Kay County Justice Facilities Authority

Special Meeting

Friday, October 22, 2010

Kay County Detention Center

Newkirk, OK


The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 2:30 p.m. Friday, October 22, 2010, at the Kay County Detention Center in Newkirk, OK.  Notice of the special meeting was posted for public information on October 20, 2010, at the Courthouse front door, Commissioner Court, basement handicapped entrance of the Kay County Courthouse, Kay County Detention Center front door, in Newkirk, Oklahoma.


Chairman Bruce Robinson called the special session meeting to order.  Those present were as follows:  Trustees – Carl Giddens; Darrel Grossardt; Gary Martin; Kay County Sheriff Everette Van Hoesen; Kay County Commissioner Laile Wilson; Wes Young; Don Jones, JFA Jail Consultant; David Cummings, JFA Attorney, Steve Kelley, Kay County Undersheriff; Butch Byrd, Sedalco Construction Services; Jeff Buechler, JFA Jail Administrator; Connie Cruz, Detention Center Administrative Assistant; Bill and Claude Williams, Taxpayers for Transparency; Patsy Leyva, Deputy Kay County Clerk.  Norris Frederick, Trustee and Jim Stieber, Trustee, absent. (See sign-in sheet)


Motion was made by Darryl Grossardt and seconded by Wes Young approving regular meeting minutes from October 8, 2010 and special meeting minutes from October 15, 2010.  Motion carried.


Butch Byrd, Sedalco Construction Services, stated that he was in the process of preparing pricing of IT enhancements (additional outlets, etc) and working with Jeff Buechler, Jail Administrator on operations and the pedestal on the gate had been repaired.


Jeff Buechler, Jail Administrator, said that were currently testing, phone line operations, kitchen did a test run on Wednesday that went very well.  Still receiving materials and working on inventory of items being received.  As of October 1, 2010 the Justice Facility Authority has taken over all operations, funding of personnel and labor of the old jail facility and effective November 1, 2010 will take over food preparation for the old jail as well.  Phone system is operational.  David Cummings said that the ACCO Insurance from the old jail should cover the new facility as to liability, but that Jeff needed to get operations procedure in effect for the old jail.  Jeff said that he, Brenda Shance and Tony Evans were splitting the time spent in the old jail.  Don Jones asked that David Cummings to get in writing on the JFA take over of the old jail, dates, time, etc.


Motion was made by Wes Young and seconded by Darryl Grossardt to accept PSS Sales of Tulsa for purchase new jail medical room equipment in the amount of $5,342.16.  Motion carried.


Motion was made by Everette Van Hoesen and seconded by Darryl Grossardt to go out for bid for new jail metal storage building, bid closing date being November 11, 2010. Motion carried.


Motion was made by Carl Giddens and seconded by Gary Martin to open two accounts with Eastman National Bank, the first the Inmate Trust fund: being moneys brought to prisoners for their use (this basically mirrors what is done now in the old jail) appointing Jeff Buechler, Melissa Spruiell, Brenda Shance and Connie Cruz as authorized signatures, requiring only one signature to disperse funds and the second the New Jail Revenue Account which is moneys collected by the jail, appointing Jeff Buechler and Chairman and Vice Chairman of Justice Facility as authorized signatures.  Motion carried


Motion made by Wes Young and seconded by Everette Van Hoesen approving the purchase from M&M Micro Systems in the amount of $1,500.00 for booking software.  Motion carried.


Motion was made by Darryl Grossardt and seconded by Carl Giddens to approve the following requisitions for payment:  Oklahoma Natural Gas, $178.89, gas bill; AT&T, $791.92, phone bill; Humane Restraint, $600.00, 15 leather belts; Global Equipment, $348.64, 2 folding aluminum dollies; Bob Barker, $542.70, hygiene products; Bob Barker, $5,398.05, uniforms; Grimsley’s Inc, $167.76, cleaning supplies; Farha Wholesale, $179.40, cleaning supplies; Farha Wholesale, $701.28, cleaning supplies; Farha Wholesale, $107.88, cleaning supplies; American Legion Post 13, $60.00, American flag; Guthrie News Leader, $144.00, September ad for maintenance position; M&M Micro Systems, $1,500.00, interface; Digital Warehouse, $1,600.00, installation fee; M&M Micro Systems, $10,500.00, jail management software license fee/annual support/iButtons; Pemberton Chevrolet, $42,162.00, two 2011 impala sedans.  Motion carried.


There were no unscheduled public appearances.


Motion was made to adjourn at 3:10 p.m. by Everette Van Hoesen and seconded by Wes Young.  Motion carried




Approved this 17th day of November, 2010.



                                                                        Bruce Robinson, JFA Chairman




Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority