Office of the County Clerk County of Canadian State of Oklahoma. Board of County Commissioners Meeting October 28, 2013

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1 Office of the County Clerk County of Canadian State of Oklahoma Board of County Commissioners Meeting October 28, 2013 Notice of the meeting and agenda were posted at 4:30pm on October 24, 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: The Board discussed renewing participation in the Oklahoma City Economic Development Foundation for the Greater Oklahoma City Partnership for FY2014. The Board expressed the desire to know more about the return on investment (benefits, economic development) to the county. The annual fee is $.25 per county citizen. Anderson stated he would request more information from the Oklahoma City Economic Foundation and from other municipalities and chambers regarding their participation. No action was taken. Agenda item #4: The Board discussed replacing the sidewalk at the County Assessor s building (200 N. Choctaw). The west and south sidewalks will need to be redesigned, removed and rebuilt. The Board reviewed available budget funds and directed Cliff Lawson, Maintenance Supervisor, to proceed with obtaining quotes for the project. Agenda item #5: The Board discussed the duties and job description for a new position in the County Commissioners Office. Discussion included the switchboard relief duties and additional duties in the Commissioners Office, such as attending meetings in the Commissioners absence, having knowledge of road projects and funding, doing research, or maintaining the Trust Authority records. The Board determined each Commissioner would draft a job description of possible duties for this position and would discuss the matter further at a later date. No action was taken. Agenda item #6: Carson requested to table indefinitely consideration to approve the lot split letter regarding the lots/tracts located in the SE//4 of Section 4 T12N-R6W lot/tract 13 & 14 to allow time to obtain additional information. Agenda item #7: Anderson moved, seconded by Stewart to approve the contract for sale/purchase of real estate between the Board of County Commissioners, Canadian County and Centurion Pipeline, L.P. for the county property of

2 District #2. The contract purchase price is $75, Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #8: Carson moved, seconded by Stewart to approve the permit for Quantum Resources Management, LLC to cross N. Courtney Road approximately 0.1 mile north of the intersection of Edmond Road and N. Courtney Road and further described as 530 north of the SE corner of Section 25 T14N-R7W. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #9: Carson moved, seconded by Anderson to approve the Requisitioning and Receiving Officers for Canadian County District #1: Requisitioning Officers: Justin Atkinson and Theresa Ramsey Receiving Officers: Lacey Dawson and Kinzada Hunt (Clerk's Misc. File No ) Agenda item #10: Carson moved, seconded by Stewart to approve the donation of 160 hours of sick leave to Raymond L. Atzbach, Jr., from the following employees: Dennis Land 80 hours sick leave Luther Hamil 80 hours sick leave (Clerk's Misc. File No ) Agenda item #11: Carson moved, seconded by Anderson to approve the Resolution authorizing application for financial assistance from the Rural Economic Action Plan Fund for base stabilization and a 3 asphalt overlay on Waterloo Road going east 2 miles from Evans Road to Banner Road in Canadian County District #1. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #12: Carson moved, seconded by Stewart to approve the Resolution authorizing application for financial assistance from the Rural Economic Action Plan Fund for base stabilization and a 3 asphalt overlay on Banner Road going north 2 miles from Britton Road to 122nd Street in Canadian County District #1. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #13: Anderson moved, seconded by Stewart to approve the Resolution authorizing application for financial assistance from the Rural Economic Action Plan Fund for base stabilization and double chip seal application on Alfadale Road from Hwy 152 south to 89th Street in Canadian County District #2. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #14: Stewart moved, seconded by Anderson to approve the permits from ONEOK Field Services Co., LLC for the following locations in District #3: Page 2 of 9

3 a) Cross 2,540 east of the NW corner of Section 3 T13N-R10W and crossing to approximately 2,600 east of the SW corner of Section 34 T14N-R10W. b) Cross 640 west of the SE corner of Section 34 T14N-R10W and crossing to approximately 620 west of the NE corner of Section 3 T13N-R10W. c) Cross 825 south of the NE corner of Section 3 T13N-R10W and crossing to approximately 825 south of the NW corner of Section 2 T13N-R10W. (Clerk's Misc. File No ) Agenda item #15: Stewart moved, seconded by Carson to approve the permit for Devon Energy Production Co., to cross N2680 (N. Karns Road) approximately miles north of Junction US 270 & Karns Road and further described as 412 north of the SW corner of Section 1 T13N-R10W in District #3. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #16: Anderson moved, seconded by Carson to approve the commercial services agreement between Cox Business and Canadian County for new services at the County Assessor s office. Two cable outlets will be installed. (Clerk's Misc. File No ) Agenda item #17: Carson moved, seconded by Anderson to approve the renewal contract between the Court Appointed Special Advocate Program (CASA) and the Canadian County Children s Justice Center for services for FY2014. The monthly contract amount is $1, Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #18: Anderson moved, seconded by Carson to approve Emergency Management s EMPG/SLA grant application to the Oklahoma State Department of Emergency Management to supplement emergency management operations and projects for FY2014. Jerry Smith, Emergency Management Director, stated the potential award could be $15, Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #19: Carson moved, seconded by Anderson to approve the annual recertification of Canadian County s Emergency Operations Plan. Jerry Smith, Emergency Management Director, stated he has updated the county s Emergency Operations Plan and that the county is in the process of changing from an annex format to a function format. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #20: Carson moved, seconded by Stewart to approve the lease purchase agreements between John Vance Motors, Guthrie, OK, and the Canadian County Sheriff for the following equipment and terms: Eleven (11) 2013 Chevrolet Tahoe 4 WD, S/N , , , , , , , , , , and Unit Price: $29, Financing: 4.25% for 4 years Lease Purchase Price: $32, each Assigned To: F&M Bank Page 3 of 9

4 (Clerk's Misc. File No thru ) Agenda item #21: Carson moved, seconded by Anderson to approve the Resolution (#13-182) for Disposing of County Equipment for the Canadian County Sheriff for the following: # Crown Victoria (S/N ) junked (Clerk's Misc. File No ) Agenda item #22: The Sheriff s office reported there were 94 inmates in the jail and 103 inmates housed out of county. Sheriff Edwards discussed with the Board the need for approximately $44, in additional funds in the Out of County Prisoner Housing account to allow for the housing expense during November. The shortage in the account is due to the fact the inmate count has exceeded the amount currently budgeted for FY2014. The budgeted amount was based on 70 inmates per day and Edwards stated the average has been 90 inmates per day. The Board directed the Clerk to prepare a transfer from the Capital Improvement Projects account to the Out of County Prisoner Housing account. Agenda item #23: The time being after 9:30am, bids were opened for Bid #2014-#12 Prisoner Transportation / Canadian County Sheriff. Bids were received from the following vendors: PTS of America LLC - $.95 per mile US Prisoner Transport - $.80 per mile Sheriff Randall Edwards stated these services are used for out of state prisoner transport. He further stated he was advised by the State Auditor that he could request to award the bid to all vendors. The vendors have specific transport areas and the low bidder may not be able to provide the services requested. Following the Sheriff s recommendation, Carson moved, seconded by Anderson to award Bid #2014-#12 Prisoner Transportation to PTS of America LLC and US Prisoner Transport. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #24: Stewart moved, seconded by Carson to approve the October 21, 2013 minutes. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Agenda item #25: There were no updates of the jail construction progress. Agenda item #26: Under new business, the Board discussed the Six Month Bid concerning mowing and determined this item would not be included on the next Six Month Bid request. The County Treasurer and Fairgrounds will make their own selection for the mowing service. The Commissioners will purchase a mower for the county staff to mow the Court House campus. The Board also discussed the asphalt laid in place product. The new Six Month Bid request will contain specifications for single products and combination products. This will allow vendors to bid on the combination products that are needed for specific projects. The Board also discussed that a time constraint needed to be included in the specifications. No action was necessary. Page 4 of 9

5 Agenda item #27: 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 County General Unrestricted Dists. #1,2,3; Health $130, Dept., Children s Justice Center County General Riverside, Darlington & Maple $2, School Districts Health Department Red Plains Professional, Inc. $ Unrestricted Highway District #1 El Reno Recycling, Inc. $ Unrestricted Highway District #1 Mike Graham Auctioneers $ Unrestricted Highway District #2 State of Oklahoma $3, Unrestricted Highway District #2 OEMA $100, Unrestricted Highway Dist. #2 & #3 State of Oklahoma $ Unrestricted Highway District #3 Town of Union City $12, Unrestricted Highway District #3 OneOK, Inc. $2, Adult Drug Court September Monthly Depository $ Children s Justice Center September Monthly Depository $93, Children s Justice Center Aflac $51.74 Floodplain OneOK, Peloton Land Solutions $ Sheriff Commissary Swanson Services $1, Sheriff Service Fees U.S. Treasury $ Transfers: FROM TO AMOUNT Unrestricted Highway District #2 Capital Unrestricted Highway District #2 $100, Outlay Maintenance & Operation Health Department Capital Outlay Health Department Travel $20, Unrestricted Highway District #3 Unrestricted Highway District #3 FY2014 $170, FY2013 Children s Justice Center FY2013 Children s Justice Center FY2014 $.13 Agenda item #28: 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 #29: Anderson moved, seconded by Stewart to approve Claims. Upon roll call: Anderson, yes; Carson, yes; Stewart, yes. The motion passed 3-0. Adult Drug Court Revolving Cash Fund 3156 Innovative Court Solutions LLC Payroll $2, Copelin's Office Center Supplies $80.35 Adult Drug Court Revolving Cash Fund Total: $2, Page 5 of 9

6 Bogus Check Fee Account Cash Fund 3139 Postmaster Stamps $ Merrifield's Office Plus Supplies $ Bogus Check Fee Account Cash Fund Total: $1, Children's Justice Center Cash Fund 361 Cathy Montgomery, MS,RD/LD Service $ Lowe's Companies Supplies $ Cathy Montgomery, MS,RD/LD Service $ Wal-Mart Community Branch Supplies $ Lowe's Companies Supplies $ Oklahoma City Community College Registration $ Tulsa World Advertisement $ Enid News & Eagle Advertisement $ Battle Born K9 Training $ Cathy Montgomery, MS,RD/LD Service $ Oklahoma City Community College Registration $ Staples Advantage (IL) Supplies $ Water Quality Control Inc Service $ JC Technologies LLC Service $ Security Cameras Direct Camera System $ Warren's Screen Printing & Embroidery Shirts $ Rainbow Pennant Inc Flags $ Tooters Inc Food $ Firetrol Protection Systems Parts $ A T & T Maintenance Parts and Labor $2, InSight Screening Services, LLC Drug Tests $ Johnson Controls, Inc Parts and Labor $2, Staples Advantage (IL) Supplies $ Board Of Education / General Fund Salaries $26, Canadian County Health Dept. Hepatitis A Shot $ Oklahoma Department Of Environmental Quality Service $ Canadian County Sheriff's Office Dog Food $ Lowe's Companies Supplies $ Countywide News Inc Advertisement $ Altus Times Advertisement $ Shawnee News - Star Advertisement $ Children's Justice Center Cash Fund Total: $40, County Clerk Lien Fees Cash Fund 2533 Mid-West Printing Envelopes $ Dimensional Concepts Labels $ Quill Corp Supplies $ Christine Orr Travel $84.02 County Clerk Lien Fees Cash Fund Total: $ County General Fund 48 Amazon.Com LLC Supplies $ Mustang Times Subscription $ Advanced Correctional Health Care Tank Rental $ Dimensional Concepts Service $7, Dimensional Concepts Service $1, Get Imaging Inc Service $ Page 6 of 9

7 415 Shred-It Service $ Oklahoma Office Systems LLC Maintenance $1, Special Ops Uniform Supplies $ Special Ops Uniform Supplies $ Northeast Wisconsin Technical College Certifications $ Schwarz Oil Co Parts $ Water Quality Control Inc Service $ Hi-Line Supplies $ Dry Clean Super Center Service $ Yukon Hills Animal Hospital Supplies $ Union City CCC Trust Fund Labor $ Comdata Network, Inc Fuel $26, CTC Janitorial Service $ Pottawatomie County Public Safety Center Trust Service $40, El Reno Tribune Advertisement $ Comdata Network, Inc Fuel $ Just Knock Ground Services Service $ Landmark GSI Service $2, Wal-Mart Community Branch Supplies $ Office Of Management And Enterprise Services Supplies $ Cutting Edge Signs Lettering $ Frisco Fence Construction Labor & Material $ Department Of Public Safety Service $ ONG Service $ Petsmart Dog Food $1, V Veterinary Service & Supply Euthanasia Cats $ Oklahoma Office Systems LLC Maintenance $ AmSan Eve Inc Supplies $ French's Printing Inc Number Machine $ Mustang Times Subscription $ ONG Service $ Thomson West Service $ Sandra K Cushing Payment $ Oklahoma Employment Security Commission Unemployment Tax $ Oklahoma Employment Security Commission Unemployment Tax $ Oklahoma Employment Security Commission Unemployment Tax $ Oklahoma Employment Security Commission Unemployment Tax $ US Fleet Tracking Service $ ONG Service $ Get Imaging Inc Service $ Jack Stewart Travel $1, A T & T Long Distance Service $ ONG Service $ Cox Communications LLC Service $1, ONG Service $ Nancy Galyon Travel $ Bob Mallam Travel $ Diana Robinson Travel $ Cox Communications Legal Department Service $ Jerry Zucksworth Travel $ Tammy Felton Travel $ Deniece Munoz Travel $18.51 County General Fund Total: $92, Page 7 of 9

8 Emergency Management Cash Fund 3230 Oklahoma Employment Security Commission Unemployment Tax $34.18 Emergency Management Cash Fund Total: $34.18 Sheriff Prisoner Care Cash Fund 1805 Beachlers IGA Supplies $ Addtronics Business Systems Credentialing System $13, Sysco Food Service Supplies $1, Sysco Food Service Supplies $1, Advanced Correctional Health Care Service $6, Office Depot Inc. Chair's $1, Sheriff Prisoner Care Cash Fund Total: $25, Sheriff Service Fees Cash Fund 69 Bank Of America Travel $ Bank Of America Travel $ Special Ops Uniform Vest $ Bill's Auto And Tractor Supply Supplies $ Cintas First Aid & Safety Service $ Entenmann-Rovin Co Badges $3, U. S. Prisoner Transport Service $ Elite K-9 Inc Supplies $ Magnet Forensics, Inc. Software $2, Tower Management Enterprises LLC Rent $ S & J Tire Store, Inc. #4913 Tires $ Keystone Automotive Industries Inc Headlamps $ Calibration Technologies Inc Detector $ Hooper Enterprises Inc Hail Damage $ Hooper Enterprises Inc Body Work $ El Reno Animal Hospital Service $ Hooper Enterprises Inc Repairs $1, Verizon Wireless Service $ Cox Communications LLC Service $ Cox Communications LLC Service $ Cox Communications LLC Service $1, Cox Communications LLC Service $ RigData Reports $ O G & E Service $ Mustang Times Subscription $ Oklahoma Employment Security Commission Unemployment Tax $ Oklahoma Employment Security Commission Unemployment Tax $ Ken Thompson Travel $50.00 Sheriff Service Fees Cash Fund Total: $16, Supervision Program Cash Fund 2495 PDQ Printing Business Cards $65.00 Supervision Program Cash Fund Total: $65.00 Treasurer Resale Cash Fund 2444 OSU AGEC CTP Training $ Residence Inn Lodging $ Sarah Lawson Travel $50.41 Page 8 of 9

9 3188 Machelle Keena Travel $ Treasurer Resale Cash Fund Total: $ Unrestricted Highway Cash Fund 697 Time Striping Inc Installation $4, Jim Johnson Oil Co Parts $ Trailer Supply Center D-Ring $ Union City CCC Trust Fund Labor $ Joe Brown Co Inc Hauling $17, Western Aggregates LLC Road Rock $20, Union City CCC Trust Fund Labor $ Western Aggregates LLC Road Rock $11, Industrial Networking Solutions Material $ Rush Truck Center-Oklahoma City Tractor $114, King Electric, LLC Parts & Labor $ Airgas Mid South, Inc Supplies $ ICM Of America, Inc Battery $ Boomtown Inn Motel Lodging $ Gellco Clothing & Shoes Boots $ El Reno Tribune Advertisement $ Fastenal Company Bolt $ Schwarz Oil Co Diesel $6, Haskell Lemon Construction Co Asphalt $3, Gellco Clothing & Shoes Boots $ Sunbelt Equipment & Supply Material $ Jak'd Up Tees Inc Supplies $ Justin Atkinson Travel $ Triple A Truck And Trailer Repair LLC Parts & Labor $1, Oklahoma Employment Security Commission Unemployment Tax $ Oklahoma Employment Security Commission Unemployment Tax $ Welch State Bank Payment $6, Bank of Union Payment $9, O G & E Service $ O G & E Service $79.42 Unrestricted Highway Cash Fund Total: $201, Vending Machine Cash Fund 2739 Dr Pepper Crown Royal Supplies $ Great Plains Coca-Cola Supplies $ Vending Machine Cash Fund Total: $ Payment Listing for 10/28/13 Total: $381, Agenda item #30: During this time engineering consultant C.C. Shah addressed the Board and discussed engineering and funding on bridges in the districts. Agenda item #31: 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 11:20am. Shelley Dickerson, County Clerk (SEAL) Page 9 of 9