JULY 11, 2019
THE VERNON PARISH SCHOOL BOARD CONVENED IN REGULAR SESSION AT 10:00 A.M., 201 BELVIEW ROAD, LEESVILLE, LOUISIANA. VICE- PRESIDENT SHAD STEWART CALLED THE MEETING TO ORDER AND ON ROLL CALL THE FOLLOWING MEMBERS WERE PRESENT:
DOUG BRANDON
ROBERT PYNES, JR.
JACKIE SELF
JIM SEAMAN
STEVE WOODS
ANGIE DAVIS
RANDY MARTIN
JOHN BLANKENBAKER
LISA THOMPSON
COL. RYAN K. ROSEBERRY
ABSENT: DAVID DETZ
VERNON L. TRAVIS, JR.
There was also present Mr. James Williams, Secretary of the Board.
The meeting was opened in prayer by: DOUG BRANDON
The Pledge of Allegiance was led by: DOUG BRANDON
Item #1: June 11, 2019 Minutes
On motion of Jackie Self, seconded by Randy Martin, the Board voted to approve the minutes of the June 11, 2019 regular meeting and dispense with the reading of the minutes.
Item #2: Adopt a Resolution
Finance Director, Tim Ward informed the Board that all questions had been addressed for the auditors on the Louisiana Compliance Questionnaire.
On motion of Randy Martin, seconded by Lisa Thompson, the Board voted to adopt a resolution to approve the Louisiana Compliance Questionnaire for the Vernon Parish School Board and the Vernon Parish Sales Tax Agency. A copy of the Louisiana Compliance Questionnaire is attached.
Item #3: Policy Updates:
Mr. Hub Jordan, Director of Child Welfare presented the following policy updates to the Board:
File: JGCB – Cf: JBC – Immunizations
On motion of John Blankenbaker, seconded by Jim Seaman, the Board voted to add to the July 16th meeting for approval.
Item #4: VPSB Policy Handbook
Mr. Hub Jordan, Director of Child Welfare presented the following changes for the Vernon Parish School Board Policy Handbook:
2018-2019 Handbook– Facial Hair – Male students are prohibited from wearing beards or goatees. Sideburns May be worn to the base of the earlobe. Students may wear a neatly trimmed mustache. Students with a skin condition will be dealt with on an individual basis. Jewelry – Male students may not wear earrings. Female students are permitted to wear earrings in the ears only.
2019 – 2020 Handbook- Facial Hair –Male students may have neat and well groomed facial hair. Sideburns may be worn to the base of the earlobe. Students may also wear a neatly trimmed mustache. Students with a skin condition will be dealt with on an individual basis. Jewelry - Male students may not wear earrings, gauges, or plugs. Female students are permitted to wear earrings in the ears only; however, they may not wear gauges or plugs.
On motion of John Blankenbaker, seconded by Steve Woods, the Board voted to add to the July 16th meeting for approval.
Item # 5: Review of Vernon Parish School Board Website
Curriculum Director, Renita Page discussed the new updates to the VPSB website and how helpful the changes and additions have been to parents and school employees so far this summer. Also Ms. Page informed the Board that Rick Smith has done an excellent job on updating the website and thanked him for all his hard work.
Item #6: Professional Development Update: VPSB Website
Curriculum Directors, Renita Page and Anne Smith reported to the Board on the success of the Professional Development program held in June which was funded by the Rapides Foundation. The first annual Vernon Parish Teacher Institute was part of the superintendent’s plan to keep teachers in the classroom during the school year and “front load” instructional practices and management techniques in the early summer so that teachers have time to plan for implementation before school begins. 225 teachers participated in the (30) high-quality sessions. These teachers spent 2,323 hours in professional development sessions. Topics discussed were: Guidebooks, Accountability, PBIS Classroom Management, School Pace, and Google Classroom. The summer training accomplished several major points: teachers not out of their classrooms during school hours, not hiring subs, and great teaching information.
Item #7 Report from Salary/Personnel Committee
Angie Davis, Chairperson for the salary/personnel committee reported to the Board that Personnel Director, Mike Kay presented the following information during the salary/personnel meeting:
1) Presented the personnel changes for July, 2019
2) Discussed advertising for an assistant principal at Simpson High School.
On motion of Lisa Thompson, seconded by Jackie Self, the Board voted to add to the July 16th agenda for approval.
3) Performance Contracts for Roger Atkins, Whitney Mawae, Mark Mawae, and Lisa Haymon.
On motion of Steve Woods, seconded by Shad Stewart, the Board voted to add to the July 16th agenda for approval.
4) Other business – On recommendation of Angie Davis, Salary/Personnel Chairwoman, and the Committee a motion was made to increase the travel and expense allowance for the Superintendent from the current amount of $700 a month to $1200 a month effective immediately. The motion by Angie Davis was seconded by John Blankenbaker and approved by the whole board, 10-0.
Item # 8: Superintendent’s Remarks
Superintendent, James Williams welcomed all to the meeting and introduced our new Garrison Commander, Col. Ryan K. Roseberry and his wife Rhonda. Col. Roseberry discussed current events scheduled at Fort Polk.
Superintendent Williams reminded the Board to complete their disclosure statement. He also discussed the preparation on the upcoming weather conditions in Vernon Parish.
The next board meeting will be Tuesday, July 16th.
Item # 9: Memorial Resolutions
On motion of Angie Davis, seconded by the Board, the Board voted to adopt 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 sympathy to the family of Dale Kelly who recently passed away; and
WHEREAS, Mr. Kelly was a retired bus driver; and
WHEREAS, Mr. Kelly was a resident of Vernon Parish; 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.
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On motion of Steve Woods, seconded by the Board, the Board voted to adopt the following memorial resolution:
R E S O L U T I O N
WHEREAS, the members of the Vernon Parish School Board with to express their sympathy to the family of Jacqui Warner, Gabriella Warner, and Manuel Warner who recently passed away; and
WHEREAS, Jacqui Warner was a graduate of Leesville High School; and
WHEREAS, Gabriella Warner was a 2019 graduate of Leesville High School; and
WHEREAS, Manuel Warner was a student at West Leesville Elementary; and
WHEREAS, the Warner family were residents of Vernon Parish; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial be sent to their family at this time of sadness.
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On motion of Doug Brandon, seconded by the Board, the Board voted to adopt 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 sympathy to the family of Louis Lyle Lafoe who recently passed away; and
WHEREAS, Mr. Lafoe was the Father of Sheri Sinclair, Leesville High School cook technician, Andrea Reibold, East Leesville Elementary custodian, Bonnie Guillory, East Leesville Elementary cook technician, and Grandfather of Emily Lockhart Pickering Elementary cook manager; and
WHEREAS, Mr. Lafoe was a resident of Vernon Parish; 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.
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On motion of Jackie Self, seconded by the Board, the Board voted to adopt 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 sympathy to the family of Patricia Lane Richardson Williams who recently passed away; and
WHEREAS, Ms.Williams was the wife of Huey J. Williams, graduate of Hornbeck High School and the Mother of Denise Williams Campbell, Leesville High School graduate, Huey J. Williams II and Jonathan Williams, graduates of Hornbeck High School; and
WHEREAS, Ms. Williams was a former resident of Vernon Parish; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial be sent to her family at this time of sadness.
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On motion of Robert Pynes, Jr. seconded by the Board, the Board voted to adopt 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 sympathy to the family of Daniel Fanugao who recently passed away; and
WHEREAS, Mr. Fanugao was a 2018 graduate of Leesville High School; and
WHEREAS, Mr. Fanugao was a resident of Vernon Parish; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial be sent to his family at this time of sadness.
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On motion of Jim Seaman, seconded by the Board, the Board voted to adopt 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 sympathy to the family of Timothy Eley who recently passed away; and
WHEREAS, Mr. Eley was a custodian at East Leesville Elementary school; and
WHEREAS, Mr. Eley was a resident of Vernon Parish; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial be sent to his family at this time of sadness.
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On motion of Lisa Thompson, seconded by the Board, the Board voted to adopt 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 sympathy to the family of Donald Wayne Collins who recently passed away; and
WHEREAS, Mr. Collins was the Husband of Simpson High School retired paraprofessional Patsy Collins and the Father-in-Law of Dawn Collins, former paraprofessional at Simpson High School; and
WHEREAS, Mr. Collins was a resident of Vernon Parish; now
BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial be sent to his family at this time of sadness.
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Item # 10: Adjournment
There was no other business and meeting was adjourned.
Authorized Officer
_________________________
VERNON L. TRAVIS, JR, PRESIDENT
ATTEST:
__________________________________
JAMES WILLIAMS, SUPERINTENDENT
LOUISIANA COMPLIANCE QUESTIONNAIRE
(For Audit Engagements of Governments)
Dear Chief Executive Officer:
Attached is the Louisiana Compliance Questionnaire that is to be completed by you or your staff. This questionnaire is a required part of a financial audit of Louisiana state and local government agencies. Upon completion, the questionnaire must be presented to and adopted by the governing body, if any, of your organization by means of a formal resolution in an open meeting. Independently elected officials should sign the document, in lieu of such a resolution.
The completed questionnaire and a copy of the adoption instrument, if appropriate, must be given to the auditor at the beginning of the audit. The auditor will, during the course of his/her regular audit, test the accuracy of the responses in the questionnaire. It is not necessary to return the questionnaire to my office.
Certain portions of the questionnaire may not be applicable to your organization.In such cases, it is appropriate to mark the representation "not applicable." However, you must respond to each applicable representation. A 'yes' answer indicates that you have complied with the applicable law or regulation. A 'no' answer to any representation indicates a possible violation of law or regulation and, as such, should be fully explained. These matters will be reviewed by the auditor during the course of his/her examination. Please feel free to attach a further explanation of any representation.
Your cooperation in this matter will be greatly appreciated.
Sincerely,
Margie Williamson, CPA
Allen, Green & Williamson, LLP
Enclosure LOUISIANA COMPLIANCE QUESTIONNAIRE
(For Audit Engagements of Government Agencies)
JULY 11, 2019
Allen, Green & Williamson, LLP
2441 Tower Drive
Monroe, LA 71201
In connection with your audit of our financial statements as of Vernon Parish School Board and for fiscal year ended June 30, 2019 (period of audit) for the purpose of expressing an opinion as to the fair presentation of our financial statements in accordance with accounting principles generally accepted in the United States of America, to assess our internal control structure as a part of your audit, and to review our compliance with applicable laws and regulations, we confirm, to the best of our knowledge and belief, the following representations. These representations are based on the information available to us as of June 30, 2019.
PART I. AGENCY PROFILE
1. Name and address of the organization.VERNON PARISH SCHOOL BOARD
201 BELVEIW ROAD
LEESVILLE, LA 71446
2. List the population of the municipality or parish based upon the last official United States Census or most recent official census (municipalities and police juries only). Include the source of the information.
Not applicable
3. List names, addresses, and telephone numbers of entity officials. Include elected/appointed members of the governing board, chief executive and fiscal officer, and legal counsel.
Attached
4. Period of time covered by this questionnaire.
July 1, 2018 through June 30, 2019
5. The entity has been organized under the following provisions of the Louisiana Revised Statute(s) (R.S.) and, if applicable, local resolutions/ordinances.
(LSA-RS) 17:81
6. Briefly describe the public services provided.
The School Board provides elementary and secondary education for all children attending public schools in the Parish.
7. Expiration date of current elected/appointed officials' terms.
December 31, 2022
LEGAL COMPLIANCE
PART II. PUBLIC BID LAW
8. The provisions of the public bid law, R.S. Title 38:2211-2296, and, where applicable, the regulations of the Division of Administration, State Purchasing Office have been complied with.
A) All public works purchases exceeding $154,450 have been publicly bid.
B) All material and supply purchases exceeding $30,000 have been publicly bid.
C) Yes [X ] No [ ]
PART III. CODE OF ETHICS LAW FOR PUBLIC OFFICIALSAND PUBLIC EMPLOYEES
9. It is true that no employees or officials have accepted anything of value, whether in the form of a service, loan, or promise, from anyone that would constitute a violation of R.S. 42:1101-1124.
Yes [X ] No [ ]
10. It is true that no member of the immediate family of any member of the governing authority, or the chief executive of the governmental entity, has been employed by the governmental entity after April 1, 1980, under circumstances that would constitute a violation of R.S. 42:1119.
Yes [X ] No [ ]
PART IV. LAWS AFFECTING BUDGETING
11. We have complied with the budgeting requirements of the Local Government Budget Act (R.S. 39:1301-15) R.S. 39:33, or R.S. 39:1331-1342, as applicable:
A. Local Budget Act
1. We have adopted a budget for the general fund and all special revenue funds (R.S. 39:1305).
2. The chief executive officer, or equivalent, has prepared a proposed budget that included a budget message, a proposed budget for the general fund and each special revenue fund, and a budget adoption instrument that specified the chief executive's authority to make budgetary amendments without approval of the governing authority. Furthermore, the proposed expenditures did not exceed estimated funds to be available during the period (R.S. 39:1305).
3. The proposed budget was submitted to the governing authority and made available for public inspection at least 15 days prior to the beginning of the budget year (R.S. 39:1306).
4. To the extent that proposed expenditures were greater than $500,000, we have made the budget available for public inspection and have advertised its availability in our official journal. The advertisement included the date, time, and place of the public hearing on the budget. Notice has also been published certifying that all actions required by the Local Government Budget Act have been completed (R.S. 39:1307).
5. If required, the proposed budget was made available for public inspection at the location required by R.S. 39:1308.
6. All action necessary to adopt and finalize the budget was completed prior to the date required by state law. The adopted budget contained the same information as that required for the proposed budget (R.S. 39:1309).
7. After adoption, a certified copy of the budget has been retained by the chief executive officer or equivalent officer (R.S. 39:1309).
8. To the extent that proposed expenditures were greater than $500,000, the chief executive officer or equivalent notified the governing authority in writing during the year when actual receipts plus projected revenue collections for the year failed to meet budgeted revenues by five percent or more, or when actual expenditures plus projected expenditures to year end exceeded budgeted expenditures by five percent or more (R.S. 39:1311).
9. The governing authority has amended its budget when notified, as provided by R.S. 39:1311. (Note, general and special revenue fund budgets should be amended, regardless of the amount of expenditures in the fund, when actual receipts plus projected revenue collections for the year fail to meet budgeted revenues by five percent or more; or when actual expenditures plus projected expenditures to year end exceed budgeted expenditures by five percent or more. State law exempts from the amendment requirements special revenue funds with anticipated expenditures of $500,000 or less, and exempts special revenue funds whose revenues are expenditure-driven - primarily federal funds-from the requirement to amend revenues.)
Yes [X ] No [ ]
B. State Budget Requirements
1. The state agency has complied with the budgetary requirements of R.S. 39:33.
Yes [X ] No [ ]
C. Licensing Boards
1. The licensing board has complied with the budgetary requirements of R.S. 39:1331-1342.
Yes [X ] No [ ]
PART V. ACCOUNTING, AUDITING, AND FINANCIALREPORTING LAWS
12. We have maintained our accounting records in such a manner as to provide evidence of legal compliance and the preparation of annual financial statements to comply with R.S. 24:513 and 515, and/or 33:463.
Yes [X ] No [ ]
13. All non-exempt governmental records are available as a public record and have been retained for at least three years, as required by R.S. 44:1, 44:7, 44:31, and 44:36.
Yes [ X ] No [ ]
14. We have filed our annual financial statements in accordance with R.S. 24:514, and 33:463 where applicable.
Yes [X ] No [ ]
15. We have had our financial statements audited in a timely manner in accordance with R.S. 24:513.
Yes [ X ] No [ ]
16. We did not enter into any contracts that utilized state funds as defined in R.S. 39:72.1 A. (2); and that were subject to the public bid law (R.S. 38:2211, et seq.), while the agency was not in compliance with R.S. 24:513 (the audit law).
Yes [X ] No [ ]
17. We have complied with R.S. 24:513 A. (3) regarding disclosure of compensation, reimbursements, benefits and other payments to the agency head, political subdivision head, or chief executive officer.
Yes [X ] No [ ]
18. We have remitted all fees, fines, and court costs collected on behalf of other entities, in compliance with applicable Louisiana Revised Statutes or other laws.
Yes [ X ] No [ ]
PART VI. MEETINGS
19. We have complied with the provisions of the Open Meetings Law, provided in R. S. 42:11 through 42:28.
Yes [ X ] No [ ]
PART VII. ASSET MANAGEMENT LAWS
20. We have maintained records of our fixed assets and movable property records, as required by R.S. 24:515 and/or 39:321-332, as applicable.
Yes [ X ] No [ ]
PART VIII. FISCAL AGENCY AND CASH MANAGEMENT LAWS
21. We have complied with the fiscal agency and cash management requirements of R.S. 39:1211-45 and 49:301-327, as applicable.
Yes [ X ] No [ ]
PART IX. DEBT RESTRICTION LAWS
22. It is true we have not incurred any long-term indebtedness without the approval of the State Bond Commission, as provided by Article VII, Section 8 of the 1974 Louisiana Constitution, Article VI, Section 33 of the 1974 Louisiana Constitution, and R.S. 39:1410.60-1410.65.
Yes [X ] No [ ]
23. We have complied with the debt limitation requirements of state law (R.S. 39:562).
Yes [X ] No [ ]
24. We have complied with the reporting requirements relating to the Fiscal Review Committee of the State Bond Commission (R.S. 39:1410.62).
Yes [X ] No [ ]
PART X. REVENUE AND EXPENDITURE RESTRICTION LAWS
25. We have restricted the collections and expenditures of revenues to those amounts authorized by Louisiana statutes, tax propositions, and budget ordinances.
Yes [ X ] No [ ]
26. It is true we have not advanced wages or salaries to employees or paid bonuses in violation of Article VII, Section 14 of the 1974 Louisiana Constitution, R.S. 14:138, and AG opinion 79-729.
Yes [X ] No [ ]
27. It is true that no property or things of value have been loaned, pledged, or granted to anyone in violation of Article VII, Section 14 of the 1974 Louisiana Constitution.
Yes [X ] No [ ]
PART XI. ISSUERS OF MUNICIPAL SECURITIES
28. It is true that we have complied with the requirements of R.S. 39:1438.C.
Yes [ X ] No [ ]
School Boards
29. We have complied with the general statutory, constitutional, and regulatory provisions of the Louisiana Department of Education, R.S. 17:51-400.
Yes [ X ] No [ ]
30. We have complied with the regulatory circulars issued by the Louisiana Department of Education that govern the Minimum Foundation Program.
Yes [X ] No [ ]
31. We have, to the best of our knowledge, accurately compiled the performance measurement data contained in the following schedules and recognize that your agreed-upon procedures will be applied to such schedules and performance measurement data Parish school boards are required to report, as part of their annual financial statements, measures of performance. These performance indicators are found in the supplemental schedules:
- Schedule 1, General Fund Instructional and Support Expenditures and Certain Local Revenue Sources
- Schedule 2, Class Size Characteristics
- Education Levels of Public School Staff
- Public School Staff Data: Average Salaries
Yes [ X ] No [ ]
The previous responses have been made to the best of our belief and knowledge. We have disclosed to you all known noncompliance of the foregoing laws and regulations, as well as any contradictions to the foregoing representations. We have made available to you documentation relating to the foregoing laws and regulations.
