BOARD OF
June 22, 2016
320 Robert S.
Kerr, Room 204
1. Call to order.
2. Notice of the meeting was posted Friday, June 17, 2016.
3. Prayer and Pledge of Allegiance.
4. Approve the minutes of the meeting of Wednesday, June 15, 2015, prepared by the County Clerk as authorized by statute (19 O.S. 243, 244, and 445) subject to additions or corrections by the Board of County Commissioners.
5. Discussion
and possible action to approve Resolution No.____________ commending Jim Feist
for his 12 years of faithful service as a Trustee of the Oklahoma County
Retirement Board. Requested by Ray Vaughn, County Commissioner, District
No. 3. (Document Received)
The following items, No. 6
through 13, are Consent Items and are routine in nature:
6. Approve Workers Compensation claim payments from Consolidated
Benefits Resources in the amount of $5,759.50 for period ending 6-14-16,
pending notification of encumbrance to Jackie Wilson, County Treasurer's
Office. (Document Received)
7. Approve Employee Benefit Trust Warrant No. 649822 through
650275 for Oklahoma County in the amount of $474,728.48 pending notification of
encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)
8. Approve Employee Benefit Trust Warrant No. 650276 through
650557 for Oklahoma County in the amount of $227,977.49 pending notification of
encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)
9. Approve Employee Benefit Trust Warrant No. 650558 through
650558 for Oklahoma County in the amount of $42,416.76 pending notification of
encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)
10. Receive cancelled checks as follows:
(Document Received)
Check
No. 101003641 dated May 11, 2016 to Oklahoma Department of Labor in the amount
of $50.00. Oklahoma County is exempt from this fee. No re-issue.
11. Receive the following litigation:
Case No. CJ-2016-856 Receivers
Initial Report
Case No. CJ-2016-2754 Foreclosure
Case No. CJ-15-449 (2) Complaint
Case No. CJ-2016-2947 Petition
Case No. CJ-2015-1604 Amended Cross-Petition
12. Discussion and possible action for approval of Tin Horn Installation. This item is in compliance with Resolution No. 118-08. Requested by Stacey Trumbo, PE, County Engineer. (Document Received)
1-2016-21 $430.77
13. Monthly Report of Fees for the month of May,
2016. (Document Received)
Prevention of Child Abuse
Depository 8204 $ 47.00
Culvert Pipe Sales Fund 8206 $ 3,240.00
Total
Receipts $ 3,287.00
General Fund $ 413,953.57
Clerk Lien Fee Fund $ 6,644.59
UCC Central Filing Fund $ 66,700.20
Records Preservation Fund $ 75,190.00
OK Tax Comm. % of Doc Stamps $ 353,679.93
Mechanic Liens/Investments $ 915.81
Refunds $
347,973.33
Total $1,265,057.43
Election Board $ 97,614.78
9N
Restitution $
37,171.72
9J
Restitution $
5,392.23
JJC Emergency $
2,432.26
End of Consent Docket
BOCC
14. Discussion and possible action for approval of Standard Lease Contract between Oklahoma County and General Mailing Equipment, Inc. for lease and maintenance of PostBase4A Postage Meter/Mailing Machine. The term of this contract is effective July 1, 2016, through June 30, 2017. The County shall pay the vendor a total annual amount not to exceed $1,428.00. Requisition No. 11700053 has been issued to General Mailing Equipment, Inc. in the amount of $1,428.00 from General Fund/General Government/Copier Lease (1001/1100/55390), contingent upon encumbrance of funds. Requested by Kelly Thomas, BOCC Financial Administrator, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
District
No. 2
15. Discussion and possible action to approve Resolution No. __________ for Change Order No. 003 to the contract between ODOT and Allen Contracting, Inc. to extend the contract (13) thirteen calendar days for extra work performed by the contractor. This is for Oklahoma County Project 2-2009-A, Bridge and Approaches on Harrah Road beginning at Junction SE 29th Street/SH-270 and extending South approximately 1.5 miles, CIRB-155D(644)RB J/P# 25442(04). There is no cost associated with this Change Order. Requested by Brian Maughan, County Commissioner, District No. 2. (Document Received)
Assessor
16. Discussion and possible action to approve
Storage Space Agreement between Oklahoma County Assessor
and GET Imaging, for lease of storage space located at one or more of GET
Imaging s storage facilities, including without limitation, the facilities
currently located at 3905 NW 36th Street, Oklahoma City, Oklahoma, and 3909 NW
36th Street, Oklahoma City, Oklahoma. This agreement shall begin on
July 1, 2016, and end on June 30, 2017. Requisition No. 11700077 has been
issued to GET Imaging, Inc. in the amount of $6,000.00 from General
Fund/Assessor Regular/Services Other (1001/1300/54456), contingent upon
encumbrance of funds. Requested by Leonard Sullivan, Oklahoma County Assessor,
and approved as to form and legality by Gretchen Crawford, Assistant District
Attorney. (Document Received)
County
Clerk
17. Discussion and possible action to approve Deer Oaks EAP Services Agreement. This item was approved by the Oklahoma County Budget Board on June 16, 2016. Requisition No. 11700185 has been issued to Deer Oaks EAP Services LLC in the amount of $23,509.00, contingent upon encumbrance of funds. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
18. Discussion and possible action to approve the Service Agreement between Physicians Mutual and Oklahoma County as approved by the Budget Board on June 16, 2016. This agreement shall commence on July 1, 2016 and terminate on June 30, 2017. Requisition No. 11700184 has been issued to Physicians Mutual Insurance Company in the amount of $893,376.00, contingent upon encumbrance of funds. Requested by Carolynn Caudill, Oklahoma County Clerk and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
20. Discussion and possible action to approve the Administrative Services Program Agreement renewal between Delta Dental and Oklahoma County. Oklahoma County will continue to pay an administrative fee of 6% of paid claims per month and a Cost Containment Fee of not more than 4%. Requisition No 11700183 has been issued to Delta Dental in the amount of $134,957.00 from Employee Benefits Fund 4010 contingent upon encumbrance of funds. This Agreement shall commence on July 1, 2016, and terminate on June 30, 2017. This item was approved by the Oklahoma County Budget Board on June 16, 2016. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
21. Discussion and possible action to approve the Personalized Prevention Agreement with Oklahoma County effective July 1, 2016 through June 30, 2017. This item was approved by the Oklahoma County Budget Board on June 16, 2016. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
22. Discussion and possible action to approve the Sageview Consulting Agreement with Oklahoma County effective July 1, 2016. This item was approved by the Oklahoma County Budget Board on June 16, 2016 through June 30, 2017. Requisition No. 11700195 has been issued to Sageview Consulting Group LLC in the amount of $19,500.00, contingent upon encumbrance of funds. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
23. Discussion and possible action to approve the amendment to the administrative services contract between Oklahoma County and HealthSmart Benefit Solutions, Inc. effective July 1, 2016 through June 30, 2017, and approved by the Budget Board on June 16, 2016. Requested by Carolynn Caudill, Oklahoma County Clerk and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
Engineering
24. Discussion and possible action to approve
Resolution
No. ___________ for the following Change Order No.
01 to Oklahoma County Project for Pavement Management, for an extension of time
to the contract. There is no cost associated with this Change
Order. The contract will now expire on September 30, 2016. Requested
by Stacey Trumbo, PE, County Engineer, and has been approved as to form and
legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
Facilities
Management
25. Discussion and possible action to approve Standard Long Term Lease Contract with the Board of County Commissioners, on behalf of Facilities Management and Standley Corporation, for one Savin C3503 Copier, includes all-inclusive maintenance, black and white copies at $0.0097 each and color copies at $0.0525 and includes all parts, labor and supplies. Requisition No. 11700172 in the amount of $1,564.44 has been issued to Standley Systems LLC from General Fund/Facilities Management/Leased Equipment (1001/2801/55390), Requisition No. 11700173 in the amount of $547.80 has been issued to Standley Systems LLC from General Fund/Facilities Management/Service-Personal (1001/2801/5559) contingent upon encumbrance of funds. This agreement shall commence on July 1, 2016, and terminate on June 30, 2017. Requested by Keith Monroe, Director, Facilities Management, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
Health & Safety
26. Discussion and possible action to approve Standard Long Term Lease Contract with Standley Systems for lease of copier from July 1, 2016, until June 30, 2017. Requisition No. 11700103 has been issued to Standley Systems LLC in the amount of $2,066.38 from General Fund/ Centralization HR/ Health & Safety (1001/2600), contingent upon encumbrance of funds. Requested by Dan Matthews, Director, Human Resources/Environmental Health and Safety, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
27. Discussion and possible action to
approve agreement for Legal Services for
Defense of Workers Compensation Claims between Walker, Ferguson and Ferguson,
and Oklahoma County, to provide legal services for defense of workers
compensation claims. This agreement shall begin on July 1, 2016, and end on
June 30, 2017. Requested by Dan Matthews, Director, Human
Resources/Environmental Health and Safety, and approved as to form and legality by Aaron
Etherington, Assistant District Attorney. (Document Received)
28. Discussion and possible action to approve Contract for Drug Testing with McBride Clinic for employee drug and breath alcohol testing for an amount not to exceed $20,000.00. The contract is from July 1, 2016, to June 30, 2017, with four one year options to renew under current terms. Requisition Number 11700092 has been issued to McBride Clinic Inc., in the amount of $20,000.00 from General Fund/General Government/Services Other (1001/1100/54456), contingent upon encumbrance of funds. Requested by Dan Matthews, Director, Human Resources/Environmental Health and Safety and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
29. Discussion and possible action to approve
Service Agent for Administration of Workers
Compensation Self-Insurance Program agreement between Consolidated Benefits
Resources, LLC, and Oklahoma County for the administration and investigation of
workers compensation claims. This agreement shall begin on July 1, 2016, and
end on June 30, 2017. Requisition No. 11700179 has been issued to Consolidated
Benefits Resources, LLC, in the amount of $57,600.00 from Workers Comp/Workers
Comp Adm Exp (4020/0001/54502), contingent upon
encumbrance of funds. Requested by Dan Matthews, Director, Human
Resources/Environmental Health and Safety, and approved as to form and legality
by Aaron Etherington, Assistant District Attorney. (Document Received)
Juvenile Bureau
30. Discussion and possible action to approve
FY 2017 contract for Detention Transportation Services between the Oklahoma
County Board of County Commissioners, on behalf of the Oklahoma County Juvenile
Detention Center, and the State of Oklahoma Office of Juvenile Affairs (OJA)
for FY 2016/2017. Contract will be effective July 1, 2016, through June 30, 2017.
Requested by James L. Saffle, Director, Juvenile
Bureau, and approved as to form and legality by Aaron
Etherington, Assistant District Attorney. (Document Received)
Sheriff
31. Discussion and possible action to approve FY 2016-2017 contract between the Sheriff s Office and Telmate LLC. This is an extension of the contract based on Telmate s bid for CW15018 Inmate Telephone and Video Visitation Services. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
32. Discussion and possible action to approve
Addendum No. 2, modifying the FY 2015-2016
contract between the Sheriff s Office and Telmate LLC
for changes that have been imposed by the FCC. Requested by John Whetsel, Oklahoma County Sheriff,
and approved as to form and legality by Aaron Etherington, Assistant
District Attorney. (Document Received)
Recurring Agenda Items:
33. Approve all claims, list available for inspection
in the office of the
34. Discussion and possible action to approve
Resolution No. __________ approving Blanket Purchase
Orders as submitted by each department, list available for inspection in the
office of the
35. Citizen participation: Any
citizen wishing to address the Board of County Commissioners may do so at this
time.
36. Commissioners Comments/General Remarks:
37. New business: In accordance with the Open Meeting Act, Title 25 O.S. 311.A.9,
new business is defined as any matter not known about or which could not have
been reasonably foreseen prior to the time of posting the agenda.
38. Executive Session for the purpose of
discussing the following:
a. To enter into executive session
pursuant to 25 O.S. 307 (B) (4) to engage in confidential communications
between the public body and its attorney concerning a pending investigation,
claim or action by Porter v. BOCC, et al. Case No. CIV-15-390-HE, and where on
advice of its attorney, the board has determined 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.
b. Pursuant to 25 O.S. 2001 307.B.1, for discussion regarding employment, appointment, promotion of Dan Matthews, Director of HR and Safety.
39. Action regarding confidential
communications between the public body and its attorney concerning a pending
investigation, claim or action by Porter v. BOCC, et al. Case No.
CIV-15-390-HE, and where on advice of its attorney, the board has determined
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.
40. Action regarding employment, appointment, promotion of Dan Matthews, Director of HR and Safety.
41. Adjourn at __________ until 9:00 a.m.,
Wednesday, June 29, 2016.
NAME OF PERSON REPORTING: Carolynn Caudill,
TITLE: SECRETARY TO:
Board of
SIGNATURE: Carolynn
Caudill, by:
County Clerk Deputy