The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, June 22, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on June 19, 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; Christy Kennedy, Kay County Treasurer; Don Jones, Kay County Detention Center Director (KCDCD); Dennis Bonewell, Kay County Emergency Management; Seth Locke, MCH Kenworth; Patrick Box, Boxcer Equipment; Scott Cloud, Newkirk Herald Journal; Claude 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 15, 2015. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Jail Director Report: Don Jones, KCDCD, presented a report noting 222 as the current head count, 44 arrested and released over the weekend and 121 for the week, arrested and released from June 1, 2015-282, daily average of 231, minimum amount of inmates-215, maximum amount of inmates-247, 11 inmates sentenced to county time, six (6) inmates sentenced to Department of Corrections (DOC)/ (waiting to go to prison), nine (9) weekenders and sanctions, nine (9) paid contracts with BIA and Bridgeway currently are holding three (3) inmate on writs (prison to court).
Motion was made by Johnson and seconded by Skidmore approving the following Detention Services Agreement by and between: Canadian County-$18.70 per child per day; Garfield County-$23.26 per child per day. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving appointing Township members for the open township position on the Kay County Free Fair Board -Lori Overton-Kaw City and Larry and Cindy Klumpp, Woodlands for the Ponca City vacancies and no appointment was made for the Newkirk vacancy. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving to go out for bid for Janitorial Services FY2015-16 for the Kay County Health Department. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving the following Kay County Health Department Full Service Maintenance Agreements, effective July 1, 2015: Kyocera Taskalfa 4201; Kyocera FS1128 MFP; Kyocera Taskalfa 45001; Kyocera Taskalfa 5201. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving Memorandum of Agreement between the Kay County Health Department and Blackwell Public Schools to provide Behavioral Health Services to the students and/or families of students. DA Hermanson said he made a parenthesis correction and other than that the agreement looked fine. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Disaster Relief Update: Dennis Bonewell, EMS, said he has spoken with each of the commissioners individually regarding FEMA issues. He noted Kay County was approved for public assistance and mentioned an applicant’s briefing would be held this afternoon to go over information, payments, etc. with FEMA representatives. Bonewell said this disaster is for time frame of May 5, 2015 through June 4, 2015 due to weather conditions. He noted FEMA pays 75%, State pays 12.5% and the county absorbs the other 12.5%, total collected for the county is 87.5%.
Motion was made by Johnson and seconded by Shanks approving ACCO-SIG FY2015-16 Property & Liability Quote, Resolution No. 14, 15-222 to Execute the Agreement Establishing the Association of County Commissioners of Oklahoma and Intent to Participate in ACCO-SIG and Payment Option (2). 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 blading, opened 13th & Home Rd., working on “W” Street pipes, moving crane to “S” Street to start repairing.
Commissioner Johnson noted his crews were hauling gravel, mowing ditches on all paved roads and will move to the dirt roads now that they are dry enough, taking care of washed out areas, trimming around stop signs and documenting and taking pictures of flood damaged areas.
Commissioner Skidmore said his crews were taking care of on-going flood damaged places, hauling shale and gravel, blading, mowing, putting in culvert pipes and weedeating around bridges.
Motion was made by Johnson and seconded by Shanks approving to add to FY2015-16 General Government budget $38,000.00 to purchase scales for weights and measures for overloaded trucks. Much discussion was made regarding the purchase of scales and noting the Sheriff would monitor; signs would need to be posted, etc. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Compensation for cell phone usage: Commissioner Johnson said he wanted this item put on the agenda because he would like to be partly compensated for the use of his personal cell phone. He reported getting numerous calls on his personal cell phone.
Clerk Reese said she asked one of the state auditors if this was allowable and after receiving her reply gave the District Attorney the auditor’s opinion regarding this topic. The auditor said in an email to Reese there is no specific authorization regarding reimbursements for personal mobile phones and said it probably isn’t an allowable item for reimbursement. The auditor provided statute references but then recommended taking the matter to the District Attorney for official guidance. Reese said officers may carry a county owned mobile phone.
DA Hermanson briefly reviewed the email and quoted Oklahoma Constitution Article 15 Section 1 “Oath of Office”. He also mentioned how this works for state employees and said he personally feels it’s not worth the hassle.
Commissioner Skidmore said he did not want to carry two phones and just considers the use and expense of his personal mobile phone as part of his service to his citizens.
No action was taken on officers being compensated for cell phone usage and including this as a budgeted item for FY2015-16 budget.
Purchase Order#2232 ($45,000.00-RiverRidge) CBRI balance: Clerk Reese said DA Hermanson asked her to get an auditor’s opinion on transferring this money from CBRI 105C account to highway maintenance. Reese gave each commissioner and DA her response from the auditor. The DA read the response saying as long as there is a legitimate reason to do so it is permissible.
Commissioners Johnson and Shanks asked Commissioner Skidmore questions regarding this transfer. Skidmore explained that a portion was paid to set the pilings and labor. He said he told RiverRidge not to build the bridge and Dist#3 would build the bridge in order to save money. Skidmore noted approximately $16,000 was used to purchase materials.
Commissioner Shanks said this account was not managed correctly by the previous commissioner.
Motion was made by Shanks and seconded by Johnson approving to put remaining funds back into the CBRI 105C account. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Request for Transfer from CBRI C4000-20-$16,029.50 to Dist#3 Maintenance & Operation (M&O) H3103-20. Motion carried: Shanks, aye; Johnson, nay; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the following Public Service/Pipeline Crossing Line Installations: Kay Electric Cooperation, NE4/NE4 S5 T28N R1E ending NW4/NW4 S4 T28N R1E, LA Cann Rd., D#2. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving the following Kay County Monthly Reports for May 2015: Court Clerk (3). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Resolutions to Deposit Funds: Res#14, 15-219, Highway Dist#2-$75,000.00, reimbursement on Pony Truss Bridge#18 H3102-79 (corrected from Agenda that read H3102-82) ETR Bridge#247 (corrected from Agenda that read Bridge#18); Res#14, 15-220, Highway Dist#3-$505.28, refund for damage claim (P.O.#2659 Claim#SWBT-04-201503-01-0018); Res#14, 15-221, Highway Dist#2-$160,163.16, reimbursement H3102-81 BIA Bridge 247-Commissioner Shanks noted BIA did not pay full amount on this project. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Cash Fund Estimate of Needs and Request for Appropriations: Highway Dist#2-$75,000.00; Highway Dist#3-$505.28; Highway Dist#2-$160,163.16; Highway Dist#2-$11.90; CBRI 105C-$14.85; County Improvement-$0.18; County Sales Tax-$2,300,000.00; Public Buildings Authority-Pioneer Technology Center-$1.14; Public Buildings Authority-Tonkawa Public School-$0.80. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
10:08 a.m. moved to Item 28 on Agenda: Bid#2015-31 Truck Tractor, Dist#1 was opened as follows: MHC Kenworth-$69,950.00; G.W. Van Keppel Company-No Bid; Boxcer Equipment-$86,000 no warranty/$92,729 with warranty.
Motion was made by Johnson and seconded by Shanks approving to accept the lowest bidder MHC Kenworth-$69,950.00 on Bid#2015-31 Truck Tractor, Dist#1. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Transfer of Appropriations: Sheriff M&O-$265.27 to Overtime; County Clerk Part-Time-$129.02 to Personal Service; JFA Detention Center M&O-$95,000.00 to Capital Outlay; General Government M&O-$2,095.44 to Personal Service; County Sales Tax-Personal Service-$91.79 to Part-Time. 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 approving Payroll with warrants to be released on June 29, 2015. 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 Lien Fee: 26, Vyve Broadband, 34.08, Basic cable; Reimburse: 40, Dell Inc, 818.54, ; 41, Computer Mapping Co., 300.00, Mims mapping software annual support fe; 42, Pemberton Chevrolet, 35.22, Oil Change;
Serv.Fee: 421, OK Dept. of Public Safety, 350.00, OLETS; 422, Youth Services Of Osage County Inc, 1406.60, Juvenile Detention; 423, Sac & Fox Juvenile Detention, 274.43, Juvenile Detention; 424, CommunityWorks, 97.36, Juvenile Detention; 425, Muskogee County Detention Cntr, 1442.74, Juvenile Detention; 426, Tebow, Daniel L., 660.00, Juvenile Transports; 427, Tebow, Alma, 192.00, Juvenile Transports; 428, Wright, Greg, 201.00, Juvenile Transports; 429, Winburn, Chuck, 33.00, Juvenile Transports; 430, McDonald Computer Services LLC, 399.93,
Backup computer; 431, Fisher Tinting, 145.00, Tint; 432, Oklahoma Tax Commission, 22.00, Tags; 433, ROCIC, 300.00, Service; 434, Burkes Classic Restoration, 2801.82, Repairs; County Sales Tax Fund: 1281, Verizon Wireless, 232.08, Monthly cell bill; 1282, Fuelman Of Oklahoma, 476.51, Fuel; 1283, J&B Mechanical,
345.00, Repairs; 1284, Clifford Power Systems, 4300.11, Repairs; 1285, Quality Water Service, 371.40, Water; 1286, American Jail Association, 150.00, Training; 1287, Cards Service Center, 897.20, Supplies; 1288, Pioneer Fire And Safety, 857.00, Inspections; General: 2309, Quality Water Service, 32.80, Blanket for water; 2310, Ultimate Pest Management LLC, 52.00, Pest Control; 2311, Fleetcor Technologies, 1489.98, Fuel; 2312, Galaxie Business, 56.32, Copier maintenance; 2313, Staples, 95.99, Supplies; 2314, AT&T, 85.00, Monthly Service; 2315, Wards Air Conditioning, 684.90, Repairs; 2316, Oklahoma State University, 8859.00, Contractual Services; 2317, OK Natural Gas, 116.97, Billing; 2318, AT&T, 3.26, Billing; 2319, AT&T, 23.53, Billing; 2320, Grainger, 11.74, Labels; 2321, Clearwater Enterprises, 116.44, Gas service; 2322, Quality Water Service, 39.80, Water; 2323, Mobile Radio Service Inc, 765.00, Radio Equipment; 2324, Randys Tower Service, 1362.00, Antenna; 2325, One Call, 827.48, Annual fee; 2326, Kellpro Computer, 319.00, Software; 2327, Cintas Corporation Loc, 137.36, Linen Service; 2328, Southwest Business Products, 27.90, Folders; 2329, Smethers, Sean, 50.00, Tech Service; 2330, Merrifield Office
Plus, 91.70, Paper Products; 2331, Merrifield Office Plus, 383.88, Copy Paper; 2332, Southwest Business Products, 3432.13, Ink Cartridges; 2333, Leach Paper Co., 167.16, Paper Products; 2334, Merrifield Office Plus, 673.87, Supplies; Health: 474, Staples Credit Plan, 68.14, Supplies; 475, Pitney Bowes Inc, 80.37, Postage; 476, AT&T, 261.32, Phone Service; 477, ANCO Services, 2085.00, Janitorial Services; 478, City of Blackwell, 509.25, electric bill; 479, Language Line Services, 225.09, Language Line Service; 480, American Telephone, 74.00, Phone Service; 481, American Telephone, 80.00, Replace telephone; 482, Creative Brain Works, 650.00, Training; 483, Merrifield Office Plus, 936.06, Supplies; 484, Moore Medical Corp., 158.63, Bulbs; 485, OK Natural Gas, 103.87, Gas bill
for Ponca Office; Highway: 2061, Brandts, 199.69, Parts & Service; 2062, Don Caughlin, 375.00, Sand; 2063, Evans & Associates, 9949.15, Asphalt; 2064, P & K Equipment, 241.92, Blades; 2065, Ponca City News, 31.20, Ad For Employment; 2066, AT&T, 125.20, Long Distance Service; 2067, Tonkawa News, 9.00, Advertising; 2068, Johns Shale Pit, 283.00, Native Material; 2069, Staples, 129.99, Supplies; 2070, American Telephone, 105.00, Phone bill; 2071, Galaxie Business, 56.50, Copier contract; 2072, Kay Electric Cooperative, 279.52, electric bill; 2073, AT&T, 136.59, Phone bill; 2074, Deere Credit Inc, 1502.61, Lease payment; 2075, AT&T, 151.10, Telephone Service; 2076, Staples, 429.95, Supplies; 2077, Warren Cat, 737.22, ; 2078, Warren Cat, 1003.66, Grader Blades; 2079, Deere Credit Inc, 2474.03, Lease Purchase Payment; 2080, AMC Urgent Care Plus, 50.00, Testing; 2081, Logan County Asphalt Co., 1575.00, Asphalt; 2082, Shanks, Jason R, 514.63, Mileage; 2083, AMC Urgent Care Plus, 150.00, Drug Test; 2084, Cross Oil, 12407.71, Diesel; 2085, Cross Oil, 6270.00, Fuel; 2086, Take Ten Tire, 584.64, Service; 2087, PC Concrete, 480.00, Supplies; 2088, Cross Oil, 979.00, Hydraulic oil; 2089, Dish, 82.00, Dish Network Billing; 2090, Unifirst Holdings Inc, 140.31, Uniform Cleaning; 2091, Bumper To Bumper, 163.41, Polisher; 2092, PC Concrete, 540.00, Concrete; 2093, Hats Auto Supply, 251.90, Hub; 2094, Johnson, Vance Howard, 107.70, Travel; 2095, Rick's Service Center & Discount Tire, 47.50, Repairs; 2096, P & K Equipment, 55.90, Equipment; Cert.Fee: 17, Southwest Business Products, 581.24, Ink Cartridges
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, 10:43 a.m. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Approved this 29th 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