Kay County Justice Facilities Authority

Regular Meeting

Friday, January 14, 2011

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, January 14, 2011, 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 January 13, 2011, 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- 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 December 27, 2010.  Motion carried.


JFA Attorney David Cummings said he would like to propose the following amendments to the minutes that were approved on December 10, 2010:  Cummings said regarding a claim that was filed with the Equal Employment Opportunity Center minutes should have read “Commission” (page 2 paragraph 3).  On an Agreement for Inmate Health Care Services minutes reflected Consultant Jones went over the Agreement should have read Attorney David Cummings, minutes should have read authorizing Chairman Robinson to negotiate the Business Associate Agreement for the Inmate Health Care Services (page 3 paragraph 5).


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 December 10, 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 December 31, 2010, and he presented a Statement of Activities for the One Month and Six Months ending December 31, 2010, showing personnel, inmate, insurance and staff expenses.  Stevens said he received a copy of the draft audit indicating there were no problems with controls and no reportables.


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 December 23, 2010, on the substantial completion on the security electronics.


Motion was made by Steve Austin and seconded by Wes Young to start maintenance warranty period for the security electronics retroactive back to December 23, 2010.  Motion carried.


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.


Austin asked DA Brian Hermanson to check to see if they can get fuel from District No. 2 and then reimburse District No. 2, if they were in a bind and needed fuel.


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, 3:29 p.m.  Motion carried.





Approved this 28th day of January, 2011.




                                                                        Bruce Robinson, Chairman






Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority