Kay County Justice Facilities Authority

Friday, June 10, 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, June 10, 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 June 9, 2016 at the Kay County Detention Center front door and Sheriff’s training room door in Newkirk, OK.


Vice-Chairman Bruce Robinson called the meeting to order.  Those present were as follows: Trustees – Jimmy Greenhagen; Lowell LeFebvre; Jason Shanks; Don Jones, Director KCDC; David Cummings, JFA Attorney; Brian Hermanson, Kay County District Attorney; Harold and Kay Hughs, KCDC;  Marilee Thornton, Kay County Court Clerk; Claude Williams, Taxpayers for Transparency; Sharon Rowen, Ponca City News; Tammy Reese, County Clerk/Secretary.  Absent: Trustees – Jim Stieber; Everette Van Hoesen; Wes Young (See sign in sheet).


Bruce Robinson gave the opening prayer.


Motion was made by Jason Shanks and seconded by Bruce Robinson approving the regular meeting minutes of May 13, 2016.  Roll Call Vote: Robinson, aye; Shanks, aye; Greenhagen, abstained; LeFebvre, abstained.  Attorney David Cummings said since we didn’t have enough members for the motion to carry we would need to approve at the next meeting.


Discussion regarding transactions and working relationship with the County Court Clerk and the Detention Center:  Court Clerk Marilee Thornton stated since the last meeting (where she distributed her concerns in writing), there have been great improvements made and she gave examples such as getting bonds with the case numbers on them, etc.   She said she would still like to see some improvement on jail logs especially on alias on women, when defendants are to be back in court.


DA Hermanson noted the Court Clerk’s office sends paperwork out listing schedule, etc. and agreed with her that it would be beneficial to have the defendant ready.


Thornton listed other concerns noting the inmates need to be supervised while they are at the courthouse.  She said the courthouse security officers are not always available and it puts everyone at risks when not supervised.


Harold Hughs, Deputy Director, noted inmates being left off the docket by her office is also a problem.


Don Jones stated he did not know of these problems until recently.


Thornton said initially she made calls weekly and then maybe monthly but never received a call back from the KCDC.  She noted this was her last resort; she said she did not want it to come to this and did not want to be put on the agenda to speak about these issues.


Jones told he was never left any messages to contact her.


The next matter mentioned was the echo noise on the video.  Thornton said she understands this is a technical matter and cannot be helped but she wanted them to be aware of the matter because the video arraignment is used every Friday morning.


Hughs said he was aware of the problem and will check into the matter.


Concerns about the defendants posting bonds and not getting warrants returned in a timely manner and then the Court Clerk’s office has to take care of it.


Hughs pointed out this is a detention facility and we do not make warrants that’s the Sheriff’s offices responsibility.  He said the KCDC processes people and paperwork as directed – we don’t make bond.  He said the KCDC does not use ODCR and never should.


Member Lowell LeFebvre said he thought this meeting was great and stated it was great to hear from both sides.  He said from time-to-time policies and procedures need to be reviewed and said communication is important.


Thornton said we used to have quarterly meetings.


Hughs showed the KCDC’s responsibilities through policy, etc. and noted staff is trained above and beyond state requirements.


DA Hermanson said all agencies are running like crazy and doing the best they can.  He said the increased communication between the offices is a positive way to move forward with this matter.


Thornton gave another example of a bond issue and the process it must follow.  Hermanson noted his office and Thornton’s office talk daily about issues.


Jones said paperwork generated at the KCDC goes through three different reviews and each shift goes through them so mistakes or if something is left out it can hopefully be found.


Member Jimmy Greenhagen thanked Court Clerk Thornton for the work she does and her responsibilities.  He reiterated with the others that more communication is needed.


Robinson told Thornton he was sorry she had to experience this and agreed more communication is needed.


Court Clerk Thornton thanked the board.


Motion was made by Greenhagen and seconded by Shanks approving the auto renewal contract as presented between Turn Key Health (inmate medical) and KCJFA for FY2017.  Motion carried:  Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye.


ACCO Workers’ Compensation Insurance Quote:  Jones noted the cost increased $11,000 from last year and mentioned a $1,302 claim handling fee being included.  Shanks told it’s always been included it is just listed as a separate line item now and told it was the same for the Board of County Commissioners.  Hermanson said the increase is based off a seven year claim and the year that was dropped was a bad year making the cost increase.


Motion was made by Shanks and seconded by Greenhagen approving Payment Option One-$62,433 on the ACCO Self Insurance Fund Workers’ Compensation Insurance Quote and the Resolution to Execute the Agreement Establishing the Association of County Commissioner of Oklahoma.


Transfer of Funds for FY2016-17 Budget:  Shanks stated he voted no on the budget that was presented at the last meeting.  He said he would be the deciding factor today because of lack of members.


Jones said he was requesting $2.3 million today noting $1.9 million would go to salaries and $400,000 would be put in maintenance and operations.  Jones told Shanks that this was not the total amount of his budget he requested and said the remainder of his request could still be reviewed or said we could have a special meeting when the rest of the members could be present for further discussion.


Motion was made by Greenhagen and seconded by LeFebvre approving $2.3 million be transferred for FY2016-17.  Shanks said he wanted to go on record that he has concerns about Jones budget request and he stated he wanted the board to know where he stands on this issue but said he would vote yes and sign the check but reiterated he voted no on the budget request.  Motion carried:  Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye.


Jail Director Report:  Don Jones presented the following reports:  Current Inmate Population Stats; Inmate Comparison Report 2015-2016; Report showing inmate head count, arrested and released, high for 24 hour period, inmates sentenced to county time, DOC, weekenders and sanctions, BIA inmates, Bridgeway and writs; CST Tax Revenue FY2010-2016; Sales Tax Receipt Totals FTD; Monthly Inmate Medical Usage Report; Cash on Hand Account Summary; KCDC Bible Classes, Support Groups, Education Classes and Arts/Rec Classes; Altercations involving inmate to inmate and staff to inmate Use of Force; FTE (staff) & ADP Report; Inmate Commissary Account Information May 2016.  Questions/Answers were discussed.

Attorney David Cummings reminded Jones to renew the medical and telephone contract.

There were no unscheduled public appearances made.

Motion was made by Greenhagen and seconded by LeFebvre to adjourn (3:33 p.m.).  Motion carried:  Greenhagen, aye; LeFebvre, aye; Robinson, aye; Shanks, aye.





 Approved this 8th day of July, 2016.



                                                                                    Wes Young, Chairman





Tammy Reese, Kay County Clerk, Secretary

County of Kay, State of Oklahoma

Kay County, Justice Facilities Authority