MINUTE SUMMARY 1 BE IT REMEMBERED that the Mayor and Board of Aldermen of the City of Olive Branch met in regular session March 7, 2017 at 6:30 o clock p.m., in the Municipal Court Room at 6900 Highland Street. AGENDA Mayor Phillips called the regular meeting to order at 6:30 o clock p.m. Alderwoman Hamilton had the opening prayer. ROLL CALL (Establish Quorum): The City Clerk called roll to establish quorum with the following members present to wit: Mayor Scott B. Phillips, Alderman Mark Aldridge, Alderman George Collins, Alderman Dale Dickerson, Alderman Gil Earhart, Alderwoman Pat Hamilton, Alderwoman Joy Henderson and Alderman David Wallace. These members constitute a quorum. Also present were Tina Griffith, City Clerk and Bryan Dye, City Attorney. APPROVAL OF MINUTES: Minutes of the Regular Meeting held February 21, 2017, approved as presented, motion carried CONSENT AGENDA: Items on Consent Agenda approved as presented, with exception to item #7 under Building Department, changing the unit #12700 to #11201, motion carried 1. Travel/Training Approved 2. Approve additions to the 2016/2017 pool of Seasonal Employees for hire as determined by Parks and Recreation Director. Approved 3. Authorize the City Clerk or her designee to close the Safe Deposit Box Number 111 located at Regions Bank in Olive Branch. Authorized 4. Authorize purchase of uniform patches for chaplains assisting the public safety departments. Authorized 5. Approve membership to FBI National Academy Associates, Incorporated. Approved 6. Declare the following items with a Fair Market Value of $0 and grant authorization to dispose of or recycle in accordance with M.C.A 17-25-25 along with amendments to asset inventory. IS DEPT #004127 Dell KVM PowerEdge #003950 Dell Laserjet Printer Misc broken or nonworking equip parts
MINUTE SUMMARY 2 UTILITY DEPT #004057 Dell laptop ADMIN #003173 Cannon Calculator 7. Declare the following items as surplus with a Fair Market Value of over or at least $100 and grant authorization to advertise for sale at public auction on GovDeals.com in accordance with M.C.A. 17-25-25 and authorize necessary amendment to the fixed asset inventory. (Camper Top unit no. changed from #12700 to #11201) BUILDING DEPT Sell Camper Top from unit #12700 and asset# 010679(not needed for truck) MAINTENANCE DEPT Declare as surplus with a Fair Market Value of over or at least $100 and grant authorization to advertise for sale at public auction on GovDeals.com in accordance with M.C.A. 17-25-25 8 new 9.00X20 tires that do not fit any city trucks (came from old dump trucks that we no longer have) 8. Declare one (1) 2004 Ford Crown Vic #232 (002425) vin#2fafp71w44x143774 as surplus, authorize the sale to the Amite County Sheriff s Department for the amount of $1.00 in accordance with M.C.A. 17-25-25 and authorize necessary amendment to the fixed asset inventory. Declared and authorized 9. Declare one (1) 2007 Ford Crown Vic #292 (003197) vin#2fafp71w67x130707 as surplus, authorize the sale to the Greenwood Public Schools Department of Public Safety for the amount of $1.00 in accordance with M.C.A. 17-25-25 and authorize necessary amendment to the fixed asset inventory. 10. Declare as surplus 75 more or less tires with a Fair Market Value of $0 and grant authorization to dispose of or recycle in accordance with M.C.A. 17-25-25. 11. Rescind December 6, 2016 order authorizing the sale of (1) 2007 Ford Crown Vic #292 Vin#2FAFP71W67X130707 (asset#003197) on GovDeals and make necessary amendment back to fixed asset inventory. Rescinded 12. Adopt Corrected Final Resolution granting Ad Valorem tax exemption for Prologis Bldg #5. Adopted 13. Authorize the Mayor and City Clerk to make necessary fund transfers to reconcile due to-due from through February 28, 2017. Authorized
MINUTE SUMMARY 3 14. Authorize the City of Olive Branch to enter into an agreement with Jan-Pro Cleaning Systems to clean and wax floors at City Hall and pay all associated costs. Authorized 15. Authorize City Clerk to make the following transfers from the water & gas fund to the general fund for certain services through February 27, 2017: General Fund $409,557.00 Gas Fund (45652) $217,499.00 Water Fund (40650) $192,058.00 Authorized 16. Authorize donation of $1,500.00 from Olive Twigs Philanthropic Group for the Police Department s L.E.A.D. program. Authorized 17. Authorize the purchase of two (2) 2014 Dodge Chargers for the Police Department. Authorized 18. Approve membership to the Dizzy Dean Baseball, Incorporated. Approved 19. Authorize the establishment of a City Background Check Policy. Authorized 20. Approve amendment to the order of the Mayor and Board of Aldermen establishing petty cash/funds for various City departments. Approved 21. Authorize the City of Olive Branch to enter into a maintenance agreement with Ambulance Cot Services and pay all associated costs. Authorized 22. Authorize the City of Olive Branch to enter into a software maintenance agreement with GovConnection, Inc. and pay all associated costs. Authorized PLANNING COMMISSION / NEW BUSINESS: 1. Consideration of application for Amendment to Conditions of Final Subdivision Plat Approval, Lot 2, of the Labelle Haven Baptist Church Subdivision, on behalf of the property owner. More specifically to allow the construction of an aboveground electric power line along the southern property line of Lot 2 to provide power to both Lot 2 as well as future development to the church property to the south and west of Lot 2. The property is located on the east side of US Highway 305, south of Church Road and north of College Road, situated in Section 10, Township 2 South, and Range 6 West. The property is zoned C-4, Planned Commercial. (#16-41SUB-F) Approved, motion carried NEW BUSINESS: 1. Consideration of bids opened March 6, 2017 for Municipal Depository for Special and Surplus funds (Certificates of
MINUTE SUMMARY 4 Deposit). Accepted bid of Citizens National Bank, motion carried 2. Consideration of recommendation to approve amendment to the Professional Services Agreement with Urban Arch, relative to re-bidding of the baseball/tee ball/concession stand that includes revising the original documents, minor engineering/site revisions, and printing of the revised bid packages, in an amount not to exceed $6,000.00. Approved, motion carried 3. Consideration to authorize the Mayor and City Clerk to refund/release the $90,000.00 maintenance check to Mr. Barry Bridgforth with Lemon & Gale, LLC for all repairs completed and final layer of asphalt installed in Southbranch Subdivision, Section D. Authorized, motion carried 4. Consideration of recommendation to approve final Change Order No. 1 on contract with M&H Construction, LLC in the amount of $(141.95), decreasing the contract amount from $358,725.28 to $358,583.33. Approved, motion carried EXECUTIVE SESSION: 1. Personnel matter in the Court Department Consideration of recommendation for one (1) employee disciplinary action. No action taken. 2. Personnel matter in the Fire Department Hired one (1) new employee, motion carried 3. Personnel matter in the Police Department Hired one (1) new employee, motion carried 4. Personnel matters in the Gas Maintenance Department Consideration of recommendation for two (2) potential new hires. Hired two (2) new employees, motion carried 5. Personnel matter in the Gas Billing Department Hired one (1) new employee, motion carried CLAIMS DOCKET: 1. Warrant #03072017, dated 03/03/2017, 298 invoices totaling $1,825,854.99. Approved for payment, motion carried
MINUTE SUMMARY 5 2. Warrant #03082017, dated 03/07/2017, 116 invoices totaling $232,647.93. Approved for payment, motion carried 3. Warrant #0307UTIL, dated 03/07/2017, 54 invoices totaling $6,298.14. Approved for payment, motion carried 4. Warrant #030717FX, dated 03/07/2017, 1 invoice totaling $112.74. Approved for payment, motion carried with Alderman Aldridge, Alderman Collins, Alderman Dickerson, Alderman Earhart, Alderwoman Hamilton and Alderwoman Henderson voting in favor and with Alderman Wallace being recused. 5. Warrant #030717AT, dated 03/07/2017, 2 invoices totaling $395.26. Approved for payment, motion carried with Alderman Aldridge, Alderman Collins, Alderman Earhart, Alderwoman Hamilton, Alderwoman Henderson and Alderman Wallace voting in favor and with Alderman Dickerson being recused.