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HomeMy WebLinkAboutAgenda - 03-24-2003 - 8gORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 24, 2003 Action Agenda Item No. SUBJECT: CJPP Continuation Grant Application DEPARTMENT: County Manager PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Grant Application (Under Separate Cover) INFORMATION CONTACT: Sharron Hinton, ext. 2300 TELEPHONE NUMBERS: Hillsborough 732 -8181 Chapel Hill 968 -4501 Durham 688 -7331 Mebane 336- 227 -2031 PURPOSE: To approve submission of the FY 2003 -2004 grant application for the continuation of Criminal Justice Partnership Program (CJPP) operations. The amount of the application is $165,221. BACKGROUND: In 1995, Orange and Chatham Counties formed a multi - county partnership to address criminal justice needs in the 15 -B judicial district. Since that time, Orange County has served as the fiscal agent for CJPP operations. Due to state budget constraints, the allocation from the NC Department of Corrections ( NCDOC) has been reduced for the past two years by approximately 25% to the current level of $123,916. However, recent communication from the NCDOC indicates that program funding is anticipated to be restored to its previous level of $165,221 (a 9% reduction from the original grant award amount). The purpose of this grant is to operate programs, identified by the Orange- Chatham Justice Partnership (OCJP), which address adult offenders sentenced to intermediate sanctions. The OCJP currently supports the pre -trial release program, which is administered through contractual arrangements with Orange- Chatham Alternative Sentencing. This program addresses jail overcrowding by moving inmate - related data expeditiously through the criminal justice system for eligible clients. In addition, the OCJP supports a continuum of treatment services for this population, which is provided through contractual arrangements with OPC Mental Health. FINANCIAL IMPACT: Funds from the grant enable Orange and Chatham Counties to provide program services such as substance abuse treatment and pre -trial release services. Historically, Orange County has contributed $3,000 annually to the pre -trial release program and $12,500 for administrative support to the Partnership. Staff anticipates that the Manager's Recommended 2003 -04 fiscal year budget would include the continued appropriation of these local dollars. 2 RECOMMENDATION(S): The Manager recommends that the Board approve the grant application and authorize the Chair to sign. Criminal Justice Partnership Program 3 Contact Person: Trish Vandersea Phone: 919 - 245 -2217 Fax: 919 - 644 -3039 Email: pvandersea @co.orange.nc.us Note: This application is to be used for the continuation of implementation grant funding only. New programs must complete a full application in accordance with Section IV.A of the CJPP Policies and Procedures. Name John Link, Jr. Title Orange County Manager Address P.O. Box 8181 Hillsborough, NC 27278 Phone -245 -230 Fax 919- 644 -3004 I Email jlink@co.orange.nc.us Email mcarey1 @mindspring.com Signature "s Name Moses Carey Title Orange County Bd. of Commissioners Address P.O. Box 8181 a I! illsborou h NC 27278 Hillsborough, NC 27278 h Phone 919 -245 2130 i Fax 919- 968 -1920 s Email mcarey1 @mindspring.com Signature "s Signature March 12th Name Kenneth T. Chavious Title Orange County Finance Director Address dp O Box 8181 I! illsborou h NC 27278 Phone 1919- 245 -2453 Fax a Email ]919-644-3324 chavious@co.orange.nc.us Signature "s CJPP Local Advisory Board March 24th I County Board of Commissioners 165,221.00 ❑ Day Reporting Center ❑ Sat. Substance Abuse Treatment RI Pre -Trial Release ❑ Work Employment 9 Other Contractual Services OPC Mental Health 412 -A Caldwell Street Chapel Hill, NC 27516 Work: 919- 913 -4254 Fax: 919- 913 -4201 Email: rspence @opc- mhc.org Robert Spence, TASC Director Program Director Name Robert Spence Pre -Trial Services 116 South Churton Street Hillsborough, NC 27278 Work: 919- 644 -7160 Fax: 919-644-2238 Email: joyce @rtmx.net Joyce Kuhn, Director Program Director Name Joyce Kuhn Orange- Person - Chatham Mental Health, Developmental Disabilities and Substance Abuse Authority (OPQ 412 -A Caldwell Street Chapel Hill, NC 27516 Work: 919- 913 -4254 Fax: 919 -913 -4201 Email: rspence @opc- mhc.org Robert Spence, TASC Director Orange - Chatham Alternative Sentencing, Inc. 116 South Churton Street Hillsborough, NC 27278 Work: 919- 644 -7160 Fax: 919- 644 -2238 Email: joyce @rtmx.net Joyce Kuhn, Director ❑ Program Goals and Objectives ❑ Program Activities 9 # of Offenders. Served ❑ Offenders Targeted ❑ Program Administration ❑ Administrative Fees. ❑ Program Staffing ❑ Contracts ❑ MOA's ❑ Job Descriptions for County Employees ❑ Other ❑ Other The # of offenders to be served by the TASC program has been reduced due to an error in past grant applications. The TASC program was, in the past projecting clients to be served based on all offenders served through the TASC program, notwsoley intermediate sanctioned offenders. Reduce alcoholism and other drug dependencies ,among offenders. Reduce recidivism by increasing prosocial factors A_ 11mplement Aftercare Support. ;,To e success with intermediate punishment ;probation by reducing the number of probation revocations. !Make these services available to intermediate rovide Regular Outpatient Substance Abuse Treatment, rtensive Outpatient Treatment, Individual and Group reatment, referrals for 12 step support, along with follow p relapse counseling to 100% of clients. Assess for etoxification, hospitalization, or residential treatment; icilitate access to appropriate service. Counsel and direct offenders, through case management, to seek and/or maintain employment or education/training. Assist in development of family stability through family support counseling and/or education. Assist in development of post treatment relapse prevention through education, individual and group counseling. Provide ongoing relapse prevention group. Ongoing case management cooperation with probation department for compliance monitoring, problem identification, and service plan development and review. .. Receive referral from probation within one week of Fsentenced- offenders. udgement. Contact with 100% of clients within 1 week of Expedite the release of ininates in the Orange and :,Expedite mjails to reduce population. ;Reduce the likelihood that indigent inmates are held in pre -trial soley due to indigency when stability is levident and community risk is low. Screen population by interviewing, performing record checks and contacting family and employers to weigh risk factors and find a supportive network. i Screen inmate population in Orange and Chatham jails (as noted below.) jP ect community from additional criminal activity by . ,Look at criminal history. Advise judiciary of assualt I ;those released from jails pre -trial. convictions. Monitor telephone reporting, obtain orders for arrest for non - compliance in reporting. Reduce the amount of funding spent by state and :county on incarceration. Provide information on imates to facilitate the judiciary decision to release. [A] What is the cqpacity capacity of the program? (i.e., how many people can be served at any given time ?) [1311. What was the actual TOTAL number of people served during FY 2001 - 2002? 2. What is the estimated TOTAL number of people to be served during FY 2002 - 2003? 3. What is the estimated TOTAL number of people to be served during FY 2003 - 2004? [C] Check all services that apply [ 1 ] 9 Substance Abuse Treatment [2] Rf Educational Services [3] 6G Job Development Services [4] Rai Cognitive Behavioral Intervention [5] 9 Domestic Violence Services [6] Rf Life Skills [7] ❑ Others Fi Assessment 9 ROPT F6 IOPT F Support Services F After Care R( Drug Screens ❑ Other On Site ECI El IM 45 210 Off Site El F1 6G Fi Fi El ■ [B] List the CONTRACTED (i.e., services at COST to CJPP) Service Providers to the program. Attachment 3- Attach a Copy of Proposed or Signed Contracts in attachment section for FY 2003 - 2004. Contracts should be maintained in Program files on site. m.___ .......... Orange - Chatham Alternative Sentencing, Inc. Orange Person Chatham (OPC) Mental Health Please Note: Attachments are required for contracts and MOA's for FY 2003 - 2004. Does the program anticipate receiving any Project Income? Rf No ❑ Yes (Attach a completed "Project Income Report" form) Attachment 8 Submit one (1) Original and two (2) copies of Application and Attachments, including budgets. 1. Job Descriptions for all modified CJP Program Positions ❑ Yes No modifications at this time.. Rai No 2. Copies of All MOA's for FY 2003 - 2004 for Service Providers 9Yes ❑ No 3. Copies of All Proposed or Signed and Executed Contracts for FY W1 Yes 2003 - 2004 for Service Providers ❑ No 4. Monthly or Weekly Calendar detailing Services Provided W.1 Yes ❑ No 5. Local CJPP Advisory Board Members and Terms Rf Yes ❑ No 6. Budget Line Item Justification Form Rf Yes ❑ No 7. Budget Summary Form Yes ❑ No 8. Project Income Report (if applicable) ❑ Yes N/A RfNo NOTE: Please number your attachments and submit in the order indicated above. e Attachments 1. Contracts a. Orange - Chatham Alternative Sentencing b. Orange Person Chatham (OPQ Mental Health 2. Operating Procedures and Policies -- Pre -Trial Services 3. Board Structure a. Mission/Goals b. By -Laws c. Membership d. Committee Structure 4. MOA 5. Budget Summary Form NORTH CAROLINA ORANGE COUNTY MXhMeV1& I a, AGREEMENT BETWEEN ORANGE COUNTY AND ORANGE - CHATHAM ALTERNATIVE SENTENCING INC. THIS AGREEMENT made and entered into this day of , 2003 by and between Orange County, North Carolina, on behalf of the Orange - Chatham Criminal Justice Partnership Program, hereinafter referred to as "the County ", and Orange - Chatham Alternative Sentencing, Inc., hereinafter referred to as "OCAS." WITNESSETH WHEREAS, the County acting as fiscal agent for the Orange - Chatham Criminal Justice Partnership Program has received a grant from the North Carolina Department of Correction Criminal Justice Partnership Program ( "NCDOCCJPP ") to provide services to individuals in the criminal justice systems of Orange and Chatham Counties, including a pre -trial release program; and WHEREAS, the grant provides that these grant monies may be spent through contracting with private for - profit/private nori- profit agencies to provide these services; and WHEREAS, OCAS is a non -profit agency which provides pre -trial services to individuals in the criminal justice systems of Orange and Chatham Counties; and WHEREAS, the County desires to contract with OCAS to provide pre -trial services for individuals in the criminal justice system of the County as part of the Orange - Chatham community -based corrections plan; and WHEREAS, OCAS desires to provide these services for the County. NOW THEREFORE in consideration of the following mutual promises, covenants and conditions, the County and OCAS agree as follows: A. Pre -Trial Services. OCAS agrees for the period of July 1, 2003 to June 30, 2004 to continue to operate its pre -trial release program. The program activities during this period shall, except as expressly provided in this agreement, correspond with the Pre -Trial Release Program Summary and the Pre -Trial Release Operating Policies and Procedures and all other related activities described in the grant contract between North Carolina Department of Correction Criminal Justice Partnership Program and the County as though it were the grantee under that contract. A copy of the grant contract is Exhibit A hereto. 10 1. OCAS is responsible for the daily screening and identification of eligible candidates from the jail confinement lists in Orange and Chatham County jails. 2. OCAS interviews CJPP eligible offenders to determine the likelihood that the inmate will return to court for all court dates by examining past available criminal records, verifying stability of home /employment and looking at other factors related to community safety. 3. OCAS will secure the appropriate Release Agreement or Bond Reduction documents for each offender and obtain the signature of the judicial official. 4. OCAS agrees to submit program activity information to the Information Management System (IMS) database of the Criminal Justice Partnership Program immediately after each client contact. 5. OCAS regularly participates and is involved with the 15B judicial meetings, e.g. Community Resource Court, Court Committee, or other court- related efforts. 6. OCAS agrees to continue monitoring and evaluating the Pre -Trial release program, to include necessary documentation and data collection, and to provide the results of this monitoring and evaluation to County upon request of County. B. The County agrees to reimburse OCAS for the services provided pursuant to this agreement up to the amount of $70,000 for the period beginning July 1, 2003 and ending June 30, 2004. The budget for the contract period is as follows: Services Money Personnel $50,320 Operating Expenses $14,180 Travel $1,200 Contractual and Other $4,300 Total $70,000 OCAS agrees to provide the County with its reimbursement requests by the 10th business day of each month for the previous month's expenses. The County agrees to reimburse OCAS for all reimbursable expenses invoiced by August 15, 2004. N �I2 1. OCAS agrees that monies to be paid by the County are contingent upon receipt by the County of a Criminal Justice Partnership Program (CJPP) grant for these services from the North Carolina Department of Correction Criminal Justice Partnership Program and the obligation of the County under this agreement is reduced, dollar for dollar, by the amount of any reduction in the State grant. 2. OCAS agrees to the following conditions regarding the budget: a. Equipment not included in the approved budget may not be purchased without prior written approval of the County. b. Requests for amendments to the budget must be requested in writing to the County. If the County approves the amendment, it will notify OCAS in writing of the approval. C. Written approval by the County is also required for any change in the scope of the pre -trial services. These changes include but are not limited to modifications in staffing program components, contractual agreements or memoranda of understanding. d. Prior to implementation of this agreement, OCAS shall submit to County an estimate of the administrative costs associated with this agreement and estimates for the services that will be provided. If, during the course of this agreement, OCAS determines that the agreed -upon costs need to be adjusted, OCAS shall provide County with a written explanation of the circumstances surrounding the need for an amendment. Under no circumstances will the County be required to pay higher rates than those previously agreed upon without its prior approval. Further, the overall approval rests with the granting authority of the NCDOCCJPP administration. e. In the event that OCAS expends any funds for the provision of services pursuant to this agreement, and such funds are subsequently determined by the North Carolina Department of Corrections Criminal Justice Partnership Program to be non- reimbursable, such costs shall be considered non - reimbursable by the County. C. OCAS agrees to maintain accurate records regarding the pretrial services provided pursuant to this agreement. OCAS agrees to allow the County to inspect these records at any time necessary. OCAS agrees that the County may at its sole discretion perform an annual audit of the project which shall comply with the 9 13 requirements of the Single Audit Act of 1984 and be made available for inspection by the County staff. The County, or any of its duly authorized representatives, shall have access for the purpose of audit and examination to any books, documents, papers, and records that. pertain to this project. If as a result of inspection of the audit, any project expenditure is disallowed, the County may, at its sole discretion, reduce the amount of any expenditure under this agreement by the amount disallowed or demand repayment. Notwithstanding any other provision of this agreement, all client records, papers, and other documents kept by OCAS that are obtained or created pursuant to this agreement shall be confidential and shall only be disclosed as is provided for by law or as necessary for the full implementation of this agreement. D. OCAS agrees that the County will retain ultimate control and responsibility for the services performed under this agreement. OCAS further agrees to be bound by and to in all respects comply with the conditions set forth in the grant contract between North Carolina Department of Correction Criminal Justice Partnership Program and the County as though it were the grantee under that contract. A copy of the grant contract is Exhibit A hereto. E. OCAS will procure and maintain adequate insurance policies covering professional liability, comprehensive general liability and worker's compensation in amounts required by State law (and not less than one million dollars per claim and one million dollars aggregate for professional and comprehensive general liability insurance) as necessary to insure that OCAS and any and all individuals working with .00AS against any claim or claims for damages arising out of personal injuries :or death occasioned by OCAS, its principals, agents and/or employees. OCAS will investigate any formal written complaints brought to its attention by participants. OCAS will notify the County;' in writing, of any such complaint and the County will in turn notify the Orange - Chatham Criminal Justice Partnership Advisory Board. OCAS shall notify the County of any cancellation or material change in insurance coverage which takes effect during the performance of this agreement. If OCAS changes insurance providers during the performance period of this agreement, OCAS shall provide evidence that the County will be indemnified to the limits specified here for the entire performance period of this agreement, either under the new policy or a combination of old and new policies. OCAS is responsible for its acts and the errors and omissions of its principals, agents, officers, directors, employees, licensees, and invitees or other third parties that enter OCAS premises. OCAS agrees to indemnify and hold harmless and defend the County from any act or omission of OCAS, its principals, agents, officers, directors, employees, licensees, and invitees or other third parties that enter OCAS premises, and OCAS agrees to indemnify the County from any and all losses, damages, costs and expenses (including reasonable attorney's fees) caused by or arising out of an act, omission, fault, negligence or-other misconduct 0 -i t of OCAS, its principals, agents, officers, directors, employees, licensees, and invitees or other third parties that enter OCAS premises which occurs in connection with this agreement. F. This agreement may be terminated by either party: 1. upon at least thirty (30) days notice by certified mail, with return receipt requested or by written notice delivered in person to, as to the County, Sharron Hinton, Orange County, P.O. Box 8181, Hillsborough, North Carolina 27278, and as to OCAS, Joyce Kuhn, Executive Director, 116 S. Churton Street, Hillsborough, North Carolina 27278; 2. at any time, for cause, in case of jeopardy to the client or other failure to comply with the requirements of this agreement, upon notice to OCAS as provided here (the cause shall be documented in writing to OCAS detailing the grounds for termination); 3. by mutual consent of both parties, in writing. In the event of termination in part, the parties shall continue the performance of this agreement to the extent not terminated. After receipt of a notice of termination and except as otherwise directed by the County, OCAS shall cease work under this agreement on the date, and to the extent specified in the notice of termination. The County shall pay OCAS the agreed upon amount for the delivery of services under the terms of this agreement up to the effective date of termination. Payment shall not be made for property or supplies purchased after the notice of termination is received. G. This agreement is not intended and shall not be construed to create the relationship of agent, servant, employee, partnership or joint venture between OCAS and the County, but rather is an agreement between independent contractors. OCAS is not an employee or agent of the County for any purpose including but not limited to compensation for services, employee welfare and pension benefits, worker's compensation insurance, or any other fringe benefits of employment. H. OCAS agrees not to subcontract or assign any of the services contemplated under this agreement without the prior written approval of the County. I. OCAS agrees to submit program activity information on a monthly basis to the Partnership and the Division of Community Correction. 5 J. OCAS and the County agree that each party will comply with all applicable State and federal laws, including but not limited to such non- discrimination laws as may be applicable to them in the performance of this agreement. K. OCAS and the County understand that this contract in no way assures or implies continuation of funding or the provision of services beyond the term of this contract. L. No employee of OCAS may participate in a decision with respect to choosing appropriate services for OCAS clients under this agreement if such a decision can be expected to result in any benefit or remuneration to the employee or any member of his/her immediate family. M. It is agreed that either party's failure to insist upon the strict performance of any provision of this agreement or to exercise any right based upon a breach thereof, or the acceptance of any performance during the breach, shall not constitute a waiver of any rights assigned to that party under this agreement. N. This agreement contains the entire understanding of the parties and shall not be altered, amended or modified except by an agreement in writing executed by the duly authorized officials of both parties. O. The laws of the State of North Carolina govern the validity and interpretation of the provisions, terms and conditions of the agreement. IN WITNESS WHEREOF the parties have hereunto signed this agreement in their official capacities on the day and year listed below. This the day of , 2004. ATTEST: Donna Baker, Clerk to the ORANGE COUNTY By: Margaret Brown, Chair Orange County Board of Commissioners n 15 Board of Commissioners OCAS I: ATTEST: (6 This instrument has been pre - audited in the manner required by the Local Government Budget and Fiscal Control Act. Ken Chavious, Orange County Finance Director 7 A)Wft� 16 .0 CONTRACT BETWEEN THE COUNTY OF ORANGE, NORTH CAROLINA AND ORANGE PERSON CHATHAM MENTAL. HEALTH, DEVELOPMENTAL DISABILITIES AND SUBSTANCE ABUSE AUTHORITY THIS CONTRACT is made and entered into the _ day of , 2003, between The County of Orange ( "the County ") and The Orange Person Chatham Mental Health, Developmental Disabilities and Substance Abuse Authority ( "OPC "). WHEREAS, the North Carolina Department of Correction Criminal Justice Partnership Program ( "CJPP ") has awarded a North Carolina Department of Correction Criminal Justice Partnership Program ( "NCDOCCJPP ") grant to Orange and Chatham Counties, North Carolina; and WHEREAS, the aforementioned Counties desire to use some portion of the NCDOCCJPP grant to contract with OPC to provide case management, referral, and treatment services for individuals in the intermediate punishment population in Orange County and Chatham County; and WHEREAS, OPC desires to arrange for or provide case management, referral, and treatment services through its Treatment Alternatives to Street Crime program; WHEREAS , the aforementioned Counties desire to support the pilot Orange County Drug Court by using some portion of the NCDOCCJPP grant to contract with OPC to provide outpatient services, particularly Intensive Outpatient treatment, and case management to offenders adjudicated by the Drug Court, and close liaison and other support to the Drug Court; WHEREAS, OPC, CJPP and the Counties recognize the need to actively investigate and respond to the needs of the non - English speaking intermediate punishment population. NOW THEREFORE, IT IS MUTUALLY agreed as follows: I. This contract shall be effective for the period of July 1, 2003 through June 30, 2004. II. OPC agrees to provide case management and referral services to the CJPP - eligible intermediate punishment offender population in Orange County and Chatham County. A. A CJPP- eligible intermediate punishment offender is defined as an adult offender convicted of a misdemeanor or a felony offense who received a non - incarcerative sentence of an intermediate punishment or who is serving a term of post - release supervision after completing an active sentence of imprisonment. is B. 15 -B Department of Community Corrections (DCC) /OPC shall make an initial determination as to whether an individual is eligible to participate in the CJPP program; OPC will assess eligible individuals in order to determine the services needed by these individuals and refer clients as appropriate to treatment programs and services offered by OPC or through subcontracts between OPC and other agencies. C. The services provided by OPC shall include, but are not limited to, referral to appropriate residential treatment substance abuse programs, mental health programs, and regular and intensive outpatient services. D. OPC agrees that the County will retain ultimate control and responsibility for the services performed under this contract. OPC further agrees to be bound by and to in all respects comply with the conditions set forth in the grant contract between North Carolina Department of Correction Criminal Justice Partnership Program and the County as though it were the grantee under that contract. A copy of the grant contract is Exhibit A hereto. III. Orange County, as lead fiscal county, agrees to reimburse OPC on a monthly basis for the services that OPC, itself or through a third parry provider, provides to the intermediate punishment population, and to reimburse OPC for the administrative costs associated with these services as was previously agreed. The administrative costs associated with dispersal to both third parry subcontractors and OPC will be broken out into the agreed upon format by line item. IV. Prior to implementation of this contract, OPC shall submit to County an estimate of the administrative costs associated with this contract and estimates for the services that will be provided to the intermediate punishment population, either by OPC or by a third -party. If, during the course of this contract, OPC determines that the agreed -upon costs need to be adjusted, OPC shall provide County with a written explanation of the circumstances surrounding the need for an amendment. Under no circumstances will the County be required to pay higher rates than those previously agreed upon without its prior approval. Further, the overall approval rests with the granting authority of the NCDOC CJPP administration. V. OPC agrees that it will be responsible for maintaining records of all individuals to whom it provides services; all individuals for whom it contracts with third parties for services; and all individuals for whom it provides case management services. VI. All client records, papers, and other documents kept by OPC or a third parry with which OPC has contracted for provision of services to the intermediate punishment population that are obtained or created pursuant to this contract shall, be confidential and shall only be disclosed as is provided for by law or as necessary for the full implementation of this contract. VII. OPC shall not assign any interest in this contract, whether by assignment or notation, without the prior written consent of the County, except as specified herein. 0) 19 VIII. OPC may enter into such third parry contracts as are necessary to provide services to the intermediate punishment population in Orange County and Chatham County. Any contracts entered into by OPC shall comply with all applicable provisions of Chapter 122C of the North Carolina General Statutes and T10:14C.1010 of the North Carolina Administrative Code. The County may inspect any third -party contract entered into for the benefit of a member of the intermediate punishment population in Orange County and/or Chatham County as it deems necessary. IX. This contract may be terminated: 1. by either party, upon at least thirty (30) days notice by certified mail, with return receipt requested or by written notice delivered in person to, as to the County, Sharron Hinton, Orange County, P.O. Box 8181, Hillsborough, North Carolina 27278, and as to OPC, Thomas Maynard, 101 E. Weaver Street, Suite 300, Carrboro, North Carolind, 27510; 2. at any time, for cause, in case of jeopardy to the client or other failure to comply with the requirements of this contract, upon . notice to OPC as provided here (the cause shall be documented in writing to OPC detailing the grounds for termination); 3. by mutual consent of both parties, in writing. In the event of termination in part, the parties shall continue the performance of this contract to the extent not terminated. After receipt of a notice of termination and except as otherwise directed by the County, OPC shall cease work under this contract on the date, and to the extent specified in the notice of termination. The County shall pay OPC the agreed upon amount for the delivery of services under the terms of this contract up to the effective date of termination. Payment shall not be made for property or supplies purchased after the notice of termination is received. X. No employee of OPC or of any agency with which OPC contracts to provide services to offenders may participate in a decision with respect to choosing appropriate services for offenders if such a decision can be expected to result in any benefit or remuneration to the employee or any member of his/her immediate family. XI. OPC agrees to maintain liability insurance during the term of this contract to the extent required by Chapter 122C of the North Carolina General Statutes. To the extent allowed by law, OPC shall be responsible for its acts and the errors and omissions of its principals, agents, officers, directors, employees, licensees, and invitees or other third parties, and OPC agrees to indemnify and hold harmless and defend the County from any act or omission of OPC, its principals, agents, officers, directors, employees, licensees, and invitees or other third parties, and 3 z. o OPC agrees to indemnify the County from any and all losses, damages, costs and expenses (including reasonable attorney's fees) caused by or arising out of an act, omission, fault, negligence or other misconduct of OPC, its principals, agents, officers, directors, employees, licensees, and invitees or other third parties which occurs in connection with this contract. XII. OPC agrees to record all administrative costs and all costs associated with providing services to the intermediate offender population following generally accepted fund accounting procedures. To the extent allowed by law, OPC agrees that the County may, at its sole discretion, perform an annual audit of the project which shall comply with the requirements of the Single Audit Act of 1984 and be made available for inspection by the County staff. The County, or any of its duly authorized representatives, shall, to the extent allowed by law, have access for the purpose of audit and examination to any books, documents, papers, and records that pertain to this project. To the extent allowed by law, if as a result of inspection of the audit, any project expenditure is disallowed the County may, at its sole discretion, reduce the amount of any expenditure under this contract by the amount disallowed or demand repayment. OPC agrees.to submit program activity information to the Information Management System (IMS) database of the Criminal Justice Partnership Program immediately after each client contact. OPC further agrees to maintain adequate documentation to support all costs billed to County pursuant to this contract. Such records and supporting documentation must be retained and available for audit purposes until June 30, 2005. Adequate documentation is defined as follows for each major budget category: A. Administrative: Documentation must include time and attendance records, payroll periods, payment rate and a brief description of the services provided. Reports must be signed by OPC's Area Director or his/her designee. This requirement applies to all personnel paid from funds obtained by OPC pursuant to this contract. B. Contractual Services: For individual contractual service providers, documentation must include the signed contract, time and attendance reports showing time period, payment rate, hours per day and service(s) provided. Documentation must be signed by the contractual service provider and the project director. In case of organizations performing professional services, documentation must include a detailed billing indicating services performed or products delivered, payment rate consistent with contractual agreement, and approval by OPC's Area Director or his/her designee. C. Supplies and Other Operating Expenses and Equipment. Documentation must include purchase order authorization and audited vendor invoices approved by OPC's Area Director or his/her designee. OPC further agrees to maintain a current inventory of all County -owned equipment in its possession. XIII. Title to all property acquired in whole or in part with contract funds in accordance with an approved budget and other requirements set by the County shall be held at EA! Z. l all times by the County and may not be reassigned. Such property must be marked as the property of the County with an appropriate tag or sign. OPC shall exercise due caution in the use, maintenance, protection, and preservation of such property during the contract period. Upon the expiration of this contract, all County property shall be returned to County within 10 working days. XIV. Payment and Utilization of Funds A. OPC agrees that monies to be paid by the County are contingent upon receipt by the County of a Criminal Justice Partnership Program (CJPP) grant for these services from the North Carolina Department of Correction Criminal Justice Partnership Program and the obligation of the County under this contract is reduced, dollar for dollar, by the amount of any reduction in the State grant. B. The County agrees to reimburse OPC for the services provided pursuant to this contract up to the amount of $85,221 for the period beginning July 1, 2003 and ending June 30, 2004. C. OPC shall invoice the County by the 10`h business day of each month for contract expenses paid in the previous calendar month. The County agrees to reimburse OPC for all reimbursable expenses invoiced by August 15, 2004. The invoice shall include fees for all services provided by OPC, including administrative fees, and all sums expended by OPC for services from third party providers. D. County shall pay OPC by check within thirty days. E. In the event that OPC expends any funds pursuant to this contract for the provision of services to the intermediate offender population, and such funds are subsequently determined by the North Carolina Department of Corrections Criminal Justice Partnership Program to be non - reimbursable, such costs shall be considered non - reimbursable by the County. F. OPC agrees that all payments made by the County on behalf of a member of the intermediate offender population who is receiving services from OPC, or a third party provider under contract to OPC, shall be credited towards the account of that offender. OPC further agrees that if a member of the intermediate offender population is eligible for benefits from any private health benefits plan or other government- sponsored health benefits plan, then OPC shall only invoice the County for that portion of the cost of services not reimbursed by such other health benefits plan. XV. OPC agrees to submit program activity information on a monthly basis to the Partnership and the Division of Community Correction. XVI. OPC and the County understand that this contract in no way assures or implies continuation of funding or the provision of services beyond the term of this contract. XVII. OPC is not an employee or agent of the County for any purpose including but not limited to compensation for services, employee welfare and pension benefits, worker's compensation insurance, or any other fringe benefits of employment. XVIII. This contract contains the entire understanding of the parties and shall not be altered, amended or modified except by an contract in writing executed by the duly authorized officials of both parties. XIX. The laws of the State of North Carolina govern the validity and interpretation of the provisions, terms and conditions of the contract. XX. It is agreed that either parry's failure to insist upon the strict performance of any provision of this contract or to exercise any right based upon a breach thereof, or the acceptance of any performance during the breach, shall not constitute a waiver of any rights assigned to that parry under this contract. IN WITNESS WHEREOF, Orange County has caused this contract to be signed in its name by its Board of County Commissioners Chairperson, attested by the Clerk to the Board of Commissioners, and sealed with its corporate seal, and the Orange Person Chatham Mental Health, Developmental Disabilities and Substance Abuse Authority has caused this contract to be signed in its name by its Area Director and all authority duly given, this the day of 2003. ORANGE COUNTY an Margaret Brown, Chair Orange County Board of Commissioners [COUNTY SEAL] ATTEST: Donna Baker Clerk to the Orange County Board of Commissioners Orange Person Chatham Mental Health Developmental Disabilities and Substance Abuse Authority wo 3 Thomas Maynard Area Director 2, This instrument has been pre- audited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director, Ken Chavious 7 Z3 Attachment A Fees/Treatment rates Orange- Person - Chatham Area Program Fee Outpatient Individual Therapy: $93.00 per hour Outpatient Group Therapy: 331.00 per hour Schedule Case Management (mental health): $84.00 per hour Freedom House Fee Schedule Detoxification Unit: $12333 per day Halfway House: $62.00 per day Acute Stabilization Beds: $73.56 per day Case Management: $84.00 per day Day By Dav Residential Services Initial Evaluation: $71.72 per hour Individual Therapy: $77.72 per hour Group Therapy: $25.91 per hour Medical Evaluation: $77.72 per hour Case Management: $68.91 per hour Day Treatment: $13.98 per hour A A Z s Instructions E.i plain the srqrTsrrucrure and yvhar employees do in the program. Explain hoyv the program firs into the cortnn% criminal justice system and hoiv it is linked to count; government. Pre -Trial Release Operating Policies and Procedures Evaluator /Coordinator's Duties T. Interviewing at the County Jails A. The Evaluator /Coordinator obtains the confinement list by 7:30 am. each weekday (Ion. -Fri.) in the Orange County Jail. The Evaluator /Coordinator obtains a copy of the confinement list at the Orange County Jail. Interviewing takes place each weekday in the Orange County Jail. A copy of the confinement list is requested from the jailers at the Chatham County Jail when interviewing on Monday and Thursday.-Tuesday. Wednesdal. and Friday, the Chatham County confinement list is requested to be faxed to the Alternative Sentencing office from the Sheriffs Office. During periods when the Chatham County Jail is over the bed capacity (such as during the weeks'Superior Court is in session there) visits for interviewing will be made more frequently than twice during the weekdays (Mon.-Fri.). B. The.Evaluator /Coordinator notes the total population number at the top of the confinement list if not already indicated. The number of female inmates is also noted. C. The Evaluator /Coordinator selects inmates for interviewing who have charges at arrest that make them potentially releasable without risking the community's safety. Felonies that are property and drug crimes are suitable. Common Law Robbery is a suitable offend. 'Misdemeanors are suitable for interviewing unless thev have a no bond status. In this case, the Evaluator /Coordinator will find out the reason for the no bond status. When an inmate is arrested for a probation violation, the i-nmatg,-will be interviewed to find out who his/her officer is and the Evaluator /Coordinator will contact that officer. The Evaluator /Coordinator's goal is to interview as many suitable candidates, as are available, in selecting inmates for interviews. The information discovered in the interview is not simply for release but also for expediting the cases of all inmates. Information obtained in the inmate interviews is processed to any agency that may facilitate in the immediate release and also, when indicated. to reduce recidivisn.'The likelihood of recidivism may be reduced when a person sentenced to time or bond payment toward child support is referred and released on the condition of complying with 2(109 the 'ob piacement program adminisierea uirouvn Lceriaith Council's Job Placen,eat Program or the Employment Security Commission. Another example would be explaining area substance abuse treatment options to an admitted chemical addict. D. The interviews are conducted in the jails using the Pre -Trial Release "Data Sheet ". Information obtained includes personal information related to risk factors indicatina likelihood of returning to court as well as any past criminal activity and/or veriti-in2 whether the inmate is currently on probation or parole (see'data sheet, section G). Interviews can take from five to forty -rive minutes depending on the inmates' needs or concerns. The'data gathered from the intervlew.is calculated on the risk sheet providing a total score indicating the likelihood of returning for all court dates until the charges are . resolved. V E. On Mondays, the Evaluator /Coordinators duties include scanning the jail populations to produce a list of misdemeanor charged (only being held for misdemeanors) inmates to be brought to court on Wednesday of that week for likely resolution of the incarcerated status. The inmate charged with just misdemeanors is virtually always released when either the inmate is offered a plea to enter a guilty plea in exchange for a sentence to the time already served or. is released to return for a final sentencing hearing. This method of expediting misdemeanors significantly reduces the jail population. The Evaluator /Coordinator attends Court for Wednesday hearings for disposing of cases holding the misdemeanor charged inmate in jail-in order to record the outcome of the case, secure court documents (copies) showing evidence of same, and to hear'concerns from interfacing agencies involved in this hearing in order to facilitate this process. The Evaluator /Coordinator brings these concerns to the attention of the Director so that changes can be decided and put into place to adapt to the hearing dynamics for the simplest most efficient method of accomplishing the desired outcome being the most (safely) reduced jail population possible. II. Actions post interview A. After interviewing at the jail, the Evaluator /Coordinator completes the following form indicating demographics of cases and actions taken on cases. The form is completed at the end of each day (4 p.m. with 1/2 hour for lunch). B. The Evaluator /Coordinator faxes a list of the inmates who will be going to court on Wednesday, to secure an expeditious release_ to the Public Defender's Office. C. The Evaluator /Coordinator makes telephone ells to verify addresses and jobs (as much as was' available from interview information) if such 'information indicates a stability and reliability appropriate for Pre -Trial Release candidates are recommended to a District Court Judge for his,her approval by signing a release order to the Pre -Trial Release Program or a bond reduction, etc. `tihen traveling to Chatham County, the 21 Evaluator. /Coordinator utilizes a portable cellular telephone to place such calls. The stability factors are calculated on a score sheet to derernine consisteady, when an inmate qualifies for release. D. The District Court Judge's secretary (PeQgy Riley- (919)732 -8131 eat. 2226)can be telephoned and asked to contact the Evaluator when a Judge is available for a release recommendation in his /her office. E. The Judge may indicate that a formal hearing is required in the courtroom. In such case. the Evaluator /Coordinator telephones the Office of the Distrct Attorney to give them 74 hours notice before the hearing for the release, to be proposed, is heard. F. The Evaluator /Coordinator enters demographics and return to court data on each case so that statistics can be accumulated to record these outcomes and report them to the granting and administrative a?encies. III. When a Judge / Magistrate Grants a Release to be Supervised by the Pre -Trial Release Program: A. The Evaluator /Coordinator makes a third copy of the Release Order (the order form is a duplicate form) for the office file. The original is provided to the court cleric, a copy is delivered to the jail, and a-copy is provided to the client. If the client is released within an hour, the Evaluator /Coordinator instructs the Release on the conditions of Release. Ii the defendant is not released, the Evaluator /Coordinator notifies Alternative Sentencing staff, (case developer or Director) to instruct the client. If the client is released when stair is unavailable, the jail should be asked to provide the client's copy of the Order for Release. A business card instructing the client to contact the program the following day. should be attached to the Order for Release. B. The Evaluator /Coordinator reminds the release client of court dates and togs in the client's calls 'on check in days. Often, the Evaluator accompanies the client to court as a courtesy when the Evaluator /Coordinator has no other schedule priorities that day. The Evaluator /Coordinator verifies the case's final resolution so that the case can be filed as closed. C. When a release is made to the Pre -Trial Release Program by a magistrate for supervision pending the outcome of the case, the Evaluator /Coordinator receives information about the client from the magistrate. The magistrate gives the name and case number to the Eva.luator,'Coordihator so that a case sheet can be tiled and a client file can be opened for that client. If the client fails to follow monitoring instructions, an Order for Arrest is delivered to the Clerk of Court, Criminal Division by the Evaluator /Coordinator. :-48 IV. Administrative Duties for Pre -Trial Release Program- {.Director's duriesj A. Trains the Evaluator /Coordinator: evaluates same. Reviews all prepared materials before distribution. B. Supervision of the Evaluator /Coordinator- Reviews actions taken that day; trains for new functions, as needs of the proaram change or develop. C. Develops and re- designs program as changes are needed. D. Reports to County, State, and Board of Directors 1. Changes to the budget 2. Program activity V 3. Partnership Board- attends meetings 4. Reports to corporation directors status of program and funding 5. Consults with Fiscal Agent regarding budget revisions, new annual budgets and annual Executive Summary. r 0 M CJPP Community Corrections Plan Application for Continuation of Implementation Funds (See reverse for detailed instructions) 1. Executive summary, continued. Use separate sheets in place of this form, if necessary. Pre -Trial Release Program of Orange and Chatham Counties The Orange- Chatham C, ?P Advisory Board established a pre -trial release program in FY 199-7-96 with the initial funding received from the Department of Correction. This program is provided through contractual arrangements with Orange- Chatham Alternative Sentencing, Inc.. a local non- profit agency. V During FY 1997 -98, the third year of operation, the Pre -Triai Release Program increased the links of facilitating information through. the 15 -B judicial district. Recognition and familiarity kith program services by criminal justice partners, such as the staff of the District Attornev's. Office and Magistrates. increased significantly. A major focus for the year was troubleshooting and refining the process for listing the inmates being only held in the Orange County jail for misdemeanor offenses. Releases also increased in the Chatham County jail. Pre -Trial Release Services moves inmate - related data expeditiously through the criminal justice= system. As a result, the program facilitates criminal justice processes, inmate release, the well being of inmates and the overall jail population. Examples of such services include: • securing the paycheck of an inmate from an employer so that the inmate might post bond; • checking the courthouse records to ascertain whether. a court case was disposed of and discovering that a warrant was mistakenly listed as outstanding which resulted in an inmate being mistakenly jailed; • calling the Office of the Public Offender to inquire about the arrangement of bond hearings; • as an officer of the court, reporting requested information to the judges; and • offering therapeutic interactions to inmates struggling with adjustments to inmate life or needing referrals to rehabilitation resources. The daily flow of incoming inmates dictates the particular tasks required of the program evaluator. Addressing these special needs is in addition to conducting the daily standard scre 'Zing and interviewing. Because this is the only service of its kind serving the county jails, the pre -trial release program makes a significant impact on the criminal justice system. The professional and expeditious nature of the work accomplished also adds to the success of this program. ;so Information shared with Lr�_ateS for u7cludes, Out 1s nut limi[ed io reteialS to a_encies for. • si2bstancz abuse counseaq. • mearal healti7. counseling. - • social se71 ce needs (including shelter and applic t10P_ .or pub-11c assistance), • vocational rehabilitation. arid • specific assistance with halfway house apt; head ns. Spanish - speaking inmates and those charged with dornestic violence are refer-Led to a?e _cies c, in specialized knowledge relevant to their needs. - The Director is responsible for reviewing and authorizing purchase orders and payment on invoices. The Director meets with supervisors of interfacing agencies to ensure smooth exchange of needed information and accessibility of resources. The Director plans starring and program development, making adjustments as needed, to fit the needs of the cornmuniTv. The Director meets with judges; clerks, and lawyers related. to Pre -Trial Release Services. Presentations to the local defense bar, the Offices of the Public Defender, and the District Attorney's Office are responsibilities of the Director. Meeting with the Sheriffs Departments in relation to Pre -Trial Release Service and assistance to jail st i= axe with iate concerns `re functions of the Director. ' Unobtrusive provision of services with intervievring taking place in- the jail is another concern dhe DizectDr addresses. Orange - Chatham Justice Partnership Mission Statement To promote a spirit of cooperation through the development of community -based programs that address court - imposed sanctions and treatment needs of offenders in the interest of public safety for Judicial District 15B. OCIP Goals ♦ To develop and implement a comprehensive plan for repeat offenders that includes a continuum of services for prevention, early /immediate intervention, intermediate sanctions, confinement, and aftercare. ♦ To provide greater safety to the community and to expand sentencing options by developing diverse community -based programs and sanctions that appropriately punish offenders receiving a non - incarcerative sentence. ♦ To promote coordination between state and local leaders in the development of a state -wide strategy addressing risk factors and intervention with criminal /delinquent offenders and plans for their re- entry into the family and community. ♦ To reduce recidivism among offenders. ♦ To reduce alcoholism and other drug dependencies among offenders. ♦ To reduce the number of probation revocations. ♦ To reduce the cost of incarceration to the state and counties. ORANGE - CHATHAM 3 °� JUSTICE PARTNERSHIP CJPP /JCPC BY -LAWS: ARTICLE I. NAME The name of this county appointed board shall be known as the Orange - Chatham Justice Partnership. The acronym for this board is the OCJP, which will be used throughout this document. OCJP will encompass both the Juvenile Crime Prevention Council and Criminal Justice Partnership of both Orange and Chatham Counties. ARTICLE II. PURPOSE AND DUTIES SECTION 1 The respective programs comprising the OCJP shall be funded under each initiative and General Statute, 143B.273 and 147 -33.48 respectively. The purpose shall be to combine the common interests of the respective boards to further augment the specific focuses of the resulting programs funded through each initiative, thus providing enhanced programming to the specific populations being served. SECTION 2 To assess the needs of the respective populations, assist in the planning and administering of programming specific to each initiative and to evaluate the effectiveness of said funded programs and continued needs. SECTION 3 The general powers of the OCJP shall be described as follows: The business of the Partnership shall be managed in collaboration with the respective County Managers' offices of both counties, the State Criminal Justice Partnership Program and the State Department of Juvenile Justice and Delinquency Prevention. Goals set forth of the above offices are referenced by the respective policy specified within the aforementioned documents. ARTICLE III. MEMBERSHIP SECTION 1 *The multi - county membership shall consist of no less than 20 members and shall include the following as defined by the aforementioned statute(s), (GS 143B273.10 & GS 147 - 33.61): 1. A County Commissioner from each county, selected by the respective County boards. 2. The County Manager from each county or designee. 3. The Superior Court Judge of Judicial District 15B. 4. A 15B District Court Judge residing in Chatham County. 5. A 15B District Court Judge residing in Orange County. 6. The 15B District Attorney or designee. 7. The 15B Public Defender or designee. 8. The Sheriffs of Chatham and Orange County or their designees. 9. The Directors of Department of Social Services of Orange and Chatham Counties or their designees. 10. The Area Director of Orange- Person - Chatham Mental Health or designee. 11. The Health Department Directors of Chatham and Orange Counties or their designees. 12. The Superintendents of Orange County Schools, Chatham County Schools, and Chapel Hill - Carrboro City. Schools or their designees. 13. The 15B Chief Court Counselor or designee. 14. The 15B Judicial District Manager, Department of Community Corrections or designee. 15. 15B District Guardian Ad Litem Administrator or designee. The County Commissioners in Chatham-and Orange County may appoint additional persons that may include: • A Criminal Defense Attorney. • A Juvenile Defense Attorney. • A Chief of Police or designee. • A victim of crime. • A person under the age of 21. • A Representative of Parks and Recreation. • A Representative from Employment and Training. • A Member of the Faith Community. • Representatives from the United Way that represent the two counties. • A Substance Abuse professional. • Members of the Business Community. *Provision of the Legislation that allows for up to 7 members of the community at -large would be excluded in that the respective combining of the boards has filled those appointments, however, in the establishment of a multicounty board, the. membership shall be representative of each participating county. (GS 147 -33.49 (b) 2 3-t SECTION 2 APPOINTMENTS: a) The terms of appointees shall be set forth by the respective legislation of the Department of Juvenile Justice and Criminal Justice Partnership Program. b) Vacancies shall be filled by appointment of both Orange and Chatham Boards of County Commissioners upon recommendations from the OCJP. SECTION 3 ' ' MEMBERSHIP INACTIVITY: a) Membership shall be considered to be inactive and subject to replacement when a member has missed more than (2) consecutive board meetings without a written or oral explanation. SECTION 4 REMOVAL: a) Any member of the OCJP may be removed by either Board of County Commissioners based upon recommendation of the OCJP after a recommendation of the Executive Committee that such removal is in the best interest of the Partnership. SECTION 5 OFFICERS: a) Officers shall include Co- Chairpersons. This will be a County Commissioner from each county or their designee. b) Any officers will serve -on the Executive Committee. ARTICLE IV. MEETINGS SECTION 1 a) All meetings shall be open to the public. b) The Partnership Board must meet at least quarterly or more often if the Co- Chairpersons call a meeting. c) The Committees of the Partnership will meet as necessary to satisfy the legislative mandates. d) A yearly meeting schedule will be published at the first meeting of the fiscal year. e) In the event a meeting must be canceled; the Co- Chairpersons shall notify the members in writing, by phone, e-mail or fax at least 2 days in advance. f) No official business, (i.e. voting), can be enacted unless a quorum is present. A quorum will be 51 % of the voting members present at any properly scheduled and noticed meeting. (Article IV, Section 1 a) & c), Section 2). g) Due to the large number of voting members, the Executive Committee has the authority to vote on various decisions regarding the operation of the Partnership. h) Minutes shall be taken at every meeting and distributed prior to or at subsequent meetings. S6 SECTION 3 COMMITTEES: STRATEGIC PLANNING COMMITTEE. a) The Strategic Planning Committee will explore new and creative strategies for more effectively addressing the needs of the specific populations. b) The Committee will aid in developing a resource directory, brochures, a quarterly newsletter, and a Partnership webpage. MEMBERSHIP COMMITTEE. a) The Membership Committee shall screen all proposed membership applications submitted to the OCJP. b) The Committee shall present recommendations to the Advisory Board for approval. c) They shall review membership in order to ensure compliance with statutory mandates FUNDING COMMITTEE: a) The Funding Committee and State staff will screen all proposed grants submitted to the OCJP. b) Recommendations will be presented to the OCJP by the appointed Funding Committee and will be scrutinized by the Partnership Committees in terms of its meeting the following criteria: 1) Needs of the Respective Funding Initiatives 2) Needs of the Counties 3) Effectiveness 4) Adequate Staffing - -- 5) Amount Requested (in comparison to services provided) 6) Expectations and/or Measurable Objectives c) The Committee will research available sources of additional funding. d) OCJP, except as hereinafter excluded, will vote on each individual proposal/grant to determine if it should be funded at the level recommended by the Funding Committee. e) To avoid conflicts of interest, no Partnership member who receives program funding from the NC Department of Juvenile Justice and Delinquency Prevention.Community Grants Division, Department of Crime Control & Public Safety funds, Governor's Crime Commission, NC Department of C6rrections, or any other funding source, or who supervises someone paid by the latter, shall be eligible to vote. NEEDS ASSESSMENT COMMITTEE. a) The Needs Assessment Committee will coordinate a community -wide effort in identifying the needs of juveniles in the counties who are at risk of delinquency or who have been adjudicated undisciplined or delinquent and to review the resources available to address those needs. b) Develop affiliations with other state and local initiatives to avoid replication and competition. Affiliations may include the following: 1. Healthy Carolinians 2. Smart Start/Safe Start 3. Communities in Schools 4. Human Services Advisory Commission 5. UNC Departments and Special Initiatives 3(.o MONITORING AND EVAL UATION COMMITTEE. a) The Monitoring and Evaluation Committee will evaluate existing programs receiving or recommended for funding and monitor the performance of these programs. b) The Committee will be responsible for conducting an ongoing assessment of the effectiveness of funded programs in meeting stated goals and objectives. c) The Committee will develop guidelines regarding monthly, quarterly, and annual reporting, along with developing guidelines regarding the presentation of programs reports to the board. d) Programs funded by the Partnership should be monitored on a_ quarterly basis. This will include interviews with staff and clients, record reviews, on -site visits of program activities, etc. e) The Planner and/or any willing members of the Monitoring and Evaluation Committee should participate with the State staff in conducting the evaluation of the programs funded from the NC DJJDP and NC DOC. f) No OCJP member who is paid by the above agencies or supervises someone paid by the above agencies shall be eligible to vote on the Monitoring and Evaluation Committee. ARTICLE VII. AMENDMENTS SECTION 1 The by -laws may be amended or repealed and new by -laws adopted by the affirmative vote of a majority of the membership present at any regular or special meeting of the OCJP. SECTION 2 POLICIES: Policies shall be formulated by the OCJP and revised from time to time as necessary on the following matters: a) The criteria and procedures.for recommending board members to each Board of County Commissioners, taking into consideration board composition requirements of all funding agencies. b) The minimum staff services needed by the OCJP and the procedure for selection of the agency or agencies who will provide such staff service for the Partnership. c) A separate policy and operation procedure for each Committee identified in Article V. d) Other policies and procedures as deemed necessary by the Partnership. SECTION 2 FUNDING AGENCIES: An up -to -date copy of the by -laws and policies of the Partnership should be made available to funding agencies upon request and shall be deemed acceptable to such funding agencies unless the OCJP is otherwise notified.. An effort should be made by the Co- Chairpersons to cause a copy of the by -laws and policies to be furnished to such agencies after each change. C-1 3-7 SECTION 3 MANUALS: Manuals shall be furnished by the OCJP to each of its members at the time of becoming an OCJP member so that such member may be informed fully on Partnership duties and responsibilities. The manual shall contain an up -to -date copy of the by -laws and policies adopted by the Partnership. The manual shall contain a description of the programs funded on advice of the OCJP and may contain important procedural documents from funding agencies. 7 Moses Carey Jr. Rosemary Summers �a iar Dorothy 1 • if m m"m = • • / Designee: Sharron Hinton Charlie Horne Designee: Paul Spruill 1 ' • 1 1 • LEW PD&MMim- MOM Z4163 I'V, Ito We) I • • r..� Gregg Jarvies Designee: Jim Huegerich -N Paae 1 Designee: Latasha Sanders ' � � Lf NICRRI—imm, Sandra Sanchez s , Ellison �: �. uM Denise Shaffer t..�� Kathy Hicks R A r • • • _2 Peggy Hamlett Designee: Steve Stadler ie 13it e' e.tian Gretchen Aylsworth Designee: Sally Walker E; e C ti Godwin IN °. €jf v 57, arrish Anderson Claire Mongoven MOZE7= MOE F 2M= Janice Almond Dishon Cain Kim Caraganis Faye Hall Randell Woodruff 39 Bill Cozart Trish Hussey /Adrian Neely Joyce Kuhn Susan Worley ice /Debra Farrington Jean McCauley Page 2 A-�ctchffeni- ORANGE-CHATHAM JUSTICE PARTNERSHIP COMMITTEE STRUCTURE MEMBERSHIP REQUIREMENTS: a) The Executive Committee will be composed of all officers, Committees Chairs, the 15B Chief Court Counselor, the 15B Judicial District Manager and a 15B District Court Representative. b) The Co- chairpersons will appoint Committees to carry out the legislative mandates and general purpose of the Partnership. c) The Co- Chairpersons of the Partnership shall appoint the Committee Chairpersons. d) The respective State staff, (Consultants), must attend any Funding Committee reviews. e) County staff and State Consultants will attend committee meetings as necessary. EXECUTIVE COMMITTEE: a) The Executive Committee shall meet the second Tuesday of every month, unless otherwise announced. Members of the Executive Committee shall be notified of all meetings in writing, by phone, e -mail, or fax at least two days prior to the meeting. The Co- Chairperson of the Partnership or two Executive Committee members may call such meetings as deemed necessary to carry out its duties. b) The primary responsibilities of the Executive Committee are as follows: 1. The Executive Committee will be responsible for the overall administration of the OCJP and for ensuring that the statutory mandates of both the Criminal Justice Partnership Program and the Juvenile Crime Prevention Council are met. 2. They will receive and be made aware of all major business of the OCJP prior to its presentation at an Advisory Board meeting. 3. The Executive Committee will evaluate the progress of the Partnership and Partnership staff and make recommendations as to its direction. 4. The Executive Committee will evaluate and oversee all committees to ensure at least minimal operations. 5. The Executive Committee will orient all members as to the duties and responsibilities of the Partnership. MONITORING AND EVALUATION COMMITTEE: a) The Monitoring and Evaluation Committee will evaluate existing programs receiving or recommended for funding and monitor the performance of these programs. b) The Committee will be responsible for conducting an ongoing assessment of the effectiveness of funded programs in meeting stated goals and objectives. c) The Committee will develop guidelines regarding monthly, quarterly, and annual reporting, along with developing guidelines regarding the presentation of programs reports to the board. d) Programs funded by the Partnership should be monitored on a quarterly basis. This will include interviews with staff and clients, record reviews, on -site visits of program activities, etc. e) The Planner and/or any willing members of the Monitoring and Evaluation Committee should participate with the State staff in conducting the evaluation of the programs funded from the NC DJJDP and NC DOC. f) No OCJP member who is paid by the above agencies or supervises someone paid by the above agencies shall be eligible to vote on the Monitoring and Evaluation Committee. 04 FUNDING COMMITTEE: a) The Funding Committee and State staff will screen all proposed grants submitted to the OCJP. b) Recommendations will be presented to the OCJP by the appointed Funding Committee and will be scrutinized by the Partnership Committees in terms of its meeting the following criteria: 1) Needs of the. Respective Funding Initiatives 2) Needs of the Counties 3) Effectiveness 4) Adequate Staffing 5) Amount Requested (in comparison to services provided) 6) Expectations and/or Measurable Objectives c) The Committee will research available sources of additional funding. d) -OCJP, except as hereinafter excluded, will vote on each individual proposal/grant to determine if it should be funded at the level recommended by the Funding Committee. e) To avoid conflicts of interest, no Partnership member who receives program funding from the NC Department of Juvenile Justice and Delinquency Prevention Community Grants Division, Department of Crime Control & Public Safety funds, Governor's Crime Commission, NC Department of Corrections, or any other funding source, or who supervises someone paid by the latter, shall be eligible to vote. NEEDS ASSESSMENT COMMITTEE: a) The Needs Assessment Committee will coordinate a community -wide effort in identifying the needs of juveniles in the counties who are at risk of delinquency or who have been adjudicated undisciplined or delinquent aqd to review the resources available to address those needs. b) Develop affiliations with other state and local initiatives to avoid replication and competition. Affiliations may include the following: 1. Healthy Carolinians 2. Smart Start/Safe Start 3. Communities in Schools 4. Human Services Advisory Commission 5. UNC Departments and Special Initiatives STRATEGIC PLANNING COMMITTEE: a) The Strategic Planning Committee will explore new and creative strategies for more effectively addressing the needs of the specific populations. b) The Committee will aid in developing a resource directory, brochures, a quarterly newsletter, and a Partnership webpage. MEMBERSHIP COMMITTEE: a) The Membership Committee shall screen all proposed membership applications submitted to the OCJP. b) The Committee shall present recommendations to the Advisory Board for approval. c) They shall review membership in order to ensure compliance with statutory mandates. 2 03/19/2003 10:32 9195421820 JUDICIAL DISTRICT15B PAGE 01 hwwy, f q _._ a Memorandum of Understanding between the North Carolina Department of Health and Human Services Community Justice Partnership Program And the North Carolina Department of Corrections (OMM) The Offender Management Model (OMM) is a joint effort between the Community Justice Partnership Program (CJPP), Department of Corrections (DOC), Division of Community Corrections (DCC), Division of Alcoholism -and Chemical Dependency Programs (DACDP) and Department of Health and Human Services (DHMIDD /SAS). OMM embodies the partnership between these agencies. DCC and Treatment Alternatives to Street Crimes (TASC) are committed to provide treatment and control of high risk/high needs offenders under supervision in the community. DACDP is committed to providing treatment to offenders participating in DACDP programs. Utilizing principles of effective interventions, this partnership between the DCC, CJPP and DHH -8, will promote consistent matching of treatment and supervision levels for gwlfty, offender management. TASC, Probation. Services, DACDP and CJPP agree.to: . A. Develop a. unified case /service plan specific to the offender's needs in order to accomplish mutually agreed goads. B. Promote an open exchange of communications and exchange information accordance with rules of confidentiality and legal waivers. C. Abide by and promote a comprehensive assessment, case plan development, and routine case staffing. D. To ensure participation in follow -up process meetings on a frequent basis as well as ongoing Management and maintenance. E. To strive toward a point where the local systems are integrated and work together seamlessly, serving the offenders and promoting public safety. Treatment Alternatives to Street Crimes (TASC) mission is to provide clinical assessment, treatment matching, referrals and care management services to offenders. TASC agrees to: A. Screen and clinically assess all appropriate referrals B. Match offender's needs with appropriate treatment services, paying special attention to responsive issues C. Make the appropriate service referrals 03/19/2003 10:32 9195421820 JUDICIAL DISTRICTI5B PAGE 02 Page 2 RE: Memorandum of Understanding D. Monitor an individual'service plan based on the results of the assessment and update the service plan based on treatment progress, collateral contacts and case staffing E. Provide case management services for all offenders meeting the eligibility criteria for the OMM F. Manage the offender's progress in the recommended level of care G. Obtain appropriate release of information to allow the exchange of information between TASC, Probation, DACDP and DOP H. Participate in regular case staffing with the appropriate Probation, DACDP and CJPP staff I. Integrate Probation and TASC violation/non-compliance policies into the OMM and provide assistance in reporting non- compliance issues to court J. Administer drug screens according to the DCC Substance Abuse Screening Program policy K. f ..Determine, at the local level, transportation arrangements for drug screen samples collected and be ultimately responsible for any drug screens collected by TASC. - , Criminal Justice Partnership Program's (CJPP) mission is to provide ancillary services and purchase treatment for offenders meeting the eligibility criteria. CJPP agrees to: A. Screen offenders for CJPP eligibility B. Provide ancillary services and purchase treatment services for all offenders meeting the eligibility criteria -for CJ PP and OMM C. Monitor an individual service plan based on the results of the assessment and update the service plan based on treatment progress collateral contacts and case staffing D. Ensure that all programs have appropriate release of information to allow the exchange of information between TASC, Probation, CJPP, DACDP and DOP E. Make the appropriate referrals for ancillary services F. )unsure that regular case staffing with the appropriate services take place and non - compliance policies are integrated into the programs G. Assist in the identification of needs of target populations for which substance abuse services appear to be indicated and to communicate its findings to DHHS for the purpose -of coordinating the provision of such service. Division of Alcoholism and Chemical Dependency Programs (DACDP) mission is to develop and implement programs that provide appropriate treatment for offenders with alcohol and chemical dependency problems. DACDO agrees to: A. Utilize standard screening and assessment instruments B. Provide appropriate substance abuse services to offenders assigned to DACDP 03/19/2003 10:32 9195421820 JUDICIAL DISTRICT15B PAGE 03 Page 3 RE: Memorandum of Understanding C. Assist in the identification of needs of target populations for which substance abuse services appear to be indicated and to communicate its findings to DHHS for the purpose of coordinating the provision of such services D. Monitor an individuals service plan based on the results of the assessment and update the service plan based on treatment, collateral contacts and case compliance E. Participate in regular information exchanges with the appropriate Probation (DCC), TASC and CJPP staff F. Provide to the appropriate service provider pertinent background information necessary to facilitate the provisions of substance abuse services in accordance with all applile status and rules G. Obtain appropriate release of information to allow this exchange of information between agent representatives H. Administer drug screens according to DCC Substance Abuse Screening Program policy. Probation Services' mission is to provide control and supervision of offenders in the community through targeting, control, treatment, compliance and enforcement. Probation Services (DCC) agrees to: A. Provide control and supervision of all offenders meeting the eligibility criteria of the OMM B. Identify and refer eligible or court ordered offenders to TASC for screening and assessment C. Develop an individual case plan based on probation judgment and assessments D. Facilitate compliance with the treatment recommendations resulting from the common assessment instrument E. Provide TASC, CJPP, and DACDP with a copy of the judgment, post - release agreement, OPUS number and all pertinent documentation necessary to facilitate delivery of service F. Identify and enforce sanctions and supervision levels to match and address offender risk G. :Qarticipgte in regular staffing with appropriate TASC, DACDP and CJPP staff H. Integrate current Probation (DCC) policies in the areas of compliance, violatrdn.Apd treatment into OMM I. Administer drug screens and collect, store and transport samples and be ultimately r sponsible for any screens collected by CJPP. La=(- A Date 6 Date Date 2- Dat Criminal Justice Partnership Program 5� County: Orange - Chatham Grant Number: E- 0703 -I -A Contact Person: Trish Vandersea Phone: 919 - 245 -2217 Fax: 919 - 644 -3039 Email: pvandersea @co.orange.nc.us FY Grant Award Amount Expenditure Amounts Personnel 536502 1 ❑ =-- ❑� �Z L�� Travel _ ,. i ❑ moo I ❑ !�U I =/7 536502 2 '� ❑ .. .• ❑ z Contractual _..... _ 536502 3.�.��:T1 Operating 536502 4 --• %��- -� I ..,. _4•✓.3; I � ,,...� Equipment 536502 5 .. ......... Construction 536502 6 . ❑�❑ ❑ �� ❑ .......... Unallocated _ 536502 7 ��g ❑f� ... i _ UL Totals 1.. (To Match Total Grant (To Match Column [A] (Should match [Q] from; Award Amount)' December Report); Create Printable Form Note: This is a working version of this form - DO NOT SUBMIT. Submit only forms created from the [Create Printable Form] button.