Kay County Justice Facilities Authority

Wednesday, October 31, 2007

Newkirk, Oklahoma


The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Wednesday, October 31, 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 October 30, 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; Jim Stieber; Everette Van Hoesen, Kay County Sheriff; Wes Young; Don Jones, Jail Consultant; Attorney David Cummings; Judy Barnes, Kay County Assessor; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk/Secretary.   Laile Wilson, Kay County Commissioner, was not present during roll call, arrived at 2:33 p.m.; Norris Frederick was absent.  (See sign-in sheet).


Motion was made by Giddens and seconded by Grossardt to approve special meeting minutes of October 10, 2007.  Motion carried.


Report from Architect Liaison Committee:  Jail Consultant Don Jones presented members with a Site Selection/Design and discussed the pros and cons of the location of the jail.  Jones mentioned the variety of site costs estimates and some key cost factors being:  Acquisition costs, demolition costs, utility costs, site preparation costs, construction impact costs, environmental impact study costs and clean-up costs, lost tax revenue costs, transportation costs, boarding costs, annual energy costs and phasing costs.


Discussion was made between members about their conversations with Kay County Police Chiefs on their thoughts of centrally locating a county jail and no longer having individual city jails.


Sub-committee report on jail repair status:  Smith said most of the 14 projects they have been focusing on are complete. 


Commissioner Wilson said food passes are to be installed; the work in the riot damaged pod is complete, except for lighting; holes have been drilled for television cable and the sliding doors are currently working.


Sheriff Van Hoesen reported the county pod is finished; lighting needs to meet state jail standards and lights have been ordered; doors are working; training-on ground tactics; painting completed; Exercise Yard cleaned up and ready, work done by Wilson; fully staffed, 15 jailers; training for new hires; ordered bunks.




Robinson said he is concerned with the direction of JFA.  He said the group (JFA) was formed to help solve the overcrowding problem and to evaluate the existing facility.  Robinson said we have arrived at the point to decide where to go; to redirect our focus and to solve the overcrowding problem right now.  Robinson added we do not need to be concerned about the maintenance and operation problems; that is not in our job description.


Jail Consultant Don Jones spoke of the space requirements outside the facility; a detailed description of a drafted letter from Architect Stan Lewis about possible jail facility; multi-level jail not feasible; existing jail-no place to expand except up; poor site location of current facility; one level jail facility is more practical, less money to operate and maintain, less staff; etc.


Much discussion was made between board members on location of facility, site selection process, factors to consider in decision making and cost to renovate or build new facility.


Sheriff Van Hoesen presented each board member a letter he received from the Oklahoma State Department of Health dated October 17, 2007, in regards to the prisoner and inmate capacity of the current jail facility as recognized by the Oklahoma State Department of Health.


The letter stated that the effective limit is currently at one hundred and eighteen (118) prisoners and inmates, provided that the facility remains otherwise compliant with all of the Jail Standards.  The Kay County Jail facility may incarcerate up to 118 prisoners and inmates without fear of being cited by the Department for a deficient condition relating to the facility’s gross prisoner and inmate capacity.


The letter also stated the State Fire Marshal made an independent determination that the facility can have no more than one hundred and eight (108) inmates within it for any reason until certain repairs have been effected.  An Inspection Form dated December 13, 2006, from the Office of the State Fire Marshal was included stating the limitations.  The letter went on to say if the Office of the State Fire Marshal has determined that your facility may have only up to 108 inmates within it an any given time, you are urged to restrict your capacity to that determination. 


Robinson suggested changing regular meeting dates in order to best meet all board members schedules.


Motion was made by Grossardt and seconded by Giddens to change the regular meeting dates as follows:  Wednesday, November 28, 2007, 2:30 p.m. changed to Friday, November 30, 2007, 2:30 p.m.; Wednesday, December 12, 2007, 2:30 p.m. changed to Friday, December 14, 2007, 2:30 p.m.; Wednesday, December 26, 2007, 2:30 p.m. changed to Friday, December 28, 2007, 2:30 p.m.;  Wednesday, November 14, 2007, 2:30 p.m. will remain the same.  Motion carried.



There being no other business, motion was made by Van Hoesen and seconded by Young to adjourn (3:15 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