Office of the County Clerk County of Canadian State of Oklahoma. Board of County Commissioners Meeting April 27, 2015

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1 Office of the County Clerk County of Canadian State of Oklahoma Board of County Commissioners Meeting April 27, 2015 Notice of the meeting and agenda were posted at 1:00pm on April 23, 2015 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 Marc Hader and Commissioner Jack Stewart. Agenda item #1: Chairman Stewart called the meeting to order. Agenda item #2: There were no comments from the public. Agenda item #3: Anderson moved, seconded by Hader to approve the Notice of Removal of Suppliers or Vendors for the six month bids mailing. The vendors removed from the six month bids mailing are Brad s Lawn Service, Bridge & Highway Materials, Inc., BT Exp Global Services, Goldman Global Group, Just Knock Ground Services, and Stromberg Lumber Company. (Clerk's Misc. File No ) Agenda item #4: Anderson moved, seconded by Stewart to approve the Letter of Engagement with the Michael Group for a telephone system and subsystem review for the county phone system. The professional fees for the review are $ per hour and the review is estimated to take between 15 and 23 hours. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #5: Hader moved, seconded by Anderson to not accept the Oil and Gas Division Order from Singer Oil Co., LLC to lease in Section 34 T13N-R7W, in Canadian County with Royalty Interest. Anderson stated the county would be included in a pool if drilling occurs. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Agenda item #6: Hader moved, seconded by Stewart to approve the Resolutions for Disposing of County Equipment for Canadian County District #1 for the following: CMF # Bros Reclaimer (S/N 4231) sold at auction # Woods 15 Batwing Mower (S/N ) sold at auction # Woods 15 Batwing Mower (S/N ) sold at auction # Tampo Vibratroy Compactor (S/N A) sold at auction

2 Agenda item #7: Anderson moved, seconded by Hader to approve the Requisitioning and Receiving Officers for Canadian District #2: Requisitioning Officers: Steve Allen and Audre Knott Receiving Officers: Mary Hunt The agenda incorrectly listed Ms. Hunt s name as Mary West. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #8: Anderson moved, seconded by Hader to approve the designation of Steve Allen as Chief Deputy for District #2 Commissioner, David Anderson. Anderson stated his previous Chief Deputy had resigned. (Clerk's Misc. File No ) Agenda item #9: Anderson moved, seconded by Stewart to approve the interlocal agreement between the City of El Reno and the Board of County Commissioners of Canadian County, District #2 and District #3, for creating a stable road base for paving on Mill Ridge Road. The agreement is for the county to provide labor and equipment. The city will provide the materials. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #10: Anderson moved, seconded by Hader to approve the interlocal agreement between the City of Mustang and the Board of County Commissioners of Canadian County, District #2, for grading, drainage and soil stabilization. The agreement is for the county to provide labor and equipment. The city will provide the materials. (Clerk's Misc. File No ) Agenda item #11: Stewart moved, seconded by Anderson to award Bid #2015-#19 Mowing / District #3 to the low bidder, Elite Innovative Technology, LLC for $30.00 per mile at 15 foot wide. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. (Clerk's Misc. File No ) Agenda item #12: Stewart moved, seconded by Hader to approve the pipeline permit from ONEOK Field Services Co., LLC to cross the following location in District #3: County Road Miles From Closest Feet From Closest N.S.E.W. N.S.E.W. Corner of Being Crossed Section Line N.S.E.W. Closest Intersection Section Line of Section Section Township Range 164th St NW W N. Karns Road 1,020 W NE 2 13N 10W (Clerk's Misc. File No ) Agenda item #13: Anderson moved, seconded by Hader to approve the Requisitioning and Receiving Officers for the Canadian County Court Clerk: Requisitioning Officers: Marie Ramsey-Hirst and Rindie Hunt Receiving Officers: Tracey Wolf and Lena Marquez (Clerk's Misc. File No ) Page 2 of 9

3 Agenda item #14: Anderson moved, seconded by Stewart to approve the Canadian County Debris Management Memorandum of Agreement between Canadian County and the Oklahoma Environmental Management Authority for the removal of disaster-generated debris pursuant to the Canadian County Debris Management Plan. The benefit of having the agreement in place is averting a delay when debris removal is needed. Anderson stated FEMA will honor this agreement. Tim Smith, Emergency Management Director, stated he is working to get Calumet, Piedmont, Okarche, Geary, Union City and El Reno included in the county s debris management plan. [Clerk s note: The agenda incorrectly stated Oklahoma Emergency Management Authority.] (Clerk's Misc. File No ) Agenda item #15: Stewart moved, seconded by Hader to approve the Monthly Report for the Canadian County Health Department, March Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. (Clerk's Misc. File No ) Stewart moved to agenda item #20. Agenda item #20: Undersheriff Chris West reported there were 199 inmates in the county jail, 16 female and 31 male inmates in the Pottawatomie County jail and 1 female inmate in the Dewey County jail. Agenda item #21: Hader moved, seconded by Anderson moved to approve the April 20, 2015 meeting minutes as amended. Agenda item #22: Under new business, Anderson stated a vendor did emergency repairs to the roof and has stated the condition of the roof is not as good as it looks. Other repairs or improvements may need to be considered. Anderson stated he would get a second vendor to look at the roof. No action was required. Bill Alexander, Children's Justice Center Co-Facility Director, stated there had been leaks in the Center s roof on Friday. The contractor has been contacted to address the issue. Agenda item #23 Anderson moved, seconded by Hader to approve appropriations and transfers. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Appropriations: TO FROM AMOUNT Unrestricted Highway District #1 Aberdeen land Services, Petro Land $7, Unrestricted Highway District #1 El Reno Recycling, Inc. $ Unrestricted Highway District #2 P & K Equipment $68, Unrestricted Highway District #3 Aberdeen Land Services $2, Flood Plain Permits Peloton Land Solutions, OneOK $ Sheriff Service Fees U.S. Treasury U.S. Marshal $4, Page 3 of 9

4 Transfers: FROM TO AMOUNT County General General Government County General General Government $100, Building Repairs Maintenance & Operation County General Free Fair Rentals & County General Free Fair Part Time $5, Leases, Free Fair Maintenance & Operation Help Unrestricted Highway District #1 Unrestricted Highway District #1 $ Maintenance & Operation Personal Services Supplemental Children's Justice Center Cash Fund Capital Outlay, Maintenance & Operation, Travel Children's Justice Center Sales Tax Cash Fund Capital Outlay, Maintenance & Operation, Travel $55, Agenda item #24: Stewart moved, seconded by Anderson to approve Blanket Purchase Orders. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Agenda item #25: Hader moved, seconded by Stewart to approve Claims. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Bogus Check Fee Account Cash Fund 7692 TransUnion Risk And Alternative Data Solutions Inc Service $ Bounceback Inc Service $ Onesource Managed Services Maintenance $ Onesource Managed Services Maintenance $66.18 Bogus Check Fee Account Cash Fund Total: $ Children's Justice Center Contract Fund 8205 Canadian County Treasurer / Payroll Payroll for 2015/05/05 $11, Children's Justice Center Contract Fund Total: $11, Children's Justice Center Sales Tax Fund 3962 Security Solutions Badges $ Security Solutions Badges $ Security Solutions Badges $ US Food Service Food $12, Ben E Keith Foods Inc Food $2, Staples Advantage (IL) (A/C) Supplies $ Oklahoma State Bureau Of Investigation #3337 Services $ CustomInk Tee Shirts $ Bob Barker Company Supplies $ Staples Advantage (IL) (A/C) Laminator $ Beagle 1 Inc Mats $ Daily Oklahoman Advertisement $ Bob Barker Company Gloves $ Eureka Water Co Water $ Staples Advantage (IL) (A/C) Supplies $ Medtox Diagnostics, Inc. Cotinine Kits $1, A T & T (Long Distance) Service $ O G & E Service $8, Page 4 of 9

5 8038 ONG Service $ Angel Colley Travel $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $36, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $64, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $80, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $18, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $3, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $4, Children's Justice Center Sales Tax Fund Total: $239, County Clerk Lien Fees Cash Fund 6386 OSU AGEC CTP Training $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $1, County Clerk Lien Fees Cash Fund Total: $1, County General Fund 254 Comdata Network, Inc Fuel Etc. $ Total Assessment Solutions Corporation Maintenance $10, El Reno Tribune Advertisement $1, Comdata Network, Inc Fuel $ Gene Sears Supply Supplies $ Wal-Mart Community Branch (A/C) Supplies $ Comdata Network, Inc Fuel $ Schwarz Oil Co Parts $ COPS Products Supplies $ Association Of County Commissioners Of OK Registrations $ County Treasurer's Association Of Oklahoma Registration $ CTC Janitorial Service $ C-2 Security, Inc. Service $2, Ross Seed Co Supplies $ Mustang Times Advertisement $ Yukon Review Advertisement $ Amazon.Com LLC (A/C) Supplies $ Landmark GSI Fees $2, Wal-Mart Community Branch (A/C) Supplies $ Advanced Correctional Health Care Service $13, Oklahoma Sheriff's Association Training $ Staples Advantage (IL) (A/C) Supplies $ ESRI Inc License $3, Royal Printing Plat Books $ S & J Tire Store, Inc. #4913 Tires $ Oklahoma Copier Solutions LLC Maintenance $ Thomson West Service $ El Reno Tribune Subscription $ TASER International Taser's $15, Summit Business Systems Ink Cartridge $ Treat's Solutions LLC Supplies $ International Property Tax Institute Book $ Yukon Trophy & Awards Banners $ Elite K-9 Inc Supplies $ Clearwater Enterprises, LLC Service $ A T & T - U-Verse Service $ King Electric, LLC Repair $ Onesource Managed Services Maintenance $ Thomson West Maintenance $ Page 5 of 9

6 7980 Thomson West Maintenance $ RigData Reports $ O G & E Service $ O G & E Service $ ONG Service $ A T & T Long Distance Service $ Cox Communications LLC Service $1, ONG Service $ Oklahoma Department Of Labor Inspection $ U. S. Postmaster Stamps $ ONG Service $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $126, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $4, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $15, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $15, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $30, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $44, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $26, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $1, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $19, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $11, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $10, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $17, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $2, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $1, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $4, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $74, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ County General Fund Total: $469, County Health Department Fund 5973 Ezell's Refrigeration Service Refrigerators $14, SC Phone Works Plus, Inc Parts & Labor $ Lowe's Companies (A/C) Supplies $ SLRS-Sign Language Resource Services, Inc Service $ ThermaClean Service $1, Office Depot Inc. (A/C) Easel Pads $ Office Depot Inc. (A/C) Paper $ Quill Corp Paper $ MAC Systems Inc Equipment $ R. K. Black, Inc Maintenance $ R. K. Black, Inc Service $ R. K. Black, Inc Maintenance $ Onesource Managed Services Contract Fee $ Julie Morlan Travel $ Dawn Bland Travel $ Rebecca Ross Service $ Della Ray Rimel Service $ Douglas Freudenberger Travel $20.70 Page 6 of 9

7 7925 Bonnie Payne Travel $ John Morton Travel $ Robert Griffin Service $ Phylana Kelsey Travel $2, County Health Department Fund Total: $22, Emergency Management Shelter Cash Fund 8019 Randy L McCoy Reimbursement $2, Carrell Dee Hawkins Reimbursement $2, Rosa M V Skidmore Reimbursement $2, William Luttrell Reimbursement $2, Emergency Management Shelter Cash Fund Total: $9, Flood Plain Permit Cash Fund 6140 GeoSpatial Training Services Registration $ Flood Plain Permit Cash Fund Total: $ Grants Cash Fund 7485 TS&H Shirt Company Inc Shirts $1, Grants Cash Fund Total: $1, Sheriff Service Fees Cash Fund 3934 COPS Products Vests $23, COPS Products Carrier $ Security Options Camera's $ Locke Supply #2487 Supplies $ Union City CCC Trust Fund Labor $ Amazon.Com LLC (A/C) Supplies $ Amazon.Com LLC (A/C) Supplies $ Union City CCC Trust Fund Labor $ Tower Management Enterprises LLC Rent $1, Office Depot Inc. (A/C) Supplies $ Locke Supply #2487 Supplies $1, Liquid Capital Exchange Inc Transport $ Fastenal Company Material $ Hobby Lobby Stores, Inc (A/C) Frame's $ West Group Payment Center Statute Books $ Cox Communications LLC Service $ Cox Communications LLC Service $ Cox Communications LLC Service $2, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $42, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Sheriff Service Fees Cash Fund Total: $77, Treasurer Resale Cash Fund 4075 Staples Advantage (IL) (A/C) Supplies $ Machelle Keena Travel $ Sarah Ward Travel $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $4, Treasurer Resale Cash Fund Total: $5, Page 7 of 9

8 Unrestricted Highway Cash Fund 6742 Association Of County Commissioners Of OK Registration Fee's $ Breshears Trucking, Inc Hauling $19, Dolese Bros Co Crusher Run $19, Dolese Bros Co Road Rock $9, Verizon Wireless Service $ Southwest Trailers & Equipment Lights $ Shur-Co Bearing $ Jim Johnson Oil Co Tote $ Rush Truck Center-Oklahoma City Parts $1, O G & E Service $ Canadian County Treasurer / Payroll Payroll for 2015/05/05 $28, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $1, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $18, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $3, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $22, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $1, Canadian County Treasurer / Payroll Payroll for 2015/05/05 $ Unrestricted Highway Cash Fund Total: $126, Payment Listing for Total: $965, At 9:58am, Stewart declared a recess until 10:05am. * * * At 10:08am, Stewart reconvened the meeting. Stewart returned to agenda item #16. Agenda item #16: Anderson moved, seconded by Hader to enter into enter into Executive Session pursuant to 25 O.S. 307(B)(1) of the Open Meetings Act for discussion of: Employment or hiring of the Commissioners office First Deputy Promotion, demotion, or assignment of supervisory responsibilities to the Emergency Management Director At 10:08am, the Board entered into Executive Session. Agenda item #17 occurred during the Executive Session. * * * Agenda item #18: At 12:33pm, Stewart reconvened the meeting out of Executive Session. Agenda item #19: Anderson moved, seconded by Hader to interview six candidates for the first deputy position with these applications representing the best qualified candidates as reviewed during executive session. Stewart stated there were 12 applications received. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Page 8 of 9

9 Anderson moved, seconded by Stewart to authorize Hader to work on and generate a set of questions for [the Board] to use in the interviews of the six individuals for the first deputy position. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Anderson moved, seconded by Stewart to establish and assign supervisory responsibilities to the first deputy position that will be filled and that individual will have supervisory responsibilities and perform the duties of an office manager and supervise the second deputy, maintenance supervisor, floodplain manager, emergency management director, and switchboard operator. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. Stewart will notify the six candidates and schedule the interviews. Anderson stated supervisory responsibilities have not been assigned to the Emergency Management Director. Agenda item #26: Stewart moved, seconded by Hader to adjourn. Upon roll call: Stewart, yes; Anderson, yes; Hader, yes. The motion passed 3-0. The meeting adjourned at 12:38pm. Shelley Dickerson, County Clerk (SEAL) Page 9 of 9