The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, January 11, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on January 8, 2016, 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 Vance Johnson called the meeting to order. Those present were as follows: Jason Shanks, Member; Paul Skidmore, Member; Brian Hermanson, District Attorney (DA); Christy Kennedy, Kay County Treasurer; Everette Van Hoesen, Kay County Sheriff; Dennis Bonewell, Emergency Management Services; Megan Holden, Blackwell Attorney; 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 Johnson led the Flag Salute.
Motion was made by Shanks and seconded by Skidmore approving regular meeting minutes of January 4, 2016. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Stacy Averyt, Oklahoma Court Services, was not present; BOCC left the item opened.
Jail Director Report: Don Jones, KCDCD, was not in attendance but presented a report noting 198 as the current head count, 44 arrested and released over the weekend and 101 for the week, arrested and released from January 1, 2016-117, daily average of 192, minimum amount of inmates-179, maximum amount of inmates-207, high for 24 hour period for January 10, 2016-214, 10 inmates sentenced to county time, 17 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). The report showed seven (7) weekenders and sanctions, seven (7) paid contracts with BIA and Bridgeway currently are holding two (2) inmates on writs (prison to court).
Writs and transports with Kay County Sheriff Department: Sheriff Van Hoesen told it has been a normal routine and getting ready to go after more inmates to bring to court.
Attorney Megan Holden said she was here representing the Town of Braman regarding a REAP & CDBG Grant the town received. She said the grant was to put in new power lines and the engineer recommended going 28 feet from centerline of the road and Ms. Holden was here seeking approval. Commissioner Skidmore said he spoke with the Assistant District Attorney Billie Chrz and together they both believed this to be a problem mainly because of ditch work (he said the ADA mentioned Noble County had similar problems). Commissioner Skidmore said he has talked with several different people and NODA regarding this matter. Skidmore said he needs 33 feet placement from the center line. Commissioner Johnson commented he agrees with Skidmore and he mentioned problems with placement and named several different issues this could cause. DA Hermanson asked how they came up with 28 feet. Attorney Holden said the engineer; she said will need to revisit this matter with the engineer.
Motion was made by Shanks and seconded by Skidmore approving and authorizing Requisitioning Officer-Kelli Rader, Tami Hicks; Receiving Agent-Amanda Beaston, Michelle Mollet; Inventory Clerks-Michelle Mollet for the Kay County Health Departments accounts. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Memorandum of Agreement by and between the Kay County Health Department and the Tonkawa Public School District to provide Behavioral Health Services to the students and/or families of students. DA Hermanson noted the agreement was in order. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Agreement by and between the BOCC on the following for remote terminal capabilities in the Assessor’s office: Trewitt Law Firm; Gentle Turner Sexton & Harbison, LLC; Brownlee Appraisals, LLC; City of Ponca City; M4 Enterprises, LLC; State Farm Insurance Co. Larry Weems; The Myers Agency, Inc.; State Farm Insurance; Earl Ball Insurance Agency Inc. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving to purchase off state contract a 2016 Ford F350 for Dale Township Fire Department. Commissioner Shanks said this is for a REAP Grant for approximately $24,000. He noted the county will pay for out of the general government fund and NODA will reimburse the county. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects: Commissioner Skidmore reported Enviro Clean crew has been out working on sites that have not been visited. He noted his crews have been hauling rock and sand getting a detour ready for the closure of Hubbard Road I-35 overpass. Skidmore said he purchased a loader at a surplus auction and crews have been getting it ready for use to lad sand at the river for roads and he has been checking in the expense of pushing sand up at two available sandpits. Crews have been grading roads and working on FEMA project, putting in culverts on “O” Street and patching holes with rock where needed.
Commissioner Shanks noted his crews had the graders out blading and boom mowing. He reported AMSHORE Wind Farm will start today and mentioned there is 8-9 miles in both Dist#2 and Dist#3; he said Dist#2 crews will start pulling ditches in front of their work. Shanks said crews were also pulling ditches on “W” Street.
Commissioner Johnson reported his crews have been hauling material, grading (weather permitting), preparing specifications to do asphalt roads, repairing equipment and installing light bars on vehicles so workers will be more visible to traffic and provide a safe work environment. Johnson said the Hubbard Road project has been delayed and Evans & Associates needs 10 days above freezing and dry conditions to complete the asphalt and they need two (2) days above 50 degrees to stripe for completion.
Heavy equipment-bulldozer and operator, Dist#3: Commissioner Skidmore noted he spoke with companies who submitted a quote for this job about the size of the machinery used and if they charged for travel time. Skidmore said he would like to use Diemer Construction, even though they were not low bidder for this job based on the fact they were local. DA Hermanson spoke and said to be clear because they are local and no drive time would be charged this would in fact make Diemer less expensive. Skidmore said that is correct.
