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2019-07-29 Meeting Minutes

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July 29, 2019
The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, July 29, 2019 at 9:00 a.m., date and time duly posted.
Item #1: Meeting was called to order at 9:05 a.m. by Chairman, Leon Warner. Roll Call Warner present, Stephens present, and Whitehouse present.
Item #2: Statement of compliance with open meetings 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 July 22, 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 EDJE Web Design LLC for the Fairgrounds and Preferred Business Systems for Health Department; Blanket Purchase Orders #816 - 953; Purchase Orders #2018-2019 CASH VOUCHER 660, CREEK CO COMMISSIONERS, 420.65, WORK COMP PREMIUM; 661, COX COMMUNICATIONS, 186.67, SERVICE; CO JAIL MAINTENANCE 1085, Castle.Com, 75389.50, EQUIPMENT; 1086, AIRCO SERVICE INC, 22153.50, Repairs; 1087, EMERGENCY POWER SYSTEMS, INC, 1672.08, INSPECTION; 1088, Hagar Restaurant Service, 188.00, Parts & Labor; GENERAL 3340, I-CARE BOBY WORKS, 524.14, Parts & Labor; 3341, AIR COMFORT INC, 370.00, Labor & Materials; 3342, SAMS CLUB DIRECT PAYMENT PROCESSING, 1034.18, Supplies; 3343, COX COMMUNICATIONS, 152.73, SERVICE; 3344, Elder Water Consulting Inc, 165.00, SERVICE; 3345, SHOW INC., 300.00, SERVICE; 3346, SAMS CLUB DIRECT PAYMENT PROCESSING, 899.88, Supplies; 3347, COX COMMUNICATIONS, 16.97, SERVICE; GENERAL ADMINISTRATION 24, Castle.Com, 2656.00, Labor & Equipment; 25, Castle.Com, 4891.02, Labor & Equipment; 26, AIRCO SERVICE INC, 22153.50, Repairs; HEALTH 566, WALMART CREDIT SERVICES, 58.88, Supplies; HIGHWAY 1644, TULSA AUTO SPRING CO INC, 365.40, Repairs; 1645, JOHN DEERE GOVERNMENT, 91077.64, TRACTOR ; 1646,CREEK CO CLERK, 93.38, POSTAGE; 1647, WALMART CREDIT SERVICES, 166.13, Supplies; 2019-2020 911 Phone 21, OK COMMUNICATIONS SYSTEMS, 221.44, ACCESS FEES; 22, COX COMMUNICATIONS, 36.57, SERVICE; 23, AT & T, 46.12, SERVICE; CBRI 2, DUNHAM ASPHALT SERVICE INC, 3540.74, ASPHALT; Crt Clk Revolving 9, CREEK COUNTY COMMISSIONERS, 3.02, WORKCOMP PREMIUM; 10, BENNETT, SHERRY A., 500.00, JANITORIAL; Crt Payroll 19, CREEK COUNTY COMMISSIONERS, 205.54, WORKCOMP PREMIUM; Excess Resale 7, ESTATE OF GLENDA ALEXANDER, 2593.20, EXCESS RESALE; 8, ESTATE OF GLENDA ALEXANDER, 4311.03, EXCESS RESALE; General 166, ADVANCED CARE VET HOSPITAL, 438.51, Medical; 167, Safelite Fulfillment Inc, 347.97, Repairs; 168, Midtown Auto & Diesel Repair Inc, 79.41, Parts & Labor; 169, Merrifield Office Supplies, 55.98, Supplies; 170, COX COMMUNICATIONS, 67.88, SERVICE; 171, Merrifield Office Supplies, 858.00, CHAIR{S); 172, BETTIS, SHANNON, 180.00, JANITORIAL; 173, PATRIOT SECURITY SYSTEMS INC, 15.00, SERVICE; 174, A-1 Refuse, 18.00, TRASH SERVICE; 175, OSU COOP EXT SERVICE, 11738.00, Salary/Benefits; 176, CDW GOVERNMENT INC, 85.04, EQUIPMENT; 177, Neopost/Neofunds, 3.07, POSTAGE MACHINE FEE; 178, MIDWEST PRINTING, 315.00, Supplies; 179, COX COMMUNICATIONS, 169.70, SERVICE; 180, lmagenet Consulting LLC, 3280.23, COPIER CHARGES; 181, EMCO TERMITE/PEST CONTROL INC, 300.00, PEST CONTROL; 182, PRO TECH TERMITE& PEST SERVICE, 150.00, PEST CONTROL; 183, Simply Scentsational, 140.00, AIR FRESHENERS; 184, SAPULPA DAILY HERALD, 268.95, BOCC MINUTES; 185, STAPLES BUSINESS ADVANTAGE, 103.49, Supplies; 186, SAPULPA DAILY HERALD, 429.45, BOCC MINUTES; 187, COX COMMUNICATIONS, 176.62, SERVICE; 188, AT & T, 28.49, Utilities; 189, 0 N G, 42.84, Utilities; 190, COX COMMUNICATIONS, 33.34, SERVICE; 191, AT & T, 28.47, Utilities; 192, 0 G & E, 55.25, Utilities; 193, KEIFFER, JONATHAN R., 94.27, TRAVEL; 194, GLADSTONE INC, 450.00, SOFTWARE; 195, SMITH, JUDY A., 29.92, ELECTION/CLERICAL ASSIST; 196, SHOW INC., 30.00, RECYCLE SERVICE; 197, COX COMMUNICATIONS, 36.82, Utilities; 198, VETERINARY DENTAL CENTER, 2800.00, VETINARY SERVICES; Health 11, TATE, DEBBIE, 194.50, TRAVEL; 12, DeBella, Karen, 601.58, TRAVEL; 13, SMITH, BETH, 76.00, TRAVEL; 14, PRO ED, 259.60, Supplies; 15, DOTCOM LEASING LLC, 445.00, LEASE; 16, CITY OF SAPULPA, 242.29, Utilities; 17, CLEAN SCOPE CLEANING GROUP LLC, 1788.00, JANITORIAL; 18, ALERT 360, 105.15, SECURITY MONITOR; 19, Raby Plumbing, 135.00, Repairs; 20, Merrifield Office Supplies, 913.75, Supplies; Highway 109, 0 G & E, 558.58, Utilities; 110, 0 G & E, 120.98, Utilities; 111, WALMART CREDIT SERVICES, 118.68, Supplies; 112, TULSA AUTO SPRING CO INC, 1784.34, Repairs; 113, PATRIOT SECURITY SYSTEMS  INC, 200.00, Repairs; 114, MAGIC REFRIGERATION INC, 2121.00, Ice Machine; 115, WALMART CREDIT SERVICES, 90.24, Supplies; 116, US Cellular, 212.96, SERVICE; 117, AT & T, 28.47, Utilities; Hwy-ST 8, Greenhill Materials, 1042.64, ASPHALT; 9, Reinalt-thomas Corporation, 40.00, Parts & Labor; 10, UniFirst Holdings Inc, 231.06, SERVICE & SUPPLIES; 11, THOMPSON DIESEL INC, 3262.20, Repairs; Jail-ST 55, CREEK CO COMMISSIONERS, 9362.83, WORKCOMP PREMIUM; 56, CREEK ENVIRONMENTAL SOLUTIONS LLC, 2985.00, Labor & Materials; 57, Centerpoint Energy Service Inc, 198.99, Utilities; Juv Dent-ST 43, CREEK CO COMMISSIONERS, 4953.62, WORKCOMP PREMIUM; 44, Castle.Com, 1738.75, Service Call; 45, Castle.Com, 271.25, Maintenance; 46, AT & T, 195.51, SERVICE; 47, 0 NG, 193.76, Utilities; ML Fee 2, OFFICE DEPOT, 438.60, CHAIR(S); Planning /Zoning 5, Merrifield Office Supplies, 43.60, Supplies; 6, COX COMMUNICATIONS, 50.91, SERVICE; RM&P 9, CREEK CO COMMISSIONERS, 11.47, WORKCOMP PREMIUM; Safe Oklahoma - AG 3, CREEK CO COMMISSIONERS, 62.52, WORKCOMP PREMIUM; SH Commissary 11, EMERGENCY POWER SYSTEMS, INC, 977.58, Repairs; 12, CREEK CO COMMISSIONERS, 39.64, WORKCOMP PREMIUM; 13, TIGER CORRECTIONAL, 153.32, Commissary items; 14, TIGER CORRECTIONAL, 1601.30, Commissary items; 15, US POSTMASTER, 275.00, STAMPS; SH Svc Fee 17, TIGER CORRECTIONAL, 6288.80, FOOD/INMATES; 18, CREEK CO COMMISSIONERS, 89.75, WORKCOMP PREMIUM; 19, Amazon Capital Services, 838.77, EQUIPMENT; 20, CREEK CO COMMISSIONERS, 373.02, WORKCOMP PREMIUM; Tax Refunds 1, Diamond Jubilee, 1920.82, TAX  CORRECTION; 2, Diamond Jubilee, 235.68, TAX CORRECTION;. 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 defined as any matter not known about or which could not have been reasonably foreseen within 24 hours of this meeting. Warner asked Stephens if he had made contact with Castle Com? Stephens stated he has reached out to Matt and is waiting on a returned phone call. I have spoken with Tim Quinton and he is good with the idea of getting another voice/opinion on our current system. Warner stated that we had a company several months ago come through to evaluate the current system and I have not heard back from them. Don Engle, Treasurer stated he had spoken to Colby, with VOIP and they have been busy with new installs and will be reaching out to you.
