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HomeMy WebLinkAboutPolicies - New Hope DV/SAGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:Kids Hope a11CI New Hope DATE: 9.16.25 REQUEST SUBMITTED BY: SuziFode CONTACT PERSON ATTENDING ROUNDTABLE: nIa CONFIDENTIAL INFORMATION: ❑YES ONO PHONE:764-$402 I VA a -M &ARMIN ff,!1UWjM ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU El Minutes ❑Ordinances ❑Out of State Travel ❑Petty Cash ® Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑Recommendation ❑Professional Serv/Consultant ❑Support Letter ❑Surplus Rego ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB .,,P,ES1§ 1 -TED WORDING FOR AGES '� V' what, gin, 't'h Tenn, post, etc. Request BOCC approve the policy revisions attached. New Hope- Agency Security Policy Kids Hope -Child Safety & Protection Policy If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? ❑ YES ❑ NO 0 N/A DATE OF ACTION: 7' ('� DEFERRED OR CONTINUED TO: APPROVE: DENIED D1 K D2: D3: ' ABSTAIN 4/23/24 WITHDRAWN: i new beginnings. letter tomorrows. Policy and Procedure Approval Letter September 16, 2025 To: New Hope & Kids Hope Employees, Interns and Volunteers Re: Policies and Procedures Revisions The following New Hope policy has been revised: F2 Agency Security Policy The following Kids Hope policy has been revised: Policy 2 Child Safety and Protection These policies have been reviewed and approved, as signified by signatures below. 1 4 &0�-­7 �L-- r Cindy arter, Vice Chair Kevin Burg s, Member Ro one Chair Date POLICIES AND PROCEDURES Title: Agency Security Policy a� t.ewiwq=nsk heilt ichrxw.q�- POLICY #F2 Revision Date: 03/2010, 10/2018, 5/2021, 10/202419/2025 Policy: New Hope is committed to providing a safe, welcoming, and neutral environment for all clients, staff, volunteers, and community partners. Safety and protection are foundational to our services, whether they are delivered onsite, through mobile advocacy, or in collaboration with other agencies. The physical space and outreach services are maintained to ensure comfort, confidentiality, and security for adult survivors and their families. Procedures: Facility Standards: • New Hope will operate from facilities that are accessible, well -lit, climate -controlled, and compliant with ADA standards. • All areas will be maintained as clean, safe, and private spaces for meetings, advocacy, and support services. • The office will remain locked outside of regular business hours. During open hours, the entrance will remain secure, and visitors will be granted access by authorized staff. • Emergency evacuation maps will be visibly posted and exits will remain clear and accessible. Controlled Access and Monitoring: • All visitors must check in with the Administrative Specialist upon arrival. • Visitors will be supervised or monitored by staff during their time in the facility. • Staff will escort clients to and from meeting spaces to ensure privacy and safety. Private and Secure Meeting Spaces: • Designated private rooms are available for confidential discussions with clients. • when safety concerns arise, clients may be relocated within the facility to a secure room or alternate location. • Efforts will be made to separate clients from individuals known to pose a threat, including alleged offenders or abusers. Mobile Advocacy Safety Protocols: • Staff providing mobile advocacy services will plan meetings in public, well -lit locations when possible. • Visiting a client's home is discouraged if a known perpetrator resides there or may appear. • Staff conducting offsite visits will carry a charged cell phone and, when appropriate, arrange accompaniment by another team member. • Staff must inform a designated team member (e.g., Administrative Specialist, supervisor, or Director) of their expected location, time of visit, and estimated return time. Response to Threats or Aggressive Behavior: • Staff and volunteers will remain observant of all visitors and assess for signs of escalating or aggressive behavior. • In the event of a threatening situation, staff will follow de-escalation protocols: — Speak calmly and respectfully to defuse the situation — Attempt to redirect or politely ask the individual to leave Policy #F2-Agency Security Policy POLICIES AND PROCEDURES —Exit the room or building if safety is at risk —Notify another staff member for assistance —Contact law enforcement (9-1 - 1) if necessary • Documentation of the incident will be completed following the occurrence. Additional Safety Procedure — Emergency Evacuation Protocol: • In the event of fire, natural disaster, or the presence of a threatening individual, staff will initiate this safety procedure: • All staff will be notified through an internal system (e.g., intercom, phone alert, or code word) and, if necessary, law enforcement will be contacted. • Clients and staff will be calmly directed to designated exits or safe areas, avoiding direct contact with any potential threat. Staff will ensure that all individuals are accounted for and, if required, relocated to a secure offsite location. • Re-entry will only occur after the facility has been cleared and secured by law enforcement or a designated authority. • All staff will receive training on emergency procedures during onboarding and annual safety refreshers. Policy M-Agency Security Policy 2 Policy 2: CHILD SAFETY AND PROTECTION Polly: Kids Hope Children's Advocacy Center is maintained as a welcoming, neutral and safe place for children and their non -offending caregivers and/or family members. Procedures: • Kids Hope will rent/lease and/or buy a building or buildings that have adequate heating, lighting and ventilation. • Kids Hope will maintain an entrance and exit that are ADA Compliant and is physically accessible to clients with special needs. • The facility is maintained as a clean, comfortable space in which forensic interviews, medical evaluations, referrals for other services, and meetings can take place. • The facility is locked for security and safety. Key -fob access is given to authorized staff. The front door is unlocked when expecting families for scheduled appointments and then locked after arrival. • In performing the duties of the CAC, KHCAC ensures separation of victims and alleged offenders. • Private meeting spaces are available to ensure confidential discussions among investigation team members and families. Live observation of forensic interviews is available to MDT members. • All visitors to the facility are supervised or observed by a staff person. • The facility decorations and toys reflect the cultural diversity and developmental levels of CAC clients. • All facility areas are safe and sanitized, including available private toilet facilities. • Emergency evacuation maps are posted in case of emergency. Additional Safety Procedure — Evacuation in the Event of Emergency: • In the event of a fire, natural disaster, other emergency, or if an alleged abuser enters or is seen approaching the property and evacuation is required, staff will immediately initiate the appropriate emergency response procedures. • This includes immediately notifying all staff via internal communication (e.g., intercom, text alert, or code word system) and contacting 9-1-1 or law enforcement if needed. • Staff will calmly guide children and non -offending caregivers to designated safe rooms or exits using pre -established evacuation routes that do not require passing near the individual in question. • Staff will ensure all clients are accounted for and moved to a secure offsite location if necessary, as indicated in the emergency action plan. • Re-entry into the facility is only permitted after clearance is given by law enforcement or designated personnel and the premises and the facility has been secured. • All staff will receive training on this procedure during onboarding and annual safety refreshers to ensure readiness in emergency scenarios.