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2018-06-04 Meeting Minutes

Click here for a printable version of the June 04, 2018 Commissioner's Meeting Minutes.

June 04, 2018
The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, June 4, 2018 at 9:00 a.m., date and time duly posted.
Item #1: Meeting was called to order at 9:00 a.m. by Chairman, Leon Warner. Roll Call Warner present, Stephens present, and Whitehouse present.
Item #2: Statement of compliance with open meeting act-Chairman.
Item #3: Commissioner Warner led the Pledge of Allegiance and Newt Stephens Jr. led the Invocation.
Item #4: Motion was made by Stephens and seconded by Whitehouse to approve the meeting minutes of May 28, 2018. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #5: Motion was made by Whitehouse and seconded by Stephens to approve April Monthly Report from Assessor; May Monthly Reports from Treasurer; Transfer $2,000.00 from R3 General Government Commissioners FY2017-2018 to QlA General Government Charity Commissioners FY2018; Contract from Health Department with Gina Wozencraft; Blanket Purchase Order 6475 - 6525; Purchase Orders #2017-2018 CASH VOUCHER: 569, COX COMMUNICATIONS, 48.74, SERVICE; 570, FUELMAN/FLEETCOR TECHNOLGIES, 76.96, FUEL;CO CLERK LIEN FEES: 91, Brooks Jeffrey Marketing Inc, 40.00, Quarterly pymt; 92, CDW GOVERNMENT INC, 674.04, Supplies; 93, COX COMMUNICATIONS, 43.73, SERVICE; 94, BLACK KNIGHT, 2275.00, REIMBURSEMENT;CO JAIL MAINTENANCE: 666, Merrifield Office Supplies, 159.95, Supplies; 667, WESTLAKE ACE HARDWARE, 94.95, Supplies; 668, Midtown Auto & Diesel Repair Inc, 244.79, Repairs; 669, TIGER CORRECTIONAL, 5703.05, FOOD;COURTHOUSE REMODEL: 21, Centerpoine Energy Service Inc, 117.60, Utilities; 22, OKLA DEPT OF LABOR, 225.00, INSPECTION;E-911 PHASE II: 159, A T & T, 239.96, SERVICE; 160, COX COMMUNICATIONS, 217.86, SERVICE;GENERAL: 2778, OKLAHOMA POLICE SUPPLY, 914.97, UNIFORM & ACCESSORIES; 2779, 0 REILLY AUTO PARTS, 384.62, Supplies; 2780, ATWOODS, 30.96, Supplies; 2781, OFFICE DEPOT, 46.49, Supplies; 2782, Midtown Auto & Diesel Repair Inc, 929.90, PARTS; 2783, Midtown Auto & Diesel Repair Inc, 126.01, Repairs; 2784, COX COMMUNICATIONS, 43.73, SERVICE; 2785, COX COMMUNICATIONS, 346.85, SERVICE; 2786, NASCO, 315.90, Supplies; 2787, GREEN HILL FUNERAL HOME, 185.00, CREMATION; 2788, GREEN HILL FUNERAL HOME, 185.00, CREMATION; 2789, OSU-CTP, 125.00, Training; 2790, OTA PIKEPASS CENTER, 94.97, Tolls; 2791, OKLA DEPT OF LABOR, 450.00, INSPECTION; 2792, SHOW INC., 300.00, LANDSCAPING SERV; 2793, WESTLAKE ACE HARDWARE, 150.82, Supplies; 2794, PRO TECH, 150.00, PEST CONTROL; 2795, SAPULPA DAILY HERALD, 541.20, PUBLICATION; 2796, CREEK CO HOME FINANCE AUTH, 1500.00, LEASE; 2797, A T & T, 120.26, SERVICE; 2798, COX COMMUNICATIONS, 106.43, SERVICE; 2799, 0 N G, 45.34, Utilities; 2800, 0 G & E, 53.02, Utilities; 2801, A T & T, 140.38, SERVICE; 2802, STATE AUDITOR & INSPECTOR, 63132.49, AUDIT; 2803, Keiffer, Jonathan R, 93.30, TRAVEL; 2804, SMITH, JUDY, 50.00, CLERICAL SERVICES; 2805, SHOW INC., 30.00, RECYCLE SERVICE; 2806, CARZOR CORP, 70.00, Rent; 2807, Church Of The Good Shepherd, 250.00, RENTAL; 2808, CDW GOVERNMENT INC, 143.28, EQUIPMENT; 2809, CDW GOVERNMENT INC, 73.41, EQUIPMENT; 2810, SAPULPA DAILY HERALD, 22.40, PUBLICATION;HEALTH: 569, Okla State Dept Of Health, 44314.53, SALARY; 570, MICHAEL, NICOLE, 40.89, TRAVEL; 571, TATE, DEBBIE, 156.54, TRAVEL; 572, ODENWALD, HEATHER, 77.44, TRAVEL; 573, ODENWALD, HEATHER, 171.98, TRAVEL; 574, Raby Plumbing, 1095.00, PLUMBING SERVICES; 575, CITY OF SAPULPA, 273.88, Utilities; 576,
MARK CROMWELL, 400.00, LAWN CARE; 577, 0 G & E, 897.07, Utilities; 578, 0 N G, 46.08, Utilities; 579, Standley Systems, 368.58, MAINTENANCE AGREEMENT; 580, A T & T, 156.35, SERVICE; 581, PREFERRED BUSINESS SYSTEMS LLC, 245.92, SERVICE; 582, McKESSON, 509.89, Supplies; 583, Standley Systems, 7.50, Supplies; 584, PREFERRED BUSINESS SYSTEMS LLC, 165.38, MAINTENANCE AGREEMENT;HIGHWAY: 1557, H & M HEATING & AIR INC, 85.00, PARTS & REPAIRS; 1558, ERGON A & E INC, 524.71, EMULSIONS; 1559, WESTLAKE ACE HARDWARE, 58.48, PARTS & SUPPLIES; 1560, ATLINK SERVICES LLC, 324.95, SERVICE; 1561, ATLINK SERVICES LLC, 324.95, SERVICE; 1562, 0 REILLY AUTO PARTS, 152.94, PARTS & SUPPLIES; 1563, 0 G & E, 35.59, Utilities; 1564, TULSA COUNTY BOCC, 313.10, SIGNS; 1565, A T & T, 49.14, SERVICE; 1566, SAPULPA DAILY HERALD, 23.80, PUBLICATION; 1567, SAPULPA DAILY HERALD, 30.80, PUBLICATION; 1568, SNB BANK, 1845.59, PAYMENT; 1569, SNB BANK, 1476.23, PAYMENT; 1570, DEERE CREDIT INC, 4351.86, PAYMENT; 1571, WELCH STATE BANK, 2102.39, PAYMENT; HIGHWAY TAX: 594, FLEET PRIDE, 267.37, PARTS & SUPPLIES; 595, TULSA COUNTY BOCC, 76.00, SIGNS; 596, TOTALSIR, 30.00, TESTING; 597, HI-LINE ELECTRICAL SUPPLY, 480.06, PARTS & SUPPLIES; 598, Central Disposal Lie, 88.00, TRASH SERVICE; 599, QUAPAW COMPANY, THE, 10146.86, ROAD MATERIAL; 600, QUAPAW COMPANY, THE, 6850.81, ROAD MATERIAL; 601, A T & T, 201.86, SERVICE; JUVENILE JUSTICE CENTER: 609, A T & T, 59.87, SERVICE; 610, SYSCO, 617.92, Supplies; SHERIFF BOARD OF PRISONERS: 326, Merrifield Office Supplies, 1419.60, HYGIENE PRODUCTS; 327, Centerpointe Energy Service Inc, 287.00, Utilities; 328, TIGER CORRECTIONAL, 6070.67, FOOD; 329, Allied/Headrick Plumbing, 834.00, Service Call; SHERIFF SERVICE FEES: 593, Visa, 1128.24, TRAVEL; 594, Accel Aedec, 2092.00, EQUIPMENT; 595, UNITED TACTICAL SYSTEMS, 4171.17, EQUIPMENT; WR 911: 63, A T & T, 780.72, SERVICE; 64, A T & T, 1523.15, SERVICE. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #6: NO DISCUSSION of new business. (In accordance with the Open Meetings Act, Title 25 O.S. § 3ll(A) (9), new business is 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 by Stephens to sign lease agreement between Creek County Home Finance Authority and Creek County Board of County Commissioners on property located at 222 E. Hobson, Sapulpa for Election Board. Donette Widdoes, Creek County Industrial Authority stated
the contract is the same as years past and there are no changes. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #8: Motion was made by Stephens and seconded by Whitehouse to Accept Bid #18-18 3 Month Bridge/HWY Materials and pass for one week until June 11, 2018 for review and Accept Bid#l8-19 6 Month Bridge/HWY Materials and pass for two weeks until June 18, 2018 for review. 3 Month Bids submitted by Wright Asphalt & Products Co.; Quapaw; Asphalt & Fuel Supply LLC; Tulsa Asphalt LLC; Dunham's Asphalt Services Inc.; Ergon Asphalt & Emulsions; ApacCentral Inc.; Coastal Energy Corp.; Vance Brothers Inc. 6 Month Bids submitted by Advanced Workzone Service LLC; Anchor Stone Co.; Asphalt Producers Inc.; Greenhill Materials; Dunham's Asphalt Service Inc.; T & C Asphalt Materials LLC; Sunbelt Equipment & Supply; Apac-Central Inc.; Dub Ross Co. Inc.; Wilson Culverts Inc.; Xcessories Squared; Logan Co. Asphalt Co .. Late Bid received at 10:10 a.m. from Dolese Bros. Co. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #9: DISCUSSION ONLY/NO ACTION on county-wide training class for Purchasing Procedures-Jana Thomas. Thomas stated we have looked into a two day class and we are looking the cost of being $4-$5,000. They are charging the $125.00 per person. I have prepared a binder with information on procedures, policies and a CD from the Attorney General Office. I would like each officer to review the binder of information and let's get together to see if we can all get on the same page. The officer then would take the information back to the purchasing branches and review it with them. With our meeting we may need to expand our policies and maybe then we might not need a county-wide purchasing class. I do believe anyone that deals with purchasing should attend a purchasing class. There are several Officials/Employees that have had the class and several that have not. I do think that the Fairboard and Trust Members should attend a class as well. We just want all the departments to get on the same page, so that we are not having the same conversations each week. Warner stated maybe we need a trainer to train our own people. Thomas stated my goal is to set down with each elected official and they go back to convey the information. Stephens stated we can always come together to have POW wow, it would have to be an open meeting. We definitely need some policy created. The open discussion would be a great tool. Warner thinks that it would be more effective to have a class then just to pass out binders. Thomas stated I highly recommend that everyone that touches purchasing watch the CD by Charles Rogers that was presented at ACCO in 2016. It is very informative. The Board asked when could we possibly meet, Mortazavi stated August. Thomas can send out some dates and we can see which ones work the best for everyone.
Item #10: Motion was made by Stephens and seconded by Whitehouse to let for Bid#lB-21 Janitorial Services Health Department. Jana Thomas stated that there is a scripter's error on agenda stating discussion and possible action to award or deny bids for janitorial services for both the Sapulpa/Bristow Health Department Offices it should state let for bid. I have reviewed the current contract and there isn't a renewal clause. Dana Logsdon stated she inadvertently copied and pasted the wrong language. Emily Mueller, Assistant District Attorney stated you are in compliance with public notice with item being on agenda. However, there is a Scribner's error and you can act with a motion on this agenda. Larry Bergner, Health Department and Stephens discussed where or not the State is going to try and tell them what contracts they are overseeing and what ones they are not. Bergner stated at this point lawn care, copier and janitorial can go through the county. Bergner stated we need to have our legal counsels get together to discuss the differences all the counties are having. It has been stated that only employees are going through GOLT. I have tried to get ACCO to have a discussion of this same topic at CODA and have not had a response back from ACCO. Stephens stated they need to either do all the contracts or not. Not pick and choose which one they think is a legal contract. Vote as follows: Warner - Aye, Stephens -Aye, Whitehouse - Aye.
