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, April 8, 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 Pledge of Allegiance was led by Nancy Thomas 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: Executive Session: Discuss Potential Litigation Matter 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 Minutes: A. ID-16-405 Adopt Board Meeting Minutes for: February 16, 2016 February 25, 2016 March 04, 2016 (Special Called) March 09, 2016 (Special Called) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Board Meeting Minutes for: February 16, 2016; February 25, 2016; March 04, 2016 (Special Called); March 09, 2016 (Special Called). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Public Hearing: A. ID-16-421 Public Hearing: Kuhn Memorial Hospital - Urban Renewal Plan On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to open the Public Hearing: Kuhn Memorial Hospital - Urban Renewal Plan. Voting aye: Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the hearing proceeded as follows: No one came in opposition. On motion of Mayor Flaggs, seconded by Alderman Thompson, the Mayor and Aldermen voted to close the Public Hearing on the Kuhn Memorial Hospital - Urban Renewal Plan. Voting aye, Mayor Flaggs, Alderman Mayfield, Alderman Thompson. None voting nay, the motion was unanimously adopted. Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Routine Agenda: A. ID-16-424 Continue State of Emergency at the Waste Water Treatment Plant City of Vicksburg Page 1 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final April 8, 2016 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Continue State of Emergency at the Waste Water Treatment Plant. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-402 Receive Sealed Bid for the following: 1. Towing Services 2. I-20 Frontage Road Connector On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Towing Services; I-20 Frontage Road Connector 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. TOWING SERVICES: HWY 27 MOTORS, LLC; 7830 Hwy 27; Vicksburg, MS 39180 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. I-20 FRONTAGE ROAD CONNECTOR: DIRTWORKS, INC. OF VICKSBURG, P.O. Box 821368; Vicksburg, MS 39182 C.O.R. #12076 5% Bid Bond: yes Total Bid: $949,668.35 HEMPHILL CONSTRUCTION COMPANY, INC., P.O. Drawer 879; Florence, MS 39073 C.O.R. #02449-MC 5% Bid Bond: yes Total Bid: $1,081,275.50 CENTRAL ASPHALT CO., INC., 1208 National Street; Vicksburg, MS 39180 C.O.R. #11293-MC 5% Bid Bond: yes Total Bid: $954,020.56 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 C. ID-16-438 Reject Sealed Bids and Authorize City Clerk to Re-Advertise for the following: 1. Vicksburg Farmer's Market Attachments: Vicksburg Farmer's Market On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to reject Sealed Bids and Authorize City Clerk to Re-Advertise for the following: 1. Vicksburg Farmer's Market. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C.1 ID-16-441 Approve and Authorize Mayor to Execute Change Order with Hemphill Construction Company, Inc. for the Halls Ferry Park Tennis Courts Attachments: Halls Ferry Park Tennis Court On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve and Authorize Mayor to Execute Change Order with Hemphill Construction Company, Inc. for the Halls Ferry Park Tennis Courts Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C.2 ID-16-440 Approve and Authorize Mayor to Execute Contract Amendment #1 with APAC-Mississippi, Inc. for the 2015 North Ward Paving Project City of Vicksburg Page 2 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final April 8, 2016 Attachments: North Ward Paving Project On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve and Authorize Mayor to Execute Contract Amendment #1 with APAC-Mississippi, Inc. for the 2015 North Ward Paving Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-377 Authorize City Clerk to advertise Sealed Bids for the following: 1. Pest Control Services Attachments: Pest Control Services On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for the following for Pest Control Services. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-426 Approve request for advertisement from I Can Fly Ministries for their Annual Art Conference "The Year of Honor: Walking in the Miraculous" Attachments: ICFM Mayor Flaggs stated that purchasing an advertisement from I Can Fly Ministries 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 purchase of a full page ad from I Can Fly Ministries for their Annual Art Conference "The Year of Honor: Walking in the Miraculous" in the amount of $100.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-422 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 April 2016 and invited the public to attend. The Mayor and Aldermen thanked Ms. Massey for attending the meeting. G. ID-16-418 Approve request to declare the following vehicles as surplus and donate to the Town of Beulah: 1. Inventory number 006452 serial number 2GWS55RX79303207 (2007 Chevrolet Impala) 2. Inventory number 006509 serial number 2G1WS553381368721 (2008 Chevrolet Impala) 3. Inventory number 006535 serial number 2G1WS57M291277625 (2009 Chevrolet Impala) Attachments: Surplus Vehicles On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Action Item G. ID-16-418 Approve request to declare the following vehicles as surplus and donate to the Town of Beulah: 1. Inventory number 006452 serial number 2GWS55RX79303207 (2007 Chevrolet Impala); 2. Inventory number 006509 serial number 2G1WS553381368721 (2008 Chevrolet Impala); 3. Inventory number 006535 serial number 2G1WS57M291277625 (2009 Chevrolet Impala). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-425 Accept Letter for cost of cutting and cleaning lots and Adopt Resolution to Establish Special Assessment for the following property: 1. Lake Street, PPIN 17119; owned by the State of Mississippi Attachments: PPIN 17119 The Letters (Statements) and Resolutions on the following properties were presented to the Board: City of Vicksburg Page 3 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final April 8, 2016 1. Lake Street, PPIN 17119; owned by the State of Mississippi. On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the foregoing Letter (Statement) for cost of cutting and cleaning lots and Adopt the following Resolution establishing Special Assessments. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Contracts: I. ID-16-420 Authorize Mayor to Execute Contract and Agreement with Zambelli Fireworks Manufacturing, Co. for the Annual 4th of July Fireworks Show Attachments: Zambelli Fireworks Zambelli Fireworks On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Contract and Agreement with Zambelli Fireworks Manufacturing, Co. for the Annual 4th of July Fireworks Show. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: J. ID-16-419 Approve Claims Docket The City Clerk presented the Docket of Claims numbering 131700 through 131958; 890 through 898. Refund checks numbering 9906387 through 9906437. 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 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 New Hires in the Recreation/City Pool (8); Pay Adjustment in the Animal Control Department (1), Public Works (1), Grants (1); Rescind in the Police Department 1), Parks and Recreation Maintenance Department (1); Resignation in the Water Treatment Plant (1); Suspension in the Parks and Recreation Maintenance Department (1); Termination in the Fire Department (1); Personnel Matter in Public Works - GIS/CAD Position; Discussion in the Public Works Department - Administrative Positions; Permission to Post for an Administrative Assistant in the Cemetery (1), Post for an Administrative Assistant in the Public Works Department (1); Personnel Matter in the Street Department (1); Discuss Potential Litigation Matter. 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 New Hires in the Recreation/City Pool (8); Pay Adjustment in the Animal Control Department (1), Public Works (1), Grants (1); Rescind in the Police Department 1), Parks and Recreation Maintenance Department (1); Resignation in the Water Treatment Plant (1); Suspension in the Parks and Recreation Maintenance Department (1); Termination in the Fire Department (1); Personnel Matter in Public Works - GIS/CAD Position; Discussion in the Public Works Department - Administrative Positions; Permission to Post for an Administrative Assistant in the Cemetery (1), Post for an Administrative Assistant in the Public Works Department (1); Personnel Matter in the Street City of Vicksburg Page 4 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final April 8, 2016 Department (1); Discuss Potential Litigation Matter. 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, 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-16-427 New Hires - Recreation / City Pool (8) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hires for Three (3) Cage Operators at $9.00 per hour each, Three (3) Lifeguards at $7.50 per hour each, Lifeguard at $7.75 per hour, Returning Lifeguard at $7.50 per hour in the Recreation/City Pool Program. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-428 Pay Adjustment - Animal Control (1) A discussion was held. No action was taken. C. ID-16-429 Pay Adjustment - Public Works (1) A discussion was held. No action was taken. D. ID-16-430 Pay Adjustment - Grants (1) A discussion was held. No action was taken. E. ID-16-431 Rescind - Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Rescind and correct the Action Form approved by the Board on April 4, 2016. The corrected Action Form Patrol Officer/FTO at $18.45 per hour to Patrol Officer at $17.70 per hour in the Police Department. The error occurred by the incorrect rate of pay being submitted on the Action Form from the Police Department for the beginning rate of pay. The corrected beginning and ending rate of pay is listed above. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-432 Rescind - Parks and Recreation Maintenance (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Rescind the approved Action Form on April 04, 2016, to Hire a 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 G. ID-16-433 Resignation - Water Treatment Plant (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Resignation from an Operator in the Water Treatment Plant, effective April 06, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-434 Suspension - Parks and Recreation Maintenance (1) This Agenda Item was continued until April 18, 2016 Board Meeting. I. ID-16-435 Termination - Fire Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Termination of a Probationary Firefighter in the Fire Department, effective April 08, 2016. Probationary Firefighter did not meet requirements of his probation. The motion was adopted unanimously by the following vote: City of Vicksburg Page 5 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final April 8, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-436 Personnel Matter - Public Works -GIS/CAD Position A discussion was held. No action was taken. K. ID-16-439 Discussion - Public Works - Administrative Positions A discussion was held. No action was taken. K.1 ID-16-442 Permission to Post - Administration Assistant - Cemetery (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request to Post for Administration Assistant in the Cemetery Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K.2 ID-16-443 Permission to Post - Administration Assistant - Public Works (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve request to Post for Administration Assistant in the Public Works Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K.3 ID-16-444 Personnel Matter - Street Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept a Letter of Resignation from an Equipment Operator in the Street Department, effective April 12, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-16-631 Discuss Potential Litigation Matter A discussion was held regarding a citizen who hit the fence at Bazinsky Ballfield. Legal was authorized to draft a promissory note for installment payments. M. ID-16-732 Come Out of Executive Session and Approve All Items Taken up in Executive Session On motion of Alderman Mayfield, 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, January 18, 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 6 Printed on 7/13/2016