Kay County Justice Facilities Authority
Friday, March 11, 2016
Kay County Detention Center
Newkirk, OK 74647
The Trustees of the Kay County Justice Facilities Authority (JFA) met in a regular session at 2:30 p.m., Friday, March 11, 2016, 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 March 10, 2016 (corrected from Agenda that read March 11, 2016) at the Kay County Detention Center front door and Sheriff’s training room door in Newkirk, OK.
Chairman Wes Young called the meeting to order. Those present were as follows: Trustees – Jimmy Greenhagen; Lowell LeFebvre; Bruce Robinson; Jason Shanks; Jim Stieber; Don Jones, Director KCDC; Harold Hughs, Deputy Director KCDC; Kay Hughs, KCDC; David Cummings, JFA Attorney; Claude Williams, Taxpayers for Transparency; Tammy Reese, County Clerk/Secretary. Absent: Trustee – Sheriff Van Hoesen. (See sign in sheet).
Bruce Robinson led the opening prayer.
Motion was made by Shanks and seconded by Robinson approving the regular meeting minutes of January 8 and February 12, 2016. Motion carried: Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, abstained; Young, aye.
Jail Director Report: Don Jones presented handouts with current Inmate Population Statistics and a Comparison Report (2015 & 2016), County Jail Sales Tax Revenue FY2010 to FY2016, Non-Tax Revenue and Commissary Sales (added two new accounts KCDC Inmate Trust Fund 2 & KCDC Commissary Commission Account 2), Cash-on-Hand, ENB Bank Statements-February 2016 and Bank of Oklahoma Bond Trustee Fee Invoice-$1,400.00.
Jones presented a report (dated March 7, 2016) noting 226 as the current head count, 53 arrested and released over the weekend and 134 for the week, arrested and released from March 1, 2016-106, daily average of 226, minimum amount of inmates-217, maximum amount of inmates-233, high for 24 hour period for March 6, 2016-265, nine (9) inmates sentenced to county time, seven (7) inmates sentenced to Department of Corrections (DOC)/(waiting to go to prison). The report showed 10 weekenders and sanctions, nine (9) paid contracts with BIA and Bridgeway currently are holding four (4) inmates on writs (prison to court).
Jones also presented a Monthly Inmate Medical Usage Report. He explained the inmate medical co-pay is collected at $8.00 per visit and noted the indigent inmates are charged co-pay and the amount is placed in a negative balance on their account. Jones stated no inmates are denied medical services for their inability to pay.
Topics: Jones mentioned incarceration fees; told of convection oven repairs and noted the oven was used 9 hours a day with 18,000 hours usage with a 5 year average life of oven; noted tilt skillet problems and mentioned the skillet had to be almost completely rebuilt – to replace it would cost around $6,800.00; noted the staffing is down and told the different reasons and said all employees and Director had been drug tested and all came back negative. He also mentioned costs for utilities to the house, roof repairs and noted the intercom systems are going digital and said it would cost $70,000 to make that change. Jones said the old amplifiers cannot be replaced because they have been discontinued. He also noted the Investigator Auditors would begin on Monday, March 14, 2016 and stated they will be working in the house.
Subcommittee for employee salaries and benefits: Jones said in the past we have had different subcommittees for different reasons and asked if two or three of the trustees would serve. Chairman Wes Young asked if Jim Stieber and Lowell LeFebvre along with David Cummings would serve on this committee and they agreed to serve in this capacity. Attorney Cummings said no motion was needed. No action was taken.
Application process with American Correctional Association (ACA) to obtain accreditation: Jones stated this process can take up to one year. He said they would begin working on policies and updating and modifying procedures. Lowell LeFebvre asked if the jail is required to be ACA Accredited and the benefits of being accredited. Jones told by being ACA Accredited the jail is able to contract inmates with Bridgeway and BIA. He said the KCDC Policies and Procedures meet and exceed the ACA standards. Jones noted to house outside inmates allows for the jail to have a revenue stream. Jones said the cost is around $10,000 and this could be paid out of the commissary account not the county sales tax. Other matters mentioned: PREA Certification and the DOC backlog. Hughs said he has visited with Representative Pfieffer and Senator Fields regarding this issue.
Motion was made by Stieber and seconded by Greenhagen to begin the application process with American Correctional Association to obtain accreditation and to gather information but not to committing any funds at this time. Motion carried: Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
Remainder of FY2016 budget: Jones said because of the special audit being done he may need the $50,000 he has requested for Maintenance & Operation (M&O). He said this past FY in June 2015 $2.3 million was transferred and $1.8 was for salaries and in September 2015 $425,000 was transferred to M&O. Jones stated his budget for FY2016 is down $100,000 from FY2015. Jason Shanks asked if he could get by without the M&O request and Jones said he would need to purchase a full-size van in the future.
Motion was made by Stieber and seconded by Greenhagen to approve the transfer of funds to complete the remainder of FY2016 budget as follows: Salaries-$430,000; Part-time Salaries-$15,000; M&O-$50,000 – Totaling-$495,000.00. Motion carried: Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
Motion was made by Shanks and seconded by Stieber approving Receiving Agents and Inventory Clerks for County Sales Tax Account JC0800, ST0800 and C0800 as follows: Bambi Nichols, Bob Ennis, David Ash, Kaleen Hughs and Sonya Ellis. It was noted Harold Hughs will not act as a Requisitioning Officer and will be removed at a later time. Motion carried: Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
Motion was made by Shanks and seconded by Stieber approving and authorizing Bond Trustee Fee-Annual Fee (09 Note), Invoice No. 5090715-$1,400.00 to be paid with Automated Clearing House Transaction from the Eastman National Bank to the Bank of Oklahoma. Motion carried: Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
There were no unscheduled public appearances made.
Motion was made by Robinson and seconded by Greenhagen to adjourn at 3:30 p.m. Motion carried.
Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
Approved this 8th day of April, 2016.
Wes Young, Chairman
Tammy Reese, Kay County Clerk, Secretary
County of Kay, State of Oklahoma
Kay County Justice Facilities Authority