Kay County Justice Facilities Authority
The Trustees of the Kay County Justice Facilities Authority
(JFA) met in regular session at
Chairman Bruce Robinson called the regular meeting to order. Those present were as follows: Trustees–Norris Frederick; Darrel Grossardt; Gary Martin; Jim Stieber; Laile Wilson, Kay County Commissioner; Wes Young; Kay County Sheriff Everette Van Hoesen; Don Jones, JFA Jail Consultant; David Cummings, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, PC; Butch Byrd, Sedalco Construction Services; Stan Lewis, Architects in Partnership (AIP); Nathan Atchison, Finley & Cook CPA; Jeff Buechler, Jail Administrator; 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. Member Carl Giddens, absent.
Motion was made by Laile Wilson and seconded by Darrel
Grossardt approving regular meeting minutes of
Motion was made by Everette Van Hoesen and seconded by Wes
Young approving special meeting minutes of
Nathan Atchison, Finley & Cook CPA, said the 2009 audit
was done and that it went well; he said a good format was in place and was maintained
David Cummings suggested having a meeting with the JFA Board, someone from the SA&I office, Ron Stevens and Nathan Atchison to make sure we are primed.
Ron Stevens, Baskin Stevens & Freeland, PC, presented
the trustees with a Cash Activity Report for the month ending
There was no discussion regarding the existing jail facility.
Report regarding site plans, design construction, utilities, costs and utilization of new jail facility: Stan Lewis, AIP, said the job is going well and looking good. He did a walk through and questions were resolved, looked at sample colors for the shower stalls, furniture coming in, phone system will need to start filtering into the building, Fire Marshal here June 15, 2010, and cleaning crew is scheduled. Lewis estimated the end of June for a completion time.
Lewis discussed the roofing material and suggested a 10 year warranty; he said a 20 year warranty is more expensive and he never recommends extended warranties on roofs because if it is going to leak it will do so in the first 10 years; he said it will not be a pro-rated amount.
Construction Progress Report from Sedalco Construction
Services: Butch Byrd, Project Manager,
Sedalco, reported work is going well.
Bryd said Earthworks is spreading top soil and irrigators will begin
running trenches on Monday, May 17th, emergency generator test will
be done on Wednesday, May 19th, security system installed first week
of June and in-house pre-test will be done the week of
Chairman Robinson introduced the newly hired Jail
Administrator, Jeff Buechler, to those in attendance. Buechler will begin on
Inmate telephone system and provider: Darrel Grossardt indicated three responses
were received as follows: Intelmate,
Motion was made by Wes Young and seconded by Everette Van Hoesen accepting Public Communications Services (PCS) as the provider for the inmate telephone system for the new jail building. Motion carried.
Administrative telephone system and provider: Grossardt commented two responses were
received as follows: American Telephone,
Motion was made by Everette Van Hoesen and seconded by Norris Frederick to follow committee’s recommendation accepting American Telephone, Inc., Ponca City, OK with the optional equipment add-ons totaling $22,765.00 for the administrative telephone system and provider for the new jail building. Motion carried.
Vehicles and vehicle equipment for jail transport: Discussion took place regarding purchasing two (2) Chevrolet Impala’s with police package for jail administrative and jail administrative assistant-$42,220.00, one (1) Ford F150 crew cab for maintenance personnel-$23,455.02 and two (2) Ford F350 12 passenger vans-$43,074.00; total vehicle purchase-$108,749.02 plus total vehicle equipment-$14,000.00 amounting to $122,749.02. Questions were asked regarding the need for these vehicles and the necessity for equipping units. Don Jones and others answered questions and stated statutes on why vehicles were needed and why they must be equipped with police packaging.
Motion was made by Darrel Grossardt and seconded by Wes Young approving the vehicle purchase as stated above by Don Jones, with the option to purchase locally. Motion carried.
Don Jones mentioned estimated operational expenses such as fuel-$500, tags-$1000 and insurance-$2500, jail administrator moving expenses-$5000, reimbursable expenses-$500, telephone-$200 and establishing internet service-$1500 for the remainder of the FY 2009-10.
FY 2010-2011 Budget: Don
Jones discussed budgeting items for 2010-11 stating what positions would need
to be in place by August 1, the next level to be added by September 1 and
remaining 16 positions to be added by
Jones told Sheriff Van Hoesen he would need to budget 16
jailer positions for July through October, 2010, with the $2.00 pay increase to
be funded by the
Motion was made by Gary Martin and seconded by Jim Stieber approving proposed staff budget and operational expenses for FY 2010-2011. Motion carried.
Jeff Buechler, Jail Administrator, salary and hiring an administrative clerk was mentioned.
Motion was made by Gary Martin and seconded by Everette Van Hoesen authorizing Jeff Buechler, Jail Administrator, to search for an assistant jail administrator and administrative clerk positions. 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 April, 2010, in the amount of $2,786.20; Don Jones, Consulting fees for April 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for April 2010, in the amount of $912.50; Sedalco Construction Services, fees and expenses, Application No. 13, Project No. 0720, in the amount of $533,114.31; City of Newkirk-$1,565.62, utility bill for electric and power adjustment; City of Newkirk-$34.06, water. Motion carried.
No unscheduled public appearances were made.
Motion was made by Darrel Grossardt and seconded by Wes Young to adjourn at Motion carried.
Approved this 11th day of June, 2010.
Bruce Robinson, Chairman
Secretary, Kay County Justice Facilities Authority