The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, May 23, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on May 20, 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; Jason Shanks, Member; Brian Hermanson, District Attorney (DA); Christy Kennedy, Kay County Treasurer; Susan Keen, Kay County Assessor; Everette Van Hoesen, Kay County Sheriff; Don Jones, Kay County Detention Center Director (KCDC); Harold Hughs, KCDC; Dennis Bonewell, Emergency Management Director; Scott Cloud, Newkirk Herald Journal; Claude Williams, Taxpayers for Transparency; 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 Skidmore and seconded by Shanks approving the regular meeting minutes of May 16, 2016. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Jail Director Report: Don Jones, KCDCD, presented a report noting 270 as the current head count, 56 arrested and released over the weekend and 128 for the week, arrested and released from May 1, 2016-324, daily average of 234, minimum amount of inmates-211, maximum amount of inmates-279, high for 24 hour period for May 21, 2016-290, 10 inmates sentenced to county time, 33 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison) with a backlog at DOC of 996, Jones sated this has been going up around one hundred a week for the past month. The report showed 10 weekenders and sanctions, 47 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 noted out of the 10 Writs he has been discussing over the last several months, three (3) are still in custody. Sheriff Van Hoesen presented a four paged report. The first page listed three Writs by inmates name, mentioned their felony charges and the cost involved to transport them. The second and third pages listed inmates returned to DOC, their total fines, court fines/orders and cost involved. The last page gives total costs from pages 1, 2 and 3 for time/travel and housing.
Van Hoesen said he understands the commissioners have no control over the number of inmates in custody or how they got there. He said from time to time the BOCC discusses jail costs; Sheriff said he wanted the BOCC to understand the Jail Administrator has no control over the number of inmates that are brought to the KCDC by the Sheriff’s Department or the many surrounding Kay County law enforcement agencies.
Sheriff went on to say that these 10 inmates are not all that we have had this year. Records indicate that already in 2016 we have had 38 inmates here on Writs. In 2015 we had a total of 85 inmates in on Writs. Sheriff said he wanted them to understand this is a costly way of getting convictions.
DA Hermanson responded that this is part of the Sheriff’s job. Hermanson said he reviews every Writ filed in his office and the Sheriff cannot control which Writs need to be picked up. He explained repeat offenders, reimbursement for this type of travel expenses. Hermanson told the BOCC these decisions are “his” call.
BOCC asked questions regarding recouping the cost, etc.
Motion was made by Johnson and seconded by Shanks approving Jackson Boiler & Tank Co. Contract (to service boilers, pump’s, hot water expansion tank, etc.) FY2016-17. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
300 E. Fountain Rd a piece of property that Aeropres Corporation would like to donate to the county: Commissioner Johnson said spoke with Aeropres and asked for them to send the environmental report. He requested assistance from Phillips 66 to investigate the vessels and contacted DEQ. Johnson said he wants to research the environment aspect as much as possible.
Treasurer Christy Kennedy said she has concerns about why they want to give it away instead of selling it. She told Johnson she would provide him with statute language regarding the environmental issues concerning June resale properties.
Johnson stated if someone wants to donate a $70,000 piece of property it’s worth checking into; he said he wants to continue to check out and make sure there is no problems and pursue if all checks out.
Shanks asked Johnson his intentions with the property. Johnson said the building on this property is nicer than the building he has on Bois D’Arc and mentioned he could possibly sell the Bois D’Arc property.
No action was taken.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects:
Commissioner Skidmore reported crews continue to dig and screen shale, haul rock to the roads. The graders have been laying shale and grading roads. Crews continue to work on roads for FEMA project.
Crews have been putting out signs, checking roads, cleaning culverts, cleaning trucks in shop, working on brakes and tarps, trimming trees from the roads. He noted he has one radiator in for repair and another truck in the shop for brake repairs. Skidmore said he sent two of his employees to a four day Road Scholar Program Surveying school in Stillwater. He noted the environmental crew was not around this past week.
Commissioner Shanks noted his crews were finishing up the NRCS projects, building fence, moving dirt, grading, fixing washed out spots on Bender Rd., back-filling Bridge 57A and should finish by the end of the week.
Commissioner Johnson reported his crews were blading, hauling material and trimming trees district wide. He said crews are also doing some right-of-way weed spraying and mowing roads to cemetery, replacing and repairing road signs/reflectors, asphalt patching at Lake Road and Rocky Ridge, working on culvert replacement on Riverside. Johnson said Brake Road Project has started and working on NRCS Bridge Projects at Pecan and Coleman.
Motion was made by Shanks and seconded by Johnson approving to go out on Six Month Bids for Commonly Used Items, Bid#2016-19-Asphalt; Bid#2016-20-Bridge Materials; Bid#2016-21-Grader Blades; Bid#2016-22-Concrete; Bid#2016-23-Road Rock; Bid#2016-24-Culvert Pipe; Bid#2016-25-Office Supplies; Bid#2016-26-Janitorial Supplies. Commissioner Johnson said he wanted to add crack seal to the Asphalt bid and would get the County Clerk the specifications. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving on Bridge Inspection Invoice EC1747D and Report of Conference between Bridge Owner and Bridge Inspection Consultant Invoice 436151 for Dist#1, 2 & 3. BOCC discussed bridges that were inspected. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving the following Purchase Contracts from ODOT: Magma 230 25 HP Crack Fill-Seal Machine-$52,000.00; 333E Compact Track Loader, including following attachments Cold Planner, Vibe Roller, Grapple Bucket, Angle Broom, Rotating Head Tree Saw-$122,068.09. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Johnson told commissioners there would be training provided to operate equipment and said their employees could attend so they could borrow if needed.
ACCO Self Compensation Insurance: DA Hermanson said after reviewing the agreement he noticed an handling fee listed that had not been there in past years. He contacted Dusty Birdsong with ACCO and was told the handling fee, in the past, was included in the total but now must be listed separately. Birdsong said ACCO does a seven year history and on our seventh year Kay County had several claims, explaining why Kay County’s cost dropped 30-40% this year from last year.
Motion was made by Skidmore and seconded by Shanks approving ACCO Self Insurance Fund Workers’ Compensation Insurance Quote, Intent to Participate in ACCO-SIF (Worker’s Compensation) and Resolution to Execute the Agreement Establishing the Association of County Commissioners of Oklahoma. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks rescinding original motion because BOCC forgot to mention which payment option to participate in. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving ACCO Self Insurance Fund Workers’ Compensation Insurance Quote, Intent to Participate in ACCO-SIF (Worker’s Compensation) selecting Payment Option 1 paying in full by July 31, 2016, and Resolution to Execute the Agreement Establishing the Association of County Commissioners of Oklahoma. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Public Service/Pipeline Crossing Line Installation SE4 S26 T27N R2E ending NE4 S35 T27N R2E, Tower Road, D#1 (corrected from Agenda that read D#2). Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Skidmore approving the following Resolutions to Dispose of Equipment: Res#15, 16-135, County Clerk, Hewlett Package monitor, junked. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving the following Kay County Monthly Reports for April 2016: Election Board, Court Clerk. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving the following Transfer of Appropriations: Treasurer Part-Time-$314.00, Travel-$211.47, Maintenance-$395.33 (Total-$920.80) to Personal Services. Motion carried: Johnson, aye; Shanks, 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.
Motion was made by Shanks and seconded by Johnson approving to enter into an Executive Session pursuant to and convened under authority of 25 O.S. Section 307.B.3, to discuss purchase of site for future location of Dist#3 warehouse (9:48 a.m.). Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving to reenter the regular meeting of the BOCC (9:58 a.m.). Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore Tabling Purchase and Sales Agreement with Halliburton Energy Services, Inc. in the purchase of 319 N. 29th Street, Blackwell, OK for the future location of Dist#3 warehouse. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
DA Hermanson left the meeting at 9:59 a.m.
Motion was made by Shanks and seconded by Johnson approving Payroll with warrants to be released on May 31, 2016. 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 Skidmore and seconded by Shanks approving Maintenance & Operations claims. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Serv.Fee: 371, Fleetcor Technologies, 1273.33, Blanket For Fuel; 372, Communityworks, 1533.42, Blanket For Juvenile Detentions; 373, Galaxie Business, 42.56, Blanket For Copier Maintenance; 374, Fleetcor Technologies, 1271.42, Blanket For Fuel; 375, Hero 247, 392.00, Equipment; Drug Court: 94, Redwood Reditest Screening Devices, 1008.10, Tests; 95, Redwood Toxicology Laboratory, 1057.98, Testing; 96, Call2 Test,
172.50, Scheduling; 97, Omega Laboratories Inc, 99.00, Testing; County Sales Tax Fund: 1302, Fuelman Of Oklahoma, 171.76, Blanket For Fuel; 1303, Finish Line Fuels LLC, 250.96, Blanket For Fuel; 1304, Crisis Communications Training Svcs, 200.00, Registration; 1305, Bob Barker Co, 496.80, Supplies; 1306, Arrow Machinery Company, 34.26, Parts; 1307, Grainger, 154.82, Supplies; 1308, Locke Auto Parts, 107.43, Filters; 1309, Take Ten Tire, 1205.84, Service; General: 2232, OSU Cooperative Extension Serv, 264.46, Maintenance; 2233, Mobile Radio, 959.00, Radio Service; 2234, County Treasurers Assoc Of Okla, 175.00, Registration; 2235, Magic Wand Carpter Cleaning Inc., 50.00, Carpet Cleaning; 2236, AT&T Mobility, 9.62, Phone; 2237, Staples, 62.44, Blanket For Supplies; 2238, Southwest Business Products, 95.86, Supplies; 2239, Cintas Corporation Loc, 178.14, Blanket for linen; 2240, Staples, 218.96, Ink Cartridges; 2241, Oklahoma State University, 9021.00, Contractual Services; 2242, Staples, 97.99, Supplies; 2243, Forte, 5.52, Processing Fee; 2244, Ink Technologies LLC, 320.00, Cartridges; 2245, Safelite Auto Glass, 74.94, Repairs; 2246, Harrell Automotive & Recovery, 35.00, Service; 2247, Southwest Business Products, 5.80, Tape; 2248, Merrifield Office Supply, 323.15, Supplies; 2249, Howard, Cheryl A., 65.88, Mileage; 2250, Leaming, Carol L., 36.72, Mileage; 2251, Merrifield Office Supply, 174.26, Supplies; 2252, Southwest Business Products, 371.98, Supplies; Health: 423, OK Correctional Industries, 3688.21, Furniture; 424, Oklahoma State Department Of Health, 29166.67, Payroll; 425, McDonald Electric, 154.00, Repairs; 426, City of Blackwell, 379.10, Utility Bill; 427, Shred-It USA, 122.80, Shredding; 428, Language Line Services, 1042.06, Language Line Service; 429, Fulsom, Donna, 21.60, Travel; 430, Erika Macy, 61.56, Travel; 431, Shred-It USA, 59.21, Shredding; 432, STC, 52.80, Monthly Maintenance; 433, ANCO Services, 2085.00, Janitorial Services; 434, AT&T, 274.72, Billing; 435, OK Natural Gas, 112.22, Billing; 436, STC, 96.00, Copier contract; 437, Pearson, 208.29, Booklets & forms; 438, Stolhand Heating & Air, 168.26, A/C REPAIRS; 439, Southwest Business Products, 318.02, Supplies; 440, Houghton Mifflin Harcourt Publishing Co, 362.56, Forms; Highway: 1842, AT&T, 120.13, ; 1843, J & P Supply, 146.97, Supplies; 1844, Skidmore, Paul, 173.48, Travel; 1845, AT&T, 169.13, Telephone; 1846, Action Truck Parts, 496.84, Blanket for parts; 1847, OK Dept Of Labor, 5.00, Inspections; 1848, Circuit Engineering District #8, 87.00, Signs; 1849, Yellowhouse Machinery Co, 87.94, Parts; 1850, Action Truck Parts, 780.21, Blanket for parts; 1851, Owen Auto Supply, 978.73, Blanket for parts; 1852, ACG Materials, 6377.60, Rock; 1853, Filter Care Of Missouri, 254.90, Filter Service; 1854, Action Truck Parts, 497.16, Blanket for parts; 1855, J & P Supply, 20.49, Towels; 1856, John Deere Financial, 390.59, Parts; 1857, North, Kevin, 723.52, Right Of Way; 1858, Barnes, Erric & Tamie, 2652.92, Right Of Way; 1859, Owen Auto Supply, 1148.80, Parts; 1860, Cintas Corporation, 108.44, Supplies; 1861, Johnson, Vance Howard, 99.52, Mileage
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, 10:37 a.m. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Approved this 31st day of May, 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