Kay County Justice Facilities Authority

Regular Meeting

Friday, October 14, 2011

Kay County Detention Center

Newkirk, OK 74647


The Trustees of the Kay County Justice Facility Authority (JFA) met in regular session at 2:30 p.m. Friday, October 14, 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 October 13, 2011 (corrected from Agenda that read 13th day of September, 2011) at the Kay County Detention Center front door and Sheriff’s Training Room door, in Newkirk, OK.


Vice-Chairman Carl Giddens called the regular meeting to order.  Those present were as follows: Trustees –Darrel Grossardt; Jim Stieber;  Everette Van Hoesen;  Wes Young; Jody Burd, Director Kay County Detention Center (KCDC); Harold Hughs, KCDC; Melissa Sprueill, KCDC Administration; Don Jones, Jail Consultant; David Cummings, JFA Attorney; Ron Stevens, Baskin, Stevens & Freeland, P.C., JFA Accountant; Bill Williams & Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary (see sign in sheet). Trustees Steve Austin, Norris Frederick and Chairman Bruce Robinson, absent.


Motion was made by Everette Van Hoesen and seconded by Wes Young approving the regular meeting minutes of September 9, 2011.  Motion carried.


Motion was made by Everette Van Hoesen and seconded by Wes Young approving the special meeting minutes of September 26, 2011.  Motion carried.


Jail Consultant Report: Don Jones said he met with Tommy Hayes, Sedalco, Jody Burd and Bruce Robinson regarding maintenance and manufacturing issues, hot water heater problems and warranty and labor concerns.


Jail Director Report:  Jody Burd discussed the water heater and troubleshooting problems and explained the labor and warranty matters.  He did indicate the water heater is working.


Carl Giddens said he would like a letter sent to the manufacturer stating the disappointment in the unit.


Burd reported the daily inmate count of 162 and noted the population is increasing.  He said vehicle inventory and basic maintenance issues are being addressed.


JFA Attorney David Cummings asked Burd if he was having trouble with security locks, because in the past there seemed to be a great deal of problems.


Burd stated there were no major issues with the security locks at this time and noted security tests were being done regularly.


Accountant Report:  Ron Stevens with Baskin, Stevens & Freeland, P.C. presented financial reports as of September 30, 2011 including the Statement of Net Assets, Statement of Activities, Funds Summary and General Ledger.  Stevens said the sales tax revenue continues to be higher than projected.  He answered questions relating to the medical costs documented in reports and contract.


Dry Road Status:  Attorney David Cummings said the county approved going out for bid on Design Build Project for Dry Road on October 3, 2011, bids packets were then sent out and bids will be opened on Monday, October 17, 2011, in a Board of County Commissioners (BOCC) meeting.  After bids are opened and BOCC reviews the bids and the costs involved, bids will be tabled so a decision can be made by JFA.  Cummings said two Resolutions relating to the construction and financial obligations for payment of the Dry Road Project and a Paving Construction and Funding Agreement are in place; he explained the content of the three documents. 


Burd indicated a special meeting may be necessary to review the bid packets received.


Burd discussed four proposals regarding the inmate phone system contract and gave several reasons for his recommendation of City Tele Coin out of Oklahoma City.  He noted the current contract expires on December 1, 2011.


Motion was made by Darrel Grossardt and seconded by Everette Van Hoesen approving accepting City Tele Coin, Oklahoma City, subject to approval of contract by legal counsel.  Motion carried.


Motion was made by Jim Stieber and seconded by Wes Young appointing the following board members to serve on finance committee:  Steve Austin, Carl Giddens, Jim Stieber and Bruce Robinson with Ron Stevens, JFA Accountant, and David Cummings, JFA Attorney, attending finance committee meetings, as well.  Motion carried.


Ron Stevens explained the Bank of Oklahoma (BOK) requires the JFA to turn in sales tax information on a one year or five year basis and the BOK needs a Resolution in place stating JFA’s intention.  He said this is a requirement on the bond issue so BOK can perform arbitrage calculation reporting standard.


David Cummings said the arbitrage calculation procedure is an IRS regulation and he explained.


Motion was made by Jim Stieber and seconded by Darrel Grossardt approving reporting every five years with a Resolution to be put in place indicating decision.  Motion carried.


Motion was made by Wes Young and seconded by Everette Van Hoesen approving the following Requisitions submitted for payment:  David Cummings, JFA Attorney, $1,681.90 attorney & miscellaneous fees for September 2011; Don Jones, Jail Consultant $1,600 consulting fees September 1 through September 30, 2011; Baskin Stevens & Freeland $2,200.00 accounting fees for period ending September  30, 2011.  Motion carried.


There were no unscheduled public appearances.


Motion was made by Everette Van Hoesen and seconded by Darrel Grossardt to adjourn at 3:09 p.m.  Motion carried.










Approved this 10th day of November, 2011.







                                                                        Bruce Robinson, Chairman










Tammy Reese, Kay County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority