February 18, 2015 On Wednesday, February 18, 2015 at 9:00 a.m., the Police Jury of Sabine Parish, State of Louisiana met in open and regular session. The following members were present: William E. Ruffin, President; Kenneth M. Ebarb, Vice President; Kenneth J. Funderburk, Willes Funderburk, Kenny R. Carter, Ronny Bison, Eric Garcie, Ricky K- Wall Sepulvado and Randy Byrd. The Agenda was as follows: 1. Roll Call 2. Prayer 3. Pledge of Allegiance 4. Adopt the Minutes from Previous Meeting 5. Amend the Agenda 6. Planning Commission 7. Plainview Road Construction FP&C Project No. 50-J43-10-01, Update & Change Order No. 3 8. Plainview Road Construction FP&C Project No. 50-J43-10-01, 1/20/15 Letter from Claire Vermaelen, Facility Planning & Control-Proposed 4 th Amended Cooperative Endeavor Agreement 9. South Toledo Bend Water District-Accept Commissioner Diane Lampman s Resignation Effective 3/10/15 and Appoint New Commissioner 10. Community Water Enrichment Fund FY2014-2015, Due 3/20/15 11. Ethics Training to be held Friday 3/27/15, 1:30 pm at VFW Hall, Many 12. Finance Committee 13. Appropriate Sales Tax for February Operations ($220,000) 14. Personnel Committee-Recommendation, Road Forman, RD 16 & 09 (Wards 2 & 3) 15. Committee Reports 16. Operations 2. Prayer Prayer was led by Mr. Kenny R. Carter. 3. Pledge of Allegiance The Pledge of Allegiance was led by Mr. Kenneth M. Ebarb. 4. Adopt the Minutes from Previous Meeting Resolution No. 7452 Motion by K. Funderburk and seconded by Carter to adopt the minutes of the January 21, 2015 Police Jury meeting. 5. Amend the Agenda-None 6. Planning Commission-No Report 7. Plainview Road Construction FP&C Project No. 50-J43-10-01, Update & Change Order No. 3 On January 28, 2015 Police Jurors and Road Superintendent Tommy Patton were sent a copy of a January 27, 2015 email from Heather McCarty, Meyer and Associates, Inc. with Change Order No. 3 and a copy of the reconciliation. Ms. McCarty had asked that a copy be sent to Mr. John Richard and that five (5) copies be signed and returned to her. Mr. Richard was emailed a copy and he responded on February 12, 2015 by email. Mr. Richard stated that apparently, the original draft Change Order # 3 for adverse weather days was never signed by Sabine Parish and the attached is replacing that change order. Mr. Richard had also stated: I have reviewed the attached change order and the state has no objection to it. However, the State cannot participate in this change order because the State has inadvertently obligated over the 5% limit on Misc. expenditures for this project. I realize that the change order is for Construction, but the funds need to be recouped somehow, somewhere. The State will continue to honor its previous obligations. The balance will be recouped via Phase II of this project.
