HomeMy WebLinkAbout121817_ca06Consent Agenda
Juvenile Services
Jefferson County
Board of County Commissioners
Agenda Request
To: Board of County Commissioners
From: Barbara L. Carr, Juvenile Court Administrator
Date: December 18, 2017
Subject: Contract for Proctor House - Alternative Detention Program
Statement of Issue:
The attached Proctor Home Contract confirms the county's relationship with Kelli Parcher as
Proctor House Coordinator for 2018.
Analysis:
The Proctor House, an alternative detention facility, is a key component of the graduated sanction
approach for Jefferson County youth. It is also the facility that manages all the detention for our
status -offenders, who should, absent a severe reason to the contrary, receive a less -secure
response from the Court when found in civil contempt. The Proctor House serves youth who do
not need the secure confinement provided by our contracted beds at Kitsap County Juvenile
Detention and thus eliminates overuse of the beds we have contracted for in that more secure
setting.
Ms. Parcher has been the Coordinator for the Proctor House for over 13 years. These funds
supporting the Proctor House have already been included in my 2018 budget.
Alternatives:
Increase our contract for standard detention beds to 5 beds for an overall increase in the detention
budget for Juvenile Services.
Fiscal Impact:
Contract amount already included in my 2018 budget.
Recommendation:
That the BOCC sign the Contract for Kelli's services as the Proctor Home Coordinator as
presented.
C/� %
i m Morley, ou ty Admi `strat Date
JEFFERSON COUNTY SUPERIOR COURT — JUVENILE DIVISION
Juvenile and Family Court Services
Barbara L. Carr, Director
Community Supervision
Diversion
Truancy
TO: Philip Morley,
afflelTul
DATE:
us
Barbara L. Can
December 11,
strator
Sole Source Contractor – Proctor House Coordinator
Guardian ad Litem
Youth at Risk
Proctor Home
This is to advise you that at this time I consider Kelli S. Parcher to be a sole source
provider in Jefferson County for coordination of the Proctor House, an alternative
detention program and facility for youth offenders. Ms. Parcher meets the requirements
of this position with regard to her work experience directly related to serving youth in a
corrections environment, her extensive training in first line supervision of offenders and
her length of experience with at -risk youth and years of experience supervising staff in a
detention setting.
If this position had to be put out to bid, we would most likely have to seek individuals
outside of Jefferson County for somebody who not only had the experience of Ms.
Parcher, but more importantly, the desire to facilitate a unique program like the Proctor
House. Ms. Parcher has been involved in the program since it was first put out to bid after
Jim and Marsha Eades resigned, and has remained the individual managing the program
for nearly 15 years. It would be a great disservice to the youth of Jefferson County and of
problematic impact for my department to put this position out to bid at this time.
P.O. Box 1220
1820 Jefferson Street
(360) 385-9190
Port Townsend, WA 98368 Fax: (360) 385-9191
CONTRACT
JEFFERSON COUNTY, WASHINGTON
THIS AGREEMENT, made and entered into this day of , 2017, between the
COUNTY OF JEFFERSON, acting through the Jefferson County Commissioners and the Department of
Juvenile Services and Kelli S. Parcher of Port Townsend, WA
hereinafter called the Contractor.
WITNESSETH:
That in consideration of the terms and conditions contained herein and attached and made a part of this
agreement, the parties hereto covenant and agree as follows:
1. The Contractor agrees to furnish all labor and equipment and do certain work, to -wit: That the
Contractor herein will undertake and complete the following described work:
Supervision, oversight and control of the Proctor program, a residential facility of up to five (5)
beds for juveniles placed into the Proctor Program by Jefferson County Juvenile Services. See
also Attachment "A", which lists the duties and responsibilities of the independent contractor,
which is incorporated in its entirety herein; and
Provision of a residence or residential facility for the Proctor Program, the responsibilities of the
Contractor with respect to said residence to include, but not be limited to, all exterior and interior
maintenance, upkeep, homeowner's insurance, minor and major repairs, payment of utility bills
or charges, e.g., electricity and solid waste disposal charges, and payment of all real estate taxes
and/or any other assessment imposed by a local government against the real property where the
residence is located, to -wit: 226 19th Street, Port Townsend, WA 98368.
Transporting referred youth to and from approved interventions as identified by the Juvenile
Court Administrator;
Transporting youth in the custody of the Juvenile and Family Court Services Department to and
from court, county jail, detention facilities, treatment centers and evaluation facilities as
requested by the Juvenile Court Administrator.
Generating and maintaining a log and record of hours worked, tasks accomplished and expenses
incurred and submit the same monthly to the Juvenile Court.
The Contractor shall maintain comprehensive general liability insurance on the premises in the
minimum limit of $1,000,000 per occurrence for bodily injuries and death, $2,000,000 aggregate
and not less than $100,000 per occurrence for property damage, and shall name Jefferson County
as an additional insured. The Contractor shall furnish the County a certificate indicating that the
insurance policy is in full force and effect, and that the County has been named as an additional
insured, and that the policy may not be canceled unless ten (10) days prior written notice of the
proposed cancellation has been given to Jefferson County.
2. For the period of the contract, considered to commence on January 1, 2018 and end on December
31 st, 2018, the amount of the contract shall be as follows: For the year January 2018 through
Revised November 2017
Juvenile services. Proctor House Contract 2018
December 2018, for the total sum of dollars ($136,452.00); in accordance with and as
described in the attached duties and responsibilities and program description. The total sum
above represents the amount that would be owed the Contractor for successfully completing the
duties and obligations imposed on the Contractor by this Contract for the term of the Contract.
However, the Contractor shall receive four (4) equal payments, the first not more than thirty (30)
days after the date when this Contract is executed and each of the remaining payments on or
about the ninetieth (90th) day subsequent to the initial payment.
The Contractor may submit vouchers for payment pursuant to the schedule described above. The
vouchers to be submitted must include a schedule of youth incarcerated with dates of incarceration,
vendor receipts for any pre -approved program related expenses and any other pertinent documentation.
The County will make payment promptly, upon ascertainment and verification by Juvenile Services,
after completion of the work under this agreement and its acceptance by the County.
The Contractor shall provide and bear the expense of all equipment, work and labor of any sort
whatsoever that may be required for completing the work provided for in this contract and every part
thereof, although the Contractor shall not be responsible for the costs associated with Respite Personnel.
3. The term of this Contract shall commence on January 1, 2018 and shall, unless terminated or renewed as
provided elsewhere in this Contract, terminate on December 31, 2018.
4. The County, specifically the Director of Juvenile Services, is authorized to provide written notice to the
Contractor on or before October 1, 2018 that it intends to renew this Contract for a term of 12 additional
months, all other terms of the existing Contract to remain in force. Contractor shall then have fourteen (14)
days from his or her receipt of the letter informing them of the County's intent to renew to inform the County in
writing if he or she wishes to accept the terms of the renewal contract. If Contractor chooses not to renew this
Contract, then he or she must notify the County, specifically the Director of Juvenile Services, not later than
October 1, 2018 of his or her intent not to renew this Contract.
5. The County of Jefferson hereby promises and agrees with the Contractor to employ, and does employ the
Contractor to furnish the goods, equipment and residential premises described and to furnish the same according
to the attached specifications and the terms and conditions herein contained, and hereby contracts to pay for the
same according to the attached specifications and the schedule of unit or itemized prices hereto attached, at the
time and in the manner and upon the condition provided for in this contract. The County further agrees to hire
and contract with the Contractor to perform any alterations in or additions to the work provided for in this
contract that may be ordered and to pay for the same under the terms of this contract and the attached
specifications at the time and in the manner and upon the conditions provided for in this contract.
6. The Contractor for himself, and for his heirs, executor, administrators, successors, and assigns, does
hereby agree to the full performance of all the covenants herein contained upon the part of the Contractor.
7. Prior to commencing work, the Contractor shall obtain at its own cost and expense the following
insurance from one or more companies licensed in the State with a Best's rating of no less than ANII. The
Contractor shall provide to the County Risk Manager certificates of insurance with original endorsements
affecting insurance required by this clause prior to the commencement of work to be performed.
2 Revised November 2017
Juvenile services. Proctor House Contract 2018
The insurance policy required shall provide that thirty (30) days prior to cancellation, suspension,
reduction or material change in the policy, notice of same shall be given to the County Risk Manager by
registered mail, return receipt requested, for all of the following stated insurance policies.
If any of the insurance requirements are not complied with at the renewal date of the insurance policy,
payments to the Contractor shall be withheld until all such requirements have been met, or at the option of the
County, the County may pay the renewal premium and withhold such payments from the moneys due The
Contractor.
All notices shall name the Contractor and identify the agreement by contract number or some other form
of identification necessary to inform the County of the particular contract affected.
A. Automobile (1) - with a minimum limit per occurrence of $500,000 for bodily injury, death and
property damage unless otherwise specified in the contract specifications. This insurance shall indicate
on the certificate of insurance the following coverage:
1. Owned automobiles;
2. Hired automobiles; and,
3. Non -owned automobiles.
(1) Note: The County shall be named as an additional insured party under this policy by
way of endorsement for the full available limits of insurance maintained by the Contractor and any such
coverage shall be primary and non-contributory. Any statement of additional insured status must be
accompanied by the full text of any endorsements listed or referred to on such a statement of additional insured
status.
B. Worker's Compensation. The Contractor shall maintain Worker's Compensation coverage as
required under the Washington State Industrial Insurance Act, RCW Title 51, for all Contractor's
employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act.
The Contractor shall for each such required insurance policy, provide a Certificate of Insurance, with
endorsements attached, evidencing all required coverages, limits, deductibles, self-insured retentions and
endorsements. Each Certificate of Insurance and all insurance notices shall be provided to the Director of
Juvenile Services.
Any deductibles or self-insured retention shall be declared to and approved by the County prior to the approval
of the contract by the County. At the option of the County, the insurer shall reduce or eliminate deductibles or
self-insured retention or The Contractor shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
Failure of The Contractor to take out and/or maintain any required insurance shall not relieve The
Contractor from any liability under the Agreement, nor shall the insurance requirements be construed to conflict
with or otherwise limit the obligations of the Contractor concerning indemnification.
Compensation and/or payment to the Contractor under this Agreement are expressly conditioned upon
the Contractor's strict compliance with all insurance requirements. Payment to the Contractor may be
suspended in the event of non-compliance. Upon receipt of Contractor's compliance payments not otherwise
subject to withholding or set-off will be released to the Contractor.
3 Revised November 2017
Juvenile services. Proctor House Contract 2018
It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County
(including its employees and other agents and agencies), it being the intention of the parties that the insurance
policies so affected shall protect both parties and be primary coverage for any and all losses covered by the
above described insurance and any coverage provided to the County by the County's participation in a joint self-
insurance liability risk pool shall be non-contributory. It is further agreed by the parties that insurance
companies issuing the policy or policies shall have no recourse against the County (including its employees and
other agents and agencies) for payment of any premiums or for assessments under any form of policy. It is
further agreed by the parties that any and all deductibles in the above-described insurance policies shall be
assumed by and be at the sole risk of The Contractor.
It is agreed by the parties that judgments for which the County may be liable, in excess of insured
amounts provided herein, or any portion thereof, may be withheld from payment due, or to become due, to The
Contractor until such time as The Contractor shall furnish additional security covering such judgment as may be
determined by the County.
The County reserves the right to request additional insurance on an individual basis for extra hazardous
contracts and specific service agreements.
8. The Contractor shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement. This Agreement shall be interpreted and construed in accord
with the laws of the State of Washington and venue for any lawsuit arising from this contract shall be in
Jefferson County, WA.
9. The County shall indemnify and hold the Contractor harmless from and shall process and defend at its
own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or
suits at law or equity arising in whole or in part, directly or indirectly, from the County's negligence or
breach of any of its obligations under this Agreement. The County shall indemnify and hold the
Contractor harmless from and shall process and defend at its own expense, including all costs, attorney
fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in
part, directly or indirectly, from the Contractor's negligence or breach of any of its obligations under this
Agreement. Intentional acts by Contractor that cause harm to third -parties are not covered by the
County's decision to hold Contractor harmless and indemnify her.
10. The Contractor's relation to the County shall be at all times as an independent Contractor, and nothing
herein contained shall be construed to create a relationship of employer-employee or master -servant, and
any and all employees of the Contractor or any other persons engaged in the performance of any work or
service required of the Contractor under this Agreement (e.g., subcontractors) shall be considered
employees of the Contractor only and any claims that may arise on behalf of or against said employees
shall be the sole obligation and responsibility of the Contractor.
11. The Contractor shall not sublet or assign any of the services covered by this contract.
12. The Contractor acknowledges, consents and agrees that Jefferson County Juvenile Services requires that
the Proctor residence (and the juveniles housed there through the Proctor program) shall be and must be
supervised and overseen on a 24/7 basis, i.e., every hour of every day.
4 Revised November 2017
Juvenile services. Proctor House Contract 2018
13. The Contractor and County acknowledge the County shall hire, contract with and compensate Respite
Personnel who would serve on an as -needed basis as the on-site supervisors and managers for the
Proctor residence and the juveniles housed there through the Proctor program. The County shall be
entitled to hire Respite Personnel in order that the Contractor may obtain time away from the Proctor
residence and program, e.g., for vacation. However, the Contractor shall be obligated to individually
accrue not less than 1,926 hours on duty at the Proctor residence or in supervision of the Proctor
program juveniles in the twelve month period beginning on the date this contract is executed and 2,007
hours during each subsequent twelve-month period of this Contract or any contract extension or
subsequent contract.
14. These Respite Personnel will enter into a contractual relationship with the County and the County shall
be solely responsible for compensating them. Contractor and County acknowledge that County shall not
hire any person to serve as a Respite Personnel unless that potential Respite Personnel consents to,
undergoes and completes a pre-employment background check in the form and manner created and
acceptable to the Jefferson County Director of Juvenile Services. The Jefferson County Director of
Juvenile Services shall have complete discretion to determine if the background check performed with
respect to a potential Respite Personnel indicates whether that potential Respite Personnel would be an
appropriate person to supervise, oversee and manage the Proctor residence and the juveniles
participating in that program there. All respite staff shall, after their initial Jefferson County
approved criminal history and background checks undergo not less often than once every three (3)
years another Jefferson County approved criminal history and background check. The Contractor
shall have access to a list of Respite Personnel. The Contractor may request that a Respite Personnel
person replace him or her for a specific time frame although the Contractor must personally accrue the
minimum time listed in paragraph #12 above. However, the County shall have sole authority to
determine which Respite Personnel is asked to replace the Contractor at the Proctor Home. All
provisions of this paragraph shall also apply to any employee of the Contractor.
15. The Contractor, in accepting and undertaking the duties and obligations that come with that trust
and responsibility afforded to her by the County, does hereby agree to conduct herself at all times
in a manner that comports with the highest ethical standards, applicable to persons holding public
trust. Certain provisions of the Jefferson County Personnel Administration Manual, as currently
adopted or as may hereafter be amended, revised or replaced, specifically, Appendix `B' entitled
"Code of Ethics Policy & Procedures," and Appendix `C,' entitled "Standards of Conduct Policy
& Procedures," will be deemed instructive in this regard.
16. The Juvenile Services Director will have sole discretion to assert the Contractor has failed to
meet or satisfy the required standards of conduct and code of ethics and upon her decision that
such a failure has allegedly occurred, will within five (5) business days confer with the
Contractor to discuss and resolve the alleged standards of conduct/code of ethics infraction. If
that conference fails to resolve the dispute, then either party may request a final and binding
decision from the County Administrator.
17. The Juvenile Services Director, upon the occurrence of an alleged material standards of
conduct/code of ethics infraction by the Contractor, is authorized, at her sole discretion, to
provide the Contractor with a written "Notice of Intent to Terminate the Agreement," said
termination not to become effective until a date at least 90 days after the date of the written
Notice. During the 90 day time frame described above Contractor shall have the opportunity to
cure the alleged standards of conduct/code of ethics infraction to the satisfaction of the Juvenile
Revised November 2017
Juvenile services. Proctor House Contract 2018
Services Director, who shall not unreasonably withhold any decision that the Contractor has
successfully cured the alleged standards of conduct/code of ethics infraction. The issuance of a
"Notice..." does not relieve the parties from undertaking and completing the dispute resolution
process described above.
18. The decision that the standards of conduct/code of ethics infraction has been cured shall be in
writing as shall be the alleged standards of conduct/code of ethics infraction leading to the
issuance of said Notice."
19. The County may, upon sixty (60) days written notice to the Contractor, terminate this Contract in whole
or in part whenever the County determines, in its sole discretion that such termination is in the best
interests of the County. If the Contract is terminated as allowed by this paragraph, the Contractor shall
be entitled to payment for actual work performed up to and including the date of termination.
Termination of this Contract by the County during the term of this Contract, whether for default by
Contractor or convenience, shall not constitute a breach of contract by the County.
20. Should the Contractor decide to create a business enterprise, e.g., a corporation or limited liability
corporation, in order to obtain insurance as required by this Contract and to otherwise insulate himself or
herself from personal liability for claims, lawsuits or actions that might accrue as a result of performing
the terms and obligations of this Contract, then the Contractor bears complete responsibility for creating
the business enterprise. Regarding the decision to create a business enterprise, the Contractor shall
undertake and pay for all formalities and requirements of creating that business enterprise, e.g.,
incorporation costs.
21. The Contractor shall also be obligated to obtain all licenses, permits and approvals from the State of
Washington and City of Port Townsend, including, but not limited to, a city business license and a
Universal Business Number from the State of Washington. The Contractor shall satisfy the requirements
of this paragraph whether or not the Contractor chooses to create a separate business enterprise.
22. This Contract represents the entire agreement between the parties and cannot be modified or amended
except by a written amendment executed by all parties.
23. This Contract replaces and supplants any prior Contracts between these parties.
6 Revised November 2017
Juvenile services. Proctor House Contract 2018
IN WITNESS WHEREOF, the Contractor has executed this instrument on the day and year first below written,
and the Board of County Commissioners has caused this instrument to be executed by and in the name of said
County of Jefferson the day and year first above written.
Executed by the Contractor 12A lZ 72017.
�ta'�
Contractor �"c�'� BY: l r
q � �' ,A,j
State of Washington, Contractor Registration Number
SEAL
ATTEST:
Clerk of the Board
Approved as to form only:
Jefferson County Prosecutor
Barbary L. Carr, Administrator
Jefferson County Juvenile Court
COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
Chair
7 Revised November 2017
Juvenile services. Proctor House Contract 2018
ATTACHMENT A:
JEFFERSON COUNTY PROCTOR HOUSE STANDARDS
AND EXPECTATIONS
Attachment A Proctor House Revised 11/2017
I. PURPOSE
The Proctor House is a private House where juveniles referred from Juvenile
Court serve mandated detention time. While in the House, juveniles will receive
tutorial support, drug and alcohol counseling and assistance, mental health
counseling and referral services, occupational and life skills exposure, as well as
other appropriate programs and services. These services will either be provided
by Proctor House Staff or by referring to appropriate local service providers. The
Proctor House is a model project offering an alternative to traditional detention. It
is part of a continuum of detention options ranging from electronic home
monitoring to secure juvenile detention facilities. The Proctor House has security
and programmatic standards that are detailed in this document.
II. POPULATION TO BE SERVED
The Proctor House shall be available as a detention alternative for selected youth
who are serving time pursuant to an order of the court under the following
circumstances: pre-trial, adjudication time, probation violation time and any status
offenders who might be eligible for this alternative pursuant to court order and
eligibility criteria.
Youth referred to the court by the Department of Children and Family Services
(dependency cases) may not be placed in the Proctor House unless they are the
subject of a contempt proceeding and are ordered remedial sanctions including
detention as a part of the court order.
III. REFERRALS:
The statewide CMAP Risk Assessment is performed on each offender referral to
juvenile court. The results of this risk assessment will be used to assist in
determining the appropriateness for placement of offender youth in the Proctor
House. A detention risk assessment shall be completed on each non -offender
youth sentenced to detention as well as the statewide adopted mental health
screening for use in a detention setting. The risk assessment will take into
consideration such factors as criminal history (if any), compliance with terms of
the court order, participation in school and treatment programs, and mental health
needs, in making a recommendation regarding eligibility for detention alternative
programs. The Juvenile Court Administrator (hereinafter referred to as JCA) or
designee shall have final say in all placement decisions.
The Judge or Court Commissioner may authorize less restrictive alternatives for a
youth to serve detention time. This may include the Proctor House. The Proctor
Attachment A Proctor House Revised 11/2017
House Program Coordinator (hereinafter referred to as the PH Coordinator) has
the right to refuse any referral from Jefferson County Juvenile and Family Court
for good cause.
IV. SERVICE GOALS FOR THE PROCTOR HOUSE
To reduce the use of traditional detention for referred youth. This allows
Jefferson County's few contracted detention beds in neighboring counties
to be used for youth specifically needing a secure detention environment.
2. To provide a structured, pro -social, environment where youth can work on
issues such as family conflict, alcohol and drug addition, mental health
issues and school non-compliance.
3. To reduce recidivism and support other research -based programs that
work towards reducing recidivism.
4. To provide a cost-effective detention alternative service.
V. RESPONSIBILITIES OF THE CONTRACTOR
ADMINISTRATION
The PH Coordinator shall meet the intent of all Foster Care Licensing
Requirements and other rules and regulations identified throughout this document
absent written exceptions or waivers.
GENERAL
The PH Coordinator shall participate in the regular staff meetings of the Juvenile
and Family Court Services Department and other educational departmental
activities as requested by the JCA.
FISCAL MANAGEMENT
A. The Proctor House has an accounting system, which is documented and
meets generally accepted accounting principals, and tracks all income and
expenditures on a continuing basis.
B. The PH Coordinator shall submit vouchers for payment pursuant to that
set forth in the contract.
C. The Proctor House's financial records are available for inspection by the
County. Records will be kept by the House for seven years.
Attachment A Proctor House Revised 11/2017
D. A monthly report should be submitted to Juvenile Services indicating
household and other expenses
E. Detention data should be entered on a regular basis into the JIS system for
statewide tracking. The PH Coordinator will access the JIS system via the
computer currently stationed in the Juvenile and Family Services
Department.
F. The PH Project Coordinator shall seek approval from the JCA for any and
all foreseeable expenditures related to the contract before expending such
funds, except for those expenditures required in the every -day functions of
the House; i.e. Food, electricity and other standard household expenses.
FACILITY/HOUSE
A. The Proctor House shall be in compliance with physical facility
requirements as outlined in the minimum licensing requirements for foster
family homes.
B. The Proctor House is a drug, alcohol, and tobacco free premises. The PH
Coordinator is to report any violation of this policy to the JCA or
designee, and the Port Townsend Police Department if necessary.
C. Firearms shall not be permitted on the premises. Violations of this shall
be reported to the above authorities immediately.
D. The Proctor House shall maintain a security system; complete with
window/door alarms, motion detectors, and smoke alarms.
E. The Proctor House shall maintain compliance with applicable City of Port
Townsend and /or Jefferson County land use regulations.
PROCTOR HOUSE STAFF REQUIREMENTS
A. The PH Coordinator shall be a minimum of 25 years of age. They
preferably have a Bachelor's Degree with major course work in
psychology, sociology, counseling, social work or a closely related field
OR the equivalent in work experience directly related to serving youth in a
corrections environment. They shall have received training in first line
supervision of offenders; have five (5) years experience working with at -
risk youth; have a minimum of three (3) years experience of supervising
staff in a detention setting
Attachment A Proctor House Revised 11/2017
B. The PH Coordinator shall have documented proof of the following:
1. Up to date First Aid and CPR certification.
2. Verification of TB test.
3. Verification of necessary training in blood-borne pathogens
4. A minimum of 20 hours training each year. Training shall be
specific towards working with troubled youth. Training that is
specifically requested by the JCA shall be paid by Juvenile
Services. Any additional training sought by staff for their own
development and non-specific to working with troubled youth
would be paid for by the staff member.
5. A valid Washington State driver's license.
C. The PH Coordinator shall pass a criminal history check. After their initial
approved criminal history and background check undergo not less often
than once every three (3) years another approved criminal history and
background check.
PAID TIME OFF
A. Proctor House Coordinator receives 46 days paid leave for year 2018. A
monthly report shall be submitted to the Fiscal Coordinator of Juvenile
Services outlining vacation days taken during that month. When vacation
leave results in the necessity to close the House and transfer youth to different
facilities, notice of such vacation should be given the JCA or Fiscal
Coordinator of Juvenile Services 30 days prior to the scheduled closure. At
the end of the contract year, if the contract is extended and there are
outstanding vacation days not to exceed ten (10) days, the Contractor can
carry over these five (10) days and use them as vacation during the extended
contract year.
TRANSPORTATION
A. The Proctor House staff shall be responsible for providing transportation to
youth to and from school, treatment, counseling, and any other scheduled
event approved by the Coordinator or Juvenile Services.
B. The Proctor House Staff, as approved by the JCA, may be available to assist
in transporting youth to and from detention facilities at the request of the JCA
or designee.
RESPITE
Attachment A Proctor House Revised 11/2017
A. Jefferson County Juvenile Services will contract with respite staff,
pursuant to Paragraph 12 of the contract. The JCA will have an updated
contact list for all current respite staff on hand. Any employees of the
Coordinator will also appear on that list.
B. Respite staff and any employees of the Coordinator may assume the
responsibilities of the PH Coordinator during regularly scheduled shifts
and vacations, as well as in emergency situations and for a limited period
of time.
C. Respite providers or Coordinator staff shall have similar requirements as
the PH Coordinator, specifically identified as follows:
• UP to date First Aid and CPR certification;
• Verification of a TB Test
• Verification of necessary training in blood-borne pathogens
• Participate in ongoing training as requested by the PH Coordinator
• Pass a criminal history and background check
• Have a valid Washington State Driver's License
Lead Respite Staff (identified by the PH Coordinator) shall have a
minimum of 16 hours of training annually.
D. The PH Coordinator is responsible for scheduling shift coverage, and
overall supervision of respite staff and any Coordinator employees. The
PH Coordinator shall notify the JCA or designee of any modifications in
arrangements in advance for pre -planned respite and of any supervision
issues needing the intervention of the JCA.
E. For emergency respite or lack thereof, PH Coordinator shall notify the
JCA or "on call professional staff', as soon as practical. In the case of an
emergency, the JCA may direct Juvenile Services professional staff to
assist in supervising youth detained in the Proctor House for a limited
period of time (maximum four hours) until a determination is made
regarding respite staff or until arrangements can be made to transport
detained youth to secure detention in Kitsap County.
PROGRAMMING
A. PH Coordinator, Coordinator employees, respite staff or any
professional staff supervising detained youth (see Section Respite E
above) shall directly supervise residents at all times, with the following
exceptions:
Attachment A Proctor House Revised 11/2017
I . When residents are in school or pre -authorized school activities or
programs.
2. When residents are in court ordered groups or activities (I.E. drug
and alcohol groups).
3. When a resident is on a furlough approved by the Juvenile Court
Judge, JCA or designee.
4. When a youth is participating in a program required by the
Juvenile Court or their probation counselor.
5. Any other unsupervised activities must be pre -approved by the PH
Coordinator with the agreement of the JCA
B. The PH Coordinator shall maintain communication with group leaders,
school personnel, or other adult supervisors to ensure resident's
attendance and positive behavior at unsupervised activities.
C. The PH Coordinator, with input from the JCA shall develop and
maintain house rules.
D. The PH Coordinator, Coordinator staff or respite staff shall sleep in the
same dwelling as the residents, and should be prepared to respond to
nighttime emergency situations. PH Staff will set the house alarm
during sleeping hours.
E. PH Staff shall conduct an intake interview at the time of the youth's
initial placement in the House. The intake interview shall include the
following issues:
1. Intake and Release Report.
2. Parental Consent for Medical Treatment.
3. Inventory of Personal Property
4. Comprehensive Health Screen and Mental Health Screen
F. PH Coordinator shall frequently engage themselves in pro -social
interactions with residents.
G. All residents shall be supplied with personal hygiene supplies.
Guidelines for personal hygiene shall be enforced.
H. The Proctor House shall be free of physical or sexual abuse, neglect, or
exploitation. Any incidents of this nature shall be immediately reported
to the JCA and appropriate law enforcement agency.
I. Suicidal behavior shall be dealt with by calling Jefferson County Mental
Health, law enforcement if necessary, and the JCA as soon as practical.
Any dangerous items such as knives, sharp kitchen utensils, gasoline,
Attachment A Proctor House Revised 11/2017
and harmful chemicals, shall be placed in a locked storage area that is
not accessible by residents.
J. Resident phone calls shall be determined by the Proctor House staff and
in agreement with the Proctor House rules and guidelines for behavior
based on the token economy and reward system modality.
K. The following visitation rules shall apply:
1. Residents may receive visits from direct family members (parent
or guardian and sibling). All other visitors must be pre -approved
by the PH Coordinator.
2. Siblings may visit at the discretion of the PH Coordinator, and only
while in the company of a parent.
3. Visitation times, length, and frequency are to be arranged by the
PH Coordinator.
4. The PH Coordinator, Coordinator employee or respite staff must
supervise all visits. Any exceptions must be approved by PH
Coordinator and with agreement of the JCA.
L. PH Coordinator shall develop policies regarding television viewing.
Juvenile and Family Court Services supports minimal television
viewing.
M. Videos with a rating of R, X, or NC -17 shall not be shown in the Proctor
House.
N. All serious incidents (I.E. injury, escape, defiance, etc. shall be
immediately reported to the proper authorities, and to the JCA as soon as
practical.
O. Male and female residents shall have separate sleeping quarters.
P. The maximum number of residents placed in the House shall be no more
than five, and then for a limited period of time only. The ideal capacity
for the Proctor House is four. Anytime the population exceeds four, the
PH Coordinator and the JCA shall come up with a plan to return the
population to four at the earliest possible time.
Q. During waking hours the PH Coordinator and JCA can bring in
additional staff to respond to either the special needs of residents or to
enhance supervision of detained youth.
R. Residents will not be responsible for the maintenance of the House, but
will be required to participate in housekeeping chores and yard work as
requested by PH Coordinator.
Attachment A Proctor House Revised 11/2017
S. The PH Coordinator shall maintain communication with each resident's
Juvenile Probation Counselor (JPC) to ensure compliance with any court
ordered counseling or treatment programs.
EDUCATION AND LIFE SKILLS
A. Proctor House staff shall provide residents with transportation to and from
school.
B. The PH Coordinator shall maintain communication with a representative
from each school or alternative school program, for the purpose of
monitoring each resident's compliance with their respective school
program.
C. The PH Coordinator shall communicate with the appropriate JPC to
discuss the specific goals included in the case plan of a detained youth.
D. The PH Coordinator has the ability to view the risk assessment of a
detained youth by accessing Assessments.com available in the Juvenile
Services Department. This will provide additional information relevant to
supervision and providing services to detained youth.
E. In situations where a resident is not involved in an educational program,
the PH Coordinator shall work with the JPC in developing an educational
plan and or participation in other educational or vocational programs.
F. The PH Coordinator shall designate regular study time each weekday.
G. The PH Coordinator shall lead residents in activities aimed at teaching life
skills.
DISCIPLINE
A. The PH Coordinator shall maintain written rules and expectations, which
should be reviewed with each resident at intake.
B. Incidents of minor rule violations shall be dealt with by PH Coordinator,
and reported to the JCA as soon as practical.
C. Incidents of major rule violations shall be reported to the JCA
immediately.
D. Corporal punishment shall not be used.
Attachment A Proctor House Revised 11/2017
RELIGIOUS ACTIVITIES
A. Within reason, each youth shall have the right to observe the tenants of
their faith.
B. Each youth has the right to refuse to participate in religious activities.
MEDICAL CARE
A. The PH Coordinator is responsible for making sure residents have proper
medical care in a timely manner.
B. In a medical emergency, the PH Coordinator shall notify the JCA and the
resident's parents as soon as practical.
C. Physician's written standing orders regarding the dispensing of
medications shall be recorded and available for inspection.
D. All medications (prescription and over-the-counter) shall be kept in a
locked storage area that is not accessible to residents.
E. A first aid kit shall be available in the House as well as in any vehicle used
to transport residents.
FOOD SERVICE AND NUTRITION
A. The Proctor House shall provide an adequate, well-balanced, and varied
diet.
B. The Proctor House shall accommodate youth with special dietary needs.
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A. The PH Coordinator shall maintain records of every youth placed at the
House.
B. The PH Coordinator shall keep all case records in a locked area
inaccessible to the residents.
Attachment A Proctor House Revised 11/2017
C. The PH Coordinator shall maintain the confidentiality of all residents.
VI. RESPONSIBILITIES OF JEFFERSON COUNTY
A. Monitor the conditions of the contract and periodically review for
compliance.
B. Review and process vouchers submitted by the PH Coordinator, respite
staff, and ensure payment in a timely manner.
C. Provide professional assistance, on a limited basis as set out in Section
Respite E, for the supervision of detained youth.
D. Provide payment for authorized medical and dental care for uninsured
residents.
E. Review programming of the Proctor House.
F. Assist the PH Coordinator in intervention/confrontation of residents who
are displaying unacceptable behavior.
G. Assist the PH Coordinator, the Kitsap County Juvenile Department and
law enforcement in arranging transfer of youth to other placements as
necessary.
H. Review compliance with grant requirements, if any.
I. Provide a vehicle for Proctor House use.
VII. EXCEPTIONS
Exceptions to these standards shall only be granted through a written request to
Jefferson County. Such requests shall be approved by the JCA and the Jefferson
County Prosecuting Attorney.
Attachment A — Proctor House Standards and Expectations — Revised 11/2017
Attachment A Proctor House Revised 11/2017