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HomeMy WebLinkAbout040620_ca03 Consent Agenda Juvenile Services Jefferson County Board of County Commissioners Agenda Request 9 Q To: Board of County Commissioners From: Barbara L. Carr, Juvenile Court Administrator Date: April 6, 2020 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 April 1, 2020 through March 31, 2021. Analysis: The Proctor House, an alternative detention facility, is a key component of the graduated sanction approach for Jefferson County youth. 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. The Proctor House is becoming a model program for managing juvenile justice youth in a less restrictive setting. Ms. Parcher has been the Coordinator for the Proctor House for over 18 years. This funds supporting the Proctor House have essentially been included in my 2020 budget, and an additional amount was requested pursuant to a budget extension for the 1st quarter of 2020 to cover the costs of commercial liability insurance moving forward. Alternatives: Discontinue serving youth with this alternative detention program and have all youth serve time in standard detention in Kitsap County; bring the program "in-house" and consider Ms. Parcher and her staff as county employees. Fiscal Impact: Most of the Contract amount was already included in my 2020 budget. I have asked for a budget extension for the 1st quarter of 2020 to cover the cost of insurance. Recommendation: i' hat th- :• • sign the Contract for Kelli's services as the Proctor Home Coordinator as ' � 1(137 2 et : Philip ,ry County Administrator PROCTOR PROGRAM AND FACILITY AGREEMENT BETWEEN JEFFERSON COUNTY AND KELLI PARCHER, INC. THIS AGREEMENT, made and entered into this day of , 2020, between the COUNTY OF JEFFERSON, acting through the Jefferson County Board of Commissioners and the Department of Juvenile Services(the County), and Kelli Parcher, Inc., a Washington State corporation located at 226 — 19th Street, Port Townsend, WA 98368-8314 (Contractor). The County and Contractor are collectively called the parties. WITNESSETH: That in consideration of the terms and conditions contained this Agreement, including its attachments made a part of this Agreement, the parties agree as follows: 1. Effective Date. This Agreement is effective on the date that the last party signs this Agreement. 2. Scope of Work. 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: a. 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 in full compliance with the Jefferson County Proctor House Standards and Expectations, which are included in this Agreement as Attachment A; b. Provide residential facility located at 226 19th Street, Port Townsend, WA 98368 for the Proctor Program (the Proctor House); c. Maintain the Proctor House in a good and habitable condition for all the juveniles residing there (residents), including, but not be limited to, providing 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 Proctor House; d. Provide an accounting of expenses paid pursuant to Section 7. e. Transport referred juveniles to and from approved interventions as identified by the Juvenile Court Administrator; f. Transport juveniles in custody to and from court, county jail, detention facilities, treatment centers and evaluation facilities as requested by the Juvenile Court Administrator; g. Generate and maintain a log and record of hours worked, tasks accomplished and expenses incurred and submit the same monthly to the Juvenile Court; h. Provide a diversion alternative of day / evening reporting for juveniles at risk of incarceration due to non-compliance with service plans or court orders; and, 1 of 9 Revised April 2020 Juvenile services.Proctor House Contract 2020-2021 i. Serve as a services navigator and support for Jefferson County juveniles who are: i. Transitioning between the structured court system and needing services outside of traditional court supports such as non-profit programming, educational alternatives, and other community based programming; ii. Exiting incarceration or inpatient treatment and require a plan for re- engagement in community services and other services designed to prevent homelessness; iii. Exiting the juvenile justice system and are at risk of homelessness; iv. Experiencing ongoing trauma and cross-system engagement due to family crisis and lack of services; and, v. Referred to the Homeless Prevention Project for Women and Girls. 3. Term of this Agreement. The term of this Agreement is from April 1, 2020 to March 31, 2021. 4. Compensation. the total amount of the contract shall be as follows: a. For April 1, 2020 through December 31, 2020, the County shall pay contractor as follows: i. On or before 15 days after the Effective Date, the County shall pay the Contractor the sum of $20,073.43 for the insurance premium for insurance that the County required the Contractor to obtain; ii. For April, 1 2020 through December 31, 2020, the County shall pay the Contractor the sum of$18,039.22 per month, which shall be paid within 15 days of the Contractor's submission of the accounting required by Section 7; iii. For January 1,2021 to March 30,2021,the County shall pay the Contractor the sum of $18,304.17 per month,which shall be paid within 15 days of the Contractor's submission of the accounting required by Section 7. iv. Work performed consistent with this Agreement on or after April 1, 2020 but before the execution of this Agreement is hereby ratified. 5. Contractor Responsible for All Expenses of Operating the Proctor House. 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 scope of work in this Agreement and every part thereof However,the Contractor shall not be responsible for the costs associated with Respite Personnel. 6. Respite Personnel. The County shall bear all costs of Respite Personnel. 2 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 7. Accounting for Expenses Incurred by the Contractor. The Contractor shall provide an accounting of the expenses it incurs pursuant to this Section 7. a. On the last day of each quarter, the Contractor shall submit to the Juvenile Court Administrator an accounting which shall be in accordance with Attachment B and shall include a schedule of juveniles incarcerated with dates of incarceration, vendor receipts for any pre- approved program related expenses and any other pertinent documentation. b. The guidelines for the accounting of expenditures pursuant to this Agreement are included in Attachment B. 8. Extension. a. The County through the Director of Juvenile Services, is authorized to provide written notice to the Contractor on or before March 1,2021 that it intends to renew this Agreement for a term of 12 additional months, all other terms of the existing agreement to remain in force. b. The Contractor shall then have fourteen (14) days from receipt of the letter informing the Contractor of the County's intent to renew to inform the County in writing if the Contractor wishes to accept the terms of the renewal. c. If Contractor chooses not to renew this Agreement,then the Contractor must notify the Director of Juvenile Services, not later fourteen (14) days from receipt of the letter informing the Contractor of the County's intent to renew of the Contractor's intent not to renew this Agreement. 9. Successors and Assigns Are Bound. The Contractor for himself, and for its 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. 10. Insurance. The Contractor shall obtain and keep in force during the terms of the Agreement, policies of insurance as follows: a. Workers Compensation. If and only if the Contractor employs any person(s)in the status of employee or employees separate from or in addition to any equity owners,sole proprietor, partners, owners or shareholders of the Contractor, Worker's Compensation Insurance in an amount or amounts that are not less than the required statutory minimum(s) as established by the State of Washington or the state or province where the Contractor is located. b. Commercial Automobile Liability Insurance. The Contractor shall obtain commercial automobile liability insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than five million dollars($5,000,000) each occurrence with the County named as an additional insured in connection with the Contractor's performance of the contract. c. Commercial General Liability Insurance. The Contractor shall obtain commercial general liability insurance in an amount not less than a single limit of five million dollars ($5,000,000) per claim and in the aggregate for bodily injury, including death and property 3 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 damage,unless a greater amount is specified in the contract specifications. The insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: i. Broad Form Property Damage, with no employee exclusion; ii. Personal Injury Liability, including extended bodily injury; iii. Broad Form Contractual/Commercial Liability — including completed operations; iv. Premises—Operations Liability (M&C); v. Independent Contractors and subcontractors; vi. Blanket Contractual Liability. The County shall be named as an additional insured party under this policy. d. Professional liability (errors & omissions) insurance. Contractor shall maintain professional liability insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of five million dollars ($5,000,000) per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Contractor agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this Agreement. e. Such insurance coverages shall be evidenced by one of the following methods: i. Certificate of Insurance; or, ii. Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. f. Certificates of coverage as required by this section shall be delivered to the County within fifteen(15) days of execution of this Agreement. g. 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. h. The Contractor shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance provisions for subcontractors shall be subject to all of the requirements stated herein. i. 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 4 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 requirements be construed to conflict with or otherwise limit the obligations concerning indemnification. j. 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. 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. k. 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. 1. The County reserves the right to request additional insurance on an individual basis for extra hazardous contracts and specific service agreements. m. Any coverage for third party liability claims provided to the County by a "Risk Pool" created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy of insurance the Contractor must provide in order to comply with this Agreement. n. If the proof of insurance or certificate indicating the County is an "additional insured"to a policy obtained by the Contractor refers to an endorsement(by number or name)but does not provide the full text of that endorsement, then it shall be the obligation of the Contractor to obtain the full text of that endorsement and forward that full text to the County. o. The County may,upon the Contractor's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. 11. Compliance with Laws. 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 Agreement shall be in Jefferson County, WA. 12. Indemnification. 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 performance under this Agreement. However, this indemnity does not apply to Contractor's breach of this Agreement, or to acts outside the scope of this Agreement, or to intentional acts by Contractor that cause harm to third-parties. 5 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 13. Independent Contractor. 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. 14. Assignment and Subletting Prohibited. The Contractor shall not sublet or assign any of the services covered by this Agreement. 15. Supervision. 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. 16. Respite Personnel. 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 Agreement is executed and 2,007 hours during each subsequent twelve-month period of this Agreement or any contract extension or subsequent contract. 17. Contracts with the County and Background Checks Required. 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 House 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 House. All provisions of this paragraph shall also apply to any employee of the Contractor. 18. Code of Ethics and Standards of Conduct. 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 6 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 the highest ethical standards, applicable to persons holding public trust and shall comply with the following portions of the Jefferson County Personnel Administration Manual,as currently adopted or as may hereafter be amended, revised or replaced: a. Appendix `B' entitled"Code of Ethics Policy& Procedures;" and, b. Appendix 'C,' entitled"Standards of Conduct Policy& Procedures." 19. Failure to Meet Code of Ethics or Standards of Conduct, Cure, and Termination. a. 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. b. 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 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. c. 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." 20. Termination In the Best Interests of the County. The County may,upon ninety(90) days written notice to the Contractor, terminate this Agreement 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 Agreement by the County during the term of this Agreement,whether for default by Contractor or convenience, shall not constitute a breach of contract by the County. 21. Incorporation of Business by Contractor. 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 Agreement 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 Agreement, 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. 7 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 22. Licenses and Permits. 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. 23. Entire Agreement. This Agreement represents the entire agreement between the parties and cannot be modified or amended except by a written amendment executed by all parties. 24. Prior Agreements Replaced. This Agreement replaces and supplants any prior agreements between these parties. (SIGNATURES FOLLOW ON THE NEXT PAGE) 8 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 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 on , 2020. Kelli S. Parcher, President Barbara L. Carr, Administrator Kelli Parcher, Inc. Jefferson County Juvenile Court 603 375 232 State of Washington UBI Number SEAL: JEFFERSON COUNTY BOARD OF COMMISSIONERS Greg Brotherton, Chair ATTEST: Carolyn Gallaway, Deputy Clerk of the Board Approved as to form only: Philip C. Hunsucker Date Chief Civil Deputy Prosecuting Attorney 9 of 9 Revised April 2020 Juvenile services. Proctor House Contract 2020-2021 ATTACHMENT A JEFFERSON COUNTY PROCTOR HOUSE STANDARDS AND EXPECTATIONS PURPOSE The Proctor House is a private house where juveniles referred from Juvenile Court serve mandated detention time. While in the Proctor 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 juveniles 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. Juveniles 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 juveniles in the Proctor House. A detention risk assessment shall be completed on each non-offender juveniles 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 juvenile to serve detention time. This may include the Proctor House. The Proctor House Program 1 of 9 Revised April 2020 Attachment A 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 A. To reduce the use of traditional detention for referred juveniles. This allows Jefferson County's few contracted detention beds in neighboring counties to be used for juveniles specifically needing a secure detention environment. B. To provide a structured, pro-social, environment where juveniles can work on issues such as family conflict, alcohol and drug addition,mental health issues and school non- compliance. C. To reduce recidivism and support other research-based programs that work towards reducing recidivism. D. To provide a cost-effective detention alternative service. V. RESPONSIBILITIES OF THE CONTRACTOR A. 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. B. 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. C. FISCAL MANAGEMENT 1. The Proctor House has an accounting system, which is documented and meets generally accepted accounting principles, and tracks all income and expenditures on a continuing basis. 2. The PH Coordinator shall submit vouchers for payment pursuant to that set forth in the contract. 3. The Proctor House's financial records are available for inspection by the County. Records will be kept by the Proctor House for seven years. 4. A monthly report should be submitted to Juvenile Services indicating household and other expenses 2 of 9 Revised April 2020 Attachment A 5. 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. 6. 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 Proctor House; i.e. Food, electricity and other standard household expenses. D. FACILITY/HOUSE 1. The Proctor House shall be in compliance with physical facility requirements as outlined in the minimum licensing requirements for foster family homes. 2. 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. 3. Firearms shall not be permitted on the premises. Violations of this shall be reported to the above authorities immediately. 4. The Proctor House shall maintain a security system; complete with window/door alarms, motion detectors, and smoke alarms. 5. The Proctor House shall maintain compliance with applicable City of Port Townsend and/or Jefferson County land use regulations. E. PROCTOR HOUSE STAFF REQUIREMENTS 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 juveniles in a corrections environment. They shall have received training in first line supervision of offenders; have five (5) year's experience working with at-risk juveniles; have a minimum of three (3) year's experience of supervising staff in a detention setting. 1. The PH Coordinator shall have documented proof of the following: a. Up to date First Aid and CPR certification. b. Verification of TB test. c. Verification of necessary training in blood-borne pathogens d. 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. 3 of 9 Revised April 2020 Attachment A 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. e. A valid Washington State driver's license. 2. 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. F. PAID TIME OFF 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 Proctor House and transfer juveniles 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. G. TRANSPORTATION 1. The Proctor House staff shall be responsible for providing transportation to juveniles to and from school, treatment, counseling, and any other scheduled event approved by the Coordinator or Juvenile Services. 2. The Proctor House Staff, as approved by the JCA,may be available to assist in transporting juveniles to and from detention facilities at the request of the JCA or designee. H. RESPITE 1. 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. 2. 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. 3. Respite providers or Coordinator staff shall have similar requirements as the PH Coordinator, specifically identified as follows: a. UP to date First Aid and CPR certification; b. Verification of a TB Test 4 of 9 Revised April 2020 Attachment A c. Verification of necessary training in blood-borne pathogens d. Participate in ongoing training as requested by the PH Coordinator e. Pass a criminal history and background check f. Have a valid Washington State Driver's License i. Lead Respite Staff(identified by the PH Coordinator) shall have a minimum of 16 hours of training annually. 4. 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. 5. 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 juveniles 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 juveniles to secure detention in Kitsap County. PROGRAMMING 1. PH Coordinator, Coordinator employees, respite staff or any professional staff supervising detained juveniles (see Section Respite E above) shall directly supervise residents at all times, with the following exceptions: a. When residents are in school or pre-authorized school activities or programs. b. When residents are in court ordered groups or activities (I.E. drug and alcohol groups). c. When a resident is on a furlough approved by the Juvenile Court Judge, JCA or designee. d. When a juvenile is participating in a program required by the Juvenile Court or their probation counselor. e. Any other unsupervised activities must be pre-approved by the PH Coordinator with the agreement of the JCA. 2. 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. 3. The PH Coordinator, with input from the JCA shall develop and maintain house rules. 4. The PH Coordinator, Coordinator staff or respite staff shall sleep in the same dwelling as the residents, and should be prepared to respond to 5 of 9 Revised April 2020 Attachment A nighttime emergency situations. PH Staff will set the Proctor House alarm during sleeping hours. 5. PH Staff shall conduct an intake interview at the time of the juvenile's initial placement in the Proctor House. The intake interview shall include the following issues: a. Intake and Release Report. b. Parental Consent for Medical Treatment. c. Inventory of Personal Property d. Comprehensive Health Screen and Mental Health Screen 6. PH Coordinator shall frequently engage themselves in pro-social interactions with residents. 7. All residents shall be supplied with personal hygiene supplies. Guidelines for personal hygiene shall be enforced. 8. 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. 9. 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, and harmful chemicals, shall be placed in a locked storage area that is not accessible by residents. 10. 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. 11. The following visitation rules shall apply: a. Residents may receive visits from direct family members (parent or guardian and sibling). All other visitors must be pre-approved by the PH Coordinator. b. Siblings may visit at the discretion of the PH Coordinator, and only while in the company of a parent. c. Visitation times, length, and frequency are to be arranged by the PH Coordinator. d. 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. 12. PH Coordinator shall develop policies regarding television viewing. Juvenile and Family Court Services supports minimal television viewing. 6 of 9 Revised April 2020 Attachment A 13. Videos with a rating of R, X, or NC-17 shall not be shown in the Proctor House. 14. 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. 15. Male and female residents shall have separate sleeping quarters. 16. The maximum number of residents placed in the Proctor 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. 17. 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 juveniles. 18. Residents will not be responsible for the maintenance of the Proctor House, but will be required to participate in housekeeping chores and yard work as requested by PH Coordinator. 19. 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. J. EDUCATION AND LIFE SKILLS 1. Proctor House staff shall provide residents with transportation to and from school. 2. 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. 3. The PH Coordinator shall communicate with the appropriate JPC to discuss the specific goals included in the case plan of a detained juvenile. 4. The PH Coordinator has the ability to view the risk assessment of a detained juvenile by accessing Assessments.com available in the Juvenile Services Department. This will provide additional information relevant to supervision and providing services to detained juveniles. 5. 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. 7 of 9 Revised April 2020 Attachment A 6. The PH Coordinator shall designate regular study time each weekday. 7. The PH Coordinator shall lead residents in activities aimed at teaching life skills. K. DISCIPLINE 1. The PH Coordinator shall maintain written rules and expectations, which should be reviewed with each resident at intake. 2. Incidents of minor rule violations shall be dealt with by PH Coordinator, and reported to the JCA as soon as practical. 3. Incidents of major rule violations shall be reported to the JCA immediately. 4. Corporal punishment shall not be used. L. RELIGIOUS ACTIVITIES 1. Within reason, each juvenile shall have the right to observe the tenants of their faith. 2. Each juvenile has the right to refuse to participate in religious activities. M. MEDICAL CARE 1. The PH Coordinator is responsible for making sure residents have proper medical care in a timely manner. 2. In a medical emergency, the PH Coordinator shall notify the JCA and the resident's parents as soon as practical. 3. Physician's written standing orders regarding the dispensing of medications shall be recorded and available for inspection. 4. All medications(prescription and over-the-counter)shall be kept in a locked storage area that is not accessible to residents. 5. A first aid kit shall be available in the Proctor House as well as in any vehicle used to transport residents. N. FOOD SERVICE AND NUTRITION 1. The Proctor House shall provide an adequate, well-balanced, and varied diet. 2. The Proctor House shall accommodate juveniles with special dietary needs. 8 of 9 Revised April 2020 Attachment A O. RECORDS 1. The PH Coordinator shall maintain records of every juvenile placed at the Proctor House. 2. The PH Coordinator shall keep all case records in a locked area inaccessible to the residents. 3. 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 juveniles. 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 juveniles 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. Proctor House Standards and Expectations—Revised 11/2017 1' 9 of 9 Revised April 20t'0 Attachment A Attachment B PROCTOR HOUSE BUDGET GUIDELINES April 1, 2020 through March 31, 2021 Expenditure Type 2020 Budget Coordinator Wage $68,000 Facility (Lease) 23,709 Food 15,750 Household Expenses 9,200 Gas/Travel 5,150 Commercial Insurance 92,000 Training 3,000 TOTAL CONTRACT $216,809