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Home My WebLink About20153583.tiffC onivad lE * I BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriff's Office PERSON REQUESTING: Brandon Williams, Director of Inmate Services DATE: 11/11/2024 Brief description of the problem/issue: The Weld County Sheriffs Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population, approves all inmate religious accommodations, and manages the Religious Volunteer Program at the Weld County Jail. Chaplain Duane Duran has more than sufficiently met the scope of work outlined in his contract and has proven to be a valuable asset to the Weld County Sheriffs Office. The Weld County Sheriffs Office wishes to extend the current contract with Chaplain Duane Duran for FY25 with a 5% increase to his current hourly wage. This change would increase his hourly rate of $35.89 to $37.69. He has not received an increase since FY23. Considering COLAs for regular employees and the competitive market for this position, a $1.80 per hour increase is viewed as appropriate given his highly specialized position with significant responsibilities within the Weld County Jail. The Jail Chaplain provides direct inmate services and therefore his hourly wages will continue to be accounted for with collected commissary funds. The current contract ends 12/31/24, therefore the extension proposed would cover 01/01/25 - 12/31/25. It should be of note that this extension has been reviewed and approved by Byron Howell. What options exist for the Board? Consequences: Chaplin Duran has received advanced training in religious rights in correctional settings putting him in a position to reduce liability to Weld County and provide appropriate services to the inmate population. Throughout his tenure he has established relationships with community faith groups that have demonstrated the ability to support the diverse religious needs of the inmate population. Impacts: If denied, the Sheriffs Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriffs Office, and Weld County as a whole, in his approach to this position. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): The chaplain's pay rate will be $37.69 per hour not to exceed 40 hours per week. For FY2025 the jail chaplain service expense will continue to be allocated against 7030, the Jail Commissary Fund. If in the future funds from this account should be exhausted, it is understood that his service cost will transfer back to the Weld County general fund. Recommendation: I recommend approval for the proposed contract extension for Chaplain Duane Duran. CCU QweliA€4°) ConSexrFR�ex��- ap/a� rziq/Zy 2015-35%3 30 003( Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro -Tern Mike Freeman Scott K. James Kevin D. Ross, Chair Lori Spine CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURANN This Agreement Extension/Renewal ("Renewal"), made and entered into lthday of beC• , 2024, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 12/31/2024. • The parties agree to extend the Original Agreement for an additional twelve-month period, which will begin 01/01/2025, and will end on 12/31/2025. The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: 1. Duane E. Duran's hourly pay rate will increase to $37.69 per hour not to exceed 40 hours per week. All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Uc�O„ne fbvv‘uU, Printed4V�4r Signature ATTEST: „Wdootvo BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Kevin D. Ross, Chair DEC 0 9 2024 z 5 - Contract Form Entity Information Entity Name* DURAN, DUANE Entity ID* @00034634 Q New Entity? Contract Name * Contract ID 2025 CONTRACT EXTENSION FOR CHAPLAIN SERVICES 8881 AT NORTH JAIL Contract Lead* MKNEE Contract Status CTB REVIEW Contract Lead Email mknee@weld.gov;skohlgr af@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description* ORIGINAL CONTRACT TYLER #201 5-3583 ONBASE#1 579; INCREASE FROM 2022 $33.50 TO $35.89 IN 2023, NO INCREASE IN 2024, INCR IN 2025 TO $37.69 Contract Description 2 Contract Type* CONTRACT Amount* $78,395.20 Renewable* YES Automatic Renewal Grant IGA Department SHERIFF Department Email CM-Sheriff@weld.gov Department Head Email CM-Sheriff- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Due Date Date* 11/23/2024 11/27/2024 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date" 10/01/2025 Renewal Date" 12/31/2025 Committed Delivery Date Expiration Date Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel DONNIE PATCH CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 11/26/2024 11/27/2024 11/27/2024 Final Approval BOCC Approved Tyler Ref # AG 120924 BOCC Signed Date Originator SKOHLGRAF BOCC Agenda Date 12/09/2024 Com-ka c4- Dth-mzi, BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriff's Office DATE: 10/4/2023 PERSON REQUESTING: Brandon Williams, Director of Inmate Services Brief description of the problem/issue: The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in his contract and is a valuable asset to the Weld County Sheriffs Office. The current contract ends 12/31/23, therefore the extension proposed would cover 01/01/24 — 12/31/24. It should be of note that this extension has been reviewed and approved by Karin McDougal What options exist for the Board? Consequences: Chaplin Duran has received advanced training in religious rights in correctional settings putting him in a position to reduce liability to Weld County and provide appropriate services to the inmate population. Throughout his tenure he has established relationships with community faith groups that have demonstrated the ability to support the diverse religious needs of the inmate population. Impacts: If denied, the Sheriffs Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriffs Office, and Weld County as a whole, in his approach to this position. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): The chaplain's pay rate will continue to be $35.89 per hour not to exceed 40 hours per week. For FY2024 the jail chaplain service expense will continue to be allocated against 7030, the Jail Commissary Fund. If in the future funds from this account should be exhausted, it is understood that his service cost will transfer back to the Weld County general fund. Recommendation: I recommend approval for the proposed contract extension for Chaplain Duane Duran. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman, Chair Scott K. James Kevin D. Ross Lori Saine Can3/4n-V Fic),Q.ndo1/4- lV VZ3 (60 04,3 2015 -353 So 0b3co CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN This Agreement Extension/Renewal ("Renewal"), made and entered into day of., 2023, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The current term of the Original Agreement will end on 12/31/2023. • The parties agree to extend the Original Agreement for an additional twelve-month period, which will begin 01/01/2024, and will end on 12/31/2024. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR; Pri7e Signature ATTEST: Weld C BY: Deputy Clerk to the Board BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO IIB3"� - Mike Freeman, ChairT! 0 2323 Contract Form Entity Information Entity Name* DURAN, DUANE Entity ID* @00034634 Contract Name* Contract ID 2024 CONTRACT EXTENSION FOR CHAPLAIN SERVICES 7524 AT NORTH JAIL Contract Status CTB REVIEW Contract Lead * MKNEE Q New Entity? Parent Contract ID 1579 Requires Board Approval YES Contract Lead Email Department Project # mknee@weldgov.com; skohlgraf@weldgov.com Contract Description * ORIGINAL CONTRACT TYLER #201 5-3583 ONBASE#1 579; NO CONTRACT INCREASE FOR 2024; FUNDED OUT OF 7030 FUND Contract Description 2 Contract Type" CONTRACT Amount* $74,651.20 Renewable * YES Automatic Renewal NO Grant IGA Department SHERIFF Department Email CM-Sheriff@weldgov.com Department Head Email CM-Sheriff- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Due Date Date* 10/14/2023 10/18/2023 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Review Date * 09/15/2024 Renewal Date * 12/31/2024 Committed Delivery Date Expiration Date Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head DONNIE PATCH DH Approved Date 10/23/2023 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 11/01/2023 Finance Approver CHERYL PATTELLI Legal Counsel BRUCE BARKER Finance Approved Date Legal Counsel Approved Date 10/24/2023 10/26/2023 Tyler Ref* AG 110123 Originator SKOHLGRAF aoytt\etek I I) #(o1-1 l - BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriffs Office DATE: 10-17-2022 PERSON REQUESTING: Stephanie Dandurand, Director of Inmate Services Brief description of the problem/issue: The Weld County Sheriffs Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriffs Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff s Office. Along with this extension, a request to increase Chaplain Duran's current salary of $33.50 per hour to $35.89 (7% increase) is included for his services with no more than 40 hours per week as he has not received an increase since the 2020 budget year. Considering COLAs for regular employees and the competitive market for this position, a $2.39 per hour increase over this time period is viewed as appropriate given his highly specialized position with significant responsibilities within the Weld County Detention facility. The jail chaplain provides direct inmate services and therefore his services can be covered with collected commissary funds. Starting FY2023, the jail chaplain service expense will be allocated against 7030, the Jail Commissary Fund. If in future funds should be exhausted, it is understood that his service cost will transfer back to the Weld County general fund. The current contract ends 12/31/22, therefore the extension proposed would cover 01/01/23 —12/31/23. It should be of note that this extension has been reviewed and approved by Karin McDougal. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board may either approve or deny the contract extension. If denied, the Sheriffs Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriffs Office, and Weld County as a whole, in his approach to this position. He has also received advanced training in the area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Approve Recommendation Perry L Buck Mike Freeman, Pro -Tern Scott K. James, Chair Steve Moreno Lori Saine �cros six Ag- Schedule Work Session Other/Comments: ao /s- 35'3 So 00360 CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN This Agreement Extension/Renewal ("Renewal"), made and entered intoc."w day of • 2022, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The current term of the Original Agreement will end on 12/31/2022. • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2023, and will end on 12/31/2023. The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: Duane E. Duran's pay rate will increase to $35.89 per hour not to exceed 40 hours per week. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: J DOA LVI'(AL.\ Pri/fted Nam: Signature ATTEST: Weld BY: W.-driteu Deputy Cleto th • Board BOARD OF COUNTY COMMISSIONERS WELR COUNTY, COLORADO Sc tt James, Chair OCT 2 6 2022 Request DURAN, DUANE Entity ID* OO0034634 Contract Name* 2023 CONTRACT EXTENSION FOR CHAPLAIN SERVICES AT NORTH JAIL Contract Status CTB REVIEW ❑ New Entity? Contract ID 6412 Contract Lead' KHALLORAN Contract Lead Email khalloranC.weldgov.com;sko hlgrafOweldgov,com Parent Contract ID 1579 Requires Board Approval YES Department Project # Contract Description' ORIGINAL CONTRACT TYLER #2015-3583 ONBASE#1579; INCREASE FROM 2022 $33.50 TO 335,89 IN 2023 Contract Description 2 Contract Type CONTRACT Amount. $74,651.20 Renewable. YES Automatic Renewal NO Grant NO IGA NO Department SHERIFF Email CM -Sh e riffvreldgov.com Department Head Email CM-Sheriff- DeptHeackPweldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEYPOWELDG OV.COM If this is a renewal enter previous Contract ID 1 579 If this is part of a P.ISA enter ID Requested BOCC Agenda Date* 11022022 Due Date 10x`29;2022 Mil a work session with BOCC be required?* NO Does Contract require Purchasing Dept_ to be included? Note the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date' 06/15 2023 Renewal Date' 12:31,,'2023 Termination Notice Period Committed Delivery Date Expiration Date Cot Info Contact Name Purchasing Approver Approval Process Department Head DONNIE PATCH DH Approved Date 10/24:2022 App+ 1OCC Approved 11DCC Signed Date ®MCC Agenda Date 10/26/2022 Originator SK©HLGRAF Contact Type Contact Email Contact Phone 1 Contact Phone 2 Finance Approver CHERYL PATTELLI Purchasing Approved Date Legal Counsel BRUCE BARKER Finance Approved Date Legal Counsel Approved Date 10624;2022 10/24/2022 Tyler Ref # AG 102622 Co► c- i DR Z' BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriffs Office DATE: 11/30/2021 PERSON REQUESTING: Stephanie Tornquist, Director of Inmate Services Brief description of the problem/issue: The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff's Office. Chaplain Duran currently receives $33.50 an hour for his services and works no more than 40 hours a week. His salary is accounted for in the Weld County Sheriff's Office budget for 2022. The current contract ends 12/31/21, therefore the extension proposed would cover 01/01/22 - 12/31/22. It should be of note that this extension has been reviewed and approved by Karin McDougal. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) The Board may either approve or deny the contract extension. If denied, the Sheriff's Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriff's Office, and Weld County as a whole, in his approach to this position. He has also received advanced training in the area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Perry Buck Mike Freeman Scott James Steve Moreno Lori Saine Approve Recommendation CkemaLe \Ita_fma VtoL fu& Schedule Work Session Can icKpAcIst-i cc- Cs 0 ) /,Z1isa/ IZA5 l 21 Other/Comments: 2015- 3523 SO OO3L2 Karla Ford From: Sent: To: Cc: Subject: Attachments: Approve Sent from my iPhone Perry Buck Tuesday, November 30, 2021 4:15 PM Mike Freeman Steve Moreno; Scott James; Karla Ford; Lori Saine Re: Please Reply - PA Request for 2022 Chaplain Contract Extension - Sheriffs Office image003.jpg; image001.jpg; image002.png; 2022 Extension.docx; Chaplain Scope of Work 2022.docx; Pass Around 2022.docx On Nov 30, 2021, at 12:51 PM, Mike Freeman <mfreeman@weldgov.com>wrote: Approve Sent from my iPhone On Nov 30, 2021, at 12:49 PM, Steve Moreno <smoreno@weldgov.com>wrote: Approve Sent from my iPhone On Nov 30, 2021, at 12:46 PM, Scott James <sjames@weldgov.com> wrote: Approve - thanks! ** Sent from my iPhone ** Scott K. James Weld County Commissioner, District 2 1150 O Street, P.Q. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person 1 Karla Ford From: Sent: To: Subject: Attachments: Approve Sent from my iPhone Lori Saine Tuesday, November 30, 2021 1:28 PM Karla Ford Re: Please Reply - PA Request for 2022 Chaplain Contract Extension - Sheriffs Office image003.jpg; image001.jpg; image002.png; 2022 Extension.docx; Chaplain Scope of Work 2022.docx; Pass Around 2022.docx On Nov 30, 2021, at 12:49 PM, Steve Moreno <smoreno@weldgov.com>wrote: Approve Sent from my iPhone On Nov 30, 2021, at 12:46 PM, Scott James <sjames@weldgov.com>wrote: Approve - thanks! ** Sent from my iPhone ** Scott K. James Weld County Commissioner, District 2 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381.7496 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or o ther writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately n otify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication o r any attachments by anyone other than the named recipient is strictly prohibited. On Nov 30, 2021, at 11:22 AM, Karla Ford <kford@weldgov.com> wrote: 1 CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN +h This Agreement Extension/Renewal ("Renewal"), made and entered into, I5 day of Dec., 0094 by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The current term of the Original Agreement will end on 12/31/2021. • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2022, and will end on 12/31/2022. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: The Jail Chaplain 2022 Scope of Work (attached) hereby replaces the 2021 Scope of Work effective January 1, 2022. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: i d Nam Signature Pr BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: Weld County Clerk to the Board BY: a fr(.51 Deputy Clerk to the Board Steve Moreno, Chair DEC 1 5 2021 15 -3583 Jail Chaplain Scope of Work: 01/01/22 through and until 12/31/22 NMELo covH�[ laNKILIPV STEVE REAMS The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training, and scheduling of both lay and clergy volunteers. The Chaplain will assure equal status and protection of all religions. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices, and diets. The Chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community -based faith groups upon their release. The Chaplain will ensure all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. Below is a list of essential job duties and requirements. (Refer to Weld County Government Job Description for further details and responsibilities.) Other duties may also be assigned as needed. I. The Chaplain reports directly to the Inmate Services Director, Weld County Sheriff's Office. The Chaplain will communicate effectively orally and in writing, maintain the trust and confidence of superiors, and follow all directives. The Chaplain will consult with, and regularly update, the Inmate Services Director regarding all aspects of the religious program provided in the facility. 2. The Chaplain will be responsible to develop and maintain a comprehensive volunteer program. -A volunteer file will be maintained for each active volunteer. The file will contain the following: Volunteer Application, Criminal History Record, Volunteer Notification Contract, evidence of orientation participation, training documentation, documentation of all contacts between the Chaplain and volunteer, all performance corrective actions, the number of hours volunteered, the dates and housing units of bible study groups conducted and the number of inmate participants. Volunteer files will be audited annually by the Inmate Services Director for compliance. -The Chaplain will supervise all religious volunteers. Each volunteer will be contacted quarterly at a minimum and four times annually. One of the quarterly contacts may include direct observation of the volunteer conducting religious study with inmates. The other quarterly contacts may be in person or by phone. The purpose of contacts is to determine if the volunteer Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9t^ Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page I 1 needs assistance, training, material content and presentation, has questions, issues needing to be resolved or mentoring by the Chaplain. All contacts will be documented in the volunteer file. STEVE REAMS -The Chaplain will facilitate updating Criminal History checks of each volunteer between November 15th and December 1st of each calendar year. The Chaplain will contact the Inmate Services Director to complete Criminal History checks. -The Chaplain will verify and authorize all visiting community clergy entering the facility. All initial clergy visits must be requested by the Inmate. All subsequent visits may be requested by clergy or an inmate after the initial visit. Inmates must have had an ongoing relationship with said clergy person prior to coming into custody. Prior to authorizing clergy, the Chaplin will obtain the following from the clergy: A copy of faith endorsement/licensure and a copy of state driver's license. The Chaplin will verify clergy through religious organization. The Chaplain will facilitate a Criminal History check by contacting the Inmate Services Director. The Chaplain will provide an orientation session prior to authorizing clergy to meet with an inmate in a professional visiting room. -The Chaplain will maintain a current Volunteer Calendar. All volunteers are assigned to specific housing units and housing unit assignments will be changed annually. The Chaplin will prepare the Volunteer Calendar for the following year by December 15th of the current calendar year and submit it to the Inmate Services Director for approval. Volunteers will be notified of housing unit assignment changes to be implemented on January 1g of each year. -The Chaplain will provide a mandatory volunteer training session once per year for all religious volunteers. Additional training sessions may be scheduled as needed. Agendas will be preapproved by the Inmate Services Director. -The Chaplain will provide and conduct Volunteer Orientation sessions as needed. Orientations will be preapproved by the Inmate Services Director. -The Chaplain will facilitate an annual Volunteer Recognition Ceremony. The agenda and budget for the ceremony will be preapproved by the Inmate Services Director. 3. The Chaplain will provide the following statistical reports to the Director of Inmate Services: Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9th Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 12 wSA—o GOUVrrst IE. II STEVE REAMS - January 15th -previous year annual report summarizing the services volunteers provide to the facility. The report includes, but is not limited to, the number of volunteers, hours of service, number of inmates served, Chaplain services provided, summary of accomplishments, and goals for the next year. -Quarterly-quarterly statistics to the Inmate Services Director regarding all services provided by religious volunteers. The statistics will be due April 15th, July 15th, October 15th and January 15th for the preceding quarters. Statistics will include volunteer hours, number of religious groups provided and the number of attendees. -15th of each month — monthly summary of chaplain services provided for the preceding month. This report will be attached to "payment for services" and detail the number of religious diets/accommodations investigated, outcome, number of inmate requests, type of request and outcome, number of death notifications, number of bible studies completed/attempted but not completed and reason, number of inmate crisis pastoral counseling, faith based community contacts, volunteers contacted, training and orientation provided and other pertinent information regarding duties the Chaplain has performed. 4. The Chaplain will accurately and thoroughly document all inmate contacts in the facility computer system. All documentation will be completed on the date of service. Documentation content will be of such quality sufficient to provide reasonable evidence enabling a future response to an inmate grievance and/or to defend potential future inmate litigation. - Religious accommodations will be investigated within 48 hours, (excluding weekends and holidays) which may include an interview of the inmate, research of prior institutional history, current information, theological reasons used for findings, information for determining findings and recommendation. Documentation will be presented to the Inmate Services Director for review. - If an inmate is approved for a religious diet, the Chaplain will be responsible for completing the "Religious Diet Participation Agreement" and to monitor the inmate's compliance. All Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9th Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 13 STEVE REAMS monitoring will be documented in the facility computer system. If an inmate is non- compliant, the Chaplain is responsible for completing the "Religious Diet Non -Compliance Report." -All religious "material" (i.e. text) denied by the Chaplain will be noted on the Inmate Request Form and documented in computer system with a thorough explanation as to why the request was denied. 5. The Chaplin will develop and maintain working relationships with the faith -based community and religious organizations to achieve the goal of ongoing community support for inmates integrating back to the community. The Chaplain will work with the faith -based community to solicit donations of religious material for all faiths. 6. The Chaplain will provide crisis, short term pastoral counseling when requested by an inmate or facility staff. Pastoral counseling will not include mental health or substance abuse counseling. Inmates with mental health or substance abuse counseling issues will be referred to the facility mental health staff, JBBS staff or staffed with the Inmate Services Director. All pastoral counseling sessions will be documented in the facility computer. 7. The Chaplain will directly provide religious studies for inmates in housing units where volunteers are not allowed or cannot be accommodated. In these housing units, the Chaplain will provide no more than two (2) religious studies per week per housing unit unless approved by the Inmate Service Director. The ongoing goal should be recruiting volunteers when possible to provide this service. Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9th Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 14 Contract Form Entity Information Entity Names DURAN, DUANE New Contract Request Entity ID* x"0034634 Contract Name* 2022 CONTRACT EXTENSION FOR CHAPLAIN SERVICES AT NORTH JAIL Contract Status CTB REVIEW Contract Description* TYLER #2015-3583; ONBASE #1579 Contract Description 2 Contract Type* CONTRACT Amount* $69,680.00 Renewable* YES Automatic Renewal Grant IGA Department SHERIFF Department Email CM-Sheriff@weldgov.com Department Head Email CM-Sheriff- DeptHeadgweldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY g WELDG OV.COM New Entity? Contract ID 5429 Contract Lead* MELBE Contract Lead Email melbe@co.weld.co.us;skohl graf@weldgov.com Requested Bt3CC Agenda Date* 12 2021 Parent Contract ID Requires Hoard Approval YES Department Project # Due Date 12'11 2021 Will a work session with BDCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* 09101;2022 Renewal Date* 12 31;2022 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head DONNIE PATCH DH Approved Date 12;072021 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 12/15/2021 Originator SKOHLGRAF Contact Type Contact Email Finance Approver CHRIS D'OVIDIO Contact Phone 1 Purchasing Approved Date Finance Approved Date 12/10/2021 Tyler Ref # AG 121521 Legal Counsel KARIN MCDOUGAL Contact Phone 2 Legal Counsel Approved Date 12:'103, 2021 ContceeLct zO F( -1"a BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW RE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriff's Office PERSON REQUESTING: Stephanie Tornquist, Director of Inmate Services Brief description of the problem/issue: DATE: 11/04/20 The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff's Office. Chaplain Duran currently receives $33.50 an hour for his services and works no more than 40 hours a week. His salary is accounted for in the Weld County Sheriff's Office budget for 2021. The current contract ends 12/31/20, therefore the extension proposed would cover 01/01/21 — 12/31/21. It should be of note that this extension has been reviewed and approved by Bob Choate. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) The Board may either approve or deny the contract extension. If denied, the Sheriff's Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriff's Office, and Weld County as a whole, in his approach to this position. He has also received advanced training in the area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Approve Recommendation Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin Ross Schedule Work Session Other/Comments: 0-ons-Gni- Acrewi,a, e-CA.e).e.oes()) 1t/1co(o /1//6,/? -F' ao‘5-3553 50003Co CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN This Agreement Extension/Renewal ("Renewal"), made and entered into I Coday of aev., 2020, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E, Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583. approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The current term of the Original Agreement will end on 12/31/2020. • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2021, and will end on 12/31/2021. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: The Jail Chaplain 2021 Scope of Work (attached) hereby replaces the 2020 Scope of Work effective January 1, 2021. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Q L; 4.) Ir k Printam..__ i j t1A._. (i Signature ATTEST: Weld BY: W:drit,t) erk tot - Board Deputy Clerk the Board BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Steve Moreno, Pro-Tem NOV 1 6 2020 010/..,3� 3 Jail Chaplain Scope of Work: 01/01/21 through and until 12/31/21 STEVE REAMS The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training and scheduling of both lay and clergy volunteers. The Chaplain will assure equal status and protection of all religions. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices and diets. The Chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community -based faith groups upon their release. The Chaplain will ensure all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. Below is a list of essential job duties and requirements. (Refer to Weld County Government Job Description for further details and responsibilities.) Other duties may also be assigned as needed. I. The Chaplain reports directly to the Inmate Services Director, Weld County Sheriff's Office. The Chaplain will communicate effectively orally and in writing, maintain the trust and confidence of superiors, and follow all directives. The Chaplain will consult with, and regularly update, the Inmate Services Director regarding all aspects of the religious program provided in the facility. 2. The Chaplain will be responsible to develop and maintain a comprehensive volunteer program. -A volunteer file will be maintained for each active volunteer. The file will contain the following: Volunteer Application, Criminal History Record, Volunteer Notification Contract, evidence of orientation participation, training documentation, documentation of all contacts between the Chaplain and volunteer, all performance corrective actions, the number of hours volunteered, the dates and housing units of bible study groups conducted and the number of inmate participants. Volunteer files will be audited annually by the Inmate Services Director for compliance. -The Chaplain will supervise all religious volunteers. Each volunteer will be contacted quarterly at a minimum and four times annually. One of the quarterly contacts will include direct observation of the volunteer conducting religious study with inmates. The other quarterly contacts may be in person or by phone. The purpose of contacts is to determine if the volunteer Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9`h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page I 1 needs assistance, training, material content and presentation, has questions, issues needing to be resolved or mentoring by the Chaplain. All contacts will be documented in the volunteer file. STEVE REAMS - The Chaplain will facilitate updating Criminal History checks of each volunteer between November 15th and December 15t of each calendar year. The Chaplain will contact the Inmate Services Director to complete Criminal History checks. - The Chaplain will verify and authorize all visiting community clergy entering the facility. Clergy visits may be requested by clergy or an inmate. Inmates must have had an ongoing relationship with said clergy person prior to coming into custody. Prior to authorizing clergy, the Chaplin will obtain the following from the clergy: A copy of faith endorsement/licensure and a copy of state driver's license. The Chaplin will verify clergy through religious organization. The Chaplain will facilitate a Criminal History check by contacting the Inmate Services Director. The Chaplain will provide an orientation session prior to authorizing clergy to meet with an inmate in a professional visiting room. - The Chaplain will maintain a current Volunteer Calendar. All volunteers are assigned to specific housing units and housing unit assignments will be changed annually. The Chaplin will prepare the Volunteer Calendar for the following year by December 15th of the current calendar year and submit it to the Inmate Services Director for approval. Volunteers will be notified of housing unit assignment changes to be implemented on January 1st of each year. -The Chaplain will provide two mandatory volunteer training sessions a year for all religious volunteers. Agendas will be preapproved by the Inmate Services Director. - The Chaplain will provide and conduct Volunteer Orientation sessions as needed. Orientations will be preapproved by the Inmate Services Director. - The Chaplain will facilitate an annual Volunteer Recognition Ceremony. The agenda and budget for the ceremony will be preapproved by the Inmate Services Director. 3. The Chaplain will provide the following statistical reports to the Director of Inmate Services: January 15th —previous year annual report summarizing the services volunteers provide to the Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9' Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 12 wEA.-o coves N ..slitii STEVE REAMS facility. The report includes, but is not limited to, the number of volunteers, hours of service, number of inmates served, Chaplain services provided, summary of accomplishments, and goals for the next year. Quarterly -quarterly statistics to the Inmate Services Director regarding all services provided by religious volunteers. The statistics will be due April 15th, July 15th, October 15th and January 15th for the preceding quarters. Statistics will include volunteer hours, number of religious groups provided and the number of attendees. 15th of each month — monthly summary of chaplain services provided for the preceding month. This report will be attached to "payment for services" and detail the number of religious diets/accommodations investigated, outcome, number of inmate requests, type of request and outcome, number of death notifications, number of bible studies completed/attempted but not completed and reason, number of inmate crisis pastoral counseling, faith based community contacts, volunteers contacted, training and orientation provided and other pertinent information regarding duties the Chaplain has performed. 4. The Chaplain will accurately and thoroughly document all inmate contacts in the facility computer system. All documentation will be completed on the date of service. Documentation content will be of such quality sufficient to provide reasonable evidence enabling a future response to an inmate grievance and/or to defend potential future inmate litigation. -Religious accommodations will be investigated within 48 hours, (excluding weekends and holidays) including an interview of inmate, research of prior institutional history, current information, theological reasons used for findings, information for determining findings and recommendation. Documentation will be presented to the Inmate Services Director for review. -If an inmate is approved for a religious diet, the Chaplain will be responsible for completing the "Religious Diet Participation Agreement" and to monitor the inmate's compliance. All monitoring will be documented in the facility computer system. If an inmate is non -compliant, the Chaplain is responsible for completing the "Religious Diet Non -Compliance Report." Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9th Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 13 STEVE REAMS -All religious "material" (i.e. text) denied by the Chaplain will be noted on the Inmate Request Form and documented in computer system with a thorough explanation as to why the request was denied. 5. The Chaplin will develop and maintain working relationships with the faith -based community and religious organizations to achieve the goal of ongoing community support for inmates integrating back to the community. The Chaplain will work with the faith -based community to solicit donations of religious material for all faiths. 6. The Chaplain will provide crisis, short term pastoral counseling when requested by an inmate or facility staff. Pastoral counseling will not include mental health or substance abuse counseling. Inmates with mental health or substance abuse counseling issues will be referred to the facility mental health staff, JBBS staff or staffed with the Inmate Services Director. All pastoral counseling sessions will be documented in the facility computer. 7. The Chaplain will directly provide religious studies for inmates in housing units where volunteers are not allowed or cannot be accommodated. In these housing units, the Chaplain will provide no more than two (2) religious studies per week per housing unit unless approved by the Inmate Service Director. The ongoing goal should be recruiting volunteers when possible to provide this service. Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 0 Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9th Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 14 Contract Form New Contract Request Entity Information Entity Name* DURAN, DUANE Entity ID* 00034634 Contract Name* CONTRACT EXTENSION FOR 2021 CHAPLAIN SERVICES AT NORTH JAIL Contract Status CTB REVIEW Contract Description * TYLER #2015-3583; ONBASE #1579 Contract Description 2 Contract Type CONTRACT Amount* 569,680.00 Renewable* YES Automatic Renewal NO Grant ICA Department SHERIFF Department Email CM-Sheriff@weldgov.com Department Head Email CM-Sheriff- DeptHead. weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY #WELDG OV.COM ❑ New Entity? Contract ID 4241 Contract Lead* MELEE Contract Lead Email melbeg)co.weld.co.us;skohl graft weldgov.com Requested BOCC Agenda Date* 11 16:2020 Parent Contract ID Requires Board Approval YES Department Project # Due Date 11112°2020 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Contract Dates Effective Date Review Date* 10 01.2021 Renewal Date* 12 31 2021 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head DONNIE PATCH DH Approved Date 11!05.2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 11'16/2020 Originator SKOHLGRAF Contact Type Contact Email Finance Approver CHRIS D'OVIDIO Contact Phone 1 Purchasing Approved Date Finance Approved Date 11 06 2020 Tyler Ref # AG 111620 Legal Counsel BOBCHO.ATE Contact Phone 2 Legal Counsel Approved Date 11'09,'2020 2rtc&a.ct =D # 39 -1 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW RE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriff's Office PERSON REQUESTING: Stephanie Tornquist, Director of Inmate Services Brief description of the problem/issue: DATE: 11/18/19 The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff's Office. Chaplain Duran currently receives $31.50 an hour for his services and works no more than 40 hours a week. The attachment outlines the request to increase his wage to $33.50 per hour not to exceed 40 hours pers week. His salary is accounted for in the Weld County Sheriff's Office budget for 2020. The current contract ends 12/31/19, therefore the extension proposed would cover 01/01/20 - 12/31/20, It should be of note that this extension has been reviewed and approved by Bob Choate. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) The Board may either approve or deny the contract extension. If denied, the Sheriffs Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriff's Office, and Weld County as a whole, in his approach to this position. He has also received advanced training in the area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Sean P. Conway Scott James Mike Freeman, Pro -Tern Barbara Kirkmeyer, Chair Steve Moreno Approve Recommendation Schedule Work Session Other/Comments: cc: ClualtAte-(50) /a-9- i9 020/5-,958 3 5coo3Co CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN This Agreement Extension/Renewal ("Renewal"), made and entered into � day of \A's tt,,. #.2019, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 12/31/2019. • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2020, and will end on 12/31/2020. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: 1. Duane E. Duran's hourly pay rate will increase to $33.50 per hour not to exceed 40 hours per week. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: ,.� J c. r•{ Prin . Na Signature derAdev W.eiteo:ok. Deputy Clerk t the : •ard BOARD OF COUNTY COMMISSIONERS WE COUNTY, COLORADO Barbara Kirkmeyer, C air DEC e 9 2019 Jail Chaplain Scope of Work: 01/01/20 through and until 12/31/20 STEVE REAMS The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training and scheduling of both lay and clergy volunteers. The Chaplain will assure equal status and protection of all religions. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices and diets. The Chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community -based faith groups upon their release. The Chaplain will ensure all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. Below is a list of essential job duties and requirements. (Refer to Weld County Government Job Description for further details and responsibilities.) Other duties may also be assigned as needed. I. The Chaplain reports directly to the Inmate Services Director, Weld County Sheriffs Office. The Chaplain will communicate effectively orally and in writing, maintain the trust and confidence of superiors, and follow all directives. The Chaplain will consult with, and regularly update, the Inmate Services Director regarding all aspects of the religious program provided in the facility. 2. The Chaplain will be responsible to develop and maintain a comprehensive volunteer program. -A volunteer file will be maintained for each active volunteer. The file will contain the following: Volunteer Application, Criminal History Record, Volunteer Notification Contract, evidence of orientation participation, training documentation, documentation of all contacts between the Chaplain and volunteer, all performance corrective actions, the number of hours volunteered, the dates and housing units of bible study groups conducted and the number of inmate participants. Volunteer files will be audited annually by the Inmate Services Director for compliance. -The Chaplain will supervise all religious volunteers. Each volunteer will be contacted quarterly at a minimum and four times annually. One of the quarterly contacts will include direct observation of the volunteer conducting religious study with inmates. The other quarterly contacts may be in person or by phone. The purpose of contacts is to determine if the volunteer Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9t Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page I 1 needs assistance, training, material content and presentation, has questions, issues needing to be resolved or mentoring by the Chaplain. All contacts will be documented in the volunteer file. STEVE REAMS -The Chaplain will facilitate updating Criminal History checks of each volunteer between November 15th and December 1St of each calendar year. The Chaplain will contact the Inmate Services Director to complete Criminal History checks. -The Chaplain will verify and authorize all visiting community clergy entering the facility. Clergy visits may be requested by clergy or an inmate. Inmates must have had an ongoing relationship with said clergy person prior to coming into custody. Prior to authorizing clergy, the Chaplin will obtain the following from the clergy: A copy of faith endorsement/licensure and a copy of state driver's license. The Chaplin will verify clergy through religious organization. The Chaplain will facilitate a Criminal History check by contacting the Inmate Services Director. The Chaplain will provide an orientation session prior to authorizing clergy to meet with an inmate in a professional visiting room. -The Chaplain will maintain a current Volunteer Calendar. All volunteers are assigned to specific housing units and housing unit assignments will be changed annually. The Chaplin will prepare the Volunteer Calendar for the following year by December 15th of the current calendar year and submit it to the Inmate Services Director for approval. Volunteers will be notified of housing unit assignment changes to be implemented on January 1st of each year. -The Chaplain will provide two mandatory volunteer training sessions a year for all religious volunteers. Agendas will be preapproved by the Inmate Services Director. -The Chaplain will provide and conduct Volunteer Orientation sessions as needed. Orientations will be preapproved by the Inmate Services Director. -The Chaplain will facilitate an annual Volunteer Recognition Ceremony. The agenda and budget for the ceremony will be preapproved by the Inmate Services Director. 3. The Chaplain will provide the following statistical reports to the Director of Inmate Services: January 15th —previous year annual report summarizing the services volunteers provide to the Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 0 Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9'h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 12 SIEVE REAMS facility. The report includes, but is not limited to, the number of volunteers, hours of service, number of inmates served, Chaplain services provided, summary of accomplishments, and goals for the next year. Quarterly -quarterly statistics to the Inmate Services Director regarding all services provided by religious volunteers. The statistics will be due April 15th, July 15th, October 15th and January 15th for the preceding quarters. Statistics will include volunteer hours, number of religious groups provided and the number of attendees. 15th of each month — monthly summary of chaplain services provided for the preceding month. This report will be attached to "payment for services" and detail the number of religious diets/accommodations investigated, outcome, number of inmate requests, type of request and outcome, number of death notifications, number of bible studies completed/attempted but not completed and reason, number of inmate crisis pastoral counseling, faith based community contacts, volunteers contacted, training and orientation provided and other pertinent information regarding duties the Chaplain has performed. 4. The Chaplain will accurately and thoroughly document all inmate contacts in the facility computer system. All documentation will be completed on the date of service. Documentation content will be of such quality sufficient to provide reasonable evidence enabling a future response to an inmate grievance and/or to defend potential future inmate litigation. -Religious accommodations -will be investigated within 48 hours, (excluding weekends and holidays) including an interview of inmate, research of prior institutional history, current information, theological reasons used for findings, information for determining findings and recommendation. Documentation will be presented to the Inmate Services Director for review. -If an inmate is approved for a religious diet, the Chaplain will be responsible for completing the "Religious Diet Participation Agreement" and to monitor the inmate's compliance. All monitoring will be documented in the facility computer system. If an inmate is non -compliant, the Chaplain is responsible for completing the "Religious Diet Non -Compliance Report." Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9'h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 13 STEVE REAMS -All religious "material" (i.e. text) denied by the Chaplain will be noted on the Inmate Request Form and documented in computer system with a thorough explanation as to why the request was denied. 5. The Chaplin will develop and maintain working relationships with the faith -based community and religious organizations to achieve the goal of ongoing community support for inmates integrating back to the community. The Chaplain will work with the faith -based community to solicit donations of religious material for all faiths. 6. The Chaplain will provide crisis, short term pastoral counseling when requested by an inmate or facility staff. Pastoral counseling will not include mental health or substance abuse counseling. Inmates with mental health or substance abuse counseling issues will be referred to the facility mental health staff, JBBS staff or staffed with the Inmate Services Director. All pastoral counseling sessions will be documented in the facility computer. 7. The Chaplain will directly provide religious studies for inmates in housing units where volunteers are not allowed or cannot be accommodated. In these housing units, the Chaplain will provide no more than two (2) religious studies per week per housing unit unless approved by the Inmate Service Director. The ongoing goal should be recruiting volunteers when possible to provide this service. Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsheriff.com Southeast Substation 2950 9'h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 14 Contract Form New Contract Request Ent mation Entity Name* DURAN, DUANE Contract Name* Entity ID* @00034634 Contract ID CONTRACT EXTENSION FOR 2020CHAPLAIN SERVICES AT 3277 NJC Contract Lead* Contract Status MELBE CTB REVIEW Contract Description a TYLER #2015-3583, ONBASE #1579 Contract Description 2 Contract Type* CONTRACT Amount* $69.680.00 Renewable* YES Automatic Renewal Grant Department SHERIFF Department Email CM-Sheriff@weldgov.com Department Head Email CM-Sheriff- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEY@WELD GOV.COM New Entity? Contract Lead Email rnelbe@co.weld.co.us;skohlgra f@weldgov com Requested BOCC Agenda Date* 12/09/2019 Parent Contract ID Requires Board Approval YES Department Project Due Date 12/05/2019 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? NO If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Effective Date Review Date* 10/23/2020 tion Notice Period Committed Delivery Date Renewal Date* 01/01/2021 Expiration Date Contact Information Contact Info Contact Maine Purchasing Approver Approval' Process Department Head BONNIE PATCH DH Approved Date 12/03/2019 =meal Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 12/09/2019 Originator SKOHLGRAF Contact Type Contact Email Finance Approver BARB CONNOLLY Contact Phone 1 Contact Phone 2 Purchasing Approved Date Finance Approved Date 12/04/2019 Tyler Ref # AG 120919 Legal Counsel BOB CHOATE Legal Counsel Approved Date 12/04/2019 Submit Lokirvv0 I .-4U3sD BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW RE: Jail Chaplain Contract DEPARTMENT: Weld County Sheriffs Office PERSON REQUESTING: Matthew J. Elbe —Detentions Lieutenant Brief description of the problem/issue: DATE: 11/19/18 The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail, The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane E. Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff's Office, Chaplain Duran receives $31.50 an hour for his services and works no more than 40 hours a week, His salary is accounted for in the Weld County Sheriff's Office budget for 2019. The current contract ends 12/31/18, therefore the extension proposed would cover 01/01/19 — 12/31/19, It should be of note that this extension has been reviewed and approved by Bob Choate. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) The Board may either approve or deny the contract extension. If denied, the Sheriff's Office would have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriff's Office, and Weld County as a whole, in his approach to this position. He has also received advanced training in the area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Sean P. Conway Julie A. Cozad, Chair Mike Freeman Barbara Kirkmeyer Steve Moreno, Pro-Tem Approve Asscvvk Schedule Work Session :04k-aet,w(v)) is-ate-ik rfComments; CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN T1/ This Agreement Extension/Renewal ("Renewal"), made and entered int day of4--',,,.018, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No, 2015-3583, approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 12/31/2018 • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2019, and will end on 12/31/2019. The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: 1, The contractor's address changed to 717 Rock Rd, Eaton, CO 80615 • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written, CONTRACTOR: Uls,t C hkj ( In Prir el Name Signature ATTEST: Weld you / lerk • e Board BY: dirAgov JCL:el Deputy Cler the Board BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO teve Moreno, Chair DEC 262018 ctD /i 35-J3 1/6 -)0J - CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN This Agreement Extension/Renewal ("Renewal"), made and entered intoQCTda of , 2017, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office, hereinafter referred to as the "Department", and Duane E. Duran, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583, approved on 11/13/15. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 12/31/17 • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01118, and will end on 12/31/18, • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: 1. Duane E. Duran's hourly pay rate will increase to $31.50 per hour not to exceed 40 hours per week. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. Signature BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ozad, Chair DEC 2 ATTEST: Weld BY doc/Leo .V..efo;,ei Deputy Crer o the Board bov\&sua ce;(04(A3,-,,c57 la_ a -7-n ,10/5-3583 Sovo340 Chaplain Salary Increase Budget 2018 STEVE REAMS The Weld County Sheriff's Office, with the approval of the Weld County Commissioners, hired the first contract Jail Chaplain 1/7/2013, The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training and scheduling of both lay and clergy volunteers. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices and diets. The chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community based faith groups upon their release. The Chaplain ensures all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. The 2013 salary level for the Chaplain was set at "$28.00 per hour, up to 30 hours a week". As a professional contractor, this position is responsible for all social security, taxes and medical insurance costs. On 12/15/14, the Weld County Commissioners approved the Weld County Sheriff's Office request to increase the contract to "$28.00 per hour not to exceed 40 hours per week". For the 2016 budget year, the Weld County Commissioners approved an increase in the hourly rate for the Chaplain to "$30.00 per hour not to exceed 40 hours per week". The 2018 budget request is for an increase in the Chaplain salary to $31.50 per hour, not to exceed 40 hours per week. The Chaplain position has not received a salary adjustment since the 2016 budget year. The $1.50 per hour increase seen as appropriate over this time frame taking into account COLA's for regular employees over this time period. The Chaplain position is a highly specialized position with significant responsibilities within the Weld County Detention facility and the Weld County Sheriff's Office must remain competitive with the market for this position. It should be noted that this increase for the Chaplain's salary has already been accounted for in the 2018 budget request. Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weldsherlff.com Southeast Substation 2950 9`h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page I 1 Jail Chaplain Scope of Work: 01/01/18 through and until 12/31/18 STEVE REAMS The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training and scheduling of both lay and clergy volunteers. The Chaplain will assure equal status and protection of all religions. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices and diets. The Chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community based faith groups upon their release. The Chaplain will insure all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. Below is a list of essential job duties and requirements. (Refer to Weld County Government Job Description for further details and responsibilities.) Other duties may also be assigned as needed. I. The Chaplain reports directly to the Inmate Services Director, Weld County Sheriff's Office. The Chaplain will communicate effectively orally and in writing, maintain the trust and confidence of superiors and follow all directives. The Chaplain will consult with, and regularly update, the Inmate Services Director regarding all aspects of the religious program provided in the facility. 2. The Chaplain will be responsible to develop and maintain a comprehensive volunteer program. -A volunteer file will be maintained for each active volunteer. The file will contain the following: Volunteer Application, Criminal History Record, Volunteer Notification Contract, evidence of orientation participation, training documentation, documentation of all contacts between the Chaplain and volunteer, all performance corrective actions, the number of hours volunteered, the dates and housing units of bible study groups conducted and the number of inmate participants. Volunteer files will be audited annually by the Inmate Services Director for compliance. -The Chaplain will supervise all religious volunteers. Each volunteer will be contacted quarterly at a minimum and four times annually. One of the quarterly contacts will include direct observation of the volunteer conducting religious study with inmates. The other quarterly contacts may be in person or by phone. The purpose of contacts is to determine if the volunteer Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436.9276 www.weldsheriff.com Southeast Substation 2950 9'h Street Fort Lupton, Colorado 80621 (303) 857.2465 Fax (303) 637-2422 Page I 1 needs assistance, training, material content and presentation, has questions, issues needing to be resolved or mentoring by the Chaplain. All contacts will be documented in the volunteer file. STEVE REAMS -The Chaplain will facilitate updating Criminal History checks of each volunteer between November 15th and December 1St of each calendar year. The Chaplain will contact the Inmate Services Director to complete Criminal History checks. -The Chaplain will verify and authorize all visiting community clergy entering the facility, Clergy visits may be requested by clergy or an inmate. Inmates must have had an ongoing relationship with said clergy person prior to coming into custody. Prior to authorizing clergy, the Chaplin will obtain the following from the clergy: A copy of faith endorsement/licensure and a copy of state driver's license, The Chaplin will verify clergy through religious organization. The Chaplain will facilitate a Criminal History check by contacting the Inmate Services Director. The Chaplain will provide an orientation session prior to authorizing clergy to meet with an inmate in a professional visiting room. -The Chaplain will maintain a current Volunteer Calendar. All volunteers are assigned to specific housing units and housing unit assignments will be changed annually. The Chaplin will prepare the Volunteer Calendar for the following year by December 15th of the current calendar year and submit it to the Inmate Services Director for approval. Volunteers will be notified of housing unit assignment changes to be implemented on January 1st of each year. -The Chaplain will provide two mandatory volunteer training sessions a year for all religious volunteers. Agendas will be preapproved by the Inmate Services Director. -The Chaplain will provide and conduct Volunteer Orientation sessions as needed. Orientations will be preapproved by the Inmate Services Director. -The Chaplain will facilitate an annual Volunteer Recognition Ceremony. The agenda and budget for the ceremony will be preapproved by the Inmate Services Director. 3. The Chaplain will provide the following statistical reports to the Director of Inmate Services: January 15th -previous year annual report summarizing the services volunteers provide to the Southwest Substation 4209 WCR 24 1/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356-4015 Fax (970)304-6467 Toll Free (800)436.9276 www,weldsherlff.com Southeast Substation 2950 9'^ Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Rage 12 STEVE REAMS facility. The report includes, but is not limited to, the number of volunteers, hours of service, number of inmates served, Chaplain services provided, summary of accomplishments, and goals for the next year. Quarterly -quarterly statistics to the Inmate Services Director regarding all services provided by religious volunteers, The statistics will be due April 15th, July 15th, October 15th and January 15th for the preceding quarters. Statistics will include volunteer hours, number of religious groups provided and the number of attendees. 15th of each month — monthly summary of chaplain services provided for the preceding month. This report will be attached to "payment for services" and detail the number of religious diets/accommodations investigated, outcome, number of inmate requests, type of request and outcome, number of death notifications, number of bible studies completed/attempted but not completed and reason, number of inmate crisis pastoral counseling, faith based community contacts, volunteers contacted, training and orientation provided and other pertinent information regarding duties the Chaplain has performed. 4. The Chaplain will accurately and thoroughly document all inmate contacts in the facility computer system. All documentation will be completed on the date of service. Documentation content will be of such quality sufficient to provide reasonable evidence enabling a future response to an inmate grievance and/or to defend potential future inmate litigation. -Religious accommodations -will be investigated within 48 hours, (excluding weekends and holidays) including an interview of inmate, research of prior institutional history, current information, theological reasons used for findings, information for determining findings and recommendation. Documentation will be presented to Inmate Services for review. -If an inmate is approved for a religious diet, the Chaplain will be responsible for completing the "Religious Diet Participation Agreement" and to monitor the inmate's compliance. All monitoring will be documented in the facility computer system. If an inmate is non -compliant, the Chaplain is responsible for completing the" Religious Diet Non -Compliance Report." Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720) 652-4215 Fax (720) 652-4217 Headquarters 1950 O Street Greeley, Colorado 80631 (970)356.4015 Fax (970)304-6467 Toll Free (800)436-9276 www.weidsherlff.corn Southeast Substation 2950 9" Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 13 SIEVE REAMS -All religious "material" (i.e. text) denied by the Chaplain will be noted on the Inmate Request Form and documented in computer system with a thorough explanation as to why the request was denied. 5. The Chaplin will develop and maintain working relationships with the faith based community and religious organizations to achieve the goal of ongoing community support for inmates integrating back to the community. The Chaplain will work with the faith based community to solicit donations of religious material for all faiths. 