BOARD OF COUNTY COMMISSIONERS

 

Regular Meeting Agenda

 

9:00 a.m.

July 19, 2017

320 Robert S. Kerr, Room 204

Oklahoma City, OK

 

 

1.               Call to order.

 

2.               Notice of the meeting was posted Monday, July 17, 2017.

 

3.               Prayer and Pledge of Allegiance.

 

4.               Approve the minutes of the meeting of Wednesday, July 12, 2017, 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.

 

The following items, No. 5 through 15, are Consent Items and are routine in nature:

 

5.         Approve Workers  Compensation claim payments from Consolidated Benefits Resources in the amount of $5,342.17 for period ending July 11, 2017, pending notification of encumbrance to Jackie Wilson, County Treasurer's Office.  (Document Received)

 

6.         Approve Employee Benefit Trust Warrant No. 674484 through 674558 for Oklahoma County in the amount of $19,652.69 pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)

 

7.         Approve Employee Benefit Trust Warrant No. 51909950 for Oklahoma County in the amount of $91,891.49 pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)

 

8.         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)

 

1-2017-09                   $698.78

1-2017-10                   $441.23

3-2017-05                   $690.19

 

9.         Discussion and possible action for approval of Tin Horn Sale. This item is in compliance with Resolution No. 118-08. Requested by Stacey Trumbo, PE, County Engineer. (Document Received)

 

1-2017-11            $441.23

 

10.       Receive the following litigation:

 

            Case No. 201-704326 Notice of Hearing

            Case No. CJ-2017-3886 Petition

Case No. 13-222227 EEB Bankruptcy

Case No. CJ-2017-3803 Foreclosure

Case No. CJ-2017-3734 Vacate Tax Deed

Case No. CIV-17-729-D Complaint

            Case No. CV-2017-1406 Quite Title

 

11.       Monthly Report of Fees for the month of June, 2017. (Document Received)

 

Board of County Commissioners

Culvert Pipe Sales Fund 8206                                                            $      2,487.37

Total Receipts                                                                                   $      2,487.37

 

County Clerk

General Fund                                                                                      $     545,462.07

Clerk Lien Fee Fund                                                                           $        7,815.18

UCC Central Filing Fund                                                                   $      66,890.48

Records Preservation Fund                                                                $      79,660.00

OK Tax Comm. % of Doc Stamps                                                     $    590,002.68

Mechanic Liens/Investments                                                             $         5,508.64

Refunds                                                                                               $   516,983.02

Total                                                                                                   $1,812,322.07

 

Court Fund                                                      Bank of Oklahoma     Revolving

Beginning Balance                                         $ 1,624,691.64            $   330,908.65

Deposits & Canceled Vouchers                     $ 1,215,315.04            $     53,288.76

Disbursements                                                            $    673,978.72            $     36,239.03

Ending Balance                                              $ 2,166,027.96            $   347,958.38

 

Court Clerk

Sheriff Fees                                                                                        $   106,948.87

Sheriff Incarceration Fees                                                                  $          780.86

Law Library Fees                                                                               $     33,207.65

Revolving Fund Fees                                                                          $     45,762.15

Drug Court User Fees                                                                         $       1,706.25

 

Juvenile Bureau

9N Restitution                                                                                    $      37,699.91

9J Restitution                                                                                     $       9,432.52

JJC Emergency                                                                                   $       2,452.26

 

Election Board                                                                                    $     21,345.78

 

Planning Commission Inspection Fee Fund                                      $     48,212.90

 

Planning Commission State Building Code Fund                             $       2,407.50

 

Planning Commission Fee Fund Report                                            $     28,356.50

 

12.       Discussion and possible action to approve Resolution No.___________ to surplus equipment from the inventory of Oklahoma County District No. 1. These items have been declared surplus and are to be sold at auction in accordance with the provisions set forth in Title 19 Section 421. (Document Received)

 

One (1) John Deere 6415 Tractor, c/n DA304-00125, s/n LO6415D52298, acquired 06/07/2007 from John Deere Company, 11145 Thompson Ave., Lenexa, KS 66219 for $24,450.00

 

13.       Discussion and possible action to approve Resolution No.___________ to remove equipment from the inventory of Oklahoma County District No. 1. These items have been declared surplus and are to be traded in, in accordance with the provisions set forth in Title 19 Section 421. (Document Received)

 

One (1) 20  Tandem Trailer w/ Ramps, c/n DA334-00106, acquired 06/17/1992 from a vendor not on record for $6,098.00

14.       Approval of Transcript of Proceedings from the County Treasurer on the sale of county property, acquired at RE-SALE, described as follows:

 

UB-V, Inc 14-372-5600; DELUXE SUB ADDITION; LOT 253; BLOCK 000

 

Janice S. Coleman Living Trust 11-622-3460; STEVE PENNINGTON 8TH ADDITION; LOT 009; BLOCK 009

 

Authorize Chairman to execute County Re-Sale deeds conveying the above described real estate transactions. Requested by Forrest  Butch  Freeman, County Treasurer. (Document Received)

 

15.       Discussion and possible action to approve the amended monthly report of officers as it concerns the JJC Emergency Fund 8456 Account for April and May 2017. A stale dated voucher in the amount of $20.00 never cashed and was subsequently deposited/added back into the 8456 JJC Emergency Fund account. This amendment is to correct the record for the 8456 JJC Emergency Fund account for the months of April 2017 and May 2017. The ending balance in the 8456 JJC Emergency Fund account is $2,452.26. Requested by J me Overstreet, Director, Juvenile Bureau. (Document Received)

 

End of Consent Docket

 

16.       Awards. Tabulation of bids from the Central Purchasing Department with recommendation for selection of lowest and best bid:

 

11800320   Rockwell Paving

11705459 REBID   District 1 Chip Seal Projects

11800198   Oklahoma County Annex Building Repairs

 

District No. 2

 

17.       Discussion and possible action to approve the following dates to be observed as Holidays by Oklahoma County in calendar year 2018. Requested by Brian Maughan, Chairman. (Document Received)

 

New Year s Day                     Monday, January 1, 2018

Martin Luther King, Jr. Day  Monday, January 15, 2018

President s Day                      Monday, February 19, 2018

Good Friday                            Friday, March 30, 2018

Memorial Day                        Monday, May 28, 2018

Independence Day                  Wednesday, July 4, 2018

Labor Day                               Monday, September 3, 2018

Veteran s Day                         Monday, November 12, 2018

Thanksgiving                          Thursday and Friday, November 22nd and 23rd, 2018

Christmas                               Monday and Tuesday, December 24th and 25th, 2018

 

18.       Discussion and possible action for approval of agreement for Specific Assistance between the City of Choctaw and the Board of County Commissioners for Oklahoma County for assistance with the improvement, repair, or maintenance of Choctaw Road between NE 36th Street and NE 23rd Street directly in front of the Eastern Oklahoma County Technology Center. The total estimated cost of the project is $160,000.00. The City of Choctaw agrees to reimburse the County for their share of the cost of the project as outlined in the agreement. Requested by Brian Maughan, County Commissioner, District No. 2, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)

 

District No. 3

 

19.       Discussion and possible action to approve ODOT Claim from Summit Truck Group to ODOT. This claim is in reference to the Purchase Contract between ODOT and Oklahoma County for one (1) 2018 International 7400 Workstar Dump Truck purchased off of Statewide Contract #SW035T for use by District No. 3. The total purchase price equals $89,709.00. This claim will be paid through the County Road Machinery & Equipment Revolving Fund and monthly payments shall be made to ODOT by District No. 3 by lease purchase. Requested by Ray Vaughn, County Commissioner, District No. 3. (Document Received)

 

20.       Discussion and possible action for approval of Lease Agreement No. 553010 between ODOT and Oklahoma County for a 2018 International 7400 Workstar Dump Truck, through the County Road Machinery and Equipment Revolving Fund for use by District No. 3. District No. 3 will submit monthly payments to ODOT of $1,100.00. This Lease Agreement will be effective July 1, 2017, and end June 30, 2018, and will be eligible for renewal for the following Fiscal Year. Requisition No. 11801167 has been issued to Oklahoma Department of Transportation in the amount of $13,200.00 from Highway Cash/ District No. 3 (11193000/55130), contingent upon encumbrance of funds. Requested by Ray Vaughn, County Commissioner, District No. 3, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)

 

21.       Discussion and possible action to approve the annual contract between Oklahoma County-OSU Extension, and the State Fair Park of Oklahoma for the purpose of holding the Oklahoma County Free Fair event on August 25th and 26th, 2017. Requisition No. 11800928 and Purchase Order No. 21800689, has been issued to State Fair of Oklahoma in the amount of $11,607.25 to State Fair of Oklahoma, contingent upon encumbrance of funds. Requested by Ray Vaughn, County Commissioner, District No. 3. (Document Received)

 

Benefits & Retirement

 

22.       Discussion and possible action to approve the 457 Administrative Services Agreement between InvesTrust and Oklahoma County effective July 1, 2017 through June 30, 2018. This item was approved by the Retirement Board on 05/22/2017. Fees for this agreement are paid by the plan participants and not the County. Requested by Jon Wilkerson, Director, Benefits & Retirement, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

23.       Discussion and possible action to approve the agreement between InvesTrust and Oklahoma County effective July 1, 2017 through June 30, 2018. This item was approved by the Retirement Board on 04/24/2017. Requisition No. 11800298 has been issued to InvesTrust in the amount of $400,000.00. Requested by Jon Wilkerson, Director, Benefits & Retirement, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

24.       Discussion and possible action to approve the Engagement Letter between Johnston & Ahlschwede, P.C. Certified Public Accountants and Oklahoma County effective July 1, 2017 through June 30, 2018. This item is paid out of the Defined Benefit Retirement Account. This item was approved by the Retirement Board on 04/24/2017. Requested by Jon Wilkerson, Director, Benefits & Retirement, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

District Attorney

 

25.       Discussion and possible action to approve Consulting Services Agreement with Avansic, Inc., to provide data preservation services for potential litigation related to employment law claims including, but not limited, to the following: Angela Cramer TC-2017-7; Sherry Owens, TC-2017-8; Donna Hanson, TC-2017-9; Phillip Malone, TC-2017-10; Donella Epps, TC-2017-11; Michael Hughes, TC-2017-13; and Aimee Drake, TC-2017-14. Amount of the contract not to exceed $10,000.00. Requisition No. 11801164 has been issued to Avansic, Inc. in the amount of $10,000.00 from Self-Insurance Fund (40310110). Requested by Aaron Etherington, Assistant District Attorney. (Document Received)

 

Engineering

 

26.       Discussion and possible action to approve the Construction Contract between Jim Cooley Construction, LLC and the Board of County Commissioners for Oklahoma County Project No. ADC-2016-1, Jail Kitchen HVAC and Plumbing Repair. The total amount of the contract shall not exceed $623,000.00. Requisition No. 11801153 has been issued to Jim Cooley Construction, LLC in the amount of $623,000.00 from Capital Improvement Fund/Capital Improvement-Regular (20101200-55370), contingent upon encumbrance of funds. Requested by Stacey Trumbo, PE, County Engineer, and has been approved as to form and legality by Assistant District Attorney. (Document Received)

 

Sheriff

 

27.       Discussion and possible action to approve Standard Maintenance Contract between Oklahoma County Sheriff s Office and United Engines.  For annual maintenance to include annual full service, quarterly inspections & load bank testing for Kohler 200kW Generator located at the Midwest City Field Operations Center. Agreement shall begin on July 1, 2017, and terminate on June 30, 2018. Requisition No. 11800882 has been issued to United Engines LLC, in the amount of $1,500.00 from Sheriff/Equipment Vendor Maintenance (1160/50203/54157), contingent upon encumbrance of funds Requested by P.D. Taylor, Undersheriff, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)

 

28.       Discussion and possible action to approve Standard Maintenance Contract between Oklahoma County Sheriff s Office and United Engines. For annual maintenance to include annual full service, quarterly inspections & load bank testing for Kohler 750kW Generators located at the Detention Center. Agreement shall begin on July 1, 2017, and terminate on June 30, 2018. Requisition No. 11800888 has been issued to United Engines LLC, in the amount of $4,100.00 from Special Revenue/Prisoner Boarding/ Vendor Maintenance (1160/50201/54157), contingent upon encumbrance of funds. Requested by P.D. Taylor, Undersheriff, 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:  Citizens may address the Board during open meetings on any matter on the agenda. On any item not on the current agenda, citizens may address the Board under the agenda item  Citizen Participation . Please fill out a  Citizen s Participation Request  form located outside the Board Meeting Room (Room 204) and give to the recording secretary. Citizen Participation is for information purposes only, and the Board cannot discuss, take action or make any decisions on matters presented under Citizens Participation. Citizens are requested to limit their comments to five minutes. 

 

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.       Opening of the following bids and/or Requests for Qualifications.  Any vendor wanting to review the bids or RFQs may see the Purchasing Agent immediately following this meeting.

 

11800338   Demolition and Removal of Structure and Removal of Debris for Crutcho Park Phase VI Hazard Mitigation

CW18033 Medical Supplies

CW18004 Community Support Grants

CW18011 Emergency Utility Assistance

 

35.       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 potential claim against the State of Oklahoma and the Office of Juvenile Affairs for the payment of the State s statutory portion of costs associated with the operation of a juvenile detention facility, 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 Claimant Harold Kauble, TC-2017-22, 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 potential claim against the State of Oklahoma and the Office of Juvenile Affairs for the payment of the State s statutory portion of costs associated with the operation of a juvenile detention facility, 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 Claimant Harold Kauble, TC-2017-22, 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.       Adjourn at __________ until 9:00 a.m., Wednesday, July 26, 2017.

 

NAME OF PERSON REPORTING:  David B. Hooten, County Clerk

 

TITLE:  SECRETARY TO:   Board of County Commissioners

 

SIGNATURE:  David B. Hooten, by:                                                                                                  

County Clerk Deputy