MINUTES
Of the Regular Meeting of
The Claiborne Parish Police Jury
December 10, 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 tenth day of December 2008. On being called to order by the Vice-President Jerry Adkins, the following jurors were present:
Scott Davidson, Lavelle Penix, Danny “Roy” Lewis, Brian “Butch” Bays, Robert “Bob” McDaniel, Jerry Adkins, Joe Sturges and Mark Furlough.
Absent were Roy Mardis and Rev. Willie Young.
Others in attendance were Chic Hines of the Claiborne Parish Watershed District, Teresa Price 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, Cathy Greeson with Claiborne Parish O.E.P., Jean Reynolds the OCS Executive Director, Dennis Butcher the Claiborne Parish O.E.P. Director, Jackie Roberts of the Haynesville News, Ken Bailey Claiborne Parish Sheriff, Doug Efferson with the Claiborne Christmas Festival, and Mr. Raymond Sanders.
The meeting was opened with a word of Prayer led by Joe Sturges, followed by the Pledge of Allegiance led by Scott Davidson.
Upon motion by Lavelle Penix, duly seconded by Danny “Roy” Lewis, the Jury unanimously adopted the agenda as presented.
Upon motion by Scott Davidson, duly seconded by Joe Sturges, the Jury unanimously approved the minutes for the November 5, 2008 regular meeting.
Upon motion by Lavelle Penix, duly seconded by Scott Davidson, the Jury approved payment of the November 2008 bills, pending approval from the Claims Committee.
Upon motion by Brian “Butch” Bays, duly seconded by Joe Sturges, the Jury approved request from Claiborne Christmas Festival, represented by Doug Efferson, for inclusion in the 2008 budget in the amount of $1,000. The Finance Committee will consider the 2009 request when it prepares the proposed budget for the upcoming year. Mr. Davidson wanted it noted that while he thinks the Christmas Festival is a good thing and provides some benefit and enjoyment to the citizens of Claiborne Parish, he feels that in the future the Jury should not be helping fund non-governmental organizations.
Upon motion by Scott Davidson, duly seconded by Mark Furlow, the Jury unanimously approved the request of moving the date for the January 2009 Regular Meeting of the Claiborne Parish Police Jury from January 7, 2009 to January 14, 2009 due to the conflict created with the due date of the proposed agenda stemming from the timing of the Christmas Holidays.
Upon motion by Mark Furlow, duly seconded by Lavelle Penix, the Jury unanimously approved Resolution 2008-023 – A Resolution Approving the Police Jury’s 2008 Louisiana Compliance Questionnaire – as required by the Louisiana Legislative Auditor.
RESOLUTION 2008-023
A RESOLUTION APPROVING THE POLICE JURY’S 2008 LOUISIANA COMPLIANCE QUESTIONNAIRE
BE IT HEREBY RESOLVED that the Claiborne Parish Police Jury APPROVED the 2008 LOUISIANA COMPLIANCE QUESTIONNAIRE as required by the Louisiana Legislative Auditor as part of the annual examination of the Police Jury’s Financial Statements.
Upon a motion by Mark Furlow and duly seconded by Lavelle Penix this motion was carried and officially adopted by the Claiborne Parish Police Jury meeting in regular session convened on Wednesday, December 10, 2008.
Yeas 8 Nays _0 Absent 2 Abstain _0_
/s/ Dwayne R. Woodard /s/ Roy Mardis
Secretary-Treasurer President
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Upon motion by Danny “Roy” Lewis, duly seconded by Lavelle Penix, the Jury unanimously approved the reappointment of Jimmy Marsalis and Juror Robert “Bob” McDaniel to the Trailblazer Area Council for the calendar year 2009. The appointments were requested from Trailblazer RC&D, in a letter dated November 15, 2008.
Upon motion by Joe Sturges, duly seconded by Brian “Butch” Bays, the Jury unanimously approved request from Claiborne Parish Public Library Board of Control, in a letter dated November 14, 2008, for the reappointment of (2) two board members – Mrs. Trudy Walker Clark and Mrs. Janis Daniels whose terms expire of December 31, 2008. The terms will be for the five year period 2009-2014.
Upon motion by Robert “Bob” McDaniel, seconded by Brian “Butch” Bays, the Jury unanimously accepted and approved of the 2009 proposed budget for the Claiborne Parish Office of Emergency Preparedness as presented by Mr. Dennis Butcher. The total budget is $46,103 of which the Police Jury is responsible for 50% - which is $1,920.26 per month.
Upon motion by Danny “Roy” Lewis, duly seconded by Joe Sturgis, the Jury unanimously accepted and approved North Louisiana Crime Lab 2008 Amend Budget and Proposed Budget, as requested in a letter dated November 18, 2008 and as required by LA R.S. 40:2261 – 22678.4.
Upon motion by Scott Davidson, duly seconded by Joe Sturges, the Jury unanimously approved Resolution 2008-04 – a resolution authorizing the President to execute and file an application with the DOTD on behalf of the Claiborne Parish Police Jury and the Office of Community Services.
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2008-024 AUTHORIZING RESOLUTION
Resolution authorizing the filing of an application with the Louisiana Department of Transportation and Development for a grant under 49 CFR 5311, Non-Urbanized Area Formula Program and/or 49 CFR 5309, Discretionary Capital Program.
WHEREAS, the Secretary of Transportation and Development is authorized to make grants for mass transportation projects;
WHEREAS, the contract for financial assistance will impose certain obligations upon the applicant, including the provisions by it of the local share project costs;
WHEREAS, it is required by the Louisiana Department of Transportation and Development in accord with the provisions of Title VI of the Civil Rights Act of 1964, that in connection with the filing of an application for assistance that it will comply with the Title VI of the Civil Rights Act of 1964 and the U.S. Department of Transportation requirements there under; and
WHEREAS, it is the goal of the Applicant that minority business enterprise be utilized to the fullest extent possible in connection with this project, and that definitive procedures shall be established and administered to ensure that minority businesses shall have the maximum feasible opportunity to compete for contracts when procuring construction contracts, supplies, equipment, or consultant and other services:
NOW, THEREFORE, BE IT RESOLVED by Claiborne Parish Police Jury:
1. That the Parish President is authorized to execute and file an application
on behalf of Claiborne Parish Police Jury with the Louisiana Department of Transportation and Development, to aid in the financing of operating and/or capital assistance projects pursuant to the Rural Public Transit Program, 49 CFR 5311 and/or Discretionary Capital Program, 49 CFR 5309.
2. That the Parish President is authorized to execute and file with such
applications an assurance or any other document required by the Louisiana Department of Transportation and Development effectuating the purposes of Title VI of the Civil Rights Act of 1964, as amended.
3. That the Parish President is authorized to furnish such additional information as the Louisiana Department of Transportation and Development may require in connection with the application or the project.
4. That the Parish President is authorized to set forth and execute affirmative minority business policies in connection with the project’s procurement needs.
5. That the Parish President is authorized to execute grant contract agreements on behalf of Claiborne Parish Police Jury with the Louisiana Department of Transportation and Development for aid in the financing of the operating or capital assistance projects.
6. This resolution is applicable for a period of one year unless revoked by the
Governing body and copy of such revocation shall be furnished to the DOTD.
The undersigned duly qualified and acting Secretary/Treasurer of the Claiborne Parish Police Jury certifies that the foregoing is a true and correct copy of a resolution, adopted at a legally convened meeting of the Claiborne Parish Police Jury held on December 10, 2008.
_/s/ Dwayne R. Woodard_____
(Signature of Recording Officer)
_Secretary-Treasurer_____
(Title of Recording Officer)
_December 10, 2008_____
(Date)
______________________________________________________________________________
Upon motion by Scott Davidson, duly seconded by Danny “Roy” Lewis, the Jury unanimously approved the request from the Claiborne Parish Watershed District, in a letter dated November 18, 2008, for a larger office (Vista Office) with telephone and internet access. This request is due to their need for an office that will enable them to store the necessary documents as required by the various grants that they are now participating in with the Louisiana Dept. of Wildlife and Fisheries and the federally funded Wallop-Breaux grant which is the for the Lake Claiborne Permanent Channel Markers project. (The Watershed District is presently paying the CPPJ $4,800 annually in rent and administrative costs.)
Upon motion by Joe Sturgis, duly seconded by Scott Davidson, the Jury unanimously approved the request from Dennis Butcher and the Claiborne Parish Office of Emergency Preparedness, requesting that they partner with the CPPJ and that OEP is willing to share the cost of one of the new offices that will be added in the complex in the main hall across from the present VA Office and CPPJ Administrative Office. This will allow the Jury to shift more of the LGAP Grant funds that would have been used for the construction of that office (estimated to be $10,000) to the remodeling of the “Big Room”. This will give the OEP permanent use of the new office.
Upon motion by Brian “Butch” Bays, duly seconded by Lavelle Penix, the Jury unanimously approved the request to amend the start and end dates of the Christmas/New Years Holiday for the Highway Department from starting at lunch on December 24 to starting at lunch on December 23 and returning to work on Friday, January 2, 2009.
Upon motion by Scott Davidson, duly seconded by Mark Furlough, the Jury approved the offer of resolution from Mineral Ventures, Inc. to the Claiborne Parish Police Jury concerning moving of 3 inch pipeline out of the right of way on Fomby Road. The proposal is that the Police Jury will give MVI until September 1, 2009 to remove said pipeline out of the right-a-way of Fomby Road. Secretary-Treasurer Woodard is to notify MVI by letter and the bond is to be held until the project is complete.
Yeas 7 – Davidson, Lewis, Bays, McDaniel, Furlow, Sturgis, Adkins
Nays 1 – Penix
Absent 2 – Mardis, Young
Upon motion by Scott Davidson, duly seconded by Joe Sturgis, the Jury unanimously approved request from CCMSI to renew our worker’s comp insurance policy for the 2009 year for a total of $88,381. (Prior year costs - 2008 was $84,523 – 2007 was $77,479 and 2006 was $88,875)
Upon motion by Mark Furlough, duly seconded by Scott Davidson, the Jury unanimously approved recommendation from the Personal Committee concerning the filling of the open and advertised positions of Truck Driver (2 openings). The committee recommends the hiring of Antorian D. Johnson and Jermanchey R. Manuel to fill the open positions at a starting wage of $10.00 per hour with a (6) six month promotion period at which time they will be evaluated per Police Jury procedure.
Secretary–Treasurer Woodard notified the Jurors that the road bore/right-of-way access permit will be redesigned so it will be in line (comparable) with all other permits presently issued by the Police Jury. The newly designed permit will be presented to the Jury at the January 2009 meeting for approval. The new permit will be redesigned in a manner so that it is clear and precise on the Parish Official who is responsible to sign and approve.
Upon motion by Mark Furlow, duly seconded by Scott Davidson, the Jury unanimously approved the recommendation from the Personal Committee to increase Road Superintendent Tommy Durrett’s salary to an annual amount of $50,000 - effective immediately.
Upon motion by Mark Furlow, duly seconded by Scott Davidson, the Jury unanimously approved recommendation from the Personnel Committee to adopt an administrative office uniform policy, optional to the administration of the Highway Department, at a cost share of 50/50 between staff and the Police Jury. The Jurors also have the option of ordering a personalized dress shirt to be worn at functions where they represent the Police Jury.
Upon motion by Scott Davidson, duly seconded by Mark Furlough, the Jury unanimously rejected the sealed bids received for the purchase of hot mix and colay (cold mix) for the maintenance of Claiborne Parish Roads for the year 2009 and decided to rebid said materials for the January 14, 2009 meeting.
Upon motion by Scott Davidson, duly seconded by Danny “Roy” Lewis, the Jury unanimously approved and accepted the lowest qualified bids for use by the Claiborne Parish Highway Department in the maintenance of parish roads during the 2009 year for the following items –
Upon motion by Mark Furlow, duly seconded by Scott Davidson, the Jury unanimously approved and accepted the proposed final 2008 Proposed Budget Amendments – ALL FUNDS – as presented by Secretary–Treasurer Woodard.
General Fund – net adjustment of ($141,575)
Road Fund – net adjustment of ($348,250)
Equipment Fund – net adjustment of ($30,100)
Building and Maintenance – net adjustment of ($3,670)
Sales Tax Fund – net adjustment of $561,400
Witness Fee Fund – net adjustment of $2,200
Criminal Court Fund – net adjustment of $17,152
Juvenile Maintenance Fund – net adjustment of ($1,300)
Notice of PUBLIC HEARING on Tuesday, January 6, 2009 at 10:00 a.m. for the Police Jury’s 2009 proposed budget. Notice of Public Hearing, Summary of Proposed Budget and Proposed Budget Ordinance will be advertised in the official journal on the following dates – December 18, 2008 and January 1, 2009. The 2009 budget will be acted on at the January 14, 2009 regularly scheduled meeting.
ITEM #28 – DECEMBER 10, 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 September 08 – $423,201 – decrease $338,732
Net sales tax collections for October 07 - $68,799 – increase $15,670 (22.78%)
Net cash collections for 2008 - $1,219,058 as compared to 2007 $729,330 - inc (67.15%)
Net taxable sales for 2008 - $90,755,094 as compared to 2007 $71,517,056 – inc (26.90%)
Cash position at November 30, 2007 - $3,703,875 (increase of $880,550)
Cash position at October 31, 2008 - $4,601,950 (decrease of $17,525)
Cash on deposit at November 30, 2008 –
First Guaranty - $2,152,583
LAMP - $1,928,525
Citizens Bank - $201,509
Gibsland Bank - $100,609
Capital One - $100,596
Regions Bank - $100,603
12/12/08 – LRPIC meeting in Monroe
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PUBLIC COMMENT –
Scott Greeson with Claiborne Parish E-911 reported on the activities with the CERT PROGRAM and he also thanked the Police Jury for the use of the big room and the use of the Armory for these activities.
Road Superintendent Tommy Durrett reported on the status of the Hazard Mitigation Program Grant that the Police Jury has applied for which will allow the Highway Department to improve drainage and install new culverts on (11) eleven roads that tend to flood during periods of heavy rain. He also requested a meeting of the Garage Committee to be held before the next regularly scheduled Police Jury meeting on January 14, 2009 to discuss equipment needs for the 2009 year. The Superintendent also thanked the CPPJ as a whole for the salary increase.
Mrs. Jean Reynolds of the Claiborne Parish Office of Community Services requested the Jury’s help on making some necessary repairs on the OCS Building, mainly repainting the exterior of the building. She was instructed to get (3) three quotes on the work and turn them over to the Buildings & Grounds committee. She also mentioned that the overhead door at the Armory Building needs repairing.
Sheriff Ken Bailey reported that Mr. Chuck Talley will officially retire on January 31, 2009, but will still be working part time handling legal issues of the Sheriff’s Department.
Juror Robert “Bob” McDaniel thanked Secretary–Treasurer Woodard for his work in helping to prepare and presenting the 2009 Proposed Budget.
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Upon motion by Mark Furlow, duly seconded by Joe Sturges, the meeting was adjourned.
____________________________ _____________________________
Dwayne R. Woodard Roy Mardis
Secretary – Treasurer President