The Washington Parish School Board met in special session on the above date with the following members present: President Richard N. Thomas, Karl Bickham, Bruce Brown, Harold Smith, Juanita Barker, and Freddie Jefferson. Absent: Hayward Boone, Susanne Jones, and Holly James.
Agenda Item #1 - Call to order.
The meeting was called to order by President Thomas. He welcomed School Board Attorney Wayne Kuhn, news media, and guests.
Agenda Item #2 - Invocation.
The invocation was given by Bruce Brown.
Agenda Item #3 - Pledge of Allegiance.
Superintendent Fowler stated the purpose of this special meeting was to talk about LA4, which is the four-year-old program. He further stated that he would talk about all the agenda items, and then the Board could take action on each one.
Superintendent Fowler stated, "The LA 4 program is something that was initiated last year, with about nine (9) systems being able to participate. As you recall, the restrictions placed on the program prohibited us from getting involved in it. There were thirty-eight (38) systems last year that wanted to participate, but only nine (9) were able to participate. The restrictions have eased, somewhat, and have allowed for more systems to apply this year. There were eight (8) systems that were granted LA 4 clearance to go into the program; we were one of those. We applied for approximately $1.6 million; we received official word that we were granted $1,480,125.00 for operation of the program. We were offered some of last year's money; we applied and received $1 million. Therefore, we have $2,480,125.00 with which to start up and operate the program. Unfortunately, the time lines we have to operate under are very tight. All requests for reimbursement have to be submitted by September 3, 2002. Actually, I don't even consider that the finished date, because this program has to be up and running by the first day of school. That puts even tighter restraints on time lines we're dealing with, so we are off and moving at present.
I did have to ask you to call for a special board meeting in order to take care of some of these legal and financial hoops we're going to be jumping through for the next few weeks. In talking with Wayne (Kuhn), we can declare this an emergency situation because of the tight time lines that we're operating under, and by doing so, this will eliminate some of those legal, financial guidelines that you normally would have to fall under. When you go under a classification of emergency situation, then that gives you the authority to operate the best you possibly can under whatever emergency situation that has arisen. Certainly, by having to spend this type of money in a short period of time, creates a problem. So that's the reason Wayne suggested we do this.
We have $1,480,125 with which to operate the program. The additional monies ($1 million) opens the door up for some renovations that could not be taken care of with the $1.48 million, since that was restricted to operation of the program. We were proceeding to use General Fund monies to start renovating some areas in different locations. We knew it was going to be costly to the program. We, also, were going to be doing it on a get-by situation, doing just what we had to do, since General Fund money is very limited. With the $1 million, that opens up the avenue of allowing for renovation. That means we will not be spending General Fund monies on renovating these areas for LA 4 use. That means any renovation we started as of May 15, 2002, can be covered by the $1 million. We actually started June 1, 2002. It also changes our direction, somewhat. I told you we were going on a shoestring budget and we'd be doing minimal renovation. We are now able to move that up. I've been using the term, >going in the Volkswagen direction under General Fund monies; we're now going toward more of the Cadillac style.= We can now offer the students something of quality, as far as facilities. We'll be able to do more than originally planned.
As the agenda indicates, we will be entering into a contract with Bruce Hunt. I think we were very fortunate to find someone available who could undertake this project. I know the quality of his work and the good reputation he has as a local contractor. He is state licensed, bonded, insured, etc. Hopefully, most of the interior work can be completed before school starts. Some outside work, such as playgrounds and fencing, could be slightly delayed."
The locations of the LA 4 program will be Franklinton Primary School, Mt. Hermon School, Enon Elementary School, Wesley Ray Elementary School, Thomas Jr. High School, and Varnado Elementary School. Thomas and Pine's LA 4 programs were combined due to lack of facilities at Pine. Superintendent Fowler reviewed renovation plans for each of the LA 4 program locations.
