CLAREMORE —  

Public Notice

PUBLISHED IN THE CLAREMORE DAILY PROGRESS, CLAREMORE, OKLAHOMA, JUNE 29, 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, June 18, 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 9:02 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:  June 11, 2012  Commissioner Thacker made a motion to approve the minutes from June 11, 2012, as presented with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier- aye. Motion carried.

ITEM 6: MOTION & VOTE TO ENTER EXECUTIVE SESSION – confidential communications between a public body and its attorney pursuant to Oklahoma State Statutes Annotated Title 25 § 307 (B) (4) concerning a pending investigation, claim or action if the public body, with the advice of its attorney, determines that disclosure will seriously impair the ability of the public body to process the claim or conduct a pending investigation, litigation, or proceeding in the public interest, to-wit:  Material Service Corp. vs. Rogers County Board of Commissioners, Rogers County Case No. CJ-2004-234 – (D#2 Helm)    Chairman Helm made a motion to enter Executive Session.  Commissioner Thacker asked if Assistant District Attorney, David Iski, recommended the Board to enter Executive Session and Iski’s reply was yes.  Commissioner Thacker seconded the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried and the Board adjourned Regular Session and entered Executive Session at 9:04 a.m. with Assistant District Attorney, David Iski and Peggy Armstrong, County Clerk.

ITEM 7: MOTION TO VOTE TO ADJOURN EXECUTIVE SESSION AND ENTER  REGULAR SESSION –  Chairman Helm made a motion to adjourn Executive Session and enter Regular Session with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried and the Board adjourned Executive Session and entered Regular Session at 10:04 a.m.  

ITEM 8: DISCUSSIONS WITH POSSIBLE ACTION REGARDING EXECUTIVE SESSION –  Confidential communications between a public body and its attorney pursuant to Oklahoma State Statutes Annotated Title 25 § 307 (B) (4) concerning a pending investigation, claim, or action if the public body, with the advice of its attorney, determines that disclosure will seriously impair the ability of the public body to process the claim or conduct a pending investigation, litigation, or proceeding in the public interest, to- wit:  Material Service Corp. vs. Rogers County Board of Commissioners, Rogers County Case No. CJ-2004- 234 –   No action will be taken.

ITEM 9: UNFINISHED BUSINESS: 

1.   Hearing for creation of Oak Grove II Fire Protection District - ***NOTE***petition was presented to the Board on May 14, 2012***  Assistant District Attorney, David Iski, reported Scott Marsh, Rogers County Assessor, made a determination of the 233 signatures on the petition; 1 was out of coverage area; 2 signatures were not legible; 24 were incomplete and 206 signatures were good.    Commissioners reviewed the Notice for Hearing and made a finding that Notice was properly made and hearing was set at a time not less than twenty (20) days nor more than forty (40) days from the date of presentation of May 14, 2012;  Proof of Publications from Inola Independent were provided from June 6th and June 13th for public record.    Commissioner Thacker made a motion that the petition complies with mandatory requirements of Okla. Stat. Ann. Title 19 § 901.2 with Chairman Helm seconding the motion. Roll Call: Helm- aye, Thacker-aye, DeLozier-aye. Motion carried.  Commissioner Thacker made a motion and finding that the County Clerk, Peggy Armstrong, has caused the notice of hearing to be published for two (2) consecutive weeks in a newspaper of general circulation and the Notice of Hearing described the boundaries of the proposed district; stated the time and place of the hearing and stated that any person may appear and protest the organization of the district or the proposed boundaries thereof, and is in compliance of publication pursuant to Okla. Stat. Ann. Title 19 § 901.2 D & E with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.    Commissioner Thacker informed the Board they shall have jurisdiction to hear and determine all protest to the creation of such district and all matters pertaining to the same.  Commissioner Thacker asked if anyone was present at the hearing to protest the creation of the fire district and no one replied they were in attendance for this matter.   Commissioner Thacker made a motion to accept the petition as filed with the County Clerk and that the Board does not need to amend the plan of such district as pursuant to Okla. Stat. Ann. Title 19 § 901.2 A. and B.1, B.2 and B.3 with Commissioner DeLozier seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.   Commissioner Thacker made a motion to close the public hearing pursuant to Okla. Stat. Ann. Title 19 § 901.2 C at 10:16 a.m. with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.   Commissioner Thacker made a motion pursuant to Okla. Stat. Ann. Title 19 § 901.2 C for the Board to make an Order determining the boundaries of the proposed district as per map presented with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.   Commissioner Thacker made a motion pursuant to Okla. Stat. Ann. Title 19 § 901.2.C.2 that the formation of such district will be conducive to the public safety of the area incorporated therein on map as presented with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker- aye, DeLozier-aye. Motion carried.  Commissioner Thacker made a motion pursuant to Okla. Stat. Ann. Title 19 § 901.2.C.3A the fire district shall be named “Fair Oaks Fire Protection District” with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.  Discussions were held with Julie Dermody, Election Board Secretary, regarding shall an election of the qualified electors in the territory comprising such proposed district on the question of whether said district shall be organized; Dermody reported she had already discussed the election with the fire district, needs resolution calling for election filed with the Election Board 75 days prior to election; fire district wants on the November ballot; Board needs to make finding of the date the election will be held.    Commissioner Thacker made a motion pursuant to Okla. Stat. Ann. Title 19 § 901.2.C.3B to call for an election on November 6, 2012, with Commissioner DeLozier seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   Per diem costs of housing a prisoner in the Rogers County Jail - ***NOTE***this item was tabled from June 11, 2012, meeting***    Jerry Smittle with the Sheriff’s Office reported $41.60 was the figure after doing calculations from total amount of Sheriff’s jail budget from last year, divided by 365 days, and divided by the average number of inmates for the year; figure would go up if you calculated from this year’s coming budget. Discussions were held regarding the fees charged for housing of DOC prisoners and how the process works; $27.00 per day is the charge for DOC prisoners.      Chairman Helm explained why the Board of County Commissioners must set a per diem on behalf of the Criminal Justice Authority, per legal interpretation from Criminal Justice Authority’s attorney Jim Orbison; the Sheriff’s Office is requesting a budget of $2,949,833.29 from the Criminal Justice Authority for fiscal year 2012-2013 with increases in maintenance/operation, Board of Prisoners and medical expenses, plus repairs to roof of $175,000.    Assistant District Attorney, David Iski, explained the Board is required by language in the Amended and Restated Declaration of Trust of the Rogers County Criminal Justice Authority to determine the appropriate costs for housing the prisoners of the beneficiaries. The beneficiaries are specifically defined by the indenture, Rogers County, City of Claremore, Town of Oologah, Town of Chelsea, Town of Inola and City of Catoosa.    Chairman Helm further explained in the meeting it was determined by a vote of the members of the Criminal Justice Authority to approve a budget of $2,949,833.29 and the Board of County Commissioners would set a per diem; the Board is trying to accomplish this today; the Criminal Justice Authority and Board of County Commissioners are working together to determine under what circumstances would that per diem be charged; today the Board is to determine that figure. How the per diem gets imposed will have to be decided later.    Discussions were held regarding how many city prisoners we are talking about; averages approximately 2 municipal inmates per day; which averages out to approximately $20,000 per year.    Stan Brown, Claremore Police Chief spoke of the numbers the City of Claremore has had from January 1st thru June 14th of this year; have booked-in 114 prisoners on city charges.    Further discussions were held.  Chairman Helm made a motion to approve and charge $50.00 per diem per prisoner  per day.    Discussions held regarding how can we charge municipalities $41.60 per day and the state only pay $27.00 per day. Chairman Helm continued, if the Board doesn’t charge a per diem the county offices are looking at being cut 10% from their budget. Discussions here held regarding how much the shortfall is anywhere from $300,000 to $400,000.  Commissioner Thacker seconded the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-nay.  Motion carried. 

ITEM 10: ZONING: None presented.

ITEM 11: PLATS: None presented. 

ITEM 12: ROADS & BRIDGES:

1.   Independent Contract Agreement – Engineering Services by and between Board of County Commissioners and Kellogg Engineering, Inc., on NS-413.5 County Roadway Project for District #2 – (D#2 Helm)  Brian Kellogg was present at the meeting and explained the services to be performed.    Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   Independent Contractor Agreement – Engineering Services by and between Board of County Commissioners and Kellogg Engineering, Inc., on Harbor Creek Roadway Project for District #2 – (D#2 Helm)  Brian Kellogg explained to the Board this agreement is for the investigation of a subdivision near Oologah that has failed and collapsed.  Chairman Helm further explained it is not the intention or the responsibility of Rogers County to take care of this said subdivision; we may lend aid to the Town of Oologah, but the functions, maintenance and improvements must be done by the Town of Oologah.  County will do engineering.    Chairman Helm made a motion to approve with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

3.   Resolution #2012-64 – Contract Agreement Renewal – Emergency and Transportation  Revolving, ETR Fund – Project No. ETRCR166-3(01)10 – (D#3 Thacker)  Commissioner Thacker explained this is monies through the Circuit Engineering District and District #3 is requesting renewal on ETRCR1-66-3(01)10 for June 4, 2012, flooding event that washed out sections of two (2) different roads; photos have been provided; we have directed resources to these repairs; other, more pressing projects have also required priority throughout the past year.  Commissioner Thacker made a motion to approve with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

4.   Resolution #2012-65 – Question 10 – Tribal Consultation Meeting – IRR funding restrictions to Tribal and BIA owned lands – (Comm. Office)  The Board received a letter from (ACCO) Association of County Commissioners, Gayle Ward, Executive Director, informing the BIA has finalized the Question 10 issued and plans to present at the June 20, 2012, meeting at 9:00 a.m., OSU-OKC Campus, in Oklahoma City. Question 10, if passed in this form, will amount to potential losses of Tribal Funds to Oklahoma. The BIA has made an interpretation to policy that will affect the distribution of federal funds to all 562 tribes in the nation.  The ACCO Board of Directors requested that since this issue has the potential to further devastate funding for the county road and bridge system in Oklahoma, that each county be notified immediately and review and adopt a resolution.   Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 13: CASH FUND ESTIMATE OF NEEDS & REQUEST FOR APPROPRIATIONS:     None presented. 

ITEM 14: TRANSFER OF FUNDS:

1.   Planning Commission part-time salaries to salaries - $8,000.00    Commissioner DeLozier made a motion to approve with Chairman Helm seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   District #3 T-Highway M&O to salaries - $20,000.00  Commissioner Thacker made a motion to approve with Chairman Helm seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.  

3.   Sheriff’s general fund capital outlay to vehicle maintenance - $3,000.00    Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

4.   Sheriff’s Jail medical to M&O - $8,000.00    Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

5.   District #2 One Cent Sales Tax capital outlay to M&O - $700,000.00  Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 15: UTILITY PERMITS:

1.   Rural Water District #3, Rogers County – boring Hobbs Creek Road lying within the  NE/4 of the SW/4 of SE/4 of Section 36, Township 22 North, Range 14 East of the I.B.&M., Rogers County (D#2 Helm)  Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

2.   Oklahoma Natural Gas – proposed 3/4” natural gas pipeline, crossing North 201st East Avenue being located in the NE/4 of Section 31, Township 21 North, Range 15 East of the I.B.&M., Rogers County – (D#2 Helm)    Chairman Helm made a motion to approve with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

3.   Rural Water District No. 5, Mayes County – boring 4240 road crossing from the NW/4 of Section 13, Township 24 North, Range 17 East to the NE/4 of Section 14, Township 24 North, Range 17 East of the I.B.&M., Rogers County – (D#1 DeLozier)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

4.   Grand River Dam Authority (GRDA) – overhead transmission line crossing North Sioux Avenue located between Sections 3 & 4 of Township 21 North, Range 16 East – Claremore to Centrilift Rebuild Transmission Line Project – Burns & McDonnell Project Number: 64156 – (Comm. Office)    Commissioner DeLozier made a motion to return this utility permit to applicant because it lies within the City of Claremore with Commissioner Thacker seconding the motion. Roll Call:

Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

ITEM 16: CLAIMS:

1.   Salaries – None presented. 

2.   Attendant Care – None presented. 

ITEM 17: BLANKET PURCHASE ORDERS: 

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

• Sheriff – Comdata MasterCard - $10,500.00

• District #3 – Lowe’s - $300.00

Commissioner Thacker made a motion to approve the blanket purchase orders as presented with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier- aye. Motion carried.  

2.   Orders Exceeding Amount of Issuance – None presented.  

ITEM 18: GRANTS: None presented. 

1TEM 19: PAYMENT REQUISITION – CONSTRUCTION FUND – RCB BANK,   TRUSTEE: None presented. 

ITEM 20: AGENDA ITEMS:

1.   Update by BKL, Inc., and Flintco regarding Courthouse and E911 Center Projects –  B. J. Fay with Flintco reported the grand stair was completed last week and they took out the temporary support system; 9 days behind schedule currently. Fay continued we still need to go through the bid process for the E911 Center.  Billy Knowles with BKL reported everything is moving along fine on the new courthouse; any issues that come up are worked on as they come up; E911 site plans are done, but bound some problems with them and should be done by the end of the meeting today; discussions held regarding grant funding for the E911 Center.  Brian Kellogg, engineer, gave an update to the Board regarding the waterline for the E911 Center; 60 days out; still need to acquire easements from property owners.  Discussions held regarding a loop system from the water line for fire hydrant and to feed the building.    Discussions only, no action taken.

2.   Rogers County Free Fair Association millage rate for 2012-2013 fiscal year-  Ron Burrows with the Fair Board was present at the meeting to request a continuance of last year’s millage rate of .00023 for fiscal year 2012-2013; discussions were held regarding the $180,000 carryover monies within last year’s budgeted monies; Burrows explained the Free Fair has already

committed the $180,000 for this year’s upcoming fair and carnival.  Discussions were held regarding the County’s budget shortfalls.  Chairman Helm made a motion to approve the request of the Rogers County Free Fair Association for a continuance of last year’s .00023 millage for the 2012-2013 fiscal year budget with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

3.   Resolution #2012-62 requesting assistance from the Oklahoma Department of Commerce; submittal of CDBG-EDIF Application to Oklahoma Department of Commerce and authorize the Chairman to sign related application documents – (Andy Armstrong)  Andy Armstrong presented the Board with a resolution requesting assistance from the Oklahoma Department of Commerce (ODOC) and requested the Board to approve the submittal of a CDBG-EDIF grant application with ODOC and authorize the Chairman to sign related application documents.   Armstrong continued the Tulsa Port of Catoosa is working with TMK/PSCO, to develop an application for ODOC’s Community Development Block Grant Economic Development Infrastructure Funds; the proposed use of funds will be to provide an additional rail spur to the TMK/PSCO Port of Catoosa site; if the proposed project financing is approved, they will be able to modify its operations in the existing facility and create approximately 12 new jobs within the next 24 months; it is anticipated that the construction costs for the project will be approximately $425,000 and the request will be structured as $250,000 grant; a Public Hearing was held on this project earlier in 2012; Armstrong recommends Board approval.  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

4.   Open & Award Bid #582 – Sheriff’s Cars – (Sheriff’s Office)  25 bid packets were mailed with 2 being returned undeliverable and 2 responses received as follows:  Kansas Highway Patrol and Joe Watt Auto Sales, Inc. – (see attached copies of bids) Commissioner DeLozier made a motion to table awarding of this bid for one week (June 25th) to allow time to review all bids submitted with Chairman Helm seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.  

5.   Open & Award Bid #24 – Road Striping – (Comm. Office)    7 bid packets were mailed with 0 being returned undeliverable and 3 responses received as follows:  Time Striping, Inc.; Direct Traffic Control, Inc. and Advanced Workzone Services, LLC – (see attached copies of bids)  Chairman Helm made a motion to accept all bids submitted based upon 1st available and closest to work region with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.  Chairman Helm made a motion to recess with Commissioner Thacker seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried and meeting recessed at 11:23 a.m.    Chairman Helm called the recessed meeting back to order at 11:34 a.m. with Commissioner Kirt Thacker and Commissioner Dan DeLozier present and quorum established.

6.   Engagement Letter with Turner & Associates, PLC, for 2012-2013 Estimate of Needs – (County Clerk)   Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

7.   Resolution #2012-55 renewing for fiscal year 2012-2013 Court Clerk reimbursement – (County Clerk)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Discussions held regarding Court Fund paying 1/2 of the utilities for the courthouse; Christine Day, Commissioner’s Office Administrative Assistant, reported she presented 6 months worth of fees to the Court Clerk and they stated they didn’t have enough funds to pay at this time; used to present fees monthly, but changed to every 6 months; discussions were held on whether or not this process was officially adopted or approved by the Board; and is this process statutorily written or not; Thacker requested a written opinion from Iski. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

8.   Resolution #2012-56 renewing for fiscal year 2012-2013 Sheriff’s Office and Assessor’s Office reimbursements – (County Clerk)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

9.   Resolution #2012-57 renewing for fiscal year 2012-2013 Election Board reimbursements – (County Clerk)    Commissioner DeLozier made a motion to approve with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

10.  Reimbursement form as per Resolution #2011-40 for Election Board - $824.85 – (Election Board)    Julie Dermody, Election Board Secretary, reported to the Board the “non-profit” status the office received regarding postage.  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

11.  Detention Services Agreement by and between Osage County Juvenile Detention Center and Rogers County for fiscal year 2012-2013 – (County Clerk)   Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

12.  Detention Services Agreement by and between Muskogee Youth Services and Rogers County for fiscal year 2012-2013 – (County Clerk)    Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

13.  Monthly Report of Officers for May 2012 – (County Clerk)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

14.   Traffic control issues at Courthouse – (D#3 Thacker)    Commissioner Thacker discussed for the need of more arrows in the parking lot to give direction to the drivers coming in/out of parking lot which way they should go for ingress and egress; plus the need for more posted signage.  Courthouse security officer, Tom Howse, spoke of complaints he has received regarding the parking lot being used by the public as a cut-through; discussions held. Commissioner DeLozier made a motion that he would take care of the adding more arrows and signage along with installing speed bumps. Commissioner Thacker seconded the motion. Discussions held regarding adding speed bumps to parking lot and the liability it could create for the County.  Roll Call:  Helm-nay, Thacker-abstain, DeLozier- aye. Motion carried.  Further discussions were held.  Commissioner Thacker made a motion to have additional arrows added along with signage and delete the speed bumps with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

15.   Resolution #2012-58 – 2012-2013 FEMA reimbursements – (County Clerk)    Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

16.   Resolution #2012-59 – 2012-2013 – Town of Oologah & Oologah Municipal Authority reimbursements – (County Clerk)  Commissioner Thacker made a motion to approve with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

17.   Resolution #2012-60 – 2012-2013 – Town of Talala reimbursements – (County Clerk)  Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call:  Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

18.   Resolution #2012-61 – 2012-2013 – Rural Water District #4 reimbursements – (County Clerk)  Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

19.   Juvenile Detention Center Contract between the Board of County Commissioners and Texas County Juvenile Detention Center for fiscal year 2012-2013 – (County Clerk)   Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

20.   Agreement for Enhanced Emergency Number Service (E911) (Features and Associated Equipment) between Oklahoma Communications Systems, Inc., referred to as “TDS” and the Board of County Commissioners of Rogers County, Oklahoma – (J Hamilton)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.

21.   Resolution #2012-63 and reimbursement form restitution for $200.00 for District #1 into Cemetery Restitution Fund – (Comm. Office)\  Chairman Helm made a motion to approve with Commissioner DeLozier seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

22.   Reimbursement form as per Resolution #2011-38 for fuel reimbursement from Town of Oologah $1,373.03 and Oologah Municipal Authority $104.92 into District #2 One Cent Sales Tax Fund for distribution – (Comm. Office)    Chairman Helm made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

23.   Detention Services Agreement by and between Sequoyah Enterprises, Inc., and Board of County Commissioners for 2012-2013 – (County Clerk)  Commissioner DeLozier made a motion to approve with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried. 

ITEM 21: 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 p.) Public Information Officer –  a.)  Janet Hamilton, E911 Administrator, reported she has a meeting with Andy Armstrong on grant application radio funding source for fire dept.; no funding is available now for EOC hardening grant, but grant will be shelved for possible future funding; has quote for travel expenses to Denver for Intrado system and then will travel onto Reno, NV, cost is $900 per person for 2 persons; discussions held regarding 4 persons attending vs. 2 persons attending reviewing of Intrado system; NINA meeting in OKC on Friday, June 22nd; hope to have a ceremony before ground-breaking for E911 Center.    g.)  Julie Dermody, Election Board Secretary, reported in-person voting begins on Friday, June 22nd at 8:00 a.m.; commented on closing of Highway 266 and the inconvenience it would cause to some people in order to get to their precinct to vote; knocked doors and put out flyers over the weekend to let person know this; has received several phone calls from constituents regarding 1/3 county sales tax vote.  h.)  Bob Anderson, Emergency Management Director, reported will be coming to each district warehouse on Monday, Tuesday & Wednesday to conduct safety meetings; County is now OSHA compliant, received letter. k.)  Larry Curtis, Planning Commission Director, reported a Board of Adjustment meeting and regular Planning Commission meeting will be held Tuesday.  l.)  Ryan Baze, Maintenance Director, is currently handling window issues in Judge Condren’s office; she is possibly planning on moving to 3rd floor; discussions held on possibly bringing trailers in and place on grounds of courthouse after testing is complete.  n.)  Tom Howse, Courthouse security officer, reported receiving a 3rd deputy today to help with Courthouse security; x-ray machine is running now from 7:45 a.m. to 5:00 p.m.; someone from security is at courthouse beginning around 7:15 a.m. because of those who get to work early.  p.)  Public Information Officer, Kristen Bergman, is leaving the country later on this morning; Michael Willis, from Tulsa County is her back-up officer while she is gone; getting ready for July newsletter; Bergman will have access to her e-mail if she is needed; is currently working with media on sales tax vote.

ITEM 22: ACKNOWLEDGEMENT RECEIPT OF THE FOLLOWING ITEMS: None presented.

ITEM 23: 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 – None presented.

ITEM 24: ANNOUNCEMENTS:  Commissioner DeLozier announced District #1 is having issues with a utility company putting in lines and filing tort claims; these issues need to be resolved; discussions of being a future agenda item and developing a process after completion of a permit project, and requirements of utility permit contractors, and possibly discussing matter with the Corporation Commission who regular utilities. Discussion only, no action taken.  Chairman Helm announced about the Special Meeting of the Criminal Justice Authority on Tuesday, June 19, 2012, at 9:00 a.m. in the Rogers County Jail and Sheriff’s Office Building.

ITEM 25: 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.   Commissioner DeLozier made a motion to recess the meeting for lunch with Commissioner Thacker seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried and meeting recessed at 12:38 p.m.  Chairman Helm called the recessed meeting back to order at 1:40 p.m. with Commissioner Thacker and Commissioner DeLozier present and quorum established. ***NOTE***Commissioner DeLozier left the meeting at 1:41 p.m. and returned at 2:12 p.m.*** ***NOTE***Commissioner Thacker left the meeting at 2:15 p.m. and returned at 3:07 p.m. ***

ITEM 26: 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, June 18, 2012***Commissioner Thacker made a motion to approve payment of all purchase orders submitted from all departments with Chairman Helm seconding the motion. Roll Call: Helm-aye, Thacker-aye, DeLozier-aye. Motion carried.   

ITEM 27: 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 3:25 p.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, June 14, 2012, at 1:07 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.