Kay County Justice Facilities Authority

Friday, April 9, 2010

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, April 9, 2010, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on April 8, 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; David Cummings, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, PC; Butch Byrd, Sedalco Construction Services; Jarrrod Hohweiler, Architects in Partnership (AIP); Nixie Goff, Blackwell Journal Tribune; Scott Cloud, Newkirk Herald Journal; Bill and Claude Williams, Taxpayers for Transparency; Sharon Rowen, Ponca City News; Tammy Reese Kay County Clerk/Secretary. 


Motion was made by Everette Van Hoesen and seconded by Darrel Grossardt approving regular meeting minutes of March 12, 2010.  Motion carried. 


Dusty Birdsong, Insurance Programs Administrator, Association of County Commissioners of Oklahoma (ACCO), said the program is geared around government entities offering Workers’ Compensation and Liability Insurance coverage’s.  Birdsong mentioned Kay County currently has both.  Birdsong said he facilitates coverage; he suggested property coverage, workers’ compensation and liability insurance on employees.


JFA Attorney David Cummings said when Sedalco turns over the new jail to the JFA a policy needs to be in place.  Cummings suggested have a policy by July 1, 2010.


Birdsong said he would need a payroll report, value of buildings and contents.  He said the board members would also be covered under this policy.  Birdsong said ratios are built around membership.


Joel Bridges, Galaxie Business Equipment Inc., and Kevin Long briefly discussed their business and what their business offers in office equipment, furniture, computers, scanners, etc.  Bridges said contract pricing is available; he supplied catalogs.


Ron Stevens, Baskin Stevens & Freeland, PC, presented the trustees with a Cash Activity Report for the month ending March 31, 2010, and a Draft Budget Report for the year ending June 30, 2010.  Stevens reviewed both reports with the authority.


Existing jail facility:  David Cummings drafted a letter with Chairman Robinson’s approval and this letter was sent to all County Officials, Judges, District Attorney, Excise Board, etc. asking for suggestions on the use of that facility.  Cummings said, of course, the first priority would be to use the old jail as a Juvenile Detention Center, but because of the state’s economy situation other uses of the facility needed to be considered.  At this time, the JFA has not received any feedback.


Undersheriff Kelley gave the daily inmate count showing 126 with four booked in today.  Kelley said since January 2010, 890 people have been booked.


Sheriff Van Hoesen mentioned seven inmates were transported to Lexington.


Report regarding site plans, design construction, utilities, costs and utilization of new jail facility:  Don Jones mentioned going out for public bid on video arraignment and internet service for the new facility.  Jarrod Hohweiler, AIP, said he was pleased with Sedalco and the progress on the construction.


No discussion was made regarding proposal for new jail telephone equipment provider and new jail inmate telephone service provider.


Construction Progress Report from Sedalco Construction Services:  Butch Byrd, Project Manager, Sedalco, reported work is going well.  Bryd spoke briefly on the work done in Area A, ceramic tile is complete, finish ceiling tile next week, test and balance work will begin in two weeks, air conditioning units; Area B, the security ceiling has been installed; Fire Marshal will come in near future to inspect Area C; in May cleaning process will begin, kitchen equipment will be installed, Architect will come and inspect, landscaping will begin.  Bryd said Occupational Safety and Health Administration (OSHA) made their inspections and no citations were reported, however, recommendations were made to electricians. 


Norris Frederick asked if the lock assembly for the jail cell locks had been tested.  Bryd said the mechanism for the locks was tested when installed and further testing will be made in May.


Bryd is still looking at the 1st of July for the substantial completion date.


Jail Administrator:  Jim Stieber said the committee reviewed the 13 resumes received, interviewed five of those received and have narrowed down to one candidate.  Stieber said he was not ready to announce at this time.


Motion was made by Everette Van Hoesen and seconded by Wes Young to make Request for Proposals for an inmate food service provider and an inmate medical service provider.  Motion carried.


Don Jones said he received two proposals for a jail telephone equipment provider from American Telephone, Inc., Ponca City, OK and Chickasaw Telecom, Inc., Tulsa. three proposals for jail inmate telephone service from Intelmate, LLC, Ontario, OR, Public Communications Services, Inc., Los Angeles, CA and Securus Technologies, Inc., Dallas, TX.  Jones recommended forming a committee to review these quotes.  Committee formed:  Everette Van Hoesen, Darrel Grossardt, Gary Martin and Don Jones.


Dry Road:  Chairman Robinson said he spoke with Commissioner Austin regarding paving Dry Road to jail entrance.  Austin told him there was no money available from the county to assist with the road.  Robinson said he thought it would be better to use concrete than asphalt because of the heavy traffic, roughly guessing the cost to be around a quarter of a million dollars.  Austin said he could prepare the road for the concrete overlay.


Drive approach to jail entrance:  Butch Byrd said the drive stops at the property line and he suggested moving it out to tie into Dry Road, approximately 2500 square feet of concrete payment.


Motion was made by Everette Van Hoesen and seconded by Darrel Grossardt to have Sedalco put in approach to jail entrance out of the construction contingency fund.  Motion carried.


David Cummings said he reviewed the revised contract version from Finley & Cook, JFA auditing firm, and arrived at a negotiated price of $8,100 for next year’s audit, with an out of pocket expense not to exceed $1,600.


Motion was made by Norris Frederick and seconded by Jim Stieber to approve engaging Finley & Cook Auditing Firm for 2009-2010.  Motion carried.


Kay Electric Litigation:  David Cummings said he received the dismissal of lawsuit filed a year ago by Kay Electric Cooperative and Kay County Rural Water District No. 3.  The case was refilled by Kay Electric and Rural Water District and has been removed from Kay County District Court and will be held in Federal Court.   The new lawsuit is against the City of Newkirk.  Cummings explained the case that will be filed in federal court accuses the City of Newkirk of unlawful annexation; Cummings briefly discussed this matter with the authority.


Discussion was made regarding new office furnishings for the Sheriff’s office at the new facility.  It was the consensus of the JFA to consider purchasing new furniture and needs for that office. 


Motion was made by Grossardt and seconded by Frederick approving the following Transfer of Appropriations:  County Sales Tax Personal Services-$500.00 to Overtime, overtime for Jail Maintenance employee.  Undersheriff Kelley explained this overtime was from January 2, 2010 through April 3, 2010.  Motion carried. 


Motion was made by Wes Young and seconded by Everette Van Hoesen approving the following Requisitions submitted for payment:  David Cummings, Attorney fees and advance expenses for March, 2010, in the amount of $1,148.15; Don Jones, Consulting fees for March 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for March 2010, in the amount of $1,462.50; William Dewey, Jail Maintenance, travel expenses in the amount of $136.50; Sedalco Construction Services, fees and expenses, Application No. 12, Project No. 0720, in the amount of $1,026,026.66; City of Newkirk-$4,644.39, utility bill for electric and power adjustment; Oklahoma Correctional Industries (OCI), 20 County Jail Bunks and Labor-$33,618.70.  Motion carried. 


Motion was made by Darrel Grossardt and seconded by Wes Young to enter into Executive Session, pursuant to and convened under authority of Oklahoma Statutes Title 25 Section 307.B. 1, for the purpose of discussing hiring a jail administrator (3:40 p.m.).


Motion was made by Everette Van Hoesen and seconded by Carl Giddens to reconvene regular JFA meeting (5:00 p.m.).  Motion carried.


No unscheduled public appearances were made.


Motion was made by Gary Martin and seconded by Wes Young to adjourn at 5:01 p.m.  Motion carried.








Approved this 14th day of May, 2010.




                                                                             Bruce Robinson, Chairman






Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority