Kay County Justice Facilities Authority

Regular Meeting

Friday, March 11, 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, March 11, 2011 in the Sheriff’s Training Room of the Kay County Detention Center (KCDC) in Newkirk, OK.  Notice of the regular meeting was posted for public information on March 10, 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 –  Norris Frederick; Carl Giddens; Darrell Grossardt; Jim Stieber; Everette Van Hoesen;  Don Jones, Jail Consultant; David Cumminigs, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, P.C.; Jody Burd, Director KC DC;  Harold Hughs, Deputy Director KCDC, Melissa Sprueill, Administrative Assistant; Steve Kelley, Kay County Undersheriff; Brian Hermanson, District Attorney;  Bill & Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Holly Cline, Kay County Deputy Clerk/Secretary ( see sign in sheet).  Trustees, Steve Austin and Wes Young were absent.


Motion was made by Everette Van Hoesen and seconded by Jim Stieber to approve the regular meeting minutes of February 11, 2011 with corrections. (Page 2, 3rd Paragraph- quoted changed to quotes; List names of Requisitioning officers – Bruce Robinson, Steve Austin, Carl Giddens, Jody Burd: Receiving Officers – Brenda Shance, Melissa Sprueill, Bob Ennis: Inventory Officers – Brenda Shance, Melissa Sprueill, Bob Ennis.)Motion carried.


Don Jones gave jail consultant report. Jones remarked that most items have been corrected and needed fine tuning.  Jones recommended everyone tour the jail to see the progress of the current administration. 


Jody Burd began his director’s report with thanks to the staff for all their efforts in the progress that has been made recently.  Jail is currently at full staff, but expecting to lose one employee at the end of the month. The antenna is up and currently being tested for signal throughout the jail.  Inventory tags have been ordered and inventory should begin within the next week to ten days.   Inmate count was at 150.  Jail training school is scheduled for the end of April, first of May.   The jail inspector was agreeable to that time.  Suicide prevention training set up through medical contract in May.  OSBI fingerprint class will be at the end of March.  SOMS jail management system should be implemented within the next 30 days and that will allow the live scan fingerprint machine to be implemented also.


Don Jones recommended Ron Stevens be consulted on inventory log.


Ron Stevens reviewed the Finley & Cook audit report and said it was a good, clean opinion before reviewing the financial statements.  Stevens pointed out that there are new jail cash funds added to the report as revenue is being generated from the facility.  Stevens noted that many of the items on the accounts payable statement were on the agenda for payment.  Stevens then answered questions regarding various items on the reports before reviewing the sales tax projection worksheet and the BOK capital account.   David Cummings made recommendations for the remaining funds in the BOK account.  Cummings also suggested that a change order be obtained from Hembree & Hodgson for changes to the storage building construction.


No action was taken regarding the Architects in Partnership Project Number 0720, Change Order No. 004.  Don Jones will check with Stan Lewis to see what the change order entails.


Motion was made by Everette Van Hoesen and seconded by Carl Giddens to list Jody Burd, Bob Ennis and Melissa Sprueill as the authorized individuals on the Inmate Trust account at Eastman National Bank.  Motion carried.


Discussion took place regarding the Master Cards issued through Eastman National Bank.  Jody Burd requested that himself and Deputy Director, Harold Hughs be named exclusively on the cards.  The cards can then be checked out and used when necessary by authorized staff. 


Motion was made by Darrell Grossardt and seconded by Jim Stieber to have two credit cards issued by Eastman National Bank in the name of Jody Burd, Director and Harold Hughs, Deputy Director.  Motion carried.


Jody Burd reviewed community sentencing contract with Department of Corrections (DOC).  Don Jones explained that it is basically an inter local agreement that paves the way for DOC to pay for housing of inmates at the rate of $27 per day.  Everette VanHoesen commented that it was a good income in the past until the old jail was at capacity.


Motion was made by Everette Van Hoesen and seconded by Jim Stieber to approve to community sentencing contract with DOC after attorney review.  Motion carried.


Don Jones recommended that a one time reimbursement to the Sheriff’s office be made for DOC inmate housing prior to October 2010 in the amount of $56,862.00.  Discussion took place on the process of DOC reimbursement for housing of inmates with Burd and Jones answering questions from the board. Cummings clarified that it would basically be buying the sheriff’s account receivable from DOC.


Motion was made by Darrel Grossardt and seconded by Norris Frederick to approve paying the Sheriff’s office $56,862.00 to cover all past DOC sentenced prisoners.  Motion carried.


James Gondles, Executive Director of American Correctional Association was not present to give his presentation. Jody Burd commented on the accreditation process and Don Jones noted that the current policy and procedures of the KCDC meet or exceed ACA and Oklahoma jail policies.  Jones noted that the accreditation process lasts over a year and Tulsa County is the only other county currently accredited.  Jones explained that as long as the policy and procedures are in place the person violating the policy would be liable rather than the facility or the county.


Motion was made by Darrel Grossardt and seconded by Van Hoesen approving the following requisitions submitted for payment: David Cummings, Attorney, February  billing -$599.83; Don Jones, Jail Consultant, February services - $2,300.00; Ron Stevens, Baskin, Stevens & Freeland, P.C., February Statement - $2,100.00; Bank of Oklahoma, $1,400.00, Inv#5063229, Bond Trustee Fee; Finley and Cook, CPA $2,892.00, Inv. #AUD-200546; Patrol Technology, Inc., duty belts and accessories, $7,958.75, Inv.#35501 -7,773.75 & Inv#35974 -$185.00; American Aluminum ACC, Inc. - $4,812.08, Inv # 55446- $1,262.08 and Inv #60080 -$3,550.00; Advanced Filing Systems, Inc., filing unit $$8,775.40, Inv. # 41179, records room file; The Source New York, $6,265.00, Inv.# TSNY-20098178, BOSS Body Orifice Scanner; Global Industrial Equipment - $684.65, Inv#103887515, Portable Ventilation Fans and Flame Retardant Flexible Duct; Jack Roe USA, Inc - #2,282.82, Inv#19413, Norcom prism shaped intercom unit; Cooks Correctional - $18,227.72, Inv#N226344, kitchen equipment, cooking tools, serving trays, misc. kitchen supplies; Southwest Business Products, Inc.- $5655.15, Office supplies.

(Item i was excluded from payment.  Ron Stevens noted it had been paid in February.)


Brain Hermanson made an unscheduled public appearance.  He mentioned that everyone was doing a good job and he had a meeting scheduled with the director for the following Thursday, March 17, 2011. 


Motion was made to adjourn at 3:26 p.m. by Norris Frederick and seconded by Carl Giddens.  Motion carried.




Approved this 8th day of April, 2011.






                                                                        Bruce Robinson, Chairman






Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority