The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, June 27, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on June 24, 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); Everette Van Hoesen, Kay County Sheriff; Marilee Thornton, Kay County Court Clerk; Don Jones, Kay County Detention Center Director (KCDC); Dennis Bone well, Emergency Management Director; Susan Keen, Kay County Assessor; Cheryl Howard, Kay County Election Board Secretary; 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 June 20, 2016.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Jail Director Report:  Don Jones, KCDCD, presented a report noting 293 as the current head count, 53 arrested and released over the weekend and 119 for the week, arrested and released from June 1, 2016-372, daily average of 273, minimum amount of inmates-254, maximum amount of inmates-296, high for 24 hour period for June 24, 2016-313, nine (9) inmates sentenced to county time, 42 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison).  The report showed 10 weekenders and sanctions, 47 paid contracts with BIA and Bridgeway currently are holding two (2) inmates on writs (prison to court). 

 

Motion was made by Johnson and seconded by Shanks approving Detention Services Agreement by and between Osage County Juvenile Detention Center and the BOCC, $27.05 per day, per child with corrections on Page 2 of the contract made by DA Herman son.  Hermanson noted the wrong statutes were cited and he inserted the correct statute references.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Johnson approving Memorandum of Agreement by and between the Kay County Health Department and the Newkirk Family Health Center to provide radiology and phlebotomy service to patients referred by the Health Department.  DA Hermanson reviewed and approved.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Skidmore and seconded by Shanks approving Full Service Maintenance Agreements for the Kay County Health Department to include all parts, labor and supplies for the following equipment:  Kyocera FS1128 MFP; Kyocera Task Alfa 45001; Kyocera Task Alfa 4201; Kyocera Task Alfa 520i.  DA Hermanson noted the only problem is the contract provides for automatic monthly renewal, not yearly.  Johnson asked if the contract had an out clause and Hermanson said it did; Johnson said as long as it provides an out clause he has no problem.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Skidmore approving Contracts between FALCO Alarm Company of Stillwater and the Kay County Health Department’s Alarm System Monitoring Agreements.  Location Type:  Commercial/Temp for Ponca City and Blackwell offices and Commercial/Fire-Ponca City office.  Hermanson noted the effective date on the equipment schedule was not July 1, 2016 through June 30, 2017, but the payment plan/monitoring services were.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Johnson and seconded by Skidmore approving Cooperative Extension Services Agreement between the Oklahoma State University Acting for and on Behalf of its Cooperative Extension Service and the United States Department of Agriculture and the BOCC.  DA Hermanson noted the contract language as being fine.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Johnson approving Agreement by and between the BOCC and Jason Lee Barton for remote terminal capabilities with the Assessor’s office.  DA Hermanson approved as presented.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Skidmore approving Resolution No. 15, 16-179 to Execute the Agreement Establishing the Association of BOCC with Property & Liability Coverage for FY2017 and Intent to Participate in ACCO-SIG Property & Liability FY2017 selecting Payment Option 1 to pay in full by July 31, 2016.  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 crews continue to dig and screen shale and haul rock to the roads. The graders have been laying shale and grading roads.    Crews continue to work on roads for FEMA projects.

Crews have been mowing, repairing signs and cleaning intersections.  Crews have been cutting trees and brush from the roadways and completed Gate Road FEMA Project.  Skidmore said crews were sent to the fairgrounds to help do some demolition work to help in repairs to the sheep barns and restrooms.  He noted the environmental crew was not here this past week.

 

Commissioner Shanks noted his crews is working in the shop and waiting for it to dry so they can begin patching culverts and washed out areas to get the roads opened.

 

Commissioner Johnson stated crews are blading, hauling material district wide as well as boom mowing and mowing right-of-ways.  He noted crew’s watered Adobe Road truck route.  Johnson stated crews patched holes on Ferguson, fixed head wall and culvert on County Line Rd., replaced and put up new signs and reflectors, spraying across the district, took out a bridge on “R” Street, installed pipes and poured deck.  He noted he attended post-earthquake bridge inspection training.

 

Demolition of street work, restrooms and floor in sheep barns at the Blackwell County Fair Grounds, Dist#3:  Commissioner Skidmore said he was asked by the Blackwell City Manager if he could do some volunteer work at the fairgrounds.  DA Hermanson said there was a Mutual Aid Agreement made between the BOCC and the Kay County Fair Board and the City of Blackwell; he said it’s an appropriate use of equipment to help with these services and the agreement states the responsibilities for the payment and coverage, no liability to the county, etc.

 

Commissioner Shanks asked who owned the fairgrounds and he was told the City of Blackwell.

 

County Clerk Reese stated when she put this item on the Agenda she did not realize there was an agreement and didn’t know if the wording on the agenda would permit approval of the agreement being referenced.

 

DA Hermanson said the Interlocal Agreement between the BOCC and the Kay County Fair Board and the City of Blackwell was approved (June 20, 2016) and Commissioner Skidmore basically was just wanting the BOCC blessing on this. 

 

Motion was made by Johnson and seconded by Shanks approving Commissioner Skidmore, Dist#3, to do demolition of street work, restrooms, and floor in sheep barns at the Blackwell County Fair Grounds, Dist#3.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Johnson and seconded by Shanks approving and authorizing Requisition Officer-Jason Shanks, Clifford Locke; Receiving Agents-Peggy Randol, Amos Nash, Debi Merhoff; Inventory Clerks- Peggy Randol, Amos Nash, Debi Merhoff for Highway Dist#2 Account H3102, FY 2015-2016.    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 May 2016:  Court Clerk.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Skidmore approving the following Resolutions to deposit funds:  Highway Dist#1-$364,555.66, BIA Brake Road Re-Construction Project FY2015-16.   Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

There was no Transfer of Appropriations presented.  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.

 

Motion was made by Shanks and seconded by Skidmore approving Payroll with warrants to be released on June 29, 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 Shanks and seconded by Skidmore approving Maintenance & Operation Claims.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

FY 2015/2016 PURCHASE ORDERS:

2015-2016 PBA: 32, Venus, Debra, 975.00, Contractual Services; Serv.Fee: 416, Fleetcor Technologies, 1303.43, Blanket For Fuel; 417, Fleetcor Technologies, 1168.34, Blanket For Fuel; 418, Okla. Juvenile Justice SVCS, 2512.08, Blanket For Juvenile Detentions; 419, Garcia, John, 129.00, Juvenile Transports; County Sales Tax Fund: 1496, Card Service Center, 841.62, Blanket For Supplies; 1497, AMC Urgent Care Plus, 120.00, Drug Testing; 1498,

Ultimate Pest Management LLC, 150.00, Blanket For Pest Control; 1499, Sysco Foods of Oklahoma, 985.28, Blanket for chemicals; 1500, Quality Water Service, 462.05, Blanket for water; 1501, Standley Systems, 192.66, Blanket For Copier Maintenance; 1502, Briggs Hardware, 189.80, Blanket For Supplies; 1503, Fuelman Of Oklahoma, 126.97, Blanket For Fuel; 1504, OK State Auditor & Inspector, 11860.00, Auditing; 1505, A+Printing, 318.00, Printing; 1506, Merrifield Office Plus, 350.97, Supplies; 1507, McDonald Computer Services LLC, 99.99, ; 1508, Kay County JFA #124183, 320649.14, Tax Collections; General: 2546, Lowes Companies Inc., 445.85, Blanket For Supplies; 2547, Texas County Juv. Det. Center, 763.36, Juvenile Detention; 2548, Interact Public Safety Systems, 1045.28, Software; 2549, Top Secret Document Destruction Svcs, 84.00, Shredding; 2550, OK Court Services Inc, 2750.00, Community Service Coordinator; 2551, OK Court Services Inc, 2750.00, Community Service Coordinator; 2552, STC, 92.00, Copier maintenance; 2553, AT&T, 1583.04, Billing; 2554, Fusion, 262.04, Telephone; 2555, Clearwater Enterprises, 87.91, Natural Gas Service; 2556, AT&T, 516.13, Phone; 2557, AT&T, 292.80, Phone; 2558, J & P Supply, 705.53, Blanket For Janitorial; 2559, Holiday Inn, 178.00, Lodging; 2560, Stamper, Morgan, 514.47, Travel; 2561, Wards Air Conditioning, 2288.00, Repairs; 2562, Stolhand Heating & Air, 252.50, Service call; 2563, Greenfield Nursery, 196.50, Plants; 2564, Galaxie Business, 38.86, Blanket For Copier Maintenance; 2565, Lowes Companies Inc., 632.33, Supplies; 2566, McDonald Computer Services LLC, 509.93, Blanket for computer maint.; 2567, Keeler Equipment Sales, 550.00, Equipment; 2568, Galls, 45.33, Equipment; 2569, Ultimate Pest Management LLC,

52.00, Pest Control; 2570, Ford Refrigeration Service, 85.00, Service call; 2571, AT&T, 104.00, Blanket for internet; 2572, Merrifield Office Plus, 366.36, Supplies; 2573, Younger-Holmes Electrical Contractors, 240.00, Electrical Work; 2574, Merrifield Office Plus, 1662.80, Supplies; Health: 479, Ponca City Utility Authority, 1876.96, Billing; 480, AT&T Mobility, 304.11, Billing; 481, Moore Medical Corp., 256.63, Supplies; Highway: 2099, City of Blackwell, 415.14, Utility Bill; 2100, Ponca City Utility Authority, 577.76, Billing; 2101, Mike Redding, 503.00, Shale; 2102, AT&T, 500.43, Billing; 2103, Moonlight Machine LLC, 120.00, Machine Work; 2104, ACG Materials, 6353.60, Rock; 2105, Unifirst Holdings Inc, 694.71, Blanket for uniform service; 2106, Certified Laboratories, 1117.00, Chemicals; 2107, PikePass, 29.55, Tolls; 2108, Dish Network, 36.99, Satellite service; 2109, Railroad Yard, 552.27, Metal; 2110, Cross Oil, 10792.96, Fuel; 2111, Circuit Engineering District #8, 110.00, Signs; 2112, Johnson, Vance Howard, 100.06, Mileage; 2113, Cintas Corporation, 216.23, Supplies; 2114, Ultimate Pest Management LLC, 58.00, Pest Control; 2115, G & B Auto, 4800.00, Tires; 2116, Pioneer Hydraulics, 129.86, Repairs; 2117, Filter Care Of Missouri, 59.90, Filter Service; 2118, Brandts, 37.99, Parts

 

 

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. 

 

Motion was made by Skidmore and seconded by Shanks approving Kay County Clerk Software License Agreement with KellPro term July 1, 2016 through June 30, 2017.  Commissioner Shanks asked if this service agreement covered his KellPro software portion and Reese said it only covered the county clerk’s office.  The cost of the licensing is $18,303.00.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Johnson and seconded by Shanks designating Clerk Reese to compile the Schedule of Expenditures of Federal Awards (SEFA) Report by grant for FY 2015-2016.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Skidmore and seconded by Johnson approving the following Resolutions for FY 2016-2017:  Res#16, 17-1, Newkirk Herald Journal being designated as the legal newspaper for publishing all legal notices and publications of Kay County; Res#16, 17-2, Renewing All Lease-Purchase Agreements; Res#16, 17-3, Workers’ Compensation Premiums; Res#16, 17-4, Tort Liability and Automobile Insurance Premiums; Res#16, 17-5, Insurance Premiums; Res#16, 17-6, Court Fund Salaries; Res#16, 17-7, Overtime Work for City/School Elections; Res#16, 17-8, Resale Fund Salaries; Res#16, 17-9, County Sales Tax/ Justice Facilities Authority (JFA) Transactions; Res#16, 17-10, Drug Court Transactions ; Res#16, 17-11, Use Tax Funds; Res#16, 17-12, Telephone service and usage; Res#16, 17-13, Monthly rent of DHS Building to Public Building Authority; Res#16, 17-14, County Bridge and Road Funding; Res#16, 17-15, Cigarette Tax; Res#16, 17-16, Purchases less than $500.00; Res#16, 17-17, District Court’s monthly processing of payments to the Ponca City Center, LLC; Res#16, 17-18, Kay County District Attorney; Res#16, 17-19, County Zoning Ordinances.   Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Shanks and seconded by Skidmore approving and authorizing the following Requisitioning Officer (RO), Receiving Agent (RA) & Inventory Clerks (IC) officers on the General Fund & Cash Accounts for FY 2016-2017:   Accounts G0800, G2800, G8200, A0800, C4200, C2600, UT0800 - RO-Commissioner Dist#1, Dist#2, Dist#3, RA-Tammy Reese, Patsy Leyva, IC-Tammy Reese, Patsy Leyva; Accounts G5000, D0800 – RO-Commissioners D#1, 2, 3; Acct. C400-RO-Commissioners D#1, 2, 3, RA-Jill Copelin, Debi Merhoff, Teena Tucker; Acct. H3101-RO-Vance Johnson, William McAllister, RA-Jill Copelin, Rusty Klinger, Ronnie Nelson, IC-Jill Copelin, Rusty Klinger; Acct. H3102-RO-Jason Shanks, Clifford Locke, RA-Debi Merhoff, Amos Nash, IC- Debi Merhoff, Amos Nash; Acct. G2000-RO-Commissioners D#1, 2, 3, RA-Patsy Leyva, Terri Pameticky, Cody Blair, Crystal Meadows, IC-Tammy Reese, Terri Pameticky, Cody Blair, Crystal Meadows; Acct. G2300-RO-Commissioners D#1, 2, 3, Tammy Reese, RA-Patsy Leyva, Nan Fry, IC-Patsy Leyva; Acct. G2600-RO-Commissioners D#1, 2, 3, RA-Dennis Bonewell, Patsy Leyva, IC-Tammy Reese, Patsy Leyva, Dennis Bonewell; Acct. G2200-RO-Cheryl Howard, Carol Leaming, RA-Lacie Holman, IC-Lacie Holman; Acct. G2100-RO-Tammy Reese, Patsy Leyva, RA-Nan Fry, Holly Cline; Acct. ST0800-RO-Bruce Robinson, Jason Shanks, Don Jones, RA-Tammy Reese, Kaleen Hughs, Patsy Leyva; Acct. PB0800-RO-Commissioners D#1, 2, 3, Tammy Reese, RA-Patsy Leyva, Vicki Kirchoff, Tammy Reese, Holly Cline, IC-Patsy Leyva; Acct. UP0800-RO-Commissioners D#1, 2, 3, RA-Patsy Leyva, Jessica Wathor; Accts. DC0800, JC0800, C0800-RO-Bruce Robinson, Jason Shanks, Don Jones, RA & IC-Bambi Nichols, Bob Ennis, David Ash, Kaleen Hughs, Sonja Ellis; Accts. G0400, SJ0400, C0400, S0400, S0401, SG0400, T0400, G2700, RO-Everette Van Hoesen, Steve Kelley, Jessica Wathor, RA-Jodi Palmer, Vickie Schmidt, IC-Bill Grose; Acct. JTC0800, RO-Everette Van Hoesen, Tammy Reese, RA & IC-Patsy Leyva, Jessica Wathor; Accts. G1000, G2400, G2500, L1000, P1000-RO-Tammy Reese, Patsy Leyva, RA & IC-Holly Cline, Nan Fry; Accts. G1600, V1600, G1700-RO-Susan Keen, Janell Leaming, Amber Boyer, RA-Chandice Lawhon, Samantha Stubbs, IC-Samantha Stubbs, Amber Boyer; Accts. C0600, G0600, G1200-RO-Christy Kennedy, Rhonda Stephens, RA-Christie Hudson, Leah Cochran, IC-Christie Hudson.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

Motion was made by Skidmore and seconded by Johnson approving Kay County Applications for Temporary Appropriations for FY2016-2017, receiving half of last FY final approved budget, except for Insurance/Benefits, County Clerk Maintenance & Operation and Visual Inspection and these accounts were approved for 100% of last year’s final budget.  Each officer answered questions from the board and went over their requests.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Shanks and seconded by Skidmore approving the following Cash Fund Estimate of Needs and Request for Appropriation:  County Sales Tax-$2,300,000.00.  Johnson asked Shanks if he approved.  Shanks told him he approved of this amount but his total budget was $1 million more than this and he did not approve of that amount.   Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Skidmore and seconded by Johnson approving the following Cash Fund Estimate of Needs and Request for Appropriation on Lapsed Balances for FY 2015-16:  Highway-$995,199.38, Dist#1-$301,564.51; Dist#2-$331,144.10; Dist#3-$362,490.77; Highway Dist#3-$270,769.64; CBRI 105C-$197,919.08; Treasurer’s Mortgage Certification-$80.00 (FY2014-15); Treasurer’s Mortgage Certification Fee-$51,330.74; Visual Inspection Reimbursement-$85,322.14; Sheriff Training-$838.23; Sheriff’s Jail Cash-$5,605.37; Sheriff’s Commissary-$11.01; Sheriff’s Service Fee/Courthouse Security-$38,730.60; Sheriff Service Fee-$24,313.65; County Clerk Preservation-$92,906.40; County Clerk Lien Fee-$136,794.72; County Sales Tax-$117,630.22; Detention Center-$107,923.84; Use Tax-$1,374,776.50; Public Buildings Authority (PBA)-$40,069.48; PBA-Tonkawa Schools-$9,208.79; PBA-Pioneer Technology Center-$11,042.82; PBA-Ponca City Schools-$13,595.90; LEPC Grant-$7,249.86; JAIBG Trash-$3,014.94; CSSP-$1,230.72; County Improvement-$2,423.04; Open Dump Reward-$5,869.37; Unclaimed Property-$17.80; Drug Court-$108,862.16; Child Abuse Prevention-$12,041.87.   Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Motion was made by Skidmore and seconded by Shanks approving Blanket Purchase Orders to be effective July 1, 2016.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

Financial Statement Resale Property Fund, June 30, 2016:  Kay County Treasurer Christy Kennedy presented copies of the Financial Statement to the board.  The BOCC asked for explanation.  She explained she likes to keep $500,000 in the account to cover any issues that may occur in the county, such as a court law suit.  Kennedy said any excess in the account may be apportioned, statutorily, given to the county, cities and schools in Kay County.  She said she would give approximately $35,000 to each entity and it is divided by ADA for schools and census for cities in the county.  Kennedy stated she felt she had excess and was comfortable with this decision.  She told the board from this point forward purchase orders would be used for the fund and would no longer be handling with a cash voucher.

 

Motion was made by Shanks and seconded by Skidmore acknowledging and approving Financial Statement Resale Property Fund, June 30, 2016 as presented.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye. 

 

There being no other business, motion was made by Johnson and seconded by Skidmore to adjourn, 11:12 a.m.  Motion carried:  Johnson, aye; Shanks, aye; Skidmore, aye.

 

 

 

 

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Approved this 5th day of July, 2016.

 

 

 

 

 

 

 

 

 

 

                                                              _____________________________

                 VANCE JOHNSON, CHAIRMAN

                                        

                                                              _____________________________

                 PAUL SKIDMORE, MEMBER

              

                _____________________________

     JASON SHANKS, MEMBER

 

 

 

 

 

ATTEST:

 

_________________________________

TAMMY REESE, COUNTY CLERK

COUNTY OF KAY, STATE OF OKLAHOMA

SECRETARY, BOARD OF COUNTY COMMISSIONERS

(SEAL)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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