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HomeMy WebLinkAboutCOMM - Meeting Minutes - PB 2-3-21 - 2-3-2021 - PRISON BOARD279 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA [MR LIMITED F1$16649L..D Minute No. PB 2-3-21 February 3, 2021 The meeting of the Washington County Prison Board was with the following members being present: Commissioners Diana Irey Vaughan and Nick Sherman; President Judge John DiSalle; Controller Mike Namie; Sheriff Sam Romano; and District Attorney Gene Vittone. Absent from the meeting is Commissioner Larry Maggi. Also present: Solicitor Jana Grimm; Warden Fewell; Deputy Warden Waugh; Deputy Warden Cain; Chaplain Mike Pierson; Employee of the Month Zachary Fife; Chief of Staff John Haynes; Finance Director Joshua Hatfield; Human Resources Director Shelli Arnold; Deputy Controller Cathy Sams; Chaplin Mike Pierson; Chief Clerk Cindy Griffin; Administrative Assistant Joyce Thornburg; Keefe Commissary Network representatives Eric Sowers and Scott Conrath; IC Solutions representative Brad Coens; and Beacon Jail Management System representative Ken Horne. Mrs. Vaughan called the meeting to order at approximately 11:30 a.m., and Chaplin Mike Pierson led the meeting with the invocation. Mrs. Vaughan asked if there were any corrections, additions or omissions to Minute No. PB 1-20-21, dated January 20, 2021, each member having received a copy. It was moved by Mr. Namie and seconded by Mr. Sherman that Minute No. PB 1-20-21, be approved. The motion was carried unanimously with the Board signifying their approval by stating „Aye„ PUBLIC COMMENTS None. WARDEN'S REPORT Income from Other i,Jnits for the Maintenance of Inmates for ianuary 2021 Administrative Fee $11,485.24 Social Security 800.00 Tylenol Monthly sub -total $12,285.24 Year-to-date grand total $12,285.24 Proeram Fees and Room and Board Income for Ianuary 2021 Billed Collected Work Release Inmates -0- -0- Weekend Inmates -0- -0- Monthly sub -total -0- -0- Year-to-date grand total -0- -0- Status of Inmates Confined at the End of lanuary 2021 Male Female Total Full-time Inmates 25 3 28 Work Release Inmates 0 0 0 Weekend Inmates 0 0 0 Male Female Total Inmates Awaiting Trial and/or Sentencing 177 38 215 Total Inmates 202 41 243 Male Female Total Examinations Performed by the Physician 18 11 29 New Commitments 4 Repeat Patients 25 Dental Extractions 3 Medical Transports Performed by the Sheriff 30 Contracted Housing Fee/Month $0.00 Year-to-date grand total $0.00 S1 MINUTE BOOK PRISON BOARD IMR LIMITED E1316649LD WASHINGTON COUNTY, PENNSYLANIA Warden Fewell opened with the introduction and presentation of January's WCCF Employee of the Month certificate to Zachary Fife. Mrs. Vaughan congratulated Officer Fife and thanked him for his service. Warden Fewell stated that there were two juveniles,17 years of age, in custody in the adult facility. Prison Rate Elimination Act (PREA) chooses the dynamics of how juveniles are treated in custody. PREA makes it a violation of federally regulated requirements to house site, sound and location of anybody under 18 years of age. To become PREA compliant, which is a federal requirement, the WCCF must adhere to 100 standards, which are PREA standards. For the facility to do be compliant, juveniles would not be housed here. Other jails have farmed out the juveniles, and this comes at a great cost, possibly from about $200 to $500 per juvenile, per day. Warden Fewell stated that he needs to provide the Board with more information on this and has been doing research. He stated that he is contacting other counties and is talking with Allegheny County with regard to its juvenile facility, but if WCCF seeks full PREA compliance and certification, the juvenile issue needs to be addressed. Warden Fewell moved on to the jail statistics pointing out the average daily population is at approximately 247 and by February had declined by 10. He stated that the population is still historically low as we pull into the winter months. Warden Fewell introduced Ken Horne of Beacon Jail Management System for the presentation of a proposal for a new jail management system. The financial proposal is with purchasing and will be presented to the Board at a later date. The presentation highlighted the following areas: • The new jail management system would be a zero cost to taxpayers or the agency. This cost would be paid for from inmate telephone funds. Typically when a contract is signed, the phone vendor would be billed directly. The turn -around time is within 60 to 90 calendar days, once jail data of the current system is received. • There will be no extra charges for implementing jail interfaces. Jails need to send data to the phone vendor, commissary vendor, VINE, and, sometimes, live scan. This system will interface to share data with any vendor that the facility requests. Even if at a later date the Warden wants to, for example, implement the use of tablets, Beacon will work out the details with the third party vendor to implement the interface. Most of the common interfaces have been built, and VINE is already deployed in every jail with which Beacon does business. According to the size of the facility, Beacon would provide implementation and conduct on - site training for a minimum of 14 days. Specifically, the data would be converted from the old system and Beacon would set up a jail management training system and then come on -site to train personnel using the WCCF's own data. • The contract also includes a minimum of one on -site visit per support year to train on any updates, etc. With regard to reports, there are over 350 standardized reports in the JMS, and JMS can provide customized reports as well. JMS has the ability to email specific daily reports such as, day to day bookings, releases, headcount, etc. JMS would work with the County IT department to email reports out from the server automatically. • The user can view facility -wide information from a single screen, allowing personnel to make accurate data -driven decisions. Personnel can view inmate charges, demographics, alerts, race, sex, etc., sort the data, and extract the desired information as needed. When viewing the inmate record, users will see the inmate header that displays information including the inmate's photograph, booking date, and other information to assist in day-to-day operations. The system will notify users of inmate housing and scheduled event conflicts such as keep a - ways or double bookings. Users can also see specific historical inmate data while viewing an active booking. • Users can classify inmates using an agency defined points -based classification and reclassification process. Questions can be adjusted with up to 10 answers with points assessed behind those questions, and the system will calculate the inmate classification automatically. This classification can be used to restrict housing locations if needed. 1 1 281 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA IMR LIMITED E131M49LD • Regarding implementation, current existing legacy data would be converted prior to training, and special reports can be generated. A two to three day pre -site survey would be conducted for information gathering. Additionally, there would be two web inquiries. One specifically designed to tailor data that should be available to the public which could reduce phone calls to the facility. The other web inquiry is specifically for law enforcement to see. The law enforcement officer (LEO) inquiry would show additional inmate information, i.e., visitor information, photos, bookings, releases, and next -of -kin information. To explain further, if the local police department is not on the JMS system, there is the capability for the local police officers to have the ability to access the data, even from their cars, without having to call the booking officer. Mr. Namie inquired as to whether this system would replace the current Keefe accounting and record -keeping system. He stated that, if so, the Controller's office should be involved. He stated that the last time the accounting system was replaced, the conversion was not accurate and that it took some time to correct. Warden Fewell stated that JMS would work with Keefe and that JMS would only affect UCM. Brad Coens of IC Solutions added that neighboring counties such as Jefferson, Armstrong, Columbia and Northumberland are using the proposed system. President Judge DiSalle asked if JMS could be interfaced with the criminal case management systems like CPCMS and UJS. Ken Horne stated that any data that needs to be sent or received could be set up once the specifications are defined and provided. President Judge DiSalle stated that the CPCMS and UJS systems are Pennsylvania statewide systems. Mr. Horne remarked that if these systems are similar to JNET that the interfaces could be replicated. President Judge DiSalle stated that the County uses JNET occasionally as well. Warden Fewell recommended to the Board, on behalf of the Washington County Correctional facility, to approve the bid award for milk to Schneider's Dairy, Inc., Washington, PA. This bid has been awarded to the most responsible and responsive bidder meeting the specifications and will be effective through December 31, 2023. Mr. Sherman stated that he had two local Washington County dairies reach out to him regarding their interest in submitting a bid proposal. Purchasing Director Randy Vankirk confirmed to Mr. Sherman that the two dairies had not submitted a bid. Mr. Sherman wanted to discuss further with Mr. Vankirk, and Mrs. Vaughan explained that Mr. Sherman could make a motion to approve the Warden's Report with the exception of approving the milk proposal. Tabling the approval of the milk proposal until further discussion would mean that Purchasing would need to reject the bid and Solicitor Grimm would need to be involved in the discussion. Warden Fewell recommended to the Board, on behalf of the Washington County Correctional facility, to approve an addendum to the agreement with Keefe Supply Company, Strongsville, OH for the Inmate Banking Software & Commissary Services as stated below: Keefe Commissary Network, LLC would hire an on -location commissary representative instead of using correctional staff as we are now. This individual would manage the day-to-day commissary duties such as processing, distribution of orders, and discrepancies for a total of 25 hours per week in exchange for a commissary commission reduction. If this is agreed upon, Keefe would waive their annual pricing adjustments during the 2021 calendar year. Overall the proposal consists of an on -site Keefe representative (25 hours per week), a commissary commission reduction from 40% to 34.25%, a commissary renewal, and a grant extension to forgo any pricing adjustments in 2021. Warden Fewell reported that the camera upgrade was underway and that the roof project will begin in May 2021. 282 MINUTE BOOK PRISON BOARD WASHINGTON COUNTY, PENNSYLANIA [MR LIMITED E1316649LD It was moved by President Judge DiSalle and seconded by Mr. Sherman, approving the Warden's Report with no exceptions. The motion was carried unanimously with the Board signifying their approval by stating "Aye". OLD BUSINESS None. NEW BUSINESS None. Mrs. Vaughan called an executive session at 11:59 a.m. to discuss personnel and potential litigation. Mrs. Vaughan reconvened the meeting at approximately 12:12 p.m. Warden Fewell presented the list of new hires for the Board's approval: NEW HIRES Dimitri Abbot Jules Bioni Ronda Dupain Anthony Ellis John Evans Garland Fuqua Edward Gray Jacob Potts Paul Schmidt Ryan Sikora Erin Spangler Matt Tobolski Pierce Wissler ALTERNATES Andrew Campbell John Kibbe Ryan Ruffa Joshua Peake James Miller It was moved by Mr. Sherman and seconded by Mr. Namie, approving the new hires. The motion was carried unanimously with the Board signifying their approval by stating "Aye". Mr. Fewell was instructed by Mrs. Vaughan that, in the future, the new hires should be included in the Warden's report. There being no further business, Mrs. Vaughan declared the meeting adjourned at approximately 12:13 p.m. THE FOREGOING MINUTES SUBMITTED FOR APPROVAL: ���e 17 2021 ATTEST_ /� ��`f�'/ C �� SECRETARY I FA