Board of Mayor and Aldermen

1415 Walnut Street City of Vicksburg Vicksburg, MS 39180 Minutes - Final Board of Mayor and Aldermen Thursday, December 22, 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 City Attorney 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: Certificates of Retirement: 1. Pam Flagg 2. Patrick Woodson (ID-17-0100) Approve Request from Grace Christian Counseling Center for the 9th Annual "Chill in the HIlls" 10K Run, 5K Walk and 1 Mile Fun Run on Saturday, January 14, 2017 (ID- 17-0101) Authorize Mayor to Execute Rental Agreement with Unitech for Fax Add-On Feature in The Mayor's Office (ID-17-0102) Approve Airport Elevator Project Grant #R-110-374-01-GZ Close-out and Authorize the Mayor to Execute, Budget Modification, Request for Cash and Close-out Documents (ID-17-0103) Under Docket of Claims: Item D. Add 6 - Detail Budget Report 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: ID-17-0100 Certificate of Retirement: 1. Pam Flagg 2. Patrick Woodson The Board of Mayor and Aldermen presented Certificates of Retirements to the following: 1. Pam Flagg - Human Resource Department 2. Patrick Woodson - Building Maintenance Department The Mayor and Aldermen thanked Mrs. Flagg and Mr. Woodson for their years of service. Minutes: A. ID-16-1709 Adopt Board Meeting Minutes for: 1. November 10, 2016 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt Board Meeting Minutes for November 10, 2016. The motion was adopted unanimously by the following vote: City of Vicksburg Page 1 Printed on 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Routine Agenda: A. ID-16-1723 Award Sealed Bids for the following: 1. Parking Lot Paving Project 2. Police Station Covered Transport Attachments: Parking Lot Paving Award On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to award Sealed Bids for the following: 1. Parking Lot Paving Project to Central Asphalt Company, Inc. of Vicksburg, MS; 2. Police Station Covered Transport to Fordice Construction Company of Vicksburg, MS. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-1725 Approve the following actions for the Vicksburg Airport Terminal Elevator Project: 1. Change Order #3 Extending Substantial Completion to October 3 2. Application for Final Payment from Hemphill Construction Company in the amount of $6,824.65 4. Accept Final Close Out Documents on same: Contractor Affidavit of Payment; Contractor Affidavit of Release of Liens; Consent of Surety On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the following actions for the Vicksburg Airport Terminal Elevator Project: 1. Change Order #3 Extending Substantial Completion to October 3; 2. Application for Final Payment from Hemphill Construction Company in the amount of $6,824.65; 4. Accept Final Close Out Documents on same: Contractor Affidavit of Payment; Contractor Affidavit of Release of Liens; Consent of Surety. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson C. ID-16-1713 Authorize City Clerk to Advertise Sealed Bids for the following: 1. Vehicle Accessories Attachments: Vehicle Accessories 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 Vehicle Accessories. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-1724 Approve request for sponsor advertisement from the Warren Central Junior High School Cheerleaders for the National High School Cheerleading Competition held in Orlando, FL Attachments: Warren Central JH Cheerleaders Mayor Flaggs stated that purchasing an advertisement from Warren Central Junior High School 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 Aldermen of the City of Vicksburg approved the purchase of a sponsor ad from Warren Central Junior High School Cheerleaders for the National High School Cheerleading Competition held in Orlando, Fl in the amount of $5,000.00. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-1726 Approve Purchase and Installation of Frank Crump Historical Marker at the Northwest Corner of Washington Street and Veto Street Attachments: Frank Crump, Jr. Marker On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Purchase and Installation of Frank Crump Historical Marker at the Northwest Corner of Washington Street and Veto Street. City of Vicksburg Page 2 Printed on 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 Funds provided from The Mayor's Discretionary Fund. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-1710 Authorize issuance of the following requisition number: 1. 1702294 in the amount of $10,570.50 written to ESG Operations LLC., of Macon, GA, for a Roller Cover for the Water Treatment Plant 2. 