July 5, 2011

The County Commissioners met in Regular Session at 10:00 a.m. in the County Commissioners office. Those present were: Chairman, Cary Carrell; Vice Chairman, Marty Clinton; Member, Anthony Fixico; County Sheriff, Roger LeVick; County Assessor, Gerald Sherrill; Court Clerk, Rhonda Stepanovich; County Treasurer, Janet S. Wright; County Clerk, Christi Hair; Paula Peterson.

AGENDA:

Item No. 1: Call Meeting to Order. The meeting was called to order by Chairman Carrell.

Item No. 2: APPROVE MINUTES OF LAST MEETING. Commissioner Clinton explained that in Item No. 9, Renee Howard’s name was misspelled. County Clerk, Christi Hair, changed the spelling. At this time, a motion was made by Fixico and seconded by Clinton to approve the minutes of the last meeting; a regular meeting held on Thursday, June 30, 2011 at 10:00 a.m. in the Commissioner’s Office of the Jackson County Courthouse.

THE VOTE: Fixico, aye; Clinton, aye; Carrell, aye.

Item No. 3: Approve Reports. Reports for the month of June were presented as follows:

· DA-Bogus Checks Division $ 39078.12

· Court Clerk $174489.22

· Jackson County Clerk $ 13880.00

· Jackson County Treasurer $ 44492.46

Item No. 4: Officers Reports. There was nothing discussed at this time.

Item No. 5: Approve Blanket Purchase Orders. A motion was made by Clinton and seconded by Fixico to approve the issuance of one (1) blanket purchase order for the Highway Department as follows:

· Eldorado Supply Co. / Parts-Supplies / T-2-3 Dist. #3 $1000.00

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 6: Consideration and possible action on designating Cary Carrell as the representative and point of contact for Jackson County Commissioners with the Oklahoma House of Representatives through the House Redistricting Office. A motion was made by Clinton and seconded by Fixico to designate Cary Carrell as the representative and point of contact for Jackson County Commissioners with the Oklahoma House of Representatives through the House Redistricting Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 7: Consideration and possible action on Resolution(s) on Lease Renewals for equipment for July 1, 2011 – June 30, 2012. A motion was made by Clinton and seconded by Fixico to adopt and approve Resolutions which allows for the Lease Renewals for equipment for July 1, 2011 through June 30, 2012. The Resolutions are as follows:

· Resolution #2011-32 2009 Diamond Boom Mower

· Resolution #2011-33 Komatsu Motor Grader

· Resolution #2011-34 Komatsu Motor Grader

· Resolution #2011-35 John Deere Grader

· Resolution #2011-36 2011 Spray Patcher

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 8: Consideration and possible action on Resolution on transferring of monies from County insurance into designated account(s). A motion was made by Clinton and seconded by Fixico to adopt and approve Resolution #2011-37 which states that Jackson County has received and deposited into the County Insurance Fund $3384.99 which was paid as a result of damage due to a 2009 Kamatsu Loader Vehicle. It further states that this money needs to be transferred into the Highway T-2 Account to be used toward the repairs of the damage to said Vehicle.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 9: Consideration and possible action on contract between Jackson County Assessors Office and Visual Lease Services for July 1, 2011 – June 30, 2012. A motion was made by Fixico and seconded by Clinton to approve the contract as presented between Jackson County Assessor’s Office and Visual Lease Services for July 1, 2011- June 30, 2012. The terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 10: Consideration and possible action on amended contract between Jackson County Commissioners Office and Kellpro, Inc. Chairman Carrell presented to the Board of Commissioners, an amended contract between Jackson County Commissioners Office and Kellpro, Inc. Chairman Carrell explained that the Commissioner’s office has purchased new computers and are combining the Kellpro data into one station; therefore, the contract has been amended to total $1196.00. A motion was made by Clinton and seconded by Fixico to approve the amended contract as presented between Jackson County Commissioner’s Office and Kellpro, Inc.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 11: Consideration and possible action on Agreement between Jackson County Treasurer and Jackson County Health Department. A motion was made by Clinton and seconded by Fixico to approve the Agreement between Jackson County Treasurer and the Jackson County Health Department. The agreement states that the Jackson County Treasurer is to pay the Jackson County Health Department their pro-rata share of interest earned on tax collections in accordance with procedures recommended by the State Auditor and Inspector’s Office from bulletin No. 85-8, procedures for Distributing Interest on Unapportioned Collections. Further terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Because the Board of Commissioners and the Excise Board have a Joint Meeting scheduled to review the Estimate of Needs, Chairman Carrell announced the need to move to Item No. 17 on the agenda. A motion was made by Clinton and seconded by Fixico to recess and reconvene in the Small Courtroom on the third floor of the Jackson County Courthouse.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

The meeting of the Jackson County Board of Commissioners was called back to order by Chairman Carrell.

Item No. 12: Consideration and possible action on Supplemental Appropriations for the month of June, 2011. A motion was made by Clinton and seconded by Fixico to approve the Supplemental Appropriations for the month of June, 2011 as follows:

· Sheriff Service Fees $ 3934.34

· County Assessor Fees Revolving Fund $ 160.16

· Sheriff Commissary Fund $ 44000.00

· Sheriff Contract Prisoners $112401.00

· Drug Court $ 5294.00

· County Clerk Lien Fee $ 472.75

· County Clerk Preservation Fee $ 1810.00

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 13: Consideration and possible action on contract renewal between Jackson County Commissioners and John Coffman for July 1, 2011 – June 30, 2012. A motion was made by Clinton and seconded by Fixico to approve the contract renewal as presented between Jackson County Commissioners and John Coffman for July 1, 2011 – June 30, 2012. The terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 14: Consideration and possible action on contract renewal between Jackson County Commissioners and Bennie Doane for July 1, 2011 – June 30, 2012. A motion was made by Clinton and seconded by Fixico to approve the contract renewal as presented between Jackson County Commissioners and Bennie Doane for July 1, 2011 – June 30, 2012. The terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 15: Consideration and possible action on contract renewal between Jackson County Commissioners and Faye Jo Haynes for July 1, 2011 – June 30, 2012. A motion was made by Clinton and seconded by Fixico to approve the contract renewal as presented between Jackson County Commissioners and Faye Jo Haynes for July 1, 2011 – June 30, 2012. The terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 16: Consideration and possible action on contract renewal between Jackson County Commissioners and Louise Ferguson for July 1, 2011 – June 30, 2012. A motion was made by Carrell and seconded by Clinton to approve the contract renewal as presented between Jackson County Commissioners and Louise Ferguson for July 1, 2011 – June 30, 2012. The terms and conditions are stated in the contract which is on file in the Jackson County Clerk’s Office.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Chairman Carrell called the meeting back to order at 10:40 a.m. Those present for the Joint Meeting between the Board of County Commissioners and the Jackson County Excise Board were: Jerry Gibson; Ulysses Bridges III; Robert Wiginton; Carlton Grimes; Lisa Roberson; Rex Roberson; Sue Walker; Dale Puttkamer; Keith Osborn; Jeanne Freeland; Rod Millard; Gerald Neely; Kim Adams; Chip Pruitt; Stacy Randolf; Pete Downs; OSU Extension Director, Gary Strickland; Robin Fleming; Paula Peterson; Election Board Secretary, Jennifer Wilson; Excise Board Members, Rick Johnson, Coy butler, Charles Paris; Chairman, Cary Carrell; Vice Chairman, Marty Clinton; Member, Anthony Fixico; County Sheriff, Roger LeVick; County Assessor, Gerald Sherrill; Court Clerk, Rhonda Stepanovich; County Treasurer, Renee Howard; County Clerk, Christi Hair.

Item No. 17: Joint meeting with Excise Board to discuss annual reports of earnings and expenditures for year ending June 30, 2012 and estimated income and needs for ensuing year ending June 30, 2012 with elected officials.

County Clerk, Christi Hair, presented the Board of Commissioners, the Excise Board, and all officers, copies of all the Estimate of Needs. Each officer went over the estimate of needs for his/her office as follows:

GENERAL GOVERNMENT: Chairman Carrell stated that the Board of Commissioners is requesting $145576.34 be allowed for the Capital Improvement account. He stated there is need for repairs on the courthouse, and this account needs to be increased. He further stated that it needs to be increased a little each year if possible. Commissioner Clinton explained that the hopes are to have substantial amount of money in this account by the time the Jackson County Jail pays off in 2022. Chairman Carrell explained that the Board of Commissioners is not requesting any funds for the charitable contributions or the Fairgrounds. He explained these funds have not been used for several years, and they do not feel the need to appropriate money into these funds. He explained that there has been a request for $2400.00 annual raise for all personnel paid from this fund.

OSU EXTENSION OFFICE: Gary Strickland explained that he has requested an increase for Travel, and Maintenance and Operations due to the increase in costs. The increased request totals $550.00.

FREE FAIR: Gary Strickland explained that he has increased his request by $330.00 for this fund to cover the increase in costs.

COUNTY AUDIT BUDGET ACCOUNT: County Clerk, Christi Hair, explained that because the audit has not been performed for 2010-2011, the unencumbered amount must be carried forward and added to the amount which, by Statute, will be calculated for the 2011-2012 audit. The estimate totals $24084.71. She further explained that when the final valuation figures are received, the estimate will be adjusted to equal the exact amount needed.

ELECTION BOARD: Election Board Secretary, Jennifer Wilson, explained that she has requested an $1800.00 annual increase in salary for her Chief Clerk. She further explained that she has requested Jackson County to pay for a longevity stipend for herself. She explained that currently the counties are reimbursed for the majority of the Election Board Secretary salary, but the county will not be reimbursed for the stipend if approved. She stated that, at this time, she has the duties of elected officials, but her compensation is less than the first deputy salary. She explained that she has been documenting the hours of operation and concludes that the election office is open as many, if not more, hours as the other offices in the courthouse. She explained that retirement will not have to be paid on this because it is not considered part of the salary. She further explained that she has increased her travel due to changes in the software systems, and the need for continued education training for these changes. She also stated that there will be some mock elections to test the software changes, and there may be training needed for the mock elections. She explained that the increase in the travel will be only for this year and it should decrease next year.

COUNTY CLERK: County Clerk, Christi Hair, explained that she has increased her travel. There are continued education classes she needs as well as needed classes for employees. She further explained that she needs to replace computers, but is requesting the funds to do so one at a time. She explained that she has requested an annual salary increase of $2400.00 for all personnel paid from this fund.

DISTRICT ATTORNEY: Chairman Carrell explained that the District Attorney has requested the same $2000.00 as in previous years.

COUNTY ASSESSOR: County Assessor, Gerald Sherrill, explained that he has requested an annual salary increase of $2400.00 for all personnel paid from this fund. The requests for Maintenance and Operations and Travel have not changed.

COURT CLERK: Court Clerk, Rhonda Stepanovich, explained that she has requested an annual salary increase of $2400.00 for all personnel paid from this fund. The requests for Maintenance and Operations and Travel have not changed.

VISUAL INSPECTION FUND: County Assessor, Gerald Sherrill, explained that he has requested an annual salary increase of $2400.00 for all personnel paid from this fund. He further explained that he has combined six positions into five by not replacing an employee who recently retired. He stated that he moved an office employee to the field appraiser position. He explained that the field appraiser job warrants two people. He further explained that he has requested an increase in travel for the additional vehicle and increased the Maintenance and Operations for increase in costs, but has decreased the request in Capital Outlay. The total requests are lower than last year’s requests by about $9500.00.

SHERIFF: County Sheriff, Roger Levick, explained that he has removed one employee’s salary from the budget into a cash account. He explained that he is requesting an annual increase of $2400.00 for all personnel paid from this fund. He stated that his budget requests are $150000.00 less than the request turned in three years ago.

SAFETY DIRECTOR: Chairman Carrell explained that the Safety Director salary is paid half of the year from the budget, and the other half from the Highway fund. The Personal Service reflects the request for $1200.00 annual increase in salary. If approved, the remaining $1200.00 increase will come out of the Highway fund. He explained that the Safety Director qualified for a grant to purchase a vehicle for Emergency Management purposes. He will use this vehicle to conduct County Business and will no longer be turning in a travel claim; therefore, the travel request has decreased. He further explained that the request for Maintenance and Operations has increased to cover rising costs of supplies.

COMMISSIONERS: Chairman Carrell explained that the request for Maintenance and Operations has increased to cover rising costs of supplies. Furthermore, they have requested an annual salary increase of $2400.00 for all personnel paid from this fund.

TREASURER: County Treasurer, Renee Howard, explained that she has requested a salary increase of $2400.00 for all personnel paid from this fund. She further explained that there are several schools she needs to attend; therefore, she has requested an increase in her travel.

At this time, Chairman Carrell explained to the Excise Board that according to the formula used to calculate the minimum and maximum range for salaries of elected officials, the officials are currently making $1274.96 above the minimum amount required.

County Assessor, Gerald Sherrill, explained that statewide, the Public Service valuations are up. He stated that when Jackson County figures come in, they could be down, but that is unlikely. Chairman Carrell stated that all elected officials feel the county employees deserve a raise. He stated that it has been several years and the cost living has increased greatly and it is time to give raises. County Clerk, Christi Hair, presented figures that explain the estimated total available budget is expected to be more than the total estimate of needs. She explained that when she calculated the preliminary figures, the budget is about $140000.00 greater than the estimate of needs. She further explained these figures are not definite, and will change; but as long as the Public Service valuation remains close to what was turned in last year, the estimated revenues should not vary too much. County Assessor, Gerald Sherrill, announced that the Housing Development in Jackson County is growing and if the Air Force Base increases as hoped, there could be up to 1000 more families moving into Jackson County within the next couple of years.

Excise Board Chairman, Charles Paris addressed all parties, commending the Elected Officials, as well as the employees, for a job well done and thanked all parties who take their jobs seriously and strive to take care of the taxpayers money in the best way possible. He agreed that it is time for the employees to be recognized.

Excise Board Member, Coy Butler, stated that he appreciates the raise requests are for the same amount for all personnel.

Jackson County Sheriff, Roger LeVick, addressed the members of both Boards by stating that a member of the Excise Board had spoken to two of his deputies. The member had remarked that the deputies were currently overpaid as it is. Sheriff LeVick said that was a serious offense to him. He stated that all personnel in the Sheriff’s Department strive to protect the county. He stated that they get spit on, have feces thrown on them, get cussed out, etc., and if they lose their composure, they get could be sued, as well as myself as the Jackson County Sheriff, and Jackson County. He stated that he requires them to follow regulations set forth by the State of Oklahoma as well as regulations he places on them as their immediate boss, and he assured all parties that they are not overpaid. Excise Board Chairman, Charles Paris agreed with Sheriff Levick’s statement.

At this time, a motion was made by Clinton and seconded by Fixico to recess and reconvene in the Commissioner’s Office. Once the meeting has been called back to order, the Board of Commissioners will begin the meeting with Item No. 12 on the agenda.

THE VOTE: Fixico aye; Clinton, aye; Carrell, aye.

Item No. 18: New Business. Court Clerk, Rhonda Stepanovich, announced that the grant has been approved for a new sound system in the small courtroom. She announced that the grant does not cover the costs of labor. She agreed to pay those costs from the court fund.

Item No. 19: Public Participation. OSU Extension Director, Gary Strickland, announced that he is trying to have the OSU County Training Program provide more classes in Jackson County. He felt the last class provided had a large turnout and was successful. All officers agreed that would be very beneficial if he could get that implemented.

Item No. 20: Vendor Participation. There was no Vendor Participation.

Item No. 21: Approve Claims. There were no claims presented.

Item No. 22: Adjournment. A motion was made by Clinton and seconded by Fixico to adjourn.

THE VOTE: Fixico, aye; Clinton, aye; Carrell, aye.

The next meeting is set for Monday, July 11, 2011 at 10:00 a. m. in the Commissioner’s Office of the Jackson County Courthouse. Notice of the meeting was given by posting the required notification on the Information Center of the Jackson County Courthouse at 9:48 a.m. on Friday, July 1, 2011.

ATTEST:

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Christi Hair, County Clerk Cary Carrell, Chairman of Board of County Commissioners