Kay County Justice Facilities Authority

Friday, December 5, 2008

Newkirk, Oklahoma



The Trustees of the Kay County Justice Facilities Authority (JFA) met in regular session at 2:30 p.m., Friday, December 5, 2008, in the Commissioners Court of the Kay County Courthouse in Newkirk, Oklahoma.  Notice of the regular meeting was posted for public information on December 4, 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; Joe Harris, General Manager for Kay Electric Cooperative; Jon Ihrig, Attorney representing Kay Electric Cooperative; 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 November 14, 2008, and special meeting minutes of December 1, 2008.  Motion carried.


Report from Architect Liaison Committee:  Don Jones noted he verified the security electronics and camera placement.


Jail Repairs Report:  Sheriff Van Hoesen reported he transported five (5) inmates to Lexington leaving around 20 more that is Department of Correction (DOC) ready; inmate count as of today is 120.  Van Hoesen said he is fully staffed (15) and by the middle of December everyone should be trained; the 15 includes Stephanie Ringgold, dietician and Charlie Berry.


Van Hoesen mentioned the recent jail inspection from the Attorney at the Department of Health (DOH) signifying he was pleased with the progress.


Commissioner Wilson said the DOH Attorney indicated the jail fines would be dropped; he will send a letter to Kay County Assistant District Attorney Jennifer Layton stating all jail fines to Kay County will be dismissed.


No comments were made by Authority members or Don Jones regarding the current and future operations and facilities of the existing jail and its future use.


Presentation by Don Jones regarding site selection, site plans, design, construction, utilities, costs and utilization of new jail facility:  Jones recently met with Judge Boyd, Stan Lewis Architect in Partnership (AIP) and one of the Special Judges to go over the courtroom facility in the new jail, different options for the video arraignment and how the courtroom and the offices would be utilized.


Jones then presented the board a compiled list or handout (for information only) of utility providers noting natural gas, water, electrical, and sanitary waste services along with load requirements. Other items Jones referenced as things outside the contract to build the jail were telephone services; high speed internet/data; cable TV or satellite, mail, inmate phone, site security and trash services.


Discussion regarding service and rates available with utility providers for the new jail site:  Robinson referred to Don Jones’ handout stating we are collecting information from other utility providers.  Robinson said the Authority wants to be thorough providing electric service to the new jail as well as the water and sewer needs.  Robinson said he visited with Rural Water District No. 3 about the possibility of them furnishing water to the new jail, received rate quotes and input from their engineers and what would be necessary to meet our requirements for water supply.


Attorney David Cummings could not confirm we would be able to seek water with another provider if we annexed with City of Newkirk.  Cummings said he was waiting for an opinion from City of Newkirk Attorney Tom Rigdon.


Robinson said he spoke with Harold Harris, Newkirk City Manager, and they will have a public hearing regarding annexation the first part of January.


Robinson told Don Jones there were items that needed further identified on the information he gathered concerning requirements from other utility providers, such as pressure, etc.


Robinson then introduced Joe Harris, General Manager for Kay Electric Cooperative.  Harris presented his proposal to the JFA for electrical service to the new county jail.  He discussed Construction of New Three-Phase Service to Supply Power to the Jail, Proposed Electric Rate for the Jail, Electric Rate Comparison and Summary, LP-4 Rate Schedule and LP-4 Large Power Rate Schedule.


Harris put together a summary page showing the comparison of the City of Newkirk’s Large Commercial rate and Kay Electric’s LP-4 rate using six months of this year’s billing data from the Kay County Courthouse.  The rate comparison indicated Kay Electric’s rate would have saved the JFA approximately $22,000 over a six month period.  Harris said Kay Electric’s Board of Directors has said that upon acceptance of their proposal, they will provide a contribution in the amount of $40,000 to the JFA to be used for other utility infrastructure, such as a backup generator, water service, or sewer facilities.


Questions and comments were made regarding the proposal from Kay Electric.


Chairman Robinson said the Authority would evaluate the proposal information provided and give it a fair consideration.


Discussion regarding entering into a contract with Sedalco Construction Services as Construction Manager-At-Risk to the Kay County Jail construction project:  Cummings said changes to the contract still needed to be negotiated with Sedalco.


Robinson said Authority members meeting with David Cummings to discuss the contract would be Norris Frederick, Darrel Grossardt, Carl Giddens and Bruce Robinson.


Motion was made by Young and seconded by Van Hoesen to retain David Cummings to continue as the Trust Authority Counsel at the hourly rate of $225.  Cummings discussed the contract with the Kay County Commissioners and the scope of their work.  He then spoke about the work that has taken place thus far and what is to follow in the next several months.  Motion carried.


Motion was made by Grossardt and seconded by Young to Table Resolution for approving a petition to seek annexation into the city limits of Newkirk, Oklahoma and a commitment to obtain utility services subject to specific provisions as set forth in the petition.  Robinson said the Authority needed to review in more detail before taking action.  Motion carried.


Motion was made by Grossardt and seconded by Giddens approving for payment AIP Invoice No. 2 for Design Development, Construction Documents, Postage/FEDX and Long Distance in the amount of $338,172.35.  Motion carried.


Motion was made by Giddens and seconded by Young approving paying JFA Member Darrel Grossardt’s Travel Claim in the amount of $144.49.  Motion carried.


Motion was made by Grossardt and seconded by Van Hoesen approving paying Don Jones, Jail Consultant, November 2008 Consulting Fees in the amount of $2,300.  Motion carried.


Motion was made by Giddens and seconded by Grossardt approving amended JFA Regular Meeting Dates for Calendar Year 2009.  Motion carried.


Unscheduled public appearances:  Joe Harris, Kay Electric, asked the board the deadline on this project.  Robinson replied they were working as quickly as possible and thought the ground breaking would be around February.



There being no other business, Robinson stated the meeting was adjourned (3:26 p.m.).








Approved this 23rd 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)