The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Tuesday, February 20, 2018, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on February 16, 2018, 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 Jason Shanks called the meeting to order. Those present were as follows: Jack Godberson, Member; Paul Skidmore, Member; Brian Hermanson, District Attorney (DA); Steve Kelley, Kay County Sheriff; Christy Kennedy, Kay County Treasurer; Susan Keen, Kay County Assessor; Cheryl Howard, Kay County Election Board Secretary; Dennis Bonewell, Emergency Management Director; Claude Williams, Taxpayers for Transparency; Tammy Reese, Secretary/Kay County Clerk. (See sign in sheet).
Chairman Jason Shanks led the Flag Salute.
Motion was made by Godberson and seconded by Skidmore approving regular meeting minutes of
February 12, 2018. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Donna Parker, Oklahoma Court Services, presenting the number of community service hour’s defendants are working and the projects they are involved in: Ms. Parker reported new community service clients-19, regular community service clients turned in for the month-55, sanction community service hours completed-735.95 and community service offender completions-13. She told about the completed events held at Camp McFadden, Lake Ponca, Joy of Recovery, My Favorite Things, Humane Society, Ponca City Disc Golf, Friendship Feast, Wheatheart Nutrition, Community Car Care, Habitat Restore, Newkirk Public Library and Celebrate Recovery where clients assist with cleaning, upkeep, etc. Ms. Parker said upcoming events will include Community Car Care, Camp McFadden, Celebrate Recovery, My Favorite Things, Humane Society, Friendship Feast and Wheatheart Nutrition. Newly elected Commissioner Godberson asked questions about supervision, size of groups, etc. DA Hermanson told these are clients who have a suspended sentence and receive community sentencing services.
Motion was made by Godberson and seconded by Skidmore approving Application for Financial Assistance and Affidavit of Financial Inability to Pay ($500). Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Discussion on installing a hand rail in the middle of the stairs leading up to the 2nd floor and the stairs going down into the basement: Clerk Reese said she was asked by a citizen, whose husband fell on the steps leading down the stairs into the basement, to consider installing a hand rail in the middle of both sets of stairs. Commissioner Skidmore said a nice wooden hand rail could be installed on the first floor. It was noted most of the accidents occurred on the downstairs steps and another mentioned possibly putting up more signage noting where the elevators are located.
County Website: It was the consensus of all the officers that a county website was needed. Reese said her office received 33,000 hits in one week on the current website. Commissioner Shanks said his recommendation would be Apprentice Information Systems because they submitted the lowest quote. Sheriff Kelley said he preferred CivicPlus because of the additional security features offered. Commissioner Shanks told we would need an explanation if we didn’t select the lowest bidder and then asked DA Hermanson for an opinion. DA Hermanson said this is not a legal issue. Shanks asked again do we need explanation as to why we are not going with the lowest bidder. DA Hermanson said Civic Plus is more proactive and offers more services. He noted other agencies with the same statutory laws, such as cities and other counties, are using this company; DA Hermanson stated that gives him some comfort.
Motion was made by Skidmore and seconded by Godberson approving and awarding the county website hosting quote to CivicPlus (quotes were originally opened in BOCC meeting on February 5, 2018). Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Discussion continued regarding the advantages of hosting a countywide website. The question was asked regarding what account to pay for the services. Clerk Reese said she was not comfortable continuing discussion since the item had already received a motion and a second and been voted on and was considered to be closed. DA Hermanson said we have not moved to the next item and stated it would be fine to continue discussion. BOCC stated to pay for this website out of general government accounts.
Hiring Kyler Construction to prepare a proposed budget to install a central heat/air system for the courthouse: Chairman Shanks told Kyler Construction will get with a mechanical engineer to figure out the installation and will be able to get within 7% of the cost to install. The cost to hire Kyler Construction is $1,500. Commissioner Skidmore asked if it was necessary to hire Kyler and why we would not just consult with the heating and air people. Shanks said the realm of this job will be huge and he said he is not capable to answer questions regarding the job to be done in an old building with boilers and pipes everywhere.
Motion was made by Shanks and seconded by Godberson approving to hire Kyler Construction at a cost of $1,500.00 to prepare a proposed budget to install a central heat/air system for the courthouse. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects:
Commissioner Godberson stated crews are blading and hauling material to roads district wide, boom mowing, cutting and pulling trees at intersections, cleaning ditches and culvert pipes and poured concrete under bridge on Furguson.
Commissioner Shanks noted crews are working in the shop. He noted on Prentice and Bender Rd. work has been completed and everything on “W” Street has been pulled and now will begin to put on rock and will begin tearing out Bridge 50 on Dry Rd.
Commissioner Skidmore said his crews are cleaning ditches, grading roads, cleaning out trees from the right-of-way and hauling them to the yard on Adobe Rd. Crews are also digging shale and hauling north of Braman on 44 and 60 Street. Skidmore noted crews are continuing to pick up and haul off trash from the roadways and around the bridges. He said he has a truck and grader needing serviced and noted the environmental crew has been out this past week.
Discussion was made between the BOCC and the Sheriff Kelley regarding the trash problems on the road sides, and the fines associated with this situation.
Motion was made by Shanks and seconded by Godberson approving Notice to Proceed allowing River Ridge Construction to begin construction on Bridge 50 (Bid#2018-9), Dist#2. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Construction Contract and supporting documents for Labor and Materials associated with Bid#2018-11, Bridge Project, Dist#3: Two identical contracts were presented, one for labor and one material. DA Hermanson said the contract had been reviewed and approved as to form but needed an amount filled in by Commissioner Skidmore.
Motion was made by Skidmore and seconded by Shanks approving Construction Contract and supporting documents for Labor and Materials associated with Bid#2018-11, Bridge Project, Dist#3. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Questions were still being asked by Skidmore regarding the contracts and Shanks told Commissioner Skidmore he did not need a contract for material. With questions regarding the contracts still being raised DA Hermanson suggested tabling until the questions were resolved.
Motion was made by Skidmore and seconded by Shanks rescinding approving Construction Contract and supporting documents for Labor and Materials associated with Bid#2018-11, Bridge Project, Dist#3. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Motion was made by Skidmore and seconded by Godberson Tabling Construction Contract and supporting documents for Labor and Materials associated with Bid#2018-11, Bridge Project, Dist#3. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Motion was made by Godberson and seconded by Shanks approving the following Kay County Monthly Reports of January 2018: Election Board; Court Clerk. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Motion was made by Shanks and seconded by Godberson approving the following Resolutions to Deposit Funds: Res#17, 18-122, PBA Pioneer Technology Center-$450.00, reimbursement for auditing expenses for June 30, 2017; Res#17, 18-123, Highway Dist#3-$5,600.00, auction sold two road grooms. Motion carried: Shanks, aye; Godberson, 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.] Sheriff Kelley reported due to the weather conditions there have been several wrecks on Interstate at mile marker 228-229 and noted that area has been closed and their rerouting traffic through Blackwell and Braman. He also told the bridges are getting slick.
Commissioner Skidmore and DA Hermanson stepped out of the meeting (9:58 a.m.). At 10:04 a.m. Commissioner Skidmore returned to the meeting and DA Hermanson left to attend court.
Commissioner Shanks and Sheriff Kelley stepped out of the meeting at 10:11 a.m. and Shanks returned at 10:12 a.m. Commissioner Skidmore stepped out of the meeting at 10:12 a.m. with Sheriff Kelley and both returned at 10:15 a.m.
Motion was made by Godberson and seconded by Shanks approving Payroll with warrants to be released on February 27, 2018 (corrected from Agenda that read January 27, 2018), Blanket Purchase Orders and Maintenance & Operation Claims. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
FY 2017/2018 PURCHASE ORDERS:
2017-2018 Drug Court 73, Call2 Test, 192.29, Scheduling; 74, Roquemore Court Services LLC, 10595, Coordinator Fees; General 1430, Praetorian Digital, 1081, Membership dues; 1431, Oklahoma State University, 6143, Contractual Services; 1432, Embassy Suites - Norman, 190, Lodging; 1433, Reese, Tammy J., 263.3, Travel; 1434, Lewis, Samantha G., 19.24, Meals; 1435, Keen, Susan B., 160.52, Meals; 1436, Comanche County Regional Juvenile Detention Center, 1240, Juvenile Detention; 1437, Merrifield Office Supply, 210.8, Supplies; 1438, Kennedy, Christine, 111.18, Mileage; 1439, Cline, Holly L., 124.26, Mileage; 1440, Law Enforcement System Inc., 1009, Books; 1441, Good Ole Boys Guns & Ammo, 844.24, Ammunition; 1442, Sac & Fox Juvenile Detention, 1034.39, Juvenile Detention; 1443, Bumper To Bumper, 1221.02, Parts; 1444, OK Juvenile Justice SVCS, 960, Juvenile Detention; 1445, Craig Co. Detention Center, 400, Juvenile Detention; 1446, Eastern Okla Youth Services, 3098.76, Juvenile Detention; 1447, Card Service Center, 417.68, Out Of County Expense; Health 278, OKACAA, 275, Training; 279, R.K. Black Inc, 58.2, Maintenance; 280, Language Line Services, 315.66, Translastion; 281, AT&T, 299.2, Phone; 282, City of Blackwell, 326.27, Utility Bill; 283, ANCO Services, 2085, Janitorial Services; 284, Pearson, 134, Forms; 285, Southwest Business Products, 799.92, Equipment; Highway 1118, City of Blackwell, 696.25, Billing; 1119, City of Blackwell, 572.74, Billing; 1120, AT&T, 287.13, Phone; 1121, Davis Sanitation, 55, Trash service; 1122, Deere Credit Inc, 1502.61, Lease; 1123, Pioneer Technology Center, 40, Training; 1124, Sober Brothers, 2990.82, Rock; 1125, S & K Direct Steel LLC, 184, Blades; 1126, Dish, 23.6, Billing; 1127, Locke Supply, 333.92, Heater; 1128, McDonald Computer Services LLC, 159.96, Equipment; 1129, North Central Rebuilders, 42, Repairs; 1130, SNB NA, 4113.38, Lease; 1131, RCB Bank, 3096.08, Lease; 1132, SNB NA, 857.19, Lease; 1133, Caterpillar Financial Services Corp, 3846.88, Lease; 1134, Welch State Bank, 2136.55, Lease payment; 1135, Pioneer Technology Center, 40, Safety course; 1136, Rolling Prairie, 137.05, Parts; 1137, Blackwell Auto Supply, 83.76, Supplies; 1138, G & B Auto Service Inc, 300, Parts; 1139, Custom Action Hydraulics LLC, 541.99, Parts; 1140, Ponca City News, 10, Email host; 1141, Yellowhouse Machinery Co, 1215.95, Parts; Resale 73, Forte, 432, E check fees; SH Svc Fee 279, Tebow, Alma, 794.92, Juvenile Transports; 280, OK Board Of Tests For Alcohol, 84, Recertification; 281, McDonald
Computer Services LLC, 434.89, Maintenance; 282, Petsense, 49.99, Supplies; 283, Security Transport Services, 402.52, Transports; 284,
Action Target, 256.5, Targets
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 Godberson and seconded by Skidmore to adjourn,
10:28 a.m. Motion carried: Shanks, aye; Godberson, aye; Skidmore, aye.
Approved this 26th day of February, 2018.
JASON SHANKS, CHAIRMAN
JACK GODBERSON, MEMBER
PAUL SKIDMORE, MEMBER
TAMMY REESE, COUNTY CLERK
COUNTY OF KAY, STATE OF OKLAHOMA SECRETARY,
BOARD OF COUNTY COMMISSIONERS