1702490 in the amount of $27,977.00 written to Gray Daniels Ford, of Brandon, MS, for the purchase of one 2017 F350 Crew Cab Pickup for the Right of Way Department Attachments: Requisition 1702294 Requisition 1702490 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to authorize the issuance of the following requisition number: 1. 1702294 in the amount of $10,570.50 written to ESG Operations LLC., of Macon, GA, for a Roller Cover for the Water Treatment Plant; 2. 1702490 in the amount of $27,977.00 written to Gray Daniels Ford, of Brandon, MS, for the purchase of one 2017 F350 Crew Cab Pickup for the Right of Way Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-1711 Approve Invoice #2923 for Vicksburg-Tallulah Regional Airport in the amount of $3,297.55 Attachments: VTR Invoice On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve Invoice #2923 for Vicksburg-Tallulah Regional Airport in the amount of $3,297.55. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G.1 ID-17-0101 Approve Request from Grace Christian Counseling Center for the 9th Annual "Chill in the Hills" 10K Run, 5K Walk and 1 Mile Fun Run on Saturday, January 14, 2017 On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to approve the Request from Grace Christian Counseling Center for the 9th Annual "Chill in the Hills" 10K Run, 5K Walk and 1 Mile Fun Run on Saturday, January 14, 2017. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G.2 ID-17-0102 Authorize Mayor to Execute Rental Agreement with Unitech for Fax Add-On Feature in the Mayor's Office On motion of Alderman Thompson, seconded by Alderman Mayfield, the Mayor and Aldermen voted to Authorize the Mayor to Execute Rental Agreement with Unitech for Fax Add-On Feature in the Mayor's Office. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G.3 ID-17-0103 Approve Airport Elevator Project Grant #R-110-374-01-GZ Close-Out and Authorize the Mayor to Execute Budget Modification, Request for Cash and Close-Out Documents On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Airport Elevator Project Grant #R-110-374-01-GZ Close-Out and Authorize the Mayor to Execute Budget Modification, Request for Cash and Close-Out Documents. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Policy Issues: A. ID-16-1712 Adopt Vicksburg Motor Coach Rules & Regulations and Reservation Form City of Vicksburg Page 3 Printed on 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 Attachments: Motor Coach Rules & Regulations On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt the Vicksburg Motor Coach Rules & Regulations and Reservation Form. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-1714 Adopt Revised (12/22/16) version of section 7.12 Donated Leave Policy Attachments: Donated Leave On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to adopt the Revised (12/22/16) version of section 7.12 Donated Leave Policy. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson Docket of Claims: C. ID-16-1677 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 the Bank Letters: 1. Trustmark; 2. BancorpSouth. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-1659 Approve Reports: 1. Privilege License 2. City Sexton 3. Delinquent Tax Collection 4. Tax Collection 5. Mayor and Treasure Attachments: Privilege License City Sexton Delinquent Tax Collection Mayor and Treasure The City Sexton presented report of collections, account opening graves, etc. for the month of November 2016 as follows: Riles Funeral Home - $500.00; Fisher Funeral Home - $200.00; Glenwood Funeral Home - $375.00; Jefferson Funeral Home - $2,225.00; Lakeview Funeral Home - $1,550.00. The City Clerk presented the Privilege License Report for new businesses for the month of November 2016 The City Clerk presented report of Mayor and Treasure from the Vicksburg Police Department in the amount of $146,991.63 for November 2016 The City Clerk presented the November 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 November 2016 The City Clerk presented report of collections for City taxes from the Warren County Tax Collector for the Month of November 2016 Attachments: Supporting documentation following minutes: On motion of Alderman Thompson, seconded by Alderman Mayfield, 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 City of Vicksburg Page 4 Printed on 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 by the attached vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson 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 Hire in the Police Department (1); Pay Adjustments in the Police Department (4); Retirements in the Human Resource Department (1), Building Maintenance Department (1); Suspensions in the Fire Department (2), Airport Department (1); Termination in the Fire 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 Hire in the Police Department (1); Pay Adjustments in the Police Department (4); Retirements in the Human Resource Department (1), Building Maintenance Department (1); Suspensions in the Fire Department (2), Airport Department (1); Termination in the Fire 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. - 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-16-1716 New Hire - Police Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the New Hire for Booking Officer at $9.34 per hour in the Police Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson B. ID-16-1717 Pay Adjustments - Police Department (4) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Pay Adjustments for Patrol Officer from $14.94 per hour to $15.14 per hour, Officer from $14.80 per hour to $15.00 per hour, Patrol Officer from $14.80 per hour to $15.00 per hour, Lieutenant (C-Watch Commander) from $26.20 per hour to Domestic Violence at $27.20 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-16-1718 Retirement - Human Resources (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Retirement Benefits Coordinator in the Human Resource Department, effective December 30, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson D. ID-16-1719 Retirement - Building Maintenance Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to accept the Retirement from Painter in the Building Maintenance Department, effective December 30, 2016. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson E. ID-16-1720 Suspensions - Fire Department (2) City of Vicksburg Page 5 Printed on 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Suspensions for Firefighter EMT for one (1) shift (24 hours) and a Non-Civil Service Paramedic for one (1) shift (24 hours), for violation of Standard Operating Guidelines in the Fire Department. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson F. ID-16-1721 Suspension - Airport (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve ninety (90) day Probation for Laborer in the Airport Department. Laborer cannot miss any days for two (2) weeks. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson G. ID-16-1722 Suspension - Fire Department (1) On motion of Alderman Mayfield, seconded by Alderman Thompson, the Mayor and Aldermen voted to approve the Termination of EMS Paramedic Non Civil Servant in the Fire Department, effective December 22, 2016 for failure to respond to request to support continued leave. The motion was adopted unanimously by the following vote: Aye: 3- Mayor Flaggs, Alderman Mayfield, and Alderman Thompson H. ID-17-0134 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 Mayor Flaggs recused himself from the Board Meeting, for United Security Services for check number 136046. Alderman Thompson is now Mayor Pro-Tem Thompson. Docket of Claims: E. ID-16-1660 Approve Claims Docket The City Clerk presented the Docket of Claims numbering 135868 through 136086; 1010 through 1017. On motion of Alderman Mayfield, save and except check number 135919 for Entergy / Eastern Region, seconded by Mayor Pro-Tem Thompson, the Mayor Pro-Tem and Alderman voted to approve the Claims Docket. The motion was adopted unanimously by the following vote. Aye: 2- Alderman Mayfield, and Alderman Thompson Recused: 1- Mayor Flaggs Mayor Flaggs returned to the Board Meeting. Mayor Pro-Tem Thompson is now Alderman Thompson. Alderman Mayfield left the Board Meeting, for Entergy / Eastern Region check number 135919. E. ID-16-1660 Approve Claims Docket The City Clerk presented the Docket of Claim check number 135919 for Entergy / Eastern Region. On motion of Alderman Thompson, seconded by Mayor Flaggs, the Mayor and Alderman voted to approve the 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 2/8/2017 Board of Mayor and Aldermen Minutes - Final December 22, 2016 Adjournment On motion of Alderman Thompson, seconded by Mayor Flaggs, and unanimously passed, the Mayor and Alderman of the City of Vicksburg adjourned to meet 10 o’clock a.m., Tuesday, January 03, 2017, to take up and act upon any and all matters that may come before the Board. MAYOR ATTEST: CITY CLERK Aye: 2- Mayor Flaggs, and Alderman Thompson Absent: 1- Alderman Mayfield City of Vicksburg Page 7 Printed on 2/8/2017