The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, August 31, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on August 28, 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; Everette Van Hoesen, Kay County Sheriff; Steve Kelley, Kay County Undersheriff; Harold Hughs, Kay County Detention Center (KCDC); Larry Klumpp, OSU Extension; Kristi Woolley, Oklahoma Juvenile Affairs (OJA); Roy and Teressa Ingram; Debra Church; Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Tammy Reese, Secretary/Kay County Clerk. (See sign in sheet).
Chairman Shanks led the Flag Salute.
Motion was made by Skidmore and seconded by Johnson approving regular meeting minutes of August 24, 2015. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Jail Director Report: Harold Hughs, KCDC, presented a report noting 249 as the current head count, 63 arrested and released over the weekend and 131 for the week, arrested and released from August 1, 2015-414, daily average of 218, minimum amount of inmates-194, maximum amount of inmates-257, high for 24 hour period for August 2015-268, 12 inmates sentenced to county time, 25 inmates sentenced to Department of Corrections (DOC)/ (waiting to go to prison), 10 weekenders and sanctions, 14 paid contracts with BIA and Bridgeway currently are holding five (5) inmate on writs (prison to court). Hughs said it has been an extra busy week but not sure why.
Quotes reviewed for a 4RE Interview Camera System for the Sheriff’s Department: Undersheriff Kelley told how the existing camera system needed to be replaced and noted it was carried over from the old jail. He said you cannot hear when playing it in court or when interviewing in that room. Kelley stated it is a vital piece of equipment that is used and it is used often. He gave examples of how it is used and noted it can be viewed from a laptop at any location. DA Hermanson told how important this system is and he explained how it is used in court. Kelley said it could almost be considered as a sole source item and mentioned he was only able to obtain two different quotes: Coban-$23,080.00; Watch Guard-$12,735.00. Commissioner Johnson told Kelley to write a letter of documentation to attach with the purchase order.
Motion was made by Johnson and seconded by Shanks approving purchase of a 4RE Interview Camera System for the Sheriff’s Department from Watch Guard for $12,735.00. Kelley told the BOCC that this would be a combined purchased between the Sheriff’s Department and the District Attorney’s office. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
New state law allowing approval of a $10.00 charge for each civil case: Undersheriff Kelley said SB 456 passed in May 2015 allowing these funds to help with additional courthouse security expenses. DA Hermanson said this is earmarked and that whoever files the case pays for it.
Motion was made by Johnson and seconded by Shanks approving new state law (SB456) allowing upon approval of the BOCC a $10.00 charge for each civil case filed in Kay County to be credited to the Sheriff’s Service Fee Account for the purpose of providing additional courthouse security, this statute (O.S. T19 § 152) will go into effect on November 1, 2015. Hermanson pointed out the statute Title should be T28 § 152.F instead of T19. Undersheriff Kelley said a Resolution has been put into place regarding this matter; DA Hermanson noted the Resolution would need to be placed on the agenda and ask County Clerk Reese to put it on next week’s agenda. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving the Schedule of Federal Assistance for the Fiscal Year ended June 30, 2015. County Clerk Reese said she sent copies to all officers reporting federal revenue/expenditures for their review. 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 his crews were blading, hauling rock, mowing and continuing to put pipes in and were now on Judo and Canteen Rds. He noted crews are also filling entrances.
Commissioner Johnson noted his crews were grading, hauling gravel to Canteen Rd., mowing, moving to other side of lake, replacing and posting signs, repairing Oakland Ave. and working on five year road/repair plans to identify which roads need prepared starting with roads in the worst condition.
Commissioner Skidmore said crews were driving and hauling shale for road base, hauling rock out of quarries and mowing east of Blackwell. He said there was much damage done to the roads from the most recent rain. Skidmore noted crews continue to put up road limit signs and other signs that are constantly being taken down. He mentioned the signs are disappearing as fast as he can get them put up and it is a costly expense to the county to replace. Skidmore said the crews have been stenciling the signs so if found you can identify they belong to the county, Dist#3.
Motion was made by Skidmore and seconded by Johnson approving Resolution No. 15, 16-52, County Road Machinery and Equipment Revolving Fund to purchase a Compact Track Loader with attachment & Asphalt Crack-Seal Machine, Dist#1. Motion carried: Shanks, aye; Johnson, abstained; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson Tabling on Cooperative Agreement between the BIA and Kay County for a Road Maintenance Contract for Dist#1, #2 & #3 for further review by DA Hermanson. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Title Page for BIA Project Hardy Bridge #18 over Little Beaver Creek, Dist#2. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Quotes for Hardy Bridge #18: Shanks said the ground was too rocky to drive piles and would need to bore holes. Quotes were received by: MidWest Foundations-$20,900.00; Spencer Enterprises, Inc.-$26,400.00; H&S Drilling-$80,280.00
Motion was made by Johnson and seconded by Shanks approving approval of quotes for Hardy Bridge #18 to bore holes and accepting the quote received by MidWest Foundations in the amount of $20,900.00. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving “Agreement to Provide Assistance” with MidWest Foundations to haul track rig to Bridge#18. Shanks explained an agreement was put into place to provide MidWest access to the site because of restrictions on weight limits. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving authorization of Requisitioning Officers-Amber Frieouf & Jake Kahle; Receiving Agents-Stacie Grossardt & Maribeth Ratliff; Inventory Clerks-Maribeth Ratliff & Stacie Grossardt for the Kay County Free Fair account. 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: Sheriff’s Service Fee-$26,925.10; County Sales Tax-$49.99; County Sales Tax-$20,462.51. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving the following Cash Fund Estimate of Needs and Request for Appropriations (Lapse Balances): Sheriff Service Fee-$457.60; Highway Dist#3-$360.05; County Sales Tax-$199.54; Drug Court-$55.50; Use Tax-$4,840.00; Sheriff Service Fee-$5,363.82; Drug Court-$1,435.50; Drug Court-$17.50; Sheriff Service Fee-$20.00; Highway-$5,525.31, D#1-$5,157.99; D#2-$72.65; D#3-$21.67; Highway-$580.83, D#1-$310.87; D#2-$89.96; D#3-$180.00; Highway-$4,930.33, D#1-$4,752.64; D#3-$177.69. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Transfer of Appropriations: County Sales Tax Commissary Maintenance & Operations-$10,000.00 to Commissary Outlay. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
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. Teressa Ingram tried to ask the BOCC about maintaining the roads and was told by DA Hermanson that this was a “new business” item and BOCC would not be able to respond but she could contact the County Clerk and have it put on as an agenda item for next week. Commissioner Johnson said or you can speak directly to the commissioner after the meeting.
Johnson stepped out of the meeting (9:45 a.m.) to speak with Mr. & Mrs. Ingram and returned to the regular meeting at (9:50 a.m.).
Motion was made by Skidmore and seconded by Shanks approving Payroll Verifications for August 2015. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving Blanket Purchase Orders. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving Maintenance & Operations claims. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
FY 2014/2015 PURCHASE ORDERS:
2014-2015 County Sales Tax Fund: 1381, Uniform & Assessories Warehouse, 979.39, Uniforms; Highway: 2242, RRY Services LLC, 13045.22, Bridge Project; 2243, Circuit Engineering District #8, 1723.38, Inspections; 2244, Cintas Corporation Loc, 901.37, Uniforms
FY 2015/2016 PURCHASE ORDERS:
2015-2016 PBA: 5, Duggan, Ben & Markesha, 900.00, Maintenance; Serv.Fee: 72, AT&T Mobility, 445.06, Blanket For Monthly Internet; 73, Polk City Directories, 540.00, Blanket for misc; Training: 6, G & C CONCRETE CO, 267.00, Concrete; 7, G & C CONCRETE CO, 801.00, Concrete; Use Tax: 2, Clark Contracting Co LLC, 14250.00, Demolition;
County Sales Tax Fund: 233, Quality Water Service, 387.25, Water Service; 234, Quality Water Service, 441.00, Water Service; 235, Ultimate Pest Management LLC, 150.00, Spray; 236, Standley Systems, 331.37, Monthly Maintenance; 237, Fuelman Of Oklahoma, 338.98, Fuel; 238, J&B Mechanical, 361.00, Repairs; 239, Magic Wand Carpter Cleaning Inc., 251.42, Carpet Cleaning; 240, Brandts, 194.97, Uniforms; 241, Younger-Holmes Electrical Contractors, 373.50, Repairs; 242, Grainger, 111.87, Supplies; 243, Bob Barker, 543.60, Supplies; 244, Cooks
Direct, 813.01, Supplies; 245, Kuhn Mechanical Inc, 190.00, Repairs; 246, OK Natural Gas, 52.64, Utility Bill;
General: 362, Tulsa Marriott Southern Hills, 415.00, Lodging; 363, Standley Systems, 25.00, Maintenance Agree.; 364, Craig Co. Detention Center, 170.20, Juvenile Detention; 365, Youth Services Of Osage County Inc, 1974.65, Juvenile Detention; 366, Sac & Fox Juvenile Detention, 1013.28, Juvenile Detention; 367, Texas County Juv. Det. Center, 910.16, Juvenile Detention; 368, Muskogee County Detention Cntr, 302.51, Juvenile Detention; 369, MailFinance, 1125.00, Lease; 370, Clark Contracting Co LLC, 42351.00, Demolition; 371, Quality Water Service, 36.90, Monthly Service; 372, Fleetcor Technologies, 1760.78, Blanket For Fuel; 373, Walmart Community, 240.42, Blanket For Supplies; 374, AT&T, 1634.28, Billing; 375, Zee Medical, 177.60, Blanket For Supplies; 376, Sirchie, 58.26, Test kits; 377, Kay County FloodPlain Mgmt., 100.00, Dues; 378, Southwest Business Products,
163.00, Ink; 379, Southwest Business Products, 570.38, Shredder; 380, Smethers, Sean, 50.00, Tech Service;
Health: 56, Staples, 91.75, Blanket For Supplies; 57, AT&T, 274.44, Monthly phone bill; 58, AT&T, 451.64, Monthly Phone Service; 59, Language Line Services, 122.74, Billing; 60, Merrifield Office Plus, 129.19, Supplies; 61, McKesson Medical-Surgical, 29.40, Alcohol; 62, OK Natural Gas, 100.13, Billing; Highway: 320, OK Natural Gas, 39.87, Gas service; 321, Hats Auto Supply, 187.34, Misc Parts; 322, Ponca City Utility Authority, 676.17, Electric Service; 323, Owen Auto Supply, 978.72, TRUCK PARTS; 324, Grant County Dist #3, 6290.46, Rock; 325, Warren Power And Machinery, 2191.96, Blades; 326, Action Truck Parts, 998.17, Blanket for parts; 327, Galaxie Business, 60.22, Copier contract; 328, Centerpoint Energy Arkla, 48.21, Billing; 329, Sober Brothers, 5380.60, Rock; 330, Unifirst Holdings Inc, 701.06, Blanket For Clothing; 331, Cintas Corporation Loc, 765.48, Blanket for uniform; 332, Warren Cat, 634.77, Parts; 333, Grant County Dist #3, 6484.04, Rock; 334, Circuit Engineering District #8, 219.00, Signs; 335, Myers Tire & Supply, 69.16, Paint Stick; 336, Mike Redding, 465.00, Shale; 337, T & C
Asphalt Materials LLC, 800.00, Asphalt; 338, Warren Power And Machinery, 545.92, Parts; 339, Cross Oil, 12405.05, Diesel; 340, Pioneer Hydraulics, 141.08, Parts; 341, Circuit Engineering District #8, 785.33, Engineering; 342, Blackwell Coop, 80.00, Weed killer; 343, Snow Glass Company, 15.00, Mirrors; 344, Georges Auto Upholstery, 200.00, Seat Covers; 345, Direct Discount Tire, 461.44, Tires; 346, Filter Care Of Missouri, 79.75, Filter Service; 347, John Deere Credit, 262.78, Parts; 348, Dish, 17.00, Billing; 349, G & B Auto, 1761.88, Tires; 350, Zee
Medical Inc., 57.90, Medical Supplies; 351, P & K Equipment, 109.24, Clutch; 352, Brandts, 44.99, Parts
Discussion was made between the BOCC.
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, 10:10 a.m. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Approved this 8th day of September, 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