Stephens County Commissioners' Minutes for March 18, 2024

The following information is the approved minutes from Stephens County Commissioners’ meeting March 18, 2024. Edited by The Review for publication on our website.

The following commissioners were present for the March 18 meeting: Russell Morgan, Chairman, Kreg Murphree, Vice-Chairman, Todd Churchman, member, and Jenny Moore, County Clerk. A full list of attendees in available in the county clerk’s office.

Motion by Churchman, seconded by Morgan to approve the payment of purchase orders, including an overage on blanket purchase order #3563 in the amount of $5.80 from the General Fund and an overage on blanket purchase order #4409 for $360.00 from the Highway Fund, and issuance of blanket purchase orders. Voting: Morgan, aye; Murphree, aye; Churchman, aye.

The Board heard from Ken Shaw, Construction Manager, and/or Commissioner Morgan regarding the ARPA grant and/or ARPA projects for Stephens County.

Shaw reported that a Pre-Bid Meeting will be held this Thursday at the Fairgrounds for the ARPA Fairgrounds Upgrade Project. The bid opening will be held on April 1, 2024, and will contain 27 packages.

The fire suppression materials are being installed at the Annex building. Shaw hopes for the Annex to be completed in about 30 days. The architect from ARC stated that plans for the Fairgrounds project are ready to be sent to the Fire Marshal for review. Shaw asked the Board to consider a testing proposal for boring slab support regarding the soil for the Fairgrounds project. The item will be considered on next week’s agenda. Courthouse Upgrade Project, Shaw will be scheduling a meeting with Commissioner Churchman and the architect to establish the scope for the project.

The Board met with Elected Officials/Department Heads for the purpose of conducting a Quarterly Officer Meeting to improve county-wide internal controls as recommended by the State Auditor & Inspector’s Office.

The Board used the time to review audit findings as discussed between the Auditor’s Office and Elected Officials on February 26, 2024.

Commissioner Morgan reviewed the following items:

1) Commissary medical reimbursements should not be co-mingled with Jail-ST funds

2) necessity of accurate SEFA reporting

3) importance of correct grant documentation

4) all grant applications should be approved in BOCC meetings prior to submission, 5) Risk Assessment Plans over grants should be in place.

Clerk Moore reminded everyone that before the next quarterly meeting in June, each office/department should update their Disaster Recover Plan, update their Internal Controls & Procedure Policy, and perform their inventory review (requires two signatures). All three items should be on file in the County Clerk’s Office.

Gina Desmarais spoke to the commissioners regarding her request for the Board to adopt a Resolution Asserting Sovereignty as Stephens County Commissioners to Protect Citizens’ Freedom to Decline Any Mandates Originating from the WHO (World Health Organization) Pandemic Agreement.

Desmarais expressed her concern over the tyrannical control of information demonstrated by WHO during the 2021 pandemic. Desmarais loves her family and her country and expressed concern over continued restriction of freedoms by certain federal government organizations.

Commissioner Morgan asked Desmarais if she expected the State to implement any kind of preventative measures. Desmarais was unsure but wanted to start at the local level. The Board was empathetic to Desmarais’ concern and reminded everyone present that the Board did what they felt was right to protect the citizens of Stephens County during the pandemic.

Commissioner Churchman added his opinion that the Board would not infringe upon a person’s rights. Commissioner Murphree went on to say the Board’s voting record supports the rights of the people, but that he would have trouble voting against a mandate that has not come to fruition. Motion by Murphree, seconded by Morgan to take no action regarding the Resolution.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

The Board heard from Lyle Roggow, President of Duncan Area Economic Development Foundation, regarding approval of signing a letter written to the Honorable Tom Cole in reference to a Duncan Community Project Funding Request for Fiscal Year 2025.

The request, which is a 100% grant, would address water improvement at the remediated refinery site and would include the installation of a 300,000-gallon water tower for fire protection and water storage.

Roggow said that an engineering study had been performed and supported the request. Roggow said he has additional letters from Senators, Representatives, and community organizations in support of the request.

Motion by Morgan, seconded by Churchman to approve applying for the grant. Voting: Morgan, aye; Murphree, aye; Churchman, aye.

No action was taken by the Board to approve the acceptance and dedication of John’s Valley Addition plat by Stephens Marlow, LLC with the tract of land located in the NE/4 SE/4 of Section 6, Township 2 North, Range 7 West in District #1.

Commissioner Morgan shared with the Board details from a meeting he attended the previous Friday regarding the abatement of the opioid crisis in Southwest Oklahoma.

