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2022-6-13 Meeting Minutes

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    June 13, 2022

The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, June 13, 2022 at 9:00 a.m., date and time duly posted.

Item #1: Meeting was called to order at 9:00 a.m. by Chairman, Newt Stephens Jr. Roll Call Stephens present, Warner present, Whitehouse present.

Item #2: Statement of compliance with open meetings act-Chairman.

Item #3: Commissioner Stephens led the Pledge of Allegiance and Invocation.

Item #4: Motion was made by Warner and seconded by Whitehouse to approve the minutes of June 06, 2022 minutes. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #5: Motion was made by Warner and seconded by Whitehouse to approve Monthly Appropriations for Sheriff and WR-911; May Monthly Reports from County Clerk; OSU Extension Services; Court Clerk; Transfers $99,729.85 from 1102-6-4000-1110 HWY Salary-ALL Commissioner FY2021-2022 to 1102-6-4100-1110 HWY Salary-D1 HWY $70,000.00, 1102-6-4100-2005 HWY M&O-D1 HWY $19,729.85 and 1102-6-4100-4110 HWY Capital Outlay-D1 HWY $10,000.00 FY2022; $122,744.44 from 1102-6-4000-1110 HWY Salary-ALL Commissioners FY2021-2022 to 1102-6-4300-1110 HWY Salary-D3 HWY $105,000.00, 1102-6-4300-2005 HWY M&O-D3 HWY $2,744.44 and 1102-6-4300-4110 HWY Capital Outlay-D3 HWY $15,000.00 FY2022; $122,744.44 from 1102-6-4000-1110 HWY Salary-ALL Commissioners FY2021-2022 to 1102-6-4200-1110 HWY Salary-D2 HWY $80,000.00, 1102-6-4200-2005 HWY M&O-D2 HWY $30,744.44 and 1102-6-4200-4110 HWY Capital Outlay-D2 HWY $12,000.00 FY2022; $61,064.69 from 1103-6-4000-4030 Co Bridge & Rd Improv Fund-ALL Commissioners FY2021-2022 to 1103-6-4100-4030 Co Bridge & Rd Improv Fund-D1 HWY $12,212.94, 1103-6-4200-4030 Co Bridge & Rd Improv Fund-D2 HWY $24,425.88 and 1103-6-4300-4030 Co Bridge & Rd Improv Fund-D3 HWY $24,425.87 FY2022; $38,357.64 from 1102-6-4000-1110 HWY Salary-ALL Commissioners FY2021-2022 to 1102-6-4000-2005 HWY M&O-ALL Commissioners FY2022; Blanket Purchase Orders #6530 - 6548; Purchase Orders # 2021-2022  911 Phone UTILITY 6518 CIMARRON TELEPHONE COMPANY 1368.57; ARPA 2021 PROFESSIONAL SERVICES 4976 GUY ENGINEERING 2937.90; ROAD MATERIALS 5080 DUNHAM ASPHALT SERVICE INC 49575.24; 5497 DUNHAM ASPHALT SERVICE INC 111071.35; 6441 DUNHAM ASPHALT SERVICE INC 7907.84; Assr Rev Fee REGISTRATION 6503 Avc Fund - OK Tax Comm 260.00; CBRI CYLINDER RENTAL 5432 Lampton Welding Supply 110.72; HAULING 6346 MIKE WOFFORD TRUCKING & GRADING LLC 16950.31; MATERIAL 6253 ANCHOR STONE COMPANY 5464.00; 6278 T H ROGERS LUMBER CO 247.20; SUPPLIES 5930 T H ROGERS LUMBER CO 114.98; Fair Board LOCKS 6505 AFFORDABLE LOCK AND SAFE 160.00; REPAIR 6504 PRO OVERHEAD DOOR INC 285.00; Supplies 5766 JOHN DEERE FINANCIAL 127.86; 5767 MERRIFIELD OFFICE SUPPLIES 130.92; 5768 WESTLAKE ACE HARDWARE OK-020 25.14; UTILITIES 6506 O N G 361.79; General CREMATION 5812 GREEN HILL FUNERAL HOME 200.00; 6489 GREEN HILL FUNERAL HOME 225.00; EQUIPMENT 5868 B SEW INN LLC 1031.90; LABOR AND MATERIALS 6494 HUDSON PLUMBING HEATING AIR CONDITIONING INC 1618.00; LEASE 3786 Quadient Leasing USA Inc 184.62; PARTS & SUPPLIES 5729 SOUTHSIDE MOWERS 29.99; PEST CONTROL 6044 EMCO TERMITE & PEST CONTROL INC 300.00; Professional Service 6165 Elder Water Consulting Inc 165.00; SERVICE 6039 COX BUSINESS 174.96; Supplies 3228 MERRIFIELD OFFICE SUPPLIES 240.41; 3241 ENLOW & SONS EQUIPMENT 400.00; 5869 NASCO 812.85; 6443 XEROX BUSINESS SOLUTIONS SOUTHWEST 61.00; 6465 MERRIFIELD OFFICE SUPPLIES 482.16; SUPPLIES 4822 MERRIFIELD OFFICE SUPPLIES 17.21; 5407 MERRIFIELD OFFICE SUPPLIES 140.79; 6297 MERRIFIELD OFFICE SUPPLIES 927.84; 6498 LIBERTY FLAGS 553.71; SUPPLIES AND SERVICE 5468 EMCO TERMITE & PEST CONTROL INC 55.00; UTILITY 6507 O G & E 214.65; 6508 O G & E 438.67; 6509 O G & E 713.42; Water Cooler Tower 5651 FIZZ-O WATER COMPANY 9.00; Health JANITORIAL 6402 HOMETOWN JANITORIAL SERVICES 1050.00; LEASE 5774 Standley Systems 337.48; REPAIR 6064 Shoemaker Mechanical 181.05; Salary/Benefits 4693 Okla State Dept Of Health 75643.72; SERVICE 5770 VIP Voice Services 835.00; Supplies 5798 Amazon Capital Services 157.86; 6136 Vort Corporation 40.00; TRAVEL 2783 Cummins, Vicki 65.99; 3369 Richmond, Toni 70.20; 3370 DAVIS, SHERRIE D. 33.23; 4029 Kelly Amanda 25.74; 4038 Givings, Samantha 183.67; 5790 ALFROD, ALMETRICE 152.92; 5795 TATE, DEBBIE 296.01; UTILITIES 5800 CITY OF BRISTOW 104.52; Highway DIESEL FUEL/GAS 6029 COMDATA INC 1062.49; EMULSIONS 5901 ERGON A & E INC 1617.89; Gravel 5993 APAC CENTRAL INC 1813.28; LEASE/PURCHASE 6317 ARMSTRONG BANK 1014.94; 6318 SNB BANK 1556.98; 6326 Armstrong Bank 3069.89; OFFICE SUPPLIES 4297 MERRIFIELD OFFICE SUPPLIES 378.24; 6103 UniFirst Holdings Inc 227.42; PARTS/SUPPLIES 5529 O'REILLY AUTO PARTS 977.27; 5760 TULSA GAS & GEAR 11.33; 6019 WESTLAKE ACE HARDWARE OK-020 76.48; SERVICE 6325 Republic Services #789 150.34; Utilities 5434 A T & T MOBILITY 222.70; Hwy-ST CYLINDER RENTAL 5419 Industrial Welding & Tools Supply 115.12; Fuel 6078 LIONEL HARRIS OIL CO INC 31264.40; 6458 ETHRIDGE OIL 13583.49; Gravel 5608 ANCHOR STONE COMPANY 26729.47; PARTS 5439 MHC KENWORTH -Tulsa 1057.15; 5938 MHC KENWORTH -Tulsa 911.42; Parts & Labor 4809 Yellowhouse Machinery Co 289.24; PARTS & REPAIR 4305 YELLOWHOUSE MACHINERY 2332.06; PARTS & SUPPLIES 3170 CHEROKEE HOSE & SUPPLY INC 226.55; 3689 WELDON PARTS-TULSA 229.92; 5033 FLEET PRIDE 1386.11; 5410 ECONOMY SUPPLY CO 220.04; 5416 LIONEL HARRIS OIL CO INC 509.70; 5430 DRUMRIGHT TIRE 15.00; 5908 DRUMRIGHT AUTO SUPPLY 17.50; 5910 NAPA AUTO PARTS 516.01; 5918 TRACTOR SUPPLY CREDIT PLAN 758.89; 5926 O'REILLY AUTO PARTS 679.03; 5936 STANDARD AUTO PARTS 628.72; 5937 OCT EQUIPMENT INC 789.98; 5940 CROW BURLINGAME COMPANY 720.75; 5951 WELDON PARTS-TULSA 1880.25; 6016 ATWOODS 108.94; 6232 MCH Kenworth-Tulsa 3350.75; PIKE PASS 5933 OKLAHOMA TURNPIKE AUTHORITY 25.77; Repairs 6429 BEARCOM 230.00; ROAD MATERIAL 6142 ANCHOR STONE COMPANY 18166.70; SUPPLIES 5917 VARNERS EQUIPMENT & HARDWARE 86.23; 6067 LIONEL HARRIS OIL CO INC 4277.04; 6068 Petrochoice Dynamo LLC 2340.00; Tires 6428 DIRECT DISCOUNT TIRE 387.74; TIRES & REPAIRS 5946 Sellers Tire Inc 534.00; UNIFORM 5923 UniFirst Holdings Inc 1610.94; Utilities 5947 A T & T MOBILITY 282.52; UTILITY 5941 O G & E 27.59; Jail-ST FUEL/JAIL CARS 6453 COMDATA INC 2653.95; Planning/Zoning SUPPLIES 4194 QUADIENT FINANCE USA INC 525.81; Resale LEASE 3805 Quadient Leasing USA Inc 998.85; TEMPORARY EMPLOYEE 5631 DYNAMIC RECRUITING SPECIALIST 870.00; RFD-ST EQUIPMENT 6493 LIGHT EM UP EMERGENCY EQUIPMENT 1524.00; PAYMENT 6009 ARMSTRONG BANK 2984.76;RM&P IT Support 3792 CASTLECOM LLC 1368.00;Use-ST Professional Service 4987 BKL INC 2131.00. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #6: NO DISCUSSION of new business. (In accordance with the Open Meetings Act, Title 25 O.S. § 311, new business is defined as any matter not known about or which could not have been reasonably foreseen within 24 hours of time of posting agenda.)

Item #7: Motion was made by Stephens and seconded by Warner to Accept Bid#22-13 Ballot Printing for Creek County Election Board and award upon the recommendation of Joy Naifeh, Election Board Secretary to Mid-West Printing Co. Bids received from Midwest Printing Co. and Rural Printing; Tulsa County was a no bid. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #9: Motion was made by Stephens and seconded by Warner to approve Project#FB-51-4/22-22 lighting upgrades in the multi-plex arena at the Fairgrounds and award per recommendations of Jonathan Kieffer, Fair Board to LH Construction for $9,475.00 LH Construction meet all spec requirements of the project, as per Title 62 O.S. § 101-138. Bids submitted by LH Construction and RCS Electric for $6,225.00. RCS did not bid the correct lumens of 2400. Kieffer stated we are changing out the current lighting and going with LED to be more efficient. We had seven or vendors that we solicited for quotes, two vendors attended the walk-through. Warner asked if all vendors received same specs requesting 2400 lumens, Kieffer stated yes. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #10: Motion was made by Stephens and seconded by Whitehouse to Accept Bid#22-12 Installation of a New Security Camera System at the Creek County Juvenile Justice Center and pass for two weeks until 6-27-22 to review and award. Bids submitted by ADT Commercial, Eales Electronics Corp., CastleCom, Nobel Systems Inc., Montgomery Tech Systems LLC. Matt R, CastleCom stated he would like to make sure that the Board looks for disparities on reporting storage life, I know there was some confusion. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #11: Motion was made by Stephens and seconded by Whitehouse to Accept Bid#22-14 One or More New 1.5 ton or larger Brush Trucks with Lease Purchase Financing and pass for one week until 6-13-22 to review and award. Bid submitted by Banner Fire Equipment for a 2023 Ford F-450 $57,434.50 with option of a 400-gallon Wildlands conversion in the amount of $87,740.23, total bid $145,174.73, with financing options from Bank of Grand Lake and Welch's State Bank. Max Fire was undeliverable and returned to the County.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #12: Motion was made by Stephens and seconded by Whitehouse to pass for one week until 6-13-22 discussion and possible action to award sealed Bid#22-15 Used Railroad Tank Cars for Creek County to reach out to vendor and collect necessary affidavits. Stephens asked Jana Thomas, Purchasing Agent if there was an issue with this Bid. Thomas stated no, we do have a vendor Hasara that did not submit all affidavits and we have a digital signature with no notary, but that would be a Board action on how to proceed.  Stephens discussed that Hasara Culvert & Contracting Inc. may have had some confusion as to the notary part, since it states the State of Oklahoma. Andrew Goforth, Assistant District Attorney spoke to the Board, when a vendor bids for the County, they consent to the laws of Oklahoma and the venue of Creek County. If they do not agree to such laws, we do not contract with them. We can reach out to the vendor and collect the necessary affidavits, but we cannot award bid until we receive the documents. We have two valid bids by both vendors signing the bid, so we can accept them. The Board discussed the price difference between the two vendors, I think we need to reach out to Hasara stated Stephens and Whitehouse agreed. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #13: Motion was made by Stephens and seconded by Whitehouse to award Bid#22-16 3-Month Asphalt and Emulsions as per district. Thomas reviewed the bid with the Board, we had five vendors that submitted bids, I would like to remind the Board we have other options such as State Contract. I have sent out an email with additional options for the districts, I know the website is a lot, but it would be worth the effort and we need to document. With the times we are in, it might be hard for vendors to lock in to a 3-Month price. The Board discussed looking into purchasing a large tank, so we can buy emulsions in bulk. I know there would be additional equipment that we would need such as a mixer, heated tank, but it could help with the amount of time drivers are going to get product. We would need to find a central location and implement a monitoring system, so we know how much each district used. Thomas stated this is something I would have to look into and it would take a lot of calling receiving quotes, if it is even doable. Again, I have sent additional information for options that you can utilize. Warner discussed our vendor did not bid the emulsions and the current low bidder we have had trouble with product in the past. Warner stated we have looked at this in the past and it was quite pricey. The Board agreed it is worth looking into again. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #15: Motion was made by Stephens and seconded by Whitehouse to approve using the Use Tax to pay for the Property & Liability Insurance from ACCO until further notice or changes are taken from the Board. Stephens stated with forecasting a major hit to the budget, projections to be at least a 30% increase from offices, I have been doing some research. Stephens stated I have reached out to Dusty Birdsong, ACCO Representative to get next fiscal year numbers. We are projected to be at $626,867.00 for property and liability insurance, $100,000.00 of this being to fund the deductible account. Last year, we had an increase of $50,000.00 in the deductible fund. We are in the top 20 for claims, #2 in claims filed and #4 in claims paid. The Board reviewed last years amount and this year's 19% increase, along with the current breakdown of $100,000.00 deductible fund, $431,431.00 liability premium and $95,436.00 in property premium. The breakdown of payment was discussed, this is split 75% General and 25% Highway-ALL. Stephens reviewed the current Use Tax amount and discussed the growth over the last three to four years and the 10-year trend. Providing the current situation, I think we could give some relief to the budget and vote to approve using the use tax. We will have to monitor the fund and make sure it can withstand the cost and we can always change it if needed. The Board discussed the liability of the jail and the claims paid out; it is just an issue across the state. Warner asked if a breakdown of claims can be provided to see what's driving the increase. There is discussion that ACCO may stop ensuring the jail and we would have to find a private policy. Warner stated that cost would be astronomical and it would almost have to be self-insured policy. Bret Bowling briefly discussed the Attorney fees with each case, all seventy-seven counties are dealing with the same issue.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #14: Motion was made by Warner and seconded by Whitehouse to sign the Resolution#2022-65 for Workers' Compensation Insurance renewal with ACCO-SIF for the 2022-2023 fiscal year, with selecting the one-time payment in the amount of $317,867.00. Stephens started this item and then moved to item #15, before a decision was made on approving total. Stephens discussed the current split of this payment; it is paid by 50% General and 50% Highway-All. Tandra McClellan, Payroll Clerk discussed that the cash accounts then reimburse the general for their portion quarterly. The Board reviewed the trend of the account over the years, we are seeing a 7% increase, which is roughly a $21,000.00 increase from last year. Dana Logsdon discussed the current balance of R2, Mortazavi reminded the Board that this payment will not be made until after the new fiscal year. Logsdon stated she usually transfers monies from R3 to R2 to supplement the payment, with the start of the new fiscal year monies. T2-All has sufficient funds to cover amount due. With the relief from paying the liability insurance from use tax, I believe is more doable to continue to pay from budget and T2-All. The Board stated they will be back in session on 6-15-22 for pre-budget meeting if there are any additional items that may need to be addressed. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #16: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2022-66 changing the speed limit from 45 to 25 mph on S. 155th W. Avenue from W. 71st St. S. going N. to W. 61st St. S. in District #2, with attached map. Warner stated with the recent repair of roads, we are receiving complaints from residents of speeding. With this being located within a neighborhood, I do not think 45 mph is acceptable. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #17: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2022-67 changing the speed limit from 45 to 25 mph on S. 151st W. Avenue and W. 153rd St. W. Avenue, starting and ending on W. 71st St. S. in District #2, with attached map. Warner stated we have the same issue of speeding. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #18: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2022-68 removing Tim Richison Receiving Officer for Creek County Highway District #2 and adding Lance Barto, as Receiving Officer for Creek County Highway District #2 for accounts 1102-6-0800-2079/CED, 1102-6-4200-1110/T1A-2, 1102-6-4200-1320/T1C-2, 1102-6-4200-2005/T2-2, 1102-6-4200-4110/T2-3, 1102-6-6520-2005/SB188, 1103-6-4200-4030/CBI-2, 1103-6-4000-4030/CBI-ALL, 1235-6-4200-4151/2021-6, 1313-6-8042-2005/HTX2-2. Warner stated Richison has retired and Barto has been promoted to duties now. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #19: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2022-69 to allow Lance Barto to drive a foreman's county-owned vehicle home for on-call duties, replacing Tim Richison. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #20: Motion was made by Whitehouse and seconded by Warner to approve Utility Permit from Oklahoma Natural Gas Company per County Specs for natural gas pipeline, by boring, size of line ¾" HDPE, to cross S. 417th W. Ave. approximately 8.00 miles S. & 4.04 miles W. of SH-16 & SH-48, further described as 133' S. if the N.E. corner of Section 9, T14N, R8E and the N.W. corner of Section 10, T14N, R8E in District #3. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #21: Discussion and possible action regarding the American Recovery Plan 2021 funds directed to Creek County by the federal government. Goforth briefed the Board, we have received an email stating money should be arriving within the next four days. We received an email last week asking us to change to items on submission, we have completed that. It has been verified and we have been approved for the request to draw down second payment.  (1) Motion was made by Stephens and seconded by Whitehouse to approve project W. 81st St. S. from S. 145th St. W. to S. 161st St. W. 1-mile total estimated cost $777,597.00. Project#1566-6.1-4200-4110(D). Warner stated this was a REAP Grant request for the last two years, we are going to pull this over and submit some Oakhurst areas for REAP Grant due to redistricting. There was discussion of the roads within Oakhurst's condition.  Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.

Item #8: DISCUSSION/NO ACTION on presentation by City of Oilton for sewer and water project using ARPA Funds. This item was skipped during meeting, due to no one present from City of Oilton. Goforth had stated within the meeting they have tried to contact several contacts with no answer.

Public Comment: NONE

Adjournment: Motion was made by Stephens and seconded by Whitehouse at 10:26 a.m. to adjourn and meet again on 6-20-22. Vote as follows: Stephens - Aye, Warner - Aye, Whitehouse - Aye.