Item #7: Motion was made by Stephens and seconded by Whitehouse to approve Resolution#2019-77 relating to incurring of indebtedness by the trustees of the Creek County Educational Facilities Authority for the benefit of Independent School District No. 20, Creek County, Oklahoma (Oilton Public Schools); authorizing the sale of revenue obligations; waiving competitive bidding with respect thereto and related matters. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #8: Motion was made by Warner and seconded by Stephens to approve closing the paved part of West 251st St. on Friday, August 23, 2019 from 3 p.m. to 9 p.m., Saturday, August 24, 2019 from 7 a.m. to 7 p.m. and Sunday, August 25, 2019 from 7 a.m. to 5 p.m. for a motocross and 4-wheeler race at Stroud Lake. Bob Pearman, Stroud City Manager spoke to the Board about the first time event. We want to make event as safe as possible, so we are asking to close the road coming into the Lake on the Boy Scout side for the time of the event August 24 at 7 a.m. to Sunday, August 25 at 5 p.m. We will be placing signage at 251st St. and 231st St., Shamrock and Milfay Roads will be the detoured route. We will notify the residents affected; we will have EMSA and the Fire Department on site for any emergency that may arise. We have spoken to the residents affected and they are okay with closure. However, we are open to any suggestions and are willing to work with you to make this event happen. Warner stated that Stroud Lake is within Creek County and the roads that access the lake are graveled and not heavily traveled. Stephens addressed concerns with the residents being able to access their property. Pearman the event will only affect one resident; there will be no one in the closed area affected. Warner asked if they have looked at alternatives, because the only way we could close a road for days is with construction related issues. I would be more inclined to approve 12 hours intervals for Saturday and Sunday. Pearman, we have concerns with the opening and closing of the roads, but we will work with what the Board approves. This will be a great event for spectators to watch the event from the lake and the backside of the damn. We are just looking at the safety aspects. Everyone is excited about the event, it is a new track, all competitors will be continuing on the course with their skill, until we reach the final competitors. We are offering campsites for the public and the races as well. Bret Bowling asked if there will be any City Police out patrolling the event, Pearman stated yes, Stroud Police Department will be out. And we will have the Fire Department out at the barricades explaining the road closures. Stephens suggested that they get some 2x4 signs made and get them out for the public to be aware of closure. Warner asked if Pearman was providing the barricades, Pearman stated yes we have some. Warner stated if any additional barricades are needed to contact District #2. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #9: Motion was made by Stephens and seconded by Whitehouse to approve the payment of ACCO Property and Liability Insurance for Fiscal Year 2019-2020, in the amount of $425,504.00, method of payment to be 2/3 of the amount to be paid from R2 General Government M&O and 1/3 of amount to be paid from T2-All HWY Cash M&O-All. There was discussion amongst the Board and Dana Logsdon on how the insurance had been paid in prior years with ½ coming from the General Government R2 account and the Highway T2-All paying the other 1/2. Logsdon stated that we have seen a pretty good increase this year totaling $40,000.00, for excessive claims. Logsdon stated she had spoken to Dusty Birdsong, ACCO and he stated that Creek County has had excessive claims
and that has resulted in higher premiums. There was discussion of the current balance of the T2-All and Logsdon stated she would have to do transfers or pay the ½ that has always been paid from T2-All from each districts T2 accounts. There was discussion of using the GA2 Use Tax Account to pay the shortage or pay the highway's half, I know there is already money being paid from this account due to the storm damage, so I wanted to openly discuss this. The Commissioners stated that there needs to be a breakdown of what the R2 and T2 accounts are paying for. We have nine elected officials and only three are paying the bill, stated Stephens. I don't think it should be just under one umbrella, we need to review this. Warner stated he is not opposed in taking the overage out of the general account and we look at the allocation of the portion more within the budget for next year. Logsdon stated that the excessive claims are coming from the Sheriff's Department; Warner stated they are the biggest part of the claims, which is understandable they are open 24/7 and with the jail we know there will be some. We are looking roughly at a $40,000.00 increase over last year, maybe we need to refigure the amounts with 2/3 coming from the general and 1/3 from the highway or we could use the $70,000.00 that would be taken between the districts and use the Use Tax money. Logsdon stated if the general is going to pay, we will have a short fall on the carryover for next year, but I will do whatever the Board chooses to do. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #10: Motion was made by Warner and seconded by Whitehouse to accept the Creek County Treasurer's Financial Statement for fiscal year 2019. Don Engle, Treasurer stated this is a recap of what has happened this last year and where we are going. The interest we are receiving is up, but it is not really shown in this report. Our interest from this year will far surpass last year's amount of $240,000.00. My first year in office the county had received $14,000.00 in previous year for interest on checking accounts. I have not even stated the cd interest that the county has received. With the increase in the expenses with insurance, maybe we should get quotes from other companies and look at private insurance companies saving us money. Warner asked if there is any way they could review the last couple of years, so we can see the trends and maybe some cost savings on the budget. Engle stated he would love to review them and asked Jennifer Mortazavi, County Clerk if she had copies of the previous year that could be review. Mortazavi stated yes, I will make copies. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #11: Motion was made by Stephens and seconded by Whitehouse to award Bid#20-01 Official Recording System for the County Clerk's Office to Kellpro per the recommendations of Jennifer  Mortazavi. Mortazavi stated that we have reviewed the bid information submitted and had questions for both Kellpro and Tyler Technology. Kellpro has responded to questions and clarified details, as of this morning Tyler Technologies has yet to respond back to email. We needed additional cost breakdowns that were not included in the bid. Tyler was $102,000.00 up front and a little over $19,000.00 per year. A lot of the cost was upfront licensing fees. Kellpro was the lowest bidder and we will have to purchase an additional label maker with the change, but this was something we had to do when we changed before. Warner asked how much information will change over with the new system, Mortazavi stated all data entry information and images will all transfer over, we are not expecting anything to give us issues. We have addressed the redacted images with Kellpro and we are confident that all information will be able to be transferred. There may be some additional cost to be expected, but we are okay with that. We are still currently working on a solution for the website. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #12: Motion was made by Whitehouse and seconded by Stephens to approve Resolution#2019-78 surplussing a HP Pro 3500 desktop PC F218 and a HP Compaq Micro Tower F218.3 and  Resolution #2019-78A disposing of the same to be junked from the County Clerk's Office. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #13: Motion was made by Stephens and seconded by Whitehouse to approve Resolution#2019-79 surplussing a 2008 Ford F150 Extended Cab 4x4 truck VIN#1FTPX14V38FB69217, the truck is equipped with the following noninventoried items 1 Go Rhino Push Bar, 1 Signal Vehicle Products siren switch box and light control switch box serial number 02377 and Resolution #2018-79A disposing of the same by Inter-Governmental transfer to City of Bristow from the Sheriff's Office. Bret Bowling, Sheriff stated the vehicle has a excess of 150,000 miles. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #14: Motion was made by Stephens and seconded by Whitehouse to sign Juvenile Detention contract between Creek County Board of County Commissioners and Okfuskee County for $50.00 per child per day. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #15: Motion was made by Stephens and seconded by Whitehouse to approve Resolution#2019-80 directing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operation Fund (001-1-2000-2005/R2) with funds from the Creek County Court Clerk's Office in the amount of $2,204.11 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.
Item #16: Motion was made by Stephens and seconded by Whitehouse to approve Resolution #2019-81 directing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operation Fund (001-1-2000-2005/R2) with funds from East Central Electric Company for capital credit refunds for the years 1986, 1987, and 2018, in the amount of $82.86 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: NONE
Adjournment: Motion was made by Warner and seconded by Whitehouse at 10:12 a.m. to adjourn and meet again 8-5-19. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.