Claremore Daily Progress

October 12, 2012

NOTICE OF REGULAR MEETING

Bailey Dabney
Claremore Progress

CLAREMORE —  

Public Notice

PUBLISHED IN THE CLAREMORE DAILY PROGRESS, CLAREMORE, OKLAHOMA, OCTOBER 12, 2012.

NOTICE OF REGULAR MEETING

BOARD OF COUNTY COMMISSIONER’S

FOR ROGERS COUNTY, OKLAHOMA

PLACE:  Rogers County Courthouse, 219 South Missouri, Room 1-109, Claremore, Oklahoma

DATE & TIME:  Monday, October 1, 2012, at 9:00 O’clock A.M.

MINUTES

***CONSIDERATION, DISCUSSION AND POSSIBLE ACTION TO BE TAKEN ON THE  FOLLOWING LISTED ITEMS ON THE AGENDA:

ITEM 1: CALL TO ORDER:   Chairman Mike Helm called the meeting to order at 9:00 a.m.   

ITEM 2: ROLL CALL TO ESTABLISH QUORUM:   Determine that Notice of Meeting and Agenda were properly posted in accordance  with the Oklahoma Open Meeting Act.    Chairman Mike Helm, Commissioner Kirt Thacker and Commissioner Dan DeLozier were present and quorum established and determined that Notice of Meeting and Agenda were properly posted in accordance with the Oklahoma Open Meeting Act.

ITEM 3: PLEDGE OF ALLEGIANCE: Commissioner DeLozier led the salute and Pledge of Allegiance to the American Flag.

ITEM 4: INVOCATION:  Commissioner Thacker said a prayer.

ITEM 5: APPROVE/DISAPPROVE MINUTES:   September 24, 2012  Commissioner Thacker made a motion to approve the minutes from September 24, 2012, as presented with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 6: ANNOUNCEMENTS: None presented. 

ITEM 7: UNFINISHED BUSINESS: None presented. 

ITEM 8: ZONING:                          

1.   Discussion with possible action for the County side of the City of Claremore-Rogers County Planning Commission office to receive, review, issue, and collect fees for Utility Permit applications for the whole of Rogers County – (Director Curtis)    Planning Commission Director, Larry Curtis, reported he has researched in the State of Oklahoma and other states regarding their process for utility permits and if they charge a fee; Oklahoma County is the only County in Oklahoma that charges right now that he could find; Curtis recommends an application fee of $150.00 plus .10 cents per linear foot of access and require each company to provide $500 bond that the County would keep until passage of inspection and all work is completed; bonds would be returned to company after all those requirements would be met.  Assistant District Attorney, David Iski, request two weeks to review and for the Commissioners to send a written request for a legal opinion.  Chairman Helm made a motion to table this item for two weeks (October 15th) with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

ITEM 9: PLATS: None presented. 

ITEM 10: ROADS & BRIDGES: None presented. 

ITEM 11: CASH FUND ESTIMATE OF NEEDS & REQUEST FOR APPROPRIATIONS:    None presented.

ITEM 12: TRANSFER OF FUNDS: None presented. 

ITEM 13: UTILITY PERMITS:

1.   Oklahoma Natural Gas - boring proposed 2” natural gas pipeline crossing East 590 Road located within the SW/4 of Section 36, Township 20 North, Range 16 East of the I.B.&M., Rogers County, in District #3 –  Commissioner Thacker made a motion to approve with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   Rural Water District #2, Rogers County – boring East 440 Road lying between Sections 17 and 20 of Township 22 North, Range 17 East of the I.B.&M., Rogers County, in District #1 -     Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 14: CLAIMS:

     1.   Salaries – None presented. 

     2.   Attendant Care – None presented. 

ITEM 15: BLANKET PURCHASE ORDERS: 

1.   Material, Supplies, Parts, Groceries & Prescriptions –

• District #2:  Jack Kissee Ford, Inc. - $2700.00 – Sheriff’s Office Expedition 

• District #3:  American Waste Control, Inc. - $1,000.00

• Emergency Management:  Froman Oil Company, $300.00 & Comdata Mastercard, $300.00 –

• E911:  Froman Oil Company, $400.00 –

Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   Orders Exceeding Amount of Issuance – None presented. 

ITEM 16: GRANTS: None presented. 

1TEM 17: PAYMENT REQUISITION – CONSTRUCTION FUND – RCB BANK,  TRUSTEE: None presented.

ITEM 18: AGENDA ITEMS:

1.   Update by BKL, Inc., and Flintco regarding Courthouse and E911 Center Projects –   B. J. Fay with Flintco reported turning on 2nd floor air conditioning this week; everything is on schedule.  Billy Knowles with BKL reported they are currently working on signage for the new Courthouse; and waiting on Board’s decision regarding the 911 Center.

2.   Strike all bids received on 911 Center construction – (D#1 DeLozier)\  Commissioner DeLozier reported the size of the 911 Center currently needs to be down-sized back to the original plans of 4000 square feet; bids are coming in too high.  Commissioner DeLozier made a motion to strike all bids received on the 911 Center with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

 3.   Instruction to BKL & Flintco regarding alternative design on 911 Center – (D#1 DeLozier)  Commissioner DeLozier made a motion to instruct BKL & Flintco on alternative design on 911 Center with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

 4.   Open & Award Bid #586 – Pre-Engineered Metal Building – District #1 –  12 bid packets were mailed with 0 being returned undeliverable and 5 responses received as follows:  Hoey Construction Company, base bid $187,000.00; S & S Steel Construction, Inc., base bid $149,952.00; Brewer Construction Company of Eastern Oklahoma, Inc., base bid $162,000.00; Lowry & Hemphill Construction Co., Inc., base bid $175,750.00; and Decker Construction, Inc., base bid $132,000.00 ***NOTE***see all bids submitted for complete pricing including options***    Commissioner DeLozier made a motion to table awarding of bid for one week (October 9th) to allow time to review all bids submitted with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

5.   Payment Processing Agreement – by and between Federal Payments (FEDPAY), dba ACH Direct, Inc., a California corporation and Rogers County, Oklahoma, on behalf of the Treasurer’s Office – (Clerk/Treas.)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

 6.   Independent Contractor Agreement – KONE, Inc. – for examination and lubrication maintenance for the vertical transportation equipment (elevators) located at the Rogers County Courthouse – (Comm. Office)  Commissioner’s Administrative Assistant, Christine Day, reported this agreement is  good for as long as the current building in occupied.  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

7.   Corrected Detention Services Agreement by and between Sac and Fox Nation and the Board of County Commissioners of Rogers County, Oklahoma – for fiscal year 2012-2013 – $21.11 a day per child – (County Clerk)    A letter was received from Sac & Fox Nation reporting there were typos in the existing detention services agreement, specifically dealing with state statutes.  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

8.   Independent Contractor Agreement – by and between Milestone Surveying, LLC, and Board of County Commissioners of Rogers County for staking lines between the section corners for East 450 Road from Oowala Road to the vicinity of the westerly right-of-way of the Burlington Northern Santa Fe Railroad that is parallel with Highway 66 – (D#1 DeLozier)  Commissioner DeLozier reported the agreement was for road widening project for staking of centerline and right-of-way on East 450 Road.  Commissioner DeLozier made a motion to approve contingent upon the signature of contractor with Commissioner Thacker seconding the motion. Roll Call: Helm- aye, Thacker-aye, DeLozier-aye. Motion carried. 

9.   Renewal of Dental, Vision, Life and Medical services for Rogers County – (H.R. Bentley)  Employee Benefit Professionals, LLC, employees Rebecca Vonfeldt and Mike O’Brien along with a representative from Community Care were present at the meeting.  Human Resources Director, Jenny Bentley, reported there would be no increase in rates for this year; prices would be the same as last year; no changes in coverage, would be the same as last year.  Commissioner Thacker made a motion to approve with Chairman Helm seconding the motion.  Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

10.  NACO (National Association of Counties) membership dues from 1-1-2013 – 12-31-2013 in the amount of $1,309.00 – (County Clerk)  Chairman Helm explained the benefits of being a member of NACO.  Commissioner Thacker made a motion to approve the membership dues as presented to be paid from general fund with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 19: ANNOUNCEMENTS REGARDING COUNTY EVENTS AND STATUS UPDATES FOR COMMENTS AND DISCUSSION FROM COUNTY DEPARTMENTS AND ELECTED OFFICIALS, AS FOLLOWS:   a.) 911 Administrator – b.) Assessor – c.) Building Operations/Maintenance   d.) County Clerk – e.) Court Clerk – f.) District Attorney – g.) Election Board   h.) Emergency Management – i.) Human Resources – j.) Information Technology k.) Inspections/Planning Commission – l.) Judicial – m.) OSU Extension – n.) Sheriff   o.) Treasurer   c.)  Building Operations/Maintenance Director, Ryan Baze, reported Johnson Controls reviewed the pneumatic controls last week; having issues of hot & cold spots on the 2nd floor only; gave an update on tree trimming; lights installed at OSU Extension; continue with stump grinding and cleaning of carpets.   d.)  County Clerk Peggy Armstrong, reminded that the Courthouse would be closed on Monday, October 8th for Columbus Day.   g.)  Election Board Secretary, Julie Dermody, reported that last day to register to vote in November election is October 12th.   h.)  Emergency Management Director, Bob Anderson, reported the Burn Ban has been lifted officially for Rogers County.   k.)  Planning Commission Director, Larry Curtis, reported for September a total of 18 building permits were issued with 11 being new construction for homes; Tuesday, October 2nd a Planning Commission meeting is scheduled; still need 2 board members for Board of Adjustment.

ITEM 20: ACKNOWLEDGEMENT RECEIPT OF THE FOLLOWING ITEMS:   None presented.

ITEM 21: PUBLIC COMMENTS AND RESPONSES FROM BOARD MEMBERS:  Limited to specific items on the Agenda that are listed and discussed at this meeting and limited in duration at the discretion of the Chairman –   Claremore Progress reporter Salesha Wilken along with citizens Andrea Feeback and Chad Choate commented on Item 18 Agenda Items #2; Claremore Progress reporter Salesha Wilken commented on Item 18 Agenda Item #10.

ITEM 22: NEW BUSINESS:

1.   Consideration and possible action with respect to any other matters not known about or which could not have been reasonably foreseen prior to posting the agenda – None presented. 

ITEM 23: PAYMENT OF PURCHASE ORDERS FROM ALL DEPARTMENTS:   (Materials, Supplies, Parts, Groceries & Prescriptions)***NOTE***see attached list of all claims submitted for payment from all departments and approved for payment by the Board on Monday, October 1, 2012***Commissioner Thacker made a motion to approve payment of all purchase order submitted for payment from all departments with the exception of purchase order #301164 issued to Maxwell Supply for $11,262.45 by District #2 to be held for further review with the District Attorney’s Office with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.    Claremore Progress reporter Salesha Wilken had questions and comments regarding the purchase order.

ITEM 24: RECESS OR ADJOURNMENT:  Commissioner DeLozier made a motion to adjourn the meeting with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried and meeting adjourned at 10:32 a.m. 

BOARD OF COUNTY COMMISSIONERS

      ROGERS COUNTY, OKLAHOMA 

           By:________________________________

(SEAL)           Peggy Armstrong, Rogers County Clerk

Notice of said meeting was filed in the Office of the County Clerk on Thursday, September 27, 2012, at 12:45 p.m. and posted on the Courthouse Bulletin Board; Outside the Commissioner’s Meeting Room; on the Exterior Window at the Southeast Entrance and Front Door Entrances to the Courthouse; on the wheelchair ramp door; and on the county web site.