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HomeMy WebLinkAboutCOMM - Meeting Minutes - PB 3-4-15 - 3-4-2015 - PRISON BOARD55 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LD Minute No. PB 3-4-15 Washington County Prison Board Washington, Pennsylvania, March 4, 2015 The meeting of the Washington County Prison Board was held in the 7th floor conference room, Courthouse Square, Washington, Pennsylvania, with the following members being present: Commissioners Larry Maggi, Diana Irey Vaughan and Harlan G. Shober, Jr.; Deputy Controller Joshua J. Hatfield; Sheriff Samuel Romano and District Attorney Eugene Vittone; absent was Judge John DiSalle. Also present: Deputy Warden Ed Strawn; Solicitor Lynn DeHaven; Director of Administration Scott Fergus; Chief Clerk Mary Helicke; Human Resources Director Kathleen Bali; Secretary Paula Jansante; Observer -Reporter representative Barbara Miller; and WJPA representative Jim Jefferson. Chairman Maggi called the meeting to order at approximately 11:35 a.m. Chairman Maggi asked if there were any corrections, additions or omissions to Minute No. PB 2-18-15, each member having received a copy. It was moved by Mr. Vittone and seconded by Mrs. Vaughan that Minute No. PB 2-18-15 be approved. The motion was carried with the majority of the Board signifying their approval by stating „Aye„ PUBLIC COMMENTS None. WARDEN'S REPORT Deputy Warden Strawn recommended to the Board to hire the following individuals as part- time correction officers: Joshua Ringer John Martincic Clay Johnson It was moved by Mrs. Vaughan and seconded by Mr. Romano to approve the hiring of the above individuals as part-time correction officer. The motion was carried unanimously with the Board signifying their approval by stating "Aye". Deputy Warden Strawn presented to the board for approval an agreement with Greene County Correctional Facility to house prisoners when space is available at the rate of $50.00 per day per inmate. The term of the agreement will be March 5, 2015 through December 31, 2017. Deputy Warden Strawn asked the Board for any questions regarding the agreement. Mr. DeHaven inquired as to what the dollar amounts were under the agreement and Deputy Warden Strawn responded that the costs were $50 per day and that it is reciprocating if they would house prisoners for Greene County. Mr. Romano inquired as to how many inmates were currently being housed at Greene County Correctional Facility and Deputy Warden Strawn responded that there are currently 5 inmates at Greene County. Mrs. Vaughan stated that there are inmates housed in Allegheny County as well and Deputy Warden Strawn confirmed and stated that Washington County is housing inmates for them as well. Mrs. Vaughan asked if the jail's actual costs to house an inmate are at $48.23 per day and Deputy Warden Strawn responded that the cost actually went down this year to around $43.91 per day. Chairman Maggi asked if there were any additional questions or discussion. 56 MINUTE BOOK PRISON BOARD IMR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA Mr. Hatfield discussed an e-mail that was sent by Mr. Namie regarding his recommendation of placing an annual cap on the agreement. Mr. Hatfield stated that he spoke briefly with Mr. DeHaven regarding the matter and that Mr. DeHaven felt that placing an annual cap on the agreement would not be appropriate for this type of agreement but that it could be approved contingent upon an annual amount to be tracked internally at which point the matter could be revisited if the annual amount would be exceeded. Mrs. Vaughan asked Deputy Warden Strawn what an appropriate amount would be and he responded that it is hard to estimate an amount. He continued that currently they have 5 inmates but that most of the inmates being housed are females and that female inmates are the fast growing population across the nation and that every year at this time there is a rush of inmates due to the courts typically not sending people to jail at Christmas time. He went on to say that he cannot say that it will be constant, it could be only for a few weeks and then be done. Chairman Maggi asked Mr. DeHaven for his recommendation. Mr. DeHaven asked if the item was already in the budget. Deputy Warden Strawn responded that to his knowledge it is not and Mr. Hatfield confirmed that is not an item in the current year's budget. Mr. DeHaven recommended that a dollar amount be considered for budgetary purposes, however, he did not feel that it should be added to the agreement because it is between the County and Greene County but that for internal purposes, the Controller raises an interesting question and that a maximum should be added so that if we were approaching it, the Warden would come back to Prison Board. Mrs. Vaughan stated that for 5 inmates for thirty days that is $7,500 at $50 per day. Mrs. Vaughan suggested $50,000 and asked Deputy Warden Strawn his thoughts on that figure. Deputy Warden Strawn responded that is hard to estimate with the population. Chairman Maggi stated that this is an internal control and if the jail went over, which the Board would not want to see, that it would not be a problem. Deputy Warden Strawn stated that any figure can be put on it and that it would be a tool when budgeting for this next year. Chairman Maggi suggested $75,000. Mrs. Vaughan stated that for six months, assuming 5 inmates for thirty days, which is $7,500 for one month, so for six months' worth that is $45,000; that is why she suggested $50,000. Mr. Hatfield asked Deputy Warden Strawn if he had an average per month that thought he would need. Deputy Warden Strawn responded that he did not and that they were just looking for help for a short period of time and that the number will go down, there is just a spike currently and that he may not even get to the dollar amount. Mrs. Vaughan stated that if pre-trial services get into place, that hopefully there will be some that are not incarcerated and it will lessen the number. Mr. Shober asked Mr. Hatfield that since it is not in the budget, if $50,000 were approved, where it would come from in the budget. Mr. Hatfield responded that a line item would have to be created and that if the jail's budget was exceeded this year, Roger would have to do a supplemental appropriation. Mr. Shober recommended $50,000 and Mrs. Vaughan seconded. Chairman Maggi confirmed with Mr. DeHaven that the amount does not need to be in the agreement and Mr. DeHaven confirm and said that it should be part of the motion to enter into an agreement with Greene County with direction to the Warden not to exceed $50,000. Mr. Shober asked for confirmation that the agreement is reciprocal and Deputy Warden Strawn confirmed that it was and that the County would be paid $50 per day from Greene County if inmates were placed. Mr. Hatfield stated that he discussed the matter with Roger and that for budgetary purposes Roger would be comfortable with 57 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E1316649LO $10,000, which would allow for a bank of 200 days for the year. It was then discussed that $10,000 would not be sufficient as there were presently 5 inmates placed at once. Chairman Maggi stated that $50,000 is a fair number and Deputy Warden Strawn agreed. Deputy Warden Strawn asked the Board if they would like this figure tracked on the Warden's Report each month and the Board stated that they would. Chairman Maggi asked for confirmation that budget matter is not approved at Prison Board but that it is a Commissioners' action. Mrs. Vaughan stated that the Commissioners approve a supplemental appropriation, if needed, at the end of the year if they are going over their budget. Mr. DeHaven confirmed and said putting in a maximum expenditure in the motion would be appropriate for internal reporting purposes. It was moved by Mr. Shober and seconded by Mrs. Vaughan to approve the agreement with Greene County with a $50,000 annual cap for internal tracking purposes. The motion was carried unanimously with the Board signifying their approval by stating "Aye". This is contingent upon approval of the Board of Commissioners in a meeting to be held Thursday, March 5, 2015 Minute No. 988. Mrs. Vaughan asked if the jail is going to have a formal agreement with Allegheny County and any other county where we are placing or taking inmates. Deputy Warden Strawn agreed and stated that the jail does not have many transactions with Allegheny County. OLD BUSINESS None. NEW BUSINESS None There being no further business, Chairman Maggi declared the meeting adjourned at approximately 11:44 a.m. THE FOREGOING MINUTES SUBMITTED FOR APPROVAL: 2015 ATTEST: SECRETARY 1