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2019-06-24 Meeting Minutes

Click here for a printable version of June 24, 2019 Commissioner's Meeting Minutes.

June 24, 2019
Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, June 24, 2019 at 9:00 a.m., date and time duly posted. 
Item #1: Meeting was called to order at 9:00 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 June 17, 2019. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #5: Motion was made by Stephens and seconded by Whitehouse to approve Contracts from AF3 Technical Solutions; Green County Valuation Services Inc.; LandMark GSI for the Assessor; Contract from CSG Fote Payments Inc. for the County Clerk; Transfers $2,500.00 from E1A Salaries OSU Extension Services FY2018-2019 to E2 M&O OSU Extension Services FY2019; $1,103.28 from R4 Gen Gov't/Insurance Commissioners FY2018-2019 to F1A Salaries County Clerk FY2019; Blanket Purchase Orders #7003 - 7016; Purchase Orders #. 2018-2019 CASH VOUCHER EQUIPMENT 6829 WACOM SYSTEMS 78.00; LABOR 6867 WACOM SYSTEMS 35.00; SERVICE 4734 A T & T 41.23; 5364 COX COMMUNICATIONS 186.67; Supplies 6710 JRW INC 1717.00; CO JAIL MAINTENANCE BATTERIES 6760 EMERGENCY POWER SYSTEMS, INC 1082.00; EQUIPMENT 6463 GT DISTRIBUTORS-AUSTIN 1905.76; Maintenance 5143 ALLIED FENCE COMPANY 540.00; MAINTENANCE AGREEMENT 4143 Air Comfort Solutions 1000.00; parts 6241 MORRISON SUPPLY 530.68; 6466 GRAINGER 51.36; Parts & Labor 6845 I-CARE BOBY WORKS 123.79; Repairs 6834 Castle.Com 245.00; SERVICE 5059 WATER QUALITY CONTROL INC 300.00; TIRE REPAIRS 5912 CECIL & SONS 10.00; TIRES 6812 BRISTOW TIRE & AUTO SERV. INC 434.00; Utilities 6866 O G & E 5020.82; 6968 O N G 179.67; CREEK COUNTY EMERGENCY SERVICE 6979 COX COMMUNICATIONS 33.94; E-911 PHASE II SERVICE 6915 A T & T 257.81; Service Call 6833 Castle.Com 3901.00; GENERAL BOCC MINUTES 6807 SAPULPA DAILY HERALD 284.10; BOX RENTAL 6763 POSTMASTER 204.00; COPIER CONTRACT 6187 Standley Systems 81.00; Dog food 5058 FARMERS FEED 80.00; EMPLOYEE ASSISTANCE PROG 6904 COMMUNITYCARE EAP 172.70; EQUIPMENT 6464 GT DISTRIBUTORS-AUSTIN 4764.40; 6467 GT DISTRIBUTORS-AUSTIN 255.49; INSURANCE PREMIUM 6988 COMMUNITY CARE 562.93; 6989 Guardian 110.52; JANITORIAL 5572 ALLIANCE MAINTENANCE 215.00; 6029 Siler, Melissa 55.00; LABOR 6375 Midtown Auto & Diesel Repair Inc 45.00; 6764 GILLILAND, DAVID E 245.00; Law Books & Services 5909 WEST PAYMENT CENTER 1761.97; PEST CONTROL 5374 EMCO TERMITE/PEST CONTROL INC 35.00; POSTAGE 6967 USPS-Hasler 4000.00; Rent 6901 CITY OF BRISTOW 3250.00; Repairs 6914 J D YOUNG 149.00; SERVICE 5085 COX COMMUNICATIONS 16.97; 5094 COX COMMUNICATIONS 152.73; 6561 Elder Water Consulting Inc 165.00; 6608 COX COMMUNICATIONS 169.70; 6865 U S Cellular 64.10; 6978 COX COMMUNICATIONS 143.45; 6980 COX COMMUNICATIONS 67.88; 6984 COX COMMUNICATIONS 35.24; STORAGE 3053 IMAGE NET CONSULTING LLC 1136.78; SUBSCRIPTION 6871 Tulsa World 130.00; Supplies 6182 WESTLAKE ACE HARDWARE 28.27; 6369 Amazon Capital Services 2370.47; 6382 Amazon Capital Services 3840.42; 6430 Amazon Capital Services 1263.86; 6747 OFFICE DEPOT 668.22; 6748 OFFICE DEPOT 225.52; 6832 Amazon Capital Services 459.90; 6836 Merrifield Office Supplies 153.54; 6862 Amazon Capital Services 36.48; 6962 Merrifield Office Supplies 203.01; TIRE REPAIRS 5913 CECIL & SONS 94.95; Training 6808 POLICEONE.COM 495.00; TRAVEL 6016 Self, Nancy 88.65; 6018 Myers, Randi 286.25; WATER 5075 FIZZ-O WATER COMPANY 37.80; 5377 CULLIGAN OF TULSA 26.25; 6908 FIZZ-O WATER COMPANY 25.20; GENERAL ADMINISTRATION ASPHALT 6793 DUNHAM ASPHALT SERVICE INC 21625.52; HAULING 6791 Earl LE Dozer 9201.25; 6792 Griffin Excavating And Dozer Service 4725.00; Repairs 6555 OKLA WHOLESALE OVERHEAD DOORS LLC 1439.00; ROAD MATERIAL 6794 FENSCO INC 5359.00; 6795 DUB ROSS COMPANY 5624.40; SERVICE 6789 GUY ENGINEERING 1373.48; HEALTH LEASE 5682 Pitney Bowes Inc 71.25; Repairs 6711 Advanced Commercial Systems 845.00; SERVICE 5805 Green Country Shredding & Recycling 80.00; Supplies 6293 Merrifield Office Supplies 399.53; 6317 Admiral Express LLC 282.75; 6504 National Pen Company 250.90; 6751 McKESSON 41.19; 6811 ALL MAINTENANCE SUPPLY 180.60; 6823 BAILEYS TEST STRIPS & THERMOMETERS 53.00; 6824 SUMMIT CHEMICAL INC 450.00; TRAVEL 4025 DEARMAN, SHEREE 86.60; 5659 ODENWALD, HEATHER 128.50; HIGHWAY EMPLOYEE ASSISTANCE PROG 6905 COMMUNITYCARE EAP 60.50; EMULSIONS 6192 ERGON A & E INC 735.48; EQUIPMENT 4923 CDW GOVERNMENT INC 85.05; parts 6897 DIAMOND MOWERS INC 1988.82; PIKE PASS FEE 5941 OTA PIKEPASS CENTER 8.25; 6051 OTA PIKEPASS CENTER 84.00; Pipe 6852 LOCKE SUPPLY 21.48; REIMBURSEMENT 6971 Staiger, Christopher Gage 75.00; SERVICE 6194 A T & T 694.85; 6645 A T & T 177.19; TESTING 6909 OKLA DEPT OF AGRICULTURE 50.00; Utilities 6667 O G & E 37.95; HIGHWAY TAX ASPHALT 6788 Greenhill Materials 1014.12; Maintenance 6660 SIGNALTEK 30.00; Parts & Labor 6545 RIVERSIDE FORD TULSA 572.93; 6892 LES S DIESEL SERVICE LLC 329.50; PARTS & SUPPLIES 2871 A-1 MACHINE WORKS INC 1398.50; 5509 Summit Truck Group 1986.70; 6092 DRUMRIGHT TIRE 169.00; 6888 LAMBERTS AUTO SALVAGE 600.00; PIKE PASS FEE 4899 OTA PIKEPASS CENTER 5.95; Utilities 6082 O G & E 456.55; JUVENILE JUSTICE CENTER Service Call 6565 Air Comfort Solutions 711.91; Supplies 6274 VARNERS EQUIPMENT & HARDWARE 25.98; 6599 ICS Jail Supplies Inc 585.00; PLANNING & URBAN DEVELOPMENT COPIER CONTRACT 6433 Standley Systems 146.30; SERVICE 6976 COX COMMUNICATIONS 50.91; Supplies 6869 Merrifield Office Supplies 16.86; 6917 Merrifield Office Supplies 5.99; SHERIFF SERVICE FEES Commissary items 6910 TIGER CORRECTIONAL 463.27; 6911 TIGER CORRECTIONAL 1257.33; FOOD 6903 TIGER CORRECTIONAL 5265.46; 6985 TIGER CORRECTIONAL 5823.70; WR 911 SERVICE 6913 A T & T 2235.96; Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #6: NO 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.
Item #7: DISCUSSION ONLY/NO ACTION of county 911 system consolidation efforts and movement towards next generation 911. Warner stated that they have held two 911 meetings with representative who have p-saps currently. We are discussing the next generation 911 system, along with details of where it will be located, how it will be funded and how it will continue to be maintained. We have had good feedback and interaction so far. We currently have 5 p-saps throughout the County; we are trying to get down to one. There have been concerns with the fees and how will this be financially divided amongst the county. We need to have a lot of education on the process moving forward and what the plan will look like. There has been discussion of a trust being involved, that would consist of nine people that would be the five p-sap holders, Sheriff, Emergency Management, one Commissioner, one Ambulance Representative and one person representing the Rural Fire Departments. Goforth stated we have a lot to discuss with the stake holder, but I feel that we have made progress. It is just not feasible to continue with five. Warner stated we have two models that we are using for information purposes, Rogers County and Muskogee County. They are similar to Creek County. Stephens discussed the paging system concern from the volunteer fire departments. I have spoken to Chris, with Motorola and we are seeing if there is something that could be beneficial in working with our 800 system. We have the best service with the 800 system. Engle asked if Muskogee or Rogers County is comparable in land mass with Creek County. Goforth stated no, we are the 4th or 5th largest when it comes to land mass. Stephens stated we are ahead of the game, since we already have the 800 system in place that can support other technology. Warner stated that the current p-sap holders are Sapulpa, Sheriff, Mannford, Drumright and Bristow. We will continue moving forward with discussion and keep you updated.
Item #8: DISCUSSION ONLY/NO ACTION to consider altering the maximum speed limit on county roads pursuant to 47 O.S. § 11-801(F). Stephens stated he received a call asking what the maximum speed limit was if not posted. I done some research and found out the process we all thought was correct never got followed through with? It has always been stated that the speed limit was 45 mph unless it was posted differently. However, after reading the statue it is 55 mph unless posted and we have to have signage at every highway and interstate leading into the County. We can't find a resolution that is signed nor where information was then given to the Department of Safety or the Department of Transportation. There was discussion of what the conditions allow of a road and what the posted speed limit is. There is a fine in the amount of $294.00 if you are found to have been driving carelessly. Bowling stated there are always unsafe parts of road and that is where you have to be considerate of the conditions of the roads. Warner stated there is a process in lowering the speed limits now, are you saying a resolution was never followed through with before. Stephens stated not that he can find. The process per statue was discussed with the Commissioners. Goforth advised the Commissioner to start with the price and how many signs that would be needed. Stephens stated again I do believe the intent was to be 45 mph throughout the county, but the facts just are not there. The Board discussed that Newt Stephens will work on the costs with the Department of Transportation and Department of Safety, Goforth will work on preparing the resolution and bring the item back before the Board in a week or two.
Item #9: Motion was made by Stephens and seconded by Whitehouse to sign Resolution#2019-63 for property and liability insurance renewal with ACCO for 2019-2020 fiscal year in one payment in the amount of $425,504.00 to be paid from T1A-ALL and R2. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #10: Motion was made by Whitehouse and seconded by Warner to replace one 4 ton and one 20 ton air conditioning system at the Jail to AirCo Service Inc. for a total of $44,307.00, with half being paid from the GA2 Use Tax Account and half to be paid by the Sheriff, per the recommendations of the Sheriff and Paul Farris, as per Title 61 O.S. § 101 - 138. Warner stated that with his inspection of the jail facility about a month ago, there were 3 a/c units down. With these units being over 12 years old, I am in favor of replacing the AC units and getting on a maintenance/replacement plan for the future. With the ages of these units and the amount of money that we keep putting into them to fix, it would just make more sense for a plan over the next two to three years replacing all units. Some of these units are running the R-22, which will be phased out by next year. At the end of the day, we as Commissioners are responsible for the jail, and I don't want the lack of maintaining or replacing units on my back. Don Engle stated he would like to applaud Warner's common sense in this replacement plan, the units are short lived and it would just make more sense to have a program in place. It is just unbelievable the amount of money we have spent trying to fix issues at the jail instead of replacing things. Warner stated he placed the item on the agenda to discuss using the Use Tax money to replace the units, we just covered our increase in the liability insurance and the jail is the biggest liability. Stephens stated his concerns with using the Use Tax money; we have already obligated those funds for the storm damages. With the amounts that District #2 and District #3 have turned in as estimates, I don't know if we will have a Use Tax account left. Warner stated we have about a half of million in District #2 with some of that money coming back to us from FEMA, there was $84,000.00 in District #3 turned in for clearing out ditches with all the tree limbs on Ozark Trail. Stephens stated that with several of District #2 structures still under water what is that going to cost to repair or replace those. Warner stated that we have an 88' long structure under water still and it may take a million to one and half million to fix, but I don't think we will use all the Use Tax funds. There is a little over $2.3 million in the Use Tax currently. Engle stated that he has a carryover account with $1.7 million dollars that could be added to this if needed. Stephens asked where are the funds from and where did they originate, Engle stated he is not sure. Stephens asked if he could get a report of what those funds are so that they could see exactly what he is talking about. Engle stated he wished he could. The Board reviewed the quotes provided by the Sheriff's Office $44,307.00, $59,562.00, $79,741.00 and $83,901.00. The quotes are with taking the units off of the loop, so that it would help regulate the loop so that it can function properly. This is what all three companies' opinions are. Paul Farris asked moving forward are we going to keep taking the units off of the loop? With the quotes received the past administration created the issues we are having with the loop today, by using the acid washes. Farris agreed that taking some of the units off of the loop would help with the ground being cooler, so that the loop could function more efficiently. Stephens stated he thought the intent of the Sheriff receiving the 10% of the money being held by the trust was to be used for issues like these. You would have the money to do the necessary repairs without coming to the Board to ask for the money. Bowling stated you know as well as I do that the jail doesn't operate like it should, it is grossly underfunded and understaffed. Even with the 10% that was given to us, it is not enough to operate the jail. The jail has been neglected for so long and there are a lot of problems that just were never taken care of. There was discussion of the increased use tax and where the increase is truly coming from. Stephens stated he has read the 60 page report and it is from equipment and not online sales. Bowling stated he would like to see that break down. Stephens stated that 90% of the money coming in is from equipment and 10% of it is from sales. Warner stated that if we want to tackle the liability issue, we have to look at the jail and see what we can do as Commissioners. There was discussion of the grinder being down and that it was just replaced. Warner stated we need to get back on track with the ac units. Bowling stated that the national standard for life expectancy of a jail is 3 years to one, so our jail is 40 years old currently using this method and it shows. We are the sixth largest jail in Oklahoma, we have had $130,000.00 worth of damage from the tornado and we have to put that money upfront and hope that we are reimbursed from the insurance. Jana Thomas stated that it is her purchasing opinion that we can move forward with the two units today with the quotes received under $50,000.00 and then let for bid for the remaining units. We can let for bid in phases if need be. Stephens addressed concerns with disconnecting the units from the loop and does the bid cover the removing and fixing the loop when taking units off. Farris stated all bidders addressed that within their bids. Whitehouse asked Bowling if he would be favorable to splitting the cost, Bowling stated any bit helps. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #11: DISCUSSION ONLY/NO ACTION to consider replacing, or repairing and/or upgrading the security system for the Jail. Warner stated that he placed the item on the agenda. I have been told we currently have a bid for $250,000.00 for a new system. I personally think that is too high and we need to get other quotes. This is another piece of equipment that I believe needs to be replaced and upgraded for liability purposes. There was discussion of only a few companies offering the system throughout the Country. The Board stated that the ball in the court of the Sheriff to let for bid and have options of the company doing all the work or having the option to buy the cameras from another company that then will have to work with the operational company for the system and software.
Item #12: Motion was made by Stephens and seconded by Warner to approve Utility Permit from Oklahoma Natural Gas Company per County Specs for natural gas pipeline by boring, size of line ¾" to cross Sahoma Lake Road approximately 1.39 miles W. and 0.58 miles N. of ST HWY 97 and ST HWY 166 further described as 1,259' S. of the NE corner of Section 21 and the NW corner of Section 22 T18N, R11E in District #2. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #13: Motion was made by Warner and seconded by Stephens to sign Resolution#2019-64 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 #14: Motion was made by Stephens and seconded by Whitehouse to sign Resolution#2019-65 to direct the Creek County Treasurer to credit the Creek County General Government Maintenance and Operation Fund (R2) with funds from the Creek County Court Clerk's Office in the amount $1,424.36 to reimburse for utilities, as per 62 O.S. 335, and procedures implemented by the State Auditor's Office. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Public Comment:
Adjournment: Motion was made by Warner and seconded by Stephens at 10:36 a.m. and meet again 7-1-19. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.