Office of the County Clerk County of Canadian State of Oklahoma. Board of County Commissioners Meeting June 24, 2013

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1 Office of the County Clerk County of Canadian State of Oklahoma Board of County Commissioners Meeting June 24, 2013 Notice of the meeting and agenda were posted at 3:00pm on June 20, 2013 at the Canadian County Courthouse, 201 N. Choctaw Ave., El Reno, OK 73036, according to the provisions of 25 O.S The Canadian County Board of County Commissioners met at 9:00am in the Public Meeting Room. Those members present were Commissioner David Anderson, Commissioner Phil Carson and Commissioner Jack Stewart. Agenda item #1: Chairman Anderson called the meeting to order. Agenda item #2: There were no comments from the public. Agenda item #3: Following discussion, Carson moved, seconded by Stewart to grant leave with pay not exceeding fifteen (15) working days pursuant to 19 O.S to any county employee who was affected by the presidentially declared disaster concerning the May 31 tornado storms that impacted Canadian county. County officers or department heads will submit a written recommendation to the Board for consideration to grant the administrative leave to any affected county employee. Upon roll call: Anderson, no; Carson, yes; Stewart, yes. The motion passed 2-1. Agenda item #4: Carson moved, seconded by Stewart to approve the renewal of the Cooperative Agreement between the U.S. Department of Agriculture APHIS Wildlife Services, Oklahoma Department of Agriculture, Food & Forestry and the Canadian County Board of Commissioners for animal damage control for FY2014. The county will provide funds in the amount of $2, for FY2014. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #5: Anderson moved, seconded by Carson to approve the Temporary Appropriations for FY2014 for the County General Fund. (Clerk's Misc. File No ) Agenda item #6 and item #7: Anderson moved, seconded by Carson to approve: Resolution (#13-122) to Execute the Agreement Establishing the Association of County Commissioners of Oklahoma Self-Insurance Group (Property / Liability Program). (Clerk's Misc. File No ) Intent to Participate in ACCO-SIG (Property / Liability Program) for FY2014 with selection of payment option #1. The annual premium for FY2014 is $238, (Clerk's Misc. File No )

2 Agenda item #8: Carson moved, seconded by Stewart to approve the Resolution (#13-123) for Lease renewals for Canadian County District #1 for FY2014: a) Welch State Bank 2013 Peterbilt 388 Truck Tractor (S/N 7788) b) Welch State Bank 2013 Peterbilt 348 Dump Truck (S/N 1304 c) Welch State Bank 2013 Peterbilt 348 Dump Truck (S/N 1305) d) Coppermark Bank now known as Prosperity Bank 2013 John Deere 772G Motor Grader (S/N1759) e) CAT Financial EL Excavator (S/N 0884) (Clerk's Misc. File No ) Agenda item #9: Anderson moved, seconded by Carson to approve the Resolution (#13-124) for Lease renewals for Canadian County District #2 for FY2014: a) Welch State Bank 2008 Caterpillar 420E Backhoe (S/N 3237) b) John Deere Credit 2010 John Deere Grader (S/N 0755) c) Caterpillar M2 Caterpillar Motor Grader (S/N 0629) d) Welch State Bank 2013 Peterbilt 388 Tractor Truck (S/N 7776) e) Welch State Bank 2013 Peterbilt 388 Tractor Truck (S/N 7777) (Clerk's Misc. File No ) Agenda item #10: Stewart moved, seconded by Carson to approve the permits for Devon Gas Services, L.P. to cross the following locations in District #3: a) Cross N2680 (N. Karns Road) approximately miles north of Jct. N2680 and E0990 (Darlington Road NW) and further described as 763 north of the SE corner of Section 23 T13N- R10W. (Clerk's Misc. File No ) b) Cross E0990 (Darlington Road NW) approximately miles west of Jct. E0990 and N2680 (N. Karns Road) and further describes as 328 west of the SE corner of Section 23 T13N-R10W. (Clerk's Misc. File No ) c) Cross N2710 (N. Maple Road) approximately miles north of N2710 and US 270 Jct. and further described as 2,596 north of the SE corner of Section 8 T13N-R9W. (Clerk's Misc. File No ) d) Cross N. Cedar Road (N2700) approximately miles north of Jct. N2700 and US 270 and further described as 105 north of the SE corner of Section 6 T13N-R9W. (Clerk's Misc. File No ) Agenda item #11: Stewart moved, seconded by Carson to approve the permit for ONEOK Field Services to cross the following location in District #3: a) Cross N. Ranch Road approximately 0.07 miles north of N. Ranch Road and Darlington Road and further described as 370 north of the SW corner of Section 22 T13N-R9W. (Clerk's Misc. File No ) Agenda item #12: Stewart moved, seconded by Carson to approve the Resolution (#13-125) for Lease renewal for Canadian County District #3 for FY2014: a) Coppermark Bank now known as Prosperity Bank 2013 John Deere 772G Motor Page 2 of 9

