Kay County Justice Facilities Authority

Regular Meeting

Friday, February 10, 2012

Kay County Detention Center

Newkirk, OK 74647



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, February 10, 2012 in the Sheriff’s Training Room of the Kay County Detention Center (KCDC) in Newkirk, OK.  Notice of the regular meeting was posted for public information on February 9, 2012 at the Kay County Detention Center front door and Sheriff’s training room door, in Newkirk OK.


Chairman Bruce Robinson called the regular meeting to order.  Those present were as follows: Trustees –Steve Austin; Carl Giddens; Jim Stieber; Everette Van Hoesen; Wes Young; Jody Burd, Director KCDC; Harold Hughes, KCDC; Melissa Sprueill, KCDC, David Cummings, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, P.C., JFA Accountant; Bill Williams & Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary Trustee Norris Frederick, absent.  (See sign-in sheet).


Motion was made by Everette Van Hoesen and seconded by Wes Young approving the regular meeting minutes of January13, 2012.  Motion carried.  Austin, aye; Giddens, aye; Robinson, aye; Stieber, aye; Van Hoesen, aye; Young, aye.


There was no Jail Consultant Report given.


Jail Director Report: Burd reported the daily inmate count of 164 noting 50 in DOC.  He mentioned the application to the Federal Government to house prisoners looked good and explained the bed capacity and method of payments.  Burd indicated KCDC would be considered for emergencies.


Burd said the yearly jail inspection was done and no major deficiencies or mechanical issues were reported.  The jail inspector mentioned some small household cleanups were needed such as scuffs on the walls and bean holes.  Burd said the inspector was extra hard because of the new facility.  The inspector praised the staff.


Burd commented more training would take place in March with Ponca City Police Force and it was questioned if the KCDC needed to contract with the Ponca City Police Force.


Accountant Report: Ron Stevens of Baskin, Stevens, & Freeland, P.C. presented a Funds Summary Report as of January 31, 2012 and December 31, 2011; Statement of Net Assets as of January 31, 2012; Statement of Activities for One and Seven Months ending January 31, 2012.; Updated Sales Tax Projections FYE June 30, 2012, as of February 8, 2012; General Ledger as of January 31, 2012


JFA Attorney David Cummings made comments regarding the Sales Tax Projections and time frame on paying off the bonds.  He said the JFA may need to consider a capital and building reserve account.


Dry Road Project:  Steve Austin said $21,674 was the amount built in the project for change orders.  He suggested using that amount to add curbing and guttering to support drainage issues.  Austin said if it’s decided to do this it will add 10 days to the project.  He told the authority he has been consulting experts in this area to make sure when this job is finished it will be good for many years to come and noted the bid specifications indicated the job would be done to ODOT specifications.  Austin said Peckham Road is a good example of what can happen if you do not add curb and guttering.


Cummings noted a remarkable improvement was made to Pecan and Kyger Road by adding curb and guttering.


Questions were asked regarding the Dry Road Project.


Cummings mentioned Chairman Bruce Robinson has the authority to approve change orders.


Motion was made by Young and seconded by Van Hoesen approving a Resolution to amend the Trust Indenture of the Kay County Justice Facilities Authority to reduce the number of citizen trustees appointed by the County Commissioners from seven (7) to five (5), thereby reducing the number of trustees on the Authority to seven (7).  Cummings noted on February 6, 2012, the Board of County Commissioners voted to pass this amendment (Resolution No. 11, 12-124) and then he explained the vacant positions. Motion carried:  Austin, aye; Giddens, aye; Robinson, aye; Stieber, aye; Van Hoesen, aye; Young, aye.


David Cummings explained the procedure for waiving the notice for amending the By Laws to change the number of Trustees and the quorum.  Not all Trustees were present so the resolution to amend the By Laws will be passed to the next meeting.


Chairman Bruce Robinson read the Resolution amending the by-laws of the Kay County Justice Facilities Authority reducing the total number of trustees from nine (9) to seven (7), and to change the quorum of trustees from five (5) to four (4).


Motion was made Van Hoesen and seconded by Stieber approving the following Requisitions for payment: David Cummings, JFA Attorney, $1,193.85 attorney & miscellaneous fees for January 2012; Don Jones, Jail Consultant - $1,500 consulting fees for 1/1/2012 through 1/31/12; Baskin, Stevens & Freeland - $1,607.50 accounting fees for period ending 1/31/2012.  Motion carried:  Austin, aye; Giddens, aye; Robinson, aye; Stieber, aye; Van Hoesen, aye; Young, aye.


Trustee Wes Young presented the JFA with art work from the inmate contestants and asked JFA to judge.  Young explained the purpose of the contest and the prizes.  The board was very impressed with the art work that was displayed.


There were no unscheduled public appearances.


Motion was made by Carl Giddens and seconded by Steve Austin to adjourn.  Motion carried:  Austin, aye; Giddens, aye; Robinson, aye; Stieber, aye; Van Hoesen, aye; Young, aye.












Approved this 9th day of March, 2012.






                                                                        Bruce Robinson, Chairman








Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority