Kay County Justice Facilities Authority

Friday, May 29, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 3:00 p.m., Friday, May 29, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the special meeting was posted for public information on May 27, 2009, at the Courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Chairman Bruce Robinson called the special meeting to order.  Those present were as follows:  Trustees – Carl Giddens; Norris Frederick; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; JFA Attorney David Cummings; Butch Bryd, Sedalco Construction Services; Matt Graves, Architect in Partnership (AIP); Sharon Rowen, Ponca City News; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary.  Trustees Darrel Grossardt and Jim Stieber were absent.


Motion was made by Everette Van Hoesen and seconded by Wes Young approving special meeting minutes of May 15, 2009.  Motion carried.


Motion was made by Van Hoesen and seconded by Young approving regular meeting minutes of May 15, 2009.  Motion carried.


Attorney David Cummings discussed with the Board the Service Agreement between the JFA Board and Baskins, Stevens, & Freeland; Cummings said the letter of agreement outlines what is expected.  Cummings said a meeting will be held on Wednesday, June 3rd, in the Commissioners Court Room with the Accounting Firm and Trustees-Bruce Robinson, Carl Giddens, Darrel Grossardt, Kay County Commissioner Steve Austin, Kay County Clerk Tammy Reese, Don Jones and Tom Smith-Eastman National Bank.


Bruce Robinson noted the Emergency Meeting held by the Kay County Commissioners on Thursday, May 28, 2009; he said the meeting was held in order to start the process to repair air conditioner chiller unit in the Kay County Jail and to request funding from the JFA for the cost.  Undersheriff  Steve Kelley said the unit went down and the jail was without air conditioning; Kelley said initially they thought the cost to repair was going to be around $12,000-$15,000.  But, Stolhand Heating & Air Conditioning quoted them a cost of $2,051.34 to furnish material and labor for this job.


Norris Frederick suggested to Kelley to have Stolhand’s check the entire system.


Undersheriff Kelley introduced the jail’s new maintenance employee, William Dewey.


Butch Bryd, Sedalco, gave a report on the work currently happening at the new jail site.  Bryd said the geothermal wells for heating and cooling were in the process of being put place, the underground plumbing was complete, and the reinforced steel is on site and they have an electrician on site.  Byrd said when the construction crew started drilling for the geothermal wells and hit water; he added the contractor has agreed to drill a hole at no charge so a water well may be installed on site.  Bryd noted the water will be used for work on the site.


Attorney David Cummings brought up the Application and Certificate for Payment prepared by AIP and discussed a procedure to follow in the future so authority members and others could review invoices before approving them in meeting.


Matt Graves, AIP, explained the format of the invoice and how it is verified.


Butch Bryd, Sedalco, told the Trustees that he is very pleased with Wells Plumbing, concrete slab will be poured on June 15th, discussed the distribution of the top soil and the use of the water well.


Motion was made by Young and seconded by Giddens approving request by County Commissioners to reimburse sheriff for maintenance/repairs to current Kay County jail facility paid in the amount of $13,656.49 for payment made to Houser Hardware-$552.00-water valves; Travis Voice & Data-$1050.00-security cameras; Johnson Controls-$11,569.49-heating/air repairs; Montgomery Plumbing-$485.00-repair leaks in jail.  Motion carried.


Motion was made by Giddens and seconded by Young approving the following Requisitions submitted for payment:  Sedalco fees and expenses to date, in the amount of $377,965.10.  Motion carried.


There being no other business, motion was made by Van Hoesen and seconded by Giddens to adjourn at 3:35 p.m.  Motion carried.



Approved this 17th day of June, 2009.


                                                                             Bruce Robinson, Chairman




Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority