The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, April 11, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on April 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: Paul Skidmore, Member; Billie Chrz, Assistant District Attorney (ADA); Christy Kennedy, Kay County Treasurer; Everette Van Hoesen, Kay County Sheriff; Don Jones, Kay County Detention Center Director (KCDCD); Dennis Bonewell, Emergency Management Director; Brady Burke and David Hollingsworth, River Ridge Construction; David Keen, City of Blackwell; G. W. Swisher, A-Tech Paving; David May, CivicPlus; Vicki Eggers and Jennifer Firgard, Northern Oklahoma Development Authority (NODA); Stacy Averyt, Oklahoma Court Services (OCS); Scott Cloud, Newkirk Herald Journal; Claude Williams, Taxpayers for Transparency; Sharon Rowen, Ponca City News; Tammy Reese, Secretary/Kay County Clerk. Absent: Jason Shanks, Member. (See sign in sheet).
Chairman Johnson led the Flag Salute.
Motion was made by Skidmore and seconded by Johnson approving the regular meeting minutes of April 4, 2016 and Emergency Meeting minutes of April 7, 2016. Motion carried: Johnson, aye; Skidmore, aye.
Stacy Averyt, OCS, reported the total hours completed by clients–879.75, total number of regular clients that submitted community service hours-117, monetary value of service performed 879.75 x $7.25 = $6,378.19 “saved community”. Ms. Averyt reported on completed events at Humane Society Project, Salvation Army Project, Albright United Methodist Church Breakfast, District Attorney Auto Auction and Camp McFadden were clients performed various duties. She mentioned upcoming projects to be held at Humane Society Project, Habitat for Humanity, Salvation Army Project, Albright United Methodist Church Breakfast and Newkirk Main Street.
Mt. Olive Cemetery Association in Nardin to remove the Kay County Treasurer as the depository for upkeep funds and for all funds to be returned in full to the Mt. Olive Association: Billie Chrz, ADA, noted this money was deposited back in 1989 by the Cemetery Association and this request is asking for those funds to be returned to the association.
Motion was made by Johnson and seconded by Skidmore permitting the County Treasurer to return the funds in full to the Mt. Olive Cemetery Association. Motion carried: Johnson, aye; Skidmore, aye.
David May, Regional Sales Manager for CivicPlus: David May demonstrated a presentation on a website. He said the company is the largest provider of government websites. Mr. May discussed the back ground of him and his company, talked about the remote access, training, on-going support and noted this program was user friendly.
Jail Director Report: Don Jones, KCDCD, presented a report noting 227 as the current head count, 49 arrested and released over the weekend and 131 for the week, arrested and released from April 1, 2016-131, daily average of 237, minimum amount of inmates-226, maximum amount of inmates-254, high for 24 hour period for April 2, 2016-259, 11 inmates sentenced to county time, 15 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). Jones noted as of April 4, 2016 the DOC backlog was 789. The report showed nine (9) weekenders and sanctions, seven (7) paid contracts with BIA and Bridgeway currently are holding nine (9) inmates on writs (prison to court).
Writs and transports with Kay County Sheriff Department: Sheriff Van Hoesen presented a 36 page report showing Writs and Housing with costs based on .54 per mile, $15 per hour, $27 per day housing with a total cost of $15,674.74 (transporting inmates) that are listed on this report. He noted one of the transports he was sent to pick up was the wrong person. Commissioner Johnson told Sheriff Van Hoesen he wanted him to present to the BOCC ideas of what can be done to lessen the cost and he wanted the Sheriff to make a list of solutions. (Writs & Housing Report on file in the County Clerk’s office).
Motion was made by Skidmore and seconded by Johnson approving Agreement by and between the BOCC and Johnny R. Thompson for remote terminal capabilities with the Assessor’s office. Motion carried: Johnson, aye; Skidmore, aye.
Addendum No. 1 Electrical Pole Relocation Project, Town of Braman, Dist#3: Much discussion transpired regarding placement of pole relocation David Keen, City of Blackwell, told and gave pictures and diagrams of specifics on the placement. He said the placement would be at the edge of the right-of-way 29 feet from center of roadway with the furthest west pole at 33 feet to center of poles. Commissioner Skidmore explained his reasons for placement concerns and said he would like to keep on the back side of the right-of-way. Commissioner Johnson also mentioned his concerns. ADA Chrz said to make sure they are not in the fence line and expressed to extra careful on placement to make sure it is safe for the general public.
Vicki Eggers, NODA, stated public hearings were held, all the postings and requirements by law had been met. She noted Braman City Clerk was to send out letters to all individual land owners.
ADA Chrz said she would be happy to speak with citizens and show them the law regarding this matter.
Citizen Bruce Wooderson, Wooderson Farms, said he just found out about this on Saturday (prior to this meeting). He said of the 4 ˝ miles being discussed he owns 3 ˝ miles of mentioned property. He noted his family mows the ditches and said the placement of these poles would make it very difficult for farmers to get a 45’ header down the road. He suggested using the same lines and make needed upgrades. Vicki Eggers, NODA, said the line does not belong to the City of Braman and noted it belonged to Kay Electric. ADA Chrz suggested not making a decision today and allowing more time to visit with the citizens regarding this matter.
Motion was made by Skidmore and seconded by Johnson to Table Addendum No. 1 Electrical Pole Relocation Project, Town of Braman, Dist#3 for more time and for further review. Motion carried: Johnson, aye; Skidmore, aye.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects: Commissioner Skidmore reported crews continue to dig and screen shale and haul sand to the roads and replacing and repairing roads signs and putting out delineators. The graders have been laying sand, shale and grading roads. Crews are hauling and laying shale and rock for FEMA project and working on a culvert project on Canteen Road & 108th replacing a low water bridge. He noted Trustees are helping trimming trees and cleaning up roadways and culverts. Skidmore mentioned the environmental crew was here this past week.
Commissioner Johnson reported his crews are blading and hauling material to roads district wide, rip-rap bridge at “T” Street north of Tower, trimming and chipping trees district wide, replacing and repairing road signs and reflectors, hauling sand and making needed equipment repairs.
Motion was made by Johnson and seconded by Skidmore approving Road Use and Maintenance Agreement-Letter Agreement and Second Amendment between BOCC and Frontier Windpower, LLC (to add a road at the intersection of Ranch & Canteen). Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the updated policy for Kay County Personnel Policy and Procedure handbook regarding Family Medical Leave Act (FMLA) and drug testing polices including all personal. Commissioner Johnson said The Association of County Commissioners of Oklahoma (ACCO) made changes to the FMLA policies and ADA Chrz said FMLA is a federal law and these were tweaks made in the law from ACCO and she didn’t have any problems regarding the noted changes. Motion carried: Johnson, aye; Skidmore, aye. (Commissioner Johnson will make necessary changes and then present the officers with copies for handbooks).
Motion was made by Skidmore and seconded by Johnson approving FEMA approved Kay County Inclusive Hazard Mitigation Plan (Resolution No. 15, 16-127) Dennis Bonewell, EMA Director, noted this Resolution must be approved in order to receive FEMA funding. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson Tabling re-bidding the 44th Street Pavement Project, Dist#3 (waiting to be re-engineered). Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving tearing out and replacing the concrete in front of the EMA building and to get quotes. It was mentioned numerous people have stumbled over this area or fell and it is needs repaired for safety issues. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson to purchase a John Deere lawn mower off the state contract, State Contract #SW190, 60” cut mower-$9,092.16 out of the General Government account. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Kay County Monthly Reports for March 2016: County Clerk; Treasurer; Assessor; Election Board. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Resolutions to Deposit Funds: Res#15, 16-124, Child Abuse Prevention-$126.84, jury service donations; Res#15, 16-125, Highway Dist#2-$33.31, reimbursement for electric (share of cooperative’s margins). Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Cash Fund Estimate of Needs & Request for Appropriations: Highway-$310,095.22, D#1-$75,964.26; D#2-$75,964.27; D#3-$156,166.69; Highway Dist#2 BIA Bridge 18-$13.28; Highway Dist#3 BIA 44th Reconstruction-$0.17; Highway CBRI Funds-$13,245.65; County Clerk Lien Fees-$1,345.25; Preservation Fees-$4,210.00; VI Reimbursement-$1,778.08; Sheriff Service Fee-$28,780.47; Treasurer Mortgage Certification Fee-$570.00; County Sales Tax-$793,830.95; Use Tax-$27,081.59; Public Building Authority (PBA)-$1,408.84; PBA-Pioneer Technology Center-$1.23; PBA-Tonkawa Schools-$0.99; Drug Court-$13,404.50; Child Abuse Prevention-$421.56; County Cash Improvement-$0.15. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving the following Transfer of Appropriations: Assessor Part-Time-$300.00 to Personal Service; Assessor Visual Part-Time-$600.00 to Personal Service. Motion carried: 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.
The following bids were opened:
Bid#2016-16-Brake Road Surfacing Project (rebid), Dist#1 – TTK Construction Co., Inc.-$1,275,063.42-total base bid plus additional alternate-$1,275,063.42; Hembree & Hodgson Construction, LLC-$1,210,919.37-total base bid plus additional alternate-$1,290,014.37; A-Tech Paving-$1,577,947.75-total base bid plus additional alternate (adding to total bid)-$52,500.00; River Ridge Construction-$1,131,626.60-total bid plus additional alternate-$1,137,982.15
Motion was made by Johnson and seconded by Skidmore to Table for further review Bid#2016-16-Brake Road Surfacing Project (rebid), Dist#1. Motion carried: Johnson, aye; Skidmore, aye.
Bid#2016-17-Bridge#233 (Labor), Dist#1 – Dietz Welding & Bridge Construction, Inc.-$46,657.00 plus $250 per ft. over 40’ pile; River Ridge Construction-$44,791.00
Motion was made by Johnson and seconded by Skidmore Tabling Bid#2016-17-Bridge#233 (Labor), Dist#1 for further review. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving Blanket Purchase Orders. Motion carried: Johnson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving Maintenance & Operations claims. Motion carried: Johnson, aye; Skidmore, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Serv.Fee: 317, Southwest Business Products, 367.40, Blanket For Supplies; 318, Quality Water Service, 63.35, Blanket for water; 319, Quality Water Service, 131.30, Water; 320, McDonald Computer Services LLC, 171.93, Computer Services; 321, OK Dept. of Public Safety, 350.00, OLETS; 322, OK Board Of Tests For Alcohol, 62.00, Certification; 323, Southwest Business Products, 245.00, Trimmer; 324, G & B Auto, 36.00, Service; 325, Visual Solutions, 216.00, Business cards; Drug Court: 80, Call2 Test, 140.00, Scheduling; County Sales Tax Fund: 1131, Baumert, Cummings & Hiatt, 506.25, Blanket for services; 1132, Kuhn Mechanical Inc, 1590.00, Repairs; 1133, A+Printing, 298.00, Printing; 1134, Turn Key Health Clinics, LLC, 21250.00, Medical Services; 1135, Southwest Paper, 482.66, Supplies; 1136, Lowes Companies Inc., 125.35, Supplies; 1137, Fuelman Of Oklahoma, 298.11, Fuel; 1138, Farha Wholesale Co., 998.10, Supplies; 1139, Earthgrains Baking Company, 974.70, Food; 1140, City of Newkirk, 8312.24, Utility Bill; 1141, Cards Service Center, 792.53, Supplies; 1142, Clifford Power Systems, 591.00, Maintenance Agree.; 1143, McDonald Computer Services LLC, 1499.97, Computer; 1144, Ok Gang Investigators Assoc, 100.00, Training; 1145, Locke Supply,285.70, Supplies; 1146, Southwest Paper, 491.87, Blanket For Supplies; 1147, McDonald Computer Services LLC, 2000.00, Blanket for repairs; 1148, Cards Service Center, 490.92, Blanket for out of county; 1149, Pioneer Fire And Safety, 115.00, Service; 1150, Hagar Restaurant Service
Inc., 765.47, Repairs; 1151, Ash, David, 27.58, Out of Pocket Expense; 1152, Merrifield Office Supply, 125.20, Envelopes; General: 1988, Lowes Companies Inc., 372.94, Blanket For Supplies; 1989, Air Med Care, 150.00, Membership dues; 1990, ThyssenKrupp Elevator, 1593.74, Elevator Maintenance; 1991, OK Court Services Inc, 2750.00, Community Service Coordinator; 1992, Quality Water Service, 50.40, Blanket for water; 1993, Standley Systems, 25.00, Blanket for maint.; 1994, Quality Water Service, 118.95, Blanket for water; 1995, Quality Water Service, 22.90, Water; 1996, Dewitt, Corbin, 378.58, Travel; 1997, Quality Water Service, 41.00, Water; 1998, Grace, Lindsay, 265.70, Travel; 1999, Fusion, 262.04, Telephone; 2000, APAC-Central Inc, 3838.02, Rock; 2001, AT&T, 60.00, Internet; 2002, Fuelman Of Oklahoma, 1507.26, Fuel; 2003, Take Ten Tire, 3035.99, Vehicle Maintenance; 2004, City of Newkirk, 3838.72, Billing; 2005, Reese, Tammy J., 160.40, Travel; 2006, J & P Supply, 268.22, Blanket For Janitorial; 2007, Stamper, Morgan, 946.36, Travel; 2008, AT&T, 55.00, Internet; 2009, Galaxie Business, 125.78, Copier contract; 2010, Ponca City Center LLC, 1416.00, Lease; 2011, Spok Inc, 177.81, Pager Service; 2012, Air Med Care, 147.00, Membership dues; 2013, Howard, Cheryl A., 69.12, Mileage; 2014, Two Rivers Coop, 13.90, Connectors; 2015, Fry, Nancy P., 66.91, Travel; 2016, Burkes Classic Restoration, 1219.95, Repairs; 2017, TASC, 8750.00, Contractual Services; Health: 369, Ana Beets, 64.80, Travel; 370, Mollet, Michelle, 403.92, Travel; 371, Wehunt, Amy, 160.92, Travel; 372, Erika Macy, 136.08, Travel; Highway: 1605, Action Truck Parts, 25.88, Parts; 1606, Kelle Oil Company, 151.48, Blanket for misc; 1607, Briggs Hardware, 117.84, Blanket for misc; 1608, Locke Auto Parts, 306.74, Blanket for parts; 1609, ACCO, 95.00, Registration; 1610, Embassy Suites - Norman, 90.00, Lodging; 1611, Rural Water District #3, 46.24, Billing; 1612, OK Natural Gas, 27.46, Billing; 1613, Blackwell Auto Parts, 31.14, Parts; 1614, NAPA, 155.05, Blanket for parts; 1615, Encounter Wireless Service, 36.00, Billing; 1616, Total Com Inc., 250.00, Billing; 1617, Unifirst Holdings Inc, 857.85, Blanket For Janitorial; 1618, ACG Materials, 6393.79, Crusher Run; 1619, John Deere Financial, 1381.36, Lease Purchase Payment; 1620, Encounter
Wireless Service, 118.00, Internet; 1621, Farha Wholesale Co., 97.70, Cups; 1622, Dub Ross Co. Inc., 4968.00, Corrugated steel pipe; 1623, RCB Bank, 1814.15, Lease Purchase Payment; 1624, SNB NA, 1704.06, Lease Purchase Payment; 1625, RRY Services LLC, 20527.50, Materials; 1626, Starr Lumber Co., 408.53, Posts; 1627, Circuit Engineering District #8, 555.50, Signs; 1628, Warren Cat, 78.15, Retainer; 1629, Filter Care Of Missouri, 98.30, Filter Service
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 Johnson and seconded by Skidmore to adjourn, 11:02 a.m. Motion carried: Johnson, aye; Skidmore, aye.
Approved this 18th day of April, 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