(Published in the Stillwater N...
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(Published in the Stillwater News Press on July 18, 2026. LPXLP)
The Payne County Board of County Commissioners met in a regular meeting of the board at 9:00 a.m. on July 1st, 2026, at the Payne County Administration Building, Gloria Hesser Commissioner Meeting Room 200/201, located in Stillwater, Oklahoma.
Chairman Zach Cavett called the meeting to order: Meeting called to order at 9:00 a.m.
The following members were present: Zach Cavett Chairman - Commissioner District 1, Seth Condley - Commissioner District 2 Vice-Chairman, Rhonda Markum-Commissioner District 3-Member, Leslie Echalk-Deputy County Clerk. Invocation by Zach Cavett and Flag Salute to our country led by Dewey Clapp.
Approval or Modification of Minutes: Motion to approve minutes of June 29th, 2026, meeting as presented by Markum, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Miscellaneous items from the Audience (no action will be taken): None presented on this date.
Discussion/Possible Action-Contract Procedure for all Contracts Presented to the Board of Commissioners, Payne County, Oklahoma:
Contract Signature Procedure: Board of Commissioners Agenda Items
Purpose
To establish a consistent, compliant process for obtaining required signatures on contracts before they are presented to the Board of Commissioners for approval, and to ensure that fully executed contracts are maintained with the official meeting records.
Procedure & Protocol
1. Pre-Agenda Requirements
Before any contract can be placed on the Board of Commissioners? agenda, it must fulfill the following criteria:
- Initial Signatures: The document must already be fully signed by both the vendor and the originating elected official or department head.
- Legal Clearance: A formal legal review and/or approval as to form and legality is mandatory. The contract must bear the signature of legal counsel prior to agenda submission as well as the department requesting the contract for approval.
- Bid & Financial Tracking: Any contract associated with a formal bid must explicitly list the bid number and the corresponding purchase order (PO) number directly on the signature page.
2. Post-Approval Execution
Once the Board of Commissioners officially approves the agenda item:
-Clerk Attestation: The County Clerk shall provide the final signature and official seal on the contract to finalize execution.
3. Archival & Distribution Protocol
-Official Record Keeping: The County Clerk shall retain and file the original, fully executed contract to guarantee a complete, permanent, and accurate public record.
-Digital Distribution: The County Clerk will electronically transmit the fully executed contracts along with the official meeting documents directly to the Board of Commissioners.
-Departmental Return: It is the explicit responsibility of the County Clerk to send the final executed contracts back to the presenting elected official or department head.
Motion by Markum to choose option 2 with an official procedure with contracts moving forward with the board of Commissioners, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Discussion Payne County Radio System: None presented on this date.
Ingress and Egress Agreements: None presented on this date.
Appointment of Requisitioning and Receiving Officers:
FY 26-27 Drumright Fire Requisitioning Officer Brett Lunsford, Receiving Officers Lucas Andrews, Nick Rockhold and Warrants Brett Lunsford.
Motion by Markum to approve updates as presented, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Cash Appropriations: None presented on this date.
Discussion/Possible Action-Fire Department Pre-Requisition Request: The Board presented pre-requisition requests for Ingalls Fire. Motion by Condley to approve requests as presented with the Chairman to sign on behalf of the board, second by Markum. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Purchase Orders: New/Tabled/Disallowed/Payroll/Longevity: The Clerk's office presented purchase orders in the amount of $1,283.60 2025-2026 Fire- St 103, OG&E, 865.27, UTILITIES; General 4393, IRBY, JAY, 418.33, MILEAGE REIMBURSEMENT
Payroll: None presented on this date.
Motion by Markum to approve purchase orders upon signature, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Blankets: $333,519.98 for July 2026. Motion by Condley to approve blanket purchase orders as presented, second by Markum. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Monthly Reports of Officers: None presented on this date.
Public Announcements from the Board (No Action will be taken): Condley stated that security started this morning for the Administration Building. Cavett wanted to wish everyone a Happy and Safe Independence Day and thanked Dewey Clapp for his faithfulness in doing the pledge each week.
Discussion/Possible Action on Industrial Access Permits/Utility Permits/Road Crossings: None presented on this date.
New Business: None presented on this date.
Adjournment: Motion by Markum to adjourn, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes
Minutes of the Board attested to:
Attest:
By___________________________
Glenna Craig, Payne County Clerk
Seal of office
Approved by the Board of Commissioners
On the _____day of ____________ 2026
Zach Cavett- Chairman-D-1_______________________________
Seth Condley-Vice Chairman-D-2 ____________________
Rhonda Markum- Commissioner D-3__________________________
All Board of County Commissioner Meetings live recordings can be found at www.countyclerk.paynecounty.org
The Payne County Board of County Commissioners met in a regular meeting of the board at 9:00 a.m. on July 1st, 2026, at the Payne County Administration Building, Gloria Hesser Commissioner Meeting Room 200/201, located in Stillwater, Oklahoma.
Chairman Zach Cavett called the meeting to order: Meeting called to order at 9:00 a.m.
The following members were present: Zach Cavett Chairman - Commissioner District 1, Seth Condley - Commissioner District 2 Vice-Chairman, Rhonda Markum-Commissioner District 3-Member, Leslie Echalk-Deputy County Clerk. Invocation by Zach Cavett and Flag Salute to our country led by Dewey Clapp.
Approval or Modification of Minutes: Motion to approve minutes of June 29th, 2026, meeting as presented by Markum, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Miscellaneous items from the Audience (no action will be taken): None presented on this date.
Discussion/Possible Action-Contract Procedure for all Contracts Presented to the Board of Commissioners, Payne County, Oklahoma:
Contract Signature Procedure: Board of Commissioners Agenda Items
Purpose
To establish a consistent, compliant process for obtaining required signatures on contracts before they are presented to the Board of Commissioners for approval, and to ensure that fully executed contracts are maintained with the official meeting records.
Procedure & Protocol
1. Pre-Agenda Requirements
Before any contract can be placed on the Board of Commissioners? agenda, it must fulfill the following criteria:
- Initial Signatures: The document must already be fully signed by both the vendor and the originating elected official or department head.
- Legal Clearance: A formal legal review and/or approval as to form and legality is mandatory. The contract must bear the signature of legal counsel prior to agenda submission as well as the department requesting the contract for approval.
- Bid & Financial Tracking: Any contract associated with a formal bid must explicitly list the bid number and the corresponding purchase order (PO) number directly on the signature page.
2. Post-Approval Execution
Once the Board of Commissioners officially approves the agenda item:
-Clerk Attestation: The County Clerk shall provide the final signature and official seal on the contract to finalize execution.
3. Archival & Distribution Protocol
-Official Record Keeping: The County Clerk shall retain and file the original, fully executed contract to guarantee a complete, permanent, and accurate public record.
-Digital Distribution: The County Clerk will electronically transmit the fully executed contracts along with the official meeting documents directly to the Board of Commissioners.
-Departmental Return: It is the explicit responsibility of the County Clerk to send the final executed contracts back to the presenting elected official or department head.
Motion by Markum to choose option 2 with an official procedure with contracts moving forward with the board of Commissioners, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Discussion Payne County Radio System: None presented on this date.
Ingress and Egress Agreements: None presented on this date.
Appointment of Requisitioning and Receiving Officers:
FY 26-27 Drumright Fire Requisitioning Officer Brett Lunsford, Receiving Officers Lucas Andrews, Nick Rockhold and Warrants Brett Lunsford.
Motion by Markum to approve updates as presented, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Cash Appropriations: None presented on this date.
Discussion/Possible Action-Fire Department Pre-Requisition Request: The Board presented pre-requisition requests for Ingalls Fire. Motion by Condley to approve requests as presented with the Chairman to sign on behalf of the board, second by Markum. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Purchase Orders: New/Tabled/Disallowed/Payroll/Longevity: The Clerk's office presented purchase orders in the amount of $1,283.60 2025-2026 Fire- St 103, OG&E, 865.27, UTILITIES; General 4393, IRBY, JAY, 418.33, MILEAGE REIMBURSEMENT
Payroll: None presented on this date.
Motion by Markum to approve purchase orders upon signature, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Blankets: $333,519.98 for July 2026. Motion by Condley to approve blanket purchase orders as presented, second by Markum. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes.
Monthly Reports of Officers: None presented on this date.
Public Announcements from the Board (No Action will be taken): Condley stated that security started this morning for the Administration Building. Cavett wanted to wish everyone a Happy and Safe Independence Day and thanked Dewey Clapp for his faithfulness in doing the pledge each week.
Discussion/Possible Action on Industrial Access Permits/Utility Permits/Road Crossings: None presented on this date.
New Business: None presented on this date.
Adjournment: Motion by Markum to adjourn, second by Condley. Roll Call Vote: Markum-Yes, Condley-Yes, Cavett-Yes
Minutes of the Board attested to:
Attest:
By___________________________
Glenna Craig, Payne County Clerk
Seal of office
Approved by the Board of Commissioners
On the _____day of ____________ 2026
Zach Cavett- Chairman-D-1_______________________________
Seth Condley-Vice Chairman-D-2 ____________________
Rhonda Markum- Commissioner D-3__________________________
All Board of County Commissioner Meetings live recordings can be found at www.countyclerk.paynecounty.org
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