AGENDA

CLAIBORNE PARISH POLICE JURY

REGULAR MEETING

JULY 8, 2009

 

 

  1. Call to order.

 

  1. Prayer

 

  1. Pledge

 

  1. Adoption of Agenda as presented.

 

CONSENT AGENDA:

 

  1. Approval of the June 10, 2009 regular meeting minutes.

 

  1. Payment of the June 2009 bills as approved by the Claims Committee.

 

  1. Request from the Secretary-Treasurer to advertise for sealed bids for the purchase of road material (iron ore) for the period of one year, beginning August 6, 2009 and ending August 5, 2010.

 

  1. Request from the Town of Haynesville, in a letter dated June 25, 2009, requesting that the Police Jury deliver two (2) loads of cold mix and one (1) load of pit run to the Town’s city shop on Spring Street.  The work is to be performed on a reimbursement basis.

 

  1. Resolution 2009-017 – A Resolution Appointing the Police Jury’s Designee Concerning FP&C Project #50-J14-06B-01 for Street and Road Improvements (Lewis Way & Morris Lane).

 

  1. Resolution 2009-018 – A Resolution Concerning the $230,000 FY 2009 Louisiana Community Development Block Grant for Street Improvements (Franklin Estates & Willis Road)

 

  1. FY 2010/2011 LCDBG program application – motion that a Citizen Participation Plan/Citizen Complaint Procedure be adopted and that Dwayne R. Woodard be appointed as Citizen Complaint Officer for compliance with the LCDBG program.

 

  1. FY2010/2011 LCDBG program application – motion that the TYPE of application to be submitted.  i.e. – sewer, water, fire protection, streets, community center, etc.

 

  1. FY 2010/2011 LCDBG program application – motion authorizing the Chief Elected Official (President) to proceed with the procurement and selection of professional services for the purpose of assisting in the development of the LCDBG application and implementation of the project.

 

  1. Announcement - current CPPJ Hwy Dept truck driver Edward Monk (lone applicant) was hired for the posted open position of Operator II at a base starting hourly wage of $11.25 per hour effective June 26, 2009, subject for review after the standard 60-day probationary period.

 

  1. Scheduled pay rate increase for Claiborne Parish Hwy Department Employee Rickey Bearden (inmate supervisor) due to end of probationary period.  Increase of $0.50 per hour effective July 23, 2009 – new base rate $10.50 per hour.

 

 

REGULAR AGENDA:

 

  1. Merit pay increase for Claiborne Parish Hwy Department Employee Jim Gardner (truck driver).  Increase of $0.50 per hour effective July 9, 2009 – new base rate $11.50 per hour.

 

  1. Presentation of the Claiborne Parish Police Jury’s 2008 Audit Report – Ms. Melissa Eubanks, CPA with Hulsey, Harwood & Co., APAC in Monroe, LA.

 

  1. Resolution 2009-019 – Resolution Changing the Polling Place for Claiborne Parish Voting Precinct No. 7 from the Cross Roads Community Center to the Mt. Olive Baptist Church for the Fall 2009 Election Dates Due to an Emergency Situation

 

  1. Request from John Watson, Executive Director of the Claiborne Chamber of Commerce, in a letter dated June 10, 2009, requesting help with the LTPA Visitor Center Distribution renewal fee of $550 for distribution of the Claiborne Parish tourism brochure that was developed by Ms. Lauren Tichenor.  (In the past this has been paid by grant monies the Chamber had obtained.)

 

  1. The setting of the dates for the Board of Review for the 2009 tax year.  The date for the board of review needs to be the week of September 14-18, 2009.  The Jury has two choices 1) move the regularly scheduled meeting of the Police Jury from September 9th to September 16th or 2) call a special called meeting of the Police Jury on either the 16th or 17th.  

 

  1. Request from the Town of Junction City, in letter dated June 24, 2009, in regards to assistance in resealing of streets on the Claiborne Parish side of Junction City.

 

  1. Request from the Gilgal Water System, in letter dated June 17, 2009, in regards to financial help for relocation of system water lines on Old Arcadia Rd. where the Claiborne Parish Police Jury and the Webster Parish Police Jury are having a bridge replaced through the State of Louisiana’s Off-system Bridge Program.

 

  1. Request from the Town of Homer, in a letter dated July 1, 2009, requesting that certain streets be repaved by the Claiborne Parish Police Jury Hwy Department on a reimbursement basis.  The streets are MLK to Monroe Street, Airport Drive, Dutchtown Road and Willow Street .  The estimated total cost of this project is approximately $44,800.

 

  1. Replacement for Mr. Gene Coleman as representative from Claiborne Parish on the Sparta Commission.  Mr. Coleman has verbally notified the Jury that his term expires in October and that he wishes not to be reappointed.

 

  1. Request from Mr. Ronnie Veitch concerning property adjacent to lot#1 of Coleman Woodlands Estates – mitigation of the erosion problem.

 

  1. Recommendations from the Building & Grounds Committee.

 

  1. Recommendations from the Finance Committee.

 

  1. Announcement – notification of award for the FY 08-09 Community Water Enrichment Fund grant program for the following amounts - $25,500 for South Claiborne Water System extension on St. John’s Road - $15,000 for Middle Fork Water System rehabilitation of pump station - $41,500 for Summerfield Water System extension on Ella Ford Road - $19,500 for the Pine Hill Water System for the rehabilitation of the pump station.

 

  1. Announcement – in accordance with the Parish’s contract with Allied Waste Services – the base price of each pickup will increase from $12.26 per household to $12.72 per household effective July 1, 2009, representing an increase of 2.48%.  Prior year increases 2008 – 6.5% and 2007 – 3.13%.

 

  1. Announcement – effective January 1, 2010 the Parish’s required employer contribution rate will increase from 12.25% to 15.75% for participants in Plan A of the PERS program.

 

  1. Secretary-Treasurer’s Update -

 

  1. Public Comment –

 

  1. Adjourn – 

 

 

 

 

MINUTES

Of the Regular Meeting of

The Claiborne Parish Police Jury

July 8, 2009

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 June 2009. On being called to order by the President Scott Davidson, the following jurors were present:

 

Scott Davidson, ,Roy Mardis, Lavelle Penix, Danny “Roy” Lewis, Brian “Butch” Bays,  Rev. Willie Young, Sr., Robert “Bob” McDaniel, Mark Furlow, Jerry Adkins, and Joe Sturges.

 

There were 14 others in attendance, which included, Dwayne Woodard - Claiborne Parish Police Jury Secretary-Treasurer, Claiborne Parish Road Superintendent Tommy Durrett, Claiborne Parish Sheriff Ken Bailey, Michelle Bates of the Guardian Journal, Jackie Roberts of The Haynesville News, Jean Reynolds with the Office of Community Services, Gary Lewis of the Gilgal Water System, Becky Wilson of  Congressman John Fleming’s Office, Melissa Eubanks of Hulsey, Harwood, and Company, Kathi Greeson, of Claiborne Parish O.E.P., Ronnie Veitch, Lake Claiborne property owner, Janelle Brown of Haynesville, Harry Dansby of Homer, and Calvin Merritt of Homer.

 

The meeting was opened with a word of Prayer led by Rev. Willie Young, Sr. and followed by the Pledge of Allegiance led by Roy Lewis.

 

Upon motion by Lavelle Penix, duly seconded by Roy Lewis, the Jury unanimously adopted the Agenda as presented.

 

Upon motion by Jerry Adkins, duly seconded by Mark Furlow, the Jury unanimously approved the following consent agenda and the following items were approved en masse.

 

1.      Approval of the June 10, 2009 regular meeting minutes.

 

2.      Payment of the June 2009 bills as approved by the Claims Committee.

 

3.      Request from the Secretary-Treasurer to advertise for sealed bids for the purchase of road material (iron ore) for the period of one year, beginning August 6, 2009 and ending August 5, 2010.

 

4.      Request from the Town of Haynesville, in a letter dated June 25, 2009, requesting that the Police Jury deliver two (2) loads of cold mix and one (1) load of pit run to the Town’s city shop on Spring Street.  The work is to be performed on a reimbursement basis.

 

5.      Resolution 2009-017 – A Resolution Appointing the Police Jury’s Designee Concerning FP&C Project #50-J14-06B-01 for Street and Road Improvements (Franklin Estates and Willis Road).

 

******************************************************************************

RESOLUTION 2009-017

 

 

A RESOLUTION APPOINTING THE POLICE JURY’S DESIGNEE CONCERNING FP&C PROJECT #50-J14-06B-01 FOR STREET AND ROAD IMPROVEMENTS

 

            WHEREAS, this resolution is a prerequisite for the disbursement of State funds for the State project entitled Street and Road Improvements, Planning and Construction (Claiborne); FP&C Project #50-J14-06B-01;

 

BE IT HEREBY RESOLVED that the Claiborne Parish Police Jury DESIGNATES President Scott Davidson, to act on behalf of the Claiborne Parish Police Jury in all matters pertaining to this project, including certifying request for State disbursements. 

 

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 scheduled session convened on Wednesday, July 8, 2009.

 

Yeas -10   Nays - 0   Absent – 0  Abstain - 0

 

 

/s/ Dwayne R. Woodard                                             /s/ Scott Davidson

Secretary-Treasurer                                                    President

                                                           

******************************************************************************

6.      Resolution 2009-018 – A Resolution Concerning the $23,000 FY 2009 Louisiana Community Development Block Grant for Street Improvements (Franklin Estates and Willis Road).

 

******************************************************************************

 

RESOLUTION 2009-018

 

ON A MOTION BY JERRY ADKINS, DULY SECONDED BY MARK FURLOW, THE FOLLOWING RESOLUTION WAS OFFERED TO WIT:

 

                                                                             

WHEREAS, the Claiborne Parish Police Jury has been awarded a Louisiana Community Development Block Grant (LCDBG) for street improvements;

 

WHEREAS, the LCDBG Program requires the adoption of plans and policies, appointments and authorization of individuals for compliance with the LCDBG regulations;

 

WHEREAS, it is necessary under the regulations of the LCDBG Program to authorize certain individuals to sign for Requests for Payment for LCDBG funds and to authorize one individual to certify to the correctness of each signature, designate an official depositary to hold LCDBG funds and authorize certain individuals to sign checks on the official depositary;

 

NOW THEREFORE BE IT RESOLVED by the Claiborne Parish Police Jury in regular session convened that the following plans and policies be adopted; (1) Procurement Policy,  (2) Residential Anti-displacement and Relocation Assistance Plan and (3) Policy Statement for Communicating Information to Persons with Sensory Impairments;

 

BE IT FURTHER RESOLVED that the following appointments and authorization of individuals are made; (1) Handicapped/Section 504 Compliance/Coordinator – Dwayne R. Woodard (2) Anti-displacement Coordinator – Dwayne R. Woodard, (3) Equal Employment Officer – Dwayne R. Woodard, (4) Citizen Complaint Officer – Dwayne R. Woodard, (5) Labor Compliance Officer - LCDBG Administrator, and (6) Authorize the President to sign all documents pertaining to the LCDBG Program;

 

BE IT FURTHER RESOLVED that Scott Davidson, Dwayne R. Woodard and Shelia Washington are hereby authorized to sign for Requests for Payment; Leigh Ann Jones shall certify to the correctness of each signature and that the First Guaranty Bank is hereby designated as the official depositary of all LCDBG funds and that Scott Davidson, Dwayne R. Woodard and Jerry A. Adkins are authorized to sign checks on the official depositary, of which two signatures are required for each check.

 

THE ABOVE RESOLUTION, presented at the 8th day of July, 2009, regular scheduled meeting was read and the vote was recorded as follows:

 

Yeas: 10           Nays: 0            Absent: N/A      Abstain: N/A              

 

/s/ Dwayne R. Woodard                                             /s/ Scott Davidson

Secretary-Treasurer                                                    President

 

******************************************************************************

 

 

7.      FY 2010/2011 LCDBG program application – motion that a Citizen Participation Plan/Citizen Complaint Procedure be adopted and the Dwayne R. Woodard be appointed as Citizen Complaint Officer for compliance with the LCDBG Program.

 

8.      FY 2010/2011 LCDBG program application – motion that the TYPE of application to be submitted.  i.e. – sewer, water, fire protection, streets, community center, ect.  Water improvements will be the basis for the FY 2010/2011 LCDBG application.

 

9.      FY 2010/2011 LCDBG – program application – motion authorizing the Chief Elected Official (President) to proceed with the procurement and selection of professional services for the purpose of assisting the development of the LCDBG application and implementation of the project.

 

10.  Announcement – current CPPJ Hwy Dept. Truck Driver Edward Monk (lone applicant) was hired for the posted open position of Operator II at a base starting hourly wage of $11.25 per hour effective June 26, 2009, subject for review after the standard 60-day probationary period.

 

11.  Scheduled pay rate increase for Claiborne Parish Hwy. Department Employee Ricky Bearden (inmate supervisor) due to end of probationary period.  This increase will be $0.50 per hour effective July 23, 2009- new base rate $10.50 per hour.

 

President Davidson asked that Item #22 on the agenda dealing with the Gilgal Water System be considered out of order and moved to the top of the regular agenda if there were no objections.  Mr. Gary Lewis, President of the Gilgal Water System gave a brief update on the matter concerning the movement of the water system lines due to replacement of a new bridge on the Old Arcadia Road at the Claiborne/Webster Parish line.  He stated that he felt that the water system was not given adequate time and proper notice that these lines had to be moved since they were notified of this only three weeks ago.  Secretary-Treasurer Dwayne Woodard read an email received from the Webster Parish Police Jury stating that the Webster Parish Police Jury passed and no action was taken at their regular scheduled meeting on July 7th.  Their attorney stated that utility lines in Webster Parishes right-of-ways are there at the Jury’s privilege, even though the water system had a valid complaint.  Road Superintendent Tommy Durrett stated that this bridge project has been going on for 8 years and he couldn’t find in the files where they were notified by mail of the relocation of these lines, but he did know there have been several meetings with the state at the bridge site where the Gilgal Water System has been present and should have been told the line would need to be moved.  President Scott Davidson read the Claiborne Parish Police Jury’s ordinance Section 82-40 – Private Utilities which states “within reasonable notice from the Police Jury, private utilities, shall at their cost, remove and replace utilities to all the Police Jury to perform work on any of its roads, right-of-ways or bridges”.  His question was “Did the Police Jury give ample notice?”  He also stated this still would have cost the water system no matter how much notice was given.    Rev. Willie Young, Sr. voiced his concern about the short notice that the Police Jury and state contractor gave the water system to have the lines relocated.  Gary Lewis stated the lines have already been moved by a contractor from Minden, the cost of moving these water lines was $6,000 which has already been paid by the water system.  Mr. Lewis is requesting that the cost of the moving of the water line be shared in the following manner -Claiborne Parish Police Jury $2,000, Webster Parish Police Jury $2,000 and the Gligal Water System $2,000.

 

Upon motion by Mark Furlow, duly seconded by Robert McDaniel, by a vote of 9-1 the Jury voted to table the request from Gilgal Water System, in a letter dated June 17, 2009, in regards to financial help for relocating water lines on Old Arcadia Rd. where the Claiborne Parish Police Jury and the Webster Parish Police Jury are having a bridge replaced through the State of Louisiana’s Off-Bridge Program.  This item will be placed on the August 5, 2009 agenda giving the Police Jury time to discuss this matter with their attorney.  Mr. Roy Mardis wanted it noted that his vote against tabling the matter was because he felt the parish’s ordinance was clear concerning this manner, past history with other water systems in similar situations, and the fact that the lines have already been moved, therefore he believes that sufficient time was given.

 

President Davidson asked that Item #25 on the agenda dealing with a request from Mr. Ronnie Veitch be considered out of order and dealt with at this time if there are no objections.   Mr. Ronnie Veitch stated he is in the process of building a new home on lot #1 of the Coleman Woodlands Estates would like to extend the sea wall along his property and part of the Parish property which is next to the Public Boat Landing, to prevent further erosion from wind and waves from the lake.  Also, he would also like to fix the drainage ditch which runs south to north of the Public Boat Launch Road by installing culverts and he has asked the Parish to grant him access to the right of way for future access to a shop building which will be located on his property next to the property line of Mr. Veitch and the Police Jury.

 

Upon motion by Rev. Willie Young, Sr., duly seconded by Joe Sturges, the Jury unanimously approved the request from Mr. Ronnie Veitch, pending approval of the work by Claiborne Parish Highway Superintendent Tommy Durrett, concerning improvements to the ditch and property adjacent to Lot #1 of Coleman Woodlands Estates which will help mitigate an erosion problem.  President Scott Davidson and Road Superintendent Durrett will meet with Mr. Veitch after today’s meeting to establish the boundaries for the work he has requested. 

 

Upon motion by Joe Sturges, duly seconded by Jerry Adkins, the Jury unanimously approved the merit pay increase for Claiborne Parish Hwy Department Employee Jim Gardner (truck driver) of $0.50 per hour effective July 9, 2009.  His new base rate will be $11.50 per hour.

 

Ms. Melissa Eubanks, CPA stated the Police Jury had a good audit report, the best you can receive which is an unqualified opinion.  She also stated the Police Jury’s Report on Government Audit Standards and Single Auditing Acts on Internal Control and Compliance had no discrepancies or findings of any significance which were required to be reported.  Also, each year the Government gives specific criteria to focus on and this year was the Section 8 Housing and the LCDBG Grant which we had no findings.  The major funds – General, Road, Library and Sales Tax – were all in good shape.  There were no significant funds which had a deficit and she stated only a few of the smaller funds which operate solely on grant money had a deficit.  The General Fund has over a year’s operating expense in reserve which, Ms. Eubanks said, is really good.  Ms. Eubanks stated that overall the Police Jury’s 2008 year end audit was very good.

 

Upon motion by Jerry Adkins, duly seconded by Rev. Willie Young, Sr., the Jury unanimously approved and accepted the 2008 Claiborne Parish Police Jury’s Audit Report which was presented by Ms. Melissa Eubanks, CPA, with Hulsey, Harwood & Co., APAC in Monroe, Louisiana.  President Davidson thanked Secretary-Treasurer Woodard and his staff of Mrs. Shelia Washington and Mrs. Leigh Ann Jones for the work they performed during the 2008 year which helped insure a good audit report.

 

Upon motion by Lavelle Penix, duly seconded by Joe Sturges, the Jury unanimously approved Resolution 2009-019 – Resolution Changing the Polling Place for Claiborne Parish Voting Precinct No. 7 from the Cross Roads Community Center to the Mt. Olive Baptist Church for the fall 2009 Election Dates Due to an Emergency Situation.

 

President Scott Davidson stated the Police Jury has received the funds to repair the roof on the Community Center, but the Jury is afraid the repairs won’t be finished in time for the fall 2009 election dates at the Community Center and that the polling place has to be designated prior to the qualifying dates which are in August.

 

 

RESOLUTION 2009-019

 

A RESOLUTION CHANGING THE POLLING PLACE FOR CLAIBORNE PARISH VOTING PRECINCT #7 FROM THE CROSSROADS COMMUNITY CENTER TO MT. OLIVE BAPTIST CHURCH FOR THE FALL 2009 ELECTION CYCLE DUE TO AN EMERGENCY SITUATUION

 

            WHEREAS the Crossroads Community Center located at 3494 Hwy 519 in Athens, LA serves as the polling place for Claiborne Parish Voting Precinct No. 7; and

 

            WHEREAS the existing structure serving as the polling place is over 100 years old and is in dire need of repairs; and

 

            WHEREAS over the last several weeks numerous spring storms have caused further damage to the roof structure of the old building; and

 

            WHEREAS this additional damage has resulted in extensive water damage to both the floor and ceiling of the building, thereby making it a health hazard and unsuitable for a polling place; and

 

            WHEREAS a LGAP grant in the amount of $17,000 has been obtained to address the necessary repairs to the building, but the said repairs will not be completed before the Qualifying Period of August 12 – 14, 2009 for the October 17, 2009 Primary Election; and

 

            WHEREAS the members of Mt. Olive Baptist Church located at 3472 Hwy 519 in Athens, LA have agreed to allow the use of their building as a polling place; and

 

            WHEREAS the Mt. Olive Baptist Church is located next door to and shares an adjoining parking lot with the Crossroads Community Center; and

 

            WHEREAS the convenient location of the church would ease the confusion caused by an emergency change of a polling place;

 

            BE IT RESOLVED that the Claiborne Parish Police Jury declares an emergency situation concerning the condition of the Crossroads Community Center and deems it unsuitable to serve as a polling place in the upcoming election; and

 

NOW, THEREFORE BE IT RESOLVED by the Claiborne Parish Police Jury, that the Mt. Olive Baptist Church be hereby designated as the polling place for Claiborne Parish Voting Precinct No. 7 and shall effective for all purposes of the Primary Election scheduled for October 17, 2009 and the General Election scheduled for November 14, 2009.

 

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 a regularly scheduled meeting on Wednesday, July 8, 2009.

 

Yeas – 10  Nays – 0  Absent – 0  Abstain – 0

 

/s/ Dwayne R. Woodard                                             /s/ Scott Davidson

Secretary-Treasurer                                                    President

                                                           

 

Upon motion by Rev. Willie Young, Sr., duly seconded by Jerry Adkins, the Jury unanimously approved the request from John Watson, Executive Director of the Claiborne Parish Chamber of Commerce, in a letter dated June 10, 2009, requesting help with the LTPA Visitor Center Distribution renewal fee of $550 for the distribution of the Claiborne Parish tourism brochure that was developed by Ms. Lauren Tichenor.  Secretary Treasurer, Dwayne Woodard gave a brief history on this brochure.  He stated back when Ms. Lauren Tichenor helped design this map, the Chamber of Commerce was getting Grant money to pay for placing our Claiborne Parish Tourism Maps in every visitor center in Louisiana.  Since the State has cut back on funding, they lost this grant. 

 

Upon motion by Mark Furlow, duly seconded by Robert McDaniel, the Jury unanimously voted to hold the 2009 tax year Board of Review meeting on September 16th and to move the regularly scheduled Police Jury meeting in September from the 9th to the 16th to avoid having to call a special called meeting for the Board of Review.

 

Upon motion by Robert McDaniel, duly seconded by Mark Furlow, the Jury  unanimously approved the request from the Town of Junction City, in a letter dated June 24, 2009, in regards to assistance in resealing of streets on the Claiborne Parish side of Junction City.  Claiborne Parish Road Superintendent Tommy Durrett stated that he has met with the Mayor of Junction City and has given him the prices of repairing the roads in which the Mayor has approved the costs of resealing the streets.

 

Upon motion by Roy Lewis, duly seconded by Joe Surges, the Jury unanimously approved the request from the Town of Homer, in a letter dated July 1, 2009, requesting certain streets be repaved by the Claiborne Parish Police Jury Hwy Department with an estimated total cost of $44,800.  This will be on a reimbursement basis.  The streets named in this letter from Town of Homer are MLK, to Monroe Steer, Airport Drive, Dutchtown Road, and Willow Street.

 

Upon motion by Roy Lewis, duly seconded by Mark Furlow, the Jury unanimously voted to table until next month’s meeting, the discussion of a replacement Claiborne Parish Representative on the Sparta Water Commission for Mr. Gene Coleman who has verbally expressed a desire to not be reappointed as representative of the Sparta Water Commission when his term expires in October 2009.  Secretary-Treasurer Dwayne R. Woodard stated he has already received a letter of interest regarding the position.  He also said this needs to be done in the next 30-60 days to get paperwork filed with the Governor’s Office and to get the Governor’s approval.  President Scott Davidson stated he would like the Jury to advertise this opening to the public since this was an important job and to see what response the Police Jury gets from the public.

 

Mr. Robert McDaniel, Chairman of the Building and Grounds Committee gave an update on the Armory and the Concrete Handicap Ramps at the Courthouse.  He has received the bids and is awaiting the attorney’s opinion on the contractor’s worker’s comp.  He plans to have everything finalized on the Armory and the Courthouse by the September Police Jury Meeting.  Also on the Large Police Jury room and the two additional offices, progress is moving along and he hopes to have the September Police Jury Meeting in the large Jury room.

 

Upon motion by Robert McDaniel, duly seconded by Rev. Willie Young, the Jury unanimously approved the recommendation of the Building and Grounds Committee, to approve the change order to remodeling of the large jury meeting room and for the construction of the two additional offices in the Police Jury Complex.  Secretary-Treasurer Dwayne R. Woodard stated the changes would include upgraded doors on the two new offices to closely match the existing office doors, a raised panel podium wall for the large jury room, instead of a standard sound curtain - a theatrical style sound curtain above the opening in the Large Jury Room, new carpet flooring in the entire room instead of just on the new podium, and new upgraded ceiling lighting.  He stated the change order would be $14,121 which we would still remain in our budget for this project.

 

Upon motion by Robert McDaniel, duly seconded by Joe Sturges, the Jury unanimously approved the replacement of Claiborne Parish Library roof due to damage from the large pine tree which fell during a storm last month.  He stated the Library Board would like the entire roof replaced due to the age of the existing roof and prior leaking resulting from the age of that roof.  The Library will pay the majority of the cost for the roof replacement, less any insurance proceeds received for the storm damage.  Mr. McDaniel stated the Building and Grounds Committee will work with the Parish Engineers on the getting the bid package drawn ups and that they will also to look into having some of the existing pine trees around the Library Building removed to prevent future roof damage.

 

Upon motion by Robert McDaniel, duly seconded by Lavelle Penix, the Jury unanimously approved the clean up of certain adjudicated properties in Athens which are owned by the Parish.

The Parish will be doing the clean up of these particular properties.

 

Upon motion by Robert McDaniel, duly seconded by Brian Bays, the Jury unanimously voted to approve a request, by the village of Summerfield, for the Parish to place a dumpster at a central location in Summerfield for people in the area to use.  The estimated cost to the Jury will be approximately $200 per container trip which will be paid out of the Sales Tax Fund.  Juror Brian “Butch” Bays will be responsible with making sure the dumpster is placed in a secure location in Summerfield.

 

Upon motion by Jerry Adkins, duly seconded by Robert McDaniel, the Jury unanimously approved the recommendation from the Finance Committee to the Jury to increase the Parish’s contribution to the D.A.’s General Fund Budget by a one time payment of $10,000 in lieu of the original amount requested of $20,000 and to increase the Parish’s quarterly contribution from $19,878 per quarter to $22,000 per quarter in lieu of the original amount requested of $25,000 per quarter.  In addition, the Police Jury will pursue the acquisition of new office space for the D.A.’s Office here in the Parish.  Jerry Adkins, Chairman of the Finance Committee said the Committee met with the D.A. and the D.A. stated their current office is not adequate space for the services the D.A.’s office provides.  The Police Jury will seek new office space adequate for the D.A.’s office.

 

President Scott Davidson announced to the Jury, notification of award for the FY 08-09 Community Water Enrichment Fund grant program for the following amounts:

 

South Claiborne Water System Extension on St. John’s Road - $25,500

Middle Fork Water System Rehabilitation of Pump Station - $15,000

Summerfield Water System extension on Ella Ford Road - $19,500

Pine Hill Water System Rehabilitation of Pump Station - $41,500

 

President Scott Davidson announced to the Jury in accordance with the Parish’s contract with Allied Waste Services, effective July 1, 2009, the base price of each pickup will increase from $12.26 per household to $12.72 per household, representing and increase of 2.48%.  Year 2008 increase was 6.5% and Year 2007 increase was 3.13%.

 

President Scott Davidson announced effective January 1, 2010, the Parish’s required employer contribution rate will increase from 12.25% to 15.75% for participants in Plan A of the PERS program.  Secretary-Treasurer Dwayne R. Woodard stated the employee’s contribution remained the same.

 

 

ITEM #31 – JULY 8, 2009 – AGENDA

 

SECRETARY-TREASURER – UPDATE ON GRANTS AND OTHER ITEMS

 

 

  1. LA Local Road Safety Grant

 

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.

 

  1. LA Local Road Safety Grant

 

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.

 

  1. 2008 LGAP GRANT –

 

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 remodeling work on the CPPJ Office Complex has begun and should be complete by the end of the month.

 

  1. 2009 LGAP GRANT –

 

Amount - $76,855

Projects – Gilgal Water System Extension $18,300 – Middle Fork Water System Collection Taps $5,700 – Cross Roads Community Center Repairs $17,000 – Norton Shop Water System Gate Valves $11,500 – South Claiborne Water System Barnes Rd Extension $14,500 – South Claiborne Water System McBride Rd Extension $9,855

Status – award letters issued May 6, 2009 and contracts are being executed between the State of La and the Police Jury

 

  1. Sales Tax Collections for May 09 – net of $296,361 from gross collections of $304,595 on taxable sales of $3,401,516.

Net sales tax collections for April 09 – $52,695 – increase $243,666 (462.41%) 

Net sales tax collections for May 08 - $71,723 – increase $224,638 (313.20%)

 

            Net cash collections for 2009 - $752,760 as compared to 2008 $447,488 - inc (68.22%)

 

            Net taxable sales for 2009 - $43,625,808 as compared to 2008 $41,388,231 – inc (5.41%)

 

  1. Cash position at June 30, 2009 - $6,824,531

Cash position at June 30, 2008 - $5,959,645 (increase of $864,886)

Cash position at May 31, 2009 - $6,015,142 (increase of $809,389)

 

See Deposit Balances by Institution for breakdown at June 30, 2009 –

 

  1. Total Receipts for the month of June 2009 – $1,201,078

 

  1. Upcoming meetings I plan to attend –

 

7/10/09 – LRPIC Board of Directors – Monroe

7/27/09 – Library Board Meeting – Homer

 

******************************************************************************

 

Public Comment:

 

President Scott Davidson stated he would like to see other parishes support the Oil and Gas Exploration severance tax bill in which Representative Rick Gallot is trying to get approved. Secretary Treasurer Dwayne R. Woodard said the bill made it through the House and the Senate this time around and this is probably our last shot at getting this severance tax passed.  He stated this would bring in $2,000,000 annually to our Parish, if passed a minimum of $1,000,000 per year would go to repair the Parish roads and the other $1,000,000 would go into the General Fund to be used to better our Parish.

 

Mr. Calvin Merritt of Homer stated he would like to have a “school bus stop a head sign” installed on his road.  Claiborne Parish Road Superintendent Tommy Durrett told Mr. Merritt to see him about the details and he would have the sign installed.

 

Mrs. Becky Wilson of Congressman John Flemmings office offered assistance to the citizens of Claiborne Parish.  She stated Congressman Flemmings office is bringing in a Researcher/Coordinator who will be working out of the Shreveport office and his job is to assist in finding grants for certain districts.  She also said the next Homer Town Hall Meeting should be sometime in August.  President Scott Davidson requested to Ms. Becky Wilson, support of the Oil and Gas Exploration Severance Tax by Congressman John Flemmings Office.  He asked if Congressman John Flemming could write an article of support and place it in the newspapers in the towns along the I-20 corridor.

 

Mrs. Cathy Greeson announced Xavier Greeson, who is her grandson; a sixth grader at Summerfield Jr. High has been nominated to attend the Jr. National Young Leaders Conference this fall in Washington, D.C.  He was nominated based on his academic achievements, leadership, and strength of character.  While this trip is an honor to attend, you also have to pay your own way.  Mrs. Cathy Greeson stated Xavier planned to share his experience with the Jury after he returns from his trip.

 

Ms. Jackie Roberts of the Haynesville News stated she would like to commend Mark Furlow and the Haynesville Fire Department for reaching level 3 inside and outside the city limit. 

 

******************************************************************************

 

Upon motion by Roy Lewis, duly seconded by Mark Furlow, the meeting was adjourned.

 

 

 

 

____________________________                                        _____________________________

Dwayne R. Woodard                                                               Scott Davidson

Secretary–Treasurer                                                                 President