Rogers County commissioners approve financial, procurement and records-preservation measures; proclaim 9-1-1 telecommunicators week

The Rogers County Board of County Commissioners on April 14 approved a slate of routine operational actions, authorized outside financial and records-preservation work and issued a proclamation honoring 9-1-1 dispatchers.

Commissioner De Loser, Commissioner Hendricks and Commissioner Burrows voted to carry the motions listed below. County staff provided an update on pending FEMA disaster claims and on safe-room funding, and the board read and approved a proclamation observing National Public Safety Telecommunicators Week for April 13–19, 2025.

Why it matters: the measures approved on April 14 cover day-to-day county operations (utility permits, surplus equipment disposal, blanket purchase orders and transfers), short-term emergency-recovery reimbursements, and two larger administrative steps: hiring Hood and Associates to prepare Rogers County’s fiscal-year financial statements and funding digitization and preservation of historic record books. The decisions set procurement and accounting work that will affect how the county documents and reports its finances and preserves public records.

In discussion, county emergency-management staff said FEMA follow-up is ongoing. “I got a letter from FEMA last week … I’ve offered that to them,” said Carl, the county emergency-management official, describing requests for additional documentation related to district road maintenance and appeals. He added that safe-room work is progressing and that the county expects more funds but no specific receipt date: “Safe rooms are moving right along. Anticipate some more funds coming in soon. Don’t have a date, but we’ll be ready to disperse those when they come in.”

On financial administration, the board approved an engagement with Hood and Associates to prepare the county’s financial statements for the 2024–25 fiscal year after staff said in-house preparation would not be feasible this year. The board also approved a co-file preservation, restoration and digitization contract to process 35 remaining photostat record books at a stated amount of $177,800.04; staff said prior work has restored and digitized 100 books and that the county has funds available from a previously approved use-tax allocation.

Commissioner Burrows read a proclamation thanking Rogers County 9-1-1 dispatchers and the North East Oklahoma Enhanced 9-1-1 Trust Authority for their service; the board approved the proclamation unanimously. Burrows said the dispatchers “go unnoticed unless you’re in a crisis situation,” and the board formally proclaimed the week in their honor.

The board also took routine procurement and administrative votes, including approval of five utility permits, the disposal of a 2014 John Deere brush hog as surplus equipment, letting bid number 12025-34 for fencing at the Inola yard, a $71,000 intra-department transfer to buy a pickup for District 2 highway operations, approval of blanket purchase orders totaling $15,050, and approval of an $18,000 encumbrance to JD Oasis LLC for assessor work where the final cost exceeded the original estimate.

Other agenda items: the board approved the county’s first-quarter fixed-asset inventory report and the monthly report of officers; it struck (removed) a Claremore Economic Development Authority quarterly presentation because representatives were not present; and it approved a storm-debris reimbursement request to state programs for cleanup from a May 2024 tornado that did not qualify for FEMA, using state-level solid-waste/debris reimbursement mechanisms.

Votes at a glance - Approve minutes (April 7 and April 9, 2025): Motion carried (recorded votes: De Loser—Aye; Hendricks—Aye; Burrows—Aye). - Utility permits (5 items, various county roads): All five permits approved; motions carried (recorded votes generally show De Loser—Aye; Hendricks—Aye; Burrows—Aye). - Surplus disposal: Surplus item 2025-133 / disposal 2025-133A (2014 John Deere brush hog) approved for disposal (motion carried). - Let bid 12025-34 (fencing for Inola yard): Motion carried to let the bid. - Transfer of funds: $71,000 from District 2 Highway Maintenance and Operations to District 2 Highway Capital Outlay to purchase a pickup truck — motion carried (recorded votes: De Loser—Aye; Hendricks—Aye). - Blanket purchase orders: Six POs totaling $15,050 approved (motion carried). - Orders exceeding PO (JD Oasis LLC): PO 205-05540 encumbered March 10, 2025, for $18,000 (amount exceeded $1,107); motion carried to approve the excess encumbrance (recorded votes: De Loser—Aye; Hendricks—Aye). - Fixed asset inventory report (Q1): Approved. - Monthly report of officers: Approved. - Claremore Economic Development Authority quarterly presentation: Struck from the agenda (motion carried). - Storm debris reimbursement request (Memorial Day 2024 tornado): Motion carried to submit/accept reimbursement through state solid-waste/DEQ/ECD/related programs. - Engage Hood and Associates: Approve engagement to prepare Rogers County financial statements for FY 2024–25 (motion carried; recorded votes include De Loser—Aye; Hendricks—Aye; Murphy—Aye). - Co-file proposal: Preservation/restoration/digitization of 35 photostat record books for $177,800.04; motion carried; funding noted as previously authorized from use tax. - Proclamation: National Public Safety Telecommunicators Week (April 13–19, 2025) proclaimed; motion carried. - Payment of purchase orders (Resolution 2025-134): Approved. - Adjourn: Motion carried; meeting adjourned at 9:20 a.m.

What was not decided or remains open: FEMA appeals remain under review; staff said additional documentation has been provided to FEMA and that responses are pending. Safe-room funds were reported as forthcoming with no committed delivery date. The Claremore Economic Development Authority quarterly report will be rescheduled because the presenters were not present.

Meeting participants and attributions in this report use the names and roles as stated in the meeting record. Direct quotations above are taken from the meeting transcript and attributed to the speaker who spoke those words during the public session.