DATE: January 21, 2020
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Retroactive Agreement with Central Unified School District
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive revenue Agreement with Central Unified School District to provide partial funding for services provided by two Deputy Probation Officers assigned to various Central Unified School District school campuses, effective July 1, 2019, not to exceed five consecutive years, which includes a one-year base contract and four optional one-year extensions, total not to exceed $375,000.
REPORT
There is no additional Net County Cost associated with the recommended action. Central Unified School District (CUSD) will provide a total of $75,000 annually in funding toward the two Deputy Probation Officer (DPO) positions. The remainder of the direct costs for this position will be funded with Juvenile Justice Crime Prevention Act (JJCPA) funds. The Fresno County Probation Department and CUSD recognize the benefit of collaborating to provide services and have two DPO’s participate on the Police/Sheriff/Probation Teams located on campuses. Due to the collaborative nature of this agreement, the Department recommends your Board deviate from the County policy requiring full cost recovery (including indirect costs). This practice is consistently applied to similar agreements with other school districts. This item affects Districts One and Two.
ALTERNATIVE ACTION(S):
There is no viable alternative action. If your Board does not approve the recommended action, the Probation Department will not have sufficient funding to continue providing on-campus service to CUSD.
RETROACTIVE AGREEMENT:
The Probation Department has been in discussions with CUSD regarding continuing to provide on-campus services. Once the contract was finalized, the next available CUSD school board meeting was December 10, 2019. The agreement is now being brought before your Board within the established deadlines after CUSD internal processing was completed.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The total cost for the two Deputy Probation Officers for FY 2019-20 is $283,859 and includes $266,359 in salaries and benefits and $17,500 in estimated services and supplies, which includes vehicle and radio costs. CUSD will provide a total of $75,000 per year towards the cost of the two DPOs with the remaining $208,859 being funded with JJCPA funds in FY 2019-20. Based on the Probation Department’s current indirect rate of 25.96% of salary and benefits, the indirect costs associated with the two DPO positions are $69,147. It is recommended CUSD’s portion of the indirect not be charged due to the collaborative nature of the agreement and due to the fact that the DPOs are providing supervision to minors who reside within the school district’s boundaries. The portion of the indirect that can be paid for with JJCPA funds is limited to 0.5% ($1,044) per JJCPA funding requirements. Therefore, the Net County Cost for indirect is $68,103. Sufficient appropriations, estimated revenue, and Probation indirect costs for these positions are included in the Probation’s FY 2019-20 Adopted Budget Org 3430.
DISCUSSION:
The CUSD desires the Fresno County Probation Department to continue to assign two Deputy Probation Officers to various CUSD school campuses to provide probation services and participate on the Police/Sheriff/Probation Teams. The Deputy Probation Officers assigned to the Police/Sheriff/Probation Teams work with CUSD staff in monitoring school attendance, maintaining school safety, supervising probationers, serving as liaison between the school and the courts, directly supervising student activity, and screening students for various programs.
Deputy Probation Officers were first paired with Police Officers and Deputy Sheriffs on school campuses during the 1993/94 school year. Since its inception, the goal has been to promote campus safety and positive citizenship and behaviors in the school, home and community. The relationship that has been developed between CUSD and the Police/Sheriff/Probation Teams is designed to be preventative in nature. The primary focus is a collaborative effort to closely monitor juvenile probationers attending the school campuses while developing and implementing school based prevention and intervention programs.
The previous agreement approved by the Board on September 25, 2018, for $75,000 for services provided by two Deputy Probation Officers, expired on June 30, 2019. The recommended agreement is for one year with four one-year renewals upon written approval by both parties. This will allow the Probation Department to review available JJCPA funding each year before renewing for an additional year.
The agreement with the CUSD differs from the County's model contract in that it contains a mutual hold harmless clause, which has been reviewed and approved by Risk Management. This has the effect of making each party responsible for losses arising from their own negligent acts. It also differs from the model contract in that it is a one year agreement with four one-year renewals compared to the standard 3 year contract with two one year renewals.
REFERENCE MATERIAL:
BAI #49 - September 25, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CUSD
CAO ANALYST:
Samantha Buck