Kay County Justice Facilities Authority

Wednesday, June 17, 2009

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 3:30 p.m., Wednesday, June 17, 2009, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the special meeting was posted for public information on June 15, 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; Darrel Grossardt; Jim Stieber; Everette Van Hoesen, Kay County Sheriff; Wes Young; Don Jones, Jail Consultant; JFA Attorney David Cummings; Butch Bryd, Sedalco Construction Services; Sharon Rowen, Ponca City News; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary.  Trustee Laile Wilson, Kay County Commissioner, absent.


Motion was made by Norris Frederick and seconded by Sheriff Everette Van Hoesen approving special meeting minutes of May 29, 2009.  Motion carried.


JFA Attorney David Cummings commented on the financial report prepared by Ron Stevens, Baskins, Stevens and Freeland, P.C. with those in attendance.  Cummings discussed high points of the summary financial information activity report from September 11, 2008, through June 15, 2009, as follows:  Eastman Bank Account-$1,731,747.32 received in sales tax revenue with a monthly average of $277,860.14; $624,642.70 transferred to Bank of Oklahoma (BOK) for debt service; $115,504.43 disbursements.  BOK balance as of June 4, 2009, $7,810,831.10 on 2008 Bond of $10 million and $9,954,018.14 balance on 2009 $10 million.


David Cummings said Ron Stevens, Accountant, will analyze the interest rates and search for ways to increase the investment rates.


Sheriff Van Hoesen reported the daily inmate count showing 121.


Motion was made by Grossardt and seconded by Giddens approving request by County Commissioners to pay Stolhand Heating & Air Conditioning-$9,911.00 to replace compressor on air conditioner in the Kay County Jail.  Undersheriff Steve Kelley said Stolhand’s is still working on unit and the jail is running on three compressors.  Kelley mentioned an oil pump was recently replaced on one of the compressors.  Motion carried.



Don Jones, Jail Consultant, gave a brief report on the detention furnishings for new jail and mentioned he needed more clarification on the hardware for the doors.  Jones suggested to the JFA board to consider having Accountant Ron Stevens set up a separate account for maintenance and operations and having accounts divided.


Motion was made by Grossardt and seconded by Young approving Change Order No. 1, AIA Document G701-2001, and Architect’s Project Number 0720, requiring Chairman’s signature.  Chairman Robinson said the $54,000 is for lab testing and is capped at that amount.  Jones said this is an Amended Contract and the contract sum will be increased by this Change Order in the amount of $54,000.  Motion carried.


Butch Byrd gave a progress report stating the foundation is complete in the Administrative Area, Area A, of the new jail.  He said underground sewer is complete and slab will be poured on July 1st and should be completed by July 6th in Area A; holes have been drilled for wells-no electricity at this time; city engineer is doing the design and will bring water to the site on the northeast corner of property line, may not have to have irrigation; building will be broke into four to five placements; will have mock up panels next week and will need to decide on color and quality of brick; APEC will pour concrete and mentioned the strength of concrete.


Motion was made by Young and seconded by Grossardt approving purchasing a Canon DR-2010C desktop scanner in the amount of $804 for the County Clerks office.  The scanner is needed to scan information such as invoices for board members to review before payment.  Motion carried.


Motion was made by Stieber and seconded by Grossardt approving the following Requisitions submitted for payment:  David Cummings, Attorney fees and advance expenses for May, 2009, in the amount of $2,640.68; Don Jones, Consulting fees for May 2009-$2,300.00; Sheriff Jail Cash Account-$2,051.34, reimbursement for repairs to air conditioner by Stolhand Heating & Air Conditioning; Stolhand Heating & Air Conditioning-$9,911.00 to replace compressor on air conditioner in the Kay County Jail; Sedalco Construction Services, fees and expenses, Application No. 2, Project No. 0720, in the amount of $515,735.05; Air Products Supply (APS)-$7,965.00, Newkirk Thermal Conductivity Test & Data Analysis; City of Newkirk-$26.70, utility bill for electric and power adjustment.  Motion carried.


There were no unscheduled public appearances.


There being no other business, motion was made by Grossardt and seconded by Young to adjourn at 4:08 p.m.  Motion carried.

















Approved this 10th day of July, 2009.







                                                                             Bruce Robinson, Chairman











Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority