Kay County Justice Facilities Authority

Wednesday, September 5, 2007

Newkirk, Oklahoma


The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Wednesday, September 5, 2007, in Commissioners Court on the First Floor of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the meeting was posted for public information on September 4, 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 – Darrel Grossardt; Gene Smith; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; Don Jones, Jail Consultant; Christy Kennedy, Kay County Treasurer; Mary Ramey, Kay County Court Clerk, J. C. Estes; Wayne Leven, Kay County Commissioner, Dist#2; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk/Secretary.   Jim Stieber, absent.  Norris Frederick arrived after the roll call was taken (2:31 p.m.).   (See sign-in sheet).


Motion was made by Grossardt and seconded by Giddens approving regular meeting minutes of August 22, 2007.  Motion carried.


Sub committee report given by Gene Smith:  The committee has met two times on Saturday since being formed and discovered fourteen different projects to work on and prioritize.  The number one project the committee feels is the most important at this time is the county pod cell doors.  Smith said he spoke with Commissioner Leven and was told all parts are in and they will begin taking cell doors off today. 


Smith thanked Commissioner Wilson and Larry Klumpp, OSU Extension, for welding and using their personal equipment.  Wilson gave a brief report on areas and items welded.


Wilson wanted it understood that county equipment was not used to do the welding; it was all personal equipment.  Wilson said he and Klumpp worked in four different pods and described areas and work done.


Wilson said there have been eight to nine window glasses broken in the different pods.  Wilson said he spoke with the following to repair and Snow Glass estimated cost - $7,000, Bob Glass estimated a little over $3,000 and Huddy Glass estimated $10,000.


After further discussion on the glass window repairs it was determined each quote was not given on the exact same material.  Some quotes were given for bullet proof glass, the thickness of the glass varied and some were given on plexy glass.


Don Jones said he will prepare a bid specification for glass and email specifications and recommendations to Sheriff Van Hoesen.


Wilson added lights need to be changed and he will replace them in the near future.


Smith said the next project listed was self-defense training for jail staff.  Chad Van Hoesen, Ponca City Police Department, was selected to do this training; training will be done in Newkirk School’s gymnasium.


Sheriff Van Hoesen said Chad will work up a short training program lasting around five weeks.


Smith mentioned he felt riot control training was also important.  Sheriff Van Hoesen said he will contact instructors for this specific training.


Smith said next item on the sub committees list was painting.  White paint will be used to help with the lighting issues and hopefully inmates will be able to do this work.


The exercise yard was the next item mentioned of upcoming projects.  Smith said we need to get objects moved out of that area so the space can be utilized.


Televisions for inmates – Van Hoesen said boxes are already built to hold TV’s.  Van Hoesen reported Cable Company comes from Shawnee and it will cost $35 for a service call and $18.50 per drop.  Van Hoesen said the entire cost would be around $200 to get done.


Smith said the sub committee has other projects but at this time he doesn’t want to mention because he doesn’t want to create unrealistic expectations.


Smith mentioned riot control/self defense again and reiterated the importance to get the jail staff trained to be able to handle these difficult situations.


Smith suggested having a three member sub committee to review grievances filed.  Van Hoesen explained the type of grievances filed.


Van Hoesen said for the JFA’s information, Buddy Thomas, Undersheriff and Scott Pemberton, Captain, have both accepted jobs from OG&E and as of September 14, 2007, will no longer be employed at the county.  Van Hoesen introduced Steve Kelly from Tonkawa as his new Undersheriff and said he would be contacting his choice as Captain this afternoon.


Don Jones reported on “food pass” mentioning that Oklahoma Correctional will build them at a cost of $45 a piece, but the county would have to install in the doors.


Wes Young said he contacted Wellborn Electric about installing light fixtures outside of the jail and should expect an estimate in a week or so.


Attorney David Cummings said in conjunction with the next agenda item he would suggest considering assigning two people to work with him on finalizing the architectural contract. 


Chairman Robinson, Carl Giddens and Everette Van Hoesen said they would serve on that committee with David Cummings.  Cummings said it would be short term and as soon as contract is signed the committee would dissolve.


Don Jones reported to JFA members the jails construction drawings were given to Architects in Partnership Firm (AIP) a week ago Monday.


Robinson said we have a proposed draft of a contract agreement.  Committee will meet with David Cummings to study and review the contract.


Cummings said he received the contract last week and he has gone through the contract and worked on it and has several questions and some areas that are subject to change. There is a fee schedule and a section on reimbursement expenses that needs to be addressed.


Cummings said he has contacted Assistant District Attorney Will Clark and suggested the District Attorney’s office may want to be involved.  Cummings sent the DA’s office a copy of the contract.  Cummings asked the DA’s to look at the contract they did on Southbuild, because the changes they may have made on Southbuild’s contract would be of interest to the DA’s office, and we should be looking at the same kinds of changes in order to have some consistency.


Cummings said the guts of the contract states they supply mechanical, electrical, architectural services.  He said we need to negotiate the fee and he recommends AIP gets no fee unless funding is approved.  Cummings said these items state what AIP is suppose to do, when to do it and what remedies we have.  For example, if we have problems with the architect we are required to do mediation, non-binding mediation.  If that doesn’t work it out then we are required to go through arbitration, waving your right to go to court. 


Cummings said he would also like to have Don Jones, Jail Consultant’s input, as well.


New Business:  Van Hoesen said he spoke with ADA Will Clark and on September 11th Clark will be going to a hearing on the jail fines.


Smith mentioned a recent visit to the Logan County Jail.


Cummings interrupted Smith and reminded him that New Business shall mean any matter not known about or which could not have been reasonably foreseen prior to the time of the posting and then Cummings gave an illustrated example.


Smith asked if he could make an off the record comment.


Cummings replied, “No.”


There being no further business, Chairman Robinson stated meeting adjourned (3:10 p.m.). 










Approved this _____ day of __________, 2007.





                                                                            Bruce Robinson, Chairman










Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority