Kay County Justice Facilities Authority

Friday, August 13, 2010

Kay County Courthouse

Newkirk, OK

 

The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30pm, Friday, August 13, 2010, in the Commissioner Court of the Kay County Courthouse in Newkirk, OK.  Notice of the regular meeting was posted for public information on August 12, 2010, at the courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.

 

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 July 12, 2010.  Motion carried.

 

Motion was made by Martin and seconded by Grossardt to approve the special meeting minutes on August 4, 2010.  Motion carried.

 

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 Thursday, August 19, 2010, at 8 a.m.

 

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, Tuesday, August 17, 2010, at 9 am.  Security walk through was scheduled for August 25, 2010 at 9 a.m.

 

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, Tampa, FL came in the lowest of the three bids submitted at $10,698.42.  Kay County District Judges currently use a system such as the system proposed by AVI and no additional training or software would be required to operate the system.

 

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. Newkirk Family Health Center, a division of FMF will be located across the street from the detention facility.  Hall reviewed services offered by FMF and expressed her willingness to partner with the county to develop a healthcare program to service the detention facility.  No action was taken pending review of other proposals.

 

Gary Martin was selected to contact Harold Harris, City Manager of Newkirk, to discuss what the Contract between the City of Newkirk, Oklahoma Municipal Power Authority and the JFA, Addendum to the Power Rate Schedule B Applicable to OMPA Marginal Capacity Charge for Specific Customer entails before any action will be taken on the contract.

 

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 County Sales Tax account.  Motion carried.

 

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 Frederick to approve the Purchase Order/Travel Claim to Jeff Buechler for mileage in the amount of $662.50.  Motion carried.

 

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 Frederick and seconded by Young to adjourn at 4:27 p.m.  Motion carried.

 

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Approved this 10th day of September, 2010.

 

                                                                        ___________________________________

                                                                        Bruce Robinson, Chairman

Attest:

________________________________

Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority

 

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