Superintendent Fowler then asked Wayne Kuhn, School Board Attorney, to comment on the contract with Bruce Hunt. Mr. Kuhn stated, "We had a meeting last Friday with Mr. Hunt and the business office. We've all had to rush to try to get what we think is necessary to comply. My portion, of course, involves construction matters for the school board. In the meeting Friday, we discussed we'd probably need a special board meeting to (1) be sure the Board was totally informed about any of this going on, so if you had any questions, you would have the opportunity to ask them, and (2) Mr. Hunt is available to do the work, and you may, or may not, know him and want to be sure that you're comfortable with that. Ordinarily, on our big projects, we don't go on a cost-plus basis. If we were to put it out for bid, the bidding process would take approximately a month before we're actually acting on it. There's no way a contractor could go in and, in a few days, give you a fixed price on all the work. At this point, I don't think everybody's even sure of exactly what all is going to be done. I don't even know if it's possible; if it were, the contractor, in order to protect himself, would have to inflate the price to an amount that would not be in our best interest. We've got six (6) weeks until the start of school to get the work done. We decided the only possible way you could do this was to get a contractor that's available, get started, and do it on a cost-plus basis." Mr. Kuhn briefly reviewed and discussed with the Board portions of the contract with Bruce Hunt, d/b/a/ B & H Construction.
Agenda Item #4 - Consider a motion to declare a public emergency related to the renovation of classrooms for the LA 4 program (Dennie Fowler).
It was moved by Freddie Jefferson, seconded by Bruce Brown, that the Board declare a public emergency related to the renovation of classrooms for the LA 4 program. Motion carried unanimously.
Agenda Item #5 - Consider a motion to authorize the superintendent to enter into a contract with Bruce Hunt for the renovation of classrooms for the LA 4 program (Dennie Fowler).
It was moved by Karl Bickham, seconded by Harold Smith, that the Board adopt the following resolution authorizing the superintendent to enter into a cost-plus contract with Bruce Hunt, d/b/a B & H Construction, for the renovation of classrooms for the LA 4 program:
R E S O L U T I O N
WHEREAS, the Washington Parish School Board has received notice of a grant of $1,000,000.00 for renovations for the LA 4 program, and
WHEREAS, requests for reimbursement for the funds are required to be submitted on or before September 3, 2002, and
WHEREAS, school begins August 14, 2002, and
WHEREAS, Bruce Hunt, d/b/a B & H Construction, is available to immediately begin the renovations, and
WHEREAS, in order to reasonably complete construction before September 3, 2002, and, possibly, before the beginning of the school session, a cost-plus contract would be in the best interests of the school board, and it is necessary to declare an emergency;
THEREFORE, BE IT RESOLVED, that the Washington Parish School Board agrees to enter into a cost-plus contract with Bruce Hunt, d/b/a B & H Construction, under the terms and conditions to be established by the superintendent, and declares this matter an emergency.
FOR: Karl Bickham, Bruce Brown, Harold Smith, Richard N. Thomas, Juanita Barker, and Freddie Jefferson
AGAINST: None.
ABSENT: Hayward Boone, Susanne Jones, and Holly James.
Motion carried unanimously.
C E R T I F I C A T E
I hereby certify that the foregoing is a true and exact copy of a resolution adopted at a special meeting held on July 2, 2002, at which time a quorum was present and voting.
Franklinton, Louisiana, this 2nd. day of July, 2002.
____________________________________________
Dennie Fowler, Superintendent/Secretary
Agenda Item #6 - Consider a motion to authorize advertisement for bids for the purchase of materials, supplies, equipment, playground fencing, covered walkways, and intercom and fire alarm extensions for the LA 4 program that meet bidding thresholds (Dennie Fowler).
It was moved by Harold Smith, seconded by Karl Bickham, that the Board authorize advertisement for bids for the purchase of materials, supplies, equipment, playground fencing, covered walkways, and intercom and fire alarm extensions for the LA 4 program that meet bidding thresholds. Motion carried unanimously.
Agenda Item #7 - Consider a motion to authorize the superintendent to accept low bids meeting specifications for the purchase of materials, supplies, equipment, playground fencing, covered walkways, and intercom and fire alarm extensions for the LA 4 program (Dennie Fowler).
It was moved by Harold Smith, seconded by Karl Bickham, that the Board authorize the superintendent to accept low bids meeting specifications for the purchase of materials, supplies, equipment, playground fencing, covered walkways, and intercom and fire alarm extensions for the LA 4 program. Motion carried unanimously.
Agenda Item # 8 - Consider a motion to adjourn.
Prior to adjournment, Superintendent Fowler reported that the Board's reapportionment plan has been precleared by the United Stated Department of Justice.
It was moved by Harold Smith, seconded by Karl Bickham, that the Board adjourn. Motion carried unanimously.
RICHARD N. THOMAS, PRESIDENT
DENNIE FOWLER, SECRETARY