MINUTES
Of the Regular Meeting of
The Claiborne Parish Police Jury
June 4, 2008
Homer, LA 71040
The Claiborne Parish Police Jury met in regular session in the office of the Police Jury, located at 507 West Main Street in Homer, LA at 9:00 A.M. on the fourth day of June 2008. On being called to order by the President Roy Mardis, the following jurors were present:
Roy Mardis, Lavelle Penix, Roy Lewis, Rev. Willie Young, Robert “Bob” McDaniel, Mark Furlow, Jerry Adkins and Joe Sturges.
Scott Davidson and Brian “Butch” Bays were absent.
The meeting was opened with a word of Prayer led by Rev. Willie Young, followed by the Pledge of Allegiance led by Lavelle Penix.
Upon motion by Lavelle Penix, duly seconded by Robert “Bob” McDaniel, the Jury unanimously adopted the agenda as presented.
Upon motion by Jerry Adkins, duly seconded by Joe Sturges, the Jury approved to amend the agenda by a 7-1 vote and to add the following additional items to the agenda after item # 23. Rev. Young was the lone dissenting vote; he wanted it noted that the Parish’s deadline for getting placed on the Jury’s monthly agenda is NOON of the Wednesday prior to the regularly scheduled meeting for non-emergency business and it has been that way for some time now.
Upon motion by Lavelle Penix, duly seconded by Joe Sturges, the Jury unanimously approved the minutes of the May 7, 2008, regularly scheduled meeting of the Police Jury.
Upon motion by Joe Sturges, duly seconded by Roy Lewis, the Jury unanimously approved the payment of the May 2008 bills, pending approval by the Claims Committee.
The presentation of FYE 12-31-2007 Audit Report was made by Mrs. Melissa Eubanks with Hulsey, Harwood & Co., APAC. Mrs. Eubanks reported that the she issued an unqualified opinion on the 2007 financial statement that contains no findings or no recommendations and a positive financial standing. Hard copies with all data will be available for the Jury towards the end of the week.
Upon motion by Jerry Adkins, duly seconded by Lavelle Penix, the Jury unanimously accepted the Audit Report for FYE 12-31-2007.
Mr. Brad Graff, P.E., the Parish Engineer – gave update on status of the LCDBG water well project and the status of the capital outlay road project contracted with the P.R. Parker Co. (Spiegner and Stateline Roads). Mr. Graf gave an explanation for the delay in obtaining the new well site from the family the parish was purchasing the land from and gave an explanation of the pros and cons of including the cost of a test well at the new water well site. On the road capital outlay project, Mr. Graf informed the Jury that the first two courses of both roads had be laid earlier in the week and the third course would be laid later in the week. He also reported that due to the hard work Road Superintendent Durrett through various cost saving measures, that the parish’s cash contribution for the project should be reduced from $90,000 to around $41,000.
Upon motion by Jerry Adkins, duly seconded by Mark Furlow, the Jury unanimously voted to adjourn the regular Jury meeting to go into Public Hearing concerning Amended Ordinance No. 670 – Claiborne Parish Police Jury – Alcoholic Beverages – Section 19 (E), Section 19 (F) and Section 19 (G).
Bill Stanley owner of J-J Drive – Inn, in Haynesville, LA voiced a concerned with the new twenty-five dollar ($25.00) fee in which each employee that handles beer or liquor will be difficult for the employee’s. He stated they already have to take a yearly exam with the ATC, Responsible Vendors Class for twenty five dollars ($25.00) and with the high turn over rate of employee’s it will be rough. With a clearer understanding of the reasoning behind the raise and who it would apply to Mr. Stanley withdrew his protest.
With no other public comments or suggestions, either oral or written and upon motion by Joe Sturges, duly seconded by Lavelle Penix, the Jury unanimously voted to return to the regular scheduled meeting.
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ORDINANCE No. 670
CLAIBORNE PARISH POLICE JURY
ALCOHOLIC BEVERAGES
Whereas, by Ordinance No. 670, the Claiborne Parish Police Jury has previously set the terms and fees for the application, issuance and renewal of alcoholic beverage permit holder cards and alcoholic beverage handling employee cards for those employees who work in business that operate and sale alcoholic beverages in Claiborne Parish, and
Whereas, it is the desire of the governing body to change and amend the portions of Ordinance No. 670 which deal with the terms and fees for the application, issuance and renewal of said cards – specifically Sections 19E, 19F and 19G, and
Whereas, it is the desire of the governing body that the new changes take effect as of July 1, 2008, at 12:01 a.m.;
Now, therefore, be it ordained by the Claiborne Parish Police Jury, meeting in regular and legal session convened, that Sections 19E, 19F and 19G of Ordinance No. 670 be amended to read as follows:
Section 19 (E): A card issued pursuant to this Section shall contain the picture, signature, and appropriate identifying information as deemed necessary by the Claiborne Parish Sheriff’s Office. A fee of Twenty-Five dollars ($25.00) shall be paid to the Claiborne Parish Sheriff’s Office at time of application and will be non-refundable.
Section 19 (F): All alcoholic beverage handling employee cards shall be for a term of one (1) year or less and shall expire on December 31 of the year issued. All applications for renewal may be made within thirty (30) days of expiration of the old card. Renewal or new application during the thirty days prior to the December 31 expiration date will show an expiration date of December 31 the next year. Renewal fee is Twenty-Five ($25.00) payable to the Claiborne Parish Sheriff’s Office.
Section 19 (G): A card for an alcoholic beverage handling employee shall be good and valid for use on the premises of any alcoholic beverage permit holder, provided the permit holder has notified the Claiborne Parish Sheriff’s Office – Records Division of the name and address of the beverage handling employee card holder. Each alcoholic permit holder shall maintain a current list of all alcoholic beverage handling employees and their addresses on forms made available at the Claiborne Parish Sheriff’s Office – Records Division. The alcoholic beverage permit holder shall provide this list to the Claiborne Parish Sheriff’s Office – Records Division on or before the fifth (5th) day of each month. The alcoholic beverage permit holder shall make the list available for inspection when requested by the Claiborne Parish Sheriff’s Office. Each employee card holder shall, upon request, submit said alcohol beverage handling card to the Claiborne Parish Sheriff’s Office for inspection. Violation of this section is punishable by suspension or revocation of the alcoholic beverage holder’s license by the Claiborne Parish Police Jury.
In all other aspects, Ordinance No. 670 shall remain as originally written and amended or supplemented prior to this act.
Upon motion by Mark Furlow, duly seconded by Joe Sturges and passed the foregoing was approved this fourth day of June, 2008.
Yeas – (8) Mardis, Penix, Lewis, Young, McDaniel, Furlow, Adkins, Sturges
Nays – (0)
Absent – (2) Davidson, Bays
Abstain – (0)
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Upon motion by Rev. Willie Young, duly seconded by Robert “Bob” McDaniel the Jury unanimously approved the following dates to Advertise for Books to be opened and Board of Review for 2008.
ADVERTISING FOR BOOKS TO BE OPENED AND BOARD OF REVIEW FOR 2008
Dates the Books are Open for Inspection - August 21, 2008 thru September 5, 2008
Mail Letter on September 8, 2008 – (1) Claiborne Parish Police Jury, (1) Copy to Louisiana Tax Commission
ADVERTISEMENT OF POLICE JURY – BOARD OF REVIEW
Week of – August 28, 2008 to September 4, 2008
Mail letter to Claiborne Parish Police Jury on September 2, 2008 certifying totals
BOARD OF REVIEW - September 9, 2008 thru September 23, 2008 - September 20, 2008 is the last date to file a written appeal with the Claiborne Parish Board of Review.
SEPTEMBER. 18, 2008 AT 5:30 P.M. (HEARING DATE)
Place: CLAIBORNE PARISH POLICE JURY MEETING ROOM
507 West Main Street
Homer, Louisiana 71040
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Upon motion by Joe Sturges, duly seconded by Roy Lewis, the Jury unanimously approved and accepted the lowest qualified bid for the purchase of legal advertisements for the fiscal year July 1, 2008 to June 30, 2009 and awarded it to the Haynesville News.
Upon motion by Lavelle Penix, duly seconded by Joe Sturges, the Jury approved and accepted the lowest qualified bid for the purchase of (2) two 31,000 GVWR Regular Cab/Chassis Trucks as advertised in the Guardian Journal – the official journal - the weeks of April 24, May 1, & 8 of 2008. The bid was awarded to Hixson Hopkins for $47, 932.77 each; the Shreveport Truck bid did not meet the written specifications in 3 areas.
Upon motion by Jerry Adkins, duly seconded by Mark Furlow, the Jury unanimously accepted the following recommendations from the Finance Committee.
1. Recommendation to purchase three (3) $100,000 Certificates of Deposit with 60 day term from monies within the General Fund PFSA account. One each at the following financial institutions within Claiborne Parish – Regions Bank in Homer, Capital One in Homer and Gibsland Bank & Trust Company in Athens.
2. Recommendation to purchase one (1) $100,000 Certificate of Deposit with a 90 day term from monies within the General Fund PFSA account at Citizens Bank in Haynesville.
3. Recommendation to purchase (1) $100,000 Certificate of Deposit with a 90 day term from monies within the Sales Tax Fund PFSA account at Citizens Bank in Haynesville.
4. Recommendation to transfer $250,000 from General Fund PFSA account at First Guaranty Bank into a 365 day $250,000 Certificate of Deposit at First Guaranty Bank.
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RESOLUTION 2008-012
A RESOLUTION APPROVING THE FINANCE COMMITTEE’S RECOMMENDATION TO PURCHASE $100,000 CERTIFICATES OF DEPOSITS AT CERTAIN LOCAL BANKING INSTITUTIONS
WHEREAS, the Claiborne Parish Police Jury Finance Committee met on May 27, 2008, in joint session with the Claiborne Parish Policy Jury Personnel Committee; and
WHEREAS, the Claiborne Parish Police Jury Finance Committee makes the following recommendations -
To purchase three (3) $100,000 certificates of deposit with a 60 day renewal term with reserve monies from the General Fund PFSA account – one each at the following financial institutions within Claiborne Parish – Regions Bank in Homer, Capital One in Homer and Gibsland Bank & Trust in Athens; and
To purchase one (1) $100,000 certificate of deposit with a 90 day renewal term with reserve monies from the General Fund PFSA account at Citizens Bank in Haynesville; and
To purchase one (1) $100,000 certificate of deposit with a 90 day renewal term with reserve monies from the Sales Tax Fund PFSA account at Citizens Bank in Haynesville; and
To transfer $250,000 of reserve monies from the General Fund PFSA account at First Guaranty into a 365 day Certificate of Deposit at First Guaranty;
BE IT HEREBY RESOLVED that the Claiborne Parish Police Jury AUTHRORIZES President Roy Mardis, Vice-President Jerry Adkins and the Secretary-Treasurer Dwayne R. Woodard to sign and execute documents on behalf of the Claiborne Parish Police Jury in regard to opening these new accounts.
Upon a motion by Jerry Adkins and duly seconded by Mark Furlow this motion was carried and officially adopted by the Claiborne Parish Police Jury meeting in regular session convened on Wednesday, June 4, 2008.
Yeas 8 Nays 0 Abstain 0 Absent 2
/s/ Dwayne R. Woodard /s/ Roy Mardis
Secretary-Treasurer President
Upon motion by Joe Sturges, duly seconded by Mark Furlow, the Jury unanimously approved recommendation from Personnel Committee and Mr. John Bowman with the HR Dept., Inc., for creating a separate position of INMATE WORKER within the Claiborne Parish Highway Department. The position will NOT require the applicant to hold a CDL, but will require the employee to possess a Class “D” Chauffeurs license.
Upon motion by Joe Sturges, duly seconded by Robert “Bob” McDaniel, the Jury unanimously approved recommendation from the Personnel Committee to establish the WAGE SCALE of the position of INMATE WORKER at a level that is above the level of LABORER and below the level of TRUCK DRIVER. However, if the applicant or individual possesses a CDL at the time of hire – the wage scale for INMATE WORKER is equal to the wage scale of TRUCK DRIVER. The Jury as a whole has decided to change the title INMATE WORKER to INMATE SUPERVISOR to clarify the title of the position.
Upon motion by Lavelle Penix, duly seconded by Robert “Bob” McDaniel, the Jury unanimously approved to post the open position of INMATE SUPERVISOR within the Parish Highway Department for a period of 10 days.
Upon motion by Roy Lewis, duly seconded by Mark Furlow, the Jury unanimously approved to post and advertised any position within the Hwy Department if it becomes open due to the filling of the Inmate Supervisor position within the Highway Department.
Upon motion by Rev. Willie Young, duly seconded by Joe Sturges, the Jury unanimously approved the recommendation from the Personnel Committee to renew the Police Jury’s Health Care Plan with Blue Cross/Blue Shield, which is administered by the Human Resource Dept Inc., for the fiscal year of 2008-2009. The rate increase was basically 9% over the prior year’s rate. The only significant change is that the RX deductible will be lowered from $250 to $125 through the Parish’s self-funded HRA plan. The employees will be reimbursed 100% on the first $125 of prescription costs.
Upon motion by Mark Furlow, duly seconded by Roy Lewis, the Jury unanimously approved merit raises for certain Highway Department employees. Each employee has had a performance appraisal for the last six (6) months. The merit raises are inline with our current wage policy. The following employees received hourly merit raises – Jim Morgan $0.17, Chad Verdin $0.16, Dan Pruitt $0.07, Jimmy White $0.17, Larry Crew $0.16, Donald Farley $0.16, Sonny Gresson $0.16, Eric Kennedy $0.16, Mike Ellis $0.33, Joe Buggs $0.33, Joe Fielding $0.50, Brant Cupp $0.24 and Bryon Burnham $0.27.
Announcement from Secretary–Treasurer Woodard, to conduct and complete 2008 survey of precincts with less than 300 registered voters as required by R.S. 18:53 B. and submit papers to Secretary of State.
Upon motion by Lavelle Penix, duly seconded by Rev. Willie Young, the Jury unanimously approved request from Secretary-Treasurer Woodard to obtain quotes for the purchase of a new phone system for the Police Jury Office. The new phone system will be paid for with the proceeds from the $50,000 LSUCC Grant. The Jury has $10,000 budgeted for new office furniture and equipment under this grant.
Update from Secretary Treasurer-Woodard- the Worker’s Compensation audit is complete for 2007 Policy Year and the Police Jury will be receiving a refund from an overpayment of $8,891 for the past policy year.
Request from Kimball Hays of 1919 Powell Drive, in a letter received May 14, 2008, seeking assistance from the Police Jury with repairs to a water line was discussed. The Secretary-Treasurer will check with Mr. Van Austin and the South Claiborne Water System to see what options are available to possibly resolve the situation.
President – Mardis reads request from Steve Koskie, President of Claiborne Chamber of Commerce, in a letter dated May 28, 2008, to develop a time and place where the Northwest Louisiana Economic Development Foundation could come and make a presentation covering all aspects of their organization and there economic development efforts. They would like this meeting to take place in the later half of June at the Police Jury Complex. Secretary – Treasurer Woodard will make contact, no other action was taken.
Upon motion by Rev. Willie Young, duly seconded by Jerry Adkins, the Jury unanimously approved to reappoint Mr. Dennis Butcher to the Claiborne Parish Economic Board. With the re-appointment, two positions on the board remain open.
Upon motion by Lavelle Penix, duly seconded by Jerry Adkins, the Jury unanimously agreed to table the appointment of the two other vacant positions until the next regularly scheduled meeting of the Police Jury on July 9, 2008.
Upon motion by Mark Furlow, duly seconded by Joe Sturges, the Jury unanimously request from Town of Haynesville, in a letter received May 28, 2008 requesting assistance with the filling of a well at 9999 Price Drive Haynesville.
Notification from the State of Louisiana Department of Affairs, in a letter received May 29, 2008, informing the Jury that the monthly contribution for the Veteran’s Office will decrease per month from $738 to $722 per month effective January 1, 2009.
Upon motion by Joe Sturges, duly seconded by Lavelle Penix, the Jury unanimously approved request from Claiborne Parish Fire District #6, in a letter received May 29, 2008, requesting permission to build a new fire station in the Summerfield area and to use the parish engineer to help them design the building, prepare the bid package and assist with the construction of the building.
Upon motion by Roy Lewis and duly seconded by Mark Furlow, the Jury unanimously approved the request from Ellzey Simmons with Trailblazer and Bobbie L. Wall with the USDA Natural Resources Conservation Service, in an email received on May 29, 2008, requesting a letter of support or resolution of support for a Rapid Watershed Assessment for Flat Lick Bayou-Bayou Dorcheat Watershed which borders Claiborne and Webster parishes. The request was initiated due to potential effects of a declining Sparta Aquifer, the needed economic development and infrastructure changes that will be associated with the future construction of I-69, and the boom that will be associated with the Haynesville Shale Gas Field in that area.
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RESOLUTION 2008-011
A RESOLUTION SUPPORTING A RAPID WATERSHED ASSESSMENT TO BE CONDUCTED IN THE BLACK BAYOU – FLAT LICK BAYOU WATERSHED AREA IN THE HYDROLOGIC UNIT CODE 11140203 IN WEBSTER AND CLAIBORNE PARISHES
WHEREAS, a request has been made for a Rapid Watershed Assessment to be conducted in the Black Bayou and Flat Lick Bayou watershed area in the hydrologic unit code 11140203 in Claiborne Parish and Webster Parish, Louisiana. An area (see map attached) that is predominately forestland; and
WHEREAS, the Webster Parish Watershed District has previously requested a Rapid Watershed Assessment due to the potential effects of a declining Sparta Aquifer in order to address alternatives before the Sparta becomes critical; and
WHEREAS, an Assessment can help with evaluation of current and future concerns as they relate to potential economic and infrastructure changes that will be affected by the future construction of I-69, the boom that is to be associated with the Haynesville Shale Gas Field, the Cyber Innovation Center of Barksdale Air Force Base and the potential growth for Claiborne Parish, as well as the fact that Claiborne Parish is being promoted as a great retirement area; and
WHERAS, the Growth of our parish whether residential or industrial can bring about positive changes, the changes should not bring about a decline in the quality of life or in the loss of some much needed farmland and forestland that can be associated in these areas.
NOW, THEREFORE BE IT RESOLVED, that the Claiborne Parish Police Jury feels that an assessment would help the parish, government and citizens to be properly prepared for a change and allow for resource concerns to be noted and actions taken in advance; and
BE T FURTHER RESOLVED, by the Claiborne Parish Police Jury, meeting in regular and legal session convened, that it does hereby support and endorse an application for a Rapid Watershed Assessment to be filed.
Upon a motion by Roy Lewis and duly seconded by Mark Furlow this motion was carried and officially adopted by the Claiborne Parish Police Jury meeting in regular session convened on Wednesday, June 4, 2008.
Yeas 8 Nays 0 Abstain 0 Absent 2
/s/ Dwayne R. Woodard /s/ Roy Mardis
Secretary-Treasurer President
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ITEM #24 – JUNE 4, 2008 – AGENDA
SECRETARY-TREASURER – UPDATE ON GRANTS AND OTHER ITEMS
Amount – amended amount $191,000
Due Date – October 1, 2006
Project – Parish wide road sign upgrade & rehab
Status – assigned State Project Number (737-14-0102) and Federal Aid Project Number (HRRR-1407(502)) the LRSP and the DOTD via letter dated August 22, 2007 – cooperative agreement signed and returned to DOTD from LTRC.
Amount – amended amount $42,500
Due Date – October 1, 2007
Project – Parish road sign inventory
LRSP/LTAP Project Number – 01-CLAa-070037
Accepted and awarded via letter dated March 28, 2008.
Project manager assigned – Mr. Gary Judice
Status – Parish completed work on Lewis Way and Morris Lane. Construction contract on Spigener and Stateline was awarded to P. R. PARKER Company and approved by Mr. Judice; Claiborne Parish Hwy Dept has set-up roads and construction started Monday June 2nd and is attentively scheduled to be completed by the end of the week.
Amount - $72,800
Projects – Norton Shop Water System Emergency Generator $35,000 – Pine Hill Water System Emergency Generator $7,800 – CPPJ Office Complex $30,000
Status – Contract between Parish and State has been executed. The contract for the Norton Shop Generator has been awarded in the amount of $24,200 to TGS Contactors and submission for reimbursement has been made. The Jury is presently working with Parish Engineer Brad Graff on the Pine Hill Water System Generator and the improvements at the Police Jury Complex
Net sales tax collections for March 08 – $67,634.96 – increase $25,993.20 (38.43%)
Net sales tax collections for April 07 - $46,198.48 – increase $47,429.68 (102.67%)
Net cash collections for 2008 - $375,765.40 as compared to 2007 $305,413.76 - inc (23.03%)
Net taxable sales for 2008 - $34,929,533 as compared to 2007 $30,799,484 – inc (13.40%)
Cash position at May 31, 2007 - $4,677,372.81 (increase of $1,021,689.26)
Cash position at April 30, 2008 - $5,812,183.82 (decrease of $-113,121.75)
Cash on deposits at May 31, 2008 –
First Guaranty - $3,790,284.82
LAMP - $1,908,777.25
None presently scheduled – will be on vacation June 23 to June 27
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PUBLIC COMMENT
Scott Greeson from E-911 thanked Juror Mark Furlow, and crew for the help they received during the Hazmat spill in Haynesville. In return, Juror Furlow gave high praise for the response of the “One Call” for evacuation immediately after the spill.
Road Superintendent Tommy Durrett, notified the Jury that with blacktopping season coming up, they are liable to see his crew out after normal business hours 7:00am to 3:30pm. The blacktopping program should start around July 14, 2008.
Jackie Roberts of the Haynesville News thanked the Jury for allowing her paper to serve as the official legal journal for the next twelve months.
Juror Robert “Bob” McDaniel reports that he has submitted drawings to Cothren, Graff & Smoak, (Parish Engineer) for the ramps that will be built on the square.
Juror Lavelle Penix would like the Jury to look into possible monies to improve the main traveled roads in the parish.
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Upon motion by Mark Furlow, duly seconded by Roy Lewis, the meeting was adjourned.
__________________________ ________________________
Dwayne R. Woodard Roy Mardis
Secretary – Treasurer President