Office of the County Clerk
County of Canadian
State of Oklahoma
Board of County Commissioners Special Meeting
April 27, 2006
The Canadian County Board of Commissioners met at 8:00 p.m. in a Special Meeting along with the Canadian County Fair Board and the Oklahoma Home & Community Educational Ladies from Canadian County (HCE) to discuss options for an exhibit building at the fairgrounds. Those present were Grant Hedrick, Jr., Don Young, Dan Wedman, Ted Mittelstaedt, Larry McNeff, Vernon Whitnah, Fawn Porter, Sam & Karen Barnett, Georgia Rother, Geneva Christie, Doris Young, Brad Tipton, Wilann LaFoe, Clara Havener, Clint Reuter, Donna Jung, Tom Glenn, Jewel Lee VonTungeln and Phyllis Blair. Phil Carson was absent.
Hedrick called the meeting to order.
Dan Wedman started the discussion by stating a committee had been set up last month to address the needs of the HCE ladies and their needs for a building that is better suited for their exhibitions. He stated they have talked about many things such as building a new building, building a whole new exhibition center at the Banner site and now the renovation of existing buildings. He stated we seem to be fragmented about the direction we’re going. He stated there are many issues such as money issues, space issues, time issues but we’re all in this together and we need to get on the same page. He stated we need to make something happen that will be suitable for the Fair Board, the HCE ladies and the Commissioners. He stated we need to get a business plan together.
Tipton read the minutes of the Fair Building Committee meeting held on April 25, 2006 at 10:00 a.m. (copy attached).
LaFoe asked about the size of the Kingfisher County building. Mittelstaedt stated Tipton, Doug VonTungeln and he looked at the building in Kingfisher. Several people present had seen the building.
Hedrick stated what he had found out about the use tax mentioned in the minutes read that were read is that he has to contact Senator Mike Johnson’s office to get him to ask for the opinion from the Attorney General’s office as to whether the use tax can be used for just anything or if it has to be used for the Juvenile Justice center. He stated he spoke with Andy Bass, counsel for their Public Facilities Trust and Bass told Hedrick if it was pushed to an issue today, the way the law is written, it would have to go to the Juvenile Center. Hedrick stated we need to have the Attorney General make a clarification.
Doris Young asked how long it would take to build a new building. Tipton stated they were told if it could be started in December, January at the latest, it could happen. Mittelstaedt stated if we want to keep the same square footage we’re using now, an 11,000 sq. ft. building would be what is needed. He stated it would be good for plan B, for entertainment etc., to set up if it should happen to rain. Doris Young stated it could take 3 or 4 years to get it done. Hedrick stated if we build one, the County can’t borrow money and it would have to be financed and go through Public Facilities and we would have to be sure we have a stream of cash coming into it.
Karen Barnett asked about grants. She stated she has found millions of dollars available in grants but the Commissioners have to apply for it. She stated she has found some through the Department of Commerce with different requirements and guidelines for different grants. She stated she found one for $750,000.00 but you have to solve a problem in the community. She stated this one you would need to put a facility within the facility to solve a problem in the community such as mobile meals or a food bank etc. to fulfill the need for a government grant. She stated it could be daycare center for people who can’t afford daycare or something to help the community. She stated the first thing necessary to apply for the grants would be a business plan with exactly what we want to do. She stated she and Sam went to a conference called National Grants and they learned so much. She stated if we write a business plan, she can send it to them and they’ll send it to their people in New York and they will critique it for us. She stated if there’s things that need to be changed, they’ll help get it changed so we can get the funding. She stated they will even help find the funding. LaFoe asked if there was an expense for that. Barnett stated there was probably an expense but she didn’t know how much. She stated it would probably depend on if we want them to write the business plan. She stated we could write it, send it to them, they can critique it. She stated we need to get everybody on one page, get organized and figure out what we want to do. Wedman asked the Barnett’s if they would be interested in helping with finding grants. Young stated if they would be willing to do this for a fee, we could help. She stated if you get grants, you cannot start construction until you get all of the money together. Wedman asked how long it takes to find out if you’re getting the grants. Sam Barnett stated you know within 30-90 days. Wedman asked if you can apply for 10 grants with the same business plan. Barnett’s stated yes, you can and you can apply for them year after year. Karen stated before applying, you have to have a DUNS number through Dun & Bradstreet and Ted helped them do that. She stated you also need a TPIN number and they have that. McNeff stated this means you need a building plan too, right?
Karen stated yes, and the business plan. Wedman asked if we want to build a new building and we get grant money, what happens if we get a couple of new commissioners in here that don’t want to proceed with this? Karen stated if you apply for the grant and get the money, it has to be used for what they give it to you for. She stated if the government gives you the money, she doesn’t feel the Commissioners would have much to say about it. Mittelstaedt asked who holds the funds. Sam stated the way it stands, it would be for the Fair Board and you would just have to set up a trust to put the money into until you get all of the money together. Wedman thanked Karen for her input on grants and asked what she needs. She stated she needs building costs, blueprints and Community Action research. Wedman stated the Grant Committee would consist of Karen & Sam Barnett, Ted Mittelstaedt, Wilann LaFoe and Tom Glenn. Mittelstaedt stated he would like to put Dan Wedman on the committee and see if Keri Avant would be on the committee.
Wedman asked if in the meantime, do they want to refurbish the old building? Don Young stated he has gotten different estimates and they can do the inside of the old storage building for $50,000.00. Wedman asked where the money was coming from. Young and Hedrick stated the County. VonTungeln stated she was concerned with parking problems and the generator. McNeff stated it’s also next to the wash rack and the carnival. Doris Young stated she polled some of the HCE members. She stated the majority was concerned with a central location. Wedman stated he wants the ladies to decide what they want.
Reuter stated he wants to ask Young a question. He asked Young if he felt like when he renovates the old building, if he felt like when he’s done with it, is it going to look nice or an eyesore? Young stated we’ll have to close the overhead doors. Reuter stated we want a good looking building or you’ve defeated the purpose. Young stated it would look as good as the buildings around it. LaFoe asked him what he was going to do with the building if we get a new building. What purpose would it serve? Doris Young stated rent it out. Havener asked how old the building was. Nobody knew exactly. LaFoe asked if the money is there now in the budget. Young stated the money is in the general fund. Havener asked if the outside of the renovated building is included in the $50,000.00. Young stated it’s not included. Havener asked what if it goes over $50,000.00? Young stated we would have to pay the extra. McNeff stated that’s a lot of money to put in an old building. Young agreed. Wedman stated it certainly is a lot of money if the HCE ladies are upset with it. VonTungeln stated she thanks Young for starting something because nobody else has done a thing. McNeff stated nobody has criticized him, he’s just trying to get in his mind how they can spend that money on the thing and have anything when we’re done. Hedrick stated to build a new 3000 sq. ft. building would cost around $125,000.00 and then the inside. Rother asked what it would cost to add 20 feet on to the old building for the kitchen and bathrooms. Nobody knew. McNeff asked if they really needed a kitchen? Young stated the ladies want a kitchen and if the building is rented, people renting a building, they would want a kitchen.
Tipton stated Glenn states in the minutes Tipton read earlier that we need to plan for the future and set groundwork with this committee and he hates to see money put into something that no one will see anything out of in the future. He also stated that we need a feasibility study or bids to proceed with anything. Glenn stated we need to leave this meeting tonight with someone planning to get bids renovations and a new building. LaFoe asked if we have anything showing on paper the cost for the renovation. Young stated he had it at the office. She asked if it was going to be more feasible to knock out the floor and put plumbing in than to build on 10 feet or so that all the plumbing would go into. Young stated he thinks his estimate of $3,000.00 may be high for electricity and may be low for the plumbing.
Christie asked what the Fair Board thinks overall. Wedman asked each member. Whitnah stated it’s all under control for 2006 and that gives us 1 year and 3 months to get something together for next year. He thinks we should hold off on the renovation and see about the grants.
Reuter states he feels the same way Whitnah does. He doesn’t see $50,000.00 covering the cost of the renovation.
Wedman stated he appreciates the support from the Commissioners but in the long run he feels we need a good, big building because of the continuing growth of Canadian County. He also stated he’s embarrassed because we don’t have better facilities for the ladies and the kids but that’s because we’ve always done things in a pay as you go deal over the years and have not made any building expansions except for the storage building last year. He stated we need a building that puts it all together, all the entities together. He stated Canadian County is one of the fastest growing counties and we need to look like leaders because we are leaders to an economic standpoint and population standpoint. He stated as a fair board member he would like to see us be able to come up and do something that really puts Canadian County on the map and makes this a destination point and not a passing point for people going to events. He stated we’re trying to do something now to provide a place to make your exhibitions a comfortable atmosphere for as reasonable a figure as we can.
LaFoe stated she thinks the county needs to grow, we need to make it look good, it needs to work for everybody. She stated she doesn’t think we can take an old building and make it work for $50,000.00 even if there is free labor.
Havener states we need to pull together and get something done. She stated she doesn’t think we need to put a lot of money in that old building. She stated we need to get something bigger and better for everybody.
Glenn stated he’s going to stand where he’s always stood. He stated he doesn’t like to put money into old buildings if it’s not anything we’re going to use down the road and if it’s not going to look good or add to what we already have. He stated we need to look forward with the grants. He stated with the research Karen is going to do, we’ll know which way to go. He stated we need to get something going and he definitely doesn’t think we should redo the old building but it could mean refurbishing the old building for a few years if we have to.
McNeff stated he agrees with the board about the old building. He stated we may be forced into renovating the old building but we should explore the other options we have and we need to get the ball rolling. He stated we need to get a building in mind, see what grants are available and push forward. He stated if we can’t get it done, we’ll have to renovate the old building and he doesn’t think Don likes to either. Young stated he doesn’t like to and he doesn’t like to spend his time. Wedman asked Young if he thought by going into there immediately he might have it done for this year’s fair. Young stated no, it could be possible but he wasn’t planning on it. McNeff stated he would like to close his comments by stating he appreciates Young taking the time to think about the thing.
Mittelstaedt stated he would like to see it held off until after the fair is over. He stated he questions if they’re going to renovate this building, where is all the other storage room is going to come from. He stated he doesn’t feel everything will fit in the new building with the surplus equipment.
Wedman asked Young if starting in September would give him enough time to be ready for the 2007 fair. Young stated that would be plenty of time and he doesn’t want to wait until the last minute.
Karen stated we need to get the business plan together. Wedman stated this committee will get it together. McNeff stated what do we have in mind for the size of the building. What do we need? You need blueprints and everything before they approve anything. He stated we’ll need to plan on a Class A kitchen with Mobile Meals involved and everything. Mittelstaedt stated again we’ve got 11,000 sq. ft. now. McNeff stated we shouldn’t limit ourselves if we get the grants.
Wedman stated everybody did a nice job of verbalizing their opinions. Wedman asked Tipton if he had any comments. Tipton stated when Veda typed the minutes, her comment was, “this county ought to be better than that.” Havener stated and it can be, we should be. Doris Young stated it should’ve been started a long time ago. Tipton agreed 100%.
LaFoe asked the ladies their opinion and asked if we were meeting their needs and what they want us to concentrate on. VonTungeln stated they wanted to be comfortable and not be miserable. Wedman asked the HCE group what the unified message was. VonTungeln stated the new building, of course and she doesn’t like the other options. Wedman stated again, we need to get on the same page. Doris Young if she understands this then, we are going to look into the possibility of a new building as soon as possible with the plans in place with grants and if we see in the future by January we have to do one of the buildings then we’ll do that if we have to. McNeff stated that’s what he understands. Wedman stated he may need more time, we’ll say after the fair. Hedrick asked if it looks like there’s a possibility that we’re not going to get a new building, rather than, after the fair, moving all of that stuff back into the building and it looks like we’re going to have to remodel, we go ahead and store the stuff elsewhere so we don’t have to handle it twice. Wedman agreed.
Hedrick stated he spoke with Jeff Mills earlier and he wanted to know if there was a possibility to go in with the schools if they decided to air condition Jenks Simmons or build a building next to it. Wedman stated he thinks it would be a mistake because we are a county entity and if we go on with a community school systems, it won’t go over very good with other systems in the county. Hedrick stated he thought it would be a great solution to the problem. Mittelstaedt stated the last meeting he sat in on with all they wanted to do was a lot of money. Wedman stated he doesn’t feel we need to hook up with the schools on a joint financial deal.
Tipton asked if the motion has to come under the Commissioners meeting. Hedrick stated the motion will come under the Fair Board meeting.
Wedman asked LaFoe if she wanted to make the motion. LaFoe stated yes, her motion for the Fair Board meeting that they go over all of the information and get a business plan together, seconded by Havener. All of the Fair Board members voted aye.
McNeff asked if he understood the Commissioners to say they would help Karen with the expenses of the grants. Young stated it would have to go through a meeting for approval. Wedman asked Karen to get an estimate together for the agenda for a Commissioners’ meeting for approval to help with grant expenses.
Tipton stated as a starting point to get this ball rolling, the building committee needs to get on the road and tour some facilities within the next month and come back to the Fair Board and say, this is what we want, just like Grady County did. Karen stated again, we need all of this in writing.
Young moved, seconded by Hedrick to adjourn. Voting aye, Hedrick and Young.
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Phyllis Blair, Canadian County Clerk
(SEAL)