Monday, May 3, 2004

Newkirk, Oklahoma


The Board of County Commissioners of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, May 3, 2004, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on April 30, 2004 at the Courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Chairman Schieber called the meeting to order.  Those present were as follows:  Dee Schieber, Chairman; Laile Wilson, Vice-Chairman; Wayne Leven, Member; Rog Allen, KACY FM; Jacquelynn Schroeder, Ponca City News; Pat Schieber, Treasurer; Christy Kennedy, Deputy Treasurer; Craig Countryman, Sheriff; Bart Cardwell, OSU Extension Director; Pam Goodno, Kay County Clerk/Secretary; and Carrie Glaser, Deputy County Clerk. 


Motion was made by Wilson and seconded by Schieber approving minutes from the April 26, 2004 meeting.  Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.


Purchase and/or sale of property for storage – No action.


Kay County Drug & Alcohol Policy – No action.


Motion was made by Leven and seconded by Wilson approving resolution depositing funds into the Highway Cash Fund as follows:

            Ponca Iron & Metal, Inc. - $44.80 (ck#623153)

            Sale of scrap metal-District #2

Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (Resolution #3,4-162)


Motion was made by Wilson and seconded by Leven approving resolution depositing funds into the CSSP Cash Fund as follows:

            State of Oklahoma, DOC - $140.50 (wt#100384228)

            March CSSP Reimbursement

Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (Resolution #3,4-163)


The Board resumed their discussion concerning District Court Clerk Glenda Emerson’s request to correct an error pertaining to an AFLAC cafeteria plan deduction.  Pam Goodno, County Clerk, stated that she had talked with Kelli Carothers, AFLAC, on this issue and the discussion she had had with Ms. Emerson.  She stated that in her conversation with Ms. Emerson she had told her that AFLAC would need Board direction prior to making any change, but that she did not say a change would be allowed under IRS regulations.  Ms. Goodno also contacted the district IRS representative and was told that changes could not be made to cafeteria plans without a required family status event that allows for changes.  She also noted that should the change be made Kay County would be responsible for any penalty.  Commissioner Leven noted that he himself had made an error on his deductions and that maybe everyone needed to pay better attention at the annual option period.  Commissioners Schieber and Wilson noted that they each had employees that had made errors and were not allowed to make changes.  All commissioners agreed that everyone makes mistakes but sometimes we just have to live with them and take responsibility for them.  Following discussion, motion was made by Wilson and seconded by Leven that no changes will be allowed on cafeteria plan deductions that are not allowed per IRS regulations.  Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (IRS file)


Bart Cardwell, OSU Extension Director, discussed with the Board issues relating to budgeting and staffing.  He was requesting approval to hire a part-time secretary to replace the half-time secretary until the end of the fiscal year on an as-needed basis and using the excess funds to upgrade computer equipment.  He also provided information that may provide for additional state funding that could decrease the amount of funding for the office for FY2005.  He noted that 1 secretary is not enough for 3 fulltime agents and that he would like to replace the half-time secretary for FY2005 provided funding would be available.  The Board had no problem with his requests.


Motion was made by Schieber and seconded by Leven approving Resolution to Underwrite Acquisition of Right-of-Way and Right-of-Way, Public Utility and Encroachment Agreement between Kay County and ODOT for STP-136C(058)CO, resurfacing a part of old Highway 60.  Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (Project file, Resolution #3,4-164)


The Board discussed the Contract for maintenance of resale properties in Kay County and a request made to increase the fee from $25 to $35 per lot.  Pat Schieber, Treasurer, had received a request from Dennis Schneeberger, current contractor, for an increase due to higher operating costs.  The Board agreed that the increase would be appropriate and would provide a new contract with the negotiated price which would be approved by the Board at a later date.


Craig Countryman, Sheriff, discussed with the Board the pest control service provided at the detention facility.  The vendor provides the service in hallways but does not actually go into the cells.  This area is in need of pest control and Mr. Countryman was requesting input concerning purchase of chemicals and use staff to provide the spraying.  Commissioner Leven said he would check on what chemicals would be needed that could be purchased without a license.  No action was taken.


10:00 a.m. – Bid Openings


Bid #2004-20 – Lease Purchase, Motor Grader


Bids were received as follows:

            Wagner Equipment – Caterpillar 140G S/N 72V-12178 - $48,800.00

            Wagner Equipment – Caterpillar 140G S/N 72V-15142 - $51,300.00

            Northern Equipment – 1994 John Deere 770BH - $35,500.00

            Northern Equipment – 1991 John Deere 770BH - $30,000.00


Motion was made by Leven and seconded by Wilson accepting the bids and approving lease purchase agreements from Wagner Equipment for the 2 Caterpillar 140G Motor Graders, noting that resale value, mechanic’s knowledge for Caterpillar equipment, and interchangeability of parts with current inventory as reasons for acceptance for other than the low bid.  Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (Bid file)


Bid #2004-21 – Lease Purchase, Loader/Backhoe


Bids were received as follows:

            Northern Equipment – John Deere 310SG - $57,846.00

            Northern Equipment – John Deere 310G - $54,272.00

            Warren CAT – Caterpillar 416D – $55,714.00

            Kirby-Smith Machinery – Komatsu WB140-2N - $52,193.00

            Pioneer Equipment Rental – Terex TX760 - $45,987.00


Bids were tabled for review.


Added under new business, motion was made by Leven and seconded by Wilson authorizing Chairman to sign Claim for Reimbursement for additional homestead exemptions for Kay County in the amount of $56,144.10.  Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.  (Claim file)


The following Reports/Correspondence were noted:

ODOT:  Notice of meeting to discuss proposal to reconstruct part of US-77

Riggs, etal:  Dismissal, CJ-2004-03

ACCO:  STP project selection lists for FY2008


The following purchase orders/claims were approved for payment:


Commissioners approved payroll claims, subject to deductions.




CERTIFICATION FEE, MAINT.:  3682, FKM Copier Products-$258.88; 3684, Leach Paper-$43.00; 3739, Southwest Business-$107.15; 3859, SBC-$82.84; TRAVEL:  3897, Christine Kennedy-$39.98; 3898, Rhonda Stephens-$43.18; 3899, Pat Schieber-$149.88; 3900, Pat Schieber-$95.28


EMERGENCY MANAGEMENT AGENCY, MAINT.:  2592, Rogers Oil-$82.43; 3852, SBC-$53.22


GENERAL FUND, MAINT.:  88, USPS Disbursing Officer-$3000.00; 125, Caskey Pest Control-$50.00; 3265, Fuel Managers-$1983.19; 2253, Staples-$29.94; 3306, OSU/CLGT-$20.00; 3429, OSU/CLGT-$20.00; 3792, Leach Paper-$48.84; 3793, Ponca City News-$199.50; 3795, Administrative Services-$15.04; 3803, Page Plus-$144.60; 3854, SBC-$186.32; 3855, SBC-$106.43; 3856, SBC-$110.21; 3867, AT&T-$9.34; 3868, SBC-$81.34; 3869, City of Newkirk-$6472.43; 3873, Quality Water-$23.50; 2476, Quality Water-$22.50; 3882, ThyssenKrupp Elevator-$259.73; 3880, SBC-$283.87; PREMIUMS & AWARDS:  3883, Kay County Jr. Livestock Show-$40.00; TRAVEL:  3876, Natalie Williams-$148.05; 3875, Juli McPeak-$41.82; 3888, Judy Barnes-$23.24; HEALTH INSURANCE:  3827, Flex One-$25.00


COUNTY HEALTH, MAINT.:  3545, West Group-$286.50; 3663, Southwest Business-$111.00; 3788, Anco Services-$1945.00; 3828, Leach Paper-$26.00; 3878, Ponca City Utility Authority-$954.50; 3879, SBC-$394.79  


HIGHWAY FUND, MAINT.:  2826, Houser Hardware-$976.98; 2828, Blackwell True Value Hardware-$34.87; 2924, Pioneer Hydraulics-$113.28; 2926, Locke Auto Parts-$497.33; 2930, Munn Supply-$56.01; 3519, Southwest Truck Parts-$975.26; 2476, Evans & Associates-$326.90; 3309, Lam Communications-$95.00; 3335, Lam Communications-$128.00; 3420, Bruce Wooderson-$498.00; 3695, Leach Paper-$13.00; 3714, Blackwell Auto Parts-$263.01; 3729, Pioneer Equipment Rental-$160.88; 3732, B W Supply-$230.72; 3742, Southwest Truck Parts-$615.46; 3748, Wright’s Machine Shop-$64.60; 3779, Dave Sears-$35.00; 3783, Kelle Oil-$1996.76; 3791, Railroad Yard-$111.65; 3809, Kelle Oil-$544.48; 3857, SBC-$79.84; 3861, Quality Water-$43.92; 3862, ONG-$82.19; 3886, Cellplus Networks-$250.00; 3858, ONG-$74.95; MAJOR PROJECTS:  757, Evans & Associates-$12,350.60


SHERIFF’S JAIL, MAINT.:  2010, Fuel Managers-$80.41; 2707, Scott Hammack, DDS-$882.00; 2708, Houser Hardware-$121.00; 3039, Scott Hammack, DDS-$484.00; 3577, Jackson Boiler & Tank-$4050.00; 3679, Welborn Electric-$243.87; 3802, Dept of Public Safety-$350.00; 3885, Caskey Pest Control-$38.00; CAPITAL OUTLAY:  3720, Joe Cooper Ford-$22,518.00


LIEN FEE, TRAVEL:  3304, Biltmore Hotel-$174.00; MAINT.:  3853, SBC-$106.46


PUBLIC BUILDINGS AUTHORITY, MAINT.:  124, Caskey Pest Control-$42.00


SERVICE FEE, MAINT.:  3665, Speedwell-$134.50; 3721, Blackwell Wrecker Service-$1598.55; 3726, Trim It or Fix It-$270.00




HIGHWAY FUND, MAJOR PROJECTS:  4705, Evans & Associates-$15,643.04 


The following resale claims were noted:




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 Wilson and seconded by Leven to adjourn.   Motion carried:  Schieber, aye; Wilson, aye; Leven, aye.