POPAI Board Meeting Minutes for 08/09/2023
Troy called the meeting to order at 10:30am.
Attending:
- Troy Hatfield, President
- Lindsey Villalpando, Vice-President
- Andria Geigle, Treasurer
- Cherie Wood, Secretary
- Robert Schuster, District 1 Rep
- Jack Odle, District 2 Rep
- Dustin DeLong, District 3 Rep
- Mike Small, District 4 Rep
- Rebecca Schrock, District 5 Rep
- Albert Arnold, District 6 Rep
- Rupert Strawbridge, District 7 Rep
- Mignon Ware, District 8 Rep
- Heather Malone, At-Large
- Jennifer Lampert, At-Large
- Greg Werich, Chief Exec Committee
- Shannon Chambers, PO Advisory Board Rep
- Anthony Williams, Training Coordinator
- Karen Oeding, Membership and Website Administrator
- C.J. Miller
Also In Attendance:
Adam McQueen, Past President, was present for most of the meeting but not present nor did he vote during the discussion of the salary recommendations.
Secretary's Report
Troy asked if everyone had an opportunity to review the July Secretary’s Report. Andria moved to accept the July Secretary’s Report. Becky seconded. All were in favor. Motion carried.
Treasurer's Report
Andria provided the August Treasurer’s Report. As of July 31, 2023, the balance in checking was $87,169.21 and in savings $17,084.99. Becky motioned to accept the Treasurer’s Report. Heather seconded. All were in favor. Motion carried.
Andria also provided the updated budget report.
Membership
As of August 4, 2023: 1,179 total current (1,027 probation officers, 26 corporate, 126 other)
Karen stated many members renew their membership at the fall conference. She will continue to review and communicate if there are any questions.
We have 3 Gold Sponsors this year.
Lindsey is working on the 10 and 25 Year awards with Karen’s data assistance. New members will soon receive a coupon for a percentage off POPAI Gear purchases during the conference (not preorders). A discussion followed regarding delivery of awards for member who are not in attendance.
Lindsey stated we have currently had 12 presale orders. She requested to add $400 to the clothing budget to purchase clothing to have at the fall conference. Heather motioned to approve $400 for Lindsey to purchase additional clothing for the fall conference. Jenny seconded. All were in favor. Motion carried.
Lindsey requested approval for funds to purchase all board members (18) new polo shirts. Discussion followed. Andria made a motion we approve $1200 or less for Lindsey to purchase new polos for the board members, that Lindsey will email the members w/ the options and determine by the majority requested. Heather seconded. Discussion followed regarding a logo change in the future. Due to the uncertainty of such, Andria withdrew her motion. It was then suggested that we could possibly order new shirts for the Management Institute.
Lindsey requested purchasing a square pay for merchandise purchases at conferences. The system will now assign the fee to the consumer and not the agency. Heather made a motion for Lindsey to purchase a square terminal ($299 + tax) to use for purchases at conferences. Heather seconded. All were in favor and motion carried.
Education
Anthony provided the board the updated registration information. Currently we have 443 registrations. First time attendees have increased to 86. We currently have 17 rooms remaining.
For those board members who are there on Tuesday, we will meet at 5pm in the lobby.
2023 fall conference – Sept 20-22
The decision for Thursday night fun night: Lip-synch contest, trivia, games and cash bar.
Partnership with IACCAC in 2023 – Scheduled on Wednesday, Aug. 23 @ Drury Inn
All board members are invited to attend. Currently have 75 POPAI registrations.
Troy and Lindsey will meet Scott and Ashley tomorrow regarding the assembly.
Chief's Executive Committee
Next meeting will be on 9-22-2023 @ 7:30am at the fall conference.
Juvenile Delinquency Alternative Initiative (JDAI) Update
Esther provided the update by email:
State Steering Committee meets on Friday – we will celebrate Justice David, as this is his last as chair of the Committee
The kick-off meeting for the Facility Assessments is scheduled for November 2nd – invitees include judicial officers, local coordinators, detention facility directors (+ up to three of their staff), and local conditions of confinement workgroup chairs. With the more efficient process this time around, we anticipate these to be completed by June 30, 2024
Case Processing – IOCT has created a report (available in SRS) for counties to pull the five-point case processing data. This can be uploaded into Tableau or Excel can be used to create visualizations
The Data Dictionary has been updated – conducted annually in July
Programs and Services WG is beginning to analyze data related to youth detained for Battery/Domestic Battery to provide alternatives for youth who are securely detained when the issue is family chaos/disruption
Probation Officer Advisory Board Update
Next meeting scheduled for October 10.
No IOCS updates.
Election
Mike stated:
Intent to run forms were due on Monday, August 7. The slate will be posted by Tuesday, August 22. Karen has verified all candidates are current POPAI members.
Slate will include: VP, Treasurer, Districts 1-3-5-7 and at large seat #1
All current board members are eligible for re-election.
Karen explained the process for voting (in person/electronic). We discussed options for the districts with a contested election.
Awards and Recognition
The deadline for nominations is August 22. Karen sent a reminder email to everyone on August 8. After the deadline the committee will communicate to determine the recommended recipient.
Justice Reinvestment Advisory Council (JRAC)
The last meeting was July 14, which Lindsey and Adam attended.
Adam stated:
TA Subcommittee – reviewed 9 application for technical assistance.
Michelle Goodman stated most had submitted the required SEA Reports.
Discussion regarding simplifying the required reports.
Sept 22 and Nov 28, 1-3 next meetings.
Adam suggested offering the Competency Restoration presentation at a future conference.
Legislation
No updates
Technology
Karen reported:
Our new graphic designer is putting together a contract after a first meeting with Karen and Anthony. She will be involving Board Members interested throughout the process and the designer/photographer might be at the Fall Conference.
Karen is involved in Fall Conference coordination including communication, invoicing, and promotion to new members (both Officers and Exhibitors). The new invoice system is going well and will allow for easy updates.
Calendar items through the end of September are presented, defining the dates of tasks that must take place before and after the Fall Conference.
Website traffic is mostly on the jobs and Fall Conference information pages.
Bylaws & Strategic Plan Ad Hoc Committee
No updates
Old Business
Troy discussed the upcoming meeting (August 15 – Next meeting for the Probation Committee of Judicial Conference -subcommittee) and the proposed salary amendment. After discussion, we collectively prioritized our proposal.
Bob motioned for the entry level salary to begin at $47,500 with step increases of 5% through year four and 7.5% at years five, ten, fifteen, twenty, and twenty-five and to move the priority of administrative stipends to third in the list. Andria seconded. All were in favor. Motion carried.
New Business
Representative for the Youth Task Force Subcommittee – Troy discussed and if we know anyone who may be interested, please notify Troy. Troy will also contact Esther.
Andria discussed the Charlie Knepple Award and disbursing the funds. We will review the application before next year.
Next Meeting
Friday Sept 23 around 11am fall conference