MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS In accordance with the statute, the Board met at 9:00 A.M., February 5, 2018 in the board room in the Grenada County Courthouse for the regular February 5, 2018 meeting of the Grenada County Board of Supervisors. The following members were present: Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray Grenada Count I certify thi Present on 02/14/2^ Present and recordi Present SuF-arvisor: Present Book 2018 Present '.'urifiny L> MS instrufiient was filed 018 02528:55 PM ed in the s Minute Pages 206-206 Haywardj Chancery Clerk eruisors Minute Book 2018 Page 206 Others present were the clerk of the Board, and board attorney. ppesi4^10aiDey28:?^5 PM Robinson declared a quorum present and the following business was transacted, to-wit: ORDER APPROVING MINUTES OF JANUARY 2,2018 MEETING After review of the January 2, 2018 meeting minutes a motion was made by Columbus Hankins, seconded by Michael Lott to approve the minutes as presented. A vote was called for with the following results: Michael Lott Yea Chad Bridges Yea Christopher C. Hankins Yea Darrell Robinson Yea Chad Gray Yea The motion carried. ORDER APPROVING MINUTES OF JANUARY 17, 2018 MEETING After review of the January 17, 2018 meeting minutes a motion was made by Columbus Hankins, seconded by Michael Lott to approve the minutes as presented. A vote was called for with the following results: Michael Lott Yea Chad Bridges Yea Christopher C. Hankins Yea Darrell Robinson Yea Chad Gray Yea The motion carried.
Transcript
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
In accordance with the statute, the Board met at 9:00 A.M., February 5, 2018 in the board room in the Grenada County Courthouse for the regular February 5, 2018 meeting of the Grenada County Board of Supervisors.
The following members were present:Michael LottChad BridgesChristopher C. HankinsDarrell RobinsonChad Gray
Grenada Count I certify thi
Present on 02/14/2^Present and recordiPresent SuF-arvisor:Present Book 2018
Present '.'urifiny L>
MSinstrufiient was filed
018 02528:55 PM ed in the s Minute Pages 206-206 Haywardj Chancery Clerk
eruisors MinuteBook 2018 Page 206
Others present were the clerk of the Board, and board attorney. ppesi4^10aiDey28:?^5 PM Robinson declared a quorum present and the following business was transacted, to-wit:
ORDER APPROVING MINUTES OF JANUARY 2,2018 MEETING
After review of the January 2, 2018 meeting minutes a motion was made by Columbus Hankins, seconded by Michael Lott to approve the minutes as presented.
A vote was called for with the following results:Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
ORDER APPROVING MINUTES OF JANUARY 17, 2018 MEETING
After review of the January 17, 2018 meeting minutes a motion was made by Columbus Hankins, seconded by Michael Lott to approve the minutes as presented.
A vote was called for with the following results:Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
ORDER APPROVING CLAIMS - JANUARY 2018
On motion made by and duly seconded by
and receiving a majority vote by the Supervisors present.
The Grenada County Board of Supervisors approves the January 2018 claims docket and
further approves this portion of the February 5, 2018 board minutes. These minutes shall be
incorporated with the remainder of the board minutes which will be prepared and approved at a
later time.
Michael Lott
Chad Bridges
Christopher C. Hankins
Darrell Robinson
Chad Gray
The motion carried.
Greri-ad-a County? MSI certify dtis instruinent was filedon 02/14/2018 02:33:08 PM•and r*corde<d in theSuperoisors Miriutetook 2018 Pases 207-207Johnny L. H-ayward? Chancery ClerkSuperyisors MinuteBook 2018 Paae 20702/14/2018 02:33:08 PM
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
The clerk presented the budget report and a total of 505 claims to the Board for their consideration. All were approved with the following exceptions. Denied were claim(s) 0 Continued claim(s) were 2371,2372. Voided Claim(s) _0___ .
GRENADA COUNTY EXPENDITURESJANUARY 2018
Monies were disbursed from the various funds as follows:
CLAIMS001 General Fund | $660,906.81
030 Sheriff Lake Fund $7,535.40
096 Reappraisal Maintenance $49,460.51
097 Central Dispatch $43,031.38
098 Provine USDA Rural Bus Dev Grant $0.00
104 Law Library $213.31
105 Rubbish/Landfill $5,742.08
106 Volunteer Fire Tax $15,199.55
150 Gda Garbage Collection Fund $38,219.40
151 Bt 1 Road $21,562.73
152 Bt 2 Road $58,023.28
153 Bt 3 Road $25,508.13
154 Bt 4 Road $40,363.03
155 Bt 5 Road $28,469.31
156 Engineer Fund $139,641.92
161 Bt 1 Bridge $6,510.81
162 Bt 2 Bridge $10,250.49
163 Bt 3 Bridge $7,991.10
164 Bt 4 Bridge $9,765.90
165 Bt 5 Bridge $1,205.97
650 Court Assessments $13,254.09
659 Constable Clearing $5,790.00
TOTALS: $1,188,645.20
This is a summary of expenditures for January 2018, listing the total disbursement by fund.A complete list of all expenditures representing these totals is recorded in the docket of paidclaims and is open for public inspection in the Chancery Clerk's Office during regular hours./s/Johnny L. Hayward
Johnny L. HaywardClerk of Board of Supervisors
/■ • _____ ./■/Publish as legal notice: Feruary 16th,2018 |
A vote was called for with the following results: Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
iBrsnada County > MS
02./i4/2018' 02^^39:53 PH
and recorded in the Superuisori Minute Book 2018 Pages 208-208 Johnny L. Hawardj Chancery Clerk Superuisors Mirwte Book 2018 Page 208 02/14/2018 02:39^53 PM
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
STATE AID PROGRAM DESIGNATION ER-0714(7) B
Grenada Coutityj MSI certify this instrument was filedon 02/14/2018 02:45:21 PMand recorded in theSuperoisors MinuteBook 2018 Bases 209-212Johnny L- Hayward? Chancery ClerkSupa r V i so rs M i fui teBook 2018 Pase 209
-9SyW201:8 -62;-45;21 PM------------------Columbus Hankins made a motion, seconded by Chad Bridges to approve the
following order:
ORDER OF BOARD OF SUPERVISORS GRENADA COUNTY, SETTING FORTH PROPOSED STATE AID PROJECTS FOR
PERIOD 1-1 ■ 2016 THROUGH 12-31 2019.
Pursuant to the provisions of Senate Bill No. 1 of the Extraordinary Session of 1949 and as subsequently amended, herein after referred to as said Act, we, the undersigned members of the Board of Supervisorsof Grenada______County, hereby order that the proposed project(s) listed herein constitute the StateAid Program for Grenada County for the period 1-1 2016 through 12-31 . 2019 .
In support of this order, the Board certifies and agrees that :
1. The State Aid System in said County has been designated by the Board and approved by the State Aid Engineer, as required by said Act,
2. The Board has employed a Registered Professional Engineer as County Engineer, who will employ such other competent technical assist£mt(s), as required, to properly supervise and inspect the work in compliance with the Rules and Regulations of the State Aid Engineer, all as required in said Act.
3. This program, which has been prepared by the County Engineer and approved by this Board, is herewith submitted to the State Aid Engineer for approval.
4. The Board will comply with all applicable Laws, Rules and Regulations in theacquisition of rights-of-way and will maintain the acquired rights-of-way for said project(s) to keep the same free of encroachments such as buildings, fences or any other obstructions. The Board designates Grenada Countvas its right-of-way acquisition agent for the project (s) herein. The agent’s address and.phone number is P.O.Box 1208. Grenada. MS 38902 (6621226-1821
5. Counties receiving $500,000 or more in Federal funds from all projects constructed or being constructed in a Federal Fiscal Year (October 1 - September 30), must have a single audit conducted in accordance with 0MB circular A-133.
6.
7.
8.
9.
The Board herein affirms its acceptance of the Office of State Aid Road Construction’s policy for the accommodation of utilities as stated in S.O.P. No. SA II-2-8 and agrees to coordinate utility facility installation and/or adjustment in a timely manner so as not to impede project development.
The Board will maintain the project(s), after completion, in a regular and satisfactory manner subject to the approval of the State Aid Engineer, all as required in said Act.
The State Aid Engineer is authorized to effect such transfer of funds as are necessary to pay engineering costs on the project(s), as authorized Mississippi Code 1972, Section 65- 9-15, and in accordance with the Rules and Regulations promulgated by the State Aid Engineer, dated July 1, 2005.
The State Aid Engineer is authorized to effect such transfer of funds as are necessary to pay testing expenses incurred PRIOR to the award of Contract on any project(s) included in this program. In the event the Board cancels or withdraws any project(s) included in this program, the Board hereby agrees to reimburse its State Aid Fund for testing charges incurred.
proposal-SAP_2007-01 -01 .wpd Revised January 1,2007
ER . Program for Grenada . County
PROJECT PRIORITY NO.
SuF-eryisors Hirwte Book 2018 Base 210 02/14/2018 02545;21 PM
1.
2.
3.
5.6.
7.
Project No. ER-0714(4JBName,of Road: Pleasant Grove Road (Cadaretta RoadJDesign Classification: (check one) Rural.Federal Route Number 714___________Termini of Project: See Attached Map
X Urban (check one) Collector X Lxical
Length of Project: MilesCharacter of Work (Show Alternates if Applicable) Riprap Ditch & Repair Concrete Pine
Design Data:a.
b.c.d.
Traffic Count: How DeterminedCurrent ADT VPD; Design Year ADTVPD; % Trucks,
. Stiff. Rtg. . Capacity^. No_____Existing/Proposed Width, ft.
c.
d.
Remain in Place: Yes Str. No.
. Suff. Rtg.No
. Capacity^, Existing/ Proposed Width. ft.
Remain in Place: Yes Str. No.
, Suff. Rtg.,No
, Capacity,, Existing/Proposed Width;____ ft.
Remain in Place: Yes Str. No.
__Suff. Rtg.Capacity.No_____ Existing/Proposed Width_____ ft.
Remain in Place: Yes__Suff. Rtg.Capacity.. No_____ Existing/Pfoposed Width_____ ft.
9. Estimated Construction cost of Project (Including Contingencies) $ 150.300.00a. S I P Funds Requested ( %) Sb. ER Funds Requested (80 %) $ 120.240:00c. SA Funds Requested ( %) Sd. LSBP Funds ( %) $e. County Funds (20 %) $ 30;060i00;
Engineering Cost ( 12%)(Constr. Cost Less Contingencies) $ 17.200.00a.b.c.d.
State Aid Funds Requested County Funds Contributed LSBP Funds Contributed County Funds Contributed
$________$ 3.440.0Q $
Total Estimated Cost of Project Construction will be by: Contract_______ _X____________
$ 13,760.00
County Forces$ 167.S60.QQ
Use Supplemental Sheet and/or maps if needed to provide complete data. FOR STATE AID USE ONLY: Preliminary Review
Recommend ApprovalApproved___________Letter To Bd.______ __Funds Record.________Programmed_________
____ Dist. Engr.. State Aid Engr._____Dist. Engr._______Auditor
_Date_Date._Date_Date_Date
Date
c:\doc\proposal_.sap_2007-01 -01 .wpd Revised January 1,2007
HR Program for Grenada
BOARD OF SUPERVISORS
CountySupervisors Mirwte Book 2018 Page 211 .•Jjl/ 1 / jiU i y UZ»45»21 r f‘1
Prepared by:
Grenada County
/yinUf! ia -H-Supervisor, District I
Superyisor, District II
Jk. Supervisor, District III
j^rrf// Supervisor, District IV
^_____ Yaa- Supervisor, District V
______________________ , County Engineer
STATE OF MISSISSIPPI COUNTY OF GRENADA
My Commission Expires Jan. 6,2020
This is to certify that the foregoing is a true and correct copy of an order passed by the Board of Supervisors of Grenada^■ County, Mississippi, entered into the minutesof the said Board of Supervisors,, Minute Book No. ., Page No.same having been adopted at a meeting of said Board of Supervisors on the. ~7gZ _ day of
.2018.
BoSdofS^ ̂ msorTof" fenada /bounty. Mississippi
r
My Commission Expires Jan. 6,2020
Sups r u i so rs M i rw te Book 2ulB' i"-336 2i2
MISSISSIPPI DEPARTMENT OF TRANSPORTATIOKi2/i4/2UlS 02:45:21 Ft1 JACKSON, MISSISSIPPI
DATA TO BE SUBMITTED WITH ALL PROJECT PROGRAMS
Project Number ER-07I4(4')_____ County GrenadaDate February 5. 2018
Road Connections at each End of Project.End, Surf. Type Surf. Width _
(South or West)End. Surf. Type Surf. Width.
Rdwy. Width_
(North or East). Rdwy. Width_
Railroad Grade Crossing DataIs there an existing Railroad Grade Crossing? Yes. No X
A vote was called for with the following results: Sign^_
Michael Lott Chad Bridge Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
County Engineer
Cc: Willis Engineering Project Folder
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
STATE AID PROGRAM DESIGNATION ER-07I4(7) B
Columbus Hankins made a motion, seconded by Chad Bridges to approve the following Federal Emergency Relief Fund order:
Grenada MSI certify this instrument was filedon 02/14/2018 02:48:18 PMand recorded in theSuFe r Visor s MimteBook 2018 Rases 213-213Johnny L. Hayward.- Chancera ClerkSur-e r o i so r s M i rw te
ORDER OF THE BOARD OF SUPERVISORS Book 2018 Rase 213no ..-i /■'■ni o rn-- dp.» i c> dm GRENADA COUNTY. MISSISSIPPI lo.. ... tP. 1... Fu
WHEREAS we the Board of Supervisors of Grenada County entered into a Program on Project ER-0714(/lB ^wijth^hc use of Federal Emergency Relief Funds,
WHEREAS the board was informed that there would be no funds available for this project, the board cancelled the program associated with this project number
WHEREAS Federal funds have become available for an Emergency Project in Grenada County, the board request to re-program this project.
THEREFORE the Grenada Board of Supervisors request to use the same project number as the previous program due to plans and contract documents being previously prepared for this project.
My Commission Expires Jan. 6, 20w
Qkyid(iJ^^President, Board of Supervisors of Grenada County, Mississippi
My Commission Expires Jan, 6,2020
This is to certify that the foregoing is a true and correct copy of an order of the Board of Supervisors of Grenada County, Mississippi, entered into the minutes of the said Board of Supervisors, Minute Book No. . Page No. , same having been adopted ata meeting of said Board of Supervisors on the day of
RECE8VED - 6 2018
OSARC1847 11
RECEIVED ■' 8 2018
OSARC 1947 11
My Commission Expires Jan. 6,2020
A vote was called for with the following results:
Michael Lott Chad Bridge Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Cc: Willis Engineering Project Folder
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
Chad Bridges made a motion, seconded by Chad Gray to approve the following copierlease:
Revised Date: February 2017
RENTAL AGREEMENTFOR USE BY MISSISSIPPI AGENCIES & GOVERNING AUTHORITIES
AND VENDORS(applicable to equipment rental transactions)
This Rental Agreement (hereinafter referred to as Agreement) is entered into by and between (hereinafter referred to as Customer), and^ose Business (hereinafter referred to as Vendor). This Agreement becomes effective upon signature by Customer and Vendor, and shall take precedence over all agreements and understandings between the parties. Vendor, by its acceptance hereof, agrees to rent to Customer, and Customer, by its acceptance hereof, agrees to rent from Vendor, the equipment, including applicable software and services to render it continually operational, listed in Exhibit A, which is attached hereto and incorporated herein.
I. CUSTOMER ACCOUNT ESTABLISHMENT:
A. A separate Vendor Customer Number will be required for each specific customer/installation location.
B. The Customer is identified as the entity on the first line of the "bill-to" address. All invoices and notices of changes will be sent to the "bill-to" address in accordance with Paragraph 8 herein.
C. Ship-to and/or Installed-at address is the location to which the initial shipment of equipment/supplies will be made and the address to which service, representatives will respond. Subsequent shipments of supplies for installed equipment will also be delivered to the "installed-at" address unless otherwise requested.
D. Unless creditworthiness for this Customer Number has been previously established by Vendor, Vendor’s Credit Department may conduct a credit investigation for this Agreement. Notwithstanding delivery of equipment. Vendor may revoke this Agreement by written notice to the Customer if credit approval is denied within thirty (30) days after the date this Agreement is accepted for Vendor by an authorized representative.
2. EQUIPMENT SELECTION. PRICES. AND AGREEMENT: The Customer has selected and Vendor agrees to provide the equipment, including applicable software and services to render it continually operational, identified on Exhibit A attached to this Agreement. The specific prices, inclusive of applicable transportation charges, are as set forth on the attached Exhibit A. The parties understand and agree that the Customer is exempt from the payment of taxes.
3. SHIPPING AND TRANSPORTATION: Vendor agrees to pay all non-priority, ground shipping, transportation, rigging and drayage charges for the equipment from the equipment’s place of manufacture to the installation address of the equipment as specified under this Agreement. If any form of express shipping method is requested, it will be paid for by Customer.
4. RISK OF LOSS OR DAMAGE TO EQUIPMENT: While in transit. Vendor shall assume and bear the entire risk of loss and damage to the equipment from any cause whatsoever. If, during the period the equipment is in Customer’s possession, due to gross negligence of the customer, the equipment is lost or damaged, then, the customer shall bear the cost of replacing or repairing said equipment.
5. DELIVERY. INSTALLATION. ACCEPTANCE. AND RELOCATION:
A. DELIVERY: Vendor shall deliver the equipment to the location specified by Customer and pursuant to the delivery schedule agreed upon by the parties. If, through no fault of the Customer, Vendor is unable to deliver the equipment or software, the prices, terms and conditions will remain unchanged until delivery is made by Vendor. If, however. Vendor does not deliver the equipment or software within ten (10) working days of the delivery due date, Customer shall have the right to terminate the order without penalty, cost or expense to Customer of any kind whatsoever.
Revised Date: February 2017
B. INSTALLATION SITE: At the time of delivery and during the period Vendor is responsible for maintenance of the equipment, the equipment installation site must conform to Vendor’s published space, electrical and environmental requirements; and the Customer agrees to provide, at no charge, reasonable access to the equipment and to a telephone for local or toll free calls.
C. INSTALLATION DATE: The installation date of the equipment shall be that date as is agreed upon by the parties, if Vendor is responsible for installing the equipment.
D. ACCEPTANCE: Unless otherwise agreed to by the parties. Vendor agrees that Customer shall have ten (10) working days from date of delivery and installation, to inspect, evaluate and test the equipment to confirm that it is in good working order.
E. RELOCATION: Customer may transfer equipment to a new location by notifying Vendor in writing of the transfer at least thirty (30) calendar days before the move is made. If Vendor is responsible for maintenance of the equipment, this notice will enable Vendor to provide technical assistance in the relocation efforts, if needed, as well as to update Vendor’s records as to machine location. There will be no cessation of rental charges during the period of any such transfer. The Vendor’s cost of moving and reinstalling equipment from one location to another is not included in this Agreement, and Customer agrees to pay Vendor, after receipt of invoice of Vendor’s charges with respect to such moving of equipment, which will be billed to Customer in accordance with Vendor’s standard practice then in effect for commercial users of similar equipment or software and payment remitted in accordance with Paragraph 8 herein.
6. RENTAL TERM: The rental term for each item of equipment shall be that as stated in the attached Exhibit A. If the Customer desires to continue renting the equipment at the expiration of the original rental agreement, the Customer must enter into a new rental agreement which shall be separate from this Agreement. There will be no automatic renewals allowed. There shall be no option to purchase.
7. OWNERSHIP: Unless the Customer has obtained title to the equipment, title to the equipment shall be and remain vested at all times in Vendor or its assignee and nothing in this Agreement shall give or convey to Customer any right, title or interest therein, unless purchased by Customer. Nameplates, stencils or other indicia of Vendor’s ownership affixed or to be affixed to the equipment shall not be removed or obliterated by Customer.
8. PAYMENTS:
A. INVOICING AND PAYMENTS: The charges for the equipment, software or services covered by this Agreement are specified in the attached Exhibit A. Charges for any partial month for any item of equipment shall be prorated based on a thirty (30) day month. Vendor shall submit an invoice with the appropriate documentation to Customer.
B.
1. E-PAYMENT: The Vendor agrees to accept all payments in United States currency via the State of Mississippi’s electronic payment and remittance vehicle. The Customer agrees to make payment in accordance with Mississippi law on “Timely Payments for Purchases by Public Bodies”, Section 31-7-301, of the 1972 Mississippi Code Annotated, as amended, which generally provides for payment of undisputed amounts by the agency within forty-five (45) days of receipt of the invoice.
2. PAYMQDE: Payments by state agencies using Mississippi’s Accountability System for GovernmentInformation and Collaboration (MAGIC) shall be made and remittance information provided electronically as directed by the State. The State, may at its sole discretion, require the Vendor to submit invoices and supporting documentation electronically at any time during the term of this Agreement. These payments shall be deposited into the bank account of the Vendor’s choice. The Vendor understands and agrees that the State is exempt from the payment of taxes. All payments shall be in United States currency.
METER READINGS: If applicable, the Customer shall provide accuraJeiiaBddiiHeljsmdfiaifreidings at the endBook 2018 Page 215 112/14/2018 03514; 14 PM
2
Revised Date: February 2017
of each applicable billing period on the forms or other alternative means specified by Vendor. Vendor shall have the right, upon reasonable prior notice to Customer, and during Customer’s regular business hours, to inspect the equipment and to monitor the meter readings. If Customer meter readings are not received in the time to be agreed upon by the parties, the meter readings may be obtained electronically or by other means or may be estimated by Vendor subject to reconciliation when the correct meter reading is received by Vendor.
C. COPY CREDITS: If applicable, if a copier is being rented, the Customer will receive one (1) copy credit for each copy presented to Vendor which, in the Customer’s opinion, is unusable and also for each copy which was produced during servicing of the equipment. Copy credits will be issued only if Vendor is responsible for providing equipment services or maintenance services (except time and materials maintenance). Copy credits will be reflected on the invoice as a reduction in the total copy volume, except for run length plans which will be credited at a specific copy credit rate as shown on the applicable price list.
9. USE OF EQUIPMENT: Customer shall operate the equipment according to the manufacturer’s specifications and documented instructions. Customer agrees not to employ or use additional attachments, features or devices on the equipment or make changes or alterations to the equipment covered hereby without the prior written consent of Vendor in each case, which consent shall not be unreasonably withheld.
10. MAINTENANCE SERVICES. EXCLUSIONS. AND REMEDIES:
A. SERVICES: If Vendor is responsible for providing equipment services, maintenance services (except for time and materials), or warranty services: (1) Vendor shall install and maintain the equipment and make all necessary adjustments and repairs to keep the equipment in good working order. (2) Parts required for repair may be used or reprocessed in accordance with Vendor’s specifications and replaced parts are the property of Vendor, unless otherwise specifically provided on the price lists. (3) Services will be provided during Customer’s usual business hours. (4) If applicable. Customer will permit Vendor to install, at no cost to Customer, all retrofits designated by Vendor as mandatory or which are designed to insure accuracy of meters.
B. EXCLUSIONS: The following is not within the scope of services: (1) Provision and installation of optional retrofits. (2) Services connected with equipment relocation. (3) Installation/removal of accessories, attachments or other devices. (4) Exterior painting or refmishing of equipment. (5) Maintenance, installation or removal of equipment or devices not provided by Vendor. (6) Performance of normal operator functions as described in applicable Vendor operator manuals. (7) Performance of services necessitated by accident; power failure; unauthorized alteration of equipment or software; tampering; service by someone other than Vendor; causes other than ordinary use; interconnection of equipment by electrical, or electronic or mechanical means with noncompatible equipment, or failure to use operating system software. If Vendor provides, at the request of the Customer, any of the services noted above, the Customer may be billed by Vendor at a rate not to exceed the Master State Prices Agreement between the Vendor and the State of Mississippi, or in the absence of such agreement at the then current time and materials rates.
C. REMEDIES: If during the period in which Vendor is providing maintenance services. Vendor is unable to maintain the equipment in good working order. Vendor will, at no additional charge, provide either an identical replacement or another product that provides equal or greater capabilities.
11. HOLD HARMLESS: To the fullest extent allowed by law. Vendor shall indemnify, defend, save and hold harmless, protect, and exonerate the Customer and the State of Mississippi, its Commissioners, Board Members, officers, employees, agents, and representatives from and against all claims, demands, liabilities, suits, actions, damages, losses, and costs of every kind and nature whatsoever, including, without limitation, court costs, investigative fees and expenses, and attorneys’ fees, arising out of or caused by Vendor and/or its partners, principals, agents, employees, and/or subcontractors in the performance of or failure to perform this Agreement. In the Customer’s sole discretion. Vendor may be allowed to control the defense of any such claim, suit, etc. In the event Vendor defends said claim, suit, etc.. Vendor shall use legal counsel acceptable to the Customer; Vendor shall be solely liable for all reasonable costs and/or expenses associated with such defense and the Customer shall be entitled to participate in said defense. Vendor shall not settle any claim, suit, etc., without the Customer’s concurrence,
Su?sroisors f'tirute Book 2018 Page 216
3 .*.• i PT' PMjjji* 4-T«-i“T »
Revised Date: February 2017
which the Customer,shall not unreasonably withhold.
12. ALTERATIONS. ATTACHMENTS. AND SUPPLIES:
A. If Customer makes an alteration, attaches a device or utilizes a supply item that increases the cost of services, Vendor will either propose an additional service charge or request that the equipment be returned to its standard configuration or that use of the supply item be discontinued. If, within five (5) days of such proposal or request. Customer does not remedy the problem or agree in writing to do so within a reasonable amount of time. Vendor shall have the right to terminate this Agreement as provided herein. If Vendor believes that an alteration, attachment or supply item affects the safety of Vendor personnel or equipment users. Vendor shall notify Customer of the problem and may withhold maintenance until the problem is remedied.
B. Unless Customer has obtained title to the equipment free and clear of any Vendor security interest. Customer may not remove any ownership identification tags on the equipment or allow the equipment to become fixtures to real property.
13. ASSIGNMENT: The Vendor shall not assign, subcontract or otherwise transfer in whole or in part, its right orobligations under this Agreement without prior written consent of the Customer. Any attempted assignment or transfer without said consent shall be void and of no effect.
14. GOVERNING LAW: This Agreement shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of said state. The Vendor shall comply with applicable federal, state, and local laws and regulations.
15. NOTICE: Any notice required or permitted to be given under this Agreement shall be in writing and personally delivered or sent by certified United States mail, postage prepaid, return receipt requested, to the party to whom the notice should be given at the address set forth below. Notice shall be deemed given when actually received or when refused. The parties agree to promptly notify each other in writing of any change of address.
For the Vendor:
NameTitleAddressCity, State, & Zip Co’de
For the Customer:
NameTitleAddressCity, State, & Zip Code
16. WAfVER: Failure by the Customer at any time to enforce the provisions of this Agreement shall not be constmed as a waiver of any such provisions. Such failure to enforce shall not affect the validity of this Agreement or any part thereof or the right of the Customer to enforce any provision at any time in accordance with its terms.
17. CAPTIONS: The captions or headings in this Agreement are for convenience only, and in no way define, limit or describe the scope or intent of any provision or section of this Agreement.
18. SEVERABILITY: If any term or provision of this Agreement is prohibited by the laws of the State of Mississippi or declared invalid or void by a court of competent] urisdiction, the remainder of this Agreement shall be valid and enforceable to the fullest extent permitted by law.
19. THIRD PARTY ACTION NOTIFICATION: Vendor shall give Customer prompt notice in writing of any action or suit filed, and prompt notice of any claim made against Vendor by any entity that may result in litigation related in any way to this Agreement.
20. AUTHORTTY TO CONTRACT: Vendor warrants that it is a validly organized business with valid authority to enter into this Agreement and that entry into and performance under this Agreement is not restricted or prohibited by any loan,
SuFsrvisors MirwteBook 2018 Page 217
4 u.^s Pm
Revised Date: February 2017
security, financing, contractual or other agreement of any kind, and notwithstanding any other provision of this Agreement to the contrary, that there are no existing legal proceedings, or prospective legal proceedings, either voluntary or otherwise, which may adversely affect its ability to perform its obligations under this Agreement.
21. RECORD RETENTION AND ACCESS TO RECORDS: The Vendor agrees that the Customer or any of its duly authorized representatives at any time during the term of this Agreement shall have unimpeded, prompt access to and the right to audit and examine any pertinent books, documents, papers, and records of the Vendor related to the Vendor’s charges and performance under this Agreement. All records related to this Agreement shall be kept by the Vendor for a period of three (3) years after final payment under this Agreement and all pending matters are closed unless the Customer authorizes their earlier disposition. However, if any litigation, claim, negotiation, audit or other action arising out of or related in any way to this Agreement has been started before the expiration of the three (3) year period, the records shall be retained for one (1) year after all issues arising out of the action are finally resolved. The Vendor agrees to refund to the Customer any overpayment disclosed by any such audit arising out of or related in any way to this Agreement.
22. EXTRAORDINARY CIRCUMSTANCES: If either party is rendered unable, wholly or in part, by reason of strikes, accidents, acts of God, weather conditions or any other acts beyond its control and without its fault or negligence to comply with any obligations or performance required under this Agreement, then such party shall have the option to suspend its obligations or performance hereunder until the extraordinary performance circumstances are resolved. If the extraordinary performance circumstances are not resolved within a reasonable period of time, however, the non-defaulting party shall have the option, upon prior written notice, of terminating the Agreement.
23. TERMINATION: This Agreement may be terminated as follows: (a) Customer and Vendor mutually agree to the termination, or (b) If either party fails to comply with the terms and conditions of this Agreement and that breach continues for thirty (30) days after the defaulting party receives written notice from the other party, then the non-defaulting party has the right to terminate this Agreement. The non-defaulting party may also pursue any remedy available to it in law or in equity. Upon termination, all obligations of Customer to make payments required hereunder shall cease.
24. AVAILABILITY OF FUNDS: It is expressly understood and agreed that the obligation of the Customer to proceedunder this Agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt of state and/or federal funds. If the funds anticipated for the continuing fulfillment of the agreement are, at any time, not forthcoming or insufficient, either through the failure of the federal govenunent to provide funds or of the State of Mississippi to appropriate funds or the discontinuance or material alteration of the program under which funds were provided or if funds are not otherwise available to the Customer, the Customer shall have the right upon ten (10) working days written notice to the Vendor, to terminate this Agreement without damage, penalty, cost or expenses to the Customer of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.
25. MODIFICATION OR RENEGOTIATION: This Agreement may be modified, altered or changed only by written agreement signed by the parties hereto. The parties agree to renegotiate the Agreement if federal, state and/or the Customer’s revisions of any applicable laws or regulations make changes in this Agreement necessary.
26. WARRANTIES: Vendor warrants that the equipment, when operated according to the manufacturer’s specifications and documented instructions, shall perform the functions indicated by the specifications and documented literature. Vendor may be held liable for any damages caused by failure of the equipment to function according to specifications and documented literature published by the manufacturer of the equipment.
.27. • E-VERIFY COMPLIANCE: If applicable, the Vendor represents and warrants that it will ensure its compliance withthe Mississippi Employment Protection Act of 2008, Section 71-11-1, et seq. of the Mississippi Code Annotated (Supp 2008), and will register and participate in the status verification system for all newly hired employees. The term “employee” as used herein means any person that is hired to perform work within the State of Mississippi. As used herein, “status verification system” means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. The Vendor agrees to maintain records of such compliance and, upon request of the State and
Supervisors Mirwtep.-,.-.u vfiiS Pasie 218
5 i/14/2018 03514514 PM
Revised Date: February 2017
approval of the Social Security Administration or Department of Homeland Security, where required, to provide a copy of each such verification to the Customer. The Vendor further represents and warrants that any person assigned to perform services hereafter meets the employment eligibility requirements of all immigration laws of these warranties, the breach of which may subject the Vendor to the following: (1) termination of this Agreement and ineligibility for any state or public contract in Mississippi for up to three (3) years, with notice of such cancellation/termination being made public, or (2) the loss of any license, permit, certification or other document granted to the Vendor by.an agency, department or governmental entity for the right to do business in Mississippi for up to one (1) year, or (3) both -in the event of such cancellation/termination, the Vender would also be liable for any additional costs incurred by the Customer due to the contract cancellation or loss of license or permit.
28. HARD DRIVE SECURfFY: Vendor must properly format the hard drive, deleting all information, or replace the hard drive with a new hard drive prior to storing or re-selling the equipment. The Customer may request to retain the hard drive for a nominal fee. . Vendor will supply vsTitten notification to the Customer that all data has been made inaccessible. This notification must be provided with forty-five (45) days of the equipment being returned to the Vendor.
29. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement of the parties with respect to the equipment, software or services described herein and supersedes and replaces any and all prior negotiations, understandings and agreements, written or oral, between the parties relating hereto. No terms, conditions, understandings, usages of the trade, course of dealings or agreements, not specifically set out in this Agreement or incorporated herein, shall be effective or relevant to modify, vary, explain or supplement this Agreement.
30. TRANSPARENCY: This Agreement, including any accompanying exhibits, attachments, and appendices, is subjectto the “Mississippi Public Records Act of 1983,” codified as Section 25-61-1 et seq., Mississippi Code Annotated and exceptions found in Section 79-23-1 of the Mississippi Code Annotated (1972, as amended). In addition, this Agreement is subject to provisions of the Mississippi Accountability and Transparency Act of 2008 (MATA), codified as Section 27-104-15^1 of the Mississippi Code Aimotated (1972, as amended). Unless exempted from disclosure due to a court-issued protective order, this Agreement is required to be posted to the Department of Finance and Administration’s independent agency contract website for public access. Prior to posting the Agreement to the website, any information identified by the Vendor as trade secrets, or other proprietary information including confidential vendor information, or any other information which is required confidential by state or federal law or outside the applicable freedom of information statutes will be redacted. A fully executed copy of this Agreement shall be posted to the State of Mississippi’s accountability website at: http://www.transparencv.mi ssi ssippi. gov.
31. COMPLIANCE WITH LAWS: The Vendor understands that the Customer is an equal opportunity employer and therefore maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, genetic information, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful and the Vendor agrees during the term of the Agreement that the Vendor will strictly adhere to this policy in its employment practices and provision of services. The Vendor shall comply with, and all activities under this Agreement shall be subject to, all applicable federal. State of Mississippi, and local laws and regulations, as now existing and as may be amended or modified.
SupervisjDrs Minute Book 2018 Page 219 02/14/2018 03s14;14 PM
Revised Date; February 2017
For the faithful performance of the terms of this Agreement, the parties have caused this Agreement to be executed by their undersigned representatives.
^~yCstWitness my signature this the ^ ^ day of V _______, 20 1 %
Vendor:. se^
By:
Authorized Signature
Printed Name; C L ^
Title:
Witness my signature this the ^day of ___ ,20_
Customer:
horized Signature
Printed Name:
Title:
Superoisors Mirwte Book 2018 Base 220 02/14/2018 03;14;14 PM
Revised Date: February 2017
EXHIBIT ARENTAL AGREEMENT FOR USE BYMISSISSIPPI Agencies AND VENDORS (Applicable to Equipment Rental Transactions)
The following, when signed by the Customer and the Vendor shall be considered to be a part of the Rental Agreement between the parties.
State Contract Number: 8 200031426
Vendor Company Name: Rose Business Equipment, Inc.
Customer Agency Name: Grenada County Jail
Bill to Address:______
Ship to Address: 07 n 1 c*.^ J / Doak .StreetGrenada, MS 38901
P.O. Box 1208 Grenada, MS 38902
Description of Equipment, Software, or Services Canon Image-Runner 1435if; 9507B001AA: RZJ37991
Delivery Schedule and Installation Date:
Price
$24/MonthAll copies are .0145
Rental Term: (Number of Months) 48 Start Date: 1-24-2018 End Date: 1-24-2022
Modifications: Toner is included
Further to authorize the Chancery Clerk to sign the agreement on behalf of the county.
A vote was called for with the following results:
Michael Lott Chad Bridge Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Cc: ClaimsRose Business - Original__-___-18-Mail
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
urenaida Countyj Mb’I certify tins instrijnent was on 0’2y 14/2018 03:38:03 PM and recorded in the SuF-e ry i so r s M i rw te Book 2018 Payes 222-222
filed
GRANT RESOLUTION USDA - RURAL DEVELOPMENT
COMMUNITY FACILITIES (CF) GRANT SHERIFF PATROL VEHICLES
Michael Lott made a motion, seconded by Columbus Hankins to approve the following resolution:
Grant ResolutionUSDA- RURAL DEVELOPMENT
(Community Facilities Program)
A resolution of the Grenada County Board of Supervisors . Mississippi authorizing and providing for the County(county government) to apply for a USDA, Rural Development (Community Facilities Loan & Grant Program) for the following Purpose(s):
• Purchase of Law Enforcement Vehicles• Total Estimated Project Cost: $80,000.00
A motion was made by Supervisor Supervisor______Columbus Flankins
Michael Lott ______ , and seconded by_, that the Board do order and ordain the President
of said County is hereby authorize for and on behalf of the said County Board of Supervisors to sign any and all pertinent documents to apply for and the incurrence of said grant request subject to regulatory approval requirements set forth by USDA, Rural Development under the Community Facilities Loan/Grant Program.
YEAS Nays_ 0 ABSENT 0
In witness Whereof, the Board of Supervisors of Grenada County . Mississippi, has duly adopted this resolution and caused it to executed by the officer(s) below on this the 5th day of February . 2018 .
(Seal)
Darrell Robinson
(Recorded in County Board Minute Book 2018 . Page
A vote was called for with the following results:
Michael Lott Chad Bridge Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Cc: Grant Folder NCPDD-Chris Sheri fT-Eric
President
Grenada Cowity? MS I certify tt’iis instnjrtent was filed
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE Ih-^rZ-h! FfiGRENADA COUNTY BOARD OF SUPERVISORS -3™ reCOfd&d ID the
USDA - RURAL DEVELOPMENT Supervisors Minute COMMUNITY FACILITIES (CF) GRANT
DISTRICT # 4 ROAD EQUIPMENT
Michael Lott made a motion, seconded by Columbus Hankins to approve the following resolution; —
Grant ResolutionUSDA- RURAL DEVELOPMENT
(Community Facilities Program)
A resolution of the Grenada County Board of Supervisors . Mississippi authorizing and providing for the County(county government) to apply for a USDA, Rural Development (Community Facilities Loan & Grant Program) for the following Purpose(s):
• Hydraulic Excavator with 57" wide cut mulcher• Total Estimated Project Cost; $250,000.00
A motion was made by Supervisor __________Supervisor______ Columbus Hankins
Michael Lott ______ , and seconded bythat the Board do order and ordain the President
of said County is hereby authorize for and on behalf of the said County Board of Supervisors to sign any and all pertinent documents to apply for and the incurrence of said grant request subject to regulatory approval requirements set forth by USDA, Rural Development under the Community Facilities Loan/Grant Program.
YEAS Nays_ ABSENT
In witness Whereof, the Board of Supervisors of Grenada County . Mississippi, has duly adopted this resolution and caused it to executed by the officer(s) below on this the 5th day of February . 2018 .
(Seal) By:
Darrell Robinson President
(Recorded in County Board Minute Book 2018 . Page
A vote was called for with the following results:
Michael Lott YeaChad Bridge YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
Cc: Grant Folder NCPDD-Chris District # 4
Brsnada County, MS I certify this instrijffient was filed on 02/14/2018 04;01:03 PM and recorded in the Supa r '■) i so r s M i nu t e tCiok 2018 Payes Z24~224 Johnny L- Hayward, Charcery Clerk Supe r Viso r s Hi rw te
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
AUTHORITY TO ADVERTISE USDA - RURAL DEVELOPMENT
Michael Lott made a motion, seconded by Columbus Hankins to approve the following advertisement nunc-pro-tunc:
PUBLIC NOTICE OF INTENT TO
FILE APPLICATION
The Grenada County Board of Supervisors will hold a public meeting on Thursday, February 15, 2018. at 4:00 P.M. to be held at the Grenada County Courthouse (Board Room) located at 59 Green Street - Suite 1 Grenada. Mississippi. This public meeting is to inform the general public of the County’s intent to file an application for Federal Assistance through USDA, Rural Development (Community Facilities Loan/Grant Program) for the following purpose:
Purchase Two (2) Law Enforcement Vehicles - Grenada County District Three Purchase one (1) Hydraulic Excavator with Attachment - Grenada County District Four
The purpose of the public meeting is to give the citizenry an opportunity to become acquainted with the proposed project and to offer comments on such items as economic and environmental impact.
Note to Publisher: Please publish one (1) time, February 2, 2018, (edition) in the Non-Legal section of the Grenada Star Newspaper.
**Send Proof of publication to: Grenada County Chancery Clerk (Attn: Johnny Hayward) P.O. Box 1208, Grenada, MS 38902
*** Send Payment Invoice to: Grenada County Chancery Clerk (Attn: Johnny Hayward) P.O. Box 1208, Grenada, MS 38902
A vote was called for with the following results;
Michael Lott Chad Bridge Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Cc: Grant Folder NCPDD-Chris District # 4 SherifT- Eric
MINUTES OF THE FEBRUARY 5. 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
RATE CHANGEHOUSE TO HOUSE GARBAGE COLLECTIONS FEE
After discussion of the 30% increase in the cost of collections for the house to house garbage collection imposed on the county by Waste Pro of Mississippi Inc., and in order to maintain the funds solvency as required by law, Chad Bridges made a motion, seconded by Columbus Hankins that effective April 1, 2018 following publication as required by law, the Board intends to raise the residential rate for house to house garbage pick-up from $13.00 to $16.00 per month [23% increase in revenue].
Further to reauthorize the following Public Notice in accordance with MS Code Section 19-5-21.
PUBLIC NOTICENOTICE OF INTENT TO INCREASE
GARBAGE COLLECTION FEE
RATE CHANGEHOUSE TO HOUSE GARBAGE COLLECTIONS FEE
After discussion of the 30% increase in the cost of collections for the house to house garbage collection imposed on the county by Waste Pro of Mississippi Inc., and in order to maintain the funds solvency as required by law. At the February 5, 2018 meeting of the Grenada County Board of Supervisors on motion duly made and seconded that effective April 1, 2018 following publication as required by law, the Board intends to raise the residential rate for house to house garbage pick-up from $13.00 to $16.00 per month [23% increase in revenue], due to a (30% increase) in the cost of contracting for the collection and disposal of garbage.
The last increase in the monthly rate was in December 2007.
/s/ Darrell RobinsonPresident
Publish: Feb 9,16,23,2018
Grenada Coijrityj MSI certify this instriment was filedon 02..'14./2018 04’«02;50 PHand recorded in theSuF-e r y i so r s M i nu teBook 2018 P.ages 225-225Johnny L- Hayward? Chancery ClerkSupervisors MinuteBook 2018 Page 22502/14./2018 04t02s50 PM
Note to Publisher:
Notice shall not be less than 'A page in size and the type used shall be no smaller that Eighteen (18) points and surrounded by !4 inch solid black border.
The ad shall not be placed in that portion of the newspaper where legal notices and classified appear.
Cc: Grenada Star E-mailed 2-5-18
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Cc: Claims Bookkeeping
Grenada Countyj MS i certify this instrLenent was filed
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE 02/14/2018 04:04 U5 PM
f
GRENADA COUNTY BOARD OF SUPERVISORS
MEMORANDUM OF AGREEMENT MOOT
LITTER PICK UP PROGRAM GUIDELINES
and rKorded in the Suee ry i so r s M i nu te Book 2018 Pases 226-228 Johnny L. Hayward? Chancery Clerk Superyisors MinuteBook 2018 Page 226______________02/14/2018 04;04:15 PM
MEMORANDUM OF UNDERSTANDING BETWEEN THE MISSISSIPPI TRANSPORTATION COMMISSION
AND THE SHERIFF OFGRENADA COUNTY
WHEREAS, The Mississippi Transportation Commission is an agency of the State of Mississippi and is charged with the construction and maintenance of the State Highway System; and
WHEREAS, The Sheriff is a duly elected, chief peace officer for the above named county and consequently is charged with the custody and attendant care of those persons incarcerated in the county jail; and
WHEREAS, The Sheriff is authorized by statute to provide and the MTC to accept inmate laborers for work on the State Highway System; and
WHEREAS, The Sheriff and MTC desire to adopt guidelines under which the Sheriff can provide guarded inmates to the MTC.
NOW, THEREFORE, for and in consideration of the mutual promises contained herein, the Sheriff and MTC do agree as follows:
1. DEFINITIONS:
Sheriff - the individual occupying the office of sheriff in the above named county.
Inmates - persons: a) who are incarcerated in a facility operated by the Sheriff, b) who are on probation or some form of restricted movement monitored by the Sheriff, or c) who have been ordered to provide community service under the Sheriffs supervision.
Communication Between the Sheriff and MTC - MTC and Sheriff personnel shall communicate directly with each other and not through inmates.
THE MTC WILL:
1. furnish the highway routes and instruction on where inmates will pick up litter; and
2. furnish trash bags, safety vests, gloves and advisory signs; and
3. reimburse the county for costs associated with the execution of this agreement, including reimbursement to the county for the deputy’s salary assigned to this duty, not to exceed $10.00 per hour and reimbursement to the county for travel expenses calculated at the State of Mississippi current mileage rate for transporting inmates to and from the worksite.
THE SHERIFF WILL:
1. furnish a minimum of five (5) inmates to pick up litter on MTC's maintained highway systems; and
2. furnish supervision of all inmates by a deputy sheriff; and
3. furnish transportation for transporting inmates to and from the work site; and
4. furnish lunch for the Deputy Sheriff and all inmates; and
5. furnish inmate work crews for a minimum of four (4) days per week; and
Superyisors Miwjte' Book ibi'B Pbss 2z{02/14/2018 04;04;15 PM
6. furnish a minimum of seven (7) hour work day which includes all breaks and lunch; and
7. place MTC furnished advisory traffic signs in advance of the work sites; and
8. be responsible for all MTC furnished equipment, signs, etc; and
9. place filled litter bags along the shoulder of the highway to be picked up by the MTC; and
10. provide invoices to the District Engineer covering the services outlined in this MOU review
The undersigned hereby execute this MOU and assure that the authority to execute this agreement has been granted by the appropriate governing bodies.
MISSISSIPPI TRANSPORTATION COMMISSIONBY AND THROUGH THE EXECUTIVE DIRECTOROF THE MjSSI8|SIPPI ^E^ARTMENT OF TRANSPORTATION
W.HEXECUTfVE DIRECT(4r
SHERIFF OF GRENFADA COUNTY
/z mDATE
“AtfON STRIDERDATE
Super yiso rs Mi rw te Book 2018 Base ’Z28 02/14/2018 04:04:15 PM
February 1,2010
Sheriff Alton Strider Grenada County 35 Doak Street Grenada, MS 38901
Dear Sheriff Strider:
I am writing in regards to the inmate litter program. Due to an evaluation of our current budget, no changes will be made in the number of days of picking up litter. In order to meet the needs of our current budget, we ask that the crew continue in picking up litter a maximum of three days per week. You will be notified at our earliest convenience if further revisions will need to be made in the program. If you have any questions regarding the following information, please give me a call at 662-563-4541.
Supe r Miso r s Minu te Book 2018 Rase 229 02/14/''2018 04:04215 PM
January 3, 2018
Grenada County Attn: Alton Strider, Sheriff 35 Doak Street Grenada, MS 38901
Dear Sheriff Strider:
Effective January 1,2018, the federal allowance for mileage has been changed to $0,545 per mile. Please find enclosed a copy of a new invoice incorporating this change.
Thank You
Sincerely,
Courtney Collins GoodeDistrict 2 Litter Prevention [email protected]
Enclosures
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
TRAVEL
Columbus Hankins made a motion, seconded by Chad Gray to approve the following travel with their reasonable costs reimbursed:
Justice Court Clerk and Judges to MS Justice Court Judges Conference April 4-6 Choctaw Sheriff Deputy Danny Lawrence to Axon Taser Training Feb 22 Fort Benning GA
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray The motion carried.
YeaYeaYeaYeaYea
Gren-3da County? MSI certify this instrurnent was filedon 02/14/2018 04;06:22 PMand rerordeij in theSuF-eryisors MinuteBook 21318 Pages 230-232Johnny L. Hayward.- Charcery ClerkSuperuisors MirwteBook 2018 Page 23002/14/2018 04:06:22 PM
Cc: Claims Justice Court Sheri IT
SuF-eryisori Miriute Book 2*318 Fa^a 231 02/14/2018 04:06:22 PM
GRENADA COUNTY JUSTICE COURT
16 First Street Grenada, MS 38901
Judith H. Eldridge, Justice Court Clerk
TO: Grenada County Board of Supervisors
Date; January 24, 2018
RE: Justice Court Judges Spring Conference
Please find attached a copy of the Justice Court Judges Spring Conference to be held in Choctaw, Mississippi on April 4-6, 2018, sponsored by the Mississippi Judicial College. Please accept this letter as a request for myself to attend this conference with Judge Tallant and Judge Williamson as they wish that I attend this conference with them.
Please let me know if you should have any questions or concerns.
Request travel and lodging authorization for deputy Danny Lav\/rence to attend the Axon laser Instructor training/certification in Fort Benning Ga on February 22, 2018 . This training is required to certify an instructor in the current Axon/Taser compliance liability guidelines.
/Alton Strider SheriffGrenada County Sheriffs Department
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
TRAVEL
Columbus Hankins made a motion, seconded by Chad Gray to approve the following travel nunc-pro-tunc with his reasonable costs reimbursed:
Tax Collector to USPAP Class Feb Pearl MS
A vote was called for with the following results
Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
GRENADA COUNTY BOARD OF SUPERVISORS 59 GREEN STREET, ROOM 2 GRENADA, MS 38901
Gentlemen:
Requested permission to attend a 2018-2019 USPAP class to be held in Pearl, MS, February 2, 2018, with reasonable expenses reimbursed.
David
Supe r yiso r s Minu te Book 2018 Pass 234 02/14/2018 04;08s38 PM
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
GRENADA SCHOOL DISTRICT AUDITED FINANCIAL STATEMENTS
FOR YEAR ENDING JUNE 30, 2017
Michael Lott made a motion, seconded by Chad Gray to acknowledge receipt of the Grenada School District Audit Report as prepared by Fortenberry & Ballard P.C. for the Year Ending June 30, 2017.
A vote was called for with the following results: Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion carried.
Gren-ada Countyj MSI certify this instrument was filedon 02/14/2018 04:10508 PMand recorded in theSup-a r M i so r s Mi nu te
i. •■nic o-.rr.-- o7=’ nTcU-Vr.. ; .= 3==
Johnny L> Hayward? Chancery Clerk Supervisors Mi mte Book 2018 Base 235 02/14/2018 04:10:08 PM
Columbus Hankins left the room.
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
INTER FUND LOAN REPAYMENT
Chad Bridges made a motion, seconded by Michael Lott to authorize the following loan repayments:
$100,000.00 loan from Engineering (156) to ED Fund (016) [Balance of s-0|
[Original amount $250,00.00 Book 2016/ Page 683]
Previously Repayments:A. $ 100,000.00 Book 2016/ Page 1480B. S 50,000.00 Book 2017 / Page 1663
A vote was called for with the following results:
Michael Lott YeaChad Bridges YeaChristopher C. Hankins AbsentDarrell Robinson YeaChad Gray Yea
6ren-3>ja Countyj ISI certify this instrLffnent was filedon U2./14/2018 MGS: 14 PM■snd reicorded in the'3ufb r u i so r s 11 i nu teBook 2018 Pages 236-236Johnny L- Hayward.^ Chancery ClerkSupe r M i so r s 11 i nu teBook 2018 Page 23602/T4./2013 04; 18s 14 PM
The motion carried. Cc: Bookkeeping
INTER FUND TRANSFERS
Chad Bridges made a motion, seconded by Michael Lott to authorize the following transfers:
$ 10,000.00 from District # 1 Bridge (161) to District # 1 Road (151)$46,000.00 from District # 2 Bridge (162) to District # 2 Road (152)$26,000.00 from District # 4 Bridge (164) to District # 4 Road (154)
to cover bridge related expenditures previously paid from the road fund.
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray
The motion carried.
YeaYeaAbsentYeaYea
Cc: Bookkeeping
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
RAIL LOAN REQUEST FOR CASH
Granada Countyj MSI certify this instrument was filedon 02/14/2018 04s 19:45 PMand reicorded in theSupervisors MinuteBook 2018 Pages 237-240Johnny L- Hayward? Chancery ClerkSupervisors MinuteBook 3018 Page 237
ud: iq;d>=; PMM//1d/?niP
Chad Bridges made a motion, seconded by Michael Lott to approve the following Request for Cash# 17:
Mississippi Development Authority Community Services Division
Request for Cash
www.rmssissippi.org
l/2a&flhtosh HD:Users:janiemonimer;Documents;RAIL Loan Program • l7lh Request for Cash.xls
Supervisors Miroute Book 2018 Psse 238 02/14/2018 04;19:45 PM
SuFsryisors Minute Book zOlS Ps3e 239 02/14/2018 04;19s45 PM
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WILLIS ENGINEERING, INC.PO BOX 160
GRENADA, MISSISSIPPI 38902-0160
662-226-1081
Inv. No.: Job No.
DATE:
Grenada County Board of Supervisors PO Box 1208Grenada, MS 38902-1208
17-103515-535
January 24, 2018
Sup.eryisors Minute Book 2018 Page 24i3 02/14/2018 04:19:45PM
Terms: Business & Technology Park North - EDA # 04-01 r07093
niMsInnContract "A" - Water & Sewer Exte
20.000.00 X 100%4
20.000.00
Const.Tostinn
13.400.00 X 60%12.575.00 X 60%
8.040.007.645.00 mSmam
D^lon^Contract "B” - Roadjmp—^
^^28i674:00 X 100%\28.67<48 iHHH
T^tlnoV77%
40.000.00.X ??% X soi^.oo_
>/1 CTWIM \
Dims innContr "C&D"- Elev. Tnk & Well
84.000.00 X 100% 84.000.00IHHh
CoiistTA«tinn
56,000.00 X 76%40.500.00 X 76%
42.560.0030.780.00
WtBM
npftinnContract "E” - Railroad Spur
62.200.00 X 100% 62.200.00
Const.Tp«tlha
41,400.00 X 43%60,000.00 X 43%
17.802.0025.800.00
i^ii
Total EngIneeHriq to Date 372.920.80aMHBIBBIE^HHBB;|QKESBnHBHi
Less Previous Billinas
Amount Due this Invoice_______ jSBWmSBWIW 7.098.00:
THANK YOU PAY LAST AMOUNT
IN THIS COLUMN
Further to authorize payment of the related claims upon receipt of the funds.
A vote was ealled for with the following results:
Michael Lott YeaChad Bridges YeaChristopher C. Hankins AbsentDarrell Robinson YeaChad Gray Yea
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
ECONOMIC DEVELOPMENT ADMINISTRATION GRANT #04-01-07093
REQUEST FOR CASH
Chad Bridges made a motion, seconded by Michael Lott to approve the following Request for Cash # 1:
Grenada County Board of SupervisorsPost Office Box 1208 • Grenada, MS 38902-1208
Telephone (662) 226-1821
Februan*' 5. 201 8
Milton Cochran Sr., Project Manager U.S. Department of Commerce Economic Development Administration Atlanta Regional Office 401 West Peachtree Street, N.W., Suite 1820 Atlanta, Georgia 30308-3510
Re: EDA Award Number: 04-01-07093Grenada County, Mississippi
Subject: PAY REQUEST NO. 1
Michael Lott District 1
Chad Bridges District 2
C. Columbus Hankins District 3
Darrell Robinson District 4
Chad Gray District 5
Johnny L Hayward, Clerk
Jay Gore, III, Attorney
Dear Mr. Cochran:
Grenada Cotrity, MSI certify tTiia in£tnj!!e.rit tMas filedon 02/14/2018 04:29:24 PM■and recorded in the&.JF8 r y i so r s M i nu teBook 2!lli8 Pages 241-244■Johnny L* Hayward? Uh-ancery ClerkSups r y i so r s M i rw tebook 201b' Page 24102/14/2018 04:29:24 PM
Enclosed please find the signed, original Form SF-271 for Pay Request No_ Copies of thepartial pay estimates and invoices supporting our claim for reimbursement are enclosed and listed on the enclosed project cost spreadsheet;
Copies of the weekly payrolls are on file and are available to the Government upon request. Our project/grant administrator has certified that all contractors and subcontractors have complied with Davis-Bacon wage rate requirements.
Please review the documents, sign below indicating EDA’s acceptance, and email a copy of this letter for our records to our project/grant administrator at [email protected].
Should you require additional information please contact John Wiggers at (662)283-2675.
Sincerely,
" A . .xl.Authorized Representative Board President
EDA Concurrence:Milton Cochran Sr. Construction Project Manager
Date
rt-a» c-j
-I-* I>4 s.3 Tf CT - C «>4 CS
SI at IT« O »t!
«.'1 li- i- ODo a« ^«n —• o.r1 O C *4 r- cs --X i_. rf ai ■»“"! £l C«3 c« •r-1 c»:« CD o
OUTLAY REPORT ANO REQUEST FOR REIMBURSEMENT FOR CONSTRUCTION PROGRAMS 0MB APPROVAL NO. 0348-0002
PAGE OF
( PAGES
(See instructions on back)1. TYPE OF REQUEST
□ nWAL 0 PARTIAL2. BASIS OF REQUEST
0 CASH □ ACCRUAL3. FEDERAL SPONSOflJMG AGENCY AMO ORGANIZATIONAL ELEMENT TO
WHICH THIS REPORT IS SUBMITTED
U.S Department of Commerce
4. FEDERAL GRANT OR OTHER
IDENTIFYING NUMBER
ASSIGNED BY FEDERAL AGENCY
5. PARTIAL PAYMENT REQUEST NO.
Economic Development Administration 04-01-07093 16. EMPLOYER IDENTIFICATION 7. RECIPIENT'S ACCOUNT NUMBER PERIOD COVERED BY THIS REQUEST
64-6000405OR IDENTIFYING NUMBER FROM (Uootb. d^y, yur) TO (Uonth. day. year)
9. RECIPIENT ORGANIZATION 10. PAYEE (Whara chack is lo ba sant il ditferant than item 9)
Name: Grenada County Supervisors Name:
No. and Street: 59 Green Street Suite 1 No. and Street:
City, State andZIP Code: Grenada, Mississippi 38901
City, State andZIP Code:
STATUS OF FUNDS
PROGRAMS FUNCTIONS ACTIVITIESCLASSIFICATION Budget ApprtMd per
d. Architectural enoineerina basic fees 194,874.00 0.00
e. Other architectural enaineering fee 153,075.00 0.00
f. Project inspection fees 129,916.00 0.00
g. Land development
h. Relocation expensei. Relocation payments to individuals
and businesses
j. Demolition and removal
k. Construction and project improvement cost 4,059,866.00 4,132,318.45 2,387,460.92 2,387,460.92
1. Equipment
m. Miscellaneous cost 288,030.00 693,442.55
r. Total cumulative to datersum of lines a thru m, 4,850,761.00 4,850,761.00 2,398,307.52 2,398,307.52
0. Deductions for program income
p. Net cumulative to date (line n minus line o) 4,850,761.00 4,850,761.00 2,398,307.52 2,398,307.52
q. Federal share to date 2,425,380.50 2,425,380.50 1,199,153.76 1,199,153.76
r. Rehabilitation grants (100% reimbursement) 0.00 0.00
s. Total Federal share (sum of lines q and r) 2,425,380.50 2,425,380.50 1,199,153.76 1,199,153.76
t. Federal payments previously requested 0.00 0.00 0.00
u. Amount requested for reirnbursernem $ 0.00 S 0.00 $ 1,199,153.76 $ 1,199,153.76
V. Percentage ol physical completion of project 0 % 0 % 50 % 50 %12. CERTIFICATION
1 certify that to the best of my knowledge and belief the billed costs or disbursements are in accordance with the terms of the project and that the reimbursement represents the
a. RECIPIENT
SIGNA^aOF AUTKOafZEO ^RTLFYING OFFICIAL DATE REPORT SUBMITTED
TYPED OR PRINTED NAME AND TITLE
Darrel Robinson, Board Presid^t
TELEPHONE (4tea code, number, and extension)
Federal share due which has not been previously requested and that an inspection has been performed and all worlc is in accordance with the terms of the award.
AUTHORIZED FOR LOCAL REPRODIICTinN
b. REPRESENTATIVE
SIGNAUR^ AUTHORIZEjDXERTIEjnMf OF/ICIALDATE SIGNED
CERTIFYING TO LINE liv'"TYPED OR PRIMTW NAME ANO TITLE
Karl Grubb.P.E., P.L.S.
TELEPHONE (Area code, numbe ̂and extension) ^7 i
662-226-1081 «
PREVIOUS EDITION USABLE 27M03
Prescribed by 0MB Circular A-102 and A-110
My Commission Expires Jan. 6,2020
oUF-e r y i so r s M i wj te
Book 2i3i3 Page 243 u2/i4/20iS 04529S24 PM
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SuFervisors Mim.4te Book 2018 Pase 244 02/14/2018 04:29;24 PH
Further to authorize payment of the related claims upon receipt of the funds.
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray
The motion carried.
YeaYeaAbsentYeaYea
Cc; Gram FolderNCPDD - John WiggersEDF-JanicBookkeeping
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
CLOSE OUT REPORTS GRANT RG-13-608
VALLEY RACKS
Michael Lott made a motion, seconded by Chad Bridges to approve the following Close out report:
STATE OF MISSISSIPPIPHIL BRYANT, GOVERNOR
MISSISSIPPI DEVELOPMENT AUTHORITYGLENN MCCULLOUGH, JR.
EXECUTIVE DIRECTOR
February 6, 2018
Honorable Darrell Robinson PresidentGrenada County Board of Supervisors Post Office Box 1208 Grenada, Mississippi 38902
Dear Mr. Robinson:
Grenada Countyj MSI certify titis- instrurrtent was filedon n2./i4/20l8 04:32:59 PMand recorded in theSuFe ry i so r s M i rw teBook 2018 Pages 245-2'52Johnny L. Hayward.- Chiancery ClerkSuperyisiora MimteBook 2018 Pass 24502/14/2018 ’^04:32r59 PM
SUBJECT: Close-Out- Grenada County Rural Infrastructure Grant Project #RG-13-608
The Community Services Division (CSD) is hereby transmitting for your records a copy of the Certificate of Completion for the above referenced RIF project. This agreement designates that the Grenada County remains responsible for any subsequent audits or results of audits of project activities, which may result in having to be repaid to CSD, MDA by Grenada County. You must retain these documents in your RIF records for a minimum of five years in order to be in compliance with the record retention regulations.
Thank you for your interest in the Rural Infrastructure Grant Program. We are proud to have been a partner in assisting you in meeting your community’s needs and hope that we will continue our working relationship in an effort to improve the State of Mississippi.
Sincerely,
Tim Mood Bureau Manager Community Service Division
MISSISSIPPI DEVELOPMENT AUTHORITY BOND GRANT PROGRAMCLOSE-OUT REPORT
^ Grenada County Board of Supervisors „ . .v, . RG-13-608Grantee:_________________ ____________________ Project Number:
Program: □ Small Municipals [7] Rural Impact □ Development Infrastructure
Grantee s Address: POB 1208, Grenada, MS 38902
Person Completing this Report: Janie Mortimer
Document Enclosed Not ApplicableJob Creation/Matching Funds 10/$4,505Certificate of Completion XPictures of final project Leners from contractor, comparry. county engineer
The grantee's chief elected official (i.e., mayor, board president) certifies that the dat^^^ACo>^thk rpnnrt i«i triip pnH nnrrprt nf thp Hatp nntpH hpinw /^»^.**‘*****'».^this report is true and correct as of the date noted below.
Darrell RobinsonTyped Name of Chief Elected Official
1. Administration $0.002. Drainage Systems $0.003. Utility Facilities $0.00
4. Sewer Systems $ 22,975.00 $ 22,975.005. Transportation Facility $0.006. Building $0.00 .-.-‘i/’r..-7. Land Purchase $0.008. Land Improvements $0.009. Engineering Design $ 115.00 $ 115.0010. Engineering Const. $0.00
11. Architectural Design $0.0012. Other $0.0013. Contingencies $0.00
14. Marine Structure $0.00 -<-d. ■>15. Airfield/Airport $0.00 ■ r
Total Program Cost (1-15) $ 23,090.00 $0.00 $ 23,090.00COMPUTATIONCOF; GRANilCfiALANCE:Description TO BE COMPLETED BY RECIPIENT TO BE COMPLETED BY STATE¥
1. Grant Agreement Amount $40,540.00
2. Amount for Unsettled Party Claims3. Grant Amount Received $ 23,090.004. Grant Amount De-obligated/Returned $ 17,450.00
in,(7^5. Amount Retained by State
Certification of Grantee:
It is hereby certified that all activities undertaken by the Grantee with funds provided under the grant agreement in the heading above, have, to the best of my knowledge, been carried out in accordance with the grant agreement; that the proper provision has been made by the Grantee for the payment of all unpaid costs and unsettled third-party claims identified above; that the State of Mississippi is under no obligation to make any further payment to the Grantee under the grant agreement in excess of the amount identified on line 3 hereof, and that every statement and amount set forth in this document is, to the best of my knowledge, true and correct as of this date.
signature and Title of Chief Elected Official)- d$'
Date
Page 6Close-Out Package
SMLPC, DIP and RIF
My Commission Expires Jan. 6,2020
Supe r visors f'1 i rw teBook 2018 Page 25002/14/2018 04;32;59 PM
Local Contribution;
Per Funding Approval/Grant Agreement $ 4,505 Actual Total Match $ 4,505
List any unpaid cost and unsettled third-party claims against the recipients grant, describe circumstances and amounts involved.
None
Person who can best answer questions about this report (preparer):
Name: Janie Mortimer Telephone: 662-229-9502Address (City, State. Zip) t 2000 Gateway St„ Suite 140, Grenada, MS 38901 E_maii: janie@grena(jameansbusiness.com
Basis of Ciose-out (TO BE COMPLETED BY THE STATE)
Q Regular Close-out: All conditions of the grant have been met.
□ Administrative Close-out: All conditions have been met, except audit of funds disbursed by MDA and other funding
sources.
(NOTE: Any disallowed cost by audit(s) of these funds shall be returned to the State).
State Execution (TO be completed by the state)
This Certificate of completion is hereby approi^d,pji been de-obligated in the amount of $ I / j
itions stated above. Unu _______________on I
:d contract funds have
Mississippi Development Authority Corpmuflity Sfervices Division
By:
Date:
i)I 0
Page 7Close-Out Package
SMLPC, DIP and RIF
VALLEY RACKS, INC. 253 ASHMORE RD. GRENADA, MS. 38901 662-227-1505 Phone 662-227-1941 Fax
Ms. Janie MortimerGrenada County Economic Development District 2000 Gateway Street Grenada, MS 38901
RE; Company Investment in Valley Racks Inc. Project RR-13-608
Dear Janie;
This letter is to confirm chat Valley Racks Inc. has met and exceeded its commitment to Invest $12,982 in equipment and infrastructure Improvements for our sewer improvement project
Thank you for your and the county's assistance with meeting a very real need for
our company.
Best Regards,
Brad & Janet McCaulla
Consulting Civil and Environmentai EngineersSoils. Concrete, Asphalt Testing
Jack T. Willis. Sr., P.E., P.L.S. (1931-2006) —i—■Robert D. Willis, PE. -r ^ ^
133 South Mound Street Grenada, Mississippi 38901 PO. Box 160Grenada, Mississippi 38902-0160 Telephone (662) 228-1081 Fax (662) 226-1649
220 West Market Street Greenwood, Mississippi 36930 Telephone (662) 455-6170
Grenada County Board of Supervisors P.O. Box 1208 Grenada, MS 38902
SuF-sroisors Minute dqok 2Uit' Pess 252
02/14/2018 04:32s59 PM
Attn: Mr. Darrell Robinson, President
Re: Valley Racks Sewer Force Main Grenada County, Mississippi
Dear Mr. Robinson:
Our firm has closed out the above referenced project, based on information ptrovided by the contractor and a final invoice from the contractor, Greenbriar DSLP.
To the best of my knowledge and belief, the project was completed in compliance with the approved plans and specifications and the system is currently in use by the company.
If you have any questions, please call.
Sincerely,
Karl H. Grubb, P.E., P.L.S.
WILLIS-----------▼-----------
ENGINEERWG, INC./^ronoHo .
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray
YeaYeaAbsentYeaYea
The motion carried. Cc: Grant Folder EDF-Janie
Grenada County, MS I certify mis instrunent Mias fiied ai 02/14/2018 04:37:47 PM
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THEGRENADA COUNTY BOARD OF SUPERVISORS
In compliance with the requirements of DPSP Subgrantee Closeout Procedures and the terms and conditions of the subgrant, the following closeout documents are enclosed: (Check the appropriate boxes concerning each of the closeout documents. Explain fully any item not submitted or any item to be sent separately. Use a separate sheet if necessary'.)
For use by DPSP only. Not to be completed by sub-grantee
DE-OBLIGATION AUTHORIZATION
Federal Match
Grant Award $86,360.25 $28,786.75
Authorized Expenditures S85..591.42 $28,530.47
Unexpended Balance $768.8.3 $256.28
This is to certify and authorize decreasing the obligation for Sub-grant No. 16DC1221 by the amount of the unexpended balance as shown.
Program Manager/Director Date
IS THIS AN ADMINISTRATIVE CLOSEOUT? YES X NO
Supervisors Mirute Book 2018 Pase 254 02/14/2018 04:37:47 PM
Page 2 of 4
Division of Public Safety Planning CERTIFICATION OF SUB-GRANT COMPLIANCE
SUB-GRANTEE: SUB-GRANTEE NO.
RELEASE
Pursuant to the terms of said sub-grant and in consideration of the sum of
885.591.42Total Amount Paid & Payable by Division of Pubbc Safety Planning
which has been or is to be repaid to.the Sub-grantee or to its assignees, if any, the Sub-grantee upon payment of the said sum does remise, release, and discharge DPSP, its officers, agents, and employees, of and from all habihties, obhgations, claims and demands whatsoever under arising from the said subcontract, except:
1. Specified claims in stated amounts or in estimated amounts where the amounts are not susceptible to exact statement by the Sub-grantee, as follows;
None(If none, so state)
2. Claims together with reasonable expenses incidental thereto, based upon the habihties of the Sub-grantee to third parties arising out of the performance of the said sub-grant, which are not know to the Sub-grantee on the date of execution of this release and of which the Subgrantee given notice in writing to the DPSP Department Director within the period specified in the said contract.
3. Claims, after closeout, for costs which result from the habihty to pay Unemployment Insiurance costs under a reimbursement system or to settle Workers’ Compensation claims.
B. ASSIGNMENT OF REFUNDS, REBATES AND CREDITS
Pursuant to the terms of said sub-grant and in consideration of the reimbursement of costs and payment of fees as provided in the said sub-grant any assignment thereunder, the Sub-grantee does hereby:
1. Assign, transfer, set over and release to DPSP ah rights, titles and interest to ah refunds, rebates, credits or other amounts (including any interest thereon) arising or which may hereafter accrue thereunder.
Agree to take whatever action may be necessar)’ to effect prompt coUection of ah such refunds, rebates, credits or other amounts (including interest thereon due or which may become due, and to forward promptly to DPSP) for any proceeds so coUected.
Agree to cooperate fuhy with DPSP as to any claim or suit in connection with such refunds, rebates, credits or other amounts due (including any interest thereon); to execute any protest, pleading, apphcation, power of attorney or other papers in connection therewith; and to permit DPSP, the State Attorney General’s Office or the Federal Grantor Agency to represent it at any hearing, trial or other proceeding arising out such claim or suit.
Page 3 of 4
INVENTORY CERTIFICATION (Select one)Supervisorj Hi mute Book 2018 Base 255 02/14/2018 04:37:47 PH
1,
X
The Sub-grantee hereby certifies that all items of materials and equipment purchased, furnished or transferred of or to said Sub-grantee were done so in accordance with the terms and conditions of said sub-grant.
_The Sub-grantee hereby certifies that no equipment was furnished or acquired under the terms and conditions of said sub-grant.
D. CERTIFICATION OF CASH BALANCE
The Sub-grantee hereby certifies that the cash balance applicable to said sub-grant as of the date of the execution of this document is as follows:
1.
2.
3.
4.
Total DPSP funds received:
Less final DPSP cumulative cost reported:
Equals (=) unexpended balance:
(a)
(b)
Plus (+) balance=unexpended funds: (Refund due to DPSP)
1)
2)
3)
4a)
Minus (-) balance—funds dues Sub-grantee:4b) (Sub-grantee submits request)
If funds were de-obhgated (unexpended), please explain why funds were not expended during the allowed grant cycle and what measures will be taken to ensure future allotted funds are used in a timely manner.
The expenses related to personnel including salary and fringe were less than anticipated. In the future, the potential expense for the allotted funds shall be used promptly and will be moved if necessar)'.
Page 4 of 4F. Match Certification Verification:
The Chancery Youth Drug Court hereby certifies that it has met the mandated required matching funds or services in the amount of ($ 28,530.47) required for this subgrant according to federal guidelines. And further certifies that the match was from a non-federal source that is not being used to match other federal grants. The match was derived from the following source(s):
Source(s)
1. Administrative Office of Courts
2. _________________________
3..
Amount
$ 28.530.47
$
Type (Cash/In-kind)
Cash
$
G. GENERAL STATE OF COMPLIANCE
The sub-grantee further certifies that all other terms and conditions of said sub-grant have been met.
IN WITNESS THEREOF, this Certification of Sub-grant Compliance has been executed this day of
I______________________, 20 I ^
My Commission Expires Jan. 2020
A vote was called for with the following results:
Michael Lott YeaChad Bridges YeaChristopher C. Hankins AbsentDarrell Robinson YeaChad Gray Yea
The motion carried.
BY SIGNATORY OFFICIAL
President, Co- B o STITLE
SuF-ertiisors Minute Book 2i_iiy p.ese 25b 02/14/2018 04:37547 PH
Cc: Grant Folder
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
CONTINUING DISCLOSURE/BONDS
Chad Gray made a motion, seconded Chad Bridges to authorize Butler Snow to prepare the Continuing Disclosure Statement for outstanding bond issues as per the following “Scope of Engagement Letter”;
Grenada County, MississippiAttn: Johnny L. Hayward, Chancery ClerkP.O. Box 1208Grenada, Mississippi 38902
Re: Grenada County, Mississippi FY 2017 Continuing Disclosure
Dear Mr. Hayward:
We are pleased to confirm our engagement as dissemination agent (the "Dissemination Agent") to Grenada County, Mississippi (the “County”) in connection with its annual continuing disclosure undertaking. We appreciate your confidence in us and will do our best to continue to merit it. This letter sets forth the role we propose to serve and the responsibilities we propose to assume as Dissemination Agent in connection with the Annual Filing for fiscal year ended September 30, 2017.
We understand that pursuant to Securities and Exchange Commission Rule 15c2-12, as amended from time to time (the "Rule"), the County is required to provide on an annual basis certain financial information and operating data to the Municipal Securities Rulemaking Board (the "MSRB") through the MSRB's Electronic Municipal Market Access system at www.emma.msrb.org ("EMMA"), in the electronic format then prescribed by the Securities and Exchange Commission (the "SEC") (the "Required Electronic Format") pursuant to the Rule.
We also understand that pursuant to the County’s Policies and Proeedures for Continuing Disclosure/SEC Rule 15c2-12 Compliance (the “Policy”), a staff designee of the County is required to appoint or engage a dissemination agent to assist in carrying out its obligations under the Policy and the Rule, and the County is hereby appointing us to serve as Dissemination Agent in connection with the Annual Filing for fiscal year 2017 to be filed on or before March 29, 2018.
SCOPE OF ENGAGEMENT
As Dissemination Agent we will examine the County’s continuing disclosure responsibility, consult with parties to the County; compile the Annual Filing (with the assistance of the County) and file an Annual Filing for and on behalf of the County. We will rely upon information provided to us without undertaking to verify the same by independent investigation. During the course of this engagement, we will rely on you to provide us with complete and timely information on all developments pertaining to any aspect of the Annual Filing. We understand that you will direct members of your staff and other employees of the County to cooperate with us in this regard.
Our duties in this engagement are limited to those expressly set forth above.
Supervisors Minute Book 2018 Pass 258 02/14/2018 04s4!Ds23 PM
Grenada County, Mississippi January 25,2018 Page 2
ATTORNEY-CLIENT RELATIONSHIP
Upon execution of this engagement letter, the County will be our client and an attorney- client relationship will exist between us. We further assume that all other parties understand that in this transaction we represent only the County, we are not counsel to any other party, and we are not acting as an intermediary among the parties. Our services as Dissemination Agent are limited to those contracted for in this letter, and the County’s execution of this engagement letter will constitute an acknowledgment of those limitations.
Our representation of the County and the attorney-client relationship created by this engagement letter will be concluded upon the filing of the Annual Filing.
PROSPECTIVE CONSENT
As you are aware, Butler Snow represents many political subdivisions, companies and individuals. It is possible that during the time that we are representing the County, one or more of our present or future clients will have transactions, litigation, or other matters with the County. We do not believe that such representation, if it occurs, will adversely affect our ability to represent you as provided in this engagement letter, either because such matters will be sufficiently different from the filing of the Annual Filing so as to make such representations not adverse to our representation of you, or because the potential for such adversity is remote or minor and outweighed by the consideration that it is unlikely that advice given to the other client will be relevant to any aspect of the issuance filing of the Annual Filing. The County’s local counsel is hereby authorized to discuss and/or review with Butler Snow any such matters described in this paragraph (including any form of potential conflict waiver, if applicable). Execution of this engagement letter will signify the County’s consent to our representation of others consistent with the circumstances described in this paragraph.
FEE STRUCTURE
Based upon: (i) our current understanding of the terms, structure, size and schedule of the Annual Filing, (ii) the duties we will undertake pursuant to this letter, (Hi) the time we anticipate devoting to the Annual Filing, and (iv) the responsibilities we assume, our fee for this engagement will be $3,000.00. Such fee may vary: (i) if material changes in the structure of the financing occur or (ii) if unusual or unforeseen circumstances arise which require a significant increase in our time or our responsibilities. If, at any time, we believe that circumstances require an adjustment of our original fee estimate, we will consult with you.
In addition, this letter authorizes us to incur expenses and make disbursements on behalf of the County, which we will include in our invoice. Disbursement expenses will include such items as travel costs, photocopying, deliveries and other out-of-pocket costs.
PUBLICITY CONCERNING THIS MATTER
Often projects and matters such as this are of interest to the public. Also, many clients desire favorable publicity. Therefore, you agree that we may respond to inquiries from the news
5upervisors Hirwte iook 2013 Pa9S 259
Grenada County, Mississippi January 25, 2018 Page 3
02/14/2018 04:40523 PM
media and we may initiate and publish information to the public on this matter (including but not limited to our firm website) unless you instruct us not to do so. In any event, we will not divulge any non-public information regarding this matter.
RECORDS
At your request, papers and property furnished by you will be returned promptly upon receipt of payment for outstanding fees and client charges. Our own files, including lawyer work product, pertaining to the transaction will be retained by us. For various reasons, including the minimization of unnecessary storage expenses, we reserve the right to dispose of any documents or other material retain by us after the termination of this engagement.
If the foregoing terms are acceptable to you, please so indicate by (1) returning the enclosed copy of this engagement letter dated and signed by an authorized officer; and (2) returning the material event notice certification dated and signed by an authorized officer, attached hereto as Exhibit A. Please retain a copy of the original engagement letter and material event notice certification for your files.
We look forward to working with you again on your Annual Filing.
SuperMisors Mirwte Book 2018 Base 260 02/14/2018 04:40:23 PM
EXHIBIT A
Event Notice
The County certifies that none of the event notices have occurred with respect to the Bonds:
(1)
(2)
(3)
(4)
(5)
(6)
Principal and interest payment delinquencies;
Non-payment related defaults, if material;
Unscheduled draws on debt service reserves, if any, reflecting financial difficulties;
Unscheduled draws on credit enhancements reflecting financial difficulties;
Substitution of credit or liquidity providers, or their failure to perform;
Adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notices of Proposed Issue (IRS Form 5701-TEB) or other material notices or determinations with respect to the tax status of the Bonds, or other material events affecting the tax status of the Bonds;
material;
(7)
(8)
(9)
(10)
(11)
(12)
(13)
Modifications to rights of Bondholders, if material;
Bond calls, if material, and tender offers;
Defeasances;
Release, substitution, or sale of property, if any, securing repayment of the Bonds, if
Rating changes;
Bankruptcy, insolvency, receivership, or similar event of the Issuer;
The consummation of a merger, consolidation, or acquisition involving the Issuer or the sale of all or substantially all of the assets of the Issuer, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; and/or
(14) Appointment of a successor or additional trustee or the change of name of a trustee, ifmaterial.
GRENADA COUNTY, MISSISSIPPI
BY:
Dated:
President, Board of Supervisors
?- 5'SdiS40113062. v2
My rnmmission ExDires-Jan-6-202P-
Further to authorize the Board President to sign the necessary paperwork associated with this project.
A vote was called for with the following results:Michael Lott YeaChad Bridges YeaChristopher C. Hankins AbsentDarrell Robinson YeaChad Gray Yea
The motion carried cc: Butler Snow [E-mailed P* -181
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
PAUPER BURIAL RAY AARON MONGER
Chad Gray advised the board that he had investigated the death of Mr, Ray Aaron Monger, and found that there were no funds to bury him. After discussion Chad Gray made a motion seconded by Michael Lott to declare Mr, Ray Aaron Monger, a pauper and authorize Clark Williams Funeral Home to bury/or cremate him with the county paying up to SLOOO.OO in accordance with MS Code 43-31-29 and Board Policy (LLL/389).
A vote was called for with the following results:
Michael Lott Chad Bridges Christopher C. Hankins Darrell Robinson Chad Gray
YeaYeaAbsentYeaYea
The motion carried.Cc: Claims
Vicky / Court
Grenada Coi-nty? MSI certify this instrument iMas filedon 02/14/2018 04:42:49 PMand recorded in theSupervisors MinuteBook 2018 Paaes 261-261Johnny L- Hayward? Chancery ClerkSupervisors Mi fuiteBook 2018 Base 26102/14/2018 04:42:49 PM
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
POLLING PRECINCT MT NEBO
Hrenada Uourity; MbI certify tfiis instrument mj3s filedon 02/14/2018 04:44:49 PMand recorded in theSupe r yiso rs Minu teBook 2018 Paaes 262~262Johnny L> Hayuardj Charscery ClerkSupe ryiso r s Mi rw teBook 2ul8 Paae 26202/14/2018 04:44:49 Ftl
Columbus Hankins made a motion, seconded by Chad Gray to reestablish the old Mt Nebo Polling precinct at the Young’s Landing Water Association office and notify the Election Commission to proceed accordingly.
A vote was called for with the following results:Michael Lott YeaChad Bridges YeaChristopher C. Hankins YeaDarrell Robinson YeaChad Gray YeaThe motion passed. Cc: Circuit Clerk
MINUTES OF THE FEBRUARY 5, 2018 MEETING OF THE GRENADA COUNTY BOARD OF SUPERVISORS
THE BOARD HAVING NOT FINISHED WITH ITS BUSINESS DOES HEREBY RECESS DAY TO DAY.