Sixteen counties were represented at the meeting and spanned four DA districts. One concern was an ongoing revenue stream to support the endeavor. This concern could be addressed by using each county’s current opioid abatement funds, scheduled to be funded for up to 18 years, and by receiving a portion of the Opioid Abatement Grant currently being offered through the Attorney General’s Office.

Commissioner Morgan and others present at the meeting thought additional revenue streams would become available once a facility/program became operational. Morgan’s opinion was that the Board continue to fund Drug Court with the General Fund and use the county’s opioid abatement money with other counties to make a difference.

Motion by Morgan, seconded by Churchman to adopt Resolution #2024-28 approving and adopting Memorandum of Understanding #2024-58 regarding Interagency Coordination and Collaboration to Abate the Opioid Crisis and Co-Occurring Substance Use Disorders and Mental Health Conditions in Southwest Oklahoma.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Churchman, seconded by Murphree to adopt Resolution #2024-29 to approve and adopt the Letter of Intent to Apply for the Opioid Abatement Grant as given by the Oklahoma Opioid Abatement Board and approve the use of grant funds in furtherance of the abatement of the opioid crisis as set forth in the Memorandum of Understanding as referenced above.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Churchman to approve Transfers of Appropriations within the General Fund, the Sheriff Service Fee Fund, and the Highway Fund.

Voting: Morgan, aye; Murphree, aye; Churchman, aye. 0001-1-1700-1200, Matching Benefits, $6,800.00 to 0001-1-1700-2005, M&O, $6,800.00; 1226-2-3600-2005, M&O, $6,000.00 to 1226-2-3600-4110, Capital Outlay, $6,000.00; 1102-6-4300-4110, Capital Outlay, $2,500.00 to 1102-6-4100-4110, Capital Outlay, $2,500.00.

Motion by Murphree, seconded by Morgan to approve a Transfer of Funds – Error Correction between the Jail-ST Fund and the Sheriff Commissary Fund whereby $1,530.25 was apportioned to the Jail-ST Fund on Misc. Receipt #407 instead of the Sheriff Commissary Fund in error.

Voting: Morgan, aye; Murphree, aye; Churchman, aye. 1315-2-0400-2005, GBAJ-OP-2, $1,530.25 to 1223-2-3400-2011, SJC-4, $1,530.25.

Motion by Murphree, seconded by Morgan to approve a Transfer of Funds – Error Correction between the Highway Fund (T-2A D1 account) and the Emergency Management Fund whereby $643.36 was apportioned to the Highway Fund (T-2A D1 account) on Misc. Receipt #397 and should have been apportioned to the Emergency Management Fund for emergency protective measures during the 2016 flood disaster.

Voting: Morgan, aye; Murphree, aye; Churchman, aye. 1102-6-4100-2005, T-2A D1, $643.36 to 1212-2-2700-2005, CD-2, $643.36.

Motion by Morgan, seconded by Churchman to approve a Transfer of Funds – Error Correction between the Highway Fund (T-2A D1 account) and the Sheriff Service Fee Fund whereby $2,902.31 was apportioned to the Highway Fund (T-2A D1 account) on Misc. Receipt #397 and should have been apportioned to the Sheriff Service Fee Fund for protective measures during the 2016 flood disaster.

Voting: Morgan, aye; Murphree, aye; Churchman, aye. 1102-6-4100-2005, T-2A D1, $2,902.31 to 1226-2-0400-2005, CS-2, $2,902.31.

Motion by Morgan, seconded by Churchman to approve the Court Clerk Records Management & Preservation Monthly Report for February, 2024.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Murphree, seconded by Churchman to adopt Resolution #2024-30 appointing Terry Hurst and Zac Davis as Requesting Officers for the Loco Fire Department. Voting: Morgan, aye; Murphree, aye; Churchman, aye.

The Board acknowledged the Appointment of Paul Tuley and Ian Wilson as Receiving Officers for the Loco Fire Department.

