JANUARY 13, 2015
DRAFT
THE VERNON PARISH SCHOOL BOARD CONVENED IN REGULAR SESSION AT 10:00 A.M., 201 BELVIEW ROAD, LEESVILLE, LOUISIANA. PRESIDENT BRANDON CALLED THE MEETING TO ORDER AND ON ROLL CALL THE FOLLOWING MEMBERS WERE PRESENT:
DOUG BRANDON, PRESIDENT
RANDI GLEASON
ROBERT PYNES, JR.
JIM SEAMAN
STEVE WOODS
ANGIE DAVIS
DAVID DETZ
RANDY MARTIN
MICHAEL PERKINS
VERNON L. TRAVIS JR.
JOHN BLANKENBAKER, VICE-PRESIDENT
GERALD COOLEY
COL. T. GLENN MOORE
ABSENT: NONE
There was also present Mr. James Williams, Secretary of the Board.
The meeting was opened in prayer by Jon Welch.
The Pledge of Allegiance was led by Randy Martin.
On motion of Steve Woods, seconded by David Detz, the Board voted to approve the minutes of the January 8, 2015 regular meeting and dispense with the reading of the minutes.
On motion of John Blankenbaker, seconded by Vernon Travis, the Board voted to advertise for a track at Rosepine High School.
On motion of Vernon Travis, seconded by Gerald Cooley, the Board voted to approve the following policies as discussed on January 8, 2015:
DEBT LIMITATION
The Vernon Parish School Board may, as authorized by the Constitution and laws of the State, borrow money, incur debt, issue bonds, levy taxes, or pledge uncollected taxes or revenues, with the approval of the electorate and the consent of the State Bond Commission. Before incurring any form of debt whatsoever, the School Board is required by law to obtain the consent and approval of the State Bond Commission. The School Board may incur debt and issue bonds for the purposes of acquiring and/or improving lands, purchasing, erecting and/or improving school buildings, and/or for other purposes allowed by state law which, including the existing bonded debt of the School Board for all bonded purposes, may not exceed fifty per centum (50%) of the assessed valuation of all taxable property in the school district as ascertained by the last assessment for the district.
Notification to the State Bond Commission shall be required by the School Board whenever the transfer of funds authorizing indebtedness or payment on outstanding indebtedness has not been made in a timely manner.
RECORDKEEPING
The School Board shall continuously maintain:
1. A list of all Louisiana municipal securities for which the School Board is the issuer or is obligated to repay;
2. A copy of all continuing disclosure agreements relating to the securities to which the School Board is a party;
3. If, pursuant to a continuing disclosure agreement in which the School Board is a party, the School Board shall be responsible for filing notices of charges in bond ratings, a list of current ratings for such securities, if any.
All records required to be kept by the School Board under state law shall be subject to inspection by the legislative auditor and/or the School Board’s auditor.
Municipal securities shall mean bonds, notes, certificates, or other written obligations for the repayment of borrowed money, including obligations to refund any security, which are issued by the School Board.
Revised: December, 1990 Revised: November, 2014
Revised: December, 2008
Ref: La. Rev. Stat. Ann. §§17:89, 17:1371, 18:1281, 18:1282, 18:1283, 18:1284, 18:1293, 39:471, 39:554, 39:562, 39:821, 39:1410.60, 39:1421, 39:1438; Board minutes, 2-5-09.
TAX AND BOND ELECTIONS AND SALES
TAX AND BOND ELECTIONS
The Vernon Parish School Board shall call elections for the public to vote on tax or bond revenue issues. Every bond, tax, or other election at which a proposition or question is to be submitted to the voters shall be held only on one of the dates set forth by state law or upon proper application to and approval of the State Bond Commission on a date not provided by statute. The proposition placed on the ballot submitted to the voters in any bond election shall state the kinds and sources of revenues which shall be pledged to retire the bonds, should the proposition be successful.
