Oregon Youth Authority Newsletter - June 2016.pdf · Oregon Youth Authority The latest news on...
Transcript of Oregon Youth Authority Newsletter - June 2016.pdf · Oregon Youth Authority The latest news on...
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
June 2016
1
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
General News• Carolyn Gage has joined the consolidation project
to help with scheduling, organizing workgroups, and answering questions. You likely will see her on your campus soon, if you haven’t already.
• Groundbreaking date change: An event at MacLaren to celebrate the new housing units and renovation of Grover Cottage has been moved to June 30, 2016, from 1 to 2:30 p.m. This event is a ceremony geared toward external stakeholders. We will plan future events for staff to celebrate and view the new buildings.
• Hillcrest and MacLaren team event: We’re in the process of planning a fun event for staff and their families from both facilities to meet and get to know each other. Do you have ideas for activities? Contact Nichole Kisor or Recreation Coordinator Rod Martin.
Hot Topics this MonthBuilding Naming Page 1- Initial ideas for renaming buildings
Staffing Pages 2-3- Final administrative structure- Date for combining facilities for bidding purposes
Youth Services and Programming Page 4- Update on unit composition and youth level system
Internal Move Planning Page 5- Tentative unit move dates
Medical Clinic Planning Page 6- MacLaren clinic temporarily relocates
• A group comprised of staff from both campuses brainstormed options for renaming campus buildings (not programs), based on criteria approved by the Consolidation Oversight workgroup.
• They developed a theme that gives all the buildings names that follow an alphabetical order, starting at the Administration Building (A) and then moving around the campus, to make the buildings easier to find. To see the lettering theme, view this map.
• The workgroup came up with ideas and gathered input from more than 80 people on both campus-es for names for each letter that fit the Oversight Group’s criteria — see this list for their ideas. If you have additional ideas that fit the criteria, talk with one of your campus naming representatives.
Building Naming
April 27–June 3
May 18
June 3–15
June 3–July 1
Naming Milestones
Focus group meetings held and input sought from staff and youth.
Consolidation Oversight approval of draft theme and current names on list.
Final recommendations drafted and next steps developed.
Recommendations approved by Naming Oversight and Consolidation Oversight.
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
2
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
Staffing
Key Developments
• The Consolidation Oversight Committee and OYA Cabinet approved in May the staffing schedules for Campus Services (includes Security and Transport) and Food Services, as well as the administrative structure for the entire campus.
• Staffing schedules for the Medical Clinic, Physi-cal Plant Operations, Office Specialist Support/Records, and Office Coordinators are still TBD. We expect to finalize these areas by the end of June.
• We currently are meeting with the affected service areas to share more specific info about the sched-ules and timeline.
All Departments
• Labor and management jointly selected Oct. 1, 2016, as the date that Hillcrest and MacLaren will become one facility for bidding purposes.
• Staff on both campuses will be able to use seniority to bid on positions that become available on either campus.
• This will ensure we have trained staff on both cam-puses throughout the move and will help us build our new community. We will begin to see more blending of teams as people use their seniority to take shifts on one of the other campuses.
• A combined seniority list will be available July 1, 2016.
Management/Leadership Team
• The organizational structure is finalized and can be viewed on OYA Net, or on page 7 of this newsletter.
• Dan Berger will be the superintendent. Movement of current managers into the remaining positions that directly report to the superintendent will be made in July and August.
• Unit Leadership: Historically on both campuses, the organizational and program director structure has had directors supervising several living units as well as several functional areas. We recognized the difficulties this sometimes raises for manag-ers, so after several proposed iterations of the organizational structure, we settled on one that has program directors supervising living units or functional areas, but not both. This will allow the two living unit program directors to really focus on unit leadership.
• Treatment and Youth Services: This service area will be organized to manage and oversee all of the treatment and youth enrichment activities on cam-pus. This will help provide better coordination and structure for all activities that engage youth. One major change is moving the Intervention Unit (IU) out of Security and into Treatment Services, part of OYA’s overall work to improve policies and practices regarding isolation.
• Admin Services: This area of the organizational structure consists of all the other services that support youth and staff on campus. To see a list of all functions included in this area, check out the organizational chart on page 7 of this newsletter.
• Operations: Previously known as Campus Security or Campus Support Services, the exact name of this area is still TBD. It will include all of the support functions that keep our community safe.
ο IU will be managed by Treatment Services on the consolidated campus.
ο MacLaren’s PBX/Switchboard, which han-dles LEDS duties statewide, will move out of Campus Services and into the Administrative Services area on the consolidated campus. See the organizational chart on the last page of this newsletter to find all of the functions under Administrative Services.
(Continued on next page)
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
3
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
Staffing Milestones
Finalize staffing for the Medical Clinic, Physical Plant Operations, Office Specialist Support/Records, and Office Coordinators.
Post combined seniority list for both facilities on OYA Net.
Continue to seek input from staff and develop a plan for the best way to move from the current to the future state.
Work unit re-bids occur as needed.
Both facilities become one for bidding purposes.
Begin close monitoring of staffing levels.
Begin moving to new structure wherever possible.
Begin one-on-one discussions with Hillcrest staff about moving. Develop contingency plans to backfill staff who indicate they are not making the move.
July 1
Summer 2016
September 2016
Oct. 1, 2016
Fall 2016
Staffing (continued)
ο As a result of the significant changes made to Operations schedules, staff in this area will rebid into positions within the consolidated work schedule. More details will be shared at your department meetings.
Food Services
• Staffing was determined based on the need to accommodate on-unit dining and an expected in-crease in services provided to youth by this service area.
• As a result of the significant changes made to Food Services schedules, staff in this area will rebid into positions within the consolidated work schedule. More details will be shared at your work unit meetings.
Unit/Cottage Staff
• Upon initial review, it is likely we will keep current staffing schedules. As we make our way through planning for visitation and other logistics on cam-pus, we may need to revisit this decision to ensure we have staff at key times.
• Cottages will be moving as intact teams, as we committed to you when we first began planning.
Art WorkgroupPortland artist Blaine Fontana (center) has been working with youth and staff in the art workgroup to create ideas for art in the new living units on the MacLaren campus.
Youth Adam R. is documenting the process through photos, like this one.
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
4
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
This group currently is sequencing the planning work that needs to occur within this area. A workgroup will convene soon to discuss the high-level plan for locating key activities on campus and determining who is respon-sible for managing and organizing the operations.
Unit Composition
We are planning to keep this the same for the purposes of the consolidation. However, we are making a push across all facilities toward a PHD community. What that looks like and how staff will engage with youth in mean-ingful ways around change is yet to come, and eventu-ally will impact unit composition over time. You all will have a part in helping determine what that looks like as we work toward strong unit identities focused on youth development.
Knowing that we’re keeping the unit composition the same allowed us to determine where units will be placed on the consolidated campus, and also to draft a tentative move timeline for planning purposes — see it here.
Youth Level System
We are revising and standardizing the youth level/privi-lege system for the consolidated campus, which will be built off the work done for the intake units in 2015.
• Currently, units across both campuses have different level/tag systems. Some staff are worried this will cause conflicts between youth when we are on one campus. It also is difficult for staff and youth to man-age the differences.
• We are working to provide a normalized environ-ment where youth develop skills and are motivated through attachment, engagement, and belonging.
• Developing safe, respectful behavior always has been the goal, as has been supporting youth through attachment, engagement, and belonging. Increased responsibility and natural consequences based on skill development and demonstration is most effec-tive in that effort.
• A level system workgroup (see the list of participants here) will have its first meeting June 17 to continue the discussion around this topic.
Youth Services and Programming
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
5
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
Internal Move Planning
McBride staff and youth at MacLaren moved into Hall Cottage May 11. The unit was not quite ready for occupancy at the time, but the teams pulled together and made it work. All other planning steps appear to have gone well, including the JJIS and HR movement.
Prepping the MacLaren Campus
We have developed a tentative move timeline for each cottage and a plan with the maintenance team to ensure that refurbishing work is complet-ed on time.
• With all the work required to prepare the campus for full occupancy, the maintenance team is being pulled in several directions.
• A youth work crew will provide the campus with additional support in preparing for full occupancy. This crew will help move units and programs, and undertake other miscellaneous projects around campus that do not require maintenance staff to complete.
Environmental Review of Refurbished Unit
We are pulling together the treatment managers from both campuses, who will be in the front cam-pus units, to review the following items now that one cottage has been completed:
• Accent colors• TV location• Floor options: keep some carpet, or go with all
laminate?• Opportunities for lockable cabinets at the
hearth• Enhanced lighting in the gated outdoor areas
attached to the cottages• Location of youth information/communication
boards• Location of staff lockers
View of Hall Cottage
MacLaren staff say youth are taking pride in the refurbished space at Hall, as evidenced by this sign the youth made. See more photos of Hall Cottage:https://flic.kr/s/aHskuTNFbk
Tentative Unit Move Dates
See this campus map for a visual representation of where cottages will move on the MacLaren campus. All of these dates are tentative and subject to change.
McBride (H) moved to Hall (E)
Smith (C) moves to McKay (D)
Dunbar (F) moves to Smith (C)
Kincaid (G) moves to Grover (J)
Gamma moves to Kincaid (G)
Sigma moves to Dunbar (F)
Epsilon moves to new unit (P)
SITP moves to new unit (N)
The U moves to new unit (O)
Alpha moves to new unit (K)
Delta moves to new unit (L)
Omega moves to McBride (H)
Zeta moves to new unit (M)
May 11, 2016
August 2016
October 2016
December 2016
May 2017
June 2017
Oregon Youth Authority
The latest news on Hillcrest and MacLaren facilities
Consolidation Update
6
Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx
• The MacLaren Medical Clinic is preparing to relocate temporar-ily to the high school. The group will begin moving the week of June 6. We expect them to be operational in the school as of June 13, 2016.
• Staffing schedules for the clinic are still TBD. We expect to final-ize this by the end of June.
Medical Clinic Planning and MacLaren Clinic Relocation
June 2016
May 2017
Clinic Milestones
Relocate MacLaren clinic to the high school so construc-tion can begin.
Finalize staffing schedules.
Clinic remodel expected to be complete.
Campus Event PlanningThis group has met several times and is making great progress. Deliverables will include:• A process map for event
planning on the consolidated campus, from event initiation to post-event review.
• An event request form.• Event planning protocols,
including a timeline and con-flict resolution expectations.
• A central list with storage locations for all event-related equipment on campus.
Space Planning
Work is underway to ensure all spaces on the consolidated cam-pus are ready for youth and staff. This includes a careful review of:
• Office space needs and locations.
• Programming spaces for youth on both sides of campus.
• Storage locations for youth property and staff equipment.
Kyle Burton, who manages the warehouse and supply functions at Hillcrest, is leading the effort to pre-pare the building for closeout, which includes:
• Review and inventory of all spaces on the Hillcrest campus.
• Surplus and disposal of property not in good enough condition to move.
• Movement to MacLaren of sup-plies and furniture not currently in use, so the move is gradual.
Hillcrest Building Closeout
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__
(O)
1. O
rion
2. O
dell
3. O
nyx
4. O
ak5.
Opa
l6.
____
____
7.__
____
__
(P)
1. P
opla
r2.
Pin
e3.
Pra
irie
4.__
____
__5.
____
____
6.__
____
__7.
____
____
(C)
1. C
edar
2. C
yber
3. C
rate
r4.
Con
dor
5. C
asca
de6.
____
____
7.__
____
__
(R)
1. R
iver
2. R
ogue
3.__
____
__4.
____
____
5.__
____
__6.
____
____
7.__
____
__
(B)
1. B
end
2. B
onsa
i3.
____
____
4.__
____
__5.
____
____
6.
____
____
7.__
____
__
(T)
1. T
imbe
rline
2. T
rout
3. T
rilliu
m4.
Tua
latin
5.__
____
__6.
____
____
7.__
____
__
(S)
1. S
antia
m2.
Sum
mit
3. S
equo
ia4.
Spr
uce
5. S
iusla
w6.
____
___
7.__
____
_
HOW
DID
WE
GET
HER
E?A
set o
f bas
e cr
iteria
was
pro
vide
d to
our
gro
up. T
he
crite
ria w
as:
Yes!
– P
leas
e th
ink
abou
t nam
es th
at a
re e
asy
to
pron
ounc
e an
d po
tent
ially
Ore
gon
them
ed.
No
– Pl
ease
don
’t su
bmit
any
reco
mm
enda
tions
that
in
clud
e pe
ople
’s na
mes
, abb
revi
atio
ns, l
ong
nam
es th
at
will
be
give
n ac
rony
ms,
fluf
fy te
rms,
cor
rect
ions
fe
elin
g, le
tter
s, n
umbe
rs, c
olor
s, o
r des
crib
es a
po
pula
tion
with
in th
e un
it.
Idea
s tha
t cam
e fo
rwar
d in
clud
ed m
ount
ains
, riv
ers,
la
kes,
com
mon
nat
ure
term
s an
d ge
ogra
phic
are
as in
O
rego
n.
Step
1 –
Bra
inst
orm
Step
2 –
Dig
ging
Dee
per
Step
3 –
How
doe
s it s
ound
?
Step
4 –
Nar
row
it d
own…
Wee
k of
May
2 -
Gro
up m
embe
rs g
athe
red
inpu
t fro
m
both
cam
puse
s. O
ver 8
1 re
spon
ses t
urne
d in
.
Wee
k of
May
9 -
Usin
g th
e in
put r
ecei
ved.
The
gro
up
deve
lope
d an
d na
rrow
ed d
own
the
choi
ces o
f diff
eren
t na
mes
. We
then
look
ed a
t the
cam
pus t
o se
e ho
w
nam
es c
ould
be
assi
gned
. Afte
r loo
king
at t
he c
ampu
s th
roug
h m
any
lens
es, w
e se
ttle
d on
org
anizi
ng n
ames
in
alp
habe
tical
ord
er.
Wee
k of
May
16
– Co
nsol
idat
ion
Ove
rsite
app
rove
d th
e th
eme
in w
hich
we
are
head
ed.
Wee
k of
May
23
– In
put g
athe
ring
roun
d 2
begi
ns.
Plea
se c
ircle
the
top
two
choi
ces
for e
ach
lett
er.
If yo
u ha
ve a
sug
gest
ion,
it m
ust m
eet t
he
follo
win
g cr
iteria
to m
ake
it on
the
list f
or
cons
ider
atio
n:
Yes!
– P
leas
e th
ink
abou
t nam
es th
at a
re e
asy
to
pron
ounc
e an
d po
tent
ially
Ore
gon
them
ed.
No
– Pl
ease
don
’t su
bmit
any
reco
mm
enda
tions
that
in
clud
e pe
ople
’s n
ames
, abb
revi
atio
ns, l
ong
nam
es
that
will
be
give
n ac
rony
ms,
fluf
fy te
rms,
cor
rect
ions
fe
elin
g, le
tter
s, n
umbe
rs, c
olor
s, o
r des
crib
es a
po
pula
tion
with
in th
e un
it.
Now
is th
e tim
e fo
r inp
ut!
Cons
olid
ation
Pro
ject
Pla
nnin
g In
foN
icho
le K
isor,
Proj
ect M
anag
er, 9
71-2
83-6
665
OYA
Net
site
: htt
p://
oyan
et.o
ya.s
tate
.or.u
s/Di
rect
orsO
ffice
/10Y
earP
lan/
Page
s/de
faul
t.asp
xPu
blic
site
: ww
w.o
rego
n.go
v/oy
a/pa
ges/
10Ye
arPl
an.a
spx
10
Holm
esTx
Mal
l B
Curre
nt:
Grov
er
Unit
mov
ing
in:
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aid
Date
for
mov
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c-16
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re
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e:J
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rrent
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ncai
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ing
in:
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ma
Date
for
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ay 2
017
Wk
4Fu
ture
Na
me:
G
#4
Adm
inA
Scho
ol
Voca
tiona
l Tra
inin
g
Pooc
h
Med
Clin
ic
Intake Area
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nhou
seTh
ayer
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Mac
Lare
n Ca
mpu
s Con
solid
atio
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ove
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ocat
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as o
f May
23,
201
7 –
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hang
e
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017
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Wk
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om
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nt:
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ar
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a
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ay 2
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er
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d
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vice
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aff W
elln
ess A
rea
Curre
nt:
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Unit
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ing
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ay-1
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re
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e:E
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plet
eCu
rrent
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cKay
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ing
in:
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for
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e:Au
g-16
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re
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e:D
#1
CS AreaIU