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2020-6-15 Meeting Minutes

For a printable version of the June 15, 2020 Meeting Minutes (which includes all content as listed below), click here.

        June 15, 2020

The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, June 15, 2020 at 9:00 a.m., date and time duly posted.

Item #1: Meeting was called to order at 9:02 a.m. by Chairman, Newt Stephens Jr. Roll Call Stephens present, Warner present, and Whitehouse absent.

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 Stephens toapprove the minutes of June 08, 2020 and minutes of special meeting held on June 10, 2020. Vote as follows: Stephens - Aye, Warner - Aye.

Item #5: Motion was made by Warner and seconded by Stephens to approve Monthly Reports from Court Clerk and Health Department; Transfer $4,000.00 from 001-1-2200-1130 Pt Time Election Board FY2019-2020 to 001-1-2200-2005 Pt Time Election Board FY2020; $6,000.00 from 001-1-2000-1233 Work Comp/Unemployment Commissioners FY2019-2020 to 001-1-2000-1210 Social Security Commissioners FY2020; $22,415.05 from 1103-6-4000-4030 Co Bridge & Rd Improv HWY FY2019-2020 to 1103-6-4100-4030 CBI-1 HWY $7,471.68, 1103-6-4200-4030 CBI-2 HWY $7,471.68 and 1103-6-4300-4030 CBI-3 HWY $7,471.68 FY2020; $255,230.40 from 1102-6-4000-1110 HWY Cash/Salary-ALL HWY FY2019-2020 to 1102-6-4100-1110 HYW Cash/Salary-Dist#1 HWY $41,000.00, 1102-6-4200-1110 HYW Cash/Salary-Dist#2 HWY $75,673.73, 1102-6-4300-1110 HYW Cash/Salary-Dist#3 HWY $75,348.98, 1102-6-4100-2005 HWY Cash/M&O-Dist#1 HWY $7,702.99,   1102-6-4100-4110 HWY Cap Outlay-Dist#1 HWY $10,000.00, 1102-6-4000-2005 HWY Cash/M&O-ALL HWY $25,523.04, 1102-6-4200-4110 HWY Cap Outlay-Dist#2 HWY $10,000.00, 1102-6-4200-4110 HWY Cap Outlay-Dist#2 HWY $6,000.00, 1102-6-4300-4110 HWY Cap Outlay-Dist#3 HWY $13,981.66 FY2020;  Blanket Purchase Orders #6688 - 6709; Purchase Orders #2019-2020 911 Phone 261, CIMARRON TELEPHONE COMPANY, 1368.57, SERVICE262, Amazon Capital Services, 7.45, Dispatch office supplies263, Castle.Com, 5768.72, Computer Upgrade264, Computer Projects Of Illinois Inc, 288.00, ANNUAL FEE265, OKLA DEPT OF PUBLIC SAFETY, 350.00, FEES; CBRI 51, ANCHOR STONE, 4510.35, MATERIAL; Crt Clk Revolving 86, MIDWEST PRINTING, 180.00, Supplies87, PITNEY BOWES INC, 961.95, LEASE; General 3029, Thompson Reuters- West, 1848.01, Law Books & Services3030, Amazon Capital Services, 15.36, Supplies3031, Merrifield Office Supplies, 2054.00, Desk3032, FIZZ-O WATER COMPANY, 27.00, WATER3033, Amazon Capital Services, 1669.95, Supplies3034, Green Country Valuation Services, 21000.00, REVAL EXPENSES 3035, Green Country Valuation Services, 18750.00, REVAL EXPENSES 3036, SCOVIL & SIDES HDWE CO, 129.00, Supplies3037, Amazon Capital Services, 316.00, Supplies3038, SAPULPA DAILY HERALD, 517.20, PUBLICATION3039, EMCO TERMITE/PEST CONTROL INC, 2400.00, PEST CONTROL3040, SAPULPA DAILY HERALD, 286.20, BOCC MINUTES3041, O G & E, 410.90, UTILITIES3042, Centerpoint Energy Service Inc, 90.92, UTILITIES3043, Amazon Capital Services, 41.91, Supplies3044, CITY OF SAPULPA, 757.91, UTILITIES3045, O G & E, 194.00, UTILITIES3046, O G & E, 295.32, UTILITIES3047, Merrifield Office Supplies, 327.01, Supplies3048, GOOD SHEPHERD EPISCOPAL CHURCH, 275.00, Rent3049, Intab, 876.74, Supplies3050, JACK YOUNG GLASS CO, 354.00, GLASS3051, Auto Enhancers, 50.00, WINDOW TINT3052, Castle.Com, 3886.80, Server Maintenance3053, TIMECLOCK PLUS, LLC, 4384.00, TIME CLOCK/3054, SPECIAL-OPS UNIFORMS, 41.86, UNIFORM & ACCESSORIES3055, VETERINARY DENTAL CENTER, 3031.74, VETINARY SERVICES3056, M & M MICRO SYSTEMS INC, 3500.00, SOFTWARE/SERVICE AGREEMENTS3057, VERIZON CONNECT NWF,INC, 16.45, FEES3058, ALCOHOL MONITORING SYSTEMS, 10.64, GPS3059, CITY OF SAPULPA, 119.97, UTILITIES WATER3060, Brooks Jeffrey Marketing Inc, 24.00, 3061, Brooks Jeffrey Marketing Inc, 24.00, SERVICE3062, O N G, 99.59, UTILITIES GAS SERVICES3063, Auto Enhancers, 100.00, WINDOW TINT3064, Simply Scentsational, 18.00, AIR FRESHENERS3065, WESTLAKE ACE HARDWARE OK-020, 230.53, Supplies3066, WESTLAKE ACE HARDWARE OK-020, 92.03, Supplies3067, JOHN DEERE FINANCIAL, 777.77, Supplies3068, American T, 224.00, Supplies3069, COX COMMUNICATIONS, 36.19, SERVICE3070, T H ROGERS LUMBER CO, 233.39, Supplies3071, O G & E, 558.61, UTILITIES3072, EMCO TERMITE/PEST CONTROL INC, 15.00, PEST CONTROL3073, O G & E, 24.34, UTILITIES3074, A-1 Refuse, 150.00, SERVICE3075, CREEK CO RURAL WATER D#3, 116.10, UTILITIES; Health 463, SMITH, BETH, 21.73, TRAVEL464, Payne, Kellie, 27.60, TRAVEL465, Watson, Robyn, 75.90, TRAVEL466, DEARMAN, SHEREE, 50.60, TRAVEL467, STRINGFELLOW, ANNA, 18.40, TRAVEL468, Merrifield Office Supplies, 452.26, Supplies469, O G & E, 220.44, UTILITIES470, PREFERRED BUSINESS SYSTEMS LLC, 266.89, OVERAGES 471, Vital Records Control, 91.56, SERVICE; Highway 1519, KELLPRO COMPUTER SOLUTIONS, 299.00, EQUIPMENT1520, O REILLY AUTO PARTS, 1253.71, PARTS/SUPPLIES1521, Merrifield Office Supplies, 120.00, SUPPLIES1522, OCT EQUIPMENT INC, 315.37, PARTS & SUPPLIES1523, EMCO TERMITE/PEST CONTROL INC, 65.00, SERVICE CONTRACT1524, HARRIS OIL CO, 4390.60, FUEL1525, A T & T, 258.94, SERVICE1526, Merrifield Office Supplies, 44.99, Supplies1527, TRACTOR SUPPLY CREDIT PLAN, 320.90, PARTS & SUPPLIES1528, O G & E, 27.27, UTILITIES1529, O G & E, 372.49, UTILITIES1530, TotalSIR, 36.50, TESTING;Hwy-ST 682, AMERICAN WELDING, 394.00, PARTS & SUPPLIES683, ATWOODS, 766.77, PARTS & SUPPLIES684, O REILLY AUTO PARTS, 124.47, PARTS & SUPPLIES685, HARRIS OIL CO, 783.00, PARTS & SUPPLIES686, QUAPAW COMPANY, THE, 9585.52, ROAD MATERIAL687, WARREN CAT, 3961.06, Parts & Labor688, WARREN CAT, 1166.00, Parts & Labor689, OTA PIKEPASS CENTER, 9.25, PIKE PASS FEE690, ATWOODS, 605.08, PARTS & SUPPLIES691, WARREN CAT, 551.05, parts692, Coastal Energy Corp, 35554.00, ROAD MATERIALS693, YELLOWHOUSE MACHINERY, 6299.30, Parts & Labor694, ETHRIDGE OIL, 7913.14, FUEL695, O REILLY AUTO PARTS, 60.50, PARTS & SUPPLIES696, WELDON PARTS-TULSA, 516.07, PARTS & SUPPLIES697, BELSHE INDUSTRIES INC, 128.93, parts; Jail-ST 920, CREEK ENVIRONMENTAL SOLUTIONS LLC, 1375.00, REPAIRS/JAIL  921, Merrifield Office Supplies, 612.00, SUPPLIES/JAIL922, AFC LOCKSMITH & SUPPLY, 875.00, Service Call923, CenterPoint Energy Services Inc, 215.94, NAT GAS/JAIL924, COMDATA INC, 485.93, FUEL/JAIL CARS925, SAPULPA RURAL WATER CO, 1892.55, UTILITIES WATER926, CREEK ENVIRONMENTAL SOLUTIONS LLC, 90.00, REPAIRS/JAIL  927, CREEK ENVIRONMENTAL SOLUTIONS LLC, 870.00, CCJ PLUMBING SERVICES928, COX COMMUNICATIONS, 2051.33, INTERNET SERVICE929, Midwest Laundry Group LLC, 92.38, Laundry Service930, A & M ELECTRIC CO INC, 120.00, REPAIRS/JAIL  ;Juv Dent-ST 543, Castle.Com, 190.00, Maintenance544, Merrifield Office Supplies, 171.44, JUVENILE DETENTION545, BRISTOW TIRE & AUTO SERV. INC, 46.11, JUVENILE DETENTION; Planning/Zoning 78, QUADIENT FINANCE USA INC, 500.00, POSTAGE79, Amazon Capital Services, 7.68, Supplies; Resale 451, WESTLAKE ACE HARDWARE OK-020, 8.07, Supplies452, FIZZ-O WATER COMPANY, 42.75, BOTTLED WATER453, SAPULPA DAILY HERALD, 33.00, PUBLICATION454, MAILFINANCE INC, 801.72, LEASE455, Merrifield Office Supplies, 235.50, SIGNS;SH Commissary 168, Light Em Up Emergency Equipment, 4803.45, Upfit vehicle169, TIGER CORRECTIONAL, 1936.14, Commissary items170, TIGER CORRECTIONAL, 1136.26, Commissary items171, TIGER CORRECTIONAL, 100.00, REIMBURSEMENT; SH Svc Fee 209, TIGER CORRECTIONAL, 4360.20, FOOD FOR INMATES210, TIGER CORRECTIONAL, 4392.56, FOOD FOR INMATES; Use-ST 39, CHEROKEE PRIDE CONSTRUCTION, 1276.00, Building40, CHEROKEE PRIDE CONSTRUCTION, 1669.49, Labor & Materials. Vote as follows: Stephens - Aye, Warner - 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 Stephens and seconded by Warner to accept and award Bid#20-12 Ballot Printing per recommendations of Joy Naifeh to Midwest Printing Company. Bids submitted by Midwest Printing Company and a No Bid from Tulsa County. Vote as follows: Stephens - Aye, Warner - Aye.

Item #8: Motion was made by Stephens and seconded by Warner to award Bid#20-13 Janitorial Services for both Sapulpa and Bristow Health Department per recommendations of the Health Department to Cleaning Technologies Inc. for $1139.50 Sapulpa and $224.75 Bristow per month. Representative from the Health Department stated that Cleaning Technologies was the most reasonable and they seem to be the best one. Mortazavi stated that we have received a late bid from Westmark Facility Services on Tuesday, June 9, 2020 at 4:10 p.m. Vote as follows: Stephens - Aye, Warner - Aye.

Item #9: Motion was made by Warner and seconded by Stephens to approve the change order in the amount of $1,669.49 to Cherokee Pride Construction for Project CO-80-81319 Maintenance Shed for the installation of the water line hookup beyond the original project scope. Stephens stated that this is pretty simple, there were two lines a gas and waterline. The gas line was a good line, the water line was not. We have to get a new line ran from the meter and this is the additional cost of the plumber for the additional work. And per the change order statute this has to come before the Board for approval. Vote as follows: Stephens - Aye, Warner - Aye.

Item #10: Motion was made by Warner and seconded by Stephens to approve the final payment to Cherokee Pride Construction for Project CO 80-81319 Maintenance Shed in the amount of $1,276.00. Stephens asked Paul Farris, Project Coordinator if the project is completed per specs, Farris stated yes. Vote as follows: Stephens - Aye, Warner - Aye.

Item #12: Motion was made by Stephens and seconded by Warner to approve change order to Hoover and Hoover Construction for Bid#18-15 Rough in Plumbing in the amount of $12,200.00 to be paid out of rental account. Jonathan Kieffer, Fairgrounds stated that this is for the rest of the Epoxy Flooring, this is a step up from the original estimate of $4,500.00. We have determined that it will last longer. There was discussion of the $4,500.00 amount, Kieffer stated that was for the kitchen and restroom area, it has more color. We were going to just apply a clear coat to this, but after looking at it, it makes more sense to make the coat last to do the epoxy. Jana Thomas, Purchasing Agent provided the Board with a spreadsheet of change orders, with this change order they are still within the 15% allowed. Andrew Goforth stated with the change order they are at roughly 11-12%. Warner asked is the area that is being epoxied slab. Stephens asked if this would close  the project, Kieffer stated they have a few small things that need to still be finished, but are close. With the COVID going on, it has put this behind. Vote as follows: Stephens - Aye, Warner - Aye.

Item #11: Motion was made by Warner and seconded by Stephens to sign Resolution#2020-67 surplussing two 10 ton AC units serial number 2D6335ADAAF17021777A and serial number 2D6335ADAAF450214299, 7 ton AC unit serial number 2F6329ADAAF290307207, 24 large hanging lights and 5 Expandable Bleacher and Resolution#2020-67A disposing of the same by public auction. Vote as follows: Stephens - Aye, Warner - Aye.

Item #13: Motion was made by Warner and seconded by Stephens to sign Resolution#2020-68 surplussing a 2009 Ford Crown Victoria ID#0512 VIN#2FAHP71VX9X128672, along with Metal Console, Metal partition, Go Rhino Push Bar, Signal Siren switch box, Whelen light bar, Whelen light controller and emergency lights and Resolution#2020-68A disposing of the same by Inter-Government Transfer to Oilton Police Department. Bowling stated as their fleet gets better, we in turn will be able to provide other agencies with better vehicles. Stephens stated he is glad to see others being able to benefit from this. Warner stated that Oilton is happy to receive this vehicle and it will help them out a lot. Vote as follows: Stephens - Aye, Warner - Aye.

Item #14: NOTIFICATION new policy implementation at the Sheriff's Office and Jail and placing a copy of the same in the records of the County Clerk's Office. Bret Bowling, Sheriff stated that as advised a week ago or so, we have reviewed our policies for Field Officer and the Jail, we have implemented changes, we would like to place a copy in the Clerk's Office as well. We will be reviewing the frequently and updating them as needed. Mortazavi asked if the Sheriff was wanting this to be a part of the records that would be available online as well as within our recording system. Goforth and Bowling both stated yes. Warner asked are the policies the only thing public or is the training records going to be public as well. Bowling stated just the policies within the Clerk's Office.

Item #15: Motion was made by Stephens and seconded by Warner to award Bid#20-10 6 Month Bridge/HWY Materials to be awarded designated per district. Vote as follows: Stephens - Aye, Warner - Aye.

Item #16: Motion was made by Stephens and seconded by Warner to award Bid#20-11 Commonly Used Items to Merrifield, Stephens stated they are the best bid on our commonly used items. Thomas stated she has prepared the spreadsheet as requested by the Board removing the 16 items that Merrifield bid and the other bidder did not. Merrfield is the lowest once removing these items. Thomas stated the 16 items that were bid by Merrifield are commonly used within the county. Thomas stated that with the 16-item figured in Merrifield was just $292.00 higher than the other bidder that didn't bid the same items. Warner stated with the 16 items removed we now have apples for apples and Merrifield is the best bidder. Stephens stated it just makes the choice clearer. Vote as follows: Stephens - Aye, Warner - Aye.

Item #17: Motion was made by Stephens and seconded by Warner to Strike Bid#20-14 Mowing of 27 lots in Sapulpa area twice a month until the second week of September-Don Engle. Engle stated upon inspection of the 27 properties, there are some covered with trees and brush, it would be tough to even get a weed eater to clean them up. We have gone out and place signs and pins on the properties that can be mowed, this ended up being 12-13 lots only. I would like to accept the bids and award next week stated Engle. Stephens stated that there has been a lot of confusion with what and where these properties are. Thomas has recommended that we rebid this with clarification of what we are wanting mowed verses what needs to be site cleared. Thomas stated Thursday, June 11, 2020 she received the addresses on some of the properties and was still receiving emails Saturday on locations of property. We do not have clear bid specs to provide to potential bidders, and a lot of the lots cannot be mowed due to down trees and overgrown grass. I would need to submit bid to a different set of vendors for site clearing as well. On Friday, it was to late to send out an addendum to the vendors with changes. Thomas provided the Board with pictures of several lots. We need to get better maps as well, Engle stated he couldn't get anyone to help. Thomas stated she received maps from the Planning Office and  would work with him on the new bid.  Several vendors were present and Ryan Holderfield, Alfa Construction asked that we rebid asking with line items defining clearing, first mowing and maintenance mowing. It just wouldn't be fair if I quoted you $400.00, when this would be the initial cost to get the lot ready for maintenance mowing. Stephens stated for fairness we are not going to open the bids and we will re-let next week with clearer information. There was discussion with Goforth if this really needed to be a bidding item or they could just hire a mowing service. Goforth stated you could do it either way, but if you want to get the cheapest and best price then bidding would be the route you would want to take. Warner asked if these properties are located within Sapulpa, Engle stated yes within District #1. Stephens stated that these properties are not in District #1, they are within District #2 and #3. Warner asked for the list to be sent to him and he could see if some of the guys could get out with the brush hog and get some cleaned up. Vote as follows: Stephens - Aye, Warner - Aye.

Item #18: Motion was made by Warner and seconded by Stephens for the Allocation of Beverage Tax to be distributed as follows: Bristow $3,988.50, Depew $450.49, Drumright $2,751.47, Kellyville $1,088.11, Kiefer $1,594.05, Lawrence Creek $142.08, Mannford $2,910.88, Mounds $1,105.44, Oilton $959.90, Sapulpa $19,440.50, Shamrock $97.03 and Slick $124.75. Vote as follows: Stephens - Aye, Warner - Aye.

Item #19: Motion was made by Stephens and seconded by Warner to approve Utility Permit from Creek County Rural Water District #1 per County Specs for 1" poly service line by boring, size of line 1" poly to cross S. 241st W. Ave approximately .15 miles N. of W. 191st St. S. & S. 241st W. Ave further described as 779' S.W. of Section 4, T16N, R10E in District #3. Paul Farris, Project Coordinator stated he has spoken with Whitehouse and he is good with the permit. Vote as follows: Stephens - Aye, Warner - Aye. 

Public: NONE

Adjournment: Motion was made by Stephens and seconded by Warner at 10:05 a.m. to adjourn and meet again 6-22-20. Vote as follows: Stephens - Aye, Warner - Aye.