Public notice of the date, time, and place of any meeting at which the School Board intends to levy, increase, or renew, or continue any ad valorem property tax or sales and use tax or authorize the calling of an election for submittal of such question to the voters shall be both published in the official journal of the School Board no more than sixty (60) days nor less than thirty (30) days before such public meeting and shall be announced to the public during the course of a public meeting no more than sixty (60) days nor less than thirty (30) days before such public meeting; and notice of such meeting shall be written and hand delivered or transmitted by email to each voting member of any governing authority of a political subdivision that is required to approve such a measure previously adopted by another governing authority and to each state senator and representative in whose district all or a portion of the political subdivision is located, no more than sixty (60) days nor less than thirty (30) days before such public meeting. Email delivery shall be made to the official email address of such voting members or legislators and to any other address provided in writing to the School Board by such a voting member or legislator.
If such a meeting is postponed or cancelled, notice of any subsequent meeting to consider taking action regarding property or sales taxes shall be published in the School Board’s official journal no less than ten (10) days before the subsequent meeting.
If consideration of or action upon the tax proposal is postponed, or if no action was taken regarding the tax proposal, then notice of any subsequent meeting to consider the tax proposal shall be published no less than ten (10) days before the subsequent meeting, unless the date, time, and place of the subsequent meeting was announced to the public during the meeting.
If, at a meeting held in accordance with above provisions, the School Board adopts such a measure,the provisions shall not apply to a subsequent meeting if the only action taken at the subsequent meeting is one which results in a change to the previously adopted measure that reduces the rate or term of the tax in the measure and thereby reduces the total amount of tax that would be collected under the measure, or substantially reduces the cost to the School Board of any bond or debt obligation to be incurred by the School Board.
On the date and at the hour and place specified in the notice of election, the School Board, in public session, shall examine and canvass the returns and declare the result of the elections. The result shall be promulgated by one publication in the official journal of the School Board.
SALE OF BONDS
If approved by the electorate, the School Board shall adopt a resolution providing for the issuance of school bonds within a particular bonding district. Said issuance of bonds shall prescribe the form and fix the maturities thereof, and provide for the payment of said bonds in principal and interest.
All bonds shall be advertised for sale on sealed bids, which advertisement shall be published at least once a week for three (3) weeks, the first publication to be made at least fifteen (15) days preceding the date fixed for the reception of bids. Advertisement shall be in the official journal of the governing authority at least fifteen (15) days before the date fixed for the reception of bids. Notice of sale shall also be published once a week for three (3) weeks preceding the date fixed for the reception of bids, either in a financial paper published in the city of New York or the city of Chicago, or in a newspaper of general circulation published in a city of the state of Louisiana having a population of not less than twenty thousand inhabitants, according to the last federal census.
The School Board may reject any and all bids. If the bonds are not sold pursuant to the advertisement, they may be sold by the School Board by private sale, within sixty (60) days after the date advertised for the reception of sealed bids, but no private sale shall be made at a price less than the highest bid which shall have been received. If not sold, the bonds shall be re-advertised in the manner prescribed above.
Revised: July, 2011
Revised: October 8, 2013
Revised: November, 2014
Ref: Constitution of Louisiana, Art. VI, Sec. 30, Sec. 33; La. Rev. Stat. Ann. ''18:1281, 18:1282, 18:1283, 18:1284, 18:1285, 18:1286, 18:1293, 39:570, 39:1421, 39:1422, 39:1423, 39:1424, 39:1424.1, 39:1425, 39:1426, 39:1427, 39:1428, 39:1429, 42:19.1; Board minutes, 7-12-11, 10-8-13.
CASH MANAGEMENT AND INVESTMENT OF FUNDS
In the investment of surplus monies, the Vernon Parish School Board shall operate under the "Prudent Person" rule, exercising judgment and care, under the circumstances prevailing, which people of ordinary prudence would employ in the management of their own affairs - not in speculation, but as to the permanent disposition of their funds, considering both income and safety of capital.
