Kay County Justice Facilities Authority
Friday, September 24, 2010
Kay County Detention Center
The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 2:30 p.m. Friday, September 24, 2010, in the Sheriff’s Training Room of the Kay County Detention Center in Newkirk, OK. Notice of the special meeting was posted for public information on September 22, 2010, at the Courthouse front door, Commissioner Court, basement handicapped entrance of the Kay County Courthouse, Kay County Detention Center front door and Sheriff’s Training Room door, in Newkirk, Oklahoma.
Chairman Bruce Robinson called the special session meeting to order. Those present were as follows: Trustees – Carl Giddens (2:45 p.m.); 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, Butch Byrd, Sedalco Construction Services; Jeff Buechler, JFA Jail Administrator; Brenda Shance, JFA Deputy Director; Steve Kelley, Kay County Undersheriff; Bill Williams and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk. Norris Frederick, Trustee, absent. See sign-in sheet.
Motion was made by Darrel Grossardt and seconded by Everette Van Hoesen approving regular meeting minutes of September 10, 2010. Motion carried.
No discussion was made by Ron Stevens, Baskin Stevens & Freeland, P.C. regarding financial matters and reports.
Everette Van Hoesen mentioned the inmate count was up and deputies are making trips to the Department of Corrections.
Don Jones, Jail Consultant, reported things at the new jail are on track.
Butch Bryd, Sedalco Construction Services, discussed progress as follows on the new jail: Lighting control system; data wiring in telephone room; moving a drain; patching mason; security electronics; faulty power supply on electronics side (not a security issue).
Jeff Buechler, Jail Administrator, said he has been working on the T-1 line in Judge Stout’s courtroom for video arraignment. Buechler said the phones are working and AT&T will take care of the matter.
Brandt Bertrand, Digital Warehouse, discussed basic information regarding the computer network system. He suggested on a facility with 200 inmates using two servers, one being used for backup and one as a separate storage device. Bertrand said the system will have 14 desktops and noted with a system like this, stations may be added as needed for many years. He answered questions from Trustees.
Motion was made by Gary Martin and seconded by Wes Young approving Digital Warehouse bid for $43,399.00 on the computer network system. Motion carried.
Mr. Bertrand discussed the issue of acquiring an Information Technology (IT) person. He said he would recommend an IT person on site but financially it may not be affordable. Bertrand said Digital Warehouse has engineers that handle technical problems remotely; it would be a service contract with Digital Warehouse. He said training is provided as well. Bertrand said the cost is $19,000 per year and that cost would be guaranteed for a three year period, after three years the company would re-evaluate.
Motion was made by Darrel Grossardt and seconded by Jim Stieber approving employing Digital Warehouse’s Information Technology engineers on a service contract for one year at $19,000. Motion carried.
Brandt Bertrand, Digital Warehouse, discussed a Dell S300 Projector and Project Screen, noting mounting these projectors was included in the price. Brenda Shance said this equipment would be utilized in the training room.
Motion was made by Wes Young and seconded by Carl Giddens approving purchase of a Dell S300 Project-$858.00 and a 92” Projector Screen-$74.00. Motion carried.
Motion was made by Everette Van Hoesen and seconded by Darrel Grossardt approving purchasing uniforms for employees in the new facility, 37 jackets-$2,220.00, 200 pairs of pants-$3,000.00, and 200 polo shirts-$2,000.00. Motion carried.
Gary Martin said the JFA is making plans for the Grand Opening but plans have not been finalized. He said there will be speakers and a flag raising ceremony for the event to be held on Friday, October 15, 2010, at 10 a.m.
Don Jones, Jail Consultant, said three proposals were received for the inmate medical services provider for the new jail. Jones recommended HPL Health Professionals Ltd and discussed coverage and service provided. Sheriff Van Hoesen said he has used them for the past six years and has been pleased with their services.
Motion was made by Everette Van Hoesen and seconded by Carl Giddens approving a contract for inmate medical services provider for the new jail HPL Health Professionals Ltd. Motion carried.
Motion was made by Everette Van Hoesen and seconded by Carl Giddens approving beginning October 1, 2010, the JFA will reimburse the Sheriff’s office for inmate food, medical services, and inmate related expenses. Motion carried.
Motion was made by Everette Van Hoesen and seconded by Jim Stieber approving transferring operating and salary funds to the County Sales Tax Account to assume funding of jail operations on October 1, 2010. Approving transferring $300,000.00 to County Sales Tax Account Maintenance & Operations and $350,000.00 to County Sales Tax Account Personal Services with remaining funds to be transferred January 2011. Motion carried.
Motion was made by Darrel Grossardt and seconded by Everette Van Hoesen approving purchasing the following equipment for the new jail noting all items but the inmate hygiene item being paid from the Bank of Oklahoma account and the hygiene item being paid from the Eastman National Bank account: Janitorial items-Grimsleys Inc. Stillwater-$8,328.97; Maint. items and furnishings-Global Industries Buford, GA-$2,976.99; Inmate clothing/bedding- Bob Barker Co. Inc.-$14,272.28; Kitchen equipment/items-Cooks Correctional Warrenville, Il-$18,027.41; Evacuation/smoke respirators-Lone Star Safety Dallas-$4,353.75; Inmate hygiene items-Bob Barker Inc.-$5,952.21; Inmate mattresses & benches-Oklahoma Correctional Industries-$10,403.01. Don Jones said he received at least three quotes on all above items and picked the lowest bid on each. Jones briefly went over quotes received. Motion carried.
Motion was made by Carl Giddens and seconded by Wes Young approving the Amended Public Notice of regular meeting dates for Calendar Year 2010, noting the location of meetings October through December 2010 will be in the Kay County Detention Center in the Sheriff’s Training Room, 1000 West Dry Road, Newkirk, OK. Special meetings: October 22, 2010; November 29, 2010; December 27, 2010. Motion carried.
Motion was made by Darrel Grossardt and seconded by Jim Stieber approving the following Requisitions submitted for payment: ACCO Self Insurance, Workers’ Compensation Insurance-$37,639.00 (Payment Option One), coverage from September 21, 2010 through June 30, 2011; Sedalco Construction Services, fees and expenses, Application No. 17, Project No. 0720, in the amount of $468,786.02 (adjusted retainage) previous amount not approved for payment was $518,786.02; Brenda Shance, Deputy Director-$53.25, reimbursement for HP 4580 Printer Purchase; Audio Visual Innovations, Invoice 608056-$107.56, video arraignment equipment; Audio Visual Innovations, Invoice 608972-$1,593.75, 65” monitor plus shipping & handling; Audio Visual Innovations, Invoice 608444-$9,165.20; Ponca City News-$31.39, publishing bids; Stillwater NewsPress-$37.93, publishing bids; Oklahoma Correctional Industries, Invoice No. 26375-$8,905.91; Grimsleys Inc. Stillwater-$8,328.97, janitorial items; Global Industries Buford, GA-$2,976.99, maint. Items & furnishings; k. Bob Barker Co. Inc.-$14,272.28, inmate clothing/bedding; Cooks Correctional Warrenville, Il-$18,027.41, kitchen equipment/items; Lone Star Safety Dallas-$4,353.75-evacuation/smoke respirators; Bob Barker Inc.-$5,952.21, inmate hygiene items; Oklahoma Correctional Industries-$10,403.01, inmate mattresses & benches. Motion carried.
There were no unscheduled public appearances.
Motion was made by Laile Wilson and seconded by Gary Martin to adjourn at 3:45 p.m. Motion carried.
Approved this 8th day of October, 2010.
Bruce Robinson, Chairman
Tammy Reese, Kay
Secretary, Kay County Justice Facilities Authority