Chapter I

Administration & Management

Policy #:

S112

References:

103 CMR 924.16 (4); 973.03; 974.04

28 CFR 115.13

ACI: 3-4018; 4177; 4179; 4188; 4196;

4199; 4200; 4204; 4207; 4304; 4305;

4310; 4401

3-ALDF- 1A-17; 3A-11; 13; 22; 32; 3B-

01; 02; 09; 4C-13; 4D-01; 5A-13

General Administration

Facility Inspections

Date of Issue:

January 1, 2000

Approved:

Steven W. Tompkins, Sheriff

Effective:

March 2015

Purpose

To ensure that the Department complies with local, state and federal standards through the implementation of comprehensive inspections of Department-wide operations.

Policy Statements

I. The Department will provide for the systematic inspection of its facilities and programs to ensure ongoing compliance with local, state, and federal codes, ordinances, regulations and statutes applicable to county correctional facilities.

II. The Superintendent shall designate and assign personnel to conduct scheduled and unannounced inspections of all phases and aspects of facility operations.

III. The Assistant Superintendent of Operations (AS/OPS) or his designee shall coordinate and facilitate the survey and inspection of Department facilities conducted by an external agency or organization, including, but not limited to:

Boston Fire Department (BFD) Department of Occupational Safety (DOS) Department of Corrections (DOC) National Commission on Corrections Health Care Department of Public Health (DPH)

Procedures

I. Environmental, Fire Safety, and Security Inspections

A. Daily Inspections

1. In accordance with housing unit inspection procedures, supervisors and line staff

(custodial and program) are responsible for inspecting all living and activity areas within their area of supervision throughout their assigned shift. Any deficiency noted shall be addressed during their tour of duty, or reported through established channels of communication.

2. Shift Commanders, Building Supervisors (HOC) and duty officers on all shifts shall conduct and document unannounced rounds to identify and deter sexual abuse/harassment by staff. Staff members are prohibited from alerting other staff members that such rounds are occurring unless such announcement is required by operational procedures.

3. Division supervisors are responsible for inspecting all areas within their area of supervision at least daily. Any deficiency noted shall be addressed during their tour of duty, or reported through established channels of communication.

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4. In accordance with housing unit inspection procedures, unit officers are responsible for inspecting all areas, including cells/rooms, dayrooms, common areas, service areas, program areas, dining areas, recreation areas, etc. during their assigned shift.

Any deficiency noted shall be addressed during their tour of duty and reported to their immediate supervisor.

5. Kitchen personnel are to conduct and document daily inspection of food storage ensuring proper refrigerator and freezer temperatures, water temperatures and sanitary conditions are maintained in accordance with the standards set forth in S760, Food Services.

6. Whenever a deficiency poses a risk to the health or safety of staff or inmate, the reporting staff member and/or supervisor must take immediate corrective action.

7. Routine maintenance problems are to be reported through established procedures.

B. Weekly

1. The chief security officer or qualified designee shall visit all living and activity units within the facility at least weekly, and initiate corrective action as needed.

a) Any security devices that are found in disrepair or non-operational must be highlighted and reported for emergency repair.

b) Devices which cannot be repaired within seven (7) days are to be identified in writing to the AS/OPS by the Shift Commander.

c) The AS/OPS is to monitor the progress in repairing each device and ensure that temporary security measures have been instituted to compensate for the failed component.

2. Staff qualified by training and experience are to conduct weekly sanitation inspections of all areas of the facility, including dining and food preparation areas and equipment.

3. The Superintendent and/or AS/OPS are to routinely visit living and activity areas at least weekly to observe living conditions, monitor programs, and make general observations regarding the safety, sanitation and security of the facilities.

C. Monthly

1. In accordance with S750, Environmental Health, Safety & Hygiene, the Environmental Health Safety officer shall conduct a comprehensive monthly inspection of the Jail and House of Correction drawing upon the Department’s policies, procedures and post orders as well as:

a) 105 CMR 451.00: Minimum Health and Sanitation Standards and Inspection

Procedures for Correctional Facilities (Department of Public Health).

b) 105 CMR 590.00-595.00: Minimum Sanitation Standards for Food

Establishments State Sanitary Code, Article X (Department of Public Health).

c) 103 CMR 900: Standards for County Correctional Facilities (Department of

Correction).

2. The inspector’s findings are to be reported in writing to the Superintendent who shall take immediate corrective action and/or formulate a detailed plan of action.

D. Fire Safety Inspections Weekly, monthly and annual fire safety inspections of all areas of the facility and the periodic testing of fire detection, smoke evacuation and suppression equipment will be conducted in accordance with the requirements in S568, Fire Protection, Detection and Suppression.

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E. Armory

The ADS/Training or a designated “armorer” shall undertake a monthly inspection and inventory reconciliation of the weapons maintained at each facility in accordance with the provisions of S508, Firearms.

II. Outside Agencies

The Superintendent will assign staff person(s) to accompany and provide escort to outside agency representative(s) during inspections, to ensure that all areas of the facility are accessible for inspection, and that all records and documentation requested are available for inspection upon request.

A. Department of Corrections

In accordance with 103 CMR 900.00, Standards for County Correctional Facilities, the Massachusetts Department of Correction will conduct a semi-annual inspection measuring approximately 25% of the applicable standards within each facility.

B. Department of Public Health

In accordance with 105 CMR 451.00, Minimum Health and Sanitation Standards and Inspection Procedures for Correctional Facilities, and 105 CMR 590.00, State Sanitary Code for Food Establishments (Article X), the Massachusetts Department of Public Health will normally conduct an annual inspection of the living areas and the kitchen, serving and food storage areas.

C. Boston Fire Department

In accordance with S568, Fire Protection, Detection and Suppression, the Jail and House of Correction shall be inspected by the Boston Fire Department on an annual basis.

D. National Commission on Corrections Health Care (NCCHC)

1. The Health Services Administrator (HSA) is to assume the lead role in directing, supervising and coordinating all aspects of health service delivery consistent with the standards established by the NCCHC and all other regulatory agencies including the ACA, the Department of Public Health and the Department of Corrections.

2. The HSA is to develop and periodically revise health services policies, procedures and practices consistent with these standards and the operational needs of the Division. Proposed changes affecting medical, psychiatric and dental practice must be approved by the Medical Director as the authority having responsibility.

III. Corrective Action

A. Formulation and Implementation

1. Upon receipt of every inspection report the AS/OPS is to immediately copy and distribute the report to the Superintendent and division managers for corrective action.

2. The Superintendent, in collaboration with the ADS/OPS, will direct the development and implementation of a plan of action, complete with time frame(s) for implementation and person(s) responsible who responds to each deficiency contained in such report. The corrective action plan is to be completed and

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3. The ADS/OPS is to monitor the implementation of the corrective action plan until all deficiencies have been successfully corrected.