DELAWARE DEPAREMENT OF CORRECTION



DELAWARE DEPARTMENT OF CORRECTION

EXECUTIVE COMMITTEE MEETING

November 3, 2009

Administration Building Conference Room 300

MINUTES

Committee Members Present: Carl Danberg, Commissioner; Tom Carroll, Deputy Commissioner; Ed Synoski, Deputy Principal Assistant, Management Services; John Painter, Chief Media Relations; Debbie Lindell, Chief Information Officer; Janet Durkee, Deputy H.R. Director; Kim Wheatley, Chief Bureau of Management Services; Karl Hines, Chief Bureau of Community Corrections; Ron Drake, IA Director; Debbi Craig, Planner V; Roy Lawler, Diversity Program Coordinator; Kate Bailey, Deputy Principal Assistant to the Commissioner; Joe Dudlek, Chief of Inspections; Jim Welch, Chief Bureau of Health Services; Kathy Mickle-Askin, Director of Training; Dan Cox, Director, Emergency Preparedness; Gail Stallings-Minor, Chief Community Relations

GUEST:

Dr. Kramer

Len Becker

CALL TO ORDER

Commissioner Danberg called the meeting to order at 9:04 a.m.

• November 19th is DOC’s Public Hearing @ 1:30

• State budget continues to be dire.

• Request that everyone keep monitoring purchase orders, keep a close eye. Everyone has been doing a good job so far.

BUREAU REPORTS

Bureau of Management Services: Bureau Chief Kim Wheatley:

Bureau-wide:

• Submitted draft status sheet policy to Debbi Craig for processing.

• DOC’s Public Hearing for the FY11 Budget Request is November 19th.

• We are in the process of reviewing existing epilogue language; our submission of any additions, deletions and/or changes is due to OMB next week.

Business Office:

• First State Financials training will begin April 2010; the system is still planned for July 2010. The Business Office is coordinating the list of DOC employees to be trained.

• OMB is reviewing our submission for Opportunity Buys, we have rec’d some preliminary positive feedback.

• Worked with HR to resolve the chargeback issue for cadets being placed in vacant positions.

Food Service:

• Currently 12 vacancies = 15% rate. We have 1 in class graduating 12/4 and 3 cleared for class beginning 1/6.

• Implemented a reduced calorie menu at BWCI effective 10/26 – increases vegetables by 2 ounces and reduce starches by 2 ounces.

Central Records:

• Rebecca has reconfigured teams and caseload breakdown to ensure our teams are evenly balanced with senior and new staff.

• Phone tracking system has been put in place; IT is working with vendor to be able to access more detailed information. At this point the system gives us good information on call volume.

• We currently have 3 positions that are being posted and/or have been posted: IRM, Supervisor and Specialist.

Maintenance:

• JTVCC T-Building Connector- A meeting was held with DFM, the Engineer, Dave Pierce, and Jerry to discuss the schedule of this project. As it stands, it does not look like the Contractor will meet the schedule for having permanent heat at the end of November. We agreed to hold to the schedule of having the inmates return to the building in the first week of December and require the Contractor to provide temporary heat/hot water until the permanent installation is complete.

• SCI Medical Expansion- The demolition required for the expansion has been completed. Also the fence has been installed and the footer poured.

• HRYCI HVAC upgrades are in their final stages after more than two years of work.

IT-Deb Lindell:

• Automated Sentence Calculation – Kickoff meetings was held with Central Records on 10/22. Meetings are scheduled next week at HRYCI, SCI, SCCC, NCCC, and KCCC.

• Classification – Work is still underway. Transition plan on-screen is being finalized.

• Inmate Telephone Systems RFP – Eight bids were received. A team from DOC, DSCYF and DTI are reviewing and scoring the bids. This effort is due November 6th. New contract will start January 1st, 2010. Revenues received from inmate telephone contracts go to the General Fund and do not go to DOC. There are no costs associated with this contract for DOC, and it is managed by DTI. DOC is, however, the primary user of this contract.

• Medical – IT is working with BCHS to review their upcoming services RFP. Several efforts are underway to look for solutions to our need for an EMR system.

• PREA – User testing will be held tomorrow and Thursday. A team has been assembled by Debbi Craig to conduct the testing.

• Records – The Call Reporting system has been delivered and installed. We are working with the vendor to understand the options available, and make sure it is sufficient for our statistical needs.

• VRF Implementation – Today at noon, DOC will enter into its own protected network “space”. Other CJ agencies have already been completed, and any fallout was quickly remedied by DTI, so we expect a quick, smooth transition.

Other items of note:

• Host Entry – A team from IT, Central Records and several groups in BCCC came together on 10/22 with the goal of reducing the role of Central Records in the process of determining the suitability of potential offender hosts. A proposed revision of the process has been developed to that end and will be circulated among the impacted parties for review and final agreement.

• IT Consolidation – The IRM Council will meet later this week to get an update on the IT consolidation effort. Specific talking points will be: What Services are “In”, and what’s not; Personnel, Pay Scale and Merit Status; and Business Process Changes.

• Sex Offender Monitoring - IT is working with Probation and Parole as they implement a system (IPPC) to monitor the computer usage by sex offenders under supervision, most recently to identify staff members in order to provide them access to internet sites currently blocked by the State's internet filters.

Bureau of Community Corrections: Bureau Chief Karl Hines:

• Sussex Community Correction has several functions underway: finishing up crops, cutting firewood and working on the venison processing.

• P&P vacancies are becoming a concern with day-to-day operations.

• Re-entry I-Adapt meetings continue. Working on complying a list of offenders that qualify.

• Caseloads increasing in Sussex County.

• Partnering with Delaware State University, 4 students will be working with Kent County being trained in interviewing, etc.

Bureau of Health Services: Bureau Chief Jim Welch:

• Medical Monitors were at BWCI last week.

• Medical experts will be at JTVCC the week of November 16th, exit interview is scheduled for November 20th.

• New menu of calorie counting started at BWCI. BWCI is being used as the pilot program.

• Medical RFP will be going out in the next couple of weeks.

• Flu: no increase at the institution at this time. We continue to give the flu shots out to DOC staff and inmates.

• H1N1: we have not received the H1N1 vaccine. We asked for 900 but will probably only receive 600. Upon receipt of the vaccine we have 48 hours to distribute the shots. Vaccine will be given using the following criteria: pregnant offenders/staff, 18 year old inmates, and transportation staff, booking & receiving staff, medical staff/vendor.

• Hand wash stations are being replenished regularly.

Bureau of Prisons: Deputy Commissioner Tom Carroll:

• Increase in the number of detentioners, up over 27%.

• Bureau Chief Rick Kearney’s retirement dinner is scheduled for Friday, December 4th.

• Council on Correction met last week, it was a good meeting. There were 5 COC members in attendance. Next meeting is scheduled for January 26, 2010, at which time BC Hines will give a briefing on Re-entry.

Rich Seifert: No

Joe Dudlek:

• All inspections are done.

Deb Craig:

• My office has moved, I am now located in room 125.

• Policy Review Group continues working on Chapters 8 & 9.

Kate Bailey:

▪ Working on Annual Report, it’s coming along.

▪ Moving along with pictures and working with Brenda.

Roy Lawler:

• Setting up time to talk to the Bureau Chiefs about some diversity initiatives and affirmative action plan.

• Affirmative Action Report is being placed on the website. Copies of the Affirmative Action Report will be sent to the Bureau Chiefs.

Dan Cox:

• Command Level Class training was the originally scheduled for a 4-days to be taught at HRYCI.  Their training room doesn’t have enough break-out space for that class.  It was rescheduled for Nov.30, Dec. 2 & 3, & Dec. 7 at the NCC Public Safety Building.

• Each of the four CNTs train 8 hours per month.  Recently they have begun to combine training.  Vaughn has been the impetus for this, training with HRYCI & BWCI.

• The combined (JTVCC & BWCI) exercise called “Girls Gone Wild” was held on 27 October

Janet Durkee:

• Had negotiation with Unit 11 last week, next meeting is scheduled for November 9th.

Ron Drake:

• Working on backgrounds, have about 330.

John Painter:

• Request from News Journal to visit various facilities to highlight positive changes made under the MOA.

Kathy Mickle-Askin:

• CEIT Class 184 graduates on December 4th.

• CEIT review is scheduled for tomorrow, meeting bi-weekly.

• BOTC Class starts Nov 16th.

• Meeting with Vinnie later today to discuss 2010 Suicide prevention training.

• Approximately 600 people have taken the PREA training.

• Looking into Spanish instructions via Rosetta Stone. Massachusetts Correctional System uses this system; I have been in contact with them.

Jeanette Christian:

• Employee Recognitions, State and Department wide:

❖ Still having the Delaware Excellence award, nominations forms have been sent out.

❖ Perfect attendance has been suspended.

❖ DOC will have awards ceremony in the Admin Bldg same as last year. Certificates only.

❖ Encourage each institution to develop their institutional certificate.

Gail Stallings-Minor:

• The Halloween party at the Pal Center in Wilmington was well received. Approximately 500 people attended the function.

Ed Synoski: No

Motion to approve October minutes as written Tom, 2nd Jim.

Motion to adjourn unanimously approved 10:14 a.m.

The next Executive meeting will be held on Tuesday, December 1, 2009, 9 a.m., conference room 300.

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