PAGE 117-2016

MINUTES OF THE ROAD COMMITTEE MEETING

WEBSTER PARISH POLICE JURY

September 6, 2016  -  9:00 a.m.  

MEMBERS:  Steve Ramsey, Chairman; Steve Lemmons, Vice Chairman; Jim Bonsall, President; Randy Thomas; Daniel Thomas; Vera Davison; Jerri Lee; Bernard Hudson, Allen Gilbert, Nick Cox; and Dustin Moseley.

MEMBER ABSENT:  Bruce Blanton

Mr. Steve Ramsey called the meeting to order, Judge Kitchens then opened with prayer.  Mr. Ramsey then asked for additions to the agenda.

Additions to the agenda included:

Resolution from Shongaloo

Mr. Randy Thomas moved, seconded by Mr. Daniel Thomas to approve the addition to the agenda.  The motion carried unanimously.

The first item on the agenda was a complaint from Jimmy Hart.  Mr. Hart, former PWD for the Police Jury had filed a complaint concerning the damage to the Jack Martin Road caused by the salt water disposal trucks that haul over this road.  There followed discussion concerning the road damage.  No action taken.

Mr. Steve Lemmons moved, seconded by Mr. Randy Thomas to approve lowering the speed limit on the Walraven Road to 15 MPH from end to end.  Motion carried.  Hudson - No

Mr. Steve Lemmons moved, seconded by Mr. Dustin Moseley to approve a Resolution from the Village of Dubberly to replace Pierce Lane street sign using municipality funding.  Motion carried unanimously.

Mr. Jim Bonsall, seconded by Ms. Vera Davison to approve a Resolution from the Village of Heflin to use municipality funding to make repairs to Smithfield Lane.  Heflin will hire a contractor to do this work due to time limitations of the parish road crews.  Motion carried unanimously.

Mr. Bernard Hudson moved, seconded by Mr. Allen Gilbert to approve a Resolution from the Town of Cotton Valley to install a culvert for Premiere Park and McArthur Loop using municipality funding.  Motion carried unanimously.

Mr. Dustin Moseley discussed the possibility of using contractors to complete some of the road work caused by the flooding this spring.  FEMA and CBI are calculating repair cost using in house labor; new figures would have to be compiled for contracted work.  There followed discussion on the use of the Pot Hole patching, and right of way cutting.  No action taken.

A Resolution is pending from the Town of Songaloo to ratify action taken to use the side cutter on town streets, and to get some new street signs.  Mr. Randy Thomas moved, seconded by Mr. Daniel Thomas to approve the Resolution pending paperwork.  Motion Carried unanimously.

There being no further business to bring before the Committee, Mr. Randy Thomas moved, seconded by Mr. Daniel Thomas to adjourn.

Ronda C. Carnahan                                                                   Steve Ramsey

PAGE 118-2016

MINUTES OF THE REGULAR MEETING

WEBSTER PARISH POLICE JURY

September 6, 2016

MEMBERS:  Jim Bonsall, President; Vera Davison, Vice President; Jerri M. Lee; Daniel Thomas; Steve Ramsey; Steve Lemmons; Allen Gilbert; Bruce Blanton;  Bernard Hudson; Nick Cox; Randy Thomas; Dustin Moseley

Mr. Jim Bonsall, President, called the meeting to order and asked Judge Graydon Kitchens to open the meeting with prayer and COL Carl Thompson to lead in the pledge. 

Mr. Bonsall then asked for additions to the agenda.  Mr. Bernard Hudson moved, seconded by Mr. Dustin Moseley to add to the agenda:  14. Yolanda Palmer reappointment to Cotton Valley FPD # 8 and to add 15. Recreational Funding for District # 12.   Motion carried unanimously.

There were no comments concerning the agenda.

Mr. Bruce Blanton moved, seconded by Mrs. Jerri Lee to approve the minutes of the August 2, 2016 Buildings and Grounds Committee Meeting and the Road Committee Meeting, and also the August 2, 2106 Regular Meeting.  Motion carried unanimously.

Mr. Randy Thomas moved, seconded by Mr. Nick Cox to adopt the 2016 millage rates of the Webster Parish Police Jury, and to approve Webster Parish Resolution #10-2016 that sets the millage rates as approved.  Motion carried unanimously.

2016 Millage Rates as approved by Louisiana Legislative Auditor:

MILL KEY                   DISTRICT                                        2016 ADJUSTED MILLAGE        APPROXIMATE 2016 TAXES

1077 002   Parish Tax Out                                                     4.26                                                    $780,280.00

1077 003   Parish Tax In                                                        2.13                                                    $169.349.00

1077 009   Road District A                                                    2.70                                                    $420,401.00

1077 010   Road District B                                                    4.18                                                    $443,419.00

1077 004   Courthouse/Hth U/ AG                                      2.78                                                    $730,224.00

1077 005   Library                                                               12.43                                                 $3,264,995.00

Ms. Vera Davison moved, seconded by Mr. Nick Cox to adopt Resolution # 011-2016 adopting the Webster Parish Hazard Mitigation Plan for 2016.  Motion carried unanimously.

Mr. Dustin Moseley moved, seconded by Mr. Bernard Hudson to approve Webster Parish Resolution # 012-2016 to approve holding an election in Fire Protection District # 3 on December 10, 2016 to levy a tax.  Motion carried unanimously.

Mr. Allen Gilbert moved, seconded by Mrs. Jerri Lee to approve Webster Parish Resolution # 013 – signature authority for Mary Whitaker, Executive Director of the Office of Community Services to apply for and receive grant funding.  Motion carried unanimously.

Mr. Steve Ramsey moved, seconded by Mr. Nick Cox to approve Webster Parish Resolution # 014 to authorize the Heflin Fire Protection District to hold an election for a tax.  Motion carried unanimously.

Mr. Daniel Thomas moved, seconded by Mr. Bruce Blanton to approve Engineering Services Agreement with D.B. Graff, P.E., PLS to serve as the Parish Engineer, and to give Jim Bonsall authority to sign agreement for these services retroactive to January 1, 2016.  Motion carried unanimously.

Mrs. Vera Davison moved, seconded by Mr. Steve Lemmons to approve a Police Jury Policy change for Invoice Approval (upon the recommendation of the auditors).  The new policy would allow for one Juror signature on all invoices and all Jurors would have access to monthly check registers.  Motion carried unanimously.

An ordinance making changes to the occupational license, to set more accountability for applicants requesting a license as a transient vendor or a vendor with no permanent office or location.  Mr. Steve Ramsey moved, seconded by Mr. Dustin Moseley to approve Webster Parish Ordinance # 1015 pending legal review.  Motion carried unanimously.

Mr. Patrick Jackson, Webster Parish ADA approved the Ordinance. 09-08-2016

A listing of adjudicated property was presented for approval to advertise to bid.  Mr. Allen Gilbert moved, seconded by Mr. Steve Lemmons to approve the list for publication.  Motion carried unanimously.

PAGE 119-2016

Regular Meeting – September 6, 2016 –

CONTINUED:

The Cotton Valley Fire Protection District submitted a request to reappoint Board Member Yolanda Palmer for another term of office.  Mr. Bernard Hudson moved, seconded by Ms. Vera Davison to approve the appointment as presented.  Motion carried unanimously.

Mr. Dustin Moseley moved, seconded by Mr. Steve Ramsey to approve recreational funding from District #12 to the Town of Doyline to purchase supplies for the City Park in the amount of $2,000.00.  Motion carried unanimously.

COMMENTS:

Mary Whitaker                                     Webster Parish Police Jury Office of Community Services

Wanda Finley                                       Webster Parish Head Start Office

Beverly Hammett                                 Webster Parish Library

Joan Almond                                        Webster Parish office of LSU Ag                      

Jenny Reynolds                                    Webster Parish Director of Homeland Security / OEP

COL Carl Thompson                             Webster Parish Assessor’s Office – Morris Guin Assessor

Allen Moseley                                      WP Coroner’s Office- Max Stell, M.D.-Coroner

OTHER AUDIENCE COMMENTS:

Mr. Glenn Taylor spoke concerning damage on the Jack Martin Road and other roads affected by the salt water disposal site traffic.

Devron Branch express a willingness to help out in the Baton Rouge flood area.  Jenny Reynolds, Office of Homeland Security will meet with Mr. Branch after the meeting.

JUROR COMMENTS:

Mr. Steve Ramsey moved, seconded by Mr. Steve Lemmons to approve the action taken at the Road Committee Meeting today.  Motion carried unanimously.

Mr. Nick Cox announced that the Police Jury Facebook page is now open.

Mr. Jim Bonsall told the Jurors to consider contributing to the “Pig Sale” at the Fair again this year.  He will talk again in October prior to the fair.

There being no other business to bring before the committee, the meeting adjourned.

Ronda C. Carnahan                                                                   Jim Bonsall

Secretary-Treasurer                                                                   President

WEBSTER PARISH RESOLUTION # 010-2016

            BE IT RESOLVED, that the following millages are hereby levied on the 2016 tax roll on all property subject to taxation by theWebster Parish Police Jury.

MILLAGE

1. For general parish purposes (General alimony tax)  on all taxable property inside the corporate limits of the City of Minden, Louisiana and inside the corporate limits of the City of Springhill, Louisiana……………(2.13) MILLS  1077003

1. For general parish purposes (General alimony tax) on all taxable property outside

the corporate limits of the City of Minden, Louisiana  and the City of Springhill, Louisiana……………………………………………..(4.26) MILLS 1077002

1. For the maintenance and operation of the Webster Parish Courthouse, Webster   

      Parish Health Unit and Agricultural Extension Service..(2.78) MILLS 1077004

1. For acquiring, constructing, improving, furnishing, equipping, operating and/or

      maintaining Public Libraries in Webster Parish…… (12.43) MILLS 1077005

1. For the construction, maintenance, and repairing of Roads and Bridges located

      in Road District “A” of Webster Parish, Louisiana……...(2.70) MILLS 1077009

1. For the construction, maintenance, and repairing of Road and Bridges located in     

Road District “B” of Webster Parish Louisiana………….(4.18) MILLS 1077010

BE IT FURTHER RESOLVED,  that the proper administrative officials of the Parish of Webster , State of Louisiana, be and they are hereby empowered, authorized, and directed to spread said taxes, as hereinabove set forth, upon the assessment roll of said Parish for the year 2016, and to make the collection of the taxes imposed for and on behalf of the taxing authority, according to law, and that the taxes herein levied shall become a permanent lien and privilege on all property subject to taxation as herein set forth, and collection thereof shall be enforceable in the manner provided by law.

The foregoing resolution was read in full, the roll was called on the adoption thereof, and the resolution was adopt6ed by the following votes:

YEA:      12                NAY:                              0                   ABSTAIN:     0                  ABSENT:        0            

WEBSTER PARISH POLICE JURY

RESOLUTION 013-2016        

WHEREAS, in keeping with Louisiana Revised Statute 33:1236(11), and in order to conduct the routine business and to facilitate the operation of the Webster Parish Police Jury Office of Community services in legal and financial matters, and

WHEREAS,the Webster Parish Police Jury acting within the authority contained in Webster Parish Ordinance 688, did appoint Mary Whitaker as Executive Director of the Webster Parish Police Jury Office of Community Services with all authorities, duties, responsibilities and emoluments thereunto pertaining.

NOW THEREFORE BE IT RESOLVEDthat the Webster Parish Police Jury does hereby confer signature authority to Mary Whitaker in those matters which she may legally execute within the laws of Louisiana, the United States of America and ordinances of the Parish of Webster. Such authority shall include, but not be limited to, to-wit:

An obligatory signature on contracts and other documents dealing with funding or obligation of funds; documents authorizing the payment of statement due; financial and operational documents ensuring the proper conduct of business which is normally conducted by the Office of Community Services.

BE IT FURTHER RESOLVED, that this resolution is intended to approve authority to sign contracts, grants and /or other binding documents dealing with grants IN ORDER TO PRECLUDE THE ADOPTION OF INDIVIDUAL RESOLUTIONS OF AUTHORITY FOR EACH INDIVIDUAL CONTRACT AND/OR GRANT from the date of adoption of this resolution and for ONE YEAR THEREAFTER, and

BE IT FURTHER RESOLVED, that in all instances where the signature of the President of the Webster Parish Police Jury or the Chairman of the Advisory Board of the Webster Parish Police Jury Office of Community Services, or another official of the Advisory Board or of the Webster Parish Police Jury, is required singly or together with that of Mary Whitaker that she shall have the authority to solicit said signature.

BE IT FURTHER RESOLVED, that this autonomous governing body of the Parish of Webster, in regular session assembled does hereby request the Louisiana Departments of Health and Hospitals, Social Services, Labor, Transportation and Development, Education, Agriculture; Division of Administration, and any and all other state agencies commissions and bureaus; all departments, agencies, commissions and bureaus of the United States government; and all other local, private and public funding sources making grants, contracts or other forms of financial operations to recognize this resolution as a valid legal document for the purposes of grants, gifts or other activities which may legally be undertaken by the Webster Parish Police Jury and its operating unit, the Office of Community Services.

THUS ADOPTED, this 6th day of September, 2016 at a regular and legally convened meeting of the Webster Parish Police Jury at the Courthouse in Minden on motion of               

               Allen Gilbert          , duly seconded by   Jerri Lee      .   Motion Carried Unanimously

The following resolution was offered by _______Dustin Moseley______________________ and seconded by ___Bernard Hudson_________________:

WEBSTER PARISH POLICE JURY

RESOLUTION # 012-2016

A resolution approving the holding of an election in Fire Protection District No. 3 of the Parish of Webster, State of Louisiana, on Saturday, December 10, 2016, to authorize the levy of a special tax therein.

                       WHEREAS, the Board of Commissioners of Fire Protection District No. 3 of the Parish of Webster, State of Louisiana (the "Governing Authority"), acting as the governing authority of Fire Protection District No. 3 of the Parish of Webster, State of Louisiana (the "District"), adopted a resolution on September 6, 2016, calling a special election in the District on Saturday, December 10, 2016, to authorize the levy of a special tax therein; and

                       WHEREAS, the governing authority of the District has requested that this Police Jury, acting as the governing authority of the Parish of Webster, State of Louisiana, give its consent and authority for the District to hold the aforesaid election, and in the event that the election carries to levy and collect the special tax provided for therein; and

                       WHEREAS, as required by Article VI, Section 15 of the Constitution of the State of Louisiana of 1974, it is now the desire of this Police Jury to approve the holding of said election and in the event that the election carries, to levy and collect the special tax provided for therein;

                       NOW, THEREFORE, BE IT RESOLVED by the Police Jury of the Parish of Webster, State of Louisiana, acting as the governing authority of said Parish, that:

                       SECTION 1.  In compliance with the provisions of Article VI, Section 15 of the constitution of the State of Louisiana of 1974, and in accordance with the request of the Board of Commissioners of Fire Protection District No. 3 of the Parish of Webster, State of Louisiana, this Police Jury hereby approves the holding of an election in the District, on Saturday, December 10, 2016, at which election there will be submitted the following proposition, to-wit:

PROPOSITION

(MILLAGE CONTINUATION)

Shall Fire Protection District No. 3 of the Parish of Webster, State of Louisiana (the “District”), levy a special tax of fifteen and forty-six hundredths (15.46) mills on all property subject to taxation in the District (an estimated $183,000 reasonably expected at this time to be collected from the levy of the tax for an entire year), for a period of ten (10) years, beginning with the year 2018 and ending with the year 2027, for the purpose of acquiring, constructing, improving, maintaining and operating fire protection facilities and equipment in and for the District, including the cost of obtaining water for fire protection purposes, said millage to represent a forty-six hundredths of a mill (.46) increase over the 15 mills tax authorized to be levied through the year 2017 pursuant to an election held on October 20, 2007?

                       SECTION 2.  In the event the election carries, this Police Jury does hereby further consent to and authorize the District to levy and collect the special tax provided for therein.

                       This resolution having been submitted to a vote, the vote thereon was as follows:

Bruce Blanton                   YES                                                       Steve Lemmons               YES

Allen Gilbert                       YES                                                      Nick Cox                             YES

Daniel Thomas                  YES                                                      Jerri M. Lee                       YES                                                                           

Randy Thomas                  YES                                                      Vera Davison                    YES

Bernard Hudson                YES                                                      Steve Ramsey                   YES

Jim Bonsall                         YES                                                      Dustin Moseley                 YES

                       And the resolution was declared adopted on this, the 6^thday of September, 2016

/s/Ronda C. Carnahan                                                                 /s/Jim Bonsall

Secretary-Treasurer                                                                     President

                       The following resolution was offered by _____Steve Ramsey_____________ and seconded by ________Nick Cox_____:

WEBSTER PARISH POLICE JURY

RESOLUTION # 014-2016

A resolution approving the holding of an election in Heflin Fire Protection District of the Parish of Webster, State of Louisiana, on Saturday, December 10, 2016, to authorize the levy of a special tax therein.

                       WHEREAS, the Board of Commissioners of Heflin Fire Protection District of the Parish of Webster, State of Louisiana (the "Governing Authority"), acting as the governing authority of Heflin Fire Protection District of the Parish of Webster, State of Louisiana (the "District"), adopted a resolution on August 23, 2016, calling a special election in the District on Saturday, December 10, 2016, to authorize the levy of a special tax therein; and

                       WHEREAS, the governing authority of the District has requested that this Police Jury, acting as the governing authority of the Parish of Webster, State of Louisiana, give its consent and authority for the District to hold the aforesaid election, and in the event that the election carries to levy and collect the special tax provided for therein; and

                       WHEREAS, as required by Article VI, Section 15 of the Constitution of the State of Louisiana of 1974, it is now the desire of this Police Jury to approve the holding of said election and in the event that the election carries, to levy and collect the special tax provided for therein;

                       NOW, THEREFORE, BE IT RESOLVED by the Police Jury of the Parish of Webster, State of Louisiana, acting as the governing authority of said Parish, that:

                       SECTION 1.  In compliance with the provisions of Article VI, Section 15 of the constitution of the State of Louisiana of 1974, and in accordance with the request of the Board of Commissioners of Heflin Fire Protection District of the Parish of Webster, State of Louisiana, this Police Jury hereby approves the holding of an election in the District, on Saturday, December 10, 2016, at which election there will be submitted the following proposition, to-wit:

PROPOSITION

(MILLAGE CONTINUATION)

Shall Heflin Fire Protection District of the Parish of Webster, State of Louisiana (the "District"), levy a special tax of sixteen and fifty-six hundredths (16.56) mills on all the property subject to taxation in the District (an estimated $96,703 reasonably expected at this time to be collected from the levy of the tax for an entire year), for a period of ten (10) years, beginning with the year 2018 and ending with the year 2027, for the purpose of acquiring, constructing, improving, maintaining or operating fire protection facilities and equipment of the District, said millage to represent a one and fifty-six hundredths mills (1.56) increase over the 15 mills tax authorized to be levied through the year 2017 pursuant to an election held on October 20, 2007?

                       SECTION 2.  In the event the election carries, this Police Jury does hereby further consent to and authorize the District to levy and collect the special tax provided for therein.

                       This resolution having been submitted to a vote, the vote thereon was as follows:

Bruce Blanton                   YES                                                       Steve Lemmons               YES

Allen Gilbert                       YES                                                      Nick Cox                             YES

Daniel Thomas                  YES                                                      Jerri M. Lee                       YES                                                                           

Randy Thomas                  YES                                                      Vera Davison                    YES

Bernard Hudson                YES                                                      Steve Ramsey                   YES

Jim Bonsall                         YES                                                      Dustin Moseley                 YES

                       And the resolution was declared adopted on this, the 6^thday of September, 2016

/s/Ronda C. Carnahan                                                                 /s/Jim Bonsall

Secretary-Treasurer                                                                     President

APPROVED FOR SALE BY SEALED BID:

ASSESSMENT#     NAME ON DEED                 CITY                      STREET NAME OR SUBDIVISION

114398                 Willie B. Shine Estate         Minden                 710 East Street

121289                 Jeff Riggan                           Cotton Valley       HWY 160

121570                 SIMCO Resources                              Cotton Valley       Crow Street

122033                 SIMCO Resources                              Cullen                   Off of Burnham

122320                 Glenda W. Archie                              Cullen                   109 Plymouth

122321                 Glenda W. Archie                              Cullen                   107 Plymouth

122644                 Dunn Property Mgmt.       Sarepta                 2503 Hwy 371

123773                 Ural Guy Farley                  Springhill              906 2^ndSt. SE

-Page 9-10- POLICY AND PROCEDURE WPPJ- Accounts Payable

When the bills are received by mail or delivered, they are received by the Account Payable Department.  That is now the responsibility of Lisa Balkom, Asst. Secretary-Treasurer.  Lisa goes through all of the bills and categorize them according to the department that they are to be paid from, for example- Public Works, Courthouse Maintenance, Criminal Court, etc..   If there are PO s for the invoice, these are attached to the invoices and coded as to fund and line item for input.  Monthly the bills are coded and presented to the Jury for approval.  The supervisor for the department must sign all bills to be paid.  Monthly the bills are approved and signed by one Juror or assigned signer prior to the AP checks being run.  At the Regular meeting the  to Monthly a committee of three Jurors then sign off on the bills for payment.  EFFECTIVE 9-01-2016

Monthly the bills will be reviewed by the department head, signed, and approved for payment.  One Juror will review and sign invoices prior to payment, and will sign each monthly check register.  A check register of all bills paid within the previous month are presented to the Jury for review at the Regular Monthly Meeting of the Webster Parish Police Jury and approved. 

Recurring obligations, such as utility bills, leases, obligations approved in the budget will be paid by the required due date and the check register will be approved by the Jury with other AP check registers.  Library invoices and checks will be approved according to the policy of the Webster Parish Library, monthly check registers will also be approved by the Jury.

Bills not signed by the committee are the Library bills (approved by their board and policy), Utility Bills, Leases, Monthly obligation bills that are approve in budget,  etc. 

The bills are then run on the computer.

Checks are kept in the locked Computer Room.

AP Checks are run by Lisa (monthly check run), Kacheryl (recurring checks ex:  lease, budget approved payments), and Alicia (utilities, insurance, etc).  Ronda can run AP checks if needed.  A check log is kept with the following information:  Date of Check Run, Check # beginning and ending, Person that runs the checks, person that signs the check (uses the Check signature stamps).

Check Stamps are kept in the locked desk of the Secretary-Treasurer

The Secretary-Treasurer will randomly sign original signature on the checks.