VCCJA EXECUTIVE COMMITTEE ANNUAL PLANNING RETREATStonewall Jackson Hotel, Staunton, VA

Wednesday, January 4, 2012 – Friday, January 6, 2012

Day 1 – January 4, 2012 (1:45 PM – 5:05 PM)Wednesday Afternoon Session – VCCJA Executive and Committee

Issues

Present: Steve Austin (President, 2012), Pat Smith (President, 2011), Andrew Lawson (Vice President, 2012), Dave Pastors (Vice President, 2011), Katie Green (Treasurer), Jackie Boxley (Secretary, 2012), Cynthia Plummer (Secretary, 2011), Andy Warriner, Sharon Jones, Freda Holliday, Ross Carew, Fred Nunez, Steve Vilhelmsen, Ann Marie Freeman, Charlene Johnson, April Higgs, Peggy Cooper.

The meeting was opened by Pat Smith with introductions and a welcome to the incoming new committee members.

Committee Reports Presented with Co-Chair Recommendations for 2012

Public Relations Committee – Andy WarrinerAndy reviewed committee activities since he became chair six months ago and discussed goals for this year. He drafted and has sent out a few postcards to legislators outlining ‘who we are’ and including sections on both pretrial and community corrections. He is currently working on ‘tweaking’ it to actual post card size. He showed a copy from his laptop of a picture of the logo to be used on the cards – a tipped scale. He has gotten some positive feedback and would like to send these cards out periodically throughout the year. Cynthia requested that if these postcards are going out to our legislators, all of the Directors should see it before it is sent out so they will be aware of it and what it says if asked by one of their legislators. The committee requested an email of the final draft before it is sent out. Andy has also set up an email account (vccja@gmail.com) and there was some contemplation as to who would be responsible for monitoring this account. He reported that the Facebook page is active but not yet published. He proposed that it would be a static site to provide information with limited posting capabilities by viewers. Dave voiced his concern that it would be difficult to contain some of the comments. Andy explained that once the Administrator posts, others would be able to post their comments. Steve Austin added that today, we almost have to start using social media. It was further discussed that we would need someone to monitor and be able to delete negative posts. Pat said this is the new wave and asked where do we go from here? The question then came up about how many agencies would have access to Facebook. Ross pointed out that some areas have blocked Facebook claiming it is not a productive site. Sharon added that VA Beach tracks its internet ‘10 top users’. Pat stated that each agency would have to take responsibility for Facebook/internet use. Cynthia reported that representatives from Staunton had been invited to Lynchburg a few months ago to give a presentation on how to effectively incorporate social media into government functions. She remarked that it was an excellent presentation which included issues such as addressing negative postings. She suggested that perhaps we could have a representative come to give a tutorial on how to monitor the site. Dave indicated

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that he has worked with the Staff of the Economic Development Department of the City of Staunton on the same topic and that he would approach them for more information and possible assistance about VCCJA internet exposure and monitoring. Andy will leave the Facebook page static for the time being. Andy advised that he has more information about updating the VCCJA website. He got an email from Tom Pavelco regarding the webhosting fee ($600). Do we own URL? Katie reported that we spent $1,600 last year on the website and we need to explore to see if we can get better costs. Sharon recalled a discussion last year with Tom Pavelco around changing the web design. Katie to shoot some names to Andy from her NAPSA connections. Andy believes that we can get better ‘bang for our buck’, will explore other hosting options and submit a report to the committee during the upcoming quarter. Andy went on to say that we need to push information out there to make people want to visit the website. He has a couple of quotes out on a VCF marketing tool including a CD and booklet. He further explained that it can be either a CD or DVD format. Dave went on to say that a 10 minute DVD on what we do would be an excellent marketing tool to send to legislators. Andy will submit a proposal with costs for marketing a DVD for legislators. Pat added that there is grant funding up to $25,000 for educational communication strategies. Andy asked if we could put out information “Don’t vote on this bill!” and Dave answered that this should be handled by the legislative committee and funneled to the PR committee for ‘packaging and pushing’. Dave will work with Andy on keeping contact lists updated (ie. Executive Committee list, Directors list, etc.). Andy further advised that he is working with Donald West from his office as well as Rachel whose husband is in graphics. Andy stated he could use a creative design type person. Pat suggested that he send out an email to the membership seeking someone with creative skills. Andy was given accolades to doing a phenomenal job! A decision was made that the VCCJA committee needs to make commitment to getting WebEx (put under PR budget). Further discussion on WebEx included a need for an outline or guidelines of step by step instructions to setup WebEx meetings due to difficulties in uploading documents, etc. A camera is not really needed, but not particularly expensive either. A head set and a microphone are good extras. Tom Pavelco told Dave that he had funding to pay for bookmarks and is working on it.

Membership Committee – Katie GreenKatie gave the report in the absence of Tiffany Embry. Although $7,800 income was targeted for income from membership fees in the 2011 budget, $9,000 was received. The membership number is now around 457. The first batch of membership renewals has started to come in. Freda commented that the By-Laws state that membership fees should be received by January 1 and is a contradiction with the February 28th ‘grace’ period date that everyone assumes.

*Consensus – Membership renewal notices should go out earlier.

Training Committee – Steve VilhelmsenIn the absence of Jennifer McArthur and Craig Worley, Steve V. reported out. The question was asked how many staff are NOT members of VCCJA? Some figures were thrown out on how many staff are VCCJA members (235 Probation Officers, 159 Pretrial Officers, and 40 Directors for a total of 434)…so maybe a couple dozen remaining community corrections and pretrial staff NOT members??? It was motioned and carried that Craig and Jen continue as co-chairs on the committee.

