Rutherford County board approves five juvenile detention SOP updates, asks staff to define "misuse" of education sites

Rutherford County Juvenile Detention Board members on Monday, Jan. 13, 2025, approved five separate amendments to the juvenile detention center's standard operating procedures (SOPs), accepted a state approval letter for the facility and directed staff to produce a clear definition of "misuse" of internet/educational access for detainees.

The changes, each adopted by roll-call vote, add federal language to the mission statement, update uniform and equipment procedures, align communicable disease guidance with updated Centers for Disease Control recommendations, codify sick-call handling for detainees returning from emergency care and set a four-hour daily minimum for on-site education. Board members said the amendments are intended to clarify operations and align the facility with minimum standards.

Miss Duke, the detention center staff member who presented the items, told the board the Department of Children’s Services approval letter dated in November had been backdated after a short delay while state and federal reviewers clarified personnel-record release issues. "They backdated it to November. They got the information that they needed and so this is just to let y'all know that, although the state doesn't license juvenile detention facilities, they have approved us to continue operations," Miss Duke said.

The board voted on each SOP amendment separately. The motions, as recorded in the meeting, and roll-call results were:

- Chapter 1, Section 1: Add wording referencing federal PRIA "zero tolerance" standards and update the organizational flowchart (title/life-skills coordinator change). Motion: "To add language in chapter 1, section 1, federal PRIA 0 tolerance standards... as presented" (page references given in the packet as page 5/179). Mover: Judge Steve Daniels (as noted when making the procedural motion); second: not specified. Roll call: unanimous "yes" by the board members present (Rick Hall; Superintendent William Coates; Dr. Anita Herring; Dr. Michael McDonald; Claire Maxwell; Judge Steve Daniels; Mayor Joe Carr). Outcome: approved.

- Chapter 3, Section 5 (uniforms), pages 43–44: New language requiring staff to secure department-issued items (duty belt, ID card, computer token, badge, OC spray, handcuffs, etc.) after clocking out and specifying exchange/destruction procedures for damaged/unusable items. Motion: approve pages 43–44 with yellow highlighted changes. Mover: Judge Steve Daniels (motion language recorded); second: not specified. Roll call: unanimous "yes" by the same members listed above. Outcome: approved.

- Chapter 3, Section 18 (communicable disease and biohazards), pages 63–64: Update effective date to January 2025 and incorporate CDC isolation guidance for COVID-19 (aligning COVID guidance with flu/RSV guidance; return-to-activity criteria based on 24 hours of improving symptoms and fever-free without medication). Motion: approve pages 63–64 as amended. Second: recorded. Roll call: unanimous "yes." Outcome: approved.

- Chapter 6, Section 4 (sick call), page 103: Update effective date to January 2025 and add a procedure to place detainees on sick call following return from emergency-room visits. Motion: approve page 103 with highlighted amendments. Second: recorded. Roll call: unanimous "yes." Outcome: approved.

- Chapter 7, Section 7 (basic education services), page 121: Raise the documented minimum education time to four hours per weekday (the center reported it has already been providing four hours) and add documentation requirements for incidents such as unauthorized site access; the board discussed adding a consistent definition of "misuse." Motion: approve page 121 with highlighted amendments. Second: recorded. Roll call: unanimous "yes." Outcome: approved.

During discussion of the education policy, board members pressed for consistent staff guidance on what constitutes "misuse" of internet access during educational time. Miss Duke said the intent is that "they should only be accessing the specific educational sites," and she proposed working with supervisory staff to draft a formal definition. The chair of the meeting confirmed the board's expectation that Miss Duke will return with a proposed definition of "misuse" for the board's review.

The board also received and accepted routine reports: a staffing/open-positions update; a data report on currently detained youth (the presenter reported 14 youth in custody that morning: 2 from Gibson County, 3 from Madison County, 8 from Rutherford County and 1 from Sumner County); and the center's education-services report, which included reference to continued services for students with individualized education programs (IEPs). Those reports were accepted by unanimous consent.

Board members said the SOP language changes are largely "clean-up" edits and date updates, but several members emphasized the need for consistent staff training and written definitions to avoid uneven application of rules. The board did not change penalties or introduce new disciplinary policy during the vote; the amendments primarily add language for clarity, align dates to 2025 and specify administrative procedures.

The meeting adjourned after other business was called and no additional items were raised.

Ending: The board's unanimous approval moves the SOP amendments into effect as amended; the board directed staff to return with a clear, written definition of "misuse" of educational/internet resources and with any proposed implementation steps or training plans for staff.