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The Atoka County Commissioners held their weekly meeting on Monday, August 17, 2020, at 10:00 a.m.
In attendance for the meeting were: Chairman Commissioner Shane Tomlinson, Vice-Chairman Commissioner Gilbert Wilson, Commissioner Marvin Dale, County Clerk Christie Henry, Sheriff Tony Head, Court Clerk April Maxey, Treasurer Kim Harkey, Emergency Management Director Derrick Mixon, and EMS Director Randy Bryant.
There were no blanket purchases or payroll to be approved at this meeting.
Court Clerk April Maxey requested the help of the Board with purchasing a new copy machine for the Court Clerk’s Office.
“Have you considered leasing?” Commissioner Dale asked.
Maxey explained the current copier is eight years old with roughly 400,000 copies printed. Leasing a copier is not within the scope of the Court Clerk’s Office budget.
The cost of the copier is $4,900.00 and was approved to be taken from the Use Tax account.
The Board approved the transfer of funds for the Atoka County Health Department. An error had caused two purchases, $809.10 and $39.99, to be taken from the wrong account only meant for grants. The transfer will fix the error.
The schedule of expenditures of Federal Awards has been signed and approved by the elected officials of the courthouse. The schedule keeps track of grant and federal money awarded to the county offices.
Hardesty Road in District Three received gravel and drainage work in the amount of $12,123.80.
The agenda stated there would be three easement forms to be approved for the Miller Road bridge project in District One. Shortly before the meeting that was changed to only one perpetual easement totalling $9,811.00.
District Two laid gravel and graded Briar, Cottonwood, and Half Bank South Roads for $4,745.98.
EMS Director Randy Bryant updated the Board on the arrival of the cardiac monitors, that were ordered, should have arrived on Tuesday, August 18.
The EMS will be conducting a training with area Fire Departments to update them on any new equipment or procedures.
Emergency Management Director Derrick Mixon advised the Board about a shipment of Personal Protective Equipment that will be delivered to the County schools on Thursday, August 20, 2020.
There were no updates from the other offices, however, Commissioner Marvin Dale explained that the appropriation money deposited into District Two’s operations and management account was entirely for the Goss School Road project.
“That’s money that comes from the Choctaw Nation, and I’m the middle man. After it came out I was actually in the hole $4,000.” Dale said.
During June and July, while the courthouse was closed to the public, the District employees continued working. Purchase orders for the Pruitt Oil Company were neglected to be turned in correctly.
This amounted to District Two owing the fuel station approximately $2,400.
“I owe it to Larry… District Two owes it. Just because the employees didn’t do it right I don’t feel like we need to beat him out of the money.” Gilbert said.
With the County having some issues with purchase order protocol, County Clerk Christy Henry spoke to the Board about the issues her office has been seeing.
Henry explained she had spoken with the District Attorney about the problem, because there are purchasing laws her office must follow. The County Clerk’s office monitors the purchasing for 31 departments.
“I have to say this doesn’t exactly make me popular. The problems we’re seeing are timely encumbrance; we have to make sure the funds are available, and purchase orders that are not signed and returned.” Henry stated, “Communication goes a long way. We’re here to help.”
Another issue the County Clerk’s office was seeing is the lack of explanation as to why the protocol was not followed.
“We’ve requested that if someone doesn’t follow proper purchasing procedures that they have to attach a letter to that purchasing order explaining why,” Henry explained.
Henry said that people were thinking the letter was funny or a joke. The County Clerk’s office has the right to request explanation.
“I will not process a purchase order unless I have a detailed letter as to why proper purchasing wasn’t followed.”