Office of the County Clerk County of Canadian State of Oklahoma Board of County Commissioners Meeting June 22, 2015 Notice of the meeting and agenda were posted at 10:00am on June 18, 2015 at the Canadian County Courthouse, 201 N. Choctaw Ave., El Reno, OK 73036, according to the provisions of 25 O.S. 301-314. The Canadian County Board of County Commissioners met at 9:00am in the Public Meeting Room. Those members present were Commissioner Marc Hader and Commissioner Jack Stewart. Commissioner David Anderson was absent. Agenda item #1: Chairman Stewart called the meeting to order. Agenda item #2: There were no comments from the public. Agenda item #3: Stewart moved, seconded by Hader to approve the proposal for On-Demand Engineering Support Services with EST, Inc. Stewart stated these services will be primarily for hydraulics and hydrology. Stewart also requested an agenda item for the following week for a similar proposal from Guy Engineering. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-570) Agenda item #4: The Board reviewed and discussed the following specific items for the Six Month Bids for the period of July 1, 2015 through December 31, 2015. The Board rejected the bid(s) for the new galvanized guard rails, because this item is available on the state contract. The Board determined to accept all bids for road rock with the exception of the Hydro Quarry, LLC. Stewart provided a written explanation to reject the Hydro Quarry, LLC due to the type of rock. Hader moved, seconded by Stewart to award the Six Month Bids for July 1, 2015 through December 31, 2015 as discussed. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-571) Agenda item #5: Stewart moved, seconded by Hader to award Bid #2015-21 Hauling / District #1, 2 and 3 to the low bidder, Pateyn Trucking, Inc. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-611) Agenda item #6: The Board and Sheriff Edwards discussed the Sheriff s use of the office space in the Administrative Office building s basement. It was determined the Sheriff would be able to move the Drug Task Force staff to the Sheriff s Annex building by the end of the current calendar year. Agenda item #7 and #8: Hader moved, seconded by Stewart to approve the following permits in District #1 for: 1. Markwest Oklahoma Gas Co, LLC (Clerk's Misc. File No. 15-572 and 15-573)
2. Tom Stack (Clerk's Misc. File No. 15-574 and 15-575) Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #9: Hader moved, seconded by Stewart to approve the Requisitioning and Receiving Officers for Canadian County District #2: Requisitioning Officers: Steve Allen and John Johnson Receiving Officer: Mary West Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-576) Agenda item #10 and #11: Stewart moved, seconded by Hader to approve the following permits in District #3 for: 1. Tom-Stack (Clerk's Misc. File No. 15-577) 2. Enlink Midstream (Clerk's Misc. File No. 15-578) Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #12: Stewart moved, seconded by Hader to approve the Requisitioning and Receiving Officers for Canadian County District #3: Requisitioning Officers: Jennifer Mitchell and John Johnson Receiving Officers: Troy Boling and Jennifer Idle Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-579) Agenda item #13: Bill Alexander, Children's Justice Center Co-Facility Director, addressed the Board and requested approval of the Statement of Work for Ultimate HR to provide human resource services for the Children's Justice Center. The Children's Justice Center had been unable to fill the vacate position for a human resource coordinator. Stewart moved, seconded by Hader to approve the Statement of Work. Following further discussion concerning the possibility of this type of service for all of the county offices, Hader withdrew his second. Hader moved, seconded by Stewart to table for one week consideration for approval of the Statement of Work with Ultimate HR. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Page 2 of 8
Agenda item #14: Hader moved, seconded by Stewart to approve the Resolution for Disposing of County Equipment for the Canadian County Children s Justice Center for the following: #90-213.8 Konica Minolta Copier (S/N 263055) junked Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-580) Agenda item #15: Stewart moved, seconded by Hader to approve the Requisitioning and Receiving Officers for the Canadian County Clerk: Requisitioning Officer: Tammy Howeth, Chief Deputy Receiving Officers: Michelle Jones and Lisa Davis Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-581) Agenda item #16: Hader moved, seconded by Stewart to approve the renewal equipment maintenance agreements between OOSI Leasing, LLC and the Canadian County District Attorney for FY2016 for the following copiers: HP Laserjet Model P3015dn at $66.18 per month (Clerk's Misc. File No. 15-582) HP Laserjet Model P3015x at $66.18 per month (Clerk's Misc. File No. 15-583) KMBS C35 Digital color copier at $174.90 per month (Clerk's Misc. File No. 15-584) Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #17: Hader moved, seconded by Stewart to approve the contract between the Canadian County District Attorney and West a Thompson Business, for Government Select Custom Pro (Westlaw Online Research Services) at $173.25 per month for FY2016. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-585) Agenda item #18: Hader moved, seconded by Stewart to approve the Requisitioning and Receiving Officers for Canadian County Emergency Management: Requisitioning Officers: Timothy Smith and John Johnson Receiving Officers: Cliff Lawson and Jennifer Mitchell Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-586) Agenda item #19: Hader moved, seconded by Stewart to approve the Requisitioning and Receiving Officers for the Canadian County Fair Board: Requisitioning Officers: John Johnson and Jennifer Mitchell Receiving Officer: Ted Mittlestaedt Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-587) Agenda item #20: Hader moved, seconded by Stewart to approve the Resolutions for Lease renewals for the Canadian County Sheriff for FY2016. (The agenda incorrectly stated FY2015.) F&M Bank - 2013 Chevrolet Tahoe 4WD (S/N 6838) 2013 Chevrolet Tahoe 4WD (S/N 6866) 2013 Chevrolet Tahoe 4WD (S/N 6895) 2013 Chevrolet Tahoe 4WD (S/N 7127) Page 3 of 8
2013 Chevrolet Tahoe 4WD (S/N 7475) 2013 Chevrolet Tahoe 4WD (S/N 2051) 2013 Chevrolet Tahoe 4WD (S/N 2135) 2013 Chevrolet Tahoe 4WD (S/N 9483) 2013 Chevrolet Tahoe 4WD (S/N 4523) 2013 Chevrolet Tahoe 4WD (S/N 4374) 2013 Chevrolet Tahoe 4WD (S/N 3476) 2013 Chevrolet Tahoe 4WD (S/N 8581) 2013 Chevrolet Tahoe 4WD (S/N 8573) 2013 Chevrolet Tahoe 4WD (S/N 7520) 2013 Chevrolet Tahoe 4WD (S/N 9649) 2013 Chevrolet Tahoe 4WD (S/N 8176) 2013 Chevrolet Tahoe 4WD (S/N 2877) 2013 Chevrolet Tahoe 4WD (S/N 9617) 2013 Chevrolet Tahoe 4WD (S/N 7542) 2013 Chevrolet Tahoe 4WD (S/N 7556) 2013 Chevrolet Tahoe 4WD (S/N 8440) 2013 Chevrolet Tahoe 4WD (S/N 6316) (The agenda incorrectly stated some renewals were for 2014 vehicles. Also, the renewal for the 2013 Chevrolet Tahoe 4WD (S/N 6316) was left off the agenda in error.) Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-588 through 15-609) Agenda item #21: Stewart moved, seconded by Hader to approve the contract between the Canadian County Sheriff and Turn Key Health Clinics, LLC for medical care of inmates at the Canadian County Jail for FY2016. The contract rate is $14,165.00 monthly. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. (Clerk's Misc. File No. 15-610) Agenda item #22: Undersheriff Christ West reported there were 184 inmates in the county jail, 13 female and 0 male inmates in the Pottawatomie County jail and 1 female inmate in the Dewey County jail. Agenda item #23: Stewart moved, seconded by Hader to approve the June 15, 2015 and June 17, 2015 meetings minutes. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #24: There was no new business. Agenda item #25: Hader moved, seconded by Stewart to approve appropriations and transfers. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Appropriations: TO FROM AMOUNT Unrestricted Highway District #1 El Reno Recycling, Inc. $110.40 Unrestricted Highway District #1 City of Piedmont $3,708.64 Adult Drug Court State of OK Dept. of Mental Health $3,895.83 Page 4 of 8
Children's Justice Center Contracts May Depository $31,794.00 Children's Justice Center Contracts Drug Testing $281.50 Sheriff Service Fees U.S. Treasury U.S. Marshal $1,347.68 Transfers: FROM TO AMOUNT County General Free Fair Rentals and County General Free Fair Maintenance $700.00 Leases & Operation County General General Government Building Repairs County General General Government Capital Outlay (RESERVES) $79,819.50 Agenda item #26: Stewart moved, seconded by Hader to approve Blanket Purchase Orders. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #27: Hader moved, seconded by Stewart to approve Claims. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Bogus Check Fee Account Cash Fund 8637 Bounceback Inc Service $292.00 9154 District Attorneys Council Payroll $30,000.00 Bogus Check Fee Account Cash Fund Total: $30,292.00 Children's Justice Center Contract Fund 9247 Children's Justice Center Sales Tax Fund Reimbursement $160,917.00 9282 City of El Reno Service $85.15 Children's Justice Center Contract Fund Total: $161,002.15 Children's Justice Center Sales Tax Fund 6120 Last Frontier Council Boy Scouts Of America Handbooks $79.95 6621 Security Solutions Labor $165.24 7144 Medtox Laboratories Inc Drug screening $926.60 7955 Comdata Network, Inc Fuel $272.12 7959 Medtox Laboratories Inc Drug screening $1,257.70 7961 Morphotrust USA Inc Service $96.50 8009 Daily Oklahoman Advertisement $1,326.92 8622 Oklahoma State Bureau Of Investigation #3337 Service $76.00 8625 Massco Maintenance Supply Co Inc Supplies $1,360.99 8627 Xerox Corporation (Box 731892) Service $820.06 8941 Central Oklahoma Winnelson Gas Sniffer $247.94 8942 Central Oklahoma Winnelson Pipe $140.40 9060 Staples Advantage (IL) (A/C) Supplies $459.89 9071 Pike Pass Toll Fees $18.20 9074 Capital City Processors LLC Service $175.00 9188 Touchtone Communications (Box 27772) Service $257.94 9245 A T & T Mobility 2 Service $105.96 9246 A T & T (Long Distance) Service $590.94 Children's Justice Center Sales Tax Fund Total: $8,378.35 Page 5 of 8
County Clerk Lien Fees Cash Fund 8339 Dimensional Concepts Check Stock $2,150.00 8440 Dimensional Concepts Toner $325.00 8519 Dimensional Concepts Labels $525.00 8600 Staples Advantage (IL) (A/C) Supplies $613.98 9165 Spectra Associates, Inc Repair Labels $303.95 County Clerk Lien Fees Cash Fund Total: $3,917.93 County Clerk Preservation Fees Cash Fund 7260 Dimensional Concepts Service $7,144.20 County Clerk Preservation Fees Cash Fund Total: $7,144.20 County General Fund 4004 Walker Stamp & Seal Co Notary $176.00 5010 Cox Communications LLC Service $104.95 6189 InSight Screening Services, LLC Drug Testing $280.00 6827 OSU AGEC CTP Registration $35.00 7072 Langston's Enterprises Boots $119.20 7187 MailFinance Inc Maintenance Contract $859.41 7196 Pitney Bowes Global Financial Services LLC Lease $1,008.00 7254 Dimensional Concepts Purchase Orders $1,670.90 8418 Cintas First Aid & Safety Service $542.24 8613 Auto F/X Rock Chip $35.00 8842 Thomson West Maintenance $165.00 8924 Gene Sears Supply Scope $2,650.00 9066 Just Knock Ground Services Mowing $172.10 9069 Walker Stamp & Seal Co Notary $88.00 9078 Yukon Review Subscription $45.00 9104 JKM Office Supply Name plates $119.50 9128 JKM Office Supply Supplies $283.20 9130 Tom Lloyd Electric LLC Material & labor $4,400.00 9141 Cutting Edge Signs Name Plate $35.00 9143 Cox Communications LLC Service $23.10 9150 Mid-West Printing Bound Books $8,749.94 9158 Bank Of Commerce Rental $37.50 9166 Verizon Wireless Service $912.38 9178 Cox Communications LLC Service $26.31 9190 French's Printing Inc Business Cards $38.00 9191 A T & T Long Distance Service $534.79 9192 United States Postal Service PO Box $88.00 9250 A T & T - U-Verse Service $35.00 9252 Clearwater Enterprises, LLC Service $337.00 9260 O G & E Service $247.39 9261 ONG Service $257.25 9268 OSU AGEC CTP Registration Fee $35.00 9273 State Auditor And Inspector Audit Services $28,040.94 County General Fund Total: $52,151.10 Sheriff Prisoner Care Cash Fund 8334 Bob Barker Company Body Guard $1,359.00 Sheriff Prisoner Care Cash Fund Total: $1,359.00 Page 6 of 8
Sheriff Service Fees Cash Fund 4777 Bank Of America Travel Expenses $384.17 7625 Airgas Supplies $421.94 7700 Amazon.Com LLC (A/C) Parts $447.73 7752 GG&G Monocular $3,420.00 7805 Amazon.Com LLC (A/C) Supplies $504.54 7816 Dry Clean Super Center Service $1,400.00 7981 Gene Sears Supply Supplies $182.50 8467 Office Depot Inc. (A/C) Supplies $765.40 8856 Ben E Keith Foods Inc Supplies $6,076.43 9089 Liquid Capital Exchange Inc Transport $977.65 9181 A T & T Mobility 2 Service $51.73 9239 Cox Communications LLC Service $77.94 9242 O G & E Service $190.59 Sheriff Service Fees Cash Fund Total: $14,900.62 Supervision Program Cash Fund 8602 T & M Printing Forms $215.00 8945 Computer Projects Of Illinois Inc Maintenance $1,008.00 8946 PDQ Printing Business Cards $85.00 9155 District Attorneys Council Payroll $54,000.00 Supervision Program Cash Fund Total: $55,308.00 Unrestricted Highway Cash Fund 7705 Jim Johnson Oil Co Supplies $750.00 8058 Lowe's Companies (A/C) Parts $40.79 8118 Airgas Mid South, Inc Parts $610.11 8139 Standridge Equipment Parts $252.19 8162 Hoskins Gypsum Company LLC Road Rock $7,472.99 8166 Irwin Trailers Belly Dump Trailer $32,350.00 8215 Oklahoma Turnpike Authority Tolls $601.67 8220 Southern Tire Mart LLC Tires $1,700.27 8718 Logan County Asphalt Co Asphalt $7,548.09 8780 American Sentinel Products Parts $336.00 8838 K & O Construction & Supply Co Sheet Piling $15,033.76 8898 Logan County Asphalt Co Asphalt $7,560.06 8901 Dolese Bros Co Road Rock $8,947.69 8905 Edwards Wire Rope Company Parts $688.53 8910 Dub Ross Company Inc Culverts $2,614.00 8967 Hydro Quarry Inc Surge $122.16 9077 Icetech, Inc Parts & Labor $580.00 9093 Lyon Security Inc Service $97.50 9095 Verizon Wireless Service $83.89 9115 Perfection Truck Parts & Equipment Spreader Wheel $226.00 9132 Chappell Supply & Equipment Soap $375.89 9161 Dub Ross Company Inc Pipe $661.66 9162 Jim Johnson Oil Co Supplies $312.50 Unrestricted Highway Cash Fund Total: $88,965.75 Payment Listing for 06/22/2015 Total: $423,419.10 Page 7 of 8
Agenda item #28: Stewart moved, seconded by Hader to approve to enter into Executive Session pursuant to 25 O.S. 307(B)(1) of the Open Meetings Act for discussion related to the reorganization of deputy positions in the Commissioner s Office. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. At 9:50am, the Board entered Executive Session. Agenda item #29 occurred during the Executive Session. * * * Agenda item #30: At 10:55am, Hader moved, seconded by Stewart to reconvene into Open Session. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Agenda item #31: Hader moved, seconded by Stewart to proceed as discussed in Executive Session. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. Stewart returned to agenda item #4 concerning the awarding of the Six Month Bids for July 1, 2015 through December 31, 2015. Dickerson, Sherry Murray, Purchasing Agent, and the Board clarified that the award of the Hot Mix Asphalt Type A and B for over 1400 Tons would go to the low bidder, Atlas Asphalt Products, Inc. Stewart had provided a written explanation to reject all other bids for lower tonnage from Atlas Asphalt Products, Inc. due to a condition that was submitted with the bid. The award for the lower tonnage(s) will go to the next low bidder, Haskell Lemon. Agenda item #32: Hader moved, seconded by Stewart to adjourn. Upon roll call: Stewart, yes; Hader, yes. The motion passed 2-0. The meeting adjourned at 11:01am. Shelley Dickerson, County Clerk (SEAL) Page 8 of 8