Kay County Justice Facilities Authority

Tuesday, September 25, 2007

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in special session at 10:00 a.m., Tuesday, September 25, 2007, in the 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 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 –Darrel Grossardt; Jim Stieber; Gene Smith; Everette Van Hoesen; Wes Young; Trust Attorney David Cummings; Judy Barnes, Kay County Assessor; Christy Kennedy, Kay County Treasurer; Sharon Rowen, Ponca City News; Tammy Reese Kay County Clerk/Secretary.  Member Norris Frederick was absent.  (See sign-in sheet).


Motion was made by Young and seconded by Grossardt approving minutes from regular meeting held on September 19, 2007.  Motion carried.


Chairman Robinson asked the board if they had reviewed the contract document with the suggested changes, add-ons, deletions that were suggested by Attorney David Cummings.

Being so, he said we are ready for questions and discussion.


Cummings said he was comfortable with the revised contract and satisfied AIP has honorable people.  He said he felt any issues we may need to negotiate would go well.


Robinson asked Cummings to review and explain the fees.


Cummings explained the basic fee is 7.75 percent which includes three phases.  The first phase is the schematic design phase which is everything they will do prior to an election and that includes an examination of the existing facility.  AIP will start tomorrow with a structural engineer and Architect Stan Lewis.  The phase includes presentations and preparing written materials to present around the county.  It includes the construction development phase, where all documents are drafted, finalized and approved, along with the construction document phase.  It also includes the bidding phase, where they will put the bid packages together for us.  They will work with us on the budget and keep track of the budget.


Cummings said if we decide to do a renovation of the old building AIP will add another one percent.  He said they have a separate fee if we should change architects without cause in the middle of the program before a bond issue is approved.  AIP would then be entitled to a $40,000 fee, only if we ever have any money.  If the trust never gets any money; they never get any fees.  Cummings said that is different than some of the others who want money up front.


A question about the basic fee was brought up by one of the board members wanting to know why the fee was 7.50 percent for other counties and 7.75 percent for Kay County.


Cummings said the firm has done 7.5 percent in all the other counties and the .25 percent was for the structural engineers and report on the existing facility the firm usually does not have to do.


Cummings had previously asked Don Jones, Jail Consultant, if that was AIP’s standard procedure and Jones indicated it was.  Cummings said he has not done an independent investigation.


Several comments concerning the basic fee were made by board members.


Robinson asked members if they wanted to enter into further negotiations on the figures.


More discussion was made and more questions were asked before the board made their final decision.


Motion was made by Grossardt and seconded by Young to approve the AIP Architectural Firm Contract as revised by David Cummings’ negotiations with the firm.  Motion carried:  Giddens, aye; Grossardt, aye; Robinson, aye; Smith, aye; Stieber, aye; Van Hoesen, aye; Wilson, aye; Young, aye.


There being no further business, motion was made by Grossardt and seconded by Van Hoesen to adjourn (10:37 a.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