Item #11: DISCUSSION ONLY/NO ACTION on discussion and possible action to accept written quote for safe rooms for Bristow and Sapulpa Health Department Offices. Larry Bergner presented quotes from Ground Zero for $3,200 and $10,000.00; Tornado Alley Armor LLC for $4,770.00 and $8,855.00 and Family Safe for $5,600.00 and $11,600.00. We have used Family Safe at different locations and I am comfortable with their bid. Ground Zero doesn't include labor or delivery and I'm not comfortable with the quote. Stephens asked Jana Thomas, Purchasing Agent if we are okay doing this as one project, Thomas stated yes they are the same project just different locations. It's better to look at the whole picture then putting it together. This is similar to the Fairgrounds. This is Title 61 which requires 3 written quotes since this is an improvement to a public building. Warner asked if they had contacted Hausner's Safe Rooms out of Drumright, they are the leading suppliers for Oklahoma. Stephens stated well you have only one that makes it the rest are over the amounts. Thomas stated you are thinking of Title 19 we are using Title 61 5-$50,000.00 with three quotes needed. Thomas stated that Family Safe has disqualified themselves for asking payment in full at the time of service and needing credit card information, as the county doesn't do that. Warner stated that their bid was not very descriptive. Stephens stated that the other two gave really good breakdowns and laid it all out. Warner stated at this time you need to get a little more information and you do not have a complete bid with three quotes. You can bring this back before the Board when you are ready to proceed.
Item #12: Motion was made by Stephens and seconded by Whitehouse to sign detention contracts with Canadian County Juvenile Detention Center and the Creek County Board of County Commissioner for $36.00 per day per child. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #13: DISCUSSION ONLY/NO ACTION on discussion and possible action to consider signing resolution for workers' compensation insurance renewal with ACCO. Dana Logsdon, Deputy Commissioner spoke to the Board stating they received the renewal last week it is my recommendation that we choose the two payment option as we cannot afford the one-time payment with our budget. Logsdon stated that the amount is split with the General Government RS account and the HWY pays the other half, then the cash accounts reimburse the General quarterly. Since our budget is not complete, we do not know how much we are going to receive by July 31. Tandra McClellan, Payroll Clerk stated the budget cannot sustain the one-time payment. Logsdon stated we made the two payments last year and that is what I recommend this year. Don Engle, Treasurer stated if it is cheaper that we make a single payment I would rather do that. We have excess money in the sinking fund and we have a six month CD coming due we could use. Emily Mueller, Assistant District Attorney addressed the Board and stated this needs to be a public discussion so they need to speak where everyone can hear them. Bret Bowling stated he pays 2/3 of his employees out of cash accounts and stated we may or may not have the funds to cover that. Tandra stated you would still just pay that money back quarterly as you have done in the past. Engle stated he would like to save the county $5,000.00 and make a one-time payment using a cash account. Jennifer Mortazavi, County Clerk asked what account do you want to use, as all cash accounts have restrictions as to what the money can be sent on. Engle stated he would have to do some research and get back to the Board. Warner stated he would like to also do the one-time payment as well. Muller stated that anything presented to the Board must be available for the public as well. Stephens stated we need to clarify what cash accounts and make sure that it is clearly defined on how that money can be spent. Warner asked Engle to do some research and the item will be on next week agenda. Public Comment: James Jackson spoke to the Board and Mr. Warner stating he needs two questions answered. One talking to Paul Farris about the road is it county maintained, Rick Selsor stated yes it is. There has been a road crew out cleaning out the bar ditch, how long is that going to take. Jackson asked Rick Selsor how long will it take. Jackson stated there is a cottonwood tree that is causing issues with the road washing out. The chips keep washing out when it rains, with Tuesdays' storm it washed out the road to 51st St. The Westside of the bar ditch needs cleaned out. I keep the Eastside cleaned out. Jackson stated Stephens cannot do it. Stephens stated the Board has no authority to tell me what I can do. Stephens stated that the issue is not the cottonwood tree it is a neighbor up the street that doesn't have a culvert. We are going to have Rick go out and talk with the owner. Jackson asked if he has ever cleared out the culvert, Stephens stated I have not, but my guys have. Jackson stated he has lived out there for 51 years and it has never been cleaned out. The issue if you will listen is at the top of the hill. My guys were just out there two weeks ago to do cleaning, it takes time. Jackson asked Warner when the Northside bar ditch can be cleaned. Warner stated you have addressed the issue with the Board and Stephens. Jackson stated that I
spoke to you when you came into office and you said that when you got the job done in Kiefer you would blacktop our road, that's been seven years ago. Stephens stated I didn't tell you that and we are working on the issue.
Adjournment: Motion was made by Warner and seconded by Stephens at 10:15 a.m. to adjourn and meet again 6-11-18. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.