HomeMy WebLinkAboutReg 2004-12-06 Item 8C - Interlocal Agreement - Amendment to Inmate Housing / Jail Services with Yakima CountyITEM INFORMATION
CAS Number: 04-176
Original Agenda Date: December 6,2004
Agenda Item Title: Amendment to Interlocal Agreement with Yakima County for Jail Services
I Original Sponsor:
Timeline:
$ponsor's Summary:
Recommendations:
Sponsor:
Committee:
Administration:
Cost Impact:
Fund Source (if known)
Meeting Date
Meeting Date
COUNCIL AGENDA SYNOPSIS
Meeting Date Prepared by
12/06/04 RAB
Council Admin.X
Initials ITEM No.
I Mayor's,� I Council review I
I I
I 1 I
1 I I
I I I
This second amendment to the contract for jail services clarifies the responsibilities of
party cities with respect to billing and payment, the annual reconciliation, the daily fee
forunused beds, and the medical premium.
Review and forward to December 13, 2004 meeting
This amendment will result in cost savings over the original contract
RECORD OF COUNCIL ACTION
Action
APPENDICES
Attachments
X c
12/6/04 I Memo to Finance Safety Committee dated 11/30/04 with copy of proposed amendment
Is] Li 'Minutes from First Annual Jail Oversight Assembly meeting
DATE: November 30, 2004
TO: Finance and Safety Committee
FROM: Rhonda Berry
MEMORANDUM
SUBJECT: Second Amendment to Interlocal Agreement with Yakima County for Jail
Services
Purpose
The purpose of this Second Amendment to the Interlocal Agreement with Yakima County for
Jail Services is to clarify the responsibilities of the parties with respect to billing and payment,
the annual reconciliation, the daily fee for unused beds, and the medical premium.
If approved, this agreement will reduce the fee for up to 100 beds of the 440 bed commitment.
This fee reduction will result in an annual savings of approximately $1.3 million total for all
consortium cities in 2005. The savings could increase to more than $1.8 million of annual
savings by year 2010. In addition, this amendment creates a process for quarterly and annual
reconciliation, and establishes appropriate medical and therapeutic charges.
Staff recommends Council approval of this agreement in substantially the same form as provided
in Attachment A. The Jail Oversight Assembly of elected officials from King County
consortium cities met on November 10 2004 and unanimously approved a motion that
recommended approval of this agreement by the membership. The minutes and original
information packet from this Jail Assembly meeting are provided in Attachment B and C.
Backeround
This amendment was negotiated on behalf of the consortium cities during the past 18 months in
response to the current low usage of the Yakima beds. The negotiating team included the
following representatives:
Penny Bartley Manager, Staff and Auxiliary Services Divisions, City of Renton
Diane Carlson Director of Intergovernmental Relations, City of Bellevue
David Cline, Assistant City Manager, Burien
Jay Covington City Administrator, Renton
Catherine Cornwall Senior Policy Analyst, Seattle
Jim Kelly Police Chief, Auburn
Pete Lewis Mayor of Auburn
Gary Long City Manager, Burien (Chair of the City JAG)
Jim Montgomery Police Chief, Bellevue
David Moseley City Manager, Federal Way
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Nina Rivkin Senior Policy Analyst, City of Redmond
All of these representatives recommend approval of this amendment. Yakima County
Commissioners approved the amendment on November 9, 2004. Cities are being asked to
provide formal approval prior to December 31, 2004, the proposed effective date of the
amendment.
Proposed Amendment
The proposed amendment makes the following changes to the interlocal agreement with Yakima
County.
Duration: The current interlocal agreement with Yakima County ends December 31, 2010. The
proposed amendment allows for a two year extension of the interlocal agreement if agreeable to
both Yakima County and to the cities. If the cities want to extend the contract, they need to
notify Yakima County by July 1, 2009.
Billing and Payment: Payment shall be due to Yakima County within thirty days from the date
the statement is received. Payments not received by the 30 day shall bear interest at the rate of
1% per month until payment is received.
Daily Fee: The proposed amendment reduces the amount cities will pay for up to 100 unused
beds by 48 Under the terms of the amendment, cities will pay the full Bed Maintenance Fee
on 340 beds, even if they are unused, and for all city inmates over 340. Retroactive to October 1,
2003, cities shall pay the Reduced Rate Fee for each unused bed up to a maximum of 100 beds.
The cities will not pay the medical premium fee on unused beds.
Year
2002
2003
2004
2005
2006
2007
2008
2009
2010
New
Bed
Maintenance Fee
(340 bed min.)
$51.00
$53.55
$56.23
$59.04
$61.99
$65.09
$68.34
$71.76
$75.35
Fee Schedule
Medical
Premium
$5.00
$5.25
$5.51
$5.79
$6.08
$6.38
$6.70
$7.04
$7.39
This rate change will collectively save the cities over $1.3 million a year. The 100 Reduced Rate
beds will be allocated to consortium members who fail to meet their minimum bed commitment
and will be based on each city's share of the 440 total bed purchase.
Reconciliation: Retroactive to October 1, 2003, Yakima will bill each city quarterly for unused
beds (the difference between the city's minimum bed commitment and its actual use). A portion
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Reduced Rate Fee
(up to 100 unused
beds)
$27.75
$27.75
$28.45
$29.19
$29.96
$30.77
$31.62
$32.51
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of the unused beds shall be charged at the Reduced Rate Fee. The number of each city's unused
beds that will be charged at the Reduced Rate Fee is shown in Attachment B to the amendment.
