The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, June 15, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on June 12, 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); Everette Van Hoesen, Kay County Sheriff; Susan Keen, Kay County Assessor; Marilee Thornton, Kay County Court Clerk; Don Jones, Kay County Detention Center Director (KCDCD); Dennis Bonewell, Kay County Emergency Management; Donna Parker, Oklahoma Court Services (OCS); Scott Cloud, Newkirk Herald Journal; Claude & Bill Williams, Taxpayers for Transparency; Sharon Rowen, Ponca City News; 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 June 8, 2015. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Donna Parker, OCS, reported total hours completed by defendants were 715.25, total number of defendants that submitted community services hours were 125 and the monetary value of service performed was $5,185.56 (saved community). Completed events: Humane Society Project; Habitat for Humanity; Salvation Army; Kay County District No. 1; 101 Wild West Parade where defendants did yard work, picked up trash and organized warehouse, etc. Up-coming Projects: Humane Society Project; Habitat for Humanity; Salvation Army; Camp McFadden; Kay County District No. 1; Albright United Methodist Breakfast; VFW. Ms. Parker also presented pictures.
Jail Director Report: Don Jones, KCDCD, presented a report noting 244 as the current head count, 44 arrested and released over the weekend and 103 for the week, arrested and released from June 1, 2015-190, daily average of 237, minimum amount of inmates-224, maximum amount of inmates-247, 12 inmates sentenced to county time, nine (9) inmates sentenced to Department of Corrections (DOC)/ (waiting to go to prison), three (3) weekenders and sanctions, four (4) paid contracts with BIA and Bridgeway currently are holding four (4) inmate on writs (prison to court).
Disaster Relief Update: Dennis Bonewell, EMS, reported two of three districts met with FEMA. He noted the requests have been submitted to the Governor and said more counties are being added and may be up to 40 counties at this time. Bonewell told the BOCC to document all repairs being made. No action was taken.
Motion was made by Johnson and seconded by Skidmore approving Ponca City Center, L.L.C. Office Building Lease for the Court Clerk’s office located in Ponca City at 400 East Central, Suite 100. Court Clerk Thornton said some minor changes were made from the owner and she gave to DA Hermanson to review and he adjusted changes and approved. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving Agreement for remote terminal capabilities with the Kay County Assessor’s office by and between the BOCC and the following: Geophysical Land Services, LLC; Teena Robbins. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving Amendment to Agreement between Clearwater Enterprises, LLC and Kay County (natural gas supplier). DA Hermanson said he has been in conversation with the company regarding their two year agreement to provide natural gas for the courthouse. Hermanson noted he got them to change the wording to read “automatically renewed year to year”. He said this may provide some benefit and either Party can get out of the contract with a 30 days prior notice. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson Tabling Purchase Order#2232 ($45,000.00 – River Ridge) CBRI balance. Commissioner Skidmore said this balance was paid to River Ridge Construction with some of the money coming out of Dist#3’s Maintenance & Operation (M&O) account. Skidmore was asking if his M&O could be reimbursed from the CBRI account. DA Hermanson asked County Clerk Reese to contact auditors for an answer. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the following Detention Services Agreement by and between: Texas County Juvenile Detention Center and the BOCC, $29.36 per day per child; Sequoyah Enterprises, Inc. and the BOCC, $23.26 per day per child; Osage County Juvenile Detention Center and the BOCC, $27.04 per day per child. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving Employer Retirement Contribution Rates and Option “P” to participate in for Fiscal Year 2016. Clerk Reese explained the maximum allowed combined employer and employee contribution rate is twenty percent and the county has always paid 16.5% and the employee 3.5%. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving Option One on ACCO-SIF Workman’s Compensation Renewal Quote for the 2015-2016 policy term - Intent to Participate in ACCO-SIF Payment Option and Resolution to Execute the Agreement Establishing the Association of County Commissioners of Oklahoma. Clerk Reese said by choosing Option One and paying the total amount due would save the county $6,488.00 versus Option Two making two payments. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving having County Clerk Reese prepare the Estimate of Needs for FY2016 and Annual Report for the Fiscal Year ending June 30, 2015 and Estimate of Earnings of the Ensuing Fiscal Year on the BOCC (nine) accounts. 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 putting in a pipe on “W” Street, blading, mowing and will begin hauling dirt sometime next week.
Commissioner Johnson noted his crews hauling materials, cleaning out debris, taking care of flood damaged areas, mowing, working on estimates of flood damages, cleaning ditches and culverts (14 bridges need repaired) and doing a lot of large patching on Traders Bend Road.
Commissioner Skidmore said his crews doing extensive blading, hauling rock, putting in culverts, repairing wash-outs, patching on 44th Street with asphalt, mowing and making repairs to trucks. He noted the meeting with FEMA and Emergency Management went well. Skidmore said a 20” pipeline will be put in by Saddle Horn.
Motion was made by Skidmore and seconded by Johnson approving the following Public Service/Pipeline Crossing Line Installations: Mustang Gas Products, SE4/SE4 S11 T25N R1W ending SW4/SW4 S12 T25N R1W, Allen Dr., Dist#3. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Kay County Monthly Reports for May 2015: Assessor (2); Election Board (2); County Clerk (2). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the following Resolutions to Dispose of Equipment: Res#14, 15-215, Court Clerk, 8510P Laptop, returning to AOC; Res#14, 15-216, Court Clerk, Olympia Typewriter, junked. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Resolutions to Deposit Funds: Res#14, 15-213, Highway Dist#3-$500.00, Public Service/Pipeline Crossing Line Installation; Res#14, 15-218, Open Dump Reward-$97.50, April 2015 Reward Fees. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving on Officer’s Request for Supplemental Appropriations, money being added to General Government NHS Demo G2000-50, money from Kay County Home Finance Authority (KCHFA) (closed out CD-$108,428.68 and closed out savings account-$47,499.94 on 6-8-15), Total-$155,928.62. DA Hermanson noted he visited with KCHFA Attorney David Cummings regarding spending this topic and said Cummings had no problem with the money being used for this purpose. 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-$355,881.46, D#1-$118,627.15; D#2-$118,627.16; D#3-$118,627.15; Highway Dist#3-$500.00; CBRI 105C-$20,342.76; County Sales Tax-$306,929.03; Use Tax-$38,647.43; Visual Inspection Reimbursement-$754.92; Drug Court-$9,176.00; Open Dump Reward-$97.50. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
BOCC discussed the Open Dump Reward and asked questions and DA Hermanson and Court Clerk Thornton answered.
Motion was made by Skidmore and seconded by Johnson approving the following Transfer of Appropriations: Sheriff’s General, Overtime-$2,411.56; $2,092.28 to Maintenance & Operations (M&O); $319.28 to Personal Services; Election Board, M&O-$2,000.00 to Capital Outlay; JFA, County Sales Tax M&O-$6,200.00; $2,200.00 to Part-Time; $4,000.00 to Personal Services; Kay County Clerk, Personal Services-$400.00 to Travel; Purchasing, Travel-$411.37 to M&O; Data Processing, Personal Service-$3,895.00 to M&O. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Unscheduled Public Appearances: DA Hermanson asked why the Kay County Free Fair Board township elections were not on the agenda because appointments needed to be made. Commissioners Johnson and Shanks said because they have not been able to find anyone interested in being appointed to serve in these positions. Hermanson told them it was there statutorily responsibility to nominate someone for these positions and asked for this topic to be put back on next week’s agenda.
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 approving to adopt amendments to the Employee Personnel Policy Handbook (2013). Johnson noted DA Hermanson had made the necessary changes to the handbook. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks 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 LEPC Grant Cash Fund: 1, Ponca City News, 125.00, Website host; Lien Fee: 25, Quality Water Service, 68.65, Water; PBA: 29, Bagg, Jack, 950.00, Contractual Services; 30, Superior Plumbing, 1022.00, Repairs;
Serv.Fee: 409, G & B Auto, 15.00, Blanket/Vehicle Maint; 410, Bankers Credit Card Services, 685.92, Out Of County Expense; 411, Burkes Classic Restoration, 1583.77, Vehicle Maintenance; 412, Fleetcor Technologies, 1638.28, Fuel; 413, TKK Electronics, 275.00, Cellular Antennas; 414, Youth Services Of Osage County Inc, 351.65, Juvenile Detention; 415, Okla. Juvenile Justice SVCS, 465.20, Juvenile Detention; 416, Fleetcor Technologies, 1737.18, Fuel; 417, Sirchie, 430.19, Tests; 418, Secretary of State, 40.00, Surety bond; 419, Bob Moore Ford, 53986.00, Pickup; 420, Caffey, Justin W, 121.90, Travel; Drug Court: 78, Omega Laboratories Inc, 165.00, Tests; 79, Ralphs Packing Co, 195.92, Graduation Cookout; 80, Ball Trophy & Engraving Co., 75.00, Plaques; 81, Redwood Reditest Screening Devices, 1050.00, Supplies; 82, Call2 Test, 116.00, Drug Court Attendance; 83, Dilbeck, Brenda, 250.00, Class;
County Sales Tax Fund: 1268, Quality Water Service, 392.00, Salt; 1269, OK Natural Gas, 1225.91, Monthly gas bill; 1270, Briggs Hardware, 376.63, MOWING; 1271, Baumert, Cummings & Hiatt, 1030.50, Professional services; 1272, Farha Wholesale Co., 984.80, Supplies; 1273, Fuelman Of Oklahoma, 340.49, Fuel; 1274, Fuelman Of Oklahoma, 304.23, Fuel; 1275, Galls, 418.65, Supplies; 1276, Grainger, 328.00, Supplies; 1277, Southwest Business Products, 305.65, Supplies; 1278, Bob Barker, 442.50, Supplies; 1279, Hughes Lumber, 931.03, Supplies; 1280, Kay County JFA #124183, 342950.97, Tax Collections; General: 2249, Tonkawa News, 480.65, Publication; 2250, Tonkawa News, 338.24, Publication; 2251, Tonkawa News, 281.00, Publication; 2252, Lowes Companies Inc., 429.18, Supplies; 2253, Galaxie Business, 104.46, Blanket For Copier Maintenance; 2254, Briggs Hardware, 479.77, Blanket For Supplies; 2255, Briggs Hardware, 438.48, Blanket For Supplies; 2256, Dewitt, Corbin, 503.13, Travel; 2257, Tonkawa News, 1489.50, Publication; 2258, J & P Supply, 461.53, Janitorial Services; 2259, Texas County Juv. Det. Center, 352.32, Juvenile Detention; 2260, Tonkawa News, 297.20, Publication; 2261, Tonkawa News, 984.30, Publication; 2262, J & P Supply, 478.47, Supplies; 2263, J & P Supply, 311.54, Supplies; 2264, Craig Co. Detention Center, 153.18, Juvenile Detention; 2265, McDonald Computer Services LLC, 444.92, Maintenance; 2266, Quality Water Service, 94.50, Water; 2267, Tonkawa News, 457.40, Publication; 2268, Tonkawa News, 298.70, Publication; 2269, AT&T Mobility, 9.28, Phone; 2270, AT&T, 60.00, Internet Fee; 2271, Clearwater Enterprises, 175.40, Gas service; 2272, Touchtone Communications, 38.75, Long distance; 2273, AT&T, 508.83, Phone bill; 2274, OSU/CLGT, 200.00, Training; 2275, Mail Finance, 1125.00, Postage Equipment Rental; 2276, Top Secret Document Destruction Svcs, 42.00, Shredding; 2277, OK Court Services Inc, 2750.00, Community Service Coordinator; 2278, OK Court Services Inc, 2750.00, Community Service Coordinator; 2279, OK Court Services Inc, 2750.00, Community Service Coordinator; 2280, STC, 213.00, Copier contract; 2281, Younger-Holmes Electrical Contractors, 376.44, Electrical Work; 2282, OK Natural Gas, 128.38, Billing; 2283, Lewis Associate Architects, 1986.22, Specifications; 2284, Younger-Holmes Electrical Contractors, 124.66, Electrical Work; 2285, Ink Technologies LLC, 288.00, Toner Cartridges; 2286, Vyve Broadband, 34.08, Basic cable; 2287, AT&T, 15.10, Billing; 2288, AT&T, 23.53, Billing; 2289, AT&T, 288.18, Billing; 2290, Applied Concepts, 2912.50, RADAR; 2291, USPS Disbursing Officer, 4673.96, Lease; 2292, Fusion, 264.25, Phone; 2293, Cintas Corporation Loc, 116.49, Linen Service; 2294, Loftis & Wetzel, 70.00, Notary Renewal; 2295, Younger-Holmes Electrical Contractors, 132.24, Service call; 2296, Wells Plumbing, 674.23, HOT WATER HEATER REPAIRS; 2297, Southwest Business Products, 96.56, Office Supplies; 2298, Merrifield Office Plus, 118.29, Battery Backup; 2299, Merrifield Office Supply, 387.53, Supplies; 2300, Southwest Business Products, 368.00, Fax machine; 2301, Southwest Business Products, 82.77, Print Cartridges; 2302, Southwest Business Products, 192.98, Supplies; 2303, Galaxie Business, 489.90, Camera; 2304, Fisher Tinting, 145.00, Tint; 2305, Farha Wholesale Co., 187.17, Coffee; 2306, Merrifield Office Plus, 31.99, Copy Paper; 2307, Tonkawa News, 1443.70, Publication; 2308, Klumpp, Larry A., 534.18, Travel; Health: 467, Ana Beets, 259.90, Travel; 468, AT&T Mobility, 388.15, Cell phone service; 469, Walmart Community BRC, 123.82, Supplies; 470, Turf Surfers, 480.00, Lawn Care; 471, Ponca City Utility Authority, 1384.59, electric bill; 472, Lewis Associate Architects, 2800.00, Architectural Services; 473, Oklahoma State Dept of Health, 58333.33, Payroll; Highway: 2044, Southwest Truck Parts, 325.02, Parts; 2045, G & B Auto, 146.50, Parts; 2046, Owen Auto Supply, 985.99, Truck repairs-parts; 2047, Deere Credit Inc, 7461.15, Lease payment; 2048, Deere Credit Inc, 2474.03, Lease payment; 2049, Ponca City News, 17.25, Advertising; 2050, Lowes Building Center, 23.72, Supplies; 2051, Owen Auto Supply, 201.34, Supplies; 2052, Filter Care Of Missouri, 67.60, Clean filters; 2053, Southwest Trailers & Equipment, 1095.81, Tire Rims; 2054, Galaxie Business, 489.90, Digital camera; 2055, Lawson Products, 499.70, Supplies; 2056, Yellowhouse Machinery Co, 968.40, Supplies; 2057, Galaxie Business, 489.90, Camera; 2058, Unifirst Holdings Inc, 129.06, Uniform Cleaning; 2059, Direct Discount Tire, 461.44, Tires; 2060, Turner Radiator & Air Cond., 140.00, Radiator Repairs; Cert.Fee: 15, Johnston, Jamie, 245.37, Travel; 16, Merrifield Office Plus, 255.89, 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 Shanks and seconded by Johnson to adjourn, 10:25 a.m. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Approved this 22nd day of June, 2015.
JASON SHANKS, CHAIRMAN
VANCE JOHNSON, MEMBER
PAUL SKIDMORE, MEMBER
TAMMY REESE, COUNTY CLERK
COUNTY OF KAY, STATE OF OKLAHOMA
SECRETARY, BOARD OF COUNTY COMMISSIONERS