3 Grader (S/N 2102) (Clerk's Misc. File No ) Agenda item #13: Stewart tabled the approval of 40 hours donated sick leave for Danny Ross from Diana Robinson. The donation request requires a letter of explanation to the Board to verify the need for the donated leave in accordance with the county s Leave Sharing Policy. Agenda item #14: Anderson moved, seconded by Carson to approve the Resolution (#13-126) for Lease renewal for the Canadian County Assessor for FY2014: Standley Systems LLC Savin Copier 920 (S/N 1737), Savin Copier 2852 (S/N 1727), Savin Copier C3502 (S/N 0781), Savin Copier C9120 (S/N 0385), Ricoh Copier MPW3601 (S/N 0017) (Clerk's Misc. File No ) Agenda item #15: Stewart moved, seconded by Carson to approve the contract between Calumet Public Schools and the Children s Justice Center for alternative educational services for FY2014. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #16: Carson moved, seconded by Stewart to approve the contract between El Reno Public Schools and the Children s Justice Center for the provision of educational services on behalf of the Fort Reno Adolescent Group Home for FY2014. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #17: Stewart moved, seconded by Carson to approve the contract between El Reno Public Schools and the Children s Justice Center for the El Reno Public Schools to serve as the Lead Educational Agency for FY2014. (Clerk's Misc. File No ) Agenda item #18: Carson moved, seconded by Stewart to approve the contract between the Oklahoma State Office of Juvenile Affairs and Board of Canadian County Commissioners for the Children s Justice Center for reimbursement for detention transportation services for FY2014. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #19: Stewart moved, seconded by Anderson to approve the Resolution (#13-127) for Lease renewals for the Canadian County Clerk for FY2014: a) Summit Mailing & Shipping Systems, Inc. (Neopost Leasing, Inc.) NIJ0 Postage Machine and Meter ME054 (A298) and NWP10 Postage Scales EQSM10040 (4441) b) Oklahoma Office Systems, Inc. Konica/Minolta Bizhub C552DS (1126), Konica/Minolta Bizhub M223 (5116) and Konica/Minolta Bizhub C550 (9476) (Clerk's Misc. File No ) Page 3 of 9

