BOARD OF
December 23, 2015
320 Robert S.
Kerr, Room 103
1. Call to order.
2. Notice of the meeting was posted Friday, December 18, 2015.
3. Prayer and Pledge of Allegiance.
4. Approve the minutes of the meeting of Wednesday, December 16, 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.
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 $8,759.20 for period ending December 15, 2015, pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)
6. Approve Employee Benefit Trust Warrant No. 638229 through 638864 for Oklahoma County in the amount of $302,608.18 pending notification of encumbrance to Jackie Wilson, County Treasurer's Office. (Document Received)
7. Receive the following litigation:
Case No. CJ-2015-6731 Notice to Defendants
Case No. TC-2015-034 Tort Claim
Case No. CJ-2015-1072 Order Confirming Sale
Case No. CV-2015-2256 Summons
Case No. CV-2015-2256 Entry of Appearance
Case No. CJ-15-4495 Cost Docket Order
Case No. CJ-15-6786 Petition
8. Receive cancelled checks as follows: (Document Received)
Check No. 110000549 dated September 23, 2015 to Howard GM II, Inc. in the amount of $75.86. Vendor never received check. Re-issue on December 23, 2015.
Check No. 161000075 dated August 19, 2015 to LexisNexis a Division of Reed Elsevier, Inc in the amount of $330.00. Vendor never received check. Re-issue on 12-23-15.
Check No. 101001777 dated December 9, 2015 to Shanika Babcock in the amount of $16.68. Lost check to be re-issued.
Check No. 113000144 dated November 12, 2015 to AT&T in the amount of $53.10. Lost check to be re-issued.
9. Monthly Report of Fees for the month of November, 2015. (Document Received)
Culvert Pipe Sales Fund 8206 $ 3,000.32
Total Receipts $ 3,000.32
General
Fund $ 322,039.37
Clerk Lien Fee Fund $ 6,965.37
UCC Central Filing Fund $ 53,231.14
Records Preservation Fund $ 60,260.00
OK Tax Comm. % of Doc Stamps $ 311,210.14
Mechanic Liens/Investments $ 24,122.80
Refunds $ 336,538.69
Total $1,114,367.51
Court
Fund Bank
of Oklahoma Revolving
Beginning Balance $ 750,407.05 $ 283,306.97
Deposits & Canceled Vouchers $ 1,227,887.01 $ 45,047.45
Disbursements $ 521,962.21 $ 45,931.04
Ending Balance $ 1,456,331.85 $ 282,423.38
Sheriff Fees $
101,077.25
Sheriff Incarceration Fees $ 867.28
Law Library Fees $ 32,871.74
Revolving Fund Fees $ 41,546.23
Drug Court User Fees $ 2,956.75
Community
Service Fees $ 386.25
Election Board $ 16,852.46
10. Discussion and Possible action to approve the transfer T-7-15 of equipment from the inventory of Oklahoma County Juvenile Justice Bureau to Oklahoma County District No. 2 in accordance with the provisions set forth in Title 19, Section 421. (Document Received)
One (1) Lowboy Trailer, old c/n SQ612-00018, new c/n DB334-00226, s/n IJ9CE06173C115555, acquired 08/19/2003 from J&J Trailers, 4318 Newcastle Rd., Oklahoma City, OK 73119 for $1,020.00
End
of Consent Docket
11. Awards. Tabulation of bids from the Central Purchasing Department with recommendation for selection of lowest and best bid:
CW16028 Janitorial Supplies
BOCC
12. Discussion and possible action to receive a verbal report from Commissioner Johnson, Maughan, and Vaughn concerning their recent jail inspection as required by Oklahoma Statute Title 57, Chapter 1, Section 1. Requested by Brian Maughan, County Commissioner, District No. 2, and has been approved as to form and legality by Aaron Etherington, Assistant District Attorney.
District
No. 2
13. Discussion and possible action to approve Resolution No. __________ for Change Order No. 4 to the contract between ODOT and Haskell Lemon Construction Co. for additional calendar days, due to utility delays, to Oklahoma County Project 41-BR-2005, Bridge Project on Memorial Rd. 0.5 miles east of Triple X. Rd. over Smith Creek, STP-155C(749)AG, J/P 26984(04). There is no cost to this change order. Requested by Brian Maughan, County Commissioner, District No. 2. (Document Received)
14. Discussion and possible action to approve Resolution No. __________ for Final Quantity Change Order to the contract between ODOT and Haskell Lemon Construction Co. for underruns and overruns of construction materials in regards to Oklahoma County Project 41-BR-2005, Bridge Project on Memorial Rd. 0.5 miles east of Triple X. Rd. over Smith Creek, STP-155C(749)AG, J/P 26984(04). The Change Order shows an amount of $10,951.52. The final costs of this work may be reflected in the final apportionment from ODOT. Requested by Brian Maughan, County Commissioner, District No. 2. (Document Received)
15. Discussion and possible action to approve the Chairman to sign a letter addressed to the Oklahoma Turnpike Authority in response to their letter dated December 8, 2015, regarding the John Kilpatrick Southwest Loop in Oklahoma and Canadian Counties. Requested by Brian Maughan, Chairman, Board of County Commissioners, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
16. Discussion and possible action to approve the Chairman to sign a letter addressed to the Oklahoma Turnpike Authority in response to their letter dated December 8, 2015, regarding the Eastern Loop in Oklahoma County. Requested by Brian Maughan, Chairman, Board of County Commissioners, and has been approved as to form and legality by Gretchen Crawford, Assistant District Attorney. (Document Received)
17. Discussion and possible action for
approval of a Purchase
Contract between ODOT and Oklahoma County for the purchase of a Caterpillar
RM-300 Rotary Mixer from Statewide Contract SW192 for use by District No. 2.
The total purchase price equals $431,039.00. $206,039.00 will be paid by
District No. 2 Highway Cash. The remaining $225,000.00 will be paid through the
County Road Machinery and Equipment Revolving Fund and monthly payments shall
be made to ODOT by District No. 2 by lease purchase. The lease purchase
agreement with ODOT will be presented for BOCC approval when received.
Requisition No.______________ has been issued in the amount of $206,039.00 from
Highway Fund, (1110/9200/54000), for the lease purchase, contingent upon
encumbrance of funds. 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
18. Discussion and possible action to approve a Utility, Encroachment and ROW Affidavit to ODOT for J/P #26985(04), Oklahoma County Project 206-1998-1, Covell and MacArthur Blvd. Intersection. Requested by Ray Vaughn, County Commissioner, District No. 3. (Document Received)
County Clerk
19. Discussion and possible action for approval of the Commissioner Publication List for January through December 2016, pursuant to 25 O.S. 106. Requested by Carolynn Caudill, County Clerk. (Document Received)
20. Discussion and possible action to recommend a funding source for an Independent Contractor Agreement in the amount of $150,000 at a rate of $165.00 per hour between the Board of County Commissioners and Michael Hannah to provide professional services to assist the effort of Oklahoma County Clerk with duties related to the implementation of the new Tyler-Munis Financial System. The contract would commence January 7th, 2016 and end on June 30, 2016 unless sooner terminated pursuant to the terms of the contract. The recommendation is to pay $75,000 from 2010 Capital Projects line item for Tyler Munis-ERP System and $75,000 from the County Clerk's Records Preservation Fund 1152. Requested by Carolynn Caudill, County Clerk.
21. Discussion and possible action to approve Amendment No. 1 to the Oklahoma County Health Benefit Plan effective January 1, 2016 as approved by the Budget Board on December 17, 2015. 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 ACA Services Agreement between Oklahoma County and Medcom as approved by the Budget Board on December 17, 2015. Requested by Carolynn Caudill, Oklahoma County Clerk, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
Emergency Management
23. Discussion and possible action for approval of Resolution No. _________, an Oklahoma County, County-wide Disaster Emergency Resolution due to the ice storm of November 27, 2015. Requested by David Barnes, Director, Emergency Management, and approved as to form and legality by Aaron Etherington, Assistant District Attorney. (Document Received)
Engineering
24. Discussion and possible action to approve
to allow Oklahoma City to build a temporary sidewalk on the south side of the
Oklahoma County Courthouse to facilitate utility repair work. Requested by
Stacey Trumbo, PE, County Engineer.
Recurring
Agenda Items:
25. Approve
all claims,
list available for inspection in the office of the
26. 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
27. Citizen participation: Any citizen wishing to address the Board of County Commissioners may do so at this time.
28. Commissioners Comments/General Remarks:
29. 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.
30. 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 Susan Jordan v. BOCC, CJ-2015-701, 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 Meadow v. Whetsel, et al, CIV-14-1030, 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.
31. Action regarding confidential communications between the public body and its attorney concerning a pending investigation, claim or action by Susan Jordan v. BOCC, CJ-2015-701, 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.
32. Action regarding confidential communications between the public body and its attorney concerning a pending investigation, claim or action by Meadow v. Whetsel, et al, CIV-14-1030, 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.
33. Adjourn at __________ until 9:00 a.m., Wednesday, December 30, 2015.
NAME OF PERSON REPORTING: Carolynn Caudill,
TITLE: SECRETARY TO:
Board of
SIGNATURE: Carolynn
Caudill, by:
County Clerk Deputy