Motion by Murphree, seconded by Morgan to approve executing a County Deed Property Acquired at Resale as submitted by the Stephens County Treasurer regarding a tract of land described as the N35’ Lot 9, Block 8, Head Addition, County of Stephens, State of Oklahoma.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Murphree to approve executing a County Deed Property Acquired at Resale as submitted by the Stephens County Treasurer regarding a tract of land described at the N/2 Lot 1, Block 45, Head Addition, County of Stephens, State of Oklahoma.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Murphree, seconded by Morgan to adopt Resolution for Disposing of Equipment #2024-31 for certain item previously declared surplus on behalf of District #1. Items were sold at the Elk City Auction. Voting: Morgan, aye; Murphree, aye; Churchman, aye. Items are as follows: ID# D1-348-0065, 2012 Backmule Belly Dump Trailer; ID# D1-348-0066, 2012 Backmule Belly Dump Trailer; ID# D1-348-0045, 2005 Bottom Dump Trailer; ID# D1-302-0157, 2015 #268 Freightliner Tractor Truck; ID# D1-302-0158, 2015 #269 Freightliner Tractor Truck; ID# D1-302-0159, 2015 #270 Freightliner Tractor Truck; ID# D1-302-0171, 2016 #278 Freightliner Tractor Truck; ID# D1-302-0171A, Wet kits & fenders (attached to #278).

Motion by Churchman, seconded by Morgan to adopt Resolution for Disposing of Equipment #2024-32 for certain items previously declared surplus on behalf of District #2. Items were sold at the Elk City Auction. Voting: Morgan, aye; Murphree, aye; Churchman, aye. ID# D2-348-0059, ‘12 CTS Belly Dump; ID# D2-348-0060, ‘12 CTS Belly Dump; ID# D2-301-0101, 2014 Chevrolet Crew Cab; ID# D2-348-0055, ’10 End Dump CTS Trailer; ID# D2-348-0042, ’02 CTS Trailer; ID# D2-348-0041, ’02 CTS Trailer; ID# D2-345-0002, Case Forklift; ID# D2-337-0004, 2007 Broce Broom; ID# D2-348-0044, ’04 Hopper Bottom Dump Trailer.

Motion by Morgan, seconded by Murphree to adopt Resolution for Disposing of Equipment #2024-33 for certain items previously declared surplus on behalf of District #3.

Items were sold at the Elk City Auction. Voting: Morgan, aye; Murphree, aye; Churchman; aye. Items are as follows: ID# D3-320-0019, Raygo 420C Vibrating Comp; ID# D3-301-0067, 1997 ¾ ton Ford; ID# D3-301-0067, 1997 ¾ ton Ford (with ID# D3-438-0004, 2009 Wylie 200gal sprayer attached); ID# D3-441-0037, 2019 John Deere Flex Wing Rotary Cutter; ID# D3-302-134, Rosco Distributor Truck; ID# D3-438-0005, Wylie Sprayer 500HE; ID# D3-441-0038, 2019 John Deere Flex Wing Rotary Cutter; ID# D3-441-0039, 2019 John Deere Flex Wing Rotary Cutter.

Motion by Murphree, seconded by Morgan to adopt Resolution for Disposing of Equipment #2024-34 for a 1996 Dodge Pickup, ID# R-301-1, on behalf of the Maintenance Department.

The item was sold at the Elk City Auction.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Churchman to adopt Resolution for Disposing of Equipment #2024-35 for certain items of equipment previously declared surplus on behalf of Stephens County Emergency Management. Items were sold at the Elk City Auction.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Items are as follows: 2010 Chevrolet Pickup, ID# CD-301-3; 2005 GMC Yukon, ID# CD-331-2.

Motion by Murphree, seconded by Morgan to adopt Declaration of Surplus Resolution #2024-36 for a 1997 John Deere Crawler Dozer, ID# D1-323-0006, on behalf of District #1.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Murphree to adopt Resolution for Disposing of Equipment #2024-37 for a 1997 John Deere Crawler Dozer, ID# D1-323-0006, declared surplus on behalf of District #1.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Churchman to approve District #3 paying Summary of Acquisition Claim Forms to be reimbursed by ODOT for J/P 33554(04), Parcels 1, 2, 2.1a, and 2.1b located in Section 33, Township 1 South, Range 7 West in District #3.

The total amount for the claims is $3,200.00.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Murphree, seconded by Morgan to approve Cooperative Agreement #2024-59 for the purpose of making conservation works of improvement to diminish erosion and siltation of right-of-way between Adam Pogue and Stephens County. The County will remove trees and perform ditch work for approximately 3/10 mile along the east boundary of Section 26, Township 2 South, Range 6 West in District #3. ‘Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Stephens County Fair & Expo Center/Fairground Rental Agreements Approved:

Motion by Morgan, seconded by Murphree: #2024-60 - Heart of the Prairie Shorthorn Sale & Steven W. Crow for a Shorthorn Show & Sale event April 6-7, Stephens County Arena Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Murphree: #2024-61 - Cheyenne Owens for Evolution Bull Competitions, LLC for a Bucking Bull event April 19-20, Stephens County Arena.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Motion by Morgan, seconded by Churchman: #2024-62 - Kathy Wilson for the West Central FCA Banquet event April 22, Prairie Room.

Voting: Morgan, aye; Murphree, aye; Churchman, aye.

Commissioner Morgan reported updates regarding the Stephens County Fair & Expo Center, noting the Fairgrounds is busy with events. The SWAP Meet will be held this week. A Circus event will begin tonight. Morgan said that the Fairgrounds has been nominated for the Free Enterprise Award for the upcoming Duncan Chamber of Commerce Banquet.

New Business: Commissioner Morgan encouraged fellow board members to pay attention to the current state house bills and senate bills being considered and to reach out to legislators with their opinions. Morgan reported that each CED district will be taking turns going to the Capitol to visit with representatives.

Series 2023-2024 Assr Rev Fee M&O 4062 AMAZON CAPITAL SERVICES 150.23;

Emergency Mgmt M&O 3409 LINE X TRUCK ASCCESSORIES OF CHICKASHA 1525.00; 3528 LINE X TRUCK ASCCESSORIES OF CHICKASHA 1500.00; 3869 STANDLEY SYSTEMS 171.21; 3870 COMDATA CORP 296.21; 3986 AMAZON CAPITAL SERVICES 163.97; 4302 COMMAND COMMUNICATIONS 2205.00; 4430 AMAZON CAPITAL SERVICES 242.57;

Fair Board M&O 3653 STACY PEARCE CREATIVE 2300.00; Fair Main-ST M&O 2711 P & K EQUIPMENT 108.97; 3260 TRACTOR SUPPLY 67.98; 3671 COMDATA CORP 325.70; 4547 LOCKE SUPPLY COMPANY 343.56; 4550 LOCKE SUPPLY COMPANY 390.99;

Free Fair Bldg M&O 4588 SPARKLIGHT 510.98;

General MATCHING BENEFITS 4605 BANCFIRST 16.07; M&O 2185 ELLIOTT ELECTRIC SUPPLY, INC 399.99; 2632 TISDAL & O HARA PLLC 1292.25; 2684 STANDLEY SYSTEMS 258.29; 3010 CULLIGAN WATER CONDITIONING 13.00; 3138 COMANCHE TIMES 1194.30; 3140 COMANCHE CO REG. JUVENILE DET. CTR. 240.00; 3467 SHRED AWAY SHREDDING INC 20.00;

3468 LEXISNEXIS RISK DATA MANAGEMENT 50.00; 3478 SOUTHWEST MAILING SERVICE 35.41; 3480 COMDATA CORP 104.04; 3563 UNIFIRST CORPORATION 118.55; 4000 SHRED AWAY SHREDDING INC 20.00; 4090 STANDLEY SYSTEMS 319.94; 4091 SHRED AWAY SHREDDING INC 20.00; 4391 SHRED AWAY SHREDDING INC 20.00; 4554 PUBLIC SERVICE CO OF OKLAHOMA 5360.22; 4555 PUBLIC SERVICE CO OF OKLAHOMA 59.61;

4636 SUMMIT UTILITIES OKLAHOMA 579.74; PART TIME HELP 4606 ELECTION BOARD MEMBERS & BANCFIRST 210.00; PERSONAL SERVICES 4094 OSU COOPERATIVE EXTENSION 12000.00; TRAVEL 3551 PIKEPASS CUSTOMER SERV CENTER 18.95; 3752 PAYNE, MACKENZIE E. 48.35; 4020 MILLIGAN, SHYLAN 38.99; 4098 HARLOW, REBECCA 125.29;

Health M&O 3880 STANDLEY SYSTEMS 286.12; 4423 AMAZON CAPITAL SERVICES 65.85; TRAVEL 924 KOHOUT, MISSY 47.64; 2020 LOPEZ, JEANNIE 34.17; 3872 DEAN, KRISTIN 126.63; 3873 KOHOUT, MISSY 92.46; 3875 COOPER, ROBIN 86.30;

Highway CAPITAL OUTLAY 3027 GREAT WESTERN LEASING & SALES 51980.96; 3028 GREAT WESTERN LEASING & SALES 51980.96; 3029 GREAT WESTERN LEASING & SALES 51980.96; M&O 2043 THUNDERHEAD TESTING LLC 9000.00; 2438 S & T TIRE LLC 91.60; 2833 SPRINGHOUSE WATER 25.44; 3246 JAMES SUPPLIES LLC 23.54;

3730 T & G CONSTRUCTION INC 1454.64; 3854 DISCOUNT AUTO SUPPLY 2267.51; 3855 DOLESE BROS CO 13326.27; 3856 ERGON ASPHALT & EMULSIONS INC 1164.36; 3857 HEAVY TRUCK & TRAILER PARTS 344.66; 3859 JAMES SUPPLIES LLC 115.87; 3860 MARLOW LUMBER CO INC 45.52; 3861 McNAIR TIRE & ALIGNMENT 155.00; 3862 NANAS WASH TUB 23.50; 3863 P & K EQUIPMENT 963.60;

3864 STEPHENS COUNTY RWD #5 113.13; 3905 ACE HARDWARE 57.95; 3907 CTC CONSUMER TEXTILE CORP 129.86; 3908 CINTAS FIRST AID & SAFETY 40.38; 3909 ERGON ASPHALT & EMULSIONS INC 2178.87; 3910 HARRY BROWN SALES CORP 102.53; 3911 HEAVY TRUCK & TRAILER PARTS 339.22; 3912 MARTIN MARIETTA MATERIALS SW 14705.49; 3913 MARTIN AUTO SUPPLY 949.74;

3914 MONTGOMERY TIRE SERVICE 541.00; 3915 MOSLEY, KEN 55.00; 3916 P & K EQUIPMENT 1067.41; 4093 MARTIN MARIETTA MATERIALS SW 20930.86; 4205 STANDLEY SYSTEMS 45.83; 4400 ASCO EQUIPMENT 1073.80; 4409 T & W TIRE CO 2898.60; 4444 SCOTT WESTFALL, LLC 75.00; 4526 PITTMON OIL & GAS 7728.00; 4529 AT&T 43.04;

4559 C L BOYD COMPANY 4800.00; 4560 MORGAN, JAMES H. 25.00; 4578 SUMMIT UTILITIES OKLAHOMA 182.51; 4597 PIONEER TELEPHONE COOP INC 65.86; 4602 DUNCAN PUBLIC UTILITIES AUTHORITY 503.35; 4613 SPARKLIGHT 161.93; TRAVEL 2070 OSU-CTP 65.00; 4055 PIKEPASS CUSTOMER SERV CENTER 3.10; 4414 KILBOURN, CLAYTON 16.09; 4415 GALLAHER, TOLLY S. 19.48;

Jail-ST M&O 2809 TURN KEY HEALTH CLINICS 21445.06; 3601 BEN E KEITH - OKLAHOMA 11998.02; 3605 ORKINS 174.99; 3719 STANDLEY SYSTEMS 97.70; 3720 WAGNER SUPPLY 1265.03; 3951 AMAZON CAPITAL SERVICES 619.98; 3989 QUILL CORPORATION 235.96; 4029 ECOLAB 120.00; 4226 BOB BARKER UNIFORM CO 799.35; 4243 TURN KEY HEALTH CLINICS 21445.06; 4407 SHERWIN WILLIAMS COMPANY 118.30; 4431 CHARM-TEX INC 471.20; 4552 SHERWIN WILLIAMS COMPANY 49.98; 4564 PUBLIC SERVICE CO OF OKLAHOMA 1568.05; 4631 SUMMIT UTILITIES OKLAHOMA 1134.55;

ML Fee TRAVEL 4528 COUNTY CLERKS & DEPUTIES ASSOC 1002.18; RM&P M&O 3974 MIDWEST PRINTING 7297.23; Rural Fire-ST M&O 4600 PIONEER TELEPHONE COOP INC 21.55;

SH Commissary M&O 3455 PRODIGY SOLUTIONS 7029.84; 3717 STANDLEY SYSTEMS 66.16; 4422 PRODIGY SOLUTIONS 3306.00;

SH Svc Fee M&O 2306 PITNEY BOWES 93.00; 3698 STANDLEY SYSTEMS 134.74; 3715 STANDLEY SYSTEMS 66.15; 4083 RINGTAIL USA 98.00; 4119 SHRED AWAY SHREDDING INC 20.00; 4198 RINGTAIL USA 250.00; 4532 RED RIVER TECHNOLOGY CENTER 90.00; SR Cit-ST M&O 2956 HOMELAND GROCERY 995.83;

All items approved this date are on file in the County Clerk’s Office.

Motion by Morgan, seconded by Churchman to adjourn meeting. Voting: Morgan, aye; Murphree, aye; Churchman, aye.