Kay County Justice Facilities Authority

Regular Meeting

Friday, October 8, 2010

Kay County Detention Center

Newkirk, OK 74647

 

The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular (an error on the agenda for the meeting indicated it was a special meeting) session at 2:30 p.m. Friday, October 8, 2010, in the Sheriff’s Training Room of the Kay County Detention Center in Newkirk, OK.  Notice of the regular meeting was posted for public information on October 7, 2010, at the Courthouse front door, Commissioner’s 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 regular meeting to order.  Those present were as follows:  Trustees- Norris Frederick, Darrel Grossardt, Gary Martin, Jim Stieber, Everette VanHoesen; Steve Kelley, Kay County Undersheriff; David Cummings, JFA  Attorney; Butch Byrd, Sedalco Construction Services; Jeff Buechler, Jail Administrator; Brenda Shance, Detention Center Deputy Director;  Constance Cruz, Detention Center Administrative Assistant; Ron Stevens, Baskin, Stevens & Freeland, P.C.(2:37); Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Holly Beck, Deputy County Clerk.  Carl Giddens, Laile Wilson, and Wes Young – Trustees, absent.  Don Jones, Jail Consultant, absent.  See sign-in sheet.

 

Motion was made by Gary Martin and seconded by Everette VanHoesen approving special meeting minutes from September 24, 2010.  Motion carried.

 

Sheriff reported that the process of turning the current jail operations over to the JFA has begun and was moving along smoothly.  The inmate count was at 130 with 30 DOC prisoners.

 

No discussion was made by Don Jones and/or Stan Lewis/Matt Groves, Architects in Partnership regarding site plans, design, construction, utilities, cost or utilization of the new jail facility.

 

Butch Byrd, Sedalco Construction Services, stated that they were currently helping Jeff Buechler, Jail Administrator in getting familiar with the facility.

 

Jeff Buechler, Jail Administrator, said that they were currently finalizing and testing all operations of the facility: including water, electronics and locks.  All systems are working well.  Currently have two officers, Tony Evans and Charlie Berry, accepted for CLEET training and will start the academy in November.  Brenda Shance is scheduled to attend class October 24.  There are 3 positions left to be filled and will do so next week.  Received first of the two cars ordered and expecting delivery of the second next Thursday.  Have received several shipments of equipment for inmates including restraints.  Jim Stieber inquired when the vans would be received.  Constance Cruz said they were expected mid-month.  David Cummings asked if the vans had to be marked.  Buechler will check to make sure of compliance with current regulations regarding transport vehicles.  Bruce Robinson asked if vehicles could be equipped locally.  Steve Kelley indicated that the sheriff’s office currently uses a local business for lettering and light installation.

 

Motion was made by Gary Martin and seconded by Darrel Grossardt to approve travel claim submitted by Jeff Buechler in the amount of $444.00.  Motion carried.

 

Ron Stevens, Baskin, Steven and Freeland, P.C., presented the monthly financial report.  He reviewed the Statement of Net Assets noting the balances as of September 30, 2010 as follows:  Eastman National Bank, Revenue and Debt Service Account at approximately 1.9 million, BOK Construction account at 926,000.    Stevens indicated net income YTD from sales tax collections was $574,372.65 which was better than expected.  Stevens indicated that the budget will be incorporated next month.

 

David Cummings discussed the income generated by the current jail should be allocated to the authority to offset current expenses.    Sheriff VanHoesen explained that income consists of booking fees, DOC inmate fees, commissary fees and some income must be spent according to statutory regulations.   Cummings suggested the board resolve to seek from the sheriff October income from jail operations to offset October expense paid by the JFA and the financial consultant be directed to develop a system to put that in place.

 

Motion was made by Darrel Grossardt and seconded by Norris Frederick that the board resolves to seek from the sheriff October income from jail operations to offset October expenses paid by the JFA and the financial consultant be directed to develop a system to put that into place.  Motion carried.

 

Cummings suggested that the JFA restate the motion approved at the meeting September 24, 2010 to say the JFA will pay from the County Sales Tax Account, inmate food, medical services and inmate related expenses starting October 1, 2010.

 

Motion was made by Everette VanHoesen and seconded by Gary Martin approving the JFA to pay from the County Sales Tax Account for inmate food, medical services and inmate related expenses starting October 1, 2010.  Motion carried.

 

Jeff Buechler discussed the need for Jail management software and explained that after much research and comparison of systems currently being used by other facilities he recommends purchasing SOMS system software.  Brenda Shance reviewed the SOMS proposal in detail explaining costs for additional costs for add-ons and technical support issues. 

 

Motion was made by Darrel Grossardt and seconded by Norris Frederick to purchase SOMS Jail Management Software in the amount of $10,500 to use as the operating system for the jail.  Motion carried.

 

Jeff Buechler explained that there are not currently any counter intercoms located at the reception desk or the dispatch area and the need for them to communicate through.  Buechler also said that inmate restraint chairs are needed to restrain inmates.

 

Motion was made by Gary Martin and seconded by Jim Stieber to approve the purchase of two way counter intercoms to be located at the reception area and dispatch in the amount of $2243.18 and the purchase of two inmate restraint chairs in the amount of $3,160.00.  Motion carried.

 

Motion was made Darrel Grossardt and seconded by Jim Stieber to approve funding of Sheriff’s office employee, Bill Dewey, from October 1 to November 30, 2010 for salary and benefits in the amount of $7,187.00.  Motion carried.

 

Motion was made by Norris Frederick and seconded by Darrel Grossardt to approve the following requisitions for payment:  David Cummings, $4,486.61 attorney fees for September 2010; Don Jones, $2,300.00 consulting fees for September 2010; Baskin, Stevens, and Freeland, P.C., $1,712.50 accounting fees for September 2010; County Sales Tax - $650,000, $350,000 to personal service and $300,000 to maintenance and operations, to assume funding of jail operations on October 1, 2010; AT&T phone bill, $450.28  for August and $450.28 for September 2010 in the amount of $900.56                (individual monthly amounts were incorrect on agenda); City of Newkirk - $509.28 water bill; City of Newkirk - $7,354.65 utility bill for electric and power adjustment; Digital Warehouse - $41,799.00 for facility computer network system; Digital Warehouse - $858.00 Dell S300 Projector; Digital Warehouse - $74.00 92” projector screen; Digital Warehouse - $19,000.00 annual cost Information Technology service; Ponca City News- $137.95 employment and legal ads; Sheriff’s office - $7,187.00 salary and benefits for Bill Dewey for two months.  Motion carried.

 

There were no unscheduled public appearances.

 

Motion to adjourn at 3:22 was made by Everette VanHoesen and seconded by Darrel Grossardt.  Motion carried.

 

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Approved this 22nd day of October, 2010.

 

                                                                        ____________________________________

                                                                        Bruce Robinson, Chairman

 

Attest:

 

 

___________________________

Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority