The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, November 14, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on November 10, 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); Susan Keen, Kay County Assessor; Christy Kennedy, Kay County Treasurer; Everette Van Hoesen, Kay County Sheriff; Steve Kelley, Kay County Sheriff Elect; Don Jones, Kay County Detention Director Center (KCDCD); Harold Hughs, KCDC; Dennis Bonewell, Emergency Management Director; Kelsea Work, Oklahoma Court Services (OCS); Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Claude Williams, Taxpayers for Transparency; Tammy Reese, Secretary/Kay County Clerk. (See sign in sheet).
Chairman Vance Johnson led the Flag Salute.
Motion was made by Skidmore and seconded by Shanks approving regular meeting minutes of November 7, 2016. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Kelsea Work, OCS, reported total monthly hours completed in October 2016 as 749, she said that is up from past months, District Attorney sanctioned community service hours completed was 95 and total number of regular clients that submitted community service hours was 134. Ms. Work presented a report noting the Completed Events as Care 180 where the participants helped clean at Garfield Park; Kay County Free Fair; PC Motorcross Championship; Albright Church Breakfast; PC Disc Golf Haunted Trails; Halloween Carnival Clean-Up; Lake Ponca Park and Veteran’s Day Parade. Upcoming Events: Friendship Feast; Albright Church Breakfast; Habitat for Restore (ongoing project); Humane Society (monthly project); Christmas Parade. She also presented a calendar listing the hours spent at each area for the month of November.
Jail Director Report: Don Jones, KCDCD, presented a report noting 304 as the current head count, 34 arrested and released over the weekend and 114 for the week, arrested and released from November 1, 2016-212 daily average of 312, minimum amount of inmates-294, maximum amount of inmates-328, high for 24 hour period for November 4, 2016-339, 11 inmates sentenced to county time, 56 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). Jones said he sent six last Friday and he mentioned the DOC backlog is at 1,720. The report showed 15 weekenders and sanctions, 38 paid contracts with BIA and Bridgeway currently are holding one (1) inmate’s on writs (prison to court).
Motion was made by Shanks and seconded by Skidmore approving and authorizing Requisitioning Officer-Bruce Robinson, Jason Shanks, Don Jones; Receiving Agent-Bambi Nichols, Bob Ennis, David Ash, Kaleen Hughs, Sonya Shull; Inventory Clerk- Bambi Nichols, Bob Ennis, David Ash, Kaleen Hughs, Sonya Shull on the following accounts for the Detention Center: Detention Center; Detention Center-Jail Cash; Detention Center-Commissary. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Courthouse Mail Room: Treasurer Christy Kennedy said she asked for this item to be placed on the Agenda. She said she realizes space is a problem at the courthouse but she noted there is not enough room to do mail outs and after all that is what the “mail room” is to be used for. Kennedy volunteered a storage area in the Treasurer’s office on fourth floor to help clean-up the mail room overflow. She said she is not giving that space away and does not want to lose that area for the current Treasurer’s office or for future of the Treasurer’s office. Kennedy said she would assess the mail room each August. She suggested hanging the television screen and BOCC said the custodial staff could purchase a bracket for it to be hung. DA Hermanson noted this is a standard problem because of lack of space/room at the courthouse. No action was taken.
Courthouse Security: Sheriff Elect Steve Kelley said he spoke with County Clerk Reese about putting this item on as an Executive Session item next week. DA Hermanson said he talked with Jail Director Don Jones about courthouse security concerns and asked him how many gang related inmates have been brought to the courthouse for hearings over the last six months. He told the BOCC to keep these types of matters in mind when considering the security. Commissioner Skidmore said he checked into a chair lift for those needing assistance for the east entrance of the courthouse. Kelley said if it was decided to move forward that would be a BOCC decision. No action was taken.
Courthouse Asbestos: Dennis Bonewell said he got three different quotes for the removal of the asbestos and told the amounts exceeded the quote amounts and said it would need to be done by sealed bids.
Motion was made by Johnson and seconded by Skidmore approving Dennis Bonewell to get specifications and to go out for bid to handle the asbestos problem in the courthouse. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving Agreement by and between the BOCC and Geoscope for remote terminal capabilities with the Assessor’s office. DA Hermanson said he reviewed the agreement and everything was in order. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson approving to enter into Executive Session pursuant to and convened under authority of 25 O.S. Section 307.B.1, to discuss promotion for Highway Dist#3 Foreman (9:20 a.m.). Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks to reenter the regular meeting of the BOCC (9:29 a.m.). Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Johnson giving Dist#3 Foreman a $150 raise and making his salary/pay the same as the Dist#1 and #2 Foreman’s and transferring money from the General Government Insurance/Benefit account to cover increase. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects:
Commissioner Skidmore said his crews continue to dig and screen shale, haul sand and rock to roads. Crews removed cap rock from many of the roads this past week, cleaned ditches because of draining issues on 44th and Bender Rds. Skidmore said crews are painting and fixing up the office at the new yard. He noted he had an inmate crew to help clean shop and grounds on 29th Street and crews are getting bids to lay a concrete pad for fuel tanks. Skidmore said work has been done to line up electrical, internet and phone appointments have been made to move the service. He noted he is purchasing two 40’ storage buildings to help store excess equipment and supplies and getting plans together to build a loft in the shop building for extra room. Skidmore said he needs a shop mechanic. He noted the environmental crew was in district on Thursday and Friday.
Commissioner Shanks reported his crews have been boom mowing and working on drainage issues at Hubbard and “W” Street.
Commissioner Johnson noted his crews were blading, hauling material, mowing roads district wide. He said crews worked on ditches and driveway at Brake Road, removing trees from bridges, removing corn stalks and dirt from pipes and ditches and picking up road trash.
Motion was made by Skidmore and seconded by Shanks approving the following eighteen (18) Public Service/Pipeline Crossing Line Installation (District#3) with Western Farmers Electric Cooperative: NE4 NE4 S12 T28N R2W ending SE4 SE4 S1 T28N R2W, Crossing W Brake Rd.; SE corner S36 T28N R2W ending NE corner S36 T28N R2W, Parallel to S 60th St.; NE4 NE4 S36 T28N R2W ending SE4 SE4 S25 T28N R2W, Crossing W Dry Rd.; SW4 SW4 S30 T28N R1W ending SE4 SE4 S25 T28N R2W, Crossing S 60th St.; SW4 SW4 S25 T28N R2W ending SE4 SE4 S26 T28N R2W, Crossing S 76th St.; SW4 SW4 S26 T28N R2W ending SE4 SE4 S27 T28N R2W, Crossing N 92nd St.; NE4 NE4 S34 T28N R2W ending SE4 SE4 S27 T28N R2W, Crossing N 92nd St.; NE4 NE4 S27 T28N R2W ending SE4 SE4 S22 T28N R2W, Crossing W Peckham Rd.(E0090); NE4 NE4 S22 T28N R2W ending SE4 SE4 S15 T28N R2W, Crossing W Earth Rd.; SW4 SW4 S15 T28N R2W ending SE4 SE4 S16 T28N R2W, Crossing N 108th St.; SE corner S16 T28N R2W ending SW corner S16 T28N R2W, Parallel to W Earth Rd.; SW4 SW4 S16 T28N R2W ending SE4 SE4 S17 T28N R2W, Crossing S 124th St.; SW4 SW4 S16 T28N R2W ending NW4 NW4 S21 T28N R2W, Crossing W Earth Rd. with a Stub Pole, Guy Wires and Anchors parallel to County Road S 124th St.; SW corner S16 T28N R2W ending SW corner S9 T28N R2W, Parallel to County Road S 124th St. and crossing W. Fork Rd.; SW4 SW4 S9 T28N R2W ending SE4 SE4 S8 T28N R2W, Crossing S 124th St.; SW4 SW4 S8 T28N R2W ending SE4 SE4 S7 T28N R2W, Crossing N 140th St.; SW4 SW4 S7 T28N R2W ending SE4 SE4 S12 T28N R2W, Crossing 156th St. (N3110); SW4 SW4 S6 T28N R2W ending SE4 SE4 S1 T28N R3W Grant County, Crossing 156th St. (N3110). Skidmore told everything was in compliance and explained the lines would go through school property cleaning trees and on private land and he noted all land owners are in agreement. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Commissioner Skidmore asked Clerk Reese if he could continue discussing this matter and Reese said the motion was made and felt the item was closed for further discussion, but she looked to DA Hermanson for official advice. DA Hermanson told Skidmore he could continue to discuss the item because it was still an item on the agenda that stated discussion was allowed.