The payment for beds will work as follows:
Each month, the city pays Yakima County for its actual bed use.
Each quarter, the city pays for the difference (if any) between its actual bed use and its
bed commitment. This payment is a combination of the city's share of the reduced rate
beds and the full rate beds.
At the end of the year, cities which exceeded their bed commitment are identified. Any
overage is applied as a credit against all the cities which did not meet their bed
commitment. Cities which did not use all of their reduced rate beds are also identified;
any surplus reduced rate beds are reallocated to the rest of the cities.
Medical Premium: The proposed amendment makes clear that cities will pay the medical
premium only on used beds. It also clarifies that Yakima County may charge the cities for
psychiatric services for their inmates which are either court ordered or meet a Diagnostic
Statistical Manual IV Diagnosis and are deemed medically necessary by a mental health
professional. These charges would come out of the Medical Premium fee the cities pay to
Yakima (similar to other medical and dental charges).
Attachments:
A. Second Amendment to Yakima County Jail Interlocal agreement
B. Jail Oversight Assembly Meeting Minutes from November 10 2005
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SECOND AMENDMENT TO
INTERLOCAL AGREEMENT BETWEEN YAKIMA COUNTY, WASHNGTON AND
THE CITIES OF ALGONA, AUBURN, TOWN OF BEAUX ARTS VILLAGE,
BELLEVUE, BLACK DIAMOND, BOTHELL, BURIEN, CARNATION, CLYDE
HILL, COVINGTON, DES MOINES, DUVALL, FEDERAL WAY, ISSAQUAH,
KENMORE, KIRKLAND, LAKE FOREST PARK, MAPLE VALLEY, MEDINA,
MERCER ISLAND, NEWCASTLE, NORMANDY PARK, NORTH BEND, PACIFIC,
REDMOND, RENTON, SAMMAMISH, SEATAC, SEATTLE, SHORELINE,
SKYKOMISH, SNOQUALMIE, TUKWILA, WOODINVILLE, AND TOWN OF
YARROW POINT, WASHINGTON FOR THE HOUSING OF INMATES BY
YAKIMA COUNTY DEPARTMENT OF CORRECTIONS AND SECURITY
THIS SECOND AMENDMENT TO THE INTERLOCAL AGREEMENT FOR THE
HOUSING OF INMATES BY YAKIMA COUNTY DEPARTMENT OF
CORRECTIONS AND SECURITY "Second Amendment") is entered into and is
effective the 31st day of December 2004 by and between the Cities of Algona, Auburn,
Town of Beaux Arts Village, Bellevue, Black Diamond, Bothell, Burien, Carnation,
Clyde Hill, Covington, Des Moines, Duvall, Federal Way, Issaquah, Kenmore, Kirkland,
Lake Forest Park, Maple Valley, Medina, Mercer Island, Newcastle, Normandy Park,
North Bend, Pacific, Redmond, Renton, Sammamish, SeaTac, Seattle, Shoreline,
Skykomish, Snoqualmie, Tukwila, Woodinville and Town of Yarrow Point, Washington
"Cities and Yakima County, Washington "Yakima County
Whereas, Yakima County and the Cities above named have entered into an Interlocal
Agreement for housing of City inmates by Yakima County on August 27, 2002
(Agreement); and
Whereas Yakima County and the Cities entered into an addendum to the Interlocal
Agreement for Housing of Inmates by Yakima County effective October 31, 2002
(Addendum) and
Whereas, the parties desire to amend the Agreement and Addendum to further clarify the
responsibilities of the respective parties;
NOW THEREFORE, the Parties agree as follows:
1. Section 3 of the Addendum is amended in its entirety as follows:
DURATION: The term of this Agreement shall commence upon the Effective Date and
shall end at 11:59 p.m. on December 31, 2010, subject to earlier termination as provided
by Section 4 of the Agreement. Yakima County agrees to extend the Agreement, as
amended, for an additional two years if mutually agreeable to Yakima County and the
Cities and the Cities notify Yakima County at least 18 months prior to December 31,
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2010. Thereafter, this Agreement may be renewed for any successive period by written
addendum under terms and conditions acceptable to all of the parties.
2. Section 7c of the Agreement is amended in its entirety as follows:
(c) Billing and Payment. Yakima County shall provide each of the Cities with individual
monthly statements itemizing the names of each City Inmate who is receiving care from
Yakima County, the case or citation number, and the number of days of care, including
the date and time booked into the Yakima County jail facilities and the date and time
released from the Yakima County jail facilities. Yakima County shall pro -rate the Bed
Maintenance Fee and the Medical Premium (hereinafter "Daily Fee of any City Inmate
that has multiple charges among the Cities by dividing the Daily Fee pro -rata among
those Cities with such multiple charges. Each City's individual monthly statement shall
also include a statement showing the number of bed days used by all other Cities. Yakima
County agrees to provide said statement for each month on or about the 10th day of the
following month. Payment shall be due to Yakima County within thirty (30) days from
the date the statement is received. Payments not received by the 30th day shall bear
interest at the rate of 1 per month until payment is received.
3. A new Section 7d of the Agreement is added as follows:
a. Reconciliation: Effective October 1, 2003, Yakima will bill each city quarterly for
unused beds (the difference between the City's minimum daily bed commitment as
provided in Attachment A to this Second Addendum and the City's actual Average Daily
Population (ADP) for the quarter). The rate for the unused beds will be the Bed
Maintenance Fee as provided in Section 6 (a) of this Second Amendment below, except a
portion of the unused beds shall be charged at the Reduced Rate Fee. The number of
each city's unused beds that will be charged at the Reduced Rate Fee are as provided in
Attachment B (Unused Bed Allocation Chart created by the Cities).
b. Yakima County will annually reconcile each City's unused beds (the difference
between the City's Minimum Bed Commitment and the City's actual ADP per quarter)
on a calendar year basis. Through the annual reconciliation process, Yakima County will
provide credits in the fourth quarter bill to each city to the extent that the actual annual
ADP paid exceeds the City's Minimum Bed Commitment up to the fee paid by said city
per quarter for unused beds. If a City's annual ADP exceeds the annual minimum daily
bed commitment hereinafter "net overage Yakima County will allocate the total net
overage as a credit on a pro rata basis to those Cities whose annual ADP did not meet
their annual minimum daily bed commitment. If a City did not fully use their share of the
Reduced Rate Fee beds as specified in Attachment B, those beds will be allocated on a
pro rata basis to Cities that did not meet their Minimum Bed Commitment. The Cities
will provide Yakima County with the appropriate allocation to each city of credits and
division of the annual reconciliation bill for unused beds based on separate agreement
among the Cities. Attachment C shows a method for this annual reconciliation.
Reconciliation payments, both quarterly and annual will be due 30 days from the date the
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billing is received. There will be no interest payments charged on any 2003 or 2004
Reconciliation bills issued prior to the effective date of this addendum.
c. 2003 Reconciliation:
The 2003 reconciliation will be based on Section 7 (d) of the Agreement and Section 6
(a) of the Addendum. Under this agreement, Cities will pay $568,391to Yakima for the
fourth quarter 2003 reconciliation pursuant to Cities Allocation Agreement. (Attachment
C shows the method for the payment by individual cities of the unused beds for the 2003
Reconciliation). There will be no interest payments charged on the 2003 Reconciliation,
provided 2003 reconciliation is paid within 30 days of receipt of billing.
Section 6 of the Addendum is hereby amended in its entirety to provide as follows:
a. Daily Fee. In consideration of Yakima County's commitment to provide care for City
Inmates, the Cities agree to pay Yakima County fees for the housing and care of each
City Inmate, as provided in this Amendment as follows:
Year Bed Medical Reduced Rate Fee
Maintenance Premium
Fee
1 2002
2003
1 2004
1 2005
2006
2007
2008
2009
1 2010
$51.00
$53.55
$56.23
$59.04
$61.99
$65.09
$68.34
$71.76
$75.35
1. Yakima County shall not charge a booking fee or any other fees in
connection with the care of City Inmates except as specifically
provided in the Interlocal Agreement between Yakima County and
Cities, as amended.
2. Effective October 1, 2003, the Cities shall pay the Bed Maintenance
Fee set forth in Paragraph 2 above on 340 beds, even if they are unused
and for all inmates exceeding the 340 bed Cities Inmate population.
3. Effective October 1, 2003, the Cities shall pay the Reduced Rate Fee in
Paragraph 2 above for each unused bed exceeding 340 up to a
maximum of the 440 bed commitment. Provided however, that
payment for unused beds exceeding 340 shall not be required for any
period of time when the total Yakima County jail population (including
all contract inmates) exceeds 1,500. At such time, Yakima County shall
not charge Cities for unused beds. Yakima County intends to use the
Reduced Rate Fees solely for debt service payments and operational
costs related to Yakima County Department of Corrections and
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$5.00
$5,25 $27.75
$5.51 $27.75
$5.79 $28.45
$6.08 $29.19
$6.38 $29.96
$6.70 $30.77
$7.04 $31.62
$7.39 $32.51
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Security. At the end of each year, Yakima County will provide an
annual report which shows the cost of debt service payments and
operational costs for Yakima County Department of Corrections and
Security exceeds the total Reduced Rate Fees collected.
4. Medical Premium:
A. Yakima County shall pay for all medical, dental and psychiatric
(including therapeutic) costs as authorized in this Addendum of the
City's Inmates in exchange for the above listed Medical Premium.
B. Effective October 1, 2003, Cities will pay the Medical Premium per
City Inmate only on used beds. The Medical Premium shall not be
paid on unused beds.
C. Yakima County shall be permitted to use the Medical Premiums for
psychiatric services including in- custody therapeutic services which 1)
are court ordered, or 2) a) meet a Diagnostic Statistical Manual IV
Diagnosis, and b) are deemed medically necessary by a Mental Health
Professional and c) for which the inmate agrees to treatment. Medical
Premiums shall not be used for psychiatric services which do not meet
the conditions above except where such services are approved by the
City in writing prior to the service being rendered.
D. Yakima County shall provide monthly reports with its billing
statement describing its medical, psychiatric, and dental account
balance(s) and payments made from each such account, including
provider name, inmate name, name of City being charged for such
inmate, dollar amount paid, and description of medical, psychiatric or
dental service provided. Yakima County will provide detailed
information regarding the description and total cost of therapeutic
services and the approximate proportionate share of use of the services
consumed by Cities inmates. In- custody therapeutic costs for Cities
will be calculated by applying the percentage of the Cities' inmates
proportionate share of use of the services provided by Yakima
County's behavioral health service provider, which is currently Central
Washington Comprehensive Mental Health, to the actual cost of the
total contract for Yakima County's behavioral health service provider.
E. Each quarter Yakima County shall send to the Cities an accounting of
the Medical Premium Fund.
F. In the event Yakima County's actual authorized medical, psychiatric,
and dental costs for a quarter exceed the funds available in the Medical
Premium fund at the close of the quarter, the Cities agree to
compensate Yakima County for all said costs exceeding the funds
available at the end of the quarter within 30 days following receipt of
said medical billing.
G. Upon the effective date of this Second Amendment, Yakima County
shall have and shall maintain a Pharmacy Agreement or in -house
pharmacy.
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H. An ongoing review process will be established between Yakima
County and the Cities to address concerns about accountability for
costs and services.
BOARD OF YAKIMA COUNTY ATTEST:
COMMISSIONERS
By: Carla Ward, Clerk of the Board of
Ronald F. Gamache, Chairman Yakima County Commissioners
James M. Lewis, Commissioner
By: Ronald S. Zirkle
Jesse S. Palacios, Commissioner Yakima County Prosecuting Attorney
CITY OF ALGONA, WA Approved as to Form:
By:
Glenn Wilson, Mayor George Kelley, Algona City Attorney
Estimated ADP:
CITY OF AUBURN, WA Approved as to Form:
By:
Pete Lewis, Mayor Daniel B. Heid, Auburn City Attorney
Estimated ADP:
TOWN OF BEAUX ARTS VILLAGE, WA Approved as to Form:
By:
Charles R. Lowry, Mayor Wayne Stewart, Town Attorney
Estimated ADP:
CITY OF BELLEVUE, WA Approved as to Form:
By:
Steve Sarkozy, City Manager Lori Riordan, Acting City Attorney
Estimated ADP:
CITY OF BLACK DIAMOND, WA Approved as to Form:
By:
By:
Howard Botts, Mayor Loren D. Combs, City Attorney
Estimated ADP:
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Approved as to Form:
CITY OF BOTHELL, WA
By:
Jim Thompson, City Manager
Estimated ADP:
CITY OF BURIEN, WA
By:
Gary P. Long, City Manager
Estimated ADP:
CITY OF CARNATION, WA
By:
Woody Edvalson, City Manager
Estimated ADP:
CITY OF CLYDE HILL, WA
By:
George S. Martin, Mayor
Estimated ADP:
CITY OF COVINGTON, WA
By:
Andy Dempsey, City Manager
Estimated ADP:
CITY OF DES MOINES, WA
By
City Manager
Estimated ADP:
CITY OF DUVALL, WA
By:
Becky Nixon, Mayor
Estimated ADP:
CITY OF FEDERAL WAY, WA
By:
David H. Moseley, City Manager
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Approved as to Form:
Michael E. Weight, Bothell City Attorney
Approved as to Form:
Lisa Marshall, Burien City Attorney
Approved as to Form:
Phil A. Olbrechts, Carnation City Attorney
Approved as to Form:
Clyde Hill City Attorney
Approved as to Form:
Duncan C. Wilson, Covington City Attorney
Approved as to Form:
Des Moines City Attorney
Approved as to Form:
John L. O'Brien, Duvall City Attorney
Approved as to Form:
Federal Way City Attorney
Estimated ADP:
CITY OF ISSAQUAH, WA Approved as to Form:
By:
Ava Frisinger, Mayor
Estimated ADP:
By:
By:
Douglas J. Schulze, City Manager
Estimated ADP:
CITY OF MERCER ISLAND, WA
By:
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Wayne D. Tanaka, Issaquah City Attorney
CITY OF KENMORE, WA Approved as to Form:
By:
Stephen L. Anderson, City Manager Michael R. Kenyon, Kenmore City Attorney
Estimated ADP:
CITY OF KIRKLAND, WA Approved as to Form:
By:
David Ramsay, City Manager Gail Gorud, Kirkland City Attorney
Estimated ADP:
CITY OF LAKE FOREST PARK, WA Approved as to Form:
By:
David R. Hutchinson, Mayor Michael P. Ruark, Lake Forest Park
Estimated ADP: City Attorney
CITY OF MAPLE VALLEY, WA Approved as to Form:
John F. Starbard, City Manager Maple Valley City Attorney
Estimated ADP:
CITY OF MEDINA Approved as to Form:
Kirk R. Wines, Medina City Attorney
Approved as to Form:
Richard M. Conrad, City Manager
Estimated ADP: Londi K. Lindell, Mercer Island City Attorney
CITY OF NEWCASTLE, WA
Andrew J. Takata, City Manager
Estimated ADP:
CITY OF NORMANDY PARK, WA
By:
Merlin MacReynold, City Manager
Estimated ADP:
CITY OF NORTH BEND, WA
By:
Joan Simpson, Mayor
Estimated ADP:
CITY OF PACIFIC, WA
By:
Howard Erickson, Mayor
Estimated ADP:
CITY OF REDMOND, WA
Rosemarie Ives, Mayor
Estimated ADP:
CITY OF RENTON, WA Approved as to Form:
By:
Kathy Keolker Wheeler, Mayor
Estimated ADP:
CITY OF SAMMAMISH, WA Approved as to Form:
By
By:
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Approved as to Form:
Newcastle City Attorney
Approved as to Form:
Susan Rae Sampson, Normandy Park
City Attorney
Approved as to Form:
Michael R. Kenyon, North Bend City Attorney
Approved as to Form:
Bruce Disend, Pacific City Attorney
Approved as to Form:
Redmond City Attorney
Lawrence J. Warren, Renton City Attorney
Ben Yazici, City Manager Bruce Disend, Sammamish City Attorney
Estimated ADP:
CITY OF SEATAC, WA Approved as to Form:
Estimated ADP:
CITY OF SEATTLE, WA
CITY OF SHORELINE, WA
CITY OF SKYKOMISH, WA
By:
Skip Mackner, Mayor
Estimated ADP:
CITY OF TUKWILA, WA
By:
Steve Mullet, Mayor
Estimated ADP:
City Manager
By:
Gregory J. Nickels, Mayor
Estimated ADP:
By:
Steven Burkett, City Manager
Estimated ADP:
CITY OF SNOQUALMIE, WA
By:
Randy Fuzzy Fletcher, Mayor
Estimated ADP:
CITY OF WOODINVILLE, WA
By:
Pete Rose, City Manager
Estimated ADP:
TOWN OF YARROW POINT
By:
Jeanne R. Berry, Mayor
Estimated ADP:
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Robert L. McAdams, SeaTac City Attorney
Approved as to Form:
Thomas A. Carr, Seattle City Attorney
Approved as to Form:
Ian Sievers, Shoreline City Attorney
Approved as to Form:
Skykomish City Attorney
Approved as to Form:
Pat Anderson, Snoqualmie City Attorney
Approved as to Form:
Shelley Kerslake, City Attorney
Approved as to Form:
Wayne D. Tanaka, Woodinville City Attorney
Approved as to Form:
Wayne Stewart, Yarrow Point Town Attorney
STATE OF WASHINGTON
ss.
COUNTY OF
On this day personally appeared before me, the undersigned, a Notary Public in
and for the State of Washington, duly commissioned and sworn,
to me known to be the City Manager/Mayor of the
City /Town of a Washington municipal corporation, the
corporation that executed the foregoing instrument, and acknowledged the said
instrument to be the free and voluntary act and deed of said corporation, for the uses and
purposes therein mentioned, and on oath stated that he /she was authorized to execute said
instrument.
2002.
Washington
Given under my hand and official seal this day of
Interlocal to be filed with the Yakima County Auditor
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(typed/printed name of notary)
Notary Public in and for the State of
My commission expires:
10
(notary signature)
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Attachment A
Minimum Daily Bed Commitment by City
Yakima
City Commitment
Algona 3.0
Auburn 88.5
Bellevue 27.0
Bothell 2.0
Burien 4.0
Covington 2.4
Des Moines 17.0
Duvall 1.0
Federal Way 29.0
Issaquah 2.0
Kenmore 3.0
Kirkland 12.5
Lake Forest Park 2.5
Medina 0.7
Mercer Island 4.0
Normandy Park 0.4
North Bend 2.0
Redmond 20.0
Renton 27.0
Sammamish 1.5
SeaTac 4.1
Seattle 155.0
Shoreline 18.0
Snoqualmie 1.0
Tukwila 11.0
Woodinville 1.5
Total 440.1
Note: as part of the annual reconciliation, reduced rate beds initially allocated to cities
that only need part or none of their share will be reallocated to the remaining cities.
Attachment B
Initial Allocation of 100 Reduced Rate Beds
Initial
Yakima 100 Bed
Agencies Commitment Share Distribution
Algona 3.0 0.7% 0.7
Auburn 88.5 20.1% 20.1
Bellevue 27.0 6.1% 6.1
Bothell 2.0 0.5% 0.5
Burien 4.0 0.9% 0.9
Covington 2.4 0.5% 0.5
Des Moines 17.0 3.9% 3.9
Duvall 1.0 0.2% 0.2
Federal Way 29.0 6.6% 6.6
Issaquah 2.0 0.5% 0.5
Kenmore 3.0 0.7% 0.7
Kirkland 12.5 2.8% 2.8
Lake Forest Park 2.5 0.6% 0.6
Medina 0.7 0.2% 0.2
Mercer Island 4.0 0.9% 0.9
Newcastle 0.0 0.0% 0.0
Normandy Park 0.4 0.1% 0.1
North Bend 2.0 0.5% 0.5
Redmond 20.0 4.5% 4.5
Renton 27.0 6.1% 6.1
Sammamish 1.5 0.3% 0.3
SeaTac 4.1 0.9% 0.9
Seattle 155.0 35.2% 35.2
Shoreline 18.0 4.1% 4.1
Snoqualmie 1.0 0.2% 0.2
Tukwila 11.0 2.5% 2.5
Woodinville 1.5 0.3% 0.3
Total 440.1 100.0% 100.0
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Attachment C Table
2003 Reconciliation and Payment of Unused Beds and Method for Annual Allocation and Reconciliation of Unused Beds
Allocation of All Unused Beds Including 100 beds at Reduced Rate
Final Year End Reconciliation
2003 4th Quarter
Step 1 Step 2 Step 3 Step 4 4th Quarter
EADP EADP Additional Payment Due on Unused Beds
EADP 2003 Cities Revised Preliminary Cities Still Allocate Final Beds at Beds (no medical fees since only paid on used beds)
Yakima 4th Qtr Over Their Bed Surplus Over/ 100 Bed Surplus Their Bed Surplus 100 Bed Full Reduced Full Reduced Total
Agencies Commitment ADP (Under) Commitment Share Beds (Under) Distribution Beds Commitment Beds Distribution Price Price Price Price Charge
Bellevue 27.00 27.63 0.63 0.0% 0.6 6.1 6.1 0.0 0.0 27.6 0 0 0
Issaquah 2.00 2.10 0.10 0.0% 0.1 0.5 0.5 0.0 0.0 2.1 0 0 0
Newcastle 0.00 0.25 0.25 0.0% 0.3 0.0 0.0 0.0 0.0 0.0 0.3 0.0 0 0 0
Tukwila 11.00 12.80 1.80 0.0% 1.8 2.5 2.5 0.0 0.0 12.8 0 0 0
Algona 3.00 1.16 (1.84) 3.0 0.7% (1.8) 0.7 0.0 3.0 0.1 0.8 2.2 0.8 5,082 2,003 7,085
Auburn 88.50 62.67 (25.83) 88.5 22.1% (25.2) 20.1 0.0 88.5 3.0 23.1 64.7 23.1 10,172 59,092 69,263
Bothell 2.00 1.79 (0.21) 2.0 0.5% (0.2) 0.5 0.3 0.0 0.2 1.8 0.2 0 492 492
Burien 4.00 1.85 (2.15) 4.0 1.0% (2.1) 0.9 0.0 4.0 0.1 1.0 2.9 1.0 5,312 2,671 7,983
Covington 2.40 0.00 (2.40) 2.4 0.6% (2.4) 0.5 0.0 2.4 0.1 0.6 1.8 0.6 8,649 1,602 10,252
Des Moines 17.00 7.72 (9.28) 17.0 4.2% (9.2) 3.9 0.0 17.0 0.6 4.4 12.4 4.4 23,245 11,351 34,596
Duvall 1.00 0.00 (1.00) 1.0 0.2% (1.0) 0.2 0.0 1.0 0.0 0.3 0.7 0.3 3,604 668 4,272
Federal Way 29.00 14.24 (14.76) 29.0 7.2% (14.6) 6.6 0.0 29.0 1.0 7.6 21.2 7.6 34,361 19,363 53,725
Kenmore 3.00 0.00 (3.00) 3.0 0.7% (3.0) 0.7 0.0 3.0 0.1 0.8 2.2 0.8 10,812 2,003 12,815
Kirkland 12.50 12.24 (0.26) 12.5 3.1% (0.2) 2.8 2.7 0.0 0.2 12.2 0.2 0 444 444
Lake Forest Park 2.50 0.26 (2.24) 2.5 0.6% (2.2) 0.6 0.0 2.5 0.1 0.7 1.8 0.7 7,724 1,669 9,394
Medina 0.70 0.53 (0.17) 0.7 0.2% (0.2) 0.2 0.0 0.7 0.0 0.2 0.5 0.2 0 467 467
Mercer Island 4.00 1.26 (2.74) 4.0 1.0% (2.7) 0.9 0.0 4.0 0.1 1.0 2.9 1.0 8,204 2,671 10,874
Normandy Park 0.40 0.11 (0.29) 0.4 0.1% (0.3) 0.1 0.0 0.4 0.0 0.1 0.3 0.1 906 267 1,173
North Bend 2.00 0.21 (1.79) 2.0 0.5% (1.8) 0.5 0.0 2.0 0.1 0.5 1.5 0.5 6,190 1,335 7,526
Redmond 20.00 7.70 (12.30) 20.0 5.0% (12.2) 4.5 0.0 20.0 0.7 5.2 14.6 5.2 34,164 13,354 47,518
Renton 27.00 15.23 (11.77) 27.0 6.7% (11.6) 6.1 0.0 27.0 0.9 7.1 19.8 7.1 22,280 18,028 40,308
Sammamish 1.50 0.39 (1.11) 1.5 0.4% (1.1) 0.3 0.0 1.5 0.1 0.4 1.1 0.4 3,478 1,002 4,480
SeaTac 4.10 3.99 (0.11) 4.1 1.0% (0.1) 0.9 0.8 0.0 0.1 4.0 0.1 0 210 210
Seattle 155.00 90.93 (64.07) 155.0 38.7% (63.0) 35.2 0.0 155.0 5.3 40.5 113.4 40.5 110,624 103,494 214,118
Shoreline 18.00 10.53 (7.47) 18.0 4.5% (7.3) 4.1 0.0 18.0 0.6 4.7 13.2 4.7 12,979 12,019 24,998
Snoqualmie 1.00 0.96 (0.04) 1.0 0.2% (0.0) 0.2 0.2 0.00 0.04 1.0 0.04 0 93 93
Woodinville 1.50 0.00 (1.50) 1.5 0.4% (1.5) 0.3 0.0 1.5 0.1 0.4 1.1 0.4 5,406 1,002 6,407
Total 440.10 276.55 (163.55) 400.1 100.0% 2.8 (163.6) 100.0 13.1 380.5 13.1 100.0 340.1 100.0 313,091 255 .300 568,391
"EADP" is the Estimated Average Daily Population also known as the Yakima Minimum Daily Bed Commitment
Cities with no minimum hed commitment and no tail days (and thus not included shovel
Beaux Arts Clyde Hill Kent Pacific
Black Diamond Enumclaw Maple Valley Skykomish
Carnation Hunts Point Milton Yarrow Point
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2003 Cost Per Bed
IFull Price !Reduced Price
I 53.55 1 27.75
Attachment C: Explanation of Annual Reconciliation Per Amendment 2, Section 3 b.
City A
Minimum bed commitment: 27 beds
Estimated share of reduced rate beds: 6.1
2004 Actual Use: 25 first quarter; 27 second quarter; 30 third quarter; 38 fourth quarter; 30
for the whole year.
By the end of 2004; City A has averaged 30 beds for the whole year; however, its use has fluctuated
from quarter to quarter. Each month, City A pays for its actual bed use. At the end of the first
quarter, City A pays for two additional beds at the reduced rate (the difference between its actual bed
use and its minimum commitment). The second and third quarters, City A pays for its actual bed use
(which equaled or exceeded its bed commitment). As part of the fourth quarter reconciliation, City A
is given a credit for its first quarter payment for the two additional beds so that the total City A pays
for 2004 equals 30 beds (its actual use). Since City A has fully met its bed commitment, it has no
need for its share of the reduced rate beds (it was entitled to 6.1 reduced rate beds). Accordingly, the
6.1 reduced rate beds are reallocated to the cities which did not meet their bed commitment.
City B:
Minimum bed commitment: 2 beds
Estimated share of reduced rate beds: .5
2004 Actual Use: 2 (however, it fluctuates between 1 and 3 from month to month)
By the end of 2004, City B has averaged two beds for the whole year (its minimum bed
commitment). However, in January, it used one bed, in February, it used two beds, and in March it
used three beds averaging out to two beds for the quarter. City B pays for one bed in January, two
beds in February, and three beds in March. Since City B has fully met its bed commitment, it has no
need for its share of the reduced rate beds (it was entitled to .5 of a reduced rate bed). Accordingly,
this .5 reduced rate bed is reallocated to the cities which did not meet their bed commitment.
City C:
Minimum bed commitment: 155 beds
Estimated share of reduced rate beds: 35
2004 Actual Use: 80 (for the purposes of simplicity, assume every month equals 80 beds).
City C's actual use falls short of its minimum bed commitment. Under this proposal, each month,
City C pays for the 80 beds it actually used. At end of each quarter, City C pays the difference
between its actual use and its minimum bed commitment (in this case, 35 beds at the reduced rate and
40 beds at the full rate).
At the end of the year, a final reconciliation is performed which not only takes into account City C's
bed use, but also incorporates any overages from other cities which exceeded their bed commitment.
Based on this final calculation, City C receives 5 more of the reduced rate beds (not all of the cities
used their reduced rate beds). By the end of the year, City C will have paid for 40 beds at the reduced
rate (35 from the original allocation plus 5 more beds from cities which didn't need the reduced rate
beds) and 115 beds at the full rate for a total of 155 beds.
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FIRST ANNUAL MEETING
JAIL OVERSIGHT ASSEMBLY
Wednesday, November 10, 2004
City of Renton, Council Chambers, 7th Floor
4:30 p.m.
Minutes
Call to Order:
Burien City Manager, Gary Long, Co -Chair of the Jail Administration Group,
called the Jail Oversight Assembly meeting to order at 4:45 p.m. He
acknowledged the work over the last couple of years that led to the formation
of the Assembly and the interlocal agreement and thanked all those
responsible.
II. Introductions Gary Long, City Manager, City of Burien
All those present introduced themselves. Cities represented were: Auburn,
Bellevue, Burien, Covington, Des Moines, Federal Way, Issaquah, Lake
Forest Park, Maple Valley, Mercer Island, Newcastle, Redmond, Renton,
Sammamish, SeaTac, Seattle, Shoreline, Tukwila and Woodinville. A sign -in
sheet is attached to this record.
Jan Roegner from Burien filled -in for Jane Cantu of Tukwila to record the
actions of the Assembly.
III. Jail Assembly and Jail Administration Group Purpose and Overview
Burien City Manager, Gary Long, reviewed the work of the Jail Advisory
Group (JAG) and the Jail Operations Group (JOG) which has led to the Jail
Interlocal Agreement.
IV. New Business
A. Election of Executive Committee Representatives
The interlocal agreement provides for 4 -7 members on the executive
board. The interlocal establishes Seattle, Bellevue and Auburn as three of
the members. Representing Seattle is Deputy Mayor Tim Ceis;
representing Bellevue is Councilmember Grant Degginger, and
representing Auburn is Mayor Pete Lewis. Additional nominations are:
Issaquah, Mayor Ava Frisinger; Federal Way, Councilmember Jim Ferrell,
Lake Forest Park, Councilmember Dwight Thompson; and Renton, Mayor
Kathy Keolker Wheeler.
Mr. Long asked for additional nominations from the floor.
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Shoreline Councilmember Bob Ransom asked to be considered for the
nominations, representing northern King County. He stated his experience
with criminal justice issues.
Lake Forest Park Councilmember Dwight Thompson also stated his
experience.
There were no other nominations from the floor. Mr. Long closed the
nominations. It was moved and seconded to accept the ballot.
Ballots were distributed and tallied according to the weighted votes
designated to each city. The following were elected to the Executive
Board.
Seattle, Mayor Tim Ceis
Bellevue, Councilmember Grant Degginger
Auburn, Mayor Pete Lewis
Issaquah, Mayor Ava Frisinger
Federal Way, Councilmember Jim Ferrell
Lake Forest Park, Councilmember Dwight Thompson
Renton, Mayor Kathy Keolker Wheeler
Election of Chairperson and Vice Chairperson
Mr. Long opened nominations for the Chairperson of the Executive Board.
Issaquah Mayor Ava Frisinger was nominated for the Chairperson. There
were no other nominations and Mr. Long closed the nominations.
Motion Carried Unanimously in favor of Mayor Frisinger.
Mayor Frisinger took her seat as Chairperson and opened nominations for
Vice Chairperson.
Lake Forest Park Councilmember Dwight Thompson was nominated.
Renton Mayor Kathy Keolker Wheeler was nominated.
There being no other nominations, Mayor Frisinger closed the
nominations.
Renton Mayor Kathy Keolker Wheeler withdrew her name from the
nominations.
Motion Unanimously Carried in favor of Councilmember Thompson.
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B. Appointment of Fiscal Agent
Motion and second to appoint the City of Tukwila as the fiscal agent for
the Jail Interlocal Agreement.
Motion and second to amend the motion that the status of the fiscal agent
be reviewed every two years and adjusted as necessary. The amendment
was accepted as a friendly amendment.
Motion Carried Unanimously on the amended motion.
C. Yakima County Update
1. Yakima County Agreement
Mr. Long stated that the proposed Second Amendment was negotiated on
behalf of the consortium cities during the past 18 months in response to
the current low usage of the Yakima beds.
The purpose of this amendment was to give financial relief to the cities, to
agree to the bed commitment of 440 beds, and to resolve other financial
and operational issues such as the process for reconciliation and billing for
medical expenses.
The agreement provides a reduced cost of beds for up to 100 of the 440
bed commitment. This is estimated to result in savings of approximately
$1.3 million for all consortium cities in 2005 and increases to more than
$1.8 million of annual savings by year 2010.
In addition, this amendment creates a process for quarterly and annual
reconciliation, and establishes appropriate medical and therapeutic
charges.
Burien Assistant City Manager, David Cline noted that the Yakima
County Commission has stated that they will recommend approval of this
agreement. The cities need to each ratify the agreement by the end of the
year.
Motion and second that the Second Amendment to the Interlocal
Agreement between Yakima County, Washington and the Consortium
Cities be recommended for approval by the membership in substantially
the form attached.
Motion Carried Unanimously.
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2. Overview of Usage and Costs
Mr. Cline gave an overview of the current situation. A review of all jail
capacity and current usage for the past three years indicates there should
be sufficient demand for the Yakima capacity in the next 2 years,
especially once King County implements its population caps at the King
County jail for consortium cities.
D. King County Jail Population Caps
Per the agreement with King County for jail services, in 2005, King
County has the right to limit the cities to 250 beds effective January 1 and
to 220 beds effective July 1. Staff from King County has stated they will
impose the 250 bed cap for cities effective January 1, but probably won't
need to impose the 220 bed cap in 2005. The cities need to collectively
reduce their bed use by 11 -15% to meet the 250 bed cap. The JAG and
JOG will work for the remainder of 2004 to ensure cities collectively meet
King County's caps.
E. Review of 2005/2005 Work Program Budget and Assessments
(subsection b.i).
Mr. Cline noted the correct number for the 2005 Assessment is $145,484
(not $145,324 as emailed in packets earlier).
Motion and second that the proposed 2004 and 2005 Work Program, Budget
and Assessments described below be approved by the Assembly and
recommend referral to each of the member Cities for its acceptance.
A. The 2005 JAG Budget Authority shall be up to $228,484.
B. The 2005 Assessment will be up to $145,484 ($228,484 less $83,000
carry over from 2004). The initial billing to cities will be limited to
$67,250 to fund a part-time jail administrative consultant and a jail
planning study.
C. With a recommendation from the JAG to revise the scope of work or
address professional services costs that may exceed the available funds
the Assembly Executive Committee may authorize a second billing to
cities up to a total of $145,484.
There was no discussion on the motion.
Motion Carried Unanimously.
F. Schedule for Next Meeting
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Mr. Cline explained that the assembly must meet at a time early enough in
the year to set a budget that will allow cities to prepare for their own
budget cycles.
Motion and second that the annual assembly meeting be held in June on a
date set by the Executive Committee.
Discussion followed on meeting more than once before approval is
required. It was noted that the motion on the floor does not preclude
holding more meetings to work on the budget prior to the Assembly
meeting if necessary. Any member can ask the Executive Committee to
meet additional times.
Motion carried unanimously.
Mayor Frisinger, on behalf of those present, thanked Burien City Manager
Gary Long and Burien Assistant City Manager David Cline, for their work
over the past several months to bring the interlocal agreement on this issue
together.
V. Adjournment
Motion and second to adjourn the meeting.
Motion carried unanimously
The meeting was adjourned at 5:25 p.m.
Original
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