Kay County Justice Facilities Authority

Friday, August 8, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, August 8, 2008, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the regular meeting was posted for public information on August 7, 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 Vice-Chairman Carl Giddens; Norris Frederick; Darrel Grossardt; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; JFA Attorney David Cummings; Paul Smith, Financial Advisor; Don Jones, Jail Consultant; J. C. Estes, Kay County Excise Board Member; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk/Secretary (see sign-in sheet). Member Jim Stieber, absent.


Motion made by Grossardt and seconded by Young approving special meeting minutes of July 23, 2008. Motion carried.


Attorney David Cummings commented in the near future the JFA will need an analysis from Stan Lewis, Architects in Partnership (AIP) regarding site selection, site plans, design, construction, costs and utilization of new jail facility. Robinson said discussion concerning utilities has been made with City of Newkirk and Kay Electric Cooperative.


There was no report given by the Architect Liaison Committee.


Report on Jail Repair Status: Sheriff Van Hoesen reported the following: Nine circuit board panels were sent off to be repaired; recently had a power surge but doors are working; currently have 14 jailers and need one more; jailers are working three shifts-would like to have five shifts/25 jailers; have five dispatchers need 15 jailers; Jail Administrator Stephanie Ringgold will be attending JFA meetings; current inmate count showing 102.


Van Hoesen questioned whether or not employees of a jail trust are regarded as county employees. Jail Consultant Don Jones said the only difference would be employees of the jail trust would be paid by the JFA.


Jones presented proposed salaries for jail staff and what it would cost to finish out the 2008-09 fiscal year beginning October 1, 2008 (nine months). This proposal offered an increase for Jailers, Jail Administrator, and Assistant Administrator.


Report by Paul Smith in regards to financing of a new jail and timeline of debt issuance:

Smith reported that Bond Attorney Brent Clark has got out a first draft of core documents and will receive banking comments by Monday. Smith said we need documents in an agreeable form.


Cummings said he wanted the closing to occur possibly the last week of August.


Smith talked about rates and the turmoil with the market; the desire to pay off the debt early and how that is accomplished; advantages and disadvantages of having bond insurance.


Smith said he would create a matrix for the board to study and possibly make a decision at another meeting.


Construction delivery methods and options were discussed. Jail Consultant Don Jones presented a Construction Project Delivery Methods handout that explained the different construction and bidding methods listing advantages and disadvantages with each option.


Paul Smith and Chairman Robinson indicated they would like an onsite person, someone who will be out there while the jail is being built supervising every single day.


Discussion was made regarding whether or not to use an independent cost estimator to provide estimates on schematic designs, design developments and construction documents.


Cummings said Architect Stan Lewis suggested fine tuning the numbers.


JFA Member Carl Giddens asked for explanation on the advantages of having an independent cost estimator. Jones explained the role that person would hold.


Smith gave his interpretation of what potential value the cost estimator would have to this authority.


No unscheduled public appearances were made.


There being no other business, motion was made by Van Hoesen and seconded by Young to adjourn (3:34 p.m.). Motion carried.














Approved this 22nd day of August, 2008.







Bruce Robinson, Chairman













Tammy Reese, County Clerk

County of Kay, State of Oklahoma

Secretary, Kay County Justice Facilities Authority


(This meeting was audio recorded and the recording is available for public inspection)