Kay County Justice Facilities Authority

Friday, February 20, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, February 20, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on February 19, 2009, at the Courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Chairman Bruce Robinson called the meeting to order.  Those present were as follows:  Trustees –Norris Frederick (arrived after roll call at 2:40 p.m.); Darrel Grossardt; Everette Van Hoesen, Kay County Sheriff; Wes Young; Don Jones, Jail Consultant; Joe Harris, General Manager for Kay Electric Cooperative; Jon Ihrig, Attorney representing Kay Electric Cooperative; Gerald Vann and Chris Gillespie, Sweeper Metal Fabricators Corporation; Bill and Claude Williams, Taxpayers for Transparency; Charles Abbott, Blackwell Journal Tribune; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary (see sign-in sheet).  Member Kay County Commissioner Laile Wilson was absent.


Motion was made by Van Hoesen and seconded by Young approving regular meeting minutes of January 23, 2009.  Motion carried.


Jail Consultant Don Jones stated the pre-bid construction meeting was held at Pioneer Technology Center.  Approximately forty-three (43) bidders were present and around forty (40) were from this area.  Sedalco, Construction Manager At-Risk, was pleased with turn-out and quality of bidders. 


Jones answered questions from JFA Members and said expected bid opening is March 4, 2009.


Report from Architect Liaison Committee: Chairman Robinson said committee has met two different times.  Robinson asked Member Grossardt to give a report from the last meeting held at David Cummings office were different options were reviewed from Sedalco regarding utilities and utilities selections.  Robinson said he attended with Grossardt, Giddens, and Stieber; Wes Young was present for a previous meeting held and reported on that meeting during JFA meeting held on January 23, 2009.


Grossardt said Sedalco took a demand load that was derived on regarding a jail Sedalco had previously built with similar construction (Kay County facility being larger) rates were taken from various utility providers, water, sewer, etc. this information was used and factored in to arrive at different scenarios.


Jail Report Status:  Sheriff Van Hoesen said cell phones have been recovered; reported inmate count of 131; transported six to Department of Corrections in Lexington.


Chris Gillespie and Gerald Vann with Sweepers Metal Fabricators Corporation said they were present in order to be considered on bidding list for new facility projects and to address issues about their company that were misunderstood.  They talked in length about being hired to replace sixteen doors and locks mechanism in our current facility.  They explained their job, what they did and explained about the hardware used on the doors.


JFA Members immediately answered remembering discussions that took place when the Authority was first formed.  Discussions equaling major problems in the jail facility month after month regarding the doors, locks, etc. and how they were not operating properly.


Van Hoesen mentioned an incident where Sweepers came and only had one person to do the job so they used inmates to help.  Van Hoesen said he only paid for a portion of the repairs in an effort to try and get Sweepers back to facility to complete the work, adding if he had not withheld payment Sweepers probably never would have come back to finish the job.  Van Hoesen noted doors were never repaired properly and reiterated about all the bad experiences he had with this company.


Chairman Robinson said he did not have a problem with them bidding on projects because it would be up to the Authority on whether to accept the bids or not.


Robinson discussed the Resolution for petitioning the City of Newkirk for annexation of the Trust’s property into the city limits of the City of Newkirk, subject to conditions as set forth in the petition relating to the delivery and sale of utilities. 


Motion was made by Grossardt and seconded by Van Hoesen adopting the Resolution as presented.  Motion carried.


Robinson said he thought this would be an Agenda item on Newkirk’s City Commissioner meeting on Monday.


Motion was made by Young and seconded by Stieber to approve the following requisitions submitted for payment:  Don Jones, Consulting fees for February 2009 in the amount of $2,300.00; David S. Cummings, Attorney fees and advance expenses January 8, 2009, through January 26, 2009, in the amount of $1,981.43; Sedalco Construction Services, Inv. #08370-001 for January 2009 Preconstruction Services in the amount of $7,000.00; Architects in Partnership (AIP), Inv. #3, Project #1720, in the amount of $471,478.17.  Motion carried.


There were no unscheduled public appearances.


There being no other business, motion was made by Frederick and seconded by Grossardt to adjourn (3:30 p.m.).












Approved this 6th day of March, 2009.





                                                                             Bruce Robinson, Chairman








Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority


(This meeting was audio recorded and the recording is available for public inspection)