AGENDA
CLAIBORNE PARISH POLICE JURY
REGULAR MEETING
October 7, 2009
CONSENT AGENDA:
REGULAR AGENDA:
MINUTES
Of the Regular Meeting of
The Claiborne Parish Police Jury
October 7, 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 seventh day of October 2009. On being called to order by the President Scott Davidson, the following jurors were present:
Brian “Butch” Bays, Lavelle Penix, Danny “Roy” Lewis, Rev. Willie Young, Sr., Robert “Bob” McDaniel, Mark Furlow, Jerry Adkins, and Joe Sturges.
Juror Roy Mardis was absent.
There were 11 others in attendance which included, Secretary-Treasurer Dwayne R. Woodard, Road Superintendent Tommy Durrett, Michelle Bates of the Guardian Journal, Chic Hines with the Claiborne Parish Watershed District, Claiborne Parish Sheriff Ken Bailey, Robin Bridges of the Claiborne Parish 4-H, Kathy Greeson of the Claiborne Parish OEP, Doug Efferson - Homer Memorial Hospital Administrator, Alice Gandy of the Homer Memorial Healthcare Foundation, Patsy Bryant of Homer and Harry Dansby 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 voted to adopt the Agenda as presented.
Upon motion of Mark Furlow, duly seconded by Roy Lewis, the Jury unanimously voted to amend the regular agenda and add the following two items:
1. To consider moving Item #8 which is the request from Homer Memorial Hospital on the regular agenda to consider it after item #21 due to a meeting those representatives had to attend this morning.
2. Recommendation from the Garage Committee meeting held on 10/06/2009 at 11:00 A.M.
3. A request from Juror Lavelle Penix to put a fence along the frontage of the adjudicated lot beside the Gibsland Bank & Trust property in Athens.
Upon motion by Jerry Adkins, duly seconded by Joe Sturges, the Jury unanimously approved the following consent agenda. The following items were approved en masse.
1. Approval of the September 16, 2009 regular meeting minutes.
2. Payment of the September 2009 bills as approved by the Claims Committee.
3. Request from the Town of Haynesville, in a letter dated September 14, 2009, requesting the Police Jury deliver two loads of cold-mix to the city shop on Spring Street. This is to be done on a reimbursement basis.
Regular Agenda:
Upon motion by Robert McDaniel, duly seconded by Lavelle Penix, the Jury voted (6 to 3) to request our parish attorney, Danny Newell, to compose a letter on behalf of the Claiborne Parish Police Jury requesting the trucking companies using the Mid-Valley Pipeline terminal to voluntarily change their route exiting the facility. Rev. Willie Young, Sr. expressed his concern about focusing our attention on this one road when we have several others like this in the Parish.
Yeas – Bays, McDaniel, Sturges, Penix, Davidson, Lewis
Nays – Furlow, Adkins, Young
Upon motion by Lavelle Penix, duly seconded by Jerry Adkins, the Jury unanimously approved Resolution 2009-027-Resolution Approving the Police Jury’s Five Year Plan and the Annual Plan (2010) as required by HUD for the Section 8 Housing Programs administered by the Jury as advertised and presented in a Public Meeting held on September 25, 2009.
******************************************************************************
RESOLUTION 2009-027
A RESOLUTION APPROVING THE POLICE JURY’S 2010 HOUSING ASSISTANCE PORGRAMS FIVE YEAR PLAN AND THE ANNUAL PLAN/ADMINISTATIVE PLAN (2010)
BE IT HEREBY RESOLVED that the Claiborne Parish Police Jury APPROVED the Five Year Plan and the Annual Plan/Administrative Plan (2010) for Section 8 Housing Programs administered by the Police Jury.
Upon a motion by Lavelle Penix and duly seconded by Jerry Adkins this motion was carried and officially adopted by the Claiborne Parish Police Jury meeting in regular session convened on Wednesday, October 7, 2009.
Yeas - 9 – Bays, Furlow, McDaniel, Sturges, Penix, Davidson, Lewis, Adkins, Young
Nays - 0
Absent – 1 - Mardis
Abstain - 0
/s/ Dwayne R. Woodard /s/ Scott Davidson
Secretary-Treasurer President
******************************************************************************
Upon motion by Lavelle Penix, duly seconded by Roy Lewis, the Jury unanimously approved the recommendation from Secretary-Treasurer Dwayne R. Woodard, that the 2009 Holiday Schedule be set as follows: THANKSGIVING - the office being closed at 12:00 noon on Tuesday, November 24th at and opening again on Monday, November 30th; CHRISTMAS – the office being closed at 12:00 noon on December 23rd and will reopen on Monday, January 4th.
Upon motion by Jerry Adkins, duly seconded by Roy Lewis, the Jury unanimously voted to table accepting and awarding the lowest qualified bid for the repairs to and the replacement of the damaged roof at the Claiborne Parish Library. This was done due to the discrepancy in the range of dollar values of the lowest bid received compared to the amount that was estimated by the parish engineer and the amount of the other bids received.
Upon motion by Rev. Willie Young, Sr., duly seconded by Joe Sturges, the Jury unanimously approved and accepted the draft of a permit for public use of the Claiborne Parish Courthouse Lawn as presented by Secretary-Treasurer Woodard. The permit will help organize the application process and make it easier to track the paperwork for use of the Courthouse lawn. The use of the permit will commence immediately.
Upon motion by Mark Furlow, duly seconded by Roy Lewis, the Jury unanimously voted to table the preliminary draft of the change to the current Police Jury employee manual that would allow the “buy back” of accrued leave benefits (sick/vacation) at on specific time annually and assigned it to the Police Jury’s Personnel Committee. President Davidson stated he would like the Personnel Committee to go over the draft and present its recommendations concerning the draft back to the Jury at an upcoming meeting.
Secretary-Treasurer Woodard requested a meeting with the finance committee to begin work on the upcoming 2010 budget and the 2009 year end budget amendments for all funds. A meeting of the committee will scheduled before the December meeting of the Police Jury to present the 2009 budget amendments and 2010 proposed budget.
Upon motion by Joe Sturges, duly seconded by Brian “Butch” Bays, the Jury unanimously approved the request from Road Superintendent Tommy Durrett for merit raises for the following Highway Department employees (annual evaluation): Operator I - Eric Kennedy from a base rate of $13.25 to $13.50 per hour and Truck Driver - Eddy Monk from a base rate of $11.25 to $11.50 per hour. These merit raises will be effective with the payroll period beginning October 8, 2009.
Upon motion by Jerry Adkins, duly seconded by Brian Bays, the Jury unanimously rejected the request from the Town of Athens, in a letter dated September 23, 2009, asking for inclusion in the Police Jury’s 2010 budget at the amount of $2,500.00 for the purchase of office equipment.
Upon motion by Jerry Adkins, duly seconded by Lavelle Penix, the Jury unanimously voted to table Resolution 2009-028-Resolution authorizing the President to execute and sign documents on behalf of the police Jury concerning the purchase of the old USDA Building at 324 Beardsley in the amount of $79,500.00 due to the fact that the Parish Attorney has not completed the necessary title work associated with the deed.
Upon motion by Joe Sturges, duly seconded by Lavelle Penix, the Jury unanimously approved Resolution 2009-029 – A Resolution Supporting the Proposed Constitutional Amendment Which Raises the Oil and Gas Severance Tax Base by $2,000,000 (House Bill 765). Secretary-Treasurer Woodard stated that this Resolution is for our Regional Police Jury Meeting that will be held in Coushatta on October 30, 2009. This resolution will let the other Parishes know our stance on this matter and hopefully they will also support the passage of the amendment related to House Bill 765. Mr. Lavelle Penix reminded everyone this is not a tax and everyone needs to back this amendment because it would mean an additional $2,000,000.00 for Claiborne Parish.
******************************************************************************
RESOLUTION 2009-029
A RESOLUTION ENDORSING AND SUPPORTING THE PROPOSED CONSTITUTIONAL AMENDMENT WHICH RAISES THE SEVERANCE TAX BASE FROM $850,000 TO $2,850,000 FOR THE PARISHES WHO ARE CURRENTLY CAPPED UNDER THE STATE DISBURSEMENT STRUCTURE OF OIL AND GAS SEVERANCE TAXES
WHEREAS, the Claiborne Parish Police Jury sought the help of State Representative Rick Gallot to pen legislation calling for the raising of the maximum amount remitted to the parishes of oil and gas severance taxes from $850,000 to $2,850,000 annually; and
WHEREAS, Representative Gallot was the primary author on House Bill 765 which addressed said issue; and
WHEREAS, House Bill 765 was passed in both the House and the Senate by an overwhelming margin; and
WHEREAS, the final enactment House Bill 765 is dependent upon the passage of Proposed Constitutional Amendment; and
WHEREAS, a majority vote by the people for the Amendment will translate into an increase of additional revenue to Claiborne Parish and other like parishes that are presently capped;
BE IT HEREBY RESOLVED that the Claiborne Parish Police Jury does hereby endorse and support the passage of the Proposed Constitutional Amendment; and
BE IT FURTHER RESOLVED that the Claiborne Parish Police Jury hereby encourages and implores its neighboring Parishes and municipalities to support and endorse the passage of the Amendment.
Upon a motion by Joe Sturges 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, October 7, 2009.
Yeas – (9) Bays, Furlow, McDaniel, Sturges, Penix, Davidson, Lewis, Adkins, Young
Nays – (0)
Absent – (1) Mardis
Abstain – (0)
/s/ Dwayne R. Woodard /s/ Scott Davidson
Secretary-Treasurer President
******************************************************************************
Upon motion by Rev. Willie Young, Sr., duly seconded by Joe Sturges, the Jury unanimously approved the request from 4-H Parish Chair Robin Bridges to include the Extension Service in the Police Jury’s 2010 budget for the amount of $9,863 which is an increase of $100 for the year and also an upgrade of the current copier which will remain the same monthly amount of $291.00 per month. Mr. Robin Bridges presented the Jury with a breakdown of how these funds are used and how important the LSU AG Center is to Claiborne Parish.
Upon motion by Robert McDaniel, duly seconded by Mark Furlow, the Jury unanimously approved the recommendation from the Building and Grounds Committee to accept the quote from Ed Coleman of Coleman Roofing of Haynesville, for the roof repairs/replacement of the following offices:
Clerk of Court –Replacement of the Roof- $11,810.00
Old Parish Building – Roof Repair $1,528.00
Tax Assessor Office – Roof Repair $1,693.00
Upon motion by Robert McDaniel, duly seconded by Joe Sturges, the Jury unanimously approved the recommendation from the Building and Grounds Committee concerning the additional quote from Pro-Build Construction up to $3,000 for the chemical washing and sealing of the sandstone front entrance to the Police Jury Complex Building. Secretary-Treasurer Woodard stated the penetration of the existing roof when installing the flag pole years ago has allowed water to leak into the front archway causing damage to the plaster. He also informed the Jury that the roof on the Police Jury Complex would need replacing in the not too distant future.
Upon motion by Robert McDaniel, duly seconded by Lavelle Penix, the Jury unanimously approved the recommendation from the Building and Grounds Committee for the repair of the commercial washing machine at the Claiborne Parish Sheriff’s Department (Women’s Jail) at the cost of $2,950. Secretary-Treasurer Woodard stated that he has spoken to Warden Sophia Burns and the machine was broken due to inmates washing small sized loads of clothes in a commercial washer. He asked the warden if there was a need for a smaller washer for the lighter loads to avoid such repairs in the future and Warden Burns stated there was need.
Upon motion by Robert McDaniel, duly seconded by Joe Sturges, the Jury unanimously approved the recommendation from the Building and Grounds Committee, for the purchase of a heavy duty residential washer in the amount of up to $600 for the Claiborne Parish Sheriff’s Department (Women’s Jail) for the inmates to wash small loads of clothes. This will prevent future damage to the commercial washer and will serve as a backup if the commercial washer is being serviced.
Upon motion by Joe Sturges, duly seconded by Lavelle Penix, the Jury unanimously approved the request from Homer Memorial Hospital, in a letter dated September 9, 2009, for $3,000.00 of the Rural Health Education Funds to be used for the October 30, 2009 Health Fair. Hospital Administrator Doug Efferson and Alice Gandy of Homer Memorial Hospital gave a brief presentation of how the Rural Health Education Funds will be used and what will be given out during the October 20, 2009 Trick and Treat Health Fair.
Upon motion by Lavelle Penix, duly seconded by Mark Furlow, the Jury unanimously approved the recommendation from the Garage Committee for declaring the following listed equipment surplus. Said surplus equipment will advertise on October 15 and 22, 2009 with bids being due no later than 10:00 a.m. November 2, 2009. The following pieces of equipment are included on the Surplus List:
2003 – John Deere 5320 Tractor Serial # LV53205332534
2003 – John Deere 5320 Tractor Serial # LV53205332531
2001 – Dodge 1500 P/U Serial # 1B7HC16Y215655926
1973 – Cat 920 Loader Serial # 62K8343
1997 – Ford 6640 Tractor w/ Cab & Air -Tiger 20 Ft. Side Cutter Boom Mower Serial# 074351B
2 – Bush Wacker Bush Hogs
1 – Heavy Duty Winch Bumper for a 2006-2008 Ford pick-up
Upon motion by Lavelle Penix, duly seconded by Roy Lewis, the Jury unanimously approved the request from Juror Lavelle Penix to install a barbed wire fence along the frontage of the adjudicated lot behind the Gibsland Bank and Trust property in Athens. Lavelle Penix stated the bank has recently been robbed and this will give the Gibsland Bank employees a better sense of security knowing people cannot hide out behind the bank on our property.
ITEM #22 – OCTOBER 7, 2009 – 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.
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 projects are now complete and certificates of substantial completion have been issued on all projects. Reimbursement from the State has been received for the Norton Shop and Pine Hill projects and the Jury is waiting on reimbursement on the renovation of the Office Complex.
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 have been executed between the State of La and the Police Jury. The contracts on all projects were awarded at the September 16, 2009 meeting.
Amount - $101,500
Projects Awarded – Middle Fork Water System Pump Station Rehabilitation $15,000 – Summerfield Water System Ella Ford Road Extension $41,500 – Pine Hill Water System Pump Station Rehabilitation $19,500 – South Claiborne Water System St. Johns Road Extension $25,500
Status – award letters issued June 8, 2009 and contracts have been executed between the State of LA and the Police Jury. The contracts on all projects were awarded at the September 16, 2009 meeting.
Net sales tax collections for July 09 – $45,665 – increase $10,462 (22.91%)
Net sales tax collections for August 08 - $79,332 – decrease $23,205 (29.25%)
Net cash collections for 2009 - $968,045 as compared to 2008 $711,387 - inc (36.08%)
Net taxable sales for 2009 - $62,755,274 as compared to 2008 $67,919,757 – dec (-7.60%)
Cash position at September 30, 2008 - $4,468,976 (increase of $1,142,666)
Cash position at August 31, 2009 - $6,445,737 (decrease of $834,095)
See Deposit Balances by Institution for breakdown at September 30, 2009 –
10/30/09 – PJAL Regional Meeting - Coushatta
******************************************************************************
Public Comment:
Doug Efferson wanted to let the public know the Homer Memorial Hospital also has a piece of surplus equipment for sale which is a Big Boy Battery Operated Fork Lift.
President Scott Davidson expressed his thanks for all the prayers and concerns for the chicken farmers in this area. He stated their chickens should be in their broiler houses by the first week in November.
******************************************************************************
Upon motion by Roy Lewis , duly seconded by Mark Furlow, the meeting was adjourned.
____________________________ _____________________________
Dwayne R. Woodard Scott Davidson
Secretary–Treasurer President