Kay County Justice Facilities Authority

Friday, September 11, 2009

Newkirk, Oklahoma

The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, September 11, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the regular meeting was posted for public information on September 10, 2009, at the Courthouse front door, Commissioner Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.

Chairman Bruce Robinson called the regular meeting to order. Those present were as follows: Trustees – Norris Frederick; Carl Giddens; Darrel Grossardt; Jim Stieber; Laile Wilson, Kay County Commissioner; Wes Young; Kay County Sheriff Everette Van Hoesen; Don Jones, Jail Consultant; Steve Kelley, Kay County Undersheriff; David Cummings, JFA Attorney; Nick Zieg, Sedalco Construction Services; Ron Stevens, Baskin, Stevens & Freeland, PC; Matt Groves, Architects in Partnership (AIP); Scott Cloud, Newkirk Herald Journal; Bill and Claude Williams, Taxpayers for Transparency; Tammy Reese Kay County Clerk/Secretary (see sign-in sheet).

Motion was made by Norris Frederick and seconded by Wes Young approving regular meeting minutes of August 14, 2009. Motion carried.

Ron Stevens, Baskin Stevens & Freeland, PC, presented the trustees with a Draft Budget for the year ending June 30, 2010. He reviewed the Debt Service Fund, Revenue/Operating Fund, Revenue/Operating Estimated Surplus, BOK 2008 & 2009 Project Funds. Stevens noted the interest income was at an all time low. He also presented a Bank Accounts-Cash Activity Report-Unaudited for the month ending July 31, 2009, noting Eastman National Banks-Revenue Account, Debt Service Account and Bank of Oklahoma-Construction Accounts. Stevens pointed out there are five accounts at Bank of Oklahoma and told the purpose; he spoke briefly about Long Term Debt, projected capital expenditures and answered questions from the trustees.

Existing jail facility: Bruce Robinson said trustees plan to meet with Senators, Representatives and Board of County Commissioners to become active about options with our current jail facilities.

Site plans, design, construction, utilities, costs and utilization of new jail facility: Matt Groves, AIP, presented to the trustees Change Order No. 002 that was approved in the August 14, 2009, JFA meeting. JFA Attorney David Cummings told Groves he would like to see Change Orders before they are presented to the Board and would like the changes to be in numerical order.

Groves said the PSA, mechanical, electrical and plumbing engineers are working to use grinder pumps in the project opposed to a lift station because grinder pumps are simpler and there would be a reduction in the cost. Plans will be finished Monday, submitted to Department of Environmental Quality (DEQ) and then to the county for discussion.

Robinson discussed the lift station, safety restrictions, labor and cost involved, and other options that are available.

Ron Stevens asked about the cost involved with the lift station. Robinson said the cost would be approximately $90,000.

Color Selection/Floor Tile Committee Report: The committee consisting of Wes Young, Bruce Robinson, Carl Giddens and Jim Stieber met prior to regular meeting time and decided on Option “A” green/beige color scheme. Matt Groves told the committee he would forward the information to Sedalco.

Construction Progress Report from Sedalco Construction Services: Nick Zieg, Project Engineer, said he is pleased with the progress and everything is right on schedule. He said load bearing walls are up in Area A; three steel fabricated cells are in and noted they come pre-wired and pre-plumbed; the steel joist started in sally port; Area B, the large pod area, walls ready mid next week; more steel cells arriving, cells will stack on top of each other; Area C, load bearing walls going up and will pour floor next week. Zieg said the recent rains have not slowed them down that much.

Matt Groves said he would like to speak with local authorities regarding a fire hydrant and amount of water needed, etc.

Robinson told the audience that bids have been advertized for a construction waterline and the bid deadline is October 7, 2009.

Application for Permit to Construct Kay County Detention Center Lift Station: Robinson said the estimated cost to construct a lift station is $90,000, and that you must apply for the permit. He noted the board has already filed the request with DEQ, but board needs to approve permit fee.

Motion was made by Everette Van Hoesen and seconded by Darrel Grossardt approving the following Requisitions submitted for payment: David Cummings, Attorney fees and advance expenses for August (corrected from Agenda that read July), 2009, in the amount of $1,120.98; Don Jones, Consulting fees for August 2009-$2,300.00; Sedalco Construction Services, fees and expenses, Application No. 5, Project No. 0720, in the amount of $2,014,163.30; City of Newkirk-$287.75, utility bill for electric and power adjustment; Oklahoma Department of Environmental Quality, Water Quality Division-permit fee to construct Lift Station, $288.00. Motion carried.

There were no unscheduled public appearances.

There being no other business, motion was made by Norris Frederick and seconded by Everette Van Hoesen to adjourn at 3:07 p.m. Motion carried.

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Approved this 9th day of October, 2009.

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Bruce Robinson, Chairman

Attest:

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Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority

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