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2020-3-2 Meeting Minutes

For a printable version of the March 2, 2020 Meeting Minutes (which includes all content as listed below), click here.

     March 2, 2020

The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, March 2, 2020 at 9:00 a.m., date and time duly posted.

Item #1: Meeting was called to order at 9:00 a.m. by Chairman, Newt Stephens Jr. Roll Call Stephens present, Warner present, and Whitehouse present.

Item #2: Statement of compliance with open meetings act-Chairman.

Item #3: Commissioner Stephens led the Pledge of Allegiance and  Invocation.

Item #4: Motion was made by Warner and seconded by Whitehouse to approve the minutes of February 24, 2020. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #5: Motion was made by Whitehouse and seconded by Warner to approve Blanket Purchase Orders #4973 - 5045; Purchase Orders # 2019-2020 911 Phone FEES 4308 OK COMMUNICATIONS SYSTEMS 221.44; SERVICE 4903 A T & T 44.94; 4930 Verizon Wireless 98.64; 4931 A T & T 549.60; Crt Clk Revolving Supplies 57 Merrifield Office Supplies 222.87; Training 29 OSU-CTP 40.00; General BOCC MINUTES 4776 SAPULPA DAILY HERALD 275.10; 4910 SAPULPA DAILY HERALD 408.75; INSURANCE PREMIUM 4934 Guardian 71.98; LEASE 4852 CREEK CO HOME FINANCE AUTH 1500.00; MAINTENANCE AGREEMENT 3978 XEROX BUSINESS SOLUTIONS SOUTHWEST 50.00; OVERAGES 4913 Brooks Jeffrey Marketing Inc 540.00; PAINT 4787 SHERWIN WILLIAMS 136.04; PEST CONTROL 4274 EMCO TERMITE/PEST CONTROL INC 300.00; 4360 PRO TECH TERMITE& PEST SERVICE 150.00; PUBLICATION 123 SAPULPA DAILY HERALD 51.80; SALARY 3247 OSU CO-OP EXT SERVICE 11738.00; SERVICE 3996 A-1 Refuse 18.00; 4025 PATRIOT SECURITY SYSTEMS INC 15.00; 4294 SHOW INC. 300.00; 4315 SHOW INC. 35.00; 4318 KEIZOR, DONALD 70.00; 4850 Verizon Wireless 1818.96; 4904 COX COMMUNICATIONS 67.88; 4905 COX COMMUNICATIONS 36.37; 4906 COX COMMUNICATIONS 166.42; 4908 COX COMMUNICATIONS 33.94; 4933 Everything Behind The Badge 2000.00; 4938 COX COMMUNICATIONS 36.53; 4953 Waste Management Of Tulsa 161.12; 4954 Waste Management Of Tulsa 282.60; Shirts 4302 CHARLIES TEES 113.00; SUBSCRIPTION 3416 DRUMRIGHT GUSHER 24.00; Supplies 4777 Merrifield Office Supplies 387.05; 4781 Merrifield Office Supplies 33.80; 4803 Merrifield Office Supplies 75.90; TIRES 3773 BRISTOW TIRE & AUTO SERV. INC 523.60; TRAVEL 3657 Self, Nancy 272.21; 4384 OSU-CTP 0.00; Travel/Lodging 4437 Visa 128.67; UTILITIES 4475 COX COMMUNICATIONS 152.73; 4485 COX COMMUNICATIONS 16.97; 4901 O N G 100.45; 4902 O G & E 55.03; WATER 4468 FIZZ-O WATER COMPANY 33.75; 4919 FIZZ-O WATER COMPANY 13.50; Health JANITORIAL 4207 CLEAN SCOPE CLEANING GROUP LLC 1788.00; LEASE 4210 DOTCOM LEASING LLC 445.00; Repairs 4851 Raby Plumbing 207.50; Supplies 4717 Merrifield Office Supplies 469.39; Training 4353 OSU-CTP 80.00; TRAVEL 892 CASWELL, DEBRA 27.55; UTILITIES 4206 CITY OF SAPULPA 350.00; 4211 O N G 101.20; Highway CELL PHONE 4448 U S Cellular 224.92; FUEL 4917 BOWERS OIL CO 1700.08; LEASE PYMT 4524 SNB BANK 1476.23; PARTS AND REPAIR 4617 TULSA CLEANING SYSTEMS 333.51; Registration & Title Fees 4943 SAPULPA TAG OFFICE 85.00; SERVICE CONTRACT 4605 ATLINK SERVICES LLC 324.95; Supplies 2100 Heritage Crystal Clean LLC 355.35; 4032 WALMART CREDIT SERVICES 110.13; 4763 Harbor Freight Tools 82.96; 4797 NORTHERN TOOL & EQUIPMENT 225.96; TRAINING 4368 OSU-CTP 125.00; UTILITIES 4456 O N G 138.08; 4624 O G & E 115.35; 4625 O G & E 371.88; WATER BILL 4936 CREEK CO RURAL WATER D#2 659.35; Hwy-ST FUEL 4401 ETHRIDGE OIL 13036.97; Parts & Service 3735 WARREN CAT 242.57; PARTS & SUPPLIES 4607 CROWN PRODUCTS INC 105.00; 4615 Quality Ford 78.05; ROAD MAT/DIST 3 4442 QUAPAW COMPANY, THE 6579.85; SAND/GRAVEL/ETC 4547 ANCHOR STONE 131.84; SERVICE & SUPPLIES 4506 UniFirst Holdings Inc 225.22; Supplies 3281 GREEN GUARD FIRST AID & SAFETY 208.22; TESTING 3815 TotalSIR 36.50; Jail-ST EQUIPMENT 3061 OKLAHOMA POLICE SUPPLY 954.97; parts 4571 Grainger 100.98; Pipe 3917 GOBOB PIPE & STEEL SALES 841.04; SERVICE 4929 Verizon Wireless 490.95; Supplies 4804 Merrifield Office Supplies 23.80; UTILITIES 4928 O N G 246.96; Juv Dent-ST Food/Supplies 4230 SYSCO 2262.18; Supplies 4663 ICS Jail Supplies Inc 397.92; Utilities 4853 Verizon Wireless 98.64; ML Fee POSTAGE 4171 Neopost/Neofunds 300.00; Planning/Zoning LEASE 4400 Mailfinance 167.11; SERVICE 4907 COX COMMUNICATIONS 50.91; Resale LABOR 4896 WACOM SYSTEMS 25.00; SERVICE 4325 COX COMMUNICATIONS 186.67; Supplies 4388 MIDWEST PRINTING 980.00; 4675 Merrifield Office Supplies 51.96; 4848 Merrifield Office Supplies 46.76; 4937 Merrifield Office Supplies 152.26; SH Commissary Commissary items 4956 TIGER CORRECTIONAL 1807.27; 4957 TIGER CORRECTIONAL 338.21; SERVICE 4932 Everything Behind The Badge 2500.00; Tax Refunds TAX CORRECTION 125 Wells Fargo Bank Attn Refunds/financial Support 5.00. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #6: NO DISCUSSION of new business. (In accordance with the OpenMeetings 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.

Item #7: Motion was made by Warner and seconded by Whitehouse to approve the public sale auction of property located in Southern Heights Lots 17, 18 and 19, BLK 7 to Eli Mapes for $1,297.00 plus $100.00 filing & publication total $1,397.00. There were no other parties present. Vote as follows: Stephens - Abstained, Warner - Aye, Whitehouse - Aye.
     

Item #8: Motion was made by Warner and seconded by Whitehouse to sign Transcript and Deed on property located in Mascho Lots 19 through 24 INC, Blk 2 that was sold in a Public Sale on February 24, 2020. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #9: Motion was made by Whitehouse and seconded by Warner to sign Inter-Cooperative Agreement with Hilltop Homeowners Association AKA Hilltop Rural Road District located in District #3. Whitehouse stated this is just a renewal. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

     

Item #10: Motion was made by Warner and seconded by Whitehouse to sign contract with CastleCom for Bid#20-8 Network Infrastructure Refresh. Stephens spoke to the Board about the new process after awarding of bids, that we put an item on agenda to sign the contract that away Misty and Dana or whoever knows to encumber the purchase orders and it is more transparent. After, awarding the bids in the past, it just went into limbo. This will let everyone know the project is ready to move forward and give the Board knowledge of the completed process. Warner clarified that the contract was for the network refresh and the phone system, Stephens stated yes. There was lengthy discussion of the contingency payment submitted by the vendor. Goforth explained that this is for the unseen, your change orders that might take place. Warner and Stephens had more conversation with Goforth on the different projects and what had been required. Jana Thomas, Purchasing Agent stated in the future we need to look at the differences of a contingency fee, change order, payment or performance bond. We need to make sure that you understand what is required by the bidding process and what each one means. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #11: Motion was made by Warner and seconded by Whitehouse to approve the purchase of one or more 2019 John Deere 60G Compact Excavators from Sourcewell Contract #032515-JDC for District #2 and District #3 subject to the 120-B form being provided by vendor and authorizing the Chairman to sign form. Goforth briefed the Board on this item, last week we started process with the 120-B waiting on approval from the Auditor's office, since the law states that the Auditor's must approve the 120-B form, before the Board can. The law is pretty clear in Title 19, in the process. We have since heard from the Auditor's with a written response stating they are not going to approve the form that they just need to be notified of situation. There is a place on the form for the District Attorney to approve; I am not 100% comfortable to do so, since the law states the process. We need the vendor present with the 120-B terms and conditions accepted and the Sourcewell contract attached to the purchase order. Then I can approve to the legality of the forms. We then will certify mail the documents to the Auditor, along with the written response and keep in files showing we followed their recommended process. Warner stated that the vendor couldn't be here with the short notice and we are in a huge need for this equipment and this keeps getting delayed. Goforth stated that you have the option to buy the equipment out right and bypass the lease purchase side. Stephens stated that we can move forward with this if I understand the Auditor's process. We just need the 120-B form filled out by the vendor then Goforth can approve. The Auditor is just approving it on the backside.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #12: Motion was made by Warner and seconded by Whitehouse to approve using the Use Tax Funds coming in for the remaining fiscal year, separating it as follows 20% going to the Use Tax Fund, 40% going to District #2 and 40% going to District #3. Warner spoke to the Board about the need of more funding for his district as well as District 3. We are beyond normal wear and tear of our roads; with all of the rain we have received I don't have one road in my district that isn't in need of something. We are looking to get some help, we are running out of funds and I think this will help us get some monies through the fiscal year. Bret asked if this was going to be a monthly apportionment of new money coming in or money already received. Warner stated this would be new money coming in. We are trying not to get the fund under $400,000.00 just in case there is an emergency. Bowling expressed that an emergency could come at any time at the jail. Bowling stated we have air conditioner projects coming up. I know the fund is getting low and just want to make sure we are not committing all the funds, just in case of an emergency. Warner we have depleted all our funds and this is not a permanent fix. Stephens stated the balance is about $400,000.00 with outstanding purchase orders currently. Warner stated the use tax is bringing in roughly $60-$80,000.00 a month. Goforth stated we are looking at the next four months of the proceeds being dispersed how the Board chooses. Bowling stated our revenue is pretty steady, but I am concerned with the future being able to pay the bills at the jail. Warner stated he would like to see that the incoming money be split as 20% to the Use Tax, and 80% going to Districts 2 & 3.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #13: Motion was made by Whitehouse and seconded by Warner to sign Resolution#2020-25 removing Sue Smittle for the Creek County Sheriff's Office, Criminal Justice Center, and Juvenile Justice Center and adding Dean Wise as Receiving Officer for Sheriff's General Funds 001-2-0400-1110, 001-2-0400-1320, 001-2-0400-2005, 001-2-0400-4110; Sheriff's Service Fee Funds 1526-2-0400-1110, 1226-2-1110-2012, 1226-2-0400-1110, 1226-2-0400-1310, 1226-2-0400-2005, 1226-2-0400-4110, 1223-2-0400-2005, 12226-2-3500-1110; County Jail Maintenance Funds 1315-5-0400-1110, 1315-2-0400-1310, 1315-2-0400-2005, 1315-2-0400-4110, 1315-2-8034-2005; Juvenile Justice Center Funds 1317-2-0400-1110, 1317-2-0400-2005, 1317-2-0400-4110, 1217-2-0400-2017. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #14: Motion was made by Stephens and seconded by Whitehouse to appoint Leon Warner as new Chairman for the Creek County Safety Committee. Whitehouse stated that with his upcoming appointments, he cannot attend the meetings at this time. Warner stated he has attended several meetings and would sit on the committee if needed. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #15: Motion was made by Whitehouse and Warner to approve Utility Permit from Creek County Rural Water District #1 per County Spec's for 2" service line by boring, size of line 2" poly to cross Slick Rd. approximately .1 mile N. of Slick Rd. & W. 201st St. S. further described as 360' W. of the SW of the SE corner of Section 10, T16N, R10E in District #3. Whitehouse stated they are selling some 10 acre tracts and need to extend line. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #16: Motion was made by Whitehouse and seconded by Warner to approve Utility Permit from Creek County Rural Water District #1 per County Spec's for 2" service line by boring, size of line 2" poly to cross Slick Rd. approximately .2 miles N. of Slick Rd. & W 201st St. S. further described as 1000' N. of the SW of the SE corner of Section 10, T16N, R10E in District #3. Whitehouse stated the same as previous one. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #17: Motion was made by Warner and seconded by Whitehouse to approve Utility Permit from Creek County Rural Water District #1 per County Spec's for 1" service line by open cut, size of line 1" poly to cross 105th St. S. approximately .26 miles E. of S 241st W. Ave & W. 103rd St. S. further described as 1350' E. of the NE of the SW corner of Section 28, T18N, R10E in District #2. Paul Farris stated that they had wanted to start the cut, and I told them it would have to be approved first before work can begin. Warner asked Farris to oversee that they put the road back as it was. Mike Anthamatten verified that road was asphalt and is located within the Woodlands Addition. Stephens stated that you may work out some deal with water district to patch it back to what it was before open cut. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.
     

Item #18: Motion was made by Whitehouse and seconded by Warner to approve Utility Permit from Creek County Rural Water District #1 per County Spec's for 1" service line by boring, size of line 1" poly to cross Slick Rd. approximately .5 miles of Slick Rd. & Indian Rd. further described as 2730' N. of the NE of the SW corner of Section 34, T17N, R10E in District #3. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Public Comment:

#1: Don Engle asked if there was a start date with CastleCom Stephens stated he hasn't heard of one yet. Materials have been ordered and we just initiated our part today.

#2: Johnny Brock asked if the Board prepped in any way for the Corona Virus, Goforth stated that the County Health Department has been in contact with Covey Murray with regular updates and an email was sent out this weekend.

#3: Dana Logsdon reminded everyone of the Blood Drive to be held on Tuesday, March 3, 2020 from 10 a.m. to 4 p.m.

#4: The Board reminded everyone to get out and vote tomorrow.

Adjournment: Motion was made by Stephens and seconded by Whitehouse at 9:48 a.m. to adjourn and meet again 3-9-20. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.