RANDOLPH COUNTY SHERIFF'S OFFICE

1.8.1 Purpose

To establish standardized procedures for the maintenance, sanitation, inspection, and repair of the Randolph County Detention Center in order to ensure a safe, secure, and sanitary environment for detainees, staff, and visitors, while protecting the facility and equipment as a public investment.

1.8.2 Policy

It is the policy of the Randolph County Detention Center to maintain the facility, grounds, and equipment in a clean, safe, secure, and operational condition at all times. The detention center shall be maintained in a responsible and proactive manner to ensure proper utilization of the facility and to protect the financial investment of the taxpayers of Randolph County.

1.8.3 Procedures

A. Daily Cleaning and Sanitation

1. The detention center shall be cleaned daily in accordance with schedules established by the Administrator.

2. Cleaning responsibilities may be assigned to staff and/or detainee workers under supervision.

3. All housing units, common areas, intake areas, control rooms, kitchens, medical areas, and administrative spaces shall be maintained in a sanitary condition.

B. Inspection Responsibilities

1. The Shift Supervisor shall conduct and document inspections of the detention center during each shift.

2. Inspections shall include, at a minimum:

2. • Cleanliness and sanitation

2. • Safety hazards

2. • Equipment functionality

2. • Structural integrity concerns

3. Any area failing to meet established cleanliness or safety standards shall be immediately addressed and re-cleaned or corrected until compliance is achieved.

C. Staff Responsibility for Maintenance Awareness

1. All detention center staff members shall remain vigilant in identifying:

1. • Facility damage

1. • Equipment malfunctions

1. • Safety hazards

1. • Sanitation concerns

2. Any identified issue shall be reported immediately to the Shift Supervisor.

3. Staff shall take reasonable immediate action to mitigate hazards when safe to do so.

D. Maintenance Reporting and Work Orders

1. The Shift Supervisor shall ensure that all maintenance issues are:

1. • Documented

1. • Reported through the established maintenance request or work order system

2. Emergency maintenance issues affecting safety or security shall be addressed immediately.

3. Non-emergency maintenance shall be prioritized and scheduled accordingly.

E. Maintenance Personnel and Responsibilities

1. The Administrator shall ensure that qualified maintenance personnel are assigned or contracted to:

1. • Perform routine and preventive maintenance

1. • Conduct inspections of critical systems (e.g., locks, security systems, plumbing, HVAC, electrical)

1. • Complete necessary repairs in a timely manner

2. Preventive maintenance schedules shall be established and maintained to reduce equipment failure and extend facility life.

F. Emergency Repairs

1. The Shift Supervisor is authorized to contact maintenance personnel for repairs necessary for the safe and secure daily operation of the detention center in the absence of the Administrator.

2. In emergency situations, outside contractors may be utilized in accordance with agency procedures.

3. All emergency repairs shall be:

3. • Documented via incident report

3. • Forwarded to the Administrator for review

G. Documentation and Recordkeeping

1. Records shall be maintained for:

1. • Inspections

1. • Cleaning schedules

1. • Maintenance requests and work orders

1. • Completed repairs

2. Documentation shall be reviewed periodically by the Administrator to ensure compliance and identify recurring issues.

H. Safety and Compliance

1. All maintenance and cleaning activities shall comply with applicable safety standards, health regulations, and fire codes.

2. Hazardous materials shall be stored, handled, and disposed of in accordance with established guidelines.

3. Equipment used for maintenance and cleaning shall be properly maintained and secured when not in use.

1.8.4 Responsibility

• Administrator: Overall oversight of facility maintenance, staffing, and compliance.

• Maintenance Personnel: Execution of preventive and corrective maintenance.

• Shift Supervisors: Inspection, reporting, and immediate response to maintenance issues.

• All Staff: Continuous observation and reporting of maintenance and sanitation concerns.

1.8.5 Review

This policy shall be reviewed annually and updated as necessary to ensure compliance with applicable laws, standards, and best practices.