St. Martinville Teche News
October 30, 2024
MEETING MINUTES
RECREATION DISTRICT NO. 1 of the PARISH OF ST. MARTIN
REGULAR MEETING – SEPTEMBER 30, 2024 – 5:30 P.M.
1413 HIGHWAY 70 PIERRE PART, LA 70339
1. CALL TO ORDER – at 5:30 pm
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Present- Bobby Czeck- Vice Chairperson, Darren Mayon- Sargent in Arms, Jacob Fuselier – Board Member, ShanaRae Dardar – Board Member, and Dee Hymel – Board Member
4. PUBLIC COMMENT
Bobby Czeck opened the floor to public comment. For purposes of recording, the Board agreed to dispense the order to allow public comments on areas of the Agenda out of order, said adjustments are noted in the comments below.
•Faye S. Smith, of Belle River, referenced Item 8.k on the meeting’s agenda related to “Volunteers Required” and asked the Board who is currently doing the landscaping at both Parks? Bobby responded that he felt like the Ratcliff family had been volunteering to do some of it, but that wasn’t certain and that Jose, the Parish worker only cuts the grass. Further stating that with limited funds available to hire someone, it would be nice to find volunteers willing to keep up the landscape. To which, Ms. Smith replied that we pay taxes, is there any money available to hire a landscaper and Bobby commented that we would have to see what funds are available and we would look at options to address the needs at both parks.
•Laura Nell Pipsair, of Belle River, referenced Item 7.a on the meeting’s agenda related to “Respond to Letter for Records Requests” and provided the Board members with a copy of a Memorandum (see Attachment 1, made a part hereof), that she and Sandra Crochet, also a resident of Belle River, had prepared. She commended Bobby Czeck and Darren Mayon on their efforts to date. She had several questions regarding records requests that dated back to the October 26, 2023 meeting, the February 28, 2024, and the past-Chairman’s response that “there are no records” and had requested that official statement be recorded in writing and thus far had not.
She raised questions about clarification on Account Titles, and who is a company under the name of Government Accounting, LLC” and the services provided? She made a statement regarding the amount of time if took to complete the Belle River Park, taking over seven years due to a lack of funding, and was told by the past-Chairman “it would be finished when money fell from the sky”. She stressed to the Board the need to address three main points in the past Chairman’s responses of 1) no records and 2) no minutes and 3) reiterated that State Statues require full disclosure and accountability regarding public funds and that citizens have a right to ask these questions. Bobby Czeck thank her for the presentation and offered/asked for additional time to review the packet presented to the Board.
•Sandra Crochet, also referenced Item 7.a on the meeting’s agenda related to “Respond to Letter for Records Requests” and provided the Board members with a copy of a Memorandum (see Attachment 2, made a part hereof), that she and Laura Nell Pipsair had prepared. Ms. Crochet shared her disappointment in the lack of attention paid to records retention, stating her disbelief in “25 years of no records” retained by St. Martin Parish relative to the Recreation District #1 and that she understands the position the Board is in, but this outline is presented to assist the new board members on “where we are, why we are here and what we are looking for”.
Bobby Czeck stated that since coming on the Board, it is his understanding that there are no contractual records in our possession. To which Faye Smith responded “None in St. Martin Parish?” Bobby then said he had spoken with Chester Cedar, past Parish President, who indicated that he has no clue where the records are and doesn’t know where to start looking. Cedars further stating that the Parish kept records until everything was transferred here. Ms. Smith then questioned records relate to the Audit and Bobby clarified that the audit she is referring to is performed by Pitts & Matte, CPA’s relating to accounting practices. Laura Nell Pipsair then stated that she couldn’t understand how $1.7 MM to spend but not have copies of engineer’s plans, grants, bids etc. “Why no copies?” Bobby replied that this current Board simply cannot produce what they don’t have. Sandra Crochet encouraged all to learn from the past and expressed their need to make it better. Darren Mayon shared the sentiment by stating that that we understand and are trying to make it better, but he cannot talk for the past only the future and expressed his frustration as well, that even as part of the Board, we could not get answers.
Bobby Czeck thank Ms. Crochet for preparing and providing the document and again asked for additional time to review.
5. APPROVAL OF MINUTES
Special Meeting on May 30, 2024
Motion to approve: Darren Mayon – 1st, Jacob Fuselier – 2nd, All in Favor -- 5 I’s – 0 No’s – Motion Passed
6. FINANCIAL UPDATE
a. Bobby Czeck stated that all standard bills previously approved have been paid.
1. Entergy has not turned the lights off at Belle River, but we are also not paying the $150/per month.
2. Since the change to LED bulbs at Stephensville the bill has dropped from $150 to $60 per month.
b. & c. Bobby Czeck stated that the check Ledger is available for all to review.
d. Bobby stated that he will be meeting with the CPA to reconcile the HB560 ACT397 account to make sure the funds are transferred into the operating account and that he had noted a $172 discrepancy that he will current in this effort. Bobby continued by saying that we have spent more that we were given so all funds should be transferred to the Operations Acct #8809.
7. OLD BUSINESS
•Records Request: Comments for this section can be found in the Public Comments above.
•Bobby reviewed expenses related to HB560 ACT 397and provided an update on the progress of current projects and stated the internet should be hooked up at both parks in two to three weeks, electronic locks cannot be installed until internet is connected, and we await delivery of the exercise equipment.
•Bobby continued with project updates stating the original exercise equipment arrived damaged and was the wrong color, so we are forced to wait until the replacement equipment arrives, which could be 30 weeks, but it will be more work to install as the bolt system for this type equipment is already in place. He concluded by saying the benches for the Belle River Park are in but that some concrete work is needed to complete installation.
•Casey Garner was unable to attend the meeting, but Bobby Czeck shared that the Market would return to the Stephensville Park on October 12th, and that he will defer further details under item 8.f below.
8. NEW BUSINESS
•Bobby Czeck opened discussion and introduced the new Board Members and stated that new positions and responsibilities needed to be appointed.
1. Bobby Czeck made a motion to appoint Darren Mayon as Chairperson, 2nd by Dee Hymel, all in favor, the Motion passed unanimously.
2. Darren Mayon made a motion to retain Bobby Czeck as Vice-Chairperson, 2nd by ShanaRae Dardar, all in favor, the motion passed unanimously.
3. Darren Mayon made a motion to appoint Dee Hymel as Secretary, 2nd by Bobby Czeck, all in favor, the motion passed unanimously.
4. Darren Mayon made a motion to appoint ShanaRae Dardar as Treasurer, 2nd by Bobby Czeck, all in favor, the motion passed unanimously.
5. Darren Mayon made a potion to appoint Jacob Fuselier as Seargeant-at-Arms, 2nd by Bobby Czeck, all in favor, the motion passed unanimously.
•Bobby Czeck made a two-part motion to 1) remove past Chairperson Charlotte Ratcliff from the bank account at First Horizon Bank in Morgan City, and 2) to add Darren Mayon and ShanaRae Dardar as signatories to the bank account at First Horizon Bank in Morgan City, motion 2nd by Dee Hymel, all in favor, passed unanimously.
•Bobby Czeck will reach out to Charlotte Ratcliff and request return of ALL records required by law to be in her possession under her tenure as Chairman of St. Martin Recreation District No. 1, as well as the keys to all Park facilities and the Post Office Box key. Bobby also commented that Charlott stated that she had cut up the District’s credit card, and he confirmed that he will cancel and request a new card.
•Bobby commented on a second request for records, specifically a check ledger and general accounting, that was received, but stated the person making the request did not respond to his emails, is not here and he didn’t feel the need to address further.
•Bobby restated information related to the internet, electronic doors and playground equipment under the HB560 ACT 397 expenditures as listed in Item 7.b above and informed all that there was $1,690.00 left of the $250,000 funding and stated that he felt the Board did well and completed the project within 6 months. In addition, he stated that he would submit the invoice to the State for reimbursement of the gutter installation at both parks.
•Bobby reported that Casey Garner currently has 45 vendor spots reserved for the October 12th Market and they will have a family oriented Halloween theme. Bobby covered the terms of use by stating Casey Garner has signed a waiver as have all vendors, she has purchased road blocks and lights to assist with parking and vehicular traffic. Fee schedule for the Market is:
•Less than 50 vendors - $150
•More than 50 vendors - $300
•Fundraisers/Charity Events that benefit the Lower St. Martin Community – Free
•Andre Pellerin presented the Board with an proposal for a Veterans Memorial monument to be placed at the Stephensville Park, stating that his family has been in the funeral business for many years and has also placed similar monuments in other communities. Andre passed around a brochure showing pictures of said projects, provided information on possible shared funding opportunities, both public (specifically in a discussion with Councilman Chris Tauzin, and private, to build the monument. After some discussion about size, location and financial logistics, the Board thanked him for his proposal and stated we would discuss and get back with him should we decide to create this monument.
•Bobby directed attendees to the packet he prepared containing samples of Rental Agreements for events held at each Park for all to review. With both parks having events, it will be necessary to develop a standard use form for each park. Bobby asked that Board members review and he will include on a future agenda to approve. In addition to this, Bobbby noted the recent incident that occurred during Senior Bingo, giving rise to concerns about procedures for accident reporting. It was agreed that Dee Hymel will draft an Accident Report that we can review at the next regular meeting. In addition to this, Jacob Fuselier suggested protocol for any an all emergency issues by having Organizers and anyone renting the building notify 911 immediately, and follow up with a completed Accident Report to Darren Mayon immediately.
Carolyn Guidry asked the Board about an Alcohol Use Policy stating that she’d like to rent the building for adult events, but needed to know the Parish’s policy/Board’s Position on alcohol at the Belle River building. Bobby Czeck noted that Item #5 on the rental contract states “no alcoholic beverages”. Darren Mayon said he would get clarification from the Parish and return this information at the next regular meeting.
•Bobby Czeck then presented information regarding the 2024 Budget stating that the 2024 annual budget was $46,000 and that year-to-date, $31,390 has been spent, leaving roughly $14,000. There are roughly $6,000 in expenses budgeted to be paid in utilities, termite control and running power to the Belle River playground, but should end the year with approximately $105,000 in the bank. Bobby also stated there is $8,000 remaining in the Bond Account.
•Bobby then discussed pending work that is not covered by Grant, but needs our attention.
Once purchased, muck will be removed, and the gravel pile in Belle River will be spread by Parish, which will then be covered by top soil. Items listed in total are;
•Top soil needs to be purchased to cover gravel - ~$10,000
•Perform ditch work in Stephensville to remove sediment/debris with rent equipment of approximately $1,500.
•Install bird deterrents on LED lights on Sports courts for $750
•Install dog station for pet owners at both parks along with signs, and a dispenser with bags for approximately $250 ($125 for each park).
Darren Mayon made a collection motion to approve expenditure for Items 1-4 above, motion 2nd by Jacob Fuselier, motion passed unanimously.
Internet connection at both Parks will be installed by Allen’s Cable in the very near future, and once completed the electronic door locks for bathroom doors after hours, approximately $300 will be installed.
Bobby then suggested that once internet is established a new AC/Heat controller for Belle River can be installed for approximately $125, which will help reduce expenses.
Bobby updated that the benches behind baseball backstop could potentially require modifications as they will need an additional amount of concrete installed to the pads to complete the installation properly. We could potentially use volunteers to complete this project.
•During the Public Comments section, Faye Smith questioned the landscaping at the parks, and Bobby returned to this subject to once again stress the idea and importance of a community volunteers coordinating with the Board, individually or as a formed committee working with the board to complete these tasks, with equal applicability to each park. The Board agreed to research cost for a commercial landscaper, but this will be limited to what funds are available. Jacob Fuselier suggested the Board create a way to document volunteers, and acknowledge their efforts.
9. Next Meeting— Special Meeting – October 7, 2024 at 5:30 pm at Belle River Park
10. Being no further business, on Motion by Bobby Czeck, 2nd by Darren Mayon, the meeting adjourned at 6:54 PM.
Darren Mayon, Chairperson Recreation District No. 1,
St. Martin Parish
P. O. Box 1726, Morgan City, LA 70380
Phone: 985-397-2909
In accordance with the Americans with Disabilities Act, if you need special assistance, please contact Darren Mayon @ 985-397-2909 describing the assistance necessary.