Kay County Justice Facilities Authority

Regular Meeting

Friday, December 10, 2010

Kay County Detention Center

Newkirk, OK 74647

 

The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m. Friday, December 10, 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 December 9, 2010, at the Courthouse front door and 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- Carl Giddens; Darrel Grossardt, Gary Martin, Jim Stieber, Everette Van Hoesen; Wes Young; Don Jones, Jail Consultant; David Cummings, JFA  Attorney; Ron Stevens, Baskin Stevens & Freeland, P.C.; Butch Byrd, Sedalco Construction Services;  Constance Cruz, Detention Center Administrative Assistant; Steve Austin, Kay County Commissioner; John Cooper, Tonkawa Tribe; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary.  Trustees Norris Frederick, Jim Stieber, Laile Wilson, absent.  See sign-in sheet.

 

Motion was made by Carl Giddens and seconded by Wes Young approving special meeting minutes from November 29, 2010.  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 November 30, 2010, and stating some of expenses have been less than projected.  He presented a Statement of Activities for the One Month and Five Months ending November 30, 2010, Jail Project Preliminary FF&E Budget updated as of September 9, 2010 and an Updated Sales Tax Projections FYE June 30, 2011 as of December 10, 2010. 

 

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:  Jones said the JFA is ready to sign the Certificate of Substantial Completion excluding the Security Electronics and that basically everything is ready to go. 

 

Butch Byrd, Sedalco Construction Services reported the following:  Additional cooling unit was installed and completed; letters on the outside of the building signifying “Sheriff Department” will go west of current sign; correction to address on outside of building will be made; additional (30) keys will be made for food passes at no cost to JFA; pole mount for camera next week; replacement regarding DVR; on-site security testing with Sierra; 99.99 percent complete.

 

Don Jones, Jail Consultant, spoke in Jail Director Jeff Buechler’s absence regarding the Jail Report.  Jones said he has been working closely with Jeff Buechler this week in order to finalize.  He said there are still items to take care of but felt a lot of progress was made this past week.  Jones mentioned the jail is hampered on delivery of supplies, mower is in, medical equipment will be in next week and familiarizing current jail staff with the new facility.

 

Jones discussed the prisoner who was booked in by the Sheriff’s Department.  The prisoner appeared to be under the influence at the time of his arrest and the next morning was found unresponsive.  Jones said detention officers performed CPR and paramedics from Newkirk were called to the jail; Jones noted all procedural contacts were made.

 

JFA Attorney David Cummings mentioned the claim filed by William Dewey.  Cummings said Dewey filed a claim with the Equal Employment Opportunity Center (EEOC) against the JFA and the EEOC has dismissed this case.  The EEOC said from the information they were given it appeared there were no violations of the statutes being misrepresented.

 

David Cummings said William Dewey could still pursue with his claim.

 

Motion was made by Gary Martin and seconded by Carl Giddens approving and authorizing Chairman Bruce Robinson to sign Certificate of Substantial Completion, Project Kay County Jail, Project Number 0720, with Security Electronics being excluded. 

Motion carried.

 

Motion was made by Wes Young and seconded by Darrel Grossardt approving 2011 Schedule for Regular Meetings of the Kay County Justice Facilities Authority.  Motion carried.

 

Motion was made by Everette Van Hoesen and seconded by Gary Martin to accept and authorize Chairman Bruce Robinson to sign Detention Agreement with the Tonkawa Tribe for housing of Indian detainees, fees, transportation, medical services, release and other matters related to such detention.  JFA Attorney David Cummings said he met with Chief John Cooper, Tonkawa Tribal Police Department, and together they worked out details of the agreement.  Cummings went over specifics of the agreement with authority members.

 

Motion was made by Wes Young and seconded by Darrel Grossardt awarding Southwest Paper (best of three bids) for kitchen, laundry and janitorial supplies.  Connie McAbee-Cruz said Southwest Paper offered best price, service, will maintain and non-contractual.  Motion carried.

 

Motion was made by Everette Van Hoesen and seconded by Gary Martin awarding Farha Wholesale (best of three bids) for vending machines and paper products.  Motion carried.

 

Motion was made by Darrel Grossardt and seconded by Everette Van Hoesen awarding Ultimate Pest Control (best of four bids) for pest control.  Motion carried.

 

Motion was made by Carl Giddens and seconded by Wes Young awarding Hembree, Hodgson Construction, LLC to build maintenance building at new facility, in the amount of $81,776.00.  Darrel Grossardt said it will be 40 x 60 in size; he gave detailed information regarding construction features and noted specific construction changes, such as roof pitch.  Chairman Robinson told authority he wanted Commissioner Steve Austin involved in location of this building.  Motion carried.

 

Motion was made by Everette Van Hoesen and seconded by Gary Martin approving transferring from the Eastman National Bank Account to the Sheriff Account salary for Bill Dewey retroactive back to December 1, 2010, for salary and benefits in the amount of $6,802.00, amount not to include or allow for any overtime payments.  Motion carried.

 

Motion was made by Darrel Grossardt and seconded by Carl Giddens approving amending the existing jail salary budget to include jail staff overtime payments for new jail training-$18,858.00; additional coverage after opening-$13,416.00, Totaling-$32,274.00.  Jail Consultant Don Jones said the first amount is for pre-occupancy and the second amount is after occupancy, all positions four hours per week, overtime, includes benefits and would cover holiday pay, prisoner transports, etc.  Motion carried.

 

Motion was made by Everette Van Hoesen and seconded by Wes Young approving and authorizing Chairman Robinson signing the Business Associate Agreement and an Agreement for Inmate Health Care Services with Health Professionals, LTD. to provide health care services to detainees of the jail, at a base annual fee of $200,059.40.  Consultant Jones went over each Agreement and explained the base price, methods of treatments, medical services provided, medical equipment, prescription drugs, supplies, type of coverage provided, etc.  Motion carried.

 

Motion was made by Darrel Grossardt and seconded by Carl Giddens approving reimbursing Kay County Deputy Sheriff’s overtime - overtime amount involved in assisting prisoners with move to new facility.  Amount not to exceed $2,695.00.  Motion carried.

 

Motion was made by Carl Giddens and Wes Young approving purchase of inmate items, towels, ID bands and mirrors from Bob Barker in the amount of $3,296.78.  Motion carried.

 

Motion was made by Darrel Grossardt and seconded by Carl Giddens to approve the following requisitions for payment:  David Cummings, attorney fees and advance expenses for November 2010-$5,688.57; Don Jones, consulting fees for November 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for November 2010-$2,443.75; Oklahoma Correctional Institution (OCI), facility furniture and fixtures-$31,294.15; Sheriff’s Account, Bill Dewey salary and benefits-$6,802.00; Bob Barker, inmate items-$3,296.78.  Motion carried.

 

There were no unscheduled public appearances.

 

Motion was made by Everette Van Hoesen and seconded by Wes Young to adjourn, 3:55 p.m.  Motion carried.

 

 

 

 

 

 

 

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Approved this 27th day of December, 2010.

 

 

 

 

 

                                                                        ____________________________________

                                                                        Bruce Robinson, Chairman

 

 

 

Attest:

 

 

___________________________

Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority

 

 

 

 

 

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