Kay County Justice Facilities Authority

Friday, October 17, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, October 17, 2008, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on October 16, 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; Don Jones, Jail Consultant; 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).  Members Jim Stieber and Wes Young were absent.


Motion was made by Van Hoesen and seconded by Wilson approving regular meeting minutes of September 19, 2008.  Motion carried.


Robinson reported the Architect Liaison Committee (Norris Frederick, Daryl Grossardt, Bruce Robinson and Jim Stieber) four members present met with David Cummings and interviewed four different firms for Construction Manager at Risk (CMR).  Robinson said six proposals were received:  Sedalco Construction Services, Crossland Construction Company, Inc., Manhattan Construction Company, Timberlake Construction Co., Inc., Lambert Construction Company and Atlas General Contractors LLC.


Grossardt said he was confident that any of the four firms interviewed could build the jail.  He said one firm had more experience in jail detention facilities than all the others.  He noted all had experience in institution construction such as courthouses, schools, sheriff offices, etc.  Grossardt mentioned his favored firm had the most experience in jail facilities and prisons and was the only firm with experience in steel cell construction; the other firms were all block and masonry type construction.  He said all firms had been in business 20-30 years, were successful at what they do and had references and projects in both Texas and Oklahoma.


Norris Frederick reiterated Grossardt’s feelings on the Texas firm Sedalco Construction Services adding he felt this firm had a better grasp on the safety aspect.


Robinson said input was received from Don Jones, JFA Jail Consultant, and Stan Lewis, Architects in Partnership (AIP) (who also attended meeting) both has a history with Sedalco Construction Services, as well.


Robinson said after interviews were made they had the opportunity to discuss the four firms interviewed in detail.


Robinson said we plan to make a recommendation to the authority under a different agenda item.


Jail Repair Status:  Sheriff Van Hoesen said Commissioner Austin has been working on putting steel plates on the windows; Commissioner Wilson welded down steps.  He said Welborn Electric continues to work on doors.  Van Hoesen reported 118 average on the daily inmate count for the month of September.


Robinson said he wanted it noted that the District Attorney and the courts are doing their best to keep that level under control.


Grossardt asked the Sheriff about the jail personnel situation.  Van Hoesen replied he has 14 jailers and the reason he keeps losing jailers is not the salary, but the job.  He said jailers are still doing time and a half because of training.


Don Jones said concerning existing and future operations – once the sales tax begins collecting for the three eights percent for salaries and maintenance and operations Tammy will need assistance on getting accounts set up correctly on procedures for when the revenue starts coming in.


Robinson spoke with Bond Attorney Brent Clark and Clark promised him he would be in touch with Tammy to take care of these procedures.


Robinson talked about a discussion he had with Stan Lewis, AIP.  He said Lewis asked for permission (on agenda in a previous meeting) to begin searching for firms to do soil site testing on jail location.


Robinson said as a committee we decided to make a recommendation to the board to enter into negotiations with Sedalco Construction Services.  Robinson opened the topic up for discussion and questions.


Wilson committed because of Norris Frederick’s experience and expertise in this field he feels confident in Frederick’s recommendation.


Grossardt added that Sedalco had two to three times more experience in jail facilities than the other companies and mentioned again they were the only one that had built a steel cell type facility.  He said pending verification that Sedalco is on the approved list of contractors from the state it would be my recommendation to choose Sedalco.


Wilson asked for clarification asking is this company strictly there to oversee and watch the contractor that is actually building the new jail?


Jones said this company will provide construction management at risk services; they will not physically build the jail they will be supervising the sub-contractors and will competitively bid.


Robinson mentioned the CMR will have personnel, possibly two or three people there everyday all day watching over the construction and looking out for our best interests.


Jones said they also watch for job site safety and make sure everything is in compliance.


Grossardt noted there is a negotiable fee involved (four to six percent) and reimbursable are also negotiable.


Grossardt stated pending verification that Sedalco is on the list of approved contractors for the state of Oklahoma I move this board direct our attorney and chairman to enter into negotiation with Sedalco to become our CMR for this project.  Van Hoesen seconded the motion.  Motion carried:  Frederick, aye; Giddens, aye; Grossardt, aye; Robinson, aye; Van Hoesen, aye; Wilson, aye.


Robinson’s recommendation by AIP.  Stan Lewis, AIP, had five bids as follows:

Burgess Engineering-$2,100; GSI-$3,200; Teracon-$3,375; Metco-$2,949.  Lewis’ recommendation to the board was to take the low bid from Burgess Engineering-$2,100, available immediately.


Giddens asked, “Are we getting the cart before the horse?”  We have not absolutely decided where the site location will be because of the utilities situation.  I think that should be solved before we start spending money on the site.


Robinson said because we have not been able to find any other site that is suitable for this jail; we are committed to that site.  Stan Lewis believes soil borings need to go forward as soon as possible. 


Grossardt said we can not afford to wait until the annexation issue is resolved; we have room on the site if we need our own sewage lagoon to build it, obviously there is power and water available from whoever we choose to buy it from.


Giddens said the water amount was also a concern of his.


Jones commented rural water is available and a pumping system could be put in to boost and get up to code.


Van Hoesen said we need to move forward with this and stated $2,100 is a very minimal investment.


Jones said you can not perceive and determine the peer size and diameters.


Robinson said the $2,100 is just for the initial borings.  There is a possibility designs will change as a result to the initial borings.


Robinson said he would entertain a motion to authorize Stan Lewis, AIP, to engage Burgess Engineering to perform soil test on the proposed jail site.  Motion was made by Grossardt and seconded by Frederick.  Motion carried:  (Five in favor; one opposed).


There were no unscheduled public appearances made.


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









Approved this 31st 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)