The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, December 21, 2015, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on December 18, 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); Christy Kennedy, Kay County Treasurer; Everette Van Hoesen, Kay County Sheriff; Steve Kelley, Kay County Undersheriff; Don Jones, Kay County Detention Center (KCDC); 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 December 14, 2015. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Jail Director Report: Don Jones, KCDCD, presented an Inmate Population Analysis noting 149 male inmates and 33 female inmates. He mentioned 182 as the current head count, 18 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). Jones noted nine (9) paid contracts with BIA and Bridgeway currently are holding three (3) inmates on writs (prison to court).
Writs and transports with Kay County Sheriff Department: Sheriff Van Hoesen reported 98,000 miles as being traveled in transports this past year.
Sheriff Department going out for bid to purchase a new patrol pickup with a lease agreement and to go out for bid to purchase a Ford SUV: Undersheriff Steve Kelley said he wanted to purchase off the state bid for the Ford SUV with a three year lease agreement and enter into contract doing quarterly payments. Commissioner Johnson said he had concerns about the state budgets $900 million deficit and said the highway districts have dropped $30,000 in each district and asked that the Sheriff really look at this and determine if it is really needed. Undersheriff Kelley replied the department already had their budget for this fiscal year and the money is there and stated he is not asking the BOCC for money. He said the department could afford to make these purchases by going into a lease agreement and said the department is still responsible for controlling the county. Kelley said he does not want to send deputies on a long trip with a prisoner in the vehicle that has 186,000 miles. Commissioner Skidmore suggested using one of their vehicles with low mileage on those sorts of trips.
No action was taken on going out for bid to purchase a new patrol pickup with a lease agreement and to go out for bid to purchase a Ford SUV.
Motion was made by Skidmore and seconded by Shanks approving an Agreement by and between the BOCC and David Wynn with remote terminal capabilities in the Assessor’s office. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Contracts between the Kay County Health Department and Newkirk Family Health Center to provide radiology and phlebotomy services. DA Hermanson noted he had reviewed and contracts were fine. 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 Bridge#18 was opened but still needed to put up some signs. He noted he is working to get signed off with APEX on the wind farm and Amshore wind farm will begin around the 1st of January. Shanks mentioned crews are hauling rock for APEX.
Commissioner Johnson reported his crews were grading to get the roads in shape for Christmas, trimming trees and using chipper and stock piling crusher run. He said Grant County donated 20 semis of to go on Ferguson. Johnson said crews were called out on December 17th to sand bridges that were slick.
Commissioner Skidmore noted his crews have been grading roads after the rain, cleaning our culverts, repairing and replacing signs, cutting tree limbs, shredding brush, digging shale and hauling rock to the yard for the FEMA projects. He noted he purchased a loader at the State Surplus Auction for use to load sand. Skidmore mentioned he met with landowners and engineers regarding the 13th Street Project to figure out a plan for repairing the river washout north of Adobe Rd. He also noted Enviro Clean had two crews working in the NW corner of the district cleaning smelter waste out of the creek beds; their crews will be off for the next two weeks.
Motion was made by Johnson and seconded by Shanks Tabling an Interlocal Governmental Agreement by and between Grant County and Kay County with Grant County selling to Kay County 1½” Crusher Run for $6.50 per ton from the Blue Lake Quarry located at 11935 E. Canteen Rd., Newkirk, OK. Commissioner Johnson said Grant County will match whatever the low bid is on six month bids. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks rescinding Tabling an Interlocal Governmental Agreement by and between Grant County and Kay County with Grant County selling to Kay County 1½” Crusher Run for $6.50 per ton from the Blue Lake Quarry located at 11935 E. Canteen Rd., Newkirk, OK because agreement amount will need to be adjusted. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
No action was taken on Interlocal Governmental Agreement by and between Grant County and Kay County with Grant County selling to Kay County 1½” Crusher Run for $6.50 per ton from the Blue Lake Quarry located at 11935 E. Canteen Rd., Newkirk, OK.
Motion was made by Shanks and seconded by Skidmore approving the following November 2015 Kay County Monthly Reports: Health Department, Court Clerk. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks voiding Resolution-Declaration of Surplus: Res#15, 16-96, Highway Dist#3, two (2) 2012 John Deere Road Groom 11’, surplus to be sold at Website Auction “Purplewave” that was approved in BOCC meeting on December 7, 2015 (Skidmore decided not to sell in “Purplewave” website auction). 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: Highway-$228,976.60, D#1-$76,325.53; D#2-$76,325.54; D#3-$76,325.53; Highway Dist#3-$0.17; CBRI 105C-$14,288.61; CBRI 105C-$27.24; Visual Inspection Reimbursement-$634.59; County Improvement-$0.17; Public Buildings Authority-Pioneer Technology Center-$1.22; Public Buildings Authority-Tonkawa Public Schools-$1.02. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Transfer of Appropriations: Sheriff Personal Service-$4,000.00 to Maintenance & Operations (M&O); Sheriff M&O-$4,000.00 to Capital Outlay; County Sales Tax Jail Cash M&O-$20,000.00 to Jail Cash Capital Outlay; County Sales Tax Commissary-$11,000.00 to Commissary Outlay; Assessor Part-Time-$2,000.00 to Travel; Highway Dist#2 Travel-$249.55 to Highway Dist#1 Travel. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving to accept all bids received on six month bids (effective dates January 1, 2016 – June 30, 2016) for commonly used items and awarded to lowest itemized bidder as follows: Bid#2016-1 Asphalt-awarded to Asphalt Producers Inc., Coastal Energy Corp., Ergon Asphalt & Emulsion Inc., Evans Asphalt Co. Inc., T&C Asphalt Materials, Tulsa Asphalt LLC; Bid#2016-2-Bridge Materials-awarded to K&O Construction, Railroad Yard, Sunbelt Equipment; Bid#2016-3 Grader Blades-awarded to Dub Ross Co. Inc., Valk Manufacturing; Bid#2016-4 Concrete-awarded to only bidder GCC Ready Mix; Bid#2016-5 Road Rock-awarded to ACG Materials, APAC-Central, Inc., Bowers Trucking Inc., Diemer Construction, Dolese Bros Co., Evans Asphalt Co. Inc., Quapaw Co., Sober Brothers, Inc., Steward Stone Inc.; Bid#2016-6 Culvert Pipe-awarded to Dub Ross Co. Inc., HD Supply Waterworks, Railroad Yard Inc., Sunbelt Equipment; Bid#2016-7 Office Supplies-awarded to Merrifield Offices, Southwest Business; Bid#2016-8 Janitorial Supplies-awarded to Farha Wholesale, Grimsleys, J&P Supply Inc., Merrifield Office Supply, Southwest Business. It was noted that all bids are on file and available for review in the County Clerk’s office. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Bid#2015-37 Wheel Load Scale: Undersheriff Kelley said he feels the county needs to back-off from doing this $30,000 project – noting that is a lot of money and he would rather see the money used for fighting crime. He said it would take deputies off the roads and feels the Sheriff’s Department does not have the manpower to efficiently take on this task. BOCC asked several questions of the Undersheriff wanting to know how many deputies were on a shift and how many hours was a shift. Commissioner Johnson said the intent of this undergoing was to save thousands of dollars on road damages, but Johnson said the BOCC was at the mercy of the Sheriff’s office. Kelley said in the near future he would coming to BOCC for money to updated courthouse security and explained what was needed and noted the county would be looking at around $10,000 worth of updates. Kelley reiterated he feels the county needs to rethink this project. Commissioner Skidmore said he personally was not one hundred percent on board with the project. Sheriff Van Hoesen said the law does allow their deputies to take the trucks to the nearest scales and noted there is a charge to have trucks weighed. Van Hoesen also said their office could make this work by having a deputy available two days a week and mentioned counties that are doing this feels it has been successful. Much more discussion was made regarding this topic.
No action was taken on Bid#2015-37 Wheel Load Scale.
Bid#2016-9 Election Ballots were opened as follows: Mid-West Printing Company, Royal Printing Co., Inc., Tulsa County Administrative Services-No Bid. No discussion was made regarding amounts of bids. (Bid is on file and available for review in the County Clerk’s office.)
Motion was made by Skidmore and seconded by Shanks Tabling Bid#2016-9 Election Ballots for further review by the Election Board Secretary. 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. None.
DA Hermanson left the meeting.
Motion was made by Shanks and seconded by Johnson approving Payroll with warrants to be released on December 23, 2015 and Safety Bonus Awards on employees that were accidentally left off claims and cancelling a safety bonus award to Casey Wimmer, Dist# employee because of resignation. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore 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.
During the process of BOCC reviewing and signing off on purchase orders questions arose on Purchase Order No.’s 2290, 2544 and 2234. Commissioner Johnson called DA Hermanson (speaker phone) and Hermanson noted he would come to the commissioner courtroom to review the purchase orders. After much discussion regarding the purchase of language line service for the Kay County Health Department (P.O.#2290); DA Hermanson confirmed he felt it was a legitimate expense. Discussion was also made on a P.O.#2234 where the Sheriff’s Department was purchasing dog food – Hermanson said the department has a drug dog. The other purchase order that was mentioned did not list a specific part that was being ordered and it was not noted on the invoice; Hermanson said it was for parts and okayed payment. This purchase order was not approved by the BOCC for payment (P.O.#2544).
Motion was made by Shanks and seconded by Skidmore to recess the BOCC meeting (11:42 a.m.). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore to reconvene the regular meeting of the BOCC (11:55 a.m.). Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Lien Fee: 9, Vyve Broadband, 34.76, Cable; Reimburse: 22, Locke Auto Parts, 62.76, Service;
Serv.Fee: 206, Blackwell Animal Hospital, 232.00, Dog Maintenance; 207, Fuelman Of Oklahoma, 1425.42, Fuel; 208, Sirchie, 88.95, fingerprint supplies; 209, Elite K-9 Inc, 109.85, Equipment; Drug Court: 49, Redwood Reditest Screening Devices, 1197.50, Test kits; 50, Staples, 85.00, Supplies; 51, Omega Laboratories Inc, 33.00,
Testing; 52, Redwood Toxicology Laboratory, 818.50, Testing; 53, Call2 Test, 126.00, ; County Sales Tax Fund: 726, Cards Service Center, 1954.54, Blanket For Supplies; 727, ICS Jail Supplies Inc, 550.83, Shirts; 728, OK Natural
Gas, 1211.74, Billing; 729, Kay Electric Cooperative, 46.00, Billing; 730, Verizon Wireless, 225.09, Billing; 731, Sysco Foods of Oklahoma, 20723.49, Supplies; 732, HarperCollins Publishers, 696.80, Bibles; 733, Brandts, 257.25, Supplies; General: 1296, Berry Jr, Charlie J, 230.87, Payroll; 1297, Blair, Cody D, 230.87, Payroll; 1298, Jones, Andy Lee, 230.87, Payroll; 1299, Meadows, Crystal Lee, 230.87, Payroll; 1300, Pameticky, Terri K, 230.87, Payroll; 1301, Payroll Tax Account, 191.30, Payroll; 1302, Hilton Garden Inn Norman, 534.00, Hotel Accomadations; 1303, Hilton Garden Inn Norman, 534.00, Hotel Accomadations; 1304, Ponca City News, 1997.54, Blanket for publications; 1305, AT&T, 510.06, Phone; 1306, Touchtone Communications, 26.88, Long distance; 1307, Spok Inc, 177.53, Pager Service; 1308, Newkirk Mini-Storage, 240.00, Rental; 1309, Clearwater Enterprises, 476.00, Billing; 1310, OK Natural Gas, 218.49, Billing; 1311, Staples, 69.90, Blanket For Supplies; 1312, AT&T Mobility, 9.36, Cell bill; 1313, Imprimatur Press, 1000.00, Statute books; 1314, AT&T, 43.94, Phone; 1315, AT&T, 14.03, Phone; 1316, AT&T, 288.18, Phone; 1317, Hilton Garden Inn Norman, 267.00, Lodging; 1318, Hilton Garden Inn Norman, 267.00, Lodging; 1319, Oklahoma State University, 9021.00, Contractual Services; 1320, Juniors Locks & Alarms, 198.50, Lock Repair; 1321, Stolhand Heating & Air, 162.50, Repairs; 1322, Southwest Business Products, 114.00, Flash Drive; 1323, Thomson-West, 44.00, Statute books; 1324, Burkes Classic Restoration, 2182.00, Blanket For Vehicle Maintenance; 1325, Postmaster, 144.00, box rental; 1326, Southwest Business Products, 71.88, Calendars; 1327, Grainger, 18.65, Labels; 1328, Merrifield Office Plus, 88.36, Battery Backup; 1329, NACo, 931.00, Dues; 1330, Lawhon, Chandice M, 77.31, Reimburse For Expenses; 1331, Boyer, Amber L, 66.11, Travel; 1332, Kirchoff, Staci Nicole, 63.67, Travel; 1333, Stuart, Nicolas H, 69.26, Travel; Health: 214, Pitney Bowes, 80.37, Lease; 215, City of Blackwell, 391.44, Billing; 216, Language Line Services, 804.18, Billing; 217, STC, 52.80, Copier maintenance; 218, AT&T, 268.13, Billing; 219, ANCO Services, 2085.00, Janitorial Services; 220, STC, 96.00, Billing; 221, AT&T
Mobility, 388.25, Cell bill; 222, Bank Of The West, 7960.13, Loan Payment; 223, OK Natural Gas, 171.48, Billing; 224, Shred-It USA, 66.30, Shredding; 225, Stolhand Heating & Air, 169.22, Repairs; 226, J & P Supply, 97.03, Supplies; 227, Staples, 48.48, Blanket For Supplies; 228, Newkirk Family Health Center, 180.00, X-rays; 229, Merrifield Office Supply, 453.38, Supplies; Highway: 1018, Crown Plaza Oklahoma City, 94.00, Lodging; 1019, Dish Network, 20.57, Satellite service; 1020, OSU-CTP, 125.00, Training; 1021, OSU-CTP, 75.00, Training; 1022, AT&T, 258.24, Billing; 1023, Blackwell Auto Parts, 206.08, Blanket for parts; 1024, G & B Auto, 124.00, Blanket for repairs; 1025, City of Blackwell, 450.29, Billing; 1026, AT&T, 153.08, Phone; 1027, Hats Auto Supply, 184.87, Parts; 1028, Action Truck Parts, 497.23, Parts; 1029, Certified Laboratories, 1117.00, Chemicals; 1030, Owen Auto Supply, 980.83, Blanket for parts; 1031, AT&T, 195.88, Phone bill; 1032, Deere Credit Inc, 1502.61, Lease Purchase Payment; 1033, Kay Electric Cooperative, 276.00, Billing; 1034, PC Concrete, 5445.00, Concrete; 1035, Johnston Concrete Pumping LLC, 1063.00, Pumping; 1036, Grant County Dist #3, 6410.24, ; 1037, Circuit Engineering District #8, 295.50, Signs; 1038, Pioneer Technology Center, 35.00, Safety course; 1039, Filter Care Of Missouri, 64.55, Filter Service; 1040, A-Plus Auto Glass, 247.00, windshield; 1041, Kelle Oil Company, 206.50, Repairs; 1042, G & B Auto, 1014.27, Tires; 1043, S & K Direct Steel LLC Inc, 88.56, Gases; 1044, Cross Oil, 6006.85, Fuel; 1045, Turner Radiator & Air Cond., 85.00, Repairs; 1046, Brandts, 10.99, Soap
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, 12:05 a.m. Motion carried: Shanks, aye; Johnson, aye; Skidmore, aye.
Approved this 28th 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