oregon youth authority newsletter - june 2016.pdf · oregon youth authority the latest news on...

Oregon Youth Authority

The latest news on Hillcrest and MacLaren facilities

Consolidation Update

June 2016

1

Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYA Net site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx

General News• Carolyn Gage has joined the consolidation project

to help with scheduling, organizing workgroups, and answering questions. You likely will see her on your campus soon, if you haven’t already.

• Groundbreaking date change: An event at MacLaren to celebrate the new housing units and renovation of Grover Cottage has been moved to June 30, 2016, from 1 to 2:30 p.m. This event is a ceremony geared toward external stakeholders. We will plan future events for staff to celebrate and view the new buildings.

• Hillcrest and MacLaren team event: We’re in the process of planning a fun event for staff and their families from both facilities to meet and get to know each other. Do you have ideas for activities? Contact Nichole Kisor or Recreation Coordinator Rod Martin.

Hot Topics this MonthBuilding Naming - Initial ideas for renaming buildings

Staffing Pages 2-3- Final administrative structure- Date for combining facilities for bidding purposes

Youth Services and Programming Page 4- Update on unit composition and youth level system

Internal Move Planning Page 5- Tentative unit move dates

Medical Clinic Planning Page 6- MacLaren clinic temporarily relocates

• A group comprised of staff from both campuses brainstormed options for renaming campus buildings (not programs), based on criteria approved by the Consolidation Oversight workgroup.

• They developed a theme that gives all the buildings names that follow an alphabetical order, starting at the Administration Building (A) and then moving around the campus, to make the buildings easier to find. To see the lettering theme, view this map.

• The workgroup came up with ideas and gathered input from more than 80 people on both campus-es for names for each letter that fit the Oversight Group’s criteria — see this list for their ideas. If you have additional ideas that fit the criteria, talk with one of your campus naming representatives.

Building Naming

April 27–June 3

May 18

June 3–15

June 3–July 1

Naming Milestones

Focus group meetings held and input sought from staff and youth.

Consolidation Oversight approval of draft theme and current names on list.

Final recommendations drafted and next steps developed.

Recommendations approved by Naming Oversight and Consolidation Oversight.

http://www.oregon.gov/oya/pages/10YearPlan.aspx

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Building%20Name%20Options%20Round%202.pdf

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Building%20Name%20Options.pdf




2


Staffing

Key Developments

• The Consolidation Oversight Committee and OYA Cabinet approved in May the staffing schedules for Campus Services (includes Security and Transport) and Food Services, as well as the administrative structure for the entire campus.

• Staffing schedules for the Medical Clinic, Physi-cal Plant Operations, Office Specialist Support/Records, and Office Coordinators are still TBD. We expect to finalize these areas by the end of June.

• We currently are meeting with the affected service areas to share more specific info about the sched-ules and timeline.

All Departments

• Labor and management jointly selected Oct. 1, 2016, as the date that Hillcrest and MacLaren will become one facility for bidding purposes.

• Staff on both campuses will be able to use seniority to bid on positions that become available on either campus.

• This will ensure we have trained staff on both cam-puses throughout the move and will help us build our new community. We will begin to see more blending of teams as people use their seniority to take shifts on one of the other campuses.

• A combined seniority list will be available July 1, 2016.

Management/Leadership Team

• The organizational structure is finalized and can be viewed on OYA Net, or on page 7 of this newsletter.

• Dan Berger will be the superintendent. Movement of current managers into the remaining positions that directly report to the superintendent will be made in July and August.

• Unit Leadership: Historically on both campuses, the organizational and program director structure has had directors supervising several living units as well as several functional areas. We recognized the difficulties this sometimes raises for manag-ers, so after several proposed iterations of the organizational structure, we settled on one that has program directors supervising living units or functional areas, but not both. This will allow the two living unit program directors to really focus on unit leadership.

• Treatment and Youth Services: This service area will be organized to manage and oversee all of the treatment and youth enrichment activities on cam-pus. This will help provide better coordination and structure for all activities that engage youth. One major change is moving the Intervention Unit (IU) out of Security and into Treatment Services, part of OYA’s overall work to improve policies and practices regarding isolation.

• Admin Services: This area of the organizational structure consists of all the other services that support youth and staff on campus. To see a list of all functions included in this area, check out the organizational chart on page 7 of this newsletter.

• Operations: Previously known as Campus Security or Campus Support Services, the exact name of this area is still TBD. It will include all of the support functions that keep our community safe.

ο IU will be managed by Treatment Services on the consolidated campus.

ο MacLaren’s PBX/Switchboard, which han-dles LEDS duties statewide, will move out of Campus Services and into the Administrative Services area on the consolidated campus. See the organizational chart on the last page of this newsletter to find all of the functions under Administrative Services.

(Continued on next page)


http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Administrative%20Structure%20Org%20Chart.pdf

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Administrative%20Structure%20Org%20Chart.pdf




3


Staffing Milestones

Finalize staffing for the Medical Clinic, Physical Plant Operations, Office Specialist Support/Records, and Office Coordinators.

Post combined seniority list for both facilities on OYA Net.

Continue to seek input from staff and develop a plan for the best way to move from the current to the future state.

Work unit re-bids occur as needed.

Both facilities become one for bidding purposes.

Begin close monitoring of staffing levels.

Begin moving to new structure wherever possible.

Begin one-on-one discussions with Hillcrest staff about moving. Develop contingency plans to backfill staff who indicate they are not making the move.

July 1

Summer 2016

September 2016

Oct. 1, 2016

Fall 2016

Staffing (continued)

ο As a result of the significant changes made to Operations schedules, staff in this area will rebid into positions within the consolidated work schedule. More details will be shared at your department meetings.

Food Services

• Staffing was determined based on the need to accommodate on-unit dining and an expected in-crease in services provided to youth by this service area.

• As a result of the significant changes made to Food Services schedules, staff in this area will rebid into positions within the consolidated work schedule. More details will be shared at your work unit meetings.

Unit/Cottage Staff

• Upon initial review, it is likely we will keep current staffing schedules. As we make our way through planning for visitation and other logistics on cam-pus, we may need to revisit this decision to ensure we have staff at key times.

• Cottages will be moving as intact teams, as we committed to you when we first began planning.

Art WorkgroupPortland artist Blaine Fontana (center) has been working with youth and staff in the art workgroup to create ideas for art in the new living units on the MacLaren campus.

Youth Adam R. is documenting the process through photos, like this one.





4


This group currently is sequencing the planning work that needs to occur within this area. A workgroup will convene soon to discuss the high-level plan for locating key activities on campus and determining who is respon-sible for managing and organizing the operations.

Unit Composition

We are planning to keep this the same for the purposes of the consolidation. However, we are making a push across all facilities toward a PHD community. What that looks like and how staff will engage with youth in mean-ingful ways around change is yet to come, and eventu-ally will impact unit composition over time. You all will have a part in helping determine what that looks like as we work toward strong unit identities focused on youth development.

Knowing that we’re keeping the unit composition the same allowed us to determine where units will be placed on the consolidated campus, and also to draft a tentative move timeline for planning purposes — see it here.

Youth Level System

We are revising and standardizing the youth level/privi-lege system for the consolidated campus, which will be built off the work done for the intake units in 2015.

• Currently, units across both campuses have different level/tag systems. Some staff are worried this will cause conflicts between youth when we are on one campus. It also is difficult for staff and youth to man-age the differences.

• We are working to provide a normalized environ-ment where youth develop skills and are motivated through attachment, engagement, and belonging.

• Developing safe, respectful behavior always has been the goal, as has been supporting youth through attachment, engagement, and belonging. Increased responsibility and natural consequences based on skill development and demonstration is most effec-tive in that effort.

• A level system workgroup (see the list of participants here) will have its first meeting June 17 to continue the discussion around this topic.

Youth Services and Programming


http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/MacLaren%20Campus%20Layout%20with%20Bldg%20Letters%20and%20Move%20Dates.pdf

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Workgroup%20Attendees%20List%2006.02.16.pdf

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/Workgroup%20Attendees%20List%2006.02.16.pdf




5


Internal Move Planning

McBride staff and youth at MacLaren moved into Hall Cottage May 11. The unit was not quite ready for occupancy at the time, but the teams pulled together and made it work. All other planning steps appear to have gone well, including the JJIS and HR movement.

Prepping the MacLaren Campus

We have developed a tentative move timeline for each cottage and a plan with the maintenance team to ensure that refurbishing work is complet-ed on time.

• With all the work required to prepare the campus for full occupancy, the maintenance team is being pulled in several directions.

• A youth work crew will provide the campus with additional support in preparing for full occupancy. This crew will help move units and programs, and undertake other miscellaneous projects around campus that do not require maintenance staff to complete.

Environmental Review of Refurbished Unit

We are pulling together the treatment managers from both campuses, who will be in the front cam-pus units, to review the following items now that one cottage has been completed:

• Accent colors• TV location• Floor options: keep some carpet, or go with all

laminate?• Opportunities for lockable cabinets at the

hearth• Enhanced lighting in the gated outdoor areas

attached to the cottages• Location of youth information/communication

boards• Location of staff lockers

View of Hall Cottage

MacLaren staff say youth are taking pride in the refurbished space at Hall, as evidenced by this sign the youth made. See more photos of Hall Cottage:https://flic.kr/s/aHskuTNFbk

Tentative Unit Move Dates

See this campus map for a visual representation of where cottages will move on the MacLaren campus. All of these dates are tentative and subject to change.

McBride (H) moved to Hall (E)

Smith (C) moves to McKay (D)

Dunbar (F) moves to Smith (C)

Kincaid (G) moves to Grover (J)

Gamma moves to Kincaid (G)

Sigma moves to Dunbar (F)

Epsilon moves to new unit (P)

SITP moves to new unit (N)

The U moves to new unit (O)

Alpha moves to new unit (K)

Delta moves to new unit (L)

Omega moves to McBride (H)

Zeta moves to new unit (M)

May 11, 2016

August 2016

October 2016

December 2016

May 2017

June 2017



https://flic.kr/s/aHskuTNFbk





6


• The MacLaren Medical Clinic is preparing to relocate temporar-ily to the high school. The group will begin moving the week of June 6. We expect them to be operational in the school as of June 13, 2016.

• Staffing schedules for the clinic are still TBD. We expect to final-ize this by the end of June.

Medical Clinic Planning and MacLaren Clinic Relocation

June 2016

May 2017

Clinic Milestones

Relocate MacLaren clinic to the high school so construc-tion can begin.

Finalize staffing schedules.

Clinic remodel expected to be complete.

Campus Event PlanningThis group has met several times and is making great progress. Deliverables will include:• A process map for event

planning on the consolidated campus, from event initiation to post-event review.

• An event request form.• Event planning protocols,

including a timeline and con-flict resolution expectations.

• A central list with storage locations for all event-related equipment on campus.

Space Planning

Work is underway to ensure all spaces on the consolidated cam-pus are ready for youth and staff. This includes a careful review of:

• Office space needs and locations.

• Programming spaces for youth on both sides of campus.

• Storage locations for youth property and staff equipment.

Kyle Burton, who manages the warehouse and supply functions at Hillcrest, is leading the effort to pre-pare the building for closeout, which includes:

• Review and inventory of all spaces on the Hillcrest campus.

• Surplus and disposal of property not in good enough condition to move.

• Movement to MacLaren of sup-plies and furniture not currently in use, so the move is gradual.

Hillcrest Building Closeout


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asca

de6.

____

____

7.__

____

__

(R)

1. R

iver

2. R

ogue

3.__

____

__4.

____

____

5.__

____

__6.

____

____

7.__

____

__

(B)

1. B

end

2. B

onsa

i3.

____

____

4.__

____

__5.

____

____

6.

____

____

7.__

____

__

(T)

1. T

imbe

rline

2. T

rout

3. T

rilliu

m4.

Tua

latin

5.__

____

__6.

____

____

7.__

____

__

(S)

1. S

antia

m2.

Sum

mit

3. S

equo

ia4.

Spr

uce

5. S

iusla

w6.

____

___

7.__

____

_

HOW

DID

WE

GET

HER

E?A

set o

f bas

e cr

iteria

was

pro

vide

d to

our

gro

up. T

he

crite

ria w

as:

Yes!

– P

leas

e th

ink

abou

t nam

es th

at a

re e

asy

to

pron

ounc

e an

d po

tent

ially

Ore

gon

them

ed.

No

– Pl

ease

don

’t su

bmit

any

reco

mm

enda

tions

that

in

clud

e pe

ople

’s na

mes

, abb

revi

atio

ns, l

ong

nam

es th

at

will

be

give

n ac

rony

ms,

fluf

fy te

rms,

cor

rect

ions

fe

elin

g, le

tter

s, n

umbe

rs, c

olor

s, o

r des

crib

es a

po

pula

tion

with

in th

e un

it.

Idea

s tha

t cam

e fo

rwar

d in

clud

ed m

ount

ains

, riv

ers,

la

kes,

com

mon

nat

ure

term

s an

d ge

ogra

phic

are

as in

O

rego

n.

Step

1 –

Bra

inst

orm

Step

2 –

Dig

ging

Dee

per

Step

3 –

How

doe

s it s

ound

?

Step

4 –

Nar

row

it d

own…

Wee

k of

May

2 -

Gro

up m

embe

rs g

athe

red

inpu

t fro

m

both

cam

puse

s. O

ver 8

1 re

spon

ses t

urne

d in

.

Wee

k of

May

9 -

Usin

g th

e in

put r

ecei

ved.

The

gro

up

deve

lope

d an

d na

rrow

ed d

own

the

choi

ces o

f diff

eren

t na

mes

. We

then

look

ed a

t the

cam

pus t

o se

e ho

w

nam

es c

ould

be

assi

gned

. Afte

r loo

king

at t

he c

ampu

s th

roug

h m

any

lens

es, w

e se

ttle

d on

org

anizi

ng n

ames

in

alp

habe

tical

ord

er.

Wee

k of

May

16

– Co

nsol

idat

ion

Ove

rsite

app

rove

d th

e th

eme

in w

hich

we

are

head

ed.

Wee

k of

May

23

– In

put g

athe

ring

roun

d 2

begi

ns.

Plea

se c

ircle

the

top

two

choi

ces

for e

ach

lett

er.

If yo

u ha

ve a

sug

gest

ion,

it m

ust m

eet t

he

follo

win

g cr

iteria

to m

ake

it on

the

list f

or

cons

ider

atio

n:

Yes!

– P

leas

e th

ink

abou

t nam

es th

at a

re e

asy

to

pron

ounc

e an

d po

tent

ially

Ore

gon

them

ed.

No

– Pl

ease

don

’t su

bmit

any

reco

mm

enda

tions

that

in

clud

e pe

ople

’s n

ames

, abb

revi

atio

ns, l

ong

nam

es

that

will

be

give

n ac

rony

ms,

fluf

fy te

rms,

cor

rect

ions

fe

elin

g, le

tter

s, n

umbe

rs, c

olor

s, o

r des

crib

es a

po

pula

tion

with

in th

e un

it.

Now

is th

e tim

e fo

r inp

ut!


Cons

olid

ation

Pro

ject

Pla

nnin

g In

foN

icho

le K

isor,

Proj

ect M

anag

er, 9

71-2

83-6

665

OYA

Net

site

: htt

p://

oyan

et.o

ya.s

tate

.or.u

s/Di

rect

orsO

ffice

/10Y

earP

lan/

Page

s/de

faul

t.asp

xPu

blic

site

: ww

w.o

rego

n.go

v/oy

a/pa

ges/

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arPl

an.a

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10

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l B

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#1

CS AreaIU


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