BOARD OF COUNTY COMMISSIONERS
9:00 a.m.
May 30, 2012
320 Robert S.
Kerr, Room 103
1. Call to order.
2. Notice of the meeting was posted Friday, May 25, 2012.
3. Prayer and Pledge of Allegiance.
4.
Approve the minutes
of the meeting of Wednesday, May 23, 2012, prepared by the
The
following items, No. 5 through 10, are Consent Items and are routine in nature:
5. Approve Workers Compensation claim payments from Consolidated Benefits Resources in the amount of $4,217.39 for period ending May 22, 2012, pending notification of encumbrance to Donna Lovelace, County Treasurer's Office. (Document Received)
6. Approve Employee Benefit Trust Warrant No. 553768 through 554190 for Oklahoma County in the amount of $297,676.47 pending notification of encumbrance to Donna Lovelace, County Treasurer's Office. (Document Received)
7. Receive the following litigation:
Case
No. CV-2012-1060: Vacate Easement
Case No. CJ-2012-2994: Foreclosure
Case No. TC-2012-009: Tort Claim
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)
1-2012-12 $533.48
3-2012-3 $1,040.50
9. Receive Monthly Report of Fees for the month of April, 2012. (Document Received)
County Sheriff $1,201,699.69
10. Discussion and possible action to receive Notice of Intent to Expend Resale Funds for County Treasurer s Publication . Requested by Forrest Butch Freeman, Oklahoma County Treasurer, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
End
of Consent Docket
11. Awards. Tabulation of bids from the Central Purchasing Department with recommendation for selection of lowest and best bid:
CW12017 Exterminating Services
District No. 2
12. Discussion and possible action for approval of Engineering Claim from Pinnacle Consulting Management Group, Inc. to ODOT for Oklahoma County 2-2009-A-BR, bridge replacement on Harrah Road 0.3 mile North of SE 44th Street, Creek, District No. 2. This claim is for the amount of $42,250.00 to be paid from County Improvement Road and Bridge Fund (CIRBF) held at ODOT. Requested by Brian Maughan, County Commissioner, District No. 2. (Document Received)
13. Discussion
and possible action for approval of Construction
Contract between the Board of County Commissioners and Gibson &
Associates, Inc. for Oklahoma County Project No. 2-2010-A,
14. Discussion
and possible action to receive a Performance
Bond, Payment Bond and Maintenance Bond in the amount of $102,450.00 signed
by Gibson & Associates, Inc. as Principal and Federal Insurance Company of
15. Discussion and possible action to approve Agreement between Board of County Commissioners and Eastern Oklahoma County Technology Center for construction of a parking lot. Labor, equipment and materials will be provided by Oklahoma County and Eastern Oklahoma County Technology Center will reimburse the county $52,745.50. Requested by Brian Maughan, Commissioner, District No. 2, and approved as to form and legality by James B. Robertson, Assistant District Attorney. (Document Received)
District
No. 3
16. Discussion
and possible action to approve Interlocal
Cooperative Agreement between Oklahoma County and the City of Edmond, to
assist the City of Edmond in mowing and/or labor of section line roads as may
be requested by the City of Edmond. This
agreement shall commence on July 1, 2012, and will continue through June 30,
2013. Requested by Ray Vaughn,
17. Discussion and possible action to approve Mutual Agreement between Oklahoma County and the City of Edmond, Oklahoma, to assist the City of Edmond in the reconstruction, improvement, repair and maintenance of certain town streets as may be requested by the City of Edmond. This agreement shall commence on July 1, 2012, and terminate June 30, 2013. 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)
18. Discussion and possible action to approve Mutual Agreement between Oklahoma County and the City of The Village, Oklahoma, to assist the City of The Village in the reconstruction, improvement, repair, and maintenance of certain city streets as may be requested by the City of The Village. This agreement shall commence on July 1, 2012, and terminate June 30, 2013. Requested by Ray Vaughn, County Commissioner, District No. 3, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
19. Discussion
and possible action to approve the Mutual
Agreement between Oklahoma County and the City of Nichols Hills, Oklahoma,
to assist the City of Nichols Hills in the reconstruction, improvement, repair,
and maintenance of certain city streets as may be requested by the City of
Nichols Hills. This agreement shall
commence on July 1, 2012, and will continue through June 30, 2013. Requested by Ray Vaughn,
20. Discussion
and possible action to approve the Mutual
Agreement between
21. Discussion
and possible action to approve a Mutual
Agreement between Oklahoma County and the Town of Arcadia, Oklahoma, to
assist the Town of Arcadia in the reconstruction, improvement, repair, and
maintenance of certain town streets as may be requested by the Town of
Arcadia. This agreement shall commence
on July 1, 2012, ending June 30, 2013.
Requested by Ray Vaughn,
22. Discussion
and possible action to approve renewal
agreement between Warren Cat and Oklahoma County for the lease/purchase of a
Caterpillar D3K Track Type Dozer, Serial No. CLLL00592 for District No. 3. Renewal period is for fiscal year beginning
July 1, 2012 through June 30, 2013.
Requisition No. 11207411 has been awarded to Welch State Bank in the
amount of $20,748.72 from 1110/9300/55130 (Highway/ District No. 3/Highway
Equipment-Purchase). Requested by Ray
Vaughn,
Assessor
23. Discussion and possible action to approve renewal of contract for services between Oklahoma County and Visual Lease Services, Inc., for Oil & Gas Appraisal Maintenance. The County agrees to pay Visual Lease Services the total sum of $36,750.00 and shall be payable as follows: $18,375.00 to be paid September, 2012, and the balance of $18,375.00 to be paid March, 2013. This agreement shall begin on July 1, 2012, and end on June 30, 2013. Requisition No. 11206918 has been issued to Visual Lease Services, Inc., in the amount of $36,750.00 from General Fund/Assessor Revaluation/Professional Services-Other (1001/1400/54455), 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)
Board
of County Commissioners
24. Discussion and possible action to approve Agreement renewal with General Mailing Equipment, Inc. for postage machine maintenance services with rate guard for the term July 1, 2012 through June 30, 2013, at a total cost of $1,556.00. Requisition No. 11207206 has been issued to General Mailing Equipment Inc. in the amount of $1,556.00 from General Fund/General Government/Equipment-Vendor Maintenance (1001/1100/54157), contingent upon encumbrance of funds. Requested by Brad Holt, Board of County Commissioners Administrator, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
25. Discussion and possible action to approve renewal of the District Court Support Services Agreement between the Board of County Commissioners (BOCC) and the Seventh Judicial District Court of Oklahoma (District Court) for a cellular telephone and a reserved parking space provided by the BOCC in support of the District Court for the term of July 1, 2012, through June 30, 2013. Requested by Brad Holt, Board of County Commissioners Administrator, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
County
Clerk
26. Discussion and possible action to approve the Administrative Services Program Agreement between Vision Service Plan (VSP) and Oklahoma County. VSP will continue to charge an administrative fee of 15% of paid claims. The administrative fee remains unchanged from the last renewal. This Agreement shall commence on July 1, 2012 and terminate on June 30, 2013. Requisition No. 11206468 has been issued to Vision Services Plan Inc Oklahoma in the amount of $22,137.00 from Employee Benefits Fund 4010, contingent upon encumbrance of funds. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
27. Discussion and possible action to approve the Cafeteria Plan Service Agreement Supplemental Exhibit B between Mutual Assurance Administrators, Inc. and Oklahoma County. This Agreement shall commence on July 1, 2012 and terminate on June 30, 2013. Requisition No. 11206832 has been issued to Mutual Assurance Administrators, Inc. in the amount of $6,396.00 from Employee Benefits Fund 4010, contingent upon encumbrance of funds. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
28. Discussion and possible action for approval of the Administrative Service Contract Supplemental Exhibit B between Mutual Assurance Administrators Inc. and Oklahoma County to be effective for the plan year of July 1, 2012 through June 30, 2013. Requisition No. 11206833 has been issued to Mutual Assurance Administrators, Inc. in the amount of $1,444,359.55 from Employee Benefits Fund 4010, contingent upon encumbrance of funds. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
29. Discussion and possible action to approve Exhibits B-1 and B-2 of the Payor Services Agreement between First Health Group Corp. ( First Health ) and Board of County Commissioners, effective July 1, 2012. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
30. Discussion and possible action to approve the Caremark Retail-90 option for the Oklahoma County Employee Prescription Plan effective July 1, 2012. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk. (Document Received)
31. Discussion and possible action to approve the Sixth Amendment to Service Agreement between Physicians Mutual and Oklahoma County. This Agreement shall commence on July 1, 2012 and terminate on June 30, 2013. Requisition No. 11207085 has been issued to Physicians Mutual Insurance Company in the amount of $737,016.00 from Employee Benefits Fund 4010, contingent upon encumbrance of funds. This item was approved by the Budget Board on Thursday, May 17, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
32. Discussion and possible action to receive the engagement letter provided by Johnston & Ahlschwede, P.C., Certified Public Accountants, to audit the Defined Benefit Employees Retirement System of Oklahoma County at the end of fiscal year 2012. This item was approved by the Retirement Board on Monday, April 30, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
