Kay County Justice Facilities Authority

Friday, July 10, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, July 10, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on July 9, 2009, at the Courthouse front door, Commissioner Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Chairman Bruce Robinson called the regular meeting to order.  Those present were as follows: Trustees – Norris Frederick; Carl Giddens; Darrel Grossardt (2:35); Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; Don Jones, Jail Consultant; Steve Kelly, Kay County Under sheriff; David Cumming, JFA Attorney; Butch Byrd, Sedalco Construction Services; Ron Stevens, Baskin, Stevens & Freeland, PC; Matt Groves, AIP; Sharon Rowan, Ponca City News; Scott Cloud, Newkirk Herald Journal; Holly Beck, Kay County Clerk Deputy; Pat Branch, citizen.  Trustee Jim Stieber, absent.


Motion was made by Sheriff Everette Van Hoesen and seconded by Wes Young approving special meeting minutes of June 17, 2009.  Motion carried.


Ron Stevens, CPA of Baskin, Stevens and Freeland discussed the Initial Financial Statement of the Justice Facilities Bank accounts dated June 30, 2009 followed by an overview of the Cash Activity Report.  Stevens then presented a rough draft of the budget with two different estimates based on past tax revenues. Ron Stevens then asked if the format of the reports were acceptable to the trustees and if there were any suggestions for their content or format.


David Cummings did not point out that architect fees will not come out of tax revenue accounts nor will the water line.


Don Jones explained that the budget estimate does not include extra training for staff by Department of Corrections.


Chairman Robinson asked David Cummings if he is seeing what he wants to in the report.  Cummings expressed satisfaction with the tax revenues so far and asked if Stevens would continue with the current format after much discussion about the breakdown of the two accounts.  Don Jones explained that the money needs to be split up to show expenditures for operations and construction so the current format and separation of accounts is as it should be.


Chairman Robinson then asked Sheriff Van Hoesen if there were any concerns from the jail that needed to be discussed.  Sheriff then asked if there was a certain procedure he should follow when presenting repair items to the JFA for payment.  Trustee Carl Giddens pointed out that the Sheriff had received half of his budget and that all repair expenses should be paid for out of maintenance and operations accounts and only after that was exhausted should the Sheriff come to the JFA with payment requests.  Sheriff Van Hoesen then explained that the budget was not as much as it had been in the past and that there were more repair expenses that would exhaust his budget. 


David Cummings said that the JFA is not to support the day-to-day operations of the jail/sheriffs office.


Carl Giddens suggested that an emergency meeting could always be called in the case of expenditures that are unexpected and extraordinary. 


Steve Kelly asked that extraordinary be defined and stated that the reimbursement process is lengthy.


Don Jones explained that emergency expenses come to the board as a reimbursement


Motion was made by Young and seconded by Grossardt approving requests by County Commissioners to pay Stolhand Heating & Air Conditioning - $1,586.95 to replace condenser fan motor on air conditioner unit on Kay County Jail.  Motion carried.


Motion was made by Grossardt and seconded by Frederick to notify Finley & Cook to initiate annual audit.  Motion carried.


Matt Groves, AIP, said that he had talked to Stan Lewis regarding the gas line and that it is possibly resolved.  Butch Byrd said that new gas line is up to the meter.  Bruce Robinson stated that water/sewage is still in the design stage with city.  Byrd explained that an external fire lube should be around the building with exterior hydrants but was not in the original plans.  Groves said there could be a possible change order for power and data outlets of approximately $3400.00.  Robinson asked how outlets were missed and who’s oversight that was.  Trustee Grossardt said that the party responsible for the oversight should pay for the change order.


Butch Byrd gave a progress report stating that concrete flat work should be completed by end of July.  First shipment of hollow metal frames expected for Monday July 13 with the remainder to be delivered on the 29th. Mason began work last week and will progress as the concrete is poured to additional areas as will the roofer once the cells are delivered on September 15.  Brick sample needs approval for color by the JFA.  Commissioner Wilson asked if the cells would be on outside walls.  Byrd explained that they would be centered in the jail away from outside walls.  Byrd then stated that contractors have been working 6-7 days a week and are doing an excellent job.


Motion was made by Sheriff Van Hoesen and seconded by Grossardt approving the following Requisitions submitted for payment: David Cummings, Attorney fees and advance expenses for June 2009, in the amount of $2,905.80; Don Jones, Consulting fees for June 2009 - $2,300; KellPro, HP Compaq Business Notebook, hardware, installation, etc, purchased for the County Clerk’s office - $2,753.00; Stolhand Heating & Air Conditioning to replace condenser fan motor on air conditioner in current Kay County Jail - $1,586.95;  Sedalco Construction Services, fees and expenses, Application No. 3, Project No. 0720 -$877912.38; City of Newkirk, utility bill for electric power adjustment -$142.93.  Motion carried.


Motion was made by Grossardt and seconded by Young to convene Executive session.  Motion carried


Motion was made by Sheriff Van Hoesen and seconded by Young to return to regular session.  Motion carried.


There were no unscheduled public appearances.


There being no other business, motion was made by Frederick and seconded by Giddens to adjourn at 4:30 p.m.  Motion carried.









Approved this 14th day of August, 2009.






                                                                             Bruce Robinson, Chairman






Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority