Acting Mayor Wayne Smith attempted to have the council take action on several items at Monday night’s meeting, August 8, but hit a rough spot when each motion made by Councilman Chris Davis did not receive a second from the other council members so a vote could be taken.
Smith had to table paying July’s bills, as well as a resolution to complete paperwork to secure funding for capital outlay, hire a consultant to secure federal dollars through FEMA, approve the remaining change orders to finally accept the end of the USDA water project so the contractors could be paid and approve the use of the second allotment of ARPA (American Rescue Plan Act) funds.
“This is not suppose to be this difficult,” Smith said as he had to table the ARPA funds for lack of a second from a council member at the meeting. He said they couldn’t do any business without the council’s cooperation.
Councilman Bobby Thomas questioned several issues and wanted to know how the town anticipated paying for some of these items and if documentation like invoices, change orders and other paperwork had been received in some of these matters.
Smith said some of these grants required legwork to get paperwork in order and deadlines were quickly approaching. He said he was disappointed the town was not moving forward to acquire and secure some of the funding.
Thomas countered it had nothing to do with the contract but his obligation to be financially responsible. He wanted documentation in one grant area that the town would not have to pay the money for a project and then wait for reimbursement. The town is presently waiting for reimbursement of $126,000 from a rural capital outlay project to improve roads that it had to pay out of funds earmarked for bills.
“If we don’t start taking advantage of these opportunities,” Davis began as he attempted to find a way to work the details out with Thomas so a second could be made to his motion to pursue these grant monies.
Thomas said if the town has the check (meaning the reimbursement funds) by the special meeting set for Monday, August 15, then he would have a clearer picture of the town’s finances.
“We are financially responsible for what we do,” Thomas said. “It’s not good business – it’s not how you run a business. Just don’t say we will find it somewhere.”
Smith said at the LMA (Louisiana Municipal Association) convention, they learned the state has money that it will use to help communities utilize when it has to pay percentages of project costs. He just didn’t know when the program would be offered.
Thomas also told those present not to put it on the street that he didn’t want to do this. He was asking questions and not getting answers.
The council did not approve a resolution allowing Carl Capone to proceed in securing $485,000 of capital outlay money already approved by the state legislation in the recent session. The paperwork needs to be completed. The money will be used for street improvement, and Capone said the council would have to decide which areas needed to be done first. Capone said the governor signed the bill earmarking the funds for Oberlin.
Thomas asked how the town would pay its portion totalling $19,000. He wanted to know if the town would receive the grant monies before it had to pay or if it had to pay to get the grant monies.
Capone said the town would receive the monies first. Thomas asked if he had that in writing. Capone said he understood the concerns of paying him and the town’s portions in regards to this project. He said the town’s portion would come out at the end of the project.
“I’m just looking for clarification and reassurance,” Thomas said.
The mayor said they would have the monies when the reimbursement was received. He said the deadline to accept the money was quickly approaching.
The motion made by Davis failed due to “no second” given when the process to approve or disapprove the action occurred.
Parker Cole with CSRS discussed the town hiring his firm to secure federal dollars for several projects like the DOTD proposed project to gather data on items like flooding to develop flood plan managements, etc. He said his firm believes they can secure this funding for the town and conduct a study to meet the requirements for funding. The deadline is September 15, for the application. He said if his company didn’t secure funding this cycle, it would continue filing the application each cycle at no additional costs. The matter was tabled until the special meeting.
Spencer Gauthier with Pan American Engineers discussed the water sector grant application approaching August 31. That was tabled. The town also is eligible for up to $800,00 for street improvements through the LCDBG program. That deadline is in November, and Gauthier explained time was needed to complete the application process. He asked the town to consider these applications.
Glenn Turner recapped last week’s visit with the engineers in regards to the USDA water project. He said all the meters have been located and marked. He said Robert Smith, superintendent, went out with the guys last week and all meters were found. He asked for the town to accept the final paperwork in the process so the contractor could be paid. At the last meeting, it was agreed a decision would be given in the matter.
The mayor explained the town would have to give $38,861.39 to the construction project to end this project. Originally it was estimated at approximately $28,000 but USDA said their is an interest payment that was not received.
Turner answered questions about the meters and whether or not lines were installed in certain areas. He said they were not installed. He said there was no evidence lines were installed in those two areas discussed.
Davis said the biggest question was the meters and they had their answer, so he made a motion to pay the contractor. The motion failed.
Thomas said there were still conflicting stories out there. Turner said he answered the same questions throughout the year and the last time they met.
Mayor Smith told Turner it appeared the motion died. Turner replied at some point, the contractor’s patience was going to end. “This will get ugly.” The contractor has already sought an attorney in the matter. They also have worked with the town to answer questions. The project has been completed for over a year.
When a list from Angelina Conner, financial clerk, to disburse ARPA funds was presented to the council, it also was tabled. Thomas asked why the funds promised to the police department were not in the list. He also explained he didn’t believe the town owed its auditing firm the amount he had requested due to bids for audit services given to the town. He wanted invoices in this matter, but after several requests the town continues to receive a total and no invoices. The list was tabled.
In other business:
•The council did approve a JSA (Joint Service Agreement) with the police jury.
•The town also heard an update from Larry Alexander, who represents the town on the southwest economic board.
•Received a financial report that bills totaling $130,070.12, some past due from June, were paid. The town still has $19,949.18 in unpaid bills. The general funds has $77,682.80 in it with $50,000 dedicated for police units and $5,000 for a dump truck.
•Learned the intake from the police traffic was at $5,992.50 in July.
•Learned the town should receive its second quarter check from the tribe soon.
•Superintendent Robert Smith reported the maintenance department worked on seven water leaks. He said they also did some grass cutting, but with a three-man crew, they were doing the best they could to keep up with things.
