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2019-05-28 Meeting Minutes

Click here for a printable version of May 28, 2019 Commissioner's Meeting Minutes.

May 28, 2019
The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Tuesday, May 28, 2019 at 9:00 a.m., date and time duly posted.
Item #1: Meeting was called to order at 9:02 a.m. by Chairman, Leon Warner. Roll Call Warner present, Stephens present, and Whitehouse present.
Item #2: Statement of compliance with open meeting act-Chairman.
Item #3: Commissioner Warner led the Pledge of Allegiance and Stephens Invocation.
Item #4: Motion was made by Stephens and seconded by Whitehouse to approve the minutes of May 20, 2019. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye. A motion was made by Stephens and seconded by Warner to approve the emergency meeting minutes of May 21, 2019. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Abstained.
Item #5: Motion was made by Whitehouse and seconded by Warner to approve January, February and March Monthly Report from Sheriff; Transfers $401.00 from CCA Creek County Commissioners FY2018-2019 to R2 General Gov't/M&O Commissioners FY2019; $86,317.11 from HVAC Gen Gov't/Heat & Air Commissioners FY2018-2019 to R2 Gen Gov't/M&O Commissioners FY2019; $31,597.25 from CDBG-5 Community Develop Block Grant Commissioners FY2018- 2019 to R2 Gen Gov't/M&O Commissioners FY2019;Blanket Purchase Orders #6529 -6547; Purchase Orders #2018-2019 CASH VOUCHER 597, A T & T, 41.23, SERVICE; 598, DYNAMIC RECRUITING SPECIALIST, 826.40, TEMPORARY EMPLOYEE; 599, DYNAMIC RECRUITING SPECIALIST, 826.40, TEMPORARY EMPLOYEE;CO JAIL MAINTENANCE 943, SILVER BULLET PEST CONTROL, PEST SERVICES INC, 220.00, PEST CONTROL; 944, Midtown Auto & Diesel Repair Inc, 120.72, Parts & Labor; 945, Lighting inc, 1259.00, BULBS; 946, Allied/Headrick Plumbing, 337.00, LABOR; 947, 0 N G, 197.33, Utilities; 948, Allied/Headrick Plumbing, 595.00, LABOR; 949, AIRCO SERVICE INC, 228.00, Repairs; COMMUNITY DEVELOPMENT 2, MUNICIPAL EMERGENCY SERVICES, 10000.00, EQUIPMENT; COURTHOUSE REMODEL 11, CREEK CO PUBLIC FACILITIES, 43350.00, Balance Due; FREE FAIR RENTAL 6, HOOVER & HOOVER CONSTRUCTION, 2000.00, Labor & Materials; 7, HOOVER & HOOVER CONSTRUCTION, 14500.00, Installation; GENERAL 2893, Brooks Jeffrey Marketing Inc, 20.00, OVERAGES ; 2894, A & W TOWING, 150.00, TOWING; 2895, MIDWEST PRINTING, 510.00, Supplies; 2896, Merrifield Office Supplies, 102.05, Supplies; 2897, A & M ELECTRIC CO INC, 80.00, Labor & Materials; 2898, AIR COMFORT INC, 242.00, Labor & Materials; 2899, CHARLIES TEES, 31.00, Shirts; 2900, NASCO, 134.40, Supplies; 2901, Brooks Jeffrey Marketing Inc, 30.00, OVERAGES ; 2902, IMAGE NET CONSULTING LLC, 1136.78, STORAGE; 2903, FIZZ-0 WATER COMPANY, 37.80, WATER; 2904, OFFICE DEPOT, 643.91, Supplies; 2905, OSU/CLGT, 375.00, Training; 2906, OSU/CLGT, 125.00, Training; 2907, Green Country Valuation Services, 10750.00, Evaluation; 2908, EMCO TERMITE/PEST CONTROL INC, 300.00, PEST CONTROL; 2909, JOHN DEERE FINANCIAL, 40.87, Supplies; 2910, LIBERTY FLAGS, 84.12, FLAGS; 2911, CREEK CO HOME FINANCE AUTH, 1500.00, LEASE PYMT; 2912, FIZZ-0 WATER COMPANY, 0.80, WATER; 2913, COX COMMUNICATIONS, 34.82, SERVICE; 2914, 0 N G, 122.56, Utilities; 2915, A T & T, 82.67, SERVICE; 2916, COMMUNITY CARE, 562.93, INSURANCE PREMIUM; 2917, Guardian, 110.52, INSURANCE PREMIUM; 2918, CHARLIES TEES, 82.96, Shirts; 2919, A T & T, 47.79, SERVICE; 2920, Tyco Electric Inc, 2678.66,Installation; 2921, ALL MAINTENANCE SUPPLY, 463.70, Supplies; 2922, U S Cellular, 64.04, SERVICE; 2923, EMCO TERMITE/PEST CONTROL INC, 15.00, PEST CONTROL; 2924, DAYS DISCOUNT LUMBER, 119.60, Supplies; 2925, FARMERS FEED, 468.75, Animal bedding; HEALTH 464, WILLIAMS MEDICAL GROUP PRACTICE LLC, 75.00, Medical; 465, , VIP Voice Services, 834.65, SERVICE; 466, Pitney Bowes Inc, 113.02, Supplies; 467, ALERT 360, 102.20, SERVICE; 468, DOTCOM LEASING LLC, 445.00, LEASE; 469, WILLIAMS MEDICAL GROUP PRACTICE LLC, 75.00, Medical; 470, Green Country Shredding & Recycling, 70.00, SERVICE; 471, DeBella, Karen, 24.20, TRAVEL; 472, Talley, Robert, 104.15, TRAVEL; 473, DeBella, Karen, 484.90, TRAVEL; HIGHWAY 1458, OTA PIKEPASS CENTER, 6.20, PIKE PASS FEE; 1459, CREEK CO RURAL WATER 0#2, 55.55, Utilities; 1460, CHARLIES TEES, 393.64, UNIFORMS; 1461, WILLIAMS MEDICAL GROUP PRACTICE LLC, 25.00, DRUG SCREENING; 1462, Yellowhouse Machinery Co, 4500.00, EQUIPMENT; 1463, SAFETY-KLEEN, 267.00, SERVICE; 1464, OTA PIKEPASS CENTER, 68.70, PIKE PASS FEE; 1465, A T & T, 177.19, SERVICE; 1466, U S Cellular, 206.18, SERVICE; 1467, CHARLIES TEES, 67.50, UNIFORMS; 1468, SAPULPA DAILY HERALD, 27.90, PUBLICATION; 1469, A T & T MOBILITY, 24.72, SERVICE; 1470, SNB BANK, 1476.23, BANK PAYMENT; 1471, SOUTHERN TIRE MART LLC, 100.00, parts; HIGHWAY TAX 651, OTA PIKEPASS CENTER, 0.55, PIKE PASS FEE; 652, YELLOWHOUSE MACHINERY, 14.63, PARTS & SUPPLIES; 653, TOTALSIR, 34.50, TESTING; 654, XCESSORIES SQUARED, 801.00, Supplies; 655, QUAPAW COMPANY, THE, 9790.95, ROAD MATERIAL; JUVENILE JUSTICE CENTER 544, Merrifield Office Supplies, 490.64, Supplies; 545, A T & T, 178.23, SERVICE; SHERIFF SERVICE FEES 374, TIGER CORRECTIONAL, 1120.30, Commissary items; WR 911 62, A T & T, 2235.96, SERVICE;. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #6: DISCUSSION of new business. (In accordance with the Open Meetings Act, Title 25 O.S. § 311(A) (9), new business is defined as any matter not known about or which could not have been reasonably foreseen within 24 hours of this meeting. Warner stated with this is not a normality we are used to, in the rebuilding effort for our county. Each district has unique situations, way beyond our normal resources that our district can handle. FEMA will handle some of these efforts, but that is a reimbursement. Just in our district we have a road that servers as a bridge to the Mannford area that is washed out and will cost anywhere from $50,000.00 to $100,000.00. We have 400 trucks out in our county including OG&E, along with private contractors dealing with the extensive damage. We have a lot of down trees, damaged culverts; there is just damage throughout the county. Andrew Goforth spoke to the Board, last week we had a Emergency Meeting to address the Flooding of our roads and bridges there was a waiver that was issued, waiving purchasing codes. Max has since updated that letter to include waivers on what it will now cover, it's going to be a lot of work and a lot of funds, but you have authorization to spend. As far as accounts, we need to use the money as it is intended to be spent. We may need to open up more general accounts to remedy things. As of now, the Governor has declared a State Emergency for storm damage; this one might be hard to meet. But, he has sent declared a new one and that one will be easier to utilize. There was discussion of the FEMA related types of repairs and that we need to get someone on the requesting of funds for Creek County. Stephens stated that we will need to document each project, itemize the needs and separate the costs. We can start naming the projects with GPS locations and title each one, send the po over to Dana and use the Use Tax money to fund this up front. Then we can reimburse the Use Tax with the FEMA money. The Board strictly has the authority over the use tax. FEMA will reimburse 80% of man power and equipment, which is more than the 20% of the cost of your materials. It should be a plus to us. Warner stated the majority of my projects will be with contractor's we have 50-80 projects anywhere from ditch work to roads. Goforth stated we need to anticipate the preparation of FEMA paperwork and track all expenditures of what, where and who it was spent on. We do not have to follow the typical county purchasing; we can get the projects done then worry about payments on the backend. Warner stated we have 7-8 creeks that have come up since the rain and they are filled with brush and brush within the culverts that all has to come out, it's going to be a long term deal. There was discussion that the Governor's Emergency is just for 30 days. Stephens stated we should only be addressing projects that the storm has caused damage within two weeks and not abuse it for things that are from a different effect. Warner we have 10 roads under water currently and holes in roads, it could take six months or more to take care of them. Goforth we are going to have closed roads with unknowns, take your time in correcting them. But, we need to have our priorities that we need done in a 30 day timeframe. Work on emergencies first, but they could change from day to day depending on the emergencies. Whitehouse asked with FEMA don't you have to spend so much in order to qualify, Stephens stated a certain area has to reach that amount. That thresh hold isn't a concern, I think with the disaster relief grants for Broken Arrow and Bixby we will pass that thresh hold. Also, whether or not we receive the money, we still have to do the projects. Goforth stated as of now there are 10 counties that FEMA has opened funding process waived on with the life threatening situation's that are going on. Tandra McClellan, Payroll Clerk stated that if we could make sure we are being descriptive on all purchase orders itemizing everything out, we can enter that information. So, that it will be easier to pull the information at a later time. Goforth stated we need to be consistent with our information providing project numbers and using enough information so that it can be detailed for later paperwork process. There was discussion with Jana Thomas, Purchasing Agent about the District's assigning the project numbers. Suzanne Shirey, Chamber of Commerce thanked the County and the City Emergency Services the for all their hard work with cleaning up from the storms. Things could have been a lot worse. We have Muskogee Creek Nation Arbor Services in town and if you hear of any other funding for downtown keep us in the loop. We will work with the Department of Commerce as well. Also, I would like to thank the Sheriff's Office for all the quick efforts as well. There was discussion if a motion needed to be made to use the Use Tax money for the primary funding of the emergency. Goforth stated that a motion was not necessary; they Board will approve the purchase orders as they come through for payment. There is no action required; it is just an administrative decision.
Item #7: Motion was made by Stephens and seconded by Whitehouse to sign Transcript and Deed on property located in Moccasin Part Lots 31 & 32, Blk 9 located at 1719 E. Dewey Ave, Sapulpa, OK 74066 that was sold on May 20, 2019. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #8: DISCUSSION ONLY/NO ACTION to consider prioritizing small bridge projects under 20 feet and setting funding options. Aaron, Guy Engineering discussed defiant bridges within the county that could possibly be repaired done by the County. Stephens stated if we could put a list together of bridges under 20' we could use our funding to do repairs, hydrology's and utilize our on call services to get input on how we could make the biggest impact with funds we have available. We have $15,000.00 a year for on call services; let's utilize this to help us. Aaron stated that there currently is $13,000.00 left from this fiscal year. I am not sure if our circle map would meet the criteria, due to those being inspected, could we use a force account on those. Aaron stated they would have to review those by case by case bases. There was discussion of an intern if one is available to help work off a list and give us some ideas. Aaron stated there were three interns and if you haven't been contacted yet to have one, then you probably are not receiving an intern to utilize. Stephens we are lucky that we have other funding that we could move forward with and get some done, whether we need to do culverts or boxes and hydrology's done. Aaron stated we are probably looking at structures that are not on the circle map, so we will need GPS or locations so that we can go out and do the analysis for each structure. Warner stated we need to do a top 10 list per district and start with that. There are about 42 total and 34 are located in District #3. Whitehouse stated he could get a list together this week to present June 10, 2019. There was discussion of what lengths that should consider that would make the most impact on the list. We also have to look at the safety issue as well. We need to prioritize anything less than 15 ton up to 30' as well as some that are under 20'. This could bring out some safety issues we were not aware of as well. Warner stated that some of these could be wrapped up in the early item with damage from storms. This will be able to give us an insight on how many people the structures service and that will help with sorting the priorities too. There was discussion of the Use Tax money being used for these repairs.
Item #11: Motion was made by Stephens and seconded by Whitehouse to award Bid#l9-21 Janitorial Services Health Department Bristow and Sapulpa to Clean Scope Cleaning Group LLC per recommendation of the Larry Bergner, Health Department. Bergner stated that Clean Scope was not the lowest bid, but they have had steady decline in services with the lowest bidder Citywide Janitorial. We are not satisfied with Citywide's services that they have been providing. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #12: Motion was made by Stephens and seconded by Whitehouse to award overlay and striping of Health Department parking lot in Sapulpa to Branchcomb Asphalt for $21,750.00 for overlay and $550.00 for striping totaling $22,300.00, as per Title 61 O.S. § 101 - 138. Stephens stated they had done phone quotes and received quotes from Branchcomb Asphalt, Dunham Asphalt and Becco at a no bid. We have two qualified contractors, I have discussed each with Bergner and we are going to go with the lowest bidder. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #9: Motion was made by Stephens and seconded by Whitehouse to Accept Bid#l9-22 3 Month Bridge/HWY Materials and pass for two weeks until 6- 10-19 for review. Bids submitted by Millenial Asphalt, Asphalt & Fuel Supply, Coastal Energy Corporation, Dunham's Asphalt Services Inc., APAC-Central Inc., Wright Asphalt Products Company, Ergon Asphalt & Emulsions Inc., Tulsa Asphalt & Fuel Supply LLC, Quapaw Company, Vance Brothers Inc., B & S Construction & Trucking Co. Inc., Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #10: Motion was made by Stephens and seconded by Whitehouse to Accept Bid #19-23 6 Month Bridge/HWY Materials and pass for two weeks until 6- 10-19 for review. Bids submitted by Tulsa Asphalt & Fuel Supply LLC, T & C Asphalt Materials, Dub Ross Company Inc., Advanced Workzone Service LLC, Leo
Hicks Creosoting Co. Inc. , Dolese Brothers Company, Johnny Carr Grading & Bulldozing Inc., Quapaw Company, Anchor Stone Company, Sunbelt Equipment & Supply Inc., D.P. Supply Company LLC, Dunham's Asphalt Services Inc., Fenso Inc., Custom Products Corporation, Xcessories Squared Development & MFG Inc., Logan County Asphalt Co., Greenhill Concrete, Shelton Redi Mix, APAC-Central Inc., Greenhill Materials, Smithey Environmental, Railroad Yard, Wilson Culverts Inc., Warren Cat. Late Bid received from Asphalt Producers Inc. received at 10: 15 a.m. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #13: WITHDRAWN Discussion and possible action to replace Sue Smittle with Michelle Mc Donald as Receiving Officer for the Creek County Sheriff's Office.-Fred Clark item not needed. 
Item #14: WITHDRAWN Discussion and possible action to replace Sue Smittle with Michelle Mc Donald as Receiving Officer for the Creek County Creek County Justice Center. Fred Clark item not needed.
Item #15: WITHDRAWN Discussion and possible action to replace Sue Smittle with Michelle Mc Donald as Receiving Officer for the Creek County Juvenile Justice Center.-Fred Clark item not needed.
