ORDER NO. 29411 APPROVE CONTRACT BETWEEN TEXAS YOUTH COMMISSION AND KERB COUNTY JUVENILE FACILITY Came to be heard this the 29th day of September, 2005, with a motion made by Commissioner Williams, seconded by Commissioner Letz. The Court unanimously approved by vote of 4-0-0 to: Approve the Contract with the Texas Youth Commission for the placement of 24 youth at the Kerr County Juvenile Facility for 6 months at the rate of $95 per day, and authorizing County Judge to sign same. I,1 ~~yll KERR COUNTY JUVENILE FACILITY PROPOSAL FOR CONTRACT WITH TEXAS YOUTH COMMISSION On September 26, 2005, Elizabeth I,ee, Quality Assurance Specialist for the Texas Youth Commission contacted the facility administrator about a possible short-term contract (3-6 months) to house displaced Beaumont TYC residents. Measures to obtain the contract were put into place immediately. A special called Commissioner's Court was posted for September 29, 2005 to review and approve the contract with TYC. The required "Statement of Work" was completed and faxed to Janette Gloria, Contract Specialist, on September 28, 2005 along with required attachments. A boilerplate contract was sent to the Ken County Attorney, Rex Emerson, for review on September 27, 2005. Upon Mr. Emerson's review, clarifying questions were reviewed and answered by the facility administrator and Kerr County Auditor. The per diem rate for the TYC residents was set for $95.00/day/resident. The Texas Youth Commission cannot firrnish TYC direct supervision staff to monitor the TYC residents at all times. Therefore, KCJF will provide the necessary certified detention officers, control personnel, and caseworkers to satisfy the "Statement of Work" and contract requirements. An approximate budget is as follows: 16 Part-time employees @ $8.00/hour-----$133,120.00 (6-month period) (12 JDOs and 4 Control Operators) Overtime for full-time staff @ average rate of $18.00/hour-----$40,000 (3-4 weeks) Food-----$12,000 (6-month period) Copy Machine in Annex----$810 (6-month period) Part-time Case Workers (2) @ $10.00/hour-------$15,360 (6-month period) Upgrade radios-----$1000 (one-time expense) Resident Supplies-----$500 Training------$2000 (one-time expense) Basic Medical Expenses-----$5000 (6-month period) TOTAL APPROXIMATE EXPENDITURES---$209,790 (6-month period) REVENUE--$410,400 (6-month period) 24 Residents at $95/day for 180 days PROFIT MARGIN-------$200,610 (6-month period) The overtime line item is necessary for full-6me employees to satisfy the resident to staff ratio in both buildings while part-time staff are being hired, trained, and certified. TYC requires caseworkers to conduct case management and teach life-skills classes at a ratio of 1 caseworker per 16 residents. There will be 24 residents requiring 2 caseworkers. The radio reception between the two buildings has always been mazginal and sporadic. In order to insure quality radio communication between the two buildings to maintain safety and security, two base units @ $200 each, 2 converters for 110 to DC @ $100 each, and installation cost of approximately $200 was purchased at an approximate total one-time cost of $1000. The resident supplies consist of extra shoes, socks, T-shirts, and hygiene products. Training expenditures consists of overtime for certified trainers, contract CPR/15` Aid trainer (Roland Valverde was the facility certified CPR/151.Aid trainer), and copies of training manuals. KERB COUNTYRESIDENT FACILITY STATEMENT OF WORK 1. LICENSE AND CERTIFICATION The Kerr County Resident Facility Annex and Main building (KCJF) is a 76-bed medium security facility serving pre and/or post-adjudicated youth of Texas ages 10-20 years. The Kerr County Resident Board certifies the facility on an annual basis according to the Texas Resident Probation Commission (TJPC) standazds. SEE ATTACHMENT # 1 2. DIRECT CARE AND CASEWORK STAFF RATIOS AND TRAINING KCJF maintains staffing patterns of Certified Resident Detention Officers to ~= provide twenty-four (24) hour direct supervision at the following ratios: 1 direct care staff to 8 residents during program hours and 1 direct Gaze staff to 16 residents during non-program hours. Shift Supervisors and JDOs work 12-hour shifts. SEE ATTACHMENT # 2 The ratio for Caseworkers to residents is 1:16. The Facility Administrator provides supervision for the caseworkers. There are 1.5 caseworkers on duty 8 hours/day 5 days/week and on-call after business hours, weekends, and holidays. KCJF provides facility employees with forty (40) hours of on-the job-training and 40 hours of classroom instruction to meet TJPC certification requirements for resident detention officers. All certified detention officers receive 40 hours of annual training with a certification renewal every two years. Annual training topics aze CPR, Handle With Care (physical restraint technique), Suicide Prevention, Basic Youth Rights, Preventing Sexual Misconduct & Inappropriate Relationships, and other required topics. All training topics satisfy TJPC certification requirements. Certified/qualified trainers conduct training. SEE ATTACHMENT #3 & #4 3. MEDICAL AND DENTAL SERVICES KCJF maintains an appropriate system for provision of medical and dental services to all residents. If a resident is admitted to the hospital, 24-hour supervision by a certified facility staff will be provided. Transportation to and from all medical and dental services is provided by the facility. Ms. Susanne Edwards, RN is the facility Health Service Authority as required by TJPC standazds. Ms. Edwards is on a contract basis and serves the facility approximately 10 hours/week and 24-hour on-call basis. Ms. Edwazds works full- time for Dr. Meriwether who serves as the facility on-call physician. The Assistant Facility Administrator, Mr. Wilbanks, serves as the facility Health Services Coordinator as required by TJPC standards. Mr. Wilbanks schedules all medical and dental appointments for residents on an as-needed/required basis. Mr. Wilbanks forwazds all sick call requests from residents to Ms. Edwards along with medication re-fill requirements. Authorization and encumbrance numbers for health caze services aze obtained from the TYC Quality Assurance Specialist (QAS). The facility is responsible for all over-the-counter drugs (aspirin, antibiotic ointment, etc.) and medical supplies (Band-Aids, gauze, adhesive tape, etc.) while TYC is responsible for authorized medical and dental services as well as prescription medication. The Kerr County Resident Facility provides monitoring for all residents on psychotropic medication that complies with TYC residential standards. The facility Health Service Authority trains all shift supervisors in the administering of psychotropic medications. TYC is provided a monthly psychotropic medication report. TYC is financially responsible for initial psychiatric evaluations and authorized prescriptions. KCJF is responsible for psychotropic medication monitoring visits as required. These visits will be conducted by the MHMR psychiatrist. If for any reason MHMR psychiatrist cannot conduct a medication monitoring visit, Dr. Christopher Meriwether will conduct the monitoring visit at a minimal cost to KCJF. KCJF Policies and procedures for health caze services aze outlined in the KCJF Policy and Procedure manual SECTION 10 Subchapter B: TJPC §343.10(a)(b)(c)(d)(e)(f). 4. PSYCHIATRIC, PSYCHOLOGICAL AND TREATMENT SERVICES The Life Skills/Re-socialization component is a deliberate and cazefully planned service, which heeds closely the individual needs of each resident. The facility uses positive solution-based curriculum, which is a cognitive life skills curriculum. It is designed to help the resident examine who they aze so they can better understand their thoughts and their decision-making habits. The residents learn the building blocks for success. Since this curriculum is "discovery" based in nature, the residents aze not evaluated on a "pass or fail" status. It is imperative that a proper balance is reached between motivating and challenging the resident to pursue constructive avenues and not crossing the level of tolerance for frustration, attention and impulse control so that they can experience success and avoid the repeated pattern of failure so common among residents. The techniques and skills learned in a group setting facilitated by the resident detention officers reveal themselves in other azeas of their program. For example, treating others with more respect, feeling compassion for the fellow peers and others, volunteering to help an angry peer de-escalate, and many other social and individual values. Experiential exercises are presented azound values clarification, decision-making skills, goal setting and correlating resident interests, skills and the realistic availability of opportunities in the job market. 2 Each resident's vocational or cazeer interests are evaluated. The results of these evaluations become part of the resident's program plan. Caseworkers assist the residents with materials aimed at teaching them the importance of cazeer awazeness and job prepazation. Staff provide counseling and role-play interviews, information on locating a job, completing a job application, etc. The TYC youth will be placed on alevel-system, which earns privileges according to their successful completion of each level. Positive peer interaction is a key component in obtaining levels. Each youth will be required to apply for their levels and justify their reasons for level advancement in the presence of a "Level Review Group" consisting of caseworkers, shift supervisors and other available staff. Each dorm will conduct a morning group facilitated by the detention officer assigned to the dorm. This group will set each youth's daily goal based on the spiritual principle of the week, i.e., Honesty, Courage, Humility, etc. During the eazly evening hours, each dorm will conduct another group facilitated by the detention officer to "de-brief' the day and assess the achievement of the daily goal. Along with the two daily dorm groups, a life skills group and a chemical dependency education group will be held each day. TYC youth aze encouraged to keep in touch with family members via mail, visitation, and telephone calls. Visitation is provided on weekends. Visits must be scheduled between the hours of 1 p.m. and 3 p.m. on Saturday or Sunday. Visits will be no longer than 1 hour in length. Those on the approved visitation list provided by TYC personnel will be allowed to visit TYC youth. All visitors must present a picture ID for identification verification. The visitor will give no packages, food, pictures, or other materials directly to the youth. Youth assigned to security for discipline purposes will not participate in visitation due to a possible security/safety factor. Special holiday dinners are planned each yeaz for KCJF youth. Parents/guazdians aze invited to attend these special events. If a parent/guazdian requests a family counseling session with the facility's Mental Health Provider, these sessions will be scheduled. KCJF Suicide Alert Policy will follow the TYC Residential Standazds. The existing suicide alert policy adheres to the TJPC suicide alert standazds, but will be revised upon the completion of the TYC training on suicide prevention provided by TYC personnel to meet TYC standards. The mental health professional is Mr. Mike Russell, LPC, LCDC. Mr. Russell is on a full-time status with KCJF. Mr. Russell provides substance abuse counseling and conducts all suicide assessments for all residents housed at KCJF. 5. TARGET POPULATION KCJF provides residential services for TYC male youth 10-20 years of age. 6. DAILY LIVING SERVICES KCJF provides an initial orientation into the facility to all new youth within the first seven days of their admission into the facility. All new youth aze advised of their orientation schedule upon admission into the program and signs acknowledgement of the completion. A packet of informational material is forwazded to parents/guazdians via mail. Residents are provided a handbook that outlines facility rules and program expectations, daily schedules, visitation, communications, support services, and disciplinary system and consequences. All residents sign acknowledgement of receipt of the handbook. KCJF is located in Kerrville, Texas, which is approximately 62 miles west of San Antonio, Texas along II-I 10. The facility is designed to house 8 residents in single-cell rooms within a common living azea, which makes one (1) dorm. There are three (3) dorms within the facility annex housing a total of 24 TYC residents. The building houses 24 residents in a dorm setting with one (1) isolation room adjacent to the control room. There is aself-contained control room, two classrooms, indoor recreation room, secure outdoor recreation area, two counseling rooms, visitation room, and an intake area. All these azeas/rooms are within a secure area controlled by electronic locking doors and monitored by security cameras and audio panels. All residents are required to walk single file with hands placed behind their backs. Upon entering any room, the residents aze required to numerically count off over their left shoulder to provide an accurate dorm head count. This count is recorded in the dorm logbook upon each dorm movement and radioed to the shift supervisor. The shift supervisor in tum acknowledges the count. A population reporUroster is generated each morning at 0500. This report indicates the daily population count, assigned dorm, assigned room, and program level for each resident. The administrative area consists of a receptionist office facing the front entrance lobby, four (4) administrative offices, administrative restrooms, and break room. Resident movement is conducted in a secure environment at all times. At no time will residents be located in an insecure area except during medical appointments. During all transports, residents will be handcuffed and leg shackled to restrict free movement. All TYC residents will receive one-hour (1) of outdoor recreation consisting of basketball schedule per dorm. At no time will all three (3) dorms be in the outdoor recreation azea at the same time. If weather does not permit outdoor recreation, the indoor recreation area will be utilized. All TYC youth will attend educational classes consisting of the 4 core subjects, Math, Science, Social Studies, and Language Arts five days per week. GED is provided for qualified residents. Life Skills and Chemical Dependency Education groups will be held each day facilitated by the caseworkers 5 days/week. On weekends, the residents will be required to work on assignments provided by the caseworkers during scheduled times. Each TYC youth will be required to participate in one (1) hour of physical training everyday facilitated by detention officers. A physical training curriculum is followed in insure proper execution of exercises. Scheduled activities will require a 16.5-hour day, 7 days per week. Residents will awake at 0500 and retire at 2130 each day. During "free time", residents are allowed to write letters, play boazd games, read, and/or watch television. SEE ATTACFIlI4ENT #5 & #6 KCJF pazticipates in the National School Lunch Program (NSLP). The Operating Entity will provide reimbursement funds to the Service Provider to accommodate reduction in food and meal costs for the facility. Residents aze provided three (3) meals each day and an evening snack. Participation in the NSLP program is two (2) meals per day per resident. Menus aze provided by the National School Lunch Program and aze nutritionally balanced according to NSLP standazds. 5EE ATTACHMENT #7 & #8 7. EDUCATION SERVICES The facility liaison to the Kerrville Independent School District (KISD) is the Facility Administrator in coordination with Mr. Steve Swartz, who serves as the KCJF Principal. The sixteen and one-half hour day (16.5) includes educational services as required by state and federal law. The residents aze required to be in class for a minimum of four (4) hours per day, Monday through Friday. KISD provides the core curriculum at the facility. Classes aze held year round with scheduled breaks providing 220 instructional days. Education is provided on site and there are GED prep courses available with final testing accommodations. For residents that complete their GED or already possess a High School Diploma or GED, KCJF through KISD provides courses for the SAT and ACT. Once these exams are taken, planning is initiated to encourage and pursue secondary education through correspondence courses. KCJF provides direct supervision by JDOs in the classroom. SEE ATTACHMENT #9 & #10 S. CLOTffiNG Upon admission, each resident is provided with the necessary clothing for all seasons. The residents weaz navy blue "Scrubs" with navy blue slip-on canvas shoes. Socks, underwear, T-shirts, and shower shoes will be provided individually. Shia supervisors conduct laundry during the night shift in order to provide clean clothing each morning each day of the week. Residents will be issued one (1) pair of canvas shoes, one (1) pair of shower shoes, two (2) uniforms, four (4) pair of socks, (4) pair of underweaz, four (4) T-shirts, two (2) towels, two (2) wash cloths, one (1) blanket, one (1) sheet, and personal hygiene 5 products. The facility is equipped with adequate laundry equipment in a laundry room located in the main building. 9. TRANSPORTATION SERVICES KCJF provides transportation of residents for services as required by this statement of work. This will include medical transportation and supervision when overnight stays are necessary. 10. SECURITY MEASURE/PUBLIC SAFETY All activities aze planned, scheduled, structured, and supervised by dorm JDOs. All residents aze directly supervised by certified officers twenty-four (24) hours per day seven (7) days per week. All facility vehicles remain locked when not in use with keys locked in the key lock box in the control room located in the main building. All preventive maintenance and emergency repairs aze conducted by the Kerr County Maintenance Department. Each single-cell bedroom, day area, indoor recreation area, classroom, visitation room, and counseling room is equipped with sprinkler system. Inspections aze conducted by the Kerrville Fire Marshall on an annual basis. KCJF has established an evacuation plan that addresses procedures and guidelines for handling catastrophic events such as fire, tornadoes, bomb threats, hostage situations, and industrial accidents. SEE ATTACHMENT #11 A secure perimeter fence does not surround the Kerr County Juvenile Facility Annex, which will house the TYC residents. However, TYC residents will not be permitted in the non-secure area at any time. Upon preparing for transporting, the resident will be handcuffed and leg-shackled and brought to the secure vehicle transporting area to boazd and disembazk the vehicle. The outdoor recreation azea is fully secure by an enclosed fence and overhead fence enclosure. The facility utilizes a control center to monitor and track residents movement within the facility and radio communication. The facility doors will be locked and can be opened by key and/or controlled automated locks. The facility as one (1) secure single cell that is designated for security/segregation purposes. This room is self-contained with stainless steel toilet and washbasin. Residents aze admitted to this room only for serious or continuous escapes or attempts, serious and imminent danger of injury to self and others, imminent and substantial destruction of property, consistent disruption of program and if awaiting a hearing or transportation to another secure facility. The resident will be afforded a hearing in accordance with TYC residential standards to determine whether or not to admit him to security. Extensions beyond 24 hours will require a due process hearing according to TYC residential security standard. Administrative staff will monitor all referrals, admissions and extensions. The security unit will be utilized as a last resort after all attempts at progressive discipline have failed. Staff will monitor the resident in the unit at least every 15 minutes and record such monitoring on an observation sheet. If the youth is on suicide alert pending an assessment, observation checks will be conducted every 10 minutes unless 1:1 supervision is required. The secluded resident will be allowed 1:1 recreation in the outdoor or indoor recreation area for 1 hour per day. Depending on the safety and security issues, the resident may work on educational assignments provided by KISD teachers in security. The facility is equipped with a generator that will provide electricity to sustain the facility in the event of a power outage. 11. YOUTH COMPLAINT AND RESOLUTION SYSTEM The KCJF grievance procedures regazding TYC residents will adhere to TYC standazds. Each dorm will have a designated youth clerk who supplies his peers with grievance forms. The numbered grievance is logged out to the resident after attempting to informally resolve the grievance. The resident places the grievance form in a grievance box located on the form that is check daily by the grievance coordinator or designee upon his absence. The grievance coordinator logs the grievance addresses the grievance in a timely response. The resident must sign the grievance form for satisfactory resolution, or appeal up the chain of command if not satisfied with the resolution. If not satisfied with the appeal resolution, the process is followed up through the facility administrator and can then be appealed to the Executive Director of TYC. The Assistant Facility Administrator will conduct grievance resolutions. 12. YOUTH RIGHTS AND PRIVILEGES Upon admission, residents are oriented as to their basic rights. These rights are delineated in the facility resident handbook, a copy of which is given to each resident on arrival. The handbook also gives the resident a ready reference to the behavioral expectations, facility rules, consequences for inappropriate behavior, and privileges which may be eamed as they progress through the program. Most privileges are tied to the levels of re-socialization and increase in number and meaning as the higher level is reached. Church activities are strictly on a volunteer basis from the religious community in Kerrville. If church services are provided by a local church group at the facility, attendance by the resident is their freedom of choice. 13. TRUST FUND Any money a resident may have upon admission will be placed in a labeled sealed envelope and placed in a locked safe located in the facility administrator's office. Upon discharge, the envelope will be given to the resident. The resident will sign a form signifying the amount of money placed in the envelope upon intake and the amount returned to him upon dischazge. This form will be part of the resident inventory list. In the admission packet sent to the pazents/guazdians, there will be an explanation regarding the unnecessary requirement for money to be sent to residents. There is no commissary for residents at KCJF.