Resolution No. 7453 Motion by W. Funderburk and seconded by K. Funderburk to approve and authorize the Jury President to sign 5 originals of change order No. 3 to Apeck Construction, LLC contract in the amount of $10,631.11 (to reconcile the Contract Quantities to AS-Built Quantities) to Plainview Road Rehabilitation, Planning and Construction FP&C Project No. 50-J3-10-01: original contract amount being $1,876,984.20 previously increased by Change Order No. 1 by $21,776.00 to $1,898,760.20 and this increase of $10,631.11 changes the contract to $1,909,391.31; as requested in a January 27, 2015 email from Heather Alling, Construction Contract Administrator, Meyer & Associates, Inc. said change order previously discussed (no objections) by February 11, 2015 email from John Richard, Project Manager, Division of Administration, Facility Planning and Control Substantial Completion days remaining at 217 and Ready for Final Payment days remaining at 262 as previously done by Change Order No. 2. Police Juror Willes Funderburk advised that nothing has been done on sealing the cracks in the Plainview Road as discussed at last month s meeting. The Jury had agreed (Res. No. 7440, 1/21/15) to pay half the cost of sealing the cracks, $5,275.00. President William E. Ruffin felt that the engineer needs to be contacted since they are over the project. 8. Plainview Road Construction FP&C Project No. 50-J43-10-01, 1/20/15 Letter from Claire Vermaelen, Facility Planning & Control-Proposed 4 th Amended Cooperative Endeavor Agreement On January 28, 2015 Secretary Treasurer Ronald L. Busby sent Police Jurors, Road Superintendent Tommy Patton, Vernon Meyer, Claire Vermaelen, John Richard, Senator Gerald Long and Representative Frankie Howard a memo concerning a January 20, 2015 letter from Claire Vermaelen, Facility Planning and Control about her letter and proposed 4 th Amended Cooperative Endeavor Agreement, with Exhibit A reflecting a new line of credit received at the October 2014 Bond Commission Meeting, as depicted in Exhibit B. It also reflects a change in Article VIII of the original Cooperative Endeavor Agreement regarding change orders as mandated by R.S.39:126. Busby s Memo had explained that Police Jurors need to study this in detail since the Police Jury 2015 Budget does not include any funds for the Plainview Road beyond what is under the present contract for Phase I (2014). With the Memo was a copy of the Road District 18 (Ward 1) Adopted Budget for 2015 reflecting that absence of local match funding. Busby had explained that the Jury needs to be sure what this document requires at the local level (local participation to match Capital Outlay). If the Jury decides to move forward with Phase II, the local funding is not in place. It is my understanding that at the end of the contract document phase, if a designer s estimate is more than the funds budgeted by the public entity for the project, the project shall not be advertised for bid. Resolution No. 7454 Motion by Byrd and seconded by W. Funderburk: To approve Plainview Road Construction FP&C Project No. 50-J43-10-01, 4 th Amended Cooperative Endeavor Agreement, with Exhibit A reflecting a new line of credit received at the October 2014 Bond Commission Meeting, as depicted in Exhibit B. It also reflects a change in Article VIII of the original Cooperative Endeavor Agreement regarding change orders as mandated by R.S.39:126, as presented in January 20, 2015 letter from Claire Vermaelen, Facility Planning and Control; said approval with the understanding that the Sabine Parish Police Jury 2015 Budget does not at this time include any funds for the Plainview Road beyond what is under the present contract for Phase I (2014 Budget). 9. South Toledo Bend Water District-Accept Commissioner Diane Lampman s Resignation Effective 3/10/15 and Appoint New Commissioner Jurors were provided with a February 11, 2015 email from Diane Lampman, Commissioner and President, South Toledo Bend Water District along with her resignation from the Board of Commissioners, effective after the March 10, 2015 board meeting. She and her husband are moving
back to Lafayette. Mrs. Lampman also included a February 10, 2015 letter from the board nominating Megan B. Quinn, 640 Quiet Cove Road, Florien, LA 71429, Phone 318-586-7909, for appointment to the board, effective after that March 10, 2015 meeting. Ms. Quinn s Resume was also attached. Mrs. Lampman s letter explains that Ms. Quinn will not be able to be at the meeting, as she has a previous commitment in Houston, Texas, but board members Malcolm Franks and Rodney DeRouen will be in attendance to support her nomination to the board. Mr. Franks was in attendance in support of appointing Ms. Quinn but Mr. DeRouen was not at today s meeting. Resolution No. 7455 Motion by K. Funderburk and seconded by Ebarb: WHEREAS, Mrs. Diane Lampman, member of the Board of Commissioners of South Toledo Bend Waterworks District, has submitted her resignation from the board (from Slot Four, with the five year term expiring 1/17/2018), effective after the March 10, 2015 board meeting, said resignation due to her and her husband moving back to Lafayette, NOW THEREFORE BE IT RESOLVED to accept the resignation of Mrs. Diane Lampman as a member of the Board of Commissioners of South Toledo Bend Waterworks District, effective after the water district s March 10, 2015 board meeting, and BE IT FURTHER RESOLVED that a new member, Ms. Megan B. Quinn, is appointed to the Board of Commissioners of South Toledo Bend Waterworks District (Slot Four) to fill the vacancy for the remaining portion of the unexpired five (5) year term, expiring January 17, 2018 as follows: Slot Four Ms. Megan B. Quinn 640 Quiet Cove Road Florien, LA 71429 318-586-7909 Expires 1/17/18 The voting was as follows: 10. Community Water Enrichment Fund FY2014-2015, Due 3/20/15 The Police Jurors were provided with a copy of a January 28, 2015 (received 2/9/2015) Memorandum from Carol M. Newton, Director, Community Water Enrichment Fund, Office of Community Development with all attachments, application forms and guidelines. Copies were mailed to Ebarb Water District, Sabine Parish Water District No. 1 and South Toledo Bend Water District. The grant applications require that projects be on publicly owned land and also say that private for profit water systems are not eligible for funding. On a previous application cycle Mr. Marc Parenti indicated a Private non-profit could apply with the block checked to show it is not on Publicly Owned land. $9.3 million has been made available for continuation of the Community Water Enrichment Fund for fiscal year 2014-2015. The Office of Community Development has developed guidelines for the use of the funds which will allow local governments to apply for assistance for water system rehabilitation projects. Eligible applicants will be all Louisiana municipalities and parishes. The amount available to each parish will be $135,317 for this current fiscal year. The deadline for submittal of applications for the FY 2014-2015 allocation is March 20, 2015. A letter of support from the State Senator and the State Representative representing the project area, as well as a resolution from the local governing body supporting the project, must be submitted with the application in order to be considered eligible. The application forms and guidelines were also enclosed. Maximum grant ceiling amounts are based on the following population ranges. Villages (1-999) are eligible to apply for up to $25,000. Towns (1,000-4,999) are eligible to apply for up to $35,000. Cities (5,000-35,000) are eligible to apply for up to $50,000 Parishes are eligible to apply for up to $100,000 (If a parish s incorporated communities combined maximum ceiling amounts are less than the allocation for the entire parish area, the parish can then apply for more than $100,000.) Parishes may apply for projects that serve a parish-wide area or an unincorporated area of the parish.
For the 2014-2015 fiscal year, the maximum allocation per parish area will be $135,317.00. The Office of Community Development encourages all potential applicants within each parish to prioritize their requests. There is also an Emergency Set Aside of $800,000 with a $250,000 ceiling. Applicants would have to contact the Office of Community Development about an emergency project and if they determine that it meets the intent of the program, the local government will be invited to submit an application. If a local government has two open CWEF grant contracts with the Office of Community Development, it will not be awarded another until one of the others is closed. At this time one CWEF contract was recently opened (returned to OCD 2/5/15 for their signature) #1415-CWEF-SBN-0001EF-$34,200 for Ebarb Waterworks District No. 1-Better Monitor & Control Chlorine levels (to meet state Health Dept. requirements). 11. Ethics Training to be held Friday 3/27/15, 1:30 pm at VFW Hall, Many Police Jurors were advised that Jury Vice President Kenneth Ebarb has scheduled with Mr. Brett Robinson to again provide the Ethics Training. It will be March 27, 2015 at 1:30 p.m., at the VFW Hall in Many. Drivers Licenses will be swiped to record the attendances. This has been placed on the Police Jury s web site sabineparishpolicejury.com and is also on the ethics.la.gov website. Mr. Ebarb added that all public officials or employees are welcome to attend the session. It doesn t matter if the work for the Police Jury, School Board or any other public body they are welcome to attend and get the required ethics training. 12. Finance Committee Resolution No. 7456 Motion by Ebarb and seconded by Bison to pay the approved bills. 13. Appropriate Sales Tax For February Operations ($220,000) Resolution No. 7457 Motion by K. Funderburk and seconded by Carter to appropriate and transfer $220,000.00 from the Sales Tax Fund to the Parishwide Transportation Fund for February 2015 operations. 14. Personnel Committee-Recommendation, Road Foreman, RD 16 & 09 (Wards 2 & 3) The Personnel Committee posted Opening for Road Foreman (Road Districts 16 & 09, Wards 2 & 3) due to Phillip H. Sneed s resignation. They set the deadline of February 13, 2015, 3:30 p.m. for the Applications/Resumes to be submitted to the committee. An Application and Resume was received from one present employee Hollis Allen Jones Operator/Truck Drivers for Road District 18 (Wards 1). The Personnel Committee and Road Superintendent Tommy Patton interviewed the applicant today, February 18, 2015 at 8:00 a.m. Personnel Committee Chairman Ronny Bison advised that the committee recommended Hollis Allen Jones for the Foreman s position in Road District 16 & 9 (Wards 2 & 3). Resolution No. 7458 Motion by Bison and seconded by W. Funderburk: WHEREAS, Road Districts 16 & 09 (Wards 2 & 3) Road Foreman Phillip H. Sneed recently resigned, effective at the end of the workday, February 2, 2015, and WHEREAS, the Personnel Committee accepted Applications and Resumes then interviewed the one applicant, Hollis Allen Jones, at 8:00 a.m., today February 18, 2015 for that Road Foreman s position, and WHEREAS, the Personnel Committee now recommends that Mr. Hollis Allen Jones be promoted to Road Districts 16 & 09 (Wards 2 & 3) Road Foreman, effective March 1, 2015, and
WHEREAS, promoting Mr. Hollis Allen Jones will leave a vacancy in the Road Districts 18 (Ward 1) crew for the vacated Operator/Truck Driver position, NOW THEREFORE BE IT RESOLVED, that, effective March 1, 2015, Mr. Hollis Allen Jones be promoted and transferred from Road District 18 (Ward 1) Operator/Truck Driver position, to the Road Districts 16 & 09 (Wards 2 & 3) Road Foreman s position; with the pay rate (effective March 1, 2015) to be at the approved Payroll Step Plan pay scale for the Road Foreman s position (using Mr. Jones s hire date of July 1, 2012, which would place him at the 2nd year step increase for that position, presently $13.59 per hour or 6% above the base pay rate of $12.82 per hour), with any future step pay increases or changes in the Road Foreman s pay scale (approved henceforth) to be applicable to him; said action replacing Phillip H. Sneed who resigned February 2, 2015, and BE IT FURTHER RESOLVED, that Mr. Hollis Allen Jones be assigned, for the remainder of this month (through February 28, 2015), to work in and train in Road District 16 and 09 (Wards 2 & 3), and BE IT FURTHER RESOLVED, to approve and authorize Road Superintendent Tommy Patton to hire someone to fill that vacancy on the Road Districts 18 (Ward 1) crew (created by Mr. Jones s promotion), at the present hourly pay rate of $11.27, (subject to any normal Payroll Step Plan increases); said new employee subject to passing the required physical before being hired and said employee being subject to the normal six months probationary period. 15. Committee Reports Police Jury Vice President Kenneth Ebarb, Chairman of the Finance Committee advised that the Finance Committee has been requested to assist the Sabine Dixie Youth Baseball, Inc. with some start-up money each year. He explained that the committee has discussed the possibility of providing that assistance. Donald H. Remedies, who made the request, explained that some areas have trouble with getting start-up funds. He asked for whatever funds the Jury could provide. He explained that last year they had 96 teams in the Parish with 5 towns participating. He would like for $2,500 to be considered in the budget each year if it could be considered at the next meeting. Mr. Remedies advised that the funds could be paid to Sabine Dixie Youth Baseball, Inc. and they would disburse the funds to the towns. Jury President William E. Ruffin commended Mr. Donald H. Remedies for the work he has done with the Dixie Youth Baseball in the Parish. Mr. Ebarb asked Secretary Treasurer Ronald L. Busby if the Jury could provide those funds and if it had the funds available. Busby advised that the Juror Kenneth Funderburk had just asked him it is legal and Busby suggested they consult with the District Attorney. Resolution No. 7459 Motion by Ebarb and seconded by W. Funderburk: WHEREAS, the Sabine Parish Police Jury has been requested to provide financial assistance to Sabine Dixie Youth Baseball, Inc. each year for them to have start-up funds, and BE IT RESOLVED, for the Sabine Parish Police Jury to provide start-up funding each year payable to Sabine Dixie Youth Baseball, Inc. in the amount of $2,500, with those funds to be disbursed by Sabine Dixie Youth Baseball, Inc. to the various towns or areas, said 2015 funding to be encompassed into the Revised 2015 Budget, to be adopted in October 2015, and with $2,500 to be in future annual budgets for the same purpose; said funding subject approval by District Attorney Don Burkett. Courthouse Committee Chairman Kenny R. Carter advised that the committee has been working on remodeling the Police Jury meeting room and has started the first phase by ordering some chairs. They should arrive within a month. 16. Operations Road Superintendent Tommy Patton advised that Tyler Hankins is presently working under authority of Resolution No. 7416 adopted November 19, 2014 and would have to be released on February 27, 2015 unless the Jury desires it be extended. Mr. Patton desired to know how to handle the matter.
Resolution No. 7460 Motion by K. Funderburk and seconded by Bison: WHEREAS, Tyler Hankins was hired under authority of Resolution No. 7347, adopted May 21, 2014, and was authorized to work through November 28, 2014 under that authorization, but would have been scheduled for release on November 26, 2014 due to the holidays; then was authorized to work through February 27, 2015 by Resolution No. 7416 adopted November 19, 2014, BE IT RESOLVED, to extend Tyler Hankins authorized part time/temporary work status through Friday, May 29, 2015, and BE IT FURTHER RESOLVED, that all other conditions of Resolution No. 7347 are still applicable unless any of those authorizations are modified by a later resolution. Road Superintendent Tommy Patton advised the Jurors that they have inmates in and out of the shop and they sometimes try to load things on a trailer and things go missing in that manner. The Road Department has also lost fuel out of the trucks at night and has lost speakers out of a truck. Mr. Patton felt the Jury should consider getting some security cameras for areas around the shop. Resolution No. 7461 Motion by Sepulvado and seconded by Garcie to authorize Road Superintendent Tommy Patton to contact someone to get prices for Security Cameras for the Road Office/Shop areas where he feels they would be needed and for the Road Committee authorized to approve purchasing the cameras, at their discretion. Police Juror Randy Byrd advised that Road Districts 04 & 20 (Wards 7 & 9) needs another Motor Grader, either new or used, as all the drive housing busted on the New Holland Grader (Unit G300, 2000 New Holland RG140 Motor Grader, S# 10Y00300). Jury President Ruffin suggested he get the specifications and bring it back to the Police Jury. Police Jury President William E. Ruffin reminded the Police Jurors that Secretary Treasurer Ronald L. Busby is retiring around the end of this year. Mr. Ruffin asked the Personnel Committee to initiate the process of getting someone in place that could receive some training and for the committee to report to the Police Jury on the progress. Police Jury Vice President Kenneth Ebarb recognized liaison Major Shane Whitten from Fort Polk s 4 th Brigade. Major Whitten updated the Jurors on the reflagging of the 4 th Brigade. On February 24 th it will be reflagged as the 3 rd Brigade. It will actually gain about 790 additional soldiers. Major Whitten also updated the Jurors on the calendar of upcoming events involving the base. Jurors questions were answered. Police Jury President William E. Ruffin asked the Personnel Committee to review a matter where one enforcement employee has had two or three vehicle accidents (two in Jury vehicle) to be sure of the individual s status for safety reasons, and determine if he needs to be cleared with his Doctor to drive. Resolution No. 7462 Motion by Carter and seconded by K. Funderburk to adjourn. /s/ronald L. Busby Ronald L. Busby Secretary Treasurer /s/william E. Ruffin William E. Ruffin President