Motion was made by Johnson and seconded by Shanks approving and awarding the quote to Diemer Construction for heavy equipment-bulldozer and operator, Dist#3. Commissioner Johnson said his approval of this action is based to include paperwork as to why Diemer Construction was chosen. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving Resolution No. 15, 16-102, to add road to county road inventory, Dist#1. Commissioner Johnson said Souligny Road was given to the county in 1967 but it was never officially accepted into county maintenance. He said the former commissioner maintained the road but he has not. Johnson had this matter reviewed by the Assistant District Attorney and through this Resolution this road will be added to the County Road Inventory and will now be maintained by the county. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving the following Resolutions for Disposing of Equipment: Res#15, 16-103, Hwy. Dist#2-1997 push lawnmower, junked. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Kay County Monthly Reports for December 2015: Treasurer. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving the following Cash Fund Estimate of Needs and Request for Appropriations: Visual Inspection Reimbursement-$628.59 (corrected amount from what was originally approved in BOCC on 12-21-15); Highway-$49.80, D#1-$16.60; D#2-$16.60; D#3-$16.60; County Sales Tax-$69,406.66; Drug Court-$7,904.81; Sheriff’s Service Fee-$26,755.07. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Stacy Averyt, Oklahoma Court Services was not in attendance to present the number of community service hour’s defendants are working and the projects they are involved in.
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.
Hiring professional services pertaining to the required Filing to the IRS for the Affordable Care Act (ACA) reporting of the health insurance benefits program administered by the County Clerk on behalf of the BOCC: County Clerk Reese said she put this on the agenda. She said the clerks are now being asked to complete the ACA IRS Forms 1095C & 1094C. Reese said she attended a workshop on the reporting to the IRS and said the instructor talked a great deal about the astronomical fines if there were errors in the reporting. Reese asked the BOCC if the county could hire a CPA to assist her office with this reporting.
Johnson told Reese to get quotes.
Motion was made by Johnson and seconded by Shanks approving to hire professional services pertaining to the required Filing to the IRS for the Affordable Care Act (ACA) reporting of the health insurance benefits program administered by the County Clerk on behalf of the BOCC and the services are to be paid out of the general government account. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Blanket Purchase Orders. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Maintenance & Operations claims. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Reimburse: 26, McDonald Computer Services LLC, 399.99, Ink; 27, MTM Recognition, 51.17, Shirts;
Serv.Fee: 212, Tebow, Alma, 102.00, Blanket For Juvenile Transport; 213, Tebow, Daniel L., 690.00, Juvenile Transports; 214, Transunion Risk, 74.00, Software; 215, Galaxie Business, 35.91, Maintenance; 216, CODA, 75.00, Registration; Drug Court: 54, Staples, 102.98, Supplies; 55, Dilbeck, Brenda, 250.00, Training; 56, Call2 Test, 136.00, ; County Sales Tax Fund: 752, Card Service Center, 1619.11, Supplies; 753, Doc's Food Store Inc, Apple Market, 235.70, Supplies; 754, Galls, 1078.02, Gloves; 755, McDonald Computer Services LLC, 429.96, Toner; 756, Pre America LLC, 4000.00, Auditing; 757, Sysco Foods of Oklahoma, 19697.33, Blanket for food; 758, Briggs Hardware, 5.08, Blanket For Supplies; 759, Turn Key Health Clinics, LLC, 21250.00, Blanket for medical serv; 760, Earthgrains Baking Company, 684.56, Blanket for food; 761, City of Newkirk, 8231.28, Blanket for electric bill; 762,
Bernard Food Industries, 483.71, Blanket for food; 763, R R Brink Locking Systems Inc, 4320.00, ; 764, Wards Air Conditioning, 825.00, Repairs; 765, Wells Plumbing, 10000.00, Hot Water Tank; General: 1360, Communityworks, 219.06, Juvenile Detention; 1361, OSU/CLGT, 375.00, Registration; 1362, Hilton Garden Inn Norman, 356.00, Hotel Accomadations; 1363, ThyssenKrupp Elevator, 1593.74, Elevator Maintenance; 1364, Card Service Center, 380.47, Blanket for out of county; 1365, Fusion, 260.98, Telephone; 1366, Standley Systems, 25.00, Maintenance Agree.; 1367, OSU/CLGT, 125.00, Training; 1368, Quality Water Service, 22.90, Water; 1369, City of Newkirk, 3884.23, Billing; 1370, Farha Wholesale Co., 56.96, Supplies; 1371, AT&T, 80.23, Telephone; 1372, Southwest Business Products, 335.29, Supplies; 1373, Grace, Lindsay, 115.00, Blanket For Travel; 1374, Zee Medical, 145.00, Blanket for medical;1375, Take Ten Tire, 1281.93, ; 1376, OK Court Services Inc, 2750.00, Community Service Coordinator; 1377, Quality Water Service, 33.35, Blanket for water; 1378, Newkirk Herald Journal, 55.00, Business cards; 1379, Spok Inc, 177.81, Pager Service; 1380, Ponca City Center LLC, 1416.00, Office lease; 1381, Air Med Care, 10.00, Membership dues; 1382, CODA, 75.00, Registration; 1383, Southwest Business Products, 60.77, Calendars; 1384, OK Court Services Inc, 2750.00, Community Service Coordinator; 1385, Kirchoff, Staci Nicole, 68.90, Reimburse For
Expenses; 1386, Cline, Holly L, 22.68, Mileage; 1387, Reese, Tammy J., 113.40, Mileage; 1388, Harrell Automotive, 185.00, Repairs; 1389, Newkirk Auto Repair, 150.00, Repairs; 1390, Burkes Classic Restoration, 330.00, Install Equip; Health: 244, Mollet, Michelle, 256.45, Travel; 245, Rose Ann McChristian, 23.00, Travel; 246, June Fetters, 69.00, Travel; 247, Harley, Wanda, 14.38, Travel; 248, Sigrid Krause, 244.95, Travel; 249, Freeman, Jessica, 92.00, Travel; 250, Ana Beets, 290.95, Travel; 251, Allen, Jeanine, 57.50, Travel; 252, STC, 34.00, Copier contract;
Highway: 1073, Rick's Service Center & Discount Tire, 493.95, Truck repairs-parts; 1074, Sober Brothers, 3930.64, Rock; 1075, Sober Brothers, 5450.69, Rock; 1076, Valk Manufacturing Company, 1822.40, Blades; 1077, G & B Auto, 450.50, Blanket for repairs; 1078, Warren Power And Machinery, 3034.45, Blades; 1079, Grant County Dist #3, 3946.63, Crusher Run; 1080, Total Com Inc., 250.00, Radio Service; 1081, Lowes Companies Inc., 36.91, Blanket for parts; 1082, OK Natural Gas, 30.59, Billing; 1083, Circuit Engineering District #8, 277.00, Signs; 1084, Lowes Companies Inc., 167.58, Supplies; 1085, Action Truck Parts, 497.46, Blanket for parts; 1086, Briggs Hardware, 241.10, Blanket for parts; 1087, Unifirst Holdings Inc, 885.06, Blanket For Janitorial; 1088, Grant County Dist #3, 2659.16, Rock; 1089, Deere Credit Inc, 1381.86, Lease Purchase Payment; 1090, RCB Bank, 1814.15, Lease Purchase Payment; 1091, SNB NA, 1704.06, Lease Purchase Payment; 1092, Grossardt, Darrell, 8.00, Sharpening; 1093, Action Truck Parts, 491.75, Blanket for parts; 1094, Warren Power And Machinery, 4829.95, Blades; 1095, Filter Care Of Missouri, 21.75, Filter Service; 1096, Filter Care Of Missouri, 32.80, Clean filters; 1097, Filter Care Of Missouri, 108.90, Filter Service; 1098, Zee Medical, 98.45, Gloves; 1099, Office Of Management & Enterprise Service, 11407.50, ETR Fund Reimbursement; 1100, Yellowhouse Machinery Co, 861.74, Blanket for parts; 1101,
Action Truck Parts, 101.16, Parts; 1102, Wilson Propane, 34.42, Propane; 1103, CODA, 75.00, Registration for CODA; 1104, Farha Wholesale Co., 19.54, Cups; 1105, Zee Medical, 414.75, Medical Supplies; 1106, Adams Plumbing, 147.12, Repairs; 1107, Kelle Oil Company, 476.00, Tire and mount; 1108, Deere Credit Inc, 2471.94, Lease Purchase Payment; 1109, Security National Bank, 4278.59, Lease Purchase Payment; 1110, Welch State Bank, 2405.67, Lease Purchase Payment
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 Skidmore to adjourn, 10:03 a.m. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Approved this 19th day of January, 2016.
VANCE JOHNSON, CHAIRMAN
PAUL SKIDMORE, MEMBER
JASON SHANKS, MEMBER
TAMMY REESE, COUNTY CLERK
COUNTY OF KAY, STATE OF OKLAHOMA
SECRETARY, BOARD OF COUNTY COMMISSIONERS