Port Director Ross reported to the Cleveland County Court Commission on June 2, 2025, that the Blue Barn Theatre’s electrical system has multiple issues, including two large, old three-phase air-conditioning units and sections of lighting that are not working. Ross said all thermostats in the building were set at 78 degrees when he inspected the site.

Ross recommended replacing a transformer and obtaining multiple quotes. He told the commission he had requested several contractors to inspect the site and that one quote was in hand; he asked for a few more days to collect competitive quotes. Ross said licensing and insurance requirements would be factors in vendor selection. Commissioners discussed procurement rules; staff referenced a $5,000 bid threshold for formal procurement procedures.

Board President Jones moved that staff accept Ross’s recommendation to proceed with replacement of the transformer and authorize the director and the chair to move forward with contracting as needed; the motion carried. Commissioners discussed a $10,000 figure during the conversation as a possible authorization threshold but the recorded motion authorized staff to pursue replacement and obtain necessary quotes and approvals in line with procurement rules.

Separately, Ross reported that an earlier purchase order for a building sign — originally approved in November 2023 — had not been picked up by the vendor and thus the PO was void under the county’s practice of treating POs as valid for 12 months. The vendor agreed to hold the 2023 price and remake the frame if the county issued a new PO. The commission voted to authorize Ross to manage issuance of a new purchase order and complete procurement steps to secure the sign.

Commissioners also approved a short-term operational step to test higher thermostat setpoints to lower energy costs; one commissioner suggested trying 82 degrees for a month. Ross said several air handlers were not operating and that he turned units off during inspection to avoid freeze damage. He and staff will pursue replacement quotes for electrical work and return with pricing and procurement documentation for record.

The commission instructed staff to coordinate with procurement (Miss Anderson) and administrative staff (Miss Dodson) to ensure the replacement and PO issuance follow county procurement rules.