MCA Executive Board Meeting

Campbell’s Resort, Chelan, Washington

5/1/05

Present:  Regina Alexander-Mack, President; Marie McGuffin, Vice-President; Patti Roadhouse, Past-President; Linda Eiford, Treasurer; Linda Shaw, Secretary; Jim Smallwood, Co-Chair Education & Training; Rick Bomar, Co-Chair Education & Training; Jenny Hill and Tracy Hoctor, Co-Membership; Janise Hughes, Legislative Committee; Ron Krebs, Nominations; Judge James Docter, District and Municipal Court Judges Association (DMCJA)

Absent:  Keith Wills, District and Municipal Court Manager Association (DMCMA)

Regina opened the meeting at 7:10 p.m., quorum declared.

Minutes:  Read the minutes, Jim Smallwood made a motion to approve the minutes, Janise Hughes seconded, motion carried.

Reports:

President’s Report: 

Regina has completed award certificates to recognize 20 years of Probation services.  She has also prepared 4 awards which are special recognition for dedication to MCA.

Vice-President’s Report:  Marie McGuffin has been working on getting a grant to Washington Traffic Safety Commission (WTSC) for portable breath testing instruments, Alco Sensor FST.  The grant application is due to WTSC by not later than 5/13/2005.  Jim made a motion to have applications available to members here at the conference and collect them all at the end of the conference so they can be submitted in a timely manner.  Janise seconded the motion, motion carried.

The Judges in Snohomish County are looking at the possibility of starting centralized assessments for independent alcohol/drug assessments.  Whatcom and Benton Counties are involved in that kind of process currently.  Marie will continue to explore this as an alternative for her county to answer the assessment protocol problems.

Past Vice-President:  Patti is continuing to explore what is happening with the retirement legislation that passed in 2004 relating to early retirement for Probation Officers.  She will get information to the board as it becomes available. 

Patti is involved with an Interstate Compact committee that will be meeting on 5/11/05 to explore internal/external issues relating to SHB 1402.  The committee has been recruited from across the state representing Counties, Cities, Probation Offices under the Courts, etc.

Secretary’s Report:  No report.

Treasurer’s Report:  Linda Eiford indicated that there is approximately $13,000.00 in the checking account.  If the conference runs over that, we may need to borrow from the legislative fund.  Linda mentioned that if our checking account reaches a balance of less than $2500.00, that we pay a monthly fee of $10.00 until it is increased again.  Rick Bomar moved that we transfer funds from the legislative savings fund, if needed, to cover any conference costs over available funds in our checking account.  Marie McGuffin seconded, motion carried.

Membership Report:

Tracy Hoctor checked with their Prosecuting Attorney to see if we are exposed on declining membership or associate memberships for vendors for any reason.  He is recommending that our by-laws be changed relating to exclusion of private businesses that are in direct competition for probation supervision services.

Membership certificates and name tags are ready.  The committee will be mailing membership certificates and directories to any members that are not present at the conference, since it is included as part of the membership package.

Patti Roadhouse suggested that the committee send out a letter to all the Directors requesting that they send any information to MCA about new hires so that we may provide them with membership information

Nominations Report: Ron Krebs will accept nominations from the floor for all open positions at the annual business meeting.  He plans to send the nominations by e-mail to all probation offices following the conference.

Ron will continue to research probation standards, but indicated that he has nothing new to report at this time.

Ed/Training Report:

Jim Smallwood will be handing out a special survey at the ATTC presentation, which must be completed and returned to ATTC after their session.  This is a requirement of their continued funding, so is very important.

Rick has been in contact with conference speakers and they are all ready to present.

He also has his copy machine available in case anyone needs copies. 

Rick and Jim will be providing the introductions for each of the speakers.

Last year’s t-shirts will be handed out as door prizes.

Patti indicated that Tacoma officers will be in charge of raffle tickets again.

Regina instructed all board members to be present and available by 9:45 a.m. tomorrow morning, for registration.

Legislative Report:

Janise will be providing handouts to the membership regarding legislation impacting probation.  She has also asked Tandra Schwamberg to speak about the Interstate Compact requirements. 

Janise indicates that we must get active early if we plan to submit legislation for this next session, well before December of 2005.

District and Municipal Court Judge’s Association Report:

Judge Docter suggested that this year the association may be more focused on the assessment protocol issue if they are approached by MCA.  Last year there were competing interests that kept them from adding support.

Old Business:

Jim Smallwood suggested Alderbrook Resort as a possible conference site for next year.  The other possibility is Skamania Lodge.

Deena brought a question about the board’s decision not to get involved in a project to standardize the ignition interlock forms.  After much discussion, Judge Docter indicated that the interlock requirement is being monitored by DOL without court or probation involvement in most jurisdictions.

Conrad Thompson reported out on the status of HB 1200.  He recommends the following to continue working on protocols for alcohol/drug assessments:

1. Work with the Prosecutor’s Association.

2. Work through the District and Municipal Court Judge’s Association to garner support from the Judges across the state.

3. Draft a letter to Ken Stark at the Department of Social and Health Services requesting that trainees and interns doing alcohol/drug assessments be under direct supervision.

4. Supply training for assessment counselors in things like; high breath test results, interviewing for results, etc.

Conrad also reminded the board to appoint a new representative to the Washington Traffic Safety Commission’s Advisory board. 

Next Executive Board meeting:

July 12, 2005

10:00 a.m.

Criminal Justice Training Commission

Room: TBD

MCA Executive Board Meeting

Criminal Justice Training Commission

7/12/05 

Present:  Regina Alexander-Mack, President; Marie McGuffin, Vice-President; Linda Shaw, Secretary; Ed Tirado, In coming Co-Chair Education and Training; Jenny Hill and Tracy Hoctor, Co-Membership; Rick Bomar, Incoming Nominations; Janise Hughes, Legislative Committee;; Keith Wills, District and Municipal Court Manager Association (DMCMA); Larry Barker, JIS Committee

Absent:   Patti Roadhouse, Past-President; Linda Eiford, Treasurer; Deena Kaelin, In-coming Co-Chair Education & Training; Judge James Docter, District and Municipal Court Judges Association (DMCJA)

Regina opened the meeting at 10:02 a.m., quorum declared.

Introductions were made all around.

Minutes:  Read the minutes, Rick Bomar made a motion to approve the minutes, Tracy Hocter seconded, motion carried.

Old Business:

Marie wanted to make sure that all conference costs were covered without moving money out of the legislative funds.  Rick Bomar indicated that it was not necessary for funds to be transferred, all conference costs were covered out of the regular account.

Regina wants to have all departments submit information for their 20-year awards and service pins.  Most certificates were handed out at the conference but the pins weren’t shipped until after the conference.  She will get a request out to the Directors and get names of everyone that needs an award.

Larry wants to keep the MCA directory up-to-date.  He sent out information to the Directors to try and get information about new hires.

Tracy Hocter discussed the issue of changing the by-laws to exclude private businesses that would be in direct competition with probation departments.  There are still so many questions that Tracy will check with their attorney again, before we go forward with any amendments to the by-laws.

Regina handed out certificates of appreciation to all the board members for last year’s service.

Reports:

President’s Report: 

Kevin Grandy contacted Regina with some ideas about what to do on the website.  Regina was able to start including e-mail addresses on the website.  Regina would like everyone to get their e-mails to her so that she can continue to add e-mails.

As Regina moves into Past-President role, she indicates that she would like to continue on with a focus on greater communication with MCA members.

Regina made took the liberty to make contact with Alderbrook.  They are now saying that they can not accommodate the block of approximately 80 rooms MCA will require.  There is an overflow hotel close by at Casino but would cut down on networking opportunities.  Rick would like us to consider a location where the full group can stay.  Regina asked Ed to do some research on Sun Mountain Lodge and Inn at the Park in Spokane.  We discussed Skamania Lodge but concluded that their cost is prohibitive. Marie made a motion, to research other locations and get information out to the membership Rick seconded, motion carried.

Regina suggested a retreat for the board to:

·        Create an opportunity for the new board to get acquainted

·        Plan for 2006 Conference

We will shoot for a date in September or October in Leavenworth at the Enzian.  Tracy Hocter made a motion for a board retreat to prepare for the 2006 conference, Marie seconded, discussed MCA covering cost for housing only. Motion carried. 

Regina turned the meeting over to Marie as our new President.

Vice-President’s Report: 

Marie passed out a press release which relays information that NTSI is having some legal trouble.  She expressed concern about using NTSI as a vendor due to these legal issues.  Linda S. suggested MCA including a disclaimer that we do not endorse vendors rather than limiting some vendors, since it would be difficult to know any vendor’s status at all times.

WTSC has not responded regarding the Portable Breath Tests (PBT) grant for which several probation departments applied at the conference.  She was advised that notification could be delayed by several weeks.  She will get information out as soon as she receives notification.

One of Marie’s goals this year is to pursue the idea of standardized practices.  Larry indicated that there are some RCWs that drive DOC that misdemeanor departments have used.  The court rules also apply.  We discussed the possibility of accreditation

Marie will contact Ron Krebs regarding forming an accreditation board, since he has shown interest in this process over the years.

Past Vice-President: 

Patti Roadhouse not present.  Regina presented for Patti.  Patti had sent out an e-mail some weeks ago suggesting that MCA pay for facilitator at the Director’s meeting regarding Interstate Compact.  Linda S. suggested that we ask the Directors if they want a facilitator before we vote to pay for a facilitator.  Rick indicated that as one of the directors he would like MCA not be involved in the Director’s meeting unless asked.  Discussion ensued, with a resolution that MCA not act on this suggestion unless a request should come to one of the board members by way of the Directors.

Secretary’s Report: 

No report.

Treasurer’s Report: Linda E. not present.

Janise handed out the report and we reviewed.  Marie noted that we spent a lot less in 2005 than 2004, approximately $3200.00 less. Total account balances as of June 30, 2005 was $21,957.61.

NOTE: This treasurer’s report was not voted on to accept as presented.  The board will need to do that at the next Executive Board Meeting in October.

Membership Report:  Tracy reiterated the need to keep the directory up-to-date.

Larry suggested that the board contemplate the benefits of membership and then begin promoting that, since membership seems to be dwindling while conference attendance remains high. 

Regina asked Larry if we could password protect the directory on the website to continue to make it a benefit to members. 

Larry suggested the board consider raising the non-member conference fee to encourage membership. 

Conference and membership ideas:

• Idea exchange or round table chat type time
• PowerPoint presentations on disc to pick up at the conference
• Networking time.
• A tour of some kind
• Special activity of some kind
• Forms and information sharing
• An MCA sponsored ice-cream social.

Nominations Report:  Rick has no report at this time. 

Ed/Training Report: Rick indicated that he got a lot of good feedback on the 2005 conference.  He gave Alcoholics Anonymous some feedback regarding just talking to the group instead of reading a script.  He had many comments from conference goers that the script type presentation just didn’t work for them.

Rick brought his own copier to the conference this last year.  It turned out to be well used throughout the conference.  He is willing to continue to bring a copier since it was very handy.  The toner cartridge costs $125.03.  Marie made a motion to reimburse Jim for a toner cartridge, Tracy seconded, motion carried.

Larry made recommendation that presenters for next year either provide printed copy or provide an electronic copy of their presentation.

Larry indicated that he would be willing to put together some icebreakers for the 2006 conference. Marie assigned that task readily!

Ed will be getting information from Jim and Rick for possibilities for next year’s conference.  The membership submitted 12 or 13 ideas for next year and they will turn that over to him for planning.

Legislative Report:  No report.

Criminal Justice Training Commission:  Bonnie absent, no report. 

Larry recently went through the Executive Management Training at the CJTC.  They are going to refine it down to a 2-day review for people who have attended previously.  They are offering First-line Supervisor; Mid-level Management and Executive level classes.  It is mandated by RCW so all department directors should be aware of this requirement for management level positions.

Larry indicated that the executive level course he completed was very informative and he would recommend it to anyone. 

District and Municipal Court Judge’s Association Report:  Judge Docter not present.

District and Municipal Court Judge’s Association Representative Report:  Debbie sent her report with Regina. 

MCA and Interstate Compact Commission presented training at the Judge’s conference.  Regina will be filling in for Debbie at the Judge’s meeting when she can’t attend.  Debbie suggests that the past-president would be a good person to be appointed to the Judge’s association meeting each year. Regina would like to see Debbie maintained as the representative to the meeting this year.  Marie will ask Debbie Yonaka if she will accept an appointment to that association for one more year, particularly with interstate compact issues.

District and Municipal Court Managers Association report:

Keith Wills indicated that the fee schedules are changing at the District Court level but that the fee change should not affect Probation.  Driving While Suspended III is back so revenues should be coming back.  DOL has implemented required changes and the first 30-day cycle of administrative hearing notices will be completed on August 1^st.  Courts are expecting a significant rise in DWS III charging and subsequent suspensions.

Judicial Information System report: 

Larry indicates that the Administrative Office of the Courts (AOC) has dumped the Probation module attached to their JIS program.  Washington State Risk Assessment will be the only thing to go on-line.  To get there you will have to go to “Inside Courts” home page and then into assessments.  All assessment results will be available statewide. They promise some data integration possible down the road.

Larry asked AOC if there was a way to include summary information in the assessment module, from an offender classification completed using a different classification instrument, like the Level of Service Inventory-Revised.  The programmers indicated that some summary information sharing through the system should be possible.

New Business:

The idea of a board retreat was reiterated and discussion continued regarding next year’s conference.

12:50 p.m. Tracy made a motion to adjourn, Rick seconded the motion, motion carried.

Minutes prepared by Linda Shaw 7/14/2005

Misdemeanant Corrections Association

Executive Board Meeting

Criminal Justice Training Commission

10/11/05

Present:  Marie McGuffin, President; Vice-President, Nina Cogswell; Linda Eiford, Treasurer; Linda Shaw, Secretary; Ed Tirado, Co-chair of Education and Training Committee; Tracy Hoctor and Jenny Hill, Co-Chairs of Membership; Rick Bomar, Nominations Committee; Tandra Schwamberg, Legislative Committee; Larry Barker, JIS Committee;

Absent:  Regina Mack, Past-President; Judge Docter, District and Municipal Judge’s Association (DMCJA); Keith Wills,

 Guest: Glenda Ward, Island County; Angie Hightower, Grant County

 Marie opened the meeting at 10:12 a.m. and declared a quorum.

 Distributed 7-12-05 minutes and reviewed.

 Tracy made a motion to accept the minutes from 7-12-05. Rick Bomar seconded, no discussion, motion carried.   

Distributed minutes from the 9-19-05 board retreat in Winthrop, Washington.  Board reviewed the minutes.  Larry Barker brought up the issue that the retreat was a closed meeting and those in attendance probably should not be voting on binding motions, etc.  He suggested that the minutes should be reflected as notes, not meeting minutes.  Rick Bomar suggested that we go through the content of the retreat notes for issues in which the board needs to vote.

 Glenda brought three formats for the newsletter.  She will send an e-mail out a notice to the membership that the newsletter will be on the MCA website.  All submissions need to be in the last week in October with the letter going out by November 15, 2005.  Glenda will send out in regular mail to reintroduce the newsletter and notify that future articles will be on the website.  Glenda asked who else should receive them other than MCA members.  Suggestions included all liaison committees and tribal probation.

 Rick Bomar introduced his guest, Angie Hightower, who was recently employed at Grant County.

 Old Business:

Retreat topics:

Ed Tirado will be leaving for Iraq in January through May.  He has also been employed now as Division Supervisor for Evergreen District Court, so is not a Probation Officer.  Tracy made a motion that Ed remain on the board in education and training until a replacement is found using the two previously nominated individuals, with the position going to whoever gets back to him first, Tandra seconded the motion, discussion, Jim Smallwood and Janise Hughes are the two candidates.  Motion carried.

Ed presented a comparison of potential conference sites.  Tracy made a motion that we have the conference at Red Lion in Spokane, May 8-10^th, Jim seconded, discussion around Spokane being busy that time of year so membership should be notified to book their rooms early.  Nina asked about letting the membership know why we are having the conference on the East side instead of the West.  Tandra suggested we send a notice out by e-mail or notify in the newsletter.  Motion carried.

Ed indicated that Deena received a copy of the contract, which she will forward to Linda Eiford.

Rough training agenda:

Monday p.m.                                        Doreen  Interstate Compact

Tuesday all day                                     DRE

Wednesday a.m.                                   Sex Offender Classification and Training

 President’s Report:

Marie indicated that Washington Traffic Safety Commission (WTSC) will not be distributing funds for Portable Breath Test’s (PBTs) until January of 2006.  Tracy made a motion to wait until January to purchase PBTs so we will have the funds from WTSC. Jim seconded, Tracy asked how much they cost all together, approximately, $11,400.00, motion carried.

Marie went to Dick Nuse’s retirement party and presented him with a certificate.  Marie also purchased an award for him for “Most Valuable Player Outside MCA”.  Linda S. made a motion to reimburse Marie for the award that she picked up, Tracy seconded, motion carried. 

Marie has a line on some very nice awards that are fairly inexpensive.  She suggested that we check them out for our conference awards.

Marie has not done a letter to Judge Portnoy.  She did have contact with them about standardization of treatment status forms.  She did not represent MCA as having a position.  Linda E. sent Marie a copy of their report forms and Marie got it out to a group of judges in the King County area.  Tandra  talked to Rich Higa who indicates he will include Tandra in their meetings to discuss this issue further.  We agreed to table the subject until Tandra can get back with more information.

 Vice-President’s Report:

 Nina has been doing follow-up to Judge Paja’s question regarding MCA’s position on getting the legislature and DSHS involved in a standardized assessment for Domestic Violence Perpetrator Treatment.  Nina asked Tandra to become involved as legislative chair and presenting any information on it at the next conference for the membership to consider.

 Past President’s Report:  Regina Mack not present

 Secretary Report:  Linda S. had nothing to report.

 Treasurers Report:  Linda E. passed out the report.  Total account balance is at $20,799.33.  Under expenses, we paid two tickets for the WTSC Retirement, one person was not able to attend and will get the money back to Linda E.  Sun Mountain Lodge retreat balance was more than anticipated by approximately $200.00 so total will be approximately $1296.00 instead of the original quote of $1096.00.  Rick made a motion to accept the report as written, Tracy seconded, no discussion, motion carried.

 Nominations Report:

Rick has not received any nominations for awards.  Regina has nomination forms for awards on the website.  Rick will be sending out a special e-mail prior to the holidays out to advise members to get onto the website and nominate someone.

Rick has made himself available to assist the education and training committee until another person is appointed.

Education and Training Report:  Deena Kaelin not present.  Ed indicated that they have discussed having fewer training topics and more networking time.   All trainers are confirmed.  We will have 2.5 hours of interstate compact training, 5 hours of DRE training and 3 hours of Sex offender classification and training.

Ed will make sure Linda E. gets the actual contract from Red Lion.  Ed will get the information out to the membership to get reservations made early along with any overflow hotel information.  Ed will send Glenda information for the newsletter.

Instructor expense:

Doreen Geiger’s expenses will be paid by DOC.

Drug Recognition Education trainers are volunteering their time, they only want transportation, board and room reimbursed.

Sex Offender Classification training expenses unknown at this time.  Ed will get back with information.

Membership Report:  125 members 97 attended 2005 conference. 

Tracy brought 2005 revision to by-laws as to membership exclusions.  Private agency employees could be associate members but not full member of MCA.  The prosecutor out of Tracy’s county drafted wording:

3.3    Membership may be as a “professional member,” an “associate member” or an “honorary member.”  Membership shall be established through application, approval, the payment of annual dues and adherence to the goals, Articles of Incorporation, By-laws and Code of Ethics of the Corporation.  Professional membership shall be limited to individuals employed by a municipal corporation of the State of Washington who work for a misdemeanant probation department providing services for a court of limited jurisdiction in the State of Washington.  Associate membership shall be limited to interns or others closely allied to a misdemeanant probation department.  Honorary membership may be extended by a majority vote of the professional members to individuals deemed worthy of such membership.  To retain membership, members shall timely pay annual dues and adhere to the goals, Articles of Incorporation, By-laws and Code of Ethics of the Corporation.  Membership shall be established initially by application to and approval of same by the Corporation.

Larry suggested that the wording go out in the newsletter so that the membership can see it before the conference and next annual business meeting.

Legislative Report:  Tandra indicated that the Joyce case has dealt probation a major blow in the area of liability.  Once the state has take charge of an offender then we have a duty to take reasonable precaution or duty to protect.

Tandra met with Tammy Fellon, who is the legislative liaison from the Washington Association of Cities.  The AG is working on torte reform relative to offender supervision. Tandra will be at an October 25^th meeting to discuss this issue.  She is indicating that because of Joyce, the AG’s office is now willing to propose legislation.  Senator Kline introduced a torte bill in 2005, but it was not heard. 

Legislative Committee Members:

Glenda Ward

Lourdis Salazar

Kevin Grandy

Bonnie Kosco

Greg Crawford

Rich Higa

Debbie Yonaka

Susan Frasier

They will review the legislative information that is coming forward and let the board know where they will focus their energy.

EHC HB1136 gives liability protection to departments that have that type of monitoring.

Criminal Justice Training Report:  Bonnie Kosko not present.

Washington Traffic Safety Commission Report: Tom Ripley not present.

District and Municipal Court Judge’s Association Report:  Regina has a meeting on Friday at noon.  She will send information out afterward to update everyone.

District and Municipal Court Manager’s Association Report:  Kevin Wills not present

JIS Report:  Larry sent several e-mails out relating to departments that use case management programs and offender caseloads.

JIS has promised to produce a probation case management system for many years.  Last year AOC announced that they would not be pursuing system development.  Larry has been working to get our system back on the table.  He developed a position letter for AOC and did a presentation to the AOC but felt it fell short.  He wants to continue to push for a position on the committee.  There are some folks that are supporting the idea of having MCA at the table.  Debbie Yonaka sent an official request to have Regina ask DMCJA for a timeslot to present our PowerPoint on a statewide case management system and placement on the committee as high utilizer of the system. 

Larry needs a letter signed by the board requesting representation on the AOC committee.

Tracy made a motion that we draft a letter for Regina to present on MCA’s interest in having a representative to AOC, Rick seconded, motion carried.  He needs the letter by Friday 10/14.

We do have support from the Juvenile departments. 

AOC now has the Washington State Probation Risk Assessment Tool, web-based.  Log on to AOC home page if you want to view.  Everyone could produce a risk assessment for each offender by the first of the year, 2006.

Interstate Commission for Adult Offender Supervision (ICAOS) Committee:  Tandra reported that Terry Sherwood met with Doreen and went through the major questions brought to her by Probation Directors. 

Doreen has responded to two issues to date:

1. ICAOS is going to accept only one packet from jurisdictions in the state. 

2. 90 days in a location constitutes a need for interstate compact transfer.

 New Business:

Larry Barker said that Pam Clark announced the need for a coalition of directors.  He said Pam indicated that she does not believe that MCA is a good conduit for that.  Historically, Larry indicates that MCA has sent out announcements, etc.  Regina indicates that during her presidency she tried to bring back director’s meetings however indicated that she thinks the Director’s group could change the dynamics of MCA.  Tandra indicates that historically they have been very separate and have not dealt with the same issues.  On the other hand, MCA has recognition with many state associations that the Director’s do not. 

Regina suggested that we ask Pam to come to our MCA meeting and present her vision of the Director’s coalition.  Marie will follow-up and ask Pam if she will come speak at our next meeting. 

Larry also brought up membership issues, increasing the cost of the cost to non-members and then increasing total dues.  Rick indicated that most associations double registration cost to non-members.  Ed indicated that he thinks the timing is off, in that people are asking what they get out of their membership.  Raising any cost at this time might not be good.  Linda E. said that the conference fee got inadvertently lowered to $90.00, probably a tying error.  Historically it was $100.00 + $25.00 for membership fees. 

Many members only pay membership if they plan on attending the conference, so it leaves the membership very dynamic.  Larry suggests doing a presentation at the conference about MCA and what the organization is doing for you behind the scenes.  Ed suggested to get more buy in that we have a historical look at MCA.  Larry and Rick will put together a PowerPoint presentation for the next conference.  Tandra is suggesting that we invite Bill Cobb, Debbie Yonaka, Fred Thomson, Elaine McNally, etc., to be part of a presentation. 

Scholarships granted for the WTSC Winter Conference. 

Rick Bomar

Tom Ripley

Tom Ball

Patrick Gigstead

Lori Lewis

Regina Mack

Annette Failing

Doug Wall

Jeanne McDermott

Tameka Artison

Nina will send out notification to each recipient.

Regina has updated the website to include the conference information.

Rick Bomar moved to adjourn, Linda E. seconded, motion carried. 

1:33 p.m.

Minutes prepared by Linda Shaw 10/26/05