Kay County Justice Facilities Authority

Regular Meeting

Friday, April 8, 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, April 8, 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 April 7, 2011, at the 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; 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; Bill & Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary (see sign in sheet).  Trustee Norris Frederick absent.


Motion was made by Carl Giddens and seconded by Darrel Grossardt to approve the regular meeting minutes of March 11, 2011. Motion carried.


Jail Consultant Report:  Don Jones, JFA Jail Consultant, stated Sedalco and Architects in Partnership (AIP) would be onsite next week to do the punch list and to check the facility for any corrections to be made.


Jail Director Report:  Jody Burd, Kay County Detention Director, said he has been in contact with Butch Byrd, Sedalco, regarding walk-through of the Detention Center.

Burd said he wanted to make sure all issues are covered.  He discussed concrete work on building.


JFA Attorney, David Cummings, discussed Change Order, mentioning moving sprinklers.


Burd informed JFA he would be starting employee valuations soon and told of an incident with an inmate and the sprinkler system.  Burd reported his employees responded well with this incident.


Burd told JFA he asked the Department of Corrections (DOC) to change the billing process on DOC.  He said currently there were 152 inmates, 150 monthly average, and 38-39 DOC.  Burd said he was fully staffed.


Ron Stevens, JFA Account, presented the JFA with the following reports:  Statement of Net Assets, Unpaid Bills Detail, Statement of Activities, Updated Sales Tax Projections, BOK Capital Funds Update and General Ledger for the month of March 2011.  Stevens reported several categories were under budget.


David Cummings said he would like to see the BOK Capital account closed out as soon as possible.


Stevens told JFA he wanted to schedule a finance meeting for Fiscal Year 2011-12.  The following committee was formed:  Ron Stevens, Bruce Robinson, Carl Giddens and Steve Austin.


Jody Burd expressed a need for installing stainless steel around wash area in KCDC kitchen.  Burd mentioned the State Jail Inspector recommended it as well.  Authority members asked Burd several questions regarding this topic and then verbally gave Burd approval to pursue.


Discussion, questions and comments were made regarding purchasing lighting and filter needs before a making a motion to approve.


Motion was made by Darrel Grossardt and seconded by Wes Young approving capital purchase expense in the amount of $11,500.00 for lighting and filter needs.  Motion carried.


Don Jones discussed with JFA the need of transfer of funds necessary to close out FY 2010-11.  Jones said $285,000.00 is needed for salaries and $140,000.00 is needed in maintenance and operations (M&O).  He mentioned the August/September transfer amount was made in preparation for the October move date and the next transfer should have been done in January 2011, but it was not necessary.  Jones reminded JFA the money not spent will be carried over.


Motion was made by Wes Young and seconded by Jim Stieber approving the transfer of funds to close out FY 2010-11 ($285,000 to Personal Service/$140,000 to M&O).  Motion carried.


David Cummings addressed the detention services to the City of Tonkawa with the JFA.  Cummings went over the contract and rates mentioning this contract would be the same as the contracts with Kaw Nation and Tonkawa Tribe.


Motion was made by Steve Austin and seconded by Darrel Grossardt approving agreement with rates set by the JFA and as presented by David Cummings.  Motion carried.


Jody Burd discussed blue blankets purchased; Burd said blankets disintegrated when washed and plugged sewer.  He noted there were around 200 blankets and wanted permission to give blankets to Salvation Army.


Motion was made by Everette Van Hoesen and seconded by Wes Young noting the blankets as surplus and unusable and authorizing Burd to give to charitable organization.  Motion carried.


Requisitions submitted for payment:  David Cummings suggested JFA compare the Hembree & Hodgson Construction first payment to the contract.  Other questions were asked before making motion.


Motion was made by Everette Van Hoesen and seconded by Steve Austin approving the following Requisitions submitted for payment:  David Cummings, JFA Attorney, $1,643.02 attorney and miscellaneous fees for March 2011; Don Jones, Jail Consultant-$2,300.00, consulting fees for March 1-31, 2011; Baskin Stevens & Freeland-$3,849.04, accounting fees for period ending March 31, 2011; Hembree & Hodgson Construction 1st payment-$29,628.45, Invoice#1492; Kay County Sheriff-$56,862.00, DOC payment; Bob Barker, TV enclosurers-$3,633.00, Inv.#UT1000191680; Physician Sales & Service-$214.89, Inv#66434690.  Motion carried.


Unscheduled Public Appearances:  Wes Young asked Jody Burd for an update on an employee who had a fire at their home.  Burd said money had been raised to help the family.


Motion was made by Darrel Grossardt and seconded by Steve Austin to adjourn at 3:23 p.m. Motion carried.






Approved this 13th day of May, 2011.





                                                                        Bruce Robinson, Chairman






Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority