FCAC SRIC Agenda February 2014 - Florida Accreditation SRIC February 2014.pdf · 2014-09-23 ·...

FCAC SRIC 1:00p.m. February 3, 2014

Hyatt Regency Jacksonville Riverfront 225 East Coastline Drive

Jacksonville, FL 32202

Agenda Items

Topic Presenter

2.04 – Review of proposed policies Staff

2.05M – Annual report Staff

7.17M – Administrative and disciplinary confinement Matthews

10.04M – Observation of inmates Matthews

10.16 – Drinking cups Perkins

11.03 – Commissary lists Tipping

23.01M – Prisoner transport Staff







PRETRIAL STANDARDS

1.09 – Evaluations Staff

2.02 & 2.03 – Written directive system Staff

2.08 – Annual report Staff

Please provide standard number, and place an X in the appropriate box.

Standard Number_____2.04_____________

New Standard Revision Deletion X Proposal (State the standard exactly as you believe it should appear in the manual).

Standard Assessor Guidelines

2.04 A written directive describes procedures for review and/or approval of proposed policies, procedures, and rules and regulations by the facility’s executive/senior management staff prior to their promulgation.

Proof(s) of Compliance Qty Initial

Qty Reaccred

Accreditation Manager Notes

Written directive addressing elements of the standard 1 1

Proof of staff review of written directives (staff minutes, policy drafts, etc.)

1 3 YD

Rationale for revision. The requirements in this standard are already addressed in standard 2.01M, bullet D.

Proposed by: Name______Staff___________________________________ Approved__________ Disapproved____________ Approved with changes___________

Florida Corrections Accreditation Commission, Inc.

STANDARDS REVISION FORM


Standard Number____2.05M______________

New Standard Revision X Deletion Proposal (State the standard exactly as you believe it should appear in the manual).


2.05M The agency submits an annual report to the Commission reporting compliance efforts with accreditation standards by January 31 of each year. The report should be filed electronically.


Qty Reaccred


Annual Reports N/A 3YD

An annual report is required for the third year if the agency has been granted an extension to their reaccreditation agreement.

Rationale for revision. This modification requires the submission of an annual report to FCAC regarding agency compliance with standards for each calendar year. This will facilitate one time frame for the submission of all annual reports by every accredited agency. This report is presently due by the anniversary date of the agency’s accreditation (not the on-site date) and has caused some confusion regarding when the document is due.

Proposed by: Name_____Staff____________________________________ Approved__________ Disapproved____________ Approved with changes___________



Standard Number___7.17 M

New Standard Revision X Deletion Proposal (State the standard exactly as you believe it should appear in the manual). 7.17 M A written directive describes procedures to be followed for administrative and

disciplinary confinement including, at a minimum:

A. All incidents are documented, including reasons, date and time inmate is placed in confinement;

B. Regular observations either continuous or at intervals not to exceed 30 minutes.

C. B. The release of an inmate from confinement is fully documented, including the date and time of release;

D. C. The jail administrator or designee speaks with inmates in confinement at least twice per day; and

E. D. The attitude and general condition of the inmate in confinement is fully documented.

Include in the Proofs of Compliance: Logs/reports showing 30 minute observations 3YD Rationale for revision. 10.04 M requires regular observation of inmates whose behavior presents a threat to the safety or security of the facility and all involved. Inmates are moved to confinement require at minimum a continual or 30 minute watch. Include in the above standard the proof of compliance that 30 minute watches are being conducted on all inmates moved to confinement that are not Special Risk or Juvenile.

Proposed by: Name___Sherrie Matthews______________________Date___August 21, 2013 Agency__Indian River County SO__________________________________________________ Address__4055 41st Avenue_______________________________________________________ City, State, ZIP__Vero Beach, FL 32960_____________________________________________ Phone____(772) 978-6421________________________________________________________

All proposed revisions will be submitted to the Standards Review and Interpretations Committee via FCAC for

consideration.

Forward to: P.O. Box 1489 Tallahassee, FL 32302 Approved__________ Disapproved____________ Approved with changes___________




Standard Number___10.04M_______________

New Standard Revision X Deletion Proposal (State the standard exactly as you believe it should appear in the manual). A written directive requires regular observation of inmates whose behavior presents a serious threat to the safety and security of the facility, staff, or general inmate population, by correctional officers/medical personnel either continuously or at intervals not to exceed 30 minutes. Logs or other appropriate documentation are maintained for each of these inmates.

Rationale for revision. The intent of the standard is that any inmate who cannot remain in general population (for whatever reason) and is moved due to behavior that presents a threat to the safety and security of all involved requires continual or interval monitoring. The word “serious” may be used as a deterrent to conduct continual or interval monitoring. The inmate is moved, but individual interpretation of the definition of “serious” is the reason for not conducting the continual or interval monitoring.

Proposed by: Name___Sherrie Matthews______________________Date___August 21, 2013 Agency__Indian River County SO__________________________________________________ Address__4055 41st Avenue_______________________________________________________ City, State, ZIP__Vero Beach, FL 32960_____________________________________________ Phone____(772) 978-6421________________________________________________________


consideration.





Standard Number__10.16________________

New Standard Revision Deletion X

Rationale for revision. 10.16 which is in INMATE HOUSING, 10.15 addresses inmate housing and states that drinking water is available to inmates. 10.16 should be moved to Chapter 14 SANITATION AND HYGIENE. This standard is concerned with Sanitation not housing. Chapter 64E-26 State and Local Detention Facilities – 64E-26.0005 (1a) Sanitary System , covers drinking cups. The law states that Inmates in ares where no drinking fountains are available shall be provided with single service cups which shall be stored and dispensed in a manner to prevent contamination or resualbe cups that can be and are cleaned and sanitized in accordance with RULE 64E-11.006 (Food Service). Common drinking cups are prohibited.

Proposed by: Name: Cindy Frederick & Catherine Perkins Date: May 29, 2013 Agency: Seminole County Sheriff’s Office – John E. Polk Correctional Facility Address: 211 Bush Blvd. City, State, ZIP:Sanford, Florida 32771 Phone: 407-665-2426


consideration.


Prosposal (State the standard exactly as you believe it should appear in the manual.)


10.16 If drinking cups are allowed in cells, a written directive specifies inmates are permitted to clean or exchange them at least once per day.

Assessor will verify compliance through inmate interviews.


Qty Reaccred



Inmate interviews Sampling Sampling

Change Notice 3.0.19 – (10/12/2010)



CHAPTER 64E-26

STATE AND LOCAL DETENTION FACILITIES

64E-26.001 General

64E-26.002 Definitions (Repealed)

64E-26.003 Water Supply (Repealed)

64E-26.004 Food Service (Repealed)

64E-26.005 Sanitary System

64E-26.006 Garbage and Rubbish (Repealed)

64E-26.007 Housing (Repealed)

64E-26.008 Laundry and Dry Cleaning (Repealed)

64E-26.009 Bedding, Clothing and Personal Items (Repealed)

64E-26.010 Housekeeping (Repealed)

64E-26.011 Insect and Rodent Control (Repealed)

64E-26.012 Outdoor Areas (Repealed)

64E-26.013 Industries (Repealed)

64E-26.014 Plan Review. (Repealed)

64E-26.015 Inspection of State and Local Detention Facilities. (Repealed)

64E-26.001 General.

This Rule Chapter 64E-26, F.A.C., addresses sanitary practices relating to the operation of state and local detention facilities. Upon

receipt of a complaint of violation of this chapter, the Department of Health shall refer the complaint to the appropriate agency

having inspection authority over the particular facility referenced in the complaint. The department shall work with agencies having

inspection authority over detention facilities to ensure that such complaints are referred and processed, and that the department's

rules and sanitary standards are met.

Rulemaking Authority 381.006, 381.0011(13) FS. Law Implemented 381.006(6), 381.0011(4) FS. History–New 11-18-76, Formerly 10D-7.01,

Amended 10-17-10.

64E-26.002 Definitions.

Rulemaking Authority 381.006 FS. Law Implemented 381.006(6) FS. History–New 11-18-76, Formerly 10D-7.02, Repealed 10-17-10.

64E-26.003 Water Supply.


64E-26.004 Food Service.


64E-26.005 Sanitary System.

(1) Drinking utensils and showers.

(a) Inmates in areas where no drinking fountains are available shall be provided with single service cups which shall be stored

and dispensed in a manner to prevent contamination, or reusable cups that can be and are cleaned and sanitized in accordance with

Rule 64E-11.006, F.A.C. Common drinking cups are prohibited.

(b) Showers. Inmates shall be allowed to take showers at least twice weekly.

(2) Housekeeping.

(a) Inmate residential areas shall be kept clean and sanitary at all times. Floors, walls, ceilings, doors, windows, bars, and all

appurtenances of the structures shall be kept clean. Plumbing fixtures, such as urinals, showers, toilets and lavatories shall be

cleaned daily, and sanitized on a schedule established by the detention facility that is consistent with this rule. Such fixtures and

areas shall be sanitized at least daily if used daily. Sanitizers shall be used in accordance with the label directions to achieve the

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intended effect. EPA registered disenfectants can be used instead of sanitizers as long as they are used in accordance with the

directions on the product label.

(b) Mops, brooms and other cleaning equipment shall be stored in ventilated areas. Mop sinks and other janitorial facilities shall

be kept clean.

(c) Inmates shall not store perishable foods in their lockers or living areas. Perishable foods are foods that are defined in

subsection 64E-11.002(31), F.A.C.

(d) All floor drains shall be kept clean. All floor drain traps shall be kept wet to prevent sewer gas from entering the building.

(e) All housing facilities shall be kept free of offensive odors.

(3) Laundry and Dry Cleaning. Where laundry facilities are provided, they shall be kept clean. If laundry facilities are not

available, sheets and blankets shall be sent to commercial laundries.

(4) Garbage and Rubbish.

(a) All garbage, trash and rubbish from inmate residential areas shall be collected daily and taken to storage facilities. Garbage

shall be removed from storage facilities at least twice per week. Pending disposal, wet garbage shall be collected and stored in a

manner that does not create a sanitary nuisance, such as in impervious, leak proof, fly tight containers. All containers, storage areas

and surrounding premises shall be kept clean and free of vermin.

(b) If public or contract garbage collection service is available, the detention facility shall subscribe to these services unless the

facility seeks to recycle or dispose of solid waste on-site. If garbage and trash are recycled or disposed of on-site, the method of

recycling or disposal shall not create sanitary nuisance conditions. Nothing in this section relieves a facility of being in compliance

with requirements of the Florida Department of Environmental Protection that apply to recycling or on-site disposal of garbage and

trash.

(5) Bedding, Clothing and Personal Items. Beds and bedding shall be cleaned and sanitized on a schedule established by the

correctional facility that is consistent with this rule. Used mattress and pillow covers shall be laundered or washed and sanitized

before issued. To ensure that proper laundering occurs, the minimum requirements for the use of laundry equipment shall be the

instructions provided by the manufacturers of the equipment used, such as instructions provided in equipment operating manuals.

This includes instructions on the size of laundry loads placed in equipment, water temperatures, dryer temperatures, operating

cycles, and chemical additives used. Chemical sanitizers that are used must be registered with the United States Environmental

Protection Agency. Sanitizers must be used in accordance with the label directions to achieve the intended effect. EPA registered

disinfectants can be used instead of sanitizers as long as they are used in accordance with the directions on the product label. Sheets

and personal clothing shall be washed at least weekly and blankets washed or dry cleaned at least quarterly. Sheets and blankets

shall be stored in a clean, dry place between laundering and issue. (6) Insect and Rodent Control. Detention facilities shall be kept free of insects and rodents. All pesticides used to control insects

or rodents shall be applied in accordance with instructions and cautions on the registered product label.

(7) Outdoor Areas. If a facility has an outdoor exercise area, it shall be kept free of litter and trash and be well drained. If toilet

and lavatory facilities are provided, they shall be kept clean.

Rulemaking Authority 381.006 FS. Law Implemented 381.006(6) FS. History–New 11-18-76, Formerly 10D-7.05, Amended 10-17-10.

64E-26.006 Garbage and Rubbish.


64E-26.007 Housing.


64E-26.008 Laundry and Dry Cleaning.

Rulemaking Authority 381.006 FS. Law Implemented 381.006(6) FS. History–New 11-18-76, Formerly 10D-7.08,10D-7.008, Amended 5-10-07,

Repealed 10-17-10.

64E-26.009 Bedding, Clothing and Personal Items.


64E-26.010 Housekeeping.


64E-26.011 Insect and Rodent Control.


64E-26.012 Outdoor Areas.


64E-26.013 Industries.

Rulemaking Authority 381.006 FS. Law Implemented 381.006(6) FS. History–New 11-18-76, Formerly 10D-7.13, 10D-7.013, Amended 5-10-07,

Repealed 10-17-10.

64E-26.014 Plan Review.


64E-26.015 Inspection of State and Local Detention Facilities.



Standard Number: 14.xx – Saniation and Hygiene

New Standard X Revision Deletion

Rationale for revision. This applies to Chapter 64E-26 State and Local Detention Facilities – 64E-26.0005 (1a) Sanitary System, covers drinking cups. The law states that Inmates in ares where no drinking fountains are available shall be provided with single service cups which shall be stored and dispensed in a manner to prevent contamination or resualbe cups that can be and are cleaned and sanitized in accordance with RULE 64E-11.006 (Food Service). Common drinking cups are prohibited.

Proposed by: Name: Cindy Frederick & Catherine Perkins Date: May 28, 2013 Agency: Seminole County Sheriff’s Office-John E. Polk Correctional Facility Address: 211 Bush Blvd City, State, ZIP: Sanford, Florida 32771 Phone: (407) 665-2426


consideration.


Prosposal (State the standard exactly as you believe it should appear in the manual.)


14.xx If drinking cups are allowed in cells, a written directive specifies if inmates are in areas where there are no drinking fountains/bubblers available shall be provided witih single service cups which shall be stored and cleaned in accordance to FAC 64E-11.006. Common drinking cups are prohibited.

Assessor will verify compliance through inmate interviews.


Qty Reaccred



Inmate interviews Sampling Sampling




Standard Number_______11.03___________

New Standard Revision XX Deletion Proposal (State the standard exactly as you believe it should appear in the manual).

11.03 Commissary shopping lists/request forms clearly show prices and any special conditions of sale.

Assesor will confirm compliance by viewing commissary lists and inmate interviews.


Qty Reaccr

ed Accreditation Manager Notes

Written Directive addressing the elements of the standard

1 1

Commissary shopping lists/request forms 1Obs 1Obs

Rationale for revision. As technology increases and agencies strive to go paperless computerized commissary systems are becoming more popular making paper shopping lists and request forms obsolete. Changing the proof of compliance to observable will allow agencies using a paper or computerized system to prove compliance with the standard.

Proposed by: Name________Amanda Tipping_______________Date____11/13/2013_________________ Agency_______Charlotte County____________________________________ Address_______________________________________________________________________ City, State, ZIP_________________________________________________________________ Phone_______________________________________________________________


consideration.





Standard Number____23.01M___________


Proposal (State the standard exactly as you believe it should appear in the manual).


23.01 M A directive describes procedures for transporting inmates to include:

A. inmates of the opposite sex;

B. Sick, disabled, or injured inmates;

Policy should address medical distress during transport or special conditions such as pregnancy.

C. Juvenile offenders;

D. Violent inmates; and

E. Custodial levels and types of restraints.

Compliance keys Qty initial Qty reaccred Accreditation Manager Notes

Written directive addressing elements of the standard. 1 1

Refer to FS 985.101 for information on transporting juveniles and adults in the same vehicle.

Completed reports or activity logs with notations Sampling Sampling

Interview transport staff Sampling Sampling

Rationale for revision.



Proposed by: Name_________________________________________Date____________________________ Agency_______________________________________________________________________ Address_______________________________________________________________________ City, State, ZIP_________________________________________________________________ Phone_______________________________________________________________


consideration.




New Standard X Revision Deletion Proposal (State the standard exactly as you believe it should appear in the manual).


23.02 M A directive requires that all inmates are searched for weapons and contraband prior to transport.

Staff and inmate interviews



Interview staff members Sampling Sampling




consideration.





Standard Number_____23.03M_____________




23.03M A directive stipulates circumstances under which the transporting officer can stop to respond to the need for emergency response services while transporting an inmate.

Compliance keys Qty initial

Qty reaccred Accreditation Manager Notes





consideration.









23.04 M A directive describes procedures to follow when an escape occurs during lawful custody. The directive addresses the following, at a minimum:

A. Persons to be notified; B. Reports to be prepared; and C. Actions to be taken.



Completed reports. Sampling Sampling




consideration.








Standard Review methods Assessor Guidelines

23.05 M A directive describes security procedures and restraint provisions when an inmate is transported or admitted to a medical care facility.



Interview staff members Sampling Sampling




consideration.








Standard Review methods Assessor Guidelines

23.06 M A directive provides provisions for the search of all vehicles used for transporting inmates.

Agency must address the search of both assigned and unassigned inmate transport vehicles.


Qty reaccred Accreditation Manager Notes


Reports if applicable 1 1




consideration.









23.07M A directive establishes procedures for communications to and from inmate transport staff to verify a members status after an established period of time has elapsed without contact.


Qty reaccred






consideration.





Standard Number___1.09_______________

New Standard Revision X Deletion Proposal (State the standard exactly as you believe it should appear in the manual).


1.09 A written directive describes the agency’s performance evaluation system, and includes, at a minimum:

A. Objectives of the performance evaluation system; B. Measurement definitions; C. When explanatory comments are required; D. A requirement for evaluations to be conducted at

least annually; E. Criteria used for the performance evaluations are

based on the member’s job description during that rating period;

F. Rater responsibility and rater training; G. The immediate supervisor rates the member; H. The completed evaluation is available to the member;

and I. Procedures for contesting performance evaluations

for permanent members.

Bullet E - Exceptions allow the CEO flexibility for Senior Management, Command and Executive Level staff.


Qty Reaccred Accreditation Manager Notes


Completed performance evaluations

1 each type

Random sampling

Documentation of a contested evaluation 1 1

Documentation of rater training Sampling Sampling



Rationale for revision. CFA and FCAC standards were modified for uniformity at the September 2013 Commission meeting. This change reflects the same changes and makes the standard consistent with other FAO manuals.

Proposed by: Name________Staff_________________________________ Approved__________ Disapproved____________ Approved with changes___________

Standard Number___2.02M and 2.03M_______________ New Standard Revision 2.02M Deletion 2.03M Proposal (State the standard exactly as you believe it should appear in the manual).


2.02 M The agency has a written directive system which includes, at a minimum:

A. A description of the format for each type of

directive; B. Procedures for numbering and revising

directives, as appropriate; C. A system for keeping the directives current; D. Procedures for staff review and/or approval of

proposed policies, procedures, and rules and regulations prior to their promulgation;

E. Identification of individuals or positions within the agency having authority to issue written directives:

F. Procedures for dissemination and receipt of new or revised directives within a specified timeframe; and

G. Procedures for storing and archiving agency directives.

Bullet B-Applies to formal directives, but may not be necessary for informal communications, such as memoranda or interoffice mails. Bullet D-Assessors should review additional examples. Assessors should be aware that staff approval prior to promulgation may not be an option with smaller agencies.




Examples of written directives used.

1 each type

1 each type

Proof of review and/or approval process.

1 each type

1 each type

Proof of receipt of new and revised written directives.

1 each type

1 each type

If the agency uses an electronic policy tracking system, compliance may be proven through observation only


PRETRIAL STANDARDS REVISION FORM

Rationale for revision. CFA and FCAC standards were modified for uniformity at the September 2013 Commission meeting. This change reflects the same changes and makes the standard consistent with other FAO manuals. This combines the elements of 2.03M into 2.02M, if approved, 2.03M would be deleted.

Proposed by: Name_______Staff__________________________________ Approved__________ Disapproved____________ Approved with changes___________



New Standard Revision X Deletion

Rationale for revision. This modification requires the submission of an annual report to FCAC regarding agency compliance with standards for each calendar year. This will facilitate one time frame for the submission of all annual reports by every accredited agency. This report is presently due by the anniversary date of the agency’s accreditation (not the on-site date) and has caused some confusion regarding when the document is due.

Proposed by: Name_______Staff_________________________________ Approved__________ Disapproved____________ Approved with changes___________



2.18M The agency submits an annual report to the Commission reporting compliance efforts with accreditation standardsby January 31 of each year. The report should be filed electronically.



Annual reports. N/A 3YD An annual report is required for the third year if the agency has been granted an extension to their reaccreditation agreement.



FCAC SRIC Agenda February 2014 - Florida Accreditation SRIC February 2014.pdf · 2014-09-23 ·...

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Transcript of FCAC SRIC Agenda February 2014 - Florida Accreditation SRIC February 2014.pdf · 2014-09-23 ·...