertisement from The Salvation Army of West Central Mississippi 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 Mayor Flaggs, seconded by Alderman Thompson, and unanimously passed, The Mayor and Alderman of the City of Vicksburg approved the sponsorship request from The Salvation Army of West Central Mississippi in the amount of $1,500.00. 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. J. ID-16-359 Approve request from The Exchange Club of Vicksburg Child and Parent Center, Inc. to block traffic on Levee Street between Mulberry and Clay from 10:00 a.m. to 12:00 p.m. on Saturday, April 30, 2016 for Party in the Park event at Catfish Park Attachments: CAP Center On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request from The Exchange Club of Vicksburg Child and Parent Center, Inc. to block traffic on Levee Street between Mulberry and Clay from 10:00 a.m. to 12:00 p.m. on Saturday, April 30, 2016 for Party in the Park event at Catfish Park. 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 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 K. ID-16-376 Approve invoice for payment in the amount of $23,420.00 to John E. McKee, Jr. for the City's share of engineering services concerning Riverfront Park Attachments: Riverfront Park On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve payment in the amount of $23,420.00 to John E. McKee, Jr. for the City's share of engineering services concerning Riverfront Park. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K.2 ID-16-385 Authorize City Clerk to set-up Bank Account at BancorpSouth for the 2015 Public Improvement General Obligation Bond Project On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Authorize the City Clerk to set-up Bank Account at BancorpSouth for the 2015 Public Improvement General Obligation Bond Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Resolutions: L. ID-16-356 Adopt Resolution Authorizing Preparation and Submittal of an Application for Funding Under the MDOT 2016 Transportation Enhancement Urban Youth Corps Program [BLUE INK] Attachments: Resolution - Youth Program On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Adopt Resolution Authorizing Preparation and Submittal of an Application for Funding Under the MDOT 2016 Transportation Enhancement Urban Youth Corps Program . The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Enactment No: RES 2016-120 ID-16-386 Adopt Resolution to Designate Bill Ford as Designee and Agent for the Purpose of Applying for FCC Licenses Attachments: Resolution - FCC Licenses Contracts: M. ID-16-355 Authorize Mayor to execute Professional Services Agreement with SADA Systems, Inc. Attachments: SADA On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to Execute Master Professional Service Agreement with SADA Systems, Inc. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-16-360 Authorize City Attorney to negotiate contract for employee medical clinic On motion of Mayor Flaggs, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City Attorney to negotiate contract for an employee medical clinic with Southern Health Network. The motion was adopted by the following vote: Aye: 2- Mayor Flaggs, and Alderman Mayfield Nay: 1- Alderman Thompson O. ID-16-363 Authorize Mayor to execute Professional Services Agreement with Stantec Consulting Services, Inc. for Sherman Avenue Ballfield Drainage and Facility Improvements City of Vicksburg Page 4 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 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 with Stantec Consulting Services, Inc. for Sherman Avenue Ballfield Drainage and Facility Improvements. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: P. ID-16-357 Approve Bank Letters: 1. Trustmark 2. BancorpSouth Attachments: Trustmark BancorpSouth On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Bank Letters for Trustmark and BancorpSouth. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Q. ID-16-358 Approve Reports: 1. City Sexton 2. Privilege License 3. Mayor and Treasure 4. Delinquent Tax Collection 5. 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 February 2016 as follows: Riles Funeral Home - $1,875.00; Dillon Chisley Funeral Home - $725.00; Fisher Funeral Home - $275.00; Glenwood Funeral Home - $650.00; Jefferson Funeral Home - $1,600.00; Lakeview Funeral Home $2,725.00; Miscellaneous - $75.00. The City Clerk presented the Privilege License Report for new businesses for the month of February 2016 The City Clerk presented report of Mayor and Treasure from the Vicksburg Police Department in the amount of $280,491.64 for February 2016 The City Clerk presented the February 2016 Detailed Budget Report for Approval. 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 February 2016 The City Clerk presented report of collections for City taxes from the Warren County Tax Collector for the Month of February 2016 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 City of Vicksburg Page 5 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 R. ID-16-361 Approve Claims Docket The City Clerk presented the Docket of Claims numbering 131376 through 131699; 884 through 889. 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 Mayfield moved to go into executive session to discuss Personnel Action Forms for Resignations in the Sewer Department (2); Retirement in the Gas Department (1); Suspension in the Animal Control Department (1); Discussion Matter in the Sewer Department (1); Personnel Hearing in the Building Maintenance Department (1); Personnel Matter in the Police Department (1); Permission to Post for Seasonal Laborer in the Parks and Recreation Maintenance Department (1), Post for Laborers in the Sewer Department (2), Post for Equipment Operators in the Sewer Department (2). The motion was seconded by Alderman Thompson, and upon vote being taken, the following voting aye: Mayor Flaggs, Alderman Thompson, Alderman Mayfield. The motion was adopted unanimously. The Mayor and Aldermen announced they would go into executive session to discuss Personnel Action Forms for Resignations in the Sewer Department (2); Retirement in the Gas Department (1); Suspension in the Animal Control Department (1); Discussion Matter in the Sewer Department (1); Personnel Hearing in the Building Maintenance Department (1); Personnel Matter in the Police Department (1); Permission to Post for Seasonal Laborer in the Parks and Recreation Maintenance Department (1), Post for Laborers in the Sewer Department (2), Post for Equipment Operators in the Sewer Department (2). 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 Adminstrative Assistant. Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Personnel Matters: A. ID-16-365 Resignations - Sewer Department (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to accept the Oral Resignation from a Laborer, effective on March 18, 2016; Accept Oral Resignation from an Equipment Operator, effective March 25, 2016 in the Sewer Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-366 Retirement - Gas Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the Retirement for a Laborer in the Gas Department, effective March 15, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-367 Suspension - Animal Control Department (1) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Suspension for a Laborer in the City of Vicksburg Page 6 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final March 25, 2016 Animal Control Department, for three (3) days for infractions of the Rules and Regulations of the City of Vicksburg. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-368 Discussion Matter - Sewer Department (1) A discussion was held. No action was taken. E. ID-16-369 Personnel Hearing - Building Maintenance Department (1) This hearing was continued until March 29, 2016. F. ID-16-382 Personnel Matter - Police Department (1) A discussion was held. No action was taken. G. ID-16-370 Permission to Post - Seasonal Laborer - Parks and Recreation Maintenance 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 Parks and Recreation Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-371 Permission to Post - Laborers - Sewer Department (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve request to Post for two (2) Laborers in the Sewer Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-16-372 Permission to Post - Equipment Operators - Sewer Department (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the request to Post for two (2) Equipment Operators in the Sewer Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-641 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., Monday, April 04, 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 7 Printed on 7/13/2016