BOARD OF COUNTY COMMISSIONERS

 

Regular Meeting Agenda

 

9:00 a.m.

July 13, 2016

320 Robert S. Kerr, Room 204

Oklahoma City, OK

 

 

1.               Call to order.

 

2.               Notice of the meeting was posted Friday, July 8, 2016.

 

3.               Prayer and Pledge of Allegiance.

 

4.               Approve the minutes of the meeting of Wednesday, July 6, 2016, and the minutes of the Special Meeting on Friday, July 8, 2016, 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._______ honoring the memory of Judge Echols.  Requested by Brian Maughan, County Commissioner, District No. 2  (Document Received)

 

The following items, No. 6 through 11, are Consent Items and are routine in nature:

 

6.         Approve Workers  Compensation claim payments from Consolidated Benefits Resources in the amount of $7,340.55 for period ending 7-5-16, pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)

 

7.         Approve Employee Benefit Trust Warrant No. 650559 through 651390 for Oklahoma County in the amount of $1,207,678.44 pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)

 

8.         Receive the following litigation:

 

Case No. CV-2016-1247 Entry of Appearance

Case No. CV-2016-1244 Entry of Appearance

Case No. CV-2016-1243 Entry of Appearance

Case No. CV-2016-1389 Petition

 

9.         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).

 

2-2016-09                            $740.84

 

10.       Receive cancelled check as follows: (Document Received)

 

Check No. 110002129 dated May 11, 2016 to Westlake Ace Hardware, Inc, in the amount of $9.87. Check to be re-issued.

 

11.       Monthly Report of Fees for the month of June, 2016. (Document Received)

 

Juvenile Bureau                                                          $     414,008.99

 

Court Clerk

Sheriff Fees                                                                $122,970.79

Sheriff Incarceration Fees                                          $      1,389.52

Law Library Fees                                                       $  37,380.62

Revolving Fund Fees                                                  $   51,000.82

Drug Court User Fees                                                 $    2,444.00

Community Service Fees                                           $       212.56

 

Court Fund                                                                  Bank of Oklahoma            Revolving

Beginning Balance                                                     $ 1,513,731.24            $284,433.40

Deposits & Canceled Vouchers                                 $1,123,476.73             $  52,873.17

Disbursements                                                                        $   757,848.02             $  48,999.13

Ending Balance                                                          $1,879,359.95             $288,307.44

 

Planning Commission Inspection Fee Fund              $     45,967.53

 

Planning Commission State Building Code Fund     $    19,686.76

 

Planning Commission Fee Fund Report                    $     31,414.25

 

End of Consent Docket

 

District No. 2

 

12.       Discussion and possible action to allow the Metropolitan Library to conduct a membership drive for Oklahoma County Employees.  Requested by Brian Maughan, County Commissioner, District No. 2  

 

County Clerk

 

13.       Discussion and possible action to approve contract for services between SGRisk, LLC, and the Board of County Commissioners of Oklahoma County, for actuarial services on Oklahoma County Workers  Compensation to commence on July 1, 2016, and continue through June 30, 2017.   Requisition No. 11700994 has been issued to Stergiou & Gruber Risk Consultants, LLC. in the amount of $3,500.00 from Workers  Compensation/Professional Services-Auditing & Accounting (4020/0001/54452), 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)

 

14.       Discussion and possible action to approve an agreement with Co-Data, Inc. for CD s of ROD/UCC images and/or FTP access to imaged documents.  Co-Data, Inc. agrees to pay the estimated charge per CD of $13.00 and/or $12.00 for FTP of imaged documents.  The term of this agreement shall begin on July 1, 2016, and end on June 30, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

15.       Discussion and possible action to approve an agreement with Chicago Title Oklahoma for CD s of ROD/UCC images and/or FTP access to imaged documents.  First American Title & Company agrees to pay the estimated charge per CD of $13.00 and/or $12.00 for FTP of imaged documents.  The term of this agreement shall begin on July 1, 2016, and end on June 30, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

16.       Discussion and possible action to approve agreement with Oklahoma City Abstract & Title Company for CD s and/or FTP of ROD/UCC images.  Oklahoma City Abstract & Title Company agrees to pay the charge of $13.00, plus shipping charges (if any), for CD and/or $12.00 for FTP of imaged documents. The term of the agreement shall begin on July 1, 2016, and end on June 30, 2017. Requested by Carolynn Caudill, County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

17.       Discussion and possible action to approve agreement with First American Title & Trust Co. for CD s and/or FTP of ROD/UCC images. Capitol Abstract & Title Company agrees to pay the charge of $13.00, plus shipping charges for CD and/or $12.00 for FTP of imaged documents. The term of the agreement shall begin on July 1, 2016, and end on June 30, 2017. Requested by Carolynn Caudill, County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

18.       Discussion and possible action to receive copy of Abstractor s Bond from Chicago Title Company of Oklahoma, in the amount of $100,000.00, beginning on July 15, 2016, and ending July 15, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk. (Document Received)

 

19.       Discussion and possible action to receive copy of Abstractor s Bond from First American Title & Trust Company, in the amount of $100,000.00, beginning on July 15, 2016, and ending July 15, 2017. Requested by Carolynn Caudill, Oklahoma County Clerk. (Document Received)

 

Engineering

 

20.       Discussion and possible action whether to construct frontage road(s) along the new Eastern Oklahoma County Turnpike and if so to determine the frontage road location(s) and potential funding sources. Requested by Stacey Trumbo, PE, County Engineer. (Document Received).

Facilities Management

 

21.       Discussion and possible action to approve contract between the Board of County Commissioners and the Department of Corrections for inmate labor. This agreement commences on July 1, 2016 and ends on June 30, 2017. Requisition No. 11700492 in the amount of $3,575.88 has been issued to Oklahoma Department of Corrections/Clara Waters CCC from Highway Cash /District No. 3/Professional Services Other (1110/9300/54455), Requisition No. 11700975 in the amount of $3,575.88 has been issued to Oklahoma Department of Corrections/Clara Waters CCC from Highway Cash/District No. 2/Services Other (1110/9200/55556), Requisition No. 11700976 in the amount of $6,791.76 has been issued to Oklahoma Department of Corrections/Clara Waters CCC from Highway Cash /Facilities Management-Courthouse/Professional Services Other (1001/2801/54455), Requisition No. 11700774 in the amount of $3,575.88 has been issued to Oklahoma Department of Corrections/Clara Waters CCC from Highway Cash / District No. 3 Services Other (1110/9300/54456) contingent upon encumbrance of funds. Requested by Keith Monroe, Director, Facilities Management and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

IT

 

22.       Discussion and possible action to approve the End User License Agreement renewal with Layton Technology Inc and the Board of County Commissioners.    Agreement shall begin on June 30, 2016 until June 29, 2017.   This is software license used by MIS/IT Help Desk system.  The total amount not to exceed $1,894.00.  Requisition 11700964 has been issued to Layton Technology in the amount of $1,894.00, from General Fund/Centralization MIS/IT/Computer Software (1001/2700/55095), pending encumbrance of FY17 funds.   Requested by Rob Teel, Director, IT, and approved as to form and legality by Rod Heggy, Assistant District Attorney. (Document Received)

 

23.       Discussion and possible action to approve the Master Software License and Services Agreement with M-Files Inc and the Board of County Commissioners effective one (1) year from the date of purchase.  This is a software solution that will be used to track software licensing, document management, and meet state audit requirements for policies and procedures. The total amount not to exceed $32,593.00.   Requisition 11700991 has been issued to M-Files Inc in the amount of $17,640.00, Requisition 11700996 has been issued to M-Files Inc in the amount of $2,595.00, and Requisition 11700997 has been issued to M-Files Inc in the amount of $12,358.00, from General Fund/Centralization MIS/IT (1001/2700) pending encumbrance of FY17 funds.  Requested by Rob Teel, Director, IT, and approved as to form and legality by Rod Heggy, Assistant District Attorney. (Document Received)

 

Planning

 

24.       Discussion and possible action to approve Resolution No. ___________ to amend or not to amend the zoning as provided in Title 19 O.S., 868.16 on a tract of land from AA   Agricultural and Rural Residential District to Planned Unit Development (PUD-2016-02). The Oklahoma County Planning Commission has recommended approval during a public meeting on June 16th, 2016. The applicant proposes to bring the property in to compliance with current zoning regulations and legalize an existing Events Center (The Manor at Coffee Creek) on 14.766 acres.  If approved, the PUD would allow the owner to continue the operation and expand operations if deemed necessary under the guidelines of said PUD.  The property is located at NW 220th & Portland. (County Highway District No. 3) Requested by Tyler Gammon, Director, Planning, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)

 

Sheriff

 

25.       Discussion and possible action to approve contract renewal between Oklahoma County and Software House International, Inc. for the annual maintenance agreement for NetMotion. Agreement shall begin on July 1, 2016, and terminate on June 30, 2017. Requisition No. 11700650 has been issued to Software House International, Inc., in the amount of $11,241.00 from Sheriff Service Fee/Sheriff/Subscription (1160/5100/54030), contingent upon encumbrance of funds. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

Social Services

 

26.       Discussion and possible action to approve Annual Maintenance Agreement between Oklahoma County Social Services and Oklahoma Electrical Supply Company DBA InfosysFIRE.  Oklahoma Electrical Supply Company will maintain and monitor the fire alarm system in the Oklahoma County Social Services Facility located at 7401 NE 23rd Street.  Requisition No. 11700579 has been issued to Oklahoma Electrical Supply Company in the amount of $2,321.00 from General Fund/Social Services/Services Other, (1001/6100/54156), Requisition No. 11700582 has been issued to Oklahoma Electrical Supply Company in the amount of $1,250.00 from General Fund/Social Services/Services Other, (1001/6100/54156), Requisition No. 11700584 has been issued to Oklahoma Electrical Supply Company in the amount of $216.00 from General Fund/Social Services/Services Other, (1001/6100/54156),contingent upon encumbrance of funds. Agreement shall begin on July 1, 2016, and terminate on June 30, 2017.  Requested by Christi Jernigan, Director, Social Services, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

27.       Discussion and possible action to approve Annual Maintenance Agreement between Oklahoma County Social Services and Oklahoma Electrical Supply Company DBA InfosysFIRE.  Oklahoma Electrical Supply Company will maintain and monitor the security system in the Oklahoma County Social Services Facility located at 7401 NE 23rd Street.  Requisition No. 11700580 has been issued to Oklahoma Electrical Supply Company in the amount of $3,468.00 from General Fund/Social Services/Services Other, (1001/6100/54156), Requisition No. 11700581 has been issued to Oklahoma Electrical Supply Company in the amount of $1,500.00 from General Fund/Social Services/Services Other, (1001/6100/54156), Requisition No. 11700583 has been issued to Oklahoma Electrical Supply Company in the amount of $216.00 from General Fund/Social Services/Services Other, (1001/6100/54156), ,contingent upon encumbrance of funds. Agreement shall begin on July 1, 2016, and terminate on June 30, 2017.  Requested by Christi Jernigan, Director, Social Services, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

28.       Discussion and possible action to approve Standard Long Term Lease Contract between the Board of County Commissioners, on behalf of Oklahoma County Social Services, and Oklahoma Office Systems, to provide a Konica Minolta Bizhub C364e copier. This agreement shall begin on July 1, 2016, and end June 30, 2017. Requisition No. 11700320 has been issued to Oklahoma Offices Systems, LLC. in the amount of $2,338.68 from General Fund/Oklahoma County Social Services, (1001/6100), contingent upon encumbrance of funds. Requested by Christi Jernigan, Director, Oklahoma County Social Services, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received).

 

Recurring Agenda Items:

 

29.       Approve all claims, list available for inspection in the office of the County Clerk, Room 201. (Document Received)

 

30.       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 County Clerk, Room 201.  (Document Received)

 

31.       Citizen participation:  Any citizen wishing to address the Board of County Commissioners may do so at this time.

 

32.       Commissioners Comments/General Remarks:

 

33.       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.

 

34.       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 Brandon Jones v. BOCC, CJ-2015-5390, 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.         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 Murphy v. BOCC, CJ-2014-5469, 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.

 

c.         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 Hinton v. BOCC et al, CJ-2015-5212, 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.

 

d.         To enter into executive session pursuant to 25 O.S. 307 (B)(9)(e) to discuss investigation information directly related to security penetrations of the information technology of the public body and which identifies system configuration information and security monitoring and response equipment placement and configuration

 

35.       Action regarding confidential communications between the public body and its attorney concerning a pending investigation, claim or action by Brandon Jones v. BOCC, CJ-2015-5390, 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.

 

36.       Action regarding confidential communications between the public body and its attorney concerning a pending investigation, claim or action by Murphy v. BOCC, CJ-2014-5469, 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.

 

37.       Action regarding confidential communications between the public body and its attorney concerning a pending investigation, claim or action by Hinton v. BOCC et al, CJ-2015-5212, 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.

 

38.       Action regarding confidential communications to discuss investigation information directly related to security penetrations of the information technology of the public body and which identifies system configuration information and security monitoring and response equipment placement and configuration

 

39.       Adjourn at __________ until 9:00 a.m., Wednesday, July 20, 2016.

 

NAME OF PERSON REPORTING:  Carolynn Caudill, County Clerk

 

TITLE:  SECRETARY TO:   Board of County Commissioners

 

SIGNATURE:  Carolynn Caudill, by:                                                                                                  

County Clerk Deputy