We have provided you with any communications from regulatory agencies or other sources concerning any possible noncompliance with the foregoing laws and regulations, including any communications received between the end of the period under examination and the issuance of this report. We acknowledge our responsibility to disclose to you and the Legislative Auditor any known noncompliance that may occur subsequent to the issuance of your report.
_______________________________________________Secretary July 11, 2019 Date
_______________________________________________Treasurer July 11, 2019 Date
_______________________________________________President_July 11, 2019Date
LOUISIANA COMPLIANCE QUESTIONNAIRE
(For Audit Engagements of Governments)
Dear Chief Executive Officer:
Attached is the Louisiana Compliance Questionnaire that is to be completed by you or your staff. This questionnaire is a required part of a financial audit of Louisiana state and local government agencies. Upon completion, the questionnaire must be presented to and adopted by the governing body, if any, of your organization by means of a formal resolution in an open meeting. Independently elected officials should sign the document, in lieu of such a resolution.
The completed questionnaire and a copy of the adoption instrument, if appropriate, must be given to the auditor at the beginning of the audit. The auditor will, during the course of his/her regular audit, test the accuracy of the responses in the questionnaire. It is not necessary to return the questionnaire to my office.
Certain portions of the questionnaire may not be applicable to your organization.In such cases, it is appropriate to mark the representation "not applicable." However, you must respond to each applicable representation. A 'yes' answer indicates that you have complied with the applicable law or regulation. A 'no' answer to any representation indicates a possible violation of law or regulation and, as such, should be fully explained. These matters will be reviewed by the auditor during the course of his/her examination. Please feel free to attach a further explanation of any representation.
Your cooperation in this matter will be greatly appreciated.
Sincerely,
Margie Williamson, CPA
Allen, Green & Williamson, LLP
Enclosure
LOUISIANA COMPLIANCE QUESTIONNAIRE
(For Audit Engagements of Government Agencies)
July 11, 2019
Allen, Green & Williamson, LLP
2441 Tower Drive
Monroe, LA 71201
In connection with your audit of our financial statements as of Vernon Parish School Board and for fiscal year ended June 30, 2019 (period of audit) for the purpose of expressing an opinion as to the fair presentation of our financial statements in accordance with accounting principles generally accepted in the United States of America, to assess our internal control structure as a part of your audit, and to review our compliance with applicable laws and regulations, we confirm, to the best of our knowledge and belief, the following representations. These representations are based on the information available to us as of June 30, 2019.
PART I. AGENCY PROFILE
1. Name and address of the organization.VERNON PARISH SALES TAX DEPARTMENT
201 BELVEIW ROAD
LEESVILLE, LA 71446
2. List the population of the municipality or parish based upon the last official United States Census or most recent official census (municipalities and police juries only). Include the source of the information.
Not applicable
3. List names, addresses, and telephone numbers of entity officials. Include elected/appointed members of the governing board, chief executive and fiscal officer, and legal counsel.
Attached
4. Period of time covered by this questionnaire.
July 1, 2018 to June 30, 2019
5. The entity has been organized under the following provisions of the Louisiana Revised Statute(s) (R.S.) and, if applicable, local resolutions/ordinances.
(LSA-RS) 33:2737, RS 47:301 through 47:317
6. Briefly describe the public services provided.
The Sales Tax Department collects sales tax for applicable governmental agencies located in the Parish.
7. Expiration date of current elected/appointed officials' terms.
December 31, 2022
LEGAL COMPLIANCE
PART II. PUBLIC BID LAW
9. The provisions of the public bid law, R.S. Title 38:2211-2296, and, where applicable, the regulations of the Division of Administration, State Purchasing Office have been complied with.
A) All public works purchases exceeding $154,450 have been publicly bid.
D) All material and supply purchases exceeding $30,000 have been publicly bid.
E) Yes [ X ] No [ ]
PART III. CODE OF ETHICS LAW FOR PUBLIC OFFICIALSAND PUBLIC EMPLOYEES
9. It is true that no employees or officials have accepted anything of value, whether in the form of a service, loan, or promise, from anyone that would constitute a violation of R.S. 42:1101-1124.
Yes [X ] No [ ]
10. It is true that no member of the immediate family of any member of the governing authority, or the chief executive of the governmental entity, has been employed by the governmental entity after April 1, 1980, under circumstances that would constitute a violation of R.S. 42:1119.
Yes [X ] No [ ]
PART IV. LAWS AFFECTING BUDGETING
11. We have complied with the budgeting requirements of the Local Government Budget Act (R.S. 39:1301-15) R.S. 39:33, or R.S. 39:1331-1342, as applicable:
A. Local Budget Act
1. We have adopted a budget for the general fund and all special revenue funds (R.S. 39:1305).
2. The chief executive officer, or equivalent, has prepared a proposed budget that included a budget message, a proposed budget for the general fund and each special revenue fund, and a budget adoption instrument that specified the chief executive's authority to make budgetary amendments without approval of the governing authority. Furthermore, the proposed expenditures did not exceed estimated funds to be available during the period (R.S. 39:1305).
3. The proposed budget was submitted to the governing authority and made available for public inspection at least 15 days prior to the beginning of the budget year (R.S. 39:1306).
4. To the extent that proposed expenditures were greater than $500,000, we have made the budget available for public inspection and have advertised its availability in our official journal. The advertisement included the date, time, and place of the public hearing on the budget. Notice has also been published certifying that all actions required by the Local Government Budget Act have been completed (R.S. 39:1307).
5. If required, the proposed budget was made available for public inspection at the location required by R.S. 39:1308.
6. All action necessary to adopt and finalize the budget was completed prior to the date required by state law. The adopted budget contained the same information as that required for the proposed budget (R.S. 39:1309).
7. After adoption, a certified copy of the budget has been retained by the chief executive officer or equivalent officer (R.S. 39:1309).
8. To the extent that proposed expenditures were greater than $500,000, the chief executive officer or equivalent notified the governing authority in writing during the year when actual receipts plus projected revenue collections for the year failed to meet budgeted revenues by five percent or more, or when actual expenditures plus projected expenditures to year end exceeded budgeted expenditures by five percent or more (R.S. 39:1311).
9. The governing authority has amended its budget when notified, as provided by R.S. 39:1311. (Note, general and special revenue fund budgets should be amended, regardless of the amount of expenditures in the fund, when actual receipts plus projected revenue collections for the year fail to meet budgeted revenues by five percent or more; or when actual expenditures plus projected expenditures to year end exceed budgeted expenditures by five percent or more. State law exempts from the amendment requirements special revenue funds with anticipated expenditures of $500,000 or less, and exempts special revenue funds whose revenues are expenditure-driven - primarily federal funds-from the requirement to amend revenues.)
Yes [X ] No [ ]
B. State Budget Requirements
1. The state agency has complied with the budgetary requirements of R.S. 39:33.
Yes [ X ] No [ ]
C. Licensing Boards
1. The licensing board has complied with the budgetary requirements of R.S. 39:1331-1342.
Yes [X ] No [ ]
PART V. ACCOUNTING, AUDITING, AND FINANCIALREPORTING LAWS
12. We have maintained our accounting records in such a manner as to provide evidence of legal compliance and the preparation of annual financial statements to comply with R.S. 24:513 and 515, and/or 33:463.
Yes [X ] No [ ]
13. All non-exempt governmental records are available as a public record and have been retained for at least three years, as required by R.S. 44:1, 44:7, 44:31, and 44:36.
Yes [ X ] No [ ]
14. We have filed our annual financial statements in accordance with R.S. 24:514, and 33:463 where applicable.
Yes [ X ] No [ ]
15. We have had our financial statements audited in a timely manner in accordance with R.S. 24:513.
Yes [X ] No [ ]
16. We did not enter into any contracts that utilized state funds as defined in R.S. 39:72.1 A. (2); and that were subject to the public bid law (R.S. 38:2211, et seq.), while the agency was not in compliance with R.S. 24:513 (the audit law).
Yes [ X ] No [ ]
17. We have complied with R.S. 24:513 A. (3) regarding disclosure of compensation, reimbursements, benefits and other payments to the agency head, political subdivision head, or chief executive officer.
Yes [ X ] No [ ]
18. We have remitted all fees, fines, and court costs collected on behalf of other entities, in compliance with applicable Louisiana Revised Statutes or other laws.
Yes [ X ] No [ ]
PART VI. MEETINGS
19. We have complied with the provisions of the Open Meetings Law, provided in R. S. 42:11 through 42:28.
Yes [ X ] No [ ]
PART VII. ASSET MANAGEMENT LAWS
20. We have maintained records of our fixed assets and movable property records, as required by R.S. 24:515 and/or 39:321-332, as applicable.
Yes [X ] No [ ]
PART VIII. FISCAL AGENCY AND CASH MANAGEMENT LAWS
21. We have complied with the fiscal agency and cash management requirements of R.S. 39:1211-45 and 49:301-327, as applicable.
Yes [ X] No [ ]
PART IX. DEBT RESTRICTION LAWS
22. It is true we have not incurred any long-term indebtedness without the approval of the State Bond Commission, as provided by Article VII, Section 8 of the 1974 Louisiana Constitution, Article VI, Section 33 of the 1974 Louisiana Constitution, and R.S. 39:1410.60-1410.65.
Yes [ X ] No [ ]
23. We have complied with the debt limitation requirements of state law (R.S. 39:562).
Yes [ X ] No [ ]
24. We have complied with the reporting requirements relating to the Fiscal Review Committee of the State Bond Commission (R.S. 39:1410.62).
Yes [ X ] No [ ]
PART X. REVENUE AND EXPENDITURE RESTRICTION LAWS
25. We have restricted the collections and expenditures of revenues to those amounts authorized by Louisiana statutes, tax propositions, and budget ordinances.
Yes [ X ] No [ ]
26. It is true we have not advanced wages or salaries to employees or paid bonuses in violation of Article VII, Section 14 of the 1974 Louisiana Constitution, R.S. 14:138, and AG opinion 79-729.
Yes [X ] No [ ]
27. It is true that no property or things of value have been loaned, pledged, or granted to anyone in violation of Article VII, Section 14 of the 1974 Louisiana Constitution.
Yes [ X ] No [ ]
PART XI. ISSUERS OF MUNICIPAL SECURITIES
28. It is true that we have complied with the requirements of R.S. 39:1438.C.
Yes [ X ] No [ ]
TAX COLLECTORS
29. We have complied with the general statutory requirements of R.S. 47.
Yes [ X ] No [ ]
The previous responses have been made to the best of our belief and knowledge. We have disclosed to you all known noncompliance of the foregoing laws and regulations, as well as any contradictions to the foregoing representations. We have made available to you documentation relating to the foregoing laws and regulations.
We have provided you with any communications from regulatory agencies or other sources concerning any possible noncompliance with the foregoing laws and regulations, including any communications received between the end of the period under examination and the issuance of this report. We acknowledge our responsibility to disclose to you and the Legislative Auditor any known noncompliance that may occur subsequent to the issuance of your report.
_______________________________________________Secretary July 11, 2019 Date
_______________________________________________Treasurer July 11, 2019 Date
_______________________________________________President_July 11, 2019Date