The Board of County Commissioners (BOCC) of Kay County, Oklahoma, met in regular session at 9:00 o’clock a.m. on Monday, July 25, 2016, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the meeting was posted for public information on July 22, 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; Brian Hermanson, District Attorney (DA); Christy Kennedy, Kay County Treasurer; Everette Van Hoesen, Kay County Sheriff; Don Jones, Kay County Detention Center Director (KCDC); Kristi Woolley, Oklahoma Juvenile Affairs (OJA); Brenda Dilbeck and Kelsea Work, Oklahoma Court Services; Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Tammy Reese, Secretary/Kay County Clerk. (See sign in sheet). Absent: Paul Skidmore, Member
Chairman Johnson led the Flag Salute.
Motion was made by Shanks and seconded by Johnson approving the regular meeting minutes of July 18, 2016. Motion carried: Johnson, aye; Shanks, aye.
Oklahoma Court Services Report: Brenda Dilbeck introduced Kelsea Work to the BOCC. Ms. Work spoke of the Completed Events-Humane Society Project, 101 Rodeo Parade Clean-up, 101 Wild West Rodeo, Santa’s Helper’s Flea Market, Senior Citizen Hall, Retired Senior Volunteer Program and the Upcoming Projects-Humane Society, Hospice of North Central Oklahoma and Habitat for Restore. Ms. Work also presented photographs of the clients cleaning up at the Humane Society.
Motion was made by Shanks and seconded by Johnson approving Oklahoma Juvenile Affairs Claims for March 2016-$4,999.92 and April 2016-$4,415.10. Motion carried: Johnson, aye; Shanks, aye.
Jail Director Report: Don Jones, KCDCD, presented a report noting 275 as the current head count, 32 arrested and released over the weekend and 94 for the week, arrested and released from July 1, 2016-330, daily average of 277, minimum amount of inmates-268, maximum amount of inmates-285, high for 24 hour period for July 11, 2016-305, nine (9) inmates sentenced to county time, 54 inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). Jones noted the DOC backlog last week was 1,305. The report showed eight (8) weekenders and sanctions, 25 paid contracts with BIA (20) and Bridgeway (5) currently are holding four (4) inmates on writs (prison to court).
Motion was made by Shanks and seconded by Johnson approving Contract by and between the Kay County Health Department and Anco Services, Inc., to provide janitorial services at 433 Fairview, Ponca City and 1706 South Main, Blackwell for the Health Department. DA Hermanson said the contract was fine. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson to Table on Oklahoma State University (OSU) Services Agreement between Kay County and OSU through its Center for Local Government Technology. Whereas, OSU has developed expertise and related technologies, equipment, practices or facilities thereinafter referred to as “Services” in the area of computer software programs, file server and workstation support, technical support and maintenance, data management, file server and backup support (remote & onsite), report generation and support and training to County Assessors. Motion carried: Johnson, aye; Shanks, aye.
Quotes for a new roof on the Emergency Management building: Commissioner Shanks received the following quotes: Heritage Roofing Systems of Oklahoma-Option 1-$3,110.00 (30 year warranty) and Option 2-$3,854.00 (50 year warranty); Adamson Construction-$$2,650.00 (30 year warranty); American Roofing-$2,600.00 (50 year warranty). Johnson asked if we should check on a metal roof to match the courthouse roof and asked for Shanks to get quotes accordingly.
No action was taken on the quotes obtained for a new roof on the Emergency Management building.
Road and Bridge Projects/Circuit Engineering District (CED) No.8 Road and Bridge Projects:
Commissioner Shanks noted his crews have been pulling ditches to protect the roads on Ranch Drive, boom mowing and blading. He noted Bitter Creek bottom job is completed.
Commissioner Johnson stated crews have been blading and hauling material, mowing, boom mowing, spraying road sides and intersections, tree removal and trimming trees and driving roads to straighten up signs and reflectors district wide. He said crews are also hauling dirt to “T” Street Bridge#233 south of Highway 11, putting up detour signs on Brake and Longwood Rd. and filling in holes in concrete on Pecan Rd. north of Kildare. Johnson told P&K Equipment held training on operating a skid steer.
Motion was made by Johnson and seconded by Shanks approving 324A ODOT Claim Form for the crack seal machine (sign payment to Jo-Co Equip), Dist#1. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson approving to go out for bid specifications and plans to resurface Fountain Rd. (BIA Project), Dist#1. Motion carried: Johnson, aye; Shanks, aye.
Purchase materials and labor to rebuild culvert box on Brake Rd., paying for it out of the CBRI account and to be reimbursed by BIA, Dist#1. Johnson said the culvert box has structural cracks and he would like to purchase the materials off the six-month bid list; he said he thought the cost would be around $50-60,000. DA Hermanson said he didn’t think Johnson could purchase the materials off the six-month bid list and then not bid the remainder of the job because it then fell below the $50,000 mark. DA Hermanson told Johnson that he thought the Commissioners could avoid competitive bidding requirements by declaring an emergency, but it would have to be an actual emergency.
No action was taken to purchase materials and labor to rebuild culvert box on Brake Rd., paying for it out of the CBRI account and to be reimbursed by BIA, Dist#1.
Resolution#72-2016 Approving Interlocal Cooperative Agreement with Contiguous Counties (Kay County Res#16, 17-27): DA Hermanson told the BOCC he saw all kinds of problems with the Grant County Resolution’s language. He said it has the wrong statutory reference, it does not meet the requirements that the statute requires and the content is very broad. DA Hermanson will discuss the language with Grant County and get back with the BOCC.
Motion was made by Johnson and seconded by Shanks Tabling for further review by the District Attorney Resolution#72-2016 Approving Interlocal Cooperative Agreement with Contiguous Counties (Kay County Res#16, 17-27). Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson approving a Public Service/Pipeline Crossing Line Installation correction for Frontier Windpower, LLC as follows: SE4 S6 T-Kildare R T27NR2E ending SW4 S5 T-Kildare R T27NR2E, NW Street, Dist#2. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson Tabling Public Service/Pipeline Crossing Line Installation K Power Net, LLC NE4/NE4 S14 T27N R1E ending NE4 S10 T27N R1E, N “U” Str. and W. Brake Rd., Dist#3. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson approving the following Resolutions to deposit: Res#16, 17-26, PBA-$932.66, reimbursement on damages to DHS building caused from hail damage. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson approving the following Transfer of Appropriations: Detention Center Commissary Maintenance & Operations-$4,000.00 to Commissary Capital Outlay. Motion carried: Johnson, aye; Shanks, 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. Motion carried: Johnson, aye; Shanks, aye.
Motion was made by Shanks and seconded by Johnson approving Maintenance & Operation Claims. Motion carried: Johnson, aye; Shanks, aye.
FY 2015/2016 PURCHASE ORDERS:
2015-2016 Serv.Fee: 427, Garcia, John, 315.00, Blanket For Juvenile Transport; 428, Sac & Fox Juvenile Detention, 949.95, Blanket For Juvenile Detentions; 429, Youth Services of Bryan Co., 811.50, Blanket For Juvenile Detentions; 430, Craig Co. Detention Center, 544.64, Blanket For Juvenile Detentions; 431, Fleetcor Technologies, 1085.59, Blanket For Fuel; 432, Tonkawa News, 6.50, Ad; 433, Galls, 471.75, Equipment; County Sales Tax Fund: 1540, Merrifield Office Plus, 406.26, Envelopes; General: 2661, OK Natural Gas, 114.01, Blanket for gas; 2662, Ponca City News, 465.10, Blanket for publications; 2663, Elite Advertising, 423.72, Advertising; 2664, Ultra Brite Lightz, 1175.89, Lights; Health: 514, Legg, Jennifer, 71.28, Travel; 515, Language Line Services, 646.04, Service; 516, STC, 96.00, Copier maintenance; 517, Allen, Jeanine, 43.20, Travel; 518, Legg, Jennifer, 71.28, Travel; 519, Ponca City Utility Authority, 2262.03, Billing; 520, AT&T Mobility, 248.93, Billing; 521, Southwest Business Products, 229.10, Supplies; 522, Pitney Bowes Inc., 280.44, Supplies; 523, Walmart Community BRC, 557.00, Equipment; 524, Phil Howe Plumbing, 387.74, Repairs; Highway: 2187, AT&T, 222.92, Long distance; 2188, City of Blackwell, 464.39, Electric & Water Usage; 2189, G & B Auto, 672.36, Tires
FY 2016/2017 PURCHASE ORDERS:
2016-2017 Lien Fee: 1, Vyve Broadband, 34.28, Cable; PBA: 1, Venus, Debra, 975.00, Contractual Services; 2, Ultimate Pest Management LLC, 44.00, Pest Control; Reimburse: 5, Dell Inc, 1124.09, Computer; 6, Merrifield Office Plus, 159.30, Toner; 7, Southwest Business Products, 230.42, Toner; Serv.Fee: 13, G & B Auto, 39.00, Blanket For Vehicle Maintenance; Detention Center: 79, Standley Systems, 286.25, Copier contract; 80, Fuelman Of Oklahoma, 122.95, Fuel; 81, Fuelman Of Oklahoma, 178.62,Fuel; 82, Finish Line Fuels LLC, 221.69, Fuel; 83, Cards Service Center, 288.10, Expenses; 84, Lampton Welding, 206.10, Gases; 85, Cross Match Technologies Inc, 1827.32, Maintenance Agree.; 86, ACCO-SIF, 61017.00, Insurance; 87, Grainger, 240.81, Lights; 88, OK State Auditor & Inspector, 2682.50, Audit Expense; 89, Clifford Power Systems, 4172.00, Maintenance Agree.; 90, Merrifield Office Plus, 284.00, Office Supplies; General: 147, AT&T, 59.84, Phone bill; 148, Vyve Broadband, 34.28, Cable; 149, ACCO-SIF, 184165.00, Insurance; 150, ACCO-SIG, 128768.00, Insurance; 151, Top Secret Document Destruction Svcs, 42.00, Shredding; 152, Galaxie Business, 33.22, Blanket For Copier Maintenance;153, Kellpro Computer, 2227.00, Blanket for Software Services; 154, Burkes Classic Restoration, 1442.70, Blanket For Vehicle Maintenance; 155, Leach Paper Co., 276.32, Supplies; 156, AT&T, 95.00, Blanket For Phone Services; 157, Southwest Business Products, 81.60, Office Supplies; Health: 1, Parker Pest Control, 178.00, Pest Control; 2, ANCO Services, 2085.00, Janitorial Services; 3, STC, 44.00, Copier Maint & Overage;4, STC, 58.20, Copier Maint & Overage; 5, STC, 96.00, Copier Maint & Overage; 6, Shred-It USA, 65.75, Blanket for shredding; 7, Merrifield Office Plus, 23.00, Labels; 8, Merrifield Office Plus, 1147.38, Supplies; 9, Locke Supply, 139.56, Supplies; Highway: 99, AT&T, 168.72, Telephone; 100, Geoshack, 237.58, Battery charger; 101, Filter Care Of Missouri, 38.15, Blanket for parts; 102, ACG Materials, 1276.48, Rock; 103, Southwest Business Products, 53.00, Paper; 104, Cross Oil, 2529.09, Fuel; 105, P & K Equipment, 10.95, Parts; 106, Jack Bowker Ford, 409.78, Repairs; 107, Shanks, Jason R, 105.30, CED Meeting
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 Shanks to adjourn, 10:02 a.m. Motion carried: Johnson, aye; Shanks, aye.