Kay County Justice Facilities Authority
The Trustees of the Kay County Justice Facilities Authority
(JFA) met in regular session at
Chairman Bruce Robinson called the regular meeting to order. Those present were as follows: Trustees- Steve Austin; Norris Frederick (3:25 p.m.); Darrel Grossardt; Jim Stieber; Everette Van Hoesen; Wes Young; Don Jones, Jail Consultant; David Cummings, JFA Attorney; Ron Stevens, Baskin Stevens & Freeland, P.C.; Tom Kader and Butch Byrd, Sedalco Construction Services; Constance Cruz, Detention Center Administrative Assistant; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk/Secretary. Trustee Carl Giddens, absent. See sign-in sheet.
Motion was made by Darrel Grossardt and seconded by Wes
Young approving special meeting minutes from
JFA Attorney David Cummings said he would like to propose
the following amendments to the minutes that were approved on
Motion was made by Wes Young and seconded by Jim Stieber
approving the proposed amendments made by JFA Attorney David Cummings to the
minutes that were approved on
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
Butch Byrd, Sedalco Construction Services reported the following: Video upgrades were installed and explained the upgrades and added training will follow; installing cameras in the pods; service maintenance crew was here; monthly site visits will be made. Bryd said this should be his last meeting with the Justice Facility Authority and commented it has been his pleasure to work with the dedicated members.
Chairman Robinson told Butch Bryd he appreciated him and his “can do” attitude.
Bryd recommended to the JFA to contact Rick Scott regarding installation of the sound panels.
David Cummings noted Tom Kader, President of Sedalco, was in attendance and said Sedalco was a great contractor and he appreciated the opportunity to work with them and appreciated the confidence Sedalco showed in the authority.
There was no jail consultant report given by Don Jones.
Jail Director Report: Jeff Buechler, Jail Director, reported the daily inmate count of 130. He mentioned having issues with the ventilation and how to resolve an issue of inmates passing contraband. Buechler also said he will schedule a meeting with District Attorney Brian Hermanson and Judge Stout to go over procedures with booking.
Don Jones mentioned the maintenance warranty procedure and
said the warranty should be retroactive back to
Motion was made by Steve Austin and seconded by Wes Young to
start maintenance warranty period for the security electronics retroactive back
Jeff Buechler said since the jail has been running in full operation the maintenance person, Jim Shelton, is overloaded with duties; he explained several of the issues that has been occupying Jim’s time and expressed he would like to add an additional maintenance position.
Several of the board members expressed their opinions regarding this matter and several ideas were discussed, such as part-time help or assistance from a detention officer.
Sheriff Van Hoesen said the jail has only been opened a month and commented let’s give it some time before hiring another person.
Chairman Robinson asked Buechler to visit with Jim Shelton about getting assistance from detention officer for the time being and before hiring another person.
No action was taken.
Buechler expressed to the JFA his need for an additional MasterCard for maintenance person and possibly increasing the amount of credit limit on cards currently issued to him and Deputy Director, Brenda Shance.
Connie McAbee-Cruz said they are having difficulty getting a Lowe’s and Wal-Mart account set up and said an increased amount on their credit limit would help solve that problem.
Commissioner Austin said he would like to see that issue resolved and said he was not in favor of any more credit cards being issued.
Discussion was made regarding problems with setting up accounts and problems with the fuel man cards.
Van Hoesen said he was not in favor of getting multiple cards when they could utilize purchase orders.
No action was taken.
David Cummings said at the last meeting bid was approved with Hembree & Hodgson Construction, LLC in the amount of $81, 776.00 for construction of a new storage building on the jail site. Cummings said he worked on the scope of the project with Hembree & Hodgson and some of the board members. He said he checked with ACCO regarding the builders risk policy and noted ACCO would issue this at no additional cost. Hembree and Hodgson must obtain the issuance of a performance bond under the contract.
Motion was made by Darrel Grossardt and seconded by Jim Stieber to execute the contract with Hembree & Hodgson Construction, LLC. Motion carried.
Next item for discussion was purchasing 20 security housing units for televisions in the amount of $11,219.00.
Buechler said Bob Barker was the lowest of the bids. Buechler explained the need for the housing units and said there is a possibility of not having to purchase mounts, but said if mounts are needed it would have to be reconfigured and it would be costly.
Questions were asked by members.
Buechler explained who would have control of changing channels, etc.
Van Hoesen said it’s a good idea to have storage units for the televisions.
Motion was made by Darrel Grossardt and seconded by Steve Austin to purchase 20 security housing units for the televisions. Motion carried.
Motion was made by Darrel Grossardt and seconded by Jim Stieber to approve the following requisitions submitted for payment: David Cummings, attorney fees and advance expenses for December 2010-$3,255.67; Don Jones, consulting fees for December 2010-$2,300.00; Baskin Stevens & Freeland, P.C., accounting fees for December 2010-$2,675.00; Oklahoma Correctional Institution (OCI), facility furniture and fixtures-$43,777.65 – Invoice 025756-$10,438.04 (corrected from Agenda that read $20,438.04; 026375-$8,905.91; 026726-$5,782.86; 026888-$330.44; 026954-$185.98; 027655-$388.07; 027789-$815.60; 27816 (corrected from Agenda that read Inv. # 026857)-$2,059.64; 027817-$843.18; 027818-$539.91; 028331-$9,596.81 (several questions were asked regarding the OCI Invoices and were explained by Don Jones, Ron Stevens, Tammy Reese and Connie McAbee-Cruz); Sedalco, Application No. 18-$130,636.30; Physician Sales & Service-$5,302.06 (corrected from Agenda that read $5,303.01). Motion carried.
Motion was made by Everette Van Hoesen and seconded by Wes Young to Table the AIP Invoice No. 8 in the amount of $43,894.22 requisition that was submitted for payment. Motion carried.
There were no unscheduled public appearances.
Motion was made by Steve Austin and seconded by Wes Young to adjourn, Motion carried.
Approved this 28th day of January, 2011.
Bruce Robinson, Chairman
Tammy Reese, Kay
Secretary, Kay County Justice Facilities Authority