Kay County Justice Facilities Authority

Monday, July 12, 2010

Kay County Courthouse

Newkirk, OK


The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 2:30 pm Monday, July 12, 2010, in the Commissioners Court of the Kay County Courthouse in Newkirk, OK.  Notice of the special meeting was posted for public information on July 9, 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 special session meeting to order at precisely 2:31 p.m.  Those present were as follows:  Trustees – Norris Frederick; Carl Giddens; Darrel Grossardt; Gary Martin; Jim Stieber; Kay County Sheriff Everette Van Hoesen; Kay County Commissioner Laile Wilson; Wes Young,  Don Jones, JFA Jail Consultant; David Cummings, JFA Attorney, Ron Freeland, Baskin, Stevens and Freeland, PC; Butch Byrd, Sedalco Construction Services; Matt Groves, Architects in Partnership (AIP), Jeff Buechler, Jail Administrator; Steve Kelley, Kay County Undersheriff; Mary Ramey, Kay County Court Clerk; Carol Purdy, Kay County Assessor; Bill Williams and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Holly Beck, Kay County Deputy Clerk. 


Motion was made by Gary Martin and seconded by Wes Young approving the regular meeting minutes of June 11, 2010.  Motion carried.


Ron Freeland, Baskin, Stevens & Freeland, PC, presented the trustees with a Cash Activity Report through June 30, 2010 and the Draft Budget Report for the year ending June 30, 2010.  Stevens also presented a Proposed Operating Budget to the authority. Freeland reviewed the reports with the authority. 


Sheriff Everette Van Hoesen reported that the inmate count was currently at 122.  He also reported that in the last month there had been several maintenance problems due to the air conditioning system at the existing jail and it had been necessary to utilize the services of Jail Maintenance staff.


Jeff Buechler, Jail Administrator, presented a report on status of operations at the jail facility.  Fire Marshal approved the facility for occupancy.  AT&T will be installing the T1 and internet lines.  Eight phone lines have been installed.  Inmate phone lines are scheduled to be installed.  Bidding for facilities radios, furniture, copiers & printers have been completed.  Security system currently operational and staff is being trained. Twelve current employees of the jail have been extended employment to start in September and six new hires are scheduled to begin July 19, 2010. Two Chevrolet Impalas were purchased from Pemberton Chevrolet in the amount of $42,162.00.  Bill Dewey is currently in training for the lock system.  Currently accepting bids for the APHIS system, small tractor for exterior upkeep and maintenance, video arraignment system.  Information has been forwarded to ACCO for insurance coverage.

Jeff Buechler, Jail Administrator, requested permission to open a credit account with Lowe’s to purchase items for maintenance and upkeep of the facility.


Motion was made by Darrell Grossardt and seconded by Norris Frederick to approve opening a charge account with Lowe’s.  Motion carried.


Jeff Buechler, Jail Administrator, presented bids for radio system for use by jail employees. Lam Communications -$18,024.35; Total Comm- $17,467.00; OneLink - $21821.35; PW Paging- $17,239.75.  Radio system would contain 25 handhelds, 5 car mounts, 1 central control unit.


Motion was made by Wes Young and seconded by Carl Giddens to accept the bid from Lam Communications for the radio system.  Motion carried.


Jeff Buechler, Jail Administrator, presented bids for furniture for the facility. Furnishings for Jail, Courtroom, Nurse Station and Lobby.  Galaxie Business - $72,116.90; OCI - $53,228.02. 


Motion was made by Darrell Grossardt and seconded by Carl Giddens to accept the bid from OCI for furniture.  Motion carried.


Jeff Buechler, Jail Administrator, presented bids for three copy machines.  Copiers Plus - $21,103; Kay Office Equipment -  $10,350.00.


Motion was made by Darrell Grossardt and seconded by Gary Martin to accept the bid from Kay Office Equipment for copy machines.  Motion carried.


Matt Groves, AIP, estimated two weeks completion of project punch list.  Bruce Robinson appointed Norris Frederick and Gary Martin to head a committee to review medical providers/food service provider.  Wes Young, Steve Kelley, David Cummings and Bruce Robinson also elected to serve on the committee.


Butch Byrd, Sedalco Construction, reported that June 15, 2010 fire inspection was completed and system is being monitored.  Training on HVAC, kitchen equipment, fire alarms completed.  Training scheduled for security and video visitation systems.  Interior painting in final stages.  Clean-up crews are operational.  Landscaping is completed.  Systems training remaining are security, gates, plumbing and irrigation/landscape. 

Mechanical inspector sited a few small issues that are scheduled to be resolved.


David Cummings, JFA Attorney,  recommended the resolution to amend the First Supplemental Note Indenture be approved.


Motion was made by Darrell Grossardt and seconded by Carl Giddens to approve the amendment to the First Supplement Note Indenture.  Motion carried.


Motion was made by Everette Van Hoesen and seconded by Wes Young to approve the following requisitions submitted for payment :  David Cummings, Attorney fees and advance expenses for June 2010 in the amount of $2,673.84; Don Jones, Consulting fees for June 2010 -$2,300.00; Jeff Buechler, Jail Administrator, Total mileage for June 2010 1276 miles $638.00, one time moving expense and consulting with Don Jones $5000.00 – Total amount of $5,638.00;  Bill Dewey, Jail Maintenance:  RR Brink Lock School – 495.00; Lodging three days - $327.00; Mileage expense to and from Shorewood, IL -$750.00; Incidental’s meals, tolls, etc $250.00; Total cost $1822.00;  Bank of Oklahoma, Bond Trustee Fee, Inv # 5057376, $1461.37; Sedalco Construction Services, fees and expenses, Application # 15, Project No.0720 - $485758.09; City of Newkirk, electric and power adjustment - $583.66; City of Newkirk, water - $40.90; Oklahoma Natural Gas - $68.39; Galaxie Business Equipment Inc., furniture and fixtures for Sheriff’s office at new facility-$45,721.03; County Sales Tax, salaries for existing employees and new employees - $643,563.00. No invoice was submitted for Baskin, Stevens & Freeland, PC and Galaxie Business Equipment Inc., was approved for payment when merchandise is received.


There were no unscheduled public appearances.


Motion was made by Everette Van Hoesen and seconded by Jim Stieber to adjourn at 3:38 p.m.  Motion carried.






Approved this 13th day of August, 2010.






                                                                        Bruce Robinson, Chairman








Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority