Kay County Justice Facilities Authority

Friday, November 13, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, November 13, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on November 12, 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 (2:35 p.m.); Carl Giddens (2:35 p.m.); Darrel Grossardt; Jim Stieber; Laile Wilson, Kay County Commissioner; Wes Young; Kay County Sheriff Everette Van Hoesen (2:35 p.m.); Don Jones, Jail Consultant (2:35 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 Wes Young approving regular meeting minutes of October 9, 2009, (with noted correction in minutes made by Attorney David Cummings) and special meeting minutes of November 10, 2009.  Motion carried.


Ron Stevens, Baskin Stevens & Freeland, PC, presented the trustees with a Cash Activity Report for the month ending October 31, 2009, and a Draft Budget Report for the year ending June 30, 2010.


Existing jail facility:  Sheriff Van Hoesen mentioned problems with commercial dryer and stated the jail’s maintenance person was able to repair saving the department repair expenses.


Site plans, design, construction, utilities, costs and utilization of new jail facility:  Matt Groves, AIP, reported construction is progressing well.  Groves briefly discussed the letter received by the Oklahoma Department of Environmental Quality and noted modifications need to be made to permit.


Construction Progress Report from Sedalco Construction Services:  Butch Byrd, Project Manager, Sedalco, noted dry wall here next week; roofing to be finished in next two to three weeks; energize permanent power end of December or first of year; Sedalco will do a fifty percent inspection in three weeks; Fire Marshal will come to inspect before ceilings are framed; Kent Crow, Sedalco Security Electronics, completed a walk through on electricity/security and found no major problems; paving will be done in the next two weeks; new waterline is in and sewer is pending DEQ approval; briefly discussed quotes received for water softeners and indicated selecting Quality Water Services in Ponca City.


Motion was made by Darrel Grossardt and seconded by Jim Stieber approving regular meeting dates for Calendar Year 2010 for the JFA.  Motion carried.


Chairman Robinson said a committee needed to be appointed to make a decision on signage/plaque for all the doors and for the building cornerstone in the new jail facility.


Matt Groves told trustees the doors would need to be identified and said there are several different ways of labeling and he mentioned the different options available.


Committee will consist of:  Don Jones, Jail Consultant; Sheriff Van Hoesen; Board Member Wes Young and Matt Groves, AIP.


No action was taken on Receipt of Permit from the Oklahoma Department of Environmental Quality to construct a 360-gpm lift station with a stand-by generator and 35 L.F. of 4-inch forcemain to serve the new jail facility located N/2, NE/4, NE/4 Section 34, T-28-N, R-2-E, I.M.  Groves said this letter of receipt was referring to the original design and changes have been made.


Payment on Contract Agreement with City of Newkirk for a 10” Water Line Installation:  Chairman Robinson said JFA has adopted a Resolution but we do not have a contract referring to the payment.


Attorney David Cummings discussed with the Board what should be in written agreement and said he has spoken with Newkirk’s City Attorney regarding this matter.


Committee of Carl Giddens, Norris Frederick, Everette Van Hoesen and Don Jones met to discuss bids received for washer/dryer units.  The committee reported to the Board their recommendations and decision was made as follows:


Motion was made by Carl Giddens and seconded by Everette Van Hoesen accepting bid received from Loomis Bros. Equipment Co. in the amount of $23,950.00 to purchase Milnor model of two new 60 lb. commercial washer/extractors and two new 75 lb. commercial gas dryers for the new county jail.  Motion carried. 


Motion was made by Darrel Grossardt and seconded by Wes Young approving the following Requisitions submitted for payment:  David Cummings, Attorney fees and advance expenses for October, 2009, in the amount of $1,629.17; Don Jones, Consulting fees for October 2009-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for October 2009, total amount of $2,585.00; Sedalco Construction Services, fees and expenses, Application No. 7, Project No. 0720, in the amount of $1,646,206.66; City of Newkirk-$920.42, utility bill for electric and power adjustment; (City of Newkirk-$34,626.06, 10” Water Line Installation was not approved-waiting for written agreement)

Bank of Oklahoma-$1,400.00, Bond Trustee Fee (annual fee), Invoice No. 5055654.  Motion carried.


There were no unscheduled public appearances.


Motion was made by Everette Van Hoesen and seconded by Norris Frederick to adjourn at 3:10 p.m.  Motion carried.












Approved this 11th day of December, 2009.







                                                                             Bruce Robinson, Chairman










Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority