The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, June 1, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on May 29, 2015, at 8:50 p.m. at the Courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.

 

Chairman Jason Shanks called the meeting to order.  Those present were as follows: Vance Johnson, Member; Paul Skidmore, Member; Brian Hermanson, District Attorney (DA); Christy Kennedy, Kay County Treasurer; Susan Keen, Kay County Assessor; Marilee Thornton, Kay County Court Clerk; Everette Van Hoesen, Kay County Sheriff; Don Jones, Kay County Detention Center; Harold Hughs, Kay County Detention Center (KCDC); Cheryl Howard, Election Board Secretary; Dennis Bonewell, Kay County Emergency Management; Donnie Head, Circuit Engineering District No. 8; Joe Casper, Sunbelt Equipment; Tom Cannon and Elbert Urban, Blackwell Citizens; Sharon Rowen, Ponca City News; Scott Cloud, Newkirk Herald Journal; Claude & Bill Williams, Taxpayers for Transparency; Tammy Reese, Secretary/Kay County Clerk.  (See sign in sheet). 

 

Chairman Jason Shanks led the Flag Salute.

 

Motion was made by Johnson and seconded by Skidmore approving regular meeting minutes of May 26, 2015.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Jail Director Report:  Don Jones, KCDC, presented a report noting 251 as the current head count, 50 arrested and released over the weekend and 100 for the week, eight (8) inmates sentenced to Department of Corrections (DOC)/ (waiting to go to prison); 12 inmates sentenced to county time, five (5) weekenders and sanctions, three (3) paid contracts with BIA and Bridgeway currently are holding four (4) inmate on writs (prison to court). 

 

No action was taken on Oklahoma Juvenile Affairs Claim for February 2015 in the amount of $3,222.50. 

 

Motion was made by Johnson and seconded by Skidmore approving State Reimbursement for Kay County Election Board Salary for May 2015.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Shanks approving Mixed Beverage Application #688379 for Kaw Gaming, Inc.; dba Southwind Casino, 5640 N. La Cann Road, Newkirk, Oklahoma.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Skidmore approving the following Detention Services Agreements between the BOCC and:  ROCMND Area Youth Service (Craig County Regional Detention Center, Vinita, Oklahoma, $17.02 per day per child.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Ponca City Court Clerk office:  DA Hermanson said he met with Judge Ross and Court Clerk Thornton to discuss the lease agreement and he expressed some language concerns.  Hermanson said he marked through the wording he was comfortable with and noted he did not think it would affect the owner of the building’s decision.  Court Clerk Thornton said the owners are making all the necessary repairs, carpet, etc. and all they need to do is just move in. 

 

Motion was made by Johnson and seconded by Skidmore approving the Lease Agreement for Ponca City Court Clerk office located at 400 East Central, Suite 100 in Ponca City with changes as recommended by DA Hermanson.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Johnson to extend the Emergency Disaster Proclamation another seven (7) days from May 29, 2015. Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Johnson to Table Amendment to Agreement between Clearwater Enterprises, LLC and Kay County (natural gas supplier).  DA Hermanson recommended tabling to give him time to consult with the company regarding doing a year to year contract versus a two year term.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

 

Roads and Bridge Projects/Circuit Engineering District (CED) No. 8 Road and Bridge Projects:  Commissioner Shanks said crews were hauling rock out of the OMPA yard to be done by June 15, 2015, working on bridge on Union that water washed out and will begin working on pipes tomorrow.

 

Commissioner Johnson noted his crews were picking up road closed and high water signs, hauling rock to washed out areas, managing high priority safety issues, cleaning debris from culverts, completing work sheets on disaster areas, patching asphalt holes, mowing and spraying intersections, and noted thistle problems.

 

Commissioner Skidmore said his crews are working on drives, working on washed out culverts and bridges, spraying, hauling rock from the OMPA yard, and grading roads to help farmers for harvest.

 

Tom Cannon praised Commissioner Johnson for being a great servant and said he appreciated him calling ODOT on a structure that was needed. 

 

Elbert Urban reiterated Mr. Cannon by praising Commissioner Johnson.  Urban said he had addressed this problem many times with the previous commissioners and was denied any help.  He again thanked Commissioner Johnson for getting on the ball and getting something done. 

 

Motion was made by Shanks and seconded by Johnson approving a Bridge Inspection Invoice Consultant Invoice No. 436347, Bridge Inspection Contract EC1434D and a Report of Conference between Bridge Owner and Bridge Inspection Consultant.  Donnie Head, CED#8 said this is for 16 bridges and it is for all three districts; he noted this inspection was done before having all the water issues from the heavy rainfall.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Skidmore approving Interstate 40 Crosstown Steel Beam Transfer Form, NBI#01005, Project Physical Location .2S.2W of Hardy, Structure No. 36E0030N347003, Local ID#018.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Shanks approving the following Public Service/Pipeline Crossing Line Installations:  Kay Electric Cooperative:  NW NW S18 T28N R3E ending SW NW S18 T28N R3E, LaCann Road, D#2.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Skidmore approving the following Resolutions to Deposit Funds:  Res#14, 15-208, Hwy Dist#2-$121,891.14, Reimbursement BIA funds BIA Bridge 247; Res#14, 15-209, Hwy Dist#2-$780.58, Refund overpayment lease purchase.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

Motion was made by Skidmore and seconded by Johnson approving the following Cash Fund Estimate of Needs and Request for Appropriations:  Highway Dist#2-$121,891.14; Highway Dist#3-$14,282.24; Sheriff’s Service Fee-$55,806.53; Highway Dist#2-$780.58; County Sales Tax-$38,714.09.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye. 

 

There were no Unscheduled Public Appearances made.

 

New Business [As per 1991 O.S. 25§311.A.9-‘New Business’, as used herein, shall mean any matter not known about or which could not have been reasonably foreseen prior to the time of posting.  None.

 

Motion was made by Johnson and seconded by Shanks Tabling amendments and potential changes needed to the Employee Personnel Policy Handbook (2013).  Commissioner Johnson noted he made the recommended changes by DA Hermanson and would like all the county officers to review and have and questions/clarifications answered before finalizing.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Motion was made by Johnson and seconded by Shanks approving going out for bid on 2008 or newer Cummings ISX 450 horsepower Truck/Tractor (or equivalent) for District#1. (Specifications provided).  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Bid#2015-20, Destruction of Old Newkirk High School Building:  Discussion was made and Johnson said he would like to go with the lowest bidder being Clark Contracting Company, LLC. He said project was to be completed 120 calendar days after Notice to Proceed is received.  BOCC discussed what to do with the salvaged items in the school such as air conditioning units, etc.

 

Motion was made by Johnson and seconded by Shanks awarding Bid#2015-20, Destruction of Old Newkirk High School Building to lowest bidder Clark Contracting Company, LLC in the amount of $194,780.00 and basement demolition at $25.00 per cubic yard.  Johnson noted he has had past experiences with this company and has been pleased. He mentioned a variable on the basement walls. Shanks asked if this included the sod and Johnson replied yes it does.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Johnson on Bid#2015-22 thru Bid#2015-29, Six month bids on commonly used items as follows:

 

Bid#2015-22-Asphalt, awarded to Coastal Energy Corp., Daniels Ready Mix, (Evans Asphalt Co. Inc., Evans & Associate Construction Co. Inc. because they are in state and would save fuel expenses), T&C Asphalt Materials, Vance Brothers, Inc.  BOCC choose lowest or only bidders except where otherwise noted per line item description.

 

Bid#2015-23-Bridge Materials awarded to K&O Construction; Railroad Yard; Sunbelt Equipment.  BOCC choose the lowest bid per line item description.

 

Bid#2015-24-Grader Blades awarded to Dub Ross Co. Inc.; Valk Manufacturing.  BOCC choose only bidder per line item description.

 

Bid#2015-25-Concrete awarded to American Concrete; G&C Concrete.  BOCC choose lowest bidder per line item description.

 

Bid#2015-26-Road Rock awarded to ACG Materials; Anchor Stone Co.; Grant County Dist#3; Quapaw Co.; Stewart Stone, Inc.; Diemer Construction; G&C Concrete Co.; Evans Asphalt Co. Inc.; Sober Brothers.  BOCC accepted lowest, only bidder and the company that did the loads per line item description.

 

Bid#2015-27-Culvert Pipe awarded to Dub Ross Co. Inc.; HD Supply Waterworks; Railroad Yard, Inc.; Sunbelt Equipment.  BOCC choose lowest or only bidder per line item description.

 

Bid#2015-28-Office Supplies awarded to Merrifield Offices; Southwest Business.  BOCC choose lowest bidder per line item description.

 

Bid#2015-29-Janitorial Supplies awarded to J&P Supply Inc.; Merrifield Office Supply; Southwest Business.  BOCC choose the lowest bidder per line item description.

 

Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

NOTE:  Detailed information regarding these bids is on file in the County Clerk’s office and is open records.

 

Motion was made by Shanks and seconded by Johnson approving Payroll Verifications for May 2015.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Johnson approving Blanket Purchase Orders.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Johnson approving Maintenance & Operations claims.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

FY 2014/2015 PURCHASE ORDERS:

2014-2015 Reimburse: 37, Staples, 188.21, Supplies; Serv.Fee: 400, AT&T, 700.00, Telephone Service; 401, Fisher Tinting, 130.00, Tint; 402, Sirchie, 302.55, Medical Supplies; County Sales Tax Fund: 1250, Kay Office Equipment, 210.04, Maintenance; 1251, Take Ten Tire, 189.17, LABOR AND MATERIALS; 1252, Ultimate Pest Management LLC, 150.00, Monthly services; 1253, Fuelman Of Oklahoma, 457.33, Fuel; 1254, AT&T, 1255.00, Monthly internet

fee; 1255, AT&T, 830.95, Monthly phone bill; 1256, Farha Wholesale Co., 1325.00, Supplies; 1257, McDonald Computer Services LLC, 180.00, Supplies; 1258, Bob Barker, 1637.84, Supplies; 1259, ESW Correctional Healthcare, 20833.33, Medical Services; General: 2215, Leach Paper Co., 149.85, Supplies; 2216, AT&T Mobility, 447.64, Internet; 2217, AT&T, 154.00, Telephone Service; 2218, AT&T, 49.86, Telephone Service; 2219, AT&T, 3564.84, Billing; 2220, Fleetcor Technologies, 1392.27, Fuel; 2221, Fleetcor Technologies, 1458.27, Fuel; 2222, Grainger, 35.96, Tape; 2223, AT&T, 291.64, Billing; 2224, AT&T, 514.92, Billing; 2225, AT&T, 2143.71, Phone; 2226, Oklahoma State University, 1053.02, Fuel; 2227, Burkes Classic Restoration, 4370.00, Repairs on car; 2228, Reese, Tammy, 80.50, Travel; 2229, Pameticky, Terri K, 19.47, Supplies; Health: 444, J & P Supply, 20.49, Paper towels; 445, Ponca City Utility Authority, 1384.59, electric bill; 446, STC, 126.83, Maintenance; 447, Oklahoma State Department Of Health, 58333.33, Payroll; 448, Oklahoma State Department Of Health, 58333.33, Payroll; 449, Stolhand Heating & Air, 151.25, Repairs; 450, HM Receivables Co II LLC, 348.48, Record books; Highway: 1983, G & B Auto, 455.00, Repairs; 1984, Hats Auto Supply, 133.35, Repairs; 1985, Briggs Hardware, 457.52, Misc Parts; 1986, OK Natural Gas, 52.26, Billing; 1987, Dub Ross Co. Inc., 8310.00, Pipe; 1988, AT&T, 138.29, Monthly Telephone Service; 1989, OK Natural Gas, 101.14, Gas bill; 1990, Ponca City Publishing Co. Inc, 36.00, Wireless bill; 1991, Grant County Dist #3, 6487.21, Crusher Run; 1992, Galaxie Business, 56.50, Printing; 1993, Dish, 17.00, Satellite service; 1994, Centerpoint Energy Arkla, 90.02, Gas service; 1995, Circuit Engineering District #8, 13000.00, Pickup; 1996, Farmers Grain Company, 13955.82, Clear Diesel; 1997, Pioneer Technology Center, 35.00, Class; 1998, Cross Oil, 10090.96, Diesel Fuel; 1999, PC Concrete, 320.00, Concrete; 2000, Foley Tractor, 680.20, Sprockets; 2001, Zee Medical, 154.45, Medical Supplies; 2002, Blackwell True Value Hardware, 10.99, Supplies; 2003, Starr Lumber Co., 249.71, Supplies; 2004, Zee Medical, 77.35, Medical Supplies; 2005, Fastenal Industrial & Const Supplies, 189.83, Supplies

 

Details’ concerning the above listed purchase orders/claims are available in the County Clerk’s Office.  All records are open to the public, and any person may examine same during regular office hours. 

 

There being no other business, motion was made by Johnson and seconded by Shanks to adjourn, 11:27 a.m.  Motion carried:  Shanks, aye; Johnson, aye; Skidmore, aye.

 

 

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Approved this 8th day of June, 2015.

 

 

                            _____________________________

                 JASON SHANKS, CHAIRMAN

                                        

                                                              _____________________________

                 VANCE JOHNSON, MEMBER

              

                _____________________________

     PAUL SKIDMORE, MEMBER

 

 

ATTEST:

 

_________________________________

TAMMY REESE, COUNTY CLERK

COUNTY OF KAY, STATE OF OKLAHOMA

SECRETARY, BOARD OF COUNTY COMMISSIONERS

(SEAL)

 

 

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