Kay County Justice Facilities Authority
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.
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
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
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
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
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
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 was made by Everette VanHoesen and seconded by Darrel Grossardt. Motion carried.
Approved this 22nd day of October, 2010.
Bruce Robinson, Chairman
Tammy Reese, Kay
Secretary, Kay County Justice Facilities Authority