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2020-3-16 Meeting Minutes

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March 16, 2020

The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, March 16, 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 March 9, 2020. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #5: Motion was made by Warner and seconded by Whitehouse to approve February Monthly Reports from OSU Extension Services, Health Department and Court Clerk; Transfers $39,306.00 from 1103-6-4000-4030 CB-All HWY FY2019-2020 to 1103-6-4100-4030 CB-1 HWY $13,102.00, 1103-6-4200-4030 CB-2 HWY $13,102.00 and 1103-6-4300-4030 CB-3 HWY $13,102.00 FY2020; $315,819.05 from 1102-6-4000-1110 HWY Cash/Salary-All HWY FY2019-2020 to 1102-6-4100-1110 HWY Cash/Salary-Dis#1 HWY $50,000.00, 1102-6-4200-1110 HWY Cash/Salary-Dist#2 $83,000.00, 1102-6-4300-1110 HWY Cash/Salary-Dist#3 $84,000.00 FY2020, 1102-6-4100-2005 HWY Cash/M&O-Dist#1 HWY $12,638.38, 1102-6-4200-2005 HWY Cash/M&O-Dist#2 HWY $6,062.10, 1102-6-4300-2005 HWY Cash/M&O-Dist#3 HWY $11,536.67, 1102-6-4000-2005 HWY Cash/M&O-Dist-ALL $31,581.90 FY2020, 1102-6-4100-4110 HWY Cash/Cap Outlay-Dist#1 HWY $10,000.00, 1102-6-4200-4110 HWY Cash/Cap Outlay-Dist#2 HWY $12,000.00 and 1102-6-4300-4110 HWY Cash/Cap Outlay-Dist#3 HWY $15,000.00 FY2020; Blanket Purchase Orders #5224 - 5244; Purchase Orders # 2019-2020 911 Phone SERVICE 5108 CIMARRON TELEPHONE COMPANY 1368.57; 5205 COX COMMUNICATIONS 223.01; CBRI ASPHALT 4620 DUNHAM ASPHALT SERVICE INC 511.20; GRAVEL/ROCK 4618 ANCHOR STONE 3760.67; Labor & Materials 3905 TULSA COUNTY HIGHWAY CONSTRUCTION SIGNS 2100.00;  General AIR FRESHENERS 4057 Simply Scentsational 18.00; 4058 Simply Scentsational 18.00; AMMUNITION 4911 PRECISION DELTA CORP 352.00; BALLOT PRINTING 5192 CREEK CO ELECTION BOARD 1169.00; BOCC MINUTES 5047 SAPULPA DAILY HERALD 403.95; BOTTLED WATER 4703 FIZZ-O WATER COMPANY 20.25; CARPET CLEANING 5185 Dynamic Carpet Care LLC 350.00; CREMATION 4915 GREEN HILL FUNERAL HOME 185.00; Evaluation 5084 Green Country Valuation Services 15245.00; Labor & Materials 4546 She Paints The Nation 950.00; Parts & Labor 5095 Midtown Auto & Diesel Repair Inc 1325.95; PEST CONTROL 4759 EMCO TERMITE/PEST CONTROL INC 15.00; POSTAGE 5209 POSTMASTER 140.00; SERVICE 4593 A-1 Refuse 300.00; 5167 VERIZON CONNECT NWF,INC 18.95; Service Call 4898 ROBERTS ENVIRONMENTAL 350.00; STRIPING/DECALS 5105 KPS 800.00; Supplies 3995 Merrifield Office Supplies 393.29; 4594 WESTLAKE ACE HARDWARE OK-020 281.34; 4696 Amazon Capital Services 65.35; 4760 ADVANCED AUTO PARTS 25.09; 4973 OME CORPORATION LLC 192.00; 4974 Merrifield Office Supplies 305.27; 4975 Clear Image Inc Dba Clearbags 59.17; TRAINING 5199 Uspca Region II 100.00; TRAVEL 2628 Toothman, Olivia 28.35; 4307 Toothman, Olivia 105.28; UNIFORM & ACCESSORIES 5193 JOHN DEERE FINANCIAL 89.98; UTILITIES 5107 O G & E 235.21; 5176 O G & E 181.80; 5177 O G & E 154.27; 5203 O N G 318.31; 5204 CITY OF SAPULPA 119.97; 5208 O N G 561.44; Health OVERAGES 4215 PREFERRED BUSINESS SYSTEMS LLC 409.33; REGISTRATION 5207 OK SOCIETY OF ENVIRONMENTAL 175.00; SERVICE 4727 , VIP Voice Services 835.00; TRANSLATION SERV/HEALTH 4179 WOZENCRAFT, GEORGINA 1881.00; TRAVEL 3704 Frankenburger, Wendy 42.09; UTILITIES 4184 O G & E 165.05; 4212 O N G 238.39; 4720 O G & E 49.43; Highway ANNUAL INSPECTION 273 APS FIRECO TULSA LLC 1262.00; ELEC SERV/DIST 3 4514 O G & E 27.04; EQUIPMENT 5057 Amazon Capital Services 38.11; MATERIAL 4631 ERGON A & E INC 2244.20; Parts & Service 4450 TRACTOR SUPPLY CREDIT PLAN 137.86; PARTS/SUPPLIES 4623 O REILLY AUTO PARTS 491.08; 5123 MHC KENWORTH-TULSA 227.86; 5184 MHC Kenworth-Tulsa 379.08; PAYMENT 4880 OTA PIKEPASS CENTER 1.88; SERVICE CONTRACT 4622 EMCO TERMITE/PEST CONTROL INC 65.00; SERVICE/INSPECTION 4636 APS FIRECO TULSA LLC 581.00; Supplies 1965 TULSA CLEANING SYSTEMS 353.75; 3326 B & R LUBE 95.99; 4516 Lampton Welding Supply 90.59; 5197 Merrifield Office Supplies 284.84; SUPPLIES 3542 Merrifield Office Supplies 110.96; 4628 LOCKE SUPPLY 56.48; TESTING 5002 TotalSIR 36.50; UTILITIES 4990 O G & E 302.63; Hwy-ST CRS2 OIL 4473 ERGON A & E INC 1526.06; Parts & Labor 1451 Great Plains Kubota 1887.38; 3307 YELLOWHOUSE MACHINERY 236.17; 3818 YELLOWHOUSE MACHINERY 807.36; 4507 WARREN CAT 54.34; 4798 Great Plains Kubota 1874.15; PARTS & SUPPLIES 96 Fastenal 471.20; 1119 YELLOWHOUSE MACHINERY 757.51; 3803 DRUMRIGHT TIRE 60.00; 3808 P & K EQUIPMENT 1258.56; 4038 HARRIS OIL CO 107.48; 4444 WELDON PARTS-TULSA 198.50; 4457 O REILLY AUTO PARTS 582.14; 4462 ATWOODS 596.18; 4494 O REILLY AUTO PARTS 555.49; 4503 Summit Truck Group 387.81; 4523 STANDARD AUTO PARTS 482.85; 4768 O REILLY AUTO PARTS 94.11; 4801 ROADSAFE 1117.60; 4890 P & K EQUIPMENT 3816.97; PIKEPASS FEES/DIST 2 4495 OKLAHOMA TURNPIKE AUTHORITY GOVERNMENT ACCOUNT SERVICES 1.10; Pipe 4921 SUNBELT EQUIPMENT 2281.13; ROAD MATERIALS 4600 QUAPAW COMPANY, THE 8778.82; 4766 QUAPAW COMPANY, THE 6513.75; SERVICE 4460 A T & T 348.22; 4461 A T & T 259.07; SERVICE & SUPPLIES 2810 SAFETY-KLEEN 267.00; Jail-ST INSPECTION 3934 FIRETROL 60.00; 3935 FIRETROL 787.00; 3936 FIRETROL 509.00; 3937 FIRETROL 167.00; Installation 4960 Jeff Jones Welding/Jeffrey Jones 200.00; parts 4299 Lampton Welding Supply 35.96; PARTS 4642 RR Brink 1025.00; PEST CONTROL 4239 SILVER BULLET PEST CONTROL, PEST SERVICES INC 110.00; Supplies 4959 Merrifield Office Supplies 1150.92; TIRES 3618 BRISTOW TIRE & AUTO SERV. INC 116.90; Juv Dent-ST PEST CONTROL 3992 SILVER BULLET PEST CONTROL, PEST SERVICES INC 280.00; SERVICE 5187 DISH NETWORK 107.92; Service Call 5059 CREEK ENVIRONMENTAL SOLUTIONS LLC 285.00; Training 3386 Turn Key Health Clinics LLC 105.00; 3387 Turn Key Health Clinics LLC 105.00; Law Library SALARY 11 Bower, Laura 300.00; 12 Bower, Laura 300.00; Planning/Zoning MEMBERSHIP DUES 4955 AMERICAN PLANNING ASSOCIATION 248.00; Supplies 5048 Merrifield Office Supplies 19.99; Resale AIR FRESHENERS 4340 SCENTS PLUS LLC 48.00; BOTTLED WATER 4335 FIZZ-O WATER COMPANY 36.00; LEASE 3508 MAILFINANCE INC 801.72; REGISTRATION 5082 ACCO 95.00; SEARCH ENGINE 4319 LEXISNEXIS RISK SOLUTIONS 180.00; Supplies 5191 Merrifield Office Supplies 256.62; TEMPORARY EMPLOYEE 4858 DYNAMIC RECRUITING SPECIALIST 826.40; UNIFORM & ACCESSORIES 2535 Baysinger Uniforms 1831.59; SH Commissary Commissary items 5200 TIGER CORRECTIONAL 1854.24; SERVICE 5206 COX COMMUNICATIONS 2066.38; Supplies 5094 PROFESSIONAL FORMS & SUPPLIES 201.23; Tax Refunds TAX CORRECTION 126 David Gibson Inc 1151.00; 127 Corelogic Centralized Refunds 1420.00; 128 Wells Fargo Bank Attn Refunds/financial Support 21.00; Use-ST Building 4942 CHEROKEE PRIDE CONSTRUCTION 48174.00. 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 approve public sale auction of property located in J.W. Fulkerson 1st Lots 4 thru 6 INCL, Block 11 to Kolton and Diana Gann for $355.00 plus $100.00 filing & publication total $455.00. There were no other parties present. Stephanie Wickliff, Deputy Treasurer stated the property is located at 320 E. Second Street, Drumright, Ok and it has been on the County Owned list since 2019. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #8: Motion was made by Warner and seconded by Whitehouse to sign agreement with Oklahoma Emergency Management/911 Management Authority regarding grant funds (ID#F305201) for a feasibility study on consolidation of 911 services in Creek County and authorizing the expenditure of percent matching funds on the same. Warner stated this is a formal acceptance of the agreement and grant. This grant is an 80/20 grant, total approved is roughly $56,000.00 and the county would match 20% of that total. We currently have 5 PSAP's and we would like to consolidate down to one. We are going to hire a professional company to conduct the study to see what is needed. The process will take five to seven months to complete. We have been approved for adequate funding and I see no issues. Stephens stated the agreement doesn't reference the total award grant amount. Andrew Goforth, Assistant District Attorney stated that there is no dollar amount referenced in grant, just states a feasible cost for study. Previous to grant be approved, we had not entered into an agreement with company for study, so OEM didn't have the exact amount to list. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #9: Motion was made by Warner and seconded by Whitehouse to sign contract with Mission Critical Systems for feasibility study regarding the possible consolidation of 911 management within Creek County total cost $55,605.00 with 20% of matching to be paid out of the WR911 Fund. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye. Motion was made by Warner and seconded by Whitehouse to authorize Chairman to sign contract with Mission Critical Systems. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye. Warner discussed the cost of the study being $55,605.00 it will be around October before the study will be complete. There was discussion of the WR911 funds being eligible source to fund the counties matching. Stephens stated that there isn't a signature page within submitted contract; Warner stated he will have to check on that. Warner stated he may have not sent Dana Logsdon the full contract. Goforth stated a motion could be made to give authorization to chairman to sign contract at a later time. 

Item #10: Motion was made by Stephens and seconded by Warner to award Bid#20-9 Modernization of Elevator in the Collins Building to Otis Elevator for $72,918.00 and $14,275.00 and to pay expenditure with the Use Tax Fund. Stephens stated that Otis currently holds the contract on the elevator. Stephens confirmed with Jana Thomas, Purchasing Agent that there will be a five week down time for the elevator. Stephens stated the biggest concern was with the Assessor starting protests and they have requested that we wait until after April 15 to start. All offices are working together to assist customers and still be within ADA compliance. The County Clerk will offer a desk for the Assessor and Treasurer to be able to come down to assist customers with needs. They can check in with the Clerk's Office and someone will call the office that is needed. It was discussed when the elevator had last been updated, Stephens stated 2010. Don Engle, Treasurer stated that the elevator was installed in 1978 used and remodeled in 1979. Warner asked if there were any employees that would be affected by taking the stairs and the elevator not being operational. Stephens stated he had not been aware of any issues for employees.   

Item #11: Motion was made by Stephens and seconded by Whitehouse to award quotes on project D1 09-02/26/20 Single Slope Building Add on for District #1 to Morehead Construction LLC for $41,579.00, as per Title 61 O.S. §  101-138. Quote also submitted by R.D. Simpson Construction Inc. Stephens complemented Jana Thomas, Purchasing Agent for all her work in getting the quotes. Stephens stated that both vendors have met all requirements and documentations. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #12: Motion was made by Stephens and seconded by Warner to award quotes on project D1 08-02/26/20 Chain Link Fence for District #1 to Paradygm Development LLC for $6,195.00, as per Title 61 O.S. §  101-138. Quotes received from Paradygm Development LLC, Midwest Fence Designs LLC and Aaron Fence Company. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #13: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2020-37 changing the speed limit to 25mph on S. 151st W. Avenue, S. 153rd W. Avenue and S. 155th W, Avenue in District #2. Warner stated they have received concerns from residents with speeding issues. There is no posted speed limit, so it is assumed to be 45 mph and there are concerns for children. There was discussion of why not 35 mph; Warner stated 25 mph is pretty common in neighborhoods. Stephens asked why Warner did not included W. 66th St. S.  on resolution, there was discussion if road can be added to new resolution since it was not on the agenda. Goforth stated he did not have an issue to add it to the resolution, since it is only a few 100' from the ones on the agenda. Warner stated he will add agenda item next week to address W. 66th.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #14: Motion was made by Warner and seconded by Stephens to sign Resolution#2020-38 changing Requisitioning Officer from Tami Hicks to Jaala Wallin for the Creek County Health Department for accounts MD1A, MD1C, MD2, MD3 and MD4. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #15: Motion was made by Warner and seconded by Whitehouse for the Allocation of Beverage Tax to be distributed as follows Bristow $3,040.02; Depew $343.35; Drumright $2,097.10; Kellyville $829.33, Kiefer $1,214.94; Lawrence Creek $108.29; Mannford $2,218.59; Mounds $842.54; Oilton $731.61; Sapulpa $14,817.04; Shamrock $73.95; Slick $95.08. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #16: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2020-39 directing the Creek County Treasurer to credit the Creek County General Government Maintenance and Operations Fund 001-1-2000-2005/R2 with funds from the Creek County Court Clerk's Office for reimbursement of utility payments, in the amount of $1,081.12 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 #17: Motion was made by Stephens and seconded by Whitehouse to approve Utility Permit from Oklahoma Natural Gas Company per County Specs for natural gas pipeline by boring, size of line 3/1" to cross S. 65th W. Ave approximately 1.46 miles E. and 2.85 miles N. of the Turner and Creek Turnpike further described as 1,731' S. of the N.E. corner of Section 6, T18N, R12E and the N.W. corner of Section 5, T18N, R12E in District #1. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #18: DISCUSSION ONLY/NO ACTION to consider the County's internal operational contingencies regarding the COVID-19 virus. Warner stated this is a fast moving virus and can really impact to the community and state. I wanted to talk briefly on how we would handle things internally, if we or an employee is exposed. Currently children are out of school, how we address this. The State Department of Health has provided us with some great information and Federal Government is helping private companies in this time of need. Goforth stated as of 7:57 a.m. we have 8 confirmed cases in Oklahoma, the U.S. Senate is currently listening to a bill to give us all some more direction on for people that are under investigation or have the virus. How we treat that case with the 80 hours of sick leave and then FMLA would then kick in. This would allow twelve weeks for the virus, ten of them being paid by the entity and this is with businesses with less than five hundred employees and government agencies. We would then come up with a process that the employee would disclose that they are under investigation or test positive for the virus, to be a qualifying event. There was discussion on the notification being electronically. Health Department Representative stated that the tests no longer have to be confirmed by the CDC. Oklahoma is under a State of Emergency, Tulsa County has taken action for their courthouse today. Goforth stated Honorable Kelly Hake has taken action for the Courthouse in Creek County today as well, only hearing criminal, juvenile and emergency domestic cases. Goforth stated he will do some more research on the FMLA and the percentage broken down; I will get with Tandra McClellan, Payroll Clerk and discuss. Also, it was stated that the CDC is stating not to ask for paperwork from employees that may have been exposed or that may have the virus. You can deal with the paperwork on the backend. Enlow addressed concerns with her employees interacting with the customers. This is the busiest time for us; we have removed all chairs from the desks and are implementing some minor changes. We are creating an area that customers can wait for assistance; also we are encouraging all customers to communicate electronically if possible. All forms are available on our website; you can have your protest over the phone. Oklahoma Tax Commission is currently closed down and is working with essential personnel, others are working from home. Wendy Murray, Planner stated they are trying to encourage customers to communicate through email as well. We are sending information and applications via email at this time. Dana Logsdon asked if the County website could have a statement added to state contact the County Offices for assistance and that forms and other assistance is available through offices websites. Jonathan Kieffer with the Fairgrounds asked the Board if they are canceling events with over 250 people or are recommending that we reduce the number of attendees. The Board stated they are not limiting events at this time, we will monitor the situation and if there is a need we will act on it. Johnny Brock asked if the Courthouse closed would it be a decision of the Board, Stephens stated yes, but this is under a different circumstance and we would have to look at what is prohibited to do, we again will address things if there is any progression of things happening either by a Emergency Meeting or Special Meeting.

Public Comment: NONE

Adjournment: Motion was made by Stephens and seconded by Whitehouse at 10:17 a.m. to adjourn and meet again 3-23-20. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.