Board of Mayor and Aldermen

1415 Walnut Street City of Vicksburg Vicksburg, MS 39180 Minutes - Final Board of Mayor and Aldermen Tuesday, May 10, 2016 10:00 AM City Hall Annex Board Room 1. Invocation, Pledge of Allegiance and Call to Order 2. Roll Call 3. Board Comments: 4. Adopt Agenda Recognitions: A. ID-16-540 Proclamation: Declaring May as Bike Month in Vicksburg Attachments: Proclamation - Bike Month B. ID-16-668 Proclamation Declaring May as National Preservation Month Minutes: A. ID-16-539 Adopt Board Meeting Minutes for: 1. March 07, 2016 Routine Agenda: A. ID-16-537 Receive Sealed Bids for the following: 1. Chairs 2. Pest Control On motion of Alderman Mayfield, seconded by Alderman Thompson, the Board proceeded to open bids submitted for furnishing Chairs and Pest Control 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. CHAIRS: LASTING MPRESSIONS, 2020 Warriors Trail; Vicksburg, MS 39180 Total: $0.25 per chair Total Bid: $115.00 DIANA HUGHES, 117 Tower Drive; Vicksburg, MS 39180 Total: $3.25 per chair Total Bid: $1,495.00 PEST CONTROL: GARY JONES PEST CONTROL, 210 Stenson Road, Vicksburg, MS 39180 Bid Security: Cashier Check $385.02 Total Bid: $641.70 per month 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. 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-16-528 Award Sealed Bids for: 1. Generator Install - Year Three City of Vicksburg Page 1 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 2. Water Treatment Plant - Elevator Modernization Attachments: Award Letter - Generator Install Award Letter WTP - Elevator On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to award Sealed Bids for: 1. Generator Install - Year Three to Killen Contractor, Inc., of Brandon, MS; 2. Water Treatment Plant - Elevator Modernization to Fordice Construction, Co., of Vicksburg, MS. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-527 Authorize City Clerk to advertise Sealed Bids for: 1. Construction of Two (2) Asphalt Walking Trails (Halls Ferry Park / Vicksburg Airport) Attachments: Bid Ad - Walking Trails (2) On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the City Clerk to advertise Sealed Bids for: 1. Construction of Two (2) Asphalt Walking Trails (Halls Ferry Park / Vicksburg Airport). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-538 Authorize Mayor to Execute Change Order #1 on the South Ward Paving Project. On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Change Order #1, Accept Closeout Documents and Authorize Final Payment on the South Ward Paving Project. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-536 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 May, 2016 and invited the public to attend. The Mayor and Aldermen thanked Ms. Massey for attending the meeting. F. ID-16-529 Approve request for advertisement from the Vicksburg Gator Football Booster Club Attachments: Vicksburg Gator Booster Club Mayor Flaggs stated that purchasing an advertisement from Vicksburg Gator Football Booster Club 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 Mayfield, seconded by Alderman Thompson, and unanimously passed, The Mayor and Aldermen of the City of Vicksburg approved the purchase of an advertisement banner from Vicksburg Gator Football Booster Club in the amount of $500.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-531 Accept Application for Ad Valorem Tax Exemption from Ergon BioFuels, LLC Attachments: Ergon Ad Valorem On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Application for Ad Valorem Tax Exemption from Ergon BioFuels, LLC. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-530 Approve request from the Vicksburg Mayoral Health Council for Complimentary Use of the City Auditorium from May 16, 2016 thru May 23, 2016 City of Vicksburg Page 2 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 Attachments: Auditorium Application On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request from the Vicksburg Mayoral Health Council for Complimentary Use of the City Auditorium from May 16, 2016 thru May 23, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-16-541 Approve request to declare a 2010 Dodge Charger (C.I.D. 6567 - VIN #2B3AACVPAH258029) totaled in a wreck as Surplus Property and sell to the insurance company Attachments: Surplus Property On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request to declare a 2010 Dodge Charger (C.I.D. 6567 - VIN #2B3AACVPAH258029) totaled in a wreck as Surplus Property and sell to the insurance company. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-542 Authorize Mayor to execute Property Damage Release and Power of Attorney in reference to the 2010 Dodge Charger (C.I.D. 6567 and VIN 2B3AA4CVPAH258029) Attachments: Property Release and P.O.A. Forms On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to execute Property Damage Release and Power of Attorney in reference to the 2010 Dodge Charger (C.I.D. 6567 and VIN 2B3AACVPAH258029). The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-16-525 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 properties: 1016 Olive Street, PPIN 17391; owned by Michael Anthony Brown et al (cut grass/weeds, remove trash & debris) 1003 Jackson Street, PPIN 18595; owned by Elaine Farris Hughes et al c/o David Hughes (cut grass/weeds, remove trash & debris; remove dilapidated building) 1201 Clay Street, PPIN 18928; owned by D. Properties LLC (cut grass/weeds, remove trash & debris; remove dilapidated building) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to declare the foregoing properties 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: 1016 Olive Street, PPIN 17391; owned by Michael Anthony Brown et al (cut grass/weeds, remove trash & debris) - complied 1003 Jackson Street, PPIN 18595; owned by Elaine Farris Hughes et al c/o David Hughes (cut grass/weeds, remove trash & debris; remove dilapidated building) - granted 90 day extension (grass complied) 1201 Clay Street, PPIN 18928; owned by D. Properties LLC (cut grass/weeds, remove trash & debris; remove dilapidated building) - granted 90 day extension (grass complied; review property at 30 day check) The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-16-526 Accept Letter for cost of cutting and cleaning lots and Adopt Resolution City of Vicksburg Page 3 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 to Establish Special Assessment for the following properties: 1. 606 North Poplar Street, PPIN 19441; owned by the State of Mississippi Attachments: Resolution - Special Assessment The Letters (Statements) and Resolutions on the following properties were presented to the Board: 606 North Poplar Street, PPIN 19441; owned by the 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 M. ID-16-534 Set Hearing on Slum Clearance Assessment for June 06, 2016 in accordance with Mississippi Code 43-35-105 for PPIN 15165, 2427 Oak Street On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to Set Hearing on Slum Clearance Assessment for June 06, 2016 in accordance with Mississippi Code 43-35-105 for PPIN 15165, 2427 Oak Street. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-16-532 Approve request from Joe Graves - Parks & Recreation Director to spend approximately $650.00 to purchase supplies for the Fun Time Summer Camp Attachments: Fun Time Summer Camp On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request from Joe Graves - Parks & Recreation Director to spend approximately $650.00 to purchase supplies for the Fun Time Summer Camp. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Contracts: O. ID-16-533 Authorize Mayor to Execute Contract with Cooke Douglass Farr Lemons Architects - Engineers PA for the Jackson Street Center Floor Replacement Attachments: Jackson Street Center On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the Mayor to Execute Contract with Cooke Douglass Farr Lemons Architects - Engineers PA for the Jackson Street Center Floor Replacement. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson O.1 ID-16-560 Authorize Mayor to Execute Contract for City Pavilion with Fordice Construction Company Attachments: City Park Pavilion On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to authorize the Mayor to Execute Contract for City Pavilion with Fordice Construction Company. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson O.2 ID-16-669 Adopt Budget Amendments On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Budget Amendments for May 10, 2016. The motion was adopted unanimously by the following vote: City of Vicksburg Page 4 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Alderman Mayfield recused himself from the Board Meeting Docket of Claims: P. ID-16-535 Approve Claims Docket Meeting went into Recess Meeting Reconvened The City Clerk presented the Docket of Claims numbering 132169 through 132407; 901 through 913. Refund checks numbering 9906438 through 9906477. On motion of Alderman Thompson, seconded by Mayor Flaggs, 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 New Hires in the Police Department (2), Recreation / City Pool (3), Fire Department (2), Right of Way (1); Department Transfers in the Police Department (3); Pay Adjustments in the Police Department (2), Gas Department (1), Sewer Department (1); Promotions in the Police Department (2), Fire Department (1), Purchasing Department (2); Suspension in the Gas Department (1), Fire Department (1); Permission to Post for Booking Officer in the Police Department (1), Post for Deputy Court Clerk in the Police Department (1), Post for Laborer in the Water Maintenance Department (1); Suspension in the Sewer Department (1). 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 Police Department (2), Recreation / City Pool (3), Fire Department (2), Right of Way (1); Department Transfers in the Police Department (3); Pay Adjustments in the Police Department (2), Gas Department (1), Sewer Department (1); Promotions in the Police Department (2), Fire Department (1), Purchasing Department (2); Suspension in the Gas Department (1), Fire Department (1); Permission to Post for Booking Officer in the Police Department (1), Post for Deputy Court Clerk in the Police Department (1), Post for Laborer in the Water Maintenance Department (1); Suspension in the Sewer 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, John W. Carroll, Sr. - Assistant 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-16-543 New Hires - Police Department (2) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hires for Two (2) Police Officers at $13.65 per hour in the Police Department. 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 May 10, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-544 New Hires - Recreation/City Pool (3) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hires for Two (2) WSI Lifeguards at $7.75 per hour, Lifeguard at $7.50 per hour, Recreation / City Pool. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-545 New Hires - Fire Department (2) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hires for Two (2) Firefighter I at $8.70 per hour in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-546 New Hire - Right of Way Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve New Hire for a Seasonal Laborer at $7.25 per hour in the Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-547 Department Tranfers - Police Department (3) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Department Tranfers for Court Clerk at $12.00 per hour to Police Officer at $14.37 per hour, Crime Prevention Specialist at $10.00 per hour to Police Officer at $14.37 per hour, Booking Officer at $9.34 per hour to Police Officer at $13.65 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-548 Pay Adjustments - Police Department (2) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Pay Adjustments for Acting Watch Commander at $20.50 per hour to Reconstructionist Level II at $19.75 per hour (No longer serving as Acting Watch Commander); Accident Reconstructionist Level II / Patrolman at $19.76 per hour to Patrolman at $19.25 per hour (No longer serving as Accident Reconstruction Officer); Investigator at $15.65 per hour to $15.85 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-549 Pay Adjustments - Gas Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Pay Adjustment for Laborer at $7.25 per hour to $8.00 per hour in the Gas Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-16-550 Pay Adjustment - Sewer Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Pay Adjustment for Laborer from $7.25 per hour to $8.00 per hour in the Sewer Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson I. ID-16-551 Promotions - Police Department (2) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve Promotions for Investigator from $22.70 to Sergeant at $27.10 per hour, Patrolman from $19.25 per hour to Sergeant at $23.65 per hour in the Police Department. The motion was adopted unanimously by the following vote: City of Vicksburg Page 6 Printed on 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson J. ID-16-552 Promotions - Fire Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Promotion from Lieutenant I at $11.42 per hour to Fire Investigator/Inspector at $19.29 per hour in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson K. ID-16-553 Promotions - Purchasing Department (2) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Promotions for Fixed Assets Specialist at $9.67 per hour to Purchasing Specialist at $10.00 per hour, Warehouse Receiving Clerk at $9.50 per hour to Fixed Assets Specialist at $9.70 per hour in the Purchasing Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson L. ID-16-554 Suspension - Gas Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension for a Laborer for ten (10) days in the Gas Department, violation of attendance policy. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson M. ID-16-555 Suspension - Fire Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension for a Firefighter for violating the Fire Department Standard Operating Guideline 12.1.75 attendance policy in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson N. ID-16-556 Permission to Post for Booking Officer in the Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request to Post for Booking Officer in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson O. ID-16-557 Permission to Post for Deputy Court Clerk in the Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request to Post for Deputy Court Clerk in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson P. ID-16-558 Permission to Post for Laborer in the Water Maintenance Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the request to Post for Laborer in the Water Maintenance Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Q. ID-16-670 Suspension - Sewer Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspension of VAC Con Driver pending investigation by Executive Safety in the Sewer Department. 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 7/13/2016 Board of Mayor and Aldermen Minutes - Final May 10, 2016 R. ID-16-944 Come Out of Executive Session and Approve All Items Taken Up in Executive Session On motion of Alderman Mayfield, 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 Thompson, seconded by Alderman Mayfield, and unanimously passed, the Mayor and Aldermen of the City of Vicksburg adjourned to meet 10 o’clock a.m., Monday, May 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 7/13/2016