Kay County Justice Facilities Authority

Friday, February 23, 2007

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 1:30 p.m., Friday, February 23, 2007, in Court Room C on the third floor of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on February 21, 2007, at the Courthouse front door, Commissioners Court, and basement handicapped entrance of the Kay County Courthouse in Newkirk, Oklahoma.


Chairman Bruce Robinson called the meeting to order.  Those present were as follows:  Vice-Chairman Carl Giddens; Trustees-Dee Schieber, Everette Van Hoesen, Jim Stieber, Darrel Grossardt; Norris Frederick; Wes Young; District Judge D. W. Boyd; District Attorney Mark Gibson; First Assistant District Attorney  (ADA) Will Clark; Wayne White, Newkirk Herald;  Sharon Rowen, Ponca City News; Tammy Reese, County Clerk/Secretary; Anthony Street absent (see sign-in sheet).


Motion was made by Schieber and seconded by Young approving minutes from special meeting held on February 16, 2007.  Motion carried.


Chairman Robinson said he wanted to start the meeting with some preliminary comments.  Robinson stated the trustees have some tuff decisions to make and said there will be no easy solutions.  He said he doesn’t want to be hurried or feel rushed to make decisions and he doesn’t want the trustees to get the reputation of pointing fingers.  However, he said he would like to determine where the problems are, whether they end up with the commissioners, the sheriff, or the justice system.


Robinson told trustees, because of open meetings, he would like to caution the trustees to carefully measure their words before speaking.  He said we are under observation for the people to see and need to be as open as possible for public to see.


Others matters Robinson made comments on were whether or not the current Jail Administrator would be replaced, stating it is too early to make that kind of decision.


Norris Frederick said we are in a crisis situation and people are shying away.  We want to be part of the problem so we can solve problems.  When we leave here we must be a united front and we can gain trust by backing each other.


Chairman Robinson distributed an article from The Norman Transcript to trustees. The article was titled “Norman Architect to Design County Jail.”




Motion was made by Grossardt and seconded by Van Hoesen adopting the By-laws with the following two changes:  1) Page 1, under Article II, third line down, deleting the word “the” at the beginning of that line.  2) Page 4, Article V, Section 3, changing majority of Trustees to “5” not “4” shall constitute a quorum.  Motion carried.


Robinson stated he felt it was premature to solicit a jail administrator and then mentioned an e-mail he received from Brent Clark-Floyd Law Firm. 


Clark’s e-mail offered suggestions concerning the following areas:  1) Jail Administrator.  2) Jail Designer.   3) Jail Visits (visiting other jails).


Commissioner Schieber distributed copies from the State Fire Marshal and the State Department of Health listing the violations the county was fined on.  Schieber said, “None of the corrections were taken care of and this is why we were fined.”


Sheriff Van Hoesen said he doesn’t have the finances to do it.  He mentioned repairs made to the fire control panel and gave amounts and said he doesn’t think that should have been paid for out of his budget.


Schieber commented that the Sheriff says he doesn’t have any money, but at the time he had over $60,000 in his account and he didn’t take care of the problems.  Schieber said, “I wanted you to know why we got fines.”


Grossardt suggested looking at an Executive Director, a supervisor, a manager to take care of the day-to-day problems, handle inspections, do research, arrange trips, etc.


Frederick said we need an administrator to take care of the jail and let the sheriff catch the criminals.


Van Hoesen said funding is the biggest problem and it’s a constant turmoil to run the jail.  He said we do not need a jail administrator.  “It is my responsibility and we don’t have the money.  We need $30,000 more and need to hire five more jailers.”


Robinson said he has been in touch with two Sheriff’s from other counties and said he received some good points from them.  He also said he felt we could use guidelines to hire an administrator from the consultants with the National Institute of Corrections.


District Attorney Mark Gibson said there is a big difference between a consultant and a jail administrator.   He said he liked Grossardt’s suggestion, an Executive Director for the Trust Authority.  Gibson said from my perspective that would be a good first move. 


Gibson said, “If and when this authority takes over running the jail, you are going to hire a jail administrator that effectively replaces the sheriff for all jail functions.”  At that time, the sheriff’s department will be a law enforcement agency and the sheriff will have no more authority over the jail than any of us.


Gibson made the comment that we are facing huge issues and funding is a problem, but, the bottom line is the jail is the sheriff’s responsibility with everything that goes with it.  He added there are plenty of counties where the sheriff and/or undersheriff have taken turns working late nights or weekends.


Gibson said the authority may be best served if they had someone to serve them, saying the county clerk is only supposed to take minutes and prepare agendas.


Gibson said the authority needs to decide if the county needs a new facility, what we are going to recommend and how to go about getting a bond.


Grossardt questioned the judicial system and asked if we could have a more efficient system than what we currently have now.


District Judge D. W. Boyd replied by saying he would be happy to speak with the authority anytime to explain the court process, and he would be open for any suggestions.


It was discussed in great detail the time frame we are under with the jail issues, the funding problems and how to resolve them, and the seriousness of the many complications we are up against.


Motion was made by Grossardt and seconded by Young to form a sub-committee to generate a job description for an Executive Director.  The sub-committee consists of four trustees – Bruce Robinson, Everette Van Hoesen, Carl Giddens and Darrel Grossardt.  Motion carried.


Other topics mentioned were the budget for the jail and how the money budgeted for the jail has been spent and prioritized.  Frederick said he would like to review the budget, purchases, etc.


The next meeting was tentatively set for March 14, 2007, at 2:30 p.m.  The County Clerk will prepare a calendar for the remainder of the 2007 year listing the meeting dates.


First Assistant District Attorney Will Clark said we have the ability to set up meetings for one year in advance through December 2007.


Other business discussed was the jail doors.


Motion was made by Grossardt and seconded by Frederick to adjourn (2:50 p.m.).  Motion carried.













Approved this _____ day of __________, 2007.










                                                                              Bruce Robinson, Chairman













Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority