Kay County Justice Facilities Authority
Friday, April 21, 2017
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, April 21, 2017, 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 April 20, 2017 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; Steve Kelley; Lowell LeFebvre; Bruce Robinson; Jason Shanks (2:39 p.m.); Jim Stieber; Don Jones, KCDC Director; David Cummings, JFA Attorney; Harold Hughs, Deputy Director KCDC; Kay Hughs, KCDC Administrative Assistant; Claude Williams, Taxpayers for Transparency; Michael LeFebvre; Holly Cline, Secretary/Deputy Kay County Clerk. (See sign in sheet)
Jimmy Greenhagen gave the opening prayer.
Motion was made by Kelley and seconded by Stieber to approve the minutes of the March 10, 2017 meeting. Motion carried. Greenhagen, abstained; Kelley, aye; LeFebvre, aye; Robinson, aye; Stieber, aye; Young, aye.
Jail Director Report: KCDC Director Jones presented reports of current detention center statistics. (Reports attached) He noted the facility is currently housing 345 inmates which includes 72 DOC inmates. There are 295 male and 50 females. Jones noted that 15 were housed on writs and should go back to DOC the following week. Deputy Director’s report noted a new inmate high of 369. The commissary report showed a profit this year of $10,694.24. Revenue report showed total revenue of $80,159.97 through February 2017.
Jones reviewed comp time liability report for March and some discussion was held concerning the accumulated time to date. Stieber inquired about buying employees comp time and Kelley explained the Sheriff’s office policy on accumulated comp time. Jones noted that most employees were using their comp time rather than sick time.
Jones continued review of medical usage report which reflected a total of 441 sick calls for the month of March and Sales Tax Collections for month were $279,996. Jones noted collections were bleak with retail being the highest source of tax for the month. Blackwell was the only community showing growth for the month.
Jones reported that EEOC audit was completed as part of SOP and reviewed figures for male and female longevity and pay scale breakdown.
Quotes had been received for repair for 21 air handler units. Units will have to be replaced eventually due to parts no longer being manufactured for current units.
Jail inspection was completed April 4, 2017 with no deficiencies. BIA inspection went well, report had not been received at time of meeting.
Cummings opened discussion regarding financial management of detention facility since the start in 07. He noted that county assumed accounting for the facility under the direction of the initial director. Cummings said that he and Jones have done a lot of research into measures needed to accomplish independent and separate management as Title 60 section 176 authorizes. LeFebvre noted that he did not see any legal problems with the change and did see a lot of efficiencies in approving the action. LeFebvre asked about the responsibilities of the board and director if this measure was approved. Cummings noted that the bylaws could be amended to dictate responsibilities of the board. LeFebvre noted that since processes and procedures will no longer be under county oversight the facility would need to have policy and procedures in place to have the correct auditing in the future to protect the facility from inefficiencies. Shanks asked about auditing of purchases and if county purchasing laws would be followed. Kelley asked if purchase orders would be reviewed before purchases and if bid laws would still be relevant. Jones said the process would stay the same, the persons and board reviewing the purchases would change. Cummings noted that as a public trust all records would be open and should therefore be transparent. Cummings suggested following all recommendations from accountants and auditors. Shanks asked if board members would receive purchasing training and what the reason for the change. Jones and Cummings stated that the facility would be in compliance with Title 60 sec 176 and that it would increase efficiency, require less manpower and less paperwork. Cummings noted that the question could be asked as to why the trust has operated the way it has for so long when it is a distinct and different entity that can operate independently. Young stated that he thought it showed due diligence to operate as the title states.
Motion was made by Greenhagen and seconded by Stieber to direct the officers and detention facility director to take such action and enter into such agreements as reasonably required to take/convert control of all financial matter and activities of the Authority, including payroll, employee benefits, accounts payable, accounts receivable, general operations and financial management, cash management, funds transfers and establish new bank accounts as desirable to accomplish the foregoing, as authorized by Title 60 section 176 et.seq. for independent and separate management of Authority affairs. Motion carried. Greenhagen, aye; Kelley, aye; LeFebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
There were not any unscheduled public appearances.
Motion was made by Kelley and seconded by Robinson to adjourn at 3:38 p.m. Motion carried. Greenhagen, aye; Kelley, aye; Lefebvre, aye; Robinson, aye; Shanks, aye; Stieber, aye; Young, aye.
Approved this 12th day of May, 2017.
Wes Young, Chairman
Tammy Reese, Kay County Clerk, Secretary
County of Kay, State of Oklahoma
Kay County, Justice Facilities Authority