DELAWARE DEPAREMENT OF CORRECTION



DELAWARE DEPARTMENT OF CORRECTION

EXECUTIVE COMMITTEE MEETING

September 1, 2009

Administration Building Conference Room 300

MINUTES

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

GUEST:

Thomas Mealey

CALL TO ORDER

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

▪ Budget: continues to be challenging. DOC needs to tone down overtime. Not sure how the loss of sports betting revenue will affect DOC yet.

▪ Thank you to Bureau Chiefs for your efforts to review and keep spending minimal and for necessities.

▪ DOC proposal for section 25 (5 leave days) has been approved by OMB and forwarded to DOC employees.

▪ Recent press coverage regarding medical issues has been shared with the monitors also with the DOJ.

▪ The alleged beating is under investigation with Internal Affairs.

▪ Legislative contact: most of the time legislators will contact my office directly, however, from time to time they will contact the Bureau Chiefs directly. When that happens please make sure I am aware of the compliant, as well as, Lea Dulin, for tracking purposes.

▪ Requested an update on the percentage of DOC employees that have taken suicide training.

BUREAU REPORTS

Bureau of Prisons: Bureau Chief Rick Kearney:

▪ Counts are up. Tony Rendina has been working on transfers.

▪ Meeting with BMS on sentence calculations.

▪ Moss group will be at BWCI on September 9th to conduct leadership development sessions with staff and HRYCI next week to conduct a PREA management assessment.

▪ In the month of September the Moss group will also be doing Gender specific training for BWCI and WWRTC.

Bureau of Health Services: Bureau Chief Jim Welch:

▪ Monitors will be here two weeks this month.

▪ Meeting in Washington, DC with Monitors this week.

▪ Compliance report was submitted July 30th.

▪ Monitor report is due the end of September.

▪ Working with Deb Lindell on statewide committee for health information to received stimulus money for electronic records.

Bureau of Community Corrections: Bureau Chief Karl Hines:

▪ Warden Wesley and BC Hines met with the Moss group in regards to WWRTC, focus groups were held with the staff from the facility. The Moss Group will provide written comments on the focus group meetings and suggestions for moving forward.

▪ Elevator at BWCI: OMB has found the money for the elevator at BWCI.

▪ Re-entry continues to move forward.

▪ Working on two grants: Bryne and U of D. The Bryne would provide 10 additional Probation Officers and U of D would be for urine testing.

▪ Wendi Lucas Caple has been named Deputy Warden of Kent County Community Corrections (KCCC).

Bureau of Management Services: Bureau Chief Kim Wheatley:

Business Office:

• GAAP package was completed and submitted to the Division of Accounting

• Controller position is closed and we will be interviewing applicants over the next 2 weeks.

• E-pay: notices have gone out to staff reminding them that the pay on 8/28 is the last time they will receive a hard copy pay advice.

Support Services:

• Working with Business Office to offer consolidated training of Accounts Payable and Purchasing.

• Fleet manual was updated July 2009; new fleet rates were received in August but are retroactive to July 1st. Rates decreased.

Food Service:

• Announced Public Health Inspections from September 8-17.

• Ramandan: August 21st - September 23rd – breakfast before sunrise, no lunch, extended dinner at sunset – 843 offenders participating.

Central Records:

• Changes within Central Records: phone system and email boxes by court effective today; physical location of all COR staff the week of September 7th

• The backlog of good time credits for data entry has been eliminated

• Will be interviewing for 5 vacant position in COR over the next 2 weeks; Director, IRM, Supervisor, Specialist and Clerk.

Maintenance:

• HRYCI: project on courtyards about completed, need several days of no rain for floor surface.

• Central Supply freezer: poured floor on 8/25, expected to move in by the end of September.

• Signed off on contract with Kent Construction, as the awarded bidder of the medical expansion project.

• Parking lot repaving in this building this week will be closing ½ the lot at a time.

Bureau-wide- Ed Synoski:

• Target meeting with OMB on 9/2. With FY11 guidelines stating no additional funds will be available, we have identified the Medical contract as our only door opener. At this time there is no projection of potential costs.

• Capital request will include 5 items from last year: BWCI, HYRCI floor, Centralized Medical, PCCC site search and firing range.

IT-Deb Lindell:

• Automated Sentence Calculation: Funds received from OMB, requirements and development to start as soon as there’s room for the team.

• Classification: Well underway, due to workload implementation now scheduled for 10/27/09.

• DACSBoard: More people are finding more uses for the DACSBoard, and we’re finding its ad-hoc reporting elements to be useful in producing quick reports.

• Inmate Telephone Systems RFP: RFP draft review was conducted on 8/24 with DOC committee members. DTI sent it to DOJ for legal review on 8/27. Bid advertisement begins September 8th, pre-bid mtg is September 23rd, and bid opening is October 14th.

• Medical: Enterprise EMR requirements still under discussion as they relate to ARRA funding. A preliminary whitepaper explaining Delaware’s approach was received yesterday and is under review.

• PREA: Development underway, making changes to incident reporting processes.

Records: Physical work completed except for furniture delivery. Wiring dependent on that timing. New fax system already in place, new phone answering system will start Friday, pending notification to the courts (changes suggested by the Commissioner and the staff).

• Sex Offender Reporting: New reports for Records are being produced each week to identify pre-1994 sex offenders who are coming up for release, so that CRO can register those individuals. DELJIS is also working on enhancing their on-line notification process that Records currently uses, to identify these offenders (if an offender is in for Robbery, but he has an old sex offense, he was previously NOT identified as a sex offender – now he is, and we are responsible for making sure he’s registered prior to release.)

John Painter:

▪ Mel Hennesy called to let me know the cadets from Boot Camp were at Rehoboth Elementary School painting halls, classrooms, etc.

▪ Thanks to Kate for covering while I was out.

Alan M:

▪ Section leave 25 has been approved by OMB and forwarded to DOC employees. Leave is effective Sept 1st and is not retroactive to July.

▪ Hiring freeze is due to end this week, however waiting to get direction from State personnel office.

▪ Thursday, September 3rd is HR round table.

▪ OMB is looking at short and long term disability, military leave etc.

▪ COAD negotiations continue.

▪ Next CEIT class graduates on September 11th.

▪ Next CEIT class starts on September 24th and will graduate on December 4th.

▪ BOTC class starts on November 2nd, graduates January 8th.

Kate Bailey:

▪ SECC-working on this year’s SECC campaign. There is a meeting with my captains next week, Tuesday, September 8th.

Kathy Mickle-Askin:

▪ Moss Group consultants provided a train the trainers session on August 19th. EDC conducted a 2 day follow up to allow the PREA “trainers” to teach the course, prepare for questions.

Deb Craig:

▪ PREA activities have picked up significantly and will continue through the fall.

▪ New policy review group committee consisting of volunteers from the Management Development for the Future graduates will hold their first meting today. The meeting is to discuss projects, establish a meeting schedule and process for reviewing/revising DOC policies.

▪ Kate Bailey and I are working on updating DOC’s Annual Report. We have received updated information from most of the Bureaus. Kate, John Painter and Frank Durso are working on photos.

Roy Lawler:

▪ Sussex program: Commissioner reminded Roy to continue working on Sussex Project.

▪ Reminder to Commissioner that the Annual Affirmative Action report is due this month. I will be forwarding a copy for his review.

Ron Drake:

▪ Working on backlog of 270 plus.

Joe Dudlek:

▪ Public Health inspections are starting up.

Gail Stallings-Minor: No

Janet Durkee: No

Rich Seifert:

▪ Fleet/ replacing vans.

Tom Carroll: no

Thomas Mealey/guest:

▪ His brother is coming up for parole

▪ Medical issues his brother is having. Jim Welch will speak to him privately about his brother.

Motion to approve minutes as written Tom, 2nd Rich.

Motion to go into Executive Session Rich, 2nd Tom, unanimously approved at 9:50 a.m.

Motion to adjourn Executive Session Tom, 2nd Rich, 9:57 a.m.

Motion to adjourn, Tom, 2nd Rich, unanimously approved 9:58 a.m.

The next Executive meeting will be held on Tuesday, October 6, 2009, 9 a.m., conference room 300.

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