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HomeMy WebLinkAbout011121_ca05Consent Agenda Juvenile Services Jefferson County Board of County Commissioners Agenda Request To: Board of County Commissi ner From: Barbara Carr, Juvenile Co i istrator Date: January 11, 2021 Subject: Amendment No. 1 to Agreement for Proctor Program and Facility Agreement Between Jefferson County and Kelli Parcher, Inc. Statement of Issue: The Proctor House Program received $9,000.00 from Jefferson County pursuant to a CARES funding request for the 1 V Street Study Lounge. This award was decided in October of 2020. In order for the 1 V Street Study Lounge to be reimbursed for funds expended between October and December of 2021, this attached Amendment creates the pathway for which these dollars flow from the County to the Juvenile Department and on to Kelli Parcher for the expenses related to the Study Lounge. Analysis: None, Alternatives: None. Fiscal Impact: CARES funding is provided to local government to stand up programs necessary due to the impacts of COVID-19. There is no fiscal impact to the County. Recommendatio . That the Board n m nd- t pr ented. 11;F��A roved b : PP i ip Morley, Co ty A AMENDMENT NO. 1 TO AGREEMENT FOR PROCTOR PROGRAM AND FACILITY AGREEMENT BETWEEN JEFFERSON COUNTY AND KELLI PARCHER, INC The Agreement of Jefferson County and Kelli Parcher, Inc. For Proctor Program And Facility Agreement, executed on April 6, 2020 (the Agreement) is hereby amended as follows. 1. Section 2. Scope of Work is hereby amended to include an additional responsibility, to -wit: j. Furnish, manage and oversee the "Proctor House Study Lounge," a specific program created to respond to the needs of Jefferson County students who have been negatively impacted by a reduction in access to education pursuant to COVID-19, as set forth in Attachment C to this Agreement, to include the purchase of furniture, equipment, additional wi-fi services, tutoring services, transportation, oversight of staff, and the management of referrals and collection of any and all required data to support this project as a necessary support to students related to COVID-19. 2. Section 4. Compensation is hereby amended as follows: 4. Compensation. The total amount of the contract shall be as follows: a. For April 1, 2020 through March 31, 2021, 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 $20,073.434 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 October 1, 2020 through December 31, 2020, the County shall reimburse the Contractor for all eligible costs associated with the Proctor House Study Lounge, as set forth in Section 2 paragraph j and Attachment C of this Agreement. The maximum amount approved for expenses and work associated with the Proctor House Study Lounge shall not exceed Nine Thousand Dollars ($9,000.00). The funding for the Proctor House Study Lounge will be provided to the Contractor on a reimbursement basis, upon submittal of an invoice reviewed and approved by the County. The Contractor will submit invoices and appropriate supporting documentation such as payroll records, canceled checks, records of supplies payments or other documentation of eligible expenditures as required by the County. This shall ensure the eligibility of the expenditures consistent with this Agreement prior to payment. iv. For January 1, 2021 to March 31, 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. 1 of 4 v. Work performed consistent with this Agreement on or after April 1, 2020 but before the execution of this Agreement is hereby ratified. 3. Section 5. Contractor Responsible for All Expenses of Operating the Proctor House is hereby amended as follows: 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 work provided for in this Agreement and every part thereof, although the Contractor shall not be responsible for the costs associated with Respite Personnel, and may be reimbursed for eligible costs associated with the Proctor House Study Lounge as set forth in paragraph iii of Section 4. Compensation. 4. All other terms and conditions of the Agreement remain in effect unchanged. IN WITNESS WHEREOF, the parties have executed this Amendment No. 1 to the Agreement on the day and year written below. K L ARCAR, INC. &tx= 0/-07, Kelli S. Parcher, President Date Kelli Parcher, Inc. 603 375 232 State of Washington UBI Number SEAL: ATTEST: Carolyn Gallaway, Clerk of the Board Barbara L. Carr, Administrator Date Jefferson County Juvenile Court JEFFERSON COUNTY BOARD OF COMMISSIONERS Kate Dean, Chair Date Approved as to form only: P("Z�&' /7Zo 5e Philip Hunsucker Date Chief Civil Deputy Prosecuting Attorney 2 of 4 ATTACHMENT C: Proctor House Study Lounge Scope and Budget The Study Lounge Concept The Proctor House is a residence within the city limits of Port Townsend. It has traditionally served as an alternative detention experience for youth who are ordered to detention for matters that have included status offenses (at -risk youth, truancy), and for youth who are on probation in Jefferson County. There are four full bedrooms in the house, one of which is used as a staff room. This House and staff is well known to most school age youth in Jefferson County, including Program Coordinator, Kell! Parcher. Kelli is also a certified trainer for the CONNECT program, and for WSART and i-ACT. Over the years, the Proctor House has provided structure and support for youth who are either identified as "truant" or who have a history of chronic absenteeism. Youth who have been at the House are given time and structure to participate in schoolwork and activities that they are unable or unwilling to do within their family home. Due to COVID-19, the spring of 2020 proved to be significantly challenging for many students who were unfamiliar with the more independent style of distance learning. Many just didn't participate. Some tried but were easily discouraged by technological barriers, miscommunication with school staff, or had so much distraction within their family home that: focusing on remote schoolwork was unsuccessful. The fail of 2020 will start up as either a blended model with some in -person and some remote or distance learning for youth in all Jefferson County districts due to continuing concerns related to COVID. The Proctor House is well suited, as well as youth services staff, to step up and provide additional structure and support to these students so that they have an increased chance of participating and keeping up with their school programs during these next months of distance learning. The Lounge location The Proctor House is located at 22619t' Street in Port Townsend. One bedroom of the Proctor House will be modified to serve as a study lounge space, with desks that provide for social distancing for 1-3 students. This room will have a separate entrance from the rest of the residence, and a walkway around the house to that entrance. The door will have keypad locks so that study lounge staff can eater the house through that entry rather than having to access the rest of the house. We are seeking funds to support additional capacity for computer connections; filters to help keep the air pure, desks with a "study station" style to help with focusing and social distancing at the same time. Who Comes k the Loun&? Youth ages 13-12 will be referred to the program by one or more of the following: Youth who self -refer due to personally seeking needed assistance and support; parents who request assistance with providing structure for their child around school; school administrators who are attempting to provide an intervention to a student who is having difficulty attending and successfully participating in the on- 3 of 4 line portion of their school program; probation counselors who have eligible youth on their caseloads with education identified as a risk or protective factor; the Community Truancy Board if they believe it would be an appropriate support to include on a CTB Contract; the Court, if a youth is under its jurisdiction for either a civil and/or criminal matter. Students will be prioritized with input by the student's school administrators, Proctor House staff, and the Jefferson County Youth Services Department. (See attached e+mails received from Chimacum and Port Townsend School District Administration.) Study Lounge Services The Proctor House Study Lounge seeks to be an environment that is conducive to productive participation in school homework, zooms, or other activities related to school success during the time of COVID and its associated limited in -person instruction. Supervision will be provided by Proctor House staff, tutors, when necessary, Youth Services staff, or other temporary staff as needed. Transportation could be provided to youth who reside in the Chimar am and Quilcene School Districts, depending upon the schedule. Snacks can be available during certain hours of the day/evening. The schedule will be set by Proctor (louse staff pursuant to age, need, and recommendations of school administration. Additional services for participating youth could be discussed on a case by case basis to include more navigation services in areas of need beyond education, referrals to additional resources such as counseling ante/or family therapy. ESTIMATED BUDGET Item: EstimatedCost: Additional PPE $100.00 2 Desks $330.00 plus tax Privacy Shields associated with each desk $76.00 plus tax 1 air filter/circulators $200.00 Desk Chairs (2) $90.00 Floor mats for chairs (2) $76.00 Additional internet hookups $300.00 Part -Time tutors ($30 per hr — 80-100 hours) $2400,00 - $3000 Additional PH Staff as deeded $2500.00 Cost of safe walkway to separate entrance $400.00 Miscellaneous items for schoolwork $200.00 Transportation $1000.00 - $1400.00 RANGE OF ESTIMATED TOTAL COSTS: $8772.00. $ .00 Management and Administration Direct contract with Kelli Parcher, Proctor House, OR Jefferson County Youth (Juvenile) Services Department (currently has contractual relationship with Proctor House). 4 of 4