The assets of the Vernon Parish School Board shall be held in trust by the fiduciaries designated by the Vernon Parish School Board.
This policy is not intended to remain static. Normally, the Vernon Parish School Board will review this policy at least annually and, if deemed advisable, recommend changes. Recommendations from outside professionals leading to improvements in policies, procedures, and operations are always welcome.
CASH MANAGEMENT
All aspects of cash management operations shall be designed to ensure the absolute safety and integrity of the School Board’s financial assets.
Cash management activities shall be conducted in full compliance with prevailing local, state and federal regulations. Furthermore, such activities shall be designed to adhere to guidelines and standards promulgated by applicable professional organizations.
Operating within appropriately-established administrative and procedural parameters, the School Board shall aggressively pursue optimum financial rewards, while simultaneously controlling its related expenditures. Therefore, cash management functions which engender interaction with outside financial intermediaries shall be conducted in the best financial and administrative interests of the school system. In pursuit of these interests, the School Board shall utilize competitive bidding practices whenever practicable, affording no special financial advantage to any individual or corporate member of the financial or investment community.
The School Board shall authorize the Superintendent and staff to design and enforce written administrative regulations, guidelines, and procedures relating to a variety of cash management issues such as the eligibility or selection of various financial intermediaries, documentation and safekeeping requirements, philosophical and operational aspects of the investment function, and such other functional and administrative aspects of the cash management program which necessitate standard setting in pursuit of appropriate prudent, enhanced protection of assets or procedural improvements.
DEPOSITORY BANK
Louisiana statutes require School Boards to select a fiscal agent for purposes of receiving or depositing funds of the School Board. The bank selected as fiscal agent shall be asked to enter into a fiscal agency contract or such other necessary instruments setting forth the duties, responsibilities, and agreements pertaining to said fiscal agency.
The fiscal agency bank, when selected, shall serve for a term as agreed to by the School Board and until its successor shall have been duly selected and qualified, and shall pledge approved securities, as provided for in the fiscal agency contract subject to the regulations under state law.
PLEDGED SECURITIES
Funds on deposit shall be collateralized in an amount at all times equal to 100% by pledged "approved securities" in accordance with state law to adequately protect the funds of the School Board.
The School Board shall periodically monitor the amount of approved securities to assure that an amount not less than 100% on deposit with the depository bank, less any applicable Federal Deposit Insurance Corporation (FDIC) insurance is pledged.
The bank shall have the right and privilege of substituting approved securities only upon obtaining the prior written approval of the School Board. Such approval may be granted by facsimile transmission. The approved securities shall be valued at their market value.
OBJECTIVES
The primary investment objective of the Vernon Parish School Board is to ensure that the current and future obligations are adequately funded in a cost effective manner. The goals of this investment policy shall be (1) safety of principal, (2) liquidity, and (3) yield.
Preservation of capital and the realization of sufficient total return to ensure the ongoing financial integrity of the funds are essential. Preservation of capital encompasses two (2) goals:
! Managing the risk of loss of principal for the fund as a whole.
! Managing the erosion of principal value through inflation.
RESPONSIBILITY
The investment of funds shall be managed by the Director of Finance, and may be accomplished by the selection of an investment manager(s).
GUIDELINES
The assets of the Vernon Parish School Board shall be invested, as provided in La. Rev.Stat. '33:2955(A)(1), as amended in the following:
1. Direct U.S. Treasury obligations, the principal and interest of which are fully guaranteed by the U.S. Government.
2. Bonds, debentures, notes or other evidence of indebtedness issued or guaranteed by federal agencies and provided such obligations are backed by the full faith and credit of the U.S., including U.S. Export Import Bank, Farmers Home Administration, Federal Financing Bank, Federal Housing Administration Debentures, General Services Administration, Government National Mortgage Association (guaranteed Title XI financing), and U.S. Department of Housing and Urban Development.
3. Bonds, debentures, notes, or other evidence of indebtedness issued or guaranteed by U.S. government instrumentalities, which are federally sponsored, including Federal Home Loan Bank System, Federal Home Loan Marketing Association, and Resolution Funding Corporation.
4. Bonds, debentures, notes or other evidence of indebtedness issued by the state of Louisiana or any other state of the United States, or any of the political subdivisions of any state, or by any domestic U.S. corporation, with limited exceptions noted in La. Rev. Stat. Ann. §33:2955.
5. Direct security repurchase agreements of any federal bank entry only securities enumerated in paragraphs (1) through (3) above. "Direct security repurchase agreement" means an agreement under which the political subdivision buys, holds for a specified time, and then sells back those securities and obligations enumerated in paragraphs (1) through (3).
6. Time certificates of deposit of any bank domiciled or having a branch office in Louisiana, savings accounts or shares of savings and loan associations and savings banks, or share accounts and share certificates accounts of federally or state chartered credit unions issuing time certificates of deposit; provided that the rate of interest paid for time certificates of deposit shall not be less than fifty basis points below the prevailing market interest rate on direct obligations of the U.S. Treasury with a similar length of maturity. Funds invested in accordance with this paragraph shall not exceed at any time the amount insured by the Federal Deposit Insurance Corporation in any one bank, or in any savings and loan association, or by the National Credit Union Administration in any one credit union, unless the uninsured portion is collateralized by the pledge of securities in the manner provided in La. Rev. Stat. Ann. §39:1221.
7. Mutual trust fund institutions which are registered with the Securities and Exchange Commission under the Securities Act of 1933 and the Investment Act of 1940, and which have underlying investments consisting solely of and limited to securities of the U.S. Government or its agencies.
Notes
a. Investment of funds in such mutual or trust fund institutions shall be limited to 25% of the monies considered available for investment as provided by La. Rev. Stat. Ann. §33:2955(A)(2).
b. The Attorney General has determined that only mutual funds created as a Massachusetts business trust are acceptable investments (Op. Atty. Gen. 88-546(A)).
Cash and cash equivalents are comprised of daily cash balances above the day-to-day needs and funds set aside for portfolio strategy reasons. Short term investments of cash and cash equivalents may be placed in:
! Obligations of the U.S. Treasury, federal agencies, or U.S. government instrumentalities (as provided herein) with maturities of less than 2 years.
! Time certificates of deposit, as provided herein.
! Money market mutual funds, as provided herein.
! The Louisiana Asset Management Pool, Inc. as provided in Op. Atty. Gen. 88-546(A).
PROHIBITED TRANSACTIONS
The following transactions are expressly prohibited:
! Any transaction not authorized by this policy.
! The purchase of securities on margin.
! Director of purchases of single family or commercial mortgages.
! Purchase of foreign bonds.
! The short sale of securities.
! Investment in obligations issued or guaranteed by federal agencies or U.S. Government instrumentalities which are collateralized mortgage obligations that have been stripped into interest only or principal only obligations, inverse floaters, or structured notes. "Structured note" means securities of U.S. Government agencies, instrumentalities, or government-sponsored enterprises which have been restructured, modified, and/or reissued by private entities.
Revised: July, 1996
Revised: November, 1997
Revised: December, 2009
Revised: November, 2010
Revised: November, 2014
Ref: La. Rev. Stat. Ann. §§17:99, 33:2955, 39:1211, 39:1212, 39:1219, 39:1221, 39:1222, 39:1223, 39:1225, 39:1226; Board minutes, 6-4-96, 1-12-10, 12-2-10.
PURCHASING
It shall be the policy of the Vernon Parish School Board that all purchasing for the school district to be paid from School Board funds shall be made by the Superintendent or designee in conformance with regulations and procedures of the School Board and the laws pertinent to state and federal agencies. Budget allocations for specific purposes shall constitute advance School Board approval for all purchases except in such cases as state law or School Board policy may require. No debt shall be contracted in the name of the Vernon Parish School Board without action by the School Board, except those items which are provided for in the regular budget. Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.
