Kay County Justice Facilities Authority

Friday, February 12, 2010

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, February 12, 2010, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on February 11, 2010, 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; Gary Martin; Jim Stieber; Laile Wilson, Kay County Commissioner; Wes Young; Kay County Sheriff Everette Van Hoesen; Steve Kelley, Kay County Undersheriff; Don Jones, Jail Consultant; David Cummings, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, PC; Butch Byrd, Sedalco Construction Services; Matt Groves, Architects in Partnership (AIP); Scott Cloud, Newkirk Herald Journal; Bill and Claude Williams, Taxpayers for Transparency; Beverly Bryant, Ponca City News; Tammy Reese Kay County Clerk/Secretary (see sign-in sheet).


Motion was made by Darrel Grossardt and seconded by Everette Van Hoesen approving regular meeting minutes of January 8, 2010.  Motion carried. 


New Trustee, Gary Martin, Position No. 4 appointed by Commissioners, was acknowledged, welcomed and County Clerk Reese administered oath of office to Martin.


Ron Stevens, Baskin Stevens & Freeland, PC, presented the trustees with a Cash Activity Report for the month ending January 31, 2010, and a Draft Budget Report for the year ending June 30, 2010.  Stevens mentioned the amount of the January Sales Tax; a budget meeting with Don Jones and he noted the JFA received a good report with no findings from the auditing firm.


Existing jail facility:  No discussion was made.


Report regarding site plans, design construction, utilities, costs and utilization of new jail facility:  Don Jones presented board members with an in-depth costs report regarding proposed new jail staffing budget projects for FY 2010/2010, staffing schedules, holiday pay and overtimes estimates, food service analysis, cost to add additional personnel, etc.  Discussion of the mentioned topics was made by a few of the board members.


Report from committee regarding the Court Rooms in the new facility:  Wes Young, Chairman, said the committee and Judge Boyd; Judge Stout; Mary Ramey, Court Clerk; Mark Gibson, District Attorney met and the following items were discussed:  Technology, internet capability, audio/video connection and software provider.  Young said this committee will remain functional as necessary.


Request for new jail telephone equipment provider:  Don Jones said he would write specifications and send out to vendors.


Proposal for new jail inmate telephone service provider:  Don Jones will write specifications and send out to vendors.  Robinson told board to refer contacts to Don Jones.


Motion was made by Darrel Grossardt and seconded by Carl Giddens approving AIP Change Order No. 3, Project No. 0720, original Contract Sum was $16,912,834.00 the new Contract Sum including this Change Order will be $17,043,735.00.  Matt Groves, AIP, said this change is in regards to water softeners.  Motion carried.


Construction Progress Report from Sedalco Construction Services:  Butch Byrd, Project Manager, Sedalco, discussed the work done in Areas A and B.  He mentioned the following:  Heat is on; Fire Marshal will come next week to approve ceiling installation; Geothermal system on and functional; weather has slowed progress down but still looking at a completion date of  July, 2010. 


New Jail Administrator:  Robinson reported nine applications have been received.  A committee was formed to review resumes.  The committee consists of:  Jim Stieber; Darrel Grossardt; Gary Martin; Wes Young; Grossardt will Chair this committee.


Jail Maintenance Personnel’s Salary:  Sheriff Van Hoesen told the board he would like to increase the jail maintenance employees’ salary from $13 per hour to $14 per hour.  Wilson commented he is doing an excellent job with cleanliness.


Motion was made by Jim Stieber and seconded by Wes Young approving increasing jail maintenance personnel’s salary from $13 per hour to $14 per hour.  Motion carried. 


Reimbursement to Sheriff’s Service Fee Account:  Motion was made by Darrel Grossardt and seconded by Carl Giddens approving Sheriff’s Service Fee Account for airline ticket-$371.70, rental car-$113.14, motel-$75.31 (Undersheriff Steve Kelley’s trip to Colorado trip to Sierra regarding the examination of the touch screen security system) totaling-$560.15.  Motion carried.


Motion was made by Gary Martin and seconded by Wes Young approving Requisitioning Officers Bruce Robinson/Carl Giddens/Laile Wilson; Receiving Agents and Inventory Clerks Tammy Reese/Patsy Leyva.  Motion carried.


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 January, 2010, in the amount of $1,773.78; Don Jones, Consulting fees for January 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for January 2010, in the amount of $1,212.50; Finley & Cook, auditing services through January 22, 2010, in the amount of $4,047.00; Sheriff Service Fee account (Colorado trip)-$560.15; Sedalco Construction Services, fees and expenses, Application No. 10, Project No. 0720, in the amount of $840,374.44; City of Newkirk-$2,583.39, utility bill for electric and power adjustment.  Motion carried.


Discussion took place regarding City of Newkirk invoice for reimbursement for water line construction expenses. 


Cummings explained the process of the invoices and noted two payments previously paid.  He mentioned errors made on last two invoices that were submitted for payment, but said the bottom line dollar amount was correct.


Cummings referred to current invoice questioning one of the charges.  He said HTM was informed of a sewer line issue on one of the home owner’s property; he said HTM investigated this issue and found their construction was not the cause of the problem.  The expenses were charged to the city and in return the city charged JFA.


Another issues discussed was that of a damaged phone line conduit.  Robinson said the JFA is investigating the cause of this issue.  Bryd, Sedalco, mentioned costs to repair this problem.


Attorney David Cummings discussed the authority’s budget for the water line noting the authority has not overpaid.


After much discussion regarding these two issues, Motion was made by Wes Young and seconded by Jim Stieber giving authority to Chairman Robinson to discuss these issues with the City of Newkirk and to withhold payment until resolved.  Requisition was approved and will be paid according to Robinson’s findings.  Motion carried.


There were no unscheduled public appearances made.


Motion was made by Everette Van Hoesen and seconded by Norris Frederick to adjourn at 3:55 p.m.  Motion carried.



















Approved this 12th day of March, 2010.









                                                                             Bruce Robinson, Chairman










Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority