Kay County Justice Facilities Authority

Friday, November 14, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, November 14, 2008, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on November 12, 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; Vice-Chairman Carl Giddens; Darrel Grossardt; Everette Van Hoesen, Kay County Sheriff; Laile Wilson, Kay County Commissioner; Wes Young; Don Jones, Jail Consultant; Attorney David Cummings; Bill and Claude Williams, Taxpayers for Transparency; Scott Cloud, Newkirk Herald Journal; Tammy Reese, Kay County Clerk/Secretary (see sign-in sheet).  Jim Stieber, absent.


Motion was made by Grossardt and seconded by Giddens approving regular meeting minutes of October 31, 2008.  Motion carried.


Report from Architect Liaison Committee:  Robinson said some of the members have been functioning as the Architect Liaison Committee in negotiations with Sedalco Construction Services.  Four meetings have transpired with numerous hours spent to review Sedalco’s proposal.  JFA continues to work with Sedalco, Construction Manager at Risk, to negotiate fees.


Attorney David Cummings reported briefly to update all in attendance.  Cummings said good progress has been made with Sedalco.  Sedalco prepared a contract that we have reviewed and changes have been made on performance provisions, etc.  Cummings mentioned Architects in Partnership (AIP) representatives and Don Jones, Jail Consultant, have also attended meetings.  The sub-committee remains impressed with Sedalco and JFA feels comfortable with their job performance.  Cummings said he would reply to Sedalco with a redraft and hopefully in two weeks have an agreement ready to sign.  Cummings told the group to contact him if they wanted to see the proposed 60 page contract; he told Norris Frederick there was a section on safety he would like for him to review.  Cummings reiterated that everyone has been impressed with this company.


Robinson said he felt they had definitely done their homework investigating Sedalco.  We have also contacted numerous Sheriffs, Judges, Architect firms in both Oklahoma and Texas who have done business with Sedalco building jails.  After contacting several different references the reply was always the same; each reported they would hire Sedalco again, they do what they say they will do, their on time and under budget.  Robinson said that speaks volumes about the firm.


Jail Repairs Report:  Sheriff Van Hoesen reported the electronic tabs have been put back in the doors and they are working again, drove six inmates to Lexington, the daily inmate count is at 117 with 15 to go to Department of Corrections (DOC), three more jailers have been hired and we now have 14 jailers.  Undersheriff Kelly said by mid-December training should be completed.


Commissioner Wilson mentioned the jail inspector will be coming next Friday.


No discussion or action was taken from Authority members or Don Jones regarding the current and future operations and facilities of the existing jail and its future use.


Don Jones gave a brief report regarding site selection, site plans, design, construction, utilities, costs and utilization of new jail facility.  Jones said Stan Lewis, AIP, made some modifications to refine some areas such as water cut offs, emergency cut offs and locations of drains.


Regarding service and rates available with utility providers for the new jail site Robinson said he thought it would be wise for the authority to get rate quotes from all utility providers in the area.  Those would include:  Rural Water District No. 3, City of Newkirk, Kay Electric and Oklahoma Natural Gas (ONG).


Cummings suggested the Chairman decide on an authority member to follow through with this process and then recommended Don Jones.


Chairman Robinson assigned Jail Consultant Don Jones to check with the above mentioned utility providers in this area and get rate quotes from those interested.


Robinson said contract negotiations are ongoing with Sedalco Construction Manager-at-Risk concerning the Kay County Jail construction project.


Motion was made by Grossardt and seconded by Van Hoesen approving payment to Burgess Engineering and Testing, Inc., Subsurface Exploration, Invoice No. 4679 in the amount of $2,100. Robinson mentioned the test work is completed and to the satisfaction of Stan Lewis, AIP.  Motion carried.


Motion was made by Young and seconded by Grossardt approving payment to Don Jones, Jail Consultant, Reimbursement to Kay County for services from June 2007 to present (October 2008) in the amount of $25,500.  Motion carried.


Motion was made by Giddens and seconded by Grossardt to increase Don Jones, Jail Consultant, consultant fee to $2,300.00 per month beginning November 2008.  Robinson said Jones will be spending a lot more time on the job as we begin to break ground.  Jones said he will be here as needed and after 50 percent completion of the jail he will start training the jail staff and operations of the jail.  Grossardt noted that Jones has been involved in the floor plans, etc., and he has been traveling at his own expense making trips to Norman and Newkirk.  Grossardt added these trips are going to increase.

Cummings said when the authority engaged Jones we got him at a bargain and he has earned his fees and then some.  Cummings said the JFA is fortunate to have Jones; Jones’ expertise is invaluable to this authority.  As far as the legal relationship, Cummings said Jones signed a one year agreement which expired in June 2008.  This agreement was not officially renewed because our agreement is month-to-month.  Jones is a consultant-at-will and either party can terminate relationship as desires; there is no long term contract.  Cummings said we might want to revisit Jones’ job description.  Motion carried.


There were no unscheduled public appearances made.


There being no other business, motion was made by Giddens and seconded by Young to adjourn (2:58 p.m.).  Motion carried.








Approved this 5th day of December, 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)