The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, December 14, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on December 11, 2015, at 8:50 a.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); Susan Keen, Kay County Assessor; Don Jones and Harold Hughs, Kay County Detention Center (KCDC); Stacy Averyt, Oklahoma Court Services (OSC); 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 Johnson and seconded by Skidmore approving action to enter into a special meeting of the Kay County Public Building Authority (9:03 a.m.). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving to re-enter into the regular meeting of the BOCC (9:07 a.m.). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving regular meeting minutes of December 7, 2015 with corrections made on Page 2 Paragraph 4 of the minutes. Commissioner Skidmore said there was another correction that needed to be made on Page 2 last paragraph noting the equipment for Dist#3 Declaration of Surplus was not a John Deere brand. Clerk Reese noted that was the way it was approved on Res#15, 16-96 in the December 7, 2015 meeting. DA Hermanson said this matter would need to be listed on next week’s agenda rescinding original motion and having another agenda item with the correction made on a new Resolution. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Stacy Averyt, OCS, presented a report noting total hours completed by clients as 620 (regular-519, felony probation-21, Drug Court-80); number of regular clients that submitted community service hours-133 and monetary value of services perform was 620 x $7.25=$4,495.00 – saved community. Completed Events: Humane Society Project, Salvation Army, Albright United Methodist Church Breakfast, Newkirk Main Street Bulk Trash Pick-up and Foursquare Church where participants performed various duties at each location. Upcoming Projects: Humane Society Project, Habitat for Humanity, Salvation Army Project and Albright United Methodist Church Breakfast. Ms. Averyt presented pictures with her report and noted Commissioner Shanks even helped with the Newkirk Main Street trash pickup.
Jail Director Report: Don Jones, KCDCD, presented a report noting 182 as the current head count, 55 arrested and released over the weekend and 109 for the week, arrested and released from December 1, 2015-189, daily average of 177, minimum amount of inmates-169, maximum amount of inmates-193, high for 24 hour period for December 1, 2015-205, 12 inmates sentenced to county time, 11 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). Jones noted there are 850 backlogged at DOC and DA Hermanson asked if DOC had hired a new director. The report showed (10) weekenders and sanctions, eight (8) paid contracts with BIA and Bridgeway currently are holding one (1) inmates on writs (prison to court).
Writs and transports with Kay County Sheriff Department: No discussion was made.
Motion was made by Shanks and seconded by Johnson approving NACo County Membership Dues for January 1, 2016 through December 31, 2016 in the amount of $931.00. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects: Commissioner Shanks said crews were working the shop, hauled rock to Ranch Drive and completed 1-
1 1/2 miles and will do another 1-1 1/2 miles and hope to finish this week.
Commissioner Johnson indicated his crews were blading, hauling material district wide, trimming trees, replaced reflectors on head walls of bridges, stockpiling material, installing blades and sand spreaders in preparation for the winter months.
Commissioner Skidmore noted his crews have been hauling rock and shale to roads for the FEMA Project. Crews have been repairing trucks and he noted he purchased a loader from the state surplus to use at the sandpits so they can begin digging sand. Skidmore said all of the sand was previously washed away during the FEMA flood May 2015 and the district has not had any sand since that time. He noted crews have been cleaning out culverts, picking up trash on the roadways and hauling it to the dump, grading roads when it is dry enough. Skidmore said when it is dry enough crews continue to work on FEMA roads. He also noted he had a lot of employees off with sickness and vacation this week.
Interlocal Governmental Agreement by and between Grant County and Kay County with Grant County selling to Kay County 1˝” Crusher Run for $6.50 per ton from the Blue Lake Quarry located at 11935 E. Canteen Rd., Newkirk, OK: DA Hermanson said he had several questions about this agreement. He asked if the cost and benefit changed and if it was on the six month bid list. Shanks said the part that changed was the location from Grant County to Blue Lake Quarry. (Moved to next item for DA Hermanson to further review).
Quotes received for heavy equipment bulldozer and operator for Dist#3: DA Hermanson said ADA Billie Chrz sent an email to Clerk Reese and Commissioner Skidmore recommending Skidmore come to an open meeting with a written plan for the dozer and operator which specifically states a MAXIMUM amount to be expended on the service. Then the board can direct him to get competitive quotes. Then these quotes will need to be accepted in an open meeting.
No action was taken on quotes received for heavy equipment bulldozer and operator for Dist#3.
Motion was made by Johnson and seconded by Shanks approving the following November 2015 Kay County Monthly Reports: County Clerk; Assessor; Election Board. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving Environmental Water Protection (EWP) Project Agreement. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving the following Resolutions to Deposit Funds: Res#15, 16-99, Highway Dist#3-$865.50, sale of unprepared metal. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the following Cash Fund Estimate of Needs and Request for Appropriations: Highway Dist#3-$865.50; Drug Court-$10,237.00; County Sales Tax-$283,204.01; Use Tax-$36,536.79. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Interlocal Governmental Agreement by and between Grant County and Kay County with Grant County selling to Kay County 1˝” Crusher Run for $6.50 per ton from the Blue Lake Quarry located at 11935 E. Canteen Rd., Newkirk, OK: DA Hermanson said Grant County who is the owner changed the location of where to get the rock (off the six month bid list). The change of the location is an additional cost to the county. Hermanson said he feels it is in the best interest of the county to sign this agreement allowing the site change but to pay a rate of current price.
Motion was made by Johnson, upon recommendation of DA Hermanson to sign agreement. Hermanson then suggested the BOCC open under a current six month bid. Johnson rescinded his original motion and no action was taken.
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.
Six month bids for commonly used items were opened as follows: Bid#2016-1-Asphalt-Asphalt Producers, Inc., Coastal Energy Corp., Ergon Asphalt, Evans Asphalt Company Inc., Evans & Associates Construction Company Inc., Logan County Asphalt Company, T&C Asphalt Materials LLC, Tulsa Asphalt LLC, Vance Brothers Inc.; Bid#2016-2-Bridge Materials-K&O Construction & Supply, The Railroad Yard Inc., Sunbelt Equipment & Supply; Bid#2016-3-Grader Blades-Dub Ross Company Inc., Valk Manufacturing, Warren Cat, CL Boyd; Bid#2016-4-Concrete-GCC Ready Mix, Bid#2016-5-Road Rock-ACG Materials, APAC-Central Inc., Bowers Trucking Inc., Diemer Construction, Dolese Brothers Company, Evans Asphalt Company Inc., The Quapaw Company, Sober Brothers Inc., Steward Stone, Bid#2016-6-Culvert Pipe-D.P. Supply Company, Dub Ross Company Inc., HD Supply Waterworks, LTD, The Railroad Yard Inc., Sunbelt Equipment & Supplies; Bid#2016-7-Office Supplies-Merrifield Office Plus, Southwest Business Products; Bid#2016-8-Janitorial Supplies-Farha Warehouse, Grimsleys Inc., J&P Supply Inc., Merrifield Office Plus, Southwest Business. Commissioner Johnson commented one of the sealed bids had been opened and was taped shut. Clerk Reese said this does happen on accident and as soon as it’s realized the envelope is taped shut and kept confidential in a file. DA Hermanson said the clerk’s office (whoever accidently opens) needs to write on the envelope that the contents are kept confidential and the envelope is resealed. Reese asked Hermanson if the bid could be accepted and he said it could as long as the envelope is marked as stated above. BOCC did not talk over the amounts of the bids.
Motion was made by Shanks and seconded by Johnson to Table six month bids for commonly used items on the following bids: Bid#2016-1 Asphalt; Bid#2016-2 Bridge Materials; Bid#2016-3 Grader Blades; Bid#2016-4 Concrete; Bid#2016-5 Road Rock; Bid#2016-6 Culvert Pipe; Bid#2016-7 Office Supplies; Bid#2016-8 Janitorial Supplies. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Bids were opened as follows on Bid#2016-37-Wheel Load Scale: Loadometer Corporation-$4,895.00 price per each. Commissioner Johnson said the county would need to purchase six (6) scales because you have to have per each axle. Undersheriff Steve Kelley said he was not sure and Johnson said he was sure because that was what he was told when Johnson and Sheriff Van Hoesen visited another county who had a similar purchase.
Motion was made by Johnson and seconded Shanks to Table Bid#2016-37-Wheel Load Scale for further review. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Payroll with warrants to be released on December 23, 2015 and Safety Bonus Awards to be released on December 18, 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 Skidmore approving Maintenance & Operations claims. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Serv.Fee: 189, Leach Paper Co., 242.25, Blanket For Supplies; 190, Fleetcor Technologies, 1544.29, Blanket For Fuel; 191, Petsense, 71.98, Supplies; 192, Kansas Turnpike Authority, 31.69, Turnpike fees; 193, OK Dept. of Public Safety, 350.00, OLETS; 194, Fuelman Of Oklahoma, 1310.96, Fuel; 195, Quality Water Service, 86.20, Water; Drug Court: 47, Dilbeck, Brenda, 250.00, Training; 48, Ok Court Services, 5000.00, Coordinator Fees;
County Sales Tax Fund: 639, Baumert, Cummings & Hiatt, 578.07, Professional services; 640, Take Ten Tire, 694.20, Blanket for maint.; 641, Cook Correctional, 8305.60, Equipment; 642, Cooks Direct, 1987.52, Supplies; 643, Briggs Hardware, 110.94, Supplies; 644, Hubris Communications, 24.95, Email host; 645, Earthgrains Baking Company, 859.20, Supplies; 646, Lowes Companies Inc., 288.69, Supplies; 647, Galls, 686.07, Equipment; 648, Cooks Direct, 277.43, Equipment; 649, A+Printing, 595.00, Forms; 650, Fuelman Of Oklahoma, 421.71, Blanket
For Fuel; 651, Fuelman Of Oklahoma, 232.05, Blanket For Fuel; 652, Galls, 113.95, Uniform Pants; 653, Galls, 58.95, Uniform Pants; 654, Merrifield Office Plus, 202.53, Supplies; 655, Kay County JFA #124183, 301076.38, Tax Collections; General: 1053, Kay County Detention Center, 1200.00, Blanket For Monthly Internet; 1054, Kay County Detention Center, 600.00, Blanket For Monthly Internet; 1055, Kay County Detention Center, 600.00, Blanket For Monthly Internet; 1056, Quality Water Service, 36.75, Blanket for water; 1057, Valero Short Stops, 79.53, Blanket For
Fuel; 1058, Cintas Corporation Loc, 183.65, Blanket For Laundry; 1059, Quality Water Service, 22.90, Water; 1060, AT&T, 60.00, Internet; 1061, Okla. Juvenile Justice SVCS, 697.80, Blanket For Juvenile Detentions; 1062, Craig Co. Detention Center, 1140.34, Blanket For Juvenile Detentions; 1063, Youth Services Of Osage County Inc, 649.20, Blanket For Juvenile Detentions; 1064, Eastern Okla Youth Services, 465.00, Blanket For Juvenile Detentions; 1065, Kay County Detention Center, 600.00, Blanket For Monthly Internet; 1066, Postmaster, 98.00, Stamps; 1067, Galaxie
Business, 83.64, Copier contract; 1068, AT&T, 55.00, Internet; 1069, Kay County Detention Center, 600.00, Internet; 1070, Fuelman Of Oklahoma, 1732.14, Fuel; 1071, Take Ten Tire, 3760.10, Maintenance; 1072, Lawhon, Chandice M, 96.09, Travel; 1073, Boyer, Amber L, 98.05, Travel; 1074, Southwest Business Products, 33.00, Calendars; 1075, Merrifield Office Plus, 68.54, Calendars; 1076, Staples, 149.99, Monitor; 1077, Brandts, 139.98, Yard laser stakes; 1078, G & B Auto, 10.00, Tire repair; Health: 198, Forman, Tammy, 49.45, Travel; 199, Mac Systems Inc., 1512.00, Alarm Maintenance; 200, AMC Urgent Care Plus, 130.00, X-rays; 201, Walmart Community BRC, 55.06, Blanket For Supplies; 202, Staples, 24.99, Blanket For Supplies; 203, Lowes Companies Inc., 34.02, Blanket For Supplies; 204, STC, 164.93, Maintenance; 205, STC, 34.00, Copier maintenance; 206, Centerpoint Energy Arkla, 84.16, Billing;
207, Shred-It USA, 55.60, Shredding; 208, J & P Supply, 238.22, Supplies; 209, Southwest Business Products, 549.25, Supplies; 210, Amsterdam Printing & Litho, 116.55, Labels; 211, Baileys Test Strips, 31.00, Supplies; 212, AT&T, 451.77, Billing; 213, USPS-CMRS, 1000.00, Postage for meter; Highway: 920, Grant County Dist #3, 4990.31, Rock; 921, Hats Auto Supply, 143.11, Blanket for parts; 922, Rural Water District #3, 42.04, Water; 923, Sober Brothers, 2743.48, Native Material; 924, Rick's Service Center & Discount Tire, 322.50, Blanket for tires; 925, Briggs Hardware, 259.54, Blanket for misc; 926, River Ridge Construction Llc, 29880.00, Bridge construction; 927, Galaxie Business, 56.50, Copier maintenance; 928, Unifirst Holdings Inc, 907.42, Blanket For Janitorial; 929, Total Com Inc., 250.00, Dispatch service; 930, Cintas Corporation Loc, 1187.17, Uniform Service; 931, Brandts, 136.90, Supplies; 932, OK Natural Gas, 20.43, Gas bill; 933, Action Truck Parts, 799.98, Parts; 934, Cintas Corporation Loc, 694.49, Uniforms; 935, American Telephone, 74.00, Repairs; 936, P & K Equipment, 76.81, Parts; 937, Owen Auto Supply, 941.78, Parts; 938, Grossardt, Darrell, 40.00, Sharpening; 939, La Quinta Inn & Suites, 178.00, Lodging; 940, Lowes Companies Inc., 226.96, Supplies; 941, Grant County District #3, 6405.19, Rock; 942, KanOkla Networks, 35.00, Internet; 943, Deere Credit Inc, 7461.15, Lease payment; 944, RCB Bank, 1814.15, Lease payment; 945, SNB NA, 1704.06, Lease payment; 946, Deere Credit Inc, 1381.36, Lease payment; 947, Direct Discount Tire, 374.52, Tires; 948, P & K Equipment, 3.80, Fuel cap; 949, Centerline Supply Ltd, 490.00, Markers; 950, Turner Radiator & Air Cond., 125.00, Repairs; 951, OMES/DCAM, 260.00, Supplies; 952, Brandts, 65.97, Supplies; 953, Southwest Business Products, 109.17, Supplies; 954, O Reilly Auto Parts, 29.72, Supplies; 955, Filter Care Of Missouri, 27.10, Filter Service; 956, Blackwell True Value Hardware, 13.64, Supplies; 957, Shanks, Jason R, 249.55, Travel
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, 10:54 a.m. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Approved this 21st day of December, 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