Commissioner Skidmore told that the state school land declined $135 per rod because they wanted approximately $250 on a 20 year term on three miles on the above permits.
Resolution 16, 17-63 Approving Interlocal Cooperative Agreement for Circuit Engineering District whereas, the BOCC may enter into an agreement with other counties within ACCO District Eight to help carry out the functions delegated by law including, but not limited to, the operation of road maintenance, construction, inspection, purchases and management: Commissioner Shanks said what is on the Agenda is not the same language. Reese said she took the language from the actual Resolution. Shanks said the other counties are signing off on this Resolution and it will be up for discussion at the next CED#8 meeting. Johnson noted he would be attending the meeting on Wednesday. DA Hermanson asked if the other counties are willing to sign even though the wording does not meet statutory requirements. No action was taken.
Motion was made by Skidmore and seconded by Shanks approving the following Kay County Monthly Reports for October 2016: County Clerk; Assessor. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks approving the following Resolutions to Dispose of Equipment: Res#16, 17-71, Court Clerk, three computers and three monitors, returning to AOC. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Skidmore approving the following Resolutions to deposit funds: Res#16, 17-68, Highway Dist#1-$382.58, reimbursement on pipe & 26 ton gravel; Res#16, 17-72, Child Abuse Prevention-$145.20, juror donations. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Commissioner Skidmore asked Commissioner Johnson about the pipe. Johnson told he will provide up to 20 feet of pipe and if additional is needed the land owner would pay the difference. Johnson said that has been his policy from the beginning.
Motion was made by Shanks and seconded by Skidmore approving the following Cash Fund Estimate of Needs and Request for Appropriation: Highway-$1,111,440.79, D#1-$272,371.73; D#2-$734,856.16; D#3-$104,212.90; Highway CBRIF-$18,232.83; Treasurer Mortgage Certification Fee-$475.00; Child Abuse Prevention-$68.20; Cash Improvement-$0.10; Detention Center-$71,491.70; Drug Court-$8,355.82; County Clerk Lien Fee-$474.00; Public Building Authority (PBA)-$1,408.84; PBA-Pioneer Technology Center-$2.27; PBA-Ponca City Schools-$3.48; PBA-Tonkawa Schools-$1.99; County Clerk Preservation Fee-$4,030.00; Assessor Visual Inspection Reimbursement-$635.48; County Sales Tax-$304,555.41; Sheriff Service Fee-$21,940.57; Use Tax-$26,720.24. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Commissioner Skidmore asked if this (Item 22.a) was what the BOCC received monthly. The BOCC discussed the county sales tax and CBRI being down.
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. Commissioner Skidmore noted he closed a road on 16th Street between State Rd. and Judo Rd. because a bridge collapsed.
Bid#2016-33, Roof Replacement DHS Building (bid opened in BOCC meeting 10-31-16): Shanks said he is waiting on a call back from Jim Daugherty from ACCO. Shanks explained the low bid did not have commercial roofing endorsement; second low bid did not meet specifications and was disqualified. The third lowest bid from Wallace Construction going with Alternate 4 as recommended by Ed Owen was discussed in length. He told a total of eight bids were received. Shanks said if they go with that bid that ACCO would pay $98,397.00 and the county would pay approximately $10,000 out of the Public Building Authority account. Johnson and Skidmore recommended going with this bid as recommended by Ed Owen.
Motion was made by Johnson and seconded by Skidmore to Table until they get a final recommendation from ACCO on Bid#2016-33, Roof Replacement DHS Building (bid opened in BOCC meeting 10-31-16).
Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Six month bids for commonly used items: Clerk Reese asked BOCC to review and to let her know if any additions or corrections need to be made before going out for bids.
Motion was made by Shanks and seconded by Skidmore approving to go out bid for bids on the six month bids-commonly used items as follows (Johnson asked for a two week guaranteed delivery be added to Bid#2017-3 for grader blades and Skidmore said he would notify Reese later as to what he wants changed): Bid#2017-1-Ashpalt; Bid#2017-2-Bridge Materials; Bid#2017-3-Grader Blades; Bid#2017-4-Concrete; Bid#2017-5 Road Rock; Bid#2017-6-Culvert Pipe; Bid#2017-7-Office Supplies; Bid#2017-8-Janitorial Supplies. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
DA Hermanson and Commissioner Skidmore stepped out of the meeting (10:20 a.m.). Skidmore returned to the BOCC meeting at 10:30 a.m. and DA Hermanson left.
Motion was made by Shanks and seconded by Skidmore approving Payroll with warrants to be released on November 22, 2016. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Shanks 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 General: 2685, Oklahoma State University, 69.15, Fuel
FY 2016/2017 PURCHASE ORDERS:
2016-2017 Preservation Fee: 4, Underground Vault & Storage Inc, 15.00, Microfilm storage; Serv.Fee: 126, Garcia, John, 300.00, Blanket For Juvenile Transport; 127, Tebow, Alma, 261.00, Blanket For Juvenile Transport; 128, Tebow, Daniel L., 870.00, Blanket For Juvenile Transport; 129, John E. Reid & Associates, 550.00, Registration; 130, Fleetcor Technologies, 1127.10, Blanket For Fuel; Drug Court: 38, Layton, Jennifer, 125.00, Legal expense; 39, Redwood Toxicology Laboratory, 1297.50, ; 40, Omega Laboratories Inc, 66.00, ;41, Redwood Biotech, 1397.50, Supplies; 42, OK Court Services Inc, 414.41, Lodging; 43, OK Court Services Inc, 1005.00, Mileage; 44, Call2
Test, 195.00, Scheduling; 45, Layton, Jennifer, 375.00, Drug Court Attendance; 46, Ball Trophy & Engraving Co., 50.00, Plaques; 47, Gold-N-Treasures, 58.68, Key Fobs; 48, Ramey Price Cutter Supermarkets, 121.29, Blanket for groceries; 49, OK Court Services Inc, 7000.00, Coordinator Fees; Detention Center: 481, Lowes Companies Inc., 192.79, Blanket For Supplies; 482, Crisis Communications Training Svcs, 400.00, Training; 483, Sysco Foods of Oklahoma, 22408.72, Blanket for food; 484, Sysco Foods of Oklahoma, 447.40, Blanket for food; 485, OK Natural Gas, 1077.77, Blanket for gas bill; 486, Finish Line Fuels LLC, 574.61, Blanket For Fuel; 487, Kay Electric Cooperative, 33.00, Blanket for electric bill; 488, Earthgrains Baking Company, 1376.00, Blanket for food; 489, OK Correctional Industries, 3989.49, Furniture; 490, Verizon Wireless, 386.96, Phone; 491, Card Service Center, 469.81, Blanket For Supplies; 492, Farha Wholesale Co., 1446.72, Blanket For Supplies; 493, Locke Auto Parts, 289.30, Belts; General: 804, KSOK, 1500.00, Advertising; 805, Kay County Free Fair Board, 2500.00, Petting zoo; 806, Lowes Companies Inc., 259.44, Blanket For Supplies; 807, Touchtone Communications, 41.44, Long distance; 808, Card Service Center, 616.46, Blanket for out of county; 809, Clearwater Enterprises, 53.07, Natural Gas Service; 810, OK Natural Gas, 114.01, Gas delivery; 811, Kay County Free Fair Board, 483.00, Advertising; 812, KNID, 500.00, Advertising; 813, KWLS Radio LLC, 1550.00, Advertising; 814, Kay County Free Fair Board, 1880.00, Sanitation; 815, Kay County Free Fair Board, 1200.00, Security; 816, Kay County Free Fair Board, 338.00, Radios; 817, AT&T, 60.00, Internet; 818, Spok Inc, 177.67, Pager Service; 819, Dept. of Public Safety, 350.00, Blanket for OLETS Service; 820, Newkirk Herald Journal, 947.16, Blanket for publications; 821, OK Court Services Inc, 2750.00, CSSP; 822, AT&T, 1487.47, Telephone Service; 823, AT&T, 516.21, Monthly phone bill; 824, AT&T, 292.80, Monthly phone bill; 825, AT&T, 30.25, Long distance; 826, Cintas, 192.14, Linen Service; 827, Fusion, 264.16, Phone; 828, Spok Inc, 177.67, Pager Service; 829, Quality Water Service, 26.90, Water; 830, Oklahoma State University, 6143.00, Contractual Services; 831, Election Works, 1330.00, Voting booth; 832, O.M.E. Corporation, 388.45, Mailing Supplies; 833, Kay County Free Fair Board, 3743.49, Judges; 834, Wards Air Conditioning, 100.00, Service call; 835, Wells Plumbing, 335.41, Repairs; 836, Floor Care Specialists, 375.00, Floor Care; 837, Youth Services Of Osage County Inc, 2245.15, Juvenile Detention; 838, Okla. Juvenile Justice SVCS, 3930.94, Juvenile Detention; 839, TM Consulting, 297.50, Switch; 840, Forte, 36.87, E check fees; 841, Gregg Storage Warehouse, 378.00, Delivery charge; 842, Wells Plumbing, 720.00, Plumbing Repairs; 843, AT&T, 9.67, Internet; 844, Holman, Lacie E, 43.20, Mileage; 845, Howard, Cheryl A., 20.52, Mileage; 846, Cline, Holly L, 154.98, Mileage; Health: 169, American Telephone Inc., 104.00, Repairs; 170, Southwest Business Products, 14.89, Pads; Highway: 684, Interstate Battery System Of Tulsa, 357.84, Blanket for parts; 685, Birdwell Refrigeration, 270.00, Repairs; 686, Mike Redding, 498.00, Shale; 687, O Reilly Auto Parts, 72.75, Blanket For Supplies; 688, John Deere Financial, 7461.15, Lease Purchase Payment; 689, KanOkla Networks, 35.00, Internet; 690, Dub Ross Co. Inc., 3272.04, Pipe; 691, Circuit Engineering District #8, 67.00, Signs; 692, Circuit Engineering District #8, 800.00, Posts; 693, Turner Radiator & Air Cond., 125.00, Repairs; 694, Total Com Inc., 250.00, Dispatch & Phone Service; 695, Secretary of State, 10.00, Notary Bonds; 696, Starr Lumber Co., 25.99, Paint; 697, Dolese Bros. Co, 343.00, Rock; 698, Lowes Companies Inc., 18.99, Supplies; 699, Starr Lumber Co., 25.99, Paint; 700, Cross Oil, 489.50, Fluid; 701, Lowes Companies Inc.,168.70, Supplies; 702, Mock Floor Covering, 867.88, Carpet; 703, Blackwell True Value Hardware, 15.99, Sprayers; 704, Southwest Truck Parts, 195.40, 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.
There being no other business, motion was made by Johnson and seconded by Skidmore to adjourn, 11:00 a.m. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Approved this 21st day of November, 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