Board of Corrections Workshop

August 21, 2012

Work Shop AgendaWelcome and Introductions

Approve minutes from July 24th and July 31st Meetings

Report of the Chair

Reiteration of the BOC Mission Statement BOC communication and system issues Meeting with Andrew Black

Business Meeting

1. Executive Director Report Board Meeting Review Project Management Update Population update

2. Corrections Working Group Report

3. Finance Report by RHR Smith 4. FY 2013 Budgets

Aroostook County and FY12 Deficit Correction Request (Action Item 013-027);

Kennebec County Jail and CARA Approaching the supplemental budget process Capital needs and a review of capital needs

5. Biennium Budgets

Providing State Government an actual cost to run county jail system through by way of actual budgets

Where are we at in the process?

6. Reviewing draft policies and by-laws

Public Comment

4:00 PM Adjourn

Board of Corrections Purpose and Goals

1. Purpose of the board. The purpose of the board is to develop and implement a unified correctional system that demonstrates sound fiscal management, achieves efficiencies, reduces recidivism and ensures the safety and security of correctional staff, inmates, visitors, volunteers and surrounding communities.

2. State goals. The board shall develop goals to guide the development of and evaluate the effectiveness of a unified correctional system. The goals must include benchmarks for performance in the following areas:

• Recidivism reduction; • Pretrial diversion; and

• Rate of incarceration.

Executive Director ReportPrior Meeting Key Points

• July 24th

» RHR Smith reported out on projects under construction;

» Tabled Somerset County Action Items;» Approved use of AG’s Office;» Approved Payment to York County – 2011 Deficit;» Committed funding to York County – Roof repair;» Committed funding to Hancock County –

Retiree/Deficit;» Approved Kennebec’s budget minus 150K for CARA;» Discussed Actual budgets for Biennium;» York County’s pod availability.

Executive Director ReportPrior Meeting Key Points

• July 31st

» Approved Somerset’s 1st and 2nd Quarter I/F payments;

» Somerset decreased budgeted capacity from 192 to 165;

» Somerset’s budget was approved at $6.8 million;» RHR Smith reported out on projects under

construction;» Fund Distribution Policy – will incorporate time lines

and will encourage prudent fiscal strategies;» Discussed a Finance Committee.

Executive Director’s Project List

• Finance Committee;• NIC letter – 1st draft (Wed., Aug. 23rd);• ZBB Budget for the BOC;• Actual Biennium Budgets;• Supplemental and biennium budgets from BOC (Sep. 1st);• CCA Requests

• Report Form and Memo emailed on 8/9/12• Deadline – September 12th

• Piscataquis County

BOC Finance Committee

Finance Committee

SBOC Board

Member

CountyFinance Director

SBOC FinancialAnalyst

CWG Member

Sheriff or Jail Administrator

County Administrator

OrAssistant County

Administrator

MCCAExecutive Director

Facility Executive Assistant

BOC and ZBB Budget

* Activity & Alternative

No.

Activity Description Alternative Description Cost Description Benefit Description Conclusion

ACT - 01-01 The Board is charged with managing the cost of corrections.

The BOC will assist aging facilities in addressing critical maintenance issues through state funding articulated in MRSA 30-A, §1803(5).

$6 million. Through the State meeting its inverse debt obligation aging facilities will be able to properly maintain facilities without having to exclude such maintenance for general operational purposes.

Since the formation of the BOC the state has not properly addressed or funded the inverse debt issue. Consequently, many facilities are forgoing capital projects and preventive maintenance schedules in order to meet daily ACT- 01-01 Oversee the financial activities of

the Board of Corrections and county jail system via CRAS

system.

Hire Full-Time Financial Analyst to assist the Executive Director and Board monitor the financial activity of each county's corrections activities.

$93,864 for Personal Services; $8,500 for cost of Office supplies and technology for both E.D. and F.A.

Currently financial activities oversight is charged to the Exec. Director. Hiring additional in-house staff will allow better management of each county's financial activities related to corrections and allow Executive Director to

Currently the BOC is staffed by (1) person and is a $80 million dollar organization. A Financial Analyst will assist the Exec. Dir. In helping the Board better manage the system's financial state of affairs. ACT - 01-03 The Board is charged with

managing the cost of corrections. The Board shall receive increased funding from the State's General Fund commensurate with actual costs of operating the county-wide system based on the previous fiscal year and forecasted capital expenditures.

$4-5 million annually. Additional funding will assist several facilities avoid structural gaps in their operation, allow each facility to more effectively manage daily operations and allow a mission-oriented approach to CCA funds.

The county correctional system is underfunded and in need of funding that matches actual cost. County facilities are forgoing capital improvements (unless funded through the Investment Fund) and Preventive Mainenance

BOC and ZBB Budget

Statutory, Rule or other

Legal Ref

Description Is the Department fulfilling the mandate’s intent?

Does the mandate support and contribute to the mission

of the agency?

Do they meet constituency needs? Do they duplicate other entities functions?

Are the mandates important enough to warrant

continuation?

What would happen if the mandate was not provided at

all?

Are there other less costly, more efficient ways of

satisfying these mandates?

Would benefits be greater if all or part of the funds spent

was used for other programs?

34-A, §1801

To develop and implement a coordinated correctional system tht demonstrates 1) sound fiscal practices; achieves efficiencies; reduces

34-A, §1803

The board is charged with the following responsibilities and duties. Mi 1) Manage the cost of corrections; 2) Determine facility use and purpose; 3)

Yes Yes Yes; No Yes Fiscal mismanagement and

poor inmate population management

Yes Yes

34-A, §1804

CORRECTIONS WORKING GROUP - engages in

information sharing and advises the Board on changes

needed to make the

Yes Yes Yes; No Yes

Board members would not have access to information

related to the daily operations of the system. Consequently, decisions

No No

34-A, §1805

SBOC INVESTMENT FUND PROGRAM - A funding

program utilized to compensate county

governments for costs

Yes Yes No; No Yes

County jails would be further underfunded and due

to statutory tax cap would not be able to maintain

operation of jails.

Yes - 1) Eliminate Tax Cap and allow counties to raise

taxes to fund jail operations; 2) State begin paying

Inverse Debt obligation as

No

34-A, §1806

The Board shall distribute Community Corrections Act

Fund to Counties. The Board will ensure 20% of funds is

dedicated to adult community

Yes Yes Yes; No Yes

Due to lack of funding (e.g. inversed debt) counties require CCA funds to

support operations. The elimination of community

Yes - if system was properly funded the Board

could modify the CCA formula so it could reflect

the BOC mission. Currently,

No

Request Fund (eg 010) Account Line (e.g PS, AO, CAP)

Object Class Priority (1, 2, 3, etc)

2013 $ Initiative Description Program Impact

Inverse Debt Funding 010 5100 1 $6 million

Provide adequate funding of Inverse Debt pursuant to statute that was not appropriated to the FY2013 budget.

Adequate funding of Inverse Debt statutory obligation is necessary to support county system's capital needs for FY 2013. Without funding, much of county system will be unable to properly fund basic infrastructure upkeep and/or improvements. The BOC's current budget has reflect inverse debt funding.

General Operations and Capital Needs Funding 010 5200 2

Provide adequate funding of additional costs of operating county system in a collaborative system.

Alternative methods (e.g. increased property tax) of funding the county jail system is constrained by FY 2008 financial measurements. If the State is unable to meet its statutory obligations regarding inverse debt the county will need adequate funding above and beyond 2008 financial figures and the amount budgeted to the system for FY 2013. As it stands, each county correctional system has to make budget decisions that set in operation daily operational needs versus capital improvements needs. This figure represents the funding of capital needs

Staffing 010 4500 3 93,864

Provide adequate funding for a Financial Analyst position.

Currently, the BOC is utilizing scarce resources in its Investment Fund to subsidize financial analyst support (Note: The BOC is utilizing an outside vendor RHR Smith for such services). Without this support, the BOC's sole employee, the Executive Director, would be responsible for this operational component as well his regular duties. Overall impact on Other Special Revenue Account would be approximately $93,864.

Office Supplies and Technology 8,500

Provide adequate funding for office supplies and technology for Financial Analyst

Decrease Other Special Revenue Account by approximately $8500.

Consultant Funding 010 5100 4 14,000

Provide adequate funding to complete a staffing matrix of each county jail by National Institute of Corrections or an another industry expert.

Due to a projected rising jail population, multiple linear supervision-type facilities, ever-increasing employee wages and benefits, rising operational costs, scarce state resources and limited BOC staffing (an Executive Director), the BOC must consultant with an industry expert on each facility's staffing needs to determine proper cost to manage county jail population.

FY 2013 ExpensesCounty/Vendor Type Amount Priority Safety/Security

Aroostook

Deficit Correction - FY 2012 $16,795 High N/A

Aroostook

East Wing Heat Zone $280,875 Medium No

Aroostook Generator Upgrade $8,000 High Yes

Aroostook Concrete Steps $14,425 High Yes

Androscoggin

CumberlandCamera Upgrades $235,000 High Yes

FranklinHancock

KennebecDVR Upgrade $70,000 High Yes

Kennebec CARA $150,000 Low No - Programming

Knox

Console Replacement $156,000 High Yes

KnoxGenerator Switch $16,000 High Yes

Lincoln

OxfordIntercom System Medium Yes

Oxford

Locking System Repair High Yes

Penobscot

PiscataquisDuct Cleaning $50,000 Medium No

Somerset 1st/2nd Q $560,883 N/A N/A

Somerset50% 4th Q $127,119 N/A N/A

Waldo

WashingtonCeiling Repair $15,000 Low No

Washington

Van Replacement $28,000 Medium Yes

YorkRoof Repair $125,000 High Yes

RHR Smith Contract $17,700 N/A N/A