Purchasing regulations and procedures shall be established for individual schools, the central office, and school support organizations. All persons affiliated with the above shall adhere to the respective guidelines. All purchase orders shall be properly signed by the Superintendent or his/her designee.
No employee, officer or agent of the Vernon Parish School Board shall participate in the selection, award, or administration of a contract or purchase of supplies, materials and equipment if a conflict of interest, real or apparent, would be involved. School Board employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.
VENDORS
The Vernon Parish School Board shall seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age or handicap. No favoritism shall be extended to any vendor. Each order shall be placed on the basis of quality, price and delivery; past services being a factor if all other considerations are equal.
No person officially connected with or employed by the Vernon Parish School Board shall be an agent for, or have any pecuniary or beneficial interest in or receive any compensation or reward from any vendor for the sale of supplies, materials, equipment, services or public works contracts.
Suppliers of goods and services are important to the school system. Their representatives shall be given a courteous reception. No employee of the Parish School Board shall solicit or accept, directly or indirectly, anything of economic value as a gift or gratuity from any vendor representative or agent of a vendor, or a prospective vendor or contractor.
FINANCING PURCHASES
The School Board may finance the purchase of equipment or other movable property to be used by the School Board by entering into an installment sale, lease, or similar agreement with any lender or other person. Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions. No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.
SCHOOL DISTRICT PURCHASING COOPERATIVE
The School Board, as a member, may participate in a school district purchasing cooperative for the purchase of services, materials, equipment, and supplies.
In accordance with solicitations, bids, or proposals put forth by the school district purchasing cooperative, the School Board may purchase services, equipment, materials, and supplies at the prices selected by the cooperative.
SOLE SOURCE PROVIDER
The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired. Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.
USE OF STATE CONTRACT
If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board. The School Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.
COMPETITIVE ONLINE SOLICITATION
The School Board may use a reverse auction or competitive online solicitation process on the Internet for the purchase of equipment, supplies, and other materials in lieu of the more formal bid process when the School Board’s procurement officer determines that the electronic bidding is more advantageous and in the best interests of the School Board.
Prior to the use of a competitive online solicitation process, the School Board may require that:
1. Vendors register before opening dates and time, and as part of the registration, require that the vendors agree to any terms and conditions and other requirements of the solicitation.
2. Vendors be prequalified prior to placing bids and allow only bidders who are prequalified to submit bids.
3. The solicitation shall designate an opening date and time and the closing date and time. The closing date and time may be fixed or remain open depending on the structure of the item being bid.
4. At the opening date and time, the School Board shall begin accepting online bids and continue accepting bids until the bidding is officially closed. Registered bidders shall be allowed to lower the price of their bid below the lowest bid posted on the Internet until the closing date and time.
5. Bidders’ identities shall not be revealed during the bidding process; only the successively lower prices, ranks, scores, and related bid details shall be revealed.
6. All bids shall be posted electronically and updated on a real-time basis.
7. The School Board shall retain the right to cancel the solicitation if it determines that it is in the School Board’s best interest.
8. The School Board shall retain its existing authority to determine the criteria that will be used as a basis for making awards.
Adequate public notice for purchases using a reverse auction or competitive online solicitation process shall be given as follows:
1. The advertisement or notice shall be published two (2) times in a newspaper in the locality, the first advertisement to appear at least fifteen (15) days before the opening date of the reverse auction. In addition to the newspaper advertisement, the School Board may also publish an advertisement by electronic media available to the general public.
2. The first publication of the advertisement shall not occur on a Saturday, Sunday, or legal holiday.
Revised: November, 2011
Revised: November, 2014
Ref: La. Rev. Stat. Ann. §§33:4712.7, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710; Board minutes, 12-6-11.
On motion of Randi Gleason, seconded by Michael Perkins, the Board voted to accept the following retirements:
Keller, Sue, cook/Simpson
Hale, Betty, teacher/Optional School
On motion of Angie Davis, seconded by John Blankenbaker, the Board voted to approve the following Headstart Policies/Procedures as discussed by Curtis Clay on January 8, 2015:
VPHS Child Abuse Policy
VPHS Child Attendance and Tardiness Policy
Income Eligibility Procedures
On motion of Gerald Cooley, seconded by Vernon Travis, the Board voted to approve budget amendments related to personnel changes.
On motion of Vernon Travis, seconded by David Detz, the Board voted to authorize the president and secretary to pay the claims.
Superintendent Williams reminded Board members of the February 5th meeting at 10:00AM and of the LSBA Conference in Shreveport. Superintendent Williams noted that a sample promotional contract was in the Board folders and that he would name the Rosepine High School Principal this afternoon.
On motion of Vernon Travis, seconded by the Board, the Board adopted the following memorial resolution:
R E S O L U T I O N
WHEREAS, the members of the Vernon Parish School Board wish to express their condolences to the family of Jamie R. Coney who recently passed away; and
WHEREAS, Jamie was the son of June L. Coney, teacher at Leesville High School and the cousin of Cassandra Wilson, Principal at Vernon Middle School, Castine Porsche, teacher at Vernon Middle School and Charmaine Wilson, paraprofessional at North Polk Elementary School; and
WHEREAS, Jamie was a resident of Leesville and he will be greatly missed by his family and friends; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to his family at this time of sadness.
On motion of Vernon Travis, seconded by the Board, the Board adopted the following memorial resolution:
R E S O L U T I O N
WHEREAS, the Vernon Parish School Board takes this means to express their sympathy to the family of Virgie Webb who recently passed away; and
WHEREAS, Mrs. Webb was the mother of Geraldine Alexander, secretary at the Central Office; and
WHEREAS, Mrs. Webb was a resident of Leesville and she will be greatly missed by her family and friends; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to her family at this time of sadness.
On motion of Randy Martin, seconded by the Board, the Board adopted the following memorial resolution:
R E S O L U T I O N
WHEREAS, the members of the Vernon Parish School Board wish to extend their condolences to the family of Gladys Lenard who recently passed away; and
WHEREAS, Mrs. Lenard was the mother of Bertha Moulton, paraprofessional at Pickering Elementary School; and
WHEREAS, Mrs. Lenard was a longtime resident of Leesville and she will be greatly missed by her family and friends; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to her family at this time of sadness.
On motion of John Blankenbaker, seconded by the Board, the Board adopted the following memorial resolution:
R E S O L U T I O N
WHEREAS, the Vernon Parish School Board wishes to express their heartfelt sympathy to June Nichols and her family; and
WHEREAS, Mrs. Nichols lost her mother, Virginia Hamilton, her brother, Leroy Hamilton and her brother-in-law, George Broxton all within a very short period of time; and
WHEREAS, Mrs. Nichols is a cook at Rosepine High School and our thoughts and prayers are with her and her family; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to Mrs. Nichols at this time of sadness.
On motion of Steve Woods, seconded by the Board, the Board adopted the following memorial resolution:
R E S O L U T I O N
WHEREAS, the Vernon Parish School Board takes this means to express their condolences to the family of Janet Talley who recently passed away; and
WHEREAS, Ms. Talley was a graduate of Leesville High School; and
WHEREAS, Ms. Talley was a longtime educator and she will be sadly missed by her family and friends; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to her family at this time of sadness.
There being no further business, and on motion of Michael Perkins, seconded by the Board, the meeting was adjourned.
_____________________________
DOUG BRANDON, PRESIDENT
ATTEST:
__________________________________
JAMES WILLIAMS, SUPERINTENDENT