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 meeting to order. Those present were as follows: Trustees – Vice-Chairman Carl Giddens; Norris Frederick; Darrel Grossardt; Gary Martin; Everette Van Hoesen, Kay County Sheriff; Wes Young (2:32); JFA Attorney David Cummings, Don Jones, Jail Consultant; Butch Byrd, Sedalco Construction Services; Jeff Buechler, Jail Administrator; Brenda Shance; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Dusty Birdsong, ACCO; Sharon Hall, Fairfax Medical Facilities; Steve Kelley, Kay County Undersheriff; Ron Stevens, Baskin, Stevens & Freeland, P.C.; Holly Beck, Kay County Deputy Clerk. Jim Stieber, Trustee and Laile Wilson, Kay County Commissioner, absent.
Motion was made by Grossardt and seconded by Giddens to
approve the minutes of the two (2) special meetings on
Motion was made by Martin and seconded by Grossardt to
approve the special meeting minutes on
Ron Stevens, Baskin, Stevens & Freeland, P.C., presented
the monthly financial report. Stevens
requested a meeting with members of the authority to discuss financial
matters. It was agreed that Bruce
Robinson, Carl Giddens, Don Jones and David Cummings would attend a meeting on
Kay County Sheriff Everette Van Hoesen reported no problems at the current jail facility.
Don Jones, Jail Consultant, presented proposals for the food service provider for the new facility. Four vendors responded. Jones reviewed each vendor proposal with the authority and made a recommendation for ABL to be the food service provider.
Motion was made by Young and seconded by Giddens to accept ABL as the food service provider for the new facility. Motion carried.
Don Jones, presented authority with an amendment to FY10/11 jail personnel budget for the amount of $857.00.
Motion was made by Van Hoesen and seconded by Grossardt to accept the amendment to the FY10/11 jail personnel budget. Motion carried.
Butch Byrd, Sedalco Construction Services, reported that 80
percent of the in-house punch list was complete and that electrical and
mechanical inspections had been completed.
Twelve minor items were cited and are currently being corrected. Architects in Partnership (AIP) are scheduled
to conduct their final punch list,
Jeff Buechler, Jail Administrator, reported that construction clean up was continuing, inmate phone system and video visitation system is operational. The facility truck is ready to be picked up pending insurance verification. Copy machines have arrived. Currently working on cost analysis for APHIS machine and working with OLETS to have a terminal put in place.
Buechler introduced Brenda Shance as the Deputy Director of the facility.
Buechler reviewed bid proposals for a small tractor and implements for the facility. Five bids were submitted with the lowest being New Holland Tractors of Tulsa at $16,850.00.
Motion was made by Grossardt and seconded by Giddens to accept the bid by New Holland Tractors of Tulsa for the purchase of a small tractor and implements. Motion carried.
Buechler reviewed bids for the video arraignment
system. Audio Visual Innovations,
Motion was made by Van Hoesen and seconded by Young to purchase video arraignment equipment from Audio Visual Innovations. Motion carried.
Sharon Hall, CEO, Fairfax Medical Facilities (FMF),
presented a proposal to be the healthcare provider for the new facility.
Gary Martin was selected to contact Harold Harris, City
Manager of Newkirk, to discuss what the Contract between the City of
Dusty Birdsong, ACCO, reviewed the insurance packages offered by ACCO with the authority. Ron Stevens, Baskin, Stevens & Freeland, PC, questioned how the workers comp premium was arrived at. Quote was based on payroll projection for July-December 31, 2010. A current budget projection with anticipated payroll would be forwarded to ACCO to determine the workers compensation premium before the policy will take effect. Birdsong informed the board there will be no year end audits and the premium is fixed for the policy year. David Cummings recommended the board accept ACCO as the property insurance and liability and workers compensation carrier for the detention facility.
Motion was made by Gary Martin and seconded by Norris Frederick to accept ACCO as the workers compensation and property/liability coverage carrier, to authorize the chair to sign resolutions to become a member of ACCO, and to authorize chair to pay premiums for the policy with start date for property/liability being August 1, 2010, and the workers compensation start date pending updated budget projection. Motion carried.
David Cummings reviewed with the authority the need to amend the 2010-2011 budget by increasing the line items for insurance coverage based upon the insurance to be purchased from ACCO. The increase will be $22,636 for property/liability and an increase to a total of $57,954 for workers compensation.
Motion was made by Grossardt and seconded by Young to accept the amendment to increase the property/liability portion of the budget by $22,636 and to increase the workers compensation to a total of $57,954. Motion carried.
Discussion regarding cracks in the concrete floor slabs in the new facility. Robinson read a letter from Stan Lewis, AIP, regarding the cracks in the floor. Lewis recommended that the cracks be sealed and burnished.
Motion was made by Martin and seconded by Giddens to accept AIP’s evaluation and recommendation to seal and burnish the cracks. Motion carried.
Motion was made by Grossardt and seconded by Young to
authorize Requisitioning/ Receiving Agents/Inventory Clerks for the
Motion was made by Grossardt and seconded by Van Hoesen to approve the Transfer of Appropriations of the County Sales Tax Fund from Personal Service -$4,200.00 to Travel - $700.00, Overtime - $2,500.00, Maintenance - $1,000.00. Motion carried.
Motion was made by Giddens and seconded by Grossardt to approve overtime pay for five jailers training at the new jail in the amount of $1,902.65. Motion carried.
Motion was made by Young and seconded by Grossardt to approve overtime for Bill Dewey for June and July in the amount of $189.00. Motion carried.
Motion was made by Martin and seconded by
Motion was made by Grossardt and seconded by Van Hoesen to approve the Purchase Order/Travel Claim to Bill Dewey for mileage in the amount of $34.00. Motion carried.
Motion was made by Grossardt and seconded by Young to approve the following requisitions for payment: David Cummings, Attorney Fees and advance expenses for July 2010 - $2,306.10; Don Jones, Consulting fees for July 2010 - $2,300; Baskin, Stevens and Freeland, P.C., accounting fees for June 2010 - $3,760.00/July 2010 - $1,500.00 (corrected from Agenda that read $5,200), Total amount of $5,260.00 (corrected from Agenda that read $9,020); Bruce Robinson, JFA chairman, mileage July 20 – August 4, 2010, 64 miles - $312.00; Jeff Buechler, Jail Administrator, May/June 2010 phone bill - $650.00; Sedalco Construction Services, fees and expenses, Application No. 16, Project No. 0720, in the amount of $495,787.24; City of Newkirk, electric and power adjustment - $8,106.30; City of Newkirk, water - $546.87; AT&T, monthly statement - $450.28; Oklahoma Natural Gas - $160.32; Kay Office Equipment, office equipment (copiers) - $8,325.00; Southwest Business Products, Inc., office supplies - $1,476.73; Oklahoma Correctional Industries, 223.5 hours labor on jail bunks - $6,350.50. Motion carried.
There were no unscheduled public appearances.
There being no other business motion was made by
Approved this 10th day of September, 2010.
Bruce Robinson, Chairman
Secretary, Kay County Justice Facilities Authority