Kay County Justice Facilities Authority

Friday, October 9, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, October 9, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on October 8, 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 (2:32 p.m.); Steve Kelley, Kay County Undersheriff; David Cummings, JFA Attorney; Butch Byrd, 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 Darrel Grossardt and seconded by Carl Giddens approving regular meeting minutes of September 11, 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 briefly discussed the normal monthly fees and answered questions from trustees.


JFA Attorney David Cummings said a field audit from Finley and Cook was planned but will be rescheduled.


Existing jail facility:  Undersheriff Steve Kelley presented the trustees a Daily Population Analysis for the month of September 2009.  Kelley said the department booked in 331 inmates in September; he told the trustees he has been working with the District Attorney’s office in order to get more bonded out so the jail will not be over capacity.


Sheriff Van Hoesen said the State Fire Marshal was here to inspect the jail because of a complaint from one of the inmates concerning wiring in the jail cells.  He said the inspector was understanding and knows we are making needed repairs to keep in compliance and is also aware we are currently in the process of building of a new jail facility.


Grossardt said he spoke with Lana Jones who works for Senator David Myers and still unable to get a mutual date set with Representatives and Senators to discuss the use of current jail facility.

Site plans, design, construction, utilities, costs and utilization of new jail facility:  Matt Groves, AIP, reported construction is progressing well and there is a lot of activity on the job site; he said he met with the local fire officials regarding location of fire hydrant and with city officials regarding sewer lift station.


Robinson discussed questions regarding water treatment.


Construction Progress Report from Sedalco Construction Services:  Butch Byrd, Project Manager, Sedalco, said if the weather cooperates the project would be completed ahead of contract date (10-6-09); he noted 50 weather dates have been logged; conduit and wire 85 percent complete in Area “A”; discussed preliminary pricing on pumps and sewer line; exterior brick has begun and 40-45 cells have been set inside the facility.


Norris Frederick asked Byrd if daily safety inspections were being made.


Byrd said the site has a 98.5 percent safety rating and only one first-aid case and that was a bandage injury.  He noted safety inspections are done every day and that there have not been any major violations.


Byrd said it is extremely important for visitors to check in at the office due to safety precautions.  He urged that all visitors check in and then be escorted on the site.


Bids were opened for purchasing and installing two (2) new 60 lb. commercial washers/extractors and two (2) new 75 lb. commercial gas dryers for the new jail.  Four bids were sent and three were bids received as follows:  Elite Equipment Co.-$21,300.00; Loomis Bros. Equipment Co.-$23,950.00; A Advantage Laundry Systems-$22,824.40.  A committee consisting of Carl Giddens, Norris Frederick, Sheriff Van Hoesen and Don Jones will meet to review bids and a final decision will be made by next meeting date. 


Motion was made by Wes Young and seconded by Darrel Grossardt approving the following Requisitions submitted for payment:  David Cummings, Attorney fees and advance expenses for September, 2009, in the amount of $1,257.99; Don Jones, Consulting fees for September 2009-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for August ($1,760.50) and September ($1,854.50), 2009, total amount of $3,615.00; Sedalco Construction Services, fees and expenses, Application No. 6, Project No. 0720, in the amount of $2,160,929.14; Architects In Partnership (AIP), Invoice #6, Project No. 0720, in the amount of $67,302.69; City of Newkirk-$234.37, utility bill for electric and power adjustment.  Motion carried.


There were no unscheduled public appearances.


Chairman Bruce Robinson declared the meeting adjourned, 3:20 p.m.













Approved this 13th day of November, 2009.







                                                                             Bruce Robinson, Chairman










Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority