WESTERN VIRGINIA REGIONAL JAIL AUTHORITYV; Serving the City of Salem and Counties of Franklin, Montgomery, and Roanoke

MAMINUTESOCTOBER 4, 2018, 9 A. M.

Western Virginia Regional Jail

5885 West River Road

Salem, VA 24153

A. CALL TO ORDER

1. Welcome and introductions— James E. Taliaferro, Chairman

Mr. Taliaferro called the meeting to order at 9: 05 a. m.

Members present: April Staton, Todd Clingenpeel, Bill Jones, James Taliaferro, Rosie Jordan, Hank

Partin, Kim Haug, Carol Edmonds, Steve Fijalkowski, Eric Orange, Rebecca Owens, Duane Amos,Chris Whitlow, & Ronnie Thompson

Members absent: Bill Overton, Randy Foley, Joseph McNamara, Craig Meadows, Mary Biggs,Daniel O' Donnell, Martha Hooker, Brent Robertson, & Timothy Tatum

Others present: Bobby Russell, David Cox, Chris Dadak, Brent Hudson & Jodi Bishop

B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF THE AGENDA ITEMS

C. RECOGNITIONS, RESOLUTIONS, AND AWARDS

1. Recognition of Officers and Medical Staff:

Superintendent Bobby Russell reported on September 27th, we had a medical emergency thatinvolved an inmate. This inmate received over 10 minutes of CPR and the use of the AED. Due

to the officers and medical staff' s quick thinking and team work this inmate survived and hasreturned to the jail. Superintendent Russell thanked each of the officers and medical staff. He

stated he was very proud and honored to work with each of these individuals. SuperintendentRussell presented Captain Will Smith, Officers Michael Abbott, Sean Dorber, Lauren Hodges,

Brian Long, James Rumley, Jonathan Weber, and Correct Care Solutions Medical Staff KathyGarfield, R. N, and Delores Jenkins with a certificate of commendation.

Superintendent Russell opened the floor up for comments.

Mr. James Taliaferro thanked each of the officers and medical staff for their quick action,

training and dedication.

Mr. Bill Jones stated on behalf of himself and the City of Salem we thank each of you for yourquick thinking involving this emergency. We appreciate each of you for what you do.

WVRJ Authority Board Meeting October 4, 2018

D. APPROVAL OF MINUTES

Mr. Bill Jones moved approval of the minutes. Mr. Steve Fijalkowski seconded the motion which

was approved by unanimous voice vote.

E. REPORTS & BRIEFINGS

1. Financial reports for August 2018- Roger Herald, Business Manager

Mr. Herald reviewed the financial reports for August 2018.

2. Superintendent' s Report- Bobby Russell, Superintendent

Superintendent Russell briefed the board on the following topics:

Budget

We had our annual Worker' s Compensation Insurance Premium Audit and Financial Audit

in September. Both went very well. No issues were discovered or otherwise identified.

Operations

DMV Connect is still going exceptionally well. We processed 36 I. D. cards for the month ofSeptember which brings the total number to 612 Virginia identification cards processed at

our facility.

The Birth Certificate Program is going exceptionally well. We have processed 25

applications for the month of September which brings the total to 216 applications

processed at our facility.

We recently upgraded our jail management system- OMS to the most recent version. Noissues or concerns to report.

Building Maintenance

As reported in the September Superintendent' s Report, we are experiencing technical

difficulties with one of our sewage pumps which means we may need to replace one of the

pumps and refurbish the other pump. This could result in a capital expenditure.

Inmate Programs

GED Programs: 55 students, 159 sessions for the month of September.

Special Education Programs: 2 students, 18 sessions for the month of September.

RSAT: The MAT Program is going strong. We currently have ( 5) male and ( 4) female

inmates enrolled in the program.

WVRJ Authority Board Meeting October 4, 2018

Jail Mental Health Program: " Healthy Minds": We have received grant funding for another

year. We are continuing to work with Transitional Options for housing for both male andfemale inmates.

Inside- Out Exchange Program: Shakespeare & Justice: The Shakespeare & Justice classes

are extremely well. Both the inmate and Radford University students are responding well.Tutoring is being offered as need to the inmate population. We are extremely excited that

we will be holding our first graduation in December.

Re- Entry Services: Our Re- Entry Services is holding a Resource Fair on November 8th. ThisResource Fair is to provide information on employment, housing, medical needs, programs,

government assistance to our offenders that will be rejoining communities we serve withinthe next 6- 8 months. The purpose of the Resource Fair is to provide contact information, to

answer questions, and to provide hope to the offenders as they re- enter their

communities. We hope to reduce recidivism and make their transition more successful.

HR/ Training

Academy: The academy is in full swing. In the coming weeks, the recruits will be learningFirearms/ Night Firing, Defensive Tactics, Courtroom Demeanor, Searching & Cuffing, CivilProcess, and Court Security (which include practical exercises). Graduation is scheduled for

November 15th

Employee and/ or Community Relations

Captain Chad Keller and Officers Monte Keeling, Richard Beard, Charles Reed and MichaelAbbott represented the jail at the 2018 LE Special Olympics Car Show on September 22nd at

the Main Street Methodist Church in Bedford.

We will be partnering with the Roanoke County Sheriff' s Office, City of Salem PoliceDepartment, and the Virginia Department of Corrections to raise funds for the Special

Olympics Cover the Cruiser Fundraising Event on October 5th at the two Salem Starbuckslocations ( Lakeside Plaza and West Main Street). We will have vehicles ( both jail and the

Roanoke County Sheriff' s Office) at each location and the intent is to solicit donations fromthe patrons in order to " cover the cruisers" with the Special Olympics emblems to raise

money and awareness for this great cause.

We are now heading into phase two of the Master Officer Program. As officers becomeMaster Officer I or II' s there is a raise associated with this accomplishment. Officers' rate

of pay is coming close to the Supervisors and/ or Sergeants rate of pay. We are currentlylooking into providing compensation for the Supervisors and/ or Sergeants. Possibly phasein an increase incrementally.

The jail' s medical contract extension period will end in January, 2019. As we approach a

new contract, there may be some cost increases associated due to the increase in our

WVRJ Authority Board Meeting October 4, 2018

inmate population and a more enhanced matrix will be needed. We will keep everyone

posted of any issues or concerns.

Monthly Population Report

Our population on October 4th is as follows:

Franklin County 136

Montgomery County 176

Roanoke County 223

City of Salem 113

Alleghany 29

Roanoke City 3

Bedford County 1

Henry 53

Martinsville 13

Tazewell 1

Wythe 1

D. O. C. Inmates 15

Federal Inmates 103

Total Population 867

F. NEW BUSINESS

1. Presentation: Year End Designations- Roger Herald, Finance Manager, Rebecca Owens,

Treasurer and Bobby Russell, Superintendent

SUMMARY OF INFORMATION:

The operating fund ended the year with a surplus of$ 2, 165, 476. Some of the major items

that contributed to this surplus are outlined below:

Revenues in excess of budget:

Revenues and transfers were above budget in the amount of $ 1, 467, 656. This is primarily the

result of:

Money from outside- agencies was above budget by $ 992,632 as a result of revenue

from other City, County, and U. S. Marshals that were not anticipated in the original

budget

Investments on income was $ 230, 162 which was not budgeted.

Expenditures under budget:

Expenditures were under budget by $ 705, 473. Salary and benefits were $304,228

WVRJ Authority Board Meeting October 4, 2018

less than the budgeted amount. The remaining savings were primarily in the areas of

medical services, food services, maintenance and repairs and utilities.

RECOMMENDATION:

The Finance Committee met on August 2, 2018 to review the results of operations from the

year ended June 30, 2018. The Committee recommends the following:

1. The Service Agreement dictates that the capital reserve should be funded on an annual

basis, if possible, through the budget process or by depositing year-end funds. We will

continue to add to this fund with future year-end balances, and through the budget

process, if possible.

The committee recommends appropriating $250,000 to the Capital Reserve from year-

end funds which will bring this balance to $4, 905, 383.

2. At June 30, 2018 the Capital Bond Fund had a balance of $6, 845,684. This amount is

used to offset the principal payment for the debt which in turns reduces the amount of

debt payments for each locality.

To delay this impact as long as possible, the committee recommendation is to

appropriate $ 1, 253, 217 to the Capital Fund to be used to offset the principal payment

for debt service in future years. The attached bond payment schedule allocates this

amount over three years providing adequate funds through 2020- 21 for the debtservice with localities beginning principal payments in 2021- 22.

3. Allocate $200,000 to a rate stabilization account.

Mr. Taliaferro thanked the board for establishing and continued placing of funds into astabilization account. He stated if we should experience another recession we have the

funds to keep us going and to keep the per diems from a radical jump.

4. Allocate $368,000 to capital reserves for:

Broadband construction 118,000

Security Equipment 250,000

5. Designate $ 94, 259 within the operating fund to be used for an additional 40 hours of aflex leave payout for employees.

Sheriff Eric Orange inquired on how the jail funds an FLP payout twice a year.

Superintendent Russell stated the first payout is built into the budget and the second

payout is based solely on end of year funds.

Superintendent Russell requested an amendment to the Request to accept and appropriate

year end results of June 30, 2018 and annual audit. He stated the Employee Tuition

Reimbursement was not included. He apologized to the board. He stated the Finance

WVRJ Authority Board Meeting October 4, 2018

Committee met in August and approved the recommendation for employee tuition

reimbursement of$ 25, 000. Superintendent Russell stated we have a policy in place but do nothave funds designated. He stated the tuition reimbursement would be funded solely on end ofyear funds.

Ms. Owens stated the appropriate funds of $ 1, 253, 217 to the Capital Fund will be adjusted to

reflect the $25, 000 employee tuition reimbursement.

Sheriff Orange inquired on how the jail would determine who qualified for the tuition

reimbursement.

Superintendent Russell stated the tuition reimbursement is based on a first come, first serve

basis.

Sheriff Orange inquired if employees did not take advantage of the tuition reimbursement and

we had funds still available, what would happen with the funds.

Superintendent Russell state those funds would be rolled back into our Capital Funds.

Ms. Rebecca Owens reported Roanoke County and the jail are currently accepting RFP' s formedical insurance. We have received ( 5) thus far. We will be working with a consulting firm toanalyze the RFP' s and make a recommendation. We should have a decision by the end of the

calendar year.

Ms. Owens distributed a preliminary copy of the Western Virginia Regional Jail Financial Audit.She stated once she received the final report she will mail a copy to each of the boardmembers.

Sheriff Orange inquired if the board should table approval of the preliminary financial audituntil we receive the final report.

Ms. Owens stated she does not expect any changes. If the board wishes, we can approve thepreliminary financial audit contingent upon the final audit results.

Mr. Taliaferro proposed two roll call votes; one for the approval of the year end designations

and one for the approval of the preliminary financial audit contingent on the final financialaudit report.

Mr. Ronnie Thompson moved approval of the Request to accept and appropriate year end

results of June 30, 2018. Mr. Bill Jones seconded the motion which was approved by

unanimous roll call vote.

Sheriff Orange moved approval of the preliminary financial audit contingent upon the finalfinancial audit report. Mr. Bill Jones seconded the motion which was approved by unanimous

roll call vote.

WVRJ Authority Board Meeting October 4, 2018

G. CITIZENS' COMMENTS AND COMMUNICATIONS

There were none.

H. REPORTS AND INQUIRIES OF AUTHORITY MEMBERS

Mr. Chris Whitlow thanked Superintendent Russell and staff for their good fiscal/ revenuemanagement of the Western Virginia Regional Jail. He stated the jail will be opened 10 years

next year and not one of the localities have had to pay toward the principal. He stated each of

the localities are very thankful for the hard work and dedication Superintendent Russell andstaff have put into maintaining the fiscal/ revenue management of the jail.

The board also thanked Superintendent Russell and staff for their hard work and dedication tothe fiscal/ revenue management of the jail.

ADJOURNMENT

The next Authority meeting will be held November 1, 2018, at 9 a. m. at the Western VirginiaRegional Jail, 5885 West River Road, Salem, Virginia. There being no further business, the

Chairman adjourned the meeting at 10: 00 a. m.

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