The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, April 10, 2017, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on March 31, 2017, 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 Paul Skidmore called the meeting to order. Those present were as follows: Jason Shanks, Member; Vance Johnson, Member; Brian Hermanson, District Attorney (DA); Susan Keen, Kay County Assessor; Steve Kelley, Kay County Sheriff; Marilee Thornton, Kay County Court Clerk; Don Jones and Harold Hughs, Kay County Detention Center Director (KCDC); Dennis Bonewell, Emergency Management Director; Cheryl Howard, Kay County Election Board Secretary; Kristi Woolley, Oklahoma Juvenile Affairs; Brady Barnes, River Ridge Construction; 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 Paul Skidmore led the Flag Salute.
Motion was made by Johnson and seconded by Shanks approving regular meeting minutes of April 3, 2017 and special meeting minutes of April 5, 2017. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Johnson approving Oklahoma Juvenile Affairs Claim for February 2017 in the amount of $4,155.92. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Jail Director Report: Don Jones, KCDCD, noted 347 as the current head count, 61 arrested and released over the weekend and 132 for the week, arrested and released from April 1, 2017-143, daily average of 325, high for 24 hour period on April 10, 2017 of 352, 15 inmates sentenced to county time, 72 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison), backlog 1578. The report showed 11 weekenders and sanctions, 33 paid contracts with BIA and Bridgeway, currently are holding nine (9) inmates on writs (prison to court) and holding five (5) on purge fees.
Renewing the lease for the Ponca City Court Clerk’s office: DA Hermanson stated Judge Ross asked for this item to be on the Agenda but later stated he would not be coming to BOCC meeting. Kay County Court Clerk Marilee Thornton told the BOCC that her position has not changed due to budgeting facts and said she would not sign to renew the lease.
Motion was made by Shanks and seconded by Johnson approving Reimbursement Claim for Kay County Election Board Secretary Salary for the month of March 2017. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving Chairman to sign Agreement by and between the BOCC and G&C Concrete Co. for remote terminal capabilities with the Kay County Assessor’s office. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
No action was taken on Adoption Agreement for Nationwide Financial Services, Inc. Governmental Volume Submitter 401(A) Plan.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects:
Commissioner Johnson noted his crews were blading, hauling material to roads district wide, boom mowing on Lake Rd. and Hartford, put up bridge-end markers, cleaned out ditch on Ranch Dr., “R” Street and Tower Rd., cleaned out culvert pipes on LA Cann, Furguson and Tower Rd.
Commissioner Shanks noted his crews put in low water crossing on Bridge#250, blacktopped over pipe on River Rd., and will be blading the rest of the week.
Commissioner Skidmore told his crews worked most of the week building the loft in the new shop. Crews moved equipment from Dewey to new yard, removed trees from Hubbard Rd. project, removed debris from low water crossings, painted pipes for new shop building, repaired signs, picked up trash from road sides and graded roads and hauled rock.
Motion was made by Johnson and seconded by Shanks approving a Change Order (piling hole clean-out) for Bridge#250-BIA Project, Dist#2. Shanks explained the rain situation as to why a piling hole clean out was necessary and why a “change order” was in place. He also told the BIA would be paying for the $1,500 clean-out and said mobilization fees would be around $5,000. Clerk Reese asked Shanks if he had paperwork accordingly. DA Hermanson told the BOCC they could move forward with approval but told Shanks he needed in writing the changes that were to be made. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving to go out for bid on 2” asphalt overlay on Rainbow Road with Rainbow Road Property Owners Association providing $38,000 toward project, Dist#1. Johnson said this was an asphalt road that has many bad spots and stated it is cratering and needed repaired. He noted the property owners are contributing $38,000; Johnson said after the bid comes in, and if the amount is an acceptable amount, the county will pay the remaining amount. Shanks asked if this road was on Dist#1 county maintenance and Johnson stated it was and indicated he had several similar situations. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving Road Maintenance/Repair Agreement, Thunder Ranch Wind Farm, LLC. Chairman Skidmore said he has been working long and hard on this and finally able to reach an agreement. DA Hermanson noted the county reserves the right to review all road crossings and line placements by the addendum part of the contract. Johnson noted he only had two miles of road and would agree with Skidmore with what he worked out with the wind farms. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving Road Maintenance/Repair Agreement, Rock Falls Wind Farm, LLC. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
DA Hermanson stepped out of the meeting.
Chairman Skidmore asked if he could go back and discuss more matters on Thunder Ranch Wind Farm and Rock Falls Wind Farm. Clerk Reese said in her opinion the items were closed, but said to ask advice of DA when he returns.
DA Hermanson returned to the meeting.
Skidmore told DA Hermanson he was concerned and wanted to make sure the agreements that were signed were the correct and original finals that were sent. Hermanson told the ones approved were the ones that were emailed to him Saturday morning at 8:02 and 8:04 a.m. and DA Hermanson said he sent them to Assistant District Attorney Billie Chrz for review. Skidmore said he wanted to be sure the agreements were the ones with the updated changes. Hermanson then explained the addendum to each.
Motion was made by Shanks and seconded by Johnson approving to rescind previous motion for purchasing grid roller from the online public auction site (motion originally made in BOCC meeting March 27, 2017). Skidmore stated this is not a commonly used item and it did not sell. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Discussion to purchase the grid roller directly from vendor because the total of the purchase price and delivery costs is less than $15,000.00: Quotes were read as follows: Grid Roller-Tom Cat Sales (California)-$14,572; National Equipment Sales, LLC (Canada)-$13,500; Dan’s Dirt Work (Kansas)-$13,000. Hauling– Madera, California to Blackwell, OK: TJ Potter Trucking-$2,980; 3G Pipe-$13,502; Diemer Construction-$6,616. Hauling- Alberta, Canada to Blackwell, Ok: TJ Potter Trucking-$2,675; 3G Pipe-$5,925; Diemer Construction-$7,024. Hauling-Bogue, KS to Blackwell, OK: TJ Potter Trucking-$875; 3G Pipe-$600; Diemer Construction-$1,148.
Questions arose from BOCC. Why was this being quoted and opened in an open meeting? Clerk Reese mentioned there was a Resolution in place to quote items $500 up to $15,000 and anything over $15,000 was done by a sealed bid. She said direction had been given in writing to handle in this manner by Cindy Bryd, State Auditor and Inspector.
Motion was made by Skidmore and seconded by Shanks accepting the lowest quote from Dan’s Dirt Work from Bogue, KS in the amount of $13,000 for the grid roller and 3G Pipe in the amount of $600 for hauling from Bogue, KS to Blackwell. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving the following Public Service Pipeline Crossing Line Installations applications: Kay Electric Cooperative, SW4/SW4 S11 T28N 1E ending NE4/NW4 S6 T28N R2E, Fork Rd., “U” Str., Bender Rd., Ranch Dr. & Gate Rd., Dist#2; Kay Electric Cooperative, SW4/SW4 S4 T28N R2W ending NW4/NW4 S9 T28N R2W, Bender Rd., Dist#3. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving the following Kay County Monthly Reports for March 2017: Treasurer; County Clerk; County Election Board. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Motion was made by Johnson and seconded by Shanks approving the following Resolutions to Deposit Funds: Res#16, 17-142, Highway Dist#3-$125,354.29, BIA-44th Str. Reconstruction Project. 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 Appropriation with the below noted correction and with no approval on Kay County Home Finance Authority-$3,772.26 at this time: Highway-$475,809.96, D#1-$80,731.00; D#2-$80,705.21; D#3-$314,373.75 (corrected from Agenda that read $189,019.46); Highway-CBRIF-$14,406.00; Mortgage Certification Fee-$580.00; Resale Property-$15,029.09; Cash Improvement-$0.28; Detention Center-$454,596.15; Drug Court-$29,829.74; County Clerk Lien Fee-$334.25; Open Dumping Reward-$63.13; Public Building Authority (PBA)-$1,408.84; PBA-Pioneer Technology Center-$2.13; PBA-Ponca City School-$3.98; PBA-Tonkawa Schools-$495.87; Preservation Fee-$4,035.00; VI Reimbursement-$1,281.94; County Sales Tax-$251,408.41; Sheriff Service Fee-$26,351.52; Use Tax-$31,694.46. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Chairman Skidmore stepped out of the meeting and then returned.
Motion was made by Johnson and seconded by Shanks approving the following Transfer of Appropriations: Highway Dist#3 Maintenance & Operations-$18,000.00 to Capital Outlay. 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 Blanket Purchase Orders and Maintenance & Operation Claims. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
FY 2016/2017 PURCHASE ORDERS:
2016-2017 Reimburse: 32, Pictometry, 2000.00, Software Licenses; Serv.Fee: 297, Quality Water Service, 63.35, Blanket for water; 298, Transunion Risk, 70.60, Blanket for Software Services; 299, Briggs Hardware, 10.98, Paint; 300, Galaxie Business, 62.88, Oil; Drug Court: 89, Redwood Reditest Screening Devices, 1653.80, Supplies;
Detention Center: 1171, City of Newkirk, 9742.53, Blanket for electric bill; 1172, Finish Line Fuels LLC, 880.26, Blanket For Fuel; 1173, McDonald Computer Services LLC, 2000.00, Blanket for repairs; 1174, Turn Key Health Clinics, LLC, 21675.00, Blanket for medical serv; 1175, Card Service Center, 874.61, Blanket For Supplies; 1176, Merrifield Office Supply, 85.39, Supplies; 1177, Johnstone Supply Of Ponca City, 55.81, Parts; 1178, Merrifield Office Supply, 147.00, Books; General: 1897, PCDA City Center, 1416.00, Lease; 1898, J & P Supply, 486.83, Supplies; 1899, J & P Supply, 328.18, Supplies; 1900, Younger-Holmes Electrical Contractors, 1100.90, Electrical Work; 1901, Harrell Automotive & Recovery, 375.00, Blanket For Vehicle Maintenance; 1902, Rogers Oil Co., 174.33, Blanket For Fuel; 1903, Fusion, 243.00, Phone; 1904, Galls, 4.46, Badge; 1905, AT&T, 65.00, Internet; 1906, Rogers Oil Co., 108.45, Fuel; 1907, J & P Supply, 913.62, Janitorial Supplies; 1908, Quality Water Service, 46.90, Water; 1909, City of Newkirk, 4461.88, Utility Bill; 1910, Take Ten Tire, 1951.16, Blanket For Vehicle Maintenance; 1911, Quality Water Service, 26.90, Blanket for water; 1912, Southwest Business Products, 4.40, Supplies; 1913, Galaxie Business, 456.67, Copier contract; 1914, Southwest Business Products, 154.95, Paper; 1915, Merrifield Office Supply, 24.60, Supplies; 1916, TASC, 8750.00, Maintenance; 1917, Kennedy, Christine L., 125.19, Mileage; 1918, Hudson, Christie M, 51.36, Mileage; 1919, AT&T, 65.00, Internet; Health: 364, The Meadows Center For Opportunity, 90.00, Blanket for shredding; 365, Michelle Ailey, 88.55, Travel; 366, Allen, Jeanine, 97.53, Travel; 367, Beaston, Amanda, 40.23, Travel; 368, Cusack, Michele, 18.80, Travel; 369, Mollet, Michelle, 60.25, Travel; 370, Erika Macy, 74.26, Travel; 371, Underwood, Heather N, 37.60, Travel; Highway: 1529, Lowes Companies Inc., 33.34, Blanket for parts; 1530, G & B Auto, 141.00, Blanket for parts; 1531, OK Natural Gas, 26.50, Gas service; 1532, Rural Water District #3, 53.51, Water; 1533, Briggs Hardware, 102.33, Parts & Service; 1534, O Reilly Auto Parts, 10.18, Parts & supplies; 1535, Sober Brothers, 2926.62, Rock; 1536, Action Truck Parts, 495.63, Blanket for parts; 1537, Pioneer Technology Center, 40.00, Training; 1538, ACCO, 95.00, Registration; 1539, Ricks Service Center, 42.50, Repairs; 1540, Blackwell Auto Parts, 6.49, Supplies; 1541, Hercules Tire Sales Inc, 1985.00, Tires; 1542, Yellowhouse Machinery Co, 274.86, Mirrors; 1543, KanOkla Networks, 35.00, Internet; 1544, SNB NA, 1704.06, Lease payment; 1545, RCB Bank, 1814.15, Lease payment; 1546, Deere Credit Inc, 1381.36, Lease payment; 1547, Warren Power And Machinery, 3735.90, Grader Blades; 1548, ACG Materials, 6877.93, Crusher Run; 1549, Hats Auto Supply, 498.07, Blanket for parts; 1550, Yellowhouse Machinery Co, 260.96, Parts; 1551, Farmers Grain Company, 11829.78, Diesel; 1552, Sunbelt Equipment & Supply, 720.00, Beams; 1553, ACG Materials, 2049.99, ; 1554, Take Ten Tire, 6.00, Repairs; 1555, Helena Chemical Co, 117.50, Spray; 1556, Blackwell True Value Hardware, 30.57, Supplies; 1557, Johnson, Vance Howard, 135.89, Travel; 1558, Farmers Grain Company, 7702.06, Fuel; 1559, Galaxie Business, 67.90, Copier Maint & Overage; 1560, Merrifield Office Plus, 61.98, Copy Paper; 1561, Yellowhouse Machinery Co, 738.48, windshield; 1562, Filter Care Of Missouri, 27.35, Filter Service; 1563, P & K Equipment, 39.01, Filters; 1564, Starr Lumber Co., 757.18, Parts; 1565, Sober Brothers, 2996.58, Rock; 1566, Direct Discount Tire, 4713.68, Tires
Blanket purchase order procedures were explained.
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 Skidmore and seconded by Johnson to adjourn, 10:50 a.m. Motion carried: Johnson, aye; Shanks, aye; Skidmore, aye.
Approved this 17th day of April, 2017.
PAUL SKIDMORE, CHAIRMAN
JASON SHANKS, MEMBER
VANCE JOHNSON, MEMBER
TAMMY REESE, COUNTY CLERK
COUNTY OF KAY, STATE OF OKLAHOMA
SECRETARY, BOARD OF COUNTY COMMISSIONERS