6. The Chaplain will provide crisis, short term pastoral counseling when requested by an inmate or facility staff. Pastoral counseling will not include mental health or substance abuse counseling. Inmates with mental health or substance abuse counseling issues will be referred to the facility mental health staff, JBBS staff or staffed with the Inmate Services Director. All pastoral counseling sessions will be documented in the facility computer. 7. The Chaplain will directly provide religious studies for inmates in housing units where volunteers are not allowed or cannot be accommodated. In these housing units, the Chaplain will provide no more than two (2) religious studies per week per housing unit unless approved by the Inmate Service Director. The ongoing goal should be recruiting volunteers when possible to provide this service. Southwest Substation 4209 WCR 241/2 Longmont, Colorado 80504 (720)652-4215 Fax (720) 652-4217 Headquarters 1950 0 Street Greeley, Colorado 80631 (970)356.4015 Fax (970)304.6467 Toll Free (800)436-9276 www.weldsherlff,com Southeast Substation 2950 9'h Street Fort Lupton, Colorado 80621 (303) 857-2465 Fax (303) 637-2422 Page 14 Coircd- btvc& BOARD OF COUNTY COMMISSIONERS REVIEW/ WORK SESSION REQUEST RE: Jail Chaplain Contract DEPARTMENT: WELD COUNTY SI II•.RIFI.'S OFFICE PERSON REQUESTING: Matthew J. Elbe — Weld County Sheriff's Office Brief description of the problem/issue: DATE: Nn%eiubcr 16. 2016_ The Weld County Sheriff's Office has had a contracted Jail Chaplain since 2013. The Jail Chaplain provides direct religious mentoring services to the inmate population and performs administrative duties surrounding the management of the Religious Volunteer Program at the Weld County Jail. The Weld County Sheriff's Office wishes to extend the current contract with the current Jail Chaplain, Duane Duran. Chaplain Duran has more than sufficiently met the scope of work outlined in the last contract and is a valuable asset to the Weld County Sheriff's Office. Chaplain Duran receives $30.00 an hour for his services and works no more than 40 hours a week. There is no increase in his salary for budget year 2017. The funds for this position are included in the 2017 budget proposal. The current contract ends 12/31/16, therefore the extension proposed would cover 01/01/17 — 12/31/17. It should be of note that this extension has been reviewed and approved by Frank Haug. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) The Board may either approve or deny the contract extension. If denied, the Sheriff's Office would have to have to begin a search for a replacement. This option could prove to be detrimental as there is no guarantee we would find a suitable replacement and certainly would struggle to find a better match for this position. Chaplain Duran has proven to be loyal to the philosophies of the Sheriff's Office and Weld County as a whole in his approach to this position and has received advanced training in area of religious rights in correctional settings putting him in a position to reduce liability to the County and provide appropriate services to the inmate population. He has fostered working relationships with community faith groups in an effort to have them involved with the inmate population to ensure fair access and a denial may undo the hard work put into the foundations of this position. Recommendation to the Board: I recommend approval for the proposed contract extension with Chaplain Duane Duran. Mike Freeman, Chair Sean Conway, Pro-Tem Barbara Kirklneyer Julie Cozad Steve Moreno Attachments: Cowracl Rxtensi /Renewal 2015 1,ec SchedLlc 2014 l0 2015 cost comparison Approve Schedule Recommendation Work Session mf ap,t/ IO, Comments ,eAf.. so 4015- 3583 SOoo3� CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY SHERIFF'S OFFICE AND DUANE E. DURAN jay This Agreement Extension/Renewal ("Renewal"), made and entered into on the ! d y of December, 2016, by and between the Board of Weld County Commissioners, on behalf of the Weld County Sheriff's Office, hereinafter referred to as the "Department", and Duane E. Duran hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-3583 approved on 11/13/2015. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on 12/31/2016. • The parties agree to extend the Original Agreement for an additional twelve month period, which will begin 01/01/2017, and will end on 12/31/2017. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: N/A • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Duane E. Duran Signature ATTEST Weld C BY dsdat,t,•aUit'i Deputy Clerk i. the Board BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Mike Freeman, Chair DEC 1 9 2016 APPROVED AS TO SUBSTANCE: Elected Official or Department Head 02.07,5":o 573 RESOLUTION RE: APPROVE AGREEMENT FOR PROFESSIONAL SERVICES AND AUTHORIZE CHAIR TO SIGN - DUANE DURAN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with an Agreement for Professional Services between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Sheriffs Office, and Duane Duran whose address is 1130 2nd Street Road, Eaton, Colorado 80615, commencing September 16, 2015, and ending December 31, 2016, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Agreement for Professional Services between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Sheriffs Office, and Duane Duran be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 9th day of November, A.D., 2015, nunc pro tunc September 16, 2015. BOARD OF COUNTY COMMISSIONERS WE,JD COUNTY, COLORADO ATTEST: ditofet) v• jC1 o; Weld-Oqunty Clerk to the Board BY: uty Clerk to t APPROVED AS TO F County Attorney ll Date of signature: Mike Freeman, Pro -Tern Sean P. Conway eve Moreno 2015-3583 SO0036 CC S-c)((zink 3 AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is made by and between the County of Weld, State of Colorado, whose address is 915 10th Street, Greeley, Colorado, 80631 ("County"), and Duane E. Duran whose address is 1130 2nd Street Road, Eaton CO 80615, ("Contractor"). WHEREAS, County desires to retain Contractor as an independent contractor to perform services as more particularly set forth below; and WHEREAS, Contractor has the time available to timely perform the services, and is willing to perform the services according to the terms of this Agreement. NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Engagement of Contractor. County hereby retains contractor, and Contractor hereby accepts engagement by County upon the terms and conditions set forth in this Agreement. 2. Term. The term of this Agreement shall be from 9/16/2015, through and until 12/31/2016. 3. Services to be Performed. Contractor agrees to perform the Services listed or referred to in Exhibit A, attached hereto and incorporated herein. 4. Compensation. County agrees to pay Contractor for services performed as set forth on Exhibit A at the rate of $28.00 per hour through 12/31/2015 & $30.00 per hour thereafter/not to exceed 40 hours per week. Charges shall be based on the time actually spent performing the services, but shall exclude travel time. Mileage may not be charged to and from any required job site. Contractor shall not be paid any other expenses unless set forth in this Agreement. Payment to contractor will be made only upon presentation of a proper claim by Contractor, itemizing services performed and mileage expense incurred. Payment for services and all related expenses under this Agreement shall not exceed $ 79,200.00. 5. Additional Work. In the event the County shall require changes in the scope, character, or complexity of the work to be performed, and said changes cause an increase or decrease in the time required or the costs to the contractor for performance, an equitable adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by a supplemental Agreement. Any claims by the contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated supplemental Agreement. Any change in work made without such prior supplemental Agreement shall be deemed covered in the compensation and time provisions of this Agreement. 6. Independent Contractor. Contractor agrees that Contractor is an independent contractor and that neither Contractor nor Contractor's agents or employees are, or shall be deemed to be, agents or employees of the County for any purpose. Contractor shall have no authorization, express or implied, to bind the County to any agreement, liability, or understanding. The parties agree that Contractor will not become an employee of County, nor is Contractor entitled to any employee benefits from county as a result of the execution of this Agreement. 7. Warranty. Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. 8. Reports County Property. All reports, test results and all other tangible materials produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Contractor shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. 9. Acceptance of Product not Waiver. Upon completion of the work, Contractor shall submit to County originals of all test results, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the work. Acceptance by the County of, or payment for, any 2015-3583(1) services performed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 10. Insurance and Indemnification. Contractor shall defend and indemnify County, its officers and agents, from and against loss or liability arising from Contractor's acts, errors or omissions in seeking to perform its obligations under this Agreement. Contractor shall provide necessary workers' compensation insurance at Contractor's own cost and expense. 11. Termination. Either party may terminate this Agreement at any time by providing the other party with a 10 day written notice thereof. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. In the event of an early termination, Contractor shall be paid for work performed up to the time of notice and County shall be entitled the use of all material generated pursuant to this Agreement. 12. Non -Assignment. Contractor may not assign or transfer this Agreement, any interest therein or claim thereunder, without the prior written approval of County. 13. Access to Records. County shall have access to Contractor's financial records as they relate to this Agreement for purposes of audit. Such records shall be complete and available for audit 90 days after final payment hereunder and shall be retained and available for audit purposes for at least five years after final payment hereunder. 14. Time of Essence. Time is of the essence in each and all of the provisions of this Agreement. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 16. Notices. Any notice required to be given under this Agreement shall be in writing and shall be mailed or delivered to the other party at that party's address as stated above. 17. Compliance. This Agreement and the provision of services hereunder shall be subject to the laws of Colorado and be in accordance with the policies, procedures, and practices of County. 18. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. 19. Certification. Contractor certifies that Contractor is not an illegal immigrant, and further, Contractor represents, warrants, and agrees that it has verified that Contractor does not employ any illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs illegal aliens or subcontracts with illegal aliens, County can terminate this Agreement and Contractor may be held liable for damages. 20. Entire Agreement/Modifications. This Agreement contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiation, representation, and understanding or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 21. Funding Contingency. No portion of this Agreement shall be deemed to create an obligation on the part of County to expend funds not otherwise appropriated or budgeted for. 22. No Conflict. No employee of Contractor nor any member of Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contractor's operations, or authorizes funding to Contractor. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No portion of this Agreement shall be deemed to constitute a waiver of any immunities the parties or their officers or employees may possess. 25. No Third party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned' parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the Date undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and year written below. Con a tor' ignature: tdlzt/is� COUNTY OF WELD, STATE OF COLORADO ATTEST: dads.%) Weld o n Clerk to the Bo BY Deputy rk to the B •`�; `.�,` ' �� : arbara Kirkmeyer Chair BOARD OF COUNTY COMMISSIONERS WE D COUNTY, COLORADO • DV 092015 APPROVED AS TO F iii %;'''�.� r� APPROVED AS TO SUBSTANCE: Controller �:�/j5I \ f Elected Official or Department Head APPROVED AS TO FORM: County Attorney NIA Director of General Services �ZlJ/5 3.53,36) EXHIBIT A Chaplain Scope of Work The Chaplain is responsible for the oversight of inmate religious programming to include, but not limited to, recruitment, supervision, training and scheduling of both lay and clergy volunteers. The Chaplain will assure equal status and protection of all religions. The Chaplain reviews and responds to all inmate requests related to religious matters and accommodations, to include religious materials, practices and diets. The Chaplain assists offenders with their spiritual needs, coordinates religious activities within the facility, maintains open lines of communication with the faith communities and operates with the goal of connecting inmates to community based faith groups upon their release. The Chaplain will insure all religious activities and related decisions are consistent with constitutionally protected rights of incarcerated inmates. Below is a list of essential job duties and requirements. (Refer to Weld County Government Job Description for further details and responsibilities.) Other duties may also be assigned as needed. I. The Chaplain reports directly to the Inmate Services Director, Weld County Sheriff's Office. The Chaplain will communicate effectively orally and in writing, maintain the trust and confidence of superiors and follow all directives. The Chaplain will consult with, and regularly update, the Inmate Services Director regarding all aspects of the religious program provided in the facility. 2. The Chaplain will be responsible to develop and maintain a comprehensive volunteer program. -A volunteer file will be maintained for each active volunteer. The file will contain the following: Volunteer Application, Criminal History Record, Volunteer Notification Contract, evidence of orientation participation, training documentation, documentation of all contacts between the Chaplain and volunteer, all performance corrective actions, the number of hours volunteered, the dates and housing units of bible study groups conducted and the number of inmate participants. Volunteer files will be audited annually by the Inmate Services Director for compliance. -The Chaplain will supervise all religious volunteers. Each volunteer will be contacted quarterly at a minimum and four times annually. One of the quarterly contacts will include direct observation of the volunteer conducting religious study with inmates. The other quarterly contacts may be in person or by phone. The purpose of contacts is to determine if the volunteer needs assistance, training, material content and presentation, has questions, issues needing to be resolved or mentoring by the Chaplain. All contacts will be documented in the volunteer file. -The Chaplain will facilitate updating Criminal History checks of each volunteer between November 15th and December 1ST of each calendar year. The Chaplain will contact the Inmate Services Director to complete Criminal History checks. Page 1 of 3 -The Chaplain will verify and authorize all visiting community clergy entering the facility. Clergy visits may be requested by clergy or an inmate. Inmates must have had an ongoing relationship with said clergy person prior to coming into custody. Prior to authorizing clergy, the Chaplin will obtain the following from the clergy: A copy of faith endorsement/licensure and a copy of state driver's license. The Chaplin will verify clergy through religious organization. The Chaplain will facilitate a Criminal History check by contacting the Inmate Services Director. The Chaplain will provide an orientation session prior to authorizing clergy to meet with an inmate in a professional visiting room. -The Chaplain will maintain a current Volunteer Calendar. All volunteers are assigned to specific housing units and housing unit assignments will be changed annually. The Chaplin will prepare the Volunteer Calendar for the following year by December 15`h of the current calendar year and submit it to the Inmate Services Director for approval. Volunteers will be notified of housing unit assignment changes to be implemented on January 1st of each year. -The Chaplain will provide two mandatory volunteer training sessions a year for all religious volunteers. Agendas will be preapproved by the Inmate Services Director. -The Chaplain wilt provide and conduct Volunteer Orientation sessions as needed. Orientations will be preapproved by the Inmate Services Director. -The Chaplain will facilitate an annual Volunteer Recognition Ceremony. The agenda and budget for the ceremony will be preapproval by the Inmate Services Director. 3. The Chaplain will provide the following statistical reports to the Director of Inmate Services: January 15th —previous year annual report summarizing the services volunteers provide to the facility. The report includes, but is not limited to, the number of volunteers, hours of service, number of inmates served, Chaplain services provided, summary of accomplishments, and goals for the next year. Quarterly -quarterly statistics to the Inmate Services Director regarding all services provided by religious volunteers. The statistics will be due April 15th, July 15th, October 15th and January 15th for the preceding quarters. Statistics will include volunteer hours, number of religious groups provided and the number of attendees. 15th of each month — monthly summary of chaplain services provided for the preceding month. This report will be attached to "payment for services" and detail the number of religious diets/accommodations investigated, outcome, number of inmate requests, type of request and outcome, number of death notifications, number of bible studies completed/attempted but not completed and reason, number of inmate crisis pastoral counseling, faith based community contacts, volunteers contacted, training and Page 2 of 3 orientation provided and other pertinent information regarding duties the Chaplain has performed. 4. The Chaplain will accurately and thoroughly document all inmate contacts in the facility computer system. All documentation will be completed on the date of service. Documentation content will be of such quality sufficient to provide reasonable evidence enabling a future response to an inmate grievance and/or to defend potential future inmate litigation. -Religious accommodations -will be investigated within 48 hours, (excluding weekends and holidays) including an interview of inmate, research of prior institutional history, current information, theological reasons used for findings, information for determining findings and recommendation. Documentation will be presented to Inmate Services for review. -If an inmate is approved for a religious diet, the Chaplain will be responsible for completing the "Religious Diet Participation Agreement" and to monitor the inmate's compliance. All monitoring will be documented in the facility computer system. If an inmate is non -compliant, the Chaplain is responsible for completing the" Religious Diet Non -Compliance Report." -All religious "material" (i.e. text) denied by the Chaplain will be noted on the Inmate Request Form and documented in computer system with a thorough explanation as to why the request was denied. 5. The Chaplin will develop and maintain working relationships with the faith based community and religious organizations to achieve the goal of ongoing community support for inmates integrating back to the community. The Chaplain will work with the faith based community to solicit donations of religious material for all faiths. 6. The Chaplain will provide crisis, short term pastoral counseling when requested by an inmate or facility staff. Pastoral counseling will not include mental health or substance abuse counseling. Inmates with mental health or substance abuse counseling issues will be referred to the facility mental health staff, JBBS staff or staffed with the Inmate Services Director. All pastoral counseling sessions will be documented in the facility computer. 7. The Chaplain will directly provide religious studies for inmates in housing units where volunteers are not allowed or cannot be accommodated. In these housing units, the Chaplain will provide no more than two (2) religious studies per week per housing unit unless approved by the Inmate Service Director. The ongoing goal should be recruiting volunteers when possible to provide this service. Page 3 of 3 Hello