4 Agenda item #20: The Board reviewed the two quotes submitted for replacing the front glass of the Canadian County Election Board Building: Binswanger Glass - $21, Robert s Glass - $26, Six quotes were requested by Cliff Lawson, Maintenance Supervisor, but only two vendors responded. Stewart moved, seconded by Anderson to accept the quote from Binswanger Glass for $21, Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #21: Carson moved, seconded by Anderson to approve the Resolution (#13-128) for Lease renewal for the Canadian County Election Board for FY2014: a) Pitney Bowes Financial Services LLC DM525 Mailing System (7409), DM500 Series Weight on Way Module (9933) and Office Right D1200 Folding Station (6008) b) Oklahoma Office Systems, Inc. Konica/Minolta C360 Copier (7083), Muratec F316 Fax Machine (5023) (Clerk's Misc. File No ) Agenda item #22: Carson moved, seconded by Stewart to approve the Requisitioning and Receiving Officers for the Canadian County Free Fair Board: Requisitioning Officers: Theresa Ramsey & Audre Knott Receiving Officer: Ted Mittlestaedt (Clerk's Misc. File No ) Agenda item #23: Carson moved, seconded by Anderson to approve the Resolution (#13-129) for Lease renewals for the Canadian County Health Department for FY2014: a) Pitney Bowes Financial Services LLC DM300/G900 Mailing System Meter (9546) and DM300/MP9G Mailing System Scale (5455) El Reno Health Department. b) Pitney Bowes Financial Services LLC DM300/G900 Mailing System Meter (9577) and DM300/MP9G Mailing System Scale (5469) Yukon Health Department. (Clerk's Misc. File No ) Agenda item #24: Carson moved, seconded by Stewart to approve the Resolutions (# through #13-139) for Lease Renewals between the Canadian County Sheriff and F&M Bank, Edmond Oklahoma for the following for FY2014: a) # Chevrolet Tahoe 4WD (S/N 6838) (Clerk's Misc. File No ) b) # Chevrolet Tahoe 4WD (S/N 6866) (Clerk's Misc. File No ) c) # Chevrolet Tahoe 4WD (S/N 6895) (Clerk's Misc. File No ) d) # Chevrolet Tahoe 4WD (S/N 7127) (Clerk's Misc. File No ) e) # Chevrolet Tahoe 4WD (S/N 7475) (Clerk's Misc. File No ) f) # Chevrolet Tahoe 4WD (S/N 2051) (Clerk's Misc. File No ) g) # Chevrolet Tahoe 4WD (S/N 2135) (Clerk's Misc. File No ) h) # Chevrolet Tahoe 4WD (S/N 9483) (Clerk's Misc. File No ) i) # Chevrolet Tahoe 4WD (S/N 4523) (Clerk's Misc. File No ) Page 4 of 9

5 j) # Chevrolet Tahoe 4WD (S/N 4374) (Clerk's Misc. File No ) Agenda item #25: Captain Bob Stuart reported there were 93 inmates in the jail and 85 inmates housed out of county. Agenda item #26: Anderson moved, seconded by Carson to approve the June 17, 2013 minutes. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Agenda item #27: Under updates of the jail construction progress, Stewart stated: The roof will be finished this week. The roof air conditioners are scheduled to be installed on Thursday. Next week, they will begin painting the exterior of the building and hanging the exterior doors. The monthly progress meeting will be this Wednesday, June 26. Agenda item #28: Under new business, Carson requested consideration of a waterline permit that he did not receive until Friday, June 21, after the agenda was already posted. Carson stated this was of an emergency nature as the work had already begun. Carson moved, seconded by Anderson to approve the permit for Select Energy to cross the following location in District #1: Parallel county route Hefner Road approximately.9 miles east of Banner Road and further described as 4,752 east of the NW corner of Section 28 T13N R6W for a total of six (6) crossings. (Clerk's Misc. File No ) Also under new business, Jerry Smith, Emergency Management Director, gave an update from the May 31 storm. No action was necessary. Agenda item #29: Anderson moved, seconded by Carson to approve appropriations and transfers. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Appropriations: TO FROM AMOUNT Adult Drug Court State of Oklahoma - DCFFS $4, Grants City of Mustang $.27 Sheriff Prisoner Care Town of Union City $80.00 Transfers: FROM TO AMOUNT County General General Government County General County Highway $2, Maintenance & Operation Personal Services County General General Government County General Court Clerk Personal $2, Maintenance & Operation Services County General Emergency Management Maintenance & Operation County General Emergency Management Personal Services $ Page 5 of 9

6 County General Election Board Maintenance & Operation County General Free Fair Maintenance & Operation County General School Services Travel Expense, Maintenance & Operation, Capital Outlay Children s Justice Center Maintenance & Operation County General Election Board Capital Outlay County General Free Fair Personal Services County General School Services Personal Services Children s Justice Center Capital Outlay $22, $75.00 $1, $50, At 10:34am, Anderson declared a recess to allow the Public Facilities Authority meeting to convene. * * * At 1:33pm, Anderson reconvened the meeting. Agenda item #30: Stewart moved, seconded by Carson to approve Blanket Purchase Orders. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Agenda item #31: Carson moved, seconded by Stewart to approve Claims. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Bogus Check Fee Account Cash Fund 7762 PDQ Printing Envelopes $ Merrifield's Office Plus Paper $ Oklahoma District Attorneys Association Dues $ Bogus Check Fee Account Cash Fund Total: $ Children's Justice Center Cash Fund 2439 American Red Cross Of Central Oklahoma Service $ Terminix Commercial Service $ Yukon Tag Agency Service $ Hobby Lobby Stores, Inc Supplies $ Yukon Tag Agency Service $ JC Technologies LLC Service $ Yukon Tag Agency Service $ Yukon Tag Agency Service $ Ami L Siems Services $2, Darby Eisenhour Service $1, Concentra Medical Centers Testing $ Beachlers IGA Food $1, Staples Advantage (IL) Supplies $ Oklahoma State Bureau Of Investigation #3337 Service $ Ross Seed Co Supplies $ El Reno Tribune Advertisement $ CMI, Inc. Mouthpieces $ Unifirst Corp Supplies $ Cici's Pizza Pizza's $ Staples Advantage (IL) Supplies $ Medtox Diagnostics, Inc. Cotinine Kits $ Dan Dill Electric, Inc Parts & Labor $ Page 6 of 9

7 8771 Yukon Tag Agency Service $ Yukon Tag Agency Service $ Country Estates Rent $ O G & E Service $ O G & E Service $4, Clearwater Enterprises, LLC Service $ A T & T (Long Distance) Service $ Touchtone Communications (Box 27772) Service $ Orcutt Mechanical Contractors Parts & Labor $ Orcutt Mechanical Contractors Parts & Labor $ Orcutt Mechanical Contractors Parts & Labor $ Johnson Controls, Inc Labor $ Firetrol Protection Systems Labor $ Commercial Power Solutions LLC Labor $1, Dan Dill Electric, Inc Parts & Labor $ Children's Justice Center Cash Fund Total: $20, County Clerk Preservation Fees Cash Fund 5039 Dimensional Concepts Service $7, County Clerk Preservation Fees Cash Fund Total: $7, County General Fund 3149 Dimensional Concepts Service $ Dimensional Concepts Service $1, Get Imaging Inc Service $ Cox Communications LLC Service $ Cowan Group Engineering LLC Service $ Cowan Group Engineering LLC Service $1, Cintas First Aid & Safety Service $ Turf Care & Beyond, Inc Service $ Baehler Lawn Service Service $ OSU/CLGT Registration $ JKM Office Supply Supplies $ Preservation Oklahoma Inc Registration $ Comdata Network, Inc Fuel $ Beachlers IGA Supplies $ ICS Jail Supplies, Inc. Supplies $2, Comdata Network, Inc Fuel $ Mustang Times Advertisement $3, Ross Seed Co Supplies $ Brads Lawn Service Mowing $ Unified Disaster Resources Inc Materials $3, Advanced Correctional Health Care Tank Rental $ Advanced Correctional Health Care Tank Rental $ OSU Cooperative Extension Service Services $8, OSU Cooperative Extension Service Postage $ Staples Advantage (IL) Supplies $ Beachlers IGA Supplies $ Pitney Bowes Global Financial Services LLC Lease payment $ Quill Corp Toner $1, American Plant Product & Service Inc Motor $ El Reno Tribune Publication $ Keren Prior Travel $ JKM Office Supply Binders $ Yukon Trophy & Awards Plaques $ A T & T Long Distance Service $ Page 7 of 9

8 8777 Canadian Valley Technology Center. Training $ Don's Muffler Center Exhaust System $ Gene Irion's Wrecker Co Service $ O G & E Service $ Cox Communications LLC Service $ Cox Communications LLC Service $ RigData Report $ Cox Communications LLC Service $1, Cox Communications LLC Service $1, Sandra K Cushing Payment $ Brian Fife Travel $ United States Postal Service PO Box Rental $ ONG Service $ County General Fund Total: $36, County Health Department Fund 8450 Mitzi Mattox Service $1, Haleigh Watson - Wilkes Service $ Jani-King Of Oklahoma Service $1, El Reno Tribune Publication $ R. K. Black, Inc Service $ Lindsey Mathis Service $ Nicole Michael Travel $1, County Health Department Fund Total: $4, Emergency Management Cash Fund 7497 O'Reilly Auto Parts Wiper Blades $ A T & T Mobility Service $82.24 Emergency Management Cash Fund Total: $ Flood Plain Permit Cash Fund 6357 Standley Systems Service $21.32 Flood Plain Permit Cash Fund Total: $21.32 Grants Cash Fund 8798 A T & T Mobility Service $45.00 Grants Cash Fund Total: $45.00 Sheriff Prisoner Care Cash Fund 8412 Sysco Food Service Supplies $1, Sheriff Prisoner Care Cash Fund Total: $1, Sheriff Service Fees Cash Fund 1631 COPS Products Supplies $ Zcals Inc Embroidery $ Amazon.Com LLC Supplies $ Oklahoma Sheriff's Association Registration $ Yukon Hills Animal Hospital Supplies $ Brian Freeman Expenses $ Tom Linn Fees $19.30 Sheriff Service Fees Cash Fund Total: $1, Supervision Program Cash Fund Page 8 of 9

9 7761 T & M Printing Forms $ T & M Printing Forms $50.00 Supervision Program Cash Fund Total: $ Unrestricted Highway Cash Fund 236 Livingston Machinery Company Parts $ P & K Equipment Inc-Kingfisher Parts $1, P & K Equipment Inc-Kingfisher Parts $1, K & O Construction & Supply Co Galv Sheeting $14, K & O Construction & Supply Co Gav Sheeting $7, Hoidale Co Inc Fuel Storage Tank $68, Rush Truck Center-Oklahoma City Parts $2, Unifirst Holdings LP #2394 Uniforms $ FleetPride Inc Parts $1, O'Reilly Auto Parts Parts $ American Sentinel Products Parts $ Western Aggregates LLC Road Rock $11, Oklahoma Office Systems LLC Maintenance $ Dub Ross Company Inc Pipe $6, Southwest Trailers & Equipment Parts & Labor $ Schwarz Paving Co Inc Asphalt $2, Standridge Equipment Cutter $9, Helena Chemical Company-El Reno Supplies $1, K & O Construction & Supply Co Sheeting $16, El Reno Steel-El Reno Gate $ Schwarz Oil Co Fuel $ Schwarz Oil Co Fuel $ Schwarz Oil Co Fuel $ Rush Truck Center-Oklahoma City Filters $ Jared Rumley Travel $ C L Boyd Parts $4, Karber Electric Inc. Labor & Materials $4, Welch State Bank Payment $6, Maple Rural Water Service $ Oklahoma Tax Commission Tag $ Logan Guth Travel $ O G & E Service $ Donna Hunt Travel $ Unrestricted Highway Cash Fund Total: $165, Payment Listing Total: $237, Agenda item #32: Anderson moved, seconded by Carson to adjourn. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. The meeting adjourned at 2:04pm. Shelley Dickerson, County Clerk (SEAL) Page 9 of 9