DATE: August 18, 2020
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Retroactive Agreement with Kings Canyon Unified School District
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute a retroactive revenue Agreement with the Kings Canyon School District to provide partial funding for services provided by two Deputy Probation Officers assigned to Kings Canyon Unified School District campuses, effective July 1, 2020, 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 increase in Net County Cost associated with the recommended action. Kings Canyon Unified School District (KCUSD) and the Probation Department desire to continue a partnership to provide services. KCUSD will provide a total of $75,000 annually ($37,500 per Officer) toward the two Deputy Probation Officer 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 KCUSD recognize the benefit of collaborating to provide services, and having Deputy Probation Officers participate on the Police/Sheriff/Probation Team located on campus. Due to the collaborative nature of the recommended 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 District Four.
ALTERNATIVE ACTION(S):
There is no viable alternative action. If the Board does not approve the recommended action, the Probation Department will not have sufficient funding to provide on-campus services to KCUSD.
RETROACTIVE AGREEMENT:
The County and KCUSD had an agreement for FY 2019-20 that was approved by your Board on November 10, 2019, and expired on June 30, 2020. The Agreement had four one-year extensions subject to approval in writing by both parties to extend the agreement for each additional year. Due to the impact of the COVID-19 Public Health Emergency, KCUSD was not able to provide the approval in writing to extend the agreement prior to its expiration. KCUSD notified the Department in early July 2020 of their desire to have an agreement for FY 2020-21. The recommended agreement is being brought to your Board for approval at the earliest Board meeting, based on processing deadlines.
FISCAL IMPACT:
There is no additional Net County Cost associated with the recommended action. The total cost for two Deputy Probation Officers for FY 2020-21 is $274,121 and includes $259,121 in regular salaries and benefits, and $15,000 in estimated services and supplies, which includes vehicle, radio, and cell phone costs. KCUSD will provide a total of $75,000 with the remaining $199,121 being funded with JJCPA funds. This revenue agreement is retroactive; however, there are no pending invoices. Based on the Probation Department’s current indirect rate of 25.96% of salary and benefits, the indirect costs associated with this Deputy Probation Officer position are $67,268. It is recommended KCUSD’s portion of the indirect costs not be charged, due to the collaborative nature of the recommended agreement, and due to the fact that the Deputy Probation Officers will be providing supervision to minors who reside within the school district’s boundaries. The portion of the indirect costs that can be paid for with JJCPA funds is limited to 0.5% ($996), per JJCPA funding requirements. Therefore, the Net County Cost for the indirect is $66,272. These indirect costs, as well as the appropriations and estimated revenue for the existing position, are included in the FY 2020-21 Recommended Probation Org 3430 Budget, which will be presented to your Board in September 2020.
DISCUSSION:
KCUSD desires that the Fresno County Probation Department assign two Deputy Probation Officers to various KCUSD school campuses to provide probation services and participate on the Police/Sheriff/Probation Team. The Deputy Probation Officers assigned to the Police/Sheriff/Probation Team will work with KCUSD staff in monitoring school attendance, maintaining school safety, supervising probationers, serving as liaisons between the school and the courts, directly supervising student activity, and screening students for various programs.
The relationship that has been developed between KCUSD and the Police/Sheriff/Probation Team 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 recommended agreement with KCUSD 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.
REFERENCE MATERIAL:
BAI #8 - November 19, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with KCUSD
CAO ANALYST:
Samantha Buck