Kay County Justice Facilities Authority

Friday, March 28, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, March 28, 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 March 27, 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 – Norris Frederick; Carl Giddens; Jim Stieber; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; Don Jones, Jail Consultant; Attorney David Cummings and Brent Clark; Stan Lewis, AIP Architect Firm; Paul Smith, Financial Advisor, First Interstate Financial Services, Inc.; Tom Thompson, D. A. Davidson & Co.; Judy Barnes, Kay County Assessor; Rolf Clements, Ponca City News; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary.  Darrel Grossardt, absent.


Motion made by Giddens and seconded by Young approving regular meeting minutes of February 22, 2008.  Motion carried.


No report was made from the Architect Liaison Committee.


Sheriff Van Hoesen reported on the jail repair status stating there are still a few lights and doors not working.  Van Hoesen said it would be six weeks before work would start on the touch power screens.


Jail site selection committee report:  Chairman Robinson, Wes Young, Norris Frederick, and Everette Van Hoesen serve on this committee; Robinson said the committee looked at eight to ten jail sites and looked at different location sites before making final decision. 


Robinson thanked the commissioners for their unanimous support in final decision matters on deciding and choosing the location for the proposed new jail site.


Other matters discussed:  Contract purchasing land for jail site and banking matters.


Van Hoesen said the Office of Juvenile Affairs contacted him again regarding using our current jail as a 48 bed Juvenile Facility.


Robinson mentioned the cost of the proposed new jail is approximately $17,500,000.00 and the possibility it could come in under budget.  Brent Clark reiterated it is definitely possible for that to happen.


Robinson showed a sample of the material to be used on the sloped roof to those in attendance and discussed the durability, guarantee and most importantly the twenty year warranty on the product.


Brent Clark said the Election Proclamation was delivered to the Election Board; the Proclamation will be well published so citizens may have the opportunity to read it several times.


Financial Advisor Paul Smith informed the group about the campaign process and discussion was made as follows:  distribution of brochures, press releases, town hall meetings, and presentations to civic and business organizations.


Smith suggested forming a campaign advisory committee.  Bruce Robinson, Tonkawa; Darrel Grossardt, Blackwell; Wes Young, Ponca City; and Everette Van Hoesen, Newkirk volunteered to serve on this committee.


Sheriff Van Hoesen suggested having “open house” each Sunday in April for citizens interested in touring the current jail.


Motion was made by Frederick and seconded by Van Hoesen approving engagement of Tommy Thompson, D.A. Davidson & Co., as underwriter with regard to the proposed negotiated sale of the Authority’s Sales Tax Revenue Bonds attendant to acquisition, construction and equipping of a new Kay County Detention Facility.  Fees stated in the Underwriting Agreement are as follows:  As compensation for, and subject to Davidson’s performance of the Services, the Client shall pay to Davidson upon the issuance and delivery of the Bonds a fee not to exceed one percent (1%) of the aggregate principal amount of the Bonds issued and delivered.  Subject to the other provisions of this Agreement, in the event the Bonds are not issued and delivered during the term of the Agreement, no fee shall be due and payable to Davidson hereunder.  Motion carried:  Frederick, aye; Giddens, aye; Robinson, aye; Stieber, aye; Van Hoesen, aye; Wilson, aye; Young, aye.


Discussion was made concerning guidelines and talking points to be presented in public meetings. 


Cummings told the JFA members they needed to open a bank account to deposit funds related to the campaign funds and report to the Ethics Commission.


Motion was made by Van Hoesen and seconded by Young to open a banking account with Robinson and Giddens in charge of depositing and disbursing funds for election campaign.  Motion carried.


No unscheduled public appearances were made.


There being no other business, motion was made by Van Hoesen and seconded by Frederick to adjourn (3:54 p.m.).  Motion carried.










Approved this       day of               , 2008.






                                                                             Bruce Robinson, Chairman









Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority