Kay County Justice Facilities Authority

Friday, September 10, 2010

Kay County Courthouse

Newkirk, OK


The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30pm, Friday, September 10, 2010, in the Commissioner Court of the Kay County Courthouse in Newkirk, OK.  Notice of the regular meeting was posted for public information on September 9, 2010, at the courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Vice-Chairman Carl Giddens called the meeting to order.  Those present were as follows:  Trustees:  Norris Frederick; Darrel Grossardt; Gary Martin (2:35 p.m.); Jim Stieber; Laile Wilson, Kay County Commissioner; Wes Young; JFA Attorney David Cummings, Don Jones, Jail Consultant; Ron Stevens, Baskin, Stevens & Freeland, P.C.; Steve Kelley, Kay County Undersheriff; Jeff Buechler, Jail Administrator; Brenda Shance, Deputy Director; Harold Harris, City of Newkirk; Dave Osborn, Oklahoma Municipal Power Authority (OMPA); Butch Byrd, Sedalco Construction Services; Brian Hermanson; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk.  Chairman Bruce Robinson and Everette Van Hoesen, Kay County Sheriff, absent.


Motion was made by Grossardt and seconded by Wilson approving the regular meeting minutes of August 13, 2010.  Motion carried.


A thorough presentation was given by Brandt Bertrand, Digital Warehouse, regarding software and hardware for the new jail facility.  Mr. Bertrand mentioned the company has direct relationships with Tulsa and Oklahoma Counties.  He handed out booklets concerning the network infrastructure and gave an in-depth explanation of the systems characteristics.  The booklet also contained quotes on the costs.  Questions followed with Mr. Bertrand answering.


Ron Stevens, Baskin, Stevens & Freeland, P.C., presented the monthly financial report.  He went over the Cash Activity Report noting the year to date ending balances for August 31, 2010, as follows:  Eastman National Bank (ENB)-Revenue Account-$1,614,939; ENB-Debt Service Account-$238,049; Bank of Oklahoma (BOK)-Construction Account-$1,471.469.  Stevens mentioned the increase in the County Sales Tax September collections.  He also presented an Account Summary Report and Appropriation Ledger generated by the County Clerk’s office.


Kay County Undersheriff Steve Kelley reported the daily inmate count showing 131.  Kelley said five were taken to Department of Corrections this morning.  He said the department was down three employees and Jeff Buechler, Jail Administrator, sent three from the new facility to assist. 


No discussion was made by Don Jones and/or Stan Lewis/Matt Groves, Architects in Partnership (AIP), regarding site plans, design, construction, utilities, costs and utilization of new jail facility.  Discussion related to Don Jones/Stan Lewis presentation of new jail facility.


Butch Byrd, Sedalco Construction Services, said final stages are in process with minor changes being made in Sheriff’s office.  He mentioned additional telephone and data were being added for Jeff Buechler, converting armory into an office, and landscaping still in progression.  Other topics mentioned:  lighting system, control system, time line on when Sedalco’s trailer will move off site, flooring and training. 


Bryd noted the operation and maintenance manuals are ready and he will coordinate through Jeff Buechler.  He said Architects in Partnership (AIP) will need to review.  Bryd said these manuals are critical and need to be kept in a secure place and suggested keeping one offsite.  He noted Sedalco and AIP would also need to keep a copy.


Bryd said the contingency refund would depend on whether or not the JFA elects Sedalco to build a metal building.


Jail Administrator Jeff Buechler noted the new pickup was in and radios should be in Monday.  He mentioned new hires and training and said he had five positions to fill.


There was no discussion made regarding publishing a grand opening press release.


Brenda Shance, Deputy Director, discussed the Offender Data Information System (ODIS).  She said it is a state records system product that more and more agencies are switching to.  Shance said 135 agencies across the state are on it with 49 of the 77 sheriff offices, three county detention facilities and 81 police departments, including Blackwell, Newkirk and Tonkawa.  She went over the features and pricing of the system noting the total cost for the first year as $7,445.00.


Jeff Buechler, Jail Administrator, said there is a three year warranty on the hardware and OSBI/ODIS provides user support.  He also mentioned the District Attorney’s (DA) office is currently not utilizing.


JFA Attorney David Cummings said we need a written proposal from ODIS.


Brian Hermanson, candidate for District Attorney, said he would like the District Attorney be included in the proposal so DA would be available to use as well.


More discussion transpired.


Motion was made by Grossardt and seconded by Stieber authorizing Brenda Shance, Deputy Director, to get a written proposal by ODIS.  David Cummings said there is not enough information at this time, needs to be more specific.  Motion carried.


Buechler explained the live scan fingerprinting machine noting it is recommended by OSBI.  He said upon approval it could be in place in two weeks with same day service.

Buechler noted it was the lowest cost of the three bids received.


Ron Stevens, Accountant, said this item was included in the FF&E Budget and the cost is half the amount it was budgeted for.


Motion was made by Wes Young and seconded by Grossardt to accept the lowest bidder, Identification Systems & Technology, in the amount of $29,452.00, for the live scan fingerprinting machine.  Motion carried.


Motion was made by Grossardt and seconded by Stieber approving August 2010 travel for Jeff Buechler, Jail Administrator, in the amount of $436.50.  Motion carried.


Grossardt and Robinson, in their search for a riding lawn mower, spoke with five different providers.  Grossardt said in their research they were even told how the mowers were built.  Grossardt said he would like to recommend the Bad Boy Mower from Hayes Equipment with in-house maintenance.


Motion was made by Stieber and seconded by Martin to purchase the Bad Boy Mower from Hayes Equipment in the amount of $4,599.00.  Motion carried.


Grossardt also searched and researched for yard maintenance equipment, leaf blower and string trimmer, recommending Echo brand blower and trimmer SRM 230 at a cost of $259.99 and $199.99 each.


Motion was made by Stieber and seconded by Grossardt to purchase one each from Brandts, Echo brand blower and trimmer.  It was mentioned this equipment should not leave the property.  Motion carried.


Discussion was made regarding purchasing a maintenance building, the size, type of building, flooring type, electricity, usage of building, location and funding.  It was decided to form a sub-committee to figure out details.


Motion was made by Young and seconded by Martin to form a sub-committee consisting of Jim Stieber, Darrel Grossardt, Carl Giddens and Bruce Robinson.  Motion carried.


Motion was made by Grossardt and seconded by Stieber to procure two credit cards (one account), one for Buechler and one for Brenda Shance, with a maximum per spending $2000 per purchase with a limit on the account (both cards) of $5000.00.  David Cummings noted cannot spend outside the budget.  Motion carried.


Buechler told the authority Bill Dewey returned unexpended funds to him in the form of debit cards and cash in the amount of $41.00.  Buechler gave cards and cash to County Clerk and Reese deposited cash in the Eastman Bank account. 


Motion was made by Martin and seconded by Stieber to assign the unused cards to Jeff Buechler for use.  Motion carried.


Carl Giddens mentioned amending the regular meeting schedule and adding meetings the fourth Friday of September through December 2010.


Motion was made by Grossardt and seconded by Stieber to amend the regular meeting schedule adding meeting the fourth Friday of September through December 2010, same time and place.  Motion carried.


Open house for the new jail facility was discussed talking about many topics:  dates for general public and elected officers, announcements, state leaders, guests spending the night and receiving orange jumpsuits, dinner, breakfast, and costs involved.


It was decided to form a committee to work out details.  Committee formed:  Don Jones, Jail Consultant; Carl Giddens; Gary Martin; Connie Cruz; Wes Young and David Cummings.


Ron Stevens, JFA Accountant, discussed the amended budget for the current fiscal year.  Stevens reported the Proposed Debt Service Budget and the Proposed Capital Budget showing line items of projected sales tax revenue, note payments, capital expenditures and remaining balance after budgeted expenditures.


Motion was made by Grossardt and seconded by Young to adopt the amended budget as presented by Stevens.  Motion carried.


Harold Harris, City of Newkirk, talked about provisions in the Oklahoma Municipal Power Authority (OMPA) contract.


Dave Osborn, OMPA, explained the rebates, three party agreement, bill and peak demands, rebates on demand and how it is calculated and said it would decline every year as an incentive.


Motion was made by Laile Wilson and seconded by Gary Martin to approve and authorize Vice-Chairman Carl Giddens to sign Oklahoma Municipal Power Authority (OMPA) Industrial, Governmental and Educational Development Rate (IGEDR) Addendum to the Power Sales Rate Schedule B Applicable to OMPA Marginal Capacity Charge for Specific Customer (effective February 12, 2009).  Motion carried.


Don Jones discussed the need for the jail restraints and riot equipment in case of evacuating the facility.


Motion was made by Stieber and seconded by Grossardt approving purchasing jail restraints and riot equipment in the amount of $25,879.70.  Motion carried.


Motion was made by Grossardt and seconded by Norris Frederick approving the following Requisitions submitted for payment with the exception of paying Sedalco. 


David Cummings discussed and explained the retainage amount that Sedalco is responsible for.


Butch Bryd, Sedalco, discussed the substantial and final completion of balance of payment. 


Gary Martin suggested speaking to AIP for guidance on this decision.


Payments approved: David Cummings, Attorney fees and advance expenses for August, 2010, in the amount of $6,526.16; Don Jones, Consulting fees for August 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for August 2010-$1,850.00; Sheriff General Fund-$21,507.00, $2.00 per hour increase for 16 jailers for July, August & September 2010; City of Newkirk-$9,058.11, utility bill for electric and power adjustment; City of Newkirk-$469.98, water; Oklahoma Natural Gas-$144.19; Oklahoma Correctional Industries (OCI)-Five (5) Invoices: Inv. #’s 25982-$8,677.54; 25927-$1,702.80; 25903-$5,488.51; 25858-$3,175.25; 25995-$27,622.33-Totaling $46,666.43, furniture & fixtures; Tulsa New Holland-$17,150.00, for tractor with loader, bush hog box blade & cutter, plus delivery; ACCO Insurance, Invoice 018044-$91,446.00; GT Distributors, Inc., jail restraints and riot equipment-$25,879.70; Identification Systems & Technology-$29,452.00, for a live scan machine.  Not approved:  Sedalco Construction Services, fees and expenses, Application No. 17, Project No. 0720, in the amount of $518,786.02.  Motion carried.


There were no unscheduled public appearances.


There being no other business Motion was made by Wilson and seconded by Grossardt to adjourn at 4:48 p.m.  Motion carried.




Approved this 24th day of September, 2010.


                                                                        Bruce Robinson, Chairman



Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority