HomeMy WebLinkAboutAgenda - 09-05-2013 - 7c (2)ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 5, 2013
Action Agenda
Item No. 7 -c
SUBJECT: Work Group and Charge for an Assessment of Jail Alternative Programs
DEPARTMENT: County Manager PUBLIC HEARING: (Y /N) No
ATTACHMENTS:
1) May 14, 2013 Abstract -
Assessment of Jail Alternative
Programs
2) Suggested Charge of the Jail
Alternatives Work Group
3) Scope of Services — Assessment of
Jail Alternative Programs
INFORMATION CONTACT:
Frank Clifton, 919 - 245 -2300
Michael Talbert, 919 - 245 -2308
Cheryl Young, 919 - 245 -2307
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PURPOSE: To consider the creation of a Work Group and Charge for the Assessment of Jail
Alternative Programs.
BACKGROUND: In October, 2012, the NC Council of State authorized issuance of a 50 year
land lease to Orange County for approximately 6.8 acres for construction of a jail facility. The
proposed new Jail is included in the County's FY 2013 -18 Capital Investment Plan (CIP) with an
estimated total project cost of $30,250,000. A consultant has been retained to evaluate the site
and determine the best configuration of the potential site, along with any constraints
(environmental /regulatory for example) that might impact the development. Site related
planning costs have been included in the CIP at $250,000 for FY 2013 -14. Construction cost
estimates from firms in the business of building detention facilities range from $80,000 to
$120,000 per bed. The new jail is intended to house a minimum of 250 prisoners and provide
support spaces needed for such a facility. Site design costs are planned for FY 2015 -16, and
Architectural /Engineering costs are included in FY 2016 -17, with construction costs in FY 2017-
18.
The proposed new Jail project involves the review of jail alternative programs, individual
program's effectiveness and impact on the inmate population of the Orange County Jail. At the
August 30, 2012 Board work session, District Court Judge Joseph M. Buckner presented an
overview of Court Programs to the Board. Attachment 1 is the Power Point presented by Judge
Buckner that outlines Court Programs.
On May 14, 2013 the Board reviewed a proposal from Solutions for Local Government, Inc., to
assess Jail Alternative Programs in Orange County. Before planning for a new jail begins, a
comprehensive assessment of jail alternative programs needs to be completed. The Board
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indicated that the creation of a work group to address alternatives to incarceration programs
operating in Orange County and the impact each program may have on inmate population could
be a feasible solution. A work group could review alternatives to incarceration programs
operating in Orange County and provide recommendations to the Board.
Possible composition of a Jail Alternatives Work Group:
County Commissioners 2
Senior Resident Superior Court Judge or Designee 1
Chief District Court Judge or Designee 1
District Attorney or Designee 1
Public Defender or Designee 1
Clerk of Court or Designee 1
Sheriff or Designee 1
Jail Administrator or Designee 1
Department of Social Services representative 1
Mental Health representative 1
Faith Community representative 1
Project to End Homelessness representative 1
Staff /Legal Support 1
Client 1
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Attachment 2 outlines a suggested Charge for the Work Group. Attachment 3 reflects revisions
to Scope of Services from Solutions for Local Governments that reflects input from the May 14,
2013 Board Work Session.
FINANCIAL IMPACT: There no financial impact associated with the creation of a Work Group
for the Assessment of Jail Alternative Programs.
RECOMMENDATION(S): The Manager recommends that the Board provide direction to staff
as to the creation of a Jail Alternatives Work Group, suggested Charge and /or next steps
needed regarding alternatives to incarceration as a component to planning a new Jail.
Attachment 1
COPY
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 14, 2013
SUBJECT: Assessment of Jail Alternative
DEPARTMENT: County Manager
ATTACHMENTS:
A. Orange County District Court
House Tour - Court Programs
Overview
B. Solutions for Local Government
Scope of Services — Assessment of
Jail Alternative Programs
Action Agenda
Item No. 2
rams
PUBLIC HEARING: (Y /N) No
INFORMATION CONTACT:
Frank Clifton, 919 - 245 -2300
Michael Talbert, 919 - 245 -2308
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PURPOSE: To review and discuss a proposed new County Jail project included in the FY
2013 -18 Capital Investment Plan (CIP), and jail alternative programs.
BACKGROUND: In October 2012, the NC Council of State authorized issuance of a 50 year
land lease to Orange County for approximately 6.8 acres for construction of a Jail facility. The
proposed new Jail is included in the County's FY 2013 -18 CIP with an estimated total project
cost of $30,250,000. A consultant has been retained to evaluate the site and determine the
best configuration of the potential site, along with any constraints (environmental /regulatory for
example) that might impact the development. Site related planning costs have been included in
the CIP at $250,000 for FY 2013 -14. Construction cost estimates from firms in the business of
building detention facilities range from $80,000 to $120,000 per bed. The new jail is intended to
house a minimum of 250 prisoners and provide support spaces needed for such a facility. Site
design costs are planned for FY 2015 -16, and Architectural /Engineering costs are included in
FY 2016 -17, with construction costs in FY 2017 -18.
The proposed new Jail project involves the review of jail alternative programs, individual
program's effectiveness and impact on the inmate population of the Orange County Jail. At the
Board's August 30, 2012 work session, District Court Judge Joseph M. Buckner presented an
overview of Court Programs to the Board. Attachment A is the Powerpoint presented by Judge
Buckner that outlines Court Programs.
The County requested and has received a proposal from Solutions for Local Government, Inc.,
to assess Jail Alternative Programs in Orange County. Before planning for a new jail begins, a
comprehensive assessment of jail alternative programs needs to be completed. Solutions for
Local Government, Inc. has experience evaluating alternatives to incarceration related
programs and assessing the impact on jail population. Attachment B outlines a proposed scope
of services to evaluate current alternatives to incarceration programs.
COPY
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FINANCIAL IMPACT: The possible cost to contract with Solutions for Local Government, Inc.
for an Assessment of Jail Alternative Programs is quoted not to exceed $15,180. Funds are
available from the County Fund Balance, if the Board elects to proceed with the assessment.
RECOMMENDATION(S): The Manager recommends that the Board review the new County
Jail project, jail programs that provide alternatives to incarceration, and provide direction to staff
as to the next steps needed regarding alternatives to incarceration as a component to planning
a new Jail.
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Attachment 2
Suggested Charge of the Jail Alternatives Work Group
The Charge for the Jail Alternatives Work Group is to investigate and make
recommendations to the Board of County Commissioners concerning alternatives to
incarceration programs operating in Orange County and review the impact each
program may have on the inmate population of the Orange County Jail.
Including but not limited to the following programs:
Pretrial Release
Pretrial Diversion
Drug Court
Family Court
Adult Probation
1. Analysis of program history organization purpose and objectives
2. Collection and analysis of program data, statistics, participation, and outcomes.
3. Analysis of program impact on inmate population.
The Work Group is directed to submit a Report back to the Board of County
Commissioners by March 31, 2014
Approved by the Board of County Commissioners on September 5, 2013
Attachment 3
SCOPE OF SERVICES
[Including Post BCC Meeting of 14 May 2013 Revisions]
Orange County
Assessment of Jail Alternative Programs
DRAFT FOR REVIEW
Major Tasks
The tasks that follow are those proposed as necessary to conduct a study and subsequent assessment of
current alternatives to incarceration programs operating in Orange County. The principal purpose being
to assess, among other things, the impact each program has had and may have in the future, on the
inmate population of the Orange County Jail.
These programs identified by the County include:
1. Pretrial Release
2. Pretrial Diversion
3. Drug Court
4. Family Court
5. Adult Probation [NCDOC Division of Community Corrections]
PHASE I- ASSESSMENT PROCESS
Task 1. Meet with each of the individual program administrators and designated staff members to:
1.1 Understand program history, organization, purpose & objectives.
1.2 Identify the processes of program referral, criteria for acceptance, and participation
requirements.
1.3 Collect available statistics, program data, annual reports, etc. to ascertain levels of
participation and outcomes.
Task 2. Meet with designated County Courts, Criminal Justice, and related Human Services System
officials to discuss the referenced programs to identify, obtain, and /or determine at least the
following: [See list of suggested Interviewees below]
2.1 Individual (and /or agency) level of involvement with the program(s); as participant,
advisor /advocate, referral resource, etc.
2.2 Are the judges using the programs, which ones, and why?
2.3 Opinions as to program benefits and /or experienced outcomes.
2.4 Recommendations for enhancement, expansion, or improvement.
2.5 Quantitative data regarding program(s) impact on the County's jail population.
Task 3. With regards to the programs surveyed; and based on the meetings conducted and
information gathered:
3.1 Provide a narrative description and overview of activities occurring within each program
3.2 Identify and quantify the staffing for each program.
3.3 Identify the level of offender participation in each program (pending availability of data) for
at least the past three (3) years.
3.4 Identify recidivism rates of individuals completing the programs within the past 3 -5 years.
3.5 Provide a summary of the remarks of the Court and Justice System officials interviewed.
3.6 Identify program costs and current source(s) of funding for at least the past three (3) years.
3.7 Identify revenue received by the program via grants, participant payments, etc. (pending
availability of data) for at least the past three (3) years.
3.8 Identify current and recent year program costs and associated cost(s) per participant.
3.9 In the event a new program or program concept is suggested by any interviewee, that is not
included in the list of programs to be studied; it will be identified by name and a brief summary
offered for later consideration by the referenced Jail Alternatives "Work Group ".
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Orange County
Assessment of Jail Alternative Programs
Task 4. Assess & quantify the impact that each of the identified programs' participation has had on
the County's daily /annual jail inmate population(s) as well as the anticipated impact they may have
on future jail populations:
4.1 Collect and evaluate data regarding the County's daily and annual jail populations for at least
the past three (3) years utilizing data provided by the Sheriff's Office;
Monthly jail population reports
Existing security classification criteria
Existing bond schedule(s) and practices
Age & gender demographics if /as available
Annual budget allocated to Jail operations
4.2 Research and plot the County's general resident population for at least the past three (3)
years utilizing data obtained from the NC Office of Budget & Management
Include the age & gender demographics which coincide with the Jail's age & gender
categories identified above.
4.3 Overlay findings of Tasks 1, 2, and 3 with that of Task 4 to determine the net effect and /or
impact of the referenced programs on the County's jail population(s) over the post three (3)
years.
4.4 Collect, organize, assess and compare the costs identified; overall /general as well as
specific /participant, etc.
4.5 Prepare and graphically illustrate the projected resident populations of the County over the
next 10 -20 years utilizing data obtained from the NC Office of Budget & Management.
4.6 Utilizing the data developed and charted in sub -task 4.1 as the "baseline ", calculate and
illustrate graphically the projected inmate populations anticipated to occur in the County Jail
over the next 10 -20 years.
Continue to utilize the age & gender demographics previously referenced
4.7 Overlay and apply, in a similar format, the "program effect and /or impact" data determined
in sub -task 4.3 to determine the potential future year impact of the alternative programs on the
County's future year jail populations; including estimated number of participants, potential
impact on the Jail's future year inmate populations, and estimated costs.
Task 5. Prepare a written draft report documenting findings with regards to each program studied for
review by the County Manager and /or his designee(s); the contents of which will include those the
findings of the above referenced Tasks particularly Task 3 and task 4.
• Receive and respond to comments offered
• Conduct additional research or study if /as required to address outstanding issues or questions
identified
• Include additional information /findings in revised (final) document
• Prepare designated number of printed copies of final report for distribution per County
PHASE II -JAIL ALTERNATIVES WORK GROUP
Task 6. Prepare materials for presentation and be available at such time as designated by the County,
to present the study and its findings during (est.) four (4) "Jail Alternatives Work Group" meetings
(actual name TBD)
■ Basis for number of meetings assumes one (1) two -hour meeting per program studied; [this
assumes Adult Probation - Program #5 -would not require discussion since program requirements
are clearly mandated by NC General Statutes or supporting NCAC documentation]
Solutions for Local Government, Inc.
Orange County
Assessment of Jail Alternative Programs
■ The consultant's role in these meetings will be to serve as a presenter, participant, and as a
general resource to the group with regards to jail alternative programs in general as well as the
specific issues and recommendations provided in the study report.
Interviewees:
It is anticipated that the Court and Criminal Justice officials to be interviewed per Task #2, in addition to
each of the respective Program administrators, would include:
• Senior Resident Superior Court Judge 0 Clerk of Court
• Chief District Court Judge 0 Sheriff
• Two (2) additional listed District Court Judges ■ Jail Administrator
• District Attorney 0 Department of Social Services (DSS)
• Public Defender 0 Mental Health
Deliverables
1. Time on site as required to participate in necessary meetings and conduct and /or participate in
each of the major tasks and described; estimate 8 -10 days.
2. With regards to the individual programs studied provide:
■ A narrative description and overview of activities occurring within each program
■ The current staff requirements of each program.
■ The current and experienced level of offender participation in each program
■ The recidivism rates of participants that have completed each program.
■ A summary of the remarks of the Court and Justice System officials interviewed.
■ The current and recent year program costs as well as associated cost(s) per participant.
■ The source of the revenue received by each program to operate.
3. With regards to the individual programs' impact on the current, recent past and projected
future County Jail populations, provide:
• The experienced and projected annual County Jail inmate populations; including annual and
per inmate operating costs and the age and gender demographics as determined applicable
to the criteria of the individual alternative programs studied.
• The County's recent year and estimated future year resident populations; including the age
and gender demographics which coincide with the Jail's age and gender categories
identified above.
• The impact that each of the alternative programs studied has had on the County Jail's
populations over the past three (3) years.
• A comparison of the individual program costs; i.e. overall /general costs as well as the cost
per participant; with that of the cost of incarceration in the County Jail.
• An estimate of the potential future year impact of the alternative programs studied on the
County's future year jail populations; including estimated number of participants, and
estimated costs.
4. Organization of materials for and facilitation of four (4) Jail Alternatives Work Group meetings to
present finding with regards to each major program identified and solicit input and comment
regarding the services currently provided.
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Orange County
Assessment of Jail Alternative Programs
5. Formal presentation of findings and recommendations to the Board of County Commissioners,
at such time as determined by the County.
6. Collate, print, bind, and deliver to the County twelve (12) copies of the final report document.
7. A copy of the final report document, together with the Board of County Commissioners
presentation materials will also be provided the County in electronic format.
Fees
The costs that make up the proposed fee are based on:
■ Man - hours; both on -site and "in- office ", and
■ Project related expenses for travel, per diem, communications, materials preparation, and
document production.
At this time it is estimated that the tasks and activities necessary to complete this project will require
between 120 -130 man - hours.
Therefore, based on the stated project requirements and the major tasks and project deliverables
identified in the Scope of Services Work Plan Outline provided, our fee, including all related project
expenses for travel, per diem, document production and printing, are estimated at, and will not exceed,
$15,180.00.
Our practice is to bill monthly (typically on or about the 15`) based on the percentage of the work
completed during the previous month. Once the fee is agreed upon, we do not add service or
administrative fees, or any form of miscellaneous overhead charges to our billing at any time during the
project.
In addition, we will withhold billing the final 10 percent of our fee until you have received the agreed
upon copies of the report document and are satisfied with the work that has been done.
Schedule
Based upon the Scope of Services outline presented here, a schedule of 4 -6 weeks is suggested to
accomplish The Major Tasks identified in Phase I -The Assessment Process; depending of course on the
availability of the program users and principals identified to be interviewed.
The activities identified in Phase II -The Jail Alternatives Work Group would be scheduled to coincide
with the group's specified meeting dates and times.
The formal presentation to the Board of County Commissioners would occur at such time as requested
by the Manager.
Additional Firm Information
Our business location is;
2301 Valencia Terrace
Charlotte, NC 28226
Telephone: 704.366.9719
Toll free: 1.866.300.3545
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