Item #16: Motion was made by Stephens and seconded by Whitehouse to sign contract for medical staffing and administration for Turn Key Health Clinics, LLC per the recommendations of the Sheriff's Office, for the Creek County Criminal Justice Center for 2019-2020 fiscal year. Fred Clark, Deputy stated that there was a 1.95% increase from last year's cost. The cost per month is $28,5 77.17. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #17: Motion was made by Stephens and seconded by Whitehouse to sign Resolution #2019-51 for workers' compensation insurance renewal with AACO for 2019-2020 fiscal year selecting one-time payment option in the amount of $330,885.00. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #18: Motion was made by Stephens and seconded by Whitehouse to approve Utility Permit from BTC Broadband per County Specs for communications fiber optic by boring, size on line 48 count fiber optic, size of casing 1.25" poly to parallel S. 49th W. Ave & 151st St. & 33 & 151st approximately S.E. of HWY 75A further described as 100' E. of Section 16, T17N, R12E in District #1. Stephens stated that they have been out to see if they were in the counties right-of-way there are no fences out there and they are working mostly on Kiefer School property. They are going across the school property down, kicking back over 33rd , then under 151st they have their ODOT permits and they are working outside of ODOT's right-of-way and inside of our right-of-way, they are in a box overhead. I am adding 151st and 3 3rd to their request. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #19: Motion was made by Whitehouse and seconded by Stephens to approve Utility Permit from Oklahoma Natural Gas Company per County Specs for natural gas pipeline by boring, size of line ¾" to cross Sunset Lane approximately 0.39 miles S. & 0.25 miles W. of State HWY 66 and State HWY 117 further described as 517' S. of the N.E. corner of Section 4, Tl7N, RllE in District # 3. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #20: Motion was made by Stephens and seconded by Whitehouse to sign Reso1ution #2019-52 instructing the Creek County Treasurer to credit Creek County General Maintenance and Operations Fund (R2) with funds from the Creek County General Heat & Air (HVAC) in the amount o f $86,317.11, as per 62 O.S. § 335, and procedures implemented by the State Auditor's O ffice. Dana Logsdon, Deputy Commissioner stated that these are funds that were from utility reimbursements from the Court Clerk's. Instead of putting the money back into the account where they were being paid from, they were being placed in a cash account for whatever reason. There were some funds in this account that are for rent of the drive-thru bank that belongs to the Trust and that is being worked out. We have been working with the Clerk's Office and Treasurer's Office on cleaning up the funds for the new chart of account. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #21: Motion was made by Stephens and seconded by Whitehouse to sign Resolution #2019-53 instructing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operations Fund (R2} with funds from the Creek County Commissioners account (CCA} in the amount of $401.00, as per 62 O.S. § 335, and procedures implemented by the State Auditor's Office. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #22: Motion was made by Stephens and seconded by Whitehouse to sing Resolution #2019-54 instructing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operations Fund (R2} with funds from the Creek County Community Development (CDBG-5) in the amount of $31,59 7.25, as per 62 O.S. § 335, and procedures implemented by the State Auditor's Office. Dana Logsdon, Deputy Commissioner stated after speaking with Barbara Albritton, INCOG liaison and some additional research by me, we have no real documentation of where this money came from. Albritton stated that all invoices and bills have been paid. From the best we could tell this money is from 1999, 2000 and 2001 time frame. It is my belief that the money was  a reimbursement that should have been paid back to an account it was initially paid from. Vote as follows: Warner - Aye, Stephens - Aye,
Whitehouse - Aye.
Item #23: Motion was made by Whitehouse and seconded by Warner to sign Resolution #2019-55 instructing the Creek County Treasurer to credit Creek County Commissioners General Fund (R4) with $673.45 for the reimbursement returned by Benefit Resources, Inc. on a monthly basis, pursuant to the monthly report provided by the same. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #24: Motion was made by Stephens and seconded by Whitehouse to sign Resolution #2019-56 directing the Creek County Treasurer to credit the Creek County General Fund (R2} with funds from the Creek County Court Clerk's Office in the amount of $1226.38 to reimburse for utilities, as per 62 O.S. § 335, and procedures implemented by the State Auditor's O ffice. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Public Comment: #1: Warner stated the 911 meeting is postponed to next week. #2: Discussion o f some flooding within the County with the public. Adjournment: Motion was made by Warner and seconded by Whitehouse at 10: 58 a.m. to adjourn and meet again 6- 3-19. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.