Kay County Justice Facilities Authority

Wednesday, August 15, 2007

Newkirk, Oklahoma


The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 3:30 p.m., Wednesday, August 15, 2007, in Courtroom “A” Second Floor of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on August 13, 2007, at the Courthouse front door, Commissioners Court, Courtroom B, 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 – Norris Frederick; Jim Stieber; Darrel Grossardt; Gene Smith; Everette Van Hoesen; Laile Wilson; Wes Young; Bond Attorney Brent Clark, Floyd Law Firm; Don Jones, Jail Consultant; First Assistant District Attorney (ADA) Will Clark; Judge Lee Stout; Judy Barnes, Kay County Assessor; Christy Kennedy, Kay County Treasurer; Mary Ramey, Kay County Court Clerk, Scott Pemberton and Stephanie Ringgold, Kay County Sheriff’s Department; Sharon Rowen, Ponca City News; Wayne White, Newkirk Herald; Charles Abbott, Blackwell Journal Tribune; Tammy Reese Kay County Clerk/Secretary.  (See sign-in sheet).


Motion was made by Van Hoesen and seconded by Young approving minutes from regular meeting held on August 8, 2007.  Motion carried.


Gary Olp, G.G.O. Architects from Dallas, Texas, was unable to attend meeting to discuss a “green house” jail.


Chairman Robinson moved to the next item on the agenda concerning a jail administrator.  Robinson said this is for clarification for us to understand how the scope of duties and chain of command will work.   We need to discuss openly and make sure we understand each other as to how this person would be a part of the team.


Don Jones, Jail Consultant, said he presented the Sheriff with a Competency Profile of a Jail Administrator.  Jones asked Van Hoesen if he had read the profile.


Van Hoesen said he thought we were going to submit ads for a jail administrator. Van Hoesen said he assumed after the board’s action, that the board at this time did not want to take over supervision of the jail.  He said the chain of command would remain the same, with the Sheriff in charge. 


Jones and Van Hoesen discussed the application and interview process.  They discussed how and where they should advertise for a jail administrator.


Van Hoesen said he is trying to get current Jail Administrator, Stephanie Ringgold, more help.  Van Hoesen said he would like to see Ms. Ringgold take care of the paper work.

Van Hoesen said he can’t get people to stay and it all boils down to the safety issues.


Board Member Gene Smith spoke up and asked are we trying to establish a way it’s going to be or an interim process.  I have questions about the budgets, actual administrator or are we looking at still reporting to the sheriff.  Who is responsible for the hiring?  Will it function as a department or a subset of the sheriff’s office?


Van Hoesen replied it would be a division of his office. 


Van Hoesen said the first two things we need to do is get the doors fixed so we can secure the inmates and get the staff up so we can take care of the jail.  He said he didn’t know which was more important; we need to do both.  He talked about the salaries and the fact that we are paying more than neighboring counties.  He said they come and work here for a little while and then they leave.  It is a safety factor.  Sheriff said Commissioner Leven is having people come in to inspect.


Smith said what I am asking is - What is the difference?  We go through the process of interviewing; how will it be different than it is today?  The administrator position, the function and the reporting, etc.  Will it be essentially how it is now or are there differences?


There was discussion made between board members, sheriff and Don Jones.  The final consent was the jail administrator would report to the sheriff because the board does not want control of the jail.


More discussion was made concerning a jail administrator.


Wes Young brought up a different point.  He said if we have no money – what can we do?  He said he didn’t see any money being diverted to where it needs to be.  Any administrator can run the jail if they have the money to do it with.


Van Hoesen stated they needed to increase the salaries to increase the staff.  He said we need to get doors repaired and he discussed the process.  Van Hoesen said we need to replace the wiring and the panels.  He said Commissioner Leven is bringing people in to look at the doors.


Chairman Robinson said we are getting off the agenda.  Robinson asked the sheriff if he was having good cooperation with the commissioners.


More discussion was made concerning a jail administrator.


Robinson asked the board if they were comfortable with bringing a jail administrator on staff.


Grossardt said until the board agrees to accept responsibility of the jail; we haven’t changed anything other than spend more money.  He said just to hire a different administrator, unless the board takes over operation of the jail – we haven’t accomplished anything.


Giddens said if I had a problem with one of my businesses I would try and determine the problem.  It usually meant removing someone, but I don’t ever remember in my entire career hiring someone to be over that person and keeping that person on the payroll.  If Stephanie is the problem everything we are doing is not in her favor.  If she is not the problem then let’s find out what the problem is.  Basically, there has to be some kind of problem in the jail besides just the jail issues.


Robinson asked the board if they wanted to consider resending the action taken at the last meeting.


Van Hoesen made the motion to rescind action taken at last meeting where we voted to begin the application process to hire a jail administrator.  Young seconded the motion.  Discussion was made concerning money available, budgeting, becoming a funded entity, hiring a jail administrator and actions we could face from Don Garrison, State Jail Inspector.  Motion carried:  Frederick, aye; Giddens, aye; Grossardt, aye; Robinson, aye; Smith, aye; Stieber, aye; Van Hoesen, aye; Wilson, aye; Young, aye.


Robinson described Don Jones’ job description, read his resume and referred to JFA minutes of March 14, 2007, relating to Don Jones.


Robinson stated we hired Mr. Jones to make recommendations and give us advice and guidance.  Jones has done just that and he has done exactly what we have asked him to do.  Robinson said he has become acquainted with Jones on a daily basis and added I can tell you he is a man of integrity.  This board owes Mr. Jones our total support; we hired him and he speaks for us.


Robinson asked for comments from other board members.  All members felt the same about Don Jones and there were no disagreements about Robinson’s previous statement.


Wayne White, Newkirk Herald, asked Chairman Robinson what agenda item are we on now.


Robinson replied we are talking with Don Jones, Jail Consultant, under Item 6, consideration and discussion with Donald Jones.  Robinson said he would like to give Mr. Jones a chance to speak.


Jones talked about a hand out he distributed.  He said the immediate items that need attention reflected on the Administrative Compliance Order from the state.  The initial items you will need to give to whichever firm you select will be the jail construction documents, as-built drawings, other construction drawings, and repair/maintenance, history documentation.  Locate and study the original soils tests analysis and any civil site surveys.  Jones has each item listed he is aware of at this time that would need to be considered before any renovations and know the cost associated. 

Robinson asked Jones to share this Architects Scope of Initial Exploration with Mr. Garrison.


Motion was made by Grossardt to hire Architect In Partnership (AIP) from Norman, Oklahoma as our architect firm to accomplish the task of jail renovations, code compliance and possible housing additions to the existing jail or to design a new facility.

Grossardt expressed his feelings on his motion.  Jim Stieber seconded the motion.


Discussion was made on their decision and from other board members.  Citizens present expressed their feelings and concerns regarding this choice. 


Brent Clark, Bond Attorney for Floyd Law Firm spoke briefly on his position.  Mr. Clark told those in attendance architect firms he has represented as their Bond Attorney.  Clark said he would work with any Bond Attorney that a creditable board selects.  Clark said he urges them to select, deliberate and make a decision on who they want to be their architect and it will be fine with me.  Clark said he has no affiliation with any jail architect.


Citizen Carolyn Kahle questioned why an outside attorney was hired when we have legal representation with the county’s two excellent attorneys, District Attorney Mark Gibson and First Assistant District Attorney (ADA) Will Clark.


Robinson answered Ms. Kahle by saying the commissioners hired the outside attorneys.  The JFA board had nothing to do with that process.


ADA Will Clark said he would first state that he feels we are off the agenda.  Clark said so the only comment I am going to make is there is potential conflict of interest between the board and the commissioners as it relates to legal representation.  Clark told Ms. Kahle to come by his office anytime and he would explain to her in much more detail.  Clark said it is not appropriate to go into any more detail.


Motion carried:  Frederick, aye; Giddens, aye; Grossardt, aye; Robinson, aye; Smith, aye; Stieber, aye; Van Hoesen, aye; Wilson, aye; Young, aye.


Jones told the Sheriff he would need to supply drawings to the selected architect firm.


Van Hoesen discussed roofing issues on the outside area of the jail.


Robinson said the next step would be to draft a letter to let AIP know they were selected.


Jones said, concerning architect firm selected and notifying firm, that it should read contingent upon negotiated successful contract – should there not be one, Jones suggested to board to go to next choice and begin negotiations with them.


No discussion was made on visits to other jail facilities.


There being no further business, motion was made by Giddens and seconded by Van Hoesen to adjourn (4:25 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