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HomeMy WebLinkAboutResolution 2003-026 IGA renewal with pima county for incarceration of prisonersMARANA RESOLUTION NO. 2003-26 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, ACCEPTING AND AUTHORIZING THE RENEWAL OF AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE TOWN OF MARANA AND PIMA COUNTY FOR THE PURPOSE OF INCARCERATION OF THE TOWN'S PRISONERS. WHEREAS, the Town of Marana requires use o fan appropriate facility for incarceration of its prisoners; and WHEREAS, the Mayor and Council of the Town of Marana have determined that the Pima County Jail, owned and operated by Pima County, Arizona, will fulfill the Town's needs; and WHEREAS, A.R.S. Section 11-952 grants the Town the authority to enter into intergovernmental agreements; and WHEREAS, the Town and Pima County are currently parties to an intergovernmental agreement providing for incarceration of the Town's prisoners; and WHEREAS, said intergovernmental agreement shall soon expire; and WHEREAS, the Mayor and Council have determined that approval of the Intergovernmental Agreement between the Town of Marana and Pima County for Payment for the Incarceration of Municipal Prisoners, attached hereto as Exhibit A and incorporated herein by this reference, is in the best interest of the Town and its residents. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Council of the Town of Marana, Arizona, as follows: Section 1. The Town is hereby authorized to enter into the Intergovernmental Agreement between the Town of Marana and Pima County for Payment for the Incarceration of Municipal Prisoners, attached hereto as Exhibit A and incorporated herein by this reference. Section 2. The Mayor of the Town of Marana is hereby authorized to execute said intergovernmental agreement. Section 3. The Town staff is hereby authorized to take all steps necessary to implement said intergovernmental agreement and give it effect. Section 4. That all orders or resolutions in conflict with this resolution be and the same are, to the extent of such conflict, hereby repealed, and that this resolution be in full force and effect immediately upon its adoption. Marana, Arizona Resolution No.2003-26 PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 1st day of April, 2003. ATTEST: ~~el~-'C. ~/ronson, ro/wntClerk APPROVED AS TO FORM: /Daniel J. Hochuli, as Town Attorney and not personally Marana, Arizona Resolution No.2003-26 Town of Marana Contract No. INTERGOVERNMENTAL AGREEMENT BETWEEN TOWN OF MARANA AND. PIMA COUNTY FOR PAYMENT FOR THE INCARCERATION OF MUNICIPAL PRISONERS THIS INTERGOVERNMENTAL AGREEMENT, entered into pursuant to ARS § 11-952 (as amended) by and between: THE TOWN OF MARANA, a municipal corporation, (hereinafter sometimes referred to as the "Town"); and THE COUNTY OF PIMA, a body politic and corporate, a political subdivision of the State of Arizona, (hereinafter sometimes referred to as the "County"), NOW THEREFORE, THE TOWN AND COUNTY HEREBY AGREE AS FOLLOWS: County will receive and detain all municipal prisoners who are medically fit to be incarcerated by County. County will provide booking services, and after booking, it will provide for the care, feeding and medical care of said prisoners, except as covered in paragraph 8. Town of Marana will pay a first day billing rate of $68.22 dollars to 'cover booking and records expenditures and prisoner housing. For each prisoner day following the first day, the Tovm of Marana shall pay $56.25 per day. The two rates are applicable to the period of July 1, 2003 through June 30, 2004 and shall be calculated as set forth in exhibit A. The billing day as defined herein applies to each Town of Marana prisoner who is an inmate in, or under control of the detention facilities maintained and operated by the County. "Town of Marana Prisoner" shall mean any person who has been incarcerated as a result of a charge pending in the Town of Marana Court, as a result of an agreement between the Town of Marana and another jurisdiction to allow the person to serve his sentence locally, or has been sentenced pursuant to an order of the Town of Marana Court and for whom the Town of Marana has the Legal obligation to provide or pay for prisoner housing (this Agreement does not create such an obligation, that obligation exists under current Arizona Law). A person who is a prisoner because of an in-custody charge and a charge pending in Town of Marana Court or a sentence Page 1 of 6 imposed by the Town of Marana Court, is not a Town of Marana prisoner. A prisoner arrested by the Town of Marana Police Department on another governmental entity warrant is not a Town of Marana prisoner. Co do Criteria and Rules Governing Billing: ao A "billable day" is defined as that period commencing at 0000 hours and ending at 2359 hours that same day, or any fractional part thereof, of any day the Town of Marana prisoner is in the custody or control of detention facilities maintained and operated by the County. "Billable Custody" is defined as any pretrial custody involving a misdemeanor offense which will be tried or adjudicated in Town of Marana Court; OR, any custody pursuant to a sentence imposed by the Town of Marana Court. Criteria for Assessment of Billing: ao The costs of incarceration of Town of Marana prisoners shall commence on the day the inmate was booked or held based upon a Town of Marana charge into Town of Marana Court or sentenced by Town of Marana Court. Costs for incarceration shall cease under the guidelines established earlier in this agreement under the definition of "Billable Day." When a prisoner is in custody for a charge or sentence from more than one Municipal court, the billing charges shall be apportioned based on those days of joint custody. Costs for incarceration shall be apportioned evenly between municipalities. If two municipalities have pending charges on a prisoner, each municipality will be charged for half the cost for each day that joint custody exists under guidelines established under the definition of"Billable Day." A Town of Marana prisoner who is subsequently charged into Pima County Court and held in-custody on County charges, will cease to accrue billing charges after 2359 hours on the date that custody for County charges is established. County custody shall take effect on the date when charging information is received in the Pima County Adult Detention Center Records Section and the prisoner is actually being held in-custody on the Counl); charges. Also, a County prisoner who subsequently becomes a Town of Marana prisoner will commence to accrue billing charges after 2359 hours on the date that County custody ends. In the event of an escape, billing charges will cease to accrue after 2359 hours of the day of escape, or, in the case of a failure to report from authorized leave, billing charges will cease after 2359 hours of the last day of custody. Page 2 of 6 o Billing charges will begin again on the day that the prisoner is recaptured and is actually being held in the Pima County Detention Facility. County will submit a statement of Town of Marana prisoner charges on a monthly basis. This statement shall provide information in alphabetical order as follows: name of prisoner, booking date and hour, release date and hour, indication of booking day billing or subsequent day billing, billing period, daily rates, total billing days, and the total bill. The Town shall be 'allowed access to necessary computer systems in a timely manner to verify the billing. Any individual prisoner charges contested shall be made known to the County within 30 days after receipt of the monthly billing. If the Town notifies the County of a dispute within the 30 days of receipt of the monthly billing, the Town may withhold payment on those specific prisoners for whom billing is disputed until the dispute has been resolved. No dispute will be accepted if not made within the 30 days after the receipt on the monthly billing. If not contested in writing by the County, the dispute will be considered resolved in favor of the Town. Disputes about the billing statement shall be jointly reviewed by both parties and satisfactorily resolved within 45 days of the monthly billing. All charges shall be paid within sixty days of receipt of the monthly billing, excluding contested charges. Contested charges shall be paid 10 days of resolution of the dispute. Charges remaining unresolved after the 60-day period may be arbitrated by a mutually acceptable third party. Town agrees to pay interest on outstanding charges beginning on the l0th day after resolution of the billing at a rate of 10% per annum until paid. Town agrees that a check is sent to County in payment of previously disputed charge, Town will attach an invoice detailing what specific charges are being paid. Town agrees that when funds are withheld due to a disputed charge, the specific charge being disputed, and the amount of payment being withheld, will be specified on an invoice attached to the payment check for the period in which the charge disputed was included. Town agrees to attach to each check submitted to County an invoice indicating the dates for which that check is to be applied. Transportation of prisoners to Town of Marana Court or other locations, only as ordered by the To'am of Marana Court, shall be the responsibility of the Town of Marana. The County shall be responsible for transportation of prisoners for medical care after the prisoner has been in jail bustody for ninety minutes or more. In regard to boo'king and related services and procedures, upon submission of the completed boo'king document to the Jail Intake Support Specialist County will immediately accept into jail custody all Town arrestees that present no obvious health issues that make the prisoner medically unacceptable for booking. The Town agrees that such conditional acceptance will shorten the time officers spend in the booking process and benefit the Town. Within the initial ninety minutes, County medical personnel will make a determination as to the prisoner's medical condition. Town agrees that if the prisoner presents a serious, emergent medical problem requiring Page 3 of 6 hospital examination or medical rejection for booking within 90 minutes of the time of booking, Town will send an officer to the jail to transport the prisoner for such medical examination or care as may be medically required as soon as possible. If a prisoner is taken from the jail for medical evaluation and returns to be incarcerated, the Town of Marana will not be charged twice for the first day billing rate orS 68.22. By accepting the prisoner for the initial 90 minute evaluation period County does not in any way accept responsibility for the cost of medical care to be provided to that prisoner should it be determined by County that the prisoner requires hospitalization or that prisoner is medically unacceptable for booking. County will provide such booking and related services as prescribed by operations plans jointly approved by the Town of Marana Police and the Sheriff of Pima County. o Tiffs agreement shall cover the time period from July 1, 2003 through and including June 30, 2004. County agrees to provide Town with anticipated changes to the per diem rates for the ensuing year by December 1, 2003. The per diem rates for fiscal year 2004/2005 shall be subject to adjustment after negotiations are conducted by both parties. 10. Neither party shall be obliged to the other party for any costs incurred pursuant to this Agreement, except as herein provided. 11. Nothing in this Agreement shall be constmed as either limiting or extending the statutory jurisdiction of either of the signing parties hereto. 12. Each party agrees to indemnify, defend and save harmless the other, their appointed boards and commissions, officials, employees and insurance carders, individually and collectively from all losses, claims, suits, demands, expenses, subrogation, attorney's fees or actions of any kind resulting from all personal injury including bodily injury and death, and property damage occasioned during the term of this Agreement for acts or omissions of such party. Each party represents that it shall maintain for the duration of this Agreement, policies of public liability insurance covering all of their operations undertaken in implementation of this Agreement, providing bodily injury limits of not less than Five Hundred Thousand Dollars ($500,000) for any one person, of not less than One Million Dollars ($1,000,000) for any one occurrence, and property damage liability to a limit of not less than One Hundred Thousand Dollars ($100,000). The parties may fulfill the obligations of this Article by programs of self- insurance equivalent in coverage. 13. The parties agree to be bound by arbitration, as provided in Arizona Revised Statutes, § i2-1501 et. seq., to resolve disputes arising out of tiffs Agreement where the sole relief sought is monetary damage of $20,000 or less, exclusive of interest and costs. 14. Notwithstanding any other provision in this Agreement, this Agreement may be terminated with thirty days notice, if for any reason the Pima County Board of Supervisors does not appropriate sufficient monies for the purpose of maintaining this Page 4 of 6 Agreement. In the event of such cancellation, County shall have no further obligation to the Town other than for services already provided. 15. Either party may, at any time and without cause, cancel this Agreement by providing ninety (90) days written notice of intent to cancel. 16. This Agreement is subject to the provisions of ARS § 38-511. 17. Each party to this Intergovernmental Agreement shall comply with all federal, state, and local laws, rules, regulations, standards, and Executive Orders, without limitation to those designated within this Agreement. The laws and regulations of the state of Arizona shall govern the fights of the parties; the performance of this Agreement, and any disputes hereunder. Any action relating to this Agreement shall be brought in a court of the State of Arizona in Pima County. Any charges in the governing laws, rules, and regulations during the terms of this Agreement shall apply, but do not require an amendment. 18. TOWN and COUNTY will not discriminate against any TOWN or COUNTY employee, client or any other individual in any way involved with the TOWN or COUNTY, because of race, age, creed, color, religion, sex, disability or national origin in the course of carrying out duties pursuant to this Intergovernmental Agreement. TOWN and COUNTY agree to comply with the provisions of Arizona Executive Order 99-4, which are incorporated into this agreement by reference as if set forth in full. 19. Each party shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and all applicable federal regulations under the Act, including 28 CFR Parts 35 and 36. Page 5 of 6 20. This document, including Exhibit A, constitutes the entire Intergovernmental Agreement between the parties and shall not be modified, amended, altered or changed except through a written amendment signed by the parties. SIGNED AND ATTESTED THIS DAY OF ., 2003. ATTEST: TOWN OF MARANA, a municipal i:orporation Town of Marana Clerk Mayor ATTEST: PIMA COUNTY, a body politic Clerk, Board of Supervisors Chair, Board of Supervisors Date Date APPROVED AS TO FORM AND LEGAL AUTHORITY: APPROVED AS TO FORM AND LEGAL AUTHORITY: Town of Marana Attorney De~ Attorney Legal authority: ARS § 11-201, ARS § 11-951 through 954, ARS § 11-251 Page 6 of 6 EXHIBIT A Calculation of Per Diem Rates There shall be .two billing rates applicable to the prisoners incarcerated on behalf of the City of South Tucson. A separate rate shall apply to the first day of incarceration to recapture booking and intake costs. Another separate rate shall be applied to the second and all following days of incarceration. Annually, each per diem rate shall b'e mutually agreed upon before July 1. mo The per diem rate applicable to the first day shall recover the booking and intake costs associated with each prisoner, whether the prisoner is booked and released or incarcerated. The first day rate-shall be calculated based on the budgeted expenditures of the Booking and Intake organizational unit and its associated indirect costs divided by the actual number of bookings of City prisoners as shown in schedule The first day rate shall be calculated separately and the costs will be excluded from the basis for the rate charged for the second day of incarceration and all days following the second day. The Sheriff's cost centers included in the base calculation for the fa'st day rate are: · Food Service · Supply Unit · Corrections Property · Corrections Booking/Records · Janitorial/Facilities Management · Central Service Cost Allocation · Depreciation The indirect costs will be allocated according to the percentage relationship that the amount of Full Time Equivalent (FTE) staffing of Booking/Intake is to the amount of FTE staffing of Support Operations, Operations, Corrections and Booking/Intake combined. An example of the calculation follows: FTE's % Support Operations 218 Operations 409 Corrections 458 Boo'king/Intake 46 Total 1,131 19.27% 36.16% 40.50% 4.07% 100.00% Page 1 of 3 In this case, the indirect cost allocation rate would be 4.07%, calculated by dividing the FTE staffing of the Booking/Intake unit by the combined FTE staffing: 46/1,131. The second and all following days of incarceration shall be billed at a rate to cover budgeted expenditures for Correction Bureau costs, Adjustments, Support Operations costs, Other Costs and Indirect costs. The organizational units to be included in the second and ~'ollowing days rate for Correction Bureau costs are: · Corrections Staff · Food Services Unit · Classification Unit · Supply Unit · Corrections Property · JanitoriaFFacilities Maintenance · Health Care Services · Mental Health Unit Work Furlough · Commissary · Main Jail Operations · Corrections Basic Training · Judicial Security After the Corrections Bureau budgeted expenditures have been calculated certain adjustments to total expenditures will be applied as offsets or reductions. The offsets will be made for the budgeted revenues and expenditures of the following organizational units: Judicial Security, Work Furlough Release Revenues and Commissary Revenues. The offsets of these units will be reductions to total Correction Bureau costs. Any other offsets will be mutually agreed upon when they become an element of the annual budget process. Support operations costs are an indirect element of the Sheriffs budgeted expenditures to be included in the per diem rate. The organizational units to be included in the Sheriffs internal indirect rate calculation are: · Department Staff · Administration Bureau Staff · Behavioral Science · Finance · Personnel · Training · Data Services · Communications Page 2 'of 3 The Sheriff's internal indirect cost allocation rate shall be the percentage that the amount of FTE Corrections Bureau staffing is to the combined amount of FTE staffing of Support Operations, Operations, and Corrections. An Example of the calculation follows: Bureau FTE's % Support Operations 218 19.27% Operations 409 36.16% Corrections 504 44.56% Total 1,131 100.00% The indirect cost allocation rate is 44.56%; it is the result of 504/1,131. Other costs to be included in the second day and following days rate will include the allocation of internal central service costs of Pima County as shown in the most current Central Services Cost Allocation Plan. If the plan is out of date by more than one fiscal year, the most current CPI index will be applied for each prior fiscal year to internal allocations of expenditures to reach an amount adjusted for inflation in the current fiscal year. These indirect costs will be allocated to the Corrections Bureau costs in the same percentage as shown under paragraph A, above. Other costs will also include one hundred percent of the annual Property, Plant and Equipment expense of $1,707,262. Page 3 of 3 Schedule 1 Example of Calculation of Booking/Intake Per Diem Rate Budget First FY XX/XX DaF Rate Corrections Staff Food Services Unit Classification Unit Supply Unit Corrections Property Corrections booking/records Second Day Rate $999,999 - $999,999 9,999,999 99,999 9,999,999 999,999 - 999,999 999,999 99,999 999,999 999,999 99,999 999,999 999,999 999,999 - Janitorial/Fac. Maint Medical Unit Mental Health Unit Work Fudough Commissary Main Jail Operations Corrections Basic Training Judicial Security Subtotal Judicial Security Work Fudough Release Revenues Commissary Revenues Corrections Cost: Support Operations Costs: 9,999,999 9,999,999 999,999 999,999 999,999 99,999,999 99,999 9,999,999 99,999,999 (9,999,999) (999,999) (999,999) 99,999 999,999'. 9,999,999 999,999 999,999 '999,999 99,999,999 99,999 9,999,999 99,999,999 (9,999,999) (999,999) (999,999) 99,999,999 9,999,999 99,999,999 9,999,999 999,999 9,999,999 Other Costs: 9,999,999 999,999 9,999,999 Total 99,999,999 9,999,999 99,999,999 - Total Inmate Days/Bookings* 99,999' 999,999 Per Diem Rate $99.99 '$99.99