Grady County commissioners flag improperly encumbered purchase orders, approve routine measures and 2% payroll direction

Grady County Commissioners on July 28 reviewed multiple purchase orders and approved several routine contracts and financial actions while taking direction to adjust department budgets for a 2% payroll increase in the upcoming fiscal year.

Commissioner Ruth Bingham raised concerns about a set of purchase orders she said were "not encumbered correctly," read items aloud and said, "by the advice of the District Attorney they should write a letter to the Senior Nutrition Centers" to notify them when purchase orders are incorrect. Bingham said the county should formally notify supervisors when errors occur so the responsible employee can be addressed.

The board approved Blanket Purchase Orders #261183–261243 (motion by Gary Bray, second Zachary Davis; aye: Bray, Davis, Bingham) and later approved a long list of purchase orders and authorized or denied payment as presented (motion by Ruth Bingham, second Zachary Davis; aye: Bray, Davis, Bingham). The published purchase-order lists in the meeting packet include multiple vendors and amounts; examples cited during the meeting include a $10,000 purchase order for Richard O. Starks (Building Maintenance) and a $643 purchase order for West Publishing (District Attorney). Several sheriff and highway purchase orders were identified by Bingham as not encumbered correctly in the readout.

County staff and outside participants gave brief updates and public comment. Dale Thompson, GCEMA safety director, reported scheduled tabletop and dam exercises; Mike McDaniels, construction superintendent, said work on the Evidence Warehouse and landscaping near the sheriff's office was near completion. Omar Fierro, public works director for the City of Chickasha, asked for a timeframe on an interlocal roads agreement; County staff member John Nicholas explained that "the purchase order is made to the vendor and then the County accepts a reimbursement from the City of Chickasha."

The board approved a contract for governmental services with Bridge Creek Public School District (motion by Zachary Davis, second Gary Bray; aye: Bray, Davis, Bingham). It also approved declarations of surplus for the OSU Extension Office and the Sheriff—s Department, and approved disposal/donation of a Smith Detection X‑ray machine (High Scan 6040C, original cost listed as $24,136.00) to Washita County (motions: various; aye: Bray, Davis, Bingham). The board approved ODOT Form 324a, authorizing payment of $18,750.00 to Pinnacle Consulting Management Group for appraisal services related to Sara Road over 144, JP33552(04) (motion by Zachary Davis, second Gary Bray; aye: Bray, Davis, Bingham).

The board voted to deposit three checks from ACCO into the Sheriff—s maintenance and operation account for vehicle damage in the amounts $12,687.23, $13,827.56 and $4,920.25 (motion by Gary Bray, second Zachary Davis; aye: Bray, Davis, Bingham).

On the FY 2025–26 budget, commissioners said they want a criteria-based schedule for raises and structured salaries; they approved a motion directing all department heads to adjust their budgets to reflect a 2% payroll increase (motion by Ruth Bingham, second Zachary Davis; aye: Bray, Davis, Bingham).

Other routine approvals included utility/pipeline road crossing permits, waterline/fast-line permits and driveway/tinhorn permits for Districts 1 and 2; approval of the estimate of needs, request for appropriations and transfer of funds for County Highway and Sales Tax - Senior Citizens; and a motion to adjourn. The meeting took no action on a tabled automatic renewal of lease agreement #OK-4005119-01 between the USDA and Grady County.

Votes at a glance: July 28, 2025 — Approval actions reported in the meeting record included: - Approval of minutes, July 21, 2025 (motion: Zachary Davis; second: Gary Bray) — Aye: Gary Bray, Zachary Davis; Abstain: Ruth Bingham. - Approval of minutes, July 25, 2025 (motion: Zachary Davis; second: Ruth Bingham) — Aye: Gary Bray, Zachary Davis, Ruth Bingham. - Approval of Blanket Purchase Orders #261183–261243 (motion: Gary Bray; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Approval/authorization of an enumerated list of purchase orders for 2024–2026 presented at the meeting (motion: Ruth Bingham; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Approval of governmental services contract with Bridge Creek Public School District (motion: Zachary Davis; second: Gary Bray) — Aye: Bray, Davis, Bingham. - Declaration of surplus: OSU Extension Office (motion: Ruth Bingham; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Declaration of surplus: Sheriff—s Department (motion: Gary Bray; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Approval of disposal/donation of Smith Detection X‑ray (motion: Gary Bray; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Approval of ODOT Form 324a payment to Pinnacle Consulting Management Group, $18,750 (motion: Zachary Davis; second: Gary Bray) — Aye: Bray, Davis, Bingham. - Deposit ACCO checks into Sheriff M&O (motion: Gary Bray; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Direction to department heads to adjust budgets for a 2% payroll increase (motion: Ruth Bingham; second: Zachary Davis) — Aye: Bray, Davis, Bingham. - Approval of utility/pipeline, waterline and driveway permits for Districts 1 & 2 (motion: Zachary Davis; second: Gary Bray) — Aye: Bray, Davis, Bingham. - Approval of estimate of needs and transfers for County Highway and Sales Tax - Senior Citizens (motion: Zachary Davis; second: Gary Bray) — Aye: Bray, Davis, Bingham. - Adjourn (motion: Zachary Davis; second: Ruth Bingham) — Aye: Bray, Davis, Bingham.

The meeting record and published packet list specific purchase-order numbers and vendor amounts; where the meeting transcript did not specify a dollar amount for an item (for example, the Bridge Creek contract), the amount is not specified in this report.