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HomeMy WebLinkAboutS Grant - CJPP Continuation Grant ApplicationSTEPHEN H. HALKIOTIS, CHAIR ORANGE COUNTY BOARD OF COMMISSIONERS BARRY JACOBS, VICE CHAIR MARGARET W. BROWN POST OFFICE BOX 8181 MOSES 200 SOUTH CAMERON STREET GORDON ALICE M. . GOR DON ON HILLSBOROUGH, NORTH CAROLINA 27278 Untp of \ �\ t N�_'tn caCz� 03/09/01 MEMORANDUM TO: SHARRON HINTON FROM: BEVERLY A.BLYTHE DATE: MARCH 9, 2001 RE: ITEM # 8 -C AGENDA DATE: 3/6/01 CJPP CONTINUATION GRANT APPLICATION The Board of Commissioners has approved this item. Please provide the following: • Three copies of the document or enough copies to provide me with an original for the permanent agenda file. Please obtain all necessary signatures except for the Chair of the Board of County Commissioners. • After the documents have been fully executed, I will keep one copy for the permanent agenda file and return the remaining copies to you for distribution. • If there is to be an expenditure of County funds, the document must be pre- audited by the Finance Director. Thank you. � �X' You Count In Orange County (919)245-2130- FAX(919)644-0246 Criminal Justice Partnership Program Contact Person: Trish Vandersea Phone: 919 - 245 -2217 Fax: 919 - 644 -3039 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 TM.__._. _..I - , ­..I.­­­­­­­ ,._._ : P.O. Box 8181 Hillsborough, NC 27278 Phone �... _ ... .._. .. 919- 245 -2300 Fax 19- 644 -3004 Email In k@co.orange.nc us Name Kenneth T. Chavious, Director Title Orange County Finance Dept. Address p Box 2453 Hillsborough, NC 27278 Phone 919- 245 -2453 Fax 919- 644 -3324 Email chavious@co.orange.nc.us Signature �L�—' Name " Moses Carey, Chair 1 r ......... ........... 2/13/01 CJPP Local Advisory Board 3/6/01 County Board of Commissioners 181,941.00 El Day Reporting Center 96 Sat. Substance Abuse Treatment Pre -Trial Release El Work Employment 96 Other Contractual Services OPC Mental Health 101 E. Weaver Street Suite 300, Carr Mill Mall Carrboro, NC 27510 Work: 919 - 913 -4254 Fax: 919 - 913 -4201 Email: ggentry@opc - mhc.org Gary Gentry, TASC Coordinator Program Director Name Thomas Maynard The Orange Person Chatham Mental Health, ,Developmental Disabilities and Substance Abuse Authority (OPC) 101 E. Weaver Street Carrboro, NC 27510 ;Work: 919- 913 -4014 !Fax: 919- 913 -4001 Email: twilliams@opc- mhc.org Tim Williams Pre -Trial Services 116 S. Churton Street Hillsborough, NC 27278 Work: 919-644-7160 Fax: 919 - 644 -2238 Email: tdorsi @visionet.org Ted Dorsi Coordinator Program Director Name Joyce Kuhn Prange Chatham Alternative Sentencing, Inc.' 116 S. Churton Street Hillsborough, NC 27278 Work: 919- 644 -7160 Fax: 919- 644 -2238 lEmail:joyce@visionet.org ;Joyce Kuhn, Director 2 of 6 Program Goals and Objectives Please see Program Narrative Attachment _. r g . . _ . _ _ , .....__ Program Activities Same ........ ........ _... m T # of Offenders Served Same ... ._ .._ ... .::::................ _............ ..... _.._....._.___ _ Offenders Targeted Program Administration Administrative Fees F16 Program Staffing 9 Contracts 96 MOA's F6 Job Descriptions for County Employees El Other El Other Same Same Same , H. ;Reduce alcoholism and other drug ;dependencies among offenders Reduce recidivisim by increasing pr social jfactors. ovide Regular Outpatient Substance Abuse eatment and 12 -Step requirements, along th relapse counseling to 100% of clients. ovide individual and group treatment to 100% eraduatina participants. and direct offenders to seek and /or tain employment and family stabili . . . . .. . . . . ..... . ...... . .. Provide group and individual counseling to 90% -- - -- °' -- of offenders completing the substance abuse ]Implement Aftercare Support Itreatment program (all appropriate _ . _.._.. ��__._.._:......__..._. _ ............. ....._.::::._.......__._...:::_ �participants) ork with probation to address the client's zderlying problems via individual and group cesses. itiate contact with 100% of clients within two �eks of iudv-ement. 3 of 6 (Reter to, C..JYYgLegistation as a guxae zo rur. ciCiiuiI.ava►0 %0, a ;,►.; ...y.....a -..ter . State the GOALS'of,the ,program 'i term' of the long -term effect the 'program r. is designed to,have, and a_list of= measurable.: [5] 9 Domestic Violence Services [6] 9 Life Skills [7] ❑ Others ❑ 9 ❑ EG [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 2001 - 2002. Contracts should be maintained in Program files on site. - Chatham Alternative Sentencing, Inc. Person Chatham (OPQ Mental Health ❑ Yes (Attach a completed "Project Income Report" form) Attachment 8 Submit one (1) Original and two (2) copies of Application and Attachments, including budgets. 5 of 6 1. Job Descriptions for all modified CJP Program Positions 2. Copies of All MOA's for FY 2001 - 2002 for Service Providers 3. Copies of All Proposed or Signed and Executed Contracts for FY 2001 - 2002 for Service Providers 11*11, *11044*10ftko,4040paw WYes ❑ No ....... ......... .. .:.._ __-: ❑Yes WNo Currently no MOA's exist with Pre -Trial 4. Monthly or Weekly Calendar detailing WYes ❑ No Services Provided 5. Local CJPP Advisory Board Members 9Yes ❑ No and Terms 6. Budget Line Item Justification Form WYes ❑No 7. Budget Summary Form WYes ❑ No 8. Project Income Report (if applicable) ❑Yes WNo N/A NOTE: Please number your attachments and submit in the order indicated above 6of6 Attachments 1. Job Descriptions a. Orange - Chatham Alternative Sentencing = Executive Director b. Pre -Trial Services — Evaluator /Coordinator c. Orange- Chatham Justice Partnership — Program Coordinator 2. Contracts a. Orange- Chatham Alternative Sentencing b. Orange Person Chatham (OPQ Mental Health 3. Operating Policies and Procedures -- Pre -Trial Services 4. Board Structure a. Membership b. Committee Structure c. Bylaws 5. Budget Line Item Justification Form 6. Budget Summary Form 7. Program Narrative A+tc�chrv� -�� l a Job Description Executive Director Orange Chatham Alternative Sentencing, Inc. As Executive Director of Orange Chatham Alternative Sentencing, Inc. this position answers to the Board of Directors. The Ex. Director is responsible for overseeing the accomplishment of goals and objectives of the programs of the corporation. Meets with the Board of Directors quarterly for meetings and as needed to meet fiscal and programmatic standards. The Board of Directors evaluates this position annually by June 30 each year. PreTrial Services: screening inmates in the 15B District to provide information to the judiciary to facilitate timely, safe and appropriate release of inmates held pre -trial. Sentencing Services: providing written structured community -based sentences when appropriate for the judiciary of the 15B District. This position manages staff of all programs. Meets personally weekly (minimum) with staff members to review program activity and advise (supervision). Executive Director provides direct services to clients. Assures provision of statistical information to the funding sources on a timely basis reflecting the accomplishment of programmatic goals. Assures accounting procedures reflect accurate reimbursement requests monthly to the funding sources (Administrative Office of the Courts and Criminal Justice Partnership- through Orange County Finance). Prepares funding applications and informs board of changes and new information or funding. Attends training and related board meetings as necessary for ongoing program compliance. Available for local and long distance travel. Meets with various interfacing agency staff to assure quality services by working on problem areas and making changes as needed to maximize impact of services on community in the area of health (drug addiction), safety, and education. Signs contracts for the agency for services ( and leases for program sites) directly related (and necessary) to the accomplishment of services for the corporation. Maintains contact with related agencies. The Executive Director is available to the auditor for the external audit. The Executive Director is one of three check signersfor the corporation. The remaining two are named annually at meeting of the Board of Directors. Responsible for recruiting, hiring, evaluating, supervising, and terminating all personnel. Trains all employees. Assures timely deposit of all checks payable to the corporation. Submits annual budget for approval by Executive Committee for each year for each program. Approves and oversees all bookkeeping. Meets with finance personnel as needed. Purchases all supplies. A �achrnen -� I b PreTrial Services Evaluator /Coordinator The Evaluator /Coordinator See the Pre -Trial Policies for detailed day to day description. The Evaluator- Coordinator screens by interviewing candidates from the jail confinement lists in Orange and Chatham County Jails. The Evaluator uses criteria to determine the likelihood that an 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. Inmates with favorable factors are brought to the attention of a judge or magistrate. The court determines whether a release with supervision (telephone call -in monitoring) is allowed or a bond reduction granted. The primary concerns of the program are safety of the community and likelihood of court appearance. The position is supervised directly by the Executive Director, with whom the Evaluator staffs (reviews case action) the possible actions to be taken. When the director is unavailable, the Evaluator screens cases with a magistrate on duty before bringing them to a judge unless the magistrate addresses the need for action. Transportation between the two jails in the 15 -B District (Hillsborough and Pittsboro) is required. Some traveling to statewide meetings /training required. A 4achnyn+- IC C7177 -01 /00 CRIMi ffNAL JUSTICE PROGRAM COORDINATOR GENERAL DEFINITION OF WORK: Performs intermediate professional work facilitating and providing staff support to the joint Chatham and Orange County criminal justice partnership initiative and to the Criminal Justice Advisory Board. Work is performed under general supervision. TYPICAL TASKS: Plans and coordinates the Criminal Justice Partnership Board and subcommittees which includes membership development, agenda planning and preparation, scheduling times /locations, and mailings and minutes; Conducts periodic community needs assessments to identify unmet needs in the area of adult and juvenile criminal justice, including data collection, analysis and reporting; Conducts research and provides reporting on new initiatives in criminal justice to meet the unmet needs; Works in collaboration with the State Office of Juvenile Justice Regional Consultant, Chief District Court Judge, Chief Court Counselor and others to assess and address gaps in service; Identifies grant funding opportunities and develops /drafts grant proposals for criminal justice funds; Seeks out proposals for criminal justice services and initiatives; Develops performance agreements and contracts for criminal justice partnership funds; Monitors and evaluates the funding recipient's performance. Ensures that State required changes or new initiatives are incorporated in any agreements; Develops and implements communications programs to support criminal justice partnership initiatives, including such activities as resource fairs, interagency meetings, and forums on juvenile delinquency and crime; Performs related tasks as required. KNOWLEDGES. SKILLS AND ABILITIES: General knowledge of the mission and functions of adult and juvenile justice programs; general knowledge of program analysis and program evaluation; general knowledge of budget development and administration, including grant funds; ability to research and analyze data, prepare and present reports; ability to facilitate working groups; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with other County and State officials, employees and the general public. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in public administration, public relations, criminal justice, law or related field and at least one year experience in the administration of community programs, including program analysis, evaluation or related functions. NORTH CAROLINA OR. -NGE COUNTY A+tachrnen+ aou AGREEMENT BETWEEN ORS GE COUNTY A_ND ORANGE - CHATHAM ALTERATIVE SENTENCING INC. THIS AGREEMENT made and entered into this _ day of January, 2001 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' . 11 WITNESSETH WHEREAS, the Countv 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 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 non - profit agencies to provide these services; and y 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 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, 2000 to June 30, 2001 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 2000 -2001 CJPP Community Corrections Application for Continuation of Implementation Funds, which Application is hereby incorporated into this agreement by reference. 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 submits program activity information to the Information Management System (EMS) database of the Criminal Justice Partnership Program on a timely basis. - 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 582.206 for the period beginning July 1, 2000 and ending June 30, 2001. The budget for the contract period is as follows: Services ylonev Personnel S51,776 Fringe Benefits S11,780 Operating Expenses S11,325 Travel S2,005 Equipment S2,000 Contractual and Other S 3.320 Total S82,206 OCAS agrees to provide the County with its reimbursement requests by the second day of each month for the previous months expenses. i. 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 Countv under this agreement is reduced. dollar for dollar. by the amount of anv 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. 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 anv time necessary. OCAS agrees to assist Countv by providing any information required pursuant to any audit conducted by the North Carolina Department of Correction Criminal Justice Partnership Program. If as a result of inspection or of an audit, any project expenditure represented by this agreement is disallowed, and subsequently the North Carolina Department of Correction Criminal Justice Partnership Program in its discretion reduces the amount of the grant award to the County by the amount disallowed. OCAS agrees to reimburse the County in the amount of any reduction. 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. Insurance. 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 anv and all individuals working with OCAS aaainst 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 anv 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 chance 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, and employees. OCAS agrees to indemnify and hold harmless and defend the County from any act or omission of OCAS, its principals, agents, officers, directors and employees 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 of OCAS, its principals, agents, officers, directors and employees which occurs in connection with this agreement. F. Termination. This agreement may be terminated by either party: 1. at any time upon mutual consent of both parties; 2. 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 OCAS, Joyce Kuhn, Executive Director, 116 S. Churton Street, Hillsborough, North Carolina 27278; 3. at any time, for cause, in case of jeopardy to the client, upon notice to OCAS as provided here (the cause shall be documented in writing to OCAS detailing the grounds for termination); 4. 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 4 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. OCAS agrees not to subcontract or assign any of the services contemplated under this agreement without the prior written approval of the County. H. This agreement is not subject to renewal. I. OCAS and the County agree that each party will comply with such non- discrimination laws as may be applicable to them in performance of this agreement. J. 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. K. The laws of the State of North Carolina govern the validity and interpretation of the provisions, terms and conditions of the agreement. IN `VITNESS WHEREOF the parties have hereunto signed this agreement to their official capacities on the day and year listed below. This the day of , 2001. ORANGE COUNTY By:�� Stephen H. Halkiotis, Chair Orange County Board of Commissioners 5 ATTEST Beverly A. Blythz. Clerk to the Board of Commissioners OCAS By: ATTEST: This instrument has been pre- audited in the manner required by the Local Government Budget and Fiscal Control Act. l Finance Director Gl AAachmcn-� c-ib CONTRACT BETWEEN THE COUNTY OF ORANGE, NORTH CAROLINA AND ORANGE PERSON CHATHAM MENTAL HEALTH, DEVELOPMENTAL DIS ABILITIES AND SUBSTANCE ABUSE AUTHORITY THIS CONTRACT is made and entered into this (), fZ day of Qr. 2001, between The County of Orange ( "the County') and The Orange Person Chatham dental 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 (TASQ, 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 in effect from its date of execution to June 30, 2001. 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. B. 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. LII. Orange County. as lead fiscal county, agrees to reimburse OPC on a monthly basis for the services that OPC, itself or through a third party provider, provides to the intermediate punishment population. and to reimburse OPC for the administrative costs associated with these services as was previouslv agreed. The administrative costs associated with dispersal to both third party 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. County, in conjunction with the NCDOCCJPP Coordinator, shall approve estimated costs prior to implementation of this contract. 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 party 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. VIII. OPC may enter into such third party 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. LK This contract shall to minate June 30, 2001. Either party may terminate this contract prior to June 30. 2001 by providing the other party with ninety (90) days written notice. A violation of this contract by zither party shall entitle the party that has not violated the contract to terminate this contract in writing with thirty (30) days notice. This contract may be renewed, provided that a new contract is sinned prior to the expiration of the current contract. 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 set-,-Ices for offenders if such a decision can be expected to result in any benefit or remuneration to him/her or anv 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. 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. 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, 2004. 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 sinned 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. VIII. 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 all times by the Count: and may not be reassigned. Such property must be marked as the propert:. , of the Countv with an appropriate tag or sign. OPC shall exercise due caution in the use. maintenance. protection, and preservation of such property during the contact period. Upon the expiration of this.contract, all County property shall be returned to County within 10 working days. XIS'. Pavznent and Utilization of Funds A. 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 to reimburse OPC for all expenses invoiced by Auaust 15, 2001. The invoice shall include fees for all services provided by OPC, including administrative fees. and all sums expended by OPC for servicees from third party providers. B. County shall pay OPC by check within thirty days. C. 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. D. 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 onlv invoice the County for that portion of the cost of services not reimbursed by such other health benefits plan. XV. OPC and the County agree to comply with all applicable State and federal laws. 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. YVII. It is agreed that either party'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 anv rights assigned to that party under this contract. IN W ITVESS WHEREOF. Orange Countv 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 dental Health, Developmental Disabilities and Substance Abuse Authority has caused this contract to be sinned in its name by its Area and all authority duly given. this the 2 day ofJ 2001 ORANGE COUNTY C Stephen H. Halkiotis, Chair Orange County Board of Commissioners ri? ATTEST everly A. Plythe J Clerk to the Orange County Board of Commissioners Orange Person Chatham tilental Health Developmental Disabilities. Substar Abuse Authority, ias Maynard Director This instrument has been pre- audited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director Attachment A Fees /Treatment rates Orange- Person - Chatham Area Program Fee Outpatient Individual Therapy: $93.00 per hour Outpatient Group Therapy: 531.00 per hour Schedule Case Management (mental health): $84.00 per hour Freedom House Fee Schedule Detoxification Unit: $123.33 per day Halfway House: $62.00 per day Acute Stabilization Beds: $73.56 per day Case Management: $84.00 per day Dav By Day Residential Services Initial Evaluation: $77.72 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 Aitachrrer+ 3 Instructions F,Dtain the staff structure and tiv' at emDlovees co in rite program. Explain ho w t�ze pr og- arr. j its into the county criminal justice system and tto.�' it is linked to counn� government. Pre -Trial Release Operating Policies and Procedures EvaluatorlCoordinator's Duties I. Interviewing at the County Jails A. The Evaluator /Coordinator obtains the confinement list by 7:30 a.m. each weekday (lvfon. -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 tl.e�� Chatham County Jail when interviewing on Monday and Thursday. Tuesday, e.•nesu� and Friday, the Chatham County confinement list is requested to be faxed to the Alternative Sentencing office from the Sheriff s Office. Du ana periods when the Chatham County Jail is over the bed capacity (such as during the we., ts Superior Coun is in session there) visits for interviewing will be made more frequently than twice during the weekdays (Mon. -Fri.). B. The Evaluator /Coordinate notes nthe total Thp population nomemalethe mates is also noted. confinement list if not already C. The Evaluator /Coordinator selects inmates for interviewing who have charges at arrest that make them potentially releasable without risking the community's safery. Felonies that are property and drug crimes are suitable. Common Law Robbery is a suitable offense. ylisdemeanors are suitable for interviewing unless they have a no bond status. In this case, the EvaluatoriCoordinator will find out the reason for the no bond status. When an inmate is arrested for a probation violation. the inmate_w_ ill 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.reduce re e o 1, bond The likelihood of recidivism may be reduced when a person sen t nced to payment toward child support is referred and released on the condition of complying with tilt )vb piac .merit pro`raiii. adlrnlnistere^ ti th Council's Job Pla%-,nient Pro�zram or the Emciovment SecuriTr Core :ission. .-mother 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 indicating likelihood of returning to court as well as any past criminal activity and/or vent ing whether the inmate is currently on probation or parole (see data sheet, section G). Interviews can take from five to fogy -ive minutes depending on the inmates' needs or concerns. The data gathered from the interview is calculated on the risk sheet crovidinIz total score indicating the likelihood of returning for all court dates until the charges are resolved. E. On Mondays, the Evaluator /Coordinator's 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 alreadv served or is released to return for a final sentencing hearing. This method 01 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 Ii-iar 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 Brost (safely) reduced jail population possible. II. Actions post interview A. After interviewing at the jail, the Evaluator /Coordinator completes the following fora indicating demographics of cases and actions taken on cases. The form is completed at the end of each day (=1 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 calls to verify addresses and jobs (as much as was available from interview information) if such inform, indicates a stability and m reliability appropriate for Pre-Trial Release candidates are recommended to a District Court Judge for hisiher approval by signing a release order to the Pre -Trial Release Proi7ram or a bond reduction, etc. When traveling to Chatham County, the Evaluator!Coordinator utilizes a portable cellular telephone to place such calls. The stablllty factors are calculated on a score sheet to deterrnine consisien:l . w Ze i an :=ate eualifies for release. D. The District Court Judge's secretary (PeJgy Rilev -(9l9) i 32 -8181 ext. 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 reciuired in the courtroom. In such case. the Evaluator/Coordinator telephones the Office of the District Attorn ev to _ive them ? —'. 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 agencies. III. When a JudgeRvIagistrate 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. If the defendant is not released, the Evaluator /Coordinator notifies Alternative `entercirg staff, (case developer or Director) to instruct the client. If the client is released when star- 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 logs 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 canoe filed as closed. C. `Nhen 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 to the the client from the magistrate. The sheet an be+t led the name and a cleat file can beeopened for Evaluator/Coordinator so that a cas 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. IV. Administrative Duties for Pre -Trial Release Program- (Director's duries) �. Trains the EvaluatoriCoordinator, evaluates same. Reviews all prepared materials before distribution. B. Supe�ision of the Evaluator ;'Coordinator - Reviews actions taken that day; trains for new functions, as needs of the program change or develop. C. Develops and re- designs prograr_ a s changes are needed. D. Reports to County, State, and Board of Directors - i . Changes to the budget 2. Program activity ;. 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. CJPP Community Corrections Plan Application for Continuation of Implementation Funds (See reverse for detailed instructions) 1. Executive sarnmary, continued. Use separate sheets in place of this form. if necessary.. Pre -Trial Release Program of Orange and Chatham Counties t The Orange- Chatham CJPP Advisory Board established a pre -trial rele ase program . in with the initial funding received from the Department of Correction. This program is prop ioed through contractual arrangements with Orange- Chatham Alternative Sentencing. Inc.. a local non - profit agency. Durina FY 1997 -9S, the third year of operation, the Pre -Trial Release Program increased the links of facilitating information through the 15-B judicial district. Recognition and familiarly pith program services by criminal justice partners, such as the staff of the District Attomev s Office and i✓1aQistrates, increased significantly. A major focus for the year was troubleshooting and retiring 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 criminai justice system. As a result, the program facilitates criminal justice processes, inmate release. the �yeli 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 an a 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 judaes: and • offering therapeutic interactions to inmates struggling with adjustments to inmate lire 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 screening 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. 1_,ifo=ation shared With inrnates C;u e Olt ^ t i lte. , etC'ial) I il '4iQ to agencies for: • subs -`nce a 'cuse counseli:. • m-ental health counseling • social se ^iicz needs (Linciudln= Si eaZ"a i ' n C a �La C �Ci.c�.11 n _Gr L 11C ��_Ce;. • vocational reimbiiltatlon. and • Specific assiStar_ce With half v'a`i douse �Ct1Cat'_Cr_s. Scants h-speakng Inmates and those charged WlL*- -crrlest :c violence arz r° "r'ed to a2 ^c' specialized k:iowledge relevant to -_heir 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 staffing and program development, making adjustments as needed. to tt the needs of the community. Tire Director meets with judges, clerks, and lawyers related to Pre -Taal Release Services. Presentations to the local defense bar, the Offices of the Public Defender. and the District A ttonev's Office are responsibilities of tide Director. Meeting with the She:: - s Departments in relation to Pre -Trial Release Service and assistance to jail staff with inmate concerns are functions of the Director. Unobtrusive provision of seriices with inte7:-ie,.vi7g takim_ dace in the jail is another concern the Director addresses. Ma(kh'o14- 4D, Orange Chatham Justice Partnership Membership County Commissioners) • Moses Carey Jr. (Orange) • Gary Phillips (Chatham) County Manager(s) • John Link, Jr. (Orange) Designee: Sharron Hinton • Charlie Horne (Chatham) Designee: Paul Spruill Superior Court Judge • Wade Barber Designee: Marie Rice District Court Judges • Charles T. Anderson (Chatham) Designee: Marie Lamoureaux • Pat Devine (Orange) Designee: Marie Lamoureaux District Attorney • Carl Fox (Orange/ Chatham) Designee: Jim Woodall District Public Defender • James Williams (Orange/ Chatham) Designee: Ken Richardson Criminal Defense Attorney • Page Vernon (Chatham) County Sheriff • Lindy Pendergrass (Orange) Designee: Sgt. Gerald Castle • Sgt. Terrianne Dubois (Chatham) Chief of Police • Jim Huegerich (CH Police Dept.) Judicial District Manager, DCC • Kyle Kilborn (Orange/ Chatham) Designee: Bruce Crouse (Chatham) Tommy Perry (Orange) Page 1 Mental Health Representative • Tom Maynard (OPC) Designee: Debra Farrington Public Health Representative • Wayne Sherman (Chatham) • Dr. Rosemary Summers (Orange) Substance Abuse Treatment Rep. • Tim Williams (OPC) Designee: Gary Gentry Employment & Training Rep. • Sandra Sanchez (JOCCA) Social Services Director • Robert Hall (Chatham) Designee: Margie Ellison • Denise Shaffer (Orange) Superintendents of Schools • Randy Bridges (Orange) Designee: Raymond Cooke • Larry Mabe (Chatham) Designee: Wade Lehman • Neil Pedersen (CH /Carrboro City Schools) Designee: Susan Spalt Chief Court Counselor • Donnie Phillips (Orange/ Chatham) Designee: Rick Torbert District Guardian Ad Litem • Gretchen Aylsworth (orange/ Chatham) Representative from United Way • Kristy Godwin (Triangle United Way) Youth Representative Citizens • Jill Cheek • Kevin Fov • Nancy Taylor • Patricia Hahn Lipton • Miriam Saxon • George - Gregor Holt Contract Agencies Chatham Dispute Settlement Center Janice Almond Orange Dispute Settlement Center Dishon Cain Calvin Allen Chatham Together Kim Caraganis Sheaffer House Troy Cain JOCCA Faye Hall Proiect Turnaround Bill Cozart Cecilia Faucette Staff CJPP Regional Consultant, DOC Adriane Reesey Regional Consultant, DJJDP Jim Barbee Criminal Justice Program Coordinator Trish Vandersea Page 2 Vacant Positions Victim of Crime Community Service Coordinator Community Based Corrections Program Victim Services Program Member of Faith Community Business Community Representative Parks and Recreation Representative Freedom House Trish Hussey OC Alternative Sentencing Joyce Kuhn The Women's Center Rebecca Margolis Hillcrest Randall Woodruff Volunteers for Youth Susan Worley OPC Mental Health Gary Gentry AtaChvh2rrF 4!o 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 should meet monthly or no less than six times each fiscal year. 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. FtiNDING 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 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 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. 0 R4N GE- CHATHAM JUSTICE PARTNERSHIP CJPP /JCPC BY-LAWS: ARTICLE I. NAME A�uhn-cr�- 4c, 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. v 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 1 .1.7- 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 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 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 4 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. 1VIEETINGS 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. SECTION 2 SPECIAL MEETINGS: The Co- Chairpersons may call such meetings as deemed necessary to carry out the duties of the Partnership. Any notice of special meetings shall be given to all members of the Partnership in writing, by phone, e -mail or fax with at least two days advance notice. ARTICLE V. COMMITTEES SECTION 1 1IEMBERSHIP REQUIREMENTS: a) The Executive Committee will be composed of all officers, Committees Chairs, the 15B Chief Court Counselor, the 15B Judicial District Nlanager and a 15B District Court Representative. b) The Co- chairpersons will appoint Committees to care 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. SECTION 2 EXECUTIVE COMMITTEE: a) The Executive Committee should meet monthly or no less than six times each fiscal year. 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. SECTION 3 COMMITTEES: STRATEGIC PLAAWING 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. 0 MEAMERSHIP COMIAIITTEE: 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 Corrections, or any other funding source, or who supervises someone paid by the latter, shall be eligible to vote. NEEDS ASSESSMENT COMWITME: 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 :�IO1V"ITORLYG A1VD EVAL UATION COU1,1ITTEE: 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. I SECTION 3 iILA- INUALS: 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 A�jG-ChY,rer' S Criminal Justice Partnership Program FY 2002 ,..from Julp 1, 2001 to .; Budget Line Item June 30, 2002 X Justifications County: Orange- Chatham Grant Number: E- 0701 -I -A Contact Person: Trish Vandersea Phone: 919 - 245 -2217 Fax: 919 - 644 -3039 Personnel Contractual Service FY Grant Award Amount 181,941 Wage Taxes FICA Social Security @ 7.65% _ $3,511 Travel Other ':Contribution to Criminal Justice Program ;Coordinator position Fringe Benefits i.��s�eaeh travel ar tC811114 ev nt,anslts i tted cost , s4par�i� StaSmzteaige should be '_ lik&%As we indicated A. !'Health Insurance E Bonding _ .. ............................... _.......... Total Personnel Staff Position and Description of travel event Staff miIeage should A. 'Executive Director (related meetings, including belisted as well, "Staff .quarterly board meetings and jails for pre - trial) indicated as Mileage . 1,449 miles @ .345 /mile NOTES: p , All out -of -state ::travel must be shown in detail 500 a:•.d approved P.,nb,usezaent B. !Pre -Trial Services Coordinator (staff mileage to T aver expenses - jails/ courthouses for both Orange and s ibmitted shoulanot ;. 'Chatham Counties) 2,899 miles @ .345/ mile exceed county .- -- — — - - - - - -- — — — - - -- - - -... -- — - -- -- —' or State ai:owable . a::iounts. S. ate mileage, is $0:345 l r mile 1,000 Cont _ actual Operating Total Travel 1,500 .Line Items Justifications " 'Totals, A. Pre -Trial Services 'Accounting/ Booking Services 1,800 B • ;Pre -Trial Services Annual Fiscal Audit 1,50c C. Treatment Services Provided by Orange Person Chatham (OPC) Mental Health 89,3E Total Contractual 93,03E Line '- Justifications Totals - -Items Postage Pre -Trial Services Mailings to clients, board members and = judicial entities 275 Office _ -- _ -_ __- - - - - -' Pre -Trial Services Supplies . Paper, Supplies, Fax Cartridges 1,150 Office-- - - - - -- -- - - - -._ _.._... ------ - - - - -, Pre -Trial Services Maintenance Fax and Telephone 480 Other ;pre -Trial Services ~� 'Property Insurance 400 Eqi: -, *_=-lent Cor -i _ruction ForfaciiiR' construction or renov. ti.;n. Inal cl anit,.,carpet, zoofir. ':ectrical,"etc.­. Total Operating 11,800 '1ne Justifications Totals .ems - s Co ier p 1 1 Konica Copier Total Equipment 10,081 10,081 Justifications Totals Total Construction Budget Line Item Total 1$1,941 Ash rrcn+- b Criminal Justice Partnership Program FY_ 2002 - from July 1, 2061 to 1 30, 2062 Budget Summary Due in the CJPP Office by March 16 County: Orange-Chatham Grant Number: E-0701-I-A County Operations 4. Contractual Service Contact Person: Trish Vandersea Phone: 919-245-2217 Fax: 919-644-3039 (536-= -)92) Contractual (536 _993) ,Ope-, Ling '(536z _994) Zqu _tent (536: --)95) ; ;Con I - 1(5361- _096) !Una- -1 gated '(536 997) als 93035 181941 (To Match Total Grant Award Amount) FY Grant Award Amount 181941- 'I 0 0 0H 0 0 . . . ........... 0 0 (Should match [Q] from 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. 0 0 01: 01: 11 0 Note: This is a working version of this form - DO NOT SUBMIT. Submit only forms created from the [Create Printable Form] button. 0 01: 11 Note: This is a working version of this form - DO NOT SUBMIT. Submit only forms created from the [Create Printable Form] button.