Kay County Justice Facilities Authority

Friday, January 25, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, January 25, 2008, 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 January 24, 2008, 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:  Trustees – Carl Giddens; Darrel Grossardt; Jim Stieber; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner (arrived after roll call at 2:35 p.m.); Wes Young; Don Jones, Jail Consultant; Attorney David Cummings; Attorney Brent Clark; Stan Lewis, AIP Architect Firm; Paul Smith, Financial Advisor, First Interstate Financial Services, Inc.; Christy Kennedy, Kay County Treasurer; Judy Barnes, Kay County Assessor; Sharon Rowen, Ponca City News; Scott Cloud, Newkirk Herald Journal; Charles Abbott, Blackwell Journal Tribune; Tammy Reese, Kay County Clerk/Secretary.  Norris Frederick, absent.


Motion made by Grossardt and seconded by Young approving regular meeting minutes of January 11, 2008.  Motion carried.


No report was given from the Architect Liaison Committee.


JFA sub-committee – Sheriff Van Hoesen reported work continues on doors and lights; insurance money from damaged pod is in; made contact to have touch screen system put in; made contact to a Tulsa company about fire alarm system.


Chairman Robinson, jail site selection committee reported the sub-committee has looked at several sites and will continue to visit with various people about the jail site.


Jail Consultant Don Jones spoke to the group about an inmate holding facility.  Jones explained the different procedures, regulations, layout of the jail, and how the current jail could be utilized for this purpose.


AIP Architect Stan Lewis gathered comments from previous meetings and made changes to the drawing of a new jail facility.  Lewis presented the jail detention layout and colored copies of the facility.  The facility is a 321 bed facility which includes the sheriff’s office, courtroom and office space for the Judge, District Attorney and Court Clerk.


The flat roof of the new facility was questioned.  Lewis talked about the roof saying it was not completely flat and explained the structural ¼” insulted slope to those in attendance.  He said proper products can be used, such as, thermal plastic.  Lewis said there is a twenty year warranty using a thermal plastic roof with considerable amount of years of durability. Lewis added funding wise, the layout presented may be pared up or down.


Bond Attorney Brent Clark explained the election process for a sales tax and made suggestions on how to campaign.  Clark told JFA members to hold public meetings, let the public know everything and let the voters decide.  Clark said after much consideration he felt the date of choice for the election should be Tuesday, May 13, 2008.


Financial Advisor Paul Smith distributed an Initial Report of Funding Options to JFA members and said this booklet would be updated and serves as a working document only.  The document explained there are two basics sources of funds to finance major county projects in Oklahoma:  Sales Tax and Ad Valorem taxes (property tax) through the issuance of general obligation bonds.  Smith said there are advantages and disadvantages of both sources but in most cases, sales tax is the preferred source.  The booklet provides analysis of both options.


Smith explained to the group the election dates choices and the effective date of sales tax according to election date.


Smith went over the Summary of Sales Tax Alternatives saying there are limitless options.  The booklet lists four different options – 10, 15, 20 and 25 years.  Listed are the project costs, total bond size, required sales tax, sales tax rate, net annual debt service, etc.  The summary includes Financial Advisor, Bond Counsel, Local Counsel, Trustee Bank and six months capitalized interest, Underwriter fees, bond insurance, rating fees, and debt service reserve fund etc. assuming bond issue.


Other topics Smith presented in the booklet were:  Kay County Historical Sales Tax Collections showing each city in the county and the current tax rates, proposed tax rates, etc.; Flow of Funds; General Obligation Bonds of 2008; Sinking Fund Levy Projected Tax Impact; Sources and Uses; Net Debt Service Schedule.


Smith demonstrated the 10 year bond scenario explaining construction cost of the jail would be $17,453,500.00, $18,890,000.00 including everything architect and all fees, making the total bond size $22,635,000.00, plus principal, interest, and debt service rate equaling $25,569,200.00.


Chairman Robinson said he met with Kaw Tribe and told them of the progress being made on the jail issues.  Robinson stated the meeting was very positive.  Robinson and Grossardt said they met with all county officials, the Judge and District Attorney, and reported everyone seemed very well pleased with their work and efforts.


Robinson said he met with Ralph McReynolds and Larry Ritchie with Oklahoma Juvenile Affairs (OJA) State Office Public Integrity Staff.  The purpose of their visit was to tour the Kay County Jail Facility and discuss the possibility of turning the current jail into a juvenile facility.  Robinson said the consensus was the current facility could be utilized as a juvenile detention center.


Jail Consultant Don Jones distributed Kay County Juvenile Detention Secure Housing, Staffing, and Operations Scenarios to the group.  The report included four different selections of number of beds, 21, 28, 25 and 42 to make the facility.  Other topics on this report mentioned were:  Minimum staff cost per bed count, operation cost estimates per bed court, staffing and operations costs per bed count, revenue projection at 100% bed utilization, facility cost per day with preliminary costs, estimate of savings for Kay County utilizing 15 beds per year, adjusted revenue by including no pay for Kay County Juveniles.


It was mentioned speaking with local Senators and Representatives about funding and possible grants available for a juvenile facility.


Execution was made on Financial Advisor Agreement between First Interstate Financial Services, Inc. and the Kay County Justice Facilities Authority.


Unscheduled public appearances:  Citizen Don Garrett asked Don Jones to check on geothermal heating for the proposed new jail facility.


There being no other business, motion was made by Young and seconded by Grossardt to adjourn (4:00 p.m.).  Motion carried.






Approved this 15th day of February 2008.




                                                                             Bruce Robinson, Chairman







Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority