Kay County Justice Facilities Authority

Friday, September 19, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, September 19, 2008, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma. Notice of the regular meeting was posted for public information on September 18, 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 (arrived after roll call); Darrel Grossardt; Jim Stieber; Everette Van Hoesen, Kay County Sheriff; Wes Young; JFA Attorney David Cummings; Don Jones, Jail Consultant; Matt Graves, Construction Administrator for Architects In Partnership (AIP); Steve Austin, Kay County Commissioner District #2; Jon Ihrig and Tim Rodriguez, Kay Electric Cooperative; Harold Harris, City of Newkirk; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Sharon Rowen, Ponca City News; Tammy Reese, Kay County Clerk/Secretary (see sign-in sheet). Laile Wilson, Kay County Commissioner, absent.


Motion was made by Van Hoesen and seconded by Grossardt approving regular meeting minutes of August 22, 2008, and September 5, 2008. Motion carried.


Jail Consultant Don Jones gave an update regarding utilities.


Chairman Robinson said he was advised by Stan Lewis, AIP, that letters need to be sent out to firms about doing soil testing at new jail site location.


Jones commented when timing is in place we will get started.


Robinson stated closing papers were signed last week in Ponca City at Eastman National Bank with Carl Giddens, Laile Wilson, Financial Advisor Paul Smith, Bond Attorney Brent Clark and JFA Attorney David Cummings in attendance.


Robinson stated, concerning utilities, from the beginning Newkirk has been the choice of the JFA Board for the jail site location; we, JFA, feel like it will be a great asset to Newkirk. He went on to say Harold Harris showed the JFA different site locations and the sites located in the city limits of Newkirk did not meet our needs or qualifications, either not for sell or not available. The site chosen is ideal for building and architects have said it will be an easy site to work with. Robinson said with that being said I want to clearly and plainly state it is the desire of this board that Newkirk provide us with all of the utilities needed for this new jail facility. If Newkirk annexes the jail into the city limits we will use Newkirk utilities. Robinson said he would like to add that rates and charges should be fairly priced and feels discussion should take place to negotiate what the charges might be. Robinson added the JFA expects to pay fair share and will continue to be an asset to the Newkirk community.


Robinson said he was speaking as a member of the board and asked if other members agreed or disagreed with using Newkirk to provide utilities. It was the consensus of the board to use Newkirk for jail utilities.


Attorney Cummings said last Thursday the first phase of financing on $10 million with Bank of America was officially closed. Bank of American has advanced that sum to our Trustee Bank, Bank of Oklahoma. The money is on deposit and ready to be used for project costs.


Cummings noted the total indebtedness will be an even $20 million on a twenty year pay back. Cummings said the markets have shifted in our favor and we received a better rate than expected; the rate on the first $10 million is 4.3 percent, the rate on the second $10 million is 4.35 percent.


Cummings reminded those in attendance the sales tax will begin October 1, 2008.


There was no report given from the Architect Liaison Committee.


Report on Jail Repair Status: Undersheriff Steve Kelly told the board the dehydrator control vent for the air conditioning unit will be repaired and commissioners agreed to pay for the services. He reported the daily inmate count showing 118-120, transported nine to Department of Corrections (DOC) last week and two more were made yesterday. Kelly mentioned the State Jail Inspector made a recent visit to the jail; the inspection went well except for the overcrowding and the alarm system.


Sheriff Van Hoesen reported being down to eight jailers, previously had 15, and now are working six 12 hour shifts.


There was no report given regarding the current and future operations and facilities of the existing jail and its future use.


Don Jones said he received an official list from the State of Oklahomas Construction Services Property Division of registered construction managers that are registered in the State of Oklahoma. There were 13 people registered that had jail construction manager experience. Jones sent a basic initial questionnaire to see who was interested and he received seven replies. On the seven replies Jones sent each of them a standardized question form with responses due back September 30, 2008, 5 p.m.


Matt Graves, AIP, spoke to the authority regarding construction delivery methods and options for the new jail. Graves pointed out the advantages and disadvantages of the different methods, discussed fees and answered questions from JFA members.


Member Carl Giddens said he would like the Architect Liaison Committee (Carl Giddens, Wes Young, Darrel Grossardt, Everette Van Hoesen) to meet with Don Jones and Stan Lewis regarding received responses for a jail construction manager.


No action was taken on committee appointment to review construction manager qualifications.


Unscheduled public appearances: Newkirk City Manager Harold Harris thanked the authority for their comments and said we will proceed.


Robinson asked Attorney Jon Ihrig, representing Kay Electric, if he had any comments. Ihrig commented, it sounds final.


There being no other business, motion was made by Grossardt and seconded by Young to adjourn (3:15 p.m.). Motion carried.




Approved this 17th day of October, 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)