33. Discussion and possible action for approval of the External Review IRO Amendment 1 to the Oklahoma County Employee Benefit Plan. This item was approved by the Budget Board on Monday, May 21, 2012. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
34. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Abel Chiropractic Care PC
for Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
35. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Bank of Commerce located on
2500 S. Cornwell, Yukon, for Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
36. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Bank of Commerce located
on 120 S. Mustang Road, Yukon, for Electronic Recording of Real Estate
eFilings. This item is for the initial
period from when it is executed through June 30, 2012. Requested by Carolynn Caudill, Oklahoma
County Clerk, and approved as to form and legality by Sandra Howell-Elliott,
Assistant District Attorney. (Document
Received)
37. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill, Oklahoma
County Clerk, and American Cadastre, LLC and Bank of Commerce, El Reno, for
Electronic Recording of Real Estate eFilings.
This item is for the initial period from when it is executed through
June 30, 2012. Requested by Carolynn
Caudill, Oklahoma County Clerk, and approved as to form and legality by Sandra
Howell-Elliott, Assistant District Attorney.
(Document Received)
38. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Bank of Commerce,
Mustang, for Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
39. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Pam Baswell for
Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
40. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Richard Don Savage for
Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
41. Discussion and
possible action to approve Memorandum
of Understanding between Oklahoma County, on behalf of Carolynn Caudill,
Oklahoma County Clerk, and American Cadastre, LLC and Stratasys, Inc. for
Electronic Recording of Real Estate eFilings. This item is for the initial period from when
it is executed through June 30, 2012.
Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to
form and legality by Sandra Howell-Elliott, Assistant District Attorney. (Document Received)
Emergency Management
42. Discussion and possible action to approve a revised Grant Award from the Oklahoma Office of Homeland Security FY 2010 Homeland Security Grant Program; Central Oklahoma Urban Security Initiative (COUASI)-Interoperable Communications (IOC) Project No. 290.059 for VHF Radio Communications Project for Oklahoma County Office of Emergency Management. This revised grant award is in the amount of $56,040.52 to purchase VHF mobile and portable radios along with associated cables, software, and necessary accessories. There are no matching funds required. All programmatic reporting will be conducted by David Barnes, Director of the Office of Emergency Management. Requested by David Barnes, Director, Emergency Management, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
OSU Extension
43. Discussion
and possible action to approve Cooperative
Agreement between the United States Department of Agriculture Animal Plant
Health Inspection Service-Wildlife Services Division in cooperation with
Oklahoma State Board of Agriculture and the County of Oklahoma County, to
augment the animal and injurious rodent damage control program in
Oklahoma. Pursuant to statutory
authority in 2 O.S. & 12-1,
Sheriff
44. Discussion and possible action to approve
Memorandum
of Understanding between the Sheriff s office and Francis Tuttle Technology
Center. The Oklahoma County Sheriff s
Office agrees to provide to
45. Discussion and possible action to approve
Memorandum
of Understanding between the Sheriff s office, and Millwood Public
Schools. The Oklahoma County Sheriff s
Office agrees to provide to Millwood Public Schools two uniformed Deputies and
two patrol units. The assigned Deputies
will work on-site at the campus(es) building, grounds of Millwood Public
Schools each day, Monday through Friday, during
46. Discussion and possible action to approve a Memorandum of Understanding between Oklahoma County Sheriff s Office (OCSO) and Santa Fe South High School for the provision of one (1) uniformed Deputy and one patrol unit. The assignment of the deputy from OCSO shall begin July 18, 2012, and end at the close of school business on May 31, 2013. Santa Fe South High School agrees to reimburse OCSO from the period of July 2012, until May 2013, for the salary and benefits of the assigned deputy. One hundred and eighty-four (184) school days billed at $209.69 per day for a total of $38,582.96, will adjust month and amount according to placement at school and attendance. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by James B. Robertson, Assistant District Attorney. (Document Received)
47. Discussion and possible action to approve application to be submitted by the County to the Bulletproof Vests Partnership program under the United States Department of Justice for a grant to pay up to 50% of the cost to purchase bullet proof vests for personnel in the Sheriff s Office (deputies, detention officers and reserves); District Attorney s Office (investigators); Public Defenders Office (investigators); and Juvenile Center (transportation and detention officers), and Community Sentencing (probation officers). Each department will pay the remaining 50% cost for the number of vests ordered by their department. The vest purchases will help improve law enforcement safety. The request will be completed online and will be done by Capt. David Baisden of the Sheriff s Office. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by James B. Robertson, Assistant District Attorney. (Document Received)
48. Discussion and possible action for approval to apply for (SCAAP) State Criminal Alien Assistance Program. This is a reimbursement program from the United States Department of Justice, which is designed to assist local departments in housing illegal aliens while being held on state charges. This is a reimbursement program and there are restrictions on how the money is to be spent and there is no local match required. This application process is totally internet based and will be completed by Captain David Baisden of the Oklahoma County Sheriff s Office. Requested by John Whetsel, Oklahoma County Sheriff, and approved as to form and legality by James B. Robertson, Assistant District Attorney. (Document Received)
Treasurer
49. Discussion and possible action to approve Standard Long Term Lease Contract between the Board of County Commissioners and Standley Systems. Lease of the following item: Savin 9240 Copier, includes all-inclusive maintenance, black and white copies at $0.0088 each. This agreement shall begin on July 1, 2012, and end on June 30, 2013. Requisition No. 11207184 has been issued to Standley Systems, LLC., in the amount of $2,875.20 from General Fund/Treasurer/Printing Equipment (1001/1500/55350), contingent upon encumbrance of funds. Requested by Forrest Butch Freeman, Oklahoma County Treasurer, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
50. Discussion and possible action to approve Standard Long Term Lease Contract between the Board of County Commissioners and Standley Systems. Lease of the following item: Savin 9060 Copier, includes all-inclusive maintenance, black and white copies at $0.0078 each. This agreement shall begin on July 1, 2012, and end on June 30, 2013. Requisition No. 11207186 has been issued to Standley Systems, LLC. in the amount of $4,249.08 from Resale Property-Budgeted/Treasurer/Printing Equipment (1130/1500/55350), contingent upon encumbrance of funds. Requested by Forrest Butch Freeman, Oklahoma County Treasurer, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
51. Discussion and possible action to approve Standard Long Term Lease Contract between the Board of County Commissioners and Standley Systems. Lease of the following item: Savin 9060 Copier, includes all-inclusive maintenance, black and white copies at $0.0078 each. This agreement shall begin on July 1, 2012, and end on June 30, 2013. Requisition No. 11207187 has been issued to Standley Systems, LLC. in the amount of $4,500.00 from Resale Property-Budgeted/Treasurer/Printing Equipment (1130/1500/55350), contingent upon encumbrance of funds. Requested by Forrest Butch Freeman, Oklahoma County Treasurer, and approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
Recurring
Agenda Items:
52. Approve
all claims,
list available for inspection in the office of the
53. 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
54. Citizen participation: Any citizen wishing to address the Board of County Commissioners may do so at this time.
55. Commissioners Comments/General Remarks:
56. 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.
57. 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.
CW13024-1 Highway Construction Services
CW13090 Lease Service of Washers & Dryers
58. Executive Session for the purpose of discussing the following:
a.
Pursuant to
25 O.S. 2001 307.B.1, discussion regarding employment, appointment, promotion, demotion,
disciplining, or resignation of the Director of Facilities Management.
b.
Pursuant to
25 O.S. 2001 307.B.1, discussion regarding employment, appointment, promotion, demotion,
disciplining, or resignation of the Administrator for the Board of County Commissioners.
59. Action
regarding employment,
appointment, promotion, demotion, disciplining, or resignation of the Director of
Facilities Management.
60. Action
regarding employment, appointment, promotion, demotion, disciplining, or
resignation of
the Administrator for the Board of County Commissioners.
61. Adjourn at __________ until 9:00 a.m., Monday, June 4, 2012.
NAME OF PERSON REPORTING: Carolynn Caudill,
TITLE: SECRETARY TO:
Board of
SIGNATURE: Carolynn
Caudill, by:
County Clerk Deputy