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Steve V. maintained that EBP is being integrated into training and Effective Communication/Motivational Strategies is going phenomenally well – thanks to Andrew Lawson! The new EBP Coordinator, Rebecca McNees participated in the last M-OST/OST training and she sent out an email on yesterday requesting the number of staff who needs M-OST/OST training. Steve V. is the designated EBP ‘Training Coordinator’. Since the Case Planning Training, Tisha Skinner, the chair of that committee, has been working to standardize a one day course curriculum and to establish a core group of available trainers. That committee to date has not provided deliverables. Plans are being made for regional training on “Criminal Personalities” to be conducted by Dr. Steven Conlon from the Behavioral Science Unit at Quantico. This training is tentatively scheduled for late March. This will be one day training from 9 AM – 4 PM with an hour for lunch. Cynthia asked about starting at 10 AM for those who have to drive from further distances. This training will be offered in two regions - Central and Western. Charlene pointed out that polling had helped to make the decision on where regional training would take place and Freda added that the last two regional trainings had better showings from the Central and Western regions. Pat seemed to remember a discussion around discontinuing regional training. Further discussion centered around whether the subject matter of the training had something to do with the interest level and participation in the past year or so. Cost was also questioned. Andrew stated that $25 for one-day training is not bad. Pat added that regional training may need to be re-evaluated after this year. Andy asked about a recommendation regarding new staff taking EC/MS right about basic skills training.

*Consensus – There needs to be more communication between training coordinators.

It was acknowledged that there have been some contractual issues with scheduling Basic Skills. Katie said that the skill set has changed and the Basic Skills Training Curriculum needs to be revisited for updating. Ross added that there also need to be core competency skills around utilization of the PTCC. Steve V. was applauded for his assistance with the training coordination!

Awards Committee – Ann Marie Freeman/Cynthia PlummerAnn Marie reported that James Woody, from the eastern region, is the newest member of the committee. They met on September 28, 2011 to review and rank order nominations which were submitted to the Executive Committee who made the final selections on October 18, 2011. . Pat stated that this procedure needs to be documented for future members of the Awards Committee. Cynthia stated that since the committee already keeps a historical record, it would not be a bad idea to post the “Awardees” (perpetual awards winners) as well as the procedures for nominating on the website. Andy indicated that he could do this. Pat recalled that they were also condsidering a recommendation made for a “Years of Service” award and there was a discussion about how to track that. Andy and Andrew both said that something should be put on the membership application and that someone would need to talk to Tiffany Embry, chair of the Membership Committee. It was decided that the Awards Committee should decide on how to handle the “Years of Service” awards at the 2012 VCCJA Conference. Ann Marie asked about the 2012 budget for the committee and Katie responded that it will be $800. Cynthia advised

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there is one representative from each region and she and Ann Marie are both okay with remaining co-chairs on the committee.

Cultural Awareness Committee – Fred NunezIn the absence of co-chairs Tomaudrie Thomas and Henny Schreurs (Hanover), Fred provided the committee report. He advised that the committee has tried via email for the past three years to encourage VCCJA members to respond to the ‘Scenarios’ but due to low participation, the committee has decided to discontinue this activity. He added that some officers had expressed difficulty in accessing the website; however even via email – the responses had remained low. The committee would like to highlight various cultural backgrounds of staff on a quarterly basis and ask that directors help in ‘spotlighting’ staff in their agencies. The “Taste of Culture” was a BIG SUCCESS at the 2011 VCCJA conference. Cynthia commented that the recipes were a nice take away. This event is also being planned again for the 2012 conference. Charlene recalled that some of the members used ‘out of pocket’ expenses for this activity. Steve V. suggested that donations be solicited to assist with the cost of this activity at the 2012 conference. Goals for 2012 include collaborating with VCCJA Training and Executive Committee to locate cultural training events, advertise cultural events in different regions, cultural awareness Facebook page which would be accessible to members only and preparation of By-laws for the committee. Fred stated the $500 budget is adequate. Pat questioned why the committee would need By-laws. Charlene stated because other committees have them. Steve A. made the correction that other committees have ‘charters’ and/or purpose statements, but not By-laws. Another idea the committee has to build a partnership with the community in an effort to bridge the gap between our profession and communities would be to have college students from other cultures visit nearby community corrections agencies. When asked for elaboration on this proposed project, Charlene stated this would be a ‘lunch and learn’ to allow staff to learn about other cultures on a smaller scale. There was some discussion about whether this was intended to be a model to be implemented statewide and the committee was asked to submit a written proposal about the development of such a community partnership.

Scholarship Committee – Cynthia PlummerCynthia and Katie Van Patten are the co-chairs for this committee. Cynthia reported no scholarship was awarded in 2011 due to budget constraints. She advised that the 2010 recipient, Crystal Adkins, had not yet completed her project and explained that the delay has been due to a change in job positions from pretrial to VASAP. She had received an email from Crystal indicating that she anticipated completing the project within about six weeks. The project involves looking at two years of pretrial charge and arrest data from PTCC (looking at number of cases referred without risk assessment, offense type vs risk). She said the scholarship recipient is given $1,500 at the beginning of the project as per the award contract and is paid the 2nd installment of $1,000 at the conclusion of the project. The Executive Committee asked Cynthia to follow up on the current project. Katie noted that she did include $1,000 in the 2012 Scholarship budget for the final payment but no new funding for a 2012 scholarship. Pat reported that PJI is sponsoring a project utilizing graduate students to examine pretrial issues and thought perhaps that could be put to use for VCCJA scholarship purposes. She will provide more information as it is received. Cynthia noted that the committee needs to update the list of statewide

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university contacts. Andy said to send the list to the Public Relations Committee and they will do the update.

