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2020-5-18 Meeting Minutes

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        May 18, 2020

The Board of County Commissioners of Creek County (BOCC) met in Regular

Session on Monday, May 18, 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 May 11, 2020. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #5: Motion was made by Whitehouse and seconded by Warner to approve April Monthly Reports District Attorney; Contracts from LexisNexis Risk Solutions, Business Imaging Systems Inc. (BIS), Fleet Fueling Management System, Summer One, TM Consulting Inc., Dynamic Recruiting Specialists LLC, Mail Finance, JRV Inc., Financial Equipment Company (DBA), Gster Cleaning for the Treasurer's Office, Blanket Purchase Orders #6282 - 6322; Purchase Orders # 2019-2020 911 Phone Dispatch office supplies 6124 Merrifield Office Supplies 23.00; FEES 6137 DEPT OF PUBLIC SAFETY 300.00; NOTARY 6213 WALKER COMPANIES 95.00; NOTARY APPLICATION 6205 SECRETARY OF STATE 25.00; CBRI MATERIAL 4051 APAC CENTRAL INC 1791.40; 5126 ERGON A & E INC 1021.66; Excess Resale RECORD OWNER 138 The Estate Of Walsie Gutierrez 13418.93; Fair Board CONSTRUCTION SERVICES 5170 HOOVER & HOOVER CONSTRUCTION 11500.00; Labor & Materials 4788 HOOVER & HOOVER CONSTRUCTION 1500.00; General BOCC MINUTES 6086 SAPULPA DAILY HERALD 285.30; 6181 SAPULPA DAILY HERALD 278.85; Dog food 6142 FARMERS FEED 80.00; GPS 6185 ALCOHOL MONITORING SYSTEMS 13.30; INSURANCE PREMIUM 6216 COMMUNITY CARE 607.96; 6217 Guardian 146.59; INTERNET SERVICE 6188 COX COMMUNICATIONS 1035.96; Labor & Materials 4789 HOOVER & HOOVER CONSTRUCTION 10000.00; Law Books & Services 4752 Thompson Reuters- West 1848.01; PEST CONTROL 6206 SILVER BULLET PEST CONTROL, PEST SERVICES INC 100.00; POSTAGE 6218 U S POSTMASTER 166.00; SERVICE 4867 U S Cellular 64.96; Supplies 2990 O'Reilly 32.97; 5166 Merrifield Office Supplies 3.86; 5626 Fastenal 420.00; 6118 Merrifield Office Supplies 42.76; 6200 Merrifield Office Supplies 255.00; TEMPORARY EMPLOYEE 5981 DYNAMIC RECRUITING SPECIALIST 1302.00; UTILITIES 5859 O N G 167.27; 6179 O G & E 137.73; 6180 O G & E 178.06; 6196 EAST CENTRAL ELECTRIC COOP 412.00; 6197 EAST CENTRAL ELECTRIC COOP 350.00; 6201 O N G 258.80; 6202 CITY OF SAPULPA 957.55; 6222 Centerpoint Energy Service Inc 119.83; UTILITIES GAS SERVICES 6186 O N G 121.25; 6187 O N G 4.07; UTILITIES WATER 6140 CITY OF SAPULPA 85.25; VET SERVICES 6138 OKLAHOMA VETERINARY SPECIALISTS 90.00; Health Repair 3637 A & M ELECTRIC CO INC 215.00; SERVICE 5141 , VIP Voice Services 835.00; 5858 Vital Records Control 91.56; Service Call 5905 Clifford Power Systems 782.78; Supplies 6132 Merrifield Office Supplies 232.04; TRAVEL 5145 STRINGFELLOW, ANNA 39.10; UTILITIES 5134 O G & E 180.18; 5138 O N G 124.11; 5726 O G & E 47.48; Highway null 2753 Fastenal 307.04; CABLE INSTALLATION 5956 CDW GOVERNMENT INC 68.53; CONSTRUCTION 5268 MOREHEAD CONSTRUCTION, LLC 20000.00; PARTS/SUPPLIES 3424 OCT EQUIPMENT INC 384.67; 3538 YELLOWHOUSE MACHINERY CO 149.80; PAYMENT 6061 SNB BANK 1556.98; POSTAGE 6221 US POSTAL SERVICE 55.00; SERVICE CONTRACT 5846 EMCO TERMITE/PEST CONTROL INC 65.00; SERVICE & SUPPLIES 5513 UniFirst Holdings Inc 1464.46; TESTING 6078 TotalSIR 36.50; UTILITIES 5498 O G & E 27.27; 6051 O G & E 35.76; 6052 O G & E 256.72; Hwy-ST FUEL 5889 HARRIS OIL CO 6112.45; parts 6087 G W VAN KEPPEL CO 779.42; PARTS 5516 WELDON PARTS-TULSA 112.86; Parts & Labor 5539 WARREN CAT 1468.78; 5744 P & K EQUIPMENT 953.08; 6040 BIXBY RADIATOR INC 628.00; Parts & Service 5515 WARREN CAT 390.50; PARTS & SUPPLIES 4612 HARRIS OIL CO 78.85; 5542 SUMMIT TRUCK GROUP 2193.18; 6090 Amazon Capital Services 59.94; TIRES 5551 Direct Discount Tire 1807.72; 6119 Direct Discount Tire 2629.88; WINDSHIELD 6102 DISCOUNT MOBILE GLASS 295.00; Jail-ST JAIL CLEANING SUPPLIES 6190 Merrifield Office Supplies 73.94; 6191 Merrifield Office Supplies 14.68; JAIL VEHICLE MAINTENANCE 5844 ADVANCED AUTO PARTS 47.93; Lighting 5962 Lighting inc 3173.88; NAT GAS/JAIL 6210 CenterPoint Energy Services Inc 309.60; Network Services 6214 Castle.Com 175.00; SPRINKLER HEADS 6105 FIRETROL 240.00; UTILITIES 6209 COX COMMUNICATIONS 2054.30; UTILITIES WATER 6211 SAPULPA RURAL WATER CO 2135.65; 6212 SAPULPA RURAL WATER CO 41.80; Juv Dent-ST BULBS 5075 A & M ELECTRIC CO INC 33.00; JUVENILE DETENTION 6128 Merrifield Office Supplies 146.65; PEST CONTROL 5235 SILVER BULLET PEST CONTROL, PEST SERVICES INC 280.00; UTILITIES ELECTRIC SERVICE 6203 O G & E 2498.43; Resale Computer Upgrade 5953 WACOM SYSTEMS 450.00; SERVICE 4863 LEXISNEXIS RISK SOLUTIONS 180.00; 6135 TM CONSULTING INC 285.00; SOFTWARE 6195 WACOM SYSTEMS 65.00; Supplies 6134 Merrifield Office Supplies 596.24; RM&P HARD DRIVE 5954 OFFICE DEPOT 127.49; TECH SUPPORT 2506 Imagenet Consulting LLC 1228.00; SH Commissary Commissary items 6192 TIGER CORRECTIONAL 230.94; 6193 TIGER CORRECTIONAL 1617.18; HYGIENE PRODUCTS 5665 BOB BARKER CO 1088.00. Vote as follows: Stephens - Aye, Warner - 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 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 sign Resolution#2020-55 opening section-line right-of-way to the public over approximately ½ mile of the west half of the south section line of Section 5, T18N, R8East located in District #2. Warner stated that the request is from Jason Hoover that has purchased property that is currently landlocked. We have explored all options to be able to access the property; this seems to be the only way. I have spoken to all four landowners, Jason being one and they are all aware of request and have no issues with request. The Board discussed with Jason that this will be a public road that will be open 24/7, accessible to the public and cannot be gated off at any time and that the county will have no interest in the road. Warner stated that Hoover will be responsible for building the road to specs and maintaining the road. Hoover stated that he understands the responsibility. Andrew Goforth, Assistant District Attorney stated that the public notices were mailed to all owners and the proper publications have been published in the newspaper. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #8: Motion was made by Warner and seconded by Whitehouse to award written quotes to replace a 5-ton heat pump on the 4th floor, District Attorney's Area at the courthouse to Air Comfort Inc. for $6,983.00, as per Title 61 O.S. § 101-138. Other quotes received from Quality Heat, Cooling, and Plumbing and LH Construction was a no bid. Stephens asked Jana Thomas, Purchasing Agent if she is good with everything, Thomas stated from what I have reviewed it looks like he has everything that we will need. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #9: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2020-56 surplussing a Oak 3-pc desk Inv#F105.35 15261/15262/15270 County Clerk and Resolution#2020-56A disposing of the same by transferring to the Sheriff's Office. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #10: Motion was made by Warner and seconded by Whitehouse to approve exercising option to upgrade a 2018 John Deere Skid Steer 33-G Skid Steer VIN#1T0333GMVJF340541 to a new 2019 John Deere Skid Steer Compact Tract Loader VIN#1T0333GMHKF359533  with P&K Equipment for District #2. Warner stated this is an option that we have to be able to maintain the warranty on our equipment. We are able to keep equipment new by using this option. Our trade-in has 400 hours and we are getting one with no hours. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #11: Motion was made by Warner and seconded by Whitehouse to sign Resoltuion#2020-57 directing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operations Fund 001-1-2000-2005/R5 with funds from the Creek County Court Clerk's Office for reimbursement of utility payments, in the amount of $92.70, as per Title 62 O.S. § 335, and procedures implemented by the State Auditor's Office. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #12: Motion was made by Warner and seconded by Whitehouse for the Allocation of Alcoholic Beverage Tax to be distributed as follows Bristow $3,404.15, Depew $384.48, Drumright $2,348.30, Kellyville $928.67, Kiefer $1,360.47, Lawrence Creek $121.26, Mannford $2,484.34, Mounds $943.46, Oilton $819.24, Sapulpa $16,591.86, Shamrock $82.81, Slick $106.47. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #13: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2020-58 directing the Creek County Treasurer to credit the Creek County General Government Insurance Fund 001-1-2300-1222/R4 with funds from Benefit Resources, Inc., in the amount of $754.55, as per Title 62 O.S. § 335, and procedures implemented by the State Auditor's Office. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #14: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2020-59 directing the Creek County Treasurer to credit the Creek County Commissioners account (0001-1-2000-1233/R5) workman's compensation in the amount of $15,719.53 with funds received from Creek County Court Clerk's Payroll fund (1211-1-1900-1110/PFCC) in the amount of $186.91,  Treasurer's Cash Voucher Resale fund (1220-1-0600-2005/CV-2) in the amount of $437.08, County Clerk's Preservation Fee fund (1209-1-1000-1130/CCPF-1) in the amount of $3.88,  Assessor's Reval fund (0001-1-1700-1110/H4) in the amount of $352.92, Sheriff County Jail Maintenance Payroll fund (1315-2-0400-1110/CJM1A) in the amount of $9,168.30, Sheriff' Service Fee Payroll fund (1226-2-0400-1110/SSF1A) in the amount of $92.45, Sheriff Service Fee Courthouse Security fund (1226-2-3500-1110/SSF9) in the amount of $390.37, Sheriff E-911 Phase II fund (1201-2-3601-1110/E-91) in the amount of $62.20, Sheriff Juvenile Justice Center Payroll fund (1317-2-0400-1110/JJC1A) in the amount of $5,025.42,4) H4) in  as per 62 O.S. § 335, and procedures implemented by the State Auditor's Office. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #15: Motion was made by Stephens and seconded by Whitehouse to approve Utility Permit from Creek County Rural Water District #2 per County Specs for water service line by boring 35' ditch to ditch, size of line 1", size of casing 2" to cross 15472 S. Oak St. Sapulpa, Ok approximately W. of 161st St. S. & Oak St. further described as 3200' W. of Section 23, T17N, R11E in District #1. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #16: Motion was made by Warner and seconded by Whitehouse to follow Judges Recommendations for the Courthouse with door being locked and deputy or bailiff giving access, both Courthouse and Collins Building will remain having one entrance , being the north entrance, the Collins Building along with any other county buildings will be open to the public and not locked, the Board recommends face coverings in all common area of Collins Building and social distancing, also the County will provide the staff for temperatures being taken one more week. In attendance for discussion were Judge Golden, Farris, and Hammers; Max Cook, District Attorney; Amanda Vanorsdol, Court Clerk; Jonathan Kieffer, Fairgrounds; Covey Murray, Emergency Coordinator; Paul Farris, Project Coordinator; Don Engle, Treasurer; Dana Logsdon, Deputy Commissioner; Rick Selsor, First Deputy District #1; Tandra McClellan, Payroll Clerk; Jana Thomas, Purchasing Agent and Gloria Ware, Deputy Treasurer. Judge Farris spoke to the Board last week after the meeting we had a bar meeting to discuss court house procedures. We have embraced electronic meetings, hearings and the new technology available. We would like to commend Covey Murray on all of his efforts working with us and getting us supplies. We have a plan where we can safely get back to business within the courthouse. We have all the stake holders present today that occupy the building and we all agree with the procedures we are going to discuss today. We would ask that the Courthouse continue to be locked down, but continue to be open for business, a bailiff or deputy will assist any citizen in gaining access, this will prevent large crowds from gathering in the common areas and that we are complying with the Administrative Orders. We are working on radios with Covey so that we can communicate with the deputy or bailiff. We are asking that everyone follow social distancing and have a face covering to enter the building and court rooms. I believe we need to be back open to serve the public, but we need a checkpoint at the door, to prevent the crowds of people that will be coming through the courthouse. June 15, we are expecting a heavy case docket and are working on setting hearings up outdoors at the gazebo for large dockets. We will be having back logs of hearings coming up and are trying to see what is the best way to handle these are going to be. Judge Hammers is also working on having a hearing outside, our court rooms are just so small and we can only hold about thirteen people at a time. Covey has mentioned that if someone needed to access the restrooms, we would allow. We all know that the county does not have adequate supplies to sanitize the courthouse nor do they have the manpower. Sheriff Bowling has agreed to operate the checkpoint with a bailiff or deputy. Bowling stated we are already short on man power with security, I thought the Commissioners would continue to do the temperature taking. Farris stated we have a workable plan for the occupants of the courthouse. Stephens discussed what the procedures would be if it was raining, they would still check in and we would call or text them to come to the door, we would be asking them to wait in their vehicles. Warner asked about the outdoor hearings, Farris stated there are several other counties that are holding these and we are getting information on their process and will have something in place soon. Warner asked what program are they currently using to conduct hearings, Farris stated Blue Jean, all the Judges have purchased subscriptions and we can invite litigants and attorneys can receive and free of charge invite to participate in hearing. The public can also watch or call in to listen to hearing as well. Sheriff Bowling has worked hard to get this in place for us to utilize. We post each days code on the courthouse door and at the jail. They also will have the option to come to the courthouse if needed. Warner asked if there are other counties that are requiring face coverings, Farris stated yes there are several Rogers, Tulsa are two that come to mind. Farris stated we are encouraging all to follow the CDC recommendations of social distancing and face coverings, so that we can stop the spread. We are having our bailiffs call individuals with court dates ahead of time letting them know face coverings are required. Farris stated we do have some surgical masks available for ones that do not have any for now. Stephens discussed the back log that the courthouse will have in the next week or two, phase II was discussed as well with things getting back to normal. Warner asked about the common areas and the gatherings that will be taking place outside. Farris stated they have marked lines for social distancing and will have different lines for different judges for people to wait in. Murray stated he has supplied the courthouse with 195 N-95 masks for the Judges and 400 surgical masks for the courthouse, I have placed an order for more, but are not sure we will get any. Judge Golden spoke to the Board as a member of the Chief Justice Pandemic Committee we have discussed procedures and are working on moving jury trials out until October. We are going to see how other counties handle them and the social distancing that is required. There are 1000 new cases a day in Texas and we have seen spikes out in western Oklahoma, things that will be implemented may have to be changed from time to time. We have large dockets ahead of us and we will remain protective from the public, along with our employees. Tulsa County and others have received grants under the Cares Act that gives them the money to be able to do things that we just don't have the money for. We are working with all Attorneys, litigants and are not trying to exclude anyone from the courthouse. We are just trying to remain safe. The Board discussed the recommendations of the Judges and the differences that the Collins Building has. We do not have the large amount of people that are going through like they have, Stephens stated I think we need to be open and business as usual, I am not a fan of face coverings at all. I have said that all along. Stephens asked Mortazavi what are your thoughts, I am okay with proceeding to be open to the public with the person still taking temperatures at the door. I would ask that the Commissioners ask each office for their procedures they will be implementing in their offices, just so we can all communicate to the public. Dana Logsdon stated that they will be practicing social distancing in the planning office, and we will be limiting the number of people within our office filling out paperwork. Warner stated that the data just isn't there to keep the person at the door. Mortazavi stated I would disagree; we have no data at this time, because we haven't been open to the public. Our office is the only one that has been letting Abstractor's in and Attorney's. So, we really haven't had anyone other than employees. Also, are we still going to just have the one entrance being the north entrance?  Stephens stated we have not discussed that yet. Stephens asked that Mortazavi send an email to all within the Collins building asking for their strategic plan within their office. Don Engle asked about the status on the elevator, Stephens and Paul Farris stated it should be the second week in June before the parts are available. It will be down 4-5 weeks. Engle stated that their tax sale will be June 8 and they will need access to the elevator. Mortazavi stated the procedures that we will have in place for the Treasurer and Assessor with anyone that will not be able to climb the stairs. We will have two separate tables for you to assist them; we will call you when someone is waiting. Stephens asked Logsdon to order six more sneeze guards for those tables, let's have them ready.  Warner stated we only have five active cases in Creek County, no new ones last week and we will have to see how phase II goes, but Creek County is in a good place. I don't think we need the temperature taking, but we should recommend face coverings. The Board reviewed the motion temperature taking ends at noon today, continue to close down courthouse with deputy giving access, and the north doors be the point of entry for the Collins Building and Courthouse, we recommend face coverings and social distancing. Mortazavi stated I don't agree with eliminating the temperature taking at least for this week or maybe next. I will volunteer to pay for the person at the Collins Building for this week out of our cash account; Engle stated he will split the cost. Judge Farris, stated I would agree with Jennifer, we serve people out of state and we really don't know data until we are back open to the public on if it is an effective tool or not. I agree they need to stay in place for one more week to provide that protective measure for the people that work in the buildings. Vanorsdol stated she would pay for the Courthouse temperature person for this week as well. I think it is the best practice to keep them for now. The Board reviewed the final motion. Vote as follows: Stephens - No, Warner - Aye, Whitehouse - Aye.

Public Comment: Stephens commended the Legislators and Sheriff on bill that has passed and is waiting on Governor's signature for appropriated funds for counties and the 20 year retirement for Sheriff's. I know that there has been a lot of work put into this and I want to say great job to Bret! Bowling stated this is a step forward and an incredible thing, but only pertains to new hires moving forward.

Adjournment: Motion was made by Stephens and seconded by Whitehouse at 10:27 a.m. to adjourn and meet again 5-26-20. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.