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2020-9-8 Meeting Minutes

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       September 8, 2020

The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Tuesday, September 8, 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 Whitehouse and seconded by Warner to approve the minutes of August 31, 2020. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #5: Motion was made by Warner and seconded by Whitehouse to approve August Monthly Reports from District Attorney, Sheriff, Health Department, County Clerk, Treasurer; Monthly Appropriations; Transfers $3,586.70 from 1102-6-4000-2005 HWY Unrestricted-ALL M&O HWY FY2019-2020 to 1102-6-4000-2005 HWY Unrestricted-ALL M&O HWY FY2021, $4,143.86 from 1102-6-4100-4110 HWY Unristricted-D1 Cap Outlay HWY FY2019-2020 to 1102-6-4100-4110 HYW Unristricted-D1 Cap Outlay HWY FY2021, $7,816.06 from 1102-6-4300-2005 HWY Unristricted-D3 M&O HWY FY2019-2020 to 1102-6-4300-2005 HWY Unristriced-D3 M&O HWY FY2021, $4,017.61 from 1102-6-4300-4110 HWY Unristricted-D3 Cap Outlay HWY FY2019-2020 to 1102-6-4300-4110 HWY Unristriced-D3 Cap Outlay HWY FY2021; Blanket Purchase Orders #1540 - 1586;Purchase Orders #2019-2020 911 Phone SERVICE 6117 INCOG 2227.00; Fair Board SERVICE & SUPPLIES 6697 HOOVER & HOOVER CONSTRUCTION 12200.00; General CREMATION 3965 Heath Griffith Fueneral Home 0.00; 6906 GREEN HILL FUNERAL HOME 185.00; Training 6879 OSU-OKC 170.00; TRAVEL 6462 Self, Nancy 38.30; Health CARPET CLEANING 6712 Zerorez Tulsa LLC 1500.00; Labor & Materials 6907 FORREST SHOEMAKER INC 538.69; Highway PARTS & SUPPLIES 1791 JOHN DEERE FINANCIAL 434.74; 2020-2021 911 Phone SERVICE 1457 A T & T 1370.04; 1461 A T & T 1370.04; 1479 A T & T 1584.19; 1481 Cimarron Telephone Co 190.86;Assr Rev Fee FURNITURE 1020 MERRIFIELD OFFICE SUPPLIES 1140.00; CBRI CULVERT/ PIPE 1217 SUNBELT EQUIPMENT 14712.99; Crt Clk Revolving LEASE 21 PITNEY BOWES INC 961.95; Supplies 17 MERRIFIELD OFFICE SUPPLIES 50.96; 19 OME CORPORATION LLC 204.00; 20 MERRIFIELD OFFICE SUPPLIES 30.95; TRAINING 16 OSU-CTP 40.00;General AIR FRESHENERS 789 Simply Scentsational 18.00; BOCC MINUTES 1135 SAPULPA DAILY HERALD 529.80; 1313 SAPULPA DAILY HERALD 479.85; BOTTLED WATER 491 CULLIGAN OF TULSA 17.50; CCSO VEHICLE REPAIRS 1027 BRISTOW TIRE & AUTO SERVICE 44.50; JANITORIAL 492 Trout, Darrel 240.00; Labor & Materials 129 AIR COMFORT INC 1302.00; Maintenance 1226 THE POOL STORE 438.57; Materials 125 A & M ELECTRIC INC 709.20; PLAQUES 1152 MERRIFIELD OFFICE SUPPLIES 95.00; RECYCLE SERVICE 1466 SHOW INC. 35.00; RENTAL 931 FIZZ-O WATER COMPANY 9.00; SERVICE 102 SHOW INC. 300.00; 490 COX COMMUNICATIONS 354.65; 850 COX COMMUNICATIONS 175.78; 1012 A-1 REFUSE 150.00; 1015 COX COMMUNICATIONS 36.64; 1463 COX COMMUNICATIONS 111.82; SERVICE AGREEMENT 69 XEROX CORP 55.00; SHIPPING 1366 UPS STORE #3965 15.82; Shirts 1355 Print Shop LLC 47.50; Supplies 56 MERRIFIELD OFFICE SUPPLIES 117.99; 68 MERRIFIELD OFFICE SUPPLIES 195.26; 858 WESTLAKE ACE HARDWARE OK-020 112.45; 1305 MERRIFIELD OFFICE SUPPLIES 990.88; Supplies & Materials 1030 WESTLAKE ACE HARDWARE OK-020 33.23;TIRES/DEPUTY CARS 1065 BRISTOW TIRE & AUTO SERVICE 581.60; TRASH SERVICE 1360 Waste Management Of Tulsa 61.68; TRAVEL 61 Self, Nancy 133.52; 62 Toothman, Olivia 98.44; 479 Toothman, Olivia 166.46; 481 Trout, Tina 62.50; UNIFORM & ACCESSORIES 553 BAYSINGERS UNIFORMS AND EQUIPMENT 146.98; UTILITIES 494 O G & E 250.93; 1014 O G & E 1604.70; 1459 O G & E 6228.11; 1487 CITY OF BRISTOW 69.73; UTILITIES ELECTRIC SERVICE 1467 O G & E 29.68; 1468 O G & E 1411.54; Health JANITORIAL 838 CLEANING TECHNOLOGIES INC 1364.25; SERVICE 820 Waste Management Of Tulsa 120.75; 832 Metro Security 45.00; Supplies 1329 SMILEMAKERS INC 139.76; 1343 Standley Systems 132.65; TRAVEL 815 TATE, DEBBIE 350.75; 1262 SMITH, BETH 52.90; UTILITIES 829 O G & E 1243.15; Highway FUEL 1130 HARRIS OIL CO 5554.61; parts 871 ROUTE 66 MOWERS & MORE 37.98; PIKE PASS FEE 523 OTA PIKEPASS CENTER 9.50; 868 OTA PIKEPASS CENTER 42.33; ROAD MATERIALS 526 QUAPAW COMPANY, THE 13596.28; SERVICE 928 A T & T 276.00; 929 A T & T 360.76; Supplies 272 T H ROGERS LUMBER CO 18.99; SUPPLIES 720 WALMART 124.37; TRASH 1000 AMERICAN WASTE CONTROL INC 62.00; Hwy-ST ASPHALT 916 DUNHAM ASPHALT SERVICE INC 450.00; 1336 DUNHAM ASPHALT SERVICE INC 628.14; parts 935 SOUTHERN TIRE MART LLC 200.00; 1348 FRIESEN TRAILERS 52.41; Parts & Service 265 WARREN CAT 538.97; PARTS & SUPPLIES 216 CHEROKEE HOSE & SUPPLY INC 92.65; 890 FLEET PRIDE 531.76; 914 CROW BURLINGAME COMPANY 16.49; 1023 STEWART WHOLESALE CO. 2267.21; RENTAL 918 Industrial Welding & Tools Supply 102.71; ROAD MATERIAL 867 QUAPAW COMPANY, THE 14548.62; TIRES 221 SOUTHERN TIRE MART LLC 464.76; UTILITIES 921 DRUMRIGHT UTILITIES 364.43; Jail-ST CAMERA 949 CASTLECOM LLC 985.00; PUBLISH/HELP WANTED ADS 956 CIMARRON VALLEY COMMUNICATIONS LLC 300.00; TIRES/SERVICE/JAIL UNITS 1128 BRISTOW TIRE & AUTO SERVICE 595.60; TRASH SERVICE 1361 Waste Management Of Tulsa 639.05; Juv Dent-ST CABLE 1367 DISH NETWORK 107.92; FIRE CONTROL SYSTEM 1346 FIRETROL 280.00; PHONE & INTERNET SERVICES 1469 A T & T 66.63; ML Fee POSTAGE 467 QUADIENT FINANCE USA INC 218.02; Resale EQUIPMENT 1032 TM CONSULTING INC 515.12; 1369 MERRIFIELD OFFICE SUPPLIES 699.99; IT Support 40 TM CONSULTING INC 1457.00; 41 TM CONSULTING INC 55.00; 757 TM CONSULTING INC 134.95; JANITORIAL 26 Gster Cleaning 650.00; LABOR 1322 WACOM SYSTEMS 1086.00; Mowing 1069 DIAMOND E LAND SERVICE LLC 1060.00; SERVICE 13 COX COMMUNICATIONS 50.15; TAX WARRANT SERVICE 38 CREEK COUNTY SHERIFF 2100.00; RM&P COMPUTER 1227 KELLPRO COMPUTER SOLUTIONS 1802.00; SH Svc Fee FOOD FOR INMATES 1362 TIGER CORRECTIONAL 4636.74; Use-ST AIR CONDITIONER 788 AIR COMFORT INC 22400.00; EQUIPMENT 932 MERRIFIELD OFFICE SUPPLIES 3997.5. Vote as follow: 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 Whitehouse and seconded Warner to sign Transcript and Deed on property located in O.T. Kiefer Lots 1 thru 15, BLK 39 that was sold in Public Sale on August 31, 2020. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #8: Motion was made by Warner and seconded by Whitehouse to approve public sale auction of property located in South Oilton Lot 6, Blk 9 to Mary and David Braswell for $434.00 plus $100.00 filing and publication total $534.00. There were no other parties present. Gloria Ware, Treasurer Deputy stated there is no 911 address and this property has been on the tax rolls since 2009. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #9: Motion was made by Stephens and seconded by Warner to opt out of the deferment of payroll taxes pursuant to IRS Notice 2020-65 and Presidential Order, 85 FR 49587. Tandra McClellan, Payroll Clerk stated, she has been working with Andrew Goforth, Assistant District Attorney on notice. I have done research on this and although it seems to be a good idea at the moment, I think it will create a hardship on our employees. This notice if the Board chooses to participate in or allow the employees to make the decision is a tax deferment, not a forgiveness. This would allow employees and the County to defer SSN for the months of September to December, then January thru April the employee would have to pay current taxes and pay payments on the deferment as well, this in my opinion could create a hardship on employee. I have provided you with the notice and an example of the taxes effected. Stephens stated the County can opt out, the State has opted out for its employees and I agree it could create a hardship. Warner stated not only could it create a hardship on employees, but our Payroll Department, as they have to track this. If an employee quits and doesn't payback the amount, the County is responsible for that, plus penalties and interest. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #10: Motion was made by Warner and seconded by Whitehouse to sign the Estimate of Needs for FY2020-2021, for $8,058,038.30 provided by Kerry John Patten, CPA. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #11: Motion was made by Stephens and seconded by Whitehouse to approve the CARES CFR third submission as presented, plus upon verification of the PO being paid today, to submit for reimbursement. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #12: Motion was made by Warner and seconded by Whitehouse to sign corrected Schedule of Federal Awards to be submitted to the Oklahoma State Auditor's Office for 2018, 2019 and 2020, per auditor guidance from John Brownell and Trevor Harms. Jennifer Mortazavi and Tandra McClellan spoke to the Board, we have had the auditor's out on Friday, September 4, they have reviewed the SEFA reports and found some errors. The errors are very minor, and have to do with the fiscal year the money was received. We do have some clearer direction, than what we were given last year, as they assisted us in preparing the 2018 and 2019 SEFA reports. Mortazavi stated that John had came out last year reviewed and assisted us with the reports, however some portions are now incorrect. McClellan stated that I believe with the direction that we were just given, next year we will use just the Miscellaneous Receipts and the County Clerks ledger and be able to fill in the blanks. Mortazavi stated that the 2018 had a pass-through number that was incorrect, Dana Logsdon stated that Sarah Wiggins, Auditor had emailed her the report for 2017 with that same number being used. There was discussion that the 2017 is probably incorrect as well, but we have been already audited for that year.  Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #13: Motion was made by Warner and seconded by Whitehouse to sign the Cooperative Extension Services Agreement between the State and the County for fiscal year 2020-2021 in the amount of $197,865.00. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #14: 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" HDPE, to cross S. 36th W. Ave approximately 2.06 miles S. and 0.41 miles E. of Gillcrease Exp. & US-44 further described as 1,022' W. & 730' S. of the N.E. corner of Section 9, T18N, R12E in District #1.  Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #15: 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 2" HDPE, to cross W. 62nd St. S. approximately 1.01 miles S. and 0.57 miles W. of Gillcrease Exp. & US-44 further described as 364' S. & 643' S. of the N.E. corner of Section 5, T18N, R12E in District #1.  Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #16: 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" HDPE, to cross W. 62nd St. S. approximately 1.53 miles W. and 1.02 miles S. of Gillcrease Exp. & US-44 further described as 360' S. & 619' W. of the N.E. corner of Section 6, T18N, R12E in District #1.  Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #17: Motion was made by Warner and seconded by Whitehouse to extend Resolution#2020-87 one more week until 9/14/20. The Board discussed the current number of cases as of Saturday, being 134 and 22 deaths. Warner stated we were at 90 cases last week and 19 deaths. I am not sure when this is going to slow down, but I think we need to continue doing what we have been doing. I am not sure if the uptick is from schools or what. Covey Murray stated that Drumright had seen an increase from last week, but their numbers should be coming down this week. Warner asked Andrew Goforth to look into the aid that is available for 1st responders, public safety positions, police and fire. There was some new information out last week from Senator Lankford's Office and this could be a good thing for the county on reimbursement of their salaries. Stephens stated he will visit with Kiefer, Kellyville and Mounds. Bret Bowling, Sheriff stated we received the same information last week from the Sheriff's Association on reimbursements, there has been numerous counties receiving large amounts of funds for COVID through payroll. Mortazavi stated that if this is something the County is looking into, I am not sure I have the time to gather all information and get it submitted by myself, plus do my other duties. Also, when is the submission date, it takes me two weeks to gather information on current CARES submission, after reviewing purchases, scanning and uploading information to site. Bowling state I am not sure where the Board is on the Grant position approved through the budget, but this would be helpful if we had someone in the position to assist. Warner stated that this is worth the efforts of checking into and could impact the county for the better. Warner asked Goforth to review the information, being submitted to him. Stephens stated that we would have to gather the information on submission that have already been made for the Sheriff on Payroll, as we don't want to double dip. Bowling stated they have not submitted very much and should be pretty easy to figure out. Vote as follow: Stephens - No, Warner - Aye, Whitehouse - Aye.

Public Comment: Bret Bowling thanked Covey Murray, Emergency Management and all First Responders that have assisted the Sheriff's Office over the last few weeks. There has been a lot going on, Murray assisted us with missing person, by using the drone. We all don't realize the efforts the Board and our employees make at all times, but it has helped us in our efforts and I want to say thank you. Murray doesn't get the recognition that he deserves sometimes, also I want to thank Kellyville Fire Department and Mannford First Responders in all their efforts as well.

Adjournment: Motion was made by Stephens and seconded by Warner at 10:02 a.m. to adjourn and meet again 9-14-20. Vote as follow: Stephens - Aye, Warner - Aye, Whitehouse - Aye.