Fund Raising CommitteeThere was no one to report out on this committee. Pat stated that this committee needs chairs. Steve A. asked the question what has been done in the past to raise funds. Golf tournaments, raffles, poker night, 50/50… Ross suggested setting a goal towards raising funds. Steve A. said funds are generally earmarked for scholarship and training. Andrew echoed Ross in saying that having a purpose makes it easier to raise funds. Fred expressed interests in working with the fund raising committee. Dave suggested selling t-shirts, caps… Someone (???) proposed making chocolate business cards! Decided that the Executive Committee would decide the goal (the amount to be raised and what it would be used for) and let the fund raising committee decide how to raise the funds. Steve A. suggested that the regional reps help with getting volunteers to be on the fund raising committee.

Conference Committee – Sharon JonesSharon related that she had received very positive feedback on the 2011 conference – that the speakers and location was GREAT!!! She advised that the budget amendment donations received from agencies (VA Beach, Halifax and New River) was very much appreciated. She would like to announce at the next Directors’ meeting how funds from budget amendments can be earmarked for the conference/training and would also provide example copies of budget amendment narratives. Pat added that we need to identify conference budget/training expenses. Others reported they have gotten positive comments about the 2011 conference. Sharon reported it has been one of the biggest conferences in quite a while – 267 attendees – and that the size of the venue now has to be increased. The committee is currently working on a survey of the 2011 conference. Kris Bryant is resigning as co-chair but will remain on the committee. April is stepping us as co-chair with Sharon. Sharon advised that the committee needs direction on how to move forward with the 2012 conference and asked that the Executive Committee figure out a ‘game plan’ before trying to negotiate a contract. She added that a look should also be taken at the DOJ memo regarding food expenses, etc. She asked the Executive Committee for direction in deciding how many days the conference would be and how federal issues will affect decisions. Dave asked if we were ‘wedded’ to the conference being held within the first two weeks of November. Sharon completed her report by adding that the committee is also looking for new members.

Legislative Committee – Dave PastorsDave recapped the “battle” in the General Assembly in beginning months of 2011 when legislation was introduced that was adverse to Virginia’s pretrial services. Most of the spring and early summer was spent strengthening relationships with stakeholders. The committee is gearing up for legislation anticipated to be launched by the bails bondsmen during the upcoming session of the General Assembly. Dave went on to say that the Community Corrections and Pretrial Services agencies have been ‘protected’ in past years from budget cuts, but that may not be the case this year. The Governor wants to introduce new SURE program which may have an impact on drug courts as the violations/graduated sanctions may take away some of the eligible candidates. Legislative Liaison Ron Jordan

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asked Marla Decker about legislation that threatens pretrial – Secretary Decker’s staff responded “We let things play out in the General Assembly” and said that we have Christy Morton from the Governor’s office to contact if we hear of threatening legislation. Contact with stakeholders was maintained over the summer months. The President Elect of the Commonwealth Attorney’s Association indicated they would discuss issues to come before General Assembly, they don’t have a ‘dog in the fight’, but we have their support. We also have the support of the Virginia Sheriff’s Association. Glen Peterson and Winston Marcus met with Dave Albo and had an interesting conversation but don’t feel they made much headway. For the first time this year VCCJA has contracted with a lobbying firm, Advantus Strategies of Richmond - $6,000 for one year. Reviewed value of having legislative liaison and discussed benefits reaped during the legislative session. Ron Jordan knows the landscape and the key players and helped us to work through some of the mechanics of the General Assembly. He participated in WebEx meetings and will play a significant role once the General Assembly convenes. Committee is gearing up for challenges in the General Assembly this year, and will continue to explore the challenges of introducing legislation and to pass out the one page ‘talking points’. Dave sent out an email to the Directors yesterday regarding the proposed budget cut and included talking points and names of key legislators. We are already getting 5.5% cut and to add another 4% to locality reductions could make it very difficult. The next legislative session will being on April 1st. Dave will be stepping down as co-chair, but Glen Peterson will remain. Committee is looking for a ‘rising star’ to serve as co-chair. Dave expressed concern that there hasn’t been enough done to encourage committee members to step us as co-chairs. Legislative Symposiums sponsored by the committee in 2011 and held in Williamsburg and Charlottesville was supported by Directors and Pretrial staff. Dave concluded his report by stating that the WebEx meetings have really helped a lot in the past year. “Thanks” to Dave, Glen, Katie, Steve and all of the legislative committee members for all of the work they do!

Nominations Committee – Freda HollidayFreda advised that Rhonda Alexander is no longer working at Mecklenburg Piedmont Court Services so the committee needs a new co-chair. Freda reported that staggered terms have started and there will be elections every year starting 2013. Freda concluded by saying that there were nominees that did not accept so some ran unopposed. Pat gave thanks to Freda for the work that went into revision of the VCCJA By-laws.

The meeting was adjourned at 5:05 PM for Informal Discussion.

Day 2 – January 5, 2012 (9:05 AM – 5:00 PM)Thursday Session – Statewide Issues

Present: Morning Session – Steve Austin, Ross Carew, Pat Smith, Sharon Jones, Katie Green, April Higgs, Andrew Lawson, Cynthia Plummer, Peggy Cooper, Charlene Johnson, Steve Vilhelmsen, and Jackie Boxley.

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Steve A informed the group that he and Pat had captured the areas of decision making yesterday after the meeting.

Discussion on Setting Ground Rules, Decision Making and Decision Points from Day 1

Ground RulesRaise HandsPresident AcknowledgesStay on TopicUse Parking LotHave Time KeeperRespect Different OpinionsNo Side Bar Conversations

Pat’s thoughts were that decision making should have equal value for outgoing and incoming Executive Committee members. Andrew asserted that the By-Laws are clear in stating that the Executive Committee votes on decisions. Steve A. posed the question “Should decision making be consensus driven?” Cynthia proposed that some decisions could be made by consensus and some by voting. For example, a decision to invite someone to our next meeting does not necessarily rise to a vote. It is, however, important to document all decisions in the minutes. It was agreed that outgoing members can contribute to consensus decisions and give input; however, only current members can vote.

Decision Making

Consensus ModelDecide What Issues Need VotesDocument All Decisions in Minutes

Decision PointsApprove Process for Public Relations CommitteeNew LogoFacebook Page – guidelines and policiesPostcard – decision processWebsite Hosting Options (Andy)WebEx Purchase (Katie/Andy)Website Design (Andy) Discussion on Committees/Committee Chairs for 2012

Public RelationsWho should the postcards go to – Directors or all VCCJA members? Steve assumed that the Executive and Public Relations Committees should ‘vet’. Peggy, Dave, and Steve V. said that all members should get. The argument for this was that at times, when things go to Directors, it often does not funnel down to staff.

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*Concensus – Legislative Committee chairs will work with Public Relations Committee to get the information completed, send it to the Executive Committee, then to Directors and the entire VCCJA Membership.

*Decision – To defer the Public Relation Approval Process until something is written up.

*Decision – Andrew made a motion for the scales to be balanced on the logo after discussion about it being tipped/tilted to the right. Ross pointed out that tipped scales show ‘injustice’. The motion was seconded by Freda, none opposed – motion carried.

*Decision – To defer the Facebook page until something is written up.

Andrew made a motion for Andy to continue as co-chair, seconded by Pat and motion carried.

MembershipCharlene reminded everyone that Tiffany Embrey will be asked to add date of hire to membership forms. Also, the membership forms need to be sent out early and specify that dues should be received by January 1st. Pat suggested that we count CCPT years of service. Cynthia questioned whether this would be years of service in VCCJA or in job position. Sharon pointed out that this could make a big difference because some agencies pay for employees memberships and some don’t. Andrew said we should count years of service in local CCPT. Cynthia asked what do we give in recognition of service and what type of award? Dave asked do we recognize years of service in this field, does CDI count, are we over thinking this? Cynthia remembered that Jane Hardell suggested exploring purchasing pins, etc. as gifts to award. Another question thrown out was, “Do we consider just years of service in Virginia?” Sharon suggested that we do it simply by just asking people to stand up at the conference by years of service and possibly giving our VCCJA pins. This will need to be collaborated between the membership and awards committees.

*Decision – To identify years of service on 2013 membership application. Katie will notify Tiffany of this decision.

Peggy made motion to reappoint Tiffany as chair, second made by Andrew and motion carried.

TrainingPeggy asked if anyone thought it would be an issue with so many Executive Committee members being on the Training Committee. Peggy, Charlene, Freda and Steve V. saw it as a benefit. Some discussion as to whether they should abstain from voting on the Training Committee. Andrew motioned that Craig Worley and Jennifer MacArthur remain as co-chairs, seconded by Peggy and motion carried.

Awards CommitteeCynthia to send historical fact sheet of VCCJA Awards Winners to Andy Warriner, chair of PR Committee for posting on website. Pat nominated Cynthia and Ann

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Marie Freeman to continue as co-chairs, second made by Freda and motion carried.

Cultural AwarenessReport received yesterday was that the committee would be ending the “Cultural Corner” and will collaborate with the Training Committee to identify cultural diversity training. Steve A. stated he would like to see something in writing concerning the procedures for sponsorship of cultural partnerships with college students as proposed by the committee.

*Consensus – Steve A. will ask the committee for a written proposal.

Some of the questions that came out of the discussion were “What goals does the committee have?” “What direction is the committee going?” Everyone agreed that the original purpose of the committee was bridging the language barriers and developing forms in Spanish. Charlene expounded on how the idea of cultural partnerships emerged. Motion made by Freda for Tomaudrie Thomas and Henny Schreurs as co-chairs, seconded by Andrew and motion carried.

ScholarshipDiscussed whether to have 2012 award of not. Dave suggested deferring until we see what the budget looks like. Steve added if we do fundraising, it could generate income for a scholarship. Peggy motioned continuing co-chairs Cynthia and Katie Van Patten, second by Freda and motion carried.

ConferenceSharon indicated that the venue for the conference does not need to be chosen now, but the length of the conference needs to be decided. April asserted that there is just as much work and costs for a one-day conference as there is for more days. Pat says we do a lot and we’ve built a high expectation. Sharon stated as co-chair, she recommends that we keep it as a three-day venue. She went on to say the committee would be meeting at the end of January to ‘springboard’ venue and get contract. Eastern Virginia has the best prices and conference rates but they would like to have it in the Western region. Due to the NAPSA conference, the VCCJA Conference may not have the attendance we had last year. There are so many variables concerned (meeting spaces, meals, etc). April stated we may have to raise fees. Sharon insists there is an ‘expectation’ that meals (lunch) is provided. Pat made the motion for a three-day event, seconded by Steve A. and carried. Katie added that we need to make a profit from the conference. Andrew motioned for Sharon and April to continue as co-chairs, second made by Peggy and motion carried.

Fund RaisingAndrew motioned to appoint Fred Nunez as chair and ask that he bring back a report on how much he can raise and how. Ross asked that motion be deferred until there is further discussion with Fred. Andrew withdrew the motion. Steve A. will have further discussion with Fred. Steve A. stated it would be okay to say that some of the fundraising money would go to scholarship; however, Ross maintained that would be too broad. To defer decision on what fundraising money would be used for.

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LegislativeDave advised that the current chairs would remain in place until May when the session ends. Dave has talked with Glen Peterson who has suggested the names Kris Bryant, Kevin Hudson, Tom Pavelco and Ross as potential co-chairs for the committee. Dave continued to say that we need to thinking of approaching someone now instead of waiting until April. Pat motioned that Glen Peterson and Dave remain co-chairs and approach those names aforementioned to recruit someone to step up as a new co-chair. The second was made by Andrew and the motion carried. Steve A. will talk with Tom Pavelco and Kevin Hudson and ask Glen to talk with Kris. Ross stated no need for both he and Pat to be on same committee. Steve A. will also talk with Colin McDonald whose name was added to the list of potential co-chairs for the committee. Dave concluded by saying that the committee needs to get other members ‘up to speed’ with making contacts with key legislators.

Nominations Andrew motioned to continue Freda’s appointment as chair of the committee, second made by Peggy and motion carried. Freda will solicit a co-chair.

Quarterly Meeting Schedule for VCCJA Directors’ Meetings in 2012The meeting dates for the Directors’ Meetings were decided as follows: February 17, 2012 (Richmond area), May 18, 2012 (Charlottesville), August 12, 2012 (Richmond area), and November, 2012 (at the conference). Meetings will start at 10:30 AM and the specific locations of the meetings will be selected later. The Executive Committee will meet on the same dates starting one hour before (9:30 AM).

Treasurer’s ReportKatie reported that for FY11 no money was made on EBP practices, some was made on EBP training and regional trainings. She took this out for FY12 but put everything under training (broken down in the ledger). PR Committee is no longer doing the newsletter which was expensive. Katie added $6,000 into the budget for the Legislative Committee. Andrew asked about training event registrations ($4,790) and would like to see a breakdown. Steve A. suggested that if individual committees would like to see this, it should be requested from the Treasurer. Steve A. advocated that the Executive Committee give each committee their budget and let them know this is what you have to spend. Dave agreed that this message should be sent out to all committee chairs. The message should be very specific that this is what you have to spend and this is what the expectations are. Katie reported that as of December 31, 2011 there was $16,152.81 in checking (minus the $531 for the 50/50 raffle) and $24,066.02 in the money market. Katie mentioned that a big chunk of the year-end balance difference can be partially attributed to $10,000 loss of DCJS sponsorship of the conference. Dave suggested adding another line item (legislative liaison) as opposed to miscellaneous. As of July 1, 2011 $500/month started going to money market (Katie already took $6,000 out). There was some discussion about over budgeting on conference vendors. Katie and Sharon agreed maybe $3,500. Freda requested a separate line item for

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Expenses for the Nominating Committee. Question came up does the scholarship amount need to be changed and was answered, not at moment as decision on 2012 scholarship has been deferred. Pat asked if we get Byrne Grant, would we need a full audit and if so, costs need to be figured into the budget. Katie asked do we need separate budget for EBP. Pat and Steve V. asked for another line item (20d) for EBP Training. Katie will give Andrew information on expenses for EBP training. Katie suggested we ‘revisit’ speaker fees. Katie to take input, make all necessary changes to the budget and submit for approval by the February Executive Committee meeting.

BIP Board UpdateCynthia provided update on BIP – Ray Greenwood, Director of Chesapeake Bay Area Community Corrections, was appointed as the VCCJA Eastern representative on the BIP Board in October. As a member of both the BIP Board and the Executive Committee, April will be the new official liaison when there are BIP Board requests, recommendations or changes that need to be brought before the VCCJA Executive Committee for approval.

Update on Drug Court Advisory Council – VCCJA RepresentationDave reported that Glen Peterson is our VCCJA Drug Court Advisory Council Representative. Steve A. will check to see if Glen wished to stay in that position or if someone else needs to be appointed.

VCCJA Hosting NAPSA’s 2012 40th ConferencePat reported the NAPSA conference will be held August 19 – 22 at the DC Hotel Hilton. Maryland, DC, Virginia and the Feds are co-hosting and they are working now to establish a curriculum through Wed-Ex meetings. Pat asked Bruce to consider sponsorship from DCJS. Katie added they are also targeting other agencies such as the Bar Association and that the keynote speaker will be Bobby Kennedy, Jr. She requested a commitment from the VCCJA and stated they will target some Northern Virginia folks to assist. April volunteered to help. Katie concluded by adding that NIC will be putting together workshops also.

Update on DCJS Standards Committee for Standards and GuidelinesTo be presented after lunch upon arrival of guests from DCJS.

LunchNew arrivals/attendees for Afternoon Session – Bruce Cruser, Laurel Marks, Rebecca McNees (DCJS Representatives) and Amanda Wimberly.

Working with DCJSSteve A. opened the afternoon session by stating that the Executive Committee normally meets twice yearly with DCJS and would like to continue to do so. He then welcomed DCJS, thanked them for their attendance and introductions were made all around.

Standards and Guidelines (Upcoming Audits)Freda reported on the ‘audit’ subcommittee that was formed including Andrew, Amanda and herself along with Bruce, Laurel and Carol-Lee Raimo from DCJS.

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Procedures still have to be finalized but plans are to begin ‘audits’ in 2013 with cases opened effective July, 2012. Currently there is only funding to cover mileage expenses. Laurel stated that “peer reviewer” audits may reduce the need for overnight stays, that meals can’t be reimbursed for day trips but if overnight, they may be able to entertain some assistance. She added they ‘are not looking for it to be an out-of-pocket expense’. Freda went on to say that a presentation is to be made to the Directors by the May meeting. Andrew added that Carol-Lee is working on the purpose, outcome and results of these audits. Bruce said that it would increase professionalism in the field and insure that people are complying with standards. Laurel included that it will be the minimum standards and guidelines to be audited – everything in the SOPs by authority from the grant guidelines – and that it has been heard from the field that folks want to know if agencies are adhering to guidelines and hopefully will increase professionalism in the field. Steve A. asked if Directors would have input. Freda said it will go to the Standards Workgroup, then to the Directors at the May meeting. Amanda stated the ‘intent’ will be to audit the auditors’ programs first and then to ask for volunteers. Laurel advised DCJS would be willing to do technical visits to agencies if requested. Audits would be every three years. Cynthia expressed her concern that Directors may want more input into the ‘audit procedure’. Bruce and Laurel said this is not a ‘gotcha’. Cynthia maintained that there is a need to build in an opportunity for self assessment first. Rebecca suggested calling it ‘compliance assessment’ instead of audit. Laurel then suggested ‘compliance review’.

*Consensus – Agencies may be more receptive to the process if the word audit is not used.

The topic of budget cuts due to the Governor’s proposed amendment was interjected at this point by Steve A. Pat stated the Governor’s office said 4% but in an email recently sent out by Paula Harpster, she said 3% and said this needs to be clarified. Pat added with the already 5.5% Reduction in Aid to Localities, this would be more like a 10% cut. Bruce stated we can’t favor an amendment to the Governor’s budget, but agreed there is a disconnection between the Reduction in Aid to Localities and the Governor’s budget. He further stated they don’t know yet how it might affect grants in July. Dave asked if the 3% cut came to DCJS, how would it be determined who would get cut and added that a fair distribution of cuts has many variables to consider as some agencies have higher workloads in comparison to funding received than others. Bruce maintained that it is a DCJS prerogative and final decision; however, input from the agencies is helpful.

EBP Next Steps (Training and Pace)EBP Discussion

1. Pace of implementation2. Training issues3. Include basic skills4. Evaluation5. Integration6. Institutionalization7. PTCC changes (technology)

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Rebecca McNees, EBP Coordinator, reported that she is still gathering information from the 20 EBP sites on “where they are, what their needs are”. Discussion – too long of a time period between MOST/OST training and implementation of Case Planning (the issue for the Phase 1 sites is making that connection and for the Phase 2 sites, it is continuing that connection). Bruce – with the concurrence of the group – agreed that Basic Skills needs to be updated and integrated with EBP. Another issue is that the same core group of individuals is on all of the committees as well as being trainers. How do you make it happen without staff burnout? Bruce stated that “DCJS just has no trainers in the CC section”.

Discussion with DCJS Around Future VCCJA/DCJS Partnership Around EBPApril started discussion with her sense that there is a ‘disconnect’ between the EBP and non-EBP sites. Steve A. asked if practices should be adopted statewide. Charlene interjected that a big frustration is no resources after the Case Planning has been completed. It was agreed that although approximately 70% of the offenders in the first 10 sites are low risks, some officers are having difficulty ‘letting go’ and supervising cases administratively. Peggy indicated training as a big issue for her staff. Andrew felt that we need to get ‘our ducks in a row’ before we bring other agencies in – that we have too many gaps. Pat stated that maybe we need to focus on training. Amanda suggested that our 2012 goal be to have everyone in all the EBP sites trained in MOST/OST and asked if we can realistically get these trainings done. Steve V. added that another goal is to have quarterly trainings and that he is waiting on a manual of standardized training to be completed in order to schedule these trainings. Steve V. then asked who has the authority to direct trainers to have deliverables including curriculum and dates.

*Decision – Steve V. to notify the MOST/OST Training Committee of the following MOST/OST training goals for 2012 and to report back at the next Executive Committee meeting in February.

MOST/OST Training Goals for 2012 Standardized Training Manual/Module to be completed and submitted to

Steve Vilhelmsen by March 1, 2012. OST Training DVD to be finalized and delivered to Steve Vilhelmsen as soon

as possible so that he may determine the standard deviation prior to the March 1, 2012 training manual/module completion deadline.

MOST/OST Trainings to be completed by staff at all Phase 1 and Phase 2 sites by May 1, 2012 with the exception of the Western Region which is to have training completed by March 31, 2012.

Develop standard quarterly MOST/OST training schedule by July 1, 2012 as coordinated by Steve Vilhelmsen.

Bruce advised that DCJS has some funding that may help facilitate getting this training done. Laurel suggested allowing non-EBP sites to participate. It was agreed that it would be feasible for the EC/MS training but maybe not for MOST/OST as non-EBP sites would not be doing assessments. Bruce suggested Organizational Training as a starting point for non-EBP sites. Pat asked if we could perhaps use this funding to do another ‘train the trainer’ to expand our trainer base. Amanda

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asked if we could use some of the funding for technical assistance to aide those ‘willing’ Case Plan trainers as well as for additional MOST/OST trainers.

Case Planning Training Goals for 20121. DCJS to assist with providing technical assistance for curriculum development2. Train-the-Trainer training3. Train Phase 2 sites4. Revisit Phase 1 sites (implementation of case planning, progress, train-the-

trainers)

Rebecca suggested general/generic ‘train the trainer’. Bruce maintained this would lead back to staff burnout. Pat asked if Rebecca could assist with moving the Case Plan Training along. Amanda stated she would be willing to work with Rebecca on talking with the Case Plan Committee Chair to review where the curriculum and trainers are and to see what technical assistance DCJS might be able to provide.

Integration Goals for 20121. Offer Train-the-Trainer – core skills2. Offer Organizational Development and Leadership trainings3. Take climate/temperature of non-EBP sites (next Directors’ meeting breakout

sessions)4. EC/MS training5. Develop “Implementation Guide”

Develop Benchmarks for Phase 2 Sites1. Training Resources – Basic Skills2. Train-the-Trainer for MOST/OST (DCJS resources)3. Case Planning Technical Assistance (DCJS resources) To develop manual including resources Standardized curriculum Train-the-Trainer4. What can be offered in non-pilot sites?

Dave stated at the next Directors’ meeting that we could have breakouts to have discussions with non-EBP sites about Organizational Training. Peggy says we need to factor possible budget cuts into consideration of other agencies’ willingness to become EBP sites. Pat suggested using the same questions that were posed to the Phase 2 sites to find out where the non-EBP sites are now – a readiness assessment. Amanda asked should we set a time frame on all non-EBP sites coming on board. Bruce said our goal is ‘to get there’. Sharon said the longer we wait, the bigger the wedge between the EBP and the non-EBP sites becomes. Bruce added that in reality, we have done a lot of good working getting to where we are now. Rebecca said we should have a guide outlined by the end of the year. Consensus was that the ‘Recipe Book’ and the ‘NIC Roadmap’ are good, but maybe we need a guide, a

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‘process’, that could be given to non-EBP agencies to get them started. Bruce suggested that the EBP Coordinator begin to look at these goals to integration.

Steve A’s opinion (as co-chair of the EBP Steering Committee) was that Rebecca’s role should be as a facilitator and that the co-chairs continue to run the meetings and handle the agendas, etc. Rebecca accepted the ‘facilitator’ role on the Steering Committee. Steve A. advised that he would be rotating out as co-chair and the goal is to nominate Amanda to continue as co-chair and to elect another co-chair to replace him. Sharon asked if it should be a Phase 1 or Phase 2 person elected. The group agreed as a whole that it did not matter. Steve will continue to help until the new co-chair is selected. Pat made a motion for Amanda to continue as co-chair, second by Freda and motion carried.

Bruce announced that Ken Rose would be filling the Pretrial Jail Planning Post. He has talked with Ken and the goal is to expand pretrial in areas where it does not currently exist. A recent accomplishment is the addition of two pretrial sites, one in Southwest and one in Central Virginia. Bruce encouraged the association to ask for assistance with the conference, such as finding speakers. Lastly, he added that another thing to consider is ‘reenergizing’ CCJBs (something to look at down the road).

Review of Progress on Goals/Objectives 2011 – Goals/Objectives for 2012 The goals were reviewed, discussed and updated for 2012 as follows:

Change Goal #1, Objective B by adding February, 2012 as projected time frame.

Discussion on Goal #1, Objective C…Steve A. asked if we could change date of the annual VCCJA Day since that week is usually so hot. It was then asked should it be left up to the region.

*Decision – Change VCCJA event day to September and Regional Representatives to decide the exact date in that month for their regions.

Change Goal #1, Objective C by replacing the word [summer] with September, inserting the words and Pretrial between [Community and Supervision] and adding to the end of the statement the words and submit Proclamation Request to DCJS by February 11, 2012. With these noted changes, Goal #1, Objective C now reads…”Continue to celebrate VCCJA Day each Sept with regional activities during Probation, Parole and Community and Pretrial Supervision Week and to submit Proclamation request to DCJS by February 11, 2012”.

Change Goal #1, Objective D by inserting the words Executive Committee between [of and meetings]. With this noted change, Goal #1, Ojective D now reads…”Distribute summary of Executive Committee meetings to the field.”

Discussion on Goal #2…The Governor’s office should be included with the other agencies noted for any support or guidance we can be gain from them regarding legislative matters. It was agreed that rather than setting a time frame, this would be done on an ‘as needed’ basis.

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Change Goal #2 by inserting the words Governor’s Office between [the and Department] and inserting the words and legislative between [funding and concerns]. With these noted changes, Goal #2 now reads…”Continue to work with the Governor’s Office, Department of Planning and Budget, Secretary of Public Safety and Legislative staff to address funding and legislative concerns of Local Probation and Pretrial Services Agencies”.

Discussion on Goal #3…Regarding Objective, in light of the integration goals previously discussed, it is important to continue to explore funding possibilities. Objective B can be removed at this time.

Change Goal #3 by noting it as a singular Objective (since Objective B is deleted) with no changes in the wording and updating the time frame on it to December, 2012.

Change Goal #4, Objective A, Status section by replacing [on website] with the words provided to co-chairs. With this noted change, Goal #4 status now reads…”Duties and responsibilities provided to co-chairs”.

Change Goal #4, Objective C by inserting the word charter between [committee and description]. With this noted change, Goal #4, Objective C now reads…”Each committee will provide a committee charter, description, budget and goals for the year”.

Change Goal #6 by adding follow up on discussion of grant on guidelines and special conditions (ALOS). This will continue to occur twice yearly with time frames of May and October, 2012. With this noted change, Goal #6 now reads…”Continue to meet with DCJS staff to discuss priorities and collaboration and follow-up on discussion of grant guidelines and special conditions (ALOS)”.

Change Goal #7 by adding to the end of the statement the words including partnership with other nonprofits such as VACO and Public Welfare. The time frame on this would be as funding allows. With this noted change, Goal #7 now reads…”Continue to support a graduate research scholarship that will contribute scientific knowledge to the fields of Pretrial Services and Community Corrections including partnership opportunities with other nonprofits.

Discussion on Goal #8…The committee decided this goal can be removed.

Change Goal #9 – which now becomes Goal #8 – by adding the time frame of summer, 2012.

Change Goal #10 – which now becomes Goal #9 – by removing the words ‘an annual’ and inserting the words or other educational formats between [Symposium and to]. The status was changed to ongoing, the time frame from annually to ‘as needed’, and Public Relations and Legislative Committees added as members responsible. With these noted changes, Goal #9 now reads…”Present Pretrial Symposium and/or other educational formats to educate and inform key stakeholders”.

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Change Goal #11 – which now becomes Goal #10 – by replacing the entire statement to now read…”Explore alternative communication strategies”. The status was changed to ongoing with no specified time frame.

Discussion on Goal #12…The committee decided this goal has been met and can be removed.

Maintaining Contact and Information Sharing with the MembersThere was discussion about which meetings the staff representative was supposed to summary for distribution to the membership. Ross said he had summarized the Executive Committee Retreat Minutes last year but he did not realize that he was supposed to do it quarterly. Pat thought that we should highlight the big decisions to send out. Cynthia added that the minutes of the Directors’ meetings are sent out to the Executive Committee and have not been disseminated to all the Directors since we quit posting them on the website.

*Consensus – Need to communicate better with the members.

*Decision – Directors’ meeting minutes will go to Steve A. to be disbursed to Directors. Staff Rep Steve V. to summarize Executive Committee minutes and submit goals to the membership.Cynthia noted the duties for committees and co-chairs did not get updated for 2011. She will email it to Steve A for revisions/updates and he will forward to committee co-chairs.

Pat stated she would like to see as another goal a meeting with DCJS to have a discussion on ALOS. She further suggested the need to form a committee involving Executive Committee, VCCJA and DCJS.

Parking LotExplore Curriculum Technical Assistance for Basic Skills

The Meeting was adjourned at 5:30 PM for Informal Discussion.

Day 3 – January 6, 2012 (9:00 AM – 12:00 PM)Friday Session – Reviews/Other VCCJA Business

Present – Andrew Lawson, Steve Austin, Steve Vilhelmsen, Cynthia Plummber, Peggy Cooper, Charlene Johnson, Freda Holliday, Katie Green, Pat Smith, April Higgs, and Jackie Boxley.

Steve A. recapitulated that since DCJS has offered some funding for training and technical assistance between now and the end of the fiscal year, we should utilize this opportunity. Training needs as discussed on day 2 were reviewed and a list of training needs from now through June, 2012 was formulated (and prioritized) as follows:

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Training Needs Now – June, 2012Case Planning Training Technical AssistanceTraining Funds for Phase 2 Sites*Training Non-EBP Sites (Organizational Change)*MOST/OST and Case Planning Train-the-TrainerMaster Trainer Effective Communication/Motivational StategiesBasic Skills CurriculumGeneric Train-the-Trainer.

*Tasked to Rebecca McNees, EBP Coordinator

Katie suggested that we look at some of the NAPSA curriculum available for pretrial interviewing to see what they have to offer. It was noted that several members of the Basic Skills Subcommittee are also on the Training Committee (Freda, Steve V. and Peggy) which is a plus. Steve V. thought that the Training Committee could make suggestions; however, we should get an outside reviewer/consultant. April proposed that PTCC Training be more interactive.

Other VCCJA BusinessFurther discussion on the Audit/Certification Process Proposed – Cynthia still had questions regarding outcome of the upcoming standards audit and stated her reservations about Directors being excluded and many not being aware of it. Freda reiterated that the idea came out of the Standards Workgroup proposing that DCJS take the lead with a minimum of two auditors for each agency, hopefully within the same region. Katie proposed using the term “assessors” instead of auditors. Freda maintained that if people are doing what they are supposed to, everything will be fine. Steve A. stated that the “process” is what is important and what will get the buy-in from the field. Katie felt that people in the field need time to absorb the idea to get buy-in. Freda insisted that the purpose is for improvement – not a ‘gotcha’ – and that the first year will be a learning curve. Katie recommended making it very informational so that everyone is comfortable with the process. Steve A. encouraged the group to stay away from time lines at present. Andrew advocated that we need to set time frames. Pat stated that it is important how this is sold – people need to feel positive. Freda advised that Carol-Lee Raimo will do an overview at the February Directors’ meeting and the subcommittee will do a presentation at the May Directors’ meeting. Steve A. endorsed a presentation at the Directors’ meeting by the subgroup. Cynthia still wanted to know “What is the process of feedback to the agencies and how will the outcome be utilized?” Andrew said people will resist change, but the feedback – even if negative – needs to be expressed. Freda, Andrew and Amanda will ask Carol-Lee to include an overview of the purpose, outcome, and change the language from ‘certification audit’ to ‘compliance assessment’ or ‘compliance review’. An FAQ sheet was suggested for distribution. Charlene added that how it is packaged is very important. The consensus was that how the process is presented – that several agencies have volunteered to Pilot the process to work out all the bugs before it is rolled out statewide – will make all the difference in how it is received. Katie concluded by stating that it is also important to point out what is going well in addition to pointing out areas needing improvement.

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Further discussion on ALOS – Pat advised that she had sent out a ‘thank you’ to Laurel, but did not follow-up with the decision to form a committee to continue to look at the issue. Needs listed to look at are the relevance with EBP sites, how to determine, what is appropriate, and what does the research on best practices say. Pat maintains this should be resolved before the grant guidelines come out. Pat agreed to send a follow-up email to get the workgroup together with DCJS and VCCJA to look at research regarding ALOS and to develop an action plan to address ALOS. Katie wondered if agencies can get some feedback on progress made in the last six months on ALOS. Steve A. asked for names from the Executive Committee to sit on the workgroup. Ross’s name was suggested by Pat and Cynthia, Freda and Katie all volunteered to participate.

Further discussion on training needs and DCJS available funding – Katie emphasized Organizational Development and State and Community Collaboration. Andrew asked how this would be presented to DCJS. Jackie is to compile a prioritized list of training needs from the minutes taken and send it to Steve A. for submission to DCJS as soon as possible.

Reviewed priorities of EBP training goals for 2012 – Motion made by Andrew, second by Pat and motion carried directing Steve V. to email MOST/OST committee with the goals/deadlines decided by the Executive Committee and to report back by the February meeting.

Reviewed action item list - compiled by the committee on flow charts. Jackie will send out the Action Items list the first of next week.

The meeting was adjourned at noon.

Respectfully submitted,

Jackie T. Boxley/VCCJA Secretary

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