MINUTES
Of the Regular Meeting of
The Claiborne Parish Police Jury
November 5, 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 fifth day of November 2008. On being called to order by the President Roy Mardis, the following jurors were present:
Roy Mardis, Scott Davidson, Lavelle Penix, Danny “Roy” Lewis, Brian “Butch” Bays, Robert “Bob” McDaniel, Jerry Adkins, Joe Sturges and Mark Furlough, and Rev. Willie Young.
Others in attendance were Chic Hines of the Claiborne Parish Watershed District, Robin Bridges of Claiborne Parish 4-H, Janelle Brown of the Claiborne Parish School Board, Scott Greeson of Claiborne Parish E-911, Tommy Durrett Superintendent of the CPPJ Hwy Dept, Anthony Frances of Allied Waste, Jean Reynolds OOCS Executive Director, Michelle Bates of the Guardian Journal, and Jackie Roberts of the Haynesville News.
The meeting was opened with a word of Prayer led by Rev. Willie Young, followed by the Pledge of Allegiance led by Scott Davidson.
Upon motion by Jerry Adkins, duly seconded by Joe Sturges, the Jury unanimously adopted the agenda as presented.
Upon motion by Scott Davidson, duly seconded by Joe Sturges, the Jury unanimously approved the regular minutes for the October 8, 2008 meeting.
Upon motion by Lavelle Penix, duly seconded by Joe Sturges, the Jury unanimously approved the following for the upcoming holidays for Thanksgiving and Christmas for 2008. The Thanksgiving holiday will start on Tuesday, November 25th at noon after the annual Thanksgiving Dinner at the Highway Department and the employees will report back to work on Monday, December 1, 2008. The Christmas Holiday will start on Wednesday, December 24th at noon after the annual Christmas Dinner at the Highway Department and the employees will report back to work on Monday, January 5, 2009.
Upon motion by Scott Davidson, duly seconded by Roy Lewis, the Jury approved to advertise for the following bids for materials for the Highway Department for 2009 –
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Bids Invited
Sealed bids are hereby invited by the Claiborne Parish Police Jury for the purchase of 87 Octane Unleaded Gasoline, 89 Octane Mid-Grade Unleaded Gasoline, and Diesel Fuel for use by Parish Owned Vehicles for the Year 2009. Bids will be received until 8:00 a.m. on Tuesday, December 9, 2008, at the Police Jury Office, 507 West Main, Homer, LA 71040, at which time the said bids will be opened and read. The said bids will be acted on at the regular Police Jury meeting to be held at 9:00 a.m. on December 10, 2008. Bids should include the following:
1) Price of 87 Octane Unleaded Gasoline, 89 Octane Mid-Grade Unleaded Gasoline and diesel fuel delivered to specified locations in the parish with owner furnishing the tank. The price of the fuel should be the number of cents above the average OPIS/PETROSAT prices for that day. Supplier should also submit a copy of the Workmen’s Compensation and Employers’ Liability Insurance and Automobile Liability Insurance.
2) Prices quoted must be for BRANDED PIPELINE GRADE FUEL ONLY.
3) Delivery instructions will be given by Parish Road Superintendent.
4) BID FORMS FURNISHED MUST BE USED.
5) The Claiborne Parish Police Jury reserves the right to reject any or all bids for just cause.
Dwayne R. Woodard
Secretary-Treasurer
Claiborne Parish Police Jury
P.O. Box 270
Homer, LA 71040-0270
For Publication in the official journal of the Claiborne Parish Police Jury - The Haynesville News – November 13, 20 & December 4, 2008.
Bids Invited
Sealed Bids are hereby invited by the Claiborne Parish Police Jury for the purchase of pit run sand clay gravel and maintenance rock gravel for the Year 2009. Bids should include and be based upon the following:
Prices quoted shall specify material loaded on parish trucks at the vendor’s pit.
The bid shall also include the location and distance of the pit from Homer, LA. If said pit is in excess of eighty (80) miles one way from Homer, LA, bid will be subject to rejection.
Sample of materials will be required and must meet specifications. Sand clay gravel must be at least 70% gravel. Maintenance rock may vary in size from 1 ½ inch to ¼ inch in diameter mixed.
Payment will be made per ton as verified by invoices.
The Claiborne Parish Police Jury is a tax exempt governmental body.
Bids will be received until 8 a.m. on Tuesday, December 9, 2008, at the Police Jury Office, 507 West Main, Homer, LA 71040, at which time they will be opened and read. The said bids will be acted on at the regular Police Jury meeting at 9:00 a.m. on December 10, 2008.
Dwayne R. Woodard
Secretary-Treasurer
Claiborne Parish Police Jury
P.O. Box 270
Homer, LA 71040-0270
For publication in the official journal of the Claiborne Parish Police Jury - The Haynesville News - November 13, 20 & December 4, 2008.
Bids Invited
Sealed bids are hereby invited by the Claiborne Parish Police Jury for the purchase of sizes LA C-1 “modified”, LA C-2 and LA C-3 granite crushed stone for 2009 Year.
Specifications for said material are shown in the chart marked “Exhibit A” which is attached hereto and made a part hereof. The said bid shall specify a price for the material to be delivered to sites designated by the Parish Road Superintendent
Payment will be on a per ton basis. Tonnage paid for shall be verified by freight invoices.
Bidder shall state type of material and shall identify the material’s mine site of origin.
Bidder understands that the Claiborne Parish Police Jury is a tax exempt governmental body.
The said bids will be received by the Claiborne Parish Police Jury in its office at 507 West Main, in Homer, LA, until 8:00 a.m. on Tuesday, December 9, 2008, at which time they will be opened and read. The said bids will be acted on at the regular called Police Jury meeting on Wednesday, December 10, 2008 at 9:00 a.m.
The Claiborne Parish Police Jury reserves the right to reject any or all bids for just cause.
Exhibit A
Asphaltic Surface Treatment Aggregates Percent Passing
Size 1 Size 2 Size 3 SB-2 Pit Run
Crushed Gravel or All All Aggregate Sand
U.S. Sieve Slag or Stone Lightweight Stone Aggregate Aggregate Base Clay
Aggregate Aggregate Course Gravel _____________________________________________________________________________________________
1 1/2 “ 100 100 ---- ---- 100 85-100
1” 90-100 95-100 ---- ---- ---- 70-90
¾” 20-55 60-90 100 ---- 50-90 60-80
½” 0-10 ---- 90-100 100 ---- 50-60
3/8” 0-5 0-15 40-70 85-100 ---- 20-40
No. 4 ---- 0-5 0-15 10-40 25-55 20-40
No. 8 ---- ---- 0-5 0-10 ---- ----
No. 10 ---- ---- ---- 0-5 ---- ----
No. 40 ---- ---- ---- ---- 10-30 15-30
No. 200 0-1 0-1 0-1 0-1 3-10 10-20
For aggregate bids taken by the Claiborne Parish Police Jury at 10 a.m. on December 9, 2008, at 507 West Main Street, Homer, LA 71040
Dwayne R. Woodard
Secretary-Treasurer
Claiborne Parish Police Jury
P.O. Box 270
Homer, LA 71040
For publication in the official journal of the Claiborne Parish Police Jury – The Haynesville News – November 13, 20 & December 4, 2008.
Bids Invited
Sealed bids are hereby invited by the Claiborne Parish Police Jury for the purchase of Hot Mix and Colay (Cold Mix) necessary for the maintenance of Claiborne Parish roads for the year 2009. Price quoted shall be for materials loaded on Parish trucks at your plant. Any bid received for material to be loaded on Parish trucks more than fifty (50) miles, one-way, from Homer, LA will not be considered. Bids accepted will be the low bid at the present time with an escalator clause allowing supplier to add increase by same amount cost is increased or decrease if prices decline. Sealed bids will be received by the Claiborne Parish Police Jury in its office at 507 West Main, in Homer, LA., until 8:00 a.m. on Tuesday, December 9, 2008, at which time they will be opened and read. The said bids will be submitted for action at the regular Police Jury meeting to be held at 9:00 a.m. on Wednesday, January 10, 2008.
The Claiborne Parish Police Jury reserves the right to reject any or all bids for just cause.
The Claiborne Parish Police Jury is a tax exempt governmental body.
Dwayne R. Woodard
Secretary-Treasurer
Claiborne Parish Police Jury
P.O. Box 270
Homer, LA 71040
For publication in the official journal of the Claiborne Parish Police Jury – The Haynesville News – November 13, 20 & December 4, 2008.
Bids Invited
Sealed bids are hereby invited by the Claiborne Parish Police Jury for the purchase of MC-30 Prime Oil, CRS-2, SS-1, AEP and AC-10 Asphalt Cement necessary for the maintenance of Claiborne Parish roads for the year 2008. The said materials are to be delivered to the Claiborne Parish Police Jury. Bids accepted will be low bid at the present time with escalator clause allowing supplier to add increase by same amount cost is increased or decrease if prices decline. Sealed bids will be received by the Claiborne Parish Police Jury in its office at 507 West Main, in Homer, LA until 8:00 a.m. on Tuesday, December 9, 2008, at which time they will be opened and read. The said bids will be submitted for action at the regular Police Jury meeting at 9:00 a.m. on Wednesday December 10, 2008. Delivery instructions will be given by the Parish Road Superintendent.
The Claiborne Parish Police Jury reserves the right to reject any or all bids for just cause.
The Claiborne Parish Police Jury is a tax exempt governmental body.
Dwayne R. Woodard
Secretary-Treasurer
Claiborne Parish Police Jury
P.O. Box 270
Homer, LA 71040
For publication in the official journal of the Claiborne Parish Police Jury – The Haynesville News – November 13, 20 & December 4, 2008.
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Upon motion by Roy Lewis, duly seconded by Joe Sturges, the Jury unanimously approved request from the Claiborne Christmas Festival, in a letter dated October 8, 2008 for use of the square and Courthouse lawn on November 29, 2008 to host the Claiborne Parish Christmas Festival.
Upon motion by Scott Davidson, duly seconded by Rev. Willie Young, the Jury voted (5-4) not to approve the Christmas Festival’s request for $2,000 for the 2008 year.
Yeas – Davidson, Young, McDaniel, Furlow, Adkins
Nays – Lewis, Penix, Sturges, Bays
Upon motion by Jerry Adkins, duly seconded by Scott Davidson, the Jury unanimously agreed to table request from the Claiborne Christmas Festival, in a letter dated October 8, 2008, for inclusion in the 2009 CPPJ budget of $2,000 for sponsor support.
Upon motion by Lavelle Penix, duly seconded by Scott Davidson, the Jury unanimously approved recommendation from the Garage Committee to accept the highest qualifies bids totaling $20,818 submitted on the Sale of Surplus Equipment as advertised in the official journal the weeks of October 16, 23, & 30, 2008. The bids were awarded as follows -
2001 Dodge 3500 VIN#81231 - $2,500.00 to Bayou Insurance Services in Shreveport, LA
1997 Ford 800 VIN#A03914 - $5,620.00 to Mac’s Tree Service in El Dorado, AR
1997 Ford 800 VIN#A03916 - $5,620.00 to Mac’s Tree Service in El Dorado, AR
920 Cat Loader VIN#8395 - $7,078.00 to Dixie Surplus in Pollock, LA
Upon motion by Mark Furlow, duly seconded by Scott Davidson, the Jury unanimously approved request from Secretary–Treasurer Woodard to set a date for a Personnel Committee meeting to interview applicants for the (2) open positions of Truck Driver (two) within the Claiborne Parish Highway Department, the date is set for December 4th, 2008 at 4:30 p.m. (Note - due to scheduling conflicts arising late in the month concerning the meeting date – the Personnel Committee meeting was changed to Tuesday, December 9th, at 4:30 p.m.)
Upon recommendation from Personnel Chair Mark Furlow, duly seconded by Scott Davidson, the Jury unanimously approved the recommendation to promote Truck Driver Joe Buggs to the position of Operator II at a starting hourly wage of $11.75 effective immediately.
Upon recommendation by Secretary–Treasurer Woodard, the Jury unanimously approved request for the Finance Committee to meet for a workshop on both the final 2008 budget amendments and to work on the proposed budget for the upcoming 2009 year. The meeting for the Finance Committee is set for December 4th from 2:00 p.m. to 4:00 p.m. (Note - due to scheduling conflicts the meeting was changed to December 9th, 2008 at 2:00 p.m.)
Upon motion by Scott Davidson, duly seconded by Mark Furlow, the Jury unanimously approved to enter into engagement agreement with Hulsey, Harwood & Co., APAC, to perform the Police Jury’s annual audit for the year ended December 31, 2008.
Upon motion by Scott Davidson, duly seconded by Joe Sturgis, the Jury unanimously approved Resolution 2008–22 – A Resolution Authorizing the Secretary–Treasurer to Apply for a Bank Card in the Parish’s Name for the use of Payment of Certain Bills that Require a Bank Card.
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RESOLUTION 2008-022
A RESOLUTION AUTHORIZING THE SECRETARY-TREASURER TO APPLY FOR A BANK CARD IN THE PARISH’S NAME FOR USE OF PAYMENT OF CERTAIN BILLS THAT REQUIRE A BANK CARD
WHEREAS, the Claiborne Parish Police Jury conducts certain business that requires the use of a bank card; and
WHEREAS, it is not a prudent business practice to use a Parish employee’s personal bank card to conduct such business transactions; and
WHEREAS, it would alleviate problems associated with reserving lodging accommodations and certain on-line transactions that is considered necessary to conduct Parish business; and
WHEREAS, a bank card in the name of the Claiborne Parish Police Jury with a limit of $5,000 would be adequate to allow the Jury to perform such payment functions;
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 this new account.
Upon a motion by Scott Davidson and duly seconded by Joe Sturges this motion was carried and officially adopted by the Claiborne Parish Police Jury meeting in regular session convened on Wednesday, November 5, 2008.
Yeas 10 Nays _0_ Abstain _0_ Absent _0_
/s/ Dwayne R. Woodard /s/ Roy Mardis
Secretary-Treasurer President
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ITEM #18 – NOVEMBER 5, 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 – contract signed and returned to DOTD via letter dated July 23, 2008.
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.
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 was awarded in the amount of $24,200 to TGS Contactors and the project is now complete. 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 August 08 – $79,332 – increase $343,869 (433.46%)
Net sales tax collections for September 07 - $84,713 – increase $338,488 (399.52%)
Net cash collections for 2008 - $1,134,588 as compared to 2007 $660,531 - inc (71.77%)
Net taxable sales for 2008 - $82,434,655 as compared to 2007 $64,861,141 – inc (27.09%)
Cash position at October 31, 2007 - $3,589,046 (increase of $1,012,904)
Cash position at September 30, 2008 - $4,468,824 (increase of $133,126)
Cash on deposit at October 31, 2008 –
First Guaranty - $2,172,736
LAMP - $1,926,021
Citizens Bank - $201,508
Gibsland Bank - $100,486
Capital One - $100,596
Regions Bank - $100,603
None scheduled at this time.
Anthony Frances addressed the Jury on behalf of the employees of Allied Waste and he made a presentation to the jurors explaining how they would like to “adopt” one deserving child from each of the jurors’ districts and make that child’s Christmas brighter by fulfilling his or her “Wish List”. Mr. Frances requested that each juror select one child from his district between the ages of 5 and 8 years old and have each child create a “Santa List” so it can be submitted to Allied Waste no later than Friday, November 28, 2008.
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PUBLIC COMMENT –
Chic Hines with the Claiborne Parish Watershed District gave an update on the Permanent Marker Project for Lake Claiborne and stated that the cooperative endeavor agreement had been executed and returned to the State.
Robin Bridges of Claiborne Parish 4-H expressed his thanks to the Police Jury as a whole for their continued support of 4-H and their programs.
Scott Greeson of Claiborne Parish E-911 gave an update on the work being done for the new GIS System that the Parish will be getting at some point in the future.
Mrs. Jean Reynolds the Executive Director of the Claiborne Parish Office of Community Services gave an update on the Food Bank of Northwest Louisiana and Homer Christian Coalition’s food pantry program that is being established within the parish.
Juror Scott Davidson brought to the Jury’s attention a situation involving a 3” pipeline down on the Parish’s right of way on Fomby Road. After much discussion concerning the status of the pipeline and who is authorized to sign Road Bore Permits and Heavy Haulers Permits, a motion was made to amend the agenda and add this item to the agenda.
Upon motion by Scott Davidson, duly seconded by Rev. Willie Young, the Jury unanimously agreed to add the discussion of the Fomby Road pipeline situation to the agenda.
Upon motion by Scott Davidson, duly seconded by Roy Lewis, the Jury unanimously agreed to instruct Secretary-Treasurer to contact the Parish Attorney and the Personnel Committee concerning the Parish’s options in this matter.
Juror Lavelle Penix commended Anthony and the Allied Waste employees for their “adopt a child program” and questioned him about the status of a trash truck/driveway situation on Harris Road.
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Upon motion by Roy Lewis, duly seconded by Lavelle Penix, the meeting was adjourned.
____________________________ _____________________________
Dwayne R. Woodard